Workflows can trigger emails that are sent to the client. However, the path between the workflow and the client's inbox can (and should) vary depending on the context. There are three different send options, and there is a good chance you'll need all three at some point during your BrokerEngine journey.
Contents
Prerequisites
Know how to create a workflow.
Video walkthrough
Learn about managing workflow-triggered email.
Option 1: From BrokerEngine > broker/team inbox > client
This is the most common method and the one new BrokerEngine users encounter when working with workflows. The reasons are simple: a) new clients don't know what's in the templates, and b) personalisation.
How it works
Whenever a workflow step triggers an email message, BrokerEngine sends the message to the broker or the broker's team. After the broker/team looks over the message and makes changes, send the message from your inbox to the client.
Once you're satisfied with how a revised email template looks and reads, you can update a workflow to send those messages directly to the client (see option 3 below).
Option 2: From BrokerEngine > draft in Outbox > client
A nifty tool that helps build your brand, send workflow-triggered emails with your email domain in the message's From field.
How it works
Whenever a workflow step triggers an email, BrokerEngine sends a draft message to your Outbox dashboard. You and your team can tweak the message (optional) and then send it to the client. Outbox automatically injects your email domain into the message's From field.
The Outbox feature, by default, is not enabled. If you want to use this tool, send the BrokerEngine support team a request, and we'll set up the backend so that the Outbox tool works for you.
Option 3: From BrokerEngine > client
The most straightforward option. A workflow step triggers an email. BrokerEngine sends the email directly to the client. You and your team do not read (or edit) the email before it goes out to the client.
Once you're comfortable with email templates and know how to add customisations, you'll likely want to enable this option for some, but not all, workflow-triggered client messages.
Selecting a send option
Before editing a workflow, switch off the Published toggle at the top of the page. Switch on the toggle when you're done editing.
You can enable any of the three abovementioned options on an Email workflow step. Go to the step, click the Send Option field, and select an option. We're phasing out the first option (Route to Team/Broker), so don't select that one.
Select Route to Team Role/Broker to enable option 1 (send to your inbox). Optionally, you can select a Team Role. If you leave the Team Role field blank, BrokerEngine sends the message to the broker's inbox.
Select Save as Draft if Outbox (option 2) has been enabled on your account. If you select this option before Outbox is set up, we can quickly update all workflows to save drafts to Outbox.
Select Email Template Recipients (option 3) to send the email directly to the client.