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Creating an automated message to chase a customer's sign-off

Set up automated email and SMS chasers that remind customers to approve or sign off eForms until the form is approved or rejected.

This tool allows you to send email chasers to customers to remind them to approve/sign-off eForms.

Once an eForm is approved or rejected, the emails will no longer be sent.

Open an eForm pre-build

1. Click here.

Zigaflow dashboard with the settings gear icon highlighted in the top-right toolbar, beside the notifications bell

2. Click "Prebuilds"

Settings menu list with Prebuilds highlighted by an orange click marker, between Module Defaults and Rename System Fields

3. Click "eForms"

Prebuilds settings page with the eForms tab highlighted in the list of record types, between RFQs and Contracts

4. Edit a pre-build

Table of pre-built automated messages with the edit (pencil) icon highlighted on the last row, beside copy and delete icons

5. Click "Automated Messages"

Document editor with the Automated Messages (1) tab highlighted, next to the Attachments (0) and Tasks (0) tabs

Set up the message trigger

6. Click "New Automated Message"

Automated Messages tab with the New Automated Message button highlighted above the list of existing automated messages

7. Click "Blank"

Automated Messages tab with the New Automated Message dropdown open and the Blank option highlighted

8. Give the message name. This is for internal use only

Automated Message window with the Name field highlighted, filled in with "Chase Customer Sign-Off" above the trigger settings

9. Set the number of days before it is triggered

Automated Message panel with the Trigger field highlighted, set to 2 Business Days after Status Changed Date with status Sent

10. Set the trigger status to "Sent"

Automated message trigger settings with the With the Status dropdown open and Sent selected, set 2 business days after

11. Set the time to send

Automated message rule settings with the Send At time field highlighted, set to 11:00, below the trigger and status options

12. The chaser email can be sent continuously until the status is changed. Set the number of days

Automated message settings with the Recur Every field highlighted, set to 2 Business Days, and the Recurs box checked

13. Make sure the "Recurs" field is ticked for the continuous emails to be set up

Automated message settings with the Recurs checkbox ticked and highlighted next to Recur Every 1 Business Days

Write the chaser email

14. Add {ClientContactEmail} as the recipient

Send Email panel with the To field highlighted, containing the {ClientContactEmail} variable as the recipient

15. Set the "From" to {ContactEmail} or a fixed email such as [email protected]

Send Email panel with the From field highlighted and set to the {ContactEmail} variable, above Subject and Message

16. Add a subject

Email setup form with the Subject field highlighted, filled in as "Please sign-off this form" below To, Cc and From fields

17. Add text to the email body. Use {ClientContactFirstName} to personalize it

Email message editor with body text greeting {ClientContactFirstName} and a link asking the customer to complete the form

18. Add the hyperlink to the form into the text, either on its own or under text

Message text editor toolbar with the Link (Ctrl+K) button highlighted, used to add a form hyperlink to the email text

19. Add {ReviewLink} under the text or on its own

Email message editor with Link URL box set to {ReviewLink} on "complete this form" text, green checkmark highlighted

Add an SMS message

20. To send an SMS message as well, tick this box

Send Text Message checkbox highlighted in the automated message panel, with Mobile and Content fields for the SMS below

21. Add {ClientContactMobile}

Send Text Message panel with {ClientContactMobile} entered in the Mobile field, above Content with {ReviewLink}

22. Populate the text making sure you include the {ReviewLink}. When it is populated it will take up some of the 160 characters available

Send Text Message panel with the Content field containing a message that includes the {ReviewLink} variable, max 160 characters

23. To find any other variables you can use, click "Search Variables"

Email message editor in an automated workflow step with the Search Variables button highlighted below the message body

24. You can search through these and click on the variable to copy it

Variables list with tabs for Business Information, Users and Customers, showing eForm variables and the close X highlighted

Preview and copy the message

25. Check the message appears as expected using the "Save & Preview" button

Send Text Message action with mobile and review link content fields, and the Save & Preview button highlighted

26. Switch between the "Email Preview" and "SMS Preview"

Preview Scheduled Email dialog with Email Preview tab active and the SMS Preview tab highlighted to switch views

27. If any variables are incorrect, they are shown with the {} brackets. Click the "x" to close the screen

Preview Scheduled Email window on the SMS Preview tab, with the close "x" button highlighted in the top-right corner

28. Click "×"

Automated Message window with recurring send settings filled in and the close (×) button highlighted at top right

29. Click "Copy to Other Pre-Builds" if you need this added to other pre-builds

Automated Messages tab with the Copy to Other Pre-Builds button highlighted next to New Automated Message

Learn more: eForms in Zigaflow

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