Understanding the Workflow Settings Tab

Created by PX Marketing, Modified on Tue, 19 Aug at 4:55 PM by PX Marketing

Overview

The Workflow Settings tab is the backbone of workflow automation in PXME. It allows you to fine-tune how, when, and from where your messages are sent, as well as how contacts move through workflows. With these settings, you can control timing, sender details, and contact rules to ensure communication is effective, timely, and personalized.

Key Features and Benefits

Communication Control – Set time windows and time zones to send messages at the right moment.
Personalized Messaging – Define default sender details and phone numbers for a consistent brand identity.
Contact Management – Manage re-entry rules, stop workflows on response, and enable multiple opportunities per contact.
Conversation Efficiency – Automatically mark outgoing workflow messages as read to keep your inbox clear.
Error Monitoring – View failed messages in a dedicated “Needs Review” tab and receive automated notifications.

1. Accessing the Workflow Settings Tab

Go to Automation > Workflows.
Select an existing workflow or create a new one.
Inside the Workflow Builder, click the Settings tab.

2. Configuring Communication Settings

Time Window

Any Time – Workflow messages can be sent at any time, on any day.
Specific Time – Restrict sending to specific days and hours (e.g., Mon–Fri, 8 AM–5 PM).

Timezone

Account Timezone – Messages send based on your account’s default timezone.
Contact Timezone – Messages send according to each contact’s local timezone (ideal for global campaigns).

Sender Details

Set a default From Name and From Email for workflow emails.
Override sender details for individual actions if needed.
Use custom values (e.g., Assigned User’s name) for personalized sender info.

From Number (SMS)

Assign a specific number for SMS messages sent from the workflow.
Useful for businesses with multiple numbers (e.g., Sales, Support, Regional Offices).

Mark as Read

Automatically mark outgoing workflow messages as read in the Conversations tab, keeping it uncluttered.

3. Managing Contact Settings

Allow Re-Entry

Toggle ON if you want contacts to re-enter the workflow after completing it.
Recommended for recurring campaigns like renewals or event reminders.

Stop on Response

Ends the workflow for a contact if they respond to a message from that workflow.
Ideal for sales and support workflows where a human response replaces automation.

Allow Multiple Opportunities

ON – Each opportunity tied to a contact runs independently in the workflow.
OFF – Only the first opportunity triggers the workflow.

Example Use Case:
A real estate agent has one client interested in two properties.

Multiple Opportunities OFF – Only the first property triggers the workflow.
Multiple Opportunities ON – Both properties run their own workflow sequences, independently.

Best Practices

Use Contact Timezone for global audiences to send messages at local-friendly times.
Enable Allow Re-Entry for workflows that repeat (like membership renewals).
Turn on Stop on Response for conversations where a reply replaces automation.
Always verify Sender Email & From Name for brand consistency and deliverability.
Avoid Specific Time Windows for urgent workflows where flexibility is key.

FAQs

Q1: Can I use different settings for different workflows?
A: Yes. Each workflow can have unique settings.

Q2: What happens if I change settings later?
A: Changes only affect new contacts entering the workflow. Existing contacts follow the original rules.

Q3: How do I prevent contacts from re-entering a workflow?
A: Toggle OFF the Allow Re-Entry option.

Q4: Does Stop on Response trigger on replies to older messages?
A: No. It only applies to messages sent from that workflow.

Q5: Can Workflow Settings override specific email action settings?
A: No. Workflow Settings apply globally, but individual steps (like emails) can override defaults.

Q6: How long do errors stay in the “Needs Review” tab?
A: Errors remain visible until you review or clear them manually.