The Flow Builder can be found in the menu under Automation. For superuses, Automation is shown by default. The other users will only see this if they have the rights to do so.
All actions take place within one campaign within a MailPro environment. Combining multiple campaigns (for example, making a contact from the newsletter a member of another flow from another campaign) is not possible.
Create a new flow
Click on the Create flow button, after which you will go to the first step of creating an automation.
Give the flow a name and enter a description.
Group(s)
Under Group, select one or more groups that a contact must be in as a condition to enter this flow.
For example: in a welcome campaign, you choose each contact to end up in the Subscribers group. It is also possible to create a new group, which you will find in the Contacts menu.
Other examples: group with participants of a specific event, group with employees, group with all English-speaking customers. For the last option, language, you can also use filters per step in the flow builder. This way, you can include several languages in one flow.
Start flow
There are several options available as a starting point for this flow.
Start flow: On a fixed date
The flow starts at a scheduled moment. All contacts that are in the group at that time will be included in the flow. The group for this flow is therefore fixed.
Relevant starting point for: an invitation campaign or communication leading up to an event.
Start flow: Periodical with optional filter
If you choose this starting point, the flow is started periodically for the selected group or groups. You define the timing yourself: a specific day, a specific month, every day or every month. For the last two options, leave * (every) selected in the drop-down menu.
Uncheck days of the week if you do not want the flow to start on those days, for example during weekends.
Adding an extra filter is optional. This starting point combines the functionality of the previous periodical start option and the option to start a flow when a contact matches a filter.
You can also exclude one or more groups using the Not in group option. This prevents contacts from entering the flow if they already belong to a group you want to exclude.
Relevant starting point for: a notification that weekly offers are live on the website, or a recurring flow where only contacts matching an additional filter are included.
Start flow: When a contact is added to a group
The flow starts as soon as a contact is added to the group you selected earlier on this page. You can only select one group. For example, after importing a contact or when a contact signs up for an event.
It is not possible to exclude one or more groups in this step. In that case, first create a “net group” that contains only contacts that meet the correct criteria. In the next step, you can apply filters per flow step.
Relevant starting point for: welcome campaigns, event confirmations, educational campaigns.
Start flow: Based on a specific date in a database field
If you choose this starting point, the flow starts when the date in the database field matches “today”. The matching frequency is daily (this cannot be changed). You must select at least one group, but you can select multiple groups for this flow.
Optionally, you can exclude one or more groups using the Not in group option. This prevents contacts from entering the flow if they already belong to a group you want to exclude.
No database fields available? You (or your superuser) can add them via Settings > Campaign > Database field. The field must be of type date.
If needed, you can also start the flow before or after the date. For example, if you want to send a reminder before a birthday or a follow-up after completing a course.
Relevant starting point for: birthday campaigns, anniversaries, customer lifecycle communication.
Exclude contacts based on groups
In certain flow start steps, you can select one or more groups that contacts must not be part of.
This setting prevents contacts from entering the flow if they already belong to a group you want to exclude. It allows you to filter contacts before they enter the flow, without needing additional steps within the flow itself.
This is especially useful for larger groups, as it prevents unnecessary processing and improves flow efficiency.
You can use this option in combination with:
- Periodical flows (with optional filter)
- Flows based on a date field
Example use cases:
- Exclude contacts who have already made a purchase
- Prevent existing customers from entering an onboarding flow again
- Target campaigns only to new or active contacts
Should a contact be able to start this flow multiple times?
If On (blue): A contact can end up in this flow an infinite number of times, as long as it meets the Start flow criteria. Handy for a birthday campaign.
If Off (gray): A contact will end up in this flow a maximum of once. Handy for a one-time discount code after subscribing to the newsletter.
Automatic deactivation of this flow
If After a period of inactivity: Your flow will be set to inactive when no activity has taken place within the flow for a period you choose. You can select the duration from the drop-down menu. Options range from a minimum of 2 days to a maximum of 2 years.
If After a specific date: Here you can select a specific date on which the flow will be set to inactive. For example, a flow set up for your upcoming event. Once the date has passed, this flow can be deactivated.
When you choose the option After a specific date, the flow will stop on that date regardless of whether contacts are still participating in the flow. If the flow is deactivated, any contacts still in the flow will not proceed to the next steps.
By finishing this step, you will be guided to the Flow Builder.
Next step: build the flow in the flowbuilder.