Visual Workflow in SendX enables you to build automated, customizable customer journeys without any coding. Instead of relying on manual triggers or scattered actions, you can now guide contacts through personalized paths with automated emails, delays, and conditional steps—all based on their behavior (like sign-ups or tags). This feature saves time, reduces errors, and ensures timely, relevant communication.
Before You Begin
Before creating your first visual workflow, make sure you have:
Active SendX account: with access to the workflows feature
Email lists set up: You'll need at least one contact list to work with
Contact data organized: Ensure your contacts have the custom fields or tags you plan to use for targeting
Email templates ready (optional): While you can create emails within the workflow, having templates prepared can speed up the process
Clear workflow goals: Know what you want to achieve (welcome series, nurturing, event promotion, etc.)
4. Step-by-Step Instructions
Step 1: Go to the Workflow Section
Select Automate from the dashboard.
Navigate to Workflow.
Click Create a new workflow.
Step 2: Set Up Workflow Triggers
You’ll see some ready-made templates, or we can create one from scratch.
Triggers decide when a contact enters the workflow.
Entry Triggers: Example: If someone subscribes to your customer sign-up list, they enter the workflow.
Audience Filters: Example: Only contacts aged 18 and above are included.
Exit Triggers: Example: If a tag is removed, the contact exits the workflow.
Exclude Contacts: Prevents contacts from re-entering for a defined period (e.g., 2 days).
Step 3: Add Steps to Your Workflow
Click the plus (+) icon to add different steps:
Delay Step – Pause before the next action.
Email Step – Send an email (customizable with templates)
Condition Step – Split contacts based on Yes/No criteria.
Action Step
Drip Step
A/B Split Step
Step 4: Perform Actions
Once the contacts are added to the workflow based on the trigger condition, you can:
Subscribe them to a list.
Add them to a DRIP campaign.
Send an Email
Step 5: Set Goals & Track Results
Define a goal to measure workflow success.
Track metrics: enrolled, active, exited, completed contacts.
Step 6: Name & Activate
Give your workflow a clear name (e.g., “Signups Workflow”).
Publish it.
You can monitor performance in real time.
Workflow Steps Explained
When creating a workflow, you can add the following steps:
Trigger
Defines when a contact enters the workflow.
Includes settings like audience filters, exit triggers, and exclusions.
Example: “When a contact subscribes to a list.”
Action
Performs specific actions on the contact.
Example: Add tag, subscribe to list, call webhook, send SMS.
Email
Sends an automated email to the contact.
Can be built within the step or selected from templates.
Delay
Pauses the workflow for a fixed time.
Example: Wait 2 days before sending the next email.
Condition
Branches contact into Yes/No paths.
Example: “If the contact opened the last email → Yes path; if not → No path.”
Drip
Subscribes a contact to a drip campaign.
Used for sequential nurturing series.
AB Test
Splits contacts randomly into groups.
Used for testing multiple paths (e.g., Email A vs. Email B).
Trigger Step – Settings
The Trigger Step is the entry point of every workflow. It contains:
Entry Trigger Options
Contacts enter when certain actions happen (e.g., added to a list, tag applied, form filled).
Examples:
Subscribed to a list
Tag added
Contact added via popup form
Shopify cart abandoned
Audience Filters
Refines who enters.
Example: Only contacts with Tag = “Premium User.”
Exit Triggers
Contacts leave the workflow when a condition is met.
Example: “Contact unsubscribes” or “Order placed.”
Exclude Contacts
Prevents the same contact from re-entering within a defined cooldown period.
Actions – Available Options
The Action Step can perform direct operations on contacts.
List: Subscribe, Confirm, Remove from list
Tag Management: Add/Remove tags
Drip Campaigns: Add/Remove from drip
System Actions: Call webhook, Delete contact, Update custom field
Communication: Send SMS (via Twilio), Send to Pipedrive, Register on Demio
Conditions – Branching Logic
Conditions allow workflows to split based on Yes/No logic.
Contact is confirmed in a list
Has or doesn’t have specific tags
Opened any workflow email, clicked any link in the workflow email etc.
Goals
Workflows can have an overall goal.
Set Goal: Define what success looks like (e.g., “Purchase Completed”).
Measure Progress: See how many contacts achieved it.
Optimize: Adjust workflow paths to improve goal conversion.
Tips & Best Practices
Follow these recommendations to create effective workflows that engage your contacts and achieve your marketing goals:
Start simple: Begin with basic workflows before adding complex branching and conditions
Use meaningful trigger combinations: Combine entry triggers with audience filters to target the right contacts precisely
Set realistic delays: Give contacts time to engage between emails (avoid overwhelming them with too many messages)
Test your logic: Before activating, trace through each pathway to ensure contacts flow correctly
Monitor exit triggers: Set up exit conditions to prevent contacts from receiving irrelevant messages
Use descriptive names: Name your workflows clearly so team members can understand their purpose
Set measurable goals: Define specific workflow goals to track success and optimize performance
Troubleshooting
While building workflows is intuitive, you might encounter some challenges during setup. Here are the most frequent issues users face and their solutions:
Problem: "Contacts aren't entering my workflow even though they meet the trigger conditions."
Solution: Check your audience filters: they might be too restrictive. Also, verify that your entry triggers are set up correctly and that the workflow is published and activated.
Problem: "My workflow logic isn't working as expected: contacts are going down the wrong paths."
Solution: Review your condition steps carefully. Ensure custom fields and tags are spelled exactly as they appear in your contact database. Test with a small group first.
Problem: "Contacts are exiting the workflow unexpectedly."
Solution: Check your exit triggers as they might be too broad. Review if contacts are being removed from lists or having tags changed outside the workflow.
Problem: "I can't find the workflow templates, or they're not loading."
Solution: Refresh your browser and ensure you have the necessary permissions. If templates still don't appear, try starting from scratch using the blank workflow option.
Related Articles
After creating your first visual workflow, here are your next steps to make the most of your email automation:
Understanding Workflow Analytics: Learn how to read workflow performance metrics and optimize your automation here.
Creating Personalized Email Workflows: Discover how to use custom event triggers and data to create highly targeted, personalized email sequences in this guide.