Roezan SMS Automations

Roezan's Automations allow you to automate your text messages, create text message sequences, autoresponders, and a lot more. 

Here's what you need to know:

Create An Automation

Create an automation by going to automations and clicking "Create Automation"

You can give it a name and determine if you want to allow single entry or multiple entry.

Single Entry: This means that contacts are able to enter the automation ONLY 1 time.

Multiple Entry: This means contacts are able to enter the automation multiple times, if they meet the trigger conditions.

Automation Settings & Options

You can set automations specific settings by clicking on the 'settings' cog on the main automations page.

Here are the available options:

Multi-Entry or Single Entry:

Multi-Entry allows contacts to enter the automation multiple times.

Single Entry only allows each contact to enter the automations once.

Stop On Response:

If a contact responds to a message in the automation, the contact will be removed from the automation. This is useful in case you want to do a conversational follow up sequence, and want to pick up the conversation manually after they respond.

Restrict Sending Time:

This option allows you to set a time window in which the automation will run. The entire automation will be paused outside of the restricted hours set here.

Create A Trigger

A Trigger is the event that happens that starts the automation.

The most common trigger would be when someone is added to a list, or when a tag is added.

However, there are a handful of ways that you could start an automation:

Triggers:

• Receive Message

• Contact Tag Added

• Contact Tag Removed

• Contact Subscribed To List

• Contact Unsubscribed From List

• Contact Field Updated

• Contact Clicked A Link

Create An Automation Step

An automation step is something that happens in the sequence.

The most common uses here is to send a text message, and/or wait for a period of time before sending another message.

Here are the available steps:

• Send A Message (Includes SMS and MMS)

• Update A Contact

• Wait (For a Period of Time)

• If/Else (Conditional)

• Add A Tag

• Remove A Tag

• Subscribe To List

• Unsubscribe From List

• Opt-Out Contact

Adding A Step Condition

Sometimes you want to wait to see if a contact took an action, and send them down a different path based on what they did.

You can do this by using an "If/Else" Step. 

The most common cases here is to check and see if they were added to another list, or a tag was added for example.

Options for conditions:

• Is Day Of The Week

• Is Not Day Of The Week

• Field Contains Text

• Field Does Not Contain Text

• Field Is Greater Than

• Field Is Less Than

• Contact Clicked A Link

• Contact Does Have Tag

• Contact Does Not Have Tag

• Contact Is Subscribed To List

• Contact Is Not Subscribed To List

Turning Automations On/Off

You can turn automations on and off from the main automations screen.

Turning an automation ON: This allows contacts to enter the automation.

Turning an automation OFF: Contacts cannot enter/start the automation. Existing contacts will be frozen in their current step.

Automation Analytics Overview

Every automation keeps a record of what it did: How many contacts entered, where they went, what they got, and how they responded. There are two places to look, and they answer different questions.

• Stats and Runs (inside the automation builder): best for "where are people dropping off?" You see your numbers laid over the flow chart itself, plus a list of individual contacts you can click into.

• Analytics (the full-page report): Best for "give me the numbers in a table." Same data, laid out as summary boxes and a sortable step-by-step table.

Automation Analytics Page

From the automations list, click the bar-chart icon on any row to open the full Analytics page.

The top of the report is split into two groups, Automation & Messaging.

Automation:

What happened to the contacts themselves:

• Started: contacts that entered the automation

• Active Contacts: contacts currently working their way through it

• Finished: contacts that reached the end

• Exited: contacts that left before reaching the end. Hover the box to see why they left, broken out by reason:

  • Stop On Response: They replied, and the automation is set to stop on a reply

  • Automation stopped: The automation was turned off while they were in it

  • Removed manually

  • Step Error: A step failed and the run couldn't continue

• Failed: Step failures across the automation, such as a contact with no usable phone number, a blocked destination, or a step erroring out

Messaging:

What those contacts did with your texts:

• Messages Sent: Texts this automation sent

• Delivered: Texts confirmed as delivered by the carrier

• Replies: Replies that came back

• Opt-outs: Contacts who replied STOP while your automation's message was the last thing they received

• Link Clicks: Total clicks on links this automation sent

• Unique Clickers: How many different contacts clicked. Someone who clicks links in two different steps counts once here, so this won't equal the sum of the per-step numbers

Automation Step Analytics Table

Here you can see the funnel step by step instead of just the totals.

Stats & Runs (Flowchart Analytics View)

From inside the builder open your automation and use the Build / Stats and Runs switch at the top.

On the flow chart (Stats and Runs view), every step carries its own numbers underneath it:

• Entered: How many contacts arrived at this step

• Waiting: How many are sitting on this step right now. Mostly useful on wait steps

• Exited: How many left the automation at this step (removed, stop on reply, etc)

• Failed: Only appears when something actually failed, so a clean automation stays clean-looking

On message steps you also get:

• Sent

• Delivered

• Replies

• Opt-outs

• Clicks

Trigger And Branch Breakdowns

Two rows in the table expand to show how the total broke down. Click the arrow to open them:

• Start expands into one row per trigger, so you can see which trigger actually brought people in and what percentage each one accounted for

• Conditions expand into their branches, so you can see how many contacts took Yes versus No

Runs: Seeing A Specific Contact's History

A run is one contact's trip through the automation.

If a contact enters the same automation twice, that's two runs, numbered Run #1, Run #2, and so on.

The Runs list sits beside the flow chart in the Stats and Runs view, newest first. Each entry shows the contact, the run number, when it started, and a status:

• Active: Still in progress

• Completed: Reached the end

• Exited: Left early

• Removed : Taken out of the automation

• Failed: A step failed and the run stopped

Run Details

Click any run to open it. The flow chart redraws to highlight the exact path that contact took, and the panel beside it fills in with the detail:

• Run details: The contact's name, email and phone, when the run started and ended, why it ended, and what triggered it

• Executed steps: Every step that contact actually hit, in order, with a timestamp. For message steps you see the exact text that contact received, with merge fields filled in and links shortened. If your template says something different, the original template shows underneath

A few things the panel will tell you when they apply:

• If the run is still active, the highlighted path is what's happened so far. The rest of the automation is dimmed, and you may still change it before that contact gets there

• If you've deleted a step the contact already ran, it can't be shown on the chart, so it's listed separately and marked Removed

• Very old runs from before detailed tracking won't have a highlighted path