Using Email Marketing emails in Automation 2.0

Automation 2.0 sends emails that are created and managed in Keela Email Marketing. When you add a Send Email action to a workflow, you can select either:

• An email that has already been sent
• A draft email that has been enabled for automation

This lets you prepare and update email content in Email Marketing, then reuse the same email in one or more Automation 2.0 workflows. You cannot create a new email from inside the workflow builder. Note: Enabling a draft email for automation does not prevent you from using it as a regular Email Marketing email. You can still review, edit, schedule, and send it as usual.

Before you begin

To use an email in an Automation 2.0 workflow, the email must either have been sent previously or be a draft that has been enabled for automation. Before enabling a draft, complete these required email fields:

1. The sender email (From)
2. The reply-to email address
3. The subject
4. The content

The Enable for Automation option remains disabled until the required setup is complete.

Enable a draft email for automation

1. In Keela, open Email Marketing.
2. Create a new email or open an existing draft.
3. Complete the From, Reply-to, Subject, and Content fields.
4. Select Enable for Automation. Read the confirmation message, then select I understand. An Enabled for automation badge and banner confirm that the email is ready to use.
5. Return to your Automation 2.0 workflow. In the Send Email action, search for and select the email.

Reuse an email across workflows

The same Email Marketing email can be selected in multiple Automation 2.0 workflows. This allows you to manage shared content in one place instead of maintaining a separate copy for every workflow. For example, multiple donor follow-up workflows could use the same thank-you email. To update the message, edit it in Email Marketing. After you save, future sends from every workflow using that email will use the updated content.

Edit an email used by active workflows

You can return to Email Marketing and edit an automation-enabled email at any time. When you open an email that is enabled for Automation 2.0 workflows, Keela displays a banner explaining that the email can be used by active workflows. Keep the following in mind:

• Editing the email does not pause the workflows using it.
• Active workflows may continue sending the email while you are making changes.
• After you save, future sends from workflows using that email will use the updated content.
• If the email is shared by multiple workflows, your saved changes apply everywhere that email is used.

Review changes carefully before saving, especially when the email is connected to an active workflow.

Delete or archive an email used by an active workflow

If you delete or archive an Email Marketing email used by active Automation 2.0 workflows, those workflows are automatically paused, and you get an in-app notification. The pause is usually immediate. Look for the alert-style Paused chip, hover it to see why, then fix or replace the email and reactivate when you are ready. Before you delete or archive, check whether the email is used by any active workflows and replace it in each workflow first when you can.

Important things to know

• Automation 2.0 does not create or store separate copies of Email Marketing emails.
• Sent emails and automation-enabled drafts are available in the Send Email action dropdown.
• One email can be reused across multiple workflows.
• Editing a shared email can affect multiple active workflows.
• Automation-enabled drafts can still be edited and sent as regular Email Marketing emails.
• Deleting or archiving an email used by active workflows automatically pauses those workflows, and you get an in-app notification. The same applies when a linked form, segment, or tag is deleted or archived.