How to Create Partner Welcome Email Workflows

When new Partners join your program it is best to engage them early on to make sure they have all of the information they need to start creating ads and sending traffic to your site.

You can use Mediarails Email Workflows to do this automatically as new Partners are added to your program.

Step 1: Identify the Partners

Go to the Partner by Brand workspace by clicking the round CRM icon:

Add filters to the main list to create a Partner Welcome Email. See filter suggestions below:

• Brand is [your brand]
  • If you have more than one brand, this is an important filter for selecting the correct Partners who are joined to the program you wish to optimize. This filter is not necessary if you only have one brand.
• Network date accepted > after > X date 
  • This will pull in any records that were accepted into your network after a specified date
  • If your program is already live and running, it would be a good idea to set the date to the current date, so that people who already joined in the past do not get an oddly late welcome email.
• Created At > after > X date 
  • This is an alternative to Network date accepted
  • This option is intended for people who have uploaded their own Partners using a CSV file
  • The Created at date is set when a record is created in Mediarails
• Optional: Clicks (30) or Revenue (30) > less than > 1 
  • This will sort out Partners who have not made a sale or sent any traffic yet. 
  • Alternatively, you could use the same filters with "greater than 1" to locate Partners who have sent traffic or made sales.

Example for a Standard Welcome Email:

Please note that the filters for Stage is not Declined and Blocklisted? is 0 are present by default and do not need to manually added. 

 

Step 2: Create the Email Workflow

1. Click the Create Workflow Button on the Right side of the Partners screen
   
   
   
   
2. Select option for Ongoing. This option allows you to message Partners as they meet the selected criteria. In the future, as partners meet the criteria, the system will automatically add them to the email workflow. No additional actions need to be taken manually.
   
   
   • The one-time option allows you to message only the exact partners seen on the current list. No additional partners will be added automatically in the future. One-time is best for newsletters and product announcements.
     
     
     
     
3. Name your workflow and click Create Workflow
   
   - This step automatically creates a Saved View with the same name as the workflow, so you can access this list later by searching for the name of the workflow in the Saved View dropdown on the top right of the Partners list view
   
   
   
   
4. After clicking the Create Workflow button, a popup will appear with a button where you can open the workflow, click the Open Workflow button:
   
   
   
   
5. Once the Workflow setup page opens, click Next to go to the second page of setup (the Create Workflow Button completes this step automatically)
   
   
6. On the second stage of setup, fill in any desired settings such as the User whose email address you'd like the messages to come from, a time frame for the messages to go out, and a daily email limit to avoid getting flagged by your email provider (typically 100-300/day)
   
   
7. Click Next and fill in your email messages with the examples below (and tailor them to fit your needs) or write your own welcome messages from scratch
   
   
8. After you fill in the messaging for the first message, if you would like to add automated follow up messages, you must first add a Condition such as "if last email not opened within 7 days", then add an Action to send another email message.
   
   
   
   
9. Remember to Click the Save Workflow and Finish button before leaving the page. Mediarails does NOT auto-save drafts.
   

EXAMPLE Welcome Email Template

• Replace anything in brackets [X]
• Delete any notes in Parentheses (X)

First email:
Subject: Welcome to the [Brand Name] Partner Program

Welcome to the [Brand Name] Partner Program on [Network]! We want to thank you for your interest in our company and we look forward to a long and successful partnership.

About Us
[Short brand description]

Find more info about our program on our [Network] merchant page: (hyperlink to network merchant page, this is added under the + drop down on the format bar)

Why promote us? (Delete this text: Edit Details (Include exclusive promo codes, weekly newsletters, etc..))

• [Exclusive Offers]
• [% Commissions]
• [30 Day Cookie]
• [Seasonal Promotions]
  
  

Contact us
Please feel free to contact us at [email] for placement opportunities or any questions.

Search policy  [***Optional Delete this text]
[Ex: Partners may not use any direct branded search support such as our trademark name, our domain name or misspellings or variations of these.]

Please reply and confirm this is the preferred contact for you and or let us know if you have any questions.

Thanks,

[insert signature here with contact info]

Stage 2

Subject: [Brand name] Partner Promotions

In case you haven’t checked out our page on [Network] yet, here are some of our Partner benefits to help get you started: 

[Insert Current Offers/Text Links/New incentives/Upcoming promotions]

Please let me know if there is anything you need to help get you up and running.

We are excited about making this a beneficial partnership for both parties and are here to help, let us know what you need.

For more information on our program, check out our affiliate page (hyperlink to network merchant page, this is added under the + drop down on the format bar) on [Network]

Best,

[insert signature here with contact info]