How to Create Partner Optimization Email Workflows

A strong partner program relies on continual optimization of your partner base. This will help cut down on the number of inactive partners in your program and will help build relationships.

Once your workflow is set up, partners will automatically be added into the workflow as soon as they meet the level of inactivity that you designate during setup.

Follow the instructions below or go through our online Partners 101 to create an optimization email to send to partners.

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 group of Partners for Optimization. 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.
• Stage is Inactive
  • This will sort out Partners who have never sent a click or have never made a sale
• Stage is Active
  • This will sort out Partners who are click-active but have never made a sale
• Stage is At Risk
  • This will sort out Partners who made sales 90 days ago but whose performance has dropped off in the last 30 days
• Clicks (all time) > less than > 1 
  • This will pull in any Partners who have never sent any traffic, use for reactivation messages)
• Clicks (30) > less than > 1
  • This will pull in any Partners who have not sent any traffic within a certain time frame (30 days). 
• Revenue (all time) > less than > 1 
  • This will pull in any Partners who have never made a sale.
  • Can be used in conjunction with [Clicks (all time) > greater than > 0] to find Partners who have sent you traffic but have never made sales)
• Revenue (30) > less than > 1
  • This will pull in any Partners who have not made any sales within a certain time frame (30 days)
• Network Date Accepted > Greater than > 45 days
  • This will remove anyone who is new to your program, and joined within the last 45 days
  • This is suggested in some cases so that you are not reaching out to new partners regarding inactivity

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. 

Example Filtering Video for identifying Inactive Partners:

 

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 the first 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
   • a daily email limit to avoid getting flagged by your email provider
     
     
7. Click Next to go to the third page of setup. Fill in your email messages with the examples below (and tailor them to fit your needs) or write your own messages from scratch. There are various editing options along the top of the text box. You can edit font style, text size or you can add images and links. Select the CC/BCC option to copy additional contacts on all emails.
   
   
   
   To send yourself a test email, select the blue button in the top right corner. Please note that the email will only go to the email address of the user you are currently logged in as. 
   
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.
   
   
   

Check out the video below to see all the above steps in action using an Inactive Partner group as an example:

 

EXAMPLE Optimization Email Template

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

Optimization Email Template

First email:

Subject: Earn up to [% Commission] with [Brand]’s Partner Program!

Hello,

Did you know that promoting [Brand Name] could get you up to [X%] commissions?!

I represent [Brand Name] and I noticed that you are a part of our Partner program on [Network] and I want to help you start making some sales. 

Our competitive program offers up to [X%] commissions and (List other promotions or creatives here, such as exclusive promo codes, seasonal banners, etc…)

[Brand Name]’s active Partners see nearly [$X] a month in commissions. You could be earning [(hundreds/thousands, etc..)] a month too. Visit [Brand Name]’s affiliate page (insert hyperlink to Partner page) for more info on how you can start earning today.

Feel free to contact me with any questions or reach out to our team through [Network]. We are always on the lookout for placement opportunities as well so feel free to respond with any current opportunities you have available.

We look forward to seeing you become a top earner in our program!

Best regards,

[insert signature here with contact info]

Stage 2

Hi again,

Just checking in to see if you’ve had time to review my prior email?

We would like to help you become an active partner on [Brand Name]’s [Network] program.

If you haven’t already, check out [Brand Name]’s Partner page (insert hyperlink to Partner's page) for more information.

We look forward to seeing you become a top earner in [Brand Name]’s Partner program and we are here to help you find success! 

Please let us know if there is anything we can do to help get you active.

Best,

[insert signature here with contact info]

Stage 3

Hi there,

Just wanted to reach out one last time and make sure my emails aren’t getting lost in your inbox.

Please let me know if there is anything you need to help you find success in [Brand Name]’s Partner program. I’d be happy to help.

Don’t forget to check out our Partner page (insert hyperlink to affiliate page) for more details on our current commissions and promotions.

Thank you,

[insert signature here with contact info]