The 'Set Event Start Date/Time' action in a workflow management system allows you to designate a specific date and time as a reference point for subsequent stages in your workflow. This feature is particularly useful for scheduling tasks, alerts, or actions to occur before or after a designated event.
Once this action is activated, you can use 'Wait' steps in your workflow to pause execution until the specified event date. For example, you could schedule reminders to be sent a few days before the event or plan actions to occur a few days afterward.
This tool enhances efficiency and automation, making it easier to manage time within your workflow. It is especially beneficial for organizing activities such as webinars, conferences, meetings, and other events.
1. Navigate to the Automation Section
2. Create a New Workflow
3. After, click on "Start from Scratch".
4. Add your desired 'action'.
5. Select "Set Event Start Date".
Add the 'Set Event Start Date/Time' action to your workflow and get ready to personalize it.
6. Choose the Event Type
You can choose from options like Custom Field, Specific Date/Time, or Specific Day.
Important Note: The 'Set Event Start Date/Time' action supports various date and time formats. Here are some common examples:
MM-DD-YYYY HH:MM: This format includes the month (MM), day (DD), year (YYYY), followed by the time in 24-hour notation (HH:MM). For example, December 21, 2021, at 8:30 AM would be recorded as 12-21-2021 08:30.
DD-MMM-YYYY HH:MM: This format includes the day (DD), abbreviated month (MMM), and year (YYYY), followed by the time in 24-hour notation (HH:MM). For example, October 21, 2021, at 8:30 AM would be recorded as 21-OCT-2021 08:30.
Choose the format that suits your needs and provide the necessary details. If selecting a specific date and time, input the exact values required.
7. 'Custom Field'
For Custom Fields, you can use previously created Custom Date Field values to inform the workflow of the desired event date.
8. "Specific Date/Time"
9. "Specific Day"
10. Click on "Save Action".
11. Add more 'action'
12. Select "Wait".
After setting the event start date/time, add a 'Wait for Event/Appointment Time' action to your workflow.
Configure this action to pause the workflow until a specific number of days/hours/minutes before or after the event start date/time.
For example, if set to 2 days before, the workflow will pause and initiate the next action 2 days prior to the event start date.
Choose waiting time on the dropdown menu under "Time based".
Choose 'Event/Appointment time'
This action ties to the event or appointment set by the 'Set Event Start Date/Time' action, continuing to pause until the designated time concerning the event.
Until
Configure the waiting period for the next action by setting the duration in months, days, hours, and minutes.
For example, you might set it to wait until 2 days and 3 hours before the event time. Values exceeding the maximum in one unit will be converted accordingly (e.g., 60 minutes becomes 1 hour).
Click here to 'Move to the next step'
Click here to 'Move to a specific step'
Click here to 'Skip all outbound communication actions, till next wait or Event Start Date action. (Email, SMS, Call and Voicemail)'
13. Save Action
14. Confirm 'Wait' Action Addition
