Workflow Editor

Getting Started with Triggers

Every workflow begins with a trigger - the event that starts the automated sequence. The trigger defines when and for whom the workflow will run.

Available Trigger Types

Manual Trigger

Start workflows manually or via API calls. Perfect for one-off campaigns or testing.

Date-Based Triggers

Trigger workflows on specific dates relative to subscriber data. Great for anniversaries, renewals, or follow-ups.

Unsubscribe Events

Automatically trigger when subscribers opt out of your newsletters.

Subscribe Events

Trigger workflows when new subscribers join (with email verification).

API Triggers

Start workflows programmatically via API calls for maximum flexibility.

Manual Triggers

Manual workflows require no additional configuration - they can be started on-demand for specific subscribers or groups.

Date-Based Triggers

Date triggers allow you to schedule workflows based on subscriber data fields. Configure them by selecting:

Target Audience: Choose specific groups or segments to include
Date Field: Select which date field to monitor (basic fields like "Added At" or custom date/datetime fields)
Timing: Set when to trigger relative to the date (before, on, or after)
Time of Day: For date fields, specify the UTC time to execute

Select Recipients

Choose whether to target specific groups or segments of subscribers

Choose Date Field

Pick the date field that will determine when the workflow runs

Set Timing

Specify if the workflow should run before, on, or after the target date

Configure Duration (if needed)

Set how many days/weeks/months before or after the trigger date

Set Execution Time (for date fields)

Specify the UTC time when date-based triggers should execute

Event-Based Triggers

Unsubscribe: Triggers immediately when a subscriber unsubscribes
Subscribe: Triggers when a subscriber successfully verifies their email after signing up

API Triggers

API triggers allow external systems to start workflows programmatically. When configured, you'll receive a code example showing how to trigger the workflow.

await fetch("https://yaplet.com/api/newsletter/workflow/start", {
    method: "POST",
    headers: {
        "Content-Type": "application/json",
        "Y-API-Key": "your_api_key"
    },
    body: JSON.stringify({
        email: "[email protected]",
        workflow_id: "your-workflow-id",
        custom_data: {
            key1: "value1",
            key2: "value2"
        }
    })
});

curl -X POST "https://yaplet.com/api/newsletter/workflow/start" \
  -H "Content-Type: application/json" \
  -H "Y-API-Key: your_api_key" \
  -d '{
    "email": "[email protected]",
    "workflow_id": "your-workflow-id",
    "custom_data": {
      "key1": "value1",
      "key2": "value2"
    }
  }'

<?php
$ch = curl_init();

curl_setopt($ch, CURLOPT_URL, "https://yaplet.com/api/newsletter/workflow/start");
curl_setopt($ch, CURLOPT_POST, true);
curl_setopt($ch, CURLOPT_HTTPHEADER, [
    "Content-Type: application/json",
    "Y-API-Key: your_api_key"
]);
curl_setopt($ch, CURLOPT_POSTFIELDS, json_encode([
    "email" => "[email protected]",
    "workflow_id" => "your-workflow-id",
    "custom_data" => [
        "key1" => "value1",
        "key2" => "value2"
    ]
]));

$response = curl_exec($ch);
curl_close($ch);

import requests

response = requests.post(
    "https://yaplet.com/api/newsletter/workflow/start",
    headers={
        "Content-Type": "application/json",
        "Y-API-Key": "your_api_key"
    },
    json={
        "email": "[email protected]",
        "workflow_id": "your-workflow-id",
        "custom_data": {
            "key1": "value1",
            "key2": "value2"
        }
    }
)

Any custom data you send becomes available in subsequent EMAIL and WEBHOOK nodes using {{key1}}, {{key2}} placeholders.

Building Your Workflow

After setting up your trigger, build your workflow by adding nodes. Each node represents a step in your automation sequence.

Email Nodes

Email nodes are the core of your workflow - they send messages to subscribers at specific points in your sequence.

Setting Up Email Content

Configure Basic Details

Set the email subject line, preheader text, sender name, and verified sender email address

Create or Select Design

Choose how to create your email content:

Start from scratch: Create a new email design
Use a template: Select from pre-built templates
Copy from recent email: Reuse content from previous campaigns

Design Your Email

Use the drag-and-drop email builder to create visually appealing content

Test Your Email

Send test emails to verify content and formatting

Available Email Creation Options

From Scratch: Begin with a blank canvas and build your email design using the visual editor.

From Template: Choose from professionally designed templates optimized for engagement and conversion.

From Recent Email: Reuse successful email content from your previous campaigns to maintain consistency.

Email Editor Features

The email editor provides a full-featured design interface for creating compelling content. For detailed information about the email builder capabilities, see Email Design and Templates.

Delay Nodes

Delay nodes add waiting periods between workflow steps, allowing you to space out your communications strategically.

Configuration Options:

Wait time: 1-60 minutes, 1-24 hours, 1-31 days, 1-52 weeks, or 1-12 months
The delay must be realistic (e.g., max 60 minutes, 24 hours, etc.)

Use Cases:

Give subscribers time to engage before sending follow-ups
Space out educational content in nurture sequences
Respect deliverability best practices with appropriate timing

Condition Nodes

Condition nodes create branching logic in your workflows, directing subscribers down different paths based on their data and characteristics.

Available Condition Types

Field Conditions

Check subscriber field values like email, name, custom fields, and subscription status.

Group Membership

Evaluate if subscribers belong to specific contact groups.

Segment Membership

Check against saved subscriber segments with their predefined filters.

Building Conditions

Use the query builder to create logical expressions that determine workflow paths:

Select Condition Type

Choose from Fields, Group Membership, or Segment Membership

Choose Criteria

Pick the specific field, group, or segment to evaluate

Set Comparison

Select how to compare the subscriber data (equals, contains, greater than, etc.)

Enter Values

Input comparison values or select from available options

Combine Logic

Use AND/OR operators to create complex conditions

Field Operators

Different field types support different comparisons:

Email, name, custom text fields:

Equals/Not equals - Exact match
Contains/Does not contain - Partial text match
Starts/ends with - Text position matching
Is set/Not set - Check for value existence

Subscribers matching your conditions follow the "Yes" path, while others take the "No" path. Use this to create personalized workflow branches based on subscriber characteristics.

Action Nodes

Action nodes modify subscriber data or group memberships when reached in the workflow.

Available Actions

Update Custom Fields: Modify subscriber information

Set text field values
Increment/decrement number fields
Set date fields to specific values or relative dates

Group Management:

Copy to groups: Add subscribers to additional groups
Move to groups: Transfer subscribers between groups
Remove from groups: Remove subscribers from specified groups

Subscription Management:

Mark as unsubscribed: Immediately unsubscribe the subscriber

Webhook Nodes

Webhook nodes send data to external services when reached in the workflow, enabling integrations with CRMs, analytics platforms, and custom applications.

Configuration

Set Webhook URL

Enter the destination endpoint

Add Secret Key

Generate or enter a secret key for request authentication

Configure Request Body

Add key-value pairs to send in the webhook payload

Use Dynamic Values

Include subscriber data using {{field_name}} syntax

Test the Webhook

Send a test request to verify your configuration

Authentication

Webhooks include a Signature header containing an HMAC SHA-256 hash of your secret key. Verify requests on your server by hashing the same key and comparing signatures.

Available Field Tags

Use these placeholders in webhook URLs and body values:

Basic Fields:

{{email}} - Subscriber email address
{{name}} - Subscriber name
{{created_at}} - When subscriber was added
{{state}} - Subscriber status

Custom Fields: {{your_custom_field_tag}} for any custom fields you've created

Dynamic Data: Any custom data sent via API triggers or fetched via Data Fetch nodes

Data Fetch Nodes

Data Fetch nodes retrieve information from external APIs to use in subsequent email and webhook nodes.

Configuration

Set API Endpoint

Enter the GET request URL (supports field interpolation)

Add Authentication

Generate or enter a secret key for API authentication

Test the Request

Send a test request to validate the API response

Use Retrieved Data

Access response values in later nodes using {{key_name}}

Response Format Requirements

API responses must be JSON objects with:

String keys only
String or number values
Maximum 20 fields per response

Example response format:

{
    "user_id": "12345",
    "account_type": "premium",
    "last_login": "2024-01-15"
}

Authentication

Like webhooks, fetch requests include a Signature header with HMAC SHA-256 authentication.

Workflow Switch Nodes

Workflow Switch nodes transfer subscribers to different workflows, allowing you to create modular automation sequences.

Use Cases

Common Entry Sequences: Start with a universal welcome flow, then branch to specialized nurture tracks
Re-engagement Campaigns: Route inactive subscribers to different recovery workflows
Segmentation Logic: Send different subscriber types through optimized sequences

Only active manual workflows can be selected as switch targets. The current workflow continues independently after the switch.

Workflow Management

Validation and Activation

Before activating a workflow, ensure:

A trigger is properly configured
At least one action node exists
All required fields are filled

Monitoring Performance

Track workflow performance through the built-in reporting:

Completed: Successfully finished workflows
Queued: Workflows waiting to execute
Failed: Workflows that encountered errors

Testing Workflows

Send test emails from the email node configuration
Use test webhooks and API calls to verify integrations
Manually trigger workflows with test subscribers

Best Practices

Timing: Space out emails appropriately to avoid overwhelming subscribers and maintain deliverability.

Segmentation: Use conditions to create personalized paths based on subscriber behavior and preferences.

Testing: Always test workflows with small subscriber groups before full deployment.

Monitoring: Regularly review workflow performance and adjust based on engagement metrics.

Modularity: Use workflow switches to create reusable components and maintain clean, organized automation architecture.