This article explains dynamic versus static subscriber lists in Finalsite Workflows, including how Automatic and Static entry triggers affect subscription and how to manage subscribers using Group Manager.
đź’ˇQuick answers
- What happens when a workflow uses an Automatic entry trigger? Any members of the selected group or groups are subscribed to the workflow immediately once it's activated.
- Adding extra subscribers to a workflow beyond the automatic group? Use the plus icon in the bottom-right corner of the entry trigger box to manually add individual constituents to the workflow.
- What is the advantage of using dynamic subscriber lists built on Group Manager? Groups make it easier to compile, filter, and manage large subscriber lists, and they can be reused for other workflows or for access-controlled pages in Composer.
- Where can you see a full, up-to-date list of workflow subscribers? In Group Manager, which maintains the definitive membership list, though the workflow's Activity and Stats tabs also provide an overview of subscriber activity.
- When does a static entry trigger make more sense than a dynamic one? When you want to add everyone to the workflow at once without ongoing membership updates, or when only a few subscribers are needed and constituent search is more convenient than building a group.
Once your workflow is activated, any members of the group(s) selected with the “Automatic” entry trigger will be subscribed immediately. If the workflow uses a “Static” entry trigger, or you would like to add additional constituents who aren’t in the automatic group(s), you can manually add them using the “+” icon that appears on the bottom-right corner of the entry trigger box.
Dynamic subscriptions were built around Group Manager. Group Manager was designed to easily compile and manage large lists of people, so you can leverage that functionality to build your list for Workflows, whether it’s creating dynamic filters or adding members directly from Constituent Manager.
Dynamic subscriber lists also make it easier to see and manage who’s in your workflow. You can get an overview and see subscriber activity on your workflow’s Activity and Stats tabs, but the best way to keep a full, updated list of subscribers is in Group Manager.
Finally, you can repurpose the groups you make in Group Manager, and even use them for other workflows. You may want to create an access-controlled page on your website for the same group of people who are subscribed to the workflow, for example, and you already have that group defined to add to the Page Settings in Composer.
You can also use a group for a static workflow trigger, which works well if you want to add everyone to the workflow at once and don’t need to update the membership. Or, you may find that a group is more than you need for a workflow where you just need to add a few subscribers, and in that case the constituent search is available to you.
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