Create content activities can often include a large amount of participants. The more influencers you are trying to manage the more communication and oversight are required. Your participants may be accepted weeks apart, receive their products at different intervals, have technical issues or simply need a reminder (or two) to create their post. Given all these factors it can quickly become quite cumbersome and time consuming to keep track of what an influencer needs to move through the workflow. Using workflow tracking and notification templates in tandem is a great way to keep all your ducks in a row.
There are actually two kinds of statuses in the platform: Tracking Status and Influencer Status. When a new create content activity is made a set of commonly used values will be automatically created for each status type. You also have the option to add your own statuses, tailoring your activity workflow to mirror the way your team works best.
Workflow statuses can be access from the activity overview page. Click the menu icon ("...") in the upper right hand corner of the overview page and select "Edit Workflow Status".
Open Menu and Select "Edit Workflow Status" Option
The workflow status manager displays both tracking and influencer status lists.
Workflow Status Manager with Default Statuses
To add a status simply fill out the form next to the desired list and click "ADD".
Adding a New Tracking Status
To edit a status click on the "edit" link button next to the label of that status. Once you've made the necessary changes click "save". Clicking "cancel" will return the status to its previous state.
Editing and Influencer Status
Tracking Status v Influencer Status
Tracking status is for internal use by you and your team and will not be shown to influencers. The are simple labels meant to represent your team's workflow steps, many of which may not be relevant or useful to the individual influencer.
Conversely, an influencer status is meant to be presented to the influencer so they can self report their current stage in the activity workflow. An influencer status has three fields:
Label: Used internally as a reference
Influencer Label: Presented to the influencer as an option.
Influencer Instructions: A description of the status and/or instructions as to how best to proceed based on the option they selected.
Example of an influencer status:
Label: "Has Posted"
Influencer Label: "I have already posted"
Influencer Instructions: "Thank you for letting us know. Sometimes our system takes a little time to verify your post. Please provide us with a URL to your post so we can track it down."
Filtering by Status
As influencer move through the activity workflow you can use filtering to view by one or both status types. Status filtering is available in the primary filter set on the Participants list.
Filtering is Available for both Tracking and Influencer Status
Sending Reminder Notifications
Sending post reminder notifications is useful for prompting influencers to create their posts in a timely fashion but can also give them the opportunity to update their status, ask questions or simply get help. By default there are post notification templates available in every create content activity. As the due date for an activity approaches:
Select influencers you'd like to remind and click "Notify"
Pick a post reminder template from the list that includes a link to the influencer status update page. Click "SEND". If you are making a custom reminder template this link can be found in the merge tag menu.
Post Reminder Template Example with Link to Influencer Status Page
Influencer Status and Comments
If an influencer clicks on the link in the notification above they will be taken to a special page where they can set their status and optionally leave an accompanying comment. This status and any comments will update on the platform and, if necessary you can respond to any comments as if they were a regular email message.
By using a combination of workflow statuses and notifications along with providing influencers the ability to set their own statuses, we hope to make managing a create content activity much easier and more efficient. Please let us know if you have any questions or comments.
NOTE: In future releases you will have the option to send reminder notifications automatically by setting activity due dates for individual influencers.