Email Automation Workflow Designer
Email MarketingadvancedClaude 3.5 Sonnet or GPT-4o. Claude excels at structured, multi-section workflows with conditional logic and strategic thinking. GPT-4o is faster for implementation and handles real-world marketing constraints well. Both produce actionable, platform-agnostic workflows.
When to Use This Prompt
Use this prompt when designing multi-email sequences for specific business outcomes like onboarding new users, recovering abandoned carts, or reducing customer churn. It's ideal for CMOs and email marketers who need a strategic framework before building in their email platform, ensuring each email serves a purpose within a cohesive customer journey.
The Prompt
You are an expert email marketing strategist specializing in automation workflows. I need you to design a complete email automation sequence for a specific business scenario.
## Business Context
- Business Type: [e.g., SaaS, E-commerce, B2B Services]
- Target Audience: [e.g., Enterprise buyers, SMB owners, Freemium users]
- Primary Goal: [e.g., Increase product adoption, Drive repeat purchases, Reduce churn]
- Current Challenge: [e.g., Low engagement after signup, High cart abandonment, Feature underutilization]
- Typical Customer Lifecycle Stage: [e.g., Awareness, Consideration, Onboarding, Retention]
## Workflow Requirements
- Number of emails in sequence: [e.g., 5-7 emails over 30 days]
- Trigger event: [e.g., New signup, Abandoned cart, 30 days inactive]
- Key conversion metric: [e.g., Click-through rate, Demo booking, Purchase completion]
- Segmentation available: [e.g., By company size, Product usage, Industry, Engagement level]
- Brand tone: [e.g., Professional, Conversational, Educational, Urgent]
## Design the Workflow
For each email in the sequence, provide:
1. **Email Number & Timing**: When it sends relative to trigger
2. **Subject Line**: 2 compelling options with A/B testing rationale
3. **Primary Goal**: What action you want the recipient to take
4. **Content Structure**: Headline, body copy approach, CTA placement
5. **Personalization Elements**: Dynamic content, segmentation logic
6. **Success Metrics**: How to measure if this email performs
7. **Conditional Logic**: If/then rules for next steps based on engagement
## Additional Considerations
- Identify 2-3 decision points where the workflow branches based on user behavior
- Suggest one A/B test for the sequence (subject line, send time, or CTA)
- Recommend optimal send times based on audience type
- Flag potential unsubscribe/compliance risks
- Propose a re-engagement email if the sequence underperforms
Provide the complete workflow as a structured, implementable plan that a marketing team can execute immediately in their email platform.
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Tips for Best Results
- 1.Provide specific audience data (company size, role, industry) in the Business Context section—this drives more targeted subject lines and content recommendations.
- 2.Include your current email platform constraints (Klaviyo, HubSpot, Marketo) if you have them; AI can suggest conditional logic that matches your platform's capabilities.
- 3.Request A/B test recommendations explicitly—AI will suggest high-impact tests rather than obvious ones like subject line length.
- 4.Ask for re-engagement or fallback paths for low-engagement users; this prevents sequences from feeling one-size-fits-all and improves overall ROI.
Example Output
## Email Automation Workflow: SaaS Onboarding Sequence
**Trigger**: New free account signup
**Duration**: 14 days | **Goal**: Drive first feature activation
### Email 1: Welcome + Quick Win (Send: Day 0, 2 hours after signup)
**Subject Lines**:
- "Your [Product] account is ready—here's what's next" (benefit-driven)
- "Welcome! 3 things to do in the next 10 minutes" (urgency)
**Primary Goal**: Get user to complete profile and log back in
**Content**: Welcome message, 3-step onboarding checklist, link to 2-min video tutorial
**Personalization**: First name, company name if provided
**Success Metric**: Click-through rate >35%, return login within 24 hours
**Conditional Logic**: If user logs in within 24 hours → send Email 2 on Day 2. If not → send reminder on Day 1.
### Email 2: Feature Spotlight (Send: Day 2)
**Subject Lines**:
- "[Name], here's the feature saving your competitors 5 hours/week" (social proof)
- "See how [Company Type] teams use [Feature] first" (relevance)
**Primary Goal**: Introduce core feature, drive feature activation
**Content**: Problem statement, feature demo GIF, success story snippet, CTA to try feature
**Personalization**: Company size, industry if available
**Success Metric**: Feature activation rate, video play rate
**Conditional Logic**: If activated → send Email 4 (advanced feature). If not → send Email 3 (educational).
### Email 3: Educational Deep Dive (Send: Day 5, if Email 2 not activated)
**Subject Lines**:
- "[Name], 3 ways to get the most from [Product]" (educational)
- "Struggling to get started? Here's the fastest path" (empathy)
**Primary Goal**: Remove barriers to activation through education
**Content**: FAQ section, common mistakes, step-by-step guide, link to webinar
**Personalization**: Role-based content (Admin vs. End User)
**Success Metric**: Email open rate, guide download, support ticket reduction
**Conditional Logic**: If engaged → send Email 4. If not → add to re-engagement nurture.
### Email 4: Advanced Feature + Social Proof (Send: Day 8)
**Subject Lines**:
- "[Name], [Company] just unlocked this advanced feature" (FOMO)
- "Ready to level up? Here's what power users do" (aspiration)
**Primary Goal**: Drive deeper product engagement, increase feature adoption
**Content**: Advanced feature overview, case study result, customer testimonial, upgrade CTA
**Personalization**: Usage data, feature adoption level
**Success Metric**: Feature adoption rate, upgrade interest
**Conditional Logic**: If engaged → send Email 5 (upgrade offer). If not → send Email 5 (retention).
### Email 5: Conversion or Retention (Send: Day 12)
**Scenario A (High Engagement)**: "[Name], here's your exclusive offer to upgrade"
- Goal: Convert to paid plan
- Content: ROI calculator, pricing comparison, limited-time discount
**Scenario B (Low Engagement)**: "We want to help you succeed—let's chat"
- Goal: Reduce churn, gather feedback
- Content: Offer free onboarding call, ask for feedback, share success stories
**A/B Test Recommendation**: Test send time (9 AM vs. 2 PM) for Email 2 to identify optimal engagement window for this audience.
**Re-engagement Plan**: If no engagement by Day 14, move to monthly digest with feature updates and customer wins.
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