{"id":15121,"date":"2026-01-22T22:45:45","date_gmt":"2026-01-22T22:45:45","guid":{"rendered":"https:\/\/craighordlow.com\/index.php\/2026\/01\/22\/how-to-automate-marketing-with-8-simple-workflows\/"},"modified":"2026-01-22T22:45:45","modified_gmt":"2026-01-22T22:45:45","slug":"how-to-automate-marketing-with-8-simple-workflows","status":"publish","type":"post","link":"https:\/\/craighordlow.com\/index.php\/2026\/01\/22\/how-to-automate-marketing-with-8-simple-workflows\/","title":{"rendered":"How to Automate Marketing With 8 Simple Workflows"},"content":{"rendered":"<p>Everybody wants smoother workflows and fewer manual tasks. And thanks to AI models, automation is at the center of conversations in marketing departments across all industries.<\/p>\n<p>But most rarely get the results they\u2019re looking for.<\/p>\n<p>According to Ascend2\u2019s State of Marketing Automation Report, only 28% of marketers say their automation \u201cvery successfully\u201d supports their objectives.<\/p>\n<p>While 69% felt it was only somewhat successful.<\/p>\n<figure class=\"backlinko-image__screenshot backlinko-image backlinko-has-border\">\n<div class=\"backlinko-img-placeholder\"><\/div>\n<p><img decoding=\"async\" title=\"How successful is your marketing automation\" alt=\"How successful is your marketing automation\" data-aspect-ratio=\"0.78857142857143\" src=\"https:\/\/backlinko.com\/app\/uploads\/2026\/01\/how-successful-is-your-marketing-automation.png\" loading=\"lazy\" \/><\/p><\/figure>\n<p>While this specific stat is from 2024, I imagine the broad idea is still true. Especially since there are so many more automation options and tools. It can get overwhelming to decide a go-forward plan and implement effectively.<\/p>\n<p>So if you feel stuck in the camp of \u201cnot bad, but not great\u201d marketing automation, you\u2019re not alone.<\/p>\n<p>The good news?<\/p>\n<p>Once you understand the core building blocks, you can turn messy, half-automated systems into workflows that actually move the needle.<\/p>\n<p>A good marketing automation usually involves four basic steps:<\/p>\n<ul>\n<li><strong>A trigger:<\/strong> A catalyst event that starts the automation<\/li>\n<li><strong>An action:<\/strong> One or more steps that happen in sequence after the trigger<\/li>\n<li><strong>An output:<\/strong> The end result<\/li>\n<li><strong>A loop or exit point:<\/strong> A new trigger, or an event that stops the automation<\/li>\n<\/ul>\n<figure class=\"backlinko-image__visual-chart backlinko-image\">\n<div class=\"backlinko-img-placeholder\"><\/div>\n<p><img decoding=\"async\" title=\"Four Basic Elements of Automation\" alt=\"Four Basic Elements of Automation\" data-aspect-ratio=\"0.62714285714286\" src=\"https:\/\/backlinko.com\/app\/uploads\/2026\/01\/four-basic-elements-of-automation.png\" loading=\"lazy\" \/><\/p><\/figure>\n<p>In this article, we\u2019re going to discuss how to use these steps to automate:<\/p>\n<ul>\n<li>The mechanics of content creation (and no, we won\u2019t just be telling you to \u201cwrite it with AI\u201d)<\/li>\n<li>Beyond the basics of email nurtures<\/li>\n<li>Your PR strategy<\/li>\n<li>Social media engagement<\/li>\n<\/ul>\n<div id=\"ez-toc-container\" class=\"ez-toc-v2_0_81 counter-hierarchy ez-toc-counter ez-toc-grey ez-toc-container-direction\">\n<div class=\"ez-toc-title-container\">\n<p class=\"ez-toc-title\" style=\"cursor:inherit\">Table of Contents<\/p>\n<span class=\"ez-toc-title-toggle\"><a href=\"#\" class=\"ez-toc-pull-right ez-toc-btn ez-toc-btn-xs ez-toc-btn-default ez-toc-toggle\" aria-label=\"Toggle Table of Content\"><span class=\"ez-toc-js-icon-con\"><span class=\"\"><span class=\"eztoc-hide\" style=\"display:none;\">Toggle<\/span><span class=\"ez-toc-icon-toggle-span\"><svg style=\"fill: #999;color:#999\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" class=\"list-377408\" width=\"20px\" height=\"20px\" viewBox=\"0 0 24 24\" fill=\"none\"><path d=\"M6 6H4v2h2V6zm14 0H8v2h12V6zM4 11h2v2H4v-2zm16 0H8v2h12v-2zM4 16h2v2H4v-2zm16 0H8v2h12v-2z\" fill=\"currentColor\"><\/path><\/svg><svg style=\"fill: #999;color:#999\" class=\"arrow-unsorted-368013\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" width=\"10px\" height=\"10px\" viewBox=\"0 0 24 24\" version=\"1.2\" baseProfile=\"tiny\"><path d=\"M18.2 9.3l-6.2-6.3-6.2 6.3c-.2.2-.3.4-.3.7s.1.5.3.7c.2.2.4.3.7.3h11c.3 0 .5-.1.7-.3.2-.2.3-.5.3-.7s-.1-.5-.3-.7zM5.8 14.7l6.2 6.3 6.2-6.3c.2-.2.3-.5.3-.7s-.1-.5-.3-.7c-.2-.2-.4-.3-.7-.3h-11c-.3 0-.5.1-.7.3-.2.2-.3.5-.3.7s.1.5.3.7z\"\/><\/svg><\/span><\/span><\/span><\/a><\/span><\/div>\n<nav><ul class='ez-toc-list ez-toc-list-level-1 ' ><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-1\" href=\"https:\/\/craighordlow.com\/index.php\/2026\/01\/22\/how-to-automate-marketing-with-8-simple-workflows\/#Automate_the_Mechanics_of_Content_Creation\" >Automate the Mechanics of Content Creation<\/a><ul class='ez-toc-list-level-3' ><li class='ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-2\" href=\"https:\/\/craighordlow.com\/index.php\/2026\/01\/22\/how-to-automate-marketing-with-8-simple-workflows\/#1_Basic_Brief_Builder\" >1. Basic Brief Builder<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-3\" href=\"https:\/\/craighordlow.com\/index.php\/2026\/01\/22\/how-to-automate-marketing-with-8-simple-workflows\/#2_Content_Workflow\" >2. Content Workflow<\/a><\/li><\/ul><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-4\" href=\"https:\/\/craighordlow.com\/index.php\/2026\/01\/22\/how-to-automate-marketing-with-8-simple-workflows\/#Go_Beyond_Basic_Email_Nurtures\" >Go Beyond Basic Email Nurtures<\/a><ul class='ez-toc-list-level-3' ><li class='ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-5\" href=\"https:\/\/craighordlow.com\/index.php\/2026\/01\/22\/how-to-automate-marketing-with-8-simple-workflows\/#3_Behavior-Based_Nurtures_and_Follow-Ups\" >3. Behavior-Based Nurtures and Follow-Ups<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-6\" href=\"https:\/\/craighordlow.com\/index.php\/2026\/01\/22\/how-to-automate-marketing-with-8-simple-workflows\/#4_Webinar_Lifecycle_Automation\" >4. Webinar Lifecycle Automation<\/a><\/li><\/ul><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-7\" href=\"https:\/\/craighordlow.com\/index.php\/2026\/01\/22\/how-to-automate-marketing-with-8-simple-workflows\/#Grow_Your_PR_Strategy\" >Grow Your PR Strategy<\/a><ul class='ez-toc-list-level-3' ><li class='ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-8\" href=\"https:\/\/craighordlow.com\/index.php\/2026\/01\/22\/how-to-automate-marketing-with-8-simple-workflows\/#5_PR_Radar\" >5. PR Radar<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-9\" href=\"https:\/\/craighordlow.com\/index.php\/2026\/01\/22\/how-to-automate-marketing-with-8-simple-workflows\/#6_Media_Request_Matchmaker\" >6. Media Request Matchmaker<\/a><\/li><\/ul><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-10\" href=\"https:\/\/craighordlow.com\/index.php\/2026\/01\/22\/how-to-automate-marketing-with-8-simple-workflows\/#Get_the_Most_Out_of_Social_Media\" >Get the Most Out of Social Media<\/a><ul class='ez-toc-list-level-3' ><li class='ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-11\" href=\"https:\/\/craighordlow.com\/index.php\/2026\/01\/22\/how-to-automate-marketing-with-8-simple-workflows\/#7_Video_Clip_Automator\" >7. Video Clip Automator<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-12\" href=\"https:\/\/craighordlow.com\/index.php\/2026\/01\/22\/how-to-automate-marketing-with-8-simple-workflows\/#8_Comment_Community_Nudge\" >8. Comment &amp; Community Nudge<\/a><\/li><\/ul><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-13\" href=\"https:\/\/craighordlow.com\/index.php\/2026\/01\/22\/how-to-automate-marketing-with-8-simple-workflows\/#Is_Automation_the_Right_Move_Ask_Yourself_These_Questions_First\" >Is Automation the Right Move? Ask Yourself These Questions First<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-14\" href=\"https:\/\/craighordlow.com\/index.php\/2026\/01\/22\/how-to-automate-marketing-with-8-simple-workflows\/#Build_Your_Automation_Foundations_Then_Keep_Growing\" >Build Your Automation Foundations, Then Keep Growing<\/a><\/li><\/ul><\/nav><\/div>\n<h2><span class=\"ez-toc-section\" id=\"Automate_the_Mechanics_of_Content_Creation\"><\/span>Automate the Mechanics of Content Creation<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Content marketers are creative people. We don\u2019t want to automate away the creative work that drives results.<\/p>\n<p>That said, we can automate marketing workflows that come before and after creating. (So we can spend more time on high-impact work.)<\/p>\n<p>Here are some simple ways to get started.<\/p>\n<h3><span class=\"ez-toc-section\" id=\"1_Basic_Brief_Builder\"><\/span>1. Basic Brief Builder<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><strong>Tools required:<\/strong><\/p>\n<ul>\n<li>Make (free for 1,000 credits per month, paid plans start at $9\/month)<\/li>\n<li>Your favorite keyword research tool (plans vary)<\/li>\n<li>Project management platform (tools like Asana offer a free plan)<\/li>\n<li>Google Sheets, Google Docs (free plan available)<\/li>\n<\/ul>\n<p>Every week, content marketers around the world spend hours researching keywords, pulling search data, creating new briefs, and adding tasks to their project management systems.<\/p>\n<p>What if you could do most of that with one automation?<\/p>\n<p>Here are the basics of how this works:<\/p>\n<ul>\n<li><strong>Trigger:<\/strong> A new row is added to a Google Sheet (your new keyword)<\/li>\n<li><strong>Action:<\/strong> That keyword is run through your SEO tool, which pulls keyword difficulty, search volume, related terms, and top organic results<\/li>\n<li><strong>Output:<\/strong> A new Google Doc with the data inside, and a new task in your project management tool<\/li>\n<\/ul>\n<p>In the end, the automation will look like this:<\/p>\n<figure class=\"backlinko-image__screenshot backlinko-image backlinko-has-border\">\n<div class=\"backlinko-img-placeholder\"><\/div>\n<p><img decoding=\"async\" title=\"How automation look like\" alt=\"How automation look like\" data-aspect-ratio=\"0.80142857142857\" src=\"https:\/\/backlinko.com\/app\/uploads\/2026\/01\/how-automation-look-like.png\" loading=\"lazy\" \/><\/p><\/figure>\n<p>And if this seems scary, don\u2019t worry: I\u2019m going to walk you through each step to create this with <a title=\"Make\" href=\"https:\/\/www.make.com\/en\" target=\"_blank\" rel=\"noopener\">Make<\/a>. (Or, you can go ahead and copy this Scenario into your own Make account <a title=\"Basic Brief Builder\" href=\"https:\/\/eu2.make.com\/public\/shared-scenario\/qtIv0NcjYqJ\/basic-brief-builder\" target=\"_blank\" rel=\"noopener\">here<\/a>.)<\/p>\n<p>First, you\u2019ll need a Google Sheet for your source.<\/p>\n<p>Start with columns for your new keyword, status, brief URL, and task URL. To get started faster, <a title=\"New Content Ideas Template from Backlinko\" href=\"https:\/\/docs.google.com\/spreadsheets\/d\/1nd5kYBluUnCCWmaOFgO-VTQTVxUIUzk3wWUxFVcI64I\/copy\" target=\"_blank\" rel=\"noopener\">copy this template here<\/a>.<\/p>\n<figure class=\"backlinko-image__screenshot backlinko-image backlinko-has-border\">\n<div class=\"backlinko-img-placeholder\"><\/div>\n<p><img decoding=\"async\" title=\"New Content Ideas Template from Backlinko \u2013 Empty\" alt=\"New Content Ideas Template from Backlinko \u2013 Empty\" data-aspect-ratio=\"0.45714285714286\" src=\"https:\/\/backlinko.com\/app\/uploads\/2026\/01\/new-content-ideas-template-from-backlinko-empty.png\" loading=\"lazy\" \/><\/p><\/figure>\n<p>Next, add Google Sheets as the trigger step, and select \u201cWatch New Rows.\u201d<\/p>\n<figure class=\"backlinko-image__screenshot backlinko-image backlinko-has-border\">\n<div class=\"backlinko-img-placeholder\"><\/div>\n<p><img decoding=\"async\" title=\"Watch New Rows\" alt=\"Watch New Rows\" data-aspect-ratio=\"0.72428571428571\" src=\"https:\/\/backlinko.com\/app\/uploads\/2026\/01\/watch-new-rows.png\" loading=\"lazy\" \/><\/p><\/figure>\n<p>After that, select the Google Sheet you want to watch.<\/p>\n<figure class=\"backlinko-image__screenshot backlinko-image backlinko-has-border\">\n<div class=\"backlinko-img-placeholder\"><\/div>\n<p><img decoding=\"async\" title=\"Spreadsheet ID\" alt=\"Spreadsheet ID\" data-aspect-ratio=\"0.81714285714286\" src=\"https:\/\/backlinko.com\/app\/uploads\/2026\/01\/spreadsheet-id.png\" loading=\"lazy\" \/><\/p><\/figure>\n<p>This runs the automation every time you add a new keyword to that sheet.<\/p>\n<p>Now, it\u2019s time to gather information from your SEO tool. For this example, we\u2019re going to use <a title=\"Semrush: The Ultimate Guide\" href=\"https:\/\/backlinko.com\/hub\/seo\/semrush\" target=\"_blank\" rel=\"noopener\">Semrush<\/a>. (You could also use an API like DataForSEO.)<\/p>\n<p>Our first Semrush module will be \u201cGet Keyword Overview.\u201d (You might see different options depending on the specific tool you use.)<\/p>\n<p>You can choose whether to see the keyword data in all regional databases, or just one region.<\/p>\n<figure class=\"backlinko-image__screenshot backlinko-image backlinko-has-border\">\n<div class=\"backlinko-img-placeholder\"><\/div>\n<p><img decoding=\"async\" title=\"Get Keyword Overview\" alt=\"Get Keyword Overview\" data-aspect-ratio=\"0.93\" src=\"https:\/\/backlinko.com\/app\/uploads\/2026\/01\/get-keyword-overview.png\" loading=\"lazy\" \/><\/p><\/figure>\n<p>In this task, you\u2019ll map the \u201cPhrase\u201d to the \u201cKeyword\u201d column from your Google Sheet. Then, choose what you want to get as an output. (In this case, I only want to see the search volume.)<\/p>\n<figure class=\"backlinko-image__screenshot backlinko-image backlinko-has-border\">\n<div class=\"backlinko-img-placeholder\"><\/div>\n<p><img decoding=\"async\" title=\"Phrase field to the Google sheet\" alt=\"Phrase field to the Google sheet\" data-aspect-ratio=\"0.75571428571429\" src=\"https:\/\/backlinko.com\/app\/uploads\/2026\/01\/phrase-field-to-the-google-sheet.png\" loading=\"lazy\" \/><\/p><\/figure>\n<p>Now, let\u2019s create another Semrush model to \u201cGet Related Keywords\u201d to gather relevant keywords from Semrush.<\/p>\n<p>Again, you\u2019ll map the \u201cPhrase\u201d to the keyword column from our Google Sheet, and choose what data you want to export. (I chose the keyword and search volume.)<\/p>\n<figure class=\"backlinko-image__screenshot backlinko-image backlinko-has-border\">\n<div class=\"backlinko-img-placeholder\"><\/div>\n<p><img decoding=\"async\" title=\"Maping \u201cPhrase\u201d to the keyword column\" alt=\"Maping &quot;Phrase&quot; to the keyword column\" data-aspect-ratio=\"0.72\" src=\"https:\/\/backlinko.com\/app\/uploads\/2026\/01\/maping-phrase-to-the-keyword-column.png\" loading=\"lazy\" \/><\/p><\/figure>\n<p>You can also decide:<\/p>\n<ul>\n<li>How the results are sorted<\/li>\n<li>Whether to add filters<\/li>\n<li>How many results to retrieve<\/li>\n<\/ul>\n<p>Now, you\u2019ll need to add a text aggregator into your workflow. This tool compiles the results from Semrush so we can use them in a Google Doc later on.<\/p>\n<p>Here, simply map the source (our Semrush module).<\/p>\n<p>Then, in the \u201cText\u201d field, map the data as you want it to appear.<\/p>\n<figure class=\"backlinko-image__screenshot backlinko-image backlinko-has-border\">\n<div class=\"backlinko-img-placeholder\"><\/div>\n<p><img decoding=\"async\" title=\"Map the data in the text field\" alt=\"Map the data in the text field\" data-aspect-ratio=\"1.17\" src=\"https:\/\/backlinko.com\/app\/uploads\/2026\/01\/map-the-data-in-the-text-field.png\" loading=\"lazy\" \/><\/p><\/figure>\n<p>Next, we\u2019ll create a Semrush module that runs \u201cGet Keyword Difficulty.\u201d<\/p>\n<p>Again, we\u2019ll map the \u201cPhrase\u201d to our keyword from the Google Sheet, and choose to export the \u201cKeyword Difficulty Index.\u201d<\/p>\n<figure class=\"backlinko-image__screenshot backlinko-image backlinko-has-border\">\n<div class=\"backlinko-img-placeholder\"><\/div>\n<p><img decoding=\"async\" title=\"Phrase Keyword &amp; Keyword Difficulty Index\" alt=\"Phrase Keyword &amp; Keyword Difficulty Index\" data-aspect-ratio=\"0.91142857142857\" src=\"https:\/\/backlinko.com\/app\/uploads\/2026\/01\/phrase-keyword-and-keyword-difficulty-index.png\" loading=\"lazy\" \/><\/p><\/figure>\n<p>Next, run the \u201cGet Organic Results\u201d module from Semrush to export the sites that are ranking for your new target keyword.<\/p>\n<p>Select the \u201cExport Columns,\u201d or the data that you want to see, and limit the number of results you get (we chose 10).<\/p>\n<figure class=\"backlinko-image__screenshot backlinko-image backlinko-has-border\">\n<div class=\"backlinko-img-placeholder\"><\/div>\n<p><img decoding=\"async\" title=\"Export columns &amp; Limit field\" alt=\"Export columns &amp; Limit field\" data-aspect-ratio=\"1.01\" src=\"https:\/\/backlinko.com\/app\/uploads\/2026\/01\/export-columns-and-limit-field.png\" loading=\"lazy\" \/><\/p><\/figure>\n<p>Since we\u2019re getting multiple results, this module will also need a text aggregator to transform those results into plain text for our Google Doc.<\/p>\n<p>We\u2019ll set it up exactly the same way, but this time map the \u201cGet Organic Results\u201d module.<\/p>\n<p>In the \u201cText\u201d field, I\u2019ve added \u201cBundle order position\u201d (where that result is ranking in the SERP), and the URL of the ranking page.<\/p>\n<figure class=\"backlinko-image__screenshot backlinko-image backlinko-has-border\">\n<div class=\"backlinko-img-placeholder\"><\/div>\n<p><img decoding=\"async\" title=\"Bundle order position &amp; URL\" alt=\"Bundle order position &amp; URL\" data-aspect-ratio=\"0.91142857142857\" src=\"https:\/\/backlinko.com\/app\/uploads\/2026\/01\/bundle-order-position-and-url.png\" loading=\"lazy\" \/><\/p><\/figure>\n<p>Now, for the fun part.<\/p>\n<p>It\u2019s time to build your basic content brief in a Google doc.<\/p>\n<p>Before you add this into Make, you\u2019ll need to create a Google Doc as a template. This template should have variables that can be mapped to the results you get in your automation.<\/p>\n<p>To show up as variables, you\u2019ll need to wrap them in curly brackets. So, your template will look something like this:<\/p>\n<ul>\n<li>Primary Keyword = {{keyword}}<\/li>\n<li>Keyword Difficulty = {{difficulty}}<\/li>\n<li>Related Keywords = {{related_keyword}}<\/li>\n<li>Competing URLs = {{organic_result}}<\/li>\n<\/ul>\n<figure class=\"backlinko-image__screenshot backlinko-image backlinko-has-border\">\n<div class=\"backlinko-img-placeholder\"><\/div>\n<p><img decoding=\"async\" title=\"Variables in curly brackets\" alt=\"Variables in curly brackets\" data-aspect-ratio=\"0.55846153846154\" src=\"https:\/\/backlinko.com\/app\/uploads\/2026\/01\/variables-in-curly-brackets.png\" loading=\"lazy\" \/><\/p><\/figure>\n<p>(Want to save some time? <a title=\"New Content Brief Template from Backlinko\" href=\"https:\/\/docs.google.com\/document\/d\/175jWb8QiVfbHx9o3XcjVWJ6tVFY1rIFTFP1zA_7sJv4\/copy\" target=\"_blank\" rel=\"noopener\">Copy this template here<\/a>.)<\/p>\n<p>Now, you\u2019ll create a new module in your Make scenario to \u201cCreate a Document from a Template.\u201d<\/p>\n<figure class=\"backlinko-image__screenshot backlinko-image backlinko-has-border\">\n<div class=\"backlinko-img-placeholder\"><\/div>\n<p><img decoding=\"async\" title=\"Create a Document from a Template\" alt=\"Create a Document from a Template\" data-aspect-ratio=\"0.87428571428571\" src=\"https:\/\/backlinko.com\/app\/uploads\/2026\/01\/create-a-document-from-a-template.png\" loading=\"lazy\" \/><\/p><\/figure>\n<p>Once you connect the Google Doc template you created, you\u2019ll see all of the variables you added in curly brackets as fields in the configuration page.<\/p>\n<p>Now, all you have to do is map those variables to the results you\u2019ve gotten from Semrush and your text aggregators.<\/p>\n<figure class=\"backlinko-image__screenshot backlinko-image backlinko-has-border\">\n<div class=\"backlinko-img-placeholder\"><\/div>\n<p><img decoding=\"async\" title=\"Values fields\" alt=\"Values fields\" data-aspect-ratio=\"0.93571428571429\" src=\"https:\/\/backlinko.com\/app\/uploads\/2026\/01\/values-fields.png\" loading=\"lazy\" \/><\/p><\/figure>\n<p>Now it\u2019s time to add this new brief into your project management tool. Make lets you connect several tools, including Asana, Trello, Monday, and Notion.<\/p>\n<p>In this scenario, I already have an Asana project for content production.<\/p>\n<p>So I choose the \u201cCreate a Task or a Subtask\u201d module for Asana, and map that existing project.<\/p>\n<p>I can also add project custom fields (like a link to the brief in Google Docs), choose the task name (like the keyword), and automatically assign it to someone on my team.<\/p>\n<figure class=\"backlinko-image__screenshot backlinko-image backlinko-has-border\">\n<div class=\"backlinko-img-placeholder\"><\/div>\n<p><img decoding=\"async\" title=\"Brief Link &amp; Task Name\" alt=\"Brief Link &amp; Task Name\" data-aspect-ratio=\"1.0142857142857\" src=\"https:\/\/backlinko.com\/app\/uploads\/2026\/01\/brief-link-and-task-name.png\" loading=\"lazy\" \/><\/p><\/figure>\n<p>Lastly, I want to go back and update my original Google Sheet so that I can see which keywords have already been run, and where their briefs and tasks live.<\/p>\n<p>So, I add Google Sheets again as the final step in the automation and connect the same spreadsheet that we had at the beginning. Under \u201cValues,\u201d I can map the brief URL from Google Docs and the new task URL from Asana to columns in my spreadsheet.<\/p>\n<p>I also set this so the \u201cStatus\u201d column is updated to \u201cDone.\u201d<\/p>\n<figure class=\"backlinko-image__screenshot backlinko-image backlinko-has-border\">\n<div class=\"backlinko-img-placeholder\"><\/div>\n<p><img decoding=\"async\" title=\"Status column is updated \u2013 Done\" alt=\"Status column is updated \u2013 Done\" data-aspect-ratio=\"1.0042857142857\" src=\"https:\/\/backlinko.com\/app\/uploads\/2026\/01\/status-column-is-updated-done.png\" loading=\"lazy\" \/><\/p><\/figure>\n<p>Now, let\u2019s run this scenario and see what happens.<\/p>\n<p>First, I add a new keyword to my Google Sheet.<\/p>\n<figure class=\"backlinko-image__screenshot backlinko-image backlinko-has-border\">\n<div class=\"backlinko-img-placeholder\"><\/div>\n<p><img decoding=\"async\" title=\"New Content Ideas Template from Backlinko \u2013 Add a new keyword\" alt=\"New Content Ideas Template from Backlinko \u2013 Add a new keyword\" data-aspect-ratio=\"0.45\" src=\"https:\/\/backlinko.com\/app\/uploads\/2026\/01\/new-content-ideas-template-from-backlinko-add-a-new-keyword.png\" loading=\"lazy\" \/><\/p><\/figure>\n<p>This triggers the automation to run.<\/p>\n<p>The first thing that\u2019s produced is a brand new Google Doc with all of the SEO data from Semrush. You\u2019ll see this new doc appear in your Drive, and you\u2019ll find the link in Asana.<\/p>\n<figure class=\"backlinko-image__screenshot backlinko-image backlinko-has-border\">\n<div class=\"backlinko-img-placeholder\"><\/div>\n<p><img decoding=\"async\" title=\"Brand new Google Doc\" alt=\"Brand new Google Doc\" data-aspect-ratio=\"0.74857142857143\" src=\"https:\/\/backlinko.com\/app\/uploads\/2026\/01\/brand-new-google-doc.png\" loading=\"lazy\" \/><\/p><\/figure>\n<p>Next, I\u2019ll see a new task appear in my Asana project (with the brief link included).<\/p>\n<figure class=\"backlinko-image__screenshot backlinko-image backlinko-has-border\">\n<div class=\"backlinko-img-placeholder\"><\/div>\n<p><img decoding=\"async\" title=\"New task appear in Asana project\" alt=\"New task appear in Asana project\" data-aspect-ratio=\"0.52\" src=\"https:\/\/backlinko.com\/app\/uploads\/2026\/01\/new-task-appear-in-asana-project.png\" loading=\"lazy\" \/><\/p><\/figure>\n<p>And finally, the Google sheet will be updated to show us that the task has been completed.<\/p>\n<p>Plus, it adds in the links to the new brief in Google Docs and the new task in Asana.<\/p>\n<figure class=\"backlinko-image__screenshot backlinko-image backlinko-has-border\">\n<div class=\"backlinko-img-placeholder\"><\/div>\n<p><img decoding=\"async\" title=\"New Content Ideas Template from Backlinko\" alt=\"New Content Ideas Template from Backlinko\" data-aspect-ratio=\"0.45\" src=\"https:\/\/backlinko.com\/app\/uploads\/2026\/01\/new-content-ideas-template-from-backlinko.png\" loading=\"lazy\" \/><\/p><\/figure>\n<p>And there you go: you now have a basic content brief builder automation.<\/p>\n<p>Are these complete briefs? No. But the information provides a great start, gives the writer SERP context, and frees up more time to fill out other important <a title=\"How to Create a Content Brief: A Step-by-Step Guide (+ Templates)\" href=\"https:\/\/backlinko.com\/content-briefs\" target=\"_blank\" rel=\"noopener\">content brief <\/a>elements.<\/p>\n<p>\u00a0<\/p>\n<div class=\"sc-quote alert blue-box font-georgia type-normal transparent-img-bg\">\n<div class=\"media\">\n<figure class=\"sc-picture media-left hidden-sm-down\">\n            <img decoding=\"async\" src=\"https:\/\/backlinko.com\/app\/uploads\/2024\/06\/icon-tip.png\" alt=\"| Craig Hordlow\" loading=\"lazy\" title=\"| Craig Hordlow\">        <\/figure>\n<div class=\"media-body\">\n<blockquote class=\"sc-quote\">\n<p><strong>Resources for this automation:<\/strong> To get started faster, use these templates:<\/p>\n<ul>\n<li><a title=\"New Content Ideas Template from Backlinko\" href=\"https:\/\/docs.google.com\/spreadsheets\/d\/1nd5kYBluUnCCWmaOFgO-VTQTVxUIUzk3wWUxFVcI64I\/copy\" target=\"_blank\" rel=\"noopener\">New Content Ideas (Google Sheets Template)<\/a><\/li>\n<li><a title=\"New Content Brief Template from Backlinko\" href=\"https:\/\/docs.google.com\/document\/d\/175jWb8QiVfbHx9o3XcjVWJ6tVFY1rIFTFP1zA_7sJv4\/copy\" target=\"_blank\" rel=\"noopener\">New Content Brief (Google Doc Template)<\/a><\/li>\n<li><a title=\"Brief Builder Automation (Make Scenario Template)\" href=\"https:\/\/eu2.make.com\/public\/shared-scenario\/qtIv0NcjYqJ\/basic-brief-builder\" target=\"_blank\" rel=\"noopener\">Brief Builder Automation (Make Scenario Template)<\/a><\/li>\n<\/ul>\n<\/blockquote>\n<div class=\"media\">\n<figure class=\"sc-picture media-left hidden-md-up\">\n                    <img decoding=\"async\" src=\"https:\/\/backlinko.com\/app\/uploads\/2024\/06\/icon-tip.png\" alt=\"| Craig Hordlow\" loading=\"lazy\" title=\"| Craig Hordlow\">                <\/figure>\n<p>                                <cite class=\"sc-name media-body media-middle\"><br \/>\n                                    <\/cite>\n            <\/p><\/div>\n<\/div>\n<\/div>\n<\/div>\n<h3><span class=\"ez-toc-section\" id=\"2_Content_Workflow\"><\/span>2. Content Workflow<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><strong>Tools required:<\/strong> Your favorite project management tool (paid or free options available)<\/p>\n<p>Project management tools are great for organizing your content workflow.<\/p>\n<p>But the more tasks you create over time, the harder it is to keep track of and manage those systems.<\/p>\n<p>Many project management platforms give you built-in automation tools to help things run more smoothly. Let\u2019s talk about automations that can help your content workflow specifically.<\/p>\n<p><strong>Triggers<\/strong> might include:<\/p>\n<ul>\n<li>A new task is added to a project<\/li>\n<li>A custom field changes<\/li>\n<li>A new assignee is added<\/li>\n<li>A subtask is completed<\/li>\n<li>Due date is changed (or coming up soon)<\/li>\n<li>A task is overdue<\/li>\n<\/ul>\n<p>And <strong>actions<\/strong> could be:<\/p>\n<ul>\n<li>Add to a new project<\/li>\n<li>Auto-assign to a team member<\/li>\n<li>Update a status<\/li>\n<li>Move task to a new section<\/li>\n<li>Create a subtask<\/li>\n<li>Add a comment<\/li>\n<\/ul>\n<p>For this example, we\u2019re going to use the Rules system in Asana, but the same basic principles apply to almost any major project management tool.<\/p>\n<p>To start, click the \u201cCustomize\u201d button in the upper-right corner of your content management project, and create some custom fields.<\/p>\n<figure class=\"backlinko-image__screenshot backlinko-image backlinko-has-border\">\n<div class=\"backlinko-img-placeholder\"><\/div>\n<p><img decoding=\"async\" title=\"Rules system in Asana\" alt=\"Rules system in Asana\" data-aspect-ratio=\"0.68714285714286\" src=\"https:\/\/backlinko.com\/app\/uploads\/2026\/01\/rules-system-in-asana.png\" loading=\"lazy\" \/><\/p><\/figure>\n<p>Especially important here is the \u201cStatus\u201d field. The options here should follow the steps in your content process, and will probably mirror the sections in your Project.<\/p>\n<figure class=\"backlinko-image__screenshot backlinko-image backlinko-has-border\">\n<div class=\"backlinko-img-placeholder\"><\/div>\n<p><img decoding=\"async\" title=\"Edit field \u2013 Save changes\" alt=\"Edit field \u2013 Save changes\" data-aspect-ratio=\"1.13\" src=\"https:\/\/backlinko.com\/app\/uploads\/2026\/01\/edit-field-save-changes.png\" loading=\"lazy\" \/><\/p><\/figure>\n<p>Once your \u201cSections\u201d and \u201cFields\u201d are set up, you can create some rules.<\/p>\n<p>These can help dictate what happens when a new brief enters your content workflow and assign it to whoever is in charge of moving it forward in the process.<\/p>\n<p>Use a Rule to auto-assign someone on your team (for example, your content manager or editor) to the task.<\/p>\n<figure class=\"backlinko-image__screenshot backlinko-image backlinko-has-border\">\n<div class=\"backlinko-img-placeholder\"><\/div>\n<p><img decoding=\"async\" title=\"Use a rule to auto assign someone on your team\" alt=\"Use a rule to auto assign someone on your team\" data-aspect-ratio=\"0.45857142857143\" src=\"https:\/\/backlinko.com\/app\/uploads\/2026\/01\/use-a-rule-to-auto-assign-someone-on-your-team.png\" loading=\"lazy\" \/><\/p><\/figure>\n<p>Now, let\u2019s say a new article is now in progress with a writer.<\/p>\n<p>Create a rule that moves the task to the corresponding section of your project when the status is set to \u201cWriting.\u201d<\/p>\n<figure class=\"backlinko-image__screenshot backlinko-image backlinko-has-border\">\n<div class=\"backlinko-img-placeholder\"><\/div>\n<p><img decoding=\"async\" title=\"Move the task to corresponding section\" alt=\"Move the task to corresponding section\" data-aspect-ratio=\"0.54285714285714\" src=\"https:\/\/backlinko.com\/app\/uploads\/2026\/01\/move-the-task-to-corresponding-section.png\" loading=\"lazy\" \/><\/p><\/figure>\n<p>If your content tasks have subtasks (like \u201ccreate outline,\u201d \u201cwrite article,\u201d \u201cedit,\u201d or \u201cdesign\u201d), you can track completion and use that to move pieces forward.<\/p>\n<p>In this case, you can set a rule that once all subtasks are complete, the task moves to the \u201cReady to Publish\u201d section.<\/p>\n<figure class=\"backlinko-image__screenshot backlinko-image backlinko-has-border\">\n<div class=\"backlinko-img-placeholder\"><\/div>\n<p><img decoding=\"async\" title=\"Ready for publishing\" alt=\"Ready for publishing\" data-aspect-ratio=\"0.51285714285714\" src=\"https:\/\/backlinko.com\/app\/uploads\/2026\/01\/ready-for-publishing.png\" loading=\"lazy\" \/><\/p><\/figure>\n<p>Once the task moves to that section, set a rule to auto-assign it to the team member who publishes posts.<\/p>\n<figure class=\"backlinko-image__screenshot backlinko-image backlinko-has-border\">\n<div class=\"backlinko-img-placeholder\"><\/div>\n<p><img decoding=\"async\" title=\"Set a rule to auto-assign\" alt=\"Set a rule to auto-assign\" data-aspect-ratio=\"0.57571428571429\" src=\"https:\/\/backlinko.com\/app\/uploads\/2026\/01\/set-a-rule-to-auto-assign.png\" loading=\"lazy\" \/><\/p><\/figure>\n<p>Then, when the status is set to \u201cPublished,\u201d the task could be moved into a separate project where completed tasks of published content are stored.<\/p>\n<p>This allows you to clear the tasks from your main production workflow, but still keep them on hand in case the piece needs to be updated in the future.<\/p>\n<figure class=\"backlinko-image__screenshot backlinko-image backlinko-has-border\">\n<div class=\"backlinko-img-placeholder\"><\/div>\n<p><img decoding=\"async\" title=\"Published Content\" alt=\"Published Content\" data-aspect-ratio=\"0.60285714285714\" src=\"https:\/\/backlinko.com\/app\/uploads\/2026\/01\/published-content.png\" loading=\"lazy\" \/><\/p><\/figure>\n<p>What if a piece of content isn\u2019t completed by its deadline?<\/p>\n<p>Set up an automation that checks in with the team to see what the status is.<\/p>\n<figure class=\"backlinko-image__screenshot backlinko-image backlinko-has-border\">\n<div class=\"backlinko-img-placeholder\"><\/div>\n<p><img decoding=\"async\" title=\"Automation that checks\" alt=\"Automation that checks\" data-aspect-ratio=\"0.55\" src=\"https:\/\/backlinko.com\/app\/uploads\/2026\/01\/automation-that-checks.png\" loading=\"lazy\" \/><\/p><\/figure>\n<p>There are plenty of other automations you can run in Asana or other tools.<\/p>\n<p>But these basic workflow automations will help your content production process have better handoffs and less friction.<\/p>\n<p>We do this at Backlinko using Monday.com as our project management tool.<\/p>\n<figure class=\"backlinko-image__screenshot backlinko-image backlinko-has-border\">\n<div class=\"backlinko-img-placeholder\"><\/div>\n<p><img decoding=\"async\" title=\"Semrush \u2013 Monday board\" alt=\"Semrush \u2013 Monday board\" data-aspect-ratio=\"0.80571428571429\" src=\"https:\/\/backlinko.com\/app\/uploads\/2024\/06\/semrush-monday-board.png\" loading=\"lazy\" \/><\/p><\/figure>\n<p>Read more about <a title=\"How to Scale Content Creation (Step-By-Step Guide)\" href=\"https:\/\/backlinko.com\/scale-content\" target=\"_blank\" rel=\"noopener\">how we scale content creation here<\/a>.<\/p>\n<h2><span class=\"ez-toc-section\" id=\"Go_Beyond_Basic_Email_Nurtures\"><\/span>Go Beyond Basic Email Nurtures<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Email nurtures are relatively easy to put together in any basic email tool: for example, sending a welcome email to a new newsletter subscriber, or a transactional email to a new customer.<\/p>\n<p>But let\u2019s talk about some ways to take those automations even further.<\/p>\n<p><a title=\"Email Marketing: The Definitive Guide\" href=\"https:\/\/backlinko.com\/email-marketing-guide\" target=\"_blank\" rel=\"noopener\">Email marketing<\/a> automation involves:<\/p>\n<ul>\n<li><strong>A trigger:<\/strong> Such as someone signing up for an email list<\/li>\n<li><strong>An action:<\/strong> The new contact is added to a list or segment<\/li>\n<li><strong>An output:<\/strong> They new receive a series of pre-made emails<\/li>\n<li><strong>An exit condition:<\/strong> The sequence finishes once all the emails are sent, or once the contact takes a specific action, like buying a product<\/li>\n<\/ul>\n<figure class=\"backlinko-image__visual-chart backlinko-image\">\n<div class=\"backlinko-img-placeholder\"><\/div>\n<p><img decoding=\"async\" title=\"Essential Elements of an Email Nurture\" alt=\"Essential Elements of an Email Nurture\" data-aspect-ratio=\"0.56\" src=\"https:\/\/backlinko.com\/app\/uploads\/2026\/01\/essential-elements-of-an-email-nurture.png\" loading=\"lazy\" \/><\/p><\/figure>\n<p>Exit conditions are especially important, because you don\u2019t want people to receive another email from you after they\u2019ve already completed an action. (Hello, promo email that arrives after I already made a purchase.)<\/p>\n<p>Let\u2019s walk through how to use marketing automation tools for email.<\/p>\n<h3><span class=\"ez-toc-section\" id=\"3_Behavior-Based_Nurtures_and_Follow-Ups\"><\/span>3. Behavior-Based Nurtures and Follow-Ups<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><strong>Tools required:<\/strong> ActiveCampaign (paid plans start at $15\/month, although other email platforms offer automation capabilities too)<\/p>\n<p>When you trigger an email sequence based on real behavior, you\u2019re catching people in the moment when they\u2019re more likely to engage.<\/p>\n<p>For example, if you want to help a new user get to know your platform, you can trigger onboarding emails based on the actions they\u2019ve taken so far.<\/p>\n<p>Or, if you want to reduce cart abandonment, you can send a special promotion for customers who have items in their cart.<\/p>\n<p>This improved targeting can lead to better engagement from your email list.<\/p>\n<p>All you have to do is match the right trigger to the right action. For example:<\/p>\n<div class=\"table-responsive\">\n<table class=\"table table-primary table-striped table-hover\">\n<thead>\n<tr>\n<th scope=\"col\">Trigger<\/th>\n<th scope=\"col\">Action<\/th>\n<\/tr>\n<\/thead>\n<tbody>\n<tr>\n<td scope=\"row\" data-before=\"Trigger\">Someone downloads a resource<\/td>\n<td data-before=\"Action\">They receive a series of emails on that topic<\/td>\n<\/tr>\n<tr>\n<td scope=\"row\" data-before=\"Trigger\">A customer purchased a product a few months ago<\/td>\n<td data-before=\"Action\">They get a reminder to replenish their stock<\/td>\n<\/tr>\n<tr>\n<td scope=\"row\" data-before=\"Trigger\">A contact browses a product category, but doesn\u2019t make a purchase<\/td>\n<td data-before=\"Action\">They get an email reminding them of what they looked at<\/td>\n<\/tr>\n<tr>\n<td scope=\"row\" data-before=\"Trigger\">A new user subscribes to your platform<\/td>\n<td data-before=\"Action\">They get a series of emails walking them through specific actions<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<\/div>\n<p>Your exit condition could be when the person:<\/p>\n<ul>\n<li>Completes their purchase<\/li>\n<li>Books a call<\/li>\n<li>Starts a free trial<\/li>\n<li>Replies to your email<\/li>\n<\/ul>\n<p>For example, let\u2019s say you want to send a series of emails reminding someone that their subscription is reaching its end date. It could look something like this:<\/p>\n<ul>\n<li><strong>Trigger:<\/strong> End date is within 20 days from now<\/li>\n<li><strong>Action:<\/strong> Send series of three emails up to the last day of their subscription (we don\u2019t want to send too many)<\/li>\n<li><strong>Exit condition:<\/strong> Customer responds to the email, or renews their subscription<\/li>\n<\/ul>\n<p>Here\u2019s a great example for home insurance renewal:<\/p>\n<figure class=\"backlinko-image__screenshot backlinko-image backlinko-has-border\">\n<div class=\"backlinko-img-placeholder\"><\/div>\n<p><img decoding=\"async\" title=\"Home Insurance Renewal\" alt=\"Home Insurance Renewal\" data-aspect-ratio=\"1.1338461538462\" src=\"https:\/\/backlinko.com\/app\/uploads\/2026\/01\/home-insurance-renewal.png\" loading=\"lazy\" \/><\/p><\/figure>\n<p>\u200b\u200bOr, let\u2019s say a new lead just signed up for a free trial or freemium account.<\/p>\n<p>You could create a workflow that pulls information from the onboarding survey in your tool, and builds a personalized, 1:1 email sequence.<\/p>\n<p>Check out this example from HubSpot:<\/p>\n<figure class=\"backlinko-image__screenshot backlinko-image backlinko-has-border\">\n<div class=\"backlinko-img-placeholder\"><\/div>\n<p><img decoding=\"async\" title=\"Example from HubSpot\" alt=\"Example from HubSpot\" data-aspect-ratio=\"0.83846153846154\" src=\"https:\/\/backlinko.com\/app\/uploads\/2026\/01\/example-srom-hubspot.png\" loading=\"lazy\" \/><\/p><\/figure>\n<p>When I signed up for the account, I identified myself as a self-employed marketer. HubSpot pulled that information into this new trial campaign to make the email even more personalized.<\/p>\n<p>So the question is: how do you get started?<\/p>\n<p>Here\u2019s a quick overview of how you could build a behavior-based email nurture automation in <a title=\"ActiveCampaign\" href=\"https:\/\/www.activecampaign.com\/\" target=\"_blank\" rel=\"noopener\">ActiveCampaign<\/a>.<\/p>\n<p>Let\u2019s say you want to send an email sequence to a known contact who visited a certain page on your website. For example, imagine someone who subscribes to your email newsletter, but isn\u2019t a customer, just visited your pricing page. (In other words, they may be close to signing up \u2014 they just aren\u2019t quite convinced yet.)<\/p>\n<p>Before you start this automation, you\u2019ll need to enable Site Tracking on your account in ActiveCampaign. To do this, install the tracking code on your website so ActiveCampaign can see page views.<\/p>\n<figure class=\"backlinko-image__screenshot backlinko-image backlinko-has-border\">\n<div class=\"backlinko-img-placeholder\"><\/div>\n<p><img decoding=\"async\" title=\"Enable Site Tracking in ActiveCampaign\" alt=\"Enable Site Tracking in ActiveCampaign\" data-aspect-ratio=\"0.69857142857143\" src=\"https:\/\/backlinko.com\/app\/uploads\/2026\/01\/enable-site-tracking-in-activecampaign.png\" loading=\"lazy\" \/><\/p><\/figure>\n<p>To start the automation, you\u2019ll add new contacts who enter through any pipeline.<\/p>\n<p>Now, when a known contact (someone who\u2019s already in your database) visits a tracked page, ActiveCampaign associates that page view with the contact\u2019s record, and can start an automation.<\/p>\n<figure class=\"backlinko-image__screenshot backlinko-image backlinko-has-border\">\n<div class=\"backlinko-img-placeholder\"><\/div>\n<p><img decoding=\"async\" title=\"Contact enters a pipeline\" alt=\"Contact enters a pipeline\" data-aspect-ratio=\"0.71142857142857\" src=\"https:\/\/backlinko.com\/app\/uploads\/2026\/01\/contact-enters-a-pipeline.png\" loading=\"lazy\" \/><\/p><\/figure>\n<p>The real trigger is the next step: \u201cWait until conditions are met.\u201d<\/p>\n<figure class=\"backlinko-image__screenshot backlinko-image backlinko-has-border\">\n<div class=\"backlinko-img-placeholder\"><\/div>\n<p><img decoding=\"async\" title=\"Wait until conditions are met\" alt=\"Wait until conditions are met\" data-aspect-ratio=\"0.89285714285714\" src=\"https:\/\/backlinko.com\/app\/uploads\/2026\/01\/wait-until-conditions-are-met.png\" loading=\"lazy\" \/><\/p><\/figure>\n<p>In this case, the condition is that the contact has visited an exact URL on your website.<\/p>\n<div class=\"sc-quote alert blue-box font-georgia type-normal transparent-img-bg\">\n<div class=\"media\">\n<figure class=\"sc-picture media-left hidden-sm-down\">\n            <img decoding=\"async\" src=\"https:\/\/backlinko.com\/app\/uploads\/2024\/06\/icon-tip.png\" alt=\"| Craig Hordlow\" loading=\"lazy\" title=\"| Craig Hordlow\">        <\/figure>\n<div class=\"media-body\">\n<blockquote class=\"sc-quote\">\n<p><strong>Pro tip:<\/strong> You can also adjust this so the email series only runs when the person visits a page multiple times, showing a higher level of interest.<\/p>\n<\/blockquote>\n<div class=\"media\">\n<figure class=\"sc-picture media-left hidden-md-up\">\n                    <img decoding=\"async\" src=\"https:\/\/backlinko.com\/app\/uploads\/2024\/06\/icon-tip.png\" alt=\"| Craig Hordlow\" loading=\"lazy\" title=\"| Craig Hordlow\">                <\/figure>\n<p>                                <cite class=\"sc-name media-body media-middle\"><br \/>\n                                    <\/cite>\n            <\/p><\/div>\n<\/div>\n<\/div>\n<\/div>\n<p>Next, set a waiting period from the time the person sees the page to when the email is sent.<\/p>\n<p>And finally, write your email and add it to the workflow.<\/p>\n<figure class=\"backlinko-image__screenshot backlinko-image backlinko-has-border\">\n<div class=\"backlinko-img-placeholder\"><\/div>\n<p><img decoding=\"async\" title=\"Add your email to the workflow\" alt=\"Add your email to the workflow\" data-aspect-ratio=\"0.97142857142857\" src=\"https:\/\/backlinko.com\/app\/uploads\/2026\/01\/add-your-email-to-the-workflow.png\" loading=\"lazy\" \/><\/p><\/figure>\n<p>After that, you could:<\/p>\n<ul>\n<li>Wait a certain amount of time, then send another email<\/li>\n<li>Set an exit condition if the contact replies or makes a purchase<\/li>\n<\/ul>\n<p>All of this effort turns into an email like this one that I received from Brooks after visiting one of their product pages:<\/p>\n<figure class=\"backlinko-image__screenshot backlinko-image backlinko-has-border\">\n<div class=\"backlinko-img-placeholder\"><\/div>\n<p><img decoding=\"async\" title=\"Brooks email after visiting their product page\" alt=\"Brooks email after visiting their product page\" data-aspect-ratio=\"2.0985714285714\" src=\"https:\/\/backlinko.com\/app\/uploads\/2026\/01\/brooks-email-after-visiting-their-product-page.png\" loading=\"lazy\" \/><\/p><\/figure>\n<p>This makes me way more likely to revisit the shoes I was looking at than a generic reminder email (or no email at all).<\/p>\n<h3><span class=\"ez-toc-section\" id=\"4_Webinar_Lifecycle_Automation\"><\/span>4. Webinar Lifecycle Automation<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><strong>Tools required:<\/strong><\/p>\n<ul>\n<li>Demio (plans start at $45\/month)<\/li>\n<li>HubSpot (limited free plan available)<\/li>\n<\/ul>\n<p>Webinars are an entire customer journey, including promotion, confirmation, reminders, and post-event follow-ups.<\/p>\n<p>The <strong>trigger<\/strong> is normally one event: Someone signed up for your webinar.<\/p>\n<p>The <strong>actions<\/strong> include:<\/p>\n<ul>\n<li>Confirmation email<\/li>\n<li>Day before and day-of reminders<\/li>\n<li>\u201cHappening now\u201d email<\/li>\n<li>Post-event replay email<\/li>\n<\/ul>\n<p>For example, here\u2019s a great reminder email from Kiwi Wealth:<\/p>\n<figure class=\"backlinko-image__screenshot backlinko-image backlinko-has-border\">\n<div class=\"backlinko-img-placeholder\"><\/div>\n<p><img decoding=\"async\" title=\"Great email reminder\" alt=\"Great email reminder\" data-aspect-ratio=\"2.1142857142857\" src=\"https:\/\/backlinko.com\/app\/uploads\/2026\/01\/great-email-reminder.png\" loading=\"lazy\" \/><\/p><\/figure>\n<p>Immediately after the webinar is finished, you might send an email like this one from Beefree:<\/p>\n<figure class=\"backlinko-image__screenshot backlinko-image backlinko-has-border\">\n<div class=\"backlinko-img-placeholder\"><\/div>\n<p><img decoding=\"async\" title=\"Email from Beefree\" alt=\"Email from Beefree\" data-aspect-ratio=\"2.6138461538462\" src=\"https:\/\/backlinko.com\/app\/uploads\/2026\/01\/email-from-beefree.png\" loading=\"lazy\" \/><\/p><\/figure>\n<p>And you\u2019ll also want to follow up later with a replay and some action items for people who attended, like this:<\/p>\n<figure class=\"backlinko-image__screenshot backlinko-image backlinko-has-border\">\n<div class=\"backlinko-img-placeholder\"><\/div>\n<p><img decoding=\"async\" title=\"Action items for people who attended\" alt=\"Action items for people who attended\" data-aspect-ratio=\"1.4061538461538\" src=\"https:\/\/backlinko.com\/app\/uploads\/2026\/01\/action-items-for-people-who-attended.png\" loading=\"lazy\" \/><\/p><\/figure>\n<div class=\"sc-quote alert blue-box font-georgia type-normal transparent-img-bg\">\n<div class=\"media\">\n<figure class=\"sc-picture media-left hidden-sm-down\">\n            <img decoding=\"async\" src=\"https:\/\/backlinko.com\/app\/uploads\/2024\/06\/icon-note.png\" alt=\"| Craig Hordlow\" loading=\"lazy\" title=\"| Craig Hordlow\">        <\/figure>\n<div class=\"media-body\">\n<blockquote class=\"sc-quote\">\n<p><strong>Note:<\/strong> We got these examples from <a title=\"Really Good Emails\" href=\"https:\/\/reallygoodemails.com\/\" target=\"_blank\" rel=\"noopener\">Really Good Emails<\/a>, which is a great resource for getting inspiration for your own campaigns.<\/p>\n<\/blockquote>\n<div class=\"media\">\n<figure class=\"sc-picture media-left hidden-md-up\">\n                    <img decoding=\"async\" src=\"https:\/\/backlinko.com\/app\/uploads\/2024\/06\/icon-note.png\" alt=\"| Craig Hordlow\" loading=\"lazy\" title=\"| Craig Hordlow\">                <\/figure>\n<p>                                <cite class=\"sc-name media-body media-middle\"><br \/>\n                                    <\/cite>\n            <\/p><\/div>\n<\/div>\n<\/div>\n<\/div>\n<p>So, how do you create this automation?<\/p>\n<p>Most great webinar tools allow you to do this. <a title=\"Demio\" href=\"https:\/\/www.demio.com\/\" target=\"_blank\" rel=\"noopener\">Demio<\/a>, for example, allows you to automate marketing emails when you create a new event:<\/p>\n<p>\u200b\u200b<\/p>\n<figure class=\"backlinko-image__screenshot backlinko-image backlinko-has-border\">\n<div class=\"backlinko-img-placeholder\"><\/div>\n<p><img decoding=\"async\" title=\"Demio \u2013 Automate marketing emails\" alt=\"Demio \u2013 Automate marketing emails\" data-aspect-ratio=\"0.95142857142857\" src=\"https:\/\/backlinko.com\/app\/uploads\/2026\/01\/demio-automate-marketing-emails.png\" loading=\"lazy\" \/><\/p><\/figure>\n<p>If you want to get really fancy, you can segment your post-webinar follow-up emails by whether or not the contact attended the webinar:<\/p>\n<figure class=\"backlinko-image__screenshot backlinko-image backlinko-has-border\">\n<div class=\"backlinko-img-placeholder\"><\/div>\n<p><img decoding=\"async\" title=\"Segment your follow-up emails\" alt=\"Segment your follow-up emails\" data-aspect-ratio=\"0.78714285714286\" src=\"https:\/\/backlinko.com\/app\/uploads\/2026\/01\/segment-your-follow-up-emails.png\" loading=\"lazy\" \/><\/p><\/figure>\n<p>Demio\u2019s built-in email is somewhat limited beyond an actual event.<\/p>\n<p>So, you can connect it to HubSpot to add a new layer of segmentation to your lists.<\/p>\n<figure class=\"backlinko-image__screenshot backlinko-image backlinko-has-border\">\n<div class=\"backlinko-img-placeholder\"><\/div>\n<p><img decoding=\"async\" title=\"Connecting Demio to HubSpot\" alt=\"Connecting Demio to HubSpot\" data-aspect-ratio=\"1.1642857142857\" src=\"https:\/\/backlinko.com\/app\/uploads\/2026\/01\/connecting-demio-to-hubspot.png\" loading=\"lazy\" \/><\/p><\/figure>\n<p>Once this connection is live, Demio will import webinar attendance data into HubSpot.<\/p>\n<figure class=\"backlinko-image__screenshot backlinko-image backlinko-has-border\">\n<div class=\"backlinko-img-placeholder\"><\/div>\n<p><img decoding=\"async\" title=\"Demio import data into HubSpot\" alt=\"Demio import data into HubSpot\" data-aspect-ratio=\"0.64\" src=\"https:\/\/backlinko.com\/app\/uploads\/2026\/01\/demio-import-data-into-hubspot.png\" loading=\"lazy\" \/><\/p><\/figure>\n<p>For example, you can import data like:<\/p>\n<ul>\n<li>Contacts who registered for the webinar<\/li>\n<li>People who registered, but missed the event<\/li>\n<li>People who attended the event<\/li>\n<li>How long a contact stayed in the webinar<\/li>\n<li>People who watched the replay<\/li>\n<\/ul>\n<figure class=\"backlinko-image__screenshot backlinko-image backlinko-has-border\">\n<div class=\"backlinko-img-placeholder\"><\/div>\n<p><img decoding=\"async\" title=\"HubSpot \u2013 Field Mapping\" alt=\"HubSpot \u2013 Field Mapping\" data-aspect-ratio=\"0.93142857142857\" src=\"https:\/\/backlinko.com\/app\/uploads\/2026\/01\/hubspot-field-mapping.png\" loading=\"lazy\" \/><\/p><\/figure>\n<p>You can even add new contacts to lists directly in Hubspot if they don\u2019t exist there already.<\/p>\n<figure class=\"backlinko-image__screenshot backlinko-image backlinko-has-border\">\n<div class=\"backlinko-img-placeholder\"><\/div>\n<p><img decoding=\"async\" title=\"Add new conctacts to lists in HubSpot\" alt=\"Add new conctacts to lists in HubSpot\" data-aspect-ratio=\"1.04\" src=\"https:\/\/backlinko.com\/app\/uploads\/2026\/01\/add-new-conctacts-to-lists-in-hubspot.png\" loading=\"lazy\" \/><\/p><\/figure>\n<p>This automation will help your pre- and post-webinar flows run more smoothly. And hopefully get you more valuable engagement with those webinars.<\/p>\n<h2><span class=\"ez-toc-section\" id=\"Grow_Your_PR_Strategy\"><\/span>Grow Your PR Strategy<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>For small marketing teams, PR outreach can use up a lot of valuable time.<\/p>\n<p>Here are some easy automations to keep doing inbound and outbound PR requests, without spending your entire week on it.<\/p>\n<div class=\"sc-quote alert blue-box font-georgia type-normal transparent-img-bg\">\n<div class=\"media\">\n<figure class=\"sc-picture media-left hidden-sm-down\">\n            <img decoding=\"async\" src=\"https:\/\/backlinko.com\/app\/uploads\/2024\/06\/icon-further-reading.png\" alt=\"| Craig Hordlow\" loading=\"lazy\" title=\"| Craig Hordlow\">        <\/figure>\n<div class=\"media-body\">\n<blockquote class=\"sc-quote\">\n<p><strong>Resource:<\/strong> Get your <a title=\"Fill-In-The-Blanks PR Plan Template\" href=\"https:\/\/backlinko.com\/templates\/marketing\/pr-plan\" target=\"_blank\" rel=\"noopener\">free PR Plan Template<\/a> to help you pick the right goals, discover journalists, and make pitches that get press coverage.<\/p>\n<\/blockquote>\n<div class=\"media\">\n<figure class=\"sc-picture media-left hidden-md-up\">\n                    <img decoding=\"async\" src=\"https:\/\/backlinko.com\/app\/uploads\/2024\/06\/icon-further-reading.png\" alt=\"| Craig Hordlow\" loading=\"lazy\" title=\"| Craig Hordlow\">                <\/figure>\n<p>                                <cite class=\"sc-name media-body media-middle\"><br \/>\n                                    <\/cite>\n            <\/p><\/div>\n<\/div>\n<\/div>\n<\/div>\n<h3><span class=\"ez-toc-section\" id=\"5_PR_Radar\"><\/span>5. PR Radar<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><strong>Tools required:<\/strong><\/p>\n<ul>\n<li>BrandMentions (paid plans start at $79\/month)<\/li>\n<li>Zapier (free for 100 tasks\/month, paid plans start at $19.99\/month)<\/li>\n<li>Google Sheets (free option available)<\/li>\n<\/ul>\n<p>Want to keep an eye on new articles that are related to your brand that you could potentially get featured in or a backlink from? Let\u2019s build an automatic PR radar.<\/p>\n<div class=\"sc-quote alert blue-box font-georgia type-normal transparent-img-bg\">\n<div class=\"media\">\n<figure class=\"sc-picture media-left hidden-sm-down\">\n            <img decoding=\"async\" src=\"https:\/\/backlinko.com\/app\/uploads\/2024\/06\/icon-note.png\" alt=\"| Craig Hordlow\" loading=\"lazy\" title=\"| Craig Hordlow\">        <\/figure>\n<div class=\"media-body\">\n<blockquote class=\"sc-quote\">\n<p><strong>Note:<\/strong> Most monitoring tools send alerts, but those notifications disappear into your inbox. This workflow creates a shared, searchable log your whole team can access without extra logins\u2014plus you\u2019ll have a historical record for spotting PR trends over time.<\/p>\n<\/blockquote>\n<div class=\"media\">\n<figure class=\"sc-picture media-left hidden-md-up\">\n                    <img decoding=\"async\" src=\"https:\/\/backlinko.com\/app\/uploads\/2024\/06\/icon-note.png\" alt=\"| Craig Hordlow\" loading=\"lazy\" title=\"| Craig Hordlow\">                <\/figure>\n<p>                                <cite class=\"sc-name media-body media-middle\"><br \/>\n                                    <\/cite>\n            <\/p><\/div>\n<\/div>\n<\/div>\n<\/div>\n<p>This workflow looks like:<\/p>\n<ul>\n<li><strong>Trigger:<\/strong> A new article mentions your brand or related topics<\/li>\n<li><strong>Action:<\/strong> Pull all new mentions into one place to scan through them easily<\/li>\n<li><strong>Output:<\/strong> A simple, regularly-updated list of PR mentions<\/li>\n<\/ul>\n<p>There are several tools that do this, but for this example, we\u2019re going to use <a title=\"BrandMentions\" href=\"https:\/\/brandmentions.com\/\" target=\"_blank\" rel=\"noopener\">BrandMentions<\/a>.<\/p>\n<p>Once you set up your account and your project, head into settings to adjust which sources you\u2019ll collect data from.<\/p>\n<p>Remove social media, and just leave the web option. That way, you\u2019ll get a clean list of articles and webpages that mention your brand or the keywords you added.<\/p>\n<figure class=\"backlinko-image__screenshot backlinko-image backlinko-has-border\">\n<div class=\"backlinko-img-placeholder\"><\/div>\n<p><img decoding=\"async\" title=\"BrandMentions \u2013 Settings\" alt=\"BrandMentions \u2013 Settings\" data-aspect-ratio=\"0.71571428571429\" src=\"https:\/\/backlinko.com\/app\/uploads\/2026\/01\/brandmentions-settings.png\" loading=\"lazy\" \/><\/p><\/figure>\n<p>Once this is set up, you can connect your BrandMentions project to Zapier.<\/p>\n<p>This will trigger the automation to start when any new mentions are added.<\/p>\n<p>You can choose whatever output works best for you: whether that\u2019s a Slack message, a new row in Airtable, or an addition to an ongoing Google Sheet.<\/p>\n<p>For this example, I chose Google Sheets as my output. All I had to do was tie the data pulled from BrandMentions to the right columns in my spreadsheet.<\/p>\n<figure class=\"backlinko-image__screenshot backlinko-image backlinko-has-border\">\n<div class=\"backlinko-img-placeholder\"><\/div>\n<p><img decoding=\"async\" title=\"From BrandMentions to Google Sheets\" alt=\"From BrandMentions to Google Sheets\" data-aspect-ratio=\"1.0157142857143\" src=\"https:\/\/backlinko.com\/app\/uploads\/2026\/01\/from-brandmentions-to-google-sheets.png\" loading=\"lazy\" \/><\/p><\/figure>\n<p>Once that\u2019s done, the automation adds new articles like this automatically into my spreadsheet:<\/p>\n<figure class=\"backlinko-image__screenshot backlinko-image backlinko-has-border\">\n<div class=\"backlinko-img-placeholder\"><\/div>\n<p><img decoding=\"async\" title=\"Automation ads new articles into spreadsheet\" alt=\"Automation ads new articles into spreadsheet\" data-aspect-ratio=\"0.50285714285714\" src=\"https:\/\/backlinko.com\/app\/uploads\/2026\/01\/automation-ads-new-articles-into-spreadsheet.png\" loading=\"lazy\" \/><\/p><\/figure>\n<div class=\"sc-quote alert blue-box font-georgia type-normal transparent-img-bg\">\n<div class=\"media\">\n<figure class=\"sc-picture media-left hidden-sm-down\">\n            <img decoding=\"async\" src=\"https:\/\/backlinko.com\/app\/uploads\/2024\/06\/icon-tip.png\" alt=\"| Craig Hordlow\" loading=\"lazy\" title=\"| Craig Hordlow\">        <\/figure>\n<div class=\"media-body\">\n<blockquote class=\"sc-quote\">\n<p><strong>Pro tip:<\/strong> Want to add a reminder? You can add another step that sends a daily Slack message summarizing all the newly added rows.<\/p>\n<\/blockquote>\n<div class=\"media\">\n<figure class=\"sc-picture media-left hidden-md-up\">\n                    <img decoding=\"async\" src=\"https:\/\/backlinko.com\/app\/uploads\/2024\/06\/icon-tip.png\" alt=\"| Craig Hordlow\" loading=\"lazy\" title=\"| Craig Hordlow\">                <\/figure>\n<p>                                <cite class=\"sc-name media-body media-middle\"><br \/>\n                                    <\/cite>\n            <\/p><\/div>\n<\/div>\n<\/div>\n<\/div>\n<h3><span class=\"ez-toc-section\" id=\"6_Media_Request_Matchmaker\"><\/span>6. Media Request Matchmaker<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><strong>Tools required:<\/strong><\/p>\n<ul>\n<li>RSS.app (free plan available)<\/li>\n<li>Zapier (free for 100 tasks\/month, paid plans start at $19.99\/month)<\/li>\n<li>Airtable (free plan available)<\/li>\n<\/ul>\n<p>PR would be nothing without the relationships we build with <a title=\"Journalist Outreach: 9 Steps to Earn High-Authority Links\" href=\"http:\/\/backlinko.com\/journalist-outreach\" target=\"_blank\" rel=\"noopener\">journalists<\/a> and writers.<\/p>\n<p>But it\u2019s hard to know who\u2019s writing about a topic that\u2019s related to your brand. Or where your company\u2019s internal subject matter experts can add their thoughts to promote your brand.<\/p>\n<p>So, let\u2019s build an automation to match new requests to your internal experts.<\/p>\n<p>This involves:<\/p>\n<ul>\n<li><strong>Trigger:<\/strong> A new media request that matches relevant topics<\/li>\n<li><strong>Action:<\/strong> Classify new requests and match them to the internal expert with the most relevant expertise<\/li>\n<li><strong>Output:<\/strong> New requests are automatically routed to the right person<\/li>\n<\/ul>\n<p>One of the most frequently updated places to find PR requests is on X\/Twitter.<\/p>\n<p>Search the hashtag #journorequest, and you\u2019ll see hundreds of writers asking for expert contributions.<\/p>\n<figure class=\"backlinko-image__screenshot backlinko-image backlinko-has-border\">\n<div class=\"backlinko-img-placeholder\"><\/div>\n<p><img decoding=\"async\" title=\"X \u2013 Hashtag \u2013 #journorequest\" alt=\"X \u2013 Hashtag \u2013 #journorequest\" data-aspect-ratio=\"1.1769230769231\" src=\"https:\/\/backlinko.com\/app\/uploads\/2026\/01\/x-hashtag-journorequest.png\" loading=\"lazy\" \/><\/p><\/figure>\n<p>To prepare this for your automation, start by setting up an RSS feed with the hashtag #journorequest or #prrequest along with a relevant keyword.<\/p>\n<p>You can do this for free with <a title=\"RSS.app\" href=\"https:\/\/rss.app\/\" target=\"_blank\" rel=\"noopener\">RSS.app<\/a>.<\/p>\n<figure class=\"backlinko-image__screenshot backlinko-image backlinko-has-border\">\n<div class=\"backlinko-img-placeholder\"><\/div>\n<p><img decoding=\"async\" title=\"Setting up an RSS Feed\" alt=\"Setting up an RSS Feed\" data-aspect-ratio=\"0.69428571428571\" src=\"https:\/\/backlinko.com\/app\/uploads\/2026\/01\/setting-up-an-rss-feed.png\" loading=\"lazy\" \/><\/p><\/figure>\n<p>Then, you\u2019ll get results like this:<\/p>\n<figure class=\"backlinko-image__screenshot backlinko-image backlinko-has-border\">\n<div class=\"backlinko-img-placeholder\"><\/div>\n<p><img decoding=\"async\" title=\"RSS app \u2013 Results\" alt=\"RSS app \u2013 Results\" data-aspect-ratio=\"0.76571428571429\" src=\"https:\/\/backlinko.com\/app\/uploads\/2026\/01\/rss-app-results.png\" loading=\"lazy\" \/><\/p><\/figure>\n<p>For the simplest version of this, you can connect RSS.app directly to Slack and send a new message every time a new request is added to the feed.<\/p>\n<p>But let\u2019s be real: that could get overwhelming pretty quickly.<\/p>\n<p>So, we\u2019ll use Zapier for a more in-depth automation.<\/p>\n<p>Start by adding \u201cRSS by Zapier\u201d as the trigger, and paste your RSS feed link into the configuration.<\/p>\n<figure class=\"backlinko-image__screenshot backlinko-image backlinko-has-border\">\n<div class=\"backlinko-img-placeholder\"><\/div>\n<p><img decoding=\"async\" title=\"RSS by Zapier\" alt=\"RSS by Zapier\" data-aspect-ratio=\"0.63428571428571\" src=\"https:\/\/backlinko.com\/app\/uploads\/2026\/01\/rss-by-zapier.png\" loading=\"lazy\" \/><\/p><\/figure>\n<div class=\"sc-quote alert blue-box font-georgia type-normal transparent-img-bg\">\n<div class=\"media\">\n<figure class=\"sc-picture media-left hidden-sm-down\">\n            <img decoding=\"async\" src=\"https:\/\/backlinko.com\/app\/uploads\/2024\/06\/icon-tip.png\" alt=\"| Craig Hordlow\" loading=\"lazy\" title=\"| Craig Hordlow\">        <\/figure>\n<div class=\"media-body\">\n<blockquote class=\"sc-quote\">\n<p><strong>Pro tip:<\/strong> If you want to track journo requests for multiple topics, change the trigger event to \u201cNew Items in Multiple Feeds.\u201d Then, simply paste in all of the RSS feed links. That way, they\u2019ll all run through the same automation.<\/p>\n<\/blockquote>\n<div class=\"media\">\n<figure class=\"sc-picture media-left hidden-md-up\">\n                    <img decoding=\"async\" src=\"https:\/\/backlinko.com\/app\/uploads\/2024\/06\/icon-tip.png\" alt=\"| Craig Hordlow\" loading=\"lazy\" title=\"| Craig Hordlow\">                <\/figure>\n<p>                                <cite class=\"sc-name media-body media-middle\"><br \/>\n                                    <\/cite>\n            <\/p><\/div>\n<\/div>\n<\/div>\n<\/div>\n<p>Next use \u201cFormatter by Zapier\u201d to extract the necessary information from the tweets.<\/p>\n<p>First, in Formatter, choose the Action event \u201cText.\u201d<\/p>\n<p>Then, in the Configure menu, select \u201cExtract Email Address,\u201d and map the input to the description from your RSS feed.<\/p>\n<figure class=\"backlinko-image__screenshot backlinko-image backlinko-has-border\">\n<div class=\"backlinko-img-placeholder\"><\/div>\n<p><img decoding=\"async\" title=\"Extract email address\" alt=\"Extract email address\" data-aspect-ratio=\"0.74428571428571\" src=\"https:\/\/backlinko.com\/app\/uploads\/2026\/01\/extract-email-address.png\" loading=\"lazy\" \/><\/p><\/figure>\n<p>Next, with another Formatter step, select \u201cText,\u201d and \u201cExtract Pattern.\u201d<\/p>\n<p>The input is still the same description (the original tweet).<\/p>\n<p>In the Pattern box, in parentheses, add the keywords you want to track separated by a vertical bar, like this:<\/p>\n<div class=\"sc-code alert\">\n<figure class=\"hidden-sm-down\">\n            <img decoding=\"async\" src=\"https:\/\/backlinko.com\/app\/themes\/backlinko\/dist\/images\/code-icon_2a06ab93.png\" alt=\"code icon\" loading=\"lazy\" title=\"| Craig Hordlow\"><br \/>\n        <\/figure>\n<div>\n<pre><code>(cybersecurity|fintech|pets|saas)<\/code><\/pre>\n<\/div>\n<\/div>\n<p>Make sure that IGNORECASE is set to \u201cYes\u201d so that the search isn\u2019t case sensitive.<\/p>\n<figure class=\"backlinko-image__screenshot backlinko-image backlinko-has-border\">\n<div class=\"backlinko-img-placeholder\"><\/div>\n<p><img decoding=\"async\" title=\"Ignorecase is set to yes\" alt=\"Ignorecase is set to yes\" data-aspect-ratio=\"0.96285714285714\" src=\"https:\/\/backlinko.com\/app\/uploads\/2026\/01\/ignorecase-is-set-to-yes.png\" loading=\"lazy\" \/><\/p><\/figure>\n<p>Now, it\u2019s time to add that to a system you can use to keep track of new requests and route them to SMEs.<\/p>\n<p>For this example, I\u2019ve chosen to use Airtable. If you want to use this exact database, you can <a title=\"Airtable PR Requests\" href=\"https:\/\/airtable.com\/appY40F02dY7IQhwT\/shr6olOmlCsP2Rhnw\" target=\"_blank\" rel=\"noopener\">copy it here<\/a> and we\u2019ll use it as we move forward.<\/p>\n<figure class=\"backlinko-image__screenshot backlinko-image backlinko-has-border\">\n<div class=\"backlinko-img-placeholder\"><\/div>\n<p><img decoding=\"async\" title=\"Airtable \u2013 PR Requests \u2013 SMEs\" alt=\"Airtable \u2013 PR Requests \u2013 SMEs\" data-aspect-ratio=\"0.38428571428571\" src=\"https:\/\/backlinko.com\/app\/uploads\/2026\/01\/airtable-pr-requests-smes.png\" loading=\"lazy\" \/><\/p><\/figure>\n<p>This database has tabs to keep track of your SMEs, the topics they can respond to, and the new requests that come in.<\/p>\n<p>So, let\u2019s connect that Airtable base to Zapier.<\/p>\n<p>Our first step will be to find the right SME for the topic of our journo request.<\/p>\n<p>To start, set the Action as \u201cFind Record,\u201d and link your Airtable base. We\u2019ll pull from the SMEs table, and for \u201cSearch by Field\u201d we\u2019ll choose \u201cTopics,\u201d where we\u2019ve previously added our SME\u2019s favorite topics into the Airtable base.<\/p>\n<p>Lastly for this step, map the \u201cSearch Value\u201d to the previous step\u2019s result (the topic from the PR query on X\/Twitter).<\/p>\n<figure class=\"backlinko-image__screenshot backlinko-image backlinko-has-border\">\n<div class=\"backlinko-img-placeholder\"><\/div>\n<p><img decoding=\"async\" title=\"Map the Search Value\" alt=\"Map the Search Value\" data-aspect-ratio=\"0.98428571428571\" src=\"https:\/\/backlinko.com\/app\/uploads\/2026\/01\/map-the-search-value.png\" loading=\"lazy\" \/><\/p><\/figure>\n<p>Now, we\u2019re going to create a new row in our \u201cRequests\u201d table in Airtable.<\/p>\n<p>Add Airtable as the next step in this Zap, and select \u201cCreate Record\u201d as the action. Link the same Airtable base, but this time select \u201cRequests\u201d as the Table.<\/p>\n<p>Then, map the columns in that base to the information you\u2019ve gathered. In this case, that would include:<\/p>\n<ul>\n<li>Source = X\/Twitter<\/li>\n<li>Raw Text = The \u201cDescription\u201d from RSS feed<\/li>\n<li>Contact name = The \u201cRaw Creator\u201d from RSS feed<\/li>\n<li>Contact Email = The output from our first Formatter step, which pulled the email from the original post<\/li>\n<li>URL = Link from RSS feed<\/li>\n<li>Topics = The output from our second Formatter step, which pulled the topic from the original post<\/li>\n<li>SMEs = The \u201cFields Name\u201d from our Airtable search step<\/li>\n<li>Status = New<\/li>\n<\/ul>\n<p>In the end, it should look like this:<\/p>\n<figure class=\"backlinko-image__screenshot backlinko-image backlinko-has-border\">\n<div class=\"backlinko-img-placeholder\"><\/div>\n<p><img decoding=\"async\" title=\"Information fields\" alt=\"Information fields\" data-aspect-ratio=\"1.0442857142857\" src=\"https:\/\/backlinko.com\/app\/uploads\/2026\/01\/information-fields.png\" loading=\"lazy\" \/><\/p><\/figure>\n<p>And a new record is added into Airtable, like this:<\/p>\n<figure class=\"backlinko-image__screenshot backlinko-image backlinko-has-border\">\n<div class=\"backlinko-img-placeholder\"><\/div>\n<p><img decoding=\"async\" title=\"Record is added into Airtable\" alt=\"Record is added into Airtable\" data-aspect-ratio=\"0.31857142857143\" src=\"https:\/\/backlinko.com\/app\/uploads\/2026\/01\/record-is-added-into-airtable.png\" loading=\"lazy\" \/><\/p><\/figure>\n<p>If you want to get fancy with this, you can dig down into:<\/p>\n<ul>\n<li>Which publications are requesting expertise, and rank them by their credibility<\/li>\n<li>Automate messages to your SMEs to let them know there\u2019s a new request for them<\/li>\n<\/ul>\n<h2><span class=\"ez-toc-section\" id=\"Get_the_Most_Out_of_Social_Media\"><\/span>Get the Most Out of Social Media<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>For busy marketers, social media can be an incredible time-suck.<\/p>\n<p>Keeping track of trends. Trying to post consistently.<\/p>\n<p>All without getting stuck in an infinite doomscroll.<\/p>\n<p>But a few simple automations can help you get back some of the time you spend on manually managing your socials.<\/p>\n<h3><span class=\"ez-toc-section\" id=\"7_Video_Clip_Automator\"><\/span>7. Video Clip Automator<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><strong>Tools required:<\/strong><\/p>\n<ul>\n<li>Zoom (free plan available)<\/li>\n<li>Dropbox (free plan available)<\/li>\n<li>OpusClip (plans start at $15\/month)<\/li>\n<li>Zapier (free for 100 tasks\/month, paid plans start at $19.99\/month)<\/li>\n<\/ul>\n<p>Short-form video has been gradually gaining a bigger voice in marketing.<\/p>\n<p>In fact, 39% of marketers said that <a title=\"49 AWESOME Video Marketing Statistics\" href=\"https:\/\/backlinko.com\/video-marketing-stats\" target=\"_blank\" rel=\"noopener\">videos under 60 seconds<\/a> are the most effective.<\/p>\n<p>The problem: they take time to make.<\/p>\n<p>If you\u2019re already creating long-form video (or even just doing recorded interviews with in-house experts), we have a handy automation to help you create video clips faster.<\/p>\n<p>Here\u2019s how it works:<\/p>\n<ul>\n<li><strong>Trigger:<\/strong> New Zoom cloud recording is ready<\/li>\n<li><strong>Action:<\/strong> Auto-create clips, burn captions, and create a new task in Asana<\/li>\n<li><strong>Output:<\/strong> You get social-ready video clips, and a new task to publish them<\/li>\n<\/ul>\n<p>First, adjust your Zoom settings so your recordings upload automatically into a folder in Dropbox.<\/p>\n<figure class=\"backlinko-image__screenshot backlinko-image backlinko-has-border\">\n<div class=\"backlinko-img-placeholder\"><\/div>\n<p><img decoding=\"async\" title=\"Adjusting Zoom Settings\" alt=\"Adjusting Zoom Settings\" data-aspect-ratio=\"0.83428571428571\" src=\"https:\/\/backlinko.com\/app\/uploads\/2026\/01\/adjusting-zoom-settings.png\" loading=\"lazy\" \/><\/p><\/figure>\n<p>Next, head over to Zapier.<\/p>\n<p>Your trigger step will be a new video uploaded to that folder in Dropbox.<\/p>\n<figure class=\"backlinko-image__screenshot backlinko-image backlinko-has-border\">\n<div class=\"backlinko-img-placeholder\"><\/div>\n<p><img decoding=\"async\" title=\"Clip your video by OpusClip\" alt=\"Clip your video by OpusClip\" data-aspect-ratio=\"0.86571428571429\" src=\"https:\/\/backlinko.com\/app\/uploads\/2026\/01\/clip-your-video-by-opusclip.png\" loading=\"lazy\" \/><\/p><\/figure>\n<p>Your next step will use OpusClip, an AI video editing tool. Select \u201cClip Your Video,\u201d and map that new video file to the one uploaded in Dropbox.<\/p>\n<figure class=\"backlinko-image__screenshot backlinko-image backlinko-has-border\">\n<div class=\"backlinko-img-placeholder\"><\/div>\n<p><img decoding=\"async\" title=\"Dropbox step \u2013 Video file\" alt=\"Dropbox step \u2013 Video file\" data-aspect-ratio=\"0.88857142857143\" src=\"https:\/\/backlinko.com\/app\/uploads\/2026\/01\/dropbox-step-video-file.png\" loading=\"lazy\" \/><\/p><\/figure>\n<p>OpusClip will then take your long-form video from Dropbox and use AI to clip key pieces. It also crops the video for vertical sharing and embeds captions.<\/p>\n<p>You can also add your own brand template so that videos are edited with your brand\u2019s colors and font.<\/p>\n<p>Now that you have new video clips to share, it\u2019s time to add a task to review and publish them.<\/p>\n<p>So the final step in your Zap is \u201cCreate Task\u201d in Asana (or your preferred project management tool).<\/p>\n<figure class=\"backlinko-image__screenshot backlinko-image backlinko-has-border\">\n<div class=\"backlinko-img-placeholder\"><\/div>\n<p><img decoding=\"async\" title=\"Create task in Asana\" alt=\"Create task in Asana\" data-aspect-ratio=\"0.97142857142857\" src=\"https:\/\/backlinko.com\/app\/uploads\/2026\/01\/create-task-in-asana.png\" loading=\"lazy\" \/><\/p><\/figure>\n<p>You\u2019ll tie this to a project you\u2019ve already created in Asana, and link the project ID from OpusClip.<\/p>\n<p>In the end, you\u2019ll have a few video clips prepared and ready \u2014 all you have to do is download, review, and publish them to your social channels.<\/p>\n<h3><span class=\"ez-toc-section\" id=\"8_Comment_Community_Nudge\"><\/span>8. Comment &amp; Community Nudge<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><strong>Tools required:<\/strong><\/p>\n<ul>\n<li>Social media monitoring tool (like BrandMentions, paid plans start at $79\/month)<\/li>\n<li>Automation tool (like Zapier, free for 100 tasks\/month, paid plans start at $19.99\/month)<\/li>\n<\/ul>\n<p>Are people talking about your brand online?<\/p>\n<p>To keep positive sentiment high, you need to engage in those conversations. But finding the right conversations, and knowing how to reply, can take a lot of time.<\/p>\n<p>Using a tool like BrandMentions, you can create a similar automation to what we built for the PR Radar earlier:<\/p>\n<ul>\n<li><strong>Trigger:<\/strong> A new mention of your brand appears on Reddit, Facebook, or LinkedIn<\/li>\n<li><strong>Action:<\/strong> Those new mentions are added to a Google Sheet, and you get a daily Slack message summarizing new mentions<\/li>\n<\/ul>\n<p>To build this, all you\u2019d need to do is swap out the Sources in your BrandMentions settings. Instead of Web, you\u2019d include all of the social media channels you want to track.<\/p>\n<figure class=\"backlinko-image__screenshot backlinko-image backlinko-has-border\">\n<div class=\"backlinko-img-placeholder\"><\/div>\n<p><img decoding=\"async\" title=\"BrandMentions \u2013 Social Media\" alt=\"BrandMentions \u2013 Social Media\" data-aspect-ratio=\"0.85571428571429\" src=\"https:\/\/backlinko.com\/app\/uploads\/2026\/01\/brandmentions-social-media.png\" loading=\"lazy\" \/><\/p><\/figure>\n<p>After that, you can build an automation with Zapier, the same way we did in the <a href=\"https:\/\/backlinko.com\/automate-marketing#pr-radar\" target=\"_blank\" rel=\"noopener\">PR Strategy automation above<\/a>.<\/p>\n<p>If you want to get notifications for every new mention, you could connect the workflow to Slack. Then, a new message will be sent in the channel every time your brand is mentioned.<\/p>\n<figure class=\"backlinko-image__screenshot backlinko-image backlinko-has-border\">\n<div class=\"backlinko-img-placeholder\"><\/div>\n<p><img decoding=\"async\" title=\"Notification for every new mention\" alt=\"Notification for every new mention\" data-aspect-ratio=\"0.79142857142857\" src=\"https:\/\/backlinko.com\/app\/uploads\/2026\/01\/notification-for-every-new-mention.png\" loading=\"lazy\" \/><\/p><\/figure>\n<p>This basic automation could work for smaller brands.<\/p>\n<p>But when you start getting hundreds of mentions per day, this will quickly become chaotic.<\/p>\n<p>Here\u2019s an example of how one company faced with this issue was able to automate this process in a deeper way:<\/p>\n<p>Webflow was getting <a title=\"How Webflow automated all social media listening with Gumloop\" href=\"https:\/\/www.gumloop.com\/blog\/how-webflow-automated-all-social-media-listening-with-gumloop\" target=\"_blank\" rel=\"noopener\">over 500 mentions per day<\/a>. Their two-person team couldn\u2019t keep up with monitoring and responding (alongside their regular workload).<\/p>\n<p>So, they built an automation.<\/p>\n<p>With Gumloop, they monitor, analyze, and flag only the posts that require a response.<\/p>\n<p>They started with a Reddit scraper to pull relevant threads.<\/p>\n<figure class=\"backlinko-image__screenshot backlinko-image backlinko-has-border\">\n<div class=\"backlinko-img-placeholder\"><\/div>\n<p><img decoding=\"async\" title=\"Starting with Reddit\" alt=\"Starting with Reddit\" data-aspect-ratio=\"0.56428571428571\" src=\"https:\/\/backlinko.com\/app\/uploads\/2026\/01\/starting-with-reddit.png\" loading=\"lazy\" \/><\/p><\/figure>\n<p>Then, they added an AI analyzer to gauge sentiment, rank priority, and assign a category.<\/p>\n<figure class=\"backlinko-image__screenshot backlinko-image backlinko-has-border\">\n<div class=\"backlinko-img-placeholder\"><\/div>\n<p><img decoding=\"async\" title=\"AI Categorizer node\" alt=\"AI Categorizer node\" data-aspect-ratio=\"0.86857142857143\" src=\"https:\/\/backlinko.com\/app\/uploads\/2026\/01\/ai-categorizer-node.png\" loading=\"lazy\" \/><\/p><\/figure>\n<p>After that, they added a step that would send all high-priority mentions to Slack for a team member to handle directly.<\/p>\n<figure class=\"backlinko-image__screenshot backlinko-image backlinko-has-border\">\n<div class=\"backlinko-img-placeholder\"><\/div>\n<p><img decoding=\"async\" title=\"High priority post\" alt=\"High priority post\" data-aspect-ratio=\"0.58857142857143\" src=\"https:\/\/backlinko.com\/app\/uploads\/2026\/01\/high-priority-post.png\" loading=\"lazy\" \/><\/p><\/figure>\n<p>The result?<\/p>\n<p>After testing and scaling this process, they were able to build an automation that processes 500+ mentions per day and escalates only the 10-15 that need immediate attention.<\/p>\n<p>If you\u2019ve ever thought, \u201cHow can I use AI to automate my marketing tasks?\u201d<\/p>\n<p>This is a great example of an AI automation that works for you without taking over your job.<\/p>\n<h2><span class=\"ez-toc-section\" id=\"Is_Automation_the_Right_Move_Ask_Yourself_These_Questions_First\"><\/span>Is Automation the Right Move? Ask Yourself These Questions First<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Automation is the hottest trend.<\/p>\n<p>But it\u2019s hard to know what\u2019s going to save you time and money, and what\u2019s just another fad.<\/p>\n<p>If you\u2019ve ever spent more time trying to automate a task than it would\u2019ve taken you to do the task manually, you\u2019ll know what I mean.<\/p>\n<p>To weigh up whether an automation is worth building, ask yourself these questions:<\/p>\n<ul>\n<li>How much time does it take me to do this task manually every week?<\/li>\n<li>Is the automation available with a tool I currently use, or would I have to pay for a new tool?<\/li>\n<li>Is there a documented automation\/integration I can follow?<\/li>\n<li>Would this task still require human intervention (even with automation)?<\/li>\n<li>Does this fit easily into our current workflow or process?<\/li>\n<\/ul>\n<p>If the task:<\/p>\n<ul>\n<li>Doesn\u2019t take much time to do manually<\/li>\n<li>Would still require human intervention even when automated<\/li>\n<li>Isn\u2019t easy to build an automation for<\/li>\n<\/ul>\n<p>\u2026it may not be worth your time.<\/p>\n<p>On the other hand, if the task:<\/p>\n<ul>\n<li>Is repetitive<\/li>\n<li>Uses up hours of your workweek<\/li>\n<li>Can be automated in tools you already have in your stack<\/li>\n<\/ul>\n<p>\u2026it\u2019s probably time to give automation a try.<\/p>\n<h2><span class=\"ez-toc-section\" id=\"Build_Your_Automation_Foundations_Then_Keep_Growing\"><\/span>Build Your Automation Foundations, Then Keep Growing<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>The hype cycle of automation and AI can be overwhelming.<\/p>\n<p>But don\u2019t feel like you\u2019re behind just because you haven\u2019t automated away your entire marketing team yet.<\/p>\n<p>Instead, focus on the automations that save you time and are sustainable.<\/p>\n<p>We\u2019ve just discussed eight different automations. Why not choose one or two that are most relevant to your business and team?<\/p>\n<p>Start with the foundational automations that help smooth out your existing processes.<\/p>\n<p>Then, you\u2019ll have a better basis for building more complex automations.<\/p>\n<p>To automate even more areas of your marketing workflows, check out our curated list of our favorite <a title=\"7 Powerful AI Marketing Tools You Need (Tested)\" href=\"https:\/\/backlinko.com\/ai-marketing-tools\" target=\"_blank\" rel=\"noopener\">AI marketing tools<\/a> right now.<\/p>\n<p>The post <a href=\"https:\/\/backlinko.com\/automate-marketing\" target=\"_blank\" rel=\"noopener\">How to Automate Marketing With 8 Simple Workflows<\/a> appeared first on <a href=\"https:\/\/backlinko.com\/\" target=\"_blank\" rel=\"noopener\">Backlinko<\/a>.<\/p>","protected":false},"excerpt":{"rendered":"<p>Everybody wants smoother workflows and fewer manual tasks. And thanks to AI models, automation is at the center of conversations in marketing departments across all industries. But most rarely get the results they\u2019re looking for. According to Ascend2\u2019s State of Marketing Automation Report, only 28% of marketers say their automation \u201cvery successfully\u201d supports their objectives. While 69% felt it was only somewhat successful. While this specific stat is from 2024, I imagine the broad idea is still true. Especially since there are so many more automation [&hellip;]<\/p>\n","protected":false},"author":1,"featured_media":15122,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"h5ap_radio_sources":[],"cybocfi_hide_featured_image":"","footnotes":""},"categories":[8],"tags":[],"class_list":["post-15121","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-backlinko"],"featured_image_src":"https:\/\/craighordlow.com\/wp-content\/uploads\/2026\/01\/how-successful-is-your-marketing-automation-cP2YDv-600x400.png","featured_image_src_square":"https:\/\/craighordlow.com\/wp-content\/uploads\/2026\/01\/how-successful-is-your-marketing-automation-cP2YDv-600x600.png","author_info":{"display_name":false,"author_link":"https:\/\/craighordlow.com\/author\/craig\/"},"_links":{"self":[{"href":"https:\/\/craighordlow.com\/index.php\/wp-json\/wp\/v2\/posts\/15121","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/craighordlow.com\/index.php\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/craighordlow.com\/index.php\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/craighordlow.com\/index.php\/wp-json\/wp\/v2\/users\/1"}],"replies":[{"embeddable":true,"href":"https:\/\/craighordlow.com\/index.php\/wp-json\/wp\/v2\/comments?post=15121"}],"version-history":[{"count":0,"href":"https:\/\/craighordlow.com\/index.php\/wp-json\/wp\/v2\/posts\/15121\/revisions"}],"wp:featuredmedia":[{"embeddable":true,"href":"https:\/\/craighordlow.com\/index.php\/wp-json\/wp\/v2\/media\/15122"}],"wp:attachment":[{"href":"https:\/\/craighordlow.com\/index.php\/wp-json\/wp\/v2\/media?parent=15121"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/craighordlow.com\/index.php\/wp-json\/wp\/v2\/categories?post=15121"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/craighordlow.com\/index.php\/wp-json\/wp\/v2\/tags?post=15121"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}