Automation THEA: The multi-level workflow

You can create a single-track or a multi-level automation workflow in your CleverReach account when navigating to the menu item [Automation THEA]. The multi-level workflow is the ideal solution for complex and individual workflows and offers you a variety of setting options.

Simply drag and drop the modules from the right menu bar into the left drawing board structure of the automation. You define the sequence of the workflow by connecting all the elements.

Each module that hasn’t been set correctly or that’s missing a connection gets a red frame around the description, as well as a red pen icon:


As soon as the module is set correctly, the frame turns white and the red pen disappears.






Each automation starts with one of those triggers:


registrierung.png Newsletter subscription
The workflow is triggered after a recipient has subscribed with a particular form (or all forms) for a certain recipient list.
Each automation is only triggered at least 15 minutes after a subscription.
kauf.png Purchase of a product
The workflow is triggered for a recipient who is in a certain recipient list and has purchased a certain product or any product.

The following events of the workflow take place daily, on a certain day of the week (repeatedly), in a certain calendar week, monthly or according to a list of definable days.

A calendar event is followed directly by the action [Load recipient list], otherwise no recipient will receive a mail from your automation workflow.


TAG-triggered start
This automation starts for each recipient who is assigned a specific tag. It doesn’t matter whether the tag is added to the recipient by a click, an integration or manually.



Abandoned cart

The event is triggered if your customer has left your shop without completing the checkout process. Currently this function is available in our Shopify and Shopware 5 Plugins and can be programmed or used via Rest API.


The first email after the "Subscription" and "Purchase of a product" triggers can be sent at the earliest 30 seconds after registration / purchase.



empfaengerladen.png Load recipient list
Loads a specific recipient list or segment from a list. Only the recipients in the segment or list will receive the following automation emails.
datenaendern.png Edit data
Writes a freely definable value into a field of all recipients that are active at this point in this automation

Send an email
Sends a particular email to all recipients that get to this point of the automation.

empfaengerloeschen.png Delete recipients
All recipients who get to this point of the automation are deleted from a certain list or all lists.
Bildschirmfoto_2021-02-23_um_13.18.00.png Recipient activity in an email
Checks, if a recipient has carried out an action in a particular email. Actions can be

a. Opening an email
b. Clicking a particular link
c. Clicking any link


Flow control


IF function
A filter function checks if certain criteria apply to a recipient. The filter values are checked using the recipient's fields.

Example: The system checks whether the recipient has the value "f" in the [Gender] field.

Every recipient who meets the criteria continues the automation at "true". Every recipient who does not meet the criteria continues the automation at "false".



Wait a certain amount of hours or days, until date X or a defined time or day of the week before the next email is sent out.

absplit.png Split
Divides list of recipients into two randomly selected lists of recipients.
gruppekopieren.png Copy
Copies a list of recipients. All recipients run through both automation lines.
kette.png Link workflows
Links one workflow to another workflow that has an “anchor for workflows”.
anker.png Anchor points
This is the target point to connect two automation workflows. Requires a connection via "Link workflows".


Additional Module

Bildschirmfoto_2021-02-24_um_08.43.18.png Notepad
The notepad allows you to save important notes directly in your automation workflow. The module does not affect your workflow in any way and can be deleted at any time.


Edit module

To edit a trigger, an action or flow control, move the mouse pointer over the corresponding module. Above it appears a small menu with three buttons.


  1. Statistics: Shows how often this step of the automation has been triggered recently.
  2. Edit: Edit the properties of the module.
  3. Delete: Delete this module.

Create/select an email

If you have added an email icon to your automation workflow, this does not yet contain a newsletter. The red frame and pen icon are a sign for this. Click on [Edit] to select an email or create a new one.


The orange frame and check mark indicate that this newsletter has been selected.

To select an existing newsletter, simply click on it and click [Save].

To edit an existing email, click [Edit] below the email.

To create a new email, click [Create New Email] at the bottom left. For example, you can create the email in our Newsletter Editor.


Select a template. Only templates you used last are displayed here at first. To see more templates, click e.g. [Categories]

Click on continue and select the name of the newsletter, the sender name and the return address. Now click on [Create] to create the new email.

Copy Automation Workflow

Copy the automation workflow by hitting the arrow next to the [Save] button:


When clicking on [Save Copy] a pop up appears to enter the name and description of the copy:  


By clicking on [Create], the copy is created and saved.

Help & Support

If you have any questions or need further assistance, please contact our service team at any time.