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How to update your active workflows

As you start to refresh your communication strategy for the upcoming academic cycle, you may also want to refresh your active workflows in CollegeVine to ensure your agent is communicating with the right constituents about the most up-to-date and relevant information.

Missions

Missions are a highly effective way to send targeted outreach to a subset of students, to encourage them to complete a desired action. Refresh your Mission strategy to best serve your current and updated population of constituents.

Review your existing missions

  1. Go to your agent's Workflows in the left sidebar.

  2. Look for any missions with a status of Live or Draft.

  3. For each one, check:

    • Is the end date still appropriate, or has it passed?

    • Is the segment targeting the right students?

    • Is the content still relevant?

End any unneeded missions

Missions that have run their course can be ended early to stop any unnecessary communications:

  1. Click on the mission workflow.

  2. Click Pause in the top right corner to stop any further communications.

Create new missions for the upcoming cycle

Start thinking of new targeted missions for your updated population of constituents. Think about upcoming deadlines or events or ways that you may use missions to target different student interest groups (ex: open house on campus for STEM students).

For guidance on how to launch a mission, follow these instructions. For additional ideas on what missions to launch, follow this guide.

All workflows

Update your segments

Segments are filtered groups of constituents that determine which students your agent engages with for a given workflow. When you move to a new admissions cycle, you'll want to create segments for the incoming class and update each of your workflows to use them.

  1. Create a new segment.

    1. Follow these instructions to create a new segment.

    2. Use a clear naming convention — for example, "Class of 2027 — All Prospects" or "Fall 27 Inquiries."

    3. Repeat for any unique populations that are required.

    💡 Segment filters work as inclusion rules — you define who is included, not who is excluded. To exclude a group, build a filter using "is not" logic. For example, to reach only prospects and inquiries, set Applicant Status "is not" Admitted.

  2. Update all active workflows to use your new designated segment(s). Each workflow is scoped to a specific segment. To point a workflow at your new segment:

    1. Go to your agent's Workflows.

    2. Click on the workflow you want to update.

    3. Find the Constituent segment field and select your new segment.

    4. Save and publish the workflow.

    5. ⚠️ For inbound workflows, be sure to include inbound provenance (source) if you want your agent to be able to respond to net new inquiries that were not sourced from your CRM. This is most relevant for inbound phone workflows (include the provenance Cold Inbound: +1XXXXXXXXX) and website recruiter workflows (include the provenance Cold Inbound: webchat-XXXXXXXX-XXXX-XXXX-XXXX-XXXXXXXXXXXX).

  3. Manage prior-cycle segments. Segments from the prior class don't need to be deleted. Once no active workflows point to them, they become dormant. To keep your list organized, you can rename them to indicate they're no longer active — for example, add "[Archived]" to the name.

Update your end date

For each workflow, you can assign an end date for when you want the workflow to turn off. Confirm if you need to adjust the end date for any of your active workflows. If you do not want an end date, leave blank.

  1. Navigate to your active workflow and select it.

  2. Click on Edit in the top right corner.

  3. Scroll down until you see Auto shutoff date.

  4. Adjust the date accordingly.

Adjust custom instructions and other inputs

Several active workflows maintain custom instructions and other important details from the initial launch of your agent. Review these to ensure there are no outdated instructions or pieces of information. Check the following for any active workflow:

  1. Navigate to any active workflow (email marketing, inbound phone, etc.).

  2. Click on Edit in the top right corner.

  3. Additional instructions: custom instructions initially set when launching your agent. Review to confirm this is still the correct and intended behavior. If there is content that already lives in your knowledge base, you can remove it from this section.

  4. School deadlines/majors/clubs/sports: information initially set from factsheets uploaded to your knowledge base. If you have already uploaded an updated factsheet, you can either (1) copy them over to this textbox or (2) remove them entirely. Your agent has full access to your knowledge base and will pull this information as needed — just ensure the two sources are not conflicting, as this is important to reduce hallucinations.

  5. School trivia json: information from your CollegeVine Network Profile. You can review and update, or remove this detail entirely. It is a best practice to keep all relevant campus information in the knowledge base, as it will be easier to maintain over time.

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