Playbooks
Playbooks are automatically created based on legacy Integrations and configurations. To create a new Playbook visit Playbooks > + Create Playbook or try out a Template. Before you can create a Playbook, you must connect an Integration.
Playbooks are a combination of integration operations that are executed conditionally based on preconfigured Audiences.
You have the option to create Playbooks manually, selecting from default or custom audiences and actions, or you can generate Playbooks automatically by using Templates.
![Document image Document image](https://images.archbee.com/YYk8JOCMmxT-GPN-0CkK6/hQLz-MyzyQUtjCXzl5dlB_playbooks.png?format=webp)
Audiences are filtered views of Visitors and Accounts that view your demos. These include filters for Time spent, Total sessions to detect repeat visitors, Total steps, and more.
Create an Audience by adding Filters to your Visitors or Accounts tab and selecting Save.
![Document image Document image](https://images.archbee.com/YYk8JOCMmxT-GPN-0CkK6/GSXrvIIWr2Jr7ecT214Cw_image.png?format=webp)
The below Audiences are created by default with Playbooks. You can always create a new audience as well.
Audience | Description |
Identified visitors | Visitors that have an email associated with them |
Engaged visitors | Visitors who advance 1+ steps in your demo |
Repeat visitors | Visitors with at least 2 unique sessions |
Audience | Description |
Engaged accounts | Companies with at least 1 engaged visitor |
Accounts with multiple visitors | Companies with >1 unique visitor |
To create an Audience, visit the Visitors tab to create contact-based audiences or the Accounts tab to create account-based audiences. Use Filters to select the Audience you'd like to create. Once you have added the necessary Filters click Save > Name your audience > Save. Now, when you create a Playbook, you will see this Audience appear in the dropdown under When visitor: Matches audience.
If you have created Audiences in the past, these Audience will already be available to use with Playbooks.
We currently support 13 playbook actions, each of which pertains to a specific integration operation with some additional configurations.
To avoid duplicate messages in Slack, toggle on Only first session after selecing Send visitor message to Slack as the Action.
Integrations | Playbook Action(s) |
Hubspot | Sync contact, Timeline events |
Salesforce | Sync contact, Sync lead |
Pardot | Sync lead |
Marketo | Sync visitor |
Slack | Send visitor message |
Segment | Segment event |
Webhook | Webhook event |
Send visitor message |
Account-based actions are available if you have Account Based Engagement enabled. Contact [email protected] if you would like to learn more about Account Based Engagement.
Integrations | Playbook Action(s) |
Hubspot | Sync company, Timeline events |
Salesforce | Sync account |
Pardot | Sync account |
Slack | Send account message |
Segment | Segment event |
Webhook | Webhook event |
Send account message |
Adding Marketo to a Playbook will allow you to choose which Marketo Program Visitors will sync to. Similarly, adding Slack to a Playbook will allow you to select the Slack channel to send visitors and/or account messages to.
![Document image Document image](https://images.archbee.com/YYk8JOCMmxT-GPN-0CkK6/8-dXd3m1dKTZzP6sNNHbL_screenshot-2024-05-23-at-103017-am.png?format=webp)
Update and create includes full sync functionality and will create new Visitor and/or Account records. It will also update existing ones if they exist for each matching session that triggers the Playbook.
Only update existing will not create any net new Visitor and/or Account records, but will update existing ones for each matching session that triggers the Playbook.
When enabled, this action will only be triggered for the first session for that Visitor or Account.
Playbooks are triggered by individual sessions, specifically when a session is marked as closed. A session is a set of user activity that is grouped together to represent a single “demo viewing period”.
A session ends and is marked as closed when a user navigates away from the demo or closes the page. Once a session is closed, the Navattic fields will be sent to the Integrations that are set up with the Playbook.
In some instances, Navattic is not able to perfectly capture when a user leaves a demo, so there is a secondary condition based on user activity. Every 15 minutes Navattic checks all ongoing sessions, and if any of them have not had activity within the last 30 minutes (defined by having any activity events), they are marked as closed with the closing time equaling the time of the session’s most recent activity event.
Playbooks allow you to filter the Navattic Visitor and Account data that is sent to HubSpot, Salesforce, Marketo, and Slack by configuring different Audiences. For example, do you only want to send data for Repeat Visitors, Visitors who engage with specific demos, or Visitors from a specific industry?
Playbooks also include detailed error logs to support thorough debugging of any failed Runs, which are sent whenever a Visitor or Account is detected viewing your demo. For example:
- Logs from Playbook Runs
All existing field mappings to HubSpot, Salesforce, Marketo, and Slack will continue as-is (here are all available field mappings as a refresher). You may configure field mappings in your Navattic workspace > Settings > Integrations tab (no changes).
All existing integrations will now have a corresponding "Playbook" visible in your Playbooks tab, which gives you visibility to the status of each integration. For example, if you were already sending identified Visitors and Accounts to HubSpot, you will see two corresponding Playbooks like this:
![Document image Document image](https://images.archbee.com/YYk8JOCMmxT-GPN-0CkK6/_MOzyh1JAu64dL0fkBKrV_image.png?format=webp)
Playbook runs are not documented retroactively and will show "0 Runs" if your Playbook was created recently (i.e., around the time of this message). However, your integrations have been continuously syncing and your new Playbooks will show more Runs soon, as new Visitor or Account sessions are detected in your demos.
Use these steps to create new Playbooks and visit our Template Playbooks for inspiration!
![Document image Document image](https://images.archbee.com/YYk8JOCMmxT-GPN-0CkK6/OHV_Lb_8SpD28Nl1WG5Dm_image.png?format=webp)
You may continue connecting integrations in your Navattic workspace > Settings > Integrations tab. You can also navigate here by clicking the "Integrations" button in the Playbooks tab (shown below).
![Document image Document image](https://images.archbee.com/YYk8JOCMmxT-GPN-0CkK6/PB01DAVhtqRuJ1qO9j7fq_image.png?format=webp)
You can create a Playbook to setup routing rules to email specific sales reps by connecting the Email integration to your workspace. To setup the Email Integration, visit Playbooks > Integrations > Email > Connect.
Once the Email Integration is connected, create a Playbook, select the Audience you would like to receive notifications for and choose Send visitor message to Email as the Action. You can then select the email you would like notifications to be sent to.
Tip: Create a custom audience using the advanced filters so that sales reps receive notifications for companies that match their ICP.
![Send visitor message to Email Send visitor message to Email](https://images.archbee.com/YYk8JOCMmxT-GPN-0CkK6/J7BzJ9N7KwIlXbVPfaKiF_screenshot-2024-08-21-at-74346-pm.png?format=webp)