When another BookLive user shares a workflow with you, you can preview every step, add it to your act in one click, and have BookLive rewrite its emails so they come from you instead of the act that wrote them. This article walks through that import experience from the link you receive to your first review of the finished workflow.
Before You Begin #
- You need a BookLive account and must be a leader of at least one act. Log in at https://booklive.com/login if you aren’t already signed in.
- You need the share link for the workflow. To learn how a workflow is published and how to get its link, see Publishing and Sharing Workflows in BookLive.
Step 1: Open the Share Link and Preview the Workflow #
Open the link in your browser. The page shows the workflow’s name, the act that shared it, its description, and a count of how many emails it contains and how many steps are left for you to do yourself.
Below the summary is a step-by-step preview of the sequence. Each step is labeled by type (email, task, wait, notification or status change), and waits are folded into the step that follows, such as “3 days later” or “21 days before the event.” Emails show their subject line and a short excerpt, enough to judge the tone and what each one asks for. If the workflow is long, click Show all to expand the full list, or Show fewer to collapse it again.
The preview shows structure and wording only. It never shows the author’s sender address, team notification settings, or links to their clients’ proposals and contracts.
Step 2: Choose the Act to Add It To #
- In the panel beside the preview, open the Add it to menu.
- Select the act that should receive the workflow.
The menu lists only acts you lead. If you don’t lead any acts, the page tells you there is nowhere to put the workflow.
Step 3: Decide Whether to Rewrite the Emails in Your Voice #
Imported emails arrive signed by whoever wrote them. If the Rewrite the emails in your act’s voice checkbox appears, it is selected by default. It appears only when your act has the Template personalization AI feature turned on.
Click What will it change? to see exactly what the rewrite does.
- It changes the sender: names, sign-offs, and how the act describes itself, based on your act’s details, website content and published reviews.
- It leaves alone: what each email is for, the order and timing of the sequence, and any [placeholder] tags, which fill in from each client’s record when the email sends.
- It won’t invent anything: if your act’s record doesn’t support a claim such as an award, a venue or years in business, the rewrite removes the claim rather than carrying it over. It also won’t reuse the original act’s client reviews.
If you clear the checkbox, the emails are copied exactly as written.
Step 4: Add the Workflow #
Click Add to my act. BookLive copies every step, trigger, goal and email template into your act. The emails go into a new folder in your Template Library.
If you chose the rewrite, a progress bar shows how many emails are done. BookLive opens the workflow in the Workflow Editor once the rewrites finish, so you see the new wording straight away.
Links BookLive Fixes Automatically #
Whether or not you choose the rewrite, BookLive tidies up links when it copies the emails:
- Links to the original act’s BookLive pages are pointed at your own pages.
- A link to one of the author’s clients’ proposals or contracts is replaced with a tag that fills in each of your clients’ own link when the email sends.
When the import finishes, a short note tells you how many links were changed.
Step 5: Review Before You Activate #
The imported workflow is saved as a draft with “(Copy)” added to its name, and nothing sends until you activate it. Before you do:
- Read each email. Rewritten emails remain fully editable, and you should confirm every claim is true for your act.
- Check the timing of each step and any tasks assigned to you.
- Click Activate when you are happy with it.
Tips & Notes #
- The rewrite runs in the background. If it can’t safely rewrite an email, for example because it would break a placeholder, that email keeps its original wording, so check each one.
- Your copy is independent. Later changes the author makes to the original don’t reach your version.
- To fine-tune any email, see Previewing and Editing Workflow Email Drafts in BookLive.
