Introduction
Reusely’s Workflow Customization feature allows you to take full control over how offers and reward communications are triggered, sent, and tracked. Whether you're managing Mail-In offers, Bulk Quote, Easy Offers, or In-Store redemptions, workflows let you streamline your processes, improve consistency, and create a better experience for both your team and your customers.
This guide will walk you through how to create, edit, and manage workflows effectively.
Want a visual guide? Watch our step-by-step tutorial below.
Steps
Step 1: Accessing Workflow Settings
Open Workflow Settings
Start by going to the Workflow Settings section in your Reusely dashboard. This is where you’ll find all customization options.
Navigate to the Workflow Menu
Once inside, you’ll see three types of workflows you can manage:
Mail-In – for offers that are processed via mail
In-Store – for redemptions handled at physical store locations
Bulk Quote – for large-volume trade-in requests submitted and managed in bulk
Easy Offer – for simplified, form-based offers submitted online
Each workflow includes the following statuses:
Leads
Pending
In-Transit
Delivered
Being Inspected
Delivered
On Hold
Payout Processing
Completed – Payment Sent
Not as Described
Returned
Automatically Updated Statuses
Some workflow statuses are triggered automatically based on external data—particularly tracking information from carriers. For example:
When a package is scanned by the carrier, the status can automatically update from Lead to In Transit
When the carrier confirms Delivered, the system will update the status accordingly
This automation reduces manual effort and ensures timely updates, as long as:
Tracking numbers are correctly entered
The carrier provides real-time updates to Reusely
Manually Updated Statuses
Other steps in the workflow require manual input from your team. These typically involve actions that can’t be tracked automatically, such as:
Inspecting a device
Placing an offer On Hold
Marking a device as Not as Described
Initiating or completing a Payout
In these cases, your staff must manually update the status to reflect the current stage.
Step 2: Dashboard Display Preferences
This section lets you customize how workflows appear in your dashboard layout.
Choose how many workflows you want visible on your dashboard at once
See available Workflows
See all your created workflows and which ones are selected for display
Click Save to apply your layout preferences
You can also toggle whether an email should be sent when a status changes — enabling or disabling this setting as needed.
Step 3: Creating a New Workflow
Start Fresh
Click add Workflow to set up a new status. This is helpful when testing, launching a new campaign, or customizing a new offer experience.
Set Workflow Details
Provide the following:
Status Name – full label of the status
Short Name – a brief internal identifier
Description – explains what this status is used for
Configure Triggers
Determine how and when this workflow should activate:
Set the Trigger Settings (0, 1, 2, or 3)
Time Delay (Immediately, Day, or Hour).
Note: The Time Delay options will only be available if the Triggers are set to a value greater than 0.
Email Configuration
Brand and personalize your email content:
Upload your company logo for consistent branding
Add BCC recipients, set the subject line, and write the email message
Click Save once your workflow is ready.
Using Dynamic Tags in Workflow Emails
To make your workflow emails more personalized and relevant, Reusely allows you to insert dynamic tags (also known as merge tags or variables) into your email content. These tags automatically pull in specific customer or offer details when the email is sent, so every message feels tailored — without requiring manual editing.
Common Dynamic Tags Available
Here are some examples of tags you can use in your workflow email templates:
{{customer.first_name}}– Customer's first name{{customer.last_name}}– Customer's last name{{customer.email}}– Customer's email address{{offer.id}}– The unique ID of the offer
When you send the email, these tags will automatically be replaced with the actual data from the offer.
Step 4: Managing Existing Workflows
From the workflow list, you can:
Edit – update names, triggers, and content
Preview – check how the Email appears
Delete – remove workflows that are no longer needed
Editing a workflow works just like creating a new one. Don’t forget to update the logo, BCC, subject, and message as needed. Always click Save after making changes.
Conclusion
You’ve now completed your workflow customization in Reusely. Keeping your workflows organized and updated ensures consistent communication, improved operational flow, and a better customer experience.
Use workflows to automate and simplify actions, so your team stays efficient and your offers stay on track — every time.