Creating and Sharing Journeys

Administrators can create comprehensive guided user experiences and assign them to employee users, partners, and customers across different communities and organizational boundaries. The Journey Builder module provides flexible tools for building structured onboarding and progression pathways that integrate seamlessly with existing portal functionality while supporting diverse user needs and business objectives.

Journey creation enables administrators to design multi-phase user experiences with configurable step types, progress tracking, and automated notification systems that guide users through essential processes while maintaining accountability and engagement throughout the user journey lifecycle.

Requirements

To create and share journeys, users must be assigned a security role with the following permissions:

• Administrator System Role

Creating New Journeys

Accessing Journey Creation

1. Navigate to the Setup Home page and click Create > Journeys
2. Click New to initiate journey creation

Configuring Basic Journey Properties

Configure the essential journey settings that define how the journey functions and appears to users:

Name:

• Enter the name of the journey that will be visible to end users
• Use clear, descriptive names that communicate the journey's purpose and outcomes
• Names appear in user interfaces, navigation elements, and progress tracking displays

Description:

• Enter a comprehensive description of the journey that is displayed to end users
• Provide context about journey objectives, expected outcomes, and user benefits
• Use engaging language that motivates user participation and communicates value

Owner:

• Optionally select an employee user who will own and manage the journey
• Journey owners can edit journey content and monitor user progress
• Owner assignment supports distributed journey management and accountability

Sequential Phase Progression:

• Enable this option to force users to complete journey phases in sequential order
• When enabled, users must complete all steps in Phase 1 before accessing Phase 2
• When disabled, users can progress through phases in any order based on their preferences and schedules

Final Message:

• Enter a rich-text completion message that displays when users finish the entire journey
• Use the rich text editor to create engaging completion messages with formatting, links, and multimedia content
• Completion messages provide closure, recognition, and guidance for next steps

Saving Initial Journey Configuration

Click Save to create the basic journey structure. This establishes the journey foundation and enables access to advanced configuration options including phase creation, step management, and user assignment capabilities.

Journey Configuration and Development

Advanced Journey Setup

After saving the initial configuration, administrators can enhance journeys through comprehensive configuration options:

Journey Settings Access:

• Click the More Actions (kebab button) and select Edit Settings
• Modify Name, Description, and Final Message as needed
• Update Sequential Phase Progression setting based on user experience requirements

Banner Customization:

• Click the More Actions button and select Banner Settings
• Enable or disable journey banners using the Show Banner checkbox
• Configure banner elements when enabled:
  • Banner Image: Select from Static Assets or leave blank for default theme banner
  • Banner Heading: Enter custom heading text with multi-language support
  • Banner Message: Enter descriptive message with multi-language capabilities
  • Text Color: Specify HTML hex code for banner text color

Journey Development Process

Phase Creation:

• Click Add a Journey Phase to create new journey phases
• Configure phase settings including Name, Description, and Due Date (in days)
• Enable Sequential Step Completion to enforce step order within phases
• Save phase configuration to enable step addition

Step Configuration:

• Within each phase, click Add step to create journey steps
• Select from 15 available step types:
  • Course Completion: LMS course or learning path completion
  • Deal Registration: Lead creation with configurable submission requirements
  • Qualified Deal Registration: Opportunity creation with qualification criteria
  • Idea Submission: New idea creation in Ideas module
  • Form Submission: Specific form completion requirements
  • Survey Submission: Survey completion and feedback collection
  • Event Registration: Registration for upcoming events
  • MDF Request Submission: Marketing Development Fund request creation
  • Sign Agreement with DocuSign: Electronic signature collection
  • Update Profile: User profile information updates
  • Update Company Profile: Account information updates
  • Book a Meeting via Calendly: Meeting scheduling through Calendly integration
  • Invite Team Members: Contact invitation to portal
  • Complete Business Plan: Business plan status progression
  • View a Document/Video: Content review requirements

Step Configuration Details:

• Enter Title and Description for each step
• Configure Optional setting (note: final steps in phases cannot be optional)
• Save step configuration to add to journey phase

Journey Management Operations

Content Organization:

• Use drag-and-drop functionality to reorder phases and steps
• Delete phases or steps that are no longer needed
• Edit existing phases and steps to refine user experience

Phase Activation:

• Click dropdown arrow next to phase and select Edit
• Check Active checkbox to make phase available to users
• Only active phases display to users in their journey interface

Journey Finalization:

• Use Preview function to review journey experience before publication
• Clone journeys to create templates or variations
• Publish journeys when ready for user deployment

Sharing Journeys

Accessing Journey Sharing

1. Navigate to the journey you want to share
2. Click the More Actions (kebab button) and select Share
3. Access the sharing configuration interface

Configuring Journey Access Permissions

Base Sharing Options:

• Click the Edit button to choose fundamental sharing settings:
  • All Users: Grant access to all employee and community users
  • All Employee Users: Restrict access to internal employees only
  • Specific People: Define precise access control for targeted deployment

Granular Permission Assignment:

• When using Specific People, configure detailed permissions:
  • User Selection: Search and select individual users for personal journey assignments
  • User Group Integration: Select User Groups for community-based deployment
  • Security Role Assignment: Select Security Roles for function-based access

Permission Levels and Management

View Permissions:

• Users can access and participate in the journey
• Includes ability to progress through phases and complete steps
• Standard permission level for journey participants

Manage Permissions:

• Available for employee Security Roles only
• Enables journey editing, user assignment management, and progress monitoring
• Supports delegated journey administration

Permission Management Operations:

• Adding Permissions: Use search field to find and select additional users, groups, or roles
• Removing Permissions: Click delete button (X) next to entities to remove access
• Modifying Permissions: Use dropdown menus to adjust permission levels

Finalize Sharing Configuration

Click Done to implement sharing settings and activate user access to the journey. Users with appropriate permissions will receive automatic notifications about journey assignments based on configured notification settings.

Journey Lifecycle Management

Journey Status Workflow

Draft Status:

• New journeys begin in draft status for development and configuration
• Draft journeys are not visible to assigned users
• Enables comprehensive testing and refinement before deployment

Publication Process:

• Click Publish and Continue to make journeys available to users
• Published journeys activate all tracking, notifications, and user access
• Publication triggers automatic assignment notifications

Status Flexibility:

• Use Revert to Draft to modify published journeys
• Archive journeys to prevent further user progression while preserving data
• Status changes affect user access and administrative capabilities

Best Practices

Journey Design Strategy

User-Centric Planning: Design journeys based on user needs, knowledge levels, and time constraints to ensure achievable and engaging progression experiences.

Clear Value Communication: Articulate journey benefits and outcomes to encourage user participation and maintain motivation throughout the process.

Logical Phase Structure: Organize phases to build knowledge and capabilities progressively, with each phase preparing users for subsequent requirements.

Implementation and Management

Pilot Testing: Test journeys with small user groups before broad deployment to identify optimization opportunities and refine user experience.

Permission Strategy: Plan sharing configurations to balance accessibility with security requirements across different user types and organizational boundaries.

Iterative Development: Use cloning capabilities for template creation and continuous improvement based on user feedback and completion analytics.

Creating and sharing journeys provides essential user experience management capabilities that support organizational onboarding, training, and engagement objectives through structured, trackable, and scalable user experiences across your entire portal ecosystem.

See Configuring Journeys to continue building the journey.

Jump to Journey Builder Checklist

<< Configuring Journey Builder Settings | Configuring Journeys >>