Database monitoring software is essential for any marketing professional looking to maximise customer engagement and streamline workflow. Automating email database monitoring helps marketers save time while enhancing customer relationships, boosting conversion rates, and preventing customer churn.
By leveraging database monitoring software, businesses can efficiently manage customer records, respond to leads in real-time, and deliver consistent, personalised messaging.
What is database monitoring?
Database monitoring is the process of managing your local (on-premises) or cloud databases and checking for new or updated records. When a new or updated record is found, the content of the record can be used to send emails, update other database entries or create new database records.
Automated database monitoring can pull data from your databases and run the required follow-up tasks automatically. Database automation tools do this in a few simple steps:
- The software reads records in your database at set intervals
- Query results are checked against your set rules and conditions
- Any new or updated entries that trigger an action will enter an automation flow
- The automation runs to execute a set stream of actions to automatically manipulate the record entry or perform tasks
How to automate database monitoring
In eight simple steps, you can start automatically monitoring your database and executing actions based on certain triggers. Here’s how to get started:
- Choose a monitoring tool
Use an automation tool like ThinkAutomation, Microsoft Power Automate or your own custom scripts. Ensure the tool supports your email database type (e.g., SQL Server, MySQL, etc.).
- Set up database triggers
Automation software will look for triggers that activate when a specific event occurs, like a new email or updated database entry. Triggers can be configured to run automation flows when the trigger is activated.
- Create automation workflows
Configure a workflow in your automation tool to monitor the email database. Define what qualifies as a new or updated record and set how often the database should be checked by the automation tool.
- Define conditions and actions
Set up conditions within the automation to define which records trigger actions. Actions could include sending notifications, moving emails to different folders, updating another system, or sending a response based on the record’s content.
- Perform actions on new records
Access specific column values (like sender, subject, date, body, etc.). Create responses or updates based on the email content. For example, automatically send a “thank you” message or alert relevant teams to specific emails.
- Test and optimise
Test your setup to ensure it’s correctly identifying and processing new or updated database entries. You can optimise settings for trigger accuracy and timing and look out for any processing delays.
Best database monitoring software
There are several database automation tools available, with many offering more features than simply database automation. Here are our top picks for database monitoring software:
ThinkAutomation
ThinkAutomation can monitor both on-premises and cloud databases for new or updated records. When it detects a change, it sends the record’s content to your Automation flow for processing, allowing you to access each column’s values individually.
For example, you could monitor a “customer” table for new entries. When a new customer is added, your Automation could retrieve their “Name” and “Email” to send a welcome email. Additionally, your Automation can use this data to then update other databases.
ThinkAutomation supports Microsoft SQL Server, MySQL, MariaDB, PostgreSQL, Oracle, DB3, Firebird, SQLite, MS Access, as well as any ODBC or OLE/DB database.
Salesforce
Salesforce has several features that can help automate email database monitoring, including:
- Email logging: Automatically matches emails to relevant contacts, leads, accounts, and opportunities in Salesforce.
- Automation tools: Such as Process Builder and Workflow, which can automate tasks based on email tracking data. For example, you can set up automated follow-up tasks when a recipient opens an email or clicks on a link.
- Data syncing: Integrates customer and marketing data systems to automatically synchronise contact and campaign data.
- Email notifications: Send email notifications for every automated field update.
Power Automate
Power Automate can be used to monitor email databases and automate tasks based on email data. It can:
- Trigger a flow based on new emails
- Monitor user availability
- Integrate email data into automated tasks
Database automation examples
There are many ways in which email database automation can improve your business processes and increase sales. Here are several examples of how you can add value for your customers by setting up automations:
- Back-up new records after a set amount of time: Don’t lose valuable information from your email database. With this automation, records that are a set age will be automatically backed up to a separate database, so you don’t have to worry about losing valuable CRM data.
- Send emails to customers based on milestones: Once triggered, this automation can send email flows to a customer with personalised offers or follow-up information to help increase post-purchase satisfaction.
- Email new customers added to the database: This automation can automatically email new customers with your welcome email flow, helping them feel valued every step of the way.
- Send loyalty offer to customers after a number of years: Use this automation to keep current customers happy and loyal. Special, personalised offers can be the difference between a repeat customer and a one-time purchaser.
- Send marketing SMS to entries with a mobile number: A 360, omni-channel approach to marketing communications can be the difference between a considered purchase and a conversion. Send your customers a SMS message with this automation.
- Extract a list of unconverted prospects: If you want to convert potential leads into concrete sales, then segmenting your email marketing list into unconverted prospects and sending them an exclusive offer or personalised message can help turn those interested customers into sales.
Advantages of using email database monitoring software
There are many benefits of using email database monitoring software, especially if you include automations. By automating your email database monitoring, you will enjoy:
- Efficiency – You won’t need to manually search your database to perform CRM tasks, so this frees up your time to do more high-value tasks.
- Segmentation – Automatically managing your email database allows you to easily segment your email lists, providing chances to personalise email offers and messaging based on customer preferences.
- Consistent messaging – By sending automated email flows, you can maintain a consistent brand messaging and experience to all your customers.