Ready for more automation that leaves room for you to focus on higher priority selling activities? Say hello to Workflows!
Workflows automate exports at your desired time interval from Contact Lists and Saved Searches and sends them to any number of locations—Excel, Sequence, or CRM. Workflows are extremely flexible and can be tailored to fit your exact data specifications.
Let's go over how to create a Workflow!
For this example we want to export contacts from a Saved Search and import them into an Outbound Call Sequence.
To get started go to the Workflow Tab at the top of the screen or the Workflow button in the middle of the screen, then select +Add Workflow.
🔑 Note: We provide you with several partially prefilled options to get you started. Notice how I've selected Get Prospects for Outbound Calls based on Your Searches, but if your Sequence consists of only email steps you can choose Automate your Email Outreach based on your Searches. Despite these options you can always start a Workflow from scratch by selecting Add Custom Workflow.
Step 1. Enter the number of contacts you would like to receive in each export, then select Next.
💡 Tip: If your goal is to make 100 calls per day and your Sequence includes 3 call steps spaced one day apart, you’ll want your Workflow to export up to 100 net new contacts every 3 days.
Step 2. Enter how many contacts you would like to receive per company in each Export in the first field, and in the second field enter the total number of contacts you want to receive per Workflow. Then select Next.
Step 3. Choose how often you would like to receive these contacts and if you want to exclude Saturdays and Sundays, then select Next.
Step 4. Choose where you want your Exports (contacts) to come from in the first field. Since I've selected one of the prefilled options, Saved Search is already added. If you're creating a Workflow from scratch select either Contact List or Saved Search. Then select the List or Saved Search you want in the second field.
Step 5. Choose where you want the Workflow to send your contacts. based on the prefilled option we selected, Create Prospects is already added. If you're creating a Workflow from scratch select any of the available options in the drop down menu (Excel, Create Prospects, CRM).
Step 6. choose whether you would like to exclude existing Prospects.
Step 7 & 8. Select who should be the Owner of the Prospect and if you'd like to add them to a Tag. (Learn more about Tags here)
Step 9. Choose which Sequence you would like to add these Prospects to, then choose which Step in the Sequence you would like them to start with.
Step 10. Choose if you want contacts without emails to be added to your Sequence.
Step 11. Choose if you want Mobile Phones or not.
Step 12. Choose whether or not you need all contacts in your Sequence to have Mobile Phones.
Step 13. Schedule your Workflow to start Immediately or on a future date.
Step 14. Assign a name to your Workflow and hit Save.
🔑 Note: When you hit the Save button and the Sequence you want to add Prospects to is deactivated you'll be asked to Keep Sequence Deactivated or Activate Sequence. If you choose Keep Sequence Deactivated then the Prospects will be added to the Sequence but will not be assigned to any Call, Email, or Task Steps until you Activate the Sequence on the Sequence Dashboard.
Phew—That was a lot!
Now that you've learned how to create a Workflow let's wrap things up by going over a few helpful notes and tips:
If you're using a Workflow to add Prospects to a Sequence they will automatically be added once the Export is complete. No need to manually confirm in your Export History.
You can Pause your Workflow at any time. Select the three dots to the right and select Pause.
Duplicate your Workflow by clicking the same three dots if you want to create another one with only a few changes, such as where your exporting from and which Sequence you want your Prospects to be added to.
Need to make changes? Select the three dots and hit Edit.
If your Saved Search or Contact List has 500+ contacts, a Workflow helps evenly distribute them over time. Since each Export re-verifies Prospects, you don’t want contacts sitting in a Sequence too long before engagement—data decays quickly in today’s fast-changing market.
Thanks for sticking with me until the end of this article! Learn more about Workflows here!
Reach out to your CSM if you have any questions via email or through the in app chat service.