AE Workflows for Pipeline Generation

Overview

As an AE, one of your primary focuses is pipeline generation, and with Outreach, you have access to the metrics, actionable insights, and features you need to achieve this goal. To do this, we’ve rounded up the key workflows every AE needs for engagement and task management.

Table of Contents

Use the links below to jump to a relevant section

• Workflows for Inbox Management
• Workflows for Proactive Engagement
• Workflows for Completing Tasks

Workflows

Workflows for Inbox Management

Use these workflows when working from your inbox to boost efficiency, engage more prospects, and for general task management. Please note, that for some of these workflows, you will need to have the Outreach Everywhere plugin installed.

Using templates for quick access to frequently used content

1. Open up your inbox and compose a new email or access an existing email.
2. Find the purple template icon above where you compose the body of your email.
3. Search for the template. 
4. Update any variables, details, or subject lines.
5. Click Send.

Using snippets within your inbox for personalization at scale

1. Open up your inbox and compose a new email or access an existing email.
2. Find the scissor snippet icon above the body of your email.
3. Search for the snippet.
4. Update any variables, details, or subject lines.
5. Click Send.

Using sequences within your inbox for a consistent cadence of engagement

1. Open up your email and compose a new message or reply to an existing email
2. Locate the airplane sequence icon above the body of your email.
3. Search for the sequence.
4. Update any variables, details, or subject lines.
5. Click Send.

Schedule a follow-up task

1. Open up your email and compose a new email or access an existing email.
2. Once you’ve written your email, set up a reminder by finding the bell reminder icon above the body of your email.
3. Create the follow-up task using the pop-up window. You’ll want to select or adjust:
   • Create a task in Outreach: Creates a follow-up task in Outreach
   • Trigger: When you want the reminder to trigger. Your options are:
     • If no reply
     • No matter what
   • Timeframe: When you want the reminder to happen
   • Date and time: Provides users with a calendar picker and time options
   • Optional note: Input pertinent information regarding the reminder to be sent to a user’s inbox
4. Click Set Reminder.
5. Click Send.

A follow-up task will be added to your queue, and a reminder will be sent to your inbox (if you’ve selected bump email and create a task) at the specified time you selected.

Set an email reminder in your inbox to ensure you don’t lose touch with a prospect

1. Open up your email and compose a new email or access an existing email.
2. Once you’ve written your email, set up a reminder by finding the bell reminders icon above the body of your email.
3. Set up the reminder by following the guidance in the pop-up window. You’ll have the option to:
   • Bump email to the top of my inbox: Moves the email to the top of the inbox based on the user-defined parameters.
   • Create a task in Outreach: Creates a follow-up task in Outreach.
   • Bump email and create a task: Combine the actions of promoting an email in the Users inbox and creating a follow-up task. 
   • Trigger: When you want the reminder to trigger. Your options are:
     • If no reply
     • No matter what
   • Timeframe: When you want the reminder to happen
   • Date and time: Provides users with a calendar picker and time options
   • Optional note: Input pertinent information regarding the reminder to be sent to a user’s inbox
4. Click Set Reminder
5. Click Send.

An email will appear at the top of your inbox, reminding you of that conversation at the specified time you selected.

Schedule a meeting from your inbox for a more straightforward and seamless booking process for prospects

1. Open up your email and compose a new email or access an existing email.
2. You can insert your availability in two ways: inserting proposed times or linking to your calendar.
3. To have a prospect find time on your calendar, find the Meetings icon (calendar) and select Link to your calendar. This will automatically insert a button that says See available times into the body of your email. From here, prospects can book time on your calendar, and once they do, it will appear at the scheduled time on your calendar.
4. To give prospects selected times, find the Meetings icon (calendar) and select Insert proposed times.
5. In the Propose a Meeting window, fill out the following information:
   • Meeting type: Select the meeting type for the call
   • Title: Name your meeting
   • Meeting duration: Select how long the meeting will last
6. Navigate to the calendar and select available slots for you and your prospect to meet.
7. If needed, update the meeting’s time zone by selecting the clock icon in the left-hand corner of the calendar. Uncheck the box that says Same as primary time zone, then select the invite time zone from the Invites drop-down.
8. Click Save.
9. Once all details are complete, click Insert Proposed Times.

Book meetings and use follow-up sequences to ensure prospects book time on your calendar

1. Open up your email and compose a new email or access an existing email.
2. Insert a proposed time by navigating to the calendar meetings icon above the body of your email.
3. Select Insert Proposed Times.
4. In the Propose a Meeting window fill out the following information:
   1. Meeting type: Select the meeting type for the call
   2. Title: Name your meeting
   3. Meeting duration: Select how long the meeting will last
5. Navigate to the Calendar and select available slots for you and your prospect to meet.
6. If needed, update the meeting’s time zone by selecting the clock icon in the left-hand corner of the calendar. Uncheck the box that says Same as primary time zone, and then select the invite time zone from the Invites drop-down.
7. Click Save.
8. Once all details are complete, hit the Insert proposed times button.
9. Enable click-tracking by selecting the navigation arrow near the Send Now button.
10. Set up a follow-up sequence to check back in if a prospect is unresponsive by selecting the arrow sequence icon above the body of your email.
11. Adjust the date and time you want to send the follow-up by editing the sequence steps.
12. Review your email.
13. Click Send Now.

Workflows for Proactive Engagement

Use these workflows when working in Outreach to reach out to your target accounts and opportunities and boost efficiency proactively.

Set up saved account views to help you focus on your most important accounts

1. Navigate to the Records tab in Outreach and select Accounts, Prospects, or Opportunities. The smart view setup process will be the same for all three.
2. Click Add Filter.
3. Select the applicable filters you want for this saved view. Ideas for saved views you may be interested in are: 
   • Target accounts
   • Low deal health scores
   • Deals within a certain close date
4. Find the Sort By dropdown at the upper right-hand corner of the Accounts view and select the applicable option to sort filters.
5. Click Save View.
6. Input a new name for the view.
7. Configure the owner and sharing options as applicable.
8. Use the checkbox to select or unselect this view as your default.
9. Click Save.
10. Repeat this process for the remaining pages in your Records tab.

Review an account’s email activity for an at-a-glance summary of communication

1. Navigate to the Records tab in Outreach and select Accounts.
2. Sort by the account parameters you're interested in, for example, most recently contacted.
3. Review the overall engagement within your account by looking at the following columns for information:
   • Name: The name of the account
   • Tags: If your prospect has been tagged in Outreach, you will see details here
   • Sequences: How many active and inactive sequences are running for prospects within the account 
   • Email: The amount of outbound and inbound email activity within the past 12 months. Each bar represents a month and is color-coded to indicate engagement.
   • Status: Shows a high-level overview of an account's overall engagement status, broken down by meetings, tasks, opportunities, and CRM sync. Hover over each icon to see if an account has any tasks due, upcoming meetings, or open opportunities.
4. To dig into an account's prospects and overall engagement, find the account that you would like to review and select their name to pull up their Account Overview.
5. Navigate to the Prospects tab at the top of the page to begin your review. Look at the overall engagement of prospects within an account, such as:
   • How many prospects do you have? A consistent and robust flow of prospects can directly influence revenue growth. When you're actively engaging with more potential customers, it can lead to more closed deals and increased revenue. Having multiple prospects within an account also presents opportunities for cross-selling or upselling.
   • How have your prospects been engaged? Analyze if your prospect needs to be added to sequence, if there are overdue tasks you need to prioritize, or if a prospect has been unresponsive to emails. Ensure all your prospects are engaged using various touchpoints and tasks - emails, calls, and LinkedIn. Remember that your prospects, especially priority ones, require a healthy mix of more personalized outreach and automated touchpoints.

Review sequence history to see historic and current sequences for your prospect

1. Navigate to the Records tab in Outreach and select Accounts.
2. Sort by the account parameters you're interested in, for example, most recently contacted.
3. Review the overall engagement within your account by looking at the following columns for information:
   • Name: The name of the account
   • Tags: If your prospect has been tagged in Outreach, you will see details here
   • Sequences: How many active and inactive sequences are running for prospects within the account 
   • Email: The amount of outbound and inbound email activity within the past 12 months. Each bar represents a month and is color-coded to indicate engagement.
   • Status: Shows a high-level overview of an account's overall engagement status, broken down by meetings, tasks, opportunities, and CRM sync. Hover over each icon to see if an account has any tasks due, upcoming meetings, or open opportunities.
4. To dig into an account's prospects and overall engagement, find the account that you would like to review and select their name to pull up their Account Overview.
5. Navigate to the Sequences tab at the top of the page to begin your review. Look at the overall engagement of prospects within an account, such as:
   
   • What sequences is your team running? The number of prospects added to sequence directly affects the size and health of the sales pipeline. For priority accounts, ensure 5 prospects are active in sequence and that at least 2 are priority personas. Ensure you're utilizing sequences your team has set up, including follow-up and multi-channel sequences.

Save time by bulk sequencing prospects within an account

1. Navigate to the Records tab in Outreach and select Accounts.
2. Filter accounts using saved views or filters as applicable.
3. Select the account you would like to bulk sequence prospects in to pull up their Account Profile
4. From the Account Profile select the Prospects tab at the top of the page.
5. Search for the prospects you would like to bulk sequence and hit the checkmark button next to their name to select them.
6. Once you’ve selected all the prospects you would like to sequence locate the Sequence button at the top of the page.
7. Search for the sequence you would like to use and click Add to Sequence.

Access 6sense dashboards directly within Outreach for rich insights

1. Navigate to the Settings tab in Outreach and select Integrations
2. Search for 6sense
3. Select Install.
4. To obtain your 6sense API key, please submit a Support ticket with 6sense Support
5. Once your 6sense integration is enabled, you will see a popup on the right-hand side of your screen with either a prospect or account overview, depending on where you are in the Outreach platform.
6. You can use the 6sense integration for:
   • Detailed information for personalization
   • Perfectly timed engagements
   • Identification and engagement with target accounts and the people who are in an active buying cycle right now

Workflows for Completing Tasks

Please note, that for these workflows, you will need the Outreach Everywhere plugin installed, Outreach Voice set up, and Universal Taskflow enabled.

Queue up all your tasks at once for easier execution with intelligent task filtering

1. Navigate to the your 360 view in Outreach.
2. Scroll down the page to Due tasks and use sort and filter functions to filter tasks by engagement, time zone, or sequence.
3. Use the checkbox next to contact names to select which tasks you want to execute. 
4. Once complete, hit the Start Tasks button in the right-hand corner of the Due Tasks section.
5. The Universal Taskflow window will pop up on the right-hand side of your screen with the applicable task page pulled up. You can:
   • Complete tasks 
   • Use the arrows at the top of the Taskflow popup to flip between tasks.
6. Continue logging and completing tasks until you’ve worked through your queue from step 3.

Dial through Outreach voice for real-time enablement, call insights, and logging activity back to your CRM

1. Navigate to your 360 view home page in Outreach.
2. Select Call Tasks.
3. Use sort and filter functions to sort call tasks by what you’re trying to accomplish, for example, due date.
4. Select the Start Tasks button in the right-hand corner of the Due Tasks section.
5. On the left-hand side of the screen, you’ll see the Account overview page. The Universal Taskflow window will pop up on the right-hand side of your screen, with the applicable task page pulled up.
6. To make the call, click the phone icon beside the Prospect’s Phone Number. 
7. During the call, use the following features by selecting the Kaia icon at the top of the page:
   • Refer to content cards for real-time enablement
   • Use Save Quote feature for follow-ups
   • Review talk time metrics from the hamburger menu in the lower right-hand corner
8. Once the call is complete, be sure to fill out the following details:
   • Call purpose [not required]: The purpose of the call based on your team’s picklist
   • Call disposition: The outcome of the call
   • Call notes: Keep track of how your calls went, or any relevant information
9. Once you're done, select the Log Call & Complete button. The call task will be logged in Outreach, and your CRM and Outreach will move on to the next task in this prospect’s queue.

Complete email tasks in Outreach

1. Navigate to your 360 view home page in Outreach.
2. Select Email Tasks.
3. Use sort and filter functions to sort tasks by what you’re trying to accomplish, for example, due date.
4. Select the Start Tasks button in the right-hand corner of the Due Tasks section.
5. On the left-hand side of the screen, you’ll see the Account overview page. The Universal Taskflow window will pop up on the right-hand side of your screen, with the applicable task page pulled up
   • Depending on how your sequence steps are set up, this may be auto-populated with an email. Make any adjustments and update any variables if necessary.
   • If the task isn’t auto-populated you can write an email using templates or snippets or craft your own email message to include thought leadership articles, personalized notes, or check-in.
6. Once you’ve finished your email, select the Send & Complete button. The email task will be logged in Outreach, and your CRM and Outreach will move on to the next task in this prospect’s queue.

Complete LinkedIn tasks in Outreach without leaving the platform

Please note, if this is the first time you’re completing a LinkedIn task through Outreach, you may have to log into your Sales Navigator account.

1. Navigate to your 360 view home page in Outreach.
2. Select LinkedIn Tasks.
3. Use sort and filter functions to sort tasks by what you’re trying to accomplish, for example, due date.
4. Select the Start Tasks button in the right-hand corner of the Due Tasks section.
5. The Universal Taskflow window will pop up on the right-hand side of your screen with the applicable task page pulled up. On the left-hand side of the screen, you’ll see the Account overview page.
6. From the Universal Taskflow popup window’s Task tab you will see your prospect’s LinkedIn profile page automatically pulled up. From here, you will be given the option to either connect with a prospect on LinkedIn or send them a message. Depending on where your prospect is in the buying cycle, use insights from other tasks to craft a personalized message.
7. Once you’ve finished, select Send in the LinkedIn section of the popup.
8. Complete the task by selecting the Mark Complete button. The LinkedIn task will be logged in Outreach, and your CRM and Outreach will move on to the next task in this prospect’s queue.

Customize intelligence tiles for Account and Prospect overview pages to make informed decisions, monitor engagement, and identify key buying signals

1. Navigate to the Records tab in Outreach and select either the Account or Prospect tab. The procedure for creating customized tiles is the same for both.
2. Find the account or prospect you want to update and select their Name to pull up their overview page.
3. In both the Account Overview and Prospect Overview tabs you will see three dots “...” on the right-hand side of the overview section. Select the icon and click Clone.
4. Adjust the layout name.
5. Once complete, you’ll be brought to the layout editor, which allows you to:
   • Add tiles using the + Add Tiles button
   • Remove tiles by clicking the “...” icon and selecting Remove Tile
   • Drag and drop tiles to reorganize their placement by selecting the tile and moving it around the page
   • Resize tiles by clicking the bottom right corner and dragging
6. Once complete, hit the Save button in the upper right-hand corner. Your customized view will now be the default for that prospect or account but will not apply to other users.