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XDR Workflows for Pipeline Generation

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Kelly Hansen
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Overview

As an XDR, 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 XDR needs for engagement and task management.

Table of Contents

Use the links below to jump to a relevant section

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 that you’re looking for.
  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 that you’re looking for.
  4. Update any variables, details, or subject lines.
  5. Click Send.

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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.
  2. Find the airplane sequence icon above the body of your email.
  3. Search for the sequence that you’re looking for.
  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. Send your email when you’re ready.
  6. 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. Send email when you’re ready.
  6. An email will appear at the top of your inbox, reminding you of that conversation at the specified time you selected.

Email reminder (1).gif

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. Hit save.
  7. Once all details are complete, click Insert Proposed Times.
  8. Enable click-tracking by selecting the navigation arrow near the Send Now button.
  9. 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.
  10. Adjust the date and time you want to send the follow-up by editing the sequence steps.
  11. Review your email and click Send Now.

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Workflows for proactive engagement

Use these workflows when working in Outreach to reach out to prospects proactively and boost efficiency.

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 the Add Filter button next to the search bar.
  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.

Saved account view.gif

 

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 hit Add to Sequence button.

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

Intelligent filtering.gif

 

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.

Call task UI.gif

 

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.

Email task (1).gif

 

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.

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