Objective
The purpose of this article is to provide information about Smart deal Assist, a feature tailored to assist in identifying deal risks and opportunities, determining next steps, and gaining insights into recent activities.
Applies To
- Outreach User
- Outreach Admin
Notes
- Smart Deal Assist currently utilizes the transcripts of the last 10 meetings/calls and the latest 80 emails for analysis. Please note that access to meeting data is contingent upon appropriate licensing enabling Kaia meeting capabilities for customers.
- This initial iteration of Smart Deal Assist is labeled as a Beta release to establish clear expectations regarding output quality. We remain dedicated to continuous enhancements and improvements to ensure ongoing refinement and optimal performance.
Overview
Smart Deal Assist offers an AI-generated summary of recent deal activities, along with answers to critical questions such as "What are the potential risks?" or "What are the next steps?" This tool empowers sales representatives and managers to proactively pinpoint deal risks and opportunities, determine the appropriate next steps, and gain insights into recent developments.
Much like the Smart Account Assist feature Smart Deal Assist operates at the deal level, providing comprehensive insights tailored to individual deal management needs.
Smart Deal Assist consists of two question types: Preset questions and free-form questions.
Currently, responses to posted questions rely on data derived from the transcripts of the 10 most recent meetings/calls and the analysis of the latest 80 emails. Please note that access to meeting data is contingent upon appropriate licensing enabling Kaia meeting capabilities for customers.
Q&A chat
The Q&A experience presents users with a curated list of 12 relevant questions tailored to a typical selling motion. Additionally, users have the option to pose 'free-form' questions, however initial quality will require further refinement.
Chat window assists users with Outreach defined preset questions which are most relevant to users engaging with deal-related tasks.
The following primary scenarios were taken into account for finalizing the preset questions:
- Identifying deal’s current state: quicker ability to identify risk factors or business challenges to determine the best next steps.
- Prepare for the next meeting: Prep by reviewing and asking a few questions to remind key follow ups, action items/questions asked from the last meetings or emails
- 1:1 Rep/Manager deal review meeting: spend 1/1 more efficiently by getting key insights on the deal faster with ability to skim through the summary of the recent activities and ask clarifying questions
- Deal hand-off: a newly assigned rep can ramp up on the deal faster by getting quicker summaries and asking questions
12 preset questions:
- What business outcomes is the buyer trying to achieve?
- What challenge is the buyer trying to solve?
- What alternative software solutions is the buyer considering/evaluating?
- What factors is the buyer evaluating this solution against?
- What factors will influence whether or not the buyer purchases?
- What steps need to be taken to help the buyer make a decision?
- What concerns does the customer have about moving forward with us?
- What risks do you foresee in the deal?
- What is the sentiment on incumbent competitors and renewal dates?
- What does the buying process look like?
- What does each person involved care about?
- What timeline is the prospect working towards?
User flow
Users have two options for interacting with the chat window: they can either click on one of the question rows displayed, or they can type directly into the input area.
When a user clicks on a question row, the question is automatically sent into the chat window.
Once sent, the user has asked their question, and they can expect the answer to appear in the chat window within 3-5 seconds.
Deep links to Kaia meetings and emails
The system searches for the answer across past activities - currently the last 10 emails and 80 emails. Multiple meetings and emails may be analyzed and referenced before generating a smart response. To provide users with further context, deep links are offered under the "Links" section.
Deep Links to Kaia Meetings:
Clicking on a deep link to a Kaia meeting opens a new tab, directing users to the specific timestamps mentioned in the response. This feature not only allows managers to verify the answer but also provides additional context by allowing them to explore the discussion before and after the referenced point.
Deep Links to Email Threads:
Deep links to email threads enable users to view the referenced emails associated with the topic of the question. This allows users to gain a deeper understanding of the context surrounding the answer.
Vote to indicate helpfulness of the answer
Users have options to thumbs up or thumbs down the response to indicate its helpfulness. These indications are collected to refine Outreach’s ML model.
Tips for Improve the Answer Quality of Free Form Questions
- Provide Detailed Context: Share specific details about the scenario you're dealing with.
- Name All Relevant Parties: Clearly state the names of the customers, companies, products, or services involved in your question. Avoid vague terms like "the customer" or "the product."
- Use Specific Terms, Not Pronouns: Replace pronouns like "he," "she," or "they" with the actual names of people, products, or accounts you’re discussing.
Procedure
Users
To access the Smart Deal Assist feature, navigate to the Deal Overview page and locate the "Assist" button on the top toolbar.
Admins
Smart Deal Assist is initially disabled at both the organization and user levels. To activate this feature, admins must first enable it at the organization level. Once enabled at the org level, all users will gain access to Smart Deal Assist. Admins have the capability to manage individual user access through Governance Profiles.
Note: when Smart Deal Assist is enabled for the org, Outreach will process and use only the last 3 months of activities, and then will continue to process new activities daily.
Enable Smart Deal Assist on org level:
- Access the Outreach Platform.
- Go to Administration settings (gear icon in the bottom left corner of the navigation sidebar)
- Click Org info under the Organization section in the Settings panel.
- Click on the Gen AI tab in the Organization settings.
- Enable Smart Deal Assist for the org using the toggle button.
Enable or disable Smart Deal Assist on user level (through Profiles):
- In the Administration settings, click Profiles under the “Users and permissions” section in the Settings panel.
- Click the applicable profile.
- Scroll down to the “GenAI features” section.
- Check or uncheck the checkbox “Enable Smart Deal Assist”.