Adding Additional Recipient To Sequences
Starting from an individual prospect, select the paper airplane to initiate the add to Sequence process. Optional: select a Collection if your sequences are organized in Collections. Select the name of Sequence you would like your prospect to be added to. Optional: Preview the steps in the sequence by selecting “Show Steps” so you know how the sequence is structured.
Once you select the sequence you’d like you will be brought to a screen where you can add additional recipients. Simply select “+ Add” then start typing the name or email address of a Prospect or User to add someone as To or Cc. If a prospect or user with that email does not already exist we can still include that email as a recipient on the mailing. If an email address is added as a recipient that is on your org domain exclusion list, the entire mailing will fail. To remove a recipient from this list, simply select ‘Edit’ when hovering over the prospect’s details.
If you’d like to see additional details on the Prospect/Recipient, just hover over their name to display a card with additional information about their Prospect details, activity, Sequences they are in and the status of those sequence.
Editing Future Email Steps
Once you’ve selected the Sequence and the Prospects/Recipients you’d like added to the sequence, you can customize the email steps in the sequence by selecting “Edit Steps”. This will allow you to modify the email templates for every Prospect in the list of Prospects you’ve selected. For example, if you have 5 Prospects in the Prospect list within the Add the Sequence window, your step customization will apply to all 5 Prospects. While customizing, you do not need to fill in the variables, those will populate automatically after you initiate the Sequence. If you’d like to preview these emails, you can click “Show preview” to get an idea for what your message will look like once the variables populate and the email sends. You can even select “send me a test email” for Outreach to send you an email with the final version of your message.
Scheduling A Sequence To Start Later (Scheduled Start)
When adding a Prospect to a Sequence, you can click the clock icon to select a different time for the sequence to start. This will add the Prospect to the sequence and schedule the first step to start at this time.
If you schedule a sequence to start at a later date/time and that time is not within a delivery schedule window we will wait until the next delivery window to send the mailing or create the task.
Once you’ve added a prospect into sequence, Outreach will help you with your next action. For example, if you added prospects to a sequence with a manual first step we will prompt you to start those tasks immediately. If you made any errors and the prospect runs into a failure, we will direct you to fix those failures.
Q: How does having multiple recipients in a Sequence interact with Org Settings, specifically, domain restrictions?
A: Outreach complies with all org settings.
Example: Outreach will fail the mailing if a Prospect is CC’d who is on the domain exclusion list. Org domain throttles limits will apply to all recipients on the mailing. So, if you include 5 recipients from the domain on an email, Outreach will count that 5 times against your domain throttle limit.
Q: How do I make sure my reps don’t accidentally use Grouped when they meant to use Individual?
A: When selecting ‘Grouped’, a warning message will appear with a description of what this means, this should alleviate any confusion.
Q: What is a Grouped Sequence?
A: Prospects having one or more companions in a sequence.
Example: Adding a CEO to a Sequence, and also the CEO's IT Director and CTO.
Q: How will this impact the Prospect activity feed?
A: For now, activities will only be displayed for the Primary Prospects. Soon, Outreach will show activities in both the Primary and Secondary's activity feeds.
Q: If I'm syncing Activity data up to Salesforce, which Lead or Contact record will it be assigned to?
A: When syncing data to Salesforce, it will only associate with the Primary Prospect in the "To" field of the mailings. If there are multiple Prospects in the "To" field, this will sync up for the first Lead or Contact listed.
Q: How do I govern my team from editing steps on certain Sequences?
A: On the sequence Ruleset you will find a checkbox that will limit users’ ability to customize email steps on sequences from the Add to Sequence experience. This will also limit their ability to manually select/override A/B test selection. For Manual email steps, users will still be able to customize the message once the task becomes due.
Q: Which Prospects do triggers apply to?
A: Both Primary and Secondary. If a prospect is added to a sequence as a Secondary, we still count that as active in Sequence, so we will be able to detect it with triggers. Currently, you cannot add someone to a sequence via a trigger as a Secondary, Triggers can only add a single Prospect into a Sequence.
Q: What happens if a secondary recipient replies?
A: Within the Ruleset settings, you can configure what happens when a secondary replies. You have 2 options, “Finish Sequence” or “Pause Sequence”. We recommend setting secondary replies to “Pause Sequence” and an interval of “2 Day”. The reason for this is because if a user gets a reply from a secondary that they’d prefer not to stop the sequence, they will have 2 days to resume the sequence otherwise it will auto-finish. Gmail users will be able to resume the sequence directly from their inbox upon opening the replied message.