In this article we'll show how to automate UserGems using Campaigns and workflows. These workflows allow admins to easily set up robust automations for the leads/contacts we deliver. They can take actions like:
- Create or update records in the CRM
- Advanced/situational routing (Round robin, route to Account lookup fields, territory routing, etc)
- Email and/or Slack notifications
- Auto-sequencing to Salesloft or Outreach (for other SEPs, you can simply leverage its integration with Salesforce for automation)
- Gem-E smart messaging also supported
- Add records to Salesforce campaigns
- Create CRM tasks for rep follow up
Step 1: Navigate to Campaigns on the left hand panel
Step 2: Select 'New campaign'
Step 3: Choose a campaign & workflow
Choose from the pre-built campaigns shown here, or click Create custom campaign at the bottom of the page.
In this example, we'll create a workflow to engage past champions at ICP Companies.
Step 4: Select and/or modify the Audience
Audiences define the entry criteria for a campaign. If you’ve already created an audience on the Prospect Audiences page, you can select it from the dropdown.
Step 5: Determine which actions should take place in this workflow
*Make sure any action you'd like to occur is toggled to 'ON' in the top right.
**Delete any action not needed by clicking on the garbage can icon
Assign an owner to this contact
Update fields within Salesforce on Contacts, Leads or Accounts.
Add prospect to a sequence by selecting the sequence in Outreach or Salesloft and determining who should be the sequencer.
Sometimes the Account Owner is not the right person to do the outreach so it might make sense to sequence this as another owner field or as the DRI that was configured within your UserGems settings. See more on DRI configuration here
Set up Email or Slack notifications for the DRI or Account Owner so they are aware of their next steps.
Step 7: Determine how frequently this workflow should run
Click into 'Schedule & limits' and select Daily, Monthly or Weekly, then select a time.
Step 8: Save your workflow and make sure it's activated!
Advanced Filtering
What type of accounts is this workflow for?
Select which persona this workflow should apply to. For more about Persona configuration, check out this article here.
If you're building a workflow that depends on this prospect having an email address present upon execution, such as adding to a sequence with email steps, set the "Has Email" field to "Yes".
Select a Role Start Date for prospects you'd like to be actioned.
Determine if this workflow is for prospects with a past relationship with your company. If this is for new hires that do not know you yet, leave this blank.
Select seniority and departments if applicable.
If there are any activity restrictions on this workflow determine that here.
For example, if you do not want to sequence someone who has been reached out to before, you can set that parameter here.
If this workflow is for contacts assigned to a particular user, determine that here. Otherwise, leave Owner blank.
Testing Workflows
To test your workflow before activating, you're able to run each workflow for a few records.
Select "Run Workflow" under the Operations section on the rightmost column next to the workflow you'd like to test.
Under 'Send Settings' select the checkbox 'Limit' and then write in how many prospects you'd like to test with.
Recommendation: we recommend starting with 5 prospects
Advanced Testing
To run the workflow with a different user, like an Admin instead of a Sales rep, select 'Override owner' and then enter the email you'd like to test with.
Reminder: if you override the owner to test with a non-sales rep, you will need to remember to remove this prospect from the sequence and assign back to the right rep (depending on what actions are present in your workflow).
In order for testing into a sequence to be successful, the owner you are testing with must have an active license to use the SEP you're using or the workflow with fail due to not finding the user in your SEP.