Step by step guide to create and to launch your first Sequence

6 min read - updated few hours ago


In order to setup and launch a Sequence in Revenue Grid, first you need to create an empty Sequence, then add recipients and Steps to it, and finally Activate it.

Create a new Sequence

Follow these steps to create a new Sequence.

  1. Go to Sequences page through the left-hand side navigational bar

  2. Click button in the top right-hand corner

  3. Fill out the form

a) Name your sequence

b) Sharing the sequence

• Private to owner - the sequence will be visible only to you

• Others can only see it - visible to everyone in your company. Your colleagues can view Steps, Statistics, Settings of the Sequence, clone it. Though they cannot edit list recipients of your sequence

• Others can see and use it - all users have full access to your Sequence including adding/editing recipients

Note

Admin level users always have full access to all Sequences

c) Schedule defines a time frame within which you want your outreaches to get sent out. You can create a custom schedules to fit into any imaginable timing.

d) Email are being sent on behalf of - it may be: you as an owner of a sequence; an owner of a recipient listed in Salesforce; or a delegator (who has authorized you to run his/her Sequences, and to handle associated items on the Engagement Planner. Read more about delegation of tasks here.)

Important

This selection is always enabled for Admin level users. Whereas for regular users it's enabled only if Admin-level setting called "Allow access to prospects, owned by the other users" is on

Important

You cannot change this setting after a Sequence has been activated

Send on behalf of the sequence owner setting -

• all emails will be sent from your mailbox with your signature and unsubscribe text
• all related to-do items will appear on your Engagement Planner page
• all prospects' replies/auto-replies will appear in your mailbox

Send on behalf of the prospect owner setting -

• all emails will be sent out from prospect’s owner (listed in Salesforce) mailbox with the owner's signature and unsubscribe text
• all related to-do items will appear on the prospect owner’s Engagement Planner
• all prospects’ replies/auto-replies will appear in prospect owner’s mailbox
(in case if an ownership changes in Salesforce, a new to-do item labeled as “Review owner change” will appear on prospect’s previous owner’s To-do tab on the Engagement Planner)

e) When the "Create Salesforce Lead view and campaign" checkbox is selected, there will be a view and a campaign created in Salesforce automatically. The name of the view and the campaign will be identical to the Sequence's name. The view will be linked with the Sequence, and recipients who get added to the view will be down-synced to the list of recipients of the Sequence seamlessly. Once such Sequence is created, you won't be able to add recipients to it on the Recipients tab manually. The only channel through which recipients get into the Sequence is via the automatically created Salesforce view.

Extra step on the Salesforce side: Once such sequence is created, you will find a new campaign and view in Salesforce. Now you have to go to the Leads tab, click on the newly created View, and set the newly created campaign to the "Filter by Campaign name" field; then remove the pre-defined "REMOVE_THIS_FILTER" filter.

  1. Click and your sequence is ready. Next you should add recipients, create steps and then you may activate it

Adding recipients to a Sequence

In order to add recipients to a sequence, please go to Recipients tab.

1. Click button in the top right-hand corner

2. In the appeared drop-down menu, choose where do you want to pull recipients from:

• Salesforce views - follow the dialog box and import all the prospects within a certain Salesforce List view

Note

Select the "Auto-sync selected views every hour" checkbox so Revenue Grid checks the chosen Salesforce view for new contacts/leads and if any, then pulls them into the Sequence seamlessly. The newly added contacts/leads will be engaged starting from Step 1.

In order to turn automatic updating list of recipients off, go to settings of your sequence and control it in "Automatically updated views" section.

• Salesforce records - follow the dialog box and handpick recipients

• Existing prospects - from Revenue Grid's Audience page, from among those who have been imported from Salesforce earlier

• Add new recipient - a punched into a single-recipient-form, when you need to add a prospect quickly and directly to Revenue Grid.

• CSV - import prospects from an uploaded file from your computer. Refer to this article describing that step by step

Hint

You may always add more recipients later even after activating a sequence. Those recipients who get added later will be reached out according to sequence's schedule starting from the 1st step of the Sequence, no matter on what steps other recipients are at that moment.


Adding and editing Steps to/of a Sequence

Whether to an empty or to an existing sequence, adding Steps is very easy and straightforward.

1. On the Overview tab, click in the top right-hand corner

2. In the appeared prompt, choose type of a step. It may be an email, a phone call, a text message or miscellaneous type of a step

3. Schedule idle section with "Days" and "Hours" fields. Here you choose how long you want a step which is being added to wait after the previous step gets executed.

4. Click Next to start building your Steps

Depending on what type of a step you choose, you have slightly different editors:


Email type of a step

1. Choose Type in the drop-down. It can be New thread or Reply

2. Templates drop-down to choose one of pre-made templates

3. CC field to add emails to send copies of an email to additional people. Each of the following steps inherits CC recipients automatically.

4. Subject of your email

5. Sophisticated editor where you type body of your email. It has powerful toolbar to customize you message. Along with standard editing tools some are exceptionally valuable:

Preview is to eyeball how your recipients will see your email. Note that once you click on Preview, you will also need to choose a recipient in the “To:” field. If you haven’t added recipients to the sequence yet, then “To:” field will show John Doe as a placeholder.

Send me a test email

When in Preview mode, Send me a test email button will appear on the right side from to send the message to your email address just to see how it will look for your recipient


Merge field is powerful tool to personalize you message, to add signatures and unsubscribe links and much more. Refer to an article dedicated to capabilities of merge field

{{Auto inserted Signature}} merge field tag

Keep in mind that based on selected preferences of auto-adding a signature to sequence emails in signature settings, you may see a special tag, {{Auto inserted Signature}}, in the email editor when creating or editing an email type of a step.

Source code is where you can paste HTML type of an email. Use third party HTML email builders to put together an email which would catch attention, then paste the exported HTML code to source code window.
Besides, you can add links, paste inline images from clipboard or from a link, and add attachments (supported file types are: pdf, doc, docx, xls, xlsx, ppt, pptx, csv, txt, rtf, ods, odt, html, zip, 7z, rar, mp3, mp4, wma, mpg, flv, avi, jpg, jpeg, png, gif, epub, fb2)

6. Review and personalize this step checkbox controls if you want to review an email manually before it gets sent out. If you select this checkbox, then when each of recipients reaches this step according to Sequence's schedule, you get to-do item per each recipient on the Engagement Planner's To-do tab where you can Send as planned, Send now or Reschedule

7. Schedule idle with Days and Hours fields. Here you choose how long you want a step which is being added to wait after a previous step completes.

8. At last, click Add step, with or without extra feature - saving the step to the list of Templates for future reuse. In case if you had built the step based on a template, then you'll also have an option not only add the step, but also update the template.




Phone Call type of a step

When it comes to Phone call type of a step, here is what you have to remember:

1. Call script template drop-down allows you to choose a template script from the same list of templates

2. Subject mostly for your own use

3. Toolbar to type and customize your phone call script. Along with standard editing tools, you have exceptionally valuable *Merge field*, a powerful tool to personalize you message, to add signatures and unsubscribe links and much more. Refer to an article dedicated to capabilities of merge field. Also you can add links, paste inline images from clipboard or from a link

4. Schedule idle - here you choose how long you want a step which is being added to wait after a previous step completes

5. At last, click Add step, with or without extra feature - saving the step to the list of Templates for future reuse. In case if you had built the step based on a template, then you'll also have an option not only add the step, but also update the template.



SMS type of a step

1. SMS template drop-down allows you to choose a template from the same list of templates

2. Text editor for you to type your message

3. Review and personalize this step checkbox controls if you want to review an SMS manually before it gets sent out. If you select this checkbox, then when each of the recipient reaches this step according to Sequence’s schedule, you get a separate To-do items per each recipient on the Engagement Planner’s To-do tab, where you can Send as planned, Send now, Reschedule, Skip, Mute etc.

4. “Schedule idle” with “Days” and “Hours” fields. Here you choose how long you want a step which is being added to wait after a previous step completes

5. At last, click Add step, with or without extra feature - saving the step to the list of Templates for future reuse. In case if you had built the step based on a template, then you’ll also have an option not only add the step, but also update the template.

Check SMS sending settings

In order to be able to use SMS type of steps:
1. Your company should have a Twilio account
2. Your Admins should connect Twilio account to Revenue Grid in corresponding settings
3. You should go to Settings→Account sub-tab and choose a number from SMS sender ID drop-down. This number will be reserved only for SMS type of steps ran by you.


Misc. type of a step

1. Subject mostly for your own use.

2. Sophisticated editor where you type body of your email. It has powerful toolbar to customize you message. Along with standard editing tools some are exceptionally valuable:

Merge field is powerful tool to personalize you message, to add signatures and unsubscribe links and much more. Refer to an article dedicated to capabilities of merge field. Besides, you can add links, paste inline images from clipboard or from a link

3. “Schedule idle” with “Days” and “Hours” fields. Here you choose how long you want a step which is being added to wait after a previous step completes.

4. At last, click Add step, with or without extra feature - saving the step to the list of Templates for future reuse. In case if you had built the step based on a template, then you’ll also have an option not only add the step, but also update the template.

Note

Once a Misc. type of a step gets processed on the Engagement Planner, the action gets logged to SFDC as a completed task.


Activate the Sequence

And finally, once you finish adding steps, it’s time to activate your Sequence. Go to Overview tab and switch the toggle in the top right-hand corner.




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