Note
Access to this page requires authorization. You can try signing in or changing directories.
Access to this page requires authorization. You can try changing directories.
[This article is prerelease documentation and is subject to change.]
The Sales Qualification Agent generates outreach emails to engage prospects and qualify leads. As an administrator, you can personalize these emails to align with your organization's brand voice, outreach scenarios, and messaging preferences. Personalized outreach makes communication feel intentional and contextual rather than generic.
Important
- This is a preview feature.
- Preview features aren't meant for production use and may have restricted functionality. These features are available before an official release so that customers can get early access and provide feedback.
Use one of the following options for outreach email personalization:
- Use the default email personalization instructions that are designed to create effective cold outreach emails.
- Use the predefined example outreach scenarios and guidance to quickly set up personalization for common use cases such as event follow-up or trial ending outreach.
- Define your own custom outreach scenario and provide specific guidance on email content, tone, formatting, and more to tailor emails to your unique business needs and sales approach.
All email personalization settings are optional. If you don't configure any settings, the agent continues to generate outreach emails using the default instructions.
Default email instructions
The default email instructions are designed to create effective cold outreach emails with the following structure:
| Area | Guidance |
|---|---|
| Outreach Scenario | Pure cold outreach addressing a common industry challenge. Highlight a specific problem the prospect is likely facing and introduce our solution. |
| Subject Line | Keep under 6 words, use sentence case, and hint at the core value proposition. Do not use exclamation points. |
| Opening | Warmly acknowledge a recent company initiative or public activity. |
| Value Proposition | Briefly explain the value proposition using concise bullet points. Include social proof if relevant and available. |
| Tone and Voice | Warm, empathetic, and professional. Sound like a helpful resource or trusted advisor, not an aggressive vendor. Avoid all corporate jargon and urgency-driven sales tactics. |
| Call-to-Action | Ask directly for a short call or brief meeting. Offer a quick product demo as an alternative next step. |
What you can personalize
You can configure the following aspects of outreach emails generated by the Sales Qualification Agent:
| Area | What you can control |
|---|---|
| Outreach scenario | The purpose or goal of the email. For example, end of trial, event follow-up, re-engagement. |
| Call-to-action | The desired next step for the recipient. For example, book a meeting, request an introduction. |
| Subject line | A fixed suggestion or style recommendation for subject lines. |
| Tone and voice | Brand-aligned tone guidance, name-usage limits, and preferred terminology. |
| Brand language | Approved phrases, banned words, and voice guardrails. |
| Message length | Brevity targets and word count preferences. |
| Formatting | Bullet or paragraph style, paragraph length, and maximum bullet count |
When you provide custom guidance, the agent prioritizes your custom instructions, account research, and value proposition to drive personalization. Learn more in the Instructions for effective personalization section.
Use predefined example outreach scenarios and guidance
To help you get started with outreach email personalization, the agent settings include predefined example scenarios and guidance that you can select and use as-is. These examples cover common outreach scenarios such as event follow-up, trial ending outreach, and website visitor engagement.
In the Email instructions section, select the AI Personalization option.
In the Email guidance field, select the pencil icon to open the text editor.
In the Prompt drop-down, select an example outreach scenario that best matches your requirements. The agent uses the associated prompt to personalize outreach emails for leads that fit the scenario.
Define custom outreach scenario and personalization guidance
To create your own custom outreach scenario and personalization guidance, provide specific instructions in the email guidance field. You can control various aspects of the email content, style, and formatting to ensure that generated emails align with your brand voice and resonate with your target audience.
In the Email instructions section, select the AI Personalization option.
In the Email guidance field, select the pencil icon to open the text editor.
Select an example outreach scenario from the Prompt drop-down and edit the instructions. The scenario name changes to Custom in the drop-down. Learn how to provide effective personalization instructions.
Note
You can save only one custom outreach scenario. When you edit the instructions for a selected example scenario, it becomes a custom scenario. If you select another example scenario and edit it, the previous custom instructions will be overwritten. So make sure to save your custom instructions externally if you want to reuse or modify them later.
(Optional) Dynamically insert information into outreach emails using personalization tokens. Use one of the following options:
- Use the default personalization tokens. These tokens pull information from the lead record, account research, or agent settings to personalize email content.
- Add your own personalization tokens based on the fields in the
Leadtable. Learn how to add custom personalization tokens in the next step.
(Optional) To add custom personalization tokens, follow these steps:
In the Personalize email based on key fields from Lead section, select New field.
Select a text-based field from the
Leadtable and then select Add.In the Agent Instructions field, add a description for the field. You can provide guidance on how the agent should use the field in the Email guidance section. You can add up to 3 custom fields as personalization tokens.
Example personalization token usage:
Subject Line: "Casual, brief, and formatted as a question. (For example, "Still looking at [lead.subject]?" or "Still interested in [valueProposition]?")"
The outreach scenario is saved as a custom prompt that you can reuse or edit later.
Instructions for effective personalization
When providing custom instructions for outreach email personalization, consider the best practices in the following sections to ensure that the agent generates effective and relevant emails.
- Default personalization tokens
- Define the outreach scenario
- Define the call-to-action
- Provide subject line guidance
- Set tone and voice preferences
- Specify brand language guardrails
- Set message length and formatting preferences
Default personalization tokens
You can use personalization tokens in your email guidance to dynamically insert information into the generated emails. The following personalization tokens are available for use by default:
- From the lead record:
[lead.firstname][lead.lastname][lead.companyname][lead.subject][lead.industry][lead.city][lead.country]
Note
To use any other fields from the lead table, add them as custom personalization tokens.
- From the Sales Qualification Agent account research:
[accountResearch.accountoverview][accountResearch.accountnews]
- From the Sales Qualification Agent settings:
[sellerCompanyName][valueProposition][sellerCompanyWebsite]
Define the outreach scenario
Specify the purpose of outreach so that emails are tailored to the specific context and resonate more with recipients.
Include in your email guidance:
- The goal of the outreach. For example, "Follow up with prospects who attended our webinar last week".
- Re-engagement scenarios. For example, "Reach out to customers whose trial is ending in 14 days".
- Specific audience. For example, "Website visitors who downloaded our whitepaper".
The outreach scenario drives the opening of the email. For example, if the scenario is event follow-up, the agent might start the email by referencing the event and acknowledging the recipient's attendance.
Define the call-to-action
Define the next step you want the recipient to take after reading the email. Clear and specific calls-to-action improve response rates and help move leads through the sales funnel.
In your email guidance, specify:
- The call-to-action type. For example, "Reply to the email," "Book a meeting," or "Request an introduction".
- The level of assertiveness such as suggestive or action-oriented.
Provide subject line guidance
Guide how the agent crafts email subject lines to improve open rates. Subject lines should be concise, relevant, and engaging to encourage recipients to open the email.
In your email guidance, include:
- A specific subject line for the agent to use or closely follow.
- Style recommendations. For example, "Keep subject lines under 8 words and use curiosity-driven language".
Set tone and voice preferences
Provide descriptive guidance to ensure outreach emails reflect your company's brand voice and the seller's communication style.
In your email guidance, include:
- Tone guidance. For example, "Calm, commercially sharp, no overselling" or "Professional but approachable, avoid jargon".
- Name-usage limits. For example, "Don't repeat the company name more than once".
- Preferred terminology. For example, "Use 'solution' instead of 'product'".
Specify brand language guardrails
Define approved phrases and banned words to protect brand consistency across all outreach emails.
In your email guidance, list:
- Approved phrases that the agent should use when relevant. For example, your value proposition tagline or product names.
- Banned words or phrases that must not appear in outreach emails. For example, competitor names or outdated terminology.
Set message length and formatting preferences
Control the length and structure of outreach emails to improve readability and engagement.
In your email guidance, specify:
- Message length: Word count target. For example, 100–150 words.
- Format style: Preference for bullets, paragraphs, or a combination.
- Paragraph length: Brevity targets. For example, "No more than 3 sentences per paragraph".
- Maximum bullet count: Limit on bullet points per email.
These are preferences that guide the agent's output. The agent uses them as targets rather than rigid constraints.
Examples
The following examples show how you can configure outreach email personalization for common scenarios.
Example 1: Intent signals from website visits
Contoso wants to follow up with leads who visited their website. The web visit details are stored in the Description field of the lead record, and the email should tie the value proposition to the prospect's industry.
As Description isn't included in the default personalization tokens, they first add it as a custom personalization token along with a description of the signals it contains.
Configuration in the Email guidance field:
Outreach Scenario: Web visit follow-up. The prospect recently visited our website and showed interest in specific products or solutions.
Opening: Reference the prospect's recent web visit and their specific area of interest. Use signals from [lead.description] to make the opening relevant.
Value Proposition: Tie the value proposition to the prospect's industry ([lead.industry]). For example, if the industry is vehicle retail, highlight solutions relevant to automotive sales operations.
Tone and Voice: Warm and helpful. Do not be aggressive or pushy.
Call-to-Action: Keep it low friction. Invite the prospect to reply with a short note rather than asking for a formal meeting.
Result: The generated email acknowledges the web visit and the specific product interest from the description field. The value proposition is tied to the lead's industry, and the CTA invites a simple, low-friction reply.
Example 2: Conditional personalization based on industry
Contoso wants to offer different promotional discounts depending on the lead's industry. They use conditional instructions in the email guidance to achieve this.
Configuration in the Email guidance field:
Outreach Scenario: Web visit follow-up with an industry-specific promotional offer.
Messaging Guidance: Apply conditionally based on [lead.industry]:
- Manufacturing: Highlight a 30% discount on the annual subscription.
- Retail: Highlight a 15% discount on the annual subscription.
- Vehicle Retail: Highlight a 50% discount on the annual subscription.
- All other industries: Highlight operational efficiency gains without mentioning a specific discount.
Opening: Reference the prospect's recent web visit.
Tone and Voice: Confident and commercially sharp.
Call-to-Action: Invite the prospect to learn more about the offer by replying to the email.
Result: The generated email reflects the correct promotional offer based on the lead's industry. For example, a lead in the vehicle retail industry receives an email mentioning a 50% discount, while a manufacturing lead sees the 30% discount messaging.