Outreach and follow-up tracking
Batch-draft personalized outreach from a contact list, then never lose track of who's gone quiet.
Copy this prompt to start your first task:
What is this workflow?
Outreach and follow-up tracking turns a contact list into personalized first-touch email drafts, then keeps watch on which threads have gone quiet. Given your contact list and outreach template, a teammate drafts a version per contact matched to their language and context, not one copy-pasted blast, and holds every draft for your review before anything sends. It also tracks outbound threads on a schedule and surfaces any that have gone unanswered past a set window with a real, specific follow-up tied to the original ask, not a generic "just checking in."
How to use this workflow
Hire an SDR
Open AI Teammates in the sidebar, click Hire AI Teammate, and pick the Key Account Strategist template. The default bio is generic cold outreach. Replace it on the Profile step so it knows this job is batch-drafting first-touch email and staying on top of who's gone quiet:
Confirm the name and click Create teammate. They land in their own channel, which is where you'll send everything below. More on hiring →
Connect Gmail and Notion
Gmail sends the drafted outreach through your existing inbox; Notion tracks contacts and outreach history as a living record. Connect Gmail →
Give it the list and the template
Copy this prompt and send it as-is:
Confirm the approval flow
Sending to an external recipient is a sensitive action, so it pauses for your approval by default — see Control for how that works. If you want drafts posted to the channel instead of queued as approval requests, say so in its instructions:
Automate the follow-up check
Instead of remembering who you've already nudged, open Automations in the sidebar and click Create via Chat. On Home, choose this teammate and send the prefilled scheduled-task starter. When the interview asks what to schedule, answer with the recurring job below:
Sending external email pauses for your approval by default: every drafted email, first-touch and follow-up alike, is held until you approve it, unless you tell the teammate to post drafts to the channel directly instead. Reading the contact list, drafting, and checking threads for no-reply windows all run on their own. See Control for the full boundary.
Tips for Better Results
| Tip | Description |
|---|---|
| Give the real contact list and template up front | The teammate matches each draft to that contact's language and context — a real list and template produce individualized drafts, not a blast. |
| Review every draft before it sends | Sending to an external recipient pauses for your approval by default, so nothing goes out until you say so. |
| Automate the no-reply check instead of tracking manually | An Automation can check outbound threads every morning and draft the follow-up itself, tied to the original ask. |
| Set the no-reply window you actually want | The teammate follows whatever window you give it, for example 7 days, so say exactly what counts as "gone quiet" for your outreach. |