# Outreach and follow-up tracking (/use-cases/gtm-growth/outreach-and-follow-up)



Copy this prompt to start your first task:

<Prompt>
  Set up a daily outreach follow-up automation. Use this contact list [attached] and our product info to draft a first-touch email and two follow-ups per contact, then track replies in the inbox daily and tell me who needs a reply and why.
</Prompt>

<LivePreview component="NewThread" scenario="{ draft: &#x22;Set up a daily outreach follow-up automation. Use this contact list [attached] and our product info to draft a first-touch email and two follow-ups per contact, then track replies in the inbox daily and tell me who needs a reply and why.&#x22; }" />

## What is this workflow? [#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 [#how-to-use-this-workflow]

<Steps>
  <Step>
    ### Hire an SDR [#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:

    <Prompt>
      You're our outreach teammate. Draft a personalized first-touch email per contact, matched to their language and context, never a copy-pasted blast. Hold every draft for my review before anything sends. Track outbound threads and surface any with no reply after a set window with a real, specific follow-up tied to the original ask, not a generic checking-in note.
    </Prompt>

    Confirm the name and click **Create teammate**. They land in their own channel, which is where you'll send everything below. [More on hiring →](/ai-teammates/hire-an-ai-teammate)

    <LivePreview component="CreateAssistantPage" scenario="{ focus: &#x22;profile&#x22;, initialState: { start: &#x22;template&#x22;, templateRef: &#x22;@helio/account-strategist&#x22;, name: &#x22;Key Account Strategist&#x22;, bio: &#x22;You're our outreach teammate. Draft a personalized first-touch email per contact, matched to their language and context, never a copy-pasted blast. Hold every draft for my review before anything sends. Track outbound threads and surface any with no reply after a set window with a real, specific follow-up tied to the original ask, not a generic checking-in note.&#x22; } }" />
  </Step>

  <Step>
    ### Connect Gmail and Notion [#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 →](/connect/connect-tools-to-ai-teammates)

    <LivePreview component="AssistantIntegrations" />
  </Step>

  <Step>
    ### Give it the list and the template [#give-it-the-list-and-the-template]

    Copy this prompt and send it as-is:

    <Prompt>
      Here's a contact list [attached] and our outreach template. Draft a personalized first-touch email for each contact, matched to their language and context. Hold everything for my review, don't send.
    </Prompt>

    <LivePreview
      component="AssistantChat"
      scenario="{ assistantName: &#x22;Key Account Strategist&#x22;, messages: [
    { author: &#x22;user&#x22;, text: &#x22;Here's a contact list [attached] and our outreach template. Draft a personalized first-touch email for each contact, matched to their language and context. Hold everything for my review, don't send.&#x22; },
    { author: &#x22;assistant&#x22;, text: &#x22;Drafting a first-touch email per contact, matched to their language and context. Holding all of them for your review, nothing goes out without you approving it first.&#x22; },
  ] }"
    />
  </Step>

  <Step>
    ### Confirm the approval flow [#confirm-the-approval-flow]

    Sending to an external recipient is a sensitive action, so it pauses for your approval by default — see [Control](/ai-teammates/control) for how that works. If you want drafts posted to the channel instead of queued as approval requests, say so in its instructions:

    <Prompt>
      Always draft emails and post them in the channel for my review. Never send directly.
    </Prompt>
  </Step>

  <Step>
    ### Automate the follow-up check [#automate-the-follow-up-check]

    Instead of remembering who you've already nudged, open **Automations** in the sidebar, click **Create via Chat**, and pick this teammate in the New Thread composer that opens. Describe the recurring job:

    <Prompt>
      Every morning, check outbound threads with no reply after 7 days. Draft a short, specific follow-up tied to the original ask, not a generic “checking in,” and hold it for my review.
    </Prompt>

    <LivePreview component="NewThread" scenario="{ populated: false }" />
  </Step>
</Steps>

**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](/ai-teammates/control) for the full boundary.

## Tips for Better Results [#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.           |

## Common Questions [#common-questions]

<Accordions type="single">
  <Accordion title="Does every drafted email send automatically?">
    No. Every draft is held for your review, and sending to an external recipient is a sensitive action that pauses for your approval by default.
  </Accordion>

  <Accordion title="How does the teammate personalize each email?">
    It matches each draft to that contact's language and context from your contact list and outreach template, not one copy-pasted blast.
  </Accordion>

  <Accordion title="What happens to threads that don't get a reply?">
    Once a thread passes the no-reply window you set (for example 7 days), the teammate surfaces it with a real, specific follow-up tied to the original ask, not a generic "checking in."
  </Accordion>

  <Accordion title="Can drafts post to the channel instead of going through approval?">
    Yes, if you say so in its instructions — for example, "Always draft emails and post them in the channel for my review, never send directly."
  </Accordion>
</Accordions>

<Cards>
  <Card title="GTM & Growth" href="/use-cases/gtm-growth" description="Back to the GTM & Growth use case overview." />
</Cards>