Cold / New LeadsEasyMedium Impact

OOO Welcome Back

Generate and warm net-new demand

Sales Stage

Pre-Sales

Difficulty

Easy

Impact

Medium

Channels

Overview

Don’t miss any opportunity to build rapport in the sales process. If a prospect’s out-of-office reply comes back from a drip campaign you’re running, set up a timely response with a welcome back message. Using automation, drop any out-of-office leads into a separate sequence before resuming your drip campaign. The new sequence schedules a short, cheery welcome back email two days after the lead is scheduled to return to the office. Reps should immediately call once the lead opens the welcome back message.

Key Features

CRM SyncCopilotABM Audiences

Data Types

Contact Data

Triggers

Identify out of office (OOO) replies from email and associated date of return

Actions

Start play upon return to office date if specified (otherwise wait 7 days)
Send records to your CRM
Assign to a Account Owner
Enroll in OOO Welcome Back Campaign

Default Natural Language Configuration

Search the select record type CDP for select data source then wait until select engagement then wait a period of time

Standard Operating Procedure

1. Configure OOO Detection

Set up email monitoring system to identify out-of-office replies
Implement logic to extract return date from OOO messages

2. Pause Active Campaigns

Automatically pause outreach sequences for contacts with OOO replies
Store original campaign information for later resumption

3. Create Welcome Back Sequence

Design a short, friendly "welcome back" email template
Set up automation to send this email 2 business days after return date

4. Schedule Campaign Resumption

If return date is specified, schedule campaign restart for that date
If no date specified, set default pause of 7 days

5. CRM Integration

Update contact records in CRM with OOO status and return date
Assign contacts to appropriate Account Owner

6. Re-engagement Process

Trigger welcome back email send on scheduled date
Alert sales reps to make follow-up call upon email open

7. Multi-Channel Follow-up

Implement coordinated outreach across email, phone, and text
Tailor messaging to acknowledge recipient's recent absence

8. Campaign Continuation

Resume original outreach sequence after welcome back touchpoints
Adjust timing of subsequent touches based on engagement

9. Performance Tracking

Monitor open rates and responses to welcome back messages
Compare conversion rates of OOO contacts vs. regular campaign

10. Continuous Refinement

Regularly review and optimize welcome back messaging
Adjust timing and channels based on performance data

Yield Model

Yield in $ Formula

Potential Yield = (LV * CR / 100) * ADS

Key Drivers

Conversion Rate (CR)Average Deal Size (ADS)Lead Volume (LV)

Driver Definitions

Conversion Rate (CR) This metric indicates the proportion of leads that convert into customers. A higher conversion rate suggests a more effective engagement and follow-up strategy.

Average Deal Size (ADS) This refers to the average revenue generated from each successful deal. Maximizing the average deal size is essential for increasing overall revenue, especially when the number of conversions is limited.

Lead Volume (LV) This is the total number of leads available. A higher lead volume provides a larger pool from which potential customers can be nurtured and converted.

AI Agent Prompt Template

I. Prompt Instructions - Overview

This email targets contacts who have recently returned from being out of office (OOO). The goal is to welcome them back, re-engage them in the sales process, and potentially schedule a meeting or follow-up conversation.

II. Information Included

The email will include personalized information between <context></context> for proper dynamic insertion:

Company Information: Insight into the prospect's company, including identified pain points and behavior from engagement history.
Signals & Behavior: Details on the account's engagement history and recent intent signals.
Account History: Includes documented CRM account history along with a complete history of conversation data recorded via Chorus Conversational Intelligence.
Contact Information: A group of five contacts across the buying committee, including the contact's role, persona information, and other details to personalize the email.
Content Library: Relevant content, such as upcoming webinars, whitepapers, or downloadable content that can be included as part of the follow-up.
Messaging: A comprehensive messaging library that addresses persona-specific and segment-specific pain points, delivering tailored content that aligns with the account's segment and the contact's role, making the outreach more relevant and impactful.
Copilot AI Account Summary: A summary that merges ZoomInfo data, customer CRM data, email communications, and call recordings, offering a clear overview of the account's pain points and strategic goals, along with actionable next steps.

III. Email Structure

<email> <subject>Welcome back, {{Contact.FirstName}} - Let's catch up</subject> <body> Hi {{Contact.FirstName}}, I hope you had a great time away from the office! As you're settling back in, I wanted to touch base and see if we could pick up where we left off regarding {{CompanyName}}'s {{specific pain point or solution}}. While you were away, we've had some exciting developments that I think could be particularly relevant to your goals: <ul> <li>{{ContentLibrary.RelevantUpdate1}}</li> <li>{{ContentLibrary.RelevantUpdate2}}</li> </ul> I'd love to schedule a quick call to catch you up and explore how these new developments might benefit {{CompanyName}}. How does your calendar look this week or next? Looking forward to reconnecting! Best regards, {{Sender.Name}} {{Sender.Title}}, {{Sender.Company}} {{Sender.ContactDetails}} </body> </email>

IV. Context

<context> <Company Information> **`{{Company Information}}`** </Company Information> --- <Signals & Behavior> **`{{Signals & Behavior}}`** </Signals & Behavior> --- <Account History> **`{{Account History}}`** </Account History> --- <Contact Information> **`{{Contact Information}}`** </Contact Information> --- <Content Library> **`{{Content Library}}`** </Content Library> --- <Messaging> `{{Messaging}}` </Messaging> --- <Copilot AI Account Summary> **`{{Copilot AI Account Summary}}`** </Copilot AI Account Summary> </context>

V. Optimizations

Subject Line Personalization: Use the contact's first name and a friendly, welcoming tone.
Engaging Opening: Acknowledge their return and express interest in reconnecting.
Value-Driven Content: Highlight relevant updates or developments that occurred during their absence.
Call to Action: Propose a specific next step, such as scheduling a call or meeting.
Polished Close: Keep the tone friendly and forward-looking to encourage re-engagement.

Merge Tokens Used

{{Contact.FirstName}}{{CompanyName}}{{ContentLibrary.RelevantUpdate}}{{Sender.Name}}{{Sender.Title}}{{Sender.Company}}{{Sender.ContactDetails}}

Play Description for LLM

<play> **PLAY NAME** OOO Welcome Back --- **🔁 Triggers** - Identify out of office (OOO) replies from email and associated date of return --- **⚡️ Actions** - Start play upon return to office date if specified (otherwise wait 7 days) - Send records to your CRM - Assign to a Account Owner - Enroll in OOO Welcome Back Campaign --- **✅ Goal / Problem to Solve** ✅ Cold / New Leads --- **➡️ Channels** ✉️ Email, 💬 Text, 📞 Phone --- **✏️ Summary** Don’t miss any opportunity to build rapport in the sales process. If a prospect’s out-of-office reply comes back from a drip campaign you’re running, set up a timely response with a welcome back message. Using automation, drop any out-of-office leads into a separate sequence before resuming your drip campaign. The new sequence schedules a short, cheery welcome back email two days after the lead is scheduled to return to the office. Reps should immediately call once the lead opens the welcome back message. --- **✏️ Default Natural Language** Search the **select record type** CDP for **select data source** then wait until **select engagement** then wait **a period of time** --- **Explainer-Video-Script** How do you re-engage a prospect who was out of office? It’s easy with the Out of Office Welcome Back play! Who doesn’t love a vacation? No one! Except for your perfectly crafted, tuned-to-the-minute sales campaign. Getting an out-of-the-office reply mid-campaign can throw a wrench in your plans. But, with this play, you can identify out-of-office replies and automatically put a pause to your campaign. Enroll them in a separate campaign that automatically sends a short and cheery welcome back email two days after their return date and then resume the original campaign. This allows you to stay top of mind without cluttering their inbox while they’re away. Pro-tip, assign a rep to give them a call right after they open your welcome back email to get them fully re-engaged. --- **🏷Features)** CRM Sync, Copilot, ABM Audiences --- **🏷️ZoomInfo Data Types)** Contact Data --- **📁 Sales Stage** Pre-Sales --- **🚦 Difficulty** 🟢 - Easy --- **🧪Standard Operating Procedure (SOP)** ## 1. Configure OOO Detection - Set up email monitoring system to identify out-of-office replies - Implement logic to extract return date from OOO messages ## 2. Pause Active Campaigns - Automatically pause outreach sequences for contacts with OOO replies - Store original campaign information for later resumption ## 3. Create Welcome Back Sequence - Design a short, friendly "welcome back" email template - Set up automation to send this email 2 business days after return date ## 4. Schedule Campaign Resumption - If return date is specified, schedule campaign restart for that date - If no date specified, set default pause of 7 days ## 5. CRM Integration - Update contact records in CRM with OOO status and return date - Assign contacts to appropriate Account Owner ## 6. Re-engagement Process - Trigger welcome back email send on scheduled date - Alert sales reps to make follow-up call upon email open ## 7. Multi-Channel Follow-up - Implement coordinated outreach across email, phone, and text - Tailor messaging to acknowledge recipient's recent absence ## 8. Campaign Continuation - Resume original outreach sequence after welcome back touchpoints - Adjust timing of subsequent touches based on engagement ## 9. Performance Tracking - Monitor open rates and responses to welcome back messages - Compare conversion rates of OOO contacts vs. regular campaign ## 10. Continuous Refinement - Regularly review and optimize welcome back messaging - Adjust timing and channels based on performance data --- **🪙 RAG Inputs Used (Broad)** Company Information, Signals & Behavior, Account Data, Contact Information, Content Library, Messaging, Copilot AI Account Summary --- **🪙 Email tokens Used** Contact.FirstName, CompanyName, ContentLibrary.RelevantUpdate, Sender.Name, Sender.Title, Sender.Company, Sender.ContactDetails --- **🟨 Yield in $ Formula** Potential Yield = (LV * CR / 100) * ADS --- **🟨 Yield Key Drivers** Conversion Rate (CR), Average Deal Size (ADS), Lead Volume (LV) --- **🟨 Yield Driver Definitions** Conversion Rate (CR) This metric indicates the proportion of leads that convert into customers. A higher conversion rate suggests a more effective engagement and follow-up strategy. Average Deal Size (ADS) This refers to the average revenue generated from each successful deal. Maximizing the average deal size is essential for increasing overall revenue, especially when the number of conversions is limited. Lead Volume (LV) This is the total number of leads available. A higher lead volume provides a larger pool from which potential customers can be nurtured and converted. --- </play>