Creating Lists & Playbooks from Salesforce Reports

In order to utilize FrontSpin's power dialer, you first need to create some Lists/Playbooks to call. A List by itself is a group (or bucket) of your target contacts to call. 

If you add a Playbook (or cadence) to your List, then you can have a series of planned phone, email or other steps to follow when going after those target contacts (e.g. Day 1 - Call, Day 2 - Automatic Email, etc.). 

Step 1: Create a Salesforce Report

The Salesforce report will be used to dynamically populate your List in FrontSpin.

Step 2: Create a new List/Playbook 

Lists and Playbooks are highly configurable. Watch this video to learn the basics. 

 

Remember: When configuring a Salesforce report, the first two default criteria (SHOW and DATE RANGE) must be set to ALL (e.g. Show ALL Leads and Date Range ALL Time). This is required by the API to see it correctly. If you leave it set to the defaults (e.g. Show MY Leads and Date Range CUSTOM), the list will not populate in FrontSpin and will show 0/0. 

You may then add in any specific criteria you want. For example, in the report below I am pulling all of the Open and Working leads.

Walkthrough 

Settings

  • List Name (enter any name you like)
  • List Priority (when dialing multiple lists, the dialer orders them by priority)
  • List Owner (the person to can edit and make changes to this list)
  • List Type (see: When to use Static Lists vs. Dynamic Lists)
  • List State (if paused, no emails can be sent from the list/playbook)
  • Assign List To (you can have one more more users assigned to a list)
    • User vs. Team (assign individual users or an entire team to a list)
    • List users are allowed to work only with leads/contacts they own (this is based on Salesforce ownership -- the user's FrontSpin username must match their Salesforce username)
    • List users are allowed to work only with contacts that belong to accounts they own (this is based on Salesforce ownership -- the user's FrontSpin username must match their Salesforce username)
  • List Sharing (if shared, users can access it from their Lists => Shared page
  • Playbook (if yes, enables the playbook tab)
  • Emails
    • Track opens for email steps in this playbook (this setting will override user settings)
    • Track clicks for email steps in this playbook (this setting will override user settings)
  • Automatic Emails (the user who will be sending emails from this list/playbook)
  • Tags (allows for easy segmentation and filtering of lists)

Entry Criteria

  • Conditions
    • List Type (choose leads or contacts to create a list from)
    • Filter Logic (what conditions must be true... AND, OR, AND/OR)
    • Filters (the specific criteria you want to create the report with)
    • Cross Filters (access criteria for another object associated with the lead/contact)
    • Limit Results to ___ Contacts (the maximum number of leads/contacts in the list)
  • SFC Report (choose a Salesforce report to power your list) 
  • No Entry Criteria (create an empty list)
  • Enable List Auto-Refresh (Make sure to enable this if your List Type is dynamic, it's the interval for re-running your entry criteria and dynamically updating your list... default is 60 minutes, fastest option is 15 minutes). 
  • Allow contacts to re-enter the list ___ days after completing the playbook if they still match with the entry criteria (Only use this if your list has a playbook attached, allows leads/contacts to reenter the list after a period of time, after completing the playbook)
  • Contacts that entered the list based on the entry criteria and were moved manually within the same list should still comply with the entry criteria (Make sure to enable this if your list has a playbook attached, if any leads/contacts are manually moved to another playbook step, they will still comply with the Entry Criteria... normally manual moves would supersede the Entry Criteria). 

Playbook

  • Name (enter any name you like)
  • Description (optional, enter any description you like)
  • Exit When (add specific rules on when to automatically remove someone from the list/playbook, this would be in addition to the main Entry Criteria)
  • Time Gap (the time the lead/contact must wait in this playbook step before they are available for the next action)
    • NOTE: Day and Business Day are literally 24 hours. Calendar Day and Business Calendar Day do not have to wait a full 24 hours, instead they are ready at the literal start of the next days (12:00 am, midnight). Best practice is to use Day and Business Day for email steps in your playbook (so that emails are mostly sent during normal business hours) and use Calendar Day and Business Calendar Day for phone steps in your playbook (so that calls can be made first thing in the morning).
  • Step # (choose the type of step to do... CALL, MANUAL EMAIL AUTOMATIC EMAIL or OTHER/SOCIAL)
  • Priority (when dialing this list, the dialer will call/email based on the priority of each playbook step)
  • Name (enter any name you like, e.g. "Day 1: Intro Call," "Day 2: Follow-up Email," etc.)
  • Schedule (apply a schedule, limiting what hours of the day or days of the week the action can be performed).
  • + ADD STEP (add another step to your playbook)

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