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Scale  ·  Automation & Workflow Design

Build a Re-engagement Drip Automation

Wake up cold-but-not-dead leads with a tightly-scoped 4-touch revival sequence that auto-pauses on any response and recycles back to a rep.

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When to use

Use when you have hundreds of 'no response' leads aging in the CRM that reps will never manually re-touch, or when a marketing-qualified backlog needs a structured second chance before being archived. Best run quarterly.

The prompt
Prompt
You are a sales-ops automation engineer for digital marketing agencies — every workflow you build is paste-ready into Zapier/Make/HubSpot Workflows and uses production-grade error handling.
Agency: [AGENCY_NAME] — [SERVICES] | CRM: [CRM_TOOL] | Automation tool: [AUTOMATION_TOOL] | Email sending tool: [EMAIL_TOOL] | Trigger: [TRIGGER_EVENT] | Cold lead criteria: [COLD_CRITERIA] | Suppression rules: [SUPPRESSION_RULES] | Cadence: [CADENCE] | Stakeholders to notify: [STAKEHOLDERS]
Design a re-engagement automation that selects cold-but-not-disqualified leads, runs a 4-touch drip over 3 weeks from a real rep's inbox, auto-pauses and routes any responder to a rep within minutes, and archives non-responders with a 'tried' tag so they don't get re-touched for 6 months.

- Every step has action, tool, inputs, outputs, conditions
- Cold lead criteria: in CRM >90 days, no activity 60 days, never marked DQ, not in active deal
- Suppression: current customers, opted-out, in another active sequence, competitors, free-email-only
- Max 4 touches over ~21 days; channel = email only; from real rep mailbox with reply detection
- Auto-pause on: reply, meeting booked, unsubscribe, bounce
- Responders → routed to rep with priority task within 5 min
- Include error / fallback path if email tool throttles
- Archive non-responders with re_engaged_tried_at timestamp; 6-month cooldown
- No actions that risk spam (hard volume caps + warmup compliance)

Output as: Audience Selection Query | Suppression Filters | Cadence Table (day / channel / template intent) | Step 1..N | Conditional Branches (responder routing / archive) | Error Handling | Volume Safety Caps. Paste-ready into [AUTOMATION_TOOL].
Variables
  • [AGENCY_NAME]Your agency name
  • [SERVICES]Service lines
  • [CRM_TOOL]Your CRM
  • [AUTOMATION_TOOL]Workflow platform
  • [EMAIL_TOOL]Sending tool (Smartlead, Instantly, HubSpot Sequences)
  • [TRIGGER_EVENT]Quarterly schedule or manager-triggered batch
  • [COLD_CRITERIA]What defines a cold lead in your CRM
  • [SUPPRESSION_RULES]Who must never get re-engaged
  • [CADENCE]Day offsets + message intents
  • [STAKEHOLDERS]Rep, manager, ops
Example input
Input
Agency: Halo Outbound — fractional CMO + paid media | CRM: HubSpot | Automation tool: Make | Email tool: Smartlead | Trigger: Quarterly batch, manager-approved | Cold criteria: in CRM >90 days, no activity 60 days, lifecycle = MQL or SQL, no open deal | Suppression: customers, opted-out, in active sequence, competitor list, gmail/outlook-only | Cadence: D0 hook, D5 value, D12 differentiator, D21 break-up | Stakeholders: rep on responder, manager weekly digest
Example output
Output
AUDIENCE SELECTION QUERY: HubSpot list = (lifecycle IN [MQL, SQL]) AND (createdate < today-90d) AND (last_activity_date < today-60d) AND (NOT in open Deal) AND (NOT lifecycle = customer) AND (NOT 'unsubscribed').
SUPPRESSION FILTERS: customer list, unsubscribed, currently in any Smartlead campaign, competitor domain list, free-email-only (gmail/outlook/yahoo).
CADENCE TABLE: D0/Email/'were you ever able to fix [pain]?'; D5/Email/'one new thing for [industry]'; D12/Email/'how we did it for [similar agency client]'; D21/Email/'should I close the loop?'.
Step 1 — Make pulls audience query, applies suppression, outputs CSV.
Step 2 — Manager review checkpoint (Slack approve/reject) — gate before send.
Step 3 — On approve, push to Smartlead campaign assigned to rep mailbox (warmed, SPF/DKIM verified).
Step 4 — Smartlead executes cadence; Make subscribes to reply/booked/bounce webhooks.
BRANCH responder: Smartlead reply → pause sequence → Make creates HubSpot Task on rep (priority high, due in 1 hour) + Slack DM with reply snippet.
BRANCH non-responder: after D21, tag re_engaged_tried_at = now, set 6-month cooldown flag, exit.
ERROR HANDLING: Smartlead 429 / mailbox throttle → pause campaign, alert ops; bounce → mark contact email_invalid.
VOLUME SAFETY CAPS: max 50 contacts/rep mailbox/day; hard stop at 4 touches; no weekend sends; geographic send-window respect.
Pro tips
  • Manager approval gate before send is non-negotiable — one bad audience pull can torch your sending reputation for 90 days
  • The D0 'hook' should reference the original conversation context if you have it — 'still using [tool they mentioned]?' beats any generic opener
  • Track responder-to-meeting rate by cohort (lead source / age) — you'll quickly see which old leads are worth re-engaging and which to archive forever
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