Send AI Email to Your SEP

Overview

This guide will help you set up the Pocus AI Message workflow to automatically insert AI-generated, personalized messages into your sales engagement platform (SEP) sequences. The workflow allows Pocus to:

1. Generate personalized messages using your internal data and external research
2. Automatically insert these messages into the first manual email step of your SEP sequences
3. Streamline your outbound prospecting with relevant, contextualized outreach

Workflow Types

There are two main setup workflows depending on your SEP tool:

Type 1: SEP Tools with Native Person Objects

Tools: Outreach, SalesLoft, Apollo

• These tools have their own contact/prospect database
• Custom fields are created directly in the SEP tool
• No CRM field creation required

Type 2: CRM-Dependent SEP Tools

Tools: Gong Engage, Groove

• These tools read contact data directly from your CRM
• Custom fields must be created in your CRM first
• Fields then need to be enabled as variables in the SEP tool

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Setup Instructions

Type 1 Setup: SEP Tools with Native Person Objects

For Outreach

Step 1: Create Custom Field in Outreach

1. Log in to Outreach as an Admin
2. Click Administration (Gear Icon) → Records → Prospects
3. Click Fields Configuration tab → Add Configuration
4. Select any unused Custom Field (e.g., Custom FIeld 3)
5. Fill in the field details:
   • Label: Pocus AI Message Body
   • Type: Text
   • Required: No
6. Click Add

Step 2: Capture API Name

• After creating the field, note the API name displayed under the field label
• Outreach custom fields follow the format: custom## (e.g., custom22, custom47)
• Send the custom field number to your Pocus team

Step 3: Create Sequence with Variable

1. Go to Sequences → Create New Sequence
2. Add your sequence steps as normal, starting with a manual email step
3. In the first manual email step, insert the variable:
   • Click Insert Variable
   • Select your custom field: Pocus AI Message Body
   • Position it where you want the AI message to appear

Reference: Outreach Custom Fields Documentation

For SalesLoft

Step 1: Create Custom Field in SalesLoft

1. Navigate to Settings → Object & Field Configuration → Person Fields
2. Click + Create Custom Field
3. Fill in the field details:
   • SalesLoft Field Name: Pocus AI Message Body
   • Field Type: Text
4. Click Save

Step 3: Create Cadence with Variable

1. Go to Cadences → Create New Cadence
2. Add your cadence steps as normal, starting with a manual email step
3. In the first manual email step, insert the dynamic tag:
   • Click Dynamic Tags
   • Select Person → Pocus AI Message Body

Reference: SalesLoft Field Configuration Documentation

For Apollo

Step 1: Create Custom Field

1. Go to Data management > Objects, fields, stages > Contact fields & stages > Fields
2. Click Add Field
3. Configure:
   • Field Name: Pocus AI Message Body
   • Field Type: Multi-line text
   • Maximum Character Count: 1000
   • Save Field As: Global Custom Field
4. Save the field

Step 2: Create Sequence with Variable

1. Go to Sequences → Create New Sequence
2. Add your sequence steps as normal, starting with a manual email step
3. In the first manual email step, insert the variable:
   • Click Dynamic Vairbales
   • Select your custom field: Pocus AI Message Body
   • Position it where you want the AI message to appear

Reference: Apollo Field Configuration Documentation

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Type 2 Setup: CRM-Dependent SEP Tools

For Gong Engage

Step 1: Create Field in Your CRM

If using Salesforce:

1. Go to Setup → Object Manager → Contact (or Lead)
2. Click Fields & Relationships → New
3. Select Text Area field type → Next
4. Configure field:
   • Field Label: Pocus AI Message Body
   • Length: 32,768 characters (Long Text Area)
   • Field Name: This will auto-populate as Pocus_AI_Message_Body
   • API Name: Will be Pocus_AI_Message_Body__c
5. Set field-level security and page layouts as needed
6. Save

If using HubSpot:

1. Go to Settings → Properties → Contact Properties
2. Click Create Property
3. Configure:
   • Label: Pocus AI Message Body
   • Internal Name: pocus_ai_message_body
   • Field Type: Multi-line text
4. Save

Step 2: Enable as Variable in Gong Engage

1. In Gong, go to Admin Center → Settings → Engage CRM Setup
2. Navigate to CRM Fields section
3. Find your newly created field in the imported fields list
4. Click Create Variable next to the Pocus AI Message Body field
5. The field will now be available as a variable in email templates and flows

Step 3: Use in Flow Email Templates

1. Go to Engage → Flows → Create or edit a flow
2. Add an email step
3. In the email composer, click Add Variable
4. Select Contact (or Lead) → Pocus AI Message Body

References:

• Gong Custom CRM Fields Setup
• Gong Variables Documentation

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API Name Reference

When configuring Pocus, you'll need to provide the exact API name for the custom field you created:

Salesforce Format

• Standard Format: Field_Name__c
• Example: Pocus_AI_Message_Body__c

Outreach Format

• Format: custom## (where ## is the field number)
• Example: custom22, custom47
• Note: The number is assigned automatically when you create the field

SalesLoft Format

• Format: Usually matches the field name you set
• Example: Pocus_AI_Message_Body or similar

HubSpot Format

• Format: Internal name you specify
• Example: pocus_ai_message_body

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Final Configuration in Pocus

Once you've completed the setup in your CRM and/or SEP tool, configure the field mapping in Pocus:

Step 1: Navigate to Workspace Settings

1. Go to Workspace Settings → Your standard Person object → Actions tab

Step 2: Edit the Enroll Action Workflow

1. Identify your enroll action in the actions list
2. Click the workflow icon to edit the workflow

Step 3a: For CRM-Dependent Tools (Gong Engage, Groove)

1. Find all Update Salesforce (or Update HubSpot) steps in the workflow
2. For each Update CRM step, add a new field mapping:
   • Field from Pocus:
     • Click the variable icon on the right of the field box
     • Select Pocus Variables category on the left
     • Select AI Message Body
   • Field in CRM:
     • Select the Pocus AI Message Body field you created in your CRM
3. Important: You may have multiple Update CRM steps in your workflow. Make sure to add this field mapping to all of them.

Step 3b: For SEP Tools with Native Person Objects (Outreach, SalesLoft, Apollo)

1. Find the Enroll in [SEP Tool] step in the workflow
2. Add a new field mapping:
   • Field from Pocus:
     • Click the variable icon on the right of the field box
     • Select Pocus Variables category on the left
     • Select AI Message Body
   • Field in SEP:
     • Type in or select the Pocus AI Message Body field you created
     • Use the exact API name from the API Name Reference section above
     • Examples: custom22 (Outreach), Pocus_AI_Message_Body (SalesLoft)

Step 4: Save

1. Click Save to save the action workflow!

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Summary

Setting up the Pocus AI Message workflow requires:

1. Identify your workflow type based on your SEP tool
2. Create the custom field in the appropriate system (SEP tool or CRM)
3. Enable the field as a variable in your email templates
4. Capture the exact API name for Pocus configuration
5. Test the integration end-to-end

Once configured, your team can leverage Pocus's AI-generated, personalized messages directly within their existing sales engagement workflows, dramatically improving outreach relevance and response rates.