Power List criteria for automated renewal messages

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We're building up our first pass for tech touch renewal notifications on Advanced Outreaches and Power Lists. For a notification that goes out 120 days in advance, for example, what's the best way to filter and collect the accounts and contact? Should the PL run daily, collect accounts that renew 120 days from that day? And then the AO also runs daily, consumes the PL results, sends the message?

Is the correct criteria for the case above "equals" "Add N days to run date" and "120"?

Or is there a way to do monthly runs, for example, to collect all accounts that renew in August 2018 and communicate with them in bulk?
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Posted 5 months ago

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Ben, Champion

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Great question Mark! My teams have done a lot with automated renewals and use a very similar system. I recommend Bionic Query over Power List as you can do some pretty advanced things with calculations (if needed). The setup is not that different, although you do need to query both the Opportunity info and the Contact info separately and then merge.

Anyway, we do something similar where we referenced X number of days before a renewal date to kickoff the outreach. This will pull in the participants as you describe and start them into your flow. New participants will enter on your schedule. If you go this route, you will need to have this sync new contacts daily, even on weekends. Otherwise, you'll miss some renewals if you only do weekdays.

The other option is to do a batch monthly. That is also possible in a someone rough sense. You would say a range of dates like 90 days from today as a min and 120 days from today as a max. I personally don't like this method as is shortens the renewal period for some accounts and lengthens it for others. The prior workflow puts them all on an even playing field.

One more note, if you go the route of an exact number of days pre-renewal, I recommend messaging the emails like a true system notification. Keep it signed agnostically like "Customer Success Team" or something. You can still have the reply to be the Owner of Opp, and set the sent from to whatever you want. But since you'll be sending these on weekends, it will likely come across more appropriately from a system rather than a person. We didn't do this right away on our first go around and got regular questions about how much our renewal teams had to work! We were inadvertently saying that our renewals team had to work every day and this was confusing customers.

I cannot say we have all the answers, but we have had an automated process of this nature for over two years. Thus, we've learned a lot. Happy to talk more if you want!
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This is great info, Ben, thank you.

Are you automating the flow by coupling Bionic Rules with Advanced Outreaches?
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Lila Meyer, Official Rep

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Hi Mark,

I think Ben was saying he uses Bionic queries within the Participant Sources of Adv. Outreaches. This article introduces the process in case you haven't see it already.