Outreach-Routing-SOP

SOP: Outreach Routing Logic (Instantly + n8n)

Purpose

This SOP defines the automated logic for routing leads from Loxo to Instantly.ai campaigns based on lead ownership. This ensures personalized “From” lines and efficient inbox management.

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🚦 Routing Logic Flow

When a lead’s Global Status is updated to Outreach (auto), the n8n automation executes the following conditional routing:

Condition (Loxo Owner)	Target Instantly Campaign	Sender Account(s)
Aaron	[Aaron] MPC Outreach	aaron@businessanswers.com
Dan	[Dan] MPC Outreach	dan@businessanswers.com
None / Unassigned	[Shared] MPC Outreach	info@businessanswers.com

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🛠️ n8n Workflow Configuration

1. Trigger

• Node: Loxo Trigger (or Polling)
• Filter: person_global_status_id == [Outreach_Auto_ID]

2. Router (Switch Node)

• Check Field: owner_name (or owner_id)
• Path 1: If contains “Aaron” → Set campaign_id to Aaron’s ID.
• Path 2: If contains “Dan” → Set campaign_id to Dan’s ID.
• Path 3 (Fallback): If empty/other → Set campaign_id to Shared Inbox ID.

3. Action

• Node: Instantly.ai API
• Endpoint: POST /v2/leads
• Payload:

  {
    "campaign_id": "{{$node.Router.json.campaign_id}}",
    "email": "{{$node.Trigger.json.email}}",
    "first_name": "{{$node.Trigger.json.first_name}}",
    "last_name": "{{$node.Trigger.json.last_name}}",
    "custom_variables": {
      "owner_name": "{{$node.Router.json.owner_name}}"
    }
  }

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🧠 Strategic Benefits

1. Deliverability: Rotating across personal and shared accounts reduces the risk of “info@” being flagged as spam.
2. Palatability: Hiring Partners receive emails from the person they are most likely to recognize or work with.
3. Accountability: Aaron and Dan only manage their own “Responded” leads in their respective Instantly Uniboxes.
4. Safety Net: The Shared Inbox fallback ensures no lead is left behind if the owner field is forgotten during import.

Best Practice

When Kelsey or the offshore team imports bulk data, they should attempt to assign an owner based on the industry/territory to maximize the use of personal campaigns over the shared fallback.