Draft Outreach

Generic outreach gets ignored. Personalized messages that reference real context — a recent interaction, a known pain point, or a relevant product already owned — get responses. This skill eliminates the blank-page problem by pulling Dataverse data to craft contextually relevant outreach, saving reps time while improving reply rates. It works within Dataverse without requiring external enrichment tools.

Instructions

Step 1: Identify Target Contact and Outreach Trigger

Accept input from the user:

• Target: Contact name, lead name, or account name
• Outreach type: New intro, re-engagement, follow-up, cross-sell, renewal, or event-based
• Goal: Meeting request, proposal follow-up, demo invite, check-in, etc.
• Tone: Formal, conversational, or brief (default: conversational)

Step 2: Retrieve Contact or Lead Record

If contact:

SELECT contactid, fullname, firstname, jobtitle, accountid, emailaddress1,
       telephone1, description, createdon, modifiedon
FROM contact
WHERE fullname LIKE '%[name]%'

If lead:

SELECT leadid, fullname, firstname, jobtitle, companyname, emailaddress1,
       telephone1, description, leadsourcecode, leadqualitycode, createdon
FROM lead
WHERE statecode = 0
AND fullname LIKE '%[name]%'

Present matches if multiple found. Confirm the target with the user before proceeding.

Step 3: Gather Account Context

If a contact was found, retrieve their account:

SELECT accountid, name, industrycode, revenue, numberofemployees,
       description, address1_city, address1_stateorprovince,
       customertypecode, accountcategorycode
FROM account
WHERE accountid = '[accountid]'

Step 4: Review Relationship History

Recent activities (last 90 days):

SELECT activityid, activitytypecode, subject, actualend, description,
       statecode, regardingobjectid
FROM activitypointer
WHERE regardingobjectid = '[contactid or accountid]'
AND statecode = 1
ORDER BY actualend DESC

Limit to 10 most recent. Note:

• Days since last interaction
• Last activity type and topic
• Any commitments made (from description)

Open opportunities:

SELECT opportunityid, name, estimatedvalue, estimatedclosedate, salesstage,
       closeprobability, description, currentsituation, customerneed, customerpainpoints
FROM opportunity
WHERE customerid = '[accountid]'
AND statecode = 0

Recently closed opportunities:

SELECT opportunityid, name, estimatedvalue, actualclosedate, statecode, statuscode
FROM opportunity
WHERE customerid = '[accountid]'
AND statecode IN (1, 2)
AND actualclosedate >= '[90_days_ago]'

Products owned (from won opportunities):

SELECT opportunityproduct.productid, product.name, opportunityproduct.quantity,
       opportunityproduct.priceperunit, opportunity.actualclosedate
FROM opportunityproduct
JOIN opportunity ON opportunityproduct.opportunityid = opportunity.opportunityid
JOIN product ON opportunityproduct.productid = product.productid
WHERE opportunity.customerid = '[accountid]'
AND opportunity.statecode = 1

Step 5: Check Open Cases

SELECT incidentid, title, statecode, prioritycode, createdon, description
FROM incident
WHERE customerid = '[accountid]'
AND statecode = 0
ORDER BY prioritycode ASC

Flag open cases — they affect tone (avoid aggressive outreach to accounts with open escalations).

Step 6: Retrieve Open Tasks Linked to This Contact

SELECT taskid, subject, description, scheduledend, statecode
FROM task
WHERE regardingobjectid = '[contactid or accountid]'
AND statecode = 0
ORDER BY scheduledend ASC

If any open tasks exist for this contact, confirm outreach aligns with existing follow-up plan.

Step 7: Determine Personalization Signals

Based on gathered context, identify the strongest personalization hooks ranked by specificity:

Tier 1 (most specific — use if available):

• Last call/meeting topic referenced by subject or description
• Pain point mentioned in opportunity customerpainpoints
• Commitment made in prior activity (action item)
• Product recently purchased — now cross-sell opportunity

Tier 2 (account-level):

• Industry-specific context (manufacturing, financial services, healthcare)
• Company growth signals (employee count, revenue)
• Active opportunity stage and deal context

Tier 3 (generic fallback):

• Account category (prospect, customer, partner)
• Time since last interaction
• Lead source (inbound vs outbound)

Step 8: Generate Outreach Draft

Select template based on outreach type:

New Intro:

Subject: Company + Your Company — value proposition in 5 words

Hi Firstname,

I came across Account Name while researching industry leaders / reviewing your profile and noticed specific detail from account description or industry.

We help industry companies key value prop relevant to their industry. Reference a peer company result if available in Dataverse notes.

Would a 20-minute call make sense to explore if there's a fit? Happy to work around your schedule.

Best, Rep Name

Re-engagement (contact gone quiet):

Subject: Re: Last activity subject — checking back in

Hi Firstname,

It's been n weeks since we last connected about last activity subject. I wanted to check back in — reference the context from last interaction.

If open case exists: I also noticed there's an open issue — I've looped in our support team to make sure it's resolved quickly.

Are you still evaluating solution/need from opportunity? Happy to reconnect at your convenience.

Best, Rep Name

Follow-up (after meeting/call):

Subject: Follow-up: Meeting subject — key next step

Hi Firstname,

Thanks for your time yesterday/on date. A few things from our conversation:

• Key point 1 from activity description
• Key point 2
• Commitment / next step agreed

As discussed, action item — I'll have that to you by date.

If BANT gap identified: Before our next conversation, it would help to understand budget / decision process / timeline so I can tailor our next steps appropriately.

Best, Rep Name

Cross-sell:

Subject: Product already owned → New product: natural next step for Company

Hi Firstname,

Given how you've been using existing product since close date, I wanted to introduce new product/solution.

Several industry customers who started with existing product have added new product to specific benefit — e.g., reduce manual work in X process.

Worth a quick call to walk through what it could look like for Account Name?

Best, Rep Name

Tone adjustments:

• Formal: Replace contractions, add full titles, longer sentences
• Brief: 3 sentences maximum, single CTA
• Conversational: Default as shown above

Step 9: Create Email Activity in Dataverse

After generating the draft, offer to create an email activity record:

Use create_record tool with tablename: email
- subject: [Generated subject line]
- description: [Draft body text]
- regardingobjectid: [Opportunity ID or Account ID]
- directioncode: true (outgoing)
- statecode: 0 (draft / open)
- to: [Contact's activityparty reference]
- from: [Current user systemuser reference]

Note: Email is saved as a draft (statecode = 0). Rep reviews and sends from Dynamics 365 or Outlook.

Step 10: Provide Sending Guidance

Along with the draft, provide:

Personalization highlights used:

• Which Tier 1/2/3 signals were incorporated and why

Suggested timing:

• If contact was active recently (<14 days): send today
• If contact has gone quiet (>30 days): consider calling first
• If open escalated case: wait for resolution before outreach

Follow-up cadence suggestion:

• If no reply in 3 days: follow up once
• If no reply after 2 attempts: assign a task for manager review or route to nurture

Output Format

Provide:

1. Subject line options (2-3 variants from short to descriptive)
2. Email draft (full body, personalization signals highlighted)
3. Sending notes (timing, tone rationale, cautions)
4. Draft saved confirmation (Dataverse email record ID if created)

Example Interaction

User Input: "Draft a re-engagement email for Emily Torres at Fabrikam. We haven't talked in 18 days."

Skill Output: ✉️ Draft Outreach — Re-engagement | Emily Torres, Fabrikam

Personalization used:

• Last interaction: "QBR discussion" — 18 days ago (Tier 1)
• Open deal: Fabrikam Cloud Migration — $85,000, Propose stage (Tier 2)
• Open case: API integration timeout errors (flag — acknowledge)

Subject options:

1. Checking in: Cloud Migration timeline — Fabrikam
2. Quick follow-up from our last call, Emily
3. Fabrikam Cloud Migration — next steps?

Draft:

Hi Emily,

It's been a few weeks since we spoke about the cloud migration. I wanted to check back in — has anything changed with your timeline or the decision process on your end?

I also wanted to acknowledge the API timeout issue that came in — our team is working to resolve it and I'll make sure you have an update by end of this week.

If it helps, I can put together a revised proposal addressing the questions that came up in our last conversation. Would 20 minutes work later this week?

Best, Sarah

Sending notes:

• ⚠️ Open support case — acknowledge it early as shown; don't lead with the pitch
• Confirm case resolution status with support before sending if possible
• If no reply in 3 business days, follow up with a call (not another email)

Draft saved: Email activity created in Dataverse (ID: email-xxx) — linked to Fabrikam Cloud Migration opportunity. Ready to review and send.

Dataverse Tables Used

Key Fields Reference

email:

• subject (NVARCHAR 200) - Email subject line
• description (MULTILINE TEXT) - Email body
• directioncode (BIT) - Outgoing(1), Incoming(0)
• statecode (STATE) - Draft/Open(0), Completed/Sent(1), Canceled(2)
• regardingobjectid (LOOKUP) - Linked opportunity, account, or contact
• scheduledstart (DATETIME) - Planned send time

contact:

• firstname (NVARCHAR) - For personalized salutation
• jobtitle (NVARCHAR) - For context and tone calibration
• emailaddress1 (EMAIL) - Primary email
• description (MULTILINE TEXT) - Notes and background

Configurable Parameters

• Default tone (formal, conversational, brief)
• Re-engagement threshold days (default: 14 days without activity)
• Cross-sell trigger (days since last purchase, default: 30 days)
• Follow-up cadence (default: 3 business days)
• Case severity threshold that pauses outreach (default: Priority 1 escalations)

Examples

Example 1: New Prospect Introduction

User says: "Draft an intro email to Sarah Chen at Northwind"

Actions:

1. Query contact record for Sarah Chen
2. Retrieve Northwind account context (industry, size)
3. Check for any existing activities or opportunities
4. Generate personalized intro email

Result:

To: sarah.chen@northwind.com
Subject: Quick thought on Northwind's supply chain initiative

Hi Sarah,

I noticed Northwind recently expanded into the Midwest market —
congratulations on the growth.

We've helped similar distribution companies reduce order
processing time by 40% while scaling operations.

Would you have 15 minutes this week to explore if there's a fit?

Best,
Mike

---
Sending notes:
• Personalized with company expansion context
• Follow up in 3 days if no reply

Example 2: Re-engagement Email

User says: "Help me reach out to James at Fabrikam again"

Actions:

1. Query contact and account records
2. Review last interaction date and context
3. Check for open opportunities or past purchases
4. Generate re-engagement email referencing history

Result:

To: james.wilson@fabrikam.com
Subject: Following up on our cloud migration conversation

Hi James,

It's been a few weeks since we discussed your Q2 cloud
migration goals. I wanted to check in — has the internal
budget review wrapped up?

I have a case study from a similar Financial Services company
that might be relevant to share with your CFO.

Happy to reconnect whenever timing works.

Best,
Sarah

---
Context used:
• Last contact: 18 days ago (demo call)
• Open opp: Cloud Migration ($85K)
• Stage: Proposal sent, awaiting budget approval

Example 3: Cross-sell Outreach

User says: "Compose a cross-sell email to Alpine Ski House"

Actions:

1. Query account and identify primary contact
2. Review products already owned
3. Identify complementary products
4. Generate cross-sell email with value prop

Result:

To: lisa.park@alpineskihouse.com
Subject: Maximize your CRM investment with Analytics

Hi Lisa,

Congratulations on 6 months with our CRM platform — your
team's adoption rate is impressive.

Many customers at your stage add our Analytics module to get
deeper visibility into sales performance. Based on your 200+
open opportunities, you'd likely see immediate value.

Want me to set up a 20-minute demo?

Best,
Mike

---
Cross-sell context:
• Purchased: CRM Platform ($42K) 6 months ago
• Suggested: Analytics Module ($15K)
• Open support cases: 0 (safe to approach)

Troubleshooting

Error: Contact not found

Cause: Name doesn't match any contact record, or contact is inactive Solution:

• Search with partial name or company
• Check lead table if contact not found
• Present multiple matches for user selection

Error: No relationship history available

Cause: New contact with no activities or opportunities Solution:

• Generate cold outreach template
• Use account-level context if available
• Note that intro is cold (no prior relationship)

Error: Open support case blocks outreach

Cause: Contact has active Priority 1 escalation Solution:

• Alert user about open case
• Suggest acknowledging case in email
• Recommend waiting for resolution before sales outreach