HeyReach Outbound Integration
Workflows managing integration with HeyReach platform for LinkedIn outbound campaigns
| Metric | Value |
|---|---|
| Workflows | 4 |
| Priority | medium |
| Grouping Confidence | 85% — Clear HeyReach focus but includes related outbound platform management |
| Consolidation | Create unified HeyReach integration with status monitoring, BDR assignment, and conflict prevention in single workflow |
Workflows in this Group
| Workflow | Trigger | Outcome | Type | Complexity |
|---|---|---|---|---|
| HeyReach test | Contact data needs to be sent to HeyReach platform for testing or validation | Contact information is synchronized with HeyReach via Clay integration for outreach testing | DataSync | low |
| HeyReach Campaign - Outbound check | Contact's HeyReach campaign status changes (connection status or social message sent) | System monitors HeyReach campaign progress and triggers subsequent actions based on engagement | StateChange | high |
| HeyReach - Set BDR First, Last, HeyReach ID | Contact needs BDR assignment and HeyReach ID configuration | Contact is properly configured with BDR assignment and HeyReach platform identifiers | DataSync | medium |
| Admin_Booked Meeting via Phone_Remove from Instantly | Meeting is booked via phone call | Contact is removed from Instantly email sequences to prevent conflicting outreach | DataSync | low |
Key fields: heyreach
Dependencies: HeyReach platform, Instantly platform
Domain Summary
This group manages integration with HeyReach LinkedIn outbound platform and conflict prevention with other outreach tools like Instantly. The workflows handle campaign status monitoring, BDR assignment, and cross-platform coordination to prevent duplicate outreach efforts.
Current Problems
- Complex workaround using Clay webhooks for HeyReach integration instead of native API calls
- Overly complex event monitoring workflow that watches for custom property changes instead of direct platform events
- Fragmented functionality across multiple workflows that should be unified
- Test workflow (94968276) appears to be abandoned development work
- Mixed responsibilities - BDR assignment logic mixed with platform integration
- No centralized conflict prevention strategy across outbound platforms
Rearchitecture Approach
Replace fragmented HubSpot workarounds with unified Salesforce automation that directly integrates with outbound platforms via proper APIs. Consolidate BDR assignment, campaign monitoring, and conflict prevention into coordinated flows. Eliminate Clay webhook dependencies and implement native platform integrations.
Recommended Automations
Outbound Platform Assignment
| Build Property | Value |
|---|---|
| Flow API Name | N/A |
| Flow Type | N/A |
| Target Object | N/A |
| Execution Mode | N/A |
| Priority | high |
| Reusable | Yes |
Purpose: Assign contacts to appropriate outbound platforms based on BDR assignment and campaign readiness
Trigger: Contact record update (BDR assignment, campaign status, or outreach readiness change)
Entry Criteria Formula: N/A
Logic Overview: When contact becomes outreach-ready: 1) Assign to BDR if not already assigned, 2) Determine optimal outbound platform (HeyReach for LinkedIn, Instantly for email), 3) Send contact data to selected platform via API, 4) Update platform assignment tracking fields, 5) Set campaign monitoring flags
Replaces: HeyReach - Set BDR First, Last, HeyReach ID
Required Fields:
| Field | Purpose | Usage | HubSpot Source | Net New? | Migration Note |
|---|---|---|---|---|---|
| Assigned_BDR | Track which BDR owns this contact for outreach | both | assigned_bdr_2 | No | Map from HubSpot assigned_bdr_2 field |
| Outbound_Platform | Track which outbound platform(s) this contact is active in | write | N/A | Yes | New picklist field to track HeyReach, Instantly, or multiple platform assignments |
| Campaign_Status | Track overall outbound campaign status across platforms | both | heyreach | No | Consolidate HeyReach-specific field into platform-agnostic status tracking |
Interactions With Other Recommended Automations: _Not documented. This should be populated for multi-flow domains._
Outbound Campaign Monitor
| Build Property | Value |
|---|---|
| Flow API Name | N/A |
| Flow Type | N/A |
| Target Object | N/A |
| Execution Mode | N/A |
| Priority | medium |
| Reusable | Yes |
Purpose: Monitor campaign progress across outbound platforms and trigger appropriate follow-up actions
Trigger: External platform webhook or scheduled batch sync
Entry Criteria Formula: N/A
Logic Overview: Receive campaign status updates from platforms: 1) Update contact campaign status, 2) Log engagement activities, 3) Trigger next steps based on engagement level, 4) Update lead scoring if applicable, 5) Notify BDR of significant events
Replaces: HeyReach Campaign - Outbound check, HeyReach test
Required Fields:
| Field | Purpose | Usage | HubSpot Source | Net New? | Migration Note |
|---|---|---|---|---|---|
| LinkedIn_Connection_Status | Track LinkedIn connection request status from HeyReach | write | N/A | Yes | Replace complex HubSpot event monitoring with direct field update |
| Last_Social_Message_Date | Track when last social message was sent | write | N/A | Yes | New field to replace event-based tracking in HubSpot |
| Platform_External_ID | Store external platform contact IDs for API calls | both | N/A | Yes | New field to store HeyReach, Instantly, or other platform IDs |
Interactions With Other Recommended Automations: _Not documented. This should be populated for multi-flow domains._
Outreach Conflict Prevention
| Build Property | Value |
|---|---|
| Flow API Name | N/A |
| Flow Type | N/A |
| Target Object | N/A |
| Execution Mode | N/A |
| Priority | high |
| Reusable | Yes |
Purpose: Prevent duplicate or conflicting outreach when meetings are booked or other conversions occur
Trigger: Meeting booked, opportunity created, or other conversion events
Entry Criteria Formula: N/A
Logic Overview: When conversion event occurs: 1) Identify all active outbound platforms for contact, 2) Send removal/pause API calls to each platform, 3) Update contact outreach status to 'Converted', 4) Log conflict prevention actions, 5) Notify BDR of status change
Replaces: Admin_Booked Meeting via Phone_Remove from Instantly
Required Fields:
| Field | Purpose | Usage | HubSpot Source | Net New? | Migration Note |
|---|---|---|---|---|---|
| Outreach_Status | Master status to control all outreach activities | both | N/A | Yes | New field to centrally control outreach across all platforms |
| Conversion_Source | Track what caused the outreach to stop (meeting booked, became customer, etc.) | write | N/A | Yes | New field for better conversion attribution |
Interactions With Other Recommended Automations: _Not documented. This should be populated for multi-flow domains._
Cross-Flow Interaction Model
Interaction handoffs were not provided. Add flowInteractionModel entries so build sequencing and contracts are explicit.
Migration Sequence
- Set up direct API integrations with HeyReach and Instantly (replace Clay webhooks)
- Create unified outbound platform fields and status tracking
- Build Outbound Platform Assignment automation
- Build Outreach Conflict Prevention automation
- Build Outbound Campaign Monitor automation
- Test integration flows end-to-end
- Migrate existing contact platform assignments
- Decommission HubSpot workflows
Architecture Diagram
graph TD
A[Contact Ready for Outreach] --> B{BDR Assigned?}
B -->|No| C[Assign BDR]
B -->|Yes| D[Outbound Platform Assignment]
C --> D
D --> E{Platform Selection}
E -->|LinkedIn Focus| F[Send to HeyReach]
E -->|Email Focus| G[Send to Instantly]
E -->|Multi-channel| H[Send to Both Platforms]
F --> I[Monitor HeyReach Campaign]
G --> J[Monitor Instantly Campaign]
H --> I
H --> J
I --> K{Engagement Detected?}
J --> K
K -->|Yes| L[Update Lead Score]
K -->|No| M[Continue Monitoring]
L --> N{Conversion Event?}
M --> N
N -->|Meeting Booked| O[Remove from All Platforms]
N -->|Became Customer| O
N -->|Other Conversion| O
N -->|No Conversion| M
O --> P[Update Outreach Status]
P --> Q[Notify BDR]</code></pre>