Create a flow in Engage

Who can use this: Any team member

Available on: Gong Engage

Ideal for: Sales rep, Sales manager

Required permissions: Create and manage personal flows for a personal flow, Create and manage company flows for a company flow.

Create a flow when you want a repeatable sequence of outreach steps that Gong schedules for you and turns into to-dos. You publish the flow before anyone can be added to it. The folder you save the flow in sets its type: A flow in Your flows belongs to you, and a flow in Company Flows is available to everyone in your company.

Note:

Only Gong technical admins, business admins, or team members who can manage general business settings can edit company flows.

Create and publish a flow

Decide at the start whether you are building a personal flow or a company flow, because you choose the folder as part of creating the flow. A flow with no contacts in it is fully open to change, so this is the point at which to get the step sequence right.

To create a flow:

1. From the left sidebar, click Assets, and select Flows.

2. Open the section for the type of flow you are creating:

   • Your flows: A personal flow that only you can run.

   • Company Flows: A flow that anyone in your company can run.

3. Select the folder where you want the flow to live, or create a new folder.

4. Click + New flow.

5. Click the flow name at the top, and enter a descriptive name.

6. Click Add description, and enter a description of what the flow is for.

7. Add a step, and select its type. Flows support manual email, auto email, call, LinkedIn connect, LinkedIn message, and task steps. Learn more about flow step types.

8. Set the delay for the step:

   • Hours: Set the number of hours. A delay that ends outside business hours is scheduled for the next business day.

   • Business days: Set the number of business days, and optionally choose a preferred time of day for the recipient, either Recipient's morning (9 AM to 12 PM) or Recipient's afternoon (12 PM to 6 PM). The preferred time follows the recipient's local time.

   Note: On the first step the delay runs from the moment someone is added to the flow, and on every step after that it runs from the previous step. Hourly delays do not offer a preferred time of day, because the number of hours already fixes when the step is due. Neither hourly delays nor preferred times apply to auto email steps.

9. Select a priority level for the step: Low, Medium, High, or Critical. Every to-do created from that step inherits the level, and all steps default to Medium.

10. Repeat steps 7 to 9 for each step in the flow.

11. Review the step order, and rearrange the steps as needed.

12. Click the Settings tab, and click Change ruleset to select the ruleset for the flow.

    Note: A flow's ruleset determines how the flow behaves while it is running, including what happens when someone replies, books a meeting, or their email bounces. When your company allows contacts and leads to be active in several flows at once, a ruleset can also make this flow exclusive, so anyone in it cannot be in another flow at the same time. Learn more about flow rulesets.

13. Click Publish at the top left of the flow.

14. Save the flow.

Publishing is what makes a flow usable, and what it opens up depends on the flow type:

Until a flow is published, no one can start it and it does not appear in the "Add to flow" menu.

Note:

Unpublishing a flow does not stop the flows already in progress. Contacts and leads already in it continue through their remaining steps.

Add attachments to a flow step

Attach a file to an email step and it goes out with every email generated from that step. The size limits apply to the email as a whole, not to the attachment on its own.

To add an attachment to a flow step:

1. From the left sidebar, click Assets, and select Flows.

2. Click the flow you want to work on.

3. Save the flow before you add an attachment. On a flow that has never been saved, Gong prompts you to save it first.

4. In the step you want to attach a file to, click the Attachments icon. It appears on email steps only.

Note:

The email body can be up to 3 MB. Body size does not include attachments, but it does include inline images and GIFs. The total size of an email including its attachments can be up to 20 MB. Try to attach a file over 20 MB and Gong tells you that it cannot be uploaded.

Note:

Add an attachment to a step and then apply a template that has attachments of its own, and the attachments you added are replaced by the template's attachments.