Flow to-dos

Sales rep

Gong Engage*

Flow to-dos let you know when a flow step is due. They also keep you updated on flow events so you’ll be aware any time a contact or lead’s flow status changes.

You don’t have to be an opportunity owner to get these to-dos.

Types of flow to-dos

Flow steps

When a flow step is due for a contact or lead you're assigned to, you'll get a to-do. When creating a flow, you can choose the types of to-dos you want the flow to generate: emails, calls, LinkedIn connection requests and messages, and tasks. You can take action directly from the to-do. If a flow to-do is open for 120 days, it’s automatically dismissed and the person is automatically removed from the flow.

Bounced

When an email bounces for any reason for a contact or lead you're assigned to in a flow, we'll generate a to-do and pause their flow. This includes hard bounces, such as invalid email address, and soft bounces, such as full recipient inbox. From this to-do, you can update their email address and resume the flow. After 30 days, anyone who is still paused in a flow will be automatically removed from the flow.

If an email bounces, we:

• Automatically mark the email address as invalid

• Automatically pause the person's flow

• Generate a to-do for the rep to replace the email address and send again

• Automatically save that new email address for the contact or lead to prevent the next email from bouncing

If your auto emails are still being sent to email addresses that are marked as invalid in Gong, contact support. 

Meeting booked

When a meeting is booked with a contact or lead you're assigned to in a flow, we'll generate a to-do and pause their flow. After 30 days, anyone still paused in a flow will be automatically removed from the flow.

Response

Unlike the Gong-generated Email follow-up to-do, the Response to-do is triggered by any reply from a prospect in a flow. When someone you're assigned to who is in a flow replies via email within 14 days, we'll generate a to-do and pause their flow. This does not include automated replies. Sending an email from the to-do or marking the to-do as complete will complete the to-do, but sending an email from your email provider will not. 

For Response to-dos:

• Complete: removes the to-do, marks it as done, and removes the person from the flow

• Dismiss: removes the to-do without marking it as done and removes the person from the flow

• Resume flow: unpauses the person’s flow

• Pause flow for all account contacts: pauses flows for another contact in a flow from that account

After 30 days, anyone still paused in a flow will be automatically removed from the flow.

Start a flow

Company flows that use automation rules for adding contacts can set up rules to refer to the flow assignee if they output more than one contact or no contacts at all. If you’re the flow assignee for a flow with an automation rule that’s set up this way, you might get this to-do.

The to-do prompts you to select a contact, or multiple contacts, from the relevant account to add to the flow.

Snooze flow to-dos while you’re away

Coming back to your desk after time away can be challenging, even if you’re only away for a day or two. To avoid returning to a long list of overdue items and make sure nothing falls through the cracks, you can set scheduled snooze periods for your flow to-dos.

What gets snoozed during snooze time?

During snooze time, the due dates and expiration dates for any flow to-dos will be automatically adjusted according to your selected snooze time. Any flow to-do with a due date on or later than the first day of the snooze period will be moved forward by the number of business days in the snooze period. When you delete snooze time, the due date and expiration date are moved back by the number of business days in the snooze period.

What doesn’t get snoozed during snooze time?

• One-off to-dos (to-dos created by you)

• Gong-recommended to-dos

• Email reply

• Meeting booked

• Email bounced

To set up snooze time for your flow to-dos:

1. Go to Engage > To-dos

2. At the top right, click Snooze

3. Click Set snooze time

4. Set the date range and Save

You can always go back and edit snooze time once you’ve saved it, or duplicate it.

Your manager or admin can create snooze time for you. When this happens, you’ll receive an email notification including who set it up and the date range. You’ll also get an email if someone else edits or deletes your snooze time.

When someone else sets snooze time for you, it’s automatically accepted. If you need to decline the snooze time, go to To-dos and click Snooze on the upper right hand side. Click  next to the snooze time you want to decline, and click Decline.

During a snooze period, you’ll have an alert at the top of your to-do list reminding you that your flow to-dos are currently snoozed until the selected date. If you return to work before the scheduled snooze time ends, you can click I’m back to resume your tasks right away.

*The features available to you depend on your company’s plan and your assigned seats.