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AI Contact Relevance Workflow

Get alerted on Slack with account overviews and relevant contacts using the Factors AI workflow

Updated over 2 weeks ago

Overview

The AI Contact Relevance Workflow helps you identify and prioritize the most relevant contacts for an account automatically.
It uses OpenAI to summarize an account’s journey across your website and touchpoints, and Apollo to fetch contacts. An AI agent then ranks these contacts based on your custom instructions.

The final output is delivered as a Slack alert, including:

  • A concise summary of the account’s journey

  • A prioritized list of recommended contacts

Step-by-Step Guide

1. Create a New Workflow

  1. Navigate to Automation → Workflows in Factors.

  2. Click New Workflow.

  3. Select AI Contact Relevance Workflow from the workflow templates.

  4. Click Use This Workflow.

2. Select a Trigger

The trigger defines when the workflow runs.

You can choose:

  • Performs an event – Triggers when an account performs a specific event.

  • Enters a segment – Triggers when an account enters a segment.

  • Exits a segment – Triggers when an account exits a segment.

3. Configure Apollo Contact Fetching

This step controls which contacts are fetched from Apollo. Contacts will be fetched for the account / company that is triggering the event

Configure the following:

  • Seniorities

  • Job Titles

  • Number of contacts to fetch

  • Location filters (optional)

These settings determine the pool of contacts that the AI will later evaluate.

4. Configure the Contact Prioritization Agent

Here, you guide the AI on what “relevant” means for your business.

  • Select an existing Factors segment that you'd like the agent to refer (optional). Do this in case your instructions for the agent involve the use of a particular segment. For ex - customers

  • Provide instructions describing the types of contacts that matter most.

  • Example instructions:

    • “Prioritize decision-makers in marketing or growth roles.”

    • “Rank contacts who are likely involved in buying decisions.”

  • The AI will sort and rank the Apollo contacts based on this guidance.

5. Configure Slack Alerts

This step defines where and how the output is delivered.

  1. Select the Slack channel to send alerts to.

  2. Choose users to tag in the alert.

  3. Preview the Slack message before saving.

The alert will include:

  • A summarized account journey

  • A ranked list of relevant contacts

A preview of the Slack alert is provided before saving

6. Save & Activate

  • Review all configurations.

  • Save and activate the workflow.

  • Monitor the logs in case of troubleshooting

Once active, the workflow will automatically trigger based on your selected conditions and send results to Slack.

Important Validations & Requirements

AI Consent Required
You must enable AI consent in Settings to allow Factors to send data to external LLMs like OpenAI.

Find this inside settings > AI

Slack Connection Required
The Slack user selected must have their Slack account connected to Factors.

Apollo Configuration Matters
Overly broad filters may return less relevant contacts. Tighten seniority, title, and location filters for better results.

Example Output (Slack Alert)

A typical Slack alert includes:

  • Account Name

  • AI-generated summary of the account’s journey across touchpoints

  • Prioritized contact list, ranked by relevance

Troubleshooting

  • Workflow not triggering?

    • Check that the selected trigger condition is being met.

    • Verify the workflow is active.

  • No contacts returned?

    • Review Apollo filters (titles, seniority, location).

    • Increase the number of contacts to fetch.

  • Slack alert not delivered?

    • Ensure the Slack user is connected.

    • Confirm the selected channel exists and is accessible.

  • AI prioritization seems off?

    • Refine the instructions given to the Contact Prioritization Agent for clearer guidance.

FAQs

1. What data does the AI summarize?
The AI summarizes the account’s journey across your website and other tracked touchpoints.

2. Can I customize how contacts are ranked?
Yes. You control prioritization by providing clear instructions to the AI agent.

3. Does this workflow create or update CRM records?
No. It only fetches, ranks, and surfaces contacts via Slack alerts.

4. Is Slack mandatory for this workflow?
Yes. Slack is the delivery channel for the workflow output.

5. Do I need Apollo access for this to work?
Yes. Apollo is used to fetch contact data for prioritization.

6. Can I preview the Slack message before activating?
Yes. You can preview the alert during setup.

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