How to takeover conversations

When it is time for you to manually progress an established conversation forward, you have 2 options regarding continuation of the dialogue:

1. Continue the dialogue using the email account you used to initially start the conversation with the contact (the Senders email account)
2. Continue the dialogue using another email account you own/operate (e.g. your primary business email account)

Why is this important and what does it matter which email I use for what?

When you are reaching out to contacts, especially cold contacts who you have no prior communication history with, you are always at risk when using email as a communication channel. The ultimate risk is that you damage your sender reputation. A damaged sender reputation means you can no longer reliably send emails to intended contacts, rendering your outreach efforts seriously hamstrung. Damaging your sender reputation can occur for a number of reasons - the main one being poor practice on your part, resulting in poor interactions with contacts. The biggest thing you can do to ensure a high sender reputation whereby your email gets delivered to the inbox of your intended recipients, is have correct contact data and have those contacts positively engage with your email message. The issue, for cold outreach use cases in particular, is that you have very little control over how your message is received and interacted with by the recipients. Because of this, it is considered best practice to protect your main (primary) work email account and domains from the potential risks involved with reaching out to cold contacts. Instead, you should have a dedicated mirror/cousin/lookalike domain (or a sub domain of one of your main domains) which you use for cold outreach emails. This way, if your sender reputation ever does get affected, your primary work email address and domain remains in tact and unaffected.

NOTE: ultimately it is up to you which email IP Address, Domain and Mailbox you use for sending emails to contacts.

So when it comes to taking over a conversation from Hypadrive.ai, you should consider the nature and context of the conversation.

If the conversation is positive and likely to progress, perhaps it is best you now communicate with the contact using your primary email account from that point forward. However if the conversation is likely not to progress or you are not sure yet, you can consider continuing the dialogue using your sender email (the choice is yours and is context dependant).

If you do take a conversation over in a new email account, the process involves loading the conversation history with the contact into your preferred email account as a new message and then allowing you to use your preferred email account from that point forward to communicate with the contact. This is done automatically when you opt to takeover a conversation from the Hypadrive.ai system - all you have to do is nominate the outgoing email account you wish to use.

In both scenarios (Handovers & Manual Takeovers), the process for taking over a conversation is the same once a conversation is given to you as a Handover or you decide to stop the automation and Manually Takeover the conversation.

NOTE: All Handovers - conversations that require your input to progress - are stored in your Actions Required notification bar (this is located universally across the application on the top right hand corner of your page).‍

The Handover will explain why the conversation is being handed over to you and will remain as an action in the Actions Required notification bar until you have completed the action.

Manual Takeovers on the other hand, require you to click the "Stop the AI, I want to take the conversation over manually" button via the Communication Thread with each contact for whom you want to take the conversation over with.

In both scenarios, there is a button ("Takeover Now" for Manual Takeover and "I Have Actioned This", for Handover Actions).

Step 1:

Click the button - this will mark the Action as 'Complete' & will launch an email window with the email communication history between you and the contact pre-loaded; ready for you to write your new response and takeover the conversation so this transition looks as smooth as possible to the contacts you are communicating with.

IMPORTANT NOTES:

1. Re-preparing the Handover email: If you ever needed the Handover/Manual Takeover email to be redone, you can easily do this by going to the communication thread with the contact in question and inside the Action Completed notification box you will see the "Prepare Handover email Again" button; which will once again re-launch the communication history inside your primary email address / email client.
2. Your Primary Email Account: when you takeover a conversation, you will nominate your preferred business email account to do so. When you click the handover button, an email window will automatically open with the contacts email address in the TO field and your Hypadrive.ai email address - used for initial cold outreach - will be in the BCC field so that you have a record in Hypadrive.ai of the initial email you wrote when you took over the conversation. The communication history between you and the contact will be pre-filled in the new email as an email chain so that both you and the contact can easily refer to and reference the full conversation history up to the point of handover. You can then write any new message you want to send and from this point on you can continue the dialogue with the contact using your nominated email address.