Email Outreach

Email Outreach

Build and launch multi-step email sequences for your brand contacts.

What is Email Outreach?

Email Outreach is the SWAI app where you create automated multi-step email sequences (campaigns) for a brand. You write or AI-draft the emails, choose who gets them from SWAI contact lists, set when sending is allowed, then launch and track results.

You use it to:

• Create sequences with AI, from scratch, or by importing a file
• Set sender details, schedule, contact lists, and drip limits
• Personalize messages with merge fields and Smart Paragraphs
• Test a step, launch the sequence, pause or resume it later
• Review Campaign Stats for delivery, opens, clicks, and replies

Main screens

Note: Open Email Outreach from Apps → Email Outreach in the SWAI Dashboard. It uses your brand session — there is no separate sign-up inside the app.

Before you start

You can save a Draft anytime. Save & Launch needs a verified sender and at least one contact list.

Checklist

1. Open Email Outreach from SWAI
   Use Apps → Email Outreach so you are signed in for the correct brand.

2. Email System ready
   In Settings → Email System (or go to app.swai.ai/setting/email-system), add and verify your domain and sending addresses. Only active addresses appear under From Email.

3. Contact lists
   Build SWAI Contact lists with people who have a primary email. Lists are the audience for launch, enrollment, and test sends.

4. Brand profile
   Keep brand details up to date. The app uses brand context for AI drafting and personalization when you save.

Important warnings

Warning: If you see No active sender addresses in SWAI for this brand, finish verification in the Email System first — From Email will stay empty until then.

Warning: Contacts without a primary email are skipped and will not receive sequence messages.

Tip: Start as a Draft, use Send Test on one step, then Save & Launch when the sequence looks right.

Quick start

1. Open Email Outreach.
2. Click Create campaign.
3. In New Email Campaign, either:
   • Describe the sequence and click Create (AI draft), or
   • Click Start from Scratch, or
   • Click Import to load a .emf / campaign file.
4. On Configuration, set name, From Name, From Email, schedule, and contact lists.
5. On Content, add emails, subjects, and bodies (and delays between steps).
6. Optionally Send Test and use Show Preview.
7. Click Save & Launch to go Active, or Save (Draft) to keep working without sending.

Note: After launch, the scheduler picks up sends about once a minute, within your sending window.

Campaigns list

From Campaigns you can:

• Search with Search campaigns...
• Open a campaign to edit
• Use row actions: Pause Sequence / Resume Sequence, Edit Sequence, Export, Duplicate, View Stats, Delete

Empty states:

• No campaigns yet — Create your first automated email sequence.
• No matching campaigns — try a different search term.

Warning: Delete asks Delete campaign? and cannot be undone for that campaign record.

Tip: Duplicate creates a Draft copy with (Copy) in the name. Export downloads a .emf file you can Import later.

Create a campaign

1. Click Create campaign.
2. In New Email Campaign, choose a path:

While AI runs, the button may show Generating....

Configuration

Open the Configuration tab to set how and when the sequence runs.

Campaign and sender

• Campaign Name (for example “Product Launch Sequence”)
• From Name
• From Email — pick from verified SWAI sender addresses for the brand

Sending window

• Days of week (Mon–Sun) — at least one day required
• Start time and End time
• Timezone (defaults to your browser timezone; many teams use something like 09:00–17:00)

Outside the window, the sequence does not send on that scheduler tick.

Audience and behavior

• Contact lists — multi-select SWAI lists used for enrollment
• Auto-add future contacts — when on, new list members are picked up on a short poll (about every minute); when off, enrollment is a one-time sync for the lists you selected
• Stop on response — when on (default), a reply stops that recipient’s remaining steps
• Drip Sending Mode (recommended) — limits how many first emails go out per day while the sequence ramps up:
  • Start Emails
  • Daily Steps
  • Max Emails
    Follow-up steps in an active sequence are not limited by this first-email drip cap.

Smart Paragraphs

• Click Add Smart Paragraph to create named AI snippet templates.
• Insert them in email bodies so personalized copy can be filled at send time.

Warning: You cannot Save & Launch (or Resume Sequence) without at least one contact list. You will see Contact list required and can Go to lists or Save as draft.

Content

Open the Content tab to build the sequence itself.

Sequence Emails

• Left panel lists Email 1, Email 2, … and Add Email.
• Per step, choose timing:
  • Immediately, or
  • Wait plus Minutes / Hours / Days before that email sends (relative to the previous step).

Each email

• Email Subject
• Rich body text
• Personalization merge fields such as {{first_name}}, {{last_name}}, {{company_name}}
• Attachments from Library (SWAI library) or From device
• Images via Insert image from SWAI library when available

Preview and test

• Show Preview / Hide Preview — Live Preview for Mobile / Tablet / Desktop with sample merge data
• Send Test / Send Test Email — send one step to a contact on your lists (Send to contact → Send Test Now)

Warning: Test send needs lists that contain contacts with a primary email. Empty lists or missing emails block the test.

Save & Launch vs Save (Draft)

Before save, the editor expects:

• Campaign name, from name, and from email
• At least one email in the sequence
• At least one weekday in the sending window
• Subject and body on every step
• For launch: at least one contact list

If you leave with unsaved changes, you may see Leave without saving? — Keep Editing or Leave Without Saving.

After launch

• Pause Sequence — stops new sends while paused
• Resume Sequence — continues (still needs a contact list)
• Edit Sequence — change configuration or content (save again as needed)
• View Stats — open Campaign Stats

Campaign Stats

Campaign Stats includes:

Tip: Stats stay empty or near-empty until the campaign has launched and the scheduler has sent mail.

Common warnings and troubleshooting

I can’t open Email Outreach / session errors

Warning: Reload Apps → Email Outreach from the SWAI Dashboard so you get a fresh brand session.

From Email is empty

1. Open Settings → Email System (or go to app.swai.ai/setting/email-system).
2. Verify the domain and sending addresses.
3. Confirm addresses are active for this brand.
4. Return to Email Outreach and refresh From Email.

I can’t launch the campaign

Check:

• Contact lists selected (required to activate)
• Name, From Name, From Email filled
• At least one sequence email with subject and body
• At least one weekday in the sending window

You may be offered Save as draft if lists are missing.

Nothing is sending

• Status is still Draft or Paused — use Save & Launch or Resume Sequence
• Outside the sending window (day or time)
• No contacts with primary email on the selected lists
• Brand context missing — open the campaign and save again
• Wait a minute for the scheduler tick after launch

New list members are not enrolling

Turn on Auto-add future contacts. With it off, only the one-time sync at save/launch applies. Auto-add polls about once a minute (it is not an instant CRM webhook).

Someone left a list and will not restart

If auto-add is on and a contact is removed, their enrollment may complete. Adding them back later does not always revive the same enrollment automatically — enroll again or adjust lists as needed.

Test email fails

• Select lists that have contacts
• Confirm each test contact has a primary email
• Confirm From Email is a verified address

AI create or import failed

• Try again with a clearer description (for AI)
• Confirm the import file is a valid Email Outreach .emf / campaign export
• Re-open the app if the session expired

Glossary

Need more help?

If something still fails after the checklist above:

1. Confirm you opened Apps → Email Outreach for the correct brand.
2. Confirm From Email is verified and contact lists have emails.
3. Confirm status is Active and you are inside the sending window.
4. Contact your SWAI admin or support with the campaign name, status, and what you expected to happen.

Related Help: LinkedIn Outreach (BETA LinkedIn sequences that can also use email steps), CRM.