outreach-status-sync

name

outreach-status-sync

description

Daily reconciliation of the Exa Prospect Eval Notion tracker against Gmail. For prospects marked Drafted, checks whether the email was actually sent (Drafted → Sent, records Date Sent). For prospects marked Sent, checks whether they replied (Sent → Replied). Match is per-person via Contact Email. Use for the daily outreach status sync / "update my prospect statuses" / scheduled tracking run. Read-only against Gmail; only writes Status + Date Sent in Notion.

Outreach Status Sync

Keeps the Prospect Eval Notion tracker honest by reconciling it against what actually happened in Gmail. Runs daily (Claude Code routine). Manual outreach is inconsistent — this closes the gap between "drafted" and "actually sent/replied" without the human updating statuses by hand.

Database: Prospect Eval, data source collection://cfa1565f-e69d-48d4-9022-22e71647078e.

Safety: read-only against Gmail (search only, never send/modify mail). In Notion, only ever writes Status and Date Sent. Never touches Contact Email, Notes, or any human-entered field. Never moves a status backwards (e.g. Replied → Sent).

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Step 1 — Pull rows that need checking

Query the data source for rows where Status is Drafted OR Sent, AND Contact Email is not empty.

• Rows with blank Contact Email are skipped — the human hasn't sourced the address yet, so nothing could have been sent. (These are expected and not errors.)
• Drafted rows → candidates for the Sent check.
• Sent rows → candidates for the Replied check.

Step 2 — Drafted → Sent

For each Drafted row with a Contact Email:

• Search Gmail: in:sent to:<Contact Email>.
• If one or more sent messages exist:
  • Set Status = Sent.
  • Set Date Sent = the date of the earliest sent message to that address (the opener, not a later bump).
• If no sent message: leave the row as Drafted (not yet sent — correct).

Step 3 — Sent → Replied

For each Sent row with a Contact Email (including rows just moved to Sent in Step 2):

• Search Gmail for a reply from that contact: from:<Contact Email> within threads Hacktron started, OR check the thread of the original sent message for an inbound reply from that address.
• A reply = an inbound message authored by the contact (not an auto-reply/bounce — ignore messages from mailer-daemon, postmaster, or with subjects like "Delivery Status Notification" / "Undeliverable" / "Out of office" / "Automatic reply").
• If a genuine reply exists: set Status = Replied.
• If not: leave as Sent.

Step 4 — Bounce awareness (report only, no status change)

While checking, if a sent message to a Contact Email produced a bounce (a mailer-daemon/postmaster message referencing that address), note it in the run summary so the human can re-source the address. Do NOT change the row's Status for a bounce (there's no Bounced option in this DB's Status field) — flag it in the summary instead.

Step 5 — Run summary

Output (and optionally post to #sales-marketing C0AMV9GT659 if run wants a record):

Outreach status sync — [date]

Drafted → Sent: [n]
- [Contact Name] ([Company]) — sent [date]

Sent → Replied: [n]
- [Contact Name] ([Company])

Bounced (needs re-source): [n or none]
- [Contact Name] ([Company]) — [email] bounced

Unchanged: [n] still Drafted (not yet sent), [n] still Sent (no reply yet)
Skipped (no Contact Email yet): [n]

Rules recap

• Read-only on Gmail; only Status + Date Sent written in Notion.
• Match strictly on Contact Email (per person). Never guess or infer from company domain.
• Skip rows with blank Contact Email — not an error, just not sent yet.
• Never move a status backwards. Never overwrite human-entered fields.
• Ignore auto-replies, bounces, and out-of-office as "replies."
• Date Sent = earliest genuine sent message to that address (the opener).
• Bounces are reported, not written as status (no Bounced option exists in this DB).