apollo. × Artera

Workflow Guide / May 2026

Three workflows + an SDR volume plan for moving off Groove.

A visual walkthrough of the workflows we discussed, the prevention layer that goes with them, and the infrastructure math to get your SDRs from 50 to 200 emails a day.

3workflows covered

12 SDRsmoving to Apollo

200/daytarget per rep

78opens fired since launch

The setup

Where Artera is today.

A snapshot of the SDR motion as it stands. The workflows and volume plan that follow are sized against this baseline.

Team size

SDRs running outbound

Current send cap

50/day

per SDR, primary mailbox

Migration

Groove → Apollo

in flight

Pain point

Active-opp leak

SDRs prospecting accounts already in a deal

What's inside

Three workflows close the loop.

Click into any tab above to see the animated walkthrough, or use the cards below.

How they fit together: #3 prevents new mistakes. #1 cleans up the ones already in motion. #2 makes every open actionable. Run all three.

Workflow 1 of 3

Backfill: remove contacts when an opp opens.

A scheduled daily sweep. Pulls any contact off an active sequence the moment their account has an open opportunity. Pairs with the rule set in Workflow 3.

Backfill: remove contacts when an opp opens

Daily cleanup sweep so SDRs never email an account that's already in a deal.

Proposed · scheduled workflow

9:00 AM · daily run

Active sequence · Contact AAccount: prospect

Active sequence · Contact BAccount: Paul Simone

Active sequence · Contact CAccount: Paul Simone

Active sequence · Contact DAccount: prospect

0:00 / 0:11

Configuration

Trigger	Scheduled · runs once daily
Conditions	Contact is in an active sequence AND their account has an active opportunity (any non-prospect stage)
Action	Remove contact from all sequences
Custom field	Use `Account Stage` on the related account to gate the filter

Why a workflow and not just sequence settings: Sequence settings stop new emails from going out when an opp is open, but they don't pull existing contacts out of the cadence. This workflow is the cleanup pass that catches the rest, including call tasks that sequence settings won't touch.

Workflow 2 of 3

Email open → Slack notify (v2: add the subject).

Already live and firing. The v2 upgrade surfaces which specific email was opened so reps know what to react to.

Email open → Slack notify (v2: add the subject)

Already firing 78 times. Now add which specific email triggered it.

Live · 78 fires to date

Apollo

just now

Tyler Ramil opened your email.

Subject: "Quick question on your stack"

0:00 / 0:09

Configuration

Trigger	Email open event
Action (v1)	Send Slack notification to the sender
v2 enhancement	Add a custom field referencing the `email subject` or `sequence step name` in the Slack payload
Alt approach	Move the alert into sequence settings if you want it scoped per cadence

Bonus lever: Sequence settings can auto-create a call task after X opens. Default is high, but you can drop it to 1 open to put a hot lead in front of the rep the moment they open.

Workflow 3 of 3

Sequence rule set: block enrollment by account stage.

The prevention layer that pairs with the backfill. Set once at the sequence level; stops the Paul Simone case from ever happening again.

Sequence rule set: block enrollment by account stage

The prevention layer that pairs with the backfill workflow.

Proposed · rule set

👤 SDR adds contact to a sequence

🔍 Rule check Account stage = ?

✓ Decision allow / block

0:00 / 0:10

Configuration

Type	Sequence rule set (applied at the sequence settings level)
Rule	Block adding a contact if the related account is in `Active Opp` or `Customer` stage
Scope	Apply to all outbound sequences your SDR team uses
Pairing	Backfill workflow (#1) cleans up existing enrollments; this prevents new ones from getting in

The Paul Simone case: A rep had a demo scheduled and the prospect still got sequenced. Customer was understanding. Don't bank on that next time. This rule set is the guardrail.

SDR volume build

From 50/day to 200/day: the infrastructure math.

If Eric confirms 200 emails a day per SDR as the target, here's exactly what that requires. Numbers here are modeled on 12 reps.

●

Secondary domainsKeep primary domain for customer comms only

▢

Mailboxes per SDRSpread across the four domains

⬚

Total mailboxes12 SDRs × 4 mailboxes each

↻

Timeline to ready30 days domain aging + 4-6 weeks warmup

~2 mo

Annualized cost in credits

Domain cost1,500 / domain / year

4 domains, year one6,000

Mailbox cost300 / mailbox / month

48 mailboxes × 12 months172,800

Total year-one credits178,800

All figures in Apollo credits. Numbers are modeled, not quoted. Final number depends on Eric's target and what infra you already own.

Tips & tricks

Five small moves that pay off for the SDR team.

Things that came up on the call and adjacent levers worth turning on while you're configuring the migration.

Drop the open-to-call threshold to 1

Sequence settings auto-create a call task after X email opens. Default is conservative. Set it to 1 and your SDRs are dialing the second a prospect engages.

Custom fields in Slack payloads

Any workflow that sends to Slack can pull custom fields. Subject line, sequence step, persona. Surface what the rep needs to react fast without clicking through.

Primary domain stays clean

Customer comms only. All outbound prospecting moves to secondary domains so a deliverability dip on prospecting never touches your support and renewal traffic.

Prevention + cleanup as a pair

Rule sets block new mistakes. Workflows clean up the ones already in motion. Run both. One without the other leaves a gap.

Warm before you scale

48 mailboxes don't go live at once. 30-day domain aging, then 4-6 weeks of staged warmup. Pushing volume before the inboxes are ready is how you burn the whole investment.

Mirror the Groove migration playbook

Sequence states, task types, and reporting fields all map differently in Apollo. Worth pulling the prior Groove → Apollo migration notes I offered to share before you finalize the field map.