Challenges
Writing emails takes too long
Let’s be honest – most reps don’t want to write emails. They want to sell. But too often, they’re stuck trying to write a message that feels personal, makes sense, and doesn’t sound like it came from a robot. And it has to be done 20 times a day.
Some try to cut corners. Others reuse old emails. And some just wing it. Either way, the quality isn’t there, and the process drags. Over time, that costs deals – either because the message doesn’t land, or because it never gets sent in the first place.
With Smart Actions, email personalisation becomes a one-click task. Reps hit a button in Salesforce, and a draft appears – based on who the lead is, what they care about, and what they’ve done so far. That’s hours saved every week – and a lot more consistency.
One team, many tones
Even in good sales teams, message quality can be hit and miss. One rep writes polished, confident emails. Another sounds rushed or robotic. A third adds great detail, but forgets the CTA. Over time, prospects get mixed signals, and your brand looks inconsistent.
Smart Actions fix this by using shared templates and AI-generated content that adapts to each rep’s prospect. You still get flexibility – reps can tweak and adjust as needed – but the base quality never dips. Everyone starts with the same high standard. And no one has to guess what to write next.
Expensive tools, tight budgets
Yes, there are enterprise-grade AI tools out there that can personalise content. But they’re either too expensive, too clunky, or not built for Salesforce. Teams spend months trying to stitch them together, only to give up halfway.
Ortoo skips all that. Smart Actions are built directly into Salesforce. There’s no separate app, no extra seat cost, no messy integrations. Just buttons that do what you need them to do – generate useful, relevant emails on the spot.
It’s affordable, practical, and ready on day one.
Slow follow-ups mean lost leads
Timing matters. If a lead fills out a form and doesn’t hear back for two days, you’ve already lost your edge. Even a 6-hour delay can be the difference between getting a meeting and getting ghosted.
With Smart Actions, follow-up becomes instant. Sales Teams can fire off a tailored response while the lead’s still active – without needing to stop and write. That kind of speed is hard to beat – and it helps your team stay top of mind.
Real-world scenarios
Technology firm
A sales engineer gets a product inquiry through a web form. Normally, they’d have to dig through the CRM, review product fit, and write a custom reply. With Ortoo, they just click a button in the Lead record. Smart Actions pulls context from past activity, uses the right template, and generates a reply covering the right features. The rep reviews it, makes one small tweak, and hits send. Done in 30 seconds.
E-commerce business
A customer buys a set of products and gets a generic “thanks for your order” email. Not ideal. But with Smart Actions, reps can follow up with personalised recommendations based on the customer’s history. A single click in Salesforce triggers an email suggesting a bundle they’re likely to need next. It feels personal – because it is – and it boosts repeat purchases.
Financial services firm
A new lead arrives from a webinar sign-up, asking for investment guidance. The advisor has their hands full. Instead of crafting a bespoke message from scratch, they use Smart Actions. Based on the lead’s interests and financial profile, the tool generates a thoughtful intro email outlining potential next steps. It’s professional, accurate, and right on time.
Healthcare provider
Clinic staff need to remind patients about appointments and follow up with care instructions. With Smart Actions, they just click a button in the Patient record. The system creates an email with details tailored to that appointment – what to bring, who they’ll see, and what to do next. Patients get relevant info, staff stay efficient, and no one gets missed.
How the AI actually works
Smart Actions are powered by a library of pre-configured buttons inside Salesforce. Each one is tied to a specific use case – like follow-up, recommendation, or first-touch email. Behind the scenes, they pull from CRM data, past activity, and lead history to generate a relevant draft.
Once the draft is ready, the rep sees a preview. They can edit if needed – or just hit send. The email gets logged, and the next step is clear.
It’s fast. It’s easy. And it works with your existing Salesforce flow – no toggling between tools or re-copying text.
What you get with Smart Actions
- Real-time logging of email comms, linked to records
- AI-generated personalised emails that save time
- Consistent tone, style and content across the team
- Built-in affordability – no premium AI licence needed
- Faster response times that boost engagement
- One-click experience inside native Salesforce
