Workspaces & outreach

A workspace is where your team runs outreach for one customer: connect a Microsoft 365 mailbox, manage contacts and templates, and build and monitor email campaigns. This page walks through each step.

Workspace roles#

You only see workspaces you are a member of, and your role in each one is set separately. That is true for administrators too. Your role appears next to the workspace name under Your workspaces.

Only administrators can create a workspace. Whoever creates it becomes its first workspace Admin.

Creating a workspace

1. Open Workspaces and find Create customer workspace.
2. Enter the Customer or workspace name.
3. Optionally choose a customer record under Link existing customer record (optional). A customer record can have only one workspace.
4. Select Create workspace.

If you have no workspaces yet, the page says No workspaces are assigned to you yet. Ask a workspace Admin to add you.

Workspace overview#

Open a workspace from Your workspaces. The tabs are Overview, Campaigns, Contacts, Templates, Sending and Team access (workspace Admins only).

Overview shows Workspace status: the Linked client, Sender readiness (Ready to send or Connect a mailbox) and the Active campaign. A Next step card points you through the usual order: Sending, Contacts, Templates, then Campaigns.

Connecting Microsoft 365#

Campaigns send from a Microsoft 365 mailbox connected to the workspace. A workspace Admin connects it.

1. Open the workspace and go to Sending.
2. Select Connect Microsoft 365.
3. Sign in with the mailbox you want to send from and approve the request on the Microsoft page.
4. You return to Medical3 with Microsoft 365 mailbox connected.
5. Select Send test to this mailbox to confirm it works.

If the connection fails, you see a reason, for example: your organization requires administrator approval, the connection was cancelled, the service is not available right now, or something went wrong. Ask your Microsoft 365 administrator to approve access, or try again. A mailbox that is already connected to another workspace cannot be connected a second time.

One mailbox belongs to one workspace at a time. Disconnect removes it from the workspace after you confirm. You cannot disconnect a mailbox that a draft, active or paused campaign uses. Cancel the campaign (or let it finish) first.

Contacts#

Contacts are the people you email. Open Contacts and select Add contact. Fill in Name, Email, Specialty, Region and Institution. All five are required. A contact with an email that already exists is rejected; check the Active and Archived lists and restore it instead.

The list shows Active contacts by default. Switch to Archived to see the rest. Use Search all records to find someone, and page through 20 at a time.

• Edit changes details. An opted-out contact's email address is locked.
• Archive removes the contact from active lists after you confirm.
• Restore brings an archived contact back. Eligibility still depends on opt-out and bounce status.

Opt-outs are recorded automatically from replies; see Safety rules.

Templates#

1. Open Templates.
2. Enter a Template name, a Subject and the Email body. The body is plain text.
3. Select Add template.

Use Edit to change it later. Archive removes a template from the list. Create a new one if you need it again.

Campaigns#

Before you start, the workspace needs at least one eligible contact, one template and one connected mailbox. The form tells you what is missing.

Creating a draft

1. Open Campaigns and select New campaign. Saving a draft does not send any emails.
2. Enter a Campaign name.
3. Choose an Email template and a Sending mailbox. Only connected mailboxes appear.
4. Under Recipients, search and select contacts. Only eligible contacts are listed, and a campaign takes up to 500 recipients.
5. Set Maximum emails per day, from 1 to 500. The default is 10.
6. Select Save draft, then Review draft.

Reviewing and testing

The draft page shows the banner "This draft is not sending." Work through it before you launch:

1. Read Review before launch: recipients, sender, maximum per day and sent count.
2. Check the Rendered message preview. Use Preview for recipient to see it for a specific person.
3. Select Send test to sender mailbox. The test goes to the sender's own inbox. No recipient is emailed.
4. Check Recipients to review. Select Edit draft to change anything. Ineligible recipients are flagged.

Launching

1. Select Launch campaign. It stays disabled until the preview has loaded.
2. Read the confirmation: "Send to {count} recipients from {sender}? Sending can begin immediately."
3. Select Launch campaign to start, or Not now to stop.

If you changed the draft, you see "Refresh the review before launching." Refresh and review again.

Important: Launching starts sending right away. Up to the daily maximum is sent each day. Pause or cancel stops the messages that have not yet gone out.

Monitoring a campaign#

Progress does not update by itself. Select Refresh progress to see the latest numbers.

Use Pause campaign to hold sending and Cancel campaign to stop it. Cancelling asks you to confirm because unsent messages will not be sent.

Campaign results shows the estimated open rate and the reply rate. Opens are estimated from images loading in the recipient's mail app, so treat them as a guide. Recipient progress lists each person:

Team access#

Workspace Admins manage who can work in the workspace.

1. Open Team access.
2. Enter the person's Medical3 account email and choose a Workspace role.
3. Select Add team member.

The person must already have a Medical3 account. If not, an administrator creates it first; see Admin.

To change a role, pick the new one and select Save role. To remove someone, select Remove and confirm. Their connected mailbox is disconnected, and campaigns using it stop sending. A workspace always keeps at least one Admin.