This article provides instructions on how to setup Journey Orchestrator emails for scheduling a quarterly business review(QBR).
For information on how to enable Journey Orchestrator and assign Journey Orchestrator permissions, please read the article Enable Journey Orchestrator & Add Permissions.
Step 1 - Build Power List
- Click Power Lists on the left-hand side.
- Select the + Power List button to create a new list.
- Select where the list of contacts will be derived from. In this example, select:
- Salesforce --> Account --> All contacts in the eligible accounts
- In “Which meets the folowing criteria,” click + Criteria.
The Lifecycle in Weeks is a calculated 52-week number based on the original contract date of the customer. The following criteria will calculate the customer’s lifecycle weeks and create communication at the 'quarterly' stages of their lifetime.
- Customer Info::Lifecycle in Weeks - equals - 12 - OR
- Customer Info::Lifecycle in Weeks - equals - 24 - OR
- Customer Info::Lifecycle in Weeks - equals - 36 - AND
- Customer Info: Status - includes - Active
- Use the Advanced Logic link and insert: (A or B or C) and D. Click Apply. This will identify customers whose lifecycle in weeks matches the above criteria, AND whose status is active.
- In “Which meets the additional criteria,” click + Criteria. Since this email initiates the scheduling of a Business Review or Health Check, we only want the email to send to key contacts at that account.
- Contact:Role - equals - Executive Sponsor (or Decision Maker)
- Select the list fields that you'd like to include as tokens in the email outreach:
- Account Fields: Account::Id, Account::Account Name, Account::CSM Name {The User-Lookup field you'd like the communication to come from}, Account::CSM Email
- Contact Fields: Contact::Email, Contact::Full Name, Contact::Account ID Name, Contact::Id, Contact::First Name
Note: You may add additional fields that you would like to use as email tokens.
- Choose when you would like to refresh the list. For ongoing emails, make sure that this is scheduled to occur before your outreach is scheduled.
- Click Save.
For more information on how to Create Journey Orchestrator Power Lists, see the article Create Journey Orchestrator Power Lists (aka, email contact list).
Step 2 - Create/Download Email Template

Step 2 - Create Journey Orchestrator Email Templates or download and customize an email template from Gainsight's Vault.
Step 3 - Create and Execute Journey Orchestrator Outreaches (aka, schedule emails)
In Settings, set the Send email to once in 90 days. Since these emails are intended to be sent on a quarterly basis, we only want the email to go out once every 90 days.
Step 4 - Schedule Outreach
The last step is to schedule the email. We recommend you schedule the email to send daily or weekly, depending on your business.