If you’re tired of hand-sorting prospects, building clunky spreadsheets, or sending generic messages that get ignored, this guide’s for you. We’ll walk through how to automate prospect segmentation in Enrow so you can actually send the right message to the right people—without losing your mind (or your evenings).
Let’s skip the buzzwords and get into what works, what doesn’t, and how to set this up in under an hour.
Why bother with automated segmentation?
Manual sorting is a time sink, and most CRMs don’t make it easy. But targeted messages only work if your lists make sense. Automating segmentation means:
- Less grunt work. No more endless tagging or exporting.
- Fewer mistakes. Bots don’t get tired and mislabel leads.
- Consistent segments. You know your “hot leads” actually fit your criteria every time.
- Actual personalization. Not just “Hi {FirstName}, here’s an irrelevant offer.”
But—and this is important—automation isn’t magic. It only works if you set up your rules thoughtfully and keep tabs on what’s coming out the other end.
Step 1: Clarify who you actually want to segment
Before you even open Enrow, get clear about what matters for your business. Ask yourself:
- Who are your best customers? (Industry, job title, company size?)
- What signals mean someone is ready to buy? (Recent activity, demo request, budget?)
- Who wastes your time? (Students, tire-kickers, unqualified leads?)
Pro tip: Don’t overcomplicate it. Start with 3–4 segments that really matter. Examples: - “Decision-makers at SaaS companies over 50 employees” - “Inbound leads who opened last 2 emails” - “Marketing managers in retail who booked a call”
Write these down. If you’re not sure, look at your last 10 deals and reverse-engineer what they had in common.
Step 2: Map your data sources
To automate segmentation, Enrow needs data. Figure out:
- What info are you already collecting? (Job titles, industry, website, activity)
- What’s missing? (Are you guessing company size? Do you need to enrich records?)
- Where is this data coming from? (Web forms, integrations, imports)
What works: Enrow plays nicely with most common CRMs, LinkedIn, and web forms. If your data is scattered, pull it into Enrow first.
What to ignore: Don’t chase every last data point. If you’re not using “favorite color” or “Twitter handle” for messaging, skip it.
Step 3: Build your segments in Enrow
This is where the automation magic starts. In Enrow, segments are usually built with rules and filters. Here’s how:
- Navigate to the Segments or Smart Lists section.
- Create a new segment. Give it a clear, no-nonsense name (“E-commerce CEOs, USA” beats “Segment 4” any day).
- Set up your rules. You can filter by:
- Standard fields: job title, company size, location, etc.
- Behavioral triggers: last opened email, clicked a link, booked a demo.
- Custom fields you’ve added.
- Combine filters with AND/OR logic. For example:
- “Industry is SaaS” AND “Company size > 50” AND “Job title contains CEO or Founder”
- “Location is US” OR “Location is Canada”
- Preview results. Most tools show you who fits the segment before you save it—double check it looks right.
- Save, and let Enrow do the heavy lifting.
What works: Start with broad rules, then refine. If you get too granular, you’ll end up with segments so tiny they’re useless.
What doesn’t: Complex, nested rules you can’t explain to a coworker. If you have to draw a flowchart, you’ve gone too far.
Step 4: Set up automation triggers
Now for the good stuff—getting prospects sorted automatically as they come in.
- Go to Automation or Workflow settings in Enrow.
- Create a new automation.
- Choose your trigger: This might be “New lead added,” “Form submitted,” or “Contact updated.”
- Add action: “Add to segment X” based on your rules.
- Stack more actions if needed: For example, tag, assign to a rep, or kick off a nurture sequence.
Examples: - When a new lead with “VP” in their title is added, put them in the “Decision Maker” segment. - Any prospect who clicks 2+ emails in a week gets moved to “Engaged.”
Pro tip: Test your triggers with a dummy record before going live. Watch for false positives (wrong people getting in) or missed leads.
Step 5: Review and clean up—routinely
No automation is perfect forever. Schedule a 30-minute check-in every month to:
- Spot-check who’s in each segment.
- See if your rules still make sense (did your ICP change?).
- Clean out segments that aren’t being used.
- Update automations when you launch new campaigns.
What to ignore: Don’t obsess over one or two mismatches. Focus on patterns—if a segment is full of junk, fix the rule.
Step 6: Use segments for smarter messaging
Once segments are humming, use them to tailor your outreach.
- Personalize subject lines and body copy based on what you know (industry, pain points, role).
- Send only relevant offers—don’t pitch a “Startup Special” to enterprise CTOs.
- A/B test messages within segments to see what actually works.
What works: The more specific your message, the better your reply rates. But don’t get creepy—just because you could mention every LinkedIn post they made doesn’t mean you should.
What doesn’t: Batch-and-blast. If you’re doing all this work to segment, don’t undercut it by sending generic stuff to everyone on the list.
Common pitfalls (and how to dodge them)
- Too many segments: If you need a spreadsheet to keep track, you’ve overdone it. Start simple.
- Garbage in, garbage out: Segmentation is only as good as your data. If titles are all over the map, your “VP” segment will be a mess.
- Set and forget: Don’t. Automations go stale, especially as your product or customers change.
- Ignoring edge cases: There’s always that weird lead who doesn’t fit. Don’t try to automate 100%—leave room for common sense.
Keep it simple, keep it moving
Automating prospect segmentation in Enrow isn’t about getting everything perfect. It’s about cutting out busywork, making your messaging smarter, and freeing up time for real conversations with the right people.
Set up your main segments, automate what you can, and check in now and then. Don’t chase every shiny feature—just make things a little better each week. The rest will follow.