Intro to Mailbox Routing

Intro to Mailbox Routing

In this tutorial, I’ll walk you through the three ways you can configure mailbox routing inside your Unify plays. Imagine you’re running a campaign to engage users who arrived on your website via Google Ads—specifically, targeting Heads of Marketing and Heads of Growth. After defining this audience with a trigger node, the next step is to enroll them into the appropriate sequences. Once you click into the sequence node, Unify gives you the ability to control which mailbox each message is sent from through routing options.

The first routing method is manual. With manual routing, you can assign specific personas—like Heads of Marketing or Heads of Growth—to send from specific mailboxes. In demo environments, you might only see a single mailbox available, but in your production instance, you’ll be able to select from all authenticated mailboxes and assign them on a per-persona basis. This gives you granular control, one persona and one sender at a time.

If your organization already manages ownership through a CRM like Salesforce or HubSpot, you can instead opt for automated routing based on CRM ownership logic. The second option is to route using the “person record owner.” This means that the owner of the lead or contact in your CRM will be used as the sender, and Unify will pull that owner’s connected mailbox for outbound. You still assign the right sequences for each persona, but the system ensures emails are coming from the relevant person’s inbox automatically.

The third routing method is “company or account record owner,” which allows Unify to use the CRM account owner as the sender. For each person that enters the play, Unify checks which company they’re associated with and identifies the account owner in your CRM. The message is then sent from that account owner’s mailbox, which respects your CRM’s rules of engagement and territory management logic at scale.

In cases where there is no assigned owner—either at the person or account level—you can also configure a fallback mailbox. This ensures that emails still go out, even if ownership data is incomplete or missing, maintaining continuity in your outreach efforts.

In summary, Unify offers three flexible options for mailbox routing: manual assignment, routing via person record owner, or routing via company/account record owner. With these options, you can align outbound with your team’s internal ownership structure, automate territory rules, and maintain a seamless experience for prospects. Thanks for watching, and I’ll see you in the next video.