Everything Outreach Asia says about your business starts with the material you give it. Good material means more usable statements, sharper campaigns and fewer gaps to fill by hand. This article covers what to gather, the formats that work and how to add it.
What to gather
You only need one source to begin, but a mix works best. Aim for material that a buyer could check.
- A company profile or brochure. Who you are, where you are based, what you make or offer.
- A catalogue or product sheets. Product names, specifications, capacities and options.
- A price list, if you are comfortable for it to inform research. First emails do not quote prices.
- Certificates and test reports. These back up statements that a buyer could verify, such as a certification or a figure.
- Your website. A homepage or a specific product page.
- A short brief. Who you sell to, what you want from the outreach and who to avoid. The AI gives your brief priority over older marketing material when it decides audience, objective and exclusions.
Formats and limits
| Item | What works |
|---|---|
| File types | PDF, Word (DOCX), PowerPoint (PPTX), Excel (XLSX), plain text (TXT) and Markdown (MD). |
| File size | Up to 25 MB per file. |
| Files at once | Up to 20 files per upload. You can add another group afterwards. |
| Web pages | One public page per address. Add more pages for specific products or services. |
| Brief | Typed directly into the app. Saving a new brief replaces the earlier wording. |
Older formats cause problems. An old .ppt file cannot be read: save it as PPTX or PDF first. Save old .doc and .xls files as DOCX, XLSX or PDF as well.
Scanned and image-only files
A PDF that is only a scan or photograph has no text to read. When that happens, the app renders the first 12 pages as images and has the AI transcribe them. This usually works for clean scans, but it is slower and less reliable than a PDF with real text.
If a design-heavy presentation has little text, export it as a PDF before uploading. If a file still cannot be read, the app says so, and the file is not used. Send a text PDF, a Word file or a website link instead, or type the details in by hand.
Add your material
During setup, material is added in step 1, Tell us about your business. There are three ways to add it, and any one is enough:
- Website link. Enter a Page address and select Add page.
- Upload files. Drop in brochures, price lists and decks.
- Write a short brief. Type Your brief and select Save brief.
- Select Continue to step 2. Your material is read, usually within one to two minutes.
After setup, the same controls live in Company profile → Material. Use Read my material for new files, or Re-read my material when something has changed. Re-reading keeps the corrections you have already made. If you would rather not upload anything, Edit your company by hand opens a simple form.
What buyers can see
Uploading a file does not mean it will be sent. Each file has three separate permissions: Background knowledge, When a buyer asks and First email.
- Web pages are used for background and are never sent to buyers.
- Only PDFs can be sent as attachments, and a sendable PDF must be 8 MB or smaller.
- A PDF must have a title and pass the statement check before it can be attached, or you must confirm that you have previewed it and approve its contents.
Keep a short, current PDF (a two-page company profile or a product overview) ready as your attachment. Long catalogues are useful background, but a buyer is more likely to open something short.
Removing material
If a file is out of date, remove it rather than leaving it next to the new version. Two versions of the same price list are a common cause of contradictions. When you remove a source, it stops being used and the stored copy is deleted.
Need help with something not covered here? Email wilson@communication21.com or use Help & glossary in the app.