Best Practices for Reliable Workflows

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1) Treat a workbook as a reusable template

As your usage grows, you will often end up with one workbook that acts like your master workflow. Best practice:

1. Keep one clean workbook as the template
2. Duplicate it for day-to-day runs
3. Rename the copy so it carries context

A simple naming pattern:

• {date} - {owner} - {purpose}

Example:

• 13 Mar - AJ - Beijing accounts

This makes it obvious to others:

• who created it
• when it was run
• what it was used for

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2) Star your template grids and workbooks

Keep your original template safe.

1. Star the template workbook or grid
2. Make it a team habit that starred items are never edited directly
3. Always duplicate first, then change the duplicate

This prevents someone from accidentally modifying the “source of truth” workflow.

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3) Use Find People for quick manual prospecting

If you are doing quick prospecting and need data immediately, you do not always need to build a full grid workflow first. Use Find people to:

• enter a person’s details
• access their email
• access their phone number

This is useful when you are in a hurry and want contact data right away.

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4) Keep one data type per grid

Bitscale supports multiple sources per grid (CSV, internal sources, CRM, and more). Even so, a strong workflow hygiene rule is:

• keep company-level data in company grids
• keep person-level data in person grids

If you need to connect the two, use:

• export leads into a contact grid, or
• VLOOKUP across grids

This keeps your workflows clean and easier to debug.

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5) Find People with more coverage

When you use Find people from company, there is a limit of 25 contacts fetched per account. If you want more coverage:

• create multiple “Find people from company” columns
• split them by persona or location

Example setup:

• GTM folks - US
• GTM folks - India

When you build persona filters, use Suggested titles to automatically add relevant roles without manually typing every variation.

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6) Keep grids clean

A common mistake is trying to store dozens of contacts inside a single company row. This may lead to confusion when the data volume increases. Instead:

1. Use the Export leads option
2. Create a new target grid (contact grid)
3. Choose which company-level fields to send along
   • example: company name, LinkedIn URL
4. Run the export

Now every contact becomes its own row, and you still keep company context alongside it.

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7) Use VLOOKUP to cross-reference grids

If two grids are not directly connected, but they share a common value (like company name), you can pull columns from one grid into another.

1. Add column
2. Go to Data toolkit -> VLOOKUP
3. Choose the grid to match against
4. Pick the matching column (the common value)
5. Select the columns you want to fetch (example: LinkedIn URL)
6. Run for a test batch first

This is a simple way to reuse data you already enriched somewhere else.

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8) Always validate emails and phone numbers

If your goal is outbound, validation is one of the easiest ways to reduce bounce rates.

1. Go to Tweak
2. Open Validate
3. Switch on a validator provider

If you have your own validation provider, connect it using your API key and use that. After validation, you can focus outreach only on:

• valid emails
• valid phone numbers

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9) Save columns as templates for faster workflows

If you find yourself recreating the same enrichment setup across grids, save it as a template.

1. Open the column
2. Go to Tweak
3. Click Save as template
4. Name it clearly (example: US-based ICP filter)
5. Save

Now it shows up inside the enrichment list, and you can apply it to any grid without rebuilding it. This works for all kinds of columns:

• HTTP API calls
• research steps
• AI prompts
• email or phone waterfalls
• find people filters

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10) Use the right AI tool for the job

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Use research agents for discovery

If you are generating content from scratch and want the system to discover context from the web, research agents are helpful.

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Avoid research agents when you already have strict inputs

If you already have specific inputs you want the copy to stick to (example: a fixed set of offers), do not ask a research agent to choose for you. In those cases, the best approach is to use a content-focused model that follows your inputs closely.

• Example: Use Claude Sonnet for outbound content generation when you want it to stay tightly aligned to your provided context

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Need help?

If you hit an issue or want feedback on your current setup, use the in-app support button and reach out to the team.