Major Feature Release: Automation – Evaluate the Description Box of an Event (Heap CRM)

This is a major upgrade to Heap CRM’s powerful automation tools. Now you can evaluate any set of email commands on any schedule (this works analogously to email templates). Just create an event, fill the commands into the description and select “Execute description box”.

Automation Start

But, you can also include these commands in event templates:

Event Templates

If the event is associated to a prospect, you can use variables (and the commands will apply to that prospect):

You can also import events in CSV format and set the email template to "automate". Or you could import event templates from a CSV and set the email template to field to "automate".

With this combination of tools, you can do just about anything on a schedule.

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7 Responses to “Major Feature Release: Automation – Evaluate the Description Box of an Event (Heap CRM)”

  1. Andy Says:

    my brain may be a little fried. it sounds cool but could you give me a real world example of how this functionality could be used?

  2. Ben Says:

    Sure, here is a few examples (these are just examples, don't get too hung up on the details, you can do anything you want):

    1) I want a lead (or some set of leads if in an event template) to automatically change to managing users on a particular day or schedule
    2) I want prospects of a set age to auto convert to opportunities
    3) If I haven't made a phone call in two weeks to a client, send them an email.

  3. Paul Says:

    ""3 - If I haven’t made a phone call in two weeks to a client, send them an email."" - how would you implement this one?

  4. Ben Says:

    Paul -

    A) Implementing for a single prospect

    Create an ordinary event associated to the prospect on the due date (ie. in two weeks) called something like:

    Call [Name] on [Phone]

    In the description place:

    [event:Today:E-Mail Message Sent->My Calendar-@E-Mail Template]

    If you complete the call, you will check off the event, so the description will never be evaluated. If you don't the description will create a new event that fires off an email on that same day.

    B) Doing it for more than one client.

    Add an item to your email templates with day value of 14 and a name like:

    Call [Name] on [Phone]

    Then click the add details button so you can add the description into the email template. You can then add:

    [event:Today:E-Mail Message Sent->My Calendar-@E-Mail Template]

    to the description (variables also work; I'm just not using them for this example)

    When you fire this event template on a prospect, the same process applies as if you were creating a one off (remember email templates just create a bunch of events; the events they create aren't special).

  5. Paul Says:

    Just to be clear, I need to clear event day before due date (if no time is specified), to stop from executing right?

    and if I have a time specified, before event time, right?

  6. Ben Says:

    You need to mark the event as complete if you don't want it to execute. The date and time you specify is the execution time (just like when you have a timed email), in the case of an event without a task that time is midnight.

  7. WBP SYSTEMS / Weblog » Blog Archive » Heap CRM Automation Comes to Related People Says:

    [...] Like events connected to the main contact of the transaction, you can also evaluate the the description box with any set of email commands on any schedule. Just create an event, fill the commands into the description and select "Execute description box". [...]

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