Categories are a great way to organize the people and transactions in your Heap CRM account. Using categories you can track properties of a person (such as industry), source of the referral or a thousand other things. The beauty of categories is that they are at the person level, so while you can change them on any transaction, they are always consistent across the person (no need for duplicate entry in the transactions).
However, categories have their drawbacks:
- You can't set them on a specific transaction without applying them to the person
- There is no notion of who set the category
- They aren't designed for scenarios where you have an extremely large number of disparate category names (thousands) - after all, they are listed down the right hand side of the screen
All three of these issues are resolved using a new feature in Heap: labels. Labels are Heap's answer to transaction specific organization. Their implemented as part of the new action menu introduced in December. Let's take a look:
Labels under Action Menu
Notice, there is an area indicating whether a label is yours or another user. If someone else has used a label that you'd like to mark as your own, that's ok labels can have multiple owners.
Adding a label is super easy, just start typing in the add label box. On modern browsers (Chrome, Firefox, Safari) you'll be provided suggestions based past labels (based on the first few characters). Then just hit enter and the label will be added.
Each label is clickable allowing you to automatically search for other prospects with the same label. If you click on a label under "mine" it will only search for prospects where you have used that label. But, if you click on a label under "other" it will search of that label regardless of who used it.
Labels in Search
Search has been updated with two new search operators:
So, "label" searches for any prospect that is labeled a particular way regardless of who labeled it. "My-label" searches for any prospect labeled by you. An example of the former would be:
An example of the latter would be:
For more information about Heap CRM's search system, you might check out:
Labels in E-Mail Commands
Three new email commands have been added to accommodate labels:
- add label (for messages and events)
- remove label (for messages and events)
- label (for prospects)
So, in the body of any email sent to Heap (that will be associated to a prospect) you can label the prospect just by typing:
[add label: Name of Label]
Or remove a label by typing:
[remove label: Name of Label]
If you are creating a prospect by email, you can add a label by typing:
[label: Name of Label]
But these are email commands, and as long time users of Heap know email commands aren't just for email. They can also be used in:
- E-Mails sent on a schedule
- Event descriptions instructed to evaluate
- Messages sent to the WebHook
For more information about Heap CRM's email commands, you might check out: