Archive for the 'Heap' Category

Labels: Heap CRM’s Answer to Transaction Specific Organization

Monday, May 14th, 2012

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

Labels in 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:

  • label
  • my-label

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:

label: pre-sale

An example of the latter would be:

my-label: design

But, these are just search operators right? That means they can be used in combination with each other, with "or" conditions, in search reports, from email, etc.

For more information about Heap CRM's search system, you might check out:

Find: Anything >
Search Concepts >

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:

For more information about Heap CRM's email commands, you might check out:

E-Mail Commands >
Become an Automation Ninja >

Get Messages from the Heap CRM WebHook (and HeapCL)

Friday, January 6th, 2012

You can now retrieve messages using the Heap CRM webhook. If I set the variable (JSON, POST or GET) “list” to “messages John Doe” I will get a JSON payload containing messages associated to the prospect John Doe.

Sense HeapCL is just a client to the WebHook, you can now retrieve this information directly from the terminal. If I type:

./heapCL --list "messages John Doe" --save "messages.csv"

I'll get a CSV containing messages associated to John Doe. If I type:

./heapCL --list "messages John Doe" --save "messages.txt"

I'll get a plain text file containing each message.

HeapCL has been updated, so all users should download the latest version.

HeapCL >

Quicker Access to Common Actions in Heap CRM

Saturday, December 24th, 2011

Certain actions in Heap CRM are pretty common: adding/removing a person or prospect to a category, changing the managing users and creating prospects from existing people. But until now, these features were not differentiated in the interface: you still had to go to the person or prospect details page to change them. Now, you can take these actions from any list, search, dashboard or related person view using the action button.

The action button is a gear located to the right of a person or prospect:

In the case of a person, clicking on this button allows you to change categories, create prospects or duplicate the person:

In the case of a prospect, clicking this button allows you to change categories, change managing users, or convert the stage of transaction:

Heap CRM Automation Comes to Related People

Thursday, December 22nd, 2011

Heap CRM's ability to automate tasks simply by creating an event is one of its most powerful features. Using this ability, you can automatically send email, perform actions on prospect, setup future events and more. This ability is now available for related people.

Suppose you want to send an email. But you want to send it in a week, to a supplier, not to the main contact:

This works just like when you send to a prospect: you can execute email commands, use variables, use the content of the event itself. However, in this case it is sent to the related person and the person variables are replaced with the related person's data (other variables relating to the transaction stage, event, etc. are still replaced with the appropriate data).

More than just email …

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".

Use event templates to create events

But you can do all of the above with event templates as well. From the prospect detail page, select to run a template and choose the person you want to use for contact data:

Save to Heap CRM Extension

Saturday, November 12th, 2011

Using the "Save to Heap CRM" Chrome Extension, users of Heap CRM can quickly select content from any website and save it as a message in Heap CRM.

The extension works offline and periodically syncs with the Heap service. This means that the interface is always snappy and it even works on unstable connections.

Install >

My Events in Heap CRM for FireFox (Updated)

Thursday, September 29th, 2011

Using the "My Events in Heap CRM" Firefox Extension, users of Heap CRM can view (and be notified of) events and add event entries without having to open the Heap CRM web interface.

The extension works offline and periodically syncs with the Heap service. This means that the interface is always snappy and it even works on unstable connections.

Who's this for:

Firefox users that want access to upcoming events

Who's this not for:

Chrome users. The chrome extension has (and will continue to have) more features.

Password note:

This extension uses your existing saved password from within Firefox to log into Heap CRM. If you do not have your password saved, the extension will ask you to save it the next time you log into Heap CRM. Please note: This is Firefox's saved password feature, this is not the same as checking the box for Heap to remember your log in. To save a password to Firefox, you should use this dialog box:

Install >

My Events in Heap CRM for Safari

Sunday, August 14th, 2011

Using the "My Events in Heap CRM" Safari Extension, users of Heap CRM can view, filter and add event entries without having to open the Heap CRM web interface. Simply type in the filter box at the top to search event entries, check the box next to the item to mark it as complete, or press the plus to add new events.

The extension works offline and periodically syncs with the Heap service. This means that the interface is always snappy and it even works on unstable connections.

Who's this for:

Safari users that want access to upcoming events

Who's this not for:

Chrome users. The chrome extension has (and will continue to have) more features.

Install >

Need to insert a file into an E-Mail (or E-Mail Template)? Upload it to Google Docs directly from the insert window (Heap CRM)

Friday, July 15th, 2011

Let's say you're working on an E-Mail or (or E-Mail Template) in Heap CRM and you want to insert a Google Doc. But the file isn't upload to Docs yet. No problem, just drag the file directly from your computer and drop it on the "Insert Google Docs" window:

This feature requires a bleeding edge HTML5 API which is only currently supported by Chrome 12+ and Firefox 5+. Safari will add support soon in an upcoming update. IE may add support in version 10.

Upload Any File to Google Docs (Heap CRM and Torch Project Management)

Thursday, July 14th, 2011

Google Docs recently added the ability to upload any kind of file (even if it isn't understood by Docs). And now you can upload any type of file from Heap CRM or Torch Project Management to Google Docs.

If the file is something that Docs can read, it will be converted, otherwise it will just be saved in your Docs account.

"View in Google Docs" has also been updated to exploit this feature: now almost every type of file has some sort of Docs viewer available. In this example, there are options to view two document type files and one option to extract the text from an image:

My Events in Heap CRM for Firefox

Sunday, June 26th, 2011

My Events in Heap CRM is a small add-on to alert you of your upcoming calendar events in Heap CRM. Features include: notifications (with sound & notification window) of your upcoming events:

A list of upcoming events accessible from the add-on bar:

The extension works offline and periodically syncs with the Heap service. This means that the interface is always snappy and it even works on unstable connections.

Who's this for:

Firefox users that want to be notified of upcoming events

Who's this not for:

Chrome users. The chrome extension has (and will continue to have) more features.

Password note:

This extension uses your existing saved password from within Firefox to log into Heap CRM. If you do not have your password saved, the extension will ask you to save it the next time you log into Heap CRM. Please note: This is Firefox's saved password feature, this is not the same as checking the box for Heap to remember your log in. To save a password to Firefox, you should use this dialog box:

Install >