Trigger an Additional Message from Within E-Mail Templates or Description Execution (Heap CRM)

Thursday, March 7th, 2013

You can now trigger an additional email as part of your automation scheme by using the following command.

[message:Title of Message: Body of Message]

The body can run onto multiple lines, but it must end with nothing else on the line except the ending "]". E.G.

[message: Notes about the Client: This is some notes about the client:
1. They are nice
2. They don't like e-mail]

If all this automation talk is new to you, take a look at our automator Ninja article.

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

Wednesday, May 25th, 2011

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.

Become an Automation Ninja >

Become an Automation Ninja (Heap CRM)

Thursday, December 30th, 2010

1) Step One - Event Templates

Use event templates to create a series of events based on the current date or an offset date. You can fire an event template when you create a new prospect, update a prospect, through e-mail or via the WebHook.

You can use any of the following variables (the variables are common to event templates, email templates and Google Docs used as a template).

Variables containing information about the prospect:


Variables containing information about the user:

[my first]
[my last]
[my email]
[my phone]
[my mobile]
[my fax]

Variables containing information about the firing event:

[event name]
[event location]
[event description]

An event can also send out an email:

2) Step Two - E-Mail Commands

E-Mails sent on a schedule (as described in step one), e-mails sent into Heap (as described at and messages sent to the WebHook are processed for e-mail commands. This is an example of an e-mail template containing an e-mail command:

There are over 40 e-mail commands; a complete list can be found at:

3) Step Three - HeapCL

HeapCL is short for Heap Command Line: one of the largest features added in 2010. With HeapCL you can create messages, people, prospects and email templates as well as extract prospects, people, statistics, history, and email templates.

There is many reasons why you might want to use a command line tool with your CRM. Here's a few examples:

  • You have some sort of manufacturing process where when the product comes off of the end of the line you need to move a particular prospect from customer to archive
  • When you move files into a specific folder, you want to attach those files to a message and change the value of the associated prospect automatically
  • You have some ancient desktop software that your industry uses. It doesn't integrate with anything, but it creates files on your computer that can be read. You use HeapCL to send data to Heap when new information is entered.

HeapCL works on all major platforms (ie. if an article shows screenshots from Mac OS X, the commands are the same on Windows).

Let's start with something really basic. What if you want to save your current prospects that contain the name "John" to a CSV. You could type:

HeapCL --search="John user:My Name" --save="My Johns.csv"

Alright, let's get a little more involved. Let's say you maintain servers and you have setup a task (uncompleted) that needs to be checked off when a server starts up (for the sake of this example let's say it is a Windows server).

You would simply create a scheduled task and set the trigger to be on startup:

Then enter the appropriate command into the actions tab (in this case HeapCL --body="[complete:server startup]" --title="Server Startup" --simulate):

Ready for more?

HeapCL Documentation >
HeapCL and Services >
TorchCL and Folder Actions >