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:

[first]
[last]
[title]
[email]
[company]
[phone]
[mobile]
[fax]
[address]
[city]
[state]
[zip]
[custom=CustomValue]

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 http://heap.wbpsystems.com/email.php) 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:
http://heap.wbpsystems.com/email.php#Advanced

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 >

Fire Event Template on Calendar, Add and Remove User on Newly Created Prospect (Heap CRM)

Tuesday, May 11th, 2010

Today, we are releasing a few new features to help make our power users even more productive in Heap CRM. There is a total of three changes to the e-mail commands:

[template:Name of event template->Calendar]

You can now specify a calendar when firing event template. This command can be used on messages, events and when creating prospects.

[add user: Name of User]

In addition to messages and events you can now add managing users to a newly created prospect.

[remove user: Name of User]

In addition to messages and events you can now remove managing users from a newly created prospect.

Additionally, these commands can be included in E-Mail templates (or any e-mail sent out of Heap), messages sent to the WebHook and much more.

Change Categories, Managing Users and Fire Templates all over E-Mail (Heap CRM)

Sunday, February 14th, 2010

Today, we are releasing a few new features to help make our power users even more productive in Heap CRM. There is a total of five new e-mail commands:

[template:Name of event template]

Fires an event template against the associated prospect

[add category: Name of Category]

Adds a category to the associated prospect

[remove category: Name of Category]

Removes a category from the associated prospect

[add user: Name of User]

Adds a managing user to associated prospect

[remove user: Name of User]

Removes a managing user from the associated prospect

All of these commands can be included in e-mail messages sent to message+… and event+…. You can have as many of each as you want.

Additionally, these commands can be included in E-Mail templates (or any e-mail sent out of Heap), messages sent to the WebHook and much more. (This means you can have an e-mail template fire an event template which in turn creates more events that fire another event template; our number one feature request from our power users)

Torch Project Management has Expense Tracking

Sunday, September 27th, 2009

You can now track expenses in Torch Project Management. This is really handy if you buy products on behalf of your client and later bill for them. You can also use expense tracking to make sure your project expenses don't get out of control (whether you later bill for them or not).

The Expense Page:

Expense Page

Importing into Invoices:

Just like time entries, you can import expenses into invoices. Torch keeps track of which entries have been billed, so you can continue to use the same categories throughout the entire project.

First, click "Expenses from Category":

Import to Invoice

Then, select the correct category:

Select Category to Import to Invoice

The category now shows up on your invoice as a section:

Imported Category

Accessing Expenses from the Offline Mobile Interface (for iPhone and Android):

Over the next few usages of the Offline Mobile Interface your app will be upgraded to support expenses automatically. Here is the new main screen:

HTML5 Front

Adding expenses:

HTML5 Add Expenses

Adding Expenses from E-Mail:

You can add expenses from any e-mail being sent into Torch using the following command:

[expense:Note about expense:200]

You can have as many of these on a single message as you want, however each must be on its own line.

Adding Expenses from a WebHooked App (like Beanstalk or GitHub):

You can add expenses using the following command:

[expense:Note about expense:200]

You can have as many of these on a single commit as you want.

The API has also been updated to support expenses.

Update to Advanced E-Mail Event Operator in Heap CRM

Tuesday, September 22nd, 2009

You can now assign an e-mail template to an event created via the the event e-mail command in Heap CRM. For instance, this would create an event sending an e-mail template titled "Follow-up":

[event:+1 Week:Send E-Mail Confirmation->My Calendar-@Follow-up]

This command works in for incoming message and prospect e-mail as well as outgoing e-mail.