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.

E-Mail Templates via JSON WebHook (Heap CRM)

Wednesday, November 10th, 2010

You can both retrieve and post E-Mail Templates to Heap CRM via the WebHook. Just set "list" to "eventtemplates" (there is an example under your help section). This will result in something like:

"subject":"[event name] [event location]",
"body":"[event description]\n\nSome more text\n\n[convert to: lead]"

Additionally, you can create a new E-Mail Template by posting to (or including JSON) the variables "subject" and "body".

Because this addition is to the WebHook, you can use this info in a whole bunch of places including Google Spreadsheets, your website, or really anywhere you can process JSON.

WebHook Developer Page >

Insert Google Docs into E-Mail Templates (Heap CRM)

Sunday, June 20th, 2010

If you have setup the connection to Google Docs in Heap CRM, you can now insert Google Docs into E-Mail templates.

Additionally, you can automatically share the file on insertion with everyone by checking the appropriate box.

Import/Export E-Mail and Event Templates in Heap CRM

Thursday, March 4th, 2010

Have a creative set of sales activities? Helping others create an e-mail drip campaign? You can now import/export e-mail and event templates from Heap CRM:

These are just CSVs, so you can choose to create/edit them outside of Heap as well.

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)

Use Custom Values in Templates with Heap CRM

Thursday, November 19th, 2009

You can now include custom values in your templates with Heap. Just include:

[custom=Name of Custom Value]

For instance the following e-mail template includes two custom values (one at the prospect and one at the person level):

This technique also works with:

  • Event Templates
  • Google Docs

Changes to Heap CRM as a Result of the Survey

Sunday, September 13th, 2009

There are two features as a result of the survey:

  • You can customize the names of the tabs
  • E-Mail templates are better organized

Under Settings->Interface you will see this screen:

Modify Tabs

E-Mail templates now show the first few words of the message body when you select them from a drop-down. This is useful when the you have multiple e-mail templates with the same subject line. There is also a few modifications to the e-mail templates page.

Advanced E-Mail Commands within E-Mail Templates in Heap CRM

Wednesday, July 15th, 2009

Advanced e-mail commands allow you to provide further actions to Heap CRM when forwarding/ccing e-mail to Heap. However, you can now use those same commands from e-mail messages sent from within Heap (e.g. timed e-mails, mass e-mail, e-mail templates).

This brings up a few use cases. Let's say you are developing an e-mail template for use in your organization and you want the person to always follow-up via phone one week later. You could do something like this:

E-Mail Template

You could use this technique to:

  • Create calendar events to indicate when you send mass e-mails
  • Setup success conditioned follow-up events
  • Pre-define categories in templates
  • Probably more that I'm not thinking of...

“My” Variables for E-Mail Templates, E-Mail Template List Mode and More

Saturday, November 1st, 2008

We've made some important updates to Heap CRM:

1) My Variables:

This allows users (within the same company) to reuse each others e-mail templates while still keeping their data at the bottom of the automated e-mails.

2) E-Mail Template List Mode:

3) Expansion of the Person Duplicate Function:

This allows you to duplicate and associate as a related person to prospect in one click. You'll find it on the prospect details page.

4) You can now use the followup event format when creating a lead, opportunity, customer or archive by e-mail.

Best Practices: Following-Up

Monday, May 19th, 2008

In sales it is common to want to keep in contact with your prospects. This is really easy to do with a combination of two tools in Heap CRM: event templates and e-mail templates (and to a lesser degree event regeneration).

Event templates allows you to create a large number of events and tasks automatically whenever you create a lead, opportunity, customer or archive. E-mail templates allow you to use the same e-mail over and over again but customizing with variables. Let's give it a go with a couple of scenarios.

Scenario 1:

Let's say you follow-up with every lead generated by your website within 1 day by phone, by e-mail in 14 days and by a different e-mail in 30 days.

I'm going to start by creating a couple of e-mail templates. I'm using a few variables (a discussion of these is beyond the scope of this post, but I recommend you take a look).

Alright, now let's create a event template called "New Website Lead."

What's important here to notice is that tasks that I have to do (eg. the phone call) are right along side the tasks that Heap has to do (eg. the e-mails). When I complete the phone call, I'll check it off. When Heap automatically sends the e-mails, it will check them off. This means you can have a "drip campaign" along side any other events in an event template.

Scenario 2:

You meet a new prospect and create the lead using techniques described in the first best practices using your cell phone.

From your conversation with the new prospect you realize that he is "High Value Commercial" lead. So you want to fire that event template upon his import into Heap. Just add the following to the e-mail you sending to Heap:

[template:High Value Commercial]

With just that addition you are now sending an entire drip campaign, a number of follow-up phone calls and mail marketing campaign.

Note about Templates:

The two scenarios we covered today are about firing an event template when creating a lead, opportunity, customer or archive. While this is the most common use, you can also fire an event template after a prospect is created. In fact, you can fire a number of different event templates on the same prospect if you choose.