Updates to Heap CRM’s Interface to Google Drive / Docs

Tuesday, July 31st, 2012

For those of you looking at the Google Drive interface improvements to Torch Project Management with a bit of jealously, the same type of improvements are now in Heap CRM.

When you create message, simply start typing the name of the file you want (on your Google Drive) and list will appear:

You can add as many files to a message as you want. Heap is smart enough to adjust the permissions of those files so that all of the users in your Heap account can see them.

If you are using a modern browser it is now stupidly simply to upload files to Google Drive. Just drag and drop on the create message area:

Additionally, in any place you compose e-mail or e-mail templates within Heap, you can now use this same search feature to insert links to files in Google Drive:

And, like messages, you just drag and drop file onto the window to upload files to Google Drive.

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.

Receipt Importing from E-Mail (Torch Project Management)

Wednesday, June 16th, 2010

Now that Torch Project Management can attach receipts to expenses, you might be wondering how this works when you send an email message with expense commands and attachments. Take this email for example:

When Torch imports this message and sees the expense command, it will look through the attachments to see if one of them is probably the receipt. Any attachment with a filename containing the words: "receipt", "invoice", "bill" or "purchase" will be considered the receipt (and therefore attached to the expense and not the message).

Additionally, any image attachment (JPEG, PNG, GIF) or PDF will be considered a possible receipt.

More Advanced E-Mail Commands (Torch Project Management)

Tuesday, May 25th, 2010

There are a few new e-mail commands to make you more efficient in Torch Project Management:

[new project: Name of New Project]

If you are an internal user, you can create a new project and attach the incoming e-mail to it.

[new project: Name of New Project: 1000]

Optionally, you can also specify the budget of the project by using a second colon followed by a number.

[event:06/26/2010:Lunch at 12pm->Ben, John Doe]

You can now (optionally) specify a list of pinned users on an event by using the "->" extension. You don't have to specify the users' entire name just enough so that it is unique within the project.

As always, these commands are also available when sending data to the web hook.

Get Alerts via E-Mail in Heap and Torch

Monday, June 1st, 2009

You can now receive an hourly activity report via e-mail as an alternative to RSS. In the message section (in both Heap and Torch) you will notice a button that says "E-Mail Alert". This is a toggle. Just click on it and it will change:


You can also select a category first then click on the toggle. This allows you to select only the categories you are interested in.

You can also select individual messages. Just go to comments page and click here:


Specifically in Heap there is one more option. You can get E-Mail alerts for all messages and comments that are associated to a prospect where you are one of the managing users. Go to the dashboard and expand "Recent Prospect Activity":


No matter how many different categories, specific messages or different projects (in the case of Torch) you turn on, all the new messages and comments will be bundled together in one e-mail that you can look at once an hour.

Enhanced Round Trip Search Results

Saturday, January 10th, 2009

You can now use any feature available in Heap's search engine when round trip searching.

So from an e-mail client let's get a category (using a bucket selector):

Project Search

And we get back:

Project Results

Learn more about round trip searching ...
Learn more about Heap's powerful search system ...

Early Changes as a Result of Customer Feedback

Wednesday, October 22nd, 2008

We'll continue to run the current survey until Monday. However, we've already made four feature changes to Heap CRM based on early results and the forums (currently in beta).

1) The "person notes" are now a collapsable section on the Lead, Opportunity, Customer and Archive details page:

2) You can now duplicate people. This option is available on the Person page:

3) You can see if an event is setup to send an e-mail template without expanding it (you can see which template it is sending by hovering your mouse over the "@"):

4) The calendar you were last on is retained on the Lead, Opportunity, Customer and Archive details instead of defaulting to "all"

Best Practices: Doing More with Forwarded E-Mail

Wednesday, April 23rd, 2008

About Best Practices:

This is a series about using Heap CRM in a way that is most productive for your business. No new features are introduced, but new concepts, and introductions to 3rd party applications are par for the course.

E-Mail integration is one of Heap's great strengths. However, most people don't use it to it's full potential. This blog entry is focused on two scenarios.

Scenario One:

You're trying to schedule a meeting with a person. Maybe you've passed the e-mail back and forth a bit, but at this point you have an agreed upon time and date.

Scenario Two:

You've just been e-mailed by a new prospect and you want to forward their info into your Heap account. Maybe you've also given the prospect a call and you have a bit more info than is contained in the e-mail alone.

Scheduling the Meeting:

Here is an e-mail from someone I'm trying to meet:

Ok, so I could just forward this into Heap and go in and make an event at later time; but that isn't that efficient. Ideally I would like to schedule it as part of the forwarding process. So I add:

[event:04/26/2008:Lunch with James at 12:10pm->My Calendar]

Truth is, I didn't type all that. I use a program called TextExpander with the Heap bundle that allows you to produce large amounts of text by typing something shorter. So I actually typed "[e". Which gave me:

[event:04/23/2008:->My Calendar]

Then I typed in the event and modified the date (by default TextExpander places the current date when this snippet is expanded).

Some interesting things to note:

  1. If this person is a lead, opportunity, customer or archive, both the message and the event will automatically be associated.
  2. This event is tied to this message. So when viewing the calendar you can quickly click on the message icon and see the message that relates to it.
  3. You could have many of the "event operators" in a single message (setting up many events). This is more common when you are setting up a list of tasks that you need to complete.

The new Prospect:

Here is an e-mail from someone who is interested in a product of ours:

I have some additional info (because I talked to them on the phone), specifically their phone and website. So I'm going to add the following operators to the top of the forwarded e-mail:

[category: Real Estate]
[template:Real Estate Lead]

First, just like the event in the previous scenario, every one of these has a snippet in the Heap bundle for TextExpander. So, this is what happens when Heap receives this e-mail. First, it creates a person named "John Doe" that works at "ACME" (subject line), then it fills in the phone and website. Then it creates a lead from this new person, places that lead in the category "Real Estate" and runs the event template "Real Estate Lead" (in this case creating a half dozen or so follow-up events that automatically send out e-mail).

I hope these two scenarios gave you some ideas on where you might make your input process more efficient; next in best practices, "categories, find and reports." Hope you stay tuned.

Questions? Contact support@wbpsystems.com

E-Mail Alerts

Thursday, December 27th, 2007

We have an exciting new feature in Heap CRM: E-Mail alerts. What this allows you to do is get a summery of overdue events, today's events or both. To get started just go to your calendar and click on "E-Mail Alerts."

E-Mail Alerts

Now, you can do this for any or all of your calendars, so you can be very specific on which events you will be alerted for.

Migration update

Some of you may know that a migration is in progress for Heap and all other WBP SYSTEMS assets. I'm pleased to tell you that the first, and most significant step, is complete. Over that last couple of weeks you should have noticed marked improvement in speed and performance.

Advanced E-Mail Features in Heap CRM

Wednesday, November 14th, 2007

Forwarding e-mail to Heap CRM is really easy (and really powerful). But sometimes you just want to do a couple of things at once. The advanced e-mail features are here to do just that. Now, don’t worry, nothing here can’t be done within Heap itself (and a lot easier). If you just want to see the basics of Heap’s e-mail features, you might start here.

Override Auto Association

Probably the most important "advanced" feature is our oldest. You can override the auto association. On a typical message Heap takes a look at the "to" and "from" addresses and automatically associates the message with the appropriate lead, opportunity, customer or archive. But, let’s say you are communicating with a supplier who you need information from, but isn’t actually the lead, opportunity, customer or archive. You probably want to associate that message to someone who isn’t actually involved in the e-mail conversation, this is how:


So instead of "message" you put in the name of the prospect replacing spaces with underscores ("_"). You don’t actually have to put in the person’s entire name, any part of it will do.


You can also put any message, person, lead, opportunity, customer or archive in a category automatically. Just put the following somewhere in the body of the message:

[category: Name of Category]

It doesn’t matter where in the message body you place this info, but it must be on its own line.

Creating Follow-Up Events for a Message

Let’s say you want to create a follow-up event(s) to the e-mail. Just put the following somewhere in the body of the message:

[event:Date:Name of Event->Name of Calendar]

For instance if I wanted to create a follow-up event on December 1st at noon, it might look something like this:

[event:12/1/2007:Lunch with John at 12pm->Meetings]

You can have as many follow-up events as you want (and they can be anywhere in the body), but they each must be on their own line.

Placing Events on a Calendar

When creating an event by e-mail Heap defaults to putting the event on "My Calendar". However, if you put:

[calendar:Name of Calendar]

somewhere in the body of the message, it will be placed on that calendar. It doesn’t matter where in the message body you place this info, but it must be on its own line.

Specifying Additional Contact Detail

When you want to specify additional contact detail when creating a person, lead, opportunity, customer or archive by e-mail, you can use the following fields:

[title: Title of the Person]
[phone: Phone Number(s - separated by commas)]
[mobile: Mobile Number(s - separated by commas)]
[fax: Fax Number(s - separated by commas)]
[email: E-Mail(s - separated by commas)]
[website: WebSite(s - separated by commas)]

Again, it doesn’t matter where in the message body you place this info, but each must be on its own line.