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 >

Add Details to Event Templates (Heap CRM)

Thursday, December 23rd, 2010

You can now add location and description data in event templates. When creating an event, click the "add more details..." button.

Then fill out the location and description information. Just like the event title field, you can use the same variables as you use in email templates and Google Docs within the location and description field:

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.

Fire Event Templates on Multiple Prospects in Heap CRM

Thursday, February 18th, 2010

You can now apply/fire an event template against multiple prospects at once in Heap CRM:

Just like an import, export or email, this applies to what you are looking at. So if you apply this to the all leads view, it will fire the event template against all leads (i.e. you probably don't want to do this). If you are looking at a particular category, it will fire against that category and if you are looking at a particular managing user it will fire on the transactions where the selected user is a managing user.

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

Event Template Variables and Additional Visualization Values

Wednesday, July 1st, 2009

Here are a couple small improvements in Heap CRM:

You can now use the same variables you use with e-mail templates and Google Docs within event templates:

Event Templates Variables

Additionally, you can now visualize your report data using location information or any prospect level custom value:


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.

E-Mail and Event Templates, Together at Last!

Friday, September 28th, 2007

E-Mail templates allow you to send E-Mail messages on a schedule and event templates allow you to schedule a large number of events all at once. But until today, they couldn't work together in Heap CRM; now they can.

Let's say I want to setup an event template that I use every time I get a new lead. Ok, nothing here has changed I'm just going to add an event in 7 days to call the lead.

Call the Lead

Ok, now I want to setup an event to E-Mail them in 14 days. Again, just enter the 14 and the title of the event, but this time I'm going to select an E-Mail template to send.

E-Mail Them

Finally, let's setup a final E-Mail for 90 days from today.

Final E-Mail