HeapCL and TorchCL Now Available Through MacPorts

Friday, August 31st, 2012

I have some great news for Heap CRM or Torch Project Management users that also use MacPorts to maintain their command line tools: HeapCL and TorchCL can now be installed by MacPorts.

Instructions:

1) Makes sure you have the latest version of the ports tree. In the terminal type:

sudo port -v selfupdate

2a) Install HeapCL. In the terminal type:

sudo port install heapcl

2b) Install TorchCL. In the terminal type:

sudo port install torchcl

And that's it!

Rethinking Reports and the Complete Report Redesign

Saturday, May 26th, 2012

With Heap CRM we want you to improve your business and find out what works and what doesn't. Similarly, we test our designs as well and while search reports is a workhorse of our advanced users, basic reporting is not used much and people have trouble understanding it.

Rethinking the Design

The new reports center around a central idea: historical reporting is only important in as much as it tells me about my current activity. The whole point from reporting is to be able to adjust the business based on history. So, that's the center of the new design: what's going on now and how it compares to the past. Let's take a look.

Pipeline

The pipeline is based on how things look today. You have three pie charts: expected value, value and count. The expected value is the sum of the expected value (value times probability) in each transaction stage, while value is the sum of the value field (in each transaction stage) and count is a simple count of the number of items in each transaction stage. You can see the underlying data of any element by putting your mouse over it:

But what prospects are included in these calculations? That depends on the filter area. Right now, given that the category and user are set to all and no label is entered, it includes all current items. However, if the filter section looked like this:

The pipeline charts (as well historical activity chart) would only include items where "Ben Smith" is a managing user, in the category "Associates" and labeled (by me) as "local area".

Historical Activity

Historical activity is based on the filters (just like the pipeline) but it only looks at activity within a set range (week, month, year) where the selected date is end of that range. For instance, if the selected date is "2012-01-01" and the range is set to "Month", then that would include any transactions in the month leading up to January one.

For each type of transaction, you see three bar graphs:

1. Historical value
2. Current value of historical items
3. Current value

The historical value is the value assigned to the item at the time. So in our example, this would be the sum of expected values (or possibly value or count depending on the activity graph type selected) in the month leading up to January one, at the time.

Current value of historical items uses exactly the same set of items as the historical value, but it uses their current value instead of their historical value. If (in aggregate) your predictions about probability and value of prospects are correct, these two measurements should be identical. If they don't match, that could indicate that there is some level of error in the entered probabilities and values.

Current value is the value of current activity (based on the range) that matches the criteria in the filter section. This allows you to look at given week, month or year and ask if you are doing better or worse now.

Webhook and HeapCL

Both the webhook and HeapCL have been updated to support calls for the pipeline and activity.

Get Messages from the Heap CRM WebHook (and HeapCL)

Friday, January 6th, 2012

You can now retrieve messages using the Heap CRM webhook. If I set the variable (JSON, POST or GET) “list” to “messages John Doe” I will get a JSON payload containing messages associated to the prospect John Doe.

Sense HeapCL is just a client to the WebHook, you can now retrieve this information directly from the terminal. If I type:

./heapCL --list "messages John Doe" --save "messages.csv"

I'll get a CSV containing messages associated to John Doe. If I type:

./heapCL --list "messages John Doe" --save "messages.txt"

I'll get a plain text file containing each message.

HeapCL has been updated, so all users should download the latest version.

HeapCL >

GTD to CSV

Friday, May 13th, 2011

GTD to CSV is a simple free program that converts GTD style event/task text files to a CSV format that Heap CRM and Torch Project Management can import as events and tasks.

This completes the circle: you can export events/tasks from HeapCL and TorchCL and save them in GTD format, convert them to CSV and import CSVs to Heap and/or Torch.

Import Events into Heap CRM via CSV

Wednesday, May 11th, 2011

Heap CRM now supports importing of events via CSV (import under the calendar tab):

events csv

To keep it simple, there is only two required fields: date and title. Just like in the app, the start and end time is parsed directly from the title field. However, all fields are supported, including fields like association that make connections throughout the application.

The import format matches the event CSV export added to HeapCL in March.

Example CSV >

Using Heap CRM from Alfred

Saturday, May 7th, 2011

Do you use Alfred and Heap CRM? Now, just like LaunchBar or QuickSilver, you can interact with Heap directly from within Alfred.

In the new version of Alfred (version .9) you can setup terminal / shell shortcuts that automatically send data to HeapCL. Here is an image of my current shortcuts:

So if I wanted to get the history of a prospect (in this case John Doe), I would type:

Which would save the history file to my desktop.

Creating one of these shortcuts is super easy. For instance this is shortcut for completing an event:

Other Shortcuts:

Keyword: complete:
Command: source ~/.bash_profile;heapCL --title="Simulated Message" --body="[complete: {query}]" --simulate

Keyword: event:
Command: source ~/.bash_profile;heapCL --title="Simulated Message" --body="[event: {query}]" --simulate

Keyword: events
Command: source ~/.bash_profile;heapCL --list="events" --save="~/desktop/results.csv"

Keyword: events:
Command: source ~/.bash_profile;heapCL --list="events {query}" --save="~/desktop/results.csv"

Keyword: history:
Command: source ~/.bash_profile;heapCL --history="{query}" --save="~/desktop/results.csv"

Keyword: search:
Command: source ~/.bash_profile;heapCL --search="{query}" --save="~/desktop/results.csv"

Keyword: searchpeople:
Command: source ~/.bash_profile;heapCL --searchpeople="{query}" --save="~/desktop/results.csv"

Keyword: stats:
Command: source ~/.bash_profile;heapCL --stats="{query}" --save="~/desktop/results.csv"

Keyword: templates
Command: source ~/.bash_profile;heapCL --list="emailtemplates" --save="~/desktop/results.csv"

Keyword: templates:
Command: source ~/.bash_profile;heapCL --list="emailtemplates {query}" --save="~/desktop/results.csv"

Alternatively you can simply download this zip file and move the contents to your Alfred scripts folder (~/Library/Application Support/Alfred/extensions or in your dropbox if you are syncing).

Alfred shortcuts >

Updates to HeapCL / List Events, Filtering Lists & Save in GTD Format

Wednesday, March 23rd, 2011

To support the new features in the WebHook, HeapCL (Heap CRM's command line interface) has been updated.

Listing Events

First, let’s say I want to list events, I can type:

./heapCL --list="events"

And that would return all uncompleted events that I own or are associated to a prospect where I'm a managing user to my screen. I also could type:

./heapCL --list="events" --save="events.csv"

Which would save those events to a CSV file (in this case named events.csv).

Filtering Lists

Just like the WebHook itself, HeapCL now supports filtering lists. Let’s say I want any event associated to John Doe, I could type:

./heapCL --list="events John Doe"

If I wanted to filter e-mail templates I could type something like:

./heapCL --list="emailtemplates Hello World!" --save="templates.csv"

Which would return email templates where the subject line starts with "Hello World!" and save them to the file "templates.csv".

Saving in GTD Format

When listing events, you now have the option to save in a GTD (Getting Things Done) style format. If I type something like (ie. the key difference being the ".txt" instead of ".csv"):

./heapCL --list="events" --save="events.txt"

HeapCL will save a file similar to the following:

+John_Doe_-_ACME Holiday Follow-up on Feb 1st, 2011
+John_Doe_-_ACME @Tasks My Breakfast Meeting at 08:30 AM to 09:30 AM on Feb 6th, 2011
@Tasks Talk about Client Test on Mar 4th, 2011
...

Where each event is on its own new line, associations specified with a "+" and calendars specified with a "@". This format is commonly used when applying David Allen's Getting Things Done methodology and is compatible with programs like Todo.txt.

Save E-Mail Templates in Plain Text

When listing email templates, you now have the option to save them in plain text instead of CSV. If I type something like (ie. the key difference being the ".txt" instead of ".csv"):

./heapCL --list="emailtemplates" --save="templates.txt"

HeapCL will save all email templates in plain text format.

Updates to LaunchBar and QuickSilver Scripts

Both the LaunchBar and QuickSilver action scripts have been updated to take full advantage of the additional features. So once you update your action scripts, you can filter lists, grab events and save events in GTD format.

LaunchBar Action Script >
QuickSilver Action Script >

Installation and Update

Because of substantial changes to HeapCL, it is recommend for all users to download a new copy. Those of you updating will not have to reconfigure any settings, you will simply have to overwrite your existing installation with the new one.

Download >
More about HeapCL >

Using Heap CRM from QuickSilver

Saturday, January 29th, 2011

Do you use both QuickSilver and Heap CRM? Check this out:

Let's say you want to create an event; just invoke QuickSilver and type "." (to get to the variable input field) and type an event command (like "event: Sunday: frisbee practice at 4pm"):

Tab to the second panel and select "Heap". This event will now appear in Heap.

What else can you type?

complete: Event Name
Marks the event "Event Name" complete

search: John Doe category:clients
Performs a prospect search (all search operators are available) and saves the result to your desktop as a CSV.

searchpeople: ACME user:james
Performs a person search (all search operators are available) and saves the result to your desktop as a CSV.

history: John Doe
Lists the transaction history events on the prospect "John Doe" and saves the result to your desktop as a CSV.

stats: John Doe
Lists the transaction statistics on the prospect "John Doe" and saves the result to your desktop as a CSV.

templates or emailtemplates
Saves your event templates to your desktop as a CSV.

Edit: Added March 23rd: events
Retrieves all relevant uncompleted events that you own or are associated to one of your prospects and saves the result to your desktop as a CSV and TXT.

You can also filter email templates or events. For instance you might type “events Jane Doe” to get just the events associated to Jane Doe.

How to Install:

Download this AppleScript and move it into the "Actions" folder within your QuickSilver install (~/Library/Application Support/Quicksilver/Actions). Prior to installing this script you must have HeapCL installed with your path variable set.

Video:

MP4 >
WEBM >
Theora >

Download:

Download Script >
HeapCL >

Using Heap CRM from LaunchBar

Saturday, January 29th, 2011

Do you use both LaunchBar and Heap CRM? Check this out:

Let's say you want to create an event; just invoke LaunchBar and type "heap" and the following event command:

The event is now created in Heap.

What else can you type?

complete: Event Name
Marks the event "Event Name" complete

search: John Doe category:clients
Performs a prospect search (all search operators are available) and saves the result to your desktop as a CSV.

searchpeople: ACME user:james
Performs a person search (all search operators are available) and saves the result to your desktop as a CSV.

history: John Doe
Lists the transaction history events on the prospect "John Doe" and saves the result to your desktop as a CSV.

stats: John Doe
Lists the transaction statistics on the prospect "John Doe" and saves the result to your desktop as a CSV.

templates or emailtemplates
Saves your event templates to your desktop as a CSV.

Edit: Added March 23rd: events
Retrieves all relevant uncompleted events that you own or are associated to one of your prospects and saves the result to your desktop as a CSV and TXT.

You can also filter email templates or events. For instance you might type “events Jane Doe” to get just the events associated to Jane Doe.

How to Install:

Download this AppleScript and move it into the "Actions" folder within your LaunchBar install (~/Library/Application Support/LaunchBar/Actions). Prior to installing this script you must have HeapCL installed with your path variable set.

Video:

MP4 >
WEBM >
Theora >

Download:

Download Script >
HeapCL >

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 >