Save Search to Label with Heap CRM

Sunday, May 20th, 2012

You can now label every item in a search result!

Here's how it works. When you search leads, opportunities, customers and archives (prospects) just type into the "Add Label" box and press enter.

If you are searching messages or events, when you type in the label, the label will be applied on all of the prospects associated with your search results.

Save Search to Category >
Save Search to User >
Heap CRM >

Labels: Heap CRM’s Answer to Transaction Specific Organization

Monday, May 14th, 2012

Categories are a great way to organize the people and transactions in your Heap CRM account. Using categories you can track properties of a person (such as industry), source of the referral or a thousand other things. The beauty of categories is that they are at the person level, so while you can change them on any transaction, they are always consistent across the person (no need for duplicate entry in the transactions).

However, categories have their drawbacks:

  • You can't set them on a specific transaction without applying them to the person
  • There is no notion of who set the category
  • They aren't designed for scenarios where you have an extremely large number of disparate category names (thousands) - after all, they are listed down the right hand side of the screen

All three of these issues are resolved using a new feature in Heap: labels. Labels are Heap's answer to transaction specific organization. Their implemented as part of the new action menu introduced in December. Let's take a look:

Labels under Action Menu

Labels in Action Menu

Notice, there is an area indicating whether a label is yours or another user. If someone else has used a label that you'd like to mark as your own, that's ok labels can have multiple owners.

Adding a label is super easy, just start typing in the add label box. On modern browsers (Chrome, Firefox, Safari) you'll be provided suggestions based past labels (based on the first few characters). Then just hit enter and the label will be added.

Each label is clickable allowing you to automatically search for other prospects with the same label. If you click on a label under "mine" it will only search for prospects where you have used that label. But, if you click on a label under "other" it will search of that label regardless of who used it.

Labels in Search

Search has been updated with two new search operators:

  • label
  • my-label

So, "label" searches for any prospect that is labeled a particular way regardless of who labeled it. "My-label" searches for any prospect labeled by you. An example of the former would be:

label: pre-sale

An example of the latter would be:

my-label: design

But, these are just search operators right? That means they can be used in combination with each other, with "or" conditions, in search reports, from email, etc.

For more information about Heap CRM's search system, you might check out:

Find: Anything >
Search Concepts >

Labels in E-Mail Commands

Three new email commands have been added to accommodate labels:

  • add label (for messages and events)
  • remove label (for messages and events)
  • label (for prospects)

So, in the body of any email sent to Heap (that will be associated to a prospect) you can label the prospect just by typing:

[add label: Name of Label]

Or remove a label by typing:

[remove label: Name of Label]

If you are creating a prospect by email, you can add a label by typing:

[label: Name of Label]

But these are email commands, and as long time users of Heap know email commands aren't just for email. They can also be used in:

For more information about Heap CRM's email commands, you might check out:

E-Mail Commands >
Become an Automation Ninja >

Search for Ranges in Custom Values (Heap CRM)

Saturday, July 10th, 2010

The Heap CRM "custom-value:" bucket selector now accepts greater than and less than operations. Let's say you have a custom value field called "Unrecoverable Cost" where you store costs associated with a transaction but are unchangeable. You could search for:

custom-value:Unrecoverable Cost>200

And find every prospect where the costs equal or exceed 200.

You can also search dates as well. If you had a custom value field named "Contract End Date" and you wanted to find every prospect who's contact ended this month you could search for:

custom-value:Contract End Date>7/1/2010 custom-value:Contract End Date<7/31/2010

Just as before, you can type in text, dates, and numbers in custom values. Heap does the work of detecting the type of data.

Remember, when you are searching prospects, you are searching prospect level custom values and when you are searching people you are searching people level custom values.

Save Search to User with Heap CRM

Tuesday, June 15th, 2010

Ever want to make someone a managing user on all of your search results; now you can with save search to user.

Here's how it works. When you search leads, opportunities, customers and archives (prospects) just click on the "Apply" button and the user will be added as a managing user.

If you are searching messages or events, when you click one of the "Apply" buttons, the user will be added as a managing user on all of the prospects associated with your search results.

Heap CRM >

The “Heap CRM Prospect Search” Google Apps Script

Thursday, April 1st, 2010

Using the Heap CRM Prospect Search Google Apps Script you can retrieve the average expected value, total expected value or number of items of any prospect search. Just like any Google Apps Script, it works right inside you spreadsheet allowing you to work with the menu items or interact with the functions as formulas in the cells. Let's try an example:

There is a user in my account named "Dave". I want to know how many customers Dave created in the last two weeks. So, I select "Number of Items" from the menu and when prompted I type:

type:customer user:Dave customer-after: -2 weeks

In a couple of seconds the selected cell is filled with the number of items. Just like the find and search report system in Heap, you really can do anything under the sun. So, you might want to brush up on the bucket selectors.

But, you can also use the functions as formulas. The following functions are available:

=NumberOfItems(CELL)
=TotalExpectedValue(CELL)
=AverageExpectedValue(CELL)

You can also use these in combination with built in functions. In the spreadsheet below, I use the "CONCATENATE" function to build the search phrase column like so:

=CONCATENATE("category:",A2," type:lead")

Then reference the search phrase column with each of the above functions:

Script install instructions >
Source >

Filter Lists in Torch Project Management Offline Mobile App

Friday, November 6th, 2009

Filtering a list of items in the offline mobile version of Torch Project Management is now as simple as just typing in what you are looking for. At the top of any list view is the filter bar:

Torch Filter 1

Once you start typing in the box, the non-matching items simply disappear:

Torch Filter 2

Filter Lists in Heap CRM Offline Mobile App

Friday, November 6th, 2009

Filtering a list of items in the offline mobile version of Heap CRM is now as simple as just typing in what you are looking for. At the top of any list view is the filter bar:

Heap Filter 1

Once you start typing in the box, the non-matching items simply disappear:

Heap Filter 2

Small Enhancements to Torch Project Management

Friday, July 10th, 2009

Project Search:

When you are searching within Torch you can now search for projects. You can search for either part of a project name or part of a category name. This is really handy if you have a large number of projects:

Project Search

Add External User from Bid and Invoice Page:

You can now add a new external user directly from the bid or invoice page. When selecting who you wish to e-mail with a comment there is a new item titled "-- New User --".

Comment Box

You are then presented with a window to enter the users name then e-mail:

Add User

New Google Gadget for Heap CRM

Saturday, June 6th, 2009

With the new updated Google Gadget for Heap CRM you can use bucket selectors in search. Additionally the interface has been updated to match the Torch Gadget style.

dashboard-gadget

Use of a bucket selector:

using-bucket-selectors

When you first install the Heap Gadget you will be required to enter a special URL. This URL is available in your Heap’s help section under integration:

google-gadget-integration

The Heap Gadget is one of the new style "gadgets.*" which means it works in any OpenSocial container.

Add Heap Gadget to iGoogle >
More about Heap >

New (beta) Search Reports Feature in Heap CRM

Saturday, May 16th, 2009

You can now save search results as reports. This means that given the bucket selectors in Heap CRM, you can run any conceivable report you want.

How do you use it?

First, do a search (any search). Then on the right side you will see this box:

save-search-report

Once you go to the reports tab you will see each search you've saved like this:

search-report

You can have as many or as few of the search reports expanded at a time. You can also export the data to CSV or Google Docs:

export-in-search-reports

Why is it in beta?

First, this is the first feature we've released while in beta; this isn't a "Google beta." Second, this is the first pass at trying to solve a diverse set of problems. You'll notice we're collecting feedback at the bottom of the feature and we want to reserve the right to radically change it if that's what the feedback suggests.

Make sure to review the new/updated bucket selectors here >