Become an Automation Ninja
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] [website] [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 (to either the prospect or a related person):
Or perform an another action by clicking “add more details” and filling the description field.
2) Step Two - E-Mail Commands
E-Mails sent on a schedule (as described in step one), event descriptions instructed to evaluate, e-mails sent into Heap 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):