Contact Management
Welcome to the administrative backbone to CJ International Cars!
Learning any new system is fun and exciting but comes with its challenges, which is why we have put together this comprehensive guide together for you.
Please take the time to read over everything carefully and don’t hesitate to reach out if you have any questions as we are here to help.
Overview
Your Dashboard
When you visit the dashboard you’ll will see a few different fields with different overview information about the business. In the top portion of the screen you will see the total number of contacts, transactions, quotes, & invoices. If you need to look up a specific customer or transaction you can select view all to be taken to the appropriate page.
CRM Contacts | Graph
The CRM contacts graph is interactive as you can change the view between day, week, month & year. The contacts graph on your dashboard is a visual snap shot of new contact trends over time. If you are trying to view, edit or add a new contact please see the contacts section for more details.
Sales Funnel
A Sales Funnel is the term given to our ‘route’ of contacts (i.e. leads) becoming customers to this business.
In this example we have defined the contacts as leads & customers, but there could be additional segments created. On the dashboard the Sales funnel is just a visual representation of our current contacts. To learn more about editing the sales funnel please view our Sales Funnel section
Contact Status Matters
The number of people in each part of the funnel is controlled by which status your contact is assigned.
Revenue Chart
The revenue chart shows you the sum of your transactions over the past 12 months. It’s a way of checking in on your sales progress over time.
There’s no meaning to the colors of the bars they are just themed to fit the dashboard.
The Revenue Chart can be updated to include or exclude specific types of transactions. To update what type of transactions are being calculated in this chart.
Update Revenue Chart | Step 1
To change your Revenue Chart start by hovering over the down arrow located in the upper right of the screen. While hovering over the down arrow a sub menu will appear, next click on Settings.
Update Revenue Chart | Step 2
From the settings page you will find a list of CRM Settings broken into different categories, look towards the bottom of the list for Transactions and click on that.
Update Revenue Chart | Step 3
From the transaction settings page you will find a section labeled Include these status in total value which is where you select what what transaction types you want to be included in your Revenue Overiew Chart. You can also update what type of transactions there are by listing your transaction status in the Transactions status field. For multiple different transaction status separate them by a (,). To learn more about transactions please view our transaction section.
Update Revenue Chart | Step 4
From the settings page you will find a list of CRM Settings broken into different categories, look towards the bottom of the list for Transactions and click on that.
Latest Contacts & Activity
The latest customers shows you the 10 most recent contacts and their statuses. This is good to check in on the latest opportunities to your business.
There’s also a section showing the latest CRM wide activity which you can check in on to see if things are happening as you expect.
Contacts
Adding a Contact | Step #1
Starting from your dashboard screen hover over the contacts drop down menu and click on + Add New
Adding a Contact | Step #2
Next you will see a new contact page where there are several different fields for contact details, contact tags, client portal, social profiles, company & assigned to. These individual sections can be moved around by dragging and dropping them to your desired location. Once you have completed filling out your contact’s information you will find the save button on the upper right. Information entered on this page is used, visible & editable in their client portal. Learn more about client portals
- Contact Details: include personal details, addresses, phone numbers and emails addresses
- Contact Tags: are a great way to organize a group of leads or customers. For Example: Lets say your customer is interested in a Land Rover Defender 90, If they have that tag we have the ability to email all customers interested in a Defender 90 using this tag while not emailing our customers interested in a Nissan Skyline. Learn more about emails and campaigns
- Social Profiles: Here is where you can store your contacts social media profiles for Twitter, Linked in, Facebook.
- Company: Is this new contact attached to a particular company, licensing office, Transportation, Import Broker etc….. If so we can attach them to their company. Before a contact can be added to a company the company needs to be already created. Learn more about adding a company. You can have multiple contacts assigned to the same company.
- Assigned To: Who is responsible for this lead or customer? The team member assigned to this lead or customer will see all related tasks on their calendar and task list. Learn more about Tasks
Adding a Contact | Step #3
Now that you have successfully saved your contact you are taken to your contacts page. On this page You can view as well as make any necessary edits to your contact. Lookin at your contact page you will see there are several different fields
- Lead Vitals: show an overview of your contact to include value, quotes, invoices, transactions, source, company, address details & telephone information
- Activity: is a great place to monitor your clients progress as well as look back through all of your activity with them.
- Client Portal: Here is where you can enable or disable client access, preview the client’s portal, reset their password. If client forgets their password you can sent them a reset code by clicking on reset password. The client will get a temporary password emailed to them and they will be asked to select a new password when they login.
The documents field includes five different tabs all with different purposes quotes, invoices, transactions, files & tasks. With the combination of all these tools we will be able to turn our lead into a customer. Click on the links to learn more about these features.
Companies
Adding a Company | Step #1
Starting from your dashboard screen hover over the contacts drop down menu and click on companies then + Add New
Adding a Company | Step #2
On this new company page you will see a few different fields company details, company actions, company tags, assigned to & files
- Company Details: include personal details, addresses, phone numbers and emails addresses
- Files: You can upload documents here, however if you need to store a greater number of files for this company you can store them with the contact attached to this company. Learn more about Files
- Company Actions: is where you note if the company is a vendor or customer
- Company Tags: are a great way to organize a group of leads or customers. For Example: Lets say your selling directly to a business and they are interested in a Land Rover Defender 90, If they have that tag we have the ability to email all customers interested in a Defender 90 using this tag while not emailing our customers interested in a Nissan Skyline. Learn more about emails and campaigns
- Assigned To: is where you can assign a team member if applicable. If this company is a vendor you probably don’t need to assign anybody. If the new company is a customer you could assign a team member so the task shows up on there calendar and task list & notifications.
Tags
Tags are a great way to organize contacts and there are no limits on how many tags are assigned to each user. Lets say you want to message all leads interested in a Land Rover Defender 90. In email campaigns you can use tags as a way to segment your audience you are communicating with, why send a Defender email to a lead who is interested in a Skyline. To learn more about campaigns and email view our email section.
Managing Tags | Step 1
To manage your tags hover over the Contacts menu in the upper right of your screen and from the drop down menu click on Tags.
Managing Tags | Step 2
From the tags page you will see a list of tags that are already excising as well as the number of contacts assigned to each tag. To add a new tag look for a filed in the upper right labeled Add Contact Tags. Enter your new tag can click on the Add button
Managing Tags | Adding them on the fly
You can also add new tags from the contact page. When you are looking at a contact on the right side of the screen you will find Contacts Tags where you can select from related tags or enter a new tag. If you add a new tag here on a contact page you
Tasks
Task Scheduler is what we call our calendar. You can can assign any contact or company to an event or task. Task Schedule is our name for calendar appointments.
Task Scheduler | Step 1
To get started hover over tools menu in the upper right and click on Task Scheduler.
Task Scheduler | Step 2
From the Task Scheduler page you will see a calendar with tasks and events assigned to all team members. You can filter the users by selecting the desired user from the drop down menu in the upper right. Selecting on the team member will filter out all other team members from the calendar view.
Task Scheduler | Step 3
To add a new calendar event or task from the Task Scheduler you will see a button “Add New” in the top left.
Task Scheduler | Step 4
From the new calendar event / task screen you can input all necessary information.
Task Name: What is your task name?
Assigned to: Is this task or event assigned to a specific team member?
Date: You can have your event or task scheduled for a specific date and time or multiple dates. For example if you wanted a task to be completed within a two week period you can have an starting and ending date. On the other hand if you were trying to schedule a meeting you can select the exact date and time. When you are looking at the dates the first date you select is the starting date and the second date is the ending date so If the event starts and ends on the same day you will need to click on the date twice.
Remind CRM Member: You have the option to have the team member receive an automated email reminding of this task/event 24hrs before.
Show on Calendar: Not all events need to be posted on the calendar. You can view your tasks in a todo list format for non date specific tasks.
Show on Client Portal: Is this an meeting with the client? Maybe having this event show up in their portal will help them remember your meeting. Is this item an internal task for a client, maybe hiding this task from the client portal is a good idea since it may include notes/details etc..
Contact: Not all tasks are attached to a contact for example Tuesday is trash day. If your event or task is related to a contact you can assign them here. While looking at a contacts page you can view all tasks or events assigned to them.
Company: Is this event or task attached to a company, if so you can add them here. For example an appointment with a window tint shop.
Calendar
Calendar Appointments | Step 1
To get started hover over tools menu in the upper right and click on Task Scheduler.
Calendar Appointments | Step 2
From the Task Scheduler page you will see a calendar with tasks and events assigned to all team members. You can filter the users by selecting the desired user from the drop down menu in the upper right. Selecting on the team member will filter out all other team members from the calendar view.
Calendar Appointments | Step 3
To add a new calendar event or task from the Task Scheduler you will see a button “Add New” in the top left.
Calendar Appointments | Step 4
From the new calendar event / task screen you can input all necessary information.
Task Name: What is your task name?
Assigned to: Is this task or event assigned to a specific team member?
Date: You can have your event or task scheduled for a specific date and time or multiple dates. For example if you wanted a task to be completed within a two week period you can have an starting and ending date. On the other hand if you were trying to schedule a meeting you can select the exact date and time. When you are looking at the dates the first date you select is the starting date and the second date is the ending date so If the event starts and ends on the same day you will need to click on the date twice.
Remind CRM Member: You have the option to have the team member receive an automated email reminding of this task/event 24hrs before.
Show on Calendar: Not all events need to be posted on the calendar. You can view your tasks in a todo list format for non date specific tasks.
Show on Client Portal: Is this an meeting with the client? Maybe having this event show up in their portal will help them remember your meeting. Is this item an internal task for a client, maybe hiding this task from the client portal is a good idea since it may include notes/details etc..
Contact: Not all tasks are attached to a contact for example Tuesday is trash day. If your event or task is related to a contact you can assign them here. While looking at a contacts page you can view all tasks or events assigned to them.
Company: Is this event or task attached to a company, if so you can add them here. For example an appointment with a window tint shop.
Files
Our CRM lets you manage documents against your contacts through file uploads which are then attached to the record.
This is useful if you want to store things like
- New Contracts, or Reports
- Signed agreements
- Copies of ID verification (such as passport, or driving license)
Files | Step 1
Starting from your dashboard screen hover over the contacts drop down menu and click on View All. The next page will show all of the current contacts, once you find you contact select him/her
Files | Step 2
Looking at your selected contact’s page scroll down to the bottom and you will find 4 different tabs, Quotes Invoices Transactions, Files & Tasks. After you click on the Files tab you will see a green box labeled + add file.
Files | Step 3
On the adding new file page. you will see who the files is going to be attached to, You also have a field to upload your documents as well as a section for your description.
Files | Step 4
Show Files on the Client Portal
You may want to (optionally) allow some of the uploaded files to be shown on the Client Portal.
Once added, and chosen to be displayed, they’ll be shown on your Portal.
Emails
If you are looking to send an email to a individual contact follow these steps.
If you are wanting to send one email to one contact please check out our mail campaigns sections.
E Mail | Step 1
Starting from your dashboard screen hover over the contacts drop down menu and click on View All. The next page will show all of the current contacts, once you find you contact select him/her
E Mail | Step 2
Looking at your contact you will see a green box labeled Contact Actions click on it and select send email
E Mail | Step 3
Now you are taken to the compose email screen where you can create emails just like any other email client.
Mail Campaigns
Mail Campaigns is our answer to Mailchimp or Constant Contact. When you want to send a email to multiple leads you no longer need to export the list of contacts and import them into MailChimp, constant contact, etc.. If you are wanting to send one email to one contact please check out our Email sections.
Mail Campaigns | Step 1
Starting from your dashboard screen look to the far left menu items and you will see one labeled Mail Campaigns, Hover over that and a new sub menu will appear. This is where you go to create a new Mail Campaign or edit/delete an existing one. In this tutorial we are goin to cover how to make a new one so please select New Campaign.
Mail Campaigns | Step 2
The next window will be asking you if you want to send a single email or a sequence of emails at timed intervals. For this example make sure Single Email is selected then click on Continue.
Mail Campaigns | Step 3
Enter a name in the Name this broadcast field. The name will be used to identify the broadcast internally, and will not be shown to contacts.
Mail Campaigns | Step 4
Enter a subject in the Email Subject field. This will appear as the subject line in the email sent to contacts.
You have the option of inserting personalized details in the subject line. For example, if you want to include the contact’s name in the subject line, click Insert Personalization, and select First Name from the drop down list.
Mail Campaigns | Step 5
Choose which email account you want to have the message being sent from. Whichever email you select is the email the client will be responding with.
Mail Campaigns | Step 6
If you haven’t created any segments, you’ll be prompted to create one. You can either add a new segment.
Once you have at least one segment, choose the segment to which you want to send the broadcast from the dropdown list. Learn More About Segments.
Mail Campaigns | Step 7
You can also send the broadcast to all contacts with a specific tag. For example, this will send to all contacts with the Defender 90 tag. You also can say email everybody but Defender 90 tags Learn More About Tags
If you want to preview the contacts to which the broadcast will be sent, click the Preview Audience button. Otherwise, click the Continue button to move on.
Mail Campaigns | Step 8
This is where you decide how the email will look and type in the actual email text.
Select an email template, and click the Continue button.
Mail Campaigns | Step 9
You’ll see a default email with some placeholders, which will vary depending on which template you chose. Whatever you type into the email is what will be sent to your contacts.
Note: Leave the ##UNSUB-LINE## placeholder in all broadcast emails, as it is required by local laws. This is what allows contacts to unsubscribe from mail campaigns.
Mail Campaigns | Step 10
When you’re done typing the email, scroll down to enter an email address and click the Send Test Email button.
Mail Campaigns | Step 11
The Mail Summary section gives you an overview of the broadcast email and how many contacts it will be sent to.
Mail Campaigns | Step 12
The Mail Delivery section allows you to choose when the broadcast email is sent out. After you’ve selected your delivery settings, click the Send Now button to send the broadcast.
Quotes
Send quotes to your contacts easily. Start a quote directly from a contact record, or just hit ‘Add Quote’ from the top menu. Send your quote/proposal to your contact with one click. They can even accept online (and you’ll get a nice ‘Quote Accepted’ email notification when they do!
Quotes | Step 1
Starting from your dashboard screen hover over the Quotes drop down menu and click on + Add New
Quotes | Step 2
This is the New Quote overview page where you can assign the quote to a contact, as well as assigning a value and date. The notes field is optional information about your quote but we will be adding quote details in the next page.
Quotes | Step 3
If you want to attach any additional documents to the quote, you can do that in the Attachments section.
Quotes | Step 4
Using the Quote Builder
The Quote Builder allows you to use pre-made quote templates, which is a huge timesaver. The quote details will automatically be filled into the quote template, and save you from having to type out the entire quote each time.
Towards the bottom of the page you will see a templets that can be used with your quote builder. If you need to start a quote from scratch just select Blank Template. If you are looking for our custom build template select Custom Build from the drop down menu.
Be sure to click that Use Quote Builder button before saving the quote! That’s what populates the quote details into the quote template.
Quotes | Step 5
Quote Placeholders
Placeholders allow information to be auto-populated into the quote template. Every field in the system can be used with these placeholder, so if you are wanting to customize a quote look for the placeholders so you can reuse the quote over and over. To add a placeholder while using the quote building click on our logo in the edit tool bar for a dropdown menu for all available placeholders.
Quotes | Step 6
How do contacts access quotes?
After you’ve saved a quote, you can email it to the contact, copy the quote link and send it to the contact, or download the quote PDF and send it to the contact.
Quotes are accessible to clients via the Client Portal. You’ll need to generate a Client Portal for the user so they can access the quote (unless you’re using easy access links).
We’ve added this extra layer of security to prevent quotes being accessed by anyone.
How do contacts accept quotes?
Once logged into the Client Portal (or via easy access links), contacts accept the Quote by clicking the Accept quote button.
Invoices
Keep track of all your invoices in one place. Follow up with any overdue or unpaid invoices, and add new invoices easily.
Invoices | Step 1
To add a new Invoice hover over the Invoice menu and click on Add New.
Invoices | Step 2
Now on the new Invoice screen you will see several different fields which can be added to or changed in the future. Invoice Tags are the same tags used on contacts and help us segment the transactions into different groups. These tags are also used to sort and organize our data…. how much revenue was generated off Defender 110s?
Invoices | Step 3
Adding new lines to the invoice
You can add new rows to the invoice to have your invoices be the total of a number of line items. This is useful if you want to break down your invoices for your clients.
Invoices | Step 4
The Invoice comes with a number of statuses. Draft (while you work on it). Unpaid, Paid and Overdue.
This controls what the client is shown in the client portal. Learn more about client portals here.
Transactions
Each transaction can be assigned to a contact or a company. You can then see easily at-a-glance where you’re at with each customer or client. Transactions are the ‘vehicles’ that we are building or selling. A lot of the information used to create the Sales Dashboard is generated from transactions so we want these transaction items to have have all of the information filled out.
Transactions | Step 1
To add a new Transaction hover over the transaction menu and click on Add New.
Transactions | Step 2
Now on the edit transaction screen you will see several different fields which can be added to or changed in the future. Maybe we have a new vehicle but its for sale so we don’t know the customer or invoice yet. The only details you need to save this transaction is the ID & Name
- Transaction ID & Name *
- Transaction Value
- Transaction Date
- Type (for sale & sold)
- Description
- Fees (how much was spent on this vehicle)
- Taxes
Next you can assign this transaction to a customer or a company and when the customer pays their invoice we can attach it to the transaction. If a customer pays their invoice and the invoice is not attached to the transaction “vehicle” their contact status will show them being twice as valuable because the app is counting invoices and transactions. For accurate accounting make sure a customers invoice gets attached to the transaction. Learn more about Invoices
Transactions | Step 3
In the Transaction Actions area you have the ability to change and update your transaction status. For Sale, Pending & Sold.
Transaction Tags are the same tags used on contacts and help us segment the transactions into different groups. These tags are also used to sort and organize our data…. how many Defender 90s did we sell this year?
Client Portal
The Client Portal is a front-end portal for your contacts to access key data linked to our CRM. This means they can log in, update details, view (and pay) invoices, accept quotes and more, directly.
Our Client Portal logins uses our website infrastructure, you must generate WordPress user to give your Jetpack CRM contact access to their Client Portal.
Client Portal Setup | Step 1
When you are lookin at a Contact you will see a section titled Client Portal, where you will find a large blue button labeled Generate WordPress User. When you click on that button the contact will receive an email with their username and temp password, they can create their own password when they are logged in.
Client Portal Setup | Step 2
For security reasons we do not know the contacts password so if I contact forgets their password we can reset their password and they will recieve an email with their new temp password.
Sales Funnel
A Sales Funnel is the term given to our ‘route’ of contacts (i.e. leads) becoming customers to this business.
In this example we have defined the contacts as leads & customers, but there could be additional segments created. On the dashboard the Sales funnel is just a visual representation of our current contacts.
Contact Status Matters
The number of people in each part of the funnel is controlled by which status your contact is assigned. You need to have contacts with the funnel status or otherwise your funnel will not function properly.
Funnel Setup | Step 1
To change your funnel settings start by hovering over the down arrow located in the upper right of the screen. While hovering over the down arrow a sub menu will appear, next click on Settings.
Funnel Setup | Step 2
From the settings page you will find a list of CRM Settings broken into different categories. Under the general CRM settings section you will see one labled Field Options click on that.
Funnel Setup | Step 3
To change your funnel settings start by hovering over the down arrow located in the upper right of the screen. While hovering over the down arrow a sub menu will appear, next click on Settings.
Funnel Setup | Step 4
From the settings page you will find a list of CRM Settings broken into different categories. Under the general CRM settings section you will see one labeled Field Options click on that.
Step 5
Looking at the field options page scroll down to the bottom to see the funnel statutes options. It is important that you separate each different sales funnel value by a comma (,) . In our sales funnel example we only have a lead and a customer so the value should read Lead,Customer.
Whatever value you list first will be the one that appears at the top of the sales funnel.
one you have entered your sales funnel values click on Save Field Options.
It’s important to make sure when you define your contacts that you then go through your data and make sure you have contacts at the various steps of the funnel.
Having your funnel statuses the same as your actual customer status array is the best way to have a funnel to track and will tie in with your data.
However this is not required. You may have a couple of statuses like ‘Vendor‘ or ‘Family‘ in which case you would want to leave out of the Funnel settings.
Segments
Segments are a powerful way to separate contacts into actionable groups and the segments automatically update as your contacts evolve into customers.
Create Segments from ANY field
Creating a Segment | Step 1
To update or add a new segment start by hovering over the contacts menu and clicking on segments.
Creating an Segment | Step 2
Create a unique segment name and and any conditions you need. Use descriptive language to name your segment. Some examples include: “VIP Customers”, “Freelance leads with budgets over $10k”, “Customers in the postal code XYZ”.
Creating a Segment | Step #3
What conditions you’ll choose here depends on what group you want to achieve.
The basic settings for each Condition are: “Type” (e.g. Status), “Operator” (e.g. equals =), and “Value” (e.g. “Lead”). If you chose the condition “Status Equals Lead” – this means that your segment includes every contact whose status was ‘Lead’.
You can add as many more conditions as you like by clicking ‘Add Condition’ and remove a condition by clicking the X on the right of that condition.
System Condition Options:
- Full Name
- Date Added
- Date Last Contacted
- Has Tag
- Is not Tagged
- Quote Count
- Invoice Count
- Transaction Count
- Postal Code
Contact Fields Condition Options:
- Status, Email, Country, State, Prefix, First Name, Last Name, Address Line 1, Address Line 2, City, Zip Code, Country, Address Line 1 (Address #2), Address Line 2 (Address #2), City (Address #2), Zip Code (Address #2), Country (Address #2), Home Phone, Work Phone, Mobile Phone, Notes
Creating a Segment | Step #4
Choose your Match Type! There are two options for “Match Type” You can either “Match All Conditions” or “Match Any Condition”
Match all Conditions: this segment will contain contacts that have ALL of the desired conditions.
Match any one Condition: This segment will contain contacts for which ANY of the conditions are true, (this creates a more broad segment).
Preview Segment: Once you’ve created conditions you like, and named the segment, you can click Preview Segment and see a snapshot of how many contacts match this segment (currently) and the first 5 matches.You can then go back and edit the conditions until this preview matches your original expectations for the segment.
Note: You can also create segments even if there is not yet any contacts within that segment, you’ll just be presented by a ‘no contacts currently’ message, so skip to the next step if this is what you’re doing.
Save Segment: Once you’ve previewed a segment, all you have left to do is hit ‘Save Segment’ at the bottom of the page (you can’t save a segment until you’ve previewed it).Saving a segment here will save down all you’ve done. You can then click back to list (at the top of the page) and see your new segment in your Segment List. From there you can even ‘View all contacts in this segment’ by clicking View next to the number of contacts in that segment.
Segments are very helpful when you are creating mail campaigns. Learn more about mail campaigns.
Sales Dashboard
The Sales Dashboard gives you the latest activity from your transaction data.
The Sales Dashboard focuses on 7 key metrics, giving you amazing insight into our customers, and the ability to see quick wins to grow the business.
- Gross Revenue
- Net Revenue
- Discounts
- Fees
- Average Revenue per Customer
- New Customers
- Total Customers
Gross Revenue & Net Revenue
Find out how your revenue is growing, are the marketing efforts working? The Net revenue chart is very similar to Gross revenue, but accounts for discounts and fees.
Discounts & Fees
Just like the Gross and Net Revenue charts you can see your discounts and fees for each transaction. Fees are calculated from the fees in transactions but you can also add any other ‘fees’ related to the business. Learn more about transactions
Average Revenue Per Customer
What value to the business is a new customer? This can be used to determine how much to spend to acquire a new customer. Giving awesome control over the business growth.
New Customers and Total Customers
These two charts are great ways of seeing your customer growth rate over time. It shows you how many customers you’re adding each month and also which day of the week are your best days for gaining new customers.
Automation
Automation Triggers is when a situations which cause an Automation Action to run. Automations are incredibly powerful and can save you lots of time on repetitive tasks.
This means that whenever a new contact (or quote, etc) is added to our system, you can trigger automations to do an action for you!
Automation triggers are great, but when combined with a condition then the triggers become really powerful. A condition is something which will prevent the automation from running its action unless the condition is met.
Automation Example
The most popular trigger to run actions on is the new contact trigger. When a contact is added to our system you may do a lot of things manually. Automations lets you set up your trigger and condition so you can remove the manual part and do this automatically.
Creating an Automation | Step 1
To access your automations hover over the Tools menu and click on Automations from the drop down list.
Creating an Automation | Step 2
From the automations page you will find all of the options to customize your automation. Automation Triggers is when a situation causes an Automation Action to run. For an automation to run choosing a trigger is required.
Choose your trigger:
- New Contact
- New Quote
- New Invoice
- New Transaction
Creating an Automation | Step 3
Automation Condition is something which will prevent the automation from running its action unless the condition is met. A condition is optional and may not apply to the action you are setting up.
Choose your condition:
- None
- Has status
- Has tag
- Field Contains
Field contains
If you select the Field Contains condition you can choose any of your contact fields including any custom fields you have created and set them up so that the automation will run if a condition is met.
For example, you could set up the following automation triggers.
On new contact, if Country = “UK” then…
On new contact, if Country = “USA” then…
This is the start of what an automation is, with conditions (you can do the same with status, and tag), e.g.
On new contact, if tagged “Lead” then..
On new contact, if status = “Customer” then…
Creating an Automation | Step 4
Automation Actions lets you configure rules to run on certain scenarios as above.
Choose your action:
- Assign to
- Choose a CRM Team Member
- Send email to
- Site Admin
- Contact owner
- Contact
- Custom email
- Distribute to
- CRM Role
Now, this is pretty powerful, when combined with the example above, you can now see how
- On new contact, if Country = “UK” then.. becomes
- On new contact, if Country = “UK” then Assign to “Mike”
- On new contact, if Country = “UK” then send email to the Contact about UK availability
- On new contact, if Country = “UK” then send an email to Admin.
What’s even more powerful is you can chain the automations up once you’ve set them up so you can do the following:-
- On new contact, if Country = “UK” then assign to “Mike”
- On new contact, if Country = “UK” then send email to “Contact owner”
Managing Automations
You can set up as many automations as you like and choose the order of them on the Automations page. You can also manage whether the automation is running or not (i.e. the ON / OFF switch) and also the order in which they operate.
Managing Existing Automations | Step 1
To access your automations hover over the Tools menu and click on Automations from the drop down list.
Managing Existing Automation | Step 2
From the automations page you look towards the bottom of the page and you will see View your Automations click on it.
Managing Existing Automations | Step 3
From the Automations List you can view the Name, Trigger, & Action as well as Edit, Delete and re arrange the order of your automations. To rearrange your automations click and drag on the three lines located on the left of your Automations list.
