How to Automatically Move a Deal When a Task is Completed

Recording of Office Hours hosted by Chris Davis on September 11, 2018. In this session, we covered how to set up user permissions to prevent access to lists and automations. We also took a look at one of our latest product updates, which allows you to start an automation when a task is marked as complete.


Chris Davis: 00:01 All right, so let’s look at this new task feature and how it works. It’s really exciting. I’ll go to a deal and, for those of you who are just jumping on, ask your questions. I’m taking questions live, so get them in.

Chris Davis: 00:14 Oh, it just says Jennifer has done, so let me pause and come to your question. Jennifer, thank you for asking and welcome to Office Hours, and Jennifer asks, “Is there a way to edit what my other user/groups can see? I’ve limited permissions as much as possible, but I don’t want my other user/groups to be able to see tags, lists, and automation categories at the bottom of each contact. Is that possible?”

Chris Davis: 00:45 It should be possible, Jennifer, and the reason why I say that is because I’m a user on a few accounts and, when I scroll down here, I can’t see automations, I can’t see lists. I think I can see tags, but I don’t see that, so I get the feel that you’re already familiar with user/groups, but let me just walk through it really quick in case somebody on the call doesn’t know users.

01:16 All right, so, essentially, what or how I recommend is that you always create your groups first and then add your users to those groups, which, Jennifer, it sounds like you’ve already done this, so, if I do like education team, here is where you would really set your … the ability for them to see which you would like, so let’s see. It doesn’t look like you can hide tags. Lists you can definitely … Right now, anybody in this group wouldn’t be able to see any of these lists, any lists at all, and automations, definitely.

Chris Davis: 01:57 Right here, it says, “Allow all.” I will just do that, and they would not be able to manage any automations. Would they be able to see them? Yes. Would they be able to edit them? No. Okay? I believe that, out of these, you can do lists and automations, but I don’t see the option for tags yet. If you wanted to, you could do edit, so you could allow them to do all of this stuff and not edit. That way, they wouldn’t be able … The contact record would be read-only, so that may be a way, Jennifer. It’s just to deselect edit on the permissions, and probably you want to deselect the contact fields as well just to make sure. Doing that would prevent them from being able to add or remove tags, the edit would, and then contact fields would prevent them from being able to update or add data to the contact custom fields.

Chris Davis: 03:03 It sounds like from what you’re looking for, just deselecting edit under contacts should give you the same effect of limiting their ability to add and remove tags. Everything else is done at the list and automations level So once you have set up all of those permissions, then you would go back to the user and actually edit the user and add them to the particular group, and then they will inherit all of the permissions from that group, and you should be able to see the results immediately.

Chris Davis: 03:45 Let me know if that helps, Jennifer. If there’s a specific case that you had in mind, I’ll walk through that as well. Okay. Yeah. Yeah, give it a try, Jennifer, and let me know. Office Hours is not just for issues. If something’s working really well, I love for you to report back and just let me know and give me some feedback on it, and even if you didn’t use it the way that I outlined, if you found another way, please let me know. This is what helps us all get better, the collective knowledge here, so, great. Thank you so much for asking the question, Jennifer, especially on your first time.

Chris Davis: 04:19 Yep, the floor is still open, everybody, and what I’ll do is I’m just going to work through this new task-triggered feature, just so you all are aware of how it works and, in the meantime, feel free to get your questions in.

Chris Davis: 04:33 Going back to my fictitious twin brother here, and if I go on a deal … It doesn’t matter any deal, and I’ll create a task [inaudible 00:04:52] that. [inaudible 00:04:53], so anyways, let me not create my own way. Let me stick strictly to how it’s outlined in here. Because I want you all to get used to using the app as we intend for it to be used. To follow call, once the task is complete you wanna … so in this case we wanna create deal and you want to a follow-up task to give that contact a call. Once the task is complete you ideally want to start nurture campaign automation. Now you can.

Chris Davis: 05:33 So here’s where were gonna do it. If I go … let me go back here. Now that we have our contacts, context. Do I wanna add it here? Let’s see what happens when I add here. All right. There we go.

Chris Davis: 05:54 We’ve got this. The status is incomplete. And call them back to see if they’re still interested. All right. With that being said and done I want this to happen tomorrow at 12:00, and it’s just a quick 15 minute call. And I wanna alert 15 minutes before. All right. With that being said … all right. It’s incomplete, save. The question is, where is … so this is not on the contact record yet. Okay. All right. Cool.

Chris Davis: 06:42 So that’ll be nice to have this on the contact record. What this feature is, this is why I walk through everything. It’s in automation. It’s when you assign a task in the automation, which is really nice. This is how a lot of our users are assigning tasks. So let me just come right out the gate and say, assign task. Where is that? Add task. Call back [inaudible 00:07:15] back to see if they’re still interested in a free demo. Call due … and it’s due in a day, and that’s relative to today. Okay?

Chris Davis: 07:27 So relative to today, it’s due and it is for most recent one, yep. Any pipeline. I’ll just save a walk-through, and here it is. Trigger and automation. I want to choose, schedule request when task is complete or when I add the task.

Chris Davis: 07:49 That’s interesting. So I can have this automation start when this task is added, or when the task is complete. I think task is complete makes the most sense. I should say will probably have the most usage. Because if I wanted to add them to another automation I can always just do that afterwards. So task assigned complete, automation. So now remember doing it this way, whoever the owner of the deal is, this task is going to be assigned to them. So if before this I added a new deal, and said new demo request, and it was a $400 value and we’ll keep it the same. Same pipeline. I think it was like walk-through to contact. You see this? I’m setting the owner, I’ll set it to Jamie right now and I hit save.

Chris Davis: 08:55 So what’s gonna happen when someone enters this automation is they’re gonna get this deal, okay? And since the deal’s owner is Jamie, guess what? Next this task is going to be assigned to her, because tasks in the automation are automatically assigned to the deal owner. Okay?

Chris Davis: 09:16 Jamie’s gonna get a notification to call back in a day. It’s due tomorrow, so she needs to call back. When the task is complete I have it set up to trigger another automation. What’s really cool about this is that this automation that I’m triggering when the task is complete can be as simple as moving the deal to another stage. Here’s what’s really cool, is that now for Jamie, or your sales person, or your team member, all they have to do is mark the task complete.

Chris Davis: 09:57 If I were to go into … wow this is a really good use case though. Watch this. So let me go into that. Watch this everybody. Just thought of this. So let me just do this so everybody is aware of how this works. All right, this task complete … when someone goes into that automation a deal is gonna be created and added to this to contact. A task is then gonna be assigned to someone on your team to contact. Once they’ve marked that task as complete I wanna move the deal to has been contacted essentially. So I’m in contact with that person.

Chris Davis: 10:49 To do that you know what I could do? Watch this. What I could do is this. All right. What this is gonna do … I don’t need a start trigger. It’s gonna update the stage. And it’s gonna be in the walkthrough to in contact. Most recent pipeline on the walkthrough, save. So this action moves the deal. So I’m gonna save task complete. Move here. All right. When someone completes that task this automation is going to be triggered and it’s gonna move the deal.

Chris Davis: 11:37 How we do that is by saying … now let me refresh this so it can call in and do automation. All right. So I’m going to … what was the automation? Maybe it’s right here at the bottom. Nope. Task complete. Move deal. Okay? When task is complete. You see that? So this is very straightforward at this point. When someone that I can have this to where when they fill out a form. Have them submit a form, a walkthrough. When they fill out this form, a deal is gonna be created and a task is gonna be assigned for someone on my team to call them by tomorrow.

Chris Davis: 12:26 You see that? So we’ll find a deal here. And as soon as they mark that. Let me show you the task again. If I were to go to, of course I have no overdue tasks. All right. Here we go. If I go to one of my tasks, and I click on it. It should pull up … it’s not showing any of my open … Oh, this is my deal here. Okay. Yes, I’m sorry. Where are my … here’s my tasks. You see that I was supposed to call … imagine this, I log in. I check my tasks, right? I’m someone on your team. I come in. And you know what? Let me emulate this. I’m gonna fill out this form. Because I feel like if I can show you exactly how it works. But the thing that I wanna do is I wanna assign it to myself. But I don’t want you [inaudible 00:13:26] notification. All right.

Chris Davis: 13:29 What did I do everybody? Here we go. Here’s the form right here. The walkthrough form. I’m gonna fill this out. And save field … that’s fine. No number [inaudible 00:13:49] dot com. Everyone is happy. Decision made [inaudible 00:13:57]. All right. I’m gonna submit this form. Now what should happen. Oh, whoa. This is what happens when I have example automations going.

Chris Davis: 14:12 What should happen is I’ve submitted this form. There should be now a new deal created and a task assigned. If I go to my deals, under walkthrough. Look at that. You see that? All right. So the task has been assigned to me. It’s assigned to me two minutes ago, and in a day I need to call them to see if they’re still interested. You still follow me? Let me know if anything up until this point has confused you, because at this point I fill out this form. A deal was added and I added it to the pipeline walkthrough. The stage to contact and it’s assigned to me. [inaudible 00:15:03]. What happens is a task has been assigned. And upon the completion of this task the deal is going to move. All right?

Chris Davis: 15:13 I’m starting to get a little excited. Let me calm down. The automation has done what it needs to do. Let’s say myself, I am in my email, and I get a notification that says a task has been assigned to me. That’s what I would get honestly. Let me see if I can show you the email. Here it is. I’m gonna show you this. This is what it looks like. Right here. You see that? Task has been added. Add a task call for a speaking gig field.

Chris Davis: 15:51 Now when I click this … Remember, I’m on your team and in my email I just got this notification because I have it set up to where notifications will be sent whenever a task is added, so you know. All right. When I click view deal, it’s gonna log me in, take me to Phil’s record, and I see this. Call them back to see if they’re interested. All right. At this point I look at Phil. I grab his number, call him, and then I say complete.

Chris Davis: 16:24 One thing that I could’ve done is this. When I have the task I could’ve been a little more instructive and said, “When you’ve contacted them, make sure you mark the task as complete. No further action required.” Just so we’re descriptive. I wanna be very descriptive so that when the person gets this information they know exactly what to do. I don’t want them to feel like they have to do more than they need to. So let’s just pretend that that’s all there now.

Chris Davis: 17:12 I’m looking at it, and make sure you give them a call to get more [inaudible 00:17:18]. Oh, this is another one. This is different automation that added this one. So this is where we’re at. What did I just do here? Anyways. Okay. So this is the one. Don’t worry about this, because I’ve got so many things running in my app. What they did is they looked up the number. Hey look at that. Where did Phil’s number go? Oh, personal info. His number was there. You all saw it. Anyways.

Chris Davis: 17:59 All right. Now what we’ll do is grab the information, give Phil a call, and then hit complete. At the point that we hit complete, trigger and automation when the task is completed. It’s gonna move the deal for us. I see what happened everybody. Just in case, unless you wanted to know, here’s exactly what happened.

Chris Davis: 18:23 You see this walkthrough? This is very important. You see this? Allow blank fields to override existing field data. Make sure this is unchecked by default, because what happened is I submitted this with no phone number and that blank data had overwritten, wrote over the existing data. So it essentially cleared it. If you want that to happen, check this. If you want people to be able to update their information that’s fine, but if that’s the case make sure you don’t have any non required fields. If it’s a non-required field and they submit it with the field being blank, it will clear the existing data. And that’s what happened. Just a quick sidebar.

Chris Davis: 19:16 Now, all I need to do is mark the task as complete. I’m gonna go in here and say I’ve completed the task. You see that? I gave them a call, did my job, complete the task. I’m logging out of ActiveCampaign. There. My job is done. Okay? All right? So how easy is that? A, for me as a person on your team, I get the email, I click the link, go in there, grab the number, hit complete, and we’re all good.

Chris Davis: 19:42 With that being said, and let me just refresh this page because it’s not up to date. There we go. Or maybe I did the wrong. Oh, I did it on the wrong contact notes. No, that was the right one. This is something different. So I’ve marked it as complete. Let’s see where the deal moved. If it will move. Now on a walkthrough I’ll go to the deal view, and look at that. The deal moved to in contact. Just by marking it complete, it moved over. That’s the power of this new feature. Remember everybody, when it comes to running your business, whether it’s yourself or your team, your job is to make everyone’s job easier by way of automation. Your whole thing is to how can I eliminate human error, barriers of complexity, and how can I come as close to guarantee a smooth consistent seamless operation. Well now you can. Beforehand what you would have to do is after you marked it as complete you’d have to go in here, and then move it to in contact.

Chris Davis: 21:14 Now that’s introducing human error because I could forget to do that. I can forget to do that. There was no way to automatically progress based on a task being complete, and now there is. And guess what? It doesn’t matter how long it takes them. This deal is not gonna move until that task is complete.

Chris Davis: 21:35 If I’m the owner, I can now look and see, look at all of these people we’re supposed to be contacting. What is going on? Why are we not in contact with these people? I can see that, and then I can reach out to my team and say, “Hey, are you doing … ?” And maybe somebody’s like, “Hey, I did it.” “Did you mark complete?” “Ah, I forgot.” Listen, you have to work the system. It’s there to help. Go in there and mark your task as complete, the one’s that you’ve completed.

Chris Davis: 22:03 Now look at how much more of a responsibility manager I am, instead of me just blindly reaching out to people and say, “Hey, have you completed your task?” No, don’t do that. Look, you can see. And look, it looks like we got a few deals that are overdue, a few tasks that are overdue. Are you marking those as complete in ActiveCampaign? Ah, I forgot. Or maybe it’s, you know what? I keep meaning to do that. I’m sorry. Let me get in there now. Whatever the case, you’ve made it easy to where all they have to do is log in, do one thing, mark the task as complete. Once they mark the task as complete it automatically moves it over.

Chris Davis: 22:38 Now, the cherry on top. I promise this is the end. This is the end everybody. We’re gonna move the deal to in contact, and guess what else we’re gonna do? Where is it? Update owner. Now watch this. Watch this. I’m gonna assign it to Jamie. Did you see what I just did there? Now, not only did I move the deal this way, but now I’m saying, everybody, every time we’re in contact with somebody, somebody else is taking over the deal. Now that we’re in contact, now I need my salesperson to officiate that. Our person number two.

Chris Davis: 23:26 So on this one, it was automatically assigned to me. The second I made contact and hit complete, now it’s assigned to Jamie. If it helps you can also do something like this. Something like a visual cue to let you know that Jamie is going to own this, and then … there is nothing wrong with using this type of naming convention, so it’s easy for you to follow what’s going on, and how things are proceeding through your CRM, especially when you have more than one person.

Chris Davis: 24:10 So remember, when the deal is created Chris owns all of those. Right? When he’s reached out and just marks them as complete, Jamie now owns all of these. Maybe she’s got some tasks as well, but now you’re managing the entire process, the entire flow, just by using this one feature. That’s why we say smoother sales and marketing processes with the task triggered automations. That’s why.

Chris Davis: 24:41 We heard you all, and ideas, and this is exactly what it allows you to do. I encourage you all to give it a try. Listen, that was a lot easier. It was a lot easier than it looked. If you log in, you won’t see all of this stuff. The person logging in will only see, especially since the default, when the click that link in the email, it’s gonna take them to their deal view. The most they’ll see is this, and they may need to know how to click this button to change it to tasks.

Chris Davis: 25:12 They see their tasks, click on ’em, and execute. There was my task. I’m done. All right? Because I hit complete and I’m finished. I can go on or I can go back and jump on my next task. I can do my next task. So this one is no longer assigned to me. See that? This task is not assigned. It’s still something that needs to be done, but that’s handled by … like if I go to Jamie, that’s handled by her. I added her later. But if I would’ve ran that contact through that it would’ve seen that Jamie has this task assigned to her.

Chris Davis: 26:01 I can just go in here and part of my day could be log into ActiveCampaign, you could be instructing them. Log into ActiveCampaign, and just make sure all of your tasks are up to date. That could be part of their job description to go in here, and just make sure that they have everything updated. All right?

Chris Davis: 26:24 That is that feature everybody. I’m still confused that what I did … I did so many things. A lot of these are not coming from … because that task is complete. This must be another task. But anyways I’ve got so many automations running in the background. See, he’s got four. He just got four deals added. So who knows what task is showing for which one. But like I said when you log in this will be much more simplified. They can see their overdue.

Chris Davis: 27:04 And you as an adman remember too, you can see all of this. You can look at everybody and see, okay, Jamie’s all good. And as I said it just helps you be responsible. All right. That is that feature.

Chris Davis: 27:17 That went a little deeper than I anticipated, but I hope it was helpful for you to understand the power and why we added this feature and how you can start using it immediately. If there’s not other questions, listen, I know you’re all busy. I know it. I know that you have businesses to run, families, friends, events. I know how it is, life as an entrepreneur and business person. If there are not questions I most definitely do not want to hold you any longer than I have to. I just wanna make sure I’m here and I’m available to you all, to ask your questions. If so, we can end Office Hours a bit early.

Chris Davis: 27:56 You can regain, not regain but reclaim some of your time, and get a jumpstart on your day. I really appreciate you taking the time out to attend Office Hours. One thing that I would like to remind you of is tonight at 7:00 PM Central Standard Time, 7:00 PM, you’ll be able to attend another Office Hours.

Chris Davis: 28:25 We have this evening session for those of you who are busy during the day, but also for those of you who are international and our night is your morning. So be sure you spread the word and let people know if they couldn’t make it this morning, they can definitely make it tonight. I would love to see you on. There is no limit to the amount of Office Hours you can attend. So attend as many as you need to get the clarity that you desire and require to move forward in your business.

Chris Davis: 28:55 So, again, thank you all for attending this Office Hours Live, for those of you watching the replay, thank you for attending the replay. I hope to see you tonight, or Friday, at 1:00 PM for our next Office Hours. That being said, signing off. Have a great start of the week everybody, and automate responsibly.