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How to set up automated deal task reminders

Recording of Office Hours hosted by Chris Davis on July 13, 2018. In this session, we covered a couple of use cases for automated reminders for deal tasks, and how to set it all up.

Transcript

Chris Davis: 00:00 Let me change my share here so we can see my entire screen. All right. Paul has one and Paul says, “How would I go about setting up a daily task reminder for all tasks today?” You could set up the … Here’s a way to do it with automations, Paul. Ideally, when you create a task you have one reminder, right? My screen is too small. Change the size a bit. Like I said, I’m on a new model, so things look a little different. One of the things is, let me just go to the deals screen first. If you have a task like let’s … Let me use … This isn’t a real [inaudible 00:01:01]. All right. Here we go, this is a fake one. When I create a task, “Do something,” I can select what type it is and then I can also set my alert, right?

This alert is going to … Hours before, one day before the task is due or what not. I can go here and add five, right? One day before, two days before, three days before, five days before, six days before. That’s one way, Paul. If you wanted to do it that way, one, two, three. Let’s just say I said, “Five days before, four … Oo, 24. Four.” You get the picture here. All right? Three, two, and then one. In this case, I will get a notification, a reminder, at five days every day for five days before the task is actually due, okay? That’s one way we could do it, right? That would be a bit tedious, I will admit. Then we add it, and it’s there. Another way could be through automations. Oh, here. I see another one.

Paul has a follow up. The follow up is, “Is there a way to automate that reminder? Is there a way to trigger an automation when you add a new contact to a deal, or where you add a deal to a new contact? Whenever I add a new contact from the deal screen, I need to manually go and redo the fields for the contact [inaudible 00:02:57] product interest.” All right. Paul, let’s talk about automatic … Oh, it looks like I’m not sharing my entire screen, sorry. There we go. Let’s share everything so we can see your questions too. We’ll talk about automatic deal creation and task assignment. All right? If I go into a new automation. We’ll start from scratch here. I’ll just say for the sake of this one, Paul, someone’s filling out a form. All right?

They submit a form. It really doesn’t matter what form at this point. All I know is when they submit a form, what I want to do is I want to create a deal. All right? This is how you do it to where you don’t have to reenter the fields every time. As the contact enters here, you can have the deal title. Every contact will get the deal. It’s called this. If you wanted to make it personalized, you can even use some of the custom fields that you’ve used. You can assign a value, and of course, determine the pipeline, as well as the stage and the owner, okay? That’s the first half, is there a way to trigger an automation when you add a contact to a deal, or add a deal to a contact? You can do it all in this. The trigger would be they fill out a form and then the deal will be created when they fill out that form within this automation. All right?

Let me look at the start triggers. You could … The ones that trigger for deals are when someone enters a pipeline. If you were manually creating the deal, okay? If you were manually creating it and when you created that deal you added them to a pipeline, because all deals are attached to a pipeline, so there’s no way to do one without the other. You create a deal, you determine which pipeline. As soon as they enter that pipeline, you could have this automation fire as well. Those are your two options, right? One is they submit a form and you automatically create the deal. The second is, you’re manually creating the deal and when you add it to the pipeline it automatically triggers. Every deal that’s created in the pipeline sales process will trigger this automation.

In that event, Paul, you wouldn’t need this deal, okay? Those are the two ways for automating the creation of the deal, or triggering an automation from a deal being created. All right? Hopefully, that’s not confusing. If they submit a form, you can automatically create a deal in the automation. However, if you create the deal manually, you could just have the start trigger engine as a pipeline. All right? From there, we can go back to your tasks. Let me do here. Okay? For now, let me delete this to remove any confusion. They fill out a form, the deal gets created, and maybe you want to add a task, right? You want to say, “Call for more information. Make sure you give them a call to get more sense to the information we weren’t able to capture via the web form.” All right? All right. It’s a call … Let me just … There we go.

All right? Then, this is going to be due after one day. What is this relative to? This is relative to the time they entered into this automation. I should say, the time they encountered this action. If they fill out a form, you want to make sure they call them in one day, okay? This is due in one day, so they have one day to do this. All right? This affects the most recent one in the sales process. All right? That task is going to be created. Now at this time, at the time of creation, the admin, whoever owns the deal, is going to get this task assigned to them. All right? If I’m the owner of this deal, when someone comes into the pipeline, I’m going to get a notification that says, “A task has just been assigned to you.” Let me show you what that looks like. Let me make this live real quick. Let me make that live. Let me show you all what I mean.

Let me just reiterate, look, when I created this deal, you see that? I dictated who the owner was. All right? Multiple people on your team, you can have them assigned. Now, whoever the owner is, all of the tasks are going to be automatically assigned to them. All right? What you’re about to witness is when I come in to that pipeline, let me just say … Pull up my [inaudible 00:08:50] here. Go down here, automations. Watch what happens everybody. All deal and tasks. Okay? I’m going to go in there and I should get a deal assigned to me. All right? Where am I at? 67%. I wonder why it’s not 100. It should be. Okay, now it’s 100. All right? I should now have a deal assigned to me. Now watch this, yeah, there it is, eight. There it is, look at this. This is my task that’s been assigned to me because there’s now a deal. Look at that. Paul‘s new deal.

In one day, make sure you call them. Remember, that’s what we set up in the automation, is to create this task and give them a day. You need to complete this task within the day. All right? Now, what you also don’t see is in my email, I have a notification that says, “A task has just been assigned to me.” Now, I can go in here now and say, “You know what? I don’t know if I’m going to be able to do this. I don’t know if I’m going to be able to do this, but I don’t want the ball to get dropped, so I’ll go right up here and assign this to Jamie.” Okay? “Then I can … Just to make sure, I’m going to add an alert just two hours,” [inaudible 00:10:30], ” Two hours before it’s due just to make sure that she doesn’t forget.” Right? At that point, go back. “Jamie, two hours.” At that point, once I hit save, guess what? Jamie is now going to get the notification a task has been assigned to you, as well as any reminders relative to this task. Okay? That’s how you could set up reminders. Because again, I can set up as many of these as I want to and if the reminders are already in place, guess what will happen? If we have one alert and then minutes, 15, okay? All of these alerts are in place. If I ever go here and change who it’s for, see, see how it says, “Alert me of task.” Pay attention to this text. When I change it, alert changes. Whatever alerts are outstanding on that task are going to go to whoever the task is assigned to. Now, we just added the ability to assign tasks to other team members, so when that happens they inherit all of the … They can inherit not only the due date, but also the notifications. All right? Then one last thing I’ll show you Paul, is this is … I don’t know if I would necessarily recommend doing this, but if you did want to set up a daily reminder, I won’t have a start trigger.

I can say, “Notify somebody,” and essentially this is going to be yourself, okay? You can say, “Daily reminder. Check your tasks.” This is a friendly daily reminder to make sure that you check your tasks in AC, in ActiveCampaign.” Oops. “Before leaving the office today.” Okay? I don’t need a summary and hit okay. Now I’ll get a notification every day. Again, the person responsible for the task is already going to get a notification when it’s assigned and it’s going to get the notifications added to that task. But since you asked Paul, Paul [inaudible 00:13:19]. You know what? If I go to deals, oops. Okay, that’s fine. If I go to deals and select the task view, sales process pipeline equals seven, and I copy that link, I can make things even easier in here. “Take this link to see your tasks,” and I can put the link right there. When they get this daily reminder, all they have to do is click the link and then go right in.

What’s going to happen is, well, this is going to be set to trigger. We’re going to wait for a day. Then go to and right back to the beginning. Now, every day from the … Whenever you add them to it, so if you add them at … If you add them right now, every day at this time they’ll get this reminder. “Hey, go in there and check tomorrow at this time. Hey, go in there and check your tasks before you log out.” The next day, “Hey, go in there and check.” Okay? This is going to run indefinitely, so this is probably overkill, how to set up a daily task reminder, but this is how you can do it. Otherwise, like I said, with the … It’s easier to just do it in an automation. It’s much easier just to do this. Add a task, no, no. I don’t want to do that. Sorry. Go into here. Oh, look at that, I can’t add reminders from within the automation view. Okay. That’s interesting. That’s something to be mindful of.

But yeah, I think it’s easier just to assign the task within here, let the people get the notification, let the owner get the notification of it, and if you wanted to, you could then do … Start an automation here. Start an automation and then send them into the daily reminder automation, right? Then every day that person is going to get a notification. Let me think about that though. For every … No, no. Actually, let me back peddle. This is for contacts. Yeah, yeah, yeah, yeah. You would have to add a … Oh, this is setting … You want the admin to get a reminder, a daily task reminder. Yeah, so I’m going to delete this. This does not work. This is going to notify somebody when they contact [inaudible 00:16:37]. You want the admin though. This is a bad automation, so let’s delete any history of such information. I would go back to this and … Man, though, it would be nice to be able to automate those notifications. Okay. Okay. Paul says, “Yeah. Basically, have their sales rep get a breakdown of their task that day.” Yeah. Paul, I don’t think you can do it within ActiveCampaign as far as to team members. You could … I mean, I just deleted the automation, but what you could do is … This is more like a workaround, but you could have your team members … You could have a list. Why not have a list, right? You can just call this list. Let me just duplicate this [inaudible 00:17:43] ease of making it easier to customize it. You could have a list that says this, okay, “Sales reps.” All right? Now, everybody on this list can … We’re going to go. Anyways, all your sales reps can be on this list and then you can add those sales reps to that automation that goes and triggers a notification to come to them. Like I said, that’s more of a workaround. Oh, Paul you’ve got your hand up. Let me … All right. Paul, let me give you access here. All right. Paul, you should be able to … You should be able to talk.

Paul: 18:35 Yeah, I see this here.

Chris Davis: 18:36 Oh, great. I can hear you Paul. How you doing?

Paul: 18:39 So far, so good. We’re ready for the weekend.

Chris Davis: 18:43 Yeah. I hear you, man.

Paul: 18:47 Yep. Do you know what? As far as the reminders, that’s more or less a thing. Just trying to get those … [inaudible 00:18:55] tasks we need today. Obviously, we can handle that through calendars, but trying to get as much out of ActiveCampaign as possible, so that’s not a big deal.

Chris Davis: 19:03 Okay.

Paul: 19:04 One of the big kind of pain points we’ve been having is when we have a deal inside of the deal CRM, and we already have one contact, but we hear from one of our clients, “Hey, we actually need you to talk to this person instead from here on out.” If we add that contact to the deal inside of the deal CRM, none of the information kind of transfers for the company. What we end up having to do is click on both contacts, open them up in two separate screens, and just typing out the exact same information we’ve already gathered from the-

Chris Davis: 19:45 Oh, because you want to transfer a … This is like you’re talking to multiple people within one company, right?

Paul: 19:50 Exactly.

Chris Davis: 19:53 [crosstalk 00:19:53].

Paul: 19:56 One more time?

Chris Davis: 19:58 Essentially, your deal is changing hands. Like, “Okay. You’re not the right person. Can you connect me with the right person? Okay, we’ve got it.”

Paul: 20:04 Yeah.

Chris Davis: 20:04 You got that deal to follow that contact?

Paul: 20:07 Yeah. Yeah, or if because we are a payroll company, all right. I like what we hear, I need to add my accountant, or I need to add my CFO to this conversation we’re having.

Chris Davis: 20:23 Oh my gosh. That’s a really good use cases. I mean, it’s either having organization deals, like a deal that’s tied to the organization that you can [inaudible 00:20:35], and every contact that is part of that organization you can have comments on it or whatnot, or if [crosstalk 00:20:44] you’re linking a deal to multiple contacts, either one of those would solve that. Paul, I have to say, that is a really good use case, man. I would invite you to submit that to our ideas.

Paul: 20:56 Okay.

Chris Davis: 20:57 Because, I mean, you make a really strong case, because account-based marketing, or really any B2B, there’s a high chance that you’re going to be talking to more than one person and when that switches, when that point of contact switches, you don’t want to have to manually have to duplicate all of that data from one deal and create it for the new contact.

Paul: 21:21 Yeah, because especially what we’ve noticed happening so far is as the sales guy, we take things up to the point where we get the proposal return to us, but when we move them into that one category of our pipeline and it gets pumped over to the on-boarding category, there’s typically some other office staff or office manager that’s going to be handling the on-boarding, and our support reps don’t update that record inside of ActiveCampaign, or update that deal in the on-boarding phase, because it’s just a lot of double entry.

Chris Davis: 21:58 Yeah.

Paul: 22:00 ActiveCampaign ends up being very inaccurate to who we actually communicate with and then we have to still do things manually throughout network Excel documents, Outlook, and we’re just now starting to get a new CRM system, which might help clean that up and move that on-boarding outside of ActiveCampaign. But, that’s kind of the problem that we’ve been having so far with multiple contacts under a single deal.

Chris Davis: 22:32 Yeah. Well, one way that may help in the interim is having a separate pipeline for each part. Maybe the on-boarding is a-

Paul: 22:32 We-

Chris Davis: 22:43 Separate pipeline and then-

Paul: 22:45 We do.

Chris Davis: 22:46 Okay.

Paul: 22:47 Yep, yep. We have … Right now, we have four different … Or four different pipelines. We have three different service offerings, so one pipeline for each of those and then dedicated on-boarding the pipeline.

Chris Davis: 22:59 Yeah.

Paul: 23:01 Like the [crosstalk 00:23:01] background where we move it to one, it takes over into on-boarding.

Chris Davis: 23:05 Right.

Paul: 23:06 All that stuff we helped … Filled out in the beginning, but-

Chris Davis: 23:10 But you’ll still lose the … What you don’t want to do is lose all of the historic data of that deal when someone else was handling it, right?

Paul: 23:19 Exactly.

Chris Davis: 23:19 Yeah.

Paul: 23:20 Yeah.

Chris Davis: 23:20 Yeah.

Paul: 23:21 You can go into that individual contact, which is great, but when … Which is why we still like that linking aspect, but when you add a new contact, you lose a historical record and you have to double entry. Which again, you have to understand how it’s not there now. I was wondering if there was a way to build an automation to know like, “Hey, see this, add this.” Then automatically update those fields.

Chris Davis: 23:44 [crosstalk 00:23:44] Yeah, yeah. It would be nice to even just kind of copy over some fields from one deal to the next, right?

Paul: 23:51 Yeah.

Chris Davis: 23:51 That would be a big help for you, within the automation builder say, “Create deal,” and then under the custom fields you could be able to select the custom field from an existing deal or something like that.

Paul: 24:02 Yeah. Or, because I know that it’s one of those things you guys are developing out, is to kind of get that more focused for the custom fields inside of the deal, more so than the contact. Even if I could go ahead and we have this custom fields inside the deal, I could’ve been there building automation for deal changes, whatever it can be, and then port that over to the contact record automatically.

Chris Davis: 24:29 Oh, [inaudible 00:24:30].

Paul: 24:29 That would be cool.

Chris Davis: 24:31 I got you. Okay, yeah. I hear you. All right. Well, Paul. Here, let me … I really want you to submit that one, because I think you have a good case here. I’m putting the link right in the chat, because we made our ideas public again so people can vote on them openly. I think it’s definitely worth a submission. Yeah.

Paul: 25:01 Then I know this is more of a support question, and I think I had to take it open forum, I’m not too sure. But yeah, I’m even hearing from anybody else who’s been having a little bit of an issue of getting to scheduling one-on-one, something’s going on with your guy’s website where every time I try to login and schedule that one-on-one meeting, yeah, I end up actually getting just put back into the … It logs into my ActiveCampaign, instead of letting me schedule some time.

Chris Davis: 25:35 Oh, interesting. You don’t get this screen?

Paul: 25:39 No, I don’t get this screen. It just logs me back into my pipeline, my home screen.

Chris Davis: 25:45 Oh, okay.

Paul: 25:48 Yeah.

Chris Davis: 25:48 All right. Well, that’s something I would definitely create a support ticket for, just in case. But I’ll make sure that the success team is aware of it as well.

Paul: 25:58 Okay, yeah. Yeah, and I’ll get-

Chris Davis: 26:00 If you can capture a quick video showing when you went there and clicked and how it just logged in-

Paul: 26:05 Yeah, will do.

Chris Davis: 26:06 [inaudible 00:26:06]. All right. Well, Paul. Thanks, man. It was great hearing from you.

Paul: 26:12 Yeah, likewise. Again, thank you for your help. I know that it’s not a want today, but I figured I’d ask the question.

Chris Davis: 26:19 Yeah. No, I appreciate it, man. We’re rather light today anyways, so this was good. Plus, me personally, I love finding out more and more CRM- related use cases, because as people grow from email marketing to marketing automation, and they start thinking beyond just email, right? Emails and tags, and they start to realize how much power is in a CRM, they’re like, “Oh my goodness.” I love CRM use cases, man. If people like yourself who have a more experienced business that relies heavily on CRM, you guys are critical for giving us feedback and insight on how it should work.

Paul: 26:59 Yeah, so cool. I’m filling this one out now. Then, I’m actually probably going to have to get out of here a little bit early. I just got a-

Chris Davis: 27:09 Cool.

Paul: 27:10 Note I got to go pick up some marketing materials for a conference, so-

Chris Davis: 27:13 Ah, there it is. Got to get ready, man.

Paul: 27:15 Oh yeah.

Paul: 27:18 Got to get that swag.

Chris Davis: 27:19 Yep, got to get it. Well, Paul, it was great talking to you, man. Best of success at your conference as well, man.

Paul: 27:28 Likewise. Thank you, Chris. Until next week.

Chris Davis: 27:31 All right. Appreciate it, Paul.

Paul: 27:33 Bye now.

Chris Davis: 27:34 Okay. Great. That was a great question. Everybody in the floor is still open. If you all have any questions, don’t hesitate. Again, I think it’s worth reiterating ideas that ActiveCampaign.com is where you can go and submit your idea and you can see what the popular demand is. Ability to segment-based whether a field is blank or not. What’s higher than that? Get a simple undo feature. We have revisions, but maybe since this has so many votes that revisions aren’t enough. You can sort these by … Where is … Is it highest voted? Oh, I don’t know. Okay, so planned. Let’s look at the plan. Let’s just take a look here. Deals, ad for Android, custom fields for deals. Oh, that’s definitely got more.

Add custom fields, so deals, not just contacts. That’s kind of one in the same. Auto-hide empty contact fields. Yeah, that’s a good one. Anyways, I don’t want to belabor you all. This is all here at Ideas.ActiveCampaign.com. For the most part, I want to make sure we’re focused on questions. Anymore questions anybody? Like I said, if not, no worries. We can end office hours promptly and let you all get back to your busy and important schedules and lives and businesses. If there’s not any, okay. I’m going to go ahead and sign off here.

I want to thank you all for attending office hours live. Excuse me. For those of you watching office hours as a replay, thank you. Thank you for watching office hours as a replay as well and don’t hesitate, Education@ActiveCampaign.com, to get those questions in and if you can’t make it live, I’ll answer it and you can watch the recording. Be safe everyone. Enjoy your weekend. Take some time away from the computer, from business, just to kind of breath and enjoy life. Like always, also automate responsibly, my friends. I’ll see you next week.