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Office Hours – December 5, 2017

Recording of Office Hours hosted by Chris Davis on December 5, 2017.

Topics covered in this session:

  • How to merge tags with the tag manager
  • Setting up conversions for attribution
  • Creating email templates from automation emails
  • Automatic deal creation and movement between stages

Transcript

Chris Davis: All right, so let’s start, Brett. Let’s go over the tag manager. Has Brett mentioned … And no judgment here, Brett, because like I said, you’d be surprised or maybe not, lots of users are still learning about the tag manager. Here’s why I like the tag manager, I’m one of those people that like to plan out my automations before I build them. [00:00:30] Not saying that’s the best way, if you like to just jump in the automation and kind of build stuff, like you’re more of a executor, learn while doing and just kind of like want to reiterate and figure it out as you go along, that’s fine. But I don’t. I don’t. I prefer planning things out. I look at it like building a house, like you would get the bill, I think it’s called the bill of goods, right, where’s like the wood and everything that you need, [00:01:00] right, the wood, the nails … I don’t know what … I don’t build a house, the sheetrock, all of those things, you want to know what you need, then go to the store and buy it all.

That’s how I look at building automations. I want to know what kind of tags I’m going to be using and the custom fields, and I like to create those upfront. To get to the tag manager your select contacts, and if you don’t see manage tags here, select the drop-down, and [inaudible 00:01:28] for most people it should be here. [00:01:30] You select manage tags, and this is the tag manager right here. It’s going to show you the total amount of tags that you have in your account, it’s going to list them all in alphabetical order, you can also search for them. This is where I was saying, you can see how many contacts have a specific tag, as well as the automations, how many automations the tags are applied in. This is our actionable data, right? So I see I have seven customers and 23 automations that apply this [00:02:00] customer tag, so if I want to review those automations, I could just select the 23, and look at that, it pulls up every single automation that this tag is being used in.

So if you’re doing any form of cleanup, let’s say you wanted to merge this tag or get rid of it, at least now you can go here and make sure that you update each one of these automations, so that nothing breaks. All right, [00:02:30] that’s the tag manager. Then of course you can go over here and add multiple tags. So tag1, and then if you just hit enter, tag2, hit enter, tag3, and you can add bulk tags this way so if you want to copy and paste from a document or from another platform, you can easily do that using the tag manager. Very, very powerful and simple, right? Very powerful, a simple tool. So [00:03:00] hope that helps, Brett.

Lisa, you emailed me a question. All right. This is a good … These are a few good ones. Let me do this. I’ll do them one by one. let’s bring this up. All right. Lisa says, “When I try to change a tag or start typing and delete too far, it deletes [00:03:30] the next tag over. Any way to recover tags that are deleted?” Here’s what here’s what Lisa is referring to is, if you’re on the contact record … This is kind of scary. I don’t use delete on the tags because I’m normally just selecting the X, but there is a case where if you’re creating a tag, like right here, [00:04:00] let’s say I’m creating a new one, and I was like, oh, I don’t want to name it this or I was trying to apply a tag directly to the contact record, and let’s say I misspelled it like this, and I hit delete, I saw I deleted that, but what if I hit it one more time? Look at that, it just removed a tag. You see, this is test tag. If I hit delete again, you see, it’s removing them in not any given order.

So this is what she’s [00:04:30] saying when she tries to change the tag or start typing and deletes too far, it deletes the next tag over or any tag. It may delete them in the order that they’re created, I’m not sure, but I am sure that product is aware of this, and my god, [inaudible 00:04:48] … Product is aware of this and they are working on it to where there’s at least the confirmation, like, “Hey, you are did you want to delete this tag?” Or I can’t say at least a confirmation, [00:05:00] I’ve seen actually a few ways that they’re planning on handling this, so it may be a confirmation or it may just be a more fail-proof way to do it.

If you want to get those tags, just for the record, Lisa, the tags aren’t removed from your account. They’re still there. They’re just not showing on the contacts record. To recover those to the contact record, you may be able to do so if you reach [00:05:30] out to support. I know they they can restore accounts to certain dates and times, but I don’t know all of the details on what criteria needs to go in there, but if there’s a tag that you deleted, like there’s one I just removed here that I don’t even know what it was, so I wouldn’t even have a way to know which one to reapply, I would heavily recommend reaching out to support for that one.

Again, back to Brett’s point, [00:06:00] I don’t know, I like to create all my tags in here. I know if you’re on the contact record you want to apply a tag and if you apply the wrong tag you will hit delete, but best practice for me, what I found works really, really well is that I don’t use delete, when in the tag field … He doesn’t have any tags. In the tag field I just never use delete. When I go in here it’s always [00:06:30] clicking here, right? Now, like I said, I get it if you do this and it’s the wrong tag applied and you want to hit delete or you’re misspelling something and you start erasing it, because if you do not erase it and you just kind of clear, it’s going to create that tag, but that’s a lot less harmful, all right, then hitting delete too many times. Now, if it creates the tag, here’s another thing. [00:07:00] Well, let me try this out. I know a tag doesn’t exist until it’s on the record. Now that I’ve created this I believe this may appear in the tag manager. You’re very welcome, Lisa, no problem at all.

Let’s see if it appears in the tag manager if you create it like that. It does. In that case though, we didn’t lose any data, we can go here and hit X, right, not delete any other ones, and we can always come back here, hit refresh, [00:07:30] and when we go back it should say zero, and now we can delete it. Yep. So that’s the best practice, I would say, for managing your tags on the contact record. For that one if I hit refresh it should go away, you all saw me hit delete. Did I not or did I not hit the confirmation, are you sure you want to … Maybe I hit cancel. Yeah. The selected tags are [inaudible 00:07:56]. Maybe it’s processing in the background. [00:08:00] ActiveCampaign, we’ve been a bit updating the platform a bit to check for things like this, even though you said, yes, it’s like a process that runs just to make sure nothing breaks, because a lot of times that is the case. So now it’s gone.

All right. Lisa, okay, anyway … [00:08:30] For the Gmail plugin having issues with that one, I don’t know. That one’s out of … Maybe a support ticket if it’s not allowing you to … allow to send a tracked … If it’s not tracking the messages you’re sending, you know what I would do? I would sign out of the Chrome extension and then sign back in. That’s what I would do. [00:09:00] I didn’t put it up, I didn’t put it up, sorry. Lisa was saying here, put the rest up, “The Gmail plugin tends to freeze up, doesn’t allow me to send a tracked message. Any way to work around?” I would say that the reason why you may be seeing this is because the plug-in may have updated and just not updated in your browser, so at any time you have any issues, log out, and then put your ActiveCampaign credentials [00:09:30] back in there, and if see if the problem is still there. If it is still there, then definitely reach out to support.

All right, and this is a good one too. Lisa, great questions, by the way. She says, “Is there a way to see the full conversation history for a contact? I like being able to see what they opened, but would love to see their response [00:10:00] as well.” All right. Here it is, so right here you see how we have every email we’ve sent, right, and then if I go over here and go to emails, it will show me out of all these emails which ones they’ve opened, and if I go to campaign activity, it will show me which automation emails or campaigns were sent that they’ve opened. Interesting, SMS [00:10:30] shows under campaign activity, I didn’t know that. Yeah, you’ll see opened, clicked and all that. Now, what Lisa … Where did it show it was open? If I go back to … Here, Brett, if I take off notes. Email sent, let me see here. Maybe I haven’t opened these, these are a while back so I missed … I don’t think I’ve opened these, actually. [00:11:00] For the personal emails I’ll go into my … Hard to find him, I’ll go into my Gmail, I should be able to see one. I’ll double-check, but I’m pretty sure I can see when this was opened. I have no clue what these emails are. I should use a real account that’s using these emails to see.

I know for a fact the campaign activity will show you the campaign is opened. In the automations, this is one of the reasons why I feel like [00:11:30] it does show you that as open is because of this, right? Look, I can go in here, and if I do a start trigger like opens or reads an email, I can select this and see that, a campaign or when they open a personal email. Well, that’s any personal email. It doesn’t specify which one. A contact opens their personal … when you email them from their contact [00:12:00] page or Gmail. Interesting. Well, we found something new out here. I want to say I felt like open showed on the contact record. I have to double check. I have to double check with this one, but I was pretty sure it did, but it doesn’t look like it, at least in my account right now, but I don’t know if I’ve gone and opened these emails, I think I delete my own emails, because I know [00:12:30] there are test emails. So it may appear differently in yours.

Along with that … To see the full history, try this. I haven’t fully tested this out, so I’m speaking not from experience on this one, but look, if you go under settings and under the … Click on here, this drop-down and then go to my settings, and then select [00:13:00] deals, you can connect email addresses. So connect your email address, so all sent and received deal emails are automatically added to your deal stream, reply to emails and generate automations from any incoming email. So this will track the replies for you, Lisa, as long as they have a deal attached to their contact record.

You can go here, and you would do like [00:13:30] IMAP, you’re going to want to put in your … let’s say it’s … Lisa, what’s your last name? Okay, let’s just say it’s Lisa@mybusiness.com, that’s your email address, you put it in there, then it’s going to ask for like the IMAP settings and everything, you put those in, it’ll connect it. Now any email you send, you don’t even have to be in ActiveCampaign, you can be in your Gmail, and you send the email, it will show. It will show as sent and the replies, you’ll be able to track that entire conversation. Yep. [00:14:00] Yep. You’re very welcome, Lisa, no problem at all. No problem at all. Thank you for asking. Thank you for sticking around. I know you asked those last week, and I wasn’t able to get to him but I don’t think you were on the call last week, so this worked out perfect, because you’re on the call.

Mark, let me see what … Brett says, “That is something I was going to try … excuse me, try to figure out as well. I have a lot of deals, I want to make sure they’re … ” Yeah, Mark, I mean, Brett, definitely [00:14:30] connect your email account here so that you can see that communication per deal. Yeah, this would be perfect for you, adding that email account there. All right, Mark has one. Let’s see here, Chris. Let me paste the whole thing in here, Mark.

[00:15:00] All right, “Review creating a template from an email in an automation.” Yes, I’ll review that. “In the past when I made edits to an email in an automation it changed all emails in the automation which used the template, or was that the copy feature.” Yeah, that was the copy feature. Let me show everybody, catch everybody up to speed here. Brett, I see yours about the tags, I’ll answer that too. [00:15:30] Mark, you’ve got more than enough in here, I believe, yeah. There we go, Mark Copy Email. Yes, so if I do this, email to, and do this and hit copy, then the copy … Well, here, let me just do it. These are linked, so regardless … They’re like clones of one another that are connected to each other, these two, so [00:16:00] if I edit this, it’s going to edit that email.

What I was going over on that one Office Hours is, instead of copying your emails over, you want to go to view emails and then select the email that you want to create a template of and then do save as template. Now, once it’s a template, if you were to, for instance … I believe we saved … Let me go into my template. [00:16:30] Let me go into my templates here. I believe I saved one of these as a template. Well, it doesn’t matter, let me save one really quick. I’m going to save Email 2 as a template. Watch this, Email 2, it’s going to take me into the builder, so I’ll say, Mark Email 2 template. So I have it, save and exit. It’s there, [00:17:00] all right. If I go back to my automation be nice if it took me back to the automation, it would be nice if it took me back to automation. If I go back here, you’ll see that this email now has a template, right? Now if I go into my template library from here and modify this template, let’s make a big modification like this, put a big image up there. I hope I have a [00:17:30] big image. All right, save and exit.

Now I’ve modified this template in the automation, if I hit refresh, you’ll see that the email remains the same. So they’re not linked at all. That’s the difference between having a template and using a copied version, because the template [00:18:00] creates a new version that’s independent, but based on the previous design. If you go and update the template it will not change all of your emails. Now I can go back to the automation now and say, instead of copying this, dragging it down and copying it, I can now just say, new email, so create new email, then do Email 3, hit create, and then I can base Email 3 off of the template. [00:18:30] Use this design, and then it should pull in the new template design, as well as all the previous text. There you go. So that’s my recommendation on using those templates.

Let me see. Alex, great, great. Alex, I see your question. I’ll come to you. When you edit the selected template it does not change all emails using a [inaudible 00:18:58] … Yes. Yes, Mark, you’re correct. [00:19:00] Yep, you’re right. It won’t change it. As long as it’s a template. Yeah, no problem, Mark. I use templates for everything. Templates are just … Especially when it comes to marketing online, you can’t have enough templates. They serve too, well, many purposes. The two primary is you never have to start from scratch, right? So it’s that whole method of do it once from scratch and never do it from scratch again. In fact, you can even argue that [00:19:30] don’t do that once from scratch, like using the recipes for the automations, using the built-in templates for campaigns, you don’t even have to start from scratch, just create it once and then continually use that. Then templates also serve as a means of just making things more efficient and organized. When you have templates, it’s easier to train a team, right, it’s easier to delegate tasks when [00:20:00] templates are in place. Yes. All right.

Brett, let me go back, and then I’m coming to you, Alex. Brett, great questions everybody. I need to learn this shortcut, copy and paste. Brett says, “Can you merge the tags if you have something like influencer as a tag and influencers as another tag?” Great [00:20:30] question, Brett. I don’t know why I whisper when I get excited, but that is a really great question. Why not use that, influencer, and then … Okay. I’m going to add both of those tags, Brett, and watch this. I’m going to do you one better, Brett, and I’m going to say, Alex is an influencer, [00:21:00] there, and then I’m going to say, fill his part of influencers, right? Okay. What I really want to do is, let’s say I want to get rid of influencers and just merge it into influencer. I want to get rid of the plural and add it to the singular, all right. How I can do that is if I [00:21:30] go back … Let me just use this one, starting to get a lot tabs open. If I go to my tag manager, watch this, watch this, Brett. Influencer. Okay, select this and select this one. I’ve got two contacts total, so two contacts should be the outcome of this merge.

If I select merge, look at that. The following two tags will be merged, which tag do I want to [00:22:00] merge them into? It can be one of the tag selected or any tag. You see that? In your case, Brett, we have two tags that we want to make into one, but we could also take two separate tags and merge them into an entirely new tag as well. Right? But we’re going to take influencer and influencers and merge them into the singular. Okay, merge selected tags. [00:22:30] It says the tags are now being merged, you can now leave this page, it’s doing some … That was a lot quicker. Now you see? Influencer, the two contacts should be Alex and Phil. Let us see, there it is. Alex and Phil. If I go to Alex, it should now say influencer, or was it me who had influencers? I think it was me, I think it was Phil who had influencers. He should have [00:23:00] influencer. Influencer. There you go. Yep. So yes, you can merge the tags into one you, you can merge the two into one of the two or an entirely separate tag.

All right, there we go, let me see this. Alex, welcome, Alex, I think this is your first question. If not forgive me, but I feel like [00:23:30] this may be your debut. Alex is making a debut here. “Chris, could you show us …” Great, glad to have you, Alex. “Chris, could you show us how you configure the conversions in order to see the touchpoint, traffic sources for Attribution on a contact?” Yes, absolutely. I have it configured … Who was my … I always forget who my contacts were. We’ll do an advanced search. This would [00:24:00] make perfect sense for you. I want to say conversion, there it is, purchased coaching has occurred. All right. I should have somebody that meets this criteria, because I set this up as a test in another time. Please, be there. No, it wasn’t this one. What happened here? [00:24:30] Let me go to the regular contacts. I feel like it’s searching those two contacts. I’m just trying to identify the contacts who have the touch points on them. Purchased coaching has occurred.

Now, let’s try it again. I think before it was just searching the two contacts I had selected, but now we’re searching all 161. [00:25:00] While it’s doing that, I had a question myself, actually, Alex, on if I go into the advanced search, what is under my attribution. Okay, source media, okay, yeah, the UTM terms, yeah, that makes sense. Okay, so I don’t have one that matches here. [00:25:30] Why is it doing it? I have no idea. I don’t think I have one that has the purchased coaching. Enrolled in imaginary post, how about that. If I can’t pull it up here, I can go to the convergence tab, which I probably should have just went to the conversion settings, but there we go. So these are all people with conversions, all right. How about Face Man. [00:26:00] Interesting name there. Let’s look at Face Man here. Now we’ll see that I have … The total conversions are one and of course this doesn’t have any value added to it, monetary value added to it, and then this is that one source, okay? This one doesn’t …

It’s very hard to emulate touch points. In practice, when I’m setting this up … Let me see if I have any unconverted … [00:26:30] But these are all of the sources, because I was using … What I was doing when I was testing this is I was, excuse me, I was using UTMs. So Alex, I was doing something like this, and then I would do UTM source equals Facebook. So I was emulating to the specific page that had that form, I was forcing a source in here. So it wasn’t like I was on [00:27:00] Facebook and clicking the link and all that, I was doing a form of emulation like this or simulation, and what happened is that’s how these got in there, okay? You see that Masteringmarketingautomation.com, question mark, UTM sources, Twitter. I put those in there, okay? This one is Twitter and this one should be Facebook. So I put all of those in there, on the specific page on my website, just so it will show up as an unconverted [00:27:30] source, but the source, this one that triggered this was actually here. This is how that goal was triggered or that conversion was triggered.

All right. Go to conversions, and it was right here, you see that? Enrolled an imaginary post. If I go to edit, the trigger is they had to visit one of these websites, [00:28:00] one of these URL. Okay? So a URL with revenue 1500 in there and then … I can’t even remember what this one was. Okay. Or marketingautomation.com. This is more of like a catch-all, but if they went to that URL that became a conversion. What I did in testing this though is, I went directly to this, to this URL, so therefore there was no source attached [00:28:30] to the conversion. If I was able to truly simulate this, put a link on social media, click it, it takes me to like maybe a checkout page with the UTM variables in the URL, and I make a payment, and then it takes me to the thank you page of the payment processor, which is my conversion goal URL, then you would have seen it here as a converted source and saw the timeline [00:29:00] of all of my touch points. But since the way I did it, I was going …

Like I said, it’s practically impossible to emulate it or simulate it in my test account, but on regular accounts, if I had access to a regular account, I could show you better because you’re going to have like real traffic. All right. The steps are, you go into your settings first and create your conversion. You have to create the conversion here first and [00:29:30] give it a value and give it some triggers. The triggers are always going to be … Well, here. All here, I could do this. Triggers are going to be URL based. Okay. If you have a tracked event, if you’ve set up event tracking you can use that as well. Or manual, you can put some JavaScript that fires on a specific page, but for most people, they’re going to use URL. It’s just the easiest. Okay. So you set up your conversion, once you set up your conversion, it [00:30:00] will automatically be applied to all of your contacts. Once they hit that source …

Now, remember, if they hit one of these triggers and there’s no UTMs in the previous URLs, they won’t be tracked as sources. Attribution works as of now, sources are based on UTM, so it’s very paid media friendly. I mean, we actually created it, in its first iteration [00:30:30] we had digital marketers in mind, people who would be renting ads, and when people click those ads, they will land on a landing page with UTM variables, we would grab those UTM variables and tell you the source. Then once they converted, we would show you the timeline of it all. Right. Let me see. Here we go, Alex has a follow-up question. [00:31:00] It only works if the URLs are tagged manually with the UTM tags, meaning no organic traffic is possible. The organic traffic would not be possible in this iteration of attribution. We decided to start with paid media, because that’s what most people were … As you can imagine most people were wanting to track Facebook ad performance and conversions. So we started with ads, but they’re still [00:31:30] working and updating attribution, and soon it will be more so like … I wonder how they will handle organic. I’m not sure how they’ll handle organic. Yeah, I’m not sure.

It may be through site tracking, doing a bit more advanced site tracking there. But yeah, as of now you have to make sure that UTMs are in the URL. If there’s no way to get the UTMs in the URL, [00:32:00] it won’t be able to track it as a source. Thank you for asking that. I don’t get nearly as many questions around attribution and conversions. One more thing, Alex, I don’t know if you saw this, but once that conversion is set in place … You’re going to get an automation, what’s your name. Well, let me see. Can I do that here? Contacts. [00:32:30] I can’t. I can’t even start. You see that? I can use the conversion to start an automation, I’m not limited to that. You see? I’m not limited to that because I believe … Let’s just see, is it available in my if-else? Conversions, yep. So I can say, has occurred [00:33:00] or has not occurred … No, no, no, always has occurred, because it’s going to be yes or no. Hit save.

I can also branch with … I said, wait until. I don’t want to do wait until, I want to do the if-else. But I can wait until they convert in an automation, right? I can also branch off that conversion, because any criteria that’s in the segment builder you can use throughout [00:33:30] the application everywhere else that it would … that the segment builder is available, right? So I can use a start trigger … Can I do it as a start trigger though? I think I just did it as an action. Conversion occurs, okay. Enrolled in imaginary post. What is this, why is it two? Conversion … I’m not sure why it’s two there.

Anyways, [00:34:00] I can use it as a start trigger, okay? I can also use it as … What? Select conversion trigger … I wonder what happens here. I think these two may be the same. The difference is the conversion will have reporting, where wait until will not. So I think these functionally are the same, but using this one, convert, using [00:34:30] this action and selecting that, when it’s blue like this, it allows you to track it and you’ll see it in the conversion and goal reporting. But functionality-wise, these two do the same. Right, you’re going to wait here, they can’t achieve this, they can’t go past this action without achieving this conversion. Same goes for here, but then I can also branch, right, and say, hey, look, have they converted? If not, go [00:35:00] this way. If they have, go another way.

Conversions are very, very powerful. They’re also part of goal criteria. Let me see here, where’s my goals. Look at this, if I create a goal, you see that? I can also, when the criteria is met, I can have it to trigger a conversion, right? [00:35:30] There’s many layers of conversions. In fact, we should probably have some more documentation on it. Alex, thank you for asking that, because we need to create more documentation on that. Yeah. Yeah, no problem. No problem at all. Alex, you’re very welcome, man, very welcome. Thank you for asking. Thank you for asking. Let me go back up. Mark, I know you had a couple questions here. All right. [00:36:00] Let me see here, Mark has a question. Okay.

What’s the shortcut, everybody? See, I’m not familiar with the Mac key short, because I don’t know what this line and tilda is. This is Shift and this is Command, maybe that’s Alt? Let’s try it. Alt Shift Command, all right it is, it’s Alt. All right, so [00:36:30] I don’t have to use that anymore. All right, “If you add a message variable in a template, will the message variable update in the template and all emails based on that template?” No. No, it’ll update in the template, but remember, Mark, the second you go and use a template, like select and say, I want to use this template, the association breaks. So the email is based off the template, but it’s its own thing. It’s almost [00:37:00] like a child parent relationship, right? It’s the child of the template, but it’s its own version. It looks like it, it talks like it, it walks like it, but it’s its own version. So if the child cuts his hair, doesn’t mean that … or if the father or if the parent makes a change, that doesn’t mandate the child to make a change. Okay.

If you’re looking to update one thing [00:37:30] across all templates or change something in a template and have it reflect across, you have to do it how you’ve been doing it, using a merge field and then going and updating that. Using a custom field and then going and updating that custom field, then wherever the custom field is being used, it will update, but it won’t … If you go into this template now and change a merge field or add a custom field, it’s not going to automatically [00:38:00] update all emails that were based off that template, because they’re children of that template with respect to the parent relationship.

All right, and then you have one on merging. Let’s see if I can remember this shortcut. It’s a lot of keys to do that shortcut. All right. “Merge, do tags not update in the automations or do you still need to do it manually in each [00:38:30] auto?” Before you merge, and here’s a great … Actually, we just created a help doc on this. Even better, it’s right here. Learn more about … Here, check out this help dot. This is how we recommend before you modify a tag that’s in an automation. You see this, how to modify automations using a [00:39:00] tag? You would want to go, if you’re going to merge or if you’re going to do any modification to a tag that’s in an automation, you want to go into the tag manager, select the automations, and the ones that it pulls up, you’ll want to go into it and update it.

You want to edit those tags, okay, because they’re not going to auto update in all of the automations. It’s not [00:39:30] linked like that. There are various technical reasons why it’s not linked like that, but yes, before you actually edit your tag, we recommend that you go into … See that? Before editing, merging or deleting a tag from your account, we recommend manually updating any automation that currently use the old tag. Okay. So yes, the answer to that one is yes. Still do that manually first and then you can run the merge and [00:40:00] update.

All right, Mark’s … Here, let me put this up. Thanks for the questions, everybody. This is a great way to start the week. I hope you all agree. “Curious what do you call each element in an automation in a generic sense?” We call them actions. This is the action panel, so each of these will be [00:40:30] actions, and each of these are action categories. So sending options will be action category, conditions and workflow, action category, contacts and CRM are action categories. Under those categories are the specific actions, yeah. So in a generic or, I guess, even in accurate sense, we call them actions. Yep. Yep, absolutely.

All right. Any other questions? We [00:41:00] covered a lot on this call. All right, Brett, deals, what did you have on your mind regarding deals? I really like deals, everybody who’s watching this, please take some time to really understand how deals work. They can be used to manage sales processes, they can be used to manage administrative processes, they can be used to manage fulfillment. [00:41:30] I mean, there’s so many things that you can manage with deals. Brett says, “I’ve been … ” Here, let me copy you, Brett. I think I like what you’re asking, Brett. I think I like what you’re asking. Brett says, “I’ve been trying to make the deals move from one to the next but can’t get it to be automated.” Yeah. Let me see. [00:42:00] I want to put this comment up there too, Brett, because I think it adds to what you’re asking. He says, “We’re very light on campaigns, but I get it.” So he understands campaigns, just for his business, they don’t rely on them as much. “The deals are the big moneymakers.” All right.

Let me show you all how to automatically move a deal from one stage to the next. Okay. This is how to [00:42:30] auto move a deal, one stage to the next. First thing you want to do is create the deal. This can be manual or automatic. Then, second, you want to use an automation action, 2b is, from the deal record. All right, so these are … [00:43:00] I have 2b because this is manual, but it is a way. You will find yourself doing this. Then I could say, 2c is drag and drop from pipeline view. All right, so the one we want to focus on, this is manual as well, the one we want focus on is this. How to do it automatically. [00:43:30] Let’s see, Brett, let’s see what automations you have in here. Brett Site Tracking, right. Okay, we’re going to create a new one. Brett, do we have … I want to create a pipeline for you, but that’s okay.

Watch this, Brett. Step one is very important, you have to create the deal. That’s where most people kind of fall short is creating [00:44:00] the deal. I can say … I want to personalize it. All right, so this is going to say large dog owner, small dog owner or medium dog owner, I’m merging in that data, and I’ll give it a value of 100. What I’m going to do is … Brett, man, I thought we had … [00:44:30] That’s fine. I’m going to add it to … Which one, which one … Brett, I’m going to add you to training, all right, training. Then the stage when this deal is created is going to be on requested demo and hit save. Okay.

Once the deal is created, Brett, we can now … Okay, Brett says, “Hold on how do you get to add a deal?” [00:45:00] Yes. You’ll want to go to the CRM category right here, add a deal, and you can drag and drop it right there, and then that’s going to pull this up. Okay? Yep. That’s the automated creation of a deal, that’s critical. You have to have step one checked off in order to move these deals automatically, okay? Now let’s couple in what Alex says. Now they have a deal, and I’m going to wait, [00:45:30] here we go, I’ll wait, I’m going to wait a week. Then after that deal, after a week, I’m going to check and see if they’ve converted, and a conversion is maybe we completed the demo or something like that, right, but I just wanted to use conversions. [00:46:00] Okay. So if this is true after a week and they have converted, I want to move the deal to the next stage, Brett. This is how you do it. You go into … Let me see. You go here, and do update stage.

You see that? This the action [00:46:30] right here, update stage. What we’re going to do is, I think it was training. Yep, training, and I’m going to move it to scheduled demo. I’m going to update the stage, only in the training pipeline. Make sure both of these are the same pipeline, you don’t want to leave this at any. This is going to be the most recent deal that’s in that pipeline. To make things simple, the [00:47:00] best practice, don’t have multiple deals, multiple deal types, in the same pipeline. Let your pipelines be specific to one deal for this very reason, because you want to make sure that you’re not confusing the deals, but for most people that’s standard. They have one deal for each pipeline. If they have another deal, it’s another pipeline. I just wanted to kind of state that, kind of goes without saying, but you never know. What [00:47:30] I’m going to do here is I’m going to update it to scheduled demo. Okay. That action right here, as you see, look at it? What does it say? Move deal to stage scheduled demo in the training pipeline. That’s how you move the deal.

So the first one is to create it, and then to automatically move it you can do this, right? Then if we want to take it one step further, Brett, one step further, don’t forget about this. [00:48:00] Do not forget about using and that as a start trigger. Okay. If you scroll down to the bottom, you see that, deal stage changes? I can use this as a start trigger. If I say, if the deal in training changes from requested to scheduled, start this automation. Right? Or Brett, next level, next level, I can say, [00:48:30] any stage. The difference is, this is more dynamic, however they get to scheduled demo, this automation will fire, but if I want it to be sequential, if I want to say, hey, you have to complete step one before you get to step two, I can make it sequential too and say, you have to be on this stage and move to the next stage. If I hit add start, whenever that criteria is met, this automation is going to fire. [00:49:00] Okay. Essentially, that’s the foundation of how you automate your deal movement. That’s how you do a combination of those two.

Brett says, “Then for me what I would do is put an alert in there to trigger me so that I can start [00:49:30] hitting them up on social media.” Yes. Absolutely, right? When the deal moves to the new stage, that stage where you want to make that connection, yeah. You go in notify, use your name, I mean, your email address, and then subject, hey, they just did XYZ. Hey, they just did … Make [00:50:00] sure you hit them up on the following networks, right? Twitter, Facebook, et cetera, right? You can even have instructions to find their profile do this. You can have this all in … To find their profile, follow these steps.

[00:50:30] I do not spare any word when I’m creating a internal notification, because maybe you’re doing it now, but later it could be someone else, and if this is nice and descriptive, this serves as SOPs. hand-delivered SOPs, standard operating procedures, right? That’s how you have to look at your business, just overall is I’m always training. You are always training [00:51:00] either the future you who forgot what the present you did, or your future employees. That’s the mindset when you go into these automations, when you’re making notes, sending notifications like this, all of that.

Yep. I love it. I love it, Brett. This sounds like this will be very powerful for you. A notification like this that say, hey, go to Twitter, Facebook, to find their profile follow these steps. Type their name in here. Or maybe you have software, [00:51:30] say, go into this app, copy and paste their email address, when you find the platforms click here, click here, click here. Yeah. Great job. Great great strategy, too. I’m just going to save that. Watch this. I can do, time to connect with … all [00:52:00] right, where’s their name in there? Time to connect with so-and-so. Then all the steps are there. That’s a good one. that’s a good one right there, Brett.

Any deep dives that you know of that you’ve done on a blog or podcast? It’s what I need … Great. Brett, that’s a good question. One podcast for you, and Mark, I see yours, I’m just trying to [00:52:30] finish out Brett’s question. One podcast that talks about using pipelines is Steve … See, this is why I tell everybody, just so many resources now. Let’s type in Steve. Is this it, Steve Woody? There it is. This one right here. Take a listen at this. This is a good one where he talks about how he’s using [00:53:00] pipelines.

Then I feel like there’s one more. Who did I talk to that was using … Janet Kafadar, I think she’s using pipelines to manage her … Yes. Yes. This is a good one. This is a good one, Brett. She’s doing a good job as well. Those two, start with those two. [00:53:30] Yeah, Brett, if there’s … You know what, Brett? Honestly, if there’s a specific case, even if you want to use your business as a use case, I wouldn’t be opposed to using some real examples for you and what you’re dealing with to help build it out too. So feel free to use office hours for that as well.

Mark says, “Brett, don’t think of a pipeline as a sales pipeline. It is simply a series of stages which are generally sequential [00:54:00] that you move people from stage to stage.” Yeah. Mark, spot on, man. Way to close it out, Mark. Mark, spot on, because I think what makes deals a little tough is that most the time everybody has been trained for pipelines to be focused on sales, because most platforms are limited to sales. But when you have ActiveCampaign that’s right outside of it, it’s like, let’s remove the world sales process or sales [00:54:30] pipeline and just call it a pipeline or a process. Now that opens it up to a world of opportunities and possibilities.

I would like to say to everybody, Brett and everybody else, nobody can tell you what’s right and what’s wrong with your pipelines. Right? If you want to use a pipeline to track whatever, use it. I’ve used pipelines to track engagement. I’ve set up stages that are 30, 60 and 90 days, and I moved deals [00:55:00] across them, depending on where somebody’s engagement is. Nobody can tell me that’s a bad usage of deals, get out of here. It’s working for me. Yeah, use them very, very, very openly and creatively.

All right. Yes. Yes, Brett, for interviews, absolutely. You’re right on. Here, Mark, let me see if I can answer this one quickly. If not, I’ll make sure I answer in the next one. [00:55:30] Is there a way to update a custom field text with a new value on a set date? One idea how was to pre-populate the custom field [inaudible 00:55:40] with a series of text. If you did it if you wanted a custom field to update every year, Mark … Here, let me give you this one. We could pick up on it. I know you’re going to do some testing to it, but use this. This is what I would use. If you were to do it every year. [00:56:00] Date based, and this, right here. You see this one? Use when month and day match. These only happen once a year. You see that? They recur yearly.

You would need a date, as a custom field, and which you wanted for that to be updated. Maybe it’s like December 28th, because you want to update them for the next year. So that’s what the custom field would have to have. The custom field would have to have December [00:56:30] 28th. This is going to check daily at 3:00 AM in the contact’s timezone, starts, one day, starts … On. Yeah, we were on, not before-after. This one essentially starts on that date at 3 AM. This is going to … When it is this date, when it’s the subscription date, the custom field date, [00:57:00] then that’s where you can say, update contact, and then you could choose the field that you want to update with new data. Now this is going to run every year and change and change this data. As long as you update the data one [00:57:30] time, it’ll change it here, and then you could use it throughout.

Mark says, “I need to change the year in the custom field. Where does the year come from?” Change the year in the custom field. I’m not sure … The year in the custom field subscription date or … ” [00:58:00] I want to update the year. This for 2018.” You’re saying this, the custom field, you would update the year to 2018, because this is going to run every year. You don’t need to update the year on the custom field. Yeah, if you go into the custom field, you need to go in here. Now, there’s no way to update the year automatically. You would still have to go in here once a year and change it to 2018 and hit save and then you’re fine. [00:58:30] There’s still going to be one update, but yes. Okay, he said, “That’s what I want to automate.” Yeah, there’s no way to do that. Not that I know of. Maybe through a third-party tool that can time stamp the current year, maybe there’s a way, but yeah, not native. You have to go in there and add the year, that way.

All right. With that being said, I’m a little over everybody. I apologize for the extra five minutes. Nope, no problem, [00:59:00] no problem, Mark, you’re very welcome. Thank you for sticking in there with me. Great examples, thank you for asking questions. Thank you for engaging, and thank you for watching, those of you who are watching the replay. I can’t thank you all enough. I can’t explain how helpful this is for me. I learned so much right along with you all. With that being said, we do this twice a week. We do this Tuesday at 10:00 AM and Friday at 1:00 PM. [00:59:30] You can come to as many Office Hours as you would like. Bring your business and bring your questions and bring your ActiveCampaign account, and you’re fine. That’s all you need to attend Office Hours. If you have those three things, you’re good to go. With that being said, hopefully I will see you all on Friday. Have a great beginning and rest of the week until then.