Office Hours – June 30, 2017

Recording of Office Hours hosted by Chris Davis on June 30, 2017.


Chris Davis: There’s two ways to submit questions. We have via email. If you send me email at, I will address the questions there. Then the next way are in chat as you are all already doing. Let’s start from the top.

I see you have one, at the VA, I’m sitting in a waiting room [inaudible 00:00:28] but I do have questions. Bill, [00:00:30] this is different than the email. I think I have one for … this is different. I’m just going to answer this one, Bill. Let me grab it. It looks like next week we’ll do the real estate question, Bill. That’s fine. That is perfectly fine. We’ll do this question now. Oh look at that, I’ve got my sheet still up from last week. All right, Bill, let me get some space here.

This is Bill’s [00:01:00] question everyone. I chopped you off. You typed right. I copied wrong.

What are the best ways to make a blog post sign up form? Each week I will be building and recording how to do it and adding to this website. I want to collect email and then have the post automatically sent out. If I don’t make the live webinar today, I’ll watch the replay. Okay. Great question Bill and I can’t wait to show you this. This question and answer [00:01:30] is twofold, all right? The first question is how do I get a form up on my site, and I recommend the quickest way to get a form up on your ActiveCampaign site, is to use the simple ‘embed’. Most of you are in WordPress but the good thing about the simple ‘embed’ is it works even if you don’t have WordPress.

Oh, I see one for recurring automations. I’ll get there as well. Question on recurring automation. Let me just use this one. I [00:02:00] didn’t want to use that. Actually, this is a good example because this is one way of getting a form up. If you have a Plus account or higher, you have this option to have like a little popup at the bottom right display. In fact, if I create a new form, you’ll see you have a floating bar at the top. That box is what I just showed you in a popup. These are all available at the higher tiered plans, Plus and above but if you just have a basic plan or a trial, you’ll be [00:02:30] able to do the inline forms. I’ll stick with that one for now but those other options do give you multiple ways. Look at Bill, we’ve got a email. We’ve got a form for you. This is how I would get it on the page. I would always use the simple ‘embed’ even if I’m using the landing page platform, I’m more than likely still going to use this simple ‘embed’ because it won’t get side-tracking-enabled the minute the email is received. Okay?

With that [00:03:00] in mind, check … This is what Bill wants to do. He wants to have it to where? Look at this: “I want to collect email and then have the post automatically sent out.” To do that, what we’ll need is an RSS automation everybody. Let me see if I have done this before. Nope, I haven’t done this before. I’m going to do stuff from scratch, create. Check out. Watch how this works. See this, RSS-based. [00:03:30] Normally, the feed for any website is this: /blog is where all our posts are. If you just give it a ‘/feed’ it should pull in every post that’s published at that page. If it’s your home page, if you are using your home page as a blog, it will just be your

[00:04:00] If you’ve got a specific page, /pagename/feed. Watch what happens. It’s going to look for this feed and it’s going to check daily – I recommend doing in the AM. It’s going to check daily, 03:00 AM, and see if there’s one or more things that have been updated on your website. It’s just going to constantly pull it. Every day at 03:00 AM, it’s going to look and say, “Hey, have you published something new? No. Okay, do nothing.” “Hey, have you published something new the next day? No. Do nothing.” [00:04:30] In the event that you do publish something, now, it’s going to pull that. Now look at this, “Require one or more items in the feed to trigger.” You could have it until where you say, “Hey look, I only want an email sent every three blog posts.” You can do that right here.

You can require to have at least three but ideally, it’s one because you want the post sent out automatically, so see each time one or more new RSS items are found, this is going to trigger. What we can do is [00:05:00] we can say all of our contacts come in here but you wouldn’t want to do that. You’d want to make sure it’s a segment of a particular type of contact. Maybe this contact has a custom field that they want to receive, let me see, “good lead is yes.” You want to have at least one criteria to make sure that you are not sending email to your entire database. That could be very spam-like. Now we have it [00:05:30] and Bill, perhaps when they submit this form, you check this custom field as yes.

You are doing it. Okay, Mark, great. I see your question too. Now, we hit start and look at this. Whenever the feed is updated, and somebody is a good lead, they’ll be sent into here and we want to send them an email. This is the second part of the RSS. Okay? RSS, [00:06:00] email, okay? The first part is triggering them whenever a new content piece is sent out. The next step is to automatically send them the piece that was updated. I’ll use this design, new blog post. I’ll just do it simple like that. Now watch this: Now, I will delete this block, [00:06:30] don’t need it. Then I’ll grab … look at this: RSS feed. Drag it, put it there and I’m going to put on the same feed URL here everybody:

Same one as my start trigger and look at that. You see what I’m saying? It’s pulling in my blog content because when I go to the ActiveCampaign blog, look [00:07:00] at this, announcing ActiveCampaign attribution, announcing … Ooh, we’ve got a new one. Oh this is sticky. This is sticky. It’s looking at the latest post: “Announcing deal owner personalization tags.” See that? Attribution is later down in the blog post, right? It’s just sticky. We have a ‘sticky’ up here. If I say items to show, it’s going to show the last ten. [00:07:30] Bill, said he wants to send the latest blog post. Now, we are just going to do one. Check this out. We can go to ‘customize’ and then display and adjust how we want it to display.

I can say, “You know what? I don’t want the date. I just want the title, the description and then maybe I want to have the link. The link where they can go and check it out.” Let me see what that looks like, the title, description and here’s the link, All right? Then I say update [00:08:00] and now, based on how I want this to look, maybe I want it centered, to the right, maybe I want to increase the size of it. Now is just like a regular email. We can make all the adjustments and edits as we would a regular email.

Here I can perhaps change, make sure that it’s the link color, just to make sure … because I don’t want it to display like it’s not a link. Right [00:08:30] there, look at that. I could adjust this, maybe I want to make it a little more pronounced. There we go. Maybe I’ll just add a space. Okay.

Now, every time I publish a blog post, it’s going to start the automation, then this email is going to look for the latest blog post and then send this out. Mark says, “What will the email subject be?” You can go here [00:09:00] and here’s the subject. New blog post, or it would be interesting, that’s one thing I did not do, is what if you can pull in the blog title? I think these are just custom fields.

It would be really nice to be able to pull in the blog title, so for here, we’ll use “new blog post.” Right there. Something global [00:09:30] so that they would know because you won’t update this every time a blog post comes out. That’s what the subject line will be. We hit next and for those of you who have been following for a while, you know I always recommend you turn on Google Analytics, this is RS email. At the least, differentiate your emails by date so maybe I do something like this. In Google Analytics, it [00:10:00] will show the date, so I’ll be able to easily tell which email this was. All right? Do that, hit ‘finish,’ and here you go. Now you have a blog announcement automation set up that’s going to trigger every time you have new blog content published and then it’s going to send that new blog content to a specific group of contacts that you determine here. That is definitely how you do [00:10:30] that.

Imran, let me check you out. Please let me know if I’m saying your name wrong because I don’t want to butcher your name. Interested in setting up recurring automations, let me check your email and make sure … Imran, here we go. I got it now. All right. How about this? Let me put it up. Imran, if we’ve spoken before and I don’t remember, forgive me, charge my head not my heart. All [00:11:00] right. “Can you assist with this simple automation that has me pulling my …” We definitely don’t want that. Name right, yes, Yes I am winning today.

“Email has to go out on a monthly basis with the same email adjusting the custom fields each month.” Yes. “Used ‘day’ for testing purposes. Used ‘goal’. Initially I set it up with goal opened email. Changed the goal. Current day of week [00:11:30] 11, opened email. What happens is the contact went straight to the end. It appears as though the system picks up that the email was read previously, so I tried “If, else” as per screenshot.” Where is the screenshot? Here we go. Screenshots. Let me check this screenshot out.

Keep the questions coming.

Mark has a great [00:12:00] suggestion. “Idea for subject line for blog posts so you can vary it a bit. Use custom field then use a percentage file name, percentage sign in subject line.” Mark, you my friend, you are thinking next level. Okay. I’m going to show you how to do what Mark is saying. That’s a really good suggestion, Mark, by the way. What is going on? All right. [00:12:30] Client submits a form, send email, wait five minutes. If it’s the 11th and they’ve opened, if yes it always goes here because … Is the month greater or equal to 11th? If it’s after the 11th and they’ve opened the campaign, then after five minutes, they’ll go down to yes.

[00:13:00] I think I remember this one. The first thing is you probably want to wait more than five minutes because sometimes it could take more than five minutes for an open to register and the system to be used globally. I recommend 15 just to start.

Hey, Brandy’s back. Oh my gosh. This is going to be a great Friday. Here’s what I would do. What you are looking for is you want to send the same email every month with [00:13:30] the content that’s changing via custom field. Let me get the name right because I said it right. Imran, what he wants to do is … 90% of the content is the same every month. The only portion that changes is his custom field value, so he’s going to update that custom field value and then the next month he wants to send it out again. Imran, just let me know that’s right … “Used the time just for testing purposes,” yeah. [00:14:00] Okay, yeah. Email has to go out on a monthly basis with the same email adjusting the custom fields each month.”

I will use two automations. Let me get that off. Oh okay. I’m always nervous because I don’t want to share people’s personal information now that I’ve been made aware of it. You use two automations. You use kind of like the controller and the master and the slave controller and do a however you want to look at it. When I think of master and slave, I [00:14:30] think of hard drives just because I am technical in my background but you want one automation that’s essentially looking for, “Is it the 11th?” If it’s the 11th of the month, start the campaign, send the email. Wait x amount and send the email. Wait x amount of time, then stop the automation that sends the email. No, you want to wait one day. Stop the automation and then [00:15:00] they go back up to the top and wait for the 11th of the month.

Here’s what I mean. Now, I traditionally don’t loop emails, loop automations. I don’t like the idea of someone never being able to get out of an automation but there is nothing wrong with it. It’s just my personal hang up. What I would do is however they get in here, Imran it’s up to you. They get in here and the first thing we are going to do is wait. Wait [00:15:30] until. We are going to ‘wait until’ and I think you had something like the month, the day, “current day of the month is greater than or equal to 11”. As long as it’s after the 11th, we are going to wait until it’s the 11th or after. I actually will wait for a specific day. [00:16:00] Anyways, we are waiting until it is the 11th or after and then what we are going to do is we are going to start the automation. Right now, I am just going to use a simple automation.

Excuse me the automation that we are going to start, the only function is that it’s going to send the monthly email. That’s it. The reason why I said pick a certain day … in fact I am going to change this because I don’t want to say ‘greater than’. I want to say, “On the 11th I am [00:16:30] going to send this email,” because that’s going to help me wait one day. Wait a day. Now, I am at the 12th so now I can go back up and wait until the 11th. That will put me until the next month at the 11th. Somebody absent after the 11th, they’ll get the email, the 11th of the next month. Makes sense, because after this, I’m going to do ‘go to’ [00:17:00] and go up here. That looks really bad. I’m looping, I’m just looping, right? After one day, I want them, just to be safe; I want them to end the automation that I put them in. Just to make sure, just to make sure. On the 11th, they enter the automation, get sent the email, the next day, they end the automation and then wait till the next month. [00:17:30] All right?

It has to be triggered by form because of the field changes. We’ll have a start trigger of a form and we’ll just do any form for now. They submit a form and then they will come into here and they’ll get the monthly email on the 11th. That’s going to happen every month. Every 11th they are going to get the monthly email and this automation that we are stopping and then pulling them out has no start trigger. [00:18:00] It just sends an email, that’s it. I would use a combination of two automations to do what you are looking to do. In fact, we could … let me see. You know what we could do? For the sake of not … since I don’t like this loop. Let me give you an alternative. It’s going to be like the tennis automation, [00:18:30] tennis ball automation where we are kind of pinging each other back and forth. Watch this.

They enter this automation when they submit the form. They wait until the 11th and then they … what do I want to do? They go into another automation that sends the email. The reason why we are splitting these automations up is because if we carry the logic separately. Now watch this. No trigger. [00:19:00] Watch this. Just follow me here. I’m doing this live so there may be holes. Monthly email, okay. They send the monthly email then they wait a day. Condition is, wait one day and what do they do? They start the other automation, the one that we just created, so let me start naming this. [00:19:30] First monthly email. No. I’ll spell it Imran Monthly one. Make it live and I’ll call this one Imran Monthly two. Save that, activate it and hit refresh. Wait for one day and then [00:20:00] start.

Imran where are you? Are you here, are you here? There we go. Save. Okay. Wait a day start that one, come back here, hit refresh and after the day has been satisfied, Imran number two. You see I am kind of sending them back and forth. I am doing this because I don’t want them to loop within an automation. [00:20:30] Like I said, that just terrifies me just because of my coding background. They complete the trigger action, wait until the 11th, then enter the second automation. The second automation is the one that sends the monthly email and waits a day. It has to wait a day because if we don’t wait a day and we just add them back to the other email, it’s going to be an infinite loop until the 11th has passed.

You just keep getting the email over and over again, so we want to wait a day to make sure and if you want [00:21:00] to be like really, really sure, we can do 24 hours. A day and 24 hours they are the same but just in case sometimes things can be crazy, you are going to want to wait at least 24 hours, so that when you send them back here, now they are waiting until the next month on the 11th. That’s it. These two just kind of send the contact back and forth. Is like tennis or ping pong. Like, “Ding, ding, ding,” you know send it on back and forth until you stop it. That’s what I would do.

[00:21:30] A lot of times, everybody, some of the problems that you will run into is trying to put too much logic in one automation and it kind of makes things funky because you have all these cases going on. When you split them up, you start seeing things get really easy or, I should say, a lot more clear and easier to execute. All right? That’s my recommendation for that one, Imran.

All right Brandy. Getting into your question. [00:22:00] I am really excited to read this one. I haven’t read it yet everybody. “Hi Chris. I did a survey a week ago and I was able to pull in one of the custom fields but I want to know if I can retroactively pull in custom fields that weren’t automatically added to each member who took the survey.” Good question. Two things you will need. Okay, great. Hey, Imran, try [00:22:30] it out and let me know. Please. Give me feedback.

Here’s what we could do. Since we are using Zapier and Google Sheets. I have permission to go a little bit advanced. Answer me this Brandy. Do you have that custom field data in the same row as like where their email address is? In the past, because that is the data you want to send to ActiveCampaign, right? [00:23:00] I am assuming like this Google Sheet each contact is one row. It has their email, it’s in a different column. Okay, different column, same row, so that’s good. All right. I’m going to give you the manual brute force way and then I’ll give you the more automated way. Maybe the more automated way will help you all understand.

I’m going to give you one of my secrets. I like to use Google Sheets as a database [00:23:30] processor. Don’t tell anybody. Anybody who uses Microsoft Access or does like real database thing, will shame me for doing such a thing but for small businesses, listen, it works and I’ll show you how and why. Manually, you could literally just import. You could export it as a .csv or save it as a .csv, hit ‘import’, then choose the .csv file and map that contact email address … [00:24:00] map the email address because you have to have the email address and then map the custom field to whatever column the data is in. Okay? That’s the manual way everybody. There’s nothing wrong with that. Like I said, it may be okay.

“If I reimport the contacts with their fields, will I erase their existing tags?” No. You won’t. In fact let me see if I have a .csv. This is what you want to ensure that you do. Downloads, look at this .csv. Oh my gosh, that’s a terrible .csv. It’s got a whole lot of crazy [00:24:30] data in it. How about this? These look like contacts from Napata, Idaho. Look at email address, first name and then you’ll map your custom field and here’s what you want to do. You see this? Update existing contacts while importing. You will want to make sure that that option is checked. That way you’ll maintain all of your original data and the new data will just be added to the contacts. That’s the key [00:25:00] Brandy. That’s the key, to check that box.

Let’s say we wanted to do something a little more “fancy.” I just want to show this to you. I am toying with the reality that this may be technical, extremely technical. Let me just say if we have name and data. Okay. [00:25:30] Say yes. Name. Let’s just do three, okay? Chris, Brandy, Imran, Bill, Joe, okay? No, yes, maybe, so. Okay. Then have a column that says sync. All right. Just bear with me everybody. [00:26:00] Just let me show you this and then you can think of the applications for it.

Let’s say that we were collecting data and we wanted to control when we sent that data to ActiveCampaign. For instance, maybe we didn’t want the data to be like immediately sent over. We wanted to kind of look over the answers. Right? At the point where the answers looked good, we can manually select, “Okay, send these leads over” or we can just populate the whole column and [00:26:30] say send. I could do something like ‘go’. Whenever ‘go’ is present in this column, it’s going to send … and of course, I missed the email. It’s going to look at the email address present and then send the data over. How you do that is in Zapier, you can … I won’t show it but you know it Brandy because you are in Zapier.

In Zapier, [00:27:00] you can create a zap whose start trigger is a field or column, a cell has been updated or a column. I can’t remember if it’s a cell or column. You can choose the D column. What that would do, is every time you type ‘go’ in the D column, it’s going to grab the email and send the data over to that email address. Like I said, if you’ve got like a row of a thousand you could easily just drag this down. The second you do ‘go’ is going to send those leads over. It’s going to go, ” [00:27:30] Ching, ching, ching.” The zaps are going to fire off. This is what I mean by database processing because you may find a case where you are like, “You know what, I’m going to sync Chris. He has a yes and Bill. He has a yes. Or maybe I don’t want to send the “Sos”, “Maybes” and “Nos” over to my account.

Anyways, it’s an extra option, so if you have an existing database file like you have Brandy, you could set a zap up to say, “Hey, look for this column. Create an extra column and then type [00:28:00] some text in there and just let it go down.” All right. That is the more advanced way. The easier way would be to import as I showed you. I literally just wanted to show you all a little bit of power that you have at your disposal with Google Sheets, if you are using Zapier and sending data over. This now becomes like your database and you can do all of your … Some people do functions and everything on this data and then in a whole separate sheet, they send it over.

[00:28:30] Remember everybody, this is advanced. This is advanced. Don’t feel like you have to use it. I’m just sharing this just so you understand the possibilities. Let’s say this is all of the data in your .csv. You’ve got name email and then some data. What I would do is create an extra column to the rightmost of all of your data and call it “sync” or “ActiveCampaign” or something that you will remember [00:29:00] that when there is a value in this column, the contact is going to be sent to ActiveCampaign via Zapier. Okay? At that point, you go in, set up your zap, tell it to look at this sheet and this column and say whenever the column is updated, send the contact to ActiveCampaign and you already know how you can map cells to fields in ActiveCampaign. Now, with that Zap set up, you have it. You have the power and it doesn’t even have to be ‘go’. [00:29:30] It could be any value you select that is going to fire off and send that contact over to ActiveCampaign.

Just to give you a layer of granularity with it, if you wanted to have more control over what contacts you are sending over without having like to modify your .csv file or something like that. Okay thank you. Okay great. I hope that helps Brandy. Hope that helps clear it up. All right. Mark let me get back to this one [00:30:00] and then go back up. If you add new contact via Zap does it force double … okay yes. Awesome.Thank you. Yes. You are very welcome Brandy. Very welcome. I can’t express the excitement I get with some of you. Knowing what you are doing, so I’m very excited.

If you add new contact via Zap, does it force double opt-in. No. It doesn’t force double opt-in unless Zapier gives you that option. Here’s why, Mark. Double opt-in in ActiveCampaign is different than in most platforms. [00:30:30] Other platforms double opt-in is on the list level, right? Like MailChimp will say, “Whenever you subscribe to a list, that fires off the double opt-in.” While in ActiveCampaign, that double opt-in is at the form level. In order to trigger a double opt-in, you are going to have to have a form filled out with double opt-in configured. If it’s via an API, [00:31:00] it’s up to the API whether they can say, “Send a opt-in message.” Sometimes in Zapier I do see that. I see like, “Require double opt-in for this contact?” Traditionally, if it is sent via API, that double opt-in process is now on you.

Yes. Mark you are saying, “Glad it does not force 2X opt-in.” Absolutely. For some people they want that and they are like, “Well, since they are not filling out a form, how can I get them to double opt-in?” [00:31:30] For those people, you have to use … I think Sherrie. No I didn’t share this with Sherrie. Sherrie, maybe you asked … No Michelle. Michelle asked the question, “How do I recommend manually handling that double opt-in process?” I gave her this what I call … It’s a version of a single-double that I have. I believe it was Michelle. It handles that double opt-in process [00:32:00] for you. There it is, I think so. When they are added to the list, they get the email, wait up to two days or until the contact has clicked the email, and if they have not, send them a reminder and if they still don’t do anything, tag them as unconfirmed.

Those are for people who come through the API. Right? If they have, click the link, wait a day then send them to the … let them progress down [00:32:30] the path of the automation. Now you have your manual way of opting in, double opt-in and then you have … if you want it at the form level. For the most part, like Mark’s saying, if you are adding via API, you probably don’t want to force a double opt-in because it just adds an extra element, extra piece of confusion.

Mark, did I miss yours? I think I missed yours. “Hey Chris, is there a way to set up a default pipeline?” [00:33:00] You know what? That’s a good question. I don’t think there is and I don’t know the logic behind which one shows first because it’s definitely not alphabetical. I don’t know if it’s the last updated. It’s a good question. I’ll check with our team and see. All right? “Is there a way to order the pipelines to show up? All right. Yeah. [00:33:30] I can’t say. Let me hint at something. It may be, in the future, look forward to things being alphabetical by default. I think that is as far as I can go, without getting myself in trouble. If this was alphabetically ordered that would be a plus and for now though, you’ll probably have to use a search to easily find them because [00:34:00] you can’t order them just yet.

Then you had another one, Mark. I just want to make sure … Oh and Imran I see yours too. All right. Beautiful.

We’ve got another question. We’ll put this one up, because it’s not as short. All right. “How can I say to AC, ‘Show me all the contacts in any of the seven automations and when the next email will go out to them?’ [00:34:30] Or an approximation of when it will go out? This is so you can look to see if the message (based on custom field merge into email) is current and if the frequency is still adequate.” That is like a two-step process. If you want to say, “Show me all the contacts in any of the seven automations,” you can do that. Here’s what I would do. I would layer it. I would layer [00:35:00] this into maybe two or three automations.

Now, when you say, “and” when the next email would go out to them, I’m pretty sure that’s not possible. I won’t be able to see the queued emails for each contact that are supposed to go out. I’ve seen that before in other platforms where you look at the contact record and it shows you this email will go out in three days. Ours does it on a contact level [00:35:30] but it won’t be able to show it to you across all contacts. Here, it’s been a while since I checked this. If somebody is in an autoresponder sequence that has like a few emails, up here you will see in the recent activity, you’ll see when the next email is scheduled to go out.

Essentially, you can create the segment in contacts for someone who’s in any of those automations, [00:36:00] but then you’d have to click each individual record to see when the communication will go out to them. That’s if they are in an automation that has emails in queue or separated by a wait-stay. It’s for admin to see not in automation. If you do it this way, this is pure admin. I create a custom action [00:36:30] is in list and select all the list or Mark; you could do it this way, whenever somebody is added to the list that you see – Okay, Brandy, you got something – or if, when someone is added to the list that you have in question, you can always just add a tag. Add that tag, maybe it’s the admin check tag. This becomes more simple. [00:37:00] It just becomes contact details tag and they have the admin tag. I’m going to say admin check. We don’t want that.

We’ve simplified it and what we are doing is we have an automation, or master automation that looks for every list like a sorting automation that goes through all of my lists and says, “Are you on this list? Are you on this list? Are you on this list?” It checks and if there aren’t any of those lists, it adds this tag. Now this tag represents someone existing [00:37:30] on any or all of the lists in question. You would add all in one of seven autos into a list. I don’t know. Ask it a different way, Mark. I’m not following it. I would do this. Let me see if I have [00:38:00] it. There we go, cut sort it. When I read this, it says, “Show me all the contacts in any of the seven automations.” Oh, I’m sorry, seven automation, I am using list, you use automation. My bad. No, let’s take list out, Mark, I confuse things. You were right I was wrong.

I would do something like this. I would have a list of automations that I want to check. It really works better if I start from scratch. [00:38:30] I always start from scratch. Let me just make sure, “How can I manually add a tag up on important focus?” Okay Brandy, you’ve got to figure it out. I’m not going to do a start trigger now, but I’m going to say somebody is entering here and then I can do … right. I’ll check and see actions is currently in automation. I’ll say it’s automation [00:39:00] one. If yes, add the tag admin check. If no, I’m going to check the next automation. We will do this for every automation. It’s currently in automation two. If yes, [00:39:30] and what we would do is go to, okay. In the no branch, we will just continue to add for every automation that we want to check to see if the contacts are in. They’ll only have this tag if they are in any of the automations.

Now since we’ve put it in the automation, we can make it as big as we want to. You can check as many automations as you like. The key is whenever they are in one of them; they just have to satisfy one [00:40:00] of this if-elses. They are going to get the admin check tag. Then when we go here, we have this segment that says, “If the tag has admin check, all of these contacts are going to be representatives of people who are in any of those automations.” Check this out, as an admin, they don’t even have to do that, they can just go to tags and look for the admin check tag. Select the admin check tag; oh, [00:40:30] it’s not on the record yet, so it doesn’t exist. Then it will pull up all of the contacts.

Then they can just go in there, look at the contact in question and see when the emails are scheduled for them to go out. That’s a great administrative example Mark. Just some review, we have an automation that starts when whatever case that we are using to start the automation. Then it’s looking for it to see if they’re in any other automations. We have seven. [00:41:00] If they are in one of the seven, we are going to give them this tag. This go to action, it’s just making sure we can check each case because if I did it just one more time, three is a charm right? Two is kind of hard to close on to. Currently in automation. Three, okay. Then I could say go to. It’s going to continue [00:41:30] to check all your automations and if they are not in any of them, they’re not going to get the admin check tag. That means your admin will never essentially go and check their account.

Thanks. Currently all of one but seven has specific in out of names. Okay, there you go. You could say we’re custom search listing all those tags? Yeah, right. Either way, yes, you’ve got options Mark, but you get it. Sharp [00:42:00] guy. Mark’s brain is firing on all cylinders right now. Hey Sherrie, I think you sent me an email. Let me make sure, I feel like I saw it. Yeah, you did. My apologies. Sherrie, finding the next [send day 00:42:18] was a thing I was hoping for. In the next send day on the contact record, we’ll say something like two days from now. It won’t have the actual day, it will just tell you how many days [00:42:30] out that email is going to be sent. Remember, that’s for anybody in an automation that has emails queued.

Can I push the next send day to a Google Sheet? You won’t be able to access the next send day, like date format because it’s not dated that that is extractable, I’ll say, for the lack of a better term. For us, it’s scheduling data, [00:43:00] so we are just looking at it as, in two days at this time, send it out. Kind of like we are looking at it like as they send it today, send it tomorrow, send it three days out, send it four days out. No, unfortunately we wouldn’t have the send day for you to publish to a Google Sheet. You can have the has sent day published to a Google Sheet but not the same. Which is interesting because that’s a good [00:43:30] use case for has been sent, if an email has been sent. The new feature that we released.

Perhaps we want to send that date to a Google Sheet so we can see when was the last time we sent them an email. That’s interesting, I would like to think about that. Let me show it to you real quick, Mark. We snuck it in there man but if you go into, right here if else, and you go into [00:44:00] actions. Look at this, has been sent. You can dictate any campaign. If we want to do any campaign, that means when this is true. After it send yes. We can update a custom field and have the date with the current time and we could time stamp it. [00:44:30] That’s the feature. How you would use it is you would essentially need a start trigger, so maybe, I’m not sure. I have to think about it actually.

I can push the time stamp to a sheet? Yes, you can push the time stamp to a sheet because it’s essentially populating a custom field. I don’t have a use case yet but I just wanted to show [00:45:00] you that functionality. Your brain is going, so you can probably think about things. Sherrie, what I’ll do is, I will answer your question in the chat. I have one from your email about managing lists and tags but I’ll answer the one in the chat. If you want me to answer the email one afterwards, just let me know. Sherrie, I feel like we’ve talked before for some reason, I don’t know. Maybe you were on before. Your name looks familiar. [00:45:30] How it’s spelt. It’s my aunt’s name actually, Sherrie.

Anyways, I have a multi-call event reminder automation and I need to figure out how to have new people that are added to the “flow through” if a timed email has already gone out. Tia was trying to help me set up custom date fields, but I can’t get it to work so the automation sends out the first email seven days before the event, the second email is out before the day, etc. [00:46:00] When I try to set the goal in the goal editor, you can’t do “plus” or “minus” on a specific date, just from the current date.

You can but it’s worded a little different. Let me break it down for you Sherrie. Hold on one second. Is it best practice to not have a loop email, I use one or two ping pongs series of automations. Mark that is my own little hang up. Don’t hold it as a rule [00:46:30] of thumb. It’s just something that just for whatever reason, it scares me. Me personally, it scares me to have to know that a contact can go on an automation and never end it. I guess it’s just the idea of just eternity, no end. I like to bring them in and send them out if I’m doing the ping pong, but I know people who loop contacts like that and there’s no issue. Yes, it’s truly my thing, [00:47:00] judgment welcome but that’s just where it’s at.

What’s the go to another action? Can’t you just put the next action after the plus sign? Sherrie I’m getting to your question now. The go to another action is because I want this condition to be executed for both yes and no. If I put it under here, then it would look like this automation would start growing like [00:47:30] crazy because I will have this and watch this copy single action off on. I can’t do it. Okay, copy single action. See, now I’ve got another yes no, and I got to keep branching it out and this thing becomes a monster. If I use go to another action, what I can do is now ask this question, [00:48:00] no matter if it’s yes or a no.  It just ensures that this question is asked for both cases.

Yes. All right, great. You get it. Date and time action, separate versus nested. Yes, Mark, you are correct as well. Here is what Sherrie is talking about. Sherrie let me tell you, I am working so hard to get the wording changed. [00:48:30] Let me set the table, let me get my fake twin brother Phil. Phil is right here. Look at this Sherrie. You see this event date is 8/14/2016. What I’m going to do is, I’m going to change this event date to tomorrow.  Where the heck … What’s today? Oh my God, [00:49:00] 2016. What in the world. It just confused me for a bit. Oh my God, tomorrow’s the first. Time is flying. Okay. The event date, no I’m not going to do that. I’m going to go further out. I’m going to say the eighth. The event date on my contact record is July 8th. I get what you are saying because what [00:49:30] Sherrie is saying is, “I can’t go plus or minus that date, I can only do on the current date.”

Watch where her confusion comes because her confusion is 1000% warranted. This is the most confusing language you will hear. If I do date based, no, I’m sorry I don’t want to do that. We are looking at a goal. I’m so sorry. I definitely don’t want to add to the confusion. Someone is added to this automation, then I have [00:50:00] a date base goal. I’ll say seven days before. Bear with me everybody. Watch this, the custom field and the event date is the current date. Okay? Let’s just stop right there. What this is really saying is, it’s not saying today. It is saying that [00:50:30] it is the day of your event. That’s what this means. Event is current date means, is it the eighth? Okay? Mark, great. Sherrie you’re getting it.

I’m glad you are getting Sherrie, because this is tough to get. Is it that date? If it is that date, let’s go “plus” is “ [00:51:00] before”. Let’s go before that date, seven days. Seriously, everybody, this couldn’t be more confusing. How did you figure this out without being on office hours? The goal is this, we are going to change. I’m lobbying to change this language so that it shows the custom field day. The date is this, and instead of the current [00:51:30] date, the date is that. Then we can say seven days before. I think it would read better if it was like seven days before event date, six days before event date. Everybody can understand that but if you are using the goal, this is what it means Sherrie. When you say event date is current date. It’s saying it is the eighth. Okay? Then when I say “plus” seven days, “plus” is “before.”

This condition [00:52:00] status will be true on July first, which is seven days before July eighth. That’s how you send your seven day reminder. Wait until conditions are met. You want to make sure. Mark says it is dyslexic. I know man, it is very much dyslexic. Unfortunate and I promise you all I am working on this. This is one of my personal things I’m working [00:52:30] on. Seven-week reminder. Then let’s do the same thing. We are going to run over like five minutes everybody because I was late five minutes. Watch this, copy and then I go on here and do “plus” three. Save that out and call this, and [00:53:00] here’s what I want to show you. Three day reminder.

Now, let’s have two use cases everybody. Somebody opts in 10 days before the event, what’s going to happen? Well, 10 days before the event since we have the top goal configured to wait until conditions are met, they opt-in 10 days before and they [00:53:30] are waiting here. They are waiting here until it’s seven days before the event. At that point, see seven days before, this is going to be true and they’re going to get the seven day reminder. They are going to be waiting until its three days before. They’ll progress through this timely. What if somebody opts-in at five days before? Okay? Watch this. Wait, Sherrie you have something.

[00:54:00] When I fix that and then someone gets added to the automation “plus” five days, they would then flow through to the next step in the auto … Okay, yes. I’m answering that now Sherrie, so flow me. Now, we’ve got a seven day and a three day. What happens when someone is in between? They opt-in at day five. Okay, got to go. I’ll pick it over the long weekend. Okay Mark. You have a good one too man. Thanks so much for jumping on man. Always enjoy you being in here. [00:54:30] If you can’t be good, be careful. That’s funny. Have a great holiday weekend, Mark.

Now, watch this Sherrie. They opted-in five days before. What happens? Let’s walk through this. They opt in five days before and they are stuck here because it says, “Wait until conditions are met,” but these conditions will never be met. It will never be seven days before because they missed that window. Now, we’re a little worried like, “Oh [00:55:00] no, they will never be able to move. They’re stuck.” Not really, because remember goals give you the ability to jump so though they are waiting here, everybody who opts in after seven days like six, five, four, three, two, one, they will all be waiting here until a goal below them is true. At day three, at three days out, Sherrie, what is going to happen is this goal is going to be true [00:55:30] and they are going to skip to this goal, satisfy and get the three day reminder.

Does that make sense? They will not initially just flow past this one. They will wait here because that is how we have it configured as wait.

If we allow them to flow through, they would get the seven-day reminder, which we don’t want them to do, so we are using this goals as kind of like gates. If you could imagine like a car driving through a tunnel and right [00:56:00] when it passes a particular point, a wall comes down, so they can’t go back. They can only go forward. That’s how these act. When you get past the seven day, this goal shuts the door. You can’t go back, and then at the same time, if I come in after this door is shut, I have to wait here until the next “door” is open and then I get to jump right to it and go through it and then it shuts on me.

Maybe that’s a bad example but understand that this is the goal [00:56:30] that has everybody wait. You say, “Hey, wait,” and what we are waiting for is you either have to wait for me to be satisfied, seven days or you have to wait for any goal below me to be satisfied, and until then you are not going anywhere. The contacts come in four days before. They are still going to wait here until the next day, which is three days before and then he says, “Okay, you go to three days. Skip this email and go to three days,” and if [00:57:00] we had one for one day, it would be the same idea. Okay? If we had it for one day, it would be the same functionality. It doesn’t matter if you register two days beforehand, you are going to wait here and you will never get this one. You will never get seven or three because you registered two days out.

The only goal that you can achieve [00:57:30] now is one day, so you are waiting here and then right when its one day, you get transferred down to here and you proceed. You skip all of these reminders. The reason why Sherrie is looking to do this, the reason why this is so powerful, is because now when you are running event based marketing, it doesn’t matter when someone opts in or registers for your event, they will always get the most relevant reminder to them. Okay? We are going to do it had to be easy. [00:58:00] I feel like this is easy once you understand it but the understanding is complex. Very complex. It’s going to take … If you are watching this and you still don’t get it, don’t feel bad because it took me a few times to remember how to do it. Part of it is the functionality, it’s kind of weird because you are like, “Oh, when this goes done, they are just going to move to this one,” and it’s not true, right? They are [00:58:30] going to skip it.

They are going to skip down to the next goal. They are going to play like leap frog and they can jump over many steps. Okay? One thing I will ask Sherrie, is that one day out is the smallest amount of time that I will send an email from ActiveCampaign. You could potentially do one hour but I found that if you are going to get down to like 45 minutes, 15 minutes, and five minutes before the event, the best way to send that reminder is from the event platform, [00:59:00] because a lot of times whether it’s go to, webinar, like WebinarJam or something like that, they can send those emails a lot more time sensitive than a email marketing platform because we have to go and process the email. For them, they literally just have to send it out, because they are not an email market platform, so their emails go out a lot faster. That’s just a tip for you if you want to get down to like a 15 minute reminder.

I wouldn’t do a 15 minute reminder from [00:59:30] ActiveCampaign because sometimes it could take up to 15 minutes to send an email because we do polling, so the perfect storm what happens Sherrie? 15 minutes before is the start of our polling and your 15 minute reminder goes out 15 minutes late, which defeats the whole purpose of even sending it out. All right? Terrence, hey, welcome man. When will this session be available? We will need to get back and watch it again so we can implement some of the strategies. As [01:00:00] soon as we get off, I will upload it to Vimeo, and I will email you the link so it should be up. Give me an hour? Sometimes Vimeo takes a little bit to convert them, so you have no problem, good to see you and hear from you as well.

All right everybody, thank you. Thank you for attending. Hey, if you are on social media, check out ActiveCampaign’s Twitter or our Facebook page maybe? You will get some snapshots of me. I was at a speaking engagement, a local [01:00:30] speaking engagement earlier today. Its social media day everybody, so I was helping people understand, “Hey, let me give you this nugget that I gave them that seemed to really help.” I look at it as a hand off. There is two important hand offs in your business. Check this out everybody. All right, the two important hand offs are between three phases of your business, and one is the attract and engage. That’s what social media is great for. Attracting and engaging with a vast [01:01:00] amount of individuals and people that you would never be able to reach any other time. Right? Before now.

You use social media to attract an audience and engage with them. That’s beautiful. The problem is people try to do too much on social media. They try to make the sale on social media and do all of these other things. Social media is great for attracting and engaging. That’s its lane. Keep it in its lane right? Then it needs the hand the baton off to the next step. What’s the next step? That’s [01:01:30] conversation and nurturing. That’s e-marketing automation comes into play. Your social media efforts should easily hand off to your marketing automation efforts so that you can continue, so that you can start nurturing and building relationship. That baton hand off is traditionally done on a landing page. Okay?

Once you have effectively completed your marketing automation, what is the last hand off? I told you there’s two hand offs in phases. The last hand off [01:02:00] is to your sales system. Okay? If I have done a good job attracting and engaging on social media and I have handed the baton off seamlessly. I haven’t dropped it, I haven’t lost any momentum to my marketing automation. A marketing automation is now nurturing them, it’s handing the baton off to my sales, and my sales is closing the deal. This could be a checkout page. It could be a phone call. It could be over the phone, it doesn’t matter. I don’t care what it is but that is [01:02:30] the process of capitalizing on your social media presence. Right? That’s just a snippet of my hour long conversation or presentation today. I had a lot of slides. I had a lot of oohs, and ahs, and a lot of notes, and a lot of light bulbs are going off, so that’s always a good sign when I have an opportunity to speak, and people are like, “Ooh,” so it’s great.

It was a perfect presentation for a day like today where everybody is focused on social media. How do you capitalize [01:03:00] on that. Like I said, if you are following ActiveCampaign on Twitter, you can see some shots that everybody was tweeting about it, and on the Facebook page, I believe. Even my Twitter handle, I retweeted some stuff. Anyways, if you have time, check it out. I just wanted to give you kind of like a little treat, so everybody liked that analogy that made sense, and it helped them understand the role that social media plays throughout marketing automation plays, and the role sales [01:03:30] plays, because without this differentiation that I am telling you, in your mind, it’s all one.

People look at marketing as all one. Like, “I am posting on social media, that means I am marketing,” no you are not. You are attracting and engaging. You are not marketing yet. I mean let’s just be honest, call it what it is. It’s not until you take that engagement and convert it into a lead. Now, hey, you are marketing now. Anyways, everybody, have an amazing [01:04:00] weekend. Enjoy the holiday. We will not have office hours on Tuesday because it is the fourth and we close office on the fourth, but I will be back on Friday, so next Friday at 01:00 PM Central, I am here everybody. Be safe. Enjoy your friends, family if you are in America.

Those of you who are not in America just enjoy the weekend. Enjoy the weekend. For those of you not in America, it’s July 4th, Independence Day for us in America, [01:04:30] but outside, I don’t think it’s observed, so enjoy your weekend. Enjoy your family and be safe anyway. You should always be safe every weekend and relax. How about that? Relax, take some time and just not think about business, all right? Ron, you are welcome. Thank you so much and everybody thank you for attending and I will see you all next week.