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Office Hours – September 8, 2017

Recording of Office Hours hosted by Chris Davis on September 8, 2017.

Transcript

Chris Davis: … computer. Alright. Now we’re ready to go. Let me get all ready and Bill Wright. Alright, Bill. I am promoting you to panelist so you can ask your question as soon as I could find my mouse. There we go. [inaudible 00:00:19] to panelist. I will unmute you. Bill, how are you doing?

Bill Wright: Well, sir and you?

Chris Davis: I am … No complaint.

Bill Wright: [inaudible 00:00:28] video going and I probably don’t need that. [00:00:30] It’s probably using resources here.

Chris Davis: Oh, that’s fine. It’s up to you. You can leave it on or turn it off. It’s your preference.

Bill Wright: Okay.

Chris Davis: Great picture there too. You win both ways, Bill.

Bill Wright: Pardon?

Chris Davis: I said you win both ways. You’ve got a great picture and you had good video.

Bill Wright: Thank you. As I indicated in the video, my issue is I have two versions of a newsletter. One is a VIP [00:01:00] version which they get by having five of their friends sign up to the list. They get that and a whole lot of other things, but the thing I’m concerned with at the moment is getting them the extended version of the newsletter but to keep them in sync with those that are not getting it. For example, if they’ve already received week three and they upgrade [00:01:30] to VIP, then the next one I want them to receive is week four because the standard version has three curated articles plus my own in it. They would have seen the first three articles of each of the first few weeks.

I don’t want to put them back at week one because then they’re getting repetition of three different articles. I would like to see them get [00:02:00] the six article version right after they have signed up five of their friends. Is that making sense to you?

Chris Davis: Almost. We’ve got two lists. Let me start mapping this out, Bill. I’m going to draw on my screen here just so I can keep track of everything as soon as this … There we go. Alright. Essentially we have, you’ve got two different forms [00:02:30] of communication. One is for, what do you call these non VIP people? Are they just-

Bill Wright: Just PWD. Principal’s Weekly Digest.

Chris Davis: PWD. Then over here, we’ve got VIP. Now these are your two forms of messaging so I’ll just draw a line here. They’re different messaging for both. Now my question is, is this live? [00:03:00] Is this pre-populated? Are you sending this out manually every week?

Bill Wright: No. The notion is once they sign up to the newsletter, they immediately start getting the PWD.

Chris Davis: Okay.

Bill Wright: I also use upviral.com which provides incentives and handles all of the contests, discount coupons, and switching newsletters. [00:03:30] It is integrated with ActiveCampaign to tag someone once five people that they have referred have signed up to my newsletter.

Chris Davis: Okay.

Bill Wright: Upviral takes care of all of that and it will tag them that they have sent five people. Once that tag arrives, I want them to switch from the PWD version of the newsletter to the VIP version, [00:04:00] but I don’t want them to go back to the start because PWD has three curated articles in it each week. The VIP version has those three curated articles plus three more. The first three would be the same so I don’t want to send them back to the beginning because the three would repeat each time.

Chris Davis: Yeah so I’m going to just do this [00:04:30] just for a reference.

Bill Wright: I started mapping this out with if/then statements. A month in, this thing has multiple branches and can-

Chris Davis: Well, how long does it go? How long does it go?

Bill Wright: I would hope for at least one year. Preferably permanent, but …

Chris Davis: This one year of content you already have created. If I opted in today, I [00:05:00] would start getting what you have already sent for the last 14 weeks, right? One week apart or do I just start where you’re at, whatever you’re actively sending right now?

Bill Wright: Well, the notion is when you start, you would receive number one. Whether you start now or you start three months from now. You would be in sync with all of those that started at the same time.

Chris Davis: Okay.

Bill Wright: But you would start at the beginning.

Chris Davis: [00:05:30] Got you. Alright let me see here. This thing was messing up. Start at number one. Okay. That’s fine. At this point, the difference between the two is PWD has three articles, right? VIP has PWD plus 3 VIP articles.

Bill Wright: Correct.

Chris Davis: [00:06:00] Okay. At any point, whatever week they’re in, when they meet this criteria and that criteria is five shares, right?

Bill Wright: Yep.

Chris Davis: Refer five friends.

Bill Wright: Five signups, yeah.

Chris Davis: This application keeps cutting my writing off. Forces are against me today that’s fine. I will figure this out. [00:06:30] Just bear with me one second, Bill. Alright. I don’t know why this keeps happening. How about that? Alright. This is share. That’s really skinny. Share with five [00:07:00] friends. At the point that they share with five friends you want them to switch over and essentially start off where they left off.

Bill Wright: Yes.

Chris Davis: In their weeks, but get the articles that they’ve not … Yeah. Not repeat. You don’t want them to start at one. You want them to start with the VIP equivalent to wherever they’re at.

Bill Wright: Yes.

Chris Davis: [00:07:30] You’re saying this is going to go on for 52 weeks.

Bill Wright: That would be a minimum. Preferably, it would be for as long as I can stay in business.

Chris Davis: Sure. Alright. We want to do that. Alright. This was just mental notes. Alright. That’s fine. I get it. What I would recommend, Bill, is now in my email to you or my comment to you, I mentioned using goals. We may still use goals, but here’s actually [00:08:00] where I think, what I think would be more useful for you. More valuable for you. This is going to be really good so just to get everybody primed, I would recommend using stages in the pipeline. I would recommend managing this with a pipeline because what you need, Bill, is you need a way of tracking progress. That’s the goal. You need to be able to track where [00:08:30] they’re at so that when you switch the information or the communication, they don’t lose their placement.

That’s the biggest issue you’re trying to solve right here. I could use tags. I could have 52 tags and say week one, week two, week three. I very much could do that. I could use custom fields and have a checkbox that says week one, week two, week three. There’s ways that I can track progress so that [00:09:00] they don’t start at zero, but I think the best way is to use a pipeline. The reason why I would like to use a pipeline is because it allows you to … Let me see. Bill Wright. It allows you to visually see where everybody is at. Not only visually see but maybe you get a request in or support and somebody says, “Hey, [00:09:30] I already received week two. I’ve already received this one. Why did I not get the next note?” You can go in here and manually move them and progress them to wherever they need to be.

Here’s how I would set this up, Bill. Just follow me. I’m going to get you started and I’ll let you take it to the finish line. We’ll say week one. Week two. Now, remember, I’m using the stages to track my progress. [00:10:00] That’s their function. The deal value and everything, it doesn’t mean anything to me. I just need it as a replica or it needs to show as a representation of where the contact is at. That’s how I’m using the deal. A lot of people don’t know that’s a way because they’re thinking they have to use it for a sales process. Here, I can have a radio button since they can’t be both. They can’t be a PWD [00:10:30] and they can’t be a PWD VIP. They have to be one or the other. I can say, I don’t know, contact status. You can call this whatever, but I’m using it for this. PWD, and watch this. PWD VIP. Right?

Now, I have a custom field that is storing that data. When they share five times, I’m going to have an action [00:11:00] that says change them from PWD to PWD VIP. Okay? That change is going … Oh my God. This is going to be extremely more simplified. That change is going to determine what communication they get, Bill. Here’s what your first week automation would look like. Check this out, Bill. Alright.

Bill Wright: Now, is this available on the basic package?

Chris Davis: [00:11:30] You’ll need the plus plan for this.

Bill Wright: Okay.

Chris Davis: Plus plan or higher for this one. I can start it out deal stage changes, as soon as they’re on week one. Contacts moves from any stage. As soon as they get into week one. Add this start. What I’m going to do is this. It’s week one. They entered in [00:12:00] and this is where we’re going to use our if/else. I’m going to use my if/else, go to the contact details. What did we call it? Status. Didn’t I call it contact status?

Bill Wright: Contact status.

Chris Davis: Oh, oh. I’m in the contact details instead of custom fields. Sorry about that. Alright. Now I can do status. Contact status. If it’s PWD, what are we going to do? [00:12:30] We’re going to send them the PWD version of the email. PWD version. To make sure I can keep a clean record of who’s getting what, I’m going to do week one. I’m going to highlight that, create. Now I would have the email built out here and that would send. If they’re not, you could do a second check here, but essentially they’re either a PWD [00:13:00] or they’re not. If they’re not, we could assume they’re VIP but if you want to just make sure and say, “Okay, Chris I don’t want to leave anything up to chance. Maybe they don’t have anything selected.” I definitely don’t want them to start getting the VIP. Then we could have one more check here. We could say it’s custom field status VIP.

If it’s yes, [00:13:30] then we’re going to send them the VIP version. Okay? Alright. Save and exit. If not, if they’ve entered in here for whatever reason and don’t have … I don’t know what the case would be, you could either end the automation or you could have your fail safe go to another action and just give them the regular version. You [00:14:00] could have that or you could just end the automation. Now you would have … Let me do Bill Wright week one. Now, when they enter in week one, you’ve handled them getting the PWD and the PWD VIP. You build these out for each week so that when it moves over to the next one, it fires off and sends [00:14:30] the appropriate email. From here, I can go it doesn’t matter which branch I go under. I’ll do this one since it’s the bottom most. I’ll wait for one week. Okay?

I’ll wait for a week and then what I want to do is update the stage after one week, Bill, I want to move them to week two. [00:15:00] Okay? Bill’s pipeline. After a week, they’re going to move to week two and what I can do is right here, since I want to move everybody to week two at the same time, this is that sync that you’re talking about. I could do that. I’m just going to delete this for right now. Okay? Let’s just walk through it. When they’re on the first week and they [00:15:30] enter, they get the first week by what means? Subscribing. They entered their information. You can have it setup to where the automation creates the deal and then adds them to week one. When they’re on week one, this is going to fire. This is going to trigger. Then it’s going to look and say, “Hey, are you PWD or are you VIP?” If they’re PWD, they’re going to get the basic version and then they’re going to wait a week.

If they’re VIP, they’re going [00:16:00] to get the VIP version and wait a week. Then they’re going to proceed to stage two at the same time. Now a week has passed, I’m ready for week two. Week two is going to have the exact same automation. It’s just the emails are going to change. Now you can build this thing out as long as you want to. Bill, by no means don’t feel like you can only put four or five stages. I don’t know. Some people think that [00:16:30] you can only put as many stages in here as fits on the screen so when I go to week four and then I do week five. Some people are like, “Oh, I can’t do any more than this.” No. You can put as many of these stages as you want to. In fact, one of the podcast episodes and I believe it was Steve Woody … Where is he? This may be a good one for you to listen [00:17:00] to. Steve talks about … Where is it? There it is. Steve Woody. Episode 23. Let me put it in the chat for you. Steve Woody has a 100 stage pipeline. 100 stages.

Don’t at all be … Oh, here it is. Let me see. Podcast. I’m putting it in the chat here. Don’t at all be put off by creating 52 of these or more. Like you said, if you [00:17:30] want it to go on further, you can. Stages are free and the arrival of a deal on the particular stage is what’s going to trigger the automation to send the appropriate email. Does that make sense, Bill?

Bill Wright: Yeah. I create 52 stages, say if I want to do this for one year.

Chris Davis: There you go.

Bill Wright: 52 automations to go with that?

Chris Davis: Right. Right. You have a automation for each one because the automation is controlling the communication. [00:18:00] The stage is controlling the location. You need to keep track of their location and then you need to specify your communication. It’s a two step process. The stages control the location. Week one, two, three, or 50. Then the automation controls the messaging and the communication. Say, “Okay, what version do you get this week?” Otherwise you just have one [00:18:30] big huge automation with 52 if/elses and all types of go tos every which way. It’s just a recipe for disaster.

Bill Wright: Yeah, I’m getting that way and I only have four weeks put out there. Is there a way in the basic version to keep track of where they are or do you really need the stages?

Chris Davis: There is a way to do it. In the basic version it’s not as clean, but you could use tags. You [00:19:00] could create tags. Let’s just do it. Let me just show you. If I go into contacts and the easiest way is to do the tag manager and I go week one, week two, week three, week four, week five. Alright. Add those tags. Then what I would need is if [00:19:30] start at week one or whatnot and then the first thing I would do is add the tag that says it’s week one. Right?

Bill Wright: Okay.

Chris Davis: Here I could do week one. First thing I would do is say add tag week one. Do the same check and then after waiting for one week, instead of moving the deal to a stage, I’ll delete that and I could simply say add [00:20:00] tag week two. Okay? Now, week two is going to serve as the start trigger. Let’s be consistent. Tag is added. Week one. Okay? Now, I don’t need this tag. Alright. Now when someone gets the tag week one, they’ll enter this in. We’ll do the check, right? We’ll do the check. Give them each [00:20:30] the appropriate communication and then we’ll wait for one week because they’re a week apart and then we’ll add the tag week two. Week two is going to start the next automation. Week three will start the next automation. Week four will start the next automation. You could do it like that. For the visual part of it, it won’t look as visual and you lose a little bit of the visibility, but if you go into here in your tag manager and select week, you’ll [00:21:00] at least be able to see here where your contacts are.

You’ll have to do some scrolling and everything, but you’ll at least be able to see some there. As a alternative, I would recommend the tags.

Bill Wright: I think I’ve got it, Chris. Thank you very much.

Chris Davis: Yes. Bill! Good job. Good job. Bill, keep me updated man. I liked this exercise and I did. I heard your concern with keeping them in sync. This is a great way, though, right? This is a great way to keep [00:21:30] people in sync. He gave me the thumbs up. Appreciate it Bill, I really do.

Bill Wright: Thank you. I appreciate this a great deal. The customer support behind this has been phenomenal.

Chris Davis: Great. Thank you so much. We really appreciate that, Bill.

Bill Wright: There’s a reason I recommend you. Thank you, Chris. Have a great one.

Chris Davis: You have a great one as well, Bill. Alright. That was a really good, really good example. [00:22:00] Rachel, how I got to the tag manager. Funny story, I mentioned the tag manager internally and some who shall remain nameless didn’t know it existed. I’m going to let the … I wish I could tell you. I just wish I could push a button and all of you could come to this room and I could just whisper in all of your ears because the second I say it on this office hours, it’s known right to the world for the [00:22:30] replays and everything. Since I can’t do that, I will tell you, finding all of these things in ActiveCampaign is going to be a lot easier soon. Just let me say that.

You go to tags and if you don’t see it, some people have manage scoring right here. Click this little carrot or arrow, down arrow. It will show you manage tags. You click on that. It takes you to the tag manager. Yep. When you’re on the tag manager like I was showing Bill, [00:23:00] this is beautiful and again, everybody, this is why we make sure that we have a consistent naming convention. Because if I don’t have a consistent naming convention, not only is it hard for me to recollect where my stuff is at and what’s going on, but it’s impossible to do this. Excuse me. If I had something else in this platform called week one, two, and three, then I would specify. I would say [00:23:30] PWD week one. PWD week two. When I go, I can just do a search for that exact query or that exact tag name and since it’s specific, it’s only going to pull those up. Now I can kind of filter and see, “Okay where everybody is at or how many people have which amount of tags.” It’s all in the naming convention.

Never, never just quickly go past naming your everything [00:24:00] from automations to tags to emails. Name everything appropriately that makes sense to you internally to your business so it’s easier to recollect and find exactly what you’re looking for. Mark, Mark, you had something. Mark says if he sends the same email on the front end, he can check and see if they got email one, two, three and use … Yes. Mark, see. Mark’s wheels are turning early. Mark came in warmed up. Yes, yes. Absolutely, Mark. [00:24:30] The main reason I wanted to outline it like that for Bill was because he was used to the if/else and I just felt like it’d be a little easier to follow instead of introducing another element, but great recommendation, Mark. Good to have you back, Mark.

Alright. With that being said, I’ve got questions everybody. We’ve got a lot of questions so let get to it. Rachel is … Is Rachel on? I want to make sure I answer the question of the [00:25:00] people who are on. Rachel. Yep. Then Ronald. Rachel and Ronald, I have you. Okay. Ronald, real quick. He said did I cover how Bill is keeping track of how many friends they brought in at any time? It’s a platform called UpViral, Ronald. I’m not familiar with it but I’ve heard [00:25:30] of it. UpViral I believe. This is it right here. He’s able to send a tag back to ActiveCampaign when they do that. Here’s a link here. I’ll put it in the chat for you, Ronald. Danielle, you’re here. Okay. Yes. Alright. Danielle, alright [inaudible 00:25:58]. Alright. Oh, yes. Great. [00:26:00] Alright. Here. Let’s get to moving.

I’ve got some. Danielle, Rachel, Ronald. Then I’ll … Then [inaudible 00:26:06] yes. I love it. I’m willing to go a little over today everybody, just so you know. Alright. Let me grab your questions Danielle. Danielle, good to see you or good to have you on again. Danielle. Your question. Alright. Let me make sure I’m not [00:26:30] missing out. Okay. Yeah. Yeah. Bill has posted some stuff in here too Ronald so make sure … Okay you got it. Alright thanks. You staying. Great to see you too. Alright. Danielle. Which is the easiest way to add contacts to a list if not originally added at time of onboarding? I’m thinking conditions may be my answer, but even so, can you update several contacts at one? Yes.

[00:27:00] Essentially you’ll have your criteria for people to be added to a list. Maybe that criteria is they subscribed. I shouldn’t say subscribed because clearly. They filled out a form, they had a tag added, they were added via the API, whatever that is, the two primary ways to add a contact to a list is from the form. The form actions. [00:27:30] The form actions allow us to add people to a list. If you go into any form and go to options in the list, right here. Form actions subscribe to list. That’s one way. Then the other way is from within an automation. From within any automation, you can simply state I want you to be added to a list. See, right here it says subscribes. Subscribes to list. How we did that is you hit the plus contacts [00:28:00] and go to subscribe.

Those are the two primary ways that you can do that people are going to be added to a list. What happens is, to answer your last question is if I wanted to add all of those people retroactively, I can maybe I want to add people with a certain tag. Not engaged for 60 days. There we go. I can pull all of these people up and then hit edit all and then I can add them to a list [00:28:30] that way. Okay? That’s how you can add people. Those are the three ways that you can add people to a list doing it all a once within an automation or from a form being filled out. Alright? Great, Danielle. Glad that helps. Then the next one is regarding integration with Leadpages and ActiveCampaign form copy and pasting code, yep warning in Leadpages. Are you familiar with whether or not it has issues?

For Leadpages, yes. [00:29:00] You can. You’ll need to use in their drag and drop builder. Everybody, this goes for anything that you’re using whether it’s Shopify or Instapage or Leadpages. Anytime you want to put a ActiveCampaign form on that site or that web entity, you’ll want to use the HTML module. Most of these builders have an HTML module and you can use that module and what you’ll do is you’ll go [00:29:30] to the form under integrate and you’ll grab this code. You’ll grab this code, place it in that HTML form in there and then it will display. Now, when you do that, you’re going to inherit the design in ActiveCampaign. The form is going to look exactly like it looks in ActiveCampaign. If you go via API and you put in the API code so that Leadpages or the platform pulls in all of the [00:30:00] forms and lists that you can automatically add people to, then it would show the design of the form to match the platform.

Yes, you can most definitely just copy it. The benefit of using the ActiveCampaign form in platforms like that is that you ensure you get web tracking added. When you leave it up to the third party like Leadpages, Leadpages does not submit the tracking [00:30:30] code. All leads that come from a landing page in Leadpages, they will not have web tracking activated until they click a link on an email. That’s the benefit. The downside? You lose the analytics in the platform. Now, when you log into Leadpages and look at your conversion rate, it’s not going to be active in Leadpages because you’re not using their form. You would need to use Google analytics to see how many people went to this page and how many people went to the thank you page. I [00:31:00] recommend doing that anyway. Google analytics is a lot more reliable, but just letting you know. Yes, you’re very welcome, Danielle. Could you show how to disable certain tags from an automation?

Yeah. By disable, I’m assuming you mean just remove. Remove tags from an automation? For instance, if I had this tag [00:31:30] that’s being added, I would simply hit this delete action. That would remove the tag. There’s no way to essentially disable an action or put the action in draft mode until you want it to be live again. You would simply just delete it. Yeah. You would delete it. Okay? Alright. Great. Got that one answered. Just keeping track off screen, everybody. Just bear with me. Alright. [00:32:00] Then Rachel and then Ronald. Keeping track here. Rachel. Alright, Rachel I have yours and then Ronald come for you then Rosalyn. Alright. There’s a lot. Okay. I’m just going to put the questions up. Let me put the questions [00:32:30] up, Rachel. See if we can get through these.

Rachel are you on? I didn’t look. Let me make sure you’re here. Yeah. Rachel, you’re here. Alright. Let me go ahead. Paste to match style. Alright. Rachel. Do I need to have all these emails I want to send? [00:33:00] Okay. Alright. I’m going to read the question just to give us some background. Background information. People on our list now we haven’t sent anything to. Okay. These are brand spanking new leads. We haven’t sent anything to them yet. She’s trying to figure out how to get an automation setup so we can do just that. My goal is to send them one welcome email which is slightly different than what everything else people will be [00:33:30] getting. Then she’d like to send them the same automation.

Some questions are and if when you demo any steps, could you go slowly? Yep. I will go slowly. Now we’re here. Rachel has a set up to where she has new leads and she hasn’t sent them anything and she wants to, going forward, she wants to have a certain communication go these existing leads and then a different communication go to new leads and then [00:34:00] combine the paths later. How we would do that and as I’m showing you how to do this let me preface it by saying, whenever you have leads in the platform that you have not emailed, email with caution. The reason being is because you’re starting from scratch with ActiveCampaign so you’re starting relationship building from scratch. Any hint of unsubscribes, your unsubscribe percentage, if it exceeds 1%, [00:34:30] it could be in between 1 and 3%, your account could get flagged. I say that because if you’ve got 1000 leads, what’s 1% or 3% of 1000 leads? That’s three people. If three people unsubscribe or report as spam, then your account is going to be flagged as at risk because all we know is we didn’t know you, you came to ActiveCampaign and the first communication you sent [00:35:00] you got a 3% or higher spam reporting from the contacts.

Then we’re going to flag you. Even if you say, “Hey, well I was sending to these contacts on MailChimp or I was sending to these contacts on MonkeyChimp, whatever. Monkey mail. Whatever. Whatever you want to call it. Some platform. That’s fine because that platform is used to you sending, right? The people probably filled out a form and opted in on that platform so they know [00:35:30] you. They know you that you’ve got a relationship with them. This is not just specific to ActiveCampaign. This is for anytime you’re migrating to an email marketing platform. Your best bet is to send your first communication to your highest engaged leads because you want to build that reputation that, look, people open my emails. People click my emails. When we see that, we prioritize your account and your sending.

[00:36:00] It’s safety measures because remember everybody, we’re all on a shared server. It’s not like a company that exists can put every individual on their own server. That would be extremely expensive, so we have to be very careful who we allow in and make sure that they’re not abusing. Just keep that in mind, Rachel, when you go to sending. Adding everybody to this automation because if this is their first time hearing from you, there’s a good chance that they may say, “Hey, I never gave you the permission to send me email.” [00:36:30] Even if they did, but they’ve never heard from you. Just keep that in mind. Anyways, we’ll have a start trigger and essentially you’re going to have a tag. You’re going to tag all those existing leads … Did I go too fast? Under plus and then contacts. That’s not what I want to do. I’m sorry. Under plus and conditions, go to if/else.

Under the conditions we’re going to look for tag. If you don’t see tag down [00:37:00] by most popular conditions, go under contact details and there’s tag. We’ll say imported. You’re going to tag all your contacts as imported. If they have imported, then they’re going to get the imported version. This is very similar to what we did with Bill, right? Welcome email for [00:37:30] imports, right? They’re going to get one email and then people who are new, they will not have the tag. People who are new will not have the tag. They’re going to get a different email. This is just going to be welcome email for new leads. I’m not going to worry about the uppercase. It’s driving me crazy looking at [00:38:00] it, but I need to move fast. Alright. At this point, afterwards, maybe after they receive that email you want to wait for two days. Then you want to combine their paths. You could have another automation that has the follow up in it. Like all of their future emails [00:38:30] that you want them to receive and you would need to go here. Conditions and workflows. Go to and have everybody wait for two days.

They come in. They split their paths. Their paths are combined immediately after they receive both emails. They wait for two days and then they get their ongoing communication in another automation. If you want to, you could add the emails right here but you all know how I prefer to build. I like to break things up into functions so the function of this [00:39:00] email is to welcome them. The function of this automation I should say is to welcome them. The function of the next automation would be to follow up with all leads who have been welcomed. That’s essentially how I look at things, how I see things. Alright. That’s that. That’s how you would send it to people ready to go now. Going forward, make sure new leads [00:39:30] coming in didn’t get that type of email. Yep. That way you don’t have to worry about changing the automation or anything. You set this one time and you’re good to go.

Alright? Can you save your work for me and send it? Yes. Yes. Let me send this to you now, Rachel. In fact, I’m telling you all about naming conventions. This is why I name automations after you [00:40:00] so that at any point, if we’re trying to recollect what we did, I can just type your name in. I use naming conventions for everything. The better you can get at naming conventions, the easier your life will be going forward I promise you. Alright. I didn’t know how to connect the automation you created the last time for you to a follow up automation that will build on it and send more emails. How would you do that? See, look. This is the other email that is [00:40:30] the automation because it’s named Rachel. This right here, what did we do? I can’t remember. Does the contact has been sent the welcome email. If not, no. Send new welcome email. Tag [inaudible 00:40:44] start ongoing communication.

For this one, Rachel, this is kind of similar to the one I just built. This tag, start ongoing communication becomes the start trigger for the next automation. In your automation, [00:41:00] you’ll have when tag is added and start ongoing communication. Okay. When that tag is added, ongoing, when that tag is added, they’ll start this automation. I thought I had it opened still. [00:41:30] This is what I mean. Alright. See? Start ongoing communication at that tag and then I have another automation that says when that tag is added, start this automation. Okay? That’s how you connect the two. Now since I have this built, Rachel, ongoing I can make it even more simple and instead of adding the tag, I could just go to [00:42:00] conditions and say start an automation. This is a lot more straightforward. K, L, M, N, O, P, Q, R, Rachel ongoing. I could just do that. If I do enter automation Rachel ongoing, I don’t need this tag. I don’t need this tag at all.

I just wanted to show you the different options. If you use the tag, then you need this start trigger as the tag. If you don’t use the tag, you just need to say enter this automation [00:42:30] and then they’ll start that automation automatically regardless of what the tag is. Yes. Oo, Mark. I caught that. Mark said, “Good practice is to add notes to your automation so you know what’s going on and now and more so in the future.” Yes. Tag is added and will trigger. Mark. I can’t say that too many times. I’m glad you said it so now I can say it and you’ve said it twice. Right here. Let me delete this because [00:43:00] I want to keep your automation how it was. Add this note here.

Starts automation Rachel ongoing. There. Okay? Now you know that this tag starts another automation. Yep. Ronald, so we could even have [00:43:30] one or two automations for Rachel. Maybe. I almost follow what you’re saying, Ronald. She’ll need two. She’ll need two. Using it as we have built it out, if she used one, then she wouldn’t have this tag. She would just put the emails here. Like I said, I like to break them up by function. Yeah. That’s how you would do it, Rachel. Right here. [00:44:00] Okay. She says, “Unfortunately I couldn’t get any of the links you shared in the chat last time to work so I couldn’t review what you had.” Yeah. Let me go over this real quick. New automation and import automation. You want to make sure, like I’m going to grab the one that’s in the chat right now. When you copy it, sometimes a character right at the end, see this is going to work but watch what happens if I have a space. It’s invisible.

Sometimes you don’t [00:44:30] even see it. I go to import. See that? Unable to import automation. There is no automation for this URL. That’s because there’s a space somewhere. What I found is normally the space is at the beginning or the end of the URL. Just make sure there’s no space at the beginning and the end and you should be able to import that. I went to new automation, import automation and pasted the URL right there. Alright? Do you have resources for people who are new to ActiveCampaign as well as to email marketing? Yep. I did [00:45:00] read the transcript for your podcast for people migrating. Yep. Found it helpful, but it still isn’t targeted for … Yep. Alright. Perhaps AC … Yes. We do serve this market and this is what I would recommend. Activecampaign.com/training as well as these office hours. Continue to come here. I’m putting this link in there.

This is where you sign up for your one on one. You can talk to somebody one on one. This is not automated. That is Tim. He is a real person and he really looks like that when he’s talking to you. [00:45:30] Yeah. This is for beginners. I just want to say when you’re starting out, it’s impossible. I just don’t want you to have expectation on yourself. For you to sit down and listen to one podcast or read one article and understand everything. Just not possible, not realistic. Don’t put that on yourself. It’s going to take you anywhere from three to six months to really start wrapping your head around what to do, how to do it. The best approach, [00:46:00] Rachel, is to start small. Start with one objective. Build an automation for that one objective.

Test it out, see it work, then add to it. That’s why I built my automations the way that I have. It’s just one objective. Send an email to somebody who’s existing and send an email to somebody who’s new. Most definitely utilize this. Activecampaign.com/training. Sign up. Sign up right now for [00:46:30] your one on one so that you can get some specific help for you. How can I add a signature to the bottom of our email, such as the one below which contains both an image and text? Would I used a textbook or an image box? You would use both, but can I show you all a way to use your signature that many of you are not using because you were not aware. You know what? I think we should create a guide on this. Follow me everybody. I want you all to take advantage of this. Mark, [00:47:00] you’re probably already doing it.

Everybody watch this. You go to campaigns. Under campaigns, you see where it says manage templates. Select this drop down and do edit message variables. Message variables, they are content that you can create and place into any of the outbound messaging. You see this. Percentage sig percentage. If I [00:47:30] go and edit, look at that. It’s my signature line. If I wanted to add a image, I just added … Oops. Didn’t want to do that. Where is my image? Right here. I just click here and add an image. I can make this as dynamic as I want to. I can add HTML. I can do all kind of things. I can have a link. I can hyperlink my name. Director of education. I can have a link here [00:48:00] that goes to activecampaign.com/learn. I can hyperlink, I can add images. I can do anything.

Why is this so powerful? Thank you, everybody. Hats off to Rachel for asking this question. Why is this so powerful? Because now at the bottom of every single email in my automations that I send out, [00:48:30] what am I going to do? Let me hit save. Update. What am I going to do? I’m not going to type my signature. Why would I do that? I’m going to use this message variable. Wherever this message variable is, it’s going to expand. It’s going to expand to this value. Alright? Mark says [inaudible 00:48:56] yeah so you’ll want to make sure in your message [00:49:00] variable you determine a size. If you’re using 14, you want to make sure that 14 is the font that you’re using in the email as well. Just do that because it’s not going to automatically set it to the font size of the email. You need to match them up. You’ll see that, yeah, because we’ve got … You can do 15, 16 in the email and you see we can’t do 15 and 16 here. Just be mindful of that because [00:49:30] it won’t be a one to one match.

If you select one in the message variable, that’s not available in the … What is that? In the email builder. Anyways, that’s for the email builder. If you use it in a text message or if you use it in a sight message or something like that, you don’t have to worry about any of that. Oh, okay. No problem, [Ustan 00:49:56] I’ll catch you next week. You have a great weekend too. Alright? [00:50:00] Why do we use this message variable? Because now, I can go to one place and update it and it will update across all of my emails. Right? Yes. Look at this. Rosalyn says, “Can I create multiple signatures and select the one I want to use?” Absolutely. Absolutely. You would determine that by the name that you give it. What I like about it is anytime … One of the biggest use cases that were [00:50:30] given to us is that when someone goes in … Yep. Mark says, “Great for admins that they may want to change in the future.” They have something like this. Oh my goodness. What is going on? I wanted to break it. Alright.

They say, “Have you read my latest blog post? Here it is.” They hyperlink to their latest blog post. [00:51:00] Then maybe once a week, once a month, they come in here and they just updated right here and then all outbound automations and any email is going to have the most current blog link. Okay? That’s why it’s important to use message variables for your signature line because it gives you the ability to change. If you didn’t do that, you’d have to manually go into every single email [00:51:30] and update your signature. Alright. That’s you. Then Ronald. Yes. No problem at all, Bill. No problem. Ronald, Chris [inaudible 00:51:44] did you cover my question about when an automation stops and another automation picks up in parallel? I did not. Ronald. Just so you know, everybody, [00:52:00] just to kind of give you some background, what Ronald is talking about … oops. Didn’t want to do that. There we go.

Is if you have two automations like Rachel has or, no, we could say you have one automation that adds somebody to the next automation. Here is … Let me show you all this. Let me go in. [00:52:30] This one is really good because a lot of people, they haven’t quite visualized what’s really happening. That’s why I like this question. Let’s say we have automation one and automation two. Let me change the color here. Let’s say I’ve got [00:53:00] somebody in one automation. They’re going through and then they reach an action that has them starting this automation. They’re still going through this one. At this point, the contact not only exists in this automation at this spot, but they now exist in this automation. At [00:53:30] the beginning and they’ll be going through. As a contact, you’re not limited to just one automation at a time. It’s not like because I said start an automation that they … oops. it’s not because since I said start an automation they couldn’t proceed. That’s not the case.

In this instance when you say start another automation, they [00:54:00] most definitely will proceed. They’ll keep going through that automation. That’s how they run in parallel. It’s not just limited to two, okay? Mark said my drawing has improved. You know what? I do feel like it’s getting better. It felt like kindergarten scratch in the beginning and now it’s starting to look recognizable. Thank you all for bearing with me in this journey. We’ve all [00:54:30] been on it together. That’s how it works. This is important. Even for you Rachel. These type of questions you’re going to have as you get acclimated and I should … [inaudible 00:54:40] as you get acclimated with ActiveCampaign, these are the questions. Small questions that pop up and you’re like, “Wait a minute. Let me just clarify.” Thank you for asking that, Ronald, because yeah. You can be in three or four different automations in different places.

Just because you’ve been added to one [00:55:00] doesn’t mean your progress stops in the current one unless of course you say end this automation right afterwards. Yep. Great question. Great question. Moving right along. Rosalyn, let me get to yours and I think that’ll be it because we’re at overtime right now so if you have to take off, everybody, no harm. I know I try to keep … I want to respect you alls time so I try to keep it [00:55:30] very time sensitive and stick to an hour but we had a lot of good questions today and we didn’t have office hours on Tuesday and I just want to make sure that you all are getting what you need for the weekend. Oh my gosh, for the weekend and getting started next week off really well. That’s the goal here. Let me see.

Alright. I want to track quotes using deals. Each quote has its own number and when it becomes an order number, it [00:56:00] contains its own order number, yep, but the item [descrip 00:56:03] yep. I wonder if I should have two separate pipelines. One for quotes and one for orders. Each time I enter a quote or order even if it is a repeat order for the same product, the number changes. Should I create custom fields for quotes and one for orders knowing the number would only be temporary? I need the numbers. I only need [00:56:30] the numbers to carry through for the current deal. Does deals maintain the deal history? How do I handle variable information? This is a good questions. Rosalyn, maybe we’ll work through this in more and more office hours, but ideally, what you’ll want to do is you’ll want to use the deal value as the quote amount. [00:57:00] I wouldn’t have two different pipelines. I would just have two different deals. You say I want to track quotes and orders.

You’ll have one deal that is a quote because remember, a contact can have multiple deals. On any given contact record, hopefully I can … Phil always has everything except for that one time, Phil did not have what I needed. Come on, Phil. Come through. Yes. [00:57:30] You see this? You can have multiple deals on one contact record. One deal can be for the quote. You can have the quote amount. The reason why you want to put the amount on there is because it shows in the pipeline. It shows in the deal pipeline how much is potentially at that stage. If these had values, then it would show the value right here. It would say $1000 in that stage. That’s what the [00:58:00] amount is for, the dollar amount is for. When you have … Where was I at? When you have multiple quotes, let’s say deals, one is a deal for a quote and you have the projected price, but then the order is the solid price, right?

What you essentially could do is you could have a stage for your quotes and whatever processes it is for your quotes and whatever processes it is for your quotes and then when they become a deal, you can mark [00:58:30] the quote as one and then that can create another deal. That can create the order deal. The number to that deal would be the value of the deal. If I go to deal information, that would be the amount. You could have … Essentially, you know what, Rosalyn? Maybe you could do both. Honestly you could have one pipeline for quotes and one pipeline for orders [00:59:00] and still have two deals on the record managed separately. That is an option, but the biggest thing, the biggest takeaway is that just know you could have two deals on one contact record. They can most definitely have a quote deal and they can have an order deal. Each one could have its own value.

That way you wouldn’t need to create a custom field for the value of quotes in orders. It kind of streamlines everything and keeps it more simple for you. Tracking [00:59:30] the history, you know what I would use to track the history? I would absolutely use notes. See? Seven months ago. You can use notes manually. Just go and say add a note, or you can use notes within an automation. Whenever something happens, you can make a note on that deal and say, “Hey, this just happened.” That way you can track the history right on the contact record because I can go to all activity and just go to notes. Then I have my [01:00:00] entire history for that deal that that contact had right there and easy for me to see. Not only what they did, but when they did it, okay?

Alright. I know we’re out of time. We can defer to next time. Ask about the quote number. Not the price. Oh. The quote number. Let me see here. One for quotes and one for orders. [01:00:30] I would say everything that I said would be the same. I would. If you want the quote number, then yes. I would add a quote number in the deal name. Oh. Oh. That’s a good one. Mark. Mark, that’s a good one. Mark, yeah. I was going to start it. Mark finished it. I was going to say you’ll definitely want a custom field for the quote number. [01:01:00] Okay? Now, what Mark is saying is you can merge the quote number into the name of the deal. The deal name. Just as this deal is named new deal, it would say new deal quote number whatever. You can merge that in as long as you’re capturing it in the custom field. Yes. Thank you, Mark.

Yep. That’s exactly what I would recommend doing. Give it a go. Give it a go [01:01:30] Rosalyn and then bring back maybe Tuesday or Friday, however long it takes you, bring back what you have. Bring back what you have and we’ll review it, refine it and see what we need to do with it but for right now, yes. Separate deals. If you want separate pipelines, that’s fine, Rosalyn. If that makes it easier for you, by all means, create separate pipelines for separate orders and deals. Then make sure you’re capturing the quote number [01:02:00] at the necessary time and then use that right when you capture it. Create the deal with that number merged in as the name of it, okay?

Alright great. You’re going to try it out. Alright cool. I’ll see you next week and look forward to seeing what you have. Alright. Everybody really, really strong retention here. Nobody dropped off. I have some new people. I’m not going to shout you out. I won’t embarrass you. Some people get a little feel a certain way about that, but I just wanted to acknowledge all the new [01:02:30] people on. I did see your name. I’m glad to have you on and I would love for you to come back. If there is a question that popped up in your mind that you weren’t able to get in the chat, please feel free to email me. Email me that question and the easiest way is just to respond to the confirmation email you got when you registered for this one. Okay?

Okay. Yep. Mark is still going for you Rosalyn. Pay attention to what he’s got in there. [01:03:00] Yes. Everybody. Thank you so much for attending today’s office hours. Like I said, I went a little over because we did not have office hours earlier due to the holidays in the US. This was really good. Bill started it off strong. Rosalyn ended it just as strong. We had Ronald and Rachel in the middle just really keeping the energy up and the questions going. These make office hours the most valuable. Just so you know. People watch these. They watch the replays so thank you all for participating [01:03:30] and you will watch the replays. Pause it. If I’m moving too fast because sometimes I can move too fast, if I’m moving to fast pause it and just rewind it and go through it step by step, but the most important piece is take office hours and implement and then come back with what you’ve implemented.

That’s how you get the most out of this and again, don’t hesitate for the one on ones. Do not hesitate to sign up for a one on one too. We’ve got more than enough personal resources. More than any other company I know of in marketing [01:04:00] that offers this much one on one and personal attention to you in your journey so utilize it and use it. You are very welcome, Rosalyn. Thank you everybody. Thank you everybody for your questions. If I didn’t get to them, Bill. Let me give you your automation, Bill because I do not want you to have to go in the weekend without it. [01:04:30] That was a different Bill. That’s why I’ve got your last name. Bill Wright. Yeah this was the one. Let me share this with you Bill in the chat. I’m glad I saw that. Bill automation. Yours is in the chat, too, Bill.

Ronald, you have a great weekend as well. Everybody have a great weekend. If you can’t be safe, be careful. That’s a good one Mark. Thank you. I will. [01:05:00] I will be both. I’ll be safe and careful. Bill, you’re welcome. Thank you, Mark. Have a great one, Bill. Everybody have a great weekend. Enjoy yourself. Unplug if you need to. If this is go time for you on the weekend, go ahead. Wake up early on Saturday. Put your head down, get into ActiveCampaign, whatever else you need to do in your business and knock it out, but whatever you do, please be careful. Be careful, be safe, and be loving. Just be loving to each other and [01:05:30] one another. We can’t get enough of that in the world period. Signing off. Again, thank you all so much. I look forward to seeing you next week Tuesday at 10:00 AM Central and Friday 1:00 PM Central. Have a good one.