Login Try CRM for FREE

Get Insider Info on Successful Sales & Marketing Campaigns

Nah, not the typical digital marketing stuff.

Archives

DOC – Update contacts when a deal associated with them is updated

You can use this UTron use case whenever you wish to notify your Contacts regarding the changes that have been made to records that are associated with them. The records can be either from deals or from a custom table. (Please note in case of custom table it is assumed that there is a link between the custom table and contacts using a lookup field.)
  • Logical Flow:
    1. Check whether the records from the table have been updated. To do this you can compare the new value of that field with its old value.
    2. Select the contacts that are associated with that record.
    3. Send an email to those contacts.

    If you wish to notify the contacts regarding the changes/update on another record associated with it then you can use a similar workflow for it by changing the type of records and following a similar process.

    Logical Flow for similar use cases:
    1. Check for records from the custom/deal table which are updated/satisfy a particular condition. (If you wish to send out emails to contacts whenever a record associated with them is updated then in the conditions field you will have to compare the old values and new values of the field.)
    2. Select the contacts which are associated with that record.
    3. Send out an email to those contacts.

    • When to execute: When record is updated
    • On which records: Deals

      As this case will require some additional steps, we’ll have to switch to ”Need Advance Cases”. You can find that option on the top right-hand side of the screen.

    • Filter criteria (Check Condition): Check whether a value associated with deal is updated or not by comparing old and new values.
      • For this use case we are assuming that Deal stage is changed. So the condition will be –

        1. Deal Stage is not Old Values.Deal Stage
        2. In the YES section perform the following-
    • Selection criteria: Select Contacts where ID = (DealContact)
    • Action: Send Email

        1. From Assigned To (user/salesperson)
        2. Recipient Contact’s Email address
  • Update when record changed
    Update when record changed
    Update when record changed
    Update when record changed
    Update when record changed
    Update when record changed
    Update when record changed
    Update when record changed
    Update when record changed
    Update when record changed

Abhishek A Agrawal
January 20, 2020

DOC – Send out emails to contacts from a particular industry

This UTron flow can be used to send out emails to Contacts of a particular Company belonging to the similar industry. In this case, it is assumed that there is a drop-down field in the Company’s records which shows which industry the Company belongs to.
  • Logical Flow:
    1. Check for records from Company which belong to a certain industry.
    2. Select the contacts which are associated with that Company.
    3. Send out an email to those contacts.

    This UTron flow sends out an email to all the Contacts whose Company belongs to a particular Industry. You can repeat it for deals, custom tables etc by changing the type of records and following a similar process for each type of record that you want to send out the email.

    If you wish to notify the contacts regarding the changes/update on another record associated with it then you can use similar workflow for it by changing the type of records and following a similar process.

    Logical Flow for similar use cases:
    1. Check for records from the custom/deal table which satisfy a certain condition. (If you wish to send out emails to contacts whenever a record associated with them is updated then in the conditions field you will have to compare the old values and new values of the field.)
    2. Select the contacts which are associated with that record.
    3. Send out an email to those contacts.

    • When to execute: When record is created or updated
    • On which records: Companies

      As this case will require some additional steps, we’ll have to switch to ”Need Advance Cases”. You can find that option on the top right-hand side of the screen.

    • Filter criteria: Select Companies where Industry is having a certain value
      1. Select Contacts where ID = (Company Record’s ID)

        (If you wish to perform actions when the records are updated then you’ll have to add an additional condition in the filter to compare the old and new values of the field.)

    • Action: Send Email

      1. From Assigned To (user/sales person)
      2. Recipient Contact’s Email address
Abhishek A Agrawal
December 24, 2019

DOC – Send a welcome email to clients as soon as the contact is created

This UTron sends out a welcome email to the Contact as soon as it has been added in the system. So every time a lead is added/created in the system, the UTron will automatically send an email from the salesperson to the Contact and initiate the conversation. Similarly, if you wish to notify your team regarding a new Contact that is added in the system you can achieve this using the same workflow.
  • Logical Flow:
    1. When a Contact is created.
    2. Send an email to the Contact.

    This example sends a welcome email to the lead from the salesperson to whom the lead is assigned to.

    Logical Flow for similar use cases:
    1. When a record is created.
    2. Send an email to the respective contact/team member.

    • When to execute: When a record is created
    • On which records: Contacts
    • Filter criteria: For this UTron, no condition has to be selected/checked.
    • Action: Send Email

      1. From Assigned To (Sales Person) or User (Manager/CEO)
      2. Recipient Contact’s Email Address

    You can also add details related to the contact in the body of the email by clicking on the ”Add Field” dropdown. You can select the fields that you want to be added in the email body from the drop-down and the system will dynamically fetch the values from that particular contact’s records.

Abhishek A Agrawal

DOC – Update managers when the deal stage is changed

This UTron is one of the most useful ones when a team is using the system. The UTron will automatically send out an email to the Manager whenever users change the stage of the deal. Similarly, if you wish to inform your sales team when a deal is assigned to them you can use this UTron.
  • Logical Flow:
    1. Check for records whose deal stage has been changed. To check this condition, we have two sets of values stored in the system for each record -old values and new / current values. You can compare the old values of the record to the new values.
    2. If the values do not match then email the manager about the change in the stage.

    This example notifies the Manager whenever the deal stage is changed by the respective salesperson. You can use the same workflow in case you want to perform any actions whenever a record is updated.

    Logical Flow for similar use cases:
    1. Check for all the records that have been updated. For that, you will have to compare the old values with the new / updated values.
    2. If there is any change in the value of the field then perform actions like sending an email, set tasks, etc.

    • When to execute: When a record is updated
    • On which records: Deals
    • Filter criteria: Deal Stage is not = (Old Values of Deal Stage)
    • Action: Send Email

        1. From Assigned To (Salesperson)/ User
        2. Recipient User (Manager)

      You can also add details related to the deal in the body of the email by clicking on the ”Add Field” dropdown. You can select the fields that you want to be added in the email body from the drop-down and the system will dynamically fetch the values from the deal.

Abhishek A Agrawal

DOC – Send birthday mails

This assumes you have created a custom field for birth date. You can use similar logic for any date field like due date, followup date, renewal date etc.
Everyday we need to find Contacts, whose birthday is today, and send them mail. That’s why we create a scheduled UTon and schedule it to be activated everyday.
  • Logical Flow:
    1. Find all contacts whose birthday is today
    2. Send a mail to each such contact

    You can use similar logic for any date field like due date, followup date, renewal date etc.
    Note: For birthday, we need to choose date is today (ignore year). In most other cases, you won’t choose ignore year.

    Logical Flow for similar use cases:
    1. Find all records where the desired field contains today’s date
    2. Send a mail to contact/salesperson

    • When to execute: Daily
    • On which records: Contacts
    • Filter criteria: Date of Birth is Today (Ignore Year)
    • Action: Send Email

      • (On the next screen type out the contents of your email)

        1. From Assigned To (Salesperson)/ User
        2. Recipient Contact’s Email Address

    You can also personalize the email by clicking on the ”Add Field” dropdown. You can select the fields that you want to be added in the email body from the drop-down and the system will dynamically fetch the values from that particular Contact’s record.

Abhishek A Agrawal

DOC – Transfer Contacts & other records from one salesperson to another

Sometimes, like when a salesperson leaves the company, you need to transfer his / her contacts, deals etc. to another salesperson. This UTron will make it easy. You can also achieve this using Bulk Update.
  • Logical Flow:
    1. Find all records which are assigned to an old salesperson
    2. Assign all those contacts to a new salesperson

    This example transfers contacts. You can repeat it for companies, deals etc by changing the type of records and following a similar process for each type of record that you want to transfer.

    Logical Flow for similar use cases:
    1. Find all records that match certain criteria
    2. Modify fields you want to change. Similarly, you can also create tasks or send emails.

    • When to execute: Now
    • On which records: Contacts
    • Filter criteria: Assigned To = (Select old salesperson)
    • Action: Modify record

      • Details of Modify record:

        1. Assigned to : (Select new salesperson)
Abhishek A Agrawal

DOC – Copy address from Companies table to Contacts of that Company

The record in which you want to copy the data should have a field that associates it to the record from where you want to copy the data, for example, Contact records have a field called Company which associates it to the Company’s records.
 
Also, a field can only copy the value from another field if it has the same field type.
 
At times, we may require to copy data from one record to another which have some similar fields like address, source, etc. In that case, data can be easily copied from the existing records to the new ones using UTron.
  • Logical Flow:
    1. Whenever a new Contact is created, select the Company from it.
    2. Find the Company in the Companies table. (For this use case we’ll have to switch to ”Need Advance Cases”. You can find that option on the top right-hand side of the screen)
    3. Copy the values from Company to Contacts.

    This example transfers details from Company to Contacts. You can repeat it for custom tables and Deals by changing the type of records and following a similar process.

    Logical Flow for similar use cases:
    1. Whenever a new record is created, select the field that associates to the existing table.
    2. Find the field in the existing table whose values are to be copied.
    3. Copy the values from the existing record to the new record.

    • When to execute: When a record is created
    • On which records: Contacts
      As this case will require some additional steps, we’ll have to switch to ”Need Advance Cases”. You can find that option on the top right-hand side of the screen.
    • Selection criteria: Select records from Companies where ID = (Contacts Company)
    • Action: Modify record

      1. Select records ContactRecord
      • Details of Modify record:

        1. Street : (Select CompanyRecord.Billing/Shipping Street)
        2. City : (Select CompanyRecord.Billing/Shipping City)
        3. State : (Select CompanyRecord.Billing/Shipping State)
        4. Country : (Select CompanyRecord.Billing/Shipping Country)
Abhishek A Agrawal

DOC – Send a series of email at regular intervals to the contacts

This UTron can be used when you want to send out follow up emails to your clients after regular intervals. In order to set up this workflow, we’ll require 2 new fields. One will be a checkbox which will act as a switch to turn on the UTron for the Contact and another field will be a numeric field to keep a track of the number of emails that have been sent to that Contact.
  • Logical Flow:
    1. Search the records for which the email series is to be activated.
    2. Search for the records to whom no emails have been sent yet and send them the first email.
    3. Update the value in the number of emails sent field in Contacts as 1 to indicate that first email has been sent.
    4. Similarly, search for the record to whom first mail has been sent and send them the second followup email.
    5. Again update the value in number of emails sent field in Contacts as 2.
    6. The same process will be repeated till the last follow up email is added and the number of emails sent value is updated accordingly.
    7. To stop the email series, in the last step while modifying the number of emails sent value, deactivate the Email Series start checkbox by setting its value as False.

    This example sends a series of emails to the lead from the salesperson to whom the lead is assigned to or from any other user.

    • When to execute: Daily/Weekly/Monthly
    • On which records: Contacts

      Since this UTron workflow would require some additional steps we’ll have to switch to “Need Advance Cases”. You’ll find that option on the top right-hand corner of the screen.

  • Select records from Contacts –
    Where Email series start (checkbox) value is = True
    (In the next step, select the contacts who have not received any emails. To check this, we’ll put a condition on the numeric field that we added to keep track of number of emails sent. The condition will be as follows)

    Filter criteria: Where Number of Emails sent is not “Having Value”

    In the “YES” section of the above filter perform the following actions

    Action: Send first follow up email to contacts which satisfy the above condition.

    Update the value of the number of emails sent field to 1
    For the second follow up email, we’ll have to add conditions in the NO section of the first condition.

    Filter criteria: Where Number of Emails sent is = 1. (You’ll have to manually enter the value as 1 by clicking on “Enter Input Value”)

    This is how the screen will look like once you manually the imput the number. Once you hit “Save” the condition will be applied.

    In the “YES” section of the above filter perform the following actions
    Action: Send second follow up email to contacts which satisfy the above condition.

    Update the value of the number of emails sent field to 2.
    For the third follow up email, we’ll have to add conditions in the “NO” section of the second condition.

    Filter criteria: Where Number of Emails sent is = 2. (You’ll have to manually enter the value as 2 by clicking on “Enter Input Value”)

    In the “YES” section of the above filter perform the following actions.
    Action: Send third follow up email to contacts which satisfy the above condition.

    Update the value of the number of emails sent field to 3.

    If you wish to stop the series at this point, update the value of Start Email series checkbox as false to stop the email series or else you can continue the UTron by following a similar process as above.

    On this screen, you can see which records satisfy the above conditions and will be receiving the email

    On this screen, you can see which records will be receiving which email.

    To save the UTron you will have to click on the checkbox and click on “Schedule” button.

    On this screen, you can choose when the email is supposed to be sent : Daily/Weekly or Monthly and at what time should the emails should be sent. You can also set the duration for which the UTron is expected to run.

Abhishek A Agrawal
December 18, 2019