Workflow Trigger enhancements, Workflow Notification enhancements and more…

Today we have a few new updates for your system. Check these out…

Action Sets are Called Workflows
We’ve found we were referring to Action Sets as Workflows more than Action Sets. We’ve officially changed the name in our system from Action Sets to Workflows. We will be using the term Workflow going forward. If you would like to update your system to call them Workflows, just email me.

3 Workflow Trigger Updates:

Pass Team ID
Based on great feedback from Workflow Trigger users, we’ve added the ability to pass through the teammemberid. This will do two important things for you:

  • Allow you to Add Contacts directly to Team User’s databases (Power Users and Independent Users).
  • Allow you to trigger the Workflow from a Team Member.

Use one name field
If your lead source uses one name field, you can use the fullname field to add the information to your system. We will split the name at the first space and add it as first name and last name.

Email is no longer required
The Email field is no longer required in a trigger. If you want to check for duplicates, you will need to use the email field, but if your lead source does not contain an email, you can still use a Workflow Trigger. Having one of these 3 fields is required: email, fullname or firstname.

2 Workflow Notification Updates:

Use the Mail Merge Email in your Email Notification
When creating an Email Notification in your Workflow, you can now use the mail merge code for the email to send the notification. Using this code will pull in the users email from the Mail Merge Profile. This does two things for you:

  • Allows you to create a Workflow in your Default Account with a built-in notification that will work without being updated to the user’s email.
  • Allows you to use with Teams and send the Notification to the Team Member that owns the Contact (Power Users and Independent Users will get the notifications when the Workflow is run from their contacts).

Email Notifications Include Contact Details
We’ve added some contact details directly to the Email Notification. You will now see the name, phone, email and source directly in the email without having to click on the notification. You will still be able to click to see the contact.

Are you using Workflow Triggers?
If you haven’t had me turn on Workflow Triggers, you should. Check out easy they are to use to integrate with things like Zapier:

Do you have a feature you want to see added?
We love your feedback and want to see the items you need to make your system better. Please use this link to submit new ideas you haven’t sent us before. This will add them to our tracking system:

Bookmark that URL and use it! 🙂

We have changed all of our support tools to start using HelpScout. You will notice our chat looks a little different and our Knowledge Base is a little different. We’re still here to help and now we have more tools available for that.

Coming Soon: Workflow Triggers

Ooooh – I think you are REALLY going to like this one!

We just built a new feature called “Workflow Triggers”.

In the olden days (yesterday) if you wanted to add contacts to the database from an outside source and then start a workflow, there were several steps involved. Plus you needed a certain level of technical expertise to do it right. See figure 1:

You also had to share the keys to the kingdom (API Keys) with your developer. And as you know, sharing API keys with the outside world is not a great idea…unless you absolutely have to.

Enter WorkFlow Triggers: Now you can accomplish the same thing in one simple step and without technical help. It’s so easy, even I can do it!

When you go into a Workflow, you will see the new Workflow Triggers link here:

Enabling the Trigger for this Workflow will give you this screen:

A unique URL will be generated that you will use to tell your outside lead source how to handle that contact. 

Here are some of the Workflow Trigger benefits:

  • One API call for you or your programmer. (No need to research and learn our full API)
  • Built in documentation for your programmer. (Instructions included at same URL)
  • All business logic/rules are defined in the User Interface. Programmer is not needed to change the triggered Workflow.
  • Much faster development time.
  • Programmer does not need full API Keys.
  • Easy to have new Workflows defined for each new type of lead source.
  • Easy to update duplicate contact rules.
  • Easy to remove this trigger or update the URL.

We need a few partners to try this out and give us feedback, and then we will roll it out to everyone.

Please reach out to Support if you want to be an early adopter. And let us know if you think you will use this new functionality.

Copy Saved Searches from Default Accounts, Copy Contact Counter Widgets and more

Copy Saved Searches from Default Accounts
When you create a Saved Search in the Default Account, that search will now copy into the new accounts you create. You no longer have to recreate this search manually.

Copy Contact Counter Widget from Default Accounts
The Contact Counter Widget relies on Saved Searches to create the counts it displays. Now that you can copy Saved Searches from the Default Account, we have made it so you can copy the Contact Counter Widgets to the new account Dashboards too.

New Columns added to Category 2 and Source in Settings
When you are in Settings, and you click on Category 2 or Source, you will now see a count of the contacts in each of the library values. This will be good to know before you edit or delete a library value.

Hide ClientTouch and/or Reports
We’ve made it so that you can hide ClientTouch or Reports if your users will not be using these features.