5 New Email Templates

We have 5 new Email Templates for you to use in your Email Template Library if you would like.

This group of templates includes a Webinar Invite, a sample Service Invoice, a Freelancer Portfolio for promotions, a sample Freelancer Blog promotion and a sample Quote.

New Columns in Workflow, Advanced Search additions, Workflow Error Alert and more…

New Columns in the Workflow List Screen
We’ve added 3 new columns to your list of Workflows. You can now see the Duration (we use an estimate if not exact), Current Contacts (those in the middle of a Workflow), Completed Contacts (the entire workflow has been applied). The contact columns are links to the list of contacts.



Workflow Error Alert
Know at a glance if there is an issue with one of your Workflow Steps. The List of Workflows now shows an alert if there is an issue with something in one of the steps.



ClientTouch – Validate Your Emails
This is available with our Premium Email Service or if you are using your own Validations and want to show or link in with ours, this is available to you. Contact Jen for more information.



Opt-In Contacts for Texting from ClientTouch
You can opt-in your contacts for texting form ClientTouch. The system will check all phone numbers looking for the words “cell” or “mobile” in any part of the phone label field.



Opt-In Contacts for Texting from ClientTouch
You can opt-in your contacts for texting form ClientTouch. The system will check all phone numbers looking for the words “cell” or “mobile” in any part of the phone label field.


Opt-In Contacts for Texting from ClientTouch
You can opt-in your contacts for texting form ClientTouch. The system will check all phone numbers looking for the words “cell” or “mobile” in any part of the phone label field.

Email Blast Alert, Opt-In as part of Blasts, Upgraded Font Awesome and more…

Email Blast Alert Icon
If you have contacts that are in your ClientTouch Workgroup and they have a valid email address but are not opted-in, you will see an alert icon next to your Email Blast. 



Email Blast Alert Icon
If you have contacts that are in your ClientTouch Workgroup and they have a valid email address but are not opted-in, you will see an alert icon next to your Email Blast. 



Change to About This WorkGroup Unknown Email Opt-In Status
In the past, the Contacts with an Unknown Email Opt-In Status included invalid email addresses, contacts with no email and also not opted-in email addresses. Unknown now means the contact has a valid email address and it does not have an opted-in status. The section Contacts with incomplete email addresses will still include the contacts with invalid or empty email fields.



Upgrade to Font Awesome
We’ve upgraded to Font Awesome 5 Pro. We use this for all of our icons throughout the system. We’ve added Duotone Icons and modified some of our icons. If you are using our old 4.7 Icons on Custom Tabs, Custom ClientTouch Actions, Custom Action Set Actions or throughout the system, you may notice the icon is missing. We could not upgrade them automatically, so in some cases you may need to choose a new icon from the Font Awesome Icon set:  https://fontawesome.com/icons?d=gallery.

Here is a sample of what the new icons will look like:



Optional Config: Opt-In Wizard with individual Contacts
Our new Email Intelligence Info box made opting in contacts a one click option. If you would like to go back to opening the opt-in wizard and having the option to choose you think your contacts want to hear from you, please let me know and I will turn this option on for you.



Optional Config: Opt-In Wizard with individual Contacts
Our new Email Intelligence Info box made opting in contacts a one click option. If you would like to go back to opening the opt-in wizard and having the option to choose you think your contacts want to hear from you, please let me know and I will turn this option on for you.

Workflow Emails to both contacts, Deal Views and more…

Workflow Send Email Can Include Other Contact
There is now an option when using Workflows to send an Email Template to include the Other Contact. Both contacts will receive the email when the box is checked. 



Advanced Search Options for Category, Category 2 and Source
We’ve added the options to search for Empty or Not Empty when using Category, Category 2 or Source.



Deal Updates
New Deal Field:  Won/Lost Reason
There is a new field in your Deal Header. It is to capture the reason your deal is closing or not. This will help you track what is working for you and what may need attention.



Deal:  Related Contacts Include Phone
We’ve added a column to show the phone number, and phone note, on the Related Contacts section of your Deal. This will save you a click when you need to call the contact.



Deals by Stage Report:  Filter by Deal Status
When using your Deals by Stage Report, you can now also filter the report to view Deals by a certain Deal Status.



Deal List:  Date Filter Enhancements
When on your Deal List, you could always filter by the Actual Closed Date. You can now also filter by the Created Date or Expected Close Date.



Deal List: New Deal List View
We have enhanced the columns you see when using the Deal List. In the Deal List View you will now see these columns:



Deal List New View:  Next Step
This view will at a glance tell you the next step for your Deals. It will help you track your progress and stay on top of your Deals. Choose this view in your Deal List View drop down.



Deal List New View:  Won/Lost Reason
The Won/Lost Reason View will give you at a glance details about what is working and what may need to be worked on to close more deals. Choose this view in your Deal List View drop down.



Workflow Add a Note Enhancement
When adding a note in Workflows, there used to be a short limit to the length of the note. We’ve extended this note to allow for 500 characters. 


Mail Merge Profile Enhancement
We’ve added functionality that the Mail Merge Profile will now strip spaces from the Email field. In the past if spaces were included, the user would get an invalid email error. Now we just remove the spaces and save the email.

Email Blast Processing

We’ve updated the way we process Email Blasts. All of the processing is now done behind the scenes. Blasts are now much faster and more reliable. You will especially notice the difference with large blasts. 

We have changed the Blast screens. Take a look…

Sending Confirmation Screen
There is no longer just a long processing bar. You will now see what is included in the processing and names from the blast will entertain you. 

Email Blast Analytics with show Processed
We will show a processed section in the Email Blast Analytics Report. This will show the progress of the actual behind the scenes processing. Depending on the size of your blast, the actual processing could continue well after the above screen indicates. You may notice some emails are still being processed while others are being delivered.

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 %%mm.email%% 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: https://help.allclients.com/article/135-using-workflow-triggers-to-add-contacts-with-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:
https://www.allclients.com/Form2.aspx?Key=0F318D1EE0B83038AB32DB6A587A038E

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.

GDPR – Get Ready for Fresh Consent

You have worked hard to build a great email list, and you are sending regular marketing emails to that list.

But now here comes GDPR.

What the heck is GDPR?

The GDPR is a new regulation in the EU that addresses data protection and privacy for individuals within the European Union. It will take effect May 25, 2018.

If you process data that is capable of identifying an EU individual wholly or partly through automated means or manually as part of a filing system, then GDPR applies to you.

Fresh Consent

One major part of GDPR is the requirement that you get GDPR Compliant Consent before you are able to send out your marketing emails. GDPR Compliant Consent is much more involved than simply having people opt-in to your marketing lists, like in the olden days (pre May 25, 2018).

The problem here is that in most cases, you will have to go back to your lists and get new, fresh, documented, permission to continue sending them emails. And when people get an email asking if you can continue sending them more emails, they tend to ignore you, or take advantage of your offer to remove them from your list!

What you should do…NOW!

BEFORE you have to send that dreaded Fresh Consent email, asking again for permission to send emails, you should warm up your lists.
How to Warm up Your Lists
There are several ways to get your email recipients ready to say “Yes” to your Fresh Consent Email. Here are my 2 favorites:

1. Send them the good stuff!

Send them a few emails with good, valuable info about the subject matter your products and services solve. If you are a Real Estate agent, send emails with information about how to sell their house for the most money. Or how to find the best forcolsure deals before they hit the market.

Just good, valuable information – that’s it.

2. I have been remiss…

Send them an email telling them you have been remiss and have not kept in touch with them like you should. Tell them you want to do better and start sending them good emails with valuable content. Then send them a few emails using the strategy in #1 above.

Things to LEAVE OUT of your Warm Up Emails

Tell them great you are
Remind them that you have the best service
Tell them to call you for more information
Brag about your company
Mention that you have a sale going on

Remember the warm up emails are to get them to like you and to remember that you are a great source of valuable information. Leave the fluff out.
When to start this campaign
Now. Today. This minute.

More on GDPR

Stay tuned for more information on GDPR. AllClients will be fully compliant with GDPR by May 25, 2018. We will also be bringing our customers new features and functionality to help THEM also comply with this new and complex regulation.

3 Updates to Reports

Duplicate Contact Report Add to ClientTouch
You can now add a contact from the Duplicate Contact report to ClientTouch. You can use this to export a copy of the duplicates before you delete them, or print a list, etc. Click the ClientTouch Icon to add the contact. When the icon is green, the contact is included in the ClientTouch workgroup.

 

Duplicate Contact Report Search by Phone Number
The Duplicate Contact Report now has an option to search for duplicates using the phone number. This does search against all 4 phone number fields and will find matches across the fields.

 

Birthday & Anniversary Report Add to ClientTouch
You can now add the people from your Birthday and Anniversary Report to ClientTouch. Use the ClientTouch icon as described above to add the contacts to ClientTouch.
Warning: The system will include Primary & Other Contact names from ClientTouch. They will not be specific to only the person with the Birthday.

Email Queue Prioritization

We’ve tweaked the Email Queue so that large email blasts don’t hold up smaller emails. We’ve set up a priority system where smaller emails and system emails will send before a large blast. If the large blast is already sending, the blast will be paused while the smaller messages go ahead of it.

New Import Options for Duplicates

We’ve made two updates to the Import process.

Choose Duplicate Checking Method
You may now choose how you want to look for duplicates (if you want to skip duplicates on an import). Here are the new choices:

DuplicateChecking
There is a third way you can have turned on if you want to have it. We also have the option to skip duplicates based on matching First Name + Last Name + Address. If you want to have this option in your system, just email us.

Download Skipped Duplicates
We’ve also added the option to download a list of duplicates that were skipped at the end of the import process.

Download Duplicates