Note: This blog post was created from the transcription of the video shown above. We recommend that you reference the video in order to understand the concepts we'll be mentioning below.
So I'm going to show you here an example of how that's done. So we have here Alexis Cohen. He is the founder of Paps Eyewear in Mexico. I already tagged him as lead and with a few other tags. Now I'm going to add the tag called invoice; I created the tag specifically for this purpose. Now because Zapier runs every 15 minutes but I don't actually want to wait 15 minutes, I want to do it immediately, I'm going to show you how that works.
So, I'm going to go here to Zapier. I'm not going to show you how the zap is set up just yet. I'm going to run it, so by running it is going to go check if any new contacts on Agile were actually tagged with the tag in this case that I chose to be the one called invoice and it says, yes. It triggered on one contact it's been successfully sent to QuickBooks.
So now if I come here into QuickBooks and I refresh the QuickBooks customer list, I should be able to see exactly that customer in the list. So let's see that in one second. So now that the list is here. I can actually type in the word Alex for Alexis and it'll show up right there Alexis Cohen, and now I'm going to open it and I'm going to see that all the information that was actually on agile including his name, the name of the company, in this case the address was already all put into QuickBooks without me having to retype it. So that's another way to save time and it's actually the same information, Paps, Eyewear, Alexis Cohen and the address that we inputted.
So that's great. So once that information is here, all I got to do is click new transaction and create an invoice for him if I wanted to create the invoice, so that's number four.
Number five, here another thing we can do is to automatically create follow-up tasks and reminders for new potential leads or clients that you have in your system. The way that we do it in our company, we go actually to AgileCRM and we chose that the trigger is going to be the tag called lead. So whenever we add that tag to any contact, every 15 minutes Zapier is going to go check which contacts got that tag added to them and it's going to create a follow-up task for that contact.
So, right here if I go to task right now because I have not refreshed the page, you will see that there's no tasks or Alexis but I just recently a few minutes ago added this tag. So yes, I could also wait 15 minutes and Zapier your will automatically do it and I usually wait. I don't go to Zapier and manually trigger it, but for demonstration purposes I'm going to come in here and I'm going to show you how we get this done. So I'm going to go to the CRM folder that I have in here, and I'm going to look for that Zap that I created that creates a new follow-up task for all leads which is this one. I'm going to run it. It'll probably look for a new item and it says yes, there's one contact that has the new tag.
So now if I come in here and I refresh the contact, I will see that a new task will have been created for Alexis, which saves me time, so that I don't have to remind myself to follow up with that person in case I was working in a sales related position using the CRM. You can see here it says follow up with the lead. In this case it says through Zapier that's the way that I set up the name of the task to be.
So actually I'm going to give you a peek of how that looks on the inside by editing the ZAP on Zapier. So here you go the trigger on the left is whenever there's a new tag added to a contact, later the action is going to be create a task. So on the template here, it says okay which tag do you want to be the one that triggers these action and in this case like I told you, it's the word lead or the tag called lead. Then what happens once a tag is added then we're going to go and create a task and here's the actual title that shows up on AgileCRM. This is the title I typed, follow up with a lead coming from Zapier; that way I know that it was automated as opposed to creating a task manually.
Here I can say use a custom value for the type of task. In this case we're using the follow up task automatically from the system; that's a pre-built in value, priority - normal. What's the email linked to this account? So on AgileCRM, the way that each user's individual user name, let say it's based on their email address, so we said okay that is going to be tied to their email address. What should be the due date? And the due date based on how we set this up, it'll be the date that the tag was added plus seven days. So if I added a new leave into my CRM system today let's say, this says that I'm going to have to follow up with that person in five days from now.
Actually it's seven days from the time that the lead was created. So I actually know that this lead was created in my system two days ago, because I can come in here and look that it was created about two days ago. So then the task actually doesn't say that it's due seven days from now. Instead it's due five days from now based on the creation date of the actual contact. So that's how that gets done.
The next one is the fact that you can actually save time in your day to day sales or marketing by sending individual automatic follow-up emails to your leads. By individual means, they don't have to be necessarily a part of a campaign of follow-up emails. You can have a set of templates and then on Gmail, you can have a different extension that allows you to actually send an email at a later date.
Let me show you how that's done on Gmail. Even though I don't actually have the plug-in for sending the email later, I can come in to Gmail, I have extension from AgileCRM that lets me load any of my existing templates that show up on agile through here. So, I'm going to choose here an email for example to introduce our company. I click it, it automatically loads, it's missing the recipient so I just have to type in the recipient email address, then here I can type in the name and then I could send it immediately and AgileCRM will track it or if I have an additional extension on Chrome, which again I don't have right now, you can send the email later by choosing a different sending date.So that's another thing that you can do.
With that we conclude this part two for marketing Fridays. Thank you very much, I'm Jaime from Bloominari.