Forward, import and more with E-Mail and Heap

From any email client, send (or forward) an e-mail to your Heap account




Heap creates a message and associates it to the lead, opportunity, customer or archive based on who the email was sent to (or from if this email is being forwarded)





From any email client, send (or forward) an e-mail to your Heap account




Heap creates a message and associates to the lead, opportunity, customer or archive


The details:
You can send or forward any email to message+SUBDOMAIN@crmondemand.biz and create a message. If you want to associate it to a particular lead, opportunity, customer or archive, just type in part of the person's name (substituting spaces with a "_"). Heap can even auto associate the message based on the "to" and "from" addresses if you choose not to specify the association explicitly.

Your subdomain is the first part (before the first period) of the web address you use to login to your Heap account. So, for instance, the company above would sign in to their Heap account at http://creativearc.crmondemand.biz/. Thus their subdomain would be creativearc.
From any email client, send (or forward) an event or task to your Heap account




Heap creates an event on the day and time specified





From an external calendar program that supports Google Calendar style invites, invite your Heap account



Heap creates an event and associates it to the lead, opportunity, customer or archive based on the other guests


The details:
You can send or forward any email to event+SUBDOMAIN@crmondemand.biz and create an event or task. If you want to schedule it on a specific day just put the date in front of a ":" followed by the rest of the title (on the subject line). Just like in Heap, you can specify times using the word "at" or just create tasks.

Your subdomain is the first part (before the first period) of the web address you use to login to your Heap account. So, for instance, the company above would sign in to their Heap account at http://creativearc.crmondemand.biz/. Thus their subdomain would be creativearc.
From any email client, send (or forward) a new lead, opportunity, customer or archive to your Heap account




Heap creates a lead, opportunity, customer, or archive


The details:
You can send or forward any email to lead+SUBDOMAIN@crmondemand.biz, opportunity+SUBDOMAIN@crmondemand.biz, customer+SUBDOMAIN@crmondemand.biz or archive+SUBDOMAIN@crmondemand.biz and create new lead, opportunity, customer or archive.

Your subdomain is the first part (before the first period) of the web address you use to login to your Heap account. So, for instance, the company above would sign in to their Heap account at http://creativearc.crmondemand.biz/. Thus their subdomain would be creativearc.
From your messages tab, click on Import->E-Mail




Heap creates a message


The details:
You can import any E-Mail from any POP3 or IMAP E-Mail account (almost all E-Mail accounts are at least one of the two). Just set-up your settings under the "Users" tab and you're ready to go!

A quick note to GMail and Google Apps users: Google does have IMAP available, however only using SSL, so make sure you select the right one under the "Users" tab!
From any email client, send an e-mail to your Heap account with your search phrase in the subject line




Heap sends you an email back containing every search result including Leads, Opportunities, Customers, Archives, People, Events and Messages


The details:
You can send an email to search+SUBDOMAIN@crmondemand.biz to get search results over email. In a few minutes, Heap will send you an email back containing every search result including Leads, Opportunities, Customers, Archives, People, Events and Messages.

Your subdomain is the first part (before the first period) of the web address you use to login to your Heap account. So, for instance, the company above would sign in to their Heap account at http://creativearc.crmondemand.biz/. Thus their subdomain would be creativearc.
Commands can be included in the body of e-mail messages to perform advanced actions. Each command must be on its own line.


E-Mails sent to message+...

[category:Name of category]

Places the message in a category

[event:06/26/2009:Lunch at 12pm->My Calendar]

Creates a follow-up event to the message. You can have as many of these on a single message as you want.

[event:06/26/2009:E-Mail Reminder->My Calendar-@E-Mail Template]

Creates a follow-up event to the message that sends an e-mail template. You can have as many of these on a single message as you want.

[complete:My Big Task]

Marks an event as complete. You can have as many of these on a single message as you want.

[message:Title of Message: Body of Message]

Creates a separate message, more commonly used when using email templates.

[mustassociate:yes]

Only imports the message if it can be associated to a prospect.

[probability: .6]

Modifies the probability of the associated prospect

[value: 2000]

Modifies the value of the associated prospect

[template:Name of event template]

Fires an event template against the associated prospect

[template:Name of event template->Calendar]

Fires an event template against the associated prospect on a specific calendar

[add category: Name of Category]

Adds a category to the associated prospect

[remove category: Name of Category]

Removes a category from the associated prospect

[add label: Name of Label]

Adds a label to the associated prospect

[remove label: Name of Label]

Removes a label from the associated prospect

[add user: Name of User]

Adds a managing user to associated prospect

[remove user: Name of User]

Removes a managing user from the associated prospect

[association:John Doe]

Associates the message to a prospect (overrides both auto association and other manual association)

[convert to: opportunity]

Converts the associated prospect to a lead, opportunity, customer or archive


E-Mails sent to event+...

[calendar:Name of Calendar]

Places the event on a calendar

[location:Location of Event]

Specifies the location of the event

[association:John Doe]

Associates the event to a prospect

[message:Title of Message: Body of Message]

Creates a separate message, more commonly used when using email templates.

[probability: .6]

Modifies the probability of the associated prospect

[value: 2000]

Modifies the value of the associated prospect

[template:Name of event template]

Fires an event template against the associated prospect

[template:Name of event template->Calendar]

Fires an event template against the associated prospect on a specific calendar

[add category: Name of Category]

Adds a category to the associated prospect

[remove category: Name of Category]

Removes a category from the associated prospect

[add label: Name of Label]

Adds a label to the associated prospect

[remove label: Name of Label]

Removes a label from the associated prospect

[add user: Name of User]

Adds a managing user to associated prospect

[remove user: Name of User]

Removes a managing user from the associated prospect

[convert to: opportunity]

Converts the associated prospect to a lead, opportunity, customer or archive


E-Mails sent to person+..., lead+..., opportunity+..., customer+... or archive+...

[name:John Doe - ACME]

Uses this for the person's name instead of what is in the e-mail subject line.

[title:VP of Marketing]
[email:e-mail address]
[phone:phone number]
[mobile:mobile number]
[fax:fax number]
[website:URL]

Fills in the appropriate field(s) of the newly created person

[probability: .6]
[value: 2000]

Fills in the appropriate field(s) of the newly created prospect (can not be used on person+...)

[category:Name of category]

Places the newly created person or prospect in a particular category

[label:Name of Label]

Labels the newly created prospect

[template:Name of event template]

Fires an event template against the newly created prospect (can not be used on person+...)

[template:Name of event template->Calendar]

Fires an event template against the newly created prospect on a specific calendar (can not be used on person+...)

[event:06/26/2009:Lunch at 12pm->My Calendar]

Creates an event associated to the newly created prospect (can not be used on person+...)

[event:06/26/2009:E-Mail Reminder->My Calendar-@E-Mail Template]

Creates an event associated to the newly created prospect that sends an e-mail template (can not be used on person+...)

[add user: Name of User]

Adds a managing user to the newly created prospect (can not be used on person+...)

[remove user: Name of User]

Removes a managing user from the newly created prospect (can not be used on person+...)


E-Mails sent to search+...

There are no e-mail commands on round trip searching. Instead special operations are governed by the same bucket selectors you can use within Heap CRM.