Apply Actions/Tasks in OnePageCRM
OnePageCRM is an action-focused CRM system. Once you complete a Next Action, you are encouraged to add another one – Because you are never as clear on your next best step as right after you made your previous one.
However, we understand things don't always go according to plan, or you may even get two actions completed in one sale call, making the existing Next Action redundant. To help you stay on top of what's relevant you can:
- Delete the activity of the completed Next Action to avoid inaccurate reporting.
- Delete the Next Action altogether.
| In this article: | |
| Type of Actions | Close the sales cycle |
| Add/Edit/Delete actions for a contact | Bulk update Actions |
| Action Templates |
Type of Actions
Next Actions
Your Next Action is the high-priority task you have set for your contact. This is the action that will be displayed in your Action Stream. You can choose to assign a Next Action to yourself or to another user on the account by selecting their name from the drop-down after it has been created.
Notes:
- If you have multiple priority actions (Overdue, ASAP, and for Today), they will all be displayed in your Action Stream.
- You can use the smart date and time feature in order to schedule an action for a contact.
Scheduled Actions
If you have a Next Action set, you can also add a Scheduled Action and select a specific date or date and time. You can choose to assign a Scheduled action to yourself or to another user on the account by selecting their name from the drop-down after the Scheduled Action has been created.
Queued Actions
Queued actions are a great way to add action reminders to a contact. They are used when you already have a Next Action assigned to a contact. Add your most urgent action as a Next Action and the rest as Queued Actions so you don't miss out on following up. These can be assigned to you or another member of the CRM.
Add/Edit/Delete actions for a contact
Add actions to contacts
Notes:
- The majority of sales actions are “day based”, so use “Add time” sparingly to reduce clutter.
- You can set a Next Action to Waiting For, see here.
Notes:
- You can assign actions in bulk to contacts as well.
- When importing contacts you can also a Next Action to them.
- Completed actions can be seen in the Contact timeline and also be deleted here by selecting the bin icon.
- Get browser notifications for time-specific Next Actions (Chrome only).
- You can manually push individual actions to your Google or Outlook365 calendar.
- To automatically push all actions to your Google, Outlook365, or Apple calendar, set up the Calendar Feed.
Edit actions for contacts
In OnePageCRM you can edit the text of existing actions, adjust the date and time set for them and reassign them to another user within the CRM if needed.
- Edit the text of the actions by clicking on it → make changes as required → hit Enter on your keyboard to save the changes.
- To edit the date and time, select the Date flag for the appropriate action
- Click on a date or select a predefined option on the left-hand side in the Date flag pop-up to reschedule it for another day.
- Click on Add time to → add the appropriate time → hit Enter on your keyboard to save it.
Note: You can reschedule Next Actions assigned to you in bulk.
- Reassign the Actions by hovering over the action → select a user from the dropdown.
Alternatively and if there are existing actions assigned to another team member, you can reassign an action by dragging and dropping it into their assigned section.
Notes:
- If an action is already assigned to that user you can reassign it by simply dragging and dropping it to their section of actions.
- You can reorganize actions that are scheduled for the same date by dragging and dropping them.
- Actions can also be updated in bulk, see here which updates you can make.
Delete actions from contacts
Notes:
- Scheduled and Queued actions can be deleted in bulk.
- Actions that are assigned to you, can be completed in bulk.
- Next Actions cannot be deleted in bulk.
Action Templates
Action Templates are sales activities that are used repeatedly in your sales process. You can easily create a list of individual actions or group them and assign them to contacts in just one click.
Set up Action Templates
Notes:
- You can drag and drop actions within the Action Template pop-up.
- You can create a maximum of 1000 Action Templates.
- When importing a CSV file, you can assign multiple actions only if they are saved as a group in Action Templates.
- When updating actions in bulk, you can access your Action Templates and grouped actions.
All users on the account can create Action Templates. Once created, all users have access to assign them to contacts.
For example: If a sub-user / Administrator creates a set of Action Templates, another sub-user can use them.
Action Template variables
Variables can be added to Action Templates to populate details automatically.
You can choose from the following:
| Variable | Description |
|---|---|
| [Firstname] | The first name of the contact will be populated. |
| [Today] | The action will be set for the day the template is applied. |
| [Tomorrow] | The action will be set for the day after the template is applied. |
| [ASAP] | The action will be set as ASAP (as soon as possible). |
| [Waiting] | The action will be set as Waiting for. |
| [1 day] / [2 days] / [x days] | The action will be set for the number of days in the bracket after the day the template is applied. |
For example: Follow up with [Firstname] after the meeting [2 days].
The first name will be populated for the contact the action is assigned to and scheduled 2 days after the action has been assigned.
Use Action Templates
- By typing in the Next Action text field and selecting an option from the dropdown.
Or...
- Open the Action Templates select one or multiple actions from the existing actions → select a user and click Insert.
Note: You can apply an Action Template or grouped Action Template to multiple contacts at once, see here.
Note: You can choose to skip weekend days like Friday, Saturday, and Sunday, in case your Action Template date would be scheduled on these days. See here how to update your preferences.
Group Action Templates
Close the sales cycle
If there are no further follow-ups required for a contact and you don't have any Next Actions scheduled, you have the option to close the sales cycle. You can add a closing comment too if you wish. If you then want to start up the sales process again in the future, you can reopen the sales cycle.
Close the sales cycle for a contact
Notes:
- If you close the sales cycle, all non-completed actions for this contact will be deleted.
- Closing a sales cycle is user-based and you cannot close the sales cycle for other users of the CRM.
Reopen the sales cycle for a contact
Open the appropriate contact → scroll down to the blue Next Action box → select Reopen.
Bulk update Actions
Select the appropriate contacts or organizations from any list view within the CRM → in the bulk update menu at the top → click on Actions.
| Assign Actions in bulk | Overwrite Next Action |
| Complete Actions in bulk | Close the sales cycle in bulk |
| Delete Actions in bulk |
Assign Actions in bulk
In the Bulk update Actions pop-up, select Insert Actions from the dropdown → add your action and click Apply.
- Type your Action text in the provided field.
- Select a date from the Date flag.
- Select a User from the dropdown.
Complete Actions in bulk
In the Bulk update Actions pop-up, select Complete Actions from the dropdown → select an option and click Apply.
- Complete only the Next Actions assigned to me.
- Complete all Actions assigned to me.
Note: You can only complete actions that are assigned to you.
Delete Actions in bulk
In the Bulk update Actions pop-up, select Delete Actions from the dropdown → select an option and click Apply.
- Delete all Actions assigned to me.
- Delete all Actions assigned to me and other users
Overwrite Next Action
In the Bulk update Actions pop-up, select Overwrite Next Action from the dropdown → add your action and click Apply.
- Type your Action text in the provided field.
- Select a date from the Date flag.
- Select a User from the dropdown.
Notes:
- If no action is assigned to the selected contact, the action will be inserted instead.
- For contact with multiple actions, only the Next Action will be overwritten.
- If the action you wish to use to overwrite is scheduled for a later date than the Next Action that is currently assigned, it will overwrite the current Next Action with the new one and resort the list based on the urgency. (In this scenario, the overwriting action might not become the Next Action)
Close the sales cycle in bulk
In the Bulk update Actions pop-up, select Close sales cycle from the dropdown → click Apply.
- Optionally you can add a closing comment as well.
Notes:
- If you close the sales cycle, all non-completed actions for this contact will be deleted.
- Closing a sales cycle is user-based and you cannot close the sales cycle for other users of the CRM.