Programs to Organize My Network

Once your network is organized in Contactually, you can set up Programs to automatically add value to your contacts.

You will create a number of very small programs in this post. While the programs may only be a step or two, they will still be very powerful in adding value to your network.

This post will create programs for:

Congratulating a contact on a new job

WHAT YOU’LL NEED:


STEP 1: CREATE THE PROGRAM

    1. Click on the Programs tab at the top of your account.
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  1. Create a new Program and name it “New Job”. Hit your Enter key and begin adding steps!
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STEP 2: SEND AN EMAIL

    1. Click the green button to Add New Step.
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    1. For the time frame, choose 0 days. As soon as you hear that someone got a new job, you’ll want to congratulate them as soon as possible.
    2. Select to Send an Email.
    3. Choose your “New Job congrats” email template.
    4. Select the time and email address of your choice.
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    1. Uncheck “Restart waiting period if we talk in between”.
This “Restart waiting period if we talk in between” feature will give you the option to pause the action if you’re already in communication with the contact. The action will only be triggered once you have not spoken to the contact in a certain amount of time.
    1. Check “Require my approval before executing”. You want to be able to deny the message in case you’ve already congratulated the contact.
This “Require my approval before executing” feature will allow you to approve/deny the action prior to execution. You will see the prompt on your dashboard. If you choose to approve the action (i.e. an email to be sent out) you will still get another chance to review/edit the email before it goes out. If you choose deny, the program step will skip and the contact continue onto the next step.
  1. Click Save and you’re on to the next step.


STEP 3: SEND FOLLOW UP EMAIL

Rarely do people check in with contacts after they’ve started their new job. Create a program step so Contactually can remind you to do just that.

    1. Click the green button to Add New Step.
    2. For the time frame, choose 90 days. Enough time will have passed that the contact should be settled into their new job at this time.
    3. Choose to Send an Email. Choose your “New Job follow up” template you’ve already created. Directions on how to create that template can be found here.
    4. Select the time and email address of your choice.
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  1. Check “Restart waiting period if we talk in between”. You’ll want to make sure the email goes out when you haven’t spoken to the contact in awhile.
  2. Check “Require my approval before executing”. It’s always a great idea to make sure you review an email before it goes out under your account.
  3. Click the blue button Save and the program steps are complete!


STEP 4: ATTACH THE PROGRAM

Since getting a new job does not apply to just one bucket of contacts, you will not want to assign this program to a bucket. You can manually add contacts to the program as it becomes appropriate. To do that just scroll to that contact’s profile page and add them to a program.

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Cleaning out your buckets

Programs can also help you do some clean up work within your buckets. In this program, if you haven’t spoken to a contact in your 3 Month Follow Up bucket in more than 365 days, the system will automatically move them into the 1 Year Follow Up bucket.

WHAT YOU’LL NEED:

  • A bucket called “3 Month Follow Up”. Add that bucket here.
  • A bucket called “1 Year Follow Up”. Add that bucket here.

STEP 1: CREATE THE PROGRAM

    1. Click on the Programs tab at the top of your account.
program1
  1. Create a new Program and name it “3 month clean out”. Hit your Enter key and begin adding steps!
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STEP 2: ADD TO BUCKET

You will set up the program to automatically add the contact to the new bucket, and then remove it from the old bucket.

    1. Click the green button to Add New Step.
    2. Select time frame of 365 days. If you haven’t spoken to the contact in over a year, they are probably better suited in the 1 Year Follow Up bucket.
    3. Select to Add To Bucket.
    4. Choose the “1 Year Follow Up” bucket.
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    1. Check “Restart waiting period if we talk in between”. These contacts should only move if you have not spoken in over 365 days.
This “Restart waiting period if we talk in between” feature will give you the option to pause the action if you’re already in communication with the contact. The action will only be triggered once you have not spoken to the contact in a certain amount of time.
    1. Uncheck “Require my approval before executing”. No need to require approval, just move the contact into that bucket.
This “Require my approval before executing” feature will allow you to approve/deny the action prior to execution. You will see the prompt on your dashboard. If you choose to approve the action (i.e. an email to be sent out) you will still get another chance to review/edit the email before it goes out. If you choose deny, the program step will skip and the contact continue onto the next step.
  1. Click the blue button Save.


STEP 3: REMOVE FROM BUCKET

You will now remove the contact from their original bucket.

    1. Click the green Add New Step button.
    2. Type in 0 days. You want this next action to happen immediately.
    3. Select to “Remove From Bucket”.
    4. Choose your 3 Month Follow Up bucket.
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  1. Uncheck both “Restart waiting period if we talk in between” and “Require my approval before executing”. Since this action is to happen immediately, these should be unchecked.
  2. Click Save. The program steps are complete!


STEP 4: ATTACH BUCKET

With the program steps configured, you’ll want to attach it to a bucket.

    1. Scroll up to the top of the page and click the “Attach a bucket to this program” link.
    2. Choose the 3 Month Follow Up bucket.
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    1. Click the blue I’m Done Editing button at the bottom of the page and your program is officially complete and activated.

      WHAT’S MY NEXT STEP?

Check out some examples of how you can incorporate buckets and tags into your organizational database.