Tag: lead view

Syncing emails from outside aNinja to the leads contacts

Once you’ve connected your email, and configured it with aNinja, as result, the email syncing is automatically processed: the system starts to automatically import the sent & received emails from your private email into your aNinja account.

Afterward, they are saved to the appropriate leads’ contacts in aNinja; even if you’ve sent those emails from outside of aNinja.

Configuring your email account

aNinja was designed to offer two-way email integration. This means that when you send emails from aNinja, they are automatically logged in the sent folders of both aNinja and your email account (Gmail or your mobile phone). Configuring your email account allows you to work on both aNinja and your email account in total synchronization.

Syncing emails to the leads’ contacts

When you import your contacts from your email account, they are saved as leads. And relatively the imported sent & received emails  are automatically attached to the matching email addresses in the contacts of those leads. Those emails appear in the history section of the lead in the lead view, listed in ascending order of the date.

History of emails

When you create or import a lead, if his email address matches your contacts saved in aNinja, then the system automatically adds the emails in the history section of the lead in the lead view.

History of Interactions and Activities of a lead

aNinja brings you the history of all interactions and activities made for a lead in the lead view.

What’s the history of interactions and activities

Once the creation of a lead in your aNinja account, the system saves all the interactions and activities that you make to this lead, in the history section.

Moreover, they are listed in ascending order. So, the users and team members are kept in the loop of the actions performed on this lead.

In the history section you can view:

  • Calls made and durations.
  • Emails sent & received with this lead.
  • Notes that are left by any team member so any other user stays updated on any relevant info.
  • Texts sent to this lead.
  • Tasks assigned and their statuses.
  • Workflow steps changes.
  • Chatbot conversations initiated by this lead.
  • Triggers

Accessing the lead history

From the lead view, in the middle right of the page, you can see all the interactions and activities of the lead.The history of all interactions and activities for a leadYou can also filter activities and interactions that appear in the history section from “All Interactions” dropdown:

Including: Calls, Chatbot Conversations, Emails, Email Sequences,  Notes, Text Sequences, and Tasks.

Exporting Leads into a CSV file

aNinja allows you to export your leads from your account into a CSV file.

Exporting Leads into a CSV file

You can access the “Export leads” function through 2 places: The Lead View, and Settings.

Exporting Leads through the Lead View
  • On the left sidebar, click on the Leads View icon.
  • Here, you can choose to export all your leads, or some of them using a smartlist.
  • Then, go all the way down to the end of the page.
  • Lastly, click on Export results as CSV.Export Leads to a CSV file
  • The results will be saved in your downloaded files on your computer.
Exporting Leads through Settings

  • “Exporting leads may take a while depending on the number of leads in your system. Continue with export now?” Click OK
  • The results will be saved in your downloaded files on your computer.

Leads data that get exported in the CSV file

The following basic data is exported into the CSV file:

  • Address
  • Assignee
  • Company Name
  • Contact info
  • And Lead Search

However, we can custom export the following data as tables of CSV files.

  • Lead tasks
  • Lead notes
  • Workflows
  • Leads opportunities
  • SMS templates
  • Email templates
  • SMS sequences
  • Email sequences
  • Users info
  • Teams info
  • “Do not contact” items
  • Sent texts (optional)
  • Received texts (optional)

Just leave us an email at support@aninja.com and a developer from our side will work on preparing the full export accordingly.

Launching an Email sequence to a single lead

Launching an Email sequence to a single lead can be done from the Lead View.

And the “Active email sequences” show you the Email sequences this lead is enrolled in.

Overview of Email sequences

To launch an Email sequence in aNinja, you want to follow these steps:

  • First, create email templates
  • Then, create an Email Sequence with at least one step. Choose to send “Immediately” if you want your sequence to launch with no delay.
  • Finally, you can choose to either send your sequence to a single lead or in bulk sequence.

Launching an Email sequence to a single lead

  • First, go to the lead view.
  • On the toolbar, click Email Sequence under the Email dropdown

Launching an email sequence to a single lead

  • Or, on the left side of the page, scroll all the way down to find the Active Email Sequences.

  • To create an email sequence, just click on the plus sign (+). As a result, this opens a new email window in the lead interactions on the same page.

  • Go ahead and select an email sequence.
  • To send the sequence, click on start.
  • And to cancel it, just click on the recycle bin.

Viewing Active Email sequences for a lead

  • First, go to the lead view
  • Then, on the left side of the page, scroll down to find the Active Email Sequences.
  • Here, you can see all the email sequences sent to this lead.
  • Thereafter, to see details of the email sequences in which this lead is enrolled and the steps reached, just click on “Show previous“.

Customizing the design of email templates

Email templates can be in plain text or in HTML. Customizing the design of email templates allows you to create a new template entirely from scratch using whatever HTML or design you like.

You can customize HTML templates and include inline CSS and images.

Customizing the design of email templates

  • Any standalone CSS can be added to the source code view of the HTML template.
  • Inject this source code in the body of your email template by clicking on the source code icon (the 2 brackets icon < >) in the email template editor.

  • From the lead view, create an email and either use the customized template, or insert the source code by using the (the 2 brackets icon < >).

  • Choose the customized template to send a Bulk email.
  • Make sure to add any changes to the email before sending it.

Iframe content in Email

Most Email Service Providers (e.g. Gmail, Yahoo, etc…) won’t allow iframe content in emails and they automatically block it.

We recommend you add an image in the email template body and link it to the video URL: Click on the image and then hit the link button on the toolbar to add the URL.

Launching bulk text sequences

Launching bulk text sequences is sending a series of texts automatically to a group of recipients all at once, using an automated messaging system.

You can also send a text sequence to a bulk import list. A text sequence is an efficient way to automate a time-consuming process. And it can be set up to be triggered or sent at the designated time or interval.

Launching text sequences to ALL leads

  • Click on Bulk Text Sequence on the top right.

  • And hit Launch Bulk Text Sequence

An alert pops up to show the number of leads included in this sequence and that have no phone numbers. Click on the number to see those leads.

Launching bulk text sequences to a group of leads

  • Click on Bulk Text Sequence on the top right

  • Select the Text Sequence

  • And hit Launch Bulk Text Sequence

An alert pops up to show the number of leads included in this sequence and that have no phone numbers. Click on the number to see those leads.

You can also launch sequences to a single lead from the lead view and track it.

Tracking a text sequence

After launching your text sequence, you can check its status in the Dashboard Widget “Bulk Sequences”.

Expired Text sequences

The in-queue text sequences expire if they were not sent for over 36 hours past the intended launch time of the sequence step.

Stopping a text sequence

From the Dashboard widget “Bulk Sequences”, you can also stop sending the text sequence only if the sequence delay setup is of 1 or more days.

You can also stop a sequence for a single lead from the “Active Text Sequence” in the lead view. This does not affect the sequence. It only stops sending it to this specific lead.

Lead Opportunities

Lead Opportunities let you track what kind of financial reward you are expecting to make from a lead, in a certain interval of time, including an optional confidence interval.

Where to set the opportunities for a Lead

Opportunities are one of the lead attributes that you manage in the lead view.

  • Search for the lead
  • When on the lead view, on the left side, click on Opportunities and start filling the info.
    •  Value $: Is the amount of money you expect that the lead will render to your business after closing them.
    • Period: Is the period of time that the money is expected to be collected in.
    • User: Is the user assigned to follow up with the lead on this opportunity.
    • Status: The status of the opportunity (Active / Won / Lost) according to the behavior of the lead to your deal.
    • Created Date: The day you start the pursue the lead with a specific offer.
    • Close Date: The day expected to stop the pursuit.
    • Confidence: Is the confidence rate according to the behavior of the lead to your deal.
    • Note: Leave your notes here, to pick up on them later on.
    • Don’t forget to Save your work.

Opportunities are also viewable in the Reports section.

Lead Opportunities

Lead Notes

Any time you are on the Lead view, you can keep a note for yourself or for other users in the team on any important point worth saving for the record. e.g. minutes of a meeting/call.

Creating a Lead Note

  • Here, you can choose to use a note template, or just type a new one.
    • You can also access all the note templates and edit them.
    • Click on edit templates on the right bottom of the note template dropdown.

  • Lastly, don’t forget to save.
  • aNinja auto-saves your work so you don’t lose it.
    • Click on the clock in the toolbar and choose what you want to recover.
  • Afterward, you can see the note you just created, the first record in the history in the middle of the page.

Adding an attachment to a Note

  • When creating a note, before saving it, click on the attach to add any useful document worth saving on the lead view.
  • Lastly, click on save.

Editing a Note

  • From the history of interactions in the Lead View, locate the note.
  • And, click on the edit pen in the left of the note.

  • Make the changes you want (example: add an attachment).
  • Lastly, Save it again to save the changes.
  • Or, click on the recycle bin to disregard the changes. The note will not be deleted from here.

Deleting a Note

  • From the history section in the lead View, locate the note.
  • Then, click on the recycle bin on the right bottom of the note.
  • And OK to confirm deleting the note.

The Lead View

aNinja was designed to show you all the lead activities and interactions in one place: the Lead View.

The lead view is divided into 4 sections:

Accessing the lead view

You can access the it from 2 places:

  • On the top navigation bar, type the name of the lead or any info related to the lead (email, phone, URL, or custom fields). aNinja will find them for you. Click on the name. Then the system opens the lead view.
  • From the left sidebar, click on Leads. It will show you the list of all the leads you have in aNinja. Find your lead among them and click on the name. Then, the system opens the lead view.

Making a Call in aNinja

Making a Call in aNinja

In aNinja, you can dial a phone number, call a lead’s phone number from the lead view, and power call multiple leads, using the phone number you have saved in your aNinja profile.

Dialing a phone number from aNinja Web app

  • On aNinja Dashboard, on the top right, click on the phone icon.
    • The call is made through the phone number saved in your user profile.
      • If you’re a user with Owner or Admin role you can choose to make the call using other users phone numbers.
    • When you finish the call, tap on the red button.
    • To close the calling window, just click on the phone icon once again.

making a call in aNinja

Calling a lead from aNinja Web app

  • When on the Lead View, from the toolbar, choose the call feature. It opens a dialing window and automatically shows the primary phone number in the lead’s contacts.
    • Click on the green button to call.
      • If you’re a user with Owner or Admin role you can choose to make the call using other users phone numbers.
    • When you finish the call, tap on the red button.
    • To close the calling window, just click on the phone icon once again.

Calling multiple leads from aNinja Web app

  • On the Leads View, whether you choose to call all the leads in your CRM, or a group of leads that you have grouped using a Smartlist; on the top right of the page, hit the Power Dial Button.
  • This option allows you to call all the leads sequentially without bothering to go to each lead’s profile to call manually. When the current call is ended, the system starts calling the next lead in queue.

Accessing the calls log

  • If you are a user with a User role, you can view your own calls in Settings / Logs and listen to the conversations.

  • Users with Admin role can view calls and listen to call recordings of all users.

Note: For saved leads, you can keep notes of the calls. In the Lead View, click on Notes to enter relevant information that you picked up from the call.