Assigning a lead to a user

Assigning a lead to a user is the first task that you can do when a lead pops up into aNinja to turn them into a customer faster.

And in the sales/marketing process, multiple users may take charge of a lead, depending on their role.

Moreover, users with admin roles can manage the delegation of leads to different users.

When a lead is assigned to a user, if another user is sending them an email, it will pull out with the name of the user whom the lead is assigned to.

Assigning a lead to a user

Lead assignment can be done through:

  • The lead view
    • This requires admin access if the option “Users can only see Leads assigned to them” is enabled in Settings > Global SettingsAssigning a lead to a user
  • Triggers using [Lead assignment] actions

User ID

Each user is granted a private user-id as soon as they are invited to join aNinja, regardless of their role.

You can find the user-id in Settings > Users.

Using a Smartlist, you can utilize this user-id to filter leads assigned to specific users. You can also enable this Smartlist as a Dashboard Widget.

Similarly, you can narrow down your Opportunity report to see a snapshot of the users’ sales activities over a certain timeframe.

 

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.

Launching Bulk Email sequences

Launching bulk email sequences typically refers to the process of sending a large number of emails to a one or a group of recipients all at once, using an automated messaging system.

You can also launch an email sequence to a bulk import list.

The emails are typically pre-written (email templates) and scheduled in sequences in advance. aNinja takes care of sending the messages at the designated time or interval.

Launching bulk email sequences to all leads

Launching bulk email sequence

  • You’ve just started an email sequence for all your leads.

Launching email sequences to a group of leads

  • Choose a saved Smartlist or create a new one.

Launching bulk email sequence

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

Checking the status of email sequences

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

Stopping an email sequence

From the Dashboard Widget “Bulk Sequences” you can also stop the email sequence if the sequence delay setup is of 1 or more days.

You can stop a sequence for a single lead from the “Active Email Sequence” in their lead view.

 

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.

Marking a lead as “Do Not Contact”

When you don’t intend to message a certain lead, you can mark them as “Do Not Contact”.

Moreover, through triggers, you can stop emails or texts sequences for this lead separately.

Marking a lead’s contact as “do not contact”

To mark a lead as “do not contact”,

  • Go to the lead View, on the left side, click on the plus sign (+) next to Contacts.

  • Push the Stop next to a contact item to activate the “do not contact”.
    • e.g. If you want to stop sending texts to a certain lead, just click on the stop button next to the phone number(s).
    • If you want to stop sending emails and texts to a certain lead, click on the stop button next to all contact items (emails and phone numbers).

mark lead as "do not contact"

  • Once the “do not contact” button turns red, all automatic messages (emails or texts based on your selection) will be automatically blocked for this lead.
  • You can still however manually contact the lead through email from the lead view.
  • If you’re replying to a lead’s text after being marked as do not contact, it will show you “no contact” in the phone number section.
  • Regarding the leads that were added to the “do not contact” list; they do get included in the bulk sequences but their texts get blocked by aNinja so it doesn’t get actually sent.
    You can check them by clicking on the blocked leads count in ‘Bulk Sequences’ widget.
  • Adding a lead’s contact to the “do not contact” list”, can be automatically executed through Triggers, based on an event that verifies the trigger’s condition.
  • You can manage the contacts saved in the “Do Not Contact List” in Settings > Do Not Contact Lists (view, remove from the do not contact list, and export as CSV).

aNinja Smartlist

aNinja Smartlist is a saved query that you can reuse as a list in your Dashboard while navigating through leads. As well, you can target this list of leads in email or text sequences.

Basically, this allows you to easily bulk email / bulk text in sequence. Or simply create Smart Views for the actions required and run through them as your daily to-do list.

Moreover, if you add new leads to your account and they match the query filtering parameters, they will automatically show up on the Smartlist results.

But, if a bulk sequence is already triggered or launched, it will not add new leads to it. Neither changing lead info after creating a sequence does affect the bulk sequence.

Creating aNinja Smartlist

  • From the top navigation bar, click on SmartList
  • Then on + Smartlist
  • Here, you can view the query examples
    • For example, to search for leads added after July 20, use this search query:
      lead.created >= “2020-07-01”
  • Search queries can be saved for future use “Save as Smartlist

Note!

Don’t forget to save the results of your query(ies) as a Smartlist before leaving the page to avoid losing them.

Smartlist of multiple queries

Smartlists can be built with one or multiple queries. This way, you can narrow your search for specific leads.

Accessing saved Smartlists

  • From the top navigation bar, click on Smartlists.
  • You can see a list of all the saved Smartlists.
  • Click on a Smartlist and the system brings up the data for you in the leads view.
What can you do with a Smartlist:

Save the Do Not Contact list as Smartlist

Creating a Smartlist from Bulk Import list

aNinja Smartlist multiple queries

Bulk texting a smartlist of leads for the first time

 

Launch a bulk email or text sequence for a specific group of leads

Create a custom field that specifies a group of leads – create a Smartlist using this custom field – and Launch a bulk email or text sequence for this group of leads.

Using the custom fields feature, you can pick the right leads delegated for a special campaign. The custom field could be a location, creation time, source, or any identification you want to add to a lead.

Whether you choose to reach out to your leads by email or by text, you can send them in Sequence.

You can also launch an email or text sequence on a specific event using aNinja triggers feature.

Launching a bulk email or text sequence for a specific group of leads

1- Create a new custom field
2- Segment your leads

Group or segment your leads based on their specific characteristics by assigning them a custom field, to personalize the messages and make them relevant to each specific segment/group.

3- Create a Smartlist using Custom fields

Add the Custom field to the Smartlist search query which dedicated to retrieve leads based on their characteristics. e.g. Custom.Group=”email1″. This brings all the leads having this custom field to the leads view.

4- Launch the sequence
  • Select the Buk Email Sequence or Bulk Text Sequence from the top right of the page, and hit Launch Bulk Sequence to Launch a bulk email or text sequence for this specific group of leads.Launch a bulk email or text sequence for a specific group of leads
  • An alert pops up to show the number of leads included in this sequence and that have no phone numbers or no email addresses. Click on the number in the alert to see those leads.

Zapier aNinja Integration

In this article, we show you how Zapier aNinja integration can be done.

What is Zapier

Zapier is a tool that allows you to connect web apps together. An integration between two apps is called a Zap.

And a Zap is made up of a Trigger and one or more Actions.

Whenever the trigger happens in one app, Zapier will automatically perform the action in the other app.

So you can set up the trigger step of your choosing. In this example, we will be using Facebook Ads as the trigger. Next, select *“Webhooks by Zapier” to enter new records into aNinja.

*Requires Zapier Premium account.

Setting up a Zap trigger

  • Choose your App and event
    • In the Zap editor, click to open the Trigger step.
    • Under Choose app & event section, search for and select the app that will trigger the Zap.
    • Click the Event dropdown menu and select the event that will trigger the Zap.
  • Choose your App account
    • If you already have an account connected to Zapier for the trigger app, select it from the account dropdown menu.
    • If not, click + Connect a new account and follow the instructions to connect your app to Zapier.
    • Once a connection is selected, click Continue.
  • Customize your Options
    • Next, set up your trigger options if available.
  • Test your Trigger
    • Click Test Trigger

Once you’ve set up your trigger, you can set up the rest of your Zap by adding an action.

Setting up a Zap action

After setting up the first Trigger of the Zap, the next step is to add an action to your Zap.

  • Choose your App and event
    • In the Zap editor, click the Action step, or the plus + icon to add an action to your Zap.
    • Search for or select the app you want to use in your action (aNinja).
    • Select “Webhooks by Zapier” to post into aNinja.

    • Choose Action Event
      • aNinja only supports receiving leads using a request because POST is more secure than GET.

  • Then, we need to find aNinja API Key
  • Under Submission URL field put:
    • https://aninja.com/api/v1/contactform/?apikey=YOUR_API_KEY
      • Example:  https://aninja.com/api/v1/contactform/?apikey=sample123-6yauyue5e
    • Enter the Posting URL
      – Copy & Paste in the Posting URL from above

Mapping
  • Start mapping the data. Use the “+” icon in Zapier to choose the information that you’d like to map.
  • The “Data” field should be the aNinja Field Name.
  • Please note your field mappings may look different than the example screenshot below.

* For adding a custom field, simply add “Custom.” before the data field. For example Custom.source would automatically create a custom field and map data in your aNinja account.

Customizing
  • After mapping, you can skip these fields, as there is no need to make any alterations to these fields in Zapier.

Test & Continue
  • Next, review the data you’re trying to map and test!
  • Lastly, if there is any failure or error, please update the data accordingly.

  • The next screen will show you whether or not Zapier was able to successfully perform the action step for you.

The data that your action app will output.

  • Click Close.

Where does the imported data appear

After the integration, you can search your aNinja CRM for the imported leads. You can also search for any custom field, opportunities, and other information you have imported.

  • Lead’s contacts appear in the leads contact section in the lead view.
  • Opportunities also appear in the opportunity section in the lead view.
  • The company’s info appears on the top left of the lead view, in the Company section.
  • Custom fields appear in the custom field section of the lead view.
  • Lead Search is a field that also appears in the bottom left of the lead view. Specifically, these are info/links on the lead or the organization found in Google search.

Need help with your Zapier aNinja integration? Leave us an email at support@aninja.com. And we will happily assist you.

 

Creating aNinja Triggers

Creating aNinja Triggers allow you to programmatically trigger actions based on specific events and conditions.

Creating aNinja Triggers

  • Go ahead and click on the help (?) icon next to Triggers. This redirects you to a short youtube video to get an overview of the triggers.

  • You can also filter your triggers by typing your search in the search bar. e.g.

  • Now, click on Add Trigger

  • Choose the Trigger Event from the drop-down

  • Choose whether to add a Trigger Condition (optional)
    • The condition could be e.g. a custom field = Source = Facebook (Custom.Source=”Facebook”). This way, you narrow your search and target more specifically the leads that match the event of the trigger and this condition.

  • Finally, select the Trigger Actions you actually want to kick off when that event with those specific conditions takes place.

Creating aNinja Triggers

    • You can add multiple actions to be executed when the event takes place.

Trigger’s events

Choose the Trigger Event from the drop-down:

  • Incoming call
    • Define the incoming call type
  • Incoming email or SMS
    • Body content matching
    • Specify the type of matching
  • Lead created via API
  • Lead created via Chatbot
  • Outgoing SMS with an error code
    • Select the error code
  • Workflow step status changes
    • Select the step

Trigger’s actions

You can add multiple actions to be executed when the event takes place.

  • [Delay] Set delay duration in minutes for triggering event actions
  • [Do not contact] Add all lead contacts to “do not contact” list.
  • [Do not contact] Remove all lead contacts to “do not contact” list.
  • [Email] Send lead info to an email address (from: no-reply@aninja.com)
  • [Lead Assignment] Assign to User
  • [Lead Assignment] Assign to Users from Team (using Round Robin)
  • [Lead Assignment] Assign to Users from Team (using Weighted Round Robin)
  • [Lead merge] Merge new lead into existing duplicate
  • [Sequence > Email] Start Email Sequence
  • [Sequence > Text] Start Text Sequence
  • [Sequences > Stop] Stop all sequences & Conversations (Email & Text)
  • [Webhooks] Post Lead Details to URL
  • [Workflow Step Status] Update Workflow Step Status

Trigger’s Options 

Set the Options to:

  • ON/OFF to
    • Activate/deactivate the trigger.
  • Indicate the priority of execution (in case there were other triggers in action).
    • 1 is the lowest priority
  • Break after Trigger Executes
    • Stops executing any other triggers coming up by priority after this one

  • Don’t forget to Save

Examples of Tiggers

Example 1:
  • On an event that is “Incoming email or SMS
  • Choose to execute an action to “Stop Sequences and Conversations (emails & texts)

As a result, the lead that replied to you by text or email will stop receiving the rest of the sequence he is enrolled in.

Example 2:
  • On an event that is Incoming email or SMS
  • Choose to execute a first action to “Add all lead contacts to the “do not contact” list”
  • Choose to execute a second action to “Stop Sequences and Conversations (emails & texts)

Subsequently, the lead that replied to you by text (this option is only available for texts presently), with stop or unsubscribe will be moved to the “do not contact” list.

As a matter of fact, the lead will still be included in the future sequences, but their texts get blocked from our side so it doesn’t get actually sent.
You can check them by clicking on the blocked leads count in ‘Bulk Sequences’ widget.

Example 3:
  • On an event that is “Lead created via API
  • Choose to execute an action to “Start Email Sequence”
  • ==> Choose which Email Sequence to use (e.g. “Welcome”)
  • ==> Choose which Email Account to use (e.g. “demo@gmail.com”)

So now, when a lead is created via API, he will receive the first step of the “Welcome” sequence, based on the delay you’ve set in the sequence, launched from the demo@gmail.com account.

Example 4:
  • On an event that is “Change in the Workflow step”
  • Choose to execute an action to “add a lead’s contact to the “do not contact” list”
  • ==> When changed to: “Sales / Opp Status / Deal Closing”.

Afterward, when you change a lead’s workflow step to Sales / Opp Status / Deal Closing, he will be added to the “do not contact” list. 

Example 5:
  • On an event that is “Lead created via Chatbot
  • Choose to execute an action to “Assign to user”
  • ==> Select a user (e.g. John Doe)

As a result, when a lead is created into your account through Chatbot, he is automatically assigned to John Doe.

Example 6:
  • On an event that is “Incoming Call
    • Type of call ==> “Missed Call”
  • Choose to execute an action to “Assign to user”
    • ==> Select a user (e.g. John Doe)
  • Add a second actionStart Text Sequence”
    • ==> Choose which Text Sequence to use (e.g. “Thank you for reaching out”)

As a result, when you miss a call from a lead, they’re automatically assigned to John Doe, AND, they receive a thank you text.