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Infusionsoft Cookbook
Infusionsoft Cookbook

Infusionsoft Cookbook: Over 88 recipes for effective use of Infusionsoft to mitigate your CRM needs, marketing automation, conducting online business optimally

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Infusionsoft Cookbook

Chapter 2. Critical Tools for Mastery

In this chapter, we will cover the following topics:

  • Creating custom fields
  • Using merge fields
  • Using campaign merge fields
  • Using campaign links
  • Creating tags for database segmentation
  • Using internal forms for workflow
  • Using note templates for workflow
  • Creating great user experiences with tasks
  • Installing campaign templates from the Marketplace
  • Connecting web forms together
  • Chaining campaigns together
  • Working daily out of My Day

Introduction

Now that we've ensured the user configuration is complete, we can begin to learn about the critical tools for mastery of automation experience design. The recipes in future chapters assume an understanding of the fundamental tactics introduced in this chapter.

There are two types of Infusionsoft users, and they use different tools for their needs.

The first type and target audience for this cookbook are the builders. These are the users who design and implement the automated experiences. These are the types of folks that would take a recipe out of this cookbook and use it for their business.

The second type of user is the end user. End users are the sales representatives and administrators who work daily with Infusionsoft. Often, they use things created by a builder are used by end users to stay organized, grow sales and save time.

Understanding both user types is critical in building a powerful automated experience. Therefore, mastery of both tool types is essential.

Creating custom fields

At its core, Infusionsoft is a CRM (short for Customer Relationship Management) system. In other words, it is a database of humans that contains information about their interactions with a business.

In this database, there are common pieces of information that all businesses would need to know about an individual: first/last name, addresses, phone numbers, e-mail addresses, and so on. There are even more interesting pieces of data as well, such as the person's birthday or their spouse's name.

However, there are pieces of data a business might need to collect that don't exist out of the box. Take a dog trainer for example. They might want to store a dog's name on the dog owner's contact record.

This recipe will show you how to create a custom data field on a contact record. A custom field can be merged into a communication or a task, submitted on a form, used as a search/report filter, and used to route automation logic.

How to do it...

  1. Hover over...

Using merge fields

Merging contact information into an automated communication can be an extremely powerful tool to create a relevant, personal experience for the recipient. It can also ruin the customer experience if not properly implemented. As a tool itself, it thrives on context and so merge fields always need to be used strategically.

While this recipe specifically covers how to insert a merge field into an e-mail, the concept extends to any object with merging capabilities (tasks, letters, and so on).

Getting ready

We need to edit an e-mail inside a campaign.

How to do it...

  1. Place the cursor where we want to merge some information.
  2. Next to the Subject line, click on Merge; this will open a tool palette:
    How to do it...
  3. Click on the merge field category containing the field we want to insert.
  4. Click on the name of the merge field we want to insert. This will insert a variable that looks like this: ~xxx.xxx~.

How it works...

Before Infusionsoft sends the e-mail, it will replace any of these merge field code with...

Using campaign merge fields

Sometimes, there is information that needs to be merged into a communication or process that is the same for all contacts that flow through a campaign. The date and location of an event is an example of this kind of information because that information is fixed for all contacts flowing through the campaign. A campaign merge field is the tool we can leverage for this kind of data.

Getting ready

We need to be inside a campaign.

How to do it...

  1. Click on the Campaign dropdown in the upper-left corner of the page and select Merge Fields...:
    How to do it...
  2. Click on the green Add Merge Field button.
  3. Give the new field a label. This is what will be displayed in the merge tool palette. For example, if this field were to hold the date of an event, the label could be event date.
  4. Give the new field a value. This is what will be merged into a communication or process. For example, if the date of an event is January 1, the value can be January 1st.
  5. Click on the save icon (floppy disk) in the right...

Using campaign links

Quite often in a marketing, e-mail we will set the same URL multiple times, sometimes across multiple e-mails too. A campaign link is the tool we can leverage for these kinds of links to ensure easy maintenance and reusability.

This recipe has two parts: creating the campaign link and inserting it into an e-mail.

Getting ready

We need to be inside a campaign.

How to do it...

  1. Click on the Campaign dropdown in the upper-left corner of the page and select Links...:
    How to do it...
  2. Click on the green Add Link button.
  3. Give the new link a name. This is what will be displayed in the campaign link dropdown when setting a link in an e-mail.
  4. Give the new link a destination URL. This is where contacts will go when they click on this campaign link.
  5. Give the new link a description. Be sure to provide enough context behind why we are creating the link and how it is used.
  6. Click on the Save button in the right column to add the link to this campaign.
  7. Click on the Close button at the bottom of the Campaign Link...

Introduction


Now that we've ensured the user configuration is complete, we can begin to learn about the critical tools for mastery of automation experience design. The recipes in future chapters assume an understanding of the fundamental tactics introduced in this chapter.

There are two types of Infusionsoft users, and they use different tools for their needs.

The first type and target audience for this cookbook are the builders. These are the users who design and implement the automated experiences. These are the types of folks that would take a recipe out of this cookbook and use it for their business.

The second type of user is the end user. End users are the sales representatives and administrators who work daily with Infusionsoft. Often, they use things created by a builder are used by end users to stay organized, grow sales and save time.

Understanding both user types is critical in building a powerful automated experience. Therefore, mastery of both tool types is essential.

Creating custom fields


At its core, Infusionsoft is a CRM (short for Customer Relationship Management) system. In other words, it is a database of humans that contains information about their interactions with a business.

In this database, there are common pieces of information that all businesses would need to know about an individual: first/last name, addresses, phone numbers, e-mail addresses, and so on. There are even more interesting pieces of data as well, such as the person's birthday or their spouse's name.

However, there are pieces of data a business might need to collect that don't exist out of the box. Take a dog trainer for example. They might want to store a dog's name on the dog owner's contact record.

This recipe will show you how to create a custom data field on a contact record. A custom field can be merged into a communication or a task, submitted on a form, used as a search/report filter, and used to route automation logic.

How to do it...

  1. Hover over the Infusionsoft symbol...

Using merge fields


Merging contact information into an automated communication can be an extremely powerful tool to create a relevant, personal experience for the recipient. It can also ruin the customer experience if not properly implemented. As a tool itself, it thrives on context and so merge fields always need to be used strategically.

While this recipe specifically covers how to insert a merge field into an e-mail, the concept extends to any object with merging capabilities (tasks, letters, and so on).

Getting ready

We need to edit an e-mail inside a campaign.

How to do it...

  1. Place the cursor where we want to merge some information.

  2. Next to the Subject line, click on Merge; this will open a tool palette:

  3. Click on the merge field category containing the field we want to insert.

  4. Click on the name of the merge field we want to insert. This will insert a variable that looks like this: ~xxx.xxx~.

How it works...

Before Infusionsoft sends the e-mail, it will replace any of these merge field code with...

Using campaign merge fields


Sometimes, there is information that needs to be merged into a communication or process that is the same for all contacts that flow through a campaign. The date and location of an event is an example of this kind of information because that information is fixed for all contacts flowing through the campaign. A campaign merge field is the tool we can leverage for this kind of data.

Getting ready

We need to be inside a campaign.

How to do it...

  1. Click on the Campaign dropdown in the upper-left corner of the page and select Merge Fields...:

  2. Click on the green Add Merge Field button.

  3. Give the new field a label. This is what will be displayed in the merge tool palette. For example, if this field were to hold the date of an event, the label could be event date.

  4. Give the new field a value. This is what will be merged into a communication or process. For example, if the date of an event is January 1, the value can be January 1st.

  5. Click on the save icon (floppy disk) in the right...

Using campaign links


Quite often in a marketing, e-mail we will set the same URL multiple times, sometimes across multiple e-mails too. A campaign link is the tool we can leverage for these kinds of links to ensure easy maintenance and reusability.

This recipe has two parts: creating the campaign link and inserting it into an e-mail.

Getting ready

We need to be inside a campaign.

How to do it...

  1. Click on the Campaign dropdown in the upper-left corner of the page and select Links...:

  2. Click on the green Add Link button.

  3. Give the new link a name. This is what will be displayed in the campaign link dropdown when setting a link in an e-mail.

  4. Give the new link a destination URL. This is where contacts will go when they click on this campaign link.

  5. Give the new link a description. Be sure to provide enough context behind why we are creating the link and how it is used.

  6. Click on the Save button in the right column to add the link to this campaign.

  7. Click on the Close button at the bottom of the Campaign Link...

Creating tags for database segmentation


The more targeted and relevant our marketing is, the more effective it will be. In order to segment the database so we can be targeted and relevant, Infusionsoft uses tags. A tag can be thought of as a specific list or specific segment of people within your database.

We can apply or remove a tag manually from an individual or a group of individuals. A campaign can automatically apply or remove a tag as well.

Besides segmentation, a tag can route automation logic or filter a search/report. They can also be used as a goal within a campaign to start or stop it.

In short, understanding how to create a tag is a critical skill for automated experience design.

How to do it...

  1. Hover over the Infusionsoft symbol in the upper-left corner of the page, navigate to the CRM column, and click on Settings in the bottom row:

  2. Click on Tags in the left-hand side menu:

  3. Click on the green Add Tag button:

  4. Give the tag a meaningful name.

  5. Add the tag to a tag category by selecting...

Using internal forms for workflow


An internal form is just like a normal web form, but it can only be submitted by a user inside Infusionsoft. While creating process workflows, especially task-based workflows, a well-placed internal form can create a time-saving experience for the Infusionsoft user, thus improving productivity.

Many of the recipes in this book leverage internal forms, so understanding the experience of submitting one is a key to building a great workflow.

Getting ready

We need to look at a full contact record, not in My Day.

How to do it...

  1. Scroll down to the Tasks section of the contact record.

  2. In the Form Submissions section, select the form we need to submit on the Internal Forms... dropdown and click on the Fill Out button:

  3. Fill out the form with the information it requires.

  4. Click on the green Save button at the bottom of the form.

How it works...

Submitting an internal form will update the contact fields provided by the user and trigger any associated automation.

There's more...

Using note templates for workflow


A note template is like a big red AUTOMATION button. Any time we need to automate or track something and we aren't sure how to do it, we can create a note template. Applying a note template can trigger an e-mail, a task, the application of a tag, and so on.

Many of the recipes in this book leverage note templates, so understanding the experience of applying one to a contact record is a key to building a great workflow.

Getting ready

We need to look at a full contact record, not in My Day.

How to do it...

  1. Scroll down to the Tasks section of the contact record.

  2. In the Notes section, select the note we need to apply using the Note Template... dropdown and click on the Add Note button:

How it works...

Applying the note will add the predefined information to the contact's note history and trigger any associated automation.

There's more...

If we click on Add Note without selecting a note template from the dropdown, a pop-up window will open. The user can manually type a...

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Description

Infusionsoft is an all-in-one software-as-a-service (SaaS) for small business sales and marketing. It empowers businesses with the same level of automation and personalization that were previously only available to large corporate enterprises with deep pockets. You can easily manage customer relationships, target communications in an automated manner, and sell their products/services online effectively. Starting with recipes on the general setup and core competencies related to Infusionsoft, you will then learn about tools to enhance user experience. Further on, you'll dive deep into different strategies to attract, sell, and wow your customers. You’ll also explore different ways to manage administrative tasks and reporting, which are crucial to perform better workflow management. Later, you will become proficient in lead generation and lead management, referral management, report generation, and working with the campaign builder. Finally, the book closes with unsupported ninja hacks to take your business strategies into the stratosphere!

Who is this book for?

If you want to excel in the use of Infusionsoft to develop a set of common applications or project types and solutions effectively, this book is perfect for you. This book will empower you to provide better results for your clients, faster! It is assumed that you are familiar with and use Infusionsoft.

What you will learn

  • Set up and configure features that will enhance new user creation using Infusionsoft
  • Attract leads and build your list efficiently
  • Understand the different strategies to sell and get paid
  • Create amazing customer experiences by following up and automating messages
  • Master techniques to use Infusionsoft for internal administrative functions
  • Make better business decisions by mastering the reporting functionality
  • Save time and simplifying daytoday usage using Infusionsoft
  • Get to know the Ninja hacks while working with Infusionsoft efficiently.
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Table of Contents

11 Chapters
1. Pre-Flight Checks Chevron down icon Chevron up icon
2. Critical Tools for Mastery Chevron down icon Chevron up icon
3. Attracting Leads and Building Your List Chevron down icon Chevron up icon
4. Selling Products Online and Getting Paid Chevron down icon Chevron up icon
5. Selling with a Sales Team Chevron down icon Chevron up icon
6. Wowing New Customers with Great Experiences Chevron down icon Chevron up icon
7. Wowing Existing Customers with Great Experiences Chevron down icon Chevron up icon
8. Administrative - Conquer Internal Chaos Chevron down icon Chevron up icon
9. Your Dashboard and Reporting - Make Better Decisions Chevron down icon Chevron up icon
10. Pushing the System with Hacks Chevron down icon Chevron up icon
Index Chevron down icon Chevron up icon

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Amazon Customer Dec 28, 2019
Full star icon Full star icon Full star icon Full star icon Full star icon 5
I have pulled my hair out with Infusionsoft. It is such a blank slate that getting a handle on getting started has been tough (even for someone who usually learns very quickly). There are so many options within the system for any given process and so little explanation built-in that I found myself really fumbling in the dark and uncertain about whether or not I was choosing the right settings and options until I bought this book. The book is sooooo very clear, explains so much! I also worried about how recent or current the book is since I understand that Infusionsoft has fairly recently made some significant changes to its user interface, but at time of writing (late December 2019), the book's descriptions and visuals were all either exact or close enough that I've been able to follow and implement. This book made a huge difference in how I felt about being an Keap Infusionsoft user. The company really should buy it as a help manual and gift it to every new user. It is more helpful than the required onboarding training. Recommend highly.
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Buyer R Jun 21, 2016
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Paul is a genius! Even an experienced user can benefit from this book.
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Philsvine Feb 04, 2016
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InfusionSoft is recognised as being difficult to learn. It is of course very powerful when applied with full knowledge and can individualise the Customer Relationship Manager. Then the customers feel like they are being addressed by someone who understands their needs.Paul's book is very well structured and takes us through how to understand and manage InfusionSoft step by step.It is an invaluable resource.
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Marion Hauser Mar 08, 2023
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Paul is awesome - he writes simple instructions on how to work in Keap. It can be overwhelming to start - getting this book helped. Also, Paul offers consultations via Zoom - and that has been amazingly helpful! Thanks for your expertise!
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Amazon Customer May 27, 2016
Full star icon Full star icon Full star icon Full star icon Full star icon 5
Just skimming through this book has given me so many ideas on how to improve my Infusionsoft account!! I highly recommend this for anyone looking to build some really cool automation into their business!
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  2. American Samoa
  3. Belarus
  4. Brunei Darussalam
  5. Central African Republic
  6. The Democratic Republic of Congo
  7. Eritrea
  8. Guinea-bissau
  9. Iran
  10. Lebanon
  11. Libiya Arab Jamahriya
  12. Somalia
  13. Sudan
  14. Russian Federation
  15. Syrian Arab Republic
  16. Ukraine
  17. Venezuela
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