Emailing contacts who are in the same pipeline stage
I run a tax practice. I have 109 different projects in process, most with a name like "15 Tax Prep for Smith/Jones". I have both Jane Smith and John Jones linked to the project. (Smith and Jones may have other projects going, too, perhaps "14 Amend for Smith/Jones" or "13 return for Smith/Jones" that is completed and has past notes.
An abbreviated version of my pipeline stages:
"engaged, info not in yet"
"ready to do"
"needs additional info to clear review""waiting for
"waiting for efile authorization to efile".
"completed and accepted".
We track the pipelines religiously, where every event and email and note is linked to the project, and several tags and activity sets are used. Each project is linked to the client(s) (two of them for married filing joint returns, many of them for partnerships) when the project starts.
We need to send some emails out to all the clients at a specific stage. "We show that you still owe us information and if it isn't in by Sunday you'll have to go on extension" or "we have your return marked as ready for us to do, please stop calling to ask if the ball's in our court, we know that we have 83 returns ready to finish up, here's an email telling you that." The projects are moving in real time: I might have something move from "needs info" to "ready to do" the next time I check email. I can't spend an hour tagging all 83 who are in that stage before I send an email, the tags will be obsolete before I get them finished!
I cannot figure out how to email everyone linked to projects, must less everyone linked to projects at the same pipeline stage. Help!
I routinely serve 300 clients a tax season. Being able to track their tax return through the pipeline has been fabulous. Being unable to use the pipelines for communication of events common to everyone in that pipeline? OMG, no. Please make this useable for me!
Wendy Marsden, CPA