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Create report by non-activity?

Does anyone know if it's possible to run a report based on something that didn't happen? For example, when someone fills out certain forms on my site, I will get an email with "Conversation with" in the subject. I have those emails get logged automatically into the Insightly system as an Activity and each is connected with a particular contact in my database. So I can run a report that shows which of my contacts have logged "Conversation with" activity emails. 

But is it possible to run a report that shows which contacts have never logged a "Conversation with" email? I'm stumped!

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  • Hi Josh,

    I have seen the same experience with tasks. There are several workarounds like exporting your database and using filters or vlookup to match contacts with emails containing the keyword xyz then filter those contacts from your entire contact list and show the contacts without that email. You can also get report building software to run the report automatically with microsoft power bi. A workaround from within insightly reports is to use zapier to find emails containing xyz and then tag your contact when that email is sent, then simply run a report with contacts that do not contain tag xyz.

    i hope that all makes sense. let me know if you have any questions.

    thank you,

    micah

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  • Micah, 

    Thank you so much for these ideas. Sounds like they are hard-earned through experience. I think the closest solution (to an off-the-shelf Insightly feature) is the Zapier approach. I will start there and see what I can do. At least I now know it's possible, so thank you! I appreciate your advice.

    Josh

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  • Micah, would you be able to guide me with a little more detail about the Zapier process? Just not sure which triggers and actions will get me where I want to go. I also didn't specifically see supported Insightly triggers and actions for things like finding certain emails and automatically tagging them. Thank you — and if this is too much to ask, that's ok. I will muddle through!

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  • Hi Josh,

    Yes, I would be more than happy to provide additional insight. 

    1. The Zap trigger will depend on your email service.

    For example, I use Gmail. My trigger is a Gmail Sent Message.

    2. Next, I add a filter for the keyword "XYZ" in the subject line.

    3. I use Insightly Find Contact action to find the contact using the email address from the Gmail message in the trigger as the lookup value.

    4. Finally, I add one more action: Insightly Contact Update. You will have the Contact Record ID from the prior step to update the contact with the tag.

    NOTE: Make sure to do a test with a contact that has existing tags and ensure that this zap doesn't overwrite the tags. If it does let me know and I'll provide additional assistance. 

    Thank you,

    Micah Feldkamp

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  • Micah, thank you. I'm working my way through the Zap and on the last action (Insightly Contact Update), I'm a bit stuck. Like you, I'm using Gmail. I added "Conversation with" as my keyword in the subject line. When I set up the Find Contact action, I again put my gmail address in and it gave me the options to do a sample search to learn from. However, when I chose an item from the searched options, that actual example and contact is what is then used exclusively (rather than all contacts with email subject lines containing "Conversation with", it is just using that specific one; in this case, "Conversation with Anna-Marie").

    So then when I move to the Contact Record ID in your last step, it seems that I would only be tracking a single contact — the one associated with "Conversation with Anna-Marie". I doubt I have to set up the zap for every contact I have, so I must be missing a critical step... and my brain is melting! 

    In trying to set this up, though, I think I may have to set up another Zap prior to this one that automatically associates a "Conversation with" email with a particular Contact. Currently, I do this manually as conversations come in. Without that association, it doesn't seem like the Zap you are helping me with would work (because there wouldn't yet be emails associated with the contacts). 

    Based on your initial help, I am able to run a report on contacts that don't have a particular tag. So I could just keep manually associating emails that come in with the proper contacts and at the same time, tag them. Then I could run the report and get the info I need. A little time consuming, but it would bypass setting up complicated zaps, I guess. Unless you think this is all easy as pie and I'm almost there? :-)

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  • Hi Josh,

    The Gmail "To:" field is a variable value i.e. never the same.

    DO NOT USE samples from Zapier. You will always get an error on the next step unless you have a contact stored in Insightly with the Zapier sample email.

    Click "get samples" and then send a test email (as if you're sending it to a customer) from your Insightly account to a test contact (use your personal email).

    Every time an email with that subject line (filter for the keyword text contains "Conversation with") is met especially if your sending this email directly from within Insightly using the Gmail integration and email templates, the email will pass the filter and you can find the contact via the Find contact email address lookup.

    You will need a separate zap for each user who is sending these emails. After the zap is successfully tested, make copies of the zap and authenticate the trigger step (gmail account) with your other user's gmail accounts.

    Note: This can be a potential security issue having all users gmail accounts authenticated in zapier. Not the best way to do this security wise, but nonetheless you will get the report you want in Insightly. The other reporting options mentioned are much better options in regard to security. 

    Thank you,

    Micah

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  • Ah, that info helps clear some things up! Thank you again, Micah. I think this should get me there.

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