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client relationship management tools are a must for any business whether you are a mid-sized small Enterprise level company it doesn't matter keeping all of your contacts and your deals and your activity tracking all in one place is crucial to the success of your company and so that's why today I'm going to be showing you how to build out your own light CRM inside of Asana and if you're new to the channel my name is marquee and you've landed on the number one channel on YouTube for all things related to Asana process Improvement and project management now when it comes to crms you're probably already very familiar with tools like HubSpot Salesforce pipe Drive close high level and so many others and so if you're after more robust activity tracking lead tracking automated emails automated workflows then definitely check out one of those tools but if you don't need all that power and you're really looking for a simple way to manage all of your sales activity then this light CRM inside of a Sonic that is for you let's get into the demo so what I've got here is a series of projects I'm going to walk you through them high level here really quickly so you can really get an understanding so starting off at the top I have this contacts project and so everything really just stems from this team and I'm going to take some time today we're just going to build this out together so you can see how I kind of think through this and then I want you to keep in mind how you can apply this in your own company and your own use case but inside of our our contacts project here just got these the task name I've got an assignee and due date which we actually won't even need so I'm going to remove the assignee and due date for now but we've got a contact email address company name so these are two text custom fields and then we have a few single select Fields one for company size annual revenue the location the industry and then the contact owner was a people or a person uh custom field that I created and so what I'm gonna do first off is just kind of talk through the different ways that we would even get contact into the CRM so once you've got your your Baseline custom Fields there's a few ways you can do this obviously we can go in and we can create a new task right and we can put in person name right here so let's just do one because I'm a fan um like at gmail.com I don't know if that's how you spell it sorry maybe including the warehouse was what 50 people and I don't know what the revenues were Scranton Pennsylvania industry manufacturing let's just say so there we go we've added a contact to our CRM it really can be that simple now you can take this to another level and you can convert whatever this is whatever you want your standards to be maybe you want to add in some information here that you would fill out later on we can always convert this to a task template that you pull from and so adding contacts is as simple as deploying the new task template and then there you go you've got your new contact in there a third way that we can do this is by using forms and so I've got one form in here and it's pretty basic right now so I've just got you know the full name email address company name location size you know all of the same custom fields that you saw there earlier and I've included a new one here called how can we help and so this when filled out um will just go into the task description now keep in mind when you're using forms you can go one of two ways either the sales person or the deal owner can be responsible for filling out this form and getting that information into the CRM or you can take this and this can be an embedded form that is now on a website or some other place that is public and then depending on the information you need the the recipient to fill out you would just change some of these fields but for this example I'm going to be pretending that I'm the salesperson and I'm filling this out because a new contact is joining um our Pipeline and so I'm going to add in a couple more custom fields for us so we can start to get a feel for what this could look like in real life so I'm going to create one called lead status and it's going to be a multi-select and I'll show you exactly why once we get there because we're we're actually going to be creating this contact database I'll tell you now we're creating this contact database as the main Central hub for all contacts all information and then from here we will have a deal pipeline we're going to create a newsletter subscriber list we're going to create an active Client List and a former Client List and so you want to have everything in one spot so that you can simply stem it from there and you're going to see how multi-homing will really come into play so here we're going to have a new lead and then we're going to have an opportunity like so active clients no order obviously I'm just putting in some different options for us event registrant because we might want something like that if we start doing different events we have a partner vendor and then a nurture stage as well all right and let me just spell that correctly there we go so I'm going to add that in there for us before we move on I'm going to show you one more one more way that you can add contacts to your CRM and so I've shown you the manual route whether it's just typing it in and creating a new task going the route of creating a task template we've seen forms and one thing that I've done for some customers is just set up a simple zap so if you still do want to integrate this into other tools like Gmail or Outlook you can simply set up a zap so in this case I've stated that when there's a new start email inside my email address then it will create a task in Asana and then it will add it to that relevant project so here we are in the system builder Academy Asana instance it's going in the contacts project and then we have the name of the email sender we've got the subject and the body and then the contact email is going in the email custom field so that's one of the ways if you did want to add some baseline Automation and clean up your email you know tracking and your your sales tracking activities and make it more streamlined that's one of the ways you can do it so let's get back to it here so what I'm going to do we've got our three contacts here I'm going to go in and I'm just going to update this form and just test it just to make sure that it's working and so we're going to go in and full name is just going to go to the task description but we want to make sure that when the form is submitted there we go that the full name is what actually gets added as the task name now for email address we're just going to go and add these to our different custom fields that we created it's going to go to company name location we'll go to location perfect company size we'll go to company size we've got different drop down options there and then annual revenue there we go industry I'm just going to select all of these and then how can we help we'll go just right there I'm also going to add in the one that we just created and that was a multi-select and it was lead status so again this is the case where we are the salesperson and we're putting in the leads ourselves there we go and make that required so now I've got this form let's just test it out um we're going to view and we're going to photo make sure it works so full name taco the dog Taco's laying here right with me um funny story where we used to live there was a puppy that was the same age as taco and lived right behind us and her name was Belle yeah I know very funny why can't I spell there we go um company size there we go we've got some annual revenue here industry health care how can we help I need help with services and then this is a new lead and I know that they booked a call so I'm just gonna go opportunity there we go we're gonna submit that form and we're going to see it's already been received there we go so that's great but now we obviously want it to do a little bit more for us when it's submitted we want to make sure that it goes to the right place so I'm simply going to state that any tasks that are added to this project will go to this section contacts just like so so as this starts to fill up you can kind of see what's happening right so within this view now we've got company size we can filter by I'm going to move lead status over here actually we've got lead status that we can filter by we've got company size we can filter by we've got annual revenue we can filter by and there's an industry as well so if we did go up to filters right we can come down here and if we want to see everyone that's in the 250 000 to 500 000 range we can simply do that and then we it will filter out all the other contacts so remember when I said this is going to be our Central database and we're going to pull everything from you have an option here so depending on what your use case looks like you can have it so that your contact database is everything and you use filters to create these different views to pull the information you need you can also take it a step further where like I'm going to show you next you can create different projects that you then multi-home all these different stages too based on that filtering so again you've got a choice to make play around with it have some fun um but it is totally up to you as things do progress right like if you have a finite number of of clients or donors let's say you can make the company name a single select field rather than a text-based field and filter on that then you can create another project where it's just company names and now you can have all of the people maybe you have multiple contacts for one company it's not just one person you're talking to now you can filter all of the people within company ABC within a view as well so there's really no limit to what you can do it just depends on how manual you want to be with these processes so great we've got some stuff here new contacts get added great um we've got some basic automations running for us and then you know maybe we can assign it a contact owner let's just do that so we're going to assign all of these I'll just do it on the same one there we go we're going to assign these to who we want to sign it to Why Not Me There we go so now we've got this now the next thing we want to do here is move some things to the deal pipeline so these are all new leads that have come in maybe they haven't booked yet we can see we have one opportunity and in my world I use HubSpot when someone books a call with me they automatically turn into an opportunity they are a deal that I'm now tracking and so I want to see what stage they're at in my sales pipeline I don't just want to see all their information here I want to see where they're at how close they are to buying from me and so what I'm going to do now is I'm going to create another rule within this project we're going to do a lot of Rules from this project so I'm going to State now that anyone who is lead status opportunity the action we're going to add them to another project and they're going to go to the deal pipeline under either new lead or call books so in this case I'm going to put them under newly just for fun because it's already right there so now as we are going through we're doing our sales activity you know anyone that I select as opportunity assana is going to do its thing right there and then it's going to move to to the deal pipeline so now we can see you know Marquee Murray is at the new lead stage and as we move through call booked right we can now add new rules and comments or other actions right so this can be assigned to a new person I'm just going to add a new comment and I'm going to use one of the variables that says that the task or the rule trigger in this case um there is a new sales opportunity um start researching for the call just like that so I'm not going to go through all the different kinds of rules I have lots of videos on how to create rules but just think as you move this through the stages how automated do you want this to be how much do you want Asana to work for you versus you having to do all of that different manual upkeep right and so what I'm going to do now is I'm going to add a few more custom Fields because we had some inside of our main contact view but in the deal pipeline view we want to see a little bit more when we click into the task here we can still see all the custom fields that have been carried over right but none of these are really related to the deal itself and so I'm going to go in I'm going to create a few others let's go in let's add some custom fields and now I'm going to create our different deal stages so I'm going to call this one deal status like so and basically all the stages that we had earlier we're just going to update those so new lead call books a qualified so again whatever your stages look like is what's going to make sense for you closed one closed lost and then we'll have one called unqualified there we go so we've got some custom Fields there that we can now play with there we go we've got deal status is coming in it's going to be in one stage at a time so maybe one of the rules in this section is when it moves to call booked we are going to add the deal status as call booked like so right and then we can now manage all of our different fields so I'm going to add a few more for us here this one is going to be called deal amounts because we want to know how much the deal actually is so that's going to be a number and we're going to do it in dollars with two decimal points great I'm gonna add that in because why not and then we're going to go products as another maybe we want to have all of our products easily pull from the CRM database so product one let's just do a bunch of them to three four like so and then I'm gonna have another one just called close date and we're gonna pull in a date custom field there as well so now we've got all these different activities so we can see within our main task let's just add in some information about a deal status it's in the closed book section the deal amount is five thousand dollars we've got um product one and product three that they're purchasing and the potential close date I'm gonna give them you know about a about a month here to to close this deal out so now we've got all this information here in the deal Pipeline and as you know right moving them in another project is independent of the originating project it's not going to affect the stage that it's in within contacts even though there's only one section right now but as we move through here right we can move to qualified we can move to prep proposal maybe when we've even sent the proposal now we go into the stage where we're following up we presented this proposal we're waiting for them to sign and say yes but they have questions they have to bring the proposal to their board or their senior leadership team and they have to gain approval maybe we're in the procurement stage and they are going through legal review and you know adding you as a vendor there are so many different variables that can happen within this stage so what I'm going to do now is I'm going to create a new project all right so I'm going to create just a blank one and this is going to be called um what should I call I'm going to call it my nurture list foreign there we go it's going to be a board like so let me start adding our new tasks to it so now I've got a stage where I can do follow up email one let's copy that follow-up email to and then I've got follow-up phone call one copy that over follow up phone call to and then I've got um follow-up email three right this is a lot of following up so I'd recommend creating some kind of lead nurturing sequence where there's specific emails or scripts that you're using right and then I'm going to create one more for break up email right because sometimes things just don't work out and we need to go our separate ways so let's get back to our deal Pipeline and move nurture list up there and so now we can stay great when it gets to follow-up it's what stage of follow-up are we in we're hoping that they'll just go to closed one but again that doesn't always happen so we're going to add a rule that when we get to follow up it's going to add to another project we're going to multi-home yet again right and it's going to start off in whatever stage we're at so maybe we actually started in follow-up two because we've already sent them an email with the proposal we've already you know um try to check in with them and they didn't get the email or they haven't responded yet so I'm just going to move it back into our follow-up section here there we go Hassan is doing its thing and there we go it's now been added to the follow-up email and again when we move it through here it does not impact the field before once we get to a place that makes sense maybe after you know follow-up three maybe I'll just have closed one here as well I'll do the same thing I'll do closed one and close lost right so we were following up and they finally say all right let's do it let's go for it so now we can move it to here and then we can add that rule that says you guessed it we're going to update the the deal status um completion status nope let's go back in there we go when it moves to close one we are going to update our cause you just need you to clip that part because I didn't add the custom field here all right so now let's move it to closed one and we want to add that rule so that it updates everywhere as well so what we're gonna have to do now is we're going to have to actually add that custom field here so let's add it to this project and we're going to call this deal status like so so that we can now add this rule in so we're going to State actually let's do it from this section we're going to state that when it's moved to closed one we're going to set our deal status to closed one like so and so if we keep going you know this way what's going to happen I'm gonna have to do it here as well I'm going to add this rule here that when the deal status is updated to closed one and we'll just go a step further let's add the inverses closed one and then let's add the trigger that states the opposite closed one there we go so now whether we move it there physically or we just change it in the drop down in either project you know the same action is going to happen so we're going to move this to closed one and excuse me we're gonna move this to closed one and now that everything's been updated as far as rules go we're gonna see that it's also in the closed one section as well so when we get here now there's so many other things we can do right now we can say okay great we've got closed one we can notify a project manager we can create a task for someone we can create a task um from a we can create a project sorry from um this this lead we can create it from a template like there's so many options for us at this stage and so think about the possibilities think about how you can apply this inside of your company but that's how you know it really could move through and so we're gonna do one more thing here actually let's do a couple more things so I'm going to add in my email subscribers or my newsletter subscribers so again if we're going through this manually or we now have a form we can create a secondary form right like so and we can say name email address and this is our email subscriber list right maybe this is an embedded form as well so um please or no um sign up for our Weekly Newsletter like so so maybe now this is an embedded form right where we're getting their email we're getting their name and so on um and then we can now add this to another specific list so that's one way we can do it let's let's go and create that and I'm going to copy this this link form or we can have it in our existing form that if we know that they're an email subscriber we can simply go like this add them as subscriber and then like we've done previously we can then multi-home them to the subscriber list as well and again you make the decision on which way you want to go do you want to just use filters like so and um go by lead status anything that contains subscriber right we can do that that's one option but I also like the option where we're multi-homing it so I'm going to create that rule for us just because we're here and that's not a rule there we go so now we're going to create this that any trigger that has that lead status of subscriber we're going to add it to a new project it's called the newsletter subscribers I'm going to put it in the subscriber section so let's release this filter and let's add Alex Murphy as a subscriber and let's see a sauna do its thing there we go so now we can see a list of all of our subscribers I'm gonna have to add in this custom fields that we have in our contacts view so that's why I added them earlier so now we have company was it email contact email address there we go that's probably all we need is a name and email address for this if in our form that we created if in the form that we created we had you know a drop down for what their interests are right we could have this be embedded into our website and then that can populate this so we can now have a custom drop down field for the different interests to know what information to send them in that Weekly Newsletter all right so I'm gonna do one more thing and then um I think that should be it for today I'm going to create another project it's going to be a blank project and we're going to go we're going to call this Client List it's going to be really simple but if we want to get a realistic snapshot of all of the active clients and former clients and and their different stages or our partners right we can now create different sections so we can go active client oh didn't mean to press tabby um former clients and then we can have another one called vendor partner maybe all right so let's go back to our contact list we're gonna have two that are subscribers and active clients like so and then we're going to have one that is a former client and one that is a partner okay and so like we've done already I'm gonna have to add those custom Fields if I want to see them in this View um so we're gonna go in we're going to add that lead status what did I call its contact status let's go back and see it is lead status maybe I didn't add it it's edit that Fields nope I didn't add it there we go let's search it lead status perfect so now let's go back I'm just gonna do one of them for us so we're going to create another rule remember I said we're gonna have lots of rules right if you get to the point we're at too many rules then you may just want to then create them in another project and then multi-home them there but by doing it this way and limiting the amount of rules we use we can make sure that we automate this as much as possible so I'll do one of them for you and it's going to be really simple something that we've done a million times but whether it's moved to the section um sorry not section it'd be lead status so whether we are updating the lead status or we're moving it to another project and this is active client um we are going to add it to another project and so this is going to go to our Client List under active client like so and then we're going to create another rule for taco the dog so again the lead status is former clients we're going to add it to that other project put it under former client and then I'm going to do one more for our partner vendor down below just like so so you should be an expert at Rules by now if you already weren't and then we're going to move it to another project or add it to another project and put it in the vendor partner section great so let me just uncheck this really quickly oh almost messed that up so let's go back in and let's um let's update that rule so where was it active client did I not save it maybe I didn't save it so here we go lead status is set to any of partner or vendor like so we're gonna move it to that Client List and put it in Vendor partner we're going to create that rule there we go so now let's do this uncheck these like so and this one we are going to remove from active clients same with this one and this one will move from former clients like so now let's go check out our Client List there we go so we've got all four of our contacts now we've got them separated so again you can do this by filtering but if you do want to have that quick view because maybe there are people over here that like your arc on the customer service side of things and their responsibility is just servicing your active clients so this can be one way where we can come in right we can view all the different fields I would suggest turning these on and all of the projects we've created but now we can see last modified on created on created by so if anyone is responsible for checking up with customers and we can see that Alex Murphy hasn't been contacted or no notes have been added since you know three months ago then that's one way that you can use these tools so that's it for now um I really hope you enjoyed this video I'd love to see what you come up with in your space again there's no limit and no end to what you can do within Asana so love to see what you come up with if you like this video please like subscribe to the channel if you haven't and share this video with someone that you know who might find this helpful because it's truly through people like you liking commenting and sharing that we're able to get this video in front of more people who need it so thanks for watching we'll see in the next video [Music] foreign [Music]