Type Less, Say More!

In May 2023, we introduced an AI chat assistant feature for Redtail Speak, which let you streamline your communication process by suggesting suitable replies to your incoming messages. Today, we’re excited to introduce an all-new auto-complete enhancement to Speak’s AI assistant. Here’s how it works: Just start writing your new message; the AI assistant will give suggestions to complete the message, and you can hit TAB to accept. Let the Speak AI chat assistant finish your sentence for you, making your conversations quicker and more efficient. And because this new tool reviews your conversation and suggests text based on the 10 most recent messages in a room, Redtail Speak’s AI chat assistant ensures context-aware responses that align perfectly with your ongoing conversation.

By building on the foundation of the AI assistant, Redtail Speak’s new auto-complete function can help you take your client communication to the next level, allowing you to breeze through chats, reference past discussions effortlessly, and streamline your messaging process. With this enhancement, Redtail Speak’s AI chat assistant is your ultimate solution for having smart and efficient conversations with clients and prospects — try it now and experience the future of effortless communication at your fingertips.

The AI chat assistant integration is a third-party integration driven by OpenAI, L.L.C. or their affiliates (“OpenAI”), allowing for integrated access to the OpenAI services, including ChatGPT functionality. Redtail Speak users are able to turn the integration on or off at their discretion.

Instructions for enabling the AI assistant at the database and user level, as well as more detail on usage, can be found here.

2890-OAT-10/19/2023

Redtail Speak now offers an AI assistant that can help with your client communication efforts. It suggests text message responses based on your previous text history with a specific sender. This feature aims to streamline your communication process by suggesting suitable replies to your incoming messages, which you can then accept/regenerate/edit and send.

The AI assistant integration is a third-party integration driven by OpenAI, L.L.C. or their affiliates (“OpenAI”), allowing for integrated access to the OpenAI services, including ChatGPT functionality. Redtail Speak users can turn the integration on or off at their discretion.

Instructions for enabling the AI assistant at the database and user level, as well as more detail on usage, can be found here.

1258-OAT-5/5/2023

We’re rolling out two updates to the Redtail Speak platform today: 1) an allowance for incoming text messages (without an invite) and 2) a Call Forwarding option for Pro level Speak accounts.

Incoming Text Messages

While everyone you engage with via text using Speak must receive and accept a Speak Invite Message from you, your clients and prospects can now initiate that process by sending a message to the telephone number you’ve designated as your Speak number. You’ll still need to respond with, and they’ll still need to accept, your Invite Message when you receive these first incoming messages from them, but this new functionality allows you to begin advertising the phone number you use for Redtail Speak. This, in turn, allows your clients and prospects to begin taking advantage of the opportunity to contact you via this communication channel prior to your reaching out to them via text. More details are available here.

Call Forwarding

If you have a Pro-level subscription to Redtail Speak, you now have access to Call Forwarding. This means that you can set your Speak account up so that if one of your recipients attempts to call the telephone number assigned to your Speak account, their phone call will be routed instead to the phone number you’ve indicated in your settings, since Speak numbers will only receive texts. More details on Call Forwarding are available here.

0297-OAT-2/1/2023

Your CRM Reminders are now accessible from within Redtail Mobile!

From your navigation menu within Redtail Mobile, you’ll now see a link to your Reminders:

After tapping that option, you’ll see your screen displays an Overdue Reminders section, Today’s Reminders, and upcoming reminders as you scroll the screen:

To see Overdue Reminders, just tap that area at the top to expand them into view. Regardless of whether you are viewing an Overdue Reminder, a Reminder for today, or an upcoming Reminder, you’ll see an option to access the Contact Record associated with the Reminder (or the Workflow Task, if it’s a Workflow Task Reminder).

You can also filter which reminders are on display by first clicking the Filters button on this screen:

Then, select the types of reminders you’d like to see and tap the “show results” button:

Note: any applied filters will remain in place until you have logged out of the app.

Some general notes on this new feature within the app:

• Reminders display on this screen for the same time range that they display on Today –> Reminders within Redtail CRM, with those reminders controlled by user preferences adhering to those preferences within the app.
• The Reminders screen offers a “Filter” option that retains user selections during a login session to limit the Types of reminders displaying.
• Workflow Task Reminders will only display here if they are assigned to the logged in user. They are completable from the “Edit Workflow Task” screen (accessible directly from the Reminders screen).
• Overdue (Past) reminders are collapsed by default and can be expanded/opened to view/access. 
• Navigating to a contact from a reminder is as easy as clicking on the contact’s name.

0166-OAT-1/20/2023

We’re so happy to let you know that a brand-new version of Redtail Imaging, our electronic document storage solution, is now available! It is available as a standalone solution, while also offering integration with Redtail CRM for those who subscribe to both.

Below are some of the updates you’ll find in our new version of Redtail Imaging:

• Previous versions of Imaging were reliant on Retriever for Imaging for bulk upload of files or folders from your desktop; because of this limitation, Imaging was largely a PC-only application. We’ve done away with any need for Retriever for Imaging — bulk upload and download are now available right from within the web-app.
• Two licensing structures are now available: a Basic Plan that offers up to 200GB of storage for $75 per month or a Pro Plan that offers up to 1TB of storage for $150 per month. Previously, there was one pricing plan for Imaging, offering up to 10GB of storage for $49 a month.
• An overhauled, modern user interface that is much easier to navigate and interact with.
• We’ve eliminated Libraries. You now have one root folder from which to initiate your desired folder structure in Imaging.
• We’ve added an Archive for Imaging accounts. In previous versions of Imaging, to remove a file or folder from your database required deletion, and you would have to contact Redtail to have your deleted items restored. Now, when you no longer want a file or folder in your Imaging database you archive it instead (which allows you to restore it on your own later if the need arises).

We’re confident our new version of Redtail Imaging will help you streamline your document management process while also helping you meet your compliance requirements in regard to document storage.

Further links to get you up and running with Redtail’s new Imaging solution (for new Imaging users or for existing users migrating over to the new solution):

• Redtail Imaging: A First Steps Guide
• Imaging Settings
• Site Navigation in Redtail Imaging
• How do I access my Imaging Account?

If you’re interested in learning more, please contact our Sales Team at 800-206-5030 opt. 2 or at sales@redtailtechnology.com. You can also learn more here.

2359-OAT-12/6/2022

If you are the database owner for your firm’s Redtail Speak account, you now have access to Reporting from your navigation menu on the left:

 

 

After clicking the Reports option, you’ll see a list of text messages and events from your Speak database, a sample of which is below:

Note there are two buttons above your report, Filters and Export.

If you click the Filters button, you’ll see the below:

Date allows you to filter by some predefined timeframes, or to set a custom date range.

Message Type allows you to filter by any combination of Texting, Team, Direct, or Broadcast messages.

Sender allows you to filter by one specified sender of messages.

If you click the Exports button, you will be provided with the opportunity to download what is currently displayed in your report as a .csv file.

You also have the ability to search the report:

Note: this search box only searches words or phrases in your Text messages themselves. It will not search your message type, your sender names, or system-generated messages (e.g., someone joining or leaving a room).

If you’re interested in learning more, contact our Sales Team at 800-206-5030 opt. 2 or at sales@redtailtechnology.com for a live demo and join us for our weekly “Redtail Speak Overview” webinar, where we cover Speak in much greater detail. You can also read more about Speak here.

1855-OAT-10/5/2022

Last month we announced that Broadcast Messaging is now available for Redtail Speak. Now, we’re happy to let you know about a small update to this functionality that will allow you to address your contacts individually in your Broadcast Messages. Merge fields for Broadcast Messaging will provide you with the opportunity to personalize these texts, regardless of how many individuals you are sending a given message to.

Inserting a merge field into your messages is as simple as:

• clicking the spot within the Broadcast message area that you would like the merge field to go
• clicking the (x) icon next to the emoji icon
• selecting your merge field

If you’re interested in learning more, contact our Sales Team at 800-206-5030 opt. 2 or at sales@redtailtechnology.com for a live demo and join us for our weekly “Redtail Speak Overview” webinar, where we cover Speak in much greater detail. You can also read more about Speak here or about Broadcast Messages specifically here.

We are pleased to announce that one of the top requests of Redtail Speak subscribers is now available on the platform. You now have the ability to send one text message to multiple clients (bulk text messaging) which displays as an individual text message for each recipient. This new functionality is called Broadcast Texts and you can learn more about how to use it here. Along with this capability we have also introduced the feature to bulk invite your contacts to text with you (again, displaying as an individual message for each recipient).

If you aren’t a subscriber and would like to learn more about Redtail Speak, it offers a compliant way for you to text message your clients and collaborate with your staff in real-time and is available as a standalone texting/chat solution, while offering integration with Redtail CRM for those who subscribe to both solutions.

With texting now an everyday part of every generation’s lives, incorporating a texting solution into your practice as a financial advisor allows you to solidify your client relationships through more effective engagement and improved communications. Speak also empowers your team to communicate directly with each other by providing team members with access to the same communication threads, which helps to eliminate bottlenecks while also documenting important internal conversations.

In addition to the new Broadcast Texting feature, below are some of the updates introduced when we rolled out our new version Redtail Speak early in 2022:

• the ability to schedule your messages for delivery at a later date/time:
• the ability to create Message Templates to streamline creation/delivery of commonly sent messages of a similar nature:
• the ability to customize individual users’ texting Invite Message to your clients:
• the option to set Out of Office messages for defined periods
• a completely new user interface accessed via browser tab rather than as a pull-out module within Redtail CRM
• access for non-Redtail CRM users; integration with Redtail CRM for those who are CRM subscribers
• a new app to make communications on-the-go even easier
• flexible pricing based upon your needs
• a trial version to determine if Redtail Speak will meet the needs of your office

And, just as with the prior versions of Redtail Speak:

• enjoy secure texting with your clients
• everything that is sent through Speak is automatically archived—everything is searchable. Institution-level searching is also available.
• you can send and receive attachments—images, Office files, etc. View images inline, with no need to download.
• you have unlimited channels for group team chats and unlimited private direct messaging for one-on-one conversations with other team members
• expect full emoji support

We’re confident Redtail Speak will help you improve your overall client experience by allowing you to meet your clients where they live in terms of preferred communication channels.

If you’re interested in learning more, contact our Sales Team at 800-206-5030 opt. 2 or at sales@redtailtechnology.com for a live demo and join us for our weekly “Redtail Speak Overview” webinar, where we cover Speak in much greater detail. You can also read more about Speak here.

You can now save your Standard Report Filters for repeated use

If you find that you consistently apply the same filters to one of Redtail’s Standard Reports to meet the unique needs of your office, you now have the ability to save those filter options for quicker access to the report data you’re looking for!

Let’s run through an example with the Contacts by Category Report to show how you save these and then access them again in the future. Note: while your filter options will vary from report to report, the method for saving filters and accessing saved filters will be the same across reports.

Once you access your Contacts by Category Report, you can click the “filter” button in the upper right corner to begin setting up a saved filter:

Clicking the “filter” button will bring up the applicable filters for whichever report you are working with at the time, set to the filter’s default settings. For the Contacts by Category Report, you’d see the below:

Note: there are two tabs at the top of this — Options and Saved Filters. You’ll use the Options tab to choose your parameters for the filter you’d like to save. After choosing the parameters you’d like to change, your Filter Options selections might look like the below (highlighted area indicates changes):

You’ve changed the the Contact Status to “Client”, the Contact Source to “Website Lead”, and limited the contacts to those serviced by “Denis Johnson.” If you only want to run this one time, you can just click “apply filter” to see your report with these filters in place. If, however, you anticipate this will be a report you’ll want to return to again and again, you can click the “save & apply filter” button to make it available for future use. Either way, your filters will be applied once you click one of those buttons.

If you do click the “save & apply filter” button, you’ll then see the below:

You’ll want to name your filter for the report in a manner that is descriptive enough to make it easily identifiable when you want to return to it again. In the case above, you might choose something like the below:

You can then click “save & apply filter” to see the report with those filters applied.

To return to your report at a later time and run those filters without having to go through the setup process again, click the “filters” button at the top of the report and go to the Saved Filters tab:

You can then click the Saved Filter title to apply the filters you’d like to apply (in this case there is only one option, but over time you are likely to have multiple Saved Filters for many of your standard reports. Note: this is why it’s important to give your saved filters explicit names so it will be clear at a later time what the filters will return in your report). Note as well that if you click the Actions button to the left of a saved filter’s name, you can rename or delete a filter.

Alternatively, you can edit a Saved Filter if you find you missed something on your initial setup.

To edit a Saved Filter:

• First, apply it from your Saved Filters tab. This will bring up the report with the saved filter applied.
• Then, click the filters button above your report. This will bring up the Filter Options box with the Saved Filters parameters displayed.
• Make any necessary changes to those filter parameters.
• Click the “save & apply filter” button.
• You’ll then see the below where you can choose to save your changes as a new set of filters or to update an existing Saved Filter:

Note templates are now available in Redtail Mobile!

When creating a Note in the app, you now have an option to pre-populate much of the data using Note templates that you’ve created within Redtail CRM:

After tapping the area above that says “Create without a Template”, you’ll see all available Note templates within your Redtail CRM and can select the one you’d like to use. You can learn more about creating Note templates in Redtail CRM (which will simultaneously now make them available in Redtail Mobile) here.

Follow-up activities can now be created when creating Notes!

Toward the bottom of your “Add Note” screen, you’ll see a toggle you can switch on next to “Follow-up?”

If you toggle that on, and then click “Save Note”, your note will save and you’ll be taken to a new Activity Details page, where you can complete all relevant information for that follow-up activity. Note as well that you can select an Activity Template to use for that follow-up activity. Learn more about Activity Templates here.