How Gift Baskets Overseas Streamlined Communication Using Text Blaze
Using Text Blaze to streamline communication with customers.
“Text Blaze helps us save time so that we can concentrate on each individual order and provide a great customer experience.”
I’m Simon, Order Processing Supervisor at Gift Baskets Overseas, a company of about 30-50 representatives that helps facilitate customs-free deliveries of a wide selection of gifts for any occasion in 200 countries.
Our daily workflows involve communication with multiple suppliers in all imaginable time zones and languages, 24/7.
When it comes to gifts, timing is almost as important as the occasion. This means timeliness is crucial for our customers.
We use Text Blaze to:
- Streamline communication with suppliers.
- Decrease our response times.
- Automate repetitive data entry & tasks.
- Make sure team communication is unified and has a recognizable structure.
- Make the joy of spreading gifts more efficient than ever before!
Streamlining communication with customers
“Our library of Text Blaze snippets helps us streamline communication and keep it cohesive across platforms.”
We are in constant communication with our partners to ensure deliveries are fulfilled in accordance with the highest standards.
During holiday seasons, like in December for Christmas, we experience a huge spike in workload and number of orders. During this time, maintaining communication with our partners is crucial.
We use Text Blaze to help us streamline communication and automate repetitive tasks.
For example, we use the following snippet in our daily workflows to make sure that the correct email address is added via BCC.
It checks the email of the sender in Gmail using Text Blaze’s Gmail command pack and automatically BCCs the correct email address. This snippet is imported and used in many of our other snippets.
BCC in Gmail
{web={site: domain}}{if: web=="mail.google.com"}{bcc={site: text; page=https://mail.google.com/*; select=ifneeded; selector=[name="bcc"]}; trim=yes}
{if: len(bcc) <1; trim=no}{if: {gmail-myemail}=="johnsmith@acme.com"; trim=no}{gmail-bcc: processing@acme.com}{endif}{if: {gmail-myemail}="bulkprocessing@acme.com"; trim=yes}{gmail-bcc: bulkprocessing@acme.com}{endif}{if: {gmail-myemail}=="support@acme.com"; trim=yes}{gmail-bcc: support@acme.com}{endif}{else}{note: trim=yes}BCC is on{endnote}{endif: trim=no}{else}{error: Use this snippet in Gmail}{endif}
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We also send reminder emails to our partners when we need additional information to complete an order.
We use the following snippet to send a unique reminder email in the language that is chosen in the drop-down menu. It uses Text Blaze’s Randomize command pack to randomly create a unique message.
Randomized reminder email
{note}{formmenu: default=Eng; Spanish; French; name=Language}{endnote: trim=yes}
{if: language=="Eng"}Dear Partner, {note: trim=right}{formmenu: First reminder; Multiple reminders; Unreachable partner; name=Status; cols=25}{endnote: trim=yes} {if: Status=="First reminder"; trim=left}{random-text: Could you confirm availability and budget?, \ Kindly let us know if you can process this order. We appreciate your support., This order remains active. Please inform us of availability and estimated budget., We look forward to your response. Would you be able to assist us?\ }{endif} {if: Status=="Multiple reminders"; trim=left}{random-text: We would appreciate any updates regarding this order., This order is still valid, and we are keen to receive your feedback., We have yet to receive a response—please share any updates you may have.}{endif} {if: Status=="Unreachable partner"; trim=left}{random-text: Unfortunately, our attempts to reach you via phone and email were unsuccessful. Please confirm receipt of this message at your earliest convenience., This order remains a priority, and the client requires an update. Kindly confirm if you can proceed. If you have concerns about the items or delivery schedule, please suggest alternatives or the next available date. Thank you., We would appreciate your quotation for this order. If modifications are needed for items or delivery dates, let us know. Should you require additional time to check options, please indicate when we can follow up.\ }{endif}
{random-text: Hoping to hear from you soon., Your prompt response would be appreciated., Thanks in advance., We look forward to your reply., Your feedback is valued.\ }{endif: trim=yes}
{if: language=="Spanish"; trim=yes}Estimado socio, {note: trim=right}{formmenu: First reminder; Multiple reminders; Unreachable partner; name=Status; cols=25}{endnote: trim=yes} {if: Status=="First reminder"; trim=left}{random-text: ¿Podría confirmar disponibilidad y presupuesto?, \ Por favor, infórmenos si puede ayudarnos con este pedido. Se lo agradecemos de antemano., Este pedido sigue en pie. Indíquenos disponibilidad y presupuesto estimado., Apreciamos su pronta respuesta. ¿Podría colaborar con nosotros?\ }{endif} {if: Status=="Multiple reminders"; trim=left}{random-text: Le agradeceríamos cualquier novedad respecto al pedido., Este pedido sigue activo y esperamos su respuesta., Aún no hemos recibido noticias suyas, por favor infórmenos si tiene alguna actualización.}{endif} {if: Status=="Unreachable partner"; trim=left}{random-text: Lamentablemente, no pudimos comunicarnos con usted por teléfono o correo. Por favor, confirme la recepción de este mensaje cuanto antes., Este pedido sigue siendo importante y el cliente necesita información. Confírmenos si puede gestionarlo. Si hay dudas sobre los artículos o la entrega, proponga alternativas o una nueva fecha disponible. Gracias., Esperamos su cotización para este pedido. Si necesita realizar cambios en los productos o la fecha, háganoslo saber. Si requiere más tiempo, indíquenos cuándo podemos volver a contactar.\ }{endif}
{random-text: Esperamos su respuesta pronto., Su pronta respuesta será muy apreciada., Gracias por su atención., Quedamos atentos a su confirmación., Valoramos su respuesta.\ }{endif: trim=yes}
{if: language=="French"; trim=yes}Cher partenaire, {note}{formmenu: First reminder; Multiple reminders; Unreachable partner; name=Status; cols=25}{endnote: trim=yes} {if: Status=="First reminder"; trim=left}{random-text: Pourriez-vous confirmer la disponibilité et le budget ?, Veuillez nous informer si vous pouvez traiter cette commande. Nous vous en remercions d'avance., Cette commande est toujours d'actualité. Merci de nous informer de la disponibilité et du budget estimé., Nous attendons votre retour. Pouvez-vous nous aider ?}{endif} {if: Status=="Multiple reminders"; trim=left}{random-text: Nous apprécierions toute mise à jour concernant cette commande., Cette commande est toujours valable et nous espérons recevoir de vos nouvelles., Nous sommes toujours en attente de votre retour. Merci de nous informer si vous avez des mises à jour.}{endif} {if: Status=="Unreachable partner"; trim=left}{random-text: Malheureusement, nous n'avons pas réussi à vous joindre par téléphone ou par e-mail. Merci de confirmer la réception de ce message dès que possible., Cette commande reste prioritaire et le client attend des nouvelles. Merci de confirmer si vous pouvez gérer cette demande. En cas de préoccupations sur les articles ou la livraison, proposez des alternatives ou une date disponible., Nous aimerions recevoir votre offre pour cette commande. Si des modifications sont nécessaires concernant les produits ou les délais, informez-nous. Si vous avez besoin de plus de temps, dites-nous quand nous pourrons vous recontacter.}{endif}
{random-text: En attente de votre retour., Votre réponse rapide serait appréciée., Merci d'avance., Nous attendons votre confirmation., Votre retour est important pour nous.} {endif: trim=yes}{gmail-bcc: processing@acme.com}
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We also use the following snippet to confirm the budget and delivery date for orders.
The partner’s name, email address, and other relevant data are stored in Data Blaze, and based on the email address for the email we are responding to, the relevant data is added to the email.
Automating data entry & repetitive tasks
“Repetitive tasks with data entry used to take 2-3 minutes. Text Blaze cut it down to just 15-20 seconds.”
We also use Text Blaze to automate repetitive tasks and data entry.
For example, when we place an order for a customer, we need to store data about the order in our order management system.
We use a snippet similar to the one below to read data from Data Blaze and automatically fill out a form for the information.
While we can’t show our internal system in this case study, the snippet below is a good example of how to use Text Blaze to fill out repetitive data entry. This example shows how to automate form-filling in a Data Blaze form.
We also use Text Blaze’s OpenAI command pack to use AI in our workflows as well. The OpenAI command pack allows us to translate text and come up with ideas using ChatGPT. Plus, with Text Blaze, it works right where we’re working!
Tips for implementing Text Blaze
When implementing Text Blaze, we recommend incentivizing your team to use Text Blaze based on usage.
For example, we announced a contest for active users on our team and checked organizational usage reports to see how our team is using Text Blaze and to reward those who used it the most. This encouraged our team to use the tool regularly and led to more efficient communication and workflows.
Another tip is to utilize sharing & commenting on snippets. With Text Blaze, you can share snippets with your team. You can leave comments on snippets and even @ other people on your team, which is a super useful feature for teams that use shared snippets.
Finally, investing time in planning your snippet library pays increasing dividends in saved time going forward. Building out the library of snippets your team uses will save you lots of time in the long run.
