http://www.highrisehq.com (HR)
Highrise (HR) is a simple, web based CRM tool written by the folks at 37signals.
I used to class my reliance on HR as in the same league as Freshbooks until quite recently. I love the way I can assign tasks via email as well as BCC emails or FWD emails so that they are attached to contacts set up there. It's become more and more important for me to be able to go back to clients and say "No, no, no. We agreed X at Y" and HR is a great dump for that.
However, I've recently moved over to GMAIL to handle the JOJET.COM emails. Now one of the (many) reasons I migrated to Google was because I was having problems searching for past emails and what does Google do well? Yeah, search. The search tool in GMAIL is very powerful with many, many options to help you target exactly what category of message you are looking for.
The HR search compared to GMAIL's is like comparing the Wright Brothers Kitty Hawk to a Saturn V rocket - no contest.
Tags and cases
GMAIL search made me think "hmmm...ok I am storing this info in HR because it's important for me to track it BUT does HR give me easy access to it?". The answer currently is a resounidng no. HR has organisational facilities of "tag", "case" and "deal" but none of this helps me much. 'Tag' operates at customer record level (e.g. flag all customers of type x). 'Case' is a great way of grouping associated notes BUT (unless I'm missing something here) there is no way to see what cases apply to a client when you are looking at a particular client's record - e.g. if I had a client and I was working on three separate "projects" with them then I should easily be able to carve into those from that client's page as that would be the logical jumping off point no?
Deal or no deal?
The final (and still fairly recent addition) is "deals". Deals look like cases with a bit of dressing on them. I suppose they were setup to help properly track what jobs being pitched for have been won or lost - but seeing as this isn't really am itch I need to scratch, the lightbulb doesn't come on for me (sorry for mixing my metaphors). I DO like deals though because, unlike cases, they DO have a higher level of visibility when in a client's record. So, I could use deals to group clients notes the way I want but this would be almost bastardising the deals concept which always makes me feel a bit uncomfortable; like when I start to hammer nails into a chest of drawers from IKEA with a pliers - it just feels wrong and I know that something will break if I carry on.
So I've established that I fire off emails into HR but I don't really search for them (as it's such a pain) and organising them in HR is tricky as the tools are too primitive. I started thinking that perhaps I could skip HR as, when in GMAIL, with judicious application of the right labels etc (and with GMAIL's superior searching) I could get access to the info a lot more easily (with the admitted constraint that I lose the multiuser access - that wouldn't be a problem now but could change in future). Find what I quote (and what the client reponded with) in GMAIL for a client would be a lot easier in GMAIL.
Tasks
One thing I have found that I love HR for is handling tasks. I use my Blackberry (BB) a lot and, in an attempt to learn a lesson from the "Getting Things Done" book, I try to make sure that relevant tasks are recorded for action rather than being kept in my easily overpowered brain's RAM. From my BB I can email tasks direct to the nice HR "tasks" screen and, better still, on the email specify whether this task is for today, tomorrow, this week, next week, later etc.
...but tasks aren't what HR is really there to solve...it's meant to be a simple CRM. Again I'm feeling I'm using the wrong tools on my latest purchase from IKEA.
A futher issue for me is why stick loads of contact data in HR when it is already in my GMAIL contacts? I can't stand having data in two places (three with my BB). And surely before you immediately try to cross the sync canyon (e.g. custom API, SOOCIAL etc) you should think - why do I need these two data stores? cannot I not bin one?
The End
I'm getting the feeling that my days with HR are numbered. A few months ago I would have found that hard to believe but the fundamental truth is that, whilst I pump a lot of information into HR, I don't get much out apart from working with tasks and I don't think tasks are best placed in HR.