Contact Management & Groups

Transcription

1 Contact Management & Groups Learn How To: Manage a database of contacts Add new contacts Create Groups Upload a mailing list Modify the Mailing List Form Begin by going to SiteBuilder after logging into the Client Admin Site (back end) with your user name and password given. Click on the blue icon named emarketing. Add New Contacts (Manually) Under the emarketing tab> Go to Contact List> click on Add New Contacts Click either Contact With Addresses or Contacts Without Addresses. We suggest with addresses to start communicating with your customers. Click Add New Contacts You will see the following form:

2 If you had created groups, you will see them under group:

3 Enter as much information as you wish in the fields provided. You must enter at least the contact s name and address (not doing so will result in the account being stored in the Contacts Without Address section) You must enter the contact s birthday and/or anniversary in the fields provided so that you can use the egreeting card Autoresponder Click Add Contact at the bottom of the form. Click Clear My Entry to return to the previous screen. In the example shown below, two entries, Lam, Andrew and Tan, Joyce has been added. Any further entries will be added to the column. Entries are alphabetically ordered by last name A maximum of 500 entries is allowed ( for Professional Package) Blocks of 500 addresses can be bought at $S10 per month Click the pencil icon to edit information on an account Click the X icon to delete an account from the list

4 Create Groups Under the emarketing tab>go to Contact List> click on Groups and Add the names of your various customer segments. Groups: You will see the ID Group numbers generated by the system at the back end. This can be seen in the table of instructions under Upload Data File as you add groups. Ensure you use the group ID number provided in the Group ID column of your csv file. e.g., You have created groups in your contact list, please use the group ID number provided below in the Group ID column of your CSV file. Group Name CP Customers Group ID 113 CP leads 114 CP Staff 115 e.g. CSV file under column Group ID - enter groups you had created for your databases e.g. 113 or 114 or 115 as created under groups. You have to do this first when you want to do a mass import of your database contacts Upload Data File: Enabling a Mass Import Under the emarketing tab> Go to Contact List> click on Contacts and Click Upload File to enable csv file import. File must be *formatted. But first get your database in order- export it and format it From your Microsoft Outlook or Express, you can export your contacts in csv format.

5 The so-called CSV (Comma Separated Values) format is the most common import and export format for spreadsheets and databases. OR Download the excel sheet template found in Upload Data File instructions and key in your contacts manually. (A blank Microsoft Excel Spreadsheet with the required columns is provided for your convenience so that you may paste in the appropriate contact information for your import. Please click here to download a copy.) Click the Upload Data File to view the exact requirements to configure a data file for upload. This enables up to 500 contacts at one go if it is formatted correctly. Formatting your csv file: *You must format the fields in your csv file to imitate this list of fields exactly (as appended) and in the same chronological order as you see below OR import of mass contacts in csv file will fail. Address, First Name, Last Name, Middle Name/Initial, Address 1, Address 2, City, State, Zip, Country Code, Phone, Mobile Phone, Fax, Birthday, Anniversary, Company Name, Profession, Company Address 1, Company Address 2, Company City, Company State, Company Zip, Company Country Code, Company Website, Chapter, UserName, Password, Membership ID, Membership Level ID, Membership Expires, Group ID, Referral, Notes

6 at the back end. NB : Country Code must be correctly done. See the link provided in table found in Upload Data File. When fields have been mapped and Group IDs correctly placed, you can import the data file. A screenshot of some of the formatting instructions are appended. The excel sheet template can be downloaded in the link provided seen at the end of table in Contact List Upload Contacts List Upload Formatting: If you wish to upload your contact list from your current system, please use the following format: Birthday and Anniversary date must be of the format: MM/DD/YYYY, otherwise they will be blank. There should be one row per contact. To avoid time out, break your input data into files with maximum 500. contacts (rows) in per file. Fields: Address, First Name, Last Name, Middle Name/Initial, Address 1, Address 2, City, State, Zip, Country Code, Phone, Mobile Phone, Fax, Birthday, Anniversary, Company Name, Profession, Company Address 1, Company Address 2, Company City, Company State, Company Zip, Company Country Code, Company Website, Chapter, UserName, Password, Membership ID, Membership Level ID, Membership Expires, Group ID, Referral, Notes Country Code: The address information for your contact requires a country code. The country code is defined as a two letter combination that uniquely identifies a country. Please enter the correct two country code for your contact. For the list of country codes, please click on the Country Code List link. Groups: You have created groups in your contact list, please use the group ID number provided below in the Group ID column of your CSV file. Group Name Group ID CP Customers 113 CP leads 114 CP Staff 115 Modify the Mailing List Form - Configuration This section tells you how to enable the various fields in your online mailing list. At the front end of your website, it appears under Contact Us.

7 Go to Contact List > Contacts > Configuration to set your Mailing List fields. Tick the checkboxes to signify the field blocks you wish to appear on the website s front end for your Mailing List. Thus, you can customize this form to suit your specific needs, i.e., the type of information you wish to collect from website visitors when they complete the Mailing List online. The Name and section are mandatory and cannot be unselected The order of the blocks cannot be changed Individual entry fields within a block cannot be changed Click the Submit Changes button to save data Click Cancel to return to the previous screen. Revise the form at any time. Keep in Mind The Contact List feature (Contacts With Addresses) is connected directly to the Send using list component of the egreeting cards, newsletter, and egreeting card Autoresponder You have two account databases: Contacts With Addresses and Contacts Without Addresses Remember to update and maintain your lists regularly (i.e. deleting old contacts, revising changed addresses, etc.)