Getting Started Guide

Transcription

1 Table of Contents Account Setup 2 Upload & Import Your Contacts 3 The Account View 4 Calendars 5 Building Queries & Lists 6 The Campaign Manager 7 Addy Your Virtual Admin 8 Plugins 9 3 rd Party Marketing Tools 10 Administrative Reports 11

2 Account Setup Congratulations! Your account is active and you re ready to begin. Before uploading, we recommend that you take a few moments to think through how your account will be set up first. After logging in to your account for the first time, in the upper right-hand corner of your screen you will find the ADMIN link. This will take you to the administrative section of your account. There, you can complete the following basic set-up procedures: Changing your Login Upon account creation you were assigned a username and password that may be difficult for you to remember. Click the button that reads MANAGE USERS to edit your username and password as you please. Adding Users You may not be the only person who needs access to your contacts. Click the button that reads MANAGE USERS to begin adding new users to your account. You can define their username and password, , and full name. Custom Segmentation Segmentation is simply a way of reducing your entire list of contacts into smaller portions with common attributes. AddressTwo offers two forms of segmentation: Primary Product and User Defined. To define these segments according to your needs, click the button that reads CUSTOM SEGMENTATION. Primary Product: this field can be very helpful if your company offers many different product lines, categories, etc. or if you serve multiple industries. Real Estate agents have used this field to delineate between people interested in lots, homes, condos, or leases. User Defined: this field can be used in any way that you see fit. Companies often have unique and irregular ways of segmenting contacts such as by affiliations, special interests, or any other distinguishing characteristic you find important. As you continue to the next section, remember that it will be important that your Custom Segmentation is decided and assigned to your data before you import. Getting Started Guide 2 / 11

3 Upload & Import your Contacts You may have invested several hours in the past entering your contacts into Excel, Outlook, or some other contact manager. With AddressTwo, there s no need to duplicate that effort. The CSV File Format Every major contact manager allows you to export your data to a common interchange format called the CSV, or Comma Separated Values. This is also the format that we use to import your data. Excel documents can be saved directly to CSV format. Microsoft Outlook offers an Import and Export feature on the FILE drop-down. Performing the Import In the upper right-hand corner of your screen you will find the ADMIN link. This will take you to the administrative section of your account. There, you can click the button that reads UPLOAD CONTACTS to import your existing contact data. File Setup Computer data is very sensitive and leaves little room for error. The first screen that you should find will give detailed instructions on the exact fields (columns in a spreadsheet) that you can import into AddressTwo. Any data that you are attempting to import must fit these parameters. *sorry, but history/notes are not importable. Be sure that the SELECT fields such as Primary Product and User Defined will match the values that you created in the previous section, Account Setup. File Upload The first step in the import process is actually uploading your CSV file. If you are importing more than a few thousand contacts, you may have to perform the upload and import and multiple batches to avoid file size errors. Field Mapping This is the most crucial step in the upload process. AddressTwo must be instructed which fields (columns in your spreadsheet) correspond to the fields in the AddressTwo database. Errors in this step are irreversible without erasing the entire database, and can cause confusing problems in future use of AddressTwo. Getting Started Guide 3 / 11

4 The Account View All the contact information pertaining to a particular account can be found on the Account View page. Let s take a moment to understand all the elements of this page. Account Details AddressTwo is an account-centric system, which means all contacts are organized by account (typically their company or organization). The account details include overall details like industry, status, address, and custom segmentation. Contacts For each Account, there may be multiple contacts. In the Contacts box you will find each contact s direct phone numbers and address. You will also be able to record notes and log events for each contact by clicking the button next to each contact. History The history is a scrolling list of all previous notes and recorded events with every contact. For each history entry, the date and contact name is recorded, as well as some descriptive text. Be discriminatory with the deletion tool, as deletion is permanent. Getting Started Guide 4 / 11

5 Calendars As you examine the Account View page, you probably noticed the Schedule section. This section allows you to schedule future events related to this account. Upon your first time using this feature, you will be intercepted with a question: which calendar system will you be using? Google Calendars The most universally usable tool is the Google Calendar. Whether you are a primary user of Google Calendars, or you rely on Outlook, ical, or any other popular calendar software, Google Calendar is the recommended option. Scheduling events within AddressTwo automatically post to your Google Calendar, which can be synchronized to Outlook, ical, or a host of other applications. Best of all, Google Calendars are free! The AddressTwo Calendar Schedule follow-up and future actions with any account in AddressTwo. From the Account View, you will see all future events scheduled for that account. You can also view the calendar from the Calendar link in the top navigation bar. This will display all events in your calendar. Outlook Calendar Integration The most commonly used scheduling system in the business world today is the calendar function of Microsoft Outlook. AddressTwo is designed to work with your existing modes of business, not force you to learn new tools if at all avoidable. For that reason, AddressTwo allows Outlook users to save events directly in their local Outlook calendar using the ICS calendar format. Simply click the button upon event creation to automatically create an Outlook entry. Note: if you choose, you may opt to use only your Outlook calendar. This will disable the AddressTwo calendar, reducing continuity between your schedule and your contacts. Getting Started Guide 5 / 11

6 Building Queries & Lists There are two ways in which you can group your contacts. The first option, called a query, is to search for common traits that unite a group of contacts. This could be zip codes, cities, SIC codes, or any other number of parameters. The second method is an ad-hoc grouping, called lists, that are independent of any unifying characteristic. The Query Tool On the top row of links you will find a link titled, QUERY. There, you can build a complex list of search parameters and view all the accounts in one group that meet those parameters. Once you create a query that you may use over and over, you can save that query for future use. An important fact to realize about the query tool in AddressTwo is that each parameter is syntaxed with and as opposed to or. This means that if you search for contacts where First Name = Nick and also First Name = Bob, you will not find all contacts where one of the parameters is met, but rather you will find all contacts where both parameters are met. In this instance, the results will be zero because no contact can have a first name equal to two different values. (Note: to build a query of ALL contacts, simply leave all fields blank and click Search ) The List Tool Lists are constructed in a much less scientific and restricted manner. Rather than querying based on unifying characteristics in order to group contacts together, the List tool allows you to group contacts together ad-hoc. Examples include board members, golfing foursomes, or other groupings that do not depend on common characteristics (such as the Query tool would accommodate) You will find the List tool on the Account View page, just under Account Details, via a link that reads Add to List The first step is to name a list, and then you may begin adding accounts to that list. USE THIS LIST: One of the most common questions we get is, how do I send an , letter, or do anything else with a query or list of contacts? Simple! Whenever you pull a query, or recall a saved list, you will see a small menu in the upper right-hand corner of the results pane called Use This List. The options there are self explanatory. Getting Started Guide 6 / 11

7 Campaign Manager If you signed up for the Campaign Manager, you will have access to our powerful campaign management tools for marketing. This integrates marketing with your CRM for a complete marketing solution. Send s The simple way to send s is by using the Query or List tool and selecting from the Use This List menu, Send . This will bring up an editor where you can write or design an , the subject line, and then send the to all contacts on the list. Automated s In the Campaign Manager dashboard, your first option is to create a Triggered Campaign. As the name implies, this is a campaign that begins when triggered by either you or a form submission. The most common application of a triggered campaign is the Autoresponder, which, when combined with your free Contact Form, can automatically follow-up with new leads from your website. Similarly, a Scheduled Campaign is a campaign that is sent based on a calendar schedule (determined dates for each message) as opposed to a specific triggered event. There are three ways to add contacts to a pre-set campaign: 1. Set your autoresponder to one of the triggered campaigns created and place the free contact form (found on your dashboard) on your website. 2. Individually add a contact to a campaign using the action-button on the Account View next to a given contact s record. 3. Add a Query or List to the campaign using the option from the Use This List menu. Activity (click-through) At the top of the dashboard view, you will find a button that says View Reports. This will display all the recent activity you have completed, and provide access to reports on the open-rate and click-through rate of each . Unsubscribers The AddressTwo Campaign Manager provides an automated unsubscribe feature that allows any recipient to unsubscribe from your future s. This process is automated and cannot be overridden by any user, ensuring CAN-SPAM compliance. Getting Started Guide 7 / 11

8 Addy Your Virtual Admin If you signed up for the Campaign Manager or Professional Edition of AddressTwo, you can use this amazing feature that s so helpful, we have given it a name: Addy. (Not included in the basic version) Addy is the aptly named virtual admin assistant who "adds" things to AddressTwo for you. She'll add history records, new accounts (if she can't find a matching ), and even ask the contact to fill out the rest of their full contact details. Here's how you can work with Addy: 1. BCC or CC addy@addresstwo.com on any correspondence, she'll file away the message in the appropriate account's history. 2. Forward addy@addresstwo.com any out of your inbox, she'll figure out who sent it and then file away the message in the appropriate account's history. 3. Send addy@addresstwo.com an with the subject: Find, then type a name in the body of your . She will find all matching results and reply with all the contact details. 4. BCC or CC addy@addresstwo.com on any "e-intro" s, sent to two distinct contacts introducing one to the other. She will find the contact info for each recipient and send to the other respectively, AND log a history record that they were referred to one another. Getting Started Guide 8 / 11

9 Plugins If you signed up for the Campaign Manager or Professional Edition of AddressTwo, you have access to two additional plugins that extend the contact management functions of AddressTwo. (Not included in the basic version) Both plugins will be found at the top of your Account View when viewing any contact/account in your database. Social Networking Plugin This tools allows you to make use of social media such as LinkedIn and Twitter as you build relationships with your customers and prospects. The three functions of this plugin include: 1. Finding contacts on LinkedIn 2. Staying in touch via Twitter including an and Direct Message feature that sends directly from AddressTwo. 3. Searching for the contact on additional networking sites such as Ning sites, Plaxo, etc. Referral Tracker If you are involved in structured networking of any kind BNI, chamber of commerce, or any other business groups you know the power of a referral. But, do you know which contacts are providing you referrals? AddressTwo allows you to track the referral sources who lead to closed business for you. Getting Started Guide 9 / 11

10 3 rd Party Marketing Tools In addition to the great features you will find inside AddressTwo, we also have build relationships with two 3 rd party marketing tools to help you stay in touch with your contact. XpressMessages AddressTwo offers a quick and easy integration into the popular direct mail tool, XpressMessages. XpressMessages is an external solution managed by a 3 rd party vendor, but their service has proven so beneficial to our users that we provide direct integration within AddressTwo. For details on how XpressMessages helps with your direct mail marketing, visit ConstantContact Although our native Campaign Manager offers a competitive product to ConstantContact, the tool s wide-spread popularity makes it a very logical addition for our users. We decided to make it as easy as possible to store contacts at AddressTwo and deliver s with ConstantContact. Using our integration, it is no longer necessary to rely on ConstantContact s contact management features. For details on how ConstantContact works, visit Set-Up To use either of these tools, first you must set up an account with the 3 rd party vendor. Once you have done so, you can store your user login credentials at AddressTwo for easy integration. In the ADMIN section, click the button that reads, MARKETING ADD-ONS. You can insert your username and password here. Using These Marketing Tools Once your account is set up, you can export queries and lists directly to XpressMessages or ConstantContact. Every export will be viewed by these systems as a new distribution list or group with the date and name assigned by you during the export process. Getting Started Guide 10 / 11

11 Administrative Reports Administrative reporting allows the administrator of the account to monitor the activity of each user, the performance of campaigns, and the activity of any downline accounts. User Activity Reports User activity reports are helpful management tools within a sales organization to see how active any particular user has been at making calls, scheduling appointments, etc. You can choose to include or exclude the batch routines that might over-inflate the actual activity of a user. Downline Activity Reports If you are the parent account of any other accounts, you will have permissions to see limited amounts of data regarding their activities. These can be useful reports for companies who rely on the sales productivity of outside partners where contact data should not be shared, yet activity monitoring is permitted. Depending on the depth of your distributor network, you can monitor multiple tiers of parent accounts. This is particularly useful for multi-level marketing or network marketing users. Getting Started Guide 11 / 11