WebBuilder 3.2 Contact Manager
1. Contacts Manager
The Contact manger can be accessed by logging in to your Back Office account and following the links: Manage Website | Contact Manager. For the Real Estate Agent Center, simply click on the Contacts tab at the top of the page.
The Contacts manager contains consumer contact information. Contacts may be manually entered by you, imported from Act or Outlook, or entered by consumers via the contact forms (e.g., Contact Us, Guest Book, Custom Forms) at your website:
The Contacts index is displayed on the Contacts landing page. The index displays all contacts in your Contacts database.
Click on the column labels to sort through the index by Name, Email, Source or Date Added.
In the list of Contacts, click on a contact's name to view the information related to that contact. You can edit or delete your Contact's information, and maintain Contact notes.
Click on the Notes tab to view and post notes for each contact record. Click on Add Note to start entering a new note with a new date and time stamp. Your newest notes will appear at the top of the list of notes. For Mortgage clients, leads from the "Quick Quote Form" form include the consumer's selections as a Note.
Click on the "Edit Record" button to view a complete list of available contact fields. When Editing a Contact you can Hide or Show the Custom Fields by clicking on the "Custom Fields" Hide/Show link.
After editing the contact's record, click Save at the bottom of the page to save the changes.
The Advanced Search lets you search by Name, Group, Date Received or by Source.
You can manually add contacts to your list by selecting "Add a Contact"
7.1 Add Phone Information
Multiple phone numbers may be added for each contact. This page comes up after you click Save & Continue from the Contact Information page.
7.2 Select Groups
Choose a group(s) to which you want a contact to belong. All current groups you have created will appear here.
To delete one or more contacts, select the check box next to the name of the contact(s) you want to delete. Select the Delete Contact button. To delete all records on the page, select the check box next to Name. Select the Delete Contact button.
Contacts may be organized into groups for the purpose of conveniently sending targeted email campaigns. You may create or delete groups. View all groups by selecting "Manage Groups".
9.1 Contact Group Index
Click on "Manage Groups" to go to the Contact Groups screen. In the Contact Groups screen you may add, view and delete members of groups.
9.2 Add Group
Select the Add Group link from the contact group index page. Enter in the group's name. (i.e. Hot Prospects, Current Clients, Realtors, etc.).
9.3 Select Members
After creating a group name you'll be able to add members to the group. You'll see a complete list of contacts contained in your Contacts database.
10.1 Add New Custom Field
You may add your own custom data fields to your Contact database.
If you want consumers to be able to populate your custom fields, you must add a custom field to a consumer-facing form (e.g., Contact Us, Guest Book, Custom Forms).
Select Manage Custom Fields | Add New Custom Field to begin the process.
10.2 Custom Field Label
Create a label name for the custom field and pick which input type to use.
Input Types include:
- Text
- Drop-down
- Radio Button Set
- Check box
- Text Area
10.3 Text Fields
Upon selecting the Input Type different options will appear depending on the type selected:
- Alphanumeric (default option). Form should allow all characters
- Numeric only. Form should allow only numbers
- Phone/fax only. Form should require a phone formatted value
- E-mail only. Form should require an E-mail formatted value
10.4 Drop-down Menu
A drop-down menu displays more than one selection. The consumer may select only one. In this screen, the Input Type is Drop-down
10.5 Drop-down Menu Order
Select "Drop Down" as the Input Type, then enter your drop down options. You can edit these at any time, and arrange the order of the items in the drop-down menu using the arrows to the left of each option. You can add options, and you can delete options, except for the first one on the list. *At least one option is always required.
10.6 Radio Button Set
Select "Radio Button Set" as the Input Type, then enter your options. You can edit these at any time, and arrange the order of the items in the drop-down menu using the arrows to the left of each option. You can add options, and you can delete options, except for the first two on the list. *Two options are always required.
10.7 Check Box
Check boxes are used when the answer can be either "yes" or "no".
Enter the Label which will show on your form. A check box will appear after the label and allow the user to respond by clicking on the box, indicating yes to this question or action.
10.8 Delete a Custom Field
To delete a custom field, click on the Delete link to the right of the custom field name. Deleting a custom field will remove all information associated with the field in all contact records.
Warning
The warning box will tell you how many contacts are using the custom field that you are trying to delete. Clicking OK will delete all these values, and you will not be able to recover that information. Be careful, when you see this message.
10.9 Edit Custom Field
Edit Custom Field allows you to change the Label and the input value. Making these changes will affect all records that have entries for this field. Be careful when making changes to an existing Custom Field. Some data may be lost or the existing data will be assigned to the new Label that you edited here and may not be the data you are expecting. It is better to create a new Custom Field.
Editing a Text Field
Editing a Custom Contact Field with radio button options.
The arrows to the left of the radio buttons allow you to sort the order of the list of options, moving them up or down on the list.
- The asterisks designate required fields, and can't be deleted.
- You may add additional options by clicking the Add Option button.
- Options that you added can be deleted.
If you edited or made any changes to a custom field, a warning will be given on how many contacts will be affected and that this value will be removed from each record.
Deleting an option that you added will also trigger a warning. Clicking OK on this warning will delete the values for this option in all records. That information will no longer be available.
You may import contact records from Outlook 2000, Outlook 2003, Outlook Express, or ACT! To begin the import process, click on Import Contacts in the left navigation bar.
Choose the program from which you will be importing:
Follow the instructions for your particular program
Click on the Browse button and select the file you created when following the instructions above. Select the 'Do not allow duplicate records' if you want to merge your contact data. Otherwise, similar contacts will be duplicated and will show up twice.
You may export contact records to Outlook 2000, Outlook 2003, Outlook Express, or ACT! Download a CVS or tab delimited file to populate any custom fields you may have created.
Select Export Options:
Follow the instructions for the program you want to export contact to.