Work with Contacts

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How can I add new contacts to the Contact Manager?
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===Add new contacts to the Contact Manager===
You can add new contacts manually, or import them from your Microsoft Outlook email account.
You can add new contacts manually, or import them from your Microsoft Outlook email account.
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To add a contact manually:
To add a contact manually:
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1. Go to the Client Relationship Management.  
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# Go to the '''Client Relationship Management'''.  
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# Click the '''New Contact''' button at the top of the page.
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2. Click the New Contact button at the top of the page.
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# You can specify which group to put this contact under.
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# Enter the primary and secondary contact information. You can also put confidential notes about the client and then click '''SAVE''' at the bottom of the page.  
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3. You can specify which group to put this contact under.
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4. Enter the primary and secondary contact information. You can also put confidential notes about the client and then click SAVE at the bottom of the page.  
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To import contacts from Outlook, or other CRM:
To import contacts from Outlook, or other CRM:
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1. Go to the Client Relationship Management.  
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[[File:Training_Videos.gif|link=http://wiki.propertyminder.com/images/1/1d/Training_Videos.gif]][[Importing Contacts Video Tutorial|Video Tutorial]]
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2. Click the Import Contacts button at the top of the page.
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# First of all you need to export records from Outlook or any other CRM you use
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#:: From Microsoft Outlook or Outlook Express, select "Import and Export ..." item from the "File" menu.
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#:: From the "Import and Export Wizard" dialog box, select "Export to a file" and click "Next".
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#:: Choose "Comma Separated Values(Windows) and click "Next".
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#:: Select "Personal Folders", "Contacts" and click "Next".
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#:: Type the name of the file where to save your exported records. And click "Next".
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#:: Click "Finish" to finish exporting your contact records.
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# Provide the name of the file with Outlook contact record export.
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#:: Click "Browse" button below and navigate to the file with exported contacts ("c:\contacts.csv"). Highlight the filename and click "Open".
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# Import your contacts by clicking "Upload File" button.
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# On the next page you will be asked to map PropertyMinder CRM fields with header of your file. Click Next when you matched all fields.
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# On the last step you need to specify the group you would like to add new contacts and click Save to finish uploading. If you do not want some contact to be added this time just uncheck them.
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3. Follow the instructions listed on the page. (You may want to print this page. If you need further help on importing contacts, please call (800) 743-5820)
 
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===To delete contact(s)===
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How do I delete a single Contact?
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# To delete a contact or multiple contacts from your CRM, you must login to your '''Toolkit'''.
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# Go to '''Client Relationship Management'''.
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# Select '''Contact List''' to see a list of all your contacts.
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# Search for your contact by name or email address.
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#; [[File:Select_search.gif|border|link=http://wiki.propertyminder.com/images/c/ca/Select_search.gif]]
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# On the right hand side of each contact you will see a checkbox. Check the box and click the button '''Delete all checked'''. This action will not only delete the contact but also delete all associated searches.
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#; [[File:Select_contact_list.gif|border|link=http://wiki.propertyminder.com/images/8/8b/Select_contact_list.gif]]
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# For multiple deletion check multiple boxes at one time. You are allowed to delete maximum of 100 contacts.
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1. To delete a contact from your CRM, you must login to your Toolkit.  
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[[File:Ring.gif]] WARNING: Please be attentive while deleting the contacts.  
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2. Go to Client Relationship Management.
 
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3. Select Contact List to see a list of all your contacts.
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===To export contacts to Outlook or other CRM?===
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4. Search for your contact by name or email address.
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Most industry standard email, PDA or CRM software is capable of reading and loading data exported and stored in comma separated formatted files. You can export contacts from every contact group of your CRM.  
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5. When you find the contact record, you will see a trash can icon on the right hand side. Select the trash can icon to delete the contact and all associated searches. There is currently no mass delete option; you will need to delete contacts one at a time.
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How can I email MLS listing(s) to specific contacts?
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You can email a personalized message to your contact group with selected MLS listing(s) in the body of the email message.
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1. Go to your Toolkit.
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2. Click the Listings by Email button.
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3. Enter desired MLS listing number(s). You may enter multiple comma-separated (,) MLS numbers.
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4. Enter a Subject for the message.
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5. Select the email address(es) of your recipient(s).
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6. Type out a personal message, add links and format the message.
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7. Select < client view > if you are sending this listing to buyers, sellers, SOI (Sphere of influence). Select < agent view> if you are networking with other agents.
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8. Click Preview to preview the message or Send to send the message.
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How can I export contacts to Outlook or other CRM?
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Most industry standard email, PDA or CRM software is capable of reading and loading data exported and stored in comma separated formatted files. You can export contacts from every contact group of you ADVISOR CRM.  
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To do this:  
To do this:  
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1. Go to Client Relationship Management.  
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# Go to '''Client Relationship Management'''.  
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# Click the '''Contacts''' button.  
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2. Click the Contacts button.  
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# Click on the contact group you would like to export (example: Buyers).  
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# Click the link '''Export contacts''' and save the file on your computer.
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3. Click on the contact group you would like to export (example: Buyers).  
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4. Click the link Export contacts.
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5. Follow instructions.
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Communicating with Contacts
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How do I disable the New Listings Found and Price Change Notices?
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1. Login to your Toolkit and select MLS Searches
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2. Select MLS Search Settings.
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3. You will need to uncheck Send me an email notification for New Listings and for the Price Change.
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4. Check the box for Bulk Update Existing Searches and then click the Submit button. It will take care of updating the settings on all your existing searches
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How can I send message with attachment from CRM?
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1. Log in to your Toolkit and go to Website Editor.
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2. For framed websites: Scroll down past Your Links section. Below Custom Page 5, you will find the link for Custom Files Management. Click on it.
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3. For frameless websites: Click the Buttons icon and then click on the Custom Files Management link.
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4. Under the main folder, click Browse, select the file you wish to email (not larger then 2 Mb) and click Add File
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5. Right next to the name of the file, you will see a Get URL option. Click on it. You will see the box with the link looks like http://isvr.net/usr/1035283752/CustomPages/...
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6. Copy the link and click OK. Close Custom Files Management.
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7. Go to Client Relationship Management, click on the group you wish to send the message to, click Send Message, and choose Create Message manually.
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[[File:Crm_export.jpg|border|link=http://wiki.propertyminder.com/images/2/22/Crm_export.jpg]]
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8. Type in the words that you want to be clickable, highlight them, click on the Chain Link symbol, paste the link inside and click Insert. Preview and test the link before
 
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sending.
 
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As you send this message, the recipients will click on the words that you hyperlinked and the document will open. You can send images, PDF, Word, Excel and other types of files.
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===Your Client's Personal Area===
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Note: You will need to keep the document in your Custom Files Management for as long as you think that your clients will still be clicking on it. There is no time limit of keeping the files in there.
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When a new visitor is registered on your website, a client area is created by default.
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The user can save searches, view search results, check transaction report or comparable analysis (if available), save favorite listings from the client area.
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What does "Bounced Email List" mean?
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[[File:Cc.jpg|border|300 px|link=http://wiki.propertyminder.com/images/4/4d/Cc.jpg]]
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Sometimes your email message (including automatically generated follow-up messages) cannot be delivered to one or more of its recipients. It typically happens because of an invalid email address. Your message may be classified as SPAM and filtered out by mailing systems. If the list of recipients contains bad email addresses, our email delivery system automatically excludes such emails from your follow-up distribution lists.
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To see your clients' favorites:
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To view/edit your Bounced Email List:
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# Login to your '''Toolkit''' and go to '''MLS Searches'''.
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# Click the '''Favorite Listings''' link.
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1. Login to your Toolkit.  
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[[File:Favirities.jpg|border|link=http://wiki.propertyminder.com/images/f/f6/Favirities.jpg]]
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2. Click Client Relationship Manager and then Bounce Email List link at the top.  
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You have the option to delete client's favorite listings.
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3. If you would like to restore the contact to receive your messages, simply click Restore right next to the contact.
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[[File:Favirities1.jpg|border|link=http://wiki.propertyminder.com/images/9/9d/Favirities1.jpg]]

Latest revision as of 05:16, 23 June 2011

Contents

Add new contacts to the Contact Manager

You can add new contacts manually, or import them from your Microsoft Outlook email account.

To add a contact manually:

  1. Go to the Client Relationship Management.
  2. Click the New Contact button at the top of the page.
  3. You can specify which group to put this contact under.
  4. Enter the primary and secondary contact information. You can also put confidential notes about the client and then click SAVE at the bottom of the page.

To import contacts from Outlook, or other CRM:

Training Videos.gifVideo Tutorial

  1. First of all you need to export records from Outlook or any other CRM you use
    From Microsoft Outlook or Outlook Express, select "Import and Export ..." item from the "File" menu.
    From the "Import and Export Wizard" dialog box, select "Export to a file" and click "Next".
    Choose "Comma Separated Values(Windows) and click "Next".
    Select "Personal Folders", "Contacts" and click "Next".
    Type the name of the file where to save your exported records. And click "Next".
    Click "Finish" to finish exporting your contact records.
  2. Provide the name of the file with Outlook contact record export.
    Click "Browse" button below and navigate to the file with exported contacts ("c:\contacts.csv"). Highlight the filename and click "Open".
  3. Import your contacts by clicking "Upload File" button.
  4. On the next page you will be asked to map PropertyMinder CRM fields with header of your file. Click Next when you matched all fields.
  5. On the last step you need to specify the group you would like to add new contacts and click Save to finish uploading. If you do not want some contact to be added this time just uncheck them.


To delete contact(s)

  1. To delete a contact or multiple contacts from your CRM, you must login to your Toolkit.
  2. Go to Client Relationship Management.
  3. Select Contact List to see a list of all your contacts.
  4. Search for your contact by name or email address.
    Select search.gif
  5. On the right hand side of each contact you will see a checkbox. Check the box and click the button Delete all checked. This action will not only delete the contact but also delete all associated searches.
    Select contact list.gif
  6. For multiple deletion check multiple boxes at one time. You are allowed to delete maximum of 100 contacts.

Ring.gif WARNING: Please be attentive while deleting the contacts.


To export contacts to Outlook or other CRM?

Most industry standard email, PDA or CRM software is capable of reading and loading data exported and stored in comma separated formatted files. You can export contacts from every contact group of your CRM.

To do this:

  1. Go to Client Relationship Management.
  2. Click the Contacts button.
  3. Click on the contact group you would like to export (example: Buyers).
  4. Click the link Export contacts and save the file on your computer.

Crm export.jpg


Your Client's Personal Area

When a new visitor is registered on your website, a client area is created by default.

The user can save searches, view search results, check transaction report or comparable analysis (if available), save favorite listings from the client area.

Cc.jpg

To see your clients' favorites:

  1. Login to your Toolkit and go to MLS Searches.
  2. Click the Favorite Listings link.

Favirities.jpg

You have the option to delete client's favorite listings.

Favirities1.jpg

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