Work with Contacts

From PropertyMinder WIKI

Revision as of 02:32, 6 June 2011

How can I 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:

1. Go to the Client Relationship Management.

2. Click the Import Contacts button at the top of the page.

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)

How do I delete a single Contact?

1. To delete a contact 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.

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.

How can I email MLS listing(s) to specific contacts?

You can email a personalized message to your contact group with selected MLS listing(s) in the body of the email message.

1. Go to your Toolkit.

2. Click the Listings by Email button.

3. Enter desired MLS listing number(s). You may enter multiple comma-separated (,) MLS numbers.

4. Enter a Subject for the message.

5. Select the email address(es) of your recipient(s).

6. Type out a personal message, add links and format the message.

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.

8. Click Preview to preview the message or Send to send the message.

How can I 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 you ADVISOR 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.

5. Follow instructions.

Communicating with Contacts

How do I disable the New Listings Found and Price Change Notices?

1. Login to your Toolkit and select MLS Searches

2. Select MLS Search Settings.

3. You will need to uncheck Send me an email notification for New Listings and for the Price Change.

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

How can I send message with attachment from CRM?

1. Log in to your Toolkit and go to Website Editor.

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.

3. For frameless websites: Click the Buttons icon and then click on the Custom Files Management link.

4. Under the main folder, click Browse, select the file you wish to email (not larger then 2 Mb) and click Add File

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/...

6. Copy the link and click OK. Close Custom Files Management.

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.

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 sending.

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.

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.

What does "Bounced Email List" mean?

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.

To view/edit your Bounced Email List:

1. Login to your Toolkit.

2. Click Client Relationship Manager and then Bounce Email List link at the top.

3. If you would like to restore the contact to receive your messages, simply click Restore right next to the contact.