Contacts

Contacts Overview

The contacts module provides a simple Contact Relationship Management (CRM) like application for your website. It captures all forms submitted and creates a database of contacts that can be segmented by the campaign, product of interest and other tagging factors.

Navigate to the Contacts Module

Search Contacts

Advanced Search

• You can also search using the advanced search. This will display additional segmentation filters for your contacts
• If you have set up campaign codes or products of interest in your forms, you can see the available options listed

Contact Note

Contact Note Overview

Contact Note record notes and interactions against individual contacts for easy recording of contact history. Each communication you have with a contact can be recorded and add to the company's knowledge about your key contacts and customers. You can use this feature to keep track of important information on contacts.

Creating a new Contact Note

• Go to Contacts → Contact Listing

• On per row of the contact grid → click on the view sub-grid icon

• Enter the title, note → click Add Note

• On per row of the contact grid → click on the details icon

• Navigate to the Notes tab
  
  

• Click the Create button

• Enter the title, note → click Create

• On the note grid → click on the edit icon if you wanna edit the note

• Enter the title, note → click Save

Contact Groups

To provide an easy way to work with multiple contacts at once, send an email for example, Contact Groups provide a fast way to quickly group contacts.

Contact Groups allow you to link like contacts together. They are most useful for sending email broadcasts. You could for example have a group for anyone who has expressed an interest in a type of product or responded to a particular campaign. You can then target this group with specific offers and email broadcasts.

Building Your Database

Datasheeting Overview

Datasheeting is a technique where you swap the content for an email address. It is the perfect way to build your marketing database. A datasheet can be any type of privileged content. Brochures, Price Lists, and White papers are all good examples of datasheets. The visitor is prompted to swap their email address for access to the content protected by the datasheet.

Why you would use a Datasheet

The datasheet is useful if a user wants to swap content for the visitor's email address or any other information.

Datasheet Requirements

• A key aspect of building a database of contacts is collecting email addresses and other information
• Swapping key content for email addresses supports this process
• Key content can include items such as product brochures, specification documents, white papers and price lists
• Any type of content can be referred to as key content

Datasheeting for Site Visitors

• As a site visitor, I want to see some key content
• When I click the link for the key content, I am prompted with a form to complete to access the key content
• When I complete this form, I am redirected to the key content
  • The contact is saved in the contacts database
  • The product of Interest for the contact will be the endpoint of the key content
• For any other key content in this session, I will not be prompted
• On my next visit, I will be prompted again for the datasheet information so the session controls how long the data is persisted

Datasheeting for Content Administrators

• As a content administrator, I want to decide what content is key and will use data sheeting
• The way I can make datasheet content is by placing a link on a page to the key content
  • Example "Click here to see our specifications sheet for product Blah"
• When I go to place a link on the key content, I can select either a page, PDF, image or any other kind of content at any time
• Anything on the site can be accessed
• Instead of a link direct to the content, I insert a link which is datasheet?formID=X&datasheet=EndPoint (or similar) which I use for the datasheet module
• This is instead of using a normal hyperlink but it works the same way
• I can make any link on my site a datasheet by replacing the href in this way
  • Example href="media/pdf/whitepaper.pdf" would become href="datasheet?formID=X&datasheet=media/pdf/whitepaper.pdf"
• Now I have one step (after building the form) to make any datasheet active

Datasheeting for Contact Filtering

• Each time a site visitor submits the datasheet form, a contact is created
• Contacts are matched on matching rules as per the site settings - see How to Site Setting: Contact Matching Rule Setting
• Contacts are tagged with the endpoint of the datasheet requested
  • Example href="datasheet?formID=X&datasheet=media/pdf/whitepaper.pdf" would record media/pdf/whitepaper.pdf as the product of interest

Creating new Asset Listing entry

• Go to admin > Modules > Datasheet > Asset Listing and click Create New Asset

• Enter the details of asset management.
• Name - The name of the asset or file
• File: upload your data files, either pdf, word etc.

• Click Save

How to add Datasheet into forms

• Go to admin > Modules
• Select Forms and click Create New Form button

• Configure the form and fields you want

• Click Finish Build Form And Start Configuration button
• On the configuration form page at the bottom section click Advance Option

• Check - Is Form DataSheet
• On the Datasheet Setup grey box put the Asset Id

• Next check the Send Auto Response

• Auto response subject - the subject name of your autoresponse email
• Auto response body - here you can put the message you want for the PDF or datasheet information like the PDF name or link
• Setup the URL/link of your datasheet
• Click on the link Icon

• Go back to your Datasheet Asset Listing
• Copy the Url of your sheet

• Paste it on the Link toolbar dialogue box on the Auto response body

• Click OK button
• Click Finish Configuration

Apply the form and datasheet on the pages

• Create a form using a curly bracket on the editor's page. To add the form using a curly bracket click here for the documentation
• Select the curly bracket on the page editor and search - Form

• Select the form you created with the datasheet from the auto-response email
• Click Insert, then click the OK button.
• Save the page

• Go to your page with the form
• Try to fill up and submit a form.

• Then check your email if the auto-response is working including the datasheet link

Connecting a Contact to a Company

Company Module Overview

This module is designed to support managing contacts by company. You can create a company, and company types and then add contacts to the company. You can also set permissions for secure areas by company and company type similar to managing user groups.

Navigating to Contacts

Managing Companies

Contacts are generally connected with Companies. See how to manage companies.

Managing Company Types

Contacts are generally connected with Companies. See how to manage companies.

Linking Users with Logins to Secure Portals to a Company

After creating the Company you may want to give them access to a secure portal, this is optional

Merging Contacts

Merging Contacts Overview

At times within your system, you might come across multiple contacts that are duplicate entries. This could occur due to variations in email addresses, updates in contact information, or other factors. The following instructions demonstrate the process of consolidating duplicated contacts into a single record. If you have more than two contacts that need merging, start by merging the first two, and then proceed to merge additional contacts in pairs until all duplicated contacts are unified into a single record. All relevant information pertaining to the contact will be combined.

Why you would Merge Contacts

The merge contact can be useful if a user found a duplicate of multiple records with the same information. With this easy step of merging, it will combine all the contacts into a single record.

How to Merge Contacts

Video for reference:

Linking Contacts to Companies

Linking Contacts to Companies Overview

When a user wants to add a company name to the contact list users

How to create a Company

How to Add a Company to a Contact

Adding a Company to a Contact using Contact listing

Adding Company to a Contact using the Contact Detail page

Adding Contact to a Company using Company Detail Page

How to Edit a Company Contact

Editing a Company Contact on the Contact Detail page

Editing a Company Contact on the Company Detail page

How to remove a Company Contact

Removing a Company Contact on the Contact Detail page

Removing a Company Contact on the Company Detail page

Using Products of Interest in Advanced Search

Advanced Search Overview

The contacts module provides a simple Contact Relationship Management (CRM) like application for your website. It captures all forms submitted and creates a database of contacts that can be segmented by the campaign, product of interest and other tagging factors.

How Navigate to Contacts

• Go to Admin > Contacts > Contact Listing

Advanced Search Contacts

• In the Search Contacts section, click the "Advanced Search" link on the bottom right

• This will display additional segmentation filters for your contacts
• You can now see the "Products of Interest" filter

• Select the specific Product of Interest you want to check from the options

• After choosing the Product of Interest from the options, click the "Search" button on the right
  • Note: Product of Interest options will only be available once they have been set up on the "Product of Interest" module
• The contacts for the selected "Products of Interest" should show on the grid below the search section

Sending an Email to an Individual Contact

Why you would Send an Email to an Individual Contact

This is useful if you will send a notification, information and private messages to another user within WebEd 9 CMS.

How to send an email to individual contacts from listing

Users can send an Adhoc email to individual contacts from contact listing

How to send an email to a contact from the details page

Users can send an Adhoc email to individual contacts from their details page

Edit Company Details via Company Setup

What is the Company Set Up setting?

• This allows dealers to update and make changes on the company details of their website.

Why you would use the Company Set Up setting?

Attaining Lead Reports

Attaining Lead Reports Overview

This page will show how to attain certain lead reports. The reports here are based on the most frequently asked for.

Vehicle Enquiry Exports

To export the report of contacts who have submitted the Vehicle Enquiry form, please follow these steps

Lead reports using Email Queue

Generating Total Brochure Downloads using Email Queues

Total Drive Requests submitted

Total Enquire Now Using Email Queue

Contact Matching Rule Site Setting

Contact Matching Rule Site Setting Overview

When new contacts are created using the form or the admin interface, contacts are matched using one of the available rules. If an existing contact is found the contact will be updated with the new information. Contacts can be matched by any one rule or multiple rules attempting to match in order:

• First name, Last name, Mobile
• First name, Last name, Email
• Mobile number
• Email Address

Admin can change the Contact Matching Rule using the site set to define the rules.

This setting defines the rule to match the contacts. The rule with the highest priority is used first and then the rules are matched in order of priority. Any disabled rules are ignored. Every rule must have a different priority.

You can see more at /wiki/spaces/ANFBMS/pages/51380409

How to change the Contact Matching Rule site setting

Export Form Data

Export Form Data Overview

Users can search data entered into forms and export them.

Navigating through the Contacts Module

• Go to Admin > Contacts >Contact Listing

Search Contacts

• You can search for contacts by entering part of their name, email address, phone or mobile into the Name field

• Matching contacts will start to appear as you type
• Click any contact to jump directly to the contact

• Or use the Search Button to display a listing of all matching contacts
• You can use the other filters such as Company Types, Companies, suburb, state, etc, then click the Search button

Advanced Search

• You can also search using the advanced search. This will display additional
• If you have setup campaign codes or products of interest in your forms, you can see the available options listed
• In the Search Contacts section, click the "Advanced Search" link on the bottom right, just above the Search/Clear buttons

• Upon clicking on the "Advanced Search" link, you are presented with additional filters you can use for searching
• Note: These filters are in use in the existing forms and will show the results of contacts who submitted the forms that use the corresponding filter selected.
  • Referred By
  • Products of Interest
  • Subscriber Types
  • Campaign Codes
  • Certifications
  • Interested in Owning

Using Referred By

• For example, using "Referred By" as a filter:
• Select the specific Referred URL/page you want to check from the options

• After choosing the Referred by URL/page from the options, click the "Search" button on the right
• Note: Referred by options will only be available once the form has been set up on the pages and customers submitted the form
• The contacts for the selected "Referred by" should show on the grid below the search section

Using Product of Interest

• For example, using "Products of Interest" as a filter:
• Select the specific Product of Interest you want to check from the options

 

 

• After choosing the Product of Interest from the options, click the "Search" button on the right
  • Note: Product of Interest options will only be available once they have been set up on the "Product of Interest" module
• The contacts for the selected "Products of Interest" should show on the grid below the search section

 

 

Using Campaign Codes

• For example, using "Campaign Codes" as a filter:
• Select the specific Campaign Code you want to check from the options

 

 

• After choosing the Campaign Code from the options, click the "Search" button on the right
  • Note: Campaign Code options will only be available once they have been set up on the "Campaign Code" module
• The contacts for the selected "Campaign Code" should show on the grid below the search section

 

 

Export Data

• Once the search results have appeared, you can now export the data into XLS.
• Click the 'Export' or 'Export with Communications' button to export the data into XLS
• During import of contact(s) using a CSV file, you will now see that this mapping screen is grouped according to its related data: image.pngimage.pngimage.png
• The Unsubscribed column is also present: image.pngimage.png