Using the Swiftpage Connect List Manager

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1 Quick Start Guide T: Using the Swiftpage Cnnect List Manager The Swiftpage Cnnect List Manager can be used t imprt yur cntacts, mdify cntact infrmatin, create grups ut f thse cntacts, filter yur cntacts by using lkups, and then send t all cntacts, grups r lkups. This Quick Start Guide explains sme f these functins. When yu pen the Swiftpage Cnnect List Manager by clicking n the List Manager buttn in the Swiftpage Cnnect screen, yu will see the fllwing menu: Each f the six buttns n this tp menu are explained in numbers 1-6 belw: 1. Hme: this buttn returns yu t the Swiftpage Cnnect Hme Cnsle. 2. Cntacts: click here t view yur current list. If yu have nt upladed a list yet, yu will just see yur cntact infrmatin autmatically added by Swiftpage. (See belw, under step 4, the List buttn, fr instructins n uplading.) Yur screen shuld lk smething like this: Here, yu can have a few ptins via the tabs at the tp f the Cntacts screen:

2 Manage Cntacts When yu click n the Manage Cntacts tab, the fllwing screen appears: The Current Filter area shws yu which cntacts yu are viewing and what criteria (if any) are being used t filter them. The Grup name appears, the rule used t determine the grup, and hw many cntacts are in the Grup. (In the example shwn abve, the Grup is all cntacts.) The Select a Filter sectin allws yu t create a lkup f yur cntacts based n varius criteria. Yu can chse the Filter by Grup ptin t create a lkup frm ne f yur Grups (i.e. view the cntacts just in that Grup, r yu can select Use All Cntacts with a Field Value and create criteria fr the lkup. Click Submit, and yur new list will be shwn with the filters in place. Once yur lkup is created, yu can select cntacts and chse either Keep Selected r Omit Selected t add r remve cntacts t yur list manually. Once the lkup is as yu want it, click Save Grup buttn. This pens the fllwing screen, which allws yu t create a cntact Grup: Select Save the Filtered Cntacts as a new Static Grup t keep nly the cntacts in yur lkup in this grup. In ther wrds, this grup will nly ever cntain the cntacts in yur current lkup. Enter a Grup name, and click Submit, and yur Grup has been created and will nw be available as a cntact Grup.

3 Or, select Save the Filter Rule as a Dynamic Grup t allw the grup t change based n the filters yu have established. In the example abve, any new cntacts wh are added t yur list wh have the letters CSU in their cmpany name will autmatically be added t this Grup if yu save it as a dynamic grup. Enter a Grup name, and click Submit, and yur Grup has been created and will nw be available as a cntact Grup. If yu have selected particular cntacts frm yur lkup by checking the bxes next t their names, the Save as an existing Grup ptin will be available, which allws yu t add thse selected cntacts t an existing Static Grup. Chse the Grup frm a drp-dwn list, click Submit, and thse cntacts are added t the Static Grup. The Advanced Filter Actins link expands and cntracts the Select an Actin windw. Here, select whether yu want t replace the current lkup with yur new selectin, add matching r un-matching cntacts t the lkup, r remve matching cntacts frm the lkup. When yu have chsen yur actin alng with the filters described in number 2, abve, click Submit. The Add t Grup buttn will becme available if s lng as there is at least ne static grup in the List Manager. When yu select cntacts and click Add t Grup, the fllwing windw appears: Select a Grup name frm the drp-dwn list and click Submit t add all cntacts in the current lkup t the Grup shwn. Thse cntacts are then added t the Grup. The GT Page windw allws yu t enter which page f cntacts yu view, and click G t be taken there. << Prev and Next >> allw yu t g t the previus r next pages f cntacts. Data fr each cntact is shwn, including the date they were added t yur nline database. Click Edit t be taken t the Current Cntact Details screen, where yu can edit cntact infrmatin. Tggle Main Fields r All Fields t see different views f cntact data. Main Fields will shw nly first name, last name, address, title and cmpany, whereas All Fields will shw every field in yur nline database (a scrllbar will appear allwing the infrmatin t be viewed frm left t right). The number f cntact rws per page can be set at the bttm right. Input the number f cntacts yu want t view n each page, and click Set. New Cntact When yu click n the New Cntact tab, the fllwing screen appears: All f the fields in yur nline database will appear n this screen, ready t have infrmatin input int them. If yu need t pt-ut the new cntact, yu can select that checkbx as well. Type new cntact details, click Create Cntact, and the new cntact will be added t yur nline database.

4 Cntact Details This tab shws yu all the available details fr a cntact and allws yu t mdify cntact infrmatin. When yu click n the Current Cntact Details tab, the fllwing screen appears: All cntact details fr the current cntact are displayed. Frm here, yu have the fllwing ptins: 1. Use << Prev and Next >> t navigate t the previus and next cntacts in yur list. Where yu are in yur list is shwn in between the buttns (i.e. Cntact x f xxx). 2. Cpy Cntact autmatically makes an exact cpy f the cntact shwn, and puts the cpy at the end f yur list. 3. Delete Cntact allws yu t delete the cntact shwn. Click it, and yu will receive a cnfirmatin asking if yu are sure yu want t delete the cntact. Click OK, and the cntact is deleted. A cnfirmatin message is shwn. 4. Send allws yu t send a single t the cntact shwn. It pens the Send Blast screen, listing the cntact yu select as the current cntact and ffering nrmal sending ptins:

5 Select yur template and enter a subject line. Then click Send t send immediately, Scheduled Send t send in the future, r Send As t send n behalf f anther user. 5. If yu make changes t the current cntact infrmatin, click Save Changes t save thse changes t yur nline database Cntact Ntes Histry Yu can write ntes abut a cntact in this sectin and infrmatin abut blasts sent t yur cntacts will be autmatically recrded by Swiftpage in the Histry sectin f this tab. When yu click n the Current Cntact Ntes & Histry tab, the fllwing screen appears: Sme details fr the current cntact are displayed. Frm here, yu have the fllwing ptins: 1. Use << Prev and Next >> t navigate t the previus and next cntacts in yur list. Where yu are in yur list is shwn in between the buttns (i.e. Cntact x f xxx). 2. The E-marketing Histry bx shws yu infrmatin abut every yu have sent the current cntact and what happened with the (pens, clicks, etc.). 3. If yu have created a Call List with the current cntact and have assigned an actin t that call list (such as Fllw Up), that actin will appear here. 4. Click New Nte t create a new nte fr the current cntact. When yu click New Nte, the fllwing screen appears:

6 Input yur nte in the Nte bx, and edit the nte date if yu wish. Click Save, and the nte is added t the current cntact s Histry & Ntes page. 5. Select the radi buttn next t a nte and click Edit Selected Nte t make any changes t the existing nte. A screen similar t the ne shwn abve appears, allwing yu t edit the nte. 6. Select the radi buttn next t a nte and click Delete Selected Nte t remve the nte. Be aware that there is n cnfirmatin message the nte just autmatically deletes. 7. All ntes fr the current cntact display in the Yur Ntes bx. 3. Grups When yu click n the Grups buttn, the fllwing screen appears: 1. All f the Grups yu have created in the Cntacts sectin are displayed here. Static grups grups that cntain nly the individual cntacts yu chse t include in them are displayed in black. Dynamic grups grups that are autmatically updated based n varius cntact criteria are shwn in blue. The grup called All cannt be renamed r deleted, as it represents yur entire cntact list. 2. Highlight a Grup and click View, and yu are taken t the Manage Cntacts tab, where all members f the selected Grup are displayed. There, yu can add cntacts t static Grups r remve them. 3. Highlight a Grup and click Rename t give the Grup a new name. Nte: Grup names cannt cntain special characters. 4. Highlight a Grup and click Delete t delete the Grup. A cnfirmatin questin will appear, asking if yu are sure yu want t delete the Grup. Click OK, and the Grup is deleted. This peratin cannt be undne. 5. Click Create Dynamic Grup t create a new dynamic Grup (static Grups can be created in the Cntacts area). When yu click Create Dynamic Grup, the fllwing windw appears:

7 4. List: Imprt List Here, select a cntact field frm the drp-dwn list and a mdifier (cntains, is greater than, etc.) frm the next drp-dwn, and then put the value in the bx n the right. Enter a Grup name in the bx belw, and click Submit t create yur dynamic Grup. When yu click n the Imprt List tab, the fllwing screen appears: This screen is used t imprt cntacts int yur nline database, and yu have tw ptins: 1. Imprt files frm a Cntacts CSV File n yur cmputer. Click Brwse t navigate t the CSV file f cntacts n yur cmputer. Lcate it, click Open, and then click Submit n the Imprt List screen t imprt the CSV list. The fllwing mapping screen appears

8 Map yur database fields here fields frm yur CSV file are shwn n the left, and available fields fr yur Swiftpage nline database are shwn n the right. Match fields up, then click Submit. (Enter a name in the Save Map As bx if yu want t save this mapping fr future use.) If duplicate cntacts are fund with yur existing nline database, yu will have the ptin t ignre the duplicates, replace the ld cntact with the new cntact, r skip the new cntacts. The final step is t g thrugh varius ptins after imprting yur list. Thse ptins are as fllws: Yu can create a new Grup frm the list yu have imprted, r add the imprted cntacts t an existing Grup. Yu can als replace an existing Grup with yur new imprt, r skip putting yur imprted cntacts int a Grup. Yu can als add a Tag t all f the imprted cntacts, if desired (this is ptinal). Input the text tag in the bx, select the field yu wish t write the Tag t (yu can select any cntact data field, but the default field is Tag). When yu have made yur selectins n this screen, click Submit. Nw yur imprt is finished, and yu are taken back t the Cntacts sectin with yur updated cntact list displayed. 2. Imprt files frm a Cntacts File n the Swiftpage Data Bridge. If yu have a file f cntacts available t yu either by a bridge with anther database prduct (such as ACT! by Sage) r frm a purchased list, yu can select that list frm the drp-dwn list and click Submit. Frm there, the prcess is the same as that shwn abve, including the mapping and duplicates steps. 5. Send Blast: click here t send yur blast. When yu click this buttn, yu are presented with a screen where yu can select which cntacts yu want t send the t, chse a template t send, enter a subject line and then send: When yu click n the Send Blast buttn, the fllwing screen appears:

9 1. Use the ptin buttns t select the Cntacts yu want t send yur t. Yu can select the current cntact (t send a single ), the current lkup, ne f yur Grups frm yur nline database, r All Cntacts. 2. Chse the template yu want t send frm the Template drp-dwn list. 3. Click Preview t see yur template in a new windw if yu want t check it prir t sending. 4. Enter the Subject line fr yur blast. 5. If desired, enter a reprting Name fr the blast. This is a name used t identify the blast in yur reprts, and will nt be seen by yur cntacts. This is an ptinal field. 6. Click Send t send yur blast immediately. When yu click this ptin, yu will g ne f tw places. If yu had an [[SpePersnalMessage]] mail merge in yur template, the next screen will ask yu t input yur persnal message. Enter yur persnal message, and click Submit:

10 Once yu have clicked Submit (r if yu did nt have an [[SpePersnalMessage]] mail merge in yur template), yu will see a cnfirmatin screen fr yur blast: Click Preview t see the ne mre time befre sending, r click Send t g ahead and send yur blast. 7. Click the Scheduled Send buttn t schedule yur up t 60 days in advance (available nly with Swiftpage s Pr r Team level services). As in number 6, abve, a persnal message screen will appear if applicable. Then the Schedule Send windw pens: Click n the date n which yu wuld like t schedule yur send, and select the time f send frm the drpdwn list. Then click Submit. A cnfirmatin windw will appear similar t the cnfirmatin shwn in number 6, abve. Click Send and yur is scheduled fr the future. 8. Click the Send As buttn t send the n behalf f anther Swiftpage user. As in number 6, abve, a persnal message screen will appear if applicable. Then the Send As windw pens:

11 Chse the user n whse behalf yu wuld like t send frm the ptin buttn. Yu can select Swiftpage user and then select the specific user frm the drp-dwn list. Or, yu can select List Field and then chse the field in yur nline database that is tied t a Swiftpage user(s). Fr instance, yu might have a field in yur nline database that cntains the name f a Swiftpage user wh is the recrd manager f each cntact. Yu wuld chse that field here. Once yu have selected yur Sender ptin, enter yur accunt passwrd in the bx prvided. Then yu have tw ptins: Send As will take yu t a cnfirmatin screen (similar t that shwn in number 6, abve. Scheduled Send As will take yu t a windw that allws yu t chse the date and time f yur send (similar t that shwn in number 7, abve), and then takes yu t the cnfirmatin screen. In bth cases, nce yu click Send n the cnfirmatin screen, yu will see ne final Send As summary screen: This windw shws yu which Swiftpage user(s) the blast will be sent frm, and the number f s t be sent fr each user. Click Cntinue t send yur blast, r Abrt Send t cancel. Then yur Send As is dne! 9. Click Send Test t send a single test . As in number 6, abve, a persnal message screen will appear if applicable. Then the Send Test windw pens: Enter the address yu want t send the test t, and click Submit. A cnfirmatin windw appears, similar t the ne shwn in step 6, abve. Click Send t send yur test. 6. Update Drip Marketing: the final buttn n the List Manager menu allws yu t add cntacts t a Drip Marketing Campaign. When yu click n the Update Drip Marketing buttn, the fllwing screen appears:

12 1. All f yur Drip Marketing Campaigns (with Swiftpage Cntact List as their surce) are shwn here. Yu can see the fllwing infrmatin: Campaign name, The cntact Grup the Campaign is currently assciated with (in the sample abve, the Duratin Test Campaign is assciated with the cntact Grup Cnference Attendees ), The Status f the Campaign, The number f Cntacts, Wh the Campaign is being sent n behalf f (if nt the signed-in user), Infrmatin abut any required Syncs in the Campaign, When the Next Stage ccurs (if the Campaign is a Calendar r Anchr type Campaign), and Whether the Campaign has any Histry results t reprt. 2. Use the ptin buttns t select a Drip Marketing Campaign, then click Cnnect t Grup t assciate the selected Campaign with ne f yur nline database cntact Grups. The Cnnect t Grup windw pens: Select the Grup yu want frm the drp-dwn list, and click Cnnect. A cnfirmatin windw appears telling yu hw many cntacts matched existing Campaign cntacts, are new t the Campaign, r were missing frm the Campaign list. It will then take the actin listed in the Actin clumn. Click Finish Sync t sync the Grup with yur Drip Campaign. A cnfirmatin windw appears telling yu hw many cntacts are nw in yur Campaign. Click OK, and yu are finished.

13 3. Use the ptin buttns t select a Drip Marketing Campaign and click Sync Selected t sync the cntacts in yur nline database cntact Grup with thse in yur Drip Marketing Campaign. Nte: t use this functin, yu must first cnnect ne f yur cntact Grups t yur Drip Marketing Campaign, as described in number 2, abve. When yu click the Sync Selected buttn, the fllwing screen appears: This screen tells yu hw many Grup cntacts matched with cntacts in yur Drip Marketing Campaign and will therefre be updated, hw many Grup cntacts are new and will be added t yur Campaign, and hw many Campaign cntacts were missing frm yur Grup and will therefre be remved frm yur Campaign. Click Finish Sync t cmplete the prcess, and a cnfirmatin windw appears (similar t the ne shwn abve at the end f number 2) summarizing yur updates and telling yu hw many cntacts are nw in the Drip Campaign. 4. Click Campaign Manager t be taken t the Drip Marketing Campaign Manager t view and edit yur Drip Marketing Campaigns.

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