[Type text] DLC Client Manager Welcome Manual

Transcription

1 [Type text] DLC Client Manager Welcome Manual

2 Table of Contents Getting Started Prepping Your Data in Expert... 3 Logging In... 4 Synching with Expert... 5 Getting Started with Client Manager... 6 Working with your Dashboard... 7 Working with your Dashboard Info Centre groups... 8 Working with your Dashboard Year-To-Date Results... 9 Contacts vs. Applications Contacts Tab Searching Contacts Adding a Contact Contact Records Removing Duplicate Contacts Applications Tab Searching Applications Adding an Application Applications Creating Groups Viewing Groups Editing Groups Addresses in Client Manager Current, Mailing or Property Document Upload Extended fields Templates Templates Adding an Image to a Template Templates Adding Merge Fields to a Template Editing a Template Sending an Sending an to a Group Printing a Letter Printing a Letter for a Group Printing Labels for a Group Marketing Plans DLC Recommended Marketing Plans - Custom Campaigns Creating a Campaign Notification or Reminder Creating a Campaign Automated to Clients Importing Preparing your Spreadsheet Importing a Spreadsheet Customizing your Account - Settings Settings Customize Data you see in Client Manager Settings Customizing your Dashboard Settings - My Profile Settings - Clean My Data Settings - CASL Contact Status More information DLC Client Manager Manual September 2014 Page 2 of 55

3 Getting Started Prepping Your Data in Expert As your Client Manager account is built on the hierarchy of Expert, you will see in Client Manager all data that you see in Expert. Therefore, prior to synching your DLC Client Manager account with Expert, you may want to take the time to go through your data to ensure a clean Client Manager database. Some things you may want to review: Update all Application File Statuses. The Dashboard screen of Client Manager is based on Application File Status. If your statuses are incorrect in Expert you will be faced with incorrect data on your Client Manager Dashboard. After changes are made in Expert, please allow 24 hours before the application is updated in Client Manager. General Review of Applications. Conduct a general review of your applications to ensure that all data in Expert is updated and relevant. For example: Property address is complete, Lender information is correct, Application File Status is up to date, Closing date, Maturity date, Rates, Mortgage Type etc. Be sure that you have no empty fields in Expert as the sync will bring across your data exactly as it exists in Expert. The record in Client Manager will only update again with a change to one of the application trigger fields, like change of Application File Status, Closing date, etc. Changes to only client information ie: address or phone number will NOT trigger a synch from Expert. After the original sync if you need to change ONLY the client s personal data (phone number, etc) that change should be made in Client Manager. Review your Applicant data. Be sure that all applicant data is completed. As applicants synch from Expert into Client Manager they will be put through a duplication check. This allows your Contact section in Client Manager to remain up to date and free of duplicates. The duplication strategy for Client Manager is to use the First Name, Last Name and Birthdate to identify applicants that are the same. By making sure these fields are entered into Expert properly you can cut down on the number of duplicate contacts that will be created in Client Manager. If you are missing any of the duplication fields, a duplicate contact record will be created as the application syncs across from Expert. Please note: There is a manual fix that allows you to remove any duplicated contacts by merging all your application records to one contact. Please see the section on Merging Duplicate Contacts in this manual. DLC Client Manager Manual September 2014 Page 3 of 55

4 Logging In To access the DLC Client Manager, please log into the Dominion Lending Centres Intranet. Click the button that says Client Manager and enter the user name and password that were ed to you. Please note the user name and password as case sensitive and must be entered exactly how they were sent to you. Click the checkbox to agree to NEXA s Terms and Use. Click Sign-In. If you have forgotten your password, click the Did you forget your password? option. You will be asked to enter your address to receive your password by . You can also call or support and we will you your password for the account. incontact Support Phone: Ext 2 incontact Support support@incontact.ca DLC Client Manager Manual September 2014 Page 4 of 55

5 Synching with Expert Your DLC Client Manager account has been linked to your D+H Expert account. Once your NEXA identifier has been entered into Expert, (if needed), your data from Expert will update every 2 to 4 hours. All applications that you see in Expert will automatically come across into the Client Manager software. **Please allow 24 hours before reporting missing data or when seeking an update in Client Manager to changes made in Expert as there may be occasional delays in the sync** Changes you make to data in Client Manager will NOT show in Expert. Any changes to applications should be made in Expert and that change will update in Client Manager the next time it updates. If you wish to make changes to an application or contact record in the Client Manager only and will not be making the same changes in Expert, you have the option to mark that application or contact record to no longer synch with Expert. To do this open the application or contact you do not want to update from Expert. Remove the check mark from the field Synch with Expert? and save the changes. In Contacts this field is under the Other Details heading. In Applications this field is found under the General information heading. Any further changes to that Application or Applicant in Expert will not update in the Client Manager overwriting the changes you have made. Please Note: If you do not see data in your Client Manager account hours after you have first logged in, please call or incontact support at support@incontact.ca or Ext 2. You will be asked for your name as it appears in Expert, your Expert ID and Expert Firm Code to confirm we have the correct information on your account to pull your Expert data. DLC Client Manager Manual September 2014 Page 5 of 55

6 Getting Started with Client Manager You will want to familiarize yourself with each of the 7 tabs within your Client Manager account as well as where you can get help and customize your account. 1. Dashboard. Reports on your Expert data using groups already created. 2. Contacts. In this section, you will see the clients contact information, personal details, employment details, applications belonging to the contact as well as an activity section where notes can be added to each contact. Please review the section of the Client Manager Manual that outlines the differences between Contacts and Applications. This will highlight the purpose of the Contacts and Applications tabs and how they function independently from one another. 3. Applications. In this section you will see all mortgage details from Expert. Please review the section of the Client Manager Manual that outlines the differences between Contacts and Applications. This will highlight the purpose of the Contacts and Applications tabs and how they function independently from one another. 4. Goals Manager. Allows you to enter goals for the year that will be reflected under the YEAR- TO-DATE RESULTS section. 5. Marketing Plans. Marketing Plans have been designed by DLC head office. Each Marketing Plan contains several campaigns. Campaigns are automated actions printed letters, s or notifications - that are can be set up to go out of your Client Manager account whether you are logged in or not Once Marketing Plans are activated, all contacts and applications will automatically start to receive s. You can also set up your own campaigns and create your own Marketing Plans to run on the recurrence schedule you choose. To set up a campaign you will need two things a template (the document you wish to send or print out) and a group (shows the clients you wish to receive the document). Client Manager will come set up with the some groups and templates that have been designed by DLC head office. A good exercise would be to determine how you stay in touch with your clients currently, determine if that is how you intend to continue and where you would like to expand that contact. You can then set up campaigns to either make that contact for you automatically via or send you reminders to print out a letter or make phone calls to your clients. 6. Templates. Contains or letter templates that can be used when contacting your clients. 7. Calendar. Your calendar in Client Manager will highlight for you critical dates related to your clients. Birthdays, Closings, Maturities, Pre-Approvals and Anniversaries will all be highlighted and colour coded on your calendar. In the top right corner of your screen you have links to a Help Centre and Settings section. Help Center. Contains links to videos to help you navigate Client Manager. Settings. Under Settings in the top right of your screen you can click to personalize your Client Manager. Create your personal profile that can be used to auto populate your templates when using the corresponding merge fields. You can also create extended fields to track data relevant to you and your client but not synched from Expert. In this same section you can customize drop down menus within Client Manager. DLC Client Manager Manual September 2014 Page 6 of 55

7 Working with your Dashboard When you have logged into the Client Manager, the first screen you see is the Dashboard. Along the top navigation bar are tabs that will take you to other areas within the Client Manager. The main part of the screen shows a list of all Application File Statuses from Expert as well as the number of deals that are sitting in each of these statuses. Clicking on any of these statuses will show you all deals that are in each status. Down the left are groups showing various applications and contacts from Expert. When you hover your cursor over these groups you will see a description of the group. These groups are also explained further below. Under Custom Groups, you can select which of your groups you want to show on the Dashboard. Read more in the Settings Customizing your Dashboard section of this manual. DLC Client Manager Manual September 2014 Page 7 of 55

8 Working with your Dashboard Info Centre groups 1. Mortgages Closing Next 2 Months Displays all applications that have a closing date within the next 2 months with the exception of deals statused as Cancelled. This group will automatically update on the first of each month. 2. Birthdays Next 2 Months Displays all contacts who have a birthday in the current month or the next month. This group will automatically update on the first day of each month. 3. Pre-Approvals Expiring 2 Months Displays all applications that have a Commitment Expiry Date in the current month or the next month as long as the application has not been statused as Accepted, Cancelled, Closed, Complete, Confirmed or Paid. This group will automatically update on the first day of each month and always show applications with a commitment expiry date in the next 2 months. 4. Mortgage Anniversaries 2 Months Displays all applications that have a Closing Date anniversary in the current month or the next month as long as the application has not matured and the application has been statused as Closed, Complete, or Paid. This group will automatically update on the first of each month and always show applications with a closing date anniversary in the current 2 month period. 5. Mortgages Maturing 6 months Displays all applications that have a Maturity date within the next 6 months. Applications must also have an Application File Status equal to Closed, Complete or Paid for the application to show in this group. This group will automatically update on the first of each month to always show applications that are maturing within a 6 month period. 6. Variable Rate Clients Displays all applications that have a Rate Type of Variable and a file status of Closed, Complete or Paid. These files are displayed in order of Maturity Date. 7. All Contacts with Displays all contacts within Client Manager that have an address listed on their profile. This group will show contacts from Expert as well as contacts that have been entered manually. 8. All Contacts without Displays all contacts within Client Manager that do not have an address listed on their profile. This group will show contacts from Expert as well as contacts that have been entered manually. 9. All Contacts Displays all contacts within the Client Manager. Clicking on any heading along the top will sort the group by that field. Open the contact record by clicking on any name in the list. 10. All Applications Displays all applications that you currently see in your Expert account. Applications with the most recent Entry Date will be located at the end of the list however you can click on any heading to sort the group by that field.. Clicking on any of these applications will open the Expert application. DLC Client Manager Manual September 2014 Page 8 of 55

9 Working with your Dashboard Year-To-Date Results This section is for reporting only. These are not groups that you can click on to open and see results. YTD results are displaying data found on the Goals Manager page. 1. YTD # of Funded Files Displays a running total of the number of files you have completed in the current year based on their Application File Status being marked as Closed, Complete or Paid. 2. % Goal Attained (#) Displays the percentage of your Paid Files goal that you completed to date. You can submit your personal goal on the Goals Manager page. 3. YTD $ Volume Displays a total dollar value of deals that have been completed for the current year. This number is a sum of the Total Mortgage Amount from all applications that have the Application File Status marked as Closed, Complete or Paid. (Total dollars from all applications that are reported in the YTD # of Paid Files). 4. % Goal Attained ($) Displays the percentage of your YTD $ Volume that you have completed to date. You can submit your personal goal on the Goals Manager page. 5. YTD Applications Entered Displays the number of applications that have an Application Entry Date in the current year. 6. Application To Fund % Displays the percentage of all submitted applications compared to the number that have been marked as Closed, Complete or Paid. DLC Client Manager Manual September 2014 Page 9 of 55

10 Contacts vs. Applications When an application uploads from Expert into the Client Manager, the information splits into Contacts and Applications. The Principal Applicant, Co-Applicants and any other participants on the application show as separate records under the Contacts tab of the Client Manager. In this section, you will see the clients contact information, personal details, employment details, applications belonging to the contact as well as an activity section where notes can be added to each contact. When a new application is synched from Expert, the Client Manager will look for that contact already in the system. Using the First Name, Last Name and Birthdate, Client Manager will identify a duplicate contact. If a contact record already exists, that contact will be updated with the new application data that was just synchronized. If a contact record does not already exist, a new contact will be added to the Client Manager. All new contacts are given a Contact Type. The Contact Type is used to differentiate between applicants or participants on the application. You will find all of the Mortgage details from Expert under the Application tab of the Client Manager. DLC Client Manager Manual September 2014 Page 10 of 55

11 Contacts Tab When you click the Contacts tab, you will automatically be on the Search Contacts page. On the left side under the heading CONTACTS are options that will allow you to Search, Add a New Contact or import Contacts. Search Contacts Search for any Contact in your account. Contacts can be searched by Contact Type, First Name, Last Name, address, Application ID, Company or any combination of these fields. Fill in the criteria you are looking for and click Find Now. When the results of your search are displayed, click on any contact to open that record. To search for a Contact using a field other than the ones listed, click Advanced Search and choose the field you want to search. See more information below on creating an advanced search. Add a New Contact Allows you to manually add a new contact. Fill in the fields of information that you have and click Add Contact or Add Contact and Close. Add Contact will save the contact but keep you on the same page, Add Contact and Close will save the contact and take you back to the search page. Import Contacts Allows you to import a spreadsheet of Contacts into the Client Manager. Read more about importing in the importing section of this manual. Create Contact Groups Allows you to create your own group to report on contacts within your database. Groups report on your contacts based on criteria that you enter. For example, if you would like to see all contacts that you have listed as a Referral Source, a group would be created with a filter (criteria) that says the Contact Type is equal to Referral Source. Read more information in the Creating a group section of this manual. My Contact Groups Lists all groups that have been created in your account. Clicking on the group will open the group and show the results. Whenever a group is opened, Client Manager will search your database looking for all contacts that meet the criteria you have entered on the group. DLC Client Manager Manual September 2014 Page 11 of 55

12 Searching Contacts There are two options when searching for a contact. Quick Search allows you to search from predetermined fields. Advanced search allows you to search by any field on the contact record. Quick Search Select Contacts on the top navigation bar. This automatically opens the Search Contacts screen. Enter the Contact Type, First Name, Last name, address, Application ID, Company or any combination of these fields. Click Find Now. The results of your search will be displayed. Advanced Search Advanced Search allows you to search for any contact by any field on the contact record. To search for a contact using a field not already listed on the Contact Search screen follow these steps. 1. Click on the Advanced Search option. 2. Select the field you want to search on from the What field are you searching on drop down menu. 3. Choose your logic ie Equal to, Contains ( if you are searching for a partial value), Is Empty etc. The logic options will change depending on the field you have chosen. 4. After choosing the logic you want, you may also be asked to fill in a What are you looking for? field. This is the value you want the Client Manager search to find. 5. Click +Add this Criteria. At this point you can click Find Now to search based on this criteria or you can build another criteria to narrow down your search. 6. Click Find Now. When the results of your search are displayed, click any contact to open their contact record. DLC Client Manager Manual September 2014 Page 12 of 55

13 Adding a Contact If you would like to track or work with Contacts that are not in Expert you can do so by adding a new contact. Select Contacts on the top navigation bar and then Add a New Contact. Fill in the Contact information and click Add Contact or Add Contact and Close at the bottom of the screen. DLC Client Manager Manual September 2014 Page 13 of 55

14 Contact Records After searching for a Contact you will be able to click on that record and open the contact. The screen below shows the top part of a contact record. Follow Up Section At the top is an Appointment Section. This allows you to schedule follow ups needed for that contact. Follow ups will show up on your calendar within Client Manager. You can also select to send the appointment to your . You will receive a meeting notice to the address we have in the set up of your account. 1. Scheduling a Contact Follow up The follow up fields on a contact can be used to schedule a future follow up or an appointment with the contact. The Flag to Follow-Up must be checked before you enter information. Enter the Follow-Up Date, Follow-Up Reason, Start and End times. 2. Send Appointment to my Checking this option will activate an to the address on your Client Manager account. The will be sent as a meeting notice for the follow-up that you have scheduled. When you have finished scheduling your follow up, click Schedule Appointment at the bottom of that section or Save Contact at the bottom of the screen. This will save the changes you have made. Please note: Information filled into the follow-up fields will show automatically on the calendar. Tabs will show below the Appointment section to show your Contacts information. This is where you will find your contact data. Overview tab Will show you information about your contact broken down into sections - General information, /Phone, Mortgage Applications for this Contact, Addresses, Other Details, Employment Details, Extended fields (if applicable), Spouse or Co-Contact Details, Notes and Activity History. DLC Client Manager Manual September 2014 Page 14 of 55

15 1. Extended Fields Extended fields are added from the Settings link in the top right corner of you screen. Under this heading you will be able to manually create and view additional fields. You can add date fields, yes/no check boxes, percentage fields, number fields or plain text fields. 2. Activity History In this section you can keep track of phone calls or meetings you have had with the contact. To add an activity to the contact click +Add New Activity. s sent from the Client Manager will automatically update under the Activity History section for each client that received the Lead Details Tab Can be manually filled in when you are entering a lead into your account. These fields will automatically be filled in if you have set up a lead form on your website and worked with us to have those leads automatically populate in your client manager account. Documents Tab Upload documents to your contact records. Upload word documents, Excel spreadsheets, pdf documents, Text files, Zip files or images. Read more about documents in the Document Upload section of this manual. Marketing Plans Tab Shows which marketing plans a contact has been added to. All contacts will automatically be added to all DLC Recommended Marketing Plans. Read more about Marketing Plans in the Marketing Plans section of this manual. DLC Client Manager Manual September 2014 Page 15 of 55

16 Removing Duplicate Contacts During synchronization of applications from Expert, there is a process that checks for contact duplication. Using First name, Last name and Birthdate, Client Manager will search for the contact already in your account. If a contact already exists, Client Manager will associate the new application to that contact record instead of creating a new record. All three fields must be exactly the same. If duplicate contact records do get created if a field of data in not exactly the same - there is a manual process you can use to remove those records. Applications must be associated to the same contact record before the contact can be deleted. Use the manual process listed below. 1. Flag each of the contact records that you want deleted. Leave only one contact record that you will keep. For example, if you have a client with the name John Doe on their record that is displayed 4 times with 4 different applications, flag 3 of the records by updating the name with something to show which ones you will delete. See examples below: a. John Doe b. John D-to delete c. J Doe-to delete d. J D-to delete 2. Go into each application record listed on the 3 contact records you are deleting and remove that contact from the application. Under the applicant section, choose Remove Applicant from the drop down menu beside their name. 3. Once the contact is removed, click +Add Applicant to add the contact record you are keeping. Enter the first name and last name in the Applicant Lookup field and click Search. Select the contact record that you will be keeping the contact that does not contain to delete or however you flagged your contacts. Click Next. In the List Applicant As select how you would like the contact to appear (Applicant or CoApplicant). Click Add Applicant at the bottom. You will not see the correct contact on the application. 4. Once you have associated the same contact record to all applications, you can then delete the contacts you flagged to delete. 5. You will now have one contact record showing all applications that contact is associated to. DLC Client Manager Manual September 2014 Page 16 of 55

17 Applications Tab When you click on the Applications tab you will automatically be on the Search Applications page. On the left side under the headings EXPERT APPLICATIONS and APPLICATION GROUPS are options that will allow you to search for applications or add a new application. Search Applications Search for any application that is in the Client Manager. Applications can be searched by Applicant First Name, Applicant Last Name or Application ID or any combination of these fields. Fill in the criteria you are looking for and click Find Now. When the results of your search are displayed, click on any application to open. To search for an application using any other field other than the ones listed, click Advanced Search and choose the field you want to search on. Add New Application Allows you to manually add a new application. Fill in the fields on information that you have and click Add Application or Add Application and Close. Add Application will save the application but keep you on the same page, Add Application and Close will save the application and take you back to the search page. Import Applications Allows you to import a spreadsheet of Applications into the Client Manager. Read more about importing in the Importing section of this manual. Create Application Groups - Allows you to create your own group to report on applications within your database. Groups report on your applications based on criteria that you enter. For example, if you would like to see all applications that closed 3 years ago, a group would be created with a filter (criteria) that says the Closing Date, Date-Years Past Equal to 3. My Application Groups Lists all groups that have been created in your account. Clicking on the group will open the group and show you the results. Whenever a group is opened, Client Manager will search your database looking for all applications that meet the criteria you entered on the group. DLC Client Manager Manual September 2014 Page 17 of 55

18 Searching Applications There are two options when searching for an application. Quick Search allows you to search from predetermined fields. Advanced search that allows you to search by any field on the application. Quick Search Click on the Applications tab along the top navigation bar. This automatically opens the Search Applications screen. Enter the Applicant First Name, Applicant Last Name, Application ID or any combination of fields. Click Find Now. The results of your search will be displayed. Advanced Search Advanced Search allows you to search for an application by any field on that application. To search for an application using a field not already listed on the Application Search screen follow these steps. 1. Click on the Advanced Search option 2. Select the field you want to search on from the What field are you searching on drop down menu (you may need to change the button above to show All Fields to locate the field to search on. 3. Choose your logic ie Equal to, Contains (if you are searching for a partial value), Is Empty etc. The logic options will change depending on the field you have chosen. 4. After choosing the logic you want, you may also be asked to fill in a What are you looking for? field. This is the value you want the Client Manager search to find. 5. Click +Add this Criteria. At this point you can click Find Now to search based on this criteria or you can build another criteria to narrow down your search. 6. Click Find Now. When the results of your search are displayed, click any application to open. DLC Client Manager Manual September 2014 Page 18 of 55

19 Adding an Application If you would like to track or work with Applications that are not in Expert you can do so by adding in a new application. Select Applications on the top navigation bar and then Add New Application. Fill in the application information and click Add Application or Add Application and Close at the bottom of the screen. DLC Client Manager Manual September 2014 Page 19 of 55

20 Applications After searching for an application you will be able to click on that record to open it. The screen below shows the top part of an application. Follow Up Section At the top of the application is an Appointment section. This allow you to schedule follow ups needed for that client. Follow ups will show up on your calendar within Client Manager. You can also select to send the appointment to your . You will receive a meeting notice to the address we have in the setup of your account. 1. Scheduling a Contact Follow up The follow up fields on an application can be used to schedule a future follow up or an appointment. The Flag to Follow-Up must be checked before you enter information. Enter the Follow-Up Date, Follow-Up Reason, Start and End times. 2. Send Appointment to my Checking this option will activate an to the address on your Client Manager account. The will be sent as a meeting notice for the follow-up that you have scheduled. When you have finished scheduling your follow up, click Save Application at the bottom of the screen. Please note: Information filled into the follow-up fields will show automatically on the calendar. Tabs will show below the appointment section to show you Application information. This is where you will your application data from Expert. Overview Tab This tab will show you information from your application broken down into sections. - General Information, Applicants, Mortgage Request Details, Property, Mortgage Details, Submission History, Lender Response, Down payment, Activity History and Existing Application Notes, Extended fields. DLC Client Manager Manual September 2014 Page 20 of 55

21 1. Requested Mortgage Details This is where you will find all requested mortgage information. Click View/Edit beside the requested mortgage to view all details. 2. Extended Fields Extended fields are added from the Settings link in the top right corner of you screen. Under this heading you will be able to manually create and view additional fields. You can add date fields, yes/no check box fields, percentage fields, number fields or plain text fields. 3. Activity History In this section, you can track phone calls or meetings you have had with the applicant. To add an activity to the contact click +Add New Activity. s sent from the Client Manager will automatically update under the Activity History section for each applicant that received the . Conditions Tab Allows you to track conditions that need to be met on that application. All fields are manually entered into Client Manager. This data will NOT synch from Expert. Client Fees Tab Allows you to track fees received. All fields are manually entered into Client Manager. This data will NOT synch from Expert. Please note: Brokerage Fees and Finders Fees from Expert will show under the Requested Mortgage Details. Participants Tab Shows all participants on the deal populated from Expert. This includes Lawyer, Referral Source, Appraiser, Agent on Deal, Submission Agent and Co-Agent. Documents Tab Upload documents to your applications. Documents can be Word, Excel spreadsheets, pdf documents, Text files, Zip files or images. Read more about documents in the Document Upload section of this manual. Marketing Plans Tab Shows which marketing plans the applicant has been added to. All applicants will automatically be added to all DLC Recommended Marketing Plans. Read more about Marketing Plans in the Marketing Plans section later in this manual Applicant Tab Will show you the contact information for the Principal Applicant on the application at the time the application was entered into Expert. CoApplicant Tab (if applicable) Will show you the contact information for the CoApplicant on the application at the time the application was entered into Expert. DLC Client Manager Manual September 2014 Page 21 of 55

22 Creating Groups Groups allow you to view numerous contacts or applications together. Creating a group is completed by working through a 2-step wizard. Please note: after completing the 2 step setup you can then go back in and Edit the group to display the information the way you want. You must first decide if your group will be built using Contact information or Application information. For example, you want to create a group of all clients with a birthday next month, you only want the client to appear in the group once even if they have 3 or 4 mortgages with you. Your birthday group will be built under Contacts. On the other hand, if you want a group of all maturities, the maturity date is information contained in the application section of the Client Manager so your group will be built under Applications. On the Contacts or Applications tab, click on the link on the left under to Create a Group. Step 1 is to give your group a name, making it as descriptive as possible. Click Next Step. Step 2 of the wizard is where you set up the logic of which clients in your database you would like in the group. If you would like a group of your maturities, this is where you would set that up. To create a filter you must fill in your criteria using 3 pieces of information. 1. The first is the What field are you searching on. Using the drop down menu, select the field that you want to search. If the field you want to use is not in the drop down menu, select the All fields button above. 2. Choose the logic of your group. Ie Equal to, Contains, Is Empty etc. The logic options will change depending on the field you have chosen. 3. Depending on your logic, you may also need to fill in the field What are you looking for. This is the value you want the Client Manger to search on. 4. Click +Add this Criteria. Your filter will show up under Current Filters. At this point you can click Save Group Settings or build another filter to narrow down the results of your group. Click Save Group Settings. You will be returned to your list of Groups. DLC Client Manager Manual September 2014 Page 22 of 55

23 Viewing Groups To view the contacts or applications of a group, click the Contacts or Applications tab along the top. Click My Contact Groups or My Application Groups to see a list of groups that have been created. From the list of groups, click on the group you want to view. Each time you open the group, the Client Manager will go through your database and extract all contacts or applications that meet the criteria you have entered for that group. Results showing in your groups will change as your database changes. For example, if you have set up a group to show applications that closed last week, each week when you open that group the results will change. DLC Client Manager Manual September 2014 Page 23 of 55

24 Editing Groups To edit the contacts or applications of a group, click the Contacts or Applications tab along the top. Under the My Contact Groups or My Application Groups heading, click Properties next to the name of the group you want to edit. You can also click on the name of the group you want to edit, which will open a screen with a list of all the applications in that group. When the group opens, click Properties on the top navigation bar. The edit group properties window will open and give you the option to edit from any of the steps used to create the group. Click Edit beside the step where you would like to make changes. If you wish to review and edit all group properties, click Edit beside Step 1 and proceed through the steps making changes as needed. Step 2 Group Type indicates if the group is looking at Contacts or Applications. There will only be one option depending if you are under Contacts or Applications. Step 3 Choosing your fields allows you to select with fields of information you view in the group. The available fields will be in the box on the left. DLC Client Manager Manual September 2014 Page 24 of 55

25 To choose your fields, click on a field name in the list of available fields in the left column to select it. Then click the > arrow button in the middle to add that field to the list of selected fields in the right column. Continue this process until you have selected all the fields you want. To remove a field from the selected fields on the right, click on the field you want to remove then click the < arrow button. The field will return to the list of available fields. The buttons to the right of the selected fields are used to change the order the fields will be displayed when you view the group. The first field will appear on the left, the last will appear on the right. You can also add a total, sum or averages to a specific field. This will show a total at the bottom of the group when it is viewed. Clicking Remove on the right will remove a total, sum or other option that has been added to that field. Click Next Step when you have the fields you want. Step 4 and Step 5 Group By and Sort By allow you to select in what order you will view your contacts or applications in the group. Group by allows you to group the results of your group by any field you have selected in Step 3. For example if you would like to group your prospects by the city they are living in you can choose Property City from the Field drop down menu, then click Add Group By. This will move the field to appear under the Current Group By heading. To edit or remove this Current Group By, use the drop down menu to the right. Click Next Step when you are finished. This step can be left blank by clicking directly on Next Step. Sort by allows you to sort the results of your group by any field you selected in Step 3. Choose the field you would like to sort by from the field drop down menu. Click Add Sort By. This will move the field to appear under the Current Sort By heading. To edit or remove this Current Sort By, use the drop down menu to the right. Click Next Step when you are finished. This step can be left blank by clicking directly on Next Step. Step 6 Filter by allows you to change the criteria you have selected for the group. To edit or remove filters under the Current Filters heading, use the drop down menu to the right of the filter. Click Save Group Settings when you are complete. You will be returned to the list of groups. DLC Client Manager Manual September 2014 Page 25 of 55

26 Addresses in Client Manager Current, Mailing or Property When creating groups in the Client Manager you have the choice of three addresses the Current Address, the Property Address and the Mailing Address. Current Address is the address the applicant is living at when the application was entered Property Address is the address of the property the applicant is purchasing Mailing Address is the address the applicant will be living at after the applications closes. This will either be the current address or the property address depending on which option was selected in Expert. When choosing an address field to use, we recommend using the Mailing address. The Mailing address will be the address that has been flagged in Expert as where the client will be living after closing. The mailing address will either be the Current address or the property address depending on the flag in Expert. DLC Client Manager Manual September 2014 Page 26 of 55

27 Document Upload On both Contacts and Applications you have the option to add documents to client records. Upload Word documents, Excel spreadsheets, Pdf, Text files, Zip files or images to save to contact records or applications. To upload a document, follow the steps below. 1. Choose either Contacts or Applications 2. Search for the contact record or application where the document will be uploaded. 3. Click on the Documents tab in that record. 4. Under the Document upload section, click Browse to locate the document on your computer. 5. When the document is found, click on the document and click Open. (double clicking the document will do the same thing). 6. When back on the Document upload screen, you will see you document listed beside the Browse button. 7. Enter a Title to call the document something different in Client Manager. If you leave this blank, the document will be called the current name of the document as it was selected on your computer. 8. Click the Upload button 9. The document will show above as uploaded to that contact record or application. 10. Save the record using Save or Save and Close. To view a document after it has been uploaded, click on the View button You will be asked if you want to Open or Save the file. beside the document. To remove a document that has been uploaded, click on the Remove button beside the document. You will be asked to confirm you want to delete that document. Click OK is you want to remove the document, click Cancel if you decide to not delete that document from the record. DLC Client Manager Manual September 2014 Page 27 of 55

28 Extended fields Extended Fields are customizable fields that you can add to your contacts and applications. This allows you to track information that is not included in the default program. To add extended fields, click the Settings link in the top right corner of the screen. Click on the Create Custom Extended Fields in the main part of the screen or Extended Fields under the Quick Links heading on the left. You can choose to add an extended field to Contacts or Applications by choosing the correct +Add Custom Extended Field option. When an extended field is added, you will be prompted to give the field a name and choose a format. Fields can be added as Text, Number, Percent, Yes/No checkbox or Date fields. Click Add Custom field when finished filling in name and type. That field will now be found under the Extended fields heading in either the Contact or the Application record. DLC Client Manager Manual September 2014 Page 28 of 55

29 Templates Before sending an or printing a letter you must first create a template. The template is the or the letter you want to send. To access the template section of the Client Manager, click on the Templates tab. This will open the Template Management screen. In the Load from Template drop down menu you will see Templates in your account. Templates you create and save will be added to this drop down menu. All Marketing Plans templates have been designed by DLC head office and cannot be deleted as they are attached to Marketing Plans created by DLC head office. The Client Manager has pre-existing templates that you can open and edit. To access these templates, click the Templates icon in the shaded area above the blank template. Scroll through the templates available and click on the template you want to use. Once the template is open, you can edit the template - add images, edit the text, add colour etc. After you have made your changes to the template, give the template a name in the Template name field and click Save New Template. This will save the template as your own in the Load from Template drop down menu so it can be used as an or printed letter. DLC Client Manager Manual September 2014 Page 29 of 55

30 Templates - Creating a new Template Before sending out any or printing a letter you must first create the template. To create your own template, open the Template Management screen and you will automatically be taken to a blank template to start building your own. Create your /letter in the blank template. Within the template you can add images and merge fields (data from your contact records or applications to personalize your communications). Also, by using the format icons, you can customize your text colour, style, font and size. Read more about adding an image or a merge field later in this manual. When your template is complete, enter a name for your template in the Template Name field and click Save New Template. This will save the template in the Client Manager Load from Template drop down menu so it can be used as an or printed letter. Testing a Template To test a template you have created, click the Test Template option. The template will be sent as an to the address listed in the setup of your account. DLC Client Manager Manual September 2014 Page 30 of 55

31 Templates Adding an Image to a Template To insert an image into a template, click the Image icon in the shaded area above the template. Click Browse Server. Any images you have already uploaded to the Client Manager will show on this screen. To upload a new image, click Browse at the top of the screen to find the image on your computer. Click on the image and click Open. Click Upload. This will upload the image to the Client Manager so it can be used again in future templates. To insert the image after it has been uploaded, click on the image name you want to insert into the template. Click Select. This will bring you to the image properties screen where you can adjust the height and width of the image. Click OK when you are ready to insert the image. The image will insert into the template. Please note: if you are uploading an image that is a big file, we suggest you resize the image before it gets uploaded to the Client Manager. Edit the image to the size you want it to appear in your template before uploading it. DLC Client Manager Manual September 2014 Page 31 of 55

32 Templates Adding Merge Fields to a Template Merge fields can be added into a template to insert information from the contact or the application record. When an is sent or a letter printed, this information will be inserted into the template. Click on the Insert Merge Fields icon in the shaded area above the template. Scroll down the list of fields and click on the field you want to insert. Please note: there are different merge fields for Contacts and Applications. If you are using the template to communicate with your contacts, you must use the Contact merge fields. If you are using the template to communicate with your applications insert the Application merge fields. There are also fields from your Profile to enter your contact information into a template. Editing a Template To edit a template you have already saved, click the Templates tab in the top menu bar. From the Load from Template drop down menu, select the template you want to edit. When your changes have been made, click Save. DLC Client Manager Manual September 2014 Page 32 of 55

33 Sending an To send an to a contact or applicant you must first create the template. The template is the body of the . Once the template is created you are ready to send the . Under the Contacts or Applications tab, search for the contact or application you want to send the to. Click on that contact or application to open the record. From the action line at the top, click Send . The Send screen will open. Part 1 The name and fields will automatically populate from your profile. These fields can be edited if you want to use different sender information. If they are empty, please update your Profile before sending the . Fill in the subject line of your . If you check Send yourself a copy, the will be sent to the address that incontact has listed on your account. Part 2 Recipients will be filled in with the address from the contact record or application. Please note: if you are sending from Applications only the Principal Applicant will be ed. Part 3 Select the template you want to send from the Load from Template drop down menu. Part 4 CASL Footer. This footer will automatically be added to all outgoing s to help you remain CASL compliant. This footer cannot be edited. All data in the footer is populated from your profile within Client Manager. Click Send to send out the . The will be sent to s listed under recipients. The Activity History on the record will update with the date the was sent and the subject line. Note: We recommend sending the to yourself to check the formatting/appearance before sending to your clients. DLC Client Manager Manual September 2014 Page 33 of 55

34 Sending an to a Group To send an to a group of contacts or applications you must first create the template and the group containing the clients you want to . Once the template and the group are created, you are ready to send the . Under My Contact Groups or My Application Groups click on the group you are sending the to. When the group opens click Send in the top action line. Part 1 The name and fields will automatically populate from your profile. These fields can be edited if you want to use different sender information. If they are empty, please update your Profile before sending the . Fill in the subject line of your . If you check Send yourself a copy, the will be sent to the address that incontact has listed on your account. Part 2 Recipients will be filled in with the address from the contact record or application. Please note: if you are sending from Applications only the Principal Applicant will be ed. Part 3 Select the template you want to send from the Load from Template drop down menu. Part 4 CASL Footer. This footer will automatically be added to all outgoing s to help you remain CASL compliant. This footer cannot be edited. All data in the footer is populated from your profile within Client Manager. Click Send to send out the . The will be sent to s listed under recipients. The Activity History on the record will update with the date the was sent and the subject line. Note: We recommend sending the to yourself to check the formatting/appearance before sending to your clients. DLC Client Manager Manual September 2014 Page 34 of 55

35 Printing a Letter To print a letter to send to a client you must first create the template. The template is the body of the letter. Once the template is created, you are ready to print your letter. Under Contacts or Applications, search for the contact or application you are merging the letter for. Click Merge Letter on the top action line. From the Choose from your own template drop down menu, choose the template you want to use to print out your letter. Click OK. The letter will open as a PDF file. Once you have opened the file the letter can be printed or saved to print later. Before opening the letter, you may be asked if you want to open or save the file. Once the letter opens as a PDF, you will see that all merge fields that you used on the template will be populated with data coming from the contact record or the Expert application. DLC Client Manager Manual September 2014 Page 35 of 55

36 Printing a Letter for a Group To print letters for a group of clients, you must first create the template and the group containing the clients for whom you are printing the letters. Once the template and the group are created, you are ready to merge your letters. Under My Contact Groups or My Application Groups, click on the group you are sending the letter to. When the group opens click Merge Letter. From the Choose from your own template drop down menu, choose the template you want to use to print out your letter. Click OK. The letters will open as a PDF file. Once you have opened the file the letter can be printed or saved to print later. Before opening the letter, you may be asked if you want to open or save the file. Once the letter opens as a PDF, you will have one letter for each client you had in your group. You will also see that all merge fields that you used on the template will be populated with data coming from the contact record or the Expert application. DLC Client Manager Manual September 2014 Page 36 of 55

37 Printing Labels for a Group Under My Contact Groups or My Application Groups click on the group you are printing labels for. When the group opens, click Print Labels on the top action line. Using the drop down menus, select the size of labels you are using and the content you want included on the label. Click OK when done. The labels will open as a PDF file. Once you have opened the file you can print the labels or save the file to print later. DLC Client Manager Manual September 2014 Page 37 of 55

38 Marketing Plans DLC Recommended When you click on the Marketing Plans tab, under the DLC Recommended Marketing Plans heading, you will see 5 Marketing plans have been designed by DLC head office. These marketing plans have been created to send out communications to your entire database once they are turned ON. Each Marketing Plan contains numerous campaigns (or actions) that will take place as part of that marketing plan once the plan has been turned ON. Please note: No s or notifications will be sent from your account, until the Marketing Plans are turned ON. To view all campaigns that will take place as part of a marketing plan, click on the +Show Actions below the Marketing Plan name. From this screen, individual campaigns can be turned OFF if there is a specific action you do not want executed in the marketing plan. All campaigns can also be customized by clicking on the Edit option and going through the steps of the campaign. For example, if you would an campaign to be a letter campaign instead or change the time of day you receive a notification; this can be done by editing the campaign. All Marketing plans contain s to your clients as well as a notification to you the day before the is sent out. Once a Marketing Plan is turned ON, all clients in your database will automatically be included in the campaigns associated to that Marketing Plan. To remove a client from a marketing plan that has been turned on, go into that contact record or application and uncheck the plan. DLC Client Manager Manual September 2014 Page 38 of 55

39 Marketing Plans - Custom Client Manager allows you to create your own Marketing Plans to keep in touch with your clients. Once a Marketing Plan has been created, you can then add existing campaigns to your Marketing Plan or create new campaigns. Creating the Plan To begin, under the heading My Custom Marketing Plans, click on the option to Create New Marketing Plan. You will be asked to give your marketing plan a name and select if the plan to apply to Contacts or Applications. When complete, click Add Custom Marketing Plan. You will now see your Marketing Plan listed under the My Customer Marketing Plans heading. Adding Actions to your Marketing Plan Campaigns can now be added to your Marketing Plan. You can use campaigns that you have already created or new campaigns (actions) can be created within the Marketing Plan. To add an existing campaign to a marketing plan: 1. Click on the +Show Actions option below the Marketing plan. 2. On the right click on Add Action. 3. Click on Choose an Existing Action 4. From the list of campaigns available, select which campaign to add to your plan. 5. Click Choose 6. You will be returned to the Marketing Plan screen and your campaign will be added as an Action to your Marketing Plan. To create a new campaign to be added to your Marketing Plan: 1. Click on the +Show Actions option below the Marketing Plan 2. On the right click on Add Action 3. Click on Create a New Action 4. The 6 step wizard will open to walk you through creating a new campaign. Please note: when creating a new campaign, you will need to have a group and a template already created. The group will show the clients you want included in the campaign and the template is the content of the communication. DLC Client Manager Manual September 2014 Page 39 of 55

40 Campaigns Campaigns in the Client Manager are individual tasks that can be set up to have an action automatically occur. Campaigns are located under the Marketing Plans tab within Client Manager. When creating a campaign, three types of actions are available. a. An to your contacts b. A printed piece c. A notification to yourself or a recipient of your choosing. For example, if you would like all pre-approvals that are expiring in 30 days to receive an reminder this would be considered an action. Before setting up a campaign, create a group containing the clients to whom the action will apply. For example, if you would like to create a campaign to all applicants who have a pre-approval expiring in 30 days, you must first create a group of applications showing all applicants that have a preapproval expiring. Please note: Campaigns that are not showing as being turned On or Off are not completely created yet. This indicates there are steps that need to be completed before the creation of the campaign is finished. Many agents also set up notification campaigns to mirror these campaigns using a merge field template allows you to be ed the names etc of the clients that were sent your . Others simply have a message sent to them letting them know that the group is now ready to be viewed & to log into Client Manager to view the group results DLC Client Manager Manual September 2014 Page 40 of 55

41 Creating a Campaign Notification or Reminder This will allow you to set up an automated to be sent to yourself, your staff or a recipient of your choosing as a reminder or notification. Campaigns can be left as individual actions or can be added to Marketing Plans so that numerous actions will take place for clients added to that Marketing Plan. To create this action you will follow a 6-step wizard. To access the Wizard, select the Marketing Plans tab from the top menu. It opens on a screen listing Marketing Plans and Campaigns. Beside the My Campaigns heading click Create New Campaign. Step 1 Name. Enter a name for your campaign. Use something that is descriptive. When complete click Next Step. Step 2 Type. Specify the type of action you are setting up. Select A Notification or reminder. When complete click Next Step. Step 3 Who. Select the target group for the notification. Select which group you would like the campaign to apply to. Choose from the Contact list or the Application list of groups. Below the list of groups, sender information for the notification must be entered. The following fields will automatically be filled in with information from your profile your Name, Your address, Reply Address. These fields can be edited if you would like to use different information. Enter a subject line for your notification and click Next Step. DLC Client Manager Manual September 2014 Page 41 of 55

42 Step 4 What Template. Select the content of your notification. The content of the can be a template you have already created or it can be an written just for this campaign. To have a template sent as the notification, choose the Select an existing template and then choose the template name from the drop down menu. To write a notification for this campaign, select the option Just use this quick message and type the contents of your in the box below. Click Next Step. Step 5 When. Select when and how often the notification will be sent. Using the Execution Time drop down menu choose the time of day the notification will be sent. Using the time zone you have selected in your Profile the notification will go out in your local time. Under the Recurrence Pattern heading choose the frequency and day(s) the notification will be sent. In the example above, the notification will be sent every Monday at 9:00am. Click Next Step when you have scheduled your notification. DLC Client Manager Manual September 2014 Page 42 of 55

43 Step 6 From. Enter the address to whom the notification will be sent. Enter the address you would like the notification to be sent to. To enter more than one recipient use a comma (,) between each . Click Save. You will be returned to the list of Campaigns you have created. The campaign you have just created will show as OFF. Please note: Until the action is activated, no notifications will be ed. DLC Client Manager Manual September 2014 Page 43 of 55

44 Creating a Campaign Automated to Clients This allows you the option to a group of clients the message of your choice. Before setting up this action, create a group containing the clients you wish to as well as the template you will be using. For example, if you would like to create an action to all applicants who have a mortgage maturing in 6 months, you must first create a group in Applications showing maturity dates expiring in 6 months and the template that will be sent. To create this action you will follow a 6-step wizard. To access the Wizard, select the Marketing Plans tab from the top menu. It opens on a screen listing Marketing Plans and Campaigns. Beside the My Campaigns heading click Create New Campaign. Step 1 Name. Enter a name for your campaign. Use a name that is descriptive. Click Next Step when you are complete. Step 2 Type. Specify the type of action you are setting up. For an to your database, select An to my contacts. Click Next Step. In Step 3 Who. Choose which group of clients will receive the . Select the group you want the Client Manager to use when the is sent. Any clients in the group who have an address at the time the is sent will receive the . Click Next Step. DLC Client Manager Manual September 2014 Page 44 of 55

45 Step 4 What Template. Select the content of the notification. The content of the can be a template you have already created or it can be an written just for this campaign. To have a template sent as the notification, choose Select an existing template and then choose the template name from the drop down menu. To write a notification for this campaign, select the option Just use this quick message and type the contents of your in the box below. If you have not created the template, click Go create a Template. When you have created and saved your new template, you will return to finish setting up your Campaign. When you have selected the template you want to use, click Next Step. Step 5 When. Select when the will be sent. Using the Execution Time drop down menu choose the time of day the notification will be sent. Using the time zone you have selected in your Profile the notification will go out in your local time. Under the Recurrence Pattern heading choose the frequency and day(s) the notification will be sent. In the example above, the will be sent at 9:00 am the first of every month. Click Next Step when you have scheduled your . DLC Client Manager Manual September 2014 Page 45 of 55

46 Step 6 From. Fill in the details. The following fields are required: Your Name, Your Address, Reply address and Subject line. The fields will be filled in with default information that can be changed. Your Name, Your address and the Reply address will populate from your Profile. The Subject line will be updated with the name of your campaign. If you check Send yourself a copy, the will be sent to the address that incontact has listed on your account. To send a copy of the to a recipient not in the group you chose in Step 3, check the option Send a copy to and enter the address you want included in the . Please note: When using the option to send yourself a copy or entering another recipient, any merge fields you have on the template you are using will not be filled in. The Client Manager will not have an application or a contact record from which to pull any merge field information. Click Save. You will be returned to the list of Campaigns you have created. The campaign you have just created will show as OFF. Please note: Until the action is activated, no s will be sent DLC Client Manager Manual September 2014 Page 46 of 55

47 Importing Preparing your Spreadsheet To import data into Client Manager, the data must be in an Excel spreadsheet or a CSV file. Before using the 4-step wizard in the Client Manager to import your spreadsheet, the data on your spreadsheet should be clean and formatted correctly. Check the following on your spreadsheet: Blank columns and rows have been removed Dates are in the MM/DD/YYYY format. Column headings are on each column and label the data in the column First and Last Names are separated. This data is imported into separate fields in the Client Manager so will need to be in individual columns. Columns that contain dates do not contain any other text Columns that contain numbers or percentages (i.e. Mortgage Amount or Interest Rate) do not contain any other text. Check that the data on your spreadsheet has a field in the Client Manager. If you have data on your spreadsheet that is not already a field, an extended field will need to be created before you start the import wizard. DLC Client Manager Manual September 2014 Page 47 of 55

48 Importing a Spreadsheet The 4-step import wizard is the same in Contacts and Applications. If you are importing contacts, click the Contacts tab and then on Import Contacts. If you are importing applications, click the Applications tab, then on Import Applications. Step 1 of the Import Wizard is selecting the spreadsheet that you want to import. Click Browse and locate the spreadsheet. Click on the spreadsheet you are importing. Click Open. The file must be either a CSV or an XLS file. Click Next Step. Step 2 is selecting the duplication strategy. If the Client Manager finds the contact or application you are importing is already in the Client Manager, do you want the Client Manager to create a duplicate record, replace the record with the information you are importing or not import the duplicate record? DLC Client Manager Manual September 2014 Page 48 of 55

49 In Applications, the Client Manager will use the Application ID to identify a duplicate. In Contacts, you decide which fields should be used to identify a duplicate by checking the field names. For example, if you check First Name, Last Name and Home , if the Client Manager finds a contact on your spreadsheet that has the same first name, last name and home address as a contact already in the Client Manager, it will treat the contact on your spreadsheet as a duplicate and use the duplication strategy you have selected. Click Next Step when you have selected your duplication strategy. Step 3 is mapping the fields for Import. The fields available in the Client Manager will show listed down the left. Beside each field is drop down menu that will contain the column headings from your spreadsheet. Beside each Client Manager field, from the drop down menu, select the column from your spreadsheet that will be imported into that field. When all fields from your spreadsheet have been selected and assigned to a field in the Client Manager, click Next Step. This will start your import. You will see the progress of your import. DLC Client Manager Manual September 2014 Page 49 of 55

50 Customizing your Account - Settings Within your Client Manager account there are customizations you can make so your CRM is set up to run the way you want. To access the Setup options within your account, click on the Settings option in the top right corner of your screen. The following options are available to customize your account. 1. Activity Types - Add your own custom Activity Types to the Activity History section of your account. Custom activity types will show under Contacts and Applications. 2. Condition Management - Customize the Conditions under Condition Management 3. Extended fields - Add your own Extended fields to Contacts or Applications 4. Drop-Down Selection Boxes - Add your own values to the following Drop Down fields: a. Contact Type b. Contact Source c. Contact Status d. Application File Status e. Application Marketing Status f. CRM File Status 5. My Profile - Enter your contact information to be used in areas of Client Manger. This data MUST be filled in before any s can be sent out. Data from your Profile will update the CASL footer. Your Profile information will be used to automatically fill in the sender information for your outgoing s. 6. My Data change the Expert data that you see in your account. If you are a broker and can see clients for your entire firm, you have the option to adjust the account to show only your own data. Using the Agent on the Deal field, your account will update to show just your clients. You can also add a criteria to you account to show only specific information. See more information in the Settings-My Data section of this manual 7. Clean Up My Data A quick way to clean your database that has come across from Expert. See more information in the Clean My Data section of this manual. 8. Customize My Contacts Select which Contact groups you would like to add to your Dashboard under the Custom Groups heading. Up to 5 groups can be selected to show on your Dashboard. 9. Customize My Applications Select which Application groups you would like to add to your Dashboard under the Custom Applications heading. Up to 5 groups can be selected to show on your Dashboard. 10. CASL Contact Status A quick way to see what contact status is on each of you contact records. See easily which contacts have been marked as Do Not Contact, which contacts you have received consent to send an and also update all contacts in your database. The status for numerous contacts can be edited on one page and all contacts saved. DLC Client Manager Manual September 2014 Page 50 of 55

51 Settings Customize Data you see in Client Manager Within the Client Manager you will see all Applications that you have access to see in Expert. To limit the data that you see in the Client Manager, you have the option to enter a filter to show only applications and contacts that meet a certain criteria. For example, if you want to see only applications that have been entered since 2008 or if you have access to view the entire firm s data and only want to see your own, you can set appropriate criteria under Settings. Click Settings in the top right corner of your screen. Then click My Data. Select one of the 2 options to Show only my Filogix data or Show only the following data. 1. Show only my Filogix data Wil change the data you see in your Client Manager account and show only applications where you are listed as the Agent on the Deal. Please note: both the Applications and Contacts sections of Nexa will change to show only your clients. 2. Show only the following data Will allow you to enter a criteria to show which applications you would like to see in your account. For example, if you want to see only applications that have been entered since 2008 you can set up criteria to hide older applications from your account. Check the option to Show only the following data and the Edit Current Criteria to build the criteria. Please note: only the Applications sections of Client Manager will change. DLC Client Manager Manual September 2014 Page 51 of 55

52 Settings Customizing your Dashboard Within the Client Manager there is a section on your Dashboard the can be customized to show Contact and Application groups of your choosing. To select the groups you would like to show under the Custom groups heading, click on the Settings option in the top right corner of your screen. Click on the Customize My Contact or the Customize my application options. From a list of groups available, check the groups that you want to show on your Dashboard. A maximum of 5 groups can be selected to show under Contact Groups and Applications Groups. When you have selected your groups, click OK. When you return to your Dashboard you will see the groups you selected DLC Client Manager Manual September 2014 Page 52 of 55

53 Settings - My Profile One of the first things you should do in your Client Manager account is enter your Profile. The fields from your Profile are used when sending out any s from your Client Manager account and must be filled in before any s can be sent from your account. To enter your profile, click on the Settings option in the top right corner of your screen. Click the My Profile option down the left. The following mandatory fields must be entered in your Profile. 1. My Name 2. My Title 3. My Company 4. My Bus Phone or My Cell Phone 5. My Your profile will be used to automatically populate a CASL footer that will be added to all outgoing s to help you remain CASL compliant. DLC Client Manager Manual September 2014 Page 53 of 55

54 Settings - Clean My Data A quick way to clean the data in your account that has synchronized from Expert. This allows you to view up to 20 records on one screen, make changes to specific fields on that record and save all changes at the same time. To clean your database, click on the Settings option in the top right corner of your screen. Click on the Clean Up My Data option on the left. You will then have the option to clean your Contact records or your Applications separately. The following fields of information can be edited on the screen. 1. Contacts a. Contact Type b. Contact Status c. Synch with Expert? d. Delete? 2. Applications a. Application File Status b. Application Marketing Status c. Synch with Expert d. Delete When cleaning Contacts, you will have a list showing all Contact records in your account. When cleaning Applications, you have the option to filter by the current Application File Status to clean your deals one status at a time. Select the status you want to see from the Show Me drop down menu. When you have made changes click Save and Close to return to the previous screen or Save and Next Page to continue through your database. The fields you change will be saved to the Contact and/or Application records. DLC Client Manager Manual September 2014 Page 54 of 55

55 Settings - CASL Contact Status A quick way to see what contact status is on each of your contact records. This allows you to view up to 20 records on one screen, make changes to specific fields on that record and save all changes at the same time. To update your statuses, click on the Settings option in the top right corner of your screen. Click on the CASL Contact Status option on the left. Contacts will show on the screen grouped by the current Contact Status. You can easily see which contacts you have marked as Do Not Contact and which contacts you have received consent to send s. The following fields of information can be edited on the screen. 1. Contacts a. Contact Status b. Contact CASL Expiry When you have made changes click Save and Close to return to the previous screen or Save and Next Page to continue through your database. The fields you change will be saved to the Contact records. More information Training videos can be accessed through the Help Center screen within your account. To view these videos, click on Help Center in the top right corner of your screen (next to Settings). Click on the video you would like to view. If you have support questions you can contact: Liz Hynes , liz@dominionlending.ca. InContact Support team - support@incontact.ca or call Ext 2. DLC Client Manager Manual September 2014 Page 55 of 55