OnePlace Contacts User s Guide. Managing your contacts with the OnePlace Contact Manager.

Transcription

1 OnePlace Contacts User s Guide Managing your contacts with the OnePlace Contact Manager.

2 How to Find It Go to Choose My Contacts Adding Contacts Contact: Summary The Contact Summary page displays all of your current contacts. There are 4 ways that a contact s information can be added to your contact list. Automatically 1. When a visitor to your website fills in and submits the 1 st To Know Registration form. 2. When a visitor to your website fills in and submits an E mail me or a Request More Information form. Manually 3. When you manually add a contact into the OnePlace Contact Manager. 4. When you import a list of contacts into the OnePlace Contact Manager. To add a new contact, select the Add Contact tab.

3 To start, simply add the contact s First Name, Last Name and Address. Set the and 1 st To Know drop down menus both to yes. Choose Add Contact. * If you manually enter a contact and you would like to set them up with access to 1 st To Know, you must select a 1 st To Know Activation Date and enter a Password. The Contact form now expands and displays the Additional Information and Additional 1 st To Know Registration Information sections. The Additional Information section allows you to create categories to sort your contacts and to set up your clients to access the 1 st to know system. The Additional 1 st To Know Registration Information allows you to add phone and text information for the 1 st to know text and phone services and basic information on what stage your client is in the home buying and selling process.

4 Sorting Contacts by Category Creating Categories To create a category, choose the Maintenance Tab Enter a category name in the Contact Category field. Choose ADD. To remove a category, select the category and choose Delete. Adding a Contact to a Category To add a contact to a category, open the contact s record by selecting the contact from the My Contacts list. Scroll down to the Additional Information section. Select the category from the Personal Category list. Hold down the ctrl key and select to add a contact to multiple categories.

5 To add multiple contacts to a category by bulk, choose My Contacts. Select Assign Category. Add a check mark next to the contacts that you would like to add to a category. Select the category from the Personal Categories list. Choose Assign Category. Sending to a Category List To send an to a contact list, choose Contacts from the main OnePlace Dashboard or Home page.

6 Select the category or categories that you would like to send a message to. Choose Search Contacts. When the list of contacts from the selected category displays, choose Compose . Assigning Plans To assign a plan to a group of contacts, choose Assign Plan.

7 Select the plan from the Plan Name drop down menu. Enter a Plan Start Date. Select the contacts that you would like to assign the plan to by placing a check mark in the check box next to each contact. Choose Assign Plan. Compose Sending an to All Contacts 1. To every one of your contacts, go to My Contacts and then choose Compose Sending an to One Contact 2. To one of your contacts, open an individual contact record and then choose Compose Sending an to All Contacts in a Personal Category 3. To every one of the contacts in one of your personal categories, go to Contacts. Select the category that you would like to send an to from the Personal Categories drop down menu. Choose Search Contacts.

8 This should display a list of all of the contacts that are associated with the personal category that you selected. Choose Compose . The recipients of any that you create will always be displayed at the bottom of the Compose window with a check mark in the check box next to their name. You can remove the check mark from any contact that you do not want to receive the message. Step 1: Set Header Information You can add recipients to the CC and BCC fields. Warning - If you are sending an to multiple contacts and you add yourself to the CC or BCC field you will receive a copy of the for each recipient on your list.

9 Step 2: Enter Subject and Select Template Add a Subject line to your message. Choose a Category from the Category drop down menu, and then choose a template from the Template drop down menu. Step 3: Enter Message & Attachments The Message Body section only appears if the template allows custom text to be added. You can manually add a message to the Message Body or you can choose one from the Custom Text Drop Down Menu. Attach a file to the message by choosing Click to Attach File, then choose Browse, select your file and choose Open.

10 Step 4: Log This Activity The system can keep track of the activities associated with a contact. This allows you to maintain an electronic record of the history associated with this contact, including a record of sending an ecard. Choosing Yes will make a record of the ecard being sent in other words, it will log your activity. **Note that this activity will only appear for the contact(s) shown at the bottom of the page, not for any placed in the CC or BCC fields. If you would like the message body to appear on this activity as well, copy the Message Body and paste it into the Activity Comments. Step 5: Confirm Recipients, Preview and Send Review the list of recipients attached to your message. Choose Preview to see a preview of what your recipients will see. Choose Send when your message is complete.