IntelliPad CRM News from Versys Software, Inc.

Transcription

1 IntelliPad CRM News from Versys Software, Inc. Release June 2018 Release provides support for a new feature and service for IntelliPad Marketing Automation Landing Pages. Major enhancements are provided for Mailing List Management, Linking of Contacts to Events and Lists, Contact Changes Review, Contact Link, and a new and faster integration with Constant Contact. Support for the Emma webmail service provider has also been added. There is a new Outlook Add-in, release A separate document which describes the Marketing Automation Landing Pages features and the related service, can be seen by clicking: IntelliPad Marketing Automation Landing Pages. All new Site Settings and corrections and changes are covered in the IntelliPad Release Notes. The User Guide to New Features is also included in the Release Notes, as well as a recap of all intermediate patches. There is a separate IntelliPad Outlook and Contact Link Changes document for attorneys and other Outlook users. Enhancements in the Web Interface Manage Event Links in Edit Person The new feature enables users to link the person to multiple Events and Lists with selection of link details and with checking a Sign box and adding a text for linked attorneys where applicable. Edit Events features -- Option to automatically check the Sign box when the contact is linked (also affects Outlook and Contact Link). -- Option to allow use of IntelliView filters in Contact Link, for selection of contacts to link. -- Option to allow the Event in the API (used with custom website landing pages). -- Add Links feature moved into the Manage Links window. -- Event duplication, person-event links: The Comments, Categories, Override Address, and Override Salutation can be included. Person-event-user links: The User Text can be included. Mailing Lists: End Date Mailing lists can now have an End Date. The Past Mailing Lists section can optionally be shown in the Outlook Marketing page, and there is a new menu selection for them in Contact Link. They are included in the Mail Manager. Mail Manager, Manage People Links -- Automatic opening of link details when Mail Type Override required (i.e. yellow link box). -- Automatic check of Sign box when contact is linked: This is a new option in the Event definition. Custom fields for Person-Event Links These fields can be defined for Events, Mailing Lists, IntelliPad Only, or any combination. They can be included in IntelliViews. Fields can be defined for Case Management links, if this module has been purchased. Mail Task features -- People Selection by signers contacts that have at least one person-event-user link. -- All Mail Task types, Duplicate Errors: New option to report duplicate addresses as errors; contacts must then be removed before the task can be created. -- All Mail Task types: New Landing Page fields for creation of a URL to provide a clickable link in the message, so that recipients can click it to go to a designated landing page on the firm s website. -- DS Mail Tasks IntelliPad CRM News Page 1 of 30

2 MailingAddressLabel changed to Salutation ; new fields added for Salutation or FullName and Override Salutation or Full Name. -- Mail Task Exceptions: The total number of duplicate addresses, and of other errors, are shown at top of the page. Contact Changes Review features -- Consolidation of review records for same contact Multiple review records for the same contact, from multiple submitters, can now be consolidated. A review detail page shows all values, from all submitters, with selection of field values to be saved. -- Accept Selected/All processing done by scheduled task Reject Selected also. Clients can specify the frequency of this task, e.g. every 10 minutes. The new Processing button opens a display showing the review records included; the button changes to Results upon completion. Find View button in all Manage Views screens Enables users to search by view description. Contact Consolidation, empty fields If the user is leaving some fields empty, but there are values for those fields in the other contacts being consolidated: A warning window shows the field names with empty values. Consolidations Log display options New options added for display of Detail or Summary, Sentence or Paragraph format, and Show or Hide field changes. Application Statistics log: Selection of multiple users New User Notifications log Includes event notifications to users, user notifications (from Management menu, Users), and all notifications logged by the ColdFusion code. Administrator notification if CFBatch has stopped If CFBatch has not run for more than 24 hours, an is sent to the Administrator and an entry is logged in Application Messages, Other. Multiple Administrative addresses The Site Setting can contain multiple addresses for the Administrator, separated by semicolons. The Notifications task can be setup to send s to these addresses based on each user s access rights. Edit User features -- Prompt on change Active to No A prompt informs the user of the difference between changing the Active to No and deleting the user, and explains the processing choices available with deletion. -- Exclude from Application Statistics This new option lets the attorney be excluded from the Application Statistics log and graphs. This feature is also available in Add Users from GAL. -- IntelliView Filters A new Filter button opens a window for selection of IntelliViews that the attorney can use to filter contacts for linking to events and lists in Contact Link. This feature is also available in Add Users from GAL. Mail Actions Import -- Create.csv file for unrecognized contacts: This new option is provided in the Mail Actions Import page. The.csv file so created can then be imported. IntelliPad CRM News Page 2 of 30

3 -- Company name match option: Number of characters to match (when finding contacts by name and company). Batch Add to Outlook utility This new utility offers selection of multiple person records for adding to an Outlook user s folder; for example, person records that were imported but with no linked users in the.csv file. Convert Non-Outlook Links to Outlook Links utility This new utility offers selection of multiple users, with optional selection criteria for contacts (SQL). The process adds the formerly Non-Outlook linked persons to the users Outlook folders, and changes the link type in IntelliPad. Constant Contact -- New interface provides bulk upload if there are more than 70 contacts -- Changed the Settings to work with the new option tables Emma interface As with Constant Contact and ActOn: The Mail Manager has a new Mail Task type for Emma, with upload of contacts to a draft campaign on the Emma website, and download of statistics to IntelliPad tables after the s have been sent. Interested clients please refer to Appendix 1. Custom landing pages, within firm s web page, that update the IntelliPad database This is a custom feature available for purchase. There can be custom landing pages for new contact information, subscription management, and event RSVP implemented within the firm s web page. Mail Tasks (all types) have an added section for creation of the URL for the clickable link within the recipients messages. The new IntelliPad API updates information from these landing pages to the IntelliPad database. These pages will be available from smart phones. Interested clients: Please contact Versys for more detailed information. Enhancements in Outlook Marketing page IntelliMap feature changed to a link IntelliMap will no longer be located on the IntelliTab page. Instead, there will be a link to open it in the IntelliPad General area. (Shared contacts only.) Case Management section (optional purchase) If purchased, Case Management will be activated in the Site Settings and displayed below Basic Marketing Information. Custom Person-Event link fields can be defined for use in this section only. More information is provided in Appendix 2. Custom Person-Event fields in link details These can be defined for use in Event, Mailing List, or both types of link details in Outlook. Automatic check of Sign box when contact linked to Event or Mailing List A new option in the Event or Mailing List definition provides this feature. Automatic opening of link details when Mail Type Override required When a contact is linked but a Mail Type Override is needed (i.e. yellow link box), the link details open automatically. to administrator for users not authorized to link or unlink Optional: When a user tries to link or unlink a contact, but the link boxes are gray, a prompt asks if they wish to send an to the administrator. IntelliPad CRM News Page 3 of 30

4 Past Mailing Lists Since Mailing Lists can now have End Dates: This section can optionally be included on the Marketing page. As with Past Events, users can see the link details if any. Activity Log entries sorted in descending date order (both current and future) Enhancements in Contact Link Search by Additional data options in Events, Mailing Lists, and Multiple Job Title, , and Mailing Address options are available, both in the main selection page and in the contact list pages. Filter contacts by IntelliView in Events, Mailing Lists, and Multiple Each attorney s authorized IntelliViews are set in the IntelliPad user record. (Allowing this filter is a new feature in the Event definition.) Custom Person-Event link fields Custom Person-Event link fields can be defined for Event, Mailing List, or both types of link details. Person-person links shown in the new Other Contact Links section in the contact detail window Also true in the Mobile App. Company Contacts listing: Ability to show or hide linked user details Print button added in Show My Links and Show All Links windows Past Mailing Lists menu selection View contacts that were linked, with details. Enhancements in Web Interface: Descriptions and Screenshots Manage Event links in Edit Person The new button opens a display similar to the Outlook Marketing page; users can link the person to multiple Events and Lists with selection of link details, such as Mail Type Overrides, and with checking a Sign box where applicable. If there are any custom Person-Event link fields, they will be shown in the link details below the Override Mail Note (two in sample screen on p. 5). IntelliPad CRM News Page 4 of 30

5 Edit Events features Allow use of IntelliView filters in Contact Link If option is enabled: Each attorney can have authorized IntelliViews for filtering contacts to link to Events and Lists. (Refer to page 16 for information about assigning IntelliViews to users.) Automatically check Sign box when contact is linked If option is enabled: This will be true in the Mail Manager--Manage People Links, and in Outlook and Contact Link. Allow in API This option makes the event or mailing list available on an RSVP or Subscription Preferences website landing page, that contacts will visit by clicking a link in an they receive from the firm (directly; or from Constant Contact, Act On, or Emma webmail service, as applicable). NOTE: Versys will help with the creation of these landing pages. Sample screen showing all three new options: IntelliPad CRM News Page 5 of 30

6 Add Links feature moved into the Manage Links window So there is no longer an Add Links button at bottom of page. After execution of the selection criteria, the contact listing includes Job Titles and Company Names. NOTE: Users can select by IntelliView, in order to link all contacts in a View to the Event (not shown in second sample below, which is truncated). If there are any custom Person-Event link fields, they will be listed below the Override Mail Note (none in sample above). Results after executing the filter are shown on page 7. Now users can select all of them, using the checkbox in the heading line, OR select individuals. IntelliPad CRM News Page 6 of 30

7 Duplicating an event: Copying person-event links If person-event links are to be copied, the Comments, Categories, Override Address, and Override Salutation can be included. If person-even-user links are to be copied, the User Text can be included. Mailing Lists, End Date After the End Date has passed, Outlook and Contact Link users cannot link more contacts to the Mailing List. The Past Mailing Lists section can optionally be shown in the Outlook Marketing page, and there is a new menu selection for them in Contact Link. The sample screen below is Edit Event for a Mailing List, showing the End Date. IntelliPad CRM News Page 7 of 30

8 Outlook Marketing page: Link details, if any, can be opened. The gray box shows the Override Address if any was used: Contact Link: Mail Manager, Manage People Links If any contact has a yellow link box, meaning that a Mail Type Override is needed: After the user checks the link box, the link details open automatically, along with the popup about an Override Mail Type being needed. If the Event or Mailing List has the new User Link Auto Check option enabled (refer back to page 5): After the user checks the link box, the Sign box is checked automatically. Custom fields for Person-Event Links table These are defined in the usual Custom Fields menu selection, and will be displayed in the person-event link details in the web interface, Outlook Marketing page, and Contact Link. Each field can be defined for Event, Mailing List, IntelliPad Only, or any combination of link types. If the Case Management module is present: Fields can be defined for these links, which will be available in the Case Management section in Outlook (please refer to Appendix 2 for more information). Sample custom field definition on page 9, showing all Display For types checked by default. Users would uncheck the link types not desired for this field. IntelliPad CRM News Page 8 of 30

9 Sample Mail Manager, Manage People Links page showing Mailing List link details with custom fields: IntelliPad CRM News Page 9 of 30

10 Mail Task features Selection by signers For Events and Lists that have a Sign box for attorneys to check: The Mail Task People Selection feature now includes the choice Linked contacts with linked users, so that users can select only contacts that have at least one attorney signer. Mail Task - Duplicate Errors All types of Mail Tasks now have an option to report duplicate addresses as errors, which must then be removed before the task can be created. This will prevent upload errors for Constant Contact (or ActOn or Emma), as well as in DS tasks for any webmail service provider. Mail Task (all types) Landing Page help fields These fields are present in regular Mail Tasks, as well as Constant Contact, ActOn, or Emma tasks (as applicable to your firm s webmail service provider, if any). They are used to build the URL that will be a clickable link in each recipient s , taking them to the landing page within the firm s website where they can RSVP to the event, change their Subscriptions, etc. Your firm s web administrator will provide the needed values. Just ignore these fields if your firm does not use the landing page feature, or if not using it for the current Mail Task. Sample screens on page 11: IntelliPad CRM News Page 10 of 30

11 Landing page fields in a Constant Contact mail task: Landing page fields in a regular mail task: DS Mail Tasks Available Fields: MailingAddressLabel changed to Salutation ; new fields added for Salutation or FullName and Override Salutation or Full Name. NOTE: Salutation will use the person-event link level Override Salutation if any. IntelliPad CRM News Page 11 of 30

12 Exceptions page: Number of duplicate addresses and other errors Contact Changes Review features Consolidation of review records for same contact Multiple review records for a contact, from multiple submitting users, can now be consolidated with selection of all values to be saved in IntelliPad and updated to the contact in each linked user s Outlook folder. Similar to the Contact Consolidation window, the new consolidation detail review window shows the values from the selected review record, the values currently in IntelliPad (if applicable), and the values from all selected review records. The source (i.e. submitter) for each value can be viewed. Consolidation Detail screen on page 13: IntelliPad CRM News Page 12 of 30

13 Opens source for each value, as shown below Accept Selected/All processing done by scheduled task Reject Selected also. Clients can specify the frequency of this task, e.g. every 10 minutes. The new Processing button opens a display showing the review records included; the button changes to Results upon completion. IntelliPad CRM News Page 13 of 30

14 Find View button in all Manage Views pages The button opens a standard Search window, with search by view description. After a view has been selected, the tag heading under which that view is located opens. Contact Consolidation, empty fields If the user is leaving some fields empty, but there are values for those fields in the other contacts being consolidated: A warning window shows the field names with empty values: Consolidations Log, display options Options for content and format have been added: Example with default options, People Consolidation, on page 15: IntelliPad CRM News Page 14 of 30

15 Example with Summary Only, Sentence, and Hide: Note also that a new Type has been added for Contact Changes Review Consolidations. Application Statistics log, selection of multiple users If no users are selected, all will be included. IntelliPad CRM News Page 15 of 30

16 Edit User features Prompt on change Active to No A prompt informs the user of the difference between changing the Active to No and deleting the user, and explains the processing choices available on deletion. Exclude from Application Statistics This option lets the attorney be excluded from all Application Statistics logs and graphs (does not affect Contact Link). This feature is also available in Add Users from GAL. IntelliView filters The Filters button opens a window for selection of IntelliViews that the attorney may use in Contact Link, to filter contacts for linking to Events or Mailing Lists. The event definition includes a new option for this, so not all events and lists will have it; (please refer back to page 5.) This feature is also available in Add Users from GAL. The Add Filter button opens a standard search window, so users can search for IntelliViews by words within the descriptions. IntelliPad CRM News Page 16 of 30

17 Mail Actions Import Create.csv file for unrecognized contacts A new option is provided in the Mail Actions Import page, so that if a contact match cannot be found in the IntelliPad database, a.csv file will be created. This.csv file can later be imported using the Contact Import menu selections. Company name matching A second new option, Find Contact, is for company name match: The number of characters to match (when finding contacts by name and company). Batch Add to Outlook utility This new utility offers selection of multiple person records for adding to one or more Outlook users folders; for example, persons that were imported but with no linked users in the imported file. Users need to be familiar with SQL syntax, although some examples are provided on the page for selection by Categories. After preparing the list, the user can select specific contacts from the list and optionally convert Non-Outlook links to Outlook links. The program uses the Add to Outlook Site Setting to determine the handling of possible matches in Outlook. A new log type for Batch Add is available in the Outlook Tasks log. Results contact listing on page 18: IntelliPad CRM News Page 17 of 30

18 Convert Non-Outlook Links to Outlook Links utility The new utility is accessed from the Miscellaneous menu > Launch Special Utility screen. Users can select one or more users, and optionally create a Transact-SQL statement for additional selection criteria for contacts. The resulting contact listing shows each contact s Primary, and any Users which are linked as Non-Outlook. The selected contacts are processed, added to the Outlook folders of the formerly non-outlook linked users. The program uses the Site Setting, Contact Replication, Automatic Contact Linking for New Linked Users. The link type is changed in IntelliPad. Without SQL selection criteria, all contacts for the selected users, that have Non-Outlook links to one or more users, will be selected. NOTE: The maximum number of contacts to select can be entered at bottom of page (default is 2000). There is a Prepare Contact List button at bottom. Users can select one or any number of contacts from this list to be processed. Screen continues on page 19: IntelliPad CRM News Page 18 of 30

19 Results page: Constant Contact The bulk upload process takes over if more than 70 contacts are to be uploaded. The Registry entries for Constant Contact have changed: there is no longer a User ID and a Password, but an Access Token that is obtained from a website: The Constant Contact Settings screen now has selection of fields, and of additional People table fields to be used as Custom values 1-15 in Constant Contact. Sample screen on page 20: IntelliPad CRM News Page 19 of 30

20 The value in each selected Custom field will be uploaded with the contact information, and shown under Custom 1, Custom 2, or etc. on the CC website in the Contacts function. IntelliPad CRM News Page 20 of 30

21 Enhancements in Outlook Marketing page: Descriptions and Screenshots IntelliMap feature changed to a link IntelliMap will no longer be located on the IntelliTab page. Instead, there will be a link to open it in the IntelliPad General area, on the right side with the other links such as Find Contact. (Shared contacts only.) Users will click the link to open the feature, which will look the same as previously. NOTE: The Find Contact and Find Company links have been changed to one line, as shown in sample below. Case Management section (if purchased) As with other sections, Case Management will be activated in the Site Settings. If present, it will be below Basic Marketing Information. Custom Person-Event Link fields can be defined for use in this section. Please refer to Appendix 2 for more information. Custom Person-Event link fields in link details Custom fields can be defined for Marketing Event links, Mailing List links, or both. The custom fields, if any, are shown below the Override Mail Note, for example: The data type can be a drop-down list of choices, as in the sample above. Other types are: A short description, a popup window for selection, multiple entries, a date or date and time, a text. Automatic check of Sign box when contacts linked to Event or Mailing List A new option in the Event definition provides this feature for Events or Mailing Lists that have a Sign box: The box will be checked automatically when users link a contact to the Event or List. Automatic opening of link details when Mail Type Override required When a user links a contact to an Event or Mailing List but a Mail Type Override is needed (i.e. yellow link box), the link details open automatically after the user closes the popup prompt window that explains the requirement. to administrator for users not authorized to link or unlink Optional from a new Site Setting: When a user tries to link or unlink a contact, but the boxes are gray, a prompt asks if they wish to send an maintenance request (i.e. to the IntelliPad administrator). After OK to close the popup, the message window opens. IntelliPad CRM News Page 21 of 30

22 window below: Past Mailing Lists Mailing Lists can now have an End Date, after which contacts can no longer be linked to them. The Past Mailing Lists section can optionally be included on the Marketing page (new Site Setting). It is like the Past Marketing Events section: shows the Override Address, if any, and the link details can be opened. Sample screen on page 23: IntelliPad CRM News Page 22 of 30

23 Activity Log entries sorted in descending date order, both Current and Future Enhancements in Contact Link: Descriptions and Screenshots Search by The main search function now includes a search by address: IntelliPad CRM News Page 23 of 30

24 Additional data options in Marketing Events, Mailing Lists, and Multiple Events/Lists The options Job Titles, Addresses, and Mailing Addresses are available on the main selection page, along with the former Only Primary Contacts and Restricted Mail Contacts filter options. Sample contact listing showing all three data items below. Notice the new [+] Options button in the heading, as circled on sample; this is used to open the Rows per Page, Order By, additional data choices, (and IntelliView selection if applicable to the Event or List--as shown in the sample screens on page 26). IntelliPad CRM News Page 24 of 30

25 The filters and options are now available on the contact listing pages, and can be changed and the list Redisplayed. Also in this section is the new IntelliView filter, if applicable to the Event or List; see next sub-section and sample screens on page 26 below. Sample Multiple Events/Lists contact list page: Filter contacts by IntelliView An Event or List now may be defined to allow filtering by IntelliView. Authorized IntelliViews for each attorney are recorded in the IntelliPad user record. After selection of an Event or List, open the Options section at top to see if there is an IntelliView filter selection, as in the sample on page 26. The list contains the attorney s authorized IntelliViews: IntelliPad CRM News Page 25 of 30

26 After selection of a view: If it has a prompt, a second line opens for selection of the City, Company, Category or whatever, as in the sample below. Clicking Redisplay List executes the filter. Custom Person-Event Link fields If any custom fields have been defined, for Marketing Events, Mailing Lists, or both: They will be shown in the link detail fields, below the Override Mail Note, as in the example on page 27: IntelliPad CRM News Page 26 of 30

27 Person-person links in Contact Detail window A new section has been added below Shared By: Other Contact Links. This section shows the person-person links that exist for the contact, if any. The section heading is suppressed if there are none. (This is also true in the Mobile App.) Show or hide linked user details in the Company Contacts listing After searching by Company Name: In the results page, Get Company Contacts (or the other two Get... buttons); the resulting window allows the show or hide of details using the [+] and [--] buttons for each contact, or the [+] Expand All and [--] Collapse All buttons. IntelliPad CRM News Page 27 of 30

28 Print List button added in Show My Links and Show All Links windows Past Mailing Lists There is a new menu selection: The information is like Past Marketing Events: the link details can be opened, to show any Category, Comments, or Override values that were entered when the contact was linked. IntelliPad CRM News Page 28 of 30

29 Appendix 1: Emma webmail interface The User Name and Password for the Emma website are recorded in the Registry Settings screen. For every contact to be uploaded from an Emma Mail Task, the First Name, Last Name, and 1 Address are automatically included. If you wish any additional fields to be included, such as Mobile Phone or Company Name: The data fields must be created FIRST on the Emma website. The fields can then be downloaded, and mapped to the appropriate People table fields, in the new Emma Field Mapping screen located on the Site menu. The Mail Manager will have the section Emma Tasks Add Emma Task, Copy Emma Task. To create an Emma Mail Task, there must be a pending (scheduled) campaign draft on the Emma website. Users search/select the campaign draft, then create the task and upload the contacts. After the campaign has been sent from Emma, users can download the statistics into IntelliPad tables: Sent, Opened, Bounced, etc. IntelliPad CRM News Page 29 of 30

30 Appendix 2: Case Management module If this module is purchased, there will be a new Site Setting to activate it on the Marketing page in Outlook. The section appears below the Basic Marketing Section, as shown below. Attorneys can select events OR add new events on the spot: Marketing staff can create Events and custom person-event link fields for use in Case Management. These Events will be available for selection here. The Select Case Management... button opens a search window: After selecting a CM Event, attorneys can open the link details, and enter values as applicable. Custom fields, if any, will be listed below the Override Mail Note as in the sample below: IntelliPad CRM News Page 30 of 30