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IXACT Contact® User Guide

1. Per Use the From drop down list to select the team member s P branding to use for the e newsletter The branding includes the email header and signature as well as the sender email address IXACT Contact User Guide 52 Keep In Touch 9 Choose whether you would like to include social media share buttons in your e Newsletters Note Social media share buttons allow the recipients of your e Newsletters to share them via various social channels allowing you to increase their reach 10 Select your options for automatically adding new contacts to your e Newsletter There are separate options for manually entered contacts new contacts added via lead capture and new contacts synchronized from your mobile phone Note The third option is only available if you have signed up for our wireless synchronization service see Wireless Synchronization 11 IXACT Contact provides you with up to 2 500 free emails each month If you think you may not have enough mass emails available to send your e Newsletter in any given month click the click here link to see your options You may choose to not send your emails and receive an email notification which will prompt you to purchase the required emails and re schedule the auto send day or you can have the system automatically purchase enough emails to send your e Newsletter If you choose to automatically purchase emails you can select a minimum number of emails to purchase in order to take
2. 10 Click Save Viewing a Contact s Keep In Touch Events amp Activity Plans The Keep In Touch tab in the contact record lists all global events whether this contact is assigned to them or not the contact s birthday event any contact specific events and any activity plans assigned to the contact Note The contact specific Keep In Touch tab is used to manage contact specific events and plans as well as the contact s assignments to global Keep In Touch events The Keep In Touch button in the top navigation bar is used to create and manage global Keep In Touch events as well as the default settings for the birthday event The Activity Plans button in the top navigation bar is used to create Activity Plans To view details of a Keep In Touch event global or contact specific click its name link IXACT Contact User Guide 54 Keep In Touch e Select or clear the Include Contact in Event check box to cause the contact to be included in or excluded from a global Keep In Touch event This is linked to the contact selection in the Keep In Touch event details changes in one location are reflected in the other e Once a birth date is entered for a contact the birthday event can then be activated for the contact by either opening and saving the birthday event or by clicking Activate The Birthday options default to the global birthday event but can be changed for the contact by opening modifying and saving its contact s
3. If you are representing both To create a listing to record a property sale representing buyer and seller 1 In the Active Business list or Home page click the address link of the property listing 2 When the property listing Status is changed to Sold or Pending change the Agent Representing to Both 3 Click Select Buyer to select the contact record of the buyer The buyer must exist in your contact list IXACT Contact User Guide 72 Active Business 4 Enter the Selling Price Selling Commission Buying Commission Offer Accepted Date Closing Date and Move in Date Complete as many of the other fields as you wish Note If you enter the commission percentages the commission amounts are automatically calculated based on the selling price Alternatively you can enter the commission amounts directly Note You can enter additional key dates that are not explicitly defined under the Other Key Dates section on the page Simply click the Add Key Date link and enter the date details including whether you want to include it in your calendar and click Add Click the Edit link next to a date in order to update the date details or click the Delete link to remove a date Use the drop down lists to select the Seller Closing Agent and earn Buyer Closing Agent from a list of team members Each key date appointment is automatically created in the calendars of both the seller closing agent and the buyer closing agent
4. s anti spam legislation known as CASL applies to all commercial electronic messages or CEMs including emails and text messages CASL rules apply to the content of electronic messages and your permission to send messages to individual recipients All messages must include the following e An unsubscribe mechanism e The sender s business address e The sender s phone number email address or website address CASL also requires senders of electronic messages to have consent from each recipient prior to sending them messages There are two types of consent Express consent is explicitly granted by the recipient by positively responding to a request for consent Express consent can be obtained electronically verbally or in writing Once express consent has been obtained it never expires unless the individual subsequently unsubscribes Implied consent exists in the following situations e The recipient has been a customer within the past two years e The recipient has made an inquiry about your services within the last six months e The recipient provided you with their email address e You have a personal relationship with the recipient e You have an existing business relationship with the recipient e The recipient conspicuously publishes their email address on a website or elsewhere and have not indicated that they do wish to receive electronic messages e If someone has referred you to the recipient you are permitted to sen
5. 3 Check Enable Javascript 4 Click the X in the top right corner to close To enable Cookies in Safari 1 Click the settings menu the cog icon in the top right corner and select Preferences 2 Click the Security tab 3 Under Accept cookies check Only from sites I visit 4 Click the X in the top right corner to close Additional software e Adobe Reader To install the latest version of Adobe Reader 1 Visit www adobe com 2 From the Download menu select Adobe Reader 3 Follow the on screen instructions How the Screen is Arranged The IXACT Contact screen is presented in three distinct parts e Across the top is the top navigation bar which allows you to open the various functions into the work area e On the left is Contact List which is available at all times Click on a contact to view the details in the work area For more information see Using the Contacts List e The rest of the screen is the work area This shows your data and changes according to the function you have chosen from the top navigation bar or left column IXACT Contact User Guide 4 Welcome to IXACT Contact Note Whatever function you click will change what is shown in the work area be sure to save your work before changing to another function If you have unsaved changes you will be prompted to confirm if you want to Continue to the other function anyway or Cancel so you have a chance to Save your changes first
6. CP this format with this icon next to it Why you ll love IXACT Contact e It s very easy to learn and use Being computer or tech savvy isn t a requirement e It s areal estate CRM software email marketing system and e Newsletter service all in one No need to pay for three separate solutions e It has Email Campaign Reporting a feature that lets you see key statistics on the success of your email marketing and helps you identify hot leads No other real estate CRM on the market has this capability e Customer Support is free and unlimited You can call or email our friendly Customer Support Team anytime you need help IXACT Contact is known for our world class support e It s 100 Mac and Safari compatible and works perfectly on the iPad and other tablets e It syncs wirelessly with your smartphone iPhone Android BlackBerry 10 etc and also with Microsoft Outlook and Mac Address Book Getting started is easy 1 Simply email your XLS or CSV contact list to support ixactcontact com and we will upload them into your account If you would like to upload your contacts but don t have an XLS or CSV file call our Customer Support Team at 1 866 265 6990 2 Check out our tutorial and Quick Tip videos at www ixactcontact com resources or read through this help guide Like us on Facebook and follow us on Twitter We run exciting social media promos and you don t want to miss out IXACT Contact U
7. From the File menu select Data Exchange and then Export In the File type field select Text Delimited Select a location your Windows desktop for example and type a File name Make sure you enter a file name with a csv extension Click Next IXACT Contact User Guide 26 Contacts 5 Select Contact records only 6 Click Options 7 Select the Comma option button in the Select field separator section 8 Select the Yes export field names check box in the Do you want to export field names section 9 Click OK 10 Click Next 11 Select All records 12 Click Finish Do not click Next at this step since doing so will open the ACT field mapping options Any mapping changes made to the data file will cause the data to import into the wrong fields in IXACT Contact Exporting Contacts from IXACT Contact You can export your IXACT Contact contact records into a csv comma separated values file eez If you are a member of a team the Team Leader must grant you permission to export the contact list To export contacts 1 In IXACT Contact click Utilities in the top navigation bar 2 Click Export IXACT Contacts 3 You are prompted to open or save the export file If you want to open it immediately in your spreadsheet program click Open If you want to save the file to your computer click Save select a location your Windows desktop for example then type a File name and click Save again Using Li
8. e Tasks that are overdue are shown in red e If a task is associated with a contact the contact name is included in the Subject in the list views To view the contact record click 84 e To view details of a task click the subject link IXACT Contact User Guide 40 Task List Note If a task is created from an activity plan see About Activity Plans the activity plan name and the activity type are displayed beneath the subject If the Activity Type is Email or Letter an icon will appear next to the activity type Click the icon if you wish to send the email or print the letter Upon clicking the icon you have the option to update the task to Completed Note If the Activity Type is Email and Auto Send Email is selected the email will automatically be sent on the task due date and the task status will automatically be updated to Completed e To mark an individual task as complete when viewing the tasks list click the Complete link The task is moved to the Completed Tasks tab To mark a task as complete when viewing the task details change the Status to Completed or change the Complete to 100 To mark multiple tasks as completed select the check box beside each task you wish to mark as complete and click Mass Complete e To delete a task click W To delete multiple tasks select the check box beside each task you wish to delete and click Mass Delete e To search for a task or tasks click Search on either the Comp
9. example below shows the contacts that contain da Bag oactcommmcr Contacts Add List All Adams Andy p Andrews Sal Be nca Aradanov Daniela K Araujo Stan Burlanc Melaree as 7 3636 OA Attard Mark Atard Pa Azam Farzana s Azam Hasan T 5 ox To show all contacts again click All You can also use the search field to search by the main contact or spouse partner email address IXACT Contact User Guide 15 Contacts Viewing a summary of a contact s information The contact list shows the contact name spouse partner name and first phone number for quick reference If you want to see additional information other phone numbers email address es home address without opening the contact record hover over the contact in the list and click the More Info icon which then changes to the Less Info icon so you can collapse the information again Search Results 339 Total Contacts 339 All Adams Andy A 416 230 5667 H A Andrews Sal Belinda 905 820 5480 H Aradanov Daniela 416 357 9028 W Araujo Stan Burland Melanie 416 367 8636 W 647 271 3724 M Saraujo itnet caaa 3356 Bayview Ave Thornhill Ontario L9B 3N3 ovozBErazACcr TA aAmMmoda Tip When you click More Info the contact s email address is shown as a link To quickly send an email message to this contact click the email address A new email message will open in your email program Entering a note To q
10. export your contacts and then import your contacts into IXACT Contact Then when setting up wireless synchronization you should remove your existing contacts from your Android e For new contacts on your Android to be synchronized with IXACT Contact they must be entered with a Contact source of Exchange e For new calendar appointments on your Android to be synchronized with IXACT Contact they must be added to the Exchange calendar To set up your Android please contact customer support at 1 866 265 6990 Synching your Android with Microsoft Outlook or Mac Applications While wirelessly synchronizing your Android with IXACT Contact we can also set up synchronization between IXACT Contact and Microsoft Outlook or applicable Mac applications However you cannot synchronize your Android directly with Microsoft Outlook or applicable Mac applications What happens to my data if remove synchronization from my device All synchronized contacts appointments and tasks stored in IXACT Contact are removed from the device Any contacts appointments and tasks on the device that do not synchronize with IXACT Contact will remain on the device after synchronization is removed Removing wireless synchronization If you want to stop synchronizing your Android with IXACT Contact please call our support department at 1 866 265 6990 We will assist you with removing synchronization and getting your IXACT Contact data back onto your Android
11. see Processing Imported or Synchronized Contacts leave this option unchecked e The Original Source of Contact to assign to each new lead e The Marketing Activity Plan to assign to each new lead e The Contact Group to assign to each new lead All contacts captured using any of our lead capture options are initially assigned a Contact Type of Prospect IXACT Contact User Guide 94 User Profile Capturing Leads from Emails Are you already receiving leads via email If so go to the Lead Capture Email section of the Lead Capture tab in the User Profile area and select the Enable Lead Capture Via Email check box Then log in to the administrative area of your website or lead vendor site and change your notification email address to your lead capture email address Your leads will automatically be added to your IXACT Contact database tez Only the Team Leader can enable Email Lead Capture If you are receiving email leads from more than one website or lead vendor you can set this up for as many different lead sources as you wish Note If you do not know how to change your lead notification email address contact your website or lead vendor and they should be able to assist you Note Since your lead email notifications will be redirected to your special lead capture email address make sure to turn on email notifications in your Lead Capture Settings so you are still notified of your email leads Upon receivin
12. the commission amounts Note The Days on Market is calculated based on the Start Date and are automatically calculated based on the selling price Alternatively you can enter the commission amounts directly Conditions Waived Date or Offer Accepted Date if the Conditions Waived Date is not entered Note You can enter additional key dates that are not explicitly defined gt under the Other Key Dates section on the page Simply click the Add Key Date link and enter the date details including whether you want to include it in your calendar and click Add Click the Edit link next to a date in order to update the date details or click the Delete link to remove a date Use the drop down list for the selection of the Seller Closing Agent from a list of team members Each key date appointment is automatically created in the calendar of the seller closing agent If you wish you can also add each appointment to the calendar of another team member by selecting the team member from the drop down list to the right of the listing start date For each other key date set to include in calendar use the Assign To drop down list to select the team member calendar in which you wish to create the appointment These appointments are also added to the calendar of the team member selected to the right of the listing start date 4 Click Save For information about updating this listing see Updating a Listing s Status after a Sale
13. Activity Plans to schedule each step of your important contact relationships as well as the activities related to each of your Active Business listings IXACT Contact comes loaded with dozens of predefined plans for marketing to your contacts and managing both your listing and closing activities Upon assigning an Activity Plan to a contact or listing IXACT Contact automatically creates a series of tasks with reminders that will tell you when to call a new contact send a prospecting email or put up a sign for a new listing Each task is automatically assigned a due date based on when the plan is assigned or based on important dates such as a listing expiry date or closing date Setup Drip email campaigns by setting your email tasks to auto send so that your emails are automatically sent out on the task due date Creating a Marketing Activity Plan Marketing Activity Plans are plans that can be assigned to contacts To create a Marketing Activity Plan 1 Click Activity Plans in the top navigation bar Eg Activity Plans The Activity Plan list screen appears listing the pre loaded plans as well as any plans you have created yourself 2 In the Marketing Plans section of the list click Create New Marketing Plan The Add a Marketing Activity Plan screen appears 3 Enter the name and description of the plan 4 If applicable select the method of correspondence for the plan You can indicate whether the plan is to include a
14. If you wish you can also add each appointment to the calendar of another team member by selecting the team member from the drop down list to the right of the listing start date For each other key date set to include in calendar use the Assign To drop down list to select the team member calendar in which you wish to create the appointment These appointments are also added to the calendar of the team member selected to the right of the listing start date 5 Click Save The property is added to the buyer s contact Properties tab with a status of Buying The listing appears twice in the Active Business list once under the seller s name and once under the buyer s name The two entries in the Active Business list represent the same listing You can open either entry to update the listing For information about updating this listing see Updating a Listing s Status after a Sale Identifying Related Parties To enter the related parties involved in a sale including other agents home inspectors mortgage brokers etc 1 From the listing s Related Parties tab click Add Related Party 2 Select the contact If the related party is in your contact list but has not been set as a Frequently Used Related Party click the Select link and find and select the contact If the related party is not in your contact list select Add Related Party not in Contact List and enter the contact details If you wish to add the contact to your contact list
15. Template To update the template click Save without changing the name To create a new template change the name category and description as required then click Save 6 Complete as described in Creating a Mass Email Message Customizing the Current Monthly e Newsletter Issue IXACT Contact includes a professionally written and designed Monthly e Newsletter that you can set up and schedule to be automatically sent to your contacts each month using a built in Global Keep In Touch event see Setting Up the Monthly e Newsletter Event On approximately the 26th day of each month you will receive an email notification that the e Newsletter content for the next month s issue has been uploaded to your account Upon receiving the notification if you are sending an e Newsletter for the month make sure you set up your e Newsletter at least a couple of days prior to the auto send date that you have selected in the global keep in touch event Note If you do not intend to customize the personal message and you have already selected your contacts then you do not need to do anything and your e Newsletter will be automatically emailed on your selected auto send day To set up the current month s e Newsletter issue click Mass Email in the top navigation bar and then click the Monthly e Newsletter tab IXACT Contact User Guide 83 Mass Email To customize your personal message for the issue start by clicking on the Customize Personal
16. anytime by clicking the Resend link in the list In the Resend e Newsletter popup click the Select Contacts link to select the contacts who you wish to re send the issue to and click Resend Newsletter Click Close to return to the Monthly e Newsletter page Purchasing More Emails IXACT Contact provides you with up to 2 500 emails per month at no charge The number of emails you currently have available is displayed at the top of the Create Mass Email screen Note Auto send drip emails created from activity plans are always provided at no charge and are not deducted from your available emails eo A team s total number of no charge emails per month is calculated as the number of active team member accounts multiplied by 2 500 i e if there are four active members in your team including the team leader your team gets 10 000 no charge emails You may purchase more emails at any time by clicking the Purchase Emails link at the top right of the page In the pop up window click the Purchase button next to the number of emails you wish to purchase The more you choose to purchase the lower the cost per email Your purchased emails will never expire and can be used at any time The credit card we have on file for you will be charged the total cost of the emails tz Each individual team member is charged for their own email purchases Any team member can purchase emails and all no charge and purchases emails are available to use by an
17. eS and the task to select the team member s to which the l appointment and task are to be assigned 6 If this will be a recurring event select the Recurring check box and enter the recurrence pattern for the event If you want the recurrence to end on a specific date select the event end date in the field to the right of the event date 7 If there are individual tasks that must be completed as part of this event click Add Event Task Enter the name of the task the number of days prior to the event date it is due and if a reminder is required Click Save Add as many event tasks as required IXACT Contact User Guide 55 Keep In Touch Note Event tasks can only be entered for non recurring events or events that recur on a yearly basis Use the Assign To drop down list to select the team member to which gt each task is to be assigned Managing Your Global Events Click Keep In Touch in the top navigation bar aa Keep In Touch The Global Keep In Touch Events screen appears listing the birthday event the move in anniversary event the Keep In Touch call events and any global events that you have created Changing the birthday event Click the Birthday link See Defining the Birthday Event Changing the move in anniversary event Click the Move in Anniversary link See Defining the Move in Anniversary Event Changing a Keep In Touch Call event Click the event name in the global event list See Defining Keep I
18. eset eeeeeeeaeenees 83 Purchasing More Emails siicccsccucaeed vcs rest eileuaied Serva ATEAN vant vcard cea tect ls 85 Email Campaign Reporting wesiccceise i ma EAE EA A ie 86 Canada s Anti Spam Legislation CASL cccceccecceee cere eee ee eee e eens enennaeenennees 87 CHIC S ares E esta seis E E ndacdectacaratsaadecascaazasaacereeweswucasuccenacavowsaseevanse 88 Processing Imported or Synchronized Contact ccccceceeeeeee eee eeeeeeeeeeeeenenaeeas 88 Processing d pli ateS irr ritiene e Les ded eed uPale cide de weal Rca lice 88 Exporting Contacts from IXACT Contact c cece cece e ee eee ee eee eee e eee ea neta eeeeaeaes 89 Recycle Bihi iiaeaa a aa a O a aeaa Eaa aiia eaa REEE 90 USING the Recycle BiN ciiiecedeei decd eed anei aa En a AR Eae ieia iaaa aaa 90 Viewing items in the recycle DIN missiunarie aa aa A 90 Restoring ia deleted tenia cc cecdetenveediia a E a ues 90 Mass restoring CONTACUS fen ciec cee cere cee cba cte edie edtne ei bedtnedieedtnend radii edteediierdees 90 IXACT Contact User Guide iv Permanently deleting an itemm iss aiian Aio eee teens eee e teens eens tans tana 90 User Profile cccccccsceeeeeeeeeeeeeeeeeeeeeeeaeeeeaeeeeaeeaeaeeesaeeesaseesaseeeaseesaeeeeageeseeeanages 91 Changing Your User Profile SettingS cccececeee ee eee ee eee eee teens eae ee ea eee ea eeed 91 Changing Your Account Information ccceeeceee eee ee ee eee eee eee teeta teeta teeta teed 92 Setting Up Your E
19. lets you create letters and letter templates and a Create Labels Envelopes tab that lets you create labels or envelopes 2 Click Create Labels Envelopes IXACT Contact User Guide 65 Letters and Labels 3 On the Create Labels Envelopes tab select the appropriate label or envelope format If you are using a partially used label sheet you can select the row and column to start printing at so that you do not waste labels Note The envelope choices are optimized for number 10 envelopes and should work with most modern printers whether left right or center justified 4 Click Select Contacts to choose the contacts you want to create labels for see Selecting Contacts or List View Note If you only want to include contacts whose preferred method of correspondence is Letters click the check box at the top of the search screen 5 Make sure you have the sufficient label sheets in your printer and click Print Mail Merged Labels Note If your jurisdiction requires you to include Or Current Resident below the name on each label or envelope be sure to select the check box below Select Contacts before printing Using Letter Templates Creating a letter template To create a letter template 1 Create a letter as described in Creating a Letter but write it in a generic way so it can be reused Note If you are also going to print this letter now select the contacts to send it to If you are only creating a tem
20. of the IXACT Contact data on your Windows Phone Replacing your Windows Phone If you are replacing your Windows Phone please call our support department at 1 866 265 6990 and we will help you setup wireless synchronization on your new device Google Sync What does Google Sync do IXACT Contact s Google Sync service allows you to easily synchronize your IXACT Contact contact list and calendar with your Gmail contacts and Google calendar rer If you are a member of a team you can sync your calendar but only wo the team leader can sync the team contact list Synchronization works in both directions this means that any changes you make in IXACT Contact are automatically updated in Google while changes made in your Google applications are automatically updated to IXACT Contact Note Google Sync does not include email You will continue to use your existing Gmail email account and send and receive email the same way you do today Note Google Sync does not sync your IXACT Contact task list Hy J Wireless synchronization or Google Sync With IXACT Contact you can either synchronize directly with your wireless device or you can synchronize your Gmail contacts and your Google calendar If you already use Gmail and Google Calendar we recommend setting up Google Sync If you also synchronize your wireless device with Google this will establish IXACT Contact User Guide 103 User Profile a 3 way sync between IXACT Cont
21. on the Active Business list and Home page so you can see at a glance if a property you learn about might be of interest to a contact 4 Click Save Note When this contact buys a property the This contact is an Active Buyer check box is automatically cleared when the property listing status is changed to Closed For more information see Recording a Property Sale Creating a Listing Note Before you can create a listing for a property you must add the property to their contact record see Keeping Track of a Contact s Properties To create a listing 1 On the contact s Properties tab in the Properties Summary section click Create Listing beside the property for sale There will not be a Create Listing link if this property status is Once Owned If the property is already listed in Active Business there will be a View Listing link that you can click to open the listing directly from the properties summary list The Add Active Business screen appears 2 Enter the Asking Price and the Listing Start and Expiry dates Use the drop down list to select the Listing Agent from a list of remy team members 3 Indicate whether you want the listing expiry date to appear in your calendar and whether you want to receive a reminder IXACT Contact User Guide 69 Active Business calendar of the selected listing agent If you wish you can also add the appointment to the calendar of another team member by selecting a seco
22. on the fly simply select the Add to Contacts check box and indicate whether this is a Frequently Used Related Party If the related party is in your contact list and set as a Frequent Used Related Party you can select them from this list IXACT Contact User Guide 73 Active Business 3 Select the Role Note The Role list is the same list as your Business Type list To add new roles click Modify List Note If you select a contact from the list of Frequently Used Related Parties the Role defaults to the Business Type of the selected contact 4 Click Save If a related party is in your contact list you can click the name in the list to go directly to the contact record To edit a related party click the Edit link next to the name To delete a related party click the Delete link next to the name If the related party is in your contact list the contact record is NOT deleted Recording Showings To record information on property showings 1 From the listing s Showings tab click Add Showing 2 Select the Type of showing Note To manage the list of showing types click Modify List 3 Select the Showing Agent If the showing agent is not in your contact list enter the contact details If you wish to add the contact to your contact list on the fly simply select the Add to Contacts check box If you are the showing agent simply select Me If the showing agent is in your contact list select Select from Co
23. remember that 2 500 additional free emails will be added to your account at the beginning of the month If necessary you can also change the auto send day for the month s issue or if you do not wish to send the month s issue at all select the Unscheduled choice at the top of the Auto Send Day drop down list IXACT Contact User Guide 84 Mass Email Note Although you can select the time at which you wish to send your e Newsletter all e Newsletter issues are submitted to the sending queue at 12 00AM Eastern time on your auto send day Any changes to your e Newsletter content i e subject personal message email header or signature or the contacts assigned to receive it must be made prior to 12 00AM Eastern time on your auto send day When your e Newsletter emails are auto sent you will receive an email confirmation and an entry will be added to the Contact History of each contact in your recipient list Also the campaign reporting area of Mass Email will include all the valuable statistics for your e Newsletter For more information see Email Campaign Reporting Previous issues appear in the e Newsletter History list at the bottom of the page even if they were not auto sent If the issue was auto sent the list includes the send date as well as the number of contacts to which it was sent You can view previous issues at any time by clicking the View link in the list If you wish to re send an e Newsletter you can do so at
24. removed from the Active Business list and the listing property is removed from the buyer s Properties tab For any of these status changes the listing is recorded in both contact s business history If a sale falls through A listing can be changed from Sold back to Active As a result e All selling fields are removed e If the Agent Representing is Both it is changed back to Seller the link to the buyer contact is removed and the property record is removed from the buyer contact s Properties tab IXACT Contact User Guide 76 Active Business Assigning an Activity Plan to a Listing To assign a Listing or Closing Activity Plan to an Active Business listing 1 From the listing s Activity Plans tab click Assign a New Activity Plan 2 Enter the plan start event date defaults to the current date 3 Select whether to assign a Listing or Closing plan 4 To search for the desired plan select the method of correspondence from the list and or enter a keyword in the plan name and click Search Plans to limit the list of plans to select from I Click the check box next to the plan you wish to select and click Continue 6 The next screen displays a list of the plan tasks and the due date automatically assigned to each task If necessary prior to assigning the plan you can modify the automatically assigned date for each task or remove the check in the Include column to exclude the task altogether Note If the
25. to Active Business listings To create a Listing Activity Plan 1 Click Activity Plans in the top navigation bar EB Activity Plans The Activity Plan list screen appears listing the pre loaded plans as well as any plans you have created yourself 2 In the Listing Plans section of the list click Create New Listing Plan The Add a Listing Activity Plan screen appears Enter the name and description of the plan To add a task to the plan click Add Task Enter the task description and activity type If the activity type is Email indicate whether or not you want the email to auto send on the task due date 7 Select the key listing date on which the task due date should be calculated and enter the days before or after this date that the task will be due Indicate whether you would like a reminder for the task nu KR U Note To help you calculate the due days click Use calendar to calculate number of days from today IXACT Contact User Guide 45 Activity Plans eo The Assign To selection provides for the assignment of each task to a member of your team Each task can either be assigned to a specific team member the team member who assigns the plan to a listing or the listing agent assigned to the listing 8 If you do not want the task to be due on a Saturday or Sunday indicate whether you would like the task to be automatically moved to the previous or next business day 9 Indicate whether you would like the t
26. with Microsoft Outlook While wirelessly synchronizing your BlackBerry 10 with IXACT Contact we can also set up synchronization between IXACT Contact and Microsoft Outlook However you cannot synchronize your BlackBerry 10 directly with Microsoft Outlook What happens to my data if I remove synchronization from my device All synchronized contacts appointments and tasks stored in IXACT Contact are removed from the device Any contacts appointments and tasks on the device that do not synchronize with IXACT Contact will remain on the device after synchronization is removed Removing wireless synchronization If you want to stop synchronizing your BlackBerry 10 with IXACT Contact please call our support department at 1 866 265 6990 We will assist you with removing synchronization and getting your IXACT Contact data back onto your BlackBerry 10 If you attempt to remove synchronization without contacting us you may lose all of the IXACT Contact data on your BlackBerry 10 Replacing your BlackBerry 10 If you are replacing your BlackBerry 10 please call our support department at 1 866 265 6990 and we will help you set up wireless synchronization on your new BlackBerry 10 Setting Up Your Windows Phone Backing up your Windows Phone Prior to setting up wireless synchronization on your Windows Phone we strongly recommend that you backup your device to your computer Backing up your device requires Microsoft Outlook If you do not hav
27. with referral sources so they recommend you more often Follow up on hot prospects at the right time so you get the listings and not another realtor To do these things and to build lasting relationships with your prospects and clients you need more than just a contact name and address The IXACT Contact contact record includes the following information Contact Profile keeps track of home and work addresses occupations email addresses phone numbers birthdays family members hobbies special interests and much more You can even track lead sources See Adding a Contact or Using the Contacts List Properties maintains a list of current and previously owned properties as well as a contact s buying preferences See Keeping Track of a Contact s Properties Keep In Touch allows you to set up birthday reminders and contact specific events and assign contacts to global events See Viewing a Contact s Keep In Touch Events amp Activity Plans Business Directory shows information from the Work Details section of the Contact Profile tab and allows you to enter other information that is to appear in your Business Directory See Adding a Contact to the Business Directory Enter Notes allows you to record a note for a contact see Entering Notes for a Contact All notes are shown on the Contact History tab Activities History displays all pending and completed activities as well as a history of all notes entered f
28. 1 Click User Profile in the top navigation bar o 2 In the User Profile tab change any of the system settings as appropriate Ifyou want to receive email reminders for appointments and tasks click Change Preferences and select Enable Reminder Emails then click Save Reminders are set when you create an appointment or a task and you will receive a reminder email message at the address used as your User ID Email reminders were automatically enabled when you signed up for IXACT Contact By default they are disabled if you sign up for wireless synchronization Ifyou want to change your default letter margins click Change Preferences select the margins that best fit your letterhead and click Save Note Upon changing your default margins you can select the check box below the list to apply the new margins to all your existing letter templates g This option is only available to the Team Leader Note If none of the margin choices fit your letterhead please contact us and we will try to accommodate your requirements IXACT Contact allows you to choose from a number of color themes for the application interface To try different themes click Change Preferences select the theme from the list and click Save Upon clicking Close on the confirmation popup the screen colors will immediately change to reflect your selection earn Click Calendar amp Task List Sharing to set whether or not you make your calendar and or task
29. 5 Click Save Setting Up the Monthly e Newsletter Event IXACT Contact includes a professionally written and designed Monthly e Newsletter that you can schedule to be automatically sent to your contacts each month using a global keep in touch event Note For information about viewing or editing the current issue of your monthly e Newsletter see Customizing the Current Monthly e Newsletter Issue IXACT Contact User Guide 51 Keep In Touch To set up your Monthly e Newsletter global keep in touch event 1 Click Keep In Touch in the top navigation bar ak Keep In Touch The Global Keep In Touch Events screen appears listing the Monthly e Newsletter event as well as any other global events that you have created 2 Click the Monthly e Newsletter link or click Configure The Monthly e Newsletter settings appear 3 Check the boxes next to the months that you wish to auto send the e Newsletter 4 Select the day of the month that you wish to auto send each e Newsletter You can either select a specific day each month between the ist and the 25th or select the first second or third selected weekday of each month 5 Indicate whether you want to have a calendar appointment automatically created for the auto send date for each selected month and the number of days prior to the date that you would like a reminder ray Use the drop down list to select the team member calendar in which the reminder appointment is to be cr
30. AAA EEEa deca elas TERANA A AA ENANAR 106 JOMMIMAGHA TEA aa a A E I E ATE EAE E IE 107 JOINING a CCAM eesese reer ties ckv oitu VURA NEn EV ENANA U VERANET EVENE v db pans dev peer div eee oe tht 107 Authorizing a new team MeMbEL ceeeee cece eect cence teeta eee eee ea teeta tees 107 Reassigning Team Member ACctivity cceeeee eens eset eset nent eset nena eee ea eees 108 Sharing a Calendaror Task Listaxe e a a a a a cates 108 Index sscceese cscs esse acenesedendececaeeausect es eauisascedeceageadeseaaereeaeaeueciecceregecseecesueenieedeas 109 IXACT Contact User Guide v Welcome to IXACT Contact Welcome to IXACT Contact Introduction Thanks for choosing IXACT Contact and congratulations on your decision to get started with our system IXACT Contact is an amazingly easy to learn and use web based real estate contact management and marketing system It s designed to help you stay organized and build lasting relationships with past clients hot prospects and important referral sources With IXACT Contact keeping in touch and staying organized is a breeze IXACT Contact s CRM is endorsed by leading real estate sales trainers and used by thousands of satisfied REALTORS across North America The IXACT Contact Teams version is capable of supporting the needs of real estate teams of all sizes and types For more information see About Teams os Throughout this help guide information specific to teams is shown in
31. Be XAC TCON TAC T FOR REAL ESTATE PROFESSIONALS IXACT Contact User Guide Table Of Contents Welcome to IXACT Contact cccccceeeeceeeeeeeeeeeeeeeeeeeeeaeeseeeeeuaseseeseeeeeeeeeeeeneneenee 1 IMCHOCUCEION kesahenan pa E E Ea EE a EN Ea E a Raa CENE SENAN 1 Why you ll love IXACT Contact ccccccc eer nnn tne 1 Getting started is easy ccdirecoulvieeeni vad dente a a veda ecitedens 1 Minimum System Requirements cecccee cee e cece eee eee eee eee e nee PEV Taa ia 2 Internet DrOWSER a ificnteeddancegalsveatestectacgatsnartateansceguicuesdeciesaecgsachesdetvece cas 2 Display S ttinGS lt iciiivincvies veciveus ieee wees veeee aiid sa saci eleva cana eee aves eee eee 2 Internet conne CUIOM Sie escalates terete ale Tela cat eat lett al eat iiete eee eatin 3 Browser settings cic cedicieeee te ctea ce taciie erie cea ceva ciie cede cine cota dnbe cedar adit a cnrece VENAS 3 Additional SOTWare i icc a a a a Vesta bis vee a a a eid doaeee AE 4 How the Screen is Arranged siciciie ice dee ceacs dagennes velgihads tetas ele chads E NAE weds NEA 4 Why is Some text underlined sssssessssrsrrsesssnrsrnsensrrrrnnssnorrnnnnesnrerrernnesnes 5 What s on ithe Home Page iiniskvcdecetieuse dani edetvierenebs TEEN EAI KN AEAN ea nected 6 What Do T Doo First saci ic aaam tes aaae test aes tes a a aA Aaea deed teo sarees tatlestae anes 7 COMMON FUNCTIONS cccccceeeeeeee eee ee ee ee eee ee eee ee eee ee ease eaeeeeaeeeeaeeaeaeeeeaseaease
32. If you attempt to remove synchronization without contacting us you may lose all of the IXACT Contact data on your Android Replacing your Android If you are replacing your Android please call our support department at 1 866 265 6990 and we will help you set up wireless synchronization on your new Android Setting Up Your BlackBerry 10 Backing up your BlackBerry 10 Prior to setting up wireless synchronization on your BlackBerry 10 we strongly recommend that you backup your BlackBerry to your computer For instructions on backing up your BlackBerry click here IXACT Contact User Guide 101 User Profile Setting up Your BlackBerry for wireless synchronization p Notes about BlackBerry 10 wireless synchronization e Contacts appointments and tasks entered on your Blackberry 10 prior to setting up wireless synchronization will NOT be synchronized to IXACT Contact You can leave them on your BlackBerry 10 but they will never be added to IXACT Contact This means that in order to get your BlackBerry 10 contact list into IXACT Contact you should first synchronize your BlackBerry 10 with Microsoft Outlook export your contacts and then import your contacts into IXACT Contact Then when setting up wireless synchronization you should remove your existing contacts from your BlackBerry 10 in order to avoid duplicates To set up your BlackBerry 10 please contact customer support at 1 866 265 6990 Synching your BlackBerry 10
33. Include box is unchecked and the due date is not automatically assigned for a given task this means that the date on which task is based has not been entered for the listing If you still wish to create the task simply select the desired due date and check the Include box Note At this point nothing has actually been assigned or created If for some reason you do not wish to assign the plan click Cancel If you wish to assign a different plan or change the plan start date click Back and return to step 2 eo Each task includes an Assign Task To drop down list for the selection of the team member to which each task is to be assigned For email and letter tasks an additional Send From drop down list provides for the selection of the team member s branding to use for the email or letter The default assignments are based on the set up of the activity plan The top of the page includes drop down lists and Update buttons to allow you to easily update the Assign Task To and or Send From team member selections for all activity plan tasks 7 If you are representing both the Seller and Buyer indicate which party the tasks are to be assigned to 8 Click Assign Plan amp Create Selected Tasks For information on viewing and completing activity plan tasks assigned to a listing see Viewing the Activities for a Listing IXACT Contact User Guide 77 Active Business Viewing the Activities for a Listing The Activity Plans tab lists
34. Mass Emails selected If you want to include contacts who do not accept mass emails check the Include Contacts set to NOT Accept Mass Emails box Upon sending the email you will be presented with a list of the selected contacts that do not accept mass emails and a warning about sending mass emails to these contacts You can either reselect the recipients or send the emails anyway Please ensure that you are not sending email messages that violate any laws and or regulations pertaining to junk email spam or unsolicited email Note All mass emails include an Unsubscribe link If the recipient clicks the link their contact record Accepts Mass Emails setting will be automatically updated to No By default the contact will not be included for future mass emails 3 Enter a compelling Subject line 4 Choose whether to Include or Exclude your email header For instructions on how to set up your personal email header see Setting Up Your Email Header oe Use the From drop down list to select the team member branding ey to use for the email The branding includes the email header signature and the From email address 5 Choose whether to Include or Exclude the letter salutations defined in each contact s profile Including letter salutations means your email messages will begin as a letter does for example Dear Mary This choice is a matter of personal style IXACT Contact User Guide 80 Mass Email 6 Choose the font type and
35. Message link The page will open up with the same content editor that is used to create Mass Emails For instructions on using the editor see Using the Content Editor You will notice that the default personal message starts with the full salutation merge field for the contact specific personalization of your e Newsletter The same contact specific merge fields are available as with regular mass emails All the features of the content editor are available to you so you can either fine tune the default personal message to your liking or create your own message that can include images hyperlinks and whatever formatting that you want to apply Note The e Newsletter design is optimized to be 600 pixels wide which follows best practices for graphical HTML emails If you are going to use images and or HTML tables in your personal message you should try to make your personal content no wider than 600px While the e Newsletter design will properly adjust to accommodate wider content keeping it no wider than 600 pixels will help guarantee that it can be easily read on the various computing devices that are used to read email Once you have customized your personal message you can also enter a unique email Subject for the issue and indicate whether you want to include or exclude your email header signature and social media buttons The defaults for these settings come from your global keep in touch event setup but can be overridden for each issue
36. Profile in the contact header ca The Outstanding Tasks and Appointment Summary reports allow for the selection of the team member for the report You can only generate the Outstanding Tasks report for other team members if they are sharing their task list You can only generate the Appointment Summary report for other team members if they are sharing their calendar The various Active Business Reports also allow for the selection of a team member If a team member is selected the Active Business and Transaction Summary reports only include listings to which the team member is assigned as an agent The Active Buyers report only includes buyers for which the team member is assigned as the buyer agent Printing or exporting a report When you click View Report the report is displayed with the following toolbar Print s amp Page Navigate pages 1 v of 1 uJ Save export Fe Pdf v e To print a report click the Print icon on the left To navigate through the pages of a multi page report use the controls in the center of the toolbar To open or save the report in PDF format select Pdf from the drop down list on the right and click the Save icon When the File Download screen appears click Open or Save IXACT Contact User Guide 61 Reports To open or save the report in Excel format select XIs from the drop down list on the right and click the Save icon When the File Download screen appears c
37. Tip Press the F11 key at any time to change your Internet browser to full screen mode This will hide your browser menus and toolbars and allow you to take advantage of more screen space Press the F11 key again when you need to bring back your menus and toolbars Why is some text underlined Information that is underlined is a link to open further information or access another function For example if you click a contact name link in the Contacts List in the left column the contact s record opens in the work area If you click Modify List beside a field another screen opens where you can change the selections available for that field Contacts acd ust Sal Andrews Belinda B Prnt Date Addad Agail 05 2090 205 820 5450 H Ertered By Imported sndgheltAsympatto cas i Adams Andy 410 220 5061 09 Contact Proe Fropertes Kespin Tours Business Dieclory Enter Now Acivtess History Osik Task Docements Contact list Andrews Sal Y MAIN CONTACT Work bens 326 62D5420 IH Tes area Arcanov Daniela 410 357 8028 W FirstName Sal Last Nime Ardens Araujo Stan Burans Meare os 416 367 8636 W Y SPOUSEPARTNER Attard Mark Tre Anard Pat pn eer NA FastName Be nda Azam Farzana Azan Hasan 906 28 62 WA Last Name PERSONAL EMAILILETTOR SET UP Saker Peter Hemara Lymn Mato Home Adiress Wort Adcress 410 55 1836 W Ermableter Satutston Eomp W Moc
38. Touch tab of the contact record see Viewing a Contact s Keep In Touch Events amp Activity Plans You can determine whether and when to create calendar entries reminders and tasks for the global move in anniversary event To define the global move in anniversary event 1 Click Keep In Touch in the top navigation bar aa Keep In Touch 2 Click the Move in Anniversary link The move in anniversary event settings appear 3 Indicate whether you want to include move in anniversaries in your calendar and the number of days prior to the anniversary that would like a reminder eo Use the Assign To drop down list to select the default team member calendar in which appointments will be created 4 Indicate whether you want to create a task to buy a card and or gift and the number of days prior to the anniversary that this task will be due You can also receive a reminder for this task and set the date and time of the reminder eo Use the Assign To drop down list to select the default team member task list in which the tasks will be created IXACT Contact User Guide 50 Keep In Touch 5 Click Save Note You can set a preference in the global move in anniversary event so that the event is automatically activated for contacts with a move in date Note If you want to activate the move in anniversary event for existing contacts with a move in date for whom the event has not already been activated also select the check
39. XACT Contact If you work directly with a website or lead vendor and you are interested in taking advantage of these options please call Customer Support at 1 866 265 6990 Exporting Contacts for Import into IXACT Contact Exporting Contacts from Microsoft Outlook and Outlook Express The following sections provide instructions for exporting contacts from Microsoft Outlook and Outlook Express for import into IXACT Contact Microsoft Outlook To export contacts from Microsoft Outlook 1 From the File menu select Import and Export Select Export to a file Click Next Select Comma Separated Values Windows Click Next Select your Contacts folder you want to export Click Next Click Browse Se oe ee Ps Select a location your Windows desktop for example and type a File name Click OK Click Next Click Map Custom Fields Click Default Map Click OK Pe e BP e KR WN e O IXACT Contact User Guide 23 Contacts 15 Click Finish The Import and Export Progress screen will appear When it disappears the export is complete Microsoft Outlook Express To export contacts from Microsoft Outlook Express 1 ee ch er ee a ee aS From the File menu select Export and then select Address Book Select Text File Comma Separated Values Click Export Click Browse Select a location your Windows desktop for example and type a File name Click Save Click Next Make sure the box next to every
40. a including contacts However as the Team Leader you do have the option to protect your contact data by restricting other team members from importing deleting exporting or wirelessly synching your contact records You can also de authorize a team member from accessing your account at any time Creating a Team Any IXACT Contact individual user account can be converted to a team account at any time The account holder who creates the team account is referred to as the Team Leader and is responsible for authorizing and managing all team members To create a team account 1 Click User Profile in the top navigation bar 2 In the Account Tasks section click Create Team 3 Enter a Team ID and Password Note Your Team ID and password will be used by new team members to join your team when they sign up for IXACT Contact Be sure to make a note of the password for future reference 4 Click Create Team As soon as you create your team you will notice that your Team ID replaces the Create Team link and there are new Manage Team Members Change Team Password and Change Team Name links available to you You can change your team password at any time by clicking the Change Team Password link and entering a new password You can change your team name at any time by clicking the Change Team Name link and entering a new team name IXACT Contact User Guide 106 Working in Teams Note Changing your team name or password has no effect o
41. a template To create a letter based on a template 1 In the Select Letter Template tab click the name link of the template you want to use Templates are divided into predefined categories Marketing Listing Closing Activity Plans and Other You can search your templates by selecting the category from the list at the top of the page and or by entering a keyword and clicking Search 2 The letter opens in the Create New Letter tab 3 Select the contacts to send the letter to 4 Make any other changes as required Note that this does not affect the template which is just a starting point Use the From drop down list to select which team member s gt signature you want to use for the letter 5 If you want to update or copy the template click Save Letter as Template To update the template click Save without changing the name To create a new template change the name category and description as required then click Save 6 Complete as described in Creating a Letter IXACT Contact User Guide 67 Active Business Active Business About Active Business Active Business helps you stay on top of active listings and buyers For each property listing you can include details about the property record closing dates and details about an offer track commissions schedule reminders for critical dates track related parties and showings and upload and store important documents Substantiate your value by tracking the wor
42. act Google and your wireless device If you do not use Gmail or Google Calendar then you can set up Wireless Synchronization in order to sync IXACT Contact with your wireless device For further guidance on whether you should set up Wireless Synchronization or Google Sync please call customer support at 1 866 265 6990 p _ Important notes about Google Sync Google Sync supports up to three email addresses only per contact If you have more than three email addresses entered for a contact in Google the additional email addresses will be deleted Contact phone numbers in Google with a type of Google Voice Main or a custom type that does not match an IXACT phone type will not sync to IXACT Contact Addresses in Google with a type other than Home or Work will not sync to IXACT Contact If you have contacts in Google with more than one address with a type of Home or Work only one will be synced to IXACT Contact In order to ensure that addresses entered in Google properly sync to the corresponding IXACT Contact individual address fields please ensure that you always enter or update addresses in Google by clicking to the right of the address Contact wedding anniversary dates entered in IXACT Contact without a year will appear in Google as 1900 If you need to restore deleted contacts you should always do so in IXACT Contact see Using the Recycle Bin and not in Google This will ensure that all of your contact inf
43. acts select each contact by checking the box next to each contact Or you can click Select All at the top of the list to select all contacts and then if necessary clear the check box beside the contacts that you do not want to include Once you have selected the desired group of contacts click the appropriate button at the bottom of the screen to execute that task for the selected contacts Note If you are working with over 200 contacts in List View your contacts are displayed over multiple pages and controls are provided at the top of the list to navigate through the pages The Select Unselect All link only applies to the displayed page of contacts To assist you in selecting the desired contacts the total number of selected contacts is always displayed at the bottom of the list Tip If you leave List View to perform another task in IXACT Contact the next time you click List View you will return directly to the same list of contacts Deleting Contacts You can delete a contact to remove it from your contact list It will be stored in the IXACT Contact Recycle Bin just in case you need to restore the contact at a later date oo If you are a member of a team the Team Leader must grant you ey permission to delete contacts If a contact is deleted e Any associated Active Business is deleted e The contact s contact specific Keep In Touch events are deleted e The contact s marketing activity plans are unassigned and any outstan
44. ader setup 92 purchasing more 85 recording personal email to or from a contact 35 sending for an event 56 sending quick message to a contact 15 templates 82 entering data 8 event about 49 birthday 49 changing 56 contact specific 33 55 creating 53 creating contact specific 33 55 deleting 12 56 90 keep in touch call 51 monthly e newsletter 51 83 move in anniversary 50 restoring a deleted 12 56 90 sending a letter or email to participants 56 viewing a contact s 31 54 Excel 20 exporting from ACT 26 from Gmail 26 from Realty Juggler 25 from Top Producer 24 from Wise Agent 26 from Yahoo Address Book 26 exporting contacts 27 89 F fields customizing choices 9 finding a contact 15 G global event creating 53 see also event 53 Google Sync setting up 103 110 H hiding sections 4 home page 6 image manager 11 imported contacts processing pending 88 removing duplicates 88 importing contacts 20 internet browser requirements 2 internet connection requirements 2 iPhone backing up before synchronization 99 removing synchronization 99 replacing 99 setting up for synchronization 99 synchronizing with Microsoft Outlook 99 IXACT account information 92 J javascript requirements 2 K keep in touch 49 contact specific event 33 55 creating an event 33 53 55 creating emails 53 creating letters 53 see also event 12 90 viewing a contact s 31 54 kee
45. advantage of a lower cost per email The email pricing schedule is displayed on the page Remember that your purchased emails will never expire and can be used to send any mass email 12 Click the Choose contacts who are participating in the event link to select the contacts who are to receive your e Newsletter Note After the event has been activated individual contacts can also be included or excluded in the Keep In Touch tab of the contact record see Viewing a Contact s Keep In Touch Events amp Activity Plans The assigned contacts displayed in the global Keep In Touch event screen always reflect the individual contact assignments 13 Click Save Creating a Global Keep In Touch Event Global events are events that are available to all contacts To create a global Keep In Touch event 1 Click Keep in Touch in the top navigation bar ad Keep In Touch The Global Keep In Touch Events screen appears listing the birthday event as well as any other global events that you have created 2 Click New Event The Add a Keep In Touch Event screen appears 3 Enter a name and description for the event 4 Select the event date IXACT Contact User Guide 53 Keep In Touch 5 Select the All Day Event check box if appropriate otherwise enter the start 6 and end time of the event Indicate if this event should be included in your calendar and task list If you include the event in your task list indicate whether
46. aeaeeaeags 8 Entering Data saer cecil escapees dane nia ev E AEE EEP wakes ware ENESA EEE CAAA E wena Gre einer wee 8 Adding vs editing vs deleting information ccceeeeeeeee eee ee teens eaeeeeaeaes 8 Modifying Lists civilian Vaa a a Ea ae a Ea a a a eile Na EAE e a Aa EAA E a 9 What if a list item I delete is still assigned to records ssssrscrererrererrerrrrn 9 Selecting Contacts recriar aa eed NENNE dca ales wiles ang Mic aed eld Marc caverta ae 9 Selecting contacts using the simple Search ccceceee eect eset eee eee eeeeeeaees 10 Selecting contacts using the advanced search cecceceeeeeeeeeeeeeeeeeeeeaeenenaes 11 Using the Content Editor sacs sicice cpsieeae cane diadcagstaasageiiareapeivsadcadiviadcaedaateatecaae 11 Image Manag Qh iscsi aerial earth ee aie eens easier een 12 Using the Recycle Bin mia numinn aiae nitrites teenie a 12 Viewing items in the recycle DIN cceceee cece eee eee eee eee eee e eee ee pie iaa 12 Restoring a deleted item c ce cceeeee eee e cent eee tees teens teens eats eae e nana nana 12 Mass Festoring Contacts rianan a a aie a aaa s 13 Permanently deleting an item cccececcee cece eee eee teense eee eee a nati 13 Contacts 2 cc cceeee eee eee anan aaa aai aas aaia aii paasahin 14 About Contacts acinis ativan a Eae T a EE AE A a E A A a a 14 Using the Contacts LISt rsen orana an oeie a a a E ENTER E DAONNA 15 Finding a CONTAC ai nid Aner ead ee eer eis
47. ail was sent from the Subject of email and the date and time the email was sent Click View Body to see the contents of the body of the email Click Link to Contact s to search for and select one or more contacts that you want to link the email to If you have questions or require further assistance call Customer Support at 1 866 265 6990 Synchronization Services Wireless Synchronization Wireless Synchronization What does wireless synchronization do IXACT Contact s wireless synchronization service allows you to easily synchronize your contact list appointments and task list in IXACT Contact with existing applications on your iPhone Android BlackBerry 10 or Windows Phone as well as Microsoft Outlook and applicable Mac applications There is no new software to install or learn Fer If you are a member of a team the Team Leader must grant you ey permissions to wirelessly synch the team contact list Synchronization works in both directions this means that any changes you make in IXACT Contact are instantly reflected in the corresponding application on your wireless device or desktop while changes made on your wireless device or desktop are automatically updated to IXACT Contact Not only do you have access to your key IXACT Contact data at all times but you can actually manage this data directly on your mobile device or desktop without having to learn any new software Note Wireless synchronization does not include email Y
48. all plans that have been assigned to the listing If you want to unassign a plan click Unassign plan and delete incomplete tasks next to the plan in the list The plan is unassigned and incomplete tasks are deleted Completed tasks created from the plan are not deleted and remain in the listing s Completed Activities list The Incomplete Activities tab displays all incomplete tasks as well as all upcoming key dates for the listing that you have included in your calendar such as the listing expiry date or closing date Note If a task is created from an activity plan see About Activity Plans the activity plan name and the activity type are included in the list If the activity type is Email or Letter an icon will appear next to the due date Click the icon if you wish to send the email or print the letter Upon clicking the icon you have the option to update the task to Completed The Completed Activities tab displays all completed tasks as well as all past key dates for the listing that you have included in your calendar IXACT Contact User Guide 78 Mass Email Mass Email About Mass Email Sending emails to your prospects and clients has never been easier With our Mass Email feature simply compose your message add an attachment if required and then select the recipients from your contact list Personalized emails are automatically created and emailed to each of your contacts To get you started IXACT Contact comes load
49. an Novac i louse 51 000 000 1 100 000 99rR27R014 Rich Gasscnaback Gord Mackay House 800 000 SASN NANNI uM Rih Guasenbrek Martyn Bassett i louse 300 000 525 000 Ow3U2014 Rich Gassonbcck My Tasks for Today My Appointments for Today Subject Completed Subject Time Christmas Wine and Cheese Sack the room Pianning and Preparation 00 00 AM to 92 00 AM at Restaurant g Dues 11062014 Prospecting amp Keep in Touch Calls 10 00 AN to 12 00 PM Christmas Wine and Cheese Send first email invitation ea Rea Due 11 22 2014 Imported and Synchronized Contacts You have 2 imported or synchronized cortavi s thet have not been processed These contacts will not show up in your curact list uritil they are processed Click here tn go tn iha Utiliiies area in proness IXACT Contact User Guide 6 Welcome to IXACT Contact What Do I Do First We have designed IXACT Contact so that nothing needs to be configured and no training is required for you to get started We encourage you to jump right in and start using all the valuable easy to use features However here are some of the things that you should consider doing when getting started with IXACT Contact Change your password to something you can remember see Changing Your User Profile Settings Import Contacts from another software program Set up your email header see Setting Up Your Email Header and create a signature for your emails and letters see Creating a Signa
50. arated values file eo If you are a member of a team the Team Leader must grant you permission to export the contact list To export contacts 1 In IXACT Contact click Utilities in the top navigation bar 2 Click Export IXACT Contacts 3 You are prompted to open or save the export file If you want to open it immediately in your spreadsheet program click Open If you want to save the file to your computer click Save select a location your Windows desktop for example then type a File name and click Save again IXACT Contact User Guide 89 Recycle Bin Recycle Bin Using the Recycle Bin When you delete a contact a contact s property an active business listing or a Keep In Touch event it is removed from the related list and stored in the IXACT Contact Recycle Bin just in case you need to restore it at a later date Viewing items in the recycle bin Click the Recycle Bin icon in the navigation bar top right of your screen Deleted items are listed in the appropriate tabs with the most recently deleted items displayed at the top of the list rer If you are a member of a team and the Team Leader has not granted wo you permission to delete contacts then the Recycle Bin Contacts tab will not be visible to you Restoring a deleted item Click Restore beside the item You are prompted to confirm then it is returned to the list it came from originally e g the Contacts List the contact s Properties tab
51. ask description to be automatically added to the listing service report upon completing the task 10 Enter any notes for the task 11 If the activity type selected in Step 6 is either Letter or Email select the template at the bottom of the screen Enter a keyword in the template name and click Search to limit the list of templates to select from Upon selecting a template in the list click Preview Content to view the contents of the template and confirm that you have made the right selection Note You can preview emails and or letters for existing activity plans by clicking the Preview link for each task in the plan task list eo The From option provides for the selection of the team member branding to be used for each email or letter task Each email or letter can use the branding of a specific team member or it can use the branding of the team member who assigns the plan to a listing 12 Click Save 13 Repeat steps 4 through 11 until you have created all the tasks for your Activity Plan 14 Click Save in the Add a Listing Activity Plan screen Creating a Closing Activity Plan Closing Activity Plans are plans that can be assigned to Active Business listings To create a Closing Activity Plan 1 Click Activity Plans in the top navigation bar EB Activity Plans The Activity Plan list screen appears listing the pre loaded plans as well as any plans you have created yourself 2 In the Closing Plans section of the l
52. atabase see Processing Imported or Synchronized Contacts leave this option unchecked e The Original Source of Contact to assign to each new lead e The Marketing Activity Plan to assign to each new lead e The Contact Group to assign to each new lead All contacts captured using any of our lead capture options are initially assigned a Contact Type of Prospect Capturing Leads from Emails Are you already receiving leads via email If so go to the Lead Capture Email section of the Lead Capture tab in the User Profile area and select the Enable Lead Capture Via Email check box Then log in to the administrative area of your website or lead vendor site and change your notification email address to your lead capture email address Your leads will automatically be added to your IXACT Contact database earn Only the Team Leader can enable Email Lead Capture If you are receiving email leads from more than one website or lead vendor you can set this up for as many different lead sources as you wish Note If you do not know how to change your lead notification email address contact your website or lead vendor and they should be able to assist you Note Since your lead email notifications will be redirected to your special lead capture email address make sure to turn on email notifications in your Lead Capture Settings so you are still notified of your email leads Upon receiving each lead email we will create a new con
53. ate contact a description of the company services notes or any special promotions 4 Click Save For information about searching or printing the Business Directory see Using the Business Directory IXACT Contact User Guide 59 Reports About Reports Reports IXACT Contact comes with a range of valuable pre designed reports that help you make better decisions about your marketing and business development Generating a report To generate a report click Reports in the top navigation bar Ii Reports The following reports are available When you select one you must define criteria e g select the contacts to report on or a date range etc SECTION REPORT Contact Card List Reports Phone List Mailing List Birthday List Property Purchase Date Anniversary Report Contacts Who Do Not Accept Mass Emails Business Directory Original Source of Contact Reports Original Source of Contact Summary Referral History IXACT Contact User Guide DESCRIPTION Contact card list Contact phone number list Contact mailing address list Contact birthdays by date List of property purchase anniversaries by date Contacts who do not accept mass emails Business Directory listing Summary of contact sources by date Contact referral history by date CLICK THE REPORT NAME LINK AND THEN DEFINE THE CRITERIA AS FOLLOWS Select the contacts you want to include then c
54. ation 100 synchronizing with Microsoft Outlook 100 Anniversary Date report 60 anti spam legislation 87 IXACT Contact User Guide Appointment Summary report 60 appointments adding 38 creating from event 53 reminders 38 reminders enabling 91 viewing today s 38 best practices for communicating with contacts 63 79 billing information changing my 92 birthday event defining defaults 49 including or excluding a contact 31 54 Birthday List report 60 BlackBerry backing up before synchronization 101 removing synchronization 101 replacing 101 setting up for synchronization 101 synchronizing with Microsoft Outlook 101 browser settings requirements 2 business directory adding contacts 34 58 printing 58 searching 58 business history contact properties 31 Cc calendar 38 Calendar 38 viewing 38 viewing team member s 38 calls recording as notes 15 campaign reporting 86 Canada s Anti Spam Legislation 87 Card List report 60 CASL 87 check boxes 8 contacts about 14 active business history 31 activities viewing 35 activity assigning an activity plan 33 44 plans viewing 31 54 adding 17 adding a property 31 adding to business directory 34 58 business history 31 109 capturing leads from website 20 94 deleting 12 30 90 deleting a property 12 31 90 entering notes 35 events viewing 31 54 exporting 27 89 exporting from ACT 26 exporting from Gmail 26 exporti
55. ats teens eats ani 65 Using Letter Template Sareari a stan pete a denice 66 Creating adettertemplate actar smidsen a a a e 66 Updating or copying a template oo c eee ee ee erent etnies 67 Creating a letter based on a template cecceeeeeee eect eee e este teeta eee eaeaees 67 IXACT Contact User Guide iii Active BUSING Sa hacer Sannsdsied A a a a aa aa aaa et aA iaaii 68 Abo t Active BUSINESS airna ed Ae eee ak a Ae kan S 68 Viewing All Active Business Listings and Active BUYErS ceeeeeee eee ee eee ee es 68 Identifying a Contact as an Active Buyer ssssssssssrrrrrsssrrrrrnrsrrrrrrnnnserrrrrnras 69 Creating a LAS CG ae oc ease cece E A EEA AA AA A A EAA EN AAAA 69 Recording and Reporting Your Work sssssssssssrsssrrssrrrusrrnnsrrnnserrnnerrnusrrnnerrnens 70 Recording a Property Sale srusen irane aa E EE EAEE AE a a 71 If you are representing the bUyer sssssssssssrrrrrsssrrrrrnrssrrrrrrnrssrrrrrrrrsern 71 If you are representing the seller ssssssssesssrrssrresssrrsrnnesserrsrnnesssrrsrnsesens 72 If you are representing both s sssessssrssrsesssrrsrnnssnsrrsnnnesnerrennnesrerrnrnnennns 72 Identifying Related Parties eaii aE EEE EAE EAE E A 73 Recording SHOWINGS svete odeoveusaiidaeegdardeteb AN AA pia a 74 Uploading Documents Related to a LiSting ssssssssssssrssrrrrsrrrrsrrrrsrrnnsrrreerrners 75 Updating a Listing s Status after a Sale s sssssssressrrrsrrrrsrrnnsrrnnsrrnns
56. automatically include your contact information from your User Profile You also have the option to add a photo of yourself or your team as well as your company office logo The Custom header option allows you to create your own customized email header using the wysiwyg what you see is what you get content editor To set up a Standard Email Header 1 Click User Profile in the top navigation bar 2 Click the Set Up Email Header tab 3 For the Header Type select Standard Header 4 To upload your photo a Click Upload Photo b Next to Select Photo File click Browse to select the picture file from your computer IXACT Contact User Guide 92 5 6 7 User Profile c Click Upload Photo d Your photo will now be displayed on the screen If you are happy with the photo click Save If you do not wish to use the photo click Browse again to select a different photo or click Cancel To upload your logo a Click Upload Logo b Next to Select Logo File click Browse to select the logo file from your computer c Click Upload Logo d Your logo will now be displayed on the screen If you are happy with the logo click Save If you do not wish to use the logo click Browse again to select a different logo or click Cancel If you wish to include your email header in all new mass emails check the box at the top of the page Click Save The screen displays a preview of what your actual email header wi
57. birthday that would like a reminder IXACT Contact User Guide 49 Keep In Touch remy Use the Assign To drop down list to select the default team member calendar in which birthday appointments will be created 4 Indicate whether you want to create a task to buy a card and or gift and the number of days prior to the birthday that this task will be due You can also receive a reminder for this task and set the date and time of the reminder earn Use the Assign To drop down list to select the default team member task list in which the birthday tasks will be created 5 Click Save Note You can set a preference in the global Birthday event so that the event is automatically activated for contacts with a birth date This applies to both the main contact birthday and the spouse partner birthday Note If you want to activate the birthday event for existing contacts with a birth date for whom the event has not already been activated also select the check box that appears below This is very useful if you are a new user who has imported an existing contact list that includes a number of birthdays eo This option is only available to the Team Leader Defining the Move in Anniversary Event The move in anniversary event can be applied to any contact with a move in date entered in the contact profile The event options for each contact default to the global move in anniversary event but can be changed for individual contacts in the Keep In
58. box that appears below ee This option is only available to the Team Leader Defining Keep In Touch Call Events Keep In Touch call events allow you to easily set up regular communications with your contacts IXACT Contact comes pre loaded with annual quarterly monthly and bi weekly Keep In Touch call events The event options for each contact default to the global events but can be changed for individual contacts in the Keep In Touch tab of the contact record see Viewing a Contact s Keep In Touch Events amp Activity Plans You can determine whether and when to create calendar entries reminders and tasks for each global event To define a global Keep In Touch call event 1 Click Keep In Touch in the top navigation bar ad Keep In Touch 2 Click the name of the event in the global event list The event settings appear 3 Indicate whether you want to include the event in your calendar and the number of days prior to the event date that would like a reminder eo Use the Assign To drop down list to select the default team member calendar in which appointments will be created 4 Indicate whether you want to create a task for the event and the number of days prior to the event date that this task will be due You can also receive a reminder for this task and set the date and time of the reminder remy Use the Assign To drop down list to select the default team member task list in which the tasks will be created
59. ck Unassign plan and delete incomplete tasks next to the plan in the list The plan is unassigned and incomplete tasks are deleted Completed tasks created from the plan are not deleted and remain in the contact s activity history IXACT Contact User Guide 32 Contacts Creating a Contact Specific Keep In Touch Event To create a contact specific Keep In Touch event 1 From the contact s Keep In Touch tab click Create a New Contact Specific KIT Event 2 Enter a name and description for the event 3 Select the event date 4 Select the All Day Event check box if appropriate otherwise enter the start and end time of the event 5 Indicate if this event should be included in your calendar and task list If you include the event in your task list indicate whether you want a reminder and when Use the Assign To drop down lists for the calendar appointment and the task to select the team member s to which the appointment and task are to be assigned 6 If this will be a recurring event select the Recurring check box and enter the recurrence pattern for the event If you want the recurrence to end ona specific date select the event end date in the field to the right of the event date 7 If there are individual tasks that must be completed as part of this event click Add Event Task Enter the name of the task the number of days prior to the event date it is due and if a reminder is required Click Save Add as many e
60. ck Utilities in the top navigation bar The Source column lets you know where each pending contact came from For contacts that came via lead capture click View Comment to see the comments entered by the lead If necessary use the Contacts list in the left column to compare your pending contacts to your actual contact list in order to check for duplicates 2 If a pending contact is a duplicate click Reject Otherwise click Accept to move the contact directly into your contact list or click Update to open the contact for editing before saving it to your contact list Contacts entered via lead capture are added with a contact type of Prospect All other contacts are added with a contact type of Client Note If the pending contact is a duplicate but has more complete information that the existing contact you may want to accept the pending contact and then delete the existing one However please remember that all other information entered for the existing contact i e properties notes Keep in Touch events etc will also be deleted remy If you are a member of a team in order to reject pending contacts the Team Leader will need to grant you permission to delete contacts 3 If your contact list is empty or you know that there are no duplicates simply click Accept All IXACT Contact User Guide 88 Utilities Exporting Contacts from IXACT Contact You can export your IXACT Contact contact records into a csv comma sep
61. ct like a closing anniversary annual fishing trip etc See Viewing a Contact s Keep In Touch Events amp Activity Plans For each event you can have IXACT Contact automatically create calendar entries reminders and tasks effectively creating a schedule that automatically prompts you when letters emails and other things need to be sent An event date can be added to your calendar or task list and multiple tasks can also be defined for the event For example a golf event could have tasks for booking the course booking the caterer sending out the invitations buying the prizes etc Each of these tasks would be assigned a different due date based on a preset number of days prior to the event Defining the Birthday Event The birthday event can be applied to any main contact or spouse partner with a birth date The birthday options for each contact default to the global birthday event but can be changed for individual contacts in the Keep In Touch tab of the contact record see Viewing a Contact s Keep In Touch Events amp Activity Plans You can determine whether and when to create calendar entries reminders and tasks for the global birthday event To define the global birthday event 1 Click Keep In Touch in the top navigation bar ad Keep In Touch 2 Click the Birthday link The birthday event settings appear 3 Indicate whether you want to include birthdays in your calendar and the number of days prior to the
62. d any activity plans assigned to the contact IXACT Contact User Guide 31 Contacts Note The contact specific Keep In Touch tab is used to manage contact specific events and plans as well as the contact s assignments to global Keep In Touch events The Keep In Touch button in the top navigation bar is used to create and manage global Keep In Touch events as well as the default settings for the birthday event move in anniversary event and Keep In Touch call events The Activity Plans button in the top navigation bar is used to create Activity Plans e To view details of a Keep In Touch event global or contact specific click its name link e Select or clear the Include Contact in Event check box to cause the contact to be included in or excluded from a global Keep In Touch event This is linked to the contact selection in the Keep In Touch event details changes in one location are reflected in the other e Once a birth date is entered for a main contact or a spouse partner the corresponding birthday event can then be activated for the contact by either opening and saving the birthday event or by clicking Activate The event options default to the global birthday event but can be changed for the contact by opening modifying and saving a contact specific birthday event Note If you wish you can set a preference in the global Birthday event so that the event is automatically activated for contacts with a birth date This a
63. d at any time to display only your selected contacts 2 Select the contacts as required By default no contacts are selected To select individual contacts Check the box for each contact you want to include or Click Select All at the top of the list to select all contacts and then if necessary clear the check box beside the contact name s that you do not want v SELECT CONTACTS M ANUABCDEFGHIJKLMNOPQRSTUVWXYZ search O Include only contacts with a Preferred Method of Correspondence set to Letter Include only contacts with a Preferred Method of Correspondence set to Email Include all contacts Have Provided Consent to Receive Emails OYes ONo All Select All Select Unselect All applies only to the current page Name Mailing Address City A Adams Andy 38 Fred Varley Street Markham C Andrews Sal 256 Humboldt Drive Markham O Aradenov Danicis 12 Angle Court Don Mills Araujo Sten 5650 Yonge St Suite 1500 North York Attard Mark 42 Pornander Drive Markham 3 When you have selected the contacts you want click Select Contacts at the bottom of the screen IXACT Contact User Guide 10 Common Functions Selecting contacts using the advanced search To select contacts using the advanced search 1 In the Select Contacts screen click Advanced Search at the bottom Click Back to Simple Search if you wish to return to the simple search N Select the criteria to filter your contacts You ca
64. d them one email without obtaining express consent Unlike express consent implied consent can expire at which point you are no longer allowed to send electronic messages including those with the intention of obtaining express consent For this reason it is recommended that you attempt to obtain express consent from your contacts even those for which you currently have implied consent IXACT Contact includes a number of features to help you comply with CASL rules We recommend that you take advantage of these features IXACT Contact User Guide 87 Utilities Utilities Processing Imported or Synchronized Contacts If you have imported lead capture or synchronized contacts that have not yet been accepted into your contact list these contacts will appear in the Imported and Synchronized Contacts list in the Utilities area Note The number of contacts in this list is also identified at the bottom of your Home page as a reminder Processing duplicates Since contacts can be imported from multiple sources it is possible that contact records that are already in your IXACT Contact contact list will be imported again from another source The processing of imported contacts allows you to easily identify and eliminate these duplicate contact records If you know prior to the import that there are no duplicates just click Accept All to easily move all imported contacts to your contact list To process your pending contacts 1 Cli
65. date the date details or click the Delete link to remove a date 3 Indicate whether you want each key date to appear in your calendar and whether you want to receive a reminder Each key date appointment is automatically created in the eo calendar of the buyer closing agent If you wish you can also add each appointment to the calendar of another team member by selecting the team member from the drop down list to the right of the listing start date For each other key date set to include in calendar use the Assign To drop down list to select the team member calendar in which you wish to create the appointment These appointments are also added to the calendar of the team member selected to the right of the listing start date 4 Click Save The property listing is added to the Active Business list and the contact s Properties tab with a status of Buying For information about updating this listing see Updating a Listing s Status after a Sale IXACT Contact User Guide 71 Active Business If you are representing the seller To update a listing to record a property sale representing seller 1 In the Active Business list or Home page click the address link of the property listing 2 Change the property listing Status as appropriate 3 Enter the Selling Price Selling Commission Offer Accepted Date and Closing Date Complete as many of the other fields as you wish Note If you enter the commission percentages
66. ding tasks are deleted e The contact is removed from all global Keep In Touch events If the contact is restored from the recycle bin e Associated Active Business is restored e Contact specific Keep In Touch events are restored but in deactivated status e The contact must be reassigned to global Keep In Touch events If you want to permanently delete the contact it can be deleted from the recycle bin A contact s properties Active Business and contact specific Keep In Touch events may also be deleted and restored from the recycle bin independently For more information see Using the Recycle Bin Tip To delete multiple contacts at the same time use List View IXACT Contact User Guide 30 Contacts Keeping Track of a Contact s Properties For each contact you can maintain a list of current and previously owned properties as well as identify buying preferences if they are an active buyer see Identifying a Contact as an Active Buyer Viewing a contact s properties To manage a contact s properties open the contact record and then click the Properties tab The Properties Summary section lists all properties that the contact currently owns once owned or is in the process of buying See the Active Business section for more information on properties in Buying status Adding a property for a contact To add a property for a contact 1 On the contact s Properties tab in the Properties Summary section click Add Prop
67. e If you are using wireless synchronization you will automatically receive the reminders on your wireless device and no longer need to receive email reminders 5 Some tasks may take a while for you to complete or may be dependent on others To keep track select the task Status and enter the Complete Note The Status and Complete fields are linked if you enter 100 the Status changes to Complete and vice versa Similarly if you enter 0 the Status changes to Not Started and if you enter a number greater than 0 and less than 100 the Status changes to In Progress 6 Select the Priority of this task 7 If applicable select the contact involved in this task Use the search field to locate the appropriate contact If you want to remove the assignment of the contact to the task scroll to the top of the contact list and select None Note Tasks viewed on a mobile device include the contact name appended to the subject line e g subject contact name This is done to facilitate the attaching of contacts to tasks with wireless synchronization If possible do not edit the subject line on your mobile device otherwise the subject may become incorrectly formatted 8 If the task is recurring select the Recurring check box and enter the recurrence information 9 Add any other notes about the task 10 Click Save IXACT Contact User Guide 42 Activity Plans Activity Plans About Activity Plans Use
68. e Recycle Bin where they can be later restored if necessary If a listing is real and you want to properly track and build a history you should change its status instead IXACT Contact User Guide 68 Active Business Identifying a Contact as an Active Buyer If a contact is actively looking for a new property mark them as an Active Buyer on their Properties tab Active buyers are included on the Active Business list and on your Home page Note This is different from identifying the Contact Type as a Prospect on the Contact Profile tab which is only used to filter contacts for reports and searches To set a contact as an Active Buyer 1 On the contact s Properties tab in the Buying Preferences section select This contact is an Active Buyer check box Use the drop down list to select the Buyer Agent from a list of P team members 2 If you have a Buyer Agency agreement enter the expiry date Indicate whether you want the expiry date to appear in your calendar and whether you want to receive a reminder The buyer agency expiry date appointment is automatically eo created in the calendar of the selected buyer agent If you wish you can also add the appointment to the calendar of another team member by selecting a second team member from the drop down list to the right of the buyer agent 3 Complete as many of the contact s preferences as you are able particularly the Building Type and Price Range which will be shown
69. e a copy of Microsoft Outlook on your computer we strongly recommend installing it prior to setting up wireless synchronization In addition to allowing you to back up your wireless device data prior to setting up synchronization Microsoft Outlook is also required to get your IXACT Contact User Guide 102 User Profile IXACT Contact data back onto your wireless device if you choose to remove wireless synchronization If your computer operating system is Windows Vista or Windows 7 use Windows Mobile Device Center to back up your Windows Phone data to Microsoft Outlook If your computer operating system is Windows XP use ActiveSync Desktop to back up your Windows Phone data to Microsoft Outlook Setting up your Windows Phone for wireless synchronization To set up your Windows Phone please contact customer support at 1 866 265 6990 Tip The default synchronization schedule settings will synchronize immediately when you update items in IXACT Contact resulting in shorter device battery life and possibly higher data usage You may wish to change your schedule to synchronize less frequently Removing wireless synchronization If you want to stop synchronizing your Windows Phone with IXACT Contact please call our support department at 1 866 265 6990 We will assist you with removing synchronization and getting your IXACT Contact data back onto your device If you attempt to remove synchronization without contacting us you may lose all
70. e same set of email templates The From team member branding selection is not saved with email templates 5 The email message remains open If you want to send this message now to the selected contacts click Send Otherwise click Cancel Your new template is listed in the Mass Emails tab IXACT Contact User Guide 82 Mass Email Updating or copying a template To update or copy an email template 1 On the Mass Emails tab click the name link of the template you want to update or copy 2 Make the changes as required and then click Save Email as Template 3 To update the template click Save without changing the name To create a new template change the name category and description as required then click Save Creating a message based on a template To create an email message from a template 1 In the Mass Emails tab click the name link of the template you want to use Templates are divided into predefined categories Marketing Listing Closing and Other You can search your templates by selecting the category from the list at the top of the page and or by entering a keyword and clicking Search 2 The email opens in the Create Mass Email tab 3 Select the contacts to send the message to and if desired select an attachment 4 Make any other changes as required Note that this does not affect the template which is just a starting point 5 If you want to update or copy the template click Save Email as
71. eam directly in order to have their own contacts imported into the team account If you are a team member with contacts that you would like imported and you have not been authorized to import contacts by the Team Leader you will need to arrange this with your Team Leader For instructions on exporting contacts from various software programs see e Exporting Contacts from Microsoft Outlook and Outlook Express e Exporting Contacts from Top Producer covers versions 7i and 8i e Exporting Contacts from Realty Juggler e Exporting Contacts from Wise Agent e Exporting Contacts from Gmail e Exporting Contacts from Yahoo Address Book e Exporting Contacts from ACT Capturing Leads About Lead Capture IXACT Contact provides a number of ways to automatically capture your leads into your IXACT Contact database Depending on where your leads come from you may be able to take advantage of any number of these options To set up your lead capture click User Profile in the top navigation bar then click the Lead Capture tab IXACT Contact User Guide 20 Contacts Setting Defaults for New Leads The New Lead Settings section allows you to set the following options for all new leads regardless of where they come from e Whether you wish to receive an email notification of each new lead e Whether you want to automatically receive new leads directly into your database If you prefer to review your new leads before accepting them into your d
72. eated 6 Select the time at which you wish to auto send each e Newsletter You can select a time between 4 00AM and 11 00PM Note Although you can select the time at which you wish to send your e Newsletter all e Newsletter issues are submitted to the sending queue at 12 00AM Eastern time on your auto send day Any changes to your e Newsletter content i e subject personal message email header or signature or the contacts assigned to receive it must be made prior to 12 00AM Eastern time on your auto send day 7 Set the default email subject If desired this can be overridden for each issue 8 Indicate whether you would like to include your email header and or signature in the personalized area of the e Newsletter Note The monthly e Newsletter incorporates the same email header and signature that you use for regular mass emails in the personalized area of the e Newsletter design See Setting Up Your Email Header and Creating a Signature for Your Emails and Letters for instructions The e Newsletter design is optimized to be 600 pixels wide which follows best practices for graphical HTML emails If you use images and or HTML tables in your custom email header or signature you should try to make them no wider than 600 pixels While the e Newsletter will properly adjust to wider content keeping it no wider than 600 pixels will help guarantee that it can be easily read on the various computing devices that are used to read email
73. ece eect eee eee eee eee eee e tees ea ene teen ed 45 Creating a Closing Activity Plan ccecceeeeee eee ee eee ee eee ee ee eee teens eae ne eae e eae eed 46 Assigning an Activity Plan to a LiSting cceeeeee eect e ee eee ee eee eee ee ea ee eae eed 47 Unassigning an Activity Plan cceccee cece eee eee eee eee teense neta nena nena tena nae 48 Keep 1n TOUCH ciscidiccesscsstisacacscccacscctdacaacaccoacacadsaateaeeieegicaceanecaaseaaaascecaatecaccaas 49 About Keep In Touch Events ccccce cece enn nnn tnt 49 Defining the Birthday EVent cccceeeeeee ee eee ee eee ee eens eens a nena nena eee ea tenets 49 Defining the Move in Anniversary Event ecceeeeeee ee eee neta teeta teeta eeeeaeeeeanaes 50 Defining Keep In Touch Call Events ccecceeeeeee ee eee ee eee ee eens teens eens eats tana 51 Setting Up the Monthly e Newsletter EVeNnt cccecceceeeeeeeeeeeeeeeeeeeeeeeaeeaeenenas 51 Creating a Global Keep In Touch Event cece eee ee eee ee eee eee neta teeta teeta teed 53 Viewing a Contact s Keep In Touch Events amp Activity Plans cceceeeeeeeeeeeeeenes 54 Creating a Contact Specific Keep In Touch Event cceceeeeee eee eeeeeeeeeeaeeaeenees 55 Managing Your Global EVents cccceeceee eect ee eee ee ee eee teense anne eens eens nate ea 56 Changing the birthday event ccceceeeee eect ee eee eee teen e teens eee e teens ea eees 56 Changing the move in annive
74. ect Connect to My CRM 2 Click Add Partner 3 From the Select a Partner list select IXACT Contact 4 In the Partner ID box that appears enter the email address that you use to login to IXACT Contact 5 Click Save IXACT Contact will now appear in the partner list Note You do not need to do anything in IXACT Contact Once you complete your setup in Zillow your Zillow leads will immediately start flowing into your IXACT Contact database IXACT Contact User Guide 22 Contacts Note After setting up Zillow Tech Connect you will continue to receive new lead email notifications from Zillow Depending on whether you receive electronic leads from other sources and how you are notified of these leads you may or may not want to turn off email lead notifications in your New Lead Settings New Zillow leads that are not accepted directly into your database appear in the Imported amp Synchronized Contacts list in the Utilities area with a Source of Zillow Tech Connect Once accepted into your database the contact Entered By is also set to Zillow Tech Connect All property details appear in the Notes field in the Original Source of Contact section of the Contact Profile tab Buying preferences appear in the Buying Preferences section of the Properties tab Form Post amp Web Service The lead capture Form Post amp Web Service options are more technical alternatives for feeding more complete lead information into I
75. ed here To download a separate PDF user manual that explains these capabilities in detail click here Not all of the capabilities described in the user manual are necessarily available in IXACT Contact Using the Recycle Bin When you delete a contact a contact s property an active business listing or a Keep In Touch event it is removed from the related list and stored in the IXACT Contact Recycle Bin just in case you need to restore it at a later date Viewing items in the recycle bin Click the Recycle Bin icon in the navigation bar top right of your screen Deleted items are listed in the appropriate tabs with the most recently deleted items displayed at the top of the list eo If you are a member of a team and the Team Leader has not granted you permission to delete contacts then the Recycle Bin Contacts tab will not be visible to you Restoring a deleted item Click Restore beside the item You are prompted to confirm then it is returned to the list it came from originally e g the Contacts List the contact s Properties tab the Active Business screen or the Keep In Touch screen Note A contact s properties active business listings or contact specific Keep In Touch events may be deleted independently and restored separately in the Recycle Bin However if an entire contact record is deleted any properties active business listings or contact specific Keep In Touch events do not display in the Recycle Bin and canno
76. ed with hundreds of pre written email templates You can either use the pre loaded templates just as they are modify them to your needs or create your own templates from scratch For more information see Using Email Templates Best Practices for Communicating with Contacts Before you create a mass email message or letter be sure you have thought about your contacts is this something they really want to know or just something you want to tell them Is this information best presented in email form or would a more formal letter be more appropriate Choose your recipients carefully sending everything to everybody can fatigue the relationship Be sure you have entered full mailing addresses for all contacts to whom you want to send letters and email addresses for those you want to include in email communications For letters e Compose your letter with your reader in mind Keep your message short and to the point e Be sure to preview the letter before printing it e If your letter is likely to be sent again for example a yearly invitation to a golf tournament consider saving it as a template You can then re use it again and again For more information see Using Letter Templates For emails e Compose your email with your reader in mind Keep your message short and to the point e Develop an effective subject line something that will grab your reader s attention and make them want to open the message e Send t
77. entered click Service Report beside the listing To create a report for the active buyer of all the notes entered click Summary Report beside the buyer IXACT Contact User Guide 70 Active Business Recording a Property Sale If you are representing the buyer When a contact has made an offer on a property you can create a listing for it that includes information about the sale To create a listing to record a property sale representing buyer 1 In the Properties Summary section of the contact s Properties tab or in the Active Business screen Active Buyer list click Buy Property The screen changes to the Active Business Create Listing screen 2 Indicate the property listing Status Asking and Selling Price Buying Commission Offer Accepted Date Closing Date Move in Date and the property Address Complete as many of the other fields as you wish Use the drop down to select the Buyer Closing Agent from a list of gt team members Note If you enter the commission percentages the commission amounts are automatically calculated based on the selling price Alternatively you can enter the commission amounts directly Note You can enter additional key dates that are not explicitly defined under the Other Key Dates section on the page Simply click the Add Key Date link and enter the date details including whether you want to include it in your calendar and click Add Click the Edit link next to a date in order to up
78. er Email No Preference Work y 416 306 1723 ext 222 Accepts Mass Emails Mobile M 416 822 3917 Email 1 mikeb451 hotmail com Send Mass Email Work Fax 416 306 0118 Email2 m smorey travisco com nd Mass Email Pager Email 3 Send Mass Email Adding vs editing vs deleting information For the most part the procedures in this help file describe how to add information To edit information you open the existing record make your changes and click Save Each record can also be deleted by clicking a Delete button or link All deletions are confirmed with a pop up message Nothing is deleted until you click Yes to confirm the deletion Individual delete functions are not discussed in this help file unless deleting information has implications elsewhere Some information can be restored if you delete it in error for more information see Using the Recycle Bin IXACT Contact User Guide 8 Common Functions Modifying Lists Many lists whether they are part of a drop down field or a group of check boxes can be edited to suit your needs For example you would probably want to customize the contact groups you use or perhaps the business types that are used to categorize and filter entries in your Business Directory When you customize a list the changes are reflected anytime that list is used For example if you customize the Contact Groups list from with the Contact Profile screen the new groups are shown wherever y
79. erty The tab changes to show the detail fields for the property 2 Indicate if the contact currently owns or once owned the property 3 Enter the address if you are entering the contact s primary residence click Set to Contact Home Address to populate the fields from the information entered in the Contact Profile tab 4 Complete as many of the remaining fields as you wish 5 If you wish upload a photo of the property must be in either gif or jpeg format 6 Click Save The property now appears in the Properties Summary list If you need to edit the property information click the Address link Entering a contact s Buying Preferences Whether or not a contact is currently an Active Buyer you can fill out their buying preferences in the Buying Preferences section in the contact s Properties tab For information about setting a contact as an Active buyer see Identifying a Contact as an Active Buyer Viewing the contact s Active Business history Whenever an Active Business listing involving this contact is closed canceled expired or withdrawn it is recorded in the Business History section in the contact s Properties tab Viewing a Contact s Keep In Touch Events amp Activity Plans The Keep In Touch tab in the contact record lists all global events whether this contact is assigned to them or not the contact s birthday events move in anniversary event Keep In Touch call events any contact specific events an
80. et up their own signature When creating letters or mass emails you can select which team member branding you wish to use To set up your signature 1 Click User Profile in the top navigation bar 2 Click the Set Up Signature tab 3 Create your signature using the wysiwyg what you see is what you get content editor The editor has many of the same features as word processor software like Microsoft Word including a spell checker If you re not sure what a tool does hover over the buttons with your mouse and the name of the function will appear Note The content editor Image Manager gives you access to the same image library that you use when creating your mass emails 4 Click Save Capturing Leads About Lead Capture IXACT Contact provides a number of ways to automatically capture your leads into your IXACT Contact database Depending on where your leads come from you may be able to take advantage of any number of these options To set up your lead capture click User Profile in the top navigation bar then click the Lead Capture tab Setting Defaults for New Leads The New Lead Settings section allows you to set the following options for all new leads regardless of where they come from e Whether you wish to receive an email notification of each new lead e Whether you want to automatically receive new leads directly into your database If you prefer to review your new leads before accepting them into your database
81. etails section of the Contact Profile tab is shown on the Business Directory tab Tip Remember to assign a Business Type in the Work Details section of the Contact Profile tab 2 Select the Include in Business Directory check box at the top of the tab 3 Optionally enter an alternate contact a description of the company services notes or any special promotions 4 Click Save For information about searching or printing the Business Directory see Using the Business Directory IXACT Contact User Guide 34 Contacts Entering Notes for a Contact If you enter the details of your calls with a contact you can create a valuable communications history with the contact A call can be any personal communication e g phone personal email personal meeting etc Record notes on calls both to and from the contact Also use notes to record and create a history of general notes for a contact All notes are recorded in the contact s Contact History Note You do not need to manually record any communications sent via IXACT Contact i e letters or mass emails these are recorded automatically in each contact s Contact History To enter note for a contact 1 Open the contact record and then click the Enter Note tab Change the date and or time of the note if required 2 3 Select the note type phone call meeting note etc 4 Enter the note 5 Click Save Pom You can also enter a note at any time by c
82. everybody can fatigue the relationship Be sure you have entered full mailing addresses for all contacts to whom you want to send letters and email addresses for those you want to include in email communications For letters e Compose your letter with your reader in mind Keep your message short and to the point e Be sure to preview the letter before printing it e If your letter is likely to be sent again for example a yearly invitation to a golf tournament consider saving it as a template You can then re use it again and again For more information see Using Letter Templates For emails e Compose your email with your reader in mind Keep your message short and to the point e Develop an effective subject line something that will grab your reader s attention and make them want to open the message e Send the email to yourself first to preview it Be sure everything looks perfect before sending the message to your contacts IXACT Contact User Guide 63 Letters and Labels e If your message is likely to be sent again for example a notice about an open house consider saving it as a template You can then re use it again and again For more information see Using Email Templates Creating a Letter To create a letter 1 Click Letters amp Labels in the top navigation bar Letters amp Labels The Your Letters amp Labels screen appears showing three tabs a Select Letter Template tab that lists sa
83. evice If any contacts appointments and tasks that existed on the device prior to setting up synchronization were kept on the device they remain on the device after synchronization is removed Removing wireless synchronization If you want to stop synchronizing your iPhone with IXACT Contact please call our support department at 1 866 265 6990 We will assist you with removing synchronization and getting your IXACT Contact data back onto your iPhone If you attempt to remove synchronization without contacting us you may lose all of the IXACT Contact data on your iPhone Replacing your iPhone If you are replacing your iPhone please call our support department at 1 866 265 6990 and we will help you set up wireless synchronization on your new iPhone Setting Up Your Android Backing up your Android Prior to setting up wireless synchronization on your Android we strongly recommend that you backup your Android to your computer IXACT Contact User Guide 100 User Profile Setting up your Android for wireless synchronization p Notes about Android wireless synchronization e Contacts appointments and tasks entered on your Android prior to setting up wireless synchronization will NOT be synchronized to IXACT Contact You can leave them on your Android but they will never be added to IXACT Contact This means that in order to get your Android contact list into IXACT Contact you should first synchronize your Android with Gmail
84. ferent from the font and size used for the body of the letter 6 Enter the body of the letter using the formatting tools to change the way the content looks The wysiwyg what you see is what you get content editor provided for formatting the content has many of the same features as word processor software like Microsoft Word including a spell checker If you re not sure what a tool does hover over the buttons with your mouse and the name of the function will appear Experiment to get the look you want IXACT Contact User Guide 64 7 Letters and Labels Choose whether to Include or Exclude your signature at the bottom of the letter For instructions on how to set up your signature see Creating a Signature for Your Emails and Letters Use the From drop down list to select which team member s P signature you want to use for the letter 8 By default an entry will be added to the Contact History tab of each contact that you send this letter to A description of the letter is required below in order to record these entries If you do not want to do this select No next to Record in Contact History log for each selected contact 9 If you want to create labels or envelopes for each contact select the Print 10 11 labels or envelopes check box and select the appropriate label or envelope type from the list If you are using a partially used label sheet you can select the row and column to start printing at so that you do n
85. field e Birth Date main contact and or spouse partner is needed for the contact to be included in the standard Birthday event the year is not necessary e The other fields can help you personalize communications with your contacts For example you can set up a contact specific Keep In Touch event to acknowledge wedding or closing anniversaries or the birthdays of family members or use the Religion field to send greetings for a IXACT Contact User Guide 19 Contacts SECTION YOU NEED TO KNOW special holiday or to exclude contacts for whom such a greeting might not be appropriate What next To complete your contact info you might want to e Record any properties the contact currently owns in the Properties tab e Set up any contact specific events or assign the contact to Global Keep In Touch events you have created such as your Monthly e Newsletter in the Keep In Touch tab e If the contact is to be included in your Business Directory complete the information in the Business Directory tab e Record additional notes or calls with the contact in the Log Calls Notes tab Importing Contacts For help importing your contacts please call customer support at 1 866 265 6990 If you already have your contacts in an Excel or CSV file email the file to support ixactcontact com eo The Team Leader can authorize each team member to import contacts An authorized team member can contact our Customer Support t
86. field in the list is checked Click Finish 10 When the export is complete a confirmation message will appear Click OK 11 Click Close Exporting Contacts from Top Producer The following sections provide instructions for exporting contacts from Top Producer for import into IXACT Contact Top Producer 7i To export contacts from Top Producer 7i 1 From the Setup menu select Data transfer conversion and then Export data From the Export contacts page select to Export all contacts or Search for contacts to export 3 Click Next o N DW U If you selected to Search for contacts to export a Perform either a Quick search or an Advanced search to locate the records you want to export b Click Start search c From the Contact search results for export page select the records you want to export d Click Next From the Export contacts to a file page select Export all columns Click Start export The Save exported file as dialog box opens Select a location your Windows desktop for example and type a File name IXACT Contact User Guide 24 9 Contacts Click Save 10 The Exporting records to file dialog box opens asking you to wait until the export process is complete 11 When the Export complete dialog box is displayed click OK Top Producer 8i To export contacts from Top Producer 8i 1 2 From the Contacts menu select Search for Contacts Enter the search c
87. fields Business Type and or City and then click Search 3 All matches are listed If the listing includes a website you can click the link to go directly to the website Alternatively click the Contact Name link to open the contact s Business Directory tab Note After searching your business directory you can click Print Directory to print the Business Directory report with only your matches Adding a Contact to the Business Directory If a contact provides a service that might be of interest to your other contacts add the contact to your Business Directory Note The contact specific Business Directory tab is used to include individual contacts in your business directory and enter additional business directory information The Business Directory button in the top navigation bar is used to search and return a list of all contacts that are included in your business directory To add an existing contact to your Business Directory 1 Open the contact record and then click the Business Directory tab not the Business Directory button in the top navigation bar The information from the Work Details section of the Contact Profile tab is shown on the Business Directory tab IXACT Contact User Guide 58 Business Directory Tip Remember to assign a Business Type in the Work Details section of the Contact Profile tab 2 Select the Include in Business Directory check box at the top of the tab 3 Optionally enter an altern
88. g each lead email we will create a new contact record by scanning the body of the email and mapping as much information as possible to specific contact profile fields All information in the body of the email that cannot be mapped to specific fields will be inserted into the Original Source of Contact Notes field This way you will not lose any of the valuable lead information Note Our email lead capture has been programmed to map as much information as possible to specific contact profile fields If there is information in your emails that you feel should be mapped to specific fields but is ending up in the Original Source of Contact Notes let us know and we will see if we can make the necessary programming changes New email leads that are not accepting directly into your database appear in the Imported amp Synchronized Contacts list in the Utilities area with a Source of Email Lead Capture Once accepted into your database the contact Entered By is also set to Email Lead Capture Building Your Own Form IXACT Contact allows you to easily add a customized page to your website so that visitors can fill out a Contact Us Me form and their contact information is automatically added to your IXACT Contact database exs Each member of a team can set up their own Contact Us form using their own branding Each team member will receive their own email notification when someone fills out their Contact Us form Note If you are goi
89. g to a contact 31 deleting 12 31 90 listing 69 restoring a deleted 12 31 90 viewing a contact s 31 Property Purchase Date report 60 Prospective Buyers report 60 Purchase Date report 60 R radio buttons 8 recycle bin 12 90 Referral History report 60 related parties identifying 73 reminders 33 55 creating from event 53 enabling 91 setting for a task 42 setting for an appointment 38 removing wireless synchronization Android 100 BlackBerry 101 iPhone 99 Windows Phone 102 replacing Android 100 replacing BlackBerry 101 replacing iPhone 99 replacing PDA or smartphone 98 replacing Windows Phone 102 reporting your work 70 reports active business 60 70 Anniversary Date 60 Appointment Summary 60 Birthday List 60 Card List 60 Do Not Send Email List 60 email campaign reporting 86 exporting 60 generating 60 Mailing List 60 Original Source of Contact Summary 60 Outstanding Tasks 60 Phone List 60 printing 60 Property Purchase Date 60 Prospective Buyers 60 Purchase Date 60 Referral History 60 requirements additional software 2 browser settings 2 cookies 2 display settings 2 internet browser 2 internet connection 2 javascript 2 restoring deleted items 12 90 IXACT Contact User Guide S screen layout 4 sections hiding 4 security question changing 91 see top navigation bar 4 selecting a contact from a list 9 selling a property 69 service report act
90. going to build your own form make sure you turn on the option to receive an email notification of each new lead Set up your Contact Us Me form by following the step by step instructions under the Lead Capture Build Your Own Form section of the Lead Capture page Your personalized HTML code can now be copied to your website in order to add your new Contact Us Me page The HTML code can be used with any text or image hyperlink If you have a webmaster who is responsible for the administration of your website they should be able to help you add your new Contact Us Me page For further assistance please call Customer Support at 1 866 265 6990 New leads from your form that are not accepting directly into your database appear in the Imported amp Synchronized Contacts list in the Utilities area with a Source of Contact Us Once accepted into your database the contact Entered By is also set to Contact Us Zillow Tech Connect IXACT Contact is a member of Zillow s Tech Connect program which allows you to automatically flow all of your Zillow leads directly into your database In addition to capturing each lead s name email address and phone number we also capture their buying preferences as well as the details of the property that they have expressed interested in Tech Connect is set up from within your Zillow account To set up Zillow Tech Connect for IXACT Contact 1 Go to your Zillow Profile and under Contacts sel
91. h task If necessary prior to assigning the plan you can modify the automatically assigned date for each task or remove the check in the Include column to exclude the task altogether IXACT Contact User Guide 44 Activity Plans Note At this point nothing has actually been assigned or created If for some reason you do not wish to assign the plan click Cancel If you wish to assign a different plan or change the plan start date click the Back button and return to step 2 eo Each task includes an Assign Task To drop down list for the selection of the team member to which each task is to be assigned For email and letter tasks an additional Send From drop down list provides for the selection of which team member s branding to use for the email or letter The default assignments are based on the set up of the activity plan See Creating a Marketing Activity Plan There are also drop down lists and Update buttons at the top of the page that allow you to easily update the Assign Task To and or Send From team member selections for all activity plan tasks 6 Click Assign Plan amp Create Selected Tasks For information on viewing and completing activity plan tasks assigned to a contact see Viewing a Contact s Activities amp History p i You can use List View to easily assign a Marketing Activity Plan to multiple contacts at the same time Creating a Listing Activity Plan Listing Activity Plans are plans that can be assigned
92. hat you backup your iPhone to your computer For instructions on backing up your iPhone with iTunes click here IXACT Contact User Guide 99 User Profile Setting up your iPhone for wireless synchronization p Notes about iPhone wireless synchronization e Contacts appointments and tasks entered on your iPhone prior to setting up wireless synchronization will NOT be synchronized to IXACT Contact You can leave them on your iPhone but they will never be added to IXACT Contact This means that in order to get your iPhone contact list into IXACT Contact you should first synchronize your iPhone with Apple iCloud Apple Contacts or Microsoft Outlook export your contacts and then import your contacts into IXACT Contact Then when setting up wireless synchronization you should remove your existing contacts from your iPhone in order to avoid duplicates To set up your iPhone please contact customer support at 1 866 265 6990 Synching your iPhone with Microsoft Outlook or Mac Applications While wirelessly synchronizing your iPhone with IXACT Contact we can also set up synchronization between IXACT Contact and Microsoft Outlook or applicable Mac applications However you cannot synchronize your iPhone directly with Microsoft Outlook or applicable Mac applications What happens to my data if I remove synchronization from my device All synchronized contacts appointments and tasks stored in IXACT Contact are removed from the d
93. have selected the auto accept option changes you have made to your contacts in Google may not be immediately reflected in the Contacts list in the left column Click the Refresh Contact List link in order to ensure that this list is up to date You can click the Change Google Sync Settings link in order to change your settings IXACT Contact User Guide 105 Working in Teams Working in Teams About Teams The IXACT Contact Teams version is capable of supporting the needs of real estate teams of all sizes and types All of the marketing and business related activities that are managed within IXACT Contact can be assigned to specific team members And all contact and listing activity history includes visibility to the member of the team that carried it out Each member of a team gets their own calendar and task list that they can synchronize with their own wireless device Each team member can set up their own personalized branding and all communications can be either individually branded or use team branding All activity and transaction related reports can be generated for a selected team member Except for the calendar and task list all data in your IXACT Contact team account is shared by all team members This includes email and letter templates activity plans Keep in Touch events custom lists etc All team members have access to all contacts With the IXACT Contact team version there is no individual ownership of any dat
94. he email to yourself first to preview it Be sure everything looks perfect before sending the message to your contacts e If your message is likely to be sent again for example a notice about an open house consider saving it as a template You can then re use it again and again For more information see Using Email Templates IXACT Contact User Guide 79 Mass Email Creating a Mass Email Message To create an email message 1 Click Mass Email in the top navigation bar The Your Mass Emails screen appears showing two tabs a Select Email Template tab that lists saved email templates and a Create New Email tab that lets you create email messages and templates If you want to use an existing email template click the template name link Templates are divided into predefined categories Marketing Listing Closing and Other You can search your templates by selecting the category from the list at the top of the page and or by entering a keyword and clicking Search To create a new email simply click Create New Email 2 Click Select Contacts to choose who you want to receive the email message see Selecting Contacts or List View Note If you only want to include contacts whose preferred method of correspondence is Email click the check box at the top of the search screen Note The list only includes contacts that have at least one email address flagged as Send Mass Email and by default only contacts who have Accepts
95. if you wish g Use the From drop down list to select the team member branding you wish to use for the current issue The branding includes the email header signature and the From email address This selection defaults to the Global Keep in Touch event setting but can be overridden at the issue level You can click the Preview link at any time to see what your e Newsletter will look like You can also click Save amp Send Preview To in order to send yourself an actual email preview When you have finished setting up the month s issue and you are satisfied with how it looks click Save at the top of the page The page displays how many contacts are currently assigned to the keep in touch event If you wish to reselect your e Newsletter recipients click the Open Global Keep in Touch Event link scroll to the bottom of the page and click Choose contacts who are participating in this event The page also displays the number of available mass emails that you currently have If you have set up the global keep in touch event such that your e Newsletter will not be sent if you do not have enough available emails and you need to purchase emails in order to send your e Newsletter to all of your selected contacts simply click the Purchase Emails link and purchase the number of emails you require For more information on purchasing emails see Purchasing More Emails Note If you are setting up your e Newsletter prior to the start of the issue month
96. irectory cceceee eee e cence eee eee ee eee ee ea ee ed 34 Entering Notes for a CONtaCt ciceceee eect eee eee ee eee AAA aKa eee ea neta nae 35 Viewing a Contact s Activities amp HiStOry ccececeee eee eset eee tena etna eae ee ea eee ed 35 Capturing Email Correspondence ssssssrrssssrrrsrresserrrnnnesssrrnnnnennrrrnnnaenerrnan 36 Emails Sentirsi oneta r pi tedewausaded dtd a te S oN n peAa es 36 Emails Received isare araa aA ET OTA E AEEA ANATAET aTi 36 Unassigned EMANIS rrira iana iaa tis sii ai EEANN A ae cee ie 37 Uploading Documents Related to a Contact ieee eee eect eee eee eee este eeeeaeaes 37 e e 38 Using the Calendar arriveerden gris ae AKA AAE dite ed AN id a ceases 38 Adding AN APPOINTMENT a e a A E aa aa a 38 Task Eista e aaa a a a a E a E a E E E Ea a EAE A a E 40 Using the Task LIS wsievsrdedunane sian n dtereretnenneapadnens AA A E s 40 AOGING a TSK sarii hi tcc ely E AE ela ca tout ead eet E dati Cue ead ede laude ler elves 42 Activity PIANS oradeni sen eda eenaa e a a A a aeaa Deasa aaa ad 43 About Activity Plans cc ei usoniene daana aTa nia NAAA Ea Caa ai wee andai ies 43 IXACT Contact User Guide ii Creating a Marketing Activity Plan ccecceeeee reece eee eee reeset e eae ee eae ee ea eeed 43 Assigning an Activity Plan to a Contact cceececeee eset eee eee ee eee eee ee eae ee ea eeed 44 Creating a Listing Activity Plan cceeccee c
97. isplay or select one or more contacts to perform an action as follows To change the group of contacts you are working with click New Search in the top right corner To change the addresses shown select Display Home addresses or Display Mail To addresses at the top of the list To sort the list by any column simply click the column header To sort the list in reverse order click the same column header again To open a contact record click the contact s name link When opening a contact from List View you can use the lt Previous and Next gt buttons at the bottom of the contact profile page to navigate through the contacts in the list If you make changes to the contact profile be sure to save your changes before moving to another contact record Click Return to List to return to the list To quickly send an email to an individual contact click the envelope icon next to the contact in the list A new email message will open in your email program with the first email address of the main contact already filled in if there is no envelope icon that means there is no email address recorded for this contact To quickly enter a note for contact click the Quick Note icon next to the contact IXACT Contact User Guide 29 Contacts To quickly enter a task for a contact click the Quick Task icon next to the contact To delete a contact click the garbage can icon next to the contact To perform a task for multiple cont
98. ist click Create New Closing Plan The Add a Closing Activity Plan screen appears 3 Enter the name and description of the plan 4 To add a task to the plan click Add Task 5 Enter the task description and activity type IXACT Contact User Guide 46 Activity Plans 6 If the activity type is Email indicate whether or not you want the email to auto send on the task due date 7 Select the key listing date on which the task due date should be calculated and enter the days before or after this date that the task will be due Indicate whether you would like a reminder for the task Note To help you calculate the due days click Use calendar to calculate number of days from today roa The Assign To selection provides for the assignment of each task to a member of your team Each task can either be assigned to a specific team member the team member who assigns the plan to a listing the seller closing agent assigned to the listing or the buyer closing agent assigned to the listing 8 If you do not want the task to be due on a Saturday or Sunday indicate whether you would like the task to be automatically moved to the previous or next business day 9 Indicate whether you would like the task description to be automatically added to the listing service report upon completing the task 10 Enter any notes for the task 11 If the activity type selected in Step 6 is either Letter or Email select the template at the bottom of
99. ive business 70 showings recording 74 signature creating for email or letters 94 simple search contacts 9 smartphone PDA replacing 98 summary report active business 70 synchronization about 98 Android setup 100 backing up Android before 100 backing up BlackBerry before 101 backing up iPhone before 99 backing up Windows Phone before 102 BlackBerry setup 101 iPhone setup 99 processing pending 88 removing duplicates 88 removing from Android 100 removing from BlackBerry 101 removing from iPhone 99 removing from Windows Phone 102 Windows Phone setup 102 synchronizing with Google 103 synchronizing with Outlook Android 100 BlackBerry 101 iPhone 99 Windows Phone 102 system requirements 2 T Task List 40 tasks adding 42 adding to calendar 40 creating from event 53 marking as complete 40 reminders 42 reminders enabling 91 viewing 40 viewing team member s 40 teams about 106 calendar sharing 108 creating 106 joining 107 reassigning activity 108 task list sharing 108 112 templates email 82 letter 66 text fields 8 time zone changing 91 tips for communicating with contacts 63 79 top navigation bar 4 Top Producer importing from 20 U underlined text 4 user ID changing 92 user profile 91 Ww website capturing leads from 20 94 Windows Phone backing up before synchronization 102 removing synchronization 102 replacing 102 setting up for synchroni
100. k you do to sell a property or to find a property for an active buyer and presenting the contact with a report detailing your work To get the most out of Active Business you will want to e Record properties your contacts currently own e Identify contacts as active buyers e Create listings e Record and report the work you have done e Record property sales e Identify related parties e Record showings e Upload and store listing related documents e Update a listing s status after a sale Viewing All Active Business Listings and Active Buyers Click Active Business in the top navigation bar K Active Business The List of Active Business shows three sections The Active Business section includes all Active Sold and Pending listings The Active Buyers section includes all of your contacts who are actively looking for a property the Active Buyer setting is selected in the Properties tab of their contact record The Business History section includes all Closed Canceled Expired and Withdrawn listings Note The Active Business listings and Active Buyers are also available on your Home page for quick reference p If I want to remove a listing should I delete it or change its status to Canceled or Withdrawn If you created a listing in error or were experimenting with the system and created test data you can delete a listing from the Active Business list Deleted listings are sent to th
101. l and letter tasks an additional Send From drop down list provides for the selection of which team member s branding to use for the email or letter The default assignments are based on the set up of the activity plan See Creating a Marketing Activity Plan There are also drop down lists and Update buttons at the top of the page that allow you to easily update the Assign Task To and or Send From team member selections for all activity plan tasks 6 Click Assign Plan amp Create Selected Tasks For information on viewing and completing activity plan tasks assigned to a contact see Viewing a Contact s Activities amp History p 5 You can use List View to easily assign a Marketing Activity Plan to multiple contacts at the same time Adding a Contact to the Business Directory If a contact provides a service that might be of interest to your other contacts add the contact to your Business Directory Note The contact specific Business Directory tab is used to include individual contacts in your business directory and enter additional business directory information The Business Directory button in the top navigation bar is used to search and return a list of all contacts that are included in your business directory To add an existing contact to your Business Directory 1 Open the contact record and then click the Business Directory tab not the Business Directory button in the top navigation bar The information from the Work D
102. leted Tasks or the Incomplete Tasks screen the search filter is applied to both lists You can search by keyword and or a range of task due dates The keyword search searches for the keyword anywhere in the task subject as well as the activity type for tasks created from activity plans Your current search criteria is always displayed above the list and the criteria remain applied even if you leave the task list to work in another area of the program and return later on To remove your search criteria simple click Search again and click New Search Note By default auto send drip email tasks are hidden from your incomplete task list If you wish to view your outstanding drip email tasks simply click Search and uncheck Exclude drip emails e To display a report of your outstanding tasks click Print List on the Incomplete Tasks list Whatever search filter you may have applied to the list using the Search is also applied to the Outstanding Tasks report After displaying the report you can return to the Incomplete Tasks list by clicking Return To Task List e To help you organize your work schedule IXACT Contact gives you the ability to schedule your tasks in your calendar To add an Incomplete task to your calendar click Add to Calendar A new appointment record is created with the appropriate information auto populated from the task You are prompted to either delete or keep the corresponding task See Adding an Appointment for informati
103. lick Continue 6 The next screen displays a list of the plan tasks and the due date automatically assigned to each task If necessary prior to assigning the plan you can modify the automatically assigned date for each task or remove the check in the Include column to exclude the task altogether Note If the Include box is unchecked and the due date is not automatically assigned for a given task this means that the date on which task is based has not been entered for the listing If you still wish to create the task simply select the desired due date and check the Include box Note At this point nothing has actually been assigned or created If for some reason you do not wish to assign the plan click Cancel If you wish to assign a different plan or change the plan start date click Back and return to step 2 eo Each task includes an Assign Task To drop down list for the selection of the team member to which each task is to be assigned For email and letter tasks an additional Send From drop down list provides for the selection of the team member s branding to use for the email or letter The default assignments are based on the set up of the activity plan The top of the page includes drop down lists and Update buttons to allow you to easily update the Assign Task To and or Send From team member selections for all activity plan tasks 7 If you are representing both the Seller and Buyer indicate which party the tasks are to be a
104. lick Open or Save To generate another report click Back to Reports IXACT Contact User Guide 62 Letters and Labels Letters and Labels About Letters and Labels Sending letters to your prospects and clients has never been easier With Letters and Labels you just pick the appropriate margins for your own letterhead write your message and then select the recipients from your contact list Personalized letters for each of your contacts are automatically created and ready to print on your letterhead To get you started IXACT Contact comes loaded with hundreds of pre written letter templates You can either use the pre loaded templates just as they are modify them to your needs or create your own templates from scratch For more information see Using Letter Templates Create mailing labels or envelopes for newsletters and other communications just as easily when you create a letter you can create labels or envelopes at the same time for the selected contacts or you can create labels or envelopes separately for a different selection of contacts Best Practices for Communicating with Contacts Before you create a mass email message or letter be sure you have thought about your contacts is this something they really want to know or just something you want to tell them Is this information best presented in email form or would a more formal letter be more appropriate Choose your recipients carefully sending everything to
105. lick View Report see below Select the contacts you want to include then click View Report see below Select the contacts you want to include then click View Report see below Enter the Start and End Date then click View Report see below Enter the Start and End Date then click View Report see below Click View Report see below Click View Report see below Enter the Start and End Date then click View Report see below Enter the Start and End Date then click View Report see below 60 SECTION Task amp Appointment Reports Active Business Reports REPORT Outstanding Tasks Appointment Summary Active Business Active Buyers Transaction Summary DESCRIPTION List of all incomplete tasks Summary of appointments by date List of current Active Business listings List of current Active Buyers Active Business Transaction Summary Reports CLICK THE REPORT NAME LINK AND THEN DEFINE THE CRITERIA AS FOLLOWS Click View Report see below Enter the Start and End Date then click View Report see below Click View Report see below Click View Report see below Enter the Start and End Date then click View Report see below Tip To print a comprehensive overview of a single contact that includes all of the contact s profile information as well as their complete contact history open the contact record and click Print
106. licking the Quick Note icon for the contact in the Contacts list in the left column Simply enter the details of the note in the pop up window and click Save to record the entry to the contact s Contact History Upon saving you are returned to what you were doing before without losing any work or valuable time Viewing a Contact s Activities amp History The Activities History tab provides visibility to a contact s Pending Activities Completed Activities and Contact History Use the radio buttons at the top of the page to toggle between these lists Pending Activities Completed Activities Contact History The Pending Activities list displays all incomplete tasks as well as all upcoming calendar appointments for the contact Note If a task is created from an activity plan see About Activity Plans the activity plan name and the activity type are included in the list If the activity type is Email or Letter an icon will appear next to the due date Click the icon if you wish to send the email or print the letter Upon clicking the icon you have the option to update the task to Completed The Completed Activities list displays all completed tasks as well as all past calendar appointments for the contact The Contact History list displays all notes entered for the contact as well as any letters and mass emails for which the contact was included in the distribution list IXACT Contact User Guide 35 Contacts Capt
107. list available to other team members By default calendar and task list sharing are turned on To change your password or the time zone you are working in click the appropriate link Enter the new information and click Save To subscribe to wireless service see Wireless Synchronization IXACT Contact User Guide 91 User Profile Changing Your Account Information The User Profile contains your contact and billing information This is the information that you provided when you first subscribed to IXACT Contact but you can change it here To change your contact and address information 1 Click User Profile in the top navigation bar 2 In the Edit Contact amp Address Info tab change any of the information as required and click Save Note Remember your email address is your User ID for logging in to IXACT Contact To update your billing information 1 Click User Profile in the top navigation bar 2 In the Edit Billing Info tab enter your new credit card information and click Save Setting Up Your Email Header IXACT Contact allows you to set up a personal email header that you can include in your email communications You have the option to set up either a Standard header or a Custom Header eo Each member of a team can set up their own email header When creating mass emails you can select which team member branding you wish to use for each email If you select the Standard header your email header will
108. list may take some time to display v CONTACT LIST Please indicate which contacts you would like to view Seareh Contacts Display All Contacts Warning If you select Display All Cortiacts and you have a large contant database the ist will tske some Sme to display IXACT Contact User Guide 28 Contacts 3 Upon selecting your contacts the list is displayed in the working area Contact List New Search Display Home addresses Display Mail To addresses Select All Select Unselect All applies only to the current page KA 4 2 gt N 339 items in 2 pages Main Contact State Zip Postal Spouse Pariner Address Cay Province Code Phone at Oo Adams Andy 38 Fred Varley Street Markham Ontario LIW 2N4 416 230 5661 L w im patos 256 Humbokit Drive Markham Ontario LW 4G4 905 820 5480 a Belinda 20 5 z Afedenov 12 Angle Court Don Mils Onta o M4FH7W 416 357 9028 a E Daniela E 3 S a Araujo Stan ae k 16 367 8636 2 g Melanie Burnand 3356 Bayview Ave Thornhill Ontario LOB IN3 416 357 8636 m Atam Mask 42 Pornander Drive Markham Ontario L38 2NS 905 415 8271 i LO Pat Attard aot a v a Contacts Selected 2 Mass Deicte Create Mass Email Create Letter Labcis Print List Reports Export List Mass Assign Activity Plan Mass Assign Group Mass Remove Group Modify Group List Mass Assign Contact Type Select Contact Type 4 Change the d
109. ll look like in your email messages Note The contact information that is included is the information that you provided when you first subscribed to IXACT Contact You can edit this information in the Edit Contact amp Address Information tab in the User Profile area For more information see Changing Your Account Information Note Photo and logo files must be in either gif or jpeg format To set up a Custom Email Header 1 Click User Profile in the top navigation bar 2 Click the Set Up Email Header tab 3 4 Create your email header using the wysiwyg what you see is what you get For the Header Type select Custom Header content editor The editor has many of the same features as word processor software like Microsoft Word including a spell checker If you re not sure what a tool does hover over the buttons with your mouse and the name of the function will appear The recommended width for your custom email header is 600px Note The content editor Image Manager gives you access to the same image library that you use when creating your mass emails If you wish to include your email header in all new mass emails check the box at the top of the page Click Save IXACT Contact User Guide 93 User Profile Creating a Signature for Your Emails and Letters IXACT Contact allows you to set up a signature that you can include at the end of your letters and mass emails tz Each member of a team can s
110. ls and you may want to include in your Business Directory Note A personal or business to business contact may also be a prospect or client choose the type that most closely reflects how you want to use this contact in the system Note If the contact is an active buyer for purposes of Active Business that is identified separately on the Properties tab Note If no contact type is entered for a new contact the contact type is set to client by default Tip You can also use List View to easily assign multiple contacts to a Contact Type Contact Groups e g Friend Baseball Team and Children s School further categorize your contacts for searches and reports A contact can be assigned to multiple contact groups Tip You can also use contact groups to manage multiple contact lists For example if you are part of a team you might set up groups to identify each team member s contacts e g Jon s contacts Maria s contacts etc You can also use List View to easily assign multiple contacts to one or more contact groups e If the Original Source of Contact is a Referral and the person who referred this new contact is in your contact list click Select from Contact List to select the contact This referral will be included in the Referral History of the source contact s profile e If the Original Source of Contact is a Referral but the contact is not in your contact list you can enter the name and further details in the Notes
111. mail Headers cise ad aa EA a a Ea AE A EAA aA Aaa pa EEDA a 92 Creating a Signature for Your Emails and LetterS s ssssssssrrssrrrsrerrsrnrrnreresren 94 Capturing Led S airian aa a a ted EAA E Saeed ee ere Ta AE AA ema Wied 94 Aout Lead Capture repeii ei teie a A E EL AA RENONS 94 Setting Defaults for New Leads ssssssrssssrnssrrnserrnnrrrnurrrnurrnnnerrnnrrnnnrnnns 94 Capturing Leads from Emails cceceee eee e eee eee eee ee eens eee ee eee e eats ea eees 95 Building Your Own FOTM iaaiiai iiai EEKE AT 95 Zillow Tech CONMECE wis cee cee diene cera seesaw in aAa EAAA VA EEUNA INEA VA AERAN TA AANKAN 96 Form Post amp Web Service eor eee eid a a a a O E a EA E Aaa 97 Capturing Email Correspondence sssssssrssssssrrrrrsssrrrrnntnsrrrrrnntnenrnnnnnnnennnnn 97 Emails Sentas iene aeaeaie a a a e leiceveade ai 97 Emails ReceiVed niaiso enacedba ews cadiaenteerheeds AAE aAA ate centaensajedhanss oeteeensuicey ee 97 Unassigned Emails s scicsiiscie a aa a dei A sears Midi ag a aad 98 Synchronization SEPVICES ee EEE EEE EEE nina 98 Wireless SYNChroniZationinic cscetden ivvichv eda tear a weave 98 Google SYNC ccc eicens bedi slentaierieevs neve a SAATTA A ENAA ANAE EAE A AEEA AAAA AAEE AAAA 103 Working in Teams ccccceeeeceeeeeeeeeeeeeeeeeeeeeaeeeeaeeeeaseeeaeeesaeeeeaeeeeaeeaeaseaeaeeanags 106 ABOUE TEAMS cts iii ieaee iis eae ae de aaa ieee at neal aise ae ey ede ae 106 Creating a TeaM sis ieren delenit nirera T
112. members are set to share their calendar and task list by default upon signing up To turn off calendar and or task list sharing 1 Click User Profile in the top navigation bar 2 Under the Preferences section click Calendar amp Task List Sharing 3 Clear the desired check boxes 4 Click Save IXACT Contact User Guide 108 Index A account information changing my 92 ACT importing from 20 active business about 68 active buyer setting a contact as 69 viewing all 68 documents uploading 75 listings assigning activity plan to 47 77 changing status 75 creating 69 deleting 12 90 finalizing a sale 75 recording a sale 71 restoring deleted 12 90 sale falls through 75 service report 70 viewing activities 78 viewing all 68 related parties 73 reporting your work 70 showings recording 74 active business history contact properties 31 Active Business report 60 activities viewing for a contact 35 viewing for a listing 78 activity plans about 43 assigning to a contact 33 44 assigning to a listing 47 77 creating a closing activity plan 46 creating a listing activity plan 45 creating a marketing activity plan 43 unassigning 48 viewing a contact s 31 54 add vs edit vs delete 8 additional software requirements 2 address changing my 92 advanced search contacts 9 Android backing up before synchronization 100 removing synchronization 100 replacing 100 setting up for synchroniz
113. n Touch Call Events Editing an event Click the event s name link See Creating a Global Keep In Touch Event for information about the event fields If you make changes to an event you are prompted to delete and recreate the calendar or task entries that may have already been automatically created for the event If you answer Yes any changes that were made to the appointment or tasks directly in the calendar or task list will be wiped out Sending a letter or email message about the event to the selected contacts The Create Letter Labels and Create Email links are only available for global events other than the Birthday event to which at least one contact has been assigned In addition the Create Email link is only available if at least one of the contacts assigned to the event has at least one email address entered and set to receive mass emails Click Create Letter Labels or Create Email For more information see Creating a Letter or Creating a Mass Email Message IXACT Contact User Guide 56 Keep In Touch For letters and labels all contacts assigned to the event are preselected for the mail merge If you wish you can click the Modify Selection link to change these selections For a mass email all contacts assigned to the event that have at least one email address entered and are set to receive mass email are preselected for the mass email If you wish you can click the Modify Selection link to change these selectio
114. n choose from any combination of the sections You must choose at least one contact type Ww Click Execute Search A The contacts that meet all of your criteria are displayed on the next screen By default all displayed contacts are selected Clear the check box for any contacts you want to exclude 5 Click Select Contacts Using the Content Editor When you create letters or mass emails using IXACT Contact a wysiwyg what you see is what you get content editor provides you with tools for creating robust formatted content As you use the editor behind the scenes it automatically creates HTML programming code that represents your formatted content but the great thing is that you do not have to know anything about programming HTML or even what it is The tool includes many of the same features as popular Word processing software like Microsoft Word If you re not sure what the various features of the editor does you can hover over each of the toolbar buttons with your mouse and the name of the feature will appear The tool includes a Basic mode and an Advanced mode The Basic mode includes simpler formatting features such as e Text formatting e Text and background colors e Text justification e Indenting e Bullets and numbering e Hyperlink insertion e Contact specific merge field insertion The Advanced mode includes more complex formatting capabilities such as e Tables e Group boxes e Inserting dates time
115. n existing members of your team Your team name and password is only used to join your team during signup Team members use their own user ID and password to login to IXACT Contact after joining your team There are many other changes that you will notice throughout the system that enable the teams functionality You can now invite people to join your team account Joining a Team Once the Team Leader has created a team they can invite other members of their team to join Team members can only join a team during the IXACT Contact signup process The Team Leader must provide each team member with the Team ID and password and direct them to our signup page at https www ixactcontact com registration registration aspx Note Team members with an existing IXACT Contact account cannot merge their account with a team account If you wish to join a team you will need to cancel your existing account and then join the team as described below If you wish to join a team using the same email address assigned to your existing account you will need to have our Customer Support Team change the email address on your existing account upon cancelling it While you cannot merge your existing data with the team account if authorized by your Team Leader you can export your contacts prior to cancelling your existing account and then arrange with your Team Leader to have someone in our Customer Support Team import your contacts into the team account J
116. nd saved 2 On the Contact Profile tab enter the first or last name of the main contact or the company name You must enter at least one of these fields in order to create a contact record This is how the contact is identified in all lists and reports 3 Click Save The contact is added to the Contacts list in the left column p y While you are only required to enter the first last or company name to save a contact record you should capture as much information as possible in order to realize the full potential of IXACT Contact Some fields are required for other functions of the program to work e g to create letters or send mass emails while other fields help you to categorize your contacts e g to search for all contacts in a particular group or to create a report of all FSBO prospect types The fields are self evident so they will not be described in detail here but the following section identifies relationships between fields or explains where a field is used in other areas of IXACT Contact or offers suggestions for how you might later use the information What do I need to know about the other sections of the Contact Profile Many lists can be customized see Modifying Lists Remember that you can hide sections if you want see How the Screen is Arranged SECTION YOU NEED TO KNOW Personal Mailing Setup e The Letter Salutation field is used in letters and email messages It defaults to the main con
117. nd team member from the drop down list to the right of the listing start date B The listing expiry date appointment is automatically created in the 4 Complete as many of the remaining fields as you wish Note If you enter the commission percentages the commission amounts are automatically calculated based on the asking price Alternatively you can enter the commission amounts directly 5 The property information below the Create Listing section comes directly from the contact s property record any changes entered here are reflected in the contact s property record 6 Click Save The property listing is added to the Active Business list Recording and Reporting Your Work Sometimes a contact doesn t realize how much work you do for them It s easy to track your listing related activities and give them a Service Report To track your work 1 Click Active Business in the top navigation bar i Active Business 2 Click Add Notes beside the listing or active buyer Any previous notes are displayed in the bottom half of the screen use the Edit or Delete links to modify or delete previously entered notes for the listing 3 Uncheck the box if you do not you wish to display the note on the Service or Summary Report 4 Change the date and time if necessary and enter the text of your note 5 Click Save 6 Enter another note or click Close To create a report of the listing information along with all notes
118. ndar icon beside Go To Date at the top The single arrows change the month the double arrows change the year You can also click the month and year title in order to quickly navigate to another month year To view or edit the details of an appointment shown on the calendar click the appointment If you are in Month view you will see a Show more link instead of separate appointment links click Show more to view the Day view then click the appointment See Adding an Appointment for information about the appointment record fields When you are finished click Save Delete or Cancel as appropriate You are returned to the calendar where you started Tip You can view a list of today s appointments on your Home page rey As a member of a team you have full access to the calendars of other team members who are sharing their calendar Use the drop down list of team members to select the team member whose calendar you wish to access Calendar Pater Parker v Nav Week Mrrith Upon selecting a team member the Today s Appointments list and the work area immediately update to display the calendar of the selected team member Adding an Appointment 1 Click Calendar in the top navigation bar if it s not already open then click Add Appointment 2 Enter a subject short description of the appointment The subject along with location and contact if assigned will be shown on your calendar earn Use the Assign To drop down list to
119. ng from Realty Juggler 25 exporting from Top Producer 24 exporting from Wise Agent 26 exporting from Yahoo Address Book 26 filtering list 15 history viewing 35 identifying as a prospective buyer 69 importing 20 processing pending 88 removing duplicates 88 leads capturing from website 20 94 list view 27 listing a property 69 logging call notes 15 mandatory fields 17 notes 35 opening a record 15 properties viewing 31 recording communications 35 restoring a deleted 12 90 restoring a deleted property 31 search simple or advanced 9 searching for 15 selecting 9 sending a quick email 15 summary information viewing 15 synchronized processing pending 88 removing duplicates 88 synchronizing with wireless device 98 tabs 14 tips for communicating with 63 79 Contacts list 15 contact specific event creating 33 55 see also event 33 55 content editor 11 cookies requirements 2 credit card information changing my 92 customizing lists 9 D data entry 8 delete vs add vs edit 8 deleting a contact property active business event 12 90 deleting a listing 68 IXACT Contact User Guide display settings requirements 2 Do Not Send Email List report 60 documents uploading for active business 75 drop down lists 8 E edit vs add vs delete 8 editing lists 9 email campaign reporting 86 creating a message 80 creating a message from a template 82 creating a signature 94 he
120. ng to build your own form make sure you turn on the option to receive an email notification of each new lead Set up your Contact Us Me form by following the step by step instructions under the Lead Capture Build Your Own Form section of the Lead Capture page IXACT Contact User Guide 95 User Profile Your personalized HTML code can now be copied to your website in order to add your new Contact Us Me page The HTML code can be used with any text or image hyperlink If you have a webmaster who is responsible for the administration of your website they should be able to help you add your new Contact Us Me page For further assistance please call Customer Support at 1 866 265 6990 New leads from your form that are not accepting directly into your database appear in the Imported amp Synchronized Contacts list in the Utilities area with a Source of Contact Us Once accepted into your database the contact Entered By is also set to Contact Us Zillow Tech Connect IXACT Contact is a member of Zillow s Tech Connect program which allows you to automatically flow all of your Zillow leads directly into your database In addition to capturing each lead s name email address and phone number we also capture their buying preferences as well as the details of the property that they have expressed interested in Tech Connect is set up from within your Zillow account To set up Zillow Tech Connect for IXACT Contact 1 Go t
121. ns If you no longer need an event Click Delete to remove it permanently or Deactivate to keep it available for future use but remove any calendar or task entries Note that even if you choose to delete an event it is stored in the Recycle Bin so you can later restore it if needed An event is deactivated when it is deleted so an event that is restored from the recycle bin must be reactivated IXACT Contact User Guide 57 Business Directory Business Directory Using the Business Directory When clients know they can call you for help they become more loyal The Business Directory is your list of professionals and companies contractors designers cleaners florists math tutors furniture stores appliance installers that you can recommend when asked In addition these businesses will be more inclined to return the favor and recommend you to their clients Each entry in the Business Directory must first be added as a contact and then you must define which of the contact s information should appear in the Directory For more information see Adding a Contact and Adding a Contact to the Business Directory Searching the Business Directory To search the business directory 1 Click Business Directory in the top navigation bar ah Business Directory 2 In the Search screen enter any combination of keyword searches Business Type Company Name Description of Company Services Notes and Special Promotion
122. ntact List click the Select link and find and select the contact ose The Me option is replaced by a drop down list for the selection of ey a team member 4 Select the date and time of the showing 5 Enter any showing details 6 Click Save If the showing agent is in your contact list you can click the name in the list to go directly to the contact record To edit a showing record click the Edit link next to the name To delete a showing record click the Delete link next to the name If the agent is in your contact list the contact record is NOT deleted IXACT Contact User Guide 74 Active Business Uploading Documents Related to a Listing To upload and store important documents related to a listing 1 From the listing s Documents tab click Add Document 2 Click Browse to select the file from your computer Note Files cannot be larger than 10MB each Click the Accepted File Types link in order to see a list of file extension types that you can upload 3 Select the File Type from the list Note To manage the list of file types click Modify List 4 Enter a description of the file 5 Click Save To open or download the file to your computer click the file name in the list To edit a file details click the Edit link next to the file name To delete a file click the Delete link next to the file name Note It is very important that you maintain and backup a copy of all uploaded documents on your own c
123. o your Zillow Profile and under Contacts select Connect to My CRM 2 Click Add Partner 3 From the Select a Partner list select IXACT Contact 4 In the Partner ID box that appears enter the email address that you use to login to IXACT Contact 5 Click Save IXACT Contact will now appear in the partner list Note You do not need to do anything in IXACT Contact Once you complete your setup in Zillow your Zillow leads will immediately start flowing into your IXACT Contact database Note After setting up Zillow Tech Connect you will continue to receive new lead email notifications from Zillow Depending on whether you receive electronic leads from other sources and how you are notified of these leads you may or may not want to turn off email lead notifications in your New Lead Settings New Zillow leads that are not accepted directly into your database appear in the Imported amp Synchronized Contacts list in the Utilities area with a Source of Zillow Tech Connect Once accepted into your database the contact Entered By is also set to Zillow Tech Connect All property details appear in the Notes field in the Original Source of Contact section of the Contact Profile tab Buying preferences appear in the Buying Preferences section of the Properties tab IXACT Contact User Guide 96 User Profile Form Post amp Web Service The lead capture Form Post amp Web Service options are more technical alternative
124. oining a team 1 In Step 1 of the signup process select the check box labeled I am joining an existing IXACT Contact team 2 Enter the Team ID and Password provided by the Team Leader 3 Complete the remainder of the signup process Upon completion of the signup process the Team Leader will receive an email notifying them that someone has signed up to join their team Be assured that nobody can access a team account without first being authorized by the Team Leader Authorizing a new team member Note If you receive an email notification of someone who you do not wish to join your team no action is necessary However if you are concerned that people may be trying to join your team under false pretences you should change your team password immediately 1 Click User Profile in the top navigation bar 2 In the Account Tasks section click Manage Team Members The screen displays all users who have signed up to join the team 3 Next to the new team member name in the list select the check box under Authorized IXACT Contact User Guide 107 Working in Teams Note You can de authorize a team member at any time by clearing the check box under Authorized As soon as you do this the team member will no longer be able to login to your team account 4 You may grant the team member additional permissions related to the team contact list such as exporting your contact list importing contacts deleting contacts and or
125. om in the Bcc field e If for some reason you do not wish to reply to the email you can forward the email to notes ixactcontact com and follow the steps described in the Unassigned Emails section below For security reasons all email capture emails must be sent from an authorized email address The email address you use to sign in to IXACT Contact is automatically an authorized address If you want to send emails from other email addresses click the Modify List link next to the list and add the email addresses to the authorized list g If you are a member of a team you can also send email capture emails from the email address you use to sign in to IXACT Contact However only the Team Leader can add additional email addresses to the authorized list IXACT Contact User Guide 36 Contacts Unassigned Emails If you send an email to notes ixactcontact com and do not include any other email addresses that match a contact s email address the email cannot be automatically associated with a contact Instead the email will be added to the Email Correspondence Capture Unassigned Emails list in the Utilities area The Email Correspondence Capture Unassigned Emails list displays the email address the email was sent from the Subject of email and the date and time the email was sent Click View Body to see the contents of the body of the email Click Link to Contact s to search for and select one or more contacts that you want to link
126. omputer If you delete a listing all related uploaded documents are also deleted Updating a Listing s Status after a Sale To update a property listing in the Active Business list or Home page click the address link of the property listing If you are representing the buyer When the listing status changes to e Closed the ownership status on the contact s Properties tab changes from Buying to Own and the buyer s Active Buyer setting is cleared in the Buying Preferences tab In the property record the Purchase Date Move in Date and Purchase Price are updated to reflect the Closing Date Move in Date and Sale Price from the listing You are also asked if you want the buyer s home address and move in date updated to reflect the purchased property If you do not because the buyer is not moving in until a later date remember to set a Move in Date reminder and to change the buyer s home address information on the move in date e Canceled Expired or Withdrawn the listing property is removed from the buyer s Properties tab For any of these statuses the listing is removed from the Active Business list and recorded in the contact s business history IXACT Contact User Guide 75 Active Business If you are representing the seller When the listing status changes to e Closed the ownership status on the contact s Properties tab changes from Own to Once Owned If this was the contact s primary
127. on about creating an appointment Note When you create an appointment from a task if you decide to keep the task in your task list the appointment and task are not linked Any changes you make to one will have no effect on the other earn As a member of a team you have full access to the task lists of other i team members who are sharing their task list Use the drop down list of team members to select the team member whose task list you wish to access IXACT Contact User Guide 4i Task List Task List Pater Parker v Incamnicte Taska Comniaied Tasks Upon selecting a team member the Today s Tasks list and the work area immediately update to display the task list of the selected team member Adding a Task To add a task 1 In the left column click Task List if it s not already open then click Add Task 2 Enter a subject short description of the task The subject along with contact if assigned will be shown in the various task lists 3 Enter the task start and due dates if applicable ae Use the Assign To drop down list to select the team member task list to which the task will be added You can assign a task to any team member who is sharing their task list 4 If you want to receive a reminder about this task select the Reminder check box and indicate when you want to receive the reminder Note If you want to receive email reminders you must have the email reminders enabled in your user profil
128. ontact list into IXACT Contact you will first need to synchronize your phone with Gmail Apple iCloud or Microsoft Outlook export your contacts and then import your contacts into IXACT Contact Then when setting up wireless synchronization you should remove your existing contacts from your phone in order to avoid duplicate contact data e While wirelessly synchronizing your wireless device with IXACT Contact we can also set up synchronization between IXACT Contact and Microsoft Outlook or applicable Mac applications e Sometimes not all phone types and numbers synchronize between your phone and IXACT Contact There may be some phone types on your phone that do not synchronize to IXACT Contact Also if a contact in IXACT Contact has multiple phone numbers with the same phone type only one of the phone numbers will synchronize to your phone IMPORTANT When it is time to replace your current device with a new one please be sure to call IXACT Contact Customer Support before doing so We will take the necessary steps to ensure that all your IXACT Contact data is properly transferred to your new device and that none of your valuable information is lost Getting set up If you would like to set up Wireless Synchronization please contact customer support at 1 866 265 6990 Setting Up Your Mobile Device Setting Up Your iPhone Backing up your iPhone Prior to setting up wireless synchronization on your iPhone we strongly recommend t
129. or a contact and all letters and mass emails sent to the contact see Viewing a Contact s Activities amp History IXACT Contact User Guide 14 Contacts Using the Contacts List All of your contacts are listed under Contacts in the left column They are sorted by last name first name or company name if no last first name exists If your contact list is not currently visible i e if Calendar or Task List is open click Contacts to open the contact list The contact list initially displays up to 20 contacts You can display all contacts by scrolling to the bottom of the list and clicking the Show All link However if you have a large contact list your contacts may take a long time to load Instead we recommend using the search features described below to find a specific contact or contacts Finding a contact To search for a contact either click a letter down the side or enter one or more characters in the search field and press ENTER or click the magnifying glass icon If you click a letter down the side the list is filtered to show only contacts where the last name starts with the letter or if no last name is entered for a contact where the company name starts with the letter If the search field is used the list is filtered to show all contacts that contain the character s in their main contact or spouse partner first or last name home address fields or company name You can also search on a complete email address The
130. ormation is restored Upon initial sync calendar appointments that are more than three months old are not synced Before setting up Google Sync we strongly recommend that you backup your Google contacts and calendar For step by step instructions on backing up your contacts click here For step by step instructions on backing up your calendar click here To set up Google Sync 1 Click User Profile in the top navigation bar 2 Under the Synchronization Services section click Set Up Google Sync 3 Make sure you have backed up your Google contacts and calendar and click Yes to continue 4 Choose the Google account that you wish to sync with and sign in to your Google account if required 5 Click Accept in order to grant IXACT Contact permission to access and manage your Google data 6 Indicate whether you want to sync your Google contacts and whether you want new Google contacts to be automatically added to your IXACT Contact contact list If you do not select the auto accept option new contacts synchronized from Google will initially appear in the Imported and Synchronized Contacts list in the Utilities area o gt If you are a member of a team only the team leader can sync the team contact list IXACT Contact User Guide 104 User Profile 7 Indicate whether you want to sync your Google calendar and if you have multiple Google calendars select the calendar you want to sync 8 Click Save Once
131. ot waste labels Note The envelope choices are optimized for number 10 envelopes and should work with most modern printers whether left right or center justified Click Preview Letter to see how the letter will look before printing it Make any changes necessary and preview again if you want to When you are satisfied with your letter Ifyou want to save this letter to use again in the future click Save Letter as Template Everything is saved except the selected contacts For more information see Using Letter Templates The signature From team member selection is not saved rer gt with letter templates When you are ready to send the letter to the selected contacts make sure you have sufficient letterhead in your printer and click Print Mail Merged PDF Letter If Print labels or envelopes is selected a new screen will open with buttons for printing the letters and labels envelopes Creating Labels or Envelopes You can create labels or envelopes when you create a letter see Creating a Letter or you can create labels or envelopes separately for a different selection of contacts as described below To create labels envelopes separately from creating a letter 1 Click Letters amp Labels in the top navigation bar as Letters amp Labels The Your Letters amp Labels screen appears showing three tabs a Select Letter Template tab that lists saved letter templates a Create New Letter tab that
132. ou see contact groups in IXACT Contact To customize a list 1 Click the Modify List link beside the field 2 To add an entry type in the text field at the top and click Add 3 To change an entry click Edit beside the entry The entry name appears in the text field at the top Change it as required and click Update 4 To remove an entry click Delete beside the entry 5 When you are finished click Close Note Some drop down lists include a blank entry which allows you to clear a previous selection You cannot delete this blank entry What if a list item delete is still assigned to records If you delete a list item that is still assigned to one or more records e g you delete a Business Type that is still assigned to one or more contacts the list item remains assigned to the record s but now includes Not on Master List as part of its name If you click Modify List while looking at a record that uses that list item you can click Add next to the entry to add it back into the list For example e You have modified your Business Type list to add Landscaper e Your contact Joe Quercia is assigned that business type e Later you modify the Business Type list to delete Landscaper e When you view Joe s contact profile the Business Type field now says Landscaper Not on Master List e When you click Modify List beside Business Type there is an entry for Landscaper Not on Master List with an Add link beside i
133. ou will continue to use your existing email address es and send and receive email the same way you do today p Wireless synchronization or Google Sync With IXACT Contact you can either synchronize directly with your wireless device or you can synchronize your Gmail contacts and your Google calendar If you already use Gmail and Google Calendar we recommend setting up Google Sync If you also synchronize your wireless device with Google this will establish a 3 way sync between IXACT Contact Google and your wireless device If you do not use Gmail or Google Calendar then you can set up Wireless Synchronization in order to sync IXACT Contact with your wireless device For further guidance on whether you should set up Wireless Synchronization or Google Sync please call customer support at 1 866 265 6990 IXACT Contact User Guide 98 User Profile What devices are supported e iPhone and iPad e Android phones and tablets e BlackBerry 10 e Windows Phone Note To use wireless synchronization you will require a wireless data plan Please confirm with your wireless carrier that you have the appropriate plan p Important notes about wireless synchronization e Contacts appointments and tasks entered on your phone prior to setting up wireless synchronization will NOT be synchronized to IXACT Contact You can leave them on your phone but they will never be added to IXACT Contact This means that in order to get your c
134. p in touch call event defining defaults 51 L labels about 63 creating 65 layout screen 4 leads capturing from website 20 94 left navigation bar 4 legislation anti spam 87 letters about 63 creating 64 creating a signature 94 creating from a template 66 sending for an event 56 template 66 list view 27 listings assigning activity plan to 47 77 changing status 75 IXACT Contact User Guide creating 69 creating an activity plan 45 deleting 68 finalizing a sale 75 recording a sale 71 restoring deleted 12 90 sale falls through 75 service report 70 viewing activities 78 viewing all 68 lists choices customizing 9 modifying 9 logging a call 15 Mailing List report 60 marketing activity plan creating 43 Mass Email about 79 creating 80 see email 79 modifying lists 9 monthly e newsletter defining defaults 51 sending 83 move in anniversary event defining defaults 50 N navigation screen layout 4 notes adding for a contact 35 0 Original Source of Contact Summary report 60 Outlook importing from 20 synchronizing Android with 100 synchronizing BlackBerry with 101 synchronizing iPhone with 99 synchronizing Windows Phone with 102 Outlook Express importing from 20 Outstanding Tasks report 60 P password changing 91 PDA smartphone replacing 98 Phone List report 60 processing imported contacts 88 processing synched contacts 88 property addin
135. pecific birthday event Note If you wish you can set a preference in your User Profile so that the Birthday event is automatically activated for contacts with a birth date see Changing Your User Profile Settings e To create an event that only applies to this contact click Create a New Contact Specific KIT Event See Creating a Contact Specific Keep In Touch Event for information about creating a contact specific event e To assign an activity plan to a contact click Assign a New Activity Plan For more information see Assigning an Activity Plan to a Contact If you want to unassign an activity plan click Unassign plan and delete incomplete tasks next to the plan in the list The plan is unassigned and incomplete tasks are deleted Completed tasks created from the plan are not deleted and remain in the contact s activity history Creating a Contact Specific Keep In Touch Event To create a contact specific Keep In Touch event 1 From the contact s Keep In Touch tab click Create a New Contact Specific KIT Event 2 Enter a name and description for the event 3 Select the event date 4 Select the All Day Event check box if appropriate otherwise enter the start and end time of the event 5 Indicate if this event should be included in your calendar and task list If you include the event in your task list indicate whether you want a reminder and when Use the Assign To drop down lists for the calendar appointment
136. plate for future use you do not need to select the contacts Each time you create a letter based on a template you must select the contacts at that time 2 When the letter is complete preview it and then click Save Letter as Template 3 You are prompted to enter a name and select from one of the predefined categories Marketing Listing Closing Activity Plans and Other for the template In order to more easily identify what the template contains when you are viewing the list of templates you should also enter a description 4 Click Save Everything is saved except the selected contacts All team members share the same set of letter templates The signature From team member selection is not saved with letter templates 5 The letter remains open If you want to print this letter now for the selected contacts click Print Mail Merged PDF Letter Otherwise click Cancel Your new template is listed on the Letters amp Labels tab IXACT Contact User Guide 66 Letters and Labels Updating or copying a template To update a template or copy an existing template 1 In the Letters amp Labels tab click the name link of the template you want to update or copy 2 Make the changes as required and then click Save Letter as Template 3 To update the template click Save without changing the name To create a new template change the name category and description where required then click Save Creating a letter based on
137. pplies to both the main contact birthday and the spouse partner birthday e Once a move in date is entered on a contact s profile the move in anniversary event can then be activated for the contact by either opening and saving the event or by clicking Activate The event options default to the global move in anniversary event but can be changed for the contact by opening modifying and saving a contact specific event Note If you wish you can set a preference in the global move in anniversary event so that the event is automatically activated for contacts with a move in date e Any Keep In Touch call event can be activated for the contact by either opening and saving the event or by clicking Activate The event options default to the corresponding global event but can be changed for the contact by opening modifying and saving a contact specific event Note For Keep In Touch call events if you change the event options for a contact you must still click the Activate button after saving the changes to the event in order to activate the event e To create an event that only applies to this contact click Create a New Contact Specific KIT Event See Creating a Contact Specific Keep In Touch Event for information about creating a contact specific event e To assign an activity plan to a contact click Assign a New Activity Plan For more information see Assigning an Activity Plan to a Contact If you want to unassign an activity plan cli
138. r follow these steps to verify and change your display screen resolution 1 Open the System Preferences either from the Dock or from the Apple menu 2 Open the Displays Panel and choose the Display tab 3 On the left of the Displays tab select the resolution from the Resolutions list 4 Quit or close the System Preferences when done Internet connection e Broadband i e cable or DSL Browser settings e Javascript enabled e Cookies enabled To enable Javascript in Internet Explorer 1 Click the Tools menu and select Internet Options 2 Click the Security tab 3 Click Custom Level 4 Scroll to the Scripting section of the list and under Active Scripting click Enable Click OK 6 Click OK ul To enable Cookies in Internet Explorer 1 Click the Tools menu and select Internet Options 2 Click the Privacy tab 3 Under Settings make sure the setting is Medium or lower 4 Click OK To enable Javascript in Mozilla Firefox 1 Click the Tools menu and select Options 2 Click the Content tab 3 Check Enable Javascript 4 Click OK IXACT Contact User Guide 3 Welcome to IXACT Contact To enable Cookies in Mozilla Firefox 1 Click the Tools menu and select Options 2 Click the Privacy tab 3 Check Accept cookies from sites 4 Click OK To enable Javascript in Safari 1 Click the settings menu the cog icon in the top right corner and select Preferences 2 Click the Security tab
139. red in the To or Cc fields Emails Received There are two ways to capture the contents of an incoming email to the sender s contact history e Simply send a short reply acknowledging receipt and enter notes ixactcontact com in the Bcc field e If for some reason you do not wish to reply to the email you can forward the email to notes ixactcontact com and follow the steps described in the Unassigned Emails section below For security reasons all email capture emails must be sent from an authorized email address The email address you use to sign in to IXACT Contact is automatically an authorized address If you want to send emails from other email addresses click the Modify List link next to the list and add the email addresses to the authorized list ers If you are a member of a team you can also send email capture emails from the email address you use to sign in to IXACT Contact However only the Team Leader can add additional email addresses to the authorized list IXACT Contact User Guide 97 User Profile Unassigned Emails If you send an email to notes ixactcontact com and do not include any other email addresses that match a contact s email address the email cannot be automatically associated with a contact Instead the email will be added to the Email Correspondence Capture Unassigned Emails list in the Utilities area The Email Correspondence Capture Unassigned Emails list displays the email address the em
140. reminders Select an option in the Show time as field to indicate how firm this appointment is This will help to identify if you might still be available during this time 8 Enter any additional notes about this appointment 9 Click Save IXACT Contact User Guide 39 Task List Using the Task List Use the Task List to add a task view a list of all completed and incomplete tasks regardless of due date or view details of a task Tip You can view a list of tasks due today on your Home page When you mark a task as complete it is removed from the list Click Task List in the top navigation bar E Task List Task List Incomplete Tasks Compleied Tasks Mass Complete Mass Delete Select All Subject Christmas Wine and Cheese Sook the room at Resteurant Christmas Wine and Cheese Send first email invitation Send a Birthday Nov 25 Card Gift Andrews Sal Quarterly KIT Call Macksy Gora Christmas Wine and Cheese OM Finalize menu Call Gord to fup re second home purchase in spring Mackay Gord Quarterly Keep In Touch Call Novec Stanj Call Gord to fup re dt condo Mackay Gord i FG gt oe ae a AAE 7 ml a4 a4 Not Not Not Not Not Not Not Not Task List To add a new task click Add Task See Adding a Task for information about the task record fields The tasks are presented on two tabs Incomplete Tasks and Completed Tasks
141. residence that setting is cleared In the property record the Sale Date and Sale Price are updated to reflect the Closing Date and Sale Price from the listing e Canceled Expired or Withdrawn the listing is removed from the Active Business list For any of these statuses the listing is recorded in the contact s business history If you are representing both When the listing status changes to Closed e Seller the ownership status on the contact Properties tab changes from Own to Once Owned If this was the seller s primary residence that setting is cleared In the property record the Sale Date and Sale Price are updated to reflect the Closing Date and Sale Price from the listing e Buyer the ownership status on the contact Properties tab changes from Buying to Own the buyer s Active Buyer setting is cleared and on the property record the Purchase Date Move in Date and Purchase Price are updated to reflect the Closing Date Move in Date and Sale Price from the listing You are also asked if you want the buyer s home address and move in date updated to reflect the purchased property If you do not because the buyer is not moving in until a later date remember to set a Move in Date reminder and to change the buyer s home address information on the move in date e The listing is removed from the Active Business list If the listing status is changed to Canceled Expired or Withdrawn the listing is
142. riteria for the contacts you would like to export If you would like to export all contacts stay on the Quick Search tab and do not enter any search criteria 3 Click Search at the bottom of the page 4 On the Search Results screen select the individual contacts to export by checking the box next to each name or select them all by checking the box at the top of the list 5 Click Export Contacts at the bottom of the page 6 On the Export Contacts screen under Export options select Contact 9 record and all associated items Click Export A message will appear stating the request is being processed The processing time will depend upon how many contacts are being exported and which of the four export options was selected Once the processing is complete a prompt will appear allowing you to save the file Click Save to save the file to your computer Note If you are using Internet Explorer and you do not receive a prompt to download the file it is possible that Internet Explorer s security settings have blocked the download Click the yellow bar at the top of the page that says To help protect your security and select Download File and return to step 6 Select a location your Windows desktop for example and type a File name 10 Click Save 11 If the Download Complete dialog box appears click Close Exporting Contacts from Realty Juggler To export contacts from Realty Juggler 1 Sign in to yo
143. rlink to the file is included in the email Recipients of the email will click on the hyperlink in order to download and open the file The file is stored on our servers for 60 days after the email is sent Please preview the email to see how attachments are included in the body of the email and write the body content accordingly to refer to the attachment hyperlink Attachments sent in this manner dramatically decreases the chances of your emails going to junk mail and therefore significantly increases the chances of your contacts receiving and opening your email communications 11 By default an entry will be added to the Contact History tab of each contact that you sent this email to If you do not want to do this select No next to Add an entry in the contact log 12 Choose whether you wish to send your email now or if you would like to send in the future select Schedule At and choose the desired date and time Note If you schedule an email you can cancel it prior to the scheduled time by clicking the Cancel link in the Pending Scheduled Campaigns list in Email Campaign Reporting IXACT Contact User Guide 81 Mass Email 13 Click Send Preview To send the message to yourself first change the email address for the preview if desired this does not change your User ID for signing in to IXACT Contact 14 Check your email inbox to see how the message will look to your other recipients 15 Make any changes necessar
144. rrnnereners 75 If you are representing the buyer sssssessssrssrsssssrrrrnnesrerrnnnnesrerrernaesnns 75 If you are representing the seller sssssssssssssrrrrrssrrrrrrnrssrrrrrnnrssrrrrrnnrserns 76 If you are representing both s sssesssssssrsesssrnsrnresssrrennnesnrrrnnnnennerrennnennns 76 Ifasale falls throug honisarmaronipiaorii ia a dined NE hletniid 76 Assigning an Activity Plan to a LiSting sssssssssssrrsssrrrsrrrrsrrnnsrrnrsrrnesrrnnerrnnre 77 Viewing the Activities for a LiSting sssssssssssrsssrrssrrrrsrrnrsrrnnerrnnsrrnnrrrnnernnnns 78 Mass Email iiiieiiicinstinecsiiaaticacticewcceceacrccntedeatsauaatacasierercestentwcecteasscssaeacwcecdaced 79 About Mass Email a a fis tne eal a a n ENAERE pa dha Caine ga daha adenine ee 79 Best Practices for Communicating with Contacts cceceeeeeeeeee eee e este eeeeeeees 79 FOF Tethers cco reer ee goatee tte te tb ee othe htt dea A 79 FOR MallSi lt cvncsaPudeeurbvicies avnce tockvaeees evede Ea E Ap a rece aes 79 Creating a Mass Email Me SSaQ eccee eee ee eee eee eee teens eens teens eae ne eats eae E 80 Using Email Templates ieira naranai it ela ade necked ant awe ct ee le 82 Creating an email tem plate areara a a a a aAA 82 Updating or copying a template ieee cee ee ee erent nee 83 Creating a message based on a template cc eeeeceece cece eset eeeeeeeeeeeeeaeenenas 83 Customizing the Current Monthly e Newsletter ISSUC cccceeeeeeee
145. rsary event eceee eee e rene eee e eee ee eee ee ea eees 56 Changing a Keep In Touch Call CVENt cc eceee cence ee eee eee e neta teeta teeta ees 56 Editing a event ais a snide taku seate eis E E clic ead N Aa Seay tat 56 Sending a letter or email message about the event to the selected contacts 56 If you no longer need an event cee eee eee eect eee eerste e nena etna etna ees 57 BUSINESS Directory sororia E a a a aa 58 Using the Business Direct fy eim ioeie EA AEA TAAA 58 Searching the Business Directoryn aiiai i aa a ee a Ae iaaa 58 Adding a Contact to the Business Directory ss sssssssssrsssrrrsrrnusrrnnsrrnuerrnneriners 58 Reports eea aa a a a a a a a a See Ea a aa a aa A aE ai a a RSNA 60 ABOUE e1019 e A T T A A 60 Gen ratingra EPO ME ivit AE E E a i 60 Printing OF EXPOFtiNG A report eect ee eee AA ENAA A NAE REE EEN 61 Letters and Labels cccccceseeeeeeeeeeeeeeeeeeeeeeeeaeeeeaeeeeaeeeeaeeauaeeeeaeeeeaeeeeeeeeeenennae 63 About Letters and LabelSivssi ceded nei cack peice sui AEE i eE beneasbe neds dati piaga 63 Best Practices for Communicating with Contacts cceceeeeeeeeee eee e este eeeeaeees 63 FOR letters srren nae noe dt AE E ced dade E EAE tele tua evel fed tales dove eta vate 63 FOR QMAIINS niaranra inea aa i Eae ATAA aAA AAE AEAN AEAEE 63 Creating a Letten sive cis oins ede ectene de cedeereveeveevde dads ENA aT AAAA aAa a 64 Creating Labels or Envelopes mucio ennaa ee ee eee teens e
146. rserrrrrnnnserrrnnn 24 Exporting Contacts from Realty JUQGGIEDr cece eee e eee e este teeta eee eaeeeaeaes 25 Exporting Contacts from Wise AGeNnt ccceeeeeee eect ee ee eee teens ea eee eae eeeanaes 26 Exporting Contacts from Gmail cceccee eee ee eee ee eee reese eee teens tees nana 26 Exporting Contacts from Yahoo Address Book ecceeeeeeeeeeeeeeeeeeeeaeees 26 Exporting Contacts from ACT snmma eee ee ee eee eee ee eee ee eens a aa 26 Exporting Contacts from IXACT Contact cecceeeee eee e eee eee e eee eee ee neta eee eaeaes 27 using HSE VIEW sere cenncete dance EREE EEAO EREE clnicweedey idee OENE EREA NENV ENE 27 Deleting CONtTACKS wasssi ed oi irena aed n aaa E A KL L p a 30 Keeping Track of a Contact s Properties ssssssssssrrrsssrsrrrrrrsrrrrrrrrnsrrrrrrnrsern 31 Viewing a contact s PFOPEFtieS cc cee Enns 31 Adding a property for arcontactinsisniseira ta aa a E a E aa 31 Entering a contact s Buying Preferences s s ssssssersssrrrsrrrrsrrrrsrrnrsrrnnrrrnens 31 Viewing the contact s Active Business hiStOry s ssssssssssrrssrrrrsrrnerrrrrererens 31 Viewing a Contact s Keep In Touch Events amp Activity Plans ccececeeeeeeee seen 31 Creating a Contact Specific Keep In Touch Event ssssssssssssssrrrrssnrrrrrreserrrnns 33 Assigning an Activity Plan to a Contact s s sssssssssrsssrrssrrrrsrrnnsrrnnsrrnnerrnnernnnes 33 Adding a Contact to the Business D
147. s for feeding more complete lead information into IXACT Contact If you work directly with a website or lead vendor and you are interested in taking advantage of these options please call Customer Support at 1 866 265 6990 Capturing Email Correspondence With Email Correspondence Capture you can easily save your emails with your contacts to their Contact History This feature allows you to automatically capture emails sent and received using your own email software and it not to be confused with the Mass Email feature for which contact history records are already automatically captured This is how it works Emails Sent When you send an email to an email address that matches a contact s email in your IXACT Contact database simply enter the email address notes ixactcontact com in the Bcc field and the email subject and body will automatically be added to your contact s contact history If you send an email to multiple matching contact email addresses the email contents will be added to the contact history of all the matching contacts Contact history records added using email capture are assigned an Activity Type of Email with a Performed By of Email Capture Note When HTML formatted emails are captured only the text of the email is captured and displayed Note While the notes ixactcontact com email address can be entered in any one of the To Cc or Bcc fields the email addresses of your contacts can only be ente
148. s and special characters The advanced mode also includes the ability to insert your own HTML by clicking the HTML view at the bottom of the editor In HTML view your content is represented as HTML programming code the language of the Internet This view is intended for users who are either copying and pasting HTML provided by another source i e your web designer or advanced users who would like to write their own HTML IXACT Contact User Guide 11 Common Functions Image Manager Both Basic and Advanced mode include an Image Manager that allows you to upload pictures from your own computer and insert them into your emails or letters The Image Manager also includes a robust Image Editor that allows you to edit your pictures after you have uploaded them You can use the Image Editor to resize crop flip or rotate your pictures The Image Manager also allows you to create your own folders in order to organize the pictures that you upload The size of each picture you upload cannot exceed 2MB and you are limited to 50MB of overall disk space a Remember that the bigger the pictures you include in your emails the longer it will take your email recipients to open and view your emails Therefore as a general rule the pictures you upload and include in your emails should be as small as possible while still displaying properly The content editor includes an extensive set of features for creating rich content far beyond what is describ
149. select the team member calendar to which the appointment will be added You can assign an appointment to any team member who is sharing their calendar 3 If applicable select the contact involved in this appointment Use the search field to locate the appropriate contact If you want to remove the assignment IXACT Contact User Guide 38 Calendar of the contact to the appointment scroll to the top of the contact list and select None Note Appointments viewed on a mobile device include the contact name appended to the subject line e g subject contact name This is done to facilitate the attaching of contacts to appointments with wireless synchronization If possible do not edit the subject line on your mobile device otherwise the subject may become incorrectly formatted Enter the start and end time of the appointment and if appropriate select the All Day Event check box If the appointment is recurring select the Recurring check box and enter the recurrence information If you want to receive a reminder for this appointment select the Reminder check box and indicate how many minutes hours or days ahead of the appointment you should receive the reminder Note If you want to receive email reminders you must have the email reminders enabled in your user profile If you are using wireless synchronization you will automatically receive the reminders on your wireless device and no longer need to receive email
150. ser Guide 1 Welcome to IXACT Contact Minimum System Requirements The following are the minimum computer requirements to use IXACT Contact Internet browser Microsoft Internet Explorer 9 or later To check your version of Internet Explorer 1 Open the browser 2 Click the Help menu 3 Select About Internet Explorer If your version is older than 9 visit www microsoft com ie to update to the latest version Mozilla Firefox 3 0 or later To check your version of Mozilla Firefox 1 Open the browser 2 Click the Help menu 3 Select About Mozilla Firefox If you have an old version of Firefox you should automatically be prompted to update upon opening the browser Safari 3 0 or later To check your version of Safari 1 Open the browser 2 Click the Help menu 3 Select About Safari If you have an old version of Safari you should automatically be prompted to update upon opening the browser Display settings e 1024 x 768 or higher screen resolution If you use a Microsoft Windows computer follow these steps to verify and change your display screen resolution 1 Right mouse click your desktop and select Properties 2 In the Display Properties screen select the Settings tab 3 Under Screen Resolution you will see your current resolution setting If necessary move the Less More arrow to adjust your resolution 4 Click OK IXACT Contact User Guide 2 Welcome to IXACT Contact If you use an Apple compute
151. series of letters emails or both Mixed Note The setting of the method of correspondence will help you assign the appropriate plan to a contact based on the contact s preferred method of correspondence 5 To add a task to the plan click Add Task 6 Enter the task description activity type the days after the plan start date that the task will be due and whether you would like a reminder for the task Note To help you calculate the due days click Use calendar to calculate number of days from today IXACT Contact User Guide 43 Activity Plans eo The Assign To selection provides for the assignment of each task to a member of your team Each task can either be assigned to a specific team member or it can be assigned to the team member who assigns the plan to a contact 7 If the activity type is Email indicate whether or not you want the email to auto send on the task due date Note Some pre loaded email templates used in marketing activity plans contain placeholders for your own personal content such as client testimonials Please remember to update these templates before assigning the activity plans to your contacts 8 If you do not want the task to be due on a Saturday or Sunday indicate whether you would like the task to be automatically moved to the previous or next business day 9 Enter any notes for the task 10 If the activity type selected in Step 6 is either Letter or Email select the template a
152. size of the salutations This can be different from the font and size used for the body of the email 7 Enter the body content of your message using the formatting tools to change the way the content looks The wysiwyg what you see is what you get content editor provided for formatting the content has many of the same features as word processor software like Microsoft Word including a spell checker If you re not sure what a tool does hover over the buttons with your mouse and the name of the function will appear Experiment to get the look you want Remember that depending on the email system a contact uses they may or may not be able to see this formatting 8 Choose whether to Include or Exclude your signature at the bottom of the email For instructions on how to set up your signature see Creating a Signature for Your Emails and Letters 9 Choose whether to Include or Exclude social media share buttons in your email Note Social media share buttons allow the recipients of your email to share it via various social channels allowing you to increase its reach 10 If you wish to include an attachment click Upload Attachment then in the popup screen click Browse to select the file from your computer then click Upload File attachments cannot be larger than 5MB Note For email deliverability reasons attachments are not actually sent with your emails The attachment file is stored on the IXACT Contact servers and a hype
153. ssigned to 8 Click Assign Plan amp Create Selected Tasks For information on viewing and completing activity plan tasks assigned to a listing see Viewing the Activities for a Listing Unassigning an Activity Plan To unassign an activity plan click Unassign plan and delete incomplete tasks next to the plan in the activity plan list of the contact or listing The plan is unassigned and incomplete tasks are deleted Completed tasks created from the plan are not deleted and remain in the activity history IXACT Contact User Guide 48 Keep In Touch Keep In Touch About Keep In Touch Events Make sure you never miss an opportunity to connect with prospects and clients There are several types of Keep In Touch events e Birthday event This event can be applied to any contact for which you enter a birthdate See Defining the Birthday Event e Move In Anniversary event This event can be applied to any contact for which you have recorded a move in date See Defining the Move in Anniversary Event e Keep in Touch Call event This event lets you set up regular communications with individual contacts See Defining Keep In Touch Call Events e Global events e g monthly e newsletters seminars BBQs Golf Day etc these are available to all contacts but you need to select the contacts See Creating a Global Keep in Touch Event e Contact specific events these are regular events that only apply to one conta
154. st View The contacts List View feature allows you to work with a selected group of contacts in a tabular format in the working area of the screen List View allows you to easily execute common actions against the selected contacts with the click of a button such as e Send a mass email e Create mail merged letters or labels e Assign an activity plan e Assign contact groups e Remove contact groups e Assign contact type IXACT Contact User Guide 27 Contacts e Generate reports e Print or export contacts e Delete contacts ers If you are a member of a team the Team Leader must grant you permission to delete contacts In addition IXACT Contact will remember the list of contacts you are working within List View meaning you can leave List View to perform any other task and when you are ready to return to List View you can continue to work with the same list of contacts To start working with a list of contacts 1 Click List in the left column IXACTCONIAQT Contacts Add up 2 Each time you sign in to IXACT Contact the first time you click List View you will be asked whether you want to Search for a subset of your contact list or simply work with all your contacts If you click Search Contacts you will be provided with the same options for searching and selecting contacts that you find throughout IXACT Contact see Selecting Contacts If you click Display All Contacts and you have a large contact list the
155. synchronizing your contact list to their wireless device 5 Click Save 6 Notify the team member that they can now login to the team account with the user ID and password provided in their welcome email Reassigning Team Member Activity If a team member is leaving your team you will likely wish to reassign any activities assigned to that team member to another team member Click Reassign All Activity to easily reassign all of the following activities e Future calendar appointments e Incomplete Tasks e Keep in Touch event tasks and appointments e Activity Plan tasks e Current Active Business listing agent assignments e Current Active Buyer agent assignments You also have the option to permanently remove the team member from your team upon reassigning the activities Note This function cannot be reversed Please make absolutely sure you have made the correct selections before completing it Sharing a Calendar or Task List All members of a team including the Team Leader can choose whether or not they wish to share their Calendar and or Task List Sharing means that other team members have full visibility to your calendar and or task list including the ability to create new appointments and tasks and edit or delete existing appointments and tasks Note If you are sharing your calendar and or task list you still have the option to create private appointments or tasks that are never visible to other team members All team
156. t Selecting Contacts There are many places in IXACT Contact where you need to Select Contacts for example when you are creating a mass email letter or Keep In Touch event The Select Contacts screen allows you to perform a simple search on the names in your contact list or to perform an advanced search that lets you choose contacts IXACT Contact User Guide 9 Common Functions based on any combination of contact type contact groups various date criteria those with active business religion and or original source of contact Selecting contacts using the simple search The simple search screen is the one that opens when you first click Select Contacts To select contacts using the simple search 1 Show the contacts that you want to choose from Click All at the top to show all contacts or Click a letter at the top to display all contacts whose last name starts with the letter or if no last name is entered for a contact whose company name starts with the letter or Enter one or more characters in the search field and click the magnifying glass icon to show only contacts that contain the character s in their first or last name home address fields or company name Note You can select one or more contacts returned by a search and perform additional searches and selections without losing your prior selections At the bottom of the screen the total number of selected contacts is always displayed Click View Selecte
157. t be restored independently If the contact is restored all related contact information is restored at the same time IXACT Contact User Guide 12 Common Functions Mass restoring contacts If necessary you can mass restore up to 100 contacts at a time To restore more than one contact either select the check box next to each contact you wish to restore or use the Select All link at the top of the list Then click Mass Restore Permanently deleting an item To permanently delete an item click Delete beside the item in the Recycle Bin You are prompted to confirm then it is deleted permanently The item cannot be restored If you need it in the future you will need to recreate the record Note Deleted items in your Recycle Bin will automatically be permanently deleted six months after being moved to your Recycle Bin IXACT Contact User Guide 13 Contacts Contacts About Contacts You already know that communicating effectively with past clients hot prospects and business to business referral sources is key to building your business When you use IXACT Contact to manage your contact information you can easily Stay in touch with past clients so you don t miss opportunities for repeat business Determine where your best leads are coming from advertising referrals website Be reminded to send a thank you note birthday card newsletter email or other important client communication Communicate effectively
158. t the bottom of the screen Enter a keyword in the template name and click Search to limit the list of templates to select from Upon selecting a template in the list click Preview Content to view the contents of the template and confirm that you have made the right selection Note You can preview emails and or letters for existing activity plans by clicking the Preview link for each task in the plan task list eo The From option provides for the selection of the team member branding to be used for each email or letter task Each email or letter can use the branding of a specific team member or it can use the branding of the team member who assigns the plan to a contact 11 Click Save 12 Repeat steps 5 through 10 until you have created all the tasks for your Activity Plan 13 Click Save in the Add a Marketing Activity Plan screen Assigning an Activity Plan to a Contact To assign a Marketing Activity Plan to a contact 1 From the contact s Keep In Touch tab click Assign a New Activity Plan 2 Enter the plan start event date defaults to the current date 3 To search for the desired plan select the method of correspondence from the list and or enter a keyword in the plan name and click Search Plans to limit the list of plans to select from 4 Click the check box next to the plan you wish to select and click Continue 5 The next screen displays a list of the plan tasks and the due date automatically assigned to eac
159. tact and spouse partner first name but you can change it IXACT Contact User Guide 17 SECTION Contacts YOU NEED TO KNOW for example to a more formal salutation Dear Ms Work Details Note Jordan The Envelope Salutation is used as the first line anywhere the contact s address is used e g letters labels It defaults to the main contact and spouse partner title first name and last name but you can change it if necessary If no first name is entered for the contact the salutation fields default to the title if entered and last name If the contact was created with a company name only the salutation fields remain blank and you can complete them as you wish The salutation defaults only apply upon first entry later changes to the name are not automatically reflected in the salutations However if you later change the name when you save the record you are asked if you want to also change the salutations The information entered in this section is copied to the Business Directory tab The contact appears in the Business Directory only if the Include in Business Directory check box is selected on that tab If you want this contact to be searchable by Business Type in the Business Directory select the appropriate Business Type Remember that you can modify the list if necessary Phone Fax Email Contact Type Use the drop down lists to identify each phone number or to change the order of
160. tact record by scanning the body of the email and mapping as much information as possible to specific contact profile fields All information in the body of the email that cannot be mapped to specific fields will be inserted into the Original Source of Contact Notes field This way you will not lose any of the valuable lead information Note Our email lead capture has been programmed to map as much information as possible to specific contact profile fields If there is information in your emails that you feel should be mapped to specific fields but is ending up in the Original Source of Contact Notes let us know and we will see if we can make the necessary programming changes New email leads that are not accepting directly into your database appear in the Imported amp Synchronized Contacts list in the Utilities area with a Source of Email IXACT Contact User Guide 21 Contacts Lead Capture Once accepted into your database the contact Entered By is also set to Email Lead Capture Building Your Own Form IXACT Contact allows you to easily add a customized page to your website so that visitors can fill out a Contact Us Me form and their contact information is automatically added to your IXACT Contact database ae Each member of a team can set up their own Contact Us form using their own branding Each team member will receive their own email notification when someone fills out their Contact Us form Note If you are
161. tear ae ee 15 Viewing a summary of a contact s information cceceee eset este teste ee eee es 16 Entermig a NOC wei eceede cee eeenetee ceca geee ceva ctee dev eede ed VENRE UN KVARN UEN VESD EUN KVAN REUEN as 16 Entering a Tasks coh is eis wstes vaxcuianvueeitsaanceia T vee eauaaen st deo vale 16 Opening a contact record reire An ee te Ae ds 16 Adding Contacti tian anei iE ia akiead ciety E A dee a 17 What do I need to know about the other sections of the Contact Profile 17 What Ner aaa a aaa oaa EE A A A AAAA A a e AE E ea aE E AEAEE vas 20 IXACT Contact User Guide i Importing CONCACS ssiri ees valence desk teen lair ewes tec wae eee canine rie 20 Capturing Lead Shainin cota linda E aA E EE eA ed anaemic ial 20 About L dd Capture acsi ardiai needed ae iartd ore seeada ede ied AA A NANE 20 Setting Defaults for New Leads cceceeeee eect ee eee eee eee eee e nena eee ee eneees 21 Capturing Leads from Emails imisa aia einer AA tei cote aaa A vines 21 Building YOUr OWN FOrMinoriss erissa prienti a pIe E etude hei cake pi Ai 22 Zillow TECH Connect karepne ean anA E EaR LAINETE ERIEN ENCANAT EEREN depts AE 22 Form Post amp Web Service aoea anaa ENANA iii ee are 23 Exporting Contacts for Import into IXACT Contact ccceceeceeee scene eeeeeeeeeeeneeas 23 Exporting Contacts from Microsoft Outlook and Outlook Express 5 23 Exporting Contacts from Top Producer sssssssssssrrrsssrrrrrnn
162. the Active Business screen or the Keep In Touch screen Note A contact s properties active business listings or contact specific Keep In Touch events may be deleted independently and restored separately in the Recycle Bin However if an entire contact record is deleted any properties active business listings or contact specific Keep In Touch events do not display in the Recycle Bin and cannot be restored independently If the contact is restored all related contact information is restored at the same time Mass restoring contacts If necessary you can mass restore up to 100 contacts at a time To restore more than one contact either select the check box next to each contact you wish to restore or use the Select All link at the top of the list Then click Mass Restore Permanently deleting an item To permanently delete an item click Delete beside the item in the Recycle Bin You are prompted to confirm then it is deleted permanently The item cannot be restored If you need it in the future you will need to recreate the record Note Deleted items in your Recycle Bin will automatically be permanently deleted six months after being moved to your Recycle Bin IXACT Contact User Guide 90 User Profile User Profile Changing Your User Profile Settings The User Profile tab allows you to set up your system preferences as well as things like your password and security question To change your user profile settings
163. the email to If you have questions or require further assistance call Customer Support at 1 866 265 6990 Uploading Documents Related to a Contact To upload and store important documents related to a contact 1 From the contact s Documents tab click Add Document 2 Click Browse to select the file from your computer Note Files cannot be larger than 10MB each Click Accepted File Types in order to see a list of file extension types that you can upload 3 Select the File Type from the list Note To manage the list of file types click Modify List 4 Enter a description of the file 5 Click Save To open or download the file to your computer click the file name in the list To edit a file details click the Edit link next to the file name To delete a file click the Delete link next to the file name Note It is very important that you maintain and backup a copy of all uploaded documents on your own computer If you delete a listing all related uploaded documents are also deleted IXACT Contact User Guide 37 Calendar Calendar Using the Calendar Use the Calendar to view or add appointments Click Calendar in the top navigation bar E Calendar Use the controls at the top of the calendar to change the view to Day Week or Month The controls at the top right allow you to navigate to the previous or next day or week or month depending on the current view To view a specific date click the cale
164. the phone numbers If you enter multiple email addresses select the one s that you want to send mass email messages to If applicable select the contact s Preferred Method of Correspondence If a contact does not wish to receive mass emails set Accepts Mass Emails to No By default the contact cannot be selected to receive mass emails even if one or more email addresses are entered and Send Mass Email is checked Note After entering an email address and saving the contact the applicable field label turns into a clickable hyperlink To quickly send an email message to this contact simply click the hyperlink A new email message will open in your email program The contact and prospect types are used for categorizing they are available in advanced searches and allow you to target reports and direct marketing more efficiently IXACT Contact User Guide 18 SECTION Contact Groups Original Source of Contact Personal Details Contacts YOU NEED TO KNOW e lt A client is a contact you have represented in the past or are currently representing or who has agreed to work with you in the not too distant future e A prospect is a contact who may work with you in the future but there are no definite plans e A personal contact may be a friend a doctor etc whom you just want to include in your database for quick access e A business to business contact is someone who may send you referra
165. the screen Enter a keyword in the template name and click Search to limit the list of templates to select from Upon selecting a template in the list click Preview Content to view the contents of the template and confirm that you have made the right selection Note You can preview emails and or letters for existing activity plans by clicking the Preview link for each task in the plan task list eo The From option provides for the selection of the team member branding to be used for each email or letter task Each email or letter can use the branding of a specific team member or it can use the branding of the team member who assigns the plan to a listing 12 Click Save 13 Repeat steps 4 through 12 until you have created all the tasks for your Activity Plan 14 Click Save in the Add a Closing Activity Plan screen Assigning an Activity Plan to a Listing To assign a Listing or Closing Activity Plan to an Active Business listing 1 From the listing s Activity Plans tab click Assign a New Activity Plan 2 Enter the plan start event date defaults to the current date 3 Select whether to assign a Listing or Closing plan IXACT Contact User Guide 47 Activity Plans 4 To search for the desired plan select the method of correspondence from the list and or enter a keyword in the plan name and click Search Plans to limit the list of plans to select from 5 Click the check box next to the plan you wish to select and c
166. ture for Your Emails and Letters Set up your Monthly e Newsletter see Customizing the Current Monthly e Newsletter Issue Set up your default letter margins see Changing Your User Profile Settings Sign up for our Wireless Synchronization Service in order to synchronize your IXACT Contact information with your iPhone Android BlackBerry 10 or Windows Phone Set up website lead capture see Capturing Leads from Your Website IXACT Contact User Guide 7 Common Functions Common Functions Entering Data You will enter data using several types of fields e Text fields have no arrow you can enter whatever you want in these fields e Drop down lists have an arrow at the right side Click the arrow to select one of a defined list of choices e Radio buttons are a group of choices you must pick one Click on a radio button to select it To change your selection click on a different radio button in the same group of choices e Check boxes are another group of choices but you can pick as many as you want or none Click on a check box to select it click on it again to clear it Note Sometimes you will see a Modify List link next to a drop down list or group of radio buttons or check boxes This allows you to control what the available choices are For more information see Modifying Lists drop down list text field radio buttons check boxes ray 416 638 2556 Preferred Method of Coyrespondence O Lett
167. ty Ust Sat and Eetnds Sarcawill Jon 416 231 3776 IH Nexcare DOVOZE rze TOMMoOwaeE p Emoe Salutston Sal ard Belinda Ardent v HOME ADDRESS Adma 1 356 Humbi Drive Aas 2 CtyiTawn Marnar SuraProance Ortara ZpPostal Coce LEN 4a County Cannata IXACT Contact User Guide 5 Welcome to IXACT Contact What s on the Home Page The Home Page is your at a glance view of your business It shows your active business listings and active buyers today s tasks and appointments and notifies you of any contacts that were imported from another software program synchronized from your phone or captured from your web site that are pending processing From here you can directly open any related record e g an active business listing appointment details etc For more information see e Viewing All Active Business Listings and Active Buyers e Using the Task List e Using the Calendar e Processing Imported or Synchronized Contacts At any time you can return to the home page by clicking Home Page in the top navigation bar Active Business Name Address Expiry Date Closing Date Status Ageni A Sian Novat a 5 1907 Castlemoore Road Ruyer naman Gold Conditional irh Gaasenbeek Martyn Bassett i 55 Faixview Drive Seller IWwi4Roi4 Active Rich Gaasenbeek Sal Andrews R 256 Humboldt Drive Seller awosro1s Active Rich Geasenbeek ap Active Buyers Name Building Type Price Range txpiry Daie Buyer Agent St
168. uickly enter a note for a contact simply click the contact s Quick Note icon enter the note details in the pop up window and click Save to record the note to the contact s Contact History Upon saving you are returned to what you were doing before without losing any work or valuable time Entering a Task To quickly enter a task for a contact click the contact s Quick Task icon enter the details of the task in the pop up window and click Save Upon saving you are returned to what you were doing before without losing any work ears The Quick Task pop up includes an Assign To drop down list for the selection of the team member to which the task is to be assigned The list includes all team members who are sharing their task list Opening a contact record To open the contact record click the contact s name link The full contact record Contact Profile and other tabs opens in the work area on the right IXACT Contact User Guide 16 Contacts Adding a Contact Note Contacts can be added manually as described below imported from other programs captured from your website or synchronized with your mobile device To add a contact 1 Click Add in the left column A blank Contact Profile opens in the work area Yan SALE oO SSS Contacts Add List fin AJ Note You will see several tabs for the contact record however you cannot enter additional information until the contact profile tab information is entered a
169. ur Realty Juggler account 2 From the Main menu click Contacts 3 4 5 Click the Export link at the bottom of the page Click Export Save the export file to your computer IXACT Contact User Guide 25 Contacts Exporting Contacts from Wise Agent To export contacts from Wise Agent 1 ul Sign in to your Wise Agent account 2 On the Contacts Tab click Import Export 3 4 On the Select Clients to Export screen make sure Category is set to Show All Click Export Outlook CSV and include contact notes in export is set to yes Above the first contact Name check the Select All check box 6 Click Export Selected 7 Save the export file to your computer Exporting Contacts from Gmail To export contacts from Gmail 1 eet ee ae Sign in to Gmail Click Gmail at the top left corner of your Gmail page and choose Contacts Choose More Export Choose whether to export all contacts or only one group Select the Outlook CSV export format Click Export Save the export file to your computer Exporting Contacts from Yahoo Address Book To export contacts from Yahoo Address Book 1 2 Click on the Contacts tab 3 4 5 Sign in to Yahoo Mail Click Actions and select Export All When the Export screen displays click Microsoft Outlook Export Now Save the export file to your computer Exporting Contacts from ACT To export contacts from ACT 1 2 3
170. uring Email Correspondence With Email Correspondence Capture you can easily save your emails with your contacts to their Contact History This feature allows you to automatically capture emails sent and received using your own email software and it not to be confused with the Mass Email feature for which contact history records are already automatically captured This is how it works Emails Sent When you send an email to an email address that matches a contact s email in your IXACT Contact database simply enter the email address notes ixactcontact com in the Bcc field and the email subject and body will automatically be added to your contact s contact history If you send an email to multiple matching contact email addresses the email contents will be added to the contact history of all the matching contacts Contact history records added using email capture are assigned an Activity Type of Email with a Performed By of Email Capture Note When HTML formatted emails are captured only the text of the email is captured and displayed Note While the notes ixactcontact com email address can be entered in any one of the To Cc or Bcc fields the email addresses of your contacts can only be entered in the To or Cc fields Emails Received There are two ways to capture the contents of an incoming email to the sender s contact history e Simply send a short reply acknowledging receipt and enter notes ixactcontact c
171. ved letter templates a Create New Letter tab that lets you create letters and letter templates and a Create Labels tab that lets you create labels 2 If you want to use an existing letter template click the template name link Templates are divided into predefined categories Marketing Listing Closing Activity Plans and Other You can search your templates by selecting the category from the list at the top of the page and or by entering a keyword and clicking Search To create a new letter simply click Create New Letter 3 Select the margin set that best fits your letterhead Note To set your default letter margins to apply to all letters see Changing Your User Profile Settings If none of the margin choices fit your letterhead please contact us and we will try to accommodate your requirements 4 Click Select Contacts to choose who you want to receive the letter see Selecting Contacts or List View Note If you only want to include contacts whose preferred method of correspondence is Letters click the check box at the top of the search screen 5 Define the header settings date address and salutation Choose whether to Include or Exclude the date in the letter header Choose whether to Include or Exclude the address and email letter salutations defined in each contact s profile Choose the font type and size of the letter header which includes the date and contact addresses and salutations This can be dif
172. vent tasks as required Note Event tasks can only be entered for non recurring events or events that recur on a yearly basis Use the Assign To drop down list to select the team member to which romey each task is to be assigned Assigning an Activity Plan to a Contact To assign a Marketing Activity Plan to a contact 1 From the contact s Keep In Touch tab click Assign a New Activity Plan 2 Enter the plan start event date defaults to the current date 3 To search for the desired plan select the method of correspondence from the list and or enter a keyword in the plan name and click Search Plans to limit the list of plans to select from 4 Click the check box next to the plan you wish to select and click Continue 5 The next screen displays a list of the plan tasks and the due date automatically assigned to each task If necessary prior to assigning the plan you can modify the automatically assigned date for each task or remove the check in the Include column to exclude the task altogether Note At this point nothing has actually been assigned or created If for some reason you do not wish to assign the plan click Cancel If you IXACT Contact User Guide 33 Contacts wish to assign a different plan or change the plan start date click the Back button and return to step 2 eo Each task includes an Assign Task To drop down list for the selection of the team member to which each task is to be assigned For emai
173. view more detailed statistics for a specific campaign simply click the email subject in the list You can click the Message List link in the top right corner at any time to return to the Overall Deliverability Summary page The General Stats page displays the summarized statistics for the campaign including useful graphs that let you know when your message was opened Click the Details link next to Unique Open Details to see the individual email addresses of the recipients who opened the email If you would like a webpage version of your email that you can add to your website or include in a future email simply copy the Webpage Version link below the General Statistics area The Bounce Back Stats page provides detailed information on your bounced emails those that did not reach the recipient Click the Details link for each bounce back type to see the individual email addresses that got bounced The Link Analysis page provides statistics on how many recipients clicked the hyperlinks in your email Click the Details link to see the individual email addresses of each recipient who clicked on the link This page also provides statistics on the number of recipients who forwarded your email on to others Once again click the Details link to see the email addresses of the recipients who forwarded your email and the number of people they forwarded it to IXACT Contact User Guide 86 Mass Email Canada s Anti Spam Legislation CASL Canada
174. y and preview again if you want to When you are satisfied with your message Ifyou want to save this message to use again in the future click Save Email as Template Everything is saved except the selected contacts and the attachment For more information see Using Email Templates When you are ready to send the message to the selected contacts click Send Note You will receive a confirmation email once your emails have been queued to be sent to your contacts Using Email Templates Creating an email template To create an email template 1 Create an email message as described in Creating a Mass Email Message but write it in a generic way so it can be reused Note If you are also going to send this message now select the contacts to send it to If you are only creating a template for future use you do not need to select the contacts Each time you create a message based on a template you must select the contacts at that time 2 When the message is complete preview it and then click Save Email as Template 3 You are prompted to enter a name and select from one of the predefined categories Marketing Listing Closing and Other for the template In order to more easily identify what the template contains when you are viewing the list of templates you should also enter a description 4 Click Save Everything is saved except the selected contacts and the attachment if included me All team members share th
175. y member of the team Note If you try to send an email to more contacts than the number of emails you currently have available the Purchase Emails popup will appear when you click Send Upon purchasing enough emails you will immediately be able to send out your email IXACT Contact User Guide 85 Mass Email Email Campaign Reporting IXACT Contact provides robust reporting and analytics for your mass email campaigns To access your mass email campaign reporting click Mass Email in the top navigation bar and then click the Campaign Reporting tab The Overall Deliverability Summary page displays your summarized deliverability statistics for a selected range of months defaulting to the current month as well as a list of individual campaigns and summarized statistics for each To change the months you wish to report on select the start and end month and year and click View Results Note Not all email programs allow for the tracking of message opens Therefore the message opens and open rate statistics usually understate the success of your email campaigns This also applies to the number of recipients who clicked the links in your emails and forwarded your emails You can view any sent email by clicking the View link in the Statistics amp Reports list The Pending Scheduled Campaigns list displays scheduled emails that have not yet been sent You can preview or cancel a scheduled email by clicking the links in the list To
176. you have completed the setup the Synchronization Services section of the User Profile page will update to display the Google account you are syncing with and the last time the sync completed Until the sync completes for the first time the last time the sync completed will read Sync Pending Note New contacts added from Google during the initial sync are never automatically added to your contact list even if you selected the auto accept option This allows you to account for any duplicate contacts that may exist in both Google and IXACT Contact when you first set up Google Sync Any contacts that you reject in IXACT will be deleted from Google during the next sync For instructions on processing these contacts see Processing Imported or Synchronized Contacts Note Depending on the number of contacts you have in Google the initial sync may take some time to complete To ensure that all your contacts synchronize properly please do not process the synchronized contacts in the Utilities area Imported and Synchronized Contacts list until the initial sync has completed The sync will run automatically every two hours to keep your IXACT Contact and Google information in sync However you can click the Sync Now link at any time in order to immediately run the sync The sync can take some time to complete depending on the number of changes you have made to your information in both IXACT Contact and Google Note Upon syncing your contacts if you
177. you want a reminder and when ae Use the Assign To drop down lists for the calendar appointment and the task to select the team member s to which the appointment and task are to be assigned If this will be a recurring event select the Recurring check box and enter the recurrence pattern for the event If you want the recurrence to end ona specific date select the event end date in the field to the right of the event date If there are individual tasks that must be completed as part of this event click Add Event Task Enter the name of the task the number of days prior to the event date it is due and if a reminder is required Click Save Add as many event tasks as required Note Event tasks can only be entered for non recurring events or events that recur on a yearly basis eo Use the Assign To drop down list to select the team member to which each task is to be assigned 9 To select contacts who you want to include in this event click Choose contacts who are participating in this event Note After an event has been created individual contacts can also be included or excluded in the Keep In Touch tab of the contact record see Viewing a Contact s Keep In Touch Events amp Activity Plans The assigned contacts displayed in the global Keep In Touch event screen always reflect the individual contact assignments Contacts can be included or excluded either from the event screen or from the contact specific Keep In Touch tab
178. zation 102 synchronizing with Microsoft Outlook 102 IXACT Contact User Guide wireless synchronization about 98 backing up Android before 100 backing up BlackBerry before 101 backing up iPhone before 99 backing up Windows Phone before 102 processing pending 88 removing duplicates 88 removing from Android 100 removing from BlackBerry 101 removing from iPhone 99 removing from Windows Phone 102 setting up Android 100 setting up BlackBerry 101 setting up iPhone 99 setting up Windows Phone 102 Windows Phone setup 102 work area 4 Z Zillow Tech Connect 22 96 113

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IXACT Contact® User Guide