WorkCenter 3.0 System Setup Programming
Contents
1. LUJO IC Powered By yYCENTE COMPLETE RELATIONSHIP MANAGEMENT Wav VF ORMS COM www vForms com TOLL FREE 877 498 6888 WorkCenter System Setup Programming This manual is designed to give the WorkCenter user detailed information and options in programming your copy of WorkCenter CRM software To access all the system setup options you will need to have WorkCenter CRM open and click on Tools Setup Options ee Setup Options ee WorkCenter Registered to John Br File view Contacts DESA Window Help General F me AB 24 New EF k Spell ee Email Fax 7 if Run Scripts FY ear Contacts Loan Origination cae sied Find Ctrl F Custom Fields FileAs a El A JR ree E Find Again F gt Armstrong Louis la gt Ausmussen Fay Fa Sync Security Bags Mone ig ae _ E Database p action Plans Broker John Options Lists Brosnan Fierce This manual will cover each of the major tabs shown in the screen view at the top right It will cover each of these items in this order and go into detail for your system setup programming options General Email Fax Loan Origination Custom Fields Scripts Security Action Plans Options Lists WorkCenter CRM Software System Setup Programming Manual Page l of 11 General Setup Options We suggest you keep the default settings on the top item Control Docking Settings This will be covered laterin the WorkCenter user manua2. 3 F E R g d a 3 2 aoai f General Email Fax Loan Origination Custom Fields Scripts vendor Type Security Occupation Action Plans Referred By Options Lists Referred To Web page Best Time to Call E Best Way to Sends Spoken Language Po Birthday SSM 321 65 4987 Contact screen view if security is checked ae Armstrong Louis F i KI Ld La Again to return to showing the social security numbers uncheck the security system box You will then need to close and reopen your software ado vendor Type r Occupation eel Referred By Referred To Web page Best Time to Call D Best Way to Send ln Spoken Language Po Birthday WorkCenter CRM Software System Setup Programming Manual Page 8 of 11 Action Plan Tab ae Setup Options Action Plans Set the processing conditions to handle items in your actions plans General Email Fax Loan Origination Calculate Action Plans on Startup Custom Fields Scripts Schedule calendar items due over the next Month Security Review Emails before Sending Yes Action Plans Review Letters before Printing Wes Options Lists When scheduled items Fall an a weekend those items should be Left lone Calculate Action Plans on Startup We recommend you keep this setting WorkCenter will automatically activate th
3. Options Lists Screen View of Contact Record Custom Fields Se Setup Options ae Armstrong Louis HEE RBIOOoo Y Option Lists WorkCenter uses lists For drop dawns report ci General Email Fax Loan Origination Contact Custom Fields Full Marne Louis Armstrong Emal Custom Fields Scripts Textl Lead Source Job title Categories on Company American Airlines Facility ID Skakus Security Texti Text4 File as Armstrong Louis OWNEr Action Plans Texta ee Text Nickname Phone numt i i Text Options Lists ea Home Texti eS Text9 4141 Jackson Square Drive Business a TextiO New Orleans LA 70130 Datei Lead Date This is the Mobile Date mailing Date3 address Primary H Date DateS Mumber1 Mumberz Mumber3 Lead Source Lead Date Mumber4 Text Date Mumber5 YesNol Texts Dates Yesho Text4 Catet Yeshos Texts Dates Yesho4 YeshoS Text Number 1 Text Numbere Text Numbers Text9 Mumber4 Text10 Numbers Louis Armstrong 234 525 4578 Once you have renamed your contact or loan custom fields and have placed data into the fields you can view the data in the contact records or filter your reports to reflect that data This will make it very simple to track your acquired leads and see how your conversion rate is progressing WorkCenter CRM Software System Setup Programming Manual Page 11 of 11
4. pt Options Lists Logo 3 Picture 1 Ficture 2 Picture 3 Picture 4 Picture i po pa pa pa pa pa pa Family Financial and Survey Tabs These tabs will allow you to add additional fields to your contact records We will be releasing an easy to use wizard to add additional fields in the upcoming 4 0 version of WorkCenter Scripts Scripts are used in many aspects of the WorkCenter CRM software We suggest you do not try to modify these scripts unless you are an advanced user of WorkCenter If you modify the scripts and the vForms technical staff 1s called in to resolve your issues created you will incur a technical service charge The most common scripts used by WorkCenter CRM users are the following Se Setup Options es Scripts for Advanced Users Onl 1 Add Birthdays to Calendars If you select your contacts and run Pears oestrone this script WorkCenter will automatically add the contact birthday EEIE l Oee ame Custom Fields Add Birthdays to Calendar Scripts BEAT Act Import 2 Change Home Mailing Address to Property Address This script BytePro a R p Security EN E is designed to take your LOS files that are purchase closed and Action Plans Change Honea Address to Property Address primary residence loans and change the property address and reflect Email Loan Status ace S e ssid LE EEEE to be the mailing and home address This is necessary since the Encompass TXT Import client buying a new home to live i
5. WorkCenter CRM Software System Setup Programming Manual Page 5 of 11 Custom Fields Programming Options WorkCenter has five tabs for custom field programming They are My Information Images Family Financial and Survey My Information Programming Custom Fields Define vour own custom Fields to be used on Your Forms and f Financial SUFE My Information Images Famil My Information screen information will populate certain My Marne John Broker portions of your default library forms and documents My Salutation feSalutationt Each of these custom fields represents your employee My Company WorkCenter CRM vForms information inside WorkCenter CRM My Job Title Mortgage Consultants 425 061 5520 of 498 6000 425 095 0097 My Street Address 4056 146th Avenue NE My Coe Redmond wA 96052 My URL WIAA YFOrMS COM My Email John Bocker wforms com My License Mo JB 013150 Satisfied Customer Mary Sue Glidden Satisfied Quote 1 Thanks so much For quiding us through tr shortfall to saving money every month Satisfied Quote 2 Thanks so much For quiding us through tt shortfall to saving money every month Satisfied Quote 3 Sara thanks so much For helping us purcl Builders Mames Enter a list of Builders vou work with Images Tab This tab contains 13 fields that can be populated with a specific graphic form preferable a jaypeg or jpg extension file If you
6. back to this and mark it as YES When this field is marked as a Yes it will automatically add the loan record to the Loan Status Contact List Manager List Since these lists are based on information maintained in the LOS tracking fields you will not want your old closed and archived loans added to the list After syncing all your loans and changing it to Yes your current files will be added to these lists allowing you to set them to defaulted action plans Create Spouse as Contacts WorkCenter will create a separate contact record for your borrower s spouse record if this is marked to Yes Many WorkCenter users want both a contact and a spouse contact record created allowing them to market to the selected group If we create a separate record 1 e John and Mary Smith John s will be a contact and show Mary as a spouse inside his record We will also show Mary as a contact record and John will be marked as a spouse inside her record If you do not wish a separate record created keep the default to No CoBorrowers as Contacts WorkCenter will sync in the Calyx Point CB1 co borrower record into WorkCenter and create a contact record for that person if this field is marked Yes We will also link that co borrower to the original loan record Store Loan File This default is set to No We suggest you keep this setting That will keep your loan files and contact records in your internal database
7. data syncing into WorkCenter If no filter is needed keep both of these fields in the default position to avoid syncing errors WorkCenter CRM Software System Setup Programming Manual Page 4 of 11 Loan Origination Setup Options Continued Last vSync Date When you first acquire WorkCenter you may wish to change the last vSync date back to the earliest loan files you are importing The last vSync date tells WorkCenter to only sync changed or modified files from that date forward The default date is set for 10 25 2006 If you have decided to sync closed files for 2004 2005 etc you will need to set this date earlier than the oldest files you wish to sync 1 e 2004 closed files set the date to 1 1 2003 or earlier Once you have synced your data files WorkCenter will automatically change the date to the day before you are syncing your files The next time you sync data files WorkCenter will then only look for files added modified or changed from that date forward Mark Loan for Sync after edit We suggest you keep the default set to Yes WorkCenter will mark the files in the sync process and therefore the software can identify the change date on the LOS file to make sure it is synced the next time it is changed or modified Automated Loan Status Lists SUGGESTION When you first acquire WorkCenter and decide to sync your LOS data we suggest you mark this as NO After you have synced all your loan files into WorkCenter come
8. e items due in your Action Plans and display them in your Action Plan tab Schedule calendar items due over the next This feature is designed to be activated on our WorkCenter CRM 4 0 future version This will allow you to display certain time periods of action plan steps to be displayed on your computer Review Emails and Letters before sending We recommend you keep both of these setting to the YES default When you process your action plans and you have emails and letters you will be able to view each one prior to printing or emailing Once you have become familiar with your software and action plan steps you always have the option to change the setting to NO If NO is your default the action plan letters will be sent to your printer and the emails sent using Outlook When schedule items fall on a weekend those items should be You have the option to decide what you wish to happen if your scheduled action plan items occur on a weekend To change the default simply click into the Left Alone field and choose your option Options Lists WorkCenter CRM has 28 lists that can be viewed under this tab If you see any box in your contact screen views that give you a drop down box they can be located under this tab This tab also contains the Contact Custom Fields and the Loan Custom Fields You can change the name of these custom fields inside this tab For the programming manual we will show you how to add additional cus
9. ge Best Time bo Call Best Way to Send Mornings Moon Spoken Language Afternoon Late Afternoon Birthday SSM EEEn En RF Ar Contact G Info vendor Type Occupation Referred By Referred Tao Web page Best Time to Call Best way to Send aon Afternoon Spoken Language Late Afternoon Early Evening Early Morning weekends Birthday SSM Sunday Evening Monday Onl Programming Custom Fields _ Under the Option lists you can access your Contact Custom Fields and your Loan Custom Fields You do not have the option to add additional custom fields to WorkCenter but you can change the name of these fields to represent your needed item WorkCenter CRM is an industry specific CRM so you will need very few custom fields To rename the custom fields type the desired name to the right of the field sign For this example we will use two of our Contact Custom Fields to identify lead source and lead date Many of our WorkCenter CRM users purchase or acquire leads from different sources If you use custom fields to identify the records from these specific sources and the date you received the lead it is very easy to track your conversion rate on these leads As you can see by the screen view below we have renamed the two contact custom fields WorkCenter CRM Software System Setup Programming Manual Page 10 of 11 Screen View Contact Custom Fields
10. ields Automated Loan Status Lists Yes Create Spouse as Contacts Mo CoBorrowers as Contacts No Store Loan File Internal Loan File Types Calyx Point users will need to decide if they wish to sync in both Borrower and Prospect files or just Borrowers or just Prospects Select the option that best fits your needs Loan Unique ID This field is set for future programming Please keep the default setting WorkCenter presently uses this field to locate duplicate records and will be used for additional functions in future versions of the software Import Script Name We suggest you keep this default setting due to the import scripting code built into WorkCenter FNMA Directory You have the option to export contact or loan information from WorkCenter into a FNMA file format Once you have done this you then can import the FNMA file into your LOS and eliminate duplicate data entry Select the computer folder where you would like these files exported to on your computer For Calyx Point users we suggest keeping this default setting to match your Point FNMA import procedures Filter Loans By If you wish to filter your loan files by loan officer or processor change the default setting With the default settings as displayed all loans in the computer folder will be imported regardless of the loan officer or processor names Loan Filter Type the loan officer or processor name exactly how it is named in your LOS if you have chosen to filter the
11. items If you want to create an automatic date and time stamp when entering contact notes change the setting to Yes Database The defaults are set to automatically backup your database on a daily bases when you first open WorkCenter We suggest you keep this default setting WorkCenter is also defaulted to saving your backup database file in the default backup folder C Program Files WorkCenterBackup Caution If you do not consistently backup your local C drive on your computer we strongly suggest you click into the Backup field and select a computer folder that is secure and always has the data files archived or constantly backed up Page 2 of 11 Email Fax Setup Options we Setup Options Email Fax Maintain your email and Internet Fax settings here General Email Fax Loan Origination z Default Subject Line 4 message from My Mamet Opt Out List Filename of email optouts ttxt Format Default SEND method Email Fax Print Custom Fields Scripts Security Gutlook Last Sync 6 1 2005 Default Mail Format HTML Use Mail Beacons Yes Action Plans Options Lists Keep Sent Items Yes You must sign up For an internet based Faxing service before using WorkCenter to send Faxes Here you enter the email domain of your Fax service Example MyFax com Fax Service via Email Enter vour Fax by email domain Default Subject Line This is the setting for all letters a
12. l General Customize Work Center to look and work the way yor Se control Docking Settings Journal Entries On Send Email On Schedule On List Add On Print Letter On Telephone Call Purge Items Older Than Action Plan Items Synchronization Settings Convert ase Create Vendors Create Employers Vendor Key Fields Script Settings Show Compile Errors Debug Messages Lists Automatic vendor Lists Automatic Active Lists Automatic Birthday Lists Document Settings Documents Folder Miscellaneous Default Address Default Phone Default Phones Default Phones Default Phone Tabs Look and Feel Scheduling Business Mobile Primary Default Reschedule Unfinished Items Mo Time Stamp Message Database Prompt to Backup Backup to Folder WorkCenter CRM Software System Setup Programming Manual Journal Entries These settings will allow for automatic journal entries to your contact records You can track the journal items by Opening a contact record and clicking on the Journal Tab We suggest these settings as outlined below We also suggest that you keep the No setting On List Add Many of the LOS systems we have direct synchronization with will add contacts to the Loan Status Lists Each contact can be added to numerous lists You can also view the associated list s assigned to each contact record under the contact lists tab Synchronization Se
13. n needs the address changed since Encompass vSync s b Export Act Notes to Excel WorkCenter reads the LOS file exactly as it is Once you close the export to Fie loan and sync that file into WorkCenter the LOS file will still show reatlan reer An Noles caer the home address as the previous residence and not the new home LTB 2_0 Import address i Merge to WorkCenter DB Point Point vSync 3 Export to FNMA This script will allow you to select a contact TQS vSync s ITTE record or a loan record and convert the data into a FNMA file format That will allow our WorkCenter users to take that file and import it into their LOS without retyping the information Please keep in mind that the FNMA file format is pretty much limited to information on the 1003 WorkCenter CRM Software System Setup Programming Manual Page 7 of 11 Security WorkCenter CRM users have the ability to encrypt the social security numbers on your contact records If you leave this field unchecked the social security numbers will be displayed in your contact records If you wish to encrypt the numbers check the box close WorkCenter and reopen your software You will notice the numbers are now hidden and encrypted If you wish to view the social security numbers again uncheck the box close and reopen your software Contact screen view if the security is unchecked Se Setup Options al a ae Armstrong Louis Security Configure WorkCenter s security Features
14. nd documents in your library as the email default message If you wish to change this click into the line and make your changes If you wish to use other mail merge fields in the default message make sure the field name is typed correctly and has the same parenthesis surrounding the name as in My_Name Opt Out List This feature is reserved for future programming and is not active in this version Default SEND method This feature is designed for future programming options pertaining to Action Plans At this time the default has been de activated inside the WorkCenter CRM Software Outlook Las t Sync This date will be automatically updated when you sync your Outlook contacts into WorkCenter We will then just look for changed or modified Outlook contacts since the last sync date Default Mail Format You have the option here to have HTML TEXT or RTF formats We suggest you keep the HTML default due to the graphics and flyers inside your library of forms and documents Use Mail Beacons This feature is reserved for future programming and is not active in this version Keep Sent Items We suggest that you keep this default to Yes When this feature is marked with yes WorkCenter will make sure Outlook logs all outgoing emails through the software and places them in your SENT folder Fax Service via Email If you have your fax service via email enter this into the fie ld using the instructions WorkCenter CRM Software Sy
15. stem Setup Programming Manual Page 3 of 11 Loan Origination Setup Options This section is covered in detail in the WorkCenter User Manual Loan Origination System click and select the LOS that you are using This ae Setup Options General Loan Origination will identify that LOS when we are Configure your settings so Work Center can connect syncing or transferring data into Email Fax WorkCenter If you do not see your LOS contact vForms for information on Loan Origination i i your LOS syncing options Custom Fields Loan File Directory C PntData Sufi Username Enter login Mame Loan File Directory Select the Password jam computer location where your LOS data security is stored WorkCenter will sync your E EEE Loan File Types Borrower Prospect data located under a computer folder Loan Unique ID FileName 1 e 1f you have borrower and prospect Options f Lists Import Script Mame LOS vSync IN folders directly under C PntData FNMA Directory CUWINPOINTIWORK WorkCenter will automatically take both Filter Loan files by Mo Filter folders of data If you have multiple Loan Filter enter persons name data folders consider moving them Last vSyne Date 1ofes eooe6 under a single computer folder tree or you will need to reset this and sync data Mark Loan For Sync after edit Yes Username and Password These are used for Encompass users only All other LOS systems that we currently sync with will not be tied to these two f
16. tom drop down menu options to your WorkCenter The screen view below displays the first option list Best Time To Call To add additional options in your drop down contact screen simply type the option under the last field name This Best Time To Call can be found in your contact record under the Info Tab WorkCenter CRM Software System Setup Programming Manual Page 9 of 11 Screen view of Option List Setup Options Option Lists WorkiCenter uses lists For drop downs repor General Email Fax Loan Origination Contact Best Time To Call Custom Fields Mornings Scripts P Moon Security Afternoon Late Afternoon Action Plans Early Evening Early Morning weekends Sunday Evening Options Lists Screen View with Monday Only added to list Se Setup Options Option Lists Workicenter uses lists For drop downs repo General Email Fax Loan Origination Contact Best Time To Call Custom Fields Scripts Securit Late Afternoon Early Evening Early Morning Weekends Sunday Evening Monday Only Action Plans Options Lists Personal Spouse Employment Family Financial St Screen view of Contact Info Tab Se Armstrong Louis aoe Ko i Lad Ga a Contact 6s Info Personal Spouse Employment Family Financial Survey Vendor Type Referred By Mccupation Referred To Web pa
17. ttings These settings are designed to accomplish your data syncing into WorkCenter We suggest you keep the settings as outlined in the screen view to the left Script Settings WorkCenter uses multiple scripts to effectively manage your contact and loan records If WorkCenter encounters an error while interacting with third party systems and files these in the present default settings will create the proper tracking records for client services to assist in solving the issue Lists By keeping these settings on yes Vendor Active and Birthdays will automatically be added to lists when you are importing or syncing data from your LOS systems Document Settings WorkCenter allows the user to associate documents with each contact record When a user links a document to an individual contact record WorkCenter will copy that document and place it in the designated directory If you wish to specify a directory click into Documents and specify a computer folder If you keep the present default WorkCenter will place the document copies into this directory C Program Files WorkCenter Documents Miscellaneous These settings will affect the contact records for all new contacts Select the settings that meet your particular needs These settings will not affect any present contact screen view defaults but all new contact information will be saved in this format Scheduling We suggest you keep the No setting on the unfinished
18. use these default custom fields you will need to load that field listing name into your letters or documents The only exceptions to this are the Header and Footer fields Each of our standard library forms already have these field listing names inserted into the documents Suggestion Make sure your graphic files you attach to these default fields do not exceed 15 50kb in size and they are created in the same size format that you wish displayed in your documents Do not have a 4inch by 6inch picture and try to resize it in your documents Microsoft office and operating systems will return the image to its original size after a couple of letters or emails have been processed To add a graphic to one of these fields click into the and a window envelope will appear Navigate to your computer folder that has the graphic and select that file If you choose to use the Header and Footer default fields all documents will have these attached You will then lose the ability to customize individual letters unless you remove the fields WorkCenter CRM Software System Setup Programming Manual Page 6 of 11 ae Setup Options Custom Fields Define your awn custom Fields to be used on your Forms a General Email Fax Loan Origination Images Fa mily Financial JUCHE Header 1 Scripts Footer 1 Image 1 Custom Fields Security 3 mage 2 Action Plans Image 3 Logoa 1 orkCenterLoga jpg Logo pa pa pa pt
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