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WCE End-User Guide

1. LVR EDL ONTACT IWVIREDLONTACT ENTERPRISE End User Guide Make Contact with Success WiredContact Enterprise User Guide This guide explains how to use the basic functionality of WiredContact Enterprise TRADEMARKS WiredContact Enterprise is a trademark of Practical Sales Tools Inc Other product names mentioned in this manual may be a trademark or registered trademarks of their respective companies and are hereby acknowledged DISCLAIMER Practical Sales Tools has reviewed this manual thoroughly All statements technical information and recommendations in this manual and in any guides or related documents are believed reliable but the accuracy and completeness thereof are not guaranteed or warranted and they are not intended to be nor should they be understood to be representations or warranties concerning the products described Further Practical Sales Tools reserves the right to make changes to the information described in this manual at any time without notice and without obligation to notify any person of such changes COPYRIGHT 2007 Practical Sales Tools Inc 1301 Skippack Pike Suite 7A 210 Blue Bell PA 19422 USA All rights reserved This product and related documentation are protected by copyright and are distributed under licenses restricting their use copying distribution and decompilation No part of this product or related documentation may be reproduced in any form by any mean
2. Recorded Date is between 6 1 2003 Choose your dates by clicking the calendar WiredContact Enterprise End User Guide Page 88 You can further define what criteria the Notes Histories must meet to be included on the report You can also define what contacts should be included your boss only wants Customers on the report We only need contacts with the D Status of Customer to appear on the report 9 Click the Show Contact Fields icon 10 From the Dropdown list select ID Status Select criteria Alo Show contact fields Customer Last Name Last Results Merge Date contact fields list 11 Leave the Boolean operator as 12 Type Customer in the field value box Sort by 13 Decide how the Bir Summary on this field Decending report should be sorted iir Summary on this field 14 In the Sort By drop down select Date Because our report spans three months and only includes our calls it makes sense to sort it in chronological order By selecting the contact fields box we could have sorted by any of the contact fields such as Last Name If you had performed a different Lookup prior to constructing the E report you could use those Limit To Lookup _ contacts by clicking in the Limit to Lookup box 15 Click Request Report WiredContact Enterprise End User Guide Page 89 WiredContact generates the report for you Report time September 13 2
3. Past Forecast Close The Sales Report Wizard appears Select a template as a Sales Report Wizard base Select a template ListSales html Select users Identify which user s Select from Selected Sales Opps should Allison Mikola Chris Huffman Melissa Pearce appear on the report Select date range for Create date Close date Edit name etc Select a date range itari Select criteria Define the criteria for SES Sales Opps and 5 3 eee eee and Oor contacts being oe o ee ee ee and Oor GeO ite C O eee and Oor poe 0 a Eee eee eee Sort by Decide how the iir Summary on this field Decending L report should be Bir Summary on this field no sorted Bir Summary on this field Give the report P o M new name so Confine the report to imit To Lookup L you can find it in a specific Group or your personal Request Report Lookup library WiredContact Enterprise End User Guide Page 91 Select users 3 Select the Users that Select from Selected should be on the Allison Mikola Chris Huffman report Each sales Melissa Pearce rep gives his her own p report so only your name should appear 4 to the right 4 Make the Create Date between the 1st of last month and the 1st of this month Select a date range Create Date is between 9 1 2003 and 10 1 2003 5 The only Sales Stages on the report should be Initial Contact and New Op
4. Brock EDE hris Fierros pm Pet Serice Black Forest Baking _3_ CPOT 4 Interactive _ International Safari _6 MegaGadgets Corporation Me Mockingbird Southeast 8 Modern Electric Supply MRP Enterprises Prospect Management Slamitonabingbang Industries Sloan Heating and Cooling T ra 13 The Mad House 14 Verge Records 15 WiredContact Enterprise End User Guide B Text qualifier Colleen TERETE 925 Cabby St Treat consecutive delimiters as one sretenburger Allee 15 Lane C Kristi Elmendorf Grafenburger Allee 15 Dr Deiter Brock FLC Lane Chris Fierros Vivian Grace Ethan Campbell Ariel Lorch Thomas Andrews Edward Moets Emma Francis Kyle Wetmore Brandon Sloan Greg Hart Theodore Barrett 3045 N Gainey 4656 Safari Dr 17 N State St 45 Mockingbird Lane 1919 Tecoma Dr 6161 Busch Blvd Prospect House 3455 E Poinsettia Dr 2323 E Filth St 22 Acacia Ave 4589 N Taylor St Page 96 Creating Labels Example I want to send everyone at CH Gourmet Gifts a Holiday card 1 Click on the Report Icon on the Sidebar Contact Reports Current Contact 2 Click on the Contact Report Wizard urrent Lookup 3 Inthe Contact Report Wizard Select the template you want to use Select a template Avery5160 html ListContact html By using the dropdown arrow you can select from a range of report templates You will see a complete li
5. M 3 Select next Tuesday s date in any of the calendar views WiredContact Enterprise End User Guide T WITIFIS Sa R So AS Rc E Be i atzia fya a p e ee 2721 4 5 6 7 8 Hs 7 8 9 10 711 nt ee ey 9 10 11 12 13 14 25 24131415116 i Jia a maa ar a p s Se Dm EOT RE orc RON ESAE 16 17 18 19 20 21 122 i9 20 21 22 23 24 25 pa a agaaa psn pina psp 23 24 25 26 27 28 29 26 yj 2 7 28 729 30 31 larmen 30 7 Week of October 05 2003 a a Sunday Monday Tuesday Wednesday Thursday October 5 October 6 October 7 October amp October 9 7 00 am E 7 30am B E E E s 00 am E a Gl H l H Page 45 Just click on the next Tuesday date on the calendar August 26 2003 4 Click the plus sign next to the mbit appropriate time H 8 30 am 19 00 am GA Sarah Whiting CH Gourmet Gifts Re Coaching meeting 9 30 am 10 00 am 1 10 30 am The scheduling screen appears 5 Fill in the information 6 Cl
6. Machinery Tool Company Phoenix NY E TEST COMPANY Red Bank NJ WiredContact Enterprise End User Guide Page 16 Keyword Search All of the lookup functions described earlier use the fields in the Contact Table to find records in your database You can also search on Keywords if you do not know which specific field to find a value A Keyword can appear in any field from the Contact Table Lookup 1 Click the Lookup button on the Sidebar 2 Click once inside the Keyword Search text box 3 Type Prospect Keyword Search Prospect Lookup Now 4 Click Lookup Now Lookup All This function allows you to lookup all of the records in the database This is a User Option that requires permission If you have a large database we recommend not enabling Lookup All as it may impede performance of your database It would be better to try to narrow your search for the records you are looking for CERE Lookup Company w C mfo M SCS Or tk Add To Lookup Last Name v z Company Zc O Narrow Lookup FirstName w Contact JEA hme e e n eS E Keyword Search Lookup Now naa a E aE lt lt To perform a Lookup All click on the Lookup Now button without adding any values in the lookup search fields If you do not get any Lookup Results then this feature is not enabled for you WiredContact Enterprise End User Guide Page 17 Recalling Previou
7. Beth Munin E Little Corner Sweets Seattle 813 555 6281 Charlie Murphy Technical Solutions 4nteeville 610 646 4000 E E E E Lookups Using AND OR Logic There will be times when you will want to find records that have more than one thing in common For example you may want to find all of your Customers in NY You can perform this sort of lookup by filling in two of the lookup fields at a time This type of lookup is using what is called AND logic because the contact is both an ID Status which is set to Customer AND lives in the State of NY Using AND Logic Example Find all of the contacts that are in NY with the ID Status of Customer Click the Lookup button on the Sidebar Click the down arrow in a Search field to select ID Status Click the outside the field or the dropdown and select Customer A O N gt In another search field click the down arrow in a Search field to select State WiredContact Enterprise End User Guide Page 14 ID Status Customer customer customer customer Customer Customer Customer 5 Click the outside the field or the dropdown arrow in the text box and select NY mS 6 Click Lookup Now Lookup Now The list that is generated will show only the Customers that are in NY Lookup Results Contact Company City C El Fred Flintstone ABC Gifts New York C E Tom Gallagher E ABC Gifts New York C El Bill Jones ABC Gifts Oweg
8. Current location CA Documents and Settings WwendyiLocal Settings Temporary Internet Filesi mount of disk space to use 1154 ME Move Folder View Files View Objects Cookies also need to be enabled on the browser 1 Click the Privacy Tab Internet Options P x General Security Privacy Content Connections Programs Advanced 2 Click the Advanced button 3 Enable Cookies make sure that you are set to Accept First and Third party Cookies Internet Options General Security Privacy Content Connections Programs Advanced Settings ws Select a setting for the Internet zone Advanced Privacy Settings 2 x Medium KA You can choose how cookies are handled in the Internet F zone This overrides automatic cookie handling Blocks third party cookies that do not have a compact privacy policy r Cookies Blocks third party cookies that save information that can v gsr E EE ogee croues be used to contact you without your explicit consent Override automatic cookie handling Restricts first party cookies that save information that can be used to contact you without your implicit consent a 3 s First party Cookies Third party Cookies Accept Accept ccc C Blok C Bleck Prompt Prompt Pop up Blocker appearing SP T Always allow session cookies 5 Prevent most pop up windows From Settings l OK Cancel Turn on Pop up Blocker OE j
9. Note You may need to click Override automatic cookie handling to activate the lower portion of the screen 4 Click OK WiredContact Enterprise End User Guide Page 4 It is recommended to allow pop ups since some functions require new windows to open 1 If your computer has pop ups disabled you can hold down the CTRL key and click on a link to allow a new page to pop up This is a good temporary fix if you would like to keep pop ups blocked but need to let them through from time to time 2 Another fix is to go to the bottom of the Privacy TAB and either a Validate that the Turn on Pop up Blockers is unchecked Pop up Blocker S Prevent most pop up windows From Settings appearing Turn on Pop up Blocker b If you would like to keep this setup than check the Turn on Pop up Blocker and click on the Settings button Enter the Address of the Website for WiredContact to allow and press Add This will pop ups on this website and any other website that is entered here only while blocking pop ups on all other websites Pop up Blocker Settings Exceptions Pop ups are curently Blocked ou can allow pop ups from specific 7 1 websites by adding the site to the list below Address of website to allow WiredContact Enterprise End User Guide Page 5 Chapter 1 Logging In Accessing Your Database Your Administrator will provide you with a web address to access your database along with your Us
10. i 6 The Lookup Screen appears The summary at the bottom of the screen shows the contacts from the Task List you had been viewing WiredContact Enterprise End User Guide Page 51 Roll Over Activities to a Future Date You can roll over a single activity or multiple activities to a future date at the same time Example You were sick last week and need to roll over all of the activities from last week to next Monday 1 Click on the Task List icon on the Sidebar Your personal Task list will appear by default i iv Calls Meetings y tebe s lv High Medium vy Low ic T EEZ al Without Alarms Since a With Time E Show tasks from 8 19 2003 Show tasks to 3 25 2003 FA jl AA Task List for Chris Huffman Showing activities from 8 19 2003 8 25 2003 Date Time Type Scheduled For Priorit 3 19 2003 9 00 AM Meeting Chris Huffman mediu WSe Calendar icons to select show from and show to dates Clear Reschedule 4 Clear 8 19 2003 5 00 PM Todo Chris Huffman Mediu Clear 2 Select to Show tasks from last Monday and show tasks to last Friday You can use the calendar icons to help you select the dates 3 Click View Task List 2 4 When your Task List from last week appears click the Roll over button A Rollover Activities dialogue will appear Rollover Activities WiredContact for ACT Mi 5 Select the tasks you would like to roll over by placing a c
11. 1 Click on any contact 2 Goto the Email tab HTML Template 3 Click on a template 5 4 e mail 4 Click on the Send to Multiple Recipients button Current Lookup a Select Group wendy wiredcontact com a Meeting Follow up with Vika Dempsey Dear FIELD Field 40 It was a pleasure meeting with you today We look forward to working with FIELD Field 25 Should you have any questions or if I can be of further service please feel free to call me at USERFIELD Field 35 FORMAT PHOWNE Sincerely 5 Select your group or current lookup 6 Edit the letter as appropriate the mail merge fields appear 7 Click Send WiredContact automatically records e mail to history The recipient will only see their own e mail address in the To of the e mail The recipient will not know that the e mail was broadcast to other recipients WiredContact Enterprise End User Guide Page 68 Create an Email Template WiredContact comes with a blank HTML template on the Email tab in the Contact View that you can modify insert fields to and save to your library Once you have created this template it will be available to use whenever want to send to a single recipient or multiple recipients Use the Blank HTML Email to create your 1 Click on any contact Go to the Email tab own templates Click on HTML email folder to open it ene eee eae Email Templates HTML Ema
12. All of the History for the current contact will appear Filter History Items The History tab can display all completed calls meetings todo s email and letters sent attachments and sales WiredContact gives you the ability to filter the History tab to only see the specific types of Histories that interest you Example I only want to see the emails I have sent Bill Duffy 1 Lookup Bill Duffy 2 With the contact open click the History Tab at the bottom of the window te OD eee Activities Sales 0 pportunities Groups Letters User Fields Phone Home Alt Contacts Status Library D All of the History for Bill Duffy will appear 3 Atthe top of the History Tab deselect everything but Emails Sent by removing their checkmarks Sele Deak E E Meetings C Todos C Sales E mail Sent Letter Sent C Note L Attachment 4 Click Apply Filter LApely WiredContact Enterprise End User Guide Page 37 Adding a History Histories are automatically recorded by the program when you complete an activity send a letter send an email change the value of certain fields or make an attachment You do however have the option of manually recording a History You might want to do this when you receive a call from a contact Because call may not have been scheduled it is not in your activities In order to record that it happened you will want to create a History item of it Example Bill Duffy called t
13. Guide 3 Click Add to Selected Group In the Contact View on the Groups tab you can Hyperlink to the group by clicking on the group name This brings you to the Group View You can delete a member of group by clicking on the red icon to the left of the Group name if you have security rights to do so This does not delete the contact from the database just from the group WiredContact Enterprise End User Guide Page 62 Chapter 11 Communicating with Others WiredContact enables you to email HTML Rich Text and text messages to a single contact or a group of contacts You can also write letters to a contact a lookup or groups for printing or faxing The text of the letter and or e mail is recorded to History Emails and letters can be either free form or pre defined templates to merge with the contact information to make it easier for you to communicate with contacts Email and Letter templates are either created by your Administrator and placed on the Letter Tab in the Contact View or created by you and accessed through your Personal Library in the Libraries View Templates can be customized for the specific contact Creating an E Mail Message You can send an e mail right from someone s Contact screen Writing A Free Form E Mail 1 Find the contact you want to send an e mail to If you re using the Lookup feature you can email from the Lookup screen or click once on their name to open their Contact Record 2 Clic
14. Phone James Lee Insight International Lenexa 616 845 4455 WiredContact Enterprise End User Guide Page 23 Chapter 3 Navigation The Contact Screen WiredContact Enterprise is a web solution It runs inside your Web Browser window The Browser s Title Bar Menu Bar Tool Bar and Address Bar appear above the WCE window You will work primarily within the WCE window WiredContact Enterprise has many different views screens and is laid out as a split screen The top half of the screen has basic information company name contact name address telephone numbers etc The bottom half of the screen depending on which tab you have selected can show Notes History Attachments Activities Sales Opportunities Letters Groups the current contact is a member of as well as additional information stored in fields i WiredContact for ACT Microsoft Internet Explorer provided by Roadrunner Web a ia tor AE Browser Q Bak QJ x a A P Search tA Favorites a Media EA a i um ha haa Address http web gotomyact com wiredx3 Contact Information Bia AR SRE RE ELESSE x stla aga ly Address 1 13 East 54th St Company CH Gourmet Gifts Contact Chris Huffman Title CEO v 2 A x Department Corporate v
15. Tab Displays additional contacts for the current contact Status Tab Shows status info about the contact such as record manager and the date created Library Tab A place where company documents about contacts can be stored and accessed Simply click the document title to display the document WiredContact Enterprise End User Guide Page 28 Chapter 4 Contact Records Since your database will be dynamic you will need to add and edit contact information as well as remove contacts from your database to keep it current Your security rights may allow you to see the entire database or a portion of the database Your access to contacts may be set to your ability to view all contacts or only those contacts where you are the record manager You may also be part of a team where only team members see certain contacts Please see your administrator to find out how your access to contacts is set up Some fields may appear as READ ONLY without your ability to change the value This is ON purpose and has been set by the administrator Creating A New Contact Example Add Jaime Shaski Vice President of Drewlin Inc 1 Click the New Contact Icon on the Sidebar located on the left side of the screen BPR Lett OR Click the Index Card Icon on the Toolbar Sim lehl m S Ss oO OAT Vella A blank contact screen appears Type Drewlin Inc in the Company field Press the Tab key to move to the Contact field Type Jaime Sha
16. aCold call Colored dots indicate each user Use the legend at bottom to 29 identify r aast meeting Gunther Anderson m Jane Chan m Matt Vocci m To view individual activities click on the description Note The WCE Monthly Calendar Screens are customizable Any field from the database can be added or removed to change to content of what appears Please contact your Administrator for more information WiredContact Enterprise End User Guide Page 47 Working in the Task List View You can view a list of scheduled activities and filter them by different timeframes i e Today s Activities Tomorrow Next Week Future etc by using the Task List feature Viewing Tasks Example Bruce Trotter works for you and you want to see all of the meetings he has scheduled for next week 1 Click on the Task List icon on the Sidebar Your personal Task list will appear by default Task List T ERER a 2004 Task List for Chris Huffman Showing activities from 2 22 2004 to 3 1 2004 Date Time Type Scheduled For Priority Regarding Clear Reschedule d Emily Dunn Ph 602 555 3789 Mobile 480 555 4601 Demonstration Melissa Pearce 2 27 2004 4 00 PM Meeting Chris Huffman High Ph 212 555 7423 Clear Reschedule Details these are details 2 26 2004 9 00 AM Call Chris Huffman Medium Clear Reschedule Chicago Show Ethan Campbell Ph 312 555 4564 Mobile 312 555 2293 Clear Reschedule 28 2004 8 00 AM Meeting Chris
17. and other formats e There are public and private libraries for easy access to frequently used documents and attaching to emails e Your system may include on line Lead Capture forms that capture information from visitors on your web site and automatically enters it into your database e Updates of the software are released frequently with new features Your administrator can download the updates and apply the new functionality to your WCE site Visit www wiredcontact com support_downloads htm for the Change Log and Release notes e WCE s open and flexible architecture makes it easy to customize the database and interface to match the way you work If you have suggestions on how to make WCE work harder for you please contact your administrator For a full list of the key WiredContact Enterprise please visit www wiredcontact com WiredContact Enterprise End User Guide Page 2 Setting Up Your Browser for WiredContact To use WiredContact Enterprise you need 1 Internet Explorer web browser version 5 0 or higher PC or Safari or Firefox for MAC If you are using a web enabled handheld or Blackberry you should use the Internet Explorer browser to access your database 2 Internet connection There is no software installed on your computer This means you can access WCE from any computer PC or MAC with a browser and an internet connection For maximum results the following settings need to be configured on your web br
18. com From Chris Dear Chris It is a hyperlink and will launch the E mail Message window D 2iF 7 Send EMail to Chris Cox XYZ Water Company To CC WiredContact has T already added the FW rm Template L and attached the Subject files and text from the original email Subject New WiredContact Features for XYZ Water Comp Click the binoculars To support yourfuelforlife com Sent Monday November 17 2003 11 42 00 AM From Chris lt tom wiredcontact com gt to find contacts Dear Chris We re very excited to an Water Company to use W Original text and Message available to you free attachments are included 7 Complete the To CC and BCC fields as necessary You can easily find contacts in the database by clicking on the binoculars to the right of the To CC and BCC fields The binoculars perform a search then you click on the appropriate contact The contact s email address will automatically populate 8 Enter any new text you would like above the original message 9 Click the Send Message button WiredContact Enterprise End User Guide Page 65 Creating An E Mail From A Template Example You have just had a meeting with Danielle Middlebury and would like to send a follow up e mail You have a follow up email message template already created Using the Lookup feature find Danielle Middlebury Click once on her name to open her contact reco
19. for Dylan Nguyen iste Kristi Cameron at Corporate Forms Ltd referred Dylan History information for Dylan Nguyen U se the scroll ba r to see the rest of the Unable to send the folloving email please check the email address contacts 5 20 2003 7 31 00 PM E mail To DNguyeni2 bechtel3 com From Chris Huffman Unable to send the folloving email please check the email address 5 20 2003 7 30 00 PM To DNguyeni2 bechtel3 com From Chris Huffman Unable to send the following email please check the email address 5 20 2003 7 30 00 PM To DNguyeni2 bechtel3 com From Chris Huffman 10 15 2002 10 00 00 AM Send catalog 1 Go up to the File Menu 2 Select Print WiredContact Enterprise End User Guide Page 86 Customizing Reports the Report Wizards You can customize reports by using WiredContact s Reports Wizards These Wizards allow you a greater degree of flexibility and control in determining which data you want included in the report and how you want it presented based on the template you begin with and the criteria you select Example Your boss wants see all of your Completed Calls to Customers in the past 3 months This should include any notes about the calls that were made 1 Click on the Report Icon on the Sidebar The Reports screen appears separated into several boxes Each box represents a different report type on the left of each box is a Report Wizard but
20. group does not remove them from the database You add contacts to a Group one at a time or a number of contacts at once by doing a Lookup and adding them from the Lookup screen Since WiredContact accesses contacts in a Group much quicker than when it performs a Lookup if you have a large database you may even want to create a Group for contacts you use frequently even though you could access them through a Lookup WiredContact users can be set up to only see the groups that pertain to them This feature is ideal for remote salespeople to have access to contacts in their territory If you are interested in this please contact your Administrator Creating A New Group Creating a new group is quick and easy Once you have created a group you have two basic ways of adding contacts to it you can add a contact one at a time or after performing a Lookup you can add all of them to a group at once You can see another group by selecting one from the dropdown and clicking Go To Selected Group 1 Click the Groups icon on the Sidebar Click the New Group button ii Give the Group a name and add any other information you need 4 Click the Save button Grove Mome en gourmet Gt u AGAN Ticker Symbol stered The group section BE has a top bottom split screen just like the contact screen Groups Balat C antacte for Chi Gairmet Gifta Contact WiredContact Enterprise End User Guide Page 60 Populatin
21. have to find the right contact and then you have to remove it from the database For this reason deleting contacts actually takes place on the Lookup Screen 4 Click the Lookup button on the Sidebar In the left column type the contact s first name oe ss in the First Name text box Company Type the contact s last name in the Last Name First Name Camille text box ast Name Cherbonnier Click the Lookup Now button __Lookup Now The Lookup Results appears at the bottom of the screen with all of the contacts meeting the criteria Lookup Results Company Phone Fax Camile Cherbonnier EWS 718 932 4769 Showing 1 1 of 1 mh If you have the rights to delete a contact a red line will appear to the right of the contact s name 5 Click the red line next to the contact s name Are you sure you want to delete this contact 6 A confirmation screen appears Contact Camille Cherbonnier Company EWS 7 Click Yes This permanently deletes the N contact from the database Yes Do a Delete this contact delete this contait WiredContact Enterprise End User Guide Page 33 Chapter 5 Notes and History You can add unlimited notes to a Contact s record Depending upon your security profile you may have the ability to edit notes and or delete notes Contact your System Administrator for more information When adding notes the date time record manager and the note itself is displayed V
22. merged in i ft md Hessa E 23 Click tia If you would like to view your template open the Library view Within your Personal Library locate the folder you placed the email template in Click the folder name to view the contents Your template will appear listed on the right with all other contents of the folder Verify the Email List you are Sending to Perform Lookup 1 Click Email next to email field 2 Click the Multiple Users button 3 Check the To Current Lookup box 4 Click Verify WiredContact will show the first four people within the lookup so you may verify that this is in fact the group you want to send to WiredContact Enterprise End User Guide Page 71 Writing A Letter You can write letters to be printed to your contacts Letters merge information from your My Record this is your personal contact record every time you log in to the database it knows who you are by your name and password this information usually appears in the letter s closing You can ask you Administrator to customize a template so that your information on the page appears looking like stationary Creating A Letter To Print Example You met with Dylan from Bechtel Corp today and would like to send him thank you letter 1 Lookup Dylan Nguyen from Bechtel Corp and open his contact record 2 With his contact record open click on the Letters Tab Notes History Attachments Activities Sales OU pportunities Group Letter
23. on the Close Window button 9 Click on the Notes tab to view the note Editing and Deleting Notes Depending on the User Profile security of WiredContact you may have the security rights to edit and delete notes Contact your Systems Administrator for more information Edit a Note 1 Click on the Notes Tab Histor Attachments Activities Sales O pportunities Groups Letters User Fields Phone Home Alt Contacts Status Library YN J 2 Click on the e to the left of the date and time stamp If you do not have the security rights to edit the note there will be no e to click on Note Information Date Regarding 6 16 2003 10 06 AM add notes 10 29 2002 2 21 PM time to check on nut order for christmas 10 5 2001 1 17 PM another note here Add more notes 10 5 2001 1 16 PM is very interested in doing business with us 10 5 2001 7 33 AM very interested in working with us 6 22 2001 11 16 AM test for Ron WiredContact Enterprise End User Guide Page 35 3 This will display the Edit Big Chuck Diners Bill Duffy Note Information note window Edit current note laa to check on nut order for christmas 4 To modify your note click the Edit Note button Edit Note Edit Note 5 A window will appear displaying that the note has been updated in the database Click on the Close Window button 6 Click on the Notes tab to view the no
24. schedule activities for other users as well You can reschedule and or clear activities clearing an activity may also be referred to as completing an activity on a contact s Activity tab or in the Task View Once an activity has been cleared it is automatically recorded in History The History tab displays all of the cleared activities results and activity notes for a given contact You can schedule Activities through 1 Activities Tab of the Contact screen 2 Calendar day or week 3 Task List Schedule An Activity From The Contact Screen Example Schedule a meeting with Tim Kelly for next Thursday at 10 00 am 1 Lookup Tim Kelly This makes Tim the active contact 2 Select the Meeting icon on the toolbar Cel You can also select to schedule a Call p or a To Do from the toolbar When the Schedule Activity screen appears the value in the Activity Type field is Meeting This value is determined by which icon you pressed It s OK if you change your mind You can change the Activity Type to a call or to do by selecting from the drop down WiredContact Enterprise End User Guide Page 43 Schedule With Defaults to the active contact You can click on the dropdown to select a contact from the last 20 lookups or click on the binoculars to lookup another contact in the database Type Priority amp Timeless Select an Activity Type the Priority level and whether _ itis Timeless or not A phone ca
25. with ACT Chris Huffman Ph 212 555 6756 Details Buy a Palm OS device so that I can use ACT Link 2 0 to link with ACT Medium Clear Reschedule Click Reschedule 2 Click on the Reschedule link which is just to the right of the activity The Reschedule Activity window will appear The Reschedule window is the same as the original scheduling window 3 Change any information that is necessary Reschedule 4 Click the Reschedule button Sorting the Task List You can sort the Task List by clicking on any of the column labels 1 Move your mouse over the column header As you do the column header becomes red and your mouse becomes a hand 2 Click once and the column will sort The Type and Scheduled For columns sort in alphabetical order The Priority column sorts High Medium and Low Show fiche from 2 22 Task List for Chris Huffman Showing activities from 2 22 2004 to 3 1 2004 Date Time Type Scheduled For Priority Regarding Clear Reschedule d Emily Dunn r26 4 9 00 AM 1s v ath r Res 2 26 200 00 AM Call Chris Huffman Medium Ph 602 555 3789 Mobile 480 S55 4601 Clea Reschedule Demonstration Melissa Pearce 2 27 2004 4 00 PM Meeting Chris Huffman High Ph 212 555 7423 Clear Reschedule Details these are details ee P Chicago Show Ethan Campbell 3 95 i fi p 2 28 2004 8 00 AM Meeting Chris Huffman Medium Dh 317 555 4564 Mobile 312 555
26. 0 985 6545 Customer ts Showing 1 6 of 6 Lookup Selected Omit Selected Note The default sort of the Lookup results is Last Name Company You can also sort on each column header in ascending or descending order if it is enabled for sorting bright blue type The default sort and column headers can easily be changed by contacting your Administrator WiredContact Enterprise End User Guide Page 13 Example 2 Let s find everyone in the database with ID Status Customer 1 Click the Lookup button on the Sidebar 2 Select ID Status as one of your search fields 3 Click the sign next to the search field or you can type in Customer 4 Select customer 5 Click the Lookup Now button beskueNew_ Lookup Company aj IC Status a a Customer F Or Lookup 7 4dd To Lookup Last Name E First Name n Narrow Lookup _ First Name a a Country a Create Date gt zj a State Phone aj State f A a T Keyword Search Lookup Now Lookup Results Jump 1 100 200 300 400 Jump To Ea Contact Company City Phone Email Christopher Montgomery Insurance Company Inc San Diego 215 555 2433 E Jim Moody Telefish and Company Apopka 407 860 4777 el Lisa Morgan ABC Inc 4loharetta 610 567 0800 Matt Morgan Auto Respond Ruth Mullery Shariott Suites Hotels Chicago 312 555 4332
27. 003 6 04 PM Where Date Time is After 6 1 2003 and Before 9 30 2003 Sorting Criteria Sort On Date Type Contact Rep Type Regarding Anthony Federici Chris Huffman Call Get the order Completed 6 18 2003 DETAILS Tony has not requested any additional information since his initial visit to the website It turns out he had simply forgotten to come back after his initial visit to place an order Bill Willis Chris Huffman Call Completed Bill Willis Chris Huffman Call Negotiate discount Completed 6 18 2003 Thank you 6 25 2003 DETAILS Bill would like a discount of 10 I told him that I could offer 5 now and when he s regularly purchased for a year we could discuss a higher rate Mary Nara Chris Huffman Call Initial conversation Completed far TERANA DETAILS Mary is locking for a high quality special blend of both coffee and chocolate WiredContact Enterprise End User Guide Page 90 Creating Sales Reports Example My boss requires that once a month I submit a report showing the Sales Opportunities that I ve created in the past 30 days that are in the Initial Communication or New Opportunity sales stage E 1 Click on the Report Icon on the Sidebar 0 The Reports screen appears separated into several boxes Each box represents a different report type on the left of each box is a Report Wizard button a oe Sales Reports 2 Click the Sales Report Wizard button This Month his Month Summary
28. 10 Go to the File Menu select Page Setup Margins finches 11 Set the page margins to the suggested sizes Left Right 0 25 12 Click OK Top otom 13 Go to the File Menu Select Print 14 Click Print Printer WiredContact Enterprise End User Guide Page 98 Notes WiredContact Enterprise End User Guide Page 99
29. 2 L se Or al contacts that iM Not al i RE v E are NOT a EEA IIe z certain value Not O w click in the Refreshes last query Save current query Not box trict to Group WiredContact Enterprise End User Guide Page 58 Query Now Use around two fields to add multiple criteria On the first line in the left column click the drop down arrow 2 Select ID Status from the list of fields The middle column already has an sign this appears by default Leave that as it is In the right column type Customer On the second line click in the Not box to put a checkmark in it Click the dropdown arrow in the left column s text box Select State from the list of fields eS G The middle column already has an sign this appears by default Leave that as it is 9 Inthe right column type NY 10 On the third line in the left column click the dropdown arrow 11 Select Create Date from the list of fields 12 Click the dropdown arrow in the middle column and select gt from the list of Boolean operators 13 In the right column type 3 10 07 14 Click the Query Now button Query Now All of the contacts that match the criteria will appear as a list at the bottom of the screen You can save the query by clicking on the save disk and naming it You may want to save queries for those lookups you perform often There may also be pu
30. 2293 Clear Reschedule WiredContact Enterprise End User Guide Page 50 Lookup Task List You can lookup all of the contact s that you have activities scheduled with by using the Lookup Task List function Example You like to review your client s information before having a meeting with them You want to find all of the clients that you have meetings with this week 1 Click on the Task List icon on the Sidebar Your personal Task list will appear by default K Calls ToDo s High Medium Low With Alarms Without Alarms Y Timeless With Time jii Sep E e BE Show tasks to 3 1 2004 i THA Task List for Chris Huffman Showing activities from 2 22 2004 to 3 1 2004 Date Time Type Scheduled For Priority Regarding Clear Reschedule i e d Emily Dunn re j AN y P 2 26 2004 9 00 AM Call Chris Huffman Medium Ph 602 555 3789 Mobile 480 555 4601 Clea Reschedule Demonstration Melissa Pearce 2 27 2004 4 00 PM Meeting Chris Huffman High Ph 212 555 7423 Clear Reschedule Details these are details r ce Chicago Show Ethan Campbell j 8 V v MV r 2 28 2004 8 00 AM Meeting Chris Huffman Medium Dh 312 555 4564 Mobile 312 555 2293 Clea Reschedule 2 Click the This Week button 3 Make sure Meetings v Meetings is the only type of task selected 4 Click View Task List 2 5 Click the Binoculars button to the right of the Task List column headers
31. 5 2 Click the down arrow next to the first lookup box on the right side From the dropdown list select ID Status a 3 Click on the dropdown arrow in the text box next to ID Status E BELLEI a Customer 4 Select Customer 5 Click Lookup Now Step 2 Select And Run The Report 1 Click on the Report Icon on the Sidebar si The Reports screen appears separated into several boxes Each box represents a different report type and contains all of the Pre Defined reports for that type Contact Reports 2 Choose Current Lookup from Contact eas REE urea Reports box Contact Current Lookup Wik The report names are indicated in blue and are hyperlinks that automatically generate the reports for you A message window will appear while WiredContact generates the report for you You can either minimize this report and continue working or close the window and the Report will appear in your Personal Library Reports folder The report appears Current Lookup Report time September 13 2003 4 13 PM Sorting Criteria Sort On Company Last Name Each contact has its own section Complete Contact Report Click on the contact s hyperlink ID Status Customer Company Bechtel Corp Contact Dylan Nguyen to go to the record Phones bewr st Corner St Phone 602 444 5410 Fax 602 787 8888 Home Phone 480 215 2525 Address g Fremont AZ 85022 Note information
32. 5 Mockingbird Lane Chattanooga IN 37402 Prospect 423 555 5423 Modern Electric Supply Thomas Andrews 1919 Tecoma Dr Tampa FL 34655 Prospect 727 555 3232 MRP Enterprises Edward Moets 6161 Busch Bivd Columbus OH 43229 2508 Prospect 614 555 0812 Prospect Management Emma Francis Prospect House 72 Westmead Business Park Summertown Oxford Oxfordshire O Slamitonabingbong Iindustries Kyle Wetmore 3458 E Poinsettia Dr Phoenix AZ 85028 Prospect 480 555 Sloan Heating and Cooling Brandon Sloan 2323 E Fifth St Suite 201 Long Beach CA 90807 Prospect 562 The Mad House Greg Hart 22 Acacia Ave Mannattan Beach CA 90266 Prospect 310 555 2626 Verge Records Theodore Barrett 4589 N Taylor St Suite 50 Third Floor Seattie WA 98155 Prospect 206 7 Click File and select Save As 8 Select to put the text file on your desktop for easy retrieval 9 Close the window 10 You can go to your desktop to confirm your file is there Viewing the Data in Excel 1 Open Excel ProspectseEx 2 Click File and select Open 3 Find ProspectsExport txt on your Desktop select open Be sure you are showing File name All Files in the Files of Files of type Al Files type field Text Import Wizard Step 1 of 3 12X The Text Wizard ha
33. City New York vE i Phone 212 555 6756 Ext State NY M ip 10034 Side Bar senda Fax 212 555 7750 Country United States vE 7 Salutation Chris EMail chris chgourmetgifts com ID Status Owner vla Last Results vla R Ticker URL www chgourmetgift tal WiredContact User G ial X3 Chapter 2 Micr WiredContact for AC Indication Note The WCE Screen is completely customizable Fields and Tabs can be added or deleted Users layouts may appear different depending on their database security configuration Please contact your Administrator for more information WiredContact Enterprise End User Guide Page 24 Sidebar The Sidebar is used to switch between the various views and windows of WCE From the Sidebar you will also access the views to lookup contacts add new contacts and access the Calendar views the Task List Groups and other features The Sidebar includes Lookup Opens the Lookup screen Contacts can be looked up by the values in one to ten fields Task List Displays the Task List view where you can see activities that have been scheduled Calendar Opens the calendar view You can select the Day or Week view New Contact Opens a screen where you can enter information to add a new contact to your database Groups Displays Groups records Reports From this view you can choose and run Reports Libraries Takes you to the view where you can ac
34. Edit Mode box 19 In the Subject box type Spring Sale Letter panei Spring Sale Letter 20 In the Attach as box type Spring Sale leave the Spring Sale html extension htm Record as Letter Sent C Record Letter in History 21 Select Record Letter in History Record Letter as attachment Press to Prepare 22 Click Press to Prepare If you would like to view your template open the Library view Within your Personal Library locate the folder you placed the letter template in Click the folder name to view the contents Your template will appear listed on the right with all other contents of the folder WiredContact Enterprise End User Guide Page 79 Chapter 12 Library Tab Understanding the Library The Library can be the central repository for your organization s sales and marketing information and is easily accessible to users Library Levels There are 2 levels of the Library Main Library All users can access these files but only the Administrator can add files to this Library Personal Library Each database user can add folders and subfolders and files to their personal library Only the user has access to these documents Accessing Files in the Libraries You access files in the Main and Personal Libraries in basically the same way a 1 Click on the Libraries Icon on the Sidebar The Libraries Screen appears You will notice it still has a split screen The top half of the screen c
35. Huffman Medium Today This Week Next Week Past Future All Roll Over bi See other user s Tasks 2 Click the Next Week button 3 Make sure Meetings v Meetings is the only type of task selected 4 Click the Select User ii A dialogue appears with all of users listed Select the Bruce Trotter whose Tasks you would like to view 5 Click OK WiredContact Enterprise End User Guide Page 48 6 Click View Task List Once you have selected the type of tasks and or the date range you want to see click the View Task List The screen will change to show a list of activity information including the date time activity type priority Contact name Company name Activity Regarding Clear and Reschedule links You can clear an activity just by clicking on Clear Type Scheduled For Priority Regarding Weekly staff meeting Ernst Anderson Meeting Chris Huffman Medium Ph 415 555 2909 Details General updates from all depart You can hyperlink to a Contact by clicking on the Contact name Note Any field from the database can be added to the task list Ask your administrator if you would like additional fields added WiredContact Enterprise End User Guide Page 49 Rescheduling Activities From The Task List You can modify the date time and activity type of any scheduled activity 1 On the Task List find the Activity you want to reschedule Priority Regarding Clear Reschedule Purchase a Palm device integrate
36. You are downloading the file E Note All users that have rights to the contact Y attachment doc from 206 105 13 120 can view an attachment Would you like to open the file or save t to your computer Open Cancel More Into Delete an Attach ment Always ask before opening this type of file 1 Click on the Attachments tab 2 Click on the to the right of the Regarding If you do not have the security rights to delete the Attachment there will be no to click on Big Chuck Diners Bill Duffy Attachment Information Date Time User Regarding Attachment 10 6 2003 1 21 PM Chris Huffman Attachments attachment doc 6 16 2003 10 13 AM Vika Dempsey Email sent to kkline netstream net at 6 16 2003 10 13 AM Re Sample Newsletter WiredContact Ad pdf 6 11 2003 3 41 PM Vika Dempsey Email sent to jim steffens mail sprint com at 6 11 2003 3 41 PM Re test Sample POF pdf 6 11 2003 3 40 PM Vika Dempsey Customizations wiredcontact_customizations pdf A dialog box will appear confirming that you want to delete the Attachment 3 Click OK or Cancel 4 Chapter 7 Activities WiredContact Enterprise End User Guide Page 42 Chapter 7 Activities Activities Overview Activities are calls meetings and to dos you have scheduled with contacts in your database WiredContact by default assumes that you are creating an activity for yourself and the current contact You can however
37. a contact record open click on the Letters Tab Notes History Attachments Activities oales O pportunities Group Letters maile The Letters Tab will open 3 Click on the Demo Letters Folder Letter Templates Demo Letters All of the available letter templates will be displayed Consulting Letter Envelope Mail Merge Example Simple Mail Merge Example 4 Select the Demo Thank You letter by clicking on it once X3 will create your letter using your My Record information for the closing and the current contact s information for the address and letter body 5 If you would like to change BsH send Letter to Gina Black Aussie Meats information in the business address or signature simply click in the box and modify it e WiredContact Worldwide Inc z z di 620 W Germantown Pike Suite 4 Click inside the box Plymouth Meeting PA 19462 888 433 2891 www wiredcontact com and change the text Eee aS Necessary February 28 2004 Some templates may not give you the ability to change the text of the message Other templates may have a window for you to alter the text Gina Black Aussie Meats Dear Gina v lt was a pleasure meeting with all of you today It sounds like WiredContact and Unwired an ideal solution to help your team work more closely together and share information rem witnessed WiredContact has similar functionality to ACT with easy navigation allowing u quick
38. acts Status Librar Y D 2 Click on the e to the left of the date and time stamp If you do not have the security rights to edit the note there will be no E to click on arate cll Calls Meetings Todos Sales E mail Sent Letter Sent Note Attachment Record Manager e 6 46 2003 2 28 PM Vika Dempsey Field Changed ID Status Customer D te Time Type Regarding e 6 95 2003 2 23 PM Vika Dempsey Call Completed Follow up DETAILS very Interested in our services 6 76 2003 10 13 AM Vika Dempsey E mail Sent Subject Sample Newsletter To kkline netstream net From Vika Dempsey Cc dgrubor effsalutions com 3 This will display the Edit History window Edit history item for Bill Duffy 4 Make any changes Type Call Completed Record Manager Vika Dempsey Date 6 16 2003 ime 2 23 00 PM History Information Follow up 5 Click Update History DETAILS Update History very interested in our services 6 A window will appear displaying that the History has been updated in the database Click on the Close Now button Update History Cancel Click on the History tab to view the change WiredContact Enterprise End User Guide Page 39 Delete a History 1 Click on the History Tab Notes isto Attachments 2 Click on the to the right of the Regarding If you do not have the security rights to delete the History there will be no to click on ae o
39. an To Calls V Meetings F Todos E Aoo Note Attachment Date Time Record Manager Type Regarding le 10 6 2003 12 17 PM Chris Huffman Call Completed Confirming Order DETAILS Wanted to check on his order of coffee beans e 6 16 2003 2 28 PM Vika Dempsey Field Changed ID Status Customer e 6 16 2003 2 23 PM Vika Dempsey Call Completed Follow up DETAILS is willing to buy e 6 16 2003 10 13 AM Vika Dempsey Attachment Email sent to kkline netstream net at 6 16 2003 10 13 AM Re Sample Newsletter A dialogue box will appear confirming that you want to delete the History 3 Click OK or cancel WiredContact Enterprise End User Guide Page 40 Chapter 6 Attachments There are two types of attachments that you can have and or record within WiredContact The first type of attachment tells the FileName type of a file that was sent attached to an email The other type of attachment occurs when you deliberately attach a file to a contact s record By doing this database users have the opportunity to download view and save the file Viewing Attachments 1 Lookup the contact 2 With the contact open click the Attachments Tab at the bottom of the window Notes History Attachments Activities Sales Opportunities Groups Letters User Fields Phone Home Alt Contacts Status Librar ee All of the Attachments for the current contact will appear Attach a File Attachments automatically appe
40. ar when an email with an attachment is sent to a contact You can also manually add attachments that pertain to a contact When you do this other database users are able to download view and save the file 1 Lookup and Open the contact record you want to attach a file to 2 Click the Attach File icon on the toolbar Heil dom amp e a y gf The Attach Document window appears Big Chuck Diners Bill Duffy Attachment Information 3 Fill in a Regarding statement 4 Click the Browse button Regarding 5 Browse through your noche lt Weenie computer find the file and i Attach File 6 The File Name should now appear in the Attachment field click Open 7 Click Attach File __ ttach File Note Attaching a file is written into History You can also open an attachment from the History Tab WiredContact Enterprise End User Guide Page 41 Access an Attached File 1 Lookup and Open the contact record you want to open an attachment for 2 With the contact open click the Attachments Tab at the bottom of the window Attachments Notes Activities S ales Opportunities Groups Letters User Fields Phone Home Alt Contacts Status Library 3 Attachments that you can open appear as blue hyperlinks 4 Click once on the file name Sample PDF pdi wiredcontact_customizations pdf 5 Select whether you want to Open or Save the document 6 The file appears
41. blic queries that are created by your administrator and saved in the Public Query folder The public queries and your saved personal queries are accessible by clicking on the folder icon To recall your last query click on the double arrows This will automatically input your last query into the fields to query the database again WiredContact Enterprise End User Guide Page 59 Chapter 10 Groups Introduction to Groups The Groups feature is a convenient way to organize and quickly access a group of contacts you use frequently or a number of contacts that have no common field in which you can use the Lookup command This function also allows you to track information about the group as a whole including information about group activities group notes and even group sales opportunities You may also want to create groups for doing a broadcast email or generate reports from a subset of contacts in the database Example You have created a group that contains all of the contacts that work at a certain company In the Groups section of the program you keep all of the information about the company as a whole From Groups you could also view all of the contacts that work at that company or send them all a letter Contacts can be members of multiple groups For example a contact might be part of the Holiday Card group as well as the Monthly Newsletter group You can easily add and remove contacts from groups removing a contact from a
42. by editing your User Preferences covered later in this chapter WiredContact Enterprise Windows Internet Explorer Ge ay ti http demos wiredcontact com v 5 x Google e 5 File Edit View Favorites Tools Help ww di WiredContact Enterprise Lookup BOX fp Rl mm Ex Boe y Sis NOK p E Oe 2 r Previous 1 2 3 Ep cii a a TE a a 3 Lookup Company s w ps UID Status J ST e a Last Name M E zip S M E Narrow Lookup First Name v amp a City M C Create Date gt o State Po san Phone y K E county S wT Keyword Search P Lookup Now Lookup Results Log Off Done Dynamic Pages Active Lists nm E internet 100 WiredContact Enterprise uses the latest Web technologies to make it easy to update information Your Administrator can enable Dynamic Pages globally for your site Please check with your Administrator to see if you Company has opted to deploy this feature Dynamic Pages make web pages active so you can update information right on the page have the information saved automatically without clicking a submit or save icon WiredContact Enterprise End User Guide Page lf Dynamic Pages are enabled you will be able to e Update fields in lists without havin
43. cess documents in the Public Library and also your Personal Library Query Allows you to query the database using multiple operators Log Logs you out of the database WiredContact Enterprise End User Guide Page 25 WiredContact Enterprise Toolbar 4Prev 200 of 435 ne KR S lin lehbl dm S al ead amp lt el e amp Company insight International Address fiz3 WindsorRd Search Toolbar Contact ameslee E tein ae XL Department advertising E City lenea o Phone s16 5845 4455 Ext fio1 State ks Zip fes2zz20 Mobile Phone ai6 995 8845 Country United States Fax 616 845 9977 EMail HTML jameslee insight com Salutation ames S URL lwww insight com ID Status Customer Last Results Sent literature The Toolbar contains icons for the most commonly used functions Toolbar Navigator The toolbar navigator appears after you have performed a lookup and have chosen to view the contact records k qPrey 200 of 435 Mett ene Counter Shows the total number of contacts in the lookup and which contact you are currently viewing sleet Next Brings you to the next contact in the lookup Prev Previous Brings you to the previous contact in the lookup A Last Brings you to the last contact in the lookup i First Brings you to the first contact in the lookup Eh Return to Lookup Returns you to the Lookup Screen Static Toolbar Refresh Refreshes your screen for th
44. chenectady NY email Prospect A Performing Add to Lookup Searches Using the Add To Lookup selection a user can perform another lookup which will add to existing search results This eliminates the need to re type search criteria when looking to expand an existing search To do this make sure that the Add To Lookup checkbox is checked before clicking Lookup Now To continue the example we just performed with the OR Lookup we just completed selecting NY amp NJ states Now we need to add CT fo status __ J _ JP me vi s _viler SS The results now display all my contacts which are in the states NY NJ and CT blank name E Trimech Schenectady NY C blank name E Trimech Schenectady NY C blank name e XYZ Company Stamford CT C El Barry Baker E B Team Inc Schenectady NY C E Ron Baker e 777 Contracting Paramus NJ Performing Narrow Lookup Searches Using the Narrow Lookup selection a user can perform another lookup within existing search results in order to narrow the number of contacts for a more targeted lookup To do this make sure the Narrow Lookup checkbox is checked before clicking Lookup Now The next lookup will narrow the list by only those companies ending in COMPANY ID Status s E Or Lookup J Add To Lookup Company Narrow Lookup and the results are e x Z Company Stamford CT e Test Company New York NY E ABC Company Syracuse NY
45. de Page 72 _ Edit Mode 7 When you are satisfied select how you would like the fi i j Make any changes if needed letter saved to History and click Press to Prepare E ee ae ee and then click the Press to Prepare button Letter Sent records the name of the template in History and date it was prepared Letter in History body of the letter saved in history Record as Letter Sent Record Letter in History Letter as Attachment letter is saved under attachments and ne eae ee ee T N Record Letter as attachment can be hyperlinked for viewing Press to Prepare The letter will now appear as a Print Preview review the letter to make sure it is what you want Prepared 8 In the Prepared dialogue that appears over the letter 541 Ser s now ready to bs printed After printing has window The letter will be printed to your default printer Note Be sure to delete the header and footer from the page before printing In your browser go to File gt Page Setup and delete the Header and Footer URL s WiredContact Enterprise End User Guide Page 73 Create a Mail Merge You can create letters to send to multiple contacts or a group much like a mail merge from the Letters Tab Example You would like to send all of your customers in California a thank you note for all of their patronage during the year 1 Lookup contacts from California and open a contact record 2 With
46. dnesday s date from the Forecasted Close Date calendar 8 Type 75 in the Probability box WiredContact Enterprise End User Guide Page 54 9 Select New Opportunity from the Sales Stage drop down list 10 Select Wally s Widget Company in the Main Competitor s Field If Wally s Widget Company does not appear in the dropdown you can click on the next to the field A dialogue box will appear that allows you to type a new competitor s name for the dropdown list Modify an Existing Sales Opportunity Once you have created some of your sales opportunities you will need to modify and update them to keep them current You can review a list of your Opportunities by going to the Sales Opportunities tab 1 Click on the Sales Opportunities tab A list of opportunities appears Status Contact Inforrnation It 4Prev 1 of 1 Jvet gt pi BR S in Eh g Company Fenny Tree Foods Corpogation Address 54321 El Camino Real search Contact oe Barber Suites Title Managing Director zi FO Department Sales Ei City eine s lt i sSSCS Phone 210 555 5557 Ext f0 State Pa zipfoosa Lost Mobile Phone 310 555 2211 Country United States Fax 310 555 4505 EMail HTML ioe pennytreecom y Complete Salutation Joe URL lwwwwiredcontact com SES Hot Prospect l Last Results Requested more information LE Filte les for l ue ea wv Open Sales ad Closed won M Closed Last Apply Filter O
47. drop down mene Prospect 4 4 Torefresh your Lookup click on the et in the Lookup Tool bar Director vel cm Ose ict i Note Ifyou do not have Dynamic pages enabled you will not be able to edit lists in the Lookup view You will need to go to the Contact record to edit the information in the Contact View and use the SAVE button WiredContact Enterprise End User Guide Page 22 Going to a Record To view a specific contact s record when you have dynamic pages enabled click on the e to take you to the record or if a contact or company name is hyperlinked in blue type click on it to see that record On the example below there are 2 places where you can select the record to view First under the CONTACT field and secondly under the COMPANY field Note If you do not see an E or a contact s name or company does not appear as a blue hyperlink it means you do not have the security rights to view the contact information you can only do a lookup to know the contact is in your database Contact Company City christopher Montgomery Insurance Company Inc San Diego M lel Jim Moody Teletish and Company Apopka Emailing to a Contact If you have an email column in your Lookup Results list you can send email directly from this screen to that contact by clicking the email hyperlink next to a contacts name More information about emailing is contained in a later chapter Contact Company City
48. e Lookup Selected Omit Selected If you have more than 25 records return in your Lookup Results you can navigate thru the results by clicking links at the bottom of the page Shariott Suites Hotels Ruth Mullery Beth Munin Little Corner Sweets Charlie Murph Technical Solutions CI Showing 199 223 of 426 First Prey Next Last ha es WiredContact Enterprise End User Guide Page 19 When there is more than 50 items in your Lookup Return a Jump navigation bar will appear above the Column Labels You can jump to an item in the lookup by selecting a number in the list or type in a number to access the desired record in the list Jump 1 100 200 300 400 JumpTo gt gt Contact Company Address Phone Email Rusty Lee Ruletrak Inc PO Box 369 360 667 2638 Ea Tom MacDowell NEOB 5 Old Town Road 617 555 8000 Changing the Display of the Lookup Results You can modify the columns that appear in the Lookup Results by clicking the icon in the Lookup Toolbar er i E WiredContact Enterprise Hicr 1 Click on the Grid icon and the dialog appears with the Column field labels currently in view fields The default fields are indicated with a pa 1 Company 2 city 2 Click the down arrow of the column that you want to change and select a new field to display 3 Click the save button Your Lookup results will reflect your ne
49. e dialog box opens 6 Find the file you want to add click Open You will now see the file s name and path in the text box 7 Click the Update button The document now appears in the appropriate folder in your Personal Library WiredContact Enterprise End User Guide Page 82 Deleting Files From The Personal Library A 1 Click on the Libraries Icon on the Sidebar 2 Find the folder that contains the file you want to delete click once on the folder to open it The name of the files will appear to the right of the folder Find the file you want to delete 3 Click the Delete button next to the file name test file txt 4 Click OK when asked if you would like to delete the item Moving Files in the Personal Library A 1 Click on the Libraries Icon on the Sidebar 2 Find the folder that contains the file you want to move click once on the folder to open it The name of the files will appear to the right of the folder Find the file you want to move Current Location Personal Library Personal Library 3 Click the Move button next D gueries to the file name 5 reports E testi doc gt O sales Reports 4 A dialogue appears asking which folder in your Personal Library you would like to move this item to Click once on the correct folder to select it WiredContact moves the file check the folder to confirm it has moved WiredContact Enterprise End User Guide Page 83 C
50. e most up to date information W Undo This icon only appears if you have Dynamic Pages enabled You can see your last 100 updates made with the active pages and can select any item to undo to the old value YOU DO NOT HAVE TO CLICK A BUTTON TO SAVE DATA CHANGES if you see the Undo icon l Save You are required to save your data changes ONLY if you see this icon that means dynamic pages are not enabled The icon flashes when you need to save data Once you click this icon your information is saved WiredContact Enterprise End User Guide Page 26 Dn CoGeaRege M g i My Record Your contact record WCE uses this information for sending e mails letters and retrieving driving directions Call Schedule a call with the current contact Meeting Schedule a meeting with the current contact To Do Create an item for your To Do list associated with this contact Record History Creates a history item for this contact unscheduled activity Attach File Allows you to attach relevant files to the current contact Sales Opportunity Create a sales opportunity for the current contact Insert Note Jot a quick note about the contact New Contact Create a new contact in the database Duplicate Contact All Fields Creates a new contact with all of the fields filled in the same as the contact you are currently looking at Duplicate Contact Primary Fields Creates a new contact with the same company name addre
51. echnical jargon to a minimum it is necessary in certain areas WiredContact Enterprise Overview WiredContact Enterprise is a web based CRM customer relationship management system that enables you to easily track update and share information about your customers and prospects All the information is stored on a server in a centralized location and updated by users connected to the Internet from a browser on a PC MAC web enabled PDA or Blackberry device There is no software installed on the users machine so you can access information from wherever you need to work Updates are made in real time allowing workgroups to easily share information to serve customers faster and be informed about every aspect of the customer relationship WiredContact Enterprise WCE gives you the tools to organize your tasks manage sales opportunities and pipelines generate reports broadcast email messages and much more with simply a browser Some highlights of your WCE system include e You can access your database from anywhere in the world in real time e The front end is HTML the language of the web which means WiredContact is like a web site with unlimited possibilities for customizing views and the look and feel your company requires e There are hyperlinks throughout the interface making it completely interactive quick and easy to use e WCE uses the latest in Web technologies allowing you to edit fields in lists and views witho
52. een click on the e mail field label to bring up the E mail view Note When sending to a lookup or group it doesn t matter what contact you choose you may want to be on My Record ao ii end EMail to Vika Dempsey ABC Company 1 Click on the Send to Multiple Recipients To info wiredcontact com button H i oo BCC HTML Template Subject Free form email When you click on the Send to Multiple Recipients button the view changes so you can Select the group you want to send your e mail to Message 2 Youcan select to send Send EMail to Lookup or Group an e mail to the Current Lookup or select a To Current Peep i group Select a group a by clicking the down ae arrow or clicking on the 8 binoculars HTML Template Subject Free form email The recipients will only see their own e mail address in the To of the e mail The recipients will not know that the e mail was broadcast to other people 3 Complete the subject line write your text add any attachments and hit send Your e mail will automatically be recorded to history for each recipient WiredContact Enterprise End User Guide Page 67 Broadcast Mail Merge Template E Mails Send EMail to Lookup or Group
53. ername and Password For quick and easy access we recommend bookmarking your web address in your Favorites list Example To access the WiredContact Enterprise demo database type in http demos wiredcontact com This is a great place to try out WCE The login screen for your WiredContact Enterprise site appears 7 Inthe user name box type your User Name CON WIREDCONTACT ENTERPRISE New Features now available in the Demo Check it out User Name Password Your administrator can post messages here The version number appears here The sign means that the WiredContact Service is enabled required for some features to work 2 Type your Password Your password is Caps Lock sensitive 3 Click Login WCE checks your user name and password You will be able to change your password by editing your User Settings covered later in this chapter Note If logging is enabled the system can track when users log on and off The system will time out after an x number of minutes The default time is set to 10 minutes To increase the default time out please contact your Administrator WiredContact Enterprise End User Guide Page 6 The WiredContact Enterprise Views The Lookup Screen By default the Lookup Screen is the first screen you see once you have logged into WiredContact Enterprise You have the ability to change the screen you want to show upon logging in
54. g a Group As mentioned earlier you have two options for populating groups and subgroups you can perform a lookup and add those contacts to a group or you can find a specific contact and add just that contact to a group Multiple Contacts at Once 1 Click the Lookup button on the Sidebar Lookup screen appears 2 Enter the criteria that you are looking for 3 Click Lookup Now 22k Now When the lookup is complete the contacts with that criteria will appear as a list on the bottom half of the screen n 4 Click the Add to Existing Group Icon at the bottom of the screen a The Lookup Existing Groups Dialogue appears 5 Type the name of the Group you would like to add this Lookup to Add the result of your search to an existing group 6 Click Lookup Now Lookup group name Eastem Regon The results will show as a hyperlink ees oA 7 Click the name of the Group Lookup group name Lookup Now This adds your Lookup to the existing group Search results for group name Eastern Region Eastern Region Add a Single Contact to a Group You can also add a contact to a group on the Contact View 1 Open the contact and click the Groups tab 2 Atthe top of Groups tab click the down arrow in the text box Add to selected Group CH Gourmet Gifts Customers Choose the group from the dropdown list and then click Add to Selected Group WiredContact Enterprise End User
55. g to go to each record Security profiles apply to Active Lists so if fields are assigned as read only to specific users they are not able to update information e Add and edit information in fields on all views and tabs without having to save Several less clicks make it fast to update fields since there is less key strokes e Use an Undo button to change back information from your last 100 updates This guide will explain how to update records with Dynamic Pages and will also instruct you how to update records without Dynamic Pages enabled User Settings Users can modify some of the system options from the User Settings icon on their My Record Your My Record contains contact information about you It is important to make sure that all the information from your My Record is correct These fields are used for mail merged documents and email 1 Click on the My Record icon red index card on the Lookup View NOTE When you put your cursor over any icon a description of the function will display My Record 2 You are now on your My Record Click on the lock icon which will display the User Settings Dialog E iis On ne wee This purple lock icon is only Edit User Settings accessible from your MY RECORD It provides the capability to update vonr User Settings WiredContact Enterprise End User Guide Page 8 3 This is the User Setting Dialog window where
56. hapter 13 Reports Introduction to Reports Reports are a quick and easy way to extract information from your database and view it in a logical organized and visually attractive way WiredContact comes with a number of default reports on several different topics including Sales Activities and Contacts In addition you can customize the existing reports or create your own report using the WiredContact Wizard tool The Reports feature allows you to either run pre defined reports or create your own custom reports Whichever you choose you get the information you need in real time up to date documentation The WiredContact Reports automatically link to the Contact or Sales Opportunity so you can easily go to the contact record for instant updating or viewing This features makes your reports interactive so the reports become actionable After a report is generated it is saved in your Personal Library Reports folder Report Types that you can generate e Sales Reports e History Reports e Activity Reports e Contact Reports e Timeline Reports Running Predefined Reports Unlike in a wizard where you have to define all of the criteria and complete the setup which will be discussed in the next section predefined reports have all of the criteria set and you simply decide which report to run There are a number of Predefined reports that come with WiredContact Sales Reports e This Month e This Month Summary e Past Forecast Clo
57. hat meet your criteria underneath the Lookup fields WiredContact Enterprise End User Guide Page 18 1 The number of records that meet your search criteria are indicated in the lower left hand corner of the Lookup results By default there are 25 items per page in the Lookup Results The Lookup Results sort default is Last Name Company Name If you require a different lookup sort by default please contact your Administrator You can sort on the column headers to change the sort of your Lookup Click the Column Label once for Ascending order then again for displaying the results in descendina order for that field Lookup Results Contact Company Address Phone ID Status Albert Alligator Gator Greats 123 Main 619 111 1234 T Julia Charles 1 The High Street 214 565 7400 Customer Dancedmepromotioms com Customer James Cline Roy Faircloth Forrest Gump Tom Jones Jim Moody Greg Schmich NauticStar Company Ovations Berkshire Fine Teas Ltd Nationwide Floor amp Window Cover Telefish and Company Nationwide Floor amp Window Cover 555 Main Street 13621 NW 12th Street 13 East 54th St 400 Main Street 255 Semoran Commerce Fl 400 Main Street 202 5984 558 4000 744 7500 gpm Leil 500 4777 SSSA Customer Customer Customer Customer customer Customer BAA AAA Aw eo Nationwide Floor amp Window Cover 400 Main Street 555 12712 Customer l Sam Smith Showing 1 9 of 93 a
58. heck next to elect activities to roll over en Roll Over Type Regarding a When ae eal Emily Dunn 9 00 AM If you d like to toggle all of them onor Sk i Meet Melissa Pearce off click the Toggle All link g goni puiiocenatiin 2 27 2004 y i e Ethan Campbell 6 Select a date by clicking the 8 enpa n Ee calendar icon Roll Over Selected _ 30 2008 Toggle All 7 Click Roll Over Selected Roll Over Selected WiredContact Enterprise End User Guide Page 52 Print the Task List Example You would like to print this week s meetings 1 Click on the Task List icon on the Sidebar 2 Click the This Week button Meetings 3 Make sure Meetings is the only type of task selected 4 Click View Task List MASLAC ELANE EANA 5 Click the print icon in the upper right corner WiredContact Enterprise End User Guide Page 53 Chapter 8 Sales Opportunities Sales Opportunities Overview Keeping track of potential sales and their progress is a vital part of a salesperson s job Tracking a sales opportunity which is a potential sale to a contact includes information such as the quantity of the potential sale the probability of winning the sale and the anticipated date for the closure The Sales Opportunity feature allows you to include information about your primary competitor as well as information about the client which may help you close the sale As the opportun
59. her into fields Boolean operators and the value you want or not in a field WiredContact Enterprise End User Guide Page 57 Field Boolean Field Value must be Customer ID Status Customer Translation State field should not be NY field should State field should not be NY be NY State Create Date is after March m Date C E 10 2007 Last but not least you need to decide whether or not a contact in the database needs to fit all of the criteria or only some of it This refers back to the AND OR section in Lookups For our example the people we are looking for need to meet all of these criteria so we ll be using the AND mentality You do have the option of doing OR queries as well though we don t need it here WiredContact has made querying quite a bit easier than it used to be Here the program will write the full equation for you all you have to do is fill in the blanks with what we have above But for your own reference the full equation you have created is ID Status Coworker AND State NOT NY AND Create Date gt 3 10 07 Performing a Query 1 Click the Query button on the sidebar The Query Screen 2 Choose whether the value 3 Type ina 1 Choose a field from the should be gt lt field value drop down etc Each line is a l step in your query i me J ML J Eon 4 If you are ol all mg te Boe searching for E aa i
60. ho the contact belongs to Note Associating contacts is a customized feature and is not available out of the box If this is a feature you need please speak to your administrator Example Associate all of the contacts in Baltimore Maryland with Brian Donner Associating a Contact 1 Lookup all the contacts in Baltimore 2 Open a contact in the contact view 3 Click the binoculars next to Association Association mcmama Y http 206 105 13 120 Wired Contact The Lookup Association window appears Lookup Contacts First Name 4 Type Donner in the Last name field Last Name Donner Company 5 Click Lookup Now The results appear at the bottom of the Search results for Donner window blank 6 Click the name Brian Donner Betty Donner Drewlin Inc Brian Donner Drewlin Inc 7 Click the Save Button Repeat steps 3 thru 7 for all contacts in Baltimore Viewing Associated Contacts 1 While on a contact record check if it has information in the Association field 2 If so click Association it is a hyperlink 3 All contacts with the same association will appear listed in the Lookup View WiredContact Enterprise End User Guide Page 32 Deleting a Contact Deleting a contact requires certain rights within the database If you need to delete contacts contact your administrator to make sure you have the appropriate permissions and rights There are two basic steps in deleting a contact First you
61. ibrary 83 personal EE Current Location Personal Library Another Folder eG 12 another Folder If you want to make another Parent or Primary folder make sure you have the Personal Library folder open before clicking New Folder If you want to create a Subfolder open the parent folder first then click the New Folder Icon WiredContact for ACT Microsoft Inter E 3 The Name Folder dialogue will appear New folder for Personal Library Enter a folder name 4 Give the folder a name 5 Click Update The folder now appears in your Personal Library WiredContact Enterprise End User Guide Page 81 Deleting Folders from the Personal Library 1 Click on the Libraries Icon on the Sidebar 2 Find the folder you want to delete within your Personal Library 3 Click the Delete button next to the folder name 4 Click OK when asked if you would like to delete the item Adding Files To The Personal Library and Open the Library by clicking the Libraries Icon on the Sidebar 2 Your Personal Library appears on the bottom of the screen Open the folder you want to put the file in 4 Click the Add New Document Icon Personal Library 3 personal iced Current Location Personal Library Another Folder another Folder The New File dialogue appears 5 Click the Browse button New file for personal Library Browse for a file name The Choose Fil
62. ick the Schedule button Schedule If you are using the Weekly Calendar He you can use the same method to schedule calls meetings and to dos Sunday Monday August 17 August 18 Click on the and follow the steps above to schedule from the Weekly View If you are using the Monthly Calendar click once on the date you want to schedule your activity on This will bring up the Daily Calendar and then follow the instructions above Working in the Monthly Calendar Viewing Selected Users 1 Click the Monthly Calendar button Be Click the Select Users button ii Within the Select Users dialogue select the users whose calendars you would like to view Cecil Carter Select users from this list Use Chris Huffman your Shift or Ctrl keys to select Chris Huffman more than one Ernst Anderson Gunther Anderson Jane Chan Juliette Rosseux Matt Vorcci Ralph Rosarky Robin Henry Vika Dempsey You can hold down your shift or Ctrl key to select more than one user Select Users 4 The calendar now appears color coded by user WiredContact Enterprise End User Guide Page 46 co D 110 11 aConfirm shipment i DE the order Leal ameet at 123 ABC Each day contains all Send proposal stre Chicage Bldging i fy eFax an order repairs At some building Calls Meetings and EF aCall to make sure To Dos for the users he knows about Golf date EF aConfirm appointment 22 2 2A 25 tf Cold call oo i E
63. iewing the Notes for a Contact 1 Lookup the contact 2 With the contact open click the Notes Tab at the bottom of the window Histor Attachments Activities Sales 0 pportunities Groups Letters User Fields Phone Home Alt Contacts Status Library The current contact s last 25 history entries will display This number may be increased by the administrator Adding Notes Example You have just spoken to Bill Duffy and you want to make a note to be sure to ask him about his son Jim who enters Yale in the Fall the next time you speak to him 2 1 Click the Lookup button on the Sidebar 2 Inthe left column type Billin the First Name Lookup text box eae compary J 3 Type the Duffy in the Last Name text box FirstName Bill Last Name wt Duffy 4 Click Lookup Now Open Bill Duffy s record by clicking on his name once if a Lookup Summary presents more than one Bill Duffy in the database 5 Click on the Note icon in the toolbar B j g ra we A A 6 The Add New Note window will appear WiredContact Enterprise End User Guide Page 34 7 Type your note unlimited text and click Add Note button when finished Add a new note Be sure to ask him about this son Jim who enters Yale in the Fall the next time you speak to him TIP Always check your spelling Add Note 8 A window will appear displaying that the note has been updated in the database Click
64. il SHTML Email plain Text Email The contents of the folder are displayed to the right Blank HTML Email Lead Followup A WiredContact Proposal Editor Test D my EMail Templates 4 Select the Blank HTML Email template by clicking on it once Note The blank email template appears with the email address of the My Record in the From field and the To field contains the email address of the contact you were on when you selected the Blank HTML template BiT Send EMail to Chris Huffman CH Gourmet Gifts Click the binoculars to find more contacts Notice you can change rom janedoe wiredcontact com the From To tom wiredcontact com address a Be a E 6 a a Template Choose style Editor Message 5 Inthe To CC and BCC fields type the address of the recipient or click the binoculars to locate contact email addresses Enter a subject for the email template Click the Show Template Editor button on the toolbar Saal WiredContact Enterprise End User Guide Page 69 The template does not appear to change but you can now add Contact Fields to your template Type your email When you want to add a field make sure the cursor in is the place you would like the field to appear 10 Click the Insert Field button that is now available on your r toolbar Z http 206 105 13 120 Insert Merge E 5 Insert Merge Field The Insert Field dialogue appears nsert Wenge Fields _ gt 11 Clic
65. il List you are Sending to Perform Lookup Writing A Letter Creating A Letter To Print Create a Mail Merge Create a Mail Merge Create a Letter Template Chapter 12 Library Tab Understanding the Library Accessing Files in the Libraries Adding and Deleting Files and Folders in the Personal Library Adding Folders To The Personal Library Deleting Folders from the Personal Library Adding Files To The Personal Library Chapter 13 Reports Introduction to Reports Running Predefined Reports Running A Predefined Report Customizing Reports the Report Wizards Creating Sales Reports Saving Your Custom Reports with a New Name Exporting Contact Data Exporting Data and Creating a Text File Viewing the Data in Excel Creating Labels Introduction to WiredContact Enterprise WCE This manual was written explicitly to help users learn how to use WiredContact Enterprise Throughout the Manual WiredContact Enterprise may also be referred to as WCE Contained within are descriptions overviews step by step instructions screen captures and tips to help you familiarize yourself with this product Throughout this manual you will find useful examples to illustrate certain points they are presented to give you a clear idea of what you need to be looking for doing or trying to find Whenever possible we have added definitions for some of the more technical terms that may appear throughout the text While we have tried to keep the t
66. iles Local File TA Local File Browse Library File Library File oP Personal Library Personal Library ur Attachments will automatically be recorded under the History and Attachments Tab go there to review Forwarding an Email from the History Tab E mails sent in Wired Contact X3 are automatically recorded to History Go to the contacts History tab to review e mails sent Forwarding from the History Tab will include any attachments from the original email 1 Find the contact you sent the original email to If you re using the Lookup feature click once on their name to open their Contact Record Click on the History Tab Notes fa Attachments Activities o ales O0 pportunities Groups Letters User Fields Phone Home Alt Contacts Status Library 3 To find only the emails sent deselect all of the filter options leaving only Emails Sent selected AEE TS LJ calls LJ Meetings L Todos Sal E mail Sent W Letter Sent Ll Note L Attachment WiredContact Enterprise End User Guide Page 64 4 Click the Apply Filter button Apply Filter 5 Find the email 6 Click the Forward email button Chris oes or E Meetings LI Todos Ll Sales E mail Sent _ Letter Sent Note Attachment Record Date Time Haier Type Type 11 17 2003 11 42 AM Chris Huffman E mail Sent Subject New WiredContact Features for XYZ Water Company To support yourtuelforlife
67. ing the dropdown arrow you can lecst a template select from a range of report Select a date range templates 4 Select Prospects from the drop Limit To Group Prospects down list in the Limit to Group field Gm To lookup all Request Report ProspectsExport txt 5 Name the report ProspectsExport txt Request Report 6 Click Request Report WiredContact Enterprise End User Guide Page 94 Your report is generated and probably looks a little crazy AGE Edit View Favorites Tools Help Bal i A A L Fe po ay es 2 O O MAG Au fers Que O S 2a s i Address http web gotomyact com wiredx3 Private ChrisHuffman Reports ProspectsExport txt i E co Links Norton AntiVirus fad Ace Pet Service Colleen McCarthy 925 Cabby St P 0 Box 123 Eugene OR 97401 Prospect 541 555 3648 Black Forest Baking Kristi Elmendorf Grafenburcer Allee i5 Minchen 9865 Prospect 49 211 991 70 CPQT Dr Deiter Brock FLC Lane Suite 2K Box 43 Atiu Island Prospect 682 33 02 1 Interactive Chris Fierros 3045 N Gainey 7 NY 12548 Prospect 212 555 7399 International Safari Vivian Grace 486 Safari Dr P O Box 5 Paim Springs CA 66202 Prospect 619 555 4 MegaGadgets Corporation Ethan Campbeli 17 N State St 7 7 Chicago IL 60601 Prospect 312 555 4564 Mockingbird Southeast Ariel Lorch 4
68. ion for the address Letter Toolbar The Letter toolbar contains numerous functions that resemble functions you would see in MS Word Below some of the more unique buttons are identified Upper Toolbar Remove Sub Script Copyright Hyperlink Line Svmbol Librar Open Template Add Super Script Clean y P E it Hyperlink HTML WiredContact Enterprise End User Guide Page 77 Lower Toolbar Color Border Split Remove Cells Erase Add Table Rows Columns Color Cell Formatting LL cana F dg w ee Ea Merge Cells Properties Change Height Width Modify Border Click inside the editor box and type your letter Letter Attach as Letter html Record as Letter Sent Record Letter in History O Record Letter as attachment Press to Prepare The template now appears with the field names in place of the name and Change Add Rows Bkegrnd Columns Color 5 Type your ren letter 6 If you would b 12 2005 like to add fields click the Click the ar Show 123 West 25th Street Tem plate New York NY 10025 Editor button Dear Jane on the toolbar a Ee Regards address 7 Type your letter 8 like the field to appear 9 The Insert Field dialogue appears 10 Click the field to insert 11 Click the Insert Merge Field button 12 Click Close Window WiredContact Enterprise End User Guide Click the Insert Field button that is now available on your
69. ity progresses you can watch its movement through the Sales Stages Creating a New Sales Opportunity Example Natasha Chiltern of the Four Star Company calls and expresses interest in purchasing 10 widgets at a cost of 125 each You anticipate the close of the sale next Wednesday There is a 75 chance this sale will go through Your main competitor is Wally s Widget Company 1 Lookup Natasha Chiltern 2 Click on the Sales Opportunities Tab on the bottom of her contact screen Activitie Notes History Attachments information The New Opportunity screen appears 4 Select Widget from the Products drop down list 5 Type 10 in the Units box 6 Type 125 in the Unit Price box Notice that the Amount of the Sale automatically calculates Sales Opportumties Suroup 3 Click the New Sales Opportunity icon on the toolbar above Natasha s contact Letters User Fields Phone Home Alt Contacte Status Library 2 Sales information ir Units Unit Price Amount BAL lo lo 0 Probability Product information Product Forecast Close Date jj E 8 19 2003 Type Sales Opportunity With Sales Stage v Chris Huffman _ amp Update Sale Creation date 8 19 2003 Associate with group Mit Actual Close Date 8 19 2003 Status Complete Sale vg e Main Competitors Details Cancel 7 Select next We
70. k on the e mail field s label It is a hyperlink and will launch the E mail Message window WiredContact has already filled out the To field with the contact s information 3 Complete the CC and BCC fields if necessary You can easily find other contact s in the database by clicking on the i81F Send EMail to Vika Dempsey ABC Company binoculars to the right of To the To CC and BCC CC fields HTML Template The binoculars perform a search then you click on the appropriate contact The contact s email address will automatically populate Click the binoculars to find more contacts Subject Free form email Message 4 Enter the text of your message 5 Click the Send Message button WiredContact Enterprise End User Guide Page 63 E mails sent in Wired Contact X3 are automatically recorded to History Go to the contact s History tab to review e mails sent You can add additional e mail addresses in the To From and BCC fields but the e mail will NOT be recorded to History or Attachments to those additional contacts Adding an Attachment to an E mail In WiredContact you can attach you can add up to 20 multiple items to an e mail You can attach a document from the Library your Personal library or your Local computer or network To add an attachment use the Browse button in the Local File box or the Attach button on the Library and Personal Library boxes Attach F
71. k the field to insert 12 Click the Insert Merge Field button 13 Click Close Window If you would like to add information from your My Record check the User Fields box and then select the field to insert This will merge your personal and company information into the template User fields will appear on the template this way userfield field Contact Fields you have added to the template will appear as field field 14 Select a signature to use Thomas Gallagher 15 Select if you would like to record only the subject to e history Local File Local File 16 Add attachments ooh Rn Library File Record Subject Only O Personal Library op Personal Library 17 Click the Save button on the toolbar fad The Save As dialogue appears this will save F http 206 105 13 120 WiredContact E 5 your template into your Personal Library Save to My EMail Templates Select a folder below D My EMail Templates 18 If you have multiple email template folders New Folder within your Personal Library you can select Save As My thank you template wem __ Display Name My thank you template ene 19 If necessary create a New Folder to place this in 20 Name the template in the Save As field do not change the extension weml WiredContact Enterprise End User Guide Page 70 21 Type a Display Name 22 Click Save Your original email screen will return with the contact fields
72. ll you want to make on Monday at no particular time would be scheduled as a timeless activity _ Date Time amp Duration Using the point and click shortcuts at the bottom select e Date click on a date e Time 1 2 hour increments e Duration of Activity Or you can opt to use the pop ups next to the respective fields Set Alarm choose whether you would like a reminder Lead Time how long in minutes of a lead _ time you need Regarding Select what the activity is about from the dropdown list or add your own text _ by using the plus sign Details Type any notes or details of this activity Scheduled For Assumes the activity is for you the currently logged user you can schedule for another user by selecting them from the drop down 3 Click on the calendar next to the Date field Schedule with Tim Kelly i Date 13 19 2003 Time 12 03 AM Duration 10 Set Alarm Lead Time 10 Regarding 5 Details Schedule For e Point and Click Scheduled By Chris Huffman Send an email reminder Select date time and duration below Oct 1 2 LT 2 3 4 5 1 6 7 8 9 10 11 12 13 Shortcuts 3 4 5 6 7 8 5 10 11 12 13 14 15 16 14 15 16 17 18 19 20 17 18 He 20 21 22 23 21 22 23 24 25 26 27 24 25 26 27 28 29 30 20 29 350 ol 26 27 20 29 39 Date 8 19 2003 a A Calendar appears click on next Thursday s date Y
73. lled building a query and the steps below will give you the necessary tools to build any query and understand the logic behind it Basics Behind Querying Example We always send out a Holiday card to our customers While we hand deliver them to any customer in NY we mail out the rest The only customers I m not already familiar with are those that have been added in the last few months In order to update my mailing list I would like find the Customers that are not in NY that have been added since March 10 2007 The first thing to do in a query is to break it down into its most basic parts You will need to figure out which field holds the information you are looking for and how the information is presented In the table below the left column is the criteria you want to search for in regular language and the right side is where in the database the information is held and how it would appear What your looking for Where to find it Your Customers ID Status field must be Customer Not in NY State field should not be NY Added since March 10 2007 a Date is after or larger than March 10 Next you have to think how you can translate this into language the program will understand Queries use Boolean operators gt lt lt gt CONTAINS IS BLANK STARTS WITH ENDS WITH and allows you to have a NOT criteria i e everyone NOT from NY At this point you need to convert what you ve already done by breaking it down furt
74. ly WiredContact Enterprise End User Guide Page 74 6 When you are satisfied click the Send to Multiple Recipients button HE iE Sind Letter to Gina Black Aussie Meats Enna Flymouth Meeting PA 19462 EREA 291 waw wiredcontactt com WiredContact Worldwide Inc di 620 W Germantown Pike Suite 180 February 28 2004 Gina Black Aussie Meats When you click on the Send to Multiple Recipients button the top of the view changes so you can Select the lookup or the group you want to send your letter to 7 Select the Current Lookup box You can also use the drop down arrow to select a group Select current Send Letter to Lookup Current Lookup Select Group Use the dropdown to select a group Bank of America Baskets Suppliers 9 When you are satisfied select how you would like the letter saved to History and click Press to Prepare Letter Sent records the name of the template in History and date it was prepared Letter in History body of the letter saved in history Letter as Attachment letter is saved under attachments and can be hyperlinked for viewing Edit Mode Make any changes if needed select how to save this document and then click the Press to Prepare button Record as Letter Sent Record Letter in History Ci Record Letter as attachment Press to Prepare The letters will now appear as a Print Preview review
75. n from the same company to your database All of these contacts have basically the same information You can use the Duplicate Contact command to duplicate the information from the current contact s record to a new contact record By using what are called the Primary Fields you will copy the primary information that stays the same such as company name phone number address website etc Example There is a salesman named Brian Donner who also works for Drewlin Inc that you would like to add to your database 1 Make sure you are on a contact that works for Drewlin Inc 2 Click the Duplicate Contact Primary Fields icon on the toolbar S mlehl m S es 50 ee 5 elh ea Clicking this icon will give you a new contact screen with the primary fields already filled in Company Phone Address etc All you need to do is fill in the contact s name and title Type the contact s name Brian Donner Press the Tab key to get to the Title field Select a title from the drop down list Sales Representative gt F If you have Dynamic Pages enabled you do not have to do anything to save your data If you see the save button in your Toolbar click it to save your information i l it will be flashing from green to red to remind you WiredContact Enterprise End User Guide Page 30 Modifying Contact Information To keep your contacts information current you can edit their existing record SS Sy aA Looku
76. n the Lookup Screen you can tell WCE just what record you are looking for based on searching for information in up to ten fields By using more than one field you can narrow your lookup of records easily You can easily narrow searches by placing a few letters in the input box for the field value Lookup AON Ena co Ogesi i Baeaea A Lookup Company z El Industry A F Or Lookup E ra a 4dd To Lookup L Last Name a a 4 State f a eE areon Leakiin T First Mame z Ez E mail Address l Phone z m ip Status f FF i E E Country E Keyword Search Construction Type Consulting Hrs Omit Selected Record Creator The Lookup view allows you to perform lookups on any field in the database your administrator may limit the number of fields available For each of the ten search fields on the Lookup view you can select different fields from your database to display to make it easy to search for records After each Lookup the search fields will stick so on your next lookup those fields will be in view Note Your system may list only the Primary fields in the Search field selection To request additional fields to be added to the list OR to request all of the fields from your database to display as search fields please contact your Administrator WiredContact Enterprise End User Guide Page 11 Lookup Ope
77. ne numbers in your database will be formatted using this code 3 Time zone offset your time zone relative to the server by using hours and hours For example if your server has a timestamp in the Eastern Time Zone and you are in the Pacific Time Zone your time zone offset is 3 4 You can designate the Start up page for your site when you log in Select from the drop down Start Page my contacts my record query recent contacts tasklist D Email signatures you can have up to 6 email signatures There will be more detailed instructions for adding email signatures in the Email section of this document Note Click the Save button al in the lower right hand corner of the User Settings Dialog window to save any changes you make WiredContact Enterprise End User Guide Page 10 Chapter 2 Lookups Introduction to Lookups The Lookup View allows you to easily access records in your database You can look up on any field in the database to find a specific record or records that match the values of your search To quickly find a record you type information relative to the record i e first name last name company etc in a Lookup text box and up will pop their contact screen If more than one contact fits the search criteria first name Joe or first name S and last name Smith WCE will find all those contacts and create a lookup of only those people The Lookup View O
78. o Using OR Logic Using OR logic will essentially lookup two separate groups of people at the same time For example you can lookup all of the contacts in NY or all of the contacts in NJ By using the OR function you can lookup both sets of contacts at once this works because a contact will fulfill one of the criteria or the other So to reiterate the point whether they are from NY or NJ they will show up in the lookup results Example Lookup all the contacts who live in NY or NJ Click the Lookup button on the Sidebar 2 Click the down arrow next to the first lookup box on the right side From the dropdown list select State 3 Click the outside the field or the dropdown arrow in the text box and select NY Click the down arrow next to the second lookup box on the right side From the dropdown list select State Click the outside the field or the dropdown arrow in the text box and select NJ 7 Puta check mark in the Or Lookup Box State Inv Or Lookup W Add To Lookup State In m Narrow Lookup Country ti 8 Click Lookup Now _teekueNew_ The list that is generated will show the contacts that are in NY and the contacts that are in NJ WiredContact Enterprise End User Guide Page 15 C E Barry Baker B Team Inc Schenectady NY C E Ron Baker 777 Contracting Paramus NJ Contractor L E Mitch Bayer Medidata Solutions S
79. o check up on his order of coffee beans 1 Click the Lookup button on the Sidebar 2 Inthe left column type Billin the First Name Tee era text box aS a EE 3 Type the Duffy in the Last Name text box First Name Bill Last Name Dume e 4 Click Lookup Now Open Bill Duffy s record by clicking on his name once if a Lookup Summary presents more than one Bill Duffy in the database 5 Click the Record History icon on the toolbar El colimh opod 6 The Record Unscheduled History window will appear Record Unsceduled Activity for Record Completed Activity Priority Timeless No 7 Fill in the information ate 10 6 2003 __ 12 17 eM Duration 39 TEE Results Completed 8 Click Record Record Wanted to check on his order of coffee beans Schedule For Chris Huffman vw Record Cancel WiredContact Enterprise End User Guide Page 38 9 A window will appear displaying that the History has been created in the database Click on the Close Now button 10 Click on the History tab to view the new History Editing and Deleting Histories Depending on the User Profile security of WiredContact you may have the security rights to edit and delete histories Contact your Systems Administrator for more information Edit History 1 Click on the History Tab fN Notes History JAttachments Activities Sales Opportunities Groups Letters User Fields Phone Home Alt Cont
80. ontains the Main Library and the bottom half contains your Personal Library Libraries Mo ibrary Current Location Main Library Sample Reports a 12 A ade lra i product Details My Monthly Sales To Date Summary html Chieries Click a folder with a to see its subfolders E contact Reports D sales Reports sell Sheets Technical Personal Library a z ma Your Personal Librar a Personal Library y oe SE 3 ues and folders Uer gS T D Reports testi doc Click to add new folder Click to add new document sales Reports WiredContact Enterprise End User Guide Page 80 2 Click on a folder in either the Main or Personal Libraries The list of documents it contains will appear 3 Click once on the file name to open it gt Current Location Main Library Library i o JobCircle_Success pdf WiredContact Comparison jpg WiredContact_CustomerQuotes pdf Ads D Queries Osa mple Reports ES Contact Reports D History Reports D Sales Reports D sell Sheets Technical Adding and Deleting Files and Folders in the Personal Library Note You can only add to and delete files from your own Personal Library Adding Folders To The Personal Library ee F AN f feiss esr os l 1 Click on the Libraries Icon on the Sidebar asi Your Personal Library appears on the bottom of the screen E 2 Click the New Folder Icon in the Personal Library Personal L
81. ou can also click on a date on one of the calendars that appear at the bottom of the dialog box 4 Click on the clock next to the Time field A list of all possible times appears 5 Select 10 00am by clicking on it once or use the point and click shortcut WiredContact Enterprise End User Guide Time Microsoft Internet Explo a A Select a Time Page 44 6 Enter a length of time in the Duration field or select duration from the bottom of the dialog box or click on the duration using the point and click shortcuts You can Select a Regarding from the drop down list 7 Type any details about the meeting like directions or the topics you would like to discuss 8 Fill out any other relevant information 9 Click the schedule button La Activities scheduled through the Contact detail screen appear on the Task List the Calendar and the Activities Tab of the contact Note If you have opened the activity scheduler in error or you Just changed your mind click the Cancel button Schedule An Activity From The Calendar Views Example Schedule a call with Andrew McGonigle for next Tuesday at 1 00pm 1 Open the Calendar View by clicking Calendar on the Sidebar The Calendar screen appears 2 Change views by clicking the Daily Weekly or Monthly view button Calendar E l GH j ii Showing calendar for Chris Huffman r November 2003 Calendar Icons October 2003 o gt
82. owser eee Help 1 Open Internet Explorer Delete Browsing History 2 Go to Tools gt Internet Options Pop up Blacker Phishing Filter Manage Add ons Windows Update Windows Messenger Diagnose Connection Problems Sun Java Console Internet Options 2 xi Security Privacy Content Connections Programs Advanced The Internet Options dialog box opens It is multi tabbed be sure you are on the amoo St l LS he Ge ner al T ab A You can change which page to use for your home page Address visapifredir dll prd ie amp pver 6ear msnhome Use Current Use Default Use Blank Temporary Internet files Pages you view on the Internet are stored in a special folder for quick viewing later 3 In the Temporary Internet Files Section click e the Settings button Delete Cookies Delete Files History l The History folder contains links to pages you ve visited for quick access to recently viewed pages Days to keep pages in history 20 H Clear History Colors Fonts Languages Accessibility OK Cancel 4 Under Check for newer versions of stored pages choose Every visit to the page WiredContact Enterprise End User Guide Page 3 Settings a 2 Check For newer versions of stored pages 5 Click OK Button amp Every time you stark Internet Explorer Automatically r Mever Temporary Internet Files Folder
83. p the contact whose information you wish to change Click in the field you would like to modify Type the new information Click the Save button Note If you input information on tabs you must use the save button on each tab Contact Information s Gs eh Company H Gourmet Gifts Contact Title Department Corporate 212 555 6756 Chris Huffman oi m Lai i Phone Fax 212 5559 7750 Salutation Chris ID Status Ticker Owner URL www chgourmetgift Pager Home Phone 516 555 4608 A Hf E City State NY be Country United States we EMail chris chgourmetgifts com fast Mesut SS Home Address 1 Home Address 2 Home City Home State Home Country 1993 Broadhollow Rd Melville ny Home zip 11747_ United States There are Save icons on the User Fields Phone Home Alt Contacts and Status Tabs You must click the flashing Save icon for the changes to be recorded ONLY if you do not have Dynamic Pages enabled If you don t have the rights to update a contact there is a red message You do not have permission to update this contact WiredContact Enterprise End User Guide Page 31 Associating Contacts If contacts have a relationship with one another you might want to link them together you can do this by using the Association feature If there is a sales associate at your company you can associate each contact with the sales associate s record to quickly see w
84. pen Close Forecast Close Product Type Units Price Amount Sales Stage 12 26 2007 Services Full Service 1 35000 35000 65 Solution Developmer a Ww 6 14 2007 6 29 2007 Specialty Chocolate Delivery 100 250 25000 100 Closed Won wf 742672008 7 26 2006 Software Download 450 z200 i 50 Lost N otes H istor User Fields Phone H ome Emails Attachments Activities Sales Opportunities Groups Company Letters WiredContact Enterprise End User Guide Page 55 2 Click the Open Sale Icon to the right of an opportunity This opens the Sales Opportunity 3 Make any modifications necessary A Click Update Sale Update Sale WiredContact Enterprise End User Guide Page 56 Chapter 9 Queries Introduction to Queries In addition to the lookups addressed in an earlier section WiredContact also enables you to perform what are called Queries Queries are a more advanced form of lookup you essentially ask the database a question and the program looks through the contacts to see if any of them fit the set of criteria you have created Queries are often more complex than regular lookups because they include criteria that might be a little more obscure For example by using the query function you can search the database for all of the customers named Chris with a birthday in May This example may not be useful to you but just imagine the possibilities that queries present Creating a new query is often ca
85. portunity Sales Stage Initial Contact OR Sales Stage New Opportunity Input this in the Select criteria Criteria section Not BA Sales Stage Initial Communication O And or The boss prefers that these reports be sorted by company name in alphabetical order Sort by 6 Select the Show pei a Summary on this field Decending L Contact Fields iar summary on this fiela no OX Bir Summary on this field 7 Select Company from the dropdown list 8 Click Request Report Request Report Report time October 7 2003 1 31 PM Where Creation Date is After 9 1 2003 and Before 10 1 2003 Sorting Criteria Sort On Status Type Product Scoping Criteria Where Sales Stage INITIAL COMMUNICATION or Sales Stage NEW OPPORTUNITY Contact Sales Rep Status Sales Stage Product Type Close Date Create Date Probability Amount Forecast Brian David Chris Huffman Sales Opportunity Initial Communication Balloon Bouguet Delivery 9 23 2003 17 2003 100 18 00 18 00 Brian David Chris Huffman Sales Opportunity Initial Communication Gift Basket Delivery 10 6 2003 9 30 2003 100 35 00 35 00 WiredContact Enterprise End User Guide Page 92 Saving Your Custom Reports with a New Name When you create and run a report a copy gets saved into your personal library In order to keep these reports organized it s a good idea to name them appropriately Example Naming the Initial Contact and New Opportunity report we created in
86. rators There are several operators in the Lookup View to help you search for the record s that you need e starts with Lookup gorans w Last Name vi i HE e equals e ends with 3 Create Date i e gt greater than or equal 9 KE e lt less than or equal You will notice that after each field there is a sign When you click this button if the field you are searching for contains dropdown values a list will appear This means that you can perform lookups based on fields that have dropdown values without having to type that value in Once the dropdown list appears you can start typing the value you are looking for and the item will be highlighted in the list You can use your up and down arrows to the select the item you want then click Enter to have that value added as your search value ID Status Dropdown Help ID Status Win Slee P State __ 3 Country t W If the field you are searching has a dropdown list it will display in the popup You can select the item or simply start typing to make your selection then click enter to automatically add that value to your search field O AS 4 4 4 ID Status Broker Candidate Clrent Com ag Developer Director Distributor Distributor 7 Franchisee Friend Hot Prospect Investor Landscaper Manufacturer Media Rep WiredContact Enterprise End User Guide Page 12 Performing Lookup
87. rd With her contact record open click on the Email Tab Notes History Attachments Activities v ales Opportunities Groups Letters Iser Fields 4 Inthe Email Tab click on the on the E mail Folder 5 Select Meeting Follow up template by clicking on it once WiredContact generates the e mail including Danielle s e mail address the subject of the e mail and the body of the e mail based on the template Send EMail to Danielle Middlebury The Sewing Room To dmiddlebury thesewingroomi4 com i BCC HTML Template Subject Meeting Follow up with Danielle Middlebury Dear Danielle It was a pleasure meeting with you today We look forward to working with The Sewing Room Should you have any questions or if I can be of further service please feel free to call me at 212 555 6756 Sincerely 6 Review the e mail and make any changes Add attachments if necessary 7 Click the Send Message button Send Message E mails sent in WCE are automatically recorded to History Go to the contact s History tab to review the e mail Attachments will automatically be sent to the Attachments Tab go there to review Note Some templates may pre define the Recipients subject line html letterhead message and attachments WiredContact Enterprise End User Guide Page 66 Sending E Mail To A Group Or Lookup Broadcast E Mail For free form e mail create an e mail on the fly While on the Contact Scr
88. s Example Find everyone in the database named Chris 1 If you are not already on the Lookup Screen click the Lookup button on the Sidebar Click the down arrow next to a Search field Lookup Select First Name from the list Company al E o f First Mame pit E Chris t Click in the text box next the first Name Home eur Home Address 1 Home Address Home City Type Chris 6 Select the operator for starts with This will search records starting with Chris in the first 5 letters of the person s name including Christopher Christina etc To narrow your search you can change the operator to so only records with first name Chris will appear Click the Lookup Now button __tookup Now The number of records that meet your search are indicated in the lower left hand corner of the Lookup results The Lookup Results display all the contacts in the database whose first name starts with Chris Lookup Results Contact Company City Phone i ID Status Chris Huffman CH Gormet Imports Hatboro 215 555 1574 Customer Chris Kalisch el SZ Marketing Solutions Elk River 212 855 9632 Prospect 4 E e le Christopher Montgomery Insurance Company Inc San Diego 215 555 2433 Customer Christopher Moore Il Net Solutions Philadelphia 801 456 5588 Director E e Chris Richardson e Machine Tool Capital Indianapolis 561 878 8877 Vendor Chris Walters Sonitrol Alarm Company Atlanta 31
89. s maile 3 Click on the Letters Folder 4 Select a folder to open by clicking on it once Letter Templates Demo Letters Consulting Letter Envelope Ei Ea E EE Mail Merge Example Simple Mail Merge Example Cc Bruno To see the demo letters click the Demo Letters folder to open All of the available letter templates will be displayed at the right 5 Select the Demo Thank You letter by clicking on it once X3 will create your letter using your My Record information for the closing and the You can change this text by clicking inside contact s information for the address and aaa the box and typing letter body Dylan Nguyen Bechtel Corp 5550 South West Corner St Fremont AZ 85022 Dear Dylan Mi 6 If you Wou Id like to change info rm ation It was a pleasure meeting with all of you today It sounds like WiredContact and UnwiredC i an ideal solution to help your team work more closely together and share information remo in the business add ress or SIQ natu re witnessed WiredContact has similar functionality to ACT with easy navigation allowing us quickly simply click in the box and modify it Please feel free to test drive WiredContact with our Interactive Demo at www_wiredcontact Regards Some templates may not give you the eris Huffman ability the change the text of the message Other templates may have a window for you to alter the text WiredContact Enterprise End User Gui
90. s Lookups You can recall previous Lookups by going clicking on the numbers in the upper right corner of the Lookup tool bar 1 Place your cursor over the number to display the search values of your previous lookup Previous 1 2 3 IO Status Customer 2 Click on the 1 3 Your previous Lookup will display in the Lookup Results Other Pre defined Lookups On the Lookup Toolbar there are icons that represent Lookups so you can easily access records By clicking once on an icon provided you can lookup the records where you are assigned the record manager access your My Record and records that have recently been added to the database eed x ae ee imei FON gt 7 Gi cla Odas GaBRAa ALa ld MY CONTACTS all the records where the Record Manager is assigned to the logged in user 5 RECENT CONTACTS all contacts that have been added or contact fields that have updated in the database for the past 10 days displayed in descending date order this number can be modified contact your administrator Si MY RECORD this icon brings you to your My Record It is important to make sure all the information from My Record is correct as it is used for mail merged documents and email You can also modify User settings from your My Record Navigating the Lookup Results When you perform a Lookup WCE will display the Lookup results of all of the records t
91. s determined that your data is Delimited x If this is correct choose Next or choose the data type that best describes your data A Text Import Wizard appears Original data type a Choose the file type that best describes your data Delimited Characters such as commas or tabs separate each field C Fixed width Fields are aligned in columns with spaces between each field Start import at row 1 24 File origin Windows ANSI Y Preview of file C Documents and Settings EWA Desktop ProspectsExport txt 4 Delimited is already selected for ee 4 you SO just click Next Black Forest Baking Kristi Elmendorf Grafenburger Allee 15 7 s CPQT Dr Deiter Brock FLC Lane Suite 2K Box 43 At Interactive Chris Fierros 3045 N Gainey NY 1 International Safari Vivian Grace 486 Safari Dr P 0 Boj ae 2 Cancel Bac Finish WiredContact Enterprise End User Guide Page 95 5 In the Delimiters Section select Comma 6 Click Finish Excel opens the file 7 Click File select Save As 8 Give the file a name and Save it 10 Text Import Wizard Step 2 of 3 This screen lets you set the delimiters your data contains You can see how your textis affected in the preview below Delimiters Tab Semicolon Space Other i Data preview Clleen McCarthy Ble Fest Baking risti Elmendort E OT r Deiter
92. s without prior written authorization of Practical Sales Tools and its licensors if any Printed in the United States of America January 2008 CONTACTING US Practical Sales Tools Inc 1301 Skippack Pike Suite 7A 210 Blue Bell PA 19422 Web site www wiredcontact com Info info wiredcontact com Support support wiredcontact com Sales 888 433 2891 or 215 641 8585 Fax 215 565 2711 Table of Contents Introduction to WiredContact Enterprise WCE WiredContact Enterprise Overview Setting Up Your Browser for WiredContact Chapter 1 Logging In Accessing Your Database The WiredContact Enterprise Views The Lookup Screen Dynamic Pages Active Lists Chapter 2 Lookups Introduction to Lookups The Lookup View Performing Lookups Lookups Using AND OR Logic Using AND Logic Using OR Logic Performing Narrow Lookup Searches Performing Add to Lookup Searches Keyword Search Lookup All Recalling Previous Lookups Other Pre defined Lookups Navigating the Lookup Results Changing the Display of the Lookup Results Printing Lookup Results Tagging to Refine Your Search Modifying Records in the Lookup Results Display Going to a Record Chapter 3 Navigation WiredContact Enterprise Toolbar Tabs Chapter 4 Contact Records Creating A New Contact Adding Contacts With Similar Information Modifying Contact Information Associating Contacts Deleting a Contact N N NO GC WO Chapter 5 Notes and His
93. se Contact Reports e Current Contact e Current Lookup WiredContact Enterprise End User Guide Page 84 Activity Reports e Recent Activities History Reports e History Summary Past Month e Today s History Everyone Time Line Reports e Activity Report e This Week Activity e Last Week Activity The Reports Screen Sales Reports Contact Reports Activity Reports oan S This Month 3 cal Sal ey fe aie Report This Month Summary WIZARD Past Forecast Clos Recent Activities Current Contact Current Lookup Activity Report Another Report Click on a report name Click on a Report Wizard to to run a pre defined construct your own report History Reports History Summary Past Mon Running A Predefined Report When running a report there are two basic things to keep in mind who needs to be included and what report best fits the information you want to display For our example the who will be the Customers in the database Once we have looked up our Customers the most appropriate report will be a Contact Report on the Current Lookup Example Your boss wants to see a write up on all of the Customers in your database The report should include all of their basic information like address D Status notes you have on them sales opps etc Step 1 Find the Contacts for the report 1 Click the Lookup button on the Sidebar WiredContact Enterprise End User Guide Page 8
94. ski in the Contact field Press the Tab key to move to the Title field Type V in the Title field oO eu N Vice President of Productions appears This happens because it is the first title in the drop down list that starts with V 7 To view the entire list click the 1 that appears in the Title Field or click the Title Wice President of Product Ma Department Marketing Manager a To select a title from Music and Lighting Coordinator ple sa icin Wiens the list just click on Eo Office Manager it Use the scroll bar a Operations Manager ggg Owner o to see all of the wner Operator i i o pane available options PR Director President Presid ent CEO Ticker WiredContact Enterprise End User Guide Page 29 Tab to the next field Continue until all of the desired fields are filled 10 If you have Dynamic Pages enabled you do not have to do anything to save your data If you see the save button in your Toolbar click it to save your information E it will be flashing from green to red to remind you If you input information on tabs you must use the Save Button on each tab You have the ability to make fields mandatory WiredContact will identify duplicate contacts upon input Field definitions can be customized to allow multiple values to be selected from a dropdown list Adding Contacts With Similar Information There are times when you will need to add more than one perso
95. ss and phone number WiredContact can be customized to allow more fields to be duplicated Directions Gives you directions to the current contact s address from the address listed on your My Record Maps Gives you a map of the current contact s address Merge Contacts Allows you to merge two contact s activities notes history and sales opportunity information Print Will print the current contact s information including the notes history activities and sales opportunities can be modified to include more fields WiredContact Enterprise End User Guide Page 27 Tabs The lower half of the Contact Screen contains several tabs By clicking each tab more information is displayed about the Current Contact EJ m a dip Contact Information a rren a EEUN ADEE ea a psa ae pa ae ag PEO Nm ae ny fina Sita ee CM ed a Ea OO Cat SRT Le gc f cere feng zE gt gt 4 3 ots tae PA X TE YGE Ay Che meh e A z i D gt k y id a a 5 a Lae f i w E i Next gt gt pees See X W O A H i poa a a SE EA i eS Y C i NI N a th a AS os a ie je J S 2 Be je apres ome marcas Contact ae tiie Gnd Ss Department Sales __ _ City T Phone Ext State Zip tend Fax Country ee ae 1D status tee Ticker URL www chgourmetgift Sle EEE e Once you click on a tab the relevant information appears here No
96. st of potential label templates followed by html CompleteContact html ContactActivity html ContactExport html ContactLabels html 4 Make the criteria be Company CH Gourmet Gifts Select criteria Not Company CH Gourmet Gifts If you click the next to the free text field a box listing all of the companies in the database appears 5 Name the report Holiday _card html Request Report Holiday_card html 6 Select the label number you want to printing to start on 72 with Label es WiredContact Enterprise End User Guide Page 97 Request Report Click Request Report Wait for WiredContact to generate the report Your report appears and Wired prompts you to change your Page Setup to print properly You may want to make a note of the suggested margins Click OK on the prompt CH Gourmet Gifts CH Gourmet Gifts Ernst Anderson 13 East 54th St 13 East 54th St CH Gourmet Gifts New York NY 10034 New York NY 10034 552 Everett Ave Palo Alto CA 94303 Cecil Carter Jane Chan Chris Huffman CH Gourmet Gifts CH Gourmet Gifts CH Gourmet Gifts 13 East 54th St 13 East 54th 5t 13 East 54th St New York NY 10034 New York NY 10034 New York NY 10034 Microsoft Internet Explorer Allison Mikola CH Gourmet Gifts 13 East 54th St New York NY 10034 Jonathan Sommer Sarah Whiting CH Gourmet Gifts CH Gourmet Gifts 13 East 54th St 13 East 54th St New York NY 10034 New York NY 10034
97. te Delete a Note 1 Click on the Notes Tab Histor Attachments Activities 5 ales O pportunities Groups Letters User Fields Phone Home Alt Contacts Status Library Y J 2 Click on the to the right of the Regarding 6 If you do not have the security rights to delete the note there will be no to click On Big Chuck Diners Bill Duffy Note Information Created By Date Regarding El Vika Dempsey 6 16 2003 10 06 AM add notes El Vika Dempsey 10 29 2002 2 21 PM time to check on nut order for christmas El Vika Dempsey 10 5 2001 1 17 PM another note here Add more notes El Vika Dempsey 10 5 2001 1 16 PM is Very interested in doing business with us El Vika Dempsey 10 5 2001 7 33 AM wery Interested in working with us e Robin Henry 8 22 2001 11 15 AM test for Ron Notes History Attachments Activities Sales Opportunities Groups l Letters User Fields l Phone Home Alt Contacts Status Library A dialogue box will appear confirming that you want to delete the note 3 Click OK or cancel Note Once a note is deleted from the database it cannot be recovered WiredContact Enterprise End User Guide Page 36 Viewing the History for a Contact 1 Lookup the contact 2 With the contact open click the History Tab at the bottom of the window Notes _ Attachments Activities Sales O pportunities Groups Letters User Fields Phone Home Alt Contacts Status Library D
98. te H sta f ichmet ts Ac tivities H ales Jpop prtu i i roul S Le gt s Fie i Pt onez p Al ontact S atus Lib ar 5 5 1eS UpPport r none hatna UE RGLto ina Jay Notes Tab Displays notes that have been written about the current contact Depending on your security rights you may be able to write edit and or delete contact notes History Tab Displays activities that have been marked as completed cleared activities In some cases it will also display field change information Attachments Tab Displays files that have been attached to the current contact Activities Tab Displays the activities calls meetings and to dos for the current contact that have not yet been marked as complete You can clear and reschedule activities from this view Sales Opportunities Tab Displays sales and opportunities that are associated with this contact You can create and modify sales and opportunities from this tab Groups Tab This tab will display the groups that the current contact is a member of A contact can be assigned to a group from this tab Letters Tab Contains letter and Email templates to use Click on a template to perform a mail merge for the current contact User Fields Tab Displays 10 user fields to track information on the current contact These fields can be customized Contact your Administrator to modify these fields Phone Home Tab Shows personal information about the current contact Alt Contact
99. ted contacts Note later in the Groups section we will review the Add Lookup To Group feature that is available by using this icon that appears at the end of the Lookup Results 48 WiredContact Enterprise End User Guide Page 21 Modifying Records in the Lookup Results Display If you have Dynamic Pages enabled you can update records in the Lookup Results list by simply placing your cursor in the field to update it A dotted blue line will appear indicating that you can edit that field Changes made to the list are saved to the database automatically N S Lookup Results N S Contact a Company City M El Chris Kalisch B YZ Marketing Systems _ Elk River Christopher Montgomery Insurance Company Inc San Diego Christopher Moore I Net Solutions Philadelphia chris Richardson Machine Tool Capital Indianapolis chris Walters E Sonitrol Alarm Company Atlanta 1 Put your cursor in a Company field for a record Notice the blue dotted line appears 2 Change the company name The company name has been changed Lookup Results Contact Company City M E chris Kalisch e xyz Marketing Solutions Elk River Note If the blue dotted line does not appear in the field when you try to modify it that means you do not have permission to edit that field 3 If you are updating a field with a drop down list a sign will appear oe Taa so you can select an item from the
100. the previous section Sept _OctChris The Reports screen appears separated into several boxes Each box represents a different report type on the left of each box is a Report Wizard button 1 Click on the Report Icon on the Sidebar Sales Reports This Month his Month Summary 2 Click the Sales Report Wizard button Past Forecast Close 3 Set the criteria for the report Follow through step 5 in the previous section 4 Before clicking Request Report change the name in the text box to Sept _OctChris Request Report Sept_OctChris html Request Report 5 Click Request Report WiredContact Enterprise End User Guide Page 93 Exporting Contact Data By using the Contact Reports Wizard you can take a block of data and save it into a text file Once it s been saved in this format you can open it in Excel or even use Word s mail merge feature to create labels for printing In this exercise we will first export data into a text file save it and then open it in Excel to view it Example You need an Excel spreadsheet with the contact information for everyone in the Prospects Group Exporting Data and Creating a Text File E 1 Click on the Report Icon on the Sidebar Contact Reports Current Contact 2 Click on the Contact Report Wizard urrent Lookup 3 Inthe Contact Report Wizard Select the ContactExport htm report template Contact Report Wizard ContactExport html By us
101. the only user appearing on the report is you Make sure your name is the only one in the right side box under Selected Select a template ListHistery html Select users Select from Allison Mikola Melissa Pearce Selected Chris Huffman To move users click once on the name and then use the appropriate arrow buttons in the middle 4 Select the History Type that should be included on the report The only History type that should appear on this report is Completed Calls By default all of the History types are going to appear on the report you must remove all but Completed Calls from the right side box 5 Select each History type by clicking once on it then use the left pointing arrow 1 to move it to the left side box 6 Define a Date Range that the report should span Select history type Select from Update Contact Update Activity To Do Not Done To Do Erased Selected Call Completed iil Tip By holding down the Crtl key you can select multiple items Once you have all but the Calls Completed selected use the left pointing arrow to This report should only show Completed Calls recorded in the last three months Select Recorded Date from the dropdown 7 Click on the Calendar icon next to the first text box and select a date three months ago 8 Click on the Calendar icon next to the second text box and choose today s date Select a date range
102. them to make sure it is what you want WiredContact Enterprise End User Guide Page 5 10 In the Prepared dialogue that appears over the letter click the Print button Prepared Your letter ig now ready to be printed After printing has The letters will be printed to your default printer ene Se Note Be sure to delete the header and footer from the page before printing In your browser go to File gt Page Setup and delete the Header and Footer URL s WiredContact Enterprise End User Guide Page 76 Create a Letter Template You can create your own letter templates to send to multiple contacts or a group much like a mail merge from the Letters Tab Example Due to the Tax Free Week in New York we are having a coinciding sale on all of our services you would like to send a Special Sale letter to all of your contacts in New York 1 Lookup contacts from New York and open a contact record 2 With a contact record open click on the Letters Tab Notes History Attachments Activities S ales OU pportunities Group Letters maile The Letters Tab will open 3 Click on the Letters Templates Letter Templates Folder Saas ee ES Bias All of the available letter templates My Letter Templates will be displayed 4 Select the Blank Letter Template by clicking on it once X3 will create your letter using your My Record information for the closing and the current contact s informat
103. ton 2 Click the History Report Wizard button History Summary Past Month The History Report Wizard appears Select a template ListHistory html Select users Select from Selected _ Allison Mikola Chris Huffman Which users should Melissa Pearce rl be included on the report 4 4 Select history type What type of select from Selected R information should By attachment aI Call Attempted appear on the report E coll Completed Call Erased What time frame should lM Closed Won Sale be shown on the report Delete Activity Select a date range f is between Beland a8 Like a Query you can Select criteria use contact and Ejner hir a a CE Oma Oor system fields to define Talno r hir gii E Bil Oad Oo which contacts should n oe E m al E Ca Oo be included Ser as IM NotI Bir Sl a B Sort by How the info should be ie 7 E Summary on this field no Decending L sorted ir i z Summary on this field no Limit To Group E l 7 E Indicate if you only want the report to be run on a Limit To Lookup L particular group or lookup Click to Run Report Request Report WiredContact Enterprise End User Guide Page 87 3 Select the users to be included on the report Your boss only wants your calls included
104. toolbar Insert Merge Fields When you want to add a field make sure the cursor in is the place you would http 206 105 13 120 Insert Merge Insert Merge Field sermielids Page 78 If you would like to add information from your My Record check the User Fields box and then select the field to insert This will merge your personal and company information into the template User fields will appear on the template this way userfield field Contact Fields you have added to the template will appear as field field 13 Click the Save button on the toolbar mj The Save As dialogue appears this will save your template into your Personal Library 14 If Jou have multiple letter template http 206 105 13 120 WiredContact E a x folders within your Personal Library you can select one Save to My Letter Templates 15 If necessary create a New Folder to place this in Select a folder below My Letter Templates Dsruno 16 Name the template Spring Sale inthe ar Save As field do not change the ES ICES extension htm Save As 5pring Salelhtm Display Name Blank Letter Template a 17 Type a Display Name Save 18 Click Save Your original letter screen will return with the Fdit Mode contact fields merged in Make any changes if needed select how to save this document and then click the Press to Prepare button In the
105. tory Viewing the Notes for a Contact Adding Notes Edit a Note Delete a Note Viewing the History for a Contact Filter History Items Adding a History Editing and Deleting Histories Delete a History Chapter 6 Attachments Viewing Attachments Access an Attached File Delete an Attachment Chapter 7 Activities Activities Overview Schedule An Activity From The Contact Screen Schedule An Activity From The Calendar Views Working in the Monthly Calendar Viewing Selected Users Working in the Task List View Viewing Tasks Rescheduling Activities From The Task List Sorting the Task List Lookup Task List Print the Task List Chapter 8 Sales Opportunities Sales Opportunities Overview Creating a New Sales Opportunity Modify an Existing Sales Opportunity Chapter 9 Queries Introduction to Queries Basics Behind Querying Performing a Query The Query Screen Chapter 10 Groups 34 34 34 35 36 37 37 38 39 40 41 41 42 42 43 43 43 45 46 46 48 48 50 50 51 53 54 54 54 55 57 57 57 58 58 60 Introduction to Groups Creating A New Group Populating a Group Add a Single Contact to a Group Chapter 11 Communicating with Others Creating an E Mail Message Writing A Free Form E Mail Adding an Attachment to an E mail Creating An E Mail From A Template Sending E Mail To A Group Or Lookup Broadcast E Mail Broadcast Mail Merge Template E Mails Create an Email Template Verify the Ema
106. ut clicking a save icon Plus there s an Undo button that stores up to 100 entries in case you need to recall an older field value e Depending upon your security rights you may only see a subset of the records in the database Your Company has the ability to define the records a user or team can access based on custom variables WiredContact Enterprise End User Guide Page 1 e Some of your views may look different than other users since WCE allows the administrator to designate field level security This means that for each user tabs and fields can be assigned as read only or no access at all Also different layouts may be deployed for different users e Some features are permission based and would need to be enabled by the Administrator Some of these features include broadcast email edit replace capabilities importing files running reports and deleting records e Managing activities within WCE is made easy with numerous sort and filters not to mention the ability to manage other date related information from other tables on the task list and graphical calendar e WCE has strong communications capabilities You can create pre defined mail merge graphically rich HTML emails to broadcast and letters to automatically record to history e There are powerful interactive reporting tools with numerous scoping and filtering options for on the fly custom reporting along with standard reports and the ability to export to Excel
107. w columns selected Save Printing Lookup Results You can print the Lookup display list in user friendly text by clicking the Print icon J iamai It will print all of the items in the Lookup not just the ones on the first page WiredContact Enterprise End User Guide Page 20 Tagging to Refine Your Search Once you have performed a lookup you can refine your search by selecting contacts within the contact summary and choosing to Lookup or Omit the tagged items The Lookup Selected button appears at the bottom of the Lookup Results screen and is directly related to the checkboxes that appear to the left of each entry 1 Check the desired boxes and click the Lookup Selected option A new lookup has been created with just the selected records The Omit Selected button appears at the bottom of the Lookup Results screen and is also directly related to the checkboxes that appear to the left of each entry 2 Check the desired boxes and click the Omit Selected option A new lookup has been created removing previous records from the list Lookup Results Select contacts with check Company CH Garmet Imports srz Marketing Systems boxes hristopher Montgomery Insurance Company Inc hristopher Moore I Wet Solutions hris Richardson Machine Tool Capital F m C g m hris Walters Sonitrol Alarm Company Showing 1 6 of 6 mb tae Lookup selected amit Selected Choose to Lookup or Omit the selec
108. you can modify your settings E WiredContact Enterprise User Settings Hicrosolt Internet Explorer WiredContact Enterprise User Settings Dialog PIN is an additional layer of security Up to 12 characters Can be reset by your administrator Used to access this dialog PIN UserID Vika Dempsey Active Edit On Active Edit off Password Confirm Password Active List Edit i it it Country Code 1 Click to Show Edit Always Show Edit Timezone Offsett Start Page lockup Email Signature 1 Email Signature 7 p Email Signature 3 Signature 4 Email Signature 5 Email Signature 6 Import Text Data Import Data from Database A You can create a PIN up to 12 characters for an extra layer of security so you are the only one other than the administrator who can change your User Settings This feature is optional and is not a requirement B The default setting is that the Active Edit is on This lets you edit fields in lists and update information on the web forms without clicking the save icon If you do not want to use Active Edits even if your site is enabled for it you have the option of turning this feature off by clicking Active Edit Off radio button C Other User options you can change 1 password amp password confirmation WiredContact Enterprise End User Guide Page 9 2 country code type in your country code here if it is not already displayed the pho

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