: ContactManager Support

Web Support : ContactManager

What is ContactManager™?

AcuWeb ContactManager provides you with the e-tools you need to collect and manage prospect/client information and communicate with them on a regular basis. Using ContactManager you can build an e-mail database, organize those contacts, and send mass e-mail communications to them in just a few easy steps.

How Do I Access ContactManager?

1. To administer ContactManager log into your AcuWeb Updater™ account by going to your web address and adding /admin after it
   (for example: http://www.yourwebsite.com/admin).
2. Log in using the username and password provided to you by Acuity Marketing Communications.
3. Once logged in, go to the “Jump To…” menu and scroll down till you find “ContactManager” and select it. You will see a screen similar to the one below:

What Can I Do in ContactManager™?

Once logged in, you can do the following:

• View/Edit Contact Information
• Add New Contacts
• Search Contacts
• Import Contact Information
• Exporting Your Contacts to Another Program
• E-mail Contacts
• Add/Delete Keygroups
• Delete/Hide Contacts

View/Edit Contact Information

1. To view or edit contact information in the ContactManager database, simply click on the name of the person you wish to view/edit.
   
2. A pop-up box will appear.
3. On this page, you may view or type over the existing information.
4. To save your changes, click on the "Save" button at the bottom of the page.

Add New Contacts

There are three (3) ways new contacts can be added to your ContactManager database: 1.) Key in new contact info, 2.) Auto-record submitted data from web forms, and 3.) Batch-add existing contact lists.

Use this feature to add an individual contact into your database.

1. To add a new contact to your ContactManager database, click the "New Record" button at the top of the ContactManager list view.
2. A pop-up box will appear.
3. Type (or copy/paste) your information into the appropriate fields.
4. When finished, click the "Save" button at the bottom of the page to save your changes.

Search Contacts

Searching for contacts can help narrow down a specific group of users and make exporting information more specific.

1. To search for a contact, click on the "Admin Tools" button at the top of the page. A pop-up box will appear.
   
2. Under the Admin Tools section, you may search for a contact by:
• Name (First, Last)
• Last Name Letter
• Organization
• City, State, or Zip
• Gender
• Keyword
• Date Range
• Keygroup
• Sort by State or Organization
3. When finished, click the "Start Search" button.
4. Your results will show in your browser window.

Import Contact Information

If you are a new customer or an existing customer adding the ContactManager, you can bulk load pre-existing contact information into it by following the directions below:

1. Download and save the ContactManager template in Excel or text format (Right-click and choose "Save Link As") to your computer hard drive. The template includes one row of sample data as guidance.
2. Fill in the template with your contact information and save it (see notes below).
   • Do not rename column headings.
   • Do not remove columns.
   • Do not hide columns.
3. Return the template via e-mail attachment to your designated contact at Acuity Marketing Communications.

Note: Any files submitted to us which are not in conformance with this protocol will either (a) be returned to you for clean-up prior to our accepting them for upload, or (b) we will be happy to make the necessary corrections to improperly-formatted files at our customary hourly rate.

Exporting Contact Information

To export your contacts, follow the steps below.

1. To export a more specific set of information, search your contacts till you have the results page. If you wish to export your entire database, skip the step 3.
2. On the results page, click on the "Export Search Results" button. A pop-up window will appear.
   
   


3. We suggest clicking the "Select All" button to ensure you have ALL fields you need exported.
4. When finished, click the "Submit" button.
5. Your TSV file will be generated and you can have the option to save it or open it. Save it to your computer desktop.

To import your contacts into a Spreadsheet Program

To export your contacts into another program such as Microsoft Excel, you will need to follow several steps.

1. Open up your spreadsheet program (i.e. Microsoft Excel).
2. Go to "File" and "Open" and locate where you saved your TSV file. Highlight the file name.
3. Choose the "Files of Type" as "All Files" and click the "Open" button.
4. A Text Import Wizard will pop up with three steps you must follow.
   
   STEP 1: Choose "Delimited" and press the "Next" button.
   
   
   
   STEP 2: Check the "Tab" under delimiters. Press the "Next" button.
   
   
   
   STEP 3: Column data format should be set to "General." Press the "Finish" button.
   
   


5. Be sure to "Save As" an .xls file (MS Excel format) before exiting your spreadsheet program.

E-mail Contacts

ContactManager includes everything you need to send an e-mail to any group in your database of individual records. You can send to the entire database or filter your results through the search tools provided in the e-mail to Group view.

ContactManager provides two ways to help you communicate via e-mail with the audience you are trying to reach.

1. The first way is to use the Admin Tools to conduct a custom search and then use the e-mail to Search Results. Once selected, e-mail to Search Results will provide you with the same e-mail to Group view and you can complete and send your communication by following the instructions below.
2. The second way to communicate to your database contacts via e-mail is to send a message directly from the e-mail to Group view.

E-mail to Search Results

To send out an e-mail to a specific group of people you have searched for, follow the steps about searching for contacts before continuing the e-mail to search results section.

1. Once you have searched and have the results page, click on the "Email to Search Results" button at the top of your page. A pop-up box will appear. "E-mail to Search Results" will provide you with the same "Email to Group" view.
   
2. Select any keygroups you have for your e-mail. If no keygroup boxes are checked, the e-mail will be sent to the entire database of individual contacts.
3. Enter the e-mail address that will appear in the "From" area of the e-mail that your contacts will receive. "Reply To" is a required field.
4. For the subject, this is the text that will appear in the subject line of the e-mail that your contacts receive.
5. The Message Body is the body area of your e-mail. You can add HTML links and simple formatting in this area, but for security reasons, is information will area appears in the body of your e-mail (See note below). For instructions on adding basic HTML commands, refer to Acuity Marketing Communications HTML Help.
6. "Save this letter" - Check this box if you’d like to save the message you are about to send. You can reuse this e-mail message again or select it and make minor edits before sending it.
7. When finished, click the "Send Message!" button to send your e-mail.

E-mail to Group

1. In the Updater "Jump to..." menu, click on "Email Group" under the ContactManager heading.
2. On the next screen, follow the steps above (Email to Search Results) to complete the "Email to Group" page.
3. When finished, click the "Send Message!" button to send your e-mail.

NOTE: To eliminate security risks on both the sending and receiving sides of these communications, e-mails sent through ContactManager are currently text e-mails as opposed to HTML e-mails. As a result, minor HTML, such as adding links, and bolding, italicizing, and underlining text can be performed, but images and advanced formatting are not possible.

Add/Delete Keygroups

Keygroups is a way to organize people into specific groups for better organization.

You can add keygroups and you can also delete keygroups. To access your keygroup information, click on the "Admin Tools" button at the top of the page. A pop-up box will appear.

Scroll down till you get to the Keygroup section.

Add Keygroup

Once a keygroup is added, you can assign individual records to the keygroups in the Edit Contacts view, by checking the keygroup checkboxes. For example, you may wish to have a group of consumers and a group of business associates, thus enabling you to sort these groups quickly and easily and send them customized messages.

1. To add a keygroup, type the keygroup in the "Add Keygroups" box. Separate each keygroup by having one keygroup per line.
2. When finished, click on the "Add Groups!" button.

Delete Keygroup

Should you determine that a keygroup is no longer necessary or needs to be changed, you can delete that keygroup listing by simply clicking one of the checkbox.

1. To delete a keygroup, click on the box to the left of each keygroup you wish to delete.
2. When finished, click on the "Delete Groups!" button.

Note: Deleting keygroups only deletes the keygroup category. It does not delete any individual records associated with that keygroup.

Delete/Hide Contacts

If you wish to delete a contact for the database, simply check the "Delete" box next to the name of the person and then click the "Save Changes" button at the top of the page.

By checking the "Hide" checkbox, you can keep individual records in your database and even assign them to keygroups, but e-mails will not be sent to these individuals. Again, to save these changes, you must click the "Save Changes" button at the top or bottom of the page.

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Note: All AcuWeb™ tools may vary in appearance and functionality due to client customization. If you are unable to find what you are looking for within these documents, please contact Acuity Marketing Communications Customer Support via e-mail or call 615.591.7025 extension 209.