The Direct Mail Manager operates as a separate database that you can hold mail records in. Since direct mail usually involves contacting a large number of potential leads with a low rate of return, you would not want to create contacts for every mailer you send out. Instead, you can hold the records in a separate database and convert the records into a contact on demand.
If you do not find the Search Mail Records link available on the Contacts tab of your CRM, please contact Setup@debtpaypro.com to have the Direct Mail Manager activated. There is no additional fee for this functionality.
Setting up the Direct Mail Manager
1. Configuring the Upload File
Before starting the upload process, lets review the file that you will be uploading into the Direct Mail Manager. Your Excel spreadsheet must be in the .CSV format (Comma Delimited) or the system will not be able to read the data. A CSV file is essentially a plain text or "unformatted" Excel spreadsheet that the CRM is able to pull data records from.
Next you will want to make sure the file has a header row. The following are some requirements and best practices for the header row:
- No Duplicate Headers: Make sure each column in the header row is unique. Duplicate headers can cause field data to be lost or even a fatal error to occur during the upload.
- No Special Characters: Examples include ! @ # $ % ^ & *
- Headers Should Be Lowercase.
- Make sure headers are descriptive and properly represent the data in their respective column. This makes the upload mapping process easier.
If you plan on doing multiple Direct Mail Campaigns, we suggest you to ask your marketing company supplying you with your spreadsheet file to keep each successive file in the exact same format. This will help prevent problems uploading new files in the future, and the additional inconvenience of having to re-map fields.
Example CSV file ready to be uploaded:
2. Navigate to the Direct Mail Manager Page
Location: Contacts tab > Search Mail Records
3. Upload the CSV File
Browse for the CSV file stored on your computer, then click Upload.
**Note: The duration of time it takes for the system to complete the upload depends on the amount of records you are uploading.
4. Field Mapping
Once the upload is finished, you will see the current number of records in the database. The next step will be to map the column headers from your CSV file, to the data fields in your CRM.
Click Field Mappings.
Once you click the Field Mappings button, a layover window will appear. On the left are the header columns imported from the CSV file. To the right will be a drop-down menu with a list of the CRM Standard and Custom fields to map the data to.
Below is an example of what your Field Mappings should look like:
**Note: We have mapped the reference ID to the Standard field "External ID". External ID is a system field meant to be used to store a third party's ID. This is useful so that later when searching converted mail contacts in the CRM, you are able to search for contacts by their reference ID.
Once you are finished mapping each field, click Save.
Click Settings to open the settings layover window.
In the Settings layover window you will find options for how the records will be converted to contacts.
- File Type: Type of contact being imported from the direct mail manager.
- Stage / Status: Workflow Status the contact will be placed in once converted.
- Data Source: You can choose to assign a Data Source that the contacts will appear to be created from.
- Primary Search Field: Select the field you will primarily be searching mail records with. This helps the system provide more accurate search results.
- Import Destination: Once a contact is converted, select the destination page that you would like to be taken to.
After making your selections, click Save.
Deleting Mail Records
Click Export & Purge.
If intending to only purge a select set of mail records, you'd need to purge the entire database, edit the .csv file, then re-upload the records you want to keep.
Using the Direct Mail Manager
1. Searching Mail Records
Now that we have imported the CSV file, mapped the fields, and configured the settings, we are ready to search the mail records and convert them into contact.
Navigate to the Contacts tab, then click Search Mail Records.
Notice that the header column "referenceid" is the default search field as we designated in the settings. You will also find the other headers columns listed as optional fields to search by. We will demonstrate the search functions using the "referenceid" field as our search parameter.
Start by entering the referenceid that corresponds to the stored mail record that you are trying to locate.
Once the records have been searched, the available options will be displayed below the search bar
Simply click on any of the underlined data fields to be taken to the next step where we can convert the record into a contact.
2. Converting the Mail Record to a Contact
Once you have chosen the mail record that you would like to convert to a contact, the system will display the record's information that will be imported into the Contact file.
When ready, click Convert To Lead.
3. Converted Contact
As you can see from the record we converted, the name, phone number and email address have been imported into the new Contact file.