Prospect List

The Prospect List is a list of prospective customers. The list may be donated or purchased from an outside organization. The success of the list (as measured by the number of people who actually purchase the merchandise, attend the event, become a new member as a result of the mailing) can be tracked by the source code assigned.

The five standard Group Item Links (Add, Find, List, Run Query, Query Central), are available in the Prospect List group item. In addition to the standard links, the Import Wizard can be also accessed and is discussed below in the Importing a Prospect List section.

Adding a Prospect List

The easiest way to create a prospect list in NetForum is to use the Import Wizard to import your Excel list of contacts into the application. However, the may be times when you want to add a prospect list from scratch and set-up Individuals manually. You may also create prospect lists in this manner, if desired.

To add a prospect list:

  1. Go to the Marketing module.
  2. Click the Prospect Lists Group Item link.
  3. Click the Add Prospect List link. The Add Prospect List screen will appear.
  4. Name: Enter a descriptive name for your prospect list. (required)
  5. Source Code: The source code is where you received this list of contacts from such as an ad campaign, a subscription list, a vendor, or a conference perhaps. This is a required field because it is important to track where your potential sales and membership is coming from to judge how successful your sources are. If you do not see the source you are looking for in the drop-down list, you may add the source by clicking on the Add button.
  6. Import Date: This is used when importing a prospect list versus creating one. When you are adding a prospect list manually such as in this example, this date is the current date or date you are creating the list.
  7. Expected Count: Again, used during the import process, this is the expected number of records you expect to see during the import process.
  8. Actual Count: Used during the import process, this is the actual number of records (versus the Expected Count) that were imported.
  9. Description: If desired, you can enter a longer description about your prospect list for more information.
  10. Click the Save button to enter your prospect list and begin entering Individual records.

Once you have created your prospect list, you may add your Individual contacts to it on the prospect list profile through the prospect list detail child form.

Importing a Prospect List

It is often easier to import a list of contacts that are stored in an Excel spreadsheet since they can be mass imported and you do not have to enter them one at a time if you add the prospect list manually.

Note: Note that while the steps below describe importing a prospect list, a mailing list can also be imported as well by following the same steps.

To Import a List of Prospects:

1. Go to the Marketing module.

2. On the Marketing Overview page, click the Import Lists link below the Manage Mailing Lists icon. Or click the Import Wizard link under the Prospect Lists Group Item.

The Import Wizard | Setup wizard will display which is described below.

Step 1: Header Setup

The first step in the Import Wizard is to set-up your new prospect list by specifying the name and the source for it. Both are required fields. All other fields are optional.

  1. Name: Enter a descriptive name for your prospect list. (required)
  2. Source Code: The source code is where you received this list of contacts from such as an ad campaign, a subscription list, a vendor, or a conference perhaps. This is a required field because it is important to track where your potential sales and membership is coming from to judge how successful your sources are. If you do not see the source you are looking for in the drop-down list, you may add the source by clicking on the Add button.
  3. Import Date: This is used when importing a prospect list versus creating one. When you are adding a prospect list manually such as in this example, this date is the current date or date you are creating the list.
  4. Expected Count: Again, used during the import process, this is the expected number of records you expect to see during the import process.
  5. Actual Count: Used during the import process, this is the actual number of records (versus the Expected Count) that were imported.
  6. Description: If desired, you can enter a longer description about your prospect list for more information.
  7. Click the Save & Continue button. Step 2: Import Wizard - File Selection displays.

Step 2: File Selection

The second step in the import process is uploading your Excel file with your list of contacts. Please note that there is a recommended format. See Prospect List File for information about the necessary file format, including a sample file.

Once you have your file ready and modeled the sample file, perform the following steps:

  1. On the Import Wizard - File Selection page, click the Browse button.
  2. Browse through your files until you find the file containing the list that you want to import into NetForum . This must be an Excel file.
  3. Click the Save & Continue button. The Step 3: Import Wizard - Match Column page displays.

Note: Be sure to close the Excel file you're trying to import. If you have the file open, NetForum may have difficulty uploading the file.

Step 3: Match Columns

Notice that the fields in the Excel spreadsheet you imported are aligned on the right side of the Match Column screen. Match the columns from your spreadsheet to the NetForum fields on the left in the drop-down menus to complete the import. If there is not an exact match, pick the best fit (i.e., First for First name, Address 1 for Mailing Address, and so forth). If you cannot find the match you are looking for, you must modify your Excel spreadsheet to match the NetForum fields.

Please note that while it is possible to complete an import of email addresses only, Abila advises against this as it will result in records with missing information, which poses data integrity issues.

Three fields in the Template column of the Import Wizard can be matched with your excel spreadsheet fields. As displayed in the image below, the three additional fields are individual type, phone country, and fax country. If these types of fields are fields that your organization is concerned with, include them on your spreadsheet for matching.

A few other items to note:

  • First Row Contains Field check box: Select this if your Excel file has a header row as its first row that identifies what your data such as First Name, Last Name, Address, and so forth. By selecting this check box, the first row will be excluded from the import and will not import as a record.
  • Save Template As: You may also choose to save this import as a template so that the next time you import a prospect list you can choose your template in the template drop-down list and all the column matches you choose now will automatically be selected for you.
  • Flowdown Rules Will Be Imported: If any member benefit flowdown rules have been assigned to a member type that is imported, these flow down rules will be honored on each individual record that is created (or modified.)

To create a template for the imported list:

  1. In the Template column on the left, you will notice a list of all the data fields contained in the document file (for example, first name, middle name, last name, title, company, address 1, address 2, city, state, country, phone, fax, e-mail address, and website address). Select the items in the list that most closely match the fields on your spreadsheet. Choose a name for your template.
  2. Click the Save Template As... button to save this import as a template to be used later. In the future, when importing a prospect list, you will not have to match columns again. You will simply choose the template you just saved and the columns will automatically populate with the matches you just paired.
  3. Click the Finish button. The Prospect List Profile page displays. This page allows you to transfer the data from the file into the database list.

Troubleshooting:

See Microsoft.Jet.OLEDB.4.0 Error if you get an error message with these words.

Transferring Records

Once you have imported your prospect list (or manually added your Individual records to a list), you are able to e-mail that list however, note that the records are not part of your NetForum database until you actually transfer them. This means that there is no record or individual profile for each prospect in CRM, for example. Transferring records is a simple matter, however, and can be completed either through bulk by transferring all the records on your prospect list at once or by one Individual record at a time.

Transferring records takes place on the prospect list detail child form or through the Actions Bar. Both methods are explained below.

Transferring Selected Individual Records

To add a select number of Individual names to the database list:

  1. Click the Edit Transfer button on the Actions Bar.
  2. The Edit Prospect List screen will appear.
  3. Select the check box next to each record you would like to transfer and then click Save. Then click the Cancel button to return to the Prospect List Profile page.
  4. On the Prospect List Profile page, notice that the Transfer Column now has a 1 for each name that you selected. Click the Transfer Active button on the Actions Bar to complete the transfer. Note that you may also make an Individual record active (and ready for transfer) through the prospect list detail child form by selecting the transfer this record to permanent database checkbox. See the next section for more information.
  5. A Transfer list displays.
  6. Review the list and if everything looks satisfactory, click the Transfer button. You also have the option of adding the records to a Mailing List at this time.
  7. The Prospect List Profile page displays again. The attempted transfers - records duplicated list shows a list of possible duplicate records that were skipped by the transfer process if applicable. A transfer date will also now be detailed.
  8. You will now be able to find the transferred individuals in CRM with their own profiles.

The "transfer this record to the permanent database" check box

You can also make an Individual record active and ready for transfer through the prospect list detail child form by selecting the transfer this record to the permanent database check box.

  1. On the Prospect List Profile page, on the prospect list detail child form, click the Edit icon next to the Individual record you want to transfer. The record detail - prospect list window appears.
  2. Review the information in the data fields to determine whether or not you want to add this Individual record to the database list.
    • To add the information to the database, select the transfer this record to permanent database check box.
    • To exclude the information from the list, make sure the transfer this record to permanent database check box is NOT selected.
  3. Click Save.

Transferring All Records on the Prospect List

To transfer all the records on the prospect list, follow the same steps you use to transfer an Individual record, detailed in the preceding section.

  1. On the Prospect List Profile page, click the Edit Transfers button. The Edit - Prospect List page displays. This page lets you preview the names in the file.
  2. To transfer all the names in the file to the database list, click the check all button.
  3. Click Save to save your changes, or click the Cancel button to return to the Prospect List Profile.

Follow the preceding section on transferring Individuals to complete the transfer process.

Finding a Prospect List

Finding a prospect list that has been created is easily accomplished. The Find function is universal throughout NetForum and detailed on the Find topic.

Finding a prospect list within the Marketing module follows the same format and function.

You may search by the following:

  • List Name
  • Source
  • List Date
  • List Count (that is, how many records it contains)

The Advanced View checkbox allows you to conduct Boolean searches to broaden and narrow your search as needed. If you are uncertain with what you are looking for, use the NetForum wildcard character, the percent sign (%) to help you with your search.

Managing Prospect Lists

Navigating to the Prospect List Profile

The Prospect List Profile is displayed once you have created a new prospect list in the NetForum application.

To navigate to and view a specific profile page:

  1. Click on the Marketing module from the Module Menu drop-down.
  2. On the Group Item menu, click Prospect Lists. You can then choose to List a Prospect List or to Find a Prospect List.

The Prospect List Profile for the selected prospect list opens.

The Prospect List Profile

The Prospect List Profile shows the list name and description, the source code, the import date, the expected record count, and the actual record count in the prospect list.

The prospect list detail child forms allow you to view the records in the prospect list. The attempted transfers - records duplicated child form shows duplicate records that were not transferred to the prospect list. Both are discussed in more detail below.

Prospect List Detail Child Form

The Prospect List Detail child form enables you to view all the records that are part of your prospect list.

Each records specifies what was imported or added such as:

  • First Name
  • Last Name
  • Title
  • Address
  • Email Address
  • Organization Name
  • If the record has been permanently transferred
  • The transfer date

You may use the Edit button to modify attributes of the Individual records however, note that these attributes are not then saved in the CRM Individual record if that record has already been transferred.

Further, you can click the transfer this record to permanent database check box on this child form (and within an Individual record) to specify that the current record should be transferred (or excluded if not checked) when the Transfer Active button is clicked on the Actions Bar.

Linking Individuals to Organizations

If a non-hidden organization exists with the same organization name as entered in a Prospect List Detail record, when the individual is imported, it will be linked to that organization. If an organization cannot be found, then the process will add the organization and link the individual to the newly created organization.

Adding Additional Records to a Previously Created Prospect List

To add more records to a Prospect List that has already been created (or imported), use the Edit button on the Actions bar of the Prospect List Profile.

To Add Additional Prospects to your List:

  1. Go to the Prospect List Profile.
  2. Click the Edit button on the Actions Bar.
  3. Click the Add Record
  4. Add the new prospect's information.
  5. Click Save.

Attempted Transfers - Records Duplicated Child Form

The attempted transfers - records duplicated child form details all records not transferred due to duplication.

Duplicate Checking

Prospects are checked for duplicates with existing NetForum individuals based on the following criteria.

All of the following bullet points must be met for a prospect to be considered a potential duplicate:

  • Exact match on First Name and Last Name
  • Exact match on Organization Name, if entered. NetForum will look for any primary or secondary, active or inactive, Individual Organization Relationship to an organization with that exact name
  • Exact match on Address Line 1 AND City AND State (assuming each is filled in)

Currently it is not possible to change the duplicate checking criteria in baseline.

E-mailing a Prospect List

You can e-mail a Prospect List through a Call to Action. Add a Call to Action, choose the Prospect List Detail in the list type drop-down list and select or create a Query in the data source. (Note: you cannot have a query with ask-at-runtime parameters).

You will need to have a Correspondence Template created for the Prospect List Detail type to choose as the template to send.

Troubleshooting

Microsoft.ACE.OLEDB.12.0 error message

If you get this error: 

The 'Microsoft.ACE.OLEDB.12.0' provider is not registered on the local machine.
  

Then you need to install the Access Database engine on the web server. NetForum solutions hosted by Abila will have this but if you're working on a new server that you are hosting yourself, then be sure to add that to the web server.