The Computer Operator Task CheatSheet
Daily Tasks
G ET O RGANIZED
Process incoming mail

Collect any incoming mail and sort it based on who it should go to. Create a pile for each
staff member and a pile for returned mail.

Deliver each pile to the appropriate staff member.

The returned mail will be dealt with later so set that aside.
Collect contents of staff “To CO” baskets.

Go to each staff member’s desk and gather anything they put into the “To CO” basket. This
may be marked up reports, RUFs, New Message Forms, etc.
Review your (the CO’s) Action To-Do Report.


To print the Action To-Do report:

Go to Reports > Action To-Do.

Input today’s date as the End Date.

Make your Start Date five days in the past in order to find any overdue or incomplete
items.

In the Users tab uncheck all users but yourself.

Keep all the Optional Data and Related History checked.

Choose OK.

When preview screen comes up, choose PRINT.
Review the report, making note of items that need special attention.
Check with your supervisor for additional instructions and write any on
Action To-Do report.

See if there are any special projects (i.e. list to import, campaigns to begin, etc.). Make sure
to get the priority of each project.

Write any new items on your Action To-Do report.
1
© 2009 Bill Good Marketing, Inc. Reproduction, adaptation or translation without prior written permission is prohibited, except as allowed under copyright law.
Gorilla and Gorilla Marketing are ® trademarks of Bill Good Marketing, Inc.
The Computer Operator Task CheatSheet
Prioritize Action To-Do and additional tasks for today—in particular, any
campaign mailings.

Go through your Action To-Do report. Prioritize all items to ensure that the most important
items get done.

Reschedule any items that can not be completed today.
U PDATE C ONTACT G ROUPS
Update Gorilla from RUFs, marked up reports, and dictations.

If you don’t understand something on the RUF, mark your question(s) clearly and return to
the originator.

If you need to check a list against the Do Not Call List you will need to download the DNC
Utility. You can download the utility and instructions from the Software Updates area of the
website.
File all forms, coupons, dictation transcripts, and other hand-written
updates in the Weekly Envelope.
The Weekly Envelope plays an important role in providing your team with a hard copy of all
updates and communication for legal/compliance purposes. Each week the CO creates a new
weekly envelope with a 9x13 manila envelope. All physical updates and communication are filed
in this envelope. At the end of the week it is sealed, signed, and dated. Once sealed it should be
delivered to the staff member responsible for filing records.
This documentation proves the date and accuracy of records should any issues arise.

At the end of each day you should gather all RUFs, returned coupons, dictation transcripts,
marked up reports, the Today’s Updates report, the Message Queue report, and any other
hand-written updates and place them in this week’s envelope.
M ESSAGING
Process emails that were returned or didn’t go out, faxes that didn’t go
through, and letters returned in the mail.

Check your emails and faxes for items that did not send.
2
© 2009 Bill Good Marketing, Inc. Reproduction, adaptation or translation without prior written permission is prohibited, except as allowed under copyright law.
Gorilla and Gorilla Marketing are ® trademarks of Bill Good Marketing, Inc.
The Computer Operator Task CheatSheet



Email

For client emails, find the CG’s record and check for an alternate email address. If the
address provided is the only one, give a copy of the email and CG’s information to the
Service Assistant to call and verify email address or get an alternate address.

For prospect emails, find the CG’s record and check for an alternate email address. If the
address provided is the only one, give a copy of the email and CG’s information to the
Sales Assistant to call and verify email address or get an alternate address.

For mass mail emails, check for any other contact information (street address, phone
number, etc.). If no other address information is given mark the CG’s Communication
Status as Address Unknown.
Faxes

First resend all faxes that did not go out. After you have retried sending the faxes 2-3
times use the following steps to handle those that are not going through.

For client faxes, find the CG’s record and check for an alternate fax number. If the
number provided is the only one, give a copy of the fax and CG’s information to the
Service Assistant to call and verify fax number or get an alternate number.

For prospect faxes, find the CG’s record and check for an alternate fax number. If the
number provided is the only one, give a copy of the fax and CG’s information to the
Sales Assistant to call and verify fax number or get an alternate number.

For mass mail faxes, check for any other contact information (street address, email
address, phone number, etc.). If no other fax number is given mark the CG’s
Communication Status as Address Unknown.
Printed Letters


If a forwarding address is supplied:

Find the Contact Group in the Finder screen.

Right click on the CG and choose Maintain Contact Group Section > Mailing
Address.

Replace the wrong address with the new one. Choose SAVE.

Close the Maintain Contact Group screen.

Resend the message from the Confirmation Queue.
If a forwarding address is not supplied:

For client, find the CG’s record and verify address. If the address provided is the
only one, give a copy of the CG’s information to the Service Assistant to call and
verify address or get an alternate address.
3
© 2009 Bill Good Marketing, Inc. Reproduction, adaptation or translation without prior written permission is prohibited, except as allowed under copyright law.
Gorilla and Gorilla Marketing are ® trademarks of Bill Good Marketing, Inc.
The Computer Operator Task CheatSheet

For prospect, find the CG’s record and verify address. If the address provided is the
only one, give a copy of the CG’s information to the Sales Assistant to call and get
an alternate address.

For mass mail, mark the CG’s Communication Status as Address Unknown.
Process any Campaign Orders, New Message Orders, and/or Proofing
Checklists

If you are asked to start a campaign and have not been given a Campaign Order Form, print
one from the Campaign Center. Follow the steps on the form to process.

Keep your team supplied with copies of the New Message Order.

When a New Message Order is received print out the CO New Message Checklist and
Proofing Checklist and complete the steps on the form(s).


These can be found in your Document Manager in Gorilla in the Scripts/Checklists
section. If you do not have a New Message Order, CO New Message Checklist or
Proofing Checklist in your database print one from the Document Library.
When complete, file in the Weekly Envelope.
Run the Message Queue Report. Reschedule or remove messages as needed.
The Message Queue Report shows messages ready to be sent. Use this report to see messages that
have been missed on prior days, messages scheduled to print today, and messages scheduled for
future dates. Reschedule any missed messages.

To print the Message Queue Report:

Go to Reports > Message Queue.

Mark the All box.

Choose OK.

When preview screen comes up, choose PRINT.
Print another copy of the report that shows only messages scheduled for today. Use this report to
gather the supplies you need (stationary, attachments, envelopes, enclosures, etc.) for all mailings
going out today. As you gather supplies, evaluate whether any supplies need to be ordered.

To run the Message Queue report to show today’s messages only:

Go to Reports > Message Queue.

Mark the Today’s box.

Choose OK.

When preview screen comes up, choose PRINT.
4
© 2009 Bill Good Marketing, Inc. Reproduction, adaptation or translation without prior written permission is prohibited, except as allowed under copyright law.
Gorilla and Gorilla Marketing are ® trademarks of Bill Good Marketing, Inc.
The Computer Operator Task CheatSheet

If you must postpone any messages, schedule them for the next business day and check with
supervisor.

Spot-check several Message Setups (especially those by other team members) in each channel
to see that they are set up correctly.

File the report showing today’s messages only in the Weekly Envelope.

Gather enclosures listed on the Message Queue report
Send emails and fax messages for today

To send to Email/Fax channels:

Go to Messaging, choose Message Queue.

Choose the Filter button on the top of the screen.

In the Dates box, uncheck all options except Messages to Deliver Today.

In the Channel box check Email and Fax and uncheck Print.

Choose OK.

Press CTRL + A to select all.

Choose SEND.

At the end of printing a small window will pop up giving you three options.

If all messages printed successfully choose All messages were sent successfully set all
messages to Sent Okay.

If the messages did not all print successfully choose Don’t open the Confirmation Queue I
will set message status later.
Print letters, fold, stuff, stamp, seal and place in the outbox

Go to Messaging, choose Message Queue.

Choose the Filter button on the top of the screen.

In the Dates box, uncheck all options except Messages to Deliver Today.

In the Channel box check Print and uncheck Email and Fax.

Choose OK.

Press CTRL + A to select all.

Choose SEND.
Do not start folding or stuffing the letters as soon as they print. We recommend waiting and doing
it while the Confirmation Queue is processing.

At the end of printing a small window will pop up giving you three options.
5
© 2009 Bill Good Marketing, Inc. Reproduction, adaptation or translation without prior written permission is prohibited, except as allowed under copyright law.
Gorilla and Gorilla Marketing are ® trademarks of Bill Good Marketing, Inc.
The Computer Operator Task CheatSheet

If all messages printed successfully choose All messages were sent successfully set all
messages to Sent Okay.

If the messages did not all print successfully choose Open the Confirmation Queue I will
manually set message status. Then move on to the next step.
Process all printed messages in the Confirmation Queue
When messages have been sent they are added to the Confirmation Queue. There, you can mark
any that failed to send properly and try again. When a message is confirmed as successful a
message sent record will be created in the Contact Group’s history.
IMPORTANT: Processing all the messages may take a few minutes depending on the amount of
messages in the queue. Do not close Gorilla or try to do anything else in Gorilla while it
processes, as this may cause database corruption and/or errors in your database.
IMPORTANT: Do not let the Confirmation Queue go more than 48 hours without processing.
Doing so will slow your database considerably and will potentially cause historical errors in the
database.

Confirm emails and faxes from yesterday that were sent successfully. Do not confirm emails
and faxes sent today. Confirm all letters printed today.

To confirm messages:

Go to Messaging > Confirmation Queue.

In the Confirm Status column choose the appropriate status, either Unknown, Sent
Okay, or Send Failed, for each message.

If the message was sent to a Selection Rule, process as follows:

If all messages printed ok.


If all messages failed.


In the Confirmation Queue use the drop down box to set the status to Sent
Okay.
In the Confirmation Queue use the drop down box and set the status to Send
Failed.
If most of the messages printed ok but some failed.

In the Confirmation Queue, highlight the specific message and choose
Details at the top of the window.

A small window will come up that lists each Contact Group in the Selection
Rule.

Click on Confirm All as Okay.
6
© 2009 Bill Good Marketing, Inc. Reproduction, adaptation or translation without prior written permission is prohibited, except as allowed under copyright law.
Gorilla and Gorilla Marketing are ® trademarks of Bill Good Marketing, Inc.
The Computer Operator Task CheatSheet


Go through the list of Contact Groups and change the status of all those that
did not print properly to Send Failed.

Choose OK.
If most of the messages failed but some printed ok.

In the Confirmation Queue, highlight the specific message and choose
Details at the top of the window.

A small window will come up that lists each Contact Group in the Selection
Rule.

Click on Confirm All as Failed.

Go through the list of Contact Groups and change the status of all those that
printed properly to Sent Okay.

Choose OK.

Once you have chosen statuses for all of today’s messages and yesterday’s emails and
faxes, choose CLOSE. That will begin processing.

Fold, stuff, and seal all letters. Once done, place all messages in the Outbox.
Reports
Print the Today’s Updates report for today. Deliver copy to supervisor. File
your copy in weekly envelope.

Print the Today’s Updates report:

Go to Reports > Today’s Updates.

The Start Date and End Date should both be today’s date.

Leave all other boxes checked unless told otherwise.

Choose OK.

When preview screen comes up, choose PRINT. Print out two copies of the report.

One copy goes to your supervisor. File the other in the weekly envelope.
For each staff member, print the Action To-Do report and Schedule for the
next workday.

To print the Action To Do report:

Go to Reports > Action To-Do.

Leave Start Date blank.

Input the next workday as End Date.
7
© 2009 Bill Good Marketing, Inc. Reproduction, adaptation or translation without prior written permission is prohibited, except as allowed under copyright law.
Gorilla and Gorilla Marketing are ® trademarks of Bill Good Marketing, Inc.
The Computer Operator Task CheatSheet

In each tab section choose Select All.
Tip: Each staff member’s list of Actions prints on separate pages so you will not need to reprint
this report for each staff member.


In the Optional Data box mark or unmark as needed.

In the History Items mark Related History.

Choose Run Report.

When preview screen comes up, choose PRINT.
To print the Schedule:
You’ll need to adjust the filter to only show a specific staff member’s calendar. To do so, choose
the Filter and in the Users tab only check one user. After you print go back into the filter and
switch to another user. Repeat until you’ve printed out the Schedule for each staff member

Go to the Scheduler.

Right click anywhere on the screen and choose Print Schedule.

Choose the appropriate printer and choose OK.

Hand out reports accordingly.
Print the Advisor Daily Stats Worksheet, SA Daily Stats Worksheet, and SV
Daily and Weekly Report

Print the Advisor Daily Stats Worksheet.


Print the SA Daily Stats Worksheet.


Print from the Document Manager and deliver to Advisor.
Print from the Document Manager and deliver to Sales Assistant.
Print the SV Daily and Weekly Report.

Print from the Document Manager and Deliver to Service Assistant.
Tip: If needed, these can all be downloaded from the Document Library.
End of Day
If you are processing the End of Week items today skip this section. These items will be covered in
the ‘End of Week’ section.
Do a database backup using the Gorilla Backup Utility
WARNING: Do this in addition to any other backup programs that you may be using!
Failure to do a separate Gorilla back up can result in lost data in the event of a corruption or
lost hard drive.
8
© 2009 Bill Good Marketing, Inc. Reproduction, adaptation or translation without prior written permission is prohibited, except as allowed under copyright law.
Gorilla and Gorilla Marketing are ® trademarks of Bill Good Marketing, Inc.
The Computer Operator Task CheatSheet

Before starting the backup make sure that everyone is out of Gorilla. You can not do a
backup while anyone is using the program.

If you are unfamiliar with the process, download the instructions from the Knowledgebase.

Do a database backup using the Backup Utility.
Import any new lists

Using the Text Import Wizard, import any mailing lists given to you by your supervisor.

If you are unfamiliar with how to complete an Import, download instructions from the
Knowledgebase.
Do any satellite imports or exports
An illustrated Satellite Import/Export Checklist is in your Document Manager under
Scripts/Checklists. If you do not have one, download it from the Document Library.
You may also synchronize with MS-Outlook® and/or Palm® database. You can download instructions
on how to do this from the Knowledgebase.
If you imported any lists or satellite database(s) do another database
backup using the Gorilla Backup Utility.

Refer to previous backup step.
Turn off equipment. Secure confidential data.
Take printed letters to the mail.

Drop any letters into the mail.
Turn CO Task Checklist in to supervisor.

Sign off each step of the CO Daily Task Checklist as you complete it.

Turn the completed and signed checklist into your supervisor for inspection.
Weekly Tasks
Complete these tasks once a week in addition the day’s Daily Tasks.
9
© 2009 Bill Good Marketing, Inc. Reproduction, adaptation or translation without prior written permission is prohibited, except as allowed under copyright law.
Gorilla and Gorilla Marketing are ® trademarks of Bill Good Marketing, Inc.
The Computer Operator Task CheatSheet
Office Procedures
IMPORTANT: Birthday and Anniversary Toast Office Procedures are processed on Friday for the
next Monday thru the following Sunday. Anniversary Reminders are sent out two weeks before the
actual event date. This ensures that the letters reach the recipient on time. When you are processing
office procedures, the date range that you input will be the current week.
For example, if today is Friday, June 5th, your start date would be Monday of the current week (June
1st) and the end date would be the upcoming Sunday (June 7th). That would pull people with a birthday
and/or anniversary next week (June 8th through 14th).
Process Birthday letters

Process the birthday office procedures:

Go to Tools > Process Office Procedures.

In Selection Criteria uncheck all options except the Birthday option.

The Start Date should be set for Monday of the current week. If it is not, change it.

The End Date should be set for the upcoming Sunday. If it is not, change it.

Choose Display Items Due.

Check over the list of Due Items to verify it is correct.

Choose Process Items.

As the messages for each birthday pop up you need to verify the following information
on the summary page:


Address Block and Salutation.

Correct Signature is chosen.

Typist Initials.

Channel should be Letter.
Choose Send Later and then choose Finish. This will send the letter to Message Queue.
You will print these messages later.
You can download an article on processing Birthday Office Procedures from the Knowledgebase.
Process Anniversary letters.
There are two sets of Anniversary Office Procedures to be processed each week.
The first is the Anniversary Toast. This sends a message to the couple every 5 th year
congratulating them on key anniversaries.
10
© 2009 Bill Good Marketing, Inc. Reproduction, adaptation or translation without prior written permission is prohibited, except as allowed under copyright law.
Gorilla and Gorilla Marketing are ® trademarks of Bill Good Marketing, Inc.
The Computer Operator Task CheatSheet
The second is the Anniversary Reminder, sent annually to the husband two weeks before the
anniversary to remind him of this important event.

Process the Anniversary Office Procedures:

Go to Tools > Process Office Procedures.

In Selection Criteria uncheck all options except the Wedding Anniversary option.

The Start Date should be set for Monday of the current week. If it is not, change it.

The End Date should be set for the upcoming Sunday. If it is not, change it.

Choose Display Items Due.

Check over the list of Due Items to verify it is correct.

Choose Process Items.

As the each message comes up you need to verify the following information on the
summary page:


Address Block and Salutation.

Correct Signature is chosen.

Typist Initials.

Channel should be Letter.
Choose Send Later and then choose Finish. This will send the letter to Message Queue.
You will print these messages later.
You can download an article on processing Anniversary Office Procedures from the
Knowledgebase.
Process any other office procedures

If your office has any other office procedures, go through and process them.
Print letters, get signed, fold, stuff, stamp, seal and place in the outbox
We recommend using birthday and anniversary stationary for all birthday and anniversary toast
letters. Use your regular stationary for the anniversary reminder letters.

To print Office Procedure messages from the Message Queue:

Go to Messaging > Message Queue.

Expand the Message Master column so you can see the full name of messages.

Click on the Message Master heading to sort in alphabetical order.
To print Birthday messages:

Load printer with birthday stationary.
11
© 2009 Bill Good Marketing, Inc. Reproduction, adaptation or translation without prior written permission is prohibited, except as allowed under copyright law.
Gorilla and Gorilla Marketing are ® trademarks of Bill Good Marketing, Inc.
The Computer Operator Task CheatSheet

Highlight all messages that begin with “Values-Birthday.” (Highlight multiple messages
by holding down the CTRL key while you left click on each message.)

Choose SEND at the top left of the window.

Separate these letters into their own folder.
To print Anniversary Reminders:

Load printer with your office’s normal stationary.

Highlight all messages that begin with “Values-Etiquette-Anniversary-Reminder.”

Choose SEND at the top left of the window.

Separate these letters into their own folder.
To print Anniversary Toasts:



Load printer with anniversary stationary.

Highlight all messages that begin with “Values-Etiquette-Anniversary.” The Toast letters
will generally say 5th, 10th, 15th, etc. in the title.

Choose SEND at the top left of the window.

Separate these letters into their own folder.
Deliver the folders of the anniversary toast, anniversary reminder and birthday letters to the
appropriate parties to be signed.

Birthday letters should be signed by all team members.

Anniversary Toast letters should be signed by all team members.

Anniversary Reminder Letters are signed by just the FA(s).
After processing all Office Procedures, fold stuff and seal all messages and place in outbox.
Weekly Staff Meeting Preparation
The following material will be needed at your weekly staff meeting. Deliver the following items to
your supervisor prior to the weekly staff meeting for their review.
Weekly Staff Meeting Agenda

Print the Weekly Staff Meeting Agenda:

Go to Messaging > Document Manager.

Choose Scripts/Checklists from the drop-down menu.

Choose the Weekly Staff Meeting Agenda.

Choose PRINT.
12
© 2009 Bill Good Marketing, Inc. Reproduction, adaptation or translation without prior written permission is prohibited, except as allowed under copyright law.
Gorilla and Gorilla Marketing are ® trademarks of Bill Good Marketing, Inc.
The Computer Operator Task CheatSheet

A dialog box will come up, choose PRINT.
Bring your Team’s Message Plan

In order for your team to be well organized and effective in sending your Monthly Drip and
prospecting messages each month, you need a Message Plan. This plan should lay out all
messages or message topics to be mailed out this year separated by List (client, prospect,
connection, etc).

Reviewing this document should help the team plan for upcoming months and choose
messages that will accomplish the goals set forth for the year.

Print the Message Plan for review in the staff meeting.

If you have not created a Message Plan yet you can download the Message Plan from the
Document Library.
The Weekly Events Schedule
Each week Bill Good Marketing hosts several different online training sessions and broadcasts to
help you use the Gorilla CRM System more effectively.

Print the Events Schedule:

Go to the System Users homepage.

On the top of the page, choose Events Schedule.

Choose File >Print.

Choose OK.
This Week’s e-Gorilla and any new materials featured.


Print the weekly e-Gorilla:

Go to the System Users website.

Choose e-Gorilla Archive.

Choose this week’s e-Gorilla.

Choose File >Print.

Choose OK.
Read through the e-Gorilla and print any new materials for review in the weekly staff
meeting.
The Opportunities Due report

Print the Opportunities Due report:

Go to Reports > Opportunities Due.
13
© 2009 Bill Good Marketing, Inc. Reproduction, adaptation or translation without prior written permission is prohibited, except as allowed under copyright law.
Gorilla and Gorilla Marketing are ® trademarks of Bill Good Marketing, Inc.
The Computer Operator Task CheatSheet

Choose Clients -All as the Selection Rule.

In the Opportunities Due Date Range set the following options:


Set the Start Date to 7 days ago.

Set the End Date to 30 days from now.
Mark the check box Review past Opportunities and set the following options:

Leave the Start Date blank.

Set the End Date to 8 days ago.

Choose OK.

When the preview comes up, choose PRINT.

Repeat these steps using the Selection Rule Prospects-All.

If requested by your supervisor, create a custom Selection Rule to run these reports.
The Weekly Statistics report

Print the Weekly Statistics report:

Go to Reports > Weekly Stats.

In Selection Rule to Use choose ALL Contact Groups in database, unless told otherwise
by your supervisor.
WARNING: This report may take up to an hour to run, especially if you have a lot of Contact
Groups in your database. Do not do anything with Gorilla on the machine running the report
(other users can continue using Gorilla).

Set the Start Date to Monday of the current week.

Set the End Date to Friday of the current week.

Enter Number of Closes, New Assets, and Number of New Clients. You can find these
numbers on the Advisor’s Weekly Stat Report.

To get the information for Out of house invitations check with your supervisor.

Enter any Comments.

In the Referring box enter any referrals to the Bill Good Marketing System.

Choose RUN REPORT.

When the preview comes up, choose PRINT.

We suggest printing this report to PDF so that you can attach it to an email to send
Marketing Consultant. If you do not have a PDF printer you can download a free version
at www.cutepdf.com.
14
© 2009 Bill Good Marketing, Inc. Reproduction, adaptation or translation without prior written permission is prohibited, except as allowed under copyright law.
Gorilla and Gorilla Marketing are ® trademarks of Bill Good Marketing, Inc.
The Computer Operator Task CheatSheet
The Pending Business Report.

Print the Pending Business Report:

Go to Reports > Custom Reports.

Choose the version of the Pending Business Report that your team uses and choose OPEN.

If you are not sure what version your team uses print a copy of each version to bring
to staff meeting. Your team can then decide which version they want.

Set the Selection Rule to Clients -All.

Choose RUN REPORT.

When the preview comes up, choose PRINT.
The No-Contact Report.


Print the No Contact Report:

Reports > No Contact Report

Choose Clients -All as the Selection Rule.

Do not choose any Speedbutton.

Uncheck all boxes in the Optional Data section unless told otherwise by your supervisor.

Choose OK.

When the preview comes up, choose PRINT.
If your team is maintaining the No-Contact Strategy for your prospects as well, repeat the
steps using the Selection Rule Prospects -All.
The SV Problem report.

Print the SV Problem Report:

Go to Reports > Action To-Do.

Leave the Start Date blank.

Set the End Date to next Friday.

Under the Campaigns tab, choose Select None.

Under the Priority tab, choose Select All.

Under the Action Type tab, choose Problem.

Under the Users tab, choose the SV’s username

Uncheck all options under Optional Data.

Choose Related History.
15
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The Computer Operator Task CheatSheet

Choose Run Report.

When preview comes up, choose PRINT.
The Action To-Do Report for the upcoming week for all staff.
As part of the Weekly Staff Meeting, your team should review their Action To-Do report for the
next 7 days. This review is to identify any scheduling conflicts in your office. Once these items
are identified mark the reports with the needed changes and returned to the CO to make these
changes on their calendars.

Print the Action To-Do report:

Go to Reports > Action To-Do.

In Due Date, set the Start Date to next Monday, set the End Date to the following
Sunday.

In each tab section choose Select All.
Tip: Each staff member’s list of Actions prints on separate pages so you will not need to
reprint this report separately for each staff member.

In the Optional Data box mark or unmark per instructions from your supervisor.

In the History Items mark Related History

Choose RUN REPORT

When preview screen comes up, choose PRINT.
Check with your supervisor for any other items that may be needed

Find out if there are any additional materials, reports, communications, etc. are needed for the
weekly staff meeting.
Post Staff Meeting
Email or Fax your finalized Weekly Stat report to Bill Good Marketing

Make any updates to the database from instructions received in staff meeting.

If changes were made, reprint the Weekly Statistics Report (see instructions above).

Send your Weekly Statistics Report to Bill Good Marketing.
16
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The Computer Operator Task CheatSheet

Fax to 801-572-1496 OR

Email directly to your assigned Marketing Support Consultant or to [email protected].
Add any new “Suggested Policies” to the Master Employee Handbook

After you have reviewed the newest policy in your Staff Meeting make any changes needed.

Add to your office’s Master Employee Handbook.

Distribute copies of the new policy to all staff members to add to their Employee Handbooks.
Tip: You can download complete copies of the Employee Handbook from the Document
Library.
End of Week
Do a full backup of the database and data folder using the Gorilla Backup
Utility. Store in a secure offsite location.
WARNING: Do this in addition to any other backup programs that you may be using!
Failure to do a separate Gorilla back up can result in lost data in the event of a corruption or
lost hard drive.

Before starting the backup make sure that everyone is out of Gorilla.

You can download instructions for using the Backup Utility from the Knowledgebase.

Do a full backup using the Backup Utility.
Run the Database Fixer and Database Analyzer
The Database Fixer corrects many errors found in your database. If it detects errors it is unable to
correct, it recommends the assistance of BGM Software Support.
The Database Analyzer is run first to discover any problems that may exist in your database.
Should the Database Analyzer detect any items that need correction, follow instructions given on
report.

Run the Database Analyzer.

Make sure everyone is out of Gorilla.

Go to Start > Programs > BGM – Gorilla CRM System for Financial Services >
Database Analyzer.

Verify that each directory is pointing to the right place. If not, choose the 3-dot box to
change.

Choose NEXT.
17
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The Computer Operator Task CheatSheet

Once complete, if there are any issues listed on the report, SAVE or PRINT the report.

Choose FINISH.
The Database Fixer makes any small repairs to your database that are needed.

Run the Database Fixer.

Make sure everyone is out of Gorilla before starting.

Go to Start > Programs > BGM – Gorilla CRM System for Financial Services >
Database Fixer.

Verify that each directory is pointing to the right place. If not, choose the 3-dot box to
change.

Choose Next.

Choose Finish.

Once it completes choose SAVE or PRINT.

Choose Close.
If any issues still remain you will need to contact Software Support at 801-553-9888 or in the
Software Support Chat Room on Bill Good Marketing’s website.
Compact the Database (bi-weekly)
The Compact Database Utility is used to consolidate your file which makes your database run
faster and more reliably.

Run the Compact Database Utility.

Make sure everyone is out of Gorilla before starting.

Go to Start > Programs > BGM – Gorilla CRM System for Financial Services >
Compact Database.

A small dialog box will appear.

In Source Database, verify the database path is correct. If it is not, choose the 3-dot box
and input the correct path.

In Enter the filename to backup the database to enter a path for the backup.

Choose the 3-dot box.

Choose where to save the backup file.

Enter a name for the file.
Import any new lists

Using the Text Import Wizard, import any lists given to you by your supervisor.
18
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The Computer Operator Task CheatSheet

You can download instructions to help you from the Knowledgebase.
Do any satellite imports or exports

An illustrated Satellite Import/Export Checklist is in your Document Manager under
Scripts/Checklists. You can download it from the Document Library.

You may also synchronize with an MS-Outlook® and/or Palm® database. You can download
instructions on how to do this from the Knowledgebase.
If you imported any lists or satellite database(s) do another database
backup using the Gorilla Backup Utility.

Refer to previous backup steps.
Turn off equipment. Secure confidential data.
Take printed letters to the mail.

Drop any letters into the mail.
Turn CO Task Checklist in to supervisor.

Sign off each step of the CO Task Checklist as you complete it.

Turn the completed and signed checklist into your supervisor for inspection.
19
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The Computer Operator Task CheatSheet
Monthly Tasks
Monthly Staff Meeting Preparation
Complete these tasks in addition to the weekly preparation items.
Print the Monthly Drip Campaign Order to plan next month’s drip.

Print the Monthly Drip Campaign Order:

Go to the Campaign Center.

Go to Monthly Drip.

Choose the appropriate order form.

PRINT.
Print No-Contact scripts
The No-Contact Scripts are in your Document Manager: Script-No Contact-Registered SA or
Script-No Contact-Non Registered SA.
If for some reason they are not in your Document Manager, you can download them from the
Letters Library.
Print the online 110% Gorilla Chart.

Print the 110% Gorilla Chart.

Go to the 110% Gorilla Chart.

PRINT.
Print Database Analysis Report (DAR).

Print Database Analysis Report.

Go to Reports > Database Analysis.

Choose the Selection Rule: Clients-Normal Comm Status.

Check Account Types, Ages, Books, Interests, Investment Positions, Investments,
Keywords, List, Types, and Wealth. Consult your supervisor to see if there are any
other options that your office needs in the report.

Choose OK.

When preview screen comes up, choose PRINT.

Repeat steps choosing the Selection Rule: Prospects-Normal Comm Status.
20
© 2009 Bill Good Marketing, Inc. Reproduction, adaptation or translation without prior written permission is prohibited, except as allowed under copyright law.
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The Computer Operator Task CheatSheet
Print Custom Reports:

Sole Provider – Yes.
The purpose of this report is to enable the Advisor to periodically review "Sole Provider" Clients
and record information changes or, when appropriate, remove them from the Sole Provider list.


Go to Reports > Custom Reports.

Select Sole Provider-Yes and choose OPEN.

Set the Selection Rule to Clients -All.

Choose RUN REPORT.

When the preview comes up, choose PRINT.
Sole Provider – No.
The purpose of this report is to assist the Advisor by displaying a list of clients for whom the
Advisor is not Sole Provider.


Go to Reports > Custom Reports.

Select Sole Provider-No and choose OPEN.

Set the Selection Rule to Clients -All.

Choose RUN REPORT.

When the preview comes up, choose PRINT.
Client Portfolio Review.
The purpose of this report is to provide a calling list of Contact Groups that are due for a portfolio
review.


Go to Reports > Custom Reports.

Select Client Portfolio Review and choose OPEN.

Set the Selection Rule to Clients -All.

Choose RUN REPORT.

When the preview comes up, choose PRINT.
Hierarchical Referrals Association.
This report displays your referral associations hierarchically.

Go to Reports > Custom Reports.

Select the Hierarchical Referral Association report your office will be using and choose
Open. If you are not sure which version to use, consult your supervisor.

Choose RUN REPORT.
21
© 2009 Bill Good Marketing, Inc. Reproduction, adaptation or translation without prior written permission is prohibited, except as allowed under copyright law.
Gorilla and Gorilla Marketing are ® trademarks of Bill Good Marketing, Inc.
The Computer Operator Task CheatSheet


When the preview comes up, choose PRINT.
No Out-of-House Investment Positions.
This report lists, in Book/Wealth order, which Contact Groups have no recorded out-of-house
positions.


Go to Reports > Custom Reports.

Select No Out-of-House Investment Positions and choose OPEN.

Set the Selection Rule to Clients -All.

Choose OK.

When the preview comes up, choose PRINT.
Out-of-House Investment Positions.
The purpose of this report is to provide the Advisor with a list of each client's out-of-house
positions.

Go to Reports > Custom Reports.

Select Out-of-House Investment Positions and choose OPEN.

Set the Selection Rule to Clients -All.

Choose OK.

When the preview comes up, choose PRINT.
Routine Maintenance and Updates
Run the Do Not Call Utility in order to stay compliant with the Do Not Call
Laws.
This utility compares telephone numbers in your Gorilla database against those on the do-not-call
list and deletes numbers that match. The user can adjust which Contact Groups to include and
exclude, and can produce a list of the deleted numbers.
You can download the utility from the Software Updates page.
Check for new updates posted to the Software Update Center.

Go to the Software Updates.

See if anything new has been posted. If so, download.

If you have any questions go to the Software Support Chatroom.
22
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The Computer Operator Task CheatSheet
Reports
Print Individuals with Birth Dates but No Birthday Office Procedure and
correct any problems shown.

Print the Individuals with Birth Dates but No Birthday Office Procedures report:

Go to Reports > Custom Reports.

Select Individuals with Birth Dates but No Birthday Office Procedures and choose OPEN.

Set the Selection Rule to Clients -All.

Choose RUN REPORT.

When the preview comes up, choose PRINT.
Ordinarily the Selection Rule is set to Clients—All. However, if your office is sending birthday letters
to connections, contacts, prospects, or other non-client Contact Groups, you should either run the
report with each applicable Selection Rule or create a new rule that covers all CGs.
Print Individuals with No Birth Date and deliver to your supervisor to call for
missing birth dates.

Print the Individuals with No Birth Date report:

Go to Reports > Custom Reports.

Select Individuals with No Birth Date and choose OPEN.

Set the Selection Rule to Clients -All.

Choose

When the preview comes up, choose PRINT.
Ordinarily the Selection Rule is set to Clients—All. However, if your office is sending birthday letters
to connections, contacts, some prospects, or other non-clients, you should either run the report with
each applicable Selection Rule or create a new rule that covers all CGs.
Print the No Open Opportunities report

Print No Open Opportunities report:

Go to Reports > Custom Reports.

Select No Open Opportunities and choose OPEN.

Set the Selection Rule to Clients -All.

Choose RUN REPORT.

When the preview comes up, choose PRINT.
23
© 2009 Bill Good Marketing, Inc. Reproduction, adaptation or translation without prior written permission is prohibited, except as allowed under copyright law.
Gorilla and Gorilla Marketing are ® trademarks of Bill Good Marketing, Inc.
The Computer Operator Task CheatSheet
Print the Database Usage Cheatsheet or DUC and deliver an updated copy to
everyone on your team.

Print the Database Usage Cheatsheet (DUC):

Reports > Database Usage Cheatsheet.

Check and uncheck options as appropriate for your team. Consult your supervisor for
what areas are needed for your team. If no decision has been made, include everything
and bring the report to your next Weekly Staff Meeting to get input.

Choose OK.

When the preview comes up, choose PRINT.
Print the Utility custom reports and handle any problems.
There are ten custom reports with names beginning with Utility -.
We recommend running eight of them every month, using the Selection Rule set to All Contact Groups
in database. When a report consistently comes up entirely empty month after month, you can start
running it periodically.
Utility - Invalid Characters
Utility - Contact Groups With Deceased Individuals in Address Bundles
Utility - Contact Groups With No Associated Individuals
Utility - Individuals With No Associated Contact Group
Utility - Individuals With Possible Birth Date Errors
Utility - Invalid Email Addresses
Utility - Multiple Referrers
Utility - Possible Duplicate Birthday Procedures
The last two should be run and filed whenever you have made changes or additions to Selection Rules
or Speedbuttons respectively.
Utility - Selection Rule Criteria
Utility - Speedbutton Command List
24
© 2009 Bill Good Marketing, Inc. Reproduction, adaptation or translation without prior written permission is prohibited, except as allowed under copyright law.
Gorilla and Gorilla Marketing are ® trademarks of Bill Good Marketing, Inc.
The Computer Operator Task CheatSheet
Supplemental Documents Reference Guide
Do Not Call Utility Instructions
Go to Software Updates on the Bill Good website. Choose Gorilla 2.3 or later. Choose “Do Not Call
Utility”. Along the left side you’ll find instructions that cover each area of the DNC Utility and
Speedbuttons associated with it.
Campaign Order Form
Go to the Campaign Center on the Bill Good website. Choose the version of Gorilla. Choose the campaign
you wish to run. Select the Campaign Order Form and print.
New Message Order
Go to the Document Library on the Bill Good website. Search for ‘New Message Order’.
CO New Message Checklist
Go to the Document Library on the Bill Good website. Search for ‘New Message’.
Proofing Checklist
Go to the Document Library on the Bill Good website. Search for ‘Proofing’.
How to do Backups
Go to the Knowledgebase on the Bill Good website. Search for ‘backup’
Satellite Import and Export Checklist
Go to the Knowledgebase on the Bill Good website. Search for ‘satellite’.
How to import a text file into Gorilla 2.3
Go to the Knowledgebase on the Bill Good website. Search for ‘import’.
Weekly Staff Meeting Agenda
Go to the Document Library on the Bill Good website. Search for ‘staff meeting’.
Message Plan
Go to the Document Library and search for ‘message’.
The Weekly Statistics Report for 2.1.
Go to the Document Library on the Bill Good website. Search for ‘weekly stat’.
25
© 2009 Bill Good Marketing, Inc. Reproduction, adaptation or translation without prior written permission is prohibited, except as allowed under copyright law.
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The Computer Operator Task CheatSheet
Employee Handbook Page
Find the complete Employee Handbook on the Document Library on the Bill Good website. Search for
‘employee’.
How to Run Analyzer and Fixer
Go to the Knowledgebase on the Bill Good website. Search for ‘analyzer’.
How to Run Compactor
Go to the Knowledgebase on the Bill Good website. Search for ‘compact’
No Contact Scripts
Go to the Letters Library on the Bill Good website. Search for ‘no contact’.
26
© 2009 Bill Good Marketing, Inc. Reproduction, adaptation or translation without prior written permission is prohibited, except as allowed under copyright law.
Gorilla and Gorilla Marketing are ® trademarks of Bill Good Marketing, Inc.