Welcome to Cole X-Dates On-line Help system!
Cole X-Dates Online is an Internet based information directory that allows fast and efficient access to
residential homeowner information such as when the home was purchased and the purchase amount.
QUICK SEARCH TIPS – Click here for fast easy tips to get started right away
Table of Contents
X-DATES
 X-DATES SEARCH SCREEN - allows for search by insurance expiration dates of
homeowners.
 SEARCH RESULTS SCREEN
 MAPQUEST LINK
 CONFIGURE RESULTS – can add Mortgage month & year to selected fields to view.
 SORT RESULTS – find best records - sort by year bought in descending order.
EXPORTING YOUR RESULTS
 SELECTING YOUR RECORDS
 1500 RECORDS OR LESS
 OVER 1500 RECORDS
 CHOOSING OUTPUT RECORD FORMAT
 EXPORTING DIRECTLY TO EXCEL
 COMBINING CELLS IN EXCEL
 CREATING A LIST
 MICROSOFT WORD 2000
 MICROSOFT WORD 2003
 MICROSOFT WORD 2007
COLE DIRECT MAIL
 CREATING POSTCARDS – you select the size of postcard, choose a design,
personalize it and we mail it for you.
 POSTCARD OPTIONS
 SHIPPING/BILLING INFORMATION
 POSTCARD PRICING GRID – shows price by quantity and postcard size.
DO NOT CALL VERIFICATION
 APPLYING FOR A SAN NUMBER – A valid Subscription Account Number (SAN) is
required for EACH seller-client or telemarketer to access the Federal Do Not Call
Registry
 CHECK PHONE NUMBERS FEATURE – Offers the ability to check phone numbers
against the Do Not Call Registry
GLOSSARY
FAQ – FREQUENTLY ASKED QUESTIONS
PRIVACY POLICY
CONTACT INFORMATION
QUICK SEARCH TIPS
SEARCH SCREEN
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Use either upper or lower case – data is not case sensitive
The Wildcard check box or the asterisk character * can be used to search on partial information
in the zip or street name field
Blue underlined street name field indicates an additional screen is available by clicking on ‘Street
Name:’
No punctuation
Use only standard street suffix abbreviations (st, rd, blvd) or street name only plus wildcard
State and ZIP code are required fields. Use standard 2 letter state abbreviations
Back Arrow will return you to the previous page from most screens
Use only the Zip code if you have it for easier entry and less chance of no matches rather than
using a city name in an area where multiple names or prestige names may be used
Use the blue Clear or Reset button to clear all fields
RESULTS SCREEN
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Results screen displays additional information on each listing by clicking on the blue underlined
last name
A map link for each listing is available in the far right column of the listing
ALWAYS – exit the program using the EXIT on the right end of the display bar.
X-DATES
X-DATE SEARCH –Finds the annual insurance renewal date for homeowners based on the
date of the original warranty deed and initial home coverage.
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Not sure how to start your search - click on the ‘Tell Me More’ arrow the click on the ‘watch now’
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Enter month from drop down box or key in square. This is a required field
Enter 2-letter State abbreviation. This is a required field
Enter a Zip Code. This is a required field. You can use the asterisk ‘*’ as a wild card in this field
(ex. search for all zips starting with ‘685*’).
Narrow your search even further by entering a Street Name. You can also use the asterisk ‘*’
wild card in the Street Name field (ex. Elm * will get you all Elm Ave, Dr, Rd as well as Elmendorf
Elmhurst, Elmore etc.)
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link in the Cole Direct Mail browser window.
To narrow your
search enter
Street Name
Must have State
and Zip Code
Choose Month
Click on Search
button.
SEARCH RESULTS SCREEN
RECORD DETAIL SCREEN –
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Provides additional detailed information on each record
including additional members of Household.
Click on Blue underlined last name of your record to display additional detailed information on
that record.
For detailed
information on this
record click on the
last name
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Shows location of
record on the
MapQuest web
site.
Residents – shows additional members of the household, homeowner information, years in
residence, etc.
Business – Shows SIC code
Use the Previous & Next buttons to see the detailed information of previous records or to go to
the next record.
Use the back button to return to the Search Result Screen
Additional Members
Years in Residence
Homeowner info
Census Tract
Dwelling Unit
Purchase Date
Purchase Amount
Use the Previous & Next buttons to
move to a new record.
Use the back button to return to the
search result screen.
MAPQUEST LINK
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Opens a separate browser window to the MapQuest site and shows you where your record is
located on the map
Reminder: Close separate browser window when done.
Red Star indicates
map location for
selected record
CONFIGURE SEARCH RESULTS
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Select ‘Configure Display Fields’ to choose the fields to be displayed in your created list.
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To add additional fields such as Mortgage Month & Year, highlight the fields (CTL + click) you
want on the right side and use the ‘Move Selected Fields’ button. Use the ‘Move All Fields’ button
to move the entire list.
To remove fields from your Selected fields list highlight the ones you don’t want and use the
‘Remove Selected Fields’ button to move them over to the left-hand window.
Use the up and down arrow buttons to change the order of your selected fields. When finished
use the submit button to reconfigure your results.
Moves selected or all fields
over so they will be
displayed on results screen
Use arrows to change field
position. Line above or below
arrows moves the field to the top
or bottom of list.
Removes fields you don’t
want displayed on results
screen.
SORTING SEARCH RESULTS - You can sort on multiple fields in ascending or descending
order.
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You can sort the results by selecting the ‘Sort Display Records’ button.
 To find homeowners ready to renew sort by Purchase Date in descending order.
Use drop down
arrow to select
fields to sort on.
When finished click
on the ‘Update
Search Results
Display’ button to
sort on records
Use drop down
arrow to select
sequence order.
EXPORTING YOUR RESULTS
You may only export a maximum of 1500 records at a time
SELECTING YOUR RECORDS – 1500 RECORDS OR LESS
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A screen will show up to 100 records
Use arrows to move between screens
If the search returned 1500 records or less use the ‘Move All Records to Output’ button to move
all records to the output queue.
To move fewer records select your records by placing a checkmark in the box before the name.
Selections may be made one at a time or in groups by using Shift+Click.
Use the ‘Clear’ button to clear the output queue and reset the screen if needed.
Use the ‘Export to File’ button to export your records.
Use the ‘Move Selection to Output’ button to send the selected records to the output
queue.
Amount of
records
returned.
Moves all records
returned.
Use to move
only selected
records to the
output queue
Use to clear
output queue.
Records in
output queue
Export your
records.
CHOOSING YOUR OUTPUT RECORD FORMAT
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Choose your output file format by selecting file type and file parameters.
 File Type
 ASCII text file – use if exporting file to a Word document
 CSV Format – use if exporting file to an Excel, Access, Dbase, etc.
 Export to Excel – direct export of file to an Excel spreadsheet.
 File Parameters – used only with the ASCII and CSV file types.
 Include Field names as Headers – this will output the field names as the 1st line of your
report. If exporting to a spreadsheet or database they will become the column headers.
 Use Quotes around Field Names –
Only available when using the ASCII Text File format.
Checking this box will put double quotes around each field. If a record has no
information for a field the beginning & ending double quotes will be together with no
space in between.
 Adds an ‘or Current Resident’ line after the persons name on the output file.
Example: Jane Doe
Or Current Resident
Abc St
Who Knows Where, NE
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Use this Character as Field Separator
Only available when using the ASCII Text File format
Allows you to choose what character you want to use to separate the fields (ex: a line |
or a single quote ’ )
When you have set up your file format the way you want it, use the CREATE OUTPUT FILE button
to output your file
Choose a file
type
Can only use with
ASCII file type
Adds or Current
Resident line
When finished
click here
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To select the fields you want on the output file use the MOVE buttons on the right to add fields to
your report.
Use the REMOVE button on the left to remove any fields you don’t want.
Use the SUBMIT button to configure your output fields.
Use arrows to
change
sequence of
fields
List of possible
fields
Fields shown on
the report and
the order they
will appear
Remove unwanted
fields
Use to move
some or all
fields so they
will appear on
the report
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When finished
click SUBMIT.
Once you have chosen your output type and the fields click on the CREATE OUTPUT FILE
button to export your file.
EXPORTING DIRECTLY TO EXCEL
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A file download box will pop up – choose the Open button.
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Make any changes you want then be sure and save it as an Excel spreadsheet.
Go to File / Save As
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A ‘Save As’ dialog box will pop up. In the ‘Save In’ field, choose the folder you wish to save your
file to.
Type a name for the file in the ‘File Name’ field
Change file type to ’Microsoft Excel Workbook (*.xls)’
When finished click on the Save button
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Save in – choose folder to save to
File name – choose name of file
File Type – change to Excel (*.xls)
Click on Save button
You may only export a maximum of 1500 records at a time
SELECTING YOUR RECORDS – OVER 1500 RECORDS
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A screen will show up to 100 records
Use arrows to move between screens
To move all records on the screen or a group of records click on the 1st record then click on the
last record while holding down Shift+Click.
To select only a few records click on the box in front of the name.
Do Not use the ‘Move All Records to Output’ button. Trying to move more than 1500 records will
result in an error message.
Use the ‘Move Selection to Output’ button to send the selected records to the output queue.
Use the ‘Export to File’ button to export your records.
Use arrows to
move between
screens.
Use to move
only selected
records
Do NOT use.
Will give error
message
Records in
output queue
Export your
records.
Use to clear
output queue.
CHOOSING YOUR OUTPUT RECORD FORMAT
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Choose your output file format by selecting file type and file parameters.
 File Type
 ASCII text file – use if exporting file to a Word document
 CSV Format – use if exporting file to an Excel, Access, Dbase, etc.
 Export to Excel – direct export of file to an Excel spreadsheet.
 File Parameters – used only with the ASCII and CSV file types.
 Include Field names as Headers – this will output the field names as the 1st line of your
report. If exporting to a spreadsheet or database they will become the column headers.
 Use Quotes around Field Names –
Only available when using the ASCII Text File format.
Checking this box will put double quotes around each field. If a record has no
information for a field the beginning & ending double quotes will be together with no
space in between.
 Adds an ‘or Current Resident’ line after the persons name on the output file.
Example: Jane Doe
Or Current Resident
Abc St
Who Knows Where, NE
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Use this Character as Field Separator
Only available when using the ASCII Text File format
Allows you to choose what character you want to use to separate the fields (ex: a line |
or a single quote ’ )
When you have set up your file format the way you want it, use the CREATE OUTPUT FILE button
to output your file
Choose a file
type
Can only use with
ASCII file type
Adds or Current
Resident line
When finished
click here
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To select the fields you want on the output file use the MOVE buttons on the right to add fields to
your report.
Use the REMOVE button on the left to remove any fields you don’t want.
Use the SUBMIT button to configure your output fields.
Use arrows to
change
sequence of
fields
List of possible
fields
Fields shown on
the report and
the order they
will appear
Remove unwanted
fields
Use to move
some or all
fields so they
will appear on
the report
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When finished
click SUBMIT.
Once you have chosen your output type and the fields click on the CREATE OUTPUT FILE
button to export your file.
EXPORTING DIRECTLY TO EXCEL
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A file download box will pop up – choose the Open button.
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Make any changes you want then be sure and save it as an Excel spreadsheet.
Go to File / Save As
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A ‘Save As’ dialog box will pop up. In the ‘Save In’ field, choose the folder you wish to save your
file to.
Type a name for the file in the ‘File Name’ field
Change file type to ’Microsoft Excel Workbook (*.xls)’
When finished click on the Save button
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Save in – choose folder to save to
File name – choose name of file
File Type – change to Excel (*.xls)
Click on Save button
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After you have saved your file you should see the Output Record Format screen again.
To select more records you will need to click on the ‘Back’ button on the toolbar, this will return
you to selected records page.
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Click on the page buttons to change the page, there are page buttons at the top and bottom of
the list.
Click on the Clear button to remove previous records from the output queue.
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Use page buttons to
move to new page.
Click on Clear button
to clear output
queue before
selecting additional
records.
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Select another group of records and move them to the output queue then export to file.
Save to a different file name then the first batch.
Use the back button again to get more records or if you have selected all the records you want
you can close out of the Cole Online site and go into Excel to work with your output file.
Combining Multiple Cells into One Cell on Excel Spreadsheets
 Click on the column header to the right of the columns you wish to join. Example: To join House
Number, Street Direction, and Street Name fields, highlight column F.
 Next click your right-mouse button and select Insert.
 Click on the second cell of the new column (if you don’t have column headings click on the 1st cell).
 On the toolbar click on Insert then select the Function option
2nd cell of new
column should
be selected
 The Paste Function window should pop up
 Select ‘Text’ in the left “Function Category:” window
 Select Concatenate in the right “Function name:” window
 Click OK button
Select
Concatenate
function
Select Text
function
 The Concatenate window will pop up
 Click on the ‘window shade’ on the right side of the Text 1 box.
 Click on the first cell that has data you want to combine. In this case cell C2 (once you’ve clicked
on it you will see the cell number in the little window)
 Click on the window shade again to close it.
Click 1st cell with
data.
Cell number will
show in window
Click on window
shade when done
 The cell number you selected should show in the Text 1 box
 Click the window shade to the right of the Text 2 box and repeat the previous steps to select
the first data cell of the next column of data you want to combine.
 Once you have selected all the columns you want to combine click the OK button.
 You will now see the combined data in the 2nd cell of the column you inserted.
 You will need to edit the formula to insert the spaces between the data. This is done by editing
the formula on the ‘formula bar’.
 To edit the formula insert your cursor after the comma following the first cell number and type in “
“, (or double quote then space then another double quote and finally a comma). Do this between
each of the other cell numbers in your formula (don’t add after the last cell number. Example:
=CONCATENATE(C2," ",D2," ",E2)
Add the following between each cell number:
Double quote
Space
Double quote
Comma
The formula also
shows in the cell.
 To copy the formula, put your cursor on the bottom right corner of the cell until you see a + sign
(also known as the fill button). Then with the plus sign still showing, hold down your right mouse
button and drag it down to your last record.
Click bottom right
corner then drag the
formula down to
your last record.
 If you click on any of the filled cells you will still see the formula in the formula bar. To see the
actual information when you look at this field you will need to do the following steps.
 Insert a new column
 Copy all the data cells with the formula in them.
 Click on the second cell of the new column
 Go to Edit on the toolbar and select Paste Special
Click on Edit
Select Paste Special
Copy all records in
formula column
Insert new column
Click on 2nd cell
 Select Values from the pop up Paste Special dialog box. Then click OK.
 When done you can delete the column containing the formula.
 Add column heading if desired (example Address)
 You can hide or delete the columns you concatenated. To hide the columns highlight the
column, click on the right mouse button and select Hide.
CREATING A LIST
USING MAIL MERGE WITH AN EXCEL SPREADSHEET
MICROSOFT WORD 2000 VERSION
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Open a blank Microsoft Word document
On Main Menu bar select Tools and choose Mail Merge.
THE MAIL MERGE HELPER WILL APPEAR.
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Step 1 - Choose Create and then Mailing Labels.
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The following screen should appear. Click on Active Window.
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On Step 2 – Choose Get Data then Open Data Source.
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Change ‘Files of Type’ to MS Excel Worksheets.
 In the Look in area, select the folder location where you saved the Excel file.
 Highlight the file
 Click on Open button.
Find the folder
your file is in
Click on your
file
Change to MS
Excel Worksheets
(#.xls)
When finished
click on open
button
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The following window will appear – Click OK
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When this window appears, click on Set Up Main Document.
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Choose the Avery label you would like to use and then click OK.
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Choose ‘Insert Merge Field’
 Choose field you want to appear on the first line (such as name field: John Doe)
 Hit Enter on your keyboard for a new line.
 Make sure you hit the spacebar between each selected field so they are not bunched together.
 Add a comma between the City and State.
Choose Insert
Mail Merge field
Choose the fields
you want on the
labels.
Hit enter key to
move to a new line.
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Your sample label should look something like the one shown below.
When you are finished, click on OK button.
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Finally on Step 3 – Choose Merge.
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Choose Merge again.
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The following screen should appear. You are now ready to print labels.
Click on the Print icon to print your labels
MICROSOFT WORD 2003 VERSION
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Open a blank Microsoft Word document
Click Tools then choose Letters and Mailings and finally choose Mail Merge.
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On the Mail Merge screen (to right of page), click Labels,
Click NEXT: Starting Document (bottom of page)
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On the next screen you will need to select Label Options to choose your type of labels
Select your printer
Under Label products select the brand of labels you use
Then select the product number for your labels.
Click on the ‘OK’ button
Choose ‘Next: Select recipients’
Click on Label
options.
Choose printer
Choose Label
product.
Choose
product number
Click on OK
button
Click on Next:
Select
recipients
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Select ‘Use an existing list’
Click on the ‘Browse’ button
Find the file you exported. Change ‘Look in:’ if needed to find folder
Double click on your file or select it and click on the open button.
Select ‘Use
an existing
list’
Click on the
‘Browse
button.
Select your
file and click
on open.
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Click OK – FYI – this is a temporary table that is created using your logon id for the table name
JohnDoe$
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To Sort your records by zip, city or any of the other fields click on the column heading
To narrow the criteria further click on the drop down arrow next to the column heading and click on
any of the criteria shown to delete it.
To remove records individually remove the check mark in the 1st column.
When finished click on the OK button.
To sort click on
column heading
Remove check mark
to remove record.
To narrow search
remove criteria from drop
down box
Click on
OK
button
to finish
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Click on ‘Next: Arrange your labels’
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Click More Items
Choose Database Fields
Select each field in order you want on label (i.e. First Name [insert] Last Name [insert], etc.)
Be sure to click on Insert button after EACH field is selected
Click CLOSE when finished. FYI – window will show a cancel button until you add the 1st field then
it will change to the close button.
Choose ‘More Items…’
Choose Database
fields
Select fields in order
you want them to
appear on the labels.
Click on ‘Close’
button when finished
You must click on the
INSERT button to add
each field.
Cancel button
until 1st field is
inserted then
becomes the
Close button.
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A screen will appear with layout of your first label.
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You will need to manually change the placing between fields
 Add spaces to separate fields
 Use ‘enter’ key to move fields to a new line if necessary
Before
«First_Name»«Last_Name»
«House_Number»«Dir»«Street_Name»«Apt»
«City»«State»«Zip»
After
«First_Name» «Last_Name»
«House_Number» «Dir» «Street_Name» «Apt»
«City» «State» «Zip»
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Choose ‘Update all labels’ – format will display for whole page
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Click ‘Next: Preview your labels’ at bottom of screen – all labels will appear on page
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If format is not correct click Previous at bottom of page and correct formatting
Click ‘NEXT: Complete the Merge’
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Click Print
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Save your file – you can do this by either exiting the program or clicking on File then Save.
Choose folder you want to save the file in.
Rename the file – Word automatically names it using the 1st line of the 1st label.
Click Save
Choose folder
to save file in.
Rename the file
Click on the
‘Save’ button.
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NOTE: Saving now will automatically cause the file to look at your Excel sheet each time you
access the mailing labels file…meaning that if you add or delete anyone from the Excel file, each
time you open the Word file for your mailing labels, it will automatically update your labels to match
your Excel sheet. When you choose to open the label document, you will see a box with info about
running a SQL file.
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Click YES.
‘JOHNCOLE$
MICROSOFT WORD 2007 VERSION
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Open a blank Microsoft Word document
Choose Mailings tab
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Click Start Mail Merge then choose Labels.
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Choose your Printer Tray
Choose your Label vendor (ex. Avery US Letter)
Select the Product Number for your labels.
Click on the OK button to continue
Choose Printer
Tray
Choose Label
Vendor
Choose Product
Number
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Click on Select Recipients
Choose ‘Use Existing List….’
Click on the
Select Recipients
Button
Choose ‘Use
Existing List’
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Find the Excel file you exported
Click on Open button
Find exported
file
Click on ‘Open’
button.
Click on OK
button when
done.
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Click OK – FYI – this is a temporary table that is created using your logon id for the table name
JohnDoe$
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Select ‘Insert Merge Field’
Choose Database Fields
Select each field in order you want on label (i.e. First Name [insert] Last Name [insert], etc.)
Be sure to click on Insert button after EACH field is selected
Click CLOSE when finished. FYI – window will show a cancel button until you add the 1st field then
it will change to the close button.
Choose Database
fields
Select fields in order
you want them to
appear on the labels.
Click on ‘Close’
button when finished
You must click on the
INSERT button to add
each field.
Cancel button
until 1st field is
inserted then
becomes the
Close button.
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A screen will appear with the layout of your first label.
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You will need to manually change the placing between fields
 Add spaces to separate fields
 Use ‘enter’ key to move fields to a new line if necessary
Before
«First_Name»«Last_Name»«House_
Number»«Dir»«Street_Name»«Apt»
«City»«State»«Zip»
After
«First_Name» «Last_Name»
«House_Number» «Dir» «Street_Name» «Apt»
«City» «State» «Zip»
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Click on the ‘Update Labels’ icon to the left of the ‘Insert Merge Field’ button. This will update the
rest of the labels with the same layout as your 1st label.
Click on
‘Update
Labels’ icon.
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Click on ‘Preview Results’
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If everything looks ok click on the ‘Finish & Merge’ button.
Click on ‘Print Documents’
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Save your file – you can do this by either exiting the program or clicking on the Office button and
choose ‘Save’.
Choose
Save from
drop down
menu
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Choose folder you want to save the file in.
Rename the file – Word automatically names it using the 1st line of the 1st label.
Click Save
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NOTE: Saving now will automatically cause the file to look at your Excel sheet each time you
access the mailing labels file…meaning that if you add or delete anyone from the Excel file, each
time you open the Word file for your mailing labels, it will automatically update your labels to match
your Excel sheet. When you choose to open the label document, you will see a box with info about
running a SQL file.
Click YES.
‘JOHNCOLE$
CREATING A POSTCARD
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Click on ‘Create Postcard’ at bottom of screen
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Type in a name for your list
If you want to view your list first click on the ‘Preview Output File’ button. Click the back arrow to
return to the ‘Name your Mailing List’ screen.
Click on the ‘Save & Proceed to Postcards’ button
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Name your
mailing list
To preview
the file.
Save list and
go to Postcard
options.
PREVIEW FILE
POSTCARD OPTIONS
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Choose Classic (4.25x8.25) or Jumbo (5.25x10.75) size post cards and click on the get started
button.
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Choose from 9 different designs
Click on the select button under the picture and message you want.
Then click on the ‘Next_Design Back’ button
Click on the select
button under the
picture.
Click on the ‘Next _Design
Back’ button
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Add a personal message in the message box
Click on the ‘Add Image’ button to add your company logo (color images/logos will be printed in
black & white.
Add a personal
message.
Add a logo or
image to the
postcard.
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Use the browse button to find the logo or image you want to add.
Click on the Upload button to view your image.
If ok, click on the ‘Close this Window’
Browse to
find your file.
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Upload to view
logo or image
Close this Window
when done.
Fill in your ‘Return Address’ information
The ‘View Proof’ button allows you to check out the postcard. The proof will open a window in
Adobe Acrobat – if you do not have Adobe Acrobat on your computer you will be asked to add it.
Fill in your ‘Return
Address’
information.
View the postcard
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When finished viewing the postcard close the Adobe Acrobat window. You will be returned to the
‘Custom & Proof Your Postcard’ page.
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Make any changes to the Custom Message, Image or Logo, or the Return Address.
To choose a different postcard and message click on the back button. You will need to fill in the
Custom Message and all the other info if you change postcards.
Once you have the postcard you want click on the ‘APPROVED’ button.
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Give it a name that makes it easy to reference and click on the ‘SUBMIT’ button.
•
On the Order Summary screen you will show the quantity and type of postcard selected and the
total cost to mail them.
Click on the ‘Proceed to Checkout’ button.
•
Quantity
Postcard size
Total cost
SHIPPING & BILLING INFORMATION
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•
•
•
•
Order Details – shows Grand Total (Order total plus tax)
Fill in the Shipping Information box
Billing Information – fill in form
***Note: if information is the same as Shipping Information click on the box in upper left corner to
auto-fill the form.
Payment Information – fill in form, do not use dashes or spaces when adding credit card number,
the security code is the 3-digits on the back of your credit card
***Note: if information is the same as Billing Information click on the box in upper left corner to
auto-fill the form.
When finished click on the ‘SUBMIT’ button.
Check box if billing
information is the
same as the shipping
information.
Check box if billing
information is the
same as the billing
information.
Use drop down arrows
to find Credit Card
type.
Do not use dashes or
spaces when keying in
credit card number.
(ex. 1234567890123456)
Use 3-digit code on
back of credit card.
Use drop down arrows
to find expiration date.
When finished click on
SUBMIT button.
•
Print out the Order Confirmation page for your records.
DO NOT CALL VERIFICATION
National Do Not Call Registry
Subscription Account Number Information
As a provider of consumer telemarketing lists and related services, Cole Information Services requires a
customer using the Federal Do Not Call Registry to have a Subscriber Account Number (SAN). You
need a number to use the registry.
If you don’t already have one – you can register with the FTC by clicking here and following these step by step
instructions
APPLYING FOR A SAN ACCOUNT NUMBER
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•
Access the FTC Web Site: https://telemarketing.donotcall.gov
Click on the option: Register New Users
•
•
On the next screen scroll down to: Organization Information and complete all applicable fields.
Select the Organization function of Seller
Seller
button must
be checked.
•
•
•
After you have finished filling out the Organization Information you will need to fill out the
Authorized Representative Information section.
If you will be the Downloader as well as the Authorized Representative you will need to enter
your email address as both Representative and Downloader.
Click on Submit button
Must have email
address in all 4
fields.
If you are both
Downloader &
Authorized
Representative
enter your email
address in all 4
fields.
•
•
You should see the Create A Profile – Review Information screen, if not scroll up above the
organization information form and check for Red error messages. Then try submitting the forms
again.
Review the information that appears, if correct, click: Create Profile
Jane Doe
ABC St
123-45-6789
555-5555
Should say
Seller here.
•
If all information is correct click on the ‘Create Profile’ button.
Jane
Doe
5 55 -5 55 5
1234
[email protected]
[email protected]
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•
At Create A Profile – Certification Screen – Read through then click in the circle before ‘Yes, I
agree…..’
Click on: Certify button
Read through
information and click
on ‘Yes, I agree…’
Then click on certify
button.
•
•
Your profile is now complete. Print the profile page for your records – you will need the
Organization ID and Password on this profile to complete this process.
Click on the back button
Make copy of
page for your
records.
FYI - Information
shown is false. Do
not try to use.
123456-78900
ABCDE.11
AbCdE.11
After printing
page click on
back button.
•
•
•
•
•
Click on the Manage/Renew Subscription button
Enter in Your Organization ID & Your Representative Password, which you just printed off in the
‘Create A Profile’ process.
Note: The ID and Representative Password must be typed in exactly as shown using all
symbols and upper/lower case letters.
Click in the circle: Representative
Click: Log In
ID & password
must be typed in
exactly
•
•
•
•
On the first paragraph heading: Choose ‘Order Area Codes for your Current Subscription’
Choose type of subscription – Organization or Client.
In the Subscribe to Area Codes section choose the appropriate field.
o Note: The ‘Area Codes by Area Code Number’ button is usually selected for a limited
number of area codes. Payment is required for selecting more than 5 area codes.
Click: Submit
Click on ‘Order
Area Codes
•
•
Choose one:
All Area Codes
By State
By Individual Area Codes
Choose type of
subscription.
Organization or Client.
When finished use
the ‘Submit’ button.
Select your Area Codes
o To make it easier to find your Area Codes you can sort by State or by Area Code
o Reminder: Up to 5 Area Codes are free, any more it is currently $62.00 per Area
Code.
Click: Continue
•
•
On the ‘Confirm Your Order’ page check your Area Codes to make sure they are correct.
o To add more Area Codes or remove Area Codes click on the change button
If everything is ok click on the Continue button.
Check your Area Codes
Click on Continue button
•
•
Print the Subscription Complete page, which includes your SAN number and expiration date.
You are now registered.
Subscription Account #
(SAN)
Expiration date
Jane Doe Corp
123456-78900
123456-789012-34
31 Aug 2007
28 Sep 2006
None
123456
CHECK PHONE NUMBERS FEATURE
•
Offers the ability to check phone numbers against the Federal Do Not Call Registry.
o Access Q & A for Telemarketers…..:
http://www.ftc.gov/bcp/edu/pubs/business/alerts/alt129.htm for more detailed information
•
•
Before exporting file you can check a maximum of 10 records at a time
Click on ‘Check Phone Number’ button. This will open a separate browser window.
•
First time users must complete the Account Information and place a check mark in the Usage
Agreement confirmation.
o If you want to check all the Area Codes you have registered click on the Full Button, to
check only one area code choose the partial button and enter the area code in the box
below.
All fields must be filled in and the box under the Usage Agreement must be checked.
•
Enter 16 digit SAN
number you received
when you registered on
the Federal Do Not Call
web site.
Enter your SAN
expiration date.
Click on Full if you
want to check all the
Area Codes you
registered for.
Click on Partial and
enter Area Codes in
box below.
This box must be
checked.
•
•
•
Scroll down and select ‘CLICK TO VERIFY PHONE NUMBERS’.
o Note: The screen will flicker briefly and will reset to the top of the page so you will need
to scroll down again to see the results.
Your selected phone numbers will either show a green checkmark indicating they are ok to call
or a red X indicating Do Not Call.
You may want to print this page showing what numbers are “ok to call” to compare this to your
original page of records.
Click here to check phone
numbers against Federal
Do not Call list.
•
Print page to compare
to original record page.
Green √ - Ok to call
Red X – Do Not Call
When finished exit out of this separate browser window by clicking on the X at the top right side
of the toolbar.
POSTCARD PRICING GRID
GLOSSARY
 Census Tract – Geographical area designated by the Census Bureau.
 DOB – Date of Birth
 HOH DOB – Head of Households date of birth
 DOB1, DOB2, DOB3, DOB4 – Date of birth of the additional members of a household.
 DUC – Dwelling Unit Code – Number of Units in a Dwelling Place: 1 = single-family dwelling unit
(SFDU), 2 = Duplex and on up to 100+ = apartment complex. Ranges are 1, 2, 3, 4, 5-9, 10-19,
20-49, 50-100 & 100+
 HOC – Homeowner Code
Y = Confirmed Homeowner
N = Not Confirmed or not coded
 HOH – Head of Household
 HOH Initial or HOH MI – Head of Household’s Middle Initial
 Initial 1 or MI1, Initial 2 or MI2, Initial 3 or MI3, Initial 4 or MI4 – Middle initials of the
additional members of a household
 GENDER – M = Male
F = Female U = Unknown
 HOH Gender – Head of Household’s gender
 Gender 1, Gender 2, Gender 3, Gender 4 – gender of the additional members of a
household
 LOR (or Years in Residence) – Estimated years in residence at the address.
 Neighbor Search – finds the neighbors and nearby records to a specifically selected record
 Other Household Members – Additional Household Members over 18 years of age listed at the
address.
 Record Type or B/R – Indicates whether a listing is a Business or a Residence.
 SAN – Subscription Account Number – provided by Federal Government to check phone
numbers against the National Do Not Call List.
 SIC – Standard Industry Code for identifying type of business.
 X-DATES – are tied into escrow and indicates the insurance expiration dates of homeowners.
 Zip+4 – Additional numbers assigned to zip codes by the Post Office to speed up delivery.
FREQUENTLY ASKED QUESTIONS
Q: Where does your data come from?
A: The data comes from many different sources such as real estate transactions, telephone
subscriber listings, and self reported data, just to name a few. All of this data is updated
constantly. Before listings are put into this database, it must be confirmed by 3 different
sources – to ensure the information is accurate and up-to-date.
Q: Why can I only output 1500 records at a time?
A: This is a security feature built into the program.
Q: I don’t get any matches when I enter my search information. What am I doing wrong?
A: Searches have to match on every piece of information entered on the search screen. Try
using less information and refer to the Quick Search tips.
Q: Why are some records showing only partial information?
A: Information is compiled from a variety of sources and we include as much information as we
can. Not all information is available for every record.
Q: What does Occupant Unknown mean?
A: Occupant Unknown records may have had a recent change to information. The address can
remain until new name/phone number information can be updated.
Q: Why do I need a SAN number?
A: A valid Subscription Account Number (SAN) is required for EACH seller-client or telemarketer
to access the Do Not Call Registry.
See Accessing the Registry: http://www.ftc.gov/bcp/edu/pubs/business/alerts/alt129.htm
Q: Why do I get a $0.00 purchase price when I select a record using X-Dates?
A:
It means the purchase price information couldn’t be confirmed by at least 3 sources so it
wasn’t included.
PRIVACY POLICY
Cole Information Services is committed to the security of the information used to create our products.
We support the privacy of consumers through appropriate, responsible use of information-based
products.
•
We provide services based on information.
•
We evaluate each product and service to assure balance between consumers’ privacy
expectations and the economic benefit to consumers and clients
•
We acquire information from reputable sources and take reasonable precautions to ensure and
maintain the accuracy of that information
•
We comply with all laws and applicable self-regulatory guidelines
You can opt out of targeted advertising
If you wish, you can choose not to receive most targeted advertising by opting out. Opting out will not
eliminate all targeted advertising, but it will eliminate most catalogs, pre-approved bank and retail credit
offers, and other invitation-only offers you may like to receive.
Responsible marketing companies respect your choice to not receive direct mail advertising. DMA
members, as a condition of membership, are required to suppress the names and addresses of
individuals who have notified the DMA that they do not want to receive advertising by mail.
If you would like to opt out of direct mail advertising, send your complete name and address to:
DMA Mail Preference Service
P.O. Box 643
Carmel, NY 10512
If you would like to opt out of telemarketing calls, send your complete name, address and telephone
number to:
DMA Telephone Preference Service
P.O. Box 1559
Carmel, NY 10512
Or call FTC Do Not Call Registry at 800-382-1222
Or go online at: https://www.donotcall.gov/register/Reg.aspx
Cole Information Services
3401 NW 39th Street
Suite C
Lincoln, NE 68524
Customer Service / Sales: 1-800-283-2855
Product / Technical Support: 1-800-230-0573