Getting Started Guide
Table of Contents
Account Setup
2
Upload & Import Your Contacts
3
The Account View
4
Calendars
5
Building Queries & Lists
6
The Campaign Manager
7
Addy – Your Virtual Admin
8
Plugins
9
3rd Party Marketing Tools
10
Administrative Reports
11
Getting Started Guide
Account Setup
Congratulations! Your account is active and you’re ready to begin. Before
uploading, we recommend that you take a few moments to think through how
your account will be set up first.
After logging in to your account for the first time, in the upper right-hand
corner of your screen you will find the ADMIN link. This will take you to the
administrative section of your account. There, you can complete the following
basic set-up procedures:
Changing your Login
Upon account creation you were assigned a username and password that may
be difficult for you to remember. Click the button that reads “MANAGE
USERS” to edit your username and password as you please.
Adding Users
You may not be the only person who needs access to your contacts. Click the
button that reads “MANAGE USERS” to begin adding new users to your
account. You can define their username and password, email, and full name.
Custom Segmentation
Segmentation is simply a way of reducing your entire list of contacts into
smaller portions with common attributes. AddressTwo offers two forms of
segmentation: Primary Product and User Defined. To define these segments
according to your needs, click the button that reads “CUSTOM
SEGMENTATION.”
Primary Product: this field can be very helpful if your company offers
many different product lines, categories, etc. or if you serve multiple
industries. Real Estate agents have used this field to delineate between
people interested in lots, homes, condos, or leases.
User Defined: this field can be used in any way that you see fit.
Companies often have unique and irregular ways of segmenting contacts
such as by affiliations, special interests, or any other distinguishing
characteristic you find important.
As you continue to the next section, remember that it will be important that
your Custom Segmentation is decided and assigned to your data before you
import.
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Getting Started Guide
Upload & Import your Contacts
You may have invested several hours in the past entering your contacts into
Excel, Outlook, or some other contact manager. With AddressTwo, there’s no
need to duplicate that effort.
The CSV File Format
Every major contact manager allows you to export your data to a common
interchange format called the CSV, or “Comma Separated Values.” This is also
the format that we use to import your data. Excel documents can be saved
directly to CSV format. Microsoft Outlook offers an “Import and Export”
feature on the FILE drop-down.
Performing the Import
In the upper right-hand corner of your screen you will find the ADMIN link.
This will take you to the administrative section of your account. There, you
can click the button that reads “UPLOAD CONTACTS” to import your existing
contact data.
File Setup
Computer data is very sensitive and leaves little room for error. The
first screen that you should find will give detailed instructions on the
exact fields (columns in a spreadsheet) that you can import into
AddressTwo. Any data that you are attempting to import must fit these
parameters. *sorry, but history/notes are not importable.
Be sure that the SELECT fields such as Primary Product and User Defined
will match the values that you created in the previous section, “Account
Setup.”
File Upload
The first step in the import process is actually uploading your CSV file.
If you are importing more than a few thousand contacts, you may have
to perform the upload and import and multiple batches to avoid file size
errors.
Field Mapping
This is the most crucial step in the upload process. AddressTwo must be
instructed which fields (columns in your spreadsheet) correspond to the
fields in the AddressTwo database. Errors in this step are irreversible
without erasing the entire database, and can cause confusing problems
in future use of AddressTwo.
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Getting Started Guide
The Account View
All the contact information pertaining to a particular account can be found on
the Account View page. Let’s take a moment to understand all the elements of
this page.
Account Details
AddressTwo is an account-centric system,
which means all contacts are organized by
account (typically their company or
organization). The account details include
overall details like industry, status,
address, and custom segmentation.
Contacts
For each Account, there may be multiple
contacts. In the Contacts box you will find
each contact’s direct phone numbers and
email address. You will also be able to
record notes and log events for each contact by clicking the button next to
each contact.
History
The history is a scrolling list of all previous
notes and recorded events with every
contact. For each history entry, the date
and contact name is recorded, as well as some descriptive text. Be
discriminatory with the deletion tool, as deletion is permanent.
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Getting Started Guide
Calendars
As you examine the Account View page, you probably noticed the “Schedule”
section. This section allows you to schedule future events related to this
account.
Upon your first time using this feature, you will be intercepted with a question:
which calendar system will you be using?
Google Calendars
The most universally usable tool is the Google Calendar. Whether you are a
primary user of Google Calendars, or you rely on Outlook, iCal, or any other
popular calendar software, Google Calendar is the recommended option.
Scheduling events within AddressTwo automatically post to your Google
Calendar, which can be synchronized to Outlook, iCal, or a host of other
applications. Best of all, Google Calendars are free!
The AddressTwo Calendar
Schedule follow-up and future actions with any
account in AddressTwo. From the Account View,
you will see all future events scheduled for that
account. You can also view the calendar from
the “Calendar” link in the top navigation bar.
This will display all events in your calendar.
Outlook Calendar Integration
The most commonly used scheduling system in the business world today is the
calendar function of Microsoft Outlook. AddressTwo is designed to work with
your existing modes of business, not force you to learn new tools if at all
avoidable. For that reason, AddressTwo allows Outlook users to save events
directly in their local Outlook calendar using the ICS calendar format. Simply
click the button upon event creation to automatically create an Outlook entry.
Note: if you choose, you may opt to use only your Outlook calendar. This will
disable the AddressTwo calendar, reducing continuity between your schedule
and your contacts.
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Getting Started Guide
Building Queries & Lists
There are two ways in which you can group your contacts. The first option,
called a query, is to search for common traits that unite a group of contacts.
This could be zip codes, cities, SIC codes, or any other number of parameters.
The second method is an ad-hoc grouping, called lists, that are independent of
any unifying characteristic.
The Query Tool
On the top row of links you will find a link titled, QUERY. There, you can build
a complex list of search parameters and view all the accounts in one group that
meet those parameters. Once you create a query that you may use over and
over, you can save that query for future use.
An important fact to realize about the query tool in AddressTwo is that each
parameter is syntaxed with “and” as opposed to “or.” This means that if you
search for contacts where First Name = Nick and also First Name = Bob, you will
not find all contacts where one of the parameters is met, but rather you will
find all contacts where both parameters are met. In this instance, the results
will be zero because no contact can have a first name equal to two different
values.
(Note: to build a query of ALL contacts, simply leave all fields blank and click
“Search”)
The List Tool
Lists are constructed in a much less scientific and restricted manner. Rather
than querying based on unifying characteristics in order to group contacts
together, the List tool allows you to group contacts together ad-hoc. Examples
include board members, golfing foursomes, or other groupings that do not
depend on common characteristics (such as the Query tool would
accommodate)
You will find the List tool on the Account View page, just under Account
Details, via a link that reads “Add to List…” The first step is to name a list,
and then you may begin adding accounts to that list.
USE THIS LIST: One of the most common questions we get is, “how do I send an
email, letter, or do anything else with a query or list of contacts?” Simple!
Whenever you pull a query, or recall a saved list, you will see a small menu in
the upper right-hand corner of the results pane called “Use This List.” The
options there are self explanatory.
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Getting Started Guide
Campaign Manager
If you signed up for the Campaign Manager, you will have access to our
powerful campaign management tools for email marketing. This integrates
email marketing with your CRM for a complete marketing solution.
Send Emails
The simple way to send emails is by using the Query or List tool and selecting
from the “Use This List” menu, Send Email. This will bring up an email editor
where you can write or design an email, the subject line, and then send the
email to all contacts on the list.
Automated Emails
In the Campaign Manager dashboard, your first option is to create a Triggered
Campaign. As the name implies, this is a campaign that begins when
“triggered” by either you or a form submission. The most common application
of a triggered campaign is the “Autoresponder,” which, when combined with
your free Contact Form, can automatically follow-up with new leads from your
website.
Similarly, a Scheduled Campaign is a campaign that is sent based on a calendar
schedule (determined dates for each message) as opposed to a specific
triggered event.
There are three ways to add contacts to a pre-set campaign:
1. Set your autoresponder to one of the triggered campaigns created and
place the free contact form (found on your dashboard) on your website.
2. Individually add a contact to a campaign using the action-button on the
Account View next to a given contact’s record.
3. Add a Query or List to the campaign using the option from the “Use This
List” menu.
Email Activity (click-through)
At the top of the dashboard view, you will find a button that says “View
Reports.” This will display all the recent email activity you have completed,
and provide access to reports on the open-rate and click-through rate of each
email.
Unsubscribers
The AddressTwo Campaign Manager provides an automated unsubscribe feature
that allows any recipient to unsubscribe from your future emails. This process
is automated and cannot be overridden by any user, ensuring CAN-SPAM
compliance.
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Getting Started Guide
Addy – Your Virtual Admin
If you signed up for the Campaign Manager or
Professional Edition of AddressTwo, you can use
this amazing feature that’s so helpful, we have
given it a name: Addy. (Not included in the basic
version)
Addy is the aptly named virtual admin assistant
who "adds" things to AddressTwo for you. She'll add
history records, new accounts (if she can't find a
matching email), and even ask the contact to fill
out the rest of their full contact details. Here's
how you can work with Addy:
1. BCC or CC [email protected] on any
email correspondence, she'll file away the
message in the appropriate account's
history.
2. Forward [email protected] any email out of your inbox, she'll figure
out who sent it and then file away the message in the appropriate
account's history.
3. Send [email protected] an email with the subject: Find, then type a
name in the body of your email. She will find all matching results and
reply with all the contact details.
4. BCC or CC [email protected] on any "e-Intro" emails, sent to two
distinct contacts introducing one to the other. She will find the contact
info for each recipient and send to the other respectively, AND log a
history record that they were referred to one another.
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Plugins
If you signed up for the Campaign Manager or Professional Edition of
AddressTwo, you have access to two additional plugins that extend the contact
management functions of AddressTwo. (Not included in the basic version)
Both plugins will be found at the top of your Account View when viewing any
contact/account in your database.
Social Networking Plugin
This tools allows you to make use of social media such as LinkedIn and
Twitter as you build relationships with your customers and prospects.
The three functions of this plugin include:
1. Finding contacts on LinkedIn
2. Staying in touch via Twitter—including an automatic @reply and
Direct Message feature that sends directly from AddressTwo.
3. Searching for the contact on additional networking sites such as
Ning sites, Plaxo, etc.
Referral Tracker
If you are involved in structured networking of any kind—BNI, chamber of
commerce, or any other business groups—you know the power of a
referral. But, do you know which contacts are providing you referrals?
AddressTwo allows you to track the referral sources who lead to closed
business for you.
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Getting Started Guide
3rd Party Marketing Tools
In addition to the great features you will find inside AddressTwo, we also have
build relationships with two 3rd party marketing tools to help you stay in touch
with your contact.
XpressMessages
AddressTwo offers a quick and easy integration into the popular direct
mail tool, XpressMessages. XpressMessages is an external solution
managed by a 3rd party vendor, but their service has proven so beneficial
to our users that we provide direct integration within AddressTwo.
For details on how XpressMessages helps with your direct mail
marketing, visit www.enfrontapp.com.
ConstantContact
Although our native Campaign Manager offers a competitive product to
ConstantContact, the email tool’s wide-spread popularity makes it a
very logical addition for our users. We decided to make it as easy as
possible to store contacts at AddressTwo and deliver emails with
ConstantContact. Using our integration, it is no longer necessary to rely
on ConstantContact’s contact management features.
For details on how ConstantContact works, visit
www.constantcontact.com.
Set-Up
To use either of these tools, first you must set up an account with the 3rd party
vendor. Once you have done so, you can store your user login credentials at
AddressTwo for easy integration. In the ADMIN section, click the button that
reads, “MARKETING ADD-ONS.” You can insert your username and password
here.
Using These Marketing Tools
Once your account is set up, you can export queries and lists directly to
XpressMessages or ConstantContact. Every export will be viewed by these
systems as a new distribution list or group with the date and name assigned by
you during the export process.
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Getting Started Guide
Administrative Reports
Administrative reporting allows the administrator of the account to monitor the
activity of each user, the performance of email campaigns, and the activity of
any downline accounts.
User Activity Reports
User activity reports are helpful management tools within a sales organization
to see how active any particular user has been at making calls, scheduling
appointments, etc. You can choose to include or exclude the batch routines
that might over-inflate the actual activity of a user.
Downline Activity Reports
If you are the parent account of any other accounts, you will have permissions
to see limited amounts of data regarding their activities. These can be useful
reports for companies who rely on the sales productivity of outside partners
where contact data should not be shared, yet activity monitoring is permitted.
Depending on the depth of your distributor network, you can monitor multiple
tiers of parent accounts. This is particularly useful for multi-level marketing or
network marketing users.
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