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CONTACTS

Contacts Basics

• What are contacts?
• How are contacts different than leads?
• Can I email contacts individually or in bulk from the system?

Importing Contacts

• How do I import my contacts into PipelineDeals?
• Will all fields from my existing CRM or contact management system be imported?
• Will my notes for my contacts be imported?
• How do I import vCards into PipelineDeals?
• How do I import my contacts from Outlook 2003, 2007 or Express?
• How do I import my contacts from Salesforce.com?
• How do I import my contacts from Highrise?
• How do I import my contacts from ACT! V9.0?
• Can I import leads from a trade show or other purchased leads?
• Can I define my own contacts or leads import file for my team?

Adding & Editing Contacts

• How do I add contacts into PipelineDeals?
• How do I manually add contacts?
• How do I edit or change a contact’s profile?
• How do I edit or change a contact’s work or home address?
• How do I change a company or position associated with a contact?
• How do I add a note for a contact?
• How do I associate a deal to a contact?
• Can a contact be associated with multiple deals?
• Do I have any limits on using custom fields for contacts?
• Do custom contact fields show up for all contacts?

Leads vs. Contacts

• What is the difference between a lead and a contact?
• What is a lead source?
• Can I import leads and automatically assign them to my team?
• Can I send a lead into PipelineDeals from my email system or smart-phone?

Searching Contacts

• How can I search and browse my contacts?
• What is a company directory?
• How do I find all contacts that I know at a specific company?

Contact Tags

• What are tags?
• How can I find my contacts by tags?
• How do I add tags to a contact to an existing contact?
• Can I add multiple tags to a contact?
• Can I add a tag to more than one contact at a time?

Contacts Basics

What are contacts?
The contacts feature is a powerful database for all of your contacts supporting your deals. You can store basic contact information such as addresses, and phone numbers but also notes, to-dos and events,tags and see related people.

How are contacts different than leads?
Leads typically have an associated lead source associated with them. Leads can be assigned to you by another team member - manually or using the bulk lead import template. See Leads section below. Leads appear on home page in the Assigned Leads box as well as in the open leads report.

Can I email contacts individually or in bulk from the system?
We will launch your default email client (e.g. outlook, gmail, etc.) if you click on a contact’s email address. You cannot email contacts in bulk out of the system.

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Importing Contacts

How do I import my contacts into PipelineDeals?
From the contacts page, select Import from a file from the menu on the left side of the contacts screen. Select the specific format of your data that you wish to import.

Currently, you may import your contacts from the following systems:

• vCards
• Outlook 2007
• Outlook 2003
• Outlook Express
• Salesforce
• Highrise
• ACT! V9.0
• Bulk Leads Import

Will all fields from my existing CRM or contact management system be imported?
No. We will import as many fields as possible. Those fields that are not standard PipelineDeals contact fields (e.g. website, or birthday) will be stored in a custom field for the contact.

Will my notes for my contacts be imported?
This really depends on which CRM system you are importing from. Some exported formats from other systems will not export contact notes. Some systems such as Outlook will export notes in the file. As long as your existing CRM exports notes, we will import them into PipelineDeals.

How do I import vCards into PipelineDeals?
Export vCards from either you Mac Address book application, Microsoft Outlook or any other contact management program. Import the vCard file into PipelineDeals by selecting Import from a file from the Contacts page, with the specific Outlook format selected.

How do I import my contacts from Outlook 2003, 2007 or Express?
In order to import your contacts from Microsoft Outlook into PipelineDeals, you will first need to create a CSV or Common Separated Value file. To create your Microsoft Outlook CSV file, perform the following steps:

1. From the Microsoft Outlook application, choose the “Import and Export Wizard” in Outlook and select “Export to a file.” Then click the “Next” button.
2. Select “Comma Separated Values (Windows)” as the file type. Click the “Next” button.
3. Select the “Contacts” folder as the folder to export from. Click the “Next” button.
4. Choose a location to save the exported file. Click the “Next” button.
5. Click the “Finish” button.
6. Import the Microsoft Outlook CSV file into PipelineDeals by selecting Import from a file from the Contacts page, with the specific Outlook format selected.

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How do I import my contacts from Salesforce.com?

1. Login to your Salesforce.com account.
2. Go to the Contacts Tab.
3. Select the Contacts Mailing List Report.
4. From Step 1 - Select the Report format screen and click the “Export Detail to Excel” button.
5. Select Comma Delimited .csv as the Export File Format; (This is not the default option).
6. Click the “Export” button. Save the file to your desktop.
7. Import the Salesforce CSV file into PipelineDeals by selecting Import from a file from the Contacts page, with the Salesforce file selected.

How do I import my contacts from Highrise?

1. Login to your Highrise account.
2. Go to the Contacts tab.
3. Select Export Contacts to a CSV File on the right hand side.
4. Export the file to CSV file.
5. Import the Highrise CSV file into PipelineDeals by selecting Import from a file from the Contacts page, with the Highrise CSV file selected.

Note: Highrise will not export the notes associated to your contacts.

How do I import my contacts from ACT! V9.0 ?

1. Select the “Export” option in ACT’s “File” menu.
2. Within the “Export Wizard.” Click the “Next” button.
3. Select “Text Delimited” as the type of file to export to. Click the “Next” button.
4. Select the filename and location for your export. Click the “Next” button.
5. Choose “Contact Records” as the kind of records to export and export “All records.” Click the “Next” button.
6. Choose “Comma” as the character to separate each field and select “Yes, export field names” (this is not selected by default). Then click the “Next” button.
7. Step 5 of the Export Wizard: Just keep the The “Contact Map” defaults and click the “Next” button.
8. Step 6 of the Export Wizard: Click the “Finish” button to complete the export.
9. Import the ACT! 9.0 txt file into PipelineDeals by selecting Import from a file from the Contacts page, with the ACT! V9.0 file selected.

Can I import leads from a trade show or other purchased leads?
Yes. However, if your leads vendor or file is a special CSV format, you will need to contact customercare@pipelinedeals.com and we will setup a special Importing file format for your team.

Can I define my own contacts or leads import file for my team?
Yes. Just contact us at customercare@pipelinedeals.com and we can setup a special leads csv format for your team.

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Adding & Editing Contacts

How do I add contacts into PipelineDeals?
You can add contact using the Importing feature. See Importing Contacts into PipelineDeals question. You can also manually add a contact.

How do I manually add contacts into PipelineDeals?

1. Go to the contacts page.
2. Click Add Contact / Lead link from the upper left menu.
3. Enter contact information.
4. Check the automatically create deal checkbox if you want to add a deal into the system at the same time you are adding a contact.

How do I edit or change a contact’s profile?

1. Search for your contact.
2. Click on the Full Profile link from the contact’s business card that is displayed in the search results.
3. You will be taken to the contact’s profile where you can edit their contact information, add notes, to-dos and events, tags and custom fields.

How do I edit or change a contact’s work or home address?

1. Search for your contact.
2. Click on the Full Profile link from the contact’s business card that is displayed in the search results.
3. Click Edit Info from the Business Card in the upper left part of the screen.
4. To switch between work and home information, just click the Edit Home Info link.

How do I change a company or position associated with a contact?

1. Search for your contact.
2. Click on the Full Profile link from the contact’s business card that is displayed in the search results.
3. Click on the pencil icon by the person’s name.
4. Edit the company name and position associated with the contact.
5. Click Save.

How do add a note for a contact?

1. Search for your contact.
2. Click on the Full Profile link from the contact’s business card that is displayed in the search results.
3. Enter a note in the notes form.
4. Click Save.

How do associate a deal to a contact?

1. Search for your contact.
2. Click on the Full Profile link from the contact’s business card that is displayed in the search results.
3. Add a deal from the Deals menu on the left.
4. Click Save.

Once an association is made to a deal, the contact will show up on the deals page in the People area. You can also do the association right from the deals page.

Can a contact be associated with multiple deals?
Yes, you can associate a contact with many deals.

Do I have any limits on using custom fields for contacts?
No. You can have as many custom fields as you like for a contact.

Do custom contact fields show up for all contacts?
They can be if you do a bulk leads import, or if PipelineDeals does a custom import for your team. By default, if you just define a custom field for one contact, it will not be defined for all other contacts.

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Leads vs. Contacts

What is the difference between a lead and a contact?
A lead has a lead source associated to it, contacts do not.

What is a lead source?
Lead sources allow you to track which marketing programs are most effective in driving your business. A lead source could be your website, a trade-show, a referral, an existing business relationship, direct mail campaign, cold calling or any means by which you generate and prospect for business. All contacts in PipelineDeals can be entered with an associated lead source which can be customized for your business.

Lead sources are setup and managed by your administrator.

Can I import leads and automatically assign them to my team?
Yes. You can use the CSV file format for bulk leads import. To import leads in bulk, perform the following steps:

1. Obtain the Bulk Leads Import CSV file template by downloading from the link in Contacts or customercare@pipelinedeals.com.
2. Add Leads into the Bulk Leads Import CSV file
3. Go to Contacts > Add Contacts
4. Select Import from a File
5. Upload your file.

Leads will be assigned to your team.

Can I send a lead into PipelineDeals from my email system or smart-phone?
Yes. To send a lead into PipelineDeals from your email system:

1. Ensure you are sending the email from the email address associated with your PipelineDeals account. You can check this on the My Settings screen.
2. Enter the lead info in your subject line to: Name, Phone Number, Company
3. Ensure there are commas in the subject line
4. Add some notes to the email body such as lead background, or followup information; Note: the email body will be posted as a note for the lead on the contact profile screen.
5. Send the email to leads@pipelinedeals.com.

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Searching Contacts

How can I search and browse my contacts?
You can search and browse your contacts several ways:

• Search by last name by using the search box on the contacts page
• Browse contacts by last name by clicking on the letters of the rolodex on the right side of the contacts screen
• By Company - Click on the Company Directory link in the More Ways to Search link in the left menu
• By Tag - Click on the By Tag link in the More Ways to Search link in the left menu
• By Lead Source - Click on the By Lead Source link in the More Ways to Search link in the left menu

What is a company directory?
The company directory lists all of the companies associated with your contacts. You can find a company by typing a few letters in the search box from the company directory page.

How do I find all the contacts I know at a specific company?
Search for a company in your company directory.
Then click on the company name to display all the contacts at a specific company. You will also see any recent conversations that have been documented for all contacts across the company.

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Contact Tags

What are tags?
Tags are a powerful and simple way to classify your contacts. For example, let’s say you wanted to classify Bob Smith as a “Golfer” or as a “Marketing Expert”, simply add the tags to the person on the contact profile page or when you add a contact into the system. Think of tags as a way to group your contacts together.

You can add those same tags to some of your other contacts. So, if you want to produce a list of all “Golfers”, simply click on the tag, “Golfer” on the contacts page.

How can I find my contacts by tags?

1. Go to the contacts page.
2. From the More Ways to Search menu on the left, select By Tags.
3. A list of all tags for your contacts are available.

How do I add tags to a contact to an existing contact?

1. Search and find you contact from the contacts page.
2. Select Full Profile red link or click on the contact’s name.
3. Select Add Tag on the contact profile page.

Can I add multiple tags to a contact?
Yes, you can add as many tags as you like to the contact’s profile.

Can I add a tag to more than one contact at a time?
Currently you cannot add a tag to multiple contacts at once or search on multiple tags at once.

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