My Lists

My Lists provide a rep with a tool to help them target market their customers. Customers can be selected based on demographic information entered in CRM, purchasing information entered in any module or a combination of both. As part of the export process reps can narrow selection to certain individuals and can schedule to do items, update information or even create opportunities for all selected names on the list.

Create Lists

Navigate to the menu Customers -> My Lists.

You will be able to view the existing lists as well as the buttons which enable you to create advertising specific Lists, CRM lists, exhibitor lists and the ability to merge existing lists.

Ad Lists

Click the button “New Ad List”. This will open a screen where you can create a list of clients to target based on their advertising orders history.

At the top, enter a description of the list which will display on the “My Lists” screen. This entry is mandatory to create the list.

Then choose the sales reps by clicking on the sales rep’s name and clicking the right arrow. Reps in this context means the reps that were the sales person for the related orders. The reps displayed in this list will be limited by whom I am allowed to see in Access Control on the User Security setup for the logged in user. This field is optional.

Proceed to choose the type of customer which is also optional:

1. Select customers who did advertise in the following Products or

2. Select customers who did NOT advertise in the following Products

This will include or exclude the existing advertisers in the products you will choose below.

Choose the product and click the right arrow to include the products you want on this list. These selections are optional.

You can then choose the PIB type by clicking on the PIB categories and clicking on the right arrow to include these types of PIB. These fields are optional. The PIB category is assigned to each account in the account maintenance screen for the customer.

Then proceed to select the type of orders to include for these customers, by choosing the filters for the order criteria. These fields are optional.

For Ad Types and Sections - we are looking for the ID of the Ad Type and Section. And it is case-sensitive. Separate multiples with semi-colons Here is the setup for the above sections:

The order date range can be chosen by clicking the calendar icon to include the advertisers who entered orders within this date range. This is the date when the order is running for the customer.

Enter the orders statuses for orders which will run in the future which you also would like to include.

When finished, click “Save Criteria and Retrieve Data”.

This will display the data which fits into this list.

At this point, you can remove customers from the list by clicking the x red button if you wish to narrow down the list.

You also have the capability to click the hyperlink to the customer to view the summary overview of this customer to help you analyze the data.

If you want to export this list results to Excel or PDF, click the Excel or PDF icons.

Click the button “Export Details to Excel”. This will display a pop up screen with more options to narrow down the selection of customers exported to excel.

The Contact Filters tab has options to check for “Privacy Filters”. These, if checked, will display the customers which you can contact by email, telephone, fax, or mail.

The Contact Selection set of filters, if checked, will enable you to view specific contacts for each of the customers exported to excel. For example, include the first contacts of the reps on the list, or include all contacts for the reps. These first two options cannot be selected together. But you can choose to include agency contacts for the reps and/or other employees available in the system for these customers.

The Company Selection allows the users to eliminate companies who do not have contacts in the system and/or companies who are on credit stop and/or customers marked as “Do Not Use”.

Once finished, click the buttons:

1. Run Export Only: This will let the system export the data to Excel.

2. Run Updates Only: This will let the system update the list and reserve it until the next update.

3. Export and Update: This performs both above functions.

The tab “Categories” allows you to add categories to the list export to narrow down customers to these categories only. You can leave it blank with no choices and all customers will then be included regardless of the category setting.

The tab “Publications” allows you to add publications to the list export in which customers placed orders. You can leave it blank with no choices and all customers will then be included regardless of the publications’ setting.

The tab “Exhibitions” allows you to add exhibitions to the list export where customers purchased exhibition orders. You can leave it blank with no choices and all customers will then be included regardless of the exhibitions’ setting.

Job Titles, Sources and Contact Types all follow a similar pattern to the above. You can leave them blank with no choices and all customers will then be included regardless of their titles/sources/type.

The tab “Add a Note” allows you to add a note to the contact indicating that this contact was added to the list export. Once that box is checked, then you can choose the product or exhibition name. The below text was automatically added, but can be modified as desired

The tab “Add an Action” allows you to add an action item on this list export which will appear as a to-do item for the contacts identified in this list export. The action item is tied to a product type and name which you can choose from the list.

Add a short description and the type of action, for example, call, follow up or appointment and so forth.

You can include extra notes in the notes box.

You can choose the box to synchronize the reminders here with the Outlook or Gmail Calendar. Therefore, you can set the start and end dates for the to-do item.

Choose the sales rep to assign this item to from the drop down labeled “Assign To”.

The tab “Add an Opportunity” allows you to attach an opportunity to this export.

Check the box “Create an Opportunity for all Accounts Selected in this Process”. This will allow you to enter details of the opportunity including the type, stage, owner sales rep, descriptions, dates, and publications/ websites.

The tab “Tag Records” allows you to add these contacts to the Products and exhibitions you select from the respective drop downs.

Click the tab “Add to Lists”. Check the boxes for one or more marketing lists if desired

Click the tab "Flag ad Favorite." Click the box to flag the accounts on the list as your favorites.

Once you are finished, click on the button “Export and Update” and you will be provided with the data in Excel form.

Click “Return to My Lists” or navigate back to the menu Customers -> My Lists. And the new list displays on the list.

You can click the “Map List” button and the contacts on this list will appear on a Map screen.

Click the button “Select” corresponding to the list and this will display the results of the list on the bottom half of the screen.

At this point, you can click the red button to remove a customer from this list, but then if you do not save you can click the button “Refresh”, this will retrieve the customer back.

You can edit the list again by selecting the button “Select” and make all edits and save the changes to the list.

Click the button “Export and/or Tag Contacts”. This will display the screen to add more details to the export of the list as explained above.

CRM Lists

Click the button “New CRM List” and this will allow you to create a list of clients’ contacts geared to CRM.

Enter the description at the top of the list - this is mandatory.

Choose one or more sales rep(s) by highlighting the name and clicking on the right arrow. The reps available in this list will be filtered based on the logged in user's User Security (Access Control settings)

The way that this rep filter works is different from the "Ad List" or "Exhibitor List" sales rep selection. In this search it is based on customers that the selected user(s) have accessed. It can be further filtered below to show only "My Customers" or all the companies I have accessed. The reps who have accessed a particular customer is displayed here on the customer account:

In the above example, I was logged into the system as Donna and I can see that both Donna and Kelly have worked with this account. So when the CRM-related "My List" is run for either of these users, this account will be displayed. But notice that logged in as Donna, the "Add to My Customers" star is not enabled, so it isn't considered to be one of her "My Customers" - so when Donna is the selected rep in the search, the Keswick Theatre will be returned in the search if "My Customers (below) is set to Select All Comanies, but it will not be returned in the search if "Select only companies in My Database" is selected.

The general filters section displays the filters as follows:

1. Record Types: You can choose all record types, advertisers only or agencies only.

2. My Customers: Choose all clients or only ones flagged as "my customer"

3. Favorites: Choose companies you marked as favorites or not your favorites depending on the data you want to focus on.

4. With Last Action: Select either companies with an action or without an action both as of a certain date and choose the date from the pop up calendar. (Useful if i want to pull a list of customers who have not been contacted in the last 90 days, or something similar)

5. With Contacts: Choose to include or exclude companies without contacts.

The portal filter section allows you to choose all companies, or companies with or without access to the portal.

You can also choose all clients or only ones who are allowed or not allowed to purchase remnant deals.

The opportunity filters section allows you to determine the companies who have opportunities in the system, choose the type and stage or stages of the opportunity.

The Geographic filter allows you to limit your list results to a certain location.

The category filters allow you to limit the choices to category or several.

You can choose the category by clicking the category and clicking the right arrow.

Choose the source filter by clicking the source and clicking the right arrow. See Sources setup

You can then add the products and/or exhibitions filters for this list by clicking the product and then the right arrow. (As this is the CRM list, this is filtering for customers tagged with these products/exhibitions in the "Interests" section on the account. To filter by customers who purchased these products/exhibitions, use the Ad List rather than the CRM List.)

You can then choose the different user defined fields to filter the data further and then when finished, click the “Save Criteria and Retrieve Data” button. The data will display on the “Results” bottom part of the screen.

Click “Return to My Lists”. This will display the new list on the My Lists screen.

The Export options remain the same as was described in Ad Lists.

Exhibitor Lists

Click the button “New Exhibitor List” and then enter the description of the list, which is mandatory.

Then choose the filters to determine the list.

Enter the Sales reps by clicking on the name and then the right arrow.

Click the exhibitor types and then the right arrow to include the exhibitor type.

Similarly choose the category, order type and space type by clicking on the type then the right arrow.

This creates list “A” criteria.

You have the option to create a list B to compare to this list or just leave it as one list report.

• None: This means you have one list only list A as defined above.

• And: Select exhibitors in both List A and List B: This will display a comparison of exhibitors which are common to both lists only and exclude ones which are on one of the two lists.

• Or: Select exhibitions in either List A OR List B: Displays the exhibitions on either list even if there are common ones.

• Not: Select exhibitors in List A but NOT List B: Displays exhibitors who are on list A but not on list B.

If you choose the latter three options, the system allows you to enter the criteria for the List B to perform the comparison.

Click on the exhibitions you want to add to list B and click the right arrow.

Once finished, click “Save Criteria and Retrieve Data”. This will display the results on the bottom part of the page under the Results pane.

Merge Lists

You have the option to merge two lists together if it makes business sense. The lists can be of different types, for example ad, CRM or exhibition lists.

To do so, click the button “New Merge List”.

You can now choose the two lists A and B from the drop down menus. Then you can choose the list to include only prospects which are on both lists, or merge all prospects whether they are on one or both lists, or select prospects which are on list A, but not on list B.

The second option to choose is whether to delete either list or leave them as is after the merge.

The third option is to type in the name of the new list.

Once finished click the button “Create New List”.

The system will refresh the screen and display the new list on the screen for you to view. You can edit the list and change these options above at any time.