LA Stormwater Stakeholder Tracking User Manual
Contents
1. t merge them Creating SuperTags SuperTags are customizable and editable fields that give us specific information about a contact 1 How to create a SuperTag o If you want to create a new SuperTag go to the Tags and SuperTags tab and select Add below the list of existing SuperTags o Type in the name of the SuperTag and click Save o To edit an existing SuperTag go to the Tags and SuperTags section and select the SuperTag you want to edit by clicking on it o Click on the edit button and add or delete fields icons to the right of SuperTag name o Click Save o Add the information you would like to capture each time you tag a contact with this SuperTag 2 How to add SuperTags to contacts o Select a contact and write the tag name in the Tag field o If the tag already exists as a SuperTag it will become orange when it appears as a super tag and will be editable in the contact s profile 3 Below is a list of all tags and SuperTags that are used to track stakeholders When a SuperTag is used the contact becomes automatically tagged with that SuperTag i e Rainwater Harvesting When you enter information for these SuperTags i e yes no in the general eNewsletter section the tag will automatically appear below the contacts name z z z TIP It s ok to Supertags and Fields Assigned to them in BatchBook pene eNEWSLETTER tags but make eNewsletter LID Updates sure to2. Event please note that this is a text field as are all values for this SuperTag This means that the data you enter here is text description and not yes no i e 9 22 2011 Nutts for Mutts o Save the Import List as saved by date of import i e New Contacts 11 22 11 as CSV file o Go back to Import Contacts in BatchBook and select Import Format CSV o Browse for the Contact List CSV file i e New Contacts 11 22 11 o The data that was imported will appear in BatchBook This may take a while if you are importing a larger list You will be notified when the import is complete through the lastormwater program gmail com email o When importing a list of contacts make sure to tag it e Tagging a list of contacts will enable you to search for all contacts on that list and assign them details e If you are importing new contacts every month tag them with this format New Contacts 11 22 11 o When importing contacts you will have an option to merge contacts on import This function is designed to prevent duplicates in BatchBook and to enable updating SuperTag data for existing contacts If you select merge and Use existing data Batchbook will use the data from the import file when merging contacts o IMPORTANT BatchBook should merge contacts based on a combination of name and email This function will not work unless the contacts are a match in name last name and email We would suggest not using th
3. Schulman s social network accounts QRS ua Reais SOCIAL MEDIA INTERACTIONS SAVE CANCEL La Stormwater Facebook 8 31 2011 commented on California could be first state to ban Styrofoam containers Comment yes especially when there are accessible alternatives La Stormwater Youtube Channel Team Effort Blog 13 5 How to track stakeholders on the Team Effort Blog o Login to the LA Stormwater blog page http www lastormwater org wp admin o On the Dashboard click on Comments LA Stormwater Gt Dashboard Posts Home Slider Homepage Landing Pages About Us Sub Take Action Sub Documents mG amp amp amp Green LA Sub del Media S5 g Links Q i Pages Comments 1 B Eo Appearance 3 Plugins amp Users Th Tools Settings 1 Neov Comments All Pending Approved Spam 595 z Bulk Actions Apply Author North Atwater Park to Be Celebrated Along LA River s Banks lastormwater info blog 2012 04 03 north atwater p 74 208 87 169 45 LA Stormwater or lastormwater info lastormwater program gmail com 66 116 71 128 Loria Perkoski iJ Splinter43 gmail com 173 208 176 147 How Low Impact Development Applies to You lastormwater info blog 2012 02 22 how Show all comment types Trash Filter Check for Spam Comment Submitted on 2012 04 03 at 3 54 pm For more on this project please read our October
4. contacts are already in there and merge them if necessary Formstack will automatically detect duplicates Sort by Name Create a New Form Rainwater Harvesting Rainwater Harvesting Do Not Drink Sticker Do Not Drink Sticker 0 Submissions 0 Views o Tocreate a form that you will sync with BatchBook select i e Blank Form click Next and follow the steps Create a form using Add Field button at the bottom left page For more information about how to build a form refer to the Formstack user guide http support formstack com index php pg kb book amp id 2 or to the Formstack User Manual o IMPORTANT In order to synchronize the data on the form you need to have fields in BatchBook that match the fields in forms For example if you will be collecting first name and last name information that s ok because there are existing first name and last name fields in BatchBook that will be populated with this information However if you are interested if the person wants to receive a sticker see Creating SuperTags section for Rainwater Harvesting Do Not Drink Sticker example a field that doesn t yet exist in BatchBook you will first have to create that field in BatchBook create a SuperTag so the information can sync See Creating SuperTags section for information about how to create SuperTags o After you created the form go to Settings name the forms select the Style Templa
5. possible profiles have been further defined i e LID Below is a list of fields we are using to track stakeholders in BatchBook 1 Record Type Individuals Organizations 2 Profile Profile categories are selected based on the eNewsletter preference i e if a person is subscribed to gardening updates he or she will also be profiled as gardener or on the information they provide when they sign up for the eNewsletter o Gardener yes no Pet owner yes no Student yes no Teacher yes no Business Owner yes no Non profit Affiliate yes no Government Affiliate yes no Partner yes no o Media yes no 3 Interaction with Stakeholder Select appropriate interaction type from the list below enter the date and a short description or a title of the event O O O O O O OO o Event o Hotline Phone Call TIP When entering o Email information in o Requested LA Stormwater Item any of the information o Requested Booth in a Box Materials PESE EER o Other make sure to 4 LA Stormwater eNewsletter select all that apply add a date General eNewsletter yes no Pet eBlast yes no Garden Updates yes no LID Updates yes no Student Updates yes no o Teacher Updates yes no 5 Rainwater Harvesting RWH This field SuperTag is only for Rainwater Harvesting Program You can add additional SuperTags specific to new programs within Rainwater Harvesting if necessary o Applicant for RHW Pilot Progra
6. residents only Main companies only Deal Information Only applied to exported deals 5 To export the list o Click on Export CSV o Save it on your computer List Data amp Currently you only have the type value selected in the list data section If this is not pencil above to edit the data you wish to export The following data will be included in your list as well as the report for this list Type H Print Labels J Export CSV B Export vCards View Report Include employees of companies in exports report C Removing Duplicate Contacts 1 From the main Contacts tab or the Search Results page select two contacts that you want to merge by checking the box next to each name you can only merge two contacts like that 3 Maggie Adrian 2 A notification will appear at the top of the page indicating that you have selected two contacts Choose Merge Selected Items from the batch actions pull down menu that appears at the top of the list Choose a Batch Action 3 Click Make this the new contact for the record that you want all data to be merged into o NOTE The contact you do not select will be deleted and its information merged into the selected contact 4 IMPORTANT Make sure that the contacts you are merging are duplicates and not just two contacts with the same name The best way to check is to look at the email address If the email addresses don t match don
7. 2010 blog post A Forgotten Creek Will Lead the Way Approve Reply Quick Edit Edit Spam Trash Submitted on 2012 03 30 at 1 19 pm In reply to Loria Perkoski Hi Loria 414 items Thanks for your interest in Rainwater Harvesting For more information on Rainwater Harvesting check out our website http arainwaterharvesting org Submitted on 2012 03 29 at 11 15 am always was interested in this topic and still am appreciate it for putting up Submitted on 2012 03 27 at 1 39 pm There are even suggestions that every household can voluntarily make to help the home become more environmentally friendly low impact 74 208 87 169 for the future In either case your road to LID success starts You will now see all the comments and the topic post that the comment Howdy LAadmin ky Screen Options Help Search Comments 1 of21 gt In Response To A Forgotten Creek Will Lead the Way View Post Learn How To Install Your Rain Barrel at Home Watch Our Do It Yourself Installation Video View Post Learn How To Install Your Rain Barrel at Home Watch Our Do It Yourself Installation Video View Post 5 Ways To Make Your Home Water Friendly View Post relates to on the right Look for comments that fall in the time frame you re updating Update only information about Comments Do not update Pingsbacks A comment has an orange icon with a person n
8. 6 55624 lastormwater batchbook com o Enter the contact s email in the To field and paste your Batchbox e mail address into the Bcc field of the message and click Send Your e mail will be logged as a communication in your BatchBook account o Any contacts created through Batchbox will be tagged with Batchbox Previous Next Record Created Feb 20 2012 Last Updated Feb 20 2012 Total Comms 1 Last Comm 02 19 2012 Search for vtrbusic s social network accounts AX lpa eel A SuperTags Activity Log E test 02 19 2012 Email from Vedrana Trbusic to vtrbusic f Print All F Tii EE oe eae COMMUNICATIONS Eaei eee ee eee ee egal ee eee ee Type for live search All Types All Tags O aa RSS Feed Tip Using BatchBox email forwarding you can send emails and To Dos J into Batchbook Your BatchBox email address is Select This Page None Showing 1 2 of 2 communications m m nesubject ee aon 02 19 2012 it To vtrbusic From lastormwater pro test 02 19 2012 To vtrbusic From Vedrana Trbusic aii 21 BatchBook Support Here are some useful resources and tutorials that will help you get used to BatchBook http www batchblue com screencasts html webforms video http batchblue com screencasts html http support batchbook com Customer Support Contact support batchblue com 22
9. BatchBook forms o Inthe List and Reports tab click on Web Form Icon contact List wer Form Lists o Enter the Name Description and Tag and click Save Now your form consists of two fields First Name and Last Name To customize the form and add more details click on Web Form Data and select the data you want to include in the form and click Save 17 Web Form Data Select the data you d like to include by checking or unchecking the appropriate boxes below When finished click save Superlag Data Name required lf these contacts are Superlagged choose the relevant fields E Title below to include them in reports and CSV exports Select All El Company Deselect All Contact Information social media profile interaction with stakeholder e newsletter Primary rainwater harvesting lid engagement level social media interactions rainwater harvesting do not drink sticker Toggle All Please only email me to confirm shipment of sticker Please send me the la stormwater e newsletter sent once every 3 months W Please send me u pdates regarding rainwater harvesting sent once every 6 months address for los angeles residents only O cance H Print Labels 1 Export CSV Export vCards View Report Include employees of companies in exports report C o You can preview your form and find the link to the form here W
10. CONTACTS CREATED WITH BATCHBOX WILL BE TAGGED Batchbox 4 How to edit add or delete SuperTags for a large number or contacts O When you need to edit a SuperTag or any other tag for a large number of contacts it is best to do it with Batch Actions Through Advanced Search locate the contacts that you need to edit When you have a list select All or if you don t need to select all but only some of the contacts then select only the contacts that need to be edited not all A dropdown menu will appear 673 records selected Choose a Batch Action In Batch Actions choose the action you want to perform e For example to edit SuperTags select Edit SuperTags for selected items and select a SuperTag to which you want to add information for all contacts in this list i e Profile O e Toggle the information you want to add For example if you want change the profile of the selected contacts to pet owner select yes in the Pet Owner field e Click Save to save your changes IMPORTANT To ensure that the contact s information that is already in BatchBook doesn t get overwritten select do not update for all fields you are not updating This will ensure that only the field you want to change changes and everything else stays the same For example if you want to update only information about Pet Owners but you don t want to delete the information about G
11. Table of Contents LA Stormwater Stakeholder Tracking User Manual AGING and MPOrEINe CONCA CiS ertsen ene eE ETN Creating Lists and Export Contacts from BatchBook ssssssseesseesoeesoeesoeesoees Removing Duplicate Contacts seesssesoeesoresoresoresoresoresosesosesoseseeeseeeee Creatine SUDET ao Sesia a a a aa a a a Sonectionas Tracking Interaction with Stakeholders ssessseesseesceesceescessceescessceseeseee FOrmMS Tin BatGN BOOK eras csc re E EE ETEA AE R Using Data From INe FOr r asccscscwsweoeociusoueactsetanmatceucoxessseeocaumauetensseuens How To Search By Tags To Update Contacts That Were Imported Through Forms How To Use Batchbox To Keep Track Of All Communications With A Stakeholder BALGNDOOK SUP DOM eerren oedaneiewesuteeweeateneeeunte sea aqnnasenuerseseaters Getin Starte dressera esine a E nach Ga tiewbeudeosad an E ESEE HOW to USE TNS GUE eerren U ETEEN EOOOING I PAE E E E E twa E E E E A E LA Stormwater Stakeholder Tracking User Manual Getting Started The LA Stormwater Stakeholder Tracking system is hosted by BatchBook The contacts in BatchBook correspond to contacts that were moved from Constant Contacts lists to MailChimp In addition BatchBook also contains a list of stakeholders who participated in the Rainwater Harvesting Pilot Program and all the contacts that were added through social media tracking Based on contacts email preferences they have been sorted in different profiles When
12. ardeners click on do not update next to that field Build a List from This Search 279 records selected Choose a SuperTag to update profile e Note Leaving a field blank will remove all data from that field for all selected contacts To avoid clearing data for a particular field click the do not update link next to the field x Cancel no do not update no do not update no do not update no do not update no do not update no do not update no do not update no do not update no do not update Cancel Tracking Interaction with Stakeholders This field exists to track the interaction with the stakeholders This will help to determine which stakeholders interact more with the program and by which means at an event through an email etc 1 How to track interaction with stakeholders O Search for the contact you want to enter interaction information for to see if it s already in BatchBook If not add the contact If the tag doesn t exist yet tag the contact interaction with stakeholder Fill out the text fields Make sure to start every entry with a date For example if contact details were acquired at an event fill out the date and information about the event in the Event field If a stakeholder requested materials for booth in a box event enter a date and details of which materials were requested in the Requested Booth in a Box Materials field Add a date and des
13. ced Search upper right side of your screen to find contacts you want to export and click Search Advanced Search Record Type EF x Individual x a and E Newsletter Pet Blast 15 x yes Saved Searches none 2 Click on Build a list from this search and name the list with something recognizable then click Save Build a List from This Search Name for list pet blast 3 Now you have a list of all the contacts that fit your search criteria You can see this list in List and Reports tab 4 To export the list that you created Click on the List Data button Select all the information that you want to export Click on Save The information you don t toggle will not be exported List Data amp OOO O Select the data you d like to include by checking or unchecking the appropriate boxes below When finished click save SuperTag Data Name lf these contacts are SuperTagged choose the relevant fields Fj below to include them in reports and CSV exports Select All W Type i Deselect All F Title Deselect All Company social media mane i profile Notes z ER ana interaction with stakeholder Communications penn eee C Id rainwater harvesting Contact Information lid Primary engagement level Home social media interactions Work rainwater harvesting do not drink sticker Other address for los angeles
14. cription every time an interaction occurs without overwriting the previous entry INTERACTION WITH STAKEHOLDER SAWE CANCEL o This is how the entry will appear in BatchBook mn ss T Previous Next Record Created Jul 18 2011 Tommy Abad 2 y a Last Updated Jul 18 2011 interaction with stakeholder x new contacts july x social media interactions x Total Comms 0 Tag Last Comm Never Search for Tommy Abad s social network accounts QRS iva E AEOS SuperlTags INTERACTION WITH STAKEHOLDER 6 25 2011 CD 6 Pet Care Fair SOCIAL MEDIA INTERACTIONS 10 o Note When you re importing a list using the template that contains information about Interaction with stakeholder the contact will be automatically tagged with this tag 2 How to track stakeholders on social media o Social Media outlets include Facebook YouTube and Blog o Frequency of tracking Every 1 and 15 of the month check social media and enter the information for that period i e on September 15 add comments entered between September 1 and September 14 3 How to track stakeholders on Facebook o Login to Facebook http www facebook com o Click on the arrow by Home and select LA Stormwater under Use Facebook as La Stormwater Find Friends Home By se Facebook S LA Stormwater Account Settings Privacy Settings Log Out Help o Scroll down the wall and find all posts for the past 14 days
15. ders online Welcome Vedrana Trbusic don t rely only on the forms because not everybody will fill out the form but they might leave a comment So make sure to check Facebook Blog and YouTube Dashboard Sm 1pir ae LLL Aa T e a B L A a D Y aa D r l a E E e e a e a e a A a a Web Form Submissions Web Form Name Imported Pending test Sea Life Trivia Contest Pet N Water Contest Cl Show only forms with pending submissions 2 Click on the form you are interested in For example Sea Life Trivia Contest All the contacts in this form signed up to participate in the contest There are currently 16 participants as you can see from Imported column Before that the contacts were in the Pending column you have to click on the number in the pending column to import them 3 To view the list click on the name of the form in the Web Form Name column All contacts will appear see below Contact List This is the Inbox for your web form Any new entries will appear here for approval There are currently no entries pending approval Showing 1 16 of 16 records Anne Arikian Individual Anne Arikian Individual Gigi Frampton Individual Scott Hill Individual A Kanna Jones Individual Trish Kuroda Individual Elizabeth Likes Individual George P Lin Individual RICHARD MATZNER Individual RICHARD MATZNER Individual 19 How To Search By Tags To Update Con
16. e merge function to avoid potential problems and merging contacts that are not duplicates If you are importing a mailing list you can avoid creating duplicates by importing the contacts to MailChimp first MailChimp will notify you if the contact already exists in MailChimp which means it s probably in BatchBook as well Then search for the contacts in BatchBook Import form and remove them from the list unless you need to update the SuperTag data Browse the list you want to import i e New Contacts 11 22 11 and select Go o To make sure your import goes smoothly don t do anything else in BatchBook until your data is imported o IMPORTANT Some contacts can have multiple choices for certain categories For example a person may be both a pet owner and a gardener In this case both of these fields should be marked yes in the Profile field and in the eNewsletter field When importing a list blank fields in the upload file for SuperTags are ignored so they won t replace data unless there is data in the file to replace it with To be on the safe side you can always delete and remove any columns that don t have new data or that you don t wish to be updated 4 Comments section o If you want to add additional information to contacts you can do that in the Comments section at the bottom of the profile page Simply type in the information and click Add Creating Lists and Export Contacts from BatchBook 1 Use Advan
17. eb Form Settings Landing page URL Your visitors will see a simple Thank You page after they fill out your form If you want your visitors to go to a specific page instead click here to enter the URL Link to the form https lastormwater batchbook com lists form 137757 Embed the form on your site T lt iframe src https lastormwater batchbook com lists jform 137757 width 640 height 480 frameborder 0 gt lt iframe gt Contacts imported via the web form will be automatically tagged with test form Click here to change this Notification Email Note that the height and width of the iframe can be adjusted to fit on your Click here to turn on email notifications page Preview o After you created the form it will be saved in the List and Reports tab By clicking on the form you can find all the above information and edit the form Dashboard Contacts Communications Calendar Deals Lists amp Reports REPRE ee Sync amp Integrations All Lists Last Updated 12 13 2011 View Report pet blast 12 13 2011 View Report 18 Using Data From The Forms 1 Go to Dashboard The information about contacts that signed up through forms is in the upper left corner under Web Form Submissions You will only see data collected through BatchBook forms on the dashboard To view data collected through Formstack you have to look at Tags and SuperTags tab TIP When tracking stakehol
18. ext to it on the left of the text box see below aD Comments All Pending Bulk Actions E TIP Look for the email address and search by email in BatchBook to see if the if the contact already exists in BatchBook Approved Spam Apply Author T 2 LA Stormwater AE astormwater info lastormwater program gmail com 66 116 71 128 a3 LA Stormwater or lastormwater info lastormwater program gmail com 66 116 71 128 Charles Callen Website callencharles hotmailr ce 63 235 113 5 Kanna Jones dance4oceans org alinacat cox net 68 5 224 16 Show all comment types Trash Filter Check for Spam Comment 2011 09 08 at 10 20 am In reply to Lara Meeker Congratulations Lara You are the winner of our Sea Life Trivia contest You have won a framed Stormwater Marine Poster signed especially for you by the artist Please make sure to check your email so we can send you your prize Thanks 2011 09 08 at 10 18 am Thank you all for participating in our Sea Life Trivia contest and testing your sea life knowledge Congratulations to Lara Meeker who is the lucky winner For everyone who participated make sure to be on the lookout for an email requesting your mailing address so we can send you our stormwater marine poster Stay tuned to our blog for more fun contests and chances to win cool prizes ae 2011 08 24 at 5 55 am 1 jelly fish or turtle 2 whale 3 seal otter 4 d
19. formation is case sensitive Adding and Importing Contacts 1 How to search for contacts o Click on Advanced and choose the fields you want to search or if you know the name or the email address you are looking for type it in and click Search 2 How to add individual contacts o To add individual contacts click the icon Add a new contact on the right and fill out all the details o Tag the contact with appropriate tags this will make it easier to search for this contact later o Fill out all the information i e newsletter profile etc A list of the tags in on page 6 but you can always add additional tags if necessary 3 How to import a list of contacts o Goto the Contacts tab and Import Contacts field o Click on Import Template and download it e This template is customized for the LASW account and has all the fields and SuperTags that are set up in BatchBook o Copy and paste the information about contacts to the template Make sure to keep the column titles exactly the same as they are in the template for example firstname lastname etc e When entering SuperTag data enter the same description that is used in BatchBook i e yes Put yes in the columns of categories you selected if the column doesn t contain data you can just leave it empty you don t have to add no e When you re entering information in the Interaction with Stakeholder
20. i e between 1 14 or 15 31 o Add information about contacts that commented posted on the page tagged mentioned LA Stormwater in a post on their wall or shared LA Stormwater s post e Make sure to enter the Name and Personal Information in BatchBook First check if a contact with this name already exists in BatchBook by searching for the contact see Adding and Importing Contacts section and check if there is email information available on the contact s Facebook profile to ensure that the contact is added to the right profile If the contact doesn t exist create a new contact Add to the profile all available information and tag the profile with Facebook fan tag After you clicked Save click on the contacts name to add more information see the part that is circled below If there is a website of the organization mentioned on the Facebook page of the stakeholder add that information as well when creating a profile Add a New Contact We have found a possible duplicate contact named over over nate above to see the contacts details or continue adding contact above close Person Company Barbara Lonsdale facebook fan separate tags with commas Add more information 1 1 this can also be done later e Add information about social media interactions In the contact s profile page type in Social media interactions to assign this SuperTag to the contact see Creating SuperTag
21. m yes no o Attended RWH Pilot Program Promotional Event yes no o Participant in RWH Pilot Program yes no 6 Rainwater Harvesting Do Not Drink Sticker This SuperTag was created to collect information from forms o Please Only Email Me To Confirm Shipment Of Sticker yes no 2 O O O O o Please Send Me The La Stormwater E Newsletter Sent Once Every 3 Months yes no o Please Send Me Updates Regarding Rainwater Harvesting Sent Once Every 6 Months yes no 7 Low Impact Development LID This field SuperTag is only for LID You can add additional SuperTags specific to new programs within LID if necessary o LID General Member yes no o Technical Committee Member yes no o Consulting Advisor yes no 8 Social Media Interactions For tracking contacts on social media o LA Stormwater Facebook o LA Stormwater YouTube o LA Stormwater Blog 9 Dog Waste Bag This SuperTag is for contacts who request doggie waste bags through the form o Please Send Me The La Stormwater Enewsletter Sent Once Every 3 Months o How Did You Hear About Our Free Dog Waste Bags o If You Selected Other In The Above Question Please Let Us Know How You Heard About Our Dog Waste Bags How to Use This Guide To use this guide you must first be logged into BatchBook http batchblue com Logging In 1 Go to http batchblue com 2 Click on Log In at top right of page 3 Enter assigned login information TIP Log in in
22. nteractions and enter information about the comment in the Team Effort Blog field Make sure to enter the following information The date The topic the contact commented on The comment z Record Created Sep 15 201 callencharles hotmail com 2 Lust Updated Sep 15 201 blog comment x social media interactions x Total Comms 0 Tag Last Comm Never The tag social media interactions is a SuperTag The following fields are available for all contacts tagged social media interactions La Stormwater FaceDoot La Stormwater Youtube Channel 8 24 2011 Commented on Sea Life Trivia Contest Comment 1 jetty fish or turtle 2 whale 3 seal otter 4 dolphin walrus Forms in BatchBook When you want to collect information from your website blog or webpage you can do so by creating forms Forms can be synchronized with BatchBook so that contacts that sign up via Formstack forms sync directly with BatchBook The difference between using Formstack vs BatchBook s forms is that Formstack allows more customization i e you can make different fields mandatory it will automatically sync with contacts that are already in BatchBook etc 1 How to create forms with Formstack o Login to Formstack https www formstack com admin o Create a form e Goto Forms and click on Create a New Form TIP The contacts entered through forms may already exist in Batchbook Make sure to check if
23. olphin 5 walrus 2011 08 22 at 12 52 pm 1 Jellyfish 2 Humpback could be Blue Whale 3 Sea Otter 4 Dolphin 5 Seal Bonus California Sheephead o Update the contact in BatchBook Comment adda tag Blog Comment and click Save 14 Displaying 1 20 of 316 1 Search Comments 2 3 In Response To Sea Life Trivia Contest Sea Life Trivia Contest j Sea Life Trivia Contest Sea Life Trivia Contest es E TIP Find the topic that the comments relate to Search for a contact by email If it exists tag the contact with Blog If the contact is not yet in BatchBook add a new contact Make sure to Add a New Contact TIP If you are not sure about the name enter the email address in the First name field This isa required field and can t be left empty Contact Type Person Company First name callencharles hotmail com Last name Title Email callencharles hotmail com Phone separate tags with commas Add more information this can also be done later ED oo Add a New Contact New contact added You can either view and edit the new contact callencharles hotmail conmpor add another contact below close ontact Type Person O Company separate tags with commas Add more information this can also be done later e Add tag Social Media I
24. rTag the contacts with the tag Social Media Interactions If you have contacts on your list that were entered twice you can merge them by selecting both contacts and choosing Merge Selected Items see Removing Duplicate Contacts section from Batch Actions drop down menu Now that you have a list of contacts that used the form and have the right SuperTag you can fill out the data by entering the information from the blog After you entered information select all the contacts that had posted on the blog and select BatchBook action Tag or SuperTag Tag all contacts with Blog comment and click Save How To Use Batchbox To Keep Track Of All Communications With A Stakeholder By using BatchBox email forwarding you can record all the communication with a stakeholder in BatchBook by simply adding this address batchbox 76755624 lastormwater batchbook com to BCC of the email BatchBook will log the email content in the contact s profile If you are 20 emailing a contact that is not yet in BatchBook and BCC BatchBox then the contact will be automatically added to BatchBook The correspondence will be saved under Activity Log in the contact s profile page see below The email will also be saved in the Communications tab o Click the Your Account link in the header and click the Email Settings tab to find the Batchbox email address o Copy your Batchbox e mail address batchbox
25. s section Calendar Deals Lists amp Reports Tags amp SuperTags Sync amp Integrations TIP Type social media interaction here and click Tag Previous Next Barbara Lonsdale lt Record Created Sep 14 2011 Last Updated Sep 14 2011 Total Comms Last Comm Never Search for Barbara Lonsdale s social network accounts if ee ele SuperTags SOCIAL MEDIA INTERACTIONS La Stormwater Facebook 9 14 2011 Commented on Solar Powered Trash Can Coming to Echo Park Comment they re on the venice boardwalk n great because they compact the trash n there s less of a need to pick up trash in a polluting garbage truck o Enter the information in the LA Stormwater Facebook section Enter the DATE and ACTIVITY and copy the post e When adding that information make sure not to the delete the previous entry Simply click Enter at the beginning of the last post to go to row before that and enter new information in the first row o More information about using Facebook will be covered at Facebook training 4 How to track stakeholders on YouTube o Login to YouTube http www youtube com E d m Previous Next Barbara Lonsdale a Record Created Sep 14 2011 Last Updated Sep 14 2011 facebook fan social media interactions x Total Comms 0 Tag Last Comm Hewer Search for Barbara Lonsdale s social network accounts Get ite ieee ela e
26. s SuperlTaqgs SOCIAL MEDIA INTERACTIONS SAVE CANCEL La Stormwater Facebook 9 14 2011 Commented on Solar Powered Trash Can Coming to Echo Park Comment they re on the venice boardwalk n great because they compact the trash n there s less of a need to pick up trash in a polluting garbage truck La Stormwater Youtube Channel eam Effort Blog O cance 12 o When you login click on the arrow on next to the username in the upper right corner and select Inbox Za lastormwaterprogram My Channel Video Manager Subscriptions box Settings Sign out o Once you are viewing your Inbox select Comments from the left menu Now you will be able to see all the comments and dates Delete From Subject Date eHow Reply to your comment on Dog Care Tips How to Pick Up Dog 08 26 11 Poop BeachesUnite Comment on your video City Works How Stormdrains Work 0127111 BeachesUnite Comment on your video Beach Clean Up Malibu Foundation for Over Environmental Education o To update information in BatchBook follow the same steps as when updating information for Facebook fans but make sure to e Tag the contact with tag YouTube e Enter the comment in the space provided for YouTube Comments Previous Next Record Created Sep 12 2011 an 2 Molly Schulman Last Updated Sep 12 2011 Total Comms 0 Last Comm Never facebook fan social media interactions x 120 Search for Molly
27. tacts That Were Imported Through Forms 1 Go to Dashboard In the lower right part you will see a list of all tags Click on the form tag to see a list of contacts with that tag Tags all contacts blog comment cc august 21 Import city of pasadena email options enewsletter News lette r engagement lewel facebook fan facebook friend gardener gardeners gene ral list interaction with stakeholder lacsd la stormwater enewsletter lid lid consulting advisor lid updates new contacts july new import august pet n water photo contest pet owner protile rainwater harvesting rainwater harvesting applicant rainwater harvesting do not drink sticker rainwater hrwesting record type sea life trivia contest social media interactions students teachers three emails two contacts twoemails waterboards SuperTags displayed in Orange 2 To update the contacts with other SuperTag information click on Select All or select the contacts you want to update and choose a Batch Action If you want to assign a tag or a SuperTag to the contacts choose Tag or SuperTag selected Items see Creating SuperTags section O For example Let s use a form that was used for the Sea Life Trivia Contest on the blog The contestants were invited to comment on the blog and enter their information in the form so they can receive the poster By looking at the list from that form we can see who commented on the blog Supe
28. te and save the settings o Then click on 3 party integration on the left side menu select Customer Relationship Management select BatchBook and click Add o Goto BatchBook and click on Your Account tab in the upper right corner Find your API key in the lower right part of the page You will need you API 16 TIP To see the form when you login put your cursor over the blue form and then click the build icon key to sync BatchBook and Formstack Copy your API key to the API field in Formstack In the Subdomain field enter lastormwater Click on Continue Account Information API Key Continue o BatchBook fields will appear with dropdown menus on the right In the dropdown menus are the fields you created in the form Select which field from the form should populate which field in BatchBook Click on Save Settings Make sure to select the appropriate fields from the drop down menu Contact Type Person hd Fields in Batchbook First Name Last Name Title Select Field Tip If you don t need the form delete it You can only have 5 Tags forms in Formstack at any Notes time Company Select Field o To publish the form online go to Publish tab where you can get the link to the form Make sure to test the form before publishing it on your website 2 How to create
29. use eNewsletter Pet Blast them eel Profile Gardener RAINWATER HARVESTING 7 Not Drink Attended RWH Pilot Program Promotional Event ee Sticker and Dog Waste Bag EASAN Pd Supertags Please Only Email Me To Confirm Shipment Of Sticker Please Send Me The LA Stormwater eNewsletter Sent Once Every 3 Months Please Send Me Updates Regarding Rainwater Harvesting Sent to all the Once Every 6 Months contacts who How did you hear about the do not drink sticker subscribed If you selected other in the above question please let us know through that how did you hear about the do not drink sticker Please Send Me The La Stormwater Enewsletter Sent Once Every 3 Months How Did You Hear About Our Free Dog Waste Bags If You Selected Other In The Above Question Please Let Us Know How You Heard About Our Dog Waste Bags Lid General Member Technical Committee Advisor Consulting Advisor TIP Rainwater Harvesting Do were created for a form and was assigned automatically RAINWATER HARVESTING DO NOT DRINK STICKER form DOG WASTE BAGS LID Event Hotline Phone Call Email INTERACTION WITH STAKEHOLDER Requested LA Stormwater Item Requested Booth in a Box Material Other SOCIAL MEDIA INTERACTIONS LA Stormwater Facebook LA Stormwater YouTube Channel Facebook fan YouTube Comment Team Effort Blog Blog comment FOR NEW CONTACTS USE THIS FORMAT Contact List 12 12 2012 NEW
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