Home

ProOMS: The Proforma Owner Management System

1. 33 VIN NTT ec M 36 Update Group Members NiP NET Tm 37 Add Members BOG FOU gin EE EE DENN UN ME 38 PN TN 39 TASK MANAGEMENT atv EsusEa rRaCsaREFDcRaE VE el radv Ue FANE RENE HEFT a x PUn aM Mat rlncUEF VER ra PEEFF UE OYERUQN x2 CRaEEF DNUS 40 Views Che EL e 40 CAMPAIGN MANAGEMENT enanunvunennunvnnnnnnrunsnnnnnnrunsnnvnnnnnnsnnvannnvnsunvasnnvnnnnvnsunvennnvnnunnnnnnvnnnnnnnunnnnnnnene 42 Vb TN 42 To View Information about Campaligns rrrrrrannrnrnnnnnnrnrnrrrnrnrnrsrrrsrssrrsrrsssrsrsssssssssssssssssssssssnsssssnsnsnsnssnsnsnnnnnnnne 42 To Usar Campi DiE RERO T Tum 43 ProSMART 2 20 2002 2 PRO Orma View Central C mparens Owner Only scicssicsascessessancncssdansacssacsinnesdsceccnresstscastucsscaaesstceusbexsiecaasetessisccvscsatestieeans 46 To View Cental Campai SEE EN 46 Assigning Participants to the Central Campaign Owner Only esee 48 ARIS E E 49 To Search the Media Library Categories rrrrrrrrrrrrrrrrrrrrnrsrrrrrrrrrsrrrrrrrnrnsnsnrsssnssnsnssssssssssrsssssssssssssssssnssnsssnne 49 TALL 51 RESPONSE MANAGEMENT 2 53 Direc DVL AM e 53 To View BP 53 mil 444 54 To View PBN 54 REPORT MANAGEMEN ae 55 einn m
2. 55 TRAINING AND SUPPOR eresien oera ea E aan iaa EEE EEEE ENEN inaona 56 INOW Bi CAGUM T E A A A E E E E 56 IVT MD 1 PR A A E E A E O E E E O E O E E E T 56 G Ra SE RE NE 56 USER ACCOUNT MANAGEMENT nette 57 Managing your ProS MART Accounfuuammuaasuenansieianesmenmsanakisinsiesmuimn nnisiusvnniv 57 ogiltdduucizg itu EET E D DT LOT 27 RE OG PUG EEE NSUMTIMISUME T ISIN IINE MN 58 PPAS WON NEP TTE 58 Prospeet Assieniment Owner OM Lavard 59 MDG 59 User Er 61 ver U AES EEE 61 ML i asc seric ns cp eemnace seins A senses uae bs ro peace oeesnaeaa vo sen genres 2959 509 9 60 08 0900 9 0 99000 0 9 09995 9092 0 53999 62 PROSMART TERMS amp DEFINITIONS rnnrnnernnnnnnnnnnnnnnnnnnnnnnnnnennnnnnnnnnnnnnnnnnnnnnnnnnernnnnnnnennnnnnnnnnnnnnnnnennn 63 ZA e eats ESL STS NET 63 Pt ontacE Type DESCEIDIIOHS euscecduttieitem ret id miele au mud Mt aM MIC 64 ni Teve 64 ProSMART 2 20 2002 3 PRO Orma Introducing ProSMART Proforma s Sales Marketing and Relationship Tool ProOffice is the home of ProoSMART the Proforma Owner Sales Marketing and Relationship Tool This new marketing database and lead management system is designed to give Proforma Owners the ability to efficiently and effectively market to their customers and sales contacts thereby increasing overall sales This pipeline will allow Owners to provide automated touches to these two equally import
3. Prospect Assignment H Related Links Profile Preferences EG Edit Prospect Drip Unassigned Select the Rep from the list Move To Platko Joe Move To Platko Joe x Johnson Christine Biodesign International Claybourn Sharon Cell And Molecular Technologies In Move To Platko Joe T Ross Donna Environmental Specialties Inc MacOmber Victoria Labsystems vi Binzley Robert Hileman Tom Test Company Move To Platko Joe x Miller Chris Move To Platko Joe x Binzley Robert Move To Platko Joe x E Form reset Save Changes 2 n the box below the rep s name locate the contact that you would like to move Hileman Tom Johnson Christine Biodesign International Claybourn Sharon Cell 4nd Molecular Technologies In Move To Platko Joe T Ross Donna Environmental Specialties Inc MacOmber Victoria Labsystems 3 Click on the name of that contact Hileman Tom Johnson Christine Biodesign International P Claybourn Sharan Cell And Molecular Technologies In Move To Platko Joe E Ross Donna Environmental Specialties Inc Platko Joe Hileman Tarn MacOmber Victoria Labsystems Binzley Robert Binzley Robert Hileman Tom Test Company Miller Chris Move To l Binzley Robert ETE A 4 Inthe right half of the page use the drop down menu to locate the name of the rep you would like to assign this contact to 5 Click on that name to make your s
4. Manual This option will allow you to access the ProSMART User s Manual directly from within the application The manual is in PDF format Online Tutorials This section will house various Viewlets that will explain different components of ProSMART Different categories are listed so that a user can choose exactly what they would like to learn more about These categories reflect the main functionalities that you will use in ProSMART A Viewlet is a self running animated demonstration of how something works You will not need to install anything special on your machine to run these Viewlets simply click on the links sit back and watch You can view these vignettes as often as needed As new components are added to ProSMART new Viewlets will be added to this Online Training section ProSMART 2 20 2002 56 PRO Orma User Account Management The User Account Management section is where you can manage several aspects of your ProSMART account This feature provides added convenience to you since you will not have to contact the Cleveland Support Center to make these modifications To some extent your security permission will dictate what settings you will be able to view and modify This section includes things such as Passwords Settings Contact Assignments and Users Cr User Account Management og a Profile Preferences Managing your ProSMART Account 1 Click on User Account Management from the left naviga
5. Send Brochure Due 1 27 2002 Discuss Two Page Brochures Due 1 29 2002 EH Form reset Dismiss Checked 3 Click on the Dismiss Checked button to remove that task from your list View Top 5 Tasks The last section of the ProSMART Home Page displays to the User their Top 5 Tasks from their complete Task List This will help the User to plan and organize their marketing activities for the day week The list will indicate if a task is overdue prompting the User to take some sort of action on the task This Task List contains a bit more information than what is seen in the Task Reminders portion of Alerts Included in this list is Task Due Date Status Contact Campaign Name Type of Task Subject H view Top 5 Tasks HE view Complete Task List EE SU l e4 2002 Test User qid of Campaign Test Overdue Phone Call 1 27 2002 Johnson Christine Send Brochure Overdue Direct Mail 1 29 2002 Johnson Christine Discuss Two Page Brochures Overdue Phone Call Once again simply clicking on the Task Subject which is highlighted in blue will show the details of a particular Task ProSMART 2 20 2002 18 PRO orma From this point a User can also take a look at his or her Complete Task List not just the top 5 tasks This will be a helpful planning and organizational tool for the User To View the Complete Task List 1 Click on the View Complete Task List located below the View Top 5 Tasks header
6. In order to set up a new User Campaign you will need to provide Campaign Name Campaign Description Type of Campaign Execution Date Group Reminder Y N 9 9 9 9 v 9 9 PROvorma Reminder Offset Follow up Y N Follow up Offset Follow up Message The Type of Campaign will determine what types of Media you will see For example if the Type is Email you will only see the email messages from the Media Library 3 Click on the Save button to secure your changes and set up the Campaign Adding Media to a User Campaign After filling in and submitting the form you will be asked to choose from the Media Library the Media that you would like to use for this Campaign Search User Campaigns User Campaign Search Results Add Media to Campaign H add Media to Campaign 2005 Description Media Class Median Type BrightIdeasCaseLetter BrightideasCaseLetter CanadianBrightIdeasCaseLetter CanadianBrightIdeasCaseLetter CanadianConfirmReceiptLetter CanadianDirProd amp ServFallowupLtr E CanadianLiteratureRequestLetter r CanadianMeetingConfirmationLetter I CanadianPresentationThkYouLetter I CanadianQtrlyUpdateLetter I CanadianROlLetter E CanadianSeeingIsBelievingLetter I CanadianWhoWedreLetter I ConfirmReceiptLetter B Form Letter of introduction to accompany a Bright Ideas Case Letter describing your services and describing the bright ideas case gift Let
7. LO PRESTI amp SONS CARNEGIE CAPITAL ASSET MGMT CO CAHNERS BUSINESS INFORMATION Obrey Insurance Agency BERTHOLD GRIGSBY INC C E FOODS INC Aurora Management BLONDER CO CEO CEO GEO CEO CEO CEO CEO Q Search Groups CLEVELAND OH 44115 CLEVELAND OH 44115 CLEVELAND OH 44115 CLEVELAND OH 44115 CLEVELAND OH 44115 CLEVELAND OH 44115 CLEVELAND OH 44115 CLEVELAND OH 44115 CLEVELAND OH 44115 CLEVELAND OH 44101 CLEVELAND OH 44115 CLEVELAND OH 44115 Derry NH 03038 CLEVELAND OH 44115 CLEVELAND OH 44115 Hudson OH 44236 CLEVELAND OH 44115 reset User Prostar Import User Prostar Import User Prostar Import User Prostar Import User Prostar Import User Prostar Import User Prostar Import User Prostar Import User Prostar Import User Prostar Import User Prostar Import User Prostar Import User Prostar Import User Prostar Import User Prostar Import User Entered Add Selected Member s MCCC Z 4 Click on the Add Selected Member s button to make the changes ProSMART 2 20 2002 38 PRO orma Delete Member s from Group There may be an occasion where you will need to delete a member s from a particular Group Perhaps now they no longer meet the Group criteria as it was originally set up To Delete Member s from a Group 1 Click on the Delete Member s from Group link from the Related Links below the View Group Member s header 2 Locate the Contact you w
8. New Prospects which is highlighted in blue located below the Alerts header on the ProSMART Home Page 2 Alist of new contacts will then be displayed for your review Note that at this point you will only see some general information about the record Mew Prospects Related Links HE o Add Company o Import Contacts o Export Contacts New Prospects HEG Page 1 of 1 4 Pl 0007724 ContactName Type PostalCode Productline s BERTHOLD GRIGSBY INC PROK TIM Customer 44115 Add Task This list contains the following for each contact Company Name Postal Code Contact Name Product Lines Type of Contact Note you will not be able to sort on Product Lines since there may be more than one product line associated with a contact As indicated by the blue highlighted text more details can be seen about either the Company or the Contact To View the Details of the Company or Contact 1 Determine which set of details you would like to view either Company or Contact level 2 Click on the name which is highlighted in blue You will notice that with each detail page for Company Name and Contact Name there are both Basic and Advanced Details This page also contains a Communication Log so you can quickly see a record of any communications that have taken place with this particular contact ProSMART 2 20 2002 11 An example of both of these detail pages is
9. PRO Orma To View the List of Contacts Found in that Specific Group 1 From the Group Details page click on View Group Members located below the Group Detail header Groups Search Results Group Detail View Members Related Links HE Add Group Search Groups amp view Group Members afv Update membership o Add Member s to Group o Delete Hember s from Group Contact Name Company Name Tite Eity State Province Lead Source Cell And Molecular Phillipsburg NJ 08865 Technologies In Marketreach Inc Bedford NH 03110 User Prostar Import Tennis 4nd Squash Shop Cambridge MA 02138 User Prostar Import War Scientific Products West Chester PA 19380 User Prostar Import Biodesign International Kennebunk ME 04043 User Prostar Import Franklin Ma 02038 User Prostar Import Labsystems Raleigh NC 27605 Environmental Specialties Inc Hackettstown MJ 0784047 User Prostar Import West Chester P4 19380 User Prostar Import Claybourn Sharon Griffin Rad Hare Bob Homann Lynn Johnson Christine MacOmber Victoria User Prostar Import VP Marketing Ross Gonna User Prostar Import Rahn Singer v r Scientific Products Singer Rahn Swearengen Matt This displays a list of all the contacts currently assigned to that particular group The list contains some basic information such as Contact Name Company Name Title City State or Province Postal Code and Lead Source
10. PRO Orma New Prospects By clicking on this link you will be able to see a list of any new contacts in your database These are contacts that have been added to your database from the monthly prospect drip but have not yet been acted upon This does not include any prospects that you have added to ProSMART yourself If there are no new contacts a message will be displayed indicating that there are no results Company Search amp Related Links o Add Company o New Prospect o Export Contacts Import Contacts Q Task List The Following Message s were generated No Records found far The Current Search Criteria Please Re Enter new Search Criteria Export Contacts If you would like to take your contact list and export it to another application you can do so simply by selecting the Export Contact link Company Search Contact Export Related Links Add Company New Prospect Task List E choose Which Contacts To Export SSL eS as reser Export Contacts CZ We 1 Choose from the drop down menu the type of contacts you would like to export 2 Click on the Export Contacts button to continue the process You will see a box indicating that you are about to download a file Decide whether you would like to simply open the file or save it to another location on your system In the example below Save was chosen File Download 2 Tou are downloading the file 29ProSmartE spart
11. Type EH Form reset Submit H Advanced Group Search afv Group Name Type SIC A PEE Commercial Printing Product Line Promotional Products Business Documents Y Comp Revenue of Employees Potential Value E Form reset Submit 3 Enter your search parameters in either the Simple or Advanced search boxes You can also choose to leave all fields blank Doing so will return all Groups in the database 4 Click on either Submit button to conduct your search Groups Search Results Related Links Add Group Group Search Results Page 1 of 1 4 4 me Description ss Date Modified Current Customers All Customers Group 1 21 2002 Any Groups that matched your search parameters will be listed At this point you will notice that no details are listed You will only see the Group Name the Description and the Date Modified However anytime you need to you can look at the details of the Group To View the Details of a Particular Group 1 Locate the Group for which you would like to see details 2 Click on the Group Name which is highlighted in blue Groups Search Results Group Detail amp Related Links av Search Groups Create Group amp Group Detail HE Edit Delete view Group Members Group Parameter a TERNI Name Current Customers Description All Customers Group Type Custamer ProSMART 2 20 2002 36
12. Type Class Description Subject File Name E Form reset Submit Prospecting Qualifying Data Gathering Discovery Presentatian Propasal Overcoming Objections Closing the Sale Account Management 4 Click on the Submit button at the bottom of the page to conduct your search ProSMART 2 20 2002 49 PRO orma Leaving all fields blank will bring back all Media and all types of Media contained in the Media Library Using the search parameters to limit your search will bring back only those pieces that satisfy your established search criteria Media Library Search Results alv Page 1 of 1 l4 4 Pl MediaName my SSS Letter of introduction to accompany a Bright Ideas Case Link to Marketing Company Store to RE purchase Brilliant Ideas and Smart Thinking BrightIdeasCaseLetter Word Document BriliantIdeas 5martThinkingSheets Case Studies and Industry Tips Accompany a prospecting letter with one of the cases Letter of introduction to accompany a Bright Ideas Case Confirmation letter to use as a follow up to a direct mailing Second followup letter referencing Directory of Products amp Services enclosure Direct mailer followup response letter used when prospect requests more literature Letter discussing how Proforma can help a CanadianROILetter Word Document company maximize their return on graphic communications purchases Letter encouraging an appointment for CanadianSeeingIsBelievingLetter Word Docum
13. At the top of the list there is another set of Related Links These links will be used to manage the membership of this particular group and they include Update Group Membership This link involves Contacts that meet the criteria established for this group but are not yet members of the Group These could be new Contacts that have been added to your database through the monthly prospect drip or ones that you have added yourself When new Contacts are added to your database even though they might satisfy the criteria for a particular Group they will not be automatically added to the Group That will require some sort of action on your part This is done so that there are no surprises as you work with the groups and various campaigns It keeps control of your database in your hands Groups Search Results Group Detail View Members Update Members related Links alv Add Group Q Search Groups Update Membership ajy view Group Members Contact Name Company Name Title City State Province Lead Source Select from the list the Contacts you would like to E add to a Group b OOOO OF OOO OOOO oy TIT CI ABOOD MAURICE BACIK DALE BLANC ARTHUR BOLAND JIM BOLTON CHARLES BOYKIN ROBERT CAITO LEO CASTELLUCCIO MARC KEARNEY KEVIN LO PRESTI CARL MATEYO GEORGE MC WILLIAMS DENNY Obrey John PROK TIM SAMRELLIS CODINO 4LADDIN S BAKING CO BACIK KARPINSKI ASSOC INC ARMONT INDUSTRI
14. C1310 Gosk 1510 Gosh West Che FENNSYL 19380 United Sta bGJE 4098 6 1E 09 Matt 148 testcomp TESTADD TESTADDITESTADD testcity OHIO 21323123 United Sta 2222 testl Import Contacts Just as you can export a contact list out of ProSMART you can also import a list into your ProSMART database To Begin the Importing Process 1 Click on the Import Contacts link from the list of Related Links 2 Indicate the name of the file that contains the information you would like to import If you do not know the name click on the Browse button to help locate the file amp Related Links HE o General Import Template o Add Company o New Prospect Export Contacts Task List Creating ProStar Import File ES Choose Contact Import File HEG Import File Browse Import Type Select Type E Form reset Import Prospects 3 Select the Import Type using the drop down menu The type can be either a general import such as a csv file or a ProStar import 4 Click on the Import Prospects button to continue the process ProSMART 2 20 2002 26 PRO Orma You will notice that on this page there is yet another group of Related Links that are available These links include General Import Template Will display an Excel spreadsheet with the fields necessary for a successful Contact Import You will then be able to use this as your template for which to put data in
15. Can modify this 9 value as needed Overdue Phone Call ProSMART 2 20 2002 40 PRO Orma This list is automatically sorted by date Along with the date the information found on this page includes the Contact Campaign Name the Subject Status and Type To see further information about a specific subject simply click on the Task Subject which is highlighted in blue An example of the Task Detail is shown below Task List Send brochure H Task Detail tar pelete Due eee SSS Modify Delete Subject Send brochure Frequency Every 0 days or mark the Status Overdue Type Direct Mail Send capabilities brochure to show Task as Due Date 2 6 2002 Notes verden Complete Contact ID 210 Contact Name Smith Tracy Reminder 3 days Follow Up 0 days Follow Up Message If this Task has been completed be sure to click on the Mark Complete link located below the Task Detail header ProSMART 2 20 2002 41 PRO orma Campaign Management A Campaign is a marketing message that is delivered to a pre determined list of Contacts The message can be sent in a number of different ways including direct mail and email among others Ge Campaign Management a Create a View Search Media Library a Prospecting s Qualifying a Data Gather Discovery a Presentation Proposal a Overcoming Objeckion s Closing Ehe Sale s Existing Acct Management Within this main Campaign Management category are
16. Company BERTHOLD GRIGSBY INC Company Number Address1 3817 CARNEGIE AVE Address2 Address3 Address4 City CLEVELAND gt State Province Postal Code s4115 Prefix O Prefix Phone Number 216 881 7970 Fax Number 216 881 7970 Ext Email WebSite Revenue 20mm 50mm z Employees 250 499 z Company Type Customer zf SIC Code Agriculture Forestry amp Mining zf Do Not Solicit No Bad Email Address No Do Not Mail No Bad Postal Address No T Do Not Solicit Status Do Mot EMail No Bad Phone No Do Not Fax No Bad Fax No Do Not Call No reset Save Changes Prospect Contact Status 2 Make any necessary changes or additions directly into the form This Edit form contains information from both the Basic and the Advanced details pages they have been combined into one form Changes you make here will be displayed in the appropriate detail section 3 Use the Related Links to further work with the record These links will be covered in further detail in the Contact Management section of this document 4 Click on Save Changes to record the new information in the database 5 You will then return to the Details page and the newly added information will be displayed in the record Active Central Campaigns Note This section is accessible by the Owner only Any User without Owner access rights will not have access to
17. Do Not Call Bad Email Address No Bad Postal Address No Bad Phone Bad Fax Prospect Number View Contacts To view information about a specific Contact within the company an individual you will need to choose View Contacts from the list of Related Links Choosing this will bring up a listing of all contacts associated with that company Add Contact When you completed the initial Add Contact form you may have noticed that there was not a place to enter information about a specific individual at the Company To get that information into ProSMART you will need to select the Add Contact link from the list of Related Links 1 Click on Add Contact from the list of Related Links 2 Provide the requisite information in the form ProSMART 2 20 2002 29 EG Add Contact PRO orma Last Name First Name Salutation Title PO Company BayerPharma Address1 ia3DbRUGDR Address2 NENNEN Address3 Address4 City Phillipston State Province NJ Can choose more than Postal Code 2222 one Product Line by Prefix Prefix holding down the Ctrl Phone Number 301 234 4322 Fax Number OoOo key when making your Lug Bii selection Email WebSite TO aaa Business Documents Primary Contact No Preferred Contact Method Phone z Best Time To Contact TO Nick Name O Deparment Responsibility 0 Office 0 Manag
18. Gathering Discovery Account Management Presentation Proposal 3 Click on the corresponding Submit button ProSMART 2 20 2002 51 PRO orma Any Media materials that match your search parameters will be returned The information in the list will include the Media Name Type of Media and a brief Description To see more details or to view the actual Media piece click on the Media Name which is highlighted in blue Search Media Library Search Results amp Related Links alv add Media to Library H Media Library Search Results n Click on the Page 1 of 2 qa Pl name to see TAN NENNEN S Ww p w U wsunnpsutu sg dm5 f Letter of introduction to accompany a Bright details BrightIdeasCaseLetter Word Document rage CHEN N BrightIdeasCaseLetter Word Document Letter describing your services and BrilliantIdeas SmartThinkingsheets BusinessDocumentsPowerNointPresentation CanadianBrightIdeasCasg CanadianBrightIdeasCaseLetter CanadianConfirmReceiptLetter CanadianDirProd amp SeryFallowupLtr CanadianLiteratureRequestLetter CanadianMeetingConfirmationLetter CanadianPresentationThkYouLetter CanadianQtrlyUpdateLetter CanadianROlLetter ProSMART 2 20 2002 Link Presentation Word Document Word Document Word Document Word Document Word Document Word Document Word Document Word Document Word Document describing the bright ideas case gift Link to Marketing Company Store t
19. Mo Do Not Call No p reset Add Company For the following fields the values will default to Unknown Potential Value SIC Standard Industry Revenue Classification Code Employees If you are not sure of these values simply leave them set to Unknown If you have an idea of what the values are make your selection from the drop down menu If and when this information is available Proforma will provide the actual information for these fields from the outside data vendor This will be part of the deduplication process ProSMART 2 20 2002 28 PRO orma Once again this form will only provide some basic information To add more detail to the record you will need to rely on the Related Links These links are explained in more detail below Aurora Management related Links View Contacts Add Contact Groups Assigned To Communication Log Prospect Basic Detail Edit Delete Ss eee Se ee Prospect Name 4urora Management Address1 26 GOERGETOWN RD Address2 City Hudson State Province OHIO Postal Code 44236 Phone 330 650 Ext 1234 Fax 330 Prospect ID 324 lt Prospect Advanced Detail Od Honda D S Prospect Type Prospect SIC Code Business amp Personal Services Addressi 26 GOERGETOWN RD Address2 Address Hudson State Province 44236 WebSite Unknown Employees 10 19 Do Not Solicit Do Not Mail Do Not Solicit Status Do Not EMail Do Not Fax
20. ProSMART maintains a complete Media Library of materials that can be used for various marketing Campaigns This library is maintained by the Marketing Department and is updated whenever new materials become available The Media Library many times will list the same marketing piece but in a different format This is done for your convenience so that you can find just the right piece to suit your Campaign needs In the Media Library you will find Word documents Power Points Email messages and even informative Links Ge Media Library a Prospecting Contents grouped s Qualifying according to different a Data Gather Discovery sales scenarios a Presentation Proposal a Overcoming Objection a Closing the Sale s Existing Acct Management To Search the Media Library Categories 1 Click on the Campaign Management category from the left navigation menu 2 Click on Media Library You will notice that this subcategory expands to include a number of different sales situations If you are looking for a piece for a particular sales situation simply click on that sales situation from the list You will then see a list of all materials that suit that particular situation 3 Enter you search criteria in the appropriate Search box es Where available use the drop down menus to make your selection B Simple Media Library Search aly Med reset Submit ES Advanced Media Library Search aly ee Media Parameter Media Name
21. Test User Campaign ID Campaign Name Test User Reminder Follow Up 3 days Follow Up Message The details of the task will be displayed along with a series of Related Links which allow you to work with the task in a few different ways If any changes need to be made if you would like to delete the task altogether or if you would like to indicate that this task is complete can all be done via one of the links To Edit Task Details 1 Select the task with which you would like to work 2 Click on Edit from the Related Links area located below the Task Detail header ProSMART 2 20 2002 17 PRO Orma ProSMART Home Page i Send Brochure Task Detail Edit EG Edit Task Detail alv EES EN eee Ege E Subject send Brochure Contact Name Johnson Christine Date 1 27 2002 Ez Frequency o Days Status Overdue Type Direct Mail Send capabilities brochure Motes Reminder s Days Follow Up o Days Follow Up Message E Form reset Save Changes 3 Make any desired changes to the task directly into the form 4 Click on the Save Changes button to secure the changes you have made To Dismiss a Task Reminder 1 Locate the task from the list that you would like to dismiss 2 Place a check mark in the little box to the right of the task click directly in the box ECE There re 1 New Prospects View Active Central Campaigns Execution of Campaign Test User Due 1 24 2002
22. Welcome PFG Ventures ProSMART Home Page Task List Task Summary Page 1 of 1 d 4 IE ete Execution of Campaign Test l z4d 2002 Test User mer Overdue Phone Call 1 27 2002 Johnson Christine Send Brochure Overdue Direct Mail Lf29 2002 Johnson Christine Discuss Two Page Brochures Overdue Phone Call Show Complete for Number of Days 5 Update 2 The entire Task List will now be displayed Any necessary changes can be made to an individual Task right from this point by clicking on the Task Subject which is highlighted in blue 3 If desired you may change the number in the Show Complete for Number of Days The default value for this is 5 This shows your Task List for the previous x days here 5 including today 4 Click on the Update button to secure any changes you have made to the Task List The ProSMART Home Page contains a lot of information but will help the User to see at a glance exactly what is happening with their marketing efforts It will help to organize efforts and enable a User to better plan their weekly activities i _ __ E ProSMART 2 20 2002 PRO orma Managing Contacts ProSMART gives you complete control over how you want to manage your own contact list As mentioned earlier in this document each Owner using ProSMART will automatically be allocated the predetermined number of new prospects per month which are subsidized by the Proforma Ad Fund If
23. a4 Pl 04 Campaign Name Type Group Median Type 1 24 2002 Test User Phone Call Current Customers This page will show the Due Date of the Campaign the Name Type Group and Media Type To see more details of a particular Campaign click on the name of the Campaign which is highlighted in blue Search User Campaigns User Campaign Search Results Related Links a o Add User Campaign User Campaign Search Results AE Page 1 of 1 ld P Pl 2 14 2002 Merge Test Direct Mail All Word Document 2 14 2002 Merge Test Direct Mail All Word Document You will notice that there is a number of related links found on the Campaign Details page If needed you can Edit the Campaign Delete it or Export the information to a comma separated value csv file for use in another application From here you can also choose to create a new User Campaign To Create a User Campaign 1 Click on the Create New User Campaign link from the list of Related Links 2 Provide the necessary information in the form Search User Campaigns User Campaign Search Results Related Links HEG Search User Campaigns User Campaign Creation Parameters a w TIERE MOTE After submitting a User Campaign only the Execute Date can be changed Mame Reminder Yes T Description Reminder Offset Type Follow up Execute Date Follow up Offset Follow up Message reset Save ProSMART 2 20 2002 43
24. an Owner determines that he or she would like to receive more than the allocated number of prospects per month that Owner is able to purchase additional prospects for a fee The Owner will then be billed for those additional contacts To work with or manage your entire Contact list you will need to click on the Contact Management category from the left navigation menu e ProSMART Gr Prospect Management a Create a view Search Group Management View Search for Contacts In ProSMART you are able to view your entire contact list or search for one particular contact To View or Search for Contacts 1 Click on View Search from below Contact Management on the left navigation menu This will take you to a Search screen As with other search screens within the ProOffice family this one is divided into a Simple Search area and an Advanced Search area You will also notice that there is a series of Related Links which will allow you to perform additional functions The Simple Search area allows you to search on the fields that are queried most often The Advanced Search area contains more search options and allows you to perform searches that are more sophisticated Leaving all fields blank and clicking on the Submit button will bring back all records contained in the database An example of the complete search page is shown below ProSMART 2 20 2002 20 PRO orma H Related
25. and descriptive as possible Related Links Search Groups croup Resulting from Parameters Page 1 of 2 4 4 Pl A LO PRESTI amp SONS CARL LO PRESTI ALADDIN S BAKING CO MAURICE ABOOD ARAMARK GUND ARENA KEVIN KEARNEY AREA NETWORKS MARC CASTELLUCCIO ir d INDUSTRIES ARTHUR BLANC ee KARPINSKI ASSOC DALE BACIK BERTHOLD GRIGSBY INC TIM PROK Biodesign International Christine Johnson BLONDER CO FRANK STERLING BOYKIN LODGING CO ROBERT BOYKIN BRITTANY CORP CHARLES BOLTON C E FOODS INC CODINO SAMRELLIS CAHNERS BUSINESS INFORMATION DENNY MC WILLIAMS CAITO BROTHERS CO LEO CAITO CARNEGIE CAPITAL ASSET MGMT CO GEORGE MATEYO CAVS GUND ARENA JIM BOLAND Cell 4nd Molecular Technolo in Sharon Claybourn pees Specialties Donna Ross Provide a Name a LS Labsystems Victoria MacOmber and Description Marketreach Inc Rod Griffin for the new Group Group Detail Customer Customer Customer Customer Customer Customer Customer Customer Customer Customer Customer Customer Customer Customer Customer Customer Customer Customer Customer Customer 1 21 2002 eg SS ss Name Description B Form reset Save Once you have provided this information you will see a summary of the group you have just created for your review ProSMART 2 20 2002 34 Create Group Create Group Filtered Results Group Detail Related Links HEG Search Groups Create Group I Group Det
26. capabilities possible projects Add A Follow Up Task M Subject Send brochure Date 2 6 2002 Ez Type Direct Mail Send capabilities brochure to show variety Notes Reminder 3 Days E Form reset Add Item El ProSMART 2 20 2002 31 PRO Orma These basic details include Date of the Communication Any applicable Notes Subject of the Communication Whether or not to add a Follow Type of Communication Up Task If you select to have a Follow Up Task you will be required to provide the same details for the follow up as you provided for the initial communication In other words if the Add A Follow Up box is checked Subject and Date will be required fields This Follow Up will now be added to your main Task List As a general marketing best practice rule it is a good idea to have a follow up task or to do anytime you have had any type of communication with a Contact This will ensure a solid thorough follow through with a Contact Once you have saved that information the newly added items will be incorporated into the Communication Log as well as the Task List Communication Log Summary HE Type Subject Campaign 2 6 2002 Phone Call Initial Phone Call No ES Top 10 Tasks For Smith Tracy av Q view Complete Task List Due Date Subject Status i 2 6 2002 Send brochure Direct Mail ProSMART 2 20 2002 32 PRO orma Group Management In Pr
27. csv from prooffice dey Would vau like to operrthetear save it to your computer Cancel More Info v Always ask beforespeninfthis type of file After selecting Save you will be able to view the contact list in a very basic spreadsheet format from which you can continue to work with the information ProSMART 2 20 2002 25 PRO orma l State Postal Cod Country Phone 121 Biodesign 105 York Street Kennebunk MAINE 4045 United Sta 2 086409 2 05E 09 Chri 122 Cell And W580 Marshal Street Phillipsbur NEW JER 8065 United Sta SOSE H09 9 09E 409 Sha 124 Clover Res 27 Washington St Columbia NEVW JER fos United Sta 90864019 9 05E 09 E r 124 Clover Res 27 Washington St Columbia NEW JER fos United Sta 90586409 908E 098 Can 127 Environme 4412 Tryon Road Raleigh NORTH C7 27605 United Sta BOIEHS 92E 409 Don 131 J McGi4e West Broadway Derry MEW HAM 3036 United Sta 6 03E 419 O Mike 132 Labsysterd East Forge Parkway Franklin MASSACE 2036 United Sta 8 01E 09 5 09E 09 Vict 133 Marketreac57 South FPo Box 10 Pa Box 10 Bedford NEW HANN 3110 United Sta GOJEH09 B47237l Rod 136 Obrey Inst 20 Birch Street Derry MEW HAM 3036 United Sta 6O03E 409 4256769 Johr 140 Rahn Sing 2 Autumn Lane HackettstcNEYW JER 784047 United Sta 90964098 9 096409 Rah 142 Tennis Anco ht Auburn St Cambridge MASSACE 2138 United Sta 6 165E 09 Bab 144 Nr Scien Goshen Cc1310 Gosk 1510 Gost West Che PENNS YL 19380 United Sta B 1E4IB GJEH09 Lyn 144 Viwr Scien Goshen
28. default number of days is 5 amp user Settings Modify your default settings ET TT Follow Up Offset Show Task Complete Days B Form cn P To Make Changes to Default Values 1 Enter the desired number of days into the box to the right of the category 2 Click on the Save Changes button to lock in the new values Edit Password Anyone using ProSMART will be able to edit his or her password To Edit your Password amp Edit Password SSS SSS Old Password New Password Confirm New Password Bl Form Y 1 Enter your Old Password in the space provided 2 Enter your New Password in the space provided 3 Type your New Password once again to confirm your selection 4 Click on the Save Changes button to secure the new password ProSMART 2 20 2002 58 PRO orma Prospect Assignment Owner Only In this User Account Management section the Proforma Owner will be able to manage the assignment of the prospects they receive each month through the drip as well as any other Contacts in the ProSMART database This will be beneficial when new prospect records are added to the database or when a sales rep leaves your organization or changes territories This will ensure that a contact will not be overlooked 5e User Account Management a Profile Freferences a Manage Prospect Drip a User Listing Manage your Prospect Drip 1 Click on the Manage Prospect
29. order to secure your changes PraSMART Home Page Goals Edit amp Related Links ProSMART Home Edit Goals Near ales oft ELI 2002 2003 2004 El Form s 250000 s 25000 s 600000 75000 s 1000000 150000 reset Save Changes Your Goals can be updated as often as you feel it is necessary Remember this is for your use only Alerts This section of the Home Page is used to draw your attention to a few important pieces of information any new prospects that you have in your database any active Central Campaigns and reminders for active Central Campaigns Note that the new prospect designation refers to new prospects purchased from an outside data vendor that have been added to your database from the monthly prospect drip Alerts There Are 1 New Prospects View Active Central Campaigns Task Reminders Execution of Campaign Test User Due 1 24 2002 Send Brochure Due 1 27 2002 Discuss Two Page Brochures Due 1 29 2002 Dismiss L E Form reset Dismiss Checked If your Alert indicates that you have new contacts in your database you can view the details of the addition s right from this point As with most aspects of ProOffice there is often more than one way to get to the same place The same holds true here You can also view your new contacts by choosing the corresponding option from the left navigation menu ProSMART 2 20 2002 10 PRO Orma To View New Prospects 1 Click on
30. participating in this campaign Fulfillment Date When the Central Campaign will be delivered to the contacts ProSMART 2 20 2002 15 PRO Orma Status Whether or not this is an active campaign If it is not active it is closed and you will not be able to participate in the Campaign Minimum Overage The minimum number by which you can exceed the subsidized block size Subsidized Block Cost The size number of the block that will be paid by the Ad Fund Follow up Whether or not this campaign requires a follow up Follow Up Offset If there is to be a follow up the number of days after the fulfillment date Ad Fund Maximum Number of Participants The number of contacts from your database that will be subsidized by the Ad Fund that you can assign to this campaign Per Unit Cost The cost to send this campaign to each additional contact over the subsidized block size In the example above the cost is 1 per unit in a block size of 50 So there would be a 50 charge for an additional block Block Size The size of the block that must be purchased In the example above you can send this campaign to additional contacts in block sizes of 50 This page also contains a number of Related Links which will be discussed in more details later in this document If you determine after reviewing this information that you would like to participate in this campaign you will then need t
31. records This is primarily used as a queue for you to work through in an attempt to locate the correct addresses for these specific contacts G2 Response Management a Direct Mail a Email Direct Mail To View Bad Postal Addresses 1 Click on Direct Mail from the Response Management category in the left navigation menu Response Management H Bad Address Search Results av Page 1 of 0 a 4 P Type Phone ity State Contact Smith Tracy 330 6501234 x Hudson OH A list of all contacts with the Bad Postal Address flag set to Yes is displayed An example of this designation is shown below ES Contact Advanced Detail nus muU Contact Type Mew Prospect Preferred Contact Method Phone Mick Name Responsibility Manager spouse Birthday Addressl 26 GOERGETOWN RD Address3 City Hudson Postal Code WebSite Bad Email Address Yes Bad Postal Address Yes Bad Phone Bata Prospect Contact State 2 From the Bad Address Search Results page click on the Contact Name highlighted in blue to see the detailed contact record ProSMART 2 20 2002 53 PRO orma Email To View Bad Email Addresses 1 Click on Email from the Response Management category in the left navigation menu Response Management amp Bad Email Address Search Results HEG Page 1 of 0 q 4 l Type Phone J Ctity State Contact Smikh Tracy 330 6501234 x Hudson OH
32. the box or by clicking on the calendar icon and selecting your date from the calendar ProSMART Home Page Dreams Edit Related Links HE ProSMART Home amp Edit Dreams alv FE TE SE EA FE To develop financial program to put my children through college 1 31 2002 Ex F TO da a vacation at Disneyworld for my Tami ly E Form 1722 2002 l Delete I FEl Add New Dream Select the date from the fly out calendar 4 Make any changes to an existing Dream directly in the text box 5 After editing or adding a Dream click on the Save Changes button to update your list of Dreams To Delete a Dream 1 Click on the Edit Dreams link located below the Dreams and Goals heading 2 Locate the dream you would like to delete from the list 3 Place a check mark in the Delete box to the right of the dream ream ate To develop a financial program to put n my children through college si 1 31 2002 Fe IDelete I o 7 2002 BE To se a vacation at Disneyworld for vi my fam E 4 Click on Save Changes to update your list of Dreams ProSMART 2 20 2002 PRO Orma To Add or Edit your Goals 1 Click on the Edit Goals link located below the Dreams and Goals heading 2 Enter your Goal information in the appropriate spaces There is an area for Sales and for Profit for the next three years 3 Click on the Save Changes button once this information is entered in
33. this section The next part of the Alerts box is the Active Central Campaigns This section will take the User directly to any Central Campaigns that are currently set up directed and fulfilled by the Marketing Department Users will not have to fulfill these campaigns only indicate participation This link is one way that Users can assign contacts to the campaign This Active Central Campaigns link will give the User the opportunity to view the campaign material then determine whom from their database they would like to receive the campaign For more information on Central Campaigns see the Campaign Management section of this document ProSMART 2 20 2002 14 PRO orma Alerts HE he amp I New Prospects View Active Central Campaigns Task Reminders Execution of Campaign Test User Due 1 24 2002 Dismiss I Send Brochure Due 1 27 2002 Dismiss L Discuss Two Page Brochures Due 1 29 2002 Dismiss I E Form reset Dismiss Checked To View Active Central Campaigns Owner Only 1 Click on Active Central Campaigns which is highlighted in blue Welcome PFG Ventures ProSMART Home Page View Central Campaigns amp Related Links HE o Add User Campaign ES central Campaign Search Results HE Campaign Name Campaign Due Date Prols4 February Postcard 2 6 2002 A listing of any Active Central Campaigns will be displayed The list will not only have the name of the Campaign but also the Due Date or
34. A list of all contacts with the Bad Email Address flag set to Yes will be displayed An example of this is shown below EY contact Advanced Detail cE SE aS Contact Type Mew Prospect Preferred Contact Method Phone Mick Name Responsibility Manager spouse Birthday Addressl 26 GOERGETOWN RD Address City Hudson Postal Code 44736 WebSite Bad Email Address Yes Bad Postal Address Yes Bad Phone Ma Prospect Contact Status 2 Click on the Contact Name highlighted in blue to see the detailed Contact record ProSMART 2 20 2002 54 PRO orma Report Management Coming Soon The Reporting section for ProSMART is still in the process of being finalized As soon as the Reports are defined and constructed they will be made available to ProSMART users on Report Management m VIEW ProSMART 2 20 2002 55 PRO Orma Training and Support T Training and Support a Mew Features a Manual Online Tutorials a ProSMART Basics a Managing Contacts a Managing Groups a Managing Campaigns s Managing Tasks a Owner Specife Functionalit This section of ProSMART addresses two very important aspects of using this system New Features and Online Training New Features Whenever New Features are added to ProSMART they will be featured in this section Having the New Features outlined in the manner will allow users to know without having to search and guess what has been added to the system
35. Add Task ARMONT INDUSTRIES INC BLANC ARTHUR Customer 44115 Add Task BACIK KARPINSKI ASSOC INC BACIK DALE Customer 44115 Add Task BERTHOLD GRIGSBY INC PROK TIM Customer 44115 Add Task Commercial Printing Biodesign International Johnson Christine Customer 04043 Add Task BLONDER CO STERLING FRANK Customer 44115 Add Task BOYKIN LODGING CO BOYKIN ROBERT Customer 44115 Add Task BRITTANY CORP BOLTON CHARLES Customer 44115 Add Task C E FOODS INC SAMRELLIS CODINO Customer 44115 CAHNERS BUSINESS INFORMATION CAITO BROTHERS CO CAITO LEO Customer 44115 CARNEGIE CAPITAL ASSET MGMT CO Add Task MC WILLIAMS DENNY Customer 44115 Add Task Add Task MATEYO GEORGE Customer 44115 Add Task CAVS GUND ARENA BOLAND JIM Customer 44115 As mentioned earlier you can see more detailed information about a specific Company or Contact simply by clicking on the appropriate name which is highlighted in blue You can also attach a Task to a particular Contact To Add a Task to a Contact 1 Locate the name of the contact you would like to work with from the list 2 Click on Add Task located to the right of the name A Task Detail dialog box will be displayed Add Task Detail Ae FEE FEE ng Subject Contact Mame PROK TIM Date 2 6 2002 ER Frequency o Days Type Phone Call ae Notes a Reminder s Days Follow Up s Days Follow Up Message Ej E Form reset Add Task 3 Complete the
36. Campaign If you are not sure what a particular piece contains and would like to see details about that particular item click on the Name of the Media which is highlighted in blue User Campaign Search Results Add Media to Campaign Related Links Search Media Library EG Media Library Detail Edit Media Name Description File Name Subject Link Media Type Media Class add Media to Library BrightIdeasCaseLetter Letter describing your services and describing the bright ideas case gift Template BrightideasCaseltr doc Word Document Existing Acct Management Click View Media to see 3 sample UO viewneds om Clicking on View Media will display the piece in a new window for you to review at your convenience ProSMART 2 20 2002 44 PRO orma After you are done reviewing this piece simply close out the window to return to ProSMART Sample of a letter chosen from the Media Library LetterDate PCFirstName PCLastName PCStreetl PCStreet2 PCCity PCStateProv PCZpCode Dear PCFirstName PCLastName Are you looking for solutions provider that offers you resource for custom imprinted commercial printing business documents promotional products and e solutions A resource that offers you more control improved productivity and increased profitability In today s business world focusing time on multiple vendors
37. Campaigns View Central Campaigns Add Contacts to Central Campaign E submit Contacts for Central Campaign Page 1 of 2 l4 4 Pl Contact Name UN GE MG UNES L Johnson Christine Iv Claybourn Sharon Ross Donna Macomber Victoria IV Griffin Rod IV obrey John Singer Rahn Iv Hare Bob Homann Lynn L Swearengen Matt LO PRESTI CARL ABOOD MAURICE KEARNEY KEVIN IV CASTELLUCCIO MARC BLANC ARTHUR BACIK DALE PROK TIM STERLING FRANK 7 BOYKIN ROBERT 7 BOLTON CHARLES E Form Biodesign International Cell And Molecular Technologies In Environmental Specialties Inc Labsystems Marketreach Inc Obrey Insurance Agency Rahn Singer Tennis And Squash Shop Vwr Scientific Products Vwr Scientific Products 4 LO PRESTI amp SONS ALADDIN S BAKING CO ARAMARK GUND ARENA AREA NETWORKS ARMONT INDUSTRIES INC BACIK KARPINSKI ASSOC INC BERTHOLD GRIGSBY INC BLONDER CO BOYKIN LODGING CO BRITTANY CORP VP Marketing reset Save 2 Locate the participants you would like to include in the Campaign 3 Place a check mark in the box to the left of their name 4 Click on the Save button to secure your selections Important If you are making selections from more than one page you must save your selections after each page prior to moving to the next page otherwise your choices will not be saved ProSMART 2 20 2002 48 PRO orma The Media Library
38. Drip option from the User Account Management category in the left navigation menu You will see a page that is divided vertically On the left is a list of all the Sales Reps in your company including yourself Below each rep s name is a list of all the contacts currently assigned to him or her To the left of each rep is a place to reassign the contact to another sales rep Any new prospects that are in your system from the monthly prospect drip but are currently unassigned will be at the very top of the page in an area labeled Unassigned Contacts that are imported manually into ProSMART by you will be found in the area under your name or under the name of the person whom you are logged into the system as Prospect Assignment H Related Links alv Profile Preferences Edit Prospect Drip B Move To Platko Joe Joe I Joe Move To Platko Joe Joe E Tom Johnson Christine Biodesign International Claybourn Sharon Cell And Molecular Technologies In Move To Platko Joe Joe Ross Donna Environmental Specialties Inc MacOmber Victoria Labsystems Binzley Robert Hileman Tom Test un Move To Platko Joe l Platko Joe l Chris Move To Platko Joe Joe 1 Robert Move To Platko Joe Joe Form reset Save ____SaveChanaes ProSMART 2 20 2002 59 PRO orma To Assign or Reassign a Contact 1 Locate the sales rep from the list with which you would like to work
39. ES INC CAVS GUND ARENA BRITTANY CORP BOYKIN LODGING CO CAITO BROTHERS CO AREA NETWORKS ARAMARK GUND ARENA LO PRESTI amp SONS CARNEGIE CAPITAL ASSET MGMT CO CAHNERS BUSINESS INFORMATION Obrey Insurance Agency BERTHOLD GRIGSBY INC C E FOODS INC CEO CEO CEO CEO CEO CLEVELAND OH 44115 CLEVELAND OH 44115 CLEVELAND OH 44115 CLEVELAND OH 44115 CLEVELAND OH 44115 CLEVELAND OH 44115 CLEVELAND OH 44115 CLEVELAND OH 44115 CLEVELAND OH 44115 CLEVELAND OH 44101 CLEVELAND OH 44115 CLEVELAND OH 44115 Derry MH 03038 CLEVELAND OH 44115 CLEVELAND OH 44115 User Prostar Import User Prostar Import User Prostar Import User Prostar Import User Prostar Import User Prostar Import User Prostar Import User Prostar Import User Prostar Import User Prostar Import User Prostar Import User Prostar Import User Prostar Import User Prostar Import User Prostar Import STERLING FRANK BLONDER CO CLEVELAND OH 44115 ser Prostar Impo EH Form reset Add Selected Member s ProSMART 2 20 2002 37 To Update the Group Membership 1 2 3 Add Member s to Group Click on the Update Membership link from the list of Related Links PRO Orma This list will show any Contacts that are not currently in your group and are available for inclusion From the list that is returned place a check mark next to the name of the Contact that you would like to add to the list If you are not s
40. Library Detail header There may be a case where you know the name of a piece you would like to add to a Campaign If you would like to look for a particular Media piece you can use the search feature This process is explained in more detail in the following section ProSMART 2 20 2002 50 PRO orma To Search the Media Library General 1 Click on Media Library from the left navigation menu This is found within the Campaign Management section Campaign Management User View a Create a View Search gt Media Librar 2 Determine which type of search you would like to conduct whether a Simple Search or an Advanced Search Enter your parameters into the appropriate fields You may also choose to conduct a blanket search and leave all fields blank in which case all Media will be returned Search Media Library amp Related Links Add New Media simple Media Library Search Media Farameter Media Name Type 3 Class El Form reset B Advanced Media Library Search Campaign Media Name Type Class Description Subject File Name El Form For Type you may choose from the following Word Document Presentation Email Brochure Phone Call Link Direct Mail For Class you may choose from the following Correspond to the Sales Cycle Prospecting Overcoming Objections Qualifying Closing the Sale Data
41. Links Add Company Q New Prospects Q Export Contacts Import Contacts Q Task List E simple Company Search Company Mame Contact Last Name I Contact First Name 1 Company Type 3 Product Line 3 E Form reset Submit EG Advanced Company Search Company Name Contact Last Name Contact First Name ENSE Company Address 1 o Company City O State Province M Postal Code SIC Code Company Type Commercial Printing Product Ens Promotional Products Business Documents E Commerce Solutions Y Number of Employees zl Revenue gt Potential value 3 Phone 1 Email gt Company Number 1 B Form reset 2 Enter your search parameters in the appropriate fields and in the appropriate search box and click on the Submit button Remember you may choose to leave all fields blank and conduct a blanket search Doing so will return all records ProSMART 2 20 2002 21 PRO orma Company Search Results amp Related Links ng Add Company New Prospects Import Contacts Export Contacts E company Search Results aly Page 1 of 3 I4 4 ContactName Type PostalCode Product Line s LO PRESTI amp SONS LO PRESTI CARL Customer 44101 Add Task ALADDIN S BAKING CO ABOOD MAURICE Customer 44115 Add Task ARAMARK GUND ARENA KEARNEY KEVIN Customer 44115 Add Task AREA NETWORKS CASTELLUCCIO MARC Customer 44115
42. PRO Orma PROOffice Introduction to ProSMART Proforma s Sales Marketing and Relationship Tool How to Log On and Get Started ProSMART 2 20 2002 1 PRO orma Table of Contents INTRODUCING PROSMART PROFORMA S SALES MARKETING AND RELATIONSHIP TOOL 4 Where is ProSMART Located ve a aaea 5 ProSMART Access amp Structure esesescesesesesesccsesesesesocceoesesesesoeoesesesesoeoesesesesosoesesesesosoesesesesoscesesesesesesescsoesesesesos 5 THE PROSMART HOME PAGE nunvnnvnnnnvnvunsnnnnnnrunsnnvannnnnsunvennnvnsnnvennnvnnnnnnrunvnnnnnnrunsnnnnnnnunnnnvnnnnnnnnnnnnnnnn T ev 8 DN 8 EEE 10 VATN hr 18 MANAGING CONTACTS nrannnrnrunsnvunnnnnnnnrunsnnnnnnrunnnnnnnnrunnnnnnvnrunvnnnnsnnunnnnvnvnnnnnnrvnvnnnnnnrunvnnnnnnnunnnnnnnnnn 20 View Search LEIDEN 20 Contact Management Related Link CM 23 MENN 23 NTP 25 EDON eO aae E E E E E E AA E O E E EEEN E E E E 25 I 61 6101 4 8 OU ACLS OE EE EEE VE 26 TREN 28 Croato C On ACIS icer E 28 View Contacts NNRRERRTNRE A A m m mauaA mS7Rm 29 EG Ge ACU EEE EEE SSAA AAE aA sa 29 NNN ee ee 31 OATH EEE EEE 31 GROUP MANAGEMENT 2 ceeds suce scmiea tis oU IR E EON nitedeveveuascsaxtuatuiedeecertaceidassteetaseecaneee 33 roe eI Ac
43. Search contains more fields and will be used for more sophisticated searches If a search field is filled in the system will consider it part of the search If there is more than one field filled in the system will consider the relationship between the fields to be an And relationship What this means is that all fields must meet the criteria for every completed field in the search or no results will be returned All of the functional or operational options for ProSMART can be found in the left navigation menu To begin working within ProSMART you will need to display the sub categories within ProSMART To see all functions within each subcategory either click on the specific subcategory or simply expand the entire menu Co Owner Management The ProSMART C Owner Administration functions are found Order Processing A in the main Met Proceeds ProOffice menu Application Management ProOffice Click on any System M subcategory to me ProSMART ProSMART display all options Group Management C2 Task Management Prospect Management i Note If you are not yet converted to the main ProOffice system from ProStar you will not be able to view the main ProOffice categories or options Only the ones pertaining to ProSMART will be visible ProSMART 2 20 2002 6 PRO orma The ProSMART Home Page When first accessing ProSMART you will be taken to the ProSMART Home Page This is where you can find out some initial informat
44. a couple of different options which by now you should be accustomed to seeing Create and View Search There is also one additional option within this main category the Media Library The Media Library is a central storage area for Proforma marketing materials and collateral The Media Library will be discussed in more detail later in this section View Search for User Campaigns To View Information about Campaigns 1 Click on Campaign Management from the left navigation menu 2 Click on View Search This will open up a standard search page with a Simple and an Advanced Search area Using this search mechanism will return any user defined Campaigns that have been set up Related Links Add User Campaign simple User Campaign Search Campaign Name Type El Form reset Submit EG Advanced User Campaign Search alv Campaign Name Type Media Type Group El Form reset Submit 3 Enter any desired search parameters in the appropriate boxes Remember that you can also just leave all boxes empty and conduct a blanket search Doing so will return all records 4 Click on the Submit button ProSMART 2 20 2002 42 PRO orma You will then see a list of all user defined Campaigns that satisfy the search parameters that you entered on the Search page Search User Campaigns User Campaign Search Results amp Related Links Add User Campaign User Campaign Search Results Page 1 of 1
45. abels A Task stuff and mail will then be added to your Task List as a reminder If the Campaign is to be an email format the fulfillment of the campaign will be done automatically on the due date ProSMART 2 20 2002 45 PRO orma View Central Campaigns Owner Only From the main Campaign search page you will be able to view and Central Campaigns that have been scheduled by the Support Center This feature is available to the Owner only To View Central Campaigns 1 Click on View Search from within the Campaign Management category in the left navigation menu Search User Campaigns Related Links Add User Campaign view Central Campaigns amp simple User Campaign Search Camapign Yalue Campaign Name reset Submit Advanced User Campaign Search HEG 2 Click on View Central Campaigns from the list of Related Links You will see a list of all current Central Campaigns including their name and due date This due date refers to the date by which you must decide whether or not you will participate in the Campaign as well as which participants to assign to the Campaign Search User Campaigns View Central Campaigns o Add User Campaign ES Central Campaign Search Results n Campaign Due Date 0 0000000000000 Prols4 February Postcard 2 6 2002 3 Click on the Campaign Name which is highlighted in blue to view the details of this Campaign Search User Campaign
46. ail HEG Edit Delete view Group Members Group Parameter value Mame All Customers Description All customers in the database all product lines Type Customer If you would like to make changes to the Group parameters simply click on the Edit link To delete the Group altogether click on the Delete link To see a list of all Contacts included in this Group click on the View Group Members link Choosing this option will allow you to Update the Membership Add Members to the Group or Delete Members from the Group See the Update Group Membership section of this document for more details Create Group Create Group Filtered Results Group Detail View Members Add Group Search Groups view Group Members aly Update membership Add Member s to Group Delete Member s from Group ALADDIN S BAKING CO CEO ABOOD MAURICE BACIK DALE BLANC ARTHUR BOLAND JIM BOLTON CHARLES BOYKIN ROBERT CAITO LEO CASTELLUCCIO MARC Claybourn Sharon Griffin Rod Hare Bob Homann Lynn Johnson Christine KEARNEY KEVIN LO PRESTI CARL MacOmber Victoria MATEYO GEORGE MC WILLIAMS DENNY Obrey John PROK TIM ProSMART 2 20 2002 BACIK KARPINSKI ASSOC INC ARMONT INDUSTRIES INC CAVS GUND ARENA BRITTANY CORP BOYKIN LODGING CO CAITO BROTHERS CO AREA NETWORKS Cell 4nd Molecular Technologies In Marketreach Inc Tennis 4nd Squash Shop Vwr Scientific Prod
47. ant segments of their business By combining a solid accurate database with a proven system for efficiently managing Owner leads the overall goal of increasing sales and penetrating further into existing accounts is well within reach This will invariably lead to increased sales With ProSMART you can easily manage your contacts groups campaigns and marketing tasks You will be able to see your Dreams and Goals right in front of you so that you never lose sight of what you are working towards Use a campaign that our Marketing group has put together or create one of your own the choice is yours For your convenience ProSMART includes a Media Library for automated marketing touches An important focus in this process of increasing sales is effectively targeting contacts and converting them into customers Additionally an Owner can more efficiently focus his or her marketing efforts to their existing customers in order to penetrate further into accounts thereby capitalizing on well established relationships This first phase of ProSMART creates a foundation for future benefits such as collecting historical experience information for use in additional market research and analysis a platform to support centralized direct marketing activities and management reporting tools to be used in a continuous improvement effort ProSMART is a way to help increase brand awareness and it allows the Owner to pick and choose exactly what marketing material
48. application will bring up a list of all the Groups that this individual has been assigned to Since a Contact can belong to many Groups this list may contain many different entries Communication Log Selecting the Communication Log link will bring up a list of all communication actions initiated or planned with this particular contact To View the Communication Log 1 Click on the Communication Log links from the list of Related Links Any communication records for that contact will be shown To see the details of any specific incident simply click on the Subject which is highlighted in blue Communication Log Summary 2 6 2002 Phone Call Initial Phone Call Smith Tracy ommunication Log Communication Log Detail Company Search Results Aurora Manageme Related Links o Communication Log ES communction History Detail Smith Tracy Edit Q Delete Eae SS E SSS Date 2 6 2002 Subject Initial Phone Call Type Phone Call Notes Discussed capabilities possible projects If necessary the communication item can be edited or deleted as needed When adding an item to the Communication Log you will be prompted to provide some basic details EG Related Links Communication Log EM Add Communication History Detail Smith Tracy HENGE FEE SEE EE EN 2 6 2002 ss Initial Phone Call Type Phone Call Discussed
49. d assign them to Groups ProSMART 2 20 2002 2 PRO orma Task List By selecting the Task List option your complete Task List will be displayed Company Search Task List Task Summary afr Page 1 of 1 q 4 Pi 1 24 2002 Test User Frya of Campaign Test Overdue Phone Call 1 27 2002 Johnson Christine Send Brochure Overdue Direct Mail 1 29 2002 Johnson Christine Discuss Two Page Brochures Overdue Phone Call 2 6 2002 PROK TIM Initial Contact Active Phone Call Show Complete for Number of Days 5 Update Create Contacts The second option you will see within the Prospect Management category on the left navigation menu allows you to Create a Contact This process will allow you to add your own Contact to your ProSMART database Although this process would not normally be used when entering a large list of Contacts since it is a manual process it is helpful when entering one Contact record at a time H Related Links New Prospects Badd Company Company Name Company Number Address1 Address2 Address3 Address4 City State Province Postal Code Email Prefix Prefix Number E Number ex Potential Value Unknown z WebSite Revenue Unknown z Employees Unknown z Company Type Prospect gt SIC Code Unknown Non Classifiable Establishments Do Not Solicit No Do Not Mail No Do Not Solicit Status Do Not EMail No Do Not Fax
50. d with this Campaign gt Follow Up Offset The number of days prior to the follow up date a reminder will be put on your Task List for the follow up Per Unit Cost The cost of each additional unit that can be purchased In the example above the Per Unit Cost is 1 If the Block Size is set to 50 it will cost 100 to add an additional 100 contacts to the campaign over the subsidized 50 Block Size The required number of units that must be purchased if exceeding the subsidized amount For example if the Block Size were set to 50 you would need to purchase 50 100 150 etc additional units ProSMART 2 20 2002 47 PRO Orma Assigning Participants to the Central Campaign Owner Only After reviewing the details of the Campaign and deciding that you would like to participate you will need to indicate which of your Contacts will be included in the Campaign This capability is available to the Owner only Other Users will not have the ability to assign participants to Central Campaigns To Assign Participants to the Central Campaign 1 From the Central Campaign Details page click on the Assign Participants to Central Campaign link from below the Central Campaign Detail header You will see a list of all the Contacts in your database If there is more than one page of Contacts that will be indicated at the top of the list Use the page navigation arrows to move from one page to the next Search User
51. deadline This date is important if you are considering participating in this campaign because it is the date by which you must indicate whether or not you will be participating as well as assigning participants to the campaign Remember this campaign will be fulfilled by the Support Center To View Details about a Listed Central Campaign 1 Click on the name of the Central Campaign which is highlighted in blue amp Related Links Search User Campaigns Add New User Campaign EM Central Campaign Detail aly Assign Participants to Central Campaign Name March Custom Catalog Follow up No Type Direct Mail Follow up Offset Ad Fund Maximum of Media Material Custom Proforma Catalog Participants Due Date 2 28 2002 Per Unit Cost Fulfillment Date 3 5 2002 Block Size Status Active Minimum Overage Subsidized Block Cost All of the details about this particular campaign are listed on this page The details are important in not only describing the type of materials and fulfillment date but also the number of participants that you are allowed to assign to this campaign On this page you will see Name of the Campaign The title for this particular Central Campaign Type of Campaign The format for this Central Campaign Media Material The type of material that will be distributed in this campaign to the Contacts Due Date The date by which you must indicate whether or not you will be
52. election 6 Click on the Move To button to make the change 7 Click on the Save Changes button at the bottom of the page to make the changes in contact assignment ProSMART 2 20 2002 60 PRO orma User Listing An Owner will be able to view a list of everyone that has access to his or her ProSMART system An Owner will also have the ability to set up new users to access their ProSMART system and assign them with security permissions Cr User Account Management a Profile Preferences View User Listing To view the list of individuals with access to your ProSMART system 1 Click on User Listing from the User Account Management category in the left navigation menu You will see a list of everyone who has access to your database This list will show their Name Email Address and Franchise 2 Click on the individual s name to view more details User List Related Links HEG Add User H user List HEG Page 1 of 1 4 4 l Name Email Franchise Binzlev Robert rbinzley proforma cam Binzley Robert rbinzley proforma cam Hileman Tom thileman proforma cam Miller Chris cmiller proforma com Platko Joe jplatko proforma com User List Binzley Robert Related Links Q add User user Detail Q Edit Delete ProForma Dev Crew Proforma ProForma Corporate PraFarma Dev Crew Keybase PEPE HE ER User Name rbinzley proforma cam Developer Last Na
53. ent prospect to see firsthand the products amp services Proforma can provide Letter of introduction discussing your ability to be a solutions provider for a company Link to Marketing Company Store to puchase from 5 printed versions of the companion brochure These include General Capabilities Commercial Print Business Documents Promotional Products and E Solutions Confirmation letter to use as a follow up to direct mailing CanadianBrightIdeasCaseLetter Word Document CanadianConfirmReceiptLetter Word Document CanadianDirProd amp SeryFallowupLtr Word Document CanadianLiteratureRequestLetter Word Document CanadianWhoWeAreLetter Word Document CompanionBrochures ConfirmReceiptLetter Word Document To View the Details of a Particular Media Piece 1 From the list of Media materials locate the one you would like to learn more about 2 Click on the name of the piece which is highlighted in blue This will show some basic details of the piece Search Results amp Related Links Search Media Library Q Add Media to Library G media Library Detail Edit Delete View Media eee Eee Media Mame BrightIdeasCaseLetter Description Letter of introduction to accompany a Bright Ideas Case File Name Template BrightIdeasCaseLtr doc Subject Link Media Type Word Document Media Class Prospecting Remember you can view the actual piece by clicking on the View Media link located below the Media
54. er Assistant Spouse 1 Anniversary Birthday Bl Do Not Solicit No Do Not Mail No Do Not EMail No Do Not Fax Mo Do Not Solicit Status Do Not Call No Note Product Lines is a multi selectable field meaning that you can choose more than one Product Line to attach to this Contact record To select more than one Product Line simply hold down the Ctrl key when making your selection This is indicated in the example above 3 Click on the Add Contact button to secure the new information related Links aly Add Company Add Contact Q view Contacts Q Add Contact Q Groups Assigned To Q Communication Log amp company Basic Detail alv Edit Delete Company Name Bayer Pharma Address1 123 DRUG DR Address2 City Phillipston State Province NEW JERSEY Postal Code 12322 Phone 301 234 4322 Ext Company ID 293 Company Advanced Detail ng Recent Communication Log Entries There are not tasks for this Company There is another series of Related Links that can be used to provide more information to this contact record Keep in mind that multiple entries are naturally supported in ProSMART just as in the rest of ProOffice This means that if you need to you can enter multiple addresses phone numbers email addresses etc ProSMART 2 20 2002 30 PRO orma Groups Assigned To Selecting the Groups Assigned To link from this point in the
55. er will receive a predetermined number of new prospects per month These prospects will be funneled into the individual ProSMART database for them to further act upon and process The Proforma Ad Fund will subsidize these initial contacts An Owner s able however to purchase additional prospects above the initial subsidized amount The ability to control this monthly amount is found right in ProSMART and the Owner will be billed separately for their additional prospect purchase Only the Owner will be able to determine the amount of additional prospects their business receives in the monthly drip ProSMART has two levels of security access for Owners Owner and Sales Rep access Owners will have a full access level of security They will be able to fully control what happens in their ProSMART system The Sales Rep level access will only allow a Sales Rep to see and operate on the contacts groups etc that are assigned to or created by that Sales Rep The Sales Rep will not be able to see or operate against other sales reps information In contrast the Owner will have full access to all data created or delivered to his or her business For example the Owner will be able to assign access for others to ProSMART distribute contacts manage the number of contacts requested monthly etc ProSMART handles information on two main levels Company and Contact level For the most part Contacts are the focus of ProSMART Any communications are sent t
56. form with the appropriate task information You will notice that there is very little required information in this form but filling in as many of the fields as possible will provide a more complete and accurate record 4 Click on the Add Task button to secure your changes After you click on Add Task you will see your recently revised Task List including the new addition ProSMART 2 20 2002 22 Company Search Results Add Task Task List Task Summary Page 1 of 1 PRO orma 4d 4 Pl me jm seere l z4d 2002 Test User i 27 20 02 1 29 2002 2 6 2002 Johnson Christine Johnson Christine PROK TIM Show Complete for Number of Days Contact Management Related Links Execution of Campaign Test User Send Brochure Discuss Two Page Brochures Initial Contact Active Overdue Phone Call Direct Mail Phone Call Phone Call Update Overdue Overdue E You will notice that above the Simple Company Search box is a series of Related Links These links allow you to perform additional functions relating to your Contact list Each of these links is explained below Company Search amp Related Links o Add Company Import Contacts amp simple Company Search o Mew Prospect Q Task List o Export Contacts Company Mame Contact Last Mame Contact First Name Company Type Product Line El Form Add Company reset Submit This link allows you to manually ente
57. icate information to all PPoSMART users This message could pertain to things such as additions to the Media Library new Central Campaigns reminders or any other pertinent information This message will be updated regularly and will act as an additional communication channel between the Marketing Group and Users Users will not be able to change this message EM welcome Tom Hileman Of ProForma Corporate a Welcome To the ProSMART Marketing Database Dreams and Goals The Dreams and Goals part of the Home Page is to serve as a daily reminder of what exactly you are working towards It can also serve as inspiration or motivation to you to continue This information is for your use only and can be edited or updated as often as needed You can list as many Dreams in this section as you would like amp Dreams And Goals Edit Dreams Edit Goals Date Wvear Sales Profit To develop a financial program to put my children 1 31 2002 2002 250000 25000 through college 2003 600000 75000 To setup vacation at Disneyworld for my family 6 7 2002 2004 1000000 4150000 ProSMART 2 20 2002 8 PRO orma To Add or Edit a Dream 1 From the ProSMART Home Page click on the Edit Dreams link from below the Dreams and Goals heading 2 Enter the information about your Dream in the text box There are no formatting requirements for this section 3 Attach a date to the Dream by either entering the date directly into
58. ice that there are no required fields but providing more information will help to define the Groups in your mind so there is no duplication of efforts Create Group Related Links Search Groups Use the form Group Creation Parameters to create a new Group Commercial Printing Promotional Products Business Documents m Product Line Comp Revenue City of Employees State Province Potential value Postal Code E Form ProSMART 2 20 2002 33 PRO Orma 2 Enter the Group information in the form Include the following pieces of information Type Customers Prospects Inactive SIC using the drop down menu Product Line multi selectable v 9 4 City State Postal Code Company Revenue Number of Employees Potential Value SIC refers to Standard Industry Classification a standard coding system This drop down will contain the 13 high level categories of SIC code More than one Product Line can be selected by holding down the Ctrl key while making your selection 3 Click on the Create button to create the new Group After you have established the parameters for the new Group you will then see a list showing all the Contacts in your database that satisfy those parameters and can be included in the new Group At the bottom of that page is an area where you will be asked to provide a Name and Description for the new Group Once again it is beneficial to be as precise
59. ion about any new Central Marketing Campaigns and your individual marketing efforts This Home Page is personalized to greet the User by name Proforma Owner ID and Proforma business name Divided into four main sections this page serves as the central place to manage the contacting and marketing activities provided by ProSMART To View the ProSMART Home Page 1 Enter your preassigned Login and Password in the login page of ProOffice Remember ProSMART is located within ProOffice and the URL for ProSMART is http prooffice proforma com prosmart 2 Click on ProSMART from the left category menu Ux ProSMART Ce Prospect Management Group Management Task Management Ce Campaign Management Response Management Report Management te Training and Support User Account Management Without having to click on anything else you will be at the ProSMART Home Page This page is your starting point for all other contact and marketing functions within this application The Home Page contains some very important information which will better help you to plan your efforts That information is outlined below The four main sections of the Home Page include the following Company Message This message block will provide the User with a specific message generated by personnel within the Support Center This message may contain updates on pertinent information new campaigns deadline reminders or even additions to the Media Library Ho
60. left of the Contact name Remember you may have multiple pages of Contacts and will need to use the arrow keys at the top of the box to move from one page to the next If needed you can resort the columns to change the sort order ProSMART 2 20 2002 16 PRO Orma 3 You must click on the Save button at the end of each page in order to have the chosen Contacts included If you move to the next page without saving the information those Contacts will not be included 4 Click on the Save button to record your selections Task Reminders The last part of the Alerts box on the Home Page contains a list of active Tasks ECE afv There re 1 New Prospects View Active Central Campaigns Execution of Campaign Test User Due 1 24 2002 Dismiss I Send Brochure Due 1 27 2002 Dismiss I Discuss Two Page Brochures Due 1 29 2002 Dismiss I E Form reset Dismiss Checked The information contained in this list includes the Name of the Task the Due Date and whether or not to Dismiss the Reminder To See Task Details 1 Locate the task from the list for which you would like to see details 2 Click on the name of the task which is highlighted in blue ProSMART Home Page Execution of Campaign Test User H Task Detail Edit Delete Mark Complete E EEE EEE E Subject Execution of Campaign Test User Frequency Every 0 days Status Overdue Type Phone Call Due Date 1 24 2002 Notes Task Reminder for Campaign
61. me Binzley First Name Robert Franchise ProForma Dey Crew First Name 13 Reminder Offset 6 Follow Up Offset 4 For each User you will be able to edit their information or delete the User altogether The Delete option will be invaluable if an employee leaves your organization and you want to ensure that he or she will not be able to access ProSMART anymore ProSMART 2 20 2002 61 PRO orma Adding a User Owners will be able to give other people access to their ProSMART system they will not need to contact the Support Center to get this done To Add a User to ProSMART 1 Click on Add User located in the Related Links section 2 Complete the form with the appropriate information B add User afv EEE SEES EES See User Name Prosmart Marketing zd Password Confirm Password Last Name First Mame Franchise Drip Follow Up Offset Reminder Offset Entity PFG ventures e El Form You will need to provide the following pieces of information left to right User Name Franchise Role Owner or Sales Drip Password you determine Follow Up Offset Confirm Password enter it again Reminder Offset Last Name Entity First Name 3 Click on the Add User button to complete the addition process tE ProSMART 2 20 2002 62 PRO orma ProSMART Terms amp Definitions General Terms Campaign A marketing message that is delivered to a
62. o purchase Brilliant Ideas and Smart Thinking Case Studies and Industry Tips Accompany a prospecting letter with one of the cases PowerPoint presentation covering business document products and service capabilities Letter of introduction to accompany a Bright Ideas Case Letter describing your services and describing the bright ideas case gift Confirmation letter to use as a follow up to direct mailing Second followup letter referencing Directory of Products amp Services enclosure Direct mailer followup response letter used when prospect requests more literature Meeting confirmation letter to send prior to meeting Follow up thank you letter Letter introducing sample that you would like to send customer Letter discussing how Proforma can help company maximize their return on graphic communications purchases 52 PRO orma Response Management ProSMART users will have the opportunity to engage in some basic Response Management as a result of their marketing efforts This will allow him or her to filter bad addresses out of their database so that they do not continue to be used for various Campaigns Whenever a user receives mail returned from the Postal Service or an email returned undeliverable they will have to opportunity to indicate that the address is bad and try and locate the correct address This section will list all addresses with the corresponding Bad Address flag set to Yes in contact
63. o Contacts and history is tracked at the Contact level Any one Company can have multiple Contacts Since all of this marketing will be done at the Contact level communications will not be sent generically to the Company level This Company Contact relationship can further be understood through the following There will be a primary Contact designated for each Company All marketing will be directed at the Contact level Account protection will be enforced at the Contact level Within ProSMART a single Contact can be assigned to one or many Groups A Group is a logical collection of Contacts that will be acted upon for marketing activities A Group can be associated with one or many marketing campaigns This allows an Owner to continue to reinforce the brand identity and Proforma name ProSMART 2 20 2002 5 PRO orma While ProSMART uses terms and concepts common to many marketing and contacting programs or systems there may be some terms or concepts with which the User is not familiar For this reason a list of definitions for some of the commonly used terms throughout ProSMART is listed at the end of this guide in a section called ProSMART Terms amp Definitions Most categories within ProOffice contain a general Search screen This screen is divided into two types of searches a Simple Search and an Advanced Search The Simple Search contains the fields that are queried most often and will be used in most cases The Advanced
64. o assign participants from your database to the campaign To Assign Participants to the Central Campaign 1 Click on the Assign Participants to Central Campaign link located below the Central Campaign Detail header Welcome PFG Ventures ProSMART Home Page View Central Campaigns Add Contacts to Central Campaign E Submit Contacts for Central Campaign Place a check Page 1 of 2 44 gt pi mark in the box Contact Name EE RSS soe0qqea by the name of Johnson Christine Biodesign International VP Marketing Iv Claybourn Sharon Cell And Molecular Technologies In the contact to include that acOmber Victoria Labsystems person IN the fin Marketreach Inc campaign dv Obrey Insurance Agency Rahn Singer Ross Donna Environmental Specialties Inc Tennis 4nd Squash Shop I Homann Lynn Vwr Scientific Products l Swearengen Matt Vwr Scientific Products ro PRESTI CARL LO PRESTI amp SONS a 4B00D MAURICE ALADDIN S BAKING CO a KEARNEY KEVIN ARAMARK GUND ARENA E CASTELLUCCIO MARC AREA NETWORKS E BLANC ARTHUR ARMONT INDUSTRIES INC B BACIK DALE BACIK KARPINSKI ASSOC INC PROK TIM BERTHOLD GRIGSBY INC STERLING FRANK BLONDER CO L BOYKIN ROBERT BOYKIN LODGING CO E BOLTON CHARLES BRITTANY CORP a Form reset Save 2 From the list that is displayed place a check mark next to the name of the Contact you would like to include in the campaign Do this by clicking in the little box to the
65. oSMART a Group is a subset of Contacts a logical collection of Contacts One contact can be associated with many groups and one group can be associated with many different campaigns In groups you do not need to differentiate between contacts and customers Campaigns will be discussed in more detail later in this document To begin working with Groups click on Group Management from the left navigation menu Oe ProSMART Ge Prospect Management a Create a View Search Group Management a Create a View sSearch Task Management There are two main options available in this section View Search for Groups and Create a Group Create a Group Since there is no limit to the number of groups that you can have in ProSMART and any one contact can belong to multiple groups there will be many times when you will want to create a new Group The process of creating a new Group is a 2 step process The first step involves establishing the parameters of the new Group and the second step involves assigning members to the Group To Create a New Group In order to create a new Group that can be used for various marketing campaigns you must first define the Group and establish the parameters for membership There is a simple form that is used to set up these guidelines 1 Click on Create from within the Group Management category in the left navigation menu This will open a form into which you can enter your parameters You will not
66. om you or from Proforma ProSMART 2 20 2002 64
67. ould like to delete from the Group Groups Search Results Group Detail View Members Delete Members amp related Links La vw Add Group Search Groups Delete Member s from Group ajy view Group Members Contact Name Company Name Title City State Province Lead Source Cell And Molecular I Gaybourn Sharon Technologies In Griffin Rod Marketreach Inc Bedford NH 03110 User Prostar Import Phillipsburg NJ 08865 User Prostar Import Hare Bob Tennis 4nd Squash Shop Cambridge MA 02138 User Prostar Import Homann Lynn Vwr Scientific Products West Chester PA 19380 User Prostar Import Johnson Christine Biodesign International VP Marketing Kennebunk ME 04043 User Prostar Import MacOmber Victoria Labsystems Franklin MA 02038 User Prostar Import Environmental Specialties ins Raleigh NC 27605 User Prostar Import Ross Donna Singer Rahn Rahn Singer Hackettstown NJ 0784047 User Prostar Import r r p r p E D Swearengen Matt Vwr Scientific Products West Chester PA 19380 User Prostar Import E Form reset Delete Selected Member s 3 Place a check mark in the box to the left of the Contact name 4 Click on the Delete Selected Member s button to secure your changes ProSMART 2 20 2002 39 PRO orma Task Management One of the features of PrFoSMART is that it is a tool to help you manage your daily Task List for your marketing efforts Through the Task Management catego
68. pre determined list of Contacts The message can be sent in any one of a number of different ways including direct mail and e mail among others Central Campaign A Campaign that is established by the Marketing Department at the Support Center The Ad Fund subsidizes a certain number of participants and the Campaign is fulfilled centrally The Owner does not need to fulfill this Campaign Contact An individual within a Company Customer A company that has purchased from you in the last 24 months De duplication The process of recognizing duplicate entries in the database that actually represent the same data point Direct Mail Outbound postal mail to a group of contacts or customers Direct mail can contain letters postcards flyers etc E Mail Outbound electronic mail to a group of contacts or customers The outbound mail can be in plain text or HTML format Group A logical collection of contacts whether current customers or prospects that will be acted upon for marketing activities Media Library Storage for marketing materials and collateral available in a central location for use by Owners Response An action that is taken because of another event Response is used in this system to denote actions taken based on the return of information to a User That is incorrectly addressed mail is returned or an e mail message is returned Tasks Actions that must be taken To Do List Lists of
69. r a contact into your ProSMART database Again not all of the fields are required but providing as much information as possible will help to provide an accurate complete contact record H Related Links New Prospects Add Company Form used to add a new Company Name Company Addressi record Address3 City Postal Code Prefix Number ap ext 7 Revenue Unknown Prospect Do Not Solicit No Do Not Mail No Do Not EMail No Do Mot Fax No v Do Not Call No Potential Value Company Type Do Not Solicit Status Company Number Address2 Address4 State Province Email Prefix Number WebSite Unknown Unknown Non Classifiable Establishments Employees SIC Code P Notes zi E Form ProSMART 2 20 2002 reset 23 PRO orma In this form you will provide 9 9v 9 Company Name Company Revenue if known Company Number Number of Employees if known Address Company Type City State Province Postal Code SIC Code Telephone and Fax Number Do Not Solicit Status general Email Address mail email fax call Web Site URL Notes Potential Value Note The field Do Not Solicit refers to a request made by an individual to not receive solicitations in one form or another be it mail email fax telephone calls or in general If someone has requested to not receive solicitations you ma
70. ry you can list daily tasks set reminders establish follow ups and track your activities Group Management G2 Task Management gt a Vien As seen in the ProSMART Home Page section you can view either your Top 5 Tasks or your complete Task List right from the Home Page As an alternate you can also view your complete Task List using the left navigation menu Viewing the Task List To View your Complete Task List 1 Click on Task Management from the left navigation menu 2 Click on View Your complete task list will be displayed as seen in the example below There is also an area to determine for how many days to show the complete list This number refers to the previous number of days including today The default value for this is 5 and can be changed at your discretion However any tasks that are classified as Overdue will remain on the list as a reminder 3 If changes are made to the number of days in the Show Complete for Number of Days box click on the Update button to secure your changes Task List Task Summary Page 1 of 1 el IEEE LU 1 24 2002 TES NETS Fs of Campaign Test 17 27 2002 Johnson Christine Send Brochure Overdue Direct Mail Lf2o 2002 Johnson Christine Discuss Two Page Brochures Overdue Phone Call 2 6 2002 PROK TIM Initial Contact Overdue Phone Call 2 6 2002 Smith Tracy Send brochure Overdue Direct Mai Show Complete for Number of Days 5 Update
71. s View Central Campaigns amp related Links ng Search User Campaigns Add New User Campaign E Central Campaign Detail aly Assign Participants to Central Campaign FEE MODE Se Fe ET TE 5j ProUS amp February Postcard Follow up No Direct Mail Follow up Offset Media Material 3X5 postcards Ad Fund Maximum of Participants y d Fund Maximum of a da Prospects Fulfillment Date 2 12 2002 Ad Fund Maximum of Customers Status Active Per Unit Cost Minimum Overage 100 Block Size Subsidized Block Cost 50 ProSMART 2 20 2002 46 PRO Orma This screen will display the pertinent details surrounding the Campaign including Campaign Name Subsidized Block Cost Type of Campaign Follow Up Media Material Follow Up Offset Due Date Ad Fund Maximum of Fulfillment Date the date the Participants material will be sent Per Unit Cost Status of the Campaign Block Size Minimum Overage Most of these details are self explanatory although a few of these elements may need clarification especially when participating in a Central Campaign for the first time Minimum Overage The minimum amount by which you can exceed the pre defined number of participants In the example above you must purchase at least 100 additional units Subsidized Block Cost The dollar amount that is subsidized by the Ad Fund Follow Up Whether or not a follow up message will be provide
72. s to send out and to whom through the use of a fully stocked Media Library Campaigns are personalized for you from you to the customer or contact Finally ProSMART is synchronized with the Proforma Selling System With ProSMART you can be as involved or as interactive as desired Whether you want to participate in the campaigns initiated by the Support Center or create your own ProSMART will help you manage those efforts and more importantly the responses ProSMART 2 20 2002 4 PRO orma Where is ProSMART Located ProSMART is part of the ProOffice order processing system ProSMART can be accessed even if you are not fully converted to the main ProOffice system Although it is part of the overall system one can begin using ProSMART without having completed the ProOffice conversion process In that sense the two are independent from one another ProSMART is found at the following URL http prooffice proforma com prosmart Because ProSMART is part of the overall system the main navigation and function elements are consistent with those found throughout the rest of the application So once you have an understanding of how to move through ProOMS ProSMART or ProOffice you will not have any trouble moving through and operating within any other components See ProOffice An Introduction for more details on general navigation and functionality information ProSMART Access amp Structure With ProSMART each Proforma Own
73. searching for the nght product and spending hours processing orders takes away from your main focus profitability for your company My name is 4UFirstNames AU LastName owner of AUFranchise a member of the leading graphic communications provider to the business to business market We offer expertise product knowledge and real solutions for al your graphic communication needs Enclosed please find a special gift our Proforma Bright Ideas case that shows you just a few of the examples of products I can offer your business Inthe upcorung weeks I would like the opportunity to meet with you one on one Leam more about your business needs and show yousome of the services we can offer I will follow up with you in couple of weeks and look forward to speaking with youthen Sincerely AUFirstName ULastName wner amp AUFranchise 2 Place a check mark in the box to the left of the Media Name that you would like to include in your Campaign 3 Click on the Save button A couple of notes about the Word mail merge feature When performing a mail merge from a letter in Word format you will notice a few different things happening when you execute this type of Campaign First Word will open up on your desktop and you will see the merged letters will all be in one document with each individual letter beginning on a separate page These are then ready to print and send You will also be provided with mailing l
74. shown below Sample of Company details both Basic and Advanced ProSMART 2 20 2002 H Related Links alv Add Company Add Contact Q view Contacts Q Add Contact Q Groups Assigned To Q Communication Log amp Company Basic Detail aly Edit Delete EE GE E Company Name Bayer Pharma Address1 123 DRUG DR Address2 City Phillipston State Province NEW JERSEY Postal Code 12322 Phone 301 234 4322 Ext Company ID 293 Company Advanced Detail Se EE L Company Type Prospect SIC Code Health Services Address1 123 DRUG DR Address2 Address3 Address4 City Phillipston State Province NEW JERSEY Postal Code 12322 Email Potential Value 1MM 5MM WebSite Revenue 500MM 1B Employees 1 000 4 999 Do Not Solicit Do Not Mail Do Not Solicit Status Do Not EMail Do Not Fax Na Mat Call Bad Email Address No Bad Postal Address No Bad Phone No Bad Fax No Company Contact Status Company ID 293 Company Number Notes E Recent Communication Log Entries There are not tasks for this Company PRO Orma 12 PRO orma amp Related Links aly Addresses Phone Numbers Email Addresses Add Communication Item Communication Log Groups Assigned To Add Contact Contact Basic Detail ng Sample of Edit Contact details ME i TY both Basic and Salutation Primary Contact True Advanced Last Name Brokaw First Name Bill Title Compan
75. tasks that must be completed User Account An individual account for a User All User accounts fall under an Owner ID and are administered by the Owner User Campaign campaign defined and conducted by the individual Owner The Ad Fund does not subsidize this campaign and it is up to the Owner to fulfill the campaign ProSMART 2 20 2002 63 PRO orma Contact Type Descriptions New Prospect A person at a contact company that is not buying from you currently and is not well known to you Prospect A person at a contact company that is not buying from you currently but is relatively well known to you Qualified Prospect A person at a contact company that is not buying from you currently is relatively well known to you and has demonstrated adequate interest purchase time frame and budget to you Presentation Proposal A person at a contact company has been given a presentation or proposal on a specific product s Customer A person who has purchased from you in the last 24 months Inactive Customer A contact that has indicated either a lack of interest or stated no interest in the products or services of Proforma gt Company Type Descriptions Customer A person who has purchased from you in the last 24 months Inactive customer A person who has not purchased from Proforma in the last 24 months but was a previous customer of Proforma Prospect A person who has never purchased fr
76. ter of introduction to accompany a Bright Ideas Case Letter describing your services and describing the bright ideas case gift Confirmation letter to use as a follow up to a direct mailing Second followup letter referencing Directory of Products Services enclosure Direct mailer followup response letter used when prospect requests more literature Meeting confirmation letter to send prior to meeting Follow up thank you letter Letter introducing a sample that you would like to send customer Letter discussing how Proforma can help a company maximize their return on graphic communications purchases Letter encouraging an appointment for prospect to see firsthand the products amp services Proforma can provide Letter of introduction discussing your ability to be solutions provider for a company Confirmation letter to use as a follow up to direct mailing Prospecting Existing Acct Management Prospecting Existing Acct Management Prospecting Prospecting Prospecting Presentation Proposal Presentation Proposal Existing Acct Management Prospecting Prospecting Prospecting Prospecting Word Document Word Document Word Document Word Document Word Document Word Document Word Document Word Document Word Document Word Document Word Document Word Document Word Document 1 Locate the Media from the list that you would like to use for the
77. the correct format This will help to ensure a successful import expand Map collapse Map 4 feedback bookmark E print lag off Company Mumber Company Name Address Address2 Addresss City State Postal Code Country Phone Fax Contact Salutation Contact First Name Contact Last Mame Contact umber Corr Title Contact Company Contact Address Contact Address Contact Address3 Contact City Contact state Contact Postal Code Contact Country Contact Email Contact Business Phone Contact Home Phone Contact Fax Contact Cell Contact Pager Add Company Will bring you to the form used to add a Company to your ProSMART database New Prospect Will bring you to the form used to add a Prospect to your ProSMART database Export Contacts Will allow you to export your Contact to a different application Task List Will take you directly to your summary Task List Creating ProStar Import File Will display instructions for creating a Customer Data File from ProStar to import to ProSMART If needed these instructions can be printed for future reference ProSMART will automatically scan the imported information to check for duplicate entries If there are duplicates the system will reject those records and not import them thus preventing you from duplicating your efforts The new information is now a part of your ProSMART database and you are able to add the Contacts to campaigns track communications with them an
78. tion menu 2 Locate the category of Account Management you would like to view 3 Click on that category to make any necessary changes In this section you can control the following Profile Preferences Choosing Profile Preferences from the list of Account Management options will take you to an area where you can control some of the basic settings of ProSMART Depending on your security access you may or may not be able to make changes to every setting H User Settings av Rerninder Offset 3 Follow Up Offset Show Task Complete Days El Form reset Save Setting Changes Edit Password AE Old Password Mew Password Confirm New Password E Form reset Save Password Changes ProSMART 2 20 2002 57 PRO orma User Settings Any user of ProSMART will be able to adjust some of the default settings of ProSMART This section is not limited to Owners but is available to anyone who has access to ProSMART The following default values can be changed Reminder Offset The number of days prior to a deadline or event that a Reminder will be added to your Task List The default number of days is 3 Follow Up Offset The number of days after the deadline or event is complete a Follow Up action that a note will be added to your Task List The default number of days is 3 Show Task Complete Days The tasks for a number of days prior to today that will be listed on your complete Task List The
79. ucts Biodesign International ARAMARK GUND ARENA A LO PRESTI amp SONS Labsystems CARNEGIE CAPITAL ASSET MGMT CO CAHNERS BUSINESS INFORMATION Obrey Insurance Agency BERTHOLD GRIGSBY INC CEO CEO CEO VP Marketing CEO CEO CLEVELAND OH 44115 CLEVELAND OH 44115 CLEVELAND OH 44115 CLEVELAND OH 44115 CLEVELAND OH 44115 CLEVELAND OH 44115 CLEVELAND OH 44115 CLEVELAND OH 44115 Phillipsburg NJ 08865 Bedford NH 03110 Cambridge MA 02138 West Chester PA 19380 Kennebunk ME 04043 CLEVELAND OH 44115 CLEVELAND OH 44101 Franklin MA 02038 CLEVELAND OH 44115 CLEVELAND OH 44115 Derry NH 03038 CLEVELAND OH 44115 User Prostar Import User Prostar Import User Prostar Import User Prostar Import User Prostar Import User Prostar Import User Prostar Import User Prostar Import User Prostar Import User Prostar Import User Prostar Import User Prostar Import User Prostar Import User Prostar Import User Prostar Import User Prostar Import User Prostar Import User Prostar Import User Prostar Import User Prostar Import 35 PRO orma View Search for a Group 1 Click on Group Management from the left navigation menu 2 Click on View Search This will take you to a standard Search screen amp Related Links LA vw Add Group Simple Group Search aly Group Name ie Commercial Printing Product Line Promotional Products Business Documents xl
80. ure and would like to examine the Contact more closely simply click on their name which is highlighted in blue Click on the Add Selected Members button to add these Contacts to the Group The process for adding members to a Group is the same as for updating Group membership When you Click on this link you will see a list of Contacts who are currently not in your Group each with a check mark next to their name To Add Member s to a Group 1 Click on the Add Member s to Group link from the list of Related Links 2 Locate the name s of the Contact you would like to include in the Group 3 Place a check mark in the box to the left of the Contact Name simply click on the box Groups Search Results Group Detail View Members Add Members H Related Links Add Group EG Add Member s to Group view Group Members Contact Name Company Name Title City State Province Lead Source ABOOD MAURICE BACIK DALE BLANC ARTHUR BOLAND JIM BOLTON CHARLES BOYKIN ROBERT CAITO LEO CASTELLUCCIO MARC KEARNEY KEVIN LO PRESTI CARL MATEYO GEORGE MC WILLIAMS DENNY Obrey John PROK TIM SAMRELLIS CODINO Smith Tracy STERLING FRANK E Form E 7 u 2 z E F z ALADDIN S BAKING CO CEO BACIK KARPINSKI ASSOC CEO INC ARMONT INDUSTRIES INC CAVS GUND 4RENA BRITTANY CORP BOYKIN LODGING CO CAITO BROTHERS CO AREA NETWORKS ARAMARK GUND ARENA
81. w frequently this message changes is up to the discretion of the designated personnel at the Cleveland Support Center Dreams amp Goals This section enables the User to track his or her specific Dreams and Goals This section is not directly tied to other aspects of ProOffice but is simply to serve as a reminder of why and what the User is working towards It is designed to be somewhat motivational and inspirational to continue to convert contacts to customers Alerts This section will display the number if any new prospects that were purchased by Proforma are in your ProSMART database as well as a chance to view any active Central Campaigns and a list of task reminders These tasks can be viewed in more detail or dismissed if complete Top 5 Tasks This section lists the top five tasks from the Users master Task List This is to serve as a reminder of what needs attention when Details of any task from this list can be seen as well as the complete task list Each of these sections will be discussed in more detail See the example below for a sample of the ProSMART Home Page ProSMART 2 20 2002 7 PRO orma d e PROoffice 13 show Map x hide Map d expand Map 9 collapse Map 6 my proOffice n bookmark print log off Your Name 2 Owner Management Stan dar d e Dwner Kred Home Page E Hid Proforma ProOffice Order Processing ame navigational A M coh FARSUENSRT EM
82. welcome Tom Hileman Of ProForma Corporate ng determined System Management Welcome To the ProSMART Marketing Database b lo in elements XS ProSMART y 109 Prospect Management Group Management Dreams And Goals afv Task Management Edit Dreams Edit Goals ae S SS See ELLEN Marketing View anno Management Dream SE ear Sales p User View To develop a financial program to put my children 1 31 2002 2002 250000 25000 Response Management through college i 2003 600000 75000 report Management To setup vacation at Disneyworld for my family 6 7 2002 2004 1000000 150000 Training and Support The four main sections of the User Account Management eS System Management PGE ng There re 1 New Prospects here Ar 4 ProSMART View Active Central Campaigns Task Reminders Home Page Execution of Campaign Test User Due 1 24 2002 Dismiss L Send Brochure Due 1 27 2002 Dismiss I Discuss Two Page Brochures Due 1 29 2002 Dismiss a Form reset Dismiss Checked H view Top 5 Tasks ajy Yiew Complete Task List 1 24 2002 Test User peen of Campaign Test overdue Phone Call 1 27 2002 Johnson Christine Send Brochure Overdue Direct Mail 1 29 2002 Johnson Christine Discuss Two Page Brochures Overdue Phone Call The Company Message The Marketing Department and Business Development group will use this message in combination with one another to commun
83. y Bayer Pharma Addressi 123 DRUG DR Address2 City Phillipston State Province NEW JERSEY Postal Code 12322 Main Phone 301 234 4322 Ext Main Email bbrokaw hileman biz Contact ID 204 Contact Advanced Detail av EG Ar Er Contact Type Prospect Product Line Promotional Products Preferred Contact Method Phone Best Time To Contact Nick Name Department Responsibility Office Manager Assistant Spouse Anniversary 2 13 2002 Birthday 2 8 1962 Address1 123 DRUG DR Address2 Address3 Address4 City Phillipston State Province NEW JERSEY Postal Code 12322 WebSite Fax Bad Email Address No EUM Do Not Mail No Bad Postal Address No ag x Prospect Contact Status Do Not Solicit Status Do Not EMail No Bad Phone No Do Not Fax No Bad Fax No Do Not Call No Notes Recent Communication Log Entries There are no tasks for this contact After working with this contact you may find that there is information that needs to be updated or added in order to complete the record Any of the information found on this page can be edited ProSMART 2 20 2002 13 PRO orma To Edit Company or Contact Details 1 Click on the Edit link located below the Basic Detail header New Prospects BERTHOLD GRIGSBY INC Company Edit EG Related Links Company Search view Contacts Add Contact Groups Assigned To Communication Log EG Edit Company Company ID 253
84. y change the corresponding category to reflect that request Click on the Add Company button to save this information The new contact is now added to your ProSMART database and is available for inclusion in marketing activities However the record is not necessarily complete By using the Related Links as seen in the example below you may choose to provide additional information to the record such as Editing the record Adding a Contact Assigning this Company to Groups or adding an entry to the Communication Log Related Links Add Company Q Add Contact Q view Contacts Q Add Contact Q Groups Assigned To Q Communication Log Company Basic Detail alv Edit Delete EEE SE Company Name Bayer Pharma Address1 123 DRUG DR Address2 City Phillipston State Province NEW JERSEY Postal Code 12322 Phone 301 234 4322 Ext Company ID 293 E Company Advanced Detail Prospect SIC Code Health Services 123 DRUG DR Address2 Address4 Phillipston State Province NEW JERSEY 12322 Email Potential Value 1MM 5MM WebSite Revenue 500MM 1B Employees 1 000 4 999 Bad Email Address No s Me Bad Postal Address No S ORE S ompany Contact Status Do Not Solicit Status Do Not EMail Bad Phone No Do Not Fax Bad Fax No Do Not Call 293 Company Number E Recent Communication Log Entries TE Tyee deed Cantact Campaion here are not tasks for this Company ProSMART 2 20 2002 24

ProOMS: The Proforma Owner Management System

Contents

Download Pdf Manuals

Related Search

Related Contents