Monthly Archives: October 2016

Contacts Tell All in Social Media… Are You Listening?

By | Act!, Tips and Tricks, Training | No Comments

How much easier would your job be if you had a way to use social media to:

  • See and interact with your contact’s LinkedIn and Facebook sites directly from within their contact record in your database?
  • Engage with your contacts by reacting to and commenting on their posts, sending messages, and encouraging them to use their social media to keep current with you?
  • Monitor your contacts so your sales and marketing can provide them with the right communication at the right time?
  • Identify prospects linked to your contacts by “friend” and “connection” links, and expand your network by associating with them?
  • Help you fill in the blanks in your contact records?
  • Use what your contact says about themselves and their lives to discover their interests, needs and wants, and to use note-taking and history functionality to personalise your offerings to them?

Did you know Act! already has a quick and simple way to allow you to do this? You don’t have to purchase or program anything. Just access the Social Updates tab from within your contact’s record. The Social Updates tab uses Internet Explorer to give you access to LinkedIn and Facebook.

Here’s how to use it:

  • Login to your Act! database. Navigate to the Detail View of a contact whose LinkedIn or Facebook profile you wish to view.

Navigate to your contact's Detail View

  • Click the Social Updates tab.

Click the Social Updates tab

  • Click either LinkedIn or Facebook, depending on which social media profile you wish to view for the contact. Then click the matching search result shown in the tab to bring up their profile. Note: You may be prompted to log in to your Facebook or LinkedIn account if you do not already have Internet Explorer configured to remember your login. If so, log in before proceeding to the next step.

Choose LinkedIn or Facebook and select the correct record from the search results

  • After verifying that you have accessed the correct profile, click Remember This Page to save the page so that it will automatically open when you return to the contact’s Social Updates tab.

Click Remember This Page to create a link between the contact and the selected social media page

  • If desired, repeat the same process for the other social media site.

Choosing Facebook

Note that in Facebook, if you are already “friends” with the contact, you will be able to see their page and their publicly shared content without any trouble. However, if you are not “friends” with the contact, you should click “Add Friend” in order to also see what they share with people they are connected to.

Important to know:

It is not possible to remove the association so that there is no longer any link. However, if you want to change the link, you can browse to a different page and then click Remember This Page so that you associate the new page with the Act! contact.

What if the Social Updates tab stops showing the right page?

If after some time the correct page is no longer displayed when you click LinkedIn or Facebook, then it is likely that the URL of the correct page has been changed by the social media site. Try to search for the page again in the site using the contact’s name. If you find it, open it and click Remember This Page to associate the new, correct URL to the contact.

What if I want to link to other social media pages besides LinkedIn and Facebook?

It is possible to link to another social media page, such as Twitter or even the contact’s own website, from within the contact record, but you cannot use the Social Updates tab to do so. Instead, you can use the Web Info tab. The Web Info tab allows you to specify a list of pages that you want to associate with the contact, or that you might find useful to have at your fingertips when working with the contact.

Continue to the next post about how to use the Web Info tab to link to other sorts of information about your contact!

Time Management (and Tomatoes)

By | Act!, CRM, Tips and Tricks, Training | One Comment
By Meeta Gargav

It’s October, which means it’s supposedly a time of mists and mellow fruitfulness. I’m not sure about the mists, and as for the mellow fruitfulness, all I can say is that my greenhouse tomatoes are still looking decidedly green and unappetising. I had such hope for them when I sowed the seeds back in March. Ah well, there’s always chutney as a standby – again.

So, what else does October have in store? Of course, Bake Off is already back on TV (sadly without any recipes for what to do with a ton of green tomatoes!). In terms of events to plan for, we’ve got Diwali just a few weeks away, followed by half-term at the end of the month, then Halloween and then Bonfire Night.

After that little lot all attention switches to the big event that happens every year in December. Don’t worry, I’m not going to name it, but it’s a shocking revelation to realise that there’s just a little over 10 weeks until the big day. Seems like an age but you know it’s going to be on top of us before we know it. One lesson I’ve learned from previous years is to start planning as soon as possible to give yourself as big a head-start as you can, and that, with everything else going on, requires some pretty good time management.

My planning arrangements for Christmas (there, I’ve said it) can just as equally be applied to the office environment, where time management is even more critical to meeting deadlines. Any tools that can assist in achieving targets have to be regarded as a good thing. This reminded me of some recent findings I saw published by Forrester Research. They showed that:

24% of respondents are NOT using any CRM system … and of those that do use CRM, up to 60% fail to meet expectations.

So, to summarise, one in four people aren’t using a CRM system. If we save 15 minutes a day, we are saving a full day every month. Think about the time we spend looking for emails or setting up activities:

The minutes add up faster than you think!

Some of the benefits to be gained from using a CRM system include the following key point: Act! is fully integrated with Microsoft Outlook, which means we can send emails straight from Act! Think of how much time that could save.

In order to do this, you’ll need to set it up as follows.

  • From the Contact List View, highlight the contact name that you want to email. Right click on that name.

Highlight the contact name that you want to email. Right click on that name.

  • This will bring up the shortcut menu where you need to select Write -> Email. This will then open up a ready addressed email for you to write.

This will then open up a ready addressed email for you to write.

  • Once you have finished writing the email, click Send and, hey presto, you will automatically be returned to your Act! database.

E-mail shown in Contact History

What’s more, the email you have just written and sent will be attached to the contact card within the Act! database. Nothing could be simpler.

There are a few other ways to access email from Act!.

  • From the Contact Detail View, click on the email address within the E-mail field:

 From the Contact Detail View click on the email address within the “E-mail” field:

  • From the Contact Detail View, right click your mouse on a blank area. This will bring up the shortcut menu where you can then select Write -> E-mail:

 From the Contact Detail View right click your mouse on a blank area. This will bring up the shortcut menu where you can then select Write -> E-mail:

  • Within the Contact Detail View, go to the top menu bar and select Write ->Email Message:

 Within the Contact Detail View go to the top menu bar and select Write ->Email Message:

Try each of them and see which one you prefer. Hope it helps you save a little time.

Meanwhile, I need to start preparing myself for Diwali. Oh, and maybe I should think about planting my tomatoes a little earlier next year.

Now then where did I put my recipe for green tomato chutney?

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