Using Focus3

Contacts

Overview

• Contacts are individuals who have established a relationship with the Property.

Searching for Contacts

• The Contact Search page allows Users to submit specific search filters and returns a list of any matching Contact(s).
• There are two variations of the Contact Search page, the Basic Search and the Advanced Search. The only difference between the Basic Search and Advanced Search is that the Advanced Search includes additional search filters.

Related Tasks

• To search for a specific Contact: (All Users)
  1. Access the Contact Search page. Either:
     1. Click on the Contacts tab in the universal navigation bar to display the Basic Contact Search page. The Basic Search allows you to filter Contacts by the following fields:
        • First Name
        • Last Name
        • City
        • State
        • Postal Code
        • Sales Exec
        • Offsite Search
          • Note: The Offsite Search option is only available for Companies with multiple Properties and for Users with the "Offsite Search" Permission.

     OR

     2. Click on the Contacts tab in the universal navigation bar to display the Basic Contact Search page. Then click on the Advanced Search link to display the following additional search filter fields:
        • Company
        • Title
        • Honorific
        • Salutation
        • Address
        • Address 2
        • Spouse
        • Email
        • Date Entered (Start)
        • Date Entered (End)
        • Home Phone
        • Work Phone
        • Mobile Phone
        • Fax
        • Inquiry Type
        • Lead Status
        • Relationship
        • Referred By
        • Broker
        • Campaign
        • Action Cycle
        • Second Sales Exec
        • Flagged
        • Notes
  2. Enter any desired combination of search criteria into the optional search form fields.
     • Note: Clicking the "Clear" button will reset all search fields and remove all filters.
  3. Click the "Search" button to display the Search Results, a list of any Contacts that match your search criteria.
     • Search Tips:
       • You may enter a partial search strings in any text input areas as desired (ex. Entering "smi" in the Last Name field will return "Smith" as a result.)
       • Leave all fields blank to return all Contacts as Search Results.
       • Focus3 will only display up to 1000 matching Contact records for security and performance reasons.
       • If too many Contacts are returned, add additional search criteria to decrease the number of matches.
       • If too few Contacts are returned, remove search criteria to increase the number of matches.
       • The Contact Search Results may be sorted by a primary field by clicking on the desired column heading.
       • Fifty (50) Contact Results are listed per page view. If more than fifty results are returned, you may page through the Search Results by clicking on the desired page number link in the upper-right or lower-right of the Results Listing.
     • Following are the fields that are displayed for each Contact:
       • First Name
         • Contact's first name. (ex. John)
         • Links to Contact Summary page.
       • Last Name
         • Contact's last name. (ex. Smith)
         • Links to Contact Summary page.
       • State
       • Sales Exec
         • State abbreviation. (ex. TX)
       • Lead Status
         • Contact's designated ranking. (ex. A or Dead)
  4. Locate the desired Contact and click on their First Name or Last Name to display the Contact Summary page.
     • The Contact Summary page is only displayed for Users who are the assigned Sales Exec, a Sales Assistant for the assigned Sales Exec, or with the "View All Contacts" Permission.
     • The Contact Summary page summarizes all relevant information for a Contact and is divided into two main sections:
       • The top section displays contact and status information. This section is included on any page related to a specific Contact.
         • See Editing Contacts
     • The bottom section displays the Action Summary, Qualifiers, and Contact Groups for a selected Contact.
       • The Sales Path is displayed by default.
         • See Actions
       • The Qualifiers page may be displayed by clicking on the Qualifiers tab.
         • See Qualifiers
       • The Contact Groups page may be displayed by clicking on the Contact Groups tab.
         • See Contact Groups

Adding Contacts

• To ensure your database contains relevant Contacts, Focus3 recommends that Properties only add Contacts after the Contact has made an Inquiry.
• To ensure proper and accurate distribution of Contacts, Focus3 recommends that an Administrator or a User who is not an assigned Sales Exec, be responsible for adding new Contacts.
• The Add Contact page contains a form that allows Users with the "Add Contacts" Permission to add all of the detailed contact and status information for a Contact.
• Contacts may be imported in a batch using the Contact Import function.
• Contacts may be inserted from an external web application, such as a public web site, using a Web Service.
• Only Users with the "Add Contacts" Permission have the ability to Add Contacts.

Related Tasks

• To Add a Single Contact
  • Click on the "Add Contact" sub-link located under the "Contacts" tab, or click on the "Add Contact" link located on the Contact Search page to display the Add Contact page.
  • Complete fields as desired. See the Contact Field Descriptions for detailed field descriptions.
  • Click the "Save" button.

Editing Contacts

• Only Users who are the assigned Sales Exec, a Sales Assistant for the assigned Sales Exec, or with the "Manage All Contacts" Permission have the ability to Edit Contacts.
• The Contact Details page contains a form that allows Users to view or edit all of the detailed contact and status information for a Contact.
• Users may click the "Printable View" link on the Contact Details page to open a new window and display the data for the selected Contact in a printer-friendly format.

Related Tasks

• To Edit a Contact
  • On any page related to the desired Contact, click the "View/Edit Details" link on the upper-right of the Contact Summary section to display the Contact Details page.
  • Complete fields as desired. See the Contact Field Descriptions for detailed field descriptions.
  • Click the "Save" button.

Field Descriptions

• Contact ID
  • System-generated value.
  • Unique Contact identifier. (ex. 1234567890)
• Date Entered
  • System-generated value.
  • Date Contact was added to Focus3. (ex. 1/23/2006)
• Added By
  • System-generated value.
  • Name of User who added Contact. (ex. Joe Smith)
• Last Updated By
  • System-generated value.
  • Name of User who last modified Contact. (ex. Mary Jones)
• Company
  • Optional text input.
  • Name of Contact's employer. (ex. ABC Company)
• Title
  • Optional text input.
  • Contact's job title. (ex. Regional Sales Manager)
• Honorific
  • Required text input.
  • Abbreviated honorific. (ex. Mr.)
• Salutation
  • Required text input.
  • Alternate Contact name field. Usually merged in Correspondence and Email templates. (ex. Mr. Smith or Mr. or Mrs. Smith or John)
• First Name
  • Required text input.
  • Contact's first name. (ex. John)
• Last Name
  • Required text input.
  • Contact's last name. (ex. Smith)
• Address 1
  • Required text input.
  • Primary street address. (ex. 123 Park Avenue)
• Address 2
  • Optional text input.
  • Secondary address information. (ex. Apt. 456)
• City
  • Required text input.
  • City name. (ex. Dallas)
• State
  • Required text input.
  • State abbreviation. (ex. TX)
• Postal Code
  • Required text input.
  • Zip/postal code. (ex. 12345)
• Country
  • Optional text input.
  • Country. (ex. Ireland)
• Spouse
  • Optional text input.
  • Contact's partner's first and last name. (ex. Jane Smith)
• Spouse Birthday
  • Optional date input.
  • Contact's partner's date of birth. (ex. 1/23/2006)
• Anniversary
  • Optional date input.
  • Contact's wedding anniversary date. (ex. 1/23/2006)
• DNC Exemption
  • Optional text input.
  • Do Not Call exemption code. Value is whatever Company indicates is proof of permission to call Contact. (ex. Signed BRC - 1/23/2006)
  • DNC checkbox will be checked and locked if the Contact is on the Do Not Call List.
• Email
  • Optional text input.
  • Contact's email address. (ex. jsmith@abccompany.com)
• Email Unsubscribe
  • Optional checkbox input.
  • Indicates if the Contact desires to opt-out of receiving any emails sent by the Property. Check this value to unsubscribe the Contact. (ex. checked or unchecked)
• Birthday
  • Optional text input.
  • Contact's date of birth. (ex. 1/23/1950)
• Duplicate
  • Required radio button.
  • Indicates if selected Contact record is a duplicate. (ex. Yes or No)
• Flagged Contact
  • Required radio button.
  • Indicates Contact is a priority. May be used for whatever purpose is determined by the organization. Typically, used as a communication tool between the assigned Sales Exec and the Sales Exec's assigned Sales Assistant(s) (ex. Yes or No)
• Notes
  • Optional text input.
  • Miscellaneous comments and information about the Contact. (ex. Enjoys golf and sailing.)
• Home Phone
  • Optional text input.
  • Contact's home telephone number. (ex. (555) 555-5555)
• Work Phone
  • Optional text input.
  • Contact's work telephone number. (ex. (555) 555-5555)
• Work Extension
  • Optional text input.
  • Contact's work telephone number extension. (ex. 1234)
• Mobile Phone
  • Optional text input.
  • Contact's mobile telephone number. (ex. (555) 555-5555)
• Fax
  • Optional text input.
  • Contact's fax number. (ex. (555) 555-5555)
• Preferred Phone
  • Optional radio button input.
  • Indicates the preferred phone number for the Contact. Selected value is highlighted on the Contact Summary page. (ex. Mobile)
• Best Time to Call
  • Optional radio button input.
  • Indicates the preferred time of day to call the Contact. (ex. Afternoon)
• Inquiry Type
  • Required drop-down value.
  • Method the Contact used to inquire. (ex. Phone or Walk-In)
• Lead Status
  • Required drop-down value.
  • Contact's ranking as defined by your Company. (ex. A or Dead)
• Relationship
  • Required drop-down value.
  • Contact's relationship to the Property. (ex. Prospect or Owner)
• Referred By
  • Required text input when referral Campaign is selected.
  • Name of the person or party responsible for referring the Contact. This name may be displayed on the initial Correspondence sent to Contact. (ex. Bill Jones or ABC Realty Group)
• Broker
  • Optional drop-down value.
  • Name of Broker assigned to the Contact. (ex. ABC Realty - Mary Jones)
• Sales Exec
  • Required drop-down value.
  • Name of Sales Exec assigned to the Contact. (ex. Mary Jones)
  • When a Contact is re-assigned to a new Sales Exec, Focus3 stores the Date Reassigned and the Employee who re-assigned the Contact.
• Private Portal
  • Optional checkbox value.
  • Indicates if the Contact is authorized to access a BrightDoor Private Portal site. (ex. Mary Jones)
• Campaign
  • Required drop-down value.
  • Marketing Campaign responsible for referring the Contact. (ex. Billboards)
• Action Cycle
  • Required drop-down value.
• Second Sales Exec
  • Optional drop-down value.
  • Name of additional Sales Exec assigned to Contact. (ex. Mary Jones)
• Transfer Sales Exec
  • System-generated value.
  • If the Contact was transferred from another Property within the Company, displays the name of the assigned Sales Exec at the previous Property. (ex. Mary Jones)

Related Items

• Qualifiers
• Actions
• Contact Groups
• Permissions
• Contact Import
• Inquiry Types
• Lead Status
• Relationships
• Brokers
• Employees
• Campaigns
• Action Cycles
• Detect Duplicates
• Sales Exec Archive
• National Do Not Call List
• Web Services