Editing a contact attribute is a permission based feature. If you do not have access to the Setup feature in BrightBase, contact your local BrightBase Admin or your BrightDoor Account Manager.

To get started lick on Setup in the upper right corner of BrightBase. In the Contact box, click on Contact Attributes.

You can either edit an existing Contact Attribute or you can create a new one. Click here for information on creating a new Contact Attribute. For this example, we will edit an existing attribute. Click edit next to the desired attribute. Under the Layout heading, click the check box for "Include as Importer Index". Click Save at the bottom of the page.

For more information on the Import tool in BrightBase, click here.

To get started, go to “Set Up” in the upper right corner of BrightBase.  Then under the System grouping, select Action Plans.

Add Action Plan link

Using the screenshot below for reference, follow the instructions to create your Action Plan.

1. Plan Name – Give your Action Plan a name. For example, if you are creating an Action Plan for prospects that are graded to an A Prospect, you might name it, “A Prospect Action Plan”.
2. Entry Condition – What will trigger this plan to start? In our example, it would be Prospect Graded. See FAQ below for more information about Entry Conditions.
3. Entry Type – Select the Contact Type and Status that you wish to associate to this Action Plan. Any contact that is graded to this Type/Status will be put on this Action Plan going forward.
4. Exit Condition – What will trigger this Action Plan to stop? In our example, it would be “Prospect Graded”. This means that if they are moved to another Type/Status, they will no longer be on this Action Plan.
5. Active – Leave this checked to make the plan active.
6. Select Save.

Once the initial fields are selected and saved, you can add the activities that should occur. Click “Add Activity”.

In the next screen, create the activity by following these steps:

1. Name -  Give the activity a name. Our example is “Follow Up”.
2. Activity Type – Select the Activity Type. Our example is “To-Do”. Activity types will vary based on your company’s BrightBase customization. Other examples could include: Phone Call, E-mail, Mail Out, etc.
3. Is Start Up – Should this activity be the first activity in the action plan? If yes, select this flag (this is common to select).
4. Schedule – Choose if this activity should be scheduled for now, or for a time in the future. Our example is opting to schedule the activity now. This means, that when a contact is graded an A Propsect, the activity “Follow Up” will be scheduled immediately.Repeat – Decide if the activity should repeat once it is completed. This means that when the first “Follow Up” is marked completed, another activity will be scheduled. Our example selects repetition every 15 days.
5. Active – Leave this checked to make the activity active.
6. When Action Plan Cancelled – Decide what should happen if the contact is no longer part of this action plan, meaning they were graded to another Status/Grade.  Our example selects, AutoComplete, which will complete the activity. Other options are: Auto Cancel (cancels the activity) or Do Nothing (leaves the activity open). Click Save to save your work and continue.

   

You will be taken back to the Action Plan detail screen, where you can choose to add another Activity or just save your work by clicking save.  BrightDoor recommends using one repeating activity in an action plan.  For more complex action plans, contact your Account Manager.

Items to note:

• When creating Action Plans based on Contact Status, you will need to create two for each Contact Status. You will want one for if they are originally created with that Status and one for if they are regraded to that status. Regraded to a status means that they were previously another type or status within BrightBase.
• You can create as many activities as you would like per Action Plan, but keep in mind that they are auto-generated and may be overwhelming for your sales team.  Sometimes, less is more!
• Entry conditions most commonly used are Prospect Graded (this is the first status/grade associated with a contact) and Prospect Previously Graded (when a contact goes from one status/grade to another).
• Using Initial Contact type as an action plan trigger, requires the contact to have a status of UG Prospect.  These action plans are ideal for working with contacts before their buying potential is understood.
• Currently Product Status an Appointment Scheduled are reserved for future use.

Import Contacts

Import Step 1 of 2

The next screen is the first step to Import Contacts.  The following instructions correspond with their respective numbers in the diagrams below.

1. Click browse to select your csv or Excel file.
2. You must add the sheet name of the worksheet in your file that you wish to import. This field is case sensitive and must be an exact match.
3. If you wish to Ignore Rows with no first name or last name, check this box. These are required fields and rows without this data will not be added.  This only applies if you are importing a file that has columns for first name and last name.
4. Lookup Property – This feature allows you to update existing contact records by matching them up with an attribute in your spreadsheet to one in the database. Look up property options are ID, Personal Email Address, Work Email Address or First Name + Last Name.  You can also use a custom attribute as a Lookup property. Click here for more information.  If these contacts are new, skip this field.
   

Step 1 Import

5.   After a successful import, by default you will be taken back to the contact records page.  You can also create a new activity for all of the contacts in your import by selecting that option in the drop down menu. The final option is to add the contacts in your import to a specific list.

6.    Under the Defaults header you can apply the same Status, Lead Source, Lead Source Date and initial contact type to all the Imported Contacts. If you have these columns in your file, it will only add the defaults to those rows with no data in those particular columns.It is important to note, if your BrightBase instance requires certain fields such as Primary Lead Source, you will have to either have that data in your file, or select it here. The importer will not allow you to import contacts that do not have ALL specific BrightBase Instance required fields.

7.  In the Duplicate checking area, you may choose to exclude potential duplicate records.  BrightBase offers 3 different identification methods to spot duplicates: First name + Last name + Zip code; Email address + zip code; Email address only.  Note, these must be identical matches.   A common mishap is if your spreadsheet contains zip+four and most of your contact records in BrightBase only contain a five digit zip code.  If the importer finds potential duplicates, they will be emailed to you in a spreadsheet.

Once you have completed steps 1 – 7, you will click upload at the bottom of the page.

Import Step 1: Settings

You should get a screen like below. If you click back or refresh while this screen is displayed, it will stop your import. Also, if you are hung on this screen for longer than 30 seconds, there may be errors in your file that need to be corrected (see Troubleshooting and Tips).

Import Step 2 of 2

The Importer Tool will try to match your column headers to BrightBase field names.  Please refer to the import template (link on the first page of the import) for appropriate header format. At this screen, double check to make sure the matches are correct, or if no match was found, you can select the appropriate one from the dropdown.

If you need to add a new custom attribute, you may do so in this area.  Select Create Custom Attribute at the bottom of the list.  A new pop up window  will open, for more information on custom attribute settings, click here.

To start the import, click Validate & Save at the bottom of the page.

If your file contains more than 50 records, you will see a message that your job has been sent to a server. The import will continue to work and you are free to work in BrightBase in the meantime.You will receive an email stating whether the import has been successful or if it has failed shortly. The amount of time depends upon the size of the file.  Please note the importer will handle up to 8000 records at a time.  If your file contains more than 8000, please divide your file.

Troubleshooting and Tips:

• To add an agent assignment, add the username as identification (ex. agent@companyname.com)
• Use the importer to add/change information for groups of people.  Use the Lookup Property to define which contacts should be updated.  For example, use this to reassign contacts to different agents.  Or use the importer to add a new custom attribute to a group of people.  The easiest lookup value is the BrightBase ID; which is included in every export.
• Do not forget required fields.  This includes default required fields, but also Custom Attributes.  Keep in mind if a required field has been added or changed since the last import.  If you are using the importer to update records, those records that do not contain the required field will be skipped.
• If importing custom attributes with selection options, values in the spreadsheet must match the attribute definition values exactly.
• The duplicate checker is looking for exact matches.  If either an existing record or new record is missing information, the potential duplicate will not get flagged; e.g email address.
• Large imports may take several hours to complete.  To verify contacts are importing, search for them in the interface.
• To add values for a multi-select field, keep them in the same cell and separate by a semi-colon.  (for example: Swimming;Golf;Tennis)
• You receive an error regarding the sheet name.  Remember, you must fill in the sheet name to match the sheet name in your file exactly.  By default, most are Sheet1, however, it could be different especially in a purchased list.

When viewing a contact record, click on either Print Contact Full or Print Contact Summary on right side of the screen under Contact Actions.

You will then download a PDF file of the contact information. The summary is a one page document with the customer’s basic information, such as name, address and status. Print Contact Full includes detailed information such as status history, agent history and notes.  It will likely be multiple pages.

For more information on working with Contacts within BrightBase, please click here!

In case you missed our previous Did You Know? on uploading photos to a contact’s record, please click here.

While viewing the contact’s record, 1. click on the Documents tab under Customer Interactions, and then 2. click Edit next to the picture you would like to use as the contact’s icon.

Then select the check box next to contact default image and then click Save.

Now, when you view that contact, their picture will take the place of the red and gray standard contact icon.

 Note that it may be necessary to refresh the page after initially assigning the picture as the default image.

For more information on working with contacts within BrightBase, click here.