iTrak V5 User Guide Revision 1

iTrak V5 User Guide Revision 1
IXACT Contact® User Guide
Table Of Contents
Welcome to IXACT Contact ........................................................................... 1
Introduction ............................................................................................... 1
Why you’ll love IXACT Contact: ................................................................ 1
Getting started is easy! ........................................................................... 1
Minimum System Requirements .................................................................... 2
Internet browser: ................................................................................... 2
Display settings: .................................................................................... 2
Internet connection: ............................................................................... 3
Browser settings: ................................................................................... 3
Additional software: ............................................................................... 4
How the Screen is Arranged ......................................................................... 4
Why is some text underlined? .................................................................. 5
What's on the Home Page? ........................................................................... 6
What Do I Do First? ..................................................................................... 7
Common Functions ....................................................................................... 8
Entering Data ............................................................................................. 8
Adding vs. editing vs. deleting information ................................................ 8
Modifying Lists ............................................................................................ 9
What if a list item I delete is still assigned to records? ................................ 9
Selecting Contacts ....................................................................................... 9
Selecting contacts using the simple search .............................................. 10
Selecting contacts using the advanced search .......................................... 11
Using the Content Editor ............................................................................ 11
Image Manager .................................................................................... 12
Using the Recycle Bin ................................................................................ 12
Viewing items in the recycle bin ............................................................. 12
Restoring a deleted item ....................................................................... 12
Mass restoring contacts......................................................................... 13
Permanently deleting an item ................................................................ 13
Contacts ..................................................................................................... 14
About Contacts ......................................................................................... 14
Using the Contacts List .............................................................................. 15
Finding a contact .................................................................................. 15
Viewing a summary of a contact's information ......................................... 16
Entering a note .................................................................................... 16
Entering a Task .................................................................................... 16
Opening a contact record ...................................................................... 16
Adding a Contact ....................................................................................... 17
What do I need to know about the other sections of the Contact Profile? ..... 17
What next? .......................................................................................... 20
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Importing Contacts .................................................................................... 20
Capturing Leads ........................................................................................ 21
About Lead Capture .............................................................................. 21
Setting Defaults for New Leads .............................................................. 21
Capturing Leads from Emails ................................................................. 21
Building Your Own Form ........................................................................ 22
Zillow Tech Connect.............................................................................. 22
Form Post & Web Service ...................................................................... 23
Exporting Contacts for Import into IXACT Contact ......................................... 23
Exporting Contacts from Microsoft Outlook and Outlook Express ................ 23
Exporting Contacts from Top Producer .................................................... 24
Exporting Contacts from Realty Juggler ................................................... 26
Exporting Contacts from Wise Agent ....................................................... 26
Exporting Contacts from Gmail .............................................................. 26
Exporting Contacts from Yahoo! Address Book ......................................... 26
Exporting Contacts from ACT! ................................................................ 27
Exporting Contacts from IXACT Contact ....................................................... 27
Using List View ......................................................................................... 28
Deleting Contacts ...................................................................................... 30
Keeping Track of a Contact's Properties ....................................................... 31
Viewing a contact's properties ................................................................ 31
Adding a property for a contact .............................................................. 31
Entering a contact’s Buying Preferences .................................................. 31
Viewing the contact's Active Business history ........................................... 32
Viewing a Contact's Keep In Touch Events & Activity Plans ............................. 32
Creating a Contact-Specific Keep In Touch Event .......................................... 33
Assigning an Activity Plan to a Contact ......................................................... 34
Adding a Contact to the Business Directory .................................................. 34
Entering Notes for a Contact ....................................................................... 35
Viewing a Contact's Activities & History ........................................................ 36
Capturing Email Correspondence ................................................................. 36
Emails Sent ......................................................................................... 36
Emails Received ................................................................................... 37
Unassigned Emails ............................................................................... 37
Uploading Documents Related to a Contact .................................................. 37
Calendar ..................................................................................................... 39
Using the Calendar .................................................................................... 39
Adding an Appointment .............................................................................. 39
Task List ..................................................................................................... 41
Using the Task List .................................................................................... 41
Adding a Task ........................................................................................... 43
Activity Plans ............................................................................................. 44
About Activity Plans ................................................................................... 44
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Creating a Marketing Activity Plan ............................................................... 44
Assigning an Activity Plan to a Contact ......................................................... 45
Creating a Listing Activity Plan .................................................................... 46
Creating a Closing Activity Plan ................................................................... 47
Assigning an Activity Plan to a Listing .......................................................... 48
Unassigning an Activity Plan ....................................................................... 49
Keep In Touch ............................................................................................ 50
About Keep In Touch Events ....................................................................... 50
Defining the Birthday Event ........................................................................ 50
Defining the Move-In Anniversary Event....................................................... 51
Defining Keep in Touch Call Events .............................................................. 52
Setting Up the Monthly e-Newsletter Event ................................................... 53
Creating a Global Keep In Touch Event ........................................................ 55
Viewing a Contact's Keep In Touch Events & Activity Plans ............................. 56
Creating a Contact-Specific Keep In Touch Event .......................................... 57
Managing Your Global Events ...................................................................... 57
Changing the birthday event .................................................................. 58
Changing the move-in anniversary event ................................................ 58
Changing a Keep In Touch Call event ...................................................... 58
Editing an event ................................................................................... 58
Sending a letter or email message about the event to the selected contacts 58
If you no longer need an event .............................................................. 58
Business Directory ..................................................................................... 59
Using the Business Directory ...................................................................... 59
Searching the Business Directory ........................................................... 59
Adding a Contact to the Business Directory .................................................. 59
Reports ...................................................................................................... 61
About Reports ........................................................................................... 61
Generating a report .............................................................................. 61
Printing or exporting a report ................................................................. 62
Letters and Labels ...................................................................................... 64
About Letters and Labels ............................................................................ 64
Best Practices for Communicating with Contacts............................................ 64
For letters ........................................................................................... 64
For emails ........................................................................................... 64
Creating a Letter ....................................................................................... 65
Creating Labels or Envelopes ...................................................................... 66
Using Letter Templates .............................................................................. 67
Creating a letter template ..................................................................... 67
Updating or copying a template ............................................................. 68
Creating a letter based on a template ..................................................... 68
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Active Business .......................................................................................... 69
About Active Business ................................................................................ 69
Viewing All Active Business Listings and Active Buyers ................................... 69
Identifying a Contact as an Active Buyer ...................................................... 70
Creating a Listing ...................................................................................... 70
Recording and Reporting Your Work ............................................................ 71
Recording a Property Sale .......................................................................... 72
If you are representing the buyer ........................................................... 72
If you are representing the seller ........................................................... 73
If you are representing both .................................................................. 74
Identifying Related Parties .......................................................................... 75
Recording Showings .................................................................................. 75
Uploading Documents Related to a Listing .................................................... 76
Updating a Listing's Status after a Sale ........................................................ 77
If you are representing the buyer ........................................................... 77
If you are representing the seller ........................................................... 77
If you are representing both .................................................................. 77
If a sale falls through ............................................................................ 78
Assigning an Activity Plan to a Listing .......................................................... 78
Viewing the Activities for a Listing ............................................................... 79
Mass Email ................................................................................................. 80
About Mass Email ...................................................................................... 80
Best Practices for Communicating with Contacts............................................ 80
For letters ........................................................................................... 80
For emails ........................................................................................... 80
Creating a Mass Email Message ................................................................... 81
Using Email Templates ............................................................................... 83
Creating an email template ................................................................... 83
Updating or copying a template ............................................................. 84
Creating a message based on a template ................................................ 84
Customizing the Current Monthly e-Newsletter Issue ..................................... 84
Purchasing More Emails ............................................................................. 86
Email Campaign Reporting ......................................................................... 87
Canada's Anti-Spam Legislation (CASL) ....................................................... 88
Utilities ...................................................................................................... 89
Processing Imported or Synchronized Contacts ............................................. 89
Processing duplicates ............................................................................ 89
Exporting Contacts from IXACT Contact ....................................................... 90
Recycle Bin ................................................................................................. 91
Using the Recycle Bin ................................................................................ 91
Viewing items in the recycle bin ............................................................. 91
Restoring a deleted item ....................................................................... 91
Mass restoring contacts......................................................................... 91
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Permanently deleting an item ................................................................ 91
User Profile ................................................................................................ 92
Changing Your User Profile Settings ............................................................. 92
Changing Your Account Information ............................................................. 93
Setting Up Your Email Header ..................................................................... 93
Creating a Signature for Your Emails and Letters ........................................... 94
Capturing Leads ........................................................................................ 95
About Lead Capture .............................................................................. 95
Setting Defaults for New Leads .............................................................. 95
Capturing Leads from Emails ................................................................. 95
Building Your Own Form ........................................................................ 96
Zillow Tech Connect.............................................................................. 97
Form Post & Web Service ...................................................................... 97
Capturing Email Correspondence ................................................................. 98
Emails Sent ......................................................................................... 98
Emails Received ................................................................................... 98
Unassigned Emails ............................................................................... 99
Synchronization Services............................................................................ 99
Wireless Synchronization....................................................................... 99
Google Sync ...................................................................................... 105
Working in Teams .................................................................................... 108
About Teams .......................................................................................... 108
Creating a Team ..................................................................................... 108
Joining a Team ....................................................................................... 109
Joining a team ................................................................................... 109
Authorizing a new team member .......................................................... 110
Sharing a Calendar or Task List ................................................................. 110
Index ....................................................................................................... 111
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Welcome to IXACT Contact
Welcome to IXACT Contact
Introduction
Thanks for choosing IXACT Contact and congratulations on your decision to get
started with our system!
IXACT Contact is an amazingly easy to learn and use web-based real estate contact
management and marketing system. It’s designed to help you stay organized and
build lasting relationships with past clients, hot prospects, and important referral
sources. With IXACT Contact, keeping in touch and staying organized is a breeze!
IXACT Contact’s CRM is endorsed by leading real estate sales trainers and used by
thousands of satisfied REALTORS® across North America.
The IXACT Contact Teams version is capable of supporting the needs of real estate
teams of all sizes and types. For more information, see About Teams.
Throughout this help guide, information specific to teams is shown in
this format with this icon next to it.
Why you’ll love IXACT Contact:
It’s very easy to learn and use. Being computer or tech savvy isn’t a
requirement!
It’s a real estate CRM software, email marketing system, and e-Newsletter
service all in one! No need to pay for three separate solutions.
It has Email Campaign Reporting, a feature that lets you see key statistics on
the success of your email marketing and helps you identify hot leads. No
other real estate CRM on the market has this capability.
Customer Support is free and unlimited. You can call or email our friendly
Customer Support Team anytime you need help. IXACT Contact is known for
our world-class support.
It’s 100% Mac and Safari compatible and works perfectly on the iPad and
other tablets.
It syncs wirelessly with your smartphone (iPhone, Android, BlackBerry 10,
etc.) and also with Microsoft Outlook and Mac Address Book.
Getting started is easy!
1. Simply email your .XLS or .CSV contact list to support@ixactcontact.com, and
we will upload them into your account. If you would like to upload your
contacts but don’t have an .XLS or .CSV file, call our Customer Support Team
at 1-866-265-6990.
2. Check out our tutorial and “Quick Tip” videos at
www.ixactcontact.com/resources or read through this help guide.
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1
Welcome to IXACT Contact
Like us on Facebook and follow us on Twitter! We run exciting social media
promos and you don’t want to miss out!
Minimum System Requirements
The following are the minimum computer requirements to use IXACT Contact.
Internet browser:
Microsoft Internet Explorer 9 or later
To check your version of Internet Explorer:
1. Open the browser
2. Click the Help menu
3. Select About Internet Explorer.
If your version is older than 9, visit www.microsoft.com/ie to update to the latest
version.
Mozilla Firefox 3.0 or later
To check your version of Mozilla Firefox:
1. Open the browser
2. Click the Help menu
3. Select About Mozilla Firefox.
If you have an old version of Firefox, you should automatically be prompted to
update upon opening the browser.
Safari 3.0 or later
To check your version of Safari:
1. Open the browser
2. Click the Help menu
3. Select About Safari.
If you have an old version of Safari, you should automatically be prompted to update
upon opening the browser.
Display settings:
1024 x 768 or higher screen resolution
If you use a Microsoft Windows computer, follow these steps to verify and change
your display screen resolution:
1. Right mouse click your desktop and select Properties.
2. In the Display Properties screen, select the Settings tab.
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Welcome to IXACT Contact
3. Under Screen Resolution you will see your current resolution setting. If
necessary, move the Less/More arrow to adjust your resolution.
4. Click OK.
If you use an Apple computer, follow these steps to verify and change your display
screen resolution:
1. Open the System Preferences (either from the Dock or from the Apple menu).
2. Open the Displays Panel and choose the Display tab.
3. On the left of the Displays tab, select the resolution from the Resolutions list.
4. Quit or close the System Preferences when done.
Internet connection:
Broadband (i.e. cable or DSL)
Browser settings:
Javascript enabled
Cookies enabled
To enable Javascript in Internet Explorer:
1. Click the Tools menu and select Internet Options.
2. Click the Security tab.
3. Click Custom Level...
4. Scroll to the Scripting section of the list and under Active Scripting click Enable.
5. Click OK.
6. Click OK.
To enable Cookies in Internet Explorer:
1. Click the Tools menu and select Internet Options.
2. Click the Privacy tab.
3. Under Settings, make sure the setting is Medium or lower.
4. Click OK.
To enable Javascript in Mozilla Firefox:
1. Click the Tools menu and select Options.
2. Click the Content tab.
3. Check Enable Javascript.
4. Click OK.
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Welcome to IXACT Contact
To enable Cookies in Mozilla Firefox:
1. Click the Tools menu and select Options.
2. Click the Privacy tab.
3. Check Accept cookies from sites.
4. Click OK.
To enable Javascript in Safari:
1. Click the settings menu (the cog icon in the top-right corner) and select
Preferences....
2. Click the Security tab.
3. Check Enable Javascript.
4. Click the X in the top-right corner to close.
To enable Cookies in Safari:
1. Click the settings menu (the cog icon in the top-right corner) and select
Preferences....
2. Click the Security tab.
3. Under Accept cookies, check Only from sites I visit.
4. Click the X in the top-right corner to close.
Additional software:
Adobe Reader
To install the latest version of Adobe Reader:
1. Visit www.adobe.com.
2. From the Download menu select Adobe Reader.
3. Follow the on-screen instructions.
How the Screen is Arranged
The IXACT Contact screen is presented in three distinct parts:
Across the top is the top navigation bar, which allows you to open the
various functions into the work area.
On the left is Contact List, which is available at all times. Click on a contact
to view the details in the work area. For more information, see Using the
Contacts List.
The rest of the screen is the work area. This shows your data, and changes
according to the function you have chosen from the top navigation bar or left
column.
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Welcome to IXACT Contact
Note: Whatever function you click will change what is shown in the work
area; be sure to save your work before changing to another
function. If you have unsaved changes, you will be prompted to
confirm if you want to Continue to the other function anyway, or
Cancel so you have a chance to save your changes first.
Tip: Press the F11 key at any time to change your Internet browser to full-screen
mode. This will hide your browser menus and toolbars and allow you to take
advantage of more screen space. Press the F11 key again when you need to
bring back your menus and toolbars.
Why is some text underlined?
Information that is underlined is a link to open further information or access another
function. For example, if you click a contact name link in the Contacts List (in the left
column), the contact's record opens in the work area. If you click Modify List beside
a field, another screen opens where you can change the selections available for that
field.
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Welcome to IXACT Contact
What's on the Home Page?
The Home Page is your "at-a-glance" view of your business. It shows your active
business listings and active buyers, today's tasks and appointments, and notifies you
of any contacts that were imported from another software program, synchronized
from your phone, or captured from your web site that are pending processing.
From here you can directly open any related record, e.g. an active business listing,
appointment details, etc. For more information see:
Viewing All Active Business Listings and Active Buyers
Using the Task List
Using the Calendar
Processing Imported or Synchronized Contacts
At any time, you can return to the home page by clicking Home Page in the top
navigation bar.
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Welcome to IXACT Contact
What Do I Do First?
We have designed IXACT Contact so that nothing needs to be configured and no
training is required for you to get started. We encourage you to jump right in and
start using all the valuable easy-to-use features.
However, here are some of the things that you should consider doing when getting
started with IXACT Contact:
Change your password to something you can remember (see Changing Your
User Profile Settings).
Import Contacts from another software program
Set up your email header (see Setting Up Your Email Header) and create a
signature for your emails and letters (see Creating a Signature for Your
Emails and Letters)
Set up your Monthly e-Newsletter (see Customizing the Current Monthly eNewsletter Issue)
Set up your default letter margins (see Changing Your User Profile Settings)
Sign up for our Wireless Synchronization Service in order to synchronize your
IXACT Contact information with your iPhone, Android, BlackBerry 10, or
Windows Phone
Set up website lead capture (see Capturing Leads from Your Website)
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Common Functions
Common Functions
Entering Data
You will enter data using several types of fields:
Text fields have no arrow; you can enter whatever you want in these fields.
Drop-down lists have an arrow at the right side. Click the arrow to select one
of a defined list of choices.
Radio buttons are a group of choices; you must pick one. Click on a radio
button to select it. To change your selection, click on a different radio button
in the same group of choices.
Check boxes are another group of choices, but you can pick as many as you
want (or none). Click on a check box to "select" it; click on it again to "clear"
it.
Note: Sometimes you will see a Modify List link next to a drop-down list or group
of radio buttons or check boxes. This allows you to control what the available
choices are. For more information, see Modifying Lists.
Adding vs. editing vs. deleting information
For the most part, the procedures in this help file describe how to add information.
To edit information, you open the existing record, make your changes, and click
Save.
Each record can also be deleted by clicking a Delete button or link. All deletions are
confirmed with a pop-up message. Nothing is deleted until you click Yes to confirm
the deletion. Individual delete functions are not discussed in this help file unless
deleting information has implications elsewhere.
Some information can be restored if you delete it in error; for more information, see
Using the Recycle Bin.
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Common Functions
Modifying Lists
Many lists, whether they are part of a drop-down field or a group of check boxes, can
be edited to suit your needs. For example, you would probably want to customize the
contact groups you use, or perhaps the business types that are used to categorize
and filter entries in your Business Directory.
When you customize a list, the changes are reflected anytime that list is used. For
example, if you customize the Contact Groups list from with the Contact Profile
screen, the new groups are shown wherever you see contact groups in IXACT
Contact.
To customize a list:
1. Click the Modify List link beside the field.
2. To add an entry, type in the text field at the top and click Add.
3. To change an entry, click Edit beside the entry. The entry name appears in
the text field at the top. Change it as required and click Update.
4. To remove an entry, click Delete beside the entry.
5. When you are finished, click Close.
Note: Some drop-down lists include a blank entry which allows you to clear a
previous selection. You cannot delete this blank entry.
What if a list item I delete is still assigned to records?
If you delete a list item that is still assigned to one or more records (e.g. you delete
a Business Type that is still assigned to one or more contacts), the list item remains
assigned to the record(s), but now includes "(Not on Master List)" as part of its
name.
If you click Modify List while looking at a record that uses that list item, you can click
Add next to the entry to add it back into the list.
For example:
You have modified your Business Type list to add "Landscaper".
Your contact Joe Quercia is assigned that business type.
Later you modify the Business Type list to delete Landscaper.
When you view Joe's contact profile, the Business Type field now says
"Landscaper (Not on Master List)".
When you click Modify List beside Business Type, there is an entry for
"Landscaper (Not on Master List)" with an Add link beside it.
Selecting Contacts
There are many places in IXACT Contact where you need to Select Contacts; for
example, when you are creating a mass email, letter, or Keep In Touch event.
The Select Contacts screen allows you to perform a simple search on the names in
your contact list, or to perform an advanced search that lets you choose contacts
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Common Functions
based on any combination of contact type, contact groups, various date criteria,
those with active business, religion and/or original source of contact.
Selecting contacts using the simple search
The simple search screen is the one that opens when you first click Select Contacts.
To select contacts using the simple search:
1. Show the contacts that you want to choose from:

Click All at the top to show all contacts, or

Click a letter at the top to display all contacts whose last name starts
with the letter, or, if no last name is entered for a contact, whose
company name starts with the letter, or

Enter one or more characters in the search field and click the magnifying
glass icon to show only contacts that contain the character(s) in their
first or last name, home address fields, or company name.
Note: You can select one or more contacts returned by a search and
perform additional searches and selections without losing your prior
selections. At the bottom of the screen, the total number of
selected contacts is always displayed. Click View Selected at any
time to display only your selected contacts.
2. Select the contacts as required. By default, no contacts are selected.
To select individual contacts:

Check the box for each contact you want to include, or

Click Select All at the top of the list to select all contacts, and then, if
necessary, clear the check box beside the contact name(s) that you do
not want.
3. When you have selected the contacts you want, click Select Contacts at the
bottom of the screen.
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Common Functions
Selecting contacts using the advanced search
To select contacts using the advanced search:
1. In the Select Contacts screen, click Advanced Search at the bottom. (Click
Back to Simple Search if you wish to return to the simple search.)
2. Select the criteria to filter your contacts. You can choose from any
combination of the sections. You must choose at least one contact type.
3. Click Execute Search.
4. The contacts that meet all of your criteria are displayed on the next screen.
By default, all displayed contacts are selected. Clear the check box for any
contacts you want to exclude.
5. Click Select Contacts.
Using the Content Editor
When you create letters or mass emails using IXACT Contact, a wysiwyg (“what you
see is what you get”) content editor provides you with tools for creating robust
formatted content.
As you use the editor, behind the scenes it automatically creates HTML programming
code that represents your formatted content, but the great thing is that you do not
have to know anything about programming HTML or even what it is.
The tool includes many of the same features as popular Word processing software
like Microsoft Word. If you're not sure what the various features of the editor does,
you can hover over each of the toolbar buttons with your mouse and the name of the
feature will appear.
The tool includes a Basic mode and an Advanced mode. The Basic mode includes
simpler formatting features, such as:
Text formatting
Text and background colors
Text justification
Indenting
Bullets and numbering
Hyperlink insertion
Contact-specific merge field insertion
The Advanced mode includes more complex formatting capabilities, such as:
Tables
Group boxes
Inserting dates, times and special characters
The advanced mode also includes the ability to insert your own HTML (by clicking the
HTML view at the bottom of the editor). In HTML view your content is represented as
HTML programming code, the language of the Internet. This view is intended for
users who are either copying and pasting HTML provided by another source (i.e. your
web designer) or advanced users who would like to write their own HTML.
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Common Functions
Image Manager
Both Basic and Advanced mode include an Image Manager that allows you to upload
pictures from your own computer and insert them into your emails or letters.
The Image Manager also includes a robust Image Editor that allows you to edit your
pictures after you have uploaded them. You can use the Image Editor to resize, crop,
flip or rotate your pictures.
The Image Manager also allows you to create your own folders in order to organize
the pictures that you upload. The size of each picture you upload cannot exceed 2MB
and you are limited to 50MB of overall disk space.
Remember that the bigger the pictures you include in your emails, the
longer it will take your email recipients to open and view your emails.
Therefore, as a general rule, the pictures you upload and include in your
emails should be as small as possible while still displaying properly.
The content editor includes an extensive set of features for creating rich content far
beyond what is described here. To download a separate PDF user manual that
explains these capabilities in detail, click here. (Not all of the capabilities described in
the user manual are necessarily available in IXACT Contact.)
Using the Recycle Bin
When you delete a contact, a contact's property, an active business listing, or a Keep
In Touch event, it is removed from the related list and stored in the IXACT Contact
Recycle Bin just in case you need to restore it at a later date.
Viewing items in the recycle bin
Click the Recycle Bin icon in the navigation bar (top right of your screen).
Deleted items are listed in the appropriate tabs with the most recently deleted items
displayed at the top of the list.
If you are a member of a team and the Team Leader has not granted
you permission to delete contacts, then the Recycle Bin Contacts tab will
not be visible to you.
Restoring a deleted item
Click Restore beside the item. You are prompted to confirm, then it is returned to
the list it came from originally (e.g. the Contacts List, the contact's Properties tab,
the Active Business screen, or the Keep In Touch screen).
Note: A contact's properties, active business listings or contact-specific Keep In
Touch events may be deleted independently (and restored separately in the
Recycle Bin). However, if an entire contact record is deleted, any properties,
active business listings or contact-specific Keep In Touch events do not display
in the Recycle Bin and cannot be restored independently. If the contact is
restored, all related contact information is restored at the same time.
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Common Functions
Mass restoring contacts
If necessary, you can mass restore up to 100 contacts at a time. To restore more
than one contact, either select the check box next to each contact you wish to
restore, or use the Select All link at the top of the list. Then click Mass Restore.
Permanently deleting an item
To permanently delete an item, click Delete beside the item in the Recycle Bin. You
are prompted to confirm, then it is deleted permanently.
The item cannot be restored. If you need it in the future; you will need to recreate
the record.
Note: Deleted items in your Recycle Bin will automatically be permanently deleted
six months after being moved to your Recycle Bin.
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Contacts
Contacts
About Contacts
You already know that communicating effectively with past clients, hot prospects and
business-to-business referral sources is key to building your business. When you use
IXACT Contact to manage your contact information, you can easily:
Stay in touch with past clients, so you don't miss opportunities for repeat
business.
Determine where your best leads are coming from (advertising? referrals?
website?).
Be reminded to send a thank you note, birthday card, newsletter, email, or
other important client communication.
Communicate effectively with referral sources, so they recommend you more
often.
Follow-up on hot prospects at the right time, so you get the listings and not
another realtor.
To do these things and to build lasting relationships with your prospects and clients,
you need more than just a contact name and address. The IXACT Contact contact
record includes the following information:
Contact Profile -- keeps track of home and work addresses, occupations,
email addresses, phone numbers, birthdays, family members, hobbies,
special interests and much more. You can even track lead sources. See
Adding a Contact or Using the Contacts List.
Properties -- maintains a list of current and previously owned properties, as
well as a contact's buying preferences. See Keeping Track of a Contact's
Properties.
Keep In Touch -- allows you to set up birthday reminders and contactspecific events, and assign contacts to global events. See Viewing a Contact's
Keep In Touch Events & Activity Plans.
Business Directory -- shows information from the Work Details section of the
Contact Profile tab and allows you to enter other information that is to
appear in your Business Directory. See Adding a Contact to the Business
Directory.
Enter Notes -- allows you to record a note for a contact (see Entering Notes
for a Contact). All notes are shown on the Contact History tab.
Activities/History -- displays all pending and completed activities, as well as a
history of all notes entered for a contact, and all letters and mass emails sent
to the contact (see Viewing a Contact's Activities & History).
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Using the Contacts List
All of your contacts are listed under Contacts in the left column. They are sorted by
last name/first name, or company name if no last/first name exists. If your contact
list is not currently visible (i.e. if Calendar or Task List is open), click Contacts to
open the contact list.
The contact list initially displays up to 20 contacts. You can display all contacts by
scrolling to the bottom of the list and clicking the Show All link. However, if you
have a large contact list, your contacts may take a long time to load. Instead we
recommend using the search features described below to find a specific contact or
contacts.
Finding a contact
To search for a contact, either click a letter down the side, or enter one or more
characters in the search field and press ENTER or click the magnifying glass icon.
If you click a letter down the side, the list is filtered to show only contacts where the
last name starts with the letter, or, if no last name is entered for a contact, where
the first name starts with the letter or, if no name is entered for a contact, where the
company name starts with the letter.
If the search field is used, the list is filtered to show all contacts that contain the
character(s) in their main contact or spouse/partner first or last name, home address
fields, or company name. You can also search by email address or phone number.
The example below shows the contacts that contain "da".
To show all contacts again, click All. You can also use the search field to search by
the main contact or spouse/partner email address.
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Viewing a summary of a contact's information
The contact list shows the contact name, spouse/partner name and first phone
number, for quick reference. If you want to see additional information (other phone
numbers, email address(es), home address) without opening the contact record,
hover over the contact in the list, and click the More Info icon (which then changes
to the Less Info icon so you can collapse the information again).
Tip: When you click More Info, the contact's email address is shown as a link. To
quickly send an email message to this contact, click the email address. A new
email message will open in your email program.
Entering a note
To quickly enter a note for a contact, simply click the contact’s Quick Note icon,
enter the note details in the pop-up window and click Save to record the note to the
contact’s Contact History. Upon saving, you are returned to what you were doing
before without losing any work or valuable time.
Entering a Task
To quickly enter a task for a contact, click the contact’s Quick Task icon, enter the
details of the task in the pop-up window, and click Save. Upon saving, you are
returned to what you were doing before without losing any work.
The Quick Task pop-up includes an Assign To drop-down list for the
selection of the team member to which the task is to be assigned. The
list includes all team members who are sharing their task list.
Opening a contact record
To open the contact record, click the contact's name link. The full contact record
(Contact Profile and other tabs) opens in the work area on the right.
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Adding a Contact
Note: Contacts can be added manually (as described below), imported from other
programs, captured from your website, or synchronized with your mobile
device.
To add a contact:
1. Click Add in the left column. A blank Contact Profile opens in the work area.
Note: You will see several tabs for the contact record; however, you
cannot enter additional information until the contact profile tab
information is entered and saved.
2. On the Contact Profile tab, enter the first or last name of the main contact, or
the company name. You must enter at least one of these fields in order to
create a contact record. This is how the contact is identified in all lists and
reports.
3. Click Save. The contact is added to the Contacts list in the left column.
While you are only required to enter the first, last, or company name to
save a contact record, you should capture as much information as
possible in order to realize the full potential of IXACT Contact.
Some fields are required for other functions of the program to work (e.g.
to create letters or send mass emails), while other fields help you to
categorize your contacts (e.g. to search for all contacts in a particular
group, or to create a report of all FSBO prospect types).
The fields are self-evident so they will not be described in detail here,
but the following section identifies relationships between fields, or
explains where a field is used in other areas of IXACT Contact, or offers
suggestions for how you might later use the information.
What do I need to know about the other sections of the Contact Profile?
Many lists can be customized; see Modifying Lists.
Remember that you can hide sections if you want; see How the Screen is
Arranged.
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SECTION
YOU NEED TO KNOW:
Personal Mailing
Set-up
The Letter Salutation field is used in letters and
email messages. It defaults to the main contact and
spouse/partner first name, but you can change it,
for example to a more formal salutation ([Dear] Ms
Jordan).
The Envelope Salutation is used as the first line
anywhere the contact's address is used (e.g. letters,
labels). It defaults to the main contact and
spouse/partner title, first name, and last name, but
you can change it if necessary.
If no first name is entered for the contact, the
salutation fields default to the title (if entered) and
last name. If the contact was created with a
company name only, the salutation fields remain
blank and you can complete them as you wish.
Note: The salutation defaults only apply upon first entry; later
changes to the name are not automatically reflected in the
salutations. However, if you later change the name, when
you save the record you are asked if you want to also
change the salutations.
Work Details
The information entered in this section is copied to
the Business Directory tab. (The contact appears in
the Business Directory only if the Include in
Business Directory check box is selected.)
If you want this contact to be searchable by
Business Type in the Business Directory, select the
appropriate Business Type. Remember that you
can modify the list if necessary.
Phone/Fax/Email
Use the drop-down lists to identify each phone
number or to change the order of the phone
numbers.
If you enter multiple email addresses, select the
one(s) that you want to send mass email messages
to.
If applicable, select the contact’s Preferred Method
of Correspondence
If a contact does not wish to receive mass emails,
set Accepts Mass Emails to "No". By default, the
contact cannot be selected to receive mass emails
even if one or more email addresses are entered
and Send Mass Email is checked.
Note: After entering an email address and saving the contact, the
applicable field label turns into a clickable hyperlink. To quickly
send an email message to this contact, simply click the hyperlink.
A new email message will open in your email program.
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SECTION
YOU NEED TO KNOW:
Contact Type
The contact and prospect types are used for categorizing; they are
available in advanced searches and allow you to target reports and
direct marketing more efficiently.
A "client" is a contact you have represented in the
past, or are currently representing, or who has
agreed to work with you in the not-too-distant
future.
A "prospect" is a contact who may work with you in
the future, but there are no definite plans.
A "personal" contact may be a friend, a doctor, etc.
whom you just want to include in your database for
quick access.
A "business-to-business" contact is someone who
may send you referrals and you may want to include
in your Business Directory.
Note: A personal or business-to-business contact may also be a
prospect or client - choose the type that most closely reflects how
you want to use this contact in the system.
Note: If the contact is an active buyer for purposes of Active
Business, that is identified separately on the Properties tab.
Note: If no contact type is entered for a new contact, the contact
type is set to ”client” by default.
Tip: You can also use List View to easily assign multiple contacts
to a Contact Type.
Contact Groups
Contact Groups (e.g. Friend, Baseball Team, and Children's School)
further categorize your contacts for searches and reports. A
contact can be assigned to multiple contact groups.
Tip: You can also use contact groups to manage multiple contact
lists. For example, if you are part of a team, you might set up
groups to identify each team member's contacts (e.g. Jon's
contacts, Maria's contacts, etc.).
You can also use List View to easily assign multiple contacts to
one or more contact groups.
Original Source of
Contact
If the Original Source of Contact is a Referral,
and the person who referred this new contact is in
your contact list, click Select from Contact List to
select the contact. This referral will be included in
the Referral History of the source contact's profile.
If the Original Source of Contact is a Referral but
the contact is not in your contact list, you can enter
the name and further details in the Notes field.
Team Member
Visibility
Team Leaders and Administrators can control the
contact’s visibility to each team member.
Select Public Contact to make the contact visible
to all team members.
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Contacts
SECTION
YOU NEED TO KNOW:
Personal Details
Birth Date (main contact and/or spouse/partner) is
needed for the contact to be included in the
standard Birthday event (the year is not necessary).
The other fields can help you personalize
communications with your contacts. For example,
you can set up a contact-specific Keep In Touch
event to acknowledge wedding or closing
anniversaries (or the birthdays of family members),
or use the Religion field to send greetings for a
special holiday (or to exclude contacts for whom
such a greeting might not be appropriate).
What next?
To complete your contact info, you might want to:
Record any properties the contact currently owns in the Properties tab
Set up any contact-specific events, or assign the contact to Global Keep In
Touch events you have created such as your Monthly e-Newsletter, in the
Keep In Touch tab
If the contact is to be included in your Business Directory, complete the
information in the Business Directory tab
Record additional notes or calls with the contact in the Log Calls/Notes tab
Importing Contacts
For help importing your contacts, please call customer support at 1-866-265-6990. If
you already have your contacts in an Excel or .CSV file, email the file to
support@ixactcontact.com.
The Team Leader can authorize each team member to import contacts.
An authorized team member can contact our Customer Support team
directly in order to have their own contacts imported into the team
account. If you are a team member with contacts that you would like
imported, and you have not been authorized to import contacts by the
Team Leader, you will need to arrange this with your Team Leader.
For instructions on exporting contacts from various software programs, see:
Exporting Contacts from Microsoft Outlook and Outlook Express
Exporting Contacts from Top Producer - covers versions 7i and 8i
Exporting Contacts from Realty Juggler
Exporting Contacts from Wise Agent
Exporting Contacts from Gmail
Exporting Contacts from Yahoo! Address Book
Exporting Contacts from ACT!
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Capturing Leads
About Lead Capture
IXACT Contact provides a number of ways to automatically capture your leads into
your IXACT Contact database. Depending on where your leads come from, you may
be able to take advantage of any number of these options.
To set up your lead capture, click User Profile in the top navigation bar, then click
the Lead Capture tab.
Setting Defaults for New Leads
The New Lead Settings section allows you to set the following options for all new
leads, regardless of where they come from:
Whether you wish to receive an email notification of each new lead.
Whether you want to automatically receive new leads directly into your
database. If you prefer to review your new leads before accepting them into
your database (see Processing Imported or Synchronized Contacts), leave
this option unchecked.
The Original Source of Contact to assign to each new lead.
The Marketing Activity Plan to assign to each new lead.
The Contact Group to assign to each new lead.
All contacts captured using any of our lead capture options are initially assigned a
Contact Type of ‘Prospect’.
Capturing Leads from Emails
Are you already receiving leads via email?
If so, go to the Lead Capture – Email section of the Lead Capture tab in the User
Profile area, and select the Enable Lead Capture Via Email check box. Then, log in to
the administrative area of your website or lead vendor site and change your
notification email address to your lead capture email address. Your leads will
automatically be added to your IXACT Contact database.
Only the Team Leader can enable Email Lead Capture.
If you are receiving email leads from more than one website or lead vendor, you can
set this up for as many different lead sources as you wish.
Note: If you do not know how to change your lead notification email address,
contact your website or lead vendor, and they should be able to assist you.
Note: Since your lead email notifications will be redirected to your special lead
capture email address, make sure to turn on email notifications in your Lead
Capture Settings so you are still notified of your email leads.
Upon receiving each lead email, we will create a new contact record by scanning the
body of the email and mapping as much information as possible to specific contact
profile fields. All information in the body of the email that cannot be mapped to
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specific fields will be inserted into the Original Source of Contact Notes field. This
way you will not lose any of the valuable lead information.
Note: Our email lead capture has been programmed to map as much information as
possible to specific contact profile fields. If there is information in your emails
that you feel should be mapped to specific fields, but is ending up in the
Original Source of Contact Notes, let us know, and we will see if we can make
the necessary programming changes.
New email leads that are not accepting directly into your database appear in the
Imported & Synchronized Contacts list in the Utilities area with a Source of ‘Email
Lead Capture’. Once accepted into your database, the contact Entered By is also set
to ‘Email Lead Capture’.
Building Your Own Form
IXACT Contact allows you to easily add a customized page to your website so that
visitors can fill out a "Contact Us/Me" form and their contact information is
automatically added to your IXACT Contact database.
Each member of a team can set up their own Contact Us form using
their own branding. Each team member will receive their own email
notification when someone fills out their Contact Us form.
Note: If you are going to build your own form, make sure you turn on the option to
receive an email notification of each new lead.
Set up your Contact Us/Me form by following the step-by-step instructions under the
Lead Capture – Build Your Own Form section of the Lead Capture page.
Your personalized HTML code can now be copied to your website in order to add your
new Contact Us/Me page. The HTML code can be used with any text or image
hyperlink. If you have a webmaster who is responsible for the administration of your
website, they should be able to help you add your new Contact Us/Me page.
For further assistance, please call Customer Support at 1-866-265-6990.
New leads from your form that are not accepting directly into your database appear
in the Imported & Synchronized Contacts list in the Utilities area with a Source of
‘Contact Us’. Once accepted into your database, the contact Entered By is also set to
‘Contact Us’.
Zillow Tech Connect
IXACT Contact is a member of Zillow’s Tech Connect program, which allows you to
automatically flow all of your Zillow leads directly into your database.
In addition to capturing each lead’s name, email address and phone number, we also
capture their buying preferences as well as the details of the property that they have
expressed interested in.
Tech Connect is set up from within your Zillow account.
To set up Zillow Tech Connect for IXACT Contact:
1. Go to your Zillow Profile, and under Contacts, select Connect to My CRM.
2. Click Add Partner.
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3. From the Select a Partner list, select "IXACT Contact".
4. In the Partner ID box that appears, enter the email address that you use to
login to IXACT Contact.
5. Click Save. IXACT Contact will now appear in the partner list.
Note: You do not need to do anything in IXACT Contact. Once you complete your
setup in Zillow, your Zillow leads will immediately start flowing into your
IXACT Contact database.
Note: After setting up Zillow Tech Connect, you will continue to receive new lead
email notifications from Zillow. Depending on whether you receive electronic
leads from other sources, and how you are notified of these leads, you may or
may not want to turn off email lead notifications in your New Lead Settings.
New Zillow leads that are not accepted directly into your database appear in the
Imported & Synchronized Contacts list in the Utilities area with a Source of ‘Zillow
Tech Connect’. Once accepted into your database, the contact Entered By is also set
to ‘Zillow Tech Connect’.
All property details appear in the Notes field in the Original Source of Contact section
of the Contact Profile tab.
Buying preferences appear in the Buying Preferences section of the Properties tab.
Form Post & Web Service
The lead capture Form Post & Web Service options are more technical alternatives
for feeding more complete lead information into IXACT Contact. If you work directly
with a website or lead vendor, and you are interested in taking advantage of these
options, please call Customer Support at 1-866-265-6990.
Exporting Contacts for Import into IXACT Contact
Exporting Contacts from Microsoft Outlook and Outlook Express
The following sections provide instructions for exporting contacts from Microsoft
Outlook and Outlook Express for import into IXACT Contact.
Microsoft Outlook
To export contacts from Microsoft Outlook:
1. From the File menu, select Import and Export...
2. Select Export to a file.
3. Click Next.
4. Select Comma Separated Values (Windows).
5. Click Next.
6. Select your Contacts folder you want to export.
7. Click Next.
8. Click Browse...
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9. Select a location (your Windows desktop for example) and type a File name.
10. Click OK.
11. Click Next.
12. Click Map Custom Fields.
13. Click Default Map.
14. Click OK.
15. Click Finish. The Import and Export Progress screen will appear. When it
disappears, the export is complete.
Microsoft Outlook Express
To export contacts from Microsoft Outlook Express:
1. From the File menu, select Export and then select Address Book.
2. Select Text File (Comma Separated Values).
3. Click Export.
4. Click Browse...
5. Select a location (your Windows desktop for example) and type a File name.
6. Click Save.
7. Click Next.
8. Make sure the box next to every field in the list is checked.
9. Click Finish.
10. When the export is complete a confirmation message will appear. Click OK.
11. Click Close.
Exporting Contacts from Top Producer
The following sections provide instructions for exporting contacts from Top Producer
for import into IXACT Contact.
Top Producer 7i
To export contacts from Top Producer 7i:
1. From the Setup menu, select Data transfer / conversion and then Export
data...
2. From the Export contacts page, select to Export all contacts or Search
for contacts to export.
3. Click Next.
4. If you selected to Search for contacts to export:
a)
Perform either a Quick search or an Advanced search to locate the
records you want to export.
b)
Click Start search.
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c)
From the Contact search results for export page, select the records
you want to export.
d)
Click Next.
5. From the Export contacts to a file page, select Export all columns.
6. Click Start export.
7. The Save exported file as dialog box opens.
8. Select a location (your Windows desktop for example) and type a File name.
9. Click Save.
10. The Exporting records to file dialog box opens, asking you to wait until the
export process is complete.
11. When the Export complete dialog box is displayed, click OK.
Top Producer 8i
To export contacts from Top Producer 8i:
1. From the Contacts menu, select Search for Contacts.
2. Enter the search criteria for the contacts you would like to export. If you
would like to export all contacts, stay on the Quick Search tab and do not
enter any search criteria.
3. Click Search at the bottom of the page.
4. On the Search Results screen, select the individual contacts to export by
checking the box next to each name, or select them all by checking the box
at the top of the list.
5. Click Export Contacts at the bottom of the page.
6. On the Export Contacts screen under Export options, select Contact
record and all associated items.
7. Click Export. A message will appear stating the request is being processed.
The processing time will depend upon how many contacts are being
exported, and which of the four export options was selected.
8. Once the processing is complete, a prompt will appear allowing you to save
the file. Click Save to save the file to your computer.
Note: If you are using Internet Explorer and you do not receive a prompt
to download the file, it is possible that Internet Explorer’s security
settings have blocked the download. Click the yellow bar at the top
of the page that says ”To help protect your security...” and select
Download File... and return to step 6.
9. Select a location (your Windows desktop for example) and type a File name.
10. Click Save.
11. If the Download Complete dialog box appears, click Close.
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Exporting Contacts from Realty Juggler
To export contacts from Realty Juggler:
1. Sign in to your Realty Juggler account.
2. From the Main menu, click Contacts.
3. Click the Export link at the bottom of the page.
4. Click Export.
5. Save the export file to your computer.
Exporting Contacts from Wise Agent
To export contacts from Wise Agent:
1. Sign in to your Wise Agent account.
2. On the Contacts Tab, click Import/Export.
3. Click Export Outlook/CSV.
4. On the Select Clients to Export screen make sure Category is set to Show All
and "include contact notes in export" is set to "yes".
5. Above the first contact Name, check the Select All check box.
6. Click Export Selected.
7. Save the export file to your computer.
Exporting Contacts from Gmail
To export contacts from Gmail:
1. Sign in to Gmail.
2. Click Gmail at the top-left corner of your Gmail page and choose Contacts.
3. Choose More » Export.
4. Choose whether to export all contacts or only one group.
5. Select the Outlook CSV export format.
6. Click Export.
7. Save the export file to your computer.
Exporting Contacts from Yahoo! Address Book
To export contacts from Yahoo! Address Book:
1. Sign in to Yahoo! Mail.
2. Click on the Contacts tab.
3. Click Actions, and select Export All.
4. When the Export screen displays, click Microsoft Outlook: Export Now.
5. Save the export file to your computer.
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Exporting Contacts from ACT!
To export contacts from ACT!:
1. From the File menu, select Data Exchange and then Export.
2. In the File type field, select Text - Delimited.
3. Select a location (your Windows desktop for example) and type a File name.
Make sure you enter a file name with a .csv extension.
4. Click Next.
5. Select Contact records only.
6. Click Options.
7. Select the Comma option button in the Select field separator section.
8. Select the Yes, export field names check box in the Do you want to
export field names section.
9. Click OK.
10. Click Next.
11. Select All records.
12. Click Finish. Do not click Next at this step, since doing so will open the ACT
field mapping options. Any mapping changes made to the data file will cause
the data to import into the wrong fields in IXACT Contact.
Exporting Contacts from IXACT Contact
You can export your IXACT Contact contact records into a .csv (comma-separated
values) file.
If you are a member of a team, the Team Leader must grant you
permission to export the contact list.
To export contacts:
1. In IXACT Contact, click Utilities in the top navigation bar.
2. Click Export IXACT Contacts.
3. You are prompted to open or save the export file. If you want to open it
immediately in your spreadsheet program, click Open.
If you want to save the file to your computer, click Save, select a location
(your Windows desktop for example), then type a File name and click Save
again.
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Using List View
The contacts List View feature allows you to work with a selected group of contacts
in a tabular format in the working area of the screen.
List View allows you to easily execute common actions against the selected contacts
with the click of a button, such as:
Send a mass email
Create mail-merged letters or labels
Assign an activity plan
Assign contact groups
Remove contact groups
Assign contact type
Generate reports
Print or export contacts
Delete contacts
If you are a member of a team, the Team Leader must grant you
permission to delete contacts.
Team Leaders and Administrators can assign one or more team
members visibility to the selected contacts.
In addition, IXACT Contact will remember the list of contacts you are working within
List View, meaning you can leave List View to perform any other task and, when you
are ready to return to List View, you can continue to work with the same list of
contacts.
To start working with a list of contacts:
1. Click List in the left column.
2. Each time you sign in to IXACT Contact, the first time you click List View you
will be asked whether you want to Search for a subset of your contact list,
or simply work with all your contacts. If you click Search Contacts, you will
be provided with the same options for searching and selecting contacts that
you find throughout IXACT Contact (see Selecting Contacts). If you click
Display All Contacts and you have a large contact list, the list may take
some time to display.
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3. Upon selecting your contacts, the list is displayed in the working area.
4. Change the display or select one or more contacts to perform an action, as
follows:

To change the group of contacts you are working with, click New Search
in the top right corner.

To change the addresses shown select Display Home addresses or
Display Mail To addresses at the top of the list.

To sort the list by any column, simply click the column header. To sort
the list in reverse order, click the same column header again.

To open a contact record, click the contact’s name link. When opening a
contact from List View, you can use the < Previous and Next > buttons
at the bottom of the contact profile page to navigate through the
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contacts in the list. If you make changes to the contact profile, be sure to
save your changes before moving to another contact record. Click
Return to List to return to the list.

To quickly send an email to an individual contact, click the envelope icon
next to the contact in the list. A new email message will open in your
email program with the first email address of the main contact already
filled in (if there is no envelope icon, that means there is no email
address recorded for this contact).

To quickly enter a note for contact, click the Quick Note icon next to the
contact

To quickly enter a task for a contact, click the Quick Task icon next to
the contact

To delete a contact, click the garbage can icon next to the contact.

To perform a task for multiple contacts, select each contact by checking
the box next to each contact. Or, you can click Select All at the top of
the list to select all contacts, and then, if necessary, clear the check box
beside the contacts that you do not want to include. Once you have
selected the desired group of contacts, click the appropriate button at the
bottom of the screen to execute that task for the selected contacts.
Note: If you are working with over 200 contacts in List View, your contacts
are displayed over multiple pages and controls are provided at the
top of the list to navigate through the pages. The Select/Unselect
All link only applies to the displayed page of contacts. To assist you
in selecting the desired contacts, the total number of selected
contacts is always displayed at the bottom of the list.
Tip: If you leave List View to perform another task in IXACT Contact, the
next time you click List View you will return directly to the same list
of contacts.
Deleting Contacts
You can delete a contact to remove it from your contact list. It will be stored in the
IXACT Contact Recycle Bin just in case you need to restore the contact at a later
date.
If you are a member of a team, the Team Leader must grant you
permission to delete contacts.
If a contact is deleted:
Any associated Active Business is deleted
The contact’s contact-specific Keep In Touch events are deleted
The contact’s marketing activity plans are unassigned and any outstanding
tasks are deleted
The contact is removed from all global Keep In Touch events
If the contact is restored from the recycle bin:
Associated Active Business is restored
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Contact-specific Keep In Touch events are restored, but in deactivated status
The contact must be reassigned to global Keep In Touch events
If you want to permanently delete the contact, it can be deleted from the recycle bin.
A contact's properties, Active Business and contact-specific Keep In Touch events
may also be deleted (and restored from the recycle bin) independently. For more
information, see Using the Recycle Bin.
Tip: To delete multiple contacts at the same time, use List View.
Keeping Track of a Contact's Properties
For each contact, you can maintain a list of current and previously owned properties,
as well as identify buying preferences if they are an active buyer (see Identifying a
Contact as an Active Buyer).
Viewing a contact's properties
To manage a contact’s properties, open the contact record, and then click the
Properties tab. The Properties Summary section lists all properties that the contact
currently owns, once owned, or is in the process of buying. (See the Active Business
section for more information on properties in Buying status.)
Adding a property for a contact
To add a property for a contact:
1. On the contact's Properties tab, in the Properties Summary section, click
Add Property. The tab changes to show the detail fields for the property.
2. Indicate if the contact currently owns or once owned the property.
3. Enter the address -- if you are entering the contact's primary residence, click
Set to Contact Home Address to populate the fields from the information
entered in the Contact Profile tab.
4. Complete as many of the remaining fields as you wish.
5. If you wish, upload a photo of the property (must be in either .gif or .jpeg
format).
6. Click Save. The property now appears in the Properties Summary list. If
you need to edit the property information, click the Address link.
Entering a contact’s Buying Preferences
Whether or not a contact is currently an Active Buyer, you can fill out their buying
preferences in the Buying Preferences section in the contact's Properties tab. For
information about setting a contact as an Active buyer, see Identifying a Contact as
an Active Buyer.
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Contacts
Viewing the contact's Active Business history
Whenever an Active Business listing involving this contact is closed, canceled,
expired, or withdrawn, it is recorded in the Business History section in the
contact's Properties tab.
Viewing a Contact's Keep In Touch Events & Activity Plans
The Keep In Touch tab in the contact record lists all global events (whether this
contact is assigned to them or not), the contact's birthday events, move-in
anniversary event, Keep In Touch call events, any contact-specific events, and any
activity plans assigned to the contact.
Note: The contact-specific Keep In Touch tab is used to manage contact-specific
events and plans, as well as the contact’s assignments to global Keep In Touch
events. The Keep In Touch button in the top navigation bar is used to create
and manage global Keep In Touch events (as well as the default settings for
the birthday events, move-in anniversary event, and Keep In Touch call
events). The Activity Plans button in the top navigation bar is used to create
Activity Plans.
To view details of a Keep In Touch event (global or contact-specific), click its
name link.
Select or clear the Include Contact in Event check box to cause the
contact to be included in (or excluded from) a global Keep In Touch event.
(This is linked to the contact selection in the Keep In Touch event details:
changes in one location are reflected in the other.)
Once a birth date is entered for a main contact or a spouse/partner, the
corresponding birthday event can then be activated for the contact by either
opening and saving the birthday event or by clicking Activate. The event
options default to the global birthday event but can be changed for the
contact by opening, modifying and saving a contact-specific birthday event.
Note: If you wish, you can set a preference in the global Birthday event is
automatically activated for contacts with a birth date. This applies to
both the main contact birthday and the spouse/partner birthday.
Once a move-in date is entered on a contact’s profile, the move-in
anniversary event can be activated for the contact by either opening and
saving the event or by clicking Activate. The event options default to the
global move-in anniversary event but can be changed for the contact by
opening, modifying and saving a contact-specific event.
Note: If you wish, you can set a preference in the global move-in
anniversary event so that the event is automatically activated for
contacts with a move-in date.
Any Keep In Touch call event can be activated for the contact by either
opening and saving the event or by clicking Activate. The event options
default to the corresponding global event but can be changed for the contact
by opening, modifying and saving a contact-specific event.
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Contacts
Note: For Keep In Touch call events, if you change the event options for a
contact, you must still click the Activate button after saving the
changes to the event in order to activate the event.
To create an event that only applies to this contact, click Create a New
Contact-Specific KIT Event. See Creating a Contact-Specific Keep In
Touch Event for information about creating a contact-specific event.
To assign an activity plan to a contact, click Assign a New Activity Plan.
For more information, see Assigning an Activity Plan to a Contact. If you
want to unassign an activity plan, click Unassign plan and delete
incomplete tasks next to the plan in the list. The plan is unassigned and
incomplete tasks are deleted. Completed tasks created from the plan are not
deleted and remain in the contact’s activity history.
Creating a Contact-Specific Keep In Touch Event
To create a contact-specific Keep In Touch event:
1. From the contact’s Keep In Touch tab, click Create a New Contact-Specific
KIT Event.
2. Enter a name and description for the event.
3. Select the event date.
4. Select the All Day Event check box, if appropriate, otherwise enter the start
and end time of the event.
5. Indicate if this event should be included in your calendar and task list. If you
include the event in your task list, indicate whether you want a reminder and
when.
Use the Assign To drop-down lists for the calendar appointment
and the task to select the team member(s) to which the
appointment and task are to be assigned.
6. If this will be a recurring event, select the Recurring check box and enter the
recurrence pattern for the event. If you want the recurrence to end on a
specific date, select the event end date in the field to the right of the event
date.
7. If there are individual tasks that must be completed as part of this event,
click Add Event Task. Enter the name of the task, the number of days prior
to the event date it is due, and if a reminder is required. Click Save. Add as
many event tasks as required.
Note: Event tasks can only be entered for non-recurring events, or events that recur
on a yearly basis.
Use the Assign To drop-down list to select the team member to which
each task is to be assigned.
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Contacts
Assigning an Activity Plan to a Contact
To assign a Marketing Activity Plan to a contact:
1. From the contact’s Keep In Touch tab, click Assign a New Activity Plan.
2. Enter the plan start / event date (defaults to the current date).
3. To search for the desired plan, select the method of correspondence from the
list and/or enter a keyword in the plan name and click Search Plans to limit
the list of plans to select from.
4. Click the check box next to the plan you wish to select and click Continue.
5. The next screen displays a list of the plan tasks and the due date
automatically assigned to each task. If necessary, prior to assigning the plan,
you can modify the automatically assigned date for each task, or remove the
check in the Include column to exclude the task altogether.
Note: At this point nothing has actually been assigned or created. If for
some reason you do not wish to assign the plan, click Cancel. If you
wish to assign a different plan or change the plan start date, click
the Back button and return to step 2.
Each task includes an Assign Task To drop-down list for the
selection of the team member to which each task is to be
assigned. For email and letter tasks, an additional Send From
drop-down list provides for the selection of which team member’s
branding to use for the email or letter. The default assignments
are based on the set up of the activity plan (See Creating a
Marketing Activity Plan). There are also drop-down lists and
Update buttons at the top of the page that allow you to easily
update the Assign Task To and/or Send From team member
selections for all activity plan tasks.
6. Click Assign Plan & Create Selected Tasks.
For information on viewing and completing activity plan tasks assigned to a contact,
see Viewing a Contact's Activities & History.
You can use List View to easily assign a Marketing Activity Plan to
multiple contacts at the same time.
Adding a Contact to the Business Directory
If a contact provides a service that might be of interest to your other contacts, add
the contact to your Business Directory.
Note: The contact-specific Business Directory tab is used to include individual
contacts in your business directory and enter additional business directory
information. The Business Directory button in the top navigation bar is used to
search and return a list of all contacts that are included in your business
directory.
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Contacts
To add an existing contact to your Business Directory:
1. Open the contact record, and then click the Business Directory tab (not the
Business Directory button in the top navigation bar).
The information from the Work Details section of the Contact Profile tab is
shown on the Business Directory tab.
Tip: Remember to assign a Business Type in the Work Details section of
the Contact Profile tab.
2. Select the Include in Business Directory check box at the top of the tab.
Tip: You can also select the Include in Business Directory check box in
the Work Details section of the Contact Profile tab.
3. Optionally, enter an alternate contact, a description of the company services,
notes, or any special promotions.
4. Click Save.
For information about searching or printing the Business Directory, see Using the
Business Directory.
Entering Notes for a Contact
If you enter the details of your calls with a contact, you can create a valuable
communications history with the contact. A "call" can be any personal
communication, e.g. phone, personal email, personal meeting, etc. Record notes on
calls both to and from the contact. Also use notes to record and create a history of
general notes for a contact.
All notes are recorded in the contact's Contact History.
Note: You do not need to manually record any communications sent via IXACT
Contact, i.e. letters or mass emails; these are recorded automatically in each
contact's Contact History.
To enter note for a contact:
1. Open the contact record, and then click Enter Note.
2. Change the date and/or time of the note, if required.
3. Select the note type (phone call, meeting, note, etc.).
4. Enter the note.
5. Click Save.
You can also enter a note at any time by clicking the Quick Note icon
for the contact in the Contacts list in the left column. Simply enter the
details of the note in the pop-up window and click Save to record the
entry to the contact’s Contact History. Upon saving, you are returned to
what you were doing before without losing any work or valuable time.
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Contacts
Viewing a Contact's Activities & History
The Activities/History tab provides visibility to a contact’s Pending Activities,
Completed Activities and Contact History. Use the radio buttons at the top of the
page to toggle between these lists.
The Pending Activities list displays all incomplete tasks as well as all upcoming
calendar appointments for the contact.
Note: If a task is created from an activity plan (see About Activity Plans), the
activity plan name and the activity type are included in the list. If the activity
type is Email or Letter, an icon will appear next to the due date. Click the icon
if you wish to send the email or print the letter. Upon clicking the icon, you
have the option to update the task to Completed.
The Completed Activities list displays all completed tasks as well as all past calendar
appointments for the contact.
The Contact History list displays all notes entered for the contact, as well as any
letters and mass emails for which the contact was included in the distribution list.
Capturing Email Correspondence
With Email Correspondence Capture you can easily save your emails with your
contacts to their Contact History.
This feature allows you to automatically capture emails sent and received using your
own email software, and it not to be confused with the Mass Email feature for which
contact history records are already automatically captured.
This is how it works:
Emails Sent
When you send an email to an email address that matches a contact’s email in your
IXACT Contact database, simply enter the email address notes@ixactcontact.com in
the Bcc field, and the email subject and body will automatically be added to your
contact’s contact history. If you send an email to multiple matching contact email
addresses, the email contents will be added to the contact history of all the matching
contacts.
Contact history records added using email capture are assigned an Activity Type of
‘Email’ with a Performed By of ‘Email Capture’.
Note: When HTML-formatted emails are captured, only the text of the email is
captured and displayed.
Note: While the notes@ixactcontact.com email address can be entered in any one of
the To, Cc or Bcc fields, the email addresses of your contacts can only be
entered in the To or Cc fields.
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Contacts
Emails Received
There are two ways to capture the contents of an incoming email to the sender’s
contact history.
Simply send a short reply acknowledging receipt, and enter
notes@ixactcontact.com in the Bcc field.
If for some reason you do not wish to reply to the email, you can forward the
email to notes@ixactcontact.com, and follow the steps described in the
Unassigned Emails section below.
For security reasons, all email capture emails must be sent from an authorized email
address. The email address you use to sign in to IXACT Contact is automatically an
authorized address. If you want to send emails from other email addresses, click the
Modify List link next to the list, and add the email addresses to the authorized list.
If you are a member of a team, you can also send email capture emails
from the email address you use to sign in to IXACT Contact. However,
only the Team Leader can add additional email addresses to the
authorized list.
Unassigned Emails
If you send an email to notes@ixactcontact.com and do not include any other email
addresses that match a contact’s email address, the email cannot be automatically
associated with a contact. Instead the email will be added to the Email
Correspondence Capture – Unassigned Emails list in the Utilities area.
The Email Correspondence Capture – Unassigned Emails list displays the email
address the email was sent from, the Subject of email, and the date and time the
email was sent. Click View Body to see the contents of the body of the email. Click
Link to Contact(s) to search for and select one or more contacts that you want to
link the email to.
If you have questions or require further assistance, call Customer Support at 1-866265-6990.
Uploading Documents Related to a Contact
To upload and store important documents related to a contact:
1. From the contact’s Documents tab, click Add Document.
2. Click Browse… to select the file from your computer.
Note: Files cannot be larger than 10MB each. Click Accepted File Types
in order to see a list of file extension types that you can upload.
3. Select the File Type from the list.
Note: To manage the list of file types, click Modify List.
4. Enter a description of the file.
5. Click Save.
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Contacts
To open or download the file to your computer, click the file name in the list.
To edit a file details, click the Edit link next to the file name.
To delete a file, click the Delete link next to the file name.
Note: It is very important that you maintain and backup a copy of all uploaded
documents on your own computer.
If you delete a listing, all related uploaded documents are also deleted.
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Calendar
Calendar
Using the Calendar
Use the Calendar to view or add appointments.
Click Calendar in the top navigation bar.
Use the controls at the top of the calendar to change the view to Day, Week, or
Month. The controls at the top right allow you to navigate to the previous or next day
(or week or month, depending on the current view).
To view a specific date, click the calendar icon beside Go To Date at the top. The
single arrows change the month; the double arrows change the year. You can also
click the month and year title in order to quickly navigate to another month/year.
To view or edit the details of an appointment shown on the calendar, click the
appointment. (If you are in Month view, you will see a Show more link instead of
separate appointment links; click Show more to view the Day view, then click the
appointment.) See Adding an Appointment for information about the appointment
record fields. When you are finished, click Save, Delete or Cancel as appropriate.
You are returned to the calendar where you started.
Tip: You can view a list of today's appointments on your Home page.
As a member of a team, you have full access to the calendars of other
team members who are sharing their calendar. Use the drop-down list
of team members to select the team member whose calendar you wish
to access.
Upon selecting a team member, the Today’s Appointments list and the
work area immediately update to display the calendar of the selected
team member.
Adding an Appointment
1. Click Calendar in the top navigation bar (if it's not already open), then click
Add Appointment.
2. Enter a subject (short description of the appointment). The subject, along
with location and contact (if assigned), will be shown on your calendar.
Use the Assign To drop-down list to select the team member
calendar to which the appointment will be added. You can assign
an appointment to any team member who is sharing their
calendar.
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Calendar
3. If applicable, select the contact involved in this appointment. Use the search
field to locate the appropriate contact. If you want to remove the assignment
of the contact to the appointment, scroll to the top of the contact list and
select "None".
Note: Appointments viewed on a mobile device include the contact name
appended to the subject line (e.g. subject *[contact name]*). This is
done to facilitate the attaching of contacts to appointments with
wireless synchronization. If possible, do not edit the subject line on
your mobile device, otherwise the subject may become incorrectly
formatted.
4. Enter the start and end time of the appointment and, if appropriate, select
the All Day Event check box.
5. If the appointment is recurring, select the Recurring check box and enter the
recurrence information.
6. If you want to receive a reminder for this appointment, select the Reminder
check box and indicate how many minutes, hours or days ahead of the
appointment you should receive the reminder.
Note: If you want to receive email reminders, you must have the email
reminders enabled in your user profile. If you are using wireless
synchronization, you will automatically receive the reminders on
your wireless device and no longer need to receive email reminders.
7. Select an option, in the Show time as field, to indicate how firm this
appointment is. This will help to identify if you might still be available during
this time.
8. Enter any additional notes about this appointment.
9. Click Save.
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Task List
Task List
Using the Task List
Use the Task List to add a task, view a list of all completed and incomplete tasks
(regardless of due date), or view details of a task.
Tip: You can view a list of tasks due today on your Home page. When you mark a
task as complete, it is removed from the list.
Click Task List in the top navigation bar.
To add a new task, click Add Task. See Adding a Task for information about the task
record fields.
The tasks are presented on two tabs: Incomplete Tasks and Completed Tasks.
Tasks that are overdue are shown in red.
If a task is associated with a contact, the contact name is included in the
Subject in the list views. To view the contact record, click
.
To view details of a task, click the subject link.
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Task List
Note: If a task is created from an activity plan (see About Activity Plans), the
activity plan name and the activity type are displayed beneath the subject. If
the Activity Type is Email or Letter, an icon will appear next to the activity
type. Click the icon if you wish to send the email or print the letter. Upon
clicking the icon, you have the option to update the task to Completed.
Note: If the Activity Type is Email and Auto-Send Email is selected, the email will
automatically be sent on the task due date and the task status will
automatically be updated to Completed.
To mark an individual task as complete when viewing the tasks list, click the
Complete link. The task is moved to the Completed Tasks tab.
To mark a task as complete when viewing the task details, change the
Status to "Completed" (or change the Complete % to "100").
To mark multiple tasks as completed, select the check box beside each task
you wish to mark as complete and click Mass Complete.
To delete a task, click . To delete multiple tasks, select the check box
beside each task you wish to delete and click Mass Delete.
To search for a task or tasks, click Search on either the Completed Tasks
or the Incomplete Tasks screen (the search filter is applied to both lists).
You can search by keyword and/or a range of task due dates. The keyword
search searches for the keyword anywhere in the task subject, as well as the
activity type for tasks created from activity plans. Your current search
criteria is always displayed above the list and the criteria remain applied
even if you leave the task list to work in another area of the program and
return later on. To remove your search criteria, simple click Search again
and click New Search.
Note: By default auto-send (drip) email tasks are hidden from your incomplete task
list. If you wish to view your outstanding drip email tasks, simply click Search
and uncheck Exclude drip emails.
To display a report of your outstanding tasks, click Print List on the
Incomplete Tasks list. Whatever search filter you may have applied to the list
using the Search is also applied to the Outstanding Tasks report. After
displaying the report, you can return to the Incomplete Tasks list by clicking
Return To Task List.
To help you organize your work schedule, IXACT Contact gives you the ability
to schedule your tasks in your calendar. To add an Incomplete task to your
calendar, click Add to Calendar. A new appointment record is created with
the appropriate information auto-populated from the task. You are prompted
to either delete or keep the corresponding task. (See Adding an Appointment
for information about creating an appointment.)
Note: When you create an appointment from a task, if you decide to keep the task
in your task list, the appointment and task are not linked. Any changes you
make to one will have no effect on the other.
As a member of a team, you have full access to the task lists of other
team members who are sharing their task list. Use the drop-down list of
team members to select the team member whose task list you wish to
access.
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Task List
Upon selecting a team member, the Today’s Tasks list and the work
area immediately update to display the task list of the selected team
member.
Adding a Task
To add a task:
1. In the left column, click Task List (if it's not already open), then click Add
Task.
2. Enter a subject (short description of the task). The subject, along with contact
(if assigned), will be shown in the various task lists.
3. Enter the task start and due dates if applicable.
Use the Assign To drop-down list to select the team member task
list to which the task will be added. You can assign a task to any
team member who is sharing their task list.
4. If you want to receive a reminder about this task, select the Reminder check
box and indicate when you want to receive the reminder.
Note: If you want to receive email reminders, you must have the email
reminders enabled in your user profile. If you are using wireless
synchronization, you will automatically receive the reminders on
your wireless device and no longer need to receive email reminders.
5. Some tasks may take a while for you to complete, or may be dependent on
others. To keep track, select the task Status, and enter the Complete %.
Note: The Status and Complete % fields are linked: if you enter "100",
the Status changes to "Complete" (and vice versa). Similarly, if you
enter "0", the Status changes to "Not Started", and if you enter a
number greater than "0" and less than "100", the Status changes to
"In Progress".
6. Select the Priority of this task.
7. If applicable, select the contact involved in this task. Use the search field to
locate the appropriate contact. If you want to remove the assignment of the
contact to the task, scroll to the top of the contact list and select "None".
Note: Tasks viewed on a mobile device include the contact name
appended to the subject line (e.g. subject *[contact name]*). This is
done to facilitate the attaching of contacts to tasks with wireless
synchronization. If possible, do not edit the subject line on your
mobile device, otherwise the subject may become incorrectly
formatted.
8. If the task is recurring, select the Recurring check box and enter the
recurrence information.
9. Add any other notes about the task.
10. Click Save.
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Activity Plans
Activity Plans
About Activity Plans
Use Activity Plans to schedule each step of your important contact relationships, as
well as the activities related to each of your Active Business listings.
IXACT Contact comes loaded with dozens of predefined plans for marketing to your
contacts and managing both your listing and closing activities.
Upon assigning an Activity Plan to a contact or listing, IXACT Contact automatically
creates a series of tasks with reminders that will tell you when to call a new contact,
send a prospecting email, or put up a sign for a new listing.
Each task is automatically assigned a due date based on when the plan is assigned,
or based on important dates such as a listing expiry date or closing date.
Setup Drip email campaigns by setting your email tasks to auto-send, so that your
emails are automatically sent out on the task due date.
Creating a Marketing Activity Plan
Marketing Activity Plans are plans that can be assigned to contacts.
To create a Marketing Activity Plan:
1. Click Activity Plans in the top navigation bar.
The Activity Plan list screen appears, listing the pre-loaded plans as well as
any plans you have created yourself.
2. In the Marketing Plans section of the list, click Create New Marketing Plan.
The Add a Marketing Activity Plan screen appears.
3. Enter the name and description of the plan.
4. If applicable, select the method of correspondence for the plan. You can
indicate whether the plan is to include a series of letters, emails or both
(Mixed).
Note: The setting of the method of correspondence will help you assign
the appropriate plan to a contact based on the contact’s preferred
method of correspondence.
5. To add a task to the plan, click Add Task.
6. Enter the task description, activity type, the days after the plan start date
that the task will be due, and whether you would like a reminder for the
task.
Note: To help you calculate the due days, click Use calendar to
calculate number of days from today.
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Activity Plans
The Assign To selection provides for the assignment of each task
to a member of your team. Each task can either be assigned to a
specific team member, or it can be assigned to the team member
who assigns the plan to a contact.
7. If the activity type is Email, indicate whether or not you want the email to
auto-send on the task due date.
8. If you do not want the task to be due on a Saturday or Sunday, indicate
whether you would like the task to be automatically moved to the previous or
next business day.
9. Enter any notes for the task.
10. If the activity type selected in Step 6 is either Letter or Email, select the
template at the bottom of the screen. Enter a keyword in the template name
and click Search to limit the list of templates to select from. Upon selecting
a template in the list, click Preview Content to view the contents of the
template and confirm that you have made the right selection.
Note: You can preview or edit emails and/or letters for existing activity
plans directly from the plan task list by clicking the Preview/Edit link
for each task in the list.
The From option provides for the selection of the team member
branding to be used for each email or letter task. Each email or letter
can use the branding of a specific team member, or it can use the
branding of the team member who assigns the plan to a contact.
11. Click Save.
12. Repeat steps 5 through 10 until you have created all the tasks for your
Activity Plan.
13. Click Save in the Add a Marketing Activity Plan screen.
Assigning an Activity Plan to a Contact
To assign a Marketing Activity Plan to a contact:
1. From the contact’s Keep In Touch tab, click Assign a New Activity Plan.
2. Enter the plan start / event date (defaults to the current date).
3. To search for the desired plan, select the method of correspondence from the
list and/or enter a keyword in the plan name and click Search Plans to limit
the list of plans to select from.
4. Click the check box next to the plan you wish to select and click Continue.
5. The next screen displays a list of the plan tasks and the due date
automatically assigned to each task. If necessary, prior to assigning the plan,
you can modify the automatically assigned date for each task, or remove the
check in the Include column to exclude the task altogether.
Note: At this point nothing has actually been assigned or created. If for
some reason you do not wish to assign the plan, click Cancel. If you
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Activity Plans
wish to assign a different plan or change the plan start date, click
the Back button and return to step 2.
Each task includes an Assign Task To drop-down list for the selection
of the team member to which each task is to be assigned. For email
and letter tasks, an additional Send From drop-down list provides for
the selection of which team member’s branding to use for the email or
letter. The default assignments are based on the set up of the activity
plan (See Creating a Marketing Activity Plan). There are also dropdown lists and Update buttons at the top of the page that allow you to
easily update the Assign Task To and/or Send From team member
selections for all activity plan tasks.
6. Click Assign Plan & Create Selected Tasks.
For information on viewing and completing activity plan tasks assigned to a contact,
see Viewing a Contact's Activities & History.
You can use List View to easily assign a Marketing Activity Plan to
multiple contacts at the same time.
Creating a Listing Activity Plan
Listing Activity Plans are plans that can be assigned to Active Business listings.
To create a Listing Activity Plan:
1. Click Activity Plans in the top navigation bar.
The Activity Plan list screen appears, listing the pre-loaded plans as well as
any plans you have created yourself.
2. In the Listing Plans section of the list, click Create New Listing Plan. The
Add a Listing Activity Plan screen appears.
3. Enter the name and description of the plan.
4. To add a task to the plan, click Add Task.
5. Enter the task description and activity type.
6. If the activity type is Email, indicate whether or not you want the email to
auto-send on the task due date.
7. Select the key listing date on which the task due date should be calculated,
and enter the days before or after this date that the task will be due.
Indicate whether you would like a reminder for the task.
Note: To help you calculate the due days, click Use calendar to
calculate number of days from today.
The Assign To selection provides for the assignment of each task
to a member of your team. Each task can either be assigned to a
specific team member, the team member who assigns the plan to
a listing, or the listing agent assigned to the listing.
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Activity Plans
8. If you do not want the task to be due on a Saturday or Sunday, indicate
whether you would like the task to be automatically moved to the previous or
next business day.
9. Indicate whether you would like the task description to be automatically
added to the listing service report upon completing the task.
10. Enter any notes for the task.
11. If the activity type selected in Step 6 is either Letter or Email, select the
template at the bottom of the screen. Enter a keyword in the template name
and click Search to limit the list of templates to select from. Upon selecting
a template in the list, click Preview Content to view the contents of the
template and confirm that you have made the right selection.
Note: You can preview emails and/or letters for existing activity plans by
clicking the Preview link for each task in the plan task list.
The From option provides for the selection of the team member
branding to be used for each email or letter task. Each email or
letter can use the branding of a specific team member, or it can use
the branding of the team member who assigns the plan to a listing.
12. Click Save.
13. Repeat steps 4 through 11 until you have created all the tasks for your
Activity Plan.
14. Click Save in the Add a Listing Activity Plan screen.
Creating a Closing Activity Plan
Closing Activity Plans are plans that can be assigned to Active Business listings.
To create a Closing Activity Plan:
1. Click Activity Plans in the top navigation bar.
The Activity Plan list screen appears, listing the pre-loaded plans as well as
any plans you have created yourself.
2. In the Closing Plans section of the list, click Create New Closing Plan. The
Add a Closing Activity Plan screen appears.
3. Enter the name and description of the plan.
4. To add a task to the plan, click Add Task.
5. Enter the task description and activity type.
6. If the activity type is Email, indicate whether or not you want the email to
auto-send on the task due date.
7. Select the key listing date on which the task due date should be calculated,
and enter the days before or after this date that the task will be due.
Indicate whether you would like a reminder for the task.
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Activity Plans
Note: To help you calculate the due days, click Use calendar to
calculate number of days from today.
The Assign To selection provides for the assignment of each task
to a member of your team. Each task can either be assigned to a
specific team member, the team member who assigns the plan to
a listing, the seller closing agent assigned to the listing, or the
buyer closing agent assigned to the listing.
8. If you do not want the task to be due on a Saturday or Sunday, indicate
whether you would like the task to be automatically moved to the previous or
next business day.
9. Indicate whether you would like the task description to be automatically
added to the listing service report upon completing the task.
10. Enter any notes for the task.
11. If the activity type selected in Step 6 is either Letter or Email, select the
template at the bottom of the screen. Enter a keyword in the template name
and click Search to limit the list of templates to select from. Upon selecting
a template in the list, click Preview Content to view the contents of the
template and confirm that you have made the right selection.
Note: You can preview emails and/or letters for existing activity plans by
clicking the Preview link for each task in the plan task list.
The From option provides for the selection of the team member
branding to be used for each email or letter task. Each email or
letter can use the branding of a specific team member, or it can use
the branding of the team member who assigns the plan to a listing.
12. Click Save.
13. Repeat steps 4 through 12 until you have created all the tasks for your
Activity Plan.
14. Click Save in the Add a Closing Activity Plan screen.
Assigning an Activity Plan to a Listing
To assign a Listing or Closing Activity Plan to an Active Business listing:
1. From the listing’s Activity Plans tab, click Assign a New Activity Plan.
2. Enter the plan start / event date (defaults to the current date).
3. Select whether to assign a Listing or Closing plan.
4. To search for the desired plan, select the method of correspondence from the
list and/or enter a keyword in the plan name and click Search Plans to limit
the list of plans to select from.
5. Click the check box next to the plan you wish to select and click Continue.
6. The next screen displays a list of the plan tasks and the due date
automatically assigned to each task. If necessary, prior to assigning the plan,
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Activity Plans
you can modify the automatically assigned date for each task, or remove the
check in the Include column to exclude the task altogether.
Note: If the Include box is unchecked and the due date is not
automatically assigned for a given task, this means that the date on
which task is based has not been entered for the listing. If you still
wish to create the task, simply select the desired due date and
check the Include box.
Note: At this point nothing has actually been assigned or created. If for
some reason you do not wish to assign the plan, click Cancel. If you
wish to assign a different plan or change the plan start date, click
Back and return to step 2.
Each task includes an Assign Task To drop-down list for the
selection of the team member to which each task is to be
assigned. For email and letter tasks, an additional Send From
drop-down list provides for the selection of the team member’s
branding to use for the email or letter. The default assignments
are based on the set up of the activity plan. The top of the page
includes drop-down lists and Update buttons to allow you to easily
update the Assign Task To and/or Send From team member
selections for all activity plan tasks.
7. If you are representing both the Seller and Buyer, indicate which party the
tasks are to be assigned to.
8. Click Assign Plan & Create Selected Tasks.
For information on viewing and completing activity plan tasks assigned to a listing,
see Viewing the Activities for a Listing.
Unassigning an Activity Plan
To unassign an activity plan, click Unassign plan and delete incomplete tasks
next to the plan in the activity plan list of the contact or listing. The plan is
unassigned and incomplete tasks are deleted. Completed tasks created from the plan
are not deleted and remain in the activity history.
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Keep In Touch
Keep In Touch
About Keep In Touch Events
Make sure you never miss an opportunity to connect with prospects and clients.
There are several types of Keep In Touch events:
Birthday event - This event can be applied to any contact for which you enter
a birthdate. See Defining the Birthday Event.
Move-In Anniversary event - This event can be applied to any contact for
which you have recorded a move-in date. See Defining the Move-In
Anniversary Event.
Keep in Touch Call event - This event lets you set up regular communications
with individual contacts. See Defining Keep in Touch Call Events.
"Global" events - e.g. monthly e-newsletters, seminars, BBQs, Golf Day, etc.
- these are available to all contacts, but you need to select the contacts. See
Creating a Global Keep in Touch Event.
Contact-specific events - these are regular events that only apply to one
contact, like a closing anniversary, annual fishing trip, etc. See Creating a
Contact-Specific Keep In Touch Event.
For each event, you can have IXACT Contact automatically create calendar entries,
reminders, and tasks, effectively creating a schedule that automatically prompts you
when letters, emails and other things need to be sent.
An event date can be added to your calendar or task list, and multiple tasks can also
be defined for the event. For example, a golf event could have tasks for booking the
course, booking the caterer, sending out the invitations, buying the prizes, etc. Each
of these tasks would be assigned a different due date based on a preset number of
days prior to the event.
Defining the Birthday Event
The birthday event can be applied to any main contact or spouse/partner with a birth
date. The birthday options for each contact default to the global birthday event but
can be changed for individual contacts in the Keep In Touch tab of the contact record
(see Viewing a Contact's Keep In Touch Events & Activity Plans).
You can determine whether and when to create calendar entries, reminders, and
tasks for the global birthday event.
To define the global birthday event:
1. Click Keep In Touch in the top navigation bar.
2. Click the Birthday link. The birthday event settings appear.
3. Indicate whether you want to include birthdays in your calendar and the
number of days prior to the birthday that you would like a reminder.
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Keep In Touch
Use the Assign To drop-down list to select the default team
member calendar in which birthday appointments will be created.
4. Indicate whether you want to create a task to buy a card and/or gift and the
number of days prior to the birthday that this task will be due. You can also
receive a reminder for this task and set the date and time of the reminder.
Use the Assign To drop-down list to select the default team
member task list in which the birthday tasks will be created.
5. Click Save.
Note: You can set a preference in the global Birthday event so that the event is
automatically activated for contacts with a birth date. This applies to both the
main contact birthday and the spouse/partner birthday.
Note: If you want to activate the birthday event for existing contacts with a birth
date for whom the event has not already been activated, also select the check
box that appears below. This is very useful if you are a new user who has
imported an existing contact list that includes a number of birthdays.
This option is only available to the Team Leader.
Defining the Move-In Anniversary Event
The move-in anniversary event can be applied to any contact with a move-in date
entered in the contact profile. The event options for each contact default to the
global move-in anniversary event but can be changed for individual contacts in the
Keep In Touch tab of the contact record (see Viewing a Contact's Keep In Touch
Events & Activity Plans).
You can determine whether and when to create calendar entries, reminders, and
tasks for the global move-in anniversary event.
To define the global move-in anniversary event:
1. Click Keep In Touch in the top navigation bar.
2. Click the Move-in Anniversary link. The move-in anniversary event settings
appear.
3. Indicate whether you want to include move-in anniversaries in your calendar
and the number of days prior to the anniversary that you would like a
reminder.
Use the Assign To drop-down list to select the default team
member calendar in which appointments will be created.
4. Indicate whether you want to create a task to buy a card and/or gift and the
number of days prior to the anniversary that this task will be due. You can
also receive a reminder for this task and set the date and time of the
reminder.
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Keep In Touch
Use the Assign To drop-down list to select the default team
member task list in which the tasks will be created.
5. Click Save.
Note: You can set a preference in the global move-in anniversary event so that the
event is automatically activated for contacts with a move-in date.
Note: If you want to activate the move-in anniversary event for existing contacts
with a move-in date for whom the event has not already been activated, also
select the check box that appears below.
This option is only available to the Team Leader.
Defining Keep in Touch Call Events
Keep In Touch call events allow you to easily set up regular communications with
your contacts. IXACT Contact comes pre-loaded with annual, quarterly, monthly,
and bi-weekly Keep In Touch call events. The event options for each contact default
to the global events but can be changed for individual contacts in the Keep In Touch
tab of the contact record (see Viewing a Contact's Keep In Touch Events & Activity
Plans).
You can determine whether and when to create calendar entries, reminders, and
tasks for each global event.
To define a global Keep In Touch call event:
1. Click Keep In Touch in the top navigation bar.
2. Click the name of the event in the global event list. The event settings
appear.
3. Indicate whether you want to include the event in your calendar and the
number of days prior to the event that you would like a reminder.
Use the Assign To drop-down list to select the default team
member calendar in which appointments will be created.
4. Indicate whether you want to create a task for the event and the number of
days prior to the event date that this task will be due. You can also receive a
reminder for this task and set the date and time of the reminder.
Use the Assign To drop-down list to select the default team
member task list in which the tasks will be created.
5. Click Save.
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Keep In Touch
Setting Up the Monthly e-Newsletter Event
IXACT Contact includes a professionally written and designed Monthly e-Newsletter
that you can schedule to be automatically sent to your contacts each month using a
global keep in touch event.
Note: For information about viewing or editing the current issue of your monthly eNewsletter, see Customizing the Current Monthly e-Newsletter Issue.
To set up your Monthly e-Newsletter global keep in touch event:
1. Click Keep In Touch in the top navigation bar.
The Global Keep In Touch Events screen appears, listing the Monthly eNewsletter event as well as any other global events that you have created.
2. Click the Monthly e-Newsletter link or click Configure. The Monthly eNewsletter settings appear.
3. Check the boxes next to the months that you wish to auto-send the eNewsletter.
4. Select the day of the month that you wish to auto-send each e-Newsletter.
You can either select a specific day each month between the 1st and the
25th, or select the first, second or third selected weekday of each month.
5. Indicate whether you want to have a calendar appointment automatically
created for the auto-send date for each selected month, and the number of
days prior to the date that you would like a reminder.
Use the drop-down list to select the team member calendar in
which the reminder appointment is to be created.
6. Select the time at which you wish to auto-send each e-Newsletter. You can
select a time between 4:00AM and 11:00PM.
Note: Although you can select the time at which you wish to send your eNewsletter, all e-Newsletter issues are submitted to the sending
queue at 12:00AM Eastern time on your auto-send day. Any
changes to your e-Newsletter content (i.e. subject, personal
message, email header or signature) or the contacts assigned
to receive it, must be made prior to 12:00AM Eastern time on
your auto-send day.
7. Set the default email subject. If desired, this can be overridden for each
issue.
8. Use the color picker drop-down to select the heading color for your eNewsletter design.
9. Indicate whether you would like to include your email header in the
personalized area of the e-Newsletter and, if so, select the email header type
you’d like to use.
Note: If you want to send Monthly e-Newsletter emails that are mobilefriendly, meaning they can be easily read on all devices including
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Keep In Touch
smartphones, select the Standard email header option. See Setting
Up Your Email Header for instructions on setting up your Standard
email header. You can still set up a Custom email header that you
can use for your other emails.
Use the From drop-down list to select the team member’s
branding to use for the e-newsletter. The branding includes the
email header and signature, as well as the sender email address.
10. Indicate whether you would like to include your signature in the personalized
area of the e-Newsletter. See Creating a Signature for Your Emails and
Letters for instructions on setting up your signature.
11. Choose whether you would like to include social media share buttons in your
e-Newsletters.
Note: Social media share buttons allow the recipients of your eNewsletters to share them via various social channels, allowing you
to increase their reach.
12. Select your options for automatically adding new contacts to your eNewsletter. There are separate options for manually entered contacts, new
contacts added via lead capture, and new contacts synchronized from your
mobile phone.
Note: The third option is only available if you have signed up for our
wireless synchronization service (see Wireless Synchronization).
13. IXACT Contact provides you with up to 2,500 free emails each
month. If you think you may not have enough mass emails available to send
your e-Newsletter in any given month, click the click here link to see your
options. You may choose to not send your emails and receive an email
notification which will prompt you to purchase the required emails and reschedule the auto-send day; or you can have the system automatically
purchase enough emails to send your e-Newsletter. If you choose to
automatically purchase emails, you can select a minimum number of emails
to purchase in order to take advantage of a lower cost per email. The email
pricing schedule is displayed on the page. Remember that your purchased
emails will never expire, and can be used to send any mass email.
14. Click the Choose contacts who are participating in the event link to
select the contacts who are to receive your e-Newsletter.
Note: After the event has been activated, individual contacts can also be
included or excluded in the Keep In Touch tab of the contact record
(see Viewing a Contact's Keep In Touch Events & Activity Plans). The
assigned contacts displayed in the global Keep In Touch event
screen always reflect the individual contact assignments.
15. Click Save.
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Keep In Touch
Creating a Global Keep In Touch Event
Global events are events that are available to all contacts.
To create a global Keep In Touch event:
1. Click Keep in Touch in the top navigation bar.
The Global Keep In Touch Events screen appears, listing the birthday event
as well as any other global events that you have created.
2. Click New Event. The Add a Keep In Touch Event screen appears.
3. Enter a name and description for the event.
4. Select the event date.
5. Select the All Day Event check box, if appropriate, otherwise enter the start
and end time of the event.
6. Indicate if this event should be included in your calendar and task list. If you
include the event in your task list, indicate whether you want a reminder and
when.
Use the Assign To drop-down lists for the calendar appointment
and the task to select the team member(s) to which the
appointment and task are to be assigned.
7. If this will be a recurring event, select the Recurring check box and enter the
recurrence pattern for the event. If you want the recurrence to end on a
specific date, select the event end date in the field to the right of the event
date.
8. If there are individual tasks that must be completed as part of this event,
click Add Event Task. Enter the name of the task, the number of days prior
to the event date it is due, and if a reminder is required. Click Save. Add as
many event tasks as required.
Note: Event tasks can only be entered for non-recurring events, or events
that recur on a yearly basis.
Use the Assign To drop-down list to select the team member to
which each task is to be assigned.
9. To select contacts who you want to include in this event, click Choose
contacts who are participating in this event.
Note: After an event has been created, individual contacts can also be
included or excluded in the Keep In Touch tab of the contact record
(see Viewing a Contact's Keep In Touch Events & Activity Plans). The
assigned contacts displayed in the global Keep In Touch event
screen always reflect the individual contact assignments. Contacts
can be included or excluded either from the event screen or from the
contact-specific Keep In Touch tab.
10. Click Save.
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Keep In Touch
Viewing a Contact's Keep In Touch Events & Activity Plans
The Keep In Touch tab in the contact record lists all global events (whether this
contact is assigned to them or not), the contact's birthday events, move-in
anniversary event, Keep In Touch call events, any contact-specific events, and any
activity plans assigned to the contact.
Note: The contact-specific Keep In Touch tab is used to manage contact-specific
events and plans, as well as the contact’s assignments to global Keep In Touch
events. The Keep In Touch button in the top navigation bar is used to create
and manage global Keep In Touch events (as well as the default settings for
the birthday events, move-in anniversary event, and Keep In Touch call
events). The Activity Plans button in the top navigation bar is used to create
Activity Plans.
To view details of a Keep In Touch event (global or contact-specific), click its
name link.
Select or clear the Include Contact in Event check box to cause the
contact to be included in (or excluded from) a global Keep In Touch event.
(This is linked to the contact selection in the Keep In Touch event details:
changes in one location are reflected in the other.)
Once a birth date is entered for a main contact or a spouse/partner, the
corresponding birthday event can then be activated for the contact by either
opening and saving the birthday event or by clicking Activate. The event
options default to the global birthday event but can be changed for the
contact by opening, modifying and saving a contact-specific birthday event.
Note: If you wish, you can set a preference in the global Birthday event is
automatically activated for contacts with a birth date. This applies to
both the main contact birthday and the spouse/partner birthday.
Once a move-in date is entered on a contact’s profile, the move-in
anniversary event can be activated for the contact by either opening and
saving the event or by clicking Activate. The event options default to the
global move-in anniversary event but can be changed for the contact by
opening, modifying and saving a contact-specific event.
Note: If you wish, you can set a preference in the global move-in
anniversary event so that the event is automatically activated for
contacts with a move-in date.
Any Keep In Touch call event can be activated for the contact by either
opening and saving the event or by clicking Activate. The event options
default to the corresponding global event but can be changed for the contact
by opening, modifying and saving a contact-specific event.
Note: For Keep In Touch call events, if you change the event options for a
contact, you must still click the Activate button after saving the
changes to the event in order to activate the event.
To create an event that only applies to this contact, click Create a New
Contact-Specific KIT Event. See Creating a Contact-Specific Keep In
Touch Event for information about creating a contact-specific event.
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Keep In Touch
To assign an activity plan to a contact, click Assign a New Activity Plan.
For more information, see Assigning an Activity Plan to a Contact. If you
want to unassign an activity plan, click Unassign plan and delete
incomplete tasks next to the plan in the list. The plan is unassigned and
incomplete tasks are deleted. Completed tasks created from the plan are not
deleted and remain in the contact’s activity history.
Creating a Contact-Specific Keep In Touch Event
To create a contact-specific Keep In Touch event:
1. From the contact’s Keep In Touch tab, click Create a New Contact-Specific
KIT Event.
2. Enter a name and description for the event.
3. Select the event date.
4. Select the All Day Event check box, if appropriate, otherwise enter the start
and end time of the event.
5. Indicate if this event should be included in your calendar and task list. If you
include the event in your task list, indicate whether you want a reminder and
when.
Use the Assign To drop-down lists for the calendar appointment
and the task to select the team member(s) to which the
appointment and task are to be assigned.
6. If this will be a recurring event, select the Recurring check box and enter the
recurrence pattern for the event. If you want the recurrence to end on a
specific date, select the event end date in the field to the right of the event
date.
7. If there are individual tasks that must be completed as part of this event,
click Add Event Task. Enter the name of the task, the number of days prior
to the event date it is due, and if a reminder is required. Click Save. Add as
many event tasks as required.
Note: Event tasks can only be entered for non-recurring events, or events that recur
on a yearly basis.
Use the Assign To drop-down list to select the team member to which
each task is to be assigned.
Managing Your Global Events
Click Keep In Touch in the top navigation bar.
The Global Keep In Touch Events screen appears, listing the birthday event, the
move-in anniversary event, the Keep In Touch call events, and any global events
that you have created.
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Keep In Touch
Changing the birthday event
Click the Birthday link. See Defining the Birthday Event.
Changing the move-in anniversary event
Click the Move-in Anniversary link. See Defining the Move-In Anniversary Event.
Changing a Keep In Touch Call event
Click the event name in the global event list. See Defining Keep in Touch Call Events.
Editing an event
Click the event's name link. See Creating a Global Keep In Touch Event for
information about the event fields. If you make changes to an event, you are
prompted to delete and recreate the calendar or task entries that may have already
been automatically created for the event. If you answer "Yes", any changes that
were made to the appointment or tasks directly in the calendar or task list will be
wiped out.
Sending a letter or email message about the event to the selected contacts
The Create Letter/Labels and Create Email links are only available for global
events (other than the Birthday event) to which at least one contact has been
assigned. (In addition, the Create Email link is only available if at least one of the
contacts assigned to the event has at least one email address entered and set to
receive mass emails.)
Click Create Letter/Labels or Create Email. For more information, see Creating a
Letter or Creating a Mass Email Message.
For letters and labels, all contacts assigned to the event are preselected for the mail
merge. If you wish, you can click the Modify Selection link to change these
selections.
For a mass email, all contacts assigned to the event that have at least one email
address entered, and are set to receive mass email, are preselected for the mass
email. If you wish, you can click the Modify Selection link to change these selections.
If you no longer need an event
Click Delete (to remove it permanently) or Deactivate (to keep it available for
future use but remove any calendar or task entries). Note that even if you choose to
delete an event, it is stored in the Recycle Bin so you can later restore it if needed.
An event is deactivated when it is deleted, so an event that is restored from the
recycle bin must be reactivated.
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Business Directory
Business Directory
Using the Business Directory
When clients know they can call you for help, they become more loyal. The Business
Directory is your list of professionals and companies: contractors, designers,
cleaners, florists, math tutors, furniture stores, appliance installers that you can
recommend when asked. In addition, these businesses will be more inclined to return
the favor and recommend you to their clients.
Each entry in the Business Directory must first be added as a contact, and then you
must define which of the contact's information should appear in the Directory. For
more information, see Adding a Contact and Adding a Contact to the Business
Directory.
Searching the Business Directory
To search the business directory:
1. Click Business Directory in the top navigation bar.
2. In the Search screen, enter any combination of keyword (searches Business
Type, Company Name, Description of Company Services, Notes, and Special
Promotion fields), Business Type, and/or City, and then click Search.
3. All matches are listed. If the listing includes a website, you can click the link
to go directly to the website. Alternatively, click the Contact Name link to
open the contact's Business Directory tab.
Note: After searching your business directory, you can click Print Directory to print
the Business Directory report with only your matches.
Adding a Contact to the Business Directory
If a contact provides a service that might be of interest to your other contacts, add
the contact to your Business Directory.
Note: The contact-specific Business Directory tab is used to include individual
contacts in your business directory and enter additional business directory
information. The Business Directory button in the top navigation bar is used to
search and return a list of all contacts that are included in your business
directory.
To add an existing contact to your Business Directory:
1. Open the contact record, and then click the Business Directory tab (not the
Business Directory button in the top navigation bar).
The information from the Work Details section of the Contact Profile tab is
shown on the Business Directory tab.
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Business Directory
Tip: Remember to assign a Business Type in the Work Details section of
the Contact Profile tab.
2. Select the Include in Business Directory check box at the top of the tab.
Tip: You can also select the Include in Business Directory check box in
the Work Details section of the Contact Profile tab.
3. Optionally, enter an alternate contact, a description of the company services,
notes, or any special promotions.
4. Click Save.
For information about searching or printing the Business Directory, see Using the
Business Directory.
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Reports
Reports
About Reports
IXACT Contact comes with a range of valuable pre-designed reports that help you
make better decisions about your marketing and business development.
Generating a report
To generate a report, click Reports in the top navigation bar.
The following reports are available. When you select one, you must define criteria,
e.g. select the contacts to report on, or a date range, etc.
SECTION
REPORT
DESCRIPTION
CLICK THE REPORT NAME LINK AND
THEN DEFINE THE CRITERIA AS
FOLLOWS:
Contact
Reports
Original
Source of
Contact
Card List
Contact card list
Select the contacts you want to
include, then click View Report
(see below).
Phone List
Contact phone
number list
Select the contacts you want to
include, then click View Report
(see below).
Mailing List
Contact mailing
address list
Select the contacts you want to
include, then click View Report
(see below).
Birthday List
Contact birthdays
by date
Enter the Start and End Date,
then click View Report (see
below).
Property
Purchase
Date
Anniversary
Report
List of property
purchase
anniversaries by
date
Enter the Start and End Date,
then click View Report (see
below).
Contacts
Who Do Not
Accept Mass
Emails
List of contacts set
to not receive
mass emails
Click View Report (see below).
Business
Directory
Business Directory
listing
Click View Report (see below).
Move In
Date
Anniversary
Report
List of contact
move in
anniversaries by
date
Enter the Start and End Date,
then click View Report (see
below).
Original
Source of
Contact
Summary of
contact sources by
date
Enter the Start and End Date,
then click View Report (see
below).
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Reports
SECTION
REPORT
DESCRIPTION
CLICK THE REPORT NAME LINK AND
THEN DEFINE THE CRITERIA AS
FOLLOWS:
Reports
Summary
Task &
Appointment
Reports
Active
Business
Reports
Referral
History
Contact referral
history by date
Enter the Start and End Date,
then click View Report (see
below).
Outstanding
Tasks
List of all
incomplete tasks
Click View Report (see below).
Appointment
Summary
Summary of
appointments by
date
Enter the Start and End Date,
then click View Report (see
below).
Active
Business
List of current
Active Business
listings
Click View Report (see below).
Active
Buyers
List of current
Active Buyers
Click View Report (see below).
Transaction
Summary
Active Business
Transaction
Summary
Enter the Start and End Date,
then click View Report (see
below).
Tip: To print a comprehensive overview of a single contact that includes all of the
contact’s profile information, as well as their complete contact history, open the
contact record and click Print Profile in the contact header.
The Outstanding Tasks and Appointment Summary reports allow for the
selection of the team member for the report. You can only generate the
Outstanding Tasks report for other team members if they are sharing
their task list. You can only generate the Appointment Summary report
for other team members if they are sharing their calendar.
The various Active Business Reports also allow for the selection of a
team member. If a team member is selected, the Active Business and
Transaction Summary reports only include listings to which the team
member is assigned as an agent. The Active Buyers report only includes
buyers for which the team member is assigned as the buyer agent.
Printing or exporting a report
When you click View Report, the report is displayed with the following toolbar:
To print a report, click the Print icon on the left.
To navigate through the pages of a multi-page report, use the controls in the
center of the toolbar.
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Reports
To open or save the report in PDF format, select Pdf from the drop-down list
on the right and click the Save icon. When the File Download screen
appears, click Open or Save.
To open or save the report in Excel format, select Xls from the drop-down list
on the right and click the Save icon. When the File Download screen
appears, click Open or Save.
To generate another report, click Back to Reports.
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Letters and Labels
Letters and Labels
About Letters and Labels
Sending letters to your prospects and clients has never been easier. With Letters and
Labels you just pick the appropriate margins for your own letterhead, write your
message, and then select the recipients from your contact list. Personalized letters
for each of your contacts are automatically created and ready to print on your
letterhead.
To get you started, IXACT Contact comes loaded with hundreds of pre-written letter
templates. You can either use the pre-loaded templates just as they are, modify
them to your needs, or create your own templates from scratch. For more
information, see Using Letter Templates.
Create mailing labels or envelopes for newsletters and other communications just as
easily - when you create a letter you can create labels or envelopes at the same time
for the selected contacts, or you can create labels or envelopes separately for a
different selection of contacts.
Best Practices for Communicating with Contacts
Before you create a mass email message or letter, be sure you have thought about
your contacts - is this something they really want to know, or just something you
want to tell them? Is this information best presented in email form, or would a more
formal letter be more appropriate?
Choose your recipients carefully - sending everything to everybody can fatigue the
relationship.
Be sure you have entered full mailing addresses for all contacts to whom you want to
send letters, and email addresses for those you want to include in email
communications.
For letters
Compose your letter with your reader in mind. Keep your message short and
to the point.
Be sure to preview the letter before printing it.
If your letter is likely to be sent again (for example, a yearly invitation to a
golf tournament), consider saving it as a template. You can then re-use it
again and again. For more information, see Using Letter Templates.
For emails
Compose your email with your reader in mind. Keep your message short and
to the point.
Develop an effective subject line, something that will grab your reader's
attention and make them want to open the message.
Send the email to yourself first to preview it. Be sure everything looks
perfect before sending the message to your contacts.
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Letters and Labels
If your message is likely to be sent again (for example, a notice about an
open house), consider saving it as a template. You can then re-use it again
and again. For more information, see Using Email Templates.
Creating a Letter
To create a letter:
1. Click Letters & Labels in the top navigation bar.
The Your Letters & Labels screen appears, showing three tabs: a Select
Letter Template tab that lists saved letter templates, a Create New Letter tab
that lets you create letters and letter templates, and a Create Labels tab that
lets you create labels.
2. If you want to use an existing letter template, click the template name link.
Templates are divided into predefined categories: Marketing, Listing,
Closing, Activity Plans and Other. You can search your templates by selecting
the category from the list at the top of the page, and/or by entering a
keyword and clicking Search. To create a new letter, simply click Create
New Letter.
3. Select the margin set that best fits your letterhead.
Note: To set your default letter margins to apply to all letters, see
Changing Your User Profile Settings. If none of the margin choices fit
your letterhead, please contact us and we will try to accommodate
your requirements.
4. Click Select Contacts to choose who you want to receive the letter (see
Selecting Contacts or List View).
Note: If you only want to include contacts whose preferred method of
correspondence is Letters, click the check box at the top of the
search screen.
5. Define the header settings (date, address, and salutation):

Choose whether to Include or Exclude the date in the letter header.

Choose whether to Include or Exclude the address and email/letter
salutations defined in each contact's profile.

Choose the font type and size of the letter header, which includes the
date and contact addresses and salutations. This can be different from
the font and size used for the body of the letter.
6. Enter the body of the letter using the formatting tools to change the way the
content looks. The wysiwyg ("what you see is what you get") content editor
provided for formatting the content has many of the same features as word
processor software like Microsoft Word, including a spell checker. If you're
not sure what a tool does, hover over the buttons with your mouse and the
name of the function will appear. Experiment to get the look you want.
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Letters and Labels
7. Choose whether to Include or Exclude your signature at the bottom of the
letter. (For instructions on how to set up your signature, see Creating a
Signature for Your Emails and Letters.)
Use the From drop-down list to select which team member’s
signature you want to use for the letter.
8. By default, an entry will be added to the Contact History tab of each contact
that you send this letter to. A description of the letter is required below in
order to record these entries. If you do not want to do this, select "No" next
to Record in Contact History log for each selected contact.
9. If you want to create labels or envelopes for each contact, select the Print
labels or envelopes check box and select the appropriate label or envelope
type from the list. If you are using a partially used label sheet, you can select
the row and column to start printing at, so that you do not waste labels.
Note: The envelope choices are optimized for number 10 envelopes and
should work with most modern printers, whether left, right or center
justified.
10. Click Preview Letter to see how the letter will look before printing it.
11. Make any changes necessary (and preview again if you want to). When you
are satisfied with your letter:

If you want to save this letter to use again in the future, click Save
Letter as Template. Everything is saved except the selected contacts.
For more information, see Using Letter Templates.
The signature From team member selection is not saved
with letter templates.

When you are ready to send the letter to the selected contacts, make
sure you have sufficient letterhead in your printer and click Print Mail
Merged PDF Letter. If Print labels or envelopes is selected, a new
screen will open with buttons for printing the letters and
labels/envelopes.
Creating Labels or Envelopes
You can create labels or envelopes when you create a letter (see Creating a Letter),
or you can create labels or envelopes separately for a different selection of contacts,
as described below.
To create labels/envelopes separately from creating a letter:
1. Click Letters & Labels in the top navigation bar.
The Your Letters & Labels screen appears, showing three tabs: a Select
Letter Template tab that lists saved letter templates, a Create New Letter tab
that lets you create letters and letter templates, and a Create
Labels/Envelopes tab that lets you create labels or envelopes.
2. Click Create Labels/Envelopes.
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Letters and Labels
3. On the Create Labels/Envelopes tab, select the appropriate label or envelope
format. If you are using a partially used label sheet, you can select the row
and column to start printing at, so that you do not waste labels.
Note: The envelope choices are optimized for number 10 envelopes and
should work with most modern printers, whether left, right or center
justified.
Note: When printing envelopes you have the option to print your return
address in the top left corner of each envelope.
4. Click Select Contacts to choose the contacts you want to create labels for
(see Selecting Contacts or List View).
Note: If you only want to include contacts whose preferred method of
correspondence is Letters, click the check box at the top of the
search screen.
5. Make sure you have the sufficient label sheets in your printer and click Print
Mail Merged Labels.
Note: If your jurisdiction requires you to include ‘Or Current Resident’ below the
name on each label or envelope, be sure to select the check box below Select
Contacts before printing.
Using Letter Templates
Creating a letter template
To create a letter template:
1. Create a letter as described in Creating a Letter, but write it in a generic way,
so it can be reused.
Note: If you are also going to print this letter now, select the contacts to
send it to. If you are only creating a template for future use, you do
not need to select the contacts. Each time you create a letter based
on a template you must select the contacts at that time.
2. When the letter is complete, preview it and then click Save Letter as
Template.
3. You are prompted to enter a name and select from one of the predefined
categories (Marketing, Listing, Closing, Activity Plans and Other) for the
template. In order to more easily identify what the template contains when
you are viewing the list of templates, you should also enter a description.
4. Click Save. Everything is saved except the selected contacts.
All team members share the same set of letter templates. The
signature From team member selection is not saved with letter
templates.
5. The letter remains open. If you want to print this letter now for the selected
contacts, click Print Mail Merged PDF Letter. Otherwise, click Cancel.
Your new template is listed on the Letters & Labels tab.
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Letters and Labels
Updating or copying a template
To update a template, or copy an existing template:
1. In the Letters & Labels tab, click the name link of the template you want to
update or copy.
2. Make the changes as required, and then click Save Letter as Template.
3. To update the template, click Save without changing the name.
To create a new template, change the name, category and description where
required, then click Save.
Creating a letter based on a template
To create a letter based on a template:
1. In the Select Letter Template tab, click the name link of the template you
want to use. Templates are divided into predefined categories: Marketing,
Listing, Closing, Activity Plans and Other. You can search your templates by
selecting the category from the list at the top of the page, and/or by entering
a keyword and clicking Search.
2. The letter opens in the Create New Letter tab.
3. Select the contacts to send the letter to.
4. Make any other changes as required. Note that this does not affect the
template, which is just a starting point.
Use the From drop-down list to select which team member’s
signature you want to use for the letter.
5. If you want to update or copy the template, click Save Letter as Template.
To update the template, click Save without changing the name. To create a
new template, change the name, category and description as required, then
click Save.
6. Complete as described in Creating a Letter.
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Active Business
Active Business
About Active Business
Active Business helps you stay on top of active listings and buyers. For each property
listing you can include details about the property, record closing dates and details
about an offer, track commissions, schedule reminders for critical dates, track
related parties and showings, and upload and store important documents.
Substantiate your value by tracking the work you do to sell a property (or to find a
property for an active buyer) and presenting the contact with a report detailing your
work.
To get the most out of Active Business, you will want to:
Record properties your contacts currently own
Identify contacts as active buyers
Create listings
Record and report the work you have done
Record property sales
Identify related parties
Record showings
Upload and store listing-related documents
Update a listing's status after a sale
Viewing All Active Business Listings and Active Buyers
Click Active Business in the top navigation bar.
The List of Active Business shows three sections. The Active Business section
includes all Active, Sold, and Pending listings. The Active Buyers section includes all
of your contacts who are actively looking for a property (the Active Buyer setting is
selected in the Properties tab of their contact record). The Business History section
includes all Closed, Canceled, Expired, and Withdrawn listings.
Note: The Active Business listings and Active Buyers are also available on your
Home page for quick reference.
If I want to remove a listing, should I delete it or change its status to
Canceled or Withdrawn?
If you created a listing in error, or were experimenting with the system and
created test data, you can delete a listing from the Active Business list.
Deleted listings are sent to the Recycle Bin, where they can be later restored
if necessary.
If a listing is real and you want to properly track and build a history, you
should change its status instead.
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Active Business
Identifying a Contact as an Active Buyer
If a contact is actively looking for a new property, mark them as an Active Buyer on
their Properties tab. Active buyers are included on the Active Business list and on
your Home page.
Note: This is different from identifying the Contact Type as a Prospect (on the
Contact Profile tab), which is only used to filter contacts for reports and
searches.
To set a contact as an Active Buyer:
1. On the contact's Properties tab, in the Buying Preferences section, select This
contact is an Active Buyer check box.
Use the drop-down list to select the Buyer Agent from a list of
team members.
2. If you have a Buyer Agency agreement, enter the expiry date. Indicate
whether you want the expiry date to appear in your calendar and whether
you want to receive a reminder.
The buyer agency expiry date appointment is automatically
created in the calendar of the selected buyer agent. If you wish,
you can also add the appointment to the calendar of another team
member by selecting a second team member from the drop-down
list to the right of the buyer agent.
3. Complete as many of the contact's preferences as you are able, particularly
the Building Type and Price Range, which will be shown on the Active
Business list and Home page so you can see at a glance if a property you
learn about might be of interest to a contact.
4. Click Save.
Note: When this contact buys a property, the This contact is an Active Buyer
check box is automatically cleared when the property listing status is changed
to "Closed". For more information, see Recording a Property Sale.
Creating a Listing
Note: Before you can create a listing for a property, you must add the property to
their contact record - see Keeping Track of a Contact's Properties.
To create a listing:
1. On the contact's Properties tab, in the Properties Summary section, click
Create Listing beside the property for sale. (There will not be a Create
Listing link if this property status is "Once Owned". If the property is already
listed in Active Business, there will be a View Listing link that you can click
to open the listing directly from the properties summary list.) The Add Active
Business screen appears.
2. Enter the Asking Price, and the Listing Start and Expiry dates.
Use the drop-down list to select the Listing Agent from a list of
team members.
3. Indicate whether you want the listing expiry date to appear in your calendar
and whether you want to receive a reminder.
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Active Business
The listing expiry date appointment is automatically created in the
calendar of the selected listing agent. If you wish, you can also
add the appointment to the calendar of another team member by
selecting a second team member from the drop-down list to the
right of the listing start date.
4. Complete as many of the remaining fields as you wish.
Note: If you enter the commission percentages, the commission amounts
are automatically calculated based on the asking price. Alternatively,
you can enter the commission amounts directly.
5. The property information below the Create Listing section comes directly
from the contact’s property record; any changes entered here are reflected
in the contact’s property record.
6. Click Save. The property listing is added to the Active Business list.
Recording and Reporting Your Work
Sometimes a contact doesn't realize how much work you do for them. It's easy to
track your listing-related activities and give them a Service Report.
To track your work:
1. Click Active Business in the top navigation bar.
2. Click Add Notes beside the listing (or active buyer). (Any previous notes are
displayed in the bottom half of the screen -- use the Edit or Delete links to
modify or delete previously entered notes for the listing.)
3. Uncheck the box if you do not you wish to display the note on the Service or
Summary Report.
4. Change the date and time, if necessary, and enter the text of your note.
5. Click Save.
6. Enter another note, or click Close.
To create a report of the listing information along with all notes entered, click
Service Report beside the listing.
To create a report for the active buyer of all the notes entered, click Summary
Report beside the buyer.
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Active Business
Recording a Property Sale
If you are representing the buyer
When a contact has made an offer on a property, you can create a listing for it that
includes information about the sale.
To create a listing to record a property sale (representing buyer):
1. In the Properties Summary section of the contact's Properties tab, or in the
Active Business screen Active Buyer list, click Buy Property. The screen
changes to the Active Business - Create Listing screen.
2. Indicate the property listing Status, Asking and Selling Price, Buying
Commission, Offer Accepted Date, Closing Date, Move In Date, and
the property Address. Complete as many of the other fields as you wish.
Use the drop-down to select the Buyer Closing Agent from a list of
team members.
Note: If you enter the commission percentages, the commission amounts
are automatically calculated based on the selling price. Alternatively,
you can enter the commission amounts directly.
Note: You can enter additional key dates that are not explicitly defined
under the Other Key Dates section on the page. Simply click the
Add Key Date link and enter the date details including whether you
want to include it in your calendar, and click Add. Click the Edit link
next to a date in order to update the date details, or click the
Delete link to remove a date.
3. Indicate whether you want each key date to appear in your calendar and
whether you want to receive a reminder.
Each key date appointment is automatically created in the
calendar of the buyer closing agent. If you wish, you can also add
each appointment to the calendar of another team member by
selecting the team member from the drop-down list to the right of
the listing start date.
For each other key date set to include in calendar, use the Assign
To drop-down list to select the team member calendar in which
you wish to create the appointment. These appointments are also
added to the calendar of the team member selected to the right of
the listing start date.
4. Click Save. The property listing is added to the Active Business list and the
contact's Properties tab with a status of "Buying".
For information about updating this listing, see Updating a Listing's Status after a
Sale.
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Active Business
If you are representing the seller
To update a listing to record a property sale (representing seller):
1. In the Active Business list (or Home page), click the address link of the
property listing.
2. Change the property listing Status as appropriate.
3. Enter the Selling Price, Selling Commission, Offer Accepted Date, and
Closing Date. Complete as many of the other fields as you wish.
Note: If you enter the commission percentages, the commission amounts
are automatically calculated based on the selling price. Alternatively,
you can enter the commission amounts directly.
Note: The # Days on Market is calculated based on the Start Date and
Conditions Waived Date (or Offer Accepted Date if the
Conditions Waived Date is not entered).
Note: You can enter additional key dates that are not explicitly defined
under the Other Key Dates section on the page. Simply click the
Add Key Date link and enter the date details including whether you
want to include it in your calendar, and click Add. Click the Edit link
next to a date in order to update the date details, or click the
Delete link to remove a date.
Use the drop-down list for the selection of the Seller Closing Agent
from a list of team members.
Each key date appointment is automatically created in the
calendar of the seller closing agent. If you wish, you can also add
each appointment to the calendar of another team member by
selecting the team member from the drop-down list to the right of
the listing start date.
For each other key date set to include in calendar, use the Assign
To drop-down list to select the team member calendar in which
you wish to create the appointment. These appointments are also
added to the calendar of the team member selected to the right of
the listing start date.
4. Click Save.
For information about updating this listing, see Updating a Listing's Status after a
Sale.
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Active Business
If you are representing both
To create a listing to record a property sale (representing buyer and seller):
1. In the Active Business list (or Home page), click the address link of the
property listing.
2. When the property listing Status is changed to "Sold" or "Pending", change
the Agent Representing to "Both".
3. Click Select Buyer to select the contact record of the buyer. The buyer must
exist in your contact list.
4. Enter the Selling Price, Selling Commission, Buying Commission, Offer
Accepted Date, Closing Date, and Move In Date. Complete as many of
the other fields as you wish.
Note: If you enter the commission percentages, the commission amounts
are automatically calculated based on the selling price. Alternatively,
you can enter the commission amounts directly.
Note: You can enter additional key dates that are not explicitly defined
under the Other Key Dates section on the page. Simply click the
Add Key Date link and enter the date details including whether you
want to include it in your calendar, and click Add. Click the Edit link
next to a date in order to update the date details, or click the
Delete link to remove a date.
Use the drop-down lists to select the Seller Closing Agent and
Buyer Closing Agent from a list of team members.
Each key date appointment is automatically created in the
calendars of both the seller closing agent and the buyer closing
agent. If you wish, you can also add each appointment to the
calendar of another team member by selecting the team member
from the drop-down list to the right of the listing start date.
For each other key date set to include in calendar, use the Assign
To drop-down list to select the team member calendar in which
you wish to create the appointment. These appointments are also
added to the calendar of the team member selected to the right of
the listing start date.
5. Click Save. The property is added to the buyer's contact Properties tab with a
status of "Buying". The listing appears twice in the Active Business list,
once under the seller's name and once under the buyer's name. The two
entries in the Active Business list represent the same listing. You can open
either entry to update the listing.
For information about updating this listing, see Updating a Listing's Status after a
Sale.
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Active Business
Identifying Related Parties
To enter the related parties involved in a sale, including other agents, home
inspectors, mortgage brokers, etc.:
1. From the listing’s Related Parties tab, click Add Related Party.
2. Select the contact.
If the related party is in your contact list but has not been set as a
Frequently Used Related Party, click the Select link and find and select the
contact.
If the related party is not in your contact list, select Add Related Party not
in Contact List and enter the contact details. If you wish to add the contact
to your contact list on-the-fly, simply select the Add to Contacts check box
and indicate whether this is a Frequently Used Related Party.
If the related party is in your contact list and set as a Frequent Used Related
Party, you can select them from this list.
3. Select the Role.
Note: The Role list is the same list as your Business Type list. To add new
roles, click Modify List.
Note: If you select a contact from the list of Frequently Used Related
Parties, the Role defaults to the Business Type of the selected
contact.
4. Click Save.
If a related party is in your contact list, you can click the name in the list to go
directly to the contact record.
To edit a related party, click the Edit link next to the name.
To delete a related party, click the Delete link next to the name. If the related party
is in your contact list, the contact record is NOT deleted.
Recording Showings
To record information on property showings:
1. From the listing’s Showings tab, click Add Showing.
2. Select the Type of showing.
Note: To manage the list of showing types, click Modify List.
3. Select the Showing Agent.
If the showing agent is not in your contact list, enter the contact details. If
you wish to add the contact to your contact list on-the-fly, simply select the
Add to Contacts check box.
If you are the showing agent, simply select Me.
If the showing agent is in your contact list, select Select from Contact List,
click the Select link and find and select the contact.\
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Active Business
The Me option is replaced by a drop-down list for the selection of
a team member.
4. Select the date and time of the showing.
5. Enter any showing details.
6. Click Save.
If the showing agent is in your contact list, you can click the name in the list to go
directly to the contact record.
To edit a showing record, click the Edit link next to the name.
To delete a showing record, click the Delete link next to the name. If the agent is in
your contact list, the contact record is NOT deleted.
Uploading Documents Related to a Listing
To upload and store important documents related to a listing:
1. From the listing’s Documents tab, click Add Document.
2. Click Browse… to select the file from your computer.
Note: Files cannot be larger than 10MB each. Click the Accepted File
Types link in order to see a list of file extension types that you can
upload.
3. Select the File Type from the list.
Note: To manage the list of file types, click Modify List.
4. Enter a description of the file.
5. Click Save.
To open or download the file to your computer, click the file name in the list.
To edit a file details, click the Edit link next to the file name.
To delete a file, click the Delete link next to the file name.
Note: It is very important that you maintain and backup a copy of all uploaded
documents on your own computer.
If you delete a listing, all related uploaded documents are also deleted.
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Active Business
Updating a Listing's Status after a Sale
To update a property listing, in the Active Business list (or Home page) click the
address link of the property listing.
If you are representing the buyer
When the listing status changes to:
"Closed" - the ownership status on the contact's Properties tab changes from
"Buying" to "Own", and the buyer's Active Buyer setting is cleared (in the
Buying Preferences tab). In the property record, the Purchase Date, Move
In Date, and Purchase Price are updated to reflect the Closing Date,
Move In Date, and Sale Price from the listing. You are also asked if you
want the buyer’s home address and move-in date updated to reflect the
purchased property. If you do not because the buyer is not moving in until a
later date, remember to set a Move In Date reminder and to change the
buyer’s home address information on the move in date.
"Canceled", "Expired", or "Withdrawn" - the listing property is removed from
the buyer's Properties tab.
For any of these statuses, the listing is removed from the Active Business list and
recorded in the contact's business history.
If you are representing the seller
When the listing status changes to:
"Closed" - the ownership status on the contact's Properties tab changes from
"Own" to "Once Owned". If this was the contact's primary residence, that
setting is cleared. In the property record, the Sale Date and Sale Price are
updated to reflect the Closing Date and Sale Price from the listing.
"Canceled", "Expired", or "Withdrawn" - the listing is removed from the
Active Business list.
For any of these statuses, the listing is recorded in the contact's business history.
If you are representing both
When the listing status changes to "Closed":
Seller - the ownership status on the contact Properties tab changes from
"Own" to "Once Owned". If this was the seller's primary residence, that
setting is cleared. In the property record, the Sale Date and Sale Price are
updated to reflect the Closing Date and Sale Price from the listing.
Buyer - the ownership status on the contact Properties tab changes from
"Buying" to "Own", the buyer's Active Buyer setting is cleared, and on the
property record, the Purchase Date, Move In Date, and Purchase Price
are updated to reflect the Closing Date, Move In Date, and Sale Price
from the listing. You are also asked if you want the buyer’s home address
and move-in date updated to reflect the purchased property. If you do not
because the buyer is not moving in until a later date, remember to set a
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Active Business
Move In Date reminder and to change the buyer’s home address information
on the move in date.
The listing is removed from the Active Business list.
If the listing status is changed to "Canceled", "Expired", or "Withdrawn", the listing is
removed from the Active Business list and the listing property is removed from the
buyer's Properties tab.
For any of these status changes, the listing is recorded in both contact's business
history.
If a sale falls through
A listing can be changed from "Sold" back to "Active". As a result:
All selling fields are removed.
If the Agent Representing is "Both", it is changed back to "Seller", the link
to the buyer contact is removed, and the property record is removed from
the buyer contact's Properties tab.
Assigning an Activity Plan to a Listing
To assign a Listing or Closing Activity Plan to an Active Business listing:
1. From the listing’s Activity Plans tab, click Assign a New Activity Plan.
2. Enter the plan start / event date (defaults to the current date).
3. Select whether to assign a Listing or Closing plan.
4. To search for the desired plan, select the method of correspondence from the
list and/or enter a keyword in the plan name and click Search Plans to limit
the list of plans to select from.
5. Click the check box next to the plan you wish to select and click Continue.
6. The next screen displays a list of the plan tasks and the due date
automatically assigned to each task. If necessary, prior to assigning the plan,
you can modify the automatically assigned date for each task, or remove the
check in the Include column to exclude the task altogether.
Note: If the Include box is unchecked and the due date is not
automatically assigned for a given task, this means that the date on
which task is based has not been entered for the listing. If you still
wish to create the task, simply select the desired due date and
check the Include box.
Note: At this point nothing has actually been assigned or created. If for
some reason you do not wish to assign the plan, click Cancel. If you
wish to assign a different plan or change the plan start date, click
Back and return to step 2.
Each task includes an Assign Task To drop-down list for the
selection of the team member to which each task is to be
assigned. For email and letter tasks, an additional Send From
drop-down list provides for the selection of the team member’s
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branding to use for the email or letter. The default assignments
are based on the set up of the activity plan. The top of the page
includes drop-down lists and Update buttons to allow you to easily
update the Assign Task To and/or Send From team member
selections for all activity plan tasks.
7. If you are representing both the Seller and Buyer, indicate which party the
tasks are to be assigned to.
8. Click Assign Plan & Create Selected Tasks.
For information on viewing and completing activity plan tasks assigned to a listing,
see Viewing the Activities for a Listing.
Viewing the Activities for a Listing
The Activity Plans tab lists all plans that have been assigned to the listing. If you
want to unassign a plan, click Unassign plan and delete incomplete tasks next
to the plan in the list. The plan is unassigned and incomplete tasks are deleted.
Completed tasks created from the plan are not deleted and remain in the listing’s
Completed Activities list.
The Incomplete Activities tab displays all incomplete tasks, as well as all upcoming
key dates for the listing that you have included in your calendar, such as the listing
expiry date or closing date.
Note: If a task is created from an activity plan (see About Activity Plans) the activity
plan name and the activity type are included in the list. If the activity type is
Email or Letter, an icon will appear next to the due date. Click the icon if you
wish to send the email or print the letter. Upon clicking the icon, you have the
option to update the task to Completed.
The Completed Activities tab displays all completed tasks as well as all past key
dates for the listing that you have included in your calendar.
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Mass Email
Mass Email
About Mass Email
Sending emails to your prospects and clients has never been easier. With our Mass
Email feature, simply compose your message, add an attachment if required, and
then select the recipients from your contact list. Personalized emails are
automatically created and emailed to each of your contacts.
To get you started, IXACT Contact comes loaded with hundreds of pre-written email
templates. You can either use the pre-loaded templates just as they are, modify
them to your needs, or create your own templates from scratch. For more
information, see Using Email Templates.
Best Practices for Communicating with Contacts
Before you create a mass email message or letter, be sure you have thought about
your contacts - is this something they really want to know, or just something you
want to tell them? Is this information best presented in email form, or would a more
formal letter be more appropriate?
Choose your recipients carefully - sending everything to everybody can fatigue the
relationship.
Be sure you have entered full mailing addresses for all contacts to whom you want to
send letters, and email addresses for those you want to include in email
communications.
For letters
Compose your letter with your reader in mind. Keep your message short and
to the point.
Be sure to preview the letter before printing it.
If your letter is likely to be sent again (for example, a yearly invitation to a
golf tournament), consider saving it as a template. You can then re-use it
again and again. For more information, see Using Letter Templates.
For emails
Compose your email with your reader in mind. Keep your message short and
to the point.
Develop an effective subject line, something that will grab your reader's
attention and make them want to open the message.
Send the email to yourself first to preview it. Be sure everything looks
perfect before sending the message to your contacts.
If your message is likely to be sent again (for example, a notice about an
open house), consider saving it as a template. You can then re-use it again
and again. For more information, see Using Email Templates.
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Creating a Mass Email Message
To create an email message:
1. Click Mass Email in the top navigation bar.
The Your Mass Emails screen appears, showing two tabs: a Select Email
Template tab that lists saved email templates, and a Create New Email tab
that lets you create email messages and templates. If you want to use an
existing email template, click the template name link. Templates are divided
into predefined categories: Marketing, Listing, Closing and Other. You can
search your templates by selecting the category from the list at the top of
the page, and/or by entering a keyword and clicking Search. To create a
new email, simply click Create New Email.
2. Click Select Contacts to choose who you want to receive the email message
(see Selecting Contacts or List View).
Note: If you only want to include contacts whose preferred method of
correspondence is Email, click the check box at the top of the search
screen.
Note: The list only includes contacts that have at least one email address
flagged as Send Mass Email and, by default, only contacts who
have Accepts Mass Emails selected. If you want to include
contacts who do not accept mass emails, check the Include
Contacts set to NOT Accept Mass Emails box. Upon sending the
email, you will be presented with a list of the selected contacts that
do not accept mass emails and a warning about sending mass
emails to these contacts. You can either reselect the recipients or
send the emails anyway. Please ensure that you are not sending
email messages that violate any laws and/or regulations
pertaining to junk email, spam or unsolicited email.
Note: All mass emails include an Unsubscribe link. If the recipient clicks
the link, their contact record Accepts Mass Emails setting will be
automatically updated to "No". By default, the contact will not be
included for future mass emails.
3. Enter a compelling Subject line.
4. Choose whether to Include or Exclude your email header. (For instructions
on how to set up your personal email header, see Setting Up Your Email
Header.)
Use the From drop-down list to select the team member branding
to use for the email. The branding includes the email header,
signature and the From email address.
5. Choose whether to Include or Exclude the letter salutations defined in each
contact's profile. Including letter salutations means your email messages will
begin as a letter does, for example, "Dear Mary". This choice is a matter of
personal style.
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6. Choose the font type and size of the salutations. This can be different from
the font and size used for the body of the email.
7. Enter the body content of your message using the formatting tools to change
the way the content looks. The wysiwyg ("what you see is what you get")
content editor provided for formatting the content has many of the same
features as word processor software like Microsoft Word, including a spell
checker. If you're not sure what a tool does, hover over the buttons with
your mouse and the name of the function will appear. Experiment to get the
look you want. Remember that, depending on the email system a contact
uses, they may or may not be able to see this formatting.
8. Choose whether to Include or Exclude your signature at the bottom of the
email. (For instructions on how to set up your signature, see Creating a
Signature for Your Emails and Letters.)
9. Choose whether to Include or Exclude social media share buttons in your
email.
Note: Social media share buttons allow the recipients of your email to
share it via various social channels, allowing you to increase its
reach.
10. If you wish to include an attachment, click Upload Attachment then, in the
popup screen, click Browse… to select the file from your computer, then
click Upload. File attachments cannot be larger than 5MB.
Note: For email deliverability reasons, attachments are not actually sent
with your emails. The attachment file is stored on the IXACT Contact
servers and a hyperlink to the file is included in the email. Recipients
of the email will click on the hyperlink in order to download and open
the file. The file is stored on our servers for 60 days after the email
is sent.
Please preview the email to see how attachments are included in the
body of the email and write the body content accordingly to refer to
the attachment hyperlink.
Attachments sent in this manner dramatically decreases the chances
of your emails going to junk mail and therefore significantly
increases the chances of your contacts receiving and opening your
email communications.
11. By default, an entry will be added to the Contact History tab of each contact
that you sent this email to. If you do not want to do this, select "No" next to
Add an entry in the contact log.
12. Choose whether you wish to send your email now, or, if you would like to
send in the future, select Schedule At and choose the desired date and
time.
Note: If you schedule an email, you can cancel it prior to the scheduled
time by clicking the Cancel link in the Pending Scheduled Campaigns
list in Email Campaign Reporting.
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13. Click Send Preview To send the message to yourself first (change the email
address for the preview if desired; this does not change your User ID for
signing in to IXACT Contact).
14. Check your email inbox to see how the message will look to your other
recipients.
15. Make any changes necessary (and preview again if you want to). When you
are satisfied with your message:

If you want to save this message to use again in the future, click Save
Email as Template. Everything is saved except the selected contacts
and the attachment. For more information, see Using Email Templates.

When you are ready to send the message to the selected contacts, click
Send.
Note: You will receive a confirmation email once your emails have been queued to
be sent to your contacts.
Using Email Templates
Creating an email template
To create an email template:
1. Create an email message as described in Creating a Mass Email Message, but
write it in a generic way, so it can be reused.
Note: If you are also going to send this message now, select the contacts
to send it to. If you are only creating a template for future use, you
do not need to select the contacts. Each time you create a message
based on a template you must select the contacts at that time.
2. When the message is complete, preview it and then click Save Email as
Template.
3. You are prompted to enter a name and select from one of the predefined
categories (Marketing, Listing, Closing and Other) for the template. In order
to more easily identify what the template contains when you are viewing the
list of templates, you should also enter a description.
4. Click Save. Everything is saved except the selected contacts and the
attachment if included.
All team members share the same set of email templates. The
From (team member branding) selection is not saved with email
templates.
5. The email message remains open. If you want to send this message now to
the selected contacts, click Send. Otherwise, click Cancel.
Your new template is listed in the Mass Emails tab.
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Updating or copying a template
To update or copy an email template:
1. On the Mass Emails tab, click the name link of the template you want to
update or copy.
2. Make the changes as required, and then click Save Email as Template.
3. To update the template, click Save without changing the name. To create a
new template, change the name, category and description as required, then
click Save.
Creating a message based on a template
To create an email message from a template:
1. In the Mass Emails tab, click the name link of the template you want to use.
Templates are divided into predefined categories: Marketing, Listing, Closing
and Other. You can search your templates by selecting the category from the
list at the top of the page, and/or by entering a keyword and clicking
Search.
2. The email opens in the Create Mass Email tab.
3. Select the contacts to send the message to and, if desired, select an
attachment.
4. Make any other changes as required. Note that this does not affect the
template, which is just a starting point.
5. If you want to update or copy the template, click Save Email as Template.
To update the template, click Save without changing the name. To create a
new template, change the name, category and description as required, then
click Save.
6. Complete as described in Creating a Mass Email Message.
Customizing the Current Monthly e-Newsletter Issue
IXACT Contact includes a professionally written and designed Monthly e-Newsletter
that you can set up and schedule to be automatically sent to your contacts each
month using a built-in Global Keep In Touch event (see Setting Up the Monthly eNewsletter Event).
On approximately the 26th day of each month you will receive an email notification
that the e-Newsletter content for the next month’s issue has been uploaded to your
account. Upon receiving the notification, if you are sending an e-Newsletter for the
month, make sure you set up your e-Newsletter at least a couple of days prior to the
auto-send date that you have selected in the global keep in touch event.
Note: If you do not intend to customize the personal message and you have already
selected your contacts, then you do not need to do anything and your eNewsletter will be automatically emailed on your selected auto-send day.
To set up the current month’s e-Newsletter issue, click Mass Email in the top
navigation bar and then click the Monthly e-Newsletter tab.
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If you wish to customize your personal message for the issue, start by clicking the
Customize Personal Message link. The page will open up with the same content
editor that is used to create Mass Emails. For instructions on using the editor, see
Using the Content Editor. You will notice that the default personal message starts
with the full salutation merge field for the contact-specific personalization of your eNewsletter. The same contact-specific merge fields are available as with regular
mass emails. All the features of the content editor are available to you so you can
either fine-tune the default personal message to your liking, or create your own
message that can include images, hyperlinks and whatever formatting that you want
to apply.
Note: The e-Newsletter design is optimized to be 600 pixels wide, which follows best
practices for graphical HTML emails. If you are going to use images and/or
HTML tables in your personal message, you should try to make your personal
content no wider than 600px. While the e-Newsletter design will properly
adjust to accommodate wider content, keeping it no wider than 600 pixels will
help guarantee that it can be easily read on the various computing devices
that are used to read email.
You can also customize the pre-loaded articles for the issue by clicking the
Customize Articles link. To add your own article, click Add Article at the top of the
page. An article is made up of four separate parts: Article Title; Article Introduction;
Balance of Article; and Article Image. The Article Introduction and Balance of Article
can be edited using the same content editor that is used to create Mass Emails. For
instructions on using the editor, see Using the Content Editor. The Article Image is
uploaded and inserted using the content editor image manager. Be sure to click
Save when done. To exclude a pre-loaded article, click Exclude above the article. To
edit a pre-loaded article, click Edit above the article. Excluded pre-loaded articles as
well as the original version of edited pre-loaded articles are moved to the Excluded
Standard Articles section at the bottom of the page; to add them back to your eNewsletter, click Include.
You can also enter a unique email Subject for the issue and indicate whether you
want to include or exclude your email header, signature, and social media buttons.
The defaults for these settings come from your global keep in touch event setup, but
can be overridden for each issue if you wish.
Use the From drop-down list to select the team member branding you
wish to use for the current issue. The branding includes the email
header, signature and the From email address. This selection defaults to
the Global Keep in Touch event setting, but can be overridden at the
issue level.
You can click the Preview link at any time to see what your e-Newsletter will look
like. You can also click Save & Send Preview To in order to send yourself an actual
email preview. When you have finished setting up the month’s issue and you are
satisfied with how it looks, click Save at the top of the page.
The page displays how many contacts are currently assigned to the keep in touch
event. If you wish to reselect your e-Newsletter recipients, click the Open Global
Keep in Touch Event link, scroll to the bottom of the page and click Choose
contacts who are participating in this event.
The page also displays the number of available mass emails that you currently have.
If you have set up the global keep in touch event such that your e-Newsletter will
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not be sent if you do not have enough available emails, and you need to purchase
emails in order to send your e-Newsletter to all of your selected contacts, simply
click the Purchase Emails link and purchase the number of emails you require. For
more information on purchasing emails, see Purchasing More Emails.
Note: If you are setting up your e-Newsletter prior to the start of the issue month,
remember that 2,500 additional free emails will be added to your account at
the beginning of the month.
If necessary you can also change the auto-send day for the month’s issue, or if you
do not wish to send the month’s issue at all, select the Unscheduled choice at the top
of the Auto-Send Day drop-down list.
Note: Although you can select the time at which you wish to send your e-Newsletter,
all e-Newsletter issues are submitted to the sending queue at 12:00AM
Eastern time on your auto-send day. Any changes to your e-Newsletter
content (i.e. subject, personal message, email header or signature), or
the contacts assigned to receive it, must be made prior to 12:00AM
Eastern time on your auto-send day.
When your e-Newsletter emails are auto-sent, you will receive an email confirmation
and an entry will be added to the Contact History of each contact in your recipient
list. Also, the campaign reporting area of Mass Email will include all the valuable
statistics for your e-Newsletter. (For more information, see Email Campaign
Reporting.)
Previous issues appear in the e-Newsletter History list at the bottom of the page,
even if they were not auto-sent. If the issue was auto-sent, the list includes the send
date, as well as the number of contacts to which it was sent. You can view previous
issues at any time by clicking the View link in the list. If you wish to re-send an eNewsletter, you can do so at anytime by clicking the Resend link in the list. In the
Resend e-Newsletter popup, click the Select Contacts link to select the contacts
who you wish to re-send the issue to, and click Resend Newsletter. Click Close to
return to the Monthly e-Newsletter page.
Purchasing More Emails
IXACT Contact provides you with up to 2,500 emails per month at no charge. The
number of emails you currently have available is displayed at the top of the Create
Mass Email screen.
Note: Auto-send (drip) emails created from activity plans are always provided at no
charge and are not deducted from your available emails.
A team’s total number of no-charge emails per month is calculated as
the number of active team member accounts multiplied by 2,500; i.e. if
there are four active members in your team (including the team leader),
your team gets 10,000 no-charge emails.
You may purchase more emails at any time by clicking the Purchase Emails link at
the top right of the page. In the pop-up window, click the Purchase button next to
the number of emails you wish to purchase. The more you choose to purchase, the
lower the cost per email. Your purchased emails will never expire and can be used at
any time. The credit card we have on file for you will be charged the total cost of the
emails.
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Each individual team member is charged for their own email purchases.
Any team member can purchase emails, and all no-charge and
purchases emails are available to use by any member of the team.
Note: If you try to send an email to more contacts than the number of emails you
currently have available, the Purchase Emails popup will appear when you click
Send. Upon purchasing enough emails you will immediately be able to send
out your email.
Email Campaign Reporting
IXACT Contact provides robust reporting and analytics for your mass email
campaigns.
To access your mass email campaign reporting, click Mass Email in the top
navigation bar and then click the Campaign Reporting tab.
The Overall Deliverability Summary page displays your summarized deliverability
statistics for a selected range of months (defaulting to the current month), as well as
a list of individual campaigns and summarized statistics for each. To change the
months you wish to report on, select the start and end month and year and click
View Results.
Note: Not all email programs allow for the tracking of message opens. Therefore,
the message opens and open rate statistics usually understate the success of
your email campaigns. This also applies to the number of recipients who
clicked the links in your emails and forwarded your emails.
You can view any sent email by clicking the View link in the Statistics & Reports list.
The Pending Scheduled Campaigns list displays scheduled emails that have not yet
been sent. You can preview or cancel a scheduled email by clicking the links in the
list.
To view more detailed statistics for a specific campaign, simply click the email
subject in the list. (You can click the Message List link in the top right corner at any
time to return to the Overall Deliverability Summary page.)
The General Stats page displays the summarized statistics for the campaign
including useful graphs that let you know when your message was opened. Click the
Details link next to Recipient List to see a complete list of the recipient names and
email addresses. Click the Details link next to Unique Open Details to see the
individual names and email addresses of the recipients who opened the email.
If you would like a webpage version of your email that you can add to your website
or include in a future email, simply copy the Webpage Version link below the
General Statistics area.
The Bounce-Back Stats page provides detailed information on your bounced emails
(those that did not reach the recipient). Click the Details link for each bounce back
type to see the individual contact names and email addresses that got bounced.
The Link Analysis page provides statistics on how many recipients clicked the
hyperlinks in your email. Click the Details link to see the individual names and email
addresses of each recipient who clicked on the link.
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Mass Email
Canada's Anti-Spam Legislation (CASL)
Canada’s anti-spam legislation, known as CASL, applies to all commercial electronic
messages, or CEMs, including emails and text messages.
CASL rules apply to the content of electronic messages, and your permission to send
messages to individual recipients.
All messages must include the following:
An unsubscribe mechanism
The sender’s business address
The sender’s phone number, email address or website address
CASL also requires senders of electronic messages to have consent from each
recipient prior to sending them messages.
There are two types of consent:
Express consent is explicitly granted by the recipient by positively responding to a
request for consent. Express consent can be obtained electronically, verbally or in
writing. Once express consent has been obtained, it never expires, unless the
individual subsequently unsubscribes.
Implied consent exists in the following situations:
The recipient has been a customer within the past two years
The recipient has made an inquiry about your services within the last six
months
The recipient provided you with their email address
You have a personal relationship with the recipient
You have an existing business relationship with the recipient
The recipient conspicuously publishes their email address on a website or
elsewhere, and have not indicated that they do wish to receive electronic
messages
If someone has referred you to the recipient, you are permitted to send them
one email without obtaining express consent.
Unlike express consent, implied consent can expire, at which point you are no longer
allowed to send electronic messages, including those with the intention of obtaining
express consent. For this reason, it is recommended that you attempt to obtain
express consent from your contacts, even those for which you currently have implied
consent.
IXACT Contact includes a number of features to help you comply with CASL rules. We
recommend that you take advantage of these features.
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Utilities
Utilities
Processing Imported or Synchronized Contacts
If you have imported, lead capture or synchronized contacts that have not yet been
accepted into your contact list, these contacts will appear in the Imported and
Synchronized Contacts list in the Utilities area.
Note: The number of contacts in this list is also identified at the bottom of your
Home page as a reminder.
Processing duplicates
Since contacts can be imported from multiple sources, it is possible that contact
records that are already in your IXACT Contact contact list will be imported again
from another source. The processing of imported contacts allows you to easily
identify and eliminate these duplicate contact records.
If you know prior to the import that there are no duplicates, just click Accept All to
easily move all imported contacts to your contact list.
Upon mass accepting contacts, Team Leaders and Administrators
have the option to assign one or more team members visibility to
the contacts.
To process your pending contacts:
1. Click Utilities in the top navigation bar.
The Source column lets you know where each pending contact came from.
For contacts that came via lead capture, click View Comment to see the
comments entered by the lead. If necessary, use the Contacts list in the left
column to compare your pending contacts to your actual contact list in order
to check for duplicates.
2. If a pending contact is a duplicate, click Reject. Otherwise, click Accept to
move the contact directly into your contact list, or click Update to open the
contact for editing before saving it to your contact list. Contacts entered via
lead capture are added with a contact type of Prospect. All other contacts are
added with a contact type of Client.
Note: If the pending contact is a duplicate but has more complete
information that the existing contact, you may want to accept the
pending contact and then delete the existing one. However, please
remember that all other information entered for the existing contact
(i.e. properties, notes, Keep in Touch events, etc.) will also be
deleted.
If you are a member of a team, in order to reject pending contacts,
the Team Leader will need to grant you permission to delete contacts.
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Utilities
3. If your contact list is empty or you know that there are no duplicates, simply
click Accept All.
Exporting Contacts from IXACT Contact
You can export your IXACT Contact contact records into a .csv (comma-separated
values) file.
If you are a member of a team, the Team Leader must grant you
permission to export the contact list.
To export contacts:
1. In IXACT Contact, click Utilities in the top navigation bar.
2. Click Export IXACT Contacts.
3. You are prompted to open or save the export file. If you want to open it
immediately in your spreadsheet program, click Open.
If you want to save the file to your computer, click Save, select a location
(your Windows desktop for example), then type a File name and click Save
again.
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Recycle Bin
Recycle Bin
Using the Recycle Bin
When you delete a contact, a contact's property, an active business listing, or a Keep
In Touch event, it is removed from the related list and stored in the IXACT Contact
Recycle Bin just in case you need to restore it at a later date.
Viewing items in the recycle bin
Click the Recycle Bin icon in the navigation bar (top right of your screen).
Deleted items are listed in the appropriate tabs with the most recently deleted items
displayed at the top of the list.
If you are a member of a team and the Team Leader has not granted
you permission to delete contacts, then the Recycle Bin Contacts tab will
not be visible to you.
Restoring a deleted item
Click Restore beside the item. You are prompted to confirm, then it is returned to
the list it came from originally (e.g. the Contacts List, the contact's Properties tab,
the Active Business screen, or the Keep In Touch screen).
Note: A contact's properties, active business listings or contact-specific Keep In
Touch events may be deleted independently (and restored separately in the
Recycle Bin). However, if an entire contact record is deleted, any properties,
active business listings or contact-specific Keep In Touch events do not display
in the Recycle Bin and cannot be restored independently. If the contact is
restored, all related contact information is restored at the same time.
Mass restoring contacts
If necessary, you can mass restore up to 100 contacts at a time. To restore more
than one contact, either select the check box next to each contact you wish to
restore, or use the Select All link at the top of the list. Then click Mass Restore.
Permanently deleting an item
To permanently delete an item, click Delete beside the item in the Recycle Bin. You
are prompted to confirm, then it is deleted permanently.
The item cannot be restored. If you need it in the future; you will need to recreate
the record.
Note: Deleted items in your Recycle Bin will automatically be permanently deleted
six months after being moved to your Recycle Bin.
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User Profile
User Profile
Changing Your User Profile Settings
The User Profile tab allows you to set up your system preferences, as well as things
like your password and security question.
To change your user profile settings:
1. Click User Profile in the top navigation bar.
2. In the User Profile tab, change any of the system settings as appropriate:

If you want to receive email reminders for appointments and tasks, click
Change Preferences and select Enable Reminder Emails, then click
Save. Reminders are set when you create an appointment or a task, and
you will receive a reminder email message at the address used as your
User ID. Email reminders were automatically enabled when you signed
up for IXACT Contact. By default they are disabled if you sign up for
wireless synchronization.

If you want to change your default letter margins, click Change
Preferences, select the margins that best fit your letterhead, and click
Save.
Note: Upon changing your default margins, you can select the check box
below the list to apply the new margins to all your existing letter
templates.
This option is only available to the Team Leader.
Note: If none of the margin choices fit your letterhead, please contact us
and we will try to accommodate your requirements.

IXACT Contact allows you to choose from a number of themes for the
application interface. To try different themes, click Change
Preferences, select the theme from the list, and click Save. Upon
clicking Close on the confirmation popup, the screen will immediately
change to reflect your selection.
Click Calendar & Task List Sharing to set whether or not you
make your calendar and/or task list available to other team
members. By default, calendar and task list sharing are turned on.

To change your password or the time zone you are working in, click the
appropriate link. Enter the new information and click Save.

To subscribe to wireless service, see Wireless Synchronization
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User Profile
Changing Your Account Information
The User Profile contains your contact and billing information. This is the information
that you provided when you first subscribed to IXACT Contact, but you can change it
here.
To change your contact and address information:
1. Click User Profile in the top navigation bar.
2. In the Edit Contact & Address Info tab, change any of the information as
required and click Save.
Note: Remember, your email address is your User ID for logging in to IXACT
Contact.
To update your billing information:
1. Click User Profile in the top navigation bar.
2. In the Edit Billing Info tab, enter your new credit card information and click
Save.
Setting Up Your Email Header
IXACT Contact allows you to set up personal email headers that you can include in
your email communications. You can set up a Standard header, a Custom Header, or
both.
Each member of a team can set up their own email header. When
creating mass emails, you can select which team member branding you
wish to use for each email.
To set up your Email Header options, click User Profile in the top navigation bar,
and then click the Email Header tab.
The Email Header type you select here will be used by default for all emails you send
using IXACT Contact.
Note: If you take advantage of the Monthly e-Newsletter feature and you want your
e-newsletter emails to be mobile-friendly, meaning they can be easily read on
all devices including smartphones, then you should set up your Standard
Header, and select the Standard Email Header option when setting up your eNewsletter. You can still set up and select a Custom email header for all other
email types.
If you wish to include your selected email header in all new mass emails, check the
box below.
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To set up a Standard Email Header:
1. Upload your photo:
a)
Click Upload Photo.
b)
Next to Select Photo File, click Browse to select the picture file from
your computer.
c)
Click Upload Photo.
d)
Your photo will now be displayed on the screen. If you are happy with
the photo, click Save. (If you do not wish to use the photo, click
Browse again to select a different photo, or click Cancel.)
2. Upload your logo:
a)
Click Upload Logo.
b)
Next to Select Logo File, click Browse to select the logo file from your
computer.
c)
Click Upload Logo.
d)
Your logo will now be displayed on the screen. If you are happy with
the logo, click Save. (If you do not wish to use the logo, click Browse
again to select a different logo, or click Cancel.)
The screen displays a preview of what your actual Standard email header will look
like in your email messages.
Note: The contact information that is included in your Standard email header is the
information that you provided when you first subscribed to IXACT Contact. You
can edit this information in the Edit Contact & Address Information tab in the
User Profile area. For more information, see Changing Your Account
Information.
Note: Photo and logo files must be in either .gif or .jpeg format.
You can create a Custom email header using the wysiwyg ("what you see is what you
get") content editor. The editor has many of the same features as word processor
software like Microsoft Word, including a spell checker. If you're not sure what a tool
does, hover over the buttons with your mouse and the name of the function will
appear. The recommended width for your Custom email header is 580px. Be sure to
click Save at the top of the page once you have finished setting up your email
header.
Note: The content editor Image Manager gives you access to the same
image library that you use when creating your mass emails.
Creating a Signature for Your Emails and Letters
IXACT Contact allows you to set up a signature that you can include at the end of
your letters and mass emails.
Each member of a team can set up their own signature. When creating letters
or mass emails, you can select which team member branding you wish to use.
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To set up your signature:
1. Click User Profile in the top navigation bar.
2. Click the Set Up Signature tab.
3. Create your signature using the wysiwyg ("what you see is what you get")
content editor. The editor has many of the same features as word processor
software like Microsoft Word, including a spell checker. If you're not sure
what a tool does, hover over the buttons with your mouse and the name of
the function will appear.
Note: The content editor Image Manager gives you access to the same
image library that you use when creating your mass emails.
4. Click Save.
Capturing Leads
About Lead Capture
IXACT Contact provides a number of ways to automatically capture your leads into
your IXACT Contact database. Depending on where your leads come from, you may
be able to take advantage of any number of these options.
To set up your lead capture, click User Profile in the top navigation bar, then click
the Lead Capture tab.
Setting Defaults for New Leads
The New Lead Settings section allows you to set the following options for all new
leads, regardless of where they come from:
Whether you wish to receive an email notification of each new lead.
Whether you want to automatically receive new leads directly into your
database. If you prefer to review your new leads before accepting them into
your database (see Processing Imported or Synchronized Contacts), leave
this option unchecked.
The Original Source of Contact to assign to each new lead.
The Marketing Activity Plan to assign to each new lead.
The Contact Group to assign to each new lead.
All contacts captured using any of our lead capture options are initially assigned a
Contact Type of ‘Prospect’.
Capturing Leads from Emails
Are you already receiving leads via email?
If so, go to the Lead Capture – Email section of the Lead Capture tab in the User
Profile area, and select the Enable Lead Capture Via Email check box. Then, log in to
the administrative area of your website or lead vendor site and change your
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notification email address to your lead capture email address. Your leads will
automatically be added to your IXACT Contact database.
Only the Team Leader can enable Email Lead Capture.
If you are receiving email leads from more than one website or lead vendor, you can
set this up for as many different lead sources as you wish.
Note: If you do not know how to change your lead notification email address,
contact your website or lead vendor, and they should be able to assist you.
Note: Since your lead email notifications will be redirected to your special lead
capture email address, make sure to turn on email notifications in your Lead
Capture Settings so you are still notified of your email leads.
Upon receiving each lead email, we will create a new contact record by scanning the
body of the email and mapping as much information as possible to specific contact
profile fields. All information in the body of the email that cannot be mapped to
specific fields will be inserted into the Original Source of Contact Notes field. This
way you will not lose any of the valuable lead information.
Note: Our email lead capture has been programmed to map as much information as
possible to specific contact profile fields. If there is information in your emails
that you feel should be mapped to specific fields, but is ending up in the
Original Source of Contact Notes, let us know, and we will see if we can make
the necessary programming changes.
New email leads that are not accepting directly into your database appear in the
Imported & Synchronized Contacts list in the Utilities area with a Source of ‘Email
Lead Capture’. Once accepted into your database, the contact Entered By is also set
to ‘Email Lead Capture’.
Building Your Own Form
IXACT Contact allows you to easily add a customized page to your website so that
visitors can fill out a "Contact Us/Me" form and their contact information is
automatically added to your IXACT Contact database.
Each member of a team can set up their own Contact Us form using
their own branding. Each team member will receive their own email
notification when someone fills out their Contact Us form.
Note: If you are going to build your own form, make sure you turn on the option to
receive an email notification of each new lead.
Set up your Contact Us/Me form by following the step-by-step instructions under the
Lead Capture – Build Your Own Form section of the Lead Capture page.
Your personalized HTML code can now be copied to your website in order to add your
new Contact Us/Me page. The HTML code can be used with any text or image
hyperlink. If you have a webmaster who is responsible for the administration of your
website, they should be able to help you add your new Contact Us/Me page.
For further assistance, please call Customer Support at 1-866-265-6990.
New leads from your form that are not accepting directly into your database appear
in the Imported & Synchronized Contacts list in the Utilities area with a Source of
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‘Contact Us’. Once accepted into your database, the contact Entered By is also set to
‘Contact Us’.
Zillow Tech Connect
IXACT Contact is a member of Zillow’s Tech Connect program, which allows you to
automatically flow all of your Zillow leads directly into your database.
In addition to capturing each lead’s name, email address and phone number, we also
capture their buying preferences as well as the details of the property that they have
expressed interested in.
Tech Connect is set up from within your Zillow account.
To set up Zillow Tech Connect for IXACT Contact:
1. Go to your Zillow Profile, and under Contacts, select Connect to My CRM.
2. Click Add Partner.
3. From the Select a Partner list, select "IXACT Contact".
4. In the Partner ID box that appears, enter the email address that you use to
login to IXACT Contact.
5. Click Save. IXACT Contact will now appear in the partner list.
Note: You do not need to do anything in IXACT Contact. Once you complete your
setup in Zillow, your Zillow leads will immediately start flowing into your
IXACT Contact database.
Note: After setting up Zillow Tech Connect, you will continue to receive new lead
email notifications from Zillow. Depending on whether you receive electronic
leads from other sources, and how you are notified of these leads, you may or
may not want to turn off email lead notifications in your New Lead Settings.
New Zillow leads that are not accepted directly into your database appear in the
Imported & Synchronized Contacts list in the Utilities area with a Source of ‘Zillow
Tech Connect’. Once accepted into your database, the contact Entered By is also set
to ‘Zillow Tech Connect’.
All property details appear in the Notes field in the Original Source of Contact section
of the Contact Profile tab.
Buying preferences appear in the Buying Preferences section of the Properties tab.
Form Post & Web Service
The lead capture Form Post & Web Service options are more technical alternatives
for feeding more complete lead information into IXACT Contact. If you work directly
with a website or lead vendor, and you are interested in taking advantage of these
options, please call Customer Support at 1-866-265-6990.
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Capturing Email Correspondence
With Email Correspondence Capture you can easily save your emails with your
contacts to their Contact History.
This feature allows you to automatically capture emails sent and received using your
own email software, and it not to be confused with the Mass Email feature for which
contact history records are already automatically captured.
This is how it works:
Emails Sent
When you send an email to an email address that matches a contact’s email in your
IXACT Contact database, simply enter the email address notes@ixactcontact.com in
the Bcc field, and the email subject and body will automatically be added to your
contact’s contact history. If you send an email to multiple matching contact email
addresses, the email contents will be added to the contact history of all the matching
contacts.
Contact history records added using email capture are assigned an Activity Type of
‘Email’ with a Performed By of ‘Email Capture’.
Note: When HTML-formatted emails are captured, only the text of the email is
captured and displayed.
Note: While the notes@ixactcontact.com email address can be entered in any one of
the To, Cc or Bcc fields, the email addresses of your contacts can only be
entered in the To or Cc fields.
Emails Received
There are two ways to capture the contents of an incoming email to the sender’s
contact history.
Simply send a short reply acknowledging receipt, and enter
notes@ixactcontact.com in the Bcc field.
If for some reason you do not wish to reply to the email, you can forward the
email to notes@ixactcontact.com, and follow the steps described in the
Unassigned Emails section below.
For security reasons, all email capture emails must be sent from an authorized email
address. The email address you use to sign in to IXACT Contact is automatically an
authorized address. If you want to send emails from other email addresses, click the
Modify List link next to the list, and add the email addresses to the authorized list.
If you are a member of a team, you can also send email capture emails
from the email address you use to sign in to IXACT Contact. However,
only the Team Leader can add additional email addresses to the
authorized list.
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Unassigned Emails
If you send an email to notes@ixactcontact.com and do not include any other email
addresses that match a contact’s email address, the email cannot be automatically
associated with a contact. Instead the email will be added to the Email
Correspondence Capture – Unassigned Emails list in the Utilities area.
The Email Correspondence Capture – Unassigned Emails list displays the email
address the email was sent from, the Subject of email, and the date and time the
email was sent. Click View Body to see the contents of the body of the email. Click
Link to Contact(s) to search for and select one or more contacts that you want to
link the email to.
If you have questions or require further assistance, call Customer Support at 1-866265-6990.
Synchronization Services
Wireless Synchronization
Wireless Synchronization
What does wireless synchronization do?
IXACT Contact’s wireless synchronization service allows you to easily synchronize
your contact list, appointments and task list in IXACT Contact with existing
applications on your iPhone, Android, BlackBerry 10 or Windows Phone, as well as
Microsoft Outlook and applicable Mac applications. There is no new software to install
or learn.
If you are a member of a team, the Team Leader must grant you
permissions to wirelessly synch the team contact list.
Synchronization works in both directions -- this means that any changes you make in
IXACT Contact are instantly reflected in the corresponding application on your
wireless device or desktop, while changes made on your wireless device or desktop
are automatically updated to IXACT Contact. Not only do you have access to your
key IXACT Contact data at all times, but you can actually manage this data directly
on your mobile device or desktop without having to learn any new software.
Note: Wireless synchronization does not include email. You will continue to use your
existing email address(es) and send and receive email the same way you do today.
Wireless synchronization or Google Sync?
With IXACT Contact, you can either synchronize directly with your wireless
device, or you can synchronize your Gmail contacts and your Google calendar.
If you already use Gmail and Google Calendar, we recommend setting up Google
Sync. If you also synchronize your wireless device with Google, this will establish
a 3-way sync between IXACT Contact, Google and your wireless device.
If you do not use Gmail or Google Calendar, then you can set up Wireless
Synchronization in order to sync IXACT Contact with your wireless device.
For further guidance on whether you should set up Wireless Synchronization or
Google Sync, please call customer support at 1-866-265-6990.
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What devices are supported?
iPhone and iPad
Android phones and tablets
BlackBerry 10
Windows Phone
Note: To use wireless synchronization, you will require a wireless data plan. Please
confirm with your wireless carrier that you have the appropriate plan.
Important notes about wireless synchronization:
Contacts, appointments, and tasks entered on your phone prior
to setting up wireless synchronization will NOT be synchronized
to IXACT Contact. You can leave them on your phone, but they
will never be added to IXACT Contact.
This means that in order to get your contact list into IXACT
Contact, you will first need to synchronize your phone with
Gmail, Apple iCloud or Microsoft Outlook, export your contacts,
and then import your contacts into IXACT Contact. Then, when
setting up wireless synchronization, you should remove your
existing contacts from your phone in order to avoid duplicate
contact data.
While wirelessly synchronizing your wireless device with IXACT
Contact, we can also set up synchronization between IXACT
Contact and Microsoft Outlook or applicable Mac applications.
Sometimes not all phone types and numbers synchronize
between your phone and IXACT Contact. There may be some
phone types on your phone that do not synchronize to IXACT
Contact. Also, if a contact in IXACT Contact has multiple phone
numbers with the same phone type, only one of the phone
numbers will synchronize to your phone.
IMPORTANT: When it is time to replace your current device with a new one, please
be sure to call IXACT Contact Customer Support before doing so. We will take the
necessary steps to ensure that all your IXACT Contact data is properly transferred to
your new device, and that none of your valuable information is lost.
Getting set up
If you would like to set up Wireless Synchronization, please contact customer
support at 1-866-265-6990.
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Setting Up Your Mobile Device
Setting Up Your iPhone
Backing up your iPhone
Prior to setting up wireless synchronization on your iPhone, we strongly recommend
that you backup your iPhone to your computer. For instructions on backing up your
iPhone with iTunes, click here.
Setting up your iPhone for wireless synchronization
Notes about iPhone wireless synchronization:
Contacts, appointments, and tasks entered on your iPhone prior to
setting up wireless synchronization will NOT be synchronized to IXACT
Contact. You can leave them on your iPhone, but they will never be
added to IXACT Contact.
This means that in order to get your iPhone contact list into IXACT
Contact, you should first synchronize your iPhone with Apple iCloud,
Apple Contacts or Microsoft Outlook, export your contacts, and then
import your contacts into IXACT Contact. Then, when setting up wireless
synchronization, you should remove your existing contacts from your
iPhone in order to avoid duplicates.
To set up your iPhone, please contact customer support at 1-866-265-6990.
Synching your iPhone with Microsoft Outlook or Mac Applications
While wirelessly synchronizing your iPhone with IXACT Contact, we can also set up
synchronization between IXACT Contact and Microsoft Outlook or applicable Mac
applications. However, you cannot synchronize your iPhone directly with Microsoft
Outlook or applicable Mac applications.
What happens to my data if I remove synchronization from my device?
All synchronized contacts, appointments and tasks stored in IXACT Contact are
removed from the device. If any contacts, appointments and tasks that existed on
the device prior to setting up synchronization were kept on the device, they remain
on the device after synchronization is removed.
Removing wireless synchronization
If you want to stop synchronizing your iPhone with IXACT Contact, please call our
support department at 1-866-265-6990. We will assist you with removing
synchronization and getting your IXACT Contact data back onto your iPhone. If you
attempt to remove synchronization without contacting us, you may lose all of the
IXACT Contact data on your iPhone.
Replacing your iPhone
If you are replacing your iPhone, please call our support department at 1-866-2656990 and we will help you set up wireless synchronization on your new iPhone.
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Setting Up Your Android
Backing up your Android
Prior to setting up wireless synchronization on your Android, we strongly recommend
that you backup your Android to your computer.
Setting up your Android for wireless synchronization
Notes about Android wireless synchronization:
Contacts, appointments, and tasks entered on your Android prior to
setting up wireless synchronization will NOT be synchronized to IXACT
Contact. You can leave them on your Android, but they will never be
added to IXACT Contact.
This means that in order to get your Android contact list into IXACT
Contact, you should first synchronize your Android with Gmail, export
your contacts, and then import your contacts into IXACT Contact. Then,
when setting up wireless synchronization, you should remove your
existing contacts from your Android.
For new contacts on your Android to be synchronized with IXACT
Contact, they must be entered with a Contact source of Exchange.
For new calendar appointments on your Android to be synchronized with
IXACT Contact, they must be added to the Exchange calendar.
To set up your Android, please contact customer support at 1-866-265-6990.
Synching your Android with Microsoft Outlook or Mac Applications
While wirelessly synchronizing your Android with IXACT Contact, we can also set up
synchronization between IXACT Contact and Microsoft Outlook or applicable Mac
applications. However, you cannot synchronize your Android directly with Microsoft
Outlook or applicable Mac applications.
What happens to my data if I remove synchronization from my device?
All synchronized contacts, appointments and tasks stored in IXACT Contact are
removed from the device. Any contacts, appointments and tasks on the device that
do not synchronize with IXACT Contact will remain on the device after
synchronization is removed.
Removing wireless synchronization
If you want to stop synchronizing your Android with IXACT Contact, please call our
support department at 1-866-265-6990. We will assist you with removing
synchronization and getting your IXACT Contact data back onto your Android. If you
attempt to remove synchronization without contacting us, you may lose all of the
IXACT Contact data on your Android.
Replacing your Android
If you are replacing your Android, please call our support department at 1-866-2656990 and we will help you set up wireless synchronization on your new Android.
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Setting Up Your BlackBerry 10
Backing up your BlackBerry 10
Prior to setting up wireless synchronization on your BlackBerry 10, we strongly
recommend that you backup your BlackBerry to your computer. For instructions on
backing up your BlackBerry, click here.
Setting up Your BlackBerry for wireless synchronization
Notes about BlackBerry 10 wireless synchronization:
Contacts, appointments, and tasks entered on your Blackberry 10 prior
to setting up wireless synchronization will NOT be synchronized to IXACT
Contact. You can leave them on your BlackBerry 10, but they will never
be added to IXACT Contact.
This means that in order to get your BlackBerry 10 contact list into
IXACT Contact, you should first synchronize your BlackBerry 10 with
Microsoft Outlook, export your contacts, and then import your contacts
into IXACT Contact. Then, when setting up wireless synchronization, you
should remove your existing contacts from your BlackBerry 10 in order to
avoid duplicates.
To set up your BlackBerry 10, please contact customer support at 1-866-265-6990.
Synching your BlackBerry 10 with Microsoft Outlook
While wirelessly synchronizing your BlackBerry 10 with IXACT Contact, we can also
set up synchronization between IXACT Contact and Microsoft Outlook. However, you
cannot synchronize your BlackBerry 10 directly with Microsoft Outlook.
What happens to my data if I remove synchronization from my device?
All synchronized contacts, appointments and tasks stored in IXACT Contact are
removed from the device. Any contacts, appointments and tasks on the device that
do not synchronize with IXACT Contact will remain on the device after
synchronization is removed.
Removing wireless synchronization
If you want to stop synchronizing your BlackBerry 10 with IXACT Contact, please call
our support department at 1-866-265-6990. We will assist you with removing
synchronization and getting your IXACT Contact data back onto your BlackBerry 10.
If you attempt to remove synchronization without contacting us, you may lose all of
the IXACT Contact data on your BlackBerry 10.
Replacing your BlackBerry 10
If you are replacing your BlackBerry 10, please call our support department at 1866-265-6990 and we will help you set up wireless synchronization on your new
BlackBerry 10.
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Setting Up Your Windows Phone
Backing up your Windows Phone
Prior to setting up wireless synchronization on your Windows Phone, we strongly
recommend that you backup your device to your computer. Backing up your device
requires Microsoft Outlook. If you do not have a copy of Microsoft Outlook on your
computer, we strongly recommend installing it prior to setting up wireless
synchronization. In addition to allowing you to back up your wireless device data
prior to setting up synchronization, Microsoft Outlook is also required to get your
IXACT Contact data back onto your wireless device if you choose to remove wireless
synchronization.
If your computer operating system is Windows Vista or Windows 7, use Windows
Mobile Device Center to back up your Windows Phone data to Microsoft Outlook.
If your computer operating system is Windows XP, use ActiveSync Desktop to back
up your Windows Phone data to Microsoft Outlook.
Setting up your Windows Phone for wireless synchronization
To set up your Windows Phone, please contact customer support at 1-866-265-6990.
Tip: The default synchronization schedule settings will synchronize immediately
when you update items in IXACT Contact, resulting in shorter device battery life
and possibly higher data usage. You may wish to change your schedule to
synchronize less frequently.
Removing wireless synchronization
If you want to stop synchronizing your Windows Phone with IXACT Contact, please
call our support department at 1-866-265-6990. We will assist you with removing
synchronization and getting your IXACT Contact data back onto your device. If you
attempt to remove synchronization without contacting us, you may lose all of the
IXACT Contact data on your Windows Phone.
Replacing your Windows Phone
If you are replacing your Windows Phone, please call our support department at 1866-265-6990 and we will help you setup wireless synchronization on your new
device.
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Google Sync
What does Google Sync do?
IXACT Contact’s Google Sync service allows you to easily synchronize your IXACT
Contact contact list and calendar with your Gmail contacts and Google calendar.
If you are a member of a team, you can sync your calendar, but only
the team leader can sync the team contact list.
Synchronization works in both directions – this means that any changes you make in
IXACT Contact are automatically updated in Google, while changes made in your
Google applications are automatically updated to IXACT Contact.
Note: Google Sync does not include email. You will continue to use your existing
Gmail email account and send and receive email the same way you do today.
Note: Google Sync does not sync your IXACT Contact task list.
Wireless synchronization or Google Sync?
With IXACT Contact, you can either synchronize directly with your wireless
device, or you can synchronize your Gmail contacts and your Google calendar.
If you already use Gmail and Google Calendar, we recommend setting up Google
Sync. If you also synchronize your wireless device with Google, this will establish
a 3-way sync between IXACT Contact, Google and your wireless device.
If you do not use Gmail or Google Calendar, then you can set up Wireless
Synchronization in order to sync IXACT Contact with your wireless device.
For further guidance on whether you should set up Wireless Synchronization or
Google Sync, please call customer support at 1-866-265-6990.
Important notes about Google Sync:
Google Sync supports up to three email addresses only per
contact. If you have more than three email addresses
entered for a contact in Google, the additional email
addresses will be deleted.
Contact phone numbers in Google with a type of ‘Google Voice’,
‘Main’, or a custom type that does not match an IXACT phone
type will not sync to IXACT Contact.
Addresses in Google with a type other than Home or Work will
not sync to IXACT Contact.
If you have contacts in Google with more than one address with
a type of Home or Work, only one will be synced to IXACT
Contact.
In order to ensure that addresses entered in Google properly
sync to the corresponding IXACT Contact individual address
fields, please ensure that you always enter or update addresses
in Google by clicking … to the right of the address.
Contact wedding anniversary dates entered in IXACT Contact
without a year will appear in Google as 1900.
If you need to restore deleted contacts, you should always
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do so in IXACT Contact (see Using the Recycle Bin) and
not in Google. This will ensure that all of your contact
information is restored.
Upon initial sync, calendar appointments that are more than
three months old are not synced.
Before setting up Google Sync, we strongly recommend that you backup your Google
contacts and calendar. For step-by-step instructions on backing up your contacts,
click here. For step-by-step instructions on backing up your calendar, click here.
To set up Google Sync:
1. Click User Profile in the top navigation bar.
2. Under the Synchronization Services section, click Set Up Google Sync.
3. Make sure you have backed up your Google contacts and calendar, and click
Yes to continue.
4. Choose the Google account that you wish to sync with (and sign in to your
Google account if required).
5. Click Accept in order to grant IXACT Contact permission to access and
manage your Google data.
6. Indicate whether you want to sync your Google contacts, and whether you
want new Google contacts to be automatically added to your IXACT Contact
contact list. If you do not select the auto-accept option, new contacts
synchronized from Google will initially appear in the Imported and
Synchronized Contacts list in the Utilities area.
If you are a member of a team, only the team leader can sync
the team contact list.
7. Indicate whether you want to sync your Google calendar, and, if you have
multiple Google calendars, select the calendar you want to sync.
8. Click Save.
Once you have completed the setup, the Synchronization Services section of the
User Profile page will update to display the Google account you are syncing with, and
the last time the sync completed. Until the sync completes for the first time, the last
time the sync completed will read "Sync Pending".
Note: New contacts added from Google during the initial sync are never
automatically added to your contact list, even if you selected the auto-accept
option. This allows you to account for any duplicate contacts that may exist in
both Google and IXACT Contact when you first set up Google Sync. Any
contacts that you reject in IXACT will be deleted from Google during
the next sync. For instructions on processing these contacts, see Processing
Imported or Synchronized Contacts.
Note: Depending on the number of contacts you have in Google, the initial sync may
take some time to complete. To ensure that all your contacts synchronize
properly, please do not process the synchronized contacts in the Utilities area
Imported and Synchronized Contacts list until the initial sync has completed.
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The sync will run automatically every two hours to keep your IXACT Contact and
Google information in sync. However, you can click the Sync Now link at any time in
order to immediately run the sync. The sync can take some time to complete
depending on the number of changes you have made to your information in both
IXACT Contact and Google.
Note: Upon syncing your contacts, if you have selected the auto-accept option,
changes you have made to your contacts in Google may not be immediately
reflected in the Contacts list in the left column. Click the Refresh Contact
List link in order to ensure that this list is up-to-date.
You can click the Change Google Sync Settings link in order to change your
settings.
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Working in Teams
Working in Teams
About Teams
The IXACT Contact Teams version is capable of supporting the needs of real estate
teams of all sizes and types.
All of the marketing and business-related activities that are managed within IXACT
Contact can be assigned to specific team members. And all contact and listing
activity history includes visibility to the member of the team that carried it out.
Each member of a team gets their own calendar and task list that they can
synchronize with their own wireless device.
Each team member can set up their own personalized branding, and all
communications can be either individually branded, or use team branding.
All activity and transaction-related reports can be generated for a selected team
member.
Except for contacts, the calendar and task list, all data in your IXACT Contact team
account is shared by all team members. This includes email and letter templates,
activity plans, Keep in Touch events, custom lists, etc.
As the Team Leader, you have the option to control the visibility of team members to
individual contacts. You can also grant "Administrator" permissions to any team
member, which grants them visibility to all contacts. You can also set any individual
contact to "Public", which makes the contact visible to all team members.
As the Team Leader you also have the option to protect your contact data by
restricting other team members from importing, deleting or exporting your contact
records. You can also de-authorize a team member from accessing your account at
any time.
Creating a Team
Any IXACT Contact individual user account can be converted to a team account at
any time. The account holder who creates the team account is referred to as the
Team Leader, and is responsible for authorizing and managing all team members.
To create a team account:
1. Click User Profile in the top navigation bar.
2. In the Account Tasks section, click Create Team.
3. Enter a Team ID and Password.
Note: Your Team ID and password will be used by new team members to
join your team when they sign up for IXACT Contact. Be sure to
make a note of the password for future reference.
4. Click Create Team.
As soon as you create your team, you will notice that your Team ID replaces the
Create Team link, and there are new Manage Team Members, Change Team
Password, and Change Team Name links available to you.
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Working in Teams
You can change your team password at any time by clicking the Change Team
Password link and entering a new password.
You can change your team name at any time by clicking the Change Team Name link
and entering a new team name.
Note: Changing your team name or password has no effect on existing members of
your team. Your team name and password is only used to join your team
during signup. Team members use their own user ID and password to login to
IXACT Contact after joining your team.
There are many other changes that you will notice throughout the system that
enable the teams functionality. You can now invite people to join your team account.
Joining a Team
Once the Team Leader has created a team, they can invite other members of their
team to join.
Team members can only join a team during the IXACT Contact signup process. The
Team Leader must provide each team member with the Team ID and password, and
direct them to our signup page at https://signup.ixactcontact.com/registration.aspx.
Note: Team members with an existing IXACT Contact account cannot merge their
account with a team account. If you wish to join a team, you will need to
cancel your existing account, and then join the team as described below. If
you wish to join a team using the same email address assigned to your
existing account, you will need to have our Customer Support Team change
the email address on your existing account upon cancelling it. While you
cannot merge your existing data with the team account, if authorized by your
Team Leader, you can export your contacts prior to cancelling your existing
account, and then arrange with your Team Leader to have someone in our
Customer Support Team import your contacts into the team account.
Joining a team
1. In Step 1 of the signup process, select the check box labeled ‘I am joining an
existing IXACT Contact team’.
2. Enter the Team ID and Password provided by the Team Leader.
3. Complete the remainder of the signup process.
Upon completion of the signup process, the Team Leader will receive an email
notifying them that someone has signed up to join their team. Be assured that
nobody can access a team account without first being authorized by the Team
Leader.
IXACT Contact® User Guide
109
Working in Teams
Authorizing a new team member
Note: If you receive an email notification of someone who you do not wish to join
your team, no action is necessary. However, if you are concerned that people
may be trying to join your team under false pretences, you should change
your team password immediately.
1. Click User Profile in the top navigation bar.
2. In the Account Tasks section, click Manage Team Members. The screen
displays all users who have signed up to join the team.
3. Next to the new team member name in the list, select the check box under
Authorized?
Note: You can de-authorize a team member at any time by clearing the
check box under Authorized?. As soon as you do this, the team
member will no longer be able to login to your team account.
4. You may grant the team member additional permissions related to the team
contact list, such as exporting your contact list, importing contacts and/or
deleting contacts.
5. You can grant the team member visibility to all contacts by making them an
"Administrator’.
6. Click Save.
7. Notify the team member that they can now login to the team account with the
user ID and password provided in their welcome email.
Sharing a Calendar or Task List
All members of a team, including the Team Leader, can choose whether or not they
wish to share their Calendar and/or Task List. Sharing means that other team
members have full visibility to your calendar and/or task list, including the ability to
create new appointments and tasks, and edit or delete existing appointments and
tasks.
Note: If you are sharing your calendar and/or task list, you still have the option to
create private appointments or tasks that are never visible to other team
members.
All team members are set to share their calendar and task list by default
upon signing up.
To turn off calendar and/or task list sharing:
1. Click User Profile in the top navigation bar.
2. Under the Preferences section, click Calendar & Task List Sharing.
3. Clear the desired check boxes.
4. Click Save.
IXACT Contact® User Guide
110
Index
A
account information, changing my, 93
ACT!, importing from, 20
active business
about, 69
active buyer
setting a contact as, 70
viewing all, 69
documents, uploading, 76
listings
assigning activity plan to, 48, 78
changing status, 77
creating, 70
deleting, 12, 91
finalizing a sale, 77
recording a sale, 72
restoring deleted, 12, 91
sale falls through, 77
service report, 71
viewing activities, 79
viewing all, 69
related parties, 75
reporting your work, 71
showings, recording, 75
active business history (contact properties), 31
Active Business report, 61
activities
viewing for a contact, 36
viewing for a listing, 79
activity plans
about, 44
assigning to a contact, 34, 45
assigning to a listing, 48, 78
creating a closing activity plan, 47
creating a listing activity plan, 46
creating a marketing activity plan, 44
unassigning, 49
viewing a contact's, 32, 56
add vs edit vs delete, 8
additional software requirements, 2
address, changing my, 93
advanced search (contacts), 9
Android
backing up before synchronization, 102
removing synchronization, 102
replacing, 102
setting up for synchronization, 102
synchronizing with Microsoft Outlook, 102
Anniversary Date report, 61
anti-spam legislation, 88
IXACT Contact® User Guide
Appointment Summary report, 61
appointments
adding, 39
creating from event, 55
reminders, 39
reminders, enabling, 92
viewing today's, 39
B
best practices for communicating with contacts,
64, 80
billing information, changing my, 93
birthday event
defining defaults, 50
including or excluding a contact, 32, 56
Birthday List report, 61
BlackBerry
backing up before synchronization, 103
removing synchronization, 103
replacing, 103
setting up for synchronization, 103
synchronizing with Microsoft Outlook, 103
browser settings requirements, 2
business directory
adding contacts, 34, 59
printing, 59
searching, 59
business history (contact properties), 31
C
calendar, 39
Calendar, 39
viewing, 39
viewing team member's, 39
calls, recording as notes, 15
campaign reporting, 87
Canada's Anti-Spam Legislation, 88
Card List report, 61
CASL, 88
check boxes, 8
contacts
about, 14
active business history, 31
activities, viewing, 36
activity
assigning an activity plan, 34, 45
plans, viewing, 32, 56
adding, 17
adding a property, 31
adding to business directory, 34, 59
business history, 31
111
capturing leads from website, 21, 95
deleting, 12, 30, 91
deleting a property, 12, 31, 91
entering notes, 35
events, viewing, 32, 56
exporting, 27, 90
exporting from ACT!, 27
exporting from Gmail, 26
exporting from Realty Juggler, 26
exporting from Top Producer, 24
exporting from Wise Agent, 26
exporting from Yahoo! Address Book, 26
filtering list, 15
history, viewing, 36
identifying as a prospective buyer, 70
importing, 20
processing pending, 89
removing duplicates, 89
leads, capturing from website, 21, 95
list view, 28
listing a property, 70
logging call notes, 15
mandatory fields, 17
notes, 35
opening a record, 15
properties, viewing, 31
recording communications, 35
restoring a deleted, 12, 91
restoring a deleted property, 31
search (simple or advanced), 9
searching for, 15
selecting, 9
sending a quick email, 15
summary information, viewing, 15
synchronized
processing pending, 89
removing duplicates, 89
synchronizing with wireless device, 99
tabs, 14
tips for communicating with, 64, 80
Contacts list, 15
contact-specific event
creating, 33, 57
see also event, 33, 57
content editor, 11
cookies requirements, 2
credit card information, changing my, 93
customizing lists, 9
display settings requirements, 2
Do Not Send Email List report, 61
documents, uploading for active business, 76
drop-down lists, 8
E
edit vs add vs delete, 8
editing lists, 9
email
campaign reporting, 87
creating a message, 81
creating a message from a template, 83
creating a signature, 94
header setup, 93
purchasing more, 86
recording personal email to or from a contact,
35
sending for an event, 57
sending quick message to a contact, 15
templates, 83
entering data, 8
event
about, 50
birthday, 50
changing, 57
contact-specific, 33, 57
creating, 55
creating contact-specific, 33, 57
deleting, 12, 57, 91
keep in touch call, 52
monthly e-newsletter, 53, 84
move-in anniversary, 51
restoring a deleted, 12, 57, 91
sending a letter or email to participants, 57
viewing a contact's, 32, 56
Excel, 20
exporting
from ACT!, 27
from Gmail, 26
from Realty Juggler, 26
from Top Producer, 24
from Wise Agent, 26
from Yahoo! Address Book, 26
exporting contacts, 27, 90
F
fields, customizing choices, 9
finding a contact, 15
D
data entry, 8
delete vs add vs edit, 8
deleting a contact/property/active business/event,
12, 91
deleting a listing, 69
IXACT Contact® User Guide
G
global event
creating, 55
see also event, 55
Google Sync, setting up, 105
112
H
hiding sections, 4
home page, 6
I
image manager, 11
imported contacts
processing pending, 89
removing duplicates, 89
importing contacts, 20
internet browser requirements, 2
internet connection requirements, 2
iPhone
backing up before synchronization, 101
removing synchronization, 101
replacing, 101
setting up for synchronization, 101
synchronizing with Microsoft Outlook, 101
IXACT account information, 93
J
javascript requirements, 2
K
keep in touch, 50
contact-specific event, 33, 57
creating an event, 33, 55, 57
creating emails, 55
creating letters, 55
see also event, 12, 91
viewing a contact's, 32, 56
keep in touch call event, 52
L
labels
about, 64
creating, 66
layout, screen, 4
leads, capturing from website, 21, 95
left navigation bar, 4
legislation, anti-spam, 88
letters
about, 64
creating, 65
creating a signature, 94
creating from a template, 67
sending for an event, 57
template, 67
list view, 28
listings
assigning activity plan to, 48, 78
changing status, 77
creating, 70
IXACT Contact® User Guide
creating an activity plan, 46
deleting, 69
finalizing a sale, 77
recording a sale, 72
restoring deleted, 12, 91
sale falls through, 77
service report, 71
viewing activities, 79
viewing all, 69
lists
choices, customizing, 9
modifying, 9
logging a call, 15
M
Mailing List report, 61
marketing activity plan, creating, 44
Mass Email
about, 80
creating, 81
see email, 80
modifying lists, 9
monthly e-newsletter
defining defaults, 53
sending, 84
move-in anniversary event, 51
N
navigation (screen layout), 4
notes, adding for a contact, 35
O
Original Source of Contact Summary report, 61
Outlook
importing from, 20
synchronizing Android with, 102
synchronizing BlackBerry with, 103
synchronizing iPhone with, 101
synchronizing Windows Phone with, 104
Outlook Express, importing from, 20
Outstanding Tasks report, 61
P
password, changing, 92
PDA/smartphone, replacing, 99
Phone List report, 61
processing imported contacts, 89
processing synched contacts, 89
property
adding to a contact, 31
deleting, 12, 31, 91
listing, 70
restoring a deleted, 12, 31, 91
viewing a contact's, 31
113
Property Purchase Date report, 61
Prospective Buyers report, 61
Purchase Date report, 61
R
radio buttons, 8
recycle bin, 12, 91
Referral History report, 61
related parties, identifying, 75
reminders, 33, 57
creating from event, 55
enabling, 92
setting for a task, 43
setting for an appointment, 39
removing wireless synchronization
Android, 102
BlackBerry, 103
iPhone, 101
Windows Phone, 104
replacing Android, 102
replacing BlackBerry, 103
replacing iPhone, 101
replacing PDA or smartphone, 99
replacing Windows Phone, 104
reporting your work, 71
reports
active business, 61, 71
Anniversary Date, 61
Appointment Summary, 61
Birthday List, 61
Card List, 61
Do Not Send Email List, 61
email campaign reporting, 87
exporting, 61
generating, 61
Mailing List, 61
Original Source of Contact Summary, 61
Outstanding Tasks, 61
Phone List, 61
printing, 61
Property Purchase Date, 61
Prospective Buyers, 61
Purchase Date, 61
Referral History, 61
requirements
additional software, 2
browser settings, 2
cookies, 2
display settings, 2
internet browser, 2
internet connection, 2
javascript, 2
restoring deleted items, 12, 91
IXACT Contact® User Guide
S
screen layout, 4
sections, hiding, 4
security question, changing, 92
see top navigation bar, 4
selecting a contact from a list, 9
selling a property, 70
service report (active business), 71
showings, recording, 75
signature, creating for email or letters, 94
simple search (contacts), 9
smartphone/PDA, replacing, 99
summary report (active business), 71
synchronization
about, 99
Android setup, 102
backing up Android before, 102
backing up BlackBerry before, 103
backing up iPhone before, 101
backing up Windows Phone before, 104
BlackBerry setup, 103
iPhone setup, 101
processing pending, 89
removing duplicates, 89
removing from Android, 102
removing from BlackBerry, 103
removing from iPhone, 101
removing from Windows Phone, 104
Windows Phone setup, 104
synchronizing with Google, 105
synchronizing with Outlook
Android, 102
BlackBerry, 103
iPhone, 101
Windows Phone, 104
system requirements, 2
T
Task List, 41
tasks
adding, 43
adding to calendar, 41
creating from event, 55
marking as complete, 41
reminders, 43
reminders, enabling, 92
viewing, 41
viewing team member's, 41
teams
about, 108
calendar, sharing, 110
creating, 108
joining, 109
task list, sharing, 110
templates
114
email, 83
letter, 67
text fields, 8
time zone, changing, 92
tips for communicating with contacts, 64, 80
top navigation bar, 4
Top Producer, importing from, 20
U
underlined text, 4
user ID, changing, 93
user profile, 92
W
website, capturing leads from, 21, 95
Windows Phone
backing up before synchronization, 104
removing synchronization, 104
replacing, 104
setting up for synchronization, 104
synchronizing with Microsoft Outlook, 104
IXACT Contact® User Guide
wireless synchronization
about, 99
backing up Android before, 102
backing up BlackBerry before, 103
backing up iPhone before, 101
backing up Windows Phone before, 104
processing pending, 89
removing duplicates, 89
removing from Android, 102
removing from BlackBerry, 103
removing from iPhone, 101
removing from Windows Phone, 104
setting up Android, 102
setting up BlackBerry, 103
setting up iPhone, 101
setting up Windows Phone, 104
Windows Phone setup, 104
work area, 4
Z
Zillow Tech Connect, 22, 97
115
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