Use Keywords

Main Menu > Contacts

Keywords provide an excellent way to track mailing lists, advertising campaigns, group discount members, frequent framers coupons, etc.

Tip: The best time to record customer preferences or keywords is when you create a New Customer from the Work Order screen sidebar button. The Keywords appear at the bottom left hand corner of the New Customer Information entry screen.

Organize Your Keywords

• Keep your keywords organized by entering them in properly from the get-go.
  
  One idea is to sort them using groups such as ads, lists, clubs, e.g., begin all advertising campaigns with Ad-, mailing lists with Mailing-. You may wish to have a Keyword entitled”Email”. Mark this when you have recorded the customer’s email address and have received their permission to use it for ad campaigns.

• Keyword checkboxes also provide an excellent way to track certain mailing groups, advertising campaigns, members of discount groups, frequent framer coupons and other marketing routes.

Keep Your Contacts Fresh

• All Contacts are automatically marked as “General” whenever a new record is created. Use General to do a mailing to everyone in your database, for example sending a We’ve Moved — new location, new hours of operation message.

• Mark as many appropriate checkboxes for each contact as you can. This gives you ultimate flexibility and versatility.

• The best time to record customer preferences or keywords is when you use the New Customer button.

  • The Keywords tab appears at the bottom left hand corner of the New Customer Information entry screen.

  • Mark all checkboxes that apply.

  • If you do not see the keyword with a check-box that you need, you may create a new one by clicking the Add/Remove Keyword button. It’s a perfect time to ask them how they would prefer you contacting them or if they would like to receive your newsletter or eblast. When you are finished, click Done.

• If you miss a preference, then you can always look up the customer in the Contacts file and add it later.

Use Keywords When Searching for Contacts

• Keywords can be of great statistical help when used in conjunction with the Find feature.

• For example, you want to keep track of all the needlework customers because once a year you wish to send a special notification to just this group in order to let them know about your special promotion. But you wish to only send emails.
  
  Use the Keyword “Needle worker” and Perform Find for only those on this special list with an email address in the field.

How to Set Up your Keywords

1. Go to Contacts and open the Keywords tab.

2. Click the Add/Remove Keywords button.
   
   The Keywords palette appears on the far right of the screen.

Warning: Do not user Records > Replace Field Contents to add a Keyword to a found set of records because this will wipe out all the other preferences in those records.

3. Click the New button.
   
   A new field with a flashing cursor appears at the bottom of the list.

4. Type your new keyword into the new field.

Tip: Use generic terms here, such as: “Chamber of Commerce”; “Welcome Wagon”; “Ad-Yellow Pages”. Do not enter customer specific notes here, such as, “works at dental office”.

5. Click the Update button.
   
   Even though the items listed are not sorted alphabetically, they will be properly sorted when viewed in the Keywords tab.

6. Close the palette by clicking Add/Remove Keywords or clicking the Close button or using the X button (Macintosh, click twice.)

How to Use and Organize your Keywords

Keep your keywords organized by entering them in properly from the get go. One idea is to sort them using groups such as ads, lists, clubs, e.g., begin all advertising campaigns with Ad-, mailing lists with Mailing-. You may wish to have a Keyword entitled”Email”. Mark this when you have recorded the customer’s eddress and have asked their permission to use it for ad campaigns.

These keyword check-boxes provide an excellent way to track certain mailing groups, advertising campaigns, members of discount groups, frequent framer coupons and other marketing routes.

1. Go to Main Menu > Contacts > Keywords tab

2. Check the appropriate keyword boxes for each contact. Use General to do a mailing to everyone in your database, e.g. We’ve Moved — new location, new hours of operation.

Tip: All contacts are automatically marked as General whenever a new record is created.

3. If you do not see the correct Keyword then add one using Add/Remove Keywordsbutton.

4. Keep your Keywords organized by sorting them, e.g. begin all advertising campaigns with Ad-, AND mailing lists with Mailing-.

5. You may wish to create a Keyword for "Email". Check it when you have recorded the customer’s email address and have obtained  their permission to use it for ad campaigns and/or commercial purposes.

How to Search for Contacts by Keyword

1. Go to Contacts file and click the Find button.
   
   The Search Criteria screen appears.

2. Locate the Customer Preferences section and tick the keyword(s) to search for.

3. Click the Perform Find button.

Caution: Do not user Records > Replace Field Contents to add a Keyword to a found set of records because this will wipe out all the other preferences in those records.

 

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