ConvincingMail^© is a professional multifunctional web based marketing software which allows creating, sending and tracking various types of HTML or text formatted messages.

ConvincingMail software is easy to setup and to use.

The manual explains the application of the main ConvincingMail features and their application in practice.

System Requirements

Before you install the application please make sure that you have the following software installed on your server and client.

Server Requirements

1. Windows based hosting (your own or shared)

2. .NET Framework 2.0

3. IIS5.1 or greater

4. SQL Server 2000 or 2005 (Developer/Express Editions compatible)

5. One POP3 Email Account (to collect bounced emails)

6. SMTP server

ConvincingMail Software can be installed on windows based PC with IIS (Internet Information Services) e.g.: Windows XP Professional, Windows Vista Business or better.

To process Bounced emails you need to have a POP3 email account.

Client Requirements

1. Web browser: Internet Explorer 6 and greater or FireFox 2 and greater. Web interface is XHTML valid and works in other modern browsers e.g.: Safari, Opera, Netscape.

2. JavaScript should be enabled in the browser (usually enabled by default)

3. Cookies should be enabled in the browser (usually enabled by default)

Edition differences

ConvincingMail software exists in three editions:

Demo
Standard
Professional

Demo edition is free and has the following limitations:

Total of 500 contacts
Five mailing lists

Standard edition doesn’t limit the number of contacts but still has list number limit:

1. One Mailing list

Professional edition doesn’t have any limitations.

ConvincingMail software was developed using Microsoft .Net 2.0 Framework empowered with AJAX enabled interface and SQL Server 2005 (or 2000) database, what makes it work in all modern browsers. Each of the versions provides you with the basic features for creating messages. The main difference between the Standard version and the Professional is the number of mailing lists:

· In the Standard version it is limited to 1;

· In the professional - it is unlimited making it possible to work without any frameworks.

If you are not sure which version is preferable for you, you can download the Demo version which contains up to 5 mailing lists and 100 messages maximum.

After using this version you can order the one that suits you most: if you know that you work only in one direction than the Standard version will be enough for you, if you work in absolutely different fields at once - than a complete unlimited version (Professional) would be a much better choice for you.

Installation & Configuration

Overview

There are two installation ways possible:

1. Installation using “Setup” file.

2. “xcopy” installation.

Installation using “Setup” file

The easiest way to Install ConvincingMail in the environment where you have admin rights, is to use the installation file. Download and run the “Setup.msi” from the ConvincingMail. It will install the software including database and configuration. Before you start you should know this info:

1. SMTP server details (address, user, password)

2. SQL Server location

3. SQL Server login with permissions to create new database.

To start installation just run the “Setup.msi” file and follow the instructions.

Setup process description

System requirements step

The setup checks your system for requirements & prerequisites.

ASP.NET Ajax Extensions framework should be installed.

You can download it from Microsoft website: http://asp.net/ajax/

.NET 2.0 Framework is required.

You can download it from the Microsoft website.

IIS 5.1 or better is required. It is standard windows component. You can install it from

[Control Panelà Add/remove programsà Add/Remove Windows components]

2. License agreement step

Read carefully the ConvincingMail License agreement and accept it to continue installation.

3. Location of the application. Install as a new website or virtual directory.

You can install ConvincingMail application as a new website or into a virtual directory of an existing website.

The option to install as a new website is only available on Windows Server.

4. Website name/virtual directory name, physical location

This step depends on your choice in the previous screen. It can be a virtual directory configuration or a new website configuration screen.

Put the name of the virtual directory.

The final application URL will look like:

http://www.sitedomain.com/virtual_dir_name

Choose an existing website from the dropdown list

You can change the physical location of the application files.

5. Database Server configuration

This step allows you to select the SQL Server instance where the ConvincingMail application will create its database.

Choose the authorization method to connect to the selected SQL Server.

You can choose the server from the list or type it directly into the box below it.

Depending on SQL Server configuration the dropdown may not show some of instances. If so you should input it directly into the box below.

6. Database configuration.

This step allows you to choose the name and user details for the ConvincingMail database.
In most cases you can leave default values.

7. Application configuration

This step allows you to specify ConvincingMail administrative settings.

This is SMTP server address. It is used to send administrative emails to administrative email address (your campaigns use another SMTP from the account settings.

The administrative email address is required. It is used to send different administrative messages. E.g.: Application error reports.

You should provide SMTP account details if your server requires authorization.

8. Final step

Now you are done with application configuration and can start the installation. This will take some time to copy application files on your computer and configure it.

When installation completes you can open the application in your web browser and continue configuration.

Shared hosting installation (“xcopy”)

Use “xcopy” method to install the software in to shared environment (when you don’t have administrative rights or can’t run “setup.msi” for some reason). There are three main steps.

1. Database creation.

2. Configuration changes.

3. Coping files.

Database creation

Usually you can create a database from your hosting management panel (check with your hosting provider). Please remember the database name, user name and password. Also you need to know the database connection string. This info will be used later in Configuration step.

Use you hosting control panel to create SQL Server Database

Create SQL Server database

Remember the database name

ConvincingMailApp

Create new database user.

Remember Username and password.

ConvincingMailApp

Configuration changes

Download ZIP archive and the license file from ConvincingMail website (http://convincingmail.com/clientarea/Default.aspx). Unzip it into a temporary folder on your PC e.g.: c:/ConvincingMailApp/.

Navigate to the created folder. You will see three subfolders there: Configuration, Documentation, WebApplication. Open Configuration folder and run the Configuration Utility.

Open Configuration Folder.

Configuration.exe is a helper tool used to generate ConvincingMail web.config file.

When you run the Configuration.exe you will see the following window where you should put your settings.

Fill your configuration settings into appropriative fields and the program will create a configuration file for the site.

Home URL is a required setting. It will be used in outgoing emails.

SQL Server – is the SQL Server address from your hosting provider. It can be the IP address or the common web address depending on your hosting provider. (e.g.: 192.168.0.5, sql.yourdomain.com)

Database Name – Database name you have created for ConvincingMail application (see Database Creation section above)

Database User/Password – Use the values from (Database Creation section)

SMTP Server – your administrative SMTP server address. It is used to send administrative emails to administrative email address (your campaigns use another SMTP from the account settings. See “Account Setup” section of the manual).

Usual value is mail.yourdomain.com.

SMTP Port – Default is 25. Leave 25 if you don’t have other info.

SMTP User/Password – Leave empty if the SMTP server doesn’t require to login.

Home URL – you should put the root address of the application here. E.g.: http://convincingmailapp.yourdomain.com/ – if you setup in a 3d level domain or http://yourdomain.com/convincingmailapp/ -- if you setup in to a virtual directory

Administrative Email – an email address where to send different administrative info e.g.: error logs

Click “Save” button and save the “web.config” when you are done.

Coping files.

You need to copy configuration file, license file and application files to your web hosting server.

The web.config file is created after you use the tool. See step #2.

First copy the web.config file from the configuration folder.

Next copy all the files from the “WebApplication” folder to the server. (Don’t copy “WebApplication” folder itself. Copy only the files and subfolders inside the folder. You should copy into your website root/virtual directory “root” folder. Check with your hosting provider help for more info).

Finally copy the license file.

Now your application is ready. You can open it in the web browser.

Account Setup

You will see an Account setup page when you visit the application for the first time. You need to provide your company with details, bounced POP3 account details and outgoing SMTP Server details.

The SMTP server will be used to send your messages (campaigns). Also you need to provide administrative user with an email and password.

You can try your POP3 and SMTP settings by clicking “Test SMTP&POP3 Settings” button.

Test SMTP & POP3 settings.

Remember the administrative login & password.

Click “Save” button to create a new account and login to the system.

Quick Start

With ConvincingMail^© software you will quickly get convincing results!

Get a convincing start now; follow five steps of our quick start guide:

Download and install ConvincingMail Application.
Create a contact list. You may enter new contacts directly or import data.
Create an email message with the help of the editor and custom fields.
Send email campaign.
Analyze results using statistics reports.

Key definitions

A contact is a person who receives from you an email message on a specific topic.

A contact can be active or inactive. Messages are only sent to active contacts. To make a contact active, click ‘Activate’ button. To deactivate a contact, click ‘Deactivate’ button.

Active/Inactive makes the contact active or inactive globally meaning that the contact will be active or inactive in all lists.

A contact list is a group of people who subscribe or receive email messages. You need to have a contact list before sending out your messages.

Step by step guideline

The screenshots below show how to send your first campaign and view results.

The system has a default list. Click it to start adding contacts.

Click the “Add New Contact” button to add a new contact in to the list.

Compose the message.

Add some links and custom fields to see click statistics and personalization in action.

Click “Save and Go Next Step” button to choose recipients and send the message.

Check the links if you want to track click statistics.

Choose lists to which the message will be sent.

The sending process will start immediately after you click “Send” button. You can go to stats page to view results.

Click the “Detailed Statistics” button to view real-time detailed statistics.

Click “Stats & Logs” link to view campaign statistics

Interface Overview

ConvincingMail interface is powered by the advanced ASP.NET AJAX technology.

The interface contains three main areas:

· header area, where you can see the your basic information

· menu area, which allows you to go directly to the file you need at the moment

· content area, where you can write messages.

The “Show/Hide menu” button

Content Area

Menu Area

Current user, Role, Logout link

Header Area

Current page path

Tooltips

If you can’t find the necessary information, you can use the help of the search system of the ConvincingMail. To do this just click the icon “Search”, then write down the name of the user you need.

Quick help message (Tooltip) pops up.

Hover this icon to see a quick help message.

Contact Lists

Before starting you need to have a mailing list with email addresses of people you want to send your message to.

Please, note that the email address must be unique. Two different contacts cannot have the same email address. However, the same contacts can be simultaneously in two or more contact lists.

Click Add New Icon to add a new list

Click link to open Contact Lists page

Action links. Delete List, Edit List, Custom fields

Creating a contact list

For adding a new list click ”Contact List Management” in the main menu, then click ”Add a new contact list” in the “Actions” column.

Name: A name you can use to identify this list. E.g. ‘Clients’. (Required field)
Description: A statement that describes a category, a mentioning of additional information (optional feature). E.g. Regular customers (More than two times per month)
Send Opt-in¹ Confirmation: When checked, people who subscribe to a list via sign-up form will get a confirmation message to the email address they enter. To receive messages they have to confirm their agreement by clicking a link in the message. If this option is not checked the subscriber will be subscribed immediately.
Send Opt-out² Confirmation: When checked, people who cancel a subscription to a list will get a confirmation message to the email address they enter with a link to unsubscribe. In order NOT to receive any messages they have to confirm their refusal by clicking a link in the message. If this option is not checked the subscriber will be unsubscribed immediately after clicking an unsubscribe link in one of your messages.
Send New User Signup Admin Notification: When checked, a message is automatically sent to inform admin that a person has subscribed to receive messages.
Send User Sign out Admin Notification When checked, a message is automatically sent to inform admin that a person has unsubscribed to receive messages.

¹Opt-in is an option, when a new contact agrees to receive bulk emails from a sender.

²Opt-out is on option which allows your subscribers to unsubscribe from the list.

There are several forms of opt-in:

Unconfirmed opt-in is an option when a new subscriber provides an email address for the first time, for example, on the website; no steps are taken by the sender to verify this address. The subscriber becomes opt-in immediately and will receive messages.
When a confirmed opt-in is used, a confirmation email is sent to subscribers. In that case the subscriber has to click a link in a confirmation email to be opt-in and receive messages. Up to this moment he will be marked as “Opt-in sent” and will not receive any messages.

This option should be ‘On’ if you want to follow “Can-spam” policy.

To activate this option in the ConvincingMail Application put a tick next to ‘Send opt-in confirmation’.

For more information see http://en.wikipedia.org/wiki/Opt_in_e-mail

Editing a Contact List

‘Edit category’ action allows making changes in the category name, description, etc.

To edit a contact list, click ‘Edit a Contact List’, and then save your changes by clicking ‘Save’:

Editing Custom List Fields

”Edit custom list fields” action allows adding new custom fields. See “Custom Fields” section for more info.

To edit custom list fields, click ‘Edit Category Fields, and then ‘Add New Property’ action. Create a new field name, choose the type of information. And save your changes:

Deleting a Contact List

‘Delete contact category’ action allows deleting a contact list

To delete a contact list, click ‘Delete a Contact List’, and then confirm your choice by clicking ‘Ok’.

A contact can be in more than one list and therefore contacts will not be deleted from the system.

Limited & unlimited number of contact lists

The number of contact lists, you may have, depends on the version you are using.

With ConvincingMail Demo you can have 5 lists. In the ConvincingMail Standard version you can send messages to your contacts using only 1 contact list. ConvincingMail Professional version allows you to have an unlimited number of contact lists.

Contacts

As soon as the contact list has been created, you can fill it with email addresses of people who will receive email messages from you.

Adding new contacts to the list

There are three ways to add new contacts into the application:

by adding contacts one by one
by using an import tool
by copying from other list

One by one

Click a necessary contact category in the menu (e.g. “Clients”) à ‘Add a new contact’ to open the window ‘Express Edit Contact’ and to fill in contact details.

Inactive Contacts are marked with grey color.

Contact actions:

Delete contact, Contact details, Quick Edit, Activate/Deactivate.

These actions will affect all contacts in the list.

Delete contacts, Activate contacts, Deactivate contacts, Copy into other list, Export contacts

When the contact is saved, four actions can be applied: to delete contact, to view contact details, to edit contact and to deactivate:

New Contact Actions

“Add Contact” action allows adding a new contact.

“Import Contacts” action opens the import contacts page.

Contact Actions

“Delete Contact” action allows deleting a contact from the list.

“View Contact Details” action opens the Contact Info page.

“Edit Contact” action allows quick editing a contact.

“Deactivate” action deactivates the contact. (Messages are sent to active contacts only.)

“Activate” action activates the contact

Bulk Actions

“Bulk Delete Contact” action allows deleting a contact.

“Bulk Deactivate” action deactivates all contacts in the list.

“Bulk Activate” action activates all contacts in the list

“Copy Contacts” action allows copying contacts from one list to another

“Export Contacts” action allows exporting contacts to other applications

Global and contact list custom fields. For information about custom fields check ‘The system will take the specified number of a contact from the specified lists, prepare the message using this contacts’ data and send it to specified email address. You can view exactly the same email as the contact sees.

Enabling click statistics.

The second step of sending process allows you to specify on which links you want to collect click statistics. You may want to disable this function for some links to keep the original URL.

If the link is checked it will be replaced with a “redirect” link e.g.:

htp://demo.convincingmail.com/Clicks.ashx?emailToMessageId=611&url=http%3a%2f%2fwww.google.com

Start message sending process.

The final step of sending process allows you to select lists who the message will be sent to. Simply check the boxes next to list names.

Clicking “Send” button will start the sending process immediately. The sending of all messages may take some time (up to hours) depending on the number of contacts you are sending to.

The process runs in the background and you can Start/Stop/Pause it if needed from “Send and Sending” page ().

Sending process actions

The “Send and Sending” page allows you to pause/start sending the massage. Also it provides with some recent statistics.

The “Edit message” button allows you to create a new message from the sent one. Note that you can’t edit sending or sent messages.
Custom Fields.’ section of the manual.

The email address should be valid email. You will see a message if it is ok or the format is wrong.

The fields will be filled with contact details if there is a contact with this email address in the system.

“Express Edit” dialog allows adding/editing contacts.

Import from CSV file

CSV - Comma Separated Values, files are commonly used to transport large amounts of tabular data between applications which are not directly connected. Contacts can be imported from Microsoft Excel, Outlook Express and other applications which support CVS data format.

To import contacts choose a category in the menu where you want to import contacts to. Click ”Import Contacts” action button and follow the import steps.

The import process has three steps.

First step allows you to choose a file to import and set other import options.

CSV file:

Values Separator (Automatic/Comma/Semicolon/Tab): Sometimes a comma delimiter is changed to some other type of delimiter. “Automatic” is the most convenient option. Every line is scanned for repetitive delimiters and the one which is found most times is used. (It may fail if your data has few columns)

Activate Imported Contacts (Yes/No): Imported contacts can be set to activate or inactive depending on your choice (You can send campaigns to active contacts only.).

Update First Name & Last Name (Yes/No): If a contact already exists in the system its first name and last name can be updated with new values from the importing data or left as it is.

Update List Custom Fields (Yes/No): If a contact already exists in the system the values of custom fields can be updated with new values from the importing data or left as it is.

Example:

There is a contact in the system:

Email: support@vkl.com,

First Name: Louise

Last Name: Stuart

City: NYC

Industry: Manufacturing:

You are importing data and there is a record with the same email address:

support@vkl.com; Louise; Cache; Washington, Marketing

Some fields of this contact are different from those in the system (marked bold).

You have an option to save changes in the system or leave old values.

If “Update First Name & Last Name” is set to Yes, the resulted contact will be:

Email: support@vkl.com,

First Name: Louise

Last Name: Cache

City: NYC

Industry: Manufacturing:

If “Update List Custom Fields” is set to Yes, the resulted contact will be:

Email: support@vkl.com,

First Name: Louise

Last Name: Stuart

City: Washington

Industry: Marketing

If both are set to Yes, the resulted contact will be:

Email: support@vkl.com,

First Name: Louise

Last Name: Cache

City: Washington

Industry: Marketing

Second step allows you to preview data and link file columns with system fields.

The system tries to guess the correct system field to use for every file column (see image below for description).

Data in the source file.

The first row should contain column names. Every row represents a contact.

Email is a required field. Also you can have required custom fields.

All required fields should be linked with a column. Required field should be populated with data. The row will be ignored if it doesn’t have a value for required field.

Some sample rows from the file are shown.

Third Step shows the imported result info.

Last row shows the number of contacts imported successfully

Error description

Imported contacts are opt-in by default.

How to create CSV file (Outlook, Excel)

Outlook:

Go Fileà ExportàMessages

Next screens allow you to choose the file name and columns you want to export.

Excel:

Go Fileà Save As

In the dialog choose the file type – CSV.

Copy from other lists

Two different contacts cannot have the same email address. But the same contact can be simultaneously in two or more contact lists.

You can copy contacts from list to list using the “Copy contacts” bulk action on the contacts list.

Click “Copy contacts” button, choose a contact list (a target list) you want to copy to and click “Copy” button to copy or “Cancel” button to choose another list.

Contact Management

Express edit action allows you to edit the contact quickly. In case if you want to have more control over the contact you can use “View Contact Details” action and “Contact Info” page.

Contact Info Page allows you to view the contact details, edit contact, copy contact into other lists.

“Add in Other Lists” button allows adding this contact into other lists.

Click “Edit contact info” button on the top of the “Main Info” area to edit the contact info.

“Edit Contact Info” dialog is very similar to “Express Edit Contact” dialog described previously.

“Add in Other Lists” button allows you to add the contact in more lists.

“Add in Other Lists” dialog allows you to add the contact in more lists

Fill custom list fields and click save button to save the contact into the list.

Check lists where you want to add this contact

To add the contact to the list you need to check the box next to the list name, fill the list fields and click “Save” button. Click “Done” button to close the dialog when you are done with lists.

Messages (Campaigns).

Messages in the system are divided in two general types:

· Template which allows you to create a sample message that you might often use;

· Ordinary Message which is a single message that differs from the others.

If you are aware of the fact that you might use the same message from time to time, you can use a template message. Sending a template message can save your time on writing messages.

How to create a message.

To create a new message or template of a message you need to click “Create New” link under “Messages” section of menu ().

The message subject. It will appear in recipients email program

Grab page feature. It allows you to grab the body from the internet.

The bounced email account. Don’t change this if you want to see bounced statistics.

The editor allows you to edit the body of the message. You also can grab the body from the internet address using “Grab Web Page” action.

To add images into the message click “Image” from the editor menu. The image dialog will pop up. You can type the full internet address of the image in “Source” field or use the “Assets Manager” button to browse images on the server. (see ““Send Test” function.

“Send test” function allows you to send the message on your address. The message will be composed as for the real contact but sent on the address you specify.

” section for more info)

Image HTML properties. See HTML reference for more info.

“Assets Manager” button opens the assets manager dialog where you can manage images located on your server.

Assets manager

Assets manager allows uploading local images on the server. You can create folders to organize uploaded images.

Current folder path.

Files in the current folder.

Preview Image. Opens in a new window

Upload more images using upload dialog and upload button.

To insert the image into the message click its name or “Insert” button.

Folders section allows you to create/delete folders.

Saving message options.

Different options are available depending on the message type (New Message, Template, “Old” Message) you are editing.

Three options are available when you composing a new message:

“Save as Template” option allows saving the message as a new template.

“Save as Message” options allows saving the message as an ordinary message and continue editing.

“Save and Go Next Step” options allows saving the message and moving next step of sending process.

Four options are available to you when you are editing a template:

“Save” option allows saving the template and continuing editing.

“Send Test” option shows a popup “Send Test” dialog. See Send Test section for more info.

“Save and Quit” option allows you to save the template and quite to templates list page.

“Save as New Message” option allows you to create a new message from this template and continue editing it.

Three options are available when you edit an old message (old message is the message which has already been saved in the system. You can edit it as many time as you need before sending.):

“Save” option allows saving the message and continue editing. (As soon as the message is saved you can close the browser window or go to the other page and get back to this message later)

“Send Test” option shows a popup “Send Test” dialog. See Send Test section for more info.

“Save and Go Next Step” options allows saving the message and moving to the next step of sending process.

“Send Test” function.

“Send test” function allows you to send the message on your address. The message will be composed as for the real contact but sent on the address you specify.

You can specify how many messages to send.

Lists to get contacts data from. Custom field tags will be substituted with appropriative contact details. (See “Using custom fields when compose a message.” section for more info)

Emails address where to send test messages.

The system will take the specified number of a contact from the specified lists, prepare the message using this contacts’ data and send it to specified email address. You can view exactly the same email as the contact sees.

Enabling click statistics.

The second step of sending process allows you to specify on which links you want to collect click statistics. You may want to disable this function for some links to keep the original URL.

If the link is checked it will be replaced with a “redirect” link e.g.:

htp://demo.convincingmail.com/Clicks.ashx?emailToMessageId=611&url=http%3a%2f%2fwww.google.com

Check links you want to track clicks on.

Start message sending process.

The final step of sending process allows you to select lists who the message will be sent to. Simply check the boxes next to list names.

Clicking “Send” button will start the sending process immediately. The sending of all messages may take some time (up to hours) depending on the number of contacts you are sending to.

The process runs in the background and you can Start/Stop/Pause it if needed from “Send and Sending” page ().

Sending process actions

The “Send and Sending” page allows you to pause/start sending the massage. Also it provides with some recent statistics.

You can pause the sending process.

Message is sending.

The “Edit message” button allows you to create a new message from the sent one. Note that you can’t edit sending or sent messages.
Custom Fields.

General information.

Initially, each contact has 3 characteristics, which are Email, First Name and Last Name. These are default built-in fields. You cannot rename or remove them.

Also note that Email is required field and it has to be unique: you cannot create two (or more) contacts with the same Email address.

However, usually you need to store more information about your contacts. For example, it can be: Nickname, Addresses, Hobbies, Age, Gender, ‘Is a Student’, etc.

You can create the unlimited number of additional fields.

There are four different field types:

Text

Numeric

Select List

Yes/No

When you add a new field to the system it is necessary to choose its type. For example, Nickname, Address and Hobbies are text fields, Age is a numeric field, Gender is a Select List field (as male, female are the only possible values) and Is a Student is a Yes/No field (where there are two possible values: Yes or No).

As a result, your contacts will be better structured.

How to create a new custom field.

Choose Custom Fields option in the menu:

You will see the fields list. As you don’t have any fields it is empty. To add a new field click add button in the header Actions section of the list.

Click Add button. To add a new field

An add/edit field window will appear. Fill the form and click Save Button when done.

Check to make this field required.

When the field is required it will be not possible to add a contact without a value in this field.

Select Text as the field type

Type the name of the filed e.g.: nickname

When done click Save button

For a Select List Type you also need to add options.

Type an option Value in the text field and click Add button to add a new Option

For the Select list type you’ll see an options list.

When the list of options is ready you can sort it. Click Sort A-Z or Z-A Buttons.

To remove an option from the list click Remove button

When done you will see a list of fields with a new field at the bottom of it.

There are four Action buttons next to each field – Move Up, Move Down, Edit, Delete

You can change the order of the fields using Move Up/Down Buttons

You can edit the field with Edit button (the edit dialog will popup)

You can delete the field with Delete button. Warning: If you delete the field you lose all values which are set for contacts.

How to use custom fields.

When you have fields in the system the edit contact dialog will show them and you can fill the appropriative values.

e.g.:

Custom Fields in the system:

Express Edit contact dialog:

Custom fields look and act like the common fields. You can fill them with data.

Note that required fields are marked with * sign.

Filling Custom Fields with data doesn’t differ from filling other common fields.

Global and list custom fields.

There are two different levels of Custom Fields: Global and List.

Global fields are used by all contacts in the system

List fields are used by contacts in the specific list

For example:

Imagine you have two lists: Employees and Clients.

Global Fields: Gender, Age, State, City, Zip, Address

“Employees” List Fields: Hire Year, Position, Division

“Clients” List Fields: Is Featured, Company Name, Company Address

So when you add a new contact in to “Employees” List you will see only fields from “Employees” List.(Hire Year, Position, Division in the example above.) And when you add a new contact in to “Clients” List you will see “Client” List fields only (Is Featured, Company Name, Company Address). Also you will see Global fields for both lists as global fields are used by all contacts in the system.

How to add/edit list fields

Choose Contact List Management option in the menu:

You will see the Contact Lists page. You will see the list of the Contact Lists in the system. To edit custom fields click Edit Custom Fields button next to the category you want to add fields to.

Click Edit Custom Fields Button

You will see the fields list. You can add fields as described above in this manual under “How to create a new field” section (step #2)

How to Use List Fields

List fields are used the same way as Global Fields. You will see List fields in the Express Edit Contact dialog and can put data as in common field.

Express Add Contact Dialog

In “Clients” List

“Clients” List Custom fields look and act like other fields. Note that required fields are marked with * sign.

Contact Info Page and Custom Fields

When the contact is in the system you can view detailed info at Contact Info Page (see contacts section of the manual for more info). To change the contact info you need to click the “Edit Contact” button on the top near the Main Info header. The Edit Dialog will popup where you can see custom fields global and list fields. (See the screenshots below)

Click “Edit Contact” button to open the edit contact dialog

Click “Add in Other Lists” button to add this contact in more Lists

Edit the values in the textboxes and click Save button to update the contact

Custom Fields for “Employees” List and “Clients” List.

Global Fields Section

You can add the contact in more Lists (see contacts section of the manual for more info). Click the “Add in Other Lists” button next to Lists & Custom Fields header on the right side of the page. You can check as many lists as you like. When you check the list the List Custom Fields will appear under it. When you fill the fields click Save button (Warning: you need to click save button even if the are no Custom fields.).

To save the changes click “Save” button. You need to click the button even if there are no custom fields.

Check to add the contact in to the list. When checked the List Custom Fields will appear.

Advanced search and custom fields

You can perform a search using custom fields. Simply put the phrase in the appropriative field and click Search button. (See search section of the manual for more info)

For Numeric fields you can search a range e.g.: Age Between: 18 and 25 will return all contacts with the age greater or equal to 18 and less or equal than 25.

For Select List fields you can search for multiple items. Simply select an option from the dropdown and it will be added below the dropdown box.

You can search within a specific list and include custom list fields in your search. Simply check the box near the list name and custom list fields will appear under it.

Global custom fields

List custom fields

Using custom fields when compose a message.

Global custom fields can be used in the message as “merge” fields. (See the message section of the manual for more info). You can include any number of global custom fields in your message. The fields will be replaced with the values from the contact info.

See image below:

All placeholders are replaced with values from the contact details