Web Lead Batch Import
When you have leads imported from your web contact forms using Focus3 webservices, the contact information submitted is collected in a batch for import. This batch should be checked daily, usually as a part of your print fulfillment process, or the beginning of each day.
- Go to the “Admin” tab
- Under Contact Tools, Select “Contact Import”
- In this example, the batch is named “Website Inquiry”. You may have multiple batches for import coming from different web sources, under different names.
The process from this point forward is similar to when uploading a list for import. The main difference is in how your web team setup the contact form for import. Some of the required fields may not be present in your batch for import such as Campaign and Inquiry Type. You will have an opportunity to review all these leads, and assign the other required fields before saving the lead to the database.
Find the batch and click on the Creation Date to open it. Make note of the lead count.
The first thing you may notice is there are duplicates in the batch, indicated with the square red icon (see below).
Click thru each of these records and note if one has more complete information to determine which one you should delete.
Select the duplicate for removal and then
- Click the button “Delete Selected Contacts”.
When you have removed any duplicates or unwanted leads from the batch, you may want to review the remaining leads for required information.
- Action Cycle
- Inquiry Type
- Lead Status
- Sales Exec
You can also set “Defaults” for the above values in the event the record is missing these values. See screen below. Click "Update Empty Values" when ready.
Reviewing individual leads in batch to assign agent rotation if you prefer. Assignment will override the default settings.
After Updating Empty values, and reviewing your leads in the batch, you are ready to import the batch.
Make sure the Merge Type “Standard/New Contact Import” is selected.
- Click Commit NON dup.
- Remaining leads in batch will be duplicates for review. You can delete them or download them.
NOTE: When processing large batches, you may want to select a few at a time and commit those (left button at the bottom).
After committing the batch the administrator who receives notices will receive an email confirmation, and the inquiries will be immediately added to the database and placed on the first action cycle step.