Frequently Asked Questions
When new contacts are added, an organizational option controls the default setting of the Marketing Database checkbox, whether or not the contact will be shared. Also, with our automated conversion, we offer an option to add contacts to IntelliPad that are not marked in Outlook as “Private”.
For shared contacts, IntelliPad can automatically search the database, or prompt the user to search it, for both contact and company names; any matches found are shown. Users can select a match and download into their folders, if applicable, or ignore matches and add the new contact. When new contacts are added, an organizational option controls the setting of the Marketing Database checkbox.
The IntelliPad Marketing page in Outlook includes the “Users Sharing this Contact” section to display the names of all attorneys who have shared the contact from their Outlook folders. Optional information for each attorney is the “Strength” of relationship (user-defined codes) and the “Is Primary” designation (Yes or No) if this feature is used. The Relationship Strength, if used, can be selected by contact in the Outlook Basic Marketing section, or with an Outlook accessed "ContactLink" browser view of all an attorney’s shared contacts.
To improve the consistency of follow-up, IntelliPad provides an “Business Development Activity Log” in Outlook. Attorneys can set recurring follow-up strategies for selected contacts. These are setup with a desired “Recurrence” such as weekly, monthly, quarterly, third Tuesday of the month, or any other frequency.
Each planned follow-up added for a contact in Outlook has a date, time, and comment. IntelliPad automatically produces notification emails to participating attorneys which provide them with follow-ups not yet completed and upcoming follow-up activities. The firm can set the frequency and content of these emails, for example: once a week on Monday containing all open activities for the coming week.
Attorneys can share per-contact follow-up activities with all other attorneys, selected attorneys, or just with the Marketing department.
IntelliPad provides options that enable each firm to customize the processing of new contacts, and changes to existing contact information, from Outlook (or imported from other sources).
- If a matching contact or company is found, the match(es) are displayed and the user can select one and download to his or her folder, or ignore the matches and add the new contact if applicable.
- Data cleansing rules can be applied to all incoming data: For example, two letter abbreviation for all state names. If new rules are added, they can optionally be applied to existing contacts.
- When a user changes a contact’s company address, the program asks whether it is a correction of the existing address or a new address for the contact. If a correction, other contacts having the same address are fixed automatically.
- Each firm can determine which data fields need to be looked at when changes are made, before these changes are propagated to other attorneys with the same contact in their Outlook.
In our view, absolutely yes. And, that is true for both eCard and traditional printed Holiday Card productions.
A major consideration for Holiday Cards is attorney signatures, whether on physical cards or by names shown on eCards. IntelliPad lets attorneys indicate their desire to sign, both in Outlook and in the browser view (ContactLink) of their shared contacts. To make it even easier, all attorneys linked to a contact can be included unless they indicate otherwise.
Holiday eCards can be produced by IntelliPad directly, or the information can be provided to third-party companies like Vivid Greetings, which offer music and animated artwork designed for each firm.
If using traditional Holiday Cards, IntelliPad provides a variety of solutions, including:
- Mailing labels for contacts with only one attorney card signer, sorted and paginated by attorney.
- Labels for contacts with multiple attorney card signers, sorted by contact, with routing slips for each contact showing the names of all attorney signers.
- If a conference room will be used for signing cards, a list of all the contact names for card signature for each attorney.
To answer this question let's consider what happens if your firm uses an outdated address to send something to a client. Let's further assume that your firm was advised by the client about the address change and that the new address was not updated everywhere it should have been.
The cost of postage and/or shipping is not the problem. It is the embarrassment of already having been told about the address change and then using the old address. This could result in a delay of some needed action or information. Equally important is the message to the client is that your firm is not sufficiently organized or efficient. Instead of increasing their trust in you, they begin to question and worry.
Will IntelliPad keep this type of problem from ever happening? We would like to make that claim, but cannot. However, you will dramatically reduce the possibility of such problems with IntelliPad since there is a single record for each client contact in a central database that is kept up to date with the latest changes as they occur in Outlook contact folders.