Process Cloud Forms

Action: WEBPROSPECTS

To process data from web forms go to the Process Web Forms / eMail on the Marketing switchboard. This ProfitSystem form shows the new web data for each web form to the user. The user reviews the data details and decides if it’s a valid prospect. If so, they click Create Prospect or TO DO or Prospect + Appointment. When the data is SPAM click Discard. Then the next prospect is shown and the process is repeated.

The prospect source is automatically set to WEBREQUEST. This allows the Prospect Listing report to be run for prospect source WEBREQUEST, and can be filtered to today, which will show all the new prospects.

Forms results data for each individual web form submitted form are displayed one at a time on this form, allowing the operator to make a decision on how to import the data into ProfitSystem. When either Discard, Create Prospect, or Create Pros+Appt is clicked, the selected action is performed, and the next web form details are displayed.

If the phone number for a web prospect matches an existing prospect, the message 'PROSPECT ALREADY ON FILE' will appear on the form. In this case, the Create Prospect button is disabled, and the Create Pros+Appt button becomes Create Appt for Pros. A new prospect cannot be created, but a new appointment can be created for the matching existing prospect. Prom requests are retrieved and processed automatically. Attendee registrations are also retrieved and processed automatically.

Buttons

Discard... Skips and deletes the displayed form. No actions are taken with the data.

Skip... Skips this web form. The form stays in the queue and will be displayed again the next time web prospects are processed.

Assign to SA for Review...If the web prospect needs to reviewed by a certain sales associate, clicking this button will prompt for a SA ID and assign the web prospect to that SA. The form will then display the next web prospect to be processed. On the Todo menu is an option, Web Prospect for SA. This will display all the web prospects that are assigned to the logged in SA, so they can Discard, Create Prospect, Create Pros+Appt, Create a Todo, or assign to another SA.

Create Prospect... Creates a prospect from the display data. Takes the user to the prospect form just created to allow further action. Examples of actions would be: end a email, print a label or make additional notes, assign a TO DO for more follow-up. If the prospect is already on file, this will add the notes from the incoming web form to the existing prospect.

Create Pros+Appt... This action makes a prospect entry and an appointment entry for the displayed data. The new appointment form is displayed to the user so the appointment date /time may be completed or additional tasks completed. This button is available when the BBL Appointment module is installed. If the prospect is already on file, this will add the notes from the incoming web form to the existing prospect. The prospect source is automatically set to WEBREQUEST when the prospect card is created thus allowing for selection in reports and marketing campaigns.

Create TO DO... This will create a TO DO for the displayed form submittal and display it to the user so additional documentation may be done. The TO DO could be assigned to an individual for follow-up. Close... Closes the Process Web Form without processing any additional form submitls. Any remaining form data is SAVED and is displayed for processing the next time this form is viewed.

As data is downloaded, it is logged using the key CLOUD. Past downloads can be viewed by going to System Maintenance->Log, and filtering to key type CLOUD.