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now we'll take a look at contacts management using lexer as with all the other modules in contacts you can build yourself as many different views as you want based on any kind of criteria you may build yourself views based on industry based on location etc for example let's say you're hosting an event in toronto it may be a training seminar for example you want to invite all the people that are local who are in toronto so you might build yourself a view and call it toronto contacts where you filter by location and the location is toronto what you would then do is select all the contacts and do a mail merge using the mail merge you can do a mass mail out that's still personalized to each person i'll show you how to do that now we're going to go to settings here we have email templates and print templates i'm going to go to the email templates because we want to send them emails and to the contacts templates now we're going to add a new template under the template name you can call it whatever you want the contacts themselves are not going to see this so this is for your purposes you can either make it private so only you can see it or public meaning that anyone in the organization using luxor will be able to see it you might want to make it public so that other people are able to alter it if you have lots of people working on the same campaign they need access to it for now we'll just keep ours private and you can do a little description for yourself so you know what it's about the subject line is what the contacts are actually going to see this will be the subject line in the email that they receive you can add attachments to the email you can make it html so if you want to add pictures and so on what you would really personalize is this insert field button what this does is pre-populates the email with the field that you've selected for example if i want to write hi and the name of the contact i would click the insert field button and select that field contact first name this allows you to send the same email to as many different people as you want without having to go in and write each person's name individually you can also insert different fields such as city so if you're hosting this event not just in toronto but let's say you had it in vancouver as well if you built yourself another view called vancouver contacts when you did the mail merge the city would be pre-populated with the city of vancouver so let's just write whatever we want maybe insert another field we'll insert the city and then you would save and close that now when you do the mail merge luxer will automatically autofill the correct fields in so that is how you would do a personalized yet mass email go back to contacts each record keeps track of all historical activity associated with it so this really helps for interdepartmental communication because i can see everyone who's had contact with this person in this case it's always been monica toronto but for example if someone else had had an outgoing phone call and they recorded it here we'd be able to see that this makes it easier to communicate between departments to see who has touched each record you can also see for example what support requests they've had in this case none but if there had been some then you would be able to look at and see what problems jim jones has had in the past you can see any alerts that have been set up there are no alerts set for jim jones so we'll actually make one to see what alerts can do let's call it incoming email under alert type you can select either activity alert or no activity alert so you can be notified if the event occurs or if it doesn't occur and also whether between yourself and the contact or between someone in the organization and the contact let's select an activity alert so we want to be notified as soon as we receive an email from jim jones under the event type you can select the activity or event so i'll just go ahead and select incoming email and update that here we decide on the frequency we want the alert to be triggered i'm just going to set it at one day and we'll save the new alert save and close now when we go back to jim jones and go to alerts the alert has been set and it hasn't been triggered yet let's take a look at to do's here once it's completed it's true so we can see historical to do's and this one hasn't been completed yet let's say i'm monica toronto and i have indeed completed this so i'll just check this off i can now schedule a follow-up so i click schedule follow-up when i save it'll prompt me to schedule a new follow-up or a new to-do i can make the due date whatever i want subject we'll just enter subject and assign a priority and i can also assign this to do to someone else it doesn't have to be for me we'll search the employees i want to assign it to the other monika now i'll save and close let's go back to take a look at jim jones under to do's there's the one i just assigned to the other monika and it's due november 1st monika herself will be alerted to the fact that she has been assigned it to do she'll receive an email or an alert or both and when she completes it she'll go to it and do what i did that is she'll mark it off as completed and this false will become a true she may also decide to schedule another to do for herself thus creating the circular motion of to do creations and completions which will all be recorded under activities so that's contacts management to learn more about luxor crm please contact us today for personalized product demonstration