TCM4000 Processes - Web Lead Management

		Step 1 | Step 2 | Step 3 | Step 4 | Step 5
		We have spent a lot of time developing Web Lead Management tools within TCM4000. Many firms have web sites with forms in them which generate leads but so often that information is not easy to integrate into a database. With TCM4000 Web Lead Management couldn't be simpler.
		How to Setup your TCM4000 System to receive your Form Submissions from your Website
STEP 1		To set up the area of the database for your web leads:- 1. In the Filing screen create a Normal Folder called Apt Web Leads. 2. Within Apt Web Leads create a Normal Folder called Companies 3. Within Companies use the drop list next to the Normal folder to create a folder sub-structure. Select Organiser style 1 - Breakdown. 4. Within Apt Web Leads create a Normal Folder called Single Users 5. Within Single Users use the drop list next to the Normal folder to create a folder sub-structure. Select Organiser style 1 - Breakdown. 6. Also in the Filing Screen create a Normal Folder called Daily Downloads (this is the folder which will hold a daily record of the Web Leads which you will be processing. 7. Force the index with the Background Processing button in order to index these new folders. (The background processing button can be found to the right of your name on the TCM task at the bottom of the TCM screen).
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STEP 2		Next you need to define some User defined fields in your TCM database since the web leads that we are sending to you have some additional fields: Go to File/Setup/Administrative and in Contact select one of your user defined fields and name it 'Source of Lead' and choose appearance 'textbox'. Select another user defined field and name it 'User type' and choose appearance 'textbox'.
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STEP 3		Next, you now have to set up TCM so that it can take the field structure that makes up the web lead e-mail and make a folder or folders from it. Here's how to do this:-
		In File/Setup/Form Submissions select the tab Fields and then you will see a box labelled 'Form field' - this is the name of a field on the form which is on the web site into which the website visitor enters information which is then submitted when the website visitor clicks the Submit button on the web site. Hence the name Form Submission. You will also see a box labelled TCM field, this is the name of the field in the TCM Contact Details, fields like name, town, country etc. When you have defined a Subject Identifier you will be able to drop down the list in this green field and you will see yellow fields for Companies and blue fields for Contacts. Address fields are at the bottom of each of the coloured sections, one set of address fields for companies and one set for contacts.
		We therefore have the set of field names used on the web form on the web page, and the set of field names which make up the TCM4000 contact details. All we have to do here is to match the fields in order that TCM can then create company and contact folders from these details. Click on the + button on the top right next to the Subject identifiers box and in the box which appears type the subject identifier of the form that is returned form your website and then OK If you drop the list in this field you will see yellow fields for Companies and blue fields for Contacts. Address fields are at the bottom of each of the coloured section, one set of address fields for companies and one set for contacts. We therefore have the set of field names used on the web form on the web page, and the set of field names which make up the TCM4000 contact details. All we have to do here is to match the fields in order that TCM can then create company and contact folders from these details.
		With the new subject identifier highlighted we now go on to match the fields:- Click on the + button on the mid right of the screen adjacent the Settings box. In the Form field box type the name of a field from the form submission, such as 'company name'. Drop the TCM field list and select 'name' from the company (yellow) selection of fields. This means that the contents of the 'company name' fieldon the web form will be entered in the company 'name' field in TCM when the company folder is formed.
		Nearly there, what we have to do now is to set the Process up which will select the returned form submissions and then allow you to Process a batch of these e-mails into TCM and to send out a 'welcome' e-mail to the website visitor. Remember, this will only work if you use TCM as your e-mailer.
		The Process will link the Company registrees in the Companies folder of your database, and the Single Users in the Single User branch of your database. In order that the system can work out which is which we need to set up a Rule so that when the 'name' field contains something other than a company name, such as XXX or Get lost, etc then this is 'made empty'. In this way the system can differenatiate which is a company folder (it will have a name in it) and which is a single user (the 'name' field will be empty). To do this, go into File/Setup/Form submissions and click on the Subject identifier for the form submission, this will reveal the Form fields in the bottom of the screen that you have setup. Click on the 'company' field and then on the Rules button on the right hand side of the screen. The Rules screen will open up. You need to click the bottom radio button and then the '+' on the right hand side of the screen. This will allow you to enter your rule. At the bottom left of the screen you will see a drop list; select 'contains'. There is a small box to the right of his; enter the text that you want to be removed, this has to be exactly the same as the entry in the field of the form submission. Finally, from the drop list to the right of this, select 'change to be empty'.
		When you go into the TCM4000 e-mail screen you will see that you now have a new folder under the In basket section with the name of the Form Submission subject identifier. When you click on this any web leads that have been sent from your website to you will appear in the top right area of the screen in the same way that incoming e-mails appear. If you click on an e-mail in the TCM web leads grouping, however, the 'Process' button on the bottom left of the screen will become active. (You will have to have a web lead highlighted to complete the rest of this setup).
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Step 4		Click on Process. You will see the web lead details in the top of the screen (you can set up rules in File/Setup/Form Submissions/Fields to capitalise letters etc.). In the bottom part of the box you will see a field called 'Create companies in', this is where you set the folder where you want the companies to be created and this will be the Companies folder in the Apt Web Leads Normal Folder that we created in the first step. Click on the search button and either search or browse to find this. Do the same for the 'Create non-company contacts' by choosing the Single Users' folder which you previously set up. TCM4000 will automatically distinguish between Company Leads (including the company contact) and Single User contacts and will file both in alphabetical order in the filing structure.
		You can choose to add the processed contacts to a Virtual Folder which is a useful feature if, for example, you wish to have a Virtual Folder which contains the processed items made each day. To do this, you click on the blue button against the xxx and then search or browse for the Daily downloads folder which you created in Step 1. You can also choose to send the processed items to a Table for review or to create a mailing list.
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Step 5		The last item which you now need to create is your Welcome e-mail which you can send out to the contact at the same time as you process the Form Submission data into the database. To do this you make up an e-mail in the normal way but instead of 'sending' it from the e-mail composition screen you click on the 'e-mail library button'. This then makes that e-mail selectable from the Process screen 'send a standard response' list.
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