Entering Responses from Mail-in Response Cards
Once a mail script is created, use the Mail Responses window to guide you through the script and record answers given by a contact. Scripts are usually created by the person at your facility who is responsible for managing marketing promotions.
Before information on a mail-in response card can be entered using the Mail Responses window, the name that appears on the response card must already be a contact in the database.
Since you may be entering many response cards, some recommended procedures for streamlining this process are discussed in this section.
You can enter any other information, such as an account name to help you narrow down your search.
If a contact is found, the Contacts window opens. Write the contact number on the response card. If you specified an account in the search, the Account Contact window opens.
Note: The Contacts window is a folder form. If the contact number is not visible, choose Show Field from the Folder menu to display the Contact Number field.
If the name on the response card is not in the database, enter it as a new contact and write the contact number on the response card. See: Entering a New Contact.
3. Once you have written the contact number on each mail-in response card, sort the cards by script number.
4. Choose Mail Responses from the Navigator to open the Mail Responses Window.
5. Enter the script code in the Code field.
6. Enter the contact number in the Number field.
7. Enter the script responses.
8. Continue entering script responses for each contact. Once all contact responses have been entered for one script, enter the next script number in the Script Code field and continue with step 6.
1. Sort the cards by script number.
2. Choose Mail Responses from the Navigator to open the Mail Responses Window.
3. Enter the script code in the Code field.
4. Enter the contact name in the Contact Name field.
If the contact is not found, put the card aside and go on to the next card.
5. Enter the script responses.
6. Continue entering script responses for each contact. Once all contact responses have been entered for one script, enter the next script number in the Script Code field and continue with step 4.
7. Once all cards have been processed for existing contacts, navigate to the Find Account or Contact window.
8. Enter a contact name that was not found in the database in the Contact region and choose Fuzzy Find.
Fuzzy Find searches the database for names that resemble the contact name. For example, if a contact's name is Rob Leakey, Fuzzy Find searches for Robert, Bob, and Bobbie Leakey.
If a match is not found, you can enter a new contact. Write the contact number on the response card. See: Entering a New Contact.
9. Once all new contacts are entered, process these response cards as described in this section.
Use the contact number to locate a contact. This method is the most efficient way of searching the database.
1. Verify that the Script Code and Script Name fields display the name of the script you want to use and that the account and contact fields match those on the response card you want to process.
2. Use the Comments field to record any general comments a contact might write on a response card.
3. Enter the answers recorded on the response card.
There are two ways to record answers:
- Use the Enter Answers Manually region to manually enter the label for each response.
- Use the Select Answers region if you want to display all possible answers for a script. Then, record the responses by selecting the box to the left of the appropriately labeled field.
4. If a contact has comments related to the answer, enter them in the Comments field.
5. Choose the New Responses button to save the responses and clear the identifying information for the current contact.
If you have additional response cards to process, use the list of values to select another contact name, or if the contact number is written on the response card, enter it in the Number field.
To process mail-in response cards when the percentage of unentered contacts is high: