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Persons and organizations are added with the help of different forms containing their individual data fields.
Below is an example of the person-adding page:
The page where an organization is added contains only relevant fields:
For each kind of contact you can select an arbitrary set of fields. To proceed to the setup, click the "Customize fields" link on a contact adding/editing page.
Why set up contact fields? he type of information about a company is usually different from that relating to a person. A person always has a first and last name, age, occupation, family status, etc. For a company, it is often necessary to store its title, form of ownership, legal address, CEO's name, etc.
Moreover, types of persons differ. If you primarily deal with subscribers to whom you send your newsletters, it is enough to know their names and email addresses; however, if your database contains information about job seekers, much more data must be stored about each of them:
1. One by one. A standard way to add a contact by means of a web form.
2. Multiple contacts at once. Type in or copy & paste contacts' names and other information (for which there are specific fields in contacts' properties, such as email address, telephone numbers, postal address, etc.) into a text box. Each contact's data set must be placed in a separate line, with data items separated from each other by a comma. You can add several hundreds of contacts at once by this method.
3. Import from a file. If you have retrieved a list of contacts, such as an address book from your email client (e.g., Outlook) or as a CSV file, then information from such files can be easily transferred to WebAsyst Contacts using the contacts import feature.
4. Allow contacts to add themselves! With WebAsyst Contacts you can create widgets; i.e., web forms which can be added to your website. Information submitted by your website visitors will be automatically saved in the necessary folder inside your WebAsyst Contacts account.
In the "Pricing" section of the WebAsyst site there is an example of such a form. It can be used to subscribe to newsletters about WebAsyst special offers and discounts:
5. Import customers from Shop-Script. If you use Shop-Script in your WebAsyst account, all customers can be imported from the online store to Contacts with just a click of a button.
When you need to edit more than one contact, it is not necessary to open each contact's details page and change its properties. Instead, simply select the desired contacts and click "Bulk editing". On the next page you will be able to quickly edit and save all selected contacts at once.
Should you need to quickly fill several fields for the selected contacts with equal values (e.g., enter a company name for several employees), use the bulk replacement feature on the bulk editing page. Bulk replacement copies entered values to the corresponding fields of selected contacts. All changes are saved by a single click of a button.
The search function in Contacts was designed to handle large volumes of data. During our tests, a complex search by several fields through 60,000 contact records was completed within several fractions of a second.
The form of simple search by name is always available at the top of the account page. This kind of search returns: 1) all persons whose names contain the search text; 2) all organizations where the title contains the search text; 3) all persons who are members of such organizations:
There are also 2 special types of search which involve several contact fields: "Advanced search" and "Smart search". With advanced search you can specify search text for any of the available contact fields (e.g., name, address, occupation, etc.). The search will return all contacts whose fields contain the specified search text. Smart search is more flexible: along with a search text, you can also choose a condition for each field. For instance, you can search for contacts whose properties contain or do not contain a certain word or word combination. Besides, you can select an AND or OR operator for each field to make your search more exact.
The results of any search can be saved as a contact list for future use. This allows you to create any number of lists for your marketing campaigns, e.g., lists of persons from certain geographical regions, etc. Newly added contacts whose properties satisfy the search conditions (including those who have submitted their information through a form on your website after the search has been completed), will be automatically immediately added the list. Then, using WebAsyst Mail, you will be able to send newsletters to all email addresses of the list members.
For each contact folder you can choose the most convenient mode to view contacts inside it. For instance, viewing a list of subscribers is often most useful when it contains only two columns: names and email addresses.
Viewing the list of your company employees may be more convenient in the detailed view mode:
However, if you would like simply to note the names and faces of your new colleagues, choose the "photo only" mode:
Should you need to print any contact list, click the "printer" icon to bring up a page with a printer-friendly version of the list. This page is created so that all texts and images will print correctly on paper of most standard sizes, with necessary indents and margins.
Along with addresses, phone numbers, and other contact information, there is also an option to save text notes about each person or organization. It can be any kind of a note: a piece of news, a phone call summary, requests, claims, opinions, etc. It is a simple online notepad for each contact:
WebAsyst is a multi-user system. Upon creation of a WebAsyst account you become its first and main user with full administrative access. In your account you are free to add new user accounts and assign them necessary access rights.
Each account user automatically becomes a contact in the WebAsyst Contacts application. Yet not every contact can be a user. It is up to you to decide who of your contacts may access your account and to grant the required contact necessary privileges.
In order to create a user account for an existing contact, simply click a special link on the contact's details page, enter a login name, a password, and configure several user properties: interface language, time zone and, most important, access rights.
Instead of manually creating an account for a new user, you may invite any person to register him/herself. To do this, you choose the option to create a special registration link which you send to the prospective account user. The invited person clicks the link, fills in a simple form, enters a login name and a password, and within several seconds logs in to your WebAsyst account.
It is often necessary to assign equal or similar access rights to several users. With WebAsyst you have wide opportunities for creation of user groups and management of their members' permissions. Such functionality greatly simplifies the setup and utilization of all WebAsyst applications, especially by a large number of users (e.g., employees of a company) within a single account.
In order to avoid setting up access rights for each user individually, create a user group, grant its members necessary permissions, and then add all affiliated users to the group. All members of the group will inherit all access rights set up for the group.
Any user may be a member of several groups and have his/her own access rights as well. The resulting access rights will be a combination of all rights assigned to the groups to which the user belongs and his/her personal access rights.
The above described mechanism of user management will allow you to easily organize efficient collaboration of your employees, project group, or any other community members in WebAsyst applications.
Invite users and assign them access rights to different folders within WebAsyst Contacts. Each user will have his/her own login name and password for the account, and will be able work only with those data and functions which you allow him/her to work with.
WebAsyst Contacts allows individual setup of access rights for each user to each folder. There are several levels of access rights which may be assigned:
Subscribers are persons who have added their contact information to your database themselves. Adding oneself is possible with the help of a subscription form published on your website or blog. When creating such a form, you are free to choose the necessary fields to be filled by subscribers, customize its size, look and feel, as well as choose the most convenient option of embedding the form on your site:
Form samples
Method 1 (iframe): | |
 | <iframe allowtransparency="true" scrolling="NO" width="225" height="204" frameborder="0" src="http://public.webasyst.net/WG/show.php?q=V0sxMjQ1-944345fe" ></iframe> |
Method 2 (javascript and form): | |
 |
<link rel="stylesheet" type="text/css" media="screen" href="http://public.webasyst.net/WG/css/contacts.css" /> <script type="text/javascript" src="http://public.webasyst.net/WG/js/jquery.js"></script> <script type="text/javascript" src="http://public.webasyst.net/WG/js/jquery.validate.js"></script> <script type="text/javascript" src="http://public.webasyst.net/WG/js/contacts.js"></script> <form class="wbs-sign-up use-iframe" method="post" action="http://public.webasyst.net/WG/show.php?q=V0sxMjQ1-55b57d87&from=form" style="width:180"> <input type="hidden" value="signup" name="action" /> <input class="encoding" type="hidden" value="" name="encoding" /> <input class="source" type="hidden" value="" name="source" /> <table style="font-family:'Trebuchet MS', Arial, Helvetica, sans-serif; font-size:14px;"> <tr><td></td><td style="color:#b7500b; font-size:1.25em">Subscription</td></tr> <tr> <td> <label for="wbs-field2">First name:</label></td> <td> <input style="width:180" id="wbs-field2" name="C_FIRSTNAME" type="text" class="primary" maxlength="50" /></td></tr> <tr><td><label for="wbs-field3">Last name:</label></td> <td><input style="width:180" id="wbs-field3" name="C_LASTNAME" type="text" class="primary" maxlength="50" /></td></tr> <tr><td><label for="wbs-field6">Email:</label></td> <td><input style="width:180" id="wbs-field6" name="C_EMAILADDRESS" type="text" class="email" /></td></tr><tr><td></td><td><div> <div class="error"></div> <div class="form-message">Thank you!</div> <input class="submit" type="submit" value="Submit" /> </div></td></tr></table> </form> |
When creating a subscription form, you can enable automatic forwarding of subscribers to the specified URL upon completion of the form. Moreover, you can also enable email notification of the subscription for all website visitors who have entered their email addresses in the form. The contents of such notifications are fully editable and you may prepare any text relevant to the subject of the subscription.
The notification can contain a confirmation link, a click on which will open a subscriber's personal account in a browser. A personal account is a subscriber's dedicated page, where he/she may modify personal contact details, unsubscribe from future mailings from your account, or completely delete him/herself from your Contacts database.
WebAsyst Contacts allows you to send an email message to any number of contacts at once. To do so, select the necessary contacts on a folder, list, or search results view page, and click menu item "Send email". Type your message text, specify the subject and click "Send" – the message will be sent to all of the selected contacts who have email addresses in their details.
It is very convenient to send bulk mailings to your contacts with the help of the WebAsyst Mail application, especially when it is essential for you to choose the sender address, fill the CC and BCC fields, use drafts and templates, and/or be able to schedule the sending for a future date.
All contacts contained in WebAsyst Contacts are also available in WebAsyst Mail in your account. Just choose individual contacts or whole lists in the email composing screen. Preliminary creation of contact lists will considerably save time when sending bulk email messages with WebAsyst Mail!
WebAsyst Contacts also allows sending SMS messages to contacts from within your account. The cost of each short message is charged against the sender's SMS balance in his/her WebAsyst account. In order to send an SMS, select the recipients on a folder, list, or search results view page and click menu item "Send SMS". Mobile phone numbers of all selected contacts will be automatically added to the recipient list. In addition to your contacts' numbers, you may also enter other phone numbers to which you want to send the message.
In addition to the ability to view each individual contact's details, WebAsyst Contacts has special section which contains a summary of the entire database, including such details as:
