How to get your contact and request forms into your database – without entering them by hand?

Homepage and shop operators have usually contact or request forms. These forms are then emailed to the website or store owners. But what to do then with this data? Mostly the data rarely find their way into the CRM system and thus remains unused on your computer.

With Mail2ACT! you get a bundle that allows you to download the data from system generated emails automatically and insert these into your ACT! database. This process runs after the first configuration fully automatic, so that not every single e-mail needs to be edited manually. The mechanism will not only help you to save time and money – it also increases the quality of the data transfer.

Mail2ACT! can automatically create new contacts from almost any e-mail data. Within defined time intervals, the service analyzes new emails based on your individual configuration and then stores the data as importable file. This is then imported at certain times and the selected contact fields are then filled with the existing data. Furthermore, the e-mail or its attachments can be attached to the ACT! contact as note / document / history.

You can decide what you want to do with the processed emails – whether you want to delete them after importing or save them in a directory.

Mail2ACT! eliminates the laborious typing or copy & paste of the contact information thus you can save a lot of time and money. Due to the fully automated tool you can not only save new contacts – you also improve your data.

You only have one task left – the definition & configuration of basic settings – all further steps is done by the Mail2ACT! service.

Here is an overview of functionality

Data collection – automatic collection of the data from the emails and direct data transfer into ACT!Attachments - Add the email itself or its attachements as a document to the respective contact
Activities – Create a follow-up activity for each imported / updated contact
Companies – Create and link contacts with companies during the import / update
Groups – Create groups and link contacts to these groups during the import / update
Auto-Reply-Function -  automatic sending of an auto-reply email to the sender of the form
Default value - Add a default value to the contact information in ACT!
Notes - Creating additional notes
Histories - Creating a history
Opportunities - Creating opportunities or mixing existing opportunities
Number of emails – Depending on the version
Number of email accounts – Depending on the version
Number of databases – Depending on the version

How to get your contact and request forms into your database – without entering them by hand?

Homepage and shop operators have usually contact or request forms. These forms are then emailed to the website or store owners. But what to do then with this data? Mostly the data rarely find their way into the CRM system and thus remains unused on your computer.

With Mail2ACT! you get a bundle that allows you to download the data from system generated emails automatically and insert these into your ACT! database. This process runs after the first configuration fully automatic, so that not every single e-mail needs to be edited manually. The mechanism will not only help you to save time and money – it also increases the quality of the data transfer.

Mail2ACT! can automatically create new contacts from almost any e-mail data. Within defined time intervals, the service analyzes new emails based on your individual configuration and then stores the data as importable file. This is then imported at certain times and the selected contact fields are then filled with the existing data. Furthermore, the e-mail or its attachments can be attached to the ACT! contact as note / document / history.

You can decide what you want to do with the processed emails – whether you want to delete them after importing or save them in a directory.

Mail2ACT! eliminates the laborious typing or copy & paste of the contact information thus you can save a lot of time and money. Due to the fully automated tool you can not only save new contacts – you also improve your data.

You only have one task left – the definition & configuration of basic settings – all further steps is done by the Mail2ACT! service.

Here is an overview of functionality

Data collection – automatic collection of the data from the emails and direct data transfer into ACT!Attachments - Add the email itself or its attachements as a document to the respective contact
Activities – Create a follow-up activity for each imported / updated contact
Companies – Create and link contacts with companies during the import / update
Groups – Create groups and link contacts to these groups during the import / update
Auto-Reply-Function - automatic sending of an auto-reply email to the sender of the form
Default value - Add a default value to the contact information in ACT!
Notes - Creating additional notes
Histories - Creating a history
Opportunities - Creating opportunities or mixing existing opportunities
Number of emails – Depending on the version
Number of email accounts – Depending on the version
Number of databases – Depending on the version

Objective:
Add new contacts to ACT! by simply scanning their business cards
Create a follow-up and a history with the details
Enable duplicate checking

Competitive Landscape:
Enter details without 3rd party applications or manual data entry
The software has to be ACT! compatible rather than producing a file that is later imported
Process has to be fast to allow scanning of large volumes of cards
Lack of Duplicate Checking in some products creates data issues

The Solution:
Using Scan IT with CardScans’ Executive 600 – which you can purchase for a low $121 – depending on the amount of units you need. After we enter the card the scanner starts automatically the scanning. Then we can check if the details are correct or we can enter additional information manually. There is the possibility to create a history (e.g where you met this person, what you talked about) and / or create a follow up activity (e.g to send info material, make a phone call). If the contact already exists, you can choose whether you want to update this contact or create a duplicate. A scanned image of the card can be attached to each contact record, so you can still identify your contacts by their individual cards.

Highlights:

• Phone, fax & mobile numbers will be saved in a proper format with country codes
• Country will be recognized by the phone numbers and email/website domain
• Adds contact to selected group(s)
• Set default values in the activity or history
• Screenshot function to get contact details out of emails, letters, websites
• Referred by – functionality
• Select contact status
• Duplicate checking
• Works with any CardScan personal or business card scanner, version 500 or higher

Conclusion:
With Scan IT you’ll never waste time entering business card information again.