Archive for the ‘Tips & Tricks’ category

How do you track who entered records into your LeadMaster system?

January 15, 2013

A customer asked this question today and although LeadMaster doesn’t have a search for who entered the record it is fairly straightforward to create a workflow that will allow you to search to find out.

To begin create a marketing activity (or marketing status is you prefer) for each person you’d like to search on. For example:

  • Records entered by Andy
  • Records entered by Joe
  • Records entered by Sue
  • Records entered by Beth

Then create a workflow for each person you want to search on that is activated anytime a new record is entered into the system that add has a condition equal to either the group, account manager, partner or partner rep. The resulting action will be to add a marketing activity equal to that person’s name.

Now whenever a member of the group, account manager, partner or partner reps enters a record a marketing activity with their name will be added to the record as well.

You can search at both the record and contact level for marketing activities.

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Email Marketing – Getting your emails to show up correctly in all email clients

January 20, 2012

While using LeadMaster’s built-in E-marketing some people have commented that the email doesn’t always look the same when viewed in different email clients, especially if the email included a lot of HTML.

The reason is that different email clients treat HTML differently.  This is especially true of Outlook.  Take a look at the charts below compiled by campaign monitor.  You’ll notice that of all the email clients listed below Outlook blocks the most.

To get your email to show correctly in most email clients use Tables instead of HTML <div> tags.  Some email clients, like Outlook, strip styles, positioning, background images, padding etc.

LeadMaster HTML Email Editor

LeadMaster HTML Email Editor






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Using HTTP Post to Send Data to LeadMaster Custom Forms

June 9, 2011

There are two ways to post data to LeadMaster custom forms:

  1. HTTP post using your language of choice (Javascsript, VBscript, Java etc).  You’ll need to be registered with a user ID & Password as ‘Lead Provider’ to post data to LeadMaster.  Please note: this is not the same user ID & Password that you use to access LeadMaster, this user ID is only for posting data.  You’ll find a detailed explanation by following this link: – Lead Provider Integration.pdf
  2. HTTP post from a web form / landing page where you’ll use the ‘Map Web Forms to Custom Forms’ tool in the Administration section of LeadMaster.  Please note: you will need the appropriate privileges to access the ‘Map Web Forms to Custom Forms’ tool.  You’ll find a step-by-step guide by following this link:

This document explains #1 above.   Since many people receive leads via email and want to post the contents in both the database and a custom form, this document explains how to parse an email and post it to both the database fields and custom form fields.  The concept is the same both with and without the email parse, the only difference is when simply posting you don’t have to extract the data from the email first.

Below is the email we’ll parse to get the data. It’s important to note that for an email to be correctly parsed consistently, it must be received in the same format each time.

Parse Email

Step 1 – Create a custom form with the fields you want to post the data to.  In this case, the demographic fields from the email (Company, First Name, Last Name, Title, Phone etc.) are posting to the demographic fields in LeadMaster and all the rest are posting to the custom form (Segment, Revenue, Applications, Integration etc.)

Custom Form

Step 2 – Create an email parse.  LeadMaster provides mapping for all the standard fields.  Those fields are identified with the prefix ‘lp_’.  You can find additional information about this in the ‘LeadMaster / Lead Provider Integration’ documentation. – Lead Provider Integration.pdf

To make it easier to identify the difference between the standard fields and the custom form fields, the custom form fields have the prefix ‘ab_’.

Field Extraction

Step 3 – Once all the fields have been extracted from the email, the data needs to be sent to LeadMaster.  In this example, the data is being sent via HTTP Post.



Step 4 – All that remains is to map the data that is being sent via HTTP post to the custom form.  To do this you’ll need to be set up as a ‘Lead Provider’ and have the appropriate access privileges.

Simply type in the lead provider fields exactly as they were entered in the HTTP post.

Update Lead Provider

You’ll notice that only the custom form fields (those starting with ‘ab_’) are mapped.  That’s because the standard fields go directly into the database.


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More E-Marketing Best Practices

November 22, 2010

Good news, you’ve discovered just how easy LeadMaster is to use for E-Marketing.  Now your challenge is to make sure your messages get delivered so they’ll be opened.

Here are a few suggestions.

First, use an opt-in list.  You can either build your list from your customer base or you can buy an opt-in list.  Don’t use a program that scours the internet for email addresses.

Second, check ‘Bounced Email Messages’ in the Admin section of LeadMaster.  If you got a hard bounce it means that email address no longer exists.  Sending to it again will mark you as a spammer.  Solution?  In ‘Bounced Email Messages’ select all the hard bounces and then ‘Disable Email Addresses’ and then ‘Delete Bounce Records’.  What about soft bounces?  Check the date – if they bounced a while ago then just delete the notice, whatever the problem it has been cleared up.  If you’ve received a soft bounce for every message you’ve sent in the last month then it’s time to Disable and Delete.

Third, make sure your messages aren’t caught by spam filters.  Typically spam filters use an algorithm to determine an email’s ‘spam score’.  If your email scores high enough it will be determined to be spam and either a) not get delivered or b) get delivered to the junk mail / spam folder.

There are tools available to give you an indication of your spam score.  The one I use is Mailing Check.  You can download it from this link  It provides both a numerical rating and text rating (good, bad, not-bad).  To use Mailingcheck you’ll need a .eml file.  To create that, send yourself the email and save that email to your local computer.

Here are some of the things that will significantly increase your spam score

  • Act Now!
  • One of a Kind Opportunity!
  • Lots of CAPITALIZATION and exclamation points!!!!
  • Multiple references to money – eg. money back guarantee, lowest price etc.

The LeadMaster newsletter for November gets a MailCheck score of 2.2 (not bad).  It has lots of links and images which also increase the spam score.

Announcing Lead-Xpress | LeadMaster Newsletter

There is no definitive number that you need to keep your spam score below in order to avoid the junk folder because each mail server setup is uniquely determined by the person who installed it.

The criteria for ‘what is spam’ is constantly evolving.  Many spam filters are in constant communication either with the software company that developed them or with each other sharing their list of rules.  So the spam filter rules grow over time as more people click on the button ‘This is Spam’ in their email program.

With this information you should see maximum returns from your E-Marketing campaigns.  Good selling.


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E-Marketing Bounce Management Best Practice

November 8, 2010

LeadMaster’s email marketing feature allows you to easily send email to your contacts.  This is great for newsletters, lead nurturing, product announcements, updates etc.  However, you need to make sure you aren’t sending email to an address that has already bounced.

Bounce management is a lead management best practice.  There are two very good reasons to manage your bounced emails.

1) Mail servers may block all mail from you if you repeatedly send mail to a bad address on their domain.
2) For response tracking, you need to subtract out the bounces for an accurate report.

LeadMaster helps you manage your bounced emails.  Bounce Management is built-in to the email marketing component of LeadMaster CRM.  That means you can manage bounces anytime you send emails from LeadMaster.

To access the Bounce Manager click on Administration in the top navigation bar, then click on ‘Bounced Email Addresses’.

Bounce Management Menu in Administration
Bounce Management Menu in Administration

This menu takes you to the Bounced Email Addresses page lists all bounced email addresses captured from bounced email messages sent from the workgroup.  Each record in the list contains the following:

  1. Name of the contact associated with the email address
  2. Email address
  3. Soft bounces – the number of soft bounces for this email address
  4. Last soft bounce date – date of the last soft bounce
  5. Hard bounces – the number of hard bounces for this email address
  6. Last hard bounce date – date of the last hard bounce
  7. Send Email Enabled – attribute of the contact that indicates if the email address has been marked as bad
  8. Disable / Enable – link to mark the email address as bad / good
  9. Delete – link to delete the record of bounces for this email address

Here’s a step-by-step guide to help you manage your hard bounces.


Bounced Email Manager - Hard & Soft Bounces

Bounced Email Manager – Hard & Soft Bounces

A hard bounce means the email address is invalid.  You should immediately mark all of those emails as bad.  Here’s how.

Bounced Email Manager - Select the number of rows

Bounced Email Manager – Select the number of rows

Select the number of rows that most closely matches the number of hard bounces.
Bounced Email Manager - Select the Page & Disable the Email Address

Bounced Email Manager – Select the Page & Disable the Email Address

Click the ‘Select Page’ menu, for the remaining few email that were either included or excluded you can use the check box on the left to either select or deselect.  Then click ‘ Disable Email Addresses’.  This will prevent LeadMaster from sending email to these email addresses again.
Now you need to remove these records from the Bounce Manager after you’v disabled the email address.
Bounced Email Manager - Remove bounce records

Bounced Email Manager – Remove bounce records

Click ‘Select Page’ and either select or deselect the additional records that you wish to include or exclude.  Then click ‘Delete Bounce Records’.
Continue disabling and deleting until you have no more ‘Hard Bounces’.
A soft bounce means that the email could not be delivered but the email address was valid.  There are several potential reasons for a soft bounce – the email box was full, the email server was offline, there were network problems etc.
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Best Practice for Modifying a LabelSet in LeadMaster

October 8, 2010

Current Situation: The Label Set being used for Jane’s Workgroup = Jane_WG_labelSet

Requested Action: Modifications to the labelset for testing or permanent modification.

Best Practice: The current Label Set “Jane_WG_labelSet” is NOT modified but brought up and a “SaveAs” is done under a new custom label set name of Jane_WG_labelSet_10_1_2010 (or Jane_WG_labelSet_v2).

Modifications are made to the “next version” labelSet, tested and either approved or rejected.

If approved then workgroup/users label sets are changed to the new “next version”.

Old versions can be maintained for a period of time then eventually deleted.

Result: The above process would eliminate the necessity for a restoration in the event of unrecoverable mistakes as well as providing a visual clue as to the progression of a custom label set.  It also helps to reduce the number of custom label sets with the same name.  Ideally, this will help to reduce your soft costs by lowering the instances of messing up a label set or selecting the wrong label set (due to duplicate names) and needing you to either figure out what has been done OR having to elevate the issue to Support.

Brought to you by LeadMaster Support


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