Chapter 1 Getting Started with CardScan Lead Qualifier
1 Copyright © 2005 CardScan, Inc. All rights reserved worldwide. This guide is protected by federal copyright law. No part of this guide may be reproduced or distributed, transcribed, stored in a retrieval system, translated into any spoken or computer language or transmitted in any form or by any means whatsoever without the prior written consent of: CardScan, Inc. 810 Memorial Drive Cambridge, MA 02139 Tel: (617) 492-4200 Fax: (617) 492-6659 Trademarks: CardScan and CardScan.
Table of Contents 1 Welcome to CardScan Lead Qualifier! Introducing Lead Qualifier Forms ...................................................... 1-1 About this Booklet and Other Resources .............................................. 1-3 2 Scanning Forms and Completing Records Scanning and Processing Forms ...................................................... Verifying and Completing Records ..................................................... Viewing Records in Your File.................................
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Introducing Lead Qualifier Forms 1 Welcome to CardScan Lead Qualifier! Events, such as trade shows, conferences, and seminars are expensive but important vehicles for showcasing your product or service and, most importantly, making new contacts! Too often those new leads are not collected or acted on quickly enough. CardScan Lead Qualifier enables you to maximize the value of your leads by allowing you to: • • • Collect lead data with forms. Scan the forms into electronic records.
1 Welcome to CardScan Lead Qualifier! 1 As shown in the illustration, after processing: • • The business card data has been placed in the appropriate contact-information fields. The multiple-choice answers have been placed in the fields of the Form Data tab. The only information not transformed automatically is your handwriting (for example, any notes in the form’s MEMO, names of products and services, and your initials). You have to copy this data to the fields by typing.
About this Booklet and Other Resources About this Booklet and Other Resources This booklet provides the basic instructions for using Lead Qualifier forms and suggests good practices that may increase your efficiency. The following table summarizes your other resources. CardScan Lead Qualifier Installation and Setup Getting Started with CardScan CardScan Online Help CardScan Website CardScan Technical Support This document is included with the CD-ROM containing the CardScan and Lead Qualifier software.
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Scanning and Processing Forms 2 Scanning Forms and Completing Records This chapter describes transforming a completed form into a usable record. This requires: • • Scanning and processing forms Verifying data accuracy, and editing the record for completeness Scanning and Processing Forms To scan and process the forms, you need a CardScan Executive scanner and a computer with the CardScan Lead Qualifier software installed.
2 Scanning Forms and Completing Records 1 Verifying and Completing Records To verify the accuracy of a record, you should verify the contact data and the data recorded in the fields of the form. Lead Qualifier simplifies your tasks by saving the image of the form as two separate components: a) an image of the card affixed to the form and b) an image of the rest of the form.
Verifying and Completing Records 3. To verify the accuracy of the form data, click on the Form Data tab to open its fields, and then double-click anywhere on this tab (or choose View→Big Picture) to display the scanned image. As you move the cursor from field to field, note a rectangle highlighting the corresponding part of the image. Note the blank fields labeled for the handwritten data. The Big Picture allows you to view all the images included with the record. 4.
2 Scanning Forms and Completing Records 1 Viewing Records in Your File Click the List view tab to view the contacts in your file. AccuCard Status (see page 3-3.) View All button displays all contacts in file Verification Status indicates unverified contacts with the symbol. List view tab Letter Bar enables you to list only contacts that start with the same letter. Choose View→Customize List to include any lead-specific data (for example, Lead Follow-up) in the display.
Organizing Leads with Categories 3 Organizing and Managing Leads CardScan Lead Qualifier provides you with powerful features to organize and safeguard your leads. This chapter introduces: • • • • • • Organizing Leads with Categories Merging and Splitting Files Finding Records with QuickSearch Finding and Removing Duplicates Safeguarding your Leads Keeping Lead Records Up to Date Organizing Leads with Categories Categories allow you to organize contacts into meaningful groups.
3 Organizing and Managing Leads 1 5. Press and hold the mouse button until the cursor changes to the to the filename “Contacts-2” on the File Bar (as illustrated below). icon. Drag the mouse over 6. Release the mouse button. The window displays “Contacts-2” with records copied from “Contacts.” 7. Click “Contacts” on the File Bar to display the file “Contacts.” The copied records are still selected. 8. Choose Card→Delete to delete the copied records from the file “Contacts.
Finding and Removing Duplicates Finding and Removing Duplicates CardScan’s Duplicates Wizard finds records with duplicate information for you. It then helps you remove duplicates automatically or as you choose. To start the Duplicates Wizard, choose Card→Find Duplicates. Safeguarding Your Contacts To make sure your valuable information is safe and available when you need it, use the Backup Wizard. To start the Backup Wizard, choose File→Maintenance→Backup. Saving files to CardScan.net.
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Exporting Lead Data to Microsoft Excel 4 Sharing Lead Data CardScan Lead Qualifier provides you with various methods to share lead data. For example: • If you send lead records via email to people with CardScan Lead Qualifier on their computers, they can use these records as fully as you do. This method, of course, may not be the most efficient or secure. For information on emailing contacts, use the Online Help.
4 Sharing Lead Data 1 2. Click Next. This screen opens: 3. Scroll down the list to select the appropriate template: 4. Click Next, and follow the wizard’s prompts to complete exporting the lead data. 4-2 CardScan, Inc.
Sharing Lead Records via CardScan.net Sharing Lead Records via CardScan.net The ability to share lead records via your private account on CardScan.net can save you much time and money. You can apply the power of your entire team to the project, while you are the only person attending the event. To take advantage of this feature, you must: • Create an account on CardScan.net. To do so, choose Tools→Welcome Wizard, and follow the on-screen prompts to create your account.
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Appendix A: Good Practices Your success at and after the event largely depends on your coming prepared for various scenarios. Consider the following recommendations: • • • • • Create and practice using your account on CardScan.net. Prepare for capturing contacts without business cards. Practice using forms. Strategize! Prevent troubles scanning Create and Practice Using CardScan.net Account Your account on CardScan.net could prove your team’s best asset.
Appendix A: Good Practices 1 Strategize! Because the only task you must accomplish directly at the event is filling out forms, consider various options for completing the remaining tasks (that is, scanning, processing, verifying accuracy, organizing and sharing data). Answer these questions: • Would it be possible to scan forms as you converse with your potential leads? If you work in your own booth, you may be able to set up the scanner and a PC or laptop with the appropriate software.
Appendix B: Compliance with FCC and EC FCC Statement This equipment has been tested and found to comply with the limits for a Class B digital device, pursuant to Part 15 of FCC rules. These limits are designed to provide reasonable protection against harmful interference in a residential installation. This equipment generates, uses and can radiate radio frequency energy and, if not installed in accordance with the instructions, may cause harmful interference to radio communications.
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