Leadlist Administration

This feature, or some fields and options described, might not be available depending on your settings, security rights, or platform package.

Use Leadlist Administration to define the data elements that you want to use when importing a leadlist into AMS360; import members of a leadlist into AMS360 as suspects, prospects, or customers; and delete suspects.

Accessing Leadlist Administration

To access Leadlist Administration from the Sales Center menu, click Actions > Leadlist Administration.

Leadlist Administration Menu and Toolbar

The Leadlist Administration Menu

File

Operation

Menu Option	Icon	Submenu Options	Uses
Activity		New	Opens the Activity/Suspense data entry form so you can enter a new activity.
Activity		View	Opens View Activity. Refine the list to view the desired activities.
Contacts			Opens the Contacts form.
Form Letters			Initiates the Form Letters data entry form.
Notes		New	Opens the Notes data entry form so you can enter a new note.
Notes		View	Opens View Notes. Set your view options to view the desired notes.
Suspense		New	Opens the Activity/Suspense data entry form so you can enter a new suspense.
Suspense		View	Opens View Suspense and lists all suspense items due up to 30 days in the future that are not completed.

Toolbox

Help

Menu Option	Icon	Function
Context		Displays help for the active data entry form or center.
Search		Displays the AMS 360Help table of contents and opening topic.
Help Center		Displays the AMS 360Help Center that contains system news and links to other resources.
About		Shows you the current version information for AMS360.

The Leadlist Administration Toolbar

Icon	Feature	Uses
	Form Letters	Initiates the Form Letters data entry form.
	Contacts	Opens the Contacts form.
	Activity	Opens the Activity/Suspense data entry form so you can enter a new activity.
	Suspense	Opens the Activity/Suspense data entry form so you can enter a new suspense.
	Notes	Opens the Notes data entry form so you can enter a new note.
	Customer	Opens the Customer Center in a new browser session so you can search for and open a customer.
	Reports	Launches the Reports - All selection form where you can select to print reports. For more information see the Reports - All topic.
	Import	Compares the file you are importing to the lead list definition template for accuracy. If the definitions are valid then the Leadlist Import Name data entry form opens.

Leadlist Administration Workflow

Leadlist Administration includes three primary functions. Following is an explanation of each of these aspects of working with leadlists:

Function	What is this?
Leadlist Definition	Leadlist Definition is the process of creating a template that defines the data elements in a list and how they map to the fields in AMS360. You can use a template to import multiple leadlists, if the leadlists are the same format. You can access Leadlist Definition by clicking Create New, to the right of the Leadlist Definition list, or from the File menu, select Leadlist Definition. For more information on the process of creating a leadlist template see Leadlist Definitions.
Import Leadlist	Import Leadlist involves choosing the Leadlist Definition and selections to use when importing the leadlist. See Import Leadlist Selections in this topic for more information on the options available. Once you have made your selections you can click the Import icon from the toolbar, or from the File menu, select Import. For step-by-step information on importing a leadlist, see Workflow: Import a Leadlist.
Leadlist Maintenance	Leadlist Maintenance is where you can review and delete imported lists of suspects that you no longer need. Deleting a list is optional. To access, select Leadlist Maintenance from the File menu. For more information about this feature, see Leadlist Maintenance.

Import Leadlist Selections

Use Import Leadlist to import lists of suspects, prospects, or customers into AMS360. Then use the names to create Target Lists.

Field/ Group

What is this?

Select a Leadlist Definition and Import File

Field/ Link	What is this?
Leadlist Definition	The Leadlist Definition maps the field in AMS360 to each data element in your leadlist. Select a leadlist definition template from the list of existing definitions.
Create New	Click to open the Leadlist Definition data entry form where you can view, create, edit, or delete a leadlist definition template.
Import File	Enter the directory path and name of the file that contains the list of names you want to import.
Browse	Opens the Opendialog box so you can navigate to find the file that contains the list of names you want to import.
Preview	Available after you have selected a Leadlist Definition and Import File. Displays the first 500 rows of data in the selected file.

Select a Customer Type to Import the list as

Choose one of the following:

Lists of suspects can be deleted from AMS360, whereas prospects or customers cannot be deleted. For more information see Leadlist Maintenance.

Select the default settings to be applied to the list

Field	What is this?
GL Division	The general ledger division that is assigned to the members of the list. If you only have one division, that division defaults. If you have multiple divisions and use division security, keep in mind how that security will affect access to these imported accounts. This field is required if you select the Prospect or Customer type in the previous section. If you want to import your list into different divisions, edit the list and save it into separate files based on division. Then import each file into the specific division.
GL Department	The general ledger department that is assigned to the members of the list. If you only have one department, that department defaults. If you have multiple departments and use department security, keep in mind how that security will affect access to these imported accounts. This field is required if you select the Prospect or Customer type in the previous section. If you want to import your list into different departments, edit the list and save it into separate files based on department. Then import each file into the specific department.
Executive	The executive that is assigned to all the members of the list. If you want to assign different executives to the members of the list, edit the list and save it into separate files.
Representative	The representative that is assigned to all the members of the list. If you want to assign different representatives to the members of the list, edit the list and save it into separate files.
Notation	You can assign a Customer Notation to all the members of the list. Knowing how these accounts were entered in your system can be helpful to your staff. Also, because you can create a Target List based on a Customer Notation, it may be interesting to assign a special Notation to an imported list so you can see how many customers you obtained through a particular list. For more information on setting up a Notation see Notation Setup.
X-Date Line of Business	If you are importing X-Dates you can select a Line of Business to attach to all of the X-Dates. This is helpful if the list comes from an auto dealer or a mortgage company and the X-Dates are specific to a type of business. You are not required to enter a Line of Business when importing X-Dates.

Importing a Leadlist

This procedure assumes you have created the Leadlist Definition template.

From the Leadlist Administration form, Import Leadlist section, select the desired Leadlist Definition from the list.
In the Import File field, type the name of the file you want to import or click Browse to find the file.
Select whether to import the members of the list as suspects, prospects, or customers.
Choose a general ledger Division and Department for the members of the list.
Select an Executive and Representative for the members of the leadlist. If selected, then division/department security applies. These fields are required for prospects and customers, but not suspects.
If desired, choose a Notation.
If importing X-Dates, you can choose a default Line of Business to attach to the dates.
When you are finished making your selections and ready to import the data, from the menu click File > Import or click the Import icon on the toolbar. AMS 360 verifies that the leadlist can be imported using the selected leadlist definition template. If no errors are found then the Leadlist Import Name data entry form appears.
Enter a descriptive name for the leadlist that will make it easy to find in a list of names. (You have up to 45 characters.) Click OK. The import process begins. When your list is successfully imported you receive the following message:

AMS 360 - message

Import Status: Satisfactory. # (suspects, prospects, or customers) have been imported.

(# = the actual number of suspects, prospects, or customers imported)

Click OK.

What's Next?

To define the data elements on your leadlist, see Leadlist Definition. For regular maintenance of the suspects imported into your system, see Leadlist Maintenance.

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