Contacts Live Contacts Tutorial
Table Of Contents
Contacts Live Contacts at a Glance
Adding Contacts
Letting
Contacts Add Their Own Details via Sign-Up Form
Importing
Contacts From a Text File
Organizing Contacts
Folders
Lists
Copying/Moving/Deleting
Contacts
Sharing Contacts with Other Users
Exporting
Contacts
Custom Fields in Contact Entry Form
Adding
Sections and Fields
Modifying
and Deleting Sections and Fields
Subscribing and Unsubscribing Contacts
Subscription
Reports
Contacts Live Contacts at a Glance
Here is your Contacts Live Contacts main
window:
- Contacts Live Contacts toolbar includes
the following function buttons:
- Folder – lets you
manage Contacts Live Contacts folders. Click to access pull-down
menu to add/delete/copy/move a folder and set folder access rights
for other users
- List – lets you
manage your contact lists. Click to access pull-down menu to add,
modify, or delete a list
- Contact – lets you
manage one or several contacts. Click to access pull-down menu to
add, copy, or move contacts to a folder, delete contacts, add
contacts to a list, import contacts to Contacts Live Contacts,
export your Contacts Live Contacts to a file, print contacts, and
send e-mail or SMS to your contacts
- View – lets you
choose and customize the format in which contacts are listed in the
Contacts pane (i.e. Grid, Details)
- Tools – click to
access contact entry form constructor (to add custom field and
sections to your contact storing form) and Sign-Up Form widget (to
place on a webpage and collect subscribers) pages
- Reports – click to
run reports on subscribed and unsubscribed contacts
- Search box. Enter a contact’s name or
other detail (e.g. “Ann Miller”) and click Go to see the list of
contacts where the search word is found.
- Clicking on "Available Folders" will
display all Contacts Live Contacts folders. For every folder you can see
its access rights for a user who is currently logged in, number of
contacts, and “Shared” checkbox indicating whether this folder is shared
with other users.
- Click Lists to see
available lists and their content
- Subfolder indicator. Click “+” to expand.
- Click to hide folder list pane. Contacts
pane will expand to occupy the whole browser window, as shown in the
sample below:
- Click to select all contacts.
- Sorting indicator. Click to reverse
sorting order. Click on a column name to sort (e.g. click “Name” to sort
contacts by Name).
- Click on a contact to open Contact Edit
form where you can add and modify contact details.
- Selected contact checkmark.
- Displays total number of contacts in the
current folder.
- Indicates current folder access rights for
the logged in user.
- Click “Shared” to see the list of users
who have access to the current folder.
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Adding Contacts
Contacts can be added to your contacts database
via contact entry form found on "Add Contact" page. Click Contact ->
Add Contact from Contacts Live Contacts toolbar and enter new
contact's details. The form is broken into sections (Contact, Phones,
Business, Home, Notes). Each section contains fields relevant to the
section. When adding a new contact one of the following fields must have a
value: First Name, Last Name, Nickname, or E-Mail. The rest of the fields in
the form are optional.
Once information on the form is saved, the
newly added contacts will be displayed in the folder that you have selected
from the drop-down list at the top of the form.
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Letting Contacts Add Their Own
Details via Sign-Up Form
Sign-Up Form is a widget that can be placed on
a website, blog, e-mail, or a newsletter – any web source that can be used
to collect site visitors’ details. Sign-Up Form can contain any number of
fields from the contact entry form. Contact details entered in Sign-Up Form
are added to Contacts Live Contacts database. The picture below shows a
sample Sign-Up Form and contact information added to contacts database
To add Sign-Up Form to your webpage, follow the
instructions below:
- Click Tools -> Sign-Up Forms
from Contacts Live Contacts toolbar
- Click Create New Sign-Up Form
and select your form from the following:
- E-Mail only - sign-up
form with a field for visitors’ e-mail addresses and a Submit button
- Name and E-Mail -
sign-up form which includes fields for visitors’ names and e-mail
addresses
- Name, E-Mail and Photo
- sign-up form with fields for visitors' names, e-mail addresses and
photos
- Custom - sign-up form
where you can place any number of fields from Contacts Live Contacts
database; e.g. name, address, birthday, phone number, website
address, etc.
- Customize form's properties if needed,
select a destination folder, enable “Double Opt-In” option if you want
to create Sign-Up Form for permission based subscription, and save the
form.
Note: Enabling double
opt-in will require that subscriber clicks a link in a confirmation
email before he/she is actually added via this sign-up form.
Subscribers retain "Pending" status until they click on the
confirmation link
- Copy and paste the displayed link on your
website HTML editing page or click Show more embedding options
- If you would like your widget to appear in
a pop-up window copy and paste the corresponding link on your web
editing age
- Click Install Widget on TypePad if you are
a registered TypePad user and would like you widget to appear on your
TypePad blog's sidebar
The picture below shows Sign-Up Form placed on a blog page
Did you know? Contacts
Live Contacts lets you see your Sign-Up statistics. Click
Reports -> Sign Up Statistics to see the report on the
number of subscribers grouped by date.
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Importing Contacts From a Text File
You can import your contact list into Contacts
Live Contacts from any valid text file with comma or TAB separated columns
(CSV file). The fragment of a CSV file is shown below:
Click Contact -> Import in
Contacts Live Contacts toolbar, enter your CSV contacts file, template, and
a destination folder. Importing template lets you set up the correspondence
between fields in the imported file and Contacts Live Contacts fields.
Outlook Express and Bat! templates are provided if you are importing your
Outlook Express or Bat! address book. For a custom CSV file select Custom
template and then specify field correspondence.
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Organizing Contacts
Contact entries are stored in folders. All
basic operations are allowed on contacts and folders; i.e. adding, copying,
moving, deleting, etc. Contacts Live Contacts also allows you to create and
manage contact lists, a “logical” way to organize your contacts which does
not change the way contact entries are organized in the contacts database.
Both folders and lists are displayed in
Contacts Live Contacts folders pane. Folders are shown by default. To see
available lists click Lists.
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Folders
Your contact entries are stored in folders and
subfolders. For every folder a user with administrative privileges can set
access rights. Depending on your access rights you can add new folders
to Contacts Live Contacts, set access rights for other users, copy, move, or
delete folders. Click Folders in Contacts Live Contacts
toolbar to see the list of folder operations.
Clicking "Available Folders" in folders pane
will list all Contacts Live Contacts folders. For every folder you can see
its access rights for a user who is currently logged in, number of contacts,
and “Shared” checkbox indicating whether this folder is shared with other
users.
Note: Deleting a folder will
permanently delete all contacts stored in it from your Contacts Live
Contacts database.
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Lists
You can organize your contacts into lists.
Click Lists in Contacts Live Contacts Folders pane to display available
lists.
Individual contacts and users, contacts folder,
or user groups can be added to a list. Click List -> Add List
and then the corresponding tab (Folders, Contacts, or Groups). To share your
list with other users, enable “Shared” checkbox.
Click on a list name to modify it. A list can
also be copied and deleted.
Note: List is not a physical
entity in Contacts Live Contacts database. Adding or deleting lists will
not affect actual contact entries stored in your contacts database.
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Copying/Moving/Deleting Contacts
Select your contact(s) in the contacts pane and
click Contact in Contacts Live Contacts toolbar. Click
Copy or Move to copy or move contacts to
another folder, or click Delete to permanently remove
contacts from the current folder.
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Sharing Contacts with Other Users
Sharing your contact entries with other
Contacts Live Contacts users and user groups is done by setting access
rights to a folder of contacts by a user with administrative privileges.
Select a folder and click Folder -> Modify Folder. Click on
Users and Groups tabs to set/modify access to the folder for users and user
groups.
The following are available levels of access to
a folder:
Read (R) – a user (user group)
can list and read files in this folder
Write (W) – a user (user group) can add/modify files in
this folder
Folder (F) – a user (user group) can add/modify files,
folders & permissions
When setting access level to a folder, the
combination of personal and group access rights will be applied, e.g. if
user Ann belongs to a group which has R (Read) access rights, then Ann has
an effective permission as in the table below:
|
Personal
Permission |
Group Permission |
Effective
Permission |
|
- |
R |
R |
|
RW |
RW |
RW |
|
RWF |
R |
RWF |
Note:
- Access rights to a folder do not
automatically apply to its subfolders. They need to be set manually
by the process described above.
- Setting access rights to a folder can
be done by a user who has F (Folder) access level
to this folder or by an account administrator in "Users & Groups"
window.
Did you know? You can
find out who else shares your current folder by clicking “Shared”
link located at the bottom right corner of the Contacts Live
Contacts window.
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Exporting Contacts
You can export your contacts, contact folders
or lists into a text file. Click Contacts -> Export in
Contacts Live Contacts toolbar and indicate the contacts that you wish to
export: selected contacts, list or a folder, or entire Contacts Live
Contacts database. Choose field delimiter and specify contact entries fields
to export. Click OK and then "Download" link. You are then
given a choice of saving the file on your local computer to opening it in
the new browser window.
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Custom Fields in Contact Entry Form
Your default contact entry form (click
Contact -> Add Contact to open) is broken into five sections. Each
section includes contact entry fields relevant to the content of the
section. The following is the full list of sections and fields in your
default contact entry form:
- Contact
First Name, Last Name, Middle Name, Nickname, E-Mail, Photo
- Phones
Home, Work, Mobile, Fax, Page, Business Fax
- Home
Street Address, City, State, Postal Code, Country, Personal Web Page,
Birthday
- Business
Company, Department, Job Title, Street Address, City, State, Postal
Code, Country, Office Location, Business Web Page
- Notes
Notes
When adding or editing a contact, one of the
following fields must be non-empty: Contact: First Name, Contact: Last Name,
Contact: Nickname, or Contact: E-Mail. The rest of the fields and sections
are not required to have a value.
Contacts Live Contacts lets you customize your
basic contact entry form - you can add, modify, and remove sections and
fields.
Note: The fields that require
a value (Contact: First Name, Contact: Last Name, Contact: Nickname,
Contact: E-Mail) cannot be renamed or deleted. They can only be moved to
a different location within the same section.
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Adding Sections and Fields
If you would like to enter and store contact
details not found in the basic contact entry form, Contacts Live Contacts
lets you add new fields and sections.
Click Tools -> Constructor
from Contacts Live Contacts toolbar.
To add a new section, click Add Section.
Enter new section name and indicate the location of the new section in the
form.
To add a new field, click Add Field.
Enter new field’s properties; i.e. long and short names (e.g. “Married
Status”, “Status”), field type (text, numeric, image, link, etc.), its
location in the contact entry form and others details. The picture below
shows the sample of the form with two new fields added ("Gender" and
"Married Status"):
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Modifying and Deleting Sections and
Fields
Contacts Live Contacts lets you modify and
delete a section or a field
Click Tools -> Constructor
from Contacts Live Contacts toolbar.
To modify a section’s or a field’s name or
other properties, click on its name and add necessary changes.
If you find that some of the sections and
fields are never used for storing a contact, you might want to remove them
from the form. Click on the name of a section or a field and then click
Delete.
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Subscribing and Unsubscribing
Contacts
You can get people to subscribe to Contacts
Live Contacts by placing
Sign-Up
Form on your website and inviting site visitors to fill out their
details, which will be added to your Contacts Live Contacts database.
Contacts signed up for Contacts Live Contacts
via “double opt-in” Sign-Up Form receive an e-mail which includes link to
the subscription management page. Contacts can confirm or cancel
subscription, update their profiles, and unsubscribe if needed. Unsubscribed
contact's details are placed on the list of unsubscribed contacts; they are
not listed in Contacts Live services and his/her email address will be
excluded from the mailing list.
A contact, previously unsubscribed from
Contacts Live Contacts, can restore his/her subscription by filling out
Sign-Up
Form. It is important for the case of once unsubscribed contact that
Sign-Up Form includes “double opt-in” feature to request subscriber’s
confirmation. This is done to ensure that the contact can receive e-mails
from Contacts Live once again.
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Subscription Reports
Contacts Live Contacts lets you see the
subscription statistics.
Click Reports -> Sign Up Statistics
to access the list of the contacts and their status (e.g. "Pending",
"Normal") subscribed to contacts database grouped by date. Select your date
range and click Run Report.
Click Reports -> Unsubscribed E-mail
Recipients to access the list of the recipients who have
unsubscribed from Contacts Live Contacts grouped by date. Select your date
range, sorting criteria, and click Run Report.
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