SALESEYE TUTORIAL - PURGING LEADS - PAGE 8-# LESSON 8 - PURGING PROSPECTS FROM YOUR DATA FILES In this final lesson you will learn how to inactivate leads and/or purge them permanently from your files. At the same time you will restore the lead files on your data disk back to their original condition--the way they were when you started these exercises. EXERCISE 1 - INACTIVATING LEADS 'BLIND' Permanently purging leads from your files is a two step process. The first step is to put them on inactive status. This can be done as you follow-up on your leads or with the BLIND CHANGE OF ACTIVE STATUS option. A 'blind' status change means that SALESEYE will inactivate or reactivate (your choice) all leads that satisify your selection criteria without you being able to see each one. You already learned how to do this with ticklers way back in Lesson 1. Let's inactivate all of the leads you entered in your PROSPECT file. Screen... [ MAIN MENU ] Enter... 2 [ for FOLLOW-UP / PURGE ] Screen... ** FOLLOW-UP / PURGE LEADS ** OPTION DESCRIPTION 1 QUICK FOLLOW-UP 2 SELECTIVE FOLLOW-UP 3 RESCHEDULE CONTACT DATES 4 BLIND CHANGE OF ACTIVE STATUS 5 PURGE INACTIVE LEADS 6 PURGE HISTORY ENTRIES ONLY 7 CHANGE DEFAULT FILE B:PROSPECT 8 RETURN TO MAIN MENU Which Option (1-8)? :8: Since our goal is to purge all leads from the PROSPECT file, we first check to make sure we are working with that file. If the file name for option 7 on the menu is not PROSPECT, choose option 7 and change the file name to PROSPECT. Otherwise... Enter... 4 [ for BLIND CHANGE OF ACTIVE STATUS ] ** BLIND INACTIVATION / REACTIVATION OF LEADS ** This option allows you to quickly change the active status of a range of leads that satisify specified selection criteria. However, you will not be able to review each lead before it's status is changed. (Use the QUICK or SELECTIVE FOLLOW-UP options if you want to see each lead before deciding to change status.) In any case, inactive leads will not be permanently purged until you use the PURGE INACTIVE LEADS option. C)ancel I)nactivate R)eactivate :?: The instructions on this screen are self explanatory. The cursor is resting on the horizontal menu line. As you can see, you have the choice of inactivating or reactivating leads. You can also Cancel (bail out) and get back to the FOLLOW-UP / PURGE MENU. Since we want to inactivate all leads... Enter... I [ for Inactivate ] Screen... ** SELECTION CRITERIA FOR BLIND STATUS CHANGE ** FILE=B:PROSPECT NEXT CONTACT DATE- FROM : / / : LEAD QUALITY -FROM : : TO : / / : TO : : LAST CONTACT DATE- FROM : / / : DOLLARS BUDGETED -FROM : : TO : / / : TO : : INIT. CONTACT DATE- FROM : / / : NO. OF EMPLOYEES -FROM : : TO : / / : TO : : TOTAL SALES TO DATE- FROM : 0: ZIP CODES -FROM : : TO : 0: TO : : ANTICIPATED SALES - FROM : 0: CITY : : TO : 0: STATE : : PHONE : - : SALESPERSON : : NC's LAST NAME : : LEAD SOURCE : : IC's LAST NAME : : TYPE OF INQUIRER : : P. COMPETITION : : PRODUCT OF INT. #1 : : PRODUCT OF INT. #2 : : SEARCH FOR - ACTIVE LEADS (Y/N)? :Y: LAST ACTION : : -INACTIVE LEADS (Y/N)? :N: C)ancel E)dit H)elp S)ee codes D)one :?: Move cursor... to the horizontal menu Enter... D [ for Done ] Blind INACTIVATION of leads is in progress... (This may take a while) And then... Screen... 4 lead(s) have been INACTIVATED. Hit any key to resume : : Enter... Screen... ** FOLLOW-UP / PURGE LEADS ** OPTION DESCRIPTION 1 QUICK FOLLOW-UP 2 SELECTIVE FOLLOW-UP 3 RESCHEDULE CONTACT DATES 4 BLIND CHANGE OF ACTIVE STATUS 5 PURGE INACTIVE LEADS 6 PURGE HISTORY ENTRIES ONLY 7 CHANGE DEFAULT FILE B:PROSPECT 8 RETURN TO MAIN MENU Which Option (1-8)? :8: You have just inactivated all of the leads in your PROSPECT file. However, these leads have not yet been purged permanently from the file. To prove this to yourself, use the SELECTIVE FOLLOW-UP option to retrieve some leads. When you get to the Selection Criteria screen, make sure that you tell SALESEYE that you want to include inactive leads in the search (SALESEYE always assumes that you only want to look at active leads unless you say otherwise). To do this... Screen... [ SELECTION CRITERIA SCREEN ] Move cursor... to the line that says SEARCH FOR -INACTIVE LEADS (Y/N)? :N: You type... Y [ for Yes ] Since all of the leads remaining in PROSPECT are inactive, you had to do this. Otherwise, SALESEYE would not have found any leads in PROSPECT that satisified the selection criteria! Move cursor... to the horizontal menu line Enter... D [ for Done ] the words 'INACTIVE LEAD' will appear at the top right of each lead's data screens. Note that you can make a lead ACTIVE again by entering an R for Reactivate when you have the initial contact data or follow-up data on your screen. [ You could have also used the BLIND CHANGE OF ACTIVE STATUS option to reactivate all of the leads quickly. ] EXERCISE 2 - PURGING INACTIVE LEADS PERMANENTLY Now the leads you inactivated can be permanently purged from the PROSPECT file. Enter... 5 [ for PURGE INACTIVE LEADS ] Screen... ** PURGE INACTIVE LEADS ** This Option will PERMANENTLY purge all Inactive Leads in B:PROSPECT Are you sure you want to permanently purge those leads (Y/N)? :?: Enter... Y [ for Yes ] Screen... Permanently purging Inactive Leads in B:PROSPECT... (This may take a while) Then... Screen... [ FOLLOW-UP / PURGE LEADS MENU ] The PROSPECT file now has nothing stored in it, although it still exists on your data disk. To wrap up this lesson and return the disk to its original condition you should purge the PROSPECT file. Before this file can be purged, you MUST change the default file name. To do this, select option 4, CHANGE DEFAULT FILE B:PROSPECT. You should change the default file name back to 'LEADS'. To permanently purge the entire PROSPECT file... Screen... [ MAIN MENU ] Enter... 5 [ for MANIPULATE FILES ] Screen... [ MANIPULATE FILES MENU ] Now use the 'PURGE A FILE' option to purge PROSPECT from your disk permanently. Data Disk will now be in same form as it was when you started these exercises. SUMMARY OF LESSON 8 In this lesson, you saw how to change a lead's active status. You also learned that no inactive leads were permanently removed from a file until you specifically told SALESEYE to do so. Many of the features that you used in this lesson to purge leads turned out to be very similar to other SALESEYE features. SALESEYE's features were purposely structured in a similar manner so that you could learn and remember how to use the program very easily. CONGRATULATIONS!! You have successfully completed this tutorial. If you want, you can practice some of the things you learned on your own. Don't be afraid to experiment! If you feel comfortable with SALESEYE's operation, we suggest that you move on to the Reference Manual. You should start with the section that describes how you customize SALESEYE and set up your own information files. The rest of the Reference Manual is for just that; reference. Use it when you have a question about a specific feature. Keep in mind that this tutorial only covered about 90% of SALESEYE features so you may need to read up on ones that you haven't used yet. Good Luck and Good Selling!