Contacts

How do I send a mass email to a contact group?

To send an email to a group of contacts, go to that group and click ‘Mail to group’ button.

What are contact categories and groups?

Relenta allows you to create custom contact groups combined into categories. Each category can contain any number of contact groups as in the following example:

Category: Personality type

• Group: Choleric
• Group: Sanguinic
• Group: Phlegmatic
• Group: Melancholic

You can also categorize contacts using custom contact fields.

Below is a hypothetical example of how you can use contact categories and groups to segment your contact database:

Level of interest

• Hot
• Warm
• Cold
• Closed
• Dead

Contact source

• Website contact form
• Trade show
• Phone inquiry
• Cold calling
• Direct mail
• Print ads
• Referral

Preferred contact

• Email
• Phone

Status

• Potential Client
• Current Client
• Occassional Client
• Previous Client

How do I create custom contact fields?

Click ‘Contacts’ tab in top navigation > ‘Custom fields’ tab.

You can create custom fields, such as text, date, number, etc. or sets of fields, such as checkboxes, radiobuttons, and dropdowns. Each option is illustrated by the examples below:

• Text – Assistant’s name
• Number – Number of children
• Date – Customer’s birthdate
• Multiple choice – Customer is either wholesale, or retail, or both
• Single choice – Customer’s T-shirt size is XS, S, M, L, XL, XXL

How do I export contacts?

To export your contacts in CSV (comma-separated values) format, click on Export link on contact list screen:

You can export either your entire contact list, or any individual group of contacts.

How do I create contacts?

You can add contacts manually, from email, or import them from a CSV file.

1. Manually. To add a contact, click on Contacts tab > ‘Add new contact’ button, enter contact information, and click ‘Save’.

2. From email. When an incoming email isn’t associated with a contact, you can create a new contact from it (or assign it to existing contact).

3. Import contacts. You can import address books from other programs and services, such as Outlook, Gmail, Hotmail, Yahoo!, into your Relenta account. You can read about importing process here.

How is incoming email associated with a contact?

When Relenta receives an email, it attempts to match sender’s email address with one of the email addresses in the contact database. If a match is found, Relenta automatically associates the incoming message with that contact.

If sender’s email address is not found in the contact database, you have two options:

1. Assign message to one of the existing contacts. In this case, sender’s email becomes one of the contact’s email addresses, and all future messages sent from that email address will be associated with that contact. Click on ‘Assign this email to an existing contact’ link > Search and choose a contact > Click ‘Assign’
2. Create a new contact from email message. In the future, all messages sent from that email address will be associated with that contact. Click on ‘Create new contact from this email’ link > Enter contact information > Click ‘Save’