What will you do differently in 2013?

January 15, 2013
BJ Bounds

BJ Bounds

The beginning of each year brings with it the chance to start doing something new.  Have you thought about what you might do differently this year?

If you have decided that it’s time to get your business leaner and meaner, you may be pondering ways to become more efficient with the tools you already have.

If that’s the case, you’re in luck.  Today I’m going to tell you about streamlining your marketing.  Marketing is near and dear to my heart so it should come as no surprise that I’m going to talk about it every year.  It’s one of those things that business owners need to do, but there are just so many directions to take.

The simplest way to get started is to use what you already have.  It’s cheaper that way and it gets you acclimated slowly to new ways of doing things.   You might see great results right off the bat or you may have to tweak your messaging.  Either way, you’ll know you’re moving in the right direction.

Instead of delving step by step into some of the marketing tools in Point, I’m going to give you some links that will provide detailed instructions and screen shots.

Creating Custom Forms

Importing a Word Document as a Custom Form

Inserting Word fields into a Custom Form

How to Generate Mailing Labels

How to add a Logo to Marketing Forms

Creating a Marketing Campaign QRG

For current customers, we have free online training classes that walk you through how to get started with Point’s marketing tools.  Make sure you check out our training schedule and sign-up today!

Help with Point: Networking Cardex and Templates

June 21, 2012

BJ Bounds

If you have encountered issues with accessing your templates or Cardex database, it’s a simple networking issue with your PNTTEMPL folder.   Networking the PNTTEMPL folder allows all computers to share reports, cardex, and other templates that are available under the Templates tab in the Navigation Panel.

We have detailed a two-step process you need to follow in order to network your PNTTEMPL folder and give users access to the appropriate templates and database.

Just follow the steps in Knowledge Base article #368 and you’ll be on your way.  If you need additional assistance, you can call our support team at 800-342-2599.

Help with Point: Exporting Cardex

March 14, 2012

BJ Bounds

You’ve been so good at keeping your contacts in your database but now it’s time to figure out just who you’ve got in there and perhaps do a little spring cleaning.

The best way to do that is to export them all out and work on them from a spreadsheet.  But to get to a spreadsheet, you first have to export them as a .txt file.

Here’s what you do:

  • Open Point.
  • From the Menu bar, select Utilities > Cardex Database.
  • From the Menu bar, select File > Export.
  • In the Export Custom ASCII window, keep the default options.
  • (The default settings will export the cardex as a comma delimited text file.) •  Click Export.
  • In the Export Cardex window, go to the Save in dropdown list and select Desktop.
  • In the File name field, keep the filename as Pointcardex.txt and click Save. This exports the Cardex records to a file on the Desktop called Pointcardex.txt.

Then open Excel:

  • From the menu bar, select File > Open.
  • From the Open dialog, select All Files from the File Type dropdown list.
  • Browse to the text file that you exported from Point and double-click on it.
  • Excel will open the Import Wizard for you to import the file.
  • From Step 1 of 3: Select Delimited and then click Next.
  • From Step 2 of 3: Check the Comma check box and remove the check from the Tab check box.
  • From Step 3 of 3: Click Next.
  • Excel will display the Cardex records that you imported.

Need screen shots to help you through it?  Knowledge Base article # 0771 has what you need.

You can also find answers for many of your Point questions on the Knowledge Base with a quick search or if your account is current, you may call our Support Team at 800-342-2599.

December Calyx Network Update

December 2, 2011

Jessica Thompson

The December Interface Update took place yesterday, December 1.  As a result, you’ll see a change to interfaces within your Point® software.

BuildFax has been added to the Services menu under Verifications in Point. BuildFax™, a division of BUILDERadius, is the creator of the first and only national database of historical building permit data. Co-headquartered in Austin, Texas and Asheville, North Carolina, BuildFax™ has created a proprietary property intelligence engine that contains building and permitting information from 4,000+ cities and counties throughout the country. Local building departments in each of these towns across the country inspect construction to make sure it meets quality and safety standards; as such it is an absolutely critical part of the public safety infrastructure. BuildFax™ is then able to consolidate this information into the dataset, which is a tremendous asset to professionals in the insurance, financial services, inspection, and appraisal industries, as well as buyers and sellers of property. As the best and only source of a structure’s “life story,” the BuildFax™ database continues to grow, currently covering over 72 million residential and commercial properties in the United States, with over 6 billion data points.

Remember, every month we add new service providers to our software. This enables you to have the tools you need to success right at your fingertips. Be on the lookout of our monthly blog about new Interfaces in Point!

Email Marketing — Point 104

April 25, 2011

BJ Bounds

As you probably already know, Point allows you to email documents from within the software.  This is helpful when needing to get loan documents out.  However, the email functionality also works great with marketing materials.

Using a customized marketing template, you can set up your materials to be emailed to the contacts you select.  From there you create a marketing report and voila!  You’re ready to hit send!

Of course there are quite a few steps in between but they’re not hard.  I have walked through this process myself so I know it works.  But while simple, the instructions are quite long.  So I’m not going to list them here.

If you want detailed, illustrated instructions, please see article 0559 on our Knowledge Base or call 800-342-2599 for technical support.

Mail Merge Marketing – Point 103

April 20, 2011

BJ Bounds

Today we are going to talk about what to do after you’ve had all the fun you can stand by creating and customizing your marketing materials.  Since your documents are stored within Point, anytime you need to distribute your materials, you can do so through Point.  It’s a piece of cake!

If you are going to print and mail your marketing material, the easiest way to generate mailing labels is to go through Cardex within Point. You can also customize your documents so that your Cardex contact information prints directly onto the pieces.  This is helpful for things like postcards or letters.  Otherwise, you can use the mail merge capability to email your documents directly to your contacts from within Point, but we’ll discuss that in my next post.

For complete step by step illustrated instructions for using Word 2002, you’ll want to go our Collateral page under Download Tip Sheets for Point here or Article #0108 of our Knowledge Base. And don’t worry; even though there are a lot of steps, they’re very straightforward.

If you need assistance, please call our technical support team at 800-342-2599.

Check back soon to catch my post on Emailing.

Adding Logos and Pictures – Point 102

April 14, 2011

BJ Bounds

A big part of customizing your own marketing materials is making sure your company logo and contact information marks them as yours.  After all, a flyer is nice but even the best rates in the world won’t get you customers if they don’t know who you are!

So today we’re going to go through the simple steps of getting your logo onto all of your custom forms in Point.  This means your letters, emails, and any marketing documents you create will have your logo!

  • The first step to inserting your company logo on Marketing forms is to tell Point the folder where your Company logo is located on your computer. To import the logo, open Point, click Utilities, select Company Defaults > Marketing Letterhead.
  • Click Browse to find the company logo you want to appear at the top of your marketing documents (Point accepts .bmp, .jpg, and .gif files). To automatically adjust the graphic, click the “Auto Fit” check box. You can also adjust the location and size of the image by entering different numbers in the move right/down fields and increasing or decreasing the percentage in the zoom field.
  • The company logo you select is unique to each data folder in Point, giving you the ability to have a different logo for each data folder. Your company logo will appear on all marketing printouts from screens located in the Marketing menu in every Point file.

I told you it was easy!  If you want illustrated instructions, visit our Tip Sheet on Company Logos on our website.  You can find other marketing tips there, too.

Marketing Campaigns – Point 101

April 11, 2011

BJ Bounds

Today starts a new series about using Point to help you create attention-grabbing marketing materials that you can send to any and all of your Cardex contacts.  We talked about this functionality last year but since it’s such a fascinating topic for those of us in the marketing department, we thought it was relevant enough to revive.

Point allows you to create custom forms.  You can create a document—a letter, flyer, brochure, postcard, email, etc—from scratch using the MS Word interface with Point, or you can modify a template from MS Word and import it into Point for customization and distribution.

If you start from within Point, here’s what you do:

  • The first step in creating a new custom form is to set up a Custom Form Template. In the Navigation Panel on the left of the Point screen, click the Templates tab. Select the Custom Forms/Letters/Email checkbox and then click the New button. The New Custom Form window appears. Enter a name for the form you want to create, and click OK.
  • Microsoft Word® opens, showing a blank document, along with the Point Custom Form window.
  • In Microsoft Word, you can create your form, and select Point fields from the Select Point Field dropdown list to insert Point merged fields into your document. Once you select a field, click the Insert button to put it into your document.
  • If the field you need is not in the dropdown list, select Other Point Fields Not Listed Above and click Insert.  The Insert Point Field window will appear.  Enter the Field ID and click Insert.
  • When you are finished creating your document, click Save, then click Close.

If you already have templates or documents in MS Word that you’d like to use, we’ve got you covered, too!  You can easily import those documents into Point to use with your contacts.

  • In Point’s left navigation panel, click the Templates tab. Select the Custom Forms/Letters/Email checkbox, and then click the Import button at the top of the workspace. If the Word document contains Mail Merge fields, the following message appears stating that those fields are no longer available after import. Click Yes.
  • The Select Word File(s) to Import box will appear. Highlight the Word file or files you want to import and click Open.
  • The document you selected is added to Point.

And you’re done!  If you want to see screen shots, you can follow the link here to see instructions for Custom Forms and other tips you can use!

Another case for cardex – Point 101 Continued

August 30, 2010

BJ Bounds

Last post I explained how to import your Outlook address book directly into your Point Cardex database.  If you’re not using Outlook, you may be wondering if you can use Cardex for all of your email and marketing needs.  You can!  It takes additional steps but it’s just as easy.

For this example, I’ll use Hotmail.  Each web-based platform will have an export function but the location could differ.

Exporting from Web-based Email

In Hotmail, Export is located when you click

  1. Contacts>Manage>Export
  2. Verify your account
  3. Choose Excel as the program to open your new .csv file
  4. Clean up your list, leaving headers in first row.  Remember:  Cardex only imports contacts with emails
  5. Save file in an easily accessible location as a CSV (Comma delimited)(*.csv) file (default)
  6. 6. Close File

Importing text file contacts into Cardex

  1. From the Menu bar, select Utilities > Cardex Database.
  2. When the Cardex Database opens, go to the Menu bar and select File > Import.
  3. Select Comma Delimited file
  4. Browse to the file and Click Next
  5. Keep default selections.  Click Next
  6. Select the Cardex fields to map from each field name in your document. (ex. Email was “email address” in my text file so I mapped it to the Cardex field EMAIL.)  If the field names match, they will automatically map.
  7. Click Finish

That’s it.  Your contacts are now in your Cardex database!

A Case for Cardex – Point 101

August 20, 2010

BJ Bounds

Keeping your contacts in one database can save you time and sanity when preparing marketing or disclosure documents through Point. Cardex allows you to import your Outlook contacts directly into your Point contacts database for quick and easy documents and labels.  Here’s what you need to do:

Preparing the Outlook Address Book for import

  1. Point can only import contacts from the Outlook Address Book. Note: Only Outlook Contacts with E-mail Addresses are imported into Cardex.
  2. Go to the Folder List pane on the left and open the Contacts folder.
  3. Under My Contacts, right-click your Address Book and select Properties.
  4. Click the Outlook Address Book tab.
  5. Select “Show this Folder as an Email Address Book.”
  1. Click Apply. Click OK.

Importing from Outlook to Cardex

  1. Open Point.
  2. From the Menu bar, select Utilities > Cardex Database.
  3. When the Cardex Database opens, go to the Menu bar and select File > Import.
  4. In the Import window, select Outlook Contacts and click Next.
  5. If you are prompted, choose the profile containing your Outlook Address Book and click OK.
  6. The Outlook Address Books window opens with the books available for import. Select the desired book or books and click Next.
  7. On the Import Table Mapping screen, the Cardex fields appear in the left column. Select the correct Outlook Address Book field in the Mapped From column then click Finish.

To see screen shots, please open our Knowledge Base article #0080.

My next Cardex post will show you how to import contacts from web-based email platforms such as Hotmail, Gmail, Yahoo, etc.


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