Working with Participants/Contacts in Provider Orders

Overview

Often you will have a list of contacts whom you would like to include in a provider-managed activity. For example, you might have collected a list of regular customers who have expressed interest in future promotions. You may not have full customer information for them and they may not have full records in the portal or in your CRM.  

Participants can be associated with an activity. Once participants are associated with the order in the portal, you can export a list of participants for a sales rep to contact in an effort to develop leads and the sales pipeline. You can easily mark participants as leads. Additionally, you can click through the participant email and review activity data, contact profile information including lead score, and detailed lead information.

Contents

Click on the + to expand the instructions for the desired task.

Upload Contacts/Participants to an Order

You can link existing contact lists and their contacts to the order, or create new ones. When you add or edit contact lists from within an order, they're linked to the order and added to the Contacts/Contact Lists areas of your portal.

For more information about contacts and contact lists, see Contacts and Contact Lists.

1. Navigate to your My Orders page (note: the location and the name of the page may be different)
2. Click View Order next to the order you want to update.
3. Go to the Activity Dashboard tab.
4. To link a contact list to the order:
   • In Details > Participants, click Select contact list. The Select Contact List window opens.
   • Select an existing list from the Contact List dropdown menu.
   • Alternatively, click Create list to create a new contact list. Enter the name of the contact list in Contact List. For more information about contact lists, see Manage Contact Lists.
   • Click Save. The contact list is linked to the order and displayed in the Participants area of the order details screen. Click Edit if you want to select a different list. The new contact list is added to the Contact Lists area of your portal.
5. [Optional] To add a single participant to the contact list:
   • Click the Add Participant button. The New Contact form opens.
   • Complete the details requested in the form and click Save. The contact is added to the linked contact list and the Contacts area of your portal.
   • The contact is displayed in the Participants list for the order.
6. [Optional]  To add multiple participants to the contact list:
   • Click the Upload Participants button. The Upload Contacts window opens.
   • Click Upload and choose the file of contacts to import. The file can be in XSLX, XLS, TXT, or CSV format. 
   • Specify if your file includes a header row.

   • Set the Opt-In Confirmation - this applies to all contacts in the file.

     If you have consent to communicate from every person listed in the file, select the first option (default) of the Opt-in Confirmation.  If you do not have consent, select the second option and an email will be sent to each person requesting their consent.  Tip: split your contacts into separate files if you have consent only for some people.  This will prevent duplication of effort in gaining consent from people who have previously granted it.

   • Click Upload.
   • Map the header columns to portal record fields, to confirm which contact field in portal record should be populated with the values from each column in the upload file.
   • Click Upload Leads. The contacts are added to the linked contact list and the Contacts area of your portal. Note: if a contact is invalid, or already exists, the import of that contact will fail. The upload presents a failure message and a link from where you can view the failed rows from the import.
   • The contacts are displayed in the Participants list for the order.

Note

When you upload contacts to a contact list, they are added as participants to every active order that is linked to that contact list.

If you want to deactivate a contact (remove it from the order, delete it, and remove it from contact lists), go to Participants. Select the contact you want to deactivate and click Deactivate.

When participants are added to a campaign, the partner receives an email notification to confirm. For information on adding further recipients to the notification list, see Edit Participant Notifications below.

Edit Participant Notifications

You can add/edit email addresses for people that should receive notification when participants are added to the associated contact list of an activity:

1. Navigate to your My Orders page (note: the location and the name of the page may be different)
2. Click View Order next to the order you want to update.
3. Go to the Activity Dashboard tab.
4. In Notifications, click Edit Partner Notifications.
5. In Edit Notifications, add the email address of the user who should receive a notification when a new Participant is added to an order.
6. Click Add.
7. Click Save when you've added all the email addresses you want.
8. To remove a participant from the list, deselect the user's email address in Edit Notifications.

Related Topics

• About Provider Orders
• Manage Provider Orders
• About Marketplace