Dealing With Pending Contacts
A Pending Contact is someone that has filled out one of your Lead Generation Forms. To review your current Pending Contacts head on over to CRM -> Pending Contacts.
When someone fills out one of your Lead Generation Forms their details are not put immediately into your CRM Module but are popped into a holding area called Pending Contacts. This gives you the opportunity to review the form submission before committing the data provided to your Campus account.
But, before Campus even puts a Potential Contact into the Potential Contacts List it decides if there are any conflicts between the data that has just been submitted and the data already in your CRM module.
- If there are no conflicts then Campus marks the Potential Contact as 'Green'.
- If there are conflicts then Campus marks the Potential Contact as 'Amber'.
What to do with 'Green' Pending Contacts
'Green' Pending Contacts can be added in one of three ways:
1. Click on the green button and the Pending Contact will be added straight away. This is a really quick way of adding contacts but may introduce errors into your CRM module as you are not checking any of the submitted fields – maybe your Pending Contact popped in some gobbledegook into the email field for example…
2. Select a bunch of 'Green' Pending Contacts to add all at once by ticking the boxes to the left of the Pending Contacts' names and then click on the Add Selected to Contacts button. Again, this is a super-quick way of adding your contacts but may introduce some errors.
3. The safest way of adding your 'Green' Pending Contacts is to go and take a look at each of them in more detail. You can do this by clicking on the Match Fields button. This will fire you over to the Validate This Pending Contact page where you can view and edit each field that was filled out in the form.
Here you can actually see what your Pending Contact has filled out for each of the Form fields. You can edit them if you want to and accept them by clicking on the blue tick button or choose to not include them at all by clicking on the white cross button. When you're done just click on the Save Changes button and the Pending Contact drops into your CRM Module.
What to do with 'Amber' Pending Contacts
A Pending Contact will be marked as Amber if Campus finds a conflict(s). This is usually if the Pending Contact/Organisation already appears to be one of your existing contacts or organisations.
1. If a Pending Contact is marked as Amber you have to go visit the Validate Your Pending Contacts page and manually resolve the conflict. Simply click on either of these buttons:
and you'll whizz over to the Validate Your Pending Contacts page.
2. The first thing to decide is which of the Matching Options you want to go with:
The Matching Options will differ depending on how Campus has analysed the incoming data:
- Create New Contact and Organisation
This will show if Campus thinks you might want to create a brand new contact and organisation. Campus offers you this if it can't find anything in your contacts and organisations that resemble the incoming data.
- Edit Organisation and Create a New Contact
This will show if Campus thinks you already have the organisation that was entered.
- Edit Contact
This will show if Campus thinks you already have the contact that was entered.
Simply select the one you think is most appropriate and then you can accept/edit/ignore each entry.
3. Click Save Changes and you're done.
Many people make errors when submitting forms. When simply add Contacts by clicking the green tick, these errors are accepted and then used for your personalisation (merge) tags in emails. This is why we suggest always using the magnifying glass when dealing with Pending Contacts.