Frequently Asked Questions

Q1. How does ACT! databases compare to Easy Contacts CRM Professional Edition databases?  

A1. ACT! uses a 'flat file' database structure, as does Easy Contacts CRM Professional Edition. The main contact and to-do information in ACT! is stored in xBASE (FoxPro) format and items such as notes and history are stored in a proprietary database format. With ACT!, you need to be a programmer or purchase a third party add-on product to export your data in non-ACT! database format. With Easy Contacts CRM Professional Edition, your data is easily accessible by such programs as EXCEL and many other third party programs. No programmer is needed to view and use your own data. Top of FAQ 

Q2. How does Goldmine databases compare to Easy Contacts CRM Professional Edition databases? 

A2. Goldmine databases (in the standard version) are dBASEIV compatible databases. In addition, profile records, referral records, linked document records and additional contact records are in a relational database table. However, the format of this database is fixed, and all of these record types share the same database. Each has a special code to tell the Goldmine program what type of record this is. The disadvantage of this structure is that these record types are not customizable. If you want to add your own date fields, numeric fields, additional character fields, you won't be able to. So you are limited to what you can store in this database. Importing and exporting to and from these databases is troublesome because of this. You can't create calculations between the fields. The main Easy Contacts CRM Professional Edition database is truly customizable. You determine which types of fields your database will have and can create basic calculations between them based upon the needs you have. Top of FAQ  

Q3. How does TeleMAGIC databases compare to Easy Contacts CRM Professional Edition databases?

A3. TeleMAGIC databases are not xBASE compatible. The latest version uses Visual FoxPro databases, which means the databases are not shareable with programs that are xBASE compatible. TeleMAGIC does have a limited relational database system. You can have one parent database, a related child database and a third grandchild database related to it. The databases are customizable and you can create calculations between the fields and between the databases. Easy Contacts CRM Professional Edition cannot duplicate this structure, as it is a "flat file" system. So, if you are trying to choose between TeleMAGIC and Easy Contacts CRM Professional Edition, the determining factor might be the complexity of TeleMAGIC. If you need relational capabilities, you might want to consider getting Easy Contacts CRM Enterprise. Top of FAQ   

Q4. How does SalesLogix databases compare to Easy Contacts CRM Professional Edition databases? 

A4. SalesLogix uses SQL databases. This is a high end database structure for managing very large databases. It also uses a relational database structure. Input screens and calculations are also customizable. However, SQL server training is expensive and so are software programs based on this standard. As a result, the requirements to operate and maintain this type of database is beyond the need of nearly all individuals and most small businesses. Easy Contacts CRM Enterpise can be modified by the user with a little training and practice and can operate on databases with hundreds of thousands of records. Top of FAQ  

Q5. What fax capabilities does the software have? 

A5. Easy Contacts CRM Professional Edition has a send-only fax capability and supports many class 1/class 2 fax modems. In a network environment, you can set up a fax server so that all users can fax from the same fax card. You can send a fax to an individual or to a group of people based on a filter. You can send internal WordPro mailmerge documents, Word97 mailmerge documents as well as PCX and DCX file format graphic files. The server can update the notepad of the relevant contact to provide a history of faxed documents as well as notify you via the internal e-mail system as to the success or failure of a particular fax. Top of FAQ 

Q6. What Internet e-mail capabilities does the program have? 

A6. Easy Contacts CRM Professional Edition has a send-only Internet e-mail capability. As with the fax module, you can send an e-mail to one individual or to many based on a filter of your database. You can send attachments and do mailmerge operations on any text file included in the message. Top of FAQ  

Q7. Why don't you send Internet e-mail or faxes through other popular software programs?

A7. First, as mentioned in the previous question, with the internal e-mail and fax systems, you can easily select who to fax or e-mail to the same as you would a group of people to receive a printed mailmerge document or to print mailing labels. So the feature is compatible with these others. Second, you will be able to merge data into your faxes and e-mails to personalize them. Third, you can stamp the contact notepad record with the fact that a fax or e-mail has been sent. This provides an ongoing history of what types of documents were sent to each contact and the method of transmission (mail, fax, e-mail, etc). And finally, there's no need to waste additional disk space on your computer by having two copies of the e-mail being maintained by two separate programs when only one is needed to do the job. Use the other fax and e-mail programs for non-business or non-marketing related business purposes and to receive faxes or e-mails. Top of FAQ  

Q8. I don't quite understand the purpose of the campaign manager. Could you explain that a little more? 

A8. In promoting many products and services, sending out a personal letter attached to a product brochure and following up with a phone call is all that is needed. This is known as a sales campaign. You can determine which letter is going to accompany the brochure and also the date to make the follow-up call. These two items are known as events to the campaign manager of Easy Contacts CRM Professional Edition. Now that the elements of the campaign have been defined, all you have to do is determine who should be a member of this sales campaign. To do this, you could purchase names from a mailing list company and select a certain number of them to process in the campaign per day or week. Or, if customers are responding to advertising, you can put them into the campaign daily as you handle each request. No matter which way you decide to work, the campaign manager makes sure each prospect is processed by the campaign, so all you have to do is concentrate on selling. Top of FAQ  

Q9. What is the single keykstroke feature you talk about? 

A9. With most other Windows Programs, you need to use your mouse to access menus and to click on buttons to perform a specific task. This takes one of your hands off of the keyboard and tends to slow down your typing. With Easy Contacts CRM Professional Edition, many of the commands on the contact screen can be selected without having to take your hand off of the keyboard. For example, you can go forward and backward in the database, locate a desired record, go into the editing mode, set a recall, print a letter or label and more by accessing menus with a single keystroke. This makes touch typists more productive as they don't like having to take their hands off of the keyboard. Other Windows Programs usually require two keys to be pressed simultaneously, such as Alt+L, which is usually just as ackward and non-productive. Easy Contacts CRM Professional Edition allows you to use the mouse and two key combinations as well, but the third method of shortcut keys is more natural and productive. Top of FAQ 

Q10. Why would I choose the Easy Contacts CRM Professional Edition version over the Easy Contacts CRM Enterprise version?

A10. Easy Contacts CRM Professional Edition version stores all of its data in a "flat file". This means that all of the information concerning your prospects and customers will be stored in one file, as opposed to numerous files as in a relational system. If your needs can be satisifed by adding one or more new fields to your database, without having to add a new file, meaning you don't need the power and sophistication of a relational database system, you would choose Easy Contacts CRM Professional Edition. Otherwise, the features of the two programs are nearly the same. Top of FAQ  

Q11. My company has sales reps in different locations. Is there a way to standardize the databases and keep them in sync? 

A11. Yes, Easy Contacts CRM Professional Edition has a database template feature. You will be able to export the template to another user, so that their configuration is the same as yours. Then, using the optional database synchronization program, you can keep the two databases synchronized. Top of FAQ  

Q12. Why do you bother having your own built-in Word Processor? 

A12. For two primary reasons. The first reason is that it is a lot simpler to use when working with Easy Contacts CRM Professional Edition databases. Second, when interfacing to the campaign manager for the printing and faxing of documents, we can control all aspects of the built-in WordPro. The built-in Word Pro requires much less computer overhead to operate. As a result, it takes much less time and computer memory than performing the same tasks with say, Microsoft Word. If you have a lot of contacts to process, you will be able to get more noticies out in the same amount of time by using the built-in WordPro. Top of FAQ  

Q13. How can I integrate names from my website into my Easy Contacts CRM Professional Edition database? 

A13. We produce two add-on products that will help you accomplish this. The first is our DB Internet ToolKit. This allows you to grab the information from your web forms and download them onto your computer in batches (as often as you run it). The second product is MergeMAGIC. If you know that the records being retrieved are new, you can use the included import version of MergeMAGIC. However, if there's a chance that a record could already exist in your Easy Contacts CRM Professional Edition database, you would want to upgrade your Import version to the Full version. Top of FAQ  

Q14. With all this talk about databases and customization, is Easy Contacts CRM Professional Edition difficult to use? 

A14. There's really two aspects to using a customizable database program such as Easy Contacts CRM Professional Edition. The first is doing the customizations and the second is using the program to accomplish the tasks of adding and updating records, printing mailmerge letters, sending faxes and the like.

With programs such as SalesLogix and TeleMAGIC, most users would probably have to hire a consultant to do the work, if your company does not maintain a systems analyst or programmer on staff.

With ACT!, Goldmine and Easy Contacts CRM Professional Edition, many users can benefit from using the program right out of the box, because of the standard templates that come with the program. Minor to a medium amount of customizations, if any, can be handled later during the implementation stage as you learn more about the software. At that point, if serious or extensive customizations need to be made, they would probably have to be handled by a consultant who specializes in the respective software, if you are unable to do the work yourself.

As relates to Easy Contacts CRM Professional Edition, feel free to call or send an e-mail to one of our on-staff consultants, as there is no charge for discussing your needs/requirements as relates to features of the program. This type of contact may help you determine whether you are able to do the work yourself, whether you wish to utilize the services of one of our authorized reseller/consultants, or to have a staff member of MBS Software perform the work for you. Top of FAQ 

Q15. Is there a limit to the size of any notepad/notepad file?

A15. Each notepad entry can contain up to 65000 characters. The program will warn you should you approach the maximum notepad size. The file that contains these notepads does not have a predetermined file limitation, except for the one imposed by Windows. Top of FAQ

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