Your Data Migration Guidelines

OVERVIEW: The purpose of this document is to help guide you through the data conversion process.   The Conversion process involves a few stages:

• Look over this guide to determine if data is in the correct format
• Format your data as necessary
  1. Call Shane at 1-800-335-4254 ext 250 for questions
• Send MarketSharp your data by:
  1. Emailing your data to Shane@marketsharp.com
  2. Or, if your data can’t be emailed, call Shane to set up a time to grab your data
• Watch & learn from the training available at www.marketsharp.com/help while we convert your data
• Receive your log in credentials from your MarketSharp Account Representative
• Log in and start using your new MarketSharp program!

  Some things you should know:  

• Make sure each row in the spreadsheet represents one contact record. A contact record must not span more than one row.

 

• If possible, make sure phone numbers are in the following format (555) 555-5555.

 

• Don’t use abbreviations if it can be avoided (example: Tom Smith instead of TS)

 

• The MOST IMPORTANT thing is to split up the Prospects, Leads, and Customers sections into three separate files, or distinguish them in some different way so they can be put in the correct section

 

• Make sure to have a separate column for every field. For example, First Name and Last Name in a separate column. See attached spreadsheet. Following are common fields for Leads and Customers.

 

• Most Data Conversions are different from one another in at least one way – don’t be upset if your data doesn’t have all the fields listed below, that is what MarketSharp will help you track :)

WHAT WILL MY COMPLETED FILE LOOK LIKE? Your completed file should be an Excel file or an Access Database.  It would be helpful (though not necessary if the headers in your data matched up to the available fields listed below, so that the conversion time is minimized, and your data is optimized in the MarketSharp System. If you have more fields than those that are listed below, don’t worry, we can always use Custom Fields and Notes to store these fields.  PROSPECTS What is a Prospect? A typical Prospect database contains records of individuals in your geographic market that best match the demographic profile of your typical customer. These individuals have not yet admitted an interest in your products or services, but have certain characteristics about them that make them a good candidate for your products or services. What fields can I get data into in Prospects?

Contact Information
Title	Address
First Name	Address Line 2
Last Name	City
Company Name	State
Email	Zip Code
Website	Zip Plus 4
Home Phone	County
Cell Phone	Carrier Route
Work Phone	DPBC2
Age	CASS
Income	Latitude
Structure Age	Longitude
Structure Value	Bar Code
Do Not Mail
Do Not Email

LEADS   What is a Lead? The Leads module is a temporary place of existence for individuals as they make their way from a Prospect to a Customer.  Once an individual admits an interest in your products/services and/or requests pricing (no matter how they heard about your company); they should be entered into Leads. If they already exist in the Prospects or Customers module, then they will be transferred into Leads. If they don't exist in Prospects or Customers, then they need to be manually entered into the Leads file. What fields can I get data into in Leads?

Contact Information
Title	Address
First Name	Address Line 2
Last Name	City
Company Name	State
Email	Zip Code
Website	Zip Plus 4
Home Phone	County
Cell Phone	Carrier Route
Work Phone	DPBC2
Age	CASS
Income	Latitude
Structure Age	Longitude
Structure Value	Bar Code
Do Not Mail
Do Not Email

Lead (Appt & Inquiry) Information
Lead Set Date	Job Address
Primary Lead Source	Job City
Secondary Lead Source	Job State
Salesperson	Job Zip
Salesperson 2	Job Site Directions
Telemarketer	Proposal Date
Canvasser	Proposal Status
Appointment Date	Proposal Notes
Appointment Time	Next Action
Appointment Result	Next Action Date
Result Reason	Action Assigned To
	Price Quoted

CUSTOMERS What is a Customer? Once a Lead purchases products or services from your company, they should be transferred from Leads to Customers. Once the contact is in Customers, you can track more information (items purchased, contract amount, date of sale, etc.), which enables you to market past customers more directly and personalized. For example, a one-time customer may result in a $1500 sale for your company. The same customer, who later purchases other products/services or refers their friends and neighbors to your company, could easily be worth $20,000 or more. MarketSharp® creates lifetime customers by tracking each customers unique needs and communicating with them based on those needs. What fields can I get data into in Customers?

Contact Information
Title	Address	Income
First Name	Address Line 2	Structure Age
Last Name	City	Structure Value
Company Name	State	Do Not Mail
Email	Zip Code	Do Not Email
Website	Zip Plus 4	Latitude
Home Phone	County	Longitude
Cell Phone	Carrier Route	Age
Work Phone	DPBC2	CASS

Lead (Appt & Inquiry) Information
Lead Set Date	Job Address	Appointment Date
Primary Lead Source	Job City	Appointment Time
Secondary Lead Source	Job State	Appointment Result
Salesperson	Job Zip	Result Reason
Salesperson 2	Job Site Directions	Proposal Notes
Telemarketer	Proposal Date	Next Action
Canvasser	Proposal Status	Next Action Date
	Price Quoted	Action Assigned To

Customer (Job) Information
Sale Date	Purchase Reason	Proposed Start	Job Status	Service Time	Balance Due
Contract Date	Referral	Date Started	Job Type	Service Rep	Gross Profit
Completion Date	Satisfaction	Date Completed	Work Crew	Service Status	Request Date
Contract Status	Next Action	Start Time	Job Number	Service Order Notes	Gross Percentage
Payment Type	Next Action Date	Work Status	Job Notes	Service Date	Job Type
Total Contract	Action Assigned To	Work Order Notes	Job Status	Date Completed