By copying and pasting your data into the supplied templates, you can easily organize your Leads/Opportunities, Past Clients and Partners into the appropriate pipelines for follow up and marketing. Additionally, you have the opportunity to segment your Contacts and Partners further with sources, loan purposes, type of Partner, etc., all providing the data you need for targeted marketing.
Each Pipeline view has a specific template to use in order to capture data specific to that type of Pipeline. Partners should be loaded first so you can use them on your Past Client Upload.
Partners should be uploaded first.
If you are using the Referred By field on the Past Clients or Contacts upload, be sure they are included in your Partner upload. Populating the Referred By field allows you to Co-Brand with that Partner on customer facing content. You can upload multiple files per Pipeline.
Hints to successfully prepare your data to upload:
Separate out your data onto separate spreadsheets, one for each Pipeline.
Remove all characters from your phone numbers except for the 10 digits. This can easily be done by highlighting the column and using find and replace from the edit menu in google Sheets, leaving the replace value blank. Repeat Find and Replace for each special character. A space and also be searched for and replaced with nothing. If you're having difficulty with a special character removing, check to see if there is a space in your data that will need to be included in the find. Excel works in a similar manner.
If the full name is in one column, separate it into first and last names by inserting a couple of columns to the right, then use Text to Columns on the name field. The separator you use will be dependent on whether you have a comma separating first and last name, a space, or some other character. A box will appear at the bottom of your sheet once you click Split text to columns. Clicking in that box will display a list of separators. Choose one and your data will separate into the separate columns.
Be sure to check what the required fields are and populate those fields. For closed loans, if you do not have a closed date, you can use a date when you want the annual check-in card to go out. For example, if I have no close date, I may want to use 3/1/1904 (1904 is a standard year we use for these dates). On March 1st the annual check-in card will go out to these past clients.
For Loan numbers, if required, assign a starting number such as 1000 and fill the first and second loan with 1000 and 1001 respectively. Then highlight the loan numbers and drag the corner of the box down the page. The loan numbers will be sequentially assigned.
Dollar fields should be formatted as a number with 0 decimals and no thousands separator.
Once you have cleaned your data, copy and paste it into the appropriate columns on the supplied templates.
This will allow for a smooth upload of your data and ensure good data in Tabrasa One.
Partners
Partners
Partners include your Referral Partners and other Partners, such as Title Agents, Attorneys, etc. To easily upload them:
Clean the data as discussed above and copy onto the Partner Template.
Click the blue Upload button on the card on the Bulk Data Uploads screen for Partners.
At the information popup, click Continue.
The next screen will display what the required fields are and provides a place for you to either drag and drop your files or select a file to upload
Select your file to upload, and your confirmation will display like below.
Select Continue and confirm the fields in both columns are matching.
Click the blue link labeled "unmatched" under the partnerType field and using the drop down select the type that best matches your values.
Important: Select Return to matching, not the X
Click the Continue button
You will see a spinning wheel then your data will display. If there are errors, they will display in the results on top and a yellow message may appear if it is the entire column of data.
Once corrections are made and you click Import records on the bottom of the screen, if any, you will receive the message below.
Congratulations! You've uploaded your Partners!
Past Clients
Past Clients
If you are integrated with your LOS, we may pull back your Past Clients for you. Please check with your onboarding team.
If you are uploading the referral partner associated to the contact, please be sure to upload Partners first!
Past Client data is an important part of your database. Past clients provide you the opportunity for repeat business, referrals and refinancing opportunities. By uploading your Past Clients in an organized manner, you are able to target Past Clients for marketing or sales efforts and tailor communication.
Hints for uploading Past Clients:
If possible, use sources to help segment your contacts
If you do not have a closed date, pick a date that you'd like the annual check-in to go out and use that date
If you will be cobranding, or adding a referred by to your Past Client data, be sure the Referred by is uploaded first with your Partner data.
Steps to upload your Past Clients
Clean the data as discussed above and copy onto the Past Client Template.
Click the blue Upload button on the card on the Bulk Data Uploads screen for Past Clients.
At the information popup, click Continue.
The next screen will display what the required fields are and provides a place for you to either drag and drop your files or select a file to upload
Select your file to upload, and your confirmation will display like below.
Select Continue and confirm the fields in both columns are matching.
If you are uploading Property Use, Loan Term, Loan Program or Loan Purpose, click the blue link labeled "unmatched" under the field name and using the drop down select the type that best matches your values.
Important: Select Return to matching, not the X
Click the Continue button
You will see a spinning wheel then your data will display. If there are errors, they will display in the results on top and a yellow message may appear if it is the entire column of data.
Once corrections are made and you click Import records on the bottom of the screen, if any, you will receive the message below.
Congratulations! You've uploaded your Past Clients!
Contacts
Contacts
Contacts are anyone you want to stay in touch with and stay in front of. They could be any lead/opportunity you may have received from an open house or realtor, or just someone you've met on the golf course. Minimal information is needed, First Name, Last Name, Email and Source. If no source is supplied, "Bulk Data Upload" will be assigned.
Segmenting these contacts with sources is key to be able to target the messaging sent.
Steps to upload your Contacts/Leads
Clean the data as discussed above and copy onto the Contacts/Leads Template.
Click the blue Upload button on the card on the Bulk Data Uploads screen for Contacts and Leads.
At the information popup, click Continue.
The next screen will display what the required fields are and provides a place for you to either drag and drop your files or select a file to upload
Select your file to upload, and your confirmation will display like below.
Select Continue and confirm the fields in both columns are matching.
Click the Continue button
You will see a spinning wheel then your data will display. If there are errors, they will display in the results on top and a yellow message may appear if it is the entire column of data.
Once corrections are made and you click Import records on the bottom of the screen, if any, you will receive the message below.
Congratulations! You've uploaded your Contacts/Leads!