KEEPING YOUR CONTACTS SYNCED WITH YOUR VIRTUAL OFFICE

Using a Two-Part Process


After your initial Virtual Office import, you'll want to periodically import all new people who have joined your team since you imported last.


You'll also want to keep relevant information updated or synced with your VO, periodically - such as Subscribe to Save status, Acct Status, Current Rank, etc.





Preserve Your Manual Updates


When you first bring your contacts into your Essenty Contact Manager, you likely took the time to update some information manually.

For example, you might have manually updated:

  • Formal names to nicknames, for example, "Randolf" to "Randy").
  • Removed middle initials from the first name field (because it imported like that from YL).
  • Updated their phone number to a cell phone number.
  • Updated an email address to one that they prefer you to use.


You will never have to worry about your manual updates getting over-written with a new import (update existing contacts) of your VO following this TWO-STEP process.





Part One of the Process



IMPORTING NEW DOWNLINE MEMBERS
INTO YOUR CONTACT MANAGER FROM YOUR VO


Many of you will want to download your Virtual Office periodically (weekly or monthly), so you can add all new people to your Essenty Contact Manager. Following these instructions, this will be an easy process as you advance and save you countless hours of re-updating contact names, phone numbers, or emails. (Download fields are shown at the bottom of this tutorial)


*** These instructions assume you fully understand how to export specific info from your VO and that you know how to import from a file.




Directions:


Download your Virtual Office contacts.



1 - STEP ONE Select the newly-downloaded file to import.


2 - On STEP TWO click on "Auto capitalize name fields", as shown in the screenshot below:






3 - On STEP THREE just click "Continue"


4 - On STEP FOUR select NO for "Update existing contact records?", (as shown below) then click "Submit Report".




NOTE: It is recommended that you get them tagged right after this import, then go to part two of the process.







Part Two of the Process




UPDATING YOUR CURRENT DOWNLINE MEMBERS
IN YOUR CONTACT MANAGER FROM YOUR VO



Now you will use the same VO download to UPDATE your existing contacts for things like current ER Status, Account Status, Current Rank, etc. without losing the manual updates you might have made to either or any of the Names, Phone,s or Email fields in Essenty.



Directions:



1 - STEP ONE Select the same newly-downloaded file to import.


2 - STEP TWO (looking at the last column of the import preview screen)


                * Find line (2) Last Name, First Name then click the little down-arrow symbol in the box and choose "DO NOT IMPORT" from the list of options.


                * Find line (9) Email then click the little down-arrow symbol in the box and choose "DO NOT IMPORT" from the list of options.


                * Find line (16) Phone then click the little down-arrow symbol in the box and choose "DO NOT IMPORT" from the list of options.

    







3 - On STEP THREE just click "Continue"



4 - On STEP FOUR select YES for "Update existing contact records?", (as shown below) then click "Submit Report".







If you do the above two-step process every time you want to update or sync your Essenty Contact Manager with your Virtual Office, you will always have great results!



REFERENCE: For which fields you download: