Help with mailing lists - MortgageWise Newsletter Service

To get your mailing list into MortgageWise, you start with a CSV file of your mailing list, and then follow 3 steps. See below for a bit of extra assistance with each step.

PREWORK: Make a CSV file of your mailing list.

The first step is to export a basic CSV (Comma Separated Values) file from your LOS, CRM, or contact file with the data required to mail your newsletters. All you need is the first and last names (separately) of the client(s) and the mailing address. One or both client names is fine. See the image below for an example.

NOTE: If your data export contains more data columns, or the columns you have are out of order, or the columns are named differently than below, don’t worry – – you’ll map just the columns you need, in Step 2!

Here is a bit of help with some of the more common LOS platforms and contact systems. We’ll be adding to this list as time goes on.

Jungo/Salesforce

Calyx Point

1. Open Point.
2. From the Navigation Panel, select the Reports & Marketing tab.
3. From the dropdown list, select the Calyx Report – Contact Information Report
4 From the left Navigation Panel, select the Data Folders where the data is to be obtained. Click Select All to collect data from all folders.
5. Indicate the file types to include in the report by selecting any combination of the Prospect, Borrower, and Include Co-Borrowers check boxes.
6. Click Generate. Depending on the template settings, reports are output to the Point Report Viewer, a separate Excel spreadsheet, or an Excel spreadsheet which is displayed in the lower section of the Generate Results screen. Usually, you can select Open in Excel button once you see the data.
7. Once the report is open in Excel format, then just save it to your Desktop by selecting File and then Save As. In the dropdown below the filename, select CSV (Commas delimited) (*.csv) as the type of file to save it to. Be sure to give it a name that you can spot easily on your Desktop.

Encompass360

1. Open Encompass360
2. Click the Contacts tab
3. Navigate to the list of Borrower Contacts that you wish to mail to. If you have non-borrower contacts, you can mail to these too.
4. Highlight the rows of contact information you wish to mail to, using the Shift key to highlight multiple rows.
5. Click the little Excel icon above the list of Contacts.
6. Once the report is open in Excel format, then just save it to your Desktop by selecting File and then Save As. In the dropdown below the filename, select CSV (Commas delimited) (*.csv) as the type of file to save it to. Be sure to give it a name that you can spot easily on your Desktop.

BytePro

Salesforce

1. Open Salesforce
2. Go into the Reports area.
3. Create a new Custom Report Type with “Contacts” as your primary object.
4. When your new Report Type is created, create a new Report. Click the Reports tab, then click New Report.
5. Select the folder where you saved your new report type, then select your new report type.
6. Click Create.
7. In the “Show” field, select All Contacts.
8. Delete the dates listed in the “From” and “To” fields.
9. Drag and drop any fields you’d like to include from the “Fields” section (like First Name, Last Name, and the Address fields you will need to mail your newsletter).
10. Click Run Report.
11. Click Export Details.
12. Select CSV as your export format, then click Export. Save it where you can find it easily, like on your Desktop.

Act!

1. Open Act!
2. Go to the Contacts module
3. Select “List View” from the menu bar bar so your Contacts are listed, one-per-line.
4. Highlight desired Contacts, or click Tag All to highlight them all.
5. Select Export to Excel icon in the menu bar above your list.
6. Save the file as an Excel worksheet (generally there is no option to save initially as a CSV). This is NOT a CSV.
7. Once the file is saved as an Excel worksheet, you can open it and RE-save it as a CSV using Excel.

OPTIONAL:
MULTIPLE COPIES PER ADDRESS.

If you have contacts in your database that you would like to send multiple copies to (like a Realtor partner), you can manually add a column of data called “Copies” to your database. This allows you to bump the quantity to any recipient to send them multiple copies. Normal clients should just get 1’s.
Note: This process is optional, and skipping this will send 1 copy (the default) to each address.

1. UPLOAD YOUR LIST INTO MORTGAGEWISE

In your Control Panel, find the Mailing List control area and click Update Mailing List.

Step 1 has you Upload your Mail List. Again, don’t worry about the header names for each of your columns, or the order of your columns, or even if you have columns you won’t need.

Browse for the CSV file on your computer, and hit UPLOAD CSV FILE.

On successful upload, it will show the name of the Current CSV file and how many client rows of data (i.e., distinct contacts) were uploaded.

2. MAP YOUR FIELDS TO MORTGAGEWISE

Since your data columns are probably different in name and order to what we need, you simply map them over to ours. If you have extra data columns that don’t apply, you just ignore them.

Work down the column on the left and open each dropdown field. You should see YOUR column headers here. Just pick the one that should map to OUR field name on the right!

If you’re uploading data that includes the optional “Copies” column, map that one here too. Otherwise ignore the last mapping dropdown.

When you’re done, click the big green button that says “Map Current File”

3. REVIEW YOUR UPLOADED DATA

This gives you a chance to see what got uploaded. In the green area in Step 3, you should see each of your client(s) and their addresses and how many copies they should receive (the default is 1, unless you specified more per recipient in the optional Copies column).

Note that there may be an “empty” line if there is no secondary contact name, or if there is no second address line in the mailing address.

Scroll down and review your data.

When you’re satisfied, hit SAVE at the bottom of the page!