Question: I am trying (with great failure) to help a team produce a lead report that has not only the lead name and contact information but also a contact history and whom the lead is assigned to. Anyone have any ideas?
Answer: While you can define the assignment of leads from the lead manager, when you print a report, they are all assigned to the currently logged on user in the report. While you could sort on the Assigned To field, then select only the leads assigned to a particular person (Team Member #1), and then make the report, the report will always say assigned to the currently logged on user (who might be Team Member #5). Therefore, you must log into TOP PRODUCER 7i as Team Member #???, filter the data by Assigned to "Team Member #???", and generate a report if you desire that the lead report reflect "Team Member #???" 's name. Additionally, there is no way to modify this report, therefore you can't show any past history on one of your followed up leads.
If you want to see the contact information and the contact history, the only way I can see doing this is as follows: 1. first, logging into the system as each team member, filtering the leads by that team member, and then printing a list of leads for that specific member. 2. second, going to each individual record and asking for a report which includes contact history, and manually including the appropriate reports with the lead list for each team member. Would not it just be easier to tell each team member to log into their own account, look at the leads with their names assigned, then double click to open them and work them. As they send items, mark calls done, etc., they certainly show up with their contact record's history for future reference. Do you really need a printed copy of this? If the answer is Yes, I really do need printed copies for each team member, maybe you don't actually want to perform this using the Lead Manager. Consider approaching it from another direction. Create a duplicate of the data found in the Assigned To field of the Lead Manager. Put this in the Contact Type field of the lead's Contact Record. Take the record of Dwight Kitchens. Open the lead, assign a Contact Type of "Lead = Christopher Green" to the Contact Record (Christopher Green is the name of the agent to whom the lead has been assigned). After you have assigned all leads to agents (i.e., each Contact Recors's Contact Type has a "Lead = Team Member Name" annotation, you are now ready to use this information. Click Search, Search by Description, select Contact Type = "Lead = Christopher Green", assign to the right-hand panel, and click Start Search. You now have all leads assigned to Christopher Green. Select them all, click View Report, choose the Contact History report option, and you get a report with names, addresses, contact information, and a list of all previous outgoing (e-mail, letters, postcards, labels, envelopes, and phone calls if annotated done) and incoming (e-mail and phone calls if annotated done) communications. Do the above for each team member and they will each have their own list of leads with history. Just remember, if you only want current leads, once you have changed leads status from prospect to current client , you should also change their Contact Type to remove the "Leads - agent name" so that they don't continue to printed in your lead follow-up list. One of the agents should already be either Listing or Closing their property at this time and there is no necessity to have them on your Lead List.
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