Capsule

How do I categorize or tag my contacts?

Tags are keywords that you use to categorize your contacts. For example, you could tag your contact's based on the relationships they have with your business such as Lead, Customer, Vendor, Partner etc. You could also create tags based on business sector, product areas, locations etc. Tags are more powerful than a simple category since you can apply multiple tags to a single contact such as Customer and BigCo.

You can create and manage tags by clicking Settings > Tags > People and Organizations. You can also create a tag when adding or editing a contact.

Once defined the tags can be used as filters in lists and reports.

How do I customize my contacts or create additional fields?

Custom fields allow you to record information about your contacts. The following custom fields are available:

• text fields allow entry of any information - words and/or numbers.
  These can be flagged as searchable so you can include this field when searching for a contact.
• date fields allow entry or selection of a date and can be used for holding special events - birthdays, start dates and the like
• checkbox allows for a yes/no selection
• list fields allow selection from a list of values

You set up your custom fields by clicking Settings > Custom Fields:

Once defined you can use the custom fields as filters in lists and reports

DataTags allow you record additional information with a tag. For example, you might want to record customer number when you tag someone as a Customer. Capsule will prompt you to enter these fields when you apply the tag to a contact:

You set up Datatags by:

• clicking on Settings > Tags > People and Organizations
• click Add new Tag, enter the tag name and Save
• click on Convert to DataTag
• click on the Tag name, and this opens a window where you enter the custom fields

When should I use a Tag, DataTag or Custom Field?

To some extent this is your choice and how you would like to see the information in Capsule. Here's a couple of things that may help you decide:

• Custom fields allow you to hold information. For example, for recording dates, unique numbers and checkbox type information.
• Tags are keywords that categorize your contacts. In particular they should be used where a contact can be categorized in multiple ways. For example, one of your contacts could be both a Supplier and Customer.
• DataTags are the combination of tags and custom fields. For example, you may want to record a customer number or referring partner when you tag someone as a Customer.

How do I add a tag in bulk?

You create the list of contacts to be tagged, by clicking People and Organization > List. Then click Add Tag on the right hand side of the window.

How do I create a list or report?

Capsule comes with a number of pre-defined lists. You find these by clicking People and Organizations > List:

It's up to you how you use the list. The options are displayed on the right hand side of the List window. For example, use it to send an email to everyone on the list. Export it for use in another system. Apply a tag to sub-categorize contacts.

You can create your own lists by filtering your contacts using criteria such as which city they're in, how you've tagged them, when they were added, or using a custom field you have added.

You create the list by clicking People and Organizations > List:

You can save a list and its associated filters by clicking Save List on the right hand side of the screen.

Your saved list is then available from the dropdown:

How do I get a list of contacts who haven't been contacted in the last 30 days?

There are two possible ways of getting a list of contacts that you have not been in touch with:

Choice 1: create a list using the field 'last updated'. Click on People and Organizations > List and filter by person and last updated:

NOTE: Any saved change will update the 'last updated' field. Some of your customers who have not been contacted (but have a change to their record) will not show on this list.

Choice 2: create a custom field called 'Last Contacted'

You will be able to search on this field and get an accurate list. You have to manually update this field.

How do I list people based on a tag or field held on their organization?

If you've got a tag such as "Customer" stored against an organization, then filtering a list based on Tagged with is Customer will bring back the matching organizations. However if you want a list of contacts belonging to organisations who are tagged with "Customer" then you can use the alternative filter Organization.Tagged with is Customer:

This is also available for custom fields held on organizations.

I have duplicate contacts, can I merge them?

Yes. Merging two contacts will combine their history, contact details, opportunities and cases.

• Select the duplicate contact.
• Click Actions for this person > Merge



• Capsule attempts to find and display the correct record to merge with. Select from this list or type the correct name into the search field. Click on the name and Capsule will return the new merged record.
• Check, and if satisfied, click 'Save' and the two records will merge. The duplicate contact is deleted.

NOTE: This can't be reversed.

How do I fix a duplicate tag?

If users have inadvertently added two tags that have the same meaning, for example, Staff and Employee then follow these steps to replace and remove the duplicate. In this example we'll remove Employee:

• Click People and Organizations.
• Create a new list using the filter Tagged with is Employee.
• Click Add Tag, enter Staff and Save. These contacts will now have both tags - Employee and Staff
• Click Settings > Tags for People and Organizations and delete Employee. This automatically removes the tag Employee from all contacts as well.

How do I shift a contact from one organization to another?

Simply overwrite the name in the organization field when editing the contact. This will link the contact with the new organization.

By way of example if Jane Smith moves from Organization ABC to XYZ, then:

• All Jane's history will be moved from ABC to XYZ
• Opportunities added while Jane was in ABC, will continue to be linked to Jane and ABC
• Cases linked to Jane will continue to be linked to her

How do I convert a person to an organization record?

Contacts imported into Capsule or auto created by the dropbox may result in the wrong type - person instead of organization, or organization instead of person.

You fix this by clicking Actions for this Person > Convert to Organization. The same action is available for converting an Organization to Person.

How do I add a contact's twitter feed, and other social networking addresses?

You add these addresses in the contact's record Edit this Person > Websites and Social Networks.

When you add a social profile, Capsule will check to see if the profile has a picture, and if so automatically display it when viewing the contact.

Capsule shows an icon for each social network address on the contact panel, which you can hover over to see the URL/account or click through to see the full profile.

If you store a twitter address, the last three tweets will be shown above the history for the contact.

How do I add a contact's picture?

When you add a social profile such as a twitter account, LinkedIn or Facebook profile to a contact, Capsule will check to see if the profile has a picture, and if so automatically display it. Capsule also checks for a gravatar which is a picture associated with an email address, so in many cases Capsule can grab a picture for a contact using just the email address.

To edit the picture, hover your mouse over the picture and click Change Picture. Select a new picture and save.

Can I make a skype call directly from Capsule?

Yes, you can add a Skype name for your contacts as a web address.

Clicking on the Skype icon will begin the call.

Is there any limitation on amount of contact information held?

Within reasonably boundaries, there are no limits on tags, datatags, or custom fields. As the number increases it simply becomes increasingly less effective to manage the content.

There are limits on the size of each file to 25mb, although you are able to attach more than one file to each note.

The overall number of contacts and storage limits are determined by your Capsule edition

How do I send emails to a mailing list?

For small numbers you can use the email option by clicking Organizations and People > List. Generate your list, then Email.

For more professional results, you can download a CSV file and load this into a marketing campaign tool or alternatively we have already integrated to a marketing campaign tool, Mailchimp. This has the benefit of two-way information.

• Your administrator can set up the integration by following the instructions in Settings > Integrations > Mailchimp.
• Now you can go to People and Organizations > List and when you have created your campaign list select Update Mailing List. This list becomes available in Mailchimp for campaigns.
• Mailchimp has also set up an integration between Mailchimp and Capsule. Mailchimp passes the results for each marketing campaign back to Capsule and stores a note on each contact's history. In Mailchimp, click on Account > Integrations.

How can I mail merge or print mailing labels?

You can download your contacts to a word or excel spreadsheet for merging into letters or printing labels. Click on People and Organizations > Lists to filter for the list of contacts and then extract by clicking Export to CSV.

Alternatively, Alive Docs has integrated with Capsule. Alive Docs integrates with Capsule contacts for inserting into document templates like letters, newsletters, brochures. You need to follow their instructions for the set up and use of this integration on Alive Docs.

How do I export contacts?

To export a single contact from Capsule,select the Contact, Actions for this Person > Export as vCard

To export a list of contacts from Capsule, go to People and Organizations > List and create your list and then either Export to CSV or Export to vCard.

The export excludes notes, files and emails held against the contacts.

How do I delete a contact and what happens to notes, opportunities, cases and tasks attached to this person?

To delete a contact, you click Actions for this Person > Delete from their contact page.

When the contact is deleted, their details, history, AND linked opportunities and cases are removed permanently. If you need to keep linked opportunities or cases, then be sure to move them to a new contact before deleting.

To complete a bulk delete, you need to have administrator status. You click on People and Organizations > Lists, select the list and then click Delete. When the contacts are deleted, their details, history, AND linked opportunities and cases are removed permanently.

To delete one of your users refer to How to delete a User and what happens?