How-to Guide: GreenRope's Group Setup

At GreenRope, we understand that you have many tasks to accomplish, which is why we wanted to make it as easy as possible for you to get your account up and running in no time.

This is the first of many How-to Guides discussing the functionality of your GreenRope account.

To start, let’s go over setting up a Group. This is going to be one of the first things that you will want to do when you first setup up your account. GreenRope Groups are great for identifying a particular team, set of people, clients, mailing lists, etc based on various demographics.

To setup a group, click on the Group Settings gear icon to the right of the Group dropdown menu. (See image below) The first group you setup will be seen as your primary group; however, you are able to set up as many additional groups as you need in the same section.  

With every group you setup, you can:

• Name the group
• Make it private or public
• Assign a logo, PayPal ID, language, etc
• Customize email options for emails sent from that group including ‘Sent From’ names and emails, physical addresses, Google Analytics integration, Birthday emails, personal emails, etc
• Customize calendar settings for the group including event reminders, confirmation pages, etc
• Setup Drip Campaigns for the group and determine which emails to send and when your contacts receive each drip
• Determine the information that Group Members see when they login to their GreenRope account
• Determine custom user-defined data fields for your Group.

I. Group Description

The first step is to name your account. For example, if your group is all of your clients, you may want to name the group ‘Clients’.  Next, you will want to determine whether this group is private, public or hidden. This means that whoever has access to the GreenRope account can either join the group openly (Public), request permission to be a part of the group (Private), or make the group non-visible, meaning you will have to manually add them to the group (Hidden).

This is also the tab to upload your logo, make any additional notes, as well as enter your PayPal ID for payment on your website and/ or for invoices.

II. Email Options

Once you have completed your group overview and description in the first tab, you should click on the ‘Email Options’ tab. In this section you will use the selected options to optimize your email communication. There are a few key options to explore:

1. Configure IMAP: IMAP is used to synchronize your CRM data with your personal email account. It is similar to how you synchronize your smartphone with your email; the system connects your GreenRope contact data with the folders you choose in your email account

To sync your email with GreenRope, you will need to know:

• The domain of the server (example: imap.gmail.com)
• Your username and password

Once you have this all set up, any one-to-one emails you sent to and from contacts in your email inbox program will automatically show up in your CRM.

2. The next steps in the ‘Email Options’ tab:

• Emails Sent from Name: The name that will appear in your recipients Inbox (This is the default name, and can always be changed in the email builder
• Emails Sent from Email: The email that shows up as the sender email
• Physical address: Fill this information to comply with US and Federal Law
• Google Analytics Integration. You will first have to set up Google Analytics integration in Website > Tracking to enable this feature.

3. Other options you may want to customize:

• Addressee Placeholder: When you send out messages, you can personalize the content for your recipients with various placeholders. One of these placeholders is the Firstname_Placeholder, which will place the recipient’s first name in the message. Unfortunately, if someone doesn’t have a first name defined in your database, this is blank unless you write dynamic data rule.

The Addressee Placeholder is a shortcut to a commonly used dynamic data rule, which allows you to define what should go in the message if the first name isn’t there.

• Birthday emails sent out to group members (if the contacts’ birthday information is in your database)
• Select the data fields that members can update when they login
• Set notifications options for when a group member unsubscribes from the group

III. Event Options

The ‘Event Options’ tab lets you customize your calendar settings for the specified group. If you hold a lot of events for this tab (including meetings, networking events, conference calls, etc) customizing these features is helpful for managing and reminding the group of upcoming events.

Customize:

• When and how frequently email reminders are sent to the group for any upcoming events.
• Notify yourself when attendance for a group event is confirmed
• Enable SMS attendance summary
• Activate a forum for group members where they can openly discuss event details. This is a great way to encourage intra-group communication.

IV. Drip Campaigns

The ‘Drip Campaigns’ tab enables the user to set up automated messages to be sent out when contacts in your CRM have met certain criteria (they have signed up for your newsletter or a new account). Drip campaigns are a set of automated messages sent to leads/contacts at a preset moments triggered when they have taken certain actions on your website.

In order to set up your Drip Campaigns, you need to build the emails first. Stay tuned for a How-To: Building Emails (coming soon!). Once you have these emails saved to your group, you can assign them to the campaign.

1. Name your campaign. For example: New Account Drip

2. Set the time that your messages are sent each day

3. Set the number of days (delay) that the new user receives the email. (Setting to 0 will have the email sent the same day)

4. Select the email to be sent

5. Repeat steps 4&5 and until you have completed the drip campaign.

Create a new drip campaign and select which emails will be sent out

V. Contact Visibility and User-Defined Data

User-defined fields allow you to store custom data about all of the members of this group. You can name fields whatever you like, and you can set as many fields as needed.

When importing/uploading contacts into your account, in the header selection, you may come across headers (fields) that you would like to use but that do not already exist. To create custom headers (fields) you will have to create a new entry in the "User-Defined Data" tab. This can be accomplished by clicking on "+ Add New Custom Field," after which you will be offered 4 kinds of fields to choose from.



• Select One - the contact can only be set to one value. Specify the possible values in a comma-separated list in the large text box.


• Select Multiple - this allows the contact to have as many of the values assigned to him as you would like.


• Trend Data - this is data tied to dates, useful for tracking information over time with the y-value of the chart being anything you like (e.g., do GreenRope in savings)


• Open Text - this allows you to store any information about the contact as you would like


• Short Text - this is another open text field, but is display in a one-line data entry field



You can set whether or not you want your contacts to see and edit their user-defined data. If you want to keep that information private (for example, if you didn't want someone to know he or she was classified as a "prospect" in your sales cycle) you can hide it.



User-defined fields can be embedded in email messages and contacts can update their own profiles using links in emails they receive if you choose to allow your contacts to edit their user-defined data.



Be sure to update the Email Options tab (also here in Group Setup) with the fields you want users to be able to update in their Profile Update links.

Note: For those who want to have multiple groups, you can create more by going into the Group Setup section (clicking the icon/ Group Settings link next to the Group Name on the top left).

On the top right of that page, there is the option to Create a New Group and add it to the list of Groups. By selecting the particular Group in the list, you will be managing that Group only.

This completes the first of many How-to: GreenRope guides geared at making your experience with GreenRope efficient and effective.

If you any more questions about setting up a group, please email support@greenRope.com or visit the Knowledge Base accessed by clicking on the Question Mark button in the upper right corner.

 

 

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