Viewing Prospects and Tracking Interactions
Salesforce allows you to view several details about a contact and your interactions:
View:
- Basics, such as first name, last name, email address, phone number
- Application-fed data, such as address, Net ID, UTD-ID, DOB, citizenship and visa information, apply term, application decision
- Event data, such as events registered for and attended (if using the Events module)
- Email Campaign data, such as which email marketing campaigns they have been sent
- Official test scores (GMAT, GRE, SAT, ACT)
- JSOM Scholarship information
Edit or Create:
- New prospect contact records based on your interactions via phone, visit or email (see below for details)
- Edit or add information to the contact record, such as additional email addresses or phone numbers, and more
- Assign tasks to yourself or program manager/coordinator for follow-up
Track Your Interactions with Activity History:
- Type the prospect’s name in the search bar at the top of the screen and press Search.
- Click on the correct contact.
- Click on the Activity History link at the top of the Contact Record to quick-jump to that section.
- Click on Log a Call or Log an Activity. Don’t worry—both buttons take you to the same place.
- Expand the arrow next to Subject.
- Choose what kind of interaction you’ve had. The most popular are call and campus visit (walk-ins).
- Select a question type from the available options in the dropdown.
- Leave comments about your interaction.
- Click Save.
Your activity is now saved:
What if my prospect isn’t in Salesforce yet?
Always check to see if the Contact is already in the system before creating a new one; if possible, we want to avoid entering duplicate entries for prospective students and applicants. If you are unable to find the prospect, you may create a new record.
Click on the “Home” tab, and click on the Create New… dropdown on the left side of the page. Click on Contact.
Note: You can also add a contact through the Outlook Plugin. Please see the section called “Outlook Plugin” for more information.
Leave student listed as Recruitment Manager Student and click continue.
There will be many fields available for you to fill out. The following five fields are required for any new contact record in JSOM:
- First name
- Last name
- Email address
- Account name*
- Anticipated major*
*IMPORTANT: You MUST fill in the Account and Anticipated Major fields. If you don’t, you or others in your department may not be able to view this contact later.
For assigning an Account name: when searching for a school, do not use abbreviations (type “Texas” not “TX”). If the school name starts with “The” (such as “The University of Texas at Dallas”) and you get no search results by typing in “The University of” try starting with just “University of…” At the graduate level, in most cases your account will be Unknown for quick prospect entries. This field is editable and can be changed later.
