You can define your own custom criteria, which can be based on contact status values and the frequency of Market Snapshot views. For information about using pre-defined criteria, see How to Generate a Prospect List using Pre-defined Criteria.
You can access the Custom Rules from within the Prospect List:
- From the main menu, hover over the Calendar menu and click Prospect List.
- Click the Edit Settings link.
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Click the Custom tab.
Creating a Custom Rule for Contact Status
You can create a custom rule using any combination of Contact Status and number of Market Snapshots viewed. These custom rules can be used independently, or together with the pre-defined rules on the Basic and Advanced tabs.
- Select the Contact Status check box and then select the status from the drop-down list.
- From the last contact was more than drop-down list, select the maximum number of days without communication.
- Select the maximum number of records you want added to your Prospect List from the Record Limit drop-down list.
Click the Save & Refresh List button when complete.
Tip: If you select a Record Limit other than No Limit, and you have more records that match your rule than the limit you specified, only the limited number of records will be included in your Prospect List. As you take action that removes one of the records as a Prospect, the next time you refresh your list, another matching record will be included to replace the previous one.
Example: Contact Status Custom RuleIf you would like to add to your Prospect List 20 contacts that are actively working on an opportunity but you haven’t communicated with in 14 days, set your custom criteria as follows:
- Select the check box to the left of Contact Status.
- Select Active from the Contact Status drop down menu.
- Select 14 days ago from the last contact was more than drop down menu.
- Select 20 from the Record Limit drop down menu.
- Click on Save & Refresh List button when complete.
Creating a Custom Rule based on Market Snapshot Views
Note: Although the # of Market Snapshots viewed option is available to all users, you must subscribe to Market Snapshot and have already integrated it with Top Producer in order for this custom rule to have any effect.
When you integrate your Market Snapshot account with Top Producer, information about sent and viewed snapshots is tracked within the Contact record. Using this information, you can create a custom rule based on the number of times someone has viewed a Snapshot within a specified time period.
- Select the # of Market Snapshots viewed check box, and then select the minimum number of times the contact has to view a Market Snapshot before being added to your Prospect List.
- From the in the last drop-down list, select the maximum number of days allotted to view the Market Snapshot. For instance, if you set # of Market Snapshots viewed to 3 or more, and set in the last to 7, any contact that viewed a Market Snapshot at least three times in a 7 day period would be added as a Prospect.
- Select the maximum number of records you want added to your Prospect List from the Record Limit drop-down list.
Click the Save & Refresh List button when complete.
Example: # of Market Snapshots Viewed Custom RuleIf you would like to add to your Prospect list 40 contacts that have viewed 3 or more Market Snapshots in the last 30 days, set your custom criteria as follows:
- Select the check box to the left of # of Market Snapshots viewed.
- Select 3 or more from the # of Market Snapshots viewed drop down menu.
- Select 30 days from the in the last drop down menu.
- Select 40 from the Record Limit drop down menu.
- Click on Save & Refresh List button when complete.