The Best Sales Prospecting Software For Email Lead Generation:https://click2sell.com/accounts/confirmation/new

Contacts

Adding contacts is the key to your success. The more contacts you add the more sales activity Retreva® will generate for you.

There are three ways to add a contact. You can upload a CSV or Excel file by clicking Upload. You can manually add a contact by selecting "Add Contact" and you can purchase contacts through Retreva® by selecting "Purchase Credits".

Important! When adding contacts, select the appropriate group to make sure your contacts receive the right content. You can also select "Add New Group" if you want to add your contacts to a new group.

Retreva® tracks when every contact is added. Each contact is on their own campaign cycle. So, you can easily add contacts to an existing group and they will receive the first campaign email while other contacts in the group may be on email 3 or 4 or 15.

JUST KEEP ADDING THEM. TIP: Try to always have 1000 ACTIVE contacts!

Upload Contacts

Follow the instructions to upload a .csv or Excel file. Make sure your data is clean. All email addresses should be formatted properly. First and last names must be in separate columns. The first name will be populated in the email so make sure they are proper first names with appropriate formatting (i.e. not all Caps, no middle initials, etc.).
You should have at least a valid first name and email address for each contact. Retreva® recommends that you upload (at a minimum) for each contact:

First Name
Last Name
Company
Email Address

Additional fields may be uploaded as well.

Note, if you have multiple spreadsheets to upload, you must upload them individually. You can select the same group name to combine multiple lists into a single Retreva® Contact Group.

Add Contacts

You are about to add a single contact. You should have at least a valid first name and email address for each contact. Retreva® recommends that you upload (at a minimum) for each contact:

First Name
Last Name
Company
Email Address

Additional fields may be uploaded as well.

You can select an existing group. If you select an existing group that is associated with a campaign, the new contact will be sent email 1.

Use Group “No Campaign” to add contacts that you do not want to receive campaign emails. This group can be used to add contacts that you want to schedule future activities (i.e. Follow Up or Cycle). You can also load clients and active prospects to No Campaign to make sure the contacts are assigned to your account and other reps (if you are in a multi-rep company) cannot upload them.

Purchase Contacts

You can search Retreva®'s extensive contact database and select the contacts that you want to purchase. Purchased contacts can be immediately added to an existing campaign or create a new campaign. Simply fill out the search form with your ideal contact criteria and click search.

Tips:

If you return too many results, add additional criteria
If you return too few results, your criteria may be too strict
Review results, check contacts that you want to add to your cart, select “Options”, “Add Selected to Cart”. IMPORTANT-you must add selected to cart on each page. Add your contacts to the cart BEFORE you move to another page.

Content

Content Group:
You can edit suggested text when you are replying to an incoming email. Simply select the reply action you want to update, update the text and it will be presented the next time you choose that reply action. Remember to enter your Response Signature so your Signature is attached to all replies and conversations initiated from the contact view.

Campaign

Use Retreva®'s campaign wizard to create a new campaign in 4 easy steps.

1. Type a descriptive name for your campaign.
2. Select "Standard" Campaign to drive initial sales calls with prospective contacts. Or, select "Choose Frequency" to create a custom campaign for existing customers or groups of contacts you want to communicate with less frequently.
3. Write your content or select existing content.
4. Approve your content. If you would like to make changes, select the "Edit" option.

Campaign emails will continue to go out as long as the campaign is active. Emails are auto-generated by the system and sent based on a pre-determined schedule. Retreva®'s campaign schedule was built over many years of sending thousands of emails and analyzing reply behavior. The Campaign Manager looks at several factors to determine when to send campaign emails like:

Time of day
Day of week
Holiday treatment
Time between emails
Length in campaign

If you are going on vacation or do not want campaign emails to go out, simply make your campaign pending. You can activate your campaign when you are ready to start sending emails again.

Meeting

Meeting shows you all contacts that you have set a meeting with. Click on Edit to add notes, assign a pipeline step and track your wins and losses. Click on a meeting to view details and export all contact information and history to a .csv or .vcf.

Follow Up

Follow Up shows you all contacts that you currently have a follow up scheduled for. No need to manage your follow ups. Retreva® does that for you. The email you approved when you selected the follow up will be automatically sent on the date you selected. If the contact does not respond. Retreva® will resend it a few times and then drop the contact in a less aggressive campaign.

Cycle

Cycle shows you all contacts that you currently have a cycle scheduled for. No need to manage your cycles. Retreva® does that for you. The email you approved when you selected the cycle response will be automatically sent on the cycle interval you selected. If the contact does not respond, Retreva® will continue to reach out every 3, 6, 9 or 12 months (whichever was selected)

Inactive

Inactive shows you all contacts that you currently have flagged as Inactive. These contacts are no longer receiving any automated campaign emails.

Remove

Remove shows you all contacts that you currently have flagged as Remove. These contacts are no longer receiving any automated campaign emails. Note, you can export these contacts to sync with other company communications to remain CAN-SPAM compliant.

Keep Current Status

"Keep Current Status" is an inbox cleaning tool. "Keep Current Status" is only used to remove an email from the inbox. It keeps the contact in their current status. So, if they were in a campaign and you selected “Keep Current Status” they will remain in the campaign and continue to get campaign emails.

The only messages that should be in this "Keep Current Status" section are Out of Office Replies and System Messages. All other messages should be dispositioned as Meeting, Follow Up, Cycle, Inactive or Remove. If you have used the "Keep Current Status" status in error, simply click on the message, select "Response" and choose the appropriate reply action. Remember, "Update" does not send the initial reply but updates the contact and schedules future activity. "Send" does the same thing AND sends the initial reply.

Meeting

Congratulations on setting a meeting! Select the date of the meeting and populate the start and stop time. Fill in the Location and Subject.

Expected behavior: Confirmation email will be sent to contact. Contact email will disappear from your inbox and contact will be moved to the "Meeting" tab under your Inbox.

Important! - For every reply action you have the choice to select "Send" or "Update". "Send" will disposition the contact and schedule all future activity (if appropriate) AND send immediate reply email. "Update" will disposition the contact and schedule all future activity (if appropriate) AND WILL NOT send immediate reply email. "Update" is often used if you speak to the contact on the phone or if you receive an email directly in your personal email inbox.

Follow Up

When a contact asks for follow up on a specific date in the future, select “Follow Up” reply. Select the date you would like the follow up email to be sent.

Expected behavior: Email will be sent to the contact confirming the future follow up. You will see a preview of the email that will be sent on the future date. Approve or Edit the future email. Contact will disappear from your inbox and contact email will be moved to the "Follow Up" tab under your inbox.

No further action, Retreva® will send the email to the contact on the date you selected. Additionally, if the contact does not reply, Retreva® will reach out to the contact again and place them in a less aggressive campaign to maximize your chances of converting this contact to a meeting.

Important! - For every reply action you have the choice to select "Send" or "Update". "Send" will disposition the contact and schedule all future activity (if appropriate) AND send immediate reply email. "Update" will disposition the contact and schedule all future activity (if appropriate) AND WILL NOT send immediate reply email. "Update" is often used if you speak to the contact on the phone or if you receive an email directly in your personal email inbox.

Update/Send

Update and Send do the same thing. The only difference is Update does not send the immediate email. So, if you simply want to update the contact to Meeting, Inactive or Remove status and NOT send them an email use Update. Also, if you want to schedule the future Follow Up or Cycle but not send the immediate email, use Update. If you hit Send, the immediate email will be sent to the contact.

Cycle

If a contact replies that they are not interested now, select "Cycle" reply. Select which Cycle makes sense for that contact (every month, every three months, every six months, every nine months or every 12 months).

Expected behavior: Email will be sent to the contact confirming your intent to keep in touch. You will see a preview of the email that will be sent on the future cycle date. Approve or Edit the future email. Contact email will disappear from your inbox and contact will be moved to the "Cycle" tab under your inbox.
No further action, Retreva® will send the email to the contact on the date you selected. Additionally, if the contact does not reply, Retreva® will reach out to the contact again every # months (whichever cycle you selected) to maximize your chances of converting this contact to a meeting.

Important! - For every reply action you have the choice to select "Send" or "Update". "Send" will disposition the contact and schedule all future activity (if appropriate) AND send immediate reply email. "Update" will disposition the contact and schedule all future activity (if appropriate) AND WILL NOT send immediate reply email. "Update" is often used if you speak to the contact on the phone or if you receive an email directly in your personal email inbox.

Inactive

If it does not make sense to continue dialog with a contact, select "Inactive" reply. Select the reason you are making the contact inactive (Wrong Person, Not a good fit, Out of business, or Other).

Expected behavior: Email will be sent to the contact. Contact will disappear from your inbox and contact email will be moved to "Inactive" tab under your inbox.

Important! - For every reply action you have the choice to select "Send" or "Update". "Send" will disposition the contact and schedule all future activity (if appropriate) AND send immediate reply email. "Update" will disposition the contact and schedule all future activity (if appropriate) AND WILL NOT send immediate reply email. "Update" is often used if you speak to the contact on the phone or if you receive an email directly in your personal email inbox.

Remove

If a contact asked to be removed or unsubscribed, select "Remove" reply. Remove should only be used for people who have asked to be removed. All other contacts should be Inactive (never email again) or Cycle (less aggressive).

Expected behavior: Email will be sent to the contact confirming they have been removed. Contact email will disappear from your inbox and contact will be moved to the "Remove" tab under your inbox.

Important! - For every reply action you have the choice to select "Send" or "Update". "Send" will disposition the contact and schedule all future activity (if appropriate) AND send immediate reply email. "Update" will disposition the contact and schedule all future activity (if appropriate) AND WILL NOT send immediate reply email. "Update" is often used if you speak to the contact on the phone or if you receive an email directly in your personal email inbox.

Conversation

When a contact asks a specific question or additional dialogue is required, select "Conversation" reply. You will be presented a blank text box to type a customized reply to the contact.

Expected behavior: Email will be sent to the contact. Contact email will remain in your inbox and future campaign emails will not be sent. Choose a different reply action based on contact's reply or select conversation again if you need to have additional dialog.

Forward

When a contact sends you an attachment that you cannot view in Retreva® or you want to take the email conversation to your own email inbox, simply select “Forward”.

Expected behavior: Email will be forwarded to your email (email address supplied during account creation). Contact email will remain in your inbox while you take the email conversation “off-line”. Choose a different reply action when you are done with your conversation. Note, if you take the conversation “off-line” the history will not be stored in Retreva®.

Keep Current Status

"Keep in <Current Status>" is an inbox cleaning tool. This dynamic Response dropdown option will change depending on the status of your contact. For example, if the contact is in a campaign and you receive an out of office reply, you will select Keep in Campaign. If they are already in Cycle and they reply, you will select Keep in Cycle. Same with the other reply actions. You should only use Keep in Campaign for automated replies (NOT actual replies).

All other messages should be dispositioned as Meeting, Follow Up, Cycle, Inactive or Remove. If you have used the "Keep in Campaign" in error, simply click the “Other” sub inbox, click on the message and, select "Response" and choose the appropriate reply action. Remember, "Update" does not send the initial reply but updates the contact and schedules future activity. "Send" does the same thing AND sends the initial reply.

No Match Action

We do not recognize this email. Either the contact forwarded your email or replied from an alternate email address. It is very important that you handle the red emails properly to avoid sending unwanted campaign emails. You must match this email to an existing contact or add a new contact before you can reply to this message.

Most of the time Retreva® will find the match for you based on the tracking tag, If we find the match you will see “Select Contact: Found Tracking Tag”. Simply select the contact to match.

If we do not find a match, you have THREE options:

Remove: Select remove if there is no reason to match this message to a contact. This is typically used for system generated replies. Selecting remove will simply remove the email from your inbox.
Search for an existing contact: Enter the contact’s first name, last name or company to return options for a potential match.
Add a new contact: This is typically used if a contact forwarded your email to another person and you need to add them to your contacts. Note, you will most likely want to disposition the contact who forwarded your email so you do not continue to send them campaign emails. You can do this by clicking on Contacts and search for the contact.

For additional details, please view the "No Match" Training Video.

Use Text for follow up 2 and 3

If your contact does not respond to your initial follow up email, Retreva® will automatically reach out two additional times about a week apart. Keep this box checked to send the same email each time. Uncheck this box to customize follow up emails 2 and 3.

Preview

Preview allows you to preview and edit your campaign content. If you edit the content, it will be used for all future outbound emails.

Test

Test allows you to see your campaign content as your contacts will see it. When you press Test, Retreva® sends the email your are testing to the email address assigned to your Retreva® account.

Request Help with Content

Your content is very important to the success of your Retreva® campaign. Retreva® can write your content for you for $50.00. If you would like assistance, please click the "Request Help with Content" button and a content specialist will be in touch shortly.

Content

Content Group:
You can change your content for outbound campaigns emails anytime. You can edit each email individually or check the small to apply a change to all 4 emails within the content group. If you make a change, the updated email will be used the next time that email template is used to generate a campaign email.

Response Group:
You can edit suggested text when you are replying to an incoming email. Simply select the reply action you want to update, update the text and it will be presented the next time you choose that reply action. Remember to enter your Response Signature so your Signature is attached to all replies and conversations initiated from the contact view.

Signature:
Retreva will use this signature for all outbound emails. Your signature should include your name,physical address, phone number and email.If you edit your signature, the changes will take place on all future outbound email.

Select Content

You can select existing content or use a content code if you have one.

Get started with your content

Choose your goal. Are you trying to drive your contacts to an onsite Meeting, a brief introductory phone call or are you trying to redirect them to your website or a landing page?.

Fill in the blank

I would like to learn more about your ______ (e.g. IT infrastructure, hiring process, advertising goals, etc. DO NOT CAPITALIZE, unless it would always be written with capitalization.)

Create an attention statement

Example Attention Statements:

Our clients use Acme as a tool to connect targeted homeowners with a customized invitation to a product or service.

Acme’s state of the art datacenter is located in downtown <insert City>, <insert State> and is designed to meet and exceed our client’s business and technical requirements.

Acme understands that creating and maintaining a social media strategy is a lot of work. Our goal is simple; our clients do as little work as possible.

Acme has been providing superior cleaning and janitorial supplies in the <insert territory> market since 1996.

Acme’s <insert product name> inventory optimization solution is proven to deliver measurable results.

I am checking in with you regarding your current real estate plans. I have over 15 years of experience representing landlords, sellers, buyers and tenants in the central <Insert territory> market.

Acme’s strong partnership with several manufacturers allows us to work with our customers to make sure the most effective technology is deployed for each unique environment.

Explain any 2 benefits

Example Benefit Statements:

Over the last 17 years, my consultative approach has delivered significant ROI and positive sales impacts for my clients. Acme specializes in multi-media advertising including digital, SMS and direct mail.

Acme’s experienced team is available to assist with needs assessment, design and planning, implementation, project management and other important functions of maintaining a secure datacenter.

We understand the challenges that many of our clients face every day regarding regulations, data integrity and security and physical site limitations. Acme helps our clients by:

Keeping up-to-date and consulting on ever changing regulations

Offering a secure data facility as a primary or back up

Augmenting IT resources

Bringing peace of mind that business critical equipment and data is in a secure location

Our team becomes an extension of your team saving clients significant time and money. Acme helps companies:

Connect with their customers

Write and create content as though companies wrote it themselves

Allows companies to maintain approval and control at all times

Manages all social media to maximize success

I understand you may not have an immediate need to consider other vendors at this time but I would still like the opportunity to introduce Acme to you for future consideration. Companies often call us for consulting engagements, emergency services, special projects and supplies to consolidate vendors.

Our customers have reduced their inventory by as much as 30% while achieving targeted service levels and delivering a solid return on investment. The rapid implementation of <insert product name> enables them to strategically complement existing ERP systems.

I can help with existing lease negotiations, securing new space, strategic planning and investment opportunities.

I understand that you may not have any immediate real estate needs but I would like the opportunity to learn more about your business, your future space needs and goals and share a little more about Acme and my experience.

Many companies choose to meet with Acme for strategic planning sessions. Their intention is not to buy but to strategize on future initiatives so when budgets become available they are ahead of the curve and know exactly how to move forward.

Many companies are being asked to perform as well or better with reduced staff. Our solutions help make this happen by bringing automation, increased efficiencies, enhanced features and superior reporting to contact center and business users.

Detailed Section

Retreva® does not recommend that the content of the emails contain a lot of details. However, we understand that businesses sometimes require adding bulleted details that the contact will expect to see for a particular industry. If you feel you need to add many details to your emails add them to the detailed section in the content wizard. The bullets should be short and to the point and only include bullets that are very important. Be sure to reference the bullet points below in one of your benefit statements and Retreva® will include the bullets after your signature.

Provide an email signature

Your email signature should contain your full name, title, company, physical address, phone number, email address. You can also include your website and tag line if applicable. Note, Retreva® automatically signs your emails with your first name so you should not add the email closing. This is just for your contact information.

Campaign Name

Your Campaign name should be descriptive of the group of contacts that you are reaching out to. This may be descriptive based on industry, contact title, product or geography.

Pipeline Feature

You can customize up to 10 pipeline stages. These stages can be used to report on opportunities and keep your sales on track. Examples of Pipeline Steps are: Data Gathering, Generating Proposal, Proposal Delivered, Negotiation, Verbal Commitment, Legal. Note, if you do not have this feature turned on, all meetings will have the default pipeline value of '0-Meeting set by Retreva®.

Status Of Campaign

This column represents the current campaign status for your contact groups.

Green=Your contact group is assigned to an active campaign and your contacts will receive campaign emails.

Yellow=Your contact group is assigned to a pending campaign and your contacts will not receive campaign emails until you reactive your campaign.

Red=Your contact group is assigned to a deleted campaign and your contacts will not receive campaign emails.

Note, contact groups assigned to No Campaign or not assigned to a campaign yet do not have a status assigned and contacts will not receive campaign emails.

Inbox Status

The success of your Retreva® campaign is directly tied to a "clean" inbox. The only messages that should be in your inbox are contacts you are currently in conversation with. All other messages should have the correct reply action assigned. Your goal is keep the Inbox Status at green. A green status is achieved when you have less than 10 messages in your inbox, 1 or no red emails (No Match condition) and no unread messages that are more than 3 days old. If you need help cleaning up your inbox, please refer to the support link to access training videos and the C2S Cheat sheet.

Sent and Total show you the total number of outbound emails Retreva® has sent. The Sent total is the number of emails sent today. Total shows you the total number of emails Retreva has sent since you signed up. You can click on Total and choose to display the number of emails sent in the last 7 days, 3O days, 6 months and 1 year.

Spam Messages

The service automatically filters incoming spam messages and files them here for your review.

Total/Active

The "Total" number of contacts is the total number of contacts you have added to the contact group. The "Active" number of contacts is the number of contacts that are still eligible to receive campaign emails (contacts that have a reply action, are in your inbox, or have email addresses that have bounced back are not included).

Deleted Meeting

Meetings should only be deleted if you dispositioned a meeting for testing purposes or by accident. All real sales activity should be set as “Lost” or “Won” under the Meeting sub inbox. You can always “Restore” a meeting if you deleted it by accident.

Shared Contacts

Here is shared contacts help.

Back To Campaign

This option will clear the reply action associated with this contact. The contact will continue to receive campaign emails and will retain the email position they were on prior to the reply action being assigned.

Signature

Retreva® will use this signature for all outbound emails. Please enter your signature into the box below. If you like to use your first name before the signature, please enter your first name followed by a return and your signature. Your signature should include your name, physical address, phone number and email.

VIP Feature

The VIP feature allows you to flag your top prospects as VIP. Mixing a phone call into your prospecting cycle increases your chance of getting a reply. To flag a contact as VIP, check the VIP box on the contact view. When a contact is flagged as VIP, they will move to the VIP sub inbox approximately 7 days after the 3rd email is sent (or any email after the 3rd if you flagged the contact later in the campaign cycle).

The contact will move to the VIP section when it is time to mix a phone call into your prospecting process. If you speak to the contact live, you can apply the appropriate reply action or press the left message button and send your follow up email.

Enter Activity

Enter Activity allows you to log a note or a phone call. To view contact history click the green Activity button on the contact view.

Information

This contact is currently associated with one of our reply actions. Use "Keep Current Status" from the Response Dropdown to keep the contact in its current reply action and remove this message from the inbox. To change the reply action, select a Reply Action from the Response Dropdown.

Send Email

Send Email allows you to send email to multiple contacts.

Order

Order is a quick way to track sales from Retreva right from your Retreva Inbox. If you close a sale, simply select the Order reply action. Pick the date, enter the dollar amount and save. The order will automatically roll up to sales reports. Note, when you use Order, it will automatically create a Meeting record for reporting. This will NOT send a meeting invite to anyone. It is simply a record to track your Order.

Send To Campaign

If a contact asked to be Send To Campaign then campaign emails will be activated.

Opportunities

The Opportunity sub folders are a quick way to track your ROI with Retreva and to follow up with customers and prospects. Order is used to track sales right from your Retreva Inbox. Meeting helps you keep your calendar organized and sends a meeting invite to you, your prospect and anyone else you added. Note, when you use Order, it will automatically create a Meeting record for reporting. This will NOT send a meeting invite to anyone. It is simply a record to track your Order.

Resend confirmation instructions

Contacts

Upload Contacts

Add Contacts

Purchase Contacts

Content

Campaign

Meeting

Follow Up

Cycle

Inactive

Remove

Keep Current Status

Meeting

Follow Up

Update/Send

Cycle

Inactive

Remove

Conversation

Forward

Keep Current Status

No Match Action

Use Text for follow up 2 and 3

Preview

Test

Request Help with Content

Content

Select Content

Get started with your content

Fill in the blank

Create an attention statement

Example Attention Statements:

Explain any 2 benefits

Example Benefit Statements:

Detailed Section

Provide an email signature

Campaign Name

Pipeline Feature

Status Of Campaign

Inbox Status

Spam Messages

Total/Active

Deleted Meeting

Shared Contacts

Back To Campaign

Signature

VIP Feature

Enter Activity

Information

Send Email

Order

Send To Campaign

Opportunities

Summary

Training Videos

All about Contacts:

All about Content:

No Match (Red email in inbox):

Manage Meeting/Opportunities:

Introductory Video:

Advanced Training Video:

Manager Training Video:

Contact Information