How to Import Contact Notes with Extra Lines and Date-Time Details

When importing Notes into Prophet, the new data is not separated from existing notes.

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However, even though you can include a linefeed using Excel’s Char(10) function, Prophet removes all “blank space”.

Adding Details to Notes for Formatting

  1. You can surround your Notes with some little character and the linefeeds.

  2. In this example, I am adding a note to Contacts that a post card was sent on a certain date by stating “Sent Post Card – Fall 2016 Campaign”

    how-to-import-contact-notes-with-extra-lines-and-date-time-details-2

  3. The Notes cell has this formula:
    =”.” & CHAR(10) & “———– 6/27/2016 Modified by: Shelly McNaught ———–” & CHAR(10) & “Sent Post Card – Fall 2016 Campaign” & CHAR(10) & “.”& CHAR(10)

  4. Separated for visibility:

    = “.” & CHAR(10) & = Period and linefeed &
    “———– 6/27/2016 Modified by: Shelly McNaught ———–” & CHAR(10) & “Sent Post Card – Fall 2016 Campaign” & Text to insert and linefeed &
    CHAR(10) & “.”& CHAR(10) Period and linefeed
  5. Ends up like this.

    how-to-import-contact-notes-with-extra-lines-and-date-time-details-3

How Do I Fix the Error “An error occurred loading the view”?

After selecting Company Manager, Contact Manager or Opportunity Manager, you get the following message:

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Is a single view having this issue?

  1. Click the button to the right of “View” and select any other view from the list.

    how-do-i-fix-the-error-an-error-occurred-loading-the-view-2

  2. If that won’t load, check with other Prophet users. If they are having the same problem, please contact Avidian Support.

Recreate your broken view

  1. Get the details of your broken Contact or Company Manager view

  2. Click the button to the right of “View”. Click Tools > Manage View.

    how-do-i-fix-the-error-an-error-occurred-loading-the-view-3

  3. Select the broken view and click Edit.

    how-do-i-fix-the-error-an-error-occurred-loading-the-view-4

  4. Make a note of the values for the View Name, Select Contact by and User Assignment.

    how-do-i-fix-the-error-an-error-occurred-loading-the-view-5

  5. Click Additional Filtering. Make a note of any settings or get a screenshot.

    how-do-i-fix-the-error-an-error-occurred-loading-the-view-6

  6. Once all information about your contact or company view has been reviewed and saved you can create a new view. Follow the instructions in https://www.avidian.com/support/frequently-asked-questions 3.4 How do I create view in contact manager?

Get the details of your broken Opportunity Manager view

  1. In Opportunity Manager, click the button to the right of “View”. Click Tools > Manage View.

    how-do-i-fix-the-error-an-error-occurred-loading-the-view-3

  2. Select the broken view and click Edit.

    how-do-i-fix-the-error-an-error-occurred-loading-the-view-7

  3. Make a note of the values for the View Name, View Department and Select Records.

    how-do-i-fix-the-error-an-error-occurred-loading-the-view-8

  4. Click Additional Filtering. Make a note of any settings or get a screenshot.

    how-do-i-fix-the-error-an-error-occurred-loading-the-view-9

  5. Once all information about your opportunity view has been reviewed and saved you can create a new view.

How Do I Delete a View

Delete a View

  1. In any Manager, click the button to the right of “View”. Click Tools > Manage Views.

    how-do-i-delete-a-view-1

  2. Select the view you wish to delete and highlight it. Next, click Delete.

    how-do-i-delete-a-view-2

  3. Close Manage Views once all bad Views have been deleted.

How can I change a field in multiple Contacts at once?

To update one or more fields in multiple records you will need to “round trip” your data. To do this you will perform an export of your current records, make the needed changes in Excel, and then re-import your records back into Prophet.

This can be done for most fields in Company, Contact, and Opportunity Manager.

Export the data

  1. Create a view with your selected field, or multiple fields, and include the Prophet ID field.

  2. Filter as needed for your Group Email or other mass mailing method.

    how-can-i-change-a-field-in-many-contacts-1

Export the view:

  1. Click the Quick Export to Excel button.

  2. Optionally click the … button to choose a different location or filename.

  3. Click Start.

    how-can-i-change-a-field-in-many-contacts-2

  4. Once completed, Excel will blink in Windows Task bar. Click to open it.

    how-can-i-change-a-field-in-many-contacts-3

Update the fields

  1. In my example, I’ve copied Yes and pasted it in all rows.

  2. Remove any extra columns. To do the Import, we only need the Prophet ID and the field(s) to be changed.

  3. In my example, I’ve deleted all columns except for:

    • Last Name

    • Company

    • Email

    how-can-i-change-a-field-in-many-contacts-4

  4. Save the file and close it out of Excel.

  5. Tip: Use Ctl+F4 to close the file, which leave Excel open.

Import the updated spreadsheet

  1. In Contact Manager, click the dropdown button on Prophet’s Tools menu.

  2. Click Import and Export Wizard.

    how-can-i-change-a-field-in-many-contacts-5

  3. Import Prophet Data is already selected. Click Next.

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  4. Tip: This is a separate program. You can right-click it and pin it to Windows Task Bar.

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  5. Click Next.

  6. Drop down Select Type, and select “Contacts”.

  7. Click Browse and pick the TEST updated spreadsheet.

  8. Optional. If you file has multiple sheets, drop down Sheet and pick the one to import.

  9. Click Add.

  10. Click Next.

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Field Mapping.

  1. Click auto map. Each of the fields in the spreadsheet will be mapped.

    how-can-i-change-a-field-in-many-contacts-9

  2. Click Next.

  3. Click the Next button on the next two Duplicate Handling pages. We’re using the default settings.

    how-can-i-change-a-field-in-many-contacts-10

  4. And

    how-can-i-change-a-field-in-many-contacts-11

  5. Data Validation.

    1. Click Run Validation. This could take a few minutes if you have thousands of rows. Do not continue if you have any errors or warnings. You should see Validation Results showing similar details.

      how-can-i-change-a-field-in-many-contacts-12

    2. Click Next and click Run Import.

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    3. Here’s a successful import result page.

      how-can-i-change-a-field-in-many-contacts-14

    Verify results.

    1. Click Done.

    2. In Outlook > Contact Manager, click the “Refresh this View” button and verify that your data has been updated.

      how-can-i-change-a-field-in-many-contacts-15

How do I attach files to a Contact?

When you use Prophet, you may come across a time where you will want to attach file(s) to certain Contacts. Contacts in Prophet allows users to easily attach file(s) to contacts. Below are the steps on how to attach the file(s) to the Contact in Prophet.

Step 1: Open Contact Manager

  • Open the Prophet Contact Manager by clicking on the Contact Manager Folder from your Outlook Folder List.

    How do I attach files to a Prophet contact 1

Step 2: Locate the Contact you want to attach files to in Prophet

  • With Contact Manager open, we will want to locate the Prophet Contact that we want to attach a file(s) to.
  • Once you have located the Contact that we want to attach a file(s) too, we will want to select the Contact in Prophet. Unfortunately, we cannot attach files to more than one contact at a time.

    How do I attach files to a Prophet contact 2

Step 3: Attaching the file(s) to the Prophet Contact

  • With your Contact still selected from the previous step, we will want to click on the Contact Files tab. You will see an Add, Remove and Open button. If there are no other files pre attached to the contact, then the Remove and Open buttons will not be available to click on.

    How do I attach files to a Prophet contact 3

  • Click the Add button, we will be prompted with a small drop down list with the choices of Local File and URL.

    How do I attach files to a Prophet contact 4

The Local File option

This option will prompt you to browse your machine to locate the file you would like to attach. This file can be from a local machine folder or from a Network drive that all users who have access to would be able to see.

The URL (Uniform Resource Locator) option

This option will allow you to attach a file with a link from a website. This could be a PDF (Portable Document Format) document or a link for a download of software.

Step 3a: Attaching the file(s) to the Prophet Contact from a Local File

  • With the Contact still selected that you would like to attach a file, press the Contact Files tab as seen in the screen shot below.

    How do I attach files to a Prophet contact 6

  • Click the Add button, we will be prompted with a small drop down list with the choices of Local File and URL.

    How do I attach files to a Prophet contact 7

  • Select the Local File option and you will be prompted with a dialog window to browse to the file you would like to attach.

    How do I attach files to a Prophet contact 8

  • Once you press the Open button with the file selected then you would like to attach to the Contact, you will see the file showing up in the Contact under the Contact Files tab.

    How do I attach files to a Prophet contact 9

Step 3b: Attaching the file(s) to the Prophet Contact from a URL

  • With the Contact still selected that you would like to attach a file, press the Contact Files tab as seen in the screen shot below.

    How do I attach files to a Prophet contact 10

  • Click the Add button, we will be prompted with a small drop down list with the choices of Local File and URL.

    How do I attach files to a Prophet contact 11

  • Select the URL option and you will be prompted with a dialog window to enter in the URL to the file you would like to attach.

    How do I attach files to a Prophet contact 12

  • Once you have entered in the URL, go ahead and press the OK button to complete the attaching of the file. Once that is completed, you will see the URL added to the Contact under the Contact Files tab.

    How do I attach files to a Prophet contact 13

How do I Export Data from Contact View to Excel?

When you use Prophet, you may come across a time where you will want to quickly export Contact Data to Excel. Prophet allows users to easily export data from a Contact View to Excel. Any field which can be selected for inclusion in the View for Prophet can be exported through the Quick Export to Excel. However, fields like Notes or Products and Services cannot be exported in this fashion. Below are the steps on how to export data from a Contact view to Excel.

Step 1: Open Contact Manager

  • Open the Prophet Contact Manager by clicking on the Contact Manager Folder from your Outlook Folder List

    How do I export data from contact view to excel - step 1

Step 2: Deciding what data from the Contact View you want to export data out to Excel from Prophet

  • With Contact Manager Open, we will want to decide if we want to export the current entire view that we are viewing or export out a current selection from the view that we are viewing.
  • Exporting the entire Contact view to Excel will give us all the data from each column in the view from each Contact in the view.
  • Exporting only a selection of the Contact view to Excel will give all the data from each column in the view for the selected Contacts in the view.

Step 3a: Exporting the entire Contact View from Prophet to Excel

  • If we want to export out the entire view to Excel, we will press the Quick Report to Excel button

    How do I export data from contact view to excel - step 2

  • Once the Quick Report to Excel button is pressed, we will be prompted with a dialog window with two different options for exporting the data, Export All Rows or Export Selected Rows.

    • Also you will be able to select the location destination of the Excel file. By default the Excel files will all go to your My Documents\Avidian Technologies\Prophet folder location on your machine.

    How do I export data from contact view to excel - step 3

  • Make sure to select the Export All Rows button in the dialog window. We will be sending this Excel file to My Documents\Avidian Technologies\Prophet folder location.

    • However, if you want to send the Excel file to a different location, you can press the browse button (Button with three dots on it) and then you will be able to browse your machine to the location of your chose to send the file.

    How do I export data from contact view to excel - step 4

  • Once you have the file location selected, we will press the Start button on the Quick Report to Excel dialog Window. This will open an Excel spreadsheet and the data from the Contact view will be showing up in the Excel spreadsheet.

    How do I export data from contact view to excel - step 5

  • Once the Excel spreadsheet is open, you can modify the spreadsheet to your liking.

Step 3b: Exporting an selection of the Contact View from Prophet to Excel

  • If we want to export out a selection of the Contact view to Excel, we will want to make our selection of data from the Contact first.
  • To make a selection of data, highlight the first record that you would like to export from the Contact view.

    How do I export data from contact view to excel - step 6

  • To add more selections to your selection for Exporting, you can hold down the CTRL key on the keyboard and then click the left mouse button for adding individual selections or hold down the Shift key on the keyboard and then select the last record from the view that you are going to export for doing a mass selection of records and all the records in between the first selection and last selection will be highlighted.

    How do I export data from contact view to excel - step 7

  • Once our selection has been made, we will want to press the Quick Report to Excel button pressed, we will be prompted with a dialog window with two different options for exporting the data, Export All Rows or Export Selected Rows.

    • Also you will be able to select the location destination of the Excel file. By default the Excel files will all go to your My Documents\Avidian Technologies\Prophet folder location on your machine.

    How do I export data from contact view to excel - step 8
    How do I export data from contact view to excel - step 9

  • Make sure to select the Export Selected Rows button in the dialog window. We will be sending this Excel file to My Documents\Avidian Technologies\Prophet folder location.

    • However, if you want to send the Excel file to a different location, you can press the browse button (Button with three dots on it) and then you will be able to browse your machine to the location of your chose to send the file.

    How do I export data from contact view to excel - step 10

  • Once you have the file location selected, we will press the Start button on the Quick Report to Excel dialog Window. This will open an Excel spreadsheet and the selected data from the Contact view will be showing up in the Excel spreadsheet.

    How do I export data from contact view to excel - step 11

  • Once the Excel spreadsheet is open, you can modify the spreadsheet to your liking.

How do I clean up duplicate contacts with the Merge Contacts Feature in Prophet?

When using Prophet, you may come across contacts that are either misspelled or have different naming conventions, but these contacts are really the same contact as an existing contact in Prophet. Also you may come across contacts that were accidentally entered more than once into Prophet.

To clean up duplicate contacts with the merge contact feature in Prophet, follow the steps below:

Step 1: Locate duplicate contacts within Prophet Contact Manager

  • You can use the search feature or scroll through Contact Manager to find the duplicated contacts.
  • how-do-i-clean-up-duplicate-contacts-with-the-merge-feature-figure-1

Step 2: Open the duplicated contact that you want all data merged into

  • With the contact open, add a note to the contact card and then press save and close
  • The reason for opening the Contact is Prophet will merge all the data into the most recently modified date, making this the Master Contact Record
  • how-do-i-clean-up-duplicate-contacts-with-the-merge-feature-figure-2

Step 3: Selecting All Contacts to Merge

  • To select the contacts that you would like to merge, select one of the contacts, and then hold down the Control Button (Ctrl) on the keyboard and then left click with the mouse. You should see both contacts highlighted
  • how-do-i-clean-up-duplicate-contacts-with-the-merge-feature-figure-3

Step 4: Completing the Contact Merge

  • With your selection of Contacts selected, right click on one of the selected contacts
  • From the menu, select Merge Contacts
  • how-do-i-clean-up-duplicate-contacts-with-the-merge-feature-figure-3
  • With the Prophet Contact Merge window open, this will be a preview of how the Contact card will look once the merge is completed. You can make any other changes to the contact card by filling any remaining fields.
  • how-do-i-clean-up-duplicate-contacts-with-the-merge-feature-figure-4
  • When ready to complete the merge, press the merge button. You will see another window pop up on the screen showing the removal of the one contact.
  • how-do-i-clean-up-duplicate-contacts-with-the-merge-feature-figure-5
  • Next you will see a message Contacts Merged Successfully. Go ahead and press the OK button
  • how-do-i-clean-up-duplicate-contacts-with-the-merge-feature-figure-6
  • Lastly, when you have refreshed the Contact Manager view, by pressing the F5 key on the keyboard, you will see that the merge of the contacts have been made.
  • how-do-i-clean-up-duplicate-contacts-with-the-merge-feature-figure-7

How do I assign Contacts to other Prophet Users?

When you use Prophet, you may come across a time where you will want to either be assigned to Prophet Contacts or assign other Prophet Users to Contacts from within Prophet. Assigning contacts in Prophet allows users to easily look up who is in control of the Prophet contact. Below are the steps on how to assign the contacts to other Prophet User(s).

Open Contact Manager

  • Open the Prophet Contact Manager by clicking on the Contact Manager Folder from your Outlook Folder List
  • how-do-i-assign-contacts-to-other-prophet-users-figure-1

Locate the Contacts you want to assign to a Prophet User(s)

  • With Contact Manager open, we will want to locate the Prophet Contacts that we want to assign to a Prophet User(s)
  • Once you have located the contact(s) that we want to assign to a Prophet User(s), we will want to select the contact(s) in Prophet.
    • If you are selecting more than one contact, you can click on the first contact and then hold down the Ctrl key on the keyboard and select another contact. You will see that the contact(s) are highlighted in Prophet.
  • how-do-i-assign-contacts-to-other-prophet-users-figure-2

Assigning the Prophet Contact(s) to a User(s)

  • With your contact(s) still selected from the previous step, we will want to right click with the mouse on the selection of contact(s). You will be given a menu of options to select from. We will want to select Users and then Assign to Users
  • how-do-i-assign-contacts-to-other-prophet-users-figure-3
  • Once you click the Assign to Users option, we will be prompted with a small dialog window called Assign to Users
  • how-do-i-assign-contacts-to-other-prophet-users-figure-4
  • Go ahead and put a check mark in the box next to the User(s) that need to be assigned to the Prophet Contact(s) and then press the OK button.
  • how-do-i-assign-contacts-to-other-prophet-users-figure-5

Verify the user assignment of the contact(s) in Prophet

  • From within Contact Manager, we will want to check the Users column within the Prophet view and verify that the User is populated into the column. If you do not see the Users column in the Contact Manager view you will want to edit the view to add the Users column into the view.
  • how-do-i-assign-contacts-to-other-prophet-users-figure-6
  • Once you have verified that contact(s) are assigned to the correct user(s), the assigning of Prophet Contacts is complete.