A. Before Installation
Before beginning the installation, please make sure that:
- You have Manager permissions on your Velocify system.
- Your Conversica account is provisioned and ready for use.
- You have established contact with your Conversica Technical Account Manager
B. Create Admin User
- Navigate to Menu > Administration > Manage Users > Add New User.
- Create a new user with a name of your choice and an email address that you own.
- A verification email will be sent to that email address. Follow the link and create a password for that user.
- On the Manage Users page, find the new user and navigate to Options > Roles.
- Add “Administrator” to the Roles assigned to the new user.
C. Connect Velocify to Converisca
At this point, you will notify Conversica that it is time to connect the two systems using the API. Please contact your Technical Account Manager to complete this step. When contacting them, please provide them with the email address and password associated with the new user.
D. Conversica Custom Lead Fields
Once your Conversica service has been activated, we will automatically add a custom field group called “Conversica” in your Velocify account. This group will include the following fields for each lead:
| Friendly Label | Type | Description |
|---|---|---|
| Conversica Conversation | Long Text | Incoming and outgoing messages to the lead |
| Conversica Discovered Phone 1 | Phone | The lead's phone number found by Conversica |
| Conversica Discovered Phone 2 | Phone | The lead's phone number found by Conversica |
| Conversica Do Not Email | Checkbox | Indicates if the lead has requested not to be contacted |
| Conversica Hot Lead | Checkbox | Indicates the lead is ready to be contacted by a sales rep |
| Conversica Hot Lead Date | DateTime | The date and time at which the lead became "Hot" in Conversica |
| Conversica Action Required | Checkbox | Indicates this lead requires some action taken by a sales rep |
| Conversica Action Required Date | DateTime | The date and time at which it was determined that Action is Required |
| Conversica Lead At Risk | Checkbox | Indicates this lead requires some action taken by a sales rep |
| Conversica Lead At Risk Date | DateTime | The date and time at which it was determined that further action is required |
| Conversica Most Recent Response | Long Text | The lead’s most recent response to a Conversica message |
| Conversica Lead Status | Text | The lead’s status in Conversica |
| Conversica Lead Status Date | DateTime | The date and time the lead’s status changed |
| Conversica Conversation Stage | Text | The current stage of the Conversica conversation |
| Conversica Conversation Stage Date | DateTime | The date and time at which the lead’s status changed |
| Conversica Conversation Status | Text | The current status of the Conversica conversation |
| Conversica Conversation Status Date | DateTime | The date and time that the current Conversica status was set |
| Conversica Stop | Checkbox | Check this to cancel all future Conversica communication with this lead. NOTE: Once checked, this operation cannot be reversed |
| Conversica Skip To Follow Up | Checkbox | Check this to jump Conversica's messaging to the follow-up stage. NOTE: Once checked, this operation cannot be reversed |
| Conversica Dialogue | Text | Fill this with the name of the Conversica Dialogue on which this lead will be worked |
| Conversica Date Added | DateTime | The date the Lead was first added to Conversica |
| Conversica Discovered Email 1 | Text | If a new email address is discovered in a Lead's response, this field will be populated with the additional email address |
| Conversica Discovered Email 2 | Text | If a new email address is discovered in a Lead's response, this field will be populated with the additional email address |
| Conversica Discovered Name | Text | If a new first name is discovered in a Lead's response, this field will be populated with the preferred first name |
| Conversica First Message Date | DateTime | Date and time the Lead was sent their first Conversica email |
| Conversica Last Message Date | DateTime | Date and time the Lead was sent their most recent Conversica email. |
| Conversica Last Response Date | DateTime | Date and time the Lead last replied to Conversica |
| Conversica Lead Profile | Text | A link to the Conversica Lead Profile page for the selected Lead |
| Conversica SMS Opt Out | Checkbox | Checked if the Lead indicates they would no longer like to be messaged via SMS after having previously opted in |
| Conversica Further Action | Checkbox | Checked if the Lead replied in a manner that Conversica has identified needs to be reviewed by a rep. Conversica will no longer message this Lead unless they reply and indicate interest |
| Conversica Further Action Date | DateTime | Date and time a Lead was last flagged as needing further Action |
E. Create a report and Synchronize Lead Data with Conversica
In order to sync leads, Conversica will access your Velocify account using the user you created earlier and running a report that will look for leads that have a value in the “Conversica Dialogue” field. Populate the “Conversica Dialogue” field with the name of the Conversica Conversation ID on which the lead will be worked.
You will need to create a report that contains the following columns:
- Id
- State
- City
- Zip/Postal Code
- Name
- User
- Date Added
- Conversica Stop
- Conversica Skip to Follow Up
- Campaign
- Conversica Dialogue
NOTE: The “User” field will be used for rep assignment. These users will need to be added into the Conversica dashboard. Let your Conversica Technical Account Manager know if you use an alternate name for any of the fields above.
Once the columns are added, you will set a filter in the report for leads whose Conversica Dialogue field contains the word “Conversica.” You will also want to add a filter to exclude any Do Not Email requests. Once this report is created, send the report ID to your Conversica Technical Account Manager as well as the field name of your Do Not Email field if you have one.
Should you have any questions or issues, please don’t hesitate to connect with your Technical Account Manager: email Enterprise_CS@conversica.com or call (888) 633-7738.
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