A. The Advantage Anywhere duplicate check looks at Company Name, email address, address and first and last name as the fields to check when a new contact record is created.  If it gets a hit on two or more of these it presents (by popping up) this comparative list of the ‘potential matching’ existing contacts to select from prior to confirming the creation of a new record.

A. The ‘SRP Contact Lead Processed ‘Unsubscribe’ found in the notes/activity/history on a contact record means, this contact clicked on the Unsubscribe link at the bottom of an email you/your team sent out of Advantage Anywhere.  At the bottom of every email sent out of Advantage Anywhere is a link for the recipient to ‘Unsubscribe’.  This is the link where they can request to be removed from your email list.  If the recipient clicks the unsubscribe link and verifies the request to unsubscribe, this message is logged in the notes/activity/history of that contact record, the unsubscribe/no spam checkbox is automatically checked on the contact record, their email address is scored through visually and Advantage Anywhere will not launch any emails to this contact (whether from the contact record or in a bulk email send).

A.  For follow up appointments, you have two options. One is making a New TASK as an Appointment. In other words, an appointment you can check off on your to-do list.

To use this method (#1):

• Navigate to the contact record to add the follow up appointment
• Click on the +Task visible under the contact’s name
• Fill in the name you’d like to see when it’s time for this appointment, select the TYPE as appointment, add the date/time, and check Display on Calendar. then save.

This shows up as a to-do item. It will be a to-do item on the Today Dashboard to be marked off as complete.

The other option is to make an APPOINTMENT It will show on the calendar, log an appointment on the contacts appointment history and (when connected) show on your Outlook Calendar.

To use this method (#2):

• Navigate to the contact record to add the follow up appointment
• Click on the +APPOINTMENT visible under the contact’s name
• This will show on your Today Dashboard as an appointment (but cannot be checked off as complete)

There are two ways to accomplish based on how you wish to see appointments.

A. There’s a new way to record a referral
– Recording a referral is now one click with intuitive suggestions.

Why the change? We know logging your referrals are an important element in your organization’s referral strategy. To make this process easier, we’ve added a quick-link way to record them.

Here’s where you’ll see the New Referral link, in the quick links under the contacts name.

What else is new? For those organizations where you record and create a contact record for the Referred party and the Referring Party, the fields populate with the contact records you are on or where most recently on to help intuitively populate the referral fields.

For those organizations who only want to record the party who provided the referral and use a text field to record the referred party, this new functionality allows for entering a contact name that does not have a contact record, helping to record the name of the referral but not adding additional contacts to your system.

Contact support for any additional questions or instances not addressed in this upgrade.

A. Printing from Advantage Anywhere is basically printing from a webpage so the margins and configuration are done by one of two options:

1 – If you are printing a letter, we recommend putting the contents of the letter in a table. Even using a one column, one row table allows you to mimic margins.

To do this, in the editor click on the table icon and add a table with one column, one row, I recommend the width of 700 and the border at zero.

Then type your letter inside this table. Adjust the table by clicking on the upper left hand corner of the table to open it and adjust the parameters.

2 – The second way to adjust the printing is at the browser level. Use the ‘three dots’ icon’ in the very top right in Chrome. Then go to PRINT, MORE SETTINGS and adjust the margins and font print size here. Remember to change these back for future printings if needed.

A.  You can now connect your Outlook Calendar if you are using Server Exchange 2013 (or newer) OR Outlook 365.  Please contact support if you are using a prior Exchange version or if you are having problems connecting.

To connect the calendars, log into Advantage Anywhere, navigate to your Calendar and click on the gear on the right hand side.

 

 

Settings

Click on the link and the following will be displayed:

Click on Sync Outlook Calendar, next you’ll see a log in,  Use your Outlook or Server credentials here:

If you have an error connecting/authenticating you’ll see this screen asking for you to re-enter the credentials:

When your Outlook calendar connects, you’ll see the success screen below.  Allow a few minutes to allow the two calendars to share your appointments but in just a few minutes you’ll see your calendar populate.

If you are having any trouble with syncing the calendar to Outlook here is a diagnostic tool from Microsoft which will give you feedback as to whether the port 443 is open as this port is a required open port from your exchange server to allow Advantage Anywhere to connect and sync the calendars.

Instructions and Link:

Another way to get EWS endpoint is to use Microsoft provided test page at:https://testconnectivity.microsoft.com

Choose Outlook discover section, on test success expand details until you find POST response with EwsUrl value (internal and external).

This will tell you if your server settings are set for connectivity.

A.  Yes, as long as there are empty/available fields.  This can be accomplished with Administrative access.  Follow these steps to make changes to the fields visible when creating or editing a contact record:

NOTE: These instructions are to ADD a new field.  If editing/changing the options on existing fields, please note data loss can occur on already stored data.  Contact support before making these changes to avoid any already recorded data to be lost.

• Go to ADMINISTRATION
• Go to CATEGORY & FIELD SETUP
• Use the drop-down at the top for category on this page to change which fields show up for which categories – click visible to show on that category contacts (Required means the contact record can not be saved unless this field is utilized, summary means it will be displayed on the summary (right-side of the contact record summary)
• Scroll down until you find an empty field (often labeled as EMPTY, AVAILABLE, USER FIELD) click EDIT
• Fill in Name of the field
• Choose the type of field, text, custom list, date selector, state drop down, multi-check custom list etc.)  If custom list, type in all the selectable options to be displayed in the drop down.
• Click SAVE

Begin using the field now configured.

A. There are a few ways to set goggle Chrome as your default browser.

Using Windows 10:

1. On your computer, click the Start menu .
2. Click Settings .
3. Open your default apps:
   • Original version: Click System > Default apps.
   • Creators Update: Click Apps > Default apps.
4. At the bottom, under “Web browser,” click your current browser (typically Microsoft Edge).
5. In the “Choose an app” window, click Google Chrome.

Using Windows 8 or below:

1. On your computer, right click the Start menu  or   .
2. Click Control Panel.
3. Click Programs  Default Programs  Set your default programs.
4. On the left, select Google Chrome.
5. Click Set this program as default.
6. Click OK.

Using MAC:

1. On your computer, open Chrome.
2. In the top right, click More .
3. Click Settings.
4. In the “Default browser” section, click Make default.
   • If you don’t see the button, Google Chrome is already your default browser.

A. For a new account being connected to Advantage Anywhere for the first time, the system is configured to only bring in a few days at a time so not to bottle neck either the Advantage Anywhere inbox or the draw to the server/stored history email location.  It will start with the most current first and then work backwards. It can take up to a day to bring in emails prior to the connection day.  Once it is synced new emails will populate at or around the same time as they do the Outlook inbox.

A. To disable the microphone (Google Chrome instructions for all websites):

Disable the microphone in Google Chrome by going to the upper right hand corner of your Google Chrome browser and clicking on the Chrome’s black microphone icon and selecting “Always block microphone access”: (this step blocks the microphone until you unblock it manually ).

To enable the microphone (Google Chrome instructions for all websites):

Enable the microphone in Google Chrome by going to the upper right hand corner of your Google Chrome browser and clicking on the Chrome’s black microphone icon and selecting “Continue allowing https://abbi.advantageondemand.com to access your microphone”:

A. The following IPs should be whitelisted to help ensure email from Advantage Anywhere is received by clients:

abbimail1.advantageanywhere.com
abbimail2.advantageanywhere.com

New Advantage Anywhere clients should setup SPF records to help ensure that email they send from Advantage Anywhere is received – contact your IT provider for assistance:

SPF records are a type of DNS record that helps prevent abuse of email addresses by spoofing the sender’s address.  Many spam filtering solutions utilize SPF records as one means of filtering out likely spam emails.  SPF records in a domain’s DNS records list the domains and IP addresses that are allowed to send mail on behalf of that domain.

In order to help ensure that emails that you send from Advantage Anywhere are not considered spam, you will need to modify your SPF records to include the Advantage Anywhere servers.  Whomever maintains your DNS records will be able to do this.  This is typically your internal IT staff, external IT consultant, or the company hosting your website.

If you do not have an SPF record, you need to do nothing.  You can check if your domain has an SPF record here:  http://mxtoolbox.com/spf.aspx

If you do have an SPF record, you will need to modify it to allow emails from the Advantage Anywhere servers at these IP addresses (below). Updating your SPF record is easy, ask your IT professional or give your Internet Service Provided a call. Many will do this over the phone and at no cost to you:

abbimail1.advantageanywhere.com
abbimail2.advantageanywhere.com

For more resources on SPF records please visit http://www.openspf.org/

Below is the ****Previously provided IP’s to whitelist – no longer needed but still work if you added these previously****

204.232.224.216

204.232.224.217

204.232.224.218

69.20.70.251

A. If you log in from AdvantageAnywhere.com – click the LOG IN button on your cell phone and bookmark or make a quick clickable link from your main screen you can have quick access to Advantage Anywhere log in at any time.

The smaller screen on a smart phone or tablet will automatically switch the view to be a mobile friendly version. The available actions are limited from this view, however, you’ll ind a link at the bottom right to switch to the full site. Some features like the editor may not react normally on the smaller device.

A. A Move-in and Move-out where the move-in and move-out date are the same date negates the move-in.

For example, a move in Feb 1st and a move-out on Feb. 1st will tell the system this move-in and move-out never happened.  If the occupant stayed overnight one night, possibly a one night respite stay, the move-in would be Feb. 1st and the move-out Feb. 2nd.  Therefore a Move-in and Move-out with the same date will be ignored by all reporting representing move-in and move-out totals.

A. Yes, Ask the administrator at your location to re-instate deleted contacts. There is a feature that allows an Administrator to re-instate recently deleted contacts. Navigate to Tools > Administration > Restore deleted contacts.  Follow the instructions to restore individual records.

OR

Contact support with the name of the contact record or as much information as you know and we can usually re-instate that (those) contact record.The record has not been permanently deleted and can be returned to it’s original state with all the same information retained.

A.  Yes, Advantage Anywhere has the ability to require a field be filled out/or a selection at at the point of creation.  Once a field has been set to ‘required’ a user can not save the contact until this form field has been filled in or selected an option in the drop down. To do this contact your administrator or contact the help desk for assistance.

Each field in the contact record has the ability to be:

• Visible – means able to be seen on a contact record (used) and can be specific to each category
• Required – means this field must have a selection or for a text field, have something typed in the field before it will let the user save the record.
• Summary – means this field will display (be visible) on the summary contact record page for each contact in that category

Edits to these options can be found under Administration, Category & Field Setup.  See the Administrator section for more configuration options.

Deposit – monies taken to hold a room/apartment/Home/Lot or other physical item or job.

{SENIOR LIVING SPECIFIC}: Deposits or moneys taken to apply for admittance/acceptance to a senior living facility. Can be specific to various types of deposits and each system can have multiple types of deposits. Deposits can be for a community, neighborhood or service line and specific unit. Deposits are recorded under the prospective resident’s contact record, click on the deposits link.

{DEVELOPERS & BUILDERS SPECIFIC}: Deposits or moneys taken to hold a property can be recorded in Developers Advantage. Deposits can be for a community, neighborhood, or specific house/lot or any other custom defined deposit item. Deposits are recorded on the buyers contact record, click on the $ sign link.

{GENERAL BUSINESS}: Deposits can be taken to hold an item, begin work, accompany a signed contract or enable work to begin. Deposits are recorded on the buyers contact record, click on the $ sign link.

Configured during implementation, deposits can be configured with your verbiage/terminology.  Contact support for more information on Deposits.

A.  You can shortlist your favorite reports on the Reports page.  The right hand side displays your ‘favorited reports’.  To favorite a report and put it on your short list, find the report name in the list on the left hand side on the Reports page.  You’ll note there are blue-star outlines to the left of the report name.  Clicking on the star to the left of a favorite report will short-list it and display it on the right hand side of the reports page.  This will allow you to quickly and easily find your favorite reports and click to run them from either location, on the full list or under the favorited reports section.

This favorited short list is specific to your user log in and does not short list reports for other users.

See additional details on Custom Reports and Scheduled Reports.

A. Advantage Anywhere provides a HIPAA compliant version – you can opt in/out upon request. We have ensured
the Advantage Anywhere web based service complies with all current HIPAA guidelines. We
are pleased to reassure people that its Internet security measures are continually updated and
monitored and that all transactions are protected and safe.

NOTE: Secure pages (https:) will display a “lock” on your browser window, indicating that all the
information submitted through that page is encrypted and protected.

View the HIPAA Compliance documentation on the AdvantageAnywhere.com website

A. Password requirements include:

• must be between 8 and 20 characters long
• must contain at least one upper case and one lower case letter
• must contain at least 1 number

If utilizing the HIPAA compliant version, please see the additional HIPAA requirements found here

A. There are features that can enabled by user account. The user must be a ‘normal user’ to restrict certain access. Access that can be restricted includes:

• restricting a user from changing the assigned to Account Executive
• restricting a user from editing contact records where they are not the Account Executive
• restricting a user from editing contact records where they are not also assigned to their location/community
• restricting a user from merging contact recordsThis can be helpful in some instances to not allow the changing of the account executive drop down, merging or interacting with other’s contacts.  These features are independent of each other.  With any of these featured turned on, only Administrators have the rights to change the A/E (account executive) on a contact record, edit all location/community records, merge contacts etc.

These restrictions are managed in the MANAGE USER section under Administration.

A. Run the ‘Contacts by Category’ report to view all the account executives (A/E’s) contacts. Click on the those numbers of contacts you’d like to reassign. Once you see the list click on the select all checkbox at the top of the list and then select Contact Tools, click on Change A/E.

You can view all of a contacts by running the ‘Contacts by Category’ report if you wish to re-assign contacts. Click on the blue total of that category’s total contacts and once the list is displayed click on Contact Tools as select Change A/E to all at once reassign the full list to another A/E. May required administrative access.

A. For those with Administrative rights/access, you can create new user:

Login and go to TOOLS, ADMINISTRATION, MANAGE USERS

• Click + NEW USER
• Fill in first name, last name email address in the top section
• For the bottom section, the username is the first name plus last initial  NOTE:  do not add the ‘ – and company acronym ‘ but do have the new user use this when logging in and this is visible in the username section.
• Create a password, request user changes at first log-in.

Have the new user completely fill out their own contact record by clicking on their avatar and editing the record.  This information is displayed to email recipients so spelling, punctuation and capitalization count.

Watch the video called creating a new team member log in to see this step by step.

A. Use the ‘How did you hear about us?’ field to log the source of your lead.  This field can be found both on the contact record and/or on when saving a new note.

It is important to note, you do not need to fill this out each time you save a note.  Just as it’s needed.

A.  Here are a few items to try if your import from Excel, .csv or text file is failing to import:

• Note that the first tab is the only tab that can be imported.  If you have multiple tabs in your Excel file you will need to make a separate, individual file for each tab.
• Make sure you are selecting a category during the import process.  Failing to select a Category will cause various import failures as the contacts and fields are driven off of Category as the deciding factor for fields and information.
• Make sure the first column in your Excel file is not blank.  The first column should have information stored in this column for at least some of the contacts.  A simple change or rearranging a column can make all the difference.

A few other items to try:

• Rename the first Excel tab to reach Sheet1 (no space).  Odd characters or long words can cause a long string resulting in importing failure.
• Make sure there are no borders on headers or other unique field attributed that Advantage can not interpret.

If you are still having issues, contact support for additional suggestions.

A. Yes, you can access Advantage Anywhere from your smartphone. The Advantage system will recognize you’ve logged in from a smartphone or tablet device and will give you a responsive view to assist you in retrieving information or imputing information into your database. We recommend using Chrome or Safari. We have provided finger-friendly access to those things most likely to be done away from your computer or workstation.  You can use the link in the bottom right hand corner to toggle between the mobile and full sites as needed.

NOTE:  Click on the ADVANTAGE ANYWHERE logo in the top left to go to the main menu at any time.

Contact the help desk for specific issues or questions.

A. {FOR SENIOR LIVING} Yes you can edit an relationship opportunity.  Inside the opportunity box you’ll notice the edit link. This allows to edit the opportunity date as well as include or exclude those related parties.  Excluding a related contact means the status of the related party will not be included in the opportunity for the contact record you are on.  Example:   Mary and Joyce are sisters.  Each of them is considering your/your location as an option.  If in this case either if each will be independently making their own chose and it is not depended upon the other, excluding them (in the opportunity box) would count them both as prospects, thus two opportunities.

Keeping them as included in the case above would count as one opportunity with two prospects.  In many cases it is an all or none for both prospects and in that case one opportunity.

A.  Make sure you give the template a name and tell it the folder to save into.  When saving, make sure you have a name for your template, otherwise the system will give it a name {New Template} that you can later re-name.  A;so be sure to tell the system which folder you’d like to save you masterpiece in or it will not save as it doesn’t know where to store it. Click on the folder you’d like to save the template into before clicking save:

Read more help with the editor here

A. Here is a list of recognizable commands for ABBI found exclusively inside of Advantage Anywhere. ABBI using and recognizes the clickable links inside of Advantage Anywhere and the keywords of “Go to” and “Find” before the page or tab and before a contacts name.

For example, say “Go to my record” and ABBI will locate and bring up your contact record.

Keywords recognized by ABBI include:
Go to (navigation menu item like Calendar, Reports, etc.)
Find (contact name)
Open chat
Close chat
Start listening
Stop listening
Send email
Save
Cancel

ABBI will recognize these items when you are dictating a letter or email: period, coma, next paragraph.

Try communicating with ABBI by giving her the commands or labels you see in Advantage Anywhere.

Examples:

“Goto my record”

“Goto Contacts, Search {add name to search here}”     – this will search contacts for this name or just say the name of the contact

“Send Email”, “New Email”

Having trouble getting ABBI to listen? Search on the keyword of microphone to learn more.

A. All reports generated in Advantage Anywhere are exportable to Excel.  We recommend using the CONTROL + A on the keyboard and then Paste with Match Destination formatting or Paste Keep Source Formatting if you want the colored backgrounds and spacing.

Steps to export file to Excel:

• Run the report in Advantage Anywhere
• Click the background of the report and click the CONTROL and the A keys on your keyboard at the same time
• Open Excel and right click your mouse, you’ll see the pop up box below – select the left Paste option (Paste and Keep Source Formatting) or the right Paste option (Paste keep source formatting).

A. Depending on your device and browser here are some ways to create a permanent link directly to the Advantage Anywhere Log In page:

First, open your browser and navigate to the log in page (https://abbi.advantageanywhere.com):

We recommend using Chrome to enable all the features within Advantage Anywhere.

On your Desktop Computer using Chrome:

Once you see the log in image above you can select the Star icon in Chrome, This will add the Bookmark, you can name it as you wish. Or you can copy the log in address (https://abbi.advantageondemand.com) and from your desktop, right click and select NEW, select SHORTCUT, paste the address in the location box and select NEXT and name your shortcut link as you wish.

On your Tablet or Smartphone (Apple device):

Once you see the log in image above you can click on the icon in the upper right that looks like a box with an arrow upwards. This displays a box with clickable options, select the Add Bookmark or Add to Home Screen option. Choosing Add to Home screen will produce an icon visible on the home screen which is a direct link to the log in page.

On your Tablet or Smartphone (Android or other):

Once you see the log in image above you can save the link as a bookmark or display on home screen.

All the above will provide you a one-click solution to accessing Advantage Anywhere.  Advantage Anywhere recognizes the size/type of device and will give you the mobile version for smaller screen devices – more finger friendly.  Simply click in the lower right hand corner once you use your credentials to log in to switch between full size and mobile size access screens.

A. Notes and activity are recorded on the Contact record of the person you ware working with.

To create a note, use the following steps:

• Click on “+Note/Activity.”
• (Optional, default is now)  Select a date and time that the task was completed from the blue underlined date, and the boxes containing the time.
• Under the “Activities” header, click on “Select Activity.” Use the categories and sub-categories to select the type of activity your task has completed.
• If applicable, click on “How did you hear about us?” Use the categories and sub-categories to select the correct item to indicate how the contact heard about you. This is to be used only in the event there is an additional source.
• Use the drop-down list next to “Community/Location” to select the correct community/Location, if applicable
• Finally, you may edit any notes you have about this task in the note box at the bottom of the dialogue window.Use the microphone icon or place your cursor in the note box to dictate the note to text.
• When finished, click on “Save.”

A.  Here are the steps to creating and completing a Task

How to create a task, use the following steps

• Tasks are created from the contact record of the person you want to follow up with. Navigate to the contact record for this contact.
• Directly beneath the contacts name, you will see a blue “+Task” button. Click on this button, and the “New Task” form will appear.
  NOTE: the “New Task” button can also be found at the top of the “Tasks” menu. Simply click on “Tasks” from the left side menu, and click on “New Task.” Either way, a new task dialogue will appear.
• For the “Task Name” field, give the task a name.
• For the “Description: field, this field is optional – fill in any details you want to remember about this task
• For the “Task For Contact” field: this field will already be filled, because you have already navigated to the contact that you wish to complete a task for.
• For the “Assigned To” field, click on the black arrow on the right-hand side to open the drop-down menu. Then select the name of the person whom will be assigned to, it is defaulted to you.
• For the “Type” drop down field.  This allows you to categorize the tasks.  If used, you can filter the types of tasks on the Today screen – perhaps you only want to see your list of calls.  Use the Call option here.
• For the “Discovery Guide” field: you can select a discovery guide.  That will make it a link in the task as an aid, script or item to fill out during the task completion.
• Set the date/time for the Start On and Complete By dates: set the window for task; Start is when you’ll see this to-do item and Complete by gives you the date for the Past-Due notification
• Sent Email Notification radio button;  allows you to receive an email outside of the system to your email inbox (optional)
• Show on Calendar radio button: allows you to show this task as a to-do item on your calendar in addition to the normal list of to-do items on the today page (optional)
• Save

A. The built in Chat feature in Advantage Anywhere lets you communicate with other Account Executives from within Advantage Anywhere.

<a href=”http://kb.advantageanywhere.com/wp-content/uploads/2016/07/chataccess.jpg”><img class=”alignnone size-full wp-image-646″ src=”http://kb.advantageanywhere.com/wp-content/uploads/2016/07/chataccess.jpg” alt=”” width=”423″ height=”95″ /></a>

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Click on the speech bubble in the top right once you log onto Advantage Anywhere. Once the additional tab opens you’ll see a listing on the left hand side for all the users configured in your system.

Click on the user’s name to open the dialog box and begin typing a message.  Type your message and click send.

You can use the Group Chat option to communicate with more than one account executive/user by clicking on the Group icon in the CHAT WITH row at the top of the chat window.

Use the @mention to mention another user and have them receive notification to log in to view.  This sends the ‘mentioned’ user an email notification that they were mentioned and directs them to log on and click to see the mention.

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The following describes the user’s current status:

<span style=”color: #999999;”><strong>Greyed out name</strong></span> = This user is not currently online

<em><strong>Bold and italicized</strong></em> = This user is logged into Advantage but is not currently active in Advantage within the last 7 minutes

<strong>Bold and not italicized</strong> = This user in logged into Advantage and is active in Advantage (meaning they are saving, navigating or entering data)

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A. Want to mention a co-worker or team member in a chat or note so they can view it? Use the available mention feature in the Chat or notes area. To add a mention, type @ and the name of the person you’d like to mention.

it would look like this: @marysmith

Advantage Anywhere will give you suggested names as you start typing. To know if the mention is recognized you’ll see it turn blue in the chat.

The person mentioned will receive an email notifying them of the mention in Advantage Anywhere with a subject line that reads “Advantage System Notification” and tell them who mentioned them and provide a link to log in and read and respond.

NOTE: for security purposes, you must log in to view this message.

A. Follow up is a link to show you all the scheduled follow up for a contact.

Create New Tasks, Start Follow Up Assistant or Start a TaskoMatic all from here. Or view those follow up items created but not yet complete or due. Learn more about Tasks, the Follow Up Assistant and TaskoMatics under each specific search items.

A. Replicate (previously known as duplicate) is a feature that allows you to create a contact record starting with the contents of an existing record. For instance, you have two referral source contacts at St. Joseph Hospital.  This feature lets you create a contact record for one of the contacts, let’s say Joe’s record.  Once you complete Joe’s record you would want to create a record for Jill who also works at St. Joseph.  In this case it would be shorter to (from within Joe’s record) click, on REPLICATE.  This brings up a duplicate of Joe’s contact record in edit form. Simply change the information to be Jill’s and click save.

For clarification, Joe and Jill both work at St. Joseph Hospital so the address, main phone, fax and a portion of the email address will all be the same. This is a shortcut to creating a similar contact record for an associate already in the database, saving time not retyping the mailing address, main office phone, company name etc.

A. The community name is displayed when there is a community selection made within the contact record (valid only for those who have community/locations) configured?

If your communities are close together and a contact is shared between locations you may elect to not specify a community choice or depending on your organization preference you could have two contacts with unique community designations.

It would then be helpful to link the two together with relationships in order to see what communication has been distributed to referral contact.

A. the ‘Print a letter’ link found within the contact record lets you print an existing letter.  Depending on the template, the letter can be pre-populated with the contact records name, address or any specific piece of information from a field in the contact record.  Most often a template letter is built first using the Advantage Anywhere Merge fields (blue plus sign) and would look something like this (access templates through Tools, Editor):

Once you click Print a letter you will see this pop up:

Selecting ‘Use Template’ will let you chose from an existing template or select new letter and create a letter from scratch, just for this send.  Use the Editor to create a masterpiece you will want to use again.

If you have selected ‘use template’ the Advantage merge fields will populate as soon as the letter template is opened from the contact record.  For instance, the above fields are populated with the correct information as found in the contact record.  Add or modify the letter to fit the situation and once it’s the way you want it select PRINT with the printer icon and print your final letter on your printer.

A. Click on the Pencil next to the contact record name edit, update or change fields, categories, account executive or location:

A. Click on the contact’s name and the record will expand:

Click the Name link again and it will contract.

A.  Instructions to clear your cache:

Instructions to clear your cache in Chrome:

Open Chrome, Click on the 3 dots link in the top right

Click on ‘More Tools’
Choose ‘Delete Browsing History’

Select ‘the past week’ and the first ‘3 checkboxes’, select ‘clear browsing data’

Instructions to clear your cache in Internet Explorer: Internet Explorer is no longer supported.

More info can be found here: https://support.google.com/chrome/answer/2392709?hl=en&rd=1

Archiving a user = keeping the notes they took, the activities recorded, keeping the sales/opportunities/move-in’s created while they were a user is retained.

Deleting a user = reverting saved notes with no account executive, no account executive listed as A/E on contacts, appointments will be without an A/E, sales/opportunities/move-in’s lose the account executive links.

A: BEFORE you delete or archive a user, please be aware!

1. We recommend archiving the user–not deleting the user!—if he/she will no longer be using the system. Deleting the user will break all notes, future tasks, appointments, and activities performed by this user. For this reason, we recommend archiving users.
2. Archiving a user will immediately log that user out from all web and mobile applications of Advantage Anywhere.
3. Archiving a user will immediately disable the Advantage Anywhere username, and invalidate any additional login credentials.

If you have read and understood the above conditions and  wish to archive the user, please use the following steps (Administrator access required):

1. Navigate to the “Tools” menu in the left-hand side bar.
2. Click “Administration” on the far right.
3. Click “Manage Users,” the first tool on the left.
4. Under the “Active Users” list, click the name of the user you wish to archive.
5. When the dialogue window pops up, click the “Archive” button towards the bottom of the window.
6. Confirm by clicking “Archive” one more time.
7. The user’s name will now be moved to the “Archived Users” list and can be viewed by selecting that list from the drop down menu under “Manage Users.:

PLEASE NOTE: After this procedure, we recommend performing an additional step. Navigate to the contact record of the user you just archived, and change their category to “past staff” or equivalent option. This will take his/her name off the account executive drop-down list.

A. Advantage Anywhere best practice suggests marking a contact as LOST or INACTIVE. To do this,  (navigate to the contact and click on the pencil icon to edit the record) change the contact’s category to Lost/Inactive and make a note with activity describing the reason you are marking this contact as lost/inactive. Recording this information allows for reports to track reasons for lost or inactive contact records. Management can then report for example on the number of prospects lost to not providing a certain service or option.

Records can be merged should you find there are duplicates, see the question on how to merge contacts when duplicates are found.

If you find you still need to delete a contact record, navigate to the contact record you’d like to delete, click on DETAILS (bottom left), then click DELETE CONTACT. Note that if you delete a contact you will delete the associate count for any inquiry, tour, activity, call, etc.

A.  Yes, you can reset your password at any time.  Simply click on your picture (or head and shoulders avatar) in the right-hand corner once you are logged in.  Clicking on this image gives you a pop up to enable you to change your password, navigate to your own contact record, or force a full log out of all devices.

There is a password safety convention used for creating and using passwords.  Follow the instructions displayed on this feature to complete a password reset, to learn more search on password requirements.

Level 1

A.  Adding on to the list of Sources/”how did you hear about us?” list of selectable options is easy.  Contact your administrator or contact the Help Desk and request an add to the “How did you hear about us source list”.

As an Administrator, you can add to the list of campaigns/sources under Administration > Campaigns. Adding is easy, click on Add Source. Deleting options from the selectable source list is not recommended as you will break any sources which have/include that selection.  In lieu of deleting, we recommend archive. Archiving the selection so that it no longer appears in the drop down as choice but reporting can still be run on these past campaigns/items and no source information is lost/deleted in the process.  Ask the Help Desk for assistance in this feature.

A. Yes, however depending on your settings, sometimes hard to find.

From your Chrome browser, you’ll see 3 dots in a line on the far right side of the navigation bar (top right). Click on the 3 dot image and this will open a menu.  Choose the PRINT option.  From this view you’ll see the Chrome printer selections and you’ll see LAYOUT with a drop down for Portrait or Landscape, scale and options to print some or all the pages with or without headers.

If you are still having trouble and you can’t see a layout option (to print in landscape), try this: Press Ctrl+Shift+P (Cmd+Shift+P on OS X)  

This will give you the printer default options and you can print from here.

A. If you are sending emails to yourself and you are not seeing them in your inbox check these items:

• Make sure the email address logged in your log-in/contact record is correct and up to date.  To view your contact record, click on your name or the head/shoulders icon in the top left once you’ve logged in.  This will take you to your contact record.  Click the pencil to edit and verify/update your email address if needed
• After you’ve sent an email, check your spam folder in your inbox.  Your sent message may end up here.  If this happens and you find your recent email here, right click on the email and select the ‘move to’ option and move this to your inbox.  Then new emails will also come directly into your inbox and not your spam folder.

Reasons you may have test emails going to your spam folder include:

• Using Spam words like ‘Check this out’ or ‘FREE’ or ‘limited offer’ can sometimes be caught by spam filters and routed to the spam folder. Avoid spammy words which may get your emails dropped into the wrong folder for both you and your recipients.
• Check out our whitelist options, search for whitelist in the knowledge base
• Check out this spam word listing to see if your titles/subject lines might cause your emails to end up in the junk/spam folders – check out this list of 438 here

A. First search for the contacts by putting in search criteria (CONTACTS > SEARCH FILTERS):

In the below selections/filter, we are searching for Referral/Partners where Pat is the account executive:

Then Select all (in this case 11 records) by clicking the checkmark at the top or the check mark in front of the contacts you individually select:

And lastly, select “Export Contacts” under the “Contact Tools” menu:

Once you click Export, a Excel spreadsheet will be downloaded and will likely download into the “downloads” folder and/or be visible in the bottom left of your screen.

Community/location

: the geographic community or location that is assigned to the contact (Prospective buyer, buyer/renter/resident or Referral Source) or the Account Executive (staff member).

{SENIOR LIVING SPECIFIC} The assigned community/location determines the counts for that community. For instance a tour completed for a Prospective resident with the ‘Community A’ location would count in the total number of tours completed for Community A during that time frame. The community/location designation allows the A/E to pull up all the prospective residents, referral sources or family members tied to a community for marketing purposes.

{DEVELOPER & BUILDER SPECIFIC} The location assigned to the contact determines the counts for that community.  For instance a model tour completed for a Prospective Buyer with ‘Location A’ would count in the number of model tours for Community A during a specific time frame.The community/location designation allows the A/E to pull up all the prospective buyers, referral sources or owners tied to a community for marketing purposes.

{GENERAL BUSINESS} The location feature is optional.  When used allows for prospects, referral sources, clients, etc. to be tied to a specific location.

Similarly, having the Account Executive’s contact record set to a specific community/location sets the location for the Today and Sales/Occupancy dashboard for reporting. The entire company or organization’s information is display in the absence of a community/location selection on the user’s contact record.

A. The top right portion of the dashboard is populated with your top Prospects or using the radio button, toggles to view top Referral Sources.

This information comes from the contact record, specifically the ranking fields.

These fields can be made to display in this section by altering your field name used for Prospect ranking and Referral Ranking. Those ranking or stage levels configured in your database will then be displayed on the dashboard.

• For Prospects – Make sure the field you want to have displayed here reads like this:

Ranking – Prospect (It needs to start with ‘Rank’ and have the word ‘prospect’ in the field title)

• For Referrals – Make sure the field you want to have displayed here reads like this:

Ranking – Referral (It needs to start with ‘Rank’ and have the word ‘refer’ in the field title)

Account Executive

: an Account Executive is a staff member, employee and Occupancy Advantage user. Often abbreviated as A/E the Account Executive has a unique log in and password which ties to their ‘smart’ contact record. The category for A/E is decided during implementation but is often called Staff, staff member, employee or sales counselor. The category for the A/E’s is what determines who’s name shows up in the drop down for available A/E’s for assigning tasks, goals, and reporting.

Any staff member that is no longer with the organization should have the contact category changes to be past staff member or the like. This removes this contact’s name from appearing in the current A/E listing drop down but keeps the name on the staff list for historical reporting options.

A. Yes you can use the KEYWORD SEARCH to search on a word/words saved in a note or Discovery Guide.  Remember making a note about their dog, house, family or other item?  Now search on the information easily to locate the associate contact.

Example: I remember talking to a prospect and he mentioned his dog named Bo.

You can search on the word Bo by click on CONTACTS, SEARCH and the first line in the search pop-up is the KEYWORD SEARCH. Type Bo in the box and click search.  The system will scan the Notes and Discovery Guides for the word Bo and return the results.

A. Advantage Anywhere uses the tractivity choices to provide and utilize reports and logging of data for trending and closing times. Failure to accurately describe traffic items will greatly affect the outcome of the reports and your lead to close ratios. Further, some organizations utilize these numbers as goals and ratios to meet requiring accurate logging of activities.

You may make a note stating there was a ‘visit’ but the system needs a definite choice regarding the visit, was the note stating they asked for a visit, they intend to visit, the came for a visit or they missed the visit time entirely.  For that reason notes allow you to take notes regarding the interaction with a contact but the activity allows you to log those milestone for reporting purposes.

A. The Advantage Anywhere duplicate check looks at Company Name, email address, address and first and last name as the fields to check when a new contact record is created.  If it gets a hit on two or more of these it presents (by popping up) this comparative list of the ‘potential matching’ existing contacts to select from prior to confirming the creation of a new record.

A. The ‘SRP Contact Lead Processed ‘Unsubscribe’ found in the notes/activity/history on a contact record means, this contact clicked on the Unsubscribe link at the bottom of an email you/your team sent out of Advantage Anywhere.  At the bottom of every email sent out of Advantage Anywhere is a link for the recipient to ‘Unsubscribe’.  This is the link where they can request to be removed from your email list.  If the recipient clicks the unsubscribe link and verifies the request to unsubscribe, this message is logged in the notes/activity/history of that contact record, the unsubscribe/no spam checkbox is automatically checked on the contact record, their email address is scored through visually and Advantage Anywhere will not launch any emails to this contact (whether from the contact record or in a bulk email send).

A.  For follow up appointments, you have two options. One is making a New TASK as an Appointment. In other words, an appointment you can check off on your to-do list.

To use this method (#1):

• Navigate to the contact record to add the follow up appointment
• Click on the +Task visible under the contact’s name
• Fill in the name you’d like to see when it’s time for this appointment, select the TYPE as appointment, add the date/time, and check Display on Calendar. then save.

This shows up as a to-do item. It will be a to-do item on the Today Dashboard to be marked off as complete.

The other option is to make an APPOINTMENT It will show on the calendar, log an appointment on the contacts appointment history and (when connected) show on your Outlook Calendar.

To use this method (#2):

• Navigate to the contact record to add the follow up appointment
• Click on the +APPOINTMENT visible under the contact’s name
• This will show on your Today Dashboard as an appointment (but cannot be checked off as complete)

There are two ways to accomplish based on how you wish to see appointments.

A. There’s a new way to record a referral
– Recording a referral is now one click with intuitive suggestions.

Why the change? We know logging your referrals are an important element in your organization’s referral strategy. To make this process easier, we’ve added a quick-link way to record them.

Here’s where you’ll see the New Referral link, in the quick links under the contacts name.

What else is new? For those organizations where you record and create a contact record for the Referred party and the Referring Party, the fields populate with the contact records you are on or where most recently on to help intuitively populate the referral fields.

For those organizations who only want to record the party who provided the referral and use a text field to record the referred party, this new functionality allows for entering a contact name that does not have a contact record, helping to record the name of the referral but not adding additional contacts to your system.

Contact support for any additional questions or instances not addressed in this upgrade.

A. Printing from Advantage Anywhere is basically printing from a webpage so the margins and configuration are done by one of two options:

1 – If you are printing a letter, we recommend putting the contents of the letter in a table. Even using a one column, one row table allows you to mimic margins.

To do this, in the editor click on the table icon and add a table with one column, one row, I recommend the width of 700 and the border at zero.

Then type your letter inside this table. Adjust the table by clicking on the upper left hand corner of the table to open it and adjust the parameters.

2 – The second way to adjust the printing is at the browser level. Use the ‘three dots’ icon’ in the very top right in Chrome. Then go to PRINT, MORE SETTINGS and adjust the margins and font print size here. Remember to change these back for future printings if needed.

A.  You can now connect your Outlook Calendar if you are using Server Exchange 2013 (or newer) OR Outlook 365.  Please contact support if you are using a prior Exchange version or if you are having problems connecting.

To connect the calendars, log into Advantage Anywhere, navigate to your Calendar and click on the gear on the right hand side.

 

 

Settings

Click on the link and the following will be displayed:

Click on Sync Outlook Calendar, next you’ll see a log in,  Use your Outlook or Server credentials here:

If you have an error connecting/authenticating you’ll see this screen asking for you to re-enter the credentials:

When your Outlook calendar connects, you’ll see the success screen below.  Allow a few minutes to allow the two calendars to share your appointments but in just a few minutes you’ll see your calendar populate.

If you are having any trouble with syncing the calendar to Outlook here is a diagnostic tool from Microsoft which will give you feedback as to whether the port 443 is open as this port is a required open port from your exchange server to allow Advantage Anywhere to connect and sync the calendars.

Instructions and Link:

Another way to get EWS endpoint is to use Microsoft provided test page at:https://testconnectivity.microsoft.com

Choose Outlook discover section, on test success expand details until you find POST response with EwsUrl value (internal and external).

This will tell you if your server settings are set for connectivity.

A.  Yes, as long as there are empty/available fields.  This can be accomplished with Administrative access.  Follow these steps to make changes to the fields visible when creating or editing a contact record:

NOTE: These instructions are to ADD a new field.  If editing/changing the options on existing fields, please note data loss can occur on already stored data.  Contact support before making these changes to avoid any already recorded data to be lost.

• Go to ADMINISTRATION
• Go to CATEGORY & FIELD SETUP
• Use the drop-down at the top for category on this page to change which fields show up for which categories – click visible to show on that category contacts (Required means the contact record can not be saved unless this field is utilized, summary means it will be displayed on the summary (right-side of the contact record summary)
• Scroll down until you find an empty field (often labeled as EMPTY, AVAILABLE, USER FIELD) click EDIT
• Fill in Name of the field
• Choose the type of field, text, custom list, date selector, state drop down, multi-check custom list etc.)  If custom list, type in all the selectable options to be displayed in the drop down.
• Click SAVE

Begin using the field now configured.

A. There are a few ways to set goggle Chrome as your default browser.

Using Windows 10:

1. On your computer, click the Start menu .
2. Click Settings .
3. Open your default apps:
   • Original version: Click System > Default apps.
   • Creators Update: Click Apps > Default apps.
4. At the bottom, under “Web browser,” click your current browser (typically Microsoft Edge).
5. In the “Choose an app” window, click Google Chrome.

Using Windows 8 or below:

1. On your computer, right click the Start menu  or   .
2. Click Control Panel.
3. Click Programs  Default Programs  Set your default programs.
4. On the left, select Google Chrome.
5. Click Set this program as default.
6. Click OK.

Using MAC:

1. On your computer, open Chrome.
2. In the top right, click More .
3. Click Settings.
4. In the “Default browser” section, click Make default.
   • If you don’t see the button, Google Chrome is already your default browser.

A. For a new account being connected to Advantage Anywhere for the first time, the system is configured to only bring in a few days at a time so not to bottle neck either the Advantage Anywhere inbox or the draw to the server/stored history email location.  It will start with the most current first and then work backwards. It can take up to a day to bring in emails prior to the connection day.  Once it is synced new emails will populate at or around the same time as they do the Outlook inbox.

A. To disable the microphone (Google Chrome instructions for all websites):

Disable the microphone in Google Chrome by going to the upper right hand corner of your Google Chrome browser and clicking on the Chrome’s black microphone icon and selecting “Always block microphone access”: (this step blocks the microphone until you unblock it manually ).

To enable the microphone (Google Chrome instructions for all websites):

Enable the microphone in Google Chrome by going to the upper right hand corner of your Google Chrome browser and clicking on the Chrome’s black microphone icon and selecting “Continue allowing https://abbi.advantageondemand.com to access your microphone”:

A. The following IPs should be whitelisted to help ensure email from Advantage Anywhere is received by clients:

abbimail1.advantageanywhere.com
abbimail2.advantageanywhere.com

New Advantage Anywhere clients should setup SPF records to help ensure that email they send from Advantage Anywhere is received – contact your IT provider for assistance:

SPF records are a type of DNS record that helps prevent abuse of email addresses by spoofing the sender’s address.  Many spam filtering solutions utilize SPF records as one means of filtering out likely spam emails.  SPF records in a domain’s DNS records list the domains and IP addresses that are allowed to send mail on behalf of that domain.

In order to help ensure that emails that you send from Advantage Anywhere are not considered spam, you will need to modify your SPF records to include the Advantage Anywhere servers.  Whomever maintains your DNS records will be able to do this.  This is typically your internal IT staff, external IT consultant, or the company hosting your website.

If you do not have an SPF record, you need to do nothing.  You can check if your domain has an SPF record here:  http://mxtoolbox.com/spf.aspx

If you do have an SPF record, you will need to modify it to allow emails from the Advantage Anywhere servers at these IP addresses (below). Updating your SPF record is easy, ask your IT professional or give your Internet Service Provided a call. Many will do this over the phone and at no cost to you:

abbimail1.advantageanywhere.com
abbimail2.advantageanywhere.com

For more resources on SPF records please visit http://www.openspf.org/

Below is the ****Previously provided IP’s to whitelist – no longer needed but still work if you added these previously****

204.232.224.216

204.232.224.217

204.232.224.218

69.20.70.251

A. If you log in from AdvantageAnywhere.com – click the LOG IN button on your cell phone and bookmark or make a quick clickable link from your main screen you can have quick access to Advantage Anywhere log in at any time.

The smaller screen on a smart phone or tablet will automatically switch the view to be a mobile friendly version. The available actions are limited from this view, however, you’ll ind a link at the bottom right to switch to the full site. Some features like the editor may not react normally on the smaller device.

A. A Move-in and Move-out where the move-in and move-out date are the same date negates the move-in.

For example, a move in Feb 1st and a move-out on Feb. 1st will tell the system this move-in and move-out never happened.  If the occupant stayed overnight one night, possibly a one night respite stay, the move-in would be Feb. 1st and the move-out Feb. 2nd.  Therefore a Move-in and Move-out with the same date will be ignored by all reporting representing move-in and move-out totals.

A. Yes, Ask the administrator at your location to re-instate deleted contacts. There is a feature that allows an Administrator to re-instate recently deleted contacts. Navigate to Tools > Administration > Restore deleted contacts.  Follow the instructions to restore individual records.

OR

Contact support with the name of the contact record or as much information as you know and we can usually re-instate that (those) contact record.The record has not been permanently deleted and can be returned to it’s original state with all the same information retained.

A.  Yes, Advantage Anywhere has the ability to require a field be filled out/or a selection at at the point of creation.  Once a field has been set to ‘required’ a user can not save the contact until this form field has been filled in or selected an option in the drop down. To do this contact your administrator or contact the help desk for assistance.

Each field in the contact record has the ability to be:

• Visible – means able to be seen on a contact record (used) and can be specific to each category
• Required – means this field must have a selection or for a text field, have something typed in the field before it will let the user save the record.
• Summary – means this field will display (be visible) on the summary contact record page for each contact in that category

Edits to these options can be found under Administration, Category & Field Setup.  See the Administrator section for more configuration options.

Deposit – monies taken to hold a room/apartment/Home/Lot or other physical item or job.

{SENIOR LIVING SPECIFIC}: Deposits or moneys taken to apply for admittance/acceptance to a senior living facility. Can be specific to various types of deposits and each system can have multiple types of deposits. Deposits can be for a community, neighborhood or service line and specific unit. Deposits are recorded under the prospective resident’s contact record, click on the deposits link.

{DEVELOPERS & BUILDERS SPECIFIC}: Deposits or moneys taken to hold a property can be recorded in Developers Advantage. Deposits can be for a community, neighborhood, or specific house/lot or any other custom defined deposit item. Deposits are recorded on the buyers contact record, click on the $ sign link.

{GENERAL BUSINESS}: Deposits can be taken to hold an item, begin work, accompany a signed contract or enable work to begin. Deposits are recorded on the buyers contact record, click on the $ sign link.

Configured during implementation, deposits can be configured with your verbiage/terminology.  Contact support for more information on Deposits.

A.  You can shortlist your favorite reports on the Reports page.  The right hand side displays your ‘favorited reports’.  To favorite a report and put it on your short list, find the report name in the list on the left hand side on the Reports page.  You’ll note there are blue-star outlines to the left of the report name.  Clicking on the star to the left of a favorite report will short-list it and display it on the right hand side of the reports page.  This will allow you to quickly and easily find your favorite reports and click to run them from either location, on the full list or under the favorited reports section.

This favorited short list is specific to your user log in and does not short list reports for other users.

See additional details on Custom Reports and Scheduled Reports.

A. Advantage Anywhere provides a HIPAA compliant version – you can opt in/out upon request. We have ensured
the Advantage Anywhere web based service complies with all current HIPAA guidelines. We
are pleased to reassure people that its Internet security measures are continually updated and
monitored and that all transactions are protected and safe.

NOTE: Secure pages (https:) will display a “lock” on your browser window, indicating that all the
information submitted through that page is encrypted and protected.

View the HIPAA Compliance documentation on the AdvantageAnywhere.com website

A. Password requirements include:

• must be between 8 and 20 characters long
• must contain at least one upper case and one lower case letter
• must contain at least 1 number

If utilizing the HIPAA compliant version, please see the additional HIPAA requirements found here

A. There are features that can enabled by user account. The user must be a ‘normal user’ to restrict certain access. Access that can be restricted includes:

• restricting a user from changing the assigned to Account Executive
• restricting a user from editing contact records where they are not the Account Executive
• restricting a user from editing contact records where they are not also assigned to their location/community
• restricting a user from merging contact recordsThis can be helpful in some instances to not allow the changing of the account executive drop down, merging or interacting with other’s contacts.  These features are independent of each other.  With any of these featured turned on, only Administrators have the rights to change the A/E (account executive) on a contact record, edit all location/community records, merge contacts etc.

These restrictions are managed in the MANAGE USER section under Administration.

A. Run the ‘Contacts by Category’ report to view all the account executives (A/E’s) contacts. Click on the those numbers of contacts you’d like to reassign. Once you see the list click on the select all checkbox at the top of the list and then select Contact Tools, click on Change A/E.

You can view all of a contacts by running the ‘Contacts by Category’ report if you wish to re-assign contacts. Click on the blue total of that category’s total contacts and once the list is displayed click on Contact Tools as select Change A/E to all at once reassign the full list to another A/E. May required administrative access.

A. For those with Administrative rights/access, you can create new user:

Login and go to TOOLS, ADMINISTRATION, MANAGE USERS

• Click + NEW USER
• Fill in first name, last name email address in the top section
• For the bottom section, the username is the first name plus last initial  NOTE:  do not add the ‘ – and company acronym ‘ but do have the new user use this when logging in and this is visible in the username section.
• Create a password, request user changes at first log-in.

Have the new user completely fill out their own contact record by clicking on their avatar and editing the record.  This information is displayed to email recipients so spelling, punctuation and capitalization count.

Watch the video called creating a new team member log in to see this step by step.

A. Use the ‘How did you hear about us?’ field to log the source of your lead.  This field can be found both on the contact record and/or on when saving a new note.

It is important to note, you do not need to fill this out each time you save a note.  Just as it’s needed.

A.  Here are a few items to try if your import from Excel, .csv or text file is failing to import:

• Note that the first tab is the only tab that can be imported.  If you have multiple tabs in your Excel file you will need to make a separate, individual file for each tab.
• Make sure you are selecting a category during the import process.  Failing to select a Category will cause various import failures as the contacts and fields are driven off of Category as the deciding factor for fields and information.
• Make sure the first column in your Excel file is not blank.  The first column should have information stored in this column for at least some of the contacts.  A simple change or rearranging a column can make all the difference.

A few other items to try:

• Rename the first Excel tab to reach Sheet1 (no space).  Odd characters or long words can cause a long string resulting in importing failure.
• Make sure there are no borders on headers or other unique field attributed that Advantage can not interpret.

If you are still having issues, contact support for additional suggestions.

A. Yes, you can access Advantage Anywhere from your smartphone. The Advantage system will recognize you’ve logged in from a smartphone or tablet device and will give you a responsive view to assist you in retrieving information or imputing information into your database. We recommend using Chrome or Safari. We have provided finger-friendly access to those things most likely to be done away from your computer or workstation.  You can use the link in the bottom right hand corner to toggle between the mobile and full sites as needed.

NOTE:  Click on the ADVANTAGE ANYWHERE logo in the top left to go to the main menu at any time.

Contact the help desk for specific issues or questions.

A. {FOR SENIOR LIVING} Yes you can edit an relationship opportunity.  Inside the opportunity box you’ll notice the edit link. This allows to edit the opportunity date as well as include or exclude those related parties.  Excluding a related contact means the status of the related party will not be included in the opportunity for the contact record you are on.  Example:   Mary and Joyce are sisters.  Each of them is considering your/your location as an option.  If in this case either if each will be independently making their own chose and it is not depended upon the other, excluding them (in the opportunity box) would count them both as prospects, thus two opportunities.

Keeping them as included in the case above would count as one opportunity with two prospects.  In many cases it is an all or none for both prospects and in that case one opportunity.

A.  Make sure you give the template a name and tell it the folder to save into.  When saving, make sure you have a name for your template, otherwise the system will give it a name {New Template} that you can later re-name.  A;so be sure to tell the system which folder you’d like to save you masterpiece in or it will not save as it doesn’t know where to store it. Click on the folder you’d like to save the template into before clicking save:

Read more help with the editor here

A. Here is a list of recognizable commands for ABBI found exclusively inside of Advantage Anywhere. ABBI using and recognizes the clickable links inside of Advantage Anywhere and the keywords of “Go to” and “Find” before the page or tab and before a contacts name.

For example, say “Go to my record” and ABBI will locate and bring up your contact record.

Keywords recognized by ABBI include:
Go to (navigation menu item like Calendar, Reports, etc.)
Find (contact name)
Open chat
Close chat
Start listening
Stop listening
Send email
Save
Cancel

ABBI will recognize these items when you are dictating a letter or email: period, coma, next paragraph.

Try communicating with ABBI by giving her the commands or labels you see in Advantage Anywhere.

Examples:

“Goto my record”

“Goto Contacts, Search {add name to search here}”     – this will search contacts for this name or just say the name of the contact

“Send Email”, “New Email”

Having trouble getting ABBI to listen? Search on the keyword of microphone to learn more.

A. All reports generated in Advantage Anywhere are exportable to Excel.  We recommend using the CONTROL + A on the keyboard and then Paste with Match Destination formatting or Paste Keep Source Formatting if you want the colored backgrounds and spacing.

Steps to export file to Excel:

• Run the report in Advantage Anywhere
• Click the background of the report and click the CONTROL and the A keys on your keyboard at the same time
• Open Excel and right click your mouse, you’ll see the pop up box below – select the left Paste option (Paste and Keep Source Formatting) or the right Paste option (Paste keep source formatting).

A. Depending on your device and browser here are some ways to create a permanent link directly to the Advantage Anywhere Log In page:

First, open your browser and navigate to the log in page (https://abbi.advantageanywhere.com):

We recommend using Chrome to enable all the features within Advantage Anywhere.

On your Desktop Computer using Chrome:

Once you see the log in image above you can select the Star icon in Chrome, This will add the Bookmark, you can name it as you wish. Or you can copy the log in address (https://abbi.advantageondemand.com) and from your desktop, right click and select NEW, select SHORTCUT, paste the address in the location box and select NEXT and name your shortcut link as you wish.

On your Tablet or Smartphone (Apple device):

Once you see the log in image above you can click on the icon in the upper right that looks like a box with an arrow upwards. This displays a box with clickable options, select the Add Bookmark or Add to Home Screen option. Choosing Add to Home screen will produce an icon visible on the home screen which is a direct link to the log in page.

On your Tablet or Smartphone (Android or other):

Once you see the log in image above you can save the link as a bookmark or display on home screen.

All the above will provide you a one-click solution to accessing Advantage Anywhere.  Advantage Anywhere recognizes the size/type of device and will give you the mobile version for smaller screen devices – more finger friendly.  Simply click in the lower right hand corner once you use your credentials to log in to switch between full size and mobile size access screens.

A. Notes and activity are recorded on the Contact record of the person you ware working with.

To create a note, use the following steps:

• Click on “+Note/Activity.”
• (Optional, default is now)  Select a date and time that the task was completed from the blue underlined date, and the boxes containing the time.
• Under the “Activities” header, click on “Select Activity.” Use the categories and sub-categories to select the type of activity your task has completed.
• If applicable, click on “How did you hear about us?” Use the categories and sub-categories to select the correct item to indicate how the contact heard about you. This is to be used only in the event there is an additional source.
• Use the drop-down list next to “Community/Location” to select the correct community/Location, if applicable
• Finally, you may edit any notes you have about this task in the note box at the bottom of the dialogue window.Use the microphone icon or place your cursor in the note box to dictate the note to text.
• When finished, click on “Save.”

A.  Here are the steps to creating and completing a Task

How to create a task, use the following steps

• Tasks are created from the contact record of the person you want to follow up with. Navigate to the contact record for this contact.
• Directly beneath the contacts name, you will see a blue “+Task” button. Click on this button, and the “New Task” form will appear.
  NOTE: the “New Task” button can also be found at the top of the “Tasks” menu. Simply click on “Tasks” from the left side menu, and click on “New Task.” Either way, a new task dialogue will appear.
• For the “Task Name” field, give the task a name.
• For the “Description: field, this field is optional – fill in any details you want to remember about this task
• For the “Task For Contact” field: this field will already be filled, because you have already navigated to the contact that you wish to complete a task for.
• For the “Assigned To” field, click on the black arrow on the right-hand side to open the drop-down menu. Then select the name of the person whom will be assigned to, it is defaulted to you.
• For the “Type” drop down field.  This allows you to categorize the tasks.  If used, you can filter the types of tasks on the Today screen – perhaps you only want to see your list of calls.  Use the Call option here.
• For the “Discovery Guide” field: you can select a discovery guide.  That will make it a link in the task as an aid, script or item to fill out during the task completion.
• Set the date/time for the Start On and Complete By dates: set the window for task; Start is when you’ll see this to-do item and Complete by gives you the date for the Past-Due notification
• Sent Email Notification radio button;  allows you to receive an email outside of the system to your email inbox (optional)
• Show on Calendar radio button: allows you to show this task as a to-do item on your calendar in addition to the normal list of to-do items on the today page (optional)
• Save

A. The built in Chat feature in Advantage Anywhere lets you communicate with other Account Executives from within Advantage Anywhere.

<a href=”http://kb.advantageanywhere.com/wp-content/uploads/2016/07/chataccess.jpg”><img class=”alignnone size-full wp-image-646″ src=”http://kb.advantageanywhere.com/wp-content/uploads/2016/07/chataccess.jpg” alt=”” width=”423″ height=”95″ /></a>

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Click on the speech bubble in the top right once you log onto Advantage Anywhere. Once the additional tab opens you’ll see a listing on the left hand side for all the users configured in your system.

Click on the user’s name to open the dialog box and begin typing a message.  Type your message and click send.

You can use the Group Chat option to communicate with more than one account executive/user by clicking on the Group icon in the CHAT WITH row at the top of the chat window.

Use the @mention to mention another user and have them receive notification to log in to view.  This sends the ‘mentioned’ user an email notification that they were mentioned and directs them to log on and click to see the mention.

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The following describes the user’s current status:

<span style=”color: #999999;”><strong>Greyed out name</strong></span> = This user is not currently online

<em><strong>Bold and italicized</strong></em> = This user is logged into Advantage but is not currently active in Advantage within the last 7 minutes

<strong>Bold and not italicized</strong> = This user in logged into Advantage and is active in Advantage (meaning they are saving, navigating or entering data)

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A. Want to mention a co-worker or team member in a chat or note so they can view it? Use the available mention feature in the Chat or notes area. To add a mention, type @ and the name of the person you’d like to mention.

it would look like this: @marysmith

Advantage Anywhere will give you suggested names as you start typing. To know if the mention is recognized you’ll see it turn blue in the chat.

The person mentioned will receive an email notifying them of the mention in Advantage Anywhere with a subject line that reads “Advantage System Notification” and tell them who mentioned them and provide a link to log in and read and respond.

NOTE: for security purposes, you must log in to view this message.

A. Follow up is a link to show you all the scheduled follow up for a contact.

Create New Tasks, Start Follow Up Assistant or Start a TaskoMatic all from here. Or view those follow up items created but not yet complete or due. Learn more about Tasks, the Follow Up Assistant and TaskoMatics under each specific search items.

A. Replicate (previously known as duplicate) is a feature that allows you to create a contact record starting with the contents of an existing record. For instance, you have two referral source contacts at St. Joseph Hospital.  This feature lets you create a contact record for one of the contacts, let’s say Joe’s record.  Once you complete Joe’s record you would want to create a record for Jill who also works at St. Joseph.  In this case it would be shorter to (from within Joe’s record) click, on REPLICATE.  This brings up a duplicate of Joe’s contact record in edit form. Simply change the information to be Jill’s and click save.

For clarification, Joe and Jill both work at St. Joseph Hospital so the address, main phone, fax and a portion of the email address will all be the same. This is a shortcut to creating a similar contact record for an associate already in the database, saving time not retyping the mailing address, main office phone, company name etc.

A. The community name is displayed when there is a community selection made within the contact record (valid only for those who have community/locations) configured?

If your communities are close together and a contact is shared between locations you may elect to not specify a community choice or depending on your organization preference you could have two contacts with unique community designations.

It would then be helpful to link the two together with relationships in order to see what communication has been distributed to referral contact.

A. the ‘Print a letter’ link found within the contact record lets you print an existing letter.  Depending on the template, the letter can be pre-populated with the contact records name, address or any specific piece of information from a field in the contact record.  Most often a template letter is built first using the Advantage Anywhere Merge fields (blue plus sign) and would look something like this (access templates through Tools, Editor):

Once you click Print a letter you will see this pop up:

Selecting ‘Use Template’ will let you chose from an existing template or select new letter and create a letter from scratch, just for this send.  Use the Editor to create a masterpiece you will want to use again.

If you have selected ‘use template’ the Advantage merge fields will populate as soon as the letter template is opened from the contact record.  For instance, the above fields are populated with the correct information as found in the contact record.  Add or modify the letter to fit the situation and once it’s the way you want it select PRINT with the printer icon and print your final letter on your printer.

A. Click on the Pencil next to the contact record name edit, update or change fields, categories, account executive or location:

A. Click on the contact’s name and the record will expand:

Click the Name link again and it will contract.

A.  Instructions to clear your cache:

Instructions to clear your cache in Chrome:

Open Chrome, Click on the 3 dots link in the top right

Click on ‘More Tools’
Choose ‘Delete Browsing History’

Select ‘the past week’ and the first ‘3 checkboxes’, select ‘clear browsing data’

Instructions to clear your cache in Internet Explorer: Internet Explorer is no longer supported.

More info can be found here: https://support.google.com/chrome/answer/2392709?hl=en&rd=1

Archiving a user = keeping the notes they took, the activities recorded, keeping the sales/opportunities/move-in’s created while they were a user is retained.

Deleting a user = reverting saved notes with no account executive, no account executive listed as A/E on contacts, appointments will be without an A/E, sales/opportunities/move-in’s lose the account executive links.

A: BEFORE you delete or archive a user, please be aware!

1. We recommend archiving the user–not deleting the user!—if he/she will no longer be using the system. Deleting the user will break all notes, future tasks, appointments, and activities performed by this user. For this reason, we recommend archiving users.
2. Archiving a user will immediately log that user out from all web and mobile applications of Advantage Anywhere.
3. Archiving a user will immediately disable the Advantage Anywhere username, and invalidate any additional login credentials.

If you have read and understood the above conditions and  wish to archive the user, please use the following steps (Administrator access required):

1. Navigate to the “Tools” menu in the left-hand side bar.
2. Click “Administration” on the far right.
3. Click “Manage Users,” the first tool on the left.
4. Under the “Active Users” list, click the name of the user you wish to archive.
5. When the dialogue window pops up, click the “Archive” button towards the bottom of the window.
6. Confirm by clicking “Archive” one more time.
7. The user’s name will now be moved to the “Archived Users” list and can be viewed by selecting that list from the drop down menu under “Manage Users.:

PLEASE NOTE: After this procedure, we recommend performing an additional step. Navigate to the contact record of the user you just archived, and change their category to “past staff” or equivalent option. This will take his/her name off the account executive drop-down list.

A. Advantage Anywhere best practice suggests marking a contact as LOST or INACTIVE. To do this,  (navigate to the contact and click on the pencil icon to edit the record) change the contact’s category to Lost/Inactive and make a note with activity describing the reason you are marking this contact as lost/inactive. Recording this information allows for reports to track reasons for lost or inactive contact records. Management can then report for example on the number of prospects lost to not providing a certain service or option.

Records can be merged should you find there are duplicates, see the question on how to merge contacts when duplicates are found.

If you find you still need to delete a contact record, navigate to the contact record you’d like to delete, click on DETAILS (bottom left), then click DELETE CONTACT. Note that if you delete a contact you will delete the associate count for any inquiry, tour, activity, call, etc.

A.  Yes, you can reset your password at any time.  Simply click on your picture (or head and shoulders avatar) in the right-hand corner once you are logged in.  Clicking on this image gives you a pop up to enable you to change your password, navigate to your own contact record, or force a full log out of all devices.

There is a password safety convention used for creating and using passwords.  Follow the instructions displayed on this feature to complete a password reset, to learn more search on password requirements.

Level 1

A.  Adding on to the list of Sources/”how did you hear about us?” list of selectable options is easy.  Contact your administrator or contact the Help Desk and request an add to the “How did you hear about us source list”.

As an Administrator, you can add to the list of campaigns/sources under Administration > Campaigns. Adding is easy, click on Add Source. Deleting options from the selectable source list is not recommended as you will break any sources which have/include that selection.  In lieu of deleting, we recommend archive. Archiving the selection so that it no longer appears in the drop down as choice but reporting can still be run on these past campaigns/items and no source information is lost/deleted in the process.  Ask the Help Desk for assistance in this feature.

A. Yes, however depending on your settings, sometimes hard to find.

From your Chrome browser, you’ll see 3 dots in a line on the far right side of the navigation bar (top right). Click on the 3 dot image and this will open a menu.  Choose the PRINT option.  From this view you’ll see the Chrome printer selections and you’ll see LAYOUT with a drop down for Portrait or Landscape, scale and options to print some or all the pages with or without headers.

If you are still having trouble and you can’t see a layout option (to print in landscape), try this: Press Ctrl+Shift+P (Cmd+Shift+P on OS X)  

This will give you the printer default options and you can print from here.

A. If you are sending emails to yourself and you are not seeing them in your inbox check these items:

• Make sure the email address logged in your log-in/contact record is correct and up to date.  To view your contact record, click on your name or the head/shoulders icon in the top left once you’ve logged in.  This will take you to your contact record.  Click the pencil to edit and verify/update your email address if needed
• After you’ve sent an email, check your spam folder in your inbox.  Your sent message may end up here.  If this happens and you find your recent email here, right click on the email and select the ‘move to’ option and move this to your inbox.  Then new emails will also come directly into your inbox and not your spam folder.

Reasons you may have test emails going to your spam folder include:

• Using Spam words like ‘Check this out’ or ‘FREE’ or ‘limited offer’ can sometimes be caught by spam filters and routed to the spam folder. Avoid spammy words which may get your emails dropped into the wrong folder for both you and your recipients.
• Check out our whitelist options, search for whitelist in the knowledge base
• Check out this spam word listing to see if your titles/subject lines might cause your emails to end up in the junk/spam folders – check out this list of 438 here

A. First search for the contacts by putting in search criteria (CONTACTS > SEARCH FILTERS):

In the below selections/filter, we are searching for Referral/Partners where Pat is the account executive:

Then Select all (in this case 11 records) by clicking the checkmark at the top or the check mark in front of the contacts you individually select:

And lastly, select “Export Contacts” under the “Contact Tools” menu:

Once you click Export, a Excel spreadsheet will be downloaded and will likely download into the “downloads” folder and/or be visible in the bottom left of your screen.

Community/location

: the geographic community or location that is assigned to the contact (Prospective buyer, buyer/renter/resident or Referral Source) or the Account Executive (staff member).

{SENIOR LIVING SPECIFIC} The assigned community/location determines the counts for that community. For instance a tour completed for a Prospective resident with the ‘Community A’ location would count in the total number of tours completed for Community A during that time frame. The community/location designation allows the A/E to pull up all the prospective residents, referral sources or family members tied to a community for marketing purposes.

{DEVELOPER & BUILDER SPECIFIC} The location assigned to the contact determines the counts for that community.  For instance a model tour completed for a Prospective Buyer with ‘Location A’ would count in the number of model tours for Community A during a specific time frame.The community/location designation allows the A/E to pull up all the prospective buyers, referral sources or owners tied to a community for marketing purposes.

{GENERAL BUSINESS} The location feature is optional.  When used allows for prospects, referral sources, clients, etc. to be tied to a specific location.

Similarly, having the Account Executive’s contact record set to a specific community/location sets the location for the Today and Sales/Occupancy dashboard for reporting. The entire company or organization’s information is display in the absence of a community/location selection on the user’s contact record.

A. The top right portion of the dashboard is populated with your top Prospects or using the radio button, toggles to view top Referral Sources.

This information comes from the contact record, specifically the ranking fields.

These fields can be made to display in this section by altering your field name used for Prospect ranking and Referral Ranking. Those ranking or stage levels configured in your database will then be displayed on the dashboard.

• For Prospects – Make sure the field you want to have displayed here reads like this:

Ranking – Prospect (It needs to start with ‘Rank’ and have the word ‘prospect’ in the field title)

• For Referrals – Make sure the field you want to have displayed here reads like this:

Ranking – Referral (It needs to start with ‘Rank’ and have the word ‘refer’ in the field title)

Account Executive

: an Account Executive is a staff member, employee and Occupancy Advantage user. Often abbreviated as A/E the Account Executive has a unique log in and password which ties to their ‘smart’ contact record. The category for A/E is decided during implementation but is often called Staff, staff member, employee or sales counselor. The category for the A/E’s is what determines who’s name shows up in the drop down for available A/E’s for assigning tasks, goals, and reporting.

Any staff member that is no longer with the organization should have the contact category changes to be past staff member or the like. This removes this contact’s name from appearing in the current A/E listing drop down but keeps the name on the staff list for historical reporting options.

A. Yes you can use the KEYWORD SEARCH to search on a word/words saved in a note or Discovery Guide.  Remember making a note about their dog, house, family or other item?  Now search on the information easily to locate the associate contact.

Example: I remember talking to a prospect and he mentioned his dog named Bo.

You can search on the word Bo by click on CONTACTS, SEARCH and the first line in the search pop-up is the KEYWORD SEARCH. Type Bo in the box and click search.  The system will scan the Notes and Discovery Guides for the word Bo and return the results.

A. Advantage Anywhere uses the tractivity choices to provide and utilize reports and logging of data for trending and closing times. Failure to accurately describe traffic items will greatly affect the outcome of the reports and your lead to close ratios. Further, some organizations utilize these numbers as goals and ratios to meet requiring accurate logging of activities.

You may make a note stating there was a ‘visit’ but the system needs a definite choice regarding the visit, was the note stating they asked for a visit, they intend to visit, the came for a visit or they missed the visit time entirely.  For that reason notes allow you to take notes regarding the interaction with a contact but the activity allows you to log those milestone for reporting purposes.