SpitFire Help Desk

I. Introduction

II. Searching for Data

III. Exporting Data


Introduction

With SpitFire Predictive ListMaker Pro you can search for, export and delete specific data in a list quickly and easily using the Lookup and Export features. So for instance, if you want to find all of the Los Angeles records in a California list, you can do that. Or if you want to find all the calls that went to answering machines in Los Angeles, you can do that search as well. Then you could export those records or delete them from the list.
You can also combine lists together using the Export feature by exporting one list into another.

Note: Do not delete records from a list that is, at the same time, being dialed in the Campaign software. However, you can look up and export data in this case.

Searching for Data

1. Open ListMaker Pro from the icon on the Desktop




2. Click on List-->Open List to select the list you want to work with.




3. With the list open, click on Tools-->Lookup Contacts.




4. The Lookup window includes all possible fields and dispositions that can be searched for in a list. You select or type in one search term or multiple if, for instance, you want to look up the answering machines in a specific city.



In this example we are looking for all of the Dallas records. Find exact match can be unchecked if you are not sure of the spelling of a search term.
Click on Switch Spare Fields to see the Spare 6-10 fields.


5. Click the LookUp button to begin the search. The results count will be shown at the top where it says Matches.



In this case, ListMaker found 2 matches among the total of 5 records.


6. Now to view those specific records, click the Work button at the bottom of the screen.



Here we are seeing to the two Dallas records.
From this point we can export the data in various ways.


Exporting Your Search

1. With your search complete, click on Utilities-->Export List.




2. The next step is to select the fields you want to include in the export. The only field that must be selected is the VoicePhone field. The rest are up to you.




Many of the fields are used in the database structure internally and may not be of interest for most exports.

3. In this example, we have selected the basic fields that would typically be included:
 



You can also select the Spare fields:




And commonly the Notes and DateEdited fields are selected as well:



NOTE: If you want to export data into a new or existing list and want to keep the current dispositioning of the records, (meaning whether the records are marked as Hit, Answering Machine, Hangup, etc) you would want to select the DialResult, LastResult, Hit and Points fields.
Otherwise the data will become new, as if it had never been dialed before.

4. You can also save these field selections as a template, if you are doing this same export often.




5. That brings you to the Export window, where you have several options:




Export to has three options:

Existing list: Allows you to select from a drop-down menu of other lists that have been imported previously




New list: You would type in the name of the new list next to Database:



For New list you can also choose to Allow duplicates if you want. For Existing list, it will indicate whether or not the existing list allows duplicates and will scrub duplicates accordingly.

Text file: Here you can click on the white, sheet of paper icon to specify the name and location of the comma delimited text file you want to create.







6. Also make sure to check the All Records option so that it exports everything you looked up in the previous steps.
Note: If this is unchecked, then it would only export out the first record in the lookup.

7. Now click the Export button to begin exporting the data. It will display how many records were exported in the bottom, left-hand corner.




8. Another option at this point might be to delete records that you have looked up. Obviously this would be done after exporting the records.
Click on Lists-->Delete Record-->All Records.



WARNING: Deleting records is permanent and cannot be undone. Please make sure you have no reason to keep the records in their original list before deleting. Also be aware that any CallBacks that have been deleted would NOT be dialed.


9. If you want to resume the previous view of the data and begin another Export, click the RESTORE - Normal View button, under the All Contacts tab. Then, you could begin another Look Up and export process.