Setting Up Folders

Setting up Folders

Customizing Fields

Folder Privacy Settings

Adjusting Default Columns

A Folder in Blitz used to organize your contacts. This should be determined prior to adding leads to prevent spending time moving contacts around in the system later.

Below are common examples of folders:

• A Folder for each lead provider
• Referrals
• Networking
• Call ins/walk ins
• Telemarketing (purchased lists, mailers, etc.)
• Events
• Customers (for cross selling)
• Past customers
• Website leads
• Social media leads

We suggest narrowing down your Folders as much as possible. This will help your account stay organized, and will make reporting much simpler. Keep in mind you can group and filter contacts within folders, so creating new folders that are similar to ones you already have is not recommended. For example, if you do events, these can all be added to your existing "Events" folders instead of creating a new one for each event. You can use sources or tags to categorize which event each prospect came from, which act as a sub category.

Setting up Folders

1. Navigate to Administration > Folders & Settings (Underneath the "Folders" Heading)
2. Click +Add New Folder
3. Create a name for the Folder & click Save
   Note: Wait on creating Folders for web leads or any spreadsheets you plan to import. Folders are created automatically during these processes.

Customizing fields

Blitz has 20 custom fields available for each Folder. We recommend keeping these as consistent as possible to make searching across all Folders simple. The best way to do this is to look at the columns you already have, and work from there. 

Best practices for customizing fields:

• If you are purchasing web leads, set up those integrations first because the 20 custom fields are pre-configured and you can use them as a guide for your other folders.
• If you have a spreadsheet with a large number of columns, import that first and you can use your imported fields as a guide for your other folders.
• If you have more than 20, use the custom fields for any common information you would like to search leads on later. For example, if you would like to search your database for all contacts that have a particular insurance carrier, you could do this by making that a custom field. Something very specific, such as "Previous Address," could be listed in history notes or the Lead Description field.

How to copy custom fields from one folder to another:

1. Navigate to Administration > Folders & Settings
2. Click the Copy Folder Settings icon next to the folder you would like to copy the custom field names from.
3. Choose to either create a new folder or apply the custom fields to an existing folder.
4. Make sure "Custom Column Headings" is checked in the "Include" section. If other settings are already created for the new folder, you may choose to uncheck settings you do not want to overwrite.
5. Click "Copy Folder"

How to customize fields from scratch:

1. Navigate to Administration > Folders & Settings
2. Click the Folder Settings icon  next to the folder you would like to customize.
3. In the Folder Settings window, click the Custom Column Headings tab.
4. Rename the fields and click Save.

 

Image: Example of a lead with Custom 1-3 customized

Folder privacy settings

Privacy settings - You can control a folder's privacy settings from the main folders screen. Under the Privacy column, click the people icon (by default it's set to everyone). From there, you can choose to make a folder private, and choose which users have access to the folder.

Click here for more information on privacy settings.

Other folder settings

To view folder settings, navigate to Administration > Folders & Settings and click the Folder Settings icon  next to the folder you would like to edit.

Default Columns - Choose which columns are displayed by default when viewing the folder as a list.

Adjusting your Default Columns

Per-Folder

1. Go to Administration > Folders & Settings
2. Edit a folder using the hammer and wrench icon
3. Under Default columns, enable checkboxes that you wish to see when looking at this folder's list, and disable the checkboxes you do not need.
4. Save the settings

This change will adjust a single folder's default columns. If you wish to use the same settings site-wide, follow the site-wide instructions below.

Site-wide

1. Set up a folder's default columns as instructed above in the Per-Folder section.
2. Go to Administration > Account Settings
3. Find the Lead List settings section
4. Under "Use this Folder's Default Columns Settings for Quick Search:" choose the folder you edited in step 1. This tells the system to display those default columns when on the lead list's quick search page.

Custom Column Types - Make any custom field a date field or a dropdown.

To edit your custom column types:

1. Go to Administration > Folders & Settings
2. Click the Hammer and Wrench icon (Folder Settings)
3. Click the tab at the top labeled "Custom Column Types"
4. Click the Edit pencil in the field row you wish to update
5. From this window, you can either create a Date formatted field, or a Drop-down field
   1. Date Format
      1. Enable the checkbox under the Date column
      2. Click the checkmark to save (the checkmark is where the edit pencil used to be)
   2. Drop-down
      1. Enable the checkbox under the Drop-down column
      2. click the checkmark to save (the checkmark is where the edit pencil used to be)
      3. You will now see a drop-down appear in the row that says "no values configured"
      4. Click the link that says "Edit"
      5. Use the "+Add new Dropdown Value" button to create options for your drop-down field.
      6. It is recommended to include one extra dropdown with no text so the dropdown defaults to blank when you are starting from scratch. If you do not include a blank dropdown, the default entry for this field will be the first answer alphabetically.
      7. When finished, close the mini-window.