This chapter describes features available only to Service Provider license holders.

Service Provider

overview

The Service Provider version of LeadMiner allows the LeadMiner licensee (Master) to perform services on behalf of their customers (aka clients). The Master establishes and maintains the customer base and then serves as a proxy for each customer; creating campaigns and templates and performing mailings. When the Master is not serving as a proxy for a client, it can be used just as a single user licensee. Since it is expected that you will want to bill your clients for these services, basic accounting and invoicing functionality is also included.

The main window (below) includes the Service Provider Options section in addition to the standard, industry-specific, section you're used to seeing. Here-to-fore, this will be referred to as the user control panel and the other panel as the standard panel. main window

client assignment

When LeadMiner is launched it is under control of the Master which is indicated by the Client label in the standard panel. You'll notice most of the functionality in the Active Clients section of the user control panel are disabled, because the Master client is special and cannot be renamed, deleted, etc. and no accounting records are kept for it. In fact it is not a client at all, but rather the identifier for the master licensee. In some ways you can think of the Master as the parent of all the clients. The clients, therefore, become the children, which can inherit certain properties from the parent, but not vice-versa.

To operate as a client, simply select the client you want to become from the Active Clients list and the standard panel will be populated appropriately. When operating as a client you can still view and edit campaigns owned by the Master, by selecting the Include Master's checkbox in the Campaigns Created section of the standard panel. The Master's campaigns will be shown in green and can be accessed in the usual way. When you save a Master campaign accessed in this way, however, it will be saved as a client owned campaign. This makes it easy for clients to inherit campaigns as their own, without altering the Master's versions.
The same scenario applies to templates accessed through the CRM. Letters and other documents owned by Master are shown in blue and if edited and saved, will be saved as a client owned document of the same name; preserving the Master's version. If you save a document inherited like this, you will no longer have access to the orignial (Master's version) while operating as a client. In the following example, the FirstTime template was inherited (saved) by the current client. Thereafter that version is the only one available for use by the client.

user inherits template

campaign sharing

When you create a campaign on behalf of a client, you may want to provide the campaign itself to the client so they can add notes and/or delete leads. This can be done easily by exporting the campaign to a tab-delimited file then emailing the file to the client, who can then bring it up in a spreadsheet application, like Excel.

You can also create an HTML formatted report of the campaign and send that to your client.

adding a client

To create a new, client, just click the Add button in the Active Clients section of the user control panel. Enter a unique ID (nickname) for the client ( do not use any of these characters in this field: ` ~ ! @ # $ % ^ & * ( ) " + = - } { ] [ ' ; : ? > < / | \ )

new user window

Then enter the remainder of the information about this client-user. This will be needed to generate and send the completed invoices. At this time you can also select which, if any, of the Master's special properties you want the new client to inherit.

client maintenance

To rename a client, change its information, archive it or delete it, just select the client of interest from the Active Clients list then click the appropriate action button.

The Rename action will just pop up a simple data entry box where you can enter the new Client ID.

The Edit action will allow you to change any of the volitle client data of the selected entry.

The View button will pop up a box containing all the accounting entries for the selected user.

The Archive action will move the selected entry from the active location to the archived location.
Note: Archived clients cannot be invoiced, changed or have services performed for them.

The Delete buttons will always popup a confirmation window, because this action is final and not reverseable.

To restore an archived client to an active state, select the client of interest from Archived Clients list then click on the Restore button. This will move the selected entry from the archived location to the active location. allowing it to be invoiced, changed or have services performed for it.

client rates & fees

You can set the rates and fees charged to clients for services by clicking the Rates & Fees button on the user control panel.
rates & fees

accounting entries

When acting as a client all billable actions are automatically logged. To view and alter the selected client's accounting log, click the View button in the Active Clients section.

client

The window activated lets you flag one or more entries for subsequent actions. Also, note that flagged entries are not included when the client is invoiced.

To manually set the flagged item(s) as paid, just click the Pay button and confirm your intentions. The item(s) will marked as paid on the current date and will no longer be included in subsequent invoices.

To manually remove the flagged item(s), just click the Delete button and confirm your intentions. The item(s) will be deleted.


To manually insert a new entry, click on the Insert New... button.

user accnt entry
Select the action from the list. Your choices are governed as follows:

Action Description Requirements
Go campaign Cost for campaign purchased from GoCampaigns Enter Count field. Billed field will be calculated.
Pro campaign Cost for campaign created via import Enter Count field. Billed field will be calculated.
Go print Cost for GoCampaigns print & mail service Enter Count field. Billed field will be calculated.
Pro print Cost for your own print & mail service Enter Count field. Billed field will be calculated.
other fee Any fee you want to enter Enter Billed amount. Count field is not used for calculation.
credit Any credit you want to enter Enter Billed amount. Count field is not used for calculation.



To create an HTML web page describing the client's current activity, click the Report... button.

user accnt report
De-select the fields you do not want to include (if any) then click OK. The web page will be created under the client's print directory and will automatically pop-up in your browser.

invoicing

When you launch Invoicing while assigned to the Master account, you will have the choice of which clients you want to invoice - one or many. If you launch Invoicing while assigned to a specific client account, you will only be dealing with the specified, active client.
main invoicing window

You can view and edit the invoice template to be used by clicking the Edit Invoice Template... button. If you are working as a specific client, you will initially see the Master invoice template, but if you make changes and save it, it will be saved as an invoice to be used only for the specific client. When working as the Master, you will always be editing the master invoice.
The invoice template has the following insertable, variable tags:

  • Invoice Number
  • Client ID
  • Client Email
  • Client Name
  • Client Address1
  • Client Address2
  • Client CityStateZip
  • Invoice Table

You can alter the invoice number prefix or starting invoice number by clicking the Edit Source Invoice Number... button.
edit invoice window
Note: the Invoice number is automatically incremented with each new invoice generated.

By default all invoices generated are written into an Invoice sub-directory (folder) under the LeadMiner root directory. If you wish to change the location of your generated invoices, use the Change Invoice Location... button and select a new directory.

If you plan to send out your invoices by e-mail, you will need to review your email settings by clicking the Email Settings button. user email settings



invoice generation

Invoices are generated by reading the accounting entries for each client selected and using that data to populate an invoice template. By default each accounting entry that does not yet have a Billed Date and is not flagged, will be used in generating the invoice and clients with no active charges will be skipped. However, this method can be altered by selecting the option titled Select all unpaid accounting entries, which will re-bill past due entries as well as current ones. Also, unchecking the Omit inactive clients will allow generation of zero balance invoices as well as active ones.

To generate invoices, select one, or more, client(s) you wish to invoice, then click on one of the Generate buttons. In either case, the invoices will be generated and the Billed Date for each selected entry will be updated. All invoices generated are put into your Invoice directory as html files and are identified by the Invoice Number and the client's ID. To quickly view your invoices, click the View Invoices... button, which will generate a web page in your browser, like this:
invoice list

The following is an example of a invoice generated from a very simple template, as viewed from the Firefox browser.
invoice example


name. Previously generated invoices will be renamed with a version number in the form user.version#.html. For example, joe.html will be renamed to joe.1.html. If a joe.1.html already exists, it will be renamed to joe.2.html and so on. So you will always retain all versions of invoices you have created. To see all your invoices, just browse your Invoice sub directory (just under your installed root directory). Example:

invoice directory