1. SYSTEM PROGRAMMING - CUSTOMIZATION - TRAINING/SUPPORT:
Q: Which Windows operating systems does WorkCenter support?
A: WorkCenter is designed to work with Windows 2000 and XP operating systems. WorkCenter is not supported for Windows 98 or 95. WorkCenter 4.0 version, release date scheduled for December 2007 will be Vista Compatable.
Q: What email system do I need to have on my computer to send forms, documents or campaign letters to my contacts, borrower or prospects?
A: WorkCenter is programmed to use Outlook 2003 and 2007 as your primary email systems.
Q: How do I get my personal contact information into WorkCenter (i.e., my name, company, phone, etc)?
A: When you download and install WorkCenter from our website, the software will have an install wizard screen allowing you to enter your personal information. You can always update or change your personal information by clicking on TOOLS, SETUP OPTIONS and the Custom Fields tab located at the top left portion of your computer screen.
Q: How do I change or update my WorkCenter default and programming options if my personal choices change?
A: Open WorkCenter and click on TOOLS, then SETUP OPTIONS. You will see SIX default tabs: General, Email, Loan Origination, Custom Fields, Scripts and Security. Custom Fields is where you will enter or change your personal information. Review your help manual or watch the flash videos for more details on how to customize your WorkCenter.
Q: How do I register my WorkCenter after I purchase the software?
A: You will receive an email from vForms, "Makers of WorkCenter Software", that will include an Electronic Key Code for each copy of WorkCenter you purchased. Open WorkCenter, click on the WEB CENTER tab located at the top right of your screen and select the UPDATES tab. You will see highlighted in "RED" a hyper-link to click on to get access to the register and activation screen for your software. Complete the screen and enter the Electronic Key Code and follow the instructions.
Q: In which type of database does WorkCenter store contact and other data?
A: WorkCenter is based presently on a Microsoft Access relational database. The relational database gives you many options to view or display your data by using the reports and query capabilities built into the WorkCenter CRM software solution. One major advantage of a relational database is it allows the user to link all types of contacts, borrowers, vendors and data for quick and easy access for reports and queries from the stored data. WorkCenter is also designed to be able to share out this Access database between WorkCenter users.
Q: Can I customize my library forms and reports inside WorkCenter?
A: Yes. You can modify the existing library of forms, create new forms by using existing documents, and add new forms and documents to your library by several methods. Review the WorkCenter Quick Start Reference guide, view the flash videos and these FAQs more detailed information. You can also view the flash videos on operating WorkCenter or the quick start guide by clicking on the WEB CENTER TAB and then the Training Center Tab inside the software.
Q: When I purchase WorkCenter, what can I expect for training aids and technical support?
A: Quick Start Reference Guide, Complimentary flash videos, FAQs, Help Manual and the vForms WorkCenter forum come with your purchase. You can access all of these through your WorkCenter software by clicking on the WEB CENTER tab. Additional personalized coaching, training and support contracts including email support are available for purchase. See the WorkCenter WEB CENTER , our website or call one of our national business development officers on their toll free number of 877.498.6888 for more details.
Q: Can I get these additional support contracts at a discount if I purchase them at the time I acquire WorkCenter?
A: Yes. Call our toll free sales line 877.498.6888 for more details on discounts being offered.
Q: Does vForms offer on-line training sessions over the Internet such as a WebX environment?
A: Yes. Watch for our announcements via email or check out our website through your WEB CENTER tab inside WorkCenter.
Q: I use WorkCenter on my laptop and I am concerned about identity theft for my borrowers since I have their Social Security numbers in my database. Is there a setting that will protect the numbers inside WorkCenter?
A: YES. You have the ability to password protect your entire database. Click on TOOLS, Database and select Password Protect. You will also be given the option to set a password on your database when you install WorkCenter. Please store this password in a secure area. If you forget the password, you will not be able to open your database.
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2. LOS - CONTACT MANAGEMENT SOFTWARE INTEGRATION & SYNCING:
Q: What LOS (loan origination software) database(s) will WorkCenter sync data from?
A: Currently Calyx Point, Byte, BytePro, and Encompass. WorkCenter will also export contact data into a FNMA file format for you use. If you have any questions, please call your national business development officer at vForms 877.498.6888.
Q: What Contact management software or CRM database can you sync data directly into WorkCenter?
A: You can sync your Outlook and Outlook calendar items into WorkCenter by clicking on TOOLS and then the vSYNC option at the top of WorkCenter. You can also acquire an add-on module to sync WorkCenter contact and calendar items back into your Outlook folders. This is particularly important for PDA of Palm Pilot users. You can also export your ACT! data using the instructions on one of our flash videos and then import that data into WorkCenter. WorkCenter will also allow you to import Excel or text file formats using our import wizard. Additional CRM syncing is being considered for future releases.
Q: Should I sync my Outlook contacts and my LOS loan file data into one database inside WorkCenter? It appears I might want to keep them separate.
A: Yes you should sync all of your data files into WorkCenter. WorkCenter is a relational database solution and is an industry specific contact management and CRM solution for mortgage and financial professionals. WorkCenter will allow you to keep track of your borrower loan information, associated vendors, and communications to your contacts. WorkCenter will give you quick and easy access to this data. Once the information is synced, all the records will be "Contact" records and the appropriate loan, borrower and contact information can be found under the Contact record. We have also included over 30 pre-programmed reports for quick access to identify your Outlook or ACT! contact and Borrower files.
Q: Our office maintains all of our loan officer Calyx Point LOS data files on the server under a single directory folder (or multiple folders based on past closings or archived files). Can I as a loan officer select only my files to be synced into WorkCenter?
A: Yes. Under the TOOLS, SETUP OPTIONS, and LOAN ORIGINATION TAB, you will find two lines allowing you to select filtering by loan officer or processor when syncing your LOS data into WorkCenter.
Q: Can we set WorkCenter to automatically synchronize the LOS and CRM data?
A: To sync your LOS data, simply hit your "F4" keyboard key. Once you have initially synced your LOS data into WorkCenter, future syncing will only bring in modified or new records. Automated syncing will be accomplished using Wizards, which will be released as a new version in the near future. Contact or LOS data can be synced into WorkCenter with a couple mouse clicks.
Q: When synchronizing data into WorkCenter, does it overwrite the total file or just make changes?
A: If you have an existing contact in WorkCenter it will be updated with current information from the LOS. If the contact or loan file does not exist it will be created as a new contact automatically. WorkCenter will also automatically create a vendor contact record inside the software and link that record to your borrower contact record. Updates to fields are controlled using a script, which can be modified to accommodate individual needs.
Q: Does WorkCenter work with my custom ACT! database?
A: You will be able you get your custom ACT! data into WorkCenter using the instruction in one of our flash videos. WorkCenter, which is an industry specific contact management and CRM solution, is designed to replace your ACT!, Goldmine and Outlook contacts software.
Q: Will I be able to sync to & from my PDA (Blackberry, Treo, or telephone) using WorkCenter?
A: WorkCenter has an add-on module that will sync your contact data and calendar items into Outlook. You then will be able to sync that updated Outlook data your PDA.
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3. GENERAL:
Q: I am a current user of vForms software products. Does this qualify me for a special discount pricing on WorkCenter?
A: Yes. We are presently offering a discount to present and prior vForms software product users. This is a limited time offer. For more details and requirements on this offer, call one of our vForms national business development officers on our toll free sales line at 877.498.6888.
Q: Can I sort, filter and query my database of contacts for specific data fields?
A: Yes. WorkCenter is a relational database contact management software system specifically designed for mortgage and financial professionals. WorkCenter comes with over 30 pre-programmed reports for quick and easy access to your data. If you need a specific filter, you can easily use one of these reports and filter it to meet your needs. Once you have selected your query or multiple query selections, the end data can be easily saved in a report for future use. These reports become real time reports.
Q: What is meant by "Drag and Drop"?
A: Drag and drop allows the WorkCenter user the ability to select a contact and drag them into the calendar for the scheduling features built into WorkCenter. Drag and Drop is accomplished by a single click of your mouse button while holding down that button. You can drag the data record from the contacts area into the library or scheduling section inside WorkCenter. In this fashion, you eliminate the need to manually type contact or scheduling events into WorkCenter. It also means that WorkCenter eliminates most data entry. For instance, if you select a contact and drag that contact record into the calendar or contact list manager, WorkCenter understands exactly what you are trying to accomplish and will give you appointment boxes to meet your needs.
Q: Can I install WorkCenter on my local server and have it used by the whole office?
A: Yes. You will need to purchase licenses for each user. We recommend that you limit access to 3 to 5 employees accessing the same database depending on the size of your database. This number will vary depending on how your team members use WorkCenter. Like any relational database, contact records accessed by more than one individual at the same time may experience a lock out of that record. You can also have multiple WorkCenter databases that can access. Once purchased, you will be given a registration key to activate your WorkCenter enhanced software for each license you purchase. WorkCenter is licensed per user or computer. Most users will want WorkCenter as a desktop contact management software (CRM) solution giving them more flexibility and better controls. Larger groups will be very interested in our work group version using an SQL or Microsoft's Vista server that will be made available in future releases.
Q: If I dial into a Citrix or Terminal server will it work?
A: Yes, You will need to install WorkCenter on your terminal or citrix server. Each user accessing the server will need to have a licensed copy of WorkCenter.
Q: Can I install it on my laptop as well?
A: Yes. The WorkCenter Licensing agreement allows you to have one computer per license code, for a small additional fee you can acquire a second license key for your personal laptop or home office computer
Q: What is the cost of WorkCenter?
A: The Cost of WorkCenter is dependent on how many licenses are needed. Significant discounts can be obtained by purchasing multiple copies at the same time. Please see the pricing schedule found on our website or contact one of our national business development officers for a no obligation quote. They can be reached at their toll free number of 877.498.6888.
Q: Are there annual fees?
A: When you purchase WorkCenter, you will be entitled to all updates for a 12-month period. Talk to your national business development officer for detailed pricing for updates. Keep in mind, purchasing under the quantity discount program will allow you to update at bulk discount prices.
Q: Can I customize the database and add fields?
A: We have already incorporated 25 custom contact and 25 custom loan fields for your use. You have the option to change the name on these fields to meet your personal needs. WorkCenter is specifically designed for the mortgage and finance industries. We have found that these custom fields are very sufficient to meet the needs of todays professionals.
Q: How much can I customize it?
A: View our Quick Start Reference Guide and the flash videos for details regarding modification of these custom fields. .
Q: Do I get a disc or do I download WorkCenter off of the Internet?
A: WorkCenter is primarily available as a download from our www.vForms.com website. WorkCenter will furnish you with an installation disk for a small fee plus shipping and handling costs. Talk to your national business development officer at 877.498.6888 for more details.
Q: What happens if I change or upgrade my hardware?
A: You will need to unregister your copy of WorkCenter and reinstall, and re-register WorkCenter using the electronic key code issued to you when you purchased WorkCenter. Follow the same procedure outlined above.
Q: Will it work for my Real Estate business as well?
A: Yes, you will be able to track loans, contacts, and vendors and maintain follow up with them at your discretion. In a future release, we will be adding specialized tables to enhance the support of the real estate, insurance industries.
Q: I am a mortgage professional and also sell other services and products. Is WorkCenter looking for professionals to market and sell their software?
A: vForms offers the ability to become a Reseller or VAR (valued added reseller) to qualified individuals. These individuals have the ability to resell all products and services offered by vForms. If you are interested, call your national business development officer at 877.498.6888 for more details.
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4. CONTACTS - AUTOMATED JOURNALS - LINKING:
Q: Once I have synced my Calyx Point or other LOS borrower and prospect files into WorkCenter, where do I find that data?
A: Open WorkCenter and click on your contact name listed on the left side of the screen. The detailed contact record will be display at the right. Click on the LOANS TAB located at the top of the contact screen view.
Q: When I have my contacts loaded into WorkCenter, can I select certain fields to view?
A: Yes. Under Contacts you can select from several contact fields and set that view as the default to be loaded next time you start WorkCenter. Simply click the column view icon (markings) to the left of FileAs. Check the boxes you wish to display. Review our flash videos for more information and use of these filters. If you need additional columns, use your reports tab and select the contact reports.
Q: If I have synced my Outlook contacts and notes, where will I see the notes inside WorkCenter that I had in Outlook?
A: Open WorkCenter and you will see the contacts listed in alphabetical order in the left side of your screen. Click on the appropriate contact. You can also click into any contact and type the contact name and you will be directed to that contact name. The contact will be displayed on the right side of the screen. Click on NOTES TAB at the bottom of the page.
Q: What is Automated Journal Entries?
A: When you download and install WorkCenter, the default setting is programmed to automatically set YES to automated journal entries. That means every time you send an email, print a letter using our forms library or schedule a calendar event, the contact record you selected will have a journal entry recorded keeping track of all communications you have with your client. These JOURNAL ENTRIES can be found under individual contact record at the bottom of the screen under the JOURNAL TAB.
Q: Why would I want to have and use Journal Entries?
A: Automatic journal entries record all communications with your contact. These communications include letters, emails and calendar items that are associated with each contact record. At a quick glance, you will have a history of all communications with your clients.
Q: Can I keep track of what has been sent to people?
A: Yes. WorkCenter has a built in journal system that enables you to track calendar items, emails, and when contacts are added to Lists as explained above.
Q: Can I divide up leads among my Loan Officers and keep track of what they are doing?
A: Yes. In your WorkCenter contact record, you will find an "owner" field.
Q: Will WorkCenter sync data and appointments from my Outlook Calendar?
A: Yes. WorkCenter syncs both the Outlook contacts and the Calendar appointments. You can sync this data by clicking on TOOLS and then vSYNC and choose your program. WorkCenter by vForms also offers an add-on module to sync WorkCenter contact data and calendar items back into Outlook. If you are a PDA (Blackberry, Treo or other PDAs) user, this will allow you to then sync the Outlook data into your PDA.
Q: What are Wizards?
A: Wizards are mini programs that will allow you to schedule events and run automated campaigns.
Q: Does WorkCenter have Wizards?
A: Yes. At this time they are called scripts. Additional Wizards will be activated and allow you to run automated processes and marketing campaigns in future versions of the software.
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5. SCHEDULE - CALENDAR - CONTACT LIST MANAGER:
Q: Can I view my Calendar schedule?
A: Yes, you can toggle between today, 3-days, week, month, or a year view using the icons across the top of the schedule tab.
Once you have seleted your desired view, click on "View" and "Save View"
Q: Do I have the option to view multiple calendars if I share my WorkCenter database with other employees?
A: Yes. You will need to create a contact record for each employee of team member that you wish to have shared calendars. Open each contact record and check the box for "RESOURCE" found under the "Categories" field. For more information on sharing resources, see our Quick Start Reference Guide and the flash videos.
Q: I would like my assistant and me to jointly view and enter information into each other's calendar. Is this possible?
A: Yes, WorkCenter maintains a single calendar. A joint calendar can be viewed and shared by each of you. WorkCenter must be programmed to the same database and the contact records must be marked as "Resource" as explained above.
Q: How do I schedule appointments or tasks inside WorkCenter?
A: Using our Drag and Drop technology you can quickly and easily schedule appointments and tasks for your borrowers and contacts. Simply click on your contact name and drag that contact into your calendar. You will be prompted with multiple options for this task. You can also drag your contacts into a list for easy access.
Q: I want to keep track of my contacts' birthdays, spouse's birthdays and their wedding anniversary dates. Will WorkCenter help me with this?
A: Yes. You can sort your contacts by birthdays or anniversary dates. If you open a contact record by double clicking on that contact, you will be able to enter that information into the record. All three of these are found under the "info tab" in the individual contract record. You can also use our reports to see all the birthdays and anniversaries in your contact database.
Q: Can I have automated email?
A: Yes. Use our Action Plans to accomplish automated email campaigns. See the flash videos or Quick Start Reference Guide for more details.
Q: Can I program WorkCenter to automatically run campaigns?
A: Yes. See the section regarding Action Plans. WorkCenter comes standard with 7 Action Plans for using letter, email or Scheduling campaigns. You also have the ability to create an unlimited number of Action Plans to meet your needs.
Q: What is the TASK MANAGER?
A: The task manager is designed to give you a personal list or items or tasks you need to accomplish. To add a new task, click on the "+" key and complete the screen. If you wish to delete a completed task, click on the task and then click on the "-" icon at the bottom and select OK to delete this task.
Q: What is the Contact List Manager?
A: The Contact List Manager will allow you to add contacts to a specific list that can be used to target this group. WorkCenter also comes pre-programmed with many different contact lists. You as a user of WorkCenter can create additional lists based on your needs. The Contact List Manager can be found under the SCHEDULE TAB at the bottom right side of the screen.
Q: I have added several contacts to a specific list. I then click on the list and see those selected contacts appear in the left side of the screen under the heading "CONTACTS IN LIST". How do I eliminate or remove these contacts from this list?
A: Right Click your mouse on the contact or contacts you wish to remove and select "REMOVE FROM LIST". Be careful and do not select "DELETE". The DELETE option will remove that contact entirely from your database and you will not be able to retrieve this record.
Q: How do I show all my contacts again?
A: You have two options. Click on CONTACTS heading next to VIEW and select SHOW ALL CONTACTS. The second option is to right click on any contact in your list and select SHOW ALL CONTACTS.
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6. REPORTS:
Q: How many reports do I get with WorkCenter?
A: WorkCenter comes pre-programmed with over 30 reports, including: two Calendar Reports, ten Contact Reports three Journal Reports, one Lead Report and 17 Loan Reports. It is very easy to use one of these reports and modify it by using our filtering icon (looks like a flood light pointed upwards). See the flash videos or Help Manual for more detailed instructions.
Q: What kinds of reports can I produce?
A: WorkCenter comes with many pre-programmed reports incorporated in the software. You have the ability to create any custom report you want using our filters and queries. You also can modify and save any of the pre-programmed reports quickly.
Q: I believe my Point data files are not completed before I synced these into WorkCenter. After I sync my initial loan files into WorkCenter, can I use the reports to update the data inside WorkCenter?
A: Yes. We recommend you sync your LOS data into WorkCenter and then go to the Reports Tab. Select the ALL LOANS REPORT (double click) that can be found under the LOANS HEADING located at the left screen view. All of your loans synced into WorkCenter will be displayed. If you make any changes in the report and click out of the record, the changes will be made to your central database.
Q; I noticed many of the loan reports have totals at the bottom of the report. If I create a new report can I also add a total to the columns?
A: Yes. That feature can be found by a right click on any of the report headings and select the FOOTER option. Go to the bottom of your individual column and right click in the gray area and select your option.
Q: Can I sort the columns in a different order?
A: Yes. Simply click on the column name. You will see the column sorted by that order. Click it again for the reverse order. You can also move columns to a different location by a single click on the column while holding down your mouse button, drag the column to a different column area until you see two red arrows. Then release your mouse. If you wish to save this view, right click inside the report and select SAVE REPORT AS and keep the same report name.
Q: Can I export the data displayed in a report to Excel?
A: Yes. WorkCenter allows you to copy and paste any report into an Excel spreadsheet. It also allows you to print these reports to a paper printer. Open your report, click on a line and then click on FILE, EXPORT and select Excel. WorkCenter will automatically open your Excel program and import the select report into a workbook inside Excel.
Q: How do I create a new report inside WorkCenter?
A: The easiest way is to select an existing report from the library. Once the report is loaded, filter the report based on the criteria you desire by using our Filter Icon (looks like a flood light pointed upward) located at the bottom of the report. After creating a new report, right click inside the report and select SAVE AS and name the report and the heading you wish to have the report fall under.
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7. LIBRARY - FORMS AND DOCUMENTS:
Q: What forms and letters are in the Standard version of WorkCenter? How many?
A: WorkCenter comes with an initial basic library of over 35 contact letters and email letters. Included in these letters is a campaign letter series for new applicants consisting of 7 customized letters. These letters can be used by the Calendar pop-ups and also tracked in the Contact List Manager found under the SCHEDULE TAB. All letters are programmed to populate from the data inside your WorkCenter giving you the ability to personalize each of these letters.
Q: I want to have a customized email subject message when using WorkCenter to email letters or campaigns. Can this be done?
A: Yes. WorkCenter allows you to customize a specific letter and/or have a default for all of your letters. If you customize a specific letter, that email subject message will override the default settings. To set your default settings, click on TOOLS, SETUP OPTIONS and then the EMAIL BUTTON. To customize a specific letter, right click on the letter and change the email subject line.
Q: In what format does it send out letters and flyers?
A: The letters and flyers are programmed in an RTF (Rich Text Format) word document. You can also use PDF, word and HTML formats for emailing and printing.
Q: Can I put in my own letters into WorkCenter?
A: Yes. You can use our Document Editor to edit the letter and add mail-merge fields or create an RTF (Rich Text Formatted) Word document and drag the letter into the WorkCenter library. The easiest way is to select an existing letter and right click on that letter. Select the option to duplicate the letter and name it with your new name. Once named, right click on the new letter and select edit. Once you have completed the editing of your letter, click on FILE and then SAVE.
Q: Can I put in my own forms into WorkCenter?
A: Yes. You can duplicate an existing letter and copy your letter into the duplicated on saving the mail merge fields. You can also drag your letter or document into the library. See the flash videos and Quick Start Reference Guide for detailed step by step instructions.
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8. WEB CENTER :
Q: What is Web Center ?
A: Web Center has a direct tie to our WorkCenter Website. Web Center is used to access all types of industry information, register your software, get updates to WorkCenter, access help and support features for WorkCenter and also tie into the vForms WorkCenter website forum. This forum is an excellent means to input information and gather information from other users in this reader board format.
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