1. Welcome to Neoserra

2. Neoserra Hands-On Training Presentation Overview How do I login to Neoserra? What do I need to know before I use Neoserra? User Interface, Tips and Tricks Demonstration:  How to create/process a new Client request  Entered via Neoserra  From eCenter Direct  How to create a new counseling session  How to create a new capital funding session  How to enter economic impact 2

3. Neoserra Hands-On Training 3 How do I log into Neoserra? URL: –https://ctsbdc.neoserra.com Username/Password: –First name initial+last name (all lower case letters) –CTsbdcrocks14 Permissions: –All users can add, edit, report on all activity –All CTSBDC users can delete training events

4. Neoserra Hands-On Training 4 What should I know before I log in? Neoserra does not support Microsoft Internet Explorer 8.0. –If you are using IE 8 (which is 5 years old), then you should consider upgrading to IE10 or 11 or change to a different browser. (See FAQ: http://www.outreachsystems.com/resources/help/neoserra/faq.js p?id=n217) Neoserra offers the ability to option to add attachments to email messages. This option is not available in IE8 or IE9 (all other features and functionalities are supported in IE9)

5. Neoserra Hands-On Training 5 Customizing the User Interface Tips and Tricks First Steps: –Update Counselor record (View/Counselors) –Verify Preferences: Verify Account information Set time zone selection Choose language preference Open Client selection Menu selection (Customize) Calendar sharing Email settings

6. Neoserra Hands-On Training 6 General Navigation Tips and Tricks Search is case insensitive Search searches against: –Existing contacts –Existing clients –Pending intake requests

7. Neoserra Hands-On Training 7 General Navigation Tips and Tricks Calendar includes Neoserra scheduled appointments Calendar can be synchronized with Outlook/Google Calendar Administrators can schedule appointments for others

8. Neoserra Hands-On Training 8 General Navigation Tips and Tricks Upper Right hand panel of home page: –Active Clients –My Active Clients –Open Clients –Training Requests –Intake Requests

9. Neoserra Hands-On Training 9 General Navigation Tips and Tricks Date and/or advisor filter controls: –Activity Summary Charts –Data stream Expand all List view

10. Neoserra Hands-On Training 10 General Navigation Tips and Tricks Where is the Save button? –Save button is generally found at the bottom of the screen, but you don’t need it! Just press Enter to save you changes on all field types except Notes or drop down. Where is the Duplicate check option? –Neoserra will automatically check for duplicates as clients/contacts are added to the database. –Hover-over gives immediate info Where is the Delete option? –To delete a record look under the More menu –To delete a session you should be in View mode (only admins have delete permissions in your database)

11. Neoserra Hands-On Training 11 Entering Clients There are two ways to enter clients into the database: –Entering a client using Neoserra (advisors do the data entry) –Processing a client request from eCenter Direct (client does data entry)

12. Neoserra Hands-On Training 12 Entering Client using Neoserra NOTE: Please use demo database credentials: –https://demo.neoserra.com –sbdc/neo4all Select View/Clients Click New Advisor will default to advisor associated with your user account Enter company name (enter contact name if pre-venture) –Look for duplicates at the bottom of the screen Pre-Client or Client?

13. Neoserra Hands-On Training 13 Entering Client using Neoserra New contact or existing contact? –Look for duplicates at the bottom of the screen Enter address –Address validation happens upon saving record Validation against USPS database 9-digit zip is added County information added Congressional district information added –As provided by KnowWho –Congressional information updated monthly

14. Neoserra Hands-On Training 14 Entering Client using Neoserra Upon save, the full client record can be updated. Defaults will be applied Critical fields to note: –Initial company status (measures business starts) –Full-time/Part-time employee count (measures job growth) –Annual sales

15. Neoserra Hands-On Training 15 Entering Client using Neoserra Upon completing company information, verify contact information Click Save to view contact record linked to client record Right hand panel: –Local information (optionally) –Add additional contacts –View activity information –Add file attachments –Administrator can view audit information

16. Neoserra Hands-On Training 16 Demonstration

17. Neoserra Hands-On Training 17 Processing Client Intake from eCenter Direct On home page, all pending intake requests are listed Click on numeric link to see pending requests Click on date to process new incoming request Duplicates will appear at the top of the screen –Hover over to determine if actual duplicate Accept: –As Pre-Client if additional information is necessary –As Client to assign to advisor Reject/delete if not candidate for services

18. Neoserra Hands-On Training 18 Demonstration

19. Neoserra Hands-On Training 19 Create Counseling Session From client record click New/Counseling Session Enter multiple clients, if appropriate Select multiple advisors, if appropriate –Prep and Travel time per advisor –Contact time for the client Select session type: –Admin (non-reportable) –Initial/Follow-up (defaults as appropriate) –Close-out (non-reportable) Select Areas of Counseling Funding source locked to SBA Reportable: –Always NO for pre-clients

20. Neoserra Hands-On Training 20 Demonstration

21. Neoserra Hands-On Training Create Counseling Session from Email Two ways to email from Neoserra and have your email captured as a counseling session: –Neoserra’s email interface –Your default mail application 21

22. Neoserra Hands-On Training 22 Emailing from Neoserra Benefits: –Unlimited recipient list allowed –Emails are sent individually with each email recipient’s name in the To field (privacy is ensured, but spam filters are avoided). –Template variables supported –Attachments supported (5MB max per attachment) Up to 100 clients max –Email contents will be saved as counseling session for each client/contact emailed –Counseling session parameters set on email interface Disadvantages: –Message not saved in your sent mail folder

23. Neoserra Hands-On Training 23 Emailing from Neoserra Substitution Variables: –CONTACT_FIRST (Contact first name) –CONTACT_LAST (Contact last name) –CONTACT_NAME_FML(Contact name (First MI. Last)) –CONTACT_NAME_LFM(Contact name (Last, First MI.))

24. Neoserra Hands-On Training 24 Emailing from Neoserra To field: –Each client/contact will receive a separate message with ONLY their email address in the To field. If 16 recipients are included, then 16 separate email messages will be sent. Cc/Bcc fields: –You can Cc/Bcc yourself and you will receive one copy Send a copy of each delivery to myself field: –Checking this option means you will receive a copy of every message sent.

25. Neoserra Hands-On Training 25 Emailing from Neoserra Attachments field: –Individual attachments of up to 5MB may be included –If more than 100 recipient email addresses then no attachments allowed –When saving message as counseling session, attachments are NOT included in counseling session

26. Neoserra Hands-On Training 26 Emailing from Neoserra Save message as a counseling session field: –You can configure session type; time, area of assistance and funding course. –Sessions, by default will be marked as non-reportable, admin sessions –When recording time, keep in mind that each recipient corresponds to a counseling session, i.e. 16 recipients = 16 emails = 16 counseling sessions each with time as entered.

27. Neoserra Hands-On Training 27 Demonstration

28. Neoserra Hands-On Training 28 Using Your Default Email Application Benefits: –Message saved in your sent mail folder –Email contents will be saved as counseling session for each client/contact emailed and found in the database –Default counseling session parameters set under Preferences Disadvantages: –Potentially limited recipient list –Email addresses should be included in Bcc field to ensure privacy, which may increase the number of messages caught in spam filters

29. Neoserra Hands-On Training 29 Using Your Default Email Application Preferences: –Settings are default for all emails sent to postbox. –Postbox email address is tied to counselor/center associated with user account. –Postbox should be used in Bcc field. If the email address becomes compromised a new Postbox address can be generated and old Postbox address will no longer work.

30. Neoserra Hands-On Training 30 Using Your Default Email Application Attachments: –Attachments sent from external email application will be stored and recorded in data stream Message Center: –Every message emailed into Neoserra will need to be acknowledged in the Message Center

31. Neoserra Hands-On Training 31 Create Counseling Session from Email Summary Emailing from Neoserra: –Recommended for emails sent to a larger list of recipients Emailing from default email application: –Recommended for one-on-one emails

32. Neoserra Hands-On Training 32 Create Capital Funding From client record click New/Capital Funding Enter date of application Enter reporting date Completion status: –In progress –Approved –Denied –Withdraen Enter approval date if approved Select capital funding type

33. Neoserra Hands-On Training 33 Demonstration

34. Neoserra Hands-On Training 34 Creating Economic Impact Milestone Use milestones to capture economic impact From client record click New/Milestone Enter multiple milestones at once –Client record updated upon saving milestone record Choose to create counseling session to document impact Impact can alternatively be recorded by changing values on client record

35. Neoserra Hands-On Training 35 Demonstration

36. Neoserra Hands-On Training 36 Creating Training Event Select View/Training Events and click New –Alternatively, you can copy a previously entered event Four dates: –Start/End –Registration deadline –Approval date Events are no reportable unless approved Automatically calculate fee and attendance values? –Turn ON when using Neoserra attendee list exclusively –Turn OFF when using multiple registration lists Publish on eCenter?

37. Neoserra Hands-On Training 37 Creating Training Event Upon saving training event record: –Add instructor(s) –Add documents such as agenda, power point, bios, etc. Documents can, optionally, be made available on eCenter

38. Neoserra Hands-On Training 38 Demonstration

39. Neoserra Hands-On Training 39 Creating Training Event Managing attendee list –New –Import –Batch –Email –Survey

40. Neoserra Hands-On Training 40 Creating Training Event NOTE: Report Events and Internal Events are created as entered as professional development entries in Neoserra

41. Neoserra Hands-On Training 41 Demonstration

42. Neoserra Hands-On Training 42 Questions?