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This documentation is for ACS 11.4.x.
Documentation for earlier versions of ACS are available too.

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To use PhoneTree® to send a message to an ACS Reservations activity, you must

  • Export the Reservation's contact information from ACS.
  • Import the ACS data into PhoneTree.
  • Create the message for PhoneTree to deliver.
  • Schedule the message delivery.

ACS Reservations automatically exports the home phone number for each person. You can also export other phone numbers and e-mail addresses.

Exporting Contact Information from ACS

Before you can import data in PhoneTree, you must export it from ACS.

 To export data from ACS
  1. Under Searches and Reports, click the Reports tab.
  2. In the drop-down list, select Reservations Reports and click Go.
  3. In the upper sidebar, expand Extracts, then select PhoneTree Export.
  4. In the lower sidebar, click Customize.
  5. Under PhoneTree Options, select the file type according to what version of PhoneTree you are using. If you are not sure which to select, consult your PhoneTree user guide.
  6. To export the contact information of specific activities, under Export Options, select Selected Activities and click Select.
  7. Manage the other settings to your liking. See Additional Information for details.
  8. Click Extract.
  9. If a previous PhoneTree Export file exists, a message displays confirming that you want to overwrite it. Click OK.
  10. When the confirmation message displays, click Yes.

The confirmation message may include a notice that records were excluded because they did not have valid contact information. If you get this message, click Yes to view the PhoneTree Exception Report. The report lists individuals who are excluded from the export because they had no contact information available for the selected methods and types. The list includes the available contact information for the excluded individuals.

 

ACS PhoneTree Import Utility (for earlier versions of PhoneTree)

If your version of PhoneTree requires a .pbf or auto-merge file format, you can use the ACS PhoneTree Import Utility to manage your import settings with greater detail. If you did not export your ACS data to a .pbf or auto-merge format, skip this section and continue to Importing ACS Data into PhoneTree.

 To install and open the ACS PhoneTree Import Utility
  1. On the Windows taskbar, click Start > All Programs > *Accessories, and click Windows Explorer.
  2. In the Address field, select your hard drive letter.
  3. In the right pane, right-click the ACSImport.exe application and click Copy.
  4. In the left pane, double-click Local Disk.
  5. Double-click Program Files, then double-click your PhoneTree folder.
  6. Click Custom Import.
  7. In the right pane, right-click and click Paste.
  8. Open PhoneTree.
  9. Click the Admin tab, then Configure Import Menu.
  10. Under Select a translator to install, click ACSImport.exe and click Install.
  11. In the Display as: field, enter ACS Import.
  12. If using PhoneTree Standard, Plus, 2100, change the file extension to *.pbf. If using PhoneTree 2100, 2500, or 3500, change the file extension to *.csv.
  13. Click OK.

 

Importing ACS Data into PhoneTree

After you have exported your ACS data, you can import it into PhoneTree and start sending messages. Instructions vary depending on your version of PhoneTree

 To import ACS data in Phone Tree 2100, 2500, or 3500
  1. Open PhoneTree.
  2. On the PhoneTree tab, click the numbered PhoneTree icon where you want to store the extract.
  3. On the Import menu, click ACS Import.
  4. In the Look in field, select the location where you saved the extract file.
  5. In the File name field, select the file you want to import.
  6. Click Open.


 To import ACS data in Phone Tree MVP
  1. Open PhoneTree.
  2. On the PhoneTree Desktop, click Select.
  3. Select the PhoneTree you want to use, and then click Go to PhoneTree. Click OK.
  4. Enter a file name for the import, then click OK.
  5. On the Import menu, point to Custom, and then click ACS.
  6. In the Look in field, select the location where you saved the extract file.
  7. In the File name field, select the file you want to import and click Open.
  8. When the Import Query window displays, click the appropriate answer.

 

Additional Field Information


Filename
The default file name and save location are entered for you. To change the file name and save location, click .

PhoneTree Options

  • VoiceWave Online — This is not an available option for exporting Reservations contact information. See Sending ACS Data to VoiceWave for details.
  • PBF format — Select to save the export file in .pbf format. With this file type, you can use the ACS PhoneTree Import Utility to manage your import settings in greater detail.
  • CSV format — Select to save the export file in .CSV format. With this file type, you can use the ACS PhoneTree Import Utility to manage your import settings in greater detail.
  • Auto Merge — Select to import the extract file into PhoneTree automatically. You must configure PhoneTree before using the Auto Merge feature. To view the calling log after calling is completed, you must have WordPad.exe in C:\Program Files\Accessories. If you have questions about configuring PhoneTree, please consult the PhoneTree documentation or contact PhoneTree.
  • PhoneTree on Demand — Select to save the export in .csv format and upload it into PhoneTree on Demand. Before you use this option, you must contact PhoneTree to set up a PhoneTree on Demand account.

Export Options

  • Include E-mail — Select to include e-mail addresses in the export. To choose the types of e-mail addresses to export, click Select. You cannot export only e-mail addresses; you must select a phone number type as well.
  • Select Activities — Select which reservations activities you want to export the contact information of. To choose the specific activities, click Select.

Related Topics

Sending Special Mailings Data to PhoneTree
Sending ACS People Data to PhoneTree
PhoneTree and VoiceWave

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