WorkCenter™ by MANAGER complete relational contact management solution designed by and for mortgage professionals.

We have grouped the FAQ's and answers under the following 8 headings for your convenience.

1. System Programming, Customization and Training/Support

2. LOS – Contact Management Software Integration and Syncing

3. General

4. Contacts – Automated Journals – Linking - Wizards

5. Schedule – Calendar – Contact List Manager

6. Reports

7. Library – Forms and Documents

8. Web Center

9. WorkCenter DataBase

FREQUENTLY ASKED QUESTIONS

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 does not support Windows 95, ME or 98.

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 your existing MAPI email system, such as Outlook and Outlook Express or other emails systems that have a MAPI component installed. WorkCenter will use your default email MAPI system to email forms or documents. Many other email programs have to the ability to add a MAPI component as well (I.E. Lotus Notes, Eudora, Etc.). If you use a Web-Based email system or AOL, you will need to activate you Outlook Express that comes free with your Windows operating system or Outlook on your local computer to run emails and email marketing campaigns.

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 also modify this information at anytime by clicking on TOOLS from the WorkCenter menu and choose SETUP OPTIONS and then Select CUSTOM FIELDS to add or modify your personal information inside WorkCenter.

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. You will see highlighted in "RED" above the tabs 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 on a 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.

Q: Can I customize my library forms and reports inside WorkCenter?

A: Yes. Not only can you customized the forms and letters, you can create an unlimited number of customized reports and add your own personal letters to the WorkCenter library. Review FAQ's on Forms, Documents and Reports below.

Q: When I purchase WorkCenter, what can I expect for training aids and technical support?

A: Complimentary flash videos, FAQ's, 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 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 Training/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 plan to 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. If you go TOOLS, SETUP OPTIONS and select SECURITY, you can check the box PROTECT SOCIAL SECURITY NUMBERS. This will encrypt the social security numbers under the INFO PERSONAL and SPOUSE TABS at the bottom of your CONTACTS section in WorkCenter. We will also be releasing in the near future the ability to password protect your WorkCenter Database files.

2. LOS – CONTACT MANAGEMENT SOFTWARE INTEGRATION & SYNCING:        

Q: What LOS (loan origination software) database(s) will WorkCenter sync data from? 

A: Currently Calyx Point is the first LOS WorkCenter integrates with. We expect to offer FNMA integration in the near future followed by other LOS systems.

Q: What Contact management software or CRM database can you sync data directly into WorkCenter?

A: ACT!, Goldmine Outlook and the Outlook calendars have direct sychronization capabilities with the current version and any other database that exports into Excel or text delimited files.

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 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! contacts 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.

Q: Can we set WorkCenter to automatically synchronize the LOS and CRM data? 

A: That feature will be released at a later time. Once you have initially synced your LOS data into WorkCenter, future syncing will only bring in modified or new records It is very simple to sync your LOS or Outlook data.  This is accomplished by clicking on Tools, vSync and select Loans or Outlook..

Automated syncing will be accomplished using Wizards, which will be released as an upgrade in the near future.

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: I know that vForms offers their proprietary software Interactive vForms and vSync. Do I still need vForms and vSync if I own WorkCenter?

A: WorkCenter is a contact management and CRM software system. vForms does not house data internally. vForms is a middleware taking data from outside sources to populate customized forms for document delivery, marketing, branding and state and federal disclosure compliance. vSync will synchronize data from and to multiple LOS systems, ACT!, Goldmine, Mortgage Coach and Loan Analyzer. WorkCenters initial version will sync with Calyx Point, Outlook and the Outlook calendar appointments. Other database syncing will be available in future versions of WorkCenter. WorkCenter is designed to have you stay in constant communication with your contacts.

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) using WorkCenter?

A: The current version of WorkCenter does not have a direct synchronization to your PDA.  We expect to release an updated version of WorkCenter that will sync data back into Outlook allowing you to use your PDA or Blackberry.

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 35 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.

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 5 to 7 employees accessing the same database. 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 opened at the same time. 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 server that will be made available in future releases.

Q: If I dial into a Citrix or Terminal server will it work?

A: We have tested WorkCenter in a Terminal/Citrix environment, and it runs well. The software is designed to operate primarily on your desktop. You will need to have WorkCenter installed on the Citrix or Terminal Server for access by multiple users. 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 your business computer and load the software on one additional 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: There are no annual fees for WorkCenter. Once you purchase WorkCenter, you will be entitled to all updates and enhancements for that version number (i.e.,  Version 1.0 through version 1.99).

Q: Can I customize the database and add fields?

A: The current version of WorkCenter has 25 custom fields that you can utilize to assit you in customization. We will be releasing a version in the near future that will give you the ability to add or customize your database. 

Q: How much can I customize it?

A: View our Help Manual for Customization. You can also view our online training video to see how to add custom fields. Watch for our email informing you that these enhanced options have been activated.

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 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 industry.

Q: What is the difference between WorkCenter and vForms?

A: WorkCenter is a Contact management and CRM software system, while vForms is a marketing, communication, document delivery and data distribution system. vForms does not store any data, but relies on linkages to your current data files, and therefore has limited contact management capabilities.

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.

4. CONTACTS – AUTOMATED JOURNALS - LINKING:

Q: Once I have synced my Point 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 bottom of the 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 any contact field 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 File As. Check the boxes you wish to display. Review our flash videos for more information and use of these filters. 

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. This will display all loans that you have with this particular borrower.

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, schedule appointment, task or phone call (this will add to the journal entry) 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 to your contact record will give you a list of all communications, including letters, emails, appointments, phone calls or tasks you have assigned to this contact. 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. You can check your personal settings for this feature by clicking on TOOLS, SETUP OPTIONS, GENERAL, and then JOURNAL ENTRIES to make sure your system setup is activated for this process. The default setting when you install WorkCenter was set to YES on all features.

Q: Can I divide up leads among my Loan Officers and keep track of what they are doing?

A: In WorkCenter you can distribute leads to your loan officers and they can track them in their WorkCenter software. We are presently studying options to have a Corporate entity track loan officer leads in a central database environment. This feature will be made available in a future version of WorkCenter depending on demand and requests from our users.

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.

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. The Advanced Wizards are not activated in the present version of WorkCenter. Watch for news from WorkCenter as to when these Wizards will be activated and allow you to run automated processes and marketing campaigns.

5. SCHEDULE – CALENDAR – CONTACT LIST MANAGER:        

Q: Can I view my Calendar schedule? 

A: Yes, you can toggle between day, week, month, or custom views, you can also use the REPORTS and see all calendar items plus any uncompleted calendar items.

Q: I would like my assistant and I 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 in order for you to do this.

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. These tasks will automatically be added to the task manager in the current version.You also have the ability to drag the task from the task manager into the calendar.

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. We have also created lists for all three dates in our Contact List Manager that can be found under the SCHEDULE TAB. We have pre-programmed 12 months for each category. It is simple to load the contacts by month. If you wish to see all birthdays for a specific month, just click on that list inside the Contact List Manager. The fields are located under the CONTACT record and can be accessed by clicking on the INFO tab

Q: Can I program WorkCenter to automatically run campaigns?

A: Yes, you can run automated campaigns using the Action Plans incorporated within WorkCenter. You do have the option to select multiple contacts and print or email letters.

Q: I clicked on the SCHEDULE TAB to get to my TASK MANAGER and my CONTACT LIST MANAGER and I do not see those tabs in the bottom right section of WorkCenter anymore. How do I get that view back?

A: You have minimized the view. If you go to the SCHEDULE TAB and you do not see the buttons for the TASK MANAGER, CONTACT LIST MANGER OR THE SCHEDULED FILTERS, point your mouse at the …………. marking and you will see the pointer change to a line with arrows at the top and bottom. Click and hold down your mouse button and drag upwards. You will now see all three tabs again. Once you have the correct view, click on VIEW TAB at the top of the screen and select SAVE VIEW.

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. Once you have created a task, this task will automatically be added to the TASK MANAGER

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. You can also drag a contact into the calendar and select the TASK options. You can create additional lists by clicking on the "+" key or by using the reports section in WorkCenter.

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.

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. If all the contacts in a list have been removed, we also show you a "Red" box to click on to show all contacts

6. REPORTS:        

Q: How many reports do I get with WorkCenter? 

A: WorkCenter comes pre-programmed with 35 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, modify it by using our filtering icon (looks like a flood light pointed upwards). You also have the ability to create an unlimited number of new reports to meet your specific needs. See the flash videos or continue reading the Help Manual here 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 and then 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. The initial version of WorkCenter allows you to copy and paste any report into an Excel spreadsheet. Future versions will give you a direct export feature similar to vForms. Open your report, click on a line and hold down the Shift Key on your keyboard and press the down arrow. After you have highlighted the information, press the Ctrl and "C" key on your keyboard. Open your Excel spreadsheet, select a cell and then press the Ctrl and "V" key on your keyboard to paste this information.

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.

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 45 contact letters and 11 email letters. Included in these letters is a campaign letter series for new applicants consisting of 10 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 basic library forms consist of RTF word documents. You can also import PDF, HTML and other formats into the library of forms and documents. You can also print these to a PDF format for emailing.

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 have Word, HTML, PDF and other types of forms and documents inside WorkCenter.

Q: Can I convert my forms or documents into Adobe PDF format for emailing?

A: Yes. WorkCenter has a built in-PDF generator.

Q: Can I still use my vLSR, the Hershman marketing library, GreatDocs, or Pipeline Reporting in WorkCenter?

A: vLSR, GreatDocs, and the Hershman marketing libraries are only available with our vForms interactive software.

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.

9. WorkCenter DATABASE

Q: Is it possible to compact and or backup my WorkCenter Database? 

A: Yes.  Under the TOOLS and then DATABASE, you will find options to backup and compact your database.  If you select the BACKUP option, WC will automatically place a compressed or Zip file of your database in the C:\Program Files\WorkCenter folder on your local computer.        

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