Summary: This document gives our users the steps they need to organize and clean their subcontractor database, resulting in higher email delivery and response rates and overall efficiency. The strategy is to send out a “Subcontractor Update Form” to let your subs update their company/contact info, trades and groups, and to generate a list of bad emails to update. The end goal is 100% email deliverability.

Steps:

1)    Organize your Divisions and Trades table.
Go to:  Settings > Manage Divisions & Trades

     a.    Add or edit divisions.

     b.    Click “Edit Trades” next to a division to add/edit/delete trades within a Division.

2)    Clean-up or add to your Groups table.
Go to: Settings > Manage Groups

     a.    Add/edit any Groups (MBE, Union, Non-Union, etc.)

     b.    Delete any outdated or unused Groups by checking the box and clicking Update.

3)    Merge any records with the same email, same location.
Go to: Companies> Merge Companies, click on the Email list upper right.

     a.    Click "Merge" on the record that you want to keep as the Primary contact, then find the duplicate company, select, Click Merge.

     b.    Click their Contacts tab and delete the duplicate Contact after merging the records.

4)    Create or edit your "Subcontractor Update Form".
Go to: Prequal> Saved Forms or Create New Form

     a.    If editing an existing form, click Edit next to the form you want to edit.

     b.    On the "Form Details" screen, make sure of these settings:

                                                   i.    Title the form “Subcontractor Update Form”.

                                                  ii.    Uncheck the "Send Email" upon form submission.

                                                 iii.    Assign Approved subs to a Group - "Updated 2023"

                                                iv.    Check the box to "Bypass Approval Requirement"

     c.      When finished, click Continue until you reach the Send screen.  Send one to yourself to make sure you like it, then Send to All.

5)    Wait a day for “Deferred” emails to deliver or bounce, then call and update companies with bad emails.
Go to: Prequal> Saved Forms, click "Log" next to the form that was sent.

     a.    Either use the screen and sort by Drops and fix, then sort by Bounces to get their correct email (or delete if out of business, check the box  "Do Not Invite").

     b.    Or... export the list to Excel and reverse-sort by Dropped, then by Bounces so that all those are up top.

     c.      Call the companies with bad emails and correct them.
NOTE: If you are too busy to make these calls and updates, PreconSuite offers this service to do this for you! Contact your dedicated rep or email support@preconsuite.com for more into.

REMINDER: Learn how to manage “Dropped” and “Bounced” emails by clicking on each icon in the upper legend of the email log. You will see a popup with instructions. 

6)    After cleaning up the data, deleting subs Out of Business or marking them as Do Not Invite and updating the emails that have been called, resend the "Subcontractor Update Form" to "All Except Group".
Go to: Prequal> Saved Forms

     a.    Click “Send” to the right of the form you want to resend.

     b.    Click the “All Except Group” button.

     c.      Check the box for your group "Updated 2024".  This will send to everyone that has not submitted an update form.

     d.    Repeat step #5 and clean-up any last Drops and Bounces.

7)    Merge Duplicate Companies/Contacts
Go to: Companies> Merge Companies

     a.    Click on the Name & Address link upper right.

     b.    If a company has the same name but different locations, you may want to leave them as separate records so that you can invite them based on project location.

     c.      If you find Company records you want to merge, click the blue “Merge” button next to the contact that you want to be the “Primary” contact.

     d.    “Select” the companies that appear to be duplicate records, then click the blue “Merge Companies” button and follow the steps.

 If you have any questions, contact support@preconsuite.com or call 949-222-0400