CRM Software for Economic Development Organizations
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How can I access my Active, Long-Term, Open or Bid Match Clients as well as my New Client Sign-ups and New Contacts Entered?

On the home page of Neoserra, in the Center panel you will see a number of convenient links to specific groupings of clients:

Each number is a link to a pre-defined filter. Simply click on the number and the appropriate screen will open with the clients that meet the criteria. Lets take a look at each link and review the information included in each:

If you don't see one or more of these links then it simply means that you don't have any clients that meet the criteria in the center that you are working.

Active Clients

The first link is fairly self-explanatory and gives a listing of all clients in the center that have an "Active" status. The link is directly related to the center show below your login name. In other words, if you are working in Center A then you see Center A's active clients, if you change centers and are now working in Center B, then you will see Center B's active clients.

DLA Active Clients or Long-term Clients

If the center that you are currently working under is classified as a PTAC center, then you will see a link to all your "DLA Active Clients"; if the center that you are currently working under is classified as an SBDC center, then you will see a link to all your "Long-term Clients." If your center is classified as a "DUAL" center, then you will see both links on your home page. If you are working under a center that has a different center type, then neither of these two links will appear.

DLA Active Clients

The DLA Active Clients link provides a listing of all clients who meet the active definition per the new DLA 1806-T requirements. This includes all clients who are marked as having government contracting potential; who have expressed their intent to be a client; and who have:

  • had cumulative counseling time (PREP+CONTACT) of more than 30 minutes considering only those counseling sessions that are:
    • Equal or after the 1806-T program start date as set in your General Settings
    • Marked as "Is reportable"
    • Marked as Initial or follow-up
    • Marked with funding source of "DLA"
    • Dated between (today minus 12 months)
  • OR who have attended a training event, considering only those events that are:
    • Equal or after the 1806-T program start date as set in your General Settings
    • Marked as "Is reportable"
    • Marked with the center as having participated
    • Marked with funding source of "DLA"
    • Dated between (today minus 12 months)

On an individual client record, in the Activity Summary pane, you will see a note indicating whether the client is, or is not, DLA Active:

Clicking on the informational icon will tell you why a client has not yet met the DLA Active Client status.

Note that your actual active client count on the DLA 1806-T may vary based upon start/end dates entered. Additionally, your center's DLA Active client count only includes clients counseled for 30 minutes or more in your center. If a client received 30+ minutes of counseling from more than one center, then this client may not be included here. Only the DLA 1806-T scorecard will provide you with a complete program-wide count of all DLA active clients.

Long-term Clients

The Long-term Clients link provides a listing of all clients who have had 5+ hours or counseling since the start of the fiscal year. Keep in mind that this number only includes clients that have received counseling within the active center that you are working under. Thus, if center A has counseled client X for 3 hours and center B has counseled the same client for 4 additonal hours, then this client will not show up as a long-term client under either center because neither center has counseled the client in excess of 5 hours. Only the Economic Impact/Capital Infusion scorecard will provide you with a complete program-wide count of all long-term clients.

If you are curious as to whether an individual client has met the SBA long-term client requirement, then you can see their status in the Activity Summary pane for each client. At the bottom of the pane you will see the following question: "Is a SBA Long-Term Client?". If the client is not yet a long term client then the informational icon will tell you why the client has not yet met the long-term client status:

Note, that Neoserra will take into consideration ALL sessions with a funding source that is selected on the General Settings page field: "Default funding source(s) of activity to be submitted." So while the indicator is traditionally used to track SBA funded activity, it can also be used to track activity with other funding sources that may be used in your EDMIS exports.

My Active Clients

The My Active Clients link gives a listing of clients, within the current center, for whom you are the primary counselor. This link will be different for each user, depending upon which counselor is associated with their login account.

My Open Clients

The My Open Clients and My Open Pre-Clients links provide a listing of those active clients and pre-clients for whom you are the primary counselor and who have not been counseled in the last X number of days, and who also do not have a follow-up appointment scheduled in the next X number of days. The number "X" is configurable by the user under the Preferences interface of Neoserra.

As noted above, the My Open Clients link presented in Neoserra are only for your clients, in other words, clients for whom you are the primary counselor. If you want to look for all open clients within your center you can create the following filter from the View|Clients interface:

In the illustration above, we are only looking for open Active Clients. However, you could change the "Client/Pre-Client Type" filter to look for open Pre-Clients as well.

Active Bid Match clients

The Active Bid Match clients are those clients for whom a bid match search profile has been set up on the OutreachSystems network and whose search profile is matched each day against new government bid opportunities. Only centers with an active OutreachSystems mailbox will see this link.

eCenter New Client Sign-ups/Event Registrants

If your program has the eCenter Direct client portal enabled and you allow clients to sign up for services and/or training events online using eCenter then you may see the eCenter links in the center panel. You will only see new sign-ups and event registrations that have not yet been processed.

The New sign-ups received link takes you to a custom client filter that provides you with a listing of newly created client records in your database. The listing of clients includes those that have completed the eCenter New Client Sign-up form as well as those clients who have registered for an event that required client data to be completed. You will need to process each new client record by clicking on their Enterprise name and either accepting or rejecting them to clear them from the New sign-ups received list:

Upon accepting the record, you can also convert them to being a client and assigning them to a specific counselor.

Optionally you may be presented with an option to merge the new client record into an existing client record if a possible duplicate was detected. Merging the new client record into the old client record will imply acceptance. Please be aware that the new client record will always be treated as the "victim" record.

For more information regarding processing new sign-ups received, please refer to this FAQ.

The New contacts entered link will provide you with a listing of new contacts entered into your Neoserra database, who signed up for a training event. You will need to review each request and click "Okay" to clear them from the new contacts entered list:

Keep in mind, that the new registrant will already have been added to the respective training event for which they signed up. If they signed up for more than one event, then you will only receive one new contact entered notification, but the individual will have been added to all events.

For more information regarding processing new event registrations received, please refer to this FAQ.



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