CSS Online Users Guide
Updated September 2000

Table of Contents

Welcome
System Requirements
Job Requirements
Tips on Reducing Run Time
User Name and Password
Log In
File Transfer
File Information
Layout Setup - Step 1
Layout Setup - Step 2
Output File Specifications
Layout Verification
Job Cost
Authorization Form
File Pickup
Technical Support

Welcome

Welcome to CSS Online phone appending process. We are very excited to bring the quality of the CSS phone appending process with the ease and speed of the Internet. Your marketing list is just a few clicks away from having the most accurate and up-to-date phone numbers available in the marketplace. All you need is a file with names and addresses and the system will look up a telephone number for you. And if you already have telephone numbers on your file, this system can verify that you have the most up-to-date number.

Below are just some of the reasons why this system is on the leading edge of the direct marketing industry.

Convenience

The CSS Online web site allows you to upload your marketing files to the CSS Direct online system, input your file specifications, and run your job. When the job is complete, the system will send you an e-mail letting you know that your job is complete and that you can pick up the file on the CSS Online web site. And you can do all this from any PC that is connected to the Internet.

Speed

Many jobs will be complete within 30 to 90 minutes from the time you start the job. This time can vary and will depend on the size of your file, the number of jobs currently in the system and the speed of your Internet connection. To help speed your job’s completion time, read Tips on Reducing Run Time latter in this document.

Quality

The online system uses the same databases and matching algorithm that CSS Direct uses for their offline phone matching jobs.

The system uses the 3 most comprehensive national consumer databases available to look up your telephone numbers. These databases contain information on over 115 million households and 200 million consumers. The system also matches your records to a national new mover file to ensure that you receive the most up-to-date phone number available. Over 1 million records are added to this new mover file every month.

The system uses CSS Direct’s unique name and address matching algorithm that has been developed over 30 years and is constantly being updated through ongoing research. The matching process analyzes the complete name and address fields, as opposed to using match codes, which achieves the highest possible quality match.

Please review the enclosed instructions. These instructions are to be used as guidelines and do not replace the customer service that you expect to receive from your CSS representative. Please feel free to call us with any questions or comments you might have about the system.

System Requirements

Users can access the CSS Online system from any computer that has Internet access. The only requirements are:

Note: Other Internet browsers may work, but we can not support any technical difficulties you might experience with those browsers

Job Requirements

To help the online system run as efficiently as possible, you are required to submit a fixed length ASCII text file. If you are unable to submit a file in this format, you will need to run it through our off line system. Please contact your account representative for more information.

At this point in time, the online system only appends consumer telephones. We are currently developing a system that will be able to run business as well as consumer telephone appends. In the meantime, please call your CSS representative for business append jobs.

Any jobs where the data file (the .txt file not the .zip file) is over 25 megabytes (approximately 150,000 records with record length of 170 bytes) should be run through our offline system. Jobs this size require more computing power than is available on the current online system, and can be completed more efficiently through our traditional offline system. Please contact your account representative to run these types of files.

Tips on Reducing Run Time

For most small jobs, the system will be able to run your job very quickly. But for large jobs (files over 25 megabytes, e.g., 150,000 records with a record length of 170 bytes) the file transfer times can slow down your job’s completion time. Here are some tips on reducing the size of your files:

As mentioned above, we recommend that you use our offline system to process data files that are over 25 megabytes (e.g., 150,000 records with a record length of 170 bytes). For these large jobs, the offline system can dedicate a larger amount of computing resources to your file, allowing a faster turnaround time. Please contact your CSS representative if you have any questions about the size of your file.

User Name and Password

In order to use the CSS Online system, you must have a user name and password set up on our host site. For information on obtaining a user name and password or if you have forgotten your user name or password, please contact your CSS representative.

Log In

Once you have established a user name and password you are ready to use the system.

On the address line of your Internet browser type www.PhoneMatch.com. This will connect you to the CSS Online home page. Enter your user name and password in the text boxes provided and then click the ‘Run Job’ button.

Note: The password is case sensitive. Please contact your CSS representative if your user name and password do not work.

Frequently Asked Questions

My login name and password are not working?

The access information on our FTP server is case sensitive. Please check to make sure your user name and password information is typed in lower case.

I can not remember my password?

Please contact your representative to access your user name and password.

Who is the contact during non-business hours?

Technical support is available from 8 a.m. to 8 p.m. central time, 7 days a week. See the ‘Technical Support’ section later in this document for more information.

How long does it take to process a phone append file using the CSS Online system?

Many online files will be completed within 2 hours. Factors that affect run time include: the number of records in your file, the record length, the speed of your internet connection, the system’s capacity and geographic concentration (e.g. files concentrated in a geographic area will run faster than national files).

File Transfer

Once you have logged on to the system, the system will ask you for the name of the file you want to transfer. Click the ‘Browse…’ button to select the file you want to transfer. The file can be on your computer’s hard drive or on a network drive that is accessible by your machine. Once you have selected the file to transfer, click the ‘Upload’ button.

If you have previously loaded a file on to your CSS FTP directory, the file will appear in the window located on the right side of the file transfer page. In this situation, leave the file name field blank and click ‘Upload’.

Your file must meet the following conditions:

Note: Make sure the file is completely transferred over to the CSS FTP site before proceeding. ‘Please Wait’ will flash while the file is being transferred.

Frequently Asked Questions

Can multiple files/jobs be contained in one zipped file?

No. The system only runs one job for each zipped file that is transferred. Clients can combine multiple files into one text file and run the combined file as one job to avoid minimum order charges on each individual job. This will require that each file be converted to one standard layout and combined into one text file. CSS can give match reports based on a key code field (a field you place on the combined file to identify each job) if necessary. Multiple minimum order charges will apply, if files are processed separately.

What format is acceptable?

Files should arrive in a fixed length ASCII text format. The extension for the unzipped, uncompressed, data file should be ‘.txt’. The field lengths need to be consistent. The name, address, zip code, and phone number fields can be in any order and do not have a limitation on size. Other fields (i.e. id number, donor history, or key codes) may be sent with name, address, and zip code. Files should be compressed using PKZip or an equivalent program.

Can I use the online system if the file is in Dbase, Paradox, MS Access or comma delimited text format?

No. Clients are encouraged to convert files to a fixed length ASCII text file. If this in not possible, than the file will need to be run on the offline system. These files should be sent via standard FTP procedures, email, modem or traditional over night carriers. Please contact your account representative for more information.

File Information

After you have uploaded your file, the system will tell you that the file was successfully uploaded and ask you for some information about the file. If you left the file name field blank on the file transfer page (because the file had already been transferred via your standard FTP procedure), then the system will tell you that a file was not transferred. This is OK as long as your file is in your CSS FTP directory.

You will be required to enter the following information:

Other information you may want to input include:

Note: File layouts that you have created in the past are stored on the system using the record length you input. Therefore, if you input a record length that is the same as a prior job you submitted, the system will recognize and convert the file according to the previous layout you submitted. If files have different formats but the same record length, the system will only recognize the most recent layout that you submitted. If this is the incorrect layout, you will need to change the layout.

Click the ‘Next’ button when you have finished entering the necessary information.

Layout Setup - Step 1

The system now needs to know how your file is setup.

If you submitted a job in the past with the same record length that you input on the file information page, then the system assumes that this file has the same layout as the previous file you submitted. In this case, the system will jump to the Layout Verification page (see section titled ‘Layout Verification’). If this is not the correct layout, click the ‘Change’ button at the bottom of the page and begin entering information in the layout setup page.

The first step of the setup is to tell the system how 3 primary fields are setup:

If your file has one full name field, then the first name or the last name can appear first. If this is not the case, the file will need to processed offline.

Generally there is only one space between the first and last name. Names with a title and a suffix are acceptable using this name option.

The first name field, which may contain a middle name, is separate from the last name field. The first name will always start in the same position. Likewise, the last name will always start in the same position.

Similar to the first and last name fields but this includes a separate field for the middle name.

Use the ‘first and last name field separate’ option if the middle initial is in the same field as the first name.

Note: If the apartment number is formatted with the primary address line, enter only the one address line. If the apartment number is in a separate field enter the two or three address fields as needed.
For addresses parsed into more than 3 parts (e.g. street pre-directional, house number, street name, street post-directional, apartment number) your file will need to processed offline.

Note: Use the ‘No Phone Field’ option if you do not want to verify phones on your file.
Use the ‘three separate fields’ option if the phone number has parenthesis, e.g. (402) 341-3537 or if the area code is separate from the phone number, e.g. 402- 3413537.

Layout Setup - Step 2

The next step in the file layout setup is to tell the system the starting position and length of 4 primary fields on your file. The input necessary on this page will vary depending on the field setup you selected in step 1.

Please enter the start position and length of the name, address, zip code and phone number fields on your file.

Note: - The name and address field lengths are not limited. However, the zip code and phone number field sizes are limited.

- Include the title and suffix positions if applicable.

- The zip code must be in a separate field. Fields that contain city, state and zip can be run but will need to processed offline. Contact your CSS representative.

Example of Phone Number Field

This example illustrates how to input the starting position for a 3 field phone number.

Assume that your file has the phone number in positions 1 through 13 on your fixed length ASCII text file as illustrated below:

Field Position Number

1

2

3

4

5

6

7

8

9

10

11

12

13

14

(

4

0

2

)

3

4

1

-

3

5

3

7

Given this phone number layout, you would enter the following starting positions:

Area Code Start Position: 2

Prefix Start Position: 6

Line number Start Position: 10

Note: - Do not include the parenthesis, brackets, or hyphens when entering the start positions.

- Area codes must be entered for proper verification of client phone numbers.

- The zip code must be in a separate field. Fields that contain city, state and zip can be run but will need to processed offline. Contact your CSS representative.

- If your file has phone numbers with multiple phone layouts (e.g. some records have 402-341-3537 format and some records have 4023413537 format), then choose the format that is the most common. In this case the system will only verify phone numbers that are in the most common format.

Click the ‘Next Step’ button when you are finished entering the necessary information.

Output File Specifications

The next step is to tell the system how you want your output file setup. You select the records you want returned and the format of the returned file.

Returns the matched and non-matched records.

Returns only the records where that CSS matched a phone number. This includes the new, verified and changed phone numbers.

CSS appends 100 positions to the beginning of each record. Click the ‘View Layout’ button for a copy of the layout.

CSS will append the phone number to the end of your original record. The phone number will start in the position following the record length that was entered on the file information page. Example, the record length is 150 positions the phone number will start in position 151. The new record length will be 160 positions.

Click the ‘Next Step’ button when you are finished selecting your desired options.

Layout Verification

This is one of the most critical pages in the online phone appending process. This page will summarize the file layout you entered into the system as well as show you the first 5 records on your file. The first 5 records of your file are provided so you can check that the layout you input is correct and matches to the file you want to process.

You will skip the Layout Setup – Step 1, Layout Setup – Step 2 and Output Specifications pages if the record length you entered on the File Information page matches the record length of a job you have previously submitted. If this layout is not correct, click the ‘Change’ button and the system will return you to the Layout Setup - Step 1 page.

Please make the following checks before you click the ‘OK’ button:

If the information on this page is not correct, click the ‘Change’ button on the bottom of the page. This will send you back to the Layout Setup - Step 1 page. If the information on this page is correct, click the ‘OK’ button.

Job Cost

Since the total cost of the phone append job is calculated by multiplying the total number of phone numbers matched by the match fee per record, the system cannot determine the final cost of the project until the match is completed.

The purpose of this page is for you to verify that the match fees for the job are correct and that you agree with all other fees being charged.

If you do not agree to pay the match fees and other fees illustrated on this page, DO NOT SUBMIT THE JOB and contact your CSS account representative.

If you agree with the charges, click the ‘Submit’ button. Once you click this button, the job will begin processing and you will be billed for the job.

Authorization Form

When you submit the job, the system will bring you to the Authorization Form page. Please print this page, fill it out and fax it to CSS Direct at 402-341-3647. The system will not release your competed file until we receive the authorization form. So to avoid delays, fax the form as soon as you submit your job.

File Pickup

When the system is finished processing your file, the file is zipped and copied to your CSS Online directory. The system will also send an email to the email address you provided on the File Information page. If you left this field blank or if you misspelled your email address, you will need to intermittently login to the system to check for your completed file.

To download your completed file, enter www.PhoneMatch.com on the address line of your Internet browser. This will reconnect you to the CSS Online home page. Enter your user name and password in the text boxes provided and then click the ‘Download File’ button.

The next page will show you a list of all the files in your CSS FTP directory (input and output files). The name of the completed file will be included in your email notification. If you do not receive an email notification than name of the file will be "jobnumber.zip". Your job number appears on the Authorization Form that is printed after you submit your job.

Click the check box for the file you would like to download and then click the ‘Download’ button. Your computer will then prompt you for a location to save the file.

Technical Support

To help clients through the transition to a new system, CSS is providing technical support for the online system during non-business hours for a limited time. Technical support will be available 7 days a week from 8 a.m. to 8 p.m. central time.

During business hours (Monday through Friday, 8 a.m. to 5 p.m.) call (402) 341-3537 and ask for CSS Online technical support.

During non-business hours call (402) 341-3537 and select option 8 (CSS Online technical support) on the voice mail menu. You will then have an option to leave a voice mail message or be transferred to the technical support person on call. All voice mail messages will be returned the following business day.

Technical support during non-business hours will be provided through November 2000. At that point CSS will assess non-business hour technical support usage to determine if the service will be extended.

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