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Title: Working Follow Ups

Original CoS Document (slug): [[https://conventionofstates.com/working-follow-ups|working-follow-ups]]

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Created: 2023-01-01 08:16:29

Updated: 2023-01-02 06:20:10

Published: 2023-01-02 05:00:00

Converted: 2025-04-14T20:30:39.106191394


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**Instructions for Working Follow Ups**

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General Guidance\\
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**Follow up actions are unique to Convention of States. No other grassroots political organization does this, and the goal is to kindle that flame of enthusiasm that compelled the new supporter to sign the petition in the first place. The idea is to give our newest petition signers first and most importantly, a thank you call, then send them an email, thanking them for signing our petition and asking them to contact their legislators.\\
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Step 1** - Accessing the Follow Up Tool in 'Citizen Builder'.

| |- Go to our website (https://conventionofstates.com) and login (email & password).\\ - Click on your profile icon logo in the upper right to drop down the profile menu.\\ - Click on "Dashboard" to open the Citizen Builder system.\\ - On the left-hand side float your curser over and click on "Tools."\\ - In the drop down menu that appears click on "Follow Up."|

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Step 2** - Loading a template letter to be sent to petition signer.

| |- Click on a name in the Follow Up listing. Oldest entries are dated in red, newest in green.\\ - When that person's Follow Up page opens, click on the "no template" field on the right.\\ - From the set of templates that appear select "HI-HI E Komo Mai” template.\\ - A pre-written email will appear in the field below.|

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Step 3** - Enhancing the template email to be sent.

| |- For added effect, add photos of the two legislators listed in the middle of the email: \\ \\ (a) In a separate browser window(s) or tab(s) go to COS E Komo Mai webpage; \\ \\ (b) Under Legislature, select either Representative or Senate photos, or navigate to the legislator listings of Hawaii House or Senate members on the legislative webpage;\\ \\ (c) Upload if saved to your computer, or copy and paste appropriate photos from those listings into the Follow Up email, adjust width to either 200pxl.\\ \\ - Check to be sure that your signature block and phone number are correct.|

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Step 4** - Before sending the email, call the person to thank them for signing our petition joining our ohana.

| |- Introduce yourself and thank them for signing our petition to help restore America.\\ - Be sure they understand the petition goes to their state legislators only (not their federal legislators).\\ - Mention you'll be sending them an email showing their legislators and other information.\\ - Ask them to please read the email and to contact their legislators afterward.\\ - If no answer be sure to leave a voice mail message if possible.|

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Step 5** - How to complete the Followup action and document it.

| |- Once the call is done and email is ready, scroll down and click on "Send and Complete."\\ - If you were unable to talk to or leave a voice mail, click on “Send” only, the individual record will be moved to the “In Progress” section and remain there until you complete the follow up.\\ - Before returning to the follow up list write a short note in the "Notes and Comments " field and click “Contact Log” and select appropriate in the “Please, select…” drop down list, i.e. “Called – Meaningful Interaction,” add brief note in “Type, text here…” the click “+ Add Note.”\\ - To return to Follow Up list, go back to "Tools" and again select "Follow Up" click the next petition signer you want to follow up with, and repeat above steps.|

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What to do if...**\\
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...no phone number is listed:\\
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         Load, edit and send the template email anyway. Then click on "completed"\\
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...you get an answering service to leave a message:\\
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        Leave a message with your name and number identifying yourself as a representative of Convention of States Hawaii, that you're simply calling to say thank you to a new supporter and that you will be sending an email you'd like them to read. Make another attempt to call them later.\\
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...the petition signer has opted out of receiving emails (shown as "(No)" in email block):\\
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        Load email template and edit as normal then in a separate (usually personal) email account, copy, paste, and send the. Citizen Builder cannot send email outside of its own system. For the petition signer's email address, float over their listed email in the follow-up profile, click on 'copy email' and paste that address into the "To" line of the separate email you'll be sending.  Be sure to add this line in that email:\\
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        //"We're sorry you've chosen to no longer receive Convention of States emails. We hope you'll reconsider and we're sending you this one-time email to simply thank you personally for signing our petition and to give you more information about how you can help save our nation."//\\
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...a District Captain is listed as "Yes" in the Followup Tool for that petition signer:\\
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        District Captains are supposed to follow up on their own district listings (you can click on the "Yes" to see who the District Captain is). For now, let the District Captain or state leaders handle that followup action.\\
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...no districts are listed for the petition signer:\\
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         This is a glitch in our system or incomplete information. It's usually a simple fix in the person's regular Citizen Builder profile but that is beyond the scope of follow-up actions. Notify the State Director or Grassroots Coordinator.