Should You Purchase Cloud Contact Management Software or Not

Unsure whether to purchase a cloud or private (client-server) contact management software? To help you decide, we’ll discuss the pros and cons of cloud.

Cloud Contact Management Software:
A cloud solution has many great benefits. The first and most important one is the simplicity in installation and configuration. Unlike a client-server solution, organizations do not need to purchase a server computer, setup their network or even download software. Organizations are only required to visit a website, type in their credentials and begin using the software. Since most cloud solutions are in fact web-based, organizations can be anywhere in the world and access their information from any wireless device, such as smartphones and tablets.

However, a clould contact manager software also has its negatives. First off, the whole idea of a cloud infrastructure essentially means that the server running the software is being hosted by the cloud software provider. This means that organizations never actually own their own data and are placing all of their private and confidential information on someone else’s server (the cloud company’s), which is remotely connected to the internet. If the software provider hosting your information goes belly up, you could loose all of your information over night. Many organizations don’t feel comfortable with that as they want to be in control of their information and know that it’s privately stored at their locations. In fact, for this reason, many lawyers and accountants don’t purchase a cloud solution for exactly this reason. Legally, they are not allowed to place sensitive client information on someone else’s server. As well, all cloud solutions are a monthly cost, so if your organization stops paying the monthly service cost for the cloud contact management software, you could technically loose all of your information as someone else owns it. A simple example would be if Gmail, which is a free cloud solution that people can use for emails, pictures and documents, suddenly decided to charge for the service. The only way you could retrieve your information is if you now forwarded all of your emails to a different account (hopefully one that downloads the emails to your computer) and transfer all the documents.

In conclusion, a cloud solution is simple to setup and includes great mobility and remote connectivity options, which are great reasons to purchase it. However, an organization needs to understand that they never own their own data and are therefore always depending on the hosted contact management software provider they choose. Also, in the long run, as cloud solutions charge a monthly fee, they are far more expensive than traditional private (client-server) solutions which typically have expensive upfront costs, but minimal long term costs (Be careful though some private contact management software solutions are more expensive than cloud solutions as they charge expensive annual maintenance costs and are expensive to upgrade!!).


What are the Signs that you need Contact Manager Software

How do you know if you need a contact manager software? Well, there are some ways to figure this out. If your business is dealing with information overload and is looking for a single repository where all information can reside, then you need a contact manager software. The result will be improved information management and increased efficiency in the day-to-day activities at your office.

1. Information Overload:
In today’s era of emails, files, reports and pictures, you can very quickly become overwhelmed with information overload. There are ways to help you control your information and not waste precious time in looking for it. A contact manager software would help alleviate many of the problems associated with information overload as rather than just storing all information on your personal computer or on a shared drive, it would provide a single repository where all information resides. Unlike a shared drive, which can be very time consuming and confusing to maintain, a contact manager software allows users to link information to entities so that one could click on a contact or a project in the system and see all information linked. Many companies believe that setting up such a system is expensive, complicated and time consuming, which is not true at all. In fact, with current technology, contact manager software systems are actually quite simple to install and setup. Moreover, costs have dramatically decreased. For example, the cost of a server computer was in the thousands, now, it’s in the hundreds of dollars, making it extremely affordable. If you are experiencing information overload and are looking for an affordable solution, give InfoFlo a try.

2. Lack of Collaboration
To run a successful organization, your employees must be in constant contact with each other, rather than in separate silos with their own contacts and leads. If they aren’t collaborating on everything, inefficiencies will quick become a norm and sales will dramatically decrease. Contact manager software will help with collaboration as one of it’s core features is sharing all contact and lead generating information. Each employee would be able to see all shared contacts within their own station and if a new contact is added, the contact manager software will notify all other users who are suppose to see this contact that it was added. Similarly, when a collaborative project is created, the software will notify all shared users and now a shared space has been created where all information pertaining to the project can be placed. It is essential to select a contact manager software that includes powerful collaboration tools, such as InfoFlo, to help get your company back on track. The result will be an office where all employees are in sync with one another and nothing, including leads and customer service requests, fall between the cracks.

3. Lead Generation
Sales are what drive successful companies and without a strong lead generation tool, your sales will never reach the level they should. Many organization rely on Microsoft Excel to help them manage their leads, but this becomes inefficient very quickly. A contact manager software should do more than just offer a shared contact list! it should also include a sales workflow that every sales person needs to follow, until the sale is either marked as Sold or Follow Up. Such a workflow should be fully customized to allow the organization to follow the steps they deem necessary rather than force them to follow a workflow. This customization should be easy to do! Also, a contact manager software should inform all sales people when ever a lead is adjusted in the sales workflow and provide a live view of all current leads. With this in place, leads can be efficiently managed and the sales manager can get a better understanding of why a lead was or wasn’t successful and how the sales people are doing.

4. Email Management
Every organization sends and receives emails on a daily basis. Unfortunately, many are using software solutions such as Microsoft Outlook, Gmail and Lotus Notes for just this feature. The problem with these solutions is that they do not link emails to contacts, but rather force employees to create a contact folder and then manually drag and drop information to a contact. A contact manager software should automatically manage these emails by linking them to the contacts while still providing a friendly inbox view of all emails Incoming & Outgoing. Whenever an employee wants to view emails linked to a contact, whether the contact is being shared or not, they should just have to click on a contact and see all emails. The problem is that most contact manager software solutions do not offer email management as they assume that customers don’t want to move out of Outlook, Gmail or Lotus Notes, creating two separate systems for the organization; one for emails and one for contact management. A good contact manager software, such as InfoFlo will offer both of these features together, saving the company much needed time in finding and replying to emails.


Contact Management databases- InfoFlo’s SQL database advantage!

Today we’ll be talking about SQL the databases generally found in a client/server contact management software and why InfoFlo‘s database is unique.

InfoFlo is fully integrated with SQL 2005 and up, including SQL express. Now this is not unique because most contact manager software solutions are also integrated with the same but the infrastructure and how we manage this data is unique. Rather than storing data in the traditional sense InfoFlo stores the links to all the data inside a folder structure. Now this might not seem like a big deal but using this technique allows the customer to store an unlimited amount of data. With no restrictions on the amount of data stored a small business can save money on buying an expensive SQL 2008 or 2012 license which can cost thousands of dollars. Instead they can download the free version of SQL Express and never worry about exceeding the space limitation set on SQL Express.

There are many software solutions out there for multiple users but what about a solution for a single user that does not want to download a large piece of software that will significantly slow down their personal computer. Products like Sage Act and Maximizer software can be up to a 5 GB download and will put a large burden on a customer’s personal computer. InfoFlo for a single user is only a 250MB download because it is using a Firebird database which is better from a single user perspective. If you have questions or comments please post them below we would love to hear your feedback. For information about InfoFlo please visit


Free Contact Management Software – Is it worth it?

Many Small Medium Business’s today prefer to use a free contact management software rather than paying for one. They assume that by combining it with Microsoft Outlook, it would meet all of their sales and contact management needs.

However, in the long run, many of these businesses regret their decision later on as they get overwhelmed with information and need to deal with information overload.

Alternatively, many of them are looking for an affordable contact manager software that would include all the friendly features currently used in Outlook, such as email, notes, tasks and calendar. With this design in mind, all information can be stored in a single place, placing all information at the tip of their fingers.

The problem with contact management or CRM solutions today is that:
1. Many do not offer these integrated solutions
2. Many are expensive and small business’s can not afford them

One solution would be to use InfoFlo, the contact management software which we sell. It fully integrates all customer information into a single solution and includes features such as email management, tasks, calendar, notes, document management, scanning and more. It’s also quite affordable (starting at only $99) and is only a one-time cost for life. For more information please visit .

I would be interested if anyone can comment on other contact management solutions which they currently use that they feel are fully integrated and affordable.



Integrated Contact Management Software that’s Affordable and a ONE-TIME-COST


In today’s information technology era, businesses all over the world are inundated with an endless stream of information. Digital Files, hard copy documents and pictures and videos are constantly coming in or out of an office. Collecting, organizing, archiving and retrieving such information is becoming a common challenge for businesses, especially, when critical and immediate decisions have to be made.


By using today’s patchwork approach to systems, including the purchasing of disparate solutions, unnecessarily increases cost, complexity and risk. It leads to redundant content and to a lack of connections among systems and departments, not to mention the hours typically wasted in trying to find and retrieve information.

In addition, companies today expect their current systems to do more with less; however, many systems cannot handle these demands as they only offer subsets of a fully integrated contact management software. Although businesses may be reluctant in allocating funds for such technology, companies must examine their current systems to ensure that they have what it takes to operate efficiently and remain competitive.

Bottom Line: Most companies need to access at least one form of activity associated with an integrated Contact Management Software; whether it be as a scanning solution, document management or archiving solution, document collaboration solution, project management solution and/or email management solution in addition to other specific point activities required to get their job done effectively and effortlessly.

…….Look No Further, InfoFlo which starts at $99 per user, has arrived!! It offers a fully integrated contact management solution at an affordable price. Now you can use a SINGLE solution to manage all of your customer and office management needs.

Unlike our competitors, InfoFlo is a ONE TIME cost for life and includes FREE UPGRADES!! Please visit and take advantage of our FREE 30 DAY TRIAL.


Contact Management Software that you can afford

Contact Management Software is usually expensive to purchase, complicated to setup and requires many hours of training. For this reason many companies prefer to remain with Outlook and not deal with the headache of installing a contact management software or CRM software.

For this reason, we have developed InfoFlo which starts at only $99 per user.

Product Overview:

InfoFlo is highly customizable, feature rich and affordable CRM solution that is fully integrated with Outlook. We currently compete with CRM solutions such as ACT, SalesForce and Maximizer and are signing up customers who are frustrated with these solutions on a daily basis.

What makes our software unique is:

  1. All contact information is only  a single click away because we link all emails (automatically linked to the contact!!), calendar appointments, files, notes, tasks,  telephone calls and more to each contact. While at the same time we also provide a list of all emails, notes, appointments, tasks created in the entire system offering a 360 degree of an office
  2. Features such as email marketing with personalized fields, document management with version control, scanning, project management, calendar sharing, PDF converter and business card scanner
  3. Easy to Customize
    1. Our system is centered around 4 entities: Contacts, Companies, Categories, Projects. All of these entities can be renamed
    2. Custom Fields for contacts, companies, projects
    3. Custom calendar appointments, task types, project types
    4. Custom Folder names and Templates
    5. Custom Scanning Workflow
    6. Outlook Sync feature so that users don’t need to change their environment, while still working within InfoFlo: We are one of the few CRM solutions that has successfully created a sync with Outlook. Many CRM solutions claim to have this, but it in fact does not work as advertised. I believe that there are many SMB’s that are using OpenText software and are only using Outlook as their CRM. I see quite a large target market here.
    7. Affordable one-time cost: Infoflo is affordable and is only a one-time cost for life.

InfoFlo is an affordable contact management software that’s easy to setup and is very user friendly.


Email Auto Linking in your Contact Management Software?

An efficient contact management software should include some type of email management. Most of these contact manager solutions, such as Act, Goldmine and Outlook’s Business Contact Management offer this type of feature, but make it very complicated to setup and time consuming to maintain. Wouldn’t it be nice if your contact management software could automatically link emails to contacts for you, without you having to do anything?

The best contact management solution would simply check every new email that comes in and automatically link it to a contact by matching the From field and the contacts email address. If there is no such match, then the contact management software should place it in an “Unknown” box.

This is exactly what InfoFlo does! With InfoFlo, you simply click on a contact and you can automatically see all emails linked. If that email is from a contact that’s not added, the software lets you populate it and create a new contact from it.

You can find more information here:


2. Youtube video on how InfoFlo populates Unknown emails:



Why Is Document Management Important for your Contact Management Software?

Most contact management software (CRM) solutions include some kind of document management features. Typically these features includes the option to archive/link a document to an entity, such as a contact, company or project and collaborate with other users. This can become very useful as now users can view entity information in addition to all files related.

However, the main problem with these contact management solutions is that they don’t offer complete document management features, such as version control and reverting to a previous version. Without these 2 essential features, most contact management software’s on the market still force their customers to either purchase a 3rd party document management software or manually create new version of a document each time they want to make changes.

for this reason, InfoFlo includes complete document management features. It is the only contact management software on the market that includes all the features: document archiving (document linking), collaboration, version control and revert back to previous version. With this complete feature set users can enjoy all the benefits of a contact manager software fully integrated with all the document management features they would need. There is no need to purchase a 3rd party document management software and all information is stored on one central server, rather then on two separate servers.

You can find more information here:



How Do I Link Emails to Contacts in Outlook, Gmail, ACT or any other Contact Management Software?

Wouldn’t it be nice if your contact management software automatically linked emails to contacts for you?

Just imagine not having to spend the time in creating rules and filters in Outlook, or how much money you would save not having to pay a consultant to set it up for you.

If you are using InfoFlo as your contact manager, that’s exactly what you get. You’ll never need to link emails again as the software knows to automatically link emails to contacts for you. It does this by checking if an email that has just been downloaded by the system matches a contact that has been added. If it finds a match it automatically links the email to the contacts and marks the email as Known.

At any time an InfoFlo user can see all emails linked to a specific contact, while still having and Inbox view of all Known (emails from contacts added to InfoFlo) and Unknown.

We at Carmel Vision are proud to be one of the few software companies to offer such a feature. Our customers definitely appreciate the time and money that we are saving them.


How to import contacts into a contact management software

A customer called today and asked about the contact management features within InfoFlo. He explained that all of his contact information was contained within one huge excel file that was causing him havoc. He asked if InfoFlo could help.

We explained that by using InfoFlo’s import wizard you can import from a CSV, Excel or from Outlook and map all fields, including all custom fields.

Within minutes, we imported his excel sheet of 5000 contacts. He could now click on a contact, view all contact information, including all custom fields and see all the categories and companies linked. As well, he could click on a category and see all contacts and companies linked. He couldn’t believe how quick and easy it was to finally manage all of his information using InfoFlo.

We also explained to him that emails are automatically linked to each contact and that he can view all calendar events, notes, documents, tasks and more linked to each contact! Needless to say, he was a very satisfied customer.

We hope to post a story everyday explaining how we help our customers. Thank you all for your interest in InfoFlo.