About Topaz Form Tracking

Topaz boasts the following features and benefits . . .
  • Encourages customers to use the internet for inquiries rather than phone calls
  • Collects customer email, faxes, text messages, web forms and social media comments
  • Tracks issues to completion - eliminates abandoned or lost requests
  • Provides easy-to-use online forms
  • Forms include signatures for online contracts
  • Generates PDF copies of submitted forms for document retention
  • Workflow Management - assigns requests according to rules you provide
  • Agents use templates to respond via email, fax or text with two mouse clicks
  • Secure - PCI Certified
  • Can broadcast email and produce mailing labels and personalized, signed letters
  • Provides Executive Dashboard and management reports
  • Saves labor, improves morale
  • Affordable
And solves the following problems . .

Problem: We receive hundreds of emails and web-form inquiries each week and we're having problems managing all of them. I'm not sure who is handling each issue and I worry that some may not get resolved.

Solution: That's why Topaz was designed. Topaz provides an easy-to-use tool that lets you organize, assign, monitor and respond to all your incoming inquiries. Topaz eliminates abandoned or lost requests. At a glance at our Dashboard you can see which issues are pending and who they are assigned to.

Problem: Customers don't trust email or a single "Contact Us" form to answer their questions so they call us instead. How do we get them to use our website?

Solution: Use Topaz to provide a web-form for each potential issue. When customers see that you have gone to the trouble to provide a form for their problem they are more likely to use the form rather than make a phone call or send an email.

Our experience has demonstrated that the presence of multiple forms on a website greatly increases the number of web-based inquiries. Our clients who have implemented Topaz forms have seen their customers' electronic inquiries increase ten-fold and change from mostly email to 90 per cent forms.

Problem: Our customers don't seem to be using the forms that we have. How are your forms better?.

Solution: Customers don't want to create an online account or have to login to use a form. Or to download, print and then mail a form. Topaz online forms are accessible and easy to use. We use our experience and expertise to design forms that get results. We'll also provide you tips to make your forms easily found on your website.

With Topaz forms, customers can sign an online form or contract using their mouse, stylus or finger. Legislation at the federal level and passed by all fifty states makes these online contracts legally enforceable.

Problem: How do you verify the identiy of the person submitting a form?

Solution: Our clients feel that having the customer supply a photocopy of their driver's license or other photo ID is sufficient to verify their identity. Topaz provides four different methods for customers to provide the photocopy or other digital document. Compliance has been good. Most customers have access to a scanner, photocopier, fax machine or smartphone camera at their home or office.

Problem: Web-forms are expensive and time consuming to create.

Solution: Not Topaz forms. Topaz is an affordable monthly service that includes all the custom forms you need. Our basic package provides up to 30 custom forms. We can create most forms in 24 hours. Even the most complex form can be implemented in less than one week.

Problem: Our web-form inquiries arrive via email which are difficult to manage and sometimes gets delayed or dropped.

Solution: Topaz forms do not arrive via email. As soon as the customer submits their form it is stored securely in your Topaz database. Within seconds each Topaz request is assigned to an agent and your agent is notified. Use Topaz to monitor the progress of issues and see that none are abandoned.

Problem: Customers' emails often are forwarded, copied or replied to. Soon we have dozens of emails for the original issue. What a mess!

Solution: Topaz keeps replies stored with the original issue. You can easily view, in one place, all the correspondence related to the original issue.

Problem: Our agents cut-and-paste our prepared email responses. This takes time and sometimes there are mistakes.

Solution: Topaz provides email templates that you design. With one click, agents create a personalized email response that includes the customer's data.

Problem: Our agents spend a lot of time retyping data from emails we receive.

Solution: Topaz form submissions are stored in a database, ready for you to examine, edit, transmit or print. Don't retype inquiries - your customer has already done the data entry for you!

To learn more click here to download our whitepaper or contact us at:

Kaplan Communications
topaz@kapcom.com
404-633-8535