Use this article to understand Prospect Statuses in New DealMachine: what they are, how to set them, what happened to your old Hot, Warm, Cold, Follow up and Do not contact tags, and how Do Not Contact affects your direct mail.
What is a Prospect Status?
A Prospect Status shows where a prospect stands with you. There are five statuses:
Hot
Warm
Cold
Follow up
Do Not Contact
Each prospect can have one status at a time. Tags still exist and work the same way as before: a record can have as many tags as you like.
Where did my Hot, Warm, Cold, Follow up and Do not contact tags go?
These five used to be default tags. They are now Prospect Statuses. Your existing tags were converted automatically, so you didn't lose anything.
If a record had more than one of these tags, it now has the single highest-priority status, in this order:
Do Not Contact
Hot
Follow up
Warm
Cold
For example, a record tagged both Hot and Cold is now Hot. A record tagged Do not contact and anything else is now Do Not Contact.
Custom tags were not converted. If you created your own tag with a similar meaning (for example, "DNC" or "Don't mail"), it stays a tag and does not stop mail. To make those records Do Not Contact, filter Prospects by that tag, select them, and set their status in bulk (see below).
How to set a status
On one record: open the property or person and set the status in the Activity area.
On many records: go to Prospects, select the records, click Actions, click Set Status and choose the status to apply.
With AI Chat: ask AI Chat to set the status for the prospects you name.
Find prospects by status
On the Prospects page, add the Status column to see each prospect's status, and use the Status filter to show only the statuses you want.
What Do Not Contact does to your mail
Setting a prospect to Do Not Contact affects direct mail right away:
Pending mail stops. Mail that hasn't been sent yet to that record is stopped.
New campaigns skip the record. If you add a Do Not Contact record to a new campaign, it is left out.
A campaign with only Do Not Contact records can't be created. If every record you selected is Do Not Contact, the campaign is refused.
Mail that has already been sent to the printer can't be pulled back.
Good to know
Statuses are not included in exports at this time.
Statuses can be read through the API, but can't be set through the API yet.
Tags are now one shared list. Your default tags and your Driving for Dollars tags are managed together in Settings > App settings > Tags, and all tags show in the Activity area. The old "use a different set while driving" setting has been removed.