Contents

This tutorial will walk you through setup of the main features of TeleMagic. At the bottom of each window, you will find buttons for accessing the full TeleMagic help project: , exiting this tutorial: , returning to the table of contents: , and moving to the next:  or previous page:  of the selected lesson. It is recommended that you have TeleMagic running and perform the setup as each step is discussed. When you have completed the steps in the current page, click Next to move to the next page.

As you move through this tutorial, the instructions will appear near the option being discussed. TeleMagic should be maximized. (You should see this [image] set of buttons on the right of your title bar. If you see this [image] set of buttons, click this [image] button to maximize TeleMagic.) You should also make sure your Windows taskbar does not appear over TeleMagic. If it does, close TeleMagic and access Taskbar Properties by right clicking on the taskbar. Either mark Auto Hide, or unmark Always on Top. Save these properties then launch TeleMagic again.

For proper alignment of the instructions and the TeleMagic options, select your monitor resolution from the list:

640x480 Screen Resolution

800x600 Screen Resolution

1024x768 Screen Resolution (Small Fonts)


Add this back when large fonts are fixed

1024x768 Screen Resolution (Large Fonts)


Table of Contents

 	Word Processing Setup

 	Phone Calls

 	Faxing

 	Wireless Messaging

 	Branch Scripting(Supervisor Only)

 	Key Fields

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Key Field Setup

Key Fields let you tell TeleMagic what fields in your database contain key information. For example, you may want to print address labels for your contacts. TeleMagic needs to know which fields contain the name and address information.

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Accessing Key Field Preferences

Key Field setup is done in TeleMagic’s Preferences. Preferences allow you to control how TeleMagic behaves. Access Preferences by selecting Options, Preferences from the menu at the top of TeleMagic. If Preferences is already open, proceed to the next step. Your changes will be saved when you finally click OK. If you click Cancel, all changes will be abandoned.

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Selecting Key Field Preferences

Click on the Key Fields tab. (If this tab is not available, you are not a supervisor user.)


Setting Key Fields

The Key Fields screen lets you select the contact fields in your database that contain information that TeleMagic will need to use when referencing a record. Each field reference is followed by a drop down list: Click in the field to the right of each field name to view a list of the available contact fields. Highlight a field on the list to select it as the Key Field.


Selecting the Level

Key Fields must be set separately for each database level. Select each level in turn from the radio buttons.


Address Fields

The fields Company through Country allow you to establish the contact fields that contain the contacts’ name and addresses.


Phone Fields

The Primary Phone, Phone 2, and Phone 3 fields let you select the three main phone numbers. You can use more phone numbers in the database; these are just the ones that will be displayed in reports and other areas of reference. (You may need to use the scroll bar, to the right of the Selected Key column, to scroll down enough to see all of these fields.)


E-mail Address

Scroll down the list to find the E-mail Address field. Select a field that will contain an e-mail address. You must establish an e-mail address key field to be able to automatically link incoming e-mail to your contact records.


Pager # Field

Scroll down the list and select the field that contains Wireless Messaging terminal numbers. Pager fields must be added to the database. See the Wireless Messaging lesson in this tutorial for more information.


Pager ID Field

Scroll down the list to the Pager ID field. From the drop-down list, select the field that contains the contacts pager ID.


Fax #

Scroll down the list to the Fax # field. Select the field that contains the contact’s fax field.


Fax Stamp

 Scroll down to find the Fax Stamp field. Information from sent faxes will be stamped into this field.


Default Page

Scroll down the list to find the Default Page field. Select a field that will contain a page name. When you go to the record, this page will open first.


Record Descriptor

The record descriptor is used throughout TeleMagic to identify a record. You can use the default or click the button to open the Expression Builder. Click Here for information on the Expression Builder.


Key Field Setup is Complete

This completes the basic Key Field setup. Click OK to save your settings and exit Preferences, or return to the Contents page to set up another area of TeleMagic. (Your Key Field preferences will be saved when you choose another topic from the list.)

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Word Processing Setup

The TeleMagic Word Processing feature allows you to link between TeleMagic and your word processor. TeleMagic’s merge function allows you to create documents and document templates in any of the supported word processors. These can be anything from a letter to a contact, to a company newsletter. You can set up any combination of supported word processors. Before you can use the word processing features, you must set up at least one word processor.

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Accessing Writing Preferences

Word Processing setup is done in TeleMagic’s Preferences. Preferences allow you to control how TeleMagic behaves. Access Preferences by selecting Options, Preferences from the menu at the top of TeleMagic. If you already have the Preferences page open, continue to the next step. Any changes you have made will be saved when you finally click OK. If you click Cancel, all changes will be discarded.

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Selecting Writing Preferences

Click on the Writing tab.


Word Processor

Select your word processor from the list.


Command Line

Type in the path to your word processor or click on the ellipsis button( [image]) to search for the executable. You do not need to enter anything if “Automatically Determined” appears in this field.


Working Directory

This is where your files will be stored by default. You can accept the suggested path or enter a different path. Use the ellipsis button to browse for a path.


Include Date and Dear Field in Quick Letter

Unless you have created a Standard Address that includes the current date and a salutation, mark this check box to include this information in your Quick Letters.


Create Activity when Printing

Mark this if you want to keep track of the documents that have been printed for each contact with a linked activity.


Stamp Notepad on Merge

Mark this if you want to make a note in the contact’s notepad each time a document is printed for that contact.


Set as Default

Mark this checkbox to make the selected word processor your default word processor. A default word processor is generally optional, unless you use the Quick Letter feature. You must have a default word processor to use Quick Letter.


Word Processing Setup is Complete

This completes the basic word processor setup. Click OK to save your settings and exit Preferences, or return to the Contents page to set up another area of TeleMagic. (Your Writing preferences will be saved when you finally click OK. If you click Cancel, all changes will be abandoned.)

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Dialer Setup

The TeleMagic Dialer allows you to use a modem attached to your computer to automatically place phone calls to your contacts. It also allows you to keep a history of calls you have made to each contact. In fact, you can track call information even if you do not have a modem. If you do have a modem, it should be installed and tested before setting it up in TeleMagic. Once your modem works, you can set up TeleMagic to communicate with it.

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Accessing Dialer Preferences

Dialer setup is done in TeleMagic’s Preferences. Preferences allow you to control how TeleMagic behaves. Access Preferences by selecting Options, Preferences from the menu at the top of TeleMagic. If you already have the Preferences page open, continue to the next step. Any changes you have made will be saved when you finally click OK. If you click Cancel, all changes will be discarded.

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Selecting Dialer Preferences

Click on the Dialer tab.


Local Area Code

Enter your area code in this field.


Dialer Prefix

Use this field to contain the number you use to get an outside line.


Prefix for Local Call

If you have to dial a number when making a local call, but not for long distance calls, enter it in this field.


Prefix for Long Distance Call

Use this field for the number you dial before long distance calls.


Prefix Override Character

Enter a character that will instruct TeleMagic to dial a number exactly as it sees it. If this is in a phone field, TeleMagic will not use any of the prefix, suffix, or area code information for that number.


Dialer Suffix

Enter any characters you would like dialed after the phone number in this field.


Dial Using

Select the dialing device that you will be using from the drop-down list.


Tone/Pulse

If your phone system cannot support tone dialing, select the pulse radio button.


Zoom Dial

Mark this check box if you would like TeleMagic to dial the phone number for the next record after you hang up a call.


Create Activity

Mark this check box if you would like to keep a history of calls to a contact using activities.


Insert Notes Into Notepad

Mark this if you would like to record details about phone calls in the contacts’ notepads.


Dialer Setup Complete

This completes the basic dialer setup. Click OK to save your settings and exit Preferences, or return to the Contents page to set up another area of TeleMagic. (Your Dialer preferences will be saved when you finally click OK. All changes will be abandoned if you click Cancel.)

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Faxing Setup

The TeleMagic fax system allows you to fax documents, reports, and other files to your contacts. You have the choice of faxing from your local workstation, or setting up a special workstation that will act as a server. This lesson covers local fax setup. (Server setup is an advanced feature that is covered in the System Administrator Guide and in the main TeleMagic help.)

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Accessing Faxing Preferences

Faxing setup is done in TeleMagic’s Preferences. Preferences allow you to control how TeleMagic behaves. Access Preferences by selecting Options, Preferences from the menu at the top of TeleMagic. If you already have Preferences open, proceed to the next step. Any changes you have made will be saved when you finally click OK. If you click Cancel, all changes will be abandoned.

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Selecting Faxing Preferences

Click on the Fax tab.


Configure Faxmodem
Configure Faxmodems

Click this to open a dialog box where you can configure your faxmodem(s).


Faxmodem Configuration

Click Auto Configure Faxmodem. TeleMagic will search for your faxmodem. Any devices detected will be indicated at the bottom of this dialog box and added to the list of faxmodems. Your modem must be class 1, 2, or 2.0 to work with TeleMagic. Click Close to close this dialog box and continue with the setup.


Fax Local ID

In this field, type a name that will identify the origin of your faxes in the LCD of the receiving fax machine.


Close Word Processor After Faxing

TeleMagic will open your word processor to get the documents to fax. Mark this if you want it automatically closed after it is done. (If you have the word processor open before faxing, you will lose unsaved work if you use this option.)


Use Dialer Prefix - Fax

Mark this if you want to use the number to get an outside line that is entered in Dialer preferences when faxing.


Use Local Faxmodem

Mark this if you would like to fax locally.


Modem Speaker On - Fax

Mark this if you would like to hear the modem as it dials. You must have selected to use the local faxmodem for this option to be available.


Sending Preferences - Fax

These check boxes let you establish defaults for what will happen when a fax is sent. You can change these for individual faxes if necessary.


E-mail Notify

Mark this if you want an e-mail when the fax is successful.


E-mail on Failure

Mark this if you want an e-mail when the fax fails.


Create Activity - Fax

Mark this if you want to use activities to track faxes that have been sent to a contact.


Notepad Stamp

Mark this if you want details on the fax stamped in your notepad.


Monitor Fax (Local)

Mark this if you would like to display the status of local faxes as they are sent.


Notification (Local)

Mark this if you would like a pop-up notifying you on successful completion of local faxes.


Stamp Comments

If you are keeping a record of the fax in a memo field or activity, mark this to include cover comments.


Stamp Documents

If you are keeping a record of the fax, mark this to list the documents that were sent.


Fax Setup is Complete

This completes the basic fax setup. Click OK to save your settings and exit Preferences, or return to the Contents page to set up another area of TeleMagic. (Your Fax preferences will be saved when you finally click OK. If you click Cancel, all changes will be abandoned.)

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Wireless Messaging Setup

Wireless Messaging allows you to send pages through TeleMagic to your contacts or other TeleMagic users. Setup of the Wireless Messaging feature involves setting up your workstation for sending pages, and entering information that TeleMagic will use when other users want to send a page to you.

The System Administrator can also add fields to the contact database screen for sending Wireless Messages to contacts. Click here if you are the System Administrator and would like to set up this feature.

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Accessing Wireless Messaging Preferences

Wireless Messaging setup is done in TeleMagic’s Preferences. Preferences allow you to control how TeleMagic behaves. Access Preferences by selecting Options, Preferences from the menu at the top of TeleMagic. If you already have Preferences open, proceed to the next step. Your choices will be saved when you finally click OK. If you click Cancel, all changes will be abandoned.

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Selecting Wireless Messaging Preferences

Click on the Wireless Messaging tab.


Receiving Preferences

Receiving preferences tell TeleMagic what information to use if someone wants to send a page to you. You may need to contact your paging carrier to obtain some of this information.

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Pager ID

Enter your personal pager ID (PIN) number.


Pager #

Enter the phone number TeleMagic should dial to send you a page.


Select Modem

Select the modem to be used for wireless messaging from the drop-down list.


Packet Size

Enter the maximum packet size your paging carrier will accommodate.


Sending Preferences

The rest of these options are sending preferences. These tell TeleMagic about your modem and let you set defaults for when you’re sending someone a page.

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# of Retries

Enter the number of times TeleMagic should attempt to send a page if it doesn’t go through on the first attempt.


Sending Options

These check boxes let you establish defaults for what will happen when a Wireless Message is sent. You can change these for individual pages if necessary.


Notify On Completion

Check this if you would like to be notified with a pop-up when a message is successfully sent.


Notify On Failure

Check this if you would like to be notified with a pop-up if a message is not successfully sent.


Paste Current Contact Info

Check this if you wish to have Company, Contact, and address key fields from the current record in the Contact Manager or the linked record in the Activity Manager pasted by default into the message.


Monitor Transmission

Check this if you would like to be able to view a dialog box displaying the progress of the page transmission.


Activity/To-Do - Paste Comments

Check this if you wish to have the contents of the activity or To-Do Comments field pasted by default into the message.


Use Dialer Prefix

Check this if you wish TeleMagic to dial the Dialer Prefix entered in Dialer preferences when sending wireless messages.


Modem Speaker On

Check this if you wish to hear the initialization and dialing noises made by the modem.


Wireless Messaging Setup Complete

This completes the basic Wireless Messaging setup. Click OK to save your settings and exit Preferences, or return to the Contents page to set up another area of TeleMagic. (Your Wireless Messaging preferences will be saved when you choose another tab.)

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Branch Scripting Setup

A script is a pre-written set of statements, answers, questions, or instructions. At each “branch” or page of the script, you are given a list of choices. You move through the script by selecting the next piece of information to view from the list. For example, a script might instruct you to ask a customer a question. The branch you open next will depend on the customer’s answer. Scripts are used mostly by people who work with customers over the telephone, but they can be used anywhere you want to move through a set of steps. Branch Scripting setup is limited to Supervisor users. If you are not a TeleMagic Supervisor, click Contents to select another lesson.

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Accessing Branch Scripting

From the menu at the top of TeleMagic, select Office, Branch Scripting.

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Accessing Setup

Click Setup.


Add a Script

To add a new script, click Add Script.


Script Name

Type a name for your script. This will also be the title of the first branch (or page) of your script.


Branch Text

Enter the text that you want to appear when this script is first opened. Select different fonts, font effects, centering options, and start bulletted lists by using the controls above this field.


Include Expressions
Insert Expression

An expression lets you include information that could change. For example, you may want to include the contact’s name or information from another field in the record. Click on Insert Expression and follow this link if you would like to include an expression.


Saving the Script

Click Save to save the script.


Branch List

When your new script is selected from the drop-down list, it will appear in the branch list. As you add new branches, they will appear below this primary branch.


Add a Branch

To add another branch, click Add Branch and follow the steps you used when adding the primary branch.


Branch

Enter the name for the new branch in this field. When you add a sub-branch, a level number appears next to it in the Branch Scripts and Branch Scripts Setup dialog boxes. All of the branches numbered 002 will appear as choices under the first branch. To add branches that will appear as choices under a level 002 branch, highlight that branch and click Add Branch. If you have more than one level 002 branch, you can have several level 003 branches for each one.


Branch Text

Enter the text that you want to appear when this script is first opened. Select different fonts, font effects, centering options, and start bulletted lists by using the controls above this field.


Add Fields
Associate Fields

You have the option to associate contact fields with your branches. For example, you may ask a question in your script. If you associate a field with that branch, you can enter the answer directly into a contact field without leaving Branch Scripting. To associate fields, click Associate Fields.


Selecting Fields

Select each field you would like to add in turn and click Add. You can select all fields by clicking Add All.


Selected Fields

The fields will move to this list. When all of the fields you want to associate with this branch are in this list, click OK.


Branch Scripting Setup Complete

This completes Branch Scripting Setup. Click Close to exit each setup screen.

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Loops Follow


Expression Builder

This dialog box lets you create an expression to define the record descriptor using TeleMagic contact fields, functions, variables, and/or text. (The Expression Builder is an advanced TeleMagic feature. It is recommended that you review TeleMagic’s on-line help for information on building expressions.)


Functions and Variables

Functions are special tools that give you more power in your expression. For example, if you have a field that contains a name, but you want to only use the last name, there is a function that will pull just that information. A Variable is data that changes. For example, the database level that is currently open is a variable. TeleMagic’s on-line help gives complete information and examples on the available functions and variables.


Fields

This is the list of fields that can be used in your descriptor. Highlight the desired field and click Select.


Expression Text

When you select functions, variables, or fields, they will appear in this box. Each item should be separated by a plus sign. If you would like to include text in your expression, type it into this box in quotation marks. For example, if you selected the field contact2.contact you could type this descriptive text:  “Contact Name:  “+contact2.contact. (Don’t forget to type in any spaces you would like to follow your text.)  For a contact named John Jones, this would appear as  Contact Name:  John Jones.


Saving Your Descriptor

When you have finished with your expression, click OK. TeleMagic will check the expression to make sure there are no errors. If there are, you will get a message and be allowed to go back and fix the expression. (If you get an error, refer to TeleMagic’s on-line help for more complete information on building expressions.)


Adding Wireless Messaging Fields

If you would like to store Wireless Messaging data in your contact records, you may add fields to your contact database to store this information. When you access the Wireless Messaging feature from a record, TeleMagic will read this information and offer it as a default. To add fields to your database, select File, Add/Edit Fields from the menu at the top of TeleMagic.

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Add Pager #

Click Add.


Pager # Prompt

Type Pager #.


Pager # Field name

Give your field a name. You may name the field anything you like, as long as there isn’t another field with the same name.


Pager # Type

Click on the arrow to open the list. Scroll down and choose Pager.


Pager # Length

Type 14.


Pager # Template

Click Template.


Pager # Input Mask

In this field, type 9-999-999-9999. You must type this exactly as shown. Click OK to save the template.


Save Pager Number

Click Save Field to save Pager Number field.


Add Pager ID

Click Add to create a field to contain the Pager ID (Pager PIN).


Pager ID Prompt

Type Pager ID.


Pager ID Field name

Give your field a name.


Pager ID Type

Click on the arrow to open the list and choose Character.


Pager ID Length

Type 8.


Pager ID Template

Click Template.


Pager ID Input Mask

In this field, type XXX-XXXX. You must enter the template exactly as shown. Click OK to save the template


Save Pager ID Setup

Click Save Field to save the Pager ID field.


Save Your Fields

Click OK to save your new fields.


Field Setup Complete

The next time you rebuild your database, these fields will be added to the database. (You should repeat these steps for any other database levels if necessary.)  You must now perform a simple rebuild to add these fields to the database. When you are ready, access Rebuild by selecting File, Rebuild from the menu at the top of TeleMagic.

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Rebuild Options

Unmark all of the check boxes except Database.


Begin Rebuild

Click OK. The rebuild will begin and a status bar will keep you updated on its progress.


Accessing the Screen Designer

Once you have created the fields, you must add them to the contact page. This is done using the Screen Designer. To open the Screen Designer, select Contact Manager, Contact Utilities, Screen Designer from the menu at the top of TeleMagic.

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Select the Level

Select the level containing your fields.


Select the Page

Select the page where you want the fields to appear.


Field Tool

 Click this tool, then click on the page where you want the first field.


Add the Pager # Field

Select the Pager # field and click Select.


Select the Field Tool

 Click this tool, then click on the page where you want the second field.


Add the Pager ID Field

Select the Pager ID field and click Select.


Save the Page

Click Save.


Close the Screen Designer

Click Close.


Pager Key Fields

Once the fields have been added, you must set up your Key Fields to point to your new fields. Key Field setup is done in TeleMagic’s Preferences. Preferences allow you to control how TeleMagic behaves. Access Preferences by selecting Options, Preferences from the menu at the top of TeleMagic.

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Key Field Preferences

Click on the Key Fields tab. (If you cannot access this tab, you are not a supervisor user.)


Selecting the Field Level

Select the level containing the pager fields you added.


Locate the Pager # Field

Select the Pager # field. (Scroll through the list to find the Pager # field label. Click on the field next to the Pager # label.)


Locate the Pager ID Field

Select the Pager ID field.


Wireless Messaging Field Setup Complete

Click OK to save your settings and exit Preferences. If you select to send a Wireless Message from a contact record that has information in these fields, that information will be offered as a default when you send a page.

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Expression Builder for Scripting

This dialog box lets you create an expression using TeleMagic contact fields, functions, variables, and/or text. (The Expression Builder is an advanced TeleMagic feature. It is recommended that you review TeleMagic’s on-line help for information on building expressions.)


Variables and Functions

Functions are special tools that give you more power in your expression. For example, if you have a field that contains a name, but you want to only use the last name, there is a function that will pull just that information. A Variable is data that changes. For example, the user that is currently logged into TeleMagic is a variable. TeleMagic’s on-line help gives complete information and examples on the available functions and variables.


Contact Fields

This is the list of fields that can be included in your script. Highlight the desired field and click Select.


Text of the Expression

When you select functions, variables, or fields, they will appear in this box. If you have more than one item selected, each should be separated by a plus sign.


Saving your expression

When you have finished with your expression, click OK. TeleMagic will check the expression to make sure there are no errors. If there are, you will get a message and be allowed to go back and fix the expression. (If you get an error, refer to TeleMagic’s on-line help for more complete information on building expressions.)