OS/2 Shareware BBS: InfoMgt/InfoMgt.zip/contacts.zip/CONTACTS.HLP

OS/2 Help File | 1995-02-24 | 81KB | 3,329 lines

ΓòÉΓòÉΓòÉ 1. Introduction ΓòÉΓòÉΓòÉ

Welcome to Contact Connection from Computer Interface Corporation - the
flexible contact information manager for IBM's OS/2 Operating System. Contact
Connection can be used in a variety of ways.  It functions as a personal
address book, keeping track of addresses, phone numbers, etc. Use it to print
form letters, envelopes, mailing labels, or to automatically dial a phone
number.  Small businesses can use it to store information on customers,
suppliers, sales leads, etc.

It also includes an Action Tracker, to track activities such as phone calls or
letters, and to remind you of action items that need to be completed. Another
feature is the File Tracker, which allows you to associate files with a
contact, for example all letters you have written to the contact.


ΓòÉΓòÉΓòÉ 1.1. Basic Commands ΓòÉΓòÉΓòÉ

The following sections describe the basic commands that are used throughout
Contact Connection.  In addition to the required commands, you will also find a
variety of shortcuts and alternative methods for accomplishing data entry
tasks.

We use the term "record" to refer to the collection of data in a window.
Contact Connection records can be viewed in either a browse format or in a list
format. The browse format is a "one record per screen" display that lets you
navigate through the entire list of records one at a time.  You must be in the
browse format in order to edit a record. The list format displays only partial
information of a record, but displays several records at a time on one screen.

Browse Mode Commands

List Mode Commands

Data Entry Commands

Mouse Commands

Help Commands


ΓòÉΓòÉΓòÉ 1.1.1. Browse Mode Commands ΓòÉΓòÉΓòÉ

Saving a record

When you enter new information into a Contact Connection window, you must
actively save your changes if you wish to keep them. In most cases this can be
done by clicking on the Save button, pressing Ctrl-S, or choosing "Save Record"
from the Record Edit menu. If you make a change you don't want to save, just
close the window without giving a save command and the changes will not be
saved.  However, this also means it is important that you remember to save when
you want your changes to be kept.

Appending Records vs. Editing Records

Contact Connection browse windows can be used to add new records (the "Append"
mode) or to view existing records (the "Edit" mode). To turn the Append mode on
and off, (i.e., to "toggle Append"), click on the Add/Edit button, press
Ctrl-A, or select "Toggle Append Mode" from the Record Edit menu. Whenever you
switch to the Append mode, you will see a new, blank record, ready for new
information.

You will also notice that in the Append mode, the words "New record" are
displayed at the bottom of the window. This indicates that the record is new
and has not been saved yet. In the Edit mode, you will see a record number,
which indicates the record has been saved and has been assigned a number.

Note: when you turn Append off, make sure you remember to save the record you
are working on first.

Moving Between Records

In any browsing window, you can move to the first record, the previous record,
the next record, or the last record using any one of three approaches (the
"order" of the records is determined by the chronological order in which they
were appended). You can use the browsing buttons along the bottom of the
window, the menu options in the "Browse" menu,  or the keystroke equivalent, as
shown in the table below.

ΓöîΓöÇΓöÇΓöÇΓöÇΓöÇΓöÇΓöÇΓöÇΓöÇΓöÇΓöÇΓöÇΓöÇΓöÇΓöÇΓö¼ΓöÇΓöÇΓöÇΓöÇΓöÇΓöÇΓöÇΓöÇΓö¼ΓöÇΓöÇΓöÇΓöÇΓöÇΓöÇΓöÇΓöÇΓöÇΓöÇΓöÇΓöÇΓö¼ΓöÇΓöÇΓöÇΓöÇΓöÇΓöÇΓöÇΓöÇΓöÇΓöÇΓöÇΓöÇΓöÇΓöÇΓöÇΓöÉ
Γöé               ΓöéWindow  ΓöéBrowse Menu ΓöéKeystrokes     Γöé
Γöé               ΓöéButton  Γöé            Γöé               Γöé
Γö£ΓöÇΓöÇΓöÇΓöÇΓöÇΓöÇΓöÇΓöÇΓöÇΓöÇΓöÇΓöÇΓöÇΓöÇΓöÇΓö╝ΓöÇΓöÇΓöÇΓöÇΓöÇΓöÇΓöÇΓöÇΓö╝ΓöÇΓöÇΓöÇΓöÇΓöÇΓöÇΓöÇΓöÇΓöÇΓöÇΓöÇΓöÇΓö╝ΓöÇΓöÇΓöÇΓöÇΓöÇΓöÇΓöÇΓöÇΓöÇΓöÇΓöÇΓöÇΓöÇΓöÇΓöÇΓöñ
ΓöéFirst Record   Γöé|<      ΓöéFirst RecordΓöéCtrl-Home      Γöé
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ΓöéPrevious RecordΓöé<<      ΓöéPrevious    ΓöéCtrl-Page Up   Γöé
Γöé               Γöé        ΓöéRecord      Γöé               Γöé
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ΓöéNext Record    Γöé>>      ΓöéNext Record ΓöéCtrl-Page Down Γöé
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ΓöéLast Record    Γöé>|      ΓöéLast Record ΓöéCtrl-End       Γöé
ΓööΓöÇΓöÇΓöÇΓöÇΓöÇΓöÇΓöÇΓöÇΓöÇΓöÇΓöÇΓöÇΓöÇΓöÇΓöÇΓö┤ΓöÇΓöÇΓöÇΓöÇΓöÇΓöÇΓöÇΓöÇΓö┤ΓöÇΓöÇΓöÇΓöÇΓöÇΓöÇΓöÇΓöÇΓöÇΓöÇΓöÇΓöÇΓö┤ΓöÇΓöÇΓöÇΓöÇΓöÇΓöÇΓöÇΓöÇΓöÇΓöÇΓöÇΓöÇΓöÇΓöÇΓöÇΓöÿ

Note: In some cases you can also request a search window so that you may
directly go to a record that matches certain conditions.

Deleting a Record

Deleting a Contact Connection record completely removes it from the program (as
opposed to deactivating records, which leaves the record intact but prevents it
from being displayed in Contact Connection lists). To delete a record, either
press Ctrl-X or select "Delete" from the Record Edit menu.

Note: the effects of deleting a record should be considered permanent.

Deactivating a Record

Deactivating a Contact Connection record does not completely remove it from the
program; rather, it leaves the record intact but prevents it from being
displayed in Contact Connection Lists. This is usually done when the record is
outdated and will not be used in the future, but you may need it for historical
purposes.

To deactivate a record, select "Deactivate" from the Record Edit menu.

Closing a Browse Window

To close a browse window, press Ctrl-Q, click on the Quit button, or choose
"Quit Screen" from the Quit menu.


ΓòÉΓòÉΓòÉ 1.1.2. List Mode Commands ΓòÉΓòÉΓòÉ

Contact Connection uses lists to display several records at a time on one
screen.

Moving Around in a List

To navigate around in a list, use the following keys, or click on the scroll
bars of the list.

Up Arrow - Move up one record in the list

Down Arrow - Move down one record in the list

Page Up - Move up one screenful of records in the list

Page Down - Move down one screenful of records in the list

Home - Move to beginning of the list

End - Move to end of the list

Using the List Popup Menu

Some Contact Connection lists have popup menus associated with them.  Use the
right mouse button, click on the right mouse button icon (on the titlebar of
each list window), or press Shift-F10 to display the popup menu for a list.

The right mouse button icon looks like a mouse with an arrow pointing at the
right mouse button.  It serves as a reminder that the popup menu is available.


ΓòÉΓòÉΓòÉ 1.1.3. Data Entry Commands ΓòÉΓòÉΓòÉ

In general, press Tab to move to the next entry field, and Shift-Tab to move to
the previous entry field.  Shortcuts have been provided for many of the entry
fields, as described below.

Date Entry Fields

Entering dates in Contact Connection is a user-controlled operation with a
variety of options and shortcuts.

Changing the date one day at a time

To change the date one day at a time, use the Up and Down arrow keys while the
cursor is on the date field.  For example, if the date is entered as 01/23/94,
and you press the Up arrow, it will change to 01/24/94.

Entering a partial date (day only, day and month only)

To speed up entry of a date, enter the day only, and Contact Connection will
fill in the current month and year.  For example, if it currently is January
1994, and you enter 23, the date will be converted to 01/23/94. Another option
is to enter the day and month, and Contact Connection will fill in the current
year.

Entering a date relative to today's date

In general, date fields will default to today's date.  Contact Connection
provides an easy method of specifying a date as an offset from today's date.
Enter  "+NX" in the date field, where N is a number, and X is D for day, W for
week, M for month, or Y for year.  For example, entering +3M is equivalent to
entering a date 3 months in the future from today's date. Also, you can use
"-NX" to indicate a time frame in the past.  For example, entering -5W is
equivalent to entering a date 5 weeks previous to today's date. The actual
equivalent date will be displayed after you hit TAB or Shift-TAB to move to
another field.

Changing the date entry and display format

To change the current date entry and display format used by Contact Connection
see

Setting Contact Connection Options. The supported formats are DD/MM/YY,
MM/DD/YY, and DD-MMM-YY.  Regardless of the format in which the date is
entered, it will be displayed using the option you have defined.

For example, assume you have chosen the option MM/DD/YY.  If you enter Jan 3
(and the current year is 1994), the date will be displayed as 01/03/94.

Time Entry Fields

There are some shortcuts that can be used when entering times in Contact
Connection.

Entering a partial time

If the time you are entering is 'on the hour', then you do not need to type in
'00' for minutes.

24-Hour Format

You may enter a time in 24-hour format, and it will automatically be displayed
in the AM/PM format.

EasyEntry Fields

EasyEntry fields are special Contact Connection fields that automatically try
to finish your typing for you. As you enter data into a field, Contact
Connection will find the entry from the list of previously defined entries for
that field that best matches what you are typing. A list of possibilities will
drop down beneath the entry field showing what Contact Connection has come up
with.

You may either pick any option from the list or just finish typing the entry
yourself.  To pick an entry in the drop down list, just highlight it and press
ENTER, or double click on it. Regardless of what you have typed, the complete
entry will load into the field.


ΓòÉΓòÉΓòÉ 1.1.4. Mouse Commands ΓòÉΓòÉΓòÉ

Left Mouse Button

Many of the features of Contact Connection can be accessed quickly using the
mouse.  For example, the left mouse button is used to select buttons, select
menu options, mark a checkbox, etc. Unless otherwise noted, we use the term
'Click' to indicate that you should click the left mouse button once.  If an
operation requires you to double-click, press on the left mouse button twice in
rapid succession.

Right Mouse Button

The right mouse button is used to access the popup menus that are associated
with many of the windows.  A right mouse button icon appears in the titlebar of
any window that has an associated popup menu. To display the popup menu,
position the mouse pointer anywhere in the window, and click the right mouse
button once.


ΓòÉΓòÉΓòÉ 1.1.5. Help Commands ΓòÉΓòÉΓòÉ

Help Icon

All windows in Contact Connection include a help icon in the upper right corner
(on the menu bar) for quick and easy access to context-sensitive help screens.
The icon looks like a question mark. Clicking on this icon displays the on-line
help screen for the current window.

You can also press F1 to access the same help screens.  Some screens also
contain a button that says "Help."  All three methods bring up the same help
interface.

Help Menu

The Help Menu contains the various help options Contact Connection offers.  Use
this menu to access the help index, general help, help for using the help
facility, etc.


ΓòÉΓòÉΓòÉ 1.2. Network Use ΓòÉΓòÉΓòÉ

Contact Connection can be used in a networked environment - just install the
program on the network server.  There are a few points you should be aware of
if you use Contact Connection in a networked environment.

If you try to view the data for a contact, and another user is also looking at
that same contact, you will receive a message similar to the following:

This record is being used by another user.  Select Yes to try again.  Select No
to load the record with Read-Only privileges.  Select Cancel to cancel the
request.

If you click on Yes, your request to view the data for that contact will
automatically be re-issued.  Contact Connection will check to see if the other
user has finished with this contact. If the user has not finished, you will
receive the same message as above.

If you click on No, you will be able to view the data for the contact but you
will not be permitted to make any changes to the data.

If you click on Cancel, your request to view the data for that contact will be
aborted.


ΓòÉΓòÉΓòÉ 2. Setup ΓòÉΓòÉΓòÉ

Look through the following sections for information on setting up Contact
Connections.

Setting Contact Connection Options

Defining Codes

Defining Actions


ΓòÉΓòÉΓòÉ 2.1. Setting Contact Connection Options ΓòÉΓòÉΓòÉ

To set Contact Connection options, choose Options from the Maintenance menu on
the Contact Connection Main Window.  The following options can be set:

Default Printer

Set this field to whichever OS/2 printer object you want Contact Connection to
use as the default when reports (e.g., mailing labels, address lists) are
printed.

Label Format

Contact Connection allows you to easily print out address labels using the
information you have entered for a contact.  If you will be using this feature,
then you need to define the formats of the labels you will be printing on.
Contact Connection comes with several predefined label formats, and also allows
you to define your own.

You may change the dimensions of any of the predefined labels, or define labels
of your own.  To do so, display the drop down list for Label Format, by
clicking on the arrow at the right side of the Label Format field. Use the Up
and Down Arrow keys to highlight the label format you wish to change or define.
Click on the Label Info Button.

For information on setting the label fields, see:

Setting Label Formats

File Types

The file types only need to be set if you will be using the File Tracker.  The
File Tracker allows you to associate files with a contact. For example, you
could track all letters that have been written to a contact.  The File Tracker
also allows you to jump to these files, or create new files, from within
Contact Connection. In order to know how to launch the application associated
with the file, you need to set up the path names for the application.

Click on File Type Info.  You will be brought to the File Type Window.  For
information on setting the file type, see:

Setting File Types

Modem Port

If you will be using the automatic dialing feature of Contact Connection, then
you need to indicate to which modem port your modem is connected. The choices
are COM1, COM2, or COM3.  Typically, the modem is connected to COM1.

User Experience

Currently, all features are available to all levels of user.

Date Format

Select whichever date format you wish Contact Connection to employ.  The
selected format will be used in the Action Tracker and the File Tracker.  The
possible formats are mm/dd/yy, dd/mm/yy, or dd-MMM-yy.

When you have set all the option fields, remember to click on Save to save your
changes.  You will then return to the Contact Connection Main Window.

Note for Networked Users

The majority of the options you set above will be local to your workstation.
This allows, for example, each user on the network to specify the particular
date format that they like. However, the information entered for Label Format
and File Type is global to all networked users.


ΓòÉΓòÉΓòÉ 2.1.1. Setting Label Formats ΓòÉΓòÉΓòÉ

Set the following fields for the label you have selected.  Whenever you are
requested for a position, it should be entered in tenths of millimeters.  If
you don't have a metric ruler, then use the following conversion:

1 inch = 254 tenths of millimeters

Measurements should be taken from the top left edge of one sheet of labels.

Label Format Name

You may assign any name you want to a label format.  You can also change the
name of the predefined label formats. When you actually print the labels, you
will need to provide the label format name; thus, the name should be
meaningful.

Number of Labels Across

Enter the number of labels across, i.e., the number of columns of labels.

Number of Labels Down

Enter the number of labels down, i.e., the number of rows of labels.

Position for Start of First Label Text

From the Top Edge

The first label is the label in the top left of the label sheet.  Measure the
distance from the top edge of the sheet of labels to the position on the first
label where you would like printing to start. For example, if you have shipping
labels with a logo on top, you would measure from the top of the label sheet to
the top of the printing area of the label.

Tip: measure from top edge of label sheet to top edge of label; add in desired
size of top margin of label.

From the Left Edge

Measure the distance from the left edge of the sheet of labels to the position
on the first label where you would like printing to start.

Tip: measure from left edge of label sheet to left edge of label; add in
desired size of left margin of label.

Position for End of First Label Text

From the Top Edge

Measure the distance from the top edge of the sheet of labels to the position
on the first label where you would like printing to stop. For example, if you
have shipping labels with a logo on the bottom, you would measure from the top
of the label sheet to the bottom of the printing area of the label.

Tip: measure from top edge of label sheet to bottom edge of label; subtract the
desired size of the bottom margin of label.

From the Left Edge

Measure the distance from the left edge of the sheet of labels to the position
on the first label where you would like printing to stop.

Tip: measure from left edge of label sheet to right edge of label; subtract the
desired size of the right margin of label.

Position for Start of Text for Second Label Across

From the Left Edge

This field only needs to be set if there is more than one column of labels on
the sheet. Measure the distance from the left edge of the sheet of labels to
the position on the second column of labels where you would like printing to
start.

Tip: measure from left edge of label sheet to left edge of second label across;
add in the same left margin size for label as used in measurement #2.

Position for Start of Text for Second Label Down

From the Top Edge

This field only needs to be set if there is more than one row of labels on the
sheet. Measure the distance from the top edge of the sheet of labels to the
position on the second row of labels where you would like printing to start.

Tip: measure from top edge of label sheet to top edge of second label down; add
in the same top margin size for label as used in measurement #1.

When you are done setting these fields, click on Accept to save the information
you have entered.  Click on Cancel if you want to abort the changes.


ΓòÉΓòÉΓòÉ 2.1.2. Setting File Types ΓòÉΓòÉΓòÉ

If you have not defined File Types previously, the file type will indicate <Not
Set>.

Enter the following fields:

File Type

Enter the type of file, for example 'Word Processing', or whatever was a
meaningful description for you.

Program Path

Enter the full path and file name of the application that will run the
associated file type.

Click on Accept to save your information.  You will return to the Options
Window.  If you need to set further file types, click on the arrow at the right
of the File Types field to display the drop-down list of File Types. Highlight
a File Type of <Not Set>, and click on File Type Info.  Follow the procedure
above.

You may edit the File Types at any time.  In the File Type drop-down list,
highlight the File Type you wish to edit, and click on File Type Info.


ΓòÉΓòÉΓòÉ 2.2. Defining Codes ΓòÉΓòÉΓòÉ

Codes allow you to classify each of the individuals or businesses which you
enter.  This allows you, for example, to print mailing labels for only those
entities that match a particular code. You may enter as many codes as you wish
for an individual or business.

For example, you could use the code HOL to indicate those people to whom you
send cards at the holidays, the code TENNIS to indicate those people with whom
you play tennis. A business application might use the code SL to indicate a
sales lead, the code ModXYZ to indicate all customers who own Model XYZ of a
product, the code Tom to indicate all customers that are the responsibility of
salesman Tom, etc.

As part of the set up procedure, you are encouraged to define the codes you
will be using.  Of course, you can define new codes at any time.

See the Following:

Adding Codes

Editing Codes


ΓòÉΓòÉΓòÉ 2.2.1. Adding Codes ΓòÉΓòÉΓòÉ

In order to define a code, select the Browse Codes option from the  Maintenance
Menu on the Contact Connection Main Window.  You will now be in the Browse
Codes Window. If you have not previously defined any codes, you will
automatically be in the append mode, and will see a new blank record. If you
have previously entered codes, you will be in the edit mode - press Ctrl-A or
hit the Add/Edit button to enter the append mode.

Fill in the fields as indicated below:

Code

This is the name of the code field.  (When actually assigning a code to a
business or individual, the code field is an Easy Entry field, so that the
whole code name may not have to be typed. See Assigning Codes

Note

Enter any note you wish. You could define how the code should be used - this is
especially useful if several people are entering data.

Active Check Box  (Advanced Feature)

The Active Check Box is used to control whether a code can be assigned. If the
Active box is checked, which is the default, then the code you are defining
will be considered active.  Only active codes can be assigned to contacts you
enter. If the box is unchecked, the code will be inactive and cannot be
assigned.  An inactive code can be made active again at any time.

Marking a code as inactive offers more flexibility than deleting the code.
First, the inactive state can be a temporary change. Second, if a code is
marked as inactive but had previously been assigned to a contact, then the code
will still appear on that contact's code list. If a code is deleted, then that
code will no longer appear on the code list of any contact.

For example, assume you want to assign the code REG to individuals who register
for an event by a certain date. After that date, you can make the code REG
inactive, so that it will not mistakenly be assigned to a late registrant.  The
code REG will still show up on the code list of all valid registrants.

After entering the code information, Save the record.  You will be given a new
blank record so that you can define another code.

Repeat this process as necessary to define more codes.  When done, click on
Quit to return to the Contact Connection Main Window.

See Also Editing Codes


ΓòÉΓòÉΓòÉ 2.2.2. Editing Codes ΓòÉΓòÉΓòÉ

You may edit the codes you have entered at any time.  Select Browse Codes from
the Maintenance Menu on the Contact Connection Main Window. Use the editing
commands described in Browse Mode Commands.

If you change the name of a code, the new name will automatically appear on the
code list of any contact that had previously been assigned that code.


ΓòÉΓòÉΓòÉ 2.3. Defining Actions  (Advanced Feature) ΓòÉΓòÉΓòÉ

Contact Connection includes an Action Tracker that allows you to keep a history
of all activities related to a business or individual, and that also serves as
a prompter of action items that still need to be done. One of the nice features
of the Action Tracker is that it quickly allows you to retrieve all contacts
for whom you must perform an action, such as making a sales call or mailing
product information. In order to expedite the process of adding and retrieving
Action Records, Contact Connection allows you to predefine a list of actions.
For example, you might define the actions Sales Call or Product Info.

As part of the set up procedure, you are encouraged to define the actions you
will be using.  Of course, you can add new actions at any time.

See

Adding Actions

Editing Actions


ΓòÉΓòÉΓòÉ 2.3.1. Adding Actions ΓòÉΓòÉΓòÉ

In order to define an action, select the Browse Actions option from the
Maintenance Menu on the Contact Connection Main Window.  You will now be in the
Browse Actions Window. If you have not previously defined any actions, you will
automatically be in the append mode, and will see a new blank record. If you
have previously defined actions, you will be in the edit mode - press Ctrl-A or
hit the Add/Edit button to enter the append mode.

Fill in the fields as indicated below:

Action

This is the name of the action, such as Sales Call. (When actually adding an
Action Record to a business or individual, the action field is an Easy Entry
field, so that the whole action name may not have to be typed. See Adding
Action Records.

Note

Enter any note you wish. You could define how the action should be used - this
is especially useful if several people are entering data.

Active Check Box  (Advanced Feature)

The Active Check Box is used to control whether an action can be added to the
actions list of any contact.  If the Active box is checked, which is the
default, then the action you are defining will be considered active. If the box
is unchecked, the action will be inactive and cannot be added to the action
list of any business or individual.  An action which has been marked as
inactive can be made active again at any time.

Marking an action as inactive offers more flexibility than deleting the action.
First, the inactive state can be a temporary change. Second, if an action is
marked as inactive but had previously been added to the action list of a
contact, then the action will still appear on that contact's action list. If an
action is deleted, then that action will no longer appear on the action list of
any contact.

For example, assume you define the action "Sales Call Model 123" to indicate
that you need to make a sales call regarding Model 123 of a product you sell.
Assume that after two years, Model 123 is no longer sold, so you would no
longer want to use this as an action item. However, you would still like to
keep track of those contacts that you did call regarding Model 123.  In this
case, you could define the action "Sales Call Model 123" as inactive.

After defining the action information, Save the record.  You will be given a
new blank record so that you can define another action.

Repeat this process as necessary to define more actions.  When done, click on
Quit to return to the Contact Connection Main Window.

See also Editing Actions


ΓòÉΓòÉΓòÉ 2.3.2. Editing Actions ΓòÉΓòÉΓòÉ

You may edit the actions you have entered at any time.  Select Browse Actions
from the Maintenance Menu on the Contact Connection Main Window. Use the
editing commands described in Browse Mode Commands.

If you change the name of an action, the new name will automatically appear on
the action list of any contact that had previously been assigned that action.


ΓòÉΓòÉΓòÉ 3. Entering Contacts ΓòÉΓòÉΓòÉ

You enter data for contacts while in the Browse Contacts Window.  The data
entry methods for individuals and businesses are discussed in separate
sections.

See Entering Individuals

See Entering Businesses


ΓòÉΓòÉΓòÉ 3.1. Entering an Individual ΓòÉΓòÉΓòÉ

Follow the steps below to enter data for an individual into Contact Connection.
Many of the steps are optional, and are only used in certain situations.

Entering an Individual - Overview

Step 1) Display the Browse Contacts Window

Step 2) Indicate that the New Contact is an Individual

Step 3) Fill in ID for the Individual

Step 4) Fill in the Name Information for the Individual

Step 5) Add Addresses and Phone Numbers

Step 6) Assign Codes to the Individual

Step 7) Add any Free Text Notes

Step 8) Add any Links for the Individual

Step 9) Add any Action Records for the Individual

Step 10) Add any Related Files for the Individual

Step 11) Save the Record

Step 1) Display the Browse Contacts Window

Click on the Add Contact button on the Contact Connection Main Window.  This
will display a window with a blank contact record.

Step 2) Indicate that the New Contact is an Individual

The default contact type is 'Individual'.  Thus, the Type field does not need
to be changed.

Step 3) Fill in ID for the Individual

The ID field is used to quickly retrieve a record.  Enter whatever ID you want
for the individual, however, it is recommended that you use an easy-to-remember
ID such as a first name or last name. The ID does not have to be unique to this
individual - for example, you could assign the ID 'Tom' to multiple
individuals.

It is not required that you enter an ID field.

See Searching from the Main Window  for more details on how the ID field is
used for retrieving data.

Step 4) Fill in Name Information for the Individual

Click on the Edit Name button in order to see the Name Information Window.
Enter the information for the additional fields as indicated below.  When you
are done click on the Save button to accept this information and return to the
Browse Contacts Window.

Title

Enter the title of the individual, e.g., Miss, Mr., Dr., etc.

First Name

Enter the first name of the individual.

Note: if you want to enter a husband and wife as a single 'individual', one
possibility is that you enter both of their names for first name, e.g., enter
'Tom and Mary', and leave the Title blank.

Middle Name

Enter the middle name of the individual.

Last Name

Enter the last name of the individual.

Suffix

Enter any suffix, such as Jr.

Informal Name

Enter the informal name or nickname for the individual.  For example, if you
entered the first name as 'Robert', the informal name might be 'Bob'.

Business Name

If the individual works at a business and you want to keep track of the
business information for this individual, you can enter the name of the
business in the field.

Department

If the individual works in a specific department at the business you can enter
the department name in this field.

Job Title

If you desire, you can enter the job title for the individual.

Business Description

If you desire, you can use this field to describe the business where this
individual works.

Step 5) Add  Addresses and Phone Numbers

Click on the Add An Address button to display the Browse Addresses Window and
follow the procedure outlined in Adding an Address

Click on the Add A Phone Number button to display the Browse Phone Numbers
Window and follow the procedure outlined in Adding a Phone Number

Step 6) Assign Codes to the Individual

Click on the Add A Code button to display the Browse Contact Codes Window and
follow the procedure outlined in Assigning Codes

Step 7) Add any Free Text Notes

To add free text for this individual, click on the Notes button (or
equivalently, select Show Notes from the Show Menu, or enter Ctrl-Shift-N).
You will be presented with a simple text editor.  Enter any notes you wish for
this individual.  See Adding Notes for a Contact for additional information.

For example, you might want to enter their birthday, their hobbies, directions
to their house, etc.  (Note: if you want to be reminded to send a birthday
card, for example, you can enter an Action Record - See Adding Action Records.)

As another example, you might add the names of the children for this
individual; however, you may want to set up links for this purpose - see Links.
If the individual is a business contact, you might enter their job function,
their computer environment, etc.

The editor allows you to cut text using Shift-Delete, copy text using
Ctrl-Insert, and paste text using Shift-Insert.

After you are done entering the note, click on Save, and you will  return to
the Browse Contacts Window.  Whenever you click on Notes for this individual
you will see the text you have entered.  You may add additional text at any
time.

Step 8) Add any Links for the Individual

See Adding Links  for how to set up links.

Step 9) Add any Action Records for the Individual

See Adding Action Records for how to set up action records.

Step 10) Add any Related Files

See Adding Related Files for how to add Related Files.

Step 11) Save the Record

It is very important that you remember to save the record.  If you Quit without
saving the record, the data you have entered for the individual will be lost.
To save the record, click on the Save button, enter Ctrl-S, or select Save
Record from the Record Edit Menu.


ΓòÉΓòÉΓòÉ 3.2. Entering a Business ΓòÉΓòÉΓòÉ

Follow the steps below to enter data for a business into Contacts Connection.
Many of the steps are optional, and are only used in certain situations.

Entering a Business - Overview

Step 1) Display the Browse Contacts Window

Step 2) Indicate that the New Contact is a Business

Step 3) Fill in ID and Name for the Business

Step 4) Add Addresses and Phone Numbers

Step 5) Assign Codes to the Business

Step 6) Add any Free Text Notes

Step 7) Add any Links for the Business

Step 8) Add any Action Records for the Business

Step 9) Add any Related Files for the Business

Step 10) Save the Record

Step 1) Display the Browse Contacts Window

Click on the Add Contact button on the Contact Connection Main Window.  This
will display a window with a blank contact record.

Step 2) Indicate that the New Contact is a Business

The default contact type is 'Individual'.  Change the Type field to Business to
indicate that you are adding information for a business.  Simply typing the
letter 'B' will change the type to 'Business'.

Step 3) Fill in Name and ID for the Business

Fill in the fields as indicated below.

ID

The ID field is used to quickly retrieve a record.  Enter whatever ID you want
for the business, however, it is recommended that you use an easy-to-remember
ID such as an acronym for the company. The ID does not have to be unique.

You are not required to enter an ID.

See Searching from the Main Window  for more details on how the ID field is
used to retrieve data.

Business Name

Enter the name of the business.

Description

If you like, you can use this field to indicate what the company does.

Step 4) Add Addresses and Phone Numbers

Click on the Add An Address button to display the Browse Addresses Window and
follow the procedure outlined in Adding an Address

Click on the Add A Phone Number button to display the Browse Phone Numbers
Window and follow the procedure outlined in Adding a Phone Number

Step 5) Assign Codes to the Business

Click on the Add A Code button to display the Browse Contact Codes Window and
follow the procedure outlined in Assigning Codes

Step 6) Add any Free Text Notes

To add free text for this business, click on the Notes button (or equivalently,
select Show Notes from the Show Menu, or enter Ctrl-Shift-N).  You will be
presented with a simple text editor.  Enter any notes you wish for this
business.  See Adding Notes for a Contact for additional information.

For example, you might want to enter a list of the products the company sells,
or the discount they provide. You could also enter a list of the employees of
this company which you contact, however, you may want to set up links for this
purpose - see Links  for more information on Links.

The editor allows you to cut text using Shift-Delete, copy text using
Ctrl-Insert, and paste text using Shift-Insert.

After you are done entering the note, click on Save, and you will  return to
the Browse Contacts Window.  Whenever you click on Notes for this business you
will see the text you have entered.  You may add additional text at any time.

Step 7) Add any Links for the Business

See Adding Links  for how to set up links for a business.

Step 8) Add any Action Records for the Business

See Adding Action Records  for how to set up action records for a business.

Step 9) Add any Related Files

See AddingRelatedFiles  for how to add Related Files for the business.

Step 10) Save the Record

It is very important that you remember to save the record.  If you Quit without
saving the record, the data you have entered for the business will be lost. To
save the record, click on the Save button, enter Ctrl-S, or select Save Record
from the Record Edit Menu.


ΓòÉΓòÉΓòÉ 3.3. Adding an Address ΓòÉΓòÉΓòÉ

To add an address for an individual or business, follow these steps.

Adding an Address - Overview

Step 1) Click on the Add An Address Button

Step 2) Add One or More Addresses

Step 3) Save the Contact

Step 1) Click on the Add An Address Button

From the Browse Contacts Window, click on the Add An Address button and Contact
Connection will display a new, blank record in the Browse Addresses Window.

Step 2) Add One or More Addresses

Fill in the address fields as follows and then save the address.

Default Address - Checkbox

If this box is checked, then the address you are currently adding is the
default address. This will be the address that is used when envelopes or
mailing labels are printed for this contact (although it can be overridden at
the time of printing if you are printing an envelope or label for just one
contact; see Printing an Envelope from the Browse Mode and Printing a Label
from the Browse Mode.

Initially, the first address you enter will automatically be selected as the
default address.  However, any address can be selected as the default address
by checking the Default Address Checkbox (this automatically unchecks the
address that was previously defined as the default address).

Type

Choose which type of an address you are adding.  The choices are: Home, Work,
Vacation, E-Mail, School, Temp, Other.  You only need to enter the first letter
of the desired type. To see a list of valid types, click on the arrow at the
right of the Type field to display a drop-down list of types.

For example, enter Vacation if the address corresponds to the contact's
vacation home.  Use E-Mail if the address is an electronic mailing address,
such as an Internet address.

An address type can be assigned multiple times for a contact.  For example, you
could enter two work addresses for a business.

If the contact is an individual, the default type is Home.  If the contact is a
business, the default type is Work.

Add To Address - Checkboxes

These checkboxes control which information is added to the address when an
envelope or mailing label is printed.

If, for example, the box for Contact's Name is checked, then the name of the
contact will automatically be printed as the first line of the address when an
envelope or mailing label is printed for this contact. If the contact is an
individual, the format of the printed name will be:

    Tittle  First Name   Middle Initial   Last Name  Suffix

If the contact is a business, the name of the business will be printed.

If you do not want the contact's name to print out as the first line of the
address, or you want a different format for the name rather than the one
described above, then uncheck this checkbox, and enter the first line of the
address yourself.

It may be useful to turn off the checkbox for Contact's Name if, for example,
you are entering a contact which corresponds to two people (e.g., a husband and
wife).  By unchecking this option you can enter the first line of the address
youself as something like "Mr. and Mrs. John Brown."

Address

Enter the street address, P.O. Box, etc.  You can enter as many lines as you
wish.

If the address is an electronic mailing address (e.g., an Internet address such
as [e-mail]), enter E-Mail as the type, and enter the electronic address
here.

If the address is in a country other than the United States, it is recommended
that you enter the entire address on these lines rather than making use of the
city, state, and zip fields.

City

Enter the city.

State

Enter the standard two letter abbreviation for the state.

Zip

Enter the zip code.

Note

Enter any note you wish for this address.  You have the option of printing this
note out along with the address when you are printing address lists.

For example, assume the address you are entering is only a temporary address.
You could enter the address type as Temp, and then enter a note such as "This
address should only be used from 6/1 to 9/1".

Save the address information by clicking on the Save button, entering Ctrl-S,
or choosing Save Record from the Record Edit Menu.  You will be given a new
blank address record.  Repeat the procedures above to add as many addresses as
you wish.

When you have finished entering addresses, click on the Quit button enter
Ctrl-Q, or choose Quit Screen from the Quit Menu.  You will return to the
Browse Contacts Window.

Note:  when the address is displayed in the Browse Contacts Window, the
information you have entered will be merged into a single line format, with a
comma separating the different fields.

Step 3) Save the Contact Once you have returned to the Browse Contacts Window,
make sure you save the contact at least once before closing the window or
moving to a different contact. Addresses are a piece of a contact just like the
ID or name, and therefore the contact itself must be saved when you add or edit
addresses if you want those changes to be saved.


ΓòÉΓòÉΓòÉ 3.4. Adding A Phone Number ΓòÉΓòÉΓòÉ

To add a phone number for an individual or business, follow these steps.

Adding a Phone Number - Overview

Step 1) Click on the Add a Phone Number Button

Step 2) Add One or More Phone Numbers

Step 3) Save the Contact

Step 1) Click on the Add A Phone Number Button

From the Browse Contacts Window, click on the Add A Phone Number button and
Contact Connection will display a new, blank record in the Browse Phone Numbers
Window.

Step 2) Add One or More Phone Numbers

Fill in the phone number fields as follows and then save the phone number.

Default Phone Number - Checkbox

If this box is checked, then the phone number you are currently adding is the
default phone number.  This will be the phone number that is used by the
automatic dialer (although it can be overridden at the time of dialing).

Initially, the first phone number you enter will automatically be selected as
the default phone number.  However, any phone number can be selected as the
default phone number by checking the Default Phone Number Checkbox (this
automatically unchecks the phone number that was previously defined as the
default phone number).

Type

Choose which type of a phone number you are adding.  The choices are: Home,
Work, Vacation, Cellular, Pager, Fax, Modem, School, Temp, Other.  You only
need to enter the first letter of the desired type. To see a list of valid
types, click on the arrow at the right of the Type field to display a drop-down
list of types.

For example, enter Fax if the phone number corresponds to the contact's fax
machine number.

A phone number type can be assigned multiple times.  For example, you could
enter two work phone numbers for a business.

If the contact is an individual, the default type is Home.  If the contact is a
business, the default type is Work.

Phone Number

Enter the phone number. If the phone number has an extension, type in "EXT"
followed by the extension number.  The digits that follow EXT will not be
dialed by the automatic dialer.

Try to be consistent in the way in which you enter phone numbers.  For example,
pick one format, such as (NNN) NNN-NNNN or NNN-NNN-NNNN.  This will allow you
to more easily perform searches - see

See Searching from the Main Window  for more details on searching.

Note

Enter a note related to the phone number if you wish.  For example, you could
include a note indicating that the number should not be called after 7PM.

Save the phone number information by clicking on the Save button, entering
Ctrl-S, or choosing Save Record from the Record Edit Menu. You will be given a
new blank phone number record.  Repeat the procedures above to add as many
phone numbers as you wish.

When you have finished entering phone numbers, click on the Quit button, enter
Ctrl-Q, or choose Quit Screen from the Quit Menu.  You will return to the
Browse Contacts Window.

Step 3) Save the Contact

Once you have returned to the Browse Contacts Window, make sure you save the
contact at least once before closing the window or moving to a different
contact. Phone numbers are a piece of a contact just like the ID or name, and
therefore the contact itself must be saved when you add or edit phone numbers
if you want those changes to be saved.


ΓòÉΓòÉΓòÉ 3.5. Adding Notes for a Contact ΓòÉΓòÉΓòÉ

To access the Contact Notes Window click on the Notes button from the Browse
Contacts Window and Contact Connection will display any notes that exist for
the contact.

The Contact Notes Window allows you to add any amount of free text for a
contact.  Simply enter the text for the contact and then select Save.

You may use the standard clipboard commands to cut, copy, or paste text from
one section to another or to/from another application.

The Contact Notes Window has two special methods of inserting standard text.
First, selecting Insert Date Stamp from the Edit menu (or pressing
Ctrl-Shift-D) will insert the current date at the cursor position.  Second,
selecting one of the templates listed under the Templates menu will insert the
text stored in that template file at the cursor position.  This is a useful way
of inserting "boiler plate" paragraphs or phrases without having to retype them
each time.

In order to add a Template file you must create a text file using any editor
(save the file as Text Only) and store the file in the TEMPLATES directory
under your Contact Connection data directory.  The file name will then appear
in the Template menu.


ΓòÉΓòÉΓòÉ 3.6. Assigning A Code ΓòÉΓòÉΓòÉ

To assign a code to an individual or business, follow these steps.

Assigning a Code - Overview

Step 1) Click on the Add a Code Button

Step 2) Add One or More Codes

Step 3) Save the Contact

Step 1) Click on the Add A Code Button

From the Browse Contacts Window, click on the Add A Code button and Contact
Connection will display a new, blank record in the Browse Contact Codes Window.

Step 2) Add One or More Codes

Fill in the code information as follows and then save the code.

Code

Enter the name of the code.  This is an Easy Entry field.  As you type in the
name of the code, Contact Connection will try to find a match in the list of
codes you have defined (see Defining Codes)  If the code you want to enter is
highlighted, press Enter.

The code name must match one of the codes you have defined previously.  If you
need to add a new code, click on the Define New Code button.  You will be moved
to the Browse Codes Window. Enter the new code as described in Defining Codes
Once you save the newly defined code (or exit without defining a new code) you
will be returned to the Browse Contact Codes Window. The newly defined code
will appear in the list of valid codes, and you can go ahead and assign this
code to the contact.

Note

Enter a note related to this code if you wish.

Save the code by clicking on the Save button, entering Ctrl-S, or choosing Save
Record from the Record Edit Menu.  You will be given a new blank code record.
Repeat the procedure above to add as many codes as you wish. The order in which
codes are entered is not important.

When you have finished entering codes, click on the Quit button, enter Ctrl-Q,
or choose Quit Screen from the Quit Menu.  You will return to the Browse
Contacts Window.

Step 3) Save the Contact

Once you have returned to the Browse Contacts Window, make sure you save the
contact at least once before closing the window or moving to a different
contact. Codes are a piece of a contact just like the ID or name, and therefore
the contact itself must be saved when you add or edit codes if you want those
changes to be saved.


ΓòÉΓòÉΓòÉ 3.7. Editing Contact Information ΓòÉΓòÉΓòÉ

In order to edit the data for an individual or business, you must be in the
Browse Mode. Browsing Contacts To view contacts one at a time (i.e., browsing),
click on "Browse Contacts" on the Contact Connection Main Window, or select
Browse Contacts from the Contacts Menu on the Contact Connection Main Window.

The most recent contact that was entered will be displayed in the Browse
Contacts Window.  Move to any other contact using the commands described in
Browse Mode Commands To more quickly move to a desired contact, see Searching
from the Main Window.

Once the contact you want to edit is displayed in the Browse Contacts Window,
make any necessary changes.  Save the changes by clicking on Save, entering
Ctrl-S, or choosing Save Record from the Record Edit menu.

See also

Editing an Address

Editing a Phone Number

Editing a Code

Deleting a Contact


ΓòÉΓòÉΓòÉ 3.7.1. Editing an Address ΓòÉΓòÉΓòÉ

If you need to edit the addresses for a contact, first display that contact in
the Browse Contacts Window.

A list of all the addresses you have entered for this contact will be displayed
in the Browse Contacts Window.  The addresses are displayed in a single line
format, with a comma separating the different fields.

Highlight the address that you wish to edit, and double-click, or press ENTER.
You will now be in the Browse Addresses Window.  Make any changes you wish to
this address, and save the changes. You may also use the browsing commands to
move to other addresses, and edit them as well.  Also, you may add more
addresses by clicking on the Add/Edit button.  Or, you can delete an address by
using Ctrl-X.

After you are done editing the address(es), close the Browse Addresses Window.
Back in the Browse Contacts Window, you must save the contact if you want the
changes to the address(es) to be saved.


ΓòÉΓòÉΓòÉ 3.7.2. Editing a Phone Number ΓòÉΓòÉΓòÉ

If you need to edit the phone numbers for a contact, first display that contact
in the Browse Contacts Window.

A list of all the phone numbers you have entered for this contact will be
displayed in the Browse Contacts Window.  Highlight the phone number that you
wish to edit, and double-click, or press ENTER. You will now be in the Browse
Phone Numbers Window.  Make any changes you wish to this phone number, and save
the changes.  You may also use the browsing commands to move to other phone
numbers, and edit them as well. Also, you may add more phone numbers by
clicking on the Add/Edit button.  Or, you can delete a phone number by using
Ctrl-X.

After you are done editing the phone number(s), close the Browse Phone Numbers
Window.  Back in the Browse Contacts Window, you must save the contact if you
want the changes to the phone number(s) to be saved.


ΓòÉΓòÉΓòÉ 3.7.3. Editing an Assigned Code ΓòÉΓòÉΓòÉ

If you need to edit the codes for a contact, first display that contact in the
Browse Contacts Window.

A list of all the codes you have entered for this contact will be displayed in
the Browse Contacts Window.  Highlight the code that you wish to edit, and
double-click, or press ENTER.  You will now be in the Browse Contact Codes
Window.

Make any changes you wish to this code, and save the changes.  You may also use
the browsing commands to move to other codes, and edit them as well.  Also, you
may add more codes by clicking on the Add/Edit button.

Or, you can delete a code by using Ctrl-X.

After you are done editing the code(s), close the Browse Contact Codes Window.
Back in the Browse Contacts Window, you must save the contact if you want the
changes to the code(s) to be saved.


ΓòÉΓòÉΓòÉ 3.7.4. Deleting a Contact ΓòÉΓòÉΓòÉ

To delete a contact, first display the contact in the Browse Contacts Window.
Once the contact is in the window, press Ctrl-X or choose "Delete" from the
Record Edit menu.  Contact Connection will ask you if you are sure you want to
delete the contact - click on "Yes" and the contact will be marked for
deletion. At this time you can still "undelete" the record by pressing Ctrl-X a
second time.  Once you have closed this window, or browsed to a different
record, the transaction is truly deleted. Note: you do not have to click on
Save after you have marked the contact for deletion.


ΓòÉΓòÉΓòÉ 4. Searching ΓòÉΓòÉΓòÉ

It is important that you be able to easily retrieve the data that you have
entered for your contacts.  Contact Connection provides two methods of
searching for a particular individual or business. From the Contact Connection
Main Window, you can very quickly generate a list of all contacts that match a
certain criterion. Or, you may search from the Browse Mode, and search one at a
time for the contacts that match the criterion.

See Searching from the Main Window

See Searching from the Browse Mode


ΓòÉΓòÉΓòÉ 4.1. Searching from the Main Window ΓòÉΓòÉΓòÉ

The Contact Connection Main Window initially displays a list of all contacts,
sorted by name.  You can very easily set search criteria, so that only those
contacts matching the criteria are displayed.

Searching by ID, Name, or Code

The first step is to indicate whether you want to narrow down the contact list
based on ID, Name, or Code.  Click on whichever of these methods you wish to
use. By default, Name is used.  For individuals, Name searches for last name
and business name (if one has been entered for the individual); for businesses,
Name searches for business name only.

In the Search For field, enter the criterion you wish to search for.  There are
two special features that aid you in retrieving data:

Prefix Searching

As you type in the Search For field, Contact Connection will continually narrow
down the contact list to match what you have typed so far.  For example, assume
you clicked on Search by Name. If you enter 'E' in the Search For field, all
individuals with a last name starting with E, and all business names starting
with E will be displayed.  The list might look something like the following:

Earnest's Fishery

Mr. Thomas J. Easeley

Dr. Harold J. Elahi

Electric Company of MA

Ms. Deborah K. Endicott

If you type 'EL', all contacts with a name beginning with EL will be displayed.
Thus, the above list would be narrowed down to:

Dr. Harold J. Elahi

Electric Company of MA

Note that upper and lower case letters are treated the same when searching.

Sounds Like Searching

If you do not know the exact spelling of a field you wish to search for, then
you can take advantage of the Sounds Like Searching feature.  To do so, enter
'?' followed by enough letters to indicate how the field sounds. For example,
assume you are looking for a last name of either Smith, Smyth, or Smythe.  You
would enter '?SMTH', and all three spellings would be considered a match. As
another example, '?DUGLS' would match Douglas or Douglass or Duglass.

Note, that prefix searching is not in effect when '?' is used;  for example,
you could not enter '?SM' to find Smith.

If you want to search on a combination of ID, Name, or Code, or you want to
search based on different fields, then click on Other. (If Other was already
selected and you need to change the search criteria, click on the arrow to the
right of Other.) You will be presented with the Contact Search Window.

See Searching by Other Fields

If you have found the desired contact, you may see the full details of the
contact's record. See Viewing Contact in Browse Mode

You also may dial a contact on the search list.

See Dialing from the Main Window.


ΓòÉΓòÉΓòÉ 4.1.1. Searching by Other Fields ΓòÉΓòÉΓòÉ

Enter the data for all the fields that you wish to search on.  If you enter
data for more than one field, Contact Connection will search for contacts that
match all the criteria you have specified. Prefix searching and Sounds Like
searching can be used when setting the search criteria

The possible fields to search for are:

Contact Type

Contact Type defaults to All Types.  However, you can limit your search to
individuals only or businesses only, by typing I or B, respectively, in this
field.

ID

The ID of the contact.

Name

For individuals, this searches for a last name or business name match.  For
businesses, this searches for a business name match only.

Code

This will search for all contacts that have been assigned a particular code.
You may want to take advantage of the prefix searching feature here. For
example, if you have defined codes Mod435, Mod797, Mod93432, to indicate which
of your customers own certain models of your product, you could search for a
code of  'Mod',  and customers who own any of the three models would be
retrieved.

Phone

This searches for contacts that match a particular phone number.  Contact
Connection searches through all the phone numbers entered for a contact to see
if there is a match.

You may want to take advantage of the prefix searching feature, to search for
area codes.  If you enter '(808)' as the phone number to search for, Contact
Connection will find all contacts that have a phone number in the (808) area
code.

This points out why it is important to be consistent when entering phone
numbers.  If an area code has been entered as 808 rather than (808), then the
phone number would not be considered a match.

City

This searches for contacts that have an address in a particular city.  Contact
Connection searches through all the addresses entered for a contact to see if
there is a match.

State

This searches for contacts that have an address in a particular state.  Contact
Connection searches through all the addresses entered for a contact to see if
there is a match.

Zip

This searches for contacts that have an address in a particular zip code.
Contact Connection searches through all the addresses entered for a contact to
see if there is a match.

Action Related Fields  (See Action Tracker)

Type

This searches for any contact that has an action record of a particular type.

User

This searches for any contact that has an action record which has been assigned
to a particular user.

Incomplete Only - Checkbox

If this box is checked, then only incomplete action records will be considered
if searches on the above two fields are performed.  If this box is unchecked,
then all action records will be considered.

Record Number

If you enter a number in this field, then the search will retrieve the contact
with this particular record number.  All other search critera will be ignored.

After you are done entering the search criteria, click on Accept, and the
search will be performed.  All contacts that match the criteria you have
established will be displayed.

For example, assume you set Contact Type to Indiviudal, and you enter 'G' for
Name and 'MA' for State. After you click on Accept, Contact Connection will
search for all individuals with a last name or business name starting with G
who have an address in MA.

You can change the search criteria at any point.  Also, you can revert back to
simply searching on ID, Name, or Code, just by clicking on the appropriate
Search By label.

See also

Searching from the Main Window

Searching from the Browse Mode


ΓòÉΓòÉΓòÉ 4.1.2. Viewing a List Entry in a Browse Window ΓòÉΓòÉΓòÉ

After you have successfully retrieved the contact you were looking for, you can
easily view all the information for that contact.  Highlight the contact in the
list. Then double-click, click on Edit Selected Contact at the bottom of the
window, or display the popup-menu and select "Edit Selected Contact". (To
display the popup menu, use the right mouse button, or press Shift-F10.)  The
full record for that contact will be displayed in the Browse Contact Window.


ΓòÉΓòÉΓòÉ 4.2. Searching from the Browse Contacts Window ΓòÉΓòÉΓòÉ

You may search for any contact from the Browse Contacts Window.

Browse Mode Search - Overview

Step 1) Enter the Browse Mode

Step 2) Select "Search for Record" from the Browse Menu

Step 3) Enter the Search Criterion

Step 4) Select First, Next, Previous or Last Match

Step 1) Enter the Browse Mode

Click on Browse Contacts from the Contact Connection Main Window to enter the
Browse Contacts Window.

Step 2) Select "Search for Record" from the Browse Menu

Choose Search For Record from the Browse Menu, or enter Ctrl-F.  This will
bring up the Contact Search Window.

Step 3) Enter the Search Criterion

Enter the search criterion you are interested in.  For a description of the
search fields, see Searching for Other Fields

Note: if you have entered a search criterion for more than one field (and have
not set the Record# search), then Contact Connection will search for a contact
that matches ALL the search criterion. For example, if ID is set to Plumber and
Name is set to Jones, it will only match contacts with both an ID of Plumber
and a name of Jones.

Step 4) Select First, Next, Previous or Last Match

Select which match to search for.  Click on one of the following:

First Match

This button will search for the first match to your search criteria.

Next Match

This button will search for the next match that occurs after your present
position.

Prev Match

This button will search for the match that occurs prior to your present
position.

Last Match

This button will search for the last match to your search criteria.

Contact Connection will beep if no match is found.

When you are done searching, click on the Cancel button to return to the Browse
Contacts Window.  The contact you have found will be displayed. If no match was
found, then the contact you were viewing prior to invoking the search command
will still be displayed.


ΓòÉΓòÉΓòÉ 5. Links ΓòÉΓòÉΓòÉ

Contact Connection's Link feature is a versatile feature that allows you to
indicate relationships between the contacts you have entered.

One common way to use links is to associate an individual with his/her
children.  If the children are young and live with the individual, you might
simply add the names of the children in the Note field for the individual.
However, if the children no longer live at home, and you would like to keep
track of their addresses and phone numbers, then it is likely you will want to
enter the children as contacts also. You can create links between the parents
and the children so that you can quickly move between their records.  Also the
links serve as a reminder; e.g., the links would remind you of the names of the
children.

Another common use for links is to indicate associations between individuals
and businesses, i.e., indicate the employees of a company. One option, of
course, is to list the names of the employees in the Note field of the
business. However, if you would like to keep more detailed information for the
employee, it is suggested that you enter the employee as an Individual, and
then create a link between the business and the employee. This allows you to
have separate address and phone number fields that are specific to the employee
as opposed to the whole company. Also, it is quite possible that an employee of
a company you do business with could also be a friend. By entering the person
as an individual and creating a link to the company, you are not forced to
distinguish how you think of the person - searches for the person and searches
for the company will both allow you to quickly retrieve the person's data.

A third example of how links may be used is to indicate that one business is a
subsidiary of another.  In this case, the links would be created between two
businesses.

Note that links are bi-directional.  If you create a link from Contact A to
Contact B, it is identical to creating a link from Contact B to Contact A.
However, links are not transitive; creating a link between Contact A and
Contact B, and between Contact A and Contact C does not automatically create a
link between Contact B and Contact C.

See:

Adding a Link to a New Contact

Adding a Link to an Existing Contact

Jumping to a Linked Contact

Viewing Links


ΓòÉΓòÉΓòÉ 5.1. Adding a Link ΓòÉΓòÉΓòÉ

To better explain how to add links, we will go through the following example.
Assume you have entered the contact Mary Thompson, and you would like to add a
link between Mary and her son Kevin Thompson. There are two scenarios to
consider.  First, we will consider the case where Kevin has not already been
added as a contact.  Thus, we will be adding a link to a new contact. Second,
we will consider the case where Kevin has already been added as a contact.  In
this case, we will be adding a link to an existing contact.

See:

Adding a Link to a New Contact

Adding a Link to an Existing Contact

Links


ΓòÉΓòÉΓòÉ 5.1.1. Adding a Link to a New Contact ΓòÉΓòÉΓòÉ

Assume we want to add a link between Contact A and Contact B, where Contact B
has not previously been entered into Contact Connection.  In our example,
Contact A is Mary Thompson, and Contact B is Kevin Thompson.

Adding A Link to a New Contact - Overview

Step 1) Display Contact A in the Browse Contacts Window

Step 2) Click on Links Button

Step 3) Click on Add and Link a New Contact

Step 4) Add the Information for the New Contact (i.e. Contact B) and     Save It

Step 5) Describe the Link Relationship (optional)

Step 1) Display Contact A in the Browse Contacts Window

We are adding a link to Contact A, who in our example is Mary Thompson. If Mary
was previously entered as a contact, then you first must display Mary
Thompson's record in the Browse Contacts Window. If Mary Thompson was not
previously entered as a contact, then enter her information.

Step 2) Click on Links Button

Click on the Links Button near the bottom of the Browse Contacts Window.  This
will display the Link List Window for the contact.  Any previously defined
links for this contact would be displayed here.

Step 3) Click on Add and Link a New Contact

Assuming you are creating a link from Contact A to a contact which has not
already been entered in Contact Connection, click on Add and Link a New Contact
in the Link List Window. This will present you with a new blank contact record,
so that you can enter the information for the new contact.  In our example, you
would enter the information for Kevin Thompson.

See Entering an Individual

Step 4) Add the Information for the New Contact and Save It

Once you have entered the information for the new contact, click on Save.  The
new contact has been added and the link has been created!  You will
automatically be brought back to the Link List Window.

Step 5)  Describe the Link Relationship (optional)

You may want to describe the relationship between the two contacts involved in
a link.  In our example, the relationship is mother and son.

See

Defining Link Relationship

Links


ΓòÉΓòÉΓòÉ 5.1.2. Adding a Link to an Existing Contact ΓòÉΓòÉΓòÉ

Assume we want to add a link between Contact A and Contact B, where Contact B
already has been entered into Contact Connection, i.e., we are adding a link to
an existing contact.

In our example, Contact A is Mary Thompson, and Contact B is her son Kevin
Thompson.

Adding A Link to an Existing Contact - Overview

Step 1) Display Contact A in the Browse Contacts Window

Step 2) Click on Links Button

Step 3) Click on Link an Existing Contact

Step 4) Search for the Contact to be Linked (i.e, Contact B)

Step 5) Click on Link Selected Contact

Step 6) Describe the Link Relationship (optional)

Step 1) Display Contact A in the Browse Contacts Window

We are adding a link to Contact A, who in our example is Mary Thompson. If Mary
was previously entered as a contact, then you first must display Mary
Thompson's record in the Browse Contacts Window. If Mary Thompson was not
previously entered as a contact, then enter her information.

Step 2) Click on Links Button

Click on the Links Button near the bottom of the Browse Contacts Window.  This
will display the Link List Window for the contact.  Any previously defined
links for this contact would be displayed here.

Step 3) Click on Link an Existing Contact

Assuming you are creating a link from Contact A to a contact which  already has
been entered in Contact Connection, click on Link an Existing Contact in the
Link List Window. This will present you with the Link to Existing Contact
Window, which looks very similar to the Contact Connection Main Window.

Step 4) Search for the Contact to be Linked Perform a search for Contact B
(i.e, the contact you wish to link to Contact A), just as you would search for
Contact B from the Contact Connection Main Window.

See Searching from the Main Window

In our example, we would like to create a link from Mary Thompson to her son
Kevin Thompson.  In the Search By section, you would click on Name;  in the
Search For section, you would enter 'Thompson'. This will display all contacts
that have been entered with the name Thompson.

Step 5) Click on Link Selected Contact

All records that match your search criterion will be displayed.  Highlight the
contact that you wish to create a link to.  In our example, you would highlight
Kevin Thompson. Click on Link Selected Contact, and the link will be created!

You will automatically be brought back to the Link List Window.

If you discover that Contact B (in our example, Kevin), has not previously been
added to Contact Connection, then click on Add and Link a New Contact, and
continue with Step 4 described in Adding a Link to a New Contact

Step 6)  Describe the Link Relationship (optional)

You may want to describe the relationship between the two contacts involved in
a link.  In our example, the relationship is mother and son.

See

Defining Link Relationship

Links


ΓòÉΓòÉΓòÉ 5.2. Defining Link Relationship ΓòÉΓòÉΓòÉ

The Link List Window for Contact A shows a list of all contacts that have been
linked to Contact A.  In our example, Kevin Thompson will appear in the Link
List Window of Mary Thompson.  If you would like, you can describe the link
relationship, which in this example is mother and son.  The relationship can be
defined at any time.

To define the relationship for a link, highlight the linked contact for which
you want to define the relationship.  Click on Show Relationships for Selected
Contact. You will be brought to the Link Relationships Window, where the two
contacts involved in the link are displayed.  In our example, Contact A is Mary
Thompson and Contact B is Kevin Thompson.

Enter the following information:

Relation of A to B

This is the relationship of contact A to contact B.  Whatever you enter here
will be displayed in the Link List Window of contact B.  In our example, you
would enter 'Mother'.

Relation of B to A

This is the relationship of contact B to contact A.  Whatever you enter here
will be displayed in the Link List Window of contact A.  In our example, you
would enter 'Son'.

When you are done defining the relationship, click on Save, and you will return
to the Link List Window of Contact A.

In the future, when you display the Link List Window for Mary Thompson, Kevin
Thompson will show up as a link, with a relationship of 'Son'. If you were to
jump to Kevin Thompson's record, his Link List Window would display Mary
Thompson, with a relationship of 'Mother'.

See

Jumping to a Linked Contact

Links


ΓòÉΓòÉΓòÉ 5.3. Viewing Links ΓòÉΓòÉΓòÉ

The links that you establish for a contact can quickly provide you with a lot
of information.  In order to display the links that have been created for a
contact, first display the contact in the Browse Contacts Window. Click on the
Links button near the bottom of the Browse Contacts Window.  This will display
the Link List Window for the contact.

Any links that have been created for the contact are displayed in the Link List
Window.  If the links are to a business, then the list entry will display the
following information:

  ID  -  Business Name    Relationship

If the link is to an individual, then the list entry will display the following
information:

  ID - Title  First Name  Middle Init.  Last Name  Suffix   Relationship

See

Links

Adding Links

Jumping to a Linked Contact


ΓòÉΓòÉΓòÉ 5.4. Jumping to a Linked Contact ΓòÉΓòÉΓòÉ

Once links have been established between two contacts, it is very easy to move
between the records corresponding to the contacts, as the following example
illustrates. Assume you have established a contact between Harry Brown and his
employer Bank of Cedarville.  Display the links for Harry Brown by following
the procedure described in Viewing Links

The links will be displayed in the Link List Window.  Highlight the link entry
corresponding to Bank of Cedarville. Click on Jump to Selected Contact, and you
will jump to the record corresponding to the highlighted link, which in this
case is Bank of Cedarville.

The record for Bank of Cedarville will now be displayed in the Browse Contacts
Window. In order to quickly jump back to the record for Harry Brown, select
Jump Back from the Browse Menu, or enter Ctrl-B. The record for Harry Brown
will now be displayed.  If you select Jump Back again, you will return to the
Bank of Cedarville record.

Note that if you jump to a linked contact, and then browse to other contacts,
then Jump Back no longer will bring you back.


ΓòÉΓòÉΓòÉ 6. Action Tracker ΓòÉΓòÉΓòÉ

The action tracker is a special Contact Connection feature that allows you to
record the various activities associated with an individual or a business, and
any resulting action items. This provides a useful history of your interaction
with the individual or business, in addition to being a reminder of tasks that
need to be done.

For example, you could add a Sales Call action record to any contact to whom
you need to makes a sales call. On the day on which you want to make your
calls, you can use the Activity Tracker to automatically indicate those
contacts you need to call. The outcome of the call to a given contact (e.g.,
"customer seemed very interested in product") can easily be added to the action
record for that contact. Also, if the sales call generates other actions, such
as sending out product information, you can create an action record to indicate
this.

In general, there are three major functions involved with the Action Tracker.
First, you must define the valid actions.  For example, you would define
actions such as Sales Call, Product Information, Follow-up Letter, Ship
Product, Meet With, etc. The procedure for defining actions was described in
the section on Defining Actions.

Second, you must add action records to the contact's record.  This involves
specifying the action, the date and time the action should take place, and who
is responsible for performing the action. The procedure for doing this is
described in the section Adding Action Records.

Third, you can easily generate lists of actions that have not been completed,
or a history of actions that have been completed.  This is described in
Generating an Action List.


ΓòÉΓòÉΓòÉ 6.1. Adding Action Records ΓòÉΓòÉΓòÉ

To add action records for an individual or business, follow these steps.

Adding Action Records - Overview

Step 1) Display Contact in Browse Contacts Window

Step 2) Click on the Actions Button

Step 3) Click on Add New Action

Step 4) Add One or More Action Records

Step 5) Save the Contact

Step 1) Display Contact in Browse Contacts Window

If you want to add action records to a contact that has previously been entered
into Contact Connection, then you first must display the contact's record in
the Browse Contacts Window. If the contact has not previously been entered,
then enter the information.

Step 2) Click on the Actions Button

From the Browse Contacts Window, click on the Actions button near the bottom of
the window and Contact Connection will display the Action List Window.

Step 2) Click on Add New File

Click on Add New Action in the Action List Window.  You will be given a blank
new record in the Browse Contact Action Window.

Step 3) Add One or More Action Records

Fill in the action record fields as follows and then save the action record.

Type

Enter the action type for this record. This is an Easy Entry field.  As you
type in the action type, Contact Connection will try to find a match in the
list of actions you have defined.  If the action type you want to enter is
highlighted, press ENTER.

The action type must match one of the actions you have defined previously.  If
you need to add a new action type, click on the Define New Action Type button.
You will be moved to the Browse Actions Window. Enter the new action type as
described in Defining Actions Once you save the newly defined action type (or
exit without defining a new action type) you will be returned to the Browse
Contact Action Window. The newly defined action type will appear in the list of
valid actions, and you can go ahead and choose this action type for the
contact.

Completed - Checkbox

If this box is checked, it indicates the action has been completed.  For
further information regarding this checkbox, see Generating an Action List

Date

Enter the date on which the action is to be performed, e.g., the date on which
you plan to make a sales call.  Any of the shortcuts corresponding to date
fields can be used.

The date field defaults to the current date.  Often, an action needs to be
performed in a time frame relative to today's date, e.g., an action may need to
be performed 3 months from today. Thus, the shortcuts +NX and -NX, where N is a
number and X is D for Day, W for week, M for month, Y for year, are likely to
be very helpful.

Time

Enter the time at which the action is to be performed, e.g., the time at which
you plan to meet with a contact.  Any of the shortcuts corresponding to time
fields can be used.  The time field defaults to the current time.

Frequency

Enter how often the action needs to be performed.  The possible choices are:
Daily, Weekly, BiWeekly, SemiMonthly, Monthly, Quarterly, SemiYearly, Yearly,
and One Time. The list of possible frequencies can be displayed in a drop-down
list by clicking on the arrow at the right of the Frequency field.  The default
frequency is One-Time.

This is an Easy Entry Field; thus, Contact Connection will try to find a match
as you type.

The frequency field is used as follows:  once you indicate that an action has
been completed, and save the action record, Contact Connection will prompt you
with the following message:

Would you like to create a new action record for the next time period, or
update the date of this record.  Select Yes to create a new action, No to
update this record, or Cancel to do neither.

If you click on Yes, another action record for this contact will be
automatically added with the same information, except the date will be adjusted
according to the frequency (and the note field of the new action record will be
blank).  For example, if you complete an action with a date of 03/05/94, and
the frequency is designated as yearly, then another action record will be added
with a date of 03/05/95.

If you click on No, the date of the current record will be adjusted according
to the frequency (no new action record will be added).

Note that the frequency is with respect to the date that the action is supposed
to be finished on, not the date that you actually finish it. Thus, in our
example above, if you wait until 04/06/94 to complete the action, the new
action record will still have a date of 03/05/95.

User

Enter the name of the person who is responsible for performing the action.  For
example, if the action is Sales Call, you would use this field to indicate
which sales-person is responsible for calling the contact.

Summary

Enter a summary of the action.  This summary line will appear on Action Lists
as a quick reminder of what needs to be done.

Notes

Enter a note if you wish.  Typically, after an action is performed you might
include some notes on the outcome.  For example, if the action type were Meet
With, you might summarize what occurred at the meeting.

Save the action record by clicking on the Save button, entering Ctrl-S, or
choosing Save Record from the Record Edit Menu.  You will be given a new blank
action record. Repeat the procedures above to add as many action records as you
wish.

When you have finished entering action records, click on the Quit button, enter
Ctrl-Q, or choose Quit Screen from the Quit Menu.  You will return to the
Action List Window. Click on the Done button and you will return to the Browse
Contacts Window.

Step 4) Save the Contact

Once you have returned to the Browse Contacts Window, make sure you save the
contact at least once before closing the window or moving to a different
contact. Action records are a piece of a contact just like the ID or name, and
therefore the contact itself must be saved when you add or edit action records
if you want those changes to be saved.

See also:

Editing Action Records


ΓòÉΓòÉΓòÉ 6.2. Editing Action Records ΓòÉΓòÉΓòÉ

If you need to edit the action records for a contact, first display that
contact in the Browse Contacts Window.

Click on Actions near the bottom of the Browse Contacts Window to display a
list of all the action records you have entered for this contact.  This list
will be displayed in the Action List Window. Highlight the action record that
you wish to edit, and double-click, press ENTER, or click on Show Selected
Action. You will now be in the Browse Contact Action Window.  Make any changes
you wish to this action record, and save the changes.  You may also use the
browsing commands to move to other action records, and edit them as well. Also,
you may add more action records by clicking on the Add/Edit button.  Or, you
can delete an action record by using Ctrl-X.

After you are done editing the action record(s), close the Browse Contact
Action Window, and then click on Done in the Action List Window.  Back in the
Browse Contacts Window, you must save the contact if you want the changes to
the action record(s) to be saved.


ΓòÉΓòÉΓòÉ 6.3. Generating an Action Lists ΓòÉΓòÉΓòÉ

The action records that you have entered can be utilized as a 'to-do list'.
You can easily generate a list of unfinished action items, along with their
due-dates. Or, you can include completed action items, so that you can see a
history of actions that have been done.

Generating Action Lists - Overview

Step 1) Display the Action Tracker Window

Step 2) Enter Action Search Criteria

Step 3) Click on Show Selected Action, if desired

Step 4) Click on Done

Step 1) Display the Action Tracker Window

From the Contact Connection Main Window, click on the Action Tracker button or
select Show Action Tracker from the Contacts Menu.  This will display the
Action Tracker Window.

Step 2) Enter Action Search Criteria

You can generate an action list that matches certain criteria.  Enter the
following fields

Type

Enter the action type that you want displayed in the action list. You may want
to take advantage of the prefix searching feature here (see Prefix Searching).
For example, if you have defined action types Sales Call, Sales Letter, Sales
Demo, to indicate all actions related to sales, then you could search for a
type of 'Sales', and all sales related action records would be retrieved.

Incomplete Only - Checkbox

If this box is checked, which is the default, then only actions that have not
been marked as completed will be displayed.  To include completed actions also,
uncheck this box.

Start Date

Enter the earliest date for actions you wish to view or leave this field blank
to match all actions on or before the End Date.

End Date

Enter the latest date for actions you wish to view or leave this field blank to
match all actions dated on or after the Start Date.  Note: Leaving both the
Start Date and End Date blank will cause the date of the action to be ignored
during the search.

User

When action records are entered, you can optionally specify which user is
responsible for performing the action. If you want to restrict the action list
to those actions assigned to a particular user, then enter the name of that
user here.

As you enter these fields, the action list will adjust to match the criteria
that you have set.

For example, assume you want to generate a list of all sales calls that need to
be made by salesman Tom.  You would enter Sales Call for type (assuming that
you defined that action type), and you would enter Tom for user.

Step 3) Click on Show Selected Action, if desired

If you would like to edit a particular action item that is in the list, then
highlight that item.  Click on Show Selected Action, or Double-Click on that
item.  You will be brought to the contact record corresponding to this action.
When you exit the Browse Contacts Window, you will return to the Action Tracker
Window.

Step 4) Click on Done

When you are done with the activity list, click on Done.  You will return to
the Contact Connection Main Window.


ΓòÉΓòÉΓòÉ 7. File Tracker ΓòÉΓòÉΓòÉ

The File Tracker allows you to associate files with a contact.  You can use it
to indicate files, such as letters or spreadsheets, that are related to the
contact. Furthermore, you can launch applications to create files from within
Contact Connection.

One way this feature can be used is as a reminder of letters that have been
sent to a business or individual.  The file names of the letters can be entered
in the Files list.

As a second example, an accountant may prepare tax returns for an individual
using a spreadsheet.  He or she could launch the spreadsheet application from
the individual's record within Contact Connection. The spreadsheet that is used
would then be tied to the individual's record.


ΓòÉΓòÉΓòÉ 7.1. Adding Related Files ΓòÉΓòÉΓòÉ

To add related files for an individual or business, follow these steps.

Adding a Related File - Overview

Step 1) Display Contact in Browse Contacts Window

Step 2) Click on the Files Button

Step 3) Click on Add New File

Step 4) Add Related File Information

Step 5) Click on Launch File

Step 6) Save Related File Information

Step 7) Save the Contact

Step 1) Display Contact in Browse Contacts Window

If you want to add related files to a contact that has previously been entered
into Contact Connection, then you first must display the contact's record in
the Browse Contacts Window. If the contact has not previously been entered,
then enter the information for the contact.

Step 2) Click on the Files Button

From the Browse Contacts Window, click on the Files button near the bottom of
the window (or equivalently, select Show Files from the Show Menu, or enter
Ctrl-Shift-F) and Contact Connection will display the File List Window.

Step 3) Click on Add New File

Click on Add New File in the File List Window.  You will be given a blank new
record in the Browse Contact Files Window.

Step 4) Add Related File Information

Fill in the related file fields as follows.

File Type

Enter the file type for this record - this indicates to Contact Connection
whether the file is a word processing document, a spreadsheet, etc. The file
type is an Easy Entry field. As you enter the file type, Contact Connection
will try to find a match in the list of file types you have defined. If the
file type you want to enter is highlighted, press ENTER.

The file type must match one of the types you have defined previously.  If you
need to add a new file type, highlight one of the <Not Set> entries in the File
Type drop down list, and click on the File Type Info button.  You will be moved
to the File Type Window.  Enter the new file type as described in Setting File
Types

Once you have defined the new file type (or exit without defining a new file
type) you will be returned to the Browse Contact Files Window. The newly
defined file type will appear in the list of valid types, and you can go ahead
and choose this file type.

File Name

The name of the file defaults to ContNNN.###, where NNN indicates the record
number of the contact, and ### indicates the next consecutive related file
number for this contact. For example, CONT87.003 indicates that the file is for
the contact with record number 87, and that this is the third related file for
that contact.

By default, all related files are stored in the FILES subdirectory of Contact
Connection.

If you wish, you can enter a new file name.  If you want the file to be in a
directory other than Files, then you must indicate the full path of the file as
part of the name.

Description

Enter a description of the file if you wish.

File Date

Use this field as you see appropriate - it could be used for the creation date
of the file, or the last-modified date, etc.. Any of the shortcuts
corresponding to date fields can be used.

Step 5)  Click on Launch File

At this point, you can go ahead and create the actual file if it does not
already exist.  Click on Launch File, and the application specified in File
Type will be started, and the file you have named will be loaded.

For example, assume you want to write a letter to the contact with record
number 98.  Assume this is the first file to be associated with this contact.
The default file name will be Cont98.001. Since the letter will be a word
processing document, you enter the File Type as Word Processing (or whatever
you have defined as the appropriate file type). When you click on Launch File,
the associated word processor application will start, and file Cont98.001 will
be the file name.

Enter the word processing document as you normally would.  When you exit the
word processor, you will return to Contact Connection in the Browse Contact
Files Window.

Note:  some applications do not allow you to have multiple active copies.
Thus, if you try to launch an application that is already in use, you will be
brought to that application, but the related contact file will not be loaded.
If this is the case, then select Open File from the application.  Contact
Connection automatically puts the file name (e.g., Cont98.001) into the
Clipboard for you.  Thus, for the file name to open, paste from the Clipboard.

Step 6) Save Related File Information

In the Browse Contact File Window, save the related file information by
clicking on the Save button, entering Ctrl-S, or choosing Save Record from the
Record Edit Menu.  You will be given a new blank related file record. Repeat
the procedures above to add as many related files as you wish.

When you have finished adding related files, click on the Quit button, enter
Ctrl-Q, or choose Quit Screen from the Quit Menu.  You will return to the File
List Window. Click on the Done button and you will return to the Browse
Contacts Window.

Step 7) Save the Contact

Once you have returned to the Browse Contacts Window, make sure you save the
contact at least once before closing the window or moving to a different
contact. Related files are a piece of a contact just like the ID or name, and
therefore the contact itself must be saved when you add or edit related files
if you want those changes to be saved.

See also Editing Related Files


ΓòÉΓòÉΓòÉ 7.2. Editing Related Files ΓòÉΓòÉΓòÉ

If you need to edit the related files for a contact, first display that contact
in the Browse Contacts Window.

Click on Files near the bottom of the Browse Contacts Window to display a list
of all the related files you have entered for this contact.  This list will be
displayed in the File List Window. Highlight the related file that you wish to
edit, and click on Launch File.

The associated application (as indicated by the File Type) will be launched,
and the associated file will be loaded.  Make any changes to the file. When you
exit from the application, you will return to Contact Connection in the File
List Window.

If you need to change any of the related file information, then highlight that
file in the File List Window.  Double-click, press ENTER, or click on Show
Selected File.  You will now be in the Browse Contact Files Window. Make any
changes you wish to this related file, and save the changes.  After you are
done editing the related file information, close the Browse Contact Files
Window, and then click on Done in the File List Window. Back in the Browse
Contacts Window, you must save the contact if you want the changes to the
related file information to be saved.


ΓòÉΓòÉΓòÉ 8. Printing ΓòÉΓòÉΓòÉ

Contact Connection provides various methods of printing out the contact
information.  Addresses can be very easily printed on envelopes or mailing
labels; they can be printed for a single contact, or for all contacts that
match a certain criterion.  In addition, listing reports can be generated where
you specify the particular data that you want printed. Contact Connection also
allows you to print form letters using contact data.

See

Printing an Envelope from the Browse Mode

Printing Envelopes for Selected Contacts

Printing a Label from the Browse Mode

Printing Labels for Selected Contacts

Printing a Contact Listing Report

Printing Form Letters


ΓòÉΓòÉΓòÉ 8.1. Printing an Envelope from the Browse Mode ΓòÉΓòÉΓòÉ

This section describes how to print an envelope for just one contact.

Printing an Envelope from the Browse Mode - Overview

Step 1) Display Contact in Browse Contacts Window

Step 2) Select Print Envelope from the Report Menu

Step 3) Select Address to be Printed

Step 4) Make any Changes to Address Format

Step 5) Set Printer Options

Step 6) Click on Print

Step 1) Display Contact in Browse Contacts Window

Display the contact for which you wish to print an envelope in the Browse
Contacts Window.

Step 2) Select Print Envelope from the Report Menu

Select Print Envelope from the Report menu, or enter Ctrl-Shift-E.  The Print
Envelope Window will appear.

Step 3) Select Address to be Printed

All the addresses that you have entered for this contact will be listed at the
top of the Print Envelope Window in the Address to Print list.  The default
address for the contact will be highlighted in this list. If this is not the
address you wish to print, then use the Up and Down Arrow keys to highlight the
desired address.

Step 4) Make any Changes to Address Format

The address that is highlighted in the Address to Print list will be displayed
in the Address As It Will Print section; this shows exactly how the address
will be printed on the envelope.

You can control which fields are added to the address by checking or unchecking
the options in the Include In Address section (see Adding an Address).  As you
check or uncheck each of these options the text in the Address As It Will Print
section will be updated to match the options you have checked.

If the address format is still not to your liking, you can directly edit the
Address As It Will Print section.  Make any changes you wish - the envelope
will print out exactly how you specify.

Step 5) Set Printer Options

Set the printer you wish to print to as the Output Device.  Be sure you have
loaded it with envelopes.

Click on Job Properties.  In the Job Properties Window, select the form for the
envelope type on which you will be printing.  (The forms that are listed in the
form drop-down list depend on which printer you have installed.)  In most
cases, you will also need to set the Landscape mode of printing (as opposed to
Portrait mode). Note: You need to set these options each time you print an
Envelope report.  After setting these options, click on OK, and you will return
to the Print Envelope Window.

Step 6) Click on Print

Click on Print to print the envelope.  The envelope will be printed, and you
will automatically return to the Browse Contacts Window.

See also Printing Envelopes for Selected Contacts


ΓòÉΓòÉΓòÉ 8.2. Printing Envelopes for Selected Contacts ΓòÉΓòÉΓòÉ

In this section, we describe printing envelopes for all contacts that match a
user-specified search criteria.  Note that the default address for the contacts
is the address that will be printed on the envelopes.  The format of each
address is controlled by the options you set when you added the address.  (See
Adding an Address for information on setting the default address and
controlling its format.)

If you did not set Add Contact's Name When Printing for the default address,
then the address that is printed on the envelope will exactly match the default
address that is entered for the contact.

Printing Envelopes for Selected Contacts - Overview

Step 1) Select Contacts Envelope Report from the Report Menu on the Contact
Connection Main Window

Step 2) Set the Search Criteria

Step 3) Set Printer Options

Step 4) Click on Print

Step 1) Select Contacts Envelope Report from the Report Menu on the Contact
Connection Main Window

From the Contact Connection Main Window, choose the Contacts Envelope Report
option from the Report Menu.  This will take you to the Envelope Report Window.

Step 2) Set the Search Criteria

The Envelope Report Window has a Searching Section, which closely resembles the
Contact Connection Main Window.  This allows you to print envelopes for only
those contacts who match a certain criteria. Set the search criteria exactly as
you would from the main window.  See Searching from the Main Window.

For example, assume you want to print envelopes for all contacts to whom you
need to send product information. Assume you have assigned the code PROD INFO
to these contacts.  In the Envelope Report Window, you would first click on
Codes, to indicate that you want to set up a criterion based on codes. You
would then enter PROD INFO as the code to search on.

If no search criteria is entered, then envelopes will be printed for every
contact entered in Contact Connection.

Step 3) Set Printer Options

Set the printer you wish to print to as the Output Device.  Be sure you have
loaded it with envelopes.

Click on Job Properties.  In the Job Properties Window, select the form for the
envelope type on which you will be printing.  (The forms that are listed in the
form drop-down list depend on which printer you have installed.) In most cases,
you will also need to set the Landscape mode of printing (as opposed to
Portrait mode).  Note: You need to set these options each time you print an
Envelope report.  After setting these options, click on OK, and you will return
to the Envelope Report Window.

Step 4) Click on Print

Click on Print to print the envelope.  The envelopes will be printed for all
contacts who match the criteria you have set.  You will automatically return to
the Contact Connection Main Window.

See also Printing an Envelope from the Browse Mode


ΓòÉΓòÉΓòÉ 8.3. Printing a Label from the Browse Mode ΓòÉΓòÉΓòÉ

This section describes how to print a label for just one contact.

Printing a Label from the Browse Mode - Overview

Step 1) Display Contact in Browse Contacts Window

Step 2) Select Print Label from the Report Menu

Step 3) Select Address to be Printed

Step 4) Make any Changes to Address Format

Step 5) Set Label Format

Step 6) Set Printer Options

Step 7) Click on Print

Step 1) Display Contact in Browse Contacts Window

Display the contact for which you wish to print a label in the Browse Contacts
Window.

Step 2) Select Print Label from the Report Menu

Select Print Label from the Report menu, or enter Ctrl-Shift-B.  The Print
Label Window will appear.

Step 3) Select Address to be Printed

All the addresses that you have entered for this contact will be listed at the
top of the Print Label Window in the Address to Print list.  The default
address for the contact will be highlighted in this list. If this is not the
address you wish to print, then use the Up and Down Arrow keys to highlight the
desired address.

Step 4) Make any Changes to Address Format

The address that is highlighted in the Address to Print list will be displayed
in the Address As It Will Print section; this shows exactly how the address
will be printed on the label.

You can control which fields are added to the address by checking or unchecking
the options in the Include In Address section.  As you check or uncheck each of
these options the text in the Address As It Will Print section will be updated
to match the options you have checked.

If the address format is still not to your liking, you can directly edit the
Address As It Will Print section.  Make any changes you wish - the label will
print out exactly how you specify.

Step 5) Set Label Format

Choose the label format that you wish to use.  To display the drop-down list of
label formats, click on the arrow at the right of the Label Format field. If
you need to change the definition of the label format (e.g., you want to change
the width of the label), then highlight the format to be changed, and click on
Label Info. Set the label format as described in Setting Label Formats

When you are done setting the label information, click on Accept and you will
return to the Print Label Window.

Step 6) Set Printer Options

Set the printer you wish to print to as the Output Device.  Be sure you have
loaded it with labels.

The row and column information indicate the next label to be printed on (i.e.,
some of the labels may have been printed on already). Contact Connection
automatically updates the row and column each time you print a label of a
particular format (i.e., there is a row and column value associated with each
label format).  (For networked users, the row and column are updated any time
anyone prints a label of a given format.)

You may override the row and column values if you would like Contact Connection
to print on a different label.

Step 7) Click on Print

Click on Print to print the label.  The label will be printed, and you will
automatically return to the Browse Contacts Window.  See also Printing Labels
for Selected Contacts


ΓòÉΓòÉΓòÉ 8.4. Printing Labels for Selected Contacts ΓòÉΓòÉΓòÉ

In this section, we describe printing labels for all contacts that match a
user-specified search criteria.  Note that the default address for the contacts
is the address that will be printed on the labels.  The format of each address
is controlled by the options you set when you added the address.  (See Adding
an Address for information on setting the default address and controlling its
format.)

Printing Labels for Selected Contacts - Overview

Step 1) Select Contacts Label Report from the Report Menu on the Contact
Connection Main Window

Step 2) Set the Search Criteria

Step 3) Set Label Format

Step 4) Set Printer Options

Step 5) Click on Print

Step 1) Select Contacts Label Report from the Report Menu on the Contact
Connection Main Window

From the Contact Connection Main Window, choose the Contacts Label Report
option from the Report Menu.  This will take you to the Label Report Window.

Step 2) Set the Search Criteria

The Label Report Window has a Searching Section, which closely resembles the
Contact Connection Main Window.  This allows you to print labels for only those
contacts who match a certain criteria. Set the search criteria exactly as you
would from the main window.  See Searching from the Main Window

For example, assume you want to print mailing labels for all contacts to whom
you send holiday cards.  Assume you have assigned the code HOL to these
contacts.  In the Label Report Window, you would first click on Codes, to
indicate that you want to set up a criterion based on codes.  You would then
enter HOL as the code to search on.

It is possible to set up more complex criteria, as described in Searching from
the Main Window.

If no search criteria is entered, then labels will be printed for every contact
entered in Contact Connection.

Step 3) Set Label Format

Choose the label format that you wish to use.  To display the drop-down list of
label formats, click on the arrow at the right of the Label Format field. If
you need to change the definition of the label format (e.g., you want to change
the width of the label), then highlight the format to be changed, and click on
Label Info. Set the label format as described in Setting Label Formats.

When you are done setting the label information, click on Accept and you will
return to the Label Report Window.

Step 4) Set Printer Options

Set the printer you wish to print to as the Output Device.  Be sure you have
loaded it with labels.

The row and column information indicate the next label to be printed on (i.e.,
some of the labels may have been printed on already). Contact Connection
automatically updates the row and column each time you print a label of a
particular format (i.e., there is a row and column value associated with each
label format). (For networked users, the row and column are updated any time
anyone prints a label of a given format.)

You may override the row and column values if you would like Contact Connection
to begin printing on a different label.

Step 5) Click on Print

Click on Print to print the label.  The labels will be printed for all contacts
who match the criteria you have set.  You will automatically return to the
Contact Connection Main Window.


ΓòÉΓòÉΓòÉ 8.5. Printing a Contact Listing Report ΓòÉΓòÉΓòÉ

You can print a variety of contact listing reports.  You select the fields that
you would like included in the report, and set search criteria to restrict the
listing to a subset of contacts. You can also set a title, sub-title, page
footer, page header, and footnote for the listing report.

Printing a Contact Listing Report - Overview

Step 1) Select Contacts Listing Report from the Report Menu on the Contact
Connection Main Window

Step 2) Set the Search Criteria

Step 3) Select Fields to Print

Step 4) Set Printer Options

Step 5) Click on Print

Step 1) Select Contacts Listing Report from the Report Menu on the Contact
Connection Main Window

From the Contact Connection Main Window, choose the Contacts Listing Report
option from the Report Menu.  This will take you to the Listing Report Window.

Step 2) Set the Search Criteria

The Listing Report Window has a Searching Section, which closely resembles the
Contact Connection Main Window.  This allows you to print contact information
for only those contacts who match a certain criteria. Set the search criteria
exactly as you would from the Main Window.  See Searching from the Main Window

For example, assume you want to print a listing of all contacts that live in
NJ.  You would set the Search By to Other.  Click on the arrow next to Other to
bring up the Contact Search Window.  Set state to NJ, and click on Accept.

If no search criteria is entered, then all contacts will be included in the
report.

Step 3) Select Fields to Print

You can indicate whether you want to print information for just individuals,
just businesses, or both.

You can also indicate which fields you would like printed.  If you indicate
that you want addresses printed, then you have the option of printing all
addresses for the contacts, or just the default address. You can also indicate
whether or not the address notes should be printed.  You have these same
options with phone numbers.

If you indicate that you want to print links, the name of any linked contacts
will print along with the link relationship.

If you indicate that you want to print files, the name of any related files
will be printed.

If you indicate that you want to print actions, the summary of each action
record for a contact will be printed.

Step 4) Set Printer Options

Set the printer you wish to print to as the Output Device.

If you would like to include a header, footer, etc., click on the Options
button at the bottom of the Listing Report Window.  You will be brought to the
Report Options Window.  Set any of the following fields:

Report Title

The report title is printed at the top of the first page of the report.  You
may also click on Underline Title.

Report Subtitle

The report subtitle is printed underneath the title at the top of the first
page of the report.  You may also click on Underline Subtitle.

Page Footer Text

The footer text is printed at the bottom of each page of the report.

Page Header Text

The header text is printed at the top of every page of the report, except for
the first page.

Report Footnotes

The report footnotes are printed at the end of the report.

After setting the desired options, click on OK.  You will return to the Listing
Report Window.

Step 5) Click on Print

Click on Print to print the contact listing report.  You will automatically
return to the Contact Connection Main Window.


ΓòÉΓòÉΓòÉ 8.6. Printing Form Letters ΓòÉΓòÉΓòÉ

You can generate form letters that automatically incorporate the data that you
have entered into Contact Connection. For example, you can print letters where
the name and address of each contact is inserted into the letter at the
location you specify.

Printing a Form Letter - Overview

Step 1) Create Form Letter Template

Step 2) Select Contacts Form Letters from the Report Menu on the Contact
Connection Main Window

Step 3) Set the Search Criteria

Step 4) Enter the Template File Name

Step 5) Set Printer Options

Step 6) Click on Print

Step 1) Create Form Letter Template

In order to print form letters, you must first create a form letter template.
Use any word processor to create the form letter template, and save the file as
a Text file.  The template indicates the text for the letter, and also
indicates which data fields should be included in the letter.

To indicate the position of a data field, enter the name of the field in
brackets as shown below.  You must enter the field names exactly as listed
below (e.g., use lower and upper case exactly as shown).

Name Related Fields

{name}-  For an individual this will be replaced by:

Title  First Name   Middle Initial  Last Name  Suffix

For a business, this field will be replaced by the business name

If you don't want to use this format for names, then you can specify the
particular name components that you would like, as follows:

{title}- title of individual; ignored for businesses

{firstName}- first name of individual; ignored for businesses

{middleName} - middle name of individual; ignored for businesses

{lastName} - last name of individual; ignored for businesses

{suffix} - suffix for individual; ignored for businesses

{informalName} - informal name for individual; ignored for businesses

{businessName} - the business name of the business or individual (if given)

{department} - the individual's department name; ignored for businesses

{jobTitle} - the individual's job title; ignored for businesses

Address Related Fields

{address} - the entire default address will be printed, including city state
and zip.  Note: the Add To Address formatting options do not have any effect in
form letters.  If you want the contact's name or other information to appear,
you must explicitly include the name fields.

If you want an address other than the default address to print, use:

{homeAddress} - the first home address entered will print

{workAddress} - the first work address entered will print

{eMailAddress} - the electronic mail address will print

If you don't want to use the standard format for addresses, then you can
specify the particular address components that you would like, as follows:

{address.line1} - first line of the address

{address.line2} - second line of the address

{address.line3} - third line of the address

{address.line4} - fourth line of the address

{address.city} - city

{address.state} - state

{address.zip} - zip

Or, you could use {workAddress.line1}, {homeAddress.line1}, etc.

Phone Number Related Fields

{phone} - the default phone number will print

If you want a phone number other than the default to print, use:

{homePhone} - the first home phone number entered will print

{workPhone} - the first work phone number entered will print

{fax} - the fax number will print

Miscellaneous Fields

{type} - "Individual" for individuals; "Business" for businesses

{id} - the ID of the contact

{businessDescription} - description of business (if given)

Step 2) Select Contacts Listing Report from the Report Menu on the Contact
Connection Main Window

From the Contact Connection Main Window, choose the Contacts Form Letters
option from the Report Menu.  This will take you to the Form Letters Window

Step 3) Set the Search Criteria

The Form Letters Window has a Searching Section, which closely resembles the
Contact Connection Main Window.  This allows you to print form letters for only
those contacts who match a certain criteria. Set the search criteria exactly as
you would from the Main Window.  See Searching from the Main Window

In addition to setting the search criteria, you can also specify whether the
form letters should be printed to just businesses that match the criteria, just
individuals that match the criteria, or both.

If no search criteria is entered, then form letters will be printed for all
contacts.

Step 4) Enter the Template File Name

Indicate the name of the file that contains the form letter template (i.e., the
file that you created in Step 1).

Step 5) Set Printer Options

Set the printer you wish to print to as the Output Device.

Step 6) Click on Print

Click on Print to print the form letters.  You will automatically return to the
Contact Connection Main Window.


ΓòÉΓòÉΓòÉ 9. Automatic Dialer ΓòÉΓòÉΓòÉ

Contact Connection provides an automatic dialer feature, so that you can call a
contact without having to dial the digits yourself.

In order to use this feature, you must have a modem installed, and, if it's an
external modem, the modem must be turned on.

You can dial contacts from the Contact Connection Main Window or from the
Browse Mode.

See

Dialing from the Main Window

Dialing from the Browse Mode


ΓòÉΓòÉΓòÉ 9.1. Dialing from the Main Window ΓòÉΓòÉΓòÉ

Dialing From the Main Window - Overview

Step 1) Set the Search Criteria

Step 2) Highlight Contact to Call

Step 3) Select Dial Selected Contact from the Contacts Menu on the Contact
Connection Main Window

Step 4) Select Phone Number to Dial

Step 5) Click on Dial

Step 1) Set the Search Criteria

Set the search criteria to find the contact(s) you wish to call.

See Searching from the Main Window.

For example, you might want to call all customers who expressed an interest in
a product.  Assume you have coded these customers with the code SalesLead. You
could set the search criterion to be the code SalesLead.  The list of sales
leads will be displayed.

Step 2) Highlight Contact to Call

Highlight the contact in the list that you wish to dial.

Step 3) Select Dial Selected Contact from the Contacts Menu on the Contact
Connection Main Window

Select Dial Selected Contact from the Contacts Menu, or select Dial Selected
Contact from the Pop-Up list that is invoked by clicking on the right mouse
button.

Step 4) Select Phone Number to Dial

A list of all phone numbers entered for the contact will be displayed, and the
default phone number will be highlighted.  Highlight the number you wish to be
dialled.  Any digits following EXT will not be dialled.

Step 5) Click on Dial

Make sure that the modem port has been set correctly, and then click on Dial to
place the call.


ΓòÉΓòÉΓòÉ 9.2. Dialing from the Browse Mode ΓòÉΓòÉΓòÉ

You may automatically dial a phone number from the Browse Contacts Window, or
from the Browse Phone Number Window.

Dialing From the Browse Mode - Overview

Step 1) Select Dial Phone from the Other Menu

Step 2) Select Phone Number to Dial

Step 3) Click on Dial

Step 1) Select Dial Phone from the Other Menu

Select Dial Phone from the Other Menu on the Browse Contacts Window or the
Browse Phone Numbers Window, or enter Ctrl-Shift-D from either of these
windows.

Step 2) Select Phone Number to Dial

If you selected Dial Phone from the Browse Contacts Window, a list of all phone
numbers entered for the contact will be displayed, and the default phone number
will be highlighted. Highlight the number you wish to be dialled.  Any digits
following EXT will not be dialled.

If you selected Dial Phone from the Browse Phone Numbers Window, then the phone
number you were viewing is the number that will be dialled.

Step 3) Click on Dial

Make sure that the modem port has been set correctly, and then click on Dial to
place the call.


ΓòÉΓòÉΓòÉ 10. Importing and Exporting Data ΓòÉΓòÉΓòÉ

Contact Connection allows you to import data or export data in the ASCII
format.

See Importing Data.

See Exporting Data.


ΓòÉΓòÉΓòÉ 10.1. Importing Data ΓòÉΓòÉΓòÉ

Follow the steps below to import pre-existing contact data into Contact
Connection.  If you already have entered contacts into Contact Connection, then
the imported data will be appended. It is strongly recommended that you back up
your data prior to importing new data.

Importing Data - Overview

Step 1) Create Import File

Step 2) Select Import/Export Data from the Maintenance Menu

Step 3) Select ASCII Import

Step 4) Enter the Import File Name and Related Information

Step 5) Click on Process

Step 1) Create Import File

In order to import data, you must first create an import file.  The first line
of the file must contain a list of the fields that will be imported.  If you
prefer, you can place this "header line" in a separate file and specify its
name separately when you start the import process.  For a list of valid field
names, see  Field Names for Import/Export.  The field names must be separated
by a comma, TAB, or by any other character you specify as a delimiter when you
start the import process.

The remaining lines of the import file contain the actual data to be imported.
Each line corresponds to one contact (do not enter Carriage Returns in the
middle of the data for one contact).  The data for each contact must appear in
the exact same order as the field list that you indicated on the first line of
the file (or in a separate header file).  Separate the data fields by any
character you chose (usually a comma or TAB) but be sure that you always use
the same character.  This character is called the field "Delimiter".  If a
contact does not have data for a given field, you still must enter the field
delimiter as a placeholder.

Note: any imported contacts will be interpreted as businesses unless the {type}
field is given and specifically specifies the contact as an individual by
starting with the character "I", or unless the {lastName} field is given and
has data in it.

Note: field data can be enclosed in quotes if you desire.  They will not be
considered part of the field's data.

Step 2) Select Import/Export Data from the Maintenance Menu

Select Import/Export from the Maintenance Menu on the Contact Connection Main
Window.  You will be brought to the Import/Export Data Window.

Step 3) Select ASCII Import

Select the ASCII Import option, and click on Process.

Step 4) Enter the Import File Name and Related Information

Enter the name of the import file that you created in Step 1.  If you are using
a separate header file to list the field names for importing, then specify the
Header File Name also; otherwise leave this field blank.  If necessary, change
the Field Delimiter To Use to the character you are using to indicate the end
of one field's data and the start of the next.

Step 5) Click on Process

Click on OK and the data will be imported.  This may take some time if you have
a lot of data.


ΓòÉΓòÉΓòÉ 10.2. Exporting Data ΓòÉΓòÉΓòÉ

Exporting Data - Overview

Step 1) Create Export Header File

Step 2) Select Import/Export Data from the Maintenance Menu

Step 3) Select ASCII Export

Step 4) Set Search Criteria

Step 5) Enter the Output File Name and Related Information

Step 6) Click on Process

Step 1) Create Export Header File

In order to export data, you must first create an export header file.  The
first line of the file must indicate a list of the fields that will be
exported.  For a list of valid field names, see  Field Names for Import/Export
The field names must be separated by a comma, TAB, or by any other character
you specify as a delimiter when you start the export process.

Step 2) Select Import/Export Data from the Maintenance Menu

Select Import/Export Data from the Maintenance Menu on the Contact Connection
Main Window.  You will be brought to the Import/Export Data Window.

Step 3) Select ASCII Export

Select the ASCII export option, and click on Process.

Step 4) Set Search Criteria The Export Data Window has a Searching Section,
which closely resembles the Contact Connection Main Window.  This allows you to
export data for only those contacts who match a certain criteria. Set the
search criteria exactly as you would from the main window.  See Searching from
the Main Window

Step 5) Enter the Output File Name and Related Information

Enter the name of the output file where you want the exported data to go.  If
the output file is different from your header file, then you also need to enter
the header file name; note that the header file is the file you created in Step
1 above.  If necessary, change the Field Delimiter To Use to the character you
are using to indicate the end of one field's data and the start of the next.
You also have options to control whether or not quotes are placed around each
field's data and whether or not a header line should be added to the output
file.

Step 6) Click on Process

Click on Start and the data will be exported.  This may take some time if you
have a lot of data.


ΓòÉΓòÉΓòÉ 10.3. Field Names for Import/Export ΓòÉΓòÉΓòÉ

er and lower case.).

Name Related Fields

{name}-  If you are exporting data for an individual this will be replaced
by:

Title  First Name   Middle Initial  Last Name  Suffix

If you are importing data for an individual, Contact Connection will attempt to
parse the name data into these different fields.

Or, you can specify the particular name components, as follows:

{title}- Title of individual

{firstName}- first name of individual

{middleName} - middle name of individual

{lastName} - last name of individual

{suffix} - suffix for individual

{informalName} - informal name for individual

{businessName} - business name for a business or individual (if given)

{department} - department name for an individual

{jobTitle} - job title for an individual

Address Related Fields

{address.line1} - first line of the address

{address.line2} - second line of the address

{address.line3} - third line of the address

{address.line4} - fourth line of the address

{address.city} - city

{address.state} - state

{address.zip} - zip

{eMailAddress} - electronic mail address

If you are importing data, then the default address type for an individual is
Home, and the default type for a business is Work. If you are exporting data,
the default address will be exported.

You can also use {workAddress.line1}, {homeAddress.line1}, etc. if you want to
import/export multiple addresses.

Phone Number Related Fields

{fax} - fax number of contact

{phone}- If you are importing data, then the default phone type for an
individual is Home, and the default type for a business is Work.  If you are
exporting data, the default phone number will be exported.

If you want to explicitly indicate a phone type when importing data, or want to
export a phone number other than the default, use:

{homePhone}

{workPhone}

Miscellaneous Fields

{type} - "Individual" for an Individual or "Business" for a business.  When
importing data only the first letter of this field is used so you can
abbreviate it as "I" or "B".

{id} - the contact's id

{businessDescription} - description of business

{linkTo} - the ID of a related contact to associate with this contact.  The
related contact must exist in the database prior to specifying this field.
This field name is not supported when exporting.


ΓòÉΓòÉΓòÉ 11. Maintenance ΓòÉΓòÉΓòÉ

These maintenance options are rarely used by the average user.  They may be
useful, however, when trying to find and correct certain problems with your
data.

Running Diagnostics

Browsing Links


ΓòÉΓòÉΓòÉ 11.1. Running Diagnostics ΓòÉΓòÉΓòÉ

The Diagnostics Window allows you to run diagnostics on your data.  This is
rarely needed but it can help spot and correct any potential problems with your
data.  For instance if you deleted a code definition that is in use by a
contact, Diagnostics will warn you of this situation.

Level 1 Diagnostics does simple verification that your data is consistent,
while Level 2 will do more extensive verification.

Once Level 2 Diagnostics has been started it can not be interrupted.


ΓòÉΓòÉΓòÉ 11.2. Browsing Links ΓòÉΓòÉΓòÉ

Browsing Links should generally only be used by Support Technicians.

Normally links should be viewed, edited, and added by selecting the contact and
choosing the Links option.

Each record associates one contact with another based on their record numbers.
It also stores the relationship of each contact to the other.