THIS FILE IS THE SAMES AS THE APPLICATION HELP FILE!
User's guide to
Names 97
by Medea International Limited
ItÆs about time
Contents
Revision History i
Notes about revision history i
Version 1.03 i
Preface i
About this guide i
Assumptions i
Conventions i
Using the Online Help i
Introduction 1
Introduction 1
Medea International Limited 1
A Brief Overview 3
Getting Started 3
Installation 3
What to do after running Setup 4
Features 1
Full 32-bit Windows application 1
Windows 95 and Windows NT capable. 1
Built on Microsoft Access 97 1
Microsoft Office 97 Integration 1
Symantec WinFax PRO Integration 2
Dynamic telephone books 2
How does it work? 2
Contact phone numbers 3
Can I dial the numbers directly? 3
What about email? 3
What about special needs? 3
AutoLink 3
Network capable 4
Unlimited users 5
Individual user settings 5
Document privacy 5
Automatic Document Filing 5
Monthly directory filing 5
Expandable 6
Names 97 Developer Edition 6
Customised Solutions 6
Using Names 97 7
The menu bar 7
File menu 7
Edit menu 8
View menu 9
Records menu 10
Tools menu 11
Help menu 13
The Names 97 Navigator 13
The navigator 13
The navigator toolbar 14
The navigator tabs 14
Working with Names 97 14
Adding a company 14
Adding a Contact 15
Working with Documents 16
Reading and editing existing documents 17
Send a document by fax 17
Printing documents 17
System Setup 17
User Settings 18
Main Menu 18
System 18
Names 19
Company 19
User Settings 19
ShortCut Keys 20
Revision History
Notes about revision history
It is important to not that this revision history notes section may give additional information on features about Names 97 that are not mentioned anywhere else in the help file. It is therefore advisable to read this section last, for extra information that may have been missed.
Version 1.03
Version 1.03 - Improved installation, bug fixes.
Better handling of Word templates, requiring less customization
Radically modifies the Word template use, so that rather than requiring templates in a particular format, Names 97 will generate special equipment and layout formatting automatically.
Document Deletion confirmation
There is a new option to turn off document deletion confirmations.
Improved security
New security features - although all users can see public documents, only the creator and the administrator are allowed to delete them.
Password Reminder
Password reminder. Word and excel documents can be saved with additional passwords. Names asks if you want a password reminder now, so you need not worry about losing them.
Faster
Improved performance. More code reduction and re-use.
Document reference inclusion in automation
References are now generated on all outgoing letters and faxes
Gold release - free upgrade to Names 98, and the only fully supported version
THIS IS THE FINAL RELEASE OF NAMES 97 - NAMES 98 WILL BE RELEASED IN MAY'98 WITH A HOST OF NEW FEATURES!!
Preface
About this guide
This guide makes certain assumptions about the user and the userÆs experience in operating efficiently and effectively in a Windows environment. Furthermore, the guide makes certain assumptions as to the technical knowledge of the user.
For the sake of clarity, certain keynotes are written with a particular format, which will remain consistent throughout Names 97, and indeed all other Medea International software packages.
Assumptions
This guide assumes you are familiar with the Windows version you are using. If you are not familiar with terms such as ôdialogö, ôiconö, ôoptionö, ôdrop-down listö and so on, please see your Windows documentation.
This guide does not assume you have any previous experience with Names 97 or any earlier incarnations of it.
You are required to know how to make folders or directories, how to move files, and how to edit shortcuts or program manager icons where necessary.
Conventions
The instructions in this guide are cross-platform. Where special instructions apply to a particular version of Windows, this will be noted in an attached margin note.
Using the Online Help
The online help includes information and procedures for using the features in Names 97. This information is categorised in three ways:
Overview Information û All overview topics are generally located at the top of the corresponding book.
ôHow to..ö procedures û All procedural topics describe how to complete a task.
Context-sensitive information û Provides brief information about interface components, such as commands and individual fields in dialogs. To display ôpop-up helpö, click the ôWhatÆs This?ö button in the top right corner of a dialog and click the option you want help on.
Introduction
Introduction
This chapter introduces Names 97 by Medea International Limited, a document and contact management program for Microsoft Windows 95, Windows NT 3.51 and Windows NT 4.0 and any later incarnations of these versions of Microsoft Windows.
Topics in this chapter include
Information on Medea International Limited û who we are, what we stand for, and why we felt there was room for yet another contact and document management program in what would appear to be an already overcrowded marketplace.
An overview of Names 97, it features and strengths
How to get started with Names 97.
Medea International Limited
Medea International Limited was conceived in the early 1990Æs as a company which would provide software solutions for an increasingly desperate market.
For a number of years, Medea International Limited was not formed as a company as such, but we have been providing bespoke solutions to manufacturing industry in Scotland since 1990.
In the ensuing period, a number of common problematic areas were identified, one of which was the dire need for efficient and simple document management.
Our Philosophy
Medea International LimitedÆs philosophy is simple. The driving principle behind all our products is that they should be simple to use, but powerful as well. The interface should be understated and very intuitive, with enough power ôunder the bonnetö to suit everyone from the casual to the power user.
How much the user knows should make virtually no difference û the software should be intelligent enough to ôknowö what the userÆs intention is, and act accordingly. However there must also be safety measures built in to cope with the inexperienced users as well, without causing alarm.
The problem with software
The problem with almost all of todayÆs software is that it is supplied for the expert user. It is supplied under the pretext of being simple, but it is really only simple if you already know how to use it. TodayÆs mass-market software does not really do anything unless the user asks specifically for it to do so, and the vast array of menus, options, shortcuts and hyperlinks built into the products render them virtually unusable for the casual user.
In our opinion, software should solve problems, not create new ones. Software should be designed to get the job done, not to provide tools to enable the user to do the job him or herself.
To draw a parallel, imagine you have a problem with trying to fix a washing machine. The problem is quite simple, and may only require very little work, but until you know how to perform it, the task can be daunting or even impossible. Imagine you call a repair centre, and they say they can fix the problem for a certain amount of cash. You pay your money, and in the mail the next day you receive a screwdriver, a ratchet spanner and an electrical tester. Although these may be the tools you require to do the job yourself, they fall very short of actually solving the issue at hand. In other words the tools are useless. You would be perfectly reasonable if you complained that you expected a service engineer who would do the actual job for the price paid.
Software, we feel, should adhere to the same basic principles of operation. No software company should be congratulated for supplying a toolbox. This is where Medea International Limited differs. We supply products such as Names 97 that are really more like service engineers than toolboxes - Names 97 is designed to use the tools already widely available to get the job at hand done more easily. That is why we integrate with Microsoft Office, using the basic tools such as Word and Excel effectively to provide a solution to a problem. Medea International Limited does not make, and will never make a word processor. It is not what we are about.
And that is how we aim to eliminate the problem with software.
ôItÆs about timeö
The slogan
So where did the slogan come from? Well, it has a dual meaning.
Firstly, all Medea International Limited software has as itÆs driving principle for design the desire to make life and computing easier û saving time and money in the process. ItÆs about time.
Secondly, it seems to us that the principles mentioned in the section called ôThe problem with softwareö are obvious, and someone should have done it long before now. ItÆs about time someone did.
Contact Information
We can be contacted at:
Medea International Limited
Brunel Road
Dundee. DD2 4TG.
Scotland, United Kingdom.
Telephone: +44 1382 622122
Facsimile: +44 1382 622996
email: support@medeainternational.com
Internet: http://www.medeainternational.com
A Brief Overview
Names 97 is a simple application with a simple purpose. ItÆs primary consideration is the effective management of contacts and documents within either a networked multi-user environment, or a stand-alone single user environment. Either way, any single user version can be turned into a networked version without the loss of data, by following a simple set of procedures.
Names 97 is designed to work with the tools you already have, and integrates fully with Microsoft Office 97 and future versions.
Documents are created using Microsoft Word and Microsoft Excel, but are managed and filed by Names 97, so that they can be referenced and accessed quickly and easily by the user(s), without compromising the vast array of functions available in the Microsoft Office suite of applications.
Faxing of documents is achieved via integration with Symantec WinFax PRO.
Remote users are catered for, as well as travelling or mobile users, by means of phone numbers and fax numbers that are calculated on the fly depending on the location of the user. Telephone numbers can be entered in a structured format, and when you leave the office and your location city or even your country changes, telephone numbers will change dynamically to suit your new conditions, without re-entering the numbers again!!!
Outgoing documents are each given a unique reference number, which can be printed or written on any incoming documents to which they refer, so that when you pull a traditional paper file out, any responses that may exist for that document can be located instantly, saving all the wasted time traditionally associated with the process, and letting you get back to what you are supposed to be doing, rather than searching through paper files for documents that have been lost or misfiled.
Internet functions are also built right into Names 97, and facilities exist to enter email addresses and website addresses for the companies and contacts in your database. Integration with Microsoft Exchange and Microsoft Outlook is also catered for, with email addresses being ôliveö linked into either package automatically, allowing simple and effortless email.
To summarise, there is a lot more to Names 97 than there appears to be, and the only way to really appreciate what it can do for you is to actually use it û you wonÆt be disappointed.
Getting Started
Names 97 is very simple to use. Simply run the setup program, make any necessary provisions for network set-ups, and start entering your information! As soon as you have as little as 1 contact, you can start creating, filing, printing and faxing documents right from within Names 97. ItÆs so easy, anyone can use it.
Installation
Simply run the SETUP.EXE program from the installation directory on the installation disk.
What to do after running Setup
Names 97 will NOT work on a system without Long File Names. Please consult your Windows documentation for more information on long file names (LFN)
Installing Fonts
Names 97 makes use of certain screen and printer TrueType fonts. These are installed in the truetype directory under the main program (Usually C:\Program files\Names 97\TrueType). These must be installed to your Windows installation. Please consult your Windows documentation for more details.
Letter and Templates, Envelopes
You have been supplied with certain document templates as samples. These can be modified to suit your application, but they must always reside in the main application directory.
Please consult your Windows/Office documentation for more details.
If you wish to customise these templates, you are free to do so. You may also create your own custom templates for use with Names 97.
Initial Login
When the administrator first logs into Names 97, the user name for initial login is SYS. This user has no password at this stage, so it would be advisable to change this password to your own password immediately. This can be done from the Tools Options menu.
System setup
Please see the title under System Setup in the Names 97 help file for details on setting up the system properly.
Network Installations
There are 4 steps to creating a network installation of Names 97.
The Data file
The Names 97 data file is located under the Data directory of the main program (Usually C:\Program files\Names 97\Data). In a networked installation, this file must reside in a shared network directory. You can move it when Names 97 is not running to such a directory. If you are NOT the first user in a networked system, simple delete the file. Please consult your Windows documentation for more details on moving or deleting files.
Reconnecting data
When the data file is no longer in the same location as the program expects it to be, you are required to reconnect to it. The reconnection will be remembered every time Names 97 is started up, and need only be performed if the data file is not in the default directory after installation, or if it has been moved, deleted or damaged. If it has been damaged, run the repair utility. If is has been moved, simply point Names 97 at the new location of the data file, and it will automatically reconnect itself.
Workgroup file must be common
All installations of app will come with a MEDEA.MDW file, which is the user security information file. If there are a number of users connecting to Names 97 at the same time, they must also connect to the same MEDEA.MDW file, which must reside on a shared networked directory. The specified MEDEA.MDW can be changed by editing the shortcuts that were installed with names, and giving the path to the shortcut of the MEDEA.MDW that will be used.
Changing Shortcuts / Network Installations
Please consult your Windows documentation for more details on editing shortcuts.
If you need to contact us, please do not hesitate to do so.
Features
Full 32-bit Windows application
Names 97 is a full 32-bit Windows application. It will run on any 32-bit version of Microsoft Windows that supports Microsoft Office 97.
Windows 95 and Windows NT capable.
Right from the beginning, Names 97 was designed as a windows application. As such, it does not suffer from the backwards compatibility jinx that so many of todayÆs applications are riddled with.
The interface was not developed for any text-based operating system, but was designed with a graphical user interface in mind from conception, and as such makes no compromises to DOS-based design elements.
Furthermore, Names 97 was designed with Windows 95 and Windows NT 4.0 and future versions of these OSÆs in mind, and has been fully tested on both platforms, with many users running the system concurrently, with no problems whatsoever.
Built on Microsoft Access 97
Because Names 97 is built on Microsoft Access 97, it has a very stable foundation, developed by the world leaders in software, and the creators of Windows.
Microsoft Access 97 is destined to be available for a number of computing platforms, and future versions are guaranteed to integrate fully with Microsoft Office, thereby ensuring any doubts as to whether Names 97 will continue to be around and developed in the future.
Microsoft Office 97 Integration
Names 97 was designed from the ground up as a compatible, integrated solution to document management problems using the tools you already have.
As such, it was part of the design specification from conception onwards that it would work together with Word, Excel and Outlook in an integrated and seamless fashion.
The look and feel of Names 97 has a familiar feel, and because we do not write our own word processors, spreadsheets or email packages, the tools you already use today will be the same ones that you will continue to use in the future through Names 97.
No more retraining will be required, and all you need to know is how to use the Names 97 program itself.
Future-proof
Microsoft Office is the worldÆs best selling office suite. It is supported on the vast majority of todayÆs PC desktops, including IBM compatibles and Apple Macs. There is a huge user installed base, and the future of Microsoft Office is as secure as the future of personal computers themselves.
There is, quite simply, no platform more likely to be available and supported in the future. Any investment in Names 97 is therefore virtually guaranteed to be future-proof.
Symantec WinFax PRO Integration
Names 97 was designed from the ground up as a compatible, integrated solution to document management problems using the tools you already have.
As such, it was part of the design specification from conception onwards that it would work together with Symantec WinFax in an integrated and seamless fashion.
The look and feel of Names 97 has a familiar feel, and because we do not write our own fax software, the tools you already use today will be the same ones that you will continue to use in the future through Names 97.
No more retraining will be required, and all you need to know is how to use the Names 97 program itself.
Future proof
Symantec WinFax (formerly from Delrina) is the worldÆs best selling Fax suite. It is supported on the vast majority of todayÆs PC desktops. There is a huge user installed base, and the future of WinFax is extremely secure
There is, quite simply, no fax software more likely to be available and supported in the future. Any investment in Names 97 is therefore virtually guaranteed to be future-proof.
Dynamic telephone books
One of the biggest problems with contact managers is the entering and maintaining of telephone numbers and fax numbers.
The biggest problems we faced ourselves in bespoke applications was when a user picked up a laptop, went to another country and wanted to send a fax from Names 97. Because the dialling codes changed, and the numbers were entered whilst in Scotland, where Medea International Limited is based, the telephone numbers databases were rendered virtually useless.
The need therefore arose for dynamic phonebooks, which have now been fully integrated into Names 97.
How does it work?
By keeping tabs on the location of the user, the Names 97 intelligent phone numbers reconfigure themselves when attempting to AutoDial or fax to suit the location.
For example if the user is in the same country as the contact, international dialling codes will not be applicable, and Names 97 is intelligent enough not to dial them. There are countless different situations where the numbers have to be dialled differently, and Names 97 was designed to cope with all of these.
Contact phone numbers
Each company has a telephone number and a fax number. Each contact can have a number of contact numbers.
Names 97 uses these numbers intelligently, so that if a contact has a private fax line, then this number will override the company fax number automatically. If the contact has no private number, then the company number will be used automatically.
Can I dial the numbers directly?
Yes! Simply double-clicking on any telephone number will allow any modem or dialler-enabled PC to dial the number directly, including all international dialling codes and prefixes!
This feature can also be accessed from the Tools menu, using the Dial telephone and Dial fax facilities housed therein.
What about email?
By double-clicking on an email address, an email message will be initiated within Microsoft mail, Exchange or Outlook that will be automatically addressed to the recipient.
What about special needs?
Because nobody can foresee every situation that may arise, we have built a facility where the dynamic phonebooks can be flicked on and off for any given contact number. If the Dynamic telephone number is switched off for a particular special need, the number will be used exactly as it appears on screen.
In case of extra special needs, Medea International Limited can produce customised version of Names 97 with additional features tailored to your own specific needs.
Contact us for further information
AutoLink
The AutoLink is a feature unique to Medea International Limited applications like Names 97.
It is a dynamic context sensitive information link used to get more information from any point in the application.
It is activated by double-clicking on any AutoLink enabled field. When the user does this, or presses F8, the AutoLink appears.
The AutoLink does not always look the same. The options that appear depend on where the user is at the time of activation, and gives available options based on conditions. From the AutoLink, the user can either ôjumpö to a new or different screen of information, or print a report, by clicking on the reports tab of the AutoLink
Linking
Reporting
The AutoLink is one of the most important features of Names 97, and its usefulness can only be fully appreciated once you have used it. In customised solutions, the AutoLink can grow with your companyÆs application requirements.
Network capable
Depending on the registration code you have entered, you will either have single user or a network capable version of Names 97.
When you register for the Multi User version of Names 97, you are then given the ability to allocate one user as the administrator. The administrator is then given the ability to add, remove and manage users.
Unlimited users
The Multi User version of Names 97 has no limit as to the number of users it can have. You are obliged to purchase user licenses for each user, but we prefer to work on an ôhonourö principle rather than a ôforceö system.
By this we mean that you are given the full ability to manage users without getting your license first. By keeping user license costs to a minimum, we hope to encourage honest and honourable dealings with our clients. When you add users, please contact us for how ever many licenses you require.
Contact us for further information
Individual user settings
Each user in Names 97 has their own settings. Each user can manage their own settings, and the allocated network administrator can manage all users, as well as adding new users and deleting existing users.
Each user can create different document types, so you can easily have a personal letterhead set up for only one user, and other users cannot access it.
Certain document types can be made available to set groups of high-end users, so that certain departments can be given more power than others.
Document privacy
Whenever a document is created by any given user, it is digitally ôsignedö by that user. If the document is marked as being private, then no other user is allowed access to it except the system administrator and the user who created it.
Furthermore, if the document is private, it cannot be either deleted or overwritten unless the user is the administrator or the creator.
If a document is NOT marked as private, then it is regarded as belonging to the public domain, and all users are allowed to open, overwrite or delete it.
Once again, the system is intelligent enough not to bother the creator with any extra messages or dialog boxes, thereby increasing the creatorÆs productivity, and reducing annoying popups to a minimum.
Automatic Document Filing
Whenever a user creates a document, it is automatically saved in the directory selected in the system options. The directory can be changed by the system administrator. A logical filing system has been implemented in Names 97.
Monthly directory filing
Saving all documents in a single directory has a number of disadvantages.
FAT filing systems still have a limit on the number of documents that can be placed in a single directory.
Time taken to read the directory is longer with more documents, thereby slowing down reads and writes.
Finding a document in the directory is very difficult if one is not using the Names 97 interface.
To remedy these problems, and to maximise performance, the documents are filed in sub-directories of the main document directory. The sub-directories are arranged in a monthly format, so, for example, August 1997 would be ô8-1997ö. When the month changes, it is not necessary to create a new directory. Names 97 takes care of this for you.
Backups are also much easier, as you no longer have to keep backing up all documents every time you run a backup.
Expandable
Because Names 97 is built on Microsoft Access, it can be expanded to suit your own personal needs. Medea International Limited can build a custom solution for you utilising Names 97 as a starting point
Names 97 Developer Edition
A special developer edition of Names 97 is available to enable you to build your own in-house applications as well. We will provide a special database into which you can link your own programs, so that you can still use Names 97 without all the problems associated with data migration and integrity.
Contact us for further information
Customised Solutions
Medea International Limited can build a custom solution for you utilising Names 97 as a starting point.
Perhaps you want a certain referencing format.
Perhaps you may want documents filed in groups or projects
Maybe you have your own ideas on how Names 97 can work better for you.
Almost anything is possible, and Medea International Limited are more than happy to talk to clients who need something special.
Industrial strength applications to run an entire organisation have already been built, and are always under development with Names 97 as just one of the components.
Some applications are now so large and specialised that Names 97 has become just a minor part of the whole picture û but an essential one at that.
Contact us for further information
Using Names 97
The menu bar
The main menu bar contains a number of drop-down menus that apply to all Medea International Limited applications. Each menu contains items grouped together in an intuitive and logical fashion, to help you get the most out of Names 97.
Using the keystroke of Alt together with the underlined letter of the menu required is often faster than using the mouse. For example Alt-F will access the File menu.
File menu
The file menu is used for basic file operations. New records can be added, new views can be opened and closed, reports can be printed or previewed, or Names 97 can be closed down. Specifics are discussed in the following sections.
File New
Allows the addition of a new record. The type of record added depends on where you are at the time you use this command.
File Open
Allows you to open a new view of your data. Performs the same function as the AutoLink.
File Close
Allows you to close the current view of your data. Can be accessed faster with the shortcut key F10.
File Print
Allows you to open a report or printout. Performs the same function as the AutoLink in report mode.
File Print Setup
Allows you to set up your printing options.
File Main Menu
Opens up the Names 97 Main menu
File Exit
Closes Names 97
Edit menu
The edit menu is used for basic edit operations. Records can be found prior to editing, certain specific searches can be performed, and records can be removed.
Edit Find
This activates the ôFindàö box.
By typing into the box that is shown, certain criteria can be searched for. Very powerful in conjunction with the Records menu.
This feature can also be activated without the menu bar by pressing F7 anywhere. Although its use is somewhat restricted in Names 97, when Names 97 is expanded in a customised solution, the feature is very powerful.
Edit Find Contact
Activates the ContactFinder. The ContactFinder is a special search that will enable the user to immediately locate a given contact or company, and then take them there instantaneously.
This feature can also be activated without the menu bar by pressing Shift - F7 anywhere. Although its use is somewhat restricted in Names 97, when Names 97 is expanded in a customised solution, the feature is very powerful, especially where there are phone calls involved.
Say, for example, somebody calls whilst you are in the middle of something. The customer is concerned about information given to him by one of your colleagues, a situation of which you were unaware. Pressing Shift-F7, flipping the navigator tabs into document mode and simply opening the relevant document will bring to up to date on what exactly the client is talking about. Vast increases in productivity and efficiency, as well as a happier client base are easily achieved!
Edit Delete
Simply deletes the current record, wherever the user happens to be at the time. In certain situations, confirmations will be deployed, and in other situations, a refusal to delete will be issued by Names 97 because there are related items elsewhere in the system which rely on the item.
For example, if we have a client with documents attached to them, when someone tries to delete the client the system will refuse, because those documents may be of a sensitive nature, or legally pertinent, and the user should therefore be very aware of what he or she is deleting, rather than the system wiping out valuable data.
View menu
The view menu is used for interface operations. Data can be expanded or refreshed with this menu.
View Zoom In/Out
Can also be activated by Ctrl-Z. This feature allows the user to move quickly from single form view to directory view in items where a directory exists.
Directory view
Zoomed view
The zoomer will also close the single item view when the directory is opened, and close the directory view when the single item is opened.
View Refresh list
When working in a multi-tasking system such as Windows, a number of things can be done at the same time. In order to keep on-screen information up to date, there are two options one can use.
Manual refresh
Where the user elects to get the latest information from all resources. This is very quick and does not use processor time unnecessary
Automatic refresh
Where the system either periodically updates the screen with the latest info. Very time-consuming and processor intensive.
Names 97 uses the manual refresh method. Sometimes a drop-down list will not have the latest information on screen. Pressing this button will refresh it. Alternatively, View refresh form will update the entire screen, and is more thorough, but a little slower.
However, every time a screen is first opened, it will be automatically refreshed, and so shows the latest information.
View Refresh form
Refreshes the entire screen, as opposed to just one drop-down list. See View Refresh List for more information.
Can also be activated via shortcut key F5
Records menu
The records menu arguably houses some of the most powerful features of Names 97. Its primary function is to allow you to see only the data you really want, in the order you want, so that you can work without the impairment of having to scan data you are not necessarily interested in when performing a particular operation.
Records Filter by Selection
Applies a filter on the data that allows the user to see only those data items on the screen that match the selection.
For example, if I have a list of names, and I highlight ôMedö in the company name, and then select Filter by selection, then only those companies with ôMedö in the name will remain on screen. All others will be hidden from view.
This feature is cumulative. That is to say, having filtered once, when I make a second selection and filter again, the filter is applied to the screen on screen at the time, and not the total.
For example, if I have already filtered out using ôMedö in the company name, and then select ôLimitedö and activate again, I will get a list of all companies with ôMedö AND ôLimitedö in their name, and not just the full list of companies with ôLimitedö in their name.
With this menu item, it is possible to gradually filter down the data to the set of items I am interested in.
Records Filter Excluding Selection
Works exactly the same way as Records Filter by Selection, but instead of selecting the items I want to see, I select the items I do not want to see.
Again, this feature has a cumulative filter.
Records Sort Ascending
Sorts the data in an ascending order. This can be applied on any item of data, so I could choose, for example, to sort by Company name OR post/zip code without changing the structure of my data itself.
Very useful in conjunction with Records Filter by Selection or Records Filter Excluding Selection.
See also Records Sort Descending.
Records Sort Descending
Sorts the data in an descending order. This can be applied on any item of data, so I could choose, for example, to sort by Company name OR post/zip code without changing the structure of my data itself.
Very useful in conjunction with Records Filter by Selection or Records Filter Excluding Selection.
See also Records Sort Ascending.
Records Remove Filter/Sort
Removes all filters, cumulative or otherwise, and returns the data sorting order back to what it was originally.
Acts as a sort of ôresetö facility for Records Filter by Selection, Records Filter Excluding Selection, Records Sort Ascending and Records Sort Descending, all at once.
Tools menu
The tools menu contains various special functions of Names 97. User settings and system setup can also be accessed from here.
Tools Dial Telephone
Dials the telephone number of the company currently shown on the screen. Although its use is somewhat restricted in Names 97, when Names 97 is expanded in a customised solution, the feature is very powerful, and is particularly useful for mobile users, due to the dynamic telephone books feature of Names 97.
Tools Dial Fax
Dials the fax number of the company currently shown on the screen. Although its use is somewhat restricted in Names 97, when Names 97 is expanded in a customised solution, the feature is very powerful, and is particularly useful for mobile users, due to the dynamic telephone books feature of Names 97.
Tools Show documents and details
This feature, once again, is most useful when Names 97 is expanded in a customised solution.
You might want to think of this function as a portable document manager. It is available from any screen where there is a company name on screen, and opens a portable version of the navigator tabs in document mode. It functions in exactly the same way as the documents tab in the navigator tabs.
Where there is a customised package incorporating Names 97 tailored for a given client, the portable document manager is a quick and easy way to work with documents without having to switch back to the Names 97 navigator search for a client or company, and then work with them.
With this provision, documents and company details are always at hand for the user.
Tools Options
Access the system setup mode. If the user is the administrator, full system setup is accessed. If the user is just a regular user, their own personal settings are accessed.
Help menu
The help menu is used to access the help files, checking or entering registration information, and viewing license and copyright information.
Help Medea Names 97 Help
Opens the Names 97 Help file. Can also be accessed with the F1 shortcut key.
Help Registration Infoà.
Allows you to register, upgrade or view registration information for Names 97.
Help About Names 97
Displays the start-up screen, copyright information, and license number for Names 97.
The Names 97 Navigator
The main Names 97 navigator interface makes the maximum use of screen ôreal estateö through the use of a tabbed dialog box, but still does not compromise the functionality associated with the ability to see many companies and contacts at once.
The navigator
This is the main Names 97 navigator window. It is your main data entry, editing and reference point throughout almost all operations carried out in Names 97.
The navigator toolbar
The navigator toolbar is used to move through your data, and appears in various places throughout Names 97. It houses
information about the amount of data
The number of contacts is indicated by text that reads ô..of xö, where x is a number that shows how many companies are in the database
Record 1à à.of 1
your current scrolling position within your database of information
The current position is indicated by the text that reads ôRecord: yö, where y is the current navigation position
control buttons for navigating within the data
There are 5 buttons within the navigator toolbar. Form left to right, there functions are as follows:
Go to first record
Go to previous record
Go to next record
Go to last record
Enter a new record
The navigator tabs
Allows navigation between Company Details, Contact Details, Documents and Filtering options. Clicking on a tab switches the navigator tab to that option. Shortcut keys can also be used.
Working with Names 97
This section shows you how to use Names 97 to add and edit your information.
Adding a company
To add a new company, simply go to a new blank line on the list part of the Names 97 navigator, and start typing. If the list is long, you can jump straight to a new record by clicking on the navigator toolbar at the bottom of the interface. You can also use the File New command to add a company.
To edit extra details about the company which do not appear in the list section of the navigator, click on the Company Details tab in the navigator tabs section of the navigator window.
Company Address
The full company address can be entered in the navigator tabs. You can also enter a website address (URL), which when clicked will take you straight to the website in question.
Company Categories
A company can belong to any number of categories. Unlike other contact managers, Names 97 does not restrict each company to just one category.
In this way, you can filter the records for completely different criteria, and the same company is capable of appearing in both lists.
In a custom solution, this also enables accounts to be in both Sales and purchase ledgers, for example, so that only one account exists for the company, rather than multiple.
Use national and international dialling codes
By clicking this checkbox, you can either enable or disable the dynamic telephone books facility for this companyÆs telephone and fax numbers. This does NOT affect the contact numbers for each individual contact.
Adding a Contact
To add contacts for the company, click on the Contact Details tab in the navigator tabs section of the navigator window. When switched to contact details mode, the navigator tabs window looks like this:
Simply going to a new line will allow entry of more contacts. You can also use the File New command to add a contact.
Structured contact names
Names are entered in a structured format:
1. Prefix
2. First name
3. Surname
4. Suffix
By entering names in this format, it is possible for the program to search with more accuracy for only certain first names, surnames, or prefixes such as ôMr.ö or ôDr.ö, etc.
Each contact name also has, aside from company categorisations a category of their own. This is useful for reference purposes.
Company name
This is shown for informational purposes. However this is not the main functional intention. It is an invaluable aid in moving contacts around. In short, say someone works for XYZ Limited. If they move to ABC Limited, it is much easier to select the drop-down list and change the company of a contact, rather than having to enter the contacts details all over again.
Salutation
This is automatically generated by default. It can be manually changed, however, and is the salutation used when creating documents such as letters.
Contact personal contact details
Here you can enter personal phone, fax, other telephone numbers and email addresses for a given contact. Where a personal number exists for a contact, such as say a fax number, the personal number is automatically used in preference to company numbers. The operation of the dynamic telephone books, and whether numbers are dynamic or not is independent for each number or contact address.
Notes
Useful manual entry box for any further details about the contact.
Working with Documents
To create document for any contact in the company, click on the Documents tab in the navigator tabs section of the navigator window. When switched to documents mode, the navigator tabs window looks like this:
New documents
Creating new documents is a simple procedure.
1. Simply type a brief new document description in the box provided,
2. Choose a document type and a contact, and press the tick!
The new document will be generated automatically and filed in the appropriate location. The location of documents can be changed by the system administrator only, and can be changed from the system setup screen.
Document privacy
When creating a new document, it can be marked as private. If a document is marked as private, only the original creator and the system administrator will be permitted to open it. A password can also be applied. If a password is applied, Word will apply the chosen password directly to the document. This is useful for high-security applications, where even if the document is transported on a removable medium, or an attempt is made to access it directly, outwith the Names 97 interface, and the file can only be accessed with the chosen password.
When a document does have a password, Names will ask if the user wants a password reminder. If requested, Names will display the security password for the document, so you do not have to worry about having forgotten passwords.
Although all users can edit public documents, only the original creator or the designated system administrator are permitted to delete it.
Document Types
Document types can be edited or added from the user settings screen. Various document types are definable, and each user will see only those document types defined by him or herself. The system administrator can change the settings for any and all users from the system setup screen.
Reading and editing existing documents
The filed documents section shows a list of previously created documents. These can be accessed in two ways. The user may either double-click on the file name he or she wishes to access or click on the ôopen fileö button on the left hand side of the list. Of course, only files that are not subject to document privacy can be easily accessed by all users.
Document filtering
Documents belong to each company, but they are also filed more specifically under each contact. It is possible to see only the documents that you want by clicking either on a contact name or on the company name, in the section marked ôShow documents foràö. By clicking on the company name box, all documents for the company will be shown. By clicking on a specific contact within the list of contacts, only the documents for the selected contact will be shown.
Send a document by fax
When the navigator tabs are in document mode, there is a button with a fax logo on it. Clicking on the fax button will send the selected document to the fax program, which will then process it automatically.
Fax numbers, contact name and company name are also sent to the fax program to enable it to log effectively in it own send log which faxes have been sent. The fax programÆs log acts as a monitor of successful or unsuccessful faxing.
Printing documents
Printing can be achieved by opening an existing document, and then using the original program to print as many copies as required in the required format.
System Setup
Available to the system administrator only, this screen is used to adjust all system settings and parameters in a tabbed dialog box format.
It is called up with the Toolsà Options menu item, and performs a number of functions:
User Settings
The user settings tab contains all the same features as the single user settings tab, except for the following provisions:
Only the administrator password can be changed from here.
All usersÆ settings can be changed from here by the administrator, except for usersÆ login passwords. These can only be changed by logging in as the user in question and changing the password there.
In a multi-user environment, the administrator is able to add new users or remove current users from the system.
Please see the user settings tab for information on settings.
Main Menu
The main menu tab is used to determine which users have access to which menus. Users can be restricted from entering particular parts of the program simply by removing the option from his or her menu set-up.
For example, it is normal for only the administrator to have access to the system parameters.
System
The system tab is used for global system settings. In Names 97, the only settings are the related documents directory and the user allocated as system administrator.
Names
The Names tab is used to set up the defaults for data entered in the Names 97 navigator. The entries are quite self-explanatory.
Company
The company tab is used to fill in the details of who you are. There are a number of entries that are ôpulledö from the normal Names 97 navigator interface, but there are also additional entries that are not pulled. These additional entries must be entered for Names 97 to work properly.
The company slogan and logo are used for reports, to customise them to suit your company, and to give a common look and feel to all printed matter. To change the company logo, simply double-clicking with open the clipart gallery editor.
NOTE:
You must have the Microsoft Office Clipart Gallery installed in order to activate this feature!!!
The VAT registration number is used for financial purposes.
User Settings
This is where a user is administered from. If the user is designated as the system administrator, then all userÆs settings can be changed or adjusted.
It is called up with the Toolsà Options menu item, and the userÆs personal settings can be changed from here. It is also available through the AutoLink feature of Names 97, activated various points in the system.
The user settings screen appears like this:
You cannot change a login name for a user. The user can be deleted and recreated if this function is a requirement. However the name by which they are referred to can be changed, as can their 3 letter identifier û usually the userÆs initials.
Telephone dialling functions
This set of parameters is used to adjust the userÆs current location. You must enter the communications parameters that apply to the CURRENT location, wherever you happen to be.
You can also enable or disable WinFax functions and default fax resolution from here.
Document types
The document types are displayed in the Names 97 navigator, when it is document mode. They will be sorted by the order which is entered here û the number column in the document types entry field has no other function. It is normal to put the most commonly used document type at the top of the numbering scheme, however. Each user sets up his or her own document types, but the administrator can set up anybodyÆs.
You need to specify a document description for each document type. It is imperative that the document type and the NAME of the template file are the same for Microsoft Word documents. So if your template is called MYTEMPLATE.DOT, the description would be MYTEMPLATE.
You must also set a document type for the document. This tells Names 97 how to interact with the application in question whenever you create a document.
Login Password
Whether in a single user or a multi-user system, data can be sensitive. The current userÆs password can be changed by pressing on the Login password button.
