Copyright: ® Polaris Software, Inc.


Help Contents
Contents

Contact Management

Scheduling

Task Management

Document Management

Note Cards

Reminders

Objects

Forms

Integration

Customizing Advantage

Reports

Searching

Attachments

Autodialing

Instant Options

Menu Commands

Reference Information


Contact Management

The Advantage Phone Book

Searching for Names in the Phone Book

Remembering to Call People

Placing Phone Calls

Answering Phone Calls

Reviewing Past Conversations


Scheduling

Scheduling Meetings and Appointments

Reviewing Scheduled Events

Repetitive Scheduling

Rescheduling Events

Setting Alerts to Remind you of Meetings


Task Management

About Task Management

Adding Tasks to the Things To Do List

Searching and Viewing Tasks

Scheduling Tasks

Rescheduling Tasks

Marking a Task as Completed

Marking a Task as High Priority

Recognizing Overdue Tasks


Document Management

About Document Tracking

Adding Files and Documents

Logging Files from within other Applications

Opening Documents

Searching for Files and Documents

Using Attachments to Track Documents


Note Cards

About Note Cards

Adding a Note Card

Searching for Note Cards

Printing Note Cards


Reminders

Alerts

Remembering Special Occasions


Objects

Alert Manager

Application Icon

Calendar

Clock

Commitments

Contact List

Conversation Log

Day View

Document Manager

Global Record Manager

Month View

Note Card Manager

Phone Book

Quick-Dial List

Schedule Manager

Special Day Manager

System Information

Things To Do List

To Do Manager

Trash Can


Forms

Phone Book Form

Contact Form

Conversation Form

To Do Form

Schedule/Meeting Form

Document Form

Note Card Form

Alert Forms

Special Day Form


Integration

Handheld Transfer

Importing and Exporting

Polaris Integration Library(PIL)


Customizing Advantage

Customizing


Reference Information

Advantage Button Chart

Keyboard Shortcuts - Hot Keys

Advantage Database Tools

Backing Up

Support Services


The Advantage Phone Book

Related Topics:

Adding Names to the Phone Book

Editing and Deleting Records

Searching for Names in the Phone Book

Placing Phone Calls

The Phone Book stores the names, addresses, and phone numbers of all your personal and business contacts.  You can place and answer phone calls, enter notes during a conversation, and even search for past conversations directly from the Phone Book.  Advantage's Phone Book helps make Contact Management easy.


Adding Names to the Phone Book

1.	Click on the Phone Book folder tab.

2.	Click on the [image] Add button on the Phone Book.  The Phone Book Form displays.

3.	Enter the appropriate information in each field and click OK.


Editing and Deleting Phone Book Records

To change a name, address or any other field, highlight the record in the Phone Book and click on the [image]  button.

To delete a record from your Phone Book, highlight the name and click on the [image] button.

Advantage Tip & Trick

You can double-click on any record to view and make any needed changes.


Searching for Names in the Phone Book

The fastest way to find a name in the Phone Book is with the Alphabetic search.

To locate a name:

1.	Click on any letter on the Alphabetic Search Bar of the Phone Book.  This will search for and display all the last names based on that letter.

You can also conduct a search on multiple letters using the standard Windows [Ctrl] and[Shift] conventions.

To select multiple non-consecutive letters, (such as G, M, S), hold down the [Ctrl] key while clicking on the letters.  This will display all the records beginning with those letters.

To select a range of letters, (such as A through F, etc.), hold down the [Shift] key while clicking on the first(A) and last(F) letters in the sequence.

2.	Double-click on any record to open the form and view the details of the record.  Click the OK button on the form when you are finished viewing the record.

3.	Click on the [image] Search All button to clear the results of a specific search and display all records in the form.

Note:  You can also highlight any record from the Phone Book, hit the first letter on your keyboard (do not use the [shift] key) of the last name you wish to search for, and the Phone Book automatically moves the first last name beginning with that letter to the top of your Phone Book.

Advantage Tip and Trick

Advantage's Attachments feature can be a valuable tool in managing contacts.  Attachments allows you to create links between records and instantly locate each attached record.  For example, you can "attach" the names of all contacts who work for the same company or "attach" the names of everyone who is attending a specific meeting.


Remembering to Call People

Related Topics:

Adding Names to the Contact List

Placing Phone Calls

Advantage makes sure that you never forget to make a call or follow up on an important conversation with the Contact List.


Adding Names to the Contact List

Names are added to the Contact List simply by  "dragging and dropping" them from the Phone Book.  You can schedule a name to appear on the Contact List on some future date by "dragging"  the name to the Calendar object and "dropping" it on the desired date.

Adding to the Contact List

1.	Highlight a name on the Phone Book.

2.	Select the desired action:

To add the name directly to the Contact List, drag and drop the highlighted name on the Contact List.

To schedule the name to appear at some future date, drag and drop the highlighted name on that date on the Calendar.

The Contact Form displays with the person's name, company, phone number, and the date already entered.

3.	Select the reason for the call from the Regarding field drop box or enter your own text.

4.	Click the High Priority box to designate the Contact as a High Priority, if necessary.

5.	Click OK on the Contact Form.  The name will appear on the Contact List on the specified date.

Advantage Tip & Trick

Advantage allows you to add a name directly to the Contact List by selecting Contact from the Add menu.  This can be used when the person's name is not in your Phone Book.


Placing Phone Calls

You don't need a modem to utilize Advantage's call tracking features.  The real power of these features is that it automatically opens a Conversation Form and fills in the details so you only need to take notes on each conversation.  These conversations are saved in the Conversation Log, where you can reference and review past conversations.

If you do have a modem, and would like to enable autodialing, refer to Autodialing for more information.

To place a call from Advantage:

1.	Select a name on the Phone Book, Conversation Log, or Contact List.

2.	Click on the [image]  Call  button.  The Call dialog box displays.

3.	Select the phone number you wish to call and click OK.

4.	Pick up the Phone and dial the phone number.  If you have a modem and are configured to autodial, the number will autodial now.

5.	The Conversation Form displays with the person's name, company, phone number, and the current date and time already entered.

6.	Take notes on the Conversation Form while you are speaking, and click OK when you have completed the conversation.  The conversation record is stored in the Conversation Log, where you can review all past conversations.

Advantage Tip & Trick

Conversation Forms are automatically "attached" to the person's Phone Book record, so that you can easily search for past conversations.


 Answering Phone Calls

Advantage lets you not only document outgoing calls, but incoming calls as well.  Answering a call opens the Conversation Form for notes the same way that placing a call does, except that the person you are calling does not have to exist in your Phone Book, Contact List, or Conversation Log.  Use the following steps when answering a call:

1.	When your phone rings, answer it as usual.

If the name of the person calling is in your Phone Book, Conversation Log, Contact List, or Quick-Dial List, highlight their name and click on the [image] Call Answer button.  You will be prompted to verify that the name highlighted is the person calling.

If the person calling is not in your Phone Book, just click on the [image] Call Answer button.

The Conversation Form opens.

2.	Take notes during the conversation and click OK when completed.  The conversation record is added to the Conversation Log.

Note:  If the name was highlighted on the Phone Book when the call was answered, the Conversation Log record is automatically attached to the Phone Book record.


Reviewing Past Conversations

Related Topics:

The Conversation Log

The History Window

Advantage enables you to log notes of any phone conversation you have using the Conversation Form.  Since you may frequently need to review these notes, Advantage makes it easy to access them from the Phone Book, Conversation Log, Phone Book Form, or Conversation Form.


Conversation Log
The Conversation Log

The Conversation Log displays Conversation records, showing the date of the call, the person contacted, and a summary of what the call was regarding.

The conversation records in the Conversation Log are created automatically whenever you use Advantage's calling features to make or receive calls.  When you complete a conversation and close the Conversation Form, a record of that conversation is stored in the Conversation Log.  The Conversation Log enables you to review every conversation you have had.


History Window
The History Window

You can quickly review a listing of all past conversation notes with a person using a History Window.  A History Window displays the date and time of the call, and any notes you took on the conversation.

1.	Highlight a name in your Phone Book or Conversation Log.

2.	Click on the [image] button on the Phone Book or Conversation Log.  The History Window displays the vital information about your past conversations with that person.

Note:  The History Window will display up to 64K of notes and will not display if there are no conversations attached to with the highlighted record.

3.	To close the History window, click on the Close button.


Scheduling Meetings and Appointments

Related Topics:

Scheduling on the Day View

Scheduling on the Month View

Scheduling on the Schedule Manager

Using the Commitments object to Schedule

Drag and Drop Scheduling

Repetitive Scheduling

Setting Alerts to Remind you of Meetings

Advantage gives you several ways of entering and viewing scheduled events.  The above Help topics describe the "advantages" of each method and demonstrates how to utilize each to the fullest.


Scheduling on the Day View

The Day View can be used to easily schedule single day events that need only a brief description, such as a meeting, lunch, or appointment.

1.	Click on the Day View folder tab.

2.	On the Calendar object, click the date on which you wish to schedule.  The Day View displays that date.

3.	Specify the duration of the event on the Day View by doing the following:

i.	In the leftmost column of the Day View, place the mouse pointer on the starting time.

ii.	Press down on the mouse button and drag the pointer from the starting time to the ending time, until the desired range is highlighted.

iii.	Release the mouse button.

4.	There are dates above each column in the Day View.  Move the mouse pointer into the date column that you would like to schedule on and click on any line.  The line becomes highlighted.

5.	Type in a summary of the event and press [Enter] on the keyboard.  The summary appears on the Day View next to the time line.

It will also appear on all other scheduling objects, such as the Month View , Schedule Manager, and Commitments objects.

Advantage Tip & Trick

When scheduling on the Day View, you can also do the steps in the opposite order.  Click on any line under the date you wish to schedule, enter a summary of the event, then stripe the time to be scheduled.


Scheduling on the Month View

Use the Month View when you need to review your availability for a month and quickly determine the best day to schedule a new event.  Like the Day View, the Month View is for scheduling single day events.

1.	Click on the Month View folder tab.

2.	Review the calendar and then double-click on the day that you want to schedule the new event.  The Day View Window displays for that day.

3.	Highlight the time and enter the event in the Day View Window as described in the Scheduling on the Day View help topic.

4.	Press [Enter] on your keyboard to schedule the event.

5.	Click the [image] Close button on the Day View window.

The event now appears on the Month View.


Scheduling on the Schedule Manager

Use the Schedule Manager with the Calendar object to quickly schedule multiple day events.

1.	Click on the Schedule folder.

2.	Select the date(s) of the event by highlighting a date or a date range on the Calendar object.

3.	Click on the [image] Add button on the Schedule Manager.  The Schedule/Meeting Form displays with the date and current time already entered.

4.	Enter the event information.  The date is already filled in.  Enter a different starting and ending time for the event in hh:mm AM/PM format, if necessary.

5.	Click OK to schedule the event.

The event displays on the Commitments and Month View objects.  Multi-day events only display on the first day of the Day View object.


Using the Commitments object to Schedule

When adding an event on the Schedule Manager, the Commitments object can be used to quickly enter the date and time.  This prevents you from having to type in the start time and end time for the event on the Schedule/Meeting Form.

1.	Highlight the time range in the desired date row of the Commitments object.

2.	Click on the [image] Add button on the Schedule Manager.  The Schedule/Meeting Form displays with the selected date and time already entered.

3.	Enter the event information and click OK.

All scheduled events display as a green bar on the Commitments object.  You can use the scroll arrows in the upper right to advance or set back the date and the scroll arrows in the lower right to advance or set back the time.  You can also click a date on the Calendar object to instantly update the Commitments object to that date.


Drag and Drop Scheduling

Meetings with particular people can be scheduled by dragging names from the Phone Book to the Calendar object.  This of course means that you must have a Calendar object on the same folder as your Phone Book.

To schedule a Meeting using the Phone Book and Calendar:

1.	Highlight the name(s) of the person(s) in your Phone Book that will attend the meeting.

2.	Press the [Alt] key on your keyboard and drag the highlighted name(s) to the date on the Calendar that the Meeting is to be scheduled.

3.	The Schedule/Meeting Form appears with the text "Meeting with" in the Description field followed by the name(s) of the selected Phone Book entries.  Complete the form as needed and click OK on the form to schedule the meeting.

Meetings can also be scheduled with particular people by dragging a record from the Phone Book to the Month View, Day View, or Commitments object.  Once again, the Phone Book would have to be on the same folder as these object.

If a Phone Book record is dropped on a date and time range on the Day View or Commitments objects, the meeting will be scheduled without having to complete the Schedule/Meeting Form.  If you do not select a time range and drop the record on a specific time slot, then the meeting will be scheduled for 1 hour with the specified starting time.

Dragging to the Month View, where there are no time intervals, will still display the Schedule/Meeting Form for you to complete.


Reviewing Scheduled Events

Related Topics:

Review Your Schedule on the Month View

Review Your Schedule on the Commitments Object

Search for Scheduled Events

You can review your schedule from any scheduling object.  Advantage offers a full monthly view of your schedule from the Month View.  The Commitments object displays time and date ranges for which you are committed, and the Schedule Manager displays all items scheduled in the Schedule/Meeting Form.


Review your Schedule on the Month View

The Month View makes it easy to review any month of any year at a glance.  The [image] scroll arrows in the upper left corner of the Month View advance or set back the month.  The [image] scroll arrows in the upper right corner advance or set back the year.


Review your Schedule on the Commitments Object

The Commitments object displays a green stripe in any time span where you have an event scheduled.

Multi-day events are only striped on the first scheduled day, and have asterisks marked on the remaining dates.

Conflicting items are indicated by a red stripe, where they overlap.

The scroll arrows in the upper right corner of the Commitments object enable you to advance or move back the dates displayed and the scroll arrows in the lower right corner allow you to advance or move back the time displayed.  Also, clicking a date on the Calendar object updates the date displayed on the Commitments object.


Searching for Scheduled Events
Search for Scheduled Events

Occasionally you need to edit or delete an event that has been rescheduled or canceled.  Rather than scrolling through the Month View or Commitments, simply perform a search from the Schedule Manager.

1.	Click on the [image] Search button on the Schedule Manager to display the Search Schedule/Meeting dialog Box.

2.	Enter some search criterion associated with the event, such as convention, trade show, sales meeting, or Chicago and click OK.  All records meeting that criterion display.

Note:  Click the Advanced button from the Search Schedule/Meeting dialog box to perform a detailed search of your Schedule/Meeting items.  Refer to Searching for more information.


Repetitive Scheduling

The Repetitive Scheduling feature saves you from having to enter repetitively occurring events.  For example, if you have a meeting every Thursday morning at 10 AM, you need only enter it once and repetitively schedule it for every Thursday.

1.	Click on the [image] Add button on the Schedule Manager and enter the event information in the Schedule/Meeting Form.

2.	Click the [image] button on the Schedule/Meeting Form.

The Repetitive Scheduling dialog box appears.

3.	Select the Custom radio button under Schedule Type.

4.	Use the Every field to specify how often to schedule the event.

Example:  If the initial event (in the form) is scheduled on Thursday at 10 AM and you specify Every 1 Week, the event will appear on your schedule every Thursday at 10 AM.

5.	In the Schedule Range box (at the bottom) use the drop boxes to select either the duration or the number of times the item is to be scheduled.

6.	Click OK on the Repetitive Scheduling dialog box to return to the form.

7.	Click OK on the form to schedule the event.  A dialog box displays briefly as Advantage schedules your future events.


Rescheduling Events

Related Topics:

On the Day View

Using the Calendar and Commitments Objects

There are several ways to reschedule an event.  You can edit the scheduled item in the Schedule/Meeting Form, use the Calendar or Commitments object to select a new date, or reschedule directly on the Day View.  The above Help topics demonstrate the easiest methods of rescheduling an event.


Rescheduling Events on the Day View
On the Day View

Day View events can instantly be dragged to any new date and time displayed on the Day View.

1.	If the length of the event is changing, highlight a new time range in the leftmost column.

2.	Highlight the record to be rescheduled and drag it to the desired date column and starting time on the Day View.

3.	Release the mouse button.  The event immediately reschedules itself on the Day View.


Rescheduling With the Calendar and Commitments Objects
Using the Calendar and Commitments Objects

Schedule/Meeting records can be quickly rescheduled using the Calendar or the Commitments object.

1.	Specify the new date and/or time for the event by highlighting the date(s) or time on a Calendar or a Commitments object.

2.	Drag a record from the Day View or the Schedule Manager onto the Calendar or Commitments object and drop it on the highlighted area.  The record instantly assumes the highlighted date(s) (or time) on the object.

Note:  Only dates can be highlighted on the Calendar, so the rescheduled record will retain its original start time and end time.  On the Commitments object, both the date and time can be selected, so both of these fields will be updated on the rescheduled record.


Setting Alerts to Remind you of Meetings

Alerts are pop-up reminders you set for yourself informing you of upcoming appointments or meetings.  For example, when you schedule a meeting, you can set an Alert to pop-up thirty minutes before the meeting, so you won't be late.

When scheduling on the Schedule/Meeting Form.

1.	Click on the [image] button.

The Alert Form displays with the Message field already entered.

2.	In the Lead Time field, enter how long before the scheduled event you want the Alert to pop-up.  For example, if the event is scheduled for 9 AM and you enter a lead time of 30 minutes, the Alert will pop-up at 8:30 AM.

3.	Click OK to set the Alert.

Note:  Advantage must be running at least as a minimized application for an Alert to pop-up.  If Advantage is not running when the Alert was scheduled to go off, the Alert will pop-up the next time Advantage is opened.


About Task Management

Advantage's Task Management objects keep track of those events that do not readily fit into a rigid time schedule.  Tasks are scheduled by date only, and do not have specific start and end times.

There are two Task Management objects:

The To Do Manager displays all tasks, past and future, so you can edit and review your tasks.

The Things To Do List displays only uncompleted tasks currently scheduled.


Adding Tasks to the Things To Do List

Related Topics:

Scheduling Tasks

Rescheduling Tasks

1.	Click on the [image]  Add button on the Things To Do List.  The To Do Form displays with the current date already entered.

2.	Enter a summary of the task in the Task field, and enter any additional information in the Notes field.

3.	Click OK.  The task appears on the Things To Do List.


Scheduling Tasks

You can easily schedule To Do's so that they don't appear on your Things To Do List until a specified date.

1.	Highlight a date or date range on the Calendar object.

2.	Click on the [image] Add button on the Things To Do List.  The To Do Form displays with the highlighted Calendar dates filled in the Start Date and End Date fields.

3.	Enter the appropriate information and click OK.

The task will appear on the Things To Do List on the specified start date.


Rescheduling Tasks

You can quickly reschedule a task to a different date using the Calendar object.

1.	Highlight a task on the Things To Do List or To Do Manager.

2.	Drag the task onto the Calendar object and drop it on the date that you would like it to be rescheduled.  The task will appear on the Things To Do List on the date scheduled.

Note:  If you drop the task on a highlighted range of dates, the task will be rescheduled over that range.


Complete a To Do
Marking a Task as Completed

1.	Highlight the task on the Things To Do List.

2.	Click on the [image]  Completed button.

The task no longer appears on the Things To Do List, however, it remains on the To Do Manager with a [image] next to it in the left column, indicating it is completed.


Marking a Task as High Priority

You can mark your most important tasks by specifying them as high priority.

1.	Highlight a task on your Things To Do List.

2.	Click on the [image] High Priority button.  An exclamation point appears next to the task, indicating it is a priority task.

Note:  You can change the task from high priority to normal by following these same steps.


Recognizing Overdue Tasks

If a task on the Things To Do List is not completed by the specified End Date, the task turns red, indicating that it is overdue.


Searching and Viewing Tasks

Related Topics:

Searching by Date with the Calendar

Viewing Tasks on the Day View and Month View

The To Do Manager displays all tasks, completed, current, and those scheduled in the future.  Tasks remain on the To Do Manager until you delete them, giving you an opportunity to easily review, search for, or reschedule any tasks.


Searching for Tasks by Date with the Calendar

1.	Select a date or date range on the Calendar object.

2.	Drag and drop the date(s) onto the To Do Manager.

Only the tasks whose start date or end date are within the highlighted range are displayed.

Note:  To clear the results of any specific search, click on the [image] Search All button.  This will display all records.


Viewing Tasks on the Day View and Month View

Advantage offers the ability to view your tasks on the Month View and Day View.  This gives you a true picture of all the items you have scheduled in a day, allowing you to avoid over committing yourself.

On the Day View

1.	Right-click on the Day View object.

2.	Select Customize Day View from the Instant Options Menu.  The Day View dialog box displays.

3.	Click on the Show To Do Items check box and click OK.

When the Show To Do Items option is active, the Day View displays all To Do's scheduled to begin on that day.  The To Do's display in the first time slot of the day, which is repeated for each To Do scheduled.

Note:  Multi-day To Do's only appear on the Day View on their starting date.

On the Month View

1.	Right-click on the Month View object.

2.	Select Customize Month View from the Instant Options Menu.  The Month View dialog box displays.

3.	Click on the Show To Do Items check box and click OK.

Note:  When the Show To Do Items option is active, the Month View displays all scheduled To Do's on the day(s) they were scheduled.  Unlike on the Day View, a multi-day To Do will appear on the Month View every day it is scheduled.

Advantage Tip & Trick

Since the dates on the Month View have only limited viewing space, several items scheduled on one day may not all be displayed.  In this case, you would see *MORE* displayed at the top of the date box.  You would then want to double-click on the date to view all the scheduled items on the Day View.


About Document Tracking

Related Topics:

Adding Files and Documents

Logging Files from within other Applications

Searching for Files and Documents

Opening Documents

Using Attachments to Track Documents

Advantage's Document Tracking features allow you to organize, manage, and access your files and documents without ever having to leave Advantage.  The Document Manager object logs and displays your files, giving you easy access to open and edit them.  With each file, you can include a 100 character description, so you no longer have to decipher your 8-character filenames to find the right file.


Adding Files and Documents

1.	Click on the [image] Add button of the Document Manager to open the Document Form.

2.	Click the [image] button on the Document Form to open the Select File dialog box.

3.	Locate and select the desired file so the file's name appears in the File Name box.

4.	Click OK on the Select File dialog box.  The Document Form displays with the Document, Path and Date fields already entered.

5.	Enter a description of the file and click OK to log the file in the Document Manager.


Logging Files from within other Applications

The Polaris Integration Library (PIL) enables you to log documents and files in the Document Manager directly from WordPerfect for Windows 5.2, Microsoft Word for Windows 2.0 and 6.0, Microsoft Excel 4.0 and 5.0, and Lotus Ami Professional 3.0.

This feature requires that the PIL be installed on your system.  The PIL is included as part of the Advantage installation.  Unless you unselected the PIL option during the install, you should have this capability.

1.	Create or open a document using one of the above (PIL supported) applications.

Note:  In some applications the PIL options (such as Save and Log in Advantage) are located on a separate pull-down menu.

2.	From the application's File menu, select the Save and Log in Advantage option.

3.	The first time you use the Save and Log command on a file, the Save As dialog box displays for you to save the file as usual.  Enter a file name and click OK on the Save As dialog box.

The Document Form displays with the Document, Path, and Date fields already entered.

4.	Enter a description of the file and click OK.

The document or file is automatically logged in Advantage's Document Manager.

Note:  You only get the Save As dialog box the first time you save a file with the Save and Log command.  If you wish to save the file to a different name or location, use the Save As and Log in Advantage option.

Advantage Tip & Trick

When completing a form, enter unique descriptive words in the various Key fields to add power to your searches.  For example, using a consistent key word, such as "expense report" in every one of your expense report documents enables you to locate all of these documents simply by searching on this key word.


Searching for Files and Documents

1.	Click on the [image]  Search button on the Document Manager.  The Search Document dialog box displays.

2.	Enter a description or key word in the Find field and click OK.

The search finds only those records that match the search criterion.


Opening Documents

1.	Click on a document record to highlight it.

2.	Click on the [image]  button from the Document Manager.

The document opens in its associated application.


Using Attachments to Track Documents

You can use Advantage's Attachments feature to "attach" any group of document records that are associated with each other, such as attaching all of your budgeting documents together.  This allows you to instantly locate all these documents with one search.  You can also attach documents to other records outside of the Document Manager.


About Note Cards

Related Topics:

Adding a Note Card

Searching for Note Cards

Printing Note Cards

Note cards store all the miscellaneous items that don't readily fall into other information categories.  For example, recipes, flight information, grocery lists, your CD collection, free form notes, and such.  The Note Card Manager organizes your Note Cards with a brief summary and sorts them alphabetically for easy access.


Adding a Note Card

1.	Click on the [image] Add button on the Note Card Manager.  The Note Card Form displays.

2.	Enter a description for the Note Card in the Summary field and the details of the note in the Notes field.

3.	Click OK.  The Summary and date display on the Note Card Manager.

Advantage Tip & Trick

Use the Edit menu commands or the hot key commands to paste information from other forms or documents into the Notes fields of your Note Card form.


Search for Note Cards
Searching for Note Cards

To search for a specific Note Card, click on a letter on the Alphabetic Search Bar of the Note Card Manager.  If you chose the letter "C", only those Note Cards whose Summary starts with the letter C would display.

Advantage Tip & Trick

When completing a form, enter unique descriptive words in the various Key fields to add power to your searches.  For example, using a key word such as "expense" in every Note Card record containing your travel expenses enables you to locate all of these note card records simply by searching on this key word.


Printing Note Cards

You can quickly print the information in a Note Card by highlighting a record in the Note Card Manager and clicking the [image] Print button.  All the information on the Note Card will be printed.


Remembering Special Occasions

Related Topics:

Adding Special Days

Viewing Special Days

Advantage helps you to remember those special occasions with its Special Day Manager.  Special Days are any one day events such as birthdays, anniversaries, or holidays.  The Special Day Manager displays those occasions and shows them on the Calendar.


Adding Special Days

1.	Click on the [image] Add button on the Special Day Manager.  The Special Day Form displays.

2.	Enter the Special Day in the Occasion field or select a day from the Occasion drop box.

3.	Click OK to schedule the Special Day on the Special Day Manager.

Advantage Tip & Trick

You can add a Special Day from the Add pull down menu.  Select Special Day and the Special Day Form opens for you to complete.


Viewing Special Days

Click on the [image] Search All button of the Special Day Manager to display the date and occasion of all Special Days.

Special Days appear on the Calendar object as purple text.  For example, if Christmas day were scheduled in December, the 25 would display in purple.

The Month View displays the Occasion field of the Special Day in purple text.  For instance, if the occasion is Labor Day, the words Labor Day would appear in purple on the Month View.

Special Days appear in the first time slot of the Day View in purple text.

The Commitments object reflects a Special Day with purple text for the date.  i.e. "Dec 25" would appear in purple.


Alert Manager

Related Topics:

Adding an Alert

Searching for a Specific Alert

Printing a Detailed Alert Record

Advantage's Alert Manager object allows you to search for and display all alerts that have been set.  The Alert Manager is the only way to edit or delete existing Alerts.

The appearance of any Alert Manager may be modified by right-clicking on the Alert Manager object to bring up the Instant Options Menu and selecting Customize Alert Manager.  Refer to Customizing Advantage for more information.


Adding an Alert

To add an Alert, click on the [image] Add button from the Alert Manager, complete the Alert Form that appears, and click OK.


Searching for a Specific Alert

1.	From the Alert Manager, click on the [image] Search button.  The Search Alert dialog box displays.

2.	Enter the search criterion in the Find field and Click OK.  All records matching the specified search criterion will be displayed.


Printing a Detailed Alert Record

To print the detail information for a specific Alert record, highlight the desired record and click on the [image] Print button.  The Print dialog box displays allowing you to confirm your print settings.


Customizing your Alert Manager

The Alert Manager may be customized in a variety of ways, depending on how you wish to view your alert records.  You may change the fields that are shown and the way the records are sorted.  Changes such as font and color options are also available.


Application Icon

Related Topics:

Adding an Application Icon

Opening Applications

Closing Applications

The Application Icon is a Advantage object which allows you to add  Windows, DOS, or PIF applications to any folder.  The application is easily opened by double-clicking on the icon, allowing you instant access to other applications from within Advantage.


Adding an Application Icon

1.	On the folder where you wish to add the Application Icon, right-click on a blank area of the folder to bring up the Instant Options Menu.

2.	Select Add Objects from the Instant Options Menu. The Objects dialog box appears.

3.	Highlight Application Icon from the list of Objects and click the Add button.

4.	From the Application Icon dialog that appears click the Browse button to display the Select File dialog box.

5.	Locate the path and executable file(*.exe, *.pif, *.com) of the desired application and click OK.

6.	Click OK on the Application Icon dialog box.  The Application Icon is added to the upper left corner of the folder.

7.	Click Close on the Objects dialog box and drag the icon anywhere on the current folder.


Opening Applications

When you have an Application Icon on your folder, you may open that application by double-clicking on the icon.

Note:  Some Windows applications allow you to open more than one session of the program at a time.  If you switch folders or minimize an application with a file open, you will not be able to get back into that file using the Application Icon.  You can use [Alt] + [Tab] to access any running session or exit Advantage and close the file from the original session.


Closing Applications

To close an application, select Exit from the File menu of the application.

Note:  If a DOS application does not run properly, you may want to change that application's PIF (Program Information File) using the PIF Editor.  If the application does not have a PIF, you can use the PIF Editor to create one.

Advantage Tip & Trick

Application Icons may also be added to any folder by dragging the applications executable file (*.exe) from the File Manager to the folder.  For example, to add an icon for WordPerfect you only need to drag the WPWIN.EXE file from the File Manager to a blank area on the Advantage folder.  You must have the File Manager window on top of the desired Advantage folder to do this.


Calendar

Related Topics:

Scheduling on the Contact List

Scheduling Meetings and To Do's

Searching by date

Updating Day View and Commitments

Viewing Special Days

The Calendar object displays monthly calendars in a variety of formats.  The current day will always be noted on the calendar by a blue box around the date.

The scroll arrows on the left side of the Calendar allow you to advance in monthly increments, while the right scroll arrows allow you to advance in yearly increments.

The appearance of any Calendar may be modified by right-clicking on the Calendar object to bring up the Instant Options Menu and selecting Customize Calendar.  Refer to Customizing Advantage for more information.


Updating Day View and Commitments with the Calendar
Updating Day View and Commitments

The Calendar may be used in conjunction with the Day View and Commitments objects.  By simply clicking a date on the Calendar, the Day View and Commitments objects automatically update themselves to begin on the date selected from the Calendar.


Viewing Special Days

Events scheduled as Special Days may easily be viewed from the calendar by right-clicking on the Calendar object and selecting Show Special Days from the Instant Options Menu.  Special Days will appear in purple text when the Show Special Days option is active.


Scheduling on the Contact List

If you are working in a folder with a Phone Book and a Calendar you may quickly schedule a name to appear on the Contact List for a particular day by following these steps:

1.	Highlight the name of the person you need to contact from the Phone Book.

2.	Drag the highlighted name to the date on the Calendar that you need to contact that person.  The name will appear on the Contact List on the specified date.


Scheduling Meetings and To Do's

You may use the Calendar to select the date range when scheduling  To Do and Schedule/Meeting items.  To do this, stripe (highlight) a range of dates on the calendar and click the Add button on the Schedule Manager, To Do Manager, or Things To Do List.  The highlighted dates automatically appear in the date fields of the displayed form.


Searching by date with the Calendar

You may use the Calendar to conduct an automatic record search by date.  All records whose date field(s) are within a specified range may be displayed by doing the following:

1.	Highlight a date or range of dates on the Calendar.

2.	Drag the highlighted date(s) onto one of the following objects:

*  Conversation Log

*  Document Manager

*  Schedule Manager

*  Note Card Manager

*  Special Day Manager

*  Things To Do Manager

3.	All records whose start date or end date are included in the highlighted date range are displayed.


Customizing the Calendar

The appearance of any Calendar may be modified by right-clicking on the Calendar object to bring up the Instant Options Menu and selecting Customize Calendar.  The Calendar dialog box appears.


Clock

The Clock object displays the system date and/or time in several customizable formats.

Note:  If you add a Clock to a folder and the Clock does not display properly, you should verify that the Windows environment on your system is properly set up with AM/PM indicators.  The Windows Control Panel - International - Date Format control should be set to:  12 hour or 24 hour, No leading zero, AM indicator in the text box to the right of the 00:00-11:59, PM indicator in the text box to the right of the 12:00-23:59, " : " as the separator.

The appearance of any Clock may be modified by right-clicking on it to bring up the Instant Options Menu and selecting Customize Clock.  Refer to Customizing Advantage for more information.


Commitments

Related Topics:

Scheduling Meetings and To Do's

Drag & Drop Rescheduling

Viewing Commitments

The Commitments object graphically displays events which are scheduled using the Day View, Month View, or Schedule Manager objects.  It does not display what the scheduled item is, it simply indicates that you have some event scheduled during that time range.  This enables you to check your schedule at a glance and see when you're available to schedule new meetings and appointments.

The appearance of any Commitments object may be modified by right-clicking on it to bring up the Instant Options Menu and selecting Customize Commitments.  Refer to Customizing Advantage for more information.


Scheduling Meetings and To Do's

You may use the Commitments object to select the date or time range when entering Schedule/Meeting items by doing the following:

1.	Stripe (highlight) a range of dates or a time range on the Commitments object.

2.	Click the Add button from the Schedule Manager or Day View.  The highlighted dates or times automatically appear in the date/time fields of the form.

Note: This method also works when just selecting a date range and adding a To Do item.


Drag & Drop Rescheduling using Commitments
Drag & Drop Rescheduling

Any date/time related record may be rescheduled by dragging it from the associated record-manager object to the new date/time on the Commitments object.  The record will automatically be rescheduled for the date and/or time that was highlighted on the Commitments object.


Viewing Commitments

The Commitments object shown displays all scheduled items between 7 AM and 7 PM from Thursday 10/26 to Wednesday 11/1.  It indicates that the following time slots are occupied:

Thursday  11:30 - 12:30

Friday  7:30 - 11:30

Monday  12:30 - 2:00

Tuesday 8:00 - 9:00

Wednesday 8:00 - 5:00

Using Scroll Arrows

The scroll arrows in the upper right corner allow you to view previous or future commitments at regular increments depending on the selected Start Date.  For instance, if you have seven days displayed on your Commitments object, say 10/26 - 11/1, clicking the advance button once would display the next seven days, 11/2 - 11/8.

The scroll arrows in the bottom right corner of the screen advance or set back the time line by one time increment.  If you have your Commitments object set to display one-hour increments, then each click on these scroll buttons will adjust the time line by one hour.


Customizing the Commitments Object

The appearance of the Commitments Object may be modified to display a different starting date, starting time, or ending time by right-clicking on the Commitments object to bring up the Instant Options Menu and selecting Customize Commitments.  The Commitments dialog box appears.

You may change the Commitments object to display commitments beginning on a different start date such as tomorrow or the current business week as well as to display a different starting and ending time.  You may also change the font text, font color, and time intervals as desired.


Contact List

Related Topics:

Dragging and Dropping Names on the Contact List

Scheduling Names on the Contact List

Adding Names that aren't in your Phone Book

Placing a Call from the Contact List

Searching for future Contacts

Making a Contact High Priority

The Contact List enables you to schedule your calls so you will remember to contact someone on a certain date.  The Contact List displays the names of people you need to call that day.  Their names remain on the list until you either call them or delete the record.

The appearance of any Contact List may be modified by right-clicking on it to bring up the Instant Options Menu and selecting Customize Contact List.  Refer to Customizing Advantage for more information.


Dragging and Dropping Names on the Contact List

This method requires that the names being added to the Contact List are currently in your Phone Book or Conversation Log.

1.	Select the name(s) from the Phone Book (or Conversation Log).

2.	Drag the highlighted record(s) from the Phone Book (or Conversation Log) and drop them anywhere on the Contact List.  The Contact Form displays.

3.	Enter the purpose of the call and click OK. The Contact appears on the Contact List.  If you selected multiple names in the Phone Book or Conversation Log in Step 1, the Contact Form will display for each person highlighted.

Note:  If you changed the date on the Contact Form, the name will not appear on the Contact List until that date.


Scheduling Names on the Contact List

This method requires that the names to be added are currently in your Phone Book or Conversation Log, and that there is a Calendar object on the same folder.

1.	In the Phone Book (or Conversation Log), highlight the name of the person to contact.

2.	Drag the highlighted name to the date on the Calendar that you need to contact that person.  The Contact Form displays with the date that you dropped it on already filled in.

3.	Enter the purpose of the call and click OK.

The name will appear on the Contact List on the specified date.


Add Names to the Contact List that aren't in your Phone Book
Adding Names that aren't in your Phone Book

Items may be added to the Contact List by selecting Contact from the Add menu.  The Contact Form appears, allowing you to enter the persons name, company, date, and notes regarding the purpose of the call.

Note:  To take full advantage of all of the Contact Management features, we recommend that you add the persons name to your Phone Book before placing them on the Contact List.  However, for convenience you may add names to the Contact List that are not in your Phone Book.


Placing a Call from the Contact List

1.	Highlight a name on the Contact List and click on the [image] Call Button.  The Call dialog box displays.

2.	Select the number to call.  If you're not using autodial, dial the number manually and click OK.  If you have a modem and are configured for autodialing, Advantage will autodial the selected number now.

3.	The Conversation Form appears, allowing you to take notes about the conversation.


Searching for future Contacts

Contacts that have been scheduled for a future date may be located by the following:

1.	Click on Search from the pull-down menu and select Contact.  The Search Contact dialog box displays.

2.	To search for all future contacts, click OK without entering anything in the Find field.  All your contacts display in a pop-up window.

-OR-

To search for contacts on a specific date, enter the date in the Find field and click OK.  The search results are displayed in a pop-up window.


Making a Contact High Priority

Contacts may be specified as a High Priority by highlighting the name on the Contact List and clicking the [image] High Priority button.  An exclamation mark appears next to the name in the HiPriority field, indicating that it is high priority call.


Customizing your Contact List

The Contact List may be customized depending on how you wish to view your Contact records.  You can change the fields that are shown and the way the records are sorted.  Changes such as font and color options are also available.


Conversation Log

Related Topics:

Add a Conversation Log record

Search for Conversation Log records

Place a Phone Call

Answer a Phone Call

View Notes from Past Conversations

The Conversation Log object allows you to view a summary of your past phone conversations.  Every time you make or receive a call with Advantage using the Call or Call Answer buttons, a Conversation Form appears so you can take notes.  These notes along with the caller's name are stored as Conversation Log records.

The appearance of any Conversation Log may be modified by right-clicking on it to bring up the Instant Options Menu and selecting Customize Conversation Log.  Refer to Customizing Advantage for more information.


Add a Conversation Log record

You can manually enter notes into the Conversation Log if necessary.  This can be used to enter notes from conversations that you had while away from Advantage.

Click on the [image] Add button on the Conversation Log, complete the Conversation Form,  and click OK to add the record to the Conversation Log.


Search for Conversation Log records

1.	Click on the [image] Search button.  The Search Conversation dialog box displays.

2.	Enter the search criterion in the Find field and Click OK.  All records matching the specified search criterion will be displayed.


Place a Phone Call from the Conversation Log
Place a Phone Call

The Conversation Log object allows you to easily place a phone call and keep a log of all your conversations.

1.	Highlight a name in the Conversation Log and click on the [image] Call button.  The Call dialog box displays.

2.	Select the number to dial and click OK.  The Conversation Form opens.

Note:  If you have a modem and are configured to autodial, Advantage will dial the selected phone number now.

3.	Take notes on the conversation and click OK.  The conversation record is added to the Conversation Log.


Answer a Phone Call from the Conversation Log
Answer a Phone Call

1.	When your phone rings, answer it as usual.

2.	If the person who called you is in your Conversation Log, highlight their name and click on the [image] Call Answer button.  You will be prompted to verify that the person highlighted is the person calling.

If the person is not in your Conversation Log, just click on the Call Answer button.  The Conversation Form opens.

3.	Take notes on the conversation and click OK.  The conversation record is added to the Conversation Log.


View Notes from Past Conversations

You can quickly view notes from previous conversations with a person by highlighting their name in the Conversation Log and clicking the History button.


Customize your Conversation Log

You may change the fields that are shown and the way records are sorted on the Conversation Log.  Also, you may change the font and color options for the Conversation Log.


Day View

Related Topics:

Scheduling an Event on the Day View

Using the Add Button on the Day View

Checking for Conflicts when Scheduling

Rescheduling on the Day View

Changing just the duration of a scheduled item

The Day View provides the fastest way to enter Schedule/Meeting information and allows you to quickly review your scheduled date/time related items.  You may display up to seven days on the Day View and easily add, edit, and delete scheduled items.  The Day View object displays all items entered from the Schedule/Meeting Form and the Special Day Form.  The Day View can be customized to display tasks from your Things To Do List, if the Show To Do option is selected.

The scroll arrows on the upper left side of the Day View allow you to view previous and future days events.  The scroll arrows on the upper right side of the object allow you to advance or set back the Day View in weekly increments.

The appearance of any Day View may be modified by right-clicking on it to bring up the Instant Options Menu and selecting Customize Day View.  Refer to Customizing Advantage for more information.


Scheduling an Event on the Day View

1.	Highlight the time duration for the event you wish to schedule by clicking on the starting time and dragging downward to the finishing time.

2.	Click on any line in the date column for the event you wish to schedule.  The line becomes highlighted.

3.	Type in a brief summary of the event on the highlighted line and hit the [Enter] key.

The event is scheduled and a green line "stripes" the proper time-slot.


Scheduling Using the Add Button on the Day View
Scheduling Using the Add Button

You may enter Schedule/Meeting items by highlighting a range of dates or times on the Calendar, Commitments, or Day View objects and clicking the Add button.  The date and time fields will automatically be filled in with the highlighted range on the Schedule/Meeting Form or the current date and time if no range is selected.


Checking for Conflicts when Scheduling

When multiple items are scheduled on the same time and date, it generates a conflict which is denoted by a red stripe on the Day View.  The red stripe occurs wherever two green stripes overlap.

When adding a new item from the Schedule/Meeting Form, conflicts can be searched for by clicking the Conflicts button on the Schedule/Meeting Form.  The Conflicting Schedule Items dialog box will appear with any Schedule/Meeting items that may conflict with the current item being scheduled.  This enables you to check for conflicts before scheduling a new item.

Note: The Description field along with the correct dates and times must be entered before clicking on the Conflicts button to search for conflicting Schedule/Meeting items.


Rescheduling on the Day View

One of the Day Views best features is its ability to reschedule items simply by dragging them from their current location and dropping them on the new start date and start time.  For example, "Meeting with Joe" is scheduled for October 31 from 2:00 to 4:00.  To reschedule the item for November 1 from 12:00 to 2:00, simply drag the scheduled item to the new date and time.


Changing just the duration of a scheduled item

1.	Stripe (highlight) the new time range on the Day View

2.	Highlight the desired record.

3.	Drag the record onto the highlighted time range and drop it.

The record retains its original start date, but takes on the new time duration.


Customizing the Day View

The Day View can display from one to seven days.  To quickly change the number of days displayed on the Day View, click on the 1, 2, 3, 5 action buttons on the Day View action bar.

The appearance of the Day View may be modified by right-clicking on the Day View object.  From the Instant Options menu, select Customize Day View.


Document Manager

Related Topics:

Add (log) Documents

Open a logged Document

Print and Fax from the Document Manager

Search for a Specific Document

The Document Manager allows you to log and display the files located on your hard disk, giving you easy access to open and edit them. You can also search for print or fax these files directly from the Document Manager object.

The appearance of the Document Manager may be modified by right-clicking on the Document Manager object to bring up the Instant Options menu and selecting Customize Document Mgr.  Refer to Customizing Advantage for more information.


Add (log) Documents

1.	From the Document Manager, click on the [image] Add button to open the Document Form.

2.	Click on the Browse button to open the Select File dialog box.

Use this dialog box to specify the file you wish to add.

3.	When the desired file is in the File Name box, click OK.

The Document and Date fields now appear on the form.

4.	Enter a file summary in the Description field and any additional comments in the Notes field.  Use the Key fields to enter unique words to help you easily search for this document later.

5.	Click OK. The file is logged into the Document Manager.

Advantage Tip & Trick

Files may be added to the Document Manager by dragging the filename from the Windows File Manager to the Document Manager object.  Once the files are logged, edit each of the records to enter a description of the file.


Open a logged Document

1.	Highlight the desired record on the Document Manager and click the [image]  button.

2.	The highlighted document opens in the application it was created.

Note:  If the document does not open, verify that the path specified on the form is correct.


Print and Fax from the Document Manager

1.	Highlight the record you wish to print or fax.

2.	Click on the [image] button or the [image] button from the Document Manager Action Bar.

3.	Complete the associated Print or Fax dialog box and click OK.  The document prints or faxes, as specified.


Search for a Specific Document

1.	Click on the [image] Search button.  The Search Document dialog box displays.

2.	Enter the search criterion in the Find field and Click OK.  All records matching the specified search criterion are displayed.  Refer to Searching for more information.

Advantage Tip & Trick

Use Advantage's Attachments feature to "attach" document records together, or to attach a document record to any other record associated with the document.  Attachments enable you to find all related information in a single search.


Global Record Manager

The Global Record Manager allows you to view all records added into any Advantage form.  It displays the Record Type (Form name) and Primary Fields of each form in alphabetical order.  With the Global Record Manager you can easily search for, print, and create attachments between records that have been entered into different forms.

The appearance of the Global Record Manager may be modified by right-clicking on the Global Record Manager object to bring up the Instant Options menu and selecting Customize Global Record Mgr.  Refer to Customizing Advantage for more information.

Search Specific Records

1.	Click on the Search button.  The Search All dialog box displays.

2.	Enter the search criteria in the Find field and Click OK.  All records matching the specified search criteria are displayed.  Refer to Searching for more information.

Print Specific Records

1.	Highlight the records you wish to print.  (Use [Ctrl] to select multiple non-sequential records.)

2.	Click on the Print button.  The details of the selected records are printed.

Refer to Printing for more information.


Month View

Related Topics:

Viewing Scheduled Items

Scheduling from the Month View

The Month View object is a large single-month calendar that displays on your folder and enables you to add and review all of your date related events for the month.  The Month View displays items entered from the Schedule/Meeting Form and the Special Day Form.  The Month View can be customized to show To Do's as well.

The appearance of the Month View may be modified by right-clicking on the Month View object to bring up the Instant Options menu and selecting Customize Month View.  Refer to Customizing Advantage for more information.

Advantage Tip & Trick

It is better to select a small font for the Month View because the display space in a single date is limited.


Viewing Scheduled Items

From the Month View object you are able to view all of your scheduled date and time-related events.  Double-clicking on a date on the Month View opens the Day View window allowing you to schedule, edit, or delete these records.

The scroll arrows on the upper left side of the Month View allow you to advance or set back the month displayed.  The scroll arrows on the upper right side of the object allow you to advance or set back the Month View in yearly increments.


Scheduling from the Month View

1.	Double-click on the day you want to schedule information.

The Day View Window displays for that day.

2.	Specify the duration of the event by dragging from the start time to the end time.

3.	With the time range highlighted, click on any line under the date column of the window and enter a brief summary of the event.

4.	Press the [Enter] key to schedule the event.  You can double-click on the scheduled event to add more details.  Close the Day View Window by clicking the [image] button in the upper left-hand corner the Day View.  The scheduled event now appears on the Month View, Day View and Commitments.


Note Card Manager

Related Topics:

Add a Note Card

Print Note Cards

Search for Note Cards

The Note Card Manager allows you to organize miscellaneous information such as your CD collection, vacation plans, recipes, or assorted notes that you may need to jot down.  The Note Card Manager displays a summary of the note card record and the date it was entered.

The appearance of the Note Card Manager may be modified by right-clicking on the Note Card Manager object to bring up the Instant Options menu and selecting Customize Note Card Mgr.  Refer to Customizing Advantage for more information.


Add a Note Card

1.	Click on the [image] Add button on the Note Card Manager to open the Note Card Form.

2.	Enter a brief description of the note card in the Summary field, and the details in the Notes field.

3.	Click OK.  The description and date display on the Note Card Manager.

Advantage Tip & Trick

Enter unique descriptive words in the Key fields of each Note Card record to help you easily locate that record later.  Using a consistent word, such as "recipe" in all of your recipe Note Cards will enable you to find all of your recipe notes with one search.


Search for Note Cards

1.	Click on the [image] Search button.  The Search Note Card dialog box displays.

2.	Enter the search criterion in the Find field  and Click OK.  All records matching the specified search criterion will be displayed.  Refer to Searching for more information.


Print Note Cards

1.	Highlight the Note Card records to be printed and click on the [image] Print button.

2.	Click OK on the Print dialog box to confirm that you would like to print.  The selected Note Card records are now printed.  Refer to Printing for more information


Phone Book

Related Topics:

Add a Phone Book record

Searching for Phone Book records

Place a Phone Call

Answer a Phone Call

View Notes from Past Conversations

The Phone Book contains all of your names, addresses, and phone numbers allowing you to easily track your business and personal contacts.  From the Phone Book object, you may add, edit, or delete a contact, as well as locate specific contacts using the Phone Book Action Buttons. The Phone Book can also be used to place and receive calls, or to view the notes from previous conversations.

The appearance of the Phone Book may be modified by right-clicking on the Phone Book object to bring up the Instant Options menu and selecting Customize Phone Book.  Refer to Customizing Advantage for more information.


Add a Phone Book record

1.	Click the [image] Add button on the Phone Book.  The Phone Book Form displays.

2.	Enter the information about the Contact and click OK.


Searching for Phone Book records

The fastest way to locate Phone Book records is to use the Alphabetic Search Bar.

To locate a name:

Click on any letter on the Alphabetic Search Bar of the Phone Book.  This will search for and display all the last names based on that letter.

You can conduct an alphabetic search on multiple letters using the standard Windows [Ctrl] and[Shift] conventions.

To select multiple non-consecutive letters, (such as G, M, S), hold down the [Ctrl] key while clicking on the letters.  This will display all the records beginning with those letters.

To select a range of letters, (such as A through F, etc.), hold down the [Shift] key while clicking on the first and last letters in the sequence.

Refer to Searching for more information.

Advantage Tip & Trick

Enter unique descriptive words in the Key fields of each Phone Book record to help you easily locate that record later.  Using a consistent word, such as "prospects" in all of your Phone Book records will enable you to find all of your prospective clients with one search.


Place a Phone Call

The Phone Book object allows you to easily place a phone call and keep a log of all your conversations.

1.	Highlight a name in the Phone Book and click on the [image] Call button.  The Call dialog box displays.

2.	Select the number to dial and click OK.  The Conversation Form opens.

Note:  If you have a modem and are configured to autodial, Advantage will dial the selected phone number now.

3.	Take notes on the conversation and click OK.  The conversation record is added to the Conversation Log.

Refer to Autodialing for more information on placing a Phone Call.


Answer a Phone Call

1.	When your phone rings, answer it as usual.

If the person who called you is in your Phone Book, highlight their name and click on the [image] Call Answer button.  You will be prompted to verify that the name highlighted is the person calling.

If the person is not in your Phone Book, just click on the Call Answer button.  The Conversation Form opens.

2.	Take notes on the conversation and click OK.  The conversation record is added to the Conversation Log.

Refer to Autodialing for more information on answering a Phone Call.


View Notes from Past Conversations

You can quickly view notes from previous conversations with a person by highlighting their name in the Phone Book and clicking the [image] History button.  If the History Window does not display, then there are no Conversation Log records attached to the person's name.


Quick-Dial List

Related Topics:

Add Names to the Quick-Dial List

Remove entries from the Quick-Dial List

Dial from the Quick-Dial List

The Quick-Dial List maintains a list of people that you frequently call.  The advantage of the Quick-Dial List is that you do not have to search the Phone Book for the person's name before dialing.  When you make calls from the Quick-Dial List, it assumes you are dialing the default number specified in that Phone Book Form.  If autodialing is enabled, this number will be dialed.

The appearance of the Quick-Dial List may be modified by right-clicking on the Quick-Dial List object to bring up the Instant Options menu and selecting Customize Quick-Dial List.  Refer to Customizing Advantage for more information.


Add Names to the Quick-Dial List

To add a person's name to the Quick-Dial List:

1.	Highlight the contact you wish to add in the Phone Book

2.	Click the Edit button. The Phone Book Form appears.

3.	Check the Add to Quick Dial List box on the Phone Book Form and click OK.  The record appears on the Quick Dial List.

Advantage Tip & Trick

If you have the Quick-Dial List and the Phone Book on the same folder you may add names by dragging them from the Phone Book and dropping them on the Quick Dial List.


Remove entries from the Quick-Dial List

Quick-Dial entries may be removed by highlighting the record and clicking the [image] Remove button.  The name is removed from the Quick-Dial object, but the Phone Book record is not deleted.


Dial from the Quick-Dial List

1.	Highlight a name on the Quick-Dial List.

2.	Click the Call button.

If autodialing, the default number specified in the Phone Book Form will be dialed now.

3.	The Conversation Form displays.

4.	Enter notes about the conversation and click OK when the call is completed.

Refer to Autodialing


Schedule Manager

Related Topics:

Add a Schedule/Meeting Record

Search for Schedule/Meeting records

Print your Schedule for the Day, Week, or Month

Print Selected Events

The Schedule Manager allows you to track and display all scheduled meetings and appointments.  You can add new Schedule/Meeting records and use the various search features to quickly locate, edit, and delete existing records.

The appearance of the Schedule Manager may be modified by right-clicking on the Schedule Manager object to bring up the Instant Options menu and selecting Customize Schedule Mgr.  Refer to Customizing Advantage for more information.


Add a Schedule/Meeting Record

To add a Schedule/Meeting record click on the [image] Add button from the Schedule Manager.  Enter information about the event and click OK.  The scheduled item appears in the Schedule Manager, Commitments, Day View, and Month View for the days scheduled.


Search for Schedule/Meeting records

1.	Click on the [image] Search button.  The Search Schedule/Meeting dialog box displays.

2.	Enter the search criterion in the Find field and Click OK.  All records matching the specified search criterion will be displayed.  Refer to Searching for more information.

Advantage Tip & Trick

A fast way to search the Schedule Manager by date is to highlight a date (or range of dates) on the Calendar object and then drag and drop the highlighted date(s) onto the Schedule Manager.  Only Schedule/Meeting records whose start date or end date are within the highlighted range will display.


Print your Schedule for the Day, Week, or Month

You can print out your scheduled events for the day, week, or month using the [image] buttons, respectively.  The current Day/Week/Month reports are printed.


Print Selected Events

1.	Highlight the records you wish to print.  (Hold down the [Ctrl] key to select multiple records.)

2.	Click on the Print button.  The highlighted records are printed.  Refer to Print Reports for more information.


Special Day Manager

Related Topics:

Add a Special Day

View Special Days

Search for a Special Day

The Special Day Manager helps you keep track of anniversaries, birthdays, holidays, weddings, and any other one-day special events you may have.  Any date that has a Special Day event scheduled will appear in purple text on the Calendar object.

Note:  The Calendar's Show Special Days Instant Option must be selected to view Special Days on the Calendar.

The appearance of the Special Day Manager may be modified by right-clicking on the Special Day Manager object to bring up the Instant Options menu and selecting Customize Special Day Mgr.  Refer to Customizing Advantage for more information.


Add a Special Day

1.	Click on the [image] Add button from the Special Day Manager.  The Special Day Form displays.

2.	Enter the information about the event or select an occasion from the drop-down box and click OK.

Advantage Tip & Trick

When scheduling regularly occurring events, such as holidays and birthdays, use the Schedule button on the Special Day Form to automatically schedule the event for future years.


View Special Days

When you specify a date as a Special Day, Advantage helps you remember that date by having it appear on the Calendar object and the Commitments object in purple text.  The Special Day's Occasion field also displays on the Day View and Month View objects.

Note:  The Calendar object's Show Special Days Instant Option must be active for it to display Special Days in purple.


Search for a Special Day

1.	Click the [image] Search button.  The Search Special Day dialog box displays.

2.	Enter the search criterion in the Find field and Click OK.  All records matching the specified search criterion will be displayed.  Refer to Searching for more information.


System Information

The System Information object displays information about the computer system where Advantage is being used.  It lists the amount of free memory, the percentage of free resources, the number of tasks (applications currently running), and available disk space for one or more disk drives. It enables you to check your system's status without leaving Advantage.

The System Information object can be modified by right-clicking on the object and selecting Customize System Info from the Instant Options Menu.  Refer to Customizing Advantage for more information.


Things To Do List

Related Topics:

Adding To Do's

Mark a Task as Completed

Make a Task High Priority

Reschedule a Task

The Things To Do List displays all of your uncompleted tasks (to-do's) for the day.  Tasks remain on the list until they are "checked off" as completed.  Use the Things To Do List to enter new To Do items, check-off completed tasks, and designate important tasks as high priority.

The appearance of the Things To Do List may be modified by right-clicking on the Things To Do List object to bring up the Instant Options menu and selecting Customize Things To Do List.  Refer to Customizing Advantage for more information.


Adding To Do's

1.	Click the [image] Add button on the Things To Do List.  The To Do Form displays with the current day entered as the Start Date and End Date.

2.	Enter the information about the To Do and click OK.  The task displays on the Things To Do List.  If you changed the Start Date on the form, the To Do item will not appear on the list until that date.


Mark a Task as Completed

Once a Task has been completed, you can remove it from the Things To Do List by highlighting the task and clicking on the [image] Completed button.


Make a Task High Priority

You can mark any task as a high priority simply by highlighting the task and clicking on the [image] High Priority button.  An exclamation mark displays next to the task indicating that it is high priority.  Highlighting the task and clicking the High Priority button again will remove the High Priority status from the To Do item.


Reschedule a Task

You can quickly reschedule a task to appear on the Things To Do List on a future date by dragging the task from the Things To Do List and dropping it onto the desired start date on a Calendar object.  The To Do will appear on the list on that day.


To Do Manager

Related Topics:

Add To Do's

Search for a To Do

Mark a Task as Completed

Print your To Do List

View your To Do's

The To Do Manager helps you log and keep track of all your To Do items.  The To Do Manager may be used to display all To Do records, whereas the Things To Do List may be used to only display those items you currently need to complete.

The appearance of the To Do Manager may be modified by right-clicking on the To Do Manager object to bring up the Instant Options menu and selecting Customize To Do Mgr.  Refer to Customizing Advantage for more information.


Add To Do's

1.	Click the [image] Add button on the To Do Manager.  The To Do Form displays with the current day entered as the Start Date and End Date.

2.	Enter information about the To Do and click OK.  The task displays on the To Do Manager.  If you changed the Start Date on the form, the To Do item will not appear on the Things To Do List until that date.

Advantage Tip & Trick

A fast way to schedule a To Do is to highlight a date (or range of dates) on the Calendar object and then click on the Add button on the To Do Manager.  The highlighted date(s) on the Calendar automatically appear in the date fields on the To Do Form.


Search for a To Do

1.	Click the [image] Search button on the To Do Manager.  The Search To Do dialog box displays.

2.	Enter the search criterion in the Find field and click OK.  All records matching the specified search criterion will be displayed.  Refer to Searching for more information.

Advantage Tip & Trick

A fast way to search the To Do Manager by date is to highlight a date (or range of dates) on the Calendar object and then drag and drop the highlighted date(s) onto the To Do Manager.  Only To Do records whose start date or end date are within the highlighted range will display.


Mark a Task as Completed

Once a Task has been completed, you may mark it by doing the following:

1.	Highlight the completed To Do item.

2.	Click the [image] Completed button.

A check mark appears in the left column on the To Do Manager indicating the To Do item has been completed.


Print your To Do List

If you wish to take a copy of your To Do List with you, you need only highlight the records you wish to print and click on the [image] Print button.  Click OK on the Print dialog box and the selected records are printed.


View your To Do's

The To Do Manager contains all To Do's, regardless of whether they are completed or not.  Overdue To Do's appear in red, high priority To Do's have an exclamation mark (!) next to them, and completed To Do's have a check mark next to them.


Trash Can

The Trash Can object allows you to delete records or files by dragging them from an Advantage object or the Windows File Manager to the Trash Can.

Deleting Records with the Trash Can

Place the Trash Can on the same folder as the Manager object where you frequently delete records.

1.	Highlight the record(s) to be deleted.

2.	Drag the record(s) on top of the Trash Can object and release the mouse button.  The item(s) will immediately be deleted once you release the mouse button and cannot be retrieved.

Note:  For the Document Manager, deleting the record does not delete the associated file.

Deleting Files with the Trash Can

You may delete files from your hard drive or a diskette by dragging the file from the Windows File Manager to the Trash Can object on any Advantage Folder. Once you release the file on top of the Trash Can you are not able to retrieve the file except by using the DOS undelete command.  Refer to your DOS manual for more information on how to undelete.


Right-Click

"Right-Click" refers to a single click of the right mouse button.  By right-clicking on a folder or object you can customize your Advantage desktop.


Double-Click

"Double-Click" refers to two consecutive clicks of the left mouse button.


Drag

"Drag" refers to clicking and holding down the left mouse button while you move the mouse pointer.


Drag and Drop

"Drag and Drop" refers to clicking and holding down the left mouse button, moving the mouse pointer(drag), and releasing the mouse button(drop).


Phone Book Form

This form is used to enter or edit names in your Phone Book.  The following lists the fields that appear on the Phone Book form:

Title:

Drop box - select a title for the name, like Mr. or Ms.

First Name:

Enter the first name of the person.

Last Name:

Enter the last name of the person.

Company:

Enter the company name of the Phone Book entry.

Department:

Drop box - select a department where the person works or enter the department name.

Position:

Drop box - select the position of the person or enter the position.

Primary Address

Street1:ADDRESS1_STREETA

First line of the street address

Street2:ADDRESS1_STREETB

Second line of the street address

City:ADDRESS1_CITY

City name

State:ADDRESS1_STATE

State name

Zip:ADDRESS1_ZIP

Zip code

Country:ADDRESS1_COUNTRY

Country of the address

Secondary Address

Street1:ADDRESS2_STREETA

First line of the secondary address

Street2:ADDRESS2_STREETB

Second line of the secondary address

City:ADDRESS2_CITY

City name for secondary address

State:ADDRESS2_STATE

State name for secondary address

Zip:ADDRESS2_ZIP

Zip code for secondary address

Country:ADDRESS2_COUNTRY

Country of the secondary address

Phone Numbers

Business:PHONE_BUSINESS

Business number including country code, area code, number, and extension.

Home:PHONE_FAX

Home number including country code, area code, number, and extension.

Fax:PHONE_HOME

Fax number including country code, area code, number, and extension.

Other:PHONE_OTHER

Any other phone number including country code, area code, number, and extension.

Default:PHONE_DEFAULT

Radio button - Default number to display and autodial.

Search Keys 1 - 4:

Enter key words to easily search for and locate this record.

Notes:

Enter any free form notes about the Phone Book entry.

Edit Date:

Displays the date this Phone Book record was last edited.

 Add to Contact List?

Check box - adds the name to the Contact List.

 Add to Quick Dial List?

Check box - adds the name to the Quick Dial List.

OK button

Click here to save the information entered.

Cancel button

Click here to cancel any changes you just made.

Last button

Click here to copy the last Phone Book record saved.  This creates a new record with the same information as the last record saved.  This allows you to easily enter the phone book information for multiple people from the same company only once.


Contact Form

The Contact Form is used to add a name to the Contact List.  This form requires you to enter information into the Contact field.  The following lists the fields that appear on the Contact Form:

Contact:

Displays the name to appear on the Contact List.

Company:

Displays the company name of the Contact.

Phone Number:

Displays the default number to be manually or automatically dialed.

Regarding:

Drop box, select a reason for calling the contact or enter your own.

Date:

Displays the date that the name will appear on the Contact List.

High Priority?

Check box, click here to mark the contact as a high priority call.

OK button

Click here to save the information entered.

Cancel button

Click here to cancel any changes you just made.

Alert button

Click here to set an Alert to call this person.

Last button

Click here to copy the last Contact record saved.  This creates a new record with the same information as the last record saved.


Conversation Form

This form is used to take notes of phone conversations and log call information.  This form requires you to enter information into the Contact field.  The following lists the fields that appear on the Conversation Form.

Contact:

Displays the name of the person calling or being called.

Company:

Displays the company name of the person calling or being called.

Phone #:

Displays the default number of the person calling or being called.

Date:

Displays the date of the call.

Time:

Displays the start time of the call.

Elapsed:

Displays the amount of time elapsed during the call.

Regarding:

Drop box - select or enter the reason for the call.

Call/Receive:

Radio buttons - specifies whether the call is outgoing or incoming.

Call Status:

Drop box - select the status of the call, such as busy or no answer.

Add to Phone Book?

Check box - click here to add the name to the Phone Book.

Add to Contact List?

Check box - click here to add the name to the Contact List.

Search Keys 1 - 4:

Enter key words to easily help you search for this record.

Notes:

Enter any free form notes regarding your conversation.

OK button

Click here to save the information entered.

Cancel button

Click here to cancel any changes you just made.

Timer button

Click here to turn the timer in the Elapsed field off and on.

History button

Click here to review past conversations with the same person.

Follow Up button

Click here to set an Alert to call this person.

Last button

Click here to copy the last Conversation record saved.  This creates a new record with the same information as the last record saved.


To Do Form

This form adds a task to the Things To Do List and To Do Manager.  This form requires that you enter information into the Task field.  The following lists the fields that appear on the To Do Form:

Task:

Enter a summary of the task that needs to be accomplished.

Start Date:

Displays the first day it will appear on the Things To Do List.

End Date:

Displays the date the task is due.

High Priority:

Click here to specify that the task is a high priority.

Task Complete?

Click here to mark a task as completed.

Search Keys 1 - 4:

Enter key words to help you easily search for the task.

Notes:

Enter any free form notes regarding the task.

OK button

Click here to save the information entered.

Cancel button

Click here to cancel any changes you just made.

Schedule button

Click here to open the Repetitive Scheduling dialog box.

Alert button

Click here to set an Alert reminding you the task is due.

Last button

Click here to copy the last To Do record saved.  This creates a new record with the same information as the last record saved.


Schedule/Meeting Form

The Schedule/Meeting Form is used to schedule a meeting or appointment that will appear on the Day View, Month View, Schedule Manager, and Commitments object.  This form requires that you enter information into the Description field.  The following lists the fields that appear on the Schedule/Meeting form:

Description:

Enter a summary of the event being scheduled.

Location:

Enter the location for the scheduled event.

Start Date:

Displays the starting date of the event.

End Date:

Displays the ending date of the event.

Start Time:

Displays the starting time of the event.

End Time:

Displays the ending time of the event.

Search Keys 1 - 4:

Enter text to easily help you search for the event.

Notes/Agenda:

Enter any free form notes regarding the meeting or appointment.

OK button

Click here to save the information entered.

Cancel button

Click here to cancel any changes you just made.

Schedule button

Click here to open the Repetitive Scheduling dialog box.

Alert button

Click here to set an Alert reminding you of the scheduled event.

Conflicts button

Displays any conflicting events with the event being scheduled.

Last button

Click here to copy the last Schedule/Meeting record saved.  This creates a new record with the same information as the last record saved.


Document Form

The Document Form is used to add a file or document to the Document Manager.  The following lists the fields that appear on Document Form.

Description:

Enter a description of the file.

Document:

Displays the name of the file or document.

Path:

Displays the path of the file or document.

Date:

Displays the date the file was added to the Document Manager.

Key 1 - 4:

Enter any words that will help you locate the record when searching.

Notes:

Enter any free form notes regarding the document or file.

OK button

Click here to save the information entered.

Cancel button

Click here to cancel any changes you just made.

Browse button

Click here to locate the file or document you wish to add.

Last button

Click here to copy the last Document record saved.  This creates a new record with the same information as the last record saved.


Note Card Form

This form adds and creates a Note Card in the Note Card Manager.  This form also requires that you enter information into the Summary field.  The following lists the fields that appear on the Note Card Form:

Summary:

Enter a description of the Note Card.

Date:

Displays the date the Note Card was created.

Key 1 - 8:

Enter key words to help you search for the Note Card.

Notes:

Enter notes to create the Note Card.

OK button

Click here to save the information entered.

Cancel button

Click here to cancel any changes you just made.

Last button

Click here to copy the last Note Card record saved.  This creates a new record with the same information as the last record saved.


Alert Forms
Alert Form

This form adds an Alert to the Alert Manager.  If the Alert Form is opened from another form such as the Contact, Conversation, Special Day, or To Do Form, then the Alert is automatically attached to the record from which it was originally created.  This form requires that you enter information into the Description field.  The following lists the fields that appear on the Alert Form.

Description:

Enter the Alert message you want to pop-up.

Click here to change the option from a date and time to a timer.

Date:

Enter the date you want the Alert to go off.

at:

Enter the time you want the Alert to pop-up.

Enter the number for the time interval (such as 30 minutes), or click here to change the option from a timer, to date and time.

Drop box:

Select the desired time interval (i.e. Minutes, Hours).

OK button

Click here to save the information entered.

Cancel button

Click here to cancel any changes you just made.

Schedule button

Click here to open the Repetitive Scheduling dialog box.

Last button

Click here to copy the last Alert record saved.  This creates a new record with the same information as the last record saved.


Special Day Form

The Special Day Form is used to add a reminder of special occasions, such as a birthday or anniversary.  The Special Day Form schedules any one day event to appear on the Special Day Manager, Day View, and Month View.  The Calendar and Commitments objects also reflect any occasion added through the Special Day Form.  The following lists the fields that appear on the Special Day Form.

Occasion:

Select from the drop box or enter a description of the occasion.

Date:

Enter the date of the special occasion.

Search Keys 1 - 4:

Enter any words that will help you locate the record when searching.

Notes:

Enter any free form notes regarding the occasion.

OK button

Click here to save the information entered.

Cancel button

Click here to cancel any changes you just made.

Schedule button

Click here to open the Repetitive Scheduling dialog box.

Alert button

Click here to set an Alert reminding you of the occasion.

Last button

Click here to copy the last Special Day record saved.  This creates a new record with the same information as the last record saved.


Handheld Transfer

Related Topics:

Handheld Support

Sharp Wizard

Casio B.O.S.S.

Creating/Editing templates

Troubleshooting your Handheld

Handheld transfer allows you to exchange information between a Personal Digital Assistant (PDA) such as the Sharp Organizer or the Casio B.O.S.S. and Advantage.

You may transfer information with the Sharp Wizard Electronic Organizer Model OZ-7000 or higher and the Casio B.O.S.S. series SF-7000, SF-9000, SF-4300, and SF-R10 series.  You must have the appropriate cable from your PDA manufacturer to connect between your handheld device and your computer.  Refer to the instruction manual accompanying your particular handheld device for information about interfacing it with a personal computer.


Handheld Support

Wizard Support

Wizard OZ-7000

Tel1, Tel2, Tel3, Schedule, To Do, Memo

Wizard OZ-8000

Tel1, Tel2, Tel3, Schedule, Business, To Do, Memo

Wizard OZ-9600

Tel1, Tel2, Tel3, Schedule, To Do*, Memo

*The To Do List is supported on the 8000 series Time Expense IC Card with the Wizard OZ-9600 series.  Advantage does not support To Do's on the 9600's To Do category.

Casio Support

Casio SF-R10

Tel, Memo, Schedule, Business Card, To Do

Casio SF-4300

Tel, Memo, Schedule

Casio SF-7000

Tel, Memo, Schedule, Business Card

Casio SF-9000

Tel, Memo, Schedule, Business Card


Sharp Wizard

Follow these steps to transfer information with your Sharp Wizard:

1.  Select the default PDA

2.  Setup the selected PDA

3.  Place your handheld device in PC Link mode

4.  Transfer your information with the Wizard:

Importing from the Wizard

Exporting to the Wizard


Sharp Wizard - Select the default PDA
Select the default PDA

1.	Select Handheld Transfer from the File menu.  The Handheld Transfer dialog appears.

2.	Click the Handhelds button from the Handheld Transfer dialog box.  The Handheld Devices dialog box appears.

3.	Select the appropriate PDA listed under Installed Devices by double-clicking on the driver name.  The selected PDA will appear under Default Device.

4	Click the Close button on the Handheld Devices dialog box.  From the Handheld Transfer dialog box you should now see the PDA you selected under Default Device.


Sharp Wizard - Setup the selected PDA
Setup the selected PDA

1.	From the Handheld Transfer dialog box, click on the Setup button.  The Setup dialog for the specified PDA appears.

2.	Make the appropriate selections for the PDA's setup as specified below and click OK:

Com Port

Displays the Com Port that is currently selected for the handheld transfer.  Use this drop-box to select the appropriate Com Port for where your handheld device is connected.

Timeout Time

Displays the time allotted (in seconds) to transfer the selected data.

Buffer Size

Displays the allotted space (in K bytes)  for the data being transferred.

Options--Wizard Exit Mode

Displays the mode of exit currently selected for the Wizard.  Select to either Exit PC-Link mode, turn off(Power off Wizard) the Wizard, or leave the Wizard in PC-Link mode after the handheld data has been transmitted.

Time Expense Manager IC Card

Select this check box if you are using the Time/Expense Manager IC Card for your To Do's.  This box is not selected by default.

3.	Click OK on the specified PDA's setup dialog box.

Note:  You only need to modify the PDA's setup if you are having problems transferring information.


Sharp Wizard - Place your handheld device in PC Link mode:
Place your handheld device in PC Link mode:

You must place your handheld device in PC Link mode before importing or exporting.

For the Wizard 7000, 8000 series, press:

[Shift] [Option] [4]

For the Wizard 9600 series, press:

[2nd] [Peripherals] select [Import other formats]  select [via PC Link]

Note:  If you are using the Wizard 9600 with the 8000 series Time Expense Card for your To Do items, select the Card function on the Wizard 9600 and use the following to place the Wizard in PC Link mode:

[2nd] [Peripherals] select [PC Link]

After you have connected the interface cable between the handheld device and your computer, and placed your handheld device in PC Link mode, simply follow the directions below for importing or exporting.


Import from Wizard
To Import from the Sharp Wizard:

Data Preparation

In order to exchange information with Advantage, a hard-tab [image] must separate different types of information within a Wizard field(Name, Number, Address, Key 1).

For example, in the Wizard 9600 your information may appear as follows:

Name:

Doe, John

Polaris Software

Number:

Phone #1

Phone #2

Addres:

2112 Rush St.

San Diego, CA  92127

Key 1:

Key 2:

Key 3:

Key 4:

Import Procedure

1.	Select Handheld Transfer from the File menu.  The Handheld Transfer dialog box appears.  Make sure you have the appropriate Default Device selected depending on which Wizard you are using.

2.	Select Import from Handheld.

3.	Select the Template depending on which handheld category you are importing.  For instance, if you are importing Tel1 with the Wizard 8000 or 9600, you would need to select the Wizard8 Tel1 template.  Refer to Creating/Editing Templates for more information on matching the templates with the proper handheld categories.

Note:   Use the Add button next to the Catalog drop-box to save your Import setup.  This will save you time if you import with the same setup frequently.  (Click Add.  The Save As dialog appears.  Type in the desired Catalog name and click OK.)

4.	Click the Duplicates button.  The Duplicate Records dialog box appears.

If you are importing records from the Wizard that already exist in your Advantage file, select how you would like for your duplicates to be handled.

Keep Duplicates: (Keep originals and duplicates)

Ignore Duplicates: (Keep originals)

Prompt: (Prompt for each duplicate)

Note:  Advantage checks the following field for each record type listed below when resolving duplicate records:

Phone Book 	Full Name

Schedule/Meeting  	Description

To Do 	Task

Note Card 	Summary

5.	Click OK on the Resolve Duplicates dialog box.

6.	Click OK on the Handheld Transfer dialog box.

7.	Place your Wizard in PC Link mode.

8.	Repeat these steps for other information to be imported from the Wizard to Advantage.  Once all of the information has been imported, click Cancel on the Handheld Transfer dialog.  A search can be performed to locate the information imported into Advantage.


Export to Wizard
To Export to the Sharp Wizard:

Highlight the appropriate records to be exported.

Export Procedure

1.	Select Handheld Transfer from the File menu.  The Handheld Transfer dialog box appears.  Make sure you have the appropriate Default Device selected depending on which Wizard you are using.

2.	Select Export to Handheld.

3.	Select the Template depending on which handheld category you are exporting.  For instance, if you are exporting to Tel1 with the Wizard 8000 or 9600, you would need to select the Wizard8 Tel1 Export template.  Refer to Creating/Editing Templates for more information on templates.

Note:   Use the Add button next to the Catalog drop-box to save your Export setup.  This will save you time if you export with the same setup frequently.  (Click Add.  The Save As dialog appears.  Type in the desired Catalog name and click OK.)

4.	Click OK on the Handheld Transfer dialog box.

5.	Place your Wizard in PC Link mode.

6.	Repeat these steps for other information to be exported from Advantage to the Wizard.  Once all of the information has been exported, click Cancel on the Handheld Transfer dialog.


Casio B.O.S.S.

Follow these steps to transfer information with your Casio B.O.S.S.:

Related Topics:

1.  Select the default PDA

2.  Setup the selected PDA

3.  Place your handheld device in PC Link mode

4.  Transfer your information with the Casio:

Import from the Casio

Export to the Casio


Casio B.O.S.S. - Select the default PDA
Select the default PDA

1.	Select Handheld Transfer from the File menu.  The Handheld Transfer dialog appears.

2.	Click the Handhelds button from the Handheld Transfer dialog box.  The Handheld Devices dialog box appears.

3.	Select the appropriate PDA listed under Installed Devices by double-clicking on the driver name.  The selected PDA will appear under Default Device.

4	Click the Close button on the Handheld Devices dialog box.  From the Handheld Transfer dialog box you should now see the PDA you selected under Default Device.


Casio B.O.S.S. - Setup the selected PDA
Setup the selected PDA

1.	From the Handheld Transfer dialog box, click on the Setup button.  The Setup dialog for the specified PDA appears.

2.	Make the appropriate selections for the PDA's setup as specified below and click OK:

Com Port

Displays the Com Port that is currently selected for the handheld transfer.  Use this drop-box to select the appropriate Com Port for where your handheld device is connected.

Timeout Time

Displays the time allotted(in seconds) to transfer the selected data.

Buffer Size

Displays the allotted space(in K bytes)  for the data being transferred.

Serial Line Options

Displays the Serial Line Option currently selected for the Casio.  Select the appropriate Serial Line Option depending on which Casio serial cable you are using.  If you receive the following error message when transmitting your data, select a different Serial Line Option and try again.

Note:  You only need to modify the PDA's setup if you are having problems transferring information.

3.	Click OK on the specified PDA's setup dialog box.


Casio B.O.S.S. - Place your handheld device in PC Link mode:
Place your handheld device in PC Link mode:

You must place your handheld device in PC Link mode before importing or exporting.

For the Casio SF-R10 series:

1.	Select the appropriate Casio function (Tel, Schedule, Business Card).

2.	Press the [Function] button on the Casio.

3.	Select 4 for Data Communication.

4.	Select 1 if you are importing to Advantage or 2 if you are exporting to Advantage.

5.	Select 1-4 depending on how many items you wish to transfer.

6.	Press the [Set] button on the Casio to begin the transfer.

For the Casio SF-4300 series:

1.	Select the appropriate Casio function (Tel, Schedule, Business Card).

2.	Press the [Function] button on the Casio twice.

3.	Select 4 for Data Communication.

4.	Select 1 if you are importing to Advantage or 2 if you are exporting to Advantage.

5.	Select 1-3 depending on how many items you wish to transfer.

6.	Press the [Set] button on the Casio to begin the transfer.

For the Casio SF-8000 series:

1.	Select the appropriate Casio function (Tel, Schedule, Business Card).

2.	Press the [Function] button on the Casio.

3.	Select 4 for Data Communication.

4.	Select 1 for Transmit.

5.	Select 3 to transfer all data items.

6.	Press the [Set] button on the Casio to begin the transfer.

For the Casio SF-9000 series:

1.	Select the appropriate Casio function (Tel, Schedule, Business Card).

2.	Press the [Function] button on the Casio.

3.	Select 4 for Data Communication.

4.	Select 1 for Transmit.

5.	Select 1-3 depending on how many items you wish to transfer.

6.	Press the [Set] button on the Casio to begin the transfer.

After you have connected the interface cable between the handheld device and your computer, and placed your handheld device in PC Link mode, simply follow the directions for importing or exporting.


Import from Casio
To Import from the Casio:

Import Procedure

1.	Select Handheld Transfer from the File menu.  The Handheld Transfer dialog box appears.  Make sure you have the appropriate Default Device selected depending on which Casio you are using.

2.	Select Import from Handheld.

3.	Select the Template depending on which handheld category you are importing.  For instance, if you are importing Tel with the Casio SF-9000, you would need to select the Boss Tel template.  Refer to Creating/Editing templates for more information on matching the templates with the proper handheld categories.

Note:   Use the Add button next to the Catalog drop-box to save your Import setup.  This will save you time if you import with the same setup frequently.  (Click Add.  The Save As dialog appears.  Type in the desired Catalog name and click OK.)

4.	Click the Duplicates button.  The Duplicate Records dialog box appears.

If you are importing records from the Casio that already exist in your Advantage file, select how you would like for your duplicates to be handled.

Keep Duplicates: (Keep originals and duplicates)

Ignore Duplicates: (Keep originals)

Prompt: (Prompt for each duplicate)

Note:  Advantage checks the following field for each record type listed below when resolving duplicate records:

Phone Book 	Full Name

Schedule/Meeting  	Description

To Do 	Task

Note Card 	Summary

5.	Click OK on the Duplicate Records dialog box.

6.	Click OK on the Handheld Transfer dialog box.

7.	Repeat these steps for other information to be imported from the Casio to Advantage.  Once all of the information has been imported, click Cancel on the Handheld Transfer dialog.  A search can be performed to locate the information imported into Advantage.


Export to Casio
To Export to the Casio:

Highlight the appropriate records to be exported.

Export Procedure

1.	Select Handheld Transfer from the File menu.  The Handheld Transfer dialog box appears.  Make sure you have the appropriate Default Device selected depending on which Casio you are using.

2.	Select Export to Handheld.

3.	Select the appropriate Template depending on which handheld category you are exporting.  For instance, if you are exporting to Tel1 with the Casio SF-9000, you would need to select the Boss Tel Export template.  Refer to Creating/Editing templates for more information on matching the templates with the proper handheld categories.

Note:   Use the Add button next to the Catalog drop-box to save your Export setup.  This will save you time if you export with the same setup frequently.  (Click Add.  The Save As dialog appears.  Type in the desired Catalog name and click OK.)

4.	Click OK on the Handheld Transfer dialog box.

Repeat these steps for other information to be exported from Advantage to the Casio.  Once all of the information has been exported, click Cancel on the Handheld Transfer dialog.


Creating/Editing Templates

Data templates assist you in transferring information to and from your PDA.  If the fields in your PDA do not match those in the Advantage Data Template you selected for the transfer, you will receive the following message:

The following record does not match the chosen template and is rejected.  Do you want to continue?

(The record that does not match the template also appears in the dialog box.)

Click Yes to skip this record, but continue transferring or click No to discontinue the record transfer.

If you receive the above message you will need to modify the Data Template and try the transfer again.  To modify a Data Template:

1.	Select Handheld Transfer from the File menu.  The Handheld Transfer dialog appears.

2.	Click on the Templates button.  The Templates dialog box appears.

3.	Highlight the template and click on the Edit button.  The Data Template Editor dialog box appears.

4.	Modify the template as necessary and click OK.

In order to import information from your PDA to Advantage, the PDA's data and the Advantage Data Template must match exactly.

Data Template Specifics

1.	If you are importing data from the Phone Book or Business Card category which contain Free Fields, you must add blank lines for each Free Field not used.  If you do not use Free Fields, then you would need to add five blank lines (Press [Enter] 5 times) for the Wizard and six blank lines after the last field in the Data Template for the Casio.

For instance, if you had the following information entered into your Wizard:

Name:

Doe, John

Polaris Software

Number:

Phone #1

 Phone #2

Addres:

2112 Rush St.

 San Diego, CA  92127

Key 1:

Prospect

Key 2:

Hot

Key 3:

Cycle 3

Key 4:

Referred

you would need to define the following import template:

<<FULLNAME>>

<<COMPANY>>

<<PHONE_BUSINESS>>

<<PHONE_FAX>>

<<ADDR1_STREETA>>

<<ADDR1_CITY>>, <<ADDR1_STATESABB>> <<ADDR1_ZIPCODE>>

<<KEY1>>

<<KEY2>>

<<KEY3>>

<<KEY4>>

(Followed by 1 blank line--Carriage Returns)

If you are using 4 free fields( <<KEY1>>, <<KEY2>>,  <<KEY3>>, <<KEY4>>) as in the above example, only 1 blank line is needed instead of 5.

Note:  When exporting, the Wizard requires six blank lines if no Free Fields were used and the Casio requires none.

2.	When exporting multiple Advantage fields to a single Wizard field, each field in the data template must be separated by using the [Ctrl][Tab] keys.

For example:

<<FULLNAME>> [Ctrl][Tab] <<COMPANY>>

3.	Every export data template must begin with the following record header field: <RECHDR>


Troubleshooting your Handheld

Make sure the hardware parameters on your Casio handheld are set to Parity=None, Bit Length=8 bits, and BPS=9600 for the SF-7000, SF-9000, and SF-R10.  For the SF-4300 set the Parity=None, Bit Length=8 bits, and BPS=4800.

If you get an error message to change the Timeout parameters on the Handheld Setup screen, you should select Handheld Transfer from the File menu and click on the Setup button from the Handheld Transfer dialog box.  Increase the Timeout Time and click OK on the Handheld Setup.

If you are having trouble transferring data, you may want to increase the Buffer Size on your PDA's Handheld Setup dialog box.( Do not exceed a Buffer Size of 64K).

To correctly transfer phone numbers between your handheld and Advantage, enter the numbers in the following format: (619) 555-1111 or [16] (19) 555-1111 for international numbers.

To transfer information with the Wizard, data must be entered in the following order:

Name

Number

Address

Free Field

If the Wizard fields are not in this order you will not be able to transfer your information with Advantage.

If you have broken down the fields entered into a Casio into several lines separated by a hard-tab, make sure the Advantage Template matches the information entered.  For example, if the Number field of the Casio contains only 1 phone number,

Name:	Doe, John

Polaris Software

Number:	(619) 555-1212

Address:	2112 Rush St.

San Diego, CA  92127

and you are importing information using the Boss Tel2 template, which contains the PHONE_BUSINESS and PHONE_FAX fields,

<<FULLNAME>>

<<COMPANY>>

<<PHONE_BUSINESS>>

<<PHONE_FAX>>

<<ADDR1_STREETA>>

<<ADDR1_CITY>>,

<<ADDR1_STATESABB>>

<<ADDR1_ZIPCODE>>

the ADDR1_STREETA field will be imported into the PHONE_FAX field of the Phone Book form.


Importing and Exporting

Related Topics:

Exporting

Importing

Advantages import and export capabilities enable you to exchange information with the following applications and file formats:

Text (ASCII)  (*.txt)

Excel (*.xls)

BTrieve (*.dta)

dBase (*.dbf)

Paradox  (*.db)

If you've never used the Import/Export feature before, a good first step is to practice by exporting a few records from Advantage and then import them back in.  This will familiarize you with the interface and make it easier, should you want to import/export information from other applications.


Exporting

Related Topics:

Export Process

Exporting Information from Advantage

"Exporting" is the process of moving selected information from Advantage into another file or application.  The information is not deleted from Advantage in the process.  Unless you are exporting directly into another application, you will want to export your Advantage information into a text (*.txt) file.

You can only export information from one Advantage object at a time, so the information from each object will be stored in a separate text file.  (Do not use the Global Record Manager object for exporting!)


Exporting Information from Advantage

This example will demonstrate how to export information from an object into a text file.  For this example, the Phone Book form is used.

From the Phone Book:

1.	Click on the Search All button and select the records that you wish to export.

2.	With the records highlighted, select File menu - Export.  The Export To dialog box displays.

3.	In the File Type box, select Text.

4.	Click on the Browse button and specify the path and filename of the text file where you wish to store the information.

Note:  You should give this file the same (or a similar) name as the form being exported.  For instance, if Phone Book records are being exported, give the text file a name like phonebk.txt.

5.	In the Delimiter box, specify Comma.  This instructs Advantage to place a comma between the fields in each record to keep them separated.

Note:  You could also select Tab, or specify a Custom delimiter.  If you select Custom, type the character you would like to use in the edit box to the right of the Delimiter drop box.

6.	Check the Put Field Names in First Record box to create a dummy record that includes the field names of all the fields that you will be exporting.  This box is checked by default because creating this dummy record will greatly help you during the import process.

7.	Click OK.  The Export From dialog box displays.

8.	In the Form box, select the form being exported, (in this example, the Phone Book form is being exported).

9.	In the Available box, select each Phone Book field that you use and click the >> button to move the field to the Selected to Export box.  Do not select fields that you know you haven't used, for instance, if you never used the secondary address fields in any of your Phone Book records (i.e., ADDRESS2_STREETB), then there is no information in those fields to export.  There is no harm done by exporting unused fields, but it does complicate the import procedure.

10.	Click on the Add button to open the Save As dialog box and assign a name to the export settings.  This is called an export catalog.

You should always save your export catalog and give your export settings a descriptive name.  This will save you time in the future should it be necessary to export the same fields.

11.	Click the OK button on the Save As dialog box, and then click on the Export button on the Export From dialog box.  A status window confirms that the export process is underway.

If you will be exporting records from other objects, make sure to give each text file a unique, recognizable name so you will know which text file contains which object's information.


Importing

Related Topics:

File Preparation

Mapping Import Fields

Importing Information into Advantage

Importing is the process of extracting information from a non-Advantage file and moving it into an Advantage database file.  Information can only be imported into one form at a time, meaning you must perform separate imports  for each type of information (i.e., Phone Book, Schedule/Meeting, Note Card, etc.).  This also means that you may need to separate the information in your import file into separate files, reflecting the forms to which they are being imported.

Advantage enables you to retrieve information from text , BTrieve, Excel, dBase, and Paradox files.  Before importing you must make sure that the input file is properly prepared.  If you are importing BTrieve or Text(ASCII) files, refer to File Preparation before starting the import process.  If you are importing information from Paradox files, you must have the pdxeng.dll file.


Importing Information into Advantage

Note:  If you are importing records that already exist in your Advantage file, the import will create duplicate records.

1.	Select File menu - Import.  The Import From dialog box displays.

2.	In the File Type field, make the appropriate selection.

3.	Use the Browse button to locate the file containing the information you wish to import.  The path and filename automatically display in the Path and File Name field.

4.	In the Delimiter field, select the character that the import file uses to separate records.  (This is only necessary for text files.)

5.	Check the First Record Contains Field Names box to automatically map as many fields as possible.  This will also delete the dummy record created when exporting.  (Only applies to text files.)

6.	Click OK.  The Import To dialog box displays.

7.	In the Form field, select the form where you want the information stored.  For example, if phone book records are being imported, select the Phone Book Form.

If you created a dummy record when exporting and then checked the First Record Contains Field Names box, Advantage will automatically map as many fields as possible and place them in the Selected Fields box.

8.	In the Fields in File Being Imported box, you should see one of the exported records listed by field, in the order it was exported.  (If only one field is displayed, you may have selected the wrong delimiter option).  You need to assign each field in the text file to one of the available Advantage import fields.

This process is called "mapping fields" and is only required for the first record, all other records will follow the specified map.

If you are importing Advantage records and selected all the fields when exporting, click on the Map All button.  All the fields are mapped and placed in the Selected Fields box.

9.	Select a record field from the Fields in File Being Imported box.

10.	Then select the field from the Available Advantage Fields box where the record information should be mapped.

For instance, if Michael is the first field listed in the Fields in File Being Imported box, you would assign it to the FIRSTNAME field in the Available Advantage Fields box.

11.	Click on the Map button.  The mapped field is added to the Selected Fields box.

To change a map setting, select a record from the Selected Fields box and click on the Clear button or click Clear All to clear all mapped fields.

12.	After all the fields have been mapped, you can create a catalog of the fields being imported for future use.  Simply click the Add button, enter a descriptive name in the Save As dialog box, and click OK.  If you select a previously created import catalog, all the fields will be mapped automatically.

13.	If you importing any records that may be duplicated, click on the Duplicates button to open the Duplicate Records dialog box.

Select whether you wish to Keep (include) Duplicates, Ignore (do not include) Duplicates, or Prompt (for each duplicate record).  Then click OK on the Duplicate Records dialog box.

14.	Click on the Import button.  A status window indicates that importing is underway.

15.	Verify that the records were imported properly by going to the appropriate object and viewing them.


Mapping Import Fields

Mapping ensures that the information in an import file is placed in the appropriate field in a Advantage form.  This is necessary because Advantage can't tell a name from a zip code.

Empty "" Fields

You may have a few empty fields in the Fields in File Being Imported box, indicated by "".  Empty fields are fields that are not used by the record displayed.  For instance, only some of the records to be imported may use the secondary address field, ADDRESS2_STREETB.  If the displayed record does not use this field, it appears as an "" empty field.

Mapping Empty Fields

If you do not map an empty field, you will lose information from any records that do use the field.  Just because the field is blank for the displayed record does not mean that it is blank for every record in the import file.  To accurately map empty fields, you need to know the exact order in which the fields were exported.  There are a couple ways to do this:

If you created a dummy record when exporting, you can see the fields that were exported by looking at the first record in the Fields in File Being Imported box.

If you did not create a dummy record but do have a record with an "" empty field, click on the advance [image] scroll arrow to advance to the next record where that particular field is not empty.


File Preparation

Related Topics:

Preparing Text Files

Preparing Btrieve Files

Advantage enables you to import information from text , Btrieve, Excel, dBase, and Paradox files.  Depending on the file type, you should refer to the appropriate Related Topic above.  If you are importing from a text file created by a Advantage export, no preparation is necessary.


Preparing Text Files

When importing from a text file that was not created by a Advantage export procedure, you must make sure that the text file satisfies the import guidelines specified in this section.  Before importing, you should  use a word processor to view the text file and make sure that there are not any extra carriage returns in your file.  Extra carriage returns at the end of your file or between records create empty records in Advantage.

Import Guidelines for Text Files

There cannot be any carriage returns before the first record in your file.

There must be a comma between each field.

Empty fields must be represented by a single comma.

Quotation marks (" ") cannot be imported as part of a record's text.  Quotation marks can only be used to define a single import field.  There is no harm in putting an import field into quotes. (see example, below)

There must be a single hard carriage return at the end of each record.

Each record being imported must contain the same number of fields.

Records to be imported cannot have hard carriage returns in the middle of the record.

Failure to abide by these guidelines will result in misplaced information during the import.

Example of a Text Record

Here is an example of what a phone book record, ready for importing, may look like in a text file:

"Doe, John", AnyCo. Inc., 1234 Main Street, San Diego, CA, , 92117, (222) 555-1234

This record is formatted properly for import into Advantage.  It contains the following fields:

FULLNAME, COMPANY,  ADDRESS1_STREETA, ADDRESS1_CITY, ADDRESS1_STATE, ADDRESS1_COUNTRY, ADDRESS1_ZIP, and PHONE_BUSINESS.

Notice that:

There is a comma between each field.

The empty field, ADDRESS1_COUNTRY, is represented by a single comma.

The FULLNAME field is in quotes, because there is a comma within the field.  If there were no quotes, it would have been incorrectly regarded as two separate fields during import.

There is a single hard carriage return at the end of the record.

Advantage Tip and Trick

If you have a field containing a measurement in inches indicated with quotation marks (3"), then your file will not import properly.  Advantage will think that the quotation mark is indicating the beginning or end of a field, and not be able to import correctly.


Preparing Btrieve Files

You must have btrieve.exe on your system and perform the following procedures before importing a Btrieve file.

To import from a Btrieve file to Advantage you must first create a *.dta file.  To do this you must have the following files in the same directory:  btrieve.exe, xqlo.exe, and qebutil.exe.  We have supplied xqlo.exe and qebutil.exe with Advantage

You also must know:

The number of fields in the Btrieve file

The field names in the file to be imported

The field types (i.e. CHAR, INT, DATE, etc.)

The maximum length of each individual field

When you have the Btrieve file information, follow the steps listed below to create the *.dta file:

1.	Create a file in a text editor such as DOS EDIT or Windows Notepad.

It must be a text file with the *.txt file extension.  You may give it any eight character name you want.  For this example we will use the file name bimport.txt.

2.	Type in the following statement:

"INSERT TABLE [filename] ( NAME CHAR(20), ADDRESS CHAR(40), PHONENUMBER  CHAR(20)) "

This is the SQL statement required to create a Btrieve file.

[filename] must be the same as the name of the Btrieve file you are importing.

The entire statement must be enclosed in quotes and followed by a carriage return.

The entire statement must be all on one line, that is, there can be no hard carriage returns in the middle of the statement.

[filename] can be up to eight characters, no period, no extension.  Upon completion of these steps [filename] will become [filename.dta].

There must be an open parenthesis followed by a space before the first field name and close parenthesis followed by a space before the closing quote.

Each field must be separated by a comma+space.

Each field to be exported must be given a name, its type must be specified, and the maximum length (number of characters) must be stated.  The name does not need to match any Advantage field names, though to avoid confusion you might want to do so.

For example:   for the last field in the statement above, the field name is PHONENUMBER , the type is CHAR and the length is (20).

There must be a space between the field name and the type.

There must not be any spaces between the type and the maximum length.

The maximum length must be enclosed in parenthesis.

3.	Save the file to the same directory that contains btrieve.exe, xqlo.exe, and qebutil.exe.

4.	Close the text editor.

5.	Exit to DOS (if not already there).

6.	At the DOS prompt type:  btrieve.exe and press [Enter].

This loads btrieve.exe.

7.	Type:  xqlo.exe and press [Enter].

This loads xqlo.exe.

8.	Type:  qebutil.exe FILENAME.TXT

FILENAME.TXT is the text file you created above containing the SQL statement.

If the file runs successfully you will receive a message stating "# of SQL statements processed: 1".  And the file bimport.dta will be created in that directory.

If the file does not run successfully you will receive one or more warning statements.  If this occurs check the syntax of your SQL statement, and be sure that all parenthesis, commas, spaces, and quotes are correct.  If the syntax appears to be correct you may have declared too many or too few fields.


Export Process

Advantage can export its information to a file for use in other applications.  Advantage will export in several formats, including:

BTrieve

dBase

Paradox

Text (ASCII)

Preparing to Export to Btrieve Format

It is necessary to prepare a file to receive data in the Btrieve format.  You must have btrieve.exe on your system and perform the following procedures before exporting in the Btrieve format.

To export in a Btrieve format you must first create a Btrieve file to receive the data.  Btrieve files have the extension *.dta.  To do this you must have the following files in the same directory:  btrieve.exe, xqlo.exe, and quebutil.exe.  We have supplied xqlo.exe and qebutil.exe with Advantage.

1.	Create a file in a text editor such as DOS EDIT or Windows Notepad.

It must be a text file with the *.txt file extension.  You may give it any eight character name you want.  For this example we will use the file name bexport.txt.

2.	Type in the following statement:

"CREATE TABLE [filename] ( NAME CHAR(20), ADDRESS CHAR(40), PHONENUMBER  CHAR(20)) "

This is the SQL statement required to create a Btrieve file.

Requirements for the SQL statement:

The entire statement must be enclosed in quotes and followed by a carriage return.

The entire statement must be all on one line, that is, there can be no hard carriage returns in the middle of the statement.

filename] can be up to eight characters, no period, no extension.  Upon completion of these steps [filename] will become [filename.dta].

This file's name does not need to match the text file (bexport.txt) but it does help to keep things uniform.

There must be an open parenthesis followed by a space before the first field name and close parenthesis followed by 	a space before the closing quote.

Each field must be separated by a comma+space.

Each field to be exported must be given a name, its type must be specified, and the maximum length (number of characters) must be stated.  The name does not need to match any Advantage field names, though to avoid confusion you might want to do so.  For example:   for the last field in the statement above, the field name is PHONENUMBER , the type is CHAR and the length is (20).

There must be a space between the field name and the type.

There must not be any spaces between the type and the maximum length.

The maximum length must be enclosed in parenthesis.

3.	Save the file to the same directory that contains btrieve.exe, xqlo.exe, and qebutil.exe.

4.	Close the text editor.

5.	Exit to DOS (if not already there).

6.	At the DOS prompt type:  btrieve.exe and press [Enter].

This loads btrieve.exe.

7.	Type:  xqlo.exe and press [Enter].

This loads xqlo.exe.

8.	Type:  qebutil bexport.txt and press [Enter].

bexport.txt is the text file you created above containing the SQL statement.

If the file runs successfully you will receive a message stating "# of SQL statements processed: 1".  And the file bexport.dta will be created in that directory.

You can now go back into windows, open Advantage and export Btrieve data to that file.  Then follow the directions for Exporting Information from Advantage.


Customizing
Customizing Advantage

Changing the Name and Color of a Folder

Changing the Font on Folder Tabs and Objects

Arranging and Sizing Objects on a Folder

Adding New Objects to a Folder

Adding and Customizing Title Bars on Objects

Changing How Records are Displayed

Note: This section frequently makes reference to  "record-manager objects".  These objects include the Phone Book, Conversation Log, Contact List, Schedule Manager, To Do Manager, Document Manager, Note Card Manager, Alert Manager, Global Record Manager, and Special Day Manager.


Changing the Name and Color of a Folder

1.	Right-click anywhere on the folder (not on an object).  The Instant Options Menu for folders displays.

2.	Select Customize.  The Update Folder dialog box displays.

3.	Select the desired customize options:

Enter a new folder name in the Folder Name field.

Select a new folder color from the Tab Color drop box.

Click on the Colors button to open the Colors dialog box, where you can create and add a new color.  Select a color from the Colors list and click OK to add it to the Tab Color list.

Click on the Font button to open the Font dialog box, where you can select a different font, font style, and font size. click OK to save changes.  Font changes affect all folder tabs.

4.	Click OK on the Update Folder dialog box.  The new settings display on the folder.


Changing the Font on Folder Tabs and Objects

You can change the font on your folder tabs and objects to any font that is loaded on your system.  Changing a folder's font affects all folders.  You cannot change the font of just one folder.

1.	Right-click on the folder or object to be changed.  The Instant Options Menu displays.

2.	Select the Font option.  The Font dialog box displays.

Note:  If there is no font option, the font cannot be changed on that object.

3.	Select the desired font settings:

From the Font scroll box, select from the available fonts.

From the Font Style box, select the desired font style.

From the Size box, select the font size.

Review the selected settings in the Sample box.

4.	Click OK.  The changes occur on the object or folders.


Arranging and Sizing Objects on a Folder

You can easily move and size objects on your folder to make room for other objects or to make your work area more space efficient.

1.	Right click on the object.  The Instant Options Menu for objects displays.

2.	Select the Move/Size option.  Handles display on the object, indicating that it is in Move/Size mode.

3.	When handles are displayed you can do the following:

Resize the object by clicking on a handle with the mouse pointer and dragging.  Drag outward to enlarge the object, or inward to make it smaller.

Move the object by placing the mouse pointer in the center of the object and dragging it to its new position.

4.	Take the object out of Move/Size mode by right-clicking and selecting Move/Size from the Instant Options Menu.

Advantage Tip and Trick

You can quickly place any object in and out of Move/Size mode by holding down the [Ctrl] key while right-clicking on it.


Adding New Objects to a Folder

Related Topics:

Cutting and Pasting Objects Between Folders

You can add new objects to a folder, or cut and paste existing objects between folders.

From the folder you want to put a new object on:

1.	Right-click on the folder (not on an object).  The Instant Options Menu displays.

2.	Select the Add Objects option.  The Objects dialog box displays.

3.	From the Objects scroll box, select the object to be added.  To get a brief description of the object, click on the Description button.

4.	To add the object to the folder, click the Add button.  The object appears on the folder.

5.	Use Advantage's Instant Options to move, size, or customize the new object.


Cutting and Pasting Objects Between Folders

You can cut or copy any object from one folder and paste it to another using the cut and paste Instant Options.

1.	Right-click on the object to be cut or copied.  The Instant Options Menu displays.

2.	Select the Edit option.  The Edit menu displays.

3.	Make the appropriate selection:

Cut Object removes the object from this folder and allows you to move it to another folder.

Copy Object allows you to make a copy of the object on another folder and leaves the original object intact.

4.	Switch to the folder where you would like to paste the object.

5.	Right-click on the folder (not on an object) and select Edit from the Instant Options Menu.  The Edit menu displays.

6.	Select Paste Object. The object displays on the folder.


Adding and Customizing Title Bars on Objects

Related Topics:

Adding and Editing Title Bars

Creating Uniform Title Bars

A Title Bar is a string of text that can be attached to the top of almost any Advantage object.

You can select the text, font style, font size, and background color for the Title Bar.  Each object on a folder can have a unique, customized Title Bar, or you can use the Setup menu - Title Bars option to specify a uniform font and color for all Title Bars in Advantage.


Adding and Editing Title Bars

1.	Right-click on an object.  The Instant Options Menu for the object displays.

2.	Select the Title option.  The Title dialog box displays.

3.	Specify the desired title options:

Enter the Title Bar text in the Title field.

Select a background color for the Title Bar from the Color drop box.

Click on the Colors button to open the Colors dialog box, where you can create and add a new color.  Select a color from the Colors list and click OK to add it to the Color drop box list.

Click on the Font button to open the Font dialog box, where you can select a different font, font style, and font size.  Click OK to save changes.

4.	Click the OK button to create the specified Title Bar.

Advantage Tip and Trick

To remove an Instant Options Menu, simply left click on the folder or object, or hit the [Esc] key on your keyboard.


Creating Uniform Title Bars

To give your desktop a consistent look, you can specify Title Bar settings such as color and font styles, and apply them to every Title Bar in Advantage.  This setting only affects existing Title Bars and cannot be undone except by changing each object's Title Bar individually.

1.	From the Setup menu, select Title Bars.  The Title Bars dialog box displays.

Select a background color for the Title Bar from the Title Bar Color drop box.

Click on the Colors button to open the Colors dialog box, where you can create and add a new color.  Select a color from the Colors list and click OK to add it to the Color drop box list.

Click on the Font button to open the Font dialog box, where you can select a different font, font style, and font size.  Click OK to save changes.

2.	After making the desired changes, click OK.


Changing How Records are Displayed

Related Topics:

Selecting and Arranging the Displayed Fields

Sorting Records

Record Manager Options

Any objects that display records, (such as the Phone Book, Conversation Log, all Manager objects, Things To Do List and Contact List) enable you to change the fields that are displayed.  For instance, you can change which fields display and in what order.  You can even specify the sort order for records.  Beyond this, there are a number of cosmetic changes, such as background color and font styles that can be used to customize these objects.


Selecting and Arranging the Displayed Fields

The process of selecting the fields that display is identical for every record-manager object.

1.	Right-click on a record manager object.  The Instant Options Menu displays.

2.	Select the Customize [Object Name] option.  The dialog for the object displays.

Dialog box showing which fields display on the Phone Book

This dialog box lets you select which fields display on the object.  The available fields appear in the Available scroll box.  The fields selected for display are listed in the Selected box.  You can select up to 10 fields to display in the Manager objects.

3.	Select the fields to display on the object as instructed below:

Inserting a field between selected fields

i.	Highlight a field from the Available scroll box.

ii.	In the Selected box, select the field that you want to insert in front of.

iii.	Click on the Insert button to move the field to the Selected box.

Adding a field to the bottom of the selected list

i.	Highlight a field from the Available scroll box.

ii.	Click on the >> button to add the field to the bottom of the Selected list or double-click on the field

Removing a Selected Field

i.	Highlight a field from the Selected box.

ii.	Click on the << button to remove the field from the Selected list or double-click on the field.  The field displays in the Available list.

Rearranging the order of Selected Fields

i.	Remove the Selected field that appears in the incorrect location on the list.

ii.	Insert the field in the desired location as instructed above.

4.	Assign a descriptive name to each selected field.  This name appears as the column heading on the object.

i.	Highlight a field from the Selected box.

ii.	Enter the column heading text in the Column Heading field. (Note:  Each field has its own default column heading that may be modified.)

iii.	Repeat steps i. and ii. for each Selected field.

5.	Click OK.  The object displays the new settings.

6.	If necessary, resize the width of the columns on the object by placing the mouse pointer over the column line and dragging the line until the column has the desired width.  You can resize the entire object using the Move/Size Instant Option.


Sorting Records

Advantage allows you to specify the order that records are displayed in each of it's record-manager objects.  For instance, Phone Book records can be sorted either by First Name, Last Name, Company, Zip Code, and such.  Schedule Manager records can be sorted by Start Date, End Date, Description, Location, etc.

1.	Right-click on a record manager object.  The Instant Options Menu displays.

2.	Select the Sort option.  The Sort dialog box displays.

3.	From the First drop box, select the primary sort field and specify either Ascending (A-Z, 0-9) or Descending (Z-A, 9-0).

All records will be sorted alpha-numerically based upon the First sort.  If records have identical First fields, they are sorted by the Second field, and so on.  Empty fields will appear at the top of the list when sorted.

Note:  Date sorting is performed in the order: year, month, day, so 1/1/92 will appear after 12/29/87 in an Ascending date search.

4.	Repeat step 4 for the Second and Third sort fields and click OK on the Sort dialog box.


Record Manager Options

There are a variety of options that can be set for each record-manager object, such as adding Alphabetic Search Bars, Status Bars, Horizontal Scroll Bars, Row and Column Lines, and Background colors.

Setting Options

1.	Right-click on a record manager object.  The Instant Options Menu displays.

2.	Select the Customize [object name] option.  The dialog box for that object displays.

3.	Click on the Options button.  The Options dialog box displays.

4.	Select the desired options:

Alphabetic Search Bar

Adds an Alphabetical Search Bar to an object enabling records to be quickly located by letter.  The Search Bar always uses the leftmost field column for the search.  Multi-letter searches can also be performed.

Note:  The first column must be alphabetic to perform a search using the Alphabetic Search Bar.

Status Bar

Status Bars located at the bottom of the object display the number of records located after performing a search.

Column Headings

Displays column headings at the top of each field column.  Heading text can be specified for each column using the Customize Instant Option.

Row Lines

Places a horizontal line between each record displayed on the object.

Column Lines

Places a vertical column line between each field displayed on the object.

Horizontal Scroll Bar

Enables you to scroll left to right on the object to view additional fields.  Only use this option if all of your selected fields don't fit on the object.

5.	Click OK on the Options dialog box.

6.	Click OK on the [object name] dialog box to enable the new option settings.


Alerts

Related Topics:

Setting General Alerts

The Alert Pop-Up Window

Setting Timer Alerts

Setting Alerts by Date and Time

Setting Alerts and Follow Ups from Forms

Lead Time Alerts

Alerts are pop-up reminders informing you of upcoming tasks and events.  For example, whenever you schedule a meeting, you can set an Alert message to pop-up beforehand, so you won't be late for the meeting.

If Advantage is running (even as a minimized application) the pop-up Alert window will display, regardless of which Windows application you are currently in.


Setting General Alerts

You can set an Alert from any object that has an [image] Alert button, or using the Add menu - Alert command.

1.	Click on the [image] Alert button or select Add menu - Alert.  The Alert Form displays.

2.	In the Description field, enter the purpose for the Alert.  Add any additional information in the Notes field.

3.	Specify when the Alert is to go off.  You can either set the Alert like a timer (i.e., 30 minutes from now), or specify a particular date and time using the [image] / [image] button.

4.	Click OK to set the Alert


Setting Timer Alerts

1.	In the Alert Form, click on the [image] / [image] button so it reads [image].

2.	Use the drop list to specify the desired interval time.

Note:  You must enter a whole number for the interval.  For example, to set an Alert to go off in 2 1/2 hours, you would not enter 2.5 Hours, you would enter 150 minutes.


Setting Alerts by Date and Time

1.	Click on the [image] / [image] button so it reads

2.	In the Date field, enter the date you want the Alert to go off, in mm/dd/yy format.  If no year is entered, it will default to the current year.

3.	In the at field, enter the time that you want the Alert to go off in hh:mm AM/PM format.


Setting Alerts and Follow Ups from Forms

Several forms have [image] or [image] buttons that can be used to set Alerts.  Alerts that are set from forms are automatically attached to the displayed record.

Alerts can be set from any form except the Phone Book Form and the Note Card Form.  Refer to Lead Time Alerts for information on the unique Alert capabilities of the Schedule/Meeting form.

1.	Select the record for which you'd like to set an Alert.

2.	Click on the [image] Edit button or double-click on the record to open the form.

3.	Click on the [image] or [image] button, as appropriate.

4.	Enter a description, date, and time for the Alert.  If using a Schedule/Meeting Form, refer to Lead Time Alerts below.

5.	Click OK to set the Alert.  Should you have to reschedule this record, simply highlight it and use the Search Attachments feature to instantly locate the associated Alert record.


Lead Time Alerts

A "lead time" Alert is one that goes off at some specified time interval in relation to the scheduled event.  The Schedule/Meeting Form is the only form where you can set a "lead time" Alert.

The lead time feature enables you set an Alert to remind you of a scheduled meeting.  If you reschedule the meeting, the Alert automatically adjusts, keeping the same lead time.

Setting a Lead Time Alert

1.	Select the Schedule/Meeting record for which you'd like to set an Alert.

2.	Click on the [image] Edit button or double-click on the record to open the Schedule/Meeting Form.

3.	Click on the [image] button.  The Alert Form displays with the Message field already completed.

4.	In the Lead Time field, specify how long before the scheduled event you want the Alert to pop-up.  For example, if the event has a start time of 11:00 AM and you specify a 2 hour lead time, the Alert will pop-up at 9:00 AM.

5.	Click OK to set the Alert.

Advantage Tip & Trick

To change the default lead time, select Options menu - Alerts.  Change the default on the Alerts dialog box and click OK.


The Alert Pop-Up Window

When an Alert is due, the Alert window pops-up on the screen.

From the Alert window, you can either:

Reschedule the Alert to pop-up again

Delete the Alert

Editing and Deleting Alerts

After an Alert is set, the only way it can be accessed and edited is from the Alert Manager object.

Clicking the Delete button when the Alert pops up deletes the Alert record.


Attachments

Related Topics:

Attaching Records that are in the Same Object

Attaching Records from Different Objects

Searching on Attachments

Breaking Attachments

Advantage enables you to "attach" related items together to make searching for related information easy.  Attachments let you create  links between two or more records that you want to associate with each other. Once you've established your attachments, you need only highlight a record and click the Search Attachments button to instantly display all the records attached to it.

Advantage Tip & Trick

You can add an Attachments field to any record-manager object to indicate which records have attachments to them.  Records with attachments are indicated by a (√) mark in this column.


Attaching Records that are in the Same Object

Attaching is especially easy if you are attaching records within the same object, for instance, attaching several Phone Book records together.

1.	Hold down the [Ctrl] key and select the records that you wish to attach together.  Make sure all the records you want to attach together are highlighted.

2.	Click on the [image]  Attach button.  Advantage asks you whether you want to attach the selected items together.

3.	Click the Yes button to create the attachment.


Attaching Records from Different Objects

You can attach records together from different folders, provided it is one record being attached to another single record or group of records in another object.

1.	Select the record to which you want to make an attachment.

2.	Click on the [image] Attach button of the object.  The Attach dialog box displays the record to which you want to make attachments.  Use the Detail button to view the entire record in its form.

3.	Switch to the folder and/or object containing the record(s) you want to attach.  If necessary, you can drag the Attach dialog box by its title bar to move it out of the way.

4.	Search for and select the record(s) to be attached to the one listed in the Attach dialog box.  Hold down the [Ctrl] key to select multiple records.

5.	On the Attach dialog box, click on the [image] button to make the attachments.

Advantage Tip & Trick

You may attach records on the Contact List and Things To Do List.  Even though there are no Attach buttons on these objects, you can attach records from them by highlighting a record and using the Attach button on another object on that folder.


Searching on Attachments

The advantage of attachments is the time you save when you need to locate related groups of information.

1.	Select the record(s) for which you wish to search attachments.

2.	Click on the [image] Search Attachments button

All records attached to the highlighted one(s) display.


Breaking Attachments

Follow these steps to remove the attachment between records.

1.	Select the record for which you wish to remove attachments.  (select one record only.)

2.	Click on the [image] UnAttach button.

The UnAttach dialog box displays all the records attached to the selected record.

3.	Select the records to unattach and click OK.  This breaks the attachment between these records.


Autodialing

Related Topics:

Configuring Advantage for Autodialing

Configuring your Modem for Autodialing

Placing Calls with Autodialing

If your modem will not dial:

Autodialing allows you to easily place calls through the use of your modem.  With Advantage's autodialing features you are able to manage all aspects of Contact Management.


Configuring Advantage for Autodialing

General autodial options must be properly configured before using the autodial features of Advantage:

1.	Select Dialing from the Setup menu.  The Dialing Setup dialog box appears.

2.	Select the necessary options as explained below.

Present Location

The Present Location box is your current International Access Code, Country Code, and Area Code.  Advantage will check the number you are calling to see if it is necessary to dial these options.

Use Modem to dial?

Check this box if you have a modem and you want Advantage to autodial the number for you.

Dial Access Line

Check this box if you want your modem to autodial an "outside" line or other special service, and enter the "outside" line number to be dialed.  (i.e. the number 9)

Modem button

The Modem button displays the Modem Setup dialog box for you to tell Advantage about the modem you are using.

Advantage Tip & Trick

If you frequently travel to different locations, you can easily configure Advantage to autodial from the new location.  We recommend that you enter area codes and country codes for all phone numbers entered into you Phone Book.  By doing this, all you would need to update are the International Access Code, Country Code, and Area Code in the Present Location box of the Dialing Setup screen.


Configuring your Modem for Autodialing

Before using Advantage's autodialing features, you must properly configure the Modem Setup dialog box.  To access the Modem Setup dialog box:

1.	Click on the Modem button from the Dialing Setup dialog box or select Modem from the Setup menu.  The Modem Setup dialog box appears.

2.	Use this dialog box to tell Advantage about the modem you are using on your system.

Port

Select the Port (serial port or com port) that your modem is connected to.

Baud Rate

Select the appropriate Baud Rate for your modem.  If you are unsure of the proper baud rate, refer to your modem documentation.

Parity, Stop Bits

For most modems, the settings will be Parity=None and Stop Bits=1.   Refer to your modem documentation if you are unsure about the parity and stop bits.

Dial Code, Hangup Code

Advantage sends the Dial Code and Hangup Code characters to the modem to initiate the call and put the modem back into command mode.  For standard modems the Dial Code is ATDT and the Hangup Code is ATH0.  Refer to the "Hayes Command Set" in your modem documentation for information on setting other initialization parameters.

Advantage Tip & Trick

If it is necessary to pause and wait for a connecting line before continuing, you can use the Hayes Modem default characters to set pauses.  These characters can follow or precede any set of numbers:

The comma ( , ) causes the modem to delay 1 second before it dials the rest of the number after the comma.

The "At" ( @ ) causes the modem to delay 3 seconds before it dials the rest of the number after the @.

You can vary the delay time by using multiple characters.  For example, @@@ would cause a 9 second delay.


Placing Calls with Autodialing

If you have a modem on your system, Advantage's Autodialing feature can dial your phone for you.

To use this feature:

1.	Select a name on the Phone Book or Contact List.

2.	Click on the [image] Call button.

The Call dialog box displays.

3.	If more than one number is listed, select the one you wish to call.  The number being dialed will appear in the Number to Dial field along with the Access Line number, Area Code, Country Code and Long Distance number (1) if necessary.

4.	Click OK on the Call dialog box.  If you have a modem and are configured to autodial, Advantage will dial that number now.

Note:  If no dial tone is heard, open the Dialing Setup dialog box  (Setup menu - Dialing) and verify that the Use Modem to Dial? option is selected.  Also, click on the Modem button and verify that your modem settings are properly set.

5.	Pick up the handset on your phone and click Continue on the Advantage Autodialer dialog box.

6.	The Conversation Form displays with that person's name, phone number, date, and time already entered.

You can take notes on the Conversation form while you are speaking and save the call information by clicking OK when you have completed the call.


If your modem will not dial:

Open the Dialing Setup dialog box  (Setup menu - Dialing) and verify that the Use Modem to Dial? option is selected.

Open the Modem Setup dialog box  (Setup menu - Modem) and verify that you have select the correct Com port.

Try dialing from the Windows Cardfile.  If you are unable to dial, make sure your modem hardware is configured properly.


Folders

Related Topics:

Changing the Name and Color of a Folder

Changing the Font on Folder Tabs and Objects

Folders are individual areas dedicated to a specific type of work.  Each Advantage folder has a tab at the top displaying it's title and each contains objects that interact with each other.  Advantage includes 10 preconfigured folders to which you can add new objects or delete existing objects.


Instant Options

Related Topics:

Instant Option Menus for Folders

Instant Options Menu for Objects

Advantage's unique Instant Options Menus are the key to personalizing your folders and objects.  Advantage utilizes your right mouse button to present you with all the commands you'll need to customize the Advantage desktop.  The important thing to remember is to RIGHT-CLICK!  Here are just a few of the customizing options available to you:

Change the folder and/or object names.

Select different font and text styles.

Change the color of any object or folder.

Add, delete, move, or change the size of objects.

Conduct specific form searches.

Change the fields displayed or the way records are sorted.


Instant Option Menus for Folders

The Instant Options Menu for folders can be accessed by placing the mouse pointer on a folder (but not on an object) and clicking the right mouse button.  This will display the following menu:

Click on the Instant Options Menu above to view more information about each selection.

To remove the Instant Options Menu, simply left-click anywhere on the folder.


Customize Folder...  Changes the folder name and color.


Font...  Changes the text style of the folder name.


Add Objects...  Adds objects to the folder.


Paste Object  Pastes objects from the clipboard to the folder.


Description...  Describes the folder and accesses On-line Help.


Instant Options Menu for Objects

The Instant Options Menu for objects can be displayed by right-clicking on any object on a folder.  Each Object has its own Instant Options Menu, so any changes made will affect only the object on which you originally right-clicked.  The Instant Options Menu will differ slightly, depending on which object you right-clicked.  Here is an example of the Instant Options Menu for the Phone Book object:

Click on the Instant Options Menu above to view more information about each selection.


Customize [Object Name]...  Changes the object's properties and appearance.


Font...  Changes the text style of the object.


Sort...  Changes the way records are sorted in the object.


Title Bar...  Changes the name, font, and color of the object's title bar.


Advanced Search...  Conducts a form specific detailed search.


Select All  Selects all the objects records.


Edit  Displays the Edit Instant Options Menu where objects can be cut, copied, or pasted.


Cut Object Allows you to cut the object from the current folder.


Copy Object Allows you to copy the current object


Paste Object Allows you to paste the object currently on the clipboard


Move/Size  Changes the size or location of the object.


Description...  Describes the object and allows you to access On-line Help.


Menu Commands

Click on the menu options below for information on each selection.


File Menu

Click on the menu options from the File Menu shown below for more information about each selection.


New

Select New from the File Menu to create a new Advantage file.


New

To create a new file:

1.	Select New from the File menu.

2.	The File New dialog box appears.

3.	Enter the name of the file to be created in the File Name: field and the path to where the file is to be placed in the Path: field.  The Browse button may be used to locate the desired path.

If you would like to associate a password with the file being created, enter the password in the Password: field.


Open

A file may be opened by selecting Open from the File menu.  The Select File dialog box appears allowing you to browse for the existing file you wish to open.


Close

A file may be closed by selecting Close from the File menu.  The file that is currently open will immediately be closed as soon as this option is selected.


Rename

The Rename option from the File menu allows you to save the file currently open under a different name or to a different location.  Selecting Rename displays the Rename As dialog box which allows you to select the appropriate location and enter the name of the new file.


Password

The Password option from the File menu allows you to add, change or remove passwords from your files.


Passwords

Add a password:

A password may be associated with a file when the file is created using File-New.  A password may also be associated with a file by the following:

1.	Select Password from the File menu.  The Setup Password dialog box appears.

2.	Type in the desired password in the Password field and in the Verify field.  Click OK on the Setup Password dialog box.  The password is now associated with the file currently open.  You will be prompted to enter a password whenever the file is opened until you remove the password.

Change a password:

To change a password for a particular file:

1.	Open the file with the password to be changed.

2.	Select Password from the File menu.  The Change Password dialog box appears.

3.	Enter the existing password in the Old Password field.

4.	Type the desired password in the New Password field and in the Verify field.  Click OK on the Change Password dialog box.

The new password is now associated with the file currently open and should be used when opening the file.

Remove a password:

To remove a password for a particular file:

1.	Open the file with the password to be removed.

2.	Select Password from the File menu.  The Change Password dialog box appears.

3.	Enter the existing password in the Old Password field.  Click OK on the Change Password dialog box.

The password is now removed from the file currently open.


Print

The Print option allows you to access the Print Report dialog box where you can select a report to be printed.


Print Setup

The Print Setup option allows you to access the Select Report Printer dialog box where you can select the default printer to be used when printing reports.


Import

The Import option allows you to transfer information from other applications into Advantage.


Export

The Export option allows you to transfer information from Advantage to other applications.


Handheld Transfer

The Handheld Transfer option allows you to exchange information between a Personal Digital Assistant (PDA) and Advantage.


Exit

The Exit option allows you to exit Advantage and return to your main Windows environment.


Edit Menu

Click on the menu options from the Edit Menu shown below for more information about each selection.


Undo

Undo allows you to reverse an Advantage edit command.  You will only be able to undo the last command that was issued.  The following commands can be reversed:

Deleted records

Undo text that was cut from the Notes field of forms

Undo Cut Object

Undo Paste Object

Note:  The Undo option from the Edit menu only allows you to undo text that has been cut using the Edit menu Cut option.  You can not Undo text that has been cut using the [Ctrl]+X or [Shift]+[Delete] keyboard shortcuts.


Cut

Cut allows you to remove the highlighted text from within the notes fields of forms.

Note:  [Ctrl] + X can also be used to cut text from the Notes field of forms.


Copy

Copy allows you to make a copy of  the highlighted text from within the notes fields of forms.

Note:  [Ctrl] + C can also be used to copy text from the Notes field of forms.


Paste

Paste allows you to paste the text from the clipboard to the Notes field of forms.

Note:  [Ctrl] + V can also be used to copy text from the notes field of forms.


Paste Object

Paste object allows you to paste an Advantage object that has been cut or copied to the clipboard.  For instance, you may wish to copy a customized Calendar object from one folder to another by the following:

1.	Right-click on the Calendar object you wish to copy to bring up the Instant Options Menu and select Edit.

2.	From the Edit Instant Options menu that appears, select Copy Object.

3.	Click on the folder tab where you would like to copy the Calendar and select Paste Object from the Edit pull-down menu.  The Calendar object appears on the current folder.

Note:  This command is useful if you have customized an object and would like to copy it to another folder instead of re-creating the object.


Add Menu

Click on the menu options from the Add Menu shown below for more information about each selection.


Phone Book

The Phone Book option from the Add Menu displays the Phone Book Form so you can enter a new Phone Book record.


Contact

The Contact option from the Add Menu displays the Contact Form so you can enter a new Contact record.


Conversation

The Conversation option from the Add Menu displays the Conversation Form so you can enter a new Conversation record.


Schedule/Meeting

The Schedule/Meeting option from the Add Menu displays the Schedule/Meeting Form so you can enter a new Schedule/Meeting record.


To Do

The To Do option from the Add Menu displays the To Do Form so you can enter a new To Do record.


Document

The Document option from the Add Menu displays the Document Form so you can enter a new Document record.


Note Card

The Note Card option from the Add Menu displays the Note Card Form so you can enter a new Note Card record.


Special Day

The Special Day option from the Add Menu displays the Special Day Form so you can enter a new Special Day record.


Alert

The Alert option from the Add Menu displays the Alert Form so you can enter a new Alert record.


Add Objects

The Add Objects option from the Add Menu displays the Objects dialog box so you can select a new object to be added to the current folder.


Search Menu

Click on the menu options from the Search Menu shown below for more information about each selection.


Phone Book

The Phone Book option from the Search Menu displays the Search Phone Book dialog box which allows you to search for particular Phone Book records.


Contact

The Contact option from the Search Menu displays the Search Contact dialog box which allows you to search for particular Contact records.


Conversation

The Conversation option from the Search Menu displays the Search Conversation Log dialog box which allows you to search for particular Conversation records.


Schedule/Meeting

The Schedule/Meeting option from the Search Menu displays the Search Schedule/Meeting dialog box which allows you to search for particular Schedule/Meeting records.


To Do

The To Do option from the Search Menu displays the Search To Do dialog box which allows you to search for particular To Do records.


Document

The Document option from the Search Menu displays the Search Document dialog box which allows you to search for particular Document records.


Note Card

The Note Card option from the Search Menu displays the Search Note Card dialog box which allows you to search for particular Note Card records.


Special Day

The Special Day option from the Search Menu displays the Search Special Day dialog box which allows you to search for particular Special Day records.


Alert

The Alert option from the Search Menu displays the Search Alert dialog box which allows you to search for particular Alert records.


All

The All option from the Search Menu displays the Search dialog box which allows you to search for records entered into any Advantage forms.  The records are displayed in the Global Record Window with the Record Type (Form name) to identify the form in which the record was entered.


Setup Menu

Click on the menu options from the Setup Menu shown below for more information about each selection.


Search Key Labels

The Search Key Labels option allows you to assign descriptive titles to the Key fields of the following forms:

Conversation

Document

Note Card

Phone Book

Schedule/Meeting

To Do

Descriptive Key Labels may be defined to categorize information entered into each of these forms.  These Key Labels will allow you to easily locate common records through searching.


Search Key Labels

To define Search Key Labels:

1.	Select Search Key Labels from the Setup menu.  The Pick a form dialog box appears.

2.	Highlight the desired form and click the Edit button.  The Search Key Labels dialog box appears.

3.	Enter the desired key field labels (up to 7 characters) and click OK.

Note:   The number of editable key field labels will vary depending on which form you have selected to modify.

The Key Field Labels for the form are modified.


Title Bars

The Title Bars option allows you to change the Font and Color of the Title Bars on all Advantage objects.  To change the Title Bars on all objects:

1.	Select Title Bars from the Setup menu.  The Title Bars dialog box appears.

2.	Select the desired color from the Title Bar Color: drop-box or click the Colors button to create a new color.

3.	Click the Font button to select the desired font to appear on all Title Bars.

Note:  If you wish to modify the Title Bar of only one object, right-click on the object to bring up the Instant Options Menu and select Title Bar.


Colors

The Colors option from the Setup menu accesses the Colors dialog box where you can create, edit, or delete custom colors that are used for folder tabs, text, objects and many other Advantage features.


Fax

The Fax option allows you to access the Select Fax Printer dialog box where you can select the default fax printer to be used when faxing.


Handheld

The Handheld option displays the Handheld Devices dialog box where you can install the available PDA devices and select the default handheld device.


Modem

The Modem option from the Setup menu allows you to specify the modem settings to be used in autodialing with Advantage.


Dialing

The Dialing option from the Setup menu allows you to select Advantage's phone dialing options and default values.


Options Menu

Click on the menu options from the Options Menu shown below for more information about each selection.


Alerts

The Alerts option brings up the Alerts dialog box where you may set the default lead-time and follow-up time for alerts.

If you have set the default lead-time to 2 hours from the Alerts dialog box, each time you set a lead-time alert from the Schedule/Meeting form the lead-time will automatically default to 2 hours.


Alerts

The Alerts option from the Options Menu allows you to set the default lead-time and follow-up for your alerts.


General Settings

The General Settings option allows you to specify basic settings which apply to all aspects of Advantage.

Enable Keyboard Shortcut for 'OK' and 'Cancel'

Allows you to use keyboard shortcuts for OK (Alt-O) and Cancel (Alt-C) when exiting a form.

Enable Bulk Record Adding

Allows you to add multiple records at the same time without clicking the Add button each time.  After the second time you click OK on the form, a blank form will appear for you to enter the next record.  This applies to all Advantage forms independently.

Prompt when Canceling out of Forms

Prompts you when exiting a form to select whether you wish to exit the form without saving the information added (or modified) or to return to the record.

Minimize open Forms when switching Folders

Allows forms to be minimized to icons in the lower left hand corner when switching folders.

Auto Backup on Startup

Allows you to automatically backup your user files each time Advantage is loaded.

Backup to Directory

Directory where the automatic backup will place your Advantage backup files.

Browse button

Click the Browse button to locate a different directory for your backup files to be placed.

Default button

Click the Default button to reset all General Settings options back to their defaults.


General Settings

The General Settings option allows you to specify basic settings for Advantage, such as Auto Backup, Keyboard Shortcuts, Bulk Adding Capabilities, and Minimizing of open forms.


Folder Menu

Click on the Folder Menu shown below for more information about each selection.


Folder Menu

The Folder menu displays the names of the folders currently on your desktop.  (This may vary if you have changed the name of your folder tabs.)  You may switch to a specific Advantage folder by selecting the desired folder name from the Folder menu.  The selected folder becomes the top(active) folder.


Help Menu

Click on the menu options from the Help Menu shown below for more information about each selection.


Contents

Contents allows you to access the Advantage On-line Help.  It displays the contents, enabling you to select any of the help topics listed.


Search

Search... opens the Help Search dialog box from which you can search for a particular help topic by entering a letter or word.  As well as select any of the help topics listed.


Using Help

The Using Help command opens the Windows help file on how to use On-line Help.


About

About... displays specific information about Advantage as well as information about your system.  For example, it displays the version and copyright information of Advantage, and it gives you the amount of Windows memory and resources free for your system.


Repetitive Scheduling

Related Topics:

Periodic Scheduling

Custom Scheduling

Un-schedule an Event

Advantage offers powerful and intuitive Repetitive Scheduling features.  These features save you from having to enter repetitively occurring events more than once.  For example, if you have a meeting every Monday morning at 10 AM, you can enter the meeting into your schedule once and schedule it to appear every Monday.  Almost any time or date related item can be repetitively scheduled in Advantage.

There are two different types of repetitive scheduling:

Periodic Scheduling

Use periodic scheduling for items that occur in fixed intervals, such as:

every Monday

every business day

same day every year

every 3 months

Custom Scheduling

Use custom scheduling for items that do not necessarily occur periodically, such as:

the third Thursday of the month

the 25th of each month

the first business day of the month

the first Monday of the year


Periodic Scheduling

Related Topics:

Un-schedule an Event

Use periodic scheduling when you've scheduled an event and you want to appear on your schedule at the same time every day/business day/week/month/year.

To schedule an item periodically:

1.	Click the [image] button in the Schedule/Meeting Form.

The Repetitive Scheduling dialog box appears:

2.	Select the Periodic radio button.

3.	In the Every box, enter a number in the box and select Days, Business days, Weeks, Months, or Years from the drop box.

This tells Advantage how frequently you want the event to be placed on your schedule, beginning with the Start Date on the initial form (i.e., Every: 1 Days;  Every: 2 Weeks; etc.).

4.	From the Range box (at the bottom of the Repetitive Scheduling dialog box), use the drop boxes to select either the duration or the number of times the item is to be scheduled.

Schedule For:

Tells Advantage how long you want the item scheduled for, i.e., 5 Days, 6 Weeks, 4 months.

Schedule Until:

Tells Advantage the last date you want the item scheduled on, i.e., 12/23/93, 3/3/1998.  Advantage will schedule your item up until that date, then it will stop appearing on your schedule.

Fixed Number:

Tells Advantage to schedule the item a fixed number of times, that is, how many times to put the item on your schedule.  i.e., 4 times, 30 times, 122 times, 365 times.

5.	Click OK to close the Repetitive Scheduling dialog box.

6.	Finish entering any fields or notes needed in the Schedule/Meeting Form and click OK.

The item will be scheduled and appear automatically as specified on the dialog box.

Advantage Tip & Trick

Should you need to unschedule a repetitively scheduled item, you will need to search for all occurrences of the item.  Enter a word in the Key1 field when you originally schedule the event to help you easily locate all occurrences should you need to unschedule them later.


Custom Scheduling

Related Topics:

Un-schedule an Event

Use Custom scheduling when you've scheduled an event and you want it to appear on your schedule on specific dates.

To custom schedule an item:

1.	Click the [image] button in the Schedule/ Meeting Form.

The Repetitive Scheduling dialog box appears.

2.	Select the Custom radio button.

3.	Select which months (or All) you want the event to appear on your schedule.  You can select more than one month.

4.	Select whether you want the item to appear on specific days of the week or calendar dates using the Days or Fixed option.

Days

If you select Days you must also select Every, First, Second, Third, Fourth or Last from the first box and either Day, Business Day, or Sunday through Saturday from the other box.  You may select more than one item. (i.e., Every Business Day, First Monday, etc.)

Fixed

If you select Fixed, then select which dates (1st through 31st) of the month you wish the item to be scheduled.  You can select more than one day.  (i.e., 1st and 15th of the month)

5.	From the Range box (at the bottom of the dialog box) use the drop boxes to select either the duration or number of times you want the item to be scheduled.

Schedule For:

Tells Advantage how long you want the item scheduled for, i.e., 5 Days, 6 Weeks, 4 months.

Schedule Until:

Tells Advantage the last date you want the item scheduled on, i.e., 12/23/93, 3/3/1998.  Advantage will schedule your item up until that date, then it will stop appearing on your schedule.

Fixed Number:

Tells Advantage how many times you would like the item scheduled, i.e., 4 times, 12 times, 122 times, 365 times.

6.	Click OK on the Repetitive Scheduling dialog box and on the Schedule/Meeting Form.

The item will be scheduled and appear automatically as specified on the dialog box.


Un-schedule an Event

To remove a Repetitively Scheduled item you must perform a search for every occurrence of that item and delete them.  The easiest way to do this is to search on the summary, task, description, or key field of the event scheduled.  All scheduled records can instantly be located by searching on one of these fields.


Reports

Related Topics:

Print Reports

Print Date and Time Related Reports

Print Envelopes with a Return Address

Print Selected Records

Aside from the record information that can be printed using the Print button on any action bar, Advantage also supports Report printing.  This enables you to print the information in any Advantage object in a variety of Report formats.   You can print envelopes, labels, and a vast selection of business forms.

Here are some of the business forms that Advantage supports:

Avery Labels

Deluxe-DayRunner

Deluxe-Daytimer

Deluxe-Filofax

Deluxe-Franklin Organizer


Print Reports

1.	Select Print from the File menu.  The Print Report dialog box displays.

2.	Select the Report Type and then the desired report name.

3.	Click the Print button.  The Print dialog box displays.

4.	Verify the print settings and click OK.  The report prints.


Printing Date and Time Related Reports
Print Date and Time Related Reports

When you select to print a date and time related report, Advantage prompts you for the date and time range you wish to print.  A date and time related report is any report associated with the following Advantage objects:

Calendar

Commitments

Day View

Month View

The Date/Time Setup dialog box that prompts you for the date and time will be different for each object.  The Calendar and Month View objects prompt you for months and years, whereas the Day View and Commitments objects prompt you for dates and times.

In the following example we selected to print a Day View report.

1.	Select Print from the File menu.  The Print Report dialog box displays.

2.	Select the Report Type and then the desired report name.

3.	Click the Print button.  The Day View Date/Time Setup dialog box displays.

4.	Enter a Starting Date (the first date you wish to print) and Ending Date (the last date you wish to print).  If you only enter a Starting Date, the Ending Date is automatically updated to reflect the same date.

Note:  If you're printing a date range, each date will print on a separate page.

5.	Select the Starting Time for the date(s) and Click OK.  The Print dialog box displays.

6.	Select your printing options and click OK.  The report prints.

Advantage Tip & Trick

When entering dates in the Date/Time Setup dialog boxes, the expected date format is mm/dd/yy.  However, Advantage also gives you the ability to enter strings that are interpreted into dates.  For example Today + 5 would be interpreted as today plus 5 days, Yesterday - 2W would mean yesterday minus 2 weeks, Tomorrow + 1M would mean tomorrow plus 1 month, and so on.  You can also enter strings like, first of month, 3 weeks, last Tuesday, and so forth.


Print Envelopes with a Return Address

Advantage offers the ability to print envelopes with or without a return address.  The following steps demonstrate printing envelopes with a return address.

1.	Select Print from the File menu.  The Print Report dialog box displays.

2.	Select the Report Type and then the desired report name.

3.	Click the Print button.  The Return Address dialog box displays.

4.	Enter the desired return address and click OK.  The Print dialog box displays.

5.	Select your printing options and click OK.  The envelope(s) print.


Print Selected Records

Advantage allows you to select any single record or group of records you wish to print in a report format.  For example, you could highlight a single Phone Book record and print a label.  To print selected records, see the following steps:

1.	Highlight the desired record (or group of records using the standard Windows [Shift] or [Ctrl] technique).

2.	Select Print from the File menu.  The Print Report dialog box displays.

3.	Select the Report Type and then the desired report name.

4.	Click the Print button.  The Print dialog box displays.

5.	Select your printing options and click OK.  The records are printed in the order they were selected in the report format chosen.

Note:  To only print the record information without the use of a particular report format, simply highlight the necessary record(s) and click on the Print button of the object's action bar.


Searching

Advantage offers you a variety of ways to quickly locate the information you need.

Alphabetic Search Bar

Search Action Buttons

Form Search

Search All

Search Attaches

Advanced Search

Search Catalogs

Note:  These topics make frequent reference to "record-manager" objects.  Record-manager objects include the Phone Book, Conversation Log, Schedule Manager, To Do Manager, Document Manager, and all other Manager objects.


Alphabetic Search Bar

Related Topics:

Adding an Alphabetic Search Bar

The Alphabetic Search Bar is the fastest way to search for records by letter.  Alphabetic Search Bars can only be added to record-manager objects, and always displays directly under the action buttons.  The Alphabetic Search Bar will always search on the leftmost field column of the Record Manager Objects.  If desired, you can rearrange the order of the fields displayed to optimize your search capabilities by placing the field that you would search most often in the leftmost column.  Refer to Selecting and Arranging the Displayed Fields under the Customizing Advantage topic.

Performing Alphabetic Searches

Single Letter Search

Click on the Letter that you would like to search.  The leftmost field column displays all the records beginning with that letter.

Multiple Letter Search

To search on non-sequential letters, such as A, G, and J, hold down the [Ctrl] button while clicking on each letter.  The leftmost field column displays all the records beginning with those letters.

To search on sequential letters, such as A, B, and C, hold down the [Shift] key and click on the first and last letters of the sequence.  All intermediate letters will be included in the search.  The leftmost field column displays all the records beginning with those letters.


Adding an Alphabetic Search Bar

1.	Right-click on a record manager object.  The Instant Options Menu displays.

2.	Select the Customize [object name] option.  The [object name] dialog box displays.

3.	Click on the Options button.  The Options dialog box displays.

4.	Select the Alphabetic Search Bar option and click OK.

5.	Click OK on the [object name] dialog box.  The Alphabetic Search Bar displays on the object.


Search Action Buttons

 Search

 Search All

 Search Attachments

Advantage's most common search methods are accessible from nearly every action bar.  Simply click the Search button that applies to the type of search you wish to perform.


Find Search

Related Topics:

An example of the Find Search

The Find Search enables you to easily find specific information within a form.  For instance, to locate all the contacts in your Phone Book that live in the city of Burlington, just click on the Phone Book's Search button, type Burlington in the Find field, and click OK.  Only records with the word Burlington in them display in the Phone Book.

Find searches can be performed using the [image] Search button on any record-manager object or from the main Search menu.  Selecting Phone Book from the Search menu is equivalent to clicking the Search button on the Phone Book object, and likewise for all other record-manager objects.

Using the Find Search

1.	Do one of the following:

Click on the [image] Search button of the record-manager object to be searched.

- OR -

From the Search menu, select the form to be searched.

The Search [Form Name] dialog box displays.

2.	Enter the search criterion for the form, that is, the text that you want to search for in the Find field.

3.	Click OK.  Advantage searches every record in the form and displays every match to the specified criteria.

Note:  If no information is entered into the Find field and you click OK, all records will be searched for and displayed.


Find Search Example

The Find Search is very thorough, and checks all the text in every field (except Notes) against the search criterion.  If you select the Include Notes checkbox, the search will include that field also.

Example

If you specified "Dan" as the search criterion, the above search would return phone book records with the following fields:

First Name:  Dan

First Name:  Daniel

Last Name:  Meridan

Street 1:  1426 Ludanto Ave.

Country:  Sudan

Key:  Bandanna Lady

Key:  Dangerous

This is why a wise choice of Key fields can really be a big help, otherwise, your search may return more records than you wish.  Try to avoid common letter combinations, for instance, if you intend to search for a name such as "Andy", the search will be much more exclusive if you use "andy" as the search criterion, and not just "an".


Search All

Search All is the easiest of all searches, it simply finds all the records in whichever object you perform the Search All.  To perform a Search All:

1.	Switch to the folder containing the object from which want to search.

2	Click the [image] Search All button.

All records found in that object will display.


Search Attaches
Search Attachments

The attachments search is nearly as simple as Search All:

1.	Switch to the folder containing the object from which you are conducting the search.

2.	Use Search or Search All to find the items for which you want to find attachments.

3.	Highlight the records for which you want to find the attachments.

4.	Click the [image] Search Attachments button.

The attachments to the selected records display in the Global Record Window with the Record Type (Form name) assigned to each record.


Advanced Search

Related Topics:

Building a Multi-Field Search Sequence

The advanced search enables you to build a very exclusive, multi-field search catalog.  For instance, if you wanted to locate all of the Staff Meetings you attended between 2/1/95 and 5/1/95, you could easily build that search.

Note:  Since the Advanced Search only searches specific fields, it offer much faster results than a search conducted on all fields.

You can get to the advanced Search dialog box in two ways:

Right-click on the record-manager object you wish to search, and select Advanced Search from the Instant Options Menu.

- Or -

Click on the [image] Search button of the object you wish to search and then click on the Advanced button on that Search dialog box.


Building a Multi-Field Search Sequence

From the Advanced Search dialog box:

1.	Move the first field to the Search for box by highlighting the field and clicking the >> button.  Select the desired operator from the drop-box and enter the search text.

2.	Click the And or Or button.

The respective And/Or bar displays under the Search field.

3.	Move a second field to the Search for box, select the desired logical operator, and enter the search text.

4.	Click OK to begin the search.

The object displays the records that satisfy the search criteria.

Note:  You may specify up to five search fields and may change an And bar and an Or bar by clicking on the bars.  Also, you may move a selected field out of the search criteria by highlighting the field and clicking the << button.

"And" statement

When the And statement connects two search criteria, only items that satisfy both criteria will be returned.  In other words, if your search criteria were:

Name is exactly Bob

And

Company is exactly Vinnie's Deli

The search would only find people named Bob who work at Vinnie's Deli.  All other Bobs would be excluded, as would the rest of the staff at Vinnie's Deli.

"Or" statement

When the Or statement connects two search criteria, only items that satisfy either of the criteria will be returned.  For instance, if your search criteria were:

Name is exactly Bob

Or

Company is exactly Vinnie's Deli

The search would find all people named Bob and all employees of Vinnie's Deli.

Using "And" and "Or" Together

You can build even more complex criteria that will narrow the scope of your searches even further.  This is done by building searches using three or more fields connected by two or more Boolean operators.

Take a look at the following examples to see some slightly more complex searches:

Example #1

Company is exactly Joe's Tackle Shop

Or

Company is exactly Bob's Bait and Tackle

And

Department is exactly Operations

This search would find any contacts at Joe's Tackle Shop or Bob's Bait and Tackle that are in the Operations department.

If you changed the above search to:

Company is exactly Joe's Tackle Shop

Or

Company is exactly Bob's Bait and Tackle Shop

Or

Department is exactly Operations

This search would find all the contacts at Joe's Tackle Shop, all contacts at Bob's Bait and Tackle, and anyone that works in the Operations department of any company in your Phone Book.

Example #2

Summary contains interview

And

Date greater or equal 1/1/95

And

Date less or equal 12/31/95

If this search was done in one of your Scheduling forms, it would find all items containing the word "interview" in their summary field that occurred in the year of 1995.  This tells you how many interviews you conducted in 1995.

Example #3

State is exactly CA

Or

State is exactly AZ

Or

State is exactly NV

Or

State is exactly WA

Or

State is exactly OR

This search would find all persons in your Advantage Phone Book who live in the western states.

Note:  If you are conducting a search on a Key field in which you entered numerics, Advantage may not display the desired results.  For example, if you entered the following:

1000 in the Key 1 field for Phone Book record A

120 in the Key 1 field for Phone Book record B

a search using the criteria Key 1 greater than 110 would only find the record containing 120 because it is a sequential search, character by character.  Therefore, you should always use the same number of characters when entering a numeric in a Key field.

Global Searching - The ** All Fields ** field

The **All Fields** field in the Search dialog box performs a search with the following characteristics:

**All Fields**  automatically performs a "contains" search.  There are no other operator options when you use the **All Fields** .  This means if you conduct the following search:

the search would return records containing any of the following information:

Johnson, Don

Sheldon, Michael

Donaldson, Pete

Blood donor

Does not condone this action.

** All Fields **  searches in every field, including Key and Notes fields.  The range of the search is limited to only the corresponding form.

You can build multifield searches using only the ** All Fields **  field.  For example, if you wanted to search your entire database for every record where you mentioned moving to Chicago with Joanne, you could perform a search like this:

The advantage here is that this search will find every comment you made containing these subjects, even if you just made notes about it in your conversation log while talking to someone else.


Search Catalogs

Related Topics:

Building a Search Catalog

Using a Search Catalog

Editing a Search Catalog

Deleting a Search Catalog

Setting a Default Search Catalog

Advantage makes finding information fast and efficient by enabling you to create Search Catalogs to find the items that you access regularly.  A search catalog simply supplies a name to a search criteria;  when you need to perform a search, you simply select the search catalog rather than enter the search criteria.  This is especially useful for saving complex, multi-field search criteria.

You can create search catalogs from any manager object.  Right-click on the object and select Search from the Instant Options Menu.  The Advanced Search dialog box displays.

The search catalog feature appears at the bottom of the screen.


Building a Search Catalog

From the Advanced Search dialog box:

1.	Select the desired search criteria so that it appears in the Search For box.

2.	Click on the Add button at the bottom of the Advanced Search dialog box.

The Save As dialog box displays.

3.	Enter a name for the search criteria and click OK.  The name may be up to fifty characters, and you may include spaces in the name.


Using a Search Catalog

From the Advanced Search dialog box:

1.	Click on the Catalog drop box at the bottom of the Search dialog box.

The list of existing search catalogs displays.

2.	Select the desired search catalog from the list.

3.	Click OK.  The search is performed.


Editing a Search Catalog

From the Advanced Search dialog box:

1.	Click on the Catalog drop box at the bottom of the Advanced Search dialog box.

The list of existing search catalogs displays.

2.	Select the desired search catalog from the list. The search criteria displays in the Search For box.

3.	Make the desired changes to the search catalog.

4.	Click on the Update button.

5.	Click OK on the Save As dialog box.


Deleting a Search Catalog

From the Advanced Search dialog box:

1.	Click on the Catalog drop box at the bottom of the Search dialog box.

The list of existing search catalogs displays.

2.	Select the desired search catalog from the list.

3.	Click on the Delete button.

Advantage prompts you to verify the deletion.


Setting a Default Search Catalog

You can set any manager object to default to a particular search catalog.  This is extremely useful if there is a specific search that you use often.

Once you have saved a search catalog, use the following steps:

1.	Right-click on the manager object to bring up the Instant Options Menu.

2.	Select Customize.  The Customize [Manager object name] dialog box displays.

3.	At the bottom of the dialog box is the Search drop box. Click on the down arrow and select the desired search catalog.

4.	Click OK on the Customize [Manager object name] dialog box.  The object now defaults to display the records that meet the search criteria set in the selected search catalog.

Advantage Tip & Trick

All Advantage manager objects by default display all records, in other words, they default to Search All.  To increase the speed of switching folders, you can turn off the default search on any of these objects using the following steps:

1.	Right-click on the manager object.

2.	Select Customize from the Instant Options Menu.

3.	Change the Search field at the bottom of Customize [Manager Object Name] dialog box to -(None)- or the desired search catalog.


Advantage Button Chart

General Action Buttons

Object-Specific Action Buttons


General Action Buttons

  Add button.

Opens a form so information can be entered.

  Edit button.

Opens the form of the highlighted record.

  Delete button.

Removes the highlighted record(s) from the database.

  Search button.

Displays a form-specific Search dialog box for locating records in that form.

  Search All button.

Displays all the records in a record manager object.

  Search Attachments button.

Displays all the records attached to the highlighted records.

  Attachments button.

Creates attachments between records.

  UnAttach button.

Displays the UnAttach dialog box where attachments can be removed.

  Print button.

Prints all the details of the selected records.

  Print Day button.

Prints the Day View for the current day.

  Print Week button.

Prints a Day View showing the current business week, Monday - Friday.

  Print Month button.

Prints the Month View for the current month.

  Alert button.

Opens the Alert Form where general alerts can be set and scheduled.

  Help button.

Opens Advantage's On-line Help to the topics related to the object.


Object-Specific Action Buttons

  Call button.

Opens a Conversation Form with the highlighted name filled in.  Use when placing phone calls.  If modem is enabled, will autodial the call.

 Call Answer button.

Opens a Conversation Form with the highlighted name filled in.  If no name is specified, an empty form displays.  Use when receiving phone calls.

 History button.

Displays past conversation notes with the selected name.

 Completed button.

Marks highlighted tasks as "completed" and removes them from the Things To Do List.

 High Priority button.

Marks highlighted tasks as high priority by placing an exclamation point in the High Priority column of the Things To Do List.

 Open button.

Opens the document associated with the highlighted Document Manager record.

 Print Document button.

Prints the documents associated with the highlighted Document Manager record.

 Fax button.

With your fax software running, the document associated with the highlighted Document Manager record can be faxed.

 Remove button.

Removes a contact's name from the Quick Dial List.

 1-Day Button.

Displays 1 day on the Day View.

 2-Day Button.

Displays 2 days on the Day View.

 3-Day Button.

Displays 3 days on the Day View.

 5-Day Button.

Displays 5 days on the Day View.


Keyboard Shortcuts - Hot Keys

Hot Keys serve as keyboard shortcuts.  Advantage has numerous Hot Keys available for your use to make performing tasks and carrying out functions easy.

Hot Keys for Adding Records to Specific Forms:

[Ctrl]+P

Phone Book

[Ctrl]+O

Contact

[Ctrl]+E

Conversation

[Ctrl]+T

To Do

[Ctrl]+M

Schedule/Meeting

[Ctrl]+D

Document

[Ctrl]+N

Note Card

[Ctrl]+A

Alert

[Ctrl]+S

Special Day

Hot Keys for Searching Specific Forms:

[Ctrl]+[Shift]+P

Phone Book

[Ctrl]+[Shift]+O

Contact

[Ctrl]+[Shift]+E

Conversation

[Ctrl]+[Shift]+T

To Do

[Ctrl]+[Shift]+M

Schedule/Meeting

[Ctrl]+[Shift]+D

Document

[Ctrl]+[Shift]+N

Note Card

[Ctrl]+[Shift]+A

Alert

[Ctrl]+[Shift]+S

Special Day

[Ctrl]+[Shift]+L

All

Hot Keys for Folders:

[Ctrl]+1

Phone Book Folder

[Ctrl]+2

Conversations Folder

[Ctrl]+3

Day View Folder

[Ctrl]+4

Month View Folder

[Ctrl]+5

Schedule Folder

[Ctrl]+6

To Do Folder

[Ctrl]+7

Documents Folder

[Ctrl]+8

Note Cards Folder

[Ctrl]+9

Reminders Folder

[Ctrl]+0

Custom Folder

Note:  The Hot Keys for folders are in the order that the folders appear in Advantage.  Should you change the name of a folder, the Hot Key number will apply to the new folder name.

Hot Keys for forms

[Ctrl]+Z

undo

[Ctrl]+X

cut text

[Ctrl]+C

copy text

[Ctrl]+V

paste text


Backing up

Backing up your Advantage files is a crucial step in preventing the loss of any information should a file or drive problem occur.  Although we will do everything possible to help you through any difficulties you may encounter, backing up your files is the most effective step you can take.

We strongly recommend that you back up all of your data files regularly by copying them to another directory or to diskette.  The following files should always be backed up:

*.add, *.adi

These files are your Advantage data and index files.  Both of these files must be backed up.

alerts.adl

This file keeps track of any alerts you may have set in Advantage.

attaches.ada

This file keeps track of any attachments you may have created in Advantage.

config.adb

This file stores your entire desktop configuration of folders, objects, and many other settings.

To backup these files:

1.	Insert a blank diskette into the appropriate disk drive.

2.	Open the Windows File Manager and locate your Advantage directory.

3.	Highlight the files to be backed up and drag them up to the desired drive (a: or b:).


Support Services

Polaris Software has worked hard to ensure that Advantage is reliable and easy to use.  If for any reason you have a problem or question, please contact us through one of the following methods:

CompuServe Forum

Polaris Software maintains a forum on CompuServe to answer questions and receive your comments.  When you sign on to CompuServe you can type Go Polaris which will take you straight to the Polaris forum.

This forum may be used as a means of technical support.  However, it is difficult to provide help on complex problems that require an extensive two-way dialog.  In these cases, we ask that you contact our Technical Support Department by phone.

Accessing the BBS

Polaris Software's BBS (Bulletin Board Service) is used to provide a variety of enhanced communications to our users.  You can use the BBS to:

Communicate with Polaris Technical Support.

Access tech tips and solutions to common technical problems.

Download third party utilities.

You may reach the BBS by calling (619) 592-2674 using a Hayes compatible modem at speeds from 2400 - 14,400 baud.  Set your communication software to N - 8 - 1 (no parity, 8 data bits, 1 stop bit).  If the phone just rings and doesn't connect, then all incoming lines are busy.  Please try again later.

Once you have connected to the BBS and have entered your name, you will need to enter a password and fill out a new user questionnaire.  After completing the questionnaire, follow the menus to select whether you wish to leave a message for the Sysop in technical support, access tech tips, or download files.