home
***
CD-ROM
|
disk
|
FTP
|
other
***
search
/
Fritz: All Fritz
/
All Fritz.zip
/
All Fritz
/
FILES
/
DATATION
/
MANAGE2.LZH
/
MANUAL.TXT
< prev
next >
Wrap
Text File
|
1990-09-04
|
193KB
|
5,648 lines
L. M. S.
LIST MANAGEMENT SYSTEM
SYSTEM MANUAL
Version 2.0
COPYRIGHT NOTICE
Copyright (c) 1990 Mr. Software, Inc.
All rights reserved. No part of this publication may be
reproduced, transmitted, transcribed or translated into any
language or computer language, in any form or by any means,
electronic, mechanical, magnetic, optical, chemical, manual or
otherwise, without prior written permission of Mr. Software, Inc.
________________________________________________________________
Page 1
List Management System Introduction
_____________________________________________________________________
TABLE OF CONTENTS
END USER SOFTWARE LICENSE AGREEMENT . . . . . . . . . . . . . . . 3
LIMITED WARRANTY . . . . . . . . . . . . . . . . . . . . . . . . 4
GETTING STARTED . . . . . . . . . . . . . . . . . . . . . . . . . 5
SYSTEM REQUIREMENTS . . . . . . . . . . . . . . . . . . . . 5
CONFIG.SYS . . . . . . . . . . . . . . . . . . . . . . . . . 5
CREATING A CONFIG.SYS FILE . . . . . . . . . . . . . . 5
INSTALLATION INSTRUCTIONS . . . . . . . . . . . . . . . . . . . . 7
1. INSTALLING THE PROGRAM . . . . . . . . . . . . . . . 7
2. RUNNING THE PROGRAM . . . . . . . . . . . . . . . . 7
3. UPGRADING TO A NEW VERSION . . . . . . . . . . . . . 8
LMS SYSTEM DESCRIPTION . . . . . . . . . . . . . . . . . . . . . 9
SYSTEM FEATURES . . . . . . . . . . . . . . . . . . . . . . 9
SUMMARY OF CHANGES IN VERSION 1.3 . . . . . . . . . . . . . 10
GENERAL SYSTEM INFORMATION . . . . . . . . . . . . . . . . . . . 12
SYSTEM MENU . . . . . . . . . . . . . . . . . . . . . . . . 12
HELP FROM THE SYSTEM MENU . . . . . . . . . . . . . . . . . 13
GETTING & LEAVING HELP INSIDE THE PROGRAM . . . . . . . . . 13
<F4> DIRECT TRANSFER . . . . . . . . . . . . . . . . . . . . 14
LEAVING LMS . . . . . . . . . . . . . . . . . . . . . . . . 14
BACKING UP . . . . . . . . . . . . . . . . . . . . . . . . . 14
PROMPTS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
ACTION PROMPT . . . . . . . . . . . . . . . . . . . . . . . 15
ACTION PROMPT WITH MESSAGE . . . . . . . . . . . . . . . . . 15
CONFIRMED ACTION PROMPT . . . . . . . . . . . . . . . . . . 16
MENU PROMPTS . . . . . . . . . . . . . . . . . . . . . . . . 16
BROWSE WINDOWS . . . . . . . . . . . . . . . . . . . . . . . . . 17
LMS FILE STRUCTURE . . . . . . . . . . . . . . . . . . . . . . . 19
LMS MASTER FILE (LMSMSTR.DBF) . . . . . . . . . . . . . . . 19
LMS LIST DATA & PERMID NUMBER . . . . . . . . . . . . . . . 20
________________________________________________________________
Page 2
List Management System Introduction
_____________________________________________________________________
END USER SOFTWARE LICENSE AGREEMENT
Mr. Software, Inc. (hereinafter "MSI") a California corporation, with
its principle offices at 112 West 9th Street, Los Angeles, CA 90015
develops computer software products (hereinafter "Software") which it
then licenses to users (hereinafter "you") on a non ex-exclusive
basis. Each license is subject to the following terms and conditions.
The term SOFTWARE as used in this license includes all materials
relating to this product, both written and magnetic, provided for your
use by MSI. The SOFTWARE is protected by both United States Copyright
Law and International Treaty provisions.
It is illegal for you to make copies of any portion of the SOFTWARE,
either written or magnetic with the single following exception. MSI
authorizes you to make archival copies of the SOFTWARE for the sole
purpose of backing-up your SOFTWARE and protecting your investment
from loss.
TRANSFERABILITY
The use of the SOFTWARE provided under this agreement is NOT
TRANSFERABLE. MSI grants you a license to use the SOFTWARE under the
terms and conditions stated in this agreement, but you do not own the
SOFTWARE. Therefore, you may not sell or otherwise assign the right to
use the SOFTWARE to any other person or business establishment.
SINGLE USER VERSIONS
You may install a single copy of the SOFTWARE on a single computer
system. The SOFTWARE may be used by any number of people at your
business, and may be freely moved from one computer location to
another as long as there is no possibility of the SOFTWARE being used
at one location WHILE it is being used at another.
MULTI USER VERSIONS
You may install a single copy of the SOFTWARE on a single file server
or central processor. The SOFTWARE may be used by any number of people
at your business, and may be freely moved from one file server or
central processor to another as long as there is no possibility of the
SOFTWARE being used on one file server or central processor WHILE it
is being used on another.
________________________________________________________________
Page 3
List Management System Introduction
_____________________________________________________________________
LIMITED WARRANTY
With respect to the physical diskettes delivered with your system MSI
warrants the same to be free of defects in materials and workmanship
for a period of 30 days from the date of purchase. In the event of
notification within the warranty period of defects in material or
workmanship, MSI will replace the defective diskettes. The remedy for
breach of this warranty shall be limited to replacement and shall not
encompass any other damages, including but not limited to loss of
profit, special, incidental, consequential or other similar claims.
MSI SPECIFICALLY DISCLAIMS ALL OTHER WARRANTIES EXPRESSED OR IMPLIED,
INCLUDING BUT NOT LIMITED TO, IMPLIED WARRANTIES OF MERCHANTABILITY
AND FITNESS FOR A PARTICULAR PURPOSE. IN PARTICULAR, WITHOUT LIMITING
THE OPERATION OF THE SOFTWARE WITH RESPECT TO ANY PARTICULAR
APPLICATION, USE, OR PURPOSE, IN NO EVENT SHALL MSI BE LIABLE FOR ANY
LOSS OF PROFIT OR OTHER COMMERCIAL DAMAGE, INCLUDING BUT NOT LIMITED
TO SPECIAL, INCIDENTAL, CONSEQUENTIAL OR OTHER DAMAGES.
________________________________________________________________
Page 4
List Management System Introduction
_____________________________________________________________________
GETTING STARTED
SYSTEM REQUIREMENTS
This package was designed to run on any PC that is rated IBM
compatible. We strongly recommend an 80286 processor (IBM calls this
the AT model). The program may seem slow if running on the older and
slower 8086/8088 (IBM XT) processor.
- A hard disk is required. A minimum of 10 megabytes is
recommended.
- 640K bytes of RAM is required.
- The DOS operating system must be release 2.10 or higher.
CONFIG.SYS
"Config.sys" is the name of a file that must be in the root directory
of the disk used to boot your computer, normally drive "C:". This is a
simple text file that has information used by DOS during the boot up
process to initialize your computer system. Although the file is
optional, this software requires that there be a "config.sys" file
with a minimum of the following specifications:
FILES=49
BUFFERS=16
Consult your DOS manual or computer dealer for more information
on this topic if necessary.
CREATING A CONFIG.SYS FILE
To find out if you have a "config.sys" file on your hard disk, perform
the following steps. This assumes that you are booting the computer
from your drive "c:" hard disk.
Procedure #1:
TYPE THIS COMMAND PRESS THIS KEY
c: <Enter>
cd\ <Enter>
type config.sys <Enter>
________________________________________________________________
Page 5
List Management System Introduction
_____________________________________________________________________
If you receive the message "file not found", then, of course, the file
does not exist, otherwise, the contents of the file will be listed on
the screen. If you do not have the file perform Procedure #2,
otherwise, perform Procedure #3.
Procedure #2:
TYPE THIS COMMAND PRESS THIS KEY
cd\ <Enter>
copy con config.sys <Enter>
files=49 <Enter>
buffers=16 <Enter>
<F6>
<Enter>
Procedure #3:
TYPE THIS COMMAND PRESS THIS KEY
cd\ <Enter>
ren config.sys config.old <Enter>
copy con config.new <Enter>
files=49 <Enter>
buffers=16 <Enter>
<F6>
<Enter>
copy config.old+config.new config.sys <Enter>
After you finish, go back and perform Procedure #1 to check your work.
If you made a mistake, repeat the appropriate procedure.
In order for the new "config.sys" file to become effective you must
now reboot your computer.
________________________________________________________________
Page 6
List Management System Introduction
_____________________________________________________________________
INSTALLATION INSTRUCTIONS
1. INSTALLING THE PROGRAM
Place the floppy disk labeled LMS PROGRAM in the diskette drive. The
commands shown below assume you are using floppy drive a:, and that
you are installing the program to hard drive c:. Substitute different
drive letters in each command as may be appropriate for your system.
TYPE THIS COMMAND PRESS THIS KEY
a: <Enter>
install a: c: <Enter>
Repeat this step for the disk labeled FOXBASE RUNTIME.
2. RUNNING THE PROGRAM
TYPE THIS COMMAND PRESS THIS KEY
c: <Enter>
cd\lms <Enter>
lms <Enter>
If this is the first time you are running the program, you will see
some messages flash on the screen. Stand back and let it happen!
Finally you will see the system master menu.
________________________________________________________________
Page 7
List Management System Introduction
_____________________________________________________________________
3. UPGRADING TO A NEW VERSION
IF YOU ARE UPGRADING TO A NEW VERSION YOU MUST PERFORM THE FOLLOWING
STEPS IN THIS SEQUENCE!!!
1. First, make a backup of the "data" sub directory from the prior
release. Then install the new LMS diskette as described earlier.
2. Run the program and stop at the master menu.
3. Go to the "SYSTEM UTILITIES" and select the "FILE STRUCTURE"
option. This will add some new fields to ALL of your list
file(s).
4. Go to the "U T I L I T Y" menu.
4a. Choose "SELECT A LIST" and select the first list in your
system.
4b. Select "REINDEX". This will process all the files for the
list you just selected in #4a.
4c. Repeat steps #4a - #4b for each list in your system until you
have processed every list.
5. There is a new option on the "U T I L I T Y" menu called
"CONVERSION". This will reformat the name and phone#
automatically.
________________________________________________________________
Page 8
List Management System Introduction
_____________________________________________________________________
LMS SYSTEM DESCRIPTION
LMS is a comprehensive, fully integrated software system designed for
anyone who wants more than just a computerized name and address list.
The system uses state-of-the-art computer technology. It was designed
from the ground up to with ease of use as one of the most important
factors. Whether you are a first time computer user, or a seasoned
veteran, our attention to design and engineering will enable you to
become productive from the moment you start.
Mr. Software is constantly updating and enhancing this package to
serve your requirements today and into the future. We invite you to
address comments and suggestions to us at:
Mr. Software, Inc. Mr. Software, Inc.
112 West 9th Street 225 West 34th Street
Ground Floor Suite 1401
Los Angeles, CA 90015 New York, NY 10001
(213) 629-5768 (212) 947-6272
Need custom programming on this or one of our other packages? Please
contact us or your MSI dealer for details on source code and custom
programming.
▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀
SYSTEM FEATURES
* Company, name and address data with 2 addresses, and 4 phone
numbers.
* Auto dialer (requires Hayes compatible modem).
* Multiple lists such as business & personal so you don't have
to put all contacts in the same place. This is particularly
valuable in business so clients or sales leads can be split
into different lists by territory or salesman.
* A free form word processing like notepad for everyone on the
list.
* An integrated appointment calendar with time & date stamp,
follow up date, and comment space.
* A user defined coding system with 180 categories let you
classify everyone on your list down the most minute detail.
* A "profile" screen that permits you to attach up to 15 data
fields with your own captions for each name on any list.
________________________________________________________________
Page 9
List Management System Introduction
_____________________________________________________________________
This accomodates items such as drivers license, credit
cards, social security, or what ever you want to add.
* Unlimited form letters.
* Unlimited selection of sublists. Using geographic
information, your own coding scheme, and/or the appointment
calendar you can selectively view the data on the screen,
print reports, labels and form letters. What's more, the
computer "remembers" the selection criteria for each sub
list, so that you can recreate the same sub list with one
button after updating the master list.
LMS PROFESSIONAL VERSION:
* An unlimited number of master lists.
* A product master file for telemarketing that allows salesmen
to look up any product you carry and get a complete
description of the product including multi level pricing and
a notepad for either a sales script to be used on the phone,
or technical product description.
* Available in both single and multi user versions.
* For programmers, LMS is written in Foxbase+, the fastest,
most powerful database available on PC's. LMS can be
integrated with any "Dbase" application to create and
maintain LMS lists from your existing database files such
customers or vendors. Of course, source code is available if
you want to customize the system yourself. Even without
source code, you can add options to the menus and write add
on programs.
* Telemarketing module. With version 2.0 LMS adds the ability
for salesreps to track all outbound telemarketing calls, and
actually place orders for products and or product
information.
▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀
SUMMARY OF CHANGES IN VERSION 1.3
1. FIRST & LAST NAME
The main list data file (name & address file) has been changed to have
separate fields for last and first names. The name index for that file
has also been changed to sort on last name. This makes it possible to
"lookup" a person by last name, which seems to please everybody.
There is an option on the list utility menu (menu "C") called
conversion. This is a program that makes its best effort to separate
________________________________________________________________
Page 10
List Management System Introduction
_____________________________________________________________________
first and last name in the proper fields, so you don't have to retype
the entire file.
Another benefit to having the last name in a separate field is that
the letter printing program can make the default salutation "Dear Mr.
Jones" without having the first name included.
2. PHONE NUMBERS
All phone numbers are now entered with a standard pattern of
999-999-999.
On the prior release you could enter the phone number in any manner
such as (123)123-1234 or 123/123-1234, etc. The new system will
provide uniformity in screens and reports. Also, you do not have to
type the "-" characters because they are provided automatically.
The same conversion program (see #1) will also reformat all of the
phone numbers to match this new format.
3. ADD / MODIFY NAME & ADDRESS RECORD
Whenever you add or modify a record on the list file, this version
pops a window to let you enter the following fields:
┌─────────────────────────────────────────┐
│Acct# .... xxxxxxxxxx │
│Name...... xxxxxxxxxxxxx xxxxxxxxxxxxxxxx│
│ └── First ──┘ └─── Last ─────┘│
│Company... xxxxxxxxxxxxxxxxxxxxxxxxxxxxxx│
│Phone .... xxx-xxx-xxxx │
└─────────────────────────────────────────┘
The "Acct#" field is provided in case you want to link the information
in LMS to another system you are using. It is NOT required.
The 1st (primary) telephone number is now a new indexed field. That
means that you can now also locate someone in the list file by
entering their primary phone number, or a part of the number.
4. PROFILE SCREEN
There is a new option on the "CODES & PROFILE" menu called "PROFILE".
This screen permits you to enter up to 15 predefined captions to be
displayed on a new sub-screen for each record in any list. This
permits you to "define" where each piece of data should be entered on
the screen. The actual data screen is accessed from the "VIEW/MODIFY"
screen as a new sub-option. The information is also available on the
"Complete Report".
________________________________________________________________
Page 11
List Management System Introduction
_____________________________________________________________________
GENERAL SYSTEM INFORMATION
LMS is fully menu driven, meaning there are no cryptic commands
necessary to start any process. When the system is first started, the
main menu appears in a box on the left side of the screen. Use the
cursor control keys (arrows up and down) to highlight the option you
wish to choose. When the appropriate option is highlighted, press
<Enter>. Alternately, each option on the menu begins with a different
letter, A, B, C, etc. You can bypass the arrow keys by pressing the
letter for the menu option you want.
▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀
SYSTEM MENU
┌────────────────────────────────────────────────────────────┐
│ ╔════════════════════════════════════════════════════════╗ │
│ ║LMS 2.0 (a) LIST MANAGEMENT SYSTEM (d) mm/dd/yy ║ │
│ ║printer (b) your company (c) (e) NETWORK ║ │
│ ╟────────────────────────────────────────────────────────╢ │
│ ║ Master: Master list description (f) 999 ║ │
│ ║ Subset: Sublist description (g) 999 ║ │
│ ╚════════════════════════════════════════════════════════╝ │
│ ╔═<Master Menu>(h)════╗ ╔═<A-PROCESSING>═══════(i)═══╗ │
│ ║ A - PROCESS ║ ║A - VIEW/MODIFY DATA ║ │
│ ║ B - SUBLIST ║ ║B - ADD NEW NAMES ║ │
│ ║ C - LIST UTILITIES ║ ║C - SELECT/CLEAR MASTER ║ │
│ ║ D - CODES & PROFILE ║ ║D - SELECT CLEAR SUBLIST ║ │
│ ║ E - FORM LETTERS ║ ║... ║ │
│ ║ ... ║ ╚════════════════════════════╝ │
│ ╚═════════════════════╝ │
│ { Press <F5> for help }────────────────────────────────────┤
│ (j) message area ........................................ │
└────────────────────────────────────────────────────────────┘
Figure 1 - System Menu
Figure 1 is a facsimile of the LMS system menu structure. Each of the
labeled areas is explained below:
(a) The current version level of the program.
(b) Current printer information including the model and current
device setting. See "Install Printer(s) for more information
on setting up network and/or local printers.
(c) Your company name as you type it on the Installation Setup
screen.
(d) The current date from the system clock / calendar.
(e) If the system is multi user, "NETWORK", otherwise "SINGLE".
________________________________________________________________
Page 12
List Management System Introduction
_____________________________________________________________________
(f) After a master list has been selected for processing, this
line contains the description and record count for the
active master list.
(g) If there is an active sublist, this line contains the
description and record count for the sublist.
(hi) The box on the left is always referred to as the MASTER
menu. It displays all of the program sections that
collectively make up the entire "system". No processing is
ever done directly from the master menu. When you make a
selection from the master menu, a SUBMENU (i) of processing
selections will appear in a box on the right. The submenu
will have the title from the master menu selection on top of
the box for your reference. When you make a selection from
the submenu, the system will initiate the program associated
with that selection.
(j) This is the menu message area. Each time you press the <Up
arrow> or <Down arrow> keys, a different menu option is
highlighted. When an option is highlighted, a longer, more
complete description of the highlighted option is displayed
in this area to help clarify the purpose of that menu selec-
tion.
Once you select a master menu option, the sub menu relating to that
selection will appear in a box on the right side of the screen. To
begin any process, select an option from the sub menu in exactly the
same manner as described for the master menu. The program will
immediately begin executing.
▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀
HELP FROM THE SYSTEM MENU
SECTION DELETED
▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀
GETTING & LEAVING HELP INSIDE THE PROGRAM
Whenever you are working on a screen and the system is in the input
mode, meaning you see a flashing cursor waiting for you to type
information, you may press the <F5> function key to display and/or
print the system help that relates to that screen. When you exit from
the help screen, you will be returned to the same place on the
original screen so you can continue working.
________________________________________________________________
Page 13
List Management System Introduction
_____________________________________________________________________
When you are finished reading the help, press <Esc> to return to
normal processing. Depending on how you started the help, if you get
the help menu, press <Esc> again to return to the original screen.
▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀
<F4> DIRECT TRANSFER
Once you become familiar with the Main Menu and submenu screens, you
can go directly from any submenu option to any other submenu option
without having to always quit back to the Main Menu first.
For example, regardless of which submenu is displayed on the screen,
to go directly to master menu "A" submenu option "C", press <F4>, <A>,
<C>. The program will immediately initiate that program associated
with that menu option.
▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀
LEAVING LMS
To exit the LMS program from the Main Menu select "Quit to System" and
respond <Y> to the prompt "QUIT Y/N =>".
From any submenu, press <F4>, and at the transfer prompt enter <QQ> to
return to DOS.
********************************************************************
NEVER TURN OFF YOUR COMPUTER WHILE THE LMS PROGRAM IS RUNNING! TO
PREVENT DATA FROM BEING LOST, ALWAYS RETURN TO THE DOS PROMPT BEFORE
YOU TURN OFF YOUR COMPUTER!
********************************************************************
▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀
BACKING UP
Only you know the real value of the data on your hard disk. What would
it mean to you or your company if your computer's hard disk was
destroyed accidentally? It could happen to anyone. Play it safe and
backup your data regularly.
Please note that your data is stored in the "DATA" sub directory
"C:\LMS\DATA". We suggest that you back up your data daily before
shutting down the system. Refer to your DOS Manual or backup program
manual for proper backup procedures.
________________________________________________________________
Page 14
List Management System Introduction
_____________________________________________________________________
PROMPTS
Whenever there is a choice to be made the system will display a
"prompt" of the valid options from which to choose. There are several
different types of prompts in the program.
▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀
ACTION PROMPT
The action prompt is the most common. It appears as a single line on
the bottom of the screen as shown below.
ACTION: Proceed Modify Quit => ▓
The cursor will be blinking in the box at the end of the prompt
waiting for you to key press a single letter or number that is a valid
choice in response to the prompt. The valid choices are the
capitalized letters. In the example above, the program will only
accept one of the letters "P" or "M" or "Q". Any other key will simply
cause you to remain at the prompt.
▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀
ACTION PROMPT WITH MESSAGE
In certain situations, an action prompt consisting of one word choices
might be ambiguous. In these cases, the system will offer a pop up
window with more information to help you make a selection.
╔═════════════════════════════════════════════════════╗
║This report can be sorted in several different ways. ║
║Please make a choice by entering the appropriate ║
║selection: ║
║ 1 - Company name ║
║ 2 - Contact name ║
║ 3 - Zip code ║
║ C - Cancel the report & return to the menu ║
╚═════════════════════════════════════════════════════╝
SELECTION => ▓
________________________________________________________________
Page 15
List Management System Introduction
_____________________________________________________________________
▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀
CONFIRMED ACTION PROMPT
Most of the time, as soon as you enter a valid choice for an action
prompt, the prompt is cleared from the screen, and the program will
immediately proceed without any other key stroke. Sometimes, however,
even after you enter a valid option, the prompt remains on the screen.
This is called a "confirmed" prompt. These prompts are given when the
response is more critical as in the example below. You must press
<Enter> after entering a valid option to these prompts in order to
proceed.
CONFIRM DELETE THIS RECORD Y/N => ▓
▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀
MENU PROMPTS
A menu prompt is similar to an action prompt in that you have to make
a selection. Menu prompts usually appear in boxes on the screen (not
always), and work exactly the same as the master menu. You use the
cursor control arrow keys to highlight the option you wish to select,
and then press <Enter> to make the selection. Most of the time the
menu is constructed so that the first character of each prompt is
unique. In these cases, you can save time by pressing the first
character of the menu option that corresponds to your choice.
╔═════════════════╗ The figure on the right is a "vertical"
║ 1 - option one ║ menu. Use the <up> & <down> arrows to high-
║ 2 - option two ║ light an option and press <Enter> to make that
║ 3 - option three║ selection. Or, press <1>, <2>, or <3> for an
╚═════════════════╝ immediate selection.
╔═══════════════════════════╗
║ Add Modify Delete Exit ║ This is an example of a "horizontal"
╚═══════════════════════════╝ menu. In this case, use the <left> and
<right> arrows to highlight an option, and press <Enter> to make a
selection. Or, press <A> or <M> or <D> or <E> for an immediate
selection.
________________________________________________________________
Page 16
List Management System Introduction
_____________________________________________________________________
BROWSE WINDOWS
The "browse" window is used extensively throughout the system. It is
the single most important feature when defining the term "user
friendly". In almost all cases, whenever the system requires that you
enter information into a validated field, such as a last name, any
invalid or partial entry will cause a browse window to pop up to help
you make a selection of a valid choice.
Browse windows are displayed in different sizes and screen locations
with a menu prompt of valid options at the bottom of the window. Some
of the options are always the same for every browse window, and some
are optional, depending on the situation.
╔═<Find a Record>═════╗
║┌──────────────────┐ ║ The data entry screen on the left requires
║│ NAME PHONE# │ ║ that you enter either a name or phone number.
║│ DA▓▓▓ ▓▓▓▓▓▓ │ ║ In either case, you must enter valid data
║└──────────────────┘ ║ in order for the program to continue.
║ Data Entry Screen ║
╚═════════════════════╝
In the example, the user has enter the letters "DA" in the name field.
This is a partial entry. When the <Enter> key is pressed, the screen
will pop a browse window of all the names on file in the system. The
browse window will begin with the first name that begins with the
letters "DA". If no match can be found, the browse window will begin
with the first name closest to "DA" that can be found.
╔══════════════════════════════════════════════════╗
║ NAME & ADDRESS BROWSE ║
║ ║
║ .....NAME..... ...CITY... ST PHONE ║
(a) ║ > DAVIDS DEPT STORE AKRON OH 419-555-3344║
║ DALLAS MOTORS DALLAS TX 605-555-9900║
║ EARNIES SUPPLYS LOS ANGELES CA 213-555-6600║
║ FRANKLIN STORES NEW YORK NY 212-555-0033║
╟──────────────────────────────────────────────────╢
(b) ║ < > < > <Pgup> <Pgdn> <Home> <End> <Enter> <Esc> ║
║ #1 #2 #3 #4 #5 #6 #7 #8 ║
╚══════════════════════════════════════════════════╝
Browse Window
The example browse window shows all the names on file in sequence by
name, beginning with "DAVID", because the operator started with the
characters "DA" and there was a match on "DA".
The ">" character on line (a) is called the pointer. Line (b) is the
browse window option menu prompt. There are 8 numbered menu options in
the prompt (the numbers are for reference in this explanation only and
do not appear on the screen).
________________________________________________________________
Page 17
List Management System Introduction
_____________________________________________________________________
#1 Press the <Up-arrow> cursor control key to move the pointer
up to the record above the pointer. If the pointer is at the
first record in the browse window, this key has no effect.
#2 Press the <Down-arrow> cursor control key to move the
pointer down to the next record below in the browse window.
If the pointer is already on the last record in the browse
window, this key has no effect.
#3 Press the <Pgup> cursor control key to reposition the browse
window back one page (screen full) of information. In the
example, this key would cause the browse to go back before
"DAVID". Repeating this key moves you closer to the
beginning of the file.
#4 Press the <Pgdn> cursor control key to reposition the browse
window forward one page. The last record on the bottom of
the browse window will move to the top, and the rest of the
data will display after that. Repeating this key moves you
closer to the end of the file.
#5 Press the <Home> cursor control key to go to the fist record
in the browse window. This is usually the first record on
the file in the browse window. Use this key to avoid
repeatedly pressing <Pgup>. This is the fastest way to get
to the top.
#6 Press the <End> cursor control key to get to the last record
on the browse window. This is usually the last record on the
file in the browse window. Use this key to avoid repeatedly
pressing <Pgdn>. This is the fastest way to get to the
bottom.
#7 Press the <Enter> key to select the pointed record. In the
example, pressing <Enter> while the pointer is at "DAVID"
will end the browse screen and transfer that record back to
the original screen.
#8 Press the <Esc> (escape) key to end the browse screen
without any selection. When you return to the original
screen, the name field will be blank, indicating you made no
selection.
________________________________________________________________
Page 18
List Management System Introduction
_____________________________________________________________________
LMS FILE STRUCTURE
This brief, non technical explanation the LMS file structure is
offered to help you understand how the information you enter into your
system is stored on your hard disk.
▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀
LMS MASTER FILE (LMSMSTR.DBF)
The LMS system supports multiple list files. The personal version
supports two lists, while the professional versions support an
unlimited number of lists. Each list is created using the "ADD /
DELETE" list utility program (on menu "C").
Even though LMS has many ways of classifying and selecting records
from a master list to a sublist, there are many times when it is
desirable to totally isolate the data on one list from the data on
another list. For example, business and personal, or wholesale
customers and retail customers, etc.
The LMS Master file keeps track of each list you define (add) to the
system. The figure below represents each record in the LMS Master
file.
┌───────────────────────────────────────┐
│LIST LIST DESCRIPTION HARD DISK │
│CODE (30 CHARACTERS) FILE NAME │
├───────────────────────────────────────┤
│PERSN PERSONAL LIST PERSN.DBF │
├───────────────────────────────────────┤
│LAWYR ATTORNEYS LAWYR.DBF │
├───────────────────────────────────────┤
│DOCTR DOCTORS DOCTR.DBF │
└───────────────────────────────────────┘
In this example, there are 3 lists currently defined. At the time the
list is defined, you are asked to enter a list code (up to 5
characters), and a list description (up to 30 characters). The list
code becomes the prefix of all files on the hard disk associated with
that list. The long description is always displayed on the system menu
and on most screens, so you always know which list you are processing.
Actually, there are many different files on your hard disk for each
list you create, but all of then have names beginning with the same
list code you assigned when you created the list.
________________________________________________________________
Page 19
List Management System Introduction
_____________________________________________________________________
▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀
LMS LIST DATA & PERMID NUMBER
Each time you add a record (name & address) to a master list, the
system assigns a unique 8 digit number to that record known as the
PERMID NUMBER. This number NEVER changes for any record on a list.
┌───────────┐
│MASTER LIST│
│ FILE │
PermID# ------->│ 00000001 │
│ 00000002 │
│ 00000003 │
└─────┬─────┘
┌─────────────┬─────┴───────┬─────────────┐
┌───┴────┐ ┌────┴───┐ ┌───┴────┐ ┌────┴───┐
│ NOTEPAD│ │ HISTORY│ │ PROFILE│ │ CODE │
│ FILE │ │ FILE │ │ FILE │ │ FILE │
│00000001│ │00000001│ │00000001│ │00000001│
│00000002│ │00000002│ │00000002│ │00000002│
│00000003│ │00000003│ │00000003│ │00000003│
└────────┘ └────────┘ └────────┘ └────────┘
The first time you request a notepad for a name on the master list,
the system adds a record to the notepad file with the same PERMID# as
the master record. The same is true for the history / followup file,
the profile (user defined screen), and the code file.
Each list you add to the system has its own set of associated files
(notepad, history, etc.). When you delete a master list from the LMS
Master File, the list file and all of the files associated with that
list are physically removed from the hard disk.
________________________________________________________________
Page 20
List Management System A - Processing
______________________________________________________________________
CHAPTER A
TABLE OF CONTENTS
A/A - VIEW MODIFY DATA . . . . . . . . . . . . . . . . . . . . . 2
STARTING THE PROGRAM . . . . . . . . . . . . . . . . . . . . 2
FINDING BY NAME, COMPANY OR PHONE# . . . . . . . . . . . . . 2
PROCESSING OPTIONS . . . . . . . . . . . . . . . . . . . . . 3
PROFILE SCREEN . . . . . . . . . . . . . . . . . . . . . . . 4
CALENDAR HISTORY / FOLLOW UP . . . . . . . . . . . . . . . . 5
CODES . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
FORM LETTER . . . . . . . . . . . . . . . . . . . . . . . . 7
PRODUCT FILE . . . . . . . . . . . . . . . . . . . . . . . . 7
DIALER . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
DIALER ACTIVATION . . . . . . . . . . . . . . . . . . . 8
USING THE DIALER . . . . . . . . . . . . . . . . . . . 8
A/B - ADD NAMES . . . . . . . . . . . . . . . . . . . . . . . . . 9
SELECTED FROM THE SYSTEM MENU . . . . . . . . . . . . . . . 9
FROM VIEW / MODIFY NAMES . . . . . . . . . . . . . . . . . . 9
A/C - SELECT/CLEAR MASTER LIST . . . . . . . . . . . . . . . . . 10
A/D - SELECT / CLEAR SUBLIST . . . . . . . . . . . . . . . . . . 11
A/E - COMPLETE REPORT . . . . . . . . . . . . . . . . . . . . . . 12
SORT SELECTIONS . . . . . . . . . . . . . . . . . . . . . . 12
OTHER REPORTS & MAILING LABELS . . . . . . . . . . . . . . . 12
A/F - PRINT MAILING LABELS . . . . . . . . . . . . . . . . . . . 14
A/G - PHONE LIST REPORT . . . . . . . . . . . . . . . . . . . . . 15
A/H - CALENDAR . . . . . . . . . . . . . . . . . . . . . . . . . 16
OVERVIEW . . . . . . . . . . . . . . . . . . . . . . . 16
ENTER DATA (CALENDAR) . . . . . . . . . . . . . . . . . . . 17
WEEK AT A GLANCE . . . . . . . . . . . . . . . . . . . 18
EXPENSE RECORDS . . . . . . . . . . . . . . . . . . . . 18
THINGS TO DO LIST . . . . . . . . . . . . . . . . . . . 19
PRINT CALENDAR . . . . . . . . . . . . . . . . . . . . 19
PRINT EXPENSES . . . . . . . . . . . . . . . . . . . . 19
NETWORK MAIL . . . . . . . . . . . . . . . . . . . . . . . . 20
SEND & TRACK . . . . . . . . . . . . . . . . . . . . . 20
READ & FORWARD . . . . . . . . . . . . . . . . . . . . 22
PRINT MAIL . . . . . . . . . . . . . . . . . . . . . . 24
ADMINISTRATION . . . . . . . . . . . . . . . . . . . . . . . 25
MASTER PASSWORD . . . . . . . . . . . . . . . . . . . . 25
USER FILE UPDATE . . . . . . . . . . . . . . . . . . . 26
DEPARTMENT CODES . . . . . . . . . . . . . . . . . . . 27
UTILITIES . . . . . . . . . . . . . . . . . . . . . . . . . 28
LOGON (CHANGE USER) . . . . . . . . . . . . . . . . . . 28
______________________________________________________________________
Page A-1 08/28/90
List Management System A - Processing
______________________________________________________________________
A/A - VIEW MODIFY DATA
This is the main program in the LMS system. When this option is
selected, the following occurs:
▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀
STARTING THE PROGRAM
1. The program checks to see if you have already selected an ACTIVE
MASTER LIST (AML) for processing. If there is no current AML, a
popup window of all the lists is displayed. Point to the list you
want, and press <Enter> to make it the AML.
NOTE #1: If you press <Escape>, you will clear the AML from the
system.
NOTE #2: If the AML you select has been password protected, you
must enter the correct password in order to proceed.
2. The program checks to see if there is already an ACTIVE SUB LIST
(ASL). See the information in the SUBLIST section for more
details on creating and selecting sub lists. If there is an ASL,
you are asked:
DO YOU WANT TO PROCESS ONLY THE SUB LIST Y/N => ░
If you respond "Y", then the only names you will see on the
screen will be those on the ASL. If you respond "N", you will be
able to see every name on the AML.
▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀
FINDING BY NAME, COMPANY OR PHONE#
┌───────< Find a Record >─────────┐
│Last name .... ▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒ │
│Company....... ▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒▒ │
│Phone ........ ▒▒▒-▒▒▒-▒▒▒▒ │
└─────────────────────────────────┘
The program begins processing with a window that permits you to
enter ONE of 3 fields used to locate a record on the list file. If
you leave all of the fields blank, the program returns to the menu.
If enter a search key in more than one field, only the first key is
used. The others are ignored.
The program will automatically place the file in sequence by either
LAST NAME, COMPANY, or PHONE #1, depending on which field you
entered. If an exact match of your entry is found, the record will
______________________________________________________________________
Page A-2 08/28/90
List Management System A - Processing
______________________________________________________________________
immediately display on the screen. If there is no exact match, a
popup browse window beginning with the record closest to your
request will permit you to scan all the records on the list until
you find what you want.
While you are browsing:
- Use the arrow keys up and down to select any record on the
screen. Press <Enter> to select the pointed record.
- Press <Pgup> or <Pgdn> to go to the next or previous page.
- Press <Home> to go to the 1st page.
- Press <End> to go to the last page.
- Press <Enter> to select and view the pointed record.
- Or type up to 5 letters and/or numbers to activate the LOCATE
feature of the browse. Read on...
BROWSE LOCATE
While you are on the browse screen, if you type any letter or
number, the cursor will move to the bottom of the screen where you
will see
LOCATE => ░
Assume the file is in sequence by company name, and the browse
screen is displaying companies beginning with the letter "A". If you
want to find the first company beginning with the letter "M", type the
letter "M" and press <Enter>. If there is a company name
beginning with "M", it will come to the top of the browse screen
after you press <Enter>.
▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀
PROCESSING OPTIONS
After you select a record from the browse screen, the name and address
information will appear in a box on the left side of the screen. On
the right side of the screen is a second box. This is a menu of
options. Use the <arrow> keys to highlight the menu option you want to
select, and press <Enter> to activate that option. As a shortcut, key
press the first character of the menu option you want, and it will be
activated immediately. Each menu option is explained below.
______________________________________________________________________
Page A-3 08/28/90
List Management System A - Processing
______________________________________________________________________
┌─────────────────┐
│+ Skip Forward │ Display next record in sequence.
│- Skip Backward │ Display previous record in sequence.
├─────────────────┤
│Add new names │ Add a new record to the list.
│Modify this data │ Change information on the screen.
│Remove this data │ Delete the record on the screen.
├─────────────────┤
│Profile * │ Enter/modify profile record.
│ │
│Notepad * │ Enter notes for the current record.
│ │ See the help section for information on
│ │ the notepad word processing.
│ │
│History/Followup*│ Set followup appointment (see below).
│ │
│Codes * │ Code file data for this record.
│ │
│Letter │ Print form letter the name on screen.
│ │ See "Form letters" to learn how to
│ │ set up the letters.
│ │
│Dial(*) │ Daily phone# (requires Hayes modem)
├─────────────────┤
│Product file │ Professional version only. Transfer to
│ │ the Product Master file & find prices and
│ │ product information.
│ │
│Q u i t │ Return to the system menu.
└─────────────────┘
(*) If there is a "*" next to "Profile", "Notepad", "History/Fol-
lowup", or "Codes", it means that data has been entered in that option
for the name on the screen.
▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀
PROFILE SCREEN
The profile screen is like a notepad, except that you can specify the
field captions to appear on the screen for each of 15 possible one
line entries. The screen captions are entered on the "Codes & Profile"
menu. By allowing you to set up the captions on the profile screen,
you can indicate exactly what data should be entered on each line of
the screen. Of course, the program cannot validate what is actually
entered.
______________________________________________________________________
Page A-4 08/28/90
List Management System A - Processing
______________________________________________________________________
SAMPLE PROFILE SCREEN
┌───────────────────────────────────────────────────────────┐
│ │
│ 1. BRANCH OFFICE STATE CODES ........ CA, NV, NY, IL │
│ 2. # OF EMPLOYEES TOTAL COMPANY ..... 500 │
│ 3. D&B ACCT# AND CREDIT RATING ...... 115-5550-335 BB │
│ 4. DATE OF LAST CREDIT REPORT ....... 12/19/89 │
│ .... │
│ 15. │
└───────────────────────────────────────────────────────────┘
The sample above shows how the user defined the captions for field
numbers 1 - 4. By entering the field captions in the profile set up,
anyone who accesses this screen knows what data should be placed in
each field. The profile screen captions and the associated data can
then optionally be printed on the list report.
▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀
CALENDAR HISTORY / FOLLOW UP
This option lets any number of people enter historical and/or follow
up information by calendar date that relates to the name & address
record on the screen. Each person who uses the calendar can put his
own initials in the data so the system can differentiate his items
from those belonging to other people. When selected, you will see the
following menu.
┌───< History >───┐
│ Everything │ All calendar data.
│ │
│ Open items │ Only open items on the calendar.
│ │
│ Completed items │ Only completed items on the calendar.
│ │
│ Initials -> │ Only items for a specific person. You
│ │ are prompted for the initials.
├─────────────────┤
│ Q u i t │ End processing and return to the
└─────────────────┘ previous menu.
After making your selection, right side of the screen will clear, and
the calendar data will display in a popup browse window (by now you
should be familiar with browse windows). Note, if there is no data in
the calendar for the name on the screen, the program will ask if you
want to add a record to the calendar.
To add a record to the calendar, press the <Ins> key. The program will
automatically add a record with the current system time & date stamp.
______________________________________________________________________
Page A-5 08/28/90
List Management System A - Processing
______________________________________________________________________
To enter or modify the information, use the <arrow> keys to point to a
record on the calendar, and press <Enter> to select that record.
WHO Enter your initials.
ST STATUS. If you leave this blank, this is an OPEN item.
Any non blank character indicates this item is com-
pleted.
WHEN This is the followup date. As soon as the cursor gets to
this field, a popup calendar will temporarily appear on the
left side of the screen. Use the cursor control keys as
follows:
<Left arrow> - back one day
<Right arrow> - forward one day
<Pgup> - back one month
<Pgdn> - forward one month
OR ... you can move the popup calendar to any date by just typing the
entire date you want in the format "mm/dd/yy". The calendar will move
as soon as you enter the last digit of the year.
When you have reached the date you want, press <Enter> to accept that
date. The popup calendar disappears, and the date is transferred to
the follow up date.
▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀
CODES
While displaying a name & address record on the screen, select the
"CODES" option. When selected, right side of the screen is cleared,
and a new window containing the MASTER code definitions displays (see
the CODES section help for information on defining the codes in your
system). If there is a "*" next to a master code, it indicates that
there is data in the subcodes relating to that master code.
To display the subcode definitions and the data, use the cursor
<arrows> to highlight the master code you want, and press <Enter>. The
master code window clears, and SUBCODE definitions associated with
that selection appear in a new window. If there is a number next to
one of the descriptions, it means that this code applies to this
company. In the example below, the "5" next to "TYPING" indicates that
on a scale of "0-9", this person is considered a "5". The same is true
for "BOOKKEEPING", "OFFICE MANAGEMENT", and "YEARS EXPERIENCE". The
absence of any code next to "INSIDE SALES" indicates this person has
no experience in that area.
______________________________________________________________________
Page A-6 08/28/90
List Management System A - Processing
______________________________________________________________________
MASTER CODES SUB CODES - SKILLS OFFICE
┌───────────────────┐ ┌──────────────────────────┐
│A- SALARY/WAGE * │ │A- TYPING 5 │
│B- LOCATION * │ │B- BOOKKEEPING 3 │
>>│C- SKILLS OFFICE * │ │C- OFFICE MANAGEMENT 5 │
│E- SKILLS TECH │ │D- RECEPTION ░ │
│... │ │E- INSIDE SALES ░ │
│ │ │F- OUTSIDE SALES ░ │
└───────────────────┘ │G- TELEPHONE SALES ░ │
│H- YEARS EXPERIENCE 5 │
│I- ░ │
│J- WILLING TO RELOCATE ░ │
└──────────────────────────┘
While you are displaying the subcodes, the program will ask if you
want to modify the code information for the name on the screen. You
may enter any number from "1" to "9" or blank next to any subcode.
Zero will be cleared to blank automatically by the program.
Sometimes the scale of "1-9" does not apply to a particular subcode as
in the case of subcode "J", above. This is really a yes/no response.
In this case use "0" or blank for "No", and "1" for "Yes".
▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀
FORM LETTER
The FORM LETTERS menu is where you enter the actual text of the
letters you store in the LMS system. Each letter is entered in the
system letter catalog file with a brief extract so you will know the
purpose of the letter without reading the entire letter (see "LETTERS"
for more information on entering form letters).
When you select this option, a browse window of all the letters in the
letter catalog file will pop up, and permit you to make a selection.
Use the cursor <arrows> to point to the letter of your choice and
press <Enter>. That letter is immediately printed to the name on the
screen.
If you change your mind an do not want to print a letter, press <Esc>
from the letter browse window to indicate no selection.
▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀
PRODUCT FILE
This feature is in the professional version only and is intended to
enhance telemarketking. When selected, you are transferred to the
Product Master File screen. From here you can lookup any product or
service your company offers, and see product pricing and descriptive
______________________________________________________________________
Page A-7 08/28/90
List Management System A - Processing
______________________________________________________________________
information. The product master file also contains a notepad for each
product that permits you to enter many pages of information about the
each product such as technical information or a sales script to be
used on the phone. While you are on the product screen, the name of
the person you are talking to is displayed at the top of the screen
for your reference. When you are finished with the product master
screen you are returned to the name & address screen.
▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀
DIALER
You must have a Hayes or compatible modem attached to your computer
with a telephone hooked into the modem in order to use this feature.
DIALER ACTIVATION
To active the dialer, add the following line to either your
"autoexec.bat" file, or the batch file you use to start the LMS
program:
SET COMPORT=1
Change the "1" to a number up to "4" indicating the comport your modem
is using. When LMS is started, it looks for the "comport" value. If
found, it tries to initialize the modem on the specified comport. If
modem initialization fails, you will see a message on the screen
informing you that the dialer is disabled. The program will than
continue as normal.
If the dialer is not activated or the modem fails to initialize, the
"Dialer" option will not appear on the options menu.
USING THE DIALER
There are up to four phone numbers for each record on the list file.
There is a 5 character field next to each phone number for you to
enter some description about the phone number.
Where ┌──Phone#──┐ Where ┌──Phone#──┐
HOME 222-555-9090 WORK 222-555-0012
MOBIL 333-555-1234 CLUB 222-555-1222
When the dialer is selected, a window with all four phone numbers
temporarily replaces the options menu on the screen. Use the cursor
control arrows to highlight the number you wish to dial, and press
<Enter> to dial or <Escape> to cancel the call.
______________________________________________________________________
Page A-8 08/28/90
List Management System A - Processing
______________________________________________________________________
A/B - ADD NAMES
▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀
SELECTED FROM THE SYSTEM MENU
Use this option to add names to the master list. The program was
designed for times when all you want to do is add. It will not let you
input codes, history / follow up, etc. To use all the options
including add and delete, read on ...
The program begins by popping the window shown below. Enter the data
in the appropriate fields. The last name, company name and phone
number can later be used as search fields when you want to find this
record.
┌─────────────────────────────────────────┐
│Cust# .... xxxxxxxxxx │
│Name...... xxxxxxxxxxxxx xxxxxxxxxxxxxxxx│
│ └── First ──┘ └─── Last ─────┘│
│Company... xxxxxxxxxxxxxxxxxxxxxxxxxxxxxx│
│Phone .... xxx-xxx-xxxx │
└─────────────────────────────────────────┘
When you finish entering all of the fields in the name & address
record, you will see the following message:
╔═════════════════════════════════════════════════════════════╗
║ SELECT AN OPTION ║
║ Modify this information .......................... press <1>║
║ Save this information ............................ press <2>║
║ Save & repeat the address for the next record .... press <3>║
╚═════════════════════════════════════════════════════════════╝
The choices are self explanatory. Option #3 is provided for those
times when you are entering, as an example, a roster of persons all
employed at the same company. If they all have the same address &
phone number, choose #3 to save some time.
▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀
FROM VIEW / MODIFY NAMES
When you are in the "VIEW/MODIFY" program, one of the options is "Add
names". If you select the "Add names" option from here, you are
temporarily transferred to this program to add a new name. When you
have finished entering the new name, you are returned to the "VIEW"
program where you have access to all of the other options.
______________________________________________________________________
Page A-9 08/28/90
List Management System A - Processing
______________________________________________________________________
A/C - SELECT/CLEAR MASTER LIST
This option appears on several menus. LMS permits the creation of an
unlimited number of list files (the personal version permits 2 list
files). Use this menu option to pop a browse window of all of the
master lists you created, and to select which list you wish to
process. If you do not want to process any list, press <Escape> from
the browse window.
When you return to the system menu, the name of the currently active
master list will appear at the top of the screen next to "MASTER
LIST". If this area is blank, it means there is no active master list
selected.
______________________________________________________________________
Page A-10 08/28/90
List Management System A - Processing
______________________________________________________________________
A/D - SELECT / CLEAR SUBLIST
A "sublist" is a group of records that has been selected from a master
list to a separate file. For example, after you input all of your
customers to a master list, you may create a sublist of all the
customers in California. "Sublist" processing is explained in detail
in Chapter "B". The number of sublists created for each master list is
unlimited.
This menu option appears on several different menus to provide easy
access. Use this option to pop a browse window of all the sublists for
the current master list. If there is no current master list, the
program will automatically start by popping the master list selection
window.
If you want to clear the sublist, press <Escape> from the sublist
browse window. When you return to the system menu, the name of the
current master list and current sublist (if any) will appear at the
top of the screen.
______________________________________________________________________
Page A-11 08/28/90
List Management System A - Processing
______________________________________________________________________
A/E - COMPLETE REPORT
This is the main report in the system. It will print all the fields
from the name and address records, and optionally, for each name on
the list, you can also print the:
- Profile
- Notepad
- Code data
- History / Follow up calendar
If you have a SUBLIST currently selected, you have the option to print
all the records on the entire master list, or only the records on the
current SUBLIST (see the "SUBLIST" section for more information).
▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀
SORT SELECTIONS
After you specify which information you want on the report, you MUST
also enter a sort selection. The choices are all on the screen.
▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀
OTHER REPORTS & MAILING LABELS
Whenever you select any of the reports for a list, you will always get
the screen from this program first. In other words, if you want to
print mailing labels, you must specify the sort selection from this
screen before you print the labels.
IF YOU CHANGE YOU MIND after you make your selections on this screen
you will be prompted:
ACTION: Proceed Modify Quit =>
If you choose "Quit", you are returned to the system menu. "Modify"
lets you change the report selections and/or sort selection. "Proceed"
starts the report.
AFTER THE REPORT STARTS PRINTING you will see the message:
PRINTING - <space Bar> TO ABORT ...
This means exactly what it says. If you decide you do not want the
report at any time before it is finished, press the <Space Bar> and
the program will return to the system menu. This saves you lots of
wasted paper when you change your mind.
______________________________________________________________________
Page A-12 08/28/90
List Management System A - Processing
______________________________________________________________________
______________________________________________________________________
Page A-13 08/28/90
List Management System A - Processing
______________________________________________________________________
A/F - PRINT MAILING LABELS
Why did create the list? To send letters, catalogs and promotional
material to your customers and potential customers, of course. This
program prints mailing labels from either the master list or the
currently active sublist (see SUBLIST for details on the active
sublist).
The program prints standard, continuous form, peel off mailing labels
that can be purchased at any office supply store. The labels measure 3
1/2" long by 1" high. They are available as 1, 2, 3, or 4 across.
│o│┌────────────────────┐ ┌────────────────────┐│o│
│o││ │ │ ││o│
│o││ │ │ ││o│
│o│└────────────────────┘ └────────────────────┘│o│
│o│┌────────────────────┐ ┌────────────────────┐│o│
│o││ │ │ ││o│
│o││ │ │ ││o│
│o│└────────────────────┘ └────────────────────┘│o│
│o│┌────────────────────┐ ┌────────────────────┐│o│
│o││ │ │ ││o│
│o││ │ │ ││o│
│o│└────────────────────┘ └────────────────────┘│o│
│o│ │o│
Figure 1 - Sample 2 Up Continuous Form Labels
______________________________________________________________________
Page A-14 08/28/90
List Management System A - Processing
______________________________________________________________________
A/G - PHONE LIST REPORT
This is a fast short form report that gives you as many companies as
possible on each page. The format of the report is shown below.
┌──────────────────────────────────────────────────────────────┐
│BMS300B FABRIC MARKETING RESEARCH mm/dd/yy│
│PAGE 1 SORT: COMPANY hh:mm:ss│
│==============================================================│
│ │
│COMPANY CONTACT PHONE CITY STATE│
│Acme Screen Door Wiley Coyte (600)555-2233 Chicago IL │
│Buster Brown Buster (400)555-5578 New York NY │
│... │
└──────────────────────────────────────────────────────────────┘
Figure 1 - Phone List Report
______________________________________________________________________
Page A-15 08/28/90
List Management System A - Processing
______________________________________________________________________
A/H - CALENDAR
▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄
OVERVIEW
This new and extremely versatile option in LMS includes the following
features:
APPOINTMENT CALENDAR. This option keeps track of all your business
and personal appointments. Each appointment has a duration, a short
description, and optional memo entry for longer comments when
required.
EXPENSES. This feature helps you organize your business and/or
personal expenses. Enter an unlimited amount of expense records with
a description and amount. Expense entries are made by date and can be
printed out in report format.
NETWORK MAIL. If this is a multi-user system, you can send and
receive memos to other departments and /or employees. A user logon
file permits passwords to be entered to prevent others from displaying
or printing private information.
╔═ < CALENDAR & EXPENSES > ═╗
║ A - Enter data ║
║ B - Print calendar ║
║ C - Print expenses ║
╟───────────────────────────╢
║ NETWORK MAIL ║
║ D - Send & track ║
║ E - Read & forward ║
║ F - Print mail ║
╟───────────────────────────╢
║ ADMINISTRATION ║
║ G - Master password ║
║ H - User file update ║
║ I - Department codes ║
╟───────────────────────────╢
║ UTILITIES ║
║ J - Logon (change user) ║
║ Q - Quit ║
║ ║
╚═══════════════════════════╝
______________________________________________________________________
Page A-16 08/28/90
List Management System A - Processing
______________________________________________________________________
▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄
ENTER DATA (CALENDAR)
A user must be identified (logon) before entering any information in
this option. (Users are added to a logon file through the Administra-
tion option / User file update: See menu screen above.)
At the logon browse screen, find your logon name and press <ENTER>.
The following screen appears:
╔═< SELECT AN OPTION >═╗
║ Appointment Calendar ║
║ Week at a Glance ║
║ Expense Records ║
║ Things to do List ║
║ Quit ║
║ ║
╚══════════════════════╝
The Appointment Calendar is where you will enter and view appoint-
ments. A calendar screen appears with the cursor blinking at today's
date. If this is the date you want, press <ENTER>. To change the
date, use:
Left and right arrows to move from day to day;
Up and down arrows to move from week to week;
PgUp/PgDn to move from month to month.
Press <ENTER> at the desired date, and a popup box appears
allowing you to add appointments.
ENTERING AN APPOINTMENT
Use the up/down arrows or PgUp/PgDn to move cursor to the desired
time, and press <ENTER>.
Enter the duration of your appointment (for example, 2 for two hours,
1.25 for one hour and 15 minutes, etc.).
Enter a brief description of your appointment. The system will ask
you:
Enter/modify memo for this appointment? Y/N=>
If you need to attach a memo to this appointment, say <Y>es and a memo
box appears where you can enter information, using the prompts at the
bottom of the screen to help you.
______________________________________________________________________
Page A-17 08/28/90
List Management System A - Processing
______________________________________________________________________
Press <F10> when finished, and your appointment will now appear next
to its allotted time. If you have entered a memo for the appointment,
an asterisk (*) will appear next to it.
Now, either enter another appointment for that, day; press <ESC> to
enter an appointment for a different day; press <ESC> again when
finished.
▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄
WEEK AT A GLANCE
Use this option to view appointment time slots for a week at a time.
When the calendar appears, place the cursor on the date on which you
want the Week-at-a-Glance to begin. The Week-at-a-glance screen will
being on the selected date and display the next 7 days ahead.
Appointment time slots are highlighted according to their duration as
well as the quarter of the hour in which they begin and end.
To zoom in on appointment information for a particular day, use the
left and right arrows to highlight that day and press <ENTER>. Use
the up and down arrows to view the appointments for that day.
Press <ESC> when finished. Now, either choose another week to view,
or press <ESC> to return to the menu screen.
▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄
EXPENSE RECORDS
Use this option to enter daily expense records.
Place cursor on desired date and press <ENTER>. Say <Y>es to "Add
Expense Record?"
Enter an expense description in the small box at the bottom of the
screen and press <ENTER>.
Enter a dollar amount and press <ENTER> again.
If you wish to enter more detail about the expense, say <Y>es
to "Enter/modify explanation notes?" Enter your explanation in the
note box, using the prompts at the bottom of the screen to help you.
Press <F10> when finished with the explanation note. An asterisk will
appear next to your expense record if you have attached an
explanation.
Press <INS> to add another expense record, or press <ESC> to return to
the menu screen.
______________________________________________________________________
Page A-18 08/28/90
List Management System A - Processing
______________________________________________________________________
▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄
THINGS TO DO LIST
Use this option to write notes to yourself, using the prompts at the
bottom of the screen to help you. The notes you enter on this screen
are not related to any specific date or time. When you are finished
entering information here, press <F10> to save the data.
▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄
PRINT CALENDARR
To print out your appointments for a specific date range:
Enter the from/thru dates. If you want all appointments to print out,
leave the date fields blank.
Say <Y>es or <N>o to include the notes that were added to the
appointments.
Press <P>roceed to print; <M>odify to make changes to the criteria; or
<Q>uit to return to the menu screen.
▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄
PRINT EXPENSES
To print out your expenses for a specific date range:
Enter the from/thru dates. If you want all expenses to print out,
leave the date fields blank.
Say <Y>es or <N>o to include the notes that were added to the
expenses.
Press <P>roceed to print; <M>odify to make changes to the criteria; or
<Q>uit to return to the menu screen.
______________________________________________________________________
Page A-19 08/28/90
List Management System A - Processing
______________________________________________________________________
NETWORK MAIL
▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄
SEND & TRACK
This option allows you to enter memos into the system which can be
sent to selected departments or employees.
If there is no mail (memos) in the system, the following box appears:
╔═════════════════════════════════════════════════╗
║ You have not entered any mail into the system. ║
║ Please select one of the following options: ║
║ ║
║ To send new mail (add) .............. press <A> ║
║ To quit & return to the menu ........ press <Q> ║
║ ║
╚═════════════════════════════════════════════════╝
OPTION => ░
Press <A> to add mail. (If you already have entered mail into the
system, the memo browse screen will appear. Simply press <INS> to add
another memo.)
The cursor appears in a small box at the bottom of the screen. Enter
a subject name in this box and press <ENTER>.
Now enter the message you wish to send, using the options at the
bottom of the screen to help you. Press <F10> when finished.
The program will ask you "Is this private (encrypted) mail? (Y/N)=>".
If you have a confidential memo which should only be read by users
with a password, you can encrypt mail. The memo will not be readable
to anyone without a password, even if someone accesses dBase to view
the file.
Next, tell the system who you want the mail delivered to. A box
appears with the options to select user by:
______________________________________________________________________
Page A-20 08/28/90
List Management System A - Processing
______________________________________________________________________
╔═════════════════════════════════════════╗
║ Select User List By: ║
║ 1 - Everyone ║
║ 2 - Department and Level (from-thru) ║
║ 3 - Department by individual (browse) ║
║ 4 - Level (from-thru) only ║
║ 5 - Individual person (browse) ║
╟─────────────────────────────────────────╢
║ 6 - Cancel user list & start over ║
║ 7 - Cancel user list & quit ║
╟─────────────────────────────────────────╢
║ D - Deliver the mail ║
║ ║
╚═════════════════════════════════════════╝
1 - Everyone. This option will allow every logon user to read this
mail.
2 - Department & Level. Enter a department code and a range of
employee levels to send mail to a particular department and different
user levels within the department.
3 - Department by individual (browse). The user browse screen will
sort by department. Press <ENTER> at each user you wish to send this
memo to. An asterisk will appear next to every name that was chosen.
Press <ESC> when finished.
4 - Level (from-thru) only. If you wish to send this memo only to
employees from a certain classification (level), or to a range of
levels, enter the level range.
5 - Individual person - To send this memo to an individual, or to
individuals rather than to a department, press <ENTER> next to each
individual in the user browse screen. An asterisk (*) will appear
next to every user name you have chosen. Press <ESC> when finished.
6 - Cancel user list & start over. Use this option to reselect the
users who need to receive this memo. This option can be used only
before the memo is delivered.
7 - Cancel user list & quit. Use this option only if you decide not
to send this mail at all. If you quit before you deliver the memo,
you cannot go back in later to select users.
D - Deliver the mail. This option will "deliver" the memo so that it
is readable by only the users you have specified.
______________________________________________________________________
Page A-21 08/28/90
List Management System A - Processing
______________________________________________________________________
▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄
READ & FORWARD
Once mail has been delivered in the system to specific employees,
those employees can utilize this option to read, make comments to, and
forward their mail.
First, press <ENTER> at your name in the logon file browse screen.
Enter your password if one has been assigned. If you do have mail,
the following message appears:
╔═══════════════════════════════════════╗
║There is unopened mail in your mailbox.║
╚═══════════════════════════════════════╝
A memo browse screen appears with a list of any mail sent to you,
along with the date it was sent and verification if you have already
received it.
Press <ENTER> at the mail you wish to read and the following message
appears:
╔═══════════════════════════════════════════════════╗
║Acknowledgement of receipt has been sent to sender.║
╚═══════════════════════════════════════════════════╝
At this point the sender will know that the memo has been received and
read by the user. (A date now appears in the "Received" field of the
sender's memo browse screen in the SEND & TRACK option.)
Press any key to call up the memo on the screen.
When you are finished reading the memo, press <F10>. A box appears
with the following selections:
╔══════════════════════════════════════════════════════╗
║ <Memo #00000003 From:000001> ║
║ ║
║ THESE ARE YOUR OPTIONS ║
║ Forward to others without comment ......... press <F>║
║ Add comments & forward to others .......... press <A>║
║ Reply to sender ........................... press <R>║
║ Quit. No action at this time.............. press <Q>║
║ ║
╚══════════════════════════════════════════════════════╝
SELECTION => ░░
Forward to others without comment. If you wish to forward this memo
to other users, use the following screen to help you.
______________________________________________________________________
Page A-22 08/28/90
List Management System A - Processing
______________________________________________________________________
╔═════════════════════════════════════════╗
║ Select User List By: ║
║ 1 - Everyone ║
║ 2 - Department and Level (from-thru) ║
║ 3 - Department by individual (browse) ║
║ 4 - Level (from-thru) only ║
║ 5 - Individual person (browse) ║
╟─────────────────────────────────────────╢
║ 6 - Cancel user list & start over ║
║ 7 - Cancel user list & quit ║
╟─────────────────────────────────────────╢
║ D - Deliver the mail ║
║ ║
╚═════════════════════════════════════════╝
1 - Everyone. This option will allow every logon user to read this
mail.
2 - Department & Level. Enter a department code and a range of
employee levels to forward mail to a particular department and
different user levels within the department.
3 - Department by individual (browse). Press <ENTER> at each user you
wish to forward this memo to. An asterisk will appear next to every
name that was chosen. Press <ESC> when finished.
4 - Level (from-thru) only. If you wish to forward this memo only to
employees from a certain classification (level), or to a range of
levels, enter the level range.
5 - Individual person - To forward this memo to an individual, or to
individuals rather than to a department, press <ENTER> next to each
individual in the user browse screen. An asterisk (*) will appear
next to every user name you have chosen. Press <ESC> when finished.
6 - Cancel user list & start over. Use this option to reselect the
users who need to receive this memo.
7 - Cancel user list & quit. Use this option only if you decide not
to forward this mail at all.
D - Deliver the mail. This option will "deliver" the memo so that it
is readable by only the people you have specified.
Add comments & forward to others. The memo reappears, allowing you to
add comments at the bottom. Press <F10> when finished, and select the
users you wish to forward it to from the "SELECT USER LIST" screen
(see above).
______________________________________________________________________
Page A-23 08/28/90
List Management System A - Processing
______________________________________________________________________
Reply to sender. A note box opens up where you can enter a reply
which will automatically be delivered to the sender's mailbox.
Press <F10> when finished with the reply.
Press <ESC> to return to a menu screen.
Quit. No action at this time. This option returns you to the mail
browse screen. Either choose another memo to read or press <ESC> to
return to the menu screen.
▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄
PRINT MAIL
This option allows you to print a hard copy of all memos you have sent
and/or received.
┌──────────────────────────────────────────────────┐
│Mail you have <R>eceived <S>ent <B>oth ..... ░ │
│Only for this date range ......░░░░░░░░ ░░░░░░░░ │
└──────────────────────────────────────────────────┘
Choose whether you want to print out mail that has been <R>eceived,
<S>ent, or <B>oth.
If you wish to print out memos from a specific period of time, enter a
date range. If you want all memos, leave the date fields blank.
<P>roceed to print out your memos.
<M>odify to make changes to the criteria.
<Q>uit to return to the menu screen without printing.
If you have the network version of LMS you will have to verify whether
you are using a <L>ocal or <N>etwork printer.
______________________________________________________________________
Page A-24 08/28/90
List Management System A - Processing
______________________________________________________________________
ADMINISTRATION
▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄
MASTER PASSWORD
A master password can be created to guard against misuse of certain
functions (such as deleting users as well as important information).
Once a password is created, it will be required to perform
administrator functions. If no password is created, everyone can
perform administrator functions.
When entering this option, the following screen appears:
╔════════════════════════════════════════════════════════════╗
║ CREATE ADMINISTRATOR PASSWORD ║
║The system administrator has the authority to perform ║
║certain reserved functions such as deleting a user from the ║
║system and system wide data purges. Once this password has ║
║been created, only operators who know the password will be ║
║permitted to access administrator level functions. If you ║
║do not enter a password, all users are administrators. ║
╚════════════════════════════════════════════════════════════╝
CREATE ADMINISTRATOR PASSWORD (Y/N) => ▒
- Say <N>o, and you will return to the menu screen.
- Say <Y>es, and the following screen will appear:
╔════════════════════════════════════════════════════╗
║ ADD/MODIFY ADMINISTRATOR PASSWORD ║
║Please enter the password now. You will get another║
║chance to correct any errors. Only the first 5 ║
║characters are validated. Upper & lower case do ║
║not matter. Press <ENTER> now for no password. ║
╚════════════════════════════════════════════════════╝
PASSWORD => ░░░░░░░
Type in your password and press <ENTER>. (If you do not wish to
create a password at this time, simply press <ENTER> without a
password). The following screen appears:
╔═══════════════════════════════════════════════════════╗
║Now enter the exact same password a second time to ║
║confirm that you have not made an error. If the second║
║password does not match the first, we will repeat the ║
║entire process. ║
╚═══════════════════════════════════════════════════════╝
PASSWORD => ░░░░░░░░
______________________________________________________________________
Page A-25 08/28/90
List Management System A - Processing
______________________________________________________________________
Type in your password again and press <ENTER>. (If you have not
entered a password, simply press <ENTER>.)
If you have not entered the password correctly both times, you will be
taken through the process again.
If you have successfully entered a password, the system will let you
know that the "ADMINISTRATOR PASSWORD HAS BEEN SET!".
▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄
USER FILE UPDATE
This option allows you to enter, modify or delete the names of all
those who will be accessing the calendar and mailbox options. It is
this browse screen which appears whenever a user must be identified to
enter and view appointments, expenses or mail.
To add a user name, press <INS> at the logon file screen.
Enter the user's last name, first name, department code and level.
Say <Y>es or <N>o to "ENTER/MODIFY PASSWORD (Y/N) =>". If a password
is created, it will permit you to send private mail to the user.
If you wish to create a password, the following screen appears:
╔════════════════════════════════════════════════════╗
║ ADD/MODIFY PASSWORD ║
║Please enter the password now. You will get another║
║chance to correct any errors. Only the first 5 ║
║characters are validated. Upper & lower case do ║
║not matter. Press <ENTER> now for no password. ║
╚════════════════════════════════════════════════════╝
PASSWORD => ░░░░░░░
Type in your password and press <ENTER>. (If you do not wish to
create a password at this time, simply press <ENTER> without a
password). The following screen appears:
╔═══════════════════════════════════════════════════════╗
║Now enter the exact same password a second time to ║
║confirm that you have not made an error. If the second║
║password does not match the first, we will repeat the ║
║entire process. ║
╚═══════════════════════════════════════════════════════╝
PASSWORD => ░░░░░░░░
______________________________________________________________________
Page A-26 08/28/90
List Management System A - Processing
______________________________________________________________________
Type in your password again and press <ENTER>. (If you have not
entered a password, simply press <ENTER>.)
If you have not entered the password correctly both times, you will be
taken through the process again.
If you have successfully entered a password, the system will let you
know that the "PASSWORD HAS BEEN SET!".
To add another name to the logon file, press <INS>.
To delete a user from the logon file, place the cursor next to the
desired name and press <DEL>. Enter the master password, and say
<Y>es to "CONFIRM DELETE THIS RECORD Y/N =>". The user name will no
longer appear in the logon file.
▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄
DEPARTMENT CODES
If your company is departmentalized, you more than likely send memos
to specific departments on a regular basis. By creating department
codes in this option, LMS allows you to:
1. Code users by department; and
2. Send interdepartmental memos.
When entering this option, the following screen appears:
╔════════════════════════╗
║Department Code Update ║
║* Print Department List ║
║Quit & Return to Menu ║
╚════════════════════════╝
Department code update. Press <INS> to add a department code. Enter
a three-character code and the long name of the department.
Press <INS> to add another department code, or press <ESC> to return
to the menu screen.
Print department list. Type an asterisk (*) to print out a complete
list of department codes and names.
______________________________________________________________________
Page A-27 08/28/90
List Management System A - Processing
______________________________________________________________________
UTILITIES
▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄▄
LOGON (CHANGE USER)
If you have already logged on as yourself in the system, but need to
logon as someone else (to enter appointments for that person, for
example), use this option to change the user name.
Also, if you share a computer with other users, this option is
employed to change from one user to another.
Simply place the cursor at the desired user name and press <ENTER>,
then <ESC> to go on.
______________________________________________________________________
Page A-28 08/28/90
List Management System B - SUBLISTS
______________________________________________________________
LIST MANAGEMENT SYSTEM
CHAPTER B - SUBLISTS
TABLE OF CONTENTS
B/A - CRITERIA . . . . . . . . . . . . . . . . . . . . . . . . . 2
SETTING UP THE SELECTION CRITERIA . . . . . . . . . . . . . 2
DESCRIPTION . . . . . . . . . . . . . . . . . . . . . . 2
GEOGRAPHIC SELECTIONS . . . . . . . . . . . . . . . . . 3
CALENDAR FOLLOW UP . . . . . . . . . . . . . . . . . . 3
USING THE CODE FILE AS SELECTION CRITERIA . . . . . . . . . 3
MATCHING / NON MATCHING . . . . . . . . . . . . . . . . . . 5
AUTOPILOT . . . . . . . . . . . . . . . . . . . . . . . . . 5
B/B - SELECT RECORDS TO THE SUBLIST . . . . . . . . . . . . . . . 7
B/C - SELECT/CLEAR SUBLIST . . . . . . . . . . . . . . . . . . . 8
B/D - CRITERIA REPORT . . . . . . . . . . . . . . . . . . . . . . 8
_____________________________________________________________________
Page B-1
List Management System B - SUBLISTS
______________________________________________________________
B/A - CRITERIA
THE PURPOSE OF THIS PROGRAM IS TO CREATE A "TEMPLATE" OF GEOGRAPHIC
and/or SYSTEM CODES and/or FOLLOW UP CALENDAR DATES THAT WILL BE USED
TO SCAN THE MASTER LIST AND FIND ALL THE NAMES THAT MATCH THE
TEMPLATE. AFTER YOU CREATE THE "TEMPLATE", IT WILL BE USED AS A FILTER
TO SELECT ALL THE MATCHING NAMES FROM A MASTER LIST TO A NEW FILE
CALLED - A "SUBLIST".
read on ...
One of the most powerful features of this system is the ability to
scan a master list and select a subset of records that match on
something in common. After you have input many names to your list and
optionally entered classification codes and follow up dates, etc. you
may want to get a SUBLIST of a select group of names on the list with
certain common information.
For example, a personnel agency has entered a list of all clients, and
coded each persons job skills and preferences. A requisition has come
through for a particular type of person to fill the job. The agent can
use the selection criteria feature of LMS to create a SUBLIST of all
clients who could fill that job. Once the sublist is created he can:
- view the names on the screen
- print a report of the selected names
- print mailing labels
- print form letters
▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀
SETTING UP THE SELECTION CRITERIA
IMPORTANT - When setting up a template for selection criteria, enter
ONLY the information required to make the selection. You should leave
any field NOT required for the selection blank! The rule is, "When in
doubt, leave it out".
DESCRIPTION
There is a large box for you to enter text describing the purpose of
this sublist. This is a "note", so you can remember the purpose of
the selection. The first line of this description is used as a "short"
description on other screens so you know if there is an active
sublist.
_____________________________________________________________________
Page B-2
List Management System B - SUBLISTS
______________________________________________________________
GEOGRAPHIC SELECTIONS
The screen provides several spaces for you to enter cities, states,
and postal zones. If you want to select everyone in the cities of "New
York" and "Boston", enter those names in the first two areas for
cities. NOTE: If you enter "New York", as the city, only records with
the city spelled EXACTLY this way will be selected (upper or lower
case does not matter).
CALENDAR FOLLOW UP
DATE Enter the date. The system will select all records with a
calendar follow up date on or before the date you specify.
INITIALS If you specify something here, only follow up for this
person will be selected. There may be more than one person
using this list, and each can have his own follow up items
by putting his initials in the follow up data.
OPEN
COMPLETE Enter "O" to select only names with open items on the
calendar, or "C" to select only completed items on the
calendar.
▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀
USING THE CODE FILE AS SELECTION CRITERIA
Use the menu at the bottom of the screen to select the CODES option.
On the left side of the screen is a menu of the master code
categories. Use the arrows to highlight your selection and press
<Enter>. On the right side of the screen will be a list of the
subcodes for the selected master code with a place for you to specify
which codes you want for this selection.
_____________________________________________________________________
Page B-3
List Management System B - SUBLISTS
______________________________________________________________
MASTER CODES SUB CODES - SKILLS OFFICE
┌───────────────────┐ ┌──────────────────────────┐
│A- SALARY/WAGE + │ │A- TYPING 5*│
│B- LOCATION + │ │B- BOOKKEEPING 3░│
>>│C- SKILLS OFFICE + │ │C- OFFICE MANAGEMENT 5░│
│E- SKILLS TECH │ │D- RECEPTION ░░│
│... │ │E- INSIDE SALES ░░│
│ │ │F- OUTSIDE SALES ░░│
└───────────────────┘ │G- TELEPHONE SALES ░░│
│H- YEARS EXPERIENCE 5*│
│I- ░░│
│J- ░░│
└──────────────────────────┘
The "+" in the master code box on the right of any category indicates
that the search includes codes in these categories. The SUB CODES box
on the left is currently displaying the choices under SKILLS OFFICE.
The "5" in TYPING indicates that on a scale of 1-9, we want a person
with skill level of "5" or higher. The "*" in TYPING means that this
code is mandatory in the search. If a person does not have at least a
"5" in their typing skills, they will not be included, no matter how
many other skills they have. The search also indicates that we want 5
or more years of experience, and that is also mandatory. Anyone with
less than 5 years is also eliminated.
When you are finish with the codes, the screen will display:
NUMBER OF CODES EVALUATED ............. nn
NUMBER REQUIRED TO SELECT ............. ░░
"nn" is a count of how many codes you have made part of the selection
criteria. Below that you must enter the number required for selection.
LMS creates the sublist by comparing the codes you entered for each
person on the master list to the codes you specified in the search
criteria. If a person has a code equal or greater to the one in the
search criteria, it is counted as a YES. At the end of the search, if
the YES count is equal or greater than the NUMBER REQUIRED TO SELECT,
then this person is selected to the sublist. However, if you have any
mandatory codes in the search criteria (indicated with the "*"), and a
record on the master list does not have that particular code, the
record will NOT be selected to the sublist, no matter how many other
codes match.
_____________________________________________________________________
Page B-4
List Management System B - SUBLISTS
______________________________________________________________
▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀
MATCHING / NON MATCHING
Recall that there are three parts to each selection criteria that you
set up: (1) geography, (2) calendar, and (3) codes. For each of these
criteria, you can specify whether you want to match or not match the
criteria. In each part of the criteria on the screen there is a match
no-match field as shown below.
MATCH Y/N ....... ░
The option above adds one more possibility to the sublist selection
process. Suppose you want a list of all people with a specific set of
office skills NOT in the state of California. It would be nice if we
could set up a selection criteria that matches on the code(s) we want
for office skills but rejects anyone in California. You can! Using the
example just mentioned, you would set up a criteria with "CA" in the
state code and the geographic match field = "N". In the same criteria,
you would select the appropriate codes for office skills, and set the
code data match field = "Y".
The system will produce a list of all people with the codes you
requested that are not in California.
▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀
AUTOPILOT
When you have finished creating a "selection criteria record", it is
saved by the system for use as many times as required (until you
delete the criteria record). Creating the criteria record DOES NOT
actually create the sublist file, it just sets up the criteria. To
actually select the names you must perform the next step on the
SUBLIST menu.
After you actually create the sublist file in the "SELECT RECORDS TO
SUBLIST" option, if you add more names to the master list, the new
names WILL NOT automatically be added to the sublist. You must repeat
the selection process in order for that to happen.
The AUTOPILOT is a yes / no flag on each selection criteria record.
When you run the program to create the sublist file(s), you are
prompted:
AUTOPILOT Y/N => ▒
_____________________________________________________________________
Page B-5
List Management System B - SUBLISTS
______________________________________________________________
If you respond <Y>, the program will sequentially process each
selection criteria record with the autopilot flag equal to "Y". If you
respond "N", the program only creates the sublist you request.
Assume the following scenario. You have a master list of all of your
customers. Each customer has a code that indicates the type of product
they buy. You have six different types of products and each salesman
in your company sells a different product. Therefore you have created
six different sublists from the customer file by product code.
After adding many new customers to the master list, and indicating
which products they buy, you want to recreate ALL 6 of the sublists
for each product code so they have the latest customer information.
If you enter "Y" in the "AUTOPILOT" field of the selection criteria,
the selection processing program can optionally perform all of the
selections flagged for autopilot at one time, say during your lunch
break, or over night if the list is very large.
_____________________________________________________________________
Page B-6
List Management System B - SUBLISTS
______________________________________________________________
B/B - SELECT RECORDS TO THE SUBLIST
This is the "processing" program that scans through the entire Active
Master List (AML) while evaluating a selection criteria to create or
recreate the Active Sub List (ASL). Any record on the AML that fits
the selection criteria will be selected to the sublist.
Depending on (1) the size of the AML and (2) the number of items in
the selection criteria, this process can take some time. If for any
reason you need to interrupt the program, press the <Space bar> to
return to the system menu. If you interrupt the program, the sublist
will be incomplete. You can repeat the process as often as required.
WHY REPEAT THE PROCESS?
Suppose you create a criteria to select everyone postal zone "11010".
Then you run this program to get the sublist. Later you add more names
to the master list. If you added new names in the same postal zone,
they will NOT automatically add to the sublist. Just rerun this
program to recreate the sublist.
The selection criteria browse screen displays all criteria records in
the system and indicates (1) the last date processed, and (2) the
number of records selected.
AUTOPILOT MODE Y/N => ░
If you respond "Y" to this prompt, the selection program will
automatically create or recreate every sublist for ALL criteria
records flagged as "Y" in the "AUTOPILOT" field. See "CRITERIA" on
this menu for a complete explanation the "AUTOPILOT".
_____________________________________________________________________
Page B-7
List Management System B - SUBLISTS
______________________________________________________________
B/C - SELECT/CLEAR SUBLIST
This option is on several menus to provide easy access without having
to change to another menu. When selected, a popup window of selection
criteria records is displayed.
TO SELECT
Use the cursor control keys to point to the sublist you want, and
press <Enter> for your choice. This becomes the new Active Sub List
(ASL). When you return to the system menu, the name of the ASL will
appear on top of the menu, below the name of the master list.
TO CLEAR
Press <Escape> from the browse window. When you return to the system
menu, there will be no ASL.
_____________________________________________________________________
Page B-8
List Management System B - SUBLISTS
______________________________________________________________
B/D - CRITERIA REPORT
This program prints a hard copy report of the information in each
selection criteria record. The report can be used to "see" exactly how
each sub list was created.
_____________________________________________________________________
Page B-9
List Management System C - LIST UTILITIES
________________________________________________________________
LIST MANAGEMENT SYSTEM
CHAPTER "C" - LIST UTILITIES
TABLE OF CONTENTS
C/A - ADD / DELETE LIST . . . . . . . . . . . . . . . . . . . . . 2
ADDING A LIST . . . . . . . . . . . . . . . . . . . . . . . 2
DELETING A LIST . . . . . . . . . . . . . . . . . . . . . . 2
LIST PASSWORDS . . . . . . . . . . . . . . . . . . . . . . . 3
C/C - REINDEX . . . . . . . . . . . . . . . . . . . . . . . . . . 4
C/D - REORGANIZE . . . . . . . . . . . . . . . . . . . . . . . . 5
C/E - LIST CONVERSION . . . . . . . . . . . . . . . . . . . . . . 6
______________________________________________________________________
Page C-1 08/29/90
List Management System C - LIST UTILITIES
________________________________________________________________
C/A - ADD / DELETE LIST
This program creates a set of files that, together, contain the data
for a list. This program is a SETUP step to start a list. When you
create a new list, the program asks you to enter some basic
information about that list.
The program begins with a browse screen of all the lists in your
system. If there are no lists, the program automatically goes to the
"ADD" mode. From the browse screen you can:
- Add a new list
- Modify the list information including an optional password
- Delete a list.
▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀
ADDING A LIST
From the browse screen, press <Ins>.
First, enter a list code of up to five characters. This will be used
by the system as the prefix for all DOS files names associated with
this list.
Next, enter your name, title, company name, address, city, state and
zip code. This is used for the return address when printing form
letters on plain paper rather than letterhead.
IMPORTANT: Enter the description of the list. The description you
enter here is displayed on the system menu screen and most of the
program screens whenever this list is being processed. Be sure to
enter a meaningful description that will identify the purpose of the
list.
If you need to restrict access to a master list, you can do so by
entering a password. Once a password is created for a master list, it
will always be required by the system whenever that list is selected
for processing. If you don't wish to use a password, press ENTER at
this point.
▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀
DELETING A LIST
______________________________________________________________________
Page C-2 08/29/90
List Management System C - LIST UTILITIES
________________________________________________________________
From the browse screen, use the cursor to point to the list to be
deleted. Press <Enter> to delete. OF COURSE ALL OF THE NAMES, CODES,
HISTORY, NOTES, ETC. ARE REMOVED FROM YOUR HARD DISK!!
▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀
LIST PASSWORDS
From the browse screen, use the cursor to point to the list to be
deleted. Press <Enter>. The same screen used to add the list appears
and permits you to change the data. If there was a password, you must
know it to perform this function.
______________________________________________________________________
Page C-3 08/29/90
List Management System C - LIST UTILITIES
________________________________________________________________
C/C - REINDEX
This program is provided in case it is necessary to recreate the index
files for any list in your system. Normally, this is not necessary.
However, if you have any type of problem with your hard disk, try
running this option to see if it restores access to your list data.
REMEMBER - NEVER TURN OFF YOUR COMPUTER WITHOUT EXITING THE SYSTEM
MAIN MENU. FAILURE TO DO SO CAN CAUSE FILE DAMAGE!
______________________________________________________________________
Page C-4 08/29/90
List Management System C - LIST UTILITIES
________________________________________________________________
C/D - REORGANIZE
This is similar to the REINDEX option except that this option will
physically: (1) recover used hard disk space occupied by deleted
records, and (2) rearrange the data records to match the primary file
index. This can help improve performance for any list that has had a
lot of updating over a period of time.
If you are not adding and deleting a lot of data on your list, this
step is probably unnecessary.
WARNING: YOU MUST HAVE AT LEAST DOUBLE THE SPACE OCCUPIED BY THE LIST
FILES AVAILABLE ON YOUR HARD DISK OR YOU WILL RUN OUT OF DISK SPACE!!
______________________________________________________________________
Page C-5 08/29/90
List Management System C - LIST UTILITIES
________________________________________________________________
C/E - LIST CONVERSION
This program is provided to assist in the conversion to version 1.3 of
LMS from a prior release. Version 1.3 and above have separate fields
for first and last names, and format all phone numbers uniformly as
xxx-xxx-xxxx. This program reads all of the names on any selected list
and separates the name field into first and last name. It also
arranges the phone numbers in the uniform pattern.
This program might also come in handy if you are importing another
Dbase file using the "Bridge" program (see system Utilities) into the
LMS system. If the source file has only a name field, you can use this
program to separate the first and last names after the import
operation.
______________________________________________________________________
Page C-6 08/29/90
List Management System D - CODES & PROFILE
______________________________________________________________________
LIST MANAGEMENT SYSTEM
CHAPTER "D"
CODES & PROFILE
TABLE OF CONTENTS
D/A - CODE DEFINITIONS . . . . . . . . . . . . . . . . . . . . . 2
MASTER CODES . . . . . . . . . . . . . . . . . . . . . . . . 2
SUBCODES . . . . . . . . . . . . . . . . . . . . . . . . . . 3
D/B - BATCH UPDATE CODES . . . . . . . . . . . . . . . . . . . . 4
D/C - CODE DEFINITION REPORT . . . . . . . . . . . . . . . . . . 5
_____________________________________________________________________
Page D-1 08/29/90
List Management System D - CODES & PROFILE
______________________________________________________________________
D/A - CODE DEFINITIONS
LMS features a VERY flexible coding system which allows you to
classify and code any type of information you may need to track for
each record on any list.
This screen is used to create the code definitions associated with a
specific master list. There are 180 possible codes that you can define
for each master list. Later, when you are entering name and address
information, you will be able to display the code definitions you
created in this program, and specify which codes apply to the name on
the screen.
Finally, you can use the codes to scan any master list and create a
"SUBLIST" file of all the names that match (or don't match) on a
specific set of codes you wish to see. Sublist files can printed on
reports, displayed on the screen, and used for form letters. They are
temporary work files that can be created and processed as often as
needed.
The best way to understand this, is by using an example. Suppose you
have created an LMS list of doctors names and addresses. You would
like to be able to easily identify some basic information about each
doctor on the list. For example, what kind of doctor, what type of
practice, etc.
▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀
MASTER CODES
The first step is to set up a "Master Code" definition. LMS identifies
each master code with a letter "A" through "T". To "define" a master
code, you pick the letter you want from a menu, and enter a
descriptive title.
┌──────────────────────┐
│ MASTER CODES │
│ │
│A - TYPE OF MD (1) │
│B - TYPE OF MD (2) │
│C - TYPE OF PRACTICE │
│D - │
└──────────────────────┘
Figure 1
In the example above, the user has supplied a title (description) to
master codes "A", "B" and "C". For each master code, LMS allows you to
define nine related "Subcodes". Each subcode is identified by a number
(1-9).
_____________________________________________________________________
Page D-2 08/29/90
List Management System D - CODES & PROFILE
______________________________________________________________________
▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀
SUBCODES
┌───────────────────┐ ┌─────────────────┐ ┌───────────────┐
│ MASTER CODES │ │ SUBCODES (A) │ │ SUBCODES (B) │
│ │ │ │ │ │
│A. TYPE OF MD (1) │ │1. GENERAL │ │1. IMMUNOLOGY │
│B. TYPE OF MD (2) │ │2. PEDIATRICIAN │ │2. ANESTHESIA │
│C. TYPE OF PRACTICE│ │3. GYNECOLOGIST │ │3. DERMATOLOGY │
│D. │ │4. INTERNIST │ │4. GERIATRICS │
│E. │ │5. CARDIOLOGIST │ │5. HYGIENE │
└───────────────────┘ │6. E-E-N-T │ │6. PATHOLOGY │
│7. PEDIATRIST │ │7. OPTOMETRY │
│8. ENDOCRINOLOGY │ │8. NEUROLOGY │
│9. ONCOLOGIST │ │9. PSYCHOLOGY │
└─────────────────┘ └───────────────┘
Figure 2 - Master Codes & Subcodes
Figure 2 shows how the user defined codes to identify the type of
doctor. Notice that since LMS only provides 9 subcodes for each master
code, this set of code definitions used master codes "A" and "B" for
type of doctor, providing for a total of 18 subcodes. Of course, this
is only an example.
CAUTION: ONCE ESTABLISHED, THE MEANING OF THE CODES SHOULD NOT BE
MODIFIED OR ALL RELEVANCE TO THE MASTER LIST FILE WILL BE LOST. GIVE
SOME SERIOUS THOUGHT TO THE TYPE OF CODING YOU NEED BUT DON'T OVER
COMPLICATE THINGS.
_____________________________________________________________________
Page D-3 08/29/90
List Management System D - CODES & PROFILE
______________________________________________________________________
D/B - BATCH UPDATE CODES
This is a batch processing program that will automatically flag
records on a list with the code values you specify here. For example,
suppose you have selected 500 names to a sublist, and sent all of them
a sales catalog. Now you want to set a code flag for everyone on that
sublist to indicate that a catalog was sent. Perform the following
steps to accomplish the task:
- MAKE SURE YOU HAVE SELECTED THE CORRECT ACTIVE SUBLIST!
- Press ENTER at each master code to get to the subcodes list.
- Now, either enter or change the sub code value.
- Press ESCAPE to go back to the master codes.
- Press ESCAPE when finished.
- Answer YES to "DO YOU WANT TO UPDATE THESE CODES?"
REMEMBER, EVERY RECORD ON THE MASTER LIST WITH A MATCHING RECORD ON
THE SUBLIST IS UPDATED. ANY EXISTING CODE IS REPLACED BY THE UPDATED
CODE.
_____________________________________________________________________
Page D-4 08/29/90
List Management System D - CODES & PROFILE
______________________________________________________________________
D/C - CODE DEFINITION REPORT
Use this program to get a printed copy of the current code file
descriptions.
_____________________________________________________________________
Page D-5 08/29/90
List Management System E - FORM LETTERS
___________________________________________________________________
LIST MANAGEMENT SYSTEM
CHAPTER "E"
FORM LETTERS
TABLE OF CONTENTS
E/A - ADD / MODIFY / DELETE . . . . . . . . . . . . . . . . . . . 2
LETTER CATALOG FILE . . . . . . . . . . . . . . . . . . . . 2
PROGRAM OPERATION . . . . . . . . . . . . . . . . . . . . . 2
ENTERING THE TEXT OF A LETTER . . . . . . . . . . . . . . . 3
E/B - BATCH PRINT LETTERS . . . . . . . . . . . . . . . . . . . . 4
RESTART PRINTING . . . . . . . . . . . . . . . . . . . . . . 4
E/C - FORM LETTER REPORT . . . . . . . . . . . . . . . . . . . . 5
______________________________________________________________________
Page E-1 08/29/90
List Management System E - FORM LETTERS
___________________________________________________________________
E/A - ADD / MODIFY / DELETE
One of the most important functions of the LMS system is the ability
to send letters to one or more persons on a list. This program is used
to enter, modify or delete the text of a letter.
▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀
LETTER CATALOG FILE
In order to manage the letters you store in your system, LMS maintains
a LETTER CATALOG FILE of all the letters you have created. The
information in the catalog is as follows:
SUBJECT Enter up to 10 characters describing this letter. Letters
are stored in the catalog alphabetically by subject. This
enables you to group letters of similar topics together on
the browse screen so you can find the one you want to print.
Some examples might be, COLLECTIONS, JOB OFFER, SALES INFO,
etc.
EXTRACT One or two sentences further describing the letter. You may
have several different collection letters such as 30 days,
60 days, notice of collection proceedings, etc.
AUTHOR Who wrote this letter.
DATE The last date this letter was updated.
▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀
PROGRAM OPERATION
The program begins with a browse window of the letter catalog file. If
the letter catalog is empty, the program asks if you want to add a
letter to the file. If there are already letters on file, they will
appear in the browse window.
- To edit an existing letter, use the cursor control keys
to point to the letter on the browse screen and press
<Enter>.
- To add a new letter press <Ins>. The program will
pop the catalog information window.
- To delete a letter, point to the letter on the
browse screen and press <Del>. You will get a
message confirming you want to delete the letter.
If you respond "Y", it will be removed from the
system.
______________________________________________________________________
Page E-2 08/29/90
List Management System E - FORM LETTERS
___________________________________________________________________
First, enter the catalog information described above. Next, the
program will open the word processing window and permit you to enter
or modify the text of the letter.
▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀
ENTERING THE TEXT OF A LETTER
You probably already recognize that the word processor used to enter
the letter is the same as that used in the NOTEPAD. Press <F1> from
the word processor for a help screen about the word processor.
NOTE: The date and greeting are automatically inserted into each
letter (greetings are created in client record). Therefore, DO NOT
include them in the letter.
REMEMBER - Press <F10> to save the letter.
______________________________________________________________________
Page E-3 08/29/90
List Management System E - FORM LETTERS
___________________________________________________________________
E/B - BATCH PRINT LETTERS
There are two ways to print form letters:
1. From the "View / Modify" screen select the "LETTER" option
from the side menu. The program will pop the letter catalog
browse window and permit you to make a selection for the
letter you want to print. the selected letter is immediately
printed to the name on the screen.
2. From this program, you to select a letter from the letter
catalog browse screen and send it to everyone on a master
list or selected sublist.
Before you begin the batch print operation (this program), make sure
you have selected the proper master list and optional sublist for
processing. Next, select the letter to be printed from the letter
catalog. The screen provides specific options on how to handle the
salutation on the letter.
After printing has started, you may press the <Space Bar> to stop
printing at any time before the process is complete.
▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀
RESTART PRINTING
Just before the program actually beings printing, it will ask if this
is a restart. For example, suppose you selected 200 names to a sublist
and started printing letters. In the middle of the print job the paper
in the printer jams and one or more letters is unusable. You may press
the <Space Bar> to terminate printing, and then restart the program.
This time answer <R> to the restart prompt. The program will pop a
browse window of all the names on the list or sublist. Use the <Pgup>
<Pgdn> and arrow keys to point to the name
where you want to resume printing. That will be the first letter
printed.
HINT: After sending a letter using the batch print option, you may
want to update one of the codes to indicate which letter was sent.
This will enable you to select a sublist, for example, of everyone who
received letter #15. See the section on CODES - BATCH UPDATE for
information on how to perform this function.
______________________________________________________________________
Page E-4 08/29/90
List Management System E - FORM LETTERS
___________________________________________________________________
E/C - FORM LETTER REPORT
Use this option to get a printed report of all of the form letters
cataloged in your system. The report has an option to print only the
letter catalog information, or to also include the text of each
letter.
______________________________________________________________________
Page E-5 08/29/90
List Management System H - Telemarketing
________________________________________________________________
LIST MANAGEMENT SYSTEM
CHAPTER "H" TELEMARKETING
TABLE OF CONTENTS
(H/A) SALESREP LOGON FILE . . . . . . . . . . . . . . . . . . . . 2
(H/D) OUTBOUND CALLING . . . . . . . . . . . . . . . . . . . . . 3
INBOUND . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
PRINT ORDERS . . . . . . . . . . . . . . . . . . . . . . . . . . 8
_____________________________________________________________________
Page H-1 08/28/90
List Management System H - Telemarketing
________________________________________________________________
(H/A) SALESREP LOGON FILE
A salesrep needs to be identified in the system before accessing any
telemarketing features. This option allows you to add, modify or
delete salesrep names from the logon file. Once salesrep names are
added to this file, phone orders can be entered and tracked by
salesrep.
Add Name
Press <INS>, type in a salesrep's last name, press <ENTER>, type in
the first name and press <ENTER> again.
Press <INS> to add another salesrep to the logon file, or press <ESC>
to return to the menu screen.
Modify Name
To modify logon information, use <up arrow> <down arrow> <PgUp> <PgDn>
<HOME> or <END> to go to the desired salesrep.
Press <ENTER> at the desired salesrep, and make your changes to the
salesrep name.
Press <ENTER>, then <ESC> to return to the menu screen.
Delete Name
To delete a name from the logon file, go to the desired name, and
press <DEL>. Say <Y>es to "Confirm delete this record?", press <ESC>
to return to the menu screen.
_____________________________________________________________________
Page H-2 08/28/90
List Management System H - Telemarketing
________________________________________________________________
(H/D) OUTBOUND CALLING
The Outbound Calling option is used mainly for cold-calling from a
customer list. The system will automatically dial the customer's
telephone number (if you have a modem), and also allow you to enter
order information on products you have entered in the Part Master
file.
First, make sure you have entered modem information in option <F><A>
(SETUP & HELP - INSTALLATION PARAMETERS). Also, please refer to
SUMMARY OF CHANGES IN VERSION 2.0.
Next, go to <H><D> (TELEMARKETING - OUTBOUND CALLING).
Choose a logon name from the browse screen and press <ENTER>. The
following appears:
╔═══════════════════════════════════════════════════════════╗
║You can print your orders after each phone call, or wait ║
║until you are finished with all calls and print all orders.║
╚═══════════════════════════════════════════════════════════╝
Print order after each phone call (Y/N)=>
If you say <Y>es, each time you successfully complete an order
(explained later), the order will print before you start the next
call. Otherwise, you can print the orders in batch mode using the
"PRINT ORDERS" option in this section.
As the customer browse screen appears, choose the customer you wish to
call and press <ENTER>. The following popup window will appear:
╔═══ < SELECT A PHONE # > ═╗
║ Store - 555 555-5555 ║
║ Fax - 555 555-4444 ║
║ Home - 555 555-4545 ║
║ ║
║ Press <ENTER> to Dial ║
║ Press <ESC> to Cancel ║
╚══════════════════════════╝
Highlight the number you want and press <ENTER> to dial. After the
program dials the number, the customer screen will appear on the
screen. Of course, if you don't have a modem hooked up to your
computer, you
_____________________________________________________________________
Page H-3 08/28/90
List Management System H - Telemarketing
________________________________________________________________
must manually dial the number.
╔ < SELECT AN OPTION > ══╗
║ Modify this Data ║
║ Remove this Data ║
╟────────────────────────╢
║ Profile ║
║ Notepad ║
║ History/Followup ║
║ Codes ║
║ Letters ║
╟────────────────────────╢
║ Order Processing ║
║ Quit ║
║ ║
╚════════════════════════╝
Order Processing - Once you enter the Order Processing option, you
will be taken to the product file where you can call up available
products along with their scripts.
Enter a product (part) number in the product screen. If you don't
remember the part #, just type in a single letter or number and press
<ENTER> to call up the product browse screen.
_____________________________________________________________________
Page H-4 08/28/90
List Management System H - Telemarketing
________________________________________________________________
Place the cursor on the desired product and press <ENTER> to call up
the product information on the screen. The following options also
appear:
╔═══════ < OPTIONS > ════════╗
║ I Information requested ║
║ O Order this product ║
║ R Review this call ║
║ N Notepad ║
║ S Script ║
╟────────────────────────────╢
║ L Locate part # ║
║ + Next part # ║
║ - Previous part # ║
║ Q Quit ║
║ ║
╚════════════════════════════╝
I - Information requested. If the customer has asked for additional
information on products, pricing, etc., use this option to remind you.
Once you press <I>, the word "INFORMATION" appears in block letters on
the screen.
O - Order this product. If the customer wishes to order this product,
simply enter the quantity being ordered, and the selling price level
(A,B,C or *). Press <ENTER> to return to the options box.
R - Review this call. When you are finished with your sales call, you
can view, modify or delete items on the order. Use the Up/Dn arrow,
PgUp/PgDn, Home or End key to go to the desired item on the order.
- Press <ENTER> to modify the quantity or price.
- Press <DEL> to delete the item from the order. Say <Y>es to
confirm the deletion.
- If you have used the Information Requested option, the
screen will also display a ***SEND INFORMATION*** message.
- Press <ESC> when finished.
_____________________________________________________________________
Page H-5 08/28/90
List Management System H - Telemarketing
________________________________________________________________
N - Notepad. This option allows you to call up the customer's notepad
to view or add notes. Use the prompts at the bottom of the screen to
help you. Press <F10> when finished.
S - Script. Use this option to call up the script you have previously
entered for this product. Or, you can create a script for this
product now by using the prompts at the bottom of the screen to help
you. Press <F10> when finished.
L - Locate part #. Locate the next product to be ordered. Press <L>
and enter the desired part # (or enter a letter or number and press
<ENTER> to call up the browse screen).
<+> Next part #. The plus (+) sign takes you to the next part # in
the product file.
<-> Previous part #. The minus (-) sign takes you to the previous
part # in the product file.
Q - Quit. When you are finished with this customer, <Q>uit takes you
back to the customer information screen.
Press <Q>uit again to go back to the customer browse screen. An order
confirmation box appears with the following information:
┌───────────────────────────────────────────────────┐
│Your order confirmation number is ....... 501213 │
│Your order total is ..................... 22.00 │
└───────────────────────────────────────────────────┘
If you had told the system to print orders after each phone call, the
order will print out now.
Either choose another customer to call, or press <ESC> to return to
the menu screen.
_____________________________________________________________________
Page H-6 08/28/90
List Management System H - Telemarketing
________________________________________________________________
INBOUND
This option is designed for salesreps who answer the phone and process
customer orders. It works in exactly the same way as the Outbound
Calling option without the telephone dialing feature. After answering
the phone, the salesrep can find or add a customer on the list file,
and then switch to the product master file to process an order.
Please refer to the "Outbound" section for details on order
processing.
_____________________________________________________________________
Page H-7 08/28/90
List Management System H - Telemarketing
________________________________________________________________
PRINT ORDERS
This option will print out a list of all phone orders by salesrep for
a specified date range.
┌─────────────────────────────────────────────────┐
│ Salesrep (S)elect (A)ll ..............░░░░ │
│ Date range .............░░░░░░░░░░ ░░░░░░░░░░│
└─────────────────────────────────────────────────┘
To print orders for a particular salesrep, press <S>elect. To print
orders for all salesreps, press <A>ll.
Next, enter the desired date range. If you have asked for orders for
a particular salesrep, the user logon file appears where you can
choose the desired salesrep. Once you press <ENTER> at the salesrep,
you have the following options:
<P>roceed - to print out the order(s).
<M>odify - to make changes to the report criteria.
<Q>uit - to cancel this option and return to the menu screen.
_____________________________________________________________________
Page H-8 08/28/90
LMS MANUAL I - SYSTEM UTILITIES
_____________________________________________________________________
LIST MANAGEMENT SYSTEM
I - SYSTEM UTILITIES
TABLE OF CONTENTS
SYSTEM FILES . . . . . . . . . . . . . . . . . . . . . . . . . . 2
A - REINDEX SYSTEM FILES . . . . . . . . . . . . . . . . . . . . 3
PROGRAM PROCESSING . . . . . . . . . . . . . . . . . . . . . 3
B - REORGANIZE SYSTEM FILES . . . . . . . . . . . . . . . . . . . 4
C - FILE STRUCTURES . . . . . . . . . . . . . . . . . . . . . . . 5
D - CUSTOMIZE MENU . . . . . . . . . . . . . . . . . . . . . . . 6
E - BRIDGE . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
_____________________________________________________________________
Page X-1 08/29/90
LMS MANUAL I - SYSTEM UTILITIES
_____________________________________________________________________
SYSTEM FILES
These files are not related to any specific list that you create in
your system. That is to say, they do not contain any data relating to
the name and address information you enter in the list files. They
include the following:
ITEM Item (part#) master file (*)
ITEMSC Item script file. (*)
LMSID Salesrep ID file. (*)
LMSMSTR Master list catalog.
LETTER Form letter text file.
LTRCAT Master form letter catalog.
OBHDR Telemarketing phone call log. (*)
OBDTL Telemarketing phone call line items. (*)
SEQCTL Sequence control file.
(*) Professional versions only.
_____________________________________________________________________
Page X-2 08/29/90
LMS MANUAL I - SYSTEM UTILITIES
_____________________________________________________________________
A - REINDEX SYSTEM FILES
LMS maintains ALL files in the "LMS\DATA\" subdirectory on your hard
disk. Although all of the files are in the standard Foxbase format,
the files are classified in two ways: (1) system files, and (2) list
files.
Each data file has one or more related index files that enable the
system to display the data in a particular sequence. For example, the
index file for the letter catalog is arranged alphabetically by the
"SUBJECT" field of each letter. There are 2 indexes for the Item File;
(1) by part number and (2) by keyword.
Under normal circumstances, the system maintains these index files
automatically as you enter and modify data in the various files.
However, it is possible for the index files to become damaged or
incomplete. The most common reason for a damaged index file is turning
off your computer without properly exiting from the menu back to the
operating system. An unexpected power failure can have the same
effect.
This utility program will rebuild the index files for one or all of
these files whenever necessary.
▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀▀
PROGRAM PROCESSING
The program begins with a browse window displaying all of the system
files. Each in on the screen file has a number that precedes the file
name. Use the cursor to point to the file you want to reindex and
press <Enter>. You the get this prompt:
FILE# OR ALL =>
If you enter a valid file number, the program will rebuild the all the
index files for the selected data file. If you enter the word <ALL>
instead of a file number, the program will automatically rebuild all
index files for every system file, and then return to the menu.
_____________________________________________________________________
Page X-3 08/29/90
LMS MANUAL I - SYSTEM UTILITIES
_____________________________________________________________________
B - REORGANIZE SYSTEM FILES
1. ALWAYS MAKE A BACKUP OF YOUR DATA DIRECTORY BEFORE YOU RUN THIS
PROGRAM!!!
2. THE SYSTEM REQUIRES THAT YOUR HARD DISK HAVE ROOM FOR SLIGHTLY
MORE THAN DOUBLE THE SIZE OF THE LARGEST FILE BEING REORGANIZED.
IN OTHER WORDS, TO REORG A 10 MEGABYTE FILE, YOU NEED MORE THAN
20 MEGABYTES OF FREE SPACE ON YOUR HARD DISK.
Each time you add a new record to a Dbase file, the system allocates a
specific amount of space for the data on your hard disk. When you
delete a record from a file, the space used by that record is only
marked as deleted space. The actual record remains on the hard disk
taking up space until you perform an operation known as "PACKING" the
file. Packing a Dbase file means that a new copy of the original file
is made on the hard disk AND all of the deleted record space is
physically removed from the new file making that space available on
your hard disk.
If there is a lot of adding and deleting of records to a Dbase file,
it is a good idea to "pack" that file periodically. This program
performs two functions; (1) all deleted record space is recovered from
the hard disk, and (2) the data is physically rearranged in the actual
sequence of the files primary index (which makes the index file more
efficient).
This program works exactly like the REINDEX program. Select the file
you want to "REORG" by file number from the browse window or type
<ALL> at the prompt to reorganize all of the system files.
Don't confuse this "reorganize" with the one on the "List Utilities"
menu. This one is for the system files, not the list data.
_____________________________________________________________________
Page X-4 08/29/90
LMS MANUAL I - SYSTEM UTILITIES
_____________________________________________________________________
C - FILE STRUCTURES
WHENEVER YOU RECEIVE A SYSTEM UPGRADE, RUN THIS PROGRAM AFTER
INSTALLING THE UPGRADE.
For every database file in the system, there is a file in the lib\
subdirectory named xxxx.mdl (xxxx is the name of the database file).
There is also a database in the lib\ subdirectory that is a catalog of
all of the file names in the system. The file structure maintenance
program matches the structure of each database in the system catalog
file to the structure of the corresponding ".mdl" file. If there are
any differences, the database file structure is automatically modified
to match the ".mdl" file.
_____________________________________________________________________
Page X-5 08/29/90
LMS MANUAL I - SYSTEM UTILITIES
_____________________________________________________________________
D - CUSTOMIZE MENU
In order to provide maximum flexibility, the text displayed on the LMS
menus is contained in a database file. By modifying the menu database
file, you can change the text on the menus, and/or change the names of
the programs called from the menu.
ATTENTION DBASE/FOXBASE PROGRAMMERS
If you want to add a report program to the menu, use this program to
add
a new record to the menu file. Enter the short & long menu prompt
descriptions. In the CALL field, enter the name of your program. There
are also 2 optional parameter fields incase your program has some
options.
_____________________________________________________________________
Page X-6 08/29/90
LMS MANUAL I - SYSTEM UTILITIES
_____________________________________________________________________
E - BRIDGE
This program is designed to permit you to connect an LMS list file
with any other dBASE file. The basic concept is (1) set up a cross
reference of Dbase field names between your Dbase file and the LMS
master list file structure, and (2) import the data from your file to
LMS. The program begins the menu in figure 1.
┌────────────────────────────┐
│1 - Select an LMS list file │
│2 - Select the source file │
│3 - Interface conversion │
│4 - Process conversion │
│Q - Q U I T │
└────────────────────────────┘
Figure 1 - Bridge Menu
1 - SELECT AN LMS LIST
Select the LMS master list file from the browse screen that will be
updated from your database file. Of course, you must have previously
set up a master list file with the LMS Add List program. After
selecting the list, the program will ask if you want to "ZAP" the LMS
file before adding data from your file. If you say <Y>es, all the data
in the select LMS master list is deleted, so you can start with an
empty LMS file.
2 - SELECT THE SOURCE FILE
Enter the name of YOUR database file. Include the fully qualified path
as part of the name in the format shown below.
c:\<directory>\<subdirectory>\<yourfile.dbf>
If you make a mistake, the program will issue the message "File not
found!". You cannot continue until this link is correctly established.
3 - INTERFACE CONVERSION
This step lets you establish a cross reference between your database
file structure and the LMS master list file structure. When you select
this option you will get a menu that has a few choices of
preprogrammed interfaces. If you one of the files you want is on the
menu, all you need to do is select that interface, return to the first
menu, and run option #4. If your file is not on the menu, select the
"GENERIC INTERFACE".
_____________________________________________________________________
Page X-7 08/29/90
LMS MANUAL I - SYSTEM UTILITIES
_____________________________________________________________________
GENERIC INTERFACE
You will see a menu on the left side of the screen with all the LMS
master list field names as shown in figure 2a. On the right will be a
menu of the Dbase field names from your database file.
┌<LMS data fields>┐ ┌─< Source file data fields >──┐
│ Unique key │ │ ACCTNO │
│ Company name │ │ COMPNAME │
│ Name of contact │ >>>│ ADDRESS1 │
│ Contact title │ │ ADDRESS2 │
>>>│ Address line 1 │ │ CITY │
│ Address line 2 │ │ STATE │
│ City │ │ ZIPCODE │
│ State │ │ ... │
│ Zip code │ │ ... │
│ Phone number │ │ ... │
│ Salutation │ │ ... │
└─────────────────┘ └──────────────────────────────┘
Figure 2a. Figure 2b.
┌─< Field or expression value >──┐
│ ADDRESS1 │
└────────────────────────────────┘
Figure 2c.
- Highlight an LMS field and press <Enter>.
- Highlight the field name from your database file that
corresponds to the chosen LMS field and press <Enter>.
- Your field name is shown in the box below as in figure 2c.
- Press <Enter> to accept it, or you can type any valid Dbase
function or field concatenation such as:
SUBSTR(<field1>,n,n) + <field2>
ENTERING A CONSTANT
If you want to enter a constant, such as for the letter salutation
field, do it with the square brackets such as:
[Dear Customer,]
UNIQUE KEY
_____________________________________________________________________
Page X-8 08/29/90
LMS MANUAL I - SYSTEM UTILITIES
_____________________________________________________________________
This can be very useful if your file has a unique key, such as an
account number, for each record. The LMS file structure includes a
field of up to 10 characters for a foreign key (from an interface
file). If you enter a field name for the unique key, LMS can match
your unique key value to the list data, and UPDATE information from
your file to the list.
Suppose you are interfacing the customer master file from another
Dbase system to LMS. Each record has a unique account number. After
you add and change records on the customer file, you can use the LMS
bridge to import the data again. If LMS finds a match on the account
number, it will update the LMS master list. If the account is not
found on the LMS list, a new record will be added.
_____________________________________________________________________
Page X-9 08/29/90