The Business Master (3rd Edition)

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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