The Business Master (3rd Edition)

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ULTIMATE MAIL LIST MANAGER Version 1.1 User Documentation Torbert Data Systems, Inc. P. O. Box 9218 Chesapeake, VA 23321 Telephone (804) 488-5506 BBS (804) 488-4146 COPYRIGHT (c) 1992 Torbert Data Systems, Inc. ACKNOWLEDGEMENTS ================ The ability to view the manual from the main menu utilizes LIST.COM. LIST.COM is the property of Vernon D. Buerg. The software is distributed using self-extracting EXE files that were created by LHA which is the property of Haruyasu Yoshizari. The program file, UMM.EXE was compressed using a licensed copy of PKLite Professional fro PKWare. ASP OMBUDSMAN STATEMENT ======================= "This program is produced by a member of the Association of Shareware Professionals (ASP). ASP wants to make sure that the shareware principle works for you. If you are unable to resolve a shareware-related problem with an ASP member by contacting the member directly, ASP may be able to help. The ASP Ombudsman can help you resolve a dispute or problem with an ASP member, but does not provide technical support for members' products. Please write to the ASP Ombudsman at 545 Grover Road, Muskegon, MI 49442 or send a CompuServe message via CompuServe Mail to ASP Ombudsman 70007,3536." Thank you for your interest in UMM. Your willingness to evaluate this program is greatly appreciated. By registering this copy of UMM you will receive the latest version of UMM, another product of your choice from our ULTIMATE series, and periodic update notices. "Shareware" is a term used to describe a distribution system for software. It is neither free nor public domain software. It is truly a "Try before you buy" product. Under the shareware concept, you may use this software for a reasonable trial period. After a trail period, you may either pay the registration fee or discontinue using this software. If you obtained this software from a shareware disk vendor, you might have paid a small distribution/coping fee. Torbert Data Systems receives no compensation from disk vendors that distribute this product. By registering the shareware programs you use, you encourage authors to continue to provide quality programs. Read the document REGISTER.DOC for information onregistering UMM. Taking time now to register will be greatly appreciated. Thank you for your understanding and support. Bill Torbert Torbert Data Systems P. O. Box 9218 Chesapeake, VA 23321 (804) 488-5506 ii T a b l e O f C o n t e n t s Page I. INTRODUCTION .................................... 1 What is Ultimate Mail List Manager .............. 1 Features Overview ............................... 1 II. GETTING STARTED ................................. 2 Initial Setup Instructions ...................... 2 Up and Running .................................. 3 Consistent Look and Feel ........................ 3 Hardware Requirements ........................... 5 III. UMM - RUNNING THE PROGRAM ....................... 6 Data Entry ...................................... 6 Maintain MailLists by Category ............. 6 Maintain MailLists by Name ................. 8 MailList Categories ........................ 8 Miscellaneous Activities ........................ 9 Import Data ................................ 9 Export Data ................................ 10 Special Mailing Utility .................... 11 User Definable Parameters .................. 11 Reports ......................................... 12 MailList Category Descriptions ............. 12 Telephone Directory ........................ 12 MailList File Listing ...................... 12 Notepad Subject Summary .................... 12 Labels .......................................... 13 Label Test Pattern (1 UP) .................. 13 By MailList Category(1 UP) ................. 13 Special Mailing (1 UP) ................. 13 Label Test Pattern (2 UP) ................. 13 By MailList Category(2 UP) ................. 13 Special Mailing (2 UP) ................. 13 Other Label Formats and Additional Reports ........... 13 IV. SPECIAL CONSIDERATIONS .......................... 14 Backup .......................................... 14 Comments and Feedback ........................... 14 In Case Of Difficulties ......................... 14 Other TDS Products .............................. 14 Registration Information ........................ 16 iii I. INTRODUCTION ============ WHAT IS ULTIMATE MAILLIST MANAGER? ================================== Ultimate MailList Manager (UMM) is an exceptionally easy to use software program which allows you to store detailed maillist information by category. Maintain a separate category for customers, prospects, friends, members of your organization, and much more. The ability to maintain unlimited detailed notes by date, time, and subject for each entry makes this an excellent sales prospect system. There are even a number of user-definable fields. Organize a special mailing that spans categories, (i.e. some of your associates, a few of your prospects associates, and many of your customers. Ultimate Mail List Manager does this and much more. With Ultimate Mail List Manager, you may also import and export data in three different formats, print mailing labels in one across or two across formats, use the optional Report Writer to define your own formats, or export data into one of several graphical label programs. With all these features, Ultimate Mail List Manager is truly ULTIMATE! FEATURES OVERVIEW ================= Completely menu driven POP-UP help screens always available Scrolling look up tables throughout the system Menu options include: A) Maintain MailLists By Category B) Maintain MailLists by Name C) MailList Categories D) Import Data E) Export Data F) "Special Mailing" Utility G) User Definable Parameters H) MailList Category Descriptions I) Telephone Directory J) MailList File Listing K) Notepad Subject Summary L) Label Test Pattern (1 Up) M) By MailList Category (1 Up) N) Special Mailing (1 Up) O) Label Test Pattern (2 Up) P) By MailList Category (2 Up) Q) Special Mailing (2 Up) 1 II. GETTING STARTED =============== The following information is presented to allow you to get the software up and running quickly. Sample data files have been distributed with this software and must be used during this process. INITIAL SETUP INSTRUCTIONS ========================== 1. Your CONFIG.SYS file must contain values that are equal to or greater than the following: FILES = 20 BUFFERS = 20 If you are not familiar with this file, refer to your DOS manual for additional information. The file may be maintained by using EDLIN or any ASCII text editor. 2. Create a directory under the root directory called UMM (or any other appropriate name). Example: "MD \UMM" Press <ENTER> 3. Change your path to the directory you created. Example: "CD \UMM" Press <ENTER> 4. Copy the self-extracting program UMM11.EXE to your hard disk. Example: "COPY A:UMM11.EXE Press <ENTER> (Assuming UMM11.EXE is located on floppy diskette a:) 5. Execute the installation program UMM11.EXE. Example: "UMM11" Press <ENTER> 6. When prompted with "Continue With Installation Y/N?" answer "Y" Example: "Y" Press <ENTER> 2 UP AND RUNNING ============== To run the software, you should have created a directory, changed into that directory, and placed all software in that directory. To run the program, perform the following steps. 1. To execute the program, type "UMM" and press <ENTER>. When you run the software for the first time, the keyfiles will automatically be created. These files will have extensions such as *.K01 where * will be the same as the data file name. 2. Shortly, the initial screen will appear. Press any key to continue. 3. The menu will now appear. Use the arrow keys to position the highlight bar over the desired selection and then press <ENTER>. CONSISTENT LOOK AND FEEL ======================== Feel free to "explore" the software. You will find it incredibly easy to use. The software has a consistent look and feel. Several general conventions are followed throughout the system. They will be discussed here to assist you. This software consists of three basic screen types. These are menus, tables and forms. 1. MENUS To make a menu selection, press the letter corresponding to the desired selection or use the arrow keys to position the selector bar. Once the choice is highlighted, press <ENTER>. To exit from a menu, press <ESC>. 2. TABLES Tables provide a scrolling display of all records within a specified file or that meet a certain criteria. Some tables allow new records to be added, and existing records to be changed or deleted. Other tables are for lookup only. These are called from a data entry form and allow the user to select from a list of valid choices. 3 To add a new record, press <INSERT>. To maintain an existing record, position the selector bar over the desired record using either the <UP> and <DOWN> arrow keys, or the <PAGEUP> and <PAGEDN> keys. Then press <ENTER>. To delete a record, position the selector bar over the desired record, then press <ENTER>. 3. FORMS Screens where data entry is permitted are called forms. There is a consistent look and feel for all forms within the system. Forms may be used to enter new records or two change information in existing records. The following keys are used in a form as described. <ENTER> Move from field to field within the form. Upon completion of the last field, the information will be saved. The up and down arrow keys will also move the cursor from field to field. <CTL> <ENTER> Immediately terminate work on this screen and save the information without completing the remaining fields. <ESC> When pressed while entering information this will erase the data entered. If prior information was in the field, it will reappear. Pressing <ESC> from an empty field or prior to entering data will move the cursor to the previous field. <CTL> <ESC> Abort all changes to a record and exit the form without adding a new record or saving the changed information. <CTL> <HOME> Clear contents of current field starting at cursor position. <CTL> <END> Clear entire contents of current field. <INSERT> Toggle insert mode on or off. Often, tables allow fast access to a record by permitting the user to enter the first few characters of the key field. In this instance, the highlight bar will immediately position to that point in the file. 4 4. ADDITIONAL CONSIDERATIONS A. The screen will go blank after a period of inactivity. Press any key to display the screen. The key press will not be active. B. Press <F1> from any screen in the system to get a pop up help screen. On data entry screens, the help screen will be context sensitive to the field on which the cursor is positioned. C. The <ESC> key will generally take you to the prior screen or activity. The only exception is when you are in a data entry field, in which case the <ESC> key aborts any data you entered into that field and takes you to the prior field. D. While editing a field, press the <INS> key to toggle typeover on or off. The backspace and <DEL> keys will function as you would expect them to. E. When editing a numeric field, press the spacebar to clear out the entire field. All data entered in a numeric field will be entered right justified with the cursor maintaining stationary and the numbers moving from right to left. F. When selecting a report option a report confirmation screen will appear. From this screen, <F2> will toggle between the screen and the printer. <ESC> will abort the report. Any other key will proceed with the report. HARDWARE REQUIREMENTS This software requires a minimum of 640 K to run. It should run on any IBM PC or true compatible using a DOS level of 2.1 or higher. It should run on MGA, CGA, EGA, or a VGA monitor. A hard disk is required. 5 III. UMM - RUNNING THE PROGRAM ========================= Step by Step Instructions 1. To execute the program, type "UMM" and press <ENTER>. Press any key when the opening screen appears. The menu will now appear. 2. Select a menu option by either positioning the selector bar to that option with the arrow keys and pressing <ENTER> or by touching the first letter of that selection and pressing <ENTER>. DATA ENTRY ========== MENU SELECTION: A) Maintain MailLists By Category ================================================= Functional Description Select this option to maintain the maillist by category. When this option is chosen, a table of categories will appear. Select the category to maintain by positioning the highlight bar over the description and pressing <ENTER>. Once a category is selected, a table of all entries in that category will appear. If there are no entries in the chosen category, the file maintenance form will appear to allow the addition of a new record. Select from any of the following activities. <INS> To add a new record <DEL> To delete a record <ESC> To return to the menu <ENTER> Maintain record under selector bar Note: The arrow keys, and page up and page down keys are also active to position the selector bar. Active Function Keys On Data Entry Form <F1> Help Screen - Always Active <F2> Notepad <F3> Additional Info <F4> Single Label 6 Data Entry Fields Individual/Contact: The complete name of the individual or contact. Company/Organization: The name of the company or organization. An entry must be made in either this field or the Individual/Contact field. Alpha Sort Field: This field will determine the alpha sort order and should contain either the first few characters of the company name or the individual's last name. Salutation: This field is handy when data is exported for mail merge. Use along with the Individual/Contact name. Address: The mailing address of this company or individual. Two address lines are available. City/State/Zip: The city, state and zip code should be placed here. Telephone Number: Primary telephone number. Alternate Number: Alternate telephone number, perhaps the contact's home number. Fax Number: Normally used for FAX number. Special Mailing List?: The software is capable of printing labels for any category. However, sometime it might be desirable to produce a mailing that spans some or all of several categories. Enter "Y" or "N" for each of the four special mailing categories. Status: By indicating that a record is Inactive, it will not appear in any label or report routine. Special Functions ================= F2 - Notepad ============ Functional Description Maintain extensive notes for each record. Each notepad includes date, time, subject and the text of the note. 7 F3 - Additional Info ==================== Functional Description Maintain information in several user definable fields. The field headings for these fields may be maintained from main menu option G) User Definable Parameters. F4 - Single Label ================= Functional Description This option may be used to quickly and conveniently enter and print a "one-time" label. Multiple copies may also be specified. MENU SELECTION: B) Maintain MailLists By Name ============================================= Functional Description Select this option to maintain the entire maillist by name. All categories will appear together, ordered by the alpha sort field. Except for this difference, this option is identical to menu selection A. MENU SELECTION: C) Maillist Categories ====================================== Select this option to maintain the maillist category descriptions. Select from any of the following activities. <INS> To add a new record <DEL> To delete a record <ESC> To return to the menu <ENTER> Maintain record under selector bar Note: When deleting a category, all members of that category will also be deleted. This may take a while with a large database. 8 MISCELLANEOUS ACTIVITIES ======================= MENU SELECTION: D) Import Data ============================== Functional Description Select this option to import data into the MailList file. Data may be imported in a comma delimited, fixed length ASCII, or word processing(line delimited) format. The following data may be imported. Contact 34 characters Salutation 12 characters Company 34 characters Address1 34 characters Address2 34 characters City 20 characters State 2 characters Zip Code 10 characters COMMA DELIMITED =============== Data to be imported from a comma delimited format must look like this. (It will appear on one line). "contact","salutation","company","address1", "address2","city","state","zip" It is not necessary for all fields to have data, however, empty fields must be indicated by "". For example: "Bill Torbert","Bill","Torbert Data Systems, Inc.", "P. O. Box 9218","","Chesapeake","VA","23321-9218" The above example does not contain a second address line. FIXED LENGTH ============ Fixed length data would look something like this. Bill Torbert Bill Torbert Data Page space limitations make it difficult to show the above precisely, however since the name field is 34 characters long, the salutation would start in the 35th position, the company in the 47th, etc. 9 WORD PROCESSING =============== Data imported from a word processing (line delimited) format would appear as follows. Bill Torbert Bill Torbert Data Systems, Inc. P. O. Box 9218 Chesapeake VA 23321-9218 Notice in the above example, a blank line represents the second address line since none is required. Examples of all three formats may be easily obtained by exporting data in each format. Data Entry Fields Category: A table with all the categories will be displayed. Select one, or press <INS> to add a new one. File Name: Enter the file name from which data is to be imported. Include the complete path if not in the current directory. Ex: C:\UTILS\UMM\DATA\SCOUTS.CDD File Type: There are three choices for file types. Select either "C"omma Delimited, "F"ixed length ASCII, or "W"ord Processing. Do you wish to proceed?: Select YES to continue. MENU SELECTION: E) Export Data ============================== Functional Description Select this option to export data for use in other programs or for mail merge with most word processors. Files can be exported in Comma Delimited, Fixed Length ASCII, or Word Processing(Line Delimited) Formats. See the instructions on "Import Data" for formats and screen information. 10 MENU SELECTION: F) Special Mailing Utility ========================================== Functional Description Select this option to add or remove entire categories from any of the four special mailing groups. Data Entry Fields Add a Category\Remove A Category: Indicate whether to add or remove a category from one of the four special mailings. MailList Category: Select the category from the pop up table that will appear. Special Mailing List: Indicate which special mailing list, 1 to 4, to add or remove this category from. MENU SELECTION: G) User Definable Parameters ============================================ Functional Description Select this option to customize certain features of Ultimate MailList Manager. Data Entry Fields User-Definable Fields 1 through 10: There are ten user- definable alpha-numeric fields of varying lengths. The names for these fields may be specified up to ten characters. User-Definable Dates 1 and 2: There are two user-definable dates. These field names may be specified here. Show Last City As Default: Enter "Y" to show the last city accessed as the default when entering new records. Show Last State As Default: Enter "Y" to show the last state accessed as the default when entering new records. Show Last Zip Code As Default: Enter "Y" to show the last zip code accessed as the default when entering new records. Print Labels in Upper Case: Enter "Y" to print labels in upper case. This is the preferred postal format. 11 REPORTS ======= When any report option is chosen, a confirmation screen will appear. The report may be canceled by pressing the <ESC> key. The report direction may be toggled between SCREEN and PRINTER by pressing <F2>. Pressing any other key will initiate the report. The report may be halted while it is processing by pressing <ESC>. Reports sent to the screen may be redirected to the printer by pressing <CTL> <L> after they have processed. MENU SELECTION: H) MailList Category Descriptions ================================================= Functional Description This report will print a list of all maillist categories currently defined. MENU SELECTION: I) Telephone Directory ====================================== Functional Description This report will prompt the user for a category and then print a list of all records in that category including the company name, individual name and the telephone number. To print a report that includes all categories, enter 0 for the category number. When all categories are printed, each new category will begin on a new page. Thus, when printing the report to the screen, use the <PAGEDN> key to view subsequent pages. MENU SELECTION: J) MailList File Listing ======================================== Functional Description This report will prompt the user for a category and then print a list of all records in that category. To print a report that includes all categories, enter 0 for the category number. When all categories are printed, each new category will begin on a new page. Thus, when printing the report to the screen, use the <PAGEDN> key to view subsequent pages. MENU SELECTION: K) Notepad Subject Summary ========================================== Functional Description This report will list the date, time, and subject for all notes within a specified date range. 12LABELS ====== Labels are printed in either a "ONE UP" or "TWO UP" format on pin-feed labels in the popular 3 1/2" BY 15/16" format. See the section on OTHER LABEL FORMATS AND ADDITIONAL REPORTS for details of other formats. Menu Selection: L) Label Test Pattern (1 UP) ============================================ Select this option to insure that labels are properly aligned in the printer. Menu Selection: M) By MailLIst Category (1 UP) ============================================== Select this option to print labels for one category. To print labels for all categories, enter 0 for the category number. Menu Selection: N) Special Mailing (1 UP) ========================================= Menu Selection: O) Label Test Pattern (2 UP) ============================================ Select this option to insure that labels are properly aligned in the printer. Menu Selection: P) By MailLIst Category (2 UP) ============================================== Select this option to print labels for one category. To print labels for all categories, enter 0 for the category number. Menu Selection: Q) Special Mailing (2 UP) ========================================= Select this option to print labels for one of the four "special mailings" OTHER LABEL FORMATS AND ADDITIONAL REPORTS ========================================== Torbert Data Systems offers additional label formats and custom reports for a small fee. In addition, custom label and report programs may be written using the Clarion Report Writer. For a custom quote or the current price for Report Writer, contact Torbert Data Systems. 13 IV. SPECIAL CONSIDERATIONS ====================== BACKUP ====== Regular backups are important. To backup up your data, you must backup all files ending in either the *.DAT or the *.MEM extensions. Example: "COPY *.DAT A:" "COPY *.MEM A:" To restore from a backup, copy the files mentioned above to your UMM directory. You must also remove all indexes. They will automatically be rebuilt. Example: "DEL *.K*" COMMENTS AND FEEDBACK ===================== This software was developed by Torbert Data Systems. Your comments and feedback regarding Ultimate MailList Manager are welcome. Write or call us at the address on the title page. You are also invited to call our support bulletin board. Access is totally free. IN CASE OF DIFFICULTIES ======================= The following are some of the most frequently asked questions. 1. Problem: The message "TOO MANY OPEN FILES" appears when an attempt is made to execute one the program. Solution: This problem is a result of the CONFIG.SYS file not being set up properly. The possible hardware configurations vary considerably, but if your boot drive is C, you may view the CONFIG.SYS file as follows. Example: "TYPE C:\CONFIG.SYS" Press <ENTER> 14 Using either EDLIN or any ASCII text editor, insure that the following values are setup in the CONFIG.SYS file. FILES = 20 BUFFERS = 20 2. Problem: The message "FILE NOT FOUND" appears when an attempt is made to execute the program. Solution: This problem is a result of one of the required data files not being present in the currently active directory. Copy the data files from your original release and rerun. Be sure they all reside in the active directory. 3. Problem: The message "Write Error" appears when running the self- extracting installation program UMM11.EXE. Solution: Be sure to copy the program from the floppy diskette to your hard drive. If you attempt to execute the program from the floppy drive, the program will try to install the files on the floppy drive and you will receive a WRITE ERROR when the diskette runs out of space. OTHER TDS PRODUCTS ================== Torbert Data Systems offers several additional products including the award winning CMTS church management package and a similar product designed for non-profit organizations. Evaluation copies of any of these products may be ordered for only a nominal fee for diskettes and mailing. CMTS - Recently awarded first place in Public Brand Software's 12TH annual contest-application category, CMTS is a comprehensive church management package with modules for membership, donations, fund accounting, attendance, and visitation. This system compares with commercial church packages selling for several thousand dollars and is one of the most comprehensive church packages available. (Three diskettes) 15 OMS - Organizational Management System is similar in many ways to CMTS, but was designed especially for non-profit organizations. There are modules for membership, dues and contributions, and fund accounting. The membership module of OMS is compatible with Ultimate MailList Manager in that the same data may be accessed from both programs. Ultimate Home Manager - Formerly Home Helper, this handy program maintains names and addresses, an inventory of home appliances, emergency telephone number, an appointment schedular, a tape catalog system, recipes, and much more. Ultimate Home Shopper - Quickly and conveniently make out a shopping list for your next trip to the grocery store. This program even allows the user to keep prices from several stores and will do comparison shopping and make out best buy shopping lists. REGISTRATION INFORMATION - ULTIMATE MAILLIST MANAGER ==================================================== Thank you for evaluating UMM. Torbert Data Systems is committed to offering quality software programs at affordable prices. This product is marketed as shareware. This allows the user to evaluate the product prior to purchasing it. If you use this product beyond a reasonable evaluation period, you are required to pay for it. Technical support may be obtained in any of the following ways: Telephone (804) 488-5506 TDS BBS (804) 488-4146 Compuserve Mail 73747,2336 Feel free to call if you have any questions or experience any difficulty installing UMM. We maintain our technical support lines from 8AM until 11 PM (Eastern Time) Monday thru Saturday. If someone is not immediately available to help you with your problem, ask the operator when someone might be available. DUE TO THE LOW REGISTRATION FEE WE ASK FOR THIS PRODUCT IT IS IMPOSSIBLE TO RETURN LONG DISTANCE CALLS UNLESS YOU INSTRUCT US TO CALL COLLECT. Thank you for your understanding. Torbert Data Systems, Inc. Phone: (804) 488-5506 P. O. Box 9218 BBS: (804) 488-4146 Chesapeake, VA 23321 16 REGISTRATION FORM ULTIMATE MAILLIST MANAGER WHERE ACQUIRED____________________________________________________ NAME ___________________________________________________________ ADDRESS___________________________________________________________ ___________________________________________________________ CITY ________________________________ STATE ______ ZIP _______ PHONE _______________________________ =================================================================== PAYMENT MUST BE MADE BY CHECK OR MONEYORDER IN US DOLLARS! Ultimate MailList Manager v 1.1 - Single User ( ) $49.95 Ultimate MailList Manager v 1.1 - Network Version ( ) 159.95 EVALUATION COPIES OF OTHER TDS PRODUCTS 1 Ultimate Home Manager ( ) 5.00 2 Ultimate Home Shopper ( ) 5.00 3 CMTS - Church Management Package (3 Disks) ( ) 10.00 4 OMS - Organizational Management System (3 Disks) ( ) 10.00 SUBTOTAL: _______ 4 1/2 Sales Tax - (Virginia Residents Only) _______ TOTAL ENCLOSED: _______ You will receive one addition TDS program to evaluate in return for registering UMM. Indicate evaluation program of your choice: 1 2 3 4 (Circle One) MEDIA TYPE: 5 1/4HD ( ) 5 1/4DD ( ) 3 1/2HD ( ) 3 1/2DD ( ) ( Check One) Make check payable in US DOLLARS to "Torbert Data Systems, Inc." Mail Registration Form and Payment To: Torbert Data Systems, Inc. P. O. Box 9218 Chesapeake, VA 23321