DP Tool Club 8/CDASC08.ISO/VRAC/CM201SW.ZIP/CM.DOC

Text File | 1993-08-25 | 17.8 KB | 443 lines

                  Contact Manager Version 2.01 Documentation
                Copyright (C) 1993, DataTek Computer Services.
                              All Rights Reserved.

                               SHAREWARE VERSION

Welcome to Contact Manager Version 2.01!  This program was designed to be
a simple and easy to learn and operate database program. We think we've
accomplished that objective. We believe you will also find this program to be
very useful and powerful.

PLEASE READ THE INFORMATION IN THE REGISTER.DOC FILE. USE OF THIS
SOFTWARE, WITHOUT REGISTERING, BEYOND THE EVALUATION PERIOD IS ILLEGAL.

Installation:

Contact Manager comes with it's own installation program. To install CM to
your hard drive type:

        A: (or B: depending on which floppy drive you are installing from)

        Press Enter

At the A> or B> prompt type:

        INSTALL [drive]         where drive is the hard drive that you want
                                to install Contact Manager onto.

That's it!


See the section on error codes below for solutions to installation errors,
if any.

Overview:

Contact Manager is a complete electronic tracking system to keep up with
customer/clients. CM is mouse aware but NOT mouse dependent and uses
intuitive screen design to make data entry and editing fast, easy,
efficient and productive. All data for each client is contained on a
single screen.

Contact Manager creates one database which you can sub-divide into groups
for organizational purposes. The program is mouse aware so you may use the
keyboard function keys or use the mouse to click on the menu to activate
the desired task.

Mouse Editing:

When editing the data fields you may press F4 to advance through the fields
one at a time or simply click on the single field you want to edit. When you
are done click anywhere off the highlighted field and your data will be
saved. You may also use the mouse to move around inside the edit field.

When you click on a field, the field and any data in it change colors and the
cursor is placed at the beginning of the field. If you need to edit something
at the end of the field, just place your mouse cursor where you want to start
the edit and click once.

Command Function Keys:

You may access the function commands in three different ways.

1) Press the F10 key or click on the F10 Menu block to view the pop-up menu.
Then using the arrow keys to move to the option you want and press 'ENTER'.

2) Press the F10 key or click on the F10 Menu block to view the pop-up menu.
Then double-click on the option you want.

3) After a while you'll memorize the options, just press the function key
or function key combination for the option you want.


F1 - Next Record - CM automatically starts you out at record #1. F1 allows
you to page up through the records one at a time. You may also click on
the '>' symbol at the bottom of the screen.

F2 - Previous Record - Used to page down through the records one at a time.
You may also click on the '<' symbol at the bottom of the screen.

F3 - Add Record - Use this key to add a new record to the file. (See Adding
New Data below.)

F4 - Update Record - Use this key to change existing data by advancing through
the fields one at a time. Pressing 'ENTER' will NOT clear a field.

**Note: You may also change data by clicking on the field you wish to change.
When done, click anywhere on the screen to stop editing that field. Mouse
editing will not advance you through the fields in sequence.

**Note: Two additional keys are available while editing, Alt-C - Clears a
field completely, Alt-R will Restore the field just cleared as long as you
have not exitted the field.

F5 - Tag/Untag - Used to tag and untagged record or untag a tagged record.
Tag is used for some printing operations, Add Group Comments, & Mail Merge.
You may also click on the 'TAG' box at the top of the screen to change the
tag status.

F6 - Mass Tag/Untag - Use this option to tag all the records in the file
or all the records in a group if Match Group was used prior to using this
option.

F7 - Match Group - CM can seperate records in groups assigned by you. To
restrict viewing to only the records in a specific group, use this option.
A list of valid groups will be displayed and you may either use the arrow
keys or the mouse to select which group you wish to view. You may also
select a group by clicking on the 'MATCH GROUP' box in the lower right
section of the screen. The Match Group box is 2 columns by 10 lines. If you
have more than 20 groups you may view the additional groups by using the
arrow keys. The data in the box will scroll to accomodate your viewing.

*NOTE: The default group is 'ALL' this displays all entries for all groups.
       To return to the default group from a specific group, select 'ALL' in
       the match groups box.

F8 - Search Forward - Use this key to search for a keyword. Search starts at
record number 1 and ascends through the file sequentially. When a match is
found, CM asks if you if you want to 'Use This One?', Press Y or N or click
on the Y or N. CM looks for the keyword in the Company Name, City, and
Contact Name fields only. As you are searching a 'gas gauge' will appear
below the Match Group Field displaying CM's progress through the file.

F9 - Print Options - Displays the Print Options Available (see below)

Ctrl-F10 - Quit - Ends the program.

Alt-F1 - Re-Index - CM has a built in function to compress the files and
discard any deleted records. Use this function from time to time to clean
up the data files. Also removes incorrect group names that were originally
misspelled and have been corrected.

Alt-F2 - DOS Mail Merge - This option creates a Mail Merge file of all
TAGGED records for use with various word processors. The format for the
merge file is:

*                   Record Start
Company Name
Address #1
Address #2
City, State   Zip-Zip+4
**                  Record End

The merge file will be created the the CM directory and is named MAILMRG.DAT.

Alt-F3 - Add Group Cmnt - This option allows you to add a single line comment
to all TAGGED records.

Alt-F4 - Backup Data - Copies all data files to the SAVE sub-directory
created by INSTALL.

Alt-F5 - Restore Data - Copies all data files previously saved from the
SAVE sub-directory to the CM directory. WARNING: Restore will ask you if you
are sure you want to continue. If you choose Y you existing data WILL BE
OVERWRITTEN with the data previously saved.

Alt-F6 - List Groups - Used to view a list of the existing groups, click
anywhere on the screen or press 'ENTER' to see additional groups or close the
box.

Alt-F7 - Search Backward - Same as Search Forward except that this option
starts at the last record in the file and descends through the file to
record number 1. When a match is found, CM asks if you if you want to 'Use
This One?', Press Y or N or click on the Y or N. CM looks for the keyword in
the Company Name, City, and Contact Name fields only. As you are searching a
'gas gauge' will appear below the Match Group Field displaying CM's progress
through the file.

Alt-F8 - Search Topic - Searches the topic fields for a match to the keyword
you enter.When a match is found, CM asks if you if you want to 'Use This
One?', Press Y or N or click on the Y or N. As you are searching a
'gas gauge' will appear below the Match Group Field displaying CM's progress
through the file.

Alt-F9 - Delete Record - Use this option to delete a record.

Alt-F10 - Launches the Appointment Scheduler. (Included as a free utility
when you register CM.)

Alt-L - Launches the Pop-Up Calculator, press F7 to send your data to the
printer.

Alt-C - Launches the Pop-Up Calendar, the following keys are active:

        Left Arrow      Minus 1 day
        Right Arrow     Plus 1 day
        Up Arrow        Minus 1 week
        Down Arrow      Plus 1 week
        +               Plus 1 Month
        -               Minus 1 Month
        F10             Exit the Calendar
        Enter           Send current highlighted date to the Follow Up
                        Date field and exit the Calendar.


Adding New Data:

After pressing F3 or clicking on the Add Record option the group prompt should
now be highlighted. Enter the word 'VENDORS' and press Enter. You have now
created a group for your company's vendors.

Company Name: Type 'DATATEK COMPUTER SERVICES' and press Enter.

Address: Type '547 Wunder Street' and Press Enter

Address Line #2: If the address requires a second line, enter the data here.

City: Type 'READING' and press Enter.

State: Type 'PA'.

Zip:Type '196022005'. Notice that Contact Manager automatically splits the
Zip Code and formats it properly.

You are now ready to add a contact(s) name and number(s). You are allowed up
to 3 contact names and phone numbers plus a FAX number. A separate block for
Extension number is also provided.

Contact: Type 'KIRK WENTZEL' and press Enter.

Title: Type 'PRESIDENT' and press Enter.

Phone: Type '2153742097' and press Enter. You will see that Contact Manager
automatically formats the phone numbers.

Press Enter until you reach the FAX number. Type '2153742097'.

You may now enter a follow-up date if you wish to do so. This date can be
useful for printing out follow-up reports which will be explained later.
Use the format MMDDYY.

Topics: You may enter a list of topics to discuss in this section. Type
'CUSTOM PROGRAMMING' and press Enter. Type 'VIRUS PROTECTION' and press
Enter. When entering topics, the program will skip to the next line if your
topic requires more than one line, however it will not word wrap!

CONGRATULATIONS, you have just entered your first record!  Practice entering
records under different groups, such as ACCOUNTS, LEADS, SUPPLIERS,
DISTRIBUTORS or anything else you like.

Updating (editing) a record works the same as add. If you press F4 you can
cycle through the field one at a time or you may click on the field(s) you
wish to edit.

Comments:

The comments block in CM in 49 characters by 25 lines for a total of 1,225
characters. This block can be accessed in any 1 of 3 ways.

1) When adding a record, after entering any topics.

2) When updating a record, after editing any topic data.

3) Click anywhere on the comments block.

The first nine lines of comments are displayed on the screen. By using the
up and down arrow keys you can scroll through the 25 lines of comments. You
may enter/edit data on whichever line is highlighted as you scroll through
the fields. To exit the comments section press the 'ESC' key or click on the
'ESC' block at the bottom of the screen. To clear the entire comment field
use the Ctrl-Enter key combination.

Print Options:

Contact Manager is programmed to work with Epson and compatible printers
only! The new Epson printers with ESC/P2 sequences have not yet been tested.

Press the F9 key or click on Print Options to view the printing options menu.

To print a label, press the F1 key or click on Print Label. A pop-up box will
appear.

First you need to let Contact Manager which printer to use, (1 or 2), please
press either 1 or 2 to select LPT1 or LPT2.

Next, Contact Manager wants to now how many copies of this label you want
to print. Enter any number from 1 through 99.

Last, please select which Contact's name you wish to be printed on the label.
You may enter a 1, 2 or 3 depending on who you wish to send your
correspondence to. If you wish to leave the name field blank, enter the
number 0 and the first line will be left blank.

Your labels should will now print.

Contact Manager will print a 5 line label. The label is organized like this.

Line #1 Contact Name (if selected)
Line #2 Company Name
Line #3 Address Line #1
Line #4 Address Line #2
Line #5 City, State and Zip Code

To print a report, press the F2 key or click on Print Report. A report will
print all of the information on your screen and the comments section if you
wish to see them. Follow this example.

After selecting Print Report, you will again need to select a printer.
Then please enter the number of copies of the report you wish to print.

Contact Manager then asks you if you wish to include the comments section
of the record on your report. If you have entered comments for the record
and want them included on the report, enter 'Y', if not, enter 'N'.

Your report is now on its way to the printer!

F3: Tagged Labels: This feature will print labels for all tagged records in
the entire database. You will again need to select a printer, number of
copies, and a contact #. The extra feature included here is that you may
print the labels in ZIP Code order. (Handy for bulk mailing purposes!)

F4: Tagged Reports: This feature will print reports for all tagged records in
the database. You will need to select a printer, number of copies, and tell
Contact Manager if you want the comments section included on the reports.

F5: Group Labels: This feature will print labels for every record in the
group you are currently in. Once again, you will need to specify which
printer, the number of copies, the contact number and if you wish the labels
to be printed in ZIP Code order.

F6: Group Reports: This feature will print reports for every record in the
group you are currently in. Once again you will need to select a printer,
number of copies, and to tell Contact Manager if you wish to include the
comments section on the reports.

F7: Follow-Up Report - This handy feature will print a list of the records
who have an upcoming follow up date entered in their record. This list will
include the Group, Company Name, Last Edit Date and the follow up date. You
will need to select a printer, the number of copies to print and a range of
dates for CM to print. (Ex. If you only want to print follow-ups for 9/93,
you would enter 090193 in Start Date and 093093 in End Date.)

F8: Activity Report - This report will print a list of records that have
been edited between two selected dates. You select a printer, number of
copies, enter a start date, enter an end date and thats all. Start and End
dates here refer to the Last Edit Date, not the Follow-Up date.

F9: Mail Merge - This option will print a previously created DOS Mail Merge
List.

F10: Quit - This key will exit the Print options menu.


You may cancel any print option by pressing F10 at the following fields:

Printer #
# of Copies
Contact #
Start Date
End Date
Zip Code Order

ERROR CODES:

Installation error code solutions.

Error      Description/Solution

 25        Device Fault - Disk write error. Physical problem exists with
           the drive. Contact your service representative.

 53        File Not Found - Install cannot find the Contact Manager files.
           Make sure you are at the A: drive or B: drive prompt.

 57        Device I/O Error - An error has occured between your computer and
           your hard drive. Contact your service representative.

 58        File/Path already exists - The path \CM already exists on the
           drive you are trying to install to. Choose another drive.

 61        Disk is full - The drive are are trying to install CM on is full.
           Choose another drive.

 71        Disk not ready - Your floppy drive latch is not closed. Close the
           latch.

 72        Disk media error - The floppy disk or hard drive has a media
           error. Contact your service representative.

 75        Access denied - Your floppy diskette or hard drive is write
           protected. Remove the write protection feature.

 76        Path not found - Install did not properly create the path of the
           destination hard drive. Run install again.

 77        Invalid drive spec - the destination drive you specified does not
           exist.

Call DataTek Technical Support at 215-374-2097 if you are presented with any
other error codes or need help correcting a problem.


History:

08-28-93
Version 2.01 corrects a bug in the Match Group selection box. The bug would
not recognize a Match Group of ALL.

08-23-93
Version 2.0 corrects a bug in the Last Edit Date Field. This version also
adds the Pop-Up Calculator and Pop-Up Calendar to the featues list and
the ability to restrict the follow-up report to a range of dates.

08-15-93
Version 1.72 corrects two bugs. When mass tagging or untagging, the current
screen was not being updated. The Function keys were not activating the
correct functions in all circumstances. Both of these bug have now been
corrected.

08-05-93
Version 1.71 is a minor bug fix from version 1.70. A spacing bug developed
when printing labels. This problem has now been fixed.

Benefits of Registration:

By registering Contact Manager you will receive the following:

1. Appointment Scheduler, a companion program to Contact Manager that you
   can access from within Contact Manager. CM will automatically detect the
   presence of the Appointment Scheduler and provide a link to AS from the
   menu.

2. The latest versions of both CM and AS and a printed manual. (Nothing fancy,
   just laser printed with neat page breaks, etc.)

3. An account on our 24-hour support BBS.

4. A certificate worth a 20% discount on one upgrade or 1 other DCS Software
   program.

5. Our quarterly newsletter to advise registered users of tips, tricks, new
   programs and new versions.

6. The header screen on CM will stop asking if you want to print the
   'Order Form' and the ending screen will just go bye-bye

7. The watermark "Printed by Unregistered Contact Manager" will be removed
   from the reports.

8. The undying gratitude of our programmers who strive to bring you quality,
   useful software at a reasonable cost.