Contact Manager Version 2.10 Documentation Copyright (C) 1993, DataTek Computer Services. All Rights Reserved. --- Shareware Concept: Shareware distribution gives users a chance to try software before buying it. If you try a Shareware program and continue using it, you are expected to register. Individual programs differ on details -- some request registration while others require it, some specify a maximum trial period. With registration, you get anything from the simple right to continue using the software to a myriad of benefits. Copyright laws apply to both Shareware and commercial software, and the copyright holder retains all rights, with a few specific exceptions as stated below. Shareware authors are accomplished programmers, just like commercial authors, and the programs are of comparable quality. (In both cases, there are good programs and bad ones!) The main difference is in the method of distribution. The author specifically grants the right to copy and distribute the software, either to all and sundry or to a specific group. For example, some authors require written permission before a commercial disk vendor may copy their Shareware. Shareware is a distribution method, not a type of software. You should find software that suits your needs and pocketbook, whether it's commercial or Shareware. The Shareware system makes fitting your needs easier, because you can try before you buy. And because the overhead is low, prices are low also. Shareware has the ultimate money-back guarantee -- if you don't use the product, you don't pay for it. --- Disclaimer / Agreement Users of Contact Manager must accept this disclaimer of warranty: Contact Manager is supplied as is. The author disclaims all warranties, expressed or implied, including, without limitation, the warranties of merchantability and of fitness for any purpose. The author assumes no liability for damages, direct or consequential, which may result from the use of Contact Manager. Contact Manager is a "shareware program" and is provided at no charge to the user for evaluation. Feel free to share it with your friends, but please do not give it away altered or as part of another system. The essence of "user-supported" software is to provide personal computer users with quality software without high prices, and yet to provide incentive for programmers to continue to develop new products. If you find this program useful and find that you are using Contact Manager and continue to use it after a 30 day trial period, you must make a registration payment to DataTek Computer Services. Commercial users of Contact Manager must register and pay for their copies of Contact Manager within 30 days of first use or their license is withdrawn. Site-License arrangements may be made by contacting DataTek Computer Services. Anyone distributing Contact Manger for any kind of remuneration must first contact DataTek Computer Services at the address below for authorization. This authorization will be automatically granted to distributors recognized by the (ASP) as adhering to its guidelines for shareware distributors, and such distributors may begin offering Contact Manager immediately. However DataTek must still be advised so that the distributor can be kept up-to-date with the latest version of Contact Manager. You are encouraged to pass a copy of Contact Manager along to your friends for evaluation. Please encourage them to register their copy if they find that they can use it. All registered users will receive a copy of the latest version of Contact Manager along with other benefits described below. --- Installation: To install Contact Manager (CM), simply create a sub-directory and decompress the distribution file to this sub-directory. For the purpose of example we will assume that the user is copying the Contact Manager .ZIP (CMXXXXX.ZIP) file from drive A to drive C. You will have to substitute whatever drive you intend to use. Change to drive C type C: [press Enter] make sure you're in the root directory type CD\ [press Enter] create the sub-directory type MD CM [press Enter] change to this new sub-directory type CD CM [press Enter] copy the compressed file to the sub-directory type COPY A:\CMXXXXX.ZIP C: [press Enter] de-compress the file type PKUNZIP CMXXXXXX.ZIP [press Enter] delete the .ZIP file type DEL CMXXXXX.ZIP [press Enter] That's it! --- 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. --- Starting The Program: Start the program by typing 'AS' at the DOS prompt. The following screen will appear. In the registered version your name and serial number will appear and the question "Would you like to print the order form?" will not appear. Press 'Y' to print the order form and 'N' to skip the order form and enter the program. ÉÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍ» º ÉÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍ» º º º ÉÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍ» º º º º º C O N T A C T M A N A G E R º º º º º º º º º º º º Version 2.10 º º º º º º º º º º º º Copyright (C) 1993, DataTek Computer Services º º º º º º º º º º º º Registered to: UNREGISTERED º º º º º º Serial Number: UNREGISTERED º º º º º º º º º º º º Would you like to print the order form? º º º º º º º º º º º º º º º º º º DataTek Computer Services º º º º º º 547 Wunder Street º º º º º º Reading, PA 19602-2005 º º º º º º º º º º º º Phone/FAX: (215) 374-2097 º º º º º º BBS: (215) 374-3735 2400-19200 USR Courier HST º º º º º ÈÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍͼ º º º ÈÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍͼ º ÈÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍͼ --- 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 - 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. 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 - 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. 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 if you pruchased the Appt. Sch. 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 exits 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 called '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 'OWNER' 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 is 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. Printer (1 or 2) Û Copies Û1 Use Contact # Û Start Date ÛÛ/ÛÛ/ÛÛ End Date ÛÛ/ÛÛ/ÛÛ Zip Code Order (Y/N) Û Print Comments Û 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 --- Zip Code Sorting: CM allows you to sort labels by Zip Code. There asre memory constraints to be concerned with when sorting large numbers of records. CM now checks for enough available memory before starting a sort routine, thereby avoiding a system lock-up. If CM detects that you do not have enough memory to sort a large database, try printing labels by groups. While not a perfect solution, it will still make the job manageable and accomplish the desired result with very little extra work. --- Error Codes: Error Description/Solution 25 Device Fault - Disk write error. Physical problem exists with the drive. Contact your service representative. 53 File Not Found - A file that Contact Manager needs can't be found. 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 already exists on the drive you are trying to install to. Choose another drive. 61 Disk is full - The drive you are working 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 - The program is looking for a path on the hard drive and cannot find it. 77 Invalid drive spec - The destination drive 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 or have any questions about Contact Manager. --- History: 09-15-93 Version 2.05 corrects a bug that caused CM to re-arrange record numbers when the first record was deleted and the file re-indexed. While this did not cause a loss of data it was annoying enough to require correction. We also added an error routine for zip code sorting. ZC sorting can take a LOT of memory when large numbers of records are involved. CM will handle up to 3000 records without a problem, 3000 to 4000 can get hairy and over 4000 records is also impossible. We have added a watchpoint to check for enough memory before attempting a large zip-code sort procedure and now allow the user to abort the procedure when the memory requirements will be exceeded. 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. --- Support: DataTek Computer Services in a small company that I run part-time from my home. Like many people I have a regular job that keeps my family fed. I am usually available every night between 6:00 pm and 11:00 pm Eastern time and from 8:00 am to 11:00pm on weekends. Occasionally I go out for an evening or go on vacation, but my answering machine is ALWAYS on and I will return your call assuming you leave a number and the best time to call you. I will be just as happy to help Shareware users as I am to help registered users, however, assuming there is a list of users for me to call, registered users will be moved to the top of it. Fair is fair. As far as I'm concerned support is perpetual. You can contact DataTek in any of the following ways: Phone: (215) 374-2097 during the hours listed above or leave a message at other times. BBS: (215) 374-3735 24 hours Mail: Kirk A. Wentzel DataTek Computer Services 547 Wunder Street Reading, PA 19602-2005 --- Benefits of Registration: By registering Contact Manager you will receive the following: 1. The latest version of Contact Manager and a laser printed manual. 2. An account on our 24-hour support BBS if you want one. 3. A certificate worth a 20% discount on one upgrade or 1 other DCS Software program. 4. Our quarterly newsletter to advise registered users of tips, tricks, new programs and new versions. 5. 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 6. The watermark "Printed by Unregistered Contact Manager" will be removed from the reports. 7. The undying gratitude of our programmers who strive to bring you quality, useful software at a reasonable cost. --- Customization: If you like, we would be happy to give you a quote on customizing Contact Manager. While CM is a good all-around tool, there may be some companies or individuals who would prefer to have fields added, deleted, changed, etc. --- Import/Export Filters: If you have an existing database, and want to import it into CM or want to export CM to a specific database or other format, call us. While we intend to work on some inport/export filters ourselves, yours may not be among them. We'll be happy to quote a price on a specific filter or customize a filter for your needs. DATATEK REGISTRATION FORM CM 2.10 PROGRAM: # COPIES # DESIRED AMOUNT Contact Manager ($29 per copy) 1 TO 5 _________ $________ " " ($27 per copy) 6 TO 10 _________ $________ " " ($25 per copy) 11 TO 25 _________ $________ " " ($23 per copy) 26 TO 50 _________ $________ " " ($21 per copy) 51 TO 99 _________ $________ 100 or more call us, we'll sharpen the pencil! _________ $________ - DISK** - $2 per Disk Handling Fee (add if a disk is requested $________ A single handling fee is charged regardless of the number of copies registered.) Specify disk: 360K, 1.2M, 720K, 1.4M: __________ -SALES TAX- Pennsylvania residents add 6.00% $________ (Philadelphia residents add 7.00%) TOTAL . . . . . . . . . . . . . . . . . . . . $________ PAYMENT BY: Check/Money Order No.___________________ enclosed for $__________ MasterCard ___ VISA ___ American Express ___ Optime ___ JCB ___ Card # _________________________ Expiration Date: _____________ Signature _______________________________ Personal Checks: Allow 10 business days for check to clear. Purchase Orders: Accepted with prior credit approval. Credit Card Orders: Charge will appear on your bill from Dragon BBS. MAILING ADDRESS: Name:____________________________________________________________ Address:_________________________________________________________ City/State/Province:_____________________________________________ Country/Postal Code:_____________________________________________ Telephone (Voice/FAX/Modem):_____________________________________ Would you like us to setup an account for you on our 24 hour BBS? __ Yes __ No If Yes, Password? _________________ ** Disks are available at the time of registration only. Disks are shipped U.S. Mail First Class in the United States and Airmail to foreign countries. Upgrades are available through the DCS BBS. Registered Users will be notified by mail whenever upgrades are available.