Daylite 3 manual your serial number and license (single user) .....12 Add your serial number and license (multi-users)

Credits© 2006 Marketcircle Inc. All rights reserved.

Using Daylite3 to get things done: a how-to guide for users

Covers version 3.0.3

A product of thinkit communications prepared for Marketcircle Inc.

Made in CanadaPublished by Marketcircle Inc., Toronto, Ontario, CanadaPublished simultaneously in the United States of America

Copyright © 1999-2006 Marketcircle, Inc.

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ContentsIntroduction ............................................................................................................................................................1

How this guide is organized ............................................................................................... 3Extra help in this guide ....................................................................................................... 3

Section A: Daylite3 at a glance ........................................................................................................................4Project Progress Tab ........................................................................................................... 5Project Activity Tab ............................................................................................................. 6Contact Detail Window ........................................................................................................ 7Find Panel ........................................................................................................................... 8Notification Window ............................................................................................................ 9Core features ................................................................................................................... 10

Section B: Installing Daylite3 and running your database .............................................................. 11Installing Daylite3 .............................................................................................................. 11

What youʼll see when starting Daylite3 for the first time ................................................ 12Add your serial number and license (single user) ........................................................... 12Add your serial number and license (multi-users) .......................................................... 13Checking for Daylite3 software updates ......................................................................... 13

What to expect when you run a database for the first time in Daylite3 ............................... 14Updating your database (for Daylite users who are upgrading) ...................................... 14Create your database (for new Daylite3 users) ................................................................ 15Connecting to a database .............................................................................................. 17Backing up a database ................................................................................................... 17Go offline ...................................................................................................................... 18Logout from a database ................................................................................................. 18

Section C: Getting started ............................................................................................................................. 19Working with views and moving back/forward .................................................................. 20Working with lists and smartlists ...................................................................................... 21

Narrow your search using smartlists ............................................................................. 21Working with Find ............................................................................................................. 22Working with Links ........................................................................................................... 23

Creating links between Daylite objects .......................................................................... 24Working with visibility settings ......................................................................................... 27Working with Notifications ................................................................................................ 27Working with Contacts and Organizations ......................................................................... 28

Adding a new Contact ................................................................................................... 28

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Adding a new Organization ........................................................................................... 28Working with Appointments and Calendars ....................................................................... 29

Viewing and moving back/forward in Calendars ............................................................ 29Daylite3ʼs Due list ......................................................................................................... 30Zoom (Calendar day/week view only) ............................................................................. 31Adding a new Appointment/Calendar ............................................................................ 32Creating/editing smart Calendars .................................................................................. 33Assigning priorities, due dates and categories to Tasks ................................................. 34Brainstorming using Tasks ............................................................................................ 34

Working with Opportunities and Projects .......................................................................... 34Adding a new Opportunity ............................................................................................. 34Adding a new Project .................................................................................................... 35Creating a Pipeline for Projects or Opportunities ............................................................ 36

Section D: Preferences .................................................................................................................................... 37Setting your preferences ................................................................................................... 38

General ......................................................................................................................... 38Auto Dialer .................................................................................................................... 39Default Values ............................................................................................................... 40Palm Sync* .................................................................................................................... 41Hot Keys ........................................................................................................................ 43Classifications ............................................................................................................... 44Roles & Relationships .................................................................................................... 45Forms and Fields ........................................................................................................... 46Organizations ................................................................................................................ 47Opportunities ................................................................................................................ 48Address Book ................................................................................................................ 48Letter Templates ........................................................................................................... 49Activity Sets .................................................................................................................. 49Maintenance .................................................................................................................. 50Pipelines ........................................................................................................................ 51Users & Teams .............................................................................................................. 52

To add a new user ...................................................................................................... 52To add a Team ........................................................................................................... 53To enable visibility for Team members: ...................................................................... 53

Labels ........................................................................................................................... 54Taxes ............................................................................................................................ 54Identity .......................................................................................................................... 55

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Resources ...................................................................................................................... 55Administration .............................................................................................................. 56

Status ........................................................................................................................ 56

Section E: Getting things done with Daylite3 ........................................................................................ 57Collaborate with multi-users ............................................................................................ 58

Assigning and delegating tasks ..................................................................................... 58Delegating an Appointment ........................................................................................... 60Creating resources ........................................................................................................ 61Scheduling a meeting ................................................................................................... 62Assigning resources and checking the availability of other Daylite3 users ....................... 63Assigning and defining roles/reciprocal relationships .................................................... 64

Roles .......................................................................................................................... 64Reciprocal relationships ............................................................................................. 66

Customize your visibility ............................................................................................... 67Manage your work ............................................................................................................ 68

Using Pipelines to manage your workflow ...................................................................... 69Add a Pipeline to your Project/Opportunity ................................................................. 69Add new Tasks/Appointments on-the-fly to your Project/Opportunity ....................... 71Adding a High-Low threshold to a Pipeline ................................................................. 71

Use Estimates with your Opportunities .......................................................................... 72Using forms ................................................................................................................... 73

Creating your form ..................................................................................................... 73Applying your form .................................................................................................... 74

Narrow your search and filter your data ............................................................................ 75Filtering ......................................................................................................................... 75Activity searches ............................................................................................................ 75Narrowing your search with smartlists ........................................................................... 76Creating categories/keywords ....................................................................................... 77

Correspond with Contacts ................................................................................................ 78Configuring Daylite3ʼs Auto Dialer ................................................................................. 78Calling your Contacts via Daylite3 .................................................................................. 79

Logging your calls ...................................................................................................... 81Receiving a call via Daylite ............................................................................................. 82Preparing correspondence with Daylite .......................................................................... 83Creating a custom-made report for your Daylite3 data ................................................... 85Merging documents created in Word, Excel and OmniGraffle ......................................... 86Creating and customizing labels and envelopes ............................................................. 87

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Creating and customizing estimates, reports and pages ................................................ 88View reports .................................................................................................................. 89Printing labels/envelopes, lists, reports, estimates and pages ........................................ 89Sending email with Daylite3 .......................................................................................... 90Sending merged email messages ................................................................................... 90Sending email with MailDrop ......................................................................................... 91

Other timesaving features ................................................................................................. 91Forward- and reverse-activity sets ................................................................................ 91

Configuring your activity set ....................................................................................... 92Add a new activity set to a Daylite3 object ................................................................... 93

Add file reference .......................................................................................................... 93Keep track of your time on a task .................................................................................. 94Using the spellchecker ................................................................................................... 94Locate duplicate contacts .............................................................................................. 95Using the dictionary ..................................................................................................... 95Unlock the power of system-wide Services .................................................................... 96

Sharing databases ............................................................................................................ 97Configuring Daylite3 for network access ........................................................................ 97

Section F: Sharing, networking and syncing ......................................................................................... 97Networking ....................................................................................................................... 99

Configuring Daylite for network access .......................................................................... 99Connecting users via the Internet .................................................................................. 99

Syncing .......................................................................................................................... 101Syncing with Appleʼs Address Book ............................................................................. 101Syncing with Palm devices ........................................................................................... 102Creating and syncing offline databases ........................................................................ 103

Importing and Exporting ................................................................................................. 104Import vCards and RTF files ......................................................................................... 104Import from iCal .......................................................................................................... 104Import contacts, activities and notes from ACT! 2000 or ACT! 6 .................................. 105Import tab- or comma-separated text data from other sources ................................... 106

Select a profile ........................................................................................................ 107Import NOW Up To Date and Contact data ................................................................... 108Export visible rows and selected rows to file ................................................................ 108Export vCards .............................................................................................................. 108Export Calendar to iCal ................................................................................................ 109

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Section G: Help ................................................................................................................................................ 110Contact information ........................................................................................................ 110Databases ....................................................................................................................... 111

Appendix - Troubleshooting .................................................................................................................... 111Uninstalling Daylite3 ....................................................................................................... 112Using Daylite3 in a serverless network that includes a wireless-connected computer ......113

Keyboard shortcuts ....................................................................................................................................... 114

How do I…? ....................................................................................................................................................... 115

Index .................................................................................................................................................................... 117

Introduction 1

Introduction Welcome to Daylite3, the #1 timesaving productivity manager for the Mac. Thanks to this next-generation application’s simple, unified and intuitive design, organizational chaos is transformed in an instant. With best-of-breed features — including drag-and-drop linking, quick searching, custom-made tagging roles and reciprocal relationships, task-enabled time tracking, convenient lists/smartlists, as well as custom letter templates and reports on-the-fly — Daylite3 helps you save your most precious resource — your time.

We know you’re eager to get started using this newest version of Marketcircle’s award-winning application. This introduction is designed to demonstrate quickly how you will benefit from using Daylite3 in your work as a busy professional and give you a snapshot of the product’s core features. An overview of how this guide is structured is also featured. It all works together to help you get things done — today!

Daylite3 works for youDaylite3 is focused on helping you and your organization be successful in the work you do. It accomplishes this by providing you and professionals of all kinds with powerful in-depth capabilities to manage information. Just as important, Daylite3 helps you grasp the application’s core concepts quickly, so you can focus on your work.

How does Daylite3 do it? By excelling in three core areas of your business activities. It helps you organize, achieve and grow. Let’s look at each of these areas now…

Introduction2

Organize Daylite3 is the only Mac-based business productivity application that helps manage your work at every step. Manage your projects, multilink relevant information, track and review progress, define the role of everyone involved in a given project—from staff to clients to vendors—it all becomes effortless with this application.

And the organizing benefits don’t end there!

Daylite3’s flexible, time-saving features give you instant access to the information that matters most to you. From contacts, calendars and projects, to meetings, emails, notes and tasks, arrange your data and the important connections between them, hassle-free. Put your information to work for you. Drag-and-drop to multilink it. Tag and categorize it for easy retrieval. And instantly access what you need to get things done using Daylite3’s built-in smartlists, shortcuts bar and quick find. Daylite3’s organizing power is endless.

Achieve Daylite3 is engineered for getting things done so you can focus on the bigger picture of achieving your projects and managing new opportunities. Generate custom-made pipelines and update the major steps to complete those projects and achieve those opportunities. Daylite3 tells you what comes next. Tasks, appointments, reminders, and meetings become simple, logical steps in the flow of your work.

Plus, you can follow-up on your activities and contacts, manage relationships, create professional estimates, personalize correspondence and visualize your work, thanks to easy-to-read charts. Every step of your success can be marked, tagged and searched from within a single powerful application…all this and more is possible, thanks to Daylite3.

GrowThe power of Daylite3 grows with your business. Unlock its groupware and collaborative capabilities by adding up to 50 users*. Between users, you can share calendars, contacts and projects, link emails, plus schedule meetings and delegate activities…all at the click of a mouse. For professionals who travel, connect to the Daylite3 database via the Internet, or simply pack-and-go using an offline copy your database. From thriving organizations to individual professionals, from the desktop office to anywhere in the world your work takes you, Daylite3 is ready to serve.

Install the Daylite Mail Integration module** and gain unparalleled, best-of-breed email integration via Apple Mail. Store tagged inbound and outbound emails in Daylite and link to the appropriate contact, project or opportunity automatically. Plus, create actionable activities without ever leaving Apple Mail. Email integration has never been better or easier.

* Additional licenses and server required.

** Sold separately.

Introduction 3

How this guide is organized

Starting with a brief overview of Daylite3’s key features and functions (Sections A-D), this guide helps you grasp the core ideas that drive the application so you can get started using it right away.

Next, in Section E: Getting things done with Daylite3, the guide shows you how you can make Daylite3 features work together for you — helping you be more efficient and save time. You’ll also learn how to use Daylite3’s advanced features so you can network, share, sync and import/export data effortlessly. Plus, you’ll find information on how to obtain support, troubleshooting tips, as well as a handy list of keyboard commands.

Keeping things simple and ensuring steps are easy to grasp — that’s the mantra we’ve stuck to not only in designing Daylite3, but in developing this guide, too.

That’s why you’ll find that steps throughout are complemented by easy-to-read screenshots showing exactly what you can expect to occur when using Daylite3’s powerful features and functions.

Extra help in this guideQuicktips offer helpful pointers on using Daylite3.

Geektips provide even more advanced tips for power users.

Section A: Daylite at t Glance 5

This section of the guide explains all the basics of the application so that you can start using it in your work right away. Let’s begin by looking at Daylite3’s key components.

The figure below shows what you will see on your screen every day when the application is running.

Section A: Daylite3 at a glance

Switch from Day/Week/Month view

Due List displaying due projects, opportunities and tasks

Smart Calendars defined by category, users and teams

View appointments, events and meetings for different users simultaneously

Details of the selected activity within the Due List

Section A: Daylite at t Glance6

See a snapshot of the project — what’s involved and where it is

Change the stage of the pipeline as the project moves

Check off completed Tasks linked to the Project

See a list of all the appointments linked to the Project

Project Progress Tab

Have a visual representation of where the Project lies in a pipeline


Search from the list of items

Define the timeframe of the items you want to see

Show only the types of Objects you want to see including files and forms

See the rich history of each contact in one simple screen

See a preview of the linked item selected

Project Activity Tab


Easily navigate from one area of the application to another

Assign keyboard shortcuts and quickly access your favorite calendars, lists and smartlists. Use drag and drop to add, arrange and delete shortcuts

Create customized lists and smartlists to display only the objects you want to see

Immediately view both the next and last activity associated with each contact in the mini HUD. You can add your own HUD widgets

See all of the objects linked to a Contact and see a summary of the selected linked object

Contact Detail Window


Filter information by Contact, Organization, Project, Opportunity and Groups

Quickly search the most commonly used information while in any application using a global hot key

Drag & drop to and from the find panel to create relevant linksbetween objects

See the summary of details for the selected object

Find Panel


Receive notifications of meetings, delegated activities and reminders

See the details of the notification

Accept or decline an invitation

Notification Window


Core features

Lists and smartlists: As a Mac user, if you’ve ever created a custom iTunes playlist, you’ll already be familiar with the intuitive power of this handy feature. With lists, you choose what you want to assemble by dragging and dropping. With smartlists, customize your search, adding or filtering-out data as necessary.

Shortcuts: Functioning much the way bookmarks do in your favorite web browser, shortcuts let you create and quickly access the calendars, lists and smartlists that you use most often within Daylite3.

Quick Find: Click on the Quick Find button in the toolbar and search for your most commonly used Daylite information related to Contacts, Organizations, Projects, Opportunities and Groups. Results can be opened in Daylite3’s main window or linked to other data elements within the application (using drag-and-drop).

Global Find: Unlike Quick Find, which searches your most commonly used Daylite3 information, use Global Find to conduct a thorough search of your entire database. Or conduct custom searches by picking and choosing the types of information you’re looking for.

Linking: Interconnect Daylite3 objects that matter most to you. Linking answers the question what do I have to do when, with whom, in regards to what? This feature also unlocks the ability to create reciprocal relationships between objects and to connect your search results to data elements within Daylite3.

Reports/layouts: Daylite3 comes preloaded with a host of reports and print layouts you can use in your everyday business. Plus, using Daylite3’s exclusive editor, create your own reports to suit the unique needs of your business. Print layouts can also be customized to your liking.

Syncing: Synchronize Daylite3 contacts with your Mac OS X Address Book, as well as across different mobile devices (including Palm*, BlackBerry**, and Pocket PC). Busy professionals can also sync their database between two Macs, thanks to Daylite3’s online/offline database feature.

Shared calendaring: Share and manage your appointments effortlessly. Select users and create your meetings — including the ability to assign resources and view the scheduled meetings of other Daylite3 users in your network — all at the click of a mouse.

Due list: When working with your Daylite3 calendar, toggle the Due list pane and see at a glance what’s due for completion (or forecasted) among all your tasks, projects and opportunities.

Notifications: Enable notifications to remind you or other Daylite3 users of upcoming tasks, meetings or appointments.

Tagging: Categories and keywords in Daylite3 let you tag your data, making it easier to stay organized and search for Contacts, Projects, Opportunities, Appointments, Tasks, Notes, Organizations, Groups.

Pipeline: In Daylite3, your projects and opportunities flow through Pipelines. Manage at a glance the processes, steps, workflows or any other group of procedures that you perform in your business by building customized Pipelines.

* Requires Palm Desktop or Missing Sync.** Requires Pocket Mac.

Section B: Installing Daylite and running your database 13

This section of the guide shows you how to install Daylite3. It also shows you how to get started running a database - a collection of information or pieces of knowledge that are structured to be read or manipu-lated. As this guide demonstrates, Daylite3 is easy to install. The product does all the heavy lifting so you can get started as quickly as possible.

Section B: Installing Daylite3 and running your Database

Q u i c k t i p

G e e k t i p

Avoid creating multiple databases: use a single database for all your needs. Note: Databases cannot be merged at a later date.

Q u i c k t i p

G e e k t i pWhen you install Daylite3, a background application called Open-Base is also installed. This is a robust database server that keeps all your information and allows you to share your data over a network or over the Internet, if you choose. By default, your data is not shared — you must enable this feature (see “Access Configuration” in Sec-tion D: Preferences of this guide).

Installing Daylite3

• Load your purchased CD or download the latest version of Daylite3 from the Marketcircle website. • Double-click to mount the disk image (if it doesn’t mount automatically).• Double-click on the “Install Daylite” icon and follow the instructions in the installer.

Q u i c k t i p

G e e k t i p

Be sure to have your Mac OS X username and password handy. These will be required to complete your installation.

Section B: Installing Daylite and running your database14

What youʼll see when starting Daylite3 for the first time

The first time you start Daylite3, you will be presented with three choices:

1. Create your own database—select this option if you are installing Daylite3 for the first time, or wish to create a new database (i.e., a clean slate);

2. Get started using the sample database—select this option if you want to run Daylite3 in learning mode for evaluation or training purposes (this will load a database with sample names and other infor-mation); or

3. Connect to an existing database—select this option if you want to connect to or resume using a database previously created in an earlier version of Daylite, or if you need to connect to a database installed on another computer or server.

Add your serial number and license (single user) When you start Daylite3 for the first time, you will be asked to enter your serial number and license. If you choose not to enter this information, Daylite3 will run in demo mode for 30 days, during which time you can evaluate the software, connecting up to 50 users at any given time. Should you choose to purchase Daylite3 later, no data will be lost and no re-install is required.

1. Open the license pane by selecting Daylite>Licenses from the Daylite menu.

2. Select “Add License.”

3. Enter your serial number and license and select “Save.”

Also from within the licenses pane, you can purchase one or more licenses online from Marketcircle by clicking Purchase License.

Installing Daylite3 (Enter your serial number and license).


Add your serial number and license (multi-users)

For setups where multi-user licenses are required, follow the steps in this section describing how to add a serial number and license for a single user, entering serial numbers and licenses for every user. All licenses must be entered on all the machines that have Daylite3 installed.

Q u i c k t i p

G e e k t i p

Please note that Daylite3 uses a concurrent-user licensing scheme. For exam-ple, if you have two license seats, two users in your organization can use it at the same time.

Checking for Daylite3 software updates There are two ways to check for Daylite3 software updates:

1. Select Daylite>Check for Update from the application menu; or

2. You can get Daylite3 to perform this check automatically by enabling the “Check for new version” checkbox, located within Daylite>Preferences>General.


What to expect when you run a database for the first time in Daylite3

Updating your database (for Daylite users who are upgrading)

If you are an existing Daylite user who is upgrading, you will simply update the database that you used in your previous version of the application.

1. Run Daylite3 and when prompted, select “Connect to an existing database” from the first-time run win-dow (this window will only appear the first time you run the application after installation).

2. Daylite3 will update your database files (the size of your database will determine how long this step takes to complete).

Q u i c k t i p

G e e k t i p

Upgrading users who were using custom reports or plugins in a version of Daylite earlier than version 3.0 are advised to test first on a separate Mac with a copy of the database. See Marketcircle’s Knowledge Base for more informa-tion.

Updating your database (First-time run window).


Create your database (for new Daylite3 users)

For new Daylite3 users, perform the following steps to create a database (note: users who are familiar with previous versions of Daylite will find these steps are similar to those in previous versions of the applica-tion).

Before you begin, make sure your active pane is the “New Database Setup.”

Next, a four-step wizard will walk you through creating your database.

Step oneDaylite uses database templates to determine how your data is organized. Choose your template using the following criteria.

Standard: The most common choice for Daylite3 databases (includes basic, pre-defined data).

Blank: Marketcircle recommends that only advanced users select this option. Select this to create a database that has very few predefined settings and no predefined preferences.

Sample: Select this option if you want to run Daylite3 in learning mode for evaluation or training purposes.

Create your database (Select a database template).


Give your database a name using the “New Database Name” field. Also, select whether you want Daylite3 to start this database each time you launch the application. Note: both these two database options can be enabled/disabled later within Preferences.

Step two

Complete the personal contact information. Click “Next” when finished.

Step three

Create a username and password.

Step four

Once you’ve completed your choices in Steps 1–3, click the “Finish” button to complete the setup wizard.

Q u i c k t i p

G e e k t i p

This four-step wizard launches automatically the first time you run Day-lite3. Should you require this wizard again at a later date, simply choose File>Database>Create New Database.

Create your database (Create user account).

Create your database (New database setup).

Connecting to a database (Selecting a database).


Connecting to a database

In Daylite3, you can connect to any database you have created within the application. Be sure to close the database you’re currently running by selecting File>Database>Log Out, by selecting option+zQ on your keyboard, or selecting the red dot on the application window.

You have the following choices:

1. Connect to your default database by selecting File>Connect to. The “Connect to Daylite Database” pane will appear. Enter your username and password (if prompted). Click Login.

2. Connect to or find another database by selecting File>Connect to. The “Connect to Daylite Database” will appear. Click on the “Show Details” button so that the “Select a Connection” drop-down selector is visible. From that drop-down, choose your new database or locate (i.e., “Find”) databases that are on your local computer, on another computer that is inside your network or elsewhere.

Backing up a database To perform regular backups of your Daylite3 database from with the application, you have two choices:

• Select Daylite>File>Database>Quick Backup; or

• Select Daylite>Preferences>Maintenance. Within the Maintenance pane, click the button labeled “Back Up Now.” This saves a copy of your da-tabase to the /Library/OpenBase/Backup folder on your Mac (in Figure: Backing up a database, current and recent backup files are listed).

For more details on backup procedures, see Section D: Preferences in this guide.

Backing up a database.

Q u i c k t i p

G e e k t i p

Daylite3 multiusers and those using online/offline databases are strongly ad-vised to enable automatic nightly backups. Consult the Knowledge Base for more information on how to perform this function.


Go offline

For busy professionals on the go who often work on more than one computer (i.e., travel with a note-book), Daylite includes the ability to create an offline copy of your database. This helpful feature ensures that the database on your notebook mirrors the one that’s on your principal computer or server.

To create an offline database using a second computer:

1. Connect to your database on the server. 2. Select File>Database>Go Offline. If you haven’t created an offline database earlier, Daylite will ask

you if you would like to create one. Select Yes.

For more information on synchronizing databases using this and other approaches, see Section F: Sharing, networking and syncing in this guide.

Go offline (Creating a new offline database).

Q u i c k t i p

G e e k t i p

You can check whether you’re online or offline by selecting File>Database>Get Database Info. The database name will be labeled as “offline.”

Logout from a database

You can logout from your database by selecting File>Database>Log Out, by selecting option+zQ on your keyboard, or selecting the red dot on the application window.

For helpful tips on troubleshooting your database, see the Appendix in this guide.

Q u i c k t i p

G e e k t i p

In Daylite, clicking on the red dot on the application window does not close or hide the application window. Rather, it logs your user out of the database.

Section C: Getting started 21

This guide refers throughout to the eight major objects of Daylite3 — these are the building blocks of information on which you manage your productivity.

In this section, you’ll learn how to use the basic functions of Daylite3 so you can start working with the application right away.

For more advanced functions, see Section E: Getting things done with Daylite3.

Section C: Getting started

Section C: Getting started22

Working with views and moving back/forwardIn all but two* of Daylite3’s objects, there are three ways to view your information: results, linked and business card view.

*Note: The exceptions are Calendars (which feature a Day/Week/Month view), and Tasks (covered later in this guide).

Q u i c k t i p

G e e k t i pWhen working in list view, arrange your columns to your own liking for Daylite objects by selecting small blue triangle located at the upper-right of the appli-cation pane, immediately below the “collapse details” icon.

Working with views (Business Card view).

Q u i c k t i p

G e e k t i p

When working in Contacts, Organizations, Projects, Opportunities, Groups, Tasks and Notes, you can collapse the details panel by selecting the icon, located at the right-hand side of work area.

Q u i c k t i p

G e e k t i p

Customize your icons in your Daylite3 toolbar either by control-clicking/right-clicking on the toolbar, or by selecting Daylite>View>Customize Toolbar.

Working with views (Linked view).

Working with views (List view).


Working with lists and smartlistsWith lists, you choose what you want to assemble by dragging and dropping. With smartlists, you custom-ize your search, adding to it or filtering-out as necessary.

To create a list/smartlist, click and hold the <+’> icon, located at the bottom left of Daylite’s main screen.

For Lists—select “New List” from the pop-up menu and assign a name to your new list. Next, drag and drop the Daylite objects that you want to include in your list.

For smartlists—select “New Smartlist” from the pop-up menu and assign a name to your new smartlist.

Narrow your search using smartlists

1. Within the “New List” pane, you will see a col-umn of search fields from which to choose to help narrow your search.

2. Double-click on the fields you wish to choose for your smartlist.

Figure: Narrow your search using smartlists (Choos-ing fields).

3. Click the Add (+) or Remove (-) button to refine your search with additional criteria.

4. Label your smartlist by entering a name in the blank field located at the top of the pane. Click “Create” to save your smartlist.

5. When working with the navigator, you can also edit your smartlist by clicking on the icon.

See Section E: Getting things done with Daylite3 for an example of a smartlist.

Note: Calendars in Daylite are “virtual” things (see Working with Appointments and Calendars). There-fore, its lists function operates slightly differently from other objects in Daylite3.

Q u i c k t i p

G e e k t i pA smartlist is a Boolean search. When you click the Add (+) button, you can search for “any” or “all” of your search criteria.

Narrow your search using smartlists (Editing).


Working with FindIn Daylite3, there are two approaches you can use when searching your information: Quick Find and Global Find.

Quick Find searches for your most commonly used Daylite information related to Contacts, Organiza-tions, Projects, Opportunities and Groups. Results can be opened in Daylite3’s main window or linked to other data elements within the application (using drag-and-drop). Use Quick Find by pressing zF on your keyboard, by clicking on the Find button in the Daylite3 toolbar, or by choosing Daylite>Edit>Find>Quick Find.

Global Find conducts a thorough search of your entire database (i.e., Contacts, Organizations, Projects, Opportunities, Groups, as well as Appointments, Notes, Tasks, Organizations and email messages.)* You can also conduct custom searches using Global Find by picking and choosing which types of information you’re looking for. Use Global Find by pressing shift+zF or by choosing Daylite>Edit>Find>Global Find.

* Marketcircle’s Daylite Mail Integration module required.

Quick Find. Global Find.

Q u i c k t i p

G e e k t i p

Edit or snap-to an item using Quick Find or Global Find. Perform a search and in the result pane, you can either edit an item in your search results by double-clicking on its corresponding icon, or snap-to the item by clicking on the icon.


Working with LinksInstantly create sophisticated connections between two or multiple Daylite3 objects at the click of the mouse, thanks to the unique linking abilities of this application. Among the many powerful features in Daylite3, linking lets you interconnect the information that matters most to you. This is a vital feature for busy pro-fessionals as it lets you create multiple links between your work and the Contacts, Groups, Appointments, Tasks, Opportunities and Projects involved in getting things done. Just as important, it helps you unlock connections between these elements, including creating roles and reciprocal relationships.

In choosing what to link, Daylite helps you answers the question what do I have to do when, with whom, in regards to what?

The outcome is that you save time and become more productive — Daylite3 does all the heavy lifting to get you there. Searching and managing your information become easier to do. The more links you create, the more potent your information, and the more sophisticated your search results become.

The following chart shows which objects can be linked with which other objects in Daylite3.

What can I link?


Creating links between Daylite objects

There are four ways you can create links between Daylite objects.

1. Link via Quick Find

• Select a Daylite object in the navigator (e.g., an Appointment).• Select or create a new object (e.g. if you’re in Contacts, either choose an existing Contact or create a

new one).• Click on the Find button in the toolbar (or zF on your keyboard).• Enter the name of the Contact, Organization, Group, Opportunity and/or Project you want to find (even

just part of the name will do) to create a link.• Select “Enter” on your keyboard.• From the ensuing search result, drag the element(s) that you want to link, dropping as many as neces-

sary on the Appointment item you’ve created (or perform this in reverse by dragging and dropping to the Find pane).

Q u i c k t i p

G e e k t i pWhen performing a search using Find window, you can drag-and-drop on ob-jects that appear in your search results window.

Creating links between Daylite objects (Linking via Quick Find).


2. Link via Create menu

• Select a Daylite object in the navigator (e.g., Projects).• Select a Project from the list.• Choose Daylite>Actions>Link <name> to (in which <name> corresponds to the name of the Project

that you wish to link to another object).• In the ensuing Search pane that opens, enter the name of the object (e.g., a Contact) that you wish to

find to create a link. If, for example, you wished to find a Contact named “Carla Jean,” enter that name in the search window and select Return.

• From the search results, highlight the object you wish to link. Make a multiple selection by holding down z on your keyboard before making you selections.

• Click on the “Link” button.

Creating links between Daylite objects(Linking via Create-Link to).

Creating links between Daylite objects(Link via Actions-Search).


3. Link via a new object

• Select a Daylite object in the navigator (e.g., Appointment).• Select or create a new object (e.g. if you’re in Contacts, either choose an existing Contact or create a

new one).• Click once on the Daylite object to which you want to create a link (for this example, let’s choose a

Contact). The new element that you create will be linked automatically to that Contact.

Select from: Create>Organization for <Contact name>Create>New Project for <Contact name>Create>New Opportunity for <Contact name>Create>New Group for <Contact name>Create>New Appointment for <Contact name>Create>New Task for <Contact name>Create>New Note for <Contact name>Create>New Group for <Contact name>Create>New Activity set for <Contact name>

4. Link via the toolbar

• Click once on the existing Daylite object that you wish to link to a new object (e.g., an upcoming Task).• Choosing from the appropriate toolbar icon, create a new Daylite object (e.g., click on “New Contact”).• A link between these two objects will be established automatically.

Creating links between Daylite objects (Linking via a new object).

Creating links between Daylite objects (Linking via toolbar).


Working with visibility settingsDetermine whether each Daylite object you create (e.g., Opportunity, Project, Contact, Organization, Group, Calendar/Appointment, Task or Note) is private (viewable only by you) or public (viewable by other Day-lite users in a multi-user environment). For more information on how to customize visibility settings, see Section E: Getting things done with Daylite3.

Visibility settings in Daylite3.

Working with NotificationsNotifications remind you or other Daylite3 users in your network of upcoming tasks, meetings or appoint-ments. Your upcoming items will be featured in the notifications pane each time you launch Daylite3. You can choose to snooze or dismiss each item, or close/minimize/maximize the pane by selecting the red/yel-low/green application buttons respectively. The notification can also be viewed at any time by choosing Daylite>Window>Notifications.


Working with Contacts and Organizations

Adding a new Contact

• Select “New Contact” from the toolbar, or • Select Create>Contact from the Daylite menu, or

Choose the “Contacts” icon in the navigator and select zN on your keyboard • Enter your Contact information.

Adding a new Organization

• Select “New Organization” from the toolbar, or • Select Create>Organization from the Daylite menu, or

Choose the “Organizations” icon in the navigator and select zN on your keyboard • Enter your Organization information.

Adding a new Contact.

Adding a new Organization.


Working with Appointments and CalendarsAppointments and Calendars work closely together in Daylite3 to help you manage your schedule.

• Appointments are used to identify a scheduled amount of time to complete an activity or task. They can be regular Appointments, multi-day events or meetings.

• Calendars are “virtual” objects in Daylite, giving you a visual representation of Appointments, meetings, holidays, special days and events, based on criteria that you determine (i.e., users, category, kind).

For instructions on how to schedule meetings, see Section E: Getting things done with Daylite3.

Month view.

Viewing and moving back/forward in Calendars

Daylite features three different ways to view your Calendar: day, week or month.

You can navigate forward and backward through the days, weeks and months of your Calendar by clicking on the small grey arrows, located on either side of the mode switcher.

Day view. Week view.

Q u i c k t i p

G e e k t i p

When working with your calendar in Daylite3, snap to today’s date by clicking on the icon.

Q u i c k t i p

G e e k t i p

To view multiple months of your calendar at a glance, click on the mini-calendar icon on Daylite3’s toolbar.


Daylite3ʼs Due list

When working with your calendar in Daylite3, click on the to toggle Daylite3’s Due list. This helpful feature helps transform your calendar into a command center of your daily work, showing you at a glance what’s due (or forecasted) for completion (note: it corresponds with the date range that is currently shown in your calendar.) The Due list shows at a glance your list of Opportunities, Projects and Tasks that are due, based on what is viewed in the Calendar.

Click on the to adjust whether to include completed and/or overdue items, as well whether to show as a “business card” view.

Daylite3’s Due list.

Q u i c k t i p

G e e k t i p

Create instant links for your most pressing projects and opportuni-ties, simply by dragging-and-dropping items from your Due list to your calendar.

Q u i c k t i p

G e e k t i p

Change the due date for a task simply by dragging it from the Due list to a new date on your calendar.


Zoom (Calendar day/week view only)

Zoom in or zoom out of your Calendar while in day view or week view. This is especially helpful when your Calendar is filling up with appointments.

Select your types of Appointment

Appointment: an agreement to be somewhere at a particular time

Event: an all-day or multi-day occurrence

Outbound call: a call that you make

Inbound call: a call that you receive

Chat: instant messaging

Meeting: a gathering of users in which the location and the items they use (e.g., Projector) can be identified as resources

Video: videoconferencing

Q u i c k t i p

G e e k t i p

Daylite3’s month-view calendar features a “busy bar.” This automatically adds a bar that shows you how heavily packed your day is, or how heavy one end of your day is compared to another part of the day.

Viewing and moving back/forward in Calendars (Zoom view).


Adding a new Appointment/Calendar

• Select “New Appointment” from the toolbar, or• Select Create>New Appointment from the Daylite menu, or• Select ⇧+zB on your keyboard (you don’t need to be working in Calendar mode to use this

command), or• Choose either the “Calendars” or the “Appointments” icon in the navigator and select zN on your

keyboard, or• Select Calendars from the navigator and double-click on the day in your Calendar in which you want

to make an Appointment.

When working with Calendars or Appointments, you can also assign meetings, delegate and manage schedules. These advanced functions are described in Section E of the guide.

Select the status of your Appointment

Tentative: Appointment tentatively booked but will not allow overlapping

Confirmed: all attendees have confirmed the time/date

Postponed: moved to an undetermined time/date

Completed: Appointment completed

Cancelled: Appointment cancelled

Q u i c k t i p

G e e k t i pYou can instantly link a Contact with a new Appointment. Working from the Calendar view in the navigator, perform a search (zF) for the Contact you want to include in the Appointment. When you find the Contact in your search results, simply drag and drop that Contact icon onto your Calendar.

Q u i c k t i p

G e e k t i p

Create an instantly scheduled meeting simply by dragging-and-dropping (adding) contacts to a particular Daylite3 Appointment.

Adding a new Appointment/Calendar.

Q u i c k t i p

G e e k t i p

To create an all-day meeting or appointment, select the Event icon from the pull-down in the new appointment pane.


Creating/editing smart Calendars

To create a new smart Calendar, select the “+” button, located at the bottom left of the screen.

Enter a name for your list in the “Source List” pane that appears.

Working within that new pane, you can determine whether your list will include schedule items according to the type of Appointment you’ve created (e.g., Event, Inbound call, Meeting). You can also determine whether your list will include Appointments according to the categories you’ve assigned (e.g., Conference call, Meeting, Personal).

Select the “Sources” tab to determine whether the schedule belongs to you or to another Daylite user.

Creating a smart Calendar. Calendar (New source - contents).Calendar (Sources).

Q u i c k t i p

G e e k t i p

In cases where there are multiple Daylite3 users in a calendar, the user’s color takes precedence over the category color. User colors of each person in Day-lite’s database are set in the Preferences (i.e., Daylite>Preferences>Users & Teams Preferences).


Assigning priorities, due dates and categories to Tasks

In two-column view, each Task features a drop-drown column in which you can assign priorities, due dates and categories. These settings can also be changed by double-clicking on a Task and adjusting to your liking.

Brainstorming using Tasks

Tasks in Daylite3 also feature a multi-columned “brainstorming” view. Use this view when you want to sketch out all your ideas in one place, including details or reminders for each task. When you’re done, create the links you require using the Quick Find panel, located in Daylite3’s toolbar. Also when working in this single-column view, you can double-click on your Task to edit in detail.

Q u i c k t i p

G e e k t i p

The brainstorm mode appears only when in a list. From there, you can select “brainstorm” mode and list all the things you need to do. You can link, assign and/or delegate them later when a particular task can be performed (i.e., when it’s in a list).

Working with Opportunities and Projects

Adding a new Opportunity

Select “New Opportunity” from the toolbar, or Select Create>New Opportunity from the Daylite menu, or Choose the “Opportunities” icon in the navigator and select zN on your keyboard.Enter your information.

Add a new Opportunity.


Add a new Project.

Adding a new Project Select “New Project” from the toolbar, or Select Create>New Project from the Daylite menu, or Choose the “Projects” icon in the navigator and select zN on your keyboard.Enter your information.


Checking on the progress via a Pipeline.

Creating a Pipeline for Projects or Opportunities

Create custom-made Pipelines to help you manage the processes, steps, workflows or any other group of procedures that you perform in your business (also see Section E: Getting things done with Daylite).

To create a Pipeline, start by choosing Daylite>Preferences>Pipelines.

Create your new Pipeline by selecting the “+” button, located in the bottom-left corner of the preference pane.

Assign a name to the new Pipeline and add a description if desired.

Identify whether your Pipeline is meant to be applied to Projects or Opportunities within Daylite.

Assign a Low/High threshold to your reports (if necessary) when working with Pipelines. For each Pipeline, if the number of projects/opportunities at a given stage is below or greater than a threshold number that you determine, then an action on your part will be required.

Assign the number of steps that you want to see in your Pipeline by selecting the “+” button, located in the “Stage” section of the preference pane. Assign a name for each stage.

When looking at the status of a particular Project or Opportunity, refer to the Pipeline to determine where that project/opportunity is located. View your Pipeline by selecting the “Progress” tab located in the detail pane of your Project/Opportunity. There, you can also change the stage of your Pipeline by choosing the “Change Stage” button.

Pipelines Preferences. Pipeline Preferences (New Pipeline Stages).

Section D: Preferences 39

This section serves as a quick reference and overview of the many settings within Daylite3 that you can adjust to your unique preference. When working in the application, enable your Preferences pane by choosing Daylite>Preferences, or by selecting “z+,” on your keyboard.

Section D: Preferences

Section D: Preferences40

Setting your preferences

General

Choose Daylite>Preferences>General to control what happens when the application launches, the view behaviors for daily start and end times, the time zone Daylite3 should use, as well as the format it should use placing phone calls and generating reports.

When launching the application…

Select whether you want Daylite3 to show the “Connect to Database” window or connect you automatically to your default database.

Also, check/uncheck whether you want Daylite3 to check for software updates.*

* Note: For multi-user environments, it is recommended that this be disabled and that all computers within that environment be updated at the same time when updates are issued.

General Preferences.


Calendar…

Toggle whether to show the time in your calendar’s month view. From here, you can also determine the start-day for your week, as well as the start and end time of your business day.

Shortcuts…

Toggle whether to show your Contacts on your computer’s menu bar and dock (by default, these are enabled). You can also control whether an “OK” button will be the default in Create/Edit cards (by default, this is disabled).

Application Time Zone…Should you need to operate Daylite3 using a different time zone than that used by your computer, select that time zone from the drop-down (most users should leave this setting at “Automatic,” which is the default position).

Formatters…

Determine how you want Daylite3 to format phone numbers that you use within the application. You can also enable/disable auto-capitalization of titles, as well as whether you prefer case-insensitive sorting of numbers.

Using the “HTML report templates encoding” drop-down, you can specify the text encoding used when generating report templates within Daylite3 (most users should leave this setting at “Automatic,” which is the default position).

Auto Dialer

Choose Daylite>Preferences>Auto Dialer to control how Daylite handles calls placed automatically to Contacts within the application.

Enter your area code, dialing prefix (if necessary), and long distance prefix (for most users in North America, this should be “1”).

For users living in areas where the local area codes must be entered on local calls (i.e., 10-digit dialing), enable the checkbox labeled “Include area code in local calling.” Check/uncheck the “dial immediately” box to control whether Daylite3 pauses before dialing a phone number. Use the slider to control how long you wish Daylite3 to pause before placing your next phone call.

Auto Dialer Preferences.


Default Values

Choose Daylite>Preferences>Default Values to set unique preferences for New Contacts and/or New Organizations that you create.

Default Values Preferences (New Contacts). Default Values Preferences (New Organizations).

For Tasks, change your default priority or default status, and control whether due dates/start dates are set automatically. Do this by choosing Daylite>Preferences>Default Values>New Tasks.

Assign your default duration assigned to your Appointments in Daylite. To change this setting, choose Daylite>Preferences>Default Values>New Duration.

Default Values Preferences (New Tasks). Default Values Preferences (New Appointments).


Palm Sync*

* Note: to use Palm Sync, you must first install either Palm Desktop or Missing Sync, as well as Daylite’s Palm conduit (available on your Daylite3 installation CD or via download from Marketcircle’s website).

Choose Daylite>Preferences>Palm Sync to activate and control Palm synchronization between Daylite3 and your Palm handheld device. Since Daylite’s Palm Conduit connects directly to the database, it is important that you first enter your information accurately. Therefore, the following choices are offered in this preference pane.

• The “Reset database to current” button sets the database that you use to sync with the Palm device. • The “Reset Last Sync Date” button resets the sync data (use this when you want to start a fresh

sync).* • Choose with the radio button whether Daylite or Palm take precedence when a conflict occurs with

your synced data.

* Note: Prior to syncing your Palm and Daylite3 for the first time, ensure that Daylite data is not on the Palm device otherwise duplicates will occur. If you have already existing data on your Palm (and that data is already in Daylite3), then you should first perform a hard reset on the Palm device and remove the Palm data backup. See Marketcircle’s Knowledge Base for more information.

Click the “Calendar” tab to control whether to sync your calendars between Daylite3 and your Palm. You also can determine whether Daylite syncing should be limited to appointments that you’ve placed in groups.

Palm Sync Preferences (Calendar).


Click the “Contacts” tab to control whether to sync your contacts between Daylite3 and your Palm. You can also control whether Daylite syncs:• limited to groups;• by first ensuring that Contacts/Organizations/Companies are unique (no duplicates); and• by matching the first four extra fields to Palm’s custom attributes.

When creating a new Palm record, you can also control how many of the Daylite phone numbers and electronic addresses get added to the Palm sync. By default, these are set at “3” and “2” respectively.

In cases where your Palm data includes a “other” phone label, choose from the drop-down to determine how Daylite labels it.

Click the “Notes” tab to control whether to sync your Notes between Daylite3 and your Palm.

For syncing new notes created in Daylite3, you can also determine whether the sync should only grab the first 30 characters of the note, or labeled with a title of your choice.*

* Note: To be eligible for syncing, your Notes in Daylite3 must be marked as “Sync Note.”

Click the “Tasks” tab to control whether to sync your Tasks between Daylite3 and your Palm.

Check/uncheck whether you wish Daylite3 to constrain synchronization to Group, and/or whether to sync subtasks.*

* Note: Subtasks will be flattened on your Palm device. If you delete a parent task on the Palm, all subtasks will be deleted during your next sync.

Palm Sync Preferences (Contacts). Palm Sync Preferences (Notes).


Hot Keys

Choose whether you want to have a hot key to activate Daylite3’s Quick Find panel, and whether it can create a new Daylite3 task using a key combination while working in any application.

To enable your hot key, click the “Use Hot Keys” checkbox. Next, select the “Change” button to assign a hot key of your choosing.

You can also assign a hot key to quickly create a new Task. Select the “Change” button to assign the hot key of your choosing.

Hot Key preferences.


Classifications

To assign custom-made categories and keywords to your Daylite data, choose Daylite>Preferences>Classifications Preferences>Categories or Daylite>Preferences>Classifications Preferences>Keywords respectively.

Add your new category/keyword from the drop-down list, and enable checkmarks to determine in which (or all) of your Daylite objects you would like the category to appear.

Classifications Preferences (Categories). Classifications Preferences (Keywords).

Q u i c k t i p

G e e k t i p

Please note: active checkboxes have to be checked for you to use them. Also, if you choose the delete them, you will be asked to replace existing objects in this category with a different one.


Roles & Relationships

“Contact Roles” and “Organization Roles” define the links between opportunities, projects and contact/organizations respectively. Similarly, “Relationships” describes the meaning of the connection between one Contact and another (or several) Contact (e.g., Bob Smith is the competitor of Carla Jean).

To assign custom-made role and relationships to your Daylite data, choose Daylite>Preferences>Classifications Preferences>Contact Roles or Daylite>Preferences>Classifications Preferences>Organization Roles or Daylite>Preferences>Classifications Preferences>Relationships respectively.

Add your new role from the drop-down list, and enable checkmarks to determine in which (or all) of your Daylite objects you would like the category to appear.

For the new relationships you create, you can also assign what the relationship is to another person, as well as what that relationship from the other person is in return.

For details, see Section E: Getting things done with Daylite.

Roles & Relationships Preferences (Contact Roles). Roles & Relationships Preferences (Organization Roles).

Roles & Relationships Preferences (Relationships).


Forms and Fields

To create custom-made forms (for details see Section E: Getting things done with Daylite), choose Forms & Fields Preferences.

For details, see Section E: Getting things done with Daylite.

Forms & Fields Preferences (Forms). Forms & Fields Preferences (Extra Fields).


Organizations

To assign custom-made types of Organizations, industries or regions to your Daylite data, choose Daylite>Preferences>Organizations Preferences>Organization Types or Daylite>Preferences>Organizations Preferences>Industries or Daylite>Preferences>Classifications Preferences>Regions respectively.

Add your new Organization/industry/region by clicking on the <+> button, and enable checkmarks to determine whether you wish to autolink Contact Notes, Tasks and/or Appointment/Events (these are enabled by default).

Organizations Preferences (Organization Types).

Organizations Preferences (Industries).

Organizations Preferences (Regions).


Opportunities

To assign custom-made tags to describe your opportunities in detail (including type, status, whether it’s currently active, reasons and details for success), choose from the following.

Daylite>Preferences>Sales Opportunities Preferences>Opportunity Types or Daylite>Preferences>Sales Opportunities Preferences>State Reasons.

Opportunities Preferences (Opportunity Types). Opportunities Preferences (State Reasons).

Address Book

Control your Daylite address book syncing preferences by choosing Daylite>Preferences>Address Book Preferences. You can also enable syncing, and choose which field(s) you want to identify to prevent duplicate syncing.

Click the “Reset” button to reset your Address Book syncing to the last date, so it will act as a fresh sync.

Address Book Preferences.


Letter Templates

To create and edit custom-made templates for letters you wish to send to Contacts via email or print, choose Daylite>Preferences>Letter Templates and select Add/Edit from the drop-down dialogue box, located near the top left corner of the pane.

Letter Template Preferences.

Q u i c k t i p

G e e k t i pThe letter templates you create in Daylite3 can also be applied to Apple Mail via Marketcircle’s Daylite Mail Integration module.

Activity Sets

To create a custom set of activities for Tasks/Appointments, choose Daylite>Preferences>Activity Set.

Click the <+> button to add a new activity set. A blank line is added to the “Activity Set” pane. Enter the name for the activity set in the “Name” field. As soon as you click on the “Name” field, the name you added will appear in the Activity Set pane. If you wish, you can also add a short description for each activity set.

Select using the checkboxes which Daylite objects are appropriate for the activity set that you create. You can also add the required tasks and appointment activities to your activity set(s).

Activity Sets Preferences.


Maintenance

To perform a backup of your Daylite database, choose Daylite>Preferences>Maintenance. Within the Maintenance pane, click the Backup Now button. This saves a copy of your database to the Library/OpenBase/Backup folder on your Mac.

To periodically trim the log that is compiled within your database, click on the “Backup & Trim Log” button.

Occasional maintenance tasks are also available:

• Rebuild Quick Find Index re-indexes the contents for your Find window.* • Link Contact Activities to Org will link the activity to the Contact and its default Organization.

* IMPORTANT: Rebuild Quick Find Index can only be used when a user is logged on as the Daylite administrator. It should only be used in rare occasions and most Daylite users are advised to not use this unless otherwise instructed.

Maintenance Preferences.


Pipelines

Create custom-made Pipelines to help you manage the processes, steps, workflows or any other group of procedures that you perform in your business (for details, see Section C: Getting Started and Section E: Getting things done with Daylite).

Pipelines Preferences.


Users & Teams

To assign users and/or teams plus permissions for each, choose Daylite>Preferences>Users & Teams Preferences.

To add a new user

Select the “Users” tab within the preference pane. Select the “+” button, located at the bottom-left of the preference pane.

Enter the user name and password or the new user you’ve just created (indicate your selection from the buttons in this preference pane).

Enter the user’s full name and email address.

Select the “choose” button to locate and place a photo image of the user.

Using the checkboxes, select whether the new user is:

• an Active user (enabled by default), which means that the user can get started using Daylite3 right away;

• an Admin user (disabled by default), which means that the user has full administrative control over Daylite3; and/or

• a Super user (disabled by default), which gives the user similar rights to an Admin user (i.e., can do anything).

Users & Teams Preferences (New User).


To add a Team

Select the “Teams” tab within the preference pane.

Select the “+” button, located at the bottom-left of the preference pane.

A new entry labeled “New Team” will appear in your teams list.

Double-click on “New Team” and enter the name you would like to call your new team.

Select the “+” button, located in the Team members column within the preferences pane. Add your team members from the drop-down pane that appears. Click “OK.”

To enable visibility for Team members

Check/uncheck the “Enable Teams Mechanism” to allow the creation of teams. By default, this option is unchecked. When enabled, some users will not see some data because they don’t have permission to look at it. This restricted data will not appear in the quick find or global find. Nor will it appear in the linked panes or in smart lists.

Users & Teams Preferences (New Team). Users & Teams Preferences (Adding new Team members).


Labels

Customize and edit your contact labels by choosing Daylite>Preferences>Labels. In Daylite3’s default setup, there are four types: Address, Electronic Address, Location and Phone. Customize or add new label names for each of these by clicking in the “+”/“-” buttons.

For details on how to customize address labels for printing, see Section E: Getting things done with Daylite.

Taxes

To add primary and secondary taxes to the invoices you generate in Daylite3, choose Daylite>Preferences>Taxes. Check/uncheck whether you want the application to track a single tax or a secondary tax as well.

For users who need to track compounded tax (i.e., in which a secondary tax is calculated on the subtotal of the primary tax), enable the checkbox entitled “This tax is compounded.” By default, this checkbox is unchecked.

Labels Preferences.

Taxes Preferences.


Identity

To add your logo* to invoices and reports, and to personalize the information featured in estimates that you generate in Daylite3, choose Daylite>Preferences>Identity.

* Note: When adding your logo to one of the layouts that is pre-loaded in Daylite3, use an image editor first to ensure that your image includes a transparent background and that its dimensions are 0.8 inches high X 3.5 inches wide. See Section E: Getting things done with Daylite for instructions on how to create a customized layout for use with logos that are outside of the specified dimensions.

Identity Preferences.

Resources

In Daylite3, any meeting you schedule can include a list of resources, which are the items that people will use (e.g., projector or boardroom) when holding their meeting. To identify, add or remove resources, choose Daylite>Preferences>Resources. You can also use the resources features for appointments that don’t necessarily require a scheduled meeting (e.g., should you wish to book the office projector for an upcoming presentation, or to take it home with you).

Resources Preferences.


Administration

To create a new database, determine which database starts when your Mac starts up, and/or launch Daylite’s database manager (OpenBase), choose Daylite>Preferences>Administration.

Check/uncheck whether to have Daylite3 share your local database(s) on your network. Please note, sharing requires a static IP address. While it is recommended for servers, it is not recommended for single users or for laptop computers (to ensure optimal performance).

Creating a New Database

Click on the “+” button, located in the Databases pane. A four-step setup wizard will start.

See Section B: Installing Daylite3 and running your database for instructions on creating a new database.

Status

To view your computer’s network settings and database location, choose Daylite>Preferences>Administration. Next, choose the “Status” tab.

Within this pane, Daylite can quickly diagnose potential problems with your database setup, including databases that start automatically when your computer is started up.

Administration Preferences. Status Preferences.

Section E: Getting things done with Daylite3 59

Now that we’ve covered all the basic features, functions and preferences available in Daylite3, this section will show you how you can apply those to your everyday work — helping you to get things done faster, more efficiently…all to help you save time.

Section E: Getting things done with Daylite3


Collaborate with multi-users

Assigning and delegating tasks

In Daylite3, you can assign any major object to other Daylite3 users. It’s an effective way to manage your work and the users (and groups of users) you work with. Daylite3 distinguishes between these two concepts as follows: in assigning, you are simply handing it over to another user without requiring a follow-up, whereas in delegating, you expect to be notified when the task/appointment/project/opportunity is complete. 1. Create a new Task (zN) from within the Tasks section of the navigator. A new Task pane will open.

2. Enter a name for your new Task.

3. Choose the status of your delegated task from the drop-down menu. You can indicate whether the action of the delegated user has yet to be determined, or you can choose to identify whether the task is a routine, has been delegated, deferred, cancelled, or if it’s in-progress.

4. Tag your task with a category by selecting from the corresponding drop-down menu.

5. Identify to whom you are delegating the task by selecting the “Owner” drop-down menu and choosing “Delegate.” A secondary “Delegate To” pane will open.

Q u i c k t i p

G e e k t i p

You can also create a new Task with a global hot key. However, by installing the Daylite Mail Integration (DMI) module, you can cre-ate new Tasks, Appointments, Projects and Opportunities linked to the objects you have selected in the DMI drawer. Q u i c k t i p

G e e k t i pThe more you tag, the more information-rich your Daylite data be-comes for searching. By tagging your tasks (or other Daylite ob-jects), any Find attempt that features the category/keywords that you’ve chosen will appear in your search results.

Delegating a Task (Status).


6. From the “Delegate To” pane, select the user to whom you wish to delegate the task.

7. By enabling the checkbox labeled “Notify me of changes,” you will be notified when there are changes to this task (e.g., new deadlines). Click the “Delegate” button and then the “OK” button. Plus, if that person delegates to another user, you will still be updated.

Delegating a Task (“Delegate To” drop-down menu).

Delegating a Task (“Delegate to” and notify).


Delegating an Appointment

The steps involved in delegating a Project, Appointment or Opportunity are similar to those of Task delegation (for this example, we’ll use a new Appointment).

1. Choosing Appointments from the navigator, create (zN) and open an Appointment.

2. Identify to whom you are delegating the Appointment by selecting the “Owner” drop-down menu and selecting “Delegate.” A secondary “Delegate To” pane will open.

3. From the “Delegate To” pane, select the user to whom you wish to delegate the task. By enabling the checkbox labeled “Notify me of changes,” you will be notified when there are changes to this task (e.g., new deadlines). Click the “Delegate” button and then the “OK” button.

Delegating an Appointment (Delegate drop-down menu).

Delegating an Appointment (“Delegate to” menu).


Creating resourcesDaylite3 gives you the ability to assign as resources the locations and items (e.g., projector, boardroom) that you use when holding a meeting. This is especially helpful when working with a group of users, so resources can be booked for use. Before you can assign your resources, you must first create or itemize them by choosing Daylite>Preferences>Resources.

Creating a Resource.


Scheduling a meeting

In Daylite3, when you schedule a meeting you can choose whether to assign resources to each meeting. Let’s start by looking at the steps to schedule a meeting.

1. Choose Appointments from the navigator and create (zN) and open a new Appointment (see Section C: Getting Started for an overview of how to create an Appointment).

2. Choose the status of your Appointment (the drop-down menu that ranges from “Tentative” to “Other.”) This is important when working in a multi-user environment as it determines whether your Appointment will allow overlapping, among other functions.

Select the status of your Appointment Tentative: Appointment tentatively booked but will not allow overlapping

Confirmed: all attendees have confirmed the time/date

Postponed: moved to an undetermined time/date

Completed: Appointment completed

Cancelled: Appointment cancelled

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To add users or create teams that you can use to schedule meetings, choose Daylite>Preferences>Users & Teams (see Section D: Pref-erences for more details). Scheduling a Meeting.


Assigning resources and checking the availability of other Daylite3 users

When you schedule a meeting, you can assign resources and check the availability of other Daylite3 users. To perform this function:

1. Working in the new Appointment you’ve created, add users and resources by clicking on the “add user” icon . From the pull-down, add users and resources to your meeting. Add multiple users by holding down the z key as you choose your users.

2. You can also check users’ schedules by clicking on the schedule button. A new sub-pane will appear featuring the schedule of each user that you have included in your previous step. Note the color bars in the schedule. The blue indicates the meeting you are scheduling and the grey represents busy time for the users/resources.

3. Adding resources to your appointment (e.g., a projector) is performed much like adding new users. Working in the new Appointment you’ve created, add users by clicking on the “ ” icon. From the pull-down, add resources as appropriate.

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Add, edit or remove resources by choosing Daylite>Preferences>Resources.

Scheduling a meeting and assigning user/resources (Adding a user).

Scheduling a meeting and assigning user/resources (Adding a resource).


Assigning and defining roles/reciprocal relationships

Roles

When working in Contacts or Organization, roles can be assigned to certain Daylite objects so you can more accurately define duties or responsibilities. This is a powerful feature that can be indispensable when working with (or working in) large businesses/industries, or when you need to know the responsibilities of various contacts.

In Daylite3, roles define unique characteristics or responsibilities to objects (e.g., define from Contacts the roles in a given Opportunity).

To assign or create a role:

1. Select a new (zN) or existing Contact/Organization via the navigator.

2. To create a link, choose from one of the four approaches (described in Section C: Getting Started):

a. Link via Find—Perform a search via Find. Once you’ve found the Contact you want to link to, drag and drop it onto the Contact you created in Step #1. A new pane will appear in which from the drop-down you select the role you wish to create between contacts. Select “OK” to complete.

b. Link via Actions—Choose Daylite>Actions>Link <name> to (in which <name> corresponds to the Contact/Organization that you’ve selected. A search pane, labeled “Link <name> to” will open. In the search pane, enter the name of the Contact, Organization, Opportunity or Project to which you want to assign a role or reciprocal relationship. Select Return and your search results will appear in the lower half of the search pane.

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When in Contacts, you can assign roles to Organizations, Projects and Opportunities, but not to other Contacts (instead, you’ll assign reciprocal relationships). Similarly, when in Organizations, you can assign roles to Contacts, Projects, and Opportunities, but not to other Organizations (again, you’ll assign Reciprocal Relationships).

Roles & Relationships (Link role via Actions).


c. Link via new object—Create a new object (zN). In the new object’s information pane, click on the <+> button, located in the section labeled “Linked.” Search for what you want to link to as described in Link via Actions.

d. Link via the toolbar—Click once on the existing Daylite object that you wish to link to a new object (e.g., an upcoming Task). Choosing from the appropriate toolbar icon, create a new Daylite object (e.g., click on “New Contact”). A link between these two objects will be established automatically.

3. Using one of the three linking approaches, choose the Daylite object to which you want to assign a role or reciprocal relationship. Remember, if you’re working from Contacts, you can only create reciprocal relationships with other Contacts. The same is true for Organizations.

Roles & Relationships (Link role via new objects). Roles & Relationships (Link via the toolbar).

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If the object to which you are linking is different from type of object as your source (i.e., from Contact to Project/Opportunity/Organization, or from Orga-nization to Project/Opportunity/Contact), you can assign a role from the pull-down menu labeled “Roles.”


Reciprocal relationships

Reciprocal relationships define the unique characteristics between two or more objects that are the same (e.g., contact-to-contact, organization-to-organization).

To assign or create a new reciprocal relationship, follow the same steps outlined for creating roles. If the object you are linking to is the same type of object as your source (i.e., from Contact to Contact, or from Organization to Organization), you can assign a reciprocal relationship from the pull-down menu labeled “Relationships.”

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Choose Daylite>Preferences>Roles & Relationships and custom-ize the roles/relationships you want (see Section D: Preferences for more details). From this pane, you can also control whether the roles/relationships you create will apply to other Contacts, Organi-zations, Projects and Opportunities as appropriate.

Roles & Relationships (Assigning a relationship). Roles & Relationships (Swapping a reciprocal relationship).

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Swap a reciprocal relationship (e.g., “John referred Cyril vs. John was referred by Cyril) by clicking on the “Swap” button, located in the “Link to” pane.


Customize your visibility

You can control the public/private visibility of each of your Daylite objects in a multi-user environment. You must first enable the “Teams Mechanism” located in the Daylite Preferences. Objects marked as private are viewable only by you. Those marked as public are viewable by other Daylite users in a multi-user environment. You can also customize that visibility, picking and choosing who sees what. Here’s an example, operating from within Appointments.

1. Select an Appointment, double-clicking on your selection to reveal the “Appointments” pane.

2. Select the “Visibility” drop-down menu.

3. Choose “Custom” and a separate pane will appear in which you can assign read/write privileges for each Daylite3 user. Click “OK.”

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You can mix and match visibility of linked objects. For example, you can set a project as public and then a note linked to the project as private (or visible only to select users). All your Daylite3 users will be able to see the project, but to those who are not given permission, that note will not even appear to exist.

Customize your visibility.


Manage your workDaylite3 is designed to help you manage your work — no matter the size or scope of what you’re working on. From a Project/Opportunity involving a single user, to one that involves multiple steps and multiple Daylite3 users and/or contacts, this application helps you stay on top of your business so you can get things done quickly and effectively.

Projects and Opportunities are the two major objects in Daylite3 to help you identify and manage your work or plan how you are going to deliver your product or service.

• Projects help you plan, schedule and organize your work, ensuring you remain in control from start to finish. You can manage projects by monitoring the details, progress, activities and forms related to each of the projects you create in Daylite3. Projects can be created independently, or as a step as part of an Opportunity. You can also track all correspondence sent by email or link a file reference to the project (e.g., a quote).

• Opportunities help you identify and track new ways for your business to grow. As with Projects, you can manage details, progress, activities and forms — but you can also track estimates for each Op-portunity you create. In Projects, you have a say on the final outcome, but in the case of Opportunities, outcomes are determined by someone else. Moreover, Opportunities can be created independently and can be divided into one or more Projects.

To do this, Projects and Opportunities can be linked with other objects in Daylite3, so that:

• workflow and estimates can be created and viewed by selecting users in a multi-user environment, and work can be managed to complete the objective(s) of a Project or Opportunity;

• other Daylite3 users and/or contacts are involved in your work; and• history can be tracked (through correspondence via Appointments, tasks, emails, files, letters, and

notes). The delegating function has already been covered in this manual (see Section E: Getting Things Done – Collaborate with Multi-users). Correspondence functions will be covered later in this section of the guide.


Using Pipelines to manage your workflow

In Daylite3, workflows are visually represented by Pipelines, which illustrate your progress in starting and achieving steps that you define in a given Project/Opportunity.

Add a Pipeline to your Project or Opportunity

1. Create your Pipeline by choosing Daylite>Preferences>Pipelines. Configure your Pipeline by following the steps outlined in Section C: Getting Started - Creating a Pipeline in a Project or Opportunity. Close the preferences pane when you’re done.

2. Select a Project or Opportunity from the navigator. Next, choose the “Progress” tab, located with the details pane of your Project/Opportunity. If no Pipeline is selected, you will be asked to choose one. Click on the “Change Stage…” button and a Pipeline sheet will appear.

Pipeline Preferences (New pipeline stages).

Working with Pipelines and Estimates (Progress tab – Change Stage).


3. In the Pipeline sheet, choose the Pipeline that you configured earlier, selecting it from the Pipeline drop-down list. Click “OK” when you’re finished. Your custom Pipeline will now appear under the “Progress” tab of your Project/Opportunity.

4. As you complete each stage of your Project/Opportunity, you can change stages by clicking on the “Change Stage…” button, located below the Progress tab of the details pane. The Pipeline sub-pane will appear, in which you choose your stage from the “Next Stage” drop-down. Note: each time you make a change, either forward or reverse, it is marked in the Activity Tab as history.

Working with Pipelines and Estimates (New Pipeline created). Working with Pipelines and Estimates (Change stage of Pipeline).

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You can create multiple pipelines for different types of workflows. You can also jump from one pipeline to another if needed. Each stage change is recorded in the activities.


Add new Tasks/Appointments on-the-fly to your Project/Opportunity

Add new Tasks and Appointments to your Project/Opportunity while working within the “Progress” tab by clicking on the <+> button in either the “Tasks” or “Appointments” column. You can also remove <-> or edit these as required.

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You can also perform in-line editing by clicking on the tab button, or create new tasks, using the “+” button and then by pressing the Return key twice.

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G e e k t i pCreate a subtask from one of your existing Tasks by choosing one and dragging-and-dropping it onto another Task, or by selecting the task and pressing Shift + z + the right-arrow key on your key-board.

Working with Pipelines and Estimates (Adding new Tasks/Appointments from within the Progress tab).

Adding a High-Low threshold to a Pipeline

Add a High-Low threshold to the pipelines you create by choosing Daylite>Preferences>Pipelines.

Working with Pipelines and Estimates (Adding a High/Low threshold to a Pipeline).


Use Estimates with your Opportunities

When working in Opportunities, you can create Estimates, identify fixed price(s), discount(s) or terms, based on products/services that you determine.

1. Create a new (zN) or existing Opportunity. With the Details pane for the Opportunity you’ve selected or created, click on the “Estimates” tab.

2. Working within the Estimates tab, click on the <+> button.

3. Choose “Custom” to create a new line item, in which you can assign the name, quantity, markup, price and taxes.

4. Choose “Product/Service” to add the particular product or service you are providing with this estimate.

5. Click on the “Terms” tab to add a note indicating the unique terms (if necessary) for the Opportunity you’ve created. Terms are saved as a rich-text file (RTF) so you can use it later when developing customized forms or estimates.

Use Estimates to manage your Opportunities (Estimates tab). Use Estimates to manage your Opportunities (Terms).

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Create a customized list of products/services by choosing Daylite>Window>Products and Services. A new pane will appear within which you select the <+> button to choose from either “Products” or “Services” to add. Complete the ensuing form as appropriate. Click “OK” when finished.


Using forms

In cases where you always require the same data every time you create a new object, Daylite3 can help you create predefined forms.

For example, when working in Opportunities, you can add custom-made forms for your linked contacts, or create a set of questions that you would ask every potential customer, or to conduct a survey of the type of computer or serial numbers used by consultants in your organization.

Creating your form

Choose Daylite>Preferences>Forms & Fields and click on the “Forms” tab. Using the activity window on the left-hand side, click on the <+> button to create a new form. A new untitled listing will be added at the bottom of the forms list.

Assign a unique name to your forms and press Return.

Next, use the checkboxes to determine which Daylite objects this form will apply. You can also determine whether the form will be added automatically each time that particular object is created. Also, you can limit whether only one or more forms can be applied to a given object (by default, this is disabled).

Add fields to your form using the “Field Type” list on the right-hand side of the pane. Click on the <+> button and choose from the drop-down selector the type of field you wish to add.

Enter your field name, description and default value as appropriate.

Additional fields can be added by clicking on the “Extra Fields” tab. There, you choose from the pull-down selector which Daylite object it will apply to, as well as a unique name for each extra field.

Creating your form.


Applying your form

To illustrate how to apply your form, let’s look at an example involving a new Opportunity:

1. Create a new (zN) or existing Opportunity. With the Details pane for the Opportunity you’ve selected or created, click on the “Forms” tab.

2. Working within the Forms tab, click on the <+> button. An “Add a Form” pane will appear.

3. Choose the form you wish to use, featured in the list on the “Add a Form” pane.

4. Click “OK.” This form will be added your list under the Forms tab.

Applying your form to an Opportunity (Forms tab).

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To add additional forms to the “Add a Form” pane, choose Day-lite>Preferences>Forms & Fields, and create a new form by clicking on the <+> button.


Narrow your search and filter your dataDaylite3’s many powerful features include the ability to find and filter your data effortlessly and intuitively. In earlier sections of this guide, we have demonstrated how to use the “Find” function, located in Daylite’s toolbar, to perform searches for information. But there are also instances where you may wish to narrow your search for information while working within specific Daylite objects. That’s what we’ll cover in this section of the guide.

Filtering

When working with any Daylite object (except Calendar), you can narrow your search for a particular item by using the built-in filter bubble.

Activity searches

When working within Contacts, Opportunities, Projects, Organizations and Groups, you can also narrow your search by selecting the “Activity” tab, located in the details pane of your respective Contact/Opportunity/Project/Organization/Group. Your results start to appear as you type-in what you’re looking for in the search window.

Narrowing your search and filtering your data. Narrowing your search and filtering your data (Activity searches).


Narrowing your search with smartlists

Earlier in the guide, we introduced smartlists, explaining how they are created. Let’s look at how smartlists can be used to help narrow your search for information in Daylite.

Let’s say you want to create a smartlist that shows you all the Task items that involve going to the bank this week.

1. Create one or more Tasks that involve going to the bank. Be sure to include the word “bank” in the Location field of each. Assign a start date to your task(s).

2. Next, create your new Task smartlist, selecting the “+” button.

3. Name your smartlist “Banking.”

4. In the “New list” pane, using the list of fields, double-click “Location.” A new sub-pane will open below.

5. From the Location sub-pane, select the drop-down and choose “is.”

6. In the empty box to the right of the drop-down, enter “Bank.”

7. Next, from your list of fields (see step 4), choose “Start Date.” A new sub-pane will open below.

8. From the “Start Date” sub-pane drop-down selectors, choose “is” and “Specific Date” and click on the calendar to choose a date that matches the start date of the tasks you created in step 1.

9. Click “Create.”

Narrowing your search and filtering your data (Building a smartlist).


Creating categories/keywords

You can also narrow your search for information by tagging your data with categories and keywords.

To assign custom-made categories and keywords to your Daylite data, choose Daylite>Preferences>Classifications Preferences>Categories or Daylite>Preferences>Classifications Preferences>Keywords respectively.

Daylite3 will index the keywords/categories that you assign to your data. This means that when you perform a search for information using the Quick Find icon in the toolbar, Daylite3 will give you search results that correspond with the keywords/categories you have assigned.

For instance, if you have assigned “Creative” as a keyword to three individual Contacts within Daylite3, perform a search, using that word (“Creative”). Your search result will include those three Contacts.

Classifications Preferences (Categories). Classifications Preferences (Keywords).

Narrowing your search and filtering your data (Categories/keyword search result).


Correspond with ContactsDaylite3 features a host of easy-to-use features to help you place and receive phone calls, send email messages via Apple Mail and/or MailDrop, prepare and distribute snail-mail correspondence. You can also use the application to print messages and customized envelopes and labels. These timesaving features help you focus your efforts on your business instead of on procedures that you repeat frequently.

Configuring Daylite3ʼs Auto Dialer

To use Daylite to place phone calls, you must first configure the application’s Auto Dialer.

1. Select Daylite>Preferences and choosing the Auto Dialer icon.

2. Set your local settings for placing a call. In the example (Figure: Set your Auto Dialer Preferences), “202” has been entered as local area code and “9” as the dial prefix (commonly required in organizations to obtain an outside line).

3. From the drop-down, you can choose which area codes are local calls for you, and which are long-distance. In the example (Figure: Set your Auto Dialer Preferences), these have been entered as “202” and “613” respectively.

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To have Daylite3 place your calls, you must have an analog phone line and have your phone line plugged in to you Mac via its built-in modem port (if available). Note: USB modems are not supported.

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G e e k t i pUsing GammaStream’s DayPhone, Daylite3 users can make inbound and outbound calls using Parliant’s PhoneValet. See GammaStream’s website for details: www.gammastream.com. Other third-party dialers for Bluetooth-enabled phones (e.g., Jon’s Phone Tool) are also supported.

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For users living in locations where an area code must be entered even when placing a local call (i.e., 10-digit dialing), enable the checkbox labeled “Include area code when dialing local calls.”

Set your Auto Dialer Preferences.


Calling your Contacts via Daylite3

Once you have configured Daylite3’s Auto Dialer, you can use the application to place phone calls to your contacts. Note: The Auto Dialer simply initiates the calls you wish to place. You still need to have a device to place the call (e.g., a phone handset).

The following example illustrates how you would use this feature to place and manage routine calls, based on a “Daily call to accounting” task.

1. Select Tasks in the navigator and choose and double-click “Daily call to accounting” from your list of tasks.

2. From the Task pane labeled “Daily call to accounting,” choose from the list the contact that you wish to call. Double-click on the contact and that person’s contact pane will appear.

3. From the Contact pane, click on the phone number. The Auto Dial window will open.

Select “Daily call to accounting” from Tasks.Placing a call (Choosing Contact from Linked Task).


4. Choose which device will be placing the call (e.g., modem for landline or VOIP line, or Jon’s Phone Tool or equivalent for Bluetooth line). Select (if necessary) your location. Place the call by clicking the “Dial” button.

5. Using the “Call Details” tab, log your call by enabling the “log” checkbox. Doing so will enable you to calculate the duration and note details of your call. You can also categorize the call, add a billing rate, and indicate whether you wish to link other Daylite objects when the call has been completed.

Placing a call (Auto dialer and Log information pane).

Placing a call (Log information).


Logging your calls

For calls you place without Daylite3’s Auto Dialer, you can log your conversations by choosing Daylite>Actions>Start Task Timer, and enabling “Toggle Details” from the drop-down menu. Complete the form as appropriate. Click on the “Start” and “Stop” buttons if you wish to track your time on a call.

Assign a name to the call, as well as a category from the drop-down. Within this pane, you can also create and save notes on what it discussed in the call.

For calls that you place with Daylite’s assistance using the Auto Dialer, you can log the details of your call using the Auto Dial pane that appears when you place the call using the application. From the drop-down menus, assign a category. Within this pane, you can save notes on what it discussed during the call and calculate its duration.

Enable the appropriate checkbox for tasks requiring that you schedule a follow-up when done.

Placing a call (Manual call Tracking Task).


Receiving a call via Daylite

Daylite can help you log the details of incoming calls. When your phone rings:

Select Daylite>Actions>Start Timer. A “Tracking Task” window will open and automatically start tracking your time. Choose “Toggle Details” from the pull-down and enter the details of the call.

If you enable the “Open when done” checkbox, a new Task pane will open automatically at the end of your call when, presumably you will click on the “Done” button.

Enter the details of your call in the new Task. Add links to Contacts, Appointments or other Daylite objects as appropriate.

Incoming call (Tracking).

Incoming call (Tracking – New Task).


Preparing correspondence with Daylite

Daylite3 comes equipped with an intuitive editor to help you create templates that you can use for correspondence with your contacts. The following example will show you how you can create a basic memo template and use it in your everyday correspondence.

1. Create a template for your memos by choosing Daylite>Preferences and clicking on the “Letter Templates” icon.

2. From the drop-down, select Add Template. Name your template by entering My Memo in the blank field. Click the Active option to make this an active template.

3. With My Memo highlighted, from the drop-down select Edit Memo. A blank document labeled as My Memo will appear.

4. Click the Merge Keys icon at the top of the screen to reveal the Available Merge Keys (these tell Daylite which data to include from the database).

5. Type To:<space>. You will now instruct Daylite to add the first and last name in this place.

6. Double-click on First name in the Available Merge Keys list. Type a <space>, and double-click on Last name from the Available Merge Keys list.

7. Press the Return key twice to create a new paragraph. Next, type: “This is my first template.”

8. Click the window-close button (i.e., the red dot). When prompted, select Save. The changes have been saved to your template. Exit from the Preferences window.

Preparing correspondence with Daylite (New memo).


To use the template you’ve created:

1. Display the Contact list view and highlight a Contact.

2. Select Daylite>Actions>Merge>Write a Letter in Daylite. The “Merge a Letter” pane will open. The “Built in” radio button is pre-chosen as the method for merging you letter.

3. Select My Memo (the template you created in the previous exercise) from the Template drop-down selector.

4. Select an Action from the drop-down selector. In this case, choose Open in Editor.

5. Type the name of an addressee in the To field.

6. Click Merge to create the memo. Daylite’s editor will open with details from the database, replacing the code you placed in the template. Once merged, this memo becomes a document in the editor that you can revise as you please.

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Once you have revised and saved your newly created, merged document, you can print it or email it (in either RTF or plain text format) from within the Day-lite editor. Simply click on the corresponding icons featured within the editor pane. You can also merge right into Apple Mail using the Daylite Mail Integra-tion module (recommended). Using this module, you can choose from either standard compose or reply.


Creating a custom-made report for your Daylite3 data

Custom-made reports can be generated and linked to your Daylite3 data (i.e., Contacts, Organizations, Groups, Projects, Opportunities, Tasks, Appointments, Notes). This includes tailor-made invoices, memos, letters and follow-up notes, among many other possibilities.

To create a new report, start by selecting the Daylite object for which the report will be prepared (for this example, we’ll assume it’s for a Contact).

1. Click once to highlight the selected Contact. Choose Daylite>Action>Define New Report. Daylite3’s report builder pane will appear.

2. In the layout work-area of the report builder, choose which type of Daylite object the report will be available throughout Daylite3 (i.e., Contacts, Organizations, Groups, Projects, Opportunities, Tasks, Appointments, Notes). Assign a name to your report and click “Next.”

3. Choose whether to start with a blank layout, or to base your new report on an existing layout/report. Click “Next.”

4. Choose your paper size.

5. In the work area, choose from the elements featured on the left-side of the screen, dragging-and-dropping the ones you want onto your document template. Once you’ve added an element to the template, you can adjust its dimensions using the pull-down selectors, located under the “Info” tab on the right-hand side of the screen.

6. In the “Parts” tab, choose from the pull-down to toggle between the “Basic” template and the “Opportunities” template (the latter of which is used to create reports for use with Pipelines and forecasts.

7. Add/edit/arrange text, arrange your elements, adjust fonts and colors as you see fit.

8. To save your report, click on zS or choose File>Save.


Merging documents created in Word, Excel and OmniGraffle

You can generate in Daylite3 new documents based on templates that you’ve created previously in Word, Excel or OmniGraffle (refer to the user guide for each of these products for more information on how to create templates in each of those applications).

1. Select a contact from your Contacts list.

2. Choose Daylite>Actions>Merge>Using Microsoft Word/Excel/OmniGraffle. A “Select Contacts for Merge” pane will appear.

3. Choose the contact(s) you wish to include in the merged Word document. Click “All” or “Selected” to continue. The “Merge” pane will appear.

4. From the radio buttons, choose whether to use Word, Excel or OmniGraffle as the method to apply your merge.

5. Click on the “Set…” button to locate the template file you created previously in Word/Excel/ OmniGraffle. Alternatively, you can select “Built-in” if you would rather create the merged template using Daylite3’s built-in editor.

6. Next, choose the action you want Daylite3 to take in performing the merge. Choosing to “Open in Editor” will launch Daylite3’s built-in editor. There, you can adjust your styles, spacing, merge keys, and/or the fonts and colors in the document. You can also control whether to send email or print your merged file. Q u i c k t i p

G e e k t i pWhen merging documents created in Word, Excel or OmniGraffle, you must specify the keys in the third-party application from a specific set of fields (External Merge Keys.rtf).

Merging documents created in Word.


Creating and customizing labels and envelopes

Highlight the contacts for which you wish to print labels/envelopes (in this example, we’ll demonstrate how generate, edit and print labels to a label sheet).

1. Choose Daylite>Actions>Define New Print Layout, making your appropriate selection from the layout choices (i.e., Label, Label Sheet, Envelope, Estimate, Page, or List). Daylite3’s built-in layout pane will appear.

2. From the layout pane, choose from the drop-down list where this report/label will be available in the application. Depending on the layout choice you made in Step 1, you will choose from a range of Daylite objects. In this example (label sheet), you choose from Contacts, Organizations, Opportunities or Projects.

3. Assign a name to your new layout and click “Next.”

4. Using the radio buttons, choose whether to start from a blank template or use one of the existing layouts. For label sheets, selecting the latter of these gives you a host of label templates to choose from. Make your selection and click “Next.”

5. Select your paper size. You can also click “Change” to select a new preset label from the drop ensuing drop-down list. Choose from the Present Label pane and click “OK.” Click “Next” to continue.

6. Your layout will now be featured in Daylite3’s built-in editor.

7. To edit your label sheet in this example, double-click on the label field featured within the editor pane. A sub-pane called “Edit Dynamic Text” will appear. Add new fields to your customized label sheet by navigating the “Fields” column located on the right-hand side of this sub-pane. To remove fields, click once on the appropriate one in the label (left-hand side of the sub-pane) and press the Delete key on your keyboard.

8. Using the checkboxes, determine whether you wish to evaluate your entire text as a mathematical expression (by default this is disabled). You can also choose to enable whether to have Daylite3 enter a space/new line if the text is valid, as well as whether to place the space/newline before, after, or both, with respect to your field.

9. Adjust the style, spacing and alignment of your fields by choosing the drop-down selectors located at the top-right of the “Edit Dynamic Text” sub-pane.

10. Save your label as a template by selecting zS on your keyboard, or Daylite>File>Save.


Creating and customizing estimates, reports and pages

The steps to creating/customizing an estimate, report or page are similar to that which is outlined in steps 1–6 of “Creating and customizing labels and envelopes.” However, when editing, rather than using the “Edit Dynamic Text” sub-pane, you will use the built-in editor, which gives you the ability to customize your documents in detail.

Let’s look at an example of how you would add a logo or image to an estimate.

Create your new layout by choosing Daylite>Actions>Define New Print Layout.

When prompted, choose “Estimates” to make this layout available to estimates. Next, name your layout (e.g., “New logo”). Click “Next” and choose the “Existing layout” radio button to select a pre-loaded estimate template. Choose “Next,” select your paper size, and choose “Next” again.

Using Finder, drag and drop your image/logo onto the estimate and place it where appropriate. Q u i c k t i p

G e e k t i pDaylite3’s built-in editor includes powerful pallet elements (located in a column on the left-side of the application window.) Drag and drop these to your layout document as appropriate. Training movies are available demonstrating how you can perform advanced features using the editor. Consult Marketcircle’s support page (http://www.marketcircle.com/help/) or your installation CD for more details.


View reports

You can review the reports you create within Daylite3 by choosing Daylite>File>Reports. A report pane will appear. There, you can select the report that you wish to view or run.

Printing labels/envelopes, lists, reports, estimates and pages

1. Once you have set-up your layouts or reports, using the instructions either on Creating and customizing labels and envelopes or Creating and customizing estimates, reports and pages, you can print your Daylite3 Tasks, Contacts or Opportunities data by selecting zP on your keyboard. For this example, we’ll print from Contacts.

2. In Contacts, zP generates a print pane that gives you default printing layouts to choose from a host of label templates that are pre-loaded in Daylite3.

3. Any additional layouts that your create and save using the steps featured in Customizing labels and envelopes will also be featured in your list of printing layouts.

4. Using the radio button, choose whether to print “all” or a “selection” from you list. You can also determine the starting position and number of copies to print.

5. Click the “Print” button to begin printing.

Printing layouts.


Sending email with Daylite3

1. Working within Contacts in the navigator, choose the contact (or contacts) you wish to email.

2. Choose Daylite>Actions>Write Email. A new mail pane will launch in Apple Mail, featuring the email addresses of your selected contacts.

Sending merged email messages

1. Working within Contacts in the navigator, choose the contact (or contacts) you wish to email.

2. Choose Daylite>Actions>Merge>Write Letter in Daylite. Daylite’s built-in editor pane will appear. Select the “Built-in” method using the radio buttons (this is the default setting).

3. Select the desired template from the Template drop-down selector.

4. Select “Email right away” from the Action drop-down selector.

5. Enter a name for the merged email in the “Subject” field. Click “Merge”

6. A new mail pane will launch in Apple Mail, featuring the email template message you chose, as well as the email address of your selected contacts in the mail-to field.

Sending a new email message via Daylite3.

Merged email message.


Sending email with MailDrop

For mass emailing, you can launch a campaign to send to any or all Daylite contacts using MailDrop, a third-party application. When contacts are imported into a new mailing campaign, messages can be sent either in plain text or HTML format.

1. Highlight the Contacts to whom you wish to send an email message or email campaign.

2. Choose Daylite>Actions>Send to MailDrop. The MailDrop application will launch.

3. In MailDrop, review the “basic headers” information (i.e., from, address, and subject) to confirm the details are correct. Specify an attached file if required.

4. Ensuring that MailDrop’s “Message” tab is active, you can add standard and customized variables to your email message (e.g., first name, last name, date). Refer to MailDrop’s help file for more informa-tion on how to customize your variables.

5. Click “Preview” to see the results of the variables you’ve inserted in your message.

6. Select the appropriate settings for your email message, using the “Mailing Settings” tab.

7. Add or remove recipients, using the “Recipients” tab.

8. When you are satisfied with your message, click the “Send Mailing” button to send.

Other timesaving features

Forward- and reverse-activity sets

In many professions, there are sets of activities that are performed the same way every time (e.g., court proceedings, house closings, film shoots). Daylite3 helps address this via forward- and reverse-activity sets — giving you the ability to assign activities well ahead of or prior to a given date on your calendar.

For instance, lawyers can plan their activities in the run-up to a trial date. Professionals in film and advertising can better plan their storyboards and location shoots by defining sets of common activities that happen with every project. Real estate agents and other professionals can manage their closings more effectively by defining the tasks that need to be done before a closing, and applying these as rules to follow every time.


Configuring your activity set

Start by configuring your activity set(s) in Daylite3 by choosing Daylite>Preferences>Activity Set (see Preferences for details).

1. Click the <+> button to add a new activity set. A blank line is added to the “Activity Set” pane. Enter the name for the activity set in the “Name” field. As soon as you click the “Name” field, the name you added will appear in the Activity Set pane. If you wish, you can also add a short description for each activity set. In this example, we’ll name this activity “New contact follow-up” (a step you might do every time after you meet a new potential contact).

2. Using the checkboxes, select which Daylite objects are appropriate for the activity set that you create. You can also add the required tasks and appointment activities to your activity set(s).

3. Next, using the Activity panel, click on the <+> button to add the activity/activities that will be per-formed each time with this particular activity set.

4. The new activity will be listed at “New…” until you define it, using the drop-down selectors. For example, to identify your activity as “Call,” you would choose “Task” from the “Type” drop-down, “Outbound” from the category drop-down, and enter “Call” in the name field. You could also indicate how many days before (reverse) or after (forward) a due date, or identify days of the week that you would skip (e.g., Saturdays and Sundays). Reminders can also be chosen, as well as whether the activ-ity is owned by you or another Daylite3 user.

Configure activity sets.


Add a new activity set to a Daylite3 object

To add your configured activity set(s) to a Daylite object, choose Daylite>Create>New Activity Set. A “New Activity Set” pane will appear. The sets that you have configured will be featured in the “Activity Sets” list.

In the “New Activity Set” pane, you can link/unlink your configured activity set(s) by choosing either the <+> or <-> buttons respectively.

Click on the calendar to determine the start date of your activity set. Click “Create” when finished.

Your new activity set will be added either to your Tasks or Appointments (depending on which you selected when configuring your activity set).

Add file reference

Add a file reference for one or multiple Daylite objects of the same type (e.g., several Contacts at once) by highlighting the target objects and then choosing Daylite>Actions>Add File Reference.

A new pane will appear in which you determine whether your reference is a file of computer or a URL from the web. For files, click the “Choose File” button and select the file you want to add. Similarly for weblinks, paste the URL in the “Location” field. You can open that link by clicking on the “Open in Web Browser” button.

Both file references and URLs can be linked to your Daylite data by clicking on the “Link” button (perform a search as you would for any other linking function as described in this guide).

Add a new activity set.

File reference.


Keep track of your time on a task

Choose Daylite>Actions>Start Task Timer to enable a convenient timer. A timer pane will appear. Within this pane, click on the pull-down selector and assign a title, category, start/end date and details for the task.

When your task is complete or you simply wish to turn off the timer, click the “Stop” button.

Using the spellchecker

To activate the built-in spellchecker in Daylite, choose Edit>Spelling.

To check for spelling as you type, choose Edit>Spelling>Check Spelling As You Type. Repeat this step to disable (i.e., uncheck) this feature.

If the spellchecker finds a misspelled word, select an alternative by choosing “Guess,” then click “Correct” to change the spelling of the word. Click Ignore if you don’t want to correct the spelling of a word. Click “Find Next” to continue checking.

You can also check the spelling of a single word within Daylite by highlighting it and choosing Edit>Spelling>Spelling.

If you want to check spelling in a different language, choose it from the Dictionary pop-up menu in the Spelling window. If you want to add a word to the spell-checking dictionary, click Learn when the word appears in the Spelling window. To delete a word from the dictionary, click Forget.

Spellcheck.


Locate duplicate contacts

Choose Daylite>Actions>Located Duplicate Contacts. A “Contact Duplicate Locator” pane will appear. Using the checkboxes, determine whether to find duplicates according to Name, Email, Street, and/or City. Click “Find.” Duplicate entries will be featured the results panel. Combine duplicate entries by holding down the z key, highlighting your selections, and clicking “Combine.”

Using the dictionary

To use the built-in dictionary while working in Daylite, highlight the word in question and right-click or control-click and select “Look up in Dictionary.”

Locate duplicate contacts.

Look up in Dictionary.


Unlock the power of system-wide Services

Daylite is engineered to make full use of Mac OS X, including the powerful system-wide “Services” menu, which is a list of special functions shared by all Cocoa-based applications on your computer. To enable a Services-related function in Daylite, highlight the text that you want to modify. Next, choose Daylite>Services. The list of available services in this menu will depend on which Cocoa-based applications you currently have installed on your Mac.Q u i c k t i p

G e e k t i pIf you have installed Skype (for example), you can add a Daylite contact to that application using system-wide Services. Start by highlighting the contact’s email address in Daylite. Next, choose Daylite>Services>Skype>Add Contact.

Section F: Sharing, networking and syncing 99

Sharing databases

Configuring Daylite3 for network access

You must first designate one computer in your network as the server. This can be any desktop Mac running Mac OS X 10.3.9 or greater (Mac OS X 10.4.5 or greater recommended). It should have a static IP address (note: if that is not possible, you can also configure with a dynamic IP address, provided that it has a long lease-expiry date…consult Marketcircle’s Knowledge Base for more details). Daylite3 should be installed on all computers in the network, and that network must also provide the ability connect to each computer.

For the server computer:

1. Select Daylite>Preferences>Administration.

2. Enable the checkbox labeled “Share these databases on the network.”

3. Enabling this feature usually takes a few moments to complete, during which time a dialogue will appear advising that in rare cases, a user might have to reboot after completing this function. Click “OK” to continue.

4. Choose Daylite>Preferences>Administration and select the “Status” tab. This pane will show you whether Daylite3 is currently configured for network or local access.

5. Logout (zW) of Daylite3.

Section F: Sharing, networking and syncing

Connecting Daylite for network access (Server computer).

Q u i c k t i p

G e e k t i p

Create a database on the computer you’ve assigned as the server (if you haven’t done so already). However, if you need to move a database from another computer never do so while that database is still running. See Marketcircle’s Knowledge Base for more infor-mation on stopping a database.

Section F: Sharing, networking and syncing100

6. To login, choose Daylite>File>Connect to… The “Connect to Daylite Database” pane will appear. Click on the “Show Details” button to view the “Select a Connection” drop-down selector. From that selector, click “Find Local Databases” to choose the database you wish to connect. Alternatively, using the “Connect to Database” pane, you can simply enter the computer name (e.g., “Mary’s computer), or the network IP address of the Mac you want to connect to (provided the server computer is not a dedicated server). Enter the user name and password as appropriate and click “Login.”

On the client computer (i.e., another desktop or notebook):

1. Launch Daylite3 and choose Daylite>File>Connect to…

2. Select “Find other databases...” from the “Select a Connection” drop-down menu.

3. In the text field, enter the IP address of the server (created earlier and which can be found in the status preference of the servers computer). Press <Return> on your keyboard.

4. Select the appropriate database and click on the “Choose” button.

5. Replace the username and password (clear the password field if that user does not have a password).

6. Select whether you want to store the password in your Mac’s keychain and whether you want this to be the default database.

7. Click on login.Q u i c k t i p

G e e k t i pWhen connecting network access and you want to see other users’ calendars, create a new smart Calendar, featuring the names of the users.

How to share databases (Client computer).


Networking

Configuring Daylite for network access

You must first designate one computer in your network as the server. This can be any desktop Mac running Mac OS X 10.3.9 or greater (Mac OS X 10.4.5 or greater recommended). It should have a static IP address (not a dynamic IP). Daylite3 should be installed on all computers in the network, and that network must also provide the ability connect to each computer (i.e., file sharing).

Connecting users via the Internet

To connect a Daylite user via the Internet, you must first: • install Daylite on a server;• be able to connect the user’s computer to the network where the server is located;• ensure your computer is currently able to connect to the Internet (contact your network administrator

to do this); • ensure that for the server, you have a static IP address assigned by your Internet service provider or

via a dynamic DNS system (see www.dyndns.com for more details).

If you are using a NAT-enabled (Network Address Translation) router:

On the server:

1. Open Ports 20220 to 20300 (see Marketcircle’s Knowledge Base for more details).

2. Forward those ports to your internal server where the Daylite database is located.Q u i c k t i p

G e e k t i pDaylite3 communicates with the database using TCP/IP, so connecting via the Internet is done by adhering to standard TCP/IP rules.


On the remote Daylite3 computer:

1. Launch Daylite3 and choose Daylite>File>Connect to…

2. Select “New Connection” from the “Select a Connection” drop-down menu.

3. Enter the public static IP address given to you by your Internet service provider. Use the domain name if possible (e.g., www.yourcompanyname.com).

4. In the text field, enter database name, username and password.

5. Click on login.

Connecting users via the Internet (Client computer).

Q u i c k t i p

G e e k t i p

Always be security conscious! Limit the number of people who can connect to your database. In some cases, you can restrict which remote IP address is able to connect. Or use a Virtual Private Net-work (VPN), which, while slower, is generally more secure. Also, be sure to change your Daylite Administrator password periodically, as well as those for all users accounts in Daylite3.


Syncing

Syncing with Appleʼs Address Book

1. Set your syncing preferences by choosing Daylite>Preferences>Address Book, and enable/disable the checkboxes that correspond with what you want to include in your sync.

2. Choose Daylite>File>Database>Sync with Address Book. When you sync for the first time, an alert will open, informing you that changes will be made.

3. Click “Sync” to start the exchange. When completed, click “Close.”

IMPORTANT: In a multi-user environment, a user should only sync with the Apple Address Book on a single computer (i.e., the one they use most often). Never log into Daylite3 from another computer and then perform an Address Book sync with that other computer.

Address Book Preferences.

Syncing with Apple Address Book (First-time sync).

Q u i c k t i p

G e e k t i p

When syncing with your Apple Address Book, you can expect that Daylite3 will only synchronize objects (e.g., contacts, organizations, among others) that are assigned to you. If you create a group of objects that you want to synchronize AND you set your preferences to constrain your sync to that group, then that will be what gets syn-chronized. Please note, however, that the items in that group must be set to “public” visibility.


Syncing with Palm devices

1. From Marketcircle’s website (www.marketcircle.com), download and install the Palm conduit.

2. Launch Daylite3 and login to your database.

3. Choose Daylite>Preferences>Palm Sync. The Palm Preferences pane will open.

4. Click the “Enable Palm Synchronization” checkbox.

Figure: Syncing with Palm devices (Enable Palm Synchronization).

5. Specify which data takes precedence, should a conflict be encountered during syncing.

6. Specify whether to allow Category synchronization. Palm allows only 15 categories for each type of listing, but Daylite allows an unlimited number of categories.

7. Under each of the four tabs (Calendar, Contacts, Notes, and Tasks), indicate if you wish to activate this type of sync. You also indicate whether to constraint your sync to Group.

8. Close the Preferences pane and quit Daylite3.

9. Press the Hotsync button on your Palm device.

Q u i c k t i p

G e e k t i p

Before syncing between Daylite3 and your Palm device, first ensure that the device is currently syncing properly with the Palm Desktop.

WARNING: Do not drag the Palm Address, Datebook, Memo, or ToDo conduit icons to the Conduit folder (/Library/Application Support/Palm Hot Sync). These are the conduits that Daylite3 overrides to sync with Palm devices.

Q u i c k t i p

G e e k t i pIf a category is not found on the Palm, then Daylite’s conduit puts the item (Task, Contact, Memo) in the “Unfiled” category.


Creating and syncing offline databases

To create an offline database, you must first configure Daylite3 to run in a multi-user environment. Even if you are a single Daylite3 user who wishes to create an offline database, you must perform this step.

To create an offline database using a second computer:

1. Connect to your database on the server.

2. Select File>Database>Go Offline. If you haven’t created an offline database earlier, Daylite will ask you if you would like to create one. Select Yes.

Following that step:

1. Connect to your database on the server.

2. Select File>Database>Go Offline. If you haven’t created an offline database earlier, Daylite3 will ask you if you would like to create one (see Figure: Creating a new offline database). Select Yes.

3. To go back online, you have two options. (A) You can either choose Daylite>File>Database>Go Online, which will perform the sync and change the connection to the online database. Or (B) you can choose Daylite>File>Database>Sync with Online Database, which will perform the sync but keep the user offline.

Creating a new offline database.

Q u i c k t i p

G e e k t i p

You can check whether you’re online or offline by selecting File>Database>Get Database Info. The database name will be labeled as “offline.”


Importing and Exporting

Import vCards and RTF files

1. Choose File>Import>Import vCards or File>Import>Import RTF. A Finder pane will open. Alternatively, you can drag and drop the vCard onto the Daylite icon in your dock.

2. Choose the vCard/RTF file you wish to import.

3. Click “Open.”

Import from iCal

Open iCal and choose from your Calendars list the calendar you want to copy to Daylite3. With the chosen calendar highlighted in iCal, choose iCal>File>Export, saving the name of the calendar to the folder of your choice (e.g., Desktop).

Return to Daylite3 and choose Daylite>File>Import>Import from iCal. Select the iCal file that you saved when exporting from iCal. Click “Open.”

Your iCal calendar data should now be featured in your Daylite3 calendar.

Q u i c k t i p

G e e k t i p

This importing feature also handles rtfd and txt files.

Q u i c k t i p

G e e k t i pImporting iCal data (ics files) can also include subscribed calen-dars in iCal that are published elsewhere, including web calendars (e.g., via Upcoming.org, 30Boxes, etc.) For Daylite to properly im-port these calendars, they must first be imported into iCal and then exported by that application.


Import contacts, activities and notes from ACT! 2000 or ACT! 6

1. Download the Act-Daylite Exporter tool, available at the Marketcircle website (http://www.marketcircle.com/downloads/daylite.html). This is a file that you must extract, install and run on your source PC (i.e., the computer where your Act! files are located).

2. Run the extractor on the source PC (for simplicity, extract the setup files to the Desktop).

3. Next, double-click in the Setup file (if you extracted to your Desktop, that is where you’ll find this file).

4. Choose Start>All Programs>Act-Daylite Exporter to run the exporter tool.

5. Click the “Browse” button to identify the source database (your existing Act! files), as well as your destination folder (for simplicity, identify this as a new folder located on your Desktop). If you use a username and password to access your Act! database, add these where indicated.

6. Click on the large “Export” button, located at the bottom of the application panel.

7. The Act! data will be saved on your PC in a folder named “.dlact” within which will be a file that features a “.dlact” file extension.

8. Choose Start>Search and perform a search for the folder called “.dlact”

9. Burn this folder to a CD, or if you have enabled file-sharing between your destination Mac and your source PC, move it via Finder on your Mac (i.e., open a new Finder window, click on the “Network” icon and browse to find the source PC on your network).

10. With Daylite3 open and the database active, choose Daylite>File>Import>Import ACT! 2000 or Act 6 Data. This includes the following options:

• Import primary Contact address into organization; • Import primary Contact phone number into organization;• Import primary Contact “alt” phone number into organization (in cases where a contact has a

second phone number);• Import primary Contact fax number into organization;• Import primary Contact website into organization;• Add default organization to Groups when adding Contacts; • unique Organization on name; • Unique on city (enable this if you have two companies with the same name but in different cities

and you don’t want them combined); and • Unique on street address (enable this if you have two companies with the same name but with

different street addresses and you don’t want them combined).


Import tab- or comma-separated text data from other sources

Daylite3 lets you select pre-defined import settings from popular applications (e.g., Entourage), or you can create your own.

To get started

1. Create and save your delimited file from the source application (refer to the respective software manufacturers for instructions on how to do this).

2. Select Daylite>File>Import>Import Delimited Text Data. A new pane will open.

3. Click the “Browse” button for the “File” field to locate and select the delimited file you created in Step 1. Select which type of data you are importing from the “Kind” drop-down selector. Also, choose whether to separate fields using tabs or commas using the appropriate drop-down selector.

4. By default, Daylite3 enables the checkbox labeled “field names are on the first line.” Disable this only if you wish to import data where this criteria does not apply. Do not select or adjust the “field wrapper” fields unless the data you are importing has specific fields, such as < > or “ ”.

Next, choose a profile…

Q u i c k t i p

G e e k t i p

In creating your delimited file, you select the “CSV” or tab-delimited text file(s) you want to export. You can also specify the type of information you are ex-porting (e.g., contacts, organizations). When creating your file, your first row should be the header.


Select a profile

Working from within the “Import” pane you opened in the previous four steps, click on the “Profile” button to select a profile. This is a helpful feature if you are going to import many files that have the same structure (this avoids re-mapping the rules each time).

By clicking once on the “Profile” button, you have the following choices:

1. If you are importing from Act!, Entourage, Group Organizer, Now, or Palm, select from the drop-down list. If you are importing new data and have not assigned mapping for it, select “New Profile.” If you have previously saved a mapping, you could open it by selecting “Load Profile.” You can also save your profile by choosing either “Save” or “Save As…”

2. Select “Preview” to see how the data lines up. In the preview table, you will see two columns. The data in the first column will map to what is in the second column (Daylite3’s type). Use the arrow buttons to navigate back and forth through the data that you’re importing. Click on “Close” to close the preview pane.

3. Add your merge rules by pressing the <+> button, located at the bottom right of the table. A new entry will be created in the “Source, Destination” mapping table. Highlight this view (if it hasn’t been already).

4. Scroll through the “For Import Field,” and select a type from your import file. For “Destination,” select the corresponding Daylite type.

5. Click on the “Set” button.

6. Repeat the same process for the rest of your import files types.

7. Click on the “Import” button.

8. Click on “Done” when you’re finished importing. The imported objects will be in a list called “last import” in the appropriate section (i.e., Contacts).

Q u i c k t i p

G e e k t i p

Should you notice in the preview that some data is missing its headings in the import file, you will have to manually enter in the column headers into the text file.

Q u i c k t i p

G e e k t i p

Remember to click the <+> button every time you want to create a new mapping.

Q u i c k t i p

G e e k t i p

Click on the “Advanced” button to add additional information to a given profile that cannot other be mapped (e.g., serial numbers on computers). Simply enter the Form name and press the Tab key on your keyboard to continue.

Q u i c k t i p

G e e k t i p

When importing using tab- or comma-separated text data, the selection “Backup Database” is enabled by default.


Import NOW Up To Date and Contact data

Select Daylite>File>Import> Import NOW Up To Date & Contact data. An importer pane will open.

Click on the “Connect” button to activate data in either NOW Contact or NOW Up To Date, according to the appropriately labeled tab.

Choose the “Now Contact” tab to determine which of your NOW contact data (including categories and keywords) you wish to import into Daylite3. Click on the “Import” button when ready.

For NOW Up To Date, choose the corresponding tab. Click the “Connect” button to launch Now Up To Date. Note: take care to import contacts before importing the calendar. Click the “Select All” button to import all items.

From the drop-down selector, choose whether you want Daylite3 to override “call” (from Up To Date) with a category (e.g., inbound call).

From the drop-down selector located at the bottom of the pane, choose whether the data you are importing is for Up To Date version 4.5.3, of for version 5.1.0 (or greater).

Click on the “Import” button when ready.

Export visible rows and selected rows to file

Select Daylite>File>Export>Export visible rows and selected rows to file. A “Save As” pane will open.

Enter a file name. Choose the location for this from the pull-down selector. A layout work-area will launch.

Export vCards

In Contacts, highlight the contact(s) you want to export as vCards.

Choose Daylite>File>Export>Contact to vCardsAssign a name to your exported file and click the “Save” button.


Export Calendar to iCal

Choose Daylite>File>Export>Export Calendar to Apple iCal. A new pane will appear.

In the new export pane, determine whether to export you entire calendar (e.g., the “all dates” radio button), or choose a specified range of dates.

Click “Browse” should you wish to export your Calendar to a location other than your default (which is usually your Desktop).

If you wish, you can export each category of your Daylite calendar as a separate calendar by enabling the appropriate checkbox (by default, this is unchecked).

Section G: Help 113

Section G: HelpIn addition to the material in this guide, help within Daylite3 is available by choosing Daylite>Help. Moreover, a host of additional tips and instructions are available at Marketcircle’s help website www.marketcircle.com/help/. There, you can choose from:

• Marketcircle’s Knowledge Base—helpful how-to instructions and advanced-user functions for Daylite3 and all Marketcircle products.

• Daylite online videos—brief, easy-to-follow demonstrations of the most popular Daylite3 tasks including “first launch,” creating a new database, among many other topics.

• Marketcircle Advantage Program—Marketcircle’s paid-support option.

For additional help, we have a Partner Program that consists of ACNs and other Apple Consultants. They are available for implementing Daylite3 into the workplace. Also, the Marketcircle mailing list is a community mailing board where people can email a question and members can respond.

Contact informationMarketcircle Inc.431 Alden Road Unit 20Markham, ON Canada L3R 3L4Phone: (905) 480-5555

Appendix - Troubleshooting 115

Databases1. I’ve logged out of Daylite3 and while it is still running, the application’s main window has

disappeared.

When you logout of a database, you’re closing the data for that particular user. As a next step you have two choices:

• You can either quit the application (either by selecting zQ or Daylite>Quit Daylite from the application menu); or

• Choose to login to your database by selecting File>Connect to… then choosing your database from the drop-down list.

2. How come my database is taking so long to start?

There are three reasons this could happen:

• You have a very large database (if you’re in a multi-user environment, you should put it on a server); or

• You haven’t trimmed redundant logs (select Daylite>Preferences>Maintenance and click Backup and Trim Log); or

• You had an improper shutdown earlier and you have a large database that has to be rebuilt.

3. My database folder is not writable. What do I do? Make sure you have permission to “Read & Write” in the database folder:• Using Spotlight in Finder, search for “Databases.obstorage” (no quotes). Typically it is located in

/Users/Shared, but in some cases it is located at HD/Library/OpenBase/Databases.• In Spotlight’s search results pane, select the “Databases.obstorage” file by clicking on it once.• Select zI on your keyboard to “Get info” on the file. • Open the Ownership and Permissions area.• Select the Details area.• Click on the lock icon (authenticate, if required)• Change the access levels so that you can read and write.

Appendix - Troubleshooting

Appendix - Troubleshooting116

Uninstalling Daylite3

In the unlikely event that you need to fully remove all database files and preference files, perform the following steps.

1. Delete /Library/StartupItems/OpenBase/

2. Reboot (this is necessary to ensure that any running database is shut down).

3. Delete the following folders: /Library/OpenBase/ /Library/Java/Extensions/OpenBaseJDBC.jar (Daylite3 doesn’t use Java, but this is required by the

OpenBase data manager) /Library/Receipts/Daylite* (anything that starts with Daylite) /Applications/OpenBase/ (remove this only if you are sure that you are not using other applications

that require OpenBase…otherwise just leave it as-is). /Applications/Daylite.app /Applications/Daylite Extras/ /Library/Application Support/Daylite

4. Next, delete the following from your Mac OS X user folder: ~/Library/Application Support/Daylite (this may contain report templates) ~/Library/Preferences/com.marketcircle.Daylite3.plist

Important! Do not delete the database files you’ve created with Daylite, or for other applications that use OpenBase, if you plan to reinstall.

5. If you have the installed the Palm conduit, delete the following: /Library/Application Support/Palm HotSync/Conduits/Piranha Conduit~/Library/Application Support/Piranha Sync/

6. If you have installed the Daylite Mail Integration (DMI) module, please refer to the DMI uninstall instructions

Appendix - Troubleshooting 117

Using Daylite3 in a serverless network that includes a wireless-connected computer

Note: The steps that follow assume that your wireless network is configured as a closed/private network. Consult the instructions from the manufacturer of your wireless router to configure accordingly.

If you have an Airport-enabled (wireless) network and no server, you must designate one computer as the “master” computer. It is strongly recommended that you choose a stationary desktop (e.g., eMac, iMac or PowerMac) as opposed to a notebook computer.

Normally, you would need a static IP address, but an Airport network works on a dynamic IP address basis. You can simulate a static IP on an Airport network with the following steps.

• Launch Apple’s Airport Admin Utility.• Connect to your wireless router/ Airport Base Station.• Click on the “Show All Settings” button.• Click on the “Network” tab.• Set the DHCP lease to “999 days.”• Shut down all other computers (except the one you are currently using).• Update the wireless router/Airport Base Station and restart it (if necessary).• Boot the computer that is going to act as the “master” (which will be your substitute server).• Now that your network is setup, follow the networking setup instructions.

Q u i c k t i p

G e e k t i p

If the IP address of the master computer (server) changes, you will need to update the Access Configuration settings on the server and the connection info on the clients.

Keyboard shortcuts118

Keyboard shortcutsLogout of Daylite zWConnect to database zKNew Viewer ⇧zNQuick Find zFGlobal Find ⇧zFEdit selection zELink zLNew Contact ⇧zKNew Appointment ⇧zBNew Task ⇧zTNew Group ⇧zGNew Opportunity ⇧zO

New object (corresponds with the object item you’re currently working in) zN

Shortcuts (enable view first) z1–9Add file reference ⇧zLWrite email ⇧zMWrite merged letter ⌥zMRefresh zRPage setup ⇧zPPrint zPReport zRCut zXPaste zVCopy zCSelect all zADelete z⌫

Indent task ⇧+z→

Outdent task ⇧+z←

View opportunities ⌥zOView projects ⌥zPView groups ⌥zGView tasks ⌥zTView appointments ⌥zAToday’s calendar zJGo to date… ⌥zJDay (calendar) ⌥zDWeek (calendar) ⌥zWMonth (calendar) ⌥zMZoom in (calendar) z+Zoom out (calendar) z-Dial primary phone F1Dial secondary phone F2Character palette ⌥zTMinimize zMDaylite help z?

z=control key⇧=shift key⌥=option key

How do I...? 119

How do I…?Create a Contact: Select “New Contact” from the toolbar, or Select Create>New Contact from the Daylite

menu, or Choose the “Contacts” icon in the navigator and select zN on your keyboard.

Print: Select File>Print from the Daylite menu, or Select zP on your keyboard.

Create an Appointment: Select “New Appointment” from the toolbar,

or Select Create>New Appointment from the

Daylite menu, or Select ⇧+zB on your keyboard, or Choose the “Appointments” icon in the

navigator and select zN on your keyboard Select Calendars from the navigator and

double-click on a day.

Create a multi-user meeting: Create a new Appointment (described above). Click on the “+User” icon to add users and

resources to your meeting. You can also check users’ schedules by

clicking on the schedule button.

Create a Task: Select “New Task” from the toolbar, or Select Create>New Task, or Select ⇧+zT on your keyboard, or Choose the “Tasks” icon in the navigator and

select zN on your keyboard.

Create an Organization: Select “New Organization” from the toolbar,

or Select Create>New Organization from the

Daylite menu, or Choose the “Organizations” icon in the

navigator and select zN on your keyboard.

Create a Group: Select “New Group” from the toolbar, or Select Create>New Group from the Daylite

menu, or Select ⇧+zG on your keyboard, or Choose the “Groups” icon in the navigator and

select zN on your keyboard.

Create a Project: Select “New Project” from the toolbar, or Select Create>New Project from the Daylite

menu, or Choose the “Projects” icon in the navigator

and select zN on your keyboard.

Create an Opportunity: Select “New Opportunity” from the toolbar, or Select Create>New Opportunity from the

Daylite menu, or Select ⇧+zO on your keyboard, or Choose the “Opportunities” icon in the

navigator and select zN on your keyboard.

Link via Quick Find: Click on the Quick Find button in the toolbar,

or select zF on your keyboard. Enter the name of the Contact, Organization,

Group, Opportunity and/or Project you want to find (even just part of the name will do).

Select “Enter” on your keyboard. From the ensuing search result, drag the

element(s) that you want to link, dropping as many as necessary on an Appointment, Contact, Group, Organization, Task, Project, or Opportunity.

Keyboard Legendz=control key⇧=shift key⌥=option key

How do I...?120

Link via a new object: Select a Daylite object that you want to link to

something else (e.g., link a Task with a new Contact). Select Create> Contact. The Contact you’ve created will be linked to the Task

that created it. You can also link an object to another by dragging and

dropping it on to one another, or from the find window.

Link via Actions: Select a Daylite object that you want to link to

something else. Select Daylite>Action>Link to. A search window will

open. Search for your target you want to link to in the search

window. Create your link by clicking on the “Link” button.

Link via toolbar: Click once on the existing Daylite object that you wish

to link to a new object (e.g., an upcoming task). Choosing from the appropriate toolbar icon, create a

new Daylite object. A link between these two objects will be established

automatically.

Create a shortcut: Enable the shortcut bar by choosing

Daylite>View>Show Shortcuts. Drag the Calendars, lists or smartlists you use most often, dropping each between the toolbar and main work area (much like in Safari). To view, click on the shortcut icon, or select z1–9 on your keyboard.

Connect to your database: Connect to your default database by selecting

File>Connect to… Enter your username and password (if prompted), or choose the “Show Details” button and select a database from the drop-down list.

Keyboard Legendz=control key⇧=shift key⌥=option key

Index 121

IndexAaccess, 111, 113ACT! 6, 105, 107ACT! 2000, 105, 107Act-Daylite Exporter, 105actions, link via, 64, 116Actions-Search, 25active user, 52activities

activity searches, 75activity sets, 49-50, 91-3assigning, 91importing, 105

Activity tab, 70address book, 48, 101addresses, email, 42, 53, 54 See also address book; IP addressesadministration, 56administrator, Daylite3, 50, 53, 56, 100Airport-enabled network 113Apple Address Book See address bookApple iCal See iCalApple Mail, 49, 78, 84, 90appointments

activity sets for, 49adding new, 32, 115delegating, 60duration of, 40links with, 23, 32, 47, 115notifications for, 27preferences for, 40resources for, 55scheduling, 29searching, 22status of, 32, 62syncing, 41

types of, 31, 33viewing, 4

See also meetingsarea code, 78Auto Dialer, 39, 78-9, 80, 81autolink, 47availability of users, 63, 115

Bback, 20backing up

a database, 17, 50Palm data, 41

BlackBerry, 10blue

bar, 63triangle, 20

Bluetooth, 78brainstorming view, 34business card view, 20, 30business-day end time, 39busy bar, 31

Ccalendars

adding new, 32copying to Daylite3, 104, 108defined, 29and Due lists, 30exporting, 109importing, 104, 108links with, 23, 30, 32lists for, 21multiple users, 33preferences, 39sharing, 10

Index122

subscribed, 104syncing, 102viewing and moving in, 29zoom view, 31

See also Smart Calendarscalls See phonecapitalization, 39categories

for data, 44, 77synchronization, 102of tasks, 34

Change Stage button, 36chat, 31checkboxes, 44classifications, 44Cocoa, 96collaboration, 58-67colors

application buttons, 27bars, 63in scheduling pane, 63users’, 33See also particular colors

column, 20comma-separated data, 106completed items, 30Conduit folder, 102connection to existing database, 12, 14, 17,

38, 116connections See connection to existing

database; links; networks; wireless-connected computers

contactsadding new, 28, 40, 115connections between, 45details of, 7, 20, 47duplicate, 95email to, 90-1exporting, 108history of, 6

importing, 105labels, 54, 87letters to, 49, 54, 78, 87links with, 7, 23, 32, 45, 50, 115notes regarding, 47preferences for, 40responsibilities of, 64roles of, 45, 64searching, 22, 75shown on menu bar and dock, 39syncing, 10, 42, 102

correspondence, 83-4Create/Edit cards, 39Create-Link, 25Create menu, 25CSV files, 106customizing See editing

D.dlact file extension, 105data

access to, 53category and keyword tags, 44, 77importing, 106-7reusing, 73sharing, 11, 53text, 106-7

See also filtering informationdatabases

backing up, 17, 50blank, 15connecting to, 12, 14, 17, 38, 41, 116creating, 12, 15, 56default, 116local, 98location, 56log within, 50logout/login, 111merging, 11moving, 97

Index 123

online/offline, 10, 17, 18, 103Palm connection to, 41-2problems with, 56, 111running, 14-18, 56sharing, 11, 56, 97-8starting, 111stopping, 97, 111syncing, 18, 41, 103templates, 15updating, 14

datesassigning to tasks, 34current, 29for Due list, 30

Day view, 29, 31Day/Week/Month view, 4, 29Daylite Mail Integration module, 22, 49, 58,

84, 112DayPhone, 78default database, 116delegating, 58-60dialing phone calls, 39Dictionary, 94, 95discounts, 72DMI See Daylite Mail Integration moduleDNS system, 99dock, 39, 104downloading Daylite3, 11Due lists, 4, 10, 30dynamic DNS system, 99

EEdit Dynamic Text, 87editing

advanced features, 88customizing documents, 10, 88emails, 90images, 55in-line, 71labels, 54, 87

preferences, 39reports, 10resources, 63in searches, 21, 22spelling, 94tasks, 34templates, 83-4

emailaddresses, 42, 53, 54mass, 91merged, 90messages to contacts, 49, 78, 90-1searching, 22sending, 84

Enable Teams Mechanism, 53Entourage, 106, 107envelopes, 78, 87, 89estimates, 55, 69, 71, 72, 88, 89events

Event icon, 32links with, 47scheduling, 29, 30viewing, 4

Excel, 86exporting, 105, 108, 109

Ffields, 46, 73file reference, 93filter bubble, 75filtering information, 8, 10, 21, 75-7Find, 8, 22, 50, 64. See also Global Find;

Quick FindFinder, 111follow-ups, 81, 85forms, 46, 73-4forward, 20forward activity sets, 91

Index124

GGammaStream DayPhone, 78Global Find, 10, 53global hot key See hot keysgreen application button, 27grey

arrow, 29bar, 63

Group Organizer, 107groups

adding new, 115details of, 20links with, 23, 115searching, 22, 75of users See multi-user environments

Hhandheld devices, 41-2. See also PalmHelp, 110-13hot keys, 8, 43, 58hotsync button, 102HTML, 39HUD, 7

IiCal, 104, 109ics files, 104identity, 55image, 88importing, 104-8index, 50, 77industries, 47Install Daylite icon, 11installing, 11-13Internet, 11, 99-100invitations, 9invoices, 54, 55, 85IP addresses, 56, 97, 99, 100, 113

JJon’s Phone Tool, 78

Kkeyboard shortcuts, 7, 114keywords, 44, 77

Llabels, 54, 78, 87, 89language, 94laptops, 56launching Daylite3, 11-12, 38layouts, 10, 55, 87letters

emailing, 84labels, 54printing, 84templates, 49, 83

license, 12-13linked panes, 53linked view, 20links

to contacts, 7creating, 8, 24-6, 30, 32, 34, 115-16file references and URLs, 93linkable objects, 23, 32from phone log, 82to reports, 85of roles and relationships, 45, 64-5visibility of linked objects, 67

See also autolinklists

customized, 10list view, 20printing, 89uses for, 10working with, 21

See also Due lists; smartlistslock icon, 111log

Index 125

of phone calls, 81-2within database, 50

login, 111logo, 55, 88logout, 18, 111

MMac OS X Address Book, 10Mail Integration module, 22, 49, 58, 84, 112mail, postal, 78MailDrop, 78, 91Maintenance pane, 17, 50mapping, 107Marketcircle Advantage Program, 110Marketcircle mailing list, 110Marketcircle Partner Program, 110Marketcircle’s Knowledge Base, 110“master” computer, 113mathematical expression, evaluating text as,

87meetings

add new users, 115defined, 31notifications for, 9, 27resources for, 55, 61-3, 115scheduling, 29, 32, 62-3, 115viewing, 4

memos, 85menu bar, 39Merge Keys, 83, 86merging, 84, 86, 90Missing Sync, 41mode switcher, 29modem, 78, 80Month view, 29, 31, 39moving back/forward, 20multi-user environments

appointments, 62, 115backups for, 17collaboration, 58-67

licenses, 13meetings, 115resources for, 61server, 111software updates, 38syncing, 101user colors, 33viewing events for, 4visibility, 27, 67

Nname

for activity set, 49, 92for database, 16for forms, 73for phone call, 81for templates, 83

See also usernameNAT, 99Network Address Translation, 99networks

Airport-enabled (wireless), 113configuring and connecting, 99-100network setting, 56security, 100serverless, 113sharing data over, 11, 56, 97-8

New Database Setup, 15new objects, 26, 65, 116notebook computers, 18notes

details of, 20importing, 105links with, 23Palm sync, 42, 102of phone calls, 81searching, 22titles of, 42

notifications, 9, 10, 27Now Up to Date and Contact data, 107, 108

Index126

numbersphone, 39, 42, 54serial, 107sorting of, 39

Oobjects

adding new activity to, 93syncing group of, 101

See also new objectsoffline databases, 10, 17, 18, 103OmniGraffle, 86online databases, 10, 17, 18, 103Open-Base, 11opportunities

adding new, 34, 115adding tasks/appointments to, 71definition, 68delegating, 60details of, 20on Due list, 30icon, 34links with, 23, 45, 115pipelines for, 36, 69-71searching, 22, 75tags to describe, 48

organizationsadding new, 28, 40, 115custom-made, 47details of, 20links with, 23, 45, 50, 115preferences for, 40roles, 45searching, 22, 75

overdue items, 30ownership, 111

Ppages, 88, 89pallet elements, 88

Palmconduit, 41, 102, 112importing from, 107sync, 10, 41-2, 102

Palm Desktop, 41, 102paper size, 87Parliant PhoneValet, 78Partner Program, 110passwords, 11, 16, 53, 98, 100permissions, 52, 111phone

calls on calendar, 31handset, 79line, 78log, 81-2numbers, 39, 42, 54placing and receiving calls, 39, 78-82

PhoneValet, 78photo of user, 52picture of user, 52pipelines

adding High-Low threshold to, 71adding new, 69-70customized, 10preferences, 51stages of, 5, 36uses for, 10, 36

Pocket PC, 10preferences, 37-56prices, 72. See also estimatesprint layouts, 10printing, 10, 78, 89, 115priorities, 34privacy, 27, 67, 100problems, 56, 110-13products, pricing, 72Progress tab, 36Project Activity tab, 6Project Progress tab, 5projects

Index 127

adding new, 35, 115adding tasks/appointments to, 71definition, 68delegating, 60details of, 20on Due list, 30icon, 35links with, 23, 45, 115pipelines for, 36, 69-71progress of, 5searching, 22, 75

purchasing Daylite3, 12

QQuick Find

according to keywords/categories, 77activating, 43link via, 24, 34, 115panel, 8re-indexing, 50restrictions on data accessible, 53use for, 10

quit, 111

RRead & Write permission, 111Rebuild Quick Find Index, 50reciprocal relationships, 23, 66red

application button, 27dot, 18, 83

regions, 47reinstalling, 112relationships, reciprocal, 23, 66reports

adding logo to, 55, 88custom, 10, 85, 88layouts for, 10printing, 89templates for, 39

thresholds for, 36viewing, 89

resources, 31, 55, 61, 63, 115results view, 20reverse activity sets, 91roles

assigning and defining, 64-5of contacts and organizations, 45creating, 23, 64-5definition, 64

rows, 108rtf files, 104rtfd files, 104

Ssample database, 12, 15schedule management, 29search

customizing, 22, 23, 75-7tagging, 58

See also Findsecurity, 100selected rows, 108serial numbers, 12-13, 107servers, 56, 97-9, 111Services menu, 96services, pricing, 72sharing databases, 11, 56, 97-8shortcuts, 10, 116. See also keyboard

shortcutsshutdown, 111single users

licenses, 12-13sharing databases, 56

Skype, 96Smart Calendars, 4, 33, 98smartlists, 7, 10, 21, 53, 76snap-to, 22software updates, 38sorting, 39

Index128

Source list pane, 33Sources tab, 33spellcheck, 94Spotlight, 111start-day for business week, 39start-up, 56, 111Status tab, 56subtasks, 42, 71super user, 52swapping, 66syncing

address book, 48, 101databases, 18hotsync button, 102Palm devices, 10, 41-2, 102

system-wide services, 96

Ttab-separated data, 106tagging, 10, 48, 58, 77tasks

activity sets for, 49assigning, 58-9changes to, 59creating new, 43, 115dates for, 40delegating, 58-9details of, 20on Due list, 30links with, 23, 47, 115notifications for, 27Palm sync, 42, 102preferences for, 40priorities, due dates and categories, 34searching, 22

See also subtasks; Tracking Task window

taxes, 54TCP/IP rules, 99teams, 52, 53, 62. See also multi-user

environmentstelephone See phonetemplates

created in other programs, 86for databases, 15for letters, 49, 83-4for reports, 39

terms of payment, 72text encoding, 3930Boxes, 104threshold, for reports, 36time

in calendar, 39tracking, 94zone, 39

titles, 39, 42toolbar

icons on, 29link via, 26, 65, 116

Tracking Task window, 81-2traveling, 39, 113troubleshooting, 111-13txt files, 104

UUnfiled, 102uninstalling, 112Upcoming.org, 104updates See schedule management; software

updatesupgrading software, 13, 14URLs, 93USB modems, 78Use Hot Keys checkbox, 43usernames, 11, 16users

accounts, 100adding new, 52, 62, 63availability of, 63colors for, 33

Index 129

in meetings, 115schedules, 63, 115usernames, 11, 16

VvCards, 104, 108videoconferencing, 31videos, Help, 110views, 20Virtual Private Network, 100visibility settings, 27, 53, 67, 101visible rows, 108VOIP line, 80VPN, 100

Wweb calendars, 104Week view, 29, 31window-close button, 83wireless-connected computers, 113wizard for database creation, 15, 16, 56Word, 86

Yyellow application button, 27

Zzoom view, 31

Documents

Daylite 3 manual your serial number and license (single user) .....12 Add your serial number and license (multi-users)