DidIT User Manual - Diditbetterguides.diditbetter.com/DidIT_User_Manual.pdfCRM, E-mail, Sales & Marketing Automation for Microsoft Office Users DidIT!™ is a simplified contact management,

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DIDITBETTER.COM SOFTWARE

DidIT!™ CRM FOR MICROSOFT OFFICE USERS

Quick Start Guide & User

Manual

7.2

Support email [email protected] or call to speak to a live operator PH: (813) 977-5739 More information, free trial version or buy now: www.diditbetter.com

© 2007 Advantage International Inc. DidItBetter Software and DidIT! are trademarks of Advantage International Inc. All rights reserved.

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Quick Start Guide

CRM, E-mail, Sales & Marketing Automation for Microsoft Office Users

DidIT!™ is a simplified contact management, messaging and sales automation program, completely written with Microsoft's best technologies. DidIT!™ can be installed on a laptop, on a network or rented as a service over the Internet. DidIT!™ is ideal for Microsoft Office users who want to simplify common daily tasks & automate several business processes for administrative assistants, office managers, receptionists, sales and marketing professionals, small office/home office businesses. With a seamless flow of information, employees can increase productivity in or away from the office, thus enhancing overall operating efficiency, creating greater employee and customer satisfaction. Learn more about the capabilities that DidIT!™ adds to Microsoft Office 97, 2000 and XP. The following are examples of how DidIT! can solve common contact management problems.

The Big Find Screen



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Active Check Box: Remove the Check Box to set the record as inactive.

General contact information

Contact record categories

Close the Big Find screen

Delete or Add to the current Results screen

New Query button

Creator of the contact record

The Result Screen



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The Outlook Toolbar will integrate with the common features of Outlook

(From Left to Right) • Quick view of the

selected record • Open a blank contact

record • Create a client record • Create a vendor record • Create an employee

record

Internet Integration (From Left to Right) • MapQuest Road Maps: Driving directions for the selected record • Yellow Pages.com: Additional information on the selected record from the Yellow Pages

Info Editing and Transfer (From Left to Right) • Paste Email Address to Clipboard • Paste Address to Clipboard • Paste Address and Remarks to

Clipboard

(From Left to Right) • Open the selected record • Open QuoteBuilder • Take notes

(From Left to Right) • Select all records • Select no records • Remove all records

(From Left to Right) • Print • Change order of results • Categorize records

(From Left to Right) • Forms Manager • Attach representative to

selected records

Contact records acquired from the search in the Find Screen

The Contact Record



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Drop down list to select the phone number type.

Browse Toolbar


Use Client, Vendor or Employee icon (Only 2 available from each Contact Types) to duplicate an Existing Record into another contact database.

Using the Clipboard (From Left to Right) • Paste Email Address to Clipboard • Paste Address to Clipboard • Paste Address and Remarks to Clipboard • Clear all Fields in Record: An easy way to delete all

information on this contact record

Internet Integration (From Left to Right) • Road Map: Get driving directions for the open record. • Edit Directions: Edit the Directions to paste them in the record, or print them. • Yellow Pages.com: Additional information on this record from the Yellow pages

Toolbars



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Browse Toolbar

From left to right:

• Go to first contact record • Go to previous contact record • Go to next record • Go to last record • Find record • Delete record • Create new record • Duplicate current record • Save changes to current record • Undo changes to current record • Close current record • Select phone to dial • Phone dialer

Schedule a new appointment Send a fax Add a new Outlook Journal entry Send an Outlook email Send a While You Were Out message Add a new Outlook Note Send a text page Add an Outlook Post-It Note Create a new Outlook Task

Outlook Toolbar

Sending a “While You Were Out” Message



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Step 1. Enter the contact that the message is from in one of the search fields and click on the New Query arrow.

Step 2. Select the contact that the “While You Were Out” message is from and click on the WYWO icon on the right vertical tool bar.

Step 3. Select the message recipient from the “For:” field. Check the options you would like at the bottom of the form and click on the send button.

Creating Merged Letters



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Step 1. From the result screen, select the contact you are writing the letter to and click on the Forms Manager icon.

Step 2. Under the List tab, scroll down to the folder in which the letter you want to use is saved and click on it once. Next, select the letter you would like to use.

Step 3. Once you have chosen a letter, select the Details tab and click on the Microsoft Word icon to open the document. Write your letter and save the document as you would like.

Creating Merged Letters on Letterhead



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Step 1. Enter the contact that you wish to merge to letterhead in one of the search fields and click on the New Query button.

Step 2. Select the contact you want to merge to letterhead from the Results screen. Click on the Forms Manager icon.

Step 3. Scroll down to the Letterhead folder and click on it once to open it. Select the letterhead you would like to merge to and click on the Word Document icon on the right vertical tool bar. Word will open with the current selected result records in one document.

Searching for Contacts



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Step 1. From the Big Find screen, you may search for contacts by typing part of the contact information into a search field. Press the New Query arrow to move on to the next step.

Step 2. After clicking on the New Query arrow, the above screen will appear displaying all of the contacts that apply to the specifications of the search. Highlight the contact that you want to view and click on the Edit Selected Entity button and move on to the next screen.

Step 3. The above screen is the open contact record. From here you can view and edit the record.

Creating an Appointment



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Step 1. From the Big Find screen, search for the contact that the appointment is with and click on the New Query arrow.

Step 2. From the results screen, highlight the contact that the appointment is with.

Step 3. Once the contact is highlighted, click on the Schedule button on the top of the vertical tool bar on the right side. If you use an Exchange server, choose which calendar (public or private) the appointment will post to. From there, complete the Outlook appointment form.

Creating a Task



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Step 1. From the Big Find screen, search for the contact that the task is with and click on the New Query arrow.

Step 2. From the results screen, highlight the contact that the task is with.

Personal Task

Step 3. Once the contact is highlighted, click on the Task button on the bottom of the vertical tool bar on the right side. Choose which folder the task will post to. From there you can complete the task in the Outlook form.

Public Task

Step 3

Creating a List Using a Report



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Step 1. From the Big Find screen, conduct a search for the contacts that will be included in the list. Click on the New Query arrow. If you are adding contacts to existing contacts in the Results screen, you must push the Add to Query button or else it will only pull up the new set of contacts instead of adding to existing contacts in the Results screen.

Step 2. When all the contacts needed for the list are in the results screen, click on the Select All button. Next, click on the Print icon.

Step 3. Once in the Print screen, choose the list option from the pull-down menu on the middle of the bottom tool bar. Click on the Continue to Printer button on the bottom tool bar, choose your printer and print your list.

Creating Labels Using a Report



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Step 1. From the Big Find screen, conduct a search for the contacts that will be included in the labels. Click on the New Query arrow. If you are adding contacts to existing contacts in the Results screen, you must push the Add to Query button or else it will only pull up the new set of contacts instead of adding to existing contacts in the Results screen.

Step 2. When all the contacts needed for the labels are in the results screen, click on the Select All button. Next, click on the Print icon.

Step 3. Once in the Print screen, choose the label option from the pull-down menu on the middle of the bottom tool bar. Click on the Continue to Printer button on the bottom tool bar, choose your printer and print your labels.

Creating Labels Using Microsoft Word



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Step 1. From the Big Find screen, conduct a search for the contacts that will be included in the labels. Click on the New Query arrow. If you are adding contacts to existing contacts in the Results screen, you must push the Add to Query button or else it will only pull up the new set of contacts instead of adding to existing contacts in the Results screen.

Step 2. When all the contacts needed for the labels are in the results screen, click on the Select All button. Next, click on the Forms Manager icon.

Step 3. After clicking on the Forms Manager icon, from the List tab, scroll down to the Labels folder. Open the Label folder by clicking on it once. Highlight the desired label format and click on the Word Document icon to merge the contacts.

Sending a Text Page



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Step 1. Search for the contact that the message is from by using the big find screen.

Step 2. Select the contact that the Text Page message is about and click on the Page icon on the right vertical tool bar.

Step 3. Select the message recipient from the “For:” field. Check the options you would like and click on the Send/Outlook button.

Sending a Quick Email Message



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Step 1. From the Big Find screen, conduct a search for the contacts that will be included in the Quick Email Message. Click on the New Query arrow. If you are adding contacts to existing contacts in the Results screen, you must push the Add to Query button or else it will only pull up the new set of contacts instead of adding to existing contacts in the Results screen.

Step 2. Click on the Email icon on the right vertical tool bar.

Step 3. Once in the Quick Email screen, select the contact(s) that the email will be sent to. Choose the options that you would like and send the message by clicking on the Outlook icon.

Sending a Quick Fax



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Step 1. From the Big Find screen, conduct a search for the contacts that will be included in the Quick Fax Message. Click on the New Query arrow. If you are adding contacts to existing contacts in the Results screen, you must push the Add to Query button or else it will only pull up the new set of contacts instead of adding to existing contacts in the Results screen.

Step 2. Click on the Fax icon on the right vertical tool bar.

Step 3. Once in the Quick Fax screen, select the contact(s) that the fax will be sent to. Choose the options that you would like and send the message by clicking on the Outlook icon.

Categorizing Contacts- A Single Contact Record



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Step 1. From the Big Find screen, conduct a search for the contact that will be categorized. Click on the New Query arrow.

Step 2. Select the contact record and click on the Edit Selected Entities arrow and the contact record will open.

Step 3. Once the contact record is open, select the Categories tab. Double click on the category that you would like to assign to the contact. Return to the Name & Address tab, save the changes and close the record.

Categorizing Contacts- Multiple Contact Records



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Step 1. From the Big Find screen, conduct a search for the contacts that will be categorized. Click on the New Query arrow. If you are adding contacts to existing contacts in the Results screen, you must push the Add to Query button or else it will only pull up the new set of contacts instead of adding to existing contacts in the Results screen.

Step 2. From the Results screen, select all of the contacts that you would like to categorize and push the Categorize Selected Entities button.

Step 3. In the Categorize Selected Entities screen, highlight the category that you would like to assign to the contacts. Double click or click on the Add Selected Items arrow so that the item appears in the Selected Items column. Click on the Attach or Detach button in the bottom left corner.

Adding, Deleting and Editing Categories: From a Contact Record



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Step 1. Select a contact record and click on the Edit Selected Entities arrow and the contact record will open.

Step 2. Once the contact record is open, select the Categories tab. Right click over any one of the categories and select Add New, Delete or Edit.

Step 3. Make the necessary changes in the Add New and Edit screen, save changes and close the screen.

The above warning will appear when you select Delete. Click on Yes to delete or No to return to the categories.

Adding, Deleting and Editing Categories: From the Result



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Step 1. From the Results screen, click on the Categorize Selected Entities button.

Step 2. Once in the Categorize Selected Entities window, right click over any category. Choose Add New, Edit or Delete.

Step 3. Make the necessary changes in the Add New and Edit screen, save changes and close the screen.

The above warning will appear when you select Delete. Click on Yes to delete or No to return to the categories.

Keyboard Shortcuts



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Main Menu Alt + S = Service menu Alt + H = Systems menu Alt + H = Help menu Service Menu Control + F = BIG Find Window Control + Q = QuoteBuilder Window Control + W = Work Order Window

C = Calculator E = Email F = Fax I = Internet X = Exit

System Menu Control + L = Logon Window Control + P = Properties Shift + F1 = Edit Help Shift + F2 = Edit Operations

S = System Details E = Employee Window M = Menu Access Rights Window G = Groups Setup

Help Menu F1 = Help F2 = Operations

P = Products R = Registration

Big Find Module Alt + C = Company Alt + N = Fist Name Alt + L = Last Name Alt + T = Telephone Alt + A = Address Alt + w = Interests Alt + Y = Industry Alt + S = Source Alt + M = Membership Alt + O = Owner Alt + D = Databases Results Screen Alt + A = Select All Alt + D = Deselect All

Alt + R = Remove / Recall Records Alt + L = Print Alt + O = Change result sort order Alt + G = Categorize selected entities Alt + M = Merge to selected entities (Forms Manager) Alt + E = Edit selected entities Alt + Q = Build quote for selected client Alt + Z = Zoom current record Alt + N = Add new entity Alt + C = Add new client Alt + V = Add new vendor Forms Manager Alt + L = List tab Alt + D = Detail tab Alt + M = Merge to Document Alt + P = Merge to Print Alt + X = Merge to Fax Alt + V = Merge to Preview Alt + T = Edit Merge Document (Target) Alt + B = Blast Alt + Q = Quick Email Alt+ C = Close Alt + N = Name & Address tab Alt + F = Find tab Alt + B = Business Info tab Alt + S = Strategy tab Alt + G = Categories tab Alt + H = Shipping tab Alt + U = User tab Name & Address Window Ctrl + Home = First Record Ctrl + Up Arrow = Previous Record Ctrl + Down Arrow = Next Record Ctrl + End = Last Record Ctrl + F = Find Ctrl + Delete = Delete Record Ctrl + N = New Record Ctrl + D = Duplicate Record Ctrl + S = Save Changes Ctrl + R = Undo Same as Clients or Vendor except for: Alt + W = Security/Password From the QuoteBuilder Module Main Window in QuoteBuilder

Alt + C = Client Window Alt + P = Product and Services Window Alt + V = Vendor Window Alt + F = Find Screen Alt + N = New Alt + S = Save Alt + D = Delete a Record Alt + U = Utility Window Alt + K = Toggle Kit F3 = Category List F4 = Accessories F7 = Select Product Info F8 = Selected Product Notes F9 = Selected Product Display Info Service/Product Window Alt + D = Details tab Alt + F = Find tab Alt + M = Market Info tab Alt + N = Notes tab Alt + P = Print tab Alt + S = Display Sheet tab Alt + N = Name & Address tab Alt + F = Find tab Alt + B = Business Info tab Alt + S = Strategy tab Alt + G = Categories tab Alt + U = User tab Alt + H = Shipping From Every Market Info Screen press F12 for a time stamp

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DIDITBETTER.COM SOFTWARE

DidIT!™ CRM SOFTWARE FOR MICROSOFT OFFICE USERS

End User Manual

7.2

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DidIT! SOFTWARE

1996/2007 Advantage International, Inc./DidItBetter.com SOftware 4803 George Road, Suite 400, Tampa, FL 33634

Phone 813.977.5739 • Fax 813.972.7986 Web Site: www.DidITbetter.com Support: [email protected]

This is the Version 6.9 manual, a pre-release Beta 3. This means you are still testing this software. Version 7.0 will be the final DidIT! release. If you have version 6.9, and version 7.0 is now generally available, please upgrade today because the 6.9 version of DidIT! has errors. At Open Door Software, we strive to make the best software made in the world, and with this numbering system we can maintain a level of customer service we are proud of and you would find valuable. The prerelease version of DidIT! has errors we know about and have fixed already. If your data is important, please get the upgrade. Although we are not responsible for these bugs under the licensing agreement we have with you, we are committed to having our users and our technical department support only DidIT! bug-free software. Some people don’t want to upgrade. By not upgrading, they are making us support something we know has problems that can cause other problems, perhaps even theirs. If there is a small fee for this upgrade, please accept our thanks for your support. Suggestions or comments should be addressed (in writing) to: Advantage International, Inc., c/o DidItBetter Software® 4803 George Road, Suite 400, Tampa, Florida 33634 Tel (813) 977-5739 Fax (813) 972-7986

Emails to use: Problems or Suggestions: [email protected] Support Contracts: [email protected] Customization Requests: [email protected] Software Sales: [email protected]

We give free software support during your first 30 days of use. Please try to email us first. This gives you the ability to encapsulate what happened and gives us a moment to think about it before we have to magically come up with a solution. This method is easier, quicker and less expensive. We promise to either email you the solution or call you back. If you absolutely need Customer Service, call (813) 977-5739 Monday through Friday from 9:00 a.m. to 5:00 p.m. EST. For extended support, and custom requirements, please buy a Support Plan from our website at www.DidITbetter.com. C O P Y R I G H T This program is the confidential and proprietary product of Advantage International, Inc./DidItBetter.com Software and is licensed for a fee to users. Copyright ® 1993 -2007 Advantage International, Inc./DidItBetter.com Software. This document and the accompanying software may not be reproduced in any manner without the prior consent, in writing, from Advantage International, Inc. DidItBetter Software is the registered mark of Advantage International, Inc. 1992; QuoteBuilder and DidIT! are the registered copyrights of Advantage International, Inc. 1993, 1992. Telamir, MergeMaster, FormsManager, BigFind, WorldNVue, DidIT!, IDidIT!, WeDidIT!, and MemoRec are the trademarks of Advantage International 1988. All rights reserved. D I S C L A I M E R This program is provided "as is" without warranty of any kind, either expressed or implied, including, but not limited to, the implied warranties or merchant ability and fitness for a particular purpose. You assume the entire risk as to the result and performance of the program. In no event will DidItBetter Software or Advantage International, Inc. be liable for direct, indirect, incidental, or consequential damages resulting from any defect in the program. This will include loss or damage to data stored on your computer system, DidIT! data files, or any physical pain and suffering associated with computer use. Caveat Emptor. L E G A L I Z E D P I R A C Y P O L I C Y Once authorized by DidItBetter Software as a DidIT! Administrator, you may copy the entire media and give it away for FREE to anyone you want, or you may install it for them and train them for a mutually agreed on fee between your two parties, with no fees due to DidItBetter Software for that transaction. If, after the first 30 days of use the users decide to purchase the software, a key will be assigned for that user and credit will be given to unlock DidIT!’s full potential for the user. Also, the Administrator will receive credit for the points assigned to that installation. After that initial 30 day period and until the 90th day after the installation, the user will be given a timeout before accessing the program, in the form of a “purchase contemplation time” . This 30-90 sec pause is when we ask the users who wish to continue to use DidIT! to go the Website and buy and register DidIT!. In this way we can track installs for the awarded points, simplify the support of the existing user base, and lower our operating costs.

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Table of ContentsHOW IT WORKS .....................................................28

GETTING STARTED.............................................32 CONVENTIONS FOR SMOOTH OPERATION ...............37 COMMON TOOLBARS .............................................38

Main Menu Bar.................................................40 Services Menu - ALT+S..................................40 System Menu- ALT+y.....................................40 Help Menu- ALT + H......................................40

CONTACT RECORD WINDOWS .......................41 INTRODUCTION ......................................................41 NAME & ADDRESS TAB .........................................42 THE FIND TAB........................................................43

Finding a contact record ..................................43 Setting the Order of the List..............................44 Changing the Result Screen View.....................44

BUSINESS INFO TAB - CLIENT ................................45 BUSINESS INFO TAB – VENDOR .............................46 THE STRATEGY TAB ..............................................46 THE CATEGORY TAB..............................................47 THE USER TAB.......................................................48 THE SHIPPING TAB.................................................49

USING CATEGORIES...........................................51 CATEGORY WINDOW OVERVIEW...........................51 ACCESSING THE CATEGORY WINDOW ...................51

From The Main Menu.......................................51 From The BIG Find ..........................................51 From The Contact Window...............................52

ATTACH A CATEGORY TO A CONTACT RECORD.....52 Attach One or Several Categories ....................53 Detach Categories ............................................53

ADD A NEW CATEGORY ITEM ...............................53 Find a Category Item........................................54

EDIT A CATEGORY ITEM ........................................55 DELETE A CATEGORY ITEM...................................55

USING BIGFIND ....................................................56 ACCESSING THE FIND.............................................56 ACCESSING THE RESULT SCREEN ..........................57

Action Items available from the Result Page....58 USING FIND............................................................59

Step 1 - Define The Search ...............................59 Step 2 - Limit the Search...................................59 Step 3 – Databases............................................59

THE RESULT TAB OVERVIEW - ALT+R.............60 Sorting Contact Records...................................61 Adding Contacts to the Current Search ............61 Selecting Contact Records ................................62 edit a CONTACT record...................................62 Add a Contact Record.......................................62

Adding Client, Vendor, or Employee Contacts ....62 Adding Other Contacts .........................................63

Outlook Integration ..........................................64 The Side Bar.........................................................64 The Bottom Bar....................................................64

CUSTOMIZING THE RESULT SCREEN ......................67 Reordering and Resizing columns ....................67

MAIL MERGING INTO WORD ..........................68 INTRODUCTION TO A CAMPAIGN............................68 MERGING A FORM..................................................69 CREATING A LETTER ON COMPANY LETTERHEAD .70 SENDING INFORMATION.........................................70 SENDING INFORMATION.........................................71

The different methods .......................................71 Merge, blast and Quick Email ..........................71 Saving campaigns .............................................71

Blast Documents.................................................. 71 USING THE FORMSMANAGER.........................72

OPENING THE FORMSMANAGER ............................72 FORMS MANAGER - LIST TAB................................73 ADDING FORMS TO THE LIST .................................74

The Forms Manager - Details Tab – Alt+D 75 USING QUOTEBUILDER.....................................78

INTRODUCTION ......................................................78 QUOTEBUILDER WINDOW OVERVIEW ...................79 CREATING A NEW PROJECT ...................................80

For an Existing Customer.................................80 For a New Customer.........................................81

Create a Contact From QuoteBuilder................... 81 Create a Contact In BigFind and Link to QB....... 81

Starting the Project Category Type. .................82 Find Products....................................................... 82 Sorting the Product List ....................................... 82 Look Up Product Information.............................. 83 Edit Product Record............................................. 84

Printing a Quote, Invoice, or PO......................86 Finding an Existing Project..............................86

Opening an Existing Product ............................... 87 Adding a New Product......................................... 87

ROUTEBUILDER...................................................91 CREATING A MEMORIZED PROJECT .......................91 FINDING AN EXISTING MEMORIZED PROJECT ........92 CREATING A ROUTE...............................................92 EDITING A ROUTE ..................................................93 USING THE ROUTE PROCESSOR..............................93 PRINTING ALL PO OR BY ROUTE ...........................93

KITBUILDER .........................................................94 ACCESSING THE KIT WINDOW...............................94 CREATING A NEW KIT ...........................................96 EDITING AN EXISTING KIT .....................................96 USING KITBUILDER TO BUILD A PROJECT .............96

D I D I T ! E N D U S E R M A N U A L I N T R O D U C T I O N

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INTRODUCTION DidIT! was designed around the Microsoft Office program suite as a customer relationship and business process management tool. DidIT! utilizes the following Microsoft Office components: Word, Excel, PowerPoint, Internet Explorer and other tools such as Windows Explorer, Visio, and Microsoft Fax.

DidIT! provides a contact centered framework to help users manage the different types of files created by the Microsoft Office Suite and the other information resources like mainframes and the World Wide Web. DidIT! contact relationship management (CRM) interface allows users to focus on the activities, tasks, events, and people rather than filenames, types and programs. DidIT! offers a shared database structure that can be used by one or shared by many on a local area network.

DidIT! designers focused on the basic generic business office model, and knew that for the product to be successful, it had to be customizable and easy to use. It has to be able to have individual user preferences so the program could display the information it contained in a way specific to the individual’s job function. This enables one program to be able to be used by the cooperative effort of the different departments in a normal business. DidIT! enables faster communication and the business documentation needed to enable business messages to freely flow both to and from clients, employees, vendors and prospects.

The following are the common business mandates and issues DidIT! addressed in version 7.2.

• DidIT! had to be simplistic enough for an average office worker and provide efficient speed • DidIT! had to provide a defined way to prospect for new sales • DidIT! has to provide lists management capabilities • DidIT! had to provide an easy way to group and categorize people according to organizations • DidIT! had to provide a common business document management and distribution utility • DidIT! had to utilize the messaging, scheduling and tasking of Microsoft Outlook and Exchange • DidIT! had to have a quoting module that exported to popular accounting systems

Let’s take a closer look at your Office of the Future solution.

Essentially, DidIT! is a business marketing system which helps get needed information in the hands of prospects, clients, and vendors or even better, your employees! DidIT! supports most messaging formats including: faxing, emailing, text paging, messaging, scheduling, tasking, and has optional modules for quoting, billing, purchasing route processing and reoccurring orders.

DidIT! is a user-friendly “structured query interface”, or a group of screens that can locate information across an unlimited number of tables (data sources) and give the results of the query to the individual user on a standalone PC or on a workstation in a network installation. DidIT! can work with existing information systems already in place within an organization, (with some customization), and DidIT! has the ability to import purchased information from list brokers.

DidIT! has a powerful custom classification system that allows easy retrieval of desired records from the integrated tables: Client, Vendor, Employee, or other tables we have included or you may have created in the database utility. DidIT can import from most common formats, including Outlook, Act and Goldmine.

DidIT! contains a Forms Manager screen with over 1500 Word Documents categorized by the appropriate business function. The Forms Manager can create new merge documents from company templates and set the data source with near effortless personal merging, emailing or faxing. Information


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can also be sent to a list of people “the Best Way”, that is, by sending email to those in the list who have an email address, then faxing those without email, and then printing the rest. It can even do all three at once. The group of people to send information to is easily chosen with the help of the classification system’s dropdown category list that users customize to their needs.

DidIT! provides a way to use Microsoft Office products to process a company’s information and help it flow through the business, from stage to stage. These stages include the list stage of marketing, selecting a target, quoting and invoicing clients. DidIT! can be used by an individual and with Microsoft Exchange Server a group of individuals can work effectively and efficiently, linking each person in the business together, and enabling global reach for marketing efforts.

We call the software part of the Office of the Future, because this “Groupware” lets those with rights to view or not view company information or can contribute to it. DidIT! is different from other contact management programs because it is enterprise-wide, Internet aware and enabled, and uses only Microsoft® Office as its core tools to create marketing campaigns and support materials.

DidIT! contains a powerful FormsManager™ module, containing the information that is an important part of the cash lifeline of a business – sales & marketing documents. This module holds marketing campaigns and specials, directions, common forms and contracts, and computer-based letterhead. The FormsManager is not limited to just sales and marketing campaigns; FormsManager includes over 1500 other documents such as labels, lists, and sample form letters for administrative, accounting, legal, customer service and much more. These common forms can be used as they are or may be modified. The messages are easily distributed by any staff member with the basic computer skills.

The QuoteBuilder® module is ideal if products or services offered need special configurations. QuoteBuilder is a sales automation expert tool that speeds up sales processes, including piecing together complex kits and required accessories, reoccurring projects and routes. QuoteBuilder helps manage “just in time” products and services needed for a successful project, including descriptions/specifications, costs and selling prices. Projects are made in QuoteBuilder, and each project can be made into quotes, invoices and purchase orders easily.

How it Works DidIT! starts by enabling you to craft your company’s message in any program, but if you want personalized mail merge messages, DidIT! does this with Microsoft® Word. The message is then set up as part of a marketing campaign and anyone in the organization can deliver it to the interested party. Suppose you take a call from someone interested in your products and services. Using DidIT!, you can quickly find or add that contact using one of the world’s fastest database engines.

Once found or added to the system, a user selects an informational campaign from the FormManager’s approved forms list, and then can either merge the new prospect’s name and information into the custom campaign message, or just send the flyer. At this point the canned or personalized message can be delivered in the one or many targets in the Best Way™.

Sending something the “Best Way” means usually that it is cheaper and faster. The fastest way to send information is by email. DidIT! will email to those with a valid email in the list. The next BestWay is by Fax. The program will try to fax it to the recipients with no email and a valid fax number. If there is no fax either, it will print the message out on paper in order to be sent by ground mail.

DidIT! can make Outlook Appointments, Tasks, Text Pages, While You Were Out Messages and complete the entire pertinent employee and contact information automatically. DidIT! also identifies each new type of activity with the unique ID of the contact so reporting and history can be automatic.


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Preinstallation Requirements – Adding Collaborative Data Objects to your workstation running DidIT! DidIT! needs “CDO” installed and functioning in order to work with Microsoft Outlook and other Office products. CDO stands for Collaborative Data Objects and is required for programs to read each other’s data structures and file types. This will be especially important during the setup for DidIT! to read and identify any forms you may have set up in Outlook. Unfortunately, Microsoft does not install this option as a default when it installs Microsoft Office. Microsoft considers CDO an Outlook option in the Microsoft Office install and should be added before you install DidIT!. To install CDO on the workstation, go to the Control Panel of Windows, select your Microsoft Office version and change the options. Drill down to Outlook and then select Collaborative Data Objects and then install and run from this computer. You may need your original Microsoft Office disks. For step by step screens, see the pictures that follow. When CDO has been installed, you should reboot your computer and then install DidIT!. Once you create a user, DidIT! will step you through the process to set up your Outlook items and whether or not you use Exchange Server. Following this process will enable the programs to be set up the programs correctly. Failure to do this process will not let the programs to pass information back and forth, or use the Outlook’s forms or custom forms. Go to the workstation’s Control Panel:


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Select Microsoft Office:

Select Add or Remove Features:


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Next, open expand the Outlook option settings and select Collaboration Data Objects, and then select “Run from this computer”. You may need your original Microsoft Office CD. After the system installs the feature, you should reboot your computer. Finally, continue running the DidIT! install on that workstation computer. You will have to make the CDO service available on any machine that is to be a workstation for DidIT! For any technical assistance or special questions, please email [email protected] or call 813-977-5739

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Getting Started Please verify that DidIT! has been installed. If not, please refer to the Installation Guide.

To start using DidIT!, double click on the DidIT! shortcut icon on the Desktop or Start Menu. The log on screen will be displayed.

L O G G I N G I N T O D I D I T !

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To log on, the user’s Windows user name will automatically show up. A good tip is to make the user name log on the same as the name used to log on to the computer or network. Then only the password will need to be typed. The password is case sensitive and can be alphanumeric, meaning letters, numbers or a combination of both with up to 11 characters based on your Employee ID.

If the password is not recognized, the Problem… message will appear. Click OK to return to the log on screen to reenter the user name and password.

The user has three attempts to enter the correct password. If after three times, DidIT! does not recognize the password, the user will be logged on as Guest with limited access. Click OK to continue.

In the beginning, to set up all the users of DidIT! log on as SUPERVISOR or GUEST.

Logon: SAM Logon: Guest

Password: Password:

Important Note: The program is originally installed with no access restrictions to any of DidIT!’s features. To set up Employee passwords & user access levels, refer to the Administrator Guide. The Administrators guide has the following section, but is included here for your test.


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For your testing, add yourself as a new user. To do this, log on as the Administrator “Sam” with no password. Then go to System, Employee and select New Record (blank page from toolbar – see next section). Fill in the information on the Details tab and then select the Security tab. The logon name defaults to the first name you put in on the details page. TIP: We suggest entering in your user name, the one you use to log on to WINDOWS or to your domain so it automatically shows up when you try to log in to DidIT!. Once you have added yourself (and any other users), close the form and log off of DidIT! Log back on to DidIT! with the user you created and the following screens will appear. TIP: In order to set up the default options for each of your users, you should go to their machine, run the client install and log in to DidIT! as that user. You can do it all from one machine and from one user account if you are logged on to Windows as that user (or have full Outlook delegation to the user’s mailbox and Outlook profiles for each user set up on your computer.

This is the user log-in screen. The first time a new user is created and logs in the NEW User Wizard appears. Type in the User Name and, if assigned, enter a Password. Press Ok to continue.

Start to set-up the user’s default options by clicking Next. These settings are needed to integrate with Outlook and use the default or custom forms. The settings you set up here are saved on the server and will be available from any workstation the user logs on to.


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The next screen sets up the default folder locations and Outlook forms to be used for communication, tasking and scheduling. Since the program is reading the folder tree of that user, depending on the speed of the computer and how big Outlook is, this may take a few minutes. If there is a problem here, and the folder list doesn’t appear, it may be that you need to load CDO on that computer, a Microsoft component of Outlook. Please see the Prerequisites section at the beginning of the manual.

The first screen sets up the default field options. These options are used to determine how DidIT! will try to help the user automatically fill in information. These options determine the default Address information, the order of the phone fields (which should be the same for all users) and some Misc. settings. Select Next to continue.


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When all folder defaults have been set, select Next to move on.

In order to work with Outlook, each user must set up their Outlook integration. For example, to set up the appointment form, you must select the button label “My Outlook Appointment Folder” and the list will appear. Select the calendar folder that DidIT! will be using, which is typically (but doesn’t have to be) the default Calendar Folder in the user’s mailbox. The New User wizard will read the folder and automatically get the form to be used. Continue for each type of folder in the list that has a button that activates, (some do not). When done, select the checkbox whether you use Exchange Server. If you do, we suggest selecting the checkbox to “Prompt for my selection” when making an item for maximum flexibility.


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Once the defaults are set for that user, and you have clicked on Finish, the Big Find screen will open. To change any settings in the future, select the System tab from the main menu dropdown and select User Properties to edit these defaults in the future. That’s it! Now do the same for each user, logged in as each user. .

Again, if you selected that your organization uses Microsoft Exchange, click the Use Exchange box and then click Next. Select the appropriate folders and click Finish.


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Conventions for smooth operation To move from one field to the next in any window, use the Tab key. Most of the time the Enter

key will work depending on the visible screen and field(s). To access a menu or option, use the mouse by clicking once with the left mouse button or use a

keyboard shortcut. Underlined letters throughout the program indicate that the user can press the ALT key at the same time as the underlined letter to access that menu, window or option. For a list of the Shortcut Keys refer to Appendix A. Tip: Get to know the shortcut keys.

To activate the pull down menu of a Main Menu bar option, press the Alt key along with the underlined letter to activate the pull down menu. When the program opens, the system is at the “Platform”, or Main DidIT! menu. The following are the options available from the Platform

Services Alt + S

System Alt + Y

Help Alt + H

To activate the BigFind from the main menu or platform, press Ctrl and F at the same time. To select an option from a pull down menu, click on or use the Alt-key followed by the

underlined letter. For example, to access the Exit option found under Services, press ALT + S, then X.

For date fields, these are the hot keys. In any date field within DidIT!, press one of the designated characters for the program to automatically calculate the date forward in time based on today’s date plus the letters below. To go back the amount of time from the day’s date, press the Shift key and first letter in the date field.

Today T

Next Consecutive Day D

Week W

Month M

Year Y

Last Year L

Examples: If today was January 1 and you wanted to enter January 3. Press T to enter today’s date, then press D to go to January 2, and then D again to get to January 3. As another example, to get a month and a week, press M, then W. To change back to today, press T.

To save changes made in any window, click on the Diskette icon from the Browse toolbar. If user forgets and the record has changed, a pop up window will appear prompting to save the changes as the user clicks to close the active window -- click on OK to save the changes.

To move to the beginning or first space in any field, press the Home key. This moves the cursor to the first space in the selected field.

To move to the end or last space in any field, press the End key. This moves the cursor to the first space in the selected field.


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To move one whole word to the left, in a document or field, press the Ctrl and left arrow at the same time. To move the cursor a whole word to the right, press the Ctrl and right arrow at the same time.

Common Toolbars Below are several toolbars seen throughout the program.

T H E B R O W S E T O O L B A R The buttons below are displayed in several windows including the Client, Vendor, Category, Product and Service windows. When any of these buttons are selected, it applies to the current database and/or active record. The series of buttons below are also found when the user wants to add, change, remove or edit a form from the Forms Manager.

From left to right: Go to the First Record Ctrl + Home Go to the Previous Record Ctrl + Page Up Go to the Next Record Ctrl + Page Down Go to the Last Record Ctrl + End Browse (binoculars): Activates the Find tab with list of records Ctrl + F Delete (red X): Removes active or selected record Ctrl + Del New (single blank piece of paper): Creates a new record Ctrl + N Duplicate (dual paper): Creates copy of same record with new Ctrl + D

ID. This reduces data entry time when creating a record with similar information. Ex: another contact in the same company.

Save (disk): Saves a new record or any changes made to existing Ctrl + S If changes are made to a record without clicking on this button, a pop up window will appear when closing the active window asking the user whether to save your changes or not.

Restore. Reverts to previously saved information; Undo Ctrl + R Close (door): Exits the active window. Ctrl + F4


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M I C R O S O F T I N T E G R A T I O N T O O L B A R

This toolbar integrates with Microsoft® Outlook, Fax, and Exchange to facilitate contact management, task management, scheduling, and communications by email, paging, faxing and so forth. The toolbar can be used to access any Outlook folders including the Inbox, Calendar, Contacts, Tasks, Journal, Notes, Sent Items, Outbox, and Deleted Items. These buttons are found in the Client and Vendor windows.

Set an Outlook Calendar appointment

Send a Fax

Make a new Outlook Journal Entry

Send an Email to the active record

Create & email a “While You Were Out” message

Add a new Outlook Note

Text Messaging to a Pager or Cellular Phone

Add a new Outlook Post It

Create a new Outlook Task

P R I N T P R E V I E W T O O L B A R The series of buttons below are found when running a report to the screen before printing. This will be displayed when you preview a quote, purchase order or invoice before printing.

From left to right, use this toolbar to:

Go to the First Page of the report Go to the Previous Page of the report View All Pages Go to Next Page of the report Go to Last Page of the report Adjust the page view using the Zoom drop down list menu (100%) Close the window Print the report

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M A I N M E N U B A R

This section gives an overview of the Main Menu bar including Services, System and Help, as well as their pull down menus. This screen is “The Platform” because all options are made from here.

Services Menu - ALT+S The Services pull down menu is used to look up contacts, phone numbers, pull up a group of contacts, make lists, implement marketing campaigns, assist in common daily sales and administrative tasks such as producing quotes, invoices, and creating classification categories.

Use BigFind to find and classify contacts, access form letters and execute marketing campaigns by mail merging, faxing or emailing using the Blast feature, modify campaigns, categorize new prospects, or access the QuoteBuilder module for a quick quote.

Use Map/Directions to find a route to or from your contact with Map Quest. Use the Optional QuoteBuilder module to produce quotes and invoices for projects, manage

products and services information including pricing, track vendors and clients, as well as track customer projects and histories.

Use the Calculator, E-Mail, Fax, and Internet from the Services menu for your convenience.

System Menu- ALT+y Use this System pull down menu for the following: to access DidIT! Logon, Groups Setup, Employee, manage Menu Access Rights, Edit Help, Edit Operations, System Details, or DidIT! Properties. Help Menu- ALT + H Use the Help menu to explore general Help topics and Operations, Contact Advantage International via www.diditbetter.com, view OpenDoor Software Products, view the End User License Agreement, and complete DidIT! Registration and view the technical details of DidIT! in About.


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Contact Record Windows

Introduction There are three main types of contact record windows: Client, Vendor, and Employee. Each of these windows feature several tabs to profile the contacts and include additional information, such as Name & Address, Find, Business Info, Strategy, Categories, User, and Shipping Address. In this chapter, the user will learn the purpose and functionality of the tabs found in the contact record windows. If a tab is similar in all records, the Client window tab will be pictured, since it is the most common. The Database is located under the DidIT! root directory under the Data Folder.

There are other contact types called Lists. DidIT! defaults to three sample List tables: Prospect, Local and National. These tables are similar to the base tables, except there are no user or shipping address tabs. These tables are used as temporary tables to import into. When a prospect calls up or buys something, this information can be automatically put into the other tables; Client, Vendor and Employee.

To move from one tab to another, click on the tab heading or press Alt + Underlined letter from the field label. (Refer to Appendix A for a list Keyboard Shortcuts.)

To move from field to field in any window, press the Tab or Enter key. To move to the first space of any text field, press the Home key once. To edit the text in any of the text fields of any window, highlight the text to replace and type

in the new text. Click on the Save button with the disk icon (or press Ctrl S) when done to save the changes.

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The record type (in this example, Client) is listed on the top left corner of the Contact window. Duplicate records can be created by clicking on the appropriate icon.


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Drop down the list and select an entry to define the phone number type.

Active Check Box: Remove the Check Box to set the record as inactive.

Name & Address Tab

Browse Toolbar


Use Vendor, Employee, or Client icon (Only 2 available from each Contact Types) to duplicate an Existing Record into another Contact Type.

The Outlook Toolbar will integrate with the common features of Outlook

Internet Integration (From Left to Right) Road Map: Get driving directions for the open record. Edit Directions: Edit the Directions to paste them in the record, or print them. Yellow Pages.com: Check the yellow pages online for additional information on this record.

Info Editing and Transfer (From Left to Right) Paste Email Address to Clipboard: Copies; Allows to paste the information anywhere. Paste Address to Clipboard: Allows user to paste the info anywhere Paste Address and Remarks to Clipboard: Allows user to paste the information copied anywhere Clear all Fields in Record: An easy way to delete all information on this tab of the contact record.

The first tab in any of the contact record windows is the Name & Address tab. This is where a contact’s current information including company name, key contact person, address, apartment or suite number, city, state and zip code, county, country, phone numbers, fax, email address, web site and text page number for text messaging is recorded. The user can also access the Browse toolbar to add, edit, delete, duplicate, save a record in the current database (Client, Vendor or Employee); move from the current record to the next, previous, first or last record in the database. The user can also create a copy of this record in another database by clicking on Vendor or Employee buttons located in the middle of the window.


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The Find Tab Find is a common tab within DidIT!. The Find tab lists all the contact records for the active Contact Record type and offers a powerful search utility (binocular icon) to find a specific contact.

The list can be sorted alphabetically by a number of attributes including Company or Last Name by double clicking on the Column heading, selecting Set Order, and the desired attribute.

F I N D I N G A C O N T A C T R E C O R D

A pop up window called the Find will overlap in the Find tab. It will allow you to search by different attributes, such as Company, Last Name, First Name, and so forth.

Type in the first few letters of the name or company in the Look for field.

Press the Tab key for the qualifier. In this case it is IN.

Then, in the Attributes drop down box, select the appropriate attribute to search by: Company, Last name, First Name, etc.

Click on the Find button and this will find the closest matching record. If this isn’t the one, click on the Find Next button until the record is found. If a beep is heard, then the record doesn’t exist in the list and a new contact record should be created from Name & Address tab.

Attributes Drop Down Box lists fields to search by

Search Drop Down Box lists previous searches


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S E T T I N G T H E O R D E R O F T H E L I S T

DidIT! allows the user to re-sort the list order to facilitate searches. The list order can be changed from the Grid Properties window.

Double click on any of the column headers to open the Grid Properties window.

By default the window will open on the Index tab Select one of the column headers. The column selected will

set the order of the list. For instance, by selecting the Fax Column header (as shown on the picture) the user will reorder the list by fax number in ascending order. If First Name is selected then the list will be ordered alphabetically in ascending order by first name.

Click on Set Index to reorder the list or click Cancel to close the window without resorting.

C H A N G I N G T H E R E S U L T S C R E E N V I E W

It is possible to customize the appearance of the Result screen. This is also done from the Grid Properties window.

By default the Grid Properties window opens on the Index tab.

Click on the Appearance tab to change the settings. Check the Highlighting box below the Column button to

have the selected column highlighted on the Result screen.

Check the Highlighting box under the Row button to have the selected row highlighted on the Result screen.

Check the Current Row Bold box to make the selected row bolded on the Result screen.

Click on Save to save the changes made to the settings.


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Business Info Tab - Client The Business Info tab is found in both the Client and Vendor windows. The Client Business Info tab is different from the Vendor Business Info tab as shown below.

Tax Rate: Enter the sales tax rate that applies to this contact. Due on Receipt: If the client’s payment terms are due on receipt, click this checkbox.

Cash payment discount: Enter the percentage to be discounted if payment is made within a certain amount of days.

Within: Enter the number of days the client needs to pay by to receive the cash discount.

Net Due: Enter net payment terms or how many days the contact has to pay. For example: 10, 15, 30.

Ship Via: Enter the shipping method to be used for any shipments.

FOB: Enter the Free on Board destination. From a buyer’s point of view the FOB destination defines the location where the product will be shipped to for free. For instance, if someone in Miami was to buy a product from New York and the price was $498 FOB Miami, it would mean the shipping from New York to Miami is free to the buyer. In another hand, if someone in Miami was to buy a product from New York and the price was $498 FOB New York, it would mean the shipping from New York to Miami would be charged to the customer in addition to the price.

Active: If the client record is Active, make sure the box is checked. If the record is no longer an active client, uncheck the box to inactivate it.


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Business Info Tab – Vendor The Vendor tab is also common to all the Contact Types but has been customized for each one.

Vendor Business Info tab contains an account number field, Discount allowed field, Client and Active checkboxes.

Vendor Account ID: Enter the account number supplied by the vendor/supplier.

Discount Allowed: Enter a dollar amount discount the vendor offers

Client: If the vendor is also a customer, DidIT! has an option where the Vendor record can be duplicated as a Client record. This avoids repetitive data entry and it preserves data integrity. Click in the Client checkbox to duplicate the Vendor record in the Client table.

Active: If the contact record is Active, make sure the box is checked. If the record is no longer an active client, uncheck the box to inactivate it.

As mentioned in Chapter 1, the Employee record contains a Security tab where access level and user passwords are set up instead of a Business Info tab.

The Strategy Tab Found in all Contact Record types, the Strategy tab is used for documentation purposes and features five memo boxes including Current Situation, Alerts, Current Plan, History, and Remarks. Within the field, press the function key F12 to User/Time/Date stamp the entry. Current Situation: Type in any notes pertaining to the contact’s current situation or current project or interests.

Current Plan: This is a good place to type in a plan of attack or the contact’s plan.

Alerts: Type in any comments to alert coworkers of things to be aware of concerning the account. History : Keep a history and notes of all conversations with this contact record.

Remarks: Type in any additional comments concerning this contact.


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The Category Tab

Categories are available for the Client, Vendor, and Employee records and are used to classify contacts for easy look up during a BigFind session. When a contact is classified by selecting a category, it is called “attaching a category”. If a category is removed from a contact, it is referred to as “detaching the category”. DidIT! provides many different types of categories, with an unlimited number of categories per type. The user can customize the categories including add new, remove or edit existing ones. Records can be categorized by Contact type with some categories that are usually assigned to Client, Vendor or Employee, but can be assigned to any contact in the system. Other sections in this window include: Interests, Memberships/Hobbies, Call Options, Media or Account Rep (owner), and business Industry. Group is used to attach several categories at once instead of clicking on each from each box; the user can create an unlimited number of groups for multiple category selections.

Contact Type A different set of categories is available for each Contact type; check a contact type to view its existing categories.

Industry These categories are similar to yellow page classifications and allows for contacts to be categorized by type of business.

Selected Items The categories shown in this box have been attached to the current record. This feature is available only from the Category tab of a record (Client, Vendor, Employee)

These categories are the same for every record (Vendor, Client, or Employee). They are also customizable. Several categories from the same section can be attached to any record.

This section features a list of Contact Type categories related; some categories are usually assigned to Client Vendor or Employee, but they can be assigned to any contact in the system.

These buttons either Attach or Detach any of the Category Items that will be highlighted.

The Group creates default groups of categories for quick classification. Identify the group, highlight Category items & click the Save icon (Disk).


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The User Tab

The User tab has 50 or so fields that can be custom labeled as desired. Each contact type: Client, Vendor and Employee have individual User tabs that can be customized individually.

Users with Administrator access can change the fields. It is best to customize any of these fields when the program is first installed. These fields should be set up in Client, Vendor and Employee right after installation of DidIT! and prior to entering any contacts to eliminate misrepresentation of information (mismatching of field names with field labels).

To edit the User fields, please refer to the Administrator Guide.

Sample Client User tab:

Sample Vendor User tab:

Sample Employee User tab:


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The Shipping Tab The Shipping tab is present in the Client and Vendor records and allows the user to add alternate shipping addresses for the active record.

Right click over the Company column header to add a new or find and edit an existing alternate address.

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Using Categories DidIT! can assist in classifying or categorizing contacts by industry type, call options, product or service interests, contact type, or media (the source; how they heard about the business). A contact can have multiple categories and the user has the ability to add, remove and edit categories.

Category Window Overview

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Contact Type A different set of categories is available for each Contact type; check a contact type to view its existing categories.

Industry These categories are similar to yellow page classifications and allows for contacts to be categorized by type of business.

Selected Items The categories shown in this box have been attached to the current record. This feature is available only from the Category tab of a record (Client, Vendor, Employee)

These categories are the same for every record (Vendor, Client, or Employee). They are also customizable. Several categories from the same section can be attached to any record.

This section features a list of Contact Type categories related; some categories are usually assigned to Client Vendor or Employee, but they can be assigned to any contact in the system.

These buttons either Attach or Detach any of the Category Items that will be highlighted.

The Group creates default groups of categories for quick classification. Identify the group, highlight Category items & click the Save icon (Disk).


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Click here to select a record or multiple records.

Opens selected Contact record (highlighted row)

Categorize Icon

Accessing the Category Window There are three ways to access the Categories window to classify contacts; from the main menu, from the DidIT! Results screen and from the Contact window for each of the contact types like Client, Vendor, Employee. Important Note: When accessed from the Results screen, the Categories selected are attached to each record selected in the Result window. When accessed from the Contact screen, the selected categories are only attached to the one record being accessed.

F R O M T H E M A I N M E N U

To access Categories from the Main Menu, click on System to activate the pull down menu and then click on Groups Setup, or press Alt+S, G.

F R O M T H E B I G F I N D

Click on the Services and scroll down to Big Find or press Ctrl + F.

Use the Find tab to pull up the contact record(s) to categorize and click on the Next button that will pull up the search results in the Results tab or press Alt+D.

Select the records to be categorized by placing a checkmark in the checkbox in the first column.

Click on the Categorize Selected Entities icon (the third icon from the left on the second row at the bottom of the Result tab) or press Alt+G. This will open the Attach Categories window.

Important Note: If the Categorize Selected Entities icon is ghosted, this option is not accessible because a contact has not been selected yet.


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F R O M T H E C O N T A C T W I N D O W

To access the Category window from one of the Contact screens, click on Services and scroll down to BigFind, or press Ctrl+F.

Use the BigFind tab to search for a Contact record or group of records & then click on Next to pull up the search results in the Results tab.

Click on the Edit Selected Entity button (icon with triangle) at the bottom of the Result tab to open the Contact record or press Ctrl +E.

Click on the tab labeled Categories for the list of categories.

Attach a Category to a Contact Record The Category tab for all Contact Record types is the same screen and the procedure for attaching categories to Client, Vendor, or Employee records is the same process. The categories attached in this window are only attached to the selected contact record. To the right is how the Client Contact window looks as it initially appears.

Click on the Categories tab on any of the Contact Record windows for a list of Category types and items.


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Add selected itemsA T T A C H O N E O R S E V E R A L C A T E G O R I E S

To select or attach one or several category item(s) to a contact record, scroll down each list and double click on the Category item to attach to the Contact record.

Or click once to highlight the category item to add and click on the Add Selected Items button, the top button located to the left of the Selected Items list box.

After all the categories are selected, click on the Save button or press Ctrl + S to attach to the record.

D E T A C H C A T E G O R I E S

To remove a single category item attached to a single record, go to the Selected Items list box and double click on the category item to remove. Or another way to remove it is click once to highlight the category item to be removed and click on the Remove Selected Items button, the middle button located to the left of the Selected Items list box.

After removing the category item from the attached record, click on the Save button or press Ctrl + S.

To remove all category items attached to a record, click on the Remove All Items button, the third button located to the left of the Selected Items list box.

After you remove all category items from the attached record, click on the Save button or press Ctrl + S.

Add A New Category Item Access the Categories window (Refer to the previous section called Accessing the Category Window)

To add a new category to the list, right click with the mouse over any Category item in the section to add the new category. The pop up list will display 3 options: Add New to add a new category item, Edit to modify an existing category, or Delete to delete an existing category item.

Important Note: If no contact type is selected the category will not be created.

Remove ALL selected items

Remove selected items


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Lists all Existing Categories

F I N D A C A T E G O R Y I T E M

Go into the Categories tab or Attach Categories window.

Right click over one of the category items. Click on the Find tab to find or simply browse through

the existing categories. Important Note: Notice the Contact type button at the top of the window. Click on each one of them to view the categories allocated to this specific Contact Type, or click on None to view a list of all existing categories.

On the Find tab, enter the name of the category to be found in the Look For Box. Specify the object of the search using the In Drop Down box. Make sure the Ignore Case Check Box is

checked, this will allow for a non-case sensitive search.

Click on the Find button to perform the search.

In the highlighted field box, type in the name of the new category to add to the list.

From the pull down list, select the Category section to add the new category to.

Click on the Save button or press Ctrl + S. For Contact Type, the user must also select one

of the Contact Types (Client, Vendor, Employee) by clicking in the radio button. The category will be added to the selected Contact Type list.


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Edit a Category Item From any Record window or Attach Categories window, right click over the

Category item to modify and left click on Edit. Type in the new name for the selected Category item. To edit another Category item, click on the Find

tab. Scroll through the list to find the Category item. Click on the Modify button and type in the change.

Click on the Save button or press Ctrl + S.

Close the window by pressing Ctrl + F4.

Delete A Category Item In order to remove all attachments, go to the BigFind screen and Find on all tables by that category. Unattach the category from all contacts and then Delete the category.

From any Record window or Attach Categories window, right click over the Category item to be deleted.

Left click on Delete. Click on Yes to delete it, or press the Enter key for No to disregard the delete request. Once a category item is attached to one or more contact

records, the user cannot delete the category item until the category is unattached from all contacts. If the user attempts to delete the attached category item, the Unable to delete this record box will appear. Click OK.

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Using BigFind The BigFind screen has two tabs: Find and Result. Use the Find to query based on attributes selected in the Search By and retrieve records from the databases selected (Client, Vendor, Employee, or any List table). The Find is the first step in looking up a contact and retrieving the “Who” in the “Who, What, Where, When, How, and Why” necessary for any successful action item. The contact records that get returned from the Find are then listed in the Result page. The Result page lists the matching contact records based on the criteria entered in the Find. Tagging or highlighting the appropriate records is required to create the “What, Where, When, How and Why” of successful action items.

Accessing the Find In Find, enter criteria to search by to pull up a list of contacts. There are 15 ways to search. Use Find to look up contact records by company, first or last name, initials, telephone, address, or by any of the category types such as call options, interests, type, industry, source, memberships, owner/account representative. Limit the search by selecting all or a specific number within certain database tables.

To access the Find window, click on Services from the main menu bar and click on Big Find, or press Ctrl + F. This will open the Find.

Under Search by, select the field to search by and type in the first few characters, or if searching for a group or list of contacts based on a specific category, use the pull down to select the category.

From Limit To, select whether to pull up all matching records or enter a number to limit the search to a specific amount of records within the selected database tables.

Click on the Next button to list the results in the Result tab. To add to an existing list in Result, click on the Plus button.

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Accessing the Result Screen Result lists matching contact records based on the search criteria selected in the Find tab.

Click on the Result tab to view the matching records from the recent search. From Result, the user can tag one, several or all records to perform one of the action items

such as send email, create a task, prepare a quote, create a form letter, categorize a contact(s), create and email a While You Were Out Message, send a text page to a co-workers cellular phone or beeper, edit a contact record, access Mapquest for directions, or the contact’s web site and so forth. First select the contact record(s) to perform the action on and then click on the action item.

The user can go to the Find and add to the list by clicking on the Plus button or clicking on the Next button to clear previous results and create a new list based on new criteria.

Click here to select a record or multiple records.

Opens selected Contact record (highlighted row)


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A C T I O N I T E M S A V A I L A B L E F R O M T H E R E S U L T P A G E

For an action to be performed, one or more contact records must be selected.

Select all records Deselect all records Delete or remove records from the Result Print a list Sort the list Attach or detach categories to the selected contact records Use the Forms Manager to access common forms for blasts (email, fax) or to mail merge;

create new forms Attach an account representative to the selected records Open selected contact record window for editing Opens QuoteBuilder with selected contact’s last saved project for quoting or invoicing Notepad Zoom in on the strategy for the selected contact record Create a new contact, vendor, or employee record. A pop up menu will appear to select the

table to create the new record in. Then a blank record window will appear. Copies email addresses of selected contact records to the clipboard Copies minimum dataset of selected contact records to the clipboard Copies minimum dataset and history of selected records to the clipboard Opens Mapquest to get maps or driving directions to or from user’s location to selected

contact’s address Research a contact with the Yellow pages Verizon listings Schedule an appointment Send a fax Create a journal entry Send an email message Create a While You Were Out Message Create a note Send a text page to a cellular phone or pager Create a post it note Create a task


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Using Find The Find tab is made of 3 areas: Search By, Limit To and Databases.

S T E P 1 - D E F I N E T H E S E A R C H

The first step in finding a contact is to type in the first few letters of the company, first or last name of the contact record to look up or type in the address, phone number, or initials. The user can also pull up a group by selecting a category item from Owner (account rep) or one of the other categories Company Alt + C First Name Alt + F

Last Name Alt + L Initials

Telephone Alt + T

Address Alt + A Call Options W Interests Alt + W Type CVE Industry Alt + Y Source Alt + S Memberships Alt + M

Owner Alt + O

S T E P 2 - L I M I T T H E S E A R C H

The next step is to select the number of records to pull up. To select all the contact records, click in the checkbox before the label "All". To limit the look up to a particular number of contacts, in the Number from Each Table

field, type in the number of contact records to pull up from each selected database. For example, 100. Then click to select Active, Inactive, or Both types of contacts.

S T E P 3 – D A T A B A S E S

The lists in the Database section are actually tables that are part of the main database, but since people commonly call them databases, the table lists are referred to as “Databases”. When a new contact record is being created, it is added to a particular database, like Client, Vendor, Employee, or in another entity like Local, National or Prospect. The search may come up empty if the appropriate database isn’t selected that include the contact record.

To select one or several Database tables to search in, click in the appropriate check box. To select all the Database tables, click the All button (icon with 3 checkmarks). To deselect all the Database tables, click the None button (icon with 3 check marks crossed

out).

-1-

Define the Search

-2-

Limit the Search

-3-

Databases


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The Result Tab Overview - Alt+R Result shows the closest matching records based on the search criteria selected from Find. The Sidebar Functions work on the currently highlighted record, whereas the Bottom Function Bars work with all the selected (tagged) records indicated by a checkmark in the checkbox. For Sidebar Functions, the user can send an email, create a task in Outlook, send a While You Were Out message, go into FormsManager, edit contact information, send a text page. Important Note: The records found in a search stay in the Result list until a new Find search is done, even if the user leaves the DidIT! program. From the Bottom Right Function Bar, the user can also add new contact records to any of the databases or edit the selected contact record, view the strategy on the selected contact, go to QuoteBuilder, Verizon and MapQuest, and create notes.

The functions available to the bottom bar that act on the multiple selected contact records in the grid include: the Forms Manager, the Categorize function, assigning or changing Account Representative (owner). By placing your mouse over the icon, it will help you identify the icon and its function.


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-2-

Double click on the Column Header to sort the list by this criterion

-1-

Click on the A to Z Icon to pick the Column by which the list will be sorted

S O R T I N G C O N T A C T R E C O R D S

Once a list of contact records in the Result tab is pulled up, the list can be re-sorted. 2 Ways to Sort a List

1 -To sort the records, click on the A to Z button, click on Sort and select the field to sort by from the pop up menu.

2 - Double click on the Company header; then, click on the field to sort the records by. Choose from Company, Last Name, First Name

A D D I N G C O N T A C T S T O T H E C U R R E N T S E A R C H

Sometimes, the user will want to add to the current search results by pulling up another group of names based on different criteria.

To append or add to your search results, press Alt+F or click on the Find tab to return to the Find.

Change your search criteria in any of the Search By fields or select a different category item from Category lists.

Then, select the databases to look in. Click on the Plus button to add to the previous results. This will open the Results tab that lists

the additional records at the bottom of the list. If the selection is made and Next button is accidentally clicked or the Enter key is pressed, then DidIT! will erase the results from the previous search and replace it with the current one. If this was done accidentally, go back to the BigFind screen and do the original search(s) again, and click on the Plus button.


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C = New Client Icon V = New Vendor Icon E = New Employee Icon

S E L E C T I N G C O N T A C T R E C O R D S

The user can select one, some or all of the contact records from the Result.

To select an individual record from the list, use the mouse to click in the checkbox of the row of the contact record. The column header is indicated by a checkmark.

To select all contact records at once, click on the Select All button (3 checkmarks).

To deselect all the records, click on the Select None button (crossed out checkmarks).

E D I T A C O N T A C T R E C O R D

From the Result tab, highlight the row of the contact record to edit. Press Alt+E, or click on the Edit (triangle) button which opens the record that is highlighted. Click in the field to change for an insertion point. Type in the updated information. Hint: Press

the Home key to go to the first space in the field. To move from field to field, press the Tab key to edit the name of the company, change the name of your contact, modify or add another phone number, email address or even a web site, or click on any of the tabs to edit Strategy information including Current Situation, Current Plan, Alerts, History or to modify attached categories, user defined fields.

After editing the record, click on the Save button on the Browse toolbar.

A D D A C O N T A C T R E C O R D

There are several ways to add a contact. Most of the time the contact that will be added is a Client (C), Vendor (V), or Employee (E). Icons have been added to the Result screen to speed up the process. The icon to the left of the Client is used to add a contact type in one of the tables available. Adding Client, Vendor, or Employee Contacts

Click on the New Client icon (C) to add a new Client

Click on the New Vendor (V) icon to add a new Vendor

Click on the New Employee (E) icon to add a new Employee


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Adding Other Contacts

Click on on the New Contact record button located to the right of the Zoom button or press Alt N. A pop up list will appear with a list of databases to add the contact to.

Left click to select the database table to add the name to. A blank contact record window will open with the insertion point in the Company field.

To get from field to field, press the Tab key and type in the appropriate information.

Click on the Business Info tab to enter the account information.

Click on Strategy tab to add notes on the contact in any of avilable text memo fields (Current Situation, Current Plan, Remarks, History, Alerts).

Click on the Categories tab to classify the contact. Click on the User tab to fill in any information for these fields. When done, click on the Save button (Diskette) or press Alt + S .

Important Note: For more information on how to enter information into a Contact windows, refer to Chapter 2: Contact Record Windows.


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O U T L O O K I N T E G R A T I O N

The software has been designed to integrate with Microsoft Outlook features and to simplify other common daily activities like taking phone messages, paging someone, maintaining contact records, or even sending information out. The Result tab has two toolbars: The Sidebar and two Bottom bars.

The Side Bar

Important Note: The Sidebar works only on the currently highlighted record. The Bottom bars works with all the selected (tagged) records. The Bottom Bar

Create an Outlook Calendar Appointment

Send a Fax

Make a new Outlook Journal Entry

Send an Email to the active record

Email a “While You Were Out” Message

Add a new Outlook Post It Note

Add a new Outlook Note

Add a new Outlook Post It Note

Create a new Outlook Task

Row 1

Row 3 Row 2


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Row 1 – From Left to Right

Select All Alt + A Places a checkmark in each row to select all listed contact records

Select None Alt + D Removes checkmark from checkboxes to deselect all contact records

Recycle Bin Alt + R Deletes selected contact records from the Result

Records Found Displays number of records the search turned up Records Selected Displays number of records user has selected from this search Edit Contact Ctrl + E

Click on the triangle icon to open highlighted contact record QuoteBuilder Alt + Q

Select a contact record from the search results and click on the QuoteBuilder button to open the last saved project. In QuoteBuilder, prepare a new quote or proposal, update a quote, prepare an invoice, look up a prior project for the selected contact, maintain product and services database, or update product pricing.

Notes Create a quick note on the contact record.


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Row 2 - From Left to Right

Print List Alt + L Prints a listing of all contact records displayed in Result

Sort A-Z Alt + O Sorts contact records alphabetically by Company, Name, Zip, etc.

Categorize Alt + G Use the Categorize button to classify the selected contact records. First, select the contact records to be categorized. Click on the Categorize Selected Entities button that will open the Attach Categories window. Double-click to select the desired category items and click on the Attach button.

Zoom Alt + Z Open the window of the selected contact record to view or edit the Current Situation, Current Plan, Alerts, History, and Remarks. Strategy is ideal for internal use and for documentation of communications among co-workers and the contact. If the account rep is out of the office, this allows for anyone to look in the Strategy to review the account history or read about the Current Plan. This can include details about the upcoming activity or job.

New Contact Alt + N Activates a blank contact record window in the database selected

C icon Alt + C Add a new Client contact record. Press C

V icon Alt + V Add a new Vendor contact record. Press V

E icon Alt + E Add a new Employee contact. Press E


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Row 3 - From Left to Right

FormsManager Alt + M After selecting one or several contact records, click on FormsManager to send a quick email, fax or email blast of one of the forms, prepare a mail merge, edit or set up a new form letter or campaign. See Chapter 6 entitled Using the FormsManager.

Attach Rep to Selected Entities Select the contact records to assign a new account rep. The Attach Account Rep window will open. Select the account rep from the Attach Selected Entities to this Account Rep field and click on the Attach button. Easy & convenient for a global replace.

Copy Addresses Copies email addresses of selected contact records to the clipboard

Copy Minimum DataSet Copies minimum dataset of selected contact records to the clipboard

Copy Minimum DataSet/History Copies minimum dataset and history of selected records to the clipboard

Get Maps/ Directions Opens Mapquest to get maps or driving directions to or from user’s location to selected contact’s address

Yellow Pages Research a contact with Verizon listings

Customizing the Result Screen

R E O R D E R I N G A N D R E S I Z I N G C O L U M N S

To arrange the order of the columns, click on the header bar of the column and then drag it

to the new place. To change the column width, similar to a spreadsheet program or Word table, using the

header bar, click on the line between the two columns. When the mouse cursor forms a double arrow ( ), click and drag to the desired width and release the mouse button. Click & drag to the right to widen it or to the left to make it narrower.

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Mail Merging into Word DidIT! makes mail merging easier using Microsoft Word. Whether the user wants to create a message, personalize an existing template message, prepare a mailing for a single contact or group, or create a quick fax cover sheet, DidIT! does this in the FormsManager.

Introduction to a Campaign A campaign is a personalized form letter containing fields that when merged through MergeMaster and Word includes the selected contact(s) information, or it can be “canned” or a generic message used as a slick sheet or document that is the same for everyone it is sent to. Examples of campaigns can be a single letter, a letter and supporting information, a fax cover sheet, invitations, lists, or labels, directions or a file or program. DidIT! comes with over 1500 pre-defined campaigns or form letters that can be modified or simply deleted if not applicable. DidIT!’s templates include the necessary fields needed to merge a document, and users add the appropriate message to be communicated. A campaign is an approved marketing or administrative piece that has been set up in the FormsManager by a user in the organization for a co-worker to use or access easily.

Chapter

5

Every campaign or template contains fields to help you in the merging process


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Forms Manager Button

Merging a Form Let’s assume the user wants to send the same letter to several contacts.

Select the records from the list in the Results tab by clicking in each checkbox or click on the Select All button to select all the records at the same time.

Click on the FormsManager button. The first page List is where all the campaigns or templates are displayed. The second tab, the Details tab are where campaigns and templates are set up.

Once in the FormsManager List window, use the mouse to select the document to merge the records to.

Click on the MergeMaster button, or press Alt +M. This opens Microsoft Word with the

name of the first tagged record merged into the campaign selected. Or, click on the Print button to print the whole document without previewing. This will print all the pages.

The templates are set up to use #10 2-windowed envelopes. If not using windowed envelopes for the mailing, go back to the Forms List, drill down to Labels and merge to address labels for the already selected contact records.


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Creating a Letter on Company Letterhead This section presupposes that the system is installed and the Administrator has set up the company logo in the appropriate place and set up the Master Templates for use. Please refer to this section in the Administrator Installation section of this manual. A new campaign or custom message is created when none of the sample campaigns are what the user is looking for. Using your Letterhead campaign is ideal for a letter that will only be used once.

Click on the Find tab and enter in the search selection and click on the Next button.

From Result tab, tag or select the contact record(s) from the search results.

Click on the FormsManager button to open the FormsManager List window. Click on the Letterhead campaign to highlight it. Click on the MergeMaster button, or press Alt+M to merge the record with the company

letterhead in Word.

Begin typing the rest of the memo or letter. It’s that simple.

Then save it, print it, fax or email it out.

This is the first record you selected from Result

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Sending Information

T H E D I F F E R E N T M E T H O D S

M E R G E , B L A S T A N D Q U I C K E M A I L

MergeMaster uses Word files with merge fields to create custom messages and adds them as attachments to an Outlook message. Blast Email uses Word files set up as Blast Documents without merge fields as attachments to an Outlook message. QuickEmail uses a simple text editor to send messages or through Outlook with no attachments.

Use MergeMaster to personalize the message to an individual or to many. This option is ideal for personalized mailings, fax cover sheets, a quick memo or letter used once.

Use Blast to fax broadcast or send an email attachment to several contact records at once. The message is generic or standard with no custom merge fields in the file; therefore the attachment is not personalized. Blasting helps get the message out faster and is used to email or fax out announcements or specials to all clients, press releases to media, or sending product or other information groups.

Use Quick Email to send an email text message to the selected contact records quickly.

S A V I N G C A M P A I G N S Blast Documents For fax or email blast documents, make sure there are no merge fields in the document. It would look a little silly to fax or email the campaign to someone with the words {NAME} {ADDRESS} showing up on it. Since the information can be sent two ways, both by merging and by blasting, there are two versions needed of the file – one with fields, one without. For example, there are times when the user will want to have the merge fields in the template to personalize the message (letters, fax cover sheets, labels, and lists). Other times the message is intended for a group of businesses where there is no need to use the merging feature (flyers, general product or company information). To differentiate between a template with merge fields from a blast document, DidIT! automatically names both files the same file name, but for a blast document, appends a “_blast" after the filename. It also puts the files in two separate directories.

For the Template Documents (featuring merge fields), it automatically names the file and places it in the \DidIT\letters\our docs\ directory.

For the Blast Documents, DidIT! automatically names the file, appends a _blast to it and places it in the \DidIT\letters\our blasts\ directory.

Of course, the files can be named anything and placed anywhere the user wants. Because not everyone has the newest versions of programs, it is useful to save the Blast documents in earlier versions of Word Mac, Word 6.0/95 file format, or Rich Text. If emailing Word 97 files, a Word 6.0/Office 95 user may not be able to open the attachment and the message gets lost and never read. Go to File, Save As, find the Save As Type pull down list and select Word 6.0/95 for the Blast files. Note that the format of the files may change, so always test blasts before use.


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Forms Manager Button

Using The FormsManager Communicating the company’s message is easier with FormsManager, which organizes the different marketing campaigns, business communications and common pre-defined letters. From here, the user can mail merge into Word for personalizing mailings or can fax or email blast it to everyone selected in the Result tab.

Opening the FormsManager First from the Result tab select the contact record(s) that will be sent information.

To get into the FormsManager window, click on the FormsManager button in the Result tab or press Alt + M.

Chapter

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Forms Manager - List Tab The List tab has the look and feel of Windows Explorer. The window shows a list of documents organized by departments. They are sorted alphabetically. The scroll bar lets the user scroll down the list to view more folders or “departments.” Referred to as Forms, these are pre-defined, ready-to-use sample letters. Each folder or “department” contains a list of forms. Use the forms to facilitate campaigns. Forms can represent different messages to be communicated to one or more selected contacts. All the user needs to do is select the form, edit the base form if needed and then either merge it or blast it out. Although DidIT! comes with pre-defined business and sales letters to help users get started, users can add campaigns to the existing department list or create campaigns with new department names.

Click on the sign to expand (view all docs for selected “department”/ folder) or collapse folders (hides docs). A minus sign represents an Expanded folder revealing associated campaigns; a Plus sign indicates a Collapsed folder hiding the campaigns.

Create Forms, to use in campaigns


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Adding Forms to the List Use the Details tab to add, change or delete a campaign. To add a new campaign, click on the Details tab. Click on the New button on the toolbar, or press Alt + N.

To see the campaigns listed under a particular folder or “department”, click on the plus (+) symbol to expand the folder, the same way as in Windows Explorer.

To “collapse” the expanded folder, click on the minus (-) symbol to collapse the folder. To select a Form, expand the folder and then click to highlight the one from the list. Next, decide what to do with the selected campaign: Merge or Blast or Fax Use MergeMaster to merge a campaign into Microsoft Word. This allows for customizing or

personalizing the message. This is ideal for personalized mailings to individuals or to a small group.

Click on the MergeMaster button, or press Alt + M Use Print to print out the campaign without viewing or changing the document by clicking on

the Print button or press Alt + P. This is ideal for larger mailings. Use Fax to fax out the campaign by clicking on the Fax button or press Alt + F. Use Preview to view the campaign before faxing or printing the document by clicking on the

Preview button or press Alt + V.

Use BestWay to send e-mail if an e-mail address is provided; in case there is no e-mail address in the contact record, it will look for a fax number; finally, if none of the two are provided, the campaign will be printed.

Click in the BestWay if desired, and be sure to select the methods to be considered; email, fax or print.

Uncheck BestWay and select the desired method(s) of delivery (Email, Fax or Blast) and it will use the only the selected method.

Once the options are selected for the blast, click on the Blast button or press Alt+B to execute the selected choices.


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T H E F O R M S M A N A G E R - D E T A I L S T A B – A L T + D

Department Click in the Department field to type in the name of a new department or scroll through the pull down list to select an existing department. Name Click in the Name field, or press Alt + N, to enter a name for the campaign. Type Choose from the different Document types (letterhead, document, from the desk of)

that the company uses. Select the file to associate to the above listed campaign. Template File Name & Path This is the name of the file containing the merge fields and its location. When the Save button is clicked, DidIT! assigns a default file name and location to the Template File Name & Path as well as the Blast Document so the user doesn’t have to name or save the file. All campaigns are saved in a sub-folder of DidIT called Letters. Used for letters, forms, labels, and lists. Blast Document This specifies the name and location of the file that doesn’t contain any merge fields. Blasts are ideal for flyers, promos, and general information that don’t need to be personalized.

The Browse button lets you browse to pick the Template to be used.

The Word button opens Word to let you modify the campaign.


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Delete

To select a campaign or base the campaign on a document that already exists, click on the Browse button (three dots) to find the name of the file and its location. The Open window will be displayed.

Browse to find a file for the Template File Name and Path and/ or the Blast Document.

In Letters, double click the sub-folder where the file is in. In this example, select Campaigns.

Next, click on the file you want to associate the campaign to (INVITATION – OFFICE OF THE FUTURE.DOC) and then click on the Select button.

This will take you back into the Details window and show you the path and name of the file. Follow the same procedure for the Blast Document. If the campaign only has one file (either a Blast Document or a Template File Name), click on the Eraser icon to leave the path file empty or blank.

To delete a campaign, click on it from the List

tab to highlight it. Click on the Details tab and then click on the Delete icon on the toolbar or press Ctrl + Delete.


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Save

Opens file for editing in Word or Excel.

Removes selected file

To edit the Template File or the Blast Document campaign in Word, click on the Word button to the right of the one to edit. This opens the file in Word for editing. If the file is a Microsoft Excel spreadsheet, the user will see the Excel icon – click it to open the file in Excel.

To save the new campaign, click on the Save button on the toolbar, or press Alt+S.

If the close button (door icon) is accidentally hit or the campaign was not saved when editing or changing a campaign, the user will be prompted to save the changes.

Click on the Yes button or press Enter to save, No or Alt+N to not save the changes or Cancel to cancel any changes.

To change the Master template file that forms are based on, please see the appropriate section in the Administrator Installation Guide.

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Using QuoteBuilder

Introduction QuoteBuilder is an optional module that uses advanced sales automation techniques. QuoteBuilder is a non-essential module that can be turned off if not in use and does not interfere with the operation of any of the other modules.

QuoteBuilder is a “billable project management system” that organizes projects and can print the projects out in several different Quote, Invoice and Purchase Order formats. DidIT! keeps track of just in time inventory and can export the information into import files for popular accounting systems. QuoteBuilder provides the work space - outside an accounting system – for people to create projects, manipulate them in several ways, present them to clients, and turn them into something that is real – an invoice to export to a GAAP (generally accepted accounting principles) accounting system.

QuoteBuilder integrates with DidIT! by utilizing the client information to create projects. It uses vendor information and has a related product/service table that can be used to create quotes & invoices for clients and purchase orders for vendors.

There are several integrated modules within QuoteBuilder that provide expert sales automation principles. The concept behind sales automation is to substantially shorten the length of a sales cycle by providing timely information in a format that will be accepted.

KitBuilder is a wizard that guides a user through complex processes. An expert previously defined these processes, so KitBuilder is an example of an Expert System. When in place, these systems create more successful projects with more margin.

Another integrated “expert system” is the RouteBuilder module of QuoteBuilder. The RouteBuilder can do two things, depending on the need of the user. If the user needs to physically deliver things on routes, it can assign projects to a truck or route. RouteBuilder can also act as a kit of projects. Just like the KitBuilder that guided the user through categories of items to build a project, the RouteBuilder navigates a user through building a complex series of projects necessary for that “route” to a successful project.

The RouteProcessor is where the user calls up each template project, modifies it if necessary, and then saves it as a new project for the client. The project can then be printed in several formats to be presented as a Service request, a quote or an invoice.

Chapter

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QuoteBuilder Window Overview When the user first opens QuoteBuilder, the most recent project saved will be displayed. If the

QuoteBuilder button was pressed from the Result screen; the last project for the highlighted client will be displayed.

To create a new project, simply click on the New button. Then select the client. The correct client may be displayed if accessed through the Result

screen, or choose the client for this project in one of 3 ways. Personal projects are listed in the left dropdown list of the Client button, and Company projects are on the right drop down list of the Client button. If you click on the Client button, it will open the Client Find window that can be used to bring up the entire list of Client records.

Once the client is selected, users can make projects in three ways: (1) Individually, by selecting the Type, Category and individual product/service line items to be included in the project.

(2) The user can select the KitBuilder if a kit was previously defined. This module will guide the user through each category in order to pick individual product/service line items to be included in the project.

(3) The user can select the RouteProcessor if a route was previously established. The user can select and recall each template project. If the project applies to the project, the user can accept it as is, modify it and then save the project as needed.

When done, the user is able to send out the project in quote, invoice and purchase order format via printing, fax, or email.

Client: Assign a Client to The Project

Vendor: Find or Open a Vendor

Product: Find or Open a Product

Project Details: View the Client, Project Number, and Project Name.

Memorized Projects: Create or Find Project Templates

Kit Builder: Create Project Wizards

Help: Help in QuoteBuilder

RouteBuilder: Create and use Routes

Product Info: View Product Specs, price, etc…

Project Info: View Total Amount, Taxes, Discount, etc.


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Creating a New Project

Click on the New button to start a new Project.

F O R A N E X I S T I N G C U S T O M E R

Click on the Client button to select the customer for whom the project is. To pull up a current customer, click on the Client Quicklist pull down menu to select the customer.

Click on the Client button Click on the Find tab or press Ctrl + F to open the Find – Client pop up window.

Important Note: A search can be performed on over 90 fields including Company, Last Name, and First Name.

In Look for, type the first few characters of the customer’s name or company name. The second dropdown has several options by which to search. Then select the field or column

header by which to search. Examples are Company, First Name, and Last Name.

Press Enter or click on the Find button, which will highlight the first closest matching record on the list. If this is not the record desired, click on the Find Next button until the appropriate customer name is highlighted.

Important Note: If the search comes up empty, DidIT! will beep. Records not found may be due to spelling or capitalization errors or the client record may not be in there. Check spelling, make sure there is a check mark in the “Ignore case” option, or add the new contact record.

New Project Icon

Client Icon & Quicklist Drop Down Arrows


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F O R A N E W C U S T O M E R Create a Contact From QuoteBuilder

To create a new contact record, click on the Name & Address tab. On the Client window, click on the New button, or use the hot keys CTL+N. A blank Client Record will open. Tab from field to field to enter the contact information in the

Name & Address tab and complete the other tabs- Business Info, Strategy, Categories, User, Shipping Address. Refer to Chapter 2: Contact Record Windows for more information.

Click on the Save icon or press Alt + S. To assign this project to the current contact click on the Assign Record icon to activate the

record. This will assign the selected Client name to the Project.

Create a Contact In BigFind and Link to QB

To create a new record refer to Chapter 4 Using BigFind section called Add a Contact From the Result screen, highlight the new record and press the QuoteBuilder icon The record is now open in Quote Builder and already assigned to the project

Important Note: To verify that the right customer is attached to the project, check the Project Detail box at the top of the QuoteBuilder window.

Assign Record Icon: Assign the current Record to the Project

Save Icon: Save the New Client Record


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S T A R T I N G T H E P R O J E C T C A T E G O R Y T Y P E .

When creating a product item, a user assigns it to an existing category type such as New, Used, or Services, or the user can create a new category type in QuoteBuilder Utility. Click on the pull down list button to select a Category Type or press F12 to activate the menu and then select from a pull down list of category types. This will activate the list of Category Types.

Find Products Product Category List. Press F3 to activate

the product category list. Scroll down the alphabetical list to see the available product categories or use your down & up arrow keys to move through the list. The Letter keys are also active on the keyboard to jump to the first letter of the category name.

Press Enter or double click on any category to see the items available in the Category Items list box located in the top middle box.

Product Items of the Category. Press F4 or use your mouse to scroll through the items available. Again, the letter keys are also active on the keyboard to jump to the first letter of the product name.

Sorting the Product List

To sort this list in another order, right click in this window and click on Sort By. The items can be sorted by price (least to most expensive line items), revised date (most recent entries on top), or description (alphabetically). Click on one of the three options to sort the product item list.


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Look Up Product Information

Scroll down the list to see available product items. To see a product or marketing description for the selected item, click on the Market button or

press F7. To see internal notes on the product item, click on the Notes button or press F8. To view a manufacturer’s product specs, click on the Display button or press F9. To place a product item in the Project, double click on it. To remove a product item from the Project, double click on it from the Selected items box. Quantity. Press F5 to go to the Quantity field to enter the number needed of the selected item. Unit Price. This field shows the item price of the selected item. Selected Items. The bottom middle box accessed also by pressing F6 shows the items that

were selected to be included in the Project. In this box, use the right mouse button to activate other options such as adding a miscellaneous charge, discount, checking item and product margins, updating an older Project with current pricing, setting the order of how the items will appear on reports.

Selected Items

Unit Price Quantity

Market

Notes

Display


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Edit Product Record To edit a selected item, right click over the product item and select

Edit. The Product window for the selected item will appear on the screen.

To check the item margin, right click over the product item to activate the pop up list. Left click on Calculate Item Margin to see the margin for the line item multiplied by the quantity to see the total item margin. Click on OK.

To check the project margin, right click over the Selected Items box and left click Calculate Project Margin. The Margin window will appear with the Project number followed by the margin of all items less the discount amount (if applicable) to show the total margin for the project. Click on OK.

To add a miscellaneous charge to the Project, right click over the

Selected Items box and left click on Misc. Enter a description for the Miscellaneous item, the dollar amount, and then click in Taxable if the item is not taxable. Click on Save.

To add a discount to the Project, right click over the Selected Items

box and left click on Discount. Enter the dollar amount of the discount in the Amount field and click on the Save button.

To add a shipping charge, right click over the Selected Items box and

left click Freight. Enter the dollar amount in the Amount field. Click on the Save button.

To update an older Project to current pricing, right click over the

Selected Items box and left click on Update. The following message box will appear on the screen. Click on the OK button to update the project.

To reorder the items in the Project, right click over the Selected Items box

and left click on Order Project Items. Click and drag on the box before the project item to move the item to its different order. When the user is done reordering the project items, click on the Save button.


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T O S A V E T H E P R O J E C T

If the project contains at least one item it can be saved. To save a new project,

click on the Save button. The Save/Update window will appear. A Quote, Invoice or Purchase Order for the project can be printed from this window.

Project Name Type in the name of the Project to

help identify it Reference Use this field to put a part number,

work order number or anything else to reference.

User Initials Defaults to the logged in user. Salesperson From the pull down list, select the

initials of the sales person Worker From the pull down list, select the

initials of the employee assigned to this project.

After completing these fields, click on the Save as New button. A new Project ID number will be assigned to the Project. To update changes made to an existing Project, click on the Save button from the QuoteBuilder window, and then in the Save/Update window, click on the Update button instead of the Save as New button. No new project number will be assigned.

Save Button


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P R I N T I N G A Q U O T E , I N V O I C E , O R P O

After saving the project, a user can print a quote, invoice, purchase order, or do nothing at all. The option automatically defaults to what was done the last time.

To print a quote, click in the Quote checkbox in the Save/Update window. To print an invoice, click in the Invoice checkbox in the Save/Update window. To print a purchase order, click in the Purchase Order checkbox in the Save/Update

window. To save the Project and print nothing, click in the None checkbox in the Save/Update

window. When selecting Quote or Invoice, a similar window will appear for both. Before printing the report, complete the Shipping,

Terms/Dates, Notes and Plan tabs. Shipping: Select the shipping address by selecting Find, Add, Stock. Mail is the address found in the Client’s contact record.

Terms/Dates: Enter the shipping method, invoice date, ship date, FOB & PO#.

Notes: Type in any additional notes for this project.

Plan: Type in your plan of attack for this project.

Eight different formats are available for reports being sent to the printer and the fax and these forms are customizable: Short, Long, Blind, User. The Email option uses the same format as the Fax forms. Click in the Short, Long, Blind or User radio button to select the form format desired.

To preview the report before printing it, click in the Preview radio button below Output To. To print the report, click in the Printer radio button below Output To. Then to send it to the

printer, click on the Printer button. The Printer Set up window will pop up. Select the printer if it’s different from your default printer and the number of copies and click on OK.

To email the report, click in the Email radio button below Output To. Your will see a preview on your screen. When the preview screen is closed, the report will be sent to the customer selected provided they have a valid email address in their client contact record.

To fax the report, click in the MSFax radio button below Output To.

F I N D I N G A N E X I S T I N G P R O J E C T

Projects already created can be updated for pricing, modified for content or reprinted, or converted to an invoice. The first step is to find the project first. There are several different ways to find or “pull up” a project:

If the project is the last saved project you worked on but ghosted, lock the current project by clicking on the Locker icon to the left of the project number. This will activate and lock the record so no one else can use it.

Find Projects by searching through a list of projects of the current or active client record.

Maintaining Products and Services QuoteBuilder simplifies maintaining your company’s products and services. Anyone in the organization can quote a price on a product simply by looking it up by category.


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Find a project by selecting a specific

client and then their list of projects View and select from a list of all projects

for all clients sorted by project number, by date or other fields depending the sort order chosen.

View a list of projects by Salesperson. Click in the radio button to select the way

to pull up a list of projects: Current Project, for Current Client, by Client, All Projects, Sales Person or use the pull down to select from a list of clients.

A list of projects will appear. Click in the row of the project to pull up. Click on the Next button. This will pull up or open the highlighted project in the QuoteBuilder

screen Opening an Existing Product Maintaining Products and Services QuoteBuilder simplifies maintaining your company’s products and services. Anyone in the organization can quote a price on a product simply by looking it up by category.

To open the Product/Service window for an existing product, right click over the item to edit and click on Edit. Or, click once to highlight the product item and then click on the Product/Service button.

This will open the Product/Service Details window for the highlighted product item.

Adding a New Product

To add a new product, click on the Product/ Service button to open the product window of the

selected item. Click on the New button on the toolbar to open a blank Product/Service Details window.

Tab from field to field to enter the product information: Type From the pull down list, select the Category type the new product or service falls under or make new one. To create a new category type, simply type in the name of the new category type in the field.

Vendor To select a vendor for this product, click and select the vendor from the pull down list menu or type in the name of the vendor – watch your spelling and capitalization. If the vendor does not exist or is not found, the Vendor Not Found! pop up window will appear.

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To add the vendor to the Vendor table, click on Yes. This will create a new Vendor record, but make sure to go into this Vendor contact record to update and fill out a complete profile. If the Vendor is in the table, click on the No button. Reenter the vendor name, or scroll through the Vendor pull down list to look for and select the vendor.

Phone When a vendor is selected, the vendor’s phone number appears in this field. Account ID This is where the organization’s account number for the selected vendor is

displayed. Stock # This is the number that is assigned to the current product or service item. Last update A date stamp that shows the last time the product record was updated. Description Type the name of the product or service. This is how it will appear in the

product list, quote or invoice reports. Category Every new product/service item is classified under a product category, so when

double clicking on a Category List item, the selected Category’s product items will be displayed. From the pull down list, select a category the product will fall under. To create a new category, type in the name of the new category and QuoteBuilder will prompt the user to add this category. Click on Yes to proceed.

Vendor Part # Type in the vendor’s product number for the item. Most vendors assign a unique product number to the product lines they represent.

Manufacturer Type in the name of the manufacturer or maker of the product. OEM # Type in the manufacturer’s part number. Sometimes it is not possible to know

the vendor’s part number, the vendor’s part number will change or be discontinued, or the vendor no longer carries the product. The manufacturer’s part number (aka OEM # = Original Equipment Manufacturer) is another way most vendors can reference or locate a part or product. If one vendor no longer carries the product, the user can reference this number with an alternate vendor.

Taxable If the product is a taxable item, click in the checkbox. Active If the product is active item, make sure this checkbox is selected. Costs: The Costs fields are where the costs of the product or service are recorded.

The list price, cost price, sale cost, and the last date the product or service was updated the product are a few of the fields that identify costs. These are the costs incurred by ordering the item.

List A vendor’s normal price. Our Cost The price the vendor charges for the product. This is the price the purchase

orders are based and from which margins are calculated. Sale Cost: Special pricing. The price the vendor charges for the item when it is on special

or to meet a minimum order. Valid Enter the date from when the sale cost is valid. Retail Prices The Retail Prices section is used to show selling prices. MSRP Manufacturer’s Suggested Retail Price; the price at which the manufacturer

recommends selling the item. Sale The unit or selling price to clients; QuoteBuilder uses this price in calculating

the quote, invoices and margins. Valid After updating the product record, enter the date to show valid date. Press T for

today’s date.

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Min Order If the vendor requires a minimum order, enter the minimum number of

products to order here. QoH Enter the number of products on hand or in inventory. Reorder @ Enter the minimum reorder quantity of the product. Min. for Sale Price Enter the minimum number of products that must be ordered to get the

sale price. Market Info After completing the Product/Details tab, click on the Market Info tab to enter

a more detailed product description, such as specifications or features of a product or a description of a service. When quoting on the phone, the user can click on the Market button or press F7 from the QuoteBuilder screen to show the information located in this tab. This makes it easier to read to the client or look up product information quickly.

Notes After completing the Market Info tab, click on the Notes tab to enter notes for interoffice use such as backorder information, release dates, etc.

Print To print a product label, click on the Print button.

Display Sheet The Display Sheet tab is used to view product information or photos saved as an image file format and it is set up through Word.

To associate an image file to a product, click on the W icon in the Display tab. This will open Word. Click Insert on the Word main menu bar to activate the pull down menu. Click on the option Picture, and select From File. This will open the Insert Picture window. Find the location of your image file, highlight the file and click on OK.

To view the image selected, click on the Display button from the QuoteBuilder window. Scroll down to see the product image containing a photo of the product or a scanned spec sheet from the manufacturer.


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E D I T P R O D U C T P R I C I N G

To edit or update product pricing for an existing product, right click over the item to edit and click on Edit. Or, click once to highlight the product item and then click on the Product/Service button.

This will open the Product/Service Details window for the highlighted product item. Edit the appropriate price fields and click on the Save button or press Ctrl + S to save your changes. Close the window to return to the QuoteBuilder screen.

To edit pricing for several existing products, right click over the first item to edit and click on Edit. Or, click once to highlight the product item and then click on the Product/Service button.

This will open the Product/Service Details window for the highlighted product item. Edit the appropriate price fields and click on the Save button or press Ctrl + S to save your changes.

Click on the Find tab. A list of all of your products for a particular Category Type will appear sorted by description.

Double click on the Category column header to activate a pop up menu with a list of options to help switch sort views.

To sort the products by Category in ascending or alphabetical order, click on Category Asc with Field “category”. Then click on the Set Index button. This will sort the product list by category.

To sort by Category and then alphabetically by Product Description, click on Category Asc with Field “cat_desc”. Then click on the Set Index button. This will sort the product list by category and then by product description in ascending order.

Since the products are now listed by category, the user can switch back and forth between the product Find tab and the Product/Service Details tab to update pricing for each product item. When done updating the product pricing, the user can close the window and return to the QuoteBuilder screen.

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RouteBuilder The RouteBuilder has two functions, depending on the need of the user. If the user needs to physically deliver things on routes, it can assign projects to a truck or route. The RouteBuilder also acts like a kit of projects. Just like the Kit Builder that guides the user through categories of items to build a project, the RouteBuilder navigates the user through building a complex series of projects necessary for that “route” to a successful project. The RouteProcessor is where the user calls up each template project, modifies it if necessary, saves it as a project for the client to be presented, quoted or invoiced.

Creating a Memorized Project

From the QuoteBuilder screen, click on New to start a new project. Add the product items by selecting the Category List. Double click on each product to be

included in the project from the Category Items box When done adding the products to the project, make sure to lock the project. Press the Ctrl L

keys or click on the Lock icon located above the Category Type pull down. Click on the Memorize button (camera icon). This will open the Memorize Project window.

Type in the name of the project to identify it at a later time. Click on the Save as New button to save a new Memorized Project or Update Current to edit

an existing one.

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Finding an Existing Memorized Project Click on the Find icon to open the Find

Memorized Project window, which will display a list of memorized projects.

Look through the list and click on the memorized project to pull up.

Click on the Next button to open the project in the QuoteBuilder screen. The user can edit and update the memorized project.

Creating a Route From the QuoteBuilder screen, click on the

RouteBuilder button which will open the RouteBuilder – Find.

Click on the Build Route tab. Click on the New icon to open a blank record. Type in route number in the Route # field. Type in the truck number this route is assigned

to in the Truck # field. Type in the name of the route in the Route

Name field. In the Description/Notes memo box, type in

detailed information or any notes pertaining to the route.

Next, the user is ready to assign a memorized project to the route that was just created. Click on the drop down menu to the right of the Project Name. All of the memorized projects will be listed. Choose the ones to assign to the route. As the user selects them, the memorized projects assigned to this route will appear below Project Name.

Click on the Save button on the tool bar to save the route.


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Editing a Route Click on the RouteBuilder icon that will open the RouteBuilder – Find window. Next scroll through the list to find the route to edit and highlight the row. Click on the Build Route tab. The user can now change any information for this route, add new

memorized projects, or delete selected ones. To assign a new memorized project, click on the drop down button to the right of Project

Name. To delete a memorized project(s) from the route, click on the Delete button under the drop

down menu. Click on the Save button on the toolbar to save the changes made to the route.

Using the Route Processor Click on Route Processor indicated by the Route 66 icon. From the drop down list, click on the route to view the assigned

memorized projects. The list of all the memorized projects assigned to the route will be

displayed in Projects on Current Route. Double click on the project to bring it up in the QuoteBuilder screen to

format or print it. Review all the memorized projects this way. Do as many routes as needed.

Printing All PO or by Route From the QuoteBuilder screen, click on the

Utility button. Click on Print Route Purchase Orders

button. From the drop down list, the user can select to

print purchase orders for all routes or a specific route.

Click on the Printer button to print the selected purchase orders.

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KitBuilder KitBuilder is a wizard that guides a user from category to category to assist the user in preparing a quote or project.

Accessing The Kit Window The Kit window is a pop up window used to activate KitBuilder that lists all available and defined kits to guide the user in building a project from category to category. Besides selecting a kit to build a project, the user can also add a new kit, or edit or delete an existing kit.

From the QuoteBuilder screen, click on the Kit button (identified by a hammer icon) located at the upper right hand side of the screen. The Kit window will be displayed.

From the pull down list, select the Kit to be used in building the project or to edit.

To edit the selected kit, click on the Open Current Kit icon. To delete a kit, first select the kit to be removed from the pull down

menu. Then click on the Delete Current Kit icon. To create a new kit, click on the Create New Kit icon.

Another way to access the Kit window to add, delete and edit kits is through the Setup and Utility window.

Click on the Utility button from the QuoteBuilder

screen. This will open the Setup & Utility window.

The Setup & Utility window is also used to add shipping methods; set the default or adjust sales tax rate changes; archive quotes; add new category types; print a range of quotes, invoices or purchase orders; and more.

Click on the Kit Builder button to open the Kit Builder – Find window to edit, delete or add a new kit.

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Kit Builder Icon


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Creating a New Kit Click on the Kit button (hammer icon) from the

QuoteBuilder screen Click on the Create New Kit icon, which will open a

blank Kit Builder Details window. Name. Type in a name to help identify the kit. Description. Type a more detailed description of the kit. Next select a Category Type – New, Used, etc. – from the

pull down menu to activate its Category List.

Double click on each category to be included in the kit. Once the category is selected, it will be displayed in the Items in Current Kit box.

When all applicable Category List(s) are added, click on the Save icon. Close the window to

return to the Kit screen.

Important Note: Another way to access the Kit Builder window is to click on the Utility button from the QuoteBuilder screen, and click on the Kit Builder button from the Setup & Utility window. Click on the Details tab. Click on the New icon to create a new kit. This will open a blank kit record. Follow the steps above to create a new kit.


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Editing an Existing Kit

From the QuoteBuilder screen, click on the Kit button (identified by a hammer icon) located at the upper right hand side of the screen. The Kit window will be displayed.

From the pull down list, select the kit to be edited. Click on the Open Current Kit icon that will open the Kit – Details window for the selected

kit.

To remove a Category List item, double click on the category from the Items in Current Kit box to remove it.

To add a Category List item, select the Category Type – New, Used, etc. -- to activate its

Category List. Double click on the category to add to the Items in Current Kit.

When through removing and adding any applicable categories from the Category List(s), click on the Save icon. Close the window to return to the Kit window.

Using KitBuilder to Build a Project

From the QuoteBuilder screen, click on the Kit icon. Select the Kit name from the pull down list. From the Items in Current Kit box, click on the first category listed. The product items

associated to this category will be listed in the Category Items box on the QuoteBuilder screen.

Double click to select the product in the project. To move to the next category to select a product, press the Ctrl keys or click on the next

category in the Kit window. To move to the previous category, press the Ctrl keys or click on the next category in the Kit

window. To close the Kit window, click on the Cancel icon (door) to the right of the Kit Name pull

down. To save the project, click on the Save Project button on the QuoteBuilder screen.

If you’re interested in a complete onsite DidIT! implementation and end user training package, e-mail Advantage International Inc. at [email protected] or call (813) 977-5739