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Helper Help
Making a List of Clients
Isn’t this just like finding a contact?
Making a contact list, or doing a Target Contact search, is different from the search
that you usually use in the Contact Manager. A Target Contact search lets you retrieve and access multiple records simultaneously –
ideal for sending out mail to multiple clients, for merging a document for a group of prospects, or for creating a sales list so that
you can auto-dial and flip between those contact records. You can immediately retrieve records for all clients who own shares of PG&E, all clients in the state of New York,
or all clients whose phone numbers are in the 312 area code.
How do I create a list of everyone in my database?
»» Go into the Sales Manager, and click on the blank bullseye in the toolbar (Target Contact).
This brings up the Client/Account Search tab.
»» Double-click on the Name field. Type in % (percentage sign). % is the wildcard sign.
That means it will find any contact record that contains any symbol or character in the Name field.
»» Click on Start Search.
How do the “wildcard symbols” work for searches?
»» By using a wildcard symbol, you will search for records
that have any character in the place of that symbol. Just like in card games, the wildcard can represent
whatever you want it to represent.
»» Entering “%” will fill in the rest of that field.
For instance, searching with “Sm%” in the Name field will retrieve Smith, Smiley, Smart, and Smucker. Generally,
% is your best tool for running searches in your database.
»» Entering “?” within a string will just replace that character.
Searching with “Sm%th” in the Name field will retrieve Smith, Smyth, and Smoth. This is most useful for Date searches:
03/??/2002 will find anything in March of 2002, whereas 03/% would retrieve March 2002, March 2001, March 2000, etc.
“?” can also help with ZIP Code searches, SIC Code searches, and Account Number searches.
What is Keep Duplicate Whoms?
The only time you would want to put a check in the Keep Duplicate Whoms
checkbox when searching in the Account field(s). Having the Keep Duplicate Whoms box checked will retrieve all
individual accounts under the same name; leaving the box unchecked will prevent redundancies if you just want to
view the names, not the individual accounts under each name.
Example: Let’s say you have two clients named Dugan, and that your account
numbering system works with the first five letters of the last name, followed by a number. If you search for “Dugan%”
in the Account field without Keep Duplicate Whoms checked, you will retrieve exactly two records: Dugan##### (Bill Dugan)
and Dugan##### (John Dugan). If you run that same search with Keep Duplicate Whoms checked, you would retrieve all ten
of Bill Dugan’s accounts, and all five of John Dugan’s accounts.
How do I print this list?
1. You want to turn this list (whatever your search yielded) into a report. If you try to print the list directly from the results screen,
the system will try to squeeze everything onto a single page, which will likely make the list illegibly small.
2. Once you have run your search with the Target Contact tool (see above), a field will appear at the bottom of the screen that
gives you the option of naming the sales list. Give your list a name, and click OK to save it.
3. You should then see the list highlighted in your campaign listing within the Sales Manager.
4. Click on the Reports icon (this icon is at the top of the screen, and looks like a blank sheet of paper).
This will open the Sales Manager Reports screen.
5. Click New, and give this report a title. Keep in mind that the report format that you are about to create can be used with any sales list,
not just the one you are wanting to print now. Therefore you may want to name the list something more specific to the fields you will include rather than something pertaining to one of your lists.
6. Select Data Fields. Click in the All Fields box to highlight each data field to be included in this report. As each field is selected, it will appear in the Selected Fields box.
7. Size Report Columns. To edit the column size, double-click the field title in the Selected Fields box. Insert the designated column width (in characters). Click OK to save the entries.
Repeat this step for each field (column) selected for this report.
8. Order/Re-order Print Sequence of Columns. Items in the Selected Fields Box will be printed in the order shown from left to right in the printed report. Use the Windows Drag & Drop
procedure to establish that desired order, i.e. click on a data field title in the All Fields box, and hold the mouse button down while moving the item to a new position.
9. Select Font Elements. Click on the Fonts button, and select the Font, Style, Size, Special Effects, and Color for this report. Click the OK button to save the selections.
10. View Report (optional). Click View to review the new report (including the list data selected upon entry) to assure that all elements are presented to your satisfaction.
11. Save New Report. Click OK to save the new report format. The report title will be added to the List Reports screen in alphabetical order.
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Copyright ©
2002 North American Software, Inc. All rights reserved.
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