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User`s Manual - Sage ACT! add-ons

1. To reset all columns or rows or both see Settings your preferences below Manually refreshing the calendar If you schedule or reschedule activities from within Advanced Scheduling System by double clicking a time slot or by using the popup menu when right clicking a cell you don t need to refresh the Advanced Scheduling System calendar the table gets updated automatically But if you schedule or reschedule activities directly from within ACT or if you are multiple users scheduling activities simultaneously then use the File Quick Refresh command to regularly update your Advanced Scheduling System calendar Difference between the Quick Refresh and Full Refresh The Quick Refresh will just look for activities that have been added or edited since the last refresh The Full Refresh will refresh all activities I you change data in a contact record like the phone number a Quick Refresh will not pick up the change unless the activity has been edited A Full Refresh will The calendar may be automatically refreshed Quick Refresh only See Calendar settings below Advanced Scheduling System User s Manual 10 Setting up your preferences General calendar settings Open the Options menu select Calendar settings Under the General tab you may set up general calendar preferences Calendar settings General Colors Cells Auto retresh Week starts on f Sunday C Monday Main field C Company name f Co
2. General Detaile Recurring Settings Advanced Options Achvity type Date Time Duration Meeting 5712004 psom hou with Nara Mary Spaghetterorni s Contacts Regarding Priority Service Call Low Associate with group Activity Color a Ring alarm Show full day banner Scheduled for Scheduled by Chris Huffman Chris Huffman Schedule For By E Cancel NOTE If there are more activities in a time slot than can be displayed which may happen if you or other users schedule activities directly in ACT Advanced Scheduling System will display a Sign icon in the overcrowded slot Herman Getter Aa S Utica Tulea OF 978 555 4815 Also a green spot in the icon indicates if the activity has details Dilan Nguyen 13 East 54th Street Mew fork HY 212 555 6756 Advanced Scheduling System User s Manual J Editing rescheduling an activity To edit an activity double click an occupied time slot or do a right click and choose Reschedule activity ACT Schedule activity window will pop up Changes will be reflected in your calendar when you click OK You may also drag and drop activities to drag and drop press the CTRL key then select an activity and dragit to another slot If you drop it on another user s slot in one row per user mode you will be prompted to accept the change of user Editing rescheduling recurring activities
3. To edit or reschedule a recurring activity use the same methods as described above The only exception is when you want to change the recurring settings any change under the Recurring tab of the Schedule activity window For this use the Edit Recurring Settings command from the menu that pops up when you right click an activity Dylan Nguyen EA Dylan Nguyen 13 East 54l Hew York 212 555 6 Reschedule Activity Edit Recurring Settings Wiew Edit Activity Details K Send Activity Clear Activity Create Lookup This cell Create Lookup ll cells If you use another method like double clicking using the Reschedule activity command or the View Edit Activity Details and make changes under the Recurring tab all changes will be discarded unless the activity is the first open instance of the recurring activity As there is no visual way to know if an instance is the first open one you should use the Edit Recurring Settings command to be sure the changes will be taken into account Advanced Scheduling System User s Manual 8 Creating lookups If you right click an occupied time slot a popup menu will give you access to two lookup commands 95639 es David Davis FATS Reschedule Activity WiemlfEdit Activity Details Send Activity Clear Activity EA CI Create Lookup This cell 30451 Create Lookup Call cells 450 L Create Lookup This cell will create a lookup of the con
4. 16 The Scheduled For user is automatically selected if you are in one row per user mode see The Cells tab of the Options window Settings File location If you are working on a network and you want all users to share the same settings you simply have to share the settings file For this use the Settings Location command under the Options menu To point to a common settings file Printing the calendar To print the Advanced Scheduling System calendar choose the Print command under File The calendar will be printed the way it appears on screen including colors if you use a color printer Print Printer Name Lexmark Optra M412 M5 m Cancel Page range Number of copies Page Setup Al EE C Pages Orientation Enter page numbers andor page l ranges separated by commas C gt Fortra For example 1 3 5 12 f Landscape The page setup screen The Page setup window which you can display either by choosing Page Setup under the File menu or by clicking the Page setup button of the Print window gives you the ability to add a header and a footer to your calendar Both will be centered and repeated on all pages The amp Page keyword serves as a placeholder for the page number It will be replaced by the page number when printing It may be used in both the header and the footer To control page breaks you may set a maximum number of rows to be printed on one page This number does not inclu
5. Include time column Column A Row LE iw Esport background colors M Export activity colors jf Include extra fields iv Export column widths k Add borders around data cells This option may significantly increase the processing time The export process uses a regular Excel template A basic default template is installed with the add on it is called advsched_ template xlt and is located in the add on folder Advanced Scheduling System User s Manual 18 You may open this template with Excel modify it to your liking then save it under a name of your choice so that the formatting is saved ready for the next export You may have as many templates as you want and they may be located anywhere on your computer s hard drive or on a network Before you press the OK button to start the exporting process you may choose from a variety of options Note that these options will be saved and associated with your template name so that the next time you pick a template the same options will be restored The options are the following O You may include any of the 2 fixed columns or row date and time If you already included them in your Excel template you will want to uncheck these 2 boxes Export background colors will make the background of the Excel cells the same color as in your Advanced Scheduling System table Export activity colors will color activities using the same color as in the table Add borders around data cell
6. they create a user called Unassigned and schedule all activities with Unassigned Then the day before each activity is reviewed and rescheduled with a technician If you use this method choose the Rows per slot option and enter the number of users in the textbox next to it Advanced Scheduling System User s Manual 13 Cell sizes Under the Cells tab you may define a standard width and height for your cells Daily and Weekly views may have different size settings Auto refresh Under the Auto refresh tab you may setup Advanced Scheduling System auto refresh feature See Manually refreshing the calendar above on why you might want the calendar to be refreshed Depending on your database and hardware refreshing may take more or less time and be more or less demanding on your system We recommend that you leave the prompt checkbox checked until you know howit affects the use of the program When you are confident that refreshing can be handled in the background without your knowledge remove the checkbox Defining your time slots To define your own time slots go to the Options menu and choose Time slots You may define up to 32 time slots Time Slots Timeslots Stark time 08 00 00 4M OS0000aM 3 1000004 11 00 00AM 1200 00 PM 3 01 0000 PM 020000 PM 0300 00 PM 04 00 00 PM z z z SCECCECCCECCECGE z A Sle Sl A Sle SA I au 5 D T To add a time slot check t
7. Advanced Scheduling System v 2 4 Another efficient and affordable ACT Add On by http www exponenciel com Advanced Scheduling System User s Manual Table of contents Table OF contents vasaheveiedisaizestewareivasarerehcdaccasteaeishacdei EE E ONE ates asstaedenadeaies 2 Purpose or the add ON ea E E 3 FOW IE WORKS arros heciscadlasesveiaens Seacleas denciantnibaaesduvnsacdeu ales Seaunioaeolsnineeanseed naive iuanperdbenn aesianeeniaeeartias 3 TSTA AION ProcedUTe soci ssacssedcsnde wiesaulstecrands A E E 4 uanea dente Sieve Aeeees 3 10O Main SOMOS Ms sas sed aoetsbatine E sus asia seka beat gaa E E 4 THE tOO T annnars EEEE NEOA N E otis 4 Adding an acVoar aa E E E TTE E TT 5 Editing rescheduling an ACUIVILY cccccccececcecececececececcececececececeeeeeeeeeeeeeeeeeeeeeesesecececeeeeeeeeseseeees 7 Editing rescheduling recurring activities seseseseseseeeeseseeeseseeeeerererecserererrrrrerererrrerererrererrreees 7 COLORI Aa E E N E T E eaten 8 Resizing COMMIS NG TOWS oana A T eA a 9 Man allv rores Hng the calendar surero anna ETA ETAT T AT E 9 SettnoguUp your Er TrENCO anr AE T E TES 10 Ceno Ee ndar eN a E EAO E I A OE 10 Colls and ACHVITICS Col saien n E A NE OA 11 Denning VOUT Ume SIOUS pan e E T n atoacaesinatons 13 Weekly Days OM FHONdayS airsan E E E E E ENEE 14 Fields tO pedis played Im eE anne enr A A 15 Der CV a a A T EE iene eee 15 SCOS FUE 1OCAGION arrra EE wedeniosaaeduessahiasssassqenuat 16 P
8. VT GIS Cel CTCL oe a E EN A A E O 16 THE PAGE SECUP SC CCI ccccccccccccccececccececeecececececsecsssseceeeeeeeeseceeeuseeeeeseeeeseseeeseeeseeeeeeseeeeeeeeesees 16 FOO UIT O Tt NCO aa E E eu ae nee ae 17 Adding an icon or a menu item to ACT to launch Advanced Scheduling System 066 19 Advanced Scheduling System User s Manual 3 Purpose of the add on Advanced Scheduling System is an ACT add on that creates a calendar in a table format allowing the user to easily spot open time slots schedule and reschedule activities It does not replace your ACT calendar and activities are still created in ACT Advanced Scheduling System is anew easy to use interface to visualize and schedule activities This visually attractive calendar may be exported to Excel for easy printing and sharing How it works Advanced Scheduling System is very simple Based on user defined activity slots it creates a calendar in a table format in which each cell is a time slot Whenever an activity is scheduled in one of the time slots activity information is displayed indicating that the time slot is occupied To schedule or edit an existing activity simply double click one of the time slots The standard ACT Schedule Activity window will open with the appropriate fields already filled in Installation procedure Download the program file from our download page and double click it to start the installation Follow the instructions and onc
9. day 2004 Tuesday May 18 Fl Hapleigh Frieda 1113 Greenbrook Dr Allen Te 972 555 1007 EA David Daviss 95535 Morton Ad Harrisburg OF 541 555 2264 Wednesday May 19 E Hapleigh Frieda 1113 Greenbrook Dr Allen TX 372 555 1007 le Fiter Thursday May 20 Friday May 1 Ea Greg Hart J2 Acacia Ave Manhattan Beach C4 310 555 2626 Note By default each user is assigned a row for each time period see Number of rows per time slots under Setting up your preferences below if you don t want each row assigned to a particular user The toolbar Daily Weekly lt lt gt gt Jump to Today Filter o The Daily and Weekly buttons will respectively take you to the Daily or Weekly view o The AM and PM buttons will respectively make the first row or the first PM row the top row of your table o The lt lt and gt gt button will move the calendar one week backward or forward Weekly view or one day backward or forward Daily view NOTE You may also switch views by double clicking a column header For instance in the above screen if you double click Tuesday May 18 you will switch to the Daily view for May 18 Advanced Scheduling System User s Manual 5 The J ump to drop down list also allows to quickly jump to a specific date Jump to Today Pick a date Today 1 pear i Today 3 months Today 1 month Tat of previous month 15th of previous montt Tat o
10. de the column header row which is automatically repeated at the top of each page By specifying a number of rows you can make sure that a time slot is not printed on 2 pages For instance if you have 4 users and choose to limit each page to 40 data rows each page will display 10 time slots provided the page is high enough Advanced Scheduling System User s Manual 17 Page Setup Header Week of Dec 7 Be Margins inches Limits per Fage optional Left 0 25 bas of data rows mE Toprbottom 0 25 Mas of data columns Footer Page amp Page Font You may also limit the number of columns This number does not include the Time and Users columns which are automatically printed on each page Note that if there are more columns to be printed than the maximum number the extra columns will be dropped rather than printed on a different page Also no matter the number of columns to be actually printed they will be shrinked to fit on one page Exporting to Excel Provided you have Excel 2000 or higher installed on your computer you may export the data as displayed in Advanced Scheduling System To export to Excel open the File menu and choose Export to Excel The following window appears Export Settings Template C Program Files 4dyvanced Scheduling Systemadveched_templ Browse Cancel Export options Top Left cell for the Data range if Include date row 5 5 I
11. e the installation is completed run ACT and open your database An icon should have been added to your Contact toolbar to launch Advanced Scheduling System directly from within ACT If the icon installation failed you will have to instruct Advanced Scheduling System to create it Here is how to proceed While your database is open click the Windows Start button go under Programs locate the Exponenciel ACT Add Ons group and click Advanced Scheduling System Then go to the Options Integrate with ACT menu and add icons or menu items to your ACT screens as needed This way you will be able to quickly launch the program from within ACT When prompted accept that ACT be re started When ACT re starts whatever icons or menu items you asked to be created will be there to launch Advanced Scheduling System Advanced Scheduling System User s Manual The main screen When you start Advanced Scheduling System for the first time the calendar will be displayed using standard settings see Setting up your preferences below E Advanced Scheduling System File Options Help Daily Weekly 09 00 AM Allison Mikala Chris Huffman Melissa Pearce 10 00 AH Allison Mikola Chris Huffman Melissa Pearce Monday May 17 EA Dylan Nguyen 5550 South West Comer St Fremont A2 EA Ashley Allan 2131 WW Tiny Road Scottsdale A 480 555 2121 sl Herman Getter 54 5 Utica Tulsa OK 919 555 4815 a 3 Jump to To
12. es the contact name or company name which is automatically displayed in the cell you may display up to 6 contact fields or activity fields Select Fields Displayed under the Options menu Extra Fields to be displayed Daily view Weekly view Select the extra fields you want to appear in the schedule Line Label JAddess1 iy state l Check the Line checkbox if you want a new line to be started with the field In the example above the Address 1 field will be displayed on a new line followed by the City on the same line Then the Phone field will be on the next line And on the next line the Scheduled For field You may choose to display different fields in the Daily and Weekly views The Regarding fields and Details field which are typically longer are better suited to be displayed in the Daily view than the Weekly view Default activity When you double click an empty slot in the Calendar table the standard ACT activity windows is displayed and most fields are automatically filled by Advanced Scheduling System The type priority and regarding fields are filled based on a default activity see The main screen above These 3 parameters of the default activity may be changed go to the Options menu choose Default activity Default Activity Default settings for the activities created by the program l Type Meeti i a Cancel Priority Low T Regarding Advanced Scheduling System User s Manual
13. f this month Tst of next month 15th of next month Today 7 month Today 3 months Today 6 month Today 7 year The Filter button opens the Filter Calendar window which allows selecting the users you want to display in your calendar as well as the type and priority of the activities Filter Calendar Users Actrity type f Selected users Calls iw Meetings To do s a Activity priority lw High Show cleared activities W Medium If Low Adding an activity To create a new activity simply double click an empty time slot or right click an empty time slot and choose Schedule in the popup menu The standard ACT Schedule activity window will pop up The information is already pre filled o the type is set as per your default activity settings see Defining a default activity below the date is the date of the slot you double clicked the time is the time of the slot you double clicked the duration is the time slot duration as defined in the Calendar settings window The with field is set to the currently active contact in ACT The regarding field is per your default activity settings see Defining a default activity below o The priority is per your default activity settings see Defining a default activity below O O OOO Advanced Scheduling System User s Manual You may change any of these pre filled values The activity will be automatically added to your calendar when you click OK c hedule Activity
14. he unchecked checkbox below the last checked time slot To remove the last time slot uncheck it Each time slot can have a different duration Make sure though that time slots do not overlap Advanced Scheduling System User s Manual 14 Weekly Days Off Holidays You may want your Weekly Days Off to not appear in the Calendar For this go to the Options menu select Days Off Then check the days that you want to hide Days Off Weekly Days OFf Holidays Days off W Sunday Monday Tuesday Wednesday Thursday Friday W Saturday Cancel You may also maintain a list of your company holidays If a day defined as a holiday is to appear in the Calendar its background color will be set to the inactive time slot color Days Off 5 20 2004 Add Date Description 11 27 2003 Thanksgiving 12 25 2003 Christmas 112004 New Year 1172004 Martin Luther King Day 2 16 2004 President s Day Bl 42004 Test Bal 2004 Memorial Day fr 4 2004 Independance Day 9 6 2004 Labor Day 1071172004 Colombus Day 11771 2004 Yeteran s Day OF Cancel To add a date choose Holidays under the Options menu Then simply select the date in the dropdown calendar then press Add You will be prompted to enter a description The description will appear in your calendar as the title of the column in lieu of the date Advanced Scheduling System User s Manual 15 Fields to be displayed in cells Besid
15. ntact name Recurring activities check lw Enabled Span over multiple cells indicator k Continued gt Cancel The Main field is the first field that will be displayed in each cell You have the option to display extra fields see Extra Fields to be displayed in a cell below NOTE If you never use recurring activities disabling the Recurring activities check will speed up the loading of the data The span over multiple cells indicator is the text that will appear in subsequent cells when an activity extends over a single time slot provided the next time slot s are empty If one or more of these subsequent time slots are occupied by another activity this activity will appear in the time slot rather than the indicator Clicking a slot with an indicator will open the corresponding activity Advanced Scheduling System User s Manual 11 Cells and activities colors Under the Colors tab you have the option to change the default colors Calendar settings General Grid background colors Inactive time slots background User names forecolor Activities We Show achvity icons Use the activity color as set in amp CT Always use this color f Color according to user Define OF Cancel You may define colors specific to each user by selecting Color according to user Click the Define button to assign a color to each specific user Color Assignments You may a
16. ssign a color to each user of your database e Allison Mikola Eq Chris Huffman Cancel Fa Melissa Pearce Advanced Scheduling System User s Manual 12 Number of rows per time slot Under the Cells tab you may define how many rows you want per time slots By default each user is assigned a row But if you do not assign activities to a specific user when creating them you may choose to select the Rows per slot option Calendar settings Number of Rows f One row per user f Rows per slot 4 Daily View Cell Sizes Standard width 1800 Standard Height ozi Weekly view Cell Sizes Standard Width 1800 Set Standard Height B20 Set OF Cancel If you do not choose One row per user activities will be displayed one below the other they are automatically sorted by user name Brian David 1802 Sandstorm Ave Baton Rouge LA 225 555 4980 Brian David 1802 Sandstorm 4ve Baton Rouge La 225 555 4980 Havleigh Frieda 1113 Greenbrook Dr 09 00 AM Allison Mikola 09 00 AM Chris Huff roan Allen Te S72 555 1007 Hayleigh Frieda ese 1113 Greenbrook Dr elssa Pearce Allen T 372 555 1007 One row per user 3 rows per slot In this case the option of assigning a color to each user allows visual identification of the user Some businesses will not assign the activity to a particular user a technician for example until the day before the activity
17. tact s with whom the activity is scheduled for Create Lookup All cells will create a lookup of all contacts with whom an activity is scheduled in the currently displayed calendar You may also select a column or a row and create a lookup of the contacts in this column or row by right clicking the header of this column or right Monday May 10 Tuesday May 11 09 00AM EA wiliam Roseman A Steve Reese a 1994 Sun Devil Way Tempe Reset Row Height 480 555 1987 Create Lookup Row J David Davis EA Tea Pata wre grey Britain 95835 Norton Ad Harrisburg 4669 555 555 3424 541 555 2264 Finally you may select contiguous cells and do a right click to create a lookup EA Jonathan Sommer Ea Mary 1994 Sun Devil way Tempe i 13 East 54th Street New York 123 Pasta 460 555 1987 0 eee S55 555 Ee David Davis al Vivian Grace 95935 Norton Ad Harri ea Ea assag Fe Create Lookup Selection f Advanced Scheduling System User s Manual 9 Resizing columns and rows You may manually resize any column or row at any time by dragging the cell separator in the column or in the row header Sunday Dec 14 gt Monday Dec 15 ER You may also reset a column width or row height by right clicking its header Mondau hawt 10 Tuesdan al wiliam Ae Reset Column width 468 Country Cl eRe 5 Create Lookup Column EA May Nara Eel David Davis 1235 Pasta Way New Britain 9 95635 Norton Ad 555 555 3424 541 555 2264
18. will add a border around each cell or around each activity It may be useful if you choose the Export color scheme or Include extra fields options Export cell sizes will make your Excel document use the same row or column widths as in the table Include extra fields allows to export the extra fields that you set to display in your cells If not checked it will only export the primary field Note that if you choose this option the processing time will more than likely greatly increase Here is an example of output to Excel 09 00 AM Allison Mikola El Jonathan Jenkins Jonathan Jenkins Circle Photography 214 555 95 77 Annual review E ae Melissa Pearce cal Horty Manicotti Morty Manicotti Corleone s Pasta Company 480 555 3853 Review personal files information 09 30 AM Allison Mikola El Dr Deiter Brock Or Detter Brock CPOT 682 33 021 Advanced Scheduling System User s Manual Adding an icon or a menu item to ACT to launch Advanced Scheduling System As with any of our add ons go to the Options Integrate with ACT menu to display the Integrate with ACT window and add icons or menu items as needed Menu items are added to the Tools menu Support For support please contact support exponenciel com Rev J une 26 2004 v 2 3 19

User`s Manual - Sage ACT! add-ons

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