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ACE7 User Guide - Ace Contact Manager

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1. Purge History Before Z invoice m V supt p V inBox Purge InBox Before votx Purge OutBox Before Creating ZipCode Index Compress Cancel Help 9 0 0 Migration 9 1 0 Migrating data of Ace Contact Manager Releases 6 to Ace 7 1 0 1 Ace 6 0 users must ensure they install Ace 7 1 0 in the directory D Program Files Ace Contact Manager 7 CAAceDMAC is where Ace 6 0 is located No other upgrade action is required In the main Contact Manager Window click on File Data Administration Import Old AceData as shown below ACE7 147 ACE Contact Manager 7 1 0 User Manual tact Manage Schedule Lookup View Call Tools Write Report Window Help O18 0 amp File Edit Database Control fm wo DD LA lax SOI Fal mss wdido V 0days 26 Nov 10 10 53 am Opportunity ii 0days 26 Nov 10 10 53 am Personal Save Alt S Windows Configuration Create Template Print Data Exchange Backup Restore Back Up User Administration gt z Duplicate Checking Email Processing z Change Database Structure Email gt Rebuild Indexes Synchronize With Outlook Undelete Contacts pl Synchronize With Mobile Exit ACE Alt X yaumase Software View List X Right click on the word Magazine 2 Inthe next step a popup appears which asks for the confirmation of migration
2. ACE Acct Email ID Support GoAce com screen appears F 4 WebPage www GoAce com Tm DOB 2 Enter the Client Name and address rospec Status 3 Press Save to add the record M VIP Cust Roe E E ane The user defined fields and logical fields are accessible after the client name is saved Pu Referral Right click on the word Product Serv Product to change Title 4 Switch to the other user defined field screens by typing Ctrl O i Beta Job Function Or Paper Type Select Other from the Views menu z or I Reference Serial Ciri amp Q to Query by Example Use the Other Screen toolbar icon Business For tech support email to Free Support Fee support amp goace com See Also Support Until to change to a date field Unos Dolinod Fipide Register see change field structure F Purch Date To Buy ACE go to www GoAce com The first thing you want to do is add a contact to the ACE Demo database Once you add the contact described here in the Kick Start you can then add yourself to the database 7 1 1 To add a contact 1 Select the Edit menu The word Edit is located at the top ofthe ACE Client Window This is called the Menu Bar You can select the Edit menu in two different ways Press Alt E or use the mouse pointer and left mouse button to click on the word Edit Current Contact Undo Contact Edits Alte 27 Cut C
3. Are you satisfied with your current auto insurance Do you have any additional office s we should contact Do you currently have a product category department Are you an owner of the business Would you recommend COMPANY services to colleagues or contacts within your industry 6 0 0 Contents 6 1 1 Contact Screen It is the Main Operation screen Here we enter the Contacts schedule our Appomtments and send Mailings ACE7 99 ACE Contact Manager 7 1 0 User Manual Fle EE Schedule Lookup View Call Tools Write Report Window Help 8 x Order E lt lt gt gt gt 44 Gala r Last N Date Time Descriptior Valid 23 Nov 10 12 58 pm Phone Call 12 25 Nov 10 other Scope All Rec AFA 1 Updated a The hot key combination for adding a client is CTRL A 11 25 2010 Added MobileNo NE To add a client to the database Re rtsTo MUNERE 1 Select Add from the Edit menu A blank Client 1 ACE Acct Email ID Support GoAce com screen appears a 4 WebPage www GoAce com 2 Enter the Client Name and address I Prospect DOB i z Press Save to add the record The user defined fields and logical fields are accessible after the client name is saved J L3 VIP Cust Role Database Software View List Referral Right click on the word Magazine Product Serv Product to change Tite Beta Job Function Pa
4. Rename Properties 2 The user will get the following Welcome window Click on Next to proceed Place Contact Manager InuishedWnd sj Welcome to the InstallShield Wizard for Ace Contact Manager 7 The InstallShield R Wizard will install Ace Contact Manager 7 on your computer To continue click Next WARNING This program is protected by copyright law and international treaties 3 The screen below with the License Agreement requires a positive effort from the user to click on the I Accept button in order to proceed ACE7 ACE Contact Manager 7 1 0 User Manual 39 Ace Contact Manager 7 InstallShield Wizard License Agreement Please read the following license agreement carefully SSGINDIA Software End User License The Ace Contact Manager software contained herein is licensed in accordance with the following terms and conditions If you do not agree to these terms and conditions select NO below and this installation will terminate If you agree to these terms and conditions select YES below and the installation will continue LICENSE SSGINDIA grants you a non exclusive non transferable license to use the enclosed Ace Contact Manager software for a trial usage of 30 contacts and three users solely for your own internal needs on the computer on which this installation 9 I accept the terms in the license agreement C I do not accept the terms in the license agreement InstallShield
5. From this list you can schedule an event Events You can right click in the Events area on the contact screen When you right click here you can choose Add To learn how to accomplish all of the above see Schedule Menu 5 10 1 Schedule an Event All of the above bring up the Schedule an Event screen To accomplish scheduling an event see Schedule an Event 5 10 2 Scheduling Conflicts When you schedule an event in a time slot that is already occupied by another event you have scheduled ACE will display the Conflict Alert Scheduling Conflicts 5 10 2 1 Date Finder In a date field m addition to actually entermg a date you can type T to enter today s date You can use the and the to increase or decrease the date by one date In addition you can click on the calendar icon next to the date field and it will bring up a calendar which you can manipulate with ease See Date Finder 5 10 2 2 Time Finder In a time field you can enter the time or click on the time icon to use the Time finder to enter the time for events in even intervals See ime Finder 5 10 3 Using ACE Preferences to Automate Events ACE has the capability of automatically deleting completing or rescheduling Events You can tell ACE to automatically change old Events Once you setup the Preferences every time you load ACE on your computer ACE will check to find old Events and change them according to your setup See Preferences ACE7 48 ACE Cont
6. If you close the list however you will have to select Undelete from the file menu again to bring it back 3 Four buttons are available Undelete Will remove the asterisk from the highlighted record And will return the record to the active records in the database ACE7 78 ACE Contact Manager 7 1 0 User Manual She Undelete All Will remove the asterisks from all of the listed records returning them to active records in the database Delete and Delete All will delete records that have been undeleted since you started the current undelete session Delete Will delete a record that has been undeleted Delete All Will delete all records on the list 4 Close the list when all changes have been made All records with an asterisk will be deleted when the database is compressed 5 24 0 Change database structure Use this option to alter the structure of a database Change the fields from their current type to be character date or numeric fields lengthen or shorten fields It is highly recommended that you backup your database before altermg its structure because the changes you make will remam permanent If you change a field from character to a date or numeric field all field entries that are not the same as the new field type will be lost For example if you have a field contaming the word January and then change that field to be a Date field it will be blank Ifthe field contamed 01 01 1999 it will still contam
7. Product Support Help Data Management Assistance E Options Omit Type Com 10 Business Envelopes 4 127 X 9 5 T PrintGroup 11 Recs r Return Address Delivery Font 7 13 5 Quick Email Quick Letter Quick Memo and Quick Fax Ace provides you with a means of quick communications for correspondence The Quick Email option shows you an Email form with the To addressee complete for the current contact You can quickly select other contacts to receive the email as addressee CC or Bcc recipients The Quick Letter option produces a letter with no text that is ready to be typed and printed The current record s name and address will be filled in for you along with today s data and your signature block Changes will not be saved t amp 4 Historical Correspondence Information W Create a Historical Record v Save a Copy of This Correspondence Regarding Quick Letter a Memos Cancel ACE7 134 2 Bat ACE Contact Manager 7 1 0 User Manual Ay The Quick Memo option is useful for interoffice memos notes or any other type of informal information which you wish to give to a contact When you create Quick Memo using ACE today s date the name of the current client record and your signature is automatically inserted into a document which is labeled Memorandum The Quick Fax creates a fax cover page for you The fax cover page will contain today s date and time the contact to whom you are faxing your contac
8. Synchronize With Outlook 2 Undelete Contacts Synchronize With Mobile Import Old AceData 2 Go to the installation path select AceBackup in AceZips folder and click on the Open button ACE7 155 ACE Contact Manager 7 1 0 User Manual B ACE Contact Manager Favorite Links Name Date taken Tags Size Rating f E Documents el d Ej Recent Places MH Desktop AceBackup09 AceBackup More 0107 Folders we 44 DMAC Ji ssgindia Ji Ace i di Ace75 Jan 2005 L3 4s Ace 7 Jan 2009 amp AceBin 4s AceData n AceZips d AceRackunfi an File name AceBackup090107 v ACE Backup Zip Files date z v 3 A Load Restore from File popup appears Click on the Yes button r ede eid iios Load Restore From Filer h Load Restore from file ESProgram WO FilessssgindiasAce 7 Jan 2009sAcezZipss amp ceBackup 930107 zip 12 0 0 Taking Backup of Ace data 1 Click on File Data Administration Back up in the Ace contact Manager main window Data Administration Backup User Administration Restore Back Up Duplicate Checking Email Processing Change Database Structure Email MEE Rebuild Indexes Synchronize With Qutlook E E Undelete Contacts Synchronize With Mobile Import Old AceData 2 Go to the ACEZips folder and save as Ace Backup ACE7 156 Name Date taken Tags Size Rating Favorite Links More A Folders v AceBackup09 0107 d DMA
9. a Birthday event At this point you can type a memo if you wish Just click on the open box area with the mouse or press Tab until the cursor appears in the memo typing area Let us press Alt S or click on Save to save the event Your birthday should now appear in the events window on the contact screen As mentioned earlier we are now going to schedule 122 ACE Contact Manager 7 1 0 User Manual JA CE probably the most important event the Phone Call Let us schedule the phone call for Peggy Gorney First you need to find her in your Contact Database Use the information already learned in this Kick Start section to Lookup Peggy s contact record Once you have located Peggy 7 9 4 Schedule a Phone Call e Click on the Schedule menu item Then click on Phone Call Another method to achieve the same end result would be to use the Hot Key F11 This brings up the Schedule an Event window e We want to schedule the call for later on today so the default of today s date is fine in the Date field We can therefore skip the Date field e Press Alt T to access the Time field or click on the Clock Icon located next to the Time field The Time field has two times One for the Start time of the event and one for the Stop time We are going to make a phone call that should not last over 15 minutes When you select your time you can manually type it in by typing 04 00pm as the Start time You now need to select the Stop time Press Tab
10. from the user and also informs the user that all other users must logout Click on the Yes button i File Edit Schedule Lookup View Call Tools Write Report Window Help 8 xXx e gas oe O18 e amp Bla I 4L AA Fla alala aldh Time Descriptior Order Last N Valid ome J Odays 26 Nov 10 10 53 am Opportunity 12 DC E Ai Odays 26 Nov 10 10 53 am Personal Scope All Rec MEE 09 11 1997 ACE Acct Do you want to migrate your ACE6 data to Ace7 Warning All users must logout 30 from Ace7 Iv Prospect VIP Cust Magazine Product to change Title 3 The following popup appears which informs the user to select the type of migration Automatic or Manual After selecting click on the OK button ACE7 148 ACE Contact Manager 7 1 0 User Manual ACE7 After you click the OK button the folder path is set into the Locate Ace Data popup Click on the OK button EE Desktop p Libraries b A WIN7P1 gt ji Computer b i Network gt 38 Control Panel i Recycle Bin gt ds junk 149 q s ACE Contact Manager 7 1 0 User Manual D e After you click on the OK button the following popup appears which informs that ACE6 data has been successfully migrated to Ace 7 1 0 Click on the OK button ACES Migration Process is going On Please Wait for sometime as it takes time based on your contacts After click Ok this fina
11. 1 0 is now provided with new facility lke arranging the databases m alphabetical order e n Ace7 1 0 new Global replace designs have a very pleasant look and feel ACE7 3 ACE Contact Manager 7 1 0 User Manual ACE 7 1 0 User Guide SL NO ITEM ACE 7 1 0 Installation lal Pre Requisite Preferable Drive Welcome to ACE 7 Benefits of ACE 7 User Functionality Bal ACE7T 1 0 Basics Contact Screen Overview Med na Contact Screen Schedule Menu Lookup Menu ACE7 3s qs DESCRIPTION How to Install ACE 7 1 0 Windows 2003 XP or Vista or 7 operating System Some comments about the Microsoft protection of the Program Files folder Features Of ACE 7 1 0 Tells about advantages ofusmg ACE 7 1 0 ACE Basics gives you detailed information about how to operate ACE Contact Screen you can access all functions which are available in ACE to the ACE user Tells About Menus of ACE It is as follows with Sub categories It is the Main Operation screen Here we enter the Contacts Schedule our Appomtments and Send Mailings Create and access new databases Setup and maintain your databases Edit Contact records and memos database moves and view group fields Adds Events to your Calendar and Schedule Lookup contacts by one of many indexes and Query by Example PAGE NO 2 s ACE Contact Manager 7 1 0 User Manual 6 1 6 View Menu View Contacts Events History Records and other screen
12. 14 2008 9 55 pm GL same as always muzzle 9 4 2008 5 53 pm GL CAKED EYES DID MUZZLE SAME GROOM bettercondition 40 2 13 2008 10 00 pm GL HIS SKIN LOOKED HORRIBLE GAVE MED BATH DID MUZZLE FOR THOSE THINGS BIG EYE GOOBERS 7 STRIP LEAVING EARS AND BROS 45 8 28 2007 3 28 pm GL no muzzle today but hyper same clip but has huge bump sore on right rear side bleeding 6 13 2007 12 19 am GL 7 with ms hd did muzzle feet 3 23 2007 5 33 pm GL did fine in case did muzzle but seemed ok same clip starting of hot spot inner rear legs 1 9 2007 9 40 pm GL SAME WAS A MESS MADE FACES Note Deactivation can only be validated when the system is connected to internet DO NOT Deactivate without internet connection 2 0 0 Welcome To ACE 7 1 0 ACE7 16 ACE Contact Manager 7 1 0 User Manual Ay ACE is world s finest Windows Contact Manager Software for the IBM PC class of computers with the Microsoft Operating Systems Take a few minutes to read this chapter for helpful hints on how ACE and this ACE Reference Manual are organized If you have never used a contact manager ACE may represent an entirely new experience for you ACE is designed with Ease of Use in mind It is a contact manager designed to help you take control of your organization ACE is designed for managing the contacts of an organization Usmg ACE many users can access your organization s database simultaneously If you wish you can have
13. 9 e e Less or Equal Between Not Equal To Contains Does Not Contain Not Empty Empty See Query By Example 5 14 8 Saving a Query You do not need to save a query However if you plan to use a query more than once it is a good idea to save the query Once saved the query goes into a list holding all of your queries You can access the saved query later by using the List button on the Query by Example screen 5 14 9 Turning a Query Off To turn off a Quick Query and access your regular database of contacts you only need to Lookup every contact record on the Lookup menu 5 14 10 Editing a Query by Example Once you save a Query by Example you can not edit the query unless you use the Advanced query 5 14 11 Advanced Query Usage The Advanced Query gives you complete unlimited searching ability with ACE With the Advance Query you directly type the query syntax The Advanced Query only needs to be used in a few situations The situations are listed below e When you need to mx AND and Or statements together in the same query e When you need to apply special Lotus or dBase functions to the search e When you wish to search for information that is not contained on the Query by Example screen e When you need to edit an existing query ACE7 56 ACE Contact Manager 7 1 0 User Manual A ce When you use the Advanced Query you need to convert all the function to character format in order to optimize the query See
14. ACE allows you to change the User Defined Fields In all there over fifty fields that can be changed These are in addition to the 22 Groups that may be changed See Group for more information concernng Groups As mentioned and shown above there are at least three different sections of User Definable Fields For example the four phone number fields are a section the middle portion of the contact screen contains a section and the Logical Fields in the left hand side portion of the contact screen are the last section to be discussed here Any User Definable field can be changed by right clicking on the field name and having permission to change the field 7 2 1 Change field name e Select View from the Menu Bar by pressing Alt V and then select Other Screen by pressing O The middle section of User Definable fields should change ACE7 110 ACE Contact Manager 7 1 0 User Manual e Move the mouse to the filed called User 17 Press the right mouse button A new dus pops up with a listing of all User Definable fields The field you selected Userl7 is currently highlighted To the right ofthe field there are information boxes See below tS ACE Contact Manager EXE X EJ File Edit Schedule Lookup View Call Tools Write Repot Window Help zum Xx Ag BE 2e 6 amp Order zr i FIZ Gal zril edid 2 ERN Valid 11 26 2010 Added 11 26 2010 ACE Acct 2 YesiNo1 Yes No2 Ye
15. Appendix A for a list of all the possible functions and what these functions accomplish Character fields generally should use the Upper function to convert the fields to upper case Numeric fields can use the Str function to convert to character format Date fields can use the DTos function to convert to character format The Advanced Query menu is only accessible from the Query by Example maple screen See the explanation under the Query by Example and see Advanced Query Good hunting 5 15 0 ACE Task Manager ACE has a Task Manager In it you can manage tasks assigned to yourself and others to create a To Do list reminders and keep notes 4 ACE Contact Manager Task Manage RERO EUN ION mo sz sg sg gz SIS S12 e amp 2 el Alas la col riort ty ask Status Who Assigned The Task Manager window shows your tasks in a list format Individual entries are display in order of Priority The highest priority tasks are shown first You can browse the list using cursor keys scroll bars or mouse The ACE Task Manager uses numbers to assign priority Items in the ACE Task Manager are displayed by Priority first and Date Due second The highest priority is one 1 Normally only unfinshed tasks are shown in the Task Manager display However all tasks are kept on file after completion unless you delete them The Task Manager displays the finished tasks when you press Alt S or click on
16. Dos You must put the focus on the feature you wish to use to active the icons for that feature For example if you wish to use the ADD icon to add to To Do click in the To Do section first You can also highlight a ACE7 50 ACE Contact Manager 7 1 0 User Manual p listed event or To Do and right click on it to add a new event or To Do or to manipulate the one you have highlighted If there are no events or To Dos listed you can right click in the corresponding area and add an event or To Do For more information see Time Management 5 12 1 Lookup Lookup and Queries give you the ability to locate a contact record records which have specific data in certam fields There are two ways to locate record which contain specific data The instant Lookup with one defined criteria and the Query The Query gives you the ability to locate contact records by multiple criteria ACE finds information by creating and using database indexes An index directs the program to search for information m a specific way Indexes are comparable to have a clutter of notes names and addresses on your desk then alphabetically arranging all of the notes names and addresses mto three separate card files ACE uses six permanent indexes and five user definable that 1s changeable indexes to help you find records fast The permanent indexes are as follows Company Name You can find any contact based on the contacts Company name Last Name You can find any c
17. File Folder 10 9 2003 3 01 AceBin option File Folder 10 9 2003 3 03 E Acet File Folder 10 9 2003 3 01 gp Cover File Folder 10 9 2003 3 01 e Move Hero File Folder 10 9 2003 3 01 Create Shortcuts Here File Folder 10 9 2003 3 01 Cancel File Folder 10 9 2003 3 03 File Folder 10 6 2003 3 03 Q3 report File Folder 10 9 2003 3 03 sound Acel exe 3 169 KB Application 10 12 2003 2 0 a TEMP E ACESD VES 63KB YBX File 747 1993 12 2 template fj ace32 cnt 2KB CNT File 10 12 2003 2 1 ace3 hip 5 050 KB Help Fla 10 12 2003 1 3 t 73 users 153 4 ACE Contact Manager 7 1 0 User Manual p 6 Now a confirmation pop up will ask if you want to replace existing files Click on Yes to AIL Br c Program Files sAce vin File Edit View Favorites Tools Help Q Back d JJ Search gt Folders b amp I EI Folders x Sn 2 1 L elis m Local Disk Cr al data File Folder Fl L3 AceDMAC jdatatext File Folder 3 AceBin LETTERS File Folder E 3 AceData pictures File Folder El 5 data report File Folder L Demo sound File Folder E datatext Lonfirm Folder Replace E E blder IL FLDDEFS Ider FH B LETTERS f This Folder already contains a fblder named data Ider E i L pictures If the files in the existing Folddk have the same name as files in the ioi IC report Folder you are moving or copyina they will be replaced Do you stil ation sound want to move or copy the Fo
18. Format JPG Pictures library Arrange by Folder Sample Pictures Ace supports three image formats jpbg jpeg gt gif gt png zi File Edit Schedule Lookup View Call Tools Write Promt oe Ss Sitar Help f x Date Descriptior TT 2 days 23 Nov 10 12 58 pm Phone Call 303 North Loudoun Street Suite A Winchester VA 272601 USA Pn CC At Carag WorkPhone Updated FAX 11 25 2010 EB Added MebseNo ReportsTo 03 11 1997 ACE7 93 ACE Contact Manager 7 1 0 User Manual 4 ACE Contact Manager Grooming o pa ad File Edit Schedule Lookup View Call Tools Write Report Window Help e a 0 EE sel O18 e Mj si Order Last N Descriptior Valid 1 165 Scope All Rec 5 AE l Updated ES 03 02 2011 q Added AME ON THE OTHER2 04 08 2002 ACE Acct EmaillD ed Kady sweet a bit 1211 coupon e honey ogd ears V Dental Tx Pets name Breed Iv Anals Weight Muzzle dnd girls Medical girls 125 V Male Community I t Color same close sanatary on Female Stat interst Dd Referred by f E ti T mE 8 12 2009 6 41 pm GL all three girls same full cuts Ally gigi g Pick up pick up and delivery 871112009 5 34 pm GL CHIEF DIED THIS PAST SAT Veterinarian MCabee vet clinic 7 8 2009 6 23 pm GL ally and gigi done is 1gd same baht rr 1gd p
19. Schedule If you wish to set up an event for a group on contacts you can use Group Schedule Group Schedule makes it easy to set the same event for each group of a group of contact records A good way to use this function is to set a follow up event for every contact you added to the database today See Group Schedule Sequenced Events You can schedule multiple events at one time For example you may want to call first Phone Call send a package next and then follow up with a new contact This can be accomplished here See Sequenced Events Finish Event Finish Event allows you to complete an event When completed the event is placed in the database s history file for that contact The event to be finished must be highlighted for this option to work 5 10 0 Ways to Schedule an Event You can schedule events in five different ways in ACE Schedule menu You can schedule an event from the contact record by using the Schedule menu ACE7 47 ACE Contact Manager 7 1 0 User Manual She Calendar You can schedule an event from one of the four calendars in ACE These four calendars are accessed by clicking on the desire calendar icon Daily Weekly Monthly and Yearly Schedule Event window You can list the contact record s scheduled events You use View Scheduled Events to see the list of contact records From here you can schedule an event Time Management Screen You can list all scheduled events from the Time Management Screen
20. Stand alone gt one single system where ACE 7 1 0 is being installed and where the database will stay e Admin gt The machine where ACE 7 1 0 administrator will be installed and where the central database will also be installed and there will be additional Ace clients e Client gt Ace 7 1 0 should be separately installed on each client PC No database will be installed on the Client Picas there will be a central database on the Admin PC When ACE 7 1 0 runs for the first time it will ask the user to Locate the Database on the Admin system or any other system having ACE 7 1 0 database in ACE 7 1 0 format Once the database is located the Client will continue to work So there is flexibility and the client can switch over to different database simply by locating it We will proceed now to explain the sequence of installation in the case of Stand Alone 6 Follow the screen carefully Click on Change button to change the location of installation to D drive or any other drive apart from C drive or system drive ACE7 9 Click Next to install to this Folder or click Change to install to a different aN D cA Install Ace Contact Manager 7 executables to C Program Files 4ce Contact Manager 71 InstallShield 7 The user is free to select any drive apart from the C system drive Here we have selected the D drive After selecting the D drive for installation click on Next to proceed further Executa
21. a certam day If you wish to accomplish something ona specific day at a specific time then you can set a To Do ACE7 46 ACE Contact Manager 7 1 0 User Manual p Social Social events help you schedule parties business outings company picnics or any other social activity Personal You can track Doctor Appointments meetings with your accountants and family events These events would go under the heading of Personal events These events are also assumed to be Private events as defined by ACE Other Events which do not fit into other categories can be marked here Travel Use the Travel event type to schedule travel time This could be events such as driving air travel etc Opportunity It is used for opportunity tracking by Marketing and Sales people Birthday If you plan on keeping track of contact Birthdays or have a personal database for friends and family you can record each birthday using this event Schedule the birthday and it will automatically repeat on the correct day each year Anniversary If you plan on keeping track of client Anniversaries or have a personal database for friends and family you can record anniversaries using this event Schedule the anniversary and it will automatically repeat on the correct day each year Holiday If you have any plans for holidays or if you want to keep note some of the public or future holidays for you or your friends you can record it using this event Group
22. any information on the screen just click with the mouse on the field you wish to edit Of course you have to have permission to edit the fields With the keyboard press the Tab key and or Shit Tab for moving backwards until the cursor appears in the field you desire to edit 7 3 1 Edit a Field e Click on View from the Menu Bar or press Alt V then select Other Screen by pressing O if the User field Hobbies is not displayed Notice that this is a toggle switch and those three different sets of user fields are displayed in this user area To return to a screen you must repeat the above sequence twice This is also available by clicking the icon ei ACE7 112 ACE Contact Manager 7 1 0 User Manual p Now repeat the above sequence until the Category field is shown Double click the left mouse button on the work Category to access the Popup table or use the Tab key to move to the Category data field and then press Shift Enter Once on the Category data field you can click on the down arrow in the field and the Popup table will also appear Select Political from the menu by clicking once on the word Political with the mouse If you prefer to use the keyboard the letter P selects Political as shown by the Key column on the Popup table Now select the paste Icon B or use the Enter key to paste With the paste the word Political is written to the category field Press the Tab key to move to the next field Peggy s secretary i
23. aspect of a contact manager is providing a means to ensure that the relationship with the contact proceeds under your control Events are about how ACE helps you to achieve this goal You need to know whom to contact when to contact and the reasons for the contact You need to know when your meetings are scheduled and when to follow up on previous conversations or communications ACE Events appear on the Contact Screen as shown in the following screen shot ACE7 32 q s ACE Contact Manager 7 1 0 User Manual Jh Event List Description 06 Jan 2008 Timeless Birthday Under Ace Preferences you can choose what events appear on the contact screen You have four choices for Automatic Operations for events Move all Past due Events Forward until marked as finished Complete all Past Due Events as if the event finished Delete all Past Due Events Move all Past Due Events Forward Leave Past Due Events along You can notice that each choice will produce a different result For more information on events see Events Display 5 3 0 Contact Screen Status Bar The status bar displays the status of many areas of ACE Some status indicators pertain to the current Contact record Other status indicators apply to the entire database Most of the Status Bar is shown below The bottom line on your contact screen is also considered part of the status bar A brief description of the status items 1s provided in this topic and then y
24. first name Peggy Tab Notice the Capital P was automatically formed without you having to enter a Shift key We do not know her middle name so just press Tab Type in her last name Gorney Tab You are now at the Dear field where Ms Gorney is displayed If you wish to change it now do so otherwise key a Tab e You should now be in the Title field Peggy is the Assistant Manager for her company This is a Good spot to discuss more fully the powerful ACE Popup tables Most of the Field Titles here will bring up a Popup table for you if you double click on the Title These tables can be edited by you to have all the answers you wish for each field Using the mouse point double click one the word Title using the left mouse button or press Shift Enter A table of common entries for this field appears ACE7 107 723 ACE Contact Manager 7 1 0 User Manual Jh ACE7 Popup Table 0 Records Select the Assistant Manager entry and then select Paste which 1s the icon at the top or just key Enter HINT Use the thumb and scroll bars to scroll up and down the Popup table list Press the Tab to move to the next field The cursor should be in the Company Field Type Life Line Tab The cursor should be in the Street Field Type in the address of Peggy 11265 via Pacifica Tab The cursor should be in the Street2 Field Type in the suite number Suite 1C Then press Tab Surprise The cursor jumps to
25. gathered information from the computer to paper or files for exporting You can create address books lists of contacts scheduled activities by day week or month complete contact records history items plus many more combinations External report writers can be used to access ACE information Microsoft s Crystal Reports is one of these report writers ACE7 29 ACE Contact Manager 7 1 0 User Manual p 4 7 12 ACE Basics What Word Processor ACE 7 1 0 supports Microsofi s word processor In the past ACE supported other word processors If you have a need for word processor support beside Word please let the people at ACE know The Word Processor is chosen under Edit gt Preferences General Currently the choices are none and Microsoft Word 4 7 13 ACE Basics Save Cancel or Commit When you make changes or add information to you ACE databases you must save the data so that ACE can enter the data into the database This is important because ACE has other users using the database at the same time as you are using it In ACE most menus and boxes in ACE have an OK button or a Save button By selecting either of these buttons the changes or additions you make are committed or made a permanent part of your ACE database You of course can later delete or change the additions The Cancel button is the reverse of the OK or Save button If you make additions or changes that you do not wish to save then select the Cancel button whi
26. in the current list click on the downward point arrow with the left mouse key You can move more than one lne at a time using the scroll bar This is accomplished by e Grabbing the thumb with the mouse point and holding down the left mouse button e As you move the mouse up and down the thumb will also move along the scroll bar e Release the left mouse button to stop scrolling and arrive at your destination To move a page at a time place the mouse pomter between the thumb and the arrow and press the left mouse button once Placing the cursor above the thumb will move a page up while placing it below the thumb will move one page down 4 2 5 Moving with the keyboard Scroll bars can be operated from the keyboard by controlling the cursor with the arrow keypad The up and down arrows moves the cursor up and down simultaneously Holding the arrow key down scrolls the cursor through the list Page Up and Page Down moves the screen one page at a time The thumb always moves while scrolling with the mouse or the keyboard to indicate where the cursor is in relation to the entire list ACE7 21 ACE Contact Manager 7 1 0 User Manual p 4 3 0 ACE Basics Menu Boxes As a general rule you may use the mouse to select any button or option in a menu by clicking once with the left mouse button To move about a menu with the keyboard use the Tab and the Shift Tab sequence Tab moves you forward Shift Tab moves you backward to each
27. log shows all activity with a contact Calls made meetings letters faxes memos and any other events that occur with the client are added to history when they are finished When a contact record has an entry in the history log the file cabinet on the left of the screen appears with the top drawer open J Clicking on the file cabinet brings up the history log Likewise when a contact record has no entry in the history log the file cabinet on the left of the screen appears with the top drawer close When you view the history file only the current contact s history is displayed You can however view all history for all clients Let us view all our History items e Do one of the following a Click the History Icon on the Status Bar b Select History from the View menu c Type the shortcut key F4 e 2 Click the Unlock icon to view all of the History d e 3 Click Close to close the History window y ACE7 127 ACE Contact Manager 7 1 0 User Manual 7 11 3 Timezone The ACE 7 1 0 Time zone lets you edit and update the current contact Time Zone settings As shown in the picture below you need to edit the time zone settings and click on the OK button to update the changes 7 11 4 Contact Attachments The Ace Contact Attachments meets the need of an organization by adding the any files to it and allows viewing those files d Contact A PAR Attachment 7 11 5 Datab
28. mk J Wet jJ The choice of Destination Location Installation Directory is next For a standalone computer or for a server the default location of instalation provided by the software makes a good choice as a directory of Installation The user can also browse to find a drive on which to mstall ACE 7 1 0 It is advised to install on a drive other than C drive if possible 4 Inthe next screen the user requires to enter the User Name and Organization and select the available Options After that click Next to proceed for installation jl Ace Contact Manager 7 InstallShield Customer Information Please enter your information User Name Organization SSGINDIA Install this application For Anyone who uses this computer all users D Only for me Neilh InstallShield 5 Next are the Program Maintenance Group choices Select the Maintenance type and then click on Next to Proceed ACE7 8 J EA B ACE Contact Manager 7 1 0 User Manual p jS Ace Contact Manager 7 InstallShield Wizard x Program Maintenance Admin Client Or StandAlone Installation Admin Install the Admin version For multi user networked installations Client Install Client version For existing Admin installation Stand Alone i Install Stand Alone Application l j qu InstallShield Next gt Cancel The three different options in the Program Maintenance screen are mentioned below e
29. of Standalone application in the Program Maintenance window then the following screens Browse for Folder popup and Browse popup will not appear Browse For Folder WE Desktop gt 9 Libraries gt B WIN7P1 gt i Computer Ciu Network E Control Panel E Recycle Bin gt m junk ae 17 Click on The finish button Ww J Map Network Drive What network folder would you like to map Specify the drive letter for the connection and the folder that you want to connect to Drive ws Folder 192 168 1 200 f_laxmi ae Example server share 4 Reconnect at logon Connect using a different user name Connect to a Web site that you can use to store your documents and pictures Genesi 1 3 0 Trial Version Display Until you register ACE you will receive a Trial Version Display screen as shown below where a pop up appears indicating about your evaluation period left from the date of start ACE7 14 ACE Contact Manager 7 1 0 User Manual d ACE Contact Manager ed You are on day 31 of your 45 day evaluation period for this program MER This trial version of ACE allows you up to 45 days to evaluate the program with up to three Ace users To T register order and receive an Activation Number for ACE hc call 91 80 23330313 Click on Buy Now below to purchase Ace license s online Click on Register Submission ID 133205412 below to enter activation code Win
30. record a completed call that was made away from the computer but needs to be recorded th History Record Who A Aereo ZZ Event Tf Phone Call v Date 06 Dec 10 ru Timeless incoming Time 5 45 pm 5 45 pm Reoardina Completed Call e Memos Mr Deron Warbly Owner Game Players Falcon Drive San Francisco CA 94111 ACE7 137 J EAD ACE Contact Manager 7 1 0 User Manual Jh To record a completed call 1 First find the contact you are about to call Use the Lookup command to find Vicki Jones of Marketing for Money 2 Select Completed Call from the Call menu 3 A History Record appears The Regarding lne reads Completed Call the Start and End times read the current time 4 Because you made the call away from the computer the time should be changed to Timeless 5 In the Memo field enter the topic or results of the call Type the following Discussed plans for next meeting 6 Select Save to record the completed call The call is added to the History log for this client 7 14 6 Activate Timer The Timer menu option brings up the automatic timer to help you keep track of time with the contact on the call This is accomplished automatically with the Auto Dialer but manually you can accomplish the same thing by filing out the result of the call and clicking OK You can build a popup table of call results so that you need not always enter the same data Notice that this timer stays as the top sc
31. the Show Finished check box Normally you would use Popup Tables when entering the Status information of tasks Popup tables are accessed by double clicking on the field or by pressing Shift Enter By using Popup tables you will ACE7 57 ACE Contact Manager 7 1 0 User Manual v help to standardize your entries To learn how to move around the ACE Task Mater see Task Manager 5 16 0 ACE Calendar ACE offers several views of your schedule including four calendar views You can learn about the other views of your schedule by reading about Time Management Screen and Scheduling Events Each of the four calendar views Daily Weekly Monthly and Yearly shows a different calendar view of your schedule Most calendar related functions are the same throughout these four views 5 16 1 Daily Calendar The Daily calendar displays a graphical representation of your day A small view of the current month and the next month are shown The current date is highlighted Days with scheduled events are also highlighted All Timeless Timeless events are listed m the Timeless box The Expanded Day View to the right shows the day organized by time You can set the hours of your work day in Preferences Your Task List from the Task Manager is shown at the bottom left To learn how to use the Daily calendar see Daily Calendar ACE Contact Manager Calenda Bd X m4 File Edit Lookup Tools Window Help zum x A E 28 0 Lx Task List 1 09
32. then Shift Enter or click on the second clock icon A lst of times appears with the default time slots in five minute intervals You can scroll up and down the times to select the appropriate time The Start time is highlighted Now select 04 15pm e Your time range is selected Tab down to the regarding field or press Alt G Type She is Ready to Buy e This is an important call so let us set an alarm Press Alt R or click on the Alarm box A check mark should appear next to the word Alarm e If you want to set a lead time for the alarm to go off before your actual appointment then change the time in the alarm area Enter the time such as 3 55pm or click on the clock next to the time field and choose 3 55pm ACE7 123 gs ACE Contact Manager 7 1 0 User Manual ps e Since ACE is always network ready select the Private Button to have this event only show up while you are logged in e If you now need to add memos about this call you can click on the large editing box or press Alt M You can add pages and pages of memos for 16 bit version up to 64 K to this call if you wish Once you have clicked on the memo box type Persuade Peggy to sign the agreement e Click on Save or press Alt S to save this event The phone call should now appear in Peggy s Contact Screen in the event box area Any events that you have scheduled for Peggy will appear in the same box To see your whole schedule of calls and other eve
33. while pressing the appropriate Menu Key For example pressing Alt Tools displays the Tools drop down menu e Press the Menu Key of the appropriate menu option from the drop down menu 4 5 3 Choosing Menu Options with Hot Keys e Some menu items offer Hot Key combinations to speed their execution Hot keys are listed to the right of a menu option 1f available e Press the Hot Keys as show to activate the selection and bypass the pull down menu For example pressing F6 immediately pops up the ACE Calendar 4 6 0 ACE Basics Miscellaneous 4 6 1 Date and Time ACE uses the computers internal date and time for all time oriented functions You can change the data and time through Control Panel from the Windows Stat button 4 6 2 Trans porting If you as an administrator need to move your data from one computer to another you need to copy the ACE database files Movement of data is limited to administrators ACE cannot operate on databases located outside of ACE s root directory ACE7 24 ACE Contact Manager 7 1 0 User Manual p 4 6 3 Privacy If the ACE option is allowed on a network version there is a radio button that appears on many screens This button says Private If you check this button the item will only appear with your log in codes For example if you add an event and check the Private radio button this event will not appear on any other users workstation If you do not check the Private box the event become
34. will display the number of records m the current subgroup The message No records match query will appear if ACE 7 1 0 doesn t find any matches In this case the scope is returned to All Records 6 When you have finished using the query select every record from the Lookup menu to return the scope to all records When a query is active the Query On symbol appears next to the contact name on the contact screen Release the query by selecting Every Record from the Lookup menu or by double clicking the Query On symbol Note The Added and Updated fields cannot be formatted or dialed When you right click on these fields the short cut menu does not appear but the Query Field dialog box appears for use on that field 5 29 0 Contact Image Ace provides the users to upload images to the contacts Go to the particular contact where you want to include contact image Click on the picture box provided to right of the contact details a dialog appears here you can browse and find the respective image you intend to upload ACE7 92 ACE Contact Manager 7 1 0 User Manual 4 Upload Contact Image G d Pictures Sample Pictures Organize v New folder Jg Downloads i Recent Places J firstsearch a L1 Computer Chrysanthemum Desert jpg Hydrangeas jpg fly Local Disk C jpg gig Local Disk D r cs Local Disk E M Tr cx New Volume G 1 Ga Network ish Koala jpg Lighthouse jpg File name JPG
35. 11 Tech Pendi WJB Jack TimeLess Events Type Event Name Who Assigned To Fri 26 Nov 10 10 54 am You have alarms that are past due 5 16 2 Weekly Calendar ACE7 58 AAJ ACE Contact Manager 7 1 0 User Manual JA The Weekly Calendar displays seven days worth of events listed for each day of the week The regarding line for each event is displayed m time order A small view of the highlighted month is displayed with the current date highlighted Days with scheduled events are also highlighted The Expanded Day View shows the highlighted day organized by time To learn how to use the Weekly Calendar see Weekly Calendar 4 ACE Contact Manager Week of Nov 14 thru Nov 21 oJ File Edit Lookup Tools Window Help F X e TEE rer 2e e AY MDF DIMI e o eC E SIG moe T omm 4 November 2010 November 14 20 2010 Su Mo Tu We Th Fr Sa November 14 November 15 November16 Novemberi7 Novemberi8 November19 November20 45 12 345 6 6 7 8 9 10 11 12 13 4 14 15 16 17 19 20 gm 4 21 22 23 24 25 26 27 4 28 29 30 6 50 ae 8 0 Task List gm 1 41 Sep 01 Tech Problems Pending TimeLess Events Type Event Name Who Assigned To 1 2 0 00 10 I 4 Fri 26 Nov 10 10 48 am You have alarms that are past due 5 16 3 Monthly Calendar The Monthly calendar displays the selected month with the regarding information for events displaying on each day Ho
36. 36 pm GL back to amp short with ms face did ok still muzzle feet infect ears 11 25 2005 Other 314 623 549 3 15 2010 1 03 pm GL same but had to shave beard off 45 ACE Acct EmaillD 11 17 2009 6 07 pm GL same 1 596 n 5 8 31 2009 12 32 pm GL same 6 8 2009 6 00 pm GL same 7 ms hd was painting for last Dental Tx Pets name Scamp groomer went to vet found nothing BUT he does have heard fodcustomer murmer Anals ec E niis 41 14 2008 9 55 pm GL same as always muzzle Weight 18 9 4 2008 5 53 pm GL CAKED EYES DID MUZZLE SAME Age 6 GROOM Iv Muzzle 6 10 2008 5 49 pm GL same way big eye goobers Medical Pack haues bettercondition 40 7 Male Community 4corners Developement 2 13 2008 10 00 pm GL HIS SKIN LOOKED HORRIBLE GAVE Color jeaysier MED BATH DID MUZZLE FOR THOSE THINGS BIG EYE GOOBERS 7 STRIP LEAVING EARS AND BROS 45 Female Statinterst Products bought Please double click to Edit Memo zie today but hyper same clip Referred by customeriouisBrenelle i but has huge bump sore on right rear side bleeding oe 6 13 2007 12 19 am GL 7 with ms hd did muzzle feet Pick up pick up and delivery 3123 2007 5 33 pm GL did fine in case did muzzle but Veterinarian Atlantic Vet Clinic seemed ok same clip starting of hot spot inner rear legs E 1 9 2007 9 40 pm GL SAME WAS A MESS MADE FACES T could m
37. 97 02 00 nm James Followun Software None ACE7 73 ACE Contact Manager 7 1 0 User Manual 5 21 6 Contacts List Report ContactList None None 07 Dec 10 ES CONTACT COMPANY PHONE Dunlap Noreen Data Management Assistance Corporation Jones James Sample Company Name 800 555 3445 Kay Tina Data Management Assistance 540 667 4695 Corporation Klein Jon Data Management Assistance 540 667 4695 Corporation Management Time F2 Merge Email ACE Contact Manager Reynolds Sandy Sample Company Schedular Task Smith Pam Another Company 5 21 7 Contacts Memo Report Contact Memos None None 07 Dec 10 ICOMPANY NAME CONTACT PHONE Data Management Assistance Noreen ACE7 Corporation The hot key combination for adding a clientis CTRL A To add a client to the database 1 Select Add from the Edit menu A blank Client screen appears 2 Enter the Client Name and address 3 Press Save to add the record The user defined fields and logical fields are accessible after the client name is saved 74 ACE Contact Manager 7 1 0 User Manual 5 21 8 Address Book Report Address Book None None 07 Dec 10 Data Management Assistance Corporation Dunlap Noreen 303 North Loudoun Street Suite A Winchester VA 22601 EMail ID Support GoAce com ACE Contact Manager Merge Email 303 North Loudoun Street Suite A 5 21 9 Task List Report None None 07 Dec 10 Task list by Priority DATE ATTACHED PRIORITY STATUS WH
38. ACE contact Manage User Manual Current Version Number ofthis document for ACE 7 1 0 is User Manual 2 2 0 Last Modified 26 Oct 2009 By Saraswathi N Last Modified 01 March 2010 By Praveen K P Reviewed and Approved 26 Oct 2009 By Mr Sabyasachi Gupta Last Reviewed and Approved 1 Mar 2010 By Mr Sabyasachi Gupta For Support Please contact sabya goace com or support goace com How to buy Please visit www goace com or www ssgindia com do wnloading aspx ACE 7 is Windows 7 Logo Certified Compatible with y Windows ACE Contact Manager 7 1 0 User Manual p ACE Support ACE 7 1 0 is supported in many ways The first level of support begins with the use of the on line help information A click on Help brings up the Help menu for support Clicking on Contents brings up the browser based help file In this help file under Contents are both a screen based traverse of the help information and this user s guide An index and the capability to search are also available on all these help information In addition in the Help menu the Current Topic can be selected A section on the Help menu also tells us about the features of the on line help system The second level of support is provided at the www goace com web site The web site can be accessed through any web browser and on computers which are on the web through the item on the Help menu The www goace com web site is bemg developed as a charted pat
39. ACE are located at the top of the ACE screen There are eleven items Each menu item is discussed in its own chapter in this Ace User Guide After the discussion you are linked to the Screen Based How to Manual for instructions on how to use the menu items The discussions are meant to provide intent philosophy hopes etc which have not been placed in the How To manual Listed below are links to both the How To and User Guide Discussions of the Menu Items ACE7 31 ACE Contact Manager 7 1 0 User Manual JH te e File For how to use the File Menu see File Menu e dit For how to use the Edit Menu see Edit Menu e Schedule For how to use the Schedule Menu see Schedule Menu e For the User Guide information pertammg to Events and their scheduling see Events Current or Events Historical and Scheduling Events as well as Time Management Screen e lookup For how to use the Lookup Menu see Lookup Menu For a discussion of Lookup and Query see Lookup and Query e View Formore information on using the Views Menu see Views Menu e Call For how to use the Call Menu see Call Menu e Tools For how to use the Tools Menu see Tools Menu e Write For how to use the Write Menu see Write Menu e Report For how to use the Report Menu see Reports Menu e Help For how to use the Help Menu see Help Menu e Users For how to modify Ace Contact Manager Users see Adding a User 5 2 0 Contact Screen Events One important
40. ACE can also separate your contacts into group in the same database In ACE these groups are called sub groups A sub group can be established using any search criteria on any field in the database Using sub groups lets you keep all your contacts in one database while allowing you to work with a particular type of contact group Thus You can concentrate on the subgroup and have the benefit of the single database Groups are established by ACE Queries and ACE Lookups 4 7 4 ACE Basics What Are Events ACE is driven by Events Events are individual action items which must be accomplished during your day For example an event is an Email a Phone Call a Meeting a Follow Up a To Do a Social Activity a Personal activity Travel a Birthday or an Anniversary You want ACE to prompt you or perhaps nag you concerning Event items All events are kept in a separate database not connected to individual contact records or other contact databases The advantage to this structure is that ACE will allow you to have multiple contact databases yet have these separate databases share one common schedule of events Events are supposed to trigger your reactions Events cause you to do something For examples you can use the Event Scheduler to remind yourself of a meeting with Mr Beserkly or perhaps to have the car washed 4 7 5 Private versus Public Events When using ACE in a single user environment whether an event is public or private is meaningles
41. After which they may Re install it from downloaded Ace7setup exe 1 1 0 Pre Requisite And latest windows update of the machine from http update microsoft com 1 2 0 Preferable Drive If you have two drives and you are usmg Windows XP Vista or Windows7 you may install ACE Contact Manager on the second drive as well It is convenient for backups and upgrading your operating system disk A User of a PC desktop or laptop who has only one partition or drive can install the ACE 7 1 0 application on C drive or the single drive by running a setup or installation process as Run as Administrator But a word of caution Windows Vista and 7 does not allow writng to C ProgramFiles or deletion of read only files on the C drive We at Ace have worked hard to make these restrictions transparent to the user This is why Ace has the Works with Windows Vista certificate and Windows 7 Logo Certificate The testing to make sure these requirements are met has been accomplished but Microsoft does make a lot of changes time to time as a security need of the users and hence it is advised to avoid C drive ACE7 6 ACE Contact Manager 7 1 0 User Manual Installation Process 1 Right click on the ACE7setup exe wherever you have saved and select Run as Administrator y Run as administrator Troubleshoot compatibility Share with Restore previous versions Adobe Drive CS4 Send to Cut Copy Paste Create shortcut Delete
42. C 4 ssgindia Ace E 4 Ace _5 Jan 2005 gt Ace T Jan 2009 4 AceBin 9 AceData di AceZips 3 AceBackupO9C 7 Filename AceBackup090107 Save as type ACE Backup Zip Files ACEBackup_date zip v 4 You get a warning popup message which mentions that all users must log off Ace during Back up Click on the OK button EE x WARNING All users must be logged aut of Ace during backup TUM 5 The Create Backup File popup appears Click on the Yes button Pai n Fila aprili mo I Li r reatTe mar KiJ Ded us bj ect TEd E DACRE Pies mE Create Backup to file E Pragram Files ssgindiace_f Jan 2009 AcefipsAceBackupUS0lli zip Wes Mo Cancel ACE7 157 ACE Contact Manager 7 1 0 User Manual Ay 13 0 0 Upgrading ACE Existing Users of ACE6 To upgrade to ACE 7 1 0 just install ACE 7 1 0 to a different installation directory ACE 7 1 0 wil be installed with the demo database You need to migrate your ACE6 data to ACE 7 1 0 to continue working in ACE 7 1 0 To know how to migrate data from ACE6 to ACE 7 1 0 please refer to Migration Existing Users of ACE7 If you already have a version of ACE7 and you want to reinstall the latest version of ACE 7 1 0 then you need to uninstall the currently mstalled ACE7 through Control panel gt Add Remove programs and remstall ACE 7 1 0 afresh Before uninstalling please note the previous installation directory of ACE7 When you un install ACE7
43. Close Load Map Help Auto Map Fields 9 While importing from outlook make sure you provide Ace the permission to access outlook a dialog appears while import is being done as shown below Microsoft Office Outlook A program is trying to access e mail address information stored in Outlook If this is unexpected dick Deny and verify your antivirus software is up to date For more information about e mail safety and how you might be able to avoid getting this warning cick Help F Allow access for i minute 5 26 2 To Export from Ace 7 1 0 Send your data out of ACE 7 1 0 in a number of different formats The ACE7 file export will export all ofthe contact database fields including the memos to a file called aceexp dbf To export to an ACE 7 1 0 file 1 Select Export from the File menu The ACE 7 1 0 Export File and Format window appears 2 The default file format is ACE 7 1 0 format The default file name is dbf Enter another name if desired ACE7 86 ACE Contact Manager 7 1 0 User Manual p 3 Select the drive and directory to store the file 4 Since you are exporting to an ACE 7 1 0 format the field list and delimiter buttons are dimmed Select OK to start exporting the file The Delimited export allows you to choose the fields to export and allows you to choose the delimiter To export to a Delimited file format 1 Select Export from the File menu The ACE 7 1 0 Export File and Format window a
44. E7 ACE Contact Manager 7 1 0 User Manual Ace Contaci anager Iinstall nield Wizard J axxo eot ok EAM ECEC Su A UA QE a AS ae RANE InstallShield Wizard Completed Tha InstallShield Wizard has successful installed Ace Contac Menager Clics Finish to ext Ehe wizard Launch Ace Contact Manager 7 lt Back Finish Cancel 12 The ACE 7 1 0 Welcome Screen appears Click on Continue 13 This is the ACE Preference window The General Modem Events and Internet Tabs are discussed later im this manual In the ACE Preferences window it will ask for some information and all information are not mandatory But you need to input the 3 character Initials of your choice and click on Save Please do not forget the initial 4 ACE Preferences 1 Userinfo 2 General 3 Modem 4 Events 5 Intemet Password question Answer i ACE7 12 ACE Contact Manager 7 1 0 User Manual 14 The following window appears Input the Initials and press Enter 15 If you have selected the Client option while installing and then have run ACE 7 1 0 for the first time it asks you to locate the database and then you have to feed in the initials Click on Browse button to locate the database on the Admin machine on your network ACE7 13 ACE Contact Manager 7 1 0 User Manual 16 Double Click on the Network drive and locate ACEDATA folder on Admin machine NOTE If you have selected the option
45. F3 ACEDial exe Eb acemove exe ES aceword exe zl ACT2ACE IMP 3 Adbx61 dii 5 calc exe t CALVBX30 VBX G3 CHIMES WAY EH c data OL CHNGSTRU EXE datatext E CMDIALOG VBX 5 LETTERS S CPRINT DLL pictures E DPPYBX30 VBX E report Escal vbx C3 sound S etTT37 OCX system s FPGRID10 vBx amp TEMP S Fts32 dil O template 3 fts dii il GAUGE VBX oom FH O users The folders should now look like this CE Program Files Ac eWin Bie Edt View Favorites Tools He Geek P Search E Foes i X9 m Name q 5 Sejt Date TL AREACODE EXE E Ge Local Disk C1 data I c3 AceDMAC rabat iL AceBin LETTERS E C AceData pictures um Acrobat3 report ce ADOBEAPP sound l bundle 3 Corel Fl j Documents E Documents and Settings USES Pi Acel exe 2 Hold E ED Hold El ACESD VB C HPFonks 1 rem E HPRO6 BY ACE cFs i 9 inetpub E Ace exe E 5 KPCMS Ace hip 3 169 KB 63 KB 2 KB 3 030 KB 1 KB 830 KB 749 KB 495 KB 128 KB 56 KB 122 KB 32 KB 2 KB 642 KB 13 KB 34 KB 406 KB 16 KB 60 KB 19 KB 4 KB 424 KB 51 KB 1 343 KB 447 KB 43 KB 21 KB 31 KB ar rnm on the first folder data then holding File Folder 10 13 2003 8 58 AI File Folder 10 9 2003 3 01 PM File Folder 10 9 2003 3 03 PM File Folder 10 9 2003 3 01 PM File Folder 10 9 2003 3 01 PM Fi
46. ILITY TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW IN NO EVENT WILL LICENSOR S LIABILITY EXCEED THE LICENSE FEE PAID BY LICENSEE OR US 5 00 WHICHEVER IS GREATER THIS LIMITATION OF LIABILITY AND RISK IS REFLECTED IN THE PRICE OF THE SOFTWARE NOTWITHSTANDING THE FOREGOING NOTHING IN THIS AGREEMENT SHALL EXCLUDE OR LIMIT LICENSOR S LIABILITY TO LICENSEE FOR ANY LIABILITY THAT CANNOT AS A MATTER OF APPLICABLE LAW BE EXCLUDED OR LIMITED In no event will SSGINDIA be liable to you for any damages including anylost profits lostsavings or other direct indirect incidental orconsequential damages arising from the use of inabilityto use or the resultof using Ace Contact Manager software even if SSGINDIA has been advised of the possibilityof such damages orany claim by any party Some states do not allow the exclusion or limitation ofliability for incidental or consequential damages in certain circumstances so this limitation maynot apply to you TERM This license is effective for usage with 30 contacts and three users upon your installation ofthis evaluation version of the software and shall automaticallyterminate if yu breach any of the terms and conditions herein Upon such breach you shall destroy all copies of Ace Contact Manager Software and manuals in whateverform and media and discontinue using Ace Contact Manager Software Upon registering with SSGINDIA this license usage terms are modified to agree with the registered number of users and
47. Manager 7 1 0 User Manual To add a new user Select Add from the Edit menu Or Select the Add button on the toolbar The Ace User Record box appears To edit an existing user 1 Highlight the user to edit 2 Select edit from the Edit menu Or Select the Edit button on the toolbar The Ace User Record box appears with the highlighted record information Make changes to the record and press save to continue To delete a user 1 Highlight the user to delete 2 Select delete from the Edit menu Or Select the Delete button on the toolbar You will be asked to confirm deletion of the user Enter Yes to continue or No to cancel ad ACE User Record 5 26 0 Data Exchange Bring outside data into Ace 7 1 0 From within Ace you can import from ASCII Text files dBase and FoxPro files For importing from other file types such as Biz Base or ACT For Windows ACE7 83 ACE Contact Manager 7 1 0 User Manual p 5 26 1 To import to ACE 7 1 0 1 Select Import from the File menu The Import Field Match window appears The ACE 7 1 0 field list shows the fields of the current database listed alphabetically by the field labels The Fields to Import lists the fields of the import file and is empty when the window first opens 2 Select Browse to choose the import file to use The File to Import window appears Type or select the drive and directory location of the file and the file name The default file types are ACE 7 Fo
48. Manual p During the rebuild process ACE checks that the main contact databases and their associated memo files are properly associated with each other In every main contact database memo file the ACE account number is stored as the oldest portion of the memo file This allows ACE to connect the memo file to the contact file This is called double threading by ACE 5 0 0 Contact Screen Overview The ACE Contact Screen is your main screen and the center of activity From the Contact Screen you can access all functions which are available im ACE to the ACE user Some ACE functions are not available to the ACE user These functions are reserved for the ACE Administrator If you have a database open when you access functions and complete them you will return to the Contact Screen The Contact Screen is divided into four sections or parts for purposes of this User Guide For the remamder of this Contact Screen section m the User Guide each section will be discussed in sufficient detail with Inks to more detailed information 5 1 0 Contact Screen Menu Items The menu items and icon toolbars portion of the Contact screen is shown below Icons are buttons which give you quick access to items All of these items are also available through the menus d ACE Contact Manager lle a e _ kp an File Edit Schedule Lookup View Call Tools Write Repot Window Help 5 1 1 The Menu Items As you can see the Menu Items of
49. O ASSIGNEDTO 2001 09 11 Tech Problems Jack 1 Pending WJB None Tripper 714 253 2352 ACE7 ACE Contact Manager 7 1 0 User Manual 5 21 10 Paper File Index Report Filing System None None 07 Dec 10 Index Category Description ACE problems support goace com 5 21 11 To Do List Report Todo List None None 07 Dec 10 PRIORITY OWNER TODOS 1 WJB Register ACE at register GoAce com 5 21 11 Hot Contacts Report Hot ContactList None None 07 Dec 10 CONTACT COMPANY Dunlap Noreen m Data Management Assistance Corporation Jones James 800 555 3445 Sample Company Name Management Time rage F2 Reynolds Sandy Sample Company Schedular Task Warbly Deron s Game Players ACE7 76 ACE Contact Manager 7 1 0 User Manual p 5 21 12 Invoice Report Receivables None None 07 Dec 10 5 22 0 Windows Overview e Arrange Icons gt In the contact screen the icons will be rearranged according to the alphabets 1e A Z e Cascade gt Through the Cascade feature the contact window will appear in the minimized form e Tile Horizontal gt Aligns the display window s ie contact screen in a horizontal format e Tile Vertical gt Aligns the display window s Le contact screen in a vertical format 5 23 0 Duplicate Checking Use Duplicate Checking to verify or remove duplicate records You may search on any of the Ace fields for the comparison You should open the database to check before running a duplicate
50. OOKED HORRIBLE GAVE MED BATH DID MUZZLE FOR THOSE THINGS BIG EYE GOOBERS 7 STRIP LEAVING EARS AND BROS 45 Please double click to Edit Memo zle today but hyper same clip but has huge bump sore on right rear side bleeding 6 13 2007 12 19 am GL 7 with ms hd did muzzle feet 3 23 2007 5 33 pm GL did fine in case did muzzle but seemed ok same clip starting of hot spot inner rear legs 1 9 2007 9 40 pm GL SAME WAS A MESS MADE FACES Address Address For techsupport goace com ACE Tech Support Support GoAce com Noreen Dunlap Set as Default Likewise when you enter a Web Page for this contact the Web Page appears below the email field in the Web Page field If more than one web page has been entered for the contact only the default is displayed Click on the Web Page label to quickly access the list of Web Page addresses for the contact The list of Web Page addresses is shown below ACE7 41 Jj f 13 ACE Contact Manager 7 1 0 User Manual JA Web Sites for Noreen Dunlap Web Site Location Description Set as Default GoTo URL Close 5 6 4 Fields User Defined Fields The ACE contact screen has three screens of User Defined Fields These User Defined Fields are fields which you customize to your needs There are 40 fields in all divided over three screens When setting up your database you can plan by first determming the total number of user defined fields Then you can plan whe
51. PE Fri 26 Nov 10 10 57 am You have alarms that are past due ACE7 62 ACE Contact Manager 7 1 0 User Manual 5 19 0 Invoice System Overview The ACE Invoice System allows you to create a quick invoice for any of your contacts This Invoice System is very basic and easy to use The Invoice System starts with a list of invoices umowe LI S 4 lxx e je es Slo you click on a But you have a great number of choices when you select Edit Preferences on an invoice The Edit Preferences brings up your choices as follows ACE7 63 ACE Contact Manager 7 1 0 User Manual Sales Person srerms sshpva rs Auto Insert Contact Information from the field below into the Fields Above To use this preference form see Invoice Preferences 5 20 0 ACE Calculators Currently ACE has four calculators So to use the calculators your first decision is to decide which one You always start out with the standard calculator If you click on view then you have the choice of switching to the scientific programmer and statistic calculator 5 20 1 Standard Calculator ACE7 64 ACE Contact Manager 7 1 0 User Manual 5 20 2 Scientific Calculator Calculator View Edit Help Degrees Radians Grads MC Inv In i 2 sinh sin X cosh cos x uh 3 3 T tanh tan wi F E Exp Mod log 1 5 20 2 Programmer Calculato
52. Query is much like the Lookup command You can search for contact records m your database The difference is that the query is much more powerful in its search capabilities The Query command lets you search on multiple fields all at the same time You can use AND OR and other conditional expressions You can search on fields which are empty Fields which contain a phrase Fields which are greater or less than a certam value Fields which have an exact manager Or just about any combination which you can devise When you set a query your view of the database is reduced to the number of records which match your query This is called a sub group in ACE This process appears to remove contact records from your file but the process actually hides all the contact records which do not match the query Only the query matching contact records are visible Once you have the sub group selected you can contmue to print labels print letters print reports and send email from this sub group You could also search these sub group contacts using the Lookup command When you print contact records reports labels or anything in query the query only determines which contacts are printed not what is printed There are several ways to set a query in ACE Use the method which works best for you and the information for which you are searching These different methods and the links which explain them are as follows Lookup Group Key Word L
53. S LIMITATIONS OF LIABILITY AND ANY OTHER PROVISIONS INTENDED TO SURVIVE TERMINATION WILL SURVIVE ANY TERMINATION AND CONTINUE IN FULL FORCE AND EFFECT ACE7 161
54. a character field The only time you need to create a numeric field is when you plan to process the field with mathematical operations or statistical calculations Since ACE sees no reason to add or subtract all the zip codes ACE chooses to represent a Zip Code field as a Character field ACE justifies this because some countries such as Canada use letters in the zip code field ACE makes the Phone Number field a character field for the same reason In general any numeric type of field which needs to include characters should be set up as a character field The advantage to specifyng a Date field when possible as compared to a Character field is for the searching ability on a Date field You can search between date ranges for greater or less than Date values etc in Date fields ACE7 28 ACE Contact Manager 7 1 0 User Manual p 4 7 10 ACE Basics What are Sub Groups Sub groups are a method of dividing your contact records into smaller groups You do not need to keep contacts in separate databases to work with a selected group of contact records Contact records can be separated into sub groups in a number of ways Each successive method reduces the number of records which will be displayed and available for view You could think of sub groups as layers on a cake The entire database represents the largest layer When you establish a sub group your view takes the entire database and limits the display to only those contact records which y
55. act Manager 7 1 0 User Manual p 5 10 4 Events Shortcut Menu The Events in a contact screen contain a quick access menu called an Events Shortcut Menu The Shortcut menu allows you to do all of the Event functions such as add edit delete and finish by just using the mouse on the contact screen See Events Display 5 10 5 Events Alarm Clock ACE has an alarm clock function which helps to remind you of scheduled events You can learn about this alarm clock at Alarm Clock 5 10 6 Finish Event When you complete an Event ACE calls it Finish Event You use Finish Event to mark an event as finished completed This finish process removes the Event from the Scheduled Events and places it m the History log for the attached contact Only events which are attached to contact records can be finished With Finish Event the Current Event becomes a Historical Event 5 11 0 Events Historical With Finish Event the Current Event becomes a Historical Event ACE maintains a History database for each contact database In this history database there is a history log for each contact record This gives you the ability to quickly review all your past events with a specific contact When you Finish Event you move the event from the organization wide Events database to the contact database specific history database The History database keeps track of events as you finish them and removes them from the Events database The History database also k
56. an unlimited number of contacts MISCELLANEOUS v You agree to pay any tax assessed upon Ace Contact Manager Software this license or the use of same You acknowledge that you have read and understand this software license agreement and agree to be bound byits terms and conditions Furthermore you agree that this agreementexpresses the entire agreementbetween you and SSGINDIA and supersedes anyprior communications oral or written relating to the subjectmatter hereof ACE7 160 ACE Contact Manager 7 1 0 User Manual p Y INDEMNIFICATION BY ACCEPTING THIS AGREEMENT LICENSEE AGREES TO INDEMNIFY AND OTHERWISE HOLD HARMLESS LICENSOR ITS OFFICERS EMPLO Y EES AGENTS SUBSIDIARIES AFFILIATES SUPPLIERS AND OTHER PARTNERS FROM ANY DIRECT INDIRECT INCIDENTAL SPECIAL CONSEQUENTIAL OR EXEMPLARY DAMAGES ARISING OUT OF OR RELATING TO OR RESULTING FROM LICENSEE S USE OF THE SOFTWARE OR ANY OTHER MATTER RELATING TO THE SOFTWARE v Termination Licensormayimmediatelyterminate this Agreement and the license granted hereunder if Licensee fails to comply with the terms and conditions ofthis Agreement Upon such termination Licensee mustimmediately cease using the Software destroy or delete all copies of the Software and upon the requestof Licensor certify the destruction or deletion of the Software Licensee mayterminate this Agreementand the license granted hereunder at any time by destroying or deleting all copies of the Software v ALL DISCLAIMER
57. and travel time ACE also allows you to record birthdays anniversaries and holidays This attention to detail allows you to remain m charge of your contacts ACE helps you provide a good image to your contacts 5 8 0 Public v s Private Events ACE7 45 ACE Contact Manager 7 1 0 User Manual p EE All events in ACE are tracked for the benefit of the organization This means that the events scheduled in ACE can be monitored and controled At the same time a tool as powerful as ACE needs to be available to track events of a more Private nature ACE allows the organization to set up a special category of events which are private This means that these events do not normally show up on ACE screen views Of course any event in ACE can and does show up on some reports 5 9 0 Event Types Events are meetings phone calls follow ups letters emails faxes etc ACE keeps track of all you important dates and reminds you when you need to do things An event driven database organizes the people of the organization and the contacts around the events m the mutual life of the organization and the contacts Once an event is entered ACE reminds you about it Then ACE lets you remove it from view after the event is completed ACE stores information about a completed event in a History file ACE can always provide a History of events for you ACE has at least eleven types of events which can be scheduled In addition to using the Schedule Menu to s
58. ants on Honey same 110 00 x caution Last Charge 30 00 5 30 0 Synchronization with Outlook Users can synchronize Ace to Outlook By synchronizng with Outlook users get contacts and events that are not present in Ace and vice versa 1 Click file from menu bar select Synchronize with outlook f ACE Contact Manager uJ File Edit Schedule Lookup View Call Tools Write Report Window Help Database Control Boe aen AS O of om w D gt PAA IG HLA Lal Close Alt F1 Ve Save Alt S 12 Windows Configuration gt Sc Create Template All print Alt l Data Exchange gt Data Administration gt E 4 User Administration 67 4698 Email Processing A 09 Email Synchronize With Outlook dmac unibase com Synchronize With Mobile oAce com Exit ACE Exit AlteX Screen is CTRL O Y anmPilot Compatible Referral Nendriai Onne m ER Ta Na e l 2 Make sure outlook is installed properly ACE7 Time Descriptior 07 10 am Only ACE has the HotSheet Have you ever been driving down the road and wished you had a list of the important phone numbers or your appointment schedule for the day The HotSheet allows you to take the important information with you on ONE sheet of paper and with JUST ONE CLICK Print up several of them and put one in your car one in your pocket and one on your desk It is also a handy place to jot down phone numbers and keep note
59. are is provided AS IS without warranty of any kind either expressed orimplied including butnot limited to the implied warranties OF merchantability and fitness fora particular purpose The Software and the related documentation are provided to the Licensee AS IS Licensormakes no warranties express orimplied and expressly disclaims and excludes to the maximum extent Permitted by applicable law all limitations oral or written terms conditions and warranties including withoutlimitations implied warranties of merchantability fitness for a particular purpose satisfactory quality and no infringementwithoutlimiting the others Licensee accepts thatthe software may not meet Licensee s requirements operate error free or identify any or all errors or problems ordo so accurately LICENSEE USES THE SOFTWARE AT HIS HER OWN RISK This Agreement does notaffect any statutory Rights Licensee mayhave as a consumer SSGINDIA DOES NOT WARRANT THE FUNCTION CONTAINED IN ACE CONTACT MANAGER SOFTWARE WILL BY UNINTERRUPTED OR ERROR FREE THE ENTIRE RISK AS TO THE QUALITY AND PERFORMANCE OF ACE CONTACT MANAGER IS WITH YOU SHOULD ACE CONTACT MANAGER SOFTWARE PROVE DEFECTIVE YOU AND NOT SSGINDIA ITS SUPPLIERS DISTRIBUTORS OR DEALERS ASSUME THE ENTIRE COST OF NECESSARY SERVICING REPAIR OR CORRECTION THIS WARRANTY GIVES YOU SPECIFIC LEGAL RIGHTS AND YOU MANY ALSO HAVE OTHER RIGHTS THAT VARY FROM STATE TO STATE LIMITATION OF LIABILITY LIMITATION OF LIAB
60. ase links The shortcut key for Database Links is SHIFT F3 Use the Link function to Ink one contact record to others in the database View the records along with ther relationship ACE7 128 ACE Contact Manager 7 1 0 User Manual File Edit LookUp Help E 4A pov E l nm Relation Attached To man i Deron warty Gam 7 11 6 Pending Alarms Displays the alarms which are pending for the related events 7 11 7 Past due Alarms Displays the alarms that are past due for the related events u m ll Tue 07 Dec 10 04 47 pm t3 Task Schedular Re Tue 07 Dec 10 04 56 pm 9 TaskSchedular Re hi ACE7 129 ACE Contact Manager 7 1 0 User Manual p 7 12 0 Kick Start Task Manager Ace Contact Manager has many tools including several views of the calendar a Task manager To do list and a paper file index PFI These tools can be used to execute a productive day in a style to which you are accustomed 7 12 1 Task Manager Many people use the Task Manager to keep track of the tasks which they have assigned to other employees In general the Task Manager oflers a way to track general To Dos chores group projects and employee tasks As an example we will add a task to assist us in tracking a newsletter To Access the Task Manager do one of the following a Click the Task Manager Icon on the main toolba EM b Select Task Manager from the Tools menu c Type the sho
61. atabase you used Daily Calendar B The shortcut key for the daily view calendar is F6 This is the daily view of the calendar This calendar view displays your daily events Weekly Calendar W This is the weekly calendar displaying your events one week at a time A whole week of events is displayed so less detail is displayed for each day than on the daily calendar ACE7 35 q s ACE Contact Manager 7 1 0 User Manual D Monthly Calendar S This is the monthly view of the calendar where only the event description is displayed for each day This view is useful to quickly see how busy your schedule is and to schedule a new event on a desired day By selecting a day the daily calendar is displayed eld dd ma Yearly Calendar This is the yearly view of the calendar The yearly view shows an entire year and highlights days with events scheduled By selecting a day the daily calendar is loaded Time Manager cLThe shortcut key for the Time Manager screen TMS is F2 The TMS displays all scheduled events Select a range of events or all events and quickly reschedule events here The TMS can be loaded automatically each time you start ACE so you are always aware of upcoming events This automatic load is what prompts the question about events when ACE begins Task Manager The shortcut key for the Task Manager is Ctrl F3 The Task Manager presents a prioritized to do list with fields for tracking t
62. ay 2011 June 2011 Su Mo Tu We Th Fr Sa Su Mo Tu We Th Fr Sa Su Mo Tu We Th Fr Sa Su Mo Tu We Th Fr Sa 10 1 2 3 4 5 14 1 2 13 1 2 3 4 5 6 7 23 1 2 3 4 nu 6 7 8 9 10 11 12 5 3 4 5 6 7 8 9 20 8 9 10 11 12 13 14 2 6 7 8 9 10 11 12 13 14 15 16 17 18 19 10 11 12 13 14 15 16 2 15 16 17 18 19 20 21 2 12 13 14 15 16 17 18 13 20 21 22 23 24 25 26 17 17 18 19 202122 23 z 22 23 24 25 26 27 28 2 19 20 21 22 23 24 25 1 27 28 29 30 31 18 24 25 26 27 28 29 30 z 29 30 31 27 26 27 28 29 30 July 2011 August 2011 September 2011 October 2011 Su Mo Tu We Th Fr Sa Su Mo Tu We Th Fr Sa Su Mo Tu We Th Fr Sa Su Mo Tu We Th Fr Sa 27 1 2 32 1 2 3 4 5 6 36 1 2 3 40 1 22 3 4 5 6 7 8 9 33 7 8 9 10 11 12 3 7 5 6 7 8 9 10 s 2 3 4 5 6 7 8 29 10 11 12 13 14 15 16 73 14 15 16 17 18 19 20 z 11 12 13 14 15 16 17 42 9 10 11 12 13 14 15 17 18 19 20 21 22 23 35 2122 23 24 25 26 27 23 18 19 20 21 22 23 24 amp 16 17 18 19 20 21 22 31 24 25 26 27 28 29 30 28 29 30 31 4 25 26 27 28 29 30 44 23 24 25 26 27 28 29 22 31 4 30 31 Fri 26 Nov 10 10 52 am You have alarms that are past due 5 17 0 Paper File Index ACE contains a Paper File Index capability to assist you in tracking the location of your paper documents The ACE Paper File Index is a database for your office filing cabinets It is easier to search ACE7 60 s ACE Contact Manager 7 1 0 User Manual Ju for the location of a file folder in your computer than to walk across the office to attempt to
63. bles Destination Folder Click Next to install to this folder or click Change to install to a different Folder A Install Ace Contact Manager 7 executables to D neilh Ace7 InstallShield 8 Install ACE 7 1 0 in the Data Destination Folder or click Change to select a different folder Click on Next to continue 7 Ace Contact Manager InstallShield Wizard Data Destination Folder Click Next to install to this Folder or click Change to install to a different Folder A e Install Ace Contact Manager 7 data to D neilhiAce7 InstallShield ACE7 10 ACE Contact Manager 7 1 0 User Manual 8 The following screen appears Click on the install button to install JE Ace Contact Manager 7 InstallShield Wizard Ready to Install the Program The wizard is ready to begin installation Click Install to begin the installation If you want to review or change any of your installation settings click Back Click Cancel to exit the wizard Installshield 10 The Installation process begins Installing Ace Contact Manager 7 The program features you selected are being installed b Ld Please wait while the InstallShield Wizard installs Ace Contact Manager 7 This may take several minutes Status InstallShield Back Next gt 11 In the Install Shield Wizard select the Checkbox Launch Ace Contact Manager 7 1 0 and click on Finish AC
64. ch appears on most menus and boxes Many times pressing ESC accomplishes the same task ACE protects itself from two people committing changes to exactly the same contact record at exactly the same time So occasionally you will see that your changes did not enter the database ahead of an associate s change but after the associate s changes 4 7 14 ACE Basics What Happens to Deleted Records ACE conforms to the xbase dbf file standard This standard is used in almost all systems which have the main database file with the dbf extension While there are many variations one issue addressed is how deleted records are processed ACE does not actually erase a record when it is deleted ACE marks the record for deletion and removes the record from view to most operations The record physically is still on the disk and in the database A separate process performed only by an ACE administrator called Rebuild physically removes all deleted records and compresses the database for fast efficient use 4 7 15 ACE Basics What is Rebuilding Rebuilding is an operation on the underlying files of ACE Periodically you must rebuild re index and save your ACE databases Rebuilding databases reconstructs the index files and permanently erases deleted records This process can only be undertaken when no users are in the ACE databases This process can only be undertaken by a user with administrator rights ACE7 30 ACE Contact Manager 7 1 0 User
65. ch make accessing ACE s functions easier The Menu Bar is the top lne in the current window and always displays menu options available for the same Menu selections are accessed by clicking with the mouse or by pressing the Alt key and the Underlined letter This is called a Menu Key and each menu choice has one unique Menu Key selection 4 4 2 Hot Keys Many menus have Hot Keys that instantly select an operation For example if you desire to immediately add a contact from the contact Screen the Hot Key sequence Ctrl A will immediately add a new contact As you gain familiarity with ACE it would be wise to learn the Hot Keys to access commonly used functions directly 4 5 0 Menu Choices Not Available Sometimes as you select menus some options are not available The options that are not available appear in very light text unlike the options that are available which are usually in dark bold text ACE7 23 ACE Contact Manager 7 1 0 User Manual p 4 5 1 Choosing Menu Options with the Mouse e Point the mouse arrow to the choice on the menu bars and press the left mouse button The drop down menu appears e Point to the desired menu option and press the left mouse button The menu selection will execute You can drag the highlight to the menu option by holding down the left mouse button then move to the appropriate selection and release the left mouse button 4 5 2 Choosing Menu Options with the Keyboard e Pressing the Alt key
66. ch the Paper File Index by Index Category or Description You control which method is used in the search process On the Paper File Index screen there are the Alphabet tabs Index fields Category fields and Description fields The default sort order is Index You can click on the Category field or the Description field to list the entries by those fields You can use the alphabet tab keys below the toolbar to search for the Paper File Index cards You easily can print labels for file folder from the Paper File Index To see all that you can accomplish in tracking paper documents see Paper File Index 5 18 0 Things To Do List The ACE Things To Do List is a simplified version of the task scheduler This list helps support the Things to do side of the Things to do people to push management model This management model says that all tasks break into two groups people to push and things to do Historically things to do items do not have the leverage that people to push items have So you should usually do all your People to push items first Regardless of your efforts to assign items to others occasionally you will have thing items to do They go here When you add Things To Do items you can enter a priority and the item to accomplish Naturally the Who field represents the logged on person you Things to do cannot be assigned to others For more details see To Do List BAC Conn More ins ec ad File Edit Tools Window Help
67. check To check for duplicates 1 Select Duplicate Checking from the File menu The Fields to Use in Duplicate Check dialog appears Your Ace fields are listed on the Ace Field List 2 Select the fields to use in the comparison Select the fields in the order you would like Ace to search For example if you want to verify the company name then last name then phone number select the fields in that order As you select the fields they are moved to the Fields to Evaluate column 3 Select the Duplicate Action Choosing Delete will delete any occurrence of the duplicate after the first instance of the record Choosing List will list the records without marking them for deletion 4 Select Do Not Include Empty Fields when it is possible that all of the fields that you are searching on might be empty ACE7 TI ACE Contact Manager 7 1 0 User Manual The above image is displayed click on start will take you to Contact list where you can delete or undelete the contacts To undelete deleted records Mi EOM oe x Undelete Al Deietean pnt cese E Noreen Dunlap Data Managem i 1 Select Undelete from the file menu ACE searches for any records in the current database that have been deleted and lists them with an asterisk next to the Company and Contact Name 2 You may shrink the list to view the database records more easily Highlight the record m the list to view on the contact screen behind it
68. con ACE7 104 ACE Contact Manager 7 1 0 User Manual The above screen should be the first you see If the Initials are not correct you can Shift Tab to return to the initials field and fill in your correct initials Then using the Tab or Enter you arrive at the Password field Here you entered your password This password was either assigned by the ACE administrator or is the one you assigned yourself when you first entered ACE Next you see the screen below unless ACE has already been registered If you want to register at this time then go to Trial Version Display to learn how to register ELCHE 7 1 0 Kick Start Adding a Contact Once past the trial version window you see the prompt Choose No to Show Time Management Form Now you have the Contacts window as shown below ACE7 105 File Edit Schedule Lookup View Call Tools Write Report Window Help ER X j SIS a8 amp z i ea eala 2 Noreen Dunlap T Tyr Days Date Time Descriptior T3 2days 23 Nov 10 12 58 pm Phone Call Odays 25 Nov 10 03 46 pm other Hotline Support o Data Management Assistance Corporation 303 North Loudoun Street Suite A Winchester VA 22601 USA f Pi Ak WorkPhone m FAX t The hot key combination for adding a client is CTRL A 11 25 2010 Added MobileNo D To add a client to the database ReportsTo 09 11 1997 1 Select Add from the Edit menu A blank Client
69. d ACE Cc ide AT ager uJ File Edit Schedule Database Control p o gt elas AA aria ales snl 9 Lookup View Call Tools Write Report Window Help RUD X Type Days Date Time Descriptior Ve i 3361 days 12 Sep 01 07 10 am To Do Buy 12 Windows Configuration Create Template Al Print Alt l Data Exchange al a PRET Only ACE has the HotSheet Have you ever been driving down the road and wished you had a list of the important phone numbers or your appointment schedule for the day Email Processing Email Synchronize With Outlook The HotSheet allows you to take the important information with you on ONE sheet of paper and with JUST ONE CLICK Print up several of them and put one in your car one in your pocket and one on your desk It is also a handy place to jot down phone numbers and keep matin that un snnt fus nut in ene nnmnutnar Screen is CTRL O Pilot Compatible 3 Nokia PC suite starts that has been installed in your PC N Nokia PC Sync 27 Verstan 2 0 4 Select your device in PC suite and click Synchronize in PC suite ACE7 96 ACE Contact Manager 7 1 0 User Manual y Nokia PC Sync Connected to Nokia E63 Last synchronised Friday Nowember 19 2010 6 23 35 PH 2 H 2 5 Wait for the Synchronization to complete provide permissions when prompted Microsoft EE Outlook A program is
70. d down to meet our requirement or we can remove the toolbar buttons from current toolbar buttons 5 7 0 Events Current Current Events drive ACE The Schedule Menu allows you to quickly create current events Events can also be created and manipulated in other ways In ACE current Events are usually just called Events Events are individual items to be accomplished during the future be it a day a week or a year An event is such an item as a Phone Call a Meeting a Follow Up a To Do a Social Activity a Personal activity Travel a Birthday or an Anniversary Event items are items which you wish ACE to track and bring to your attention when appropriate All Events are kept m a separate organization database not connect to individual contact record or even an individual contact database The advantage to this structure is that ACE will allow you to have multiple contact databases and multiple users Reports and oversight actions and the like can easily be admmistered on an entire organization An integral part of contact management is keeping in touch with your contacts You need to know whom to call when to call and the reason for the call You need to know when your meetings are scheduled and when to follow up on previous conversations or correspondence Time is very important in business ACE 1s designed to help you schedule important phone calls to do item tasks meetings follow ups social activities personal activities
71. d faxes Note The WinFax Pro Link assumes that your fax number is the second number in the list of phone numbers in the upper right corner of the ACE contact Record screen To use WinFax Pro to send one fax e Move to the contact record to send a fax to e Select Write WinFax Single Record The Historical Correspondence Information record appears ACE7 145 ACE Contact Manager 7 1 0 User Manual Ay If desired select Create a Historical Record to add this event to the history for this contact Enter a description for the history record This lne will also appear as the subject of the fax Enter notes in the memo field for the history record if desired This will appear as Cover Text on the cover sheet of the fax Select Continue to initiate the link between ACE 7 1 0 and WinFax Pro The ACE 7 1 0 to WinFax Link box appears Make changes to the Subject and Cover Text if desired Enter a Billing Code or Keywords that will be stored m the history in WinFax Pro Select Continue to launch WinFax Pro WinFax Pro is launched and the send box appears showing your contact as the recipient of the fax Select a cover page and any attachments and then send the fax using the send command in WinFax Pro When you are finished close WinFax Pro and return to ACE 7 1 0 To use WinFax Pro to merge faxes Set a query to find the records with fax numbers to be recipients of the fax Select Write WinFax Current Group The Historical C
72. d fields to the columns To add fields to a column 1 Scroll through the ACE Available Fields list to find the field that you want to insert Some special fields have been created to make it easier to enter the contact name and address These are the first fields listed m the list Primary and Secondary Contact Primary and Secondary Address Primary and Secondary C S and Z Inserts the Salutation First Middle and Last names Inserts the Street 1 and Street 2 Fields Inserts the City State and Zip codes 2 Select the field to enter by double clicking it or by highlighting it and hitting ENTER Note The name of the first field you select will appear as the Column Heading You can change the Column Heading by selecting that box deleting the text that is there and typing your own heading 3 Continue selecting and adding fields for this column until you have added everything you want for this column Note Don t try to put everything m one column Think about the layout of the report and how you want the report to look before setting it up ACE7 90 s ACE Contact Manager 7 1 0 User Manual Jh 4 When the column is finished do one of the following Click Add to add a new column after this column Or Click Insert to add a new column before this column Or Click Close to save the report and view tt 5 28 0 Query Field Wizard Query Field Wizard Added Equal To HEH Value EAE Create new
73. database To view each record as you scroll through the list Select the Sync button If you are searching for a record it is faster to work with the Sync option turned off To create a new field list Select the new list button on the list toolbar The User Defined Lists window appears Select Add A new window appears with a list of your database fields Select the fields to place on the list by highlighting the field name and selecting Add If you change your mind highlight the field to remove and select Delete An extra field called Contact is provided to add the Last First name combination in one column of your list You may add as many Fields as you like to the list however the screen can only display approximately five or six fields at once e Name the list by typing a name in the List Title box e Select Edit Column to change the column heading of the field in the list For example change a field named Ser to appear as Serial Number in the list Select Save to save the changes to the column heading e When all fields are selected save your list To use the new list e Highlight the list to use e Select Use Select Edit to modify an existing field list Make the desired changes and save the new list Select Delete to delete an existing field list You will be asked to confirm deletion of the list before it is removed To Tag records e Click in the left most column of the list A red plus sign will appear in the c
74. dd Insert and Delete columns and also shows the number of columns and the position in the columns Report Title Enter the name of the report here This will appear at the top of the pages of the report Column Heading Enter the heading that you would like to appear at the top of each column in the report A heading can be entered for each column and more than one line can be entered for each heading ACE Available fields In this section you pick the fields to appear in the report ACE will format the fields based on the type and size and any formatting that you supplied when you set up the database Column Justification Select Left Default Right or Centered Column Fields This box shows which fields have been added to the current column ACE7 89 Jd s ACE Contact Manager 7 1 0 User Manual Jh 3 Each report must have atleast one column so ACE automatically creates the first column After adding your fields to the first column you can either Add anew column after the current column or Insert a column before the current column by using the buttons on the toolbar ACE Column Editor lt ga ax Abd Column 1 of 4 ACE Available Fields Firm Primary Contact Primary Address Primary C S Z Column Justification Lett m Column Fields trim company trim street1 trim street2 trim city trim state trim zip After either creating a report or adding a new column you need to ad
75. dial Auto Dialer 7 14 4 Phone Call List Phone Call List presents you with the list of all the events for which phone calls are scheduled and not yet finshed Double clicking on one of these events automatically dials the contact number for you associated with the event 4 Scheduled Phone Calls lt E gt gt ga a Lr des ze V Show Public imm Day Date amp Time Attached To i T EE 3373 Tue f Sep 04 10 25 am Task Schedu ACE7 136 ACE Contact Manager 7 1 0 User Manual The last item on the Call menu brings up the ACE Preferences for setting up the modem We can also browse through Preferences under Edit menu to reach this window As you can see below the Modem choices enable you to have good control over the modem on a telephone line The TAPI features are available as an option Connection through digital interfaces will be available m the future 4 ACE Preferences Always dial the area code Dial 1 for the numbers with the following prefixes Do not dial 1 for numbers with the following area codes 7 14 5 History Record Creation The next three items on the call list allow you to enter mto the history records for the contact the results of your call Completed Call Attempted Call and Received Call all bring up a History record to be completed with as much information already completed for you as possible For instance we will
76. different or same computer To deactivate click Help in menu bar select Deactivate Registration 84 ACE Contact Manager Grooming HE o a File Edit Schedule Lookup View Call Tools Write Report Window Help 03 02 2011 Added 11 25 2005 ACE Acct 1 596 Dental Tx Anals M Muzzle M Male l Female Bugs Veterinarian caution Last Charge ii Te _ eo mtm Contents Alt F6 Using Help Current Topic 7 4 z z Date Time DeActivate Registration o 02 Mar 11 04 06 pm To do Descriptior About 02 Mar 11 04 06 pm Opportunity 456 754 664 863 420 715 314 623 549 Scamp Old Customer X 18 v 6 Back issues 4corners Developement Gray silver Products bought ustomerlousBrenelle pick up and delivery Atlantic Vet Clinic could muzzle for frt ft 36 00 451 23 54664 a 6 8 2009 6 00 pm GL same 7 ms hd was painting for last 6 10 2008 5 49 pm GL same way big eye goobers 10 28 2010 5 37 pm GL bad shape health wise for sure own shampoo 7 cut down incl face tail 50 6 11 2010 5 36 pm GL back to amp short with ms face did ok still muzzle feet infect ears 3 15 2010 1 03 pm GL same but had to shave beard off 45 11 17 2009 6 07 pm GL same 8 31 2009 12 32 pm GL same groomer went to vet found nothing BUT he does have heard urmer 11
77. does not delete the AceData You need to re mstall ACE 7 1 0 to the same installation directory so that you can use your existing data In case you want to mstall ACE 7 1 0 to a different directory you will have to take a backup of the existing data from ACE7 before you uninstall You will have to then restore this data to new ACE 7 1 0 after you re install If you are trying to reinstall ACE 7 1 0 without uninstaling ACE7 and then a new pop appears which provides you with the option of Checkout the screen below 1 Modify 2 Repair 3 Remove However there is no scope to reinstall ACE7 to another path in this method pj Ace Contact Manager 7 InstallShield Wizard Change which program Features are installed This option displays the ustom Selection dialog in which you can change the way features are installed Repair installation errors in the program This option Fixes missing or I corrupt Files shortcuts and registry entries Remove x Remove Ace Contact Manager 7 from your computer InstallShield lt Back J next gt Cancel ACE7 158 ACE Contact Manager 7 1 0 User Manual p 14 0 0 Restrictions of operations for client server installation Following are the list of restrictions for client server installation 1 Admin should not try to logm from the machine where Ace 7 1 0 is installed as a client because it might corrupt the database 2 From hereafter client can not create new database O
78. dows The screen reminds you that you have 45 days in the trial version When you are ready to register click the Register button The Serial Activation Number provided to you when you buy should never change If for some reason your Activation Number does not Work then please contact ACE at WWNW gOdacc com But normally when you contact ACE you will be asked for the Number of Users you wish to activate as wel as the other data mentioned above You will then receive an five groups of six characters Activation Number for registration NOTE Prior ACE users should remember that if they move their databases into an unregistered version of ACE the lmit of 30 contacts will defeat such efforts If you click on the Register button the following popup appears Feed in the details for the Ace registration Ace Registartion Register Over Internet Cancel ACE7 15 ACE Contact Manager 7 1 0 User Manual 1 3 1 Online Activation After receiving the Activation Number fill in the particulars click on the Register over Internet button If your device is connected to internet and the Activation Number is valid then Ace will be registered If the device is not connected to internet then additional 30 days will be provided for Activation through internet 1 3 2 Deactivation Users can Deactivate Ace from their computer that has been Registered Online any time and use the same Activation Number to Activate Ace in
79. ds in the database This is because the number is only showing the number of contact records in the current sub group or query ACE7 34 s ACE Contact Manager 7 1 0 User Manual prs 5 3 3 Scope The group of active contact record is displayed under Scope Normally the scope of the file is All Records If a query is set the scope changes to show that all records are not visible To release a query choose Every Record from the Lookup Menu Lookup Every Record The scope will return to All Records 5 4 0 Contact Screen The Main Toolbar g ACE Contact Manager M Co ee 9 File Edit Schedule Lookup View Call Tools Write Report Window Help i E 5 Two ACE rows of icons are shown above Each row is called a toolbar The top toolbar or row is caled the Main Toolbar The second toolbar or row is called the Contact Toolbar Each icon on each toolbar will give an English Language description called a flyby if the mouse cursor remains on the icon for several seconds Listed below are short descriptions of these icons with reference to shortcut keys in the order in which they appear above 5 4 1 The Main Toolbar The main toolbar is always visible and each of its tools may be loaded concurrently Open Database Ae Open Database The shortcut key to open a database is CTRL F9 Use this tool to switch between databases if you have created more than one database Ace always starts with the last d
80. due date status who Check out Ctrl F3 ACE7 t AR ACE Contact Manager 7 1 0 User Manual Jh Folder Two SOC Sec User21 Userl5 User22 Userl6 User 23 User 17 User 24 User18 User 25 Other Screen is CTRL O User 19 User 26 User 20 The help in ACE is very extensive also support goace com Folder Three User27 User 34 User28 User 35 Other Screen is CTRL O User29 User 36 User30 User 37 User31 User 38 user32 User 39 User33 Prospect No Beta No VIP Cust No Reference No Magazine No Free No ACE7 69 ACE Contact Manager 7 1 0 User Manual No Group Affiliations Scheduled Events 2669 12 Sep 2001 430 To do Buy ACE at days www GoAce com Historical Records 3 30 Dec 2008 08 58 am Email days 2 31 Dec 2008 10 22 am Email days 2 31 Dec 2008 10 22 am Email days 2 31 Dec 2008 1022 a Email days E 22 a m 2 31 Dec 2008 1022 am Email days m m 2 31 Dec 2008 1022 a Email days 2 31 Dec 2008 1022 am Email days 2 31 Dec 2008 1022 am Email days 2 31 Dec 2008 1022 am Email days 2 31 Dec 2008 1022 a Email days ACE7 70 ACE Contact Manager 7 1 0 User Manual 5 21 2 Calendar Report None None 06 Dec 10 Daily Calendar l Day 2 Monday HT 12 13 14 15 16 17 18 o E z E n in 19 20 21 22 23 24 25 26 27 28 29 30 31 December 6 2010 i Gaa None None 06 Dec 10 Weekly Cal
81. e ACE ask you if you wish to see a list box If ACE does not find the contact and you do not have ACE set to automatically pop up the List of Clients window you will be asked if ACE should show the List box 5 13 1 Snap Shot snap Shot helps you when you are doing a lookup Snap Shot lets you memorize a lookup so that you may return to those contact records without running your query again This is especially useful if you are working with a sub group of contact records and are interrupted You may need to come back to this task later Simply take a Snap Shot of the records the way they occur at the present Then you can do what you wish You can then restore the memorized lookup to continue where you stopped This Snap Shot is discussed more at Lookup by User Indexes 5 13 2 Previous Lookup The Previous Lookup option is activated when you lookup a contact record This option will toggle back and forth between the current record and the last record you looked up If a query were active during one of the lookups you will also toggle back and forth between queries See Previous Lookup ACE7 52 723 ACE Contact Manager 7 1 0 User Manual Jh 5 14 0 Query The Query lets you build a formula for finding a specific set of contact records in a database Queries let you set a filter allowmg only those contact records which meet the requirements of the filter to be displayed Queries are another one of the more important features of ACE A
82. e and time and enlarge the memo If you single click on the memo box with the mouse no Date and Time stamp 1s added and the memo field is not enlarged Let us add a memo 7 4 1 Add a memo e Press Ctrl M e Type I spoke with Peggy today She really likes the demo and said shall call back tomorrow with an order e Click on the Save button or press Alt S to save the memo The popup screen disappears when you save and the data appears in the memo field 7 5 0 Kick Start Looking up Contacts There are two ways to look up contacts usmg ACE Lookup and Query by Example The quickest and most convenient is the Lookup command The Lookup menu item commands instantly access a specific contact There are eleven default lookup configurations There are five lookup configurations which are user definable In this users guide if you have followed it from the beginning we have already looked up Peggy Gorney using the Last Name Lookup command Right now we will lookup contacts using a few of the Lookup configurations NOTE When you use the Lookup command your contact database view is immediately sorted by the way you lookup For example assume you look up Peggy Gorney by her last name Your view of the contact database is immediately set to Last Name sort order First let us look up a contact by its company name 7 5 1 Find a contact by company name e Select the Lookup menu option by press the Alt L or click on the menu item L
83. e seek ee 8s 18 Records V Past M Today M Future Range 11 Sep 01 12 Sep 01 02 Oct 10 02 Oct 10 02 Oct 10 02 Oct 10 02 Oct 10 15 Nov 10 18 Nov 10 23 Nov 10 23 Nov 10 23 Nov 10 23 Nov 10 23 Nov 10 26 Nov 10 26 Nov 10 04 Jan 11 21 Jan 11 Time 10 25 am 07 10 am 12 00 am 12 00 am 12 00 am 12 00 am 12 00 am 10 48 am 10 47 am 12 00 am 12 00 am 12 00 am 12 00 am 12 00 am 10 53 am 10 53 am 10 50 am 10 51 am M Show Public Event Phone Call To do Outlook Event Outlook Event Outlook Event Outlook Event Outlook Event Travel Phone Call Outlook Event Outlook Event Outlook Event Outlook Event Outlook Event Opportunity Personal Other Other Description Left Click Her Buy ACE at ww Jon Klein 540 Jon Klein 540 Jon Klein 540 Jon Klein 540 Jon Klein 540 Memo Memo shamanth s Bir shamanth s Bir shamanth s Bir shamanth s Bir shamanth s Bir Noreen Dunia Noreen Dunia Memo Memo Admin Admin Admin Admin Admin Admin Admin Admin Admin Admin Admin Admin Admin Admin Admin Admin Admin Admin PP Pr rr rr rr rrr Pr PP gt Fri 26 Nov 10 12 16 pm You have alarms that are past due This window shows all of your scheduled activities By accessing this screen you can see what your daily events are supposed to be You can select an event simply by double clicking on the appropria
84. eeps track of letters and email which you send to the contact call which you have made to the contact or just about anything which you wish to keep in the History database You can add a record to the History database even if you do not have a corresponding Event scheduled for the contact To create a History record see History Record List Add Edit or Delete History Events To learn how to lit add edit or delete events from the history database see the how to section on History 5 11 1 Query the History File You can query the history file to find only history items which meet a certam criteria This is accomplished from the View History menu The Query allows you to subgroup the History database so ACE7 49 ACE Contact Manager 7 1 0 User Manual JH ce that only specific type of history items appears in your History List mode For example you wish to see a list of every phone call you made during a specific time period regarding a certain subject Once a history file is unlocked you can query for history items across multiple databases History items can be queried and then you can have the full records which the history item belongs to displayed in your database For example you wish to see every contact record to which you sent a gizmo demo When you sent the demo packages out you record to each contact s history that you sent the package Two months have passed and now you wish to see the data for the contacts who received the demo Y
85. emplate in the database with this facility ad TemplateName Template Name Descripti Save Cancel 7 17 1 How to Create New Databases New Database gt Ace 7 1 0 allows creating multiple databases with your own name and template of your choice you can also password protect your database and you can save the database in your own desired location with in Acedata ACE7 142 ACE Contact Manager 7 1 0 User Manual Create New Database lem New Database 7 17 2 Additional Databases Additional databases gt Once you create multiple databases all those things will be present in Additional database form where you can select the database Edit the database delete the database and also you can search for the location where tt 1s located amp 4 Additional Databases ZIK GD Database Name b Demo Database New Database 7 17 3 How to send group emails Write menu gt Email Merge merge with current group form will open where you can send email to group of people To get a group Lookup gt Query by example here you can do a query so that group of records will be created through these you can send email to groups ACE7 143 ACE Contact Manager 7 1 0 User Manual File Tools Messages Help 7 17 4 Query on Emails File menu gt Email gt Inbox gt mail manager form will open where you can see all inbox outbox and sent items details You can search for the information by givin
86. en accessed ACE will ask the user whether the user wishes to create a historical record of the correspondence This will place a copy of the fax in the current contact s or each contact of the group s history file ACE7 132 ACE Contact Manager 7 1 0 User Manual p t amp Historical Correspondence Information v Create a Historical Record V Save a Copy of This Correspondence Regarding auickFax 8 O Memos Help The Regarding and Memos items on the Historical Correspondence Information form are used for creating the fax cover sheet The Regarding text becomes the Subject section of the fax cover page The Memo section is used to create the fax cover sheet s text section After you complete the Historical Correspondence screen you will go to the Win fax Pro screen The To section will be completed with the data from the current record s salutation first name and last name fields The Number section of the Win fax Pro screen will have the data from ACE current record FAX number From this Win fax Pro page you can also attach files to the cover page For a group fax the Recipient list contains the contact list you created Win fax Pro then uses this list Sending a FAX through the Win fax Pro link e Click on the Write menu option e Select the Win fax Pro Link Single Record or Win fax Pro Link Current Group item The single Record option will export information for one cover sheet from
87. endar 2010 a LL Week 50 1 2 3 4 5 5 6 7 8 9 0 nun 1 1 12 13 14 15 6 17 18 December 19 20 2 22 23 24 25 December 2 27 28 29 30 31 Sunday 5th Monday 6th Tuesday 7th ACE7 ACE Contact Manager 7 1 0 User Manual None None 06 Dec 10 5 21 3 HotSheet Report 2010 December Sunday Monday Tuesday Wednesday ACE7 12 19 26 Monthly Calendar December 2010 13 20 27 14 21 28 Weekly Calendar 15 22 29 16 23 30 10 17 24 31 11 18 25 Week 50 11 December 5th eth Tth 8th 72 ACE Contact Manager 7 1 0 User Manual 5 21 4 Scheduled Events List Report Scheduled Events None None 07 Dec 10 EVENTDATE STARTTIME EVENT APPT TEXT ATTACHED 11 Sep 01 1025 am Phone Call Left Click Here Task Schedular Then Right Click 12 Sep 01 07 10 am To do Buy ACE at Lori Breeden www GoAce co 540 667 4695 5 21 5 History Events List Report Historical Events None None 07 Dec 10 I DATE STARTTIME CONTACT EVENT APPT_TEXT ASSIGNEDTO No 1 12 Sep 01 07 10 am Tina To do Buy ACE at Kay www GoAce co m 2 11 Sep 01 10 25 am Task Phone Call Left Click Here Schedular Then Right Click 3 15 Sep 97 04 22 pm Sandy Phone Call Completed Call None Reynolds 4 10 Sep 97 10 00 am Sandy Meeting Discussion of None Reynolds Employees 5 09 Sep 97 06 00 pm James Phone Call Completed Call None Jones 6 06 Sep 97 04 00 pm Noreen Phone Call Heis ready to None Dunlap buy T 03 Sen
88. er DRAS 3 15 2010 1 03 pm GL same but had to shave beard off 45 EmaillD 11 17 2009 6 07 pm GL same coupon 8 31 2009 12 32 pm GL same 6 8 2009 6 00 pm GL same 7 ms hd was painting for last Pets name Scamp groomer went to vet found nothing BUT he does have heard foid Customer e rme eee n 41 14 2008 9 55 pm GL same as always muzzle Weight 18 z 9 4 2008 5 53 pm GL CAKED EYES DID MUZZLE SAME Age 6 GROOM 6 10 2008 5 49 pm GL same way big eye goobers Medical Back issues bettercondition 40 Community X 4corners Developement 2 13 2008 10 00 pm GL HIS SKIN LOOKED HORRIBLE GAVE Cur TS MED BATH DID MUZZLE FOR THOSE THINGS BIG EYE GOOBERS 7 STRIP LEAVING EARS AND BROS 45 Statinterst Products bought Please double click to Edit MemoFzle today but hyper same clip Referred by customeriLouis Brenelle but has huge bump sore on right rear side bleeding 6 13 2007 12 19 am GL 7 with ms hd did muzzle feet Pick up pick up and delivery 3 23 2007 5 33 pm GL did fine in case did muzzle but Veterinarian Atlantic Vet Clinic seemed ok same clip starting of hot spot inner rear legs 1 9 2007 9 40 pm GL SAME WAS A MESS MADE FACES caution could muzzle for frt ft Last Charge 36 00 The logical fields appear to the left of the User defined fields They are marked in blue in the above screen These six logical fields are either turned On or Off by clicking its checkbox Logical fields are
89. ery Window is now on your screen as below Query by Example Cycle Advanced e Select the first field on which to query Press the Tab key until the cursor rests on the State field or just click on the State field using the mouse e Type in the states for which you wish to search Since we are searching for either CA or NY we need to type both entries Type CA NY NOTE When using the Query all conditions are searched unless you type a comma in the field When a comma is typed ACE will search for either of the values separated by the comma ACE7 119 ACE Contact Manager 7 1 0 User Manual p e Now access the Prospect field This field is a logical field A logical field is either on or off yes or no true or false You tell ACE to search on the field by clicking the box located immediately to the left of the field When clicked a check mark should appear in the box As you are creating the query ACE automatically assumes an AND operator between each condition of the query This means that only contacts that meet every condition of the query will be found For detailed information about using AND and OR statements see AND OR Ink further i this guide e You are now ready to use this query You can either Save the query for future uses by selecting Save or use the query only once by selecting Run These buttons can be selected by Alt S or Alt R respectively Select the Save button by using A
90. es 1s shown below 4 ACE Contact Manager Grooming WN OOO T 37A bem E3 File Edit Schedule Lookup View Call Tools Write Report Window Help fet aed Re 03 02 2011 Added 11 25 2005 ACE Acct 1 596 Dental Tx Anals M Muzzle Iv Male Female Bugs E BE 2e 6 e s ae 4 Pets name Breed Weight 451 23 54664 456 754 664 863 420 715 314 623 549 Scamp oia Customer fig CY Back issues Acorners Developement i Gray silver Products bought customer Louis Brenelle pick up and delivery Atlantic Vet Clinic i could muzzle for frt ft 36 00 E mail Address for Noreen Dunlap Type ale Date Descriptior B 0 omg 02 Mar 11 x To do JY 0days 02 Mar 11 Opportunity 10 28 2010 5 37 pm GL bad shape health wise for sure own shampoo 7 cut down incl face tail 50 6 11 2010 5 36 pm GL back to amp short with ms face did ok still muzzle feet infect ears 3 15 2010 1 03 pm GL same but had to shave beard off 45 11 17 2009 6 07 pm GL same 8 31 2009 12 32 pm GL same 6 8 2009 6 00 pm GL same 7 ms hd was painting for last groomer went to vet found nothing BUT he does have heard murmer 11 14 2008 9 55 pm GL same as always muzzle 9 4 2008 5 53 pm GL CAKED EYES DID MUZZLE SAME GROOM 6 10 2008 5 49 pm GL same way big eye goobers bettercondition 40 2 13 2008 10 00 pm GL HIS SKIN L
91. et up these events you have other ways to set up these events Listed below is a brief description of each event type Phone Call The shortcut key for Scheduling a Phone Call is F11 Phone Call events are for calls callback recalls This category of event can be used for all phone calls you wish to make Quick Call The shortcut key for Scheduling a Quick Call is Shit F6 The Quick Call event is identical to a Phone Call with one difference A Quick Call has no time for the event to happen ACE calls this timeless When you select Quick Call ACE immediately sets a Phone Call event for the current Contact and the current day which a time or any message about the call Use the Quick Call when you wish to be reminded to call someone back but do not need to set a time or topic of the call Meeting The shortcut key for Scheduling a Meeting is F12 Meeting events are used when you need to schedule a meeting or appointment with one of your contacts Whether your contact is coming to you or you are going to your contact you can schedule a meeting to remind you of the appointment In the Meeting event screen there is space for a memo concerning the location of the meeting Follow Up The Follow Up event is used primarily to accomplish something after a previous encounter with a contact To Do The shortcut key for Scheduling and To Do is Ctrl T To Do events are reminders to you of important items which need to be accomplished on
92. excellent for separating your contacts into different categories For example Prospects VIP Customers Magazines Beta Reference and Free Type the shortcut key Ctrl F8 to customize these fields These fields are customized on the same screen as are the User Defined Fields These Logical Fields have Field Names of Y NI to Y N6 The color of the Logical Field description can be changed by Logical Field For more complete information see the topic Logical Fields 5 6 6 Fields Memo Field The Memo Field is displayed at the right of every contact record You can type directly into the memo field by clicking in it with the mouse Double clicking the memo field will open up a window and place a data and time stamp at the top The shortcut key to open the memo filed is Ctrl Mj The memo field is one of the most useful features of ACE ACE presents the memo field on the contact screen When you view a contact you immediately see your last memo often the most important piece of information in you contact record In addition because it is always on the screen you are more likely to use it Keep an ongoing history of the conversations plans and details about your clients in the memo fields Use the memo search to search for information into the memo field For more information see Memos ACE7 43 22 ACE Contact Manager 7 1 0 User Manual Jh 5 6 7 Fields Group Fields Not to be confused with sub group Group Fields are additional
93. fields which are attached directly to your contact screen These group fields let you group together contacts which share m common only a membership of a particular group ACE lets you assign a contact record to one or more of 22 groups Some example group field criteria could be as follows Group Affiliations for Noreen Dunlap Send Mailing GROUPL V Sent Mailing of VIP CUST GROUPM GROUPC GROUPN GROUPD GROUPO GROUPE GROUPP GROUPF GROUPG GROUPH GROUPI GROUP GROUPK GROUPQ GROUPR GROUPS GROUPT GROUPU GROUPV Clear Group Save Cancel Help Referral to PR Firm 2003 AIIM Show attendees Holiday Card List Question Credit Risk Groups are Yes No logical fields A contact is either a member of a group or the contact is not a member of a group Once you have marked contact records into groups you can find them by using the Query command The shortcut key for Group Fields is Ctrl G The screen which appears is as follows For additional information see Groups 5 6 8 Customize Toolbar ACE7 44 J EAD ACE Contact Manager 7 1 0 User Manual p ce Customize Toolbar LX Available toolbar buttons Curent toolbar buttons lelp lt Remove re bus ACE Alt F4 s 3 Move Up Down Move 4 n This toolbar helps in arranging the tools in proper order or the order which we like We can add the tools from Available toolbar buttons to current toolbar buttons and we can move up an
94. file over and over again save the Matched Fields list for use im the future To save the Matched Fields List select Save Select the drive and directory to hold the file and give ita valid DOS file name If you import the same file type again retrieve the saved list and you won t have to spend time matching the fields again If you have more than one database it is a good idea to save the Matched Field list file in the same directory as the database That way if any ofthe field names are different between your databases the Matched Field list files will match up properly when you load the list If all of your databases are exactly the same the same format can be used for all of them 8 When all of the fields are matched select Import to begin importing the file A status bar will show the progress of the import and the Import Field Match window closes The records are indexed as they are imported so your database is all ready to go ACE7 85 ACE Contact Manager 7 1 0 User Manual Import Field Match File Translation ACE Field List Field Name Type Len Dec Description EVENT DATE TIME Add As Phone Call to the Event File C FULL NAME Split Name into Primary Name co CITY STATE ZIP Split C S Z into Primary C S Z C vr 4 n H Show Field Names Browse ACE Database Import File Location ACE Contact Database Matched Fields Import From Add Fields Remove Field iiin Save Map
95. ft Word Currently this is your only choice under the Preferences section in the Edit menu on the Main ACE window If you have a strong need to support a different word processor please contact ACE at www GoAce com for details th ACE Preferences 1 Userinfo 2General 3 Modem 4 Events 5 Intemet Time Format Memo Edit Defaults whos C 2H Point Size Bold Font Word Processor Sound None Male Voice m Microsoft Word v Alarm On Show List on Not Found Use Bolds Font 7 13 2 E Mail and Web Access Ace supports sending E Mail sending broadcast E Mail E Mail Merge receiving E Mail personalized E Mail multiple E Mail accounts logging E Mail to a record s history file and launching your web browser You can also have ACE Ink to Microsoft s Outlook ACE assumes you currently have internet access and are using some email client and some web browser If you are not this far you should contact an Internet Service Provider to get this far Broadband connection DSL cable or satellite 1s the most effective way to access the web Note It is possible to send E Mail only if the contact has a valid E Mail ID 7 13 3 FAX Interface ACE supports single or group faxing using Win fax Pro under this Write menu the Win fax Pro Links will load Win fax Pro versions 4 0 and higher ACE exports the current record s Name and Fax number information into Win fax Pro s address book and then into the cover sheet Wh
96. g your own query string and click on set 7 17 5 Copy Contact Edit Menu gt Copy contact O 0p l Duplicate Contact Record Ctrl R Delete Ctrl D Copy to Other Database Memos Alt M Move to Other Database ACE7 144 ACE Contact Manager 7 1 0 User Manual p 1 Duplicate Contact Record User can create the duplicates of records with already he has with this facility Click on Duplicate Contact record will pop up Contact information form with the duplicate data where in you can save has it is or u can edit any information u want and save it 2 Copy to other database Here you can copy any record present in one database to another database it will create a copy of that record and also you can copy the group of records by creating sub groups 3 Move to other database Here you can Move the record from one database to other database here it will remove from source database and add to destination database and also you can move the group of records by creating sub groups tag Target Database DataBase Demo Database Hew Database Copy Current Group Copy 7 17 6 How to do reverse Query Lookup gt Reverse Query Once you do the query u will get some group of records if you want the records other than queried group of records click on Reverse query which will give non queried records 7 17 7 WinFax Pro link Write Menu Winfax If you have WinFax Pro installed on your computer ACE 7 1 0 can use it to sen
97. h 4 Click on finish will change the database structure This is a listing of the changes that are about to be made to your ACE client structure Press Finish to start the procedure Hemove Structure Change ACE7 81 f LA ACE Contact Manager 7 1 0 User Manual Ay 5 25 0 User Administrator User Administrator can create number of users edit or delete the users Adding the new user To add a user to the existing Ace users 1 Select Add The Ace User Record Editor appears 2 The cursor appears in the user initials field Enter the initials and hit TAB to move to the Username 3 Fill with all fields 4 When all details have been entered press Save To edit an Ace user entry 1 Highlight the entry to be changed 2 Select Edit The Ace Record Editor appears 3 Select the field to change and make the desired changes 4 Select Save to save the changes to the Ace user s record To delete Ace users 1 Highlight the filer record to delete 2 Select Delete You will be asked to confirm Enter yes to delete the record or press No to keep tt Add Users Click on Users to add change or delete user access to the Ace program called This first user 1s assigned a folder Ace under the Users Folder The trial version of ACE 1s set to allow 3 users The first user is automatically setup the first time Ace is opened A ACE Users File Edit LookUp Help ARAA Password ACE7 82 ACE Contact
98. h through all the questions and answers provided in the continuing support of ACE The answers can refer to topics of the on line ACE help other web sites and special instructions whatever can be found to support ACE users Finally as a third there is the purchased ACE support at the email support goace com Thirty days of support comes with the purchase of ACE Beyond that time period the user has many options for purchasing additional support These options are described on the www goace com web site Purchased support requires the serial number information contained in the Help menu under about Users moving from versions of ACE prior to fourth quarter 2003 are provided additional support as deemed appropriate by SSGINDIA to assist them in moving to the new ACE This policy also is described on the www goace com web site Note Data from latest version of ACT which is using SQL Server can be migrated as a separate service on payment please speak to support goace com ACE7 2 ACE Contact Manager 7 1 0 User Manual p New features in Ace 7 1 0 over Ace 7 0 99 e Ace7 1 0 has an additional event apart from existing events called as OPPORTUNITY event This is to be used for opportunity tracking by Marketing and Sales people e Ace7 1 0 gives you an additional export import facility to From XML Format Which means you can import export Data from your handheld devise as well e Ace7 1 0 has a very useful feature of scheduling Emai
99. he memo field is one of the most used features of ACE By presenting the memo field as part of the contact screen you will never forget the important notes about each client The memo field is shown in green border below SA amp E pem DL File Edit Schedule slm View Call Tools Write Report Window Help 21M OX K DEEE B 2 0 amp 23 Nov 10 25 Nov 10 03 46 pm The hot key combination for adding a client is CTRL A To add a client to the database 341 Select Add from the Edit menu A blank Client screen appears 22 Enter the Client Name and address Iv Prospect Ste 3 Press Save to add the record VIP Cust Role Diaa TST The user defined fields and logical fields are accessible after the client name is saved Crise Eo Seen eee S Ctrl O r BENE or Se retainer Or Reference militas tat Use the Other Screen toolbar icon o Free support goacecom See Also User Defined Fields see change field structure F Date To Buy ACE go to www GoAce com 1 You can add a memo by clicking on the memo field with the mouse or by selecting Edit Memos ACE7 114 ACE Contact Manager 7 1 0 User Manual JA ce 2 You can also select the memo field with Ctrl M If the memo box is accessed through the Edit menu the Hot Keys or by double clicking the mouse in the memo field ACE will automatically Date and Time stamp the memo box with the current dat
100. he status due data and priority of a task or project Paper File Index D The shortcut key for the Paper File Index is Shit F5 The Paper File Index manages a small database for tracking storage locations of paper documents ss To Do List The shortcut key for the To Do list is Ctrl F5 The To Do list is similar to the Task list but is more of a free form list which can be prioritized Exit The shortcut key to exit ACE is Alt F4 Exit closes all ACE files and databases Then the ACE program quits Survey gt This Tool can be used mainly for Marketing campaign 5 5 0 Contact Screen The Contact Toolbar Listed below are short descriptions of these icons with reference to shortcut keys in the order in which they appear above The contact screen is the center of ACE and will usually be displayed at all times The contact screen has its own toolbar with tools that can be used only on the contact screen This includes such tools as the Write tool the Dialer or the Hot Sheet 4 ACE Contact Manager i am ma File Edit Schedule Lookup View Call Tools Write Report Window Help 28 La s ACE7 36 ACE Contact Manager 7 1 0 User Manual She a Save L J The shortcut key for Save is Alt S The Save command saves changes made to a contact record If you move to another contact record using First Next Previous or Last information will be saved also Other users do not know about yo
101. he underlined key 4 2 2 Radio Buttons Many screens give you a multiple choice selection In these instances your selection is indicated by a Radio Button and will remain in effect until changed You can change a radio button by pressing the ACE7 20 ACE Contact Manager 7 1 0 User Manual p Al key and the underlined letter on the radio button choice or by clicking on the button with the left mouse button 4 2 3 Scroll Bars amp Thumb Scroll bars provide a visual clue about the amount of information that 1s available in a window The scroll bar appears on the right hand side of the window vertically whenever there is more information than can be displayed on the screen They may also appear on the bottom of a menu as horizontal scroll bars The scroll bar has a thumb represented by a projecting square that moves up and down to indicate the location of the currently highlighted record in relation to the entire list If the thumb is at the top of the bar the record is at the top of the list If the thumb is in the middle of the bar the record is in the middle ofthe list 4 2 4 Moving with the Mouse The upward pointing arrow at the top of the scroll bar and downward pointing arrow at the bottom of the scroll bar lets you move up and down the list one line at a time This is accomplished by using the mouse e To move up one lne in the current list click on the upward pointing arrow with the left mouse key e To move down one line
102. her necessary materials and articles from current contacts 10 The task is still in progress so leave the Finished box blank for now It will be used later when the task is completed When you do click on the Finished box the data is recorded and the Task is recorded as finished in the Status Box 11 Click on Save or press Alt S to save 12 The Task Manager window appears with your new task displayed Form this window you can view edit finish or add additional tasks Select Close to close the Task Manager 7 13 0 Kick Start Write Under the Write menu on the main ACE window you can create written communications Ace supports email fax and paper documents From the Write menu you can perform a broadcast E mail launch a single E mail create form letters write a Quick Email Quick Letter Quick Memo or create a Quick Fax cover sheet edit your word processing Original Templates access Win fax Pro for single or group faxing and print Envelopes and Labels The Write menu is as follows Email Merge Form Letters Quick Email Quick Letter Alt F11 Quick Memo Quick Fax Alt F12 Original Templates Envelope and Labels Shift F8 ACE7 131 i LA ACE Contact Manager 7 1 0 User Manual Ay 7 13 1 Word Processor Microsoft Word ACE interfaces with the Microsot Word product as its word processor When you use the Write option to create documents ACE will load your licensed copy of Microso
103. ion File Folder 3 11 2002 2 27 PM e Acewin Quribase Fie Folder 11 7 2003 1 34 PM e act Web Sites Fie Folder 6 13 2002 1 34 PM L3 Adobe webstats File Folder 9 26 2003 9 54 AM none WIND Pie Folde Z003 9 56 AM 2 Click on the plus signs to the left of the AceWin and AceDMAC folders This will display all of the sub folders under these two folders Next click on the AceWin folder In the right hand window you will see all of the folders and files under the AceWin folder ACE7 151 ACE Contact Manager 7 1 0 User Manual Ge c Program Files AceWin 3 Highlight the sub folders in the AceWin folder by clicking down the Shift key and clicking on the last folder users ACE7 Eie Edit view Favorites Tools Help Back F A Search E gt Folders S X ID m Folders G Local Disk C amp AceDMAC datatext 3 AceBin Ace C3LETTERS i AceData pictures H C3 Acrobat3 it 3report E ADOBEAPP iL sound C2 bundle iL system i3 Corel gt TEMP i Documents template E 9 Documents and Settings ic users Hold f Acel exe gt Hold2 8 ACESD VBX Hold3 fees ace32 cnt HPFonts ace32 hlp tl C HPRO6 ACE CEG 9 inetpub vendes 3 Ace hlp FE C KPCMS i My Music i3 nb ms FE it nd ms a G nin ms l i nst ms gt nst nv p gt PMeS it Program Files gt 42 Bit Scanner 9 AboutTime AceAdmin exe acecinst exe
104. is always the Alt key the underlined key The File menu can be accessed by pressing Alt F or by clicking on the word File with your mouse 1 5 2 Sequence of Steps Frequently there is a sequence of steps that this user guide wants you to perform The steps are listed below Example 1 From the contact Screen select the Lookup Menu 2 Select the Company Option 3 Type ACE Enter 4 0 0 ACE Basics ACE provides you with easy to operate menus and panels If you are already familiar with the standard Windows user interactions you can probably skim most of these topics which start with ACE Basics 4 1 0 ACE Basics On Line Help Help is almost always available to the user by pressing F1 Help is also available from the Menu Bar by selecting Alt H on the keyboard or clicking on the Help on the Menu Bar You can obtain more information on the Help menu by clickmg below Help menu 4 2 0 ACE Basics Controls Your mouse has a pointer that appears on the screen as an arrow When you want to select something you move the pointer to the item and press the left mouse button Double left clicking on items is similar to clicking the OK button 4 2 1 Control Buttons Message boxes List Boxes and Decision Boxes have Control Buttons to choose selections or answer questions The buttons are selected by clicking them with the left mouse button or by pressing the Menu Key sequence Remember the Menu Key is always the Alt key t
105. ity to limit the scope of the data in the ACE contact database you can be very selective as to the content of a custom report The ACE User Defined Report results can be viewed in a screen viewer before or mstead of being printed The ACE built in reports and the ACE User Defined Reports can be printed to a file Most users up a Generic Text Only printer in Microsoft Printer Setup Wizard as the destination for file printing This makes whatever data you have in your ACE report available in a machine readable pure ASCII format You can also use the Export capabilities of ACE to create machine readable data to be exported from ACE 5 21 1 Complete Record Report The Complete Record Report prints a single contact record or all contact records m a group The difference is chosen by a check mark m the Print Group option on the ACE Printouts screen ACE Printouts Overview To print the Complete Record Report sees Complete Record Contact Record ACE7 67 ACE Contact Manager 7 1 0 User Manual Primary Address Alternate Address Task Scheduler Alt Work Alt Fax Alt Cell Alt Home Email ID Webpage Folder One Category Alt L to look for a contact Serial Secretary Vol Purch Business support Fee For help on Email Referral Ctrl W to find a contact by Merge a support Until go Ctrl W Email Product Serv single word Merge anywhere Register Date Job Function Purch Date Paper Type Track TASKS by priority
106. l 4 Place the mouse pointer over the highlighted group of folders press down and hold the RIGHT mouse button and drag the group of folders to the AceDMAC AceData folder Hold the mouse pointer over the AceData folder and release the button C Program Files aceWin J B Fie Edt View Favorites Tools Help back O P P seach odes i o X 19 m Folders Fie Folder 10 13 2003 8 5 fa Local Disk C 5 y AceDMAC Fie Folder 10 9 2003 3 01 I c Fie Folder 10 9 2003 3 03 Fie Folder 10 9 2003 3 01 I data Fie Folder 10 9 2003 3 01 C3 datatext Fie Folder 10 9 2003 3 01 E FLDDEFS File Folder 10 9 2003 3 01 3 LETTERS Fie Folder 10 9 2003 3 031 C pictures File Folder 1nj9 2nna 3 031 iL report Fie Folder 10 9 2003 3 031 e sound 3 169 KB Application 10 12 2003 2 02 C TEMP 63KB YB File 7 17 1993 12 2 D template ZKB CNT File 10 12 2003 2 17 E D users 3 030 KB Help File 10 12 2003 1 3 El P5 Acrobat 1KB CFGFie 8 5 2003 2 36 P 5 Be sure the mouse arrow is positioned exactly on the AceData folder When you release the RIGHT mouse button the menu shown below pops up Click in the Copy Here option and all of the folders and their contents will be copied to the AceData folder ACE7 C Program Files AceWin File Edit View Favorkes Tools Folders a9 Local Disk C File Folder 10 13 2003 8 5 El AceDMAC
107. l popup appears which mentions that Ace 7 1 0 will now close Click on the Ok button to close Ace x Sai Acel will now close Thus the process of migrating data from Ace6 to Ace 7 1 0 has been explained Upon the release of Ace 6 DMAC will no longer support previous versions of Ace Contact Manager 9 2 0 Migrating data of Ace Contact Manager Releases 4 0 and 5 0 to Ace 6 Ace 5 0 users must ensure they install Ace 6 in the same directory C AceDMAC in which Ace 5 0 is located No other upgrade action is required Ace 4 0 users must first install Ace 6 and then perform a simple file copying procedure which will ensure that Ace 4 0 files are accessible by Ace 6 The default installation folder of Ace 4 0 is C Program Files AceWin Default installation of Ace 5 0 and Ace 6 is in C AceDMAC For Ace 6 to access Ace 4 0 files the files must be copied from the Ace 4 0 default installation folder to the Ace 6 default folder This guide explains how to do this assuming installation of the respective Ace versions has been to the default folder As stated above Ace 6 will be automatically installed in the same folder as Ace 5 0 so no further action 1s necessary ACE7 150 ACE Contact Manager 7 1 0 User Manual 1 Usmg Windows Explorer view the folders in the drive on which Ace is installed In this example Ace 4 0 is installed in C Program Files AceWin and Ace 5 0 is installed in C AceDMAC Ele Edt View Favorites To
108. le Folder 10 9 2003 3 01 PM File Folder 10 9 2003 3 01 PM File Folder 10 9 2003 3 03 PM File Folder 10 9 2003 3 03 PM File Folder 10 9 2003 3 03 PM Application 10 12 2003 2 02 PM VBX File 7 17 1993 12 28 AM CNT File 10 12 2003 2 17 PM Help File 10 12 2003 1 30 PM CFG File 8 5 2003 2 36 PM Application 10 12 2003 5 27 AM Help File 10 3 2003 1 24 PM Application 10 11 2003 3 16 PM Application 9 23 2003 9 57 AM Application 9 30 2003 8 30 AM Application 9 23 2003 3 01 PM Application 10 7 2003 10 52 AM IMP File 8 22 2003 8 59 AM Application Extension 6 18 2003 10 40 PM Application 10 11 2003 2 34 PM Application 2 3 1999 6 00 AM VBX File 11 20 2001 11 29 AV Wave Sound 5 24 1996 11 00 PM Application 10 11 2003 2 36 PM VBX File 4 28 1993 9 00 AM Application Extension VBX File VBX File Activex Control VBX File Application Extension Application Extension VBX File ome onm 5 28 1996 9 06 PM 11 20 2001 11 29 AV 8 12 1995 12 55 AM 1 7 2003 9 43 AM 9 2 1998 3 35 AM 6 25 2003 5 10 AM 12 20 1994 12 43 PM 10 20 1992 11 00 PM PE miii File Folder 10 13 Fie Folder Loss File Folder 109 Fie Folder Lossy File Folder Loo File Folder 10 9 File Folder 1njof Fie Folder Loss Fite Folder 10 9 File Folder Loss 3 169 KB Application Loyle 63 KB VES File Fil 2KB CNT File i ji2 3 030 KB Help File 1012 LKB CFG File els zi amp 3 KB Application l ji2 749 KB Help File 10 3 152 ACE Contact Manager 7 1 0 User Manua
109. lger ile ij TEMP i template FH Lj users ii Ly Acrobats gt ADOBEAPP Once the folders and contained files from in the AceWm folder have been copied to the AceDMAC AceData folder all data from Ace 4 0 should be accessible to Ace 6 If you have problems completing this operation please call 800 667 4695 10 0 0 Rebuild Index Rebuild your databases to keep your data happy and healthy Remdex your files on a weekly basis and compress them whenever you delete records or biweekly To rebuild your databases 1 Select the files to rebuild All files marked with will be rebuilt 2 Choose Reindex to keep deleted records in the files and recreate the indexes or Choose Compress to remove deleted records and recreate the indexes For a description of each of the databases select the file in the illustration at right You do not have to reindex all of your files every time you rebuild If you make all of your phone calls for the day and then move them to the history file a quick compress of the events database will clean up and remdex the events database freemg the space taken up by deleted records ACE7 154 ACE Contact Manager 7 1 0 User Manual 11 0 0 ACE Restore Backup 1 In the main Ace7 1 0 Contact Manager Window Click on File Data Administration Restore Backup Backup User Administration b Duplicate Checking Email Processing p Change Database Structure Email T Rebuild Indexes
110. lidays anniversaries and birthdays are shown with icons See Monthly Calendar to learn how to use the Monthly calendar ACE7 59 ACE Contact Manager 7 1 0 User Manual p dL File Edit Lookup Tools View Window Help amp x xe FI 5S S18 amp XM E LMV lS o gt December 2010 January 2011 Sunday I Show Public Show Completed Print Empty Monday 2 228 Saturday 26 12 10 1 01 11 2 801 Fri 26 Nov 10 10 51 am You have alarms that are past due 5 16 4 Yearly Calendar The Yearly calendar displays the entire year starting with January This window appears on top of the other windows See Yearly Calendar to learn how to use the Yearly calendar S4 ACE Contact Manag ud File Edit Lookup Tools View Window Help mx e EEEE S18 O We Y M D E BMX Go aoe 4 November 2010 December 2010 January 2011 February 2011 gt Su Mo Tu We Th Fr Sa Su Mo Tu We Th Fr Sa Su Mo Tu We Th Fr Sa Su Mo Tu We Th Fr Sa 45 1 2 3 4 5 6 49 1 2 3 4 1 1 E 1 2 3 4 5 4 7 8 9 10 11 12 13 s 5 6 7 8 9 10 11 2 2 3 4 5 6 7 8 7 6 7 8 9 10 11 12 47 14 15 16 17 18 19 20 5 12 13 14 15 16 17 18 32 9 10 11 12 13 14 15 13 14 15 16 17 18 19 21 22 23 24 25 26 27 52 19 20 21 22 23 24 25 4 16 17 18 19 202122 s 2021 22 23 24 25 26 4s 28 29 30 1 26 27 28 29 30 31 5 23 24 25 26 27 28 29 10 27 28 6 30 31 March 2011 April 2011 M
111. locate the file folder Such questions as Did you file it under Legal or Corporate Articles of Incorporation can be answered easily Keeping the Paper File Index up to date protects the organization from the runaway truck killing you syndrome Whether the organization is simply your personal living space your family or a legal entity a Paper File Index is a good practice f ACE Contact Manager ACE Paper File Index Ne 8 ad File Edit Lookup Tools Window Help g 5 8 O18 6 amp lt lt gt gt nz UN B ad iria Show Memo Z rs zs D re 7 4 3 Fri 26 Nov 10 10 55 am You have alarms that are past due Each card m the Paper File Index contains an Index Category Description and Memo Field These fields are described below Index The Index is the original sort field The index can consist of several words but the first letter of the first word determines under which tab of the alphabet the item is placed Category The Category field is a further clarification of the Index For example if the Index is Credit Cards the Category could be Visa MasterCard Amex etc Description The Description identifies the location ofthe paper document in the index Memo Each entry in the Paper File Index can contain a large amount of support information This information can be put here ACE7 61 ACE Contact Manager 7 1 0 User Manual p 5 17 1 Searching the Paper File Index You can sear
112. look 2003 Nokia PC Suite only needed for synchronization installed on your machine As long as Microsoft provides WIN32 compatible between their operating system versions ACE should work smoothly on the various versions in a sigle network ACE will get better and better at adjusting for version quirk ACE surpasses many other contact managers Some of the benefits you ll find with ACE are as listed below ACE7 17 ACE Contact Manager 7 1 0 User Manual p 1 2 3 4 5 6 7 8 Separate contact and Schedule databases ACE allows you to create multiple databases You can Use a common schedule that spaces across several contact databases or use private schedules that Only certam users can see Good Searching Technology ACE uses good indexing technology to speed up finding and querying of records This technology far surpasses existing search methods of many other contact managers Sub Group Creation ACE will allow you to create sub groups quickly and easily Using the query command you can search for records and create a temporary sub group This sub group can then be further searched using the Lookup command Unattached Scheduled Events You can specify whether or not you want Scheduled Events attached to a particular contact record ACE allows you to keep events separate or as part of a contact record Eleven instant search methods ACE allows you to instantly find your contact using eleven different search c
113. ls which is very much necessary to send emails on birth days or anniversary or can be even used in email campaign In earlier version ACE 7 0 99 if you schedule a Birthday or an Anniversary event it was just giving you an alarm but in Ace7 1 0 you can schedule a birthday event along with an option of sending Best wishes to the customer through email on that particular day automatically e Ace7 1 0 has new Calendar Interface which has a very pleasant look and feel e Ace7 1 0 has now a new Synchronzing ACE Contacts and Events feature with Microsoft outlook and Nokia Mobile phone e Ace7 1 0 allows its users to upload images on the contact screen Now you can see your contacts in front of you while speaking to them over ACE Dial facility e Ace 7 1 0 provides a list of departments while adding editing contact where they can select any of the departments they belong to e Ace 7 1 0 users can setup the status of contacts like prospect cold warm hot new customer and old customer e Ace 7 1 0 users can select the role of the customer like CEO End User Influencing person Decision maker e Ace 7 1 0 has now provided a facility of viewing the contact name in the time management screen e Ace 7 1 0 is now provided with a new facility like online activation and deactivation e Ace 7 1 0 is now provided with email verification for mail sending If no mail id is present in the contact then it will display an error message e Ace 7
114. lt S You will be asked to type in a description of the query as shown below Type State is CA or NY and Prospect Enter ACE will save the query and immediately execute it The saved query can later be accessed by using the Lookup menu gt Saved Queries ACE will immediately create a sub group based on the query If your query takes more than 1 second to create a Status Meter pops up in the middle of the screen teling you the status of the search Once completed the status on the left as shown below reflects the total number of valid records matching the query Also you can see that you have a subgroup and this group is in order by company Order Last N Valid 12 Scope All Rec NOTE Many times the ACE Query system can optimize the search of your data This creates an mstant query When this happens the Status Meter will not pop up Now that your query is complete and has set up ACE for you you can only view records that match your query Try browsing through some records using the methods discussed here You will notice you can only view a few clients in the small demo database The rest of the clients are outside of your query To terminate the query access the Lookup Menu and select Every Record NOTE You can create quick sub groups by using the Lookup command instead of the Query See the discussion on Lookup later in this guide link ACE7 120 ACE Contact Manager 7 1 0 User Manual p 7 9 0 Kick S
115. m GL same but had to shave beard off 45 11 17 2009 6 07 pm GL same 8 31 2009 12 32 pm GL same 6 8 2009 6 00 pm GL same 7 ms hd was painting for last 3 groomer went to vet found nothing BUT he does have heard diia murmer Breed a 11 14 2008 9 55 pm GL same as always muzzle 18 9 4 2008 5 53 pm GL CAKED EYES DID MUZZLE SAME EL Soo 6 10 2008 5 49 pm GL same way big eye goobers Medical Backissues bettercondition 40 2 13 2008 10 00 pm GL HIS SKIN LOOKED HORRIBLE GAVE MED BATH DID MUZZLE FOR THOSE THINGS BIG EYE GOOBERS 7 STRIP LEAVING EARS AND BROS 45 pressus I ee out kts Ee Memo today but hyper same clip o opp Mina da Mim 6 13 2007 12 19 am GL 7 with ms hd did muzzle feet Pickup pick up and delivery OOOO O 3 23 2007 5 33 pm GL did fine in case did muzzle but seemed ok same clip starting of hot spot inner rear legs 1 9 2007 9 40 pm GL SAME WAS A MESS MADE FACES z Last Charge 836 000 5 6 3 Fields Email and Web Page Addresses ACE7 40 ACE Contact Manager 7 1 0 User Manual The Email and Web Page information is shown in blue below When you enter an Email address doy this contact the email address appears below the phone number fields in the Email ID field If more than one address has been entered for the contact only the default is displayed Click on the Email ID label to quickly access the list of Email addresses for the contact The list of Email address
116. m a person you can create a record and add them to the ACE database 4 7 7 ACE Basics What about Queries versus Lookups A query allows you to search your database using Boolean logic With the query command you can lookup contacts by whatever criteria you specify The difference between a query and a lookup 1s speed Lookups are faster All lookups use an indexed field and are therefore almost mstantaneous Whether you have 20 contact records or 20 000 the lookup speed is the same Lookups are also limited to predefined fields of information Queries let you search on any field in the database You can search for greater than less than equal to etc usmg IF AND and OR statements Basically the query allows unlimited searching Depending on your search criteria the query may be as fast as a lookup It could also be much longer Queries also take time to build whereas Lookups are all on the ACE Menu Bar 4 7 8 ACE Basics What Are Fields A Field is one piece of information in a record Fields hold characters names numbers dates Yes No indicators or memos ACE s power gives you control of the fields ACE contams 50 User Defined Fields plus User Defined Group Fields These are in addition to the standard name and address types of fields ACE7 2 ACE Contact Manager 7 1 0 User Manual p User Defined signifies you can determine what the field is called and what type of information the field holds Because ACE gives you all
117. many databases as well as many users The key point is that ACE has an administrator category of users which allows these administrator users to control the ACE Environment Additional users can be added whenever needed and you bemg the ACE administrator retain control With ACE you and your organization and all of its ACE users if allowed can do the following a Manage contacts with History Tracking b Analyze contact Leads c Link to popular Word Processors d Manage your Mail and Email Lists e Prioritize Personal Tasks and Task Schedules f Search instantly for data you need in the database g Schedule Individual as well as organization Calendars h Support your organization s Telemarketing 1 Support your organizations Web Marketing and Newsletters J Support your organization s Snail Mail Marketing and Newsletters k Print Reports Labels Envelops Postcards Memos Letters D Auto Dial from the Contact database m Schedule telephone calls 3 0 0 Benefits of ACE 7 1 0 This ACE User s Guide contains detailed information about using ACE It is available on the web and can be ordered as a printed manual at www goace com Before you can operate ACE you must have Microsoft Windows 2003 or XP or VISTA or 7 installed This manual assumes that you already have a Microsoft Windows product installed and are familar with the Microsoft Windows operating environment It also assumes that you have Windows Office 2003 out
118. ndar Monthly Calendar Yearly Calendar Task Manager Alt F3 Paper File Index Shift F5 Things To Do List Alt F5 Invoice Alt Y Calculator Alt U 6 1 9 Write Menu Print letters envelops and labels Email Merge Form Letters Quick Email Quick Letter Alt F11 Quick Memo Quick Fax Alt F12 Original Templates Envelope and Labels Shift F8 6 1 10 Reports Menu Print Reports and Contact lists ACE7 103 EAD ACE Contact Manager 7 1 0 User Manual Jh Complete Record F3 Phone Call List HotSheet TM Alt F7 Scheduled Event List Historical Event List Contact List Contact Memos Notes Address Book Daily Calendar 6 1 11 Windows Arranging icons and selecting the form layout design Arrangelcons Alt A Cascade Alt 5 Tile Horizontal Alt H Tile Vertical Alt V 1 Demo Database 6 1 12 Help Menu Provides guidance on how to use the ACE Contact Manager Help system Contents Alt F6 Using Help Current topic DeActivate Registration About 7 0 0 ACE Kick Start To help you become familiar with ACE this Kick Start section takes you through a hands on tutorial of the basic features Before you follow this Kick Start you should have already installed ACE If you have not installed ACE then return to ACE Installation If ACE is already installed then brng up ACE by clicking on the ACE i
119. nformation for the contacts 6 Select Save to save the List Print Options 7 Select the print icon to begin printing 8 A dialog box displays the status of the current print job You can cancel this print job by clicking on the Cancel button on the dialog box 9 After ACE prints the list the Ace Printouts screen reappears Select close to return to the Contact record screen ACE7 139 ACE Contact Manager 7 1 0 User Manual EPSON FX 2175 winspool LPT1 Printout Type Complete Contact Record PaperForm 11x 8 5 Landscape Print Group 11 Recs Primary Font Arial Secondary Arial List Print Options Print Options Memos Border No Memos AllMemos Grey Bars C MostRecent Selected Save Cancel Help The other report we will print is your calendar of events We have already scheduled a few events plus ACE has many events build m such as Holidays and sample events When you print calendar reports with ACE you can choose from a variety of print layouts and paper sizes 7 15 2 To print the Weekly Calendar 1 Select Weekly Calendar from the Report menu 2 The ACE Printouts box appears The Weekly Calendar is highlighted under Printout type 3 Under Paper Size select 8 5 x 11 Portrait 4 Selection Options The Weekly Calendar Options window shown below appears The Start Date appears with the beginning of this week and the number of weeks to print is listed as 1 You may optionally choo
120. ng Caller ID 1 Select Export from the File menu The ACE 7 1 0 Export File and Format window appears 2 Select WinFaxPro ACEFAX DBF as the File Format The file name changes to ACEFAX DBF Enter another name if desired 3 Select the drive and directory to store the file 4 The WinFaxPro format has pre selected fields therefore the field list button is dimmed Select OK to start exporting the file ACE7 87 f A ACE Contact Manager 7 1 0 User Manual Ay To export to XML and Excel 1 Select Export from the File menu The ACE 7 1 0 Export File and Format window appears 2 Select Xml XYZ XML as the File Format The file name changes to XYZ XML Enter another name 1f desired 3 Select the drive and directory to store the file 4 You can select the fields which you want to export from the field list Ace Export File and Format File Name to Export to Directory dAprogram files ace contact Field List Delimiter File Format ACE Format dbf To export to Outlook 1 Select Export from the File menu The ACE 7 1 0 Export File and Format window appears 2 Select outlook Here you don t have to give any filename 3 Make sure Outlook is installed before you export 5 27 0 User Defined Reports ACE has many custom reports built in but you may need reports on fields that are not included in the custom reports Use the ACE User Defined Report Builder to create reports specific to your needs You can send your reports
121. nly admin can create new database 3 Admin can take Backup Restore backup Rebuild indexes and Change the Database structure and import Old Ace Data File menu Database Administration whereas client is not allowed to do those functionalities 4 Admin can create new users File menu User administration Ace Users whereas client is not allowed to create users 5 Admin can edit the user info details from the Preferences Edit menu Preference whereas client is not allowed to change the User info details 6 Ace data should present in Admin Machine only 7 Only one user should be created as Admin Admin can perform field label definition and global replace functionalities Edit menu Field Label or Global Replace whereas client is not allowed to perform those functionalities SSGINDIA Software End User License The Ace Contact Manager Software contained herein is licensed in accordance with the following terms and conditions If you do not agree to these terms and conditions select NO below and this installation will terminate If you agree to these terms and conditions select YES below and the installation will continue LICENSE SSGINDIA grants you a non exclusive non transferable license to use the enclosed Ace Contact Manager software for a trial usage of 30 contacts and three users solelyfor your own internal needs on the computer on which this installation is being executed You assume entire responsibilityfor the selection
122. nts you need to access the Time Management System 7 9 5 Sequenced Events Sequence Events gt Auto Scheduler With the Auto Scheduler property you can Add Delete Edit or Schedule an event with your own description Use sequenced events when you have a series of events that you usually schedule all at once for the same contact If you usually set an event to send out a letter to a new contact then to call back in a week and then follow up in a month you can schedule all of these events with one mouse click Auto Scheduler 111 Start 06 Dec 10 gm Regarding Description New Client Intro Real Estate Sale New Delete Apply No Weekends Add Event EditEvent Delete Event To Add Edit and Delete an event in the sequence ACE7 124 ACE Contact Manager 7 1 0 User Manual Event Detail 7 10 0 Kick Start Time Management Screen E Phone Call Save Who Admin Cancel __Assianed To__ Days 1s number of days from start of this event Timeless 05 04 pm 05 04 pm _ Alarm Help To see all of the scheduled events you have in the ACE system select the Time Management icon You can also use the Hot Key of F2 or select the Views menu then select Time Management Once selected the Time Management Window appears oJ File Edit Lookup Tools Window Help P BE O18 6 pA lox 2 alg alely Days Tue Wed Sat Sat HTT o Bgeecwssse
123. of Ace Contact Manager Software to achieve your intended results and for the installation use and results obtained from Ace Contact Manager Software Neither the license granted under this Agreementnor the Ace Contact Manager software to which it applies maybe as signed sublicensed or otherwise transferred by you withoutthe prior written consentof SSGINDIA OWNERSHIP AND SECURITY SSGINDIA is the sole owner and developer as well as the authorized distributor of Ace Contact Manager Software All right tile and interestin Ace Contact Manager Software wherever residentand on whatever media as well as Ace Contact ACE7 159 ACE Contact Manager 7 1 0 User Manual D Manager Manuals shall remain with SSGINDIA You expresslyagree to take all reasonable steps necessaryto protect the proprietary nature of Ace Contact Manager Software againstanyunauthorized use and disclosure You further agree not to remove or modify any trademarks proprietarylegends or copyrightnotices for Ace Contact Manager Software and manuals RESTRICTIIONS ON COPYING MODIFICATION AND USE You agree not to copy modify enhance or translate Ace Contact Manager Software or manuals withoutthe prior written consentof SSGINDIA You further agree notto disclose publish transfer translate release or otherwise make available Ace Contact Manager Software or manuals in any form to any entity withoutthe prior written consentof SSGINDIA LIMITED WARRANTY Ace contact manager softw
124. ols Help Lid O Back P A Search E Folders gt gt X 19 0 Folders x Name Size Type Date Modified 4 gt o POED Ace 5 0 af CaAceDmac Fie Folder 10 20 2003 10 18 AM 3 AceDMAC y L3Acrobat3 Fie Folder 4 1 2002 11 23 AM 8 C2 Acrobat3 COJADOBEAPP Fie Folder 4 2 2002 3 26 PM E ADOBEAPP bundle Fite Folder 11 29 2001 6 46 PM E bundle Corel Fie Folder 3 12 2002 1 51 PM 8 Corel Documents File Folder 10 17 2003 10 08 AN 8 E Documents Documents and Settings File Folder 3 11 2002 2 28 PM E O Documents and Settings bold Fie Folder 3 14 2003 2 26 PM 8 CZ Hold C3Hold2 Fie Folder 12 30 2002 12 27 PM Hold2 CHold3 Fie Folder 12 30 2002 12 19 PM Hold3 LO HPFones Fie Folder 3 29 2002 9 59 AM HPFonts COHPRO6 Fie Folder 1 16 2003 11 24 AM Lj HPROS inetpub File Folder 4 2 2003 1 58 PM E 5 inetpub recs Fie Folder 4 4 2002 11 23 AM a B kPCcMS I My Music Fie Folder 11 29 2001 6 38 PM E My Music Canb ms Fie Folder 4 2 2003 1 59 PM amp C3 nb ms Lnd ms Fie Folder 4 2 2003 1 57 PM 8 nd ms Onin ms Fite Folder 4 2 2003 2 02 PM a C3 nin ms Const ms Fie Folder 6 20 2003 1 01 PM 3 nst ms Cnst nv Fie Folder 6 20 2003 1 15 PM a B nst nv C3PM S Fie Folder 4 1 2002 11 23 AM C PM 5 Program Files Fie Folder 11 11 2003 4 19 PM El Program Files 3RECYCLER Fie Folder 3 11 2002 3 01 PM 42 Bit Scanner Stripped Fie Folder 9 18 2002 12 20 PM CJ AboutTime Ace 4 0 LI System Volume Informat
125. olumn e Continue tagging until all desired records are tagged e Right click in the list window to see the list options The fly out list menu appears Select the item on the menu to the nght for help with each item 7 8 0 Kick Start Looking up Contacts Query The query command lets you find and group contact records together If you need to find contact records based on a field for which you have not pre established a Lookup index then you can Query on it The Query is probably the most powerful feature of ACE ACE7 118 a ACE Contact Manager 7 1 0 User Manual A ee You can search your database and basically find any word phrase or text that has been typed into a contact screen The ACE Query system uses technology which greatly enhances the speed of Queries You may be able to search a database of 30 000 records in less than 2 seconds The ACE Query allows Boolean logic You can specify greater than less than equal to contains etc You can also use AND and OR statements For mstance you can find all contacts that live in CA or NY and purchased a green widget For our sample database we will create a simple query to find all contacts which live in CA or NY and are considered Prospects 7 8 1 Query for Prospects Contacts in CA or NY e Select Query by Example from the Lookup Menu by pressing Alt L followed by Q You can also press the Hot Key combination of Ctrl Q or click the query icons e The Quick Qu
126. om heading Continue matching until you have matched all of the fields you wish to use ACE7 84 ACE Contact Manager 7 1 0 User Manual She Match only those fields that you want to import into the ACE 7 1 0 database If you do not want some of the fields just leave them and the import will ignore them 5 If you are importing from a dBase type file the Auto button becomes active This function allows you to match up fields with the same name without having to match them one by one All fields with the same name that are left in the ACE 7 1 0 field list and the Import File field list will be matched up for the import There are two ways to use this function If there are fields in the import file that you do not want placed in the same fields m ACE 7 1 0 match them to the desired fields as described in step four above Then select Auto to match the remaining fields Or hit the Auto button first then remove the fields that you don t want to be imported or fields that you want matched differently Then contmue matching the fields as in step four above 6 If you matched the wrong fields or want to delete fields from the matched field list highlight the lne containing the fields to delete The Remove button becomes active Select Remove to return the selected fields back to their respective lists 7 Many people constantly update their database by buying mailing lists from outside data sources If you will be importing from the same type of
127. on once The item becomes highlighted To select an item using the keyboard press the up or down arrow keys until the desired item becomes highlighted NOTE Many times by right clicking the mouse button in a menu a Fly Out menu pops up Fly out menus give you quick and easy avenues of accomplishing tasks ACE7 22 F a ACE Contact Manager 7 1 0 User Manual Jh 4 3 5 Edit boxes Edit Boxes require you to fill in the blank Edit boxes frequently offer you additional choices that can be selected using check boxes or radio buttons HINT You can use the Popup function in many edit boxes to quickly fill in the field While editing a field double click the left mouse button on the field name or press Shift Enter to call up the associated Popup table Popup Tables ensure accuracy by elimmating operator error while speeding up data entry In addition Popup Tables are useful in presenting frequently used choices such as cities shipping methods sales reps name business types etc 4 4 0 ACE Basics Menu System File Edit Schedule Lookup View Call Tools Write Report Window Help I O18 6 e 4 4 1 Choosing menu options ACE operates with an easy to use Menu system Each operation available is listed at the top of the ACE contact Screen Each item on the Menu Bar is available by one of three methods using the Mouse using the Alt key sequence Menu Keys or using Hot Keys The screen has several important features whi
128. ontact based upon the Last Name of the individual associated with the contact First Name You can find any contact based upon the First Name of the individual associated with the contact Phone You can find any contact based upon the first Phone number Memos You can find any contact by searching for any word letters or phrase in each contact memo See Memos Key Word You can find any contact by searching every field except the memo field This will search the entire contact screen for any words that you enter See how to accomplish this at Key Word Lookup You can learn about Lookup at Lookup ACE comes packaged with five User Defined Indexes These indexes allow you to find your contacts in a particular order You can change User Defined Indexes to support your organization s needs The screen below shows how easy this is ACE7 51 s ACE Contact Manager 7 1 0 User Manual p ce User Defined Indexes When Added The User Defined Indexes screen shows your existing five user defined indexes on the left The screen shows the ACE client Database field list on the right You select what field on the right you wish to use for the index on the left You can setup your own user defined indexes See Lookup By Setup Indexes 5 13 0 ACE Can Show List Box When Contact Not Found There is a setting in the Preferences menu which allows you to have ACE automatically show a list box when a contact is not found You also could hav
129. ookup Query a Field Query Field Wizard Query by Example Query by Example Advanced Query Advanced Query Query Builder Query Builder ACE7 53 ACE Contact Manager 7 1 0 User Manual p 5 14 1 Query vs Lookup The Query is different from the Lookup command that brings you to a specific contact record When you use the Lookup command the size of your view of the database does not change unless you use the Group button You are only brought to a specific contact record and the database view sort order is changed The Lookup search is always instant regardless of the size of your database The Query search may take long if ACE can not optimize the query Once a Query is set you can still use the Lookup command to search for contact records in the query The lookup command will only find contact records within the current queried sub group 5 14 2 Query vs Advanced Query The Query has almost the same functionality as the Advanced Query The menus are much easier to use with a Query The Advanced Query has more power When you use a query you simply tell ACE for what to search and m which field to search ACE does the rest of the searching The Advanced Query lets you manually build a query using database syntax similar to that used by Lotus ACE recommends that you use the Query and ignore the Advance Query until you are familiar with the capabilities of the Query 5 14 3 Optimizing Queries When you set a Query ACE may find
130. ookup Notices when you press the ALT key the underlines appear to assist you m selecting the correct menu item e Select Company by pressing C e Type Three Enter Jack Tripper of Three Company should now be the current record If you browse through your database you will find that all of the contacts are now sorted alphabetically by the company name ACE7 115 ACE Contact Manager 7 1 0 User Manual p 7 6 0 Kick Start Looking up Contacts Browsing To browse through the database you can use the Page Up and the Page Down keys or click the mouse on the standard four icons shown below These are the Previous left point arrow and Next right pointing arrow icons with the database begin and database end icons surrounding them Page Down or the right arrow move you one contact forward Page Up or the left arrow moves you one contact backwards If you have a special need to mstantly Lookup clients by a field other than Company Last Name First Name or Phone such as email address ACE has User Defined Lookup commands to accommodate you You can change these User Defined Lookup commands We won t change any right now but we will use an existing user defined lookup the Category field 7 6 1 Find a Contact using Lookup e Select the Lookup Menu option by pressing Alt L or by clicking on the word Lookup e Select 2 Categories e Type in a category for which to search Type Medical Enter You should now be a
131. option Many times the Space Bar acts like a click of the mouse 4 3 1 Message boxes Message Boxes require a key press to let ACE know that you read the message They will usually alert you to the fact that you cannot perform a requested function After reading the message click on the OK button or press Enter to clear the Message box 4 3 2 Decision boxes Decision boxes require you to give an answer to a question Yes No decision boxes give you up to three choices Yes No and Cancel Selecting the button by clicking it or by pressing the Tab to change and the Enter key when the answer you desire is highlighted Selecting Cancel is identical to pressing Esc You can also select a choice by pressing Alt plus the underlined key 4 3 3 Check boxes Check boxes indicate conditions that can be switched on or off If a check box is switched on a check will appear in the box Click one with the left mouse button on the check box to change status To change the status from the keyboard use the sequence Alt plus the underlined letter or move the cursor to the check box using the Tab key and press Space Bar once 4 3 4 List boxes List boxes display information in a list format When presented with a list box you must make a choice from the list Depending upon the operation you may choose one or more items from the list To select an item using the mouse move the mouse pointer to the iem desired and click the left mouse butt
132. opy Paste Copy Contact to Clipboard Alte B Jeocld Pa HE Uu Contact Address Alt 0 Copy Contact P Delete C trl D DIdenmos Alte P Mert Contact pH J Previous Contact Ctrl P Group Mernbership Alte Current User Preferences Ita Fi Current Database Field Labels Alt FS Global Replace 2 Select the Add option Press A or click on the Add button using the mouse The contact Information Window will appear ACE7 106 Jd s ACE Contact Manager 7 1 0 User Manual p Contact Information File Edit Lookup Transfer Help Sal Phone Numbers WorkPhone First Middle Last C First Last Dear NENNEN C Both Names LU Company Street1 Hot Clients Phone Book EmaillD v Save And Continue Web Page Cancel e This window holds the name and address information of your contacts Type in the requested information in each field Press the Tab key to go forward to the next field or the Shift Tab key to go backwards to the previous field Click on Save or press the Alt S key only when you are ready to save your information In the following example we will add Peggy Gorney of Life Line to our database e You start at the Sal Salutation field Type in Ms optionally you can click on the drop down menu icon to display ACE s powerful drop down menus Choose a salutation of Ms Now type a Tab key to move to the next field Enter the First First Name field Type in the
133. orrespondence Information record appears If desired select Create a Historical Record to add this event to the history for this contact Enter a description for the history record This lne will also appear as the subject on each of the fax cover sheets Enter notes in the memo field for the history record if desired This will appear on the cover sheet of the fax Select Continue to initiate the lnk between ACE 7 1 0 and WinFax Pro The ACE 7 1 0 to WinFax Link box appears Fach of the names from your query that have a fax number will appear as they are sent to WinFax Pro Make changes to the Subject and Cover Text if desired Enter a Billing Code or Keywords that will be stored in the history in WinFax Pro Select Continue to launch WinFax Pro WinFax Pro is launched and the send box appears showing your list of contacts as the recipients of the fax Select a cover page and any attachments and then send the fax using the send command in WinFax Pro Each fax will be added to the send queue When you are finished close WinFax Pro and return to ACE 7 1 0 8 0 0 Compress Compress is one of the rebuild options in Ace Compress a database to remove any deleted records and free the space taken up by those deleted records After a file is compressed it is remdexed greatly improving access speed and performance ACE7 146 ACE Contact Manager 7 1 0 User Manual ACE Database Rebuild ot mmm Wevents Z History TT
134. ou query the history database and use the Query for Match Records option to bring up the corresponding contact records To accomplish this see History 5 11 2 View History Items You can view history items in two ways One way is to access a contact record which has history items See status bar Another way is through the view menu View History 5 11 3 View All History Records Lock Unlock History View The History list view is by default restricted to only history items attached to the current client At some times you may need to view all of the history items for every contact This can be accomplished by using the Lock Unlock icon See History 5 12 0 Time Management Screen ACE s Time Management Screen gives you a global view or printout of your upcoming Events If you need to view all of your scheduled activities in one easy to read screen you should access the Time Management Screen ACE can display the Time Management screen when you enter ACE This choice is set in the Edit Preferences Pending Events item ACE gives you a quick option when choosing to display the Time Management Screen each time ACE starts The shortcut key for Time Management is F2 You can also click on the Time Management icon From the Time Management Screen you can add scheduled events add notes to scheduled events and access your To Do list You can use the icons displayed on the upper left of the Time Management Screen to manipulate your events or To
135. ou are linked to a more complete description ACE7 33 f 8 ACE Contact Manager 7 1 0 User Manual A ce Order Last MN Valid 12 Scope All Rec Ese amp l5 Updated 11 25 2010 Added 09 11 1997 ACE Acct 30 5 3 1 Order As you add records to an ACE database the new records are added to the end of the computer file in the order in which they were entered ACE has a number of predefined and user defined indexes These indexes are the tools that keep the contact records in alphabetical order as you list or scroll through the contact records The current index order 1s displayed on the status bar When you move to the next or previous record this Order determines which contact record will appear The sort is always alphabetical the field upon which your view of the database is based determines what you see next In the screen shot above the Order is First Name 5 3 2 Valid Records The Valid Records lne displays the number of active contact records in the current scope of the sort and query When no query is set the number of contact records shown is the number of contact records in the entire database EXCEPT for the deleted contacts which have not been removed from the database by a database compression In fact the administrator can undelete these deleted records at any time until the file is compressed When a query is active this number may be smaller than the actual number of active contact recor
136. ou wish to see When you limit your view by a sub group the contact records which you choose not to display are still physically m your database ACE just passes over them for you Each time ACE begins you are using the entire database you have chosen As you begin your day you can define a sub group to limit the number of contact records available for viewing When you define a subgroup as far as you are concerned your whole database is not limited to that layer Look at a Sub Group Example you wish to view only the contact records in one state Starting with a database of 1 000 contact records you establish a sub group for California CA ACE will now search the entire contact database for records in CA and ACE finds only the 140 contact records in CA Now your active database is only 140 contact records For you these are the only records ACE will see As far as ACE 1s concerned the other 860 records temporarily no longer exist You have temporarily created a 140 contact record layer 4 7 11 ACE Basics What Reports Are Available ACE comes prepackaged with many reports These reports are all accessible from the Reports Menu The Reports menu contains fifteen built in reports which can be customized m an infinite variety of ways Many of these reports have a multitude of options which allow you to print in almost any style and page size imaginable See the section on the Report menu in the topic Reports Menu Reports enable you to output
137. per tye Reference Serial Ctrt amp Q to Query by Example Business For tech support email to Free Support Fee support goace com Support Until to change to a date fied Register see change field structure F Purch Date To Buy ACEgotowww GoAce ecom 4 Switch to the other user defined field screens by typing Ctrl O or Select Other from the Vievvs menu or Use the Other Screen toolbar icon See Also User Defined Fields 6 1 2 File Menu Create and access new databases Setup and maintain your databases Synchronization with Outlook and Mobile Database Control Mew Alt TAI Open Alt F9 Close Alt F1 Save Alt S Windows Configuration Create Template Print Alt I Data Exchange d Data Administration d User Administration Email Processing Email Ld Synchronize With Outlook Synchronize With Mobile Exit ACE Exit Alt X 6 1 3 Edit Menu Edit Contact records and memos database moves and view group fields ACE7 100 ACE Contact Manager 7 1 0 User Manual Current Contact Undo Contact Edits Alt Cut Copy Paste Copy Contact to Clipboard Alt B Add Ault Ak Contact Address Alt O Copy Contact Delete Ctrl D hemos Ault M ext Contact Alt J Previous Contact Ctrl P Group Membership Alt G Current User Preferences Alt R Current Database Field Labels Alt F8 Global Replace 6 1 4 Sched
138. ppears 2 Select Delimited txt as the File Format The file name changes to txt 3 Enter a valid DOS filename in place of the asterisk 4 Select the drive and directory to store the file 5 Select Delimiter to choose a character to separate the fields im your output file The default and most commonly used delimiter is a comma Some software may require a different delimiter between the fields You may select on of the pre set delimiters or choose custom and enter one of your own 6 Select fields from the field list to export 7 Select OK when all parameters are set The specified file will be created and the records will be exported to the file The dBase HI and FoxPro exports allow you to choose the fields to export To export to a dBase III or FoxPro file format 1 Select Export from the File menu The ACE 7 1 0 Export File and Format window appears 2 Select dBase III dbf as the File Format The file name changes to dbf Or Select FoxPro dbf as the File Format The file name changes to dbf Enter a valid DOS filename in place of the asterisk Select the drive and directory to store the file Select fields from the field list to export Select OK when all parameters are set The specified file will be created and the records will be exported to the file NN 4 W The WinFaxPro file export will export database fields to a file called ACEFAX DBF To export to WinFaxPro file and Talki
139. query m And search Cancel To query one field 1 Click on the field to query with the right mouse button The short cut menu appears 2 Select Query Field The Query Field Wizard appears The format defaults to Equal To and the value is filled with the contents of the current field 3 Search in the field by selecting the appropriate Format and entering the value The list of formats 1s shown below Format Value Equal To Enter the value to search for Searches from the beginning of the field Not Equal To Enter the value to exclude Searches from the begining of the field Greater Than or Equal To Enter the low value Finds that value and anything greater than the entered value Less Than or Equal To Enter the high value Finds that value and anything less than the entered value Between Enter the Low value in the Min box and the high value in the Max box Empty or 0 No value value is 0 Not Empty No value value is anything List of Items Enter a list of items to search for one on each line Contains Enter the value to search for anywhere in the field ACE7 9 Ne ACE Contact Manager 7 1 0 User Manual 4 Select Search to start the query Or Select Add to search in another field 5 When a query 1s already set you can further narrow the search by selecting Query Current Group ACE 7 1 0 will search for records that match the query When the query is finished the records display on the status bar
140. r ACE7 ACE Contact Manager 7 1 0 User Manual poo ooo e800 8600 GOOD pooo peee 47 32 EEEE paee page e 15 Ya Joe wm jene ne JL oc E dC Temi Ee Ee JE JC 1 Bin Dword C D Word I 5 20 2 Statistics Calculator Eve ww ss eJ Ine L7 ILe JLo JEn Joe La Ls JL fige ze La JL 2 J L8 Jose nes o Wl fission 5 21 0 Reports Overview ACE7 ACE Contact Manager 7 1 0 User Manual She As you manage your contacts the data you collect as the ACE database 1s built and as the ACE database expand becomes much more meaningful if you can accomplish the following types of activities Support your activities with lists Locate specific data Group similar data Review progress towards goals Summarize the data Mine data for trends Regardless which activity you undertake ACE reports conveniently provide you with a report on the activity The power of this reporting action comes from the way ACE works All reports utilize the data in the current scope of ACE You set the scope with a Lookup or with a Query Once the scope is chosen the report provides data from within the scope Most of the sixteen built in ACE reports provide customization capabilities If additional customization is required ACE provides for User Defined Reports You can create and save a custom report form which contains the information for your choice of any or many of the fields in the ACE database By using the abil
141. re to display each of these user defined fields This way you can organize the three screens of User Defined Fields to show what you want where you want it Type the shortcut key Ctrl O to switch between the three screens Type the shortcut key Ctrl F8 to customize these fields These User Defined Fields have a Field Name of USEROI to USER40 The color of the field information can be customized by User Defined Field The Field Label Definition screen to customize the fields is shown below For more complete information see User Defined Fields Field Label Definition Label Prospect CoLor Blue Save roma l f Formats Cancel Click here To See the data of the field 5 6 5 Fields Logical Fields ACE7 42 ACE Contact Manager 7 1 0 User Manual ACE Contact Manager Grooming File Edit Schedule Lookup View Call Tools Write Report Window Help amp X Blei I I gt Hl So rid mies iii iiii iiii iiii Time Descriptior 02 Mar 11 04 06 pm To do 02 Mar 11 04 06 pm Opportunity 451 23 54664 Updated 10 28 2010 5 37 pm GL bad shape health wise for sure 03 02 2011 Fax 456 754 664 E own shampoo 7 cut down incl face tail 50 Added Home 863 420 715 6 11 2010 5 36 pm GL back to amp short with ms face did ok still muzzle feet infect ears 11 25 2005 Oth
142. reen g Call to Tina Kay w O O 00 00 00 Reschedule Cancel 7 14 7 Modem Preferences For convenience a Setup Modem menu option allows you to directly go to the ACE Preferences Menu Tab 3 Modem for modification of your modem settings This is mainly for auto dialer users ACE7 138 ACE Contact Manager 7 1 0 User Manual 4 ACE Preferences When calling within my area code Always dial the area code Prefix Dial 1 for the numbers with the For Local calls dial following prefixes For long distance v 1 E When calling to other area codes For international Do not dial 1 for numbers with 011 the following area codes For other calls dial 7 15 0 Kick Start Reports ACE has many built in reports These reports can be accessed from the Report menu on the main Contact menu For this quick start demo we will print two reports 1 A listing of contacts and 2 All of the scheduled events we have entered When you print contact reports the current contact database will print If you have a query set all the contacts in the query will be printed 7 15 1 To print a contact list 1 Select Contact List from the Report menu 2 The ACE Printouts box as shown below appears The Printout Type is set to Contact list 3 Under Paper Forms Paper Sizes select 8 5 x 11 Portrait 4 Select Options The List Print Options window appears 5 Select No Memos to print only the field i
143. riteria This is in addition to queries which allow you to search for and sub group your contacts in an unlimited fashion Build m Correspondence Accessoris Automatically create email postcard address cards phone books letters memos and many other types of multiple contact correspondence Links to Other Programs ACE contains links to Word Processing Email Edit Adjusting etc applications from other popular software vendors Hot Sheet tm ACE s Hot Sheet tm takes information from different areas of ACE such as Hot Contacts To Dos and Appointments and then conveniently prints emails or syncs to PDA s all the information in a single document 1 4 0 Pending Events Found Every time you load the ACE contact manager the pending events are displayed You have the option of Informing ACE to check your events database for past due events pending events or never check You Control this checking by accessing the EDIT Preferences gt Event Preferences ACE7 18 s ACE Contact Manager 7 1 0 User Manual Ay S Past Due Alarms Tue 11 Sep 01 10 25 am TT Task Schedular Re Left Click Here Then Right Click Wed 12 Sep 01 07 10 am gli Tina Kay 540 667 4695 Re Buy ACE at www GoAce com Delete Finish No Ring x Ignore Past Due Alarms 1 5 0 Typographical Conventions Before you start using ACE it is helpful to understand the terms and typographical conventions used in this reference guide There are a few s
144. rmat contacts dbf Delimited format txt FoxPro dBase format dbf dBaselll dbf Excel xls Xml xml Outlook Select OK when the file is chosen The import file name appears in the Import File Location box Note If your file does not have one ofthe above extensions but is in one of the above formats replace the File Name line with the correct name and extension and select OK 3 The Fields to Import list displays the fields in the import file The fields are listed in the order they appear in the file If your import file has no header you will see actual data instead of field names If this is the case you may view other records in the database by using the scroll buttons at the bottom of the Fields to Import area If you are importing from a dBase FoxPro or ACE 7 1 0 file format deselect Show Field Names to view the data only instead of the field names 4 When the import file is selected the Matched Fields box appears on the screen This is where you assign the import file fields to the ACE 7 1 0 file fields Highlight a field in the ACE 7 1 0 file and then highlight the corresponding field in the import file When both lists have a field highlighted the Add button becomes active in the Matched Fields box Select Add to add the import field to the ACE 7 1 0 database The ACE7 field name will appear under the heading ACE 7 1 0 Field and the import file field will appear under the Import fr
145. rtcut key Ctrl F3 The Task Manager appears Select the Add icon Ir or go to the Edit menu item and then select Add 1 Type Finish Newsletter Send to Contacts on the Task line This is similar to the Regarding input box of an event 2 Click on the Priority field or press the Tab key The priority field is a number which you assign to gauge the importance of each task The default value is 1 We will assign this a priority of 2 Click the up arrow in the Priority box or type the number 2 Tab to the Data Due field 3 The next field is the Data Due Use the date finder to set a date two months from today s date 4 Click the date finder icon next to the date to display the Date Finder A small calendar appears with today s date highlighted 5 Click the Next Month icon M twice to move two months ahead 6 Click the Paste icon amp to place the highlighted data mto the Data Due field Tab to the status field 7 The Status field is for your use Use it to record your progress on the task The default status 1s Pending Since we are finishing up a newsletter we can leave Pending in the status filed Tab to the Who field ACE7 130 ACE Contact Manager 7 1 0 User Manual p 8 The Who field is used to assign tasks to individuals or departments Since this is your task your initials appear in the Who field 9 Each task has an open memo field for typing notes Click on the memo field and type Gat
146. s 6 1 7 Call Menu Dial up Contacts fast with Speed dial or log 7 your phone calls 6 1 8 Tools Menu Use the Calendar or Task Manager to plan your day el eee N J J mem 1 10 an ort Menu Print Reports and Contact lists los 1 11 scm MN Menu Arranging icons and selecting the form layout design 6 1 12 Help Menu How to use the ACE Contact Manager Help system 7 0 0 Kick start It tells you the complete basic feature of ACE Admin Functionality Compressing Compress database to remove any deleted records 10 0 0 Rebuild Indexes Rebuild your databases to keep your data happy and healthy 12 0 0 Taking Backup Taking the data backup for Ace 13 0 0 Upgrading ACE Information for Existing Ace users to upgrade Version 6 or Ve 6 or Version 7 1 0 to the latest Ace version 14 0 0 Restrictions of operations for The list of restrictions for client server 134 client server installation installation ACE7 5 ACE Contact Manager 7 1 0 User Manual p ce 1 0 0 ACE 7 1 0 Installation ACE 7 1 0 is installed from a single executable file aceXsetup exe where X represents the major version number of ACE ace7setup exe Normally ACE can be downloaded from WWW goace com www ssgindia com downloading aspx www regnow com And from several shareware sites A CD ROM may be purchased with aceXsetup exe on it if desired Existing ACE Users should take a backup of ACEDATA before uninstalling ACE
147. s In a network environment especially i an organization you usually want your schedule of some activities to remam private You do not wish other users on the network to see your events which are personal ACE7 26 ACE Contact Manager 7 1 0 User Manual p When you schedule an event there is a check box which you can mark if the event is to remain private Private events are relatively private The organization ACE Administrator can provide reports which could include private events In addition if you were to leave an organization then the events you entered into the database would have to be assigned to others for completion Thus the events would not be so private 4 7 6 ACE Basics What Are Contacts Contact records are the main reason you purchased ACE This is where you and your organization keep information about your clients customers vendors friends family prospects suitors etc A contact record is a collection of mformation such as First and Last Name Address Email and Phone numbers and other information you choose to keep The ability to keep varied information is what makes ACE so powerful Any information entered into a contact s record is retrievable at a later date You create contact records as you need them You can have a contact record for each person with whom you deal in your business and for everyone in your personal life Each time you have a phone conversation with or perhaps an email communication fro
148. s Delyla Type Delyla Press the Tab key to move to the Business field Again we can access the Popup table by double clicking on the word Business or by pressing Shift Enter Once the Popup table is up select Medical from the table and then select paste by pressmg Enter or clicking on the paste Icon She heard about our company through the Fall 94 Seminar Move to the referral field with a Tab and access the Popup Table again by double clicking on the word Referral or press Shift Enter Select fall 94 Seminar We forgot to type in the phone numbers for Life Force Click on the Work Phone filed and type 9095551234 Press Tab Type the Fax number 9095551233 Press Tab r3 We are finished with this contact record for now Click on the icon or press Ctrl S to save the data we have changed 7 3 2 Undo Contact Edits With this feature you can undo the edits to your contact record 7 3 3 Copy contact to Clipboard You can copy the contact record to clipboard and you can paste it where ever you want 7 3 4 Global Replace Use Global Replace to clear out a field to replace a field with another field to move data from one field to another to replace a field with one value or to remove replace characters from a field ACE7 113 ACE Contact Manager 7 1 0 User Manual Add In Front of Field Information C Add to End of Field Information Separate With a Space 7 4 0 Kick Start Adding a Memo T
149. s No3 Yes No4 Yes No5 Yes No6 Fri 26 Nov 10 11 57 am e The cursor is in the field Label Delete the existing characters by pressing the Delete key If you clicked on the field once you were there you can use the Backspace key then to erase the field We will call this field Hobbies so type Hobbies Ignore the other information in this window for now like Color Format Tab Stop Visible Example View Field name Type Length and Decimals ACE7 111 ACE Contact Manager 7 1 0 User Manual Field Label Definition Format V Tab Stop IV Visible Click here To Se lu SERO4 Ic 3 0 o a de i field Referral Field Name Type Length Decimals e Click on the button close 7 3 0 Kick Start Editing a Contact Record In the previous topic Kick Start Changing Field Title you changed a user definable field Now let us fill in some information First we will need to find the contact record for Peggy again To find the contact record for Peggy Gorney 1 Press Alt Lor click on Lookup You should see the following popup 2 Select Last Name by pressing L 3 Type Gorney and press Enter Index Search Keyword to Find Searches ALL Fields Help Please make sure that first field is not empty Find if text is anywhere in field Cancel You are now at Peggy s contact record Notice that we typed Gorney in lowercase letter but ACE still found here To edit
150. s Public A public event is an event that everyone on the network can see This feature can be disabled 4 6 4 Backing Up ACE comes with both Backing Up enabled and disabled by choice If ACE is installed on a server then ACE should probably be backed up as part of the server with the server backup program If ACE is installed as an individual registered user a network of one then the ACE backup can be enabled This backup procedure creates zip files which can be read with standard zip programs Care must be taken with these files to ensure privacy 4 7 0 ACE Basics What is ACE Ace is a Contact Manager Database program that is designed to help run you organization With powerful intuitive tools e You can track everything you need about all of your contacts e You can easily target and communicate with the correct contact e You can use the build i scheduling features to insure proper communications on your part at the correct time e You can query and sort through the contact data to produce professional quality reports e You can mstantly access needed information with the click of a mouse e You can log emails log phone calls memos notes and just about any information you gather about each contact 4 7 1 ACE Basics What is a Database You can think of databases as drawers in a file cabinet ACE gives you the capability to have many different file drawers in your cabinet holding different information The way you structure yo
151. s that vou want to put in vour computer To Do Buy 4 LU 94 ACE Contact Manager 7 1 0 User Manual 3 Provide necessary permissions when requested for synchronization A program is trying to access e mail address information stored in Outlook If this is unexpected dick Deny and verify For more information about e mail safety and how you might be able to avoid getting this warning dick Help File Edit Schedule Lookup View Call Tools Write Report Window Help se oe BE O18 ej amp wes 5 lt gt gt ll Ti Descriptio 08 01 2003 Added data quickly and consistently 09 11 1997 fea rch for records data entered with easily ACE Acct 9 v Prospect Bisnani pN the field title VIP Cust or Type Shift Enter ll Magazine The PopUp table will appear listing the entries to place in the field There are two columns in the PopUp some fa AN 17 aw L 2 5 30 0 Synchronization with Mobile Synchronization with Mobile allows Ace users to synchronize ther Mobile phones to Ace Components and software s necessary for Synchronization with Mobile B Microsoft Outlook B Nokia PC Suite B Mobile to PC connecting device Data Cable 1 Make sure the mobile phone is connected to PC through data cable before synchronizing ACE7 95 ACE Contact Manager 7 1 0 User Manual 2 Click on file m menu bar select Synchronize with Mobile
152. se to include memos and or Tasks You can select Event Types to be included on the calendar 5 Select Save to save the Weekly Calendar Options 6 Select the print icon to begin printinglssiid ACE7 140 ep ACE Contact Manager 7 1 0 User Manual Jh 7 A dialog box displays the status of the current print job You can cancel this job by clicking on the Cancel button 8 After ACE prints the list the ACE Printouts screen reappears 9 Select Close to return to the contact record screen Types of Events to Include Every Event IM ToDo M Annual Phone Call IV Social iv Meeting Personal Travel v Timeless Follow Up Iv Other 7 16 0 Kick Start Importing Data ACE allows two paths for importing The path under File Import on the contact screen is available to all users This approach is used to add data to an existng ACE database This approach can import ASCII text dBase FoxPro Xml Outlook Excel files into the currently open database This approach can also import ACE for Windows Client databases and Ace Contact Manager 6 0 contact databases The second path is available in the Ace Administrator environment The choice Import Data in the Ace Administrator calls the Ace 6 0 Import Utility for Windows This utility allows bringing complete multiple file database environments from other contact managers into ACE This new data brought into ACE will destroy the data m the dependent files of a database Normally these dependen
153. st for your product mventory list and keeps track of invoices for each contact Create Email E Create Email allows you quickly to compose and to send an Email message to the current contact Inbox E In Box allow you to view and process Incoming Email messages Outbox 3 Out Box allows you quickly to send Email messages which have been queued previously Help F The shortcut key for Help is F1 Use Help for access to on line context sensitive help anywhere in ACE 5 6 0 Contact Screen Fields The Fields section of the Contact Screen contains six fields in five different contiguous areas The memo field the sixth field for the User Guide is not in a contiguous area but instead the memo field is located towards the bottom of the contact screen The five contiguous areas are shown below ACE7 38 ACE Contact Manager 7 1 0 User Manual f ACE Contact Manager I A E Valid AERE E 10 je File Edit Schedule Lookup View Call Tools Write Report Window Help amp XxX bE O18 s ode Ba FIF Hen oS fal Seis sala g ea Last N E 11 04 06 pm To do 1 165 s 0 days 02 Mar 11 04 06 pm Opportunity Scope All Rec SILAR ezis work 10 28 2010 5 37 pm GL bad shape health wise f Updated EM 37 pm GL bad shape health wise for sure scissa Fax 456 754 664 E own shampoo 7 cut down incl face tail 50 CES Home 863 420 715 6 11 2010 5
154. t Peggy Gorney s record if you are following the user s guide in order and Peggy has been entered into your database 7 7 0 Kick Start Looking up Contacts List Records Let us now browse through the database again this time using the List Records Command From the menu you can click on View then click on List Records From the keyboard you can use F5 or you can click on the icon 7 7 1 Find a Contact Using List Records e ookup the ACE contact here on the List of Database Record by searching in the Company field and entering in the search window ACE e The records in your view ofthe database should show the following screen ACE7 116 Jd s ACE Contact Manager 7 1 0 User Manual Jh tS List of Database Records lt lt gt gt xi B ael Pm 3 Listmode Order workPhone Search Query Save As Default Work Phone Contact Company Schedular Task Smith Pam Another Company Tripper Jack Three Company 540 667 4695 Kay Tina Data Management Assis 540 667 4695 Klein Jon Data Management Assis Warbly Deron Game Players 800 555 3445 Jones James Sample Company Name The ACE record is highlighted You can use the fup Arrow and Down Arrow keys to move through the list You can also use the mouse to move the scroll bar on the right To select a specific record which is highlighted press Enter or double click on a record To list your contacts Select Lis
155. t files are the Contacts History Queries and Popup files 7 16 1 Importing from Other Programs While particular contact manager product environments will be added in the future to this import utility the Biz Base and Act Contact manager environments are imported currently 7 16 2 Windows Configuration Windows Configuration gt Select Windows Configuration from the File Menu The popup appears with Save and switch mode with default and user settings ACE7 141 9 ACE Contact Manager 7 1 0 User Manual AH ce Windows Configuration means while usmg ACE 7 1 0 you might have opened some screens due to some urgency you need to close Ace 7 1 0 at that time You can actually save your opened screens through user settings or default settings Once you come back and open the ace 7 1 0 it opens with the same screens on what ever you were working Save With this feature you can make a particular Ace 7 1 0 Window a default setting Or user setting 1 or user setting 2 Thus this window will appear on your screen when you start the application Switch gt you can switch to any of the three settings Default Settings User Setting User Setting2 whenever you decide to set a different ACE 7 1 0 window as your load screen window Windows Configuration Create Template Print Alt I Default Settings User Settingsl User Settings Data Exchange k 7 16 3 Save Template Save Template You can create and save a new t
156. t records from the View menu The current subgroup orentire database will be listed starting with the current record Scroll through the list to move to the record of your choice To move to a specific contact record Highlight the record to move to Select Close The list window will close and the highlighted contact record will appear Select Cancel to return to the contact record from which you accessed the list To delete a record in list view Highlight the record to delete Select Delete The Record Delete Options window appears Select Current Record only to delete only the highlighted record Current Group to delete the current group of records and Entire Database to delete the entire database Select OK The record is removed from the database To calculate the sum or average of an ACE field ACE7 Select the math button on the list toolbar The Calculations window appears with the numeric fields listed Select a field to perform the calculations on Select Sum to receive a total of that field for the entire database or subgroup Select Average to receive the average for the field Total number of records in scope Select Close to return to the list 117 ACE Contact Manager 7 1 0 User Manual A ce e Use the windows copy command to copy the value in the sum or average box Simply drag your mouse cursor over the value and type CTRL C Then use the windows paste command CTRL P to place the number in a field in your
157. tandard text formats and paragraph alignments that are used throughout this users guide They are listed below ACE7 The word Selection or Select This word is used when you are to select a choice on a menu This could be with the mouse or with the keyboard Bold Type Word or characters you type For example if this users guide instructs you to type John Smith Enter you type the words John Smith and press the enter key Bold Type Button When instructed to select a button with the mouse or keyboard the button is presented m bold type For example if you are to select the Cancel button the text will look like this Cancel NOTE Notes are recognized by the word NOTE in all caps and bold face HINT Hints are recognized by the word HINT in all caps and bold face Enter When the brackets enclose a few characters the reference is being made to the key on the keyboard with that notation many times When a specific keyboard key 1s mentioned an icon of the key is shown such as the dollar sign key icon 19 ACE Contact Manager 7 1 0 User Manual p 1 5 1 Menu Bar You should always be aware of the Menu Bar and the currently available options If an option does not have a highlighted letter then it is not available This user guide terms the available options as turned on while unavailable options are referred to as turned off You can use the mouse to click on a menu or use the Menu Key combination The Menu Key
158. tart Scheduling Events Events are what ACE uses to help you keep track of information ACE is centered on Events With events you can schedule calls appointments meetings to dos follow ups anniversaries social events personal events travel plans birthdays and holidays Keep track of Events will help you get through your day without forgetting or losmg any information If used correctly your daily activities will flow more smoothly than ever before Let us schedule some events for you and Peggy First we need to look up your records If you are working your way through this Kick Start and still have a Query set we also need to get nd of tt 7 9 1 Let us look up your record e Incase your Query is still set we will turn it off Select Lookup by pressing Alt L e Select Every Record Your Query is now turned off We need to look up your record If you have not entered into the ACE Demo Contact Database then do so now e To find your contact record select Lookup This is accomplished by pressing Alt L or by clicking on the word Lookup e Select Last Name e Type your last name and press Enter You should now be at your own Contact Record Screen We are going to schedule your Birthday 7 9 2 Schedule Timeless Events e Select Schedule by pressing Alt D or clicking on the word Schedule e These events have Timeless checkbox disabled indicating it is not a Timeless event ACE7 121 s ACE Contact Manager 7 1 0 User Man
159. te item using the mouse NOTE Yes this is the screen that asks you if you wish to see it when you first enter ACE Under Preferences you could remove the requesting message if you desire When you access an event through the Time Management Screen ACE brings you to the contact that is attached to the event Once you have accessed the Time Management Screen you can go to any event by ACE7 125 ACE Contact Manager 7 1 0 User Manual A ce e Selecting the event to which you wish to go You can do this by clicking on the event with the mouse or use the Up Arrow and the Down Arrow to arrive at the event Double click on it to go to it Or you can key Enter to go to the contact for which the event exists 7 11 0 Kick Start History ACE maintains a History log for each contact database Keeping track of what you have accomplished 1s often as important as keeping track of what you need to do ACE isolates your historical record of events in a separate database associated with each contact database The History database keeps records of events as you finish them and removes them from the Events database The events database covers all databases in the organization Each database has its own History You also have the option of adding a History Log even if you did not set up an event with an ACE contact 7 11 1 Finishing an Event We will assume we have just called Peggy and she agreed to the proposal We want to log that information and
160. the Zip Field Enter Peggy s zip 91719 Then click on Zip Lookup or press Alt The City and State fields are correctly populated for you with Corona and CA The cursor should be in the Country Field There 1s a drop down menu here You can also just Start typing and the nation will be filled in for you Thus press U and the rest of USA will be entered for you Then press Tab The cursor should be in the Department Field Peggy does not belong to a Department Press Tab The cursor should be in the Email ID Field Peggy gave you her email address so enter here Peggy lifeline com Press Tab The cursor should be in the Webpage Field Enter Peggy s company s web page www lifeline biz Press Tab 108 ACE Contact Manager 7 1 0 User Manual p The cursor should be on the Work Field in the Phone Numbers section Enter Peggy s phone Number 940 555 1212 Notice the periods are inserted automatically for you This helps force a particular entry style The cursor should be on the FAX Field Peggy did not give you a FAX number so press Tab The cursor should be on the Home Field Again press Tab because you do not have this information The cursor should be on the Other Field Peggy gave you her cell phone number enter it here 940 333 1212 Press Tab Your attention should be on the Hot Contacts button If for now Peggy is on your list for keeping up with her at the top of your list then click on the check bo
161. the current contact The Current Group option will export the current group of records to the Win fax address book If there is no query set ACE will export information for every record m the database e Complete the Historical Correspondence Information as discussed above and click on the Continue button Next Win fax Pro processes this information as you instruct HINT See the Preferences menu item under Edit to determme which preferences for communication ACE is using 7 13 4 Paper Documents The Write menu allows you to utilize Form Letters When you first create a form letter using ACE the name and address merge fields are inserted mto your letter When you click on the Write menu item then in the Form Letters sub item you see the following ACE7 133 ACE Contact Manager 7 1 0 User Manual 1 98 8 Description FileName This screen allows you to browse your form letters add form letters Alt A edit form letters Alt E delete form letters Alt D copy form letters Alt O access letter details Altt T and query for letters Alt Q pick merge fields Alt F print a letter F9 and do a mail merge with your letters Alt M These functions are discussed m detail elsewhere The Write menu also allows you to print labels and envelopes The Envelopes and Labels screen as shown below is discussed elsewhere Envelopes and Labels EPSON FX 2175 winspool LPT1 Delivery Address Print Ms Tina Kay Close
162. the date after the conversion Steps to perform Change Database Structure 1 File Menu gt Database Administration gt Change database structure the below form appears click on Next ACE7 79 ACE Contact Manager 7 1 0 User Manual ACE Database Structure Chanc This Wizard will quide your through structure changes in vour ACE Client database Ho one else can use this client file while you are making changes to its structure Choose the ACE Client database you want to change the structure of TOSHIBA COMPUTER DATABASE Directory EVAceZVACEDATAMDATAAFILE3588 Records Approximate Time 4 minutes Lose Je J m0 eames 2 The form displayed below appears Click on Auto change This Wizard can check your format file and make changes to your structures based on Field Formats you have set from ACE As an Example if you had set a character field in ACE to be masked as a date this procedure can change the structure of that field to be an actual date field If you want to leave some of those fields to remain as one type but be masked as another you should skip this procedure and change the fields by yourself Auto Change Fi ACE7 ACE Contact Manager 7 1 0 User Manual 3 Here you can change the structure for each field and click on next Make changes to the fields you want Click Column Heading to Change Order we omae wr T nemo Finis
163. the sub group instantly or take more time When ACE needs more time a Status Meter pops up to show you the progress of the search The time ACE spends depends upon the fields which your query uses If you set a Query on any field listed in the choices of the Lookup menu except Memo and Key word ACE can optimize your Query In other words if you Query on any field which is indexed ACE will optimize the Query When ACE optimizes your Query the sub group is created instantly regardless of the database size 5 14 4 Special Field Rules Some field in ACE contams a formatting mask This mask allows you to type only the numbers when adding a phone number or only the numbers when entermg a data into a date field For example when you use Query by Example to search a Phone Number field do not type the dashes or parentheses or spaces Only type in the number s for which you search You can search a Date field just about any way a date field appears If you are searching a Date field of October 31 2003 in 2003 these are some of the ways you can enter this field e Oct3l ACE7 54 ACE Contact Manager 7 1 0 User Manual p e 10 31 2003 e October 312003 5 14 5 Looking up Contacts in a Query After a Query is set you can still use the Lookup command to find contacts When you use the Lookup command inside of a Query only the contacts in the query are searched If the ACE Lookup command does not find any contacts m the current Quer
164. then remove the scheduled call The way to do this is to convert Peggy s scheduled call from an Event to a History item This is called Finishing an Event First we need to view Peggy s events e Lookup Peggy s record Her events appear in the Events Display area above the memo field e 2 With the mouse click on the phone call listed for 4 00 today The call becomes highlighted e 3 Again with your mouse right click on the same event A new Events Shortcut menu appears Add Edit Delete Finish List Print Dial Move Forward Forward One Day One Week Forward Back One Day Today e 4 Select Finish from this menu with the mouse A history Record appears with the event information filled in ACE7 126 f LA ACE Contact Manager 7 1 0 User Manual Ay NI History Record e m Attached To James Jones Who AssignedTo Admin Event Phone Call v Date 12 6 2010 ja Timeless incoming Time 06 22 pm e 06 22 pm e Reoardina Completed Call 2 Memos e 5 Type The deal is set into the memo field e 6 Select Save to convert the event to a history record The event is removed from the general Scheduled Events file and added to the History Log for the database Any event can be finished in this manner but you do not have to convert an event to a history file If you do not need to keep track of past events you can simply delete them 7 11 2 Viewing the Contact History Log The Contact History
165. these power you can plan how to set up your database before actually using Ace Contact Manager Fortunately you can change your mind at any time if you find that the way you have defined fields does not accomplish what you wished The User Defined fields are displayed 13 at a time using three alternate views While you can switch instantly between views you probably still want to consider which will contam what information since only one window can be on the screen at a time The most frequently used information should be grouped together on the same view 4 7 9 ACE Basics What Are Field Types ACE field hold one of five types of information These five types are as follows Character Any alphabet number or symbol can be in this field For example ABCabc123Y a2 7 99 amp 7 Numeric Any number positive or negative with up to sixteen digits can be in this type of field The decimal point and mimus sign are included in the sixteen digits limit For example 1200 2434 23 Date Any six or eight place date can be in a date field 12 1 03 or 12 1 2003 Logical A Yes No choice or a True False choice can be represented in a logical field A True False choice is displayed as a T or F Memo The memo field holds up to 64 000 bytes of text The memo field is similar to a character field in all other respects Some fields are not defined as the field type you might expect For instance the Zip Code field is actually
166. to your word processor where you can then add color change fonts or styles add annotations and print professional looking reports in minutes The User Defined Report is similar to the User Defined List except the Report can have more than one line per contact and you have more control over the formatting of a User Defined Report If you need a single line type report you may prefer to create a user defined list instead of a report ACE7 88 Jd s ACE Contact Manager 7 1 0 User Manual Jh ACE Custom Report Ds Ace AceData rt Contact rpt po Firm Data Management Assis Mr Jon Klein Data Management Assis Email Merge ACE Contact Manager30 Mr Sandy Reynolds Sample Company4321 B Mr James Jones Sample Company Name Wk 800 555 5445 Ms Tina Kay Data Management Assis Wk 540 667 4695 Ms Pam Smith Another Company555 NH Wk EE 2 4 Mr Jack Tripper Three Company21 Main Wk Fax owes Mr Deron Warbly Game PlayersFalcon Dri Wk ae el 1 To create a user defined report 1 Select Reports User Defined Report Or If the report writer is already open 2 Type the name of the report to create Reports have an extension of RPT Replace the asterisk with a file name of eight 8 letters or numbers or less Hit ENTER or OK to create the report file Example SALES QI RPT The ACE Column Editor appears with the following areas Toolbar The Toolbar provides tools to move around in the columns A
167. trying to access e mail address information stored in Outlook If this is unexpected dick Deny and verify your antivirus software is up to date For more information about e mail safety and how you might be able to avoid getting this warning click Help E Allow access for 1 minute ACE7 97 ACE Contact Manager 7 1 0 User Manual Nokia PC Sync Connected to Nokia E63 7 Nokia PC Sync Not connected Note Synchronization with Mobile requires Outlook make sure outlook is installed before you Synchronize 5 31 0 Survey ACE7 98 ACE Contact Manager 7 1 0 User Manual Survey tool can be utilized for people in marketing sales etc for surveying their customers or clients about the products or customer satisfaction about their products feedbacks Customer Name Noreen Dunlap Company Data Management Assistance Corpor Address 1 303 North Loudoun Street Address 2 Sutea State M Country USA ZipCode m MARKETING aa esPrey Mext 1 Have you ever purchased a product or service from our website lv Wes No Modify Questions Ace users can manually add remove questions from the existing questions by selecting modify questions below the checkboxes QuestMod Question Type MARKETING Do you have any additional office s we should contact Have you ever purchased a product or service from our website
168. ts fax number and your name in the From box There is also a space for you to insert your own fax number and a message on the cover sheet 7 14 0 Kick Start Calls ACE has a built in auto dialer which dials your contacts phone number if your computer modem is attached to a phone line and you have a telephone also on that line ACE will automatically dial your calls and keep track of the time spent on the call automatically Otherwise you dial your numbers and start the timer yourself The Call menu item on the main tool bar brings up the following Auto Dialing Speed Dial F7 List Numbers Phone Call List Shift F7 History Record Creation Completed Call Attempted Call Alt A Received Call 7 14 1 Auto Dialing Auto Dialng is one convenient feature of ACE On the Call menu the first three submenu items apply to the Auto Dialing features 7 14 2 Speed Dial Speed Dial will automatically insert the telephone number of the current contact mto the Ace Quick Dialer so that all you have to do is click on Dial All the other parameters for Speed Dial are set under Modem Preferences ACE7 135 ACE Contact Manager 7 1 0 User Manual ACE Quick Dialer Activ z Dial ge7 4695 Gall Progress etLine1 DevicelD 0 etLine1 DevicelD 0 etLine1 DeviceActive True 7 14 3 List Numbers List Numbers picks up all the numbers on the current contact and give you a choice of numbers to auto
169. ual Ay Schedule an Event C Savea copy to Outlook Send Email Attach Deron Warbly Detach Event w Social Save Who 1 Cancel 13 E c E Date 06 Dec 10 idi Timeless Time 05 00 pm Ge 05 00 pm Go Regarding ae MV Private Some of the Timeless events in Ace are 1 Outlook Event 2 Birthday 3 Anniversary 4 Holiday Timeless events cannot be finished it can only be deleted 7 9 3 To set up a Birthday v ACE7 The Birthday icon is already selected NOTE If you want to change this from a Birthday to a different event you can click on the down arrow at the end of the Event Birthday sequence This will pull down a menu of icons with descriptions Double click on the event you wish to use Alternately you can press Al Down Arrow This will also pull down a menu of icons You can then use the Up Arrow and the Down Arrow keys to highlight the Birthday Cake icon line and press Enter to accept Press Alt D to access the Date section Type in your date of birthday Alternatively you can also select the calendar icon to the right of the Date area If you select this icon you can scroll through the calendar to select the correct date For detailed information see the topic on Events Iink The Timeless field is checked and the time fields are blocked out when we schedule Birthdays so you can ignore this field The regarding field is automatically filled in for you when you select
170. ule Menu Adds Events to your Calendar and Schedule Phone Call Quick Call Meeting Follow Up To Do Ctrl T ocial Personal Travel Birthday Annriersary Group Schedule Sequenced Events Fintsh Event Irnport Events From Outlook Task Ctrl E 6 1 5 Lookup menu Lookup contacts by one of many indexes and Query by Example ACE7 101 ACE Contact Manager 7 1 0 User Manual Every Record Snap Shot Company Last Marne First Mame Phone Shift F2 Shift F4 Alt F10 Ctrl H Key Word l City 2 Category 3 State 4 Street 5 Zip Code Setup Indexes First Record Last Record Reverse Query Query by Example Saved Queries Ctrl V Alt Q 6 1 6 View Menu View Contacts Events History Records and other screens List Records F5 Hot Contacts Alt F2 Links Shift F3 Time Management FZ Scheduled Events F8 History F4 Attachments Other Screen Ctrl Q Pending Alarms Past Due Alarms 6 1 7 Call Menu Dial up Contacts fast with Speed dial or log your phone calls ACE7 102 ACE Contact Manager 7 1 0 User Manual Auto Dialing Speed Dial F7 Phone Call list Shift F7 History Record Creation Completed Call Attempted Call Alt A Recerved Call 6 1 8 Tools Menu Use the Calendar or Task Manager to plan your day Daily Calendar F6 Weekly Cale
171. ur ACE data will significantly impact how you work with ACE Contact Manager and the speed with which you can find your information This User s Guide helps you create the best structure you can 4 7 2 ACE Basics What are Multiple Databases Keeping track of contacts you make and what transactions you have with these contacts is your daily concern You will have several types of contacts each day For instance you might be domg business with several different types of people suppliers customers and business associates ACE lets you keep track of a diverse range of contacts by separating them into multiple databases if you wish ACE7 25 ACE Contact Manager 7 1 0 User Manual p For instance you can separate your suppliers from your customers and your customers from your business associates The advantage to keeping multiple databases is that you can keep different sorts of contacts separate from one another without having to set queries and sub groups Queries and sub groups are ACE ways of separating contacts in a single database The disadvantage is that you will have to know which database holds which contact When a contact communicates with you and you do not know which database contains the caller it could create some hassles You will have to search all databases or guess in which database the contact resides 4 7 3 ACE Basics What are Groups In addition to the possibility of separating contacts into multiple databases
172. ur changes until one of the above commands 1s executed Print iil Complete Record The shortcut key for Print is F9 Print will print the current lst window or screen First First displays the first contact record m the database in the current index order and sub group Previous The shortcut keys for the Previous contact record in the current index order are Ctrl P and Page Up The Previous command moves the view on the screen back one contact record in the current index order and sub group Next gt The shortcut keys for the Next contact record in the current index order are Alt J and Page Down The Next command moves the view on the screen forward one contact record in the current index order and sub group Last gt Last Record Last displays the last contact record in the current sub group and current index order of the current database Add La Add Edit Client Name and Address The shortcut key to Add is Ctrl A The Add command adds a contact record to the current database Edit 4 Add Edit Client Name and Address The shortcut key to Edit is Ctrl E The Edit command opens the contact information window for the current contacts where the contact name and address information may be changed Delete e Delete a Record The shortcut key to Delete is Ctrl D The Delete command deletes the current contact record You may also delete the current group of contact records or the entire database
173. uzzle for frt ft Last Charge Tr 36 00 5 6 1 Fields Contact Information The Contact Information area of the Contact screen displays the name organization name and address of the contact These fields are shown in blue above Two individuals may be added to each contact record the Primary and Alternate individual Double click the Contact Information area to edit the Primary and Alternate individuals To view either of the individuals select the Primary or Alternate radio button as appropriate in the Contact fields area For more detailed mformation see Contact Information ACE7 39 ACE Contact Manager 7 1 0 User Manual i ACE Contact GJ File Edit Schedule Lookup View Call Tools Write Report Window Help 8x plemee i AN Bla lt lt gt gt I SA 15 mis 3 weil A Imm Imm w cm 1 165 451 23 54664 10 28 2010 5 37 pm GL bad health wise for sure 56 754 664 own shampoo 7 cut down incl face tail 50 6 11 2010 5 36 pm GL back to amp short with ms face did ok still muzzle feet infect ears 31 0 1 03 pm GL same but had to shave beard off 45 ACE Acct 1 596 GL ms hd was painting for last DentaiTx Pets name c MEER bu sen is Md stomer 1 murmer Anais Breed Jo ce 11 14 2008 9 55 pm GL same as always muzzle kd 4 2008 5 53 pm GL CAKED EYES DID MUZZLE SAME m 6 GROOM e 6 10 2008 5 49 pm GL same way big e
174. with this command It is possible to undelete whatever is deleted until the database is compressed Lookup Lookup The shortcut key for Lookup is Ctrl F ACE will search for records using the current index order A Lookup is faster than a Query Query pes Query by Example The shortcut key for Query is Alt Q Use Query to locate and group records by common field information ACE7 37 ACE Contact Manager 7 1 0 User Manual p Other Screen amp Other Screen The shortcut key for Other Screen is CTRL O The Other Screen command toggles through the three different views of the contact record Three clicks and you return to the original screen List Records The shortcut key for List Records is F5 The List Records command shows the contacts in a list format You many choose the fields to list in the window and then print this window of customized field lists Speed Dial t shortcut key to dial the phone Speed Dial is F7 Speed Dial quickly dials the contact phone number and records the call in the history file Form Letters The shortcut key for Form Letters is F3 ACE gives you a detailed list of every letter in the form letter library Choosing one moves the form letter and the contact information to Microsoft s Word processor assuming you have Word for you ACE places a note in each contact s History file after the letter has been printed Invoice p The ACE Invoices screen contains a pick li
175. x here and the check will appear This flags for ACE that this contact is Hot Your attention should be on the Phone Book button If you wish to automatically add Peggy to your Phone Email book click here Finally click on Save or Press Alt S to enter Peggy into the ACE database You have just added your first record into ACE Now add yourself by adding a new contact record and then following steps 1 through 21 replace Peggy s information with your own NOTE As you move the mouse over the ACE screen the bottom of the screen has a status bar This bar is an instant help system that follows the mouse and tells you what the current section of the screen does in which the mouse pointer is moving 7 2 0 Kick Start Changing Field Titles The ACE contact screen contams 3 sections of User Definable Fields plus Groups A field is an area that holds information Many fields compose a record A record is what we just added ACE7 109 m ACE Contact Manager 7 1 0 User Manual p t amp ACE Contact Manager Database File Edit Schedule Lookup View Call Tools Write Report Window Help zum x e griglia s n 12 0 e Pi C Akt Updated 11 26 2010 Added 11 26 2010 ACE Acct 2 Yes No1 Yes No2 I Yes No3 Yes No4 I Yes No5 Yes No6 Fri 26 Nov 10 11 57 am The Fields outlmed above are all user defined fields
176. y you will be asked if you wish to search the entire database thus turning the Query off 5 14 6 Complex Query by Example Using the Query by Example is straight forward when you are only searching for a single item in one field It is still easy to search for a few items in a few fields You just type in that for which you are searching at each field To search for more than one item in a single field require you to follow certain rules AND As you type in mformation at each field of the Query by Example screen ACE automatically uses the AND joiner between each entry This means that every condition you type needs to be met in order for a contact to be added to the sub group For example if you type 619 in the phone number field and type Poway in the city field both of the conditions must be true for a contact to be included in the sub group OR The time you can use the OR join m a Query by Example is within one field For example if you want to search the Widget filed for the colors Red Blue OR Green you can do it But if you want to search for Widgets which contain Red OR Last Name contams Smith you can not Since Widgets and Last name are separate fields in order to use the joiner OR you must use the Advanced Query See advanced Quel y 5 14 7 Operators Available in Query by Example The following operators are available in Query by Example e Equal to e Greater or Equal ACE7 55 ACE Contact Manager 7 1 0 User Manual
177. ye goobers Male Acomers Developement 2 13 2008 10 00 pm GL HIS SKIN LOOKED HORRIBLE GAVE MED BATH DID MUZZLE FOR THOSE THINGS BIG EYE GOOBERS 7 STRIP LEAVING EARS AND BROS 45 IStat interst Products bought Please double click to Edit Memo zle today but hyper same clip ae bom toe om rg roar ie lending Pickup pick up and delwery Ci Atlantic vet Chinic i seemed r 1 9 2007 9 40 pm GL SAME WAS A MESS MADE FACES 5 6 2 Fields Phone Numbers The phone number fields are displayed on the top of the Contact Information fields as shown m blue border above The phone numbers may be edited or added on the contact information screen and also may be added on the contact record edit screen Other fields in the database may be formatted and dialed as phone numbers but only these four fields can be dialed with the F7 hot key ACE dialer The ACE dialer will dial the first number displayed in these four fields For more complete information see Phone Numbers la r Gro i al L j EJ File Edit Schedule Tem mm Report Window Help B8x 9 RST Jg 918 e s 7 e Date 02 Mar 11 02 Mar 11 451 23 54664 10 28 2010 5 37 pm GL bad shape health wise for sure Fax 456 754 664 own shampoo 7 cut down incl face tail 50 863 420 715 6 11 2010 5 36 pm GL back to amp short with ms face did ok still muzzle feet infect ears Other 314 623 549 3 15 2010 1 03 p

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