Home

User`s manual

1. 21 68 Platoo contact user s manual 22 68 AR Basic data Planned events Events history Products used Additional sorting Documents Agents 1 ABC re oe e O ie Show only own e Only active project Open event Comments ContactPerzon Ok Peter Smith Contirmed Agent Picture 13 Form Client card Events history A user may search for the requested event or events by apply ng a filter If the event s already confirmed confirmation flag History is indicated a regular user is not permitted to change the event data only comments may be added thereto Products The company s communication with its partners is mainly related to acquiring or selling something Communication is mostly communication with customers own products are offered within the communication process Therefore it is important to know which essential for the company products are used by the customer such products may comprise equipment for which expenditures or regular services are required It is also good to know the essential products sold by competitors to the customer Such products shall be first described therefore a unified internal system is suggested for describing these products and entering the products under the system Aggregated additional features may be created by separate product groups which shall be available for a customer Such additional features of a product group may be for instance warranty w
2. Group Claszificator Comments H Group 1 Classificator 1 all FarentChentCode ParentClhent ame II Open Parent Picture 41 Form Customer card Additional Sorting 46 68 Platoo contact user s manual 47 68 Data Customer documents documents related to the customer the parameters are Type type of the document link file or web address FileName name of the document file with relevant search path filename with path Comment short comments to the document Location location of the document in the computer system in archive etc Customer s_agents The agnets connected to the customer the parameters are AgentName first name and last name of the agent AgentInCharge 1s the agent in charge for dealing with the customer or not 4 2 Planned events t e Ale Al e e Efe ioii Filter Agent Jom y EventType y ce gt E E Date 15 09 2003 ER p1 09 2003 E Agreement gt Tem lt fA pa a Serer eee Oe ee a H 16 09 2003 10 30 16 09 2003 10 40 ABC Lid Peter Smith Phone 123 Picture 42 Form Planned Events The parameters of a planned event Date when the event should take place Time Until time interval of the event Customer with whom the event should take place EventType which type of event will take place Subject subject or title of the event Comments comments short information the performer should know
3. Picture 2 Public Holidays Entering of customers the agents work begins by entering of his customers database this procedure 1s necessary at least regarding the current customers for ensuring the agent s flexible operating of the program customers data shall be entered pursuant to descriptions of the data spaces see customers page 31 Step 4 Entering of customers open customers form from the menue data customers by clicking the key new customer in shortcut menue you will open the form new customer by opening the form basic data will be the active form fill relevant spaces of the chart with regard to the customer by the information known the agent communicates with his customers via their contact person s therefor it 1s purposeful to describe contact persons linked to each customer see part customers page 31 and contact persons summery table of contact persons page 36 the contact persons may have different phone and fax numbers from regular office phone and fax numbers as well as own e mail address different from the office one several agents may be linked to the same customer as a result thereof different company s agents may work with different contact persons of the same customer in realization of different projects Step 5 Adding of customer s contact persons start adding of the very first contact person by filling the first row of the part contact persons of the chart basic data After completed filling of the
4. name of the holiday 3 12 Program general parameters Phone dialing external lineopening code Opening code of an external phone line may be shown here This parameter may be required to fill in case of using a home exchange PBX and its value is correspondent to the home exchange settings Used for making a call from the program TAPI added before the phone number Alternative s a Calling Card Program s parameters JO x Phone dialing external line opening code ja Documents root directory ss ever Public ocs m E mail method for mass offernngs MAFI 0 Direct MAFI E mail settings E mail message address type MARI Direct E mail setting SMTP Server smtp ourcompany com corea Picture 36 Program general parameters Documents root directory Common root directory in local network for documents related to clients If assigned then document s only relative directories will saved Gives possibility to keep document links when physical documents root directory will changed E mail settings Used for sending mass offerings via e mail also for sending e mail to client E mail method MAPI uses external e mail program Outlook Outlook Express etc Direct directly from program in this case SMTP server mailiserver address required too MAPI E mail message address type how e mail addresses will formed Depends of e 41 68 Platoo contact user s manual 4
5. In the card sending set the sending parameters MAPI how to send either each separately or as a bcc to several at once show e message creating dialog either no only first message or allways message type either indefinite default e message SMTP Microsoft s e message or FAX presumes installation of fax service max addresses per message available if multiple bcc has been selected in how to send the default value is 100 click the key send for sending the message sending of mass offering by e message will be displayed Total customers matched n total in offerings list n Do you 20 68 Platoo contact user s manual 21 68 Program operations wish to continue By clicking Yes e messages will be created and sent according to settings dialog boxes for creating e messages will be shown pursuant to settings By clicking No nothing will be sent After sending the message shows Sending of mass offering by e mail Sent m n m is the number of addresses sent n total addresses selected for ending Do you wish to confirm By clicking Yes sending of the mass offering to selected customers will be confirmed automatically by clicking No no confirmation will be done automatically For later confirmation of the mass offering open the form mass offering card entry Select by the filter only unconfirmed customers to whon sending 1s not confirmed For multiple confirmitation of the sending to all cust
6. Remove File ame CANTEMP exp html N Picture 11 Sending mass offering by e mail Confirmation of sending the mass offering is available directly within the sending process or may be done after sending in the mas offering card entry Confirmation is available separately by each customer as well as for all customers of the mass offering at once Cancellation is also available by both separately for each customer and for all customers together The customers of a specific mass ofefring may be selected by confirmation without determination of filter selections only by unconfirmed or only by confirmed ones Step 13 Sending and registering of mass offering Open the mass offering created in the menu Data Mass offering form Mass offering 4 Select from the list the mass offering you intend to send to the customers For sending click the shortcut menu key create and send the e mail offering to the customers The form sending of mass offering by e mail will open In the card creating a message fill the spaces Title text entered here will be placed to the e message space Subject or any other similar space content of message text of e message offering or presentation etc files files attached to the e message e message embeddings for attaching a file click the key open dialog will be opened for attaching the file for deleting a file from embeddings indicate the file and click the key
7. Defined clients lnquirgi Inquiry ame 1 Inquiry 1 Comments Questions Add question Delete question QuestionID Question gt 1 Question 1 Picture 51 Form Inquiries card Entry For selecting the customers Open card Determined customers Click the key Add from the customer list In the form opened Add Customers the inquirables may be marked as active customer from customer list all own customers selected customers from the csutomer list or all customers available from the customer list The inquirable customers may be limited by the terms which are only the customers having e mail address only active customers or 10 x List Entry Defined clients 1 Inguiry 1 Add row Delete row Show client Clilode Client s ame Planned atej Ingun D one b 1 Client 1 M Picture 52 Form Inquiries card Determined Customers 59 68 Platoo contact user s manual 60 68 By clicking the key OK after the selection the customers matching the selected terms will be added to the list of inquirables and the number of added customers will be notified By clicking the key Cancel the selection will be cancelled gt Add client s to inquiry iol x Selecta Active client from client list C All own clients C Selected clients from client list O All available from client list Olly clients having e mail e Only active clients Only cliente who want mazs offerings Pict
8. f cator s data by clicking the key Save V Classification of the customers by their geographical location or regional codes provides with an opportunity to subject easily sales work to the customers of any selected region by making different regional offering with no trouble etc Step 20 Description of regions cities regions Create a regional division or use the generally accepted one Open in the menue Data Cities regions form Cities regions In the card Entry enter the name given to the regional division Save A code will be created for the described division b the program For entering the next regional division click the key Next Step 21 Adding of regional division to the customer s address Open in the menu data customers select a customer the customer form with the data of the selected customer will be opened Open card basic data By clicking the selection key in the right corner of the space city region county the form cities regions will open select regional division from the list Save the changes by the key save Customer documents Client ABC Ltd ioj x Basic data Planned events Events history Products used Additional sorting Documents Agents ABC Bl Add active document to e mail Comments Picture 20 Form Client card Documents All the documents of a specific customer may be aggregated here better to say the references thereto Documents are understood
9. no Save by clicking teh key Save V for cancellation of the selection click Cancel X for removing the agent from the list click Delete Step 26 Out print of the customer data customer card for printing the data of the selected customer active the from customer with the data of the selected customer and click the shortcust menu key printer print customer card n addition to the customer s basic data the out rint also includes products used by the customer customer classification data classificators and the customer s event history event history if relevant inset is opened Search of a phone number from time to time there might ocur a necessity to find a person from the database or a customer by the phone number available if for instance a phone number is known but we do not remember the owner for settlement of such situations a phone number search is available by which the phone number will be searched amongst all customers and contact persons Step 27 Searching a person by phone number Open menu appendixes phone number search form phone number search Enter the phone number known above the cursor click the key Search the customers are displayed whose data include the phone number searched the data of the selected customer are available from the search results by clicking the key show the customer 2 3 Printing and exporting data for printing the requested data you must activate
10. as the files togtehre with their searching ways As a rule a file may be whatsoever file but mostly it is a document file The document selected 1s available from the program by a simple ckick on the key but the file s extension file type must be linked prior linking to the relevant application program as a precondition therefor Adding of a selected file to the e mail message for the customer 1s 26 68 Platoo contact user s manual 27 68 Program operations available as well Step 22 Adding of a document to the customer Open form Customer card Documents for add ng a document click the key new a systemtized file opening dialog will open select document file for saving the file n the l st of files click save v for cancelling the selection click Cancel X for removing the file from the file list click delete NB file 1tself will not be deleted ifnecessary add in the space explanation clidoccomment Step 23 Opening of a document Open form customer card documents Select the document you want to open from the list of document files Click the key Open active document Step 24 Adding a document to e mail message Open form customer card documents Select the document you want to add from the list of document files enter flag Add active document to the e mail message select requested contact person otherwise sending will be done to the office address for creating e mail message click the
11. combination Alt M Save entry indication Save Alt S key combination Alt S Cancel changes indication Continue Alt J key combination Alt J Refresh list indication Refresh Sort list indication Sort Specify filter conditions indication Specify filter conditions Copy entry indication Copy active entry Printer out print of customer list indication Customer list out print print customer card indication Customer card out print Saving of customer list to text file indication saving of customer list to text file Send e mail indication Send e mail Make a call indication Make a call Register Event Plan Even Open Client Show client ee LB E E cio Open record Open product Open Event 9 68 Platoo contact user s manual 11 68 Program operations Chapter 2 Program operations 2 1 Administator s settings Login and password For successful use of the program the user s rights of the administrator for administrating the program and the database should be granted to one more experienced user Upon initial starting of the program the administrator shall log him in by using the default administrator name sysdba and password masterkey As the first operation the administrator should give himself an unauthorized access to the program and the database for avoiding the password Determination of users and agent
12. event type or by all event types Project select from the projects either by a selected project or by all projects Only event history reporting sujected only to event history or the events confirmed it is rqeuired for reporting to indicate by which columns the report rows will be grouped data sorting and either sub totals of these columns will be calculated or not grouping by the following columns may be selected agent event type customer date contact person product group product and sub totals of these columns calculated as well Grouping sequence order s freely selectable up to 4 columns may be grouped at the same time NB Sub totals and totals are shown only in the print preview reporting may be selected either detailed with relevant rows or consolidated and showing of total number and total quantity of events over thw whole report may be selected as well the report s calculated and dispalyed in the relevant form which may be further printed 1f required for further processing with other tools the report rows may be saved in a file or copied to the cl pboard 9 9 Step 29 Creation of summary report on events Open in the menu reports Event summary form Event summary Determine filtering terms Period period of time s bjected to reporting Agent select one agent or all agents Customer select one customer or all customers Event type select one event type or all event t
13. form planned events from the event list the necessary event may be filtered pursuant to the following filter conditions agent planned events for the agent selected event type by the event type date by the date of the planned event either the events planned before a specific date at a specific date after a specific date before and after a specific date agreement as agreed term by a term like by a date Step 10 Realization of planned event source data necessary for realization of an event or actual performance in real life are indicated on the event row additional information 1s available 1f necessary by double clicking of the event selected or from shortcut menu by clicking the key customer Customer form with the data of the relevant customer will be opened Step 11 Registration of realized events for registration of the event click the key file event registration form for a realized event will be opened fill relevant spaces of the form In the form Customer card Next event the event may be realized by the program pursuant to the type of the realizable event by making a call by clicking the key call the number of selected contact person will be dialed or if non specified the office number 15 68 Platoo contact user s manual 16 68 by sending e letter by clicking the key send e mail the window for creating new e mail letter w ll be opened where the addresses of th
14. history The event history may be filtered according to the terms Show only own shows only the events related to a specific agent Only active project shows only the events related to the active project These filtering terms are summed by teh rule logic yes Products The products used by the customer and knowing of which is essential for comunications with the customer Products for this table are selected from among priorly determined products In addition to the parameters determined for the product the following may be added to the customer SinceDate the date commencing of which the customer probably uses the product UntilDate the date until which the customer probably used or will use the product this date may be used for indication of expiry for instance Together with the preceding this makes the life time of the product Adjustment and select from additional features of the product group describes the feature essential for the company regading a pair of the product and the customers Quantity the product quantity used by the customer Comments specification to the customer s product Customer additional sorting Additional sorting is selected from among available classificators the parameters are the class f cator s parameters see classificators page 35 lox Basic data Planned events Events history Products used Additional sorting Docume A 1 ABC kle Filter Group I
15. may be added by explanations In addition to the inquiry parameters the following is saved to each question Answer the answer given to the question AnswerExplanation explanation of the answer 1f such deemed necessary AnswDate the date of the answer Moving within the questions answers saved s available the answers may be edited and deleted When the customer 1s inquired 1 e the questions provided by the selected inquiry are asked and answers saved the flag InquiryMade must be marked and the results saved by the shortcut key Save NB Each inquiry row 1s saved separately regardless of the heading Upon saving the header the last row not saved yet will be saved as well 6 5 Inquiry answers The answers of all inquiries are shown in a summery table of the form Inquiry answers gt mle ale nl O Bla E Fte B nan gt E laa ff ef wf ce A Answer pecitication Inquiry 1 Question 1 1 ABC Variant 1 17 06 2003 ok 41 Picture 56 Form Inquiry answers The form includes a filter by applying of which selection of the answers matching the filtering terms is available The filtering conditions are Inquiry the name of the inquiry selected Customer the name of the customer selected Date the answer date either answered on the date or before on the date on the date or later until the date after the date or before and after the date Agent the agent whose c
16. select project must be opened in the menu settings select active project list of all active projects s shown for looking all projects indicate the flag show all relieving the link to a project is available during operating by selecting from the menu settings project not in use 9 gt gt gt if project selection is permitted for the user the project selection form shall be provided by the user while logging in the program selection of another project in staed of the project selected upon logging in or waiver from the project is available further on during the session 29 68 Platoo contact user s manual 31 68 Settings Chapter 3 Settings 3 1 Installation Program files and directories General installation directory Platoo Kontaktl default in program files directory c Program Files Program s exe file kontaktl exe subdirectory Program This directory will be shared in case of installation variant B Database file kontaktl fdb in subdirectory Data of the general installation directory Help and manuals subdirectory Program Help Language files subdirectory Program Lang Database settings kontaktl imt in the same directory with exe file if not available will be created upon first run of the program see 3 2 Database Database server Firebird 1 0 or newer Interbase 6 or newer In case of several terminals the d
17. short information which should be known regarding the inquiry The card includes a filter for searching of the required inquiry Filtering is available under the following filtering terms Inquiry the name of the inquiry searched Customer the customer in the list of inquireables selection is also available by the selection key beside the space Date filtering according to the planned date is available either the inquiries by the date or before by the date by the date or later until the date after the date or before and after the date 61 68 Platoo contact user s manual 62 68 InquiryDone is the inquiry conducted Agent by the agent conducting the inquiry the agent s customers are shown For validating of the filtering term it is necessary to mark the flag Filter and to click the shortcut menu key Validate filtering terms or to click the key Enter in the filtering element Selected inquiries and customer names as well as relevant answers will be shown on the card Entry If the inquiry is partly or entirely made the answers and explanations given to the questions are shown here too The questions asked from teh selected customer are listed here The name of the selected inquiry and the mae of the inquireable customer as well as the questions asked are shown on the card During the inquiry a questions 1s selected from the questions to be asked and the answer given by the customer is entered which
18. spaces click the key save v in the part contact persons by which the contact persons daat will be saved should the customer have more contact persons known to you start adding of the next one by clicking the key add To delete the contact persons s row click the key delete to cancel the entered data click the key cancel italic cross It is important to link an agent or agents dealing with the customer to that customer By entering a customer a link will be automatically created with yourself as an agent and pending on user s rights the agent may link the customer to any other agent Step 6 Appointing of agent for customer Specify the agent dealing with the customer in chart Agents of the from New customer upon saving the data the agent logged in as the user will be added as the customer s agent as well Should relevant user s rights have been granted more agents may be added if necessary 13 68 Platoo contact user s manual 14 68 lox Products used Additional sorting Documents Agents Afr 1 ABL oP ee al Agenth ame SgentlnChange Hohn Y Picture 3 Customer Agents Event planning As the next step even some events conducted with the customer should be entered This procedure is not necessary but gives a certain consequence Step 7 Entering of event history Should prior events been conducted with the customer these may be filed registered By clicking the key F
19. 03 En 16 43 w Confirmed Agent LontactPerzon John Peter Smith Product roup Product Group 1 Product 1 Subject and comments Warranty als Ok E Project Registrar Service 3 Hahn Picture 6 Registration of Event During registration the registrar agent or user shall add the following to teh event time and type of actual performace observations opinions on the event perfomed 16 68 Platoo contact user s manual 17 68 Program operations customers contact person with whom the event has been pefromed project in relation with which the event has been realized Resulting from this procedure the event will be removed from the list of planned events and further on this event may be seen from the event history The program provides also with the option to make mass offering This 1s a situation when an offer of similar contents will be send to the customers according to a specific indication region servicing agent etc or to all customers as well In such a case no regular event will be performed offering to many customers 1s available within practically the same time resource Mass offermg Mass offering enables registration of the same event to several customers at the same time Mass offering history or mass offering prepared may be seen from the card list of mass offering form a specific mass ofefring from the card entry of the same form lo ml re Ale ml e ax List En
20. 2 68 mail program used test to find better variant 42 68 Platoo contact user s manual 43 68 Data Chapter 4 Data 4 1 Customers Customers are in the meaning of the program the persons the company communicates with Customer data are available either from the list or as the data of a specific customer The header of the form Customers includes a filter enabling to filter the customer by the values of defined parameters customers filtering terms Filter on off by selecting the chekbox 1t may be determined either filtering terms will be considered within the customer list or not Agent the agent 1s determined whose customers will be displayed Customer name displays the customers whose name include the text in the space Relation relation type Address displays the customers whose address include the text n the space No agent displays the customers to whom no agent is connected Active displays active customers Loyal customer displays loyal customers City parish displays the customers who has been determined as locating within the administrative area Classif displays the customers who matche to sorting feature and or feature group Product displays the customers to whom the product group and or the product has been determined Appraisal displays the customers matching the appraisal Employees displays the companies where total number of employees matching
21. 68 MassEvent is the event type may be specified as a multiple mass event shows permitted use of the event type for mass offering see Mass offering page 35 available values Y yes or N no EventTypeActive is the event type used available values Y yes or N no PlannedDuration planned duration of the event type in minutes or other units agreed this is an important parameter for creating further reporting enabling to analyze the activities of sales personnel from the point of time consumption io x List Ent Code 1 e Active Description Phone FlannedD uration minutes 10 MassContact Picture 29 Form Event Types Entry See also Customers page 31 Planned events page 33 Event history page 34 Administrating rights are required for changing 3 8 Work plan settings Sale results of teh agents may be set by this form in which case the number of event minutes fulfilled will not be considered any more in calculation of basic salaries A corresponding number of minutes is given to such a maximum sale result should an agent achieve the said sale result he she has automatically fulfilled the event minutes plan The job plan may be used for monitoing the basic salaries earned by the agents Max sale and minutes loj x From_date Minutes Mar_sale Picture 30 Form Job plan settings Used for the report 5 5 Calculat on of salary rates of the agents 3 9 Own company data program lice
22. Aqui a Question 1 NE al 28 Answer 1 dueston 2 a Arsen 2 Question OoOo a AREWET 3 E I il Sho i Clients f Ao of answers NumDf nswers Pl Cuestion 1 Variant 1 Picture 58 Form Inquiry answers summary selection Num of answers 63 68 Platoo contact user s manual 65 68 Demo version Chapter 7 Demo version For introduction of the program Platoo Contact the program s demo version may be installed This enables you to get in details aware about the program s abilities and 1ts suitability for you before purchasing For this reason all abilities of the program are opened in the demo verison you can try all actions available and become convinced in suitability of the program as a tool for you Restrictions have been established regarding the scope of certain data Restrictions of Demo version The number of customers and the scope of event histry are restricted n the programs demo version max mum number of customers 25 maximum number of contact persons total 50 max mum event history 100 Users code and password required for running the program After installation of the demo version user name is sysdba and password is masterkey Change of administartor code is suggested after first run of the program see Change of user code page 27 For testing the program as a regular user you should not log n as the administrator but rather as another
23. CONTACT MANAGEMENT PROGRAM PLATOO CONTACT USER S MANUAL www platoo ee Tallinn 2003 Contact management program Platoo Contact user s manual Copyright O 2003 Platoo All rights reserved Any part of this document may be used only with reference to source Event management program Platoo Contact user s manual Info support platoo ee Platoo contact user s manual 3 68 Contents Chapter 1 Introduction and Principle Defntions ii A A A I 1 1 MUM OCU ON sche lease O eh O ans Cael Ds canada 7 1 2 Principle DENIA een 8 Chapter 2 PEO SAM OPENS ee ee Eee 11 Zed Administr GS PUM OS 5265 OIR A E O OO ins 11 Zi Dio NI SCL S OPCIONS euer een 12 A ss ee ee ERDE 12 Step 2 NA esta 12 Step 3 Description of state and public holidays ococccoooooooooormommms sm o 12 Sep Entering of CUSLOMICLS ie 13 Step 5 Adding of customer s contact PersODS cccccccccnnnncnnnnnnnnnnonnnonanonnnnnnnnnnos 13 Step 6 Appointing of agent for CUSTOMET ccccccccnnnnnnnnnnnnnoncnnnnnononnnonanonnnnnnnonnos 13 Step 7 EME OL SV ENE MSN ei 14 A else 14 Step 9 SelECUMNG Ob planned ev CIN ae 15 Step 10 Realization of planned rd 15 Step 11 Registration of realized eventS occcccccccccncnnnnnnonoonnnnonnnnccnnnnnnnnnnononnos 15 Step 12 Creating and looking of mass O erIN8 occccccccncnnnnnnnnnnnnnonnnncnanncnanoos 17 Step 13 Sending and registering of mass O ETIN8 ccccccccnncnnnnnnnnnnnn
24. Contact person the customer s person with whom the event will take place Agreement is the event priorly agreed or not Address the customer s address Phone phone number of the customer or the contact person Fax fax number of the customer or the contact person E Mail e mail address of the customer or the contact person Agent the perfomer of teh event from the company Term final term when the event shall take place Planner teh agent who planned the event Seen by Agent the agent s note on being acquainted with the planned event Project the project within which the event s planned ProductGroup Product product information related to the planned event 4 3 Events history The parameters of event history ID the unique code of the event 47 68 Platoo contact user s manual 48 68 Agent the agent who realized the event CustCode the customer s code with whom the event has been realized Customer name the customer s name with whom the event has been realized Date when the event took place Time the event time EventType which type of event took place Confirmed event confrimation Subject subject or title of the event Comments comments short information regarding the event OfferingID the unique code of mass offering related to the event Contact person the customer s person the event was subjected to Project t
25. Copy result to clipboard 5 2 Salary rates of agents 157 Calculate Save Fl ioj x Period 01 05 2003 En 30 06 2003 En Agent John Only confirmed events FriorPerS ale PlannedUnits DoneUnits E ventsCount Salar Aate Adi John 0 00 1 010 i A 4 1 000 ESTE Picture 47 Form Salary Rates of Agents The report Salary Rates of Agents is purposed to considering their event related job within salary calculation of the agents Within reporting the following is considered 54 68 Platoo contact user s manual 55 68 Reports agents basic salary agents sales for the prior period see agents page 26 event scope of the period see Event history page 34 Event summary page 37 job plan settings page 29 The parameters appliacble to creating may be selected by filtering Filtermg terms are Period period of time set by dates Agent agent whose events are subjected to reporting either by the agent selected or all agents Only confirmed events only event history or confirmed events are subjected to reporting The report 1s calculated and shown in the relevant form and may be printed out 1f required For further processing with other tools the report rows may by saved in a file or copied to the clipboard 55 68 Platoo contact user s manual 57 68 Inquiries Chapter 6 Inquiries 6 1 Overview each company has from time to time a necessity for reasearch of the mark
26. D 3 GEN _USERSK_USERID 1 ELIGAR_ELIGRIG_GEN 1 RLSSSIPI_KLTID_GEN 1 ELIDORUM_ELIGORID_GEN 2 ELIENTE ELIRODD_ GEN 1 ELUVEONTAIRONTAETID GEN 2 ELIEISIR_ ELIRISIRE 000 GEN 2 ELITOODE_BLITOUDEID_GEN 1 RONTSET_RONTAETID_ GEN 4 RONTONE RON TAR TLIRE OOD GEN an KYSIMUS Fr slMUSID_GEWN 1 EY SITLUS_ Fy SITLUSID_GEN 1 RYoOYMAR_ EMAS TUSMARID GEN 2 LINN YVALO LINN YALDROOD GEN 1 PROJERT PROJID GEN 2 TOOTEOG_TOOTEID_GEN 1 TOOTEGR_TOOTEGRID_GEN 1 GEN_OMALIS4 LID 0 GEN_FERMTTE_ID 0 E Cancel Picture 28 Automated code generation oo Mm Soh See e es Ss mio i ls cs 3 7 Event types one of the main ideas of the program is specification of events by their types administrator or a user with bigger rights level 3 5 describe event types which will be used within the work the description of an event type should base on compliance with real life suggested event types may be a phone call making of offering customer visit etc the following event types may be exemplified phone offering visit reception mass offering event types are the ground for sorting of planned events and event history in reporting parameters of event types Code the unique code number of the event type filled automatically Name name of the event type seen by a regualr user short description Certain parameters must be also determined for event types 37 68 Platoo contact user s manual 38
27. E O neh vests vgn E 33 Platoo contact user s manual 4 68 3 0 Changing of user S PASS Word rnr enn inn EEE Ea EA AOE 35 3 0 AUIOWAUC COC ES ana E E 35 De Te TEVONU 0 9 lt gt CODAE PRO PEO E E T ledeaee nalts 31 IS WO DIaN Se LIDO ee een 38 3 9 Own company data programi lens aii ee 38 3 10 Pro es O RE ne er 39 3 11 Public MOM GAY Ss ernennen 40 3 12 Program general Parameters tala a a S 41 Chapter 4 Dita ia 43 Male US OMAC uo a E ate oats santo nna aaa ue nance aa eaenen 43 4 2 Fr VAIO MA IO 47 yx Events DISTO eonen aa atdad ME 47 4 4 Products serie ae setae een 48 4 5 Classificators additional sorting of the CustoMmerS sssesesccceseeceeeaeeeeeeens 49 NS A ted aes be dutch cea eeeenen nee 49 4 7 Contact persons summary table of contact Persons cceeeeccceeseeeeeeeeeeeeeens 50 AO SC MICS Fe C1ONS COD 50 Chapter 5 REDOT ee set oaths na O EA het at E ae A E ce 53 IL Evente Summary see een 53 Step 29 Creation of summary report on eVentS ccccccccccncnnnnnnnconnnnnononnnnnnnnnnnnos 53 IS ARE A eb E A 54 Chapter 6 A ee 57 A DW E EE IAEE I E A I E TTE vee PC On E eee ee ee 37 02 ISA HOR OLEIAQUI do 31 os QUESOS ne ee ne Re ee eee 57 Step gt 30 Cr quon of quests riada ad 58 0 ON GUCHING Nguyen ee EES 58 Step lC rednom SL Nguyen 58 Step 92 CONGUCIING MUI a 60 O INQUIETA 62 6 6 Summary report on Inquiry ANSWETS ccccccccccccceeceeecaeeeeeessessseeeceseueesceeea
28. Filter Name Agent vr cies y EN Active Yes gt JobTite Client active Yes gt Peter Smith ABU Ltd 011434 563 peter aidef qh Manager Diana Flower ABC Ltd Picture 43 Form Summary table of contact persons 4 8 Cities regions countries ES List Entry CitvPanshCode CipPanshHame Country lD Country J Tallinn 1 Estonia K Picture 44 Form Cities regions For sorting the customers by their location there is the feature City region available where administration division may be described by cities and regions for instance Actual regional division may be done differently if so required 50 68 Platoo contact user s manual 51 68 Data inii List Entry CountilDy Country od Estonia Picture 45 Form Countries 51 68 Platoo contact user s manual 53 68 Reports Chapter 5 Reports 5 1 Events summary Events summary is a report on event history see Event history page 34 which may be created on both numerous and quantity bases both planned and registered quantities The parameters used for creating may be sorted by the filter Filtering terms are Period period of time set by dates Agent the agent on whose events reporting will be done either by a selected agent or by all agents Customer select from the customers either by a selected customer or all customers EventType select from the event types either by a selected
29. S ISO ee ee eher 21 Form Client card Fvenis hisiory scene 22 Form Product groups card En din 23 OM Product Card ENU y tai 23 FORM Client Card Products Usd o aci 24 Form ClassiliCalOrs GLOUp an 25 Fora Classiicators card listan ee nina 25 Form Classificators Card EOI 25 Form Chent card Documents a2 222 eines 26 Porm Client Card Agenten 21 Database tata tdo 32 POTASA E ch teat real A ethene E 32 Form Agents Basic Sala iia 33 POMAR ea 33 Rorm Users Eny dices 34 Password chanoino didlo io da 35 Automated Code Sener li n ae tia 31 Form Event Types EDI ac ee 38 Form Job plan seitin98 nie ee 38 Form COMA SAL a soa cee ee ee ehe 39 Bor ROU CCS IR een ee 39 Form Projects Privater een 40 Menu Settings Projects cn eek iii 40 Public holidays esse 41 Programi eneral para ad 41 Por Customers busto 43 Form Customer card Basic Datasets een ag 44 Form Customer card Planned events oooccoccccnccnnonconoconoccnnnconecinacconeconiconcnanos 45 Form Customer card Planned Event oooccocccnnccnncconoccnnoconoccnnncnnnoconoconiconarcnnncos 45 Form Customer card Additional SortIMg oooooonnnnnncnncnnnnnnnnnnnnnnnnnnnnnccnnnonnnnnnos 46 Form ADEE Eye N Sna een 47 Form Summary table of contact personNS oooonccccccccncnnnnnnnnnnnnononononnnannnnnnnonanonoss 50 bs TAE Te 50 Platoo contact user s manual 6 68 Picture 45 Picture 46 Picture 47 Picture 48 Picture 49 Picture 50 Picture 51 Pi
30. and Next question gt gt 60 68 Platoo contact user s manual 61 68 Inquiries os 4 Ask the question enter the answer given by the customer in the space Answer If required explanations may be entered in the space Explanation For saving click the key Ok For canceling click the key Cancel For deleting the saved answer click the key Delete Select next question When you finished with the selected customer mark the inquiry conducted mark the flag InquiryConducted Don t forget to save the changes by clicking the shortcut menu key Save ES List Entry Inquir 1 lnquiry 1 Client 1 Client 1 PlannedD ate En TF InquirnDone Question Question 1 Answer Want Specification C E Cancel Delete lt gt one pelin d 1 e option me 1 gt 06 003 Picture 55 Form Inquiring card Entry Inquiries together with the customers determined for them are shown in the form Inquirmg card List The following data 1s given regarding each inquiry customer pair 9 9 9 InquiryID the unique code of the inquiry InquiryName the name given fro the inquiry CustCode the code of the customer to whom the inquiry was subjected to CustName the name of the customer to whomthe inquiry was subjected to PlannedDate the date planned for the inquiry InquiryConducted show 1s the inquiry with the customer conducted or not Y yea N no InquiryComments
31. atabase server full database server installation and program s database files are installed in main computer and variant A Program s client files exe file manuals and language files are installed separately for each terminal only this version is available in broadband network Internet variant B Program s client files exe file manuals and language files in main computer these are common shared for all users terminals suitable in case of a fastly operating local network easier to install updates Installation of Additional terminal variant A install a database server client n the terminal if not installed already install Program s client files n the terminal Installation of Additional terminal variant B install a database server client in the terminal f not installed already create a separate catalog in the new terminal create shortcut for exe file in main terminal to indicate the catalog priorly created in the terminal as a shortcut operating catalog Language selection Upon first run of the program user interface language selection dialog is shown depends of languages installed After every user can separately select or change preferred language menu Appendixes gt gt Select language 3 2 Database settings Database settings form s displayed only when no setting made or when settings are bad before first opening of the database first start after installation In th
32. be mass offering content too entering the customers recepients of the offering click the key add from the customer list You can indicate the senders in the opened form adding customers to offering either active customer from the customers list all own customers selected customers from the customers list or all customers available from the customers list x The number of customers added to the offering may be limited by conditions as follows only customers having e mail address only active customers After the selection made the customers maching the selected conditions will be added to the list of recipients by clicking the key ok by clicking the key cancel the selection made will be cancelled For adding a specific customer from the list given click the key add row the form customer selection will be opened from where you can select the required customer For deleting a specific customer from the list click the key Delete row action confirmation form confirm will be opened by which intentional deleting of a customer from the list is avoided Is possible to manually separately for every mass offering client select contact person as recipient Creating and changing of a mass offering 1s available in the form Mass offering card Entry During the creation the offering itself will not be created meaning the contents of the offering but the customers who will receive the offering will be selecte
33. cking the key Relate The relation already created may be cancelled by clicking the key Cancel relation The columns having no relevance in the source file will be filled automatically during the import or left blank On the form s next card Control it must be marked either availablity of similar entries in the database will be controlled by Code or Name upon importing the source data or not and either a warning will be shown upon finding similar entry or not By the keys lt lt Previous and Next gt gt you can move from card to card within the form the action may be cancelled in whatsoever stage by the key Cancel By clicking the key Finish on the card the import procedure will be commenced Step 34 Product data import into database Prepare a text file with the data to be imported Open in the menu Settings Data import Products Selection form of product groups Product import opens select product group For importing a certain type of products select the relevant group and confirm the selection by clicking the key Ok Click Cancel for cancelling the import Further actions are similar to those described in the step Customer data import into database see Customer data import into database page 47 8 2 External phonebook Phonebook is understood in the mean ng of this Platoo Contact as a separate database of the persons companies or individuals from which the customer data may be used within the program s database 1f so re
34. cture 52 Picture 53 Picture 54 Picture 55 Picture 56 Picture 57 Picture 58 A A atte iueastecsweainses 51 Form Vents SUMMA 54 Fomm Sdlary Rates or es 54 Dorm ores card us 57 Form Questions Cand EM sea es 58 PORN Oues nons card litoral 58 Form lnguines Card EDY anal 59 Form Inquiries card Determined CUStOMETS ooooccnnnnnnnnnnnonncnnnonenononcnnnnnconananeonos 59 Add np Customers TOSUN E Velen 60 Fonn nguin Card List seen 60 LORA ua Card EMY sia 61 Korn Inquiy answer ae email 62 Form Inquiry answers summary selection CustoMerS ooooooooononoccccnnnonononnnos 63 Form Inquiry answers summary selection Num of answers 63 6 68 Platoo contact user s manual 7 68 Introduction and Principle Definitions Chapter 1 Introduction and Principle Definitions 1 1 Introduction Application area of the Program The purpose of the program creators is to provide with an effective tool for the areas related to communication Therefor 1t s especially useful in the areas where regular communication with persons 1s required and this communication process 1s required to be managed and monitored for instance performance of sale work performance of inquiries and research credit monitoring etc Communication activities can be easily planned and monitored by using this program For instance within the sale work the Program enables to create a list of potential customers and their contact persons an
35. d and other parameters related to the event will be determined During the offering the following must be indicated time of offering by date and time agent making the offering if the offering is prepared by the user who is not an agent he shall select an agent to whose account the offering will be made event type provided by the procedure enacted in the company for the offering clarification of the offering add the customers subjected to the offering Adding of customers may be done by selecting a specific customer from the customers list or by selecting maching customers to certain indications from the customers list 18 68 Platoo contact user s manual 19 68 Program operations ioj LliCode Cli ame CityParish Al Picture 9 Dialog Select Client The selections available from the customers list are either active customer from the customers list all own customers selected customers from the customers list or all customers available from the customers list The selection made may be limited by two conditions only customers having e mail addresses e mail address available from the customer avoids sending of the offering to the customers having no e mail address and only active customers the customer added is active avoids sending of the offering to the customers not active anymore SS client s to offering oj xj Selecta Active client from client l
36. d to add users for the program from among the existing agents who may be the company s employees for instance The agent who uses the program is a user for the program The users are the persons who have been provided with an access to the program under user s password and password and permitted procedures have been determined by the user s level 9 9 9 7 68 Platoo contact user s manual 8 68 For instance the program users may be sale agents and in addition thereto also the administrator and the sale manager having more rights than regular users The users work with customers who are the company s customers but who can also be partners suppliers or other similar persons the company communicates with Own customers may be specified for each agent and several agents may deal with the same customer as well The communicators of the customers are the customer s contact persons one customer may have more than one of those Different reports may be created with regard to both planned events and event history Tools for keeping of information on essential products related to the customer attached to customer data creation a list of documents related to the customer as well as differing grouping availabilities of the customers have been developed as additional options Requirements to computer Operation system MS Windows 95 98 98SE Me NT4 2000 XP Vista Windows7 Software requirements in case of older MS Wind
37. d to amend this continously indicate any information related to the customer to customer data such as principle competitors for instance plan events or contacts with customers see the events planned with the customer see the customer s event history analyze events and data related thereto conduct inquiries among selected customers potential customers analyze inquiry results and other similar information fix products and their sale stage etc Using of the Platoo Contact provides the sale persons with an oportunity to overview their work and the sale manager with an oportunity to overview the sale persons work These available overviews enable on their turn to adopt resolutions necessary for sale work and to plan the sale activities Brief description The program is mainly targeted to planning and registration of communication events with reagrd to each communication event the other side thereof will be saved the customer date and time of the event event type such as telephone visit etc Time planned event conducting agent customer s contact person s etc In addition to a simple event events targeted to many customers at the same time have been considered as well such as offering made to a selected group for instance mass offering Regular use of the program by many users within compter network is available An administrator will be appointed for the program and the database who shall be entitle
38. e classificators may be filtered by clicking filter according to the filtering terms Group the group within which a classificator falls select from priorly determined groups Name by a part of the classificator name 4 6 Mass offering By mass offering the same event is described for multiple customers offering with the same contents and sent at the same time the parameters of a mass offermg ID the unique code of the mass offering filled automatically Agent the agent who sent the mass offering Date sending date of the mass offering Time End Time sending time period of the mass offering EventType the event type of the mass offering Confirmed confirmation of the mass offermg action offering ended or done Subject subject or title of the mass offering Specification comments to the offering or content of mass offering ProductGroup Product specify product information related to the mass offering Project project related to the mass offermg Registrar agent who registered the mass offermg Units planned number of event units Each offering has a list of recipient customers on the list row CustomerCode the unique code of the recipient customer of the mass offering CustomerName the name of the recipient customer of the mass offering ContactPerson if assigned offering will sent directly to contact person Confirmed the mass offering as an event withi
39. e database settings form the administrator determines 31 68 Platoo contact user s manual 32 68 Server name or TCP IP address of database server computer in network Protocol selection from different network protocols default and suggested TCP IP Database name of database file together with search path considering the database server Advanced settings Port TCP IP port set only when nodefault port is used Character Set preferrable program language for database connection ISO8859 1 is default and suggested Database settings l _ Oo x Server Protocol localhost TCP Database E S Program Files Flatoos Kontakt SD ataskontakt fdb e Cancel Advanced settings Picture 22 Database Settings 3 3 Agents Upon first running of the program 1f the users and agents tables are blank an user with database administrator s rights can login with default username sysdba and password masterkey ask password from your system administrator when is s changed The administrator shall create agents first determines the company s employees to whom user names and primary passwords will be given as well ages TA List Entry Basic salary Sales Code FirstName SurmameName Telephone Fax a Picture 23 Form Agents List the program s user name is given for an agent see 3 4 Users enabling the agent to use the program while l
40. e sender and selected recipient are prefilled taken from e mail settings sending of e mail or making a call s available in the whole form customer the phone number dialled or the address of the e mail will be selected by the program pursuant to the focus or availability of phone number or address of either the customer s office or the contact person selected all the events planned for the agent may be seen by him in the form planned events filtration of the event list s available by applying the filter for search of required event from the selected event row it is possible to go to the customer s data by double clicking or by clicking the key customer Client ABC Ltd aj xj Basic data Planned events Events history Products used Additional sorting Documents Agents 1 ABC ee cod o _ New 2 Open 7 Show only own Time JEndDate End Tine Event ype Agreement ContactPerzon Subject Co di John 16 09 2003 10 30 16 05 2003 10 40 Phone Peter Smith 123 gt Picture 5 Events planned to customer Registration of events The Customer s event history is registered The procedure is performable when the forms Planned Events Customers Customer or Summery Table of Contact Persons are opened by clicking the key File Event Event Registration Form will be opened then x il el O E Client EventT ype ABC Ltd Phone Date Time EndD ate EndT ime 17 06 2003 En 16 39 17 06 20
41. ecify event types projects f such intended to use own company s data Both event types and projects may be naturally changed and added during the operating by the user s having relevant user s rights Own company s data are changeable if necessary as well except the company s name because the program s license key is linked thereto 11 68 Platoo contact user s manual 12 68 Licence key its entering The license key provided by the program developer or distributor A license key may have timely limitations or not License key shall be entered into the form company s data spacing program s license key In case of timely limits the validity term date 1s required to be entered into space license expires Additional licence keys can be after in case of growing of users count purchased and entered to the program NB The program s license key is strictly linked to the company s name 2 2 User s operations Logging n The program is developed as user based For operating the program and its database the user shall log him in Logging in shall be done in the form Log in Login Platoo Kontakt xX User Password DR Lancel Picture 1 Logging form Logging off the program is available by exit program The user who is initally logging in should change as the very first operation his password provided for him by the program administrator This s first of all necessary
42. eeess 63 Chapter 7 DA einr 65 Chapter 8 Data import and external 8 810 8 21 010 6 een 67 8 1 Data MP auslesen ee 67 Step 33 Customers data import to database oooonnccnncnoncnononcnnnoncnnnnncnnnnanonos 67 Step 34 Product data import into database ccccccccnnnooonnccnnnnnnnnnnnnnanccnnnnnoss 68 82 le Merial PhonebooR ar eos 68 4 68 Platoo contact user s manual 5 68 Picture 1 Picture 2 Picture 3 Picture 4 Picture 5 Picture 6 Picture 7 Picture 8 Picture 9 Picture 10 Picture 11 Picture 12 Picture 13 Picture 14 Picture 15 Picture 16 Picture 17 Picture 18 Picture 19 Picture 20 Picture 21 Picture 22 Picture 23 Picture 24 Picture 25 Picture 26 Picture 27 Picture 28 Picture 29 Picture 30 Picture 31 Picture 32 Picture 33 Picture 34 Picture 35 Picture 36 Picture 37 Picture 38 Picture 39 Picture 40 Picture 41 Picture 42 Picture 43 Picture 44 Illustration Index Logs Io Mae 12 O eg 13 Customer Arena 14 Form Customer Planned event Card occcoccccncccnnccnnoconioccnnncnnoconccnocononaconcnnconinns 14 Eyents PlannetT1o lt usiomer ea dba 16 RESTA Of Even a sei 16 Form lass O fier os Elsass 17 Form Mass offenne ENU Veson ee 17 BIG oyeme ls so Glial arene eens wane err er 19 Dialog Add Clients tO OCA ae 19 Sending mass offering by e mall oooooooooooooooocccccnnccnnnnnnnnnnnnnnononononananannnnnnnos 20 SFO E Ve DI
43. erent inquieries an excellent overview of the planned events and event history within the project s available as well as the agents included therein and the project s state and conditions in whole such an approach 1s especially useful for receiving project management backfeed and for making decisions required in course of the project upon creation of a project 1t must be indicated as active or in progress upon completion of a project the flag active must be removed Step 28 Description of projects for description of the project s open menu settings projects form projects data of all projects are shown in the form s card list for adding a project or changing the data open the card entry for adding a new project click the shortcut menu key new fill the psaces ProjID is filled automaticcaly ProjName give a name for the project ProjComment additional clarification of the project ProjURL link to project related materials Active 1f the project 1s in progress indicate 1f the project under completion remove the flag default selection is not indicated officephonel and officephone2 office phone numbers linked to the project for the booked phone station module ourphonel and ourphone2 internal phone numbers linked to the project for the booked phone station module for saving the project data click the shortcut menu key Save for selecting or changing an active project during operating the from
44. ers Limited user level 2 approach to own data is only permitted such as change delete of own events and change customers Beginner user level 1 or lower approach to own data is only permitted the user may plan register only own events as the agent add change only own customers to a certain extent later may change only unconfirmed events Database server administrator named sysdba always exists has always maximum rights Required for activating users making version updates etc Lit Entry UserLogin UzerFirstH ame Users ur ame Server user JOHN John Activate Level Agent Peer High 3 Jen y ___Desetivate Delete from server Default project Service W Project selection available Change password Validate Picture 26 Form Users Entry Activating user Giving access to program for user requires activating user in database server This can be done by pressing button Activate When user with same name doesn t previously exist in database server password for new user will asked too Deactivate disables user s access to program or even to whole database server when flag Delete from server is checked Validate validates user s access to program and to database server For activating deactivating users database server administrator s sysdba password is required User preferences Parameters that user can change menu Settings gt gt User preferences Open clien
45. es inquiies o List Entry Defined clients Inguuin ID Inge arme Inguir Comment E Inquiry 1 Picture 48 Form Inquiries card List Inquiry data are shown in the form Inquiries cards Entry and Determined customers 6 3 Questions Questions are used within the inquiries see Inquiry creation page 39 Inquiry conducting page 40 Inquiry answers page 42 Creation of questions as well as developing possible answers and naswer versions thereto 1s the most essential stage n creating and conducting of inquiries Question parameters are 57 68 Platoo contact user s manual 58 68 QuestionID the unique code of the question filled automatically Question question text unique Answer type select from the answer types available which are Vebral Yes No Integer Numerous fractional figur Date Select one option AnswerOptions the answer options in case of the answer type Select one option Step 30 Creation of questions Open in the menu Inquiries Creation Qustions form Questions Open card Entry for entering a new questions click the shortcut key New enter the question s text in the space Question select from Answer type the required type of the answer Ifthe answer type Select one option selected enter answer opitions for adding the answer option click the key New for saving the key Save V save the question by clicking the key Save V in the shortcut menu Re
46. et or customer satisfaction for instance The program provides with special tools for conducting inquiries within such reasearches for successful conducting of an inquiry its questions should be created considering the purpose of the inquiry which will be asked from the customers inquired possible answers and answer versions should be considered carefully wheras this enbales to conduct the inquiry as smoothy as possible 6 2 Creation of Inquiry The inquiry parameters are InquiryID the unique code of the inquiry filled automatically InquiryName the unique name given to the inquiry InquiryComments comments to the inquiry Questions the questions included into the inquiry DeterminedCustomers the customers to whom the question 1s subjected Parameters of the DeterminedCustomers are CustCode the unique code of the inquirable customer CustomerName the name of inquirable customer PlannedDate the date planned for inquiring the customer InquiryHistory the flag shows is the inquiry has been conducted with the customer Each inquiry consists of the questions selected from among priorly prepared questions The customers are determined for each inquiry who will be subjected thereto and from whom the answers to the inquiry are expected Upon including a customer into the inquiry the date may be planned when the customer will be inquiered Inquiries list is shown 1n the form Inquiries card List
47. ficators group Save For entering the next classificators group click the key new Classificator groups Ioj x List Entry Comments a Picture 17 Form Classificators Groups Open in the menu data clasificators from classificators ox List Entry Filter A Group Group 1 Description ID Description Group AppendixCode Comments Group i Classificator 1 Picture 18 Form Classificators card List Describe the classificatory on the card Entry Save For entering the next classificator click the key New nx List Erro uun n ID Description 1 Classificator 1 Group Append Code Group 1 Comments Picture 19 Form Classificators card Entry 25 68 Platoo contact user s manual 26 68 Step 19 Customer classification by a classificator open in the menu data customers select customer customer form with the data of selected customer will be opened open the card additional classification For adding a clasificator click the key new the row subjected to enetring 1s indicated with a asterisk Fill the spaces Group when clicking on the space a selection key appears in the right corner of the space select the classificators group Classificator when clicking on the space a selection key appears in the right corner of the space select the classificator Comments comment if necessary Save the class
48. for own security interests See changing of the password in the part User s password changing page 27 Hereinafter the user 1s deemed an agent user meaning an user to whom an agent has been linked Each agent has own customers to communicate For communication with these customers the agent shall plan events and conduct these events Step 1 Starting Start the program by double clicking the icon Platoo Contact or by clicking the Start menue Step 2 Logging Log the program in Enter your user s name and password and click button OK State and public holidays There are many places in the program where a specific date for the planned event or any other purose may be selected from the calendar form To avoid any falling such a date within a holiday it is suggested to describe annually such holidays comprising a free day this 1s especially important in case of describing floating holidays which dates are different from year to year The date described as a holiday is indicated bold in the calendar Step 3 Description of state and public holidays Open data from the menue Public holiday form Public holidays Open the chart Entry to add a holiday push the button New and fill the spaces date within which the holiday falls and name of the holiday save 12 68 Platoo contact user s manual 13 68 Program operations Public holidays Ioj x List Entry Date 3 01 01 2003 Holiday name New Year
49. g default marked ColumnNames shows the column names according to settings either from the header row or enumered Columnl Column 2 OEMtoANSI coding from the standard OEM to the standard ANSI MS DOS gt MS Windows The card Source file has the fields for naming the importable file file may be selected by the Open dialog as well Permitted file types are text form data files having the regular extension txt tabbed text and csv comma separated Preview of the first 20 entries of the source file is shown according to the parameters set On teh card Column matching the data columns of the source file are linked to the relevant data rows in the program s database Control of the importable data 1s described on the card Control Step 33 Customers data import to database Prepare a text file with the importable data Open in the menu Settings Data import Customers Selection form of the customer classificatory is opened Customer import select classificator For data import of certain type of customers select the relevant classificator and confirm the selection by clicking the key Ok For using no classificator or cancelling the import click the key Cancel The form Confirm will be opened showing the message Customer import Classificator not used ok For continuing the import click the key Yes for interrupting the key No Upon continuance of the import the form Customer import will be opened The file name together wi
50. he project within which the event falls Registrar the registrar of the event Units event history measure according to those specified in event types ProductGroup Product product information related to event 4 4 Products Product groups The products groups are designated for sorting the products by certain similar features Product groups are described by the parameters ProductGrID the unique code of the product group filled automatically ProductGroupName the name given for the product group Comments comments given for the product group may be also used for adjusting the group AdditionalFeatures a specifif feature assigned to the product group which s essentail link for the company between the products of the group and a specific customer for instance warranty which values are different lengths state and condition of the product s sale process with reagrd to the customer the values should be offered will be decided sold etc Products The parameters describing the products ProductCode the unique code given for the product filled automatically ProductName the name given for the product Product group the product group s code within which the product falls Manufacturer the manufacturer of the product CodelnStock the product s code in an external database stock accounting for instance ProductConsMaterial code of the main consubable for the product etc Comment
51. hich expiration or other terms may vary for different product groups or products state and condition on customer s hand which may be in case of bigger projects or sale of equipment the state and condition of the product after sales etc Step 15 Description of product group group products based on common features describe product groups Open in menu data product groups form product groups on the card entry enter the name given to the product group and other data for using additional features of product groups a system must be developed at first what 1s useful for the company to describe as an additional feature of a product group should it be decided that such an additional feature 1s a warranty provided for a product group the additonal feature 1s named warranty different warranties may be described within spaces of additional features therefore click the key New and describe the warranty for instance 1 year and save for describing the next waaranty click New and describe for instance 6 months etc For saving the product group s parameters click Save on the shortcut menu For entering the next product group click the key New 22 68 Platoo contact user s manual 23 68 Program operations ox List Entry Perret rr errr rr rrr ris ProductadO ProductGrouph ame 1 Group 1 Comments Additional feature name waranty Additional features a Description Pictu
52. ile Event the program opens the form for registration of the event Enter here actual event time event type add comments if necessary and save by clicking the key Save Registered events are available from the chart Prior events then the agent starts to plan events only with own customers the program supports also planning of several events for one customer at the same time and planning by different agents for the same customer such a necessity may occur for instance if periodic events have been agreed with the customer for maintenance of some equipment or if different departments of the company need to communicate with the customer such as sale service etc Step 8 Event planning Open menu data Customers form Customers Open form Customer by double clicking or by clicking the key Open customer SA al el ts AE Chent Event ype ABC Phone Date Time EndD ate End ime Term 16 03 2003 En 10 20 16 03 2003 En 10 40 19 09 2003 En Agent ContactPerzon Agreemen John Feter Smith e Yes ProductGraup Product a a te 2 Group 1 Product 1 ae Subject and comments 123 Project Planner Service John A e Seen by agent Picture 4 Form Customer Planned event card 14 68 Platoo contact user s manual 15 68 Program operations Spen Plan event in the form Customer chart clicking the key New in the card next event prepares a new card for adding a new event fill the spaces the planned e
53. ist C Allown clients C Selected clients from client list O All available from client list Olly clients having e mail e Only active clients e Only cliente who want mazs offerings Picture 10 Dialog Add Client s to offering List of customers added to the mass offiering may be adjusted by adding or deleting a specific customer Mass offerings are shown in event history analogically to other events registered but the recipient customer of each mass offering is shown on a separate row Actual sending of a mass offering should be precedeed by creation of the offering itself the offering may be provided within the files attached to e letters and or as the text of the e letter When the offering is developed relevant files and or texts are available the mass ofering can be sent to the customers selected this procedure is conducted in the form sending of mass offerings by e mail The offering message intended to be sent to the customer is created in the form card create a message the title is given subject text of the message created and embeddings given files links Technical and sending parameters for the e mail are set in the same form s card Sending of message 19 68 Platoo contact user s manual 20 68 Sending of mass offer by e mail ol xj Creating message Heading New version available Content Alternative Content Text From File File Hame CATEMPS11 htm Files Add
54. key Send e mail in the shortcut selection menu Customer s agents agents communicating with the customer is required to be determined for the customer as a rule one agents communicates with a customer but there might be projects in the company within which several agents operates the same customer agents of different departments of the copany may communicate with the same customer as well as with different contact persons of the same customer it is important to specify either the agent is in charge for the customer relations or not there might be more than one agent in charge separate agents in charge for different operating directions in case of the same project only one agent is in cahrge for the specific project see also agents page 26 Client ABC Ltd Ioj x Products used Additional sorting Documents Agents ar 1 ABC l os Agent ame AgentlnCh ange al Hohn Y el Picture 21 Form Client card Agents Step 25 Adding an agent to the customer Open form customer card agents For adding an agent click the key New the row indicate will be added to the 27 68 Platoo contact user s manual 28 68 list Click on space AgentName a selection key appears in the right corner of the space click the selection key the form Agent selection is opened select the agent indicate in the space Agent In Charge 1s the agent is in charge for the customer relation Y yes N
55. n Aqreemen lJ ohr E Peter Smith e Yes ProductGroup Product 2 i n te Group 1 Product 1 Naben Subject and comments 125 E Project Planner Service a John W Seen by agent Picture 40 Form Customer card Planned Event Date Time until the date and time planned for the next event time may be given as an interval and if this is used the expiry time of the planned interval is shown in the space EventType which event type is planned select from the event types priorly determined Agreement Yes No Indefinite is the planned event priorly agreed or not Term for determining of the final term for the event 45 68 Platoo contact user s manual 46 68 Contact person the customer s contact person for the planned event Agent the agent appointed for realization of the planned event but the agent must be priorly determined for the customer dealing with the customer Agent notified indicated by the agent 1f he she has been notified about the event planned by any other agent Subject subject or title of the event Comments short message about which the agent should be aware regarding the event Planner the agent who has planned the event Project the project regarding of which the event 1s planned ProductGroup Product product information related to the planned event Events history the events realized with the customer are shown here See also 4 3 Events
56. n event history of the specific customer is confirmed done 49 68 Platoo contact user s manual 50 68 4 7 Contact persons summary table of contact persons Contact persons are the customer s party of the event One or more contact persons may be linked to one customer Parameters of contact person ContactPersonName first name and last name of the contact person CustCode the customer s code linked to the contact person Customer name the customer s name linked to the contact person ContactPersonTel the phone number of the contact person ContactPersonTel2 the second phone number of the contact person ContactPersonFax the fax number of the contact person ContactPersonE mail e mail address of the contact person ContactPersonComments comments to the contact person ContactPersonOffice the office of the contact person ContactPersonA ctive is the contact person active or not IdentityCode the identity code of the contact person if known MassOfferingsOk contact person agrees to get mass offerings Summary table of contact persons Display of all contact persons of all customers enables searching for a specific contact person by his her name or other features Customer direct link to the customer see Customers page 31 Register Event registration of event see Event history page 34 Plan Event planning of event to contact person Elie lmfe ele al ej Bl e ax
57. nables to locate enumeration after data import deleting of a large scope of entries or starting of enumeration from a certain number for instance Unique codes generated by counters Counter Description AGENTK AGENTKOOD GEN Agent s code ID GEN KONED KONEID Call ID reserved for telefone excange interface KLIGR KLIGRID GEN Group ID of classificators KLASSIF1 KLIID GEN ID of classificators 35 68 Platoo contact user s manual 36 68 Counter Description KLIDOKUM KLIDOKID GEN Dokument ID KLIENTK KLIKOOD GEN Client ID KLUKONT JKONTAKTID GEN Next planned event ID KLIKISTIK KLIKISIKKOOD GEN Contact person ID KONTAKT KONTAKTID GEN Registered event ID KONTLIIK KONTAKTLIIKKOOD GEN Event type ID KYSIMUS KYSIMUSID GEN Question ID KYSITLUS KYSITLUSID GEN Inquiry ID KYSVVAR _ KVASTUSVARID GEN Answer version ID LINNVALD LINNVALDKOOD GEN Region ID PROJEKT PROJID GEN Project ID KLITOODE KLITOODEID GEN Client product ID TOOTED TOOTEID GEN Product ID TOOTEGR TOOTEGRID GEN Product group ID GEN TOOTELISA ID Product addition ID GEN RIIK RIIKID Country ID GEN KAMETID AMETID Job title ID 36 68 Platoo contact user s manual 37 68 Settings Automated code generation 0 x Courter value AGENTE_4GENTEOOD_GEN 2 GEN_EAMETID_AMETID 1 GEN_EONED_ ROMEO 0 GEN_RIIE_RIIEID 5 GEN_TOOTELISA_I
58. nces Adminnistrating rights are required for approach Company s parameters FirmName the name of the company using the program full name is suggested for use NB FirmName is attached to the licence key Address company s address Postal code postal code of the company s location CompanyRegNo registration code of the company in official commercial register Phone fax phone and fax numbers of the company 38 68 Platoo contact user s manual 39 68 Settings E mail e mail address of the company WWW address of the company s webside CEO firstname CEO lastname first and last name of the company s manager Program license key indicate here the license key received from the program provider License expires this space is filled only in case of a timely limited license key relevant date 1s available from the provider togther with the key but only in case of a timely limited key OK for saving the data Cancel for cancellation of the action Entering dialog of own company s data and the license key pwn firm s particulars i Ioj x Firm ame ABC Address Fostallode Telephone FirmRegh co Email AAA LEO_firstname LE _surmame EEE IE Programs licence key pe Licence expires Cancel _ Picture 31 Form Company s data 3 10 Projects projects are useable for sorting of the planned events and the event history List of projects ol x List Entry P
59. nnnananncnnnnos 20 Step 14 Looking of registered events event history ooooccccccconnnnnnoncnnnnss 21 Step 15 Description of product grOUP cccccococccnonnnonncnnnnnnnnnnnnnnnnnnnnononcnnnnonanonoss 22 SteP 16 Product Desenplion nu He 23 Step 17 Adding of products to the customer data ccccccccncnnnnnnnnoncnnnnnnanonnss 23 Step 18 Description of classificators for classification of customers 25 Step 19 Customer classification by a classIfICAtor ccccccccoooncnnnonoccnnnonanonoss 26 Step 20 Description of regions CItIeS TOglONS oooooooononccccnnncnnnonnnonanonnnnnanonnos 26 Step 21 Adding of regional division to the customer s address 26 Step 22 Adding of a document to the CuUStOMET cccccccnnnnnnnnnnoconnnonocnnnnnnnnonoss 27 Step 2 3 Openmns Ol adocimen ee era 21 Step 24 Adding a document to e mail MessSage oooonccccncccnnnnnnnnnnnnonncnnnnnonnnnnss 27 Step 25 Adding an agent to the CUStOMET ccccccccccceeeeeeeeeaeeeeeeeesseeeeeeeeeas 27 Step 26 Out print of the customer data customer card nee 28 Step 27 Searching a person by phone number ooocccccnnnnnnnnnnnnnnnnoncnnnnnonanonnss 28 2 3 Printing and EA unse ee 28 LSO ECO PELOS dica 29 Step 28 DEser pLLON Ol PLO CCUG een 29 Chapter 3 DEINES ee A ee 31 A ne tnndina dees Aide esi cole soiaeds E 31 3 2 Database se lines ee He He 31 KAPEI as 32 A o RO Oo EEE EE
60. o x Basic data Planned events Events history Products used Additional sorting Documents Agents ABC me A Open product Frombiate UntiDate Ounanttl Comments Warranty 7 year 22 05 2003 22 05 2004 1 an H 1 Product 1 Picture 16 Form Client card Products Used ageregate list of the products added to the customer data is shown in the form customers list of products per each customer data on a product or a couple of products is desplayed 9 9 9 Product group the group of products where the product linked to the customer falls ProductCode the unique code of the product ProductName the name of the product Adjustment and the additional feature of the product group and its value in case of the product customer pair CustCode the unique code of the customer CustomerName the name of the customer FromDate the initial date of the product use UntilDate expiry date of the product use Quantity the quantity of the products at the customer s hand Comments observations regarding the relation between the product and the customer The form includes a filter by which maching customer and product pairs can be selected pursuant to the filtration terms Te filtration terms are 4 9 9 9 agent agent s code from the selection customer customer name from the selection product group name of the product group from the
61. ogging in the user the agent assigned to the user s activated automatically Agent parameters Code unique code of the agent number filled automatically First name first name of the agent employee Last name last name of the agent employee Telephone office phone numebr of the agent Fax fax number of the agent E mail e mail address of the agent Address postal office address of the agent Agent active 1s the agent active Gives possibility to keep non active agents events 32 68 Platoo contact user s manual 33 68 Settings history without deleting them OurLinel OurLine2 phone numbers reserved for telephone exchange interface Basic salary amount of basic salary determined for the agent from a certain date not necessary to use see illustration lolx List Entry Basic salary Sales 1 Agent 1 Picture 24 Form Agents Basic Salary Sales sale results of the agent for a certain period may be saved here settings for report 5 5 salary rates of agents see also 3 6 job plan settings Sales of the agent for prior period s ET o List Entry Basic salary Sales 1 Agent 1 Picture 25 Form Agents Sales 3 4 Users Program users their rights and logging codes as well compliance with agents are determined in the users table User s parameters features UserLogin the unique code of the user necessary fo
62. omers click the key confirm all list of event history registered events Step 14 Looking of registered events event history there are two options from the form event history or from the form customer card prior events open from the menu data event history form event history lolo le Ale al el el Events history x Filter Agent John y EventType y Client y E z Date 16 06 2003 E i 22 06 2003 E ContactPerson E Project Pr Registrar Po y Confirmed Ves y Agent ClentName Date Time EndDate _ EndTime EventType Confirmed Subiect Comments John ABCLtd 16 06 2003 15 15 16 06 2003 16 00 Meeting Y John ABC Ltd 17 06 2003 1639 17 06 2003 16 43 Phone Y Warranty Ok A E H 4 Picture 12 Form Events history the requested event may be filtered from the event history according to the following filter indications agent events realized by the agent selected event type by the event type customer by the customer the event has been subjected to date date by the period of time when the event occurred contact person by the customer s contact person project the events occurred within the project selected registrar the events registered by the registrar selected event history confirmed or unconfirmed events may be selected 9 gt gt The events already occurred are also available from the form Event History or the form Customer card Prior Events
63. ows especially Windows 95 Common Controls Library comctl32 dll version 4 72 or newer together with MS Internet Explorer IE 4 01 or later see also Microsoft knowledge base article 186176 In case of Windows 95 Windows Socket 2 Update s required available from Microsoft s website MAPI compatible e mail communication software for sending e mail TAPI compatible software for making calls Hardware processor may be at least Pentium 100 MHz or faster operative memory RAM not less than 16 MB screen resolution suggested as 800x600 points or more free space in hard disc at least 30 MB need for free space on hard disc depends on location of database as well either the database is in terminal coputer or elsewhere in server 1 2 Principle Definitions Clarification of keys Planned events indication Planned events Customers indication Customers Exit indication Exit program Alt F4 key combination Alt F4 Close Window closes active window Ctrl F4 First entry mdication First Prior entry indication Prior Next entry indication Next Last entry indication Last EEEE seus 8 68 Platoo contact user s manual 9 68 Introduction and Principle Definitions New entry indication New Alt U key combination Alt U Delete entry indication Delete Alt K key combination Alt K Change entry indication Change Alt M key
64. peat the actions for entering the next question lox List Entry Question D Question 1 Question 1 nsmerType One selected option Answer options t X Answer ption al Yanant 1 Harian 2 a Picture 49 Form Questions card Entry The questions already existing are seen in the questions list form Qustions card List lox List Entry Questioni L Question I Question 1 One option Answer Type Picture 50 Form Questions card List The same question may be used in several different inquiries also in the inquiries conducted at different times 6 4 Conducting inquiry Step 31 Creation of inquiry For conducting an inquiry create the inquiry of priorly described questions and select the 58 68 Platoo contact user s manual 59 68 Inquiries customers to whom the inquiry will be subjected to For adding questions open in the menu Inquiries Create Inquiries form Inquiries Open card Entry For adding anew inquiry click in the shortcut menu the key New enter the name of the inquiry in the space InquiryName write short description of the inquiry in the space comments For adding questions click the key Add question the form Select questions will be opened select the question for adding by clicking the key OK the question selected will be added to the inquiry by clicking the key Cancel the selection will be cancelled or 4 List Entry
65. quired For instance the CD Phone directory The precondition for appearance of such co existance is constructional compatibility of relevant data list with the program s tools Contact the program s technical support if interested 68 68
66. r logging in possible to select from list of existing database server users so is possible to share users with other programs databases using same server First name first name of the user Last name last name of the user Level the level of user s rights 0 5 User s rights are growing by increase of the level number Agent user as a agent connecting of the user to an agent 1s required for a regular user level of user rights 4 or lower Project selection permitted 1s the project selection pemitted for the user see Projects page 29 Agents connected to a regular user select from the agents table see Agents page 26 Default project a default project may be determined Program administrator s rights are required for changing the users table 33 68 Platoo contact user s manual 34 68 Ranges of user s rights levels The user r rights level 1 5 determines the user s rights in using the program and database Description of the user s rights according to the user s levels Program administrator level 5 all procedures exept database server s administration are pemitted Advanced user level 4 approach to the users table and database as well as to settings of automated codes is prohibited changing of other agents data is permitted Exporting data is permitted Average user level 3 approach to own data is only permitted such as change delete of own events and change delete custom
67. r of the contract signed with the customer PaymentDays the due days agreed Discount the discount rate agreed Bonus is the customer associated to the bonus system provided by the company or not Loyal customer is the customer a loal customer or not 44 68 Platoo contact user s manual 45 68 Data Appraisal appraisal of the customer Comments to customer for entering the comments Employees_no number of the customer s employees Revenue the customer s annual revenue MassOfferingsOk client agrees to get mass offerings Planned events The place and time of the events planned with the customer and other necessary information is shown here The events planned by other agents with the customer may be shown as well see also 4 2 Planned events Client ABC Ltd O x Basic data Planned events Events history Products used Additional sorting Documents Agents ABC o rf Ene amp open sida Peter Smith 123 El Picture 39 Form Customer card Planned events New starts new event planning Open opens selected planned event in separate window Filter Show only own shows only the events planned by the agent for the customer Planned event The parameters of the planned event 1544 el El TE Client Event ppe 1 ABL Phone Date Time EndD ate EndT ime Term f 6 09 2003 Ea f 0 30 f 6 09 2003 E 0 40 f 4 09 2003 Ea Agent ContactPerso
68. re 14 Form Product groups card Entry Step 16 Product Description e n List Entry Lode Description 1 Product 1 ProductGroup CodeStock Group 1 J 5 3233 4 Active Manufacturer Expendable ABC Price Sales Tas Price T ax Unit 100 000 100 00 Comments Picture 15 Form Product card Entry Open in the menu data products from products describe the product on the card entry save for entering the next product click the key new Step 17 Adding of products to the customer data Open in the menu data customers select a customer form customer will be opened with the selected customer s data Open the card products used For adding a product click the key add the row subjected to entering 1s indicated by an asterisk Fill the spaces Product name by clicking on the space a selection key appears in the right corner select the product then the space ProductCode will be filled by the program From date Until date enter the period during which the customer uses the product 23 68 Platoo contact user s manual 24 68 Quantity enter the quantity Comments comment if necessary Adjust and select for the product one additional feature described for the product group whereas the space Adjustment is filled by the name of the additional feature of relevant product group the selected value of the additional feature is filled into the space i
69. rol Prot ame FrolLomment FroUAL AE Projekt 1 Y Picture 32 Form Projects List 39 68 Platoo contact user s manual 40 68 Project parameters features ProjID the project s unique code filled automatically Pro NAME the name given for the project active project 1s currently used ProjComment short description of the project Proj URL location of the project related electronic materials extphonel externalphone2 reserved for external exchange interface ourphonel ourphone2 reserved for external exchange interface Projects OE ES List Erro ma E Pro Proj ame 1 Projekt 1 e Active Fro Comment Fro UAL ExtTell ExtrenalT el UurTell OurT el Picture 33 Form Projects Entry project may be activated in the main window menu settings Settings Data Reports Inquiries Contact types Agents Work plan settings User preferences User s password change Users Projects Active project selection Mo use of project Picture 34 Menu Settings Projects Permitting of project use see Users page 26 3 11 Public holidays Description of public and national holidays s available n the program 40 68 Platoo contact user s manual 41 68 Settings Public holidays u Of x List Entry Date Holiday name 01 01 2003 AECE Picture 35 Public holidays Holiday parameters Date the calendar date of the holiday Holiday name
70. rsons Hame JobTitle Phone Phones Fax EMail Comments Aactye lden lt EREMU Manager 0 1234 569 peter sldef gh Y ao a Diana Flower Y ae 4 d CodeStock Contractio FapmentD ays Discount T Bonus Y Mass offerings ok fi 4351 21 34 I Loyal client Comments on chent Appraisal a Good Revenue Employees court Pa Picture 38 Form Customer card Basic Data PropertyForm the customer s ownership form selection from Property Forms list RelationType relation type Client or Partner RegistryNo the customer s registration number in official commercal register Address Street house Village the customer s address as of street no or village City parish the customer s address as of city or region County the customer s address as of country Postal code the customer s postal code Address 2 secondary usable when postal and office addresses ane different etc address Customer added date the space filled by the program shows the date when the customer was added to the database Phone the customer s office phone number Phone2 the customer s second office phone number Fax the customer s fax number E mail the customer s e mail address Contact persons the customer s contact persons see contact persons CodeStock the customer s code in any other program used in the same company such as stock accounting or any other database ContractNo the numbe
71. s comments given to the product ProductActive product 1s active Price price of product without sales tax SalesTax sales tax Price Tax price with sales tax Unit main unit of product Only the products matching filtering terms can be displayed on the product list s card 1f the filter checkbox is indicated Filtering terms are Group product group select from the product groups described 48 68 Platoo contact user s manual 49 68 Data Name a part of the product name ProductActive only active products or all Filtering terms are summed by the rule logic YES 4 5 Classificators additional sorting of the customers Classificators are useable for additional sorting of the customers for instance by activity areas competitors etc Classificators groups Classificators are divided into groups which parameters are ID the unique code of the classificator filled automatically Name the name of the classificators group Comments comments to the classificators group Classificators The parameters of the classificators used for primary sorting of the customers are ID the unique code of teh classificator filled automatically Name the name of the classificator Group the classificators group a classificator falls in AddCode code in an external database Comments comments to the classificator for additional describing Within the classificators list th
72. s The program is useable by registered users The administrator shall specify and register the users and if necessary connects the user to the agent Pursuant to the program ideology there are four types of users program administrator program user who 1s agent program user who is not agent database server administrator sysdba In the meaning of the program an agent s the company s employee who directly conducts communication events like a sale agent An agent will be specified within the program but this does not provide the agent with any access to the program The administrator shall specify a user by the agent data and link this user to the agent Program access will be granted for the agent via the user In addition to the agent users the company may have employees who do not directly conduct communication events but do manage administrate such events Such an employee will be provided with user s rights but specification of any agent for him 1s not necessary Necessity to link users and agents pursuant to the user s right level User s right level Agent specification 0 primary level necessary primary level necessary 2 average level necessary 3 average level necessary 4 high level necessary 5 high level administrator s rights not necessary Necessary initial settings For taking the program into use 1t 1s also neccesary to determine and sp
73. selection product a product from the selection value of additional feature the value from the selection date initial date and expiry date quntity the quantity of the product at the customer s hand either a fixed quantity or less fixed quantity fixed quantity or more less than fixed quantity more than fixed quantity or less and more than fixed quantity Classification of customers For systematic organization of communications with the customers classification of customers is available by the codes established by the company and by the customers groups whereto additional classification may be added according to the location see Cities 24 68 Platoo contact user s manual 25 68 Program operations parishes Countries In order to use the said classification classification features must be determined and then these grouped classification features essentially depends on the company s business area s and customer database Classification features may be for isntance business areas of the customers size of the customer within its business area One or several classificators of a classificators group may be linked to each customer Step 18 Description of classificators for classification of customers Group the customers by common features describe groups of classificators Open in the menu data classificators groups form classificators groups On the card entry enter the name and comments of the classi
74. t when registering new event when registering event open automatically related client Default arent filter for data to show only own agent data as default customers 34 68 Platoo contact user s manual 35 68 Settings events contact persons etc or all available from the user s level 2 Reset child window sizes memory child windows sizes are default remembered by program This command restores default sizes all child windows should be closed before 3 5 Changing of user s password A user may depending of user s rights program may ask database administrator s password too change own password for logging in if needed Stages of changing password entering of old password valid password the space for a new password is available by the key enter fthe old password was correct enter new password and for checking enter the new password once again User JOHN Cancel Valid password zz New password men UF Mew password zz ee 4 control Picture 27 Password changing dialog Click OK for saving the new password new password will be saved if checkings will result positively Click Cancel for interrupting the action See also users page 26 3 6 Automatic codes Administrator s rights required for approach This counters are used for automatic setting of the codes used within the program generation Automatic codes are generated as default This form e
75. th ts search path 1s required to be given in the form filed 67 68 Platoo contact user s manual 68 68 Filename either a type the file name with the search path or b open the Open dialog by clicking the selection key in the right corner of the filed by which the file may be selected Preview of the file entries first 20 entries is shown in the form part Source file contents Setting of the separators required for recognising the entries and fileds of the data file for separating and displaying of the data 1s available in the form Import from file name which opens by clicking the key File format Preview of data entries and fileds is shown in this from according to the settings Attention Should the data file be scopy a waiting time may occur which length depends on the configuration of the computer size and location of the file On the next card of the form Column matching the source file columns must be related to the relevant columns available from the program s database The sequence number and name of the source file s columns are shown in the list Source file columns from where the relatable column of the source file must be selected Names of the destination columns are shown in the list table Column matching column Destination column In this table the destination column relatable to the selected column of the source file must be selected marked The relevant columns will be related thereafter by cli
76. the from including these whereas if the shortcut menu includes the key print or the main menu has an active window row print printing the data from this form is permitted the same applies to export of data to a text file during both printing and exporting to a text file a selection is available for the user regarding the data rows subjected to printing or exporting the relevant selection from selection of printed rows or selection of exported rows is displayed directly by clicking the relevant key or selecting relevant task from the menu the rows subjected to printing or exporting are indicated by asterisk before the row Form data Printing Export to file Data selection Customers i Customer T Contact persons Planned events Event history SP 28 68 Platoo contact user s manual 29 68 Program operations available via customer card customer card or summery event report 2 4 Project operations Projects may be described within the program whereby setting of the program according to the actual operating process of the company s available determination of the project currently linked to is available for each user as well as either the user may change own linking to the project s or not in case of such settings activities of a specific user will be automatically linked to the project he she has been assigned to by determination of filtration terms for diff
77. the term determined Revenue displays the companies where annual revenue matching the term determined Save date displayes the companies saved by the date matching the term determined Filtering terms are summed by the rule logic YES Customers list The list includes the customers whose parameters are matching the filtering terms cl me Rel A E o amp O aja Jal x Filter Agent Jchn y Client name abe Relation Client y m No agent Active Yes gt Loyal chent I y Address Classif Poo H Poo Ej City parish po Ej Product Po A po Appralzal I y Employees gt Revenue gt o SaveD ate gt y IE cl b 1 ABC Ltd 14351 A Street 33 Talin 12313 Estonia 011 434 567 011434 568 abcdef gh Picture 37 Form Customers List 43 68 Platoo contact user s manual 44 68 Customer basic data Code the customer s unique code filled automatically Name customer s name unique S vi lol al ale Jal xi Basic data Planned events Everts history Products used Additional sorting Documents Agents Lode Mame FropertyFom Relation Type 1 ABC Ltd m Client e Active Address street house village City parish Postallode Country a Street 33 Tallinn 12313 Estonia Address 2 streethouse village Lity parish 2 Postallode 2 Register o Phone Phone Fax E mail Clent_ added date fo 1234 567 fio 1234 568 abo def gh fi 6 06 2003 Contact pe
78. try Filter Agent John Confirmed m Date E E ID Agent Date Time_ EndDate EndTime EventTypefConfimed Subiect PERE John 17 06 2003 15 00 17 06 2003 15 01 Offering N Picture 7 Form Mass offering List Step 12 Creating and looking of mass offering Open menu Data Mass offering form Mass offering card Entry alo x List Entry ID Date Time EndD ate Endlime Event ppe 3 17 06 2003 En 15 00 17 06 2003 En 15 01 Offering Agent Project Registrar John Sales John Confirmed Subject and comments New version avilable ProductGroup Product Product 1 Clients Add row Delete row Adding from client list A Show client Filter Confirm Cancel Confirm all Cancel all unta 1 ABC Ltd Peter Smith N Picture 8 Form Mass offering Entry 17 68 Platoo contact user s manual 18 68 By clicking the key New a new card with blank spaces will be opened Fill the card s spaces os 4 For date enter the date when ofefring is made time enter the time when offering is made agent 1f your are an angent the space is already filled if not enter the agent to whom acount the offering is made event type event type indicated as a mass offering confirmed remain not indicated at the beginning of the creating subject subject or title of offering specification comment the mass offering this can
79. ure 53 Adding customers to survey For adding a customer to the list created click the key Add row the form Select customer will be opened from where the required customer may be selected By clicking the key OK the selected customer will be added to the list of inquireables and notice will be given that 1 customer has been added By clicking the key Cancel the selection will be cancelled For deletion of a customer from the list click the key Delete row the form confirmation of action Confirm will be opened by which incidental deleting of the customer is adoided Enter the inquiry date in the space PlannedDate of each customer Based upon the inquiry created conduction of the inquiry may be commenced Step 32 Conducting inquiry For inquiring under the inquiry created open in the menu Inquiries Inquiring form Inquiring In the card List select the inquiry and the customer the inquiry is subjected to Searching of the required inquiry customer pair is easier by applying the filter which will be used according to the filtering terms by filtering the matching inquiry customer pairs SL sox List Entry Client E Filter riquiry ngur M _E EL E Done No Agent ered el nip enter gt 7 1 1 1 Picture 54 Form Inquiring card List Open the card Entry Select the question which will be asked from the customer you can move within the questions by using the keys Prior question lt lt
80. user see Users page 26 Additional informat on http www platoo ee 65 68 Platoo contact user s manual 67 68 Data import and external phonebook Chapter Data import and external phonebook 8 1 Data import The program provides with special tools for import of the following data customers and contact persons products Cities parishes countries Importing s available from a text file prepared to the sufficient extent The following parameters may be set reconciled by import settings LineEnd end feature of the data row entry selec from none lt none gt carrier return CR line feed LF pair LF CR pair CR LF default value is CR LF LineWidth length of the data row entry in characters permitted interval is 1 default value is 100 useable when the row length of the source file is fixed with no row separator StartFromRow number of first data row entry to be imported from the beginning of the file permitted interval is 1 default value is 1 row skipping from the beginning of the file 1s available FieldSeparator separator of data fileds in entry select from none lt none gt tabulate TAB comma semicolon ja colon default value is TAB Stringseparator additional feature of text field in entry select from none lt none gt upper quotes apostrophe default value is HasHeaderRow has the imported row a header select fla
81. ustomers are observed Question the question selected Answer by the answer given Regarding the answer InquiryName the inquiry within which the question fell 62 68 Platoo contact user s manual 63 68 Inquiries Question the question to which the selected answers is given CustCode the customer s code who answered the question CustName the customer s name who answered the question Answer the answer given to the question AnswerComments comments to the answer if deemed necessary 6 6 Summary report on Inquiry answers The answers given to the inquiries made may be later analysed The answers given to the questions included to teh inquiry will be analysed and analyse results may be shown by both the customers and the number of answers given Up to 3 question answer pairs may be analysed at once but analysis are also available over the inquiries being applied to all questions answers involved The customers who answered by a certain way to certain question s certain inquiry Inquiry answers summary loj xj riquiry lIniyd Question 1 Questioni eal Answer i 3 Po y Question 2 e Answer 2 H Po y Question 3 fe Po Answer 3 H Por 2 Ho of answers Count of cliente 1 an 1 Chent 1 Picture 57 Form Inquiry answers summary selection Customers Number of different answers to the question asked Inquiry answers summary l oj x
82. vent will be saved by clicking the key ok clicking the key cancel will interrupt the event planning clicking the key delete will delete the planned event selected The agent with primary level rights can plan events only with own customers he can see and register only the planned events and event history of own customers The agent or user having average or higher level user s rights 1s entitled to plan both own events and events for other agents with the precondition that the agent 1s linked to the customer whose events will be planned A user with more rights may see the events planned by other agents and their event history by growing rights the user will be entitled to plan events for other agents as well as to see and register the events planned by other agents and their event history Such planning is essentially useful in such cases if the call to customer will be received by a secretary or any other agent The event planner shall retain his rights to planning until the target agent has been acquainted with the event Level of user s rights l 2 3 4 5 Right to see planned events own ownand ownand ownand own and others others others others Right to plan events own ownand ownand ownand own and others others others others Right to register event history own own ownand ownand own and others others others Step 9 Selecting of planned events For seeing the planned events open menu data planned events
83. ypes Project select one project or all projects Only confirmed events a report only on event history or confirmed events 48 53 68 Platoo contact user s manual 54 68 Select the submission of the report columns lst column grouped to calculate sub total 2nd column grouped to calculate sub total 3rd column grouped to calculate sub total 4th column grouped to calculate sub total 155 Lalculate Frint Save iT ET Feriod 01 05 2003 En 30 06 2003 E Agent John Groupable columns Intermediate sums Client eI 1 1 Event type T u EventType agent El u Project A 3 x i Only confirmed events 4 ar e Total amount Show details PlannedLnts 30 1 45 P Meeting John Offering Jahn 1 2 Picture 46 Form Events summary Select by marking the flag show details either detailed reporting with event rows flag marked or consolidated reporting with no event rows flag not marked Select by making the flag total either total number and quantity of events will be calculated flag marked or not flag not marked For creating a report matching the terms selected click in shotcut menu the key count the resulting report is shown in the same form for printing the report click the key Print print preview will be opened for saving the report rows in a file click the key Save for copying the report to the clipboard to the key

User`s manual

Contents

Download Pdf Manuals

Related Search

Related Contents