Cheryl in New Orleans Chris in Springfield Dana in Portland STATS
Contents
1. Proprietary Information of Lifetouch National School Studios Inc Reminder All appointments tasks and contacts created in STATS will not automatically sync with Outlook All these settings must be configured properly to sync these items in STATS with Outlook These settings should be already configured when you log in to STATS 3 When you are done updating the External Device Settings click on the Save icon S3 lt External Device Settings Device External Information Store x xX Export Options Entity Synchronize Auto Add Appointment IV IV Contacts Iv Iv task Iv Iv Category STATS V Always Add Duplicate Records V Never remove deleted or unmarked items from the external store 4 The External Setting View refreshes and reflects the updates lt lt External Device Settings 5l Save Device External Information Store Export Options Entity Synchronize Auto Add Appointment IV IV Contacts IV Iv task IV IV Category STATS V Always Add Duplicate Records M Never remove deleted or unmarked items from the external store Synchronization 10 January 2004 Confidential and Proprietary Information of Lifetouch National School Studios Inc Synchronize to STATS Master Database and Outlook for Laptop Users Users with the Mobile Client To synchronize to STATS and Outlook you need a connection to your network or the Internet Best Practice Due to your laptop configur2. not want or need access to sales data for Michigan So instead of having to load and synchronize the entire STATS database which would take hours each salesperson only needs to load and sync his or her own slice N Cheryl s slice Cheryl in New Orleans Synchronization 2 January 2004 Confidential and Proprietary Information of Lifetouch National School Studios Inc Synchronize with Outlook You can synchronize Appointments Tasks and Contacts in STATS with Appointments Tasks and Contacts in Outlook Contacts Tasks and Appointments STATS gt Outlook Tasks and Appointments To synchronize Outlook with STATS you need to e Set Up STATS Category in Outlook e Configure External Device Settings in STATS Reminder While Appointments and Tasks will synchronize back and forth between STATS and Outlook Contacts will only transfer from STATS to Outlook Contacts will not load from Outlook into STATS Synchronization 3 January 2004 Confidential and Proprietary Information of Lifetouch National School Studios Inc Set Up STATS Category in Outlook To synchronize with Outlook you need to first create a new category called STATS in Outlook 1 Open Outlook by double clicking the Microsoft Outlook icon on your desktop Microsoft Outlook 2 To create a new category in Outlook click on the Edit Menu and select the Categories option Inbox Microsoft Outlook f iol x File Edit Yiew Favorit
3. the category of STATS Open a new task window and create a new task as you would normally Before saving the task click the Categories button o x File Edit view Insert Format Tools Actions Help Type a question for help m E Save and Close GS O 4 Recurrence gvlassionTak Sy BH X e v By Task Details Subject Bring Spring Flyers to Horace Mann Due date Tue 1 20 2004 xl 2 Status fin Progress z Start date None xi Priority Normal gt Complete fas A M Reminder Tue 1 20 2004 gt 6 00 am M ES Owner ADAM SPINDELL K H Private TRACI THEUNINCK Contacts 2 The Categories selection box pops up Select STATS by checking the checkbox next to STATS then click the OK button Item s belong to these categories m Add to List Available categories Gifts a Goals Objectives Holiday Holiday Cards Hot Contacts Ideas International Key Customer Miscellanea Pegs e Calls Status Strategies xl Ce Cancel Master Category List Synchronization 20 January 2004 Confidential and Proprietary Information of Lifetouch National School Studios Inc 3 Notice the category of STATS now appears in the New Task window With the category of STATS specified Outlook will now sync this task with STATS When you are done entering the rest of the task information cli
4. A Synchronization Desktop Users For desktop users non laptop users this is the External Device Settings view Device Export Options Entity Appointment Contacts task Category Sea External Device Settings External Information Store zj Synchronize Auto Add M Iv Iv M M Iv STATS V Always Add Duplicate Records V Never remove deleted or unmarked items from the external store To synchronize STATS to Outlook set the following values in these fields Fields Device Settings Values Select external Information Store from drop down Export Options Synchronize In the Synchronize column check the boxes for Appointments Contacts and Tasks to have STATS synchronize Appointments Contacts and Tasks with Outlook Export Options Auto Add In the Auto Add column check the boxes for Appointments Contacts and Tasks to flag all appointments contacts and tasks created in STATS to synchronize with Outlook Category Enter the word STATS Always Add Duplicate Records Check the box next to Always Add Duplicate Records so that any records which seem like Duplicates will be added to Outlook Never remove deleted or unmarked items from external store Check the box next to Never remove deleted or unmarked items from external store so STATS will never delete or remove any items from Outlook during synchronization 9 January 2004 Confidential and
5. Synchronization Term Synchronization The process of ensuring the data and functions of STATS on your laptop PC or desktop are the same as the STATS master database Synchronization to Outlook also ensures that tasks appointments and contacts specified to be in STATS are the same between STATS and Outlook You must synchronize each day you use STATS Synchronization Overview For each salesperson territory manager or sales manager with a laptop STATS exists in 2 places e a local version on your laptop e a master version in the corporate office To ensure that both the STATS master database and your local version have the same data you must synchronize them B 3 Cheryl in Dana in Portland New Orleans Chris in Springfield Synchronization 1 January 2004 Confidential and Proprietary Information of Lifetouch National School Studios Inc Your Slice Term Slice That portion of the entire STATS database a user can view and access For example your slice of the database would include your contacts account programs opportunities and related information Synchronizing Your Slice When you synchronize your data or information with STATS you only exchange information that pertains to your slice not the entire STATS database For example a salesperson in New Orleans would have access to contacts accounts and opportunities plus additional information related to her territory A New Orleans salesperson does
6. THEUNINCK Select STATS by checking the checkbox next to STATS then click the OK button Item s belong to these categories a Add to List Available categories Gifts Goals Objectives Holiday Holiday Cards Hot Contacts Ideas International Key Customer Miscellanea Pexs e Calls Status gt v ategies ee cai Cancel Master Category List S Synchronization 22 January 2004 Confidential and Proprietary Information of Lifetouch National School Studios Inc 3 Notice the category of STATS now appears in the New Appointment window With the category of STATS specified Outlook will now sync this appointment with STATS When you are done entering the rest of the appointment information click the Save and Close button Hi Yearbook Meeting Appointment lol x File Edit View Insert Format Tools Actions Help Type a question for help I This is an online meeting using Microsoft NetMeeting z time wed12 3 2003 3 00pm I Alday event Endtime wed 12 3 2003 fesom Qe M Reminder 15 minutes Ge show time as I Busy Labet C none f Contacts TRACI THEUNINCK F Private Synchronization 23 January 2004 Confidential and Proprietary Information of Lifetouch National School Studios Inc
7. ation users should always choose the Work Offline mode when they log in whether or not the laptop is connected to a network or the Internet Laptop users should sync every morning and every evening they use STATS 1 Make sure your laptop is connected to your network or the Internet 2 Log in to STATS If you re a laptop users you should always choose the Work Offline mode when you log in Build relationships Retain and grow accounts Deliver great memories Login User name ann lee Password secceoese P ee RR aon Connection Q Work Offline X D Enter E piphany Sales Synchronization 11 January 2004 Confidential and Proprietary Information of Lifetouch National School Studios Inc 3 Click the Synchronize button cD Logout Navigation GE synchronize gt 2 Help Welcome John J Capistrant Connected A jf 05 Jan 04 11 Jan 04 l gt a E Customer Account Programs Management Opportunities Monday January 5 5 3 x 1 00pm 1 30pm Randy Young 4 The Synchronize Options window pops up The following checkboxes should always be checked or left unchecked in the Synchronization Options box documents under KB in size Checkboxes Checked Function or Unchecked Synchronize Checked Allows you to synchronize STATS with the STATS Master E piphany Sales Database and Outlook Apply My changes to Checked Allows your vers
8. ay January 5 28 Management Accounts 1 00pm 1 30pm Randy Young S X Account Programs Opportunities Synchronization 16 January 2004 Confidential and Proprietary Information of Lifetouch National School Studios Inc 4 The Synchronize Options window pop up displays You should check the Synchronize External Information Store checkbox then click the Apply button 44 Synchronization Options Microsoft Internet Synchronization Options Close Apply Best Practice Always check the Synchronize External Information Store checkbox when synchronizing STATS will save your settings so you will only need to set them once 5 STATS will begin to synchronize and display pop up boxes like the one shown below Microsoft Outlook Synchronization Status Checking Outlook for new or updated Appointments 0 l Synchronization 17 January 2004 Confidential and Proprietary Information of Lifetouch National School Studios Inc 6 The synchronization process may stop and Outlook may display this pop up message window x i A program is trying to access e mail addresses you have stored in Outlook Do you want to allow this If this is unexpected it may be a virus and you should choose No I Allow access for 1 minute v Outlook is warning you that another program is trying to read or write information to Outlook This is okay You want STATS to read and write to Outlook e Check the allow access for ch
9. ck the Save and Close button Bring Spring Flyers to Horace Mann Task iol x Eile dil iew Insert Format Tools Actions Help Type a question for hep E CE seve sna cose X BAI Recurrence gs Assign Task AIX e e Ay Task Details Subject Bring Spring Flyers Due date Tue 1 20 2004 fed Status fin Progress z Senn Start date None gt Priority Normal gt Complete 25 lt Q Reminder Tue 1 20 2004 y fs o0am Ge Owner ADAM SPINDELL a Private I Contacts TRACI THEUNINCK Synchronization 21 January 2004 Confidential and Proprietary Information of Lifetouch National School Studios Inc Create An Appointment in Outlook to Sync With STATS 1 To synchronize an appointment in Outlook with STATS you need to assign the appointment the category of STATS EG Yearbook Meeting Appointment loj x File Edit View Insert Format Tools Actions Help Type a question for help E Save and Close amp 4 Recurrence GH Invite Attendees X e x Appointment Scheduling Subject Yearbook Meeting Location white Oak High School x JT This is an online meeting using Microsoft NetMeeting z O time wed 12 3 2003 gt ooPm x I Al day event Endtime wed 12 3 2003 x fesom zf W I Reminder fis minutes gt boa Show time as m Busy z Label fo None M 2 The Categories selection box pops up Private TRACI
10. eckbox e Select 10 minutes from the drop down menu s you don t see this message for every contact task and appointment during synchronization 7 When you are done checking the allow access box and selecting 10 minutes from the drop down box click the Yes button x A program is trying to access e mail addresses you have t stored in Outlook Do you want to allow this If this is unexpected it may be a virus and you should choose No 10 minutes 1 minute o o 2 minutes 5 minutes Gl minutes D lt LL Synchronization 18 January 2004 Confidential and Proprietary Information of Lifetouch National School Studios Inc 8 Synchronizing continues and STATS displays pop up windows like the one pictured below Updating Master database Changes applied 33 of 47 70 GRRRDRRERERROOR Oe Stop 9 When synchronization is complete the synchronization window closes and STATS displays this message x l Synchronization complete Reminder If synchronization is not working properly check your External Device Settings see the Preferences section of this manual If you re still having trouble synchronizing contact Technical Support at 800 736 4758 Synchronization 19 January 2004 Confidential and Proprietary Information of Lifetouch National School Studios Inc Create a Task in Outlook to Sync With STATS 1 To synchronize a task in Outlook with STATS you need to assign the task
11. es Tools Actions Help category 7 toAll G Forward j Send Receive Find ig Type acontacttofind MC Synchronization Confidential and Proprietary Information of Lifetouch National School Studios Inc Notes me My Shortcuts Other Shortcuts Also let s get together to discuss opportunity and events Ctrl X Copy Ctrl C Dieja Woes DYO From 7 Gh office Clipboard amp ELAINE BIRKS MITCHELL Job z 2 amp Paste Ctr y NDEL A ELAINE BIRKS MITCHELL RE Synchro iO Wee 4 EF onl S ELAINE BIRKS MITCHELL RE Attachments i T 4 Out A ELAINE BIRKS MITCHELL Competitor Complete M 2 Select All Ctri A ELAINE BIRKS MITCHELL RE Epiphany Mobi Fr 1 X delete Ctrl D amp amp ELAINE BIRKS MITCHELL FW Epiphany Mob T 9 t Y G ELAINE BIRKS MITCHELL FW PLEASE PROOF T 5 ls i 5 Move to Folder Ctri Shift v A ELAINE BIRKS MITCHELL FW Quality Drop Tas 3 Copy to Folder 0 ELAINE BIRKS MITCHELL FW User Manual T 3 G ELAINE BIRKS MITCHELL FW NewLogos T 9 Markas Read Ctrl Q SS Geter rales Sa Me Gt a bA Mark as Unread From ELAINE To ADAM SPINDELL Mark All as Read Subject Job Sta Ce We have job status screens for the manual 48 Items 1 Unread 4 January 2004 3 The Categories window pops up Click the Master Category List button to create a new category Item s belong to these categories dd to List A
12. ges to the Master database V Apply Master changes to my database Copy a new database to my local machine Receive all documents under 0 KB in size Update system functionality Synchronize before closing Synchronize at logon Last Synchronized 12 18 2003 4 39 PM V Synchronize External Information Store 5 STATS will begin to synchronize and display pop up boxes like the one shown below Microsoft Outlook Synchronization Status Checking Outlook for new or updated Appointments 0 m Synchronization 13 January 2004 Confidential and Proprietary Information of Lifetouch National School Studios Inc 6 The synchronization process may stop and Outlook may display this pop up message window x i A program is trying to access e mail addresses you have i stored in Outlook Do you want to allow this If this is unexpected it may be a virus and you should choose No Tl Allow access for fi minute z Outlook is warning you that another program is trying to read or write information to Outlook This is okay You want STATS to read and write to Outlook e Check the allow access for checkbox e Select 10 minutes from the drop down menu s you don t see this message for every contact task and appointment during synchronization 7 When you are done checking the allow access box and selecting 10 minutes from the drop down box click the Yes button x A A program is trying to access e mail addresses you have d t st
13. ion of STATS to sync with the STATS the Master database Master Apply Master changes Checked Allows the STATS Master to sync with your version of to my database STATS Copy a new database Unchecked Copies your entire slice to your laptop everytime you to my local machine synchronize You do not want to copy an entire new database to your laptop every time you synchronize You only want to copy the changes Receive all Unchecked Receive all documents added to STATS automatically You do not need to receive documents in synchronization You can access them through the Document Library see the Document Library section of this manual for more details Information Store Synchronization Update system Checked Upgrades STATS functionality automatically when functionality improvements and additions are made to STATS Synchronize before Checked Automatically synchronizes before leaving or logging out closing of STATS Synchronize at logon Checked Automatically synchronizes when logging into STATS Synchronize External Checked Allows STATS to synchronize with Outlook 12 January 2004 Confidential and Proprietary Information of Lifetouch National School Studios Inc Best Practice Always use these settings when synchronizing STATS will save your settings so you will only need to set them once 4 Synchronization Options Microsoft Internet Synchronization Options V Synchronize E piphany Sales MV Apply my chan
14. ore X Synchronize Auto Add M M M M M M Microsoft Outlook x Adam Spindell x STATS M Always Add Duplicate Records M Never remove deleted or unmarked items from the external store To synchronize STATS to Outlook set the following values in these fields Fields Values Device Settings Select External Information Store from drop down Export Options In the Synchronize column check the boxes for Synchronize Export Options Auto Add Appointments Contacts and Tasks to have STATS synchronize Appointments Contacts and Tasks with Outlook In the Auto Add column check the boxes for Appointments Contacts and Tasks to flag all appointments contacts and tasks created in STATS to synchronize with Outlook Mail Service Select Microsoft Outlook from the Mail Service drop down menu Profile Select your name or profile from the drop down menu Category Enter the word STATS Always Add Duplicate Records Check the box next to Always Add Duplicate Records so that any records which seem like Duplicates will be added to Outlook Never remove deleted or unmarked items from external store Check the box next to Never remove deleted or unmarked items from external store so STATS will never delete or remove any items from Outlook during synchronization Synchronization 8 January 2004 Confidential and Proprietary Information of Lifetouch National School Studios Inc
15. ored in Outlook Do you want to allow this If this is unexpected it may be a virus and you should choose No low access for 10 minutes peo 1 minute PEA FJ D Synchronization 14 January 2004 Confidential and Proprietary Information of Lifetouch National School Studios Inc 8 Synchronizing continues and STATS displays pop up windows like the one pictured below Updating Master database Changes applied 33 of 47 70 BROGR ERAGE DRARE Stop 9 When synchronization is complete the synchronization window closes and STATS displays this message x Synchronization complete Reminder If synchronization is not working properly check your External Device Settings see the Preferences section of this manual If you re still having trouble synchronizing contact Technical Support at 800 736 4758 Synchronization 15 January 2004 Confidential and Proprietary Information of Lifetouch National School Studios Inc Synchronize to STATS Master Database and Outlook for Desktop Users non laptop To synchronize to the STATS and Outlook you need a connection to your network or the Internet 1 Make sure your PC is connected to your network or the Internet 2 Log in to STATS Build relationships Retain and grow accounts Deliver great memories Login Username sfjohnc Password Enter E piphany Sales 3 Click the Synchronize button Customer Mond
16. rnational Key Customer Miscellaneous Personal Phone Calls STATS Status Strategies Suppliers bd Time amp Expenses D Cancel Master Category List Synchronization 6 January 2004 Confidential and Proprietary Information of Lifetouch National School Studios Inc Configure External Device Settings in STATS Synchronization 1 To synchronize STATS with Outlook you need to properly configure the External Device Settings in STATS Click on the External Device Settings link to continue Navigation Customer 25 Management Accounts Account Programs Opportunities Contacts Interactions Competitors Events Sales Expectations L E Sales Tools Dashboard Alert Setup View Alerts Document Library Products Partners in Education PIE Reports Calendar Appointments Tasks E Preferences Regional Settings General Settings System Document Management External Device Settings 7 Confidential and Proprietary Information of Lifetouch National School Studios Inc January 2004 2 The External Device Settings View displays z External Device Settings Laptop Users Users with Mobile Client For laptop users this is the External Device Settings view Save Device Contacts task Profile Category Export Options Appointment Mail Service External Information St
17. vailable categories Hot Contacts Ideas International Key Customer Miscellaneous Personal Phone Calls Status Strategies Suppliers Time amp Expenses VIP Waiting 4 The Master Category List displays To add a new category called STATS enter STATS into the text box at the top of the window and click the Add button Master Category List E 2 xi New category as gt Business Competition Favorites Gifts Goals Objectives Holiday Holiday Cards Hot Contacts Ideas International Key Customer Miscellaneous Personal Phone Calls Status Strategies Synchronization 5 January 2004 Confidential and Proprietary Information of Lifetouch National School Studios Inc 5 The Master Category List popup refreshes and displays STATS as one of the categories Click the OK button Master Category List 2 x New category peoo Add Holiday Delete Holiday Cards sates Hot Contacts Ideas Reset International Key Customer Miscellaneous Personal Phone Calls STATS Status Strategies Suppliers Time amp Expenses VIP Waiting 6 The Categories pop up also refreshes and displays STATS as one of the categories Click the OK button Item s belong to these categories Add to List Available categories Holiday Holiday Cards Hot Contacts Ideas Inte
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