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1. fields to make this Action Plan template accessible to only a plan such as the Action Plan ID number and creation date The particular user or group Properties button is also accessible when you are Modify Plan Template a modifying an Action Plan templ ate Template name Simple Sales Plan Description Use when a strategy would be overkill contains all the main steps Template activities Add gt gt Activity From start date Assigned to 2 Make initial contact with customer an 0 day s After Current User Analyze requirements and develop pr 1 day s After Current User 2 G Arrange time to present proposal 3 day s After Current User KO Present proposal date and time nee 6 day s After Current User Joe Na Schedule activity 6 z Assigned to El Eull access Public y Read access p zl Spelling Properties OK Cancel gt To schedule an Action Plan for an Address Book entry Q Each time an Action Plan is To schedule an Action Plan associated with an Address Book scheduled for an Address Book entry select an entry in the Address Book or Opportunities entry a note is logged in the i f A Notes window window right click and select Schedule gt Action Plan or Schedule an Action Plan The Action Plan is scheduled for the associated Address Book entry A Select an Action Plan from the Plan template drop down list Optionally you can modify the Plan name and Desc
2. Phone Email cdancer maximizer com Jon Bowser Mark Berton site nony Celine Dancer Position Renal Saks Wanager Position Repara Sales Wanaper Position Rgioal Sas Manage Position cultonr Serve ep ost Esse rove T344 Eastside Road ois Esse Rend Representative Petaluma CA 94954 U Petaluma CA 94954 U Petaluma CA 94954 USA Q atasi Road Phone G55 775 0883 Phone Ges 77 0578 Phone ESS TPE Petaluma CA 94954 USA Email jbowser maximizer com Email mbertoli maximizer com Email bholty maximizer com 855 775 0899 gt To modify an organizational chart There are two ways to modify the structure of an organization chart as follows e Drag and drop a Contact on to the Contact you want the first Contact to report to For example if you would like Billie Holly to report to Joe Napoli you d drag her entry on to Joe s these are the Escona sample Address Book users Click OK to confirm the reporting change or e Change the Reports to field on the Contact s Basic Information tab 164 Maximizer CRM 10 User s Guide Sharing Your Files in the Company Library DM you can search for files in the You know the value of keeping an organized database of your pos hgh ect oe a the marketing materials and other company collateral Brochures price Search menu when the lists photos magazine reviews all of these materials should be easy window is active
3. Administrator enables you to prevent most duplicate Address Book entries by specifying up to three combinations of fields that must be unique to each entry If a user attempts to create a new Address Book entry and the values of any of those field combinations match an existing entry Maximizer does not allow the duplicate entry to be created A combination of fields that must be unique to each entry is called a duplicate check list You can create up to three duplicate check lists using up to three fields in each list Chapter 6 69 Configuring an Address Book Maximizer considers an entry to be a duplicate if the values of all fields from List 1 or all fields from List 2 or all fields from List 3 match an existing entry List 1 OR List 2 OR List 3 1st Field 1st Field 1st Field AND AND AND 2nd Field 2nd Field 2nd Field AND AND AND 3rd Field 3rd Field 3rd Field O the Full Name Company The default duplicate check lists described below effectively prevent the Full Name of individual or St duplicate entries Contact entries and checks the Company field of Company Duplicate Check List 1 1 Full Name Company Name ria man a 2 All Phone Numbers ae 3 None Duplicate Check List 2 1 Full Name Company Name 2 Zip Postal 3 None Duplicate Check List 3 1 None 2 None 3 None When a user creates a new Address Book entry in Maximizer and Maximizer detects it as a potential duplicate Address Book entry
4. Close in Miranda Corell in Wondawhite Chapter 8 161 Working with Maximizer Check the Time in Other Cities Using the World Clock The World Clock is a utility that allows you to view the time in various locations around the world You determine which locations are displayed It s great if you have international dealings of any kind from the occasional phone call to regular contact with your international clients You can set the time for up to six remote locations around the world by adjusting the dials shown in the Clock frame in the World Clock window gt To use the World Clock Select Tools gt World Clock A To select a time zone right click on one of clocks To view time zone information click in the corresponding area of the world map 4 The shaded area indicates night time Right click to turn the Show night option on or off 5 Click on any time zone in the world map to view the time in the large clock World Clock x3 Times around the world ies ies f aes WA C TAY 76 4 London Paris Okyo Daylight Savings E FA Ag i ANTA Dy 87 Cy New York Vancouver 3 5 3 ray 2 Pacific Daylight Time GMT 03 00 Brasilia GMT 03 00 Greenland GMT 03 00 Montevideo GMT 03 30 Newfoundland iF GMT 03 00 Buenos Aires Georgetown ne Times Cancel 162 Maximizer CRM 10 User s Guide Using Organizational Charts You can easily see the hiera
5. Mandatory Fields IV Tree View 76 Maximizer CRM 10 User s Guide User defined field and folder names cannot contain forward slash or backward slash characters If you set the folder to hidden it is not displayed on the User Defined Fields tab when the Show hidden fields option is deselected 5 Enter a name for the new folder and click OK Add New Folder Ex Parent folder lt Escona Tutorial gt Folder name I Set to hidden The new folder now appears in the Set Up User Defined Fields dialog box g If necessary move the new folder to a different position in the list Creating a New User Defined Field Create user defined fields for Address Book entries opportunities and user accounts in the Set Up User Defined Fields dialog box This dialog box is available from the File menu in both Administrator and Maximizer although users can create user defined fields in Maximizer only if the User defined field setup access right is granted in their user account gt To create a new user defined field Open the Set Up User Defined Fields dialog box File gt Set Up User Defined Fields A Select the tab for the category of user defined field to create Select an existing folder inside which to create a new field Select a user defined field The new field will be created at the same level as the selected user defined field Chapter6 77 Configuring an
6. cccsssceeeeteeesseeeeeeneeeees Adjust the My Work Day View Main Address Book Window ccecceesceeeeeeeeeeeeeeeeeeseaeeeaeeeaeeteaeeeaeeeetens Address Book Window ccceesceeseeeneeeeeeeeeeeeaeeeeeeeeaeeeeeeeeseaeeeeeeenaees Select Address Book Entries Adjust the ICON Bar scccssecceeesceeesseeeeeeeececseeeeseneeseeeeeeseneeesneeeseneees Customizing Maximizer Toolbars and Toolbar Buttons Keeping Track of Your Prospects and Customers s ccesccestessteesseeeteees Add Address Book Entries to Your Address Book Create a Default Address Book Entry cccscccssecsteeesseeseeesseesseeesnees Change Several Address Book Entries with Global Edit 124 View and Address Book Entries c ccesceeseseeesseeeeseeeeeeeeeessaeeeeeeaes Use Column Setups to Organize Lists Record Relationships with Related Entries Convert Individuals to Companies and Contacts to Individuals 130 Keeping Notes on Your Address Book Entries cccsscceessteeessteeeeeeees 131 Working with User Defined Fields c cccscccsscsseesssesseeeseessessseeenresees 135 Creating a List of Entries With a Search cccssccesccesesseeesseesseessseeseessees 138 Search for Entries by a Field ccccsccsssecsseesseesseecsseesseessaeesseessetensess 138 Perform an Advanced Search by All Fields cc ccscssesstsesseeesress 139 Use the Undo Search and Last Catalog Searches Menu Item 143 Cr
7. gt To send an email message and save it to an Address Book entry in Maximizer Open the Compose dialog box in Outlook A Compose the email message Click the Send Email and Save to Contact in Maximizer button If the Confirm when saving email checkbox is selected as described on page 196 you can adjust the entries the email will be saved to in the Save Email to Maximizer Addresses dialog box If no Address Book entries are associated with a recipient s email address you may need to create one If you disabled the Confirm when creating Email option the Maximizer defaults for saving emails will be used That is the email is saved as a document only to the recipient s Address Book entries in Maximizer If the email message has multiple recipients it may save the email message to more than one recipients Address Book entry in Maximizer based on the following criteria e If one of the Address Book entries is a company or individual and one or more of the entries is a contact for that company or individual Maximizer adds the document to the contacts only e f any of the companies or individuals are not related to the contacts in the email message Maximizer also adds the document to those companies or individuals Chapter 9 199 Communicating with Your Customers Synchronizing Address Book Entries with Microsoft Outlook Outlook Synchronization works with Microsoft Outlook only not Microsoft Outlook Express
8. 5 Use the To Cc and Bcc buttons to select the recipients of the email If you are sending out an email to a single recipient you have the option of choosing a Maximizer Address Book entry or an Outlook contact Tl click Send You can preview email in the Email window just as you would in other email applications To adjust the size of the preview window move the upper preview border up and down gt To use the email preview pane In the Maximizer Email window select View gt Preview or select the Preview checkbox in the view bar of the Email window By default the preview pane is turned on A Adjust the size of the preview window by moving the upper review border up and down Maximizer CRM Escona Tutorial Email The Wine Specialist File Edit View Search Actions Web Tools Reports Window Help ls x New 5 ia A o He Oponent 2 Task Emal Zilie Noe Phone media S3 of R E mywork Day TE opportunities Eq Aacress Book O rens EE calender era conoeny erary E reves Ordenes Quick Access ake a Cal SERVICE MARKETING EGUE schedule a Meeting schedule a To do cent Entries ID The Wine Specialist amp Kent Cynthia Wnes Are Us D BridgeHead Winery amp Mckee Vicky Lor isn an z Q Cl A S T show Unread only F show Adar ik Preview Subject an zl E The Wine Specialist 10 P O From Date Y EH Mailbox Joe Napoli soe Napoli review the
9. For the File name field click Browse and locate the xml or mxi file to import Once you have selected the file to import Maximizer fills in the Log File field automatically 4 Specify any import options in the other group boxes or just use the default values 5 Click OK to begin the import Chapter 12 Managing Address Book Data Advanced Import Select XML or MXI import file File name E archives II CRM_Contacts xml Address Book entry update options Always insert 4 Use Identification field to match entries Use Name field to match entries Contact update options Always insert Use Identification field to match entries Use Name field to match entries Client ID generation Follow system setting C Always system generated C Use values from the import file Use this user defined field to match entries Use this user defined field to match entries 5 x Cancel Maximizer imports the data and then displays the number of records inserted updated and failed for each record type 6 Click OK to close the message box 249 250 Maximizer CRM 10 User s Guide Unattended Import of MXI or XML Files An alternative to Advanced Import is an unattended import which you can initiate by double clicking the MXI or XML file or by passing parameters to the Maxwin executable MaxWin exe through a command line interface When using unattended import you
10. If you are in view mode in the Address Book entry dialog box you can click the Copy button to quickly copy the text to your clipboard so you can paste it into other documents gt Chapter 8 Working with Maximizer 121 To add an Address Book entry To add an Address Book entry click the arrow button next to the New button on the toolbar and select one of the options You can also right click in the Address Book window and choose an option from the Add menu To add a Contact for an entry select the Company or Individual to which the Contact will belong In the Contacts window press Insert or right click and select Add Contact Alternatively you can press the New button or right click in the Address Book window to add a new Contact Enter the name the mailing address details website phone numbers and email addresses as required Phone number and email address description types are entered in the field on the left of the number or address To enter an alternate address for the entry click Address To use an alternate address as the default address select it in the Mailing Address dialog box and click the Select button Select the Key Fields module and specify a value for the Key Fields These are common used fields that are specific to your company Up to eight key fields can be specified for the various Address Book entry types and opportunities Key fields are set up in Administrator they will not appear in
11. gt To restore an Address Book To determine if users are logged in open the Address Book in Administrator and select Reports gt Current Users Ensure that the Address Book you want to restore is not currently open by a user A In Administrator close the Address Book and select Utilities gt Restore Address Book Select the Address Book to restore E click ok Restore Address Book rs K Available Address Books Escona Promotion OK Escona Sales 3 Escona Tutorial Cancel General Location of Address Book DSN MAS_EsconaSales 238 Maximizer CRM 10 User s Guide 5 Enter the MASTER user password and click OK Login Ea Login credentials Address Book Escona Promotions _ User ID MASTER Password The Backup Restore Details dialog box opens Backup Restore Details E peo oat Cancel Browse 6 Click Browse select the backup file you want to restore and click Open The full path of the backup file is displayed in the Backup Location field Backup Restore Details E Backup Location E archives EsconaPromotions bak Click OK Maximizer restores the Address Book from the selected backup file A message box confirms that the restore was successful Maximizer CRM E f The database EsconaPromotions has been restored from E Archives EsconaPromotions bak on your database server Chap
12. Contacts Modify current Address Book entries list C Add search results to list Narrow list Replace list with search results pe 4 es Perform an Advanced Search by All Fields In the Address Book window you can click Repeat All Fields to repeat the last search Once a search is saved in the catalog you can access the most recent catalog searches right from the search menu Maximizer s Search by All Fields feature is useful when you need to search by fields that aren t listed in the Search menu or when you want to search by more than one field In the Search by All Fields dialog box you can build complex search arguments and even save your search in the catalog for later use Use the Search by All Fields feature to find user defined fields or a combination of user defined fields and other fields to produce a custom list of Address Book entries and opportunities 140 Maximizer CRM 10 User s Guide gt To search by all fields In the Address Book window select Search gt All Fields EJ in the Search by All Fields dialog box click Add Search by All Fields fe Match entries using the following fields Add l p Search condition Find matching p Modify current entries list C Must match all I Companies C Add search results to list Match one or more IV Individuals C Narrow list W Contacts Replace list with search results Maximum entries 1000 v Last
13. Imported correctly to main and alternate addresses Imported correctly to main and alternate addresses Appropriate extensions are imported Adds FAX to Extension field in Maximizer GoldMine 5 x 6 0 amp 6 5 amp 6 7 E mail Web Site Contact Type Business Interest Accnt Mngr Open Summary Role Status Account Type Account Size No of Users Key Interest Competitor Platform Notes Documents Users Details Maximizer Imported Email Yes Website Yes Contact Type Yes Business Yes Interest Yes Accnt Mngr Yes Open Yes Note Yes User role Yes Purchase Status Account Type Account Size Users Key Interest Competitor Platform Note Yes Document No Users Yes Notes Yes Chapter 12 Managing Address Book Data 267 Comments Email address of the main Contact is imported Email addresses of Contacts from the Contacts tab in GoldMine are also imported Imported to main Contact record Adds UDF to Contact record Adds UDF to Contact record Adds UDF to Contact record Adds UDF to Contact record Adds UDF to Contact record A note containing details from the Summary tab is created for the Company Appropriate UDFs are created in Maximizer and populated with proper values A note is created for the Contact in Maximizer and contains all the notes from the Notes tab in GoldMine GoldMine s users are imported into Maximizer as users Users are displayed in the Administrator
14. Locations Resources Key Fields Opportunity Stage and probability of dose Stage From To Contract Signing 100100 Add Negotiation 80 99 Customer s Review 6 7 Presentation 50 64 7 Modify Proposal Development a a Analyze Requirements 339 Qualify Interests 6 2 7 Delete Confidence rating Cold Hot Warm Add Completion reasons Reason Type Away on Business Suspend a Add Next Financial Quarter Suspend i Temporary Delay Suspend s Vacation Suspend Abandon Abandon n Not Enough Profit Abandon Late with Quote Loss is OK Cancel Add Modify or Delete the field values as required 4 Click OK to save your changes 212 Maximizer CRM 10 User s Guide Entering a Default Opportunity If you frequently assign or enter the same opportunity values and want to save time by having those values pre entered each time you create an opportunity you can define default field values in the Default Entry for opportunities gt To define defaults for opportunities Default entries are user Open the Opportunities window specific so each user in the Address Book can have A Select Edit gt Default Entry different default entries Enter the default values for any fields that you want to have pre defined values when an opportunity is created Default Entry E BF Q BMactions gt Q Probability 0 Basic Information User Defined Fields Company
15. button select the Maximizer phone number field to map to each Outlook phone number field and click OK Phone Mapping Ea Outlook Maximizer Telex a Primary Main Pager Pager Other Mobile Cell Home Home Car Business2 Business Direct BusinessFax Fax Assistant Do not map all Outlook phone number fields Maximizer supports only four phone numbers for each Address Book entry If an Outlook contact has more than four phone numbers and more than four types are mapped between Outlook and Maximizer not all the Outlook phone numbers can be synchronized with Maximizer 1 1 ii the Synchronize Address Book entries from Favorite List drop down list select the Maximizer Favorite List to synchronize HE the Synchronize Contacts from Outlook Category drop down list select the Outlook category to synchronize BREA click ox 94 Maximizer CRM 10 User s Guide Using Fax Software with Maximizer Visit the Maximizer website at www maximizer com to obtain an updated list of supported fax applications You can set up Maximizer for faxing anytime after you have installed the fax modem and fax application To fax any document with Microsoft Fax or WinFax Pro simply select the fax driver in place of a printer when you print the document The Maximizer Word Processor also supports merging directly to faxing software which enables you to perform broadcast faxing For information about setting up
16. x Dee 6ay FZOss ax Times New Roman zh zB z y 8 t t ey Ay i A Pl rl Ep rel cee rl Ee oe oper ped E a Tipe ad eal gt i Insert Merge Field es Escona E S _ 1344 Eastside Rol Type of merge field to insert phone 555 775 1 Address Book entry Orderdesk entry www Fax N This is a Total Page Opportunity User information Available merge fields Date October 12 2007 Subject Subject of Fax lternateForm Account_Manager Address_Line_1 m gt Category 4 To Cynthia Kent Assenti S Pasta City Company Fax 604 601 8001 Contact_Number Country Customer Interests Saat Customer Profile Contact How From Joe Napoli Escona Estate Win Customer Profile Employees M Customer Profile First Contacted Date Fax Your Fax Number Customer Profile Have Internet Access I Blank if not used Fet Close Body of Memo 4 gt Pg1 1 Ln17 Col 23 Chapter 9 181 Communicating with Your Customers Insert a File into the Documents Window If you want workstations other than your own to access a linked file make sure that the file resides in a location they can access When inserting the file specify the full UNC path For example server name Documents folder maximizer doc You can bring into Maximizer files that you created in other application such as Microsoft Word Microsoft Excel Microsoft Paint and Adobe Acrobat to list a few In a c
17. Outlook Synchronization mirrors select appointments tasks and Address Book entries between Maximizer and Microsoft Outlook to ensure the entries exist in both programs and that they both contain the same information Outlook Synchronization settings are configured on a per user basis and each Maximizer user has one set of configuration settings regardless of machine name or Windows username Outlook Synchronization preferences enable you to select which entries will be synchronized e For appointments and tasks only entries scheduled within the specified date ranges will synchronize with the exception of recurring appointments and tasks as described in the following section These settings apply to appointments and tasks in both Maximizer and Outlook e For Maximizer Address Book entries only the entries belonging to the selected Favorite List will synchronize with Outlook Those entries will be assigned to the specified Outlook category e For Outlook contacts only the contacts assigned to the specified category will synchronize with Maximizer Those entries will be assigned to the selected Favorite List in Maximizer e Products Services and Categories are synchronized to Outlook if you are using Microsoft Outlook Synchronization Attendees resources and any notes you add to an appointment are also synchronized These items appear as part of the appointment dialog box in Outlook Outlook Synchronization preferences also en
18. en Owned_By_Id Record_Id Note_Type ReadPriv ReadOnly Id 4 Auto Anange Auto Link ByName C ByKey Link Order Links Clear Links Delete Link Link Options Index Legend iol x APPENDIX Glossary of Terms C 308 Maximizer CRM 10 User s Guide Glossary of Terms Use this list of terms to help familiarize yourself with the terminology of Maximizer CRM Access Rights security settings for users Access rights control each user s permissions to read insert modify or delete various types of Maximizer entries They also control general Maximizer privileges user roles and allowed printing destinations Access rights determined by the user s access settings and the access settings of any security groups the user belongs to Access Settings there are two types of access settings user access settings and group access settings Combined user and group access settings determine a user s access rights Accounting Link a Maximizer add on that enables users to connect to QuickBooks through Maximizer For more information refer to the Accounting Link User s Guide or the Maximizer website Address Book a Maximizer database Address Book entry a Company Individual or Contact in the Maximizer Address Book Administrator a Maximizer module in which the Address Book administrator can perform system configuration and maintenance for the Maximizer system and Addres
19. perform mail merges and link your word processor files to Maximizer documents Microsoft Outlook Add In is not the same as Outlook synchronization Outlook synchronization is always available as an option in Maximizer under File gt Preferences gt lt Back Next gt Cancel Outlook integration installs the following toolbars in Outlook Outlook Toolbar Window REAR Mail Inbox and other incoming email folders zsp New email message an ap Contacts Ea 5 Contact information Buttons e Save Contact to Maximizer e Save Email to Contact in Maximizer e View Contact in Maximizer e Send Email and Save to Contact in Maximizer e Maximizer Addresses e Save Contact to Maximizer e Save Email to Contact in Maximizer disabled e View Contact in Maximizer e Save Contact to Maximizer e View Contact in Maximizer If you are set up for synchronization with Outlook creating a Contact through the buttons in Outlook the Contact is added to the Favorite List and synchronized from that point forward Chapter 9 189 Communicating with Your Customers If you don t see the Outlook integration buttons on the Outlook toolbar select View gt Toolbars and make sure Maximizer Add In is checked Before you can use Outlook integration you must specify which Address Book to save the contacts and email messages to as described below Specify a Maximizer Address Book for Outlook Integration Only
20. tree and click on it or press the F2 key Available Data Sources Selected Tables Database Files E 9 MAS_EsconaTutorial Exchange 5 5 Message Tracking Log AMGR_Opportunity 6 C Exchange Message Tracking Log Q Field Definitions Only File System Data f IDAPI Database DLL H Q Legacy Exchange E C Mailbox Admin E CMS IIS Proxy Log Files CINT Archived Event Log NT Current Event Log aG A 0lap QJOLE DB AD0 E Outlook H E Outlook Exchange Q Public Folder ACL Public Folder Admin C Public Folder Replica universes E Web lIS Log Files Base Tav 1 2 8 Cancel Help Appendix B 305 Crystal Reports Database Views Tables Reference User Defined Fields Example User Defined Field User defined field view name Links When a new User Defined Field is created a new database table or view for that User Defined Field is also created User Defined Fields can be associated with Address Book Opportunity and Users Use the Database Expert Database gt Database Expert to include a user defined field and link it to the desired parent view table The following example is using a user defined field named Annual Sales Microsoft SQL A_ lt user defined field name gt example A_LANNUAL_SALES Client_Id gt Client_Id Contact_Number gt Contact_Number Maximizer ODBC U_ lt user defined field name gt example U_LANNUAL_SALES Client_Id gt Client_Id Contact
21. Business State 10 Business Country 11 Business Web Page 12 Business Phone 13 Company 14 Job Title 254 Maximizer CRM 10 User s Guide Two Tier Import If you import a Company Many contact management programs keep two types of address record and an existing Company record in the database has an identical Company field then the records are considered duplicates and Maximizer will not import the duplicate Company record However Maximizer will import duplicate Individual and Contact records Always back up the Address Book before importing User defined fields containing more than one available item are not supported in a CSV comma separated values import Use the Advanced Import feature or MTI Maximizer Transfer Interface as an alternative book entries e Companies e Contacts for Companies Maximizer keeps its Address Book entries organized in a similar way e Companies Individuals e Contacts associated with a Company or Individual The Import Address Book Entries function enables you to perform a two tier import In a two tier import you first import Company entries as Companies Individuals Address Book entries and then you import the people as Contacts Two tier importing is only applicable to comma separated value files tab delimited files dBase III II or IV or XML files using the File gt Import gt Address Book Entries command gt To import Address
22. Labels Reports Fx Outlook Synchronization Overview Page Synchronization frequency Conflict resolution Synchronization every 1 Hours x Maximizer CRM overrides Synchronization daily at 12 33 45PM_ Outlook overides Never manual synchronization Options Outlook profile I _ Synchronize appointments from 5 Day s le Z before today to 2 y to i Week s _v aftertoday I Include private appointments I7 Synchronize tasks from 5 3 Dayls 7 before today to 2 Week s z atertoday T Include private tasks I Cany forward unfinished tasks I Synchronize Address Book entries Phone Mapping Synchronize Address Book entries from Favorite List J ttestak seene Synchronize Contacts from Outlook Category Maximizer 92 Maximizer CRM 10 User s Guide For detailed information about Outlook Synchronization preferences click inside the dialog box and press F1 The Synchronize Address Book entries checkbox is disabled if the user does not have the Allow Sync Contacts with External Clients access right Ey In the Synchronization frequency group box specify how often Maximizer should synchronize with Outlook If you select Never manual synchronization the user must synchronize manually by clicking the Synchronize with Outlook toolbar button or selecting Tools gt Synchronize with Outlook from the menu bar i
23. Length 80 80 22 80 80 120 80 296 Maximizer CRM 10 User s Guide Min Max Max Element Name Parent Element s Occur Occur Data Type Length DocData Document 0 1 string Document Individual 0 unlimited none Company Contact Documentld Document 0 1 integer DoNotSolicitBy Individual 0 1 string Company Contact Email Individual 0 3 none Company Contact Extension Phone 0 1 string 22 Document Firm Individual 0 1 string 80 FirstName Individual 0 1 string 80 Contact Id Individual 1 1 string 23 Company ImportOptions AllData 1 none Individual AllData 0 unlimited none Initial Individual 0 1 string 80 Contact KnowledgeBaseArticle AllData 0 unlimited none LastModified Individual 0 1 dateTime Company Contact LastName Individual 1 1 string 80 Contact LeadHandling ImportOptions 0 1 string Listltem DetailDef 0 unlimited string 80 LogFile ImportOptions 0 1 string LogLevel ImportOptions 0 1 integer MatchDetail ClientOptions 0 1 string ContactOptions MatchMode ClientOptions 1 1 string ContactOptions Element Name MrMs Name Note Number Owner Phone ReportsTo SalesLead Salutation StateProvince Text Title Type Value Website ZipCode Parent Element s Individual Contact Company Document Individual Company Contact Phone Note Document Individual Company Contact Individual Contact Individual Company Contact Individual Contact Address Note In
24. Lou Jones z Sometimes it s important to allow users to have private entries because some entries aren t meant to be shared with your entire organization In Maximizer it s possible to specify Full Access and Read Access to specific users or groups for each entry in the Address Book In addition to Address Book entries you can specify ownership of notes documents and other types of entries When a user creates a new Address Book entry he or she can designate access for that entry Full Access or Read Access can be granted to a specific user a group or it can be Public 62 Maximizer CRM 10 User s Guide To be able to use the Owner Full Access or Read Access fields the user must have the Allow private entries access right enabled Field Owner Full Access Read Access Value Public User Group Public User Group Public User Group Description All users can view and modify the entry regardless of their user or group security settings Only the specified user can view or modify the entry Only members of the specified group can view or modify the entry regardless of their user or group security settings All users can modify the entry regardless of their user or group security settings Note that the Read Access field becomes disabled if Full Access is set to Public Only the specified user can modify the entry Only members of the specified group can modif
25. Maximizer Address Book before importing data A Select File gt Import gt GoldMine 6 7 Corporate Edition or earlier Click OK on the message box 4 Click the Machine Data Source tab select the GoldMine DSN and click OK You will be prompted for your sa password 5 Enter the sa password and click OK Maximizer begins importing the data Setting User Passwords and Properties After Import Note that if a user name contains spaces the spaces are replaced with underscores and the user names are shortened to 9 characters if necessary After importing data you can set each user s password preferences and properties manually gt To set user passwords preferences and properties after import In Administrator select File gt Users A Select the user s User ID and click the Password Preferences or Properties button Chapter 12 263 Managing Address Book Data ACT Data Conversion The following table describes field mapping between ACT and Maximizer Before importing data into Maximizer export the data from ACT to a DBF file and use the DBF file for the import ACT 2000 5 0 6 0 2004 2005 2006 2007 or 2008 Maximizer Imported Comments Company Company Yes Contact First Name amp Last Yes ACT Contacts are imported as Contacts in Name Maximizer and the basic information about each Contact such as email address are imported into the Basic Info tab in the Address Book entry dialog box If any
26. Outlook and click Retrieve Chapter 9 205 Communicating with Your Customers Keeping a Record of Your Telephone Calls Q you can put a caller on hold by clicking the Hold button To resume a Call click the Release button With Maximizer you can quickly dial an Address Book entry make a series of phone calls receive calls and record incoming and outgoing phone call activities in the Phone Log Use the Previous and Next buttons in the Phone dialog box to work through the current Address Book entry list Users can transfer incoming calls to any other phone extension in the phone company s system If a note is logged for the phone call transfer logging must be enabled for phone calls in File gt Preferences the logged note includes the transfer information If you are using TAPI follow these steps to take incoming calls See Set Up Automatic Dialing on page 208 for more information on setting up TAPI gt To phone a Company Individual or Contact Click the Phone button on the toolbar and click Incoming Right click on an Address Book entry and select Phone gt Make a Call Alternatively you could select Actions gt Make a Call A Select or type a Subject for your phone call Select the number to dial in the Select a phone number to dial section of the dialog box 4 Select a phone number format from the Dial as field These formats are set up in Dialing preferences tab File gt Preferences gt Dialin
27. _ Allow Global Edit Address Book oO oO Allow private entries User defined fields Oo E E O Allow transfer 7 User defined field setup oO O J Allow impot a Notes G s C Alow export E Documents C E L Allow sync contacts with extemal clients Mailing Address O i o R Company Library rs OrderDesk Opportunities Er User Group setup o Sales Manager Accounting l x C Sales Representative Action Plan Library o L L 6 Click the Members tab To remove a user select the From the Available Users list select a user to add to the user from the Members list security group and click Add Repeat to add additional users and click Remove Add Group General Members g Available users Celine Dancer COMPANY EMAILUSER Jon Bowser Lou Jones Lucy Garcia Mark Bertolli Matt Graham Miranda Corell WEBUSER Wonda White Z Members Name Billie Holly Daniel Brown Joe Napoli Add Members of other Groups lt Remove lt lt Remove All Remove Members of other Groups Modify Access Settings View User Access Rights 60 Maximizer CRM 10 User s Guide E Click OK to close the Add Group dialog box The security group has now been created Modifying Group Access Settings For an explanation of the relationship between user access rights user access settings and group access settings refer to User and Group Security
28. a name that uniquely identifies a Maximizer user Users must enter their user ID and password in order to gain access to a Maximizer Address Book wizard a series of interactive screens that walk you through the steps necessary to perform an action or procedure in a program 312 Maximizer CRM 10 User s Guide Index A access rights 50 51 about 308 default notes 125 Full Access and Read Access 148 user defined fields 106 access settings 50 51 modifying user access settings 54 security groups 56 accessing Company Library 165 Accounting Link Accounting security group 57 permissions 51 Accounting Link Designed for Use with QuickBooks 107 accounts COMPANY 40 MASTER 40 ACT importing from 259 263 Action Plan Library permissions 51 Actions menu 175 activities report 222 viewing 159 adding items to Company Library 165 items to Favorite List 144 Address Book 120 adding users 46 backing up 234 237 converting 42 converting entries in 130 creating 37 39 Escona Tutorial 16 exporting data 242 248 holidays 84 ID 66 importing data 248 259 name 66 opening 107 permissions 51 preferences 66 restoring from backup 237 Short ID 66 startup options 144 summary report 280 updating 42 upgrading 42 verification and recovery 240 Index 313 window 105 Address Book entries 120 adding 120 categories 66 creating from Outlook 191 duplicate checking 68 exporting 242 Favorite List 143 graphing 225 impo
29. appointments 149 Contacts 120 detailed reports 221 diagnostics 66 dialing preferences 208 dialing automatic 208 dialog boxes creating custom 7 dictionary file 239 display name user 47 Display tooltips option 113 documents creating 175 deleting old 275 in Company Library 164 location 177 mail merge 182 permissions 51 report 222 sending using mail merge 182 sharing 164 templates 176 using merge fields 179 duplicate checking for Address Book entries 68 E ecBuilder installing 27 project data file 284 edit mode 121 122 email Lotus cc Mail 86 Microsoft Exchange 87 notes 131 Novell GroupWise 86 Outlook 88 Outlook Express 87 previewing 185 receiving 184 sending 184 sending to customers 174 supported clients 86 system requirements 8 transfer Address Book data by 270 vCards 86 Email window about 106 184 encrypted user defined fields 72 79 Escona Tutorial Address Book 16 ETF files 284 exact phone number matching TAPI 99 Excel 223 expenses income 168 importing entries 168 report 222 exporting access rights required 52 270 Address Book entries 242 to Microsoft Excel 223 extensions file extensions 284 F F1 Help 12 13 Favorite List 143 adding or removing entries 144 entries assigned to 121 fax 175 software 94 96 FAXDDE registry key 94 field mapping Index 315 data imports 253 fields 306 Full Access field 62 graphing 225 Key Fields 81 83 mandatory 136 170 mandatory and opt
30. e Axes label your graph s axes Chart Wizard ce ow Select a chatt type 20 30 Sep coms Cart War Gay Ge ou Ame Select chat ye Chster Bar Chart Wizard EJA 3 iea e Eo 7 e EN Ea E E vem Loe Oey Enter desired layout settings P Category K County Value Y Number of Entries Deine masa A I Help Cancel lt Back Erish These are only the basic characteristics of your graph after the graph is generated you can make additional changes to its appearance and even edit the graph data 228 Maximizer CRM 10 User s Guide Use Title and Footnote Merge Fields When you save a graph to the Graph Catalog you can insert title header and footnote footer merge fields that display information such as the current date and time the total number of entries and other information For example inserting date in the title of the graph and then saving the graph to the catalog as a template tells Maximizer to display the current day s date the next time you generate the graph The following fields are available for footers and headers e count The total number of entries graphed e date The date the graph is generated e login The user ID of the logged in user e time The time the graph is generated e
31. e Public assigns the user defined field access permission to all users e user assigns the user defined field access permission to an individual user e security group assigns the user defined field access permission to all members of a security group 74 Maximizer CRM 10 User s Guide About the Set Up User Defined Fields Dialog Box User defined fields are created and modified through the Set Up User Defined Fields dialog box which is available from the File menu in both Maximizer and Administrator Set Up User Defined Fields es Address Book Opportunities ij users Name Type Requested by Add Folder EEN lt Escona Tutorial gt 5 m f Add Field 1A UseAlternateForm Alphanumeric H H Sales Folder H Marketing Folder H Customer Service Folder W Partner Retail Reselle Folder H Customer Profile Folder H Discount Levels Folder H Wine Preferences Folder H Wines of Interest Folder Joe Napoli Escona Roles Table Gove Customer Interests Table Partner Interests Table Mandatory Fields Tree View The dialog box contains tabs for each category of user defined field The user defined field structure can also be multi tiered with multiple levels of user defined field folders each of which may contain other folders or user defined fields The folder structure may contain a maximum of three f
32. email address fields If information is not entered in these mandatory fields the customer will be notified via a Failure page e Create rules to manage when collected information is emailed to the website administrator or whatever other email addresses you specify e Use HTML to customize the look of the areas above and below the web form the look of the form itself cannot be customized e Use HTML to customize the Success page and the areas above and below the Failure page e Preview the web form and return to the respective wizard screens to make the required adjustments Maximizer Web Form Requirements If you are creating forms using the Web Inquiry Form wizard in Maximizer you must consider some mandatory circumstances regarding your Internet Service Provider ISP First your ISP must support HTML file readings and CGI execute permissions Second if your ISP is running a UNIX server you must ensure the ISP installs the following Perl modules e CGI e Net SMTP e MIME Base64 Third you may have to ask your ISP to install the winqcgi pl file into a folder that has execute permissions You may also have to modify the generated web form HTML page to target the winqcgi pl file installed by the ISP To do so modify the following line lt FORM action winqcgi p method post name mtiform gt to lt FORM action cgi bin wingcgi pl method post name mtiform gt Chapter 8 171 Working with M
33. shown in the far right column select one of the available Maximizer fields and click Add to map the fields Select a corresponding Maximizer field for every field in the source file If there is no corresponding field select lt Skip Field gt from the list of Maximizer fields When you have finished mapping the fields the Order of Import middle column displays the corresponding Maximizer field beside each field in the Fields from File column as illustrated below Select Fields for Import E Ayailable Maximizer fields Order of Import Fields from file z Field Number 6 CRM_Contacts csv UseAlternateForm A Account Manager 1 First Name lt Skip Field gt Address Line 1 2 Last Name Annual Sales q Address Line 2 3 E mail Address Categor k 4 Mobile Phone Customer Interests 5 Personal Web Page Customer Profile Contact How 6 Business Street Customer Profile Employees 7 Business City Customer Profile First Contacted Date lt Remove Customer Profile Have Internet Access Customer Profile Industry Customer Profile Preferred Language Customer Profile Region Customer Profile Retail Wine Cost Customer Profile Size of Client tment Discount Levels Percentage RED Discount Levels Percentage ROSE Discount Levels Percentage SPARKLING Discount Levels Percentage WHITE Division E mail Address E mail Address 2 J Convert to name case Do not import first record it is a header 8 Business Postal Code 9
34. user The name of the user specified in the Users dialog box in Maximizer gt To insert a title or footnote merge field Start a new graph A In the Chart wizard select the Layout tab Enter any fields you want to appear in the Chart Title and Chart Footnote fields Remember to surround the field with square brackets like this 4 Finish creating your graph and save it to the Graph Catalog The first time you create the graph the field name will display not the value i e user instead of Bob Smith The next time you generate the graph the value will display correctly Chapter 11 229 Reporting and Graphing Add Zip to Your Graph Press F1 in the Graphing At first your completed graph may not look like much by default it window to find out more ways has a plain gray background and the graph s colors are chosen for to edit your graph i as ee you You can easily add your own touches to your graph by editing it in the Graphing window IM Primary Interest in Escona Wines Sara Primary Interest in Escona Wines No of Entries a oo Ses E Personal gift or oc Primary Interest in Escona Wines To sell in a restaui Re as No of Entries EE As an agenvidistributor a ee Lames Mex E Aa cmc To sell in a restaurantibar Before and after the graph as generated by Maximizer above and the graph after some editing right me Pee e re ae ental ox vou can also right clic
35. 12 247 Managing Address Book Data Click Save Export Address Book Entries res Specify export file File name E Archives IT GRM_Contacts csv Format Comma Separated Value v Export options IV Indude field names as first record in export file 19 F qaaa 10 a Select the DOS text checkbox to export data that is in DOS standard ASCII If the data is in ANSI ASCII Windows default do not select the checkbox g If you want the field names to be exported as the first record in the exported file similar to a headings row select the Include field names as first record in export file checkbox Ei click ok The Select Fields for Export dialog box opens Select Fields for Export E Available Maximizer fields Order of export fields to d CSV UseAlternateForm a Account Manager lt Empty Field gt Address Line 1 Annual Sales 1 1 Address Line 2 Category F City Company Individual Name Compan Saee mea add gt SE Customer Profile Contact How Customer Profile Employees Soa Customer Profile First Contacted Date Customer Profile Have Internet Access Customer Profile Industry Customer Profile Preferred Language Customer Profile Region Customer Profile Retail Wine Cost Customer Profile size of Client Department Discount Levels Percentage RED Discount Levels Percentage ROSE Discount Levels Percentage SPARKLING Discount Levels
36. 2007 11 00AM Daniel Brow HI KA OK Cancel 160 Maximizer CRM 10 User s Guide gt To view activities related to opportunities Open the related opportunity A Click the Activities tab Follow the steps listed in the previous heading procedure to filter your activities list or make changes to an Action Plan Check Your Co workers Status with the Peg Board In a medium to large office it s not always obvious when people are in out or busy with an appointment The Peg Board works with Maximizer s calendar to show you each user s current status gt To view the Peg Board Select View gt Peg Board A The status indicators denote if a user is busy or not When a user creates an appointment the Sign out of Peg Board option must be selected so the Peg Board is updated To override the calendar status click on the User Status button to manually set a user s status 4 You can see other users busy periods if they have allowed you to view their calendars File gt Preferences gt Calendar Hotlist tab If a user has allowed others to view their calendar you can click the Appointment button to view the details of the user s appointment Peg Board ese Status User Icon Remarks Name Address Book Enty User Status ln Bilie Holly in COMPANY Refresh Out Daniel Brown in Joe Napoli ln Jon Bowser ln LouJones in Lucy Garcia ln Mark Bertoli in Matt Graham
37. 51 personal organizer printing 221 personal reports 220 Personal window 106 phone caller ID 97 configuring TAPI 100 masks 102 number matching 98 TAPI 97 101 TAPI phone number format 66 phone call making 174 205 notes 131 206 putting caller on hold 205 receiving and transferring 207 phone log report 222 phoning address book entries 205 pipeline report See Opportunity Pipeline Report PLNs product license numbers see licenses preferences Address Book 66 calendar 148 Hotlist 148 logging adjusting 131 user 66 user preferences 63 prefixes for creating user defined field views 301 for Microsoft SQL views 301 previewing emails 185 printing calendar 221 graphs 230 reports 221 system reports 279 private entries privileges 52 records 61 privileges users and groups 52 probabilities of close opportunities 66 processor speed system requirements 8 public records 61 Q Quick Access list 113 quick backup of Address Book 235 RAM system requirements 8 ratings schemes 66 Read Access field 62 reassigning appointments 151 Hotlist tasks 148 Recent Entries list 114 record ownership 61 recovering an Address Book 240 recurring tasks 200 Refresh button 159 related entries 128 report 222 removing entries from Favorites List 144 reports 279 280 activities 222 Address Book entries 222 calendar 222 column based 221 Contacts 222 Crystal Reports 18 current users 30 custom 220 database d
38. 604 601 8000 Amelia Liquors South 604 601 8000 Winaminer CRM Escone Tutorial Addres Book 163 Displayed 163 Compania Sea Columns DeFaut Address Bock Vew Sales IE ovvorannes Gq ocres soor rost B resora StHelena Wine Merchant kaa Prone tunber 604 601 2000 604 601 2000 G04 601 800 604 601 200 04 601 8000 Email Address Ciy State secora maximzercem San Franciaco CA escora naxmzercom Fort Sth AR ssconai maximizercom Berkeley cA escora naximzercem St Helena cA St Helena ca escora naximizer com Department Divison ress Fl for Help 3 Teter wines coe 60 se0n m B meanorwne c00 0012000 r IB Tre hn tLe Washinton Gos 60 2000 vA G00 eor stoo cA co 60 2000 washington oc 08 013t00 Evonsvle n eoa orso wenne w cos 602000 cA oa 6013400 w eonjeoretos a co 0s 601 8000 sstons eximzes com Pars conyeorecoo sacra an hie Pane w Coens sson Momietowse Bc E00 601 8000 sseoraane Sait Chares L c09 01 9800 sscora menimisrcom Honet w 604 601 8000 escora maximizer com _ Seate wA 5 E E or Eu E enem rous JE coamens JE Assess BeoxorweDsst ace aa aaja aA Name and Prone bers amp Company ard Adress Date v me Tye Text Crestor vnes are Us wues aeus ooreo Too rretave Nom Une toz eos e010 Senta tes User INAPOI Monday January 7 2008 327M gt To display only selected entries e Ifyou
39. Address Book Entry you would link the Client_Id and Contact_Number fields of the AMGR Client view to the fields of the same name in Notes Crystal Reports enables you to specify the type of join and type of link you want to use when linking tables Joins and links indicates how linked fields in two tables are compared when records are read Join enforce and link options can be specified in the Links Options dialog box Using the various join enforcement options can ensure that linked tables are included in the SQL query even when none of the fields in the table are used in the report The Crystal Reports help files contain more information on Linking options Controlling Windows As mentioned previously when you choose to create a new report template or edit an existing template the default view for the report is based on the active controlling window Following is an example of a controlling window in Maximizer outlining the associated view name links and common selections 304 Maximizer CRM 10 User s Guide Including Additional Views in Your Reports To include additional views in your reports you must link them to the parent table of the controlling window You do so through the Database Expert Database gt Database Expert by linking to the data source I aix Data Browse the data source for the tables you want to add Note to edit the alias for a table select the table in the Selected Tables
40. Administrator to import Address Book information from other sources such as ACT GoldMine or Outlook After importing Address Book entries into Maximizer you can identify the imported records by selecting View gt Favorite Lists in the Address Book window A list of imported Address Book entries is stored in a favorite list named according to the file format and import date and time Administrator provides the following methods of importing data The best import method depends on the type of data you are importing e Address Book Entries This method imports entries from a CSV comma separated values or tab delimited text file that is created when you export from Maximizer or another application Outlook for example can export its address book to a text file When you import from a text file you must choose to import all the entries as Companies Individuals or as Contacts or you can do a two tier import to import Companies Individuals first and then import the associated Contacts For more information refer to Two Tier Import on page 254 e ACT or GoldMine Database Importing an ACT or GoldMine database is straightforward because Maximizer can detect the ACT or GoldMine database version and map the fields automatically Refer to Importing Data from ACT and GoldMine on page 259 e Other Contact Manager Database This option enables you to import a variety of data file formats including Organizer Clipper dBASE F
41. Available Maximizer fields The fields listed in the Available Maximizer Fields column is slightly different depending on whether you selected Companies Individuals or Contacts as the Type of Import in step 3 6 To convert text that is in capital letters uppercase into mixed case select the Convert to name case option Many comma delimited data files use the first line as a column header To exclude the first line from being imported select the Do not import first record it is a header option a Click Import Select Fields for Import ES Available Maximizer fields Order of Import Fields from file z Field Number 13 CRM_Contacts csv Phone 3 Description Account Manager 1 First Name Address Line 1 Address Line 2 Category County 2 Last Name 3 E mail Address 4 Mobile Phone 5 Personal Web Page 6 Business Street Phone 3 Extension Phone 4 Phone 4 Description Phone 4 Extension Reports To 255 Sales Annual Sales Wine Preferences Chablis Wine Preferences Chardonnay Wine Preferences Chianti Wine Preferences Fume Blanc Wine Preferences Merlot Wine Preferences Pinot Blanc Wine Preferences Pit Wine Preferences shi 7 Wine Preferences s vine J Convert to name case Do not import first record it is a header Sales First Contacted Date lt Remove Sales Last Visit Sales Primary Interest Securit Web Site Wine Preferences Cabernet Sauvignon E mail Address First Nam
42. BALA his step applies to the Corel WordPerfect Office Integration option only If the setup cannot locate Corel WordPerfect Office on the computer it prompts you to provide the path to these files and folders Click Browse to select the correct paths and click Next Maximizer CRM 10 Entrepreneur Edition neo WordPerfect Installation Folders M n aximizer Entrepreneur CRM Setup was unable to determine the following folders for Corel WordPerfect Templates and Assistants If you have Corel WordPerfect 6 1 or higher installed please enter the required paths below otherwise unselect the feature Main program executable file Browse Macro folder C Program Files Maximizer W ordperfect Macros Browse Template folder C Program Files Maximizer Wordpertect T emplates Browse select any of the following options and then click Next Create Maximizer desktop shortcut This option creates an icon on the Windows desktop that runs Maximizer when you double click it Create Maximizer Start Menu shortcut Creates a shortcut to Maximizer on the Windows Start menu 26 Maximizer CRM 10 User s Guide ug Review the installation settings and click Next to begin installing Maximizer CRM 10 Entrepreneur Edition E Start Copying Files i Review settings before copying files Maximizer Entrepreneur CRM Setup has enough information to start copying the program files If you want to review or cha
43. Cli nts ccccccsesceeeceeeeeaeeceeeeeeesneeeeseeeessneesseneess 86 Configuring Maximizer for GroupWise and Lotus cc Mail Mail 86 Chapter 8 Configuring Maximizer for Microsoft Exchange ccscccseseseeeserens 87 Configuring Maximizer for Microsoft Outlook Express ccce 87 Configuring Maximizer for Microsoft Outlook Configuring Microsoft Outlook Synchronization c ccescescssessteesseeeees Appointment and Task Synchronization eeceeseeeeeeseeeeteeeeeeeeeeees Configuring Outlook SynchroniZation ccccecccssesseesseesssesseeeseeeees Using Fax Software with Maximizer 2 c ccescesceeceeeeceeeeeeeeeeeaeeeeeeaeeneeeaes Third party Faxing Configuration cccccscccssecssessssesseessessseesseessaees FAXDDE Registry Key SettingS 2 5 Setting the Fax Application Path Enabling TAPI with Maximizer Requirements for Caller ID Phone Number Matching with TAPI Configuring Maximizer to Use TAPI cc ccsscccesessessessneesseeeseesnees Phone Masks aaraa aids evesachccatece Gages aaa aapa a atta TA ta STE aiat Working with Maximizer 2 ccccceeseeeeceeeeeeeeeeeeeeeeeeeeees 103 What is Maximizer CRM 0 0 ecceeeceeceseneeeeeeeeeeeeeeseeeeeaeeeseeseeeeeeeenaeeeeetaas 104 Maximizer Wind WS ccscceeceeeceeeeeeeeeeeeeeeeeeenaeeeaeeseaeeeaeeseaeeeaeeeaeeen Window Layout 0 Opening an Address Book My Work Day VieW
44. Configuring Microsoft Outlook Synchronization Outlook Synchronization works with Microsoft Outlook only not Microsoft Outlook Express For information on how Maximizer and Outlook fields are mapped to each other in Outlook Synchronization refer to Field Mapping on page 253 The same preferences are available through File gt Preferences gt Outlook Synchronization in Maximizer Outlook Synchronization mirrors select appointments tasks and Address Book entries between Maximizer and Microsoft Outlook to ensure the entries exist in both programs and that they both contain the same information Outlook Synchronization settings are configured on a per user basis and each Maximizer user has one set of configuration settings regardless of machine name or Windows username Typically users configure their own Outlook Synchronization settings through File gt Preferences in Maximizer However you can also configure their settings through Administrator s user preferences Outlook Synchronization preferences enable you to select which entries will be synchronized e For appointments and tasks only entries scheduled within the specified date ranges will synchronize with the exception of recurring appointments and tasks as described in the following section These settings apply to appointments and tasks in both Maximizer and Outlook e For Maximizer Address Book entries only the entries belonging to the selected
45. Crystal Reports gt Personal gt Custom Report menu in Maximizer Note that the user must also have the Custom Reports access right enabled to be able to generate reports 58 Maximizer CRM 10 User s Guide Creating a New Security Group For an explanation of the relationship between user access rights user access settings and group access settings refer to User and Group Security on page 50 For an explanation of each of the access settings refer to User Access Rights and User Group Access Settings on page 51 gt To create a new security group and assign members O the File gt Security Groups Select File gt Security Groups menu item is also available in Maximizer if the logged in user A Click Add has Insert rights for User Group setup P p Security Groups A za Security Groups Name Accounting Delete Crystal Reports Users Properties Close Enter a Group Name 4 Enter a unique Group ID up to 9 characters The first character of the Group ID must be a letter Chapter 5 59 Setting up Users and Groups 5 Assign Access Settings to the group Access Settings for the group affect the Access Rights of all users who are members of the group Add Group General Members Group name and ID 4 Name 1p Access Settings ray Read Insert Modify Delete
46. Daniel Brown 555 775 0 dbrown maximizer Enabled EMAILUSER EMAILUSER EMAILUSER Enabled JBOWSER Jon Bowser Jon Bowser 555 775 0 jbowser maximize Enabled JNAPOLI Joe Napoli e Napoli 555 775 0 jnapoli maximizer Enabled LGARCIA Lucy Garcia cy Garcia 555 775 0 Igarcia maximizer Enabled MASTER LouJones Lou Jones 555 775 0 liones maximizer c Enabled MBERTOLLI Mark Bertolli Mark Bertolli 555 775 0 mbertolli maximize Enabled MCORELL Miranda Corell Miranda Corell 555 775 0 meorelK maximizer Enabled MGRAHAM Matt Graham Matt Graham 855 775 0 maraham maximiz Enabled WEBUSER WEBUSER WEBUSER Enabled WWHITE Wonda White Wonda White 655 775 0 wwhite maximizer Enabled Add Delete A Ora Chart Password Preferences Properties dose The Password dialog box opens OL default password for a Type the new password then retype it on the next line to new user is maximizer confirm it 4 Click OK to accept the change of password and close the dialog box Password 4 fez Change user login password User ID BHOLLY z cancel Qld password New password Confirm password 50 Maximizer CRM 10 User s Guide User and Group Security As the Administrator you can restrict each user s access rights to types of entries essentially providing per module security User access rights are accessible through File gt User gt User ID gt Properties gt Access Rights These us
47. Destination Folder C Program Files Maximizer Browse lt Back Neis Cancel Chapter 3 23 Installing Maximizer 9 Click Next to use the default folder for shared configuration information Click Browse select a local shared folder and click Next Maximizer CRM 10 Entrepreneur Edition E Application Data Folder M 7 aximizer Entrepreneur CRM Maximizer CRM 10 Entrepreneur Edition requires a folder for storing local Address Books and configuration information IMPORTANT NOTE Please ensure you select a destination folder with both read and write permissions for all users of Maximizer CRM 10 Entrepreneur Edition Destination Folder C ProgramD ata Maximizer Browse lt Back Cancel By default Maximizer setup creates the folder All Users Application Data Maximizer and it creates a shared subfolder called AddrBks BBO setect a setup type and click Next Maximizer CRM 10 Entrepreneur Edition E Setup Type R Select the setup pe to instal Maximizer Entrepreneur Click the type of setup you prefer then click Next Typical Program will be installed with the most common options Recommended for i most users C Custom You may select the options you want to install Recommended for advanced us lt Back Cancel Typical installs a default set of software such as drivers It also installs a default set of Maximizer applications Maximizer recommends that yo
48. Favorite List will synchronize with Outlook Those entries will be assigned to the specified Outlook category e For Outlook contacts only the contacts assigned to the specified category will synchronize with Maximizer Those entries will be assigned to the selected Favorite List in Maximizer e Products Services and Categories are synchronized to Outlook if you are using Microsoft Outlook Synchronization Attendees resources and any notes you add to an appointment are also synchronized These items appear as part of the appointment dialog box in Outlook Outlook Synchronization preferences also enable you to specify how often to synchronize and how to handle conflicts when the same entry has been modified in both Outlook and Maximizer Maximizer can synchronize only with Outlook profiles on the same machine When configuring a user s Outlook Synchronization settings through Administrator you must manually enter the Outlook profile name but it cannot be verified until the Outlook Synchronization process runs on the user s machine If you don t know the Outlook profile name leave the field blank and the user can select it through Maximizer s user preferences When Outlook Synchronization runs it checks that the configuration has a valid Outlook profile name If not Outlook Synchronization logs the error 90 Maximizer CRM 10 User s Guide Appointment and Task Synchronization Recurring Appointments Recurring Tasks When
49. For information on Maximizer SQL views and tables refer to the Customization Suite documentation Data Population for the Current Window For more information on user access rights for creating Crystal Reports see the Maximizer CRM Administrator s Guide When you create a new report template or edit an existing report template the default table view for the report is based on the current Maximizer window You are connected to the MAS_ Address Book name for Microsoft SQL data source by default If you want to link to additional tables you must do so in the Database Expert dialog box in Crystal Reports See Linking on page 303 for more information Following is a list of each controlling window and its associated default table and file names used for Crystal Reports Controlling Window Views for Microsoft SQL Address Book AMGR_Client Opportunity Opp_View Hotlist AMGR_Hottlist If you are not in the controlling window that corresponds with the type of report you choose you are limited to running the report on all entries in the Address Book rather than a selected or current entry list Print Crystal Report x Generate report using Cx c cae s Selected entries in the current list eam Crystal Report E All entries in the current list Generate report using amp Selected entries in the c fi i Cancel is Appendix B 301 Crystal Reports Database Views Tables Reference Database Views for U
50. Groups Click Yes to copy the settings from the selected user or No to start with the default settings Copy Selected User s Properties Properties Would you like to copy the properties from the selected user If yes please select the appropriate checkboxes below IV User Defined Fields MM Access Settings I Groups I Preferences Yes No Cancel The Add User dialog box opens 4 Fill in the information for this user in the General tab The User ID and Last name fields are the only required fields and the User ID is needed to log into the Address Book Save time by filling in only the User ID First name and Last name fields and let the user fill out the rest of the information The Display name field fills in automatically with the user s first and last names You can change the display name Add User General User Defined Fields Access Rights Security Groups Name and position User ID Mr Ms First name Initial Last name Salutation es aes Display name Position Dear lt gt Reports to Company and main address Phone numbers and phone extensions Company Escona Estate Wines 4 655 775 0999 Dept Sales Division US West 2 655 775 0900 fax Address 1 1344 Eastside Road 3 Address 2 4 Cty Town Petaluma St Co Prov CA Security Public C Private Zip Postcode 94954 Country USA Module L
51. Hotlist tasks e Sample Company Library files CHAPTER Installing Maximizer In this chapter Third party Components Installed with Maximizer CRM on page 18 Windows Login Account Rights Required for Installation on page 20 Upgrading from a Previous Version of Maximizer on page 20 Installing Maximizer CRM on page 22 Installing ecBuilder Pro Lite on page 27 Installing MaxLink for Palm OS on page 27 Adding and Removing Maximizer CRM Components on page 28 Installing Licenses on page 29 Updating Maximizer Installations with Live Update on page 31 Where to Go from Here on page 33 18 Maximizer CRM 10 User s Guide Third party Components Installed with Maximizer CRM The Maximizer CRM installation includes the following third party products e Microsoft SQL Server Express Database Engine e Microsoft NET Framework e Crystal Reports Viewer e Microsoft Data Access Components MDAC The type of Maximizer installation determines which of these components are installed Microsoft SQL Server Express Database Engine SQL Server Express is the database engine Maximizer uses to read and write data from the Address Book Upgrading an existing Pervasive or Btrieve Address Book requires the Pervasive SQL database engine which must be installed from your Pervasive SQL CD if necessary Microsoft SQL Server Management Studio Express Microsoft SQL Server Management Stu
52. If you dial a number to access an outside line what is it E The phone system at this location uses Tone dialing Pulse dialing OK Cancel Click Device E Select your TAPI device name from the Line drop down list and click OK Device Exe Connect using this line and address Line ESzaaci 1 Address Address 0 ja K Cancel 9 Select the Detect incoming calls option Chapter 7 101 Configuring Email Fax Phone and Synchronization HOselect the Enable exact number matching option if desired KIEN you enabled exact number matching enter the number of phone number digits to match exactly in the Match of digits box or leave the default setting of 7 Preferences Billie Holly E Reports Fax Email Outlook Synchronization Printingto HTML Overview Page Logging Format Calendar Hotist Dialing Envelopes Labels Method TAPI C None Properties Device 7 Detect incoming calls 9 C Modem APE 100 IV Enable exact number matching Match of digits 7 Long distance settings Modem strings Dialing tate G G Phone number prefix and suffix Modem settings cros e BA cick OK to close the Preferences dialog box EN repeat this procedure to enable incoming call detection for any other Maximizer users 102 Maximizer CRM 10 User s Guide Phone Masks Exercise caution when wor
53. If you selected Modem fill in the remaining fields EJ click ox Your modem is now ready for use in Maximizer For more information on setting up dialing preferences including documentation on using TAPI refer to Enabling TAPI with Maximizer on page 97 CHAPTER Managing Opportunities Organize Your Sales with Opportunity Management In this chapter Using Opportunities on page 210 Configuring Opportunity Preferences on page 211 Entering a Default Opportunity on page 212 Pursuing a Sales Opportunity on page 213 Modifying Opportunities with a Global Edit on page 215 Viewing the Opportunity Pipeline Report on page 216 210 Maximizer CRM 10 User s Guide Using Opportunities Keep the following points in mind when working with the Opportunities window Use the view bar buttons for common opportunity tasks Use the view filter to show all opportunities or current opportunities Double click an opportunity to view or modify it You can view the Address Book entries associated with a single opportunity or multiple opportunities by clicking the View in Address Book button in the View bar or by choosing the option from the shortcut menu The following windows show additional information for the selected opportunity Maximizer automatically creates notes to record opportunity activity Maximizer CRM TEscona Tutorial Opportunities 14 Displayed C file Edt
54. Individual Contact Opportunity description Objective Products Services Ei Categories Description Opportunity Analysis Stage Not Started Confidence rating Warm KI Opportunity details Next action Revenue 0 00 Cost 0 00 Leader pia oK il Cancel Apply 4 Click OK to save the Default Entry Chapter 10 213 Managing Opportunities Pursuing a Sales Opportunity You enter new opportunities by selecting an Address Book entry in the Address Book window and adding the new opportunity in the Opportunities window All opportunities have an associated Address Book entry gt To add an opportunity Select the Address Book entry to which you want to add an opportunity keia ne Decor HEE A a Press Fl for Help User INAPOLT Tuesday January 2008 SEM M you can view associated A Drag and drop the Address Book entry or Contact to the Contact details while an ities opportunity is selected in the Opportunities icon Contacts following window or Select Add Opportunity from the Edit menu Click Insert A new opportunity dialog box opens Enter the opportunity Objective The objective should describe the goal of this opportunity For information on selecting 4 Select the applicable Products Services and Categories products services and _ categories see Maximizer 5 Enter the Description of the opportunity
55. Mail Server for J outgoing email You are almost finished Before your web form is generated use the Browse button to choose a folder in which to save the files iizer These files then must be copied to a web server where you must have HTML file reading and CGI ktdu execution permissions Consult your Intemet Service Provider ISP or system administrator for more information on the hosting of these files Web form file Location of generated HTML and CGI files Browse Filename imyfom htm Preview Web Form doth lt k z Use Maximizer s Web Inquiry Form wizard for the following tasks e Save the web form settings as a template for future editing so you can customize the form as the need arises e Select the Maximizer fields including user defined fields you want to appear on the form Information entered in the form s Last Name field for example is inserted into the Last Name field when importing information into Maximizer If you have chosen a table user defined field a drop down list is automatically created so customers can select available choices 170 Maximizer CRM 10 User s Guide e Change displayed field names For example if you want to include in the form an existing Maximizer user defined field called GIC Heard About you can choose to display a helpful label such as How did you hear about our GIC program e Designate mandatory fields in addition to the last name and
56. Modify Delete Description of selected template Description Use when a strategy would be overkill contains all the main steps Activity From start date Assigned to S Make initial contact with customer an 0 day s After Current User Analyze requirements and develop p 1 day s After Current User Arrange time to present proposal 3 day s After Current User KYL Present proposal date and time ne 6 day s After Current User Joe N Template access Full access Public zi Read access Public i In the Add Plan Template dialog box enter the template name and description 4 Click Add and select Appointment or Task to add an activity in the template 5 Enter the Appointment or Hotlist task details and click OK You will now see the activity listed as part of the template Repeat steps 4 and 5 for each activity you are adding to the template 6 If you wish to modify the start date of an activity change the information in the Schedule activity fields Click the ellipsis button beside the Assigned to field to assign an activity to another user By default the current user is the assigned user Chapter 8 157 Working with Maximizer El Select the Personal activity option to mark this task as not associated with an Address Book entry Click the Properties button to 9 Select a user or group name in the Full Access and Read Access view creation details of the
57. OK The Maximizer Addresses dialog box closes and the selected email addresses appear in the new mail message dialog box 196 Maximizer CRM 10 User s Guide Save Outlook Email Messages as Documents in Maximizer When Outlook integration is installed and configured you can save Outlook email messages to Maximizer Address Book entries even if Maximizer isn t open You can save email messages you have already received or you can save email messages when you send them If there are no Address Book entries associated with the email you either create an entry yourself or let Maximizer create it for you depending on your preference settings The email is then saved to this entry s documents If the email address doesn t have a record in Outlook contacts Maximizer creates a corresponding Outlook contact If you are using Outlook Synchronization for Address Book entries as described on page 199 Outlook integration also adds the newly created Address Book entries to the synchronized Favorite List in Maximizer and category in Outlook so they will get synchronized in the future Set Preferences for Saving Emails When you save an email to Maximizer as a document by default a Save Email to Maximizer Addresses dialog box opens in which you can view and adjust the entries to which the email will be saved If you want to use the Maximizer defaults for creating Address Book entries you can disable the dialog box as follows In Maxi
58. Outlook Synchronization is configured it can synchronize select appointments and tasks between the Maximizer Address Book and Microsoft Outlook Only those appointments and tasks scheduled within the specified date ranges will synchronize with the following exceptions e ifan instance of a recurring appointment occurs within the specified date range all instances of the recurring appointment will be synchronized e if a task is scheduled prior to the specified date range but the Carry forward unfinished tasks option is selected the task will be synchronized You can also specify whether to synchronize private appointments and or tasks Recurring appointments in Microsoft Outlook synchronize to Maximizer as recurring appointments unless they have no end date If the recurring appointment has no end date only the first occurrence synchronizes with Maximizer not the recurrences To synchronize recurring appointments with Maximizer always provide an end date Note that while it is possible to modify the Private property of a single instance of a private appointment in Maximizer this property can be changed only for the entire series of recurring appointments in Outlook Therefore if you change the Private property of a single instance of a recurring appointment in Maximizer this change will not be synchronized to Outlook If you synchronize a recurring task from Outlook and then mark the task as complete in Maximizer Maximiz
59. Preferences Close 4 Click Password 5 In the Old password field type control or the current password if you have changed the MASTER password before 6 In the New password and Confirm password fields type the new MASTER user password and click OK Password E Change user login password User 1D MASTER Cancel Old password New password Confirm password The MASTER user password has now been changed 42 Maximizer CRM 10 User s Guide Upgrading or Converting an Address Book ALWAYS back up the Address Book before upgrading For instructions on backing up refer to Backing up and Restoring Address Book Data on page 234 For older databases refer to the User s Guide for your previous version of the software If you have customized the dictionary and holidays also back those files up separately before upgrading If you are upgrading Maximizer Pervasive databases do not uninstall Pervasive until you have successfully upgraded all of the Pervasive databases Note that the Browse button is used locate Maximizer files that are in a Pervasive Btrieve database format It is not applicable to a SQL Server Address Book You can also upgrade an Address Book by opening it in Administrator or Maximizer Administrator also has a built in utility to convert existing Maximizer databases from older versions to the current version and to convert Maximizer Pervasive
60. Requested by Billie Holly id Owner lest Coast Sa 5 ad Key Fields Entry types Company 8 assigned fields 6 zj Available fields Assign up to 8 fields Sf Customer Profile R Primary Interest A Annual Sales 14 Employees First Contacted Date EE First Contacte Last Visit Have Internet Access om percha ieee Preferred Language Contract Number Lele f Region Region Size of Client Industry FH Contact How Retail Wine Cost m Key Fields are important user defined fields highlighted on the Basic Information tab for Address Book entries and opportunities In each defined list you can specify up to 8 ne o i each entry type sero oe s 84 Maximizer CRM 10 User s Guide Recording Holidays in the Holiday Editor The Holiday Editor is a utility you can use to add or edit holidays in the Maximizer calendar By default the Holiday Editor contains many North American holidays The holidays listed in the Holiday Editor also appear in the Calendar window in Maximizer You can use Administrator to modify or delete existing holidays or add new holidays If you wish to add personal holidays or events to your calendar such as Alice s birthday you must create a yearly recurring appointment using the Calendar window in Maximizer The Holiday Editor s data file Mxzhol nam is inserted in the Maximizer program folder when you install M
61. Search Catalog Cancel In the Select Fields for Search dialog box select one or more fields and click OK Select Fields for Search Ea Available fields Selected fields for this search Field Basic Fields Category a B f Basic Fields oA Account Manager OH Accounting Link Type COLA Address Line1 A Address Line 2 Category My A Company A Country E Creation Date ol ol ol OLA Creator ol m ol e j o R 1 Department A Division 14 Email Address LA Email Address 2 7 I Show hidden fields Description Select the Search for no value checkbox to search for entries where no value is assigned to the selected field To retrieve all Address Book entries that do not have email addresses do a search by all fields choose the email field leave the search range blank and then click the Not Equal button Use Last Search and Catalog for previously defined searches Chapter 8 141 Working with Maximizer 4 For each field you selected in the previous step select or specify values in the dialog box that is provided If applicable indicate under Search conditions whether to return entries that match all values or that match one or more values Select Table Field Values for Search E Field Name Category Available values Values to be searched for Analyst Distributor T Coll
62. The 136 Maximizer CRM 10 User s Guide following graphic shows the User Defined Fields tab of an Address Book entry Grape Expectations ca B Cony Favorite List v Q Actions v Preferences Edt Basic Information User Defined Fields Activities Field Value s I7 Show blank fields I7 Show hidden fields I New Contact inherits user defined fields m User Defined Fields Fields for Grape Expectations 14 UseAlternateForm o amp Sales t f Marketing l Customer Service H Partner Retail Reseller Info l Customer Profile l Discount Levels Delete Wine Preferences j Wines of Interest Customer Interests Partner Interests a a Denotes required field OK Cancel User defined fields that pertain to user accounts are available from File gt Users gt Properties gt User Defined Fields Keep the following points in mind when working with user defined fields By default user defined fields are displayed in tree view where fields are nested within folders You can also display the fields in an alphabetical list without their folder structure You can set your default user defined field view by selecting File gt Preferences and setting the View User defined fields in tree view option on the System Defaults tab When you select the Show blank fields option on the User Defined Fields tab all user defined fields in
63. Toggle alarm Toggle alarm Importance Priority Private Private Location Location Note text box Note text box Tasks Microsoft Outlook Due date Alarm time Subject End time Reminder set Priority Private Chapter 12 269 Managing Address Book Data Maximizer Date Time Activity End time Alarm set Priority Private Transferring Entries between Address Books Q Encrypted user defined fields Importing refers to copying data from an external database into a cannot be transferred or exported to another Address Maximizer Address Book However transferring refers to copying Book data between Maximizer Address Books Transferring data is ideal for merging Address Books together and sharing entries and setups Entries cannot be transferred using Administrator You must use Maximizer Transfer rights can be set on a per user basis although some field transfer options apply to all users What Happens During a Transfer Once you start a transfer Maximizer uses the following rules to determine which records to copy from the source Address Book into the target Address Book e Address Book entry IDs If an Address Book entry ID number from the source Address Book does not exist in the target Address Book the Address Book entry is inserted into the target Address Book Note that each Address Book e Address Book entry names If the Address Book entry ID entry has a unique ID number from the source e
64. Toolbars from the menu Right click in any frame containing a toolbar and select Customize from the shortcut menu The Toolbars dialog box appears 2 To create a new custom toolbar click Add To add a button to an existing Custom toolbar select the existing custom toolbar and then click Customize Toolbars xs Toolbar lst Name Size Visible _ Placement Advanced Tools Standard No Docked Canel Standard No Docked Formatting Standard Yes Docked Properties Icon Bar Large Yes DockedatLeft Standard Standard Yes Docked Add Status Bar Standard Yes Docked Status Indicator Standard No Docked Gne View Standard Yes In Window Delete The Customize Toolbar dialog box opens Click Add Customize Toolbar Em Cancel Toolbar buttons EE Move button left or right Button properties ee d The Add Toolbar Button dialog box appears 116 Maximizer CRM 10 User s Guide 4 Under This new button will perform the following action select one of the following options and then click Next Add Toolbar Button es This new button will perform the following action Browse a website Open a document or an application C Start a user defined field for an Address Book entry C Draw a graph from a defined graph catalog Retrieve a search catalog in zi e Browse a website To add a button to browse a specific website or w
65. View Search Actions Web Tools Reports Window Help le mae i cay Sales SECA Press F1 for Help User NAPOT Tuesday January 8 2008 508 PM New dt 1G 2yTack wail letter Note Phone FEditor 7 a X oP a C oseut cppertnty view 1 HRY W a3 STI cure orperantss Reverse Cchse oate Iy Work Day Opportunties 196 c00 00 November 8 2007 40 000 00 98 000 00 Apri 16 2008 TEE Atos at I i HH el value Under 2 00 25 Chapter 10 211 Managing Opportunities Configuring Opportunity Preferences Configure opportunity stages probabilities of close confidence ratings and completion reasons in Administrator These settings determine the values in the Stage Confidence rating Probability and Reason Completion details fields of the Opportunity dialog box e Stage indicates the level of progress of the opportunity and determines the Probability of close e Confidence rating indicates the salesperson s opinion of the likelihood of closing the sale e Completion reason appears on the Status tab of the Opportunity dialog box It specifies details about why an opportunity was won lost abandoned or suspended To configure opportunity preferences In Administrator select File gt Preferences Ne Y Click the Opportunity tab Preferences E Diagnostic Address Book Mandatory Fields System Options System Fields
66. Your Customers there is only one item in this list called Contacts In that case select Contacts Lu Address Book oes File Edit View Tools a QF Type Name or Select from List Show Names from the Contacts B Outlook Address Book Contacts Contacts Global Address List All Address Lists All Contacts All Groups All Users Maxmail Account on Exchange Public Folders 4 Click OK and then close the dialog box in Outlook Create Address Book Entries from Microsoft Outlook M you must have the Address When you have Outlook integration installed and configured you Book Insert access right to be can create Maximizer Address Book entries from Outlook contacts or able to create Maximizer rie ee Address Book entries froni email messages even if Maximizer isn t open SUE If you are also using Outlook Synchronization for Address Book entries as described on page 199 Outlook integration adds the newly created Address Book entries to the synchronized Favorite List in Maximizer and category in Outlook so they will get synchronized in the future Set Preferences for Creating Entries When you create an entry by default a Save Contact to Maximizer dialog box opens in which you can view and edit the information that will be used to create the entry If you want to always use the Maximizer defaults for creating Address Book entries you can disable the dialog box as follows In Maximizer sele
67. an Address Book Creating Key Fields Lists Q Assigning a user defined field to a Key Fields list does not remove it from the User Defined Fields tab Those fields appear in both tabs Key Fields are important user defined fields that are highlighted on the Basic Information tab in Maximizer Address Book entries and opportunities making them more readily accessible Which user defined fields appear as Key Fields is up to you You might select mandatory user defined fields as Key Fields so users don t miss them when creating a new record You might also select frequently used user defined fields making it easier for users to quickly enter these values And you might select user defined fields important to a particular group of users because different Key Field lists can be defined for a specific user or group or for all users Specifying Key Fields by Entry Type When you create a Key Fields list in Maximizer you can specify up to eight user defined fields for each entry type The entry types are described in the table below The user defined fields available for each entry type correspond to the related type of user defined field and the related Maximizer entries For example within a Key Fields list the Opportunity Key Fields entry type may contain only opportunity user defined fields and these Key Fields will be available only in the Opportunity dialog box in Maximizer There are three types of Address Book entry key fields
68. be a member of more than one security group The Group dialog box is shown below Modify Group Accounting Se General Members Group name and ID Name Seeman 1D ACCTNG Access Settings Permissions Privileges Read Insert Modify Delete C Allow Global Edit 4 Address Book m w o O L Allow private entries User defined fields O oO oO Oo Allow transfer 5 User defined field setup C O O O C Allow import g Notes E ia ii O Allow export Documents T O CI Allow sync contacts with extemal clients Mailing Address oO C Modify delete other owners notes Company Library o o g o Basis nthacssenct actin motin i OrderDesk O o n Opportunities Oo oO User s roles User Group setup C Sales Manager Accounting 0 H C Sales Representative Action Plan Library OK Cancel Group Name and ID Every security group has a name and an ID that identify the group Changing the name has no effect on the group functionality However you cannot change the group ID If you ever need to recreate these security groups it is imperative that you use the correct security group IDs the group name is irrelevant Group Access Settings A security group has Access Settings that affect the level of access its members have within the Address Book It is important to note that granting an Access Setting to a group does not necessarily mean that all members of the group will have that
69. border of the Maximizer window 6 Select the icons you want to be displayed Use the Move Up and Move Down buttons to position the icons Click Edit on the Quick Access tab to add or remove commonly performed tasks displayed in the Quick Access section To hide the section deselect the Show Quick Access list option 114 Maximizer CRM 10 User s Guide EJ Set the number of entries to be displayed in the Recent Entries section To hide the section deselect the Show Recent Entries list option Icon Bar Properties es General Icon size F Vsble ci 5 C Small T Display tooltips Cancel Large Location rofl G Docked atleft Docked at right C Docked ontop C Docked at bottom icons Quick Access 7 Set button order vii Da Opportunities Move Up M Address Book miia o g eel Recent entries list nats orewes teasers E EEN IV Show Recent Entries list Chapter 8 115 Working with Maximizer Customizing Maximizer Toolbars and Toolbar Buttons To change the properties of an existing custom toolbar or toolbar button select View gt Toolbars select the custom toolbar and click Customize You can then select a specific button to modify its properties From a Maximizer custom toolbar you can perform specific actions such as launching another application or performing a specific search that was saved in your search catalog gt To create or modify a custom toolbar Select View gt
70. connects to the Maximizer Live Update Server and downloads any available updates for your local Maximizer installation Company 1 n Workstation 1 n Maximizer The CRM Company Maximizer Software Live Update Server Maximizer Workstations download Contact Manager 1 n and install updates ox a Se ee a Maximizer Live Update Service indudes FRR E ae P the Live Update Workstation Wizard applies download and install H updates to Maximizer installations Maximizer Live Update Server consisting of Maximizer Live Update Server Update Manager and web server By default Live Update is enabled automatic notifications are enabled and the interval to check for updates is set to 1 day You can modify these preferences as required in Administrator gt To configure Live Update preferences Start Administrator Start gt Programs gt Maximizer gt Administrator and log into the Address Book A Select File gt Preferences On the System Options tab click Live Update Q Press F1 in the Live Update 4 Update any of the preferences as desired and click OK dialog box for information about each of the settings Live Update me Live Update options I Enable automatic Maximizer Live Update notification Interval to check for updates 14 4 days 32 Maximizer CRM 10 User s Guide Live Update options in Administra
71. daily and weekly weekly list view to the next Click on a month or day to show it in the main portion of the Calendar window The day s Hotlist tasks are listed in the Hotlist Tasks section Click a Hotlist task to view the details of the task You can view another user s appointment by adding the user to the Calendar Users list and selecting the checkbox beside the user s name Use the Check All and Uncheck All options to quickly select or deselect all users in your Calendar Users list Use the Edit List option to add users and resources to the calendar and to set icon colors for these users and resources Use these buttons to hide the associated section of the Calendar window Canada Day Can breech at eat us Users E g B 30AM 1 Sal 12 30 l 1 Lu Bice Napoli F M ceine Dancer F B Danie Brown M Lucy Garcia m F Mat Graham Mark Bertoli Location s Resource s F Board Room F interview Room IT Meeting Room I Statt Room IT A Marketing Collateral IT A Product Samples I A Projector IT Trade Show Booth Danie Brown F W Lucy Garcia FF Mark Bertoni FF Biot raham Location s Resource s 1 Board Room F interview Room I Meeting Room I statt Room T A Marketing Collateral IT A Product Samples I A Projector IT A Trade Show Boo
72. databases to Maximizer SQL databases If you are upgrading Maximizer from a previous version and you have old reports in the Crystal Reports file structure for Maximizer the old reports are archived in a folder named after the Address Book with a BAK file extension where your other report files for Maximizer are stored e g My Documents MaximizerReports folder You can copy the reports to any of your working folders to access the reports from Maximizer After upgrading a database you should always perform an Address Book validation and recovery For further information refer to Verifying and Recovering Address Book Data on page 240 gt To upgrade a Maximizer Address Book Ensure Maximizer is closed before proceeding with the upgrade A If you have an Address Book open in Administrator select File gt Close Address Book Select Utilities gt Upgrade Maximizer Address Book 4 Select Yes when prompted to continue 5 If the Address Book does not appear in the list click the Browse button to browse to the location of your Pervasive Btrieve Address Book files and click OK Then enter an Address Book name and click OK 6 Select the Address Book from the available Address Book list and click Open Open Address Book Em Available Address Books Open Escona Escona Tutorial General Cancel Browse Location of Address Book DSN MAS_EsconaPromotions The upgrade process be
73. default fields already filled in The default entry affects all the new Address Book entries you create When you no longer want to use default information you should delete the default entry 124 Maximizer CRM 10 User s Guide Change Several Address Book Entries with Global Edit You can update a number of Address Book entries at the same time with the Global Edit command For example you may want to add a FAX Phone extension to several entries Global Edit is a very powerful feature so you might consider making a backup of your Address Book before making significant changes using Global Edit gt To perform a global edit In the Address Book window or Contacts window select the entries you want to modify A Select Global Edit from the Edit menu The Global Edit dialog box appears For detailed information see Apply your edits to the Basic Information or User Defined Fields AOBA RIT O tabs Changes made to these tabs are applied in the same way as information on eppijiig global when you are entering an Address Book entry The changes are edits to user defined fields applied to all Address Book entries included in the global edit If you don t select any entries the edits are applied to all your entries in the current list Global Edit Ea Edt Basic Information User Defined Fields Note Global Edit Rules Name and address Other infomation Mr Ms First name Middle nam
74. entering the opportunity s details including the user defined fields and status Edgar Bros ez BS F AQ Pacions Q Probability 0 Basic Information User Defined Fields Status Company Individual Edgar Bros Contact Opportunity description Otte Description 15 Opportunity Analysis Key Fields for General Opportunities m 7 Status g D Start date E January 8 2008 Store size Wine Preference Number of Retail Lines Number of Distributors Confidence rating Warm z ls Opportunity details l4 Close date Next action Revenue 0 00 Cost 0 00 Leader Joe Nap 9 Denotes required field OK Cancel Apply Chapter 10 215 Managing Opportunities Modifying Opportunities with a Global Edit You can update a number of opportunities at the same time with the Global Edit command For example you may want to change the start date of several opportunities This is a very powerful feature so you might consider making a backup of your Address Book before making significant changes using Global Edit gt To perform a global edit In the Opportunities window select the entries you want to modify A Select Global Edit from the Edit menu The Global Edit dialog box appears Apply your edits to the various different opportunity tabs Changes made to these tabs are applied in the same way as when you are entering a new opportunity although not all
75. entries that have been changed in both Maximizer and Outlook since the last synchronization 5 In the Outlook profile field enter the name of the user s Outlook profile This information must be obtained from the user s computer 6 To synchronize appointments select the Synchronize appointments checkbox and specify the date range of appointments to synchronize Private appointments will not be synchronized unless the Include private appointments checkbox is also selected To synchronize tasks select the Synchronize tasks checkbox and specify the date range of tasks to synchronize Private tasks will not be synchronized unless the Include private tasks checkbox is also selected To also synchronize incomplete tasks that are scheduled prior to the specified date range select the Carry forward unfinished tasks checkbox EJ To synchronize Maximizer Address Book entries and Outlook contacts select the Synchronize Address Book entries checkbox 9 To specify the mapping between Outlook and Maximizer phone number fields click the Phone Mapping button and select the Maximizer phone number field to map to each Outlook phone number field If necessary use the Move Up and Move Down buttons to prioritize the fields in the phone mapping list Click OK Maximizer supports only four phone numbers for an Address Book entry so when you synchronize from Outlook to Maximizer only four Outlook phone numbers are synchronized For infor
76. exe from the Max folder of the CD e g Max setup exe Do not change any default share names file names file locations folder names or folder locations after installing Maximizer If you want to use names and locations other than the defaults change them during the installation An installation wizard steps you through the process of installing the software on the computer The instructions in this section complement the wizard to provide additional information gt 2 4 5 a El To install Maximizer Close all programs running on the computer Insert the Maximizer CRM CD in the CD ROM drive The setup starts automatically Select Install Maximizer CRM The InstallShield Wizard starts Click Next to begin the installation Read the license agreement and click Yes to continue Enter your Product Serial Number First name and Last name into the required fields and click Next Read the Release Notes and click Next Click Next to install Maximizer components to the default location or Click Browse select a destination folder and click Next Maximizer CRM 10 Entrepreneur Edition Choose Destination Location Select folder where setup will install files Maximizer Entrepreneur CRM Setup will install Maximizer CRM 10 Entrepreneur Edition in the following folder To install to this folder click Next To install to a different folder click Browse and select another folder
77. from Administrator s Utilities menu Tasks can be reassigned to other users in the Hotlist window if they have given you full access in their Preferences gt Calender Hotlist tab Calendar appointments can also be reassigned in the Hotlist window choose Edit gt Reassign while an appointment is selected 14 Maximizer CRM 10 User s Guide Opening the Help Table of Contents Look for Help topics using the Contents Index or Search tabs You can look up Help topics the same way you would in a book the table of contents lists the topics in a logical order and the index lets you look up topics by keyword Maximizer Help also lets you perform a search for any word or words in any topic gt To open the Help Contents for a module In any module select Help gt Contents gt To print one topic e Select the topic in the Contents and click Print gt To print multiple topics Select a book in the Contents A Click Print Select Print the selected heading and all subtopics gt Look up keywords here Search for topics by any word or words In the Search tab type the word or words you are looking for and click List Topics Help lists the matching topics and ranks them by how close the topics match your search parameters Select topic a Use the toolbar to Core lt j perform common tasks in Tile Location Changing p Deleting an Appointment Maximizer Hep
78. have selected several Address Book entries in your current list select Edit gt Make Selected List Current to remove the deselected entries from the current list and only display the selected entries 145 146 Maximizer CRM 10 User s Guide Tracking Your Appointments and Hotlist Tasks To learn more about the Hotlist The Hotlist is a timeless to do list of tasks and reminders Tasks window press F1 For assistance adding a Hotlist task select the Wizards button on the Standard toolbar and run the Add Hotlist Task wizard Hotlist Window Tasks can be reassigned to another user When a Hotlist task is added or reassigned a note is created in the Notes window This note includes the name of the person to which the Hotlist task is assigned To create or modify column setups for the Hotlist window click the Column Setup button on the View bar For more information refer to Use Column Setups to Organize Lists on page 127 include calling and writing to customers Use the Hotlist window to record actions and follow up on personal activities such as producing expense reports or those related to your interactions with Address Book entries For example you can use the Hotlist to schedule a phone call to a Contact who is out of town for a week When the week is up the Hotlist will remind you to call again Because the Hotlist is a controlling window all your following windows update with it pr
79. it is by default created as a personal appointment Appointments can be viewed in the Hotlist window provided you select the Show Appointments option on the Hotlist s View bar if you are using the Outlook Style window layout you may need to drag the following windows a little to the right Calendar appointments can be reassigned to other users through the Hotlist window Other users can view your appointments or even schedule them if you have given them access using your Preferences gt Calendar Hotlist tab When an appointment is marked as private even those with access to your calendar cannot see the appointment details gt To schedule an appointment In a controlling window select an entry if you would like to schedule the appointment with a specific Address Book entry and do one of the following e Right click and select Schedule gt Meeting e Click the Appointment button on the toolbar e Drag the entry from the controlling window to the Calendar window or the Calendar Icon or In the Calendar window select a date and do one of the following e Right click and select Add Appointment e Click the Appointment button on the toolbar e From the Edit menu select Add Appointment 152 Maximizer CRM 10 User s Guide A In the Add Appointment dialog box fill in the details of the appointment For more information see Using the Add Modify Appointment Dialog Box on this page Click OK Using the Add
80. lt Creator gt lt Creator gt lt Owner gt lt Owner gt lt Extension gt lt Extension gt lt DocData gt lt DocData gt lt Document gt 294 Maximizer CRM 10 User s Guide Element Details The following table lists all the elements in the Maximizer XML schema in alphabetical order and describes the following properties of each e Element Name The name of the XML element An element name may be listed more than once if it has different properties depending on its parent element Most of the element names correspond to Maximizer field names e Parent Element s The name of the XML element s within which the element is nested If an element with the same name and same properties may exist within more than one parent element all parent elements are listed e Min Occur The minimum number of times the element must occur within its parent element A value of 1 indicates that the element is mandatory and a value of 0 indicates it is not e Max Occur The maximum number of times the element may occur within its parent element The infinity symbol indicates that the maximum occurrences are unbounded unlimited e Data Type The type of data that may be stored in the element e Max Length The maximum length of the element contents If this value is blank there is no maximum length Element Name Address Address AddressLine1 AddressLine2 AllData Category City ClientldGeneration ClientOpt
81. may choose to specify some of the import preferences within the MXI or XML file itself Importing MXI or XML Files by Double Clicking gt To import an MXI or XML file by double clicking Locate the MXI file on the computer A Double click the file Select the Address Book to import into and click Open 4 Enter your User ID and Password in the Login dialog box and click OK Maximizer imports the data and then displays a message identifying the number of records inserted updated and failed for each record type E click ox Maximizer displays a message with the name of the Favorite List which lists the imported Address Book entries g Click OK to view the Favorite List Importing MXI or XML Files from the Command Line The command line syntax shown here uses sample parameter values To import an MXI or XML file from a command line call Maxwin exe with the following command line syntax Maxwin exe DATABASE EsconaTutorial USERID JNAPOLI PASSWORD maximizer FILE d ABentries051013 mxi Keep the following points in mind e Only one space is allowed after the DATABASE USERID and PASSWORD keywords e Values must be surrounded by double quotation marks e The equal sign after the FILE keywords must NOT have space before or after it e The FILE parameter must be the last parameter Chapter 12 251 Managing Address Book Data Importing Data from Other File Formats You can use
82. new version of Maximizer as described in this chapter 5 Upgrade your Maximizer Address Book database to the new version as described in Upgrading or Converting an Address Book on page 42 Uninstalling Maximizer does not uninstall your Address Book data However you should always back up your Address Book before uninstalling Chapter 3 21 Installing Maximizer If the automatic uninstall is unsuccessful you can use the following steps to uninstall Maximizer manually gt To uninstall Maximizer Click Start gt Settings gt Control Panel gt Add Remove Programs In Windows Vista click Start gt Control Panel gt Programs and Features 2 In the list of currently installed programs select Maximizer CRM Click Change Remove In Windows Vista select Uninstall Change 4 Click Yes to confirm The Remove Programs From Your Computer dialog box displays the uninstall progress 5 If the Remove Shared File dialog box opens click No To All g When the uninstall is complete click OK to close the dialog box Reboot the computer 22 Maximizer CRM 10 User s Guide Installing Maximizer CRM You must be logged into Windows as an administrator to install Maximizer After installation it prompts you to restart the computer and then you must log in as an administrator again to complete the installation If the setup doesn t start automatically you can start it manually by running setup
83. notes in the specified date range for all Address Book entries in the open Address Book You should back up the Address Book before purging notes 276 Maximizer CRM 10 User s Guide gt To purge notes In Administrator open the Address Book you want to clean up A Select File gt Purge gt Notes Specify a date range Maximizer deletes notes dated between the specified dates 4 Select the type s of notes to delete and click OK gt To purge documents In Administrator open the Address Book you want to clean up A Select File gt Purge gt Documents Specify a date range Maximizer deletes documents dated between the specified dates 4 If you want to purge private documents belonging to other users select the Delete other users private documents option E click ox Chapter 12 277 Managing Address Book Data Using Log Files for Diagnosis One of the most powerful tools in diagnosing a Maximizer installation is the automated logging feature Maximizer supports logging for a number of server and client components You can control the amount of detail that is logged for various modules The range of logging levels is 0 through 7 e 0 logging disabled e 1 least detailed e 7 most detailed You can also control the frequency in which the log files are purged and if the information is sent to the Windows event log Logs are written into the default folder Program Files Maximizer Logs You can
84. on the file You can also use a direct import direct insert of information Open the Web Inquiry Form Wizard by selecting Web gt Create Web Form Follow the instructions on each of the wizard pages Welcome to the Web Inquiry Form Wizard E Use the Web Inquiry Form wizard B ora data collection forms Maximizer Wizard This wizard will take you through the process of creating a to create dati web form to collect your customers information The collected information will be emailed to the site administrator for your website Web to be directly imported into Maximizer NOTE To use this feature you must have access to a web server with HTML file reading and CGI execution permissions Consult your Intemet Service Provider ISP or system administrator for more information on the hosting of these files Server and File Options a Form templates The web form settings can be form template for future editing To receive data from the web form you can choose to receive emails generated by CGI These files can create a web form based on a __then be imported into a database Or you can choose to insert data directly into the curent database template from the web form When using a direct insert you must first set up a virtual directory Note that Maximizer must also be installed on the de erver c C By email G Oeste new fom template Server type File generated by CGI 5 Windows g c Mail server SMTP
85. one Address Book can be integrated with Outlook at a time Each Windows user can integrate Outlook with only one Maximizer Address Book on a single machine If you use Maximizer on more than one machine you must specify the Address Book for integration on each machine and if you want you can specify a different Address Book for integration on each machine If multiple users log into the same machine using different Windows login accounts each user must specify the Address Book for integration in Maximizer on that machine gt To specify an Address Book for integration In Maximizer select File gt Preferences and click the Other Options button on the System Defaults tab A Click Address Book Select the Address Book to integrate with Outlook and click Open 4 Enter your User ID and Password in the Login dialog box If your Maximizer password changes or if you ever need to change the User ID you use for Outlook integration with Maximizer open the Other System Options dialog box click the Login button and change your login credentials 190 Maximizer CRM 10 User s Guide 5 Click OK to close the Login dialog box and click OK again to close the Other System Options dialog box Other System Options Address Book name Escona Tutorial Open Address Book fez Companion application options Available Address Books 3 Automatically start MaxAlarm when computer is started c R
86. only Regardless of a user s transfer settings encrypted user defined fields cannot be transferred or exported to another Address Book gt To adjust transfer settings for one user or all users Select File gt Users A Select a user and click Preferences Click the Transfer tab 4 In the Protect fields from update list double click any fields you don t want included in the transfer e System field transfer options apply to all users e User specific field options apply to the selected user only 5 In the Transfer options group box set your transfer preferences 6 In the Advanced options group box set your advanced transfer preferences which are described below e The Overwrite duplicates option overwrites the target Address Book entry with source Address Book entry information when duplicate records are found e The Use record modify flag option sets a flag to on when an Address Book entry is added or modified Maximizer uses it as an internal check to determine if the Address Book entry has been modified since the last transfer e The Reset record modify flag option resets the record modify flag back to null not modified for each transferred record If you don t want Maximizer to add a note for every Address Book entry that is added or updated in the target Address Book clear the Log transfer results to notes checkbox E click OK to finish Chapter 12 273 Managing Address Book Data Converting Emb
87. permissions 51 related entries 129 report 222 279 searching 139 showing blank fields 136 sort order 74 transferring 79 types 72 user access rights 73 user preferences 136 verification and recovery 241 userdict lex file 239 users access rights and settings 50 51 adding to Address Book 46 busy status 160 changing password 49 Current Users report 280 current users report 30 modifying user access settings 54 permissions 51 preferences 63 66 privileges 52 record ownership 61 security 270 status 160 system login accounts 40 transport and export rights 270 user and group setup permissions 51 User ID List report 279 User s Roles 53 user defined field access 73 Vv vCard 86 verify and recover Address Book 240 vertical templates 43 video resolution system requirements 8 view mode 121 viewing organizational charts 163 time in world locations 161 views Calendar window 149 for user defined fields 301 Maximizer window 107 security rights 270 wW web browser system requirements 8 Web Inquiry Form wizard 169 website data collection form 169 window layouts 107 windows Address Book 105 Calendar 105 149 Company Library 107 164 Contacts 106 controlling 107 303 Documents 106 Email 106 184 Expenses 106 following 107 Hotlist 105 146 Income and Expenses 168 Journal 106 Notes 106 131 Opportunities 105 OrderDesk 107 Personal 106 User Defined Fields 106 WinFax 94 96 wizards Add Hotlist Task 146 Chart 224 2
88. resides in your Windows System Tray MaxFinder provides a fast alternative for quick lookups and even allows you to record phone calls time activities or write notes for any entry in your Address Book without opening a Maximizer Address Book Maximizer Form Designer MaxLink MaxMobile Chapter 1 7 Welcome to Maximizer Maximizer Form Designer allows you to create custom dialog boxes forms When adding or modifying Address Book entries you can then select the form you want to use To access Maximizer Form Designer from Maximizer s Tools menu you must choose the Maximizer Form Designer option during a custom installation For more information refer to the online manual installed with Maximizer Help menu gt Maximizer Form Designer Guide You can also refer to the Maximizer Form Designer s online help for assistance Combined with Maximizer MaxLink for the Palm OS or MaxMobile for the Windows Mobile OS form a powerful suite of tools offering you all of the contact management features of Maximizer with the portability and convenience of a handheld device Whether at work or on the road you always have access to current information about your clients or customers names addresses appointments tasks and notes Simply use either application to synchronize record additions changes and deletions between the two products When data is synchronized regularly performance speed is optimal because only records that have b
89. s ccccsssseesessseeeeeenseeeseenneeenens 281 MIXZDIP CEG FI EE E E A EE 282 Maximizer File p ESA a hindi cet lashed Aaah iA aadi 284 Maximizer XML Interface MXI aaeoa0nnsnsnsnnnnnnnnnnnnnnnnnnnenerenrrnnnrnrnnnnnene 285 Top Level Eleme N S a a a a a ae a a AAA RENN 286 lt IMportOptions gt El Ments c ccceesccceseeeceseeeeeseneeeeeeeeeesaeeeseseeessaes 286 lt DetailDef gt Elements lt Individual gt Elements lt Company gt Elements lt Contact gt Elements lt Address gt Elements lt Note gt Elements cccceeees lt Document gt Elements 5 El ment Details 2 8 c82315 tects ee eikoh cies insted stieeciaiet ei eeieeeiat Crystal Reports Database Views Tables Reference 299 QUOI OW AA ci hence dada sdavisn late decestacdaceteded beste caacdbdsesunaacebasecsdeads 300 Data Population for the Current WiINGOW ecceceeeeteeeeeeeeeeeeeeeeeeees 300 Database Views for User Defined Fields ou cccccccccessccessceessseeesseeesees 301 Microsoft SQL View Prefixes ccccscsesesesesesceeeceeeeeeeeeeeeeeeeeessssennas 301 Database Driver Used to Create Crystal Reports cccscccsseeeeseeteeeeees 301 Filtering Data since secpishessexsaicerei aa a ea a a aaraa iina 302 N UA EA E TE A E 303 Controlling Wd OS erae araea Era aa a e a raaa a Tae aana aa 303 Including Additional Views in Your Reports cccscccessseeessseeeesteeeeeees 304 User Defined F
90. s Users dialog box which is accessible through the File gt Users menu If spaces are included in a user name the spaces are replaced with underscores and the user names are shortened to 9 characters if necessary By default passwords for users are set to maximizer Passwords can be changed manually for each imported user For every detail a note is created Details are referred to as Profiles in the notes 268 Maximizer CRM 10 User s Guide GoldMine 5 x 6 0 amp 6 5 amp 6 7 Maximizer Imported Comments Pending Hotlist Task Yes Each entry from the Pending tab in GoldMine is imported as Hotlist task in Maximizer Calendar Hotlist Tasks Yes Calls and Activities from GoldMine s Calendar are imported as Hotlist tasks in Maximizer Referrals Notes Yes A note is created for every Referral Referrals are called References History Notes Yes Each entry from the History tab in GoldMine becomes a Note in Maximizer Members No Tracks No Links No Opptys No Projects No Partner Notes Yes Limited information is imported Field Mapping for Outlook The following table describes the field mapping that is used in Outlook Synchronization For more information on Outlook Synchronization refer to Configuring Microsoft Microsoft Outlook Maximizer Outlook Synchronization on page 89 Appointments Subject Subject Start and End time date Date Start time Start time End time End time Reminder Alarm time
91. the user is presented with the following list of options e Merge with selected entry The newly created or modified Address Book entry merges with and overwrites the existing selected entry e Edit selected entry The existing selected Address Book entry opens allowing it to be edited by the user Any information entered in the newly created entry that was detected as a duplicate must be re entered e Add the new entry This option adds the new entry It is available only under certain circumstances If a user or group has permission to create duplicate entries Duplicates may be entered by field in the Address Book tab he or she has the option to create duplicate entries This option is also available if partial matching is enabled and Maximizer finds a partial match 70 Maximizer CRM 10 User s Guide Partial Matching Partial matching identifies an entry as a possible duplicate even if not all fields in any of the duplicate check lists are the same in both the new entry and an existing entry With partial matching the order of the fields 1st 2nd 3rd in the duplicate check lists is important as described in the following scenarios If the first field only is defined in the list the second and third fields are set to None partial matching doesn t apply because matching one field is a complete match If the first and second fields only are defined in the list the third field is set to None an e
92. the Address Book are displayed not only the fields with existing values Double clicking on a field in the window allows you to add or modify a user defined field value When you select the Show hidden fields option on the User Defined Fields tab fields and folders that are set to hidden appear shaded When you deselect this option the fields and folders are completely hidden Mandatory fields are denoted with an asterisk displayed after the field name and type This is not the same as having an asterisk included as part of the field name System defined fields are shown in bold black text The kind of Address Book information to which user defined fields apply Address Book entries opportunities or users Chapter 8 137 Working with Maximizer controls the window in which the user defined field is available For example if you create an opportunity user defined field it will be available in the User Defined Fields following window only when the Opportunities window is the controlling window If a Contact is associated with an entry the Company and Contact user defined fields are shown in separate folders Your selection of user defined fields is usually set up by your system administrator using Administrator However any user can be given the rights to create change or delete user defined fields in Maximizer If you have not been given the ability to set up user defined fields you can only assign values to existing fi
93. the PLN s gt To install a product license number PLN Run Administrator A Select Utilities gt Install Multi User License Enter the PLN 4 Click Install License Maximizer Multi user License xs Install New License Please enter your Product License Number for your multi user license If you do not have this information contact your Maximizer Business Partner or nearest Maximizer office Product License Number Description Applied Licenses License Product User Count De m Close Total number of applied Maximizer Windows Access license s 0 5 Repeat steps 3 and 4 to install any additional licenses 30 Maximizer CRM 10 User s Guide g Click Close Administrator closes automatically The next step is to apply the PLN s to the Address Books Applying a License After you have installed a PLN you must apply it to the Maximizer Address Book s gt To apply a product license number PLN After installing the license as described above start Administrator A Open and close each Address Book that you are applying licenses to The license has now been applied to the Address Book s Viewing Applied and In use Licenses gt To view the number of applied and in use licenses e In Administrator select Reports gt Current Users Chapter 3 31 Installing Maximizer Updating Maximizer Installations with Live Update The Live Update Wizard
94. the spelling in your note using the Maximizer Spell Checker Click the Spelling button to initiate the process 4 Click OK to save the default note for each window Default Note x 7 a a 3 The new customer strategy should be applied to all opportunities Properties Details Creator z Eull access Public l Category la Chapter 8 135 Working with Maximizer Working with User Defined Fields User defined fields for Address Book entries and opportunities are available in the User Defined Fields following window Which category of user defined field is visible in the following window depends on which of the main windows is active For example when viewing the Address Book window the User Defined Fields following window contains only user defined fields that pertain to Address Book entries as shown in the following graphic BB Wasiizer CRM TEscona Totoral Addres Book Use Defined Feld ABC Wine Shop Ine 72 Displayed O8 with valve Bias EQ File gdt View Search Actions Web Tools Reports Window Help efx New ES Ar R O Appoinement 2 task Leter Note Phone Editor FF we KE CEJ e Ej m E Sales z ppm Name a hone Numer Eman Addiess Sute Deparment Dvison gt ABC Wine shop ne 604 601 8000 ac Saks O tonet Aters Steak House 604 601 8000 Nt 3 AlThe Best Spits 604 601 8000 cr d TE catncar 204 001 2000 r DS cmt 604 601 8000 ma 2 604 601 8000
95. up Users and Groups on page 45 e Configure Address Book preferences including duplicate Address Book entry handling user defined fields and key fields as described in chapter 6 Configuring an Address Book on page 65 e For more information on converting a database please refer to chapter 12 Managing Address Book Data on page 233 34 Maximizer CRM 10 User s Guide CHAPTER Creating or Upgrading an Address Book In this chapter What is Administrator on page 36 Creating a New Address Book on page 37 Connecting to an Address Book on page 39 Maximizer System Login Accounts on page 40 Changing the MASTER User Password on page 41 Upgrading or Converting an Address Book on page 42 Importing Vertical Templates on page 43 36 Maximizer CRM 10 User s Guide What is Administrator The default MASTER user password is control unless it has already been changed to another password in any Maximizer Address Book Administrator is the administrative center of Maximizer Use it to e manage users and security groups e create and configure Address Books and e manage Maximizer application settings Once Administrator is running you can open any Address Book and perform administrative tasks There will be no database conflicts if you open an Address Book while it is in use by another user However you should ensure all users have logged out before
96. with the same name as in the source database Imported Yes Yes Yes Yes Yes Yes Yes Yes Yes No No No Yes Comments First address line in ACT is imported as Address 1 in Maximizer Second line goes to Address 2 Address comes from one of the Contacts for this Company and if there is no address it may end up empty Alternate addresses are added to Maximizer from different Contacts of the Company and alternate addresses are named by that Contact The same address is not added but renamed by the other Contact For some Contacts the appropriate alternate address may not be selected Division in Maximizer may be populated by the address line in ACT Imported correctly to main and alternate addresses Imported correctly to main and alternate addresses Imported correctly to main and alternate addresses Imported correctly to main and alternate addresses Adds UDF to Company Imported into the Company s website field Imported into the Contact s email field Adds Company Table UDF with corresponding items selected for each Contact These fields can be renamed and can be changed to different field types Any fields that are of MEMO type or are more than 120 Characters are converted to Notes in Maximizer ACT 2000 5 0 6 0 2004 2005 2006 2007 or 2008 User 1 User 15 ACT 2000 5 0 6 0 or 2004 only Users Notes Schedule Call Schedule To do Schedule Meeting Note
97. you leave Public selected all users can see and use the column setup If you select a group or user only members of that group or that particular user can see and use the column setup g Click a column header in the Columns in View group box Click the Properties button to modify the column title or width In the Column Properties dialog box modify the title and or width and click OK a Click the plus symbol to expand a fields folder and select a field in the Available Fields list 9 Click Add to add it to the current column Fields in the current column appear in display order in the Selected Fields list EO change the name of the field label in the Field Label field if necessary Optionally you can select field separator characters from the drop down list such as commas spaces blanks or dashes to conserve space and place multiple fields on the same line 128 Maximizer CRM 10 User s Guide EN GRepeat steps 6 9 for each field to add to the column setup BAcic OK to save the column setup gt To use a column setup e Retrieve a column setup for use with the current window by selecting View gt Column Setups selecting the column setup view and clicking Use Now Record Relationships with Related Entries Press F1 in the Related Entries window for more information on related entries In the course of business it s common to have people and companies who are somehow related or connected to each other For examp
98. your time and others e Manage an unlimited number of contacts e Integrate with Microsoft Outlook s email and calendar e Manage your business and free up valuable time with automatic reporting and analysis e Send personal letters and announcements linked to your contact s record with mail merged letters faxes and emails Day to day Contact Management with Maximizer Contact Management e Manage an unlimited number of contacts e Record and view a complete history of all customer interactions including faxes emails and calls e Tailor to your own needs by creating unlimited user defined fields e Ensure accurate customer information through mandatory user defined fields and duplicate record checking e Create and save your own custom views and layouts e Save and retrieve favorite lists of Address Book entries Opportunity Management Calendars and Scheduling Chapter 1 3 Welcome to Maximizer Manage a pipeline of opportunities from lead to close Easily forecast revenue and cash flow using one of the many standard reports Quickly schedule appointments activities and tasks related to contacts View and print graphical calendars Integrate with the Microsoft Outlook calendar Schedule pop up alarms and create prioritized task lists for yourself and others Use the Peg Board to check other users whereabouts Word Processing Fax and Email Marketing Create letters faxes memos emails stored under each cont
99. 007 Joe Napoli ZJ Contact Channel Manager to plan P October 15 2007 Joe Napoli KU Conduct lunch and learn for CS8S st October 16 2007 Celine Dancer Joe Denotes required field I J More gt gt Cancel gt To schedule a personal Action Plan e To schedule a personal Action Plan right click and select Schedule gt Action Plan or Schedule an Action Plan without an entry selected The appointments and tasks associated with the Action Plan are automatically created as personal Chapter 8 Working with Maximizer 159 View Activities You can view activities scheduled for Address Book entries from the Address Book window You can also view activities specific to an Address Book s opportunities in the related window when an Action Plan is scheduled in the Address Book window it does not appear on the Activities tab in the Opportunity window If scheduled in the Opportunities window it does appear in the Address Book entry s Activities tab Open the related Address Book entry A Click the Activities tab gt To view activities for Address Book entries the Details button allows you By default all activities are displayed in the Activities tab You to view the details for a selected Action Plan such as the description or properties The Schedule button allows can choose to view only Action Plan activities or filter the list to view only those Action Plan activities related to a sp
100. 2 Printing an Appointment Maximizer Hep 3 Changing Calendar Views r Today from the ES menu ist Monthly or n the MEN bar jay to the next in the daty calendar TEY use the Drag this bar left or right to move the divider Help Chapter2 15 Finding Information Reading the Maximizer Guides Online Use the toolbar to navigate turn the page change the magnification search for text in the manual and more Click on a heading in the table of contents to open the page you want Click on a referenced topic page number to go directly to the topic A typical installation of Maximizer includes manuals that you can read online using Adobe Acrobat or Acrobat Reader Having the Maximizer manuals in this format offers the advantage of full text search as well as hyperlinks on the table of contents index and any cross references gt Install Adobe Acrobat Reader e You need Adobe Acrobat Reader to open the online manuals You can download the free Reader from the Adobe website www adobe com gt To access the online guides e From the Help menu select the guide you would like to use e From the Start menu select Programs gt Maximizer gt Documentation and Help gt Maximizer Documentation If you want to increase the size of the text you can easily adjust the magnification Open the View menu and select Zoom To Ty MaxUser pdf Adobe Acrob
101. 2067 61 0 2 9957 2011 phone 61 0 2 9957 2711 fax info maximizer com au www maximizer com au Contents Chapter 1 Chapter 2 Chapter 3 Chapter 4 Contents i Welcome to Maximizer 2 ccccceeeeececeeeseeeeeeeeeseeeneeeeeeenaneeeeas 1 Grow Your Business With MaximiZer ccecccesceeseeeeseeeeeeeeeeeeeeeeeeeeeeeeeeeeeaees 2 Day to day Contact Management with Maximizer e sired Administrator c cca attache nian wid Maximizer Companion Applications 6 Maximizer System Requirements ccccceccscceeeeeeeeeeeeeeseceeeeeeeseeeaaeeseseseaeees 8 System Requirements seiate naain nienia aeie adena ai amaaa Taraia Ei 8 Where to Go from Here c ceccesceeceeseeeceeceeeeeeeecaeceneceeeeeesaeeeaeeaeeneeeaeeeeeeaeeaes 9 Finding Information 2 c ccccceeeeeeeeeeeeeeeeeneeeeneneeeeeeeseeeeenens 11 OVEIVICW wisi cetsacscissstceased ceanceadascanasuiaiacacessdedsaceaascadsnedeceatsnensacoasanacibeatiasnasdeetie 12 Press F 1 TOM Gl Piss cctercsdes cxseeteidecsicnsntetenstedadshewasvaxsendveceay gates Meentazeesautandeiviatz 13 Opening the Help Table of Content cccccsccsssecsseesssessseeseesseessseesseesees 14 Reading the Maximizer Guides Online ccscccceseeeeeeeeeeeeeeeeeeeeeeeseeeees 15 Exploring Maximizer with the Sample Address BOOKS ssccesseeees 16 Installing Maximizer 2cccccseeseeeeeeeeeeeeeneeeeeeeeeeeeseneeneeees 17 Third party Component
102. 28 Web Inquiry Form 169 WMF file 230 word processor 175 documents 176 location of templates and documents 177 Index 321 merge fields 179 World Clock 161 templates 176 Word See Microsoft Word X WordPerfect 165 174 178 182 WordPerfect Office Integration 25 XML files 248 251 285 322 Maximizer CRM 10 User s Guide
103. 4 Maximizer CRM 10 User s Guide Maximizer File Types The following table lists the extensions of file types created in the registry during the Maximizer installation Extension MDE MEC MET MXD MXI MTI Application MaxWin exe ecMeclm exe MaxWin exe MaxWord ter MaxWin exe MaxWin exe Comment Maximizer Data Exchange file used by email transfer prior to version 7 now MET OrderDesk s order data file Maximizer Email Transfer files version 7 and higher Maximizer Document extension Maximizer XML format data file Maximizer Transfer Interface CSV format data file elaborate or skip CSV altogether manual says EDI flags etc The following table lists the extensions of file types used by Maximizer These file types have no association in the registry Extension ETF Application MaxWord ter Comment Template files used by MaxWord The following table lists the extensions of file types created in the registry during the ecBuilder installation Extension MBD Application ecBuild exe Comment ecBuilder project data file AppendixA 285 Administrator s Reference Maximizer XML Interface MXI Maximizer enables you to import Address Book entries from Maximizer or other applications using XML If the records were exported from Maximizer in MXI Maximizer XML Interface or XML format you can import them back into Maximizer directly However to import
104. 9 216 characters in length By default journal entries are stamped with today s date You can change the date stamp if you want to add an entry for a past or future time period You can automatically log your Address Book activities as journal entries and search most Maximizer note types from the Journal window if you choose the Journal or Both options on the File gt Users gt user ID gt Preferences gt Logging tab gt To use the Journal window Select Window gt Journal 2 Right click and select Add Journal Note Filter your journal entries by selecting one of the following items from the view filter List All Today Yesterday This Week or This Month 4 To search for a note by date range or text click the corresponding search icon eo Journal Expenses Falters List A IK EJE Date Time Type Text gt October 11 2007 7 42PM Manual Organize a company wide meeting next month Maximizer CRM 10 User s Guide 168 Monitoring Income and Expenses Expense income entries cannot be imported from another Address Book Use the Expenses window to record your income and expense items in separate accounts gt To use the Expenses window Select Window gt Expenses A Right click in the window and select Add Account Type a Name and Description for the entry Choose to make it an Expense or Income 4 You can mark the entry as Public to let others see the
105. About the Winery March 15 2006 3 34 C sz Calendar doe Napoli Escona Price List March 15 2006 3 30 7 Contacts E soe Napoli Escona Promotions March 15 2008 3 288 Disks ad A Joe Napoli Spring Promotions at Escona March 15 2008 3 28 ES E Joe Napoli Partner Meeting Through the Grape Vine March 15 2006 3 28 2 al Escona Promotions March 15 2008 3 27 2 _Joe Napoli Escona Price List March 15 2006 3 26 z 2 Outbox Subject Reminder to review the About the Winery doc Sent hems H A Spam Mail Tasks From Joe Napoli lt inapoli escona mavimizer com gt To Joe Napoli Attachments Y image001 gi Y imageD02cit p image003png mY image004 ipg Our winery is located just to the North of San Francisco In fact on a clear day from the southern part of our property you can make out the city in the distance It is a view that has made many a property developer drool over the years If you stop when the sun is shining we ll set you up one of our romance baskets and perch you up there for the afternoon The view has attracted many young couples and was the reason my great great grandmother the widow Isabella Escona settled here when the land was cheap and plentiful At the time she simply thought that it would be a nice place to call home following the untimely death of her husband the rolling hills would remind her of her childhood in Northern Italy she thought x Press F1 for Help User JNAPO
106. Access Right The level of access each individual user has to the Address Book is controlled by the Access Settings of the user account and the Access Settings of any groups the user belongs to For more information about user and Chapter 5 57 Setting up Users and Groups group Access Settings refer to User and Group Security on page 50 Group Members You can add or remove users from the group in the Members tab of the Group dialog box You can also add or remove a user from any groups on the Security Groups tab of the User dialog box Default Security Groups in all New Address Books For more information about security settings related to Crystal Reports refer to Set the user related preferences on each of the tabs on page 63 Every new Address Book contains several security groups described in the following table Only the MASTER user belongs to these groups by default but you can add additional users to each group Security Group Name Accounting Crystal Reports Users Group ID ACCTNG R_CRU Enables group members to Restrict accounting transaction notes to members of this group If an Accounting Link user is not a member of the Accounting security group notes for any accounting transactions created by that user are Public However notes for transactions created by members of the Accounting group are restricted to members of that group Generate new reports from the Reports gt
107. Address Book E click the Add Field button Address Book Opportunities Users A Name Type Requested by 4 Add Folder af LA UseAlternateForm phanumeric tf Sales older amp Marketing Folder Broveries H Customer Service Folder Lem mew Set Up User Defined Fields Ex Partner Retail Reselle Folder H Customer Profile Folder H Discount Levels Folder Wine Preferences Folder Wines of Interest Folder Joe Napoli ee Escona Roles Table as H Customer Interests Table Partner Interests Table Mandatory Fields IV Tree View User defined field and folder 5 In the Field Name field type a name for the user defined field names cannot contain forward slash or backward slash 6 Specify the properties of the user defined field characters For detailed information about each of the property fields click inside the dialog box and press F1 Click OK You have now created a user defined field Add User Defined Field E Folder Name lt Escona Tutorial gt Field Name Escona gg 5 g Field may be added to Type Table X I Companies IV Individuals Contacts Attributes T Single value only ei PF Inck i T J Mandatory I Set to hidden g Ey eotia T Eull access Miranda Corell z Read access Public I Creation Details Ea Requested by Lou Jones zi Descript
108. Address gt Elements lt Note gt Elements lt Document gt Elements AppendixA 293 Administrator s Reference The lt Contact gt element describes the address of an Address Book entry This element is nested within the lt Individual gt lt Company gt and lt Contact gt elements lt Address gt lt Description gt lt Description gt lt AddressLine1 gt lt AddressLine1 gt lt AddressLine2 gt lt AddressLine2 gt lt City gt lt City gt lt StateProvince gt lt StateProvince gt lt Country gt lt Country gt lt ZipCode gt lt ZipCode gt lt Address gt The lt Note gt element describes any notes for Address Book entries This element is nested within the lt Individual gt lt Company gt lt Contact gt and lt Case gt elements Mandatory sub elements are shown in bold The body of the note is stored in the lt Text gt element lt Note gt lt Date gt lt Date gt lt Creator gt lt Creator gt lt Owner gt lt Owner gt lt Type gt lt Type gt lt Text gt lt Text gt lt Note gt The lt Document gt element describes any Documents for Address Book entries This element is nested within the lt Individual gt lt Company gt lt Contact gt and lt Case gt elements Mandatory sub elements are shown in bold The body of the document is stored in the lt DocData gt element lt Document gt lt Documentld gt lt Documentld gt lt Name gt lt Name gt lt Date gt lt Date gt
109. Also please visit our website for incompatibility issues related to Windows Vista Chapter 1 9 Welcome to Maximizer Where to Go from Here Explore Maximizer in a safe training ground The Maximizer Training Guide is designed to introduce you to the fundamentals of using Maximizer Using the example of Escona Estate Wines a fictitious vintner in the Sonoma Valley you can follow tutorials that take you through real world examples of how to use the various components of Maximizer Daily tasks in marketing sales and administration give you the springboard you need as a novice user to start you on your way to being a Maximizer expert To order the Maximizer Training Guide contact your nearest Maximizer office When you order the training guide you receive a CD demonstrating online step by step instructions for all tutorial exercises in the guide as well as a printed manual to follow along with 10 Maximizer CRM 10 User s Guide CHAPTER Finding Information Access Maximizer CRM Help and User Guides In this chapter Overview on page 12 Press F1 for Help on page 13 Opening the Help Table of Contents on page 14 Reading the Maximizer Guides Online on page 15 Exploring Maximizer with the Sample Address Books on page 16 12 Maximizer CRM 10 User s Guide Overview Maximizer Help is your comprehensive guide to working with the Maximizer modules As you work with Maximizer you pro
110. Appointments Recurring TaSKS cceseeeeeeeeeeees Group Appointments Prepare Your Outlook Address Book Prepare Your Maximizer Address BOOK cc cccssceeeseteeeeeteeesseeees Configure Outlook Synchronization cccccccsccesseseseeeseesseesseeeseesees Synchronize Your Maximizer Address Book with Outlook 204 Keeping a Record of Your Telephone Calls cccccsccsssessessessseeeseesaes 205 Set Up Automatic Dialing ccccccceesccceeseeeeeeeeeeeneeeeeeeeeeseeeeeseeeeeees 208 Chapter 10 Chapter 11 Chapter 12 Contents v Managing Opportunities sssssssssssnnununnnnnnennnnnnnnnnnnnnnnnnnnna 209 Using Opportunities eirinen ae aae da aiad ERE 210 Configuring Opportunity Preferences ccccscssesssecsseesseessseesseeeseessees 211 Entering a Default Opportunity cccccesesssecsecssresseeseesseessneesseessetess 212 Pursuing a Sales Opportunity ccc ccceececeseeeeeeeeeeeeeeeecesaeeeeeeeeesseeeseneeees 213 Modifying Opportunities with a Global Edit ccccsccssessesseeeeeeteees 215 Viewing the Opportunity Pipeline Report cccccccsececessteeeseeeeseneeeees 216 Reporting and Graphing ccceeeeeeeeeeeeeeeeeeeeeeeeeeaneeeees 219 Crystal REPOrts ssicce ccccisiaceteavecstvevesvesdibessseaseidevs seedunsatanvedaavivensdis Wt cee aeaiiai 220 Create and Access Personal Reports ccsssccceeseeseeeeeeseeeeeseeeeees 220 Printing R
111. Book entries two tier import From the File menu select Import gt Address Book Entries The Import Address Book Entries dialog box opens A Click Browse and locate the file to import Select the Companies Individuals option to import all records in the source file as Company or Individual Address Book entries After you complete this procedure repeat it a second time to import the Contacts If you choose not to do a two tier import just select either Companies Individuals or Contacts El click ok Import Address Book Entries Ea Select import file File name A Browse Format Comma Separated Value z T Dos text Type of import Error handling Companies Individuals Display each error C Contacts C Write errors to file Lx Cancel The Select Fields for Import dialog box opens ORN exclude a field from being imported into Maximizer add lt Skip Field gt to the middle column for that field position You can save the field mapping for reuse by clicking the Catalog button Chapter 12 Managing Address Book Data 5 In the Available Maximizer fields column select the field that best corresponds to the first field in the Fields from file lt filename gt column and click Add Repeat this step until you have mapped all the fields from the source file to Maximizer fields For example if the first field in the right column is First Name select First Name from the
112. Book name Address Book ID system assigned Address Book entry IDs and opportunity IDs TAPI phone number format user defined field creation in Form Designer Overview page caption Live Update options Using Passwords Chapter 6 Configuring an Address Book gt To set Address Book preferences Select File gt Preferences A Set the Address Book preferences on each of the tabs Preferences Address Book ID 772238169 Caption text displayed Diagnostic Address Book Mandatory Fields System Options System Fields Locations Resources KeyFields System defaults Address Book name EEERhEMEnene for Overview Page My Work Day Maximum number of po entries to retrieve IV System to assign Address Book entries Dentification field values IV System to assign Opportunities ID field values I Disable creation of Maximizer Form Designer user defined fields I Enable security IV TAPI format Address Book entry phone numbers Live Update tx 67 If you apply a user password for an Address Book all Address Books on the server hosting the Address Book will use the same password It is not possible to have different passwords for different Address Books for the same user on the same computer 68 Maximizer CRM 10 User s Guide Preventing Duplicate Address Book Entries When more than one Address Book entry exists for the same person or organization the entries are
113. Companies Individuals and Contacts Only user defined fields for the type of Address Book entry Company Individual or Contact are available for each Key Fields entry type For example only user defined fields that are available for Contact Address Book entries will be available for Contact Key Fields entry types Type of Visible in Key Fields Entry Type User Defined Field Maximizer Entry Type Company Address Book entry Companies user defined fields for Companies Individual Address Book entry Individuals user defined fields for Individuals Contact Address Book entry Contacts user defined fields for Contacts Opportunity Opportunity user Opportunities defined fields 82 Maximizer CRM 10 User s Guide Restricting Key Fields to Specific Users The Key Fields in the Basic Information tab of Maximizer entries are visible only to the user s that the Key Field list is assigned to However other users may still be able to access the field through the User Defined Fields tab depending on which users or groups the user defined field is assigned to Assigning a user defined field to a Key Fields list does not determine who can access the user defined field It only determines who can access the field from the Key Fields list Users can see all the Key Fields from public Key Field lists personal Key Fields lists and Key Fields lists for any security groups a user belongs to Creating a Key Fields List Create Key Fields lists in Admin
114. Companies Individuals and Contacts For example you can use the Hotlist to schedule a phone call to a Contact who is out of town for a week When the week is up the Hotlist will remind you to call again The Calendar window allows you to schedule print and view your appointments with Maximizer users or Address Book entries Because the calendar works with the Peg Board feature you can make sure that when you have an appointment others can see when you re busy or out of the office If you need to be reminded of an 106 Maximizer CRM 10 User s Guide Email B Contacts g Notes B User Defined Fields E Personal A Documents appointment Maximizer can sound an alarm in advance of the appointment or task The Email window provides you with the ability to send receive and preview email within Maximizer using your existing email system Maximizer allows email file attachments and supports the vCard standard for virtual business cards You can send files mail merge documents and vCards quickly and easily Additionally you can transfer data files by email The Contacts window displays the current Contacts for the Company or Individual selected in the Address Book Hotlist or Opportunities window You can use this window to add update or delete a Contact The Notes window records your Address Book activities and displays only those notes that belong to the selected Address Book entry or opportu
115. Gadget ccssscceseeeeeeeteeeeseeeesseeeess 172 Communicating with Your Customers cccesseeeeeeeeeee Keeping in Touch with Your CUStOMETS ccceeceeeseeeeeeeeeeeseeessteeeeeees Working with Documents and Templates cecccecceeseeeeeeeeeeeeeeeeeeaees Use the Maximizer Word Processor cccecceeseeseseeeeeeeeeseeeeeeeaeeeaees Use Merge Fields in a Document Template Insert a File into the Documents Window e ccseeeeseeseeeeteeeteeeees Broadcasting Documents Using Mail Merge ccssccesesceeeteeeeeteeeeeees Sending and Receiving Email ccccsscccseeceeeeeceeeeeeeeeeeeeeeseaeeseseeessneees Use the Email Window eccceeceeeeeeeeceeeeeneeeeaeeeaeeeaeeeaeeeneeeeaeeeneeeaes Send an Email to One or More Address Book Entries 186 Integrating Maximizer and Outlook ccesecceceeceeeseeeeeeeeeeeeseeeessnseeeeaes 188 Specify a Maximizer Address Book for Outlook Integration 189 Select the Outlook Address List to Integrate with Maximizer 190 Create Address Book Entries from Microsoft Outlook View Maximizer Address Book Entries from Outlook 000 5 Use Outlook to Send an Email to an Address Book Entry Save Outlook Email Messages as Documents in Maximizer 196 Synchronizing Address Book Entries with Microsoft Outlook 199 Appointment and Task Synchronization ecccceseeeeeeseeeeeeeeeeeeeeees 199 Recurring
116. Guide Crystal Reports The Crystal Reports viewer is installed automatically with Maximizer and is accessible from the Reports menu To create or modify reports you must have the full Crystal Reports program installed Maximizer installs a set of standard Sales reports but you can also create your own custom reports and save them in the MaximizerReports folder in My Documents where they can be accessed from the Reports menu Create and Access Personal Reports In order to launch Crystal Reports from the Crystal Reports gt Personal gt Custom Report menu you must be part of the Crystal Report Users security group See Security Groups on page 56 for more information Maximizer installations create the local folder My Documents MaximizerReports This local folder is the default location for your personal report templates The File gt Print gt Custom Reports command enables you to create new report templates edit existing report templates and to view reports using existing report templates The Custom Reports command is also available from the Reports gt Crystal Reports gt Personal menu gt To create and access a personal Crystal Report from Maximizer Create a custom report by choosing Create a new custom report template from the Custom Report dialog box Crystal Reports gt Personal gt Custom Report A You are prompted to enter a report name By default the report is saved in My Documents
117. Help 214 Maximizer CRM 10 User s Guide If you have opportunity data you are upgrading from a previous version of Maximizer ratings are transferred to the Stage field Mandatory opportunity fields are denoted by an asterisk Select the Stage of the opportunity For example if you feel confident the opportunity is a good investment of your time you may select a value such as Initiate Contact The stage coincides with the Probability bar Note that stages are set up in Administrator in the Opportunity preferences tab You can also enter the Confidence rating This field is similar to the Stage field however it is not linked to the probability of close and is set based on the sales representative s feeling about the opportunity Select a Key Fields list and then select the appropriate Key Fields for the opportunity Key Fields are important user defined fields specific to opportunities and are defined by your administrator in the Administrator s Key Fields preferences tab An unlimited number of Key Fields lists can be set up using up to 8 opportunity user defined fields for each list Enter the opportunity s details such as the Revenue potential revenue You can change this amount later if necessary Choose the user that should work on this opportunity Evou can perform common tasks by clicking the Actions gt gt button from any of the opportunity dialog box tabs Work through the remaining tabs
118. LI Wednesday March 15 2006 340 PM 186 Maximizer CRM 10 User s Guide Send an Email to One or More Address Book Entries See To send an email on page 184 for more detail on composing email messages If you want to save a generic note to each Address Book entry enter the text in the Note Text for Each Entry box Send Email Options To learn more about Send Email options see Maximizer Help You can quickly write an email message to one or more Address Book entries from any of the main Maximizer windows Address Book or Opportunities You can also log the email message to selected Address Book entries gt To send an email to one or more selected entries To send an email to one selected entry click the Email button To send the email to multiple Address Book entries select File gt Send Email The Send Email dialog box opens A If necessary adjust the Send Email options Click OK The Compose Email Message dialog box opens Compose the email and click Send In the Send Email dialog box you can specify how the email will be sent and set logging options Here are some points to keep in mind e Ifyou want to send the email to more than 1 000 entries at a time you must either select the Separately option or select the entries in groups of 999 or less e The Log to notes and Include message body options are unavailable if email logging options are disabled in the Preferences dialog box e Sel
119. Maximizer A Entrepreneur CRM 10 User s Guide Maximizer Software Simply Successful CRM Notice of Copyright Published by Maximizer Software Inc Copyright 1988 2008 All rights reserved Registered Trademarks and Proprietary Names Product names mentioned in this document may be trademarks or registered trademarks of Maximizer Software Inc or other hardware software or service providers and are used herein for identification purposes only Printing Information First printing January 2008 Applicability This document applies to Maximizer CRM 10 Entrepreneur Edition Maximizer Software Address Information Corporate Headquarters Americas Maximizer Software Inc 1090 West Pender Street 10th Floor Vancouver BC Canada V6E 2N7 1 604 601 8000 phone 1 604 601 8001 fax 1 888 745 4645 support info maximizer com www maximizer com Knowledge Base www maximizer com knowledgebase Europe Middle East and Africa Maximizer Software Ltd 2nd Floor Apex House London Road Bracknell Berkshire RG12 2XH United Kingdom 44 1344 766900 phone 44 1344 766901 fax info maximizer co uk www maximizer co uk Asia Maximizer Asia Limited 17 F Regent Centre 88 Queen s Road Central Hong Kong 852 2598 2888 phone 852 2598 2000 fax info maximizer com hk www maximizer com hk Australia Maximizer Software Solutions Pty Ltd Level 10 815 Pacific Highway Chatswood New South Wales Australia
120. Maximizer unless they have been specified For more information on key fields see Creating Key Fields Lists on page 81 Enter the Address Book entry details Company Details Individual Details or Contact Details such as the Address Book entry Category Click inside the field on the right and then click the ellipsis button for access to the possible field values You can click the Print button to print an Address Book entry report You can click the Favorite List button to see which Favorite Lists to which the entry is assigned This button also provides you with a way to quickly remove the entry from a Favorite list or add the entry to a Favorite List You can click the Properties button for access to information such as the creation date and Address Book entry identification number You can perform common tasks associated with the Address Book entry by clicking the Actions button 122 Maximizer CRM 10 User s Guide To view an Address Book entry s properties select the entry right click and select Properties g You can click the Preferences button to set the default for opening an Address Book entry to View or Edit mode You can also set your preference for the mailing address format BO click the User Defined Fields tab and fill in any associated user defined fields Make sure you select the field and then click inside the field on the right to access the possible values for the field Selecting the Show Bla
121. MaximizerReports BF Save As amp s Save in MaximizerReports J By Name Date modif Type Size ae Recent Places Desktop Le MyReport rpt Joe Napoli iM ad 2 Di lt Network File name tip Save Cancel Le Ls Save as type Report files pt You are prompted with a login screen when previewing a new report or modifying an existing report Enter your Maximizer user name and password If you create your own folder it appears as one of the submenu items under Crystal Reports gt Personal Chapter 11 221 Reporting and Graphing Create the report in Crystal Reports and save the report file in the MaximizerReports folder on your local drive Folders x E Desktop f0 Ne Text Docume EA My Documents EE M aximizerReports CI My eBooks My Pictures 42 My Computer 4 Select Reports gt Crystal Reports gt Refresh E To access a custom report choose the report from Crystal Reports gt Personal Alternatively you can select Personal gt Custom Report from the Reports gt Crystal Reports submenu and choose the View a report using an existing report template option in the Custom Report dialog box If you d like to edit the report template choose Edit an existing report template H Custom Report What would you like to do OK Create a new custom report template E 5 Cancel C Edit an existin
122. Microsoft Fax refer to your Windows operating system documentation Third party Faxing Configuration In order for third party fax drivers to function with Maximizer the following properties must be configured correctly e correct registry settings for the FAXDDE key e fax application path FAXDDE Registry Key Settings The FAXDDE registry key of the Maximizer Word Processor Maximizer Editor must have the following keys filled in e Application e Fax Driver e Topic The following table shows the FAXDDE values for WinFax Value Name Value Data Application FAXMNG32 Fax Driver WinFax Topic TRANSMIT Maximizer uses the WinFax FAXDDE values as the default configuration If you are using a fax driver other than WinFax refer to the fax documentation for the corresponding FAXDDE values and update the values in the registry Chapter 7 95 Configuring Email Fax Phone and Synchronization gt To update the FAXDDE registry keys In Administrator select File gt Users A In the Users dialog box click Preferences You can select any user Click the Fax tab 4 In the DDE settings fields at the bottom of the tab enter the FAXDDE values for your fax driver Preferences Billie Holly E Logging Format Calendar Hotist 3 b Envelopes Labels Reports Fax Email Outlook Synchi bn Printingto HTML Overview Page Margins Show measurements in Orientation 100 d C mI c r Printer setti
123. Modify Appointment Dialog Box This dialog box contains a toolbar and three tabs Appointment Users and Address Book Entries Add Appointment ce D gt Scheduling Options Recurring Icon I Completed Appointment Users Address Book Entries Appointment with ABC Wine Shop Inc X Remove link Subject Meeting gt Appointment details Attendees and response Sh ee Resource s ABC Wine Shop Inc amp Joe Napoli Accepted Priority T Private V Aam Date January 10 2008 From 1 00 PM Until 1 30 PM Products Services Categories I Notify other users Using the Toolbar The toolbar allows you to set appointment options and perform tasks such as checking spelling and finding free meeting times Ora scheduling conflict with a e Click the Scheduling button to open the Find Free time dialog etd pac eet n box where you can find free time slots for locations resources you with a message and users who have allowed you access to their calendars e To set lead times for alarms click the Options button To control the default setting for alarms select File gt Preferences gt Calendar Hotlist Chapter 8 153 Working with Maximizer If you want the appointment to change your Peg Board status click the Options button and select the Sign Out of Peg Board checkbox Appointment Options x Options Alar
124. Percentage WHITE 1 A Rivicion 1 m For more information about EF om the Available Maximizer fields list select the fields to using the Select Fields for i i icki Emer dialog box Teien title export by selecting each field and clicking Add section before this procedure or Click Catalog to retrieve a previously saved export list BA cick Export to begin the export process 248 Maximizer CRM 10 User s Guide Importing Address Book Data from MXI or XML Files You can use Administrator or Maximizer to import Address Book entries and other data from MXI Maximizer XML Interface or XML Files After importing Address Book entries into Maximizer you can identify the imported records by selecting View gt Favorite Lists in the Address Book window A list of imported Address Book entries is stored in a favorite list named according to the file format and import date and time Importing MXI or XML Files Using Advanced Import Always back up the Address Book before importing For detailed information about any of the fields in this dialog box press F1 while the dialog box is active For more control over importing MXI files or to import XML files use the Advanced Import method described below which enables you to specify a number of preferences about how to import the file gt To import from an MXI or XML file Open the Address Book to import into A Select File gt Import gt Advanced Import
125. Stre is related to Cancel Foster Wine Details of linked Address Book entries 129 2 R Contacts ES Opportunities i Related Entries Columns Defauit Related Entries View v fea Name a Position Relationship Type Phone 1 Relationship type Distributor gt C George Town Package Multilevel Downline 604 601 8000 distributors George Town Package Stre is one of Foster Wine s 7 These entries are also related in reverse order Any Address Book entry can be related to another All notes user defined fields and documents associated with a related entry are then linked to the relationship If an Address Book entry has entries related to it these are displayed in the Related Entries window gt To unlink Address Book entries e Occasionally relationships that you set up between two Address Book entries will change and you will want to remove the relationship You can unlink two entries by selecting one of the related entries in the Related Entries window and selecting Edit gt Unlink Selected Entries 130 Maximizer CRM 10 User s Guide Convert Individuals to Companies and Contacts to Individuals If you originally created an entry as an Individual and now decide the entry would be more appropriate as a Company with Contacts you can convert the entry In the conversion Maximizer copies the entire contents of the Individual to a new Company entry all
126. The Search to find when you need them The Company Library provides shared a E access to a central library of these materials with the security offered repeat a previous search The ae ary y Search button allows you to by the Maximizer environment h for a fil i 3 eee i a R The Company Library window is divided into two panes the left pane is a tree view which displays the folders and files in your library the right pane is a preview area in which you see a preview of certain file types or type text notes gt To share files in the Company Library Use the toolbar for common tasks like Open File Save Note Close Note Find and Preview A The area in the left side of the window lists your folders and files in a tree view much like Windows Explorer The area in the right side of the window displays a preview of most file types You can also view and edit notes here Deselect the Preview checkbox to display an icon rather than a preview 4 Use the shortcut menu to perform common tasks in the window such as adding deleting or renaming files e Save files on your computer or a network location by right clicking on the file and choosing Save As e Email your document by right clicking on the file and choosing Email Document or Email Document to current entry You can email multiple documents at one time by clicking on the documents while holding the Ctrl or Chapter 8 165 Working with Maximizer Shift key down and
127. Word or Corel Word Perfect Follow the steps listed below using the Maximizer toolbar embedded in the word processor to insert the merge fields In the steps listed below we are using the Maximizer Word Processor Hold your mouse over a button to view its description The merge field button is on the first ae oas button on the left of the toolbar gt To insert a merge field With a document open in the Maximizer Word Processor place your cursor where you want to insert a merge field 2 Select Merge Field from the Maximizer Word Processor Tools menu or click the Merge Field button on the toolbar In the Insert Merge Field dialog box select the type of merge field you would like to insert 4 Select a merge field from the list and click the Insert button The selected merge field is inserted in the template 180 Maximizer CRM 10 User s Guide 5 Select the Blank if Not Used checkbox if you prefer During a mail merge this option leaves a blank space if there is no information available for a field By default if there is no information in the field the Maximizer Word Processor simply omits the field and leaves no space it also adjusts the position of the other merge fields accordingly 6 Repeat steps 3 5 for each merge field you want to add When you are finished click Close M Maximizer Word Processor Fax Memo lo LS Eile Edit View Format Paragraph Tools Document Window A 8
128. _Number gt Contact_Number aix Data Links Link together the tables you added to the report Linking is needed to match records of one table with corresponding records of another table Transfer_Date Highest_Alt_Adr_Number Phone_t Reverse_Phone_1 x Creation _Date Creation _Time AutoAnange TEE Client _Id aj Client_Id Auto Link Contact_Number Contact_Number ByName Name_Type g Type_Id C By Key Name Code_Id Address _Id A_ANNUAL_SALES Link Last_Modify_Date Creator_Id Order Links Clear Links Delete Link 306 Maximizer CRM 10 User s Guide Notes Example Each note created for an Address Book entry is a record in the view called Notes To report on notes associated with Address Book entries you must add the view and link it to the Address Book entry table according to the following table Note Microsoft SQL Notes view name AMGR_Notes Links Client_Id gt Client_Id Contact_Number gt Contact_Number E Database Expert Data Links Link together the tables you added to the report Linking is needed to match records of one table with corresponding records of another table Data_Machine_Id a Data_Machine_Id a Sequence_Number Sequence_Number Record_Type Owner_Id Owner_Id Client_Id Private Contact_Number Client_Id Type Contact_Number Private Name_Type DateCol Name TimeCol Address _Id NewRecord
129. able you to specify how often to synchronize and how to handle conflicts when the same entry has been modified in both Outlook and Maximizer Appointment and Task Synchronization When Outlook Synchronization is configured it can synchronize select appointments and tasks between the Maximizer Address Book and Microsoft Outlook Only those appointments and tasks scheduled within the specified date ranges will synchronize with the following exceptions e Ifan instance of a recurring appointment occurs within the specified date range all instances of the recurring appointment will be synchronized e If a task is scheduled prior to the specified date range but the Carry forward unfinished tasks option is selected the task will be synchronized 200 Maximizer CRM 10 User s Guide You can also specify whether to synchronize private appointments and or tasks Recurring Appointments Recurring Tasks Group Appointments Recurring appointments in Microsoft Outlook synchronize to Maximizer as recurring appointments unless they have no end date If the recurring appointment has no end date only the first occurrence synchronizes with Maximizer not the recurrences To synchronize recurring appointments with Maximizer always provide an end date Note that while it is possible to modify the Private property of a single instance of a private appointment in Maximizer this property can be changed only for the entire series of recur
130. act for easy reference Mail merge contact information using built in or custom templates for letters faxes and email Create documents using the built in Maximizer Word Processor or use Microsoft Word or Corel WordPerfect Fax your customers Send email messages instantly using a VIM or MAPI compliant email client Share documents collateral marketing projects in the central Company library Profile customers using your unique user defined fields to identify trends and similarities Monitor market information to achieve and maintain a competitive advantage Create targeted and personalized announcements by letter fax or email linked to your contacts records 4 Maximizer CRM 10 User s Guide eCommerce Integration Reporting and Analysis Database and Administration Use a wizard driven tool to help you build your website every step of the way no programming technical expertise or design skills required Build a web store that supports real time credit card transaction processing Capture customer information with your own web forms using the Web Inquiry Form wizard Provide your customers with peace of mind by automatically encrypting all credit card transactions with SSL transaction security Generate website traffic with automatic search engine registration Use advanced reporting to view consolidated activity and history information for each account Create view and print pre formatted and custom repo
131. act How Client Save Contract Expiry Client Contract Expiry Client Contract Number Client Contract Number Client Customer Interests Client Once Maximizer imports the data from the import file the Conversion Completed or Import Completed message box displays the number of fields read imported skipped failed merged and the number of records with associated import warnings The Error Log appears next displaying the location of the import error message file If you want to view this file make a note of where it is located Unless the import utility reports that all records were imported successfully carefully review the ERRORLOG TXT file to identify and resolve import problems Chapter 12 259 Managing Address Book Data Importing Data from ACT and GoldMine Q duplicate Contacts are created This section describes the procedure for importing data from ACT or on the second Import of the same i i i i ACT or GoldMine database oo as well as the field mapping for data imported into Importing Contacts from ACT 6 0 2004 or Earlier or from GoldMine 6 5 or Earlier gt To import contacts from ACT 6 0 2004 or earlier or from GoldMine 6 5 or earlier D always back up your From the File menu select Import gt ACT 6 0 or 2004 or Maximizer Address Book earlier before importing data i when importing GoldMine Select Import gt GoldMine 6 5 or earlier Contacts GoldMine must be installed
132. adobe com See Reading the Maximizer Guides Online on page 15 Chapter 2 Finding Information 13 Press F1 for Help If you come across a window or dialog box you don t know how to use press the F1 key to see brief descriptions of the window or dialog box options Frequently F1 Help topics have convenient links to related step by step instructions From the F1 Help window you can search the module s F1 Help for information on other windows dialog boxes or features simply enter a keyword L Maximizer CRM 1 totae Hide Print Options Calendar week Enter a keyword and dlick List Type in the keyword to find The Calendar window s weekly view displays a calendar of your h 4 time sensitive appointments for the week You can add a new Topics to search for topics Pm Caterer window appointment update an appointment or delete a range of containing the keyword appointments List Topics To quickly navigate from one week to the next in the daily calendar view use the calendar arrow buttons located in the upper left section of the window You can also navigate from day to day and month to month using these buttons when in the daily or monthly calendar views Select Topic to display Access Rights Shortcuts like this one link you Access Rights for user directly to more information about 3 al Click here to find out how to change the Calendar view what you re doing Add Windows Use
133. akes it easy to create your Address Book in a few steps and even enables you to create it using some of the settings from an existing Address Book such as preferences templates user defined fields and macros Once you ve created the Address Book set up user accounts and configure security and preferences If you need to add entries from another Address Book Maximizer can transfer those entries to the new Address Book Any user can transfer Address Book information provided that they have sufficient security privileges in their account Checklist Setting up a New Address Book These steps highlight the major tasks involved in creating a new Address Book Use this list to help you set up a new Maximizer Address Book Perform these steps in the order shown here Create the new Address Book For detailed information refer to Creating a New Address Book on page 38 A Change the MASTER user password For instructions refer to Changing the MASTER User Password on page 41 Enable security for an Address Book This applies only if there are multiple users in your Address Book To enable security select the Enable security option on the System Options tab in Administrator preferences 4 Add users to the Address Book When you create a new Address Book it contains only the MASTER user account Create an account for each Maximizer user Note that if you are not running Maximizer in a multi user environment you d
134. al 162 163 Classic window layout 107 Column reports printing from 221 column setups creating 127 retrieving 128 communicating with customers 174 Companies about 120 converting Individuals to 130 Company Library 107 164 permissions 51 verification and recovery 240 COMPANY user account 40 completion reasons opportunities 66 Contacts about 120 converting to Individuals 130 deleting 120 notes 131 report 222 window 106 controlling windows 107 303 converting Address Book entries 130 entries in Address Book 130 converting an Address Book 42 copying text from Address Book entry 121 Corel WordPerfect 165 174 178 182 Corel WordPerfect Office Integration 25 creating column setups 127 default entries 123 Hotlist tasks 146 notes 131 133 web inquiry forms 169 Crystal Reports 18 220 Crystal Reports Users security group 57 data population 300 database drivers 301 personal reports 220 when upgrading an Address Book 42 Crystal reports Maximizer ODBC driver 301 SQL Server driver 301 Current Users report 30 280 custom reports 220 Custom window layout 107 customers communicating with 174 customizing toolbar and toolbar buttons 115 D data collection website 169 database backing up 234 237 creating an Address Book 37 39 drivers for reports 301 restoring from backup 237 upgrading 42 user defined field tables and views 301 306 date user defined fields 72 default entry 123 default password 49 deleting
135. almer Vineyards fea Holist A October 8 2007 A Identify customer business plans d Mckee Vicky Loretta Palmer Vineyards 604 601 4 A calendar Goctober 8 2007 A dentify the names of allthe roles in Mckee Vicky Loretta Palmer Vineyards 604 601 1 October 8 2007 A Determine opportunities for improve Mckee Vicky Loretta Palmer Vineyards 604 6014 W Erai October 8 2007 A Identify our role in meeting the pros Mckee Vicky Loretta Palmer Vineyards 604 601 4 company Leray GOctober 19 2007 A Interview Financial Approver Mckee Vicky Loretta Palmer Vineyards 604 6014 BB Personai GOctober 19 2007 A Interview Survey insider Mckee Vicky Loretta Palmer Vineyards 604 6014 October 19 2007 B Review progress to date with pros Mckee Vicky Loretta Palmer Vineyards 604 6014 B Orderdesk October 19 2007 A Interview Survey Specifier Mckee Vicky Loretta Palmer Vineyards 604 601 Quick Access October 19 2007 A Validate customer requi as a October 24 2007 Obtain required financia Receive a Call g H Scheduled date and time Schedule a Meeting Contacts S Opportunites f Related Entries F Schedule a To do aj Date January 8 2008 Columns Defautt Contact View Recent Entries Name and Phone Numbers a Company and Time 10 00 AM AllThe Best Spirts E Palmer Vineyards Palmer Viney The inn At Little Washington 604 601 8000 108 Sound A J Setalarm 10 minute s prior to t
136. and time logged in e Maximizer module connected Licenses installed e Product license number PLN e Computer name e Product e User count e Description e Total number of applied licenses Administrator s Reference In this chapter MxzDir cfg File on page 282 Maximizer File Types on page 284 Maximizer XML Interface MXI on page 285 282 Maximizer CRM 10 User s Guide MxzDir ctg File The MxzDir cfg file contains various global settings which apply to all Address Books on the server and Address Book specific settings The settings listed are for reference only Maximizer performs all configuration during the installation Each of the settings is described below Table 1 Setting DB_SERVER DB_SYS_TYPE USE_UNIFIED_LOGIN ENCRYPTION_TYPE BTI_PATH COMMON_WORKSPACES Install Path Maximizer Server Setup Maximizer Server Server Path UNC Global Settings in MxzDir cfg File Description Name of the database server The type of database This entry enables or disables the Trusted Connection login security 0 disabled 1 enabled The type of encryption 0 standard 1 no encryption 2 BLOWFISH40 Defines the UNC location of the Maximizer Address Books folder on the Maximizer Main Server The Address Books folder is usually shared as EAddress Books so that in a typical installation the UNC path would be lt servername gt EAddress Bo
137. and type the path of the document application or web address URL Or click Browse to locate the document application or URL to run If you would like an application to open a specific file make sure that the application path is enclosed in double quotes and put a space after the path of the application Then click Next Toolbar Button Properties Ba General Intemet URL Ie Tooltip Status bar help lt tc Cre For example to launch WordPad and open the file Notes txt in the Document Application text box type the following C ProgramFiles Accessories WordPad exe C Notes txt To load a new instance of an already running program click the Load new instance checkbox 6 If you have chosen to Start a user defined field for an Address Book entry Run a Maximizer macro or Draw a graph from a defined graph catalog click Next and select it from the drop down list Then click Next Toolbar Button Properties ES General User defined field E i Tooltip UseAltemateForm Status bar help Starts the user defined fields UseAltemateFom for the Description indicate whether entry uses altemate form The lists contain all user defined fields macros and graphs in the current Address Book 118 Maximizer CRM 10 User s Guide If you have chosen to Retrieve a search catalog select the search catalog from the drop down list in the Toolbar But
138. andatory sub elements are shown in bold lt Contact gt lt ContactNo gt lt ContactNo gt lt FirstName gt lt FirstName gt lt LastName gt lt LastName gt lt Initial gt lt Initial gt lt MrMs gt lt MrMs gt lt Title gt lt Title gt lt Salutation gt lt Salutation gt lt Phone gt lt Number gt lt Number gt lt Extension gt lt Extension gt lt Description gt lt Description gt lt Phone gt lt Email gt lt Address gt lt Address gt lt Description gt lt Description gt lt Email gt lt Department gt lt Department gt lt Division gt lt Division gt lt ReportsTo gt lt ReportsTo gt lt AssignedTo gt lt AssignedTo gt lt Category gt lt Category gt lt DoNotSolicitBy gt lt DoNotSolicitBy gt lt Website gt lt Website gt lt Created gt lt Created gt lt LastModified gt lt LastModified gt lt SalesLead gt lt SalesLead gt lt Address gt Refer to lt Address gt Elements on page 293 lt Address gt lt DetailDate Name lt DetailNumber Name gt lt DetailNumber gt lt DetailString Name gt lt DetailString gt lt DetailList Name gt lt DetailList gt lt DetailListMulti Name gt lt Value gt lt Value gt lt DetailListMulti gt lt Note gt nn gt lt DetailDate gt Refer to lt Note gt Elements on page 293 lt Note gt lt Document gt Refer to lt Document gt Elements on page 293 lt Document gt lt Contact gt lt
139. ar and then tile the windows using the Window gt Window Management gt Tile feature Of course you can manually size any window You can also control such things as the colors fonts and grid lines in your windows The Window gt Window Settings gt Set Color and Window gt Window Settings gt Set Font menu items allow you to do so Chapter 8 109 Working with Maximizer Opening an Address Book The default password for new users and for the users in the sample Address Books is maximizer Address Books can be opened in Administrator or Maximizer There are no conflicts if you open an Address Book while it is being used by other users gt To open an Address Book Select File gt Open Address Book Open Address Book Be Available Address Books Commercial Real Estate Escona Tutorial Open Financial General Cancel High Tech Legal Remove Sales Location of Address Book SQL Server 98765 DSN MAS_EsconaTutorial A Select the Address Book to open The Login dialog box appears Type your password and click OK The name of the Address Book appears in the application title bar gt To log into the current Address Book as another user Select File gt Login or double click in the Users section of the Maximizer status bar at the bottom of the window The Login dialog box appears A Enter a user ID and password Click OK 110 Maximizer CRM 10 User s Guid
140. ar Hotlist Dialing Transfer Envelopes MaxMobile Settings Printing to HTML Diagnostic Overview Pa Windows folders for Maximizer logging and current Maximizer installed location Log folder 2l Installed folder C Program Files Maximizer Module level preferences Preferences for this module Maximizer AMGR 4 Module log folder Maximizer log level 0 Disabled z I Truncate Maximizer log I Purge logfiles after 5 days Write to the Windows event log NOTE All the above settings apply only to the local machine where this application is accessed Maximizer Email Service Log Files The Maximizer Email Service log files store the following codes e 1 Initialization or database connection problem e 2 Not used e 3 Exception other error code Samples and explanations of both Maximizer Email Service log files are included below System Reports Chapter 12 279 Managing Address Book Data HL reports can be opened The Reports menu in Administrator enables you to quickly create a easily in Microsoft Excel number of reports about the open Address Book as described below where you can edit the data as required Report Information Reported User ID List e Total number of users in the Address Book User Defined Fields e Total number of security groups in the Address Book For each user in the Address Book e User ID e Display Name e First and Last Na
141. arch for Address Book entries enter search text and click the drop down arrow to select a search category last name first name company or phone number The entries that match the search criteria are displayed 3 ABC Wine Shop Click an entry to display details such as email addresses and phone numbers Click an email address to send an email to a customer To view all contacts related to the entry click View Contacts ad ar ABC Wine S escona maximize 604 601 8001 E 604 601 8000 fi 604 601 8002 B view Contacts Drag the Address Book gadget from Windows Sidebar to display both the list and details in the gadget window When the gadget window is expanded you can click any column header in the entry list to sort by the information in that column To view an entry in Maximizer select the entry and click the View entry in Maximizer icon o a Name v Company amp Ed JohnsonA ABC Wine Shop Inc ABC Wine Shop Inc 5 View entry in Maximizer 3 EdJohnson ABC Wine Shop Inc James Dolton ABC Wine Shop Inc Martha Torres ABC Wine Shop Inc f 604 601 8001 604 601 8000 a 604 601 8002 abc x B view Contacts CHAPTER Communicating with Your Customers In this chapter Keeping in Touch with Your Customers on page 174 Working with Documents and Templates on page 175 Broadcasting Documents Using Mail Merge on page 182 Sending a
142. ask amp Stuart Leopoldo 604 601 8001 Riverhead NY z Mckee Vicky Loretta Purchasing Manager Palmer Vineya Astor Wines amp Spirts 604 601 8000 108 Sound Ay Details of task amp Richard Elisabeth 604 601 8001 Riverhead NY Activity Phone call to follow up on shipment a l El Press F1 for Help User JI Priority I Task is completed lon E er EWES Assigned to Joe Napoli a Personal Hotlist task Hotlist task with Duran Bryce Dana Connoiseur sm ox oe 148 Maximizer CRM 10 User s Guide Control Calendar and Hotlist Task Preferences Hotlist and calendar preferences can also be controlled in Administrator using the user preferences Calendar Hotlist tab W Appointments can be reassigned through the Hotlist window Use the Calendar Hotlist preferences tab to change your Hotlist task and calendar preferences Most of the options on this tab apply to the calendar gt To set calendar and task preferences Select File gt Preferences and click the Calendar Hotlist tab A Set your calendar and hotlist default options For detailed information on each option press F1 Preferences Joe Napoli es Envelopes Labels Reports Fae Ema Outlook Synchronization Printingto HTML Diagnostic Overview Page System Defaults Logging Format Calendar Hotist Dialing Transfer Default settings Options Alarm lead time 10 minute 7 I Ignore confi
143. at Action Call and Appointment notes in GoldMine 6 0 may be in HTML format When you import these notes into Maximizer they contain HTML tags GoldMine 5 x 6 0 amp 6 5 amp 6 7 Company Contact First Name Initial Last Name Title Dept Asst Source Address City State Zip Country Phone 1 3 Fax Maximizer Company First Name Initial Last Name Position Dept Assistant UDF Contact type UDF Address1 amp Address2 City Town St Co Prov Zip Country Phone 1 3 Phone 4 Imported Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Comments GoldMine s Contact field contains First Name Initial Last Name separated by spaces In Maximizer appropriate fields are populated accordingly In Maximizer Dept is populated with the department of the main Company s Contact Adds UDF to Contact record Adds UDF to Contact record Address from the main Contact becomes the main Company address The first line in the Address field from GoldMine goes to Address1 in Maximizer The second line goes to Address2 The third line from GoldMine is NOT imported Alternate Addresses in Maximizer are created from the addresses of the Contact from the Contacts tab in GoldMine Appropriate Alternate Addresses are selected for imported Contacts Imported correctly to main and alternate addresses Imported correctly to main and alternate addresses
144. at Professional ees File Edit View Document Comments Forms Tools Advanced Window Help x _ E combineries epot ElstartMecting lj secure J sign gt E Forms SP Review amp Comment goH es EEV Rl eoe ulik 54 Maser ca 10 Toolbar Buttons User s Guide SE Keeping Track of Your Prospects and Customers EE Using Territory Management E Keeping Notes on Your Book Entries SE Recording Hotlist Window Additional Information with Dims Bacoue the Hot tsa cooling window al your folowing User Defined Fields d E Creating a List of Entries with a Tracking Your Appointments and Hotlist Tasks The Hotit s a meless to do ast of tasks and reminders Tasks you he Hoti to a Contact who Is out of town for a week When the week is up the Hotlist wall remind you to call again automaticaly created for the assigne cing oer and foloweupoalon ae sped Tha tak E automaticaly mode when the follow up de modified And when the case Is Campista To laam mora about the E Control Calendar and lick the Hotlist kon or choose Hotlist from the Window Hotlist Task 7 Preferences E Select the Show Appointments option to have your appointments appear in your list with your tasks E Use the view Filter to choose the date range you want to show Toadd a new task select Edit gt Add Task E Calendar Window E Add a New Appointment to Your Calendar M a tasks asocated with an Address Book entry sel E Use Act
145. ation The MASTER user is responsible for devising and implementing ratings schemes and completion reasons in Administrator You can set Address Book preferences by selecting File gt Preferences in Administrator The following table outlines the settings available on each tab of the Preferences dialog box For more information about any of these preferences go to File gt Preferences select a tab and press F1 On this tab Address Book Diagnostic Key Fields Location Resource Mandatory Fields Opportunity System Fields System Options You can set the following preferences values available in the Category field for Address Book entries fields to check for duplication of Address Book entries refer to Preventing Duplicate Address Book Entries on page 68 for more information log file settings for Maximizer modules key user defined fields available on the Basic Information tab of Address Book entries and opportunities refer to Creating Key Fields Lists on page 81 for more information locations available for appointments resources available for appointments mandatory or optional data entry requirements for basic fields in Address Book entries and opportunities opportunity stages and probabilities of close opportunity confidence ratings opportunity completion reasons add modify and delete values of system fields note document categories and products services Address
146. ax Memo Invoice Letter Memo No Template Purchase Order Description Department Division Address_Line_1 Address_Line_2 City k State_Province Zip_ _Postal_Code Country Re Subject of Letter Salutation Body of Letter Save As Cancel 4 Document details Boe For Help press Fl Name Owner Public Category Description Save as this type of file C Template Document for Speliing Cancel About Templates and Documents Understanding how templates and documents are used and how they communicate with each other is the key to working efficiently with this correspondence system Templates A template is a standard design meant to be used repeatedly to create new documents Templates are generally designed to be used with a company s stationery including default page margins standard fonts and merge fields Chapter 9 177 Communicating with Your Customers For example a template might be used for the following e Create form letters for bulk mailings to clients and prospects e Provide a default structure for letters and faxes e Provide a consistent company image You can create a template in the Maximizer Word Processor by designing a document then selecting Template when you save your work When you next create a new document you can use your saved template as the basis for the d
147. aximizer Maximizer CRM Gadgets To remove a gadget from Windows Sidebar point to the gadget and click the Close button that appears at the top in the upper right corner If your computer uses Microsoft Windows Vista you can add the Address Book gadget to Windows Sidebar You add the gadget from the Gadget Gallery where all installed gadgets reside gt To add a Maximizer CRM Gadget to Windows Sidebar Click the plus sign at the top of Windows Sidebar to open the Gadget Gallery A Double click the Maximizer CRM gadget you want to add The gadget is now docked to Windows Sidebar gt To log into a Maximizer CRM Gadget Point to the gadget and click the Options button that appears second from the top in the upper right corner Or right click in the gadget and select Options The Settings page opens Address Book Escona Tutorial Login Name Password Remember password This gadget retrieves entries from the selected Maximizer Address Book After login perform a search to view entries OK Cancel A Select an Address Book enter your Login Name and Password and then click OK 172 Maximizer CRM 10 User s Guide Work with the Address Book Gadget In the detail view click the Up and Down arrows to move from entry to entry Click the horizontal arrow to return to the entry list Use the Address Book gadget to quickly search for and view Address Book entries and contact information To se
148. aximizer In this location you use Administrator s Holiday Editor to manage one set of holidays for your installation of Maximizer gt To adda holiday to your calendar In Administrator select Utilities gt Holiday Editor H click add Enter the details of the new holiday 4 Click OK to close the Add Holiday dialog box Holiday Editor Current Address Book E Add Holiday Ea Holiday details Add Holiday details OK Year 2008 Year 2008 r Every year Update Cancel Month 5 Month 10 GoTo Day 11 as Day 02 Delete Text Mother s Day Text Isabella s Birthday Delete All lt lt previous Chose gt To share your holidays with another Maximizer workstation e Copy the Mxzhol nam file from your Maximizer program folder to the program folder on the other computer Note that this replaces any existing holidays on the destination computer with your own Configuring Email Fax Phone and Synchronization In this chapter Setting Up Maximizer to Use Email on page 86 Configuring Microsoft Outlook Synchronization on page 89 Using Fax Software with Maximizer on page 94 Enabling TAPI with Maximizer on page 97 Phone Masks on page 102 86 Maximizer CRM 10 User s Guide Setting Up Maximizer to Use Email The Email window in Maximizer provides you with the ability to send and receive email within Maximizer The Ema
149. bably already know what business task you want to accomplish such as sending a fax to many recipients building and publishing your online catalog and recording your contact management information Maximizer s help and guides have the answers you re looking for The types of documentation you can expect to find to help you with Maximizer include e F1 Help context sensitive help for all windows and dialog boxes e Contents Help online step by step instructions with a table of contents an index and search e Online manuals on screen versions of the printed documentation that you can read using Adobe Acrobat Reader Whether you re looking for help using a particular dialog box or looking for instructions on how to perform an activity you can always find what you re looking for in the Help Maximizer Help provides not only step by step instructions for each module but also detailed descriptions of every control in every dialog box and window See Press F1 for Help on page 13 and Opening the Help Table of Contents on page 14 Each Maximizer module has its own Help To find out how to use a module select Contents from the module s Help menu or press F1 in any window or dialog box In addition to the Maximizer User s Guide this book Maximizer also includes online documentation in Adobe PDF format You can read the PDFs using Adobe Acrobat or Acrobat Reader which you can download from the Adobe website www
150. backing up or restoring the Address Book Also changes to the user s settings require the corresponding logged in user to log into the Address Book again before the settings will take effect gt To start Administrator e Click Start gt Programs gt Maximizer CRM gt Administrator gt To open an Address Book in Administrator Start Administrator A Select an Address Book and click Open j Open Address Book a Available Address Books 2 esera Promotions Open General 2 sA Remove Location of Address Book SQL Server WV RD JWEI2 MAXIMIZER DSN MAS_EsconaTutorial Type the Password and click OK Login E Login credentials Address Book Escona Tutorial User ID Password The selected Address Book opens in Administrator Chapter 4 37 Creating or Upgrading an Address Book Creating a New Address Book Sample Address Books are installed with Maximizer and demonstrate how a company would use Maximizer Do not use the sample Address Book for your own data For information about transferring Address Book information refer to Importing Address Book Data from MXI or XML Files on page 248 and Transferring Entries between Address Books on page 269 Once you have familiarized yourself with Maximizer by using a sample Address Book such as Escona Tutorial your first administrative task is to set up a new Address Book Administrator m
151. be able to view other users private notes the user must have the Modify other users private entries privilege enabled View and modify entries marked as private that belong to other users If a user has this privilege enabled the user has full read and modify access to all entries regardless of the entry s Full Access Read Access or Owner settings This security privilege is very powerful and should be granted with caution Privilege Modify other users general information User s Roles User Role Sales Manager Sales Representative Chapter 5 53 Setting up Users and Groups Grants authorization to Change information in the General and User Defined Fields tabs of the User Properties dialog box for another user Modifying a user s general information such as Last Name First Name Company and Phone Number does not have to be restricted to the MASTER user In many cases an administrative assistant or a receptionist can be granted the rights to modify user s general information without compromising the security of Maximizer This privilege allows the user to have access to all Maximizer users general information without giving them full security rights to the Address Book Grants authorization to Belong to the Account Manager field Sales Managers can also re assign the Account Manager field to a different user Similar to the Sales Manager role Sales Representatives can be assi
152. ble user defined field that allows selection of multiple items e Single Table user defined field that allows selection of single item only e Date Date user defined field e String Alphanumeric user defined field e Number Numeric user defined field This attribute also applies to the lt Detail gt elements within other elements The maximum length of the Type attribute is 80 characters Indicates whether the user defined field can be assigned to Cases Indicates whether the user defined field can be assigned to Company Individual or Contact Address Book entries Applies to Date user defined fields only Yes Annually recurring event Applies to Annually Recurring Date user defined fields only Yes Retain year in annually recurring dates Applies to Date user defined fields only 1 Create Hotlist task Applies to Alphanumeric user defined fields only Indicates the maximum length of the field value 290 Maximizer CRM 10 User s Guide lt Individual gt Elements The lt Individual gt element describes an Address Book entry for an Individual Mandatory sub elements are shown in bold lt Individual gt lt ContactNo gt lt ContactNo gt lt FirstName gt lt FirstName gt lt LastName gt lt LastName gt lt Initial gt lt Initial gt lt MrMs gt lt MrMs gt lt Title gt lt Title gt lt Salutation gt lt Salutation gt lt Phone gt lt Number gt lt Number gt lt Extension gt lt Ext
153. by searching for the appropriate entries or simply selecting entries in your current list A In the Maximizer Word Processor select File gt Merge gt to Printer to Email or to Microsoft Fax You can also send a mail merge from Microsoft Word or WordPerfect using the Maximizer toolbar embedded in the word processor to insert the merge fields M Maximizer Word Processor Fax Memo tolla 5 File Edit View Format Paragraph Tools Document Window Help e x O D New Ctri N e CAEN p n o Me ze z u 2 t Close K H sve Ctrl S a a a S a E Save As Escona Estate Wines Import 1344 Eastside Road Petaluma CA 94954 Export phone 555 775 0982 fax 555 775 0900 Export www escona com Send E mail Fax Memorandum amp Print Ctrl P A Print Preview p Merge to Printer 2 Page Setup to E mail his is a Total Pages page fax transmission Bit to Microsoft Fax To First_Name Last_Name Company Fax Fax_Number Phone Phone_1 From My First Name My Last Name My Company Fax Your Fax Number Phone My Phone 17 Body of Memo Pg1 1 Ln1 Coll Chapter 9 183 Communicating with Your Customers Specify your merge options Depending on what window you have active the available merge entries vary Click OK to continue with the merge 4 Select Print or Send to merge the document with the first entry in your selected lis
154. ccess settings and group access settings refer to User and Group Security on page 50 For an explanation of each of the access settings refer to User Access Rights and User Group Access Settings on page 51 9 Click OK to close the Access Settings dialog box Eoin the Security Groups tab select any security groups to which the user should belong To add groups use the File gt Security Groups dialog box El click ox The default user password is maximizer Ensure that you or the user create a new password from the Users dialog box The new User ID and its associated information now appear in the User list Chapter 5 49 Setting up Users and Groups Changing a User s Password The following procedure explains how to change user passwords in Administrator However users can also change their own passwords through the File gt Users dialog box in Maximizer gt To set and change a user s password through Administrator In Administrator or Maximizer select File gt Users The Users dialog box opens A Select the user whose password you wish to change and click Password 5 Users Ea User list UserID Display Name FirstName LastName Phone 1 Extension Email Address Windows Access gt a eieHo li Hoty 655750 bholyemaximizer q Enabled CDANCER CelineDancer Celine Dancer 555 775 0 cdancer maximize Enabled COMPANY COMPANY Company Disabled DBROWN DanielBrown
155. click the Graphing button Alternatively you can select Tools gt Graphing Choose the fields and values you re graphing For example you could graph Address Book entries by the City Town or State County Province field Defining the values lets you narrow the range or selection of values to graph Use the Chart wizard to choose the graph type style and layout Edit your graph in the Graphing window You can change the appearance of your graph and edit the data From this window you can also save your graph as an image file Select Field and Values for Graph Tombination Chster Bar Geant Doughnut 1B ES H Austratia B Canada H France Ireland E ray United Kingdom Husa To perform other actions cick right mouse button on graph Hold down Ctl key and use your mouse to rotate a 3D tog sis ose 226 Maximizer CRM 10 User s Guide Select the Field and Values for Your Graph Q Press F1 in the Select Field and When you click the Graphing button Maximizer prompts you to Values for Graph dialog box to learn more about making your selection Each range you provide becomes an item on the X axis of your graph If you defined your ranges for the Anniversary of Business user defined field as January June and July December you would have two columns in a bar graph or two wedges in a pie
156. complete the transfer 208 Maximizer CRM 10 User s Guide Set Up Automatic Dialing If your modem can dial out in other applications then you can use your modem in Maximizer For a list of each control and how to fill in the field press F1 while in the Dialing tab If you have a modem installed in your computer you can configure Maximizer to dial the phone for you when you make a phone call using the Phone feature in Maximizer Before Maximizer can use your modem you must first make sure that your modem functions correctly with your computer system then configure your modem using the Preferences dialog box in Maximizer Your modem preferences tell Maximizer where your computer s modem is connected and how it performs Some of these settings are more critical than others For example if you set up your port incorrectly your modem will not work at all but if you set up your baud rate incorrectly the modem will operate but perhaps at a slower speed TAPI lets you use your Telephony Application Programming Interface modem to identify and direct signals received by your communications port to the appropriate application gt To configure your modem in Maximizer Select File gt Preferences A In the Dialing tab select Modem or TAPI If you selected TAPI click the Properties button to configure the dialing properties for the modem and click the Device button to configure the Device properties for the modem
157. considered duplicates These duplicates may occur when users create a new Address Book entry without determining whether an entry already exists for the person or organization They can also occur when entries are created automatically by operations such as importing Duplicate entries are undesirable because information related to the person or organization becomes fragmented You can prevent most duplicate entries by using Maximizer s duplicate Address Book entry checking options W For information about You can configure duplicate checking in Administrator File gt preventing duplicates when Preferences gt Address Book tab importing data refer to the sections about importing in chapter 12 Managing Preferences Address Book Data on page cena e l e l e al Onpotny 233 Diagnostic Address Book Mandatory Fields Values for Category field s selection list Value Type jalyst system a Add colleague system ompetitor system 5 onsultant system ustomer system Dealer system Distributor system linwactar Duplicate Address Book entry checking Check for duplicates when adding Address Book entries Duplicate check list Duplicate Check List 1 zj Fields to match for the selected list 1st field to match Full Name Company Name 2nd field to match Company Name For Individual 3rd field to match City Town I Allow partial match Duplicates may be entered by Lou Jones M OK Cancel
158. ct File Preferences and click the Other Options button on the System Defaults tab 2 Deselect the Confirm when creating Contact checkbox Another preference you can set on this tab is whether entries are created from Outlook as Company Contact or as Individual entries The default setting is Company Contact If you want Address Book 192 Maximizer CRM 10 User s Guide entries to be created by default as Individuals select Individual from the Default Contact drop down list Create an Address Book Entry from an Outlook Contact gt To save an Outlook contact to Maximizer In Outlook select the contact lE Save Contact to Maximizer M button in Microsoft Outlook A Click the Save Contact to Maximizer button The Save Contact to Maximizer dialog box opens 530 Save Contact to Maximizer Ex Company Contact Contact for an existing Company Individual Individual Name and Address Other information MMs First name Middle name Last name Phone numbers Argonaut Wine amp Lic Main 04 601 8000 Company Fak Dept Cell Division Address 1 Address 2 Email addresses Website CityfTown Denver SuProv C Email Zip Postal 202 Country Email 2 Email 3 Website Denotes required field x ca If necessary change the Address Book entry type If you select the Contact for an existing Company Individual option click Search to find and select the Addr
159. ct another entry This selects all entries in between the two you initially selected To select all entries in the current view click the gray box in the upper left corner of the Address Book window Columns Default Address Book View a ale Click this box to select all i oe beach jame A Phone Number entries in the current view FeLi ABC Wine Shop Inc 604 601 8000 5 Aggassi Cold Beer amp Wine Store 604 601 8000 Albert s Steak House 604 601 8000 gt AllThe Best Spirits 604 601 8000 X Amelia Liquors South 604 601 3000 Adjust the Icon Bar Chapter 8 113 Working with Maximizer You can adjust the icon bar properties and also choose the state of the icon bar s visibility gt To adjust the icon bar Select Toolbars from the View menu or right click in the toolbar area and select Customize from the shortcut menu The Toolbars dialog box appears A Select Icon Bar and click Properties Set your defaults in the General group box e Select the Visible option to display the icon bar in the Maximizer window e Select the Display tooltips option to show information about each icon when you pass the mouse pointer over it e Click Color to change the background color of the icon bar 4 Set the icon size to Small or Large A Set the location of the icon bar The Floating option allows you to place the icon bar anywhere inside the Maximizer window The Docked option places the icon bar on a
160. d module which means that all of the information it accesses is displayed in rows and columns Lists make it easy to see many entries at once and customize your views Typically most of your activities are done in the Address Book window TT es SIGE we Ba Soo ole Rapes iow ey Jemal letter Note GPhone ia Phone Number fr 04 601 8 00 604 601 8000 04 601 8000 604 601 8000 Editor HF aS pote tect Address Book Vw Department Division 04 601 8000 04 601 8000 04 601 8000 04 601 8000 04 601 8000 04 601 8000 04 601 sc00 604 601 8000 2 J aerer Beck overeat ress Fl for Help Monday January 7 2008 B27PM_ User INAPOLL gt To work with the Address Book window There are menu options for all tasks you can perform in the Address Book window and toolbar buttons are available for common tasks 2 Maximizer wizards are available to help you through tasks such as creating appointments Hotlist tasks and web forms The status indicator shows you when the module is busy when doing tasks such as searches 4 Icons representing Companies Individuals and Contacts differentiate the types of entries 5 Tabbed following windows display information and attached entries for the selected entry in the main window 111 112 Maximizer CRM 10 User s Guide 6 The view bars in a window or following window con
161. data is converted including the Individual s Contacts The original Individual is automatically deleted in the process Additionally you can convert Contacts to Individuals You are asked to confirm if you want the new Individual to inherit the Contact s address All data is transferred to the new Individual entry and the original Contact is automatically deleted Any number of Contacts or Individuals can be converted at once gt To convert Address Book entries e To convert Individuals to Companies select the Individuals you want to convert and select Edit gt Convert Individuals to Companies To convert Contacts to Individuals select the Contacts you want to convert and select Edit gt Convert Contacts to Individuals Chapter 8 131 Working with Maximizer Keeping Notes on Your Address Book Entries By default notes are logged for all of the main activities you can perform in Maximizer Logging can be adjusted on the File gt Preferences gt Logging tab Notes are used to record activities associated with Address Book entries and opportunities The Notes window is a following window which means it displays notes only for the selected Address Book entry or opportunity Use the Notes window to jot down manual notes your ideas and impressions about a customer or an opportunity You can enter manual notes for short company profiles or summaries of contracts and business agreements You have the abilit
162. ded for generating reports use Address Book Verification and Recovery to create the missing database views Address Book Verification and Recovery identifies the following Address Book items Address Book Item Orphan Contacts Orphan alternate addresses Orphan notes Opportunity records with invalid Start_Date field value Notes with undefined Entity Type Broken Company Library links Orphan Company Library links Orphan Company Library documents Invalid Opportunity records Invalid Address book records Invalid Document records Description Contacts that are not associated with a Company record Addresses that are not associated with an Address Book record Notes that are not associated with an Address Book entry or opportunity Opportunities whose start date does not match the earliest Sales Step start date Notes that do not have an entity type value Address Book entry opportunity or user assigned to the record Company Library links that try to connect to a missing document link exists but the document is missing Company Library links that link to a missing Company Library folder document exists link exists but the Company Library folder is missing Company Library documents not listed in the Company Library folders document exists but the link is missing Opportunities whose start date does not match the earliest Sales Step start date Company records containing
163. define logging preferences in Administrator and Maximizer These preferences control the following registry keys Component _ Registry Key Log File Maximizer HKEY_LOCAL_MACHINE SOFTWARE AMGR_yyyymmdd log AMGR Maximizer Software Maximizer Modules AMGR Administrator HKEY_LOCAL_MACHINE SOFTWARE ADMN_yyyymmdd log ADMN Maximizer Software Maximizer Modules ADMN gt To set logging preference values In Administrator or Maximizer select File gt Preferences A Select the Diagnostic tab If you want logs for all modules saved in one specific location specify a default folder where your log files will be saved If you don t specify a location in this field or a location per module logs are saved in the Logs folder where Maximizer is installed e g Program Files Maximizer Logs 4 Select a module from the Preferences for this module drop down list 5 If you want logs related to a module saved in a specific location specify a folder in the Module log folder field 6 Select a logging detail level from the Maximizer log level drop down list Set your other logging preference values such as the frequency logs are purged By default logs are purged after 5 days 278 Maximizer CRM 10 User s Guide a Repeat the previous steps to configure logging for any other module s E cick ox Preferences Lou Jones Ea Labels Reports Fae Emal Outlook Synchronization System Defaults Logging Format Calend
164. dio is a tool you use to manage your database The setup is found in the following location MaxCRM 3RDPARTY SQLExpr Crystal Reports Maximizer CRM includes a report reader for Crystal Reports You must install the full version of Crystal Reports to create reports for Maximizer but you can view Crystal Reports in Maximizer without installing the full version These reports are accessible through the Reports menu in Maximizer The Maximizer CRM Server installation creates the following folder which contains shared reports e MAI Users Application Data Maximizer SvrShare Reports lt Address Book name gt All folders and reports within this folder are accessible from the Reports gt Crystal Reports menu in Maximizer Maximizer installs a set of standard reports but you can also create your own custom shared reports and save them in this folder The Maximizer CRM installations also creates the following local folder for your personal reports e My Documents MaximizerReports Chapter 3 19 Installing Maximizer This local folder is the default location for personal report templates which can be created from the Reports gt Crystal Reports gt Personal Custom Report menu in Maximizer Users must belong to the Crystal Reports Users security group to use this function 20 Maximizer CRM 10 User s Guide Windows Login Account Rights Required for Installation Upgrading from a ALWAYS back up the Address Book befor
165. dividual Contact Note DetailListMulti Individual Company Contact Address Min Occur Oo 0 Max Occur 1 unlimited unlimited 1 1 AppendixA 297 Administrator s Reference Data Type string string none string string none string boolean string string string string string string string string Max Length 80 80 22 80 80 80 80 80 80 80 120 80 a This element is listed more than once because of differing properties depending on which element is the parent element b This element cannot contain a value it can only contain other elements 298 Maximizer CRM 10 User s Guide APPENDIX Crystal Reports Database Views Tables Reference Maximizer Database Views Tables Reference In this chapter Overview on page 300 Data Population for the Current Window on page 300 Database Views for User Defined Fields on page 301 Database Driver Used to Create Crystal Reports on page 301 Filtering Data on page 302 Linking on page 303 Controlling Windows on page 303 Including Additional Views in Your Reports on page 304 300 Maximizer CRM 10 User s Guide Overview This chapter is a technical reference for using Crystal Reports with Maximizer data For more how to information about generating and storing Crystal Reports for Maximizer refer to Crystal Reports on page 220
166. e My Work Day View The My Work Day view is an area where everyone in your company using Maximizer can see Hotlist tasks and appointments Adjust the My Work Day View You can adjust the My Work Day view to suit your own preferences gt To adjust the My Work Day view Maximizer CRM TEscona Tutorial My Work Day aes File Edt View Search Actions Web Tools Reports Window Help lela la H ia ta a iso B B KOROES BW BOK o odo0o00 0 0000 o amp amacanam oooo0o000 o Ftor Hel User INAPOLL Tuesday i 7008 2a EM Use the icons to access the main windows in Maximizer A Use the Quick Access section to perform common tasks The Recent Entries section displays the most recently used Address Book entries Click on an entry to make it current Use the Print Activities button to print tasks appointments and activities for the day 4 To switch to another calendar day in the My Work Day view click the Calendar button Chapter 8 Working with Maximizer Main Address Book Window Address Book Window You can view a Contact in the main Address Book window by selecting a Contact and choosing View Contact in Address Book from the Search or shortcut menu You can also select multiple Contacts and select the corresponding menu option from the Search or shortcut menus to view the entries in the Address Book window Maximizer is a list base
167. e Full Name Phone 1 Position Salutation State Province Import Cancel 7 Business City 8 Business Postal Code 9 Business State 10 Business Country 11 Business Web Page 12 Business Phone 13 Company 14 Job Title Catalog The data from the source file now imports into Maximizer g Repeat this procedure a second time to import the second tier except select Contacts instead of Companies Individuals as the Type of Import in step 3 256 Maximizer CRM 10 User s Guide Importing from Other Contact Managers Always back up the Address Book before importing The instructions below describe importing data from a contact manager other than ACT or GoldMine For information about importing from ACT or GoldMine refer to page 259 gt To Import Contacts from another type of contact management database From the File menu select Import gt Other Contact Manager Database The Import Databases dialog box opens A From the List files of type drop down list select the file format of the database you are importing Locate the file you are importing If the file is a network file click the Network button or use the Drives drop down list to access the network drive 4 In the Import Options group box select the options you want to include Depending on the type of database you are importing some of these options may not be available 5 If you are importing a character del
168. e Last name Phone numbers Position Salut hd Dept Division z y Company Email addresses Website Address 1 y Address 2 City Town St Prov x Zp Postal Country Website Details Category Account Manager Full access Read access Chapter 8 125 Working with Maximizer Click the Note tab and add a description for the global edit This adds a note to each of the affected entries You can also specify the Access Rights for the default note and a Category categories are created in Administrator preferences Global Edit mb Edit Basic Information User Defined Fields Note Global Edit Rules Add this note to the Notes window Details Full access Sales Read access Public Le Le Le Category EJ click the Global Edit Rules tab 5 Under Mailing Rules set the mailing address options All options in this tab have three possible states selected not selected and selected with a gray background e The Receives Mail Sent to Company or Individual option applies to Contacts Select it if you want to send mailings to the associated Contacts when sending mail to the Company or Individual e The Use Address Book Entry s Name in Mailing Address option lists the Address Book entry name as well as the Contact name if applicable in the mailing address these o otions apply to table O select the appropriate item in the Use
169. e Pubic Public Meeting regarding fall launch Napoli June 29 2007 Ep Task Appointment Created Celine Public Public Plan Marketing Strategy Dancer 5 June 29 2007 3 30PM Task Appointment Created L Plan Advertising Campai D PA NEEE Tor ASC Wine Shop June 22 2007 10 25AM Task Scheduled Simple Servi 7 8 0 H Actions 22 2007 to start on Jun June 7 2007 4 38PM Opportun Opportunity for ABC Wil Sales Objective Sell Es Detats te October 11 2007 Eul access Pubic 1 26PM joe Napa z Category LoL a Select Search gt Notes to find any note you want and select Reports gt Notes to produce a Notes report Simply select the types of notes you want in your search or report You can also add a note by copying text to the Windows Clipboard right clicking in the Notes window and choosing Paste Link The Category field is available for only manual notes gt o N Chapter 8 133 Working with Maximizer To add a note In a controlling window drag an entry to the Notes window or to the Note button on the Standard toolbar or From the Notes window while your entry is selected right click and select Add Note Double click a blank note cell In the Add Note dialog box type your note Use the Menu Bar at the top of the note for various tasks See the mouse over text or F1 Help for a description of each button For example you can check the spelling
170. e documents M Support non English characters 4 From the Format drop down list select XML 244 Maximizer CRM 10 User s Guide 5 Click the Browse button B Save As a Save in Archives II J f be Name z Date modified Type Size Sy This folder is empty Desktop T i Joe Napoli om E a lt Network File name la Ls k amp Save as type MXI md xml 6 Specify the destination location and File name for the exported file In the Save as type drop down list select either MXI or XML El Click Save Export Address Book Entries es Specify export file File name Archives IT CRM_Contacts xml Format XML S va Export options E I Indude contacts r F7 Indude UDFs 9 F Indude notes F Indude documents F Support non English characters 1 0 9 Select any of the Export options as needed Each of the options is described before this procedure Ei click ok Maximizer exports the Address Book entries and additional data as selected in the options to the specified file Chapter 12 245 Managing Address Book Data Comma Separated Values or Tab Delimited Format User defined fields that Exporting to comma separated values CSV format creates a file with contain more than one item a CSV extension which is readable by spreadsheets such as Microsoft are not supported in a CSV or tab del
171. e following phone numbers would be included in the number description Main is h ized ent higher in the phone mapping synchronized entry list but it s already been synchronized SETS Main 604 601 8000 Fax gt e 607 8001 Cell 718 385 4221 Pager x 580 555 0812 Das in the previous example Example 2 Maximizer uses Pager for the fourth phone number If Outlook values exist for all mapped phone numbers except description In a later pass Fax the following phone numbers would be included in the Maximizer determines that h ed ent there isn t an Outlook value for synchronized entry Fax so it replaces the Fax phone number description Bonsai with Home the highest not HB JS alld yet synchronized phone pas el eee number in the phone mapping ae E 305 4221 list Pager z 680 555 0812 204 Maximizer CRM 10 User s Guide Synchronize Your Maximizer Address Book with Outlook After you ve prepared Maximizer and Outlook for synchronization the process is simple gt To synchronize your Maximizer Address Book with Outlook Click the Synchronize with Outlook button on the Maximizer toolbar Depending on how many Outlook contacts you are synchronizing the processing time will vary A message box appears when the synchronization is complete A In Maximizer open the Address Book window From the View menu select Favorite Lists 4 Select the Favorite List you configured for synchronization with
172. e procedure below 5 Start Administrator g Open the Address Book to import the data into Select File gt Import gt ACT 2005 2008 and ACT Premium for Workgroups 2005 2008 E Click OK on the message box 9 Click the Machine Data Source tab select the DSN you created in step 4 and click OK You will be prompted for your sa password BBW enter the sa password and click OK Maximizer begins importing the data Chapter 12 261 Managing Address Book Data gt To create a DSN to point to the database on the SQL Server Open Control Panel gt Administrative Tools gt Data Sources ODBC 2 Click the System DSN tab and click the Add button Select SQL Server and click Finish 4 Give a meaningful name and description select the SQL server where you placed the restored backup and click Next 5 Select the With SQL Server authentication option fill in the Login ID as sa enter the sa password and click Next g Select Change the default database to select the restored ACT database from the drop down list and click Next Click Finish E Click the Test Data Source button to make sure the DSN was configured correctly 9 Click OK and then OK again to save the DSN 262 Maximizer CRM 10 User s Guide Importing from GoldMine 6 7 Corporate Edition or Earlier SQL Databases gt To import from a GoldMine 6 7 Corporate Edition or earlier SQL database Always back up your Start Administrator
173. e the data is imported the Conversion Completed or Import the same folder as the import Completed message box displays the number of fields read file Unless the import utility j reports that all records were imported skipped failed or merged and the number of records imported successfully carefully with associated import warnings Click OK to close the message review the ERRORLOG TXT file to identify and resolve import problems box Importing from ACT 2005 2008 or ACT Premium for Workgroups 2005 2008 Because ACT 2005 2008 and ACT 2005 2008 Premium for Workgroups run on their own SQL instance the following steps must be performed to import data from them gt To import from ACT 2005 2008 or ACT Premium for Workgroups 2005 2008 D aways back up your Back up your ACT database in ACT Maximizer Address Book before importing data The Backup is typically saved to C Documents and Settings lt User Name gt My Documents ACT ACT for Win 7 Databases A In the Backup folder there should be a zip file Open this zip file and extract the BAK file that contains the name of your ACT database in the filename The extracted file is a SQL backup Restore this backup to a normal SQL 2000 or greater server See your SQL Server documentation for details on how to restore backups 4 Once the backup is restored create a DSN to point to the database on the SQL Server For instructions on creating a DSN refer to th
174. e upgrading Maximizer For instructions on backing up refer to the User s Guide for your previous version of the software If you have customized the dictionary also back those files up separately before upgrading To install Maximizer you must be logged into Windows using an account with Windows Administrator privileges During installation you may be required to reboot the computer and then you must log into Windows using an account with Windows Administrator privileges again so the installation can continue Previous Version of Maximizer If you are currently running an earlier version of Maximizer and want to upgrade it is strongly recommended that you install the new version without manually uninstalling the previous version When you install the new version the setup will prompt you to uninstall the old version automatically This method does not overwrite your Maximizer settings Window layout colors fonts and other Maximizer settings are carried over to the new version gt To upgrade to the new version of Maximizer Back up your Maximizer Address Book Refer to the instructions in the User s Guide for your previous version of the software A If you have customized the dictionary also back those files up separately before upgrading For instructions refer to Backing up the Dictionary and Holiday Files on page 239 Uninstall Maximizer components such as MaxLink for Palm OS on your computer 4 Install the
175. eague Competitor Consultant Customer Dealer yestor Account dia Other Partner O Relative Reseller C Reviewer Supplier C Vendor IV Show hidden items I Search for no value selectal ance 5 Specify the remaining search criteria in the Search by All Fields dialog box To build a list of entries that excludes a certain group as in a list of all Address Book entries except those in a certain state or province use the Not Equal button 6 In the Modify current entries list group box select one of the options e Add search results to list displays the entries that match your search criteria without removing any currently displayed entries from the list e Narrow list searches only selected entries or all currently displayed entries if none are selected and removes any entries that do not match your search criteria e Replace list with search results removes all entries currently displayed in the list and replaces them with entries that match your search criteria Select or type the Maximum entries you would like to be returned 142 Maximizer CRM 10 User s Guide See F1 Help for detailed information on saved search properties El Click OK to start the search Search by All Fields res Match entries using the following fields Add Change Remove Not Equal Search condition 5 Find matching Modify current entries list C Must match all Companies C add
176. eal Estat I Automatically start MaxEinder when computer is started Open Financial Auto Capitalization and Auto Completion General g I Enable Auto Capitalization for Address Book entry basic fields High reds egal 7 Enable Auto Completion for Address Book entry basic fields Sales Outlook Integration Options A Address Book Escona Tutorial Location of Address Book User ID E logn DSN MAS_EsconaTutorial IZ Confirm when saving email Confirm when creating Contact Default Contact type Company Contact z oK Cancel Select the Outlook Address List to Integrate with Maximizer Outlook integration with Maximizer only works with address lists in the Outlook Address Book such as Contacts and only with one address list at a time It doesn t work with the global address list or other address lists If Outlook is set to use the global address list or another address list which might be the case if your organization uses Microsoft Exchange you will see an error message when you try to save an Outlook contact to Maximizer If you see such an error message use the procedure below to select an Outlook address list gt To select an Outlook address list In Outlook select Tools gt Address Book from the menu A In the Address Book dialog box select Tools gt Options Open the Show this address list first drop down list and select one of the items under Outlook Address Book Typically Chapter 9 191 Communicating with
177. eate a Favorite List from a Search Select and Display Entries in a List ceseeeeee Tracking Your Appointments and Hotlist Tasks iv Maximizer CRM 10 User s Guide Chapter 9 Hotlist Wit OW sree innean sarean aea aote aeneo ea daaa aaa ao AER AEE SaaS Control Calendar and Hotlist Task Preferences Calendar Win Ow ici ac checeegececeg ben cahecesdageaiss onsen secre ctsadegidacetaatsedcesteitaats Add a New Appointment to Your Calendar cccscceeseeeeeteeeees Use Action Plans to Create Appointments and Hotlist Tasks 156 VIEW Activities a erin ease aea ons Tra ae eaa y iaeia 159 Check Your Co workers Status with the Peg Board seeeeeee 160 Check the Time in Other Cities Using the World Clock 05 161 Using Organizational Charts cccccccccssceecseeeeeeeeeeeseaeeeeeeeessseeessneeessaes 162 Sharing Your Files in the Company Library c ccccscccesseeeesseeeeeneeeees 164 Making Entries in Your Journal ccccccesceeeeseeeseeceeeeeeeeeseneeeseeeesnneeeeeees 167 Monitoring Income and Expense cccscccesseceeeeeeeeeeeeseeeeeeeeeeesseeesees 168 Creating Web Inquiry Forms for Your Website ccsccssesseesseessseeees 169 Maximizer Web Form Requirementts ccccsscecsseeeceeteeeesseeesseeees 170 Maximizer CRM Gadgets ccccssceeesseceeeeeeeeeneeeeeeeeeseeeeeeeaeesseneesseeeeeans 171 Work with the Address Book
178. ebsite document usually beginning with http or www select this option e Open a document or an application To add a button to start an application such as a word processor spreadsheet graphics program or to open a specific document or file select this option e Start a user defined field for an Address Book entry This option enables you to set up a relationship between an alphanumeric user defined field and a toolbar button When the toolbar button is clicked the value of the specified UDF is treated as the fully qualified name of a document or an application that is to be started opened e Runa Maximizer macro To add a button to run a Maximizer macro select this option This option is grayed out if no macros are present in the current Address Book e Draw a graph from a defined graph catalog To add a button to run a graph that has been saved in the graph catalog select this option The option is grayed out if no graphs have been saved in the catalog e Retrieve a search catalog in window To add a button to perform a search that has been saved in the search catalog select this option Also choose the window to which the search pertains from the drop down list For example if you have created a search catalog entry for searching in the Opportunities window select Opportunity Chapter 8 117 Working with Maximizer 5 If you have chosen to Browse a website or Open a document or an application click Next
179. ecific date range module and or user you to schedule a new Action Plan for the current Address 4 Further filtering can be done for the activities list by using the Book entry Filter drop down and User drop down lists the Custom Filter button and also the Show Appointments option 5 Click the Refresh button to update the list of activities when you add an activity to an Action Plan 6 Click More to add modify or delete an activity in a selected Action Plan You can also view a list of all your activities by choosing View gt Activities for Address Book entry The activities shown in this dialog box are related specifically to Address Book entries unless you have no Address Book entries in your current list in which case the list displays personal activities ABC Wine Shop Inc B cop i Favorite List v GQ Actions v Preferences View Basic Information User Defined Fields Activities Action Plan options AI Appointments and Tasks Schedule Activities for this entry Fiter Alldates SI 5 All users z More gt gt Vv IV Show completed activities IV Show appointments Tasks and Appointments Date Time User Pr KY Meeting regarding spring launch January 15 2007 2 00PM Joe Napoli KA KYE Meeting regarding summer launch May 18 2007 9 30AM Joe Napoli KA KYE Meeting regarding fall launch September 14 2007 9 30AM Joe Napoli KA KYE Call about shipment September 29
180. ecking using Peg Board 160 in out 160 search by 138 synchronization Outlook Synchronization see Microsoft Outlook Synchronization synchronizing between Maximizer and Outlook 199 system fields 66 login accounts 40 options 66 reports 279 user defined fields 74 System Defaults tab 136 144 system requirements Maximizer 8 T table user defined fields 72 adding items 78 tables created for user defined fields 301 user defined field table prefixes 301 TAPI 97 101 205 208 configuring 100 phone number format 66 phone number matching 98 tasks notes 131 reassigning Hotlist tasks 148 recurring 200 synchronizing with Microsoft Outlook 199 with Outlook Synchronization 90 telephone See phone templates Corel WordPerfect 178 location 177 merge fields 179 terms glossary of 308 text size adjusting 15 time zones 161 timed notes 131 tooltips displaying 113 320 Maximizer CRM 10 User s Guide tracking income and expenses 168 transfer log notes 131 transferring access rights required 52 270 Address Book entries 269 272 data by email using MET file 270 user defined fields 79 two tier import 254 255 types of files in Maximizer 284 U unlinking address book entries 129 upgrading Address Book 42 Maximizer 20 User ID List report 279 user defined fields 72 80 adding table items 78 Address Book types 137 database tables and views 301 306 encrypted 72 folders 75 Key Fields 81 83 list of 137 mandatory 136
181. ect Logging Details to open a dialog box in which you can view and adjust the logging details for the email recipients and remove or assign entries for email logging Chapter 9 187 Communicating with Your Customers e Ifyou select email logging options but no Address Book entries are assigned for logging when you close the Send Email dialog box a message appears asking you to assign entries Send Email Logging Details Ea Entries assigned for email logging Name Email Log toNote Save Document West Wood Wine amp Liquor escona maximizer com Send Email es r Email address options Send email options Recipient type Ub el yl Scheer ee ae Remove email message message with multiple recipients be Current entry only C se C Cec Allentries One email message Bee Do not use the list I Save copy to entry s documents Search I Log to notes IV Indude message body in note Logging Details L em I Additional entries assigned for logging also receive email 188 Maximizer CRM 10 User s Guide Integrating Maximizer and Outlook Outlook integration works with Outlook XP 2003 or higher It does not work with Outlook Express Outlook integration is not the same as Outlook synchronization For information about Outlook Synchronization refer to Synchronizing Address Book Entries with Microsoft Outlook on page 199 If Outlook integration is install
182. ed and configured you can use it to save Microsoft Outlook contacts and email messages to a Maximizer Address Book to open Maximizer Address Book entries from Outlook and to send email to Maximizer Address Book entries A typical installation of Maximizer installs Outlook integration by default if the necessary version of Microsoft Outlook is installed on the machine The following installation screen determines whether Outlook integration is installed Maximizer CRM 10 Entrepreneur Edition Microsoft Office Integration Entrepreneur Edition Setup has detected that you have Microsoft Office installed Please select the following Microsoft Office applications that you would like to integrate with Maximizer CRM 10 a Maximizer Entrepreneur CRM Microsoft Qutlook Detected This installs an Add In toolbar into Microsoft Outlook This toolbar allows you to save Outlook contacts and email messages to a Maximizer Address Book to open Maximizer Address Book entries from Outlook and send email to Maximizer Address Book entries If you are using Word as your email editor the Maximizer Addresses button may not be available in the New email message window For more information go to page 195 Microsoft Word Detected Outlook Synchronization This adds a button to the Maximizer custom toolbar for launching Microsoft Word and adds a set of Maximizer buttons to the toolbar in Microsoft Word to insert merge fields
183. ed by Add Folder 5 lt Escona Tutorial gt a Mare A UseAlternateForm Alphanumeric Bf Sales Folder Properties Primary Interest Table FE First Contacted Da Date Delete 12 Annual Sales Numeric Cie Tter E Last Visit Date l Move Down Close Save As Chapter 6 79 Configuring an Address Book 2 In the Set Up Items dialog box click Add Set Up Items lt Ttems list Name Primary Interest Add Item value Requested by es lime a en ese To sellin a restaurant bar notes Move Down Close Type a name for the item if you set the item to hidden EJ inthe Requested by field select the name of the user who the user can hide it from the requested the item creation Available values list by deselecting the Show hidden items option The user must i Click OK also ensure that the item is not selected in the list If it is the Add Item Be item will still be displayed Item details ten Creator Lou Jones Requested by Lou Jones 4 d IT Set to hidden 6 Repeat these steps to add any additional items to the Table user defined field Transferring User Defined Fields between Address Books gt To transfer user defined fields between Address Books Q Encrypted user defined fields In Maximizer select File gt Transfer gt User Defined Fields cannot be transferred between Address Books A In the Transfer User Defined Fields dial
184. ed entries to a Microsoft Excel spreadsheet from the Address Book or Opportunities controlling windows or the Contacts Opportunities or Related Entries following windows Maximizer exports the currently selected entries for the active controlling or following window using the columns displayed in that window If no entries are selected it exports all displayed entries If the column setup includes multiple fields in a single column each field is displayed in a separate column in Excel with each column named after the Maximizer field name For example if the column setup includes a column named Details which contains the fields Contact Name Next Action and Last Modified Date the Excel spreadsheet would contain three columns named Contact Name Next Action and Last Modified Date If the column setup includes a table user defined field multiple table items are combined into a single cell in Excel For example if the column setup includes a column for the Partner Interests table user defined field and the General Information Press Releases and Technical Bulletins table items are selected the Excel spreadsheet would include a column named Partner Interests containing General Information Press Releases Technical Bulletins in a single cell Note that reports exported to Excel are not dynamic meaning they will not automatically update when changes to the e
185. edded Documents to Linked Documents Note that a converted Address Book size cannot exceed 4 GB 4000 MB Maximizer has a built in utility in Administrator for converting embedded documents to linked documents This allows you to manage the size of your Address Book If necessary you can move your linked documents from one location to another gt To convert embedded documents to linked documents In Administrator select File gt Document Administration gt Convert Embedded Documents Document Conversion x Document Conversion You may reduce your database size by converting embedded documents to linked documents stored in a local or network shared folder Note the converted database size cannot exceed the limit of 4000 MB IV Convert embedded Documents I Convert Documents if larger than ERRE I Convert Documents if older than Shrink database when completed Link Folder Note Itis strongly recommended that you use a full UNC path e g server name Documents folder maximizer doc for sharing documents with multiple workstations Current database size 14MB Recalculate Approximate database size with current settings 14 MB Co oa 2 Select the Convert embedded documents option Specify the document size and age limits If these values are left as zeros all embedded documents regardless of size age are converted to linked documents 4 Optionally se
186. eed to map create an association between the fields in the source file and the fields in Maximizer Keep in mind that different applications name their fields differently For example the field for a company name is called Company in Outlook and Company or Individual in Maximizer When you are importing a file type that requires you to map fields a dialog box similar to the following opens Select Fields for Import E Ayailable Maximizer fields Order of import Fields from file CRM_Contacts csv UseAlternateForm a 1 First Name lt Skip Field gt 2 Last Name Account Manager a 3 E mail Address Address Line 1 J 4 Mobile Phone Address Line 2 5 Personal Web Page Annual Sales Add gt 6 Business Street Category 7 Business City city lt Remove 8 Business Postal Code Company 9 Business State Country 10 Business Country 11 Business Web Page 12 Business Phone 13 Company 14 Job Title Customer Interests Customer Profile Contact How Customer Profile Employees Customer Profile First Contacted Date Customer Profile Have Internet Access Customer Profile Industry Customer Profile Preferred Language Customer Profile Region Customer Profile Retail Wine Cost Customer Profile size of Client t Discount Levels Percentage RED z I Convert to name case Do not import first record itis a header irme cance Catalog For each field in the source file
187. eeeseeeeeeeeeeeeeeeessneeeseeesenaeees Connecting to an Address Book Maximizer System Login Accounts 2 ceeeeees Changing the MASTER User Password 00 Upgrading or Converting an Address Book Importing Vertical Templates ccccsccceeseceeeeeeeeeneeeeseeeesseeeeeseeeeesnneeeesaes Setting up Users and Groups 2 cccceeeeeeeeeeeeeeeeeeeeeeeeeeeeeees 45 Adding a User to an Address BOok ccssscceeseeeeeeneeeeeeeeeeeeneesseeeeenneeeees 46 Changing a User s PaSSWOMK peeaire aa aaan aeiaai 49 User and Group Security ccccccesssceceeseeeeeaeeeseeeeceseeeeesaneeeeueeeseneeeseneeeesness 50 User Access Rights and User Group Access Settings 51 Modifying User Access Settings ccscccssesssecsseesseessseessresseessneeeeeees 54 Se CUrITY GrOUPS 2 2 chen Se ee eee andes T 56 Default Security Groups in all New Address BOOKS cesceseesees 57 Creating a New Security Group ccccecseeeceeeeeeeeeeeeeeeneeeeeeeeeeeeeeeeeeenees 58 Modifying Group Access SettingS ccccccssesssecssecsssessneessresseeseneesseeees 60 Record OWMEPSNIPiscineccescenesevcers dances ra aaea a a E aAa T E r aaaeei 61 User Preferentes orisii ia a ellie 63 Configuring an Address Book s sssccccseeeeseeeeeeeeeeeeneees 65 Address Book Preferences ccsccecceecceceeeeeeseeeceeaeeaeeeaeeaeeeceeaeeneeeaeenseeaeeaes 66 USING PASSWOTS svete ceicicscetbustebevecveceasectaveddsdestsdaveeaeavs
188. een modified are read during the process 8 Maximizer CRM 10 User s Guide Maximizer System Requirements Visit our website at www maximizer com for the most up to date product compatibility information System Requirements Minimum Processor Speed Available RAM Available hard disk space Minimum video resolution Operating system Email system Internet browser The hardware and software requirements for each type of Maximizer installation are listed in the following tables Please refer to the Maximizer website at www maximizer com for updated information Note that these are the minimum system requirements for Maximizer and your operating system may have higher requirements for some components such as processor speed and RAM Refer to your operating system documentation for OS specific requirements 600 MHz minimum 800 MHz minimum for Windows Vista 1 6 GHz or faster processor recommended 512 MB minimum 1 GB minimum for Windows Vista 1 GB recommended 2 GB recommended for Windows Vista 1 GB minimum 2 GB or more recommended SVGA 800x600 or higher resolution video adapter and monitor Microsoft Windows 2000 XP Vista or 2003 updated to their latest service packs 32 bit MAPI or VIM compliant Microsoft Internet Explorer 6 0 or 7 0 a Windows XP Home is not supported in a networked environment b Windows Vista Home Basic Premium are not supported in a networked environment
189. elds 138 Maximizer CRM 10 User s Guide Creating a List of Entries with a Search A search retrieves any entries that match the search criteria and that you have the rights to view Many of the actions you can perform with Address Book entries and opportunities apply to the entire list of entries in the active window For instance when you print a report from the Address Book window you are generally given a choice between printing the selected entry or entries or printing the entire list When you perform a mail merge for instance you generally use the entire current list Maximizer s search features let you search any field for the data you specify and modify your current list with the matching entries If you wanted to create a list of Address Book entries in Washington State for example you would search the State Province field for entries with WA in that field Search for Entries by a Field Encrypted user defined fields are not searchable Maximizer makes it easy to search by some of the basic fields such as Last Name Company City Town or Email for Address Book entries or by Status or Revenue for opportunities The Search menu varies depending on what window is selected gt To search entries by a field From one of the main windows such as the Address Book or Opportunities window select the field you are searching for from the Search menu Select Other to see additional fields by which to sea
190. elds from the source file to Maximizer fields For example if the first field in the right column is First Name select First Name from the Contact fields or Address Book entries fields list Use Contact fields to create Contacts for Companies or Individuals Use Address Book entries fields to create Company or Individual Address Book entries 258 Maximizer CRM 10 User s Guide 9 Click Import to begin the import process Select Fields for Import Contact fields Pinot Gris Contact Pinot Noir Contact Pinot Noir Contact Port blend Contact Prefered Language Con Price List Distribution Cor Primary Interest Contact Product Promo le act 7 Pinot Blanc Contact a Import Order of import Field Number 14 Fields from file CRM_Contacts csv Cancel bal lt Remove First Name Contact Last Name Contact Email 1 Desc Contact Phone 2 Contact lt Skip Field gt Client Address Line 1 Client Client Zip Postal Code Client State Province Client 1 First Name 2 Last Name 3 E mail Address 4 Mobile Phone 5 Personal Web Page 6 Business Street 7 Business City 8 Business Postal Code 9 Business State Country Client 10 Business Country Web Site Client 11 Business Web Page Addresa Book entes fields Phone 1 Client 12 Business Phone Template A Company Organization Cier 13 Company Claret Client 5 E li o e Collateral Client Open Cont
191. electing values from the Products Services and Categories boxes The Attendees and response list displays meeting invitees and their responses blank if no response Accepted Tentative or Declined To notify invitees about the meeting and allow them to accept or decline select the Notify Other Users checkbox You can add a note to the appointment in the text box in the lower part of the dialog box Using the Users Tab Use this tab to select users to attend the meeting Available users are displayed on the Users tab by group all users departments disabled users divisions security groups If you don t want to display users by group deselect the Display Users by Groups option Select File gt Preferences gt System Defaults If you don t want to display a specific group deselect it on the System Defaults tab To add a user to the Assigned Attendees list select the user and click the right arrow button To add all the users in a group to this list select the group and click the right arrow button To Chapter 8 155 Working with Maximizer remove a user from the list select the user and click the left arrow button Add Appointment Es D Scheduling B83 Options Recurring Icon Q I Completed Appointment Users Address Book Entries Available users Assigned attendees All Users Name Phone amp Billie Holly 98 Bryce Dana Duran Connoiseur 604 601 8000 amp Daniel Brown amp J
192. endixA 287 Administrator s Reference The valid values for each element are listed in the Value column The Equivalent Field column identifies the field in the import dialog boxes that sets the same import option Element Name Valid Values ClientldGeneration Setting LogFile LogLevel ClientOptions ContactOptions System File n a n a Equivalent Field s in Maximizer Follow system setting Always system generated Use values from the import file Log File n a Errors Info Trace n a n a Description If the imported Address Book entry contains a Client ID it uses the Client ID of the imported entry If the imported Address Book entry does not contain a Client ID and the System to assign Address Book entries IDentification field values setting is turned ON it creates a new Client ID for the imported Address Book entry If the imported Address Book entry does not contain a Client ID and the System to assign Address Book entries IDentification field values setting is turned OFF the Address Book entry will fail to import Creates a new Client ID for each imported Address Book entry Uses the Client IDs of the Address Book entries being imported Path and filename where the log file should be saved e g c folder file log Do not log leaving this element value blank has same result Log errors only Log record additions and field changes Record all detail
193. ension gt lt Description gt lt Description gt lt Phone gt lt Email gt lt Address gt lt Address gt lt Description gt lt Description gt lt Email gt lt Department gt lt Department gt lt Division gt lt Division gt lt ReportsTo gt lt ReportsTo gt lt AssignedTo gt lt AssignedTo gt lt Category gt lt Category gt lt DoNotSolicitBy gt lt DoNotSolicitBy gt lt Website gt lt Website gt lt Created gt lt Created gt lt LastModified gt lt LastModified gt lt SalesLead gt lt SalesLead gt lt Address gt Refer to lt Address gt Elements on page 293 lt Address gt lt DetailDate Name gt lt DetailDate gt lt DetailNumber Name gt lt DetailNumber gt lt DetailString Name gt lt DetailString gt lt DetailList Name gt lt DetailList gt lt DetailListMulti Name gt lt Value gt lt Value gt lt DetailListMulti gt lt Note gt Refer to lt Note gt Elements on page 293 lt Note gt lt Document gt Refer to lt Document gt Elements on page 293 lt Document gt lt Id gt lt Id gt lt Firm gt lt Firm gt lt Contact gt Refer to lt Contact gt Elements on page 292 lt Contact gt lt Individual gt AppendixA 291 Administrator s Reference lt Company gt Elements The lt Company gt element describes an Address Book entry for a Company Mandatory sub elements are shown in bold lt Company gt lt Id gt lt Id gt lt Na
194. entry 5 Then open the account choose the day to which the expense or income applies the current day is the default enter the dollar amount and choose to add subtract or replace the amount E Journal e Expenses FterJoctober E A La Account October YTD 2007 gt Income Total Income 0 00 0 00 Expenses Total Expenses 0 00 0 00 Total Net Income 0 00 0 00 New Income Expense Account Account Name iption Type Security Expense Public C Income Private Account ExpenseAccount ese Amount per day Daily summary October 4 2007 0 00 October 5 2007 0 00 October 6 2007 0 00 October 7 2007 0 00 October 8 2007 0 00 October 9 2007 0 00 October 10 2007 0 00 October 11 2007 0 00 Amount 5 Subtract Replace Details of account Description Type Income Expense Security Public Private o Cancel Chapter 8 169 Working with Maximizer Creating Web Inquiry Forms for Your Website when using a direct insert you Maximizer can help you create an inquiry form to collect pertinent must first set up a virtual information from your website visitors The collected information is directory Note that Maximizer ap must also be installed on the emailed to the specified email addresses as an MTI or XML file and designated web server then imported directly into Maximizer as Address Book entries by double clicking
195. enu in Maximizer File gt Administrator 6 Maximizer CRM 10 User s Guide Maximizer Companion Applications There s more to Maximizer than just the main modules See the following descriptions of our Maximizer companion applications ecBuilder ecBuilder is an online store Refer to the ecBuilder online manual and help installed with the application You can access the online manual from the Start menu ecBuilder is a separate installation available from the Maximizer CD MaxAlarm MaxAlarm is a Maximizer companion application that automatically monitors appointments for one or more people in any number of Address Books MaxAlarm automatically starts when you start your computer and you can leave it running with or without running Maximizer and still be notified of appointments You ll know if MaxAlarm is running because its icon appears in your Windows System Tray which is in the lower right corner of your screen MaxAlarm is easy to use Simply add one or more Address Books to MaxAlarm minimize it and then forget about it until the Alarm dialog box pops up to remind you of an appointment With MaxAlarm s Review feature you can review today s appointments without opening an Address Book in Maximizer MaxFinder MaxFinder also a Maximizer companion application lets you browse or search for entries in a Maximizer Address Book As with MaxAlarm MaxFinder automatically starts when you start your computer and its icon
196. epending on which Address Book entry is selected Chapter 9 179 Communicating with Your Customers If you don t want the document s merged values to change when a different Address Book entry is selected you can break the merge field links by performing the following procedure gt To keep fields from changing when a different Address Book entry is selected Highlight the entire Word document by selecting Edit gt Select All 2 Press Ctrl Shift F9 Use Merge Fields in a Document Template Ensure the start and end of the merge field reside on a single line The start of a merge field is denoted by the left brace character and the end of a merge field is denoted by the right brace character Merge fields are simply place holders in your document that can be replaced by basic Address Book entry or user defined field information when you perform a merge For example in the body of a letter you can insert a merge field for a Contact s name First Name When you perform the merge the name of each recipient will display in place of the merge field If the entry doesn t have an assigned value for the chosen merge field the field does not display Merge fields are not restricted to Address Book entry information you can insert merge fields for your own user information opportunities and OrderDesk information as well Note that you can create document templates with merge fields from Maximizer in Microsoft
197. eports from MaximiZer c ccccccesccsssecsseecseesseesseesseessneeseeesseeess 221 Exporting Entries to Microsoft Excel c cccccccscsssecssecsseesseesnresseeeseessess 223 Graphing and Charting with Maximizer ccccccccssseeseeeeeeseeeeeeseeeeeees 224 Graph Your Address Book Entries or Opportunities 0008 225 Use Title and Footnote Merge Fields ccccssceceeeeeeeseeeeeneeeeeees 228 Add Zip to Your Graph ccc ccccescceseeeeeeeneeeeeeeeeseeeeeessaeesssneeessness 229 Use Your Graph in Other Applications ccccccceeseeeeeseeeeeneeeeeees 230 Reuse Your Graph Settings cc ccccsccceseneeeeeseeeeeeeeeeeeeeeseeeesssneeeses 231 Managing Address Book Data ssccceseeeeeeeeeeeeeeeeeeeees 233 Backing up and Restoring Address Book Data cccssscessseeseteeessees 234 Backing Up an Address BOOK ccssscceeeseeeeeeeeeeeeeeeeneesseeesssneessees 234 Restoring an Address Book from a Backup ccsccesseesseesseesseessneess 237 Backing up the Dictionary and Holiday Files c scceeeseeeeees 239 Verifying and Recovering Address Book Data cccsccsscssresstsseseeesseees 240 Exporting Data from Maximizer c cccscccssccsssesseeesseeseeeeseeeseeesseessneeeeess 242 Exporting Address Book Entries cccsssccceseeeeseneeeeeeeeesseeeeseeeeeeees 242 Importing Address Book Data from MXI or XML Files ssassn 248 Importing MXI or XML File
198. er access rights consist of the access settings security settings of the user account as well as the access settings of any security groups the user is a member of For example if the Opportunity Delete permission is not granted in the user s access settings but is granted in the access settings of a group the user is a member of then the user is granted Delete permissions to Opportunity entries Each checkbox contains one of the following potential values Checkbox State Access Setting Access Right M Granted Granted Not Granted Not Granted x Black Denied n a Grey Disabled The following table illustrates user access rights derived from user and group access settings User Access Setting Group Access Setting User Access Right O O O vi vi mj O j O O O O mj O vI O O mj 4 i If the user belongs to more than one group the conflict illustrated below results in the user not being granted the access right User or Group User or Group User or Group User Access Setting Access Setting Access Setting Access Right O M o Chapter 5 51 Setting up Users and Groups User Access Rights and User Group Access Settings If a Read permission is denied X then the Insert Modify and Delete permissions are automatically disabled A user cannot have Insert Modify or Delete permissions without having Read permission Permissions Permissions Address Book User defined
199. er cannot create the next instance of the recurring task You should mark the task as complete in Outlook which will create the next instance of the task and then re synchronize with Maximizer If you synchronize a recurring task from Outlook and then delete the task in Maximizer all instances of the recurring tasks are deleted If you want to delete a single instance of a recurring task you should delete the task in Outlook and then re synchronize with Maximizer Chapter 7 91 Configuring Email Fax Phone and Synchronization Group Appointments When using Outlook Synchronization group appointments in Maximizer synchronize to Outlook for the current user only However the synchronized appointment in Outlook includes all the locations resources and attendees information in the appointment notes Synchronization from Outlook to Your PDA In addition to synchronizing Maximizer data with Outlook you can synchronize information from Outlook to your PDA There are several selections of available software to perform this synchronization Please consult with your PDA manufacturer or supplier for more information Configuring Outlook Synchronization gt To configure Outlook Synchronization In Administrator select File gt Users A Select the User ID and click Preferences Click the Outlook Synchronization tab Preferences Billie Holly lt 3 Logging Format Calendar Hotlist Dialing Transfer Envelopes
200. er data for your report In the case of the Address Book table view use the Record_Type field to select or filter Address Book entries For example to create a report that only shows Company records use the Select Expert to return only those records where Record_Type 1 You can also filter or select the data for the report using Maximizer Once a report has been saved populate the appropriate Maximizer windows with the desired information then run the personal report and select the all entries in the current list option Maximizer contains default records in many of the common modules These are denoted by an sign and can be filtered using the Select Expert by using the does not start with criteria as illustrated in the following graphic Select Expert xj CSCases_View Case_Id lt New gt New Delete all J baste EE Browse Er EE Cancel Help Show Formula gt gt gt lises not start with Record Type for Address Book Entry Data Type Microsoft SQL Company Record_Type 1 Individual Record_Type 2 Contact Record_Type 31 Individual Contact Record_Type 32 Default Entry Record_Type 5 Alternate Address for Contact Record_Type 41 Alternate Address for Record Type 42 Individual Linking AppendixB 303 Crystal Reports Database Views Tables Reference Linking determines how the report data elements are related For example to report all notes related to an
201. eritage Wine amp Liquor escona maximizer com Hillers Market escona maximizer com Hillers Market J escona maximizer com Horizon Beverage Company __escona maximizer com lt m OK Cancel If necessary click Add to create an Address Book entry to save the email to The Save Contact to Maximizer dialog box opens Enter and edit information as required and click OK 4 To remove an entry from the Entries assigned for email save list select the entry and click Remove 5 To save the email to other Address Book entries e Search for the entries by Company or Last Name and click Search e Select the entries from the Entries available for assignment from search results list and click Assign The entries are moved to the Entries assigned for email save list A click ox The email is saved as a document to the assigned entries If you deselected the Confirm when saving email checkbox in the Other Systems dialog box Maximizer saves the document only to the Address Book entries that contain the sender s email address 198 Maximizer CRM 10 User s Guide Send an Email Message and Save it to a Maximizer Address Book Entry s Documents _ Send Email and Save to m Contact in Maximizer button See the previous section for details on how to work with the Save Email to Maximizer Addresses dialog box You can save an email message you send from Outlook to the Documents window of one or more Address Book entries in Maximizer
202. es Phone log following is a summary of some of Maximizer s reports Column Report displays the same information you see displayed in a controlling window such as names and addresses or opportunity information Detailed Report includes mailing address information appointments Hotlist tasks user defined fields Contacts document summaries and notes for an Address Book entry or opportunity User Defined Field Report lists the user defined fields attached to each of your Address Book entries Forecast Analysis provides a summary of the probability of a successful close the potential sales revenue and the weighted amount associated with each active opportunity in the opportunity file Analysis Reports Detail lists the opportunities by status with a revenue total Analysis Reports Summary reports the number of opportunities by status with total revenue While all Maximizer reports can be sent to a printer you can additionally generate RTF Rich Text Format PDF files Portable Document Format for most reports in Maximizer You can also preview most Maximizer reports Chapter 11 223 Reporting and Graphing Exporting Entries to Microsoft Excel Microsoft Excel must be installed to be able to export entries to Excel You must have the Allow export Access Right enabled in your user account to be able to export entries to Excel Maximizer enables you to quickly and easily export select
203. ess Book entry for which you want to create a contact Click OK mj Maximizer Addresses Ea Search for Entry LastName Back Search C Company m T Ignore leads Entries available for assignment from search results Name Email Emma Beck escona maximizer com 7 m OK Cancel 4 Edit the information in the available fields as required Chapter 9 193 Communicating with Your Customers 5 Click OK to save the changes If you deselected the Confirm when creating Contact checkbox as described in Set Preferences for Creating Entries on page 191 Maximizer creates entries as follows e f Individual is selected in the Default Contact Type drop down list Maximizer creates an Individual Address Book entry e If Company Contact is selected in the Default Contact Type drop down list Maximizer creates a Company Contact Address Book entry If the Outlook contact information doesn t include a company name you are prompted to provide one in the Save Contact to Maximizer dialog box Create a Maximizer Address Book Entry from an Outlook Email Message Save Sender As Contact to M Maximizer button in Microsoft Outlook You can also create a Maximizer Address Book entry from an Outlook email message The entry is created from the email sender From address gt To save an Outlook email sender to Maximizer In Outlook select the email message 2 Click the Save Sender As Contact to Maximizer b
204. ew gt Recent Favorite Lists to retrieve Favorite Lists you ve recently accessed gt To add entries or remove entries in a Favorite List In the Address Book window select the entries to appear in your updated list A Select Add to Favorite List or Remove From Favorite List from the View menu In the Favorite Lists dialog box select the Favorite List you are updating 4 Select Selected entries Current entries or All entries 5 Click OK to confirm that you want to update the list Maximizer replaces the selected Favorite List with the entries in the current list Select and Display Entries in a List After you ve performed a search you will most likely want to perform some action on the entries or a subset of the entries There are a couple of ways to quickly select and display entries in a list Chapter 8 Working with Maximizer gt To select all entries in a list e Click the gray button on the top left of the corner of a main window such as the Address Book window as shown below Click this box to select all entries in the current list E Name amp ETA i EF Phone Number C File Edit View Search Actions Web Tools Reports Window Help New Gy AA OAppointment Task Email Letter Note Phone F Editor CEASE E gt 5 ABC Wine Shop Inc 604 601 8000 Agassi Cold Beer amp Wine Store 604 601 8000 Albert s Steak House 604 601 8000 AllThe Best Spirits
205. fields User defined field setup Notes Documents Mailing Address Company Library OrderDesk Opportunities User Group setup Accounting Action Plan Library The following tables describe each of the user access rights and user or group access settings Controls the selected user s or group s right to view add change or remove Entries in the Address Book window Values in user defined fields User defined field definitions Entries in the Notes following window Users must have the Delete checkbox selected to be able to use the File gt Purge gt Notes function Entries in the Documents following window Users must have the Delete checkbox selected to be able to use the File gt Purge gt Documents function Mailing addresses of Address Book entries Files and folders in the Company Library Entries in the OrderDesk window Entries in the Opportunities window Users and Security Groups e If the user does not have any User Group Setup rights other users or groups properties are not accessible e If the user has read rights only the related tabs are visible but information cannot be modified e Insert Modify and Delete rights provide the corresponding access rights to all user and group properties Accounting Link transactions Note that the Delete permission is disabled because Accounting Link transactions cannot be deleted through Maximizer Action plans in the Action Plan Library 52 Max
206. fields and buttons are available The changes are applied to all opportunities included in the global edit If you don t select any opportunities the edits are applied to all your opportunities in the current list Global Edit E S amp F QA Ptas K Probability Basic Information User Defined Fields Status Note Global Edit Rules cone a Opportunity description Objective Products Services Categories Description 5 Opportunity Analysis Stage z Confidence rating Opportunity details Status Start date Close date Next action Revenue Cost Leader OK Cancel 4 Click OK to apply the global edits 216 Maximizer CRM 10 User s Guide Viewing the Opportunity Pipeline Report With a single click you can view the current opportunities in the pipeline The Opportunity Pipeline Report can also be modified it is a Crystal Report gt To view the opportunities in the pipeline In the Opportunities window click the Display Opportunity Pipeline Report button A You are prompted for which entries to include in the report Make your selection and click OK The report graphically displays all opportunities you have included in the report grouped by opportunity stage Display Opportunity Pipeline Report Foromct bight Rownus Fewnus pan nr pr nr eson00 0 00 Qualify Interests Probable 1098 265 ane Hott
207. g fields for import 253 259 masks phone 102 MASTER password 41 user account 40 MaxAlarm 6 MaxFinder 6 Maximizer companion applications 6 configure for email 86 creating custom dialog boxes 7 Form Designer 7 installation 17 33 installing server 22 learning 16 licenses 29 reports 221 Maximizer CRM Gadgets 171 Maximizer Email Service 278 Maximizer Email Service Log Files 278 Maximizer Link for the Palm OS 7 Maximizer ODBC user defined fields 306 Maximizer ODBC driver 301 Maximizer Word Processor location of templates and documents 177 merge fields 179 MaxLink installing 27 MaxMobile installing 28 synchronization privileges 52 MBD files 284 MDAC Microsoft Data Access Components 20 MDE files 284 MEC files 284 meetings scheduling in calendar 149 memory system requirements 8 merge fields freezing or locking in Word 178 in documents and templates 179 inserting 178 title and footnote 228 MET files 284 MET transfer file 270 Microsoft Excel 223 Microsoft Exchange 87 Microsoft Outlook 88 174 Microsoft Outlook Express 87 Microsoft Outlook integration 188 198 Microsoft Outlook Synchronization 89 93 Microsoft Outlook synchronization privileges 52 Microsoft Word 174 182 Index 317 freezing or locking fields 178 macro settings 178 using with Maximizer 178 modem configuring for automatic dialing 208 Modify other users general info only privileges 53 Modify other users private entries privileges 52 M
208. g report template View a report using an existing report template Printing Reports from Maximizer Column reports are a fast way to print Maximizer information as it appears in your current list while a Detailed report lets you print more detailed information Other reports such as the Notes and Name Address Telephone reports allow you to print specific information about your Address Book entries and opportunities You can print your calendar appointments as a Calendar Book or Appointment Calendar You can print a Personal Organizer from the Address Book Contacts Related Entries or Hotlist window You can print reports from the Reports or File gt Print menus The Reports menu gives you access to every type of Maximizer report irrespective of the window that is open For example if you re in the Address Book window and want to print an opportunity report select Reports gt Opportunities gt type of report The Opportunities window automatically opens and the report extracts information from the current opportunities list The File gt Print menu item prints reports strictly related to the window that s currently open 222 Maximizer CRM 10 User s Guide The Reports menu allows you to print reports on the following Maximizer information Address Book entries Contacts User defined fields Notes Opportunities Documents Hotlist Calendar OrderDesk Journal entries Expenses Related entries Activiti
209. g tab H click Dial E Phone ston Subject Conference call 2 z Name ABC Wine Shop Inc Incoming Select phone number to dial Dial Main 1 604 601 8000 5 Fax C 2 604 601 8001 Cell C 3 604 6018002 Pager C 4 144 564 7778 Next Close Dial as 1604 601 8000 Ei fiad e 206 Maximizer CRM 10 User s Guide In order for the Phone notes dialog box to appear automatically logging must be enabled for Phone Calls in preferences File gt Preferences gt Logging tab To later view the details of calls you made access the Phone Log from the View menu 6 In the Phone Call dialog box choose a response For example if the call was answered choose Answered Phone Call Lift receiver and dial 6 601 8000 Cancel Message No Answer Busy After clicking a response the Phone dialog box appears Record notes on your call as you talk 8 Click Hang Up when you are finished and then click Close 9 00 45 Phone a o Subject Discuss Spring Summer Product Line Agreement v ER E Name Duran Bryce for opportunity with BridgeHead Winery Pape Gr Reset M says BridgeHead is very interested in the new Hold Spring Summer product lineup and is eager to proceed with the order She will finalize the details with the CEO and get Transfer back to us early next week Cancel Spell
210. ge feature When you purge notes you must specify the note types to delete Note Type Accounting Email History Mail out Manual Opportunity Other Phone calls Tasks Timed notes Transfer log Creation Method Created by Accounting Link Designed for use with QuickBooks Applicable only if Accounting Link is installed Notes created in the Address Book window when you send an email to one or more Address Book entries Created when opportunities are added or changed History notes can be printed or searched only from these windows Created when users print labels envelopes or letters using the Maximizer Word Processor s merge feature Mail out notes are also created when users send an email to more than one Address Book entry Added manually to the Notes window Created in the Address Book window when opportunities are added or changed Opportunity notes can be printed or searched only from the Address Book window Third party or custom notes created by the administrator Created when you dial a phone number or log a received call Created when appointments or Hotlist tasks are scheduled or completed Created when the Timer is used while writing a note Notes logged when Address Book entries are transferred between Address Books The purge command deletes all notes with the exception of other user s private notes unless the user purging the notes has rights to delete other users
211. ge field text inserted into a document or template that is replaced by Address Book information during a mail merge For example a merge field can be a Contact s name so you can customize a letter s salutation with the recipient s name note a text document attached to Address Book entries Contacts and opportunities OLE object linking and embedding OLE is a technology that allows you to insert files portions of files and links to files into a document or application You can insert files in the Documents window and the Company Library Double clicking the file opens it in the associated and installed application online information that is online is sometimes used to describe information on the Internet or on your computer screen An online user guide or online Help is documentation displayed on your screen opportunity an entry in Maximizer used to record an opportunity to make a sale OrderDesk a window in Maximizer used to manage orders and inquiries from your online catalog Outlook Synchronization a Maximizer feature for synchronizing some Maximizer entries such as Address Book entries between Maximizer and Microsoft Outlook order screens some of the screens displayed to a customer when he she orders a catalog item Order screens can be customized by editing the order screen templates preferences a collection of program options that allow users to customize how Ma
212. gins Importing Vertical Templates Chapter 4 43 Creating or Upgrading an Address Book Maximizer provides vertical templates for several industries You can import any of these vertical templates into your Address Book A vertical template creates industry specific user defined fields action plans search catalogs column setups document templates etc in your Maximizer Address Book gt To import a vertical template Log into the Address Book in Administrator or Maximizer You must be logged in as MASTER to import a vertical template 2 Select File gt Import gt Vertical Templates gt industry The Import industry Vertical Template dialog box opens displaying the items included in the template Click Import Items in the list are highlighted as the import process advances When the import process is complete an Import Summary displays the number of items imported with the vertical template Import High Tech Vertical Template Import template The High Tech vertical template is comprised of the following Import Close User defined fields Drop down table items Column setups Column setup fields Saved searches Search conditions Key Field lists Key Fields Action Plan templates Action templates Document templates Company Library documents Macros 44 Maximizer CRM 10 User s Guide CHAPTER Setting up Users and Groups In this chapter Adding a U
213. gned to the Account Manager field A Sales Representative can assign the Account Manager field to anyone else but only if the Account Manager field was assigned to him herself or blank and not assigned to another user 54 Maximizer CRM 10 User s Guide Modifying User Access Settings For an explanation of the relationship between user access rights user access settings and group access settings refer to User and Group Security on page 50 For an explanation of each of the access settings refer to User Access Rights and User Group Access Settings on page 51 gt To modify access settings of an existing user Select File gt Users A Select the User ID Click Properties 4 Click the Access Rights tab Properties for Billie Holly E General User Defined Fields Access Rights Security Groups A Permissions Privileges Read inset Modfy Delete Alow Global Edit Address Book w a ca o E Allow private entries User defined fields K K a wy Allow transfer User defined field setup zl zl o Z Allow import Notes M M o oO M Allow export Documents ww Oo Z Allow sync contacts with extemal clients Mailing Address 4M we DO C Modify delete other owners notes Company Library o m C Modify other users private entries OrderDesk M zl zl o C Modify other users general information Opportunities ml zl 72 o User s roles User Group setup a oO oO Account
214. graph choose a field to graph Your choice of fields depends on the type of entries you are graphing If the Address Book window is active when you begin graphing you choose from Address Book entry and user defined fields such as Company City or State If the Opportunities window is the active window you choose from opportunity fields and user defined fields as in the Status or Objective You can graph any Address Book entry or opportunity field Some field types require that you specify a range to graph as in a range of amounts for Annual Sales Select Feld and Values for Graph This example shows the z SEERNE Country Address Book entry field with all possible values selected for graphing I7 Do not graph entries without a value Alphabetical Maximizer lets you choose a range gemmer of values to graph for the field you select For a table field such as City Town you simply select the table items you want to include in the E Add New Range To Graph EE Fenena anuas Enter or change valves graph Other field types alphanumeric numeric or date 3 Se cet Do not grash entries wth fields require you to enter a range For example if you select Alphabetic carcel Anniversary of Business you would have to provide the date ranges to include in the graph This allows
215. he lists Address Book entries opportunities Hotlist tasks and additional information you keep on your entries Maximizer Windows My Work Day oe Address Book Ca Opportunities wi Hotlist a Calendar fis Chapter 8 105 Working with Maximizer The main Maximizer window is the Address Book window which lists the Companies Individuals and Contacts in your Maximizer database Address Book The following list provides a brief description of each main window accessible from Maximizer The My Work Day view is an area where everyone in your company using Maximizer can see Hotlist tasks and appointments The Address Book window contains all the information about your prospects customers business and professional associates or any other group of people you deal with on a regular basis It links you to related information about each Address Book entry such as Contacts Hotlist tasks opportunities documents user defined fields and orders and inquiries The Opportunities window helps you and your colleagues manage complex sales that involve the participation of more than one person in the buying decision Use the Opportunities following window to view the opportunities associated with the entries selected in the Address Book window The Hotlist is a to do list of tasks and reminders that are usually timeless The Hotlist is where you record actions and follow up activities related to your interactions with
216. ication is NOT the default Mail handler If the button is unavailable and the option says This application is the default Mail handler then you can proceed to the next step because Outlook Express is already the default Mail handler 88 Maximizer CRM 10 User s Guide 4 Click Apply and then click OK Windows may prompt you to restart your computer Maximizer is now integrated with Outlook Express Configuring Maximizer for Microsoft Outlook Q Maximizer cannot use Microsoft Outlook is an Extended MAPI program which means the Extended MAPI with the Maximizer Email window will display the Outlook folders Internet Mail Only installation type Ensure the installation is C t n ae ia gt To use Outlook with Maximizer In Maximizer select File gt Preferences A Select the Email tab Find the Override Extended MAPI option and verify this setting is disabled the checkbox should be cleared 4 Click Apply and then click OK 5 Exit Maximizer g Restart Maximizer When you select the Email window Window gt Email it displays Outlook folders such as Inbox Outbox Sent Items Deleted Items and your personal folders For more information on configuring Maximizer for Outlook Synchronization refer to Configuring Microsoft Outlook Synchronization on page 89 and the Maximizer and Administrator online help Help gt Contents and F1 Help Chapter 7 89 Configuring Email Fax Phone and Synchronization
217. ict checking a I Ignore all alarms and notifications Default interval 39 v minutes IV Add or modify multi user appointment IV Set alarm on when adding an appointment I Do not display holidays M Carry forward unfinished activities Default view Weekly x I Show non work days in weekly view ist day of monthly view Sunday T Suppress follow up activity prompt Working hours from 3 00 AM Email appointment notification Always _v to 5 00 PM z Access to Calendar Work days Eull access Wonda White xl I 1 Sunday I 2 Monday Read access All users X A IV 3 Tuesday Access to Hotlist IV 4 Wednesday Full access Wonda White I 5 Thursday I 6 Friday Read access All users x E OK Cancel You can control which users can view or modify your tasks and appointments using the Full Access and Read Access options For example if you want a user or group to be able to view your tasks and appointments select the name from the Read Access drop down list The selected user or members of the group can then view your tasks and appointments by selecting your user name from their Hotlist window View bar If you want them to be able to add or modify your existing tasks and appointments use the Full Access option The Full Access option also controls your ability to reassign tasks and appointments to other users as you can only assign tasks and appointments to o
218. ields Example tiraa aaa aa eaa a aeeai 305 Notes Example ae a aaae aaa a Aaaa aer deans a Eara aa anaiari Takai 306 Glossary Of Terms ccccceeeesseeeeeenseseeeeseeeeesenseeeeseeeneensenenee 307 Glossary OF Ter Seerne r e ar ihe aea e EE E EaR E E ont 308 CHAPTER Welcome to Maximizer Introducing Maximizer In this chapter Grow Your Business with Maximizer on page 2 Administrator on page 5 Maximizer Companion Applications on page 6 Maximizer System Requirements on page 8 Where to Go from Here on page 9 2 Maximizer CRM 10 User s Guide Grow Your Business with Maximizer Key Benefits of Maximizer Maximizer is a contact manager designed to help individuals home offices and small businesses succeed by helping them maximize their time create satisfied customers and increase sales With Maximizer users can easily manage and profile customers and prospects track every sale from lead to close and maintain long lasting relationships well after the initial sale has been made Maximizer is a solution that incorporates contact management with sales opportunity management scheduling communication Outlook integration Palm synchronization Accounting Link Designed for use with QuickBooks a company library and e commerce e Manage customers better than your competitors by recording details of every relationship e Effectively track prospects to close more sales e Schedule
219. il window works with your existing email system so that you can take advantage of some of the benefits of sending and receiving email Maximizer allows email file attachments and supports the vCard standard for virtual business cards You can send files mail merge documents and vCards quickly and easily Maximizer s Email window works much the same as any Extended MAPI email application but has additional functionality that enables you to easily integrate your Address Book entries with your email Supported Email Clients To use these features you must already have a Messaging Application Programming Interface MAPI or VIM Vendor Independent Messaging email client Email clients that should work with Maximizer when properly configured include those listed below e Lotus cc Mail e Lotus Mail e Lotus Notes e Microsoft Exchange Sever e Microsoft Outlook Microsoft Outlook Express e Novell GroupWise e Novell GroupWise 7 Please see the Maximizer website at www maximizer com for the latest version information of compatible email programs Configuring Maximizer for GroupWise and Lotus cc Mail Mail If you are using Novell GroupWise Lotus cc Mail MAPI or Lotus Mail MAPI select the corresponding option in Maximizer s Advanced Email Preferences File gt Preferences gt Email tab If you do not select the correct option a program fault error will occur when using the Email window For Lotus cc Mail and Lotus Mail you a
220. iled instructions on receiving a transfer by email Transfer Address Book Entries Ex Transfer options IV Indude user defined fields M Include documents Cancel Indude notes g IV Indude appointments Advanced IV Indude hotist tasks r IV Indude opportunities Source Address Book log options Message to log to notes 7 Target Address Book log options Log transfer results to notes Transfer Summary Reports and Logging Each time you transfer Address Book entries Maximizer displays a transfer summary report The report indicates the number of data items inserted modified bypassed and deleted It also displays the transfer setting used and other related information You can print this report for your records As well for each Address Book entry updated in the target Address Book Maximizer can optionally add a note The note summarizes the fields that have been added changed and deleted This feature can 272 Maximizer CRM 10 User s Guide also be used if you want to find the data that has been added or modified After a transfer simply do a search by notes Adjusting Address Book Transfer Settings Only the MASTER user can modify protection on fields You can set the options for transferring information between the open Address Book and other Address Books Some of these are system options which apply to all users others are user specific options which apply to the selected user
221. imited export Use XML Excel and many other programs export instead Exporting to tab delimited format creates a text txt file with tabs separating each field value This file is readable by any program that supports txt files Exporting to these formats exports selected Companies and Individuals in the Address Book but you do not have the option of exporting Contacts Unlike XML Format exporting to CSV and tab delimited format enables you to specify individual fields to export including Address Book user defined fields You can also export Notes associated with the Companies or Individuals You have the option of exporting all notes or most recent notes Selecting Fields for Export Ovyo cannot export encrypted When exporting to CSV or tab delimited format you must select user defined fields which fields to export and in which order The Select Fields for Export dialog box has two columns the left column lists the Address Book entry basic fields user defined fields and two fields for notes the right column is initially blank Select the fields to export from the left column and add them to the right column The order of fields in the right column is the order in which they will be exported If you need to change the order of any fields select each one and click Remove to delete it from the list then in the right column select the field after which you want to place another field Fields added to the right column appea
222. imited text file you must specify a Date Format To do so click the Date Format button select the date format used in the source file and click OK 6 If you are importing a txt or prn file you must also specify the character used as the field Delimiter in the import file Click the Delimiter button select the delimiter type and click OK ORN exclude a field from being imported into Maximizer add lt Skip Field gt to the middle column for that field position Chapter 12 Managing Address Book Data 257 In the Duplicate handling group box select one of the options to specify what Maximizer should do when it encounters duplicate Address Book entries and click OK Import Databases Ea Filename Directories n D oK CRM_Contacts csv e archives i 5 CRM Contacts csv Gea Cna 3 E Archives Il List files of type A Drives CSV Cesv z e New Volume T Network Import options Duplicate handing 5 Skip first ay Date Format 5 1 Do not check for duplicates J Erer Loa ences to iie C 2Combine Address Book entries with JT Make salutation the same name IV Receive mail 6 3 Reject duplicate records The Select Fields for Import dialog box opens El In the Contact fields or Address Book entries fields lists select the field that best corresponds to the first field in the Fields from file lt filename gt column and click Add Repeat this step until you have mapped all the fi
223. imiz Enabled WEBUSER WEBUSER WEBUSER Enabled WWHITE Wonda White Wonda White 555 775 0 wwhite maximizer Enabled Add Delete Org Chart Password Preferences Properties Close 2 Set the user related preferences on each of the tabs Preferences Billie Holly E Labels Repots Fax Outlook Synchronization Overview Page Logging Format Calendar Hotist Dialing Transfer Envelopes Documents Opportunities Labels Envelopes Timers c C None C None None None CN Notes Notes Notes Notes C Journal C Journal C Journal C Journal C Journal C Both Both C Both Both Both Scheduled tasks Completed tasks C None C None Notes Notes Journal Journal C Both C Both Phone calls Email C None View result table on hang up C None Notes and phone log Notes Journal Journal C Both Both 64 Maximizer CRM 10 User s Guide CHAPTER Configuring an Address Book In this chapter Address Book Preferences on page 66 Preventing Duplicate Address Book Entries on page 68 Setting up User Defined Fields for an Address Book on page 72 Creating Key Fields Lists on page 81 Recording Holidays in the Holiday Editor on page 84 66 Maximizer CRM 10 User s Guide Address Book Preferences Users can also set Diagnostic preferences in Maximizer Refer to Using Log Files for Diagnosis on page 277 for more inform
224. imizer CRM 10 User s Guide Privileges Privilege Allow Global Edit Allow private entries Allow transfer Allow import Allow export Allow Sync Contacts with External Clients Modify delete other owners notes Modify other users private entries Grants authorization to Perform global edits of Address Book entries in Maximizer Edit gt Global Edit Consider advising users with this privilege to back up the Address Book before making significant changes with Global Edit Add Address Book entries that are not visible to other users The user can use the Owner Full Access or Read Access fields to create private entries or restrict entries to a group Transfer Address Book entries between Maximizer Address Books If you do not select this option the menu items for transferring are disabled Import Address Book entries between Maximizer Address Books If you do not select this option the menu items for importing are disabled Export Address Book entries between Maximizer Address Books If you do not select this option the menu items for exporting are disabled This option also applies to the security right to export information to Excel Synchronize Address Book entries and notes using Outlook Synchronization or MaxMobile synchronization However users can still synchronize calendar appointments or Hotlist tasks without this access right Change and delete other users notes However to
225. in your note using the Maximizer Spell Checker Click the Spelling button to initiate the process Adjust the Date Time Creator Full access Read access and Category if necessary Categories are created in the System Fields tab of the Administrator preferences Press F1 for detailed assistance Click OK A Add Note for ABC Wine Shop Inc m 7il balm E pPactions Ei Get in touch with Bily Holly regarding ABC Wine Shop Inc This prospect would make an excellent distributor on our west coast 2 Properties Details Date October 11 2007 4 Eull access Public x Time 4 26 PM P z Creator Joe Napoli x Category 134 Maximizer CRM 10 User s Guide gt To add a default note In the Address Book Opportunities or Journal windows select Default Note from the Edit menu A Enter the body text and if necessary select a user or group for the Full Access and or Read Access fields You can also select a note category these are set up on the System Fields tab in the Administrator preferences This information appears as part of the note each time a note for an Address Book entry an opportunity or a journal entry is created Note that the default note can be different for each type of entry Use the Menu Bar at the top of the note for various tasks See the mouse over text or F1 Help for a description of each button For example you can check
226. ing g Optionally you can record the result of the outgoing call in the Phone Call Result dialog box Click OK to close the dialog box Phone Call Result Results Arranged Cancel Away from desk q Away from office z Add Busy Call back Closed Modify Discussed opportunities Followed up Delete Hostile In a meeting In order for the Phone notes dialog box to appear automatically logging must be enabled for Phone Calls in preferences File gt Preferences gt Logging tab Chapter 9 207 Communicating with Your Customers gt To receive a call Click the Phone button on the toolbar and click the Incoming button in the Phone dialog box 0r Right click on an Address Book entry and select Phone gt Receive a Call Alternatively you could select Actions gt Receive a Call A Select or type a Subject for your phone call Record notes on your call as you talk 4 Click the Hang Up button when you are finished 5 Optionally you can record the result of the outgoing call in the Phone Call Result dialog box gt To transfer a call When you have an incoming call that you d like to transfer click the Transfer button in the Phone dialog box A Select a user in the Display name list or enter a valid extension for your company s phone system Note that a phone extension doesn t have to be associated with a user in the current Address Book Click OK to
227. ing for four digit and seven digit incoming phone numbers Does the incoming Does the incoming four digit phone seven digit phone Address Book entry number 2314 number 732 2314 phone number match match 9 604 732 2314 Yes Yes 1 604 732 2314 Yes Yes 403 732 2314 Yes Yes 732 2314 Yes Yes 497 2314 Yes No 2314 Yes Yes 3514 No No 14 Yes Yes Chapter 7 99 Configuring Email Fax Phone and Synchronization Exact Phone Number Matching If you select the Enable exact number matching checkbox in the TAPI preferences in Maximizer it uses the Exact Phone Number Matching algorithm instead of Smart Phone Number Matching Exact Phone Number Matching considers an Address Book entry to match the incoming call only if both numbers contain exactly the same phone number with the specified number of digits By default Exact Number Matching requires both phone numbers to be seven digits but you can change the required number of digits The advantage of Exact Phone Number Matching is that when Maximizer finds an Address Book entry that matches exactly you do not need to select it from a list of possible matches as you do with Smart Phone Number Matching The following table illustrates Exact Phone Number Matching for four digit and seven digit incoming phone numbers Does the incoming Does the incoming four digit phone seven digit phone Address Book entry number 2314 number 732 2314 phone number match match 9 604 732 2314 N
228. ing ira ml ir o X Sales Manager kaala a ia ao G Sales Representative 5 Click the Modify User Access Settings button Chapter 5 Setting up Users and Groups 6 Modify any of these settings as appropriate ma Permissions Privileges Read Insert Modify Delete X Allow Global Edit Address Book vi v v Allow private entries User defined fields M M v M Allow transfer User defined field setup vi M M m M Allow import Notes M l o Oo M Allow export Documents v v M J M Allow sync contacts with external dients Mailing Address v v M Modify delete other owners notes Company Library v v Modify other users private entries OrderDesk v M M Modify other users general information Opportunities vl Mw fw User Group setup v o Oo Oo User s roles Accounting a w Ei M Sales Manager Action Plan Library v M M v V Sales Representative Click OK to close the Access Settings dialog box a Click Apply to save the changes 55 56 Maximizer CRM 10 User s Guide Security Groups It is important to note that groups have access settings but they do not have access rights that users do A security group is a group of users usually belonging to a functional group such as a Finance department who have access to entries related to their group and have specific security Access Settings A user may
229. ion 2 predefined Activity trom the drop down tst dkk irae the tnt boat E A task can be personal or associated with an Address Book entry E View Activities To mark a task as personal select the corresponding option El Check Your Co workers Status with the Peg Board E Check the Time _ 16 Maximizer CRM 10 User s Guide The pages appear on the screen as they would if they were printed all of the graphics and text appear the same as in the printed manual You can turn the page by using the previous and next arrows or pressing the Page Up or Page Down keys Exploring Maximizer with the Sample Address Books In a typical installation of Maximizer the Maximizer setup program creates several complete sample Address Books one of which is named Escona Tutorial This Address Book is designed to be used as an environment in which you can learn how to use Maximizer You can supplement your learning experience through the use of the Maximizer Training Guide and CD Using the example of Escona Estate Wines a fictitious vintner in California s Sonoma Valley the Escona Address Book provides realistic examples of how Maximizer might be used to improve your customer relationship management The Escona Address Book includes detailed data related to all areas of Maximizer including the following e List of Address Book entries Companies Individuals and Contacts e Sample sales opportunities e Appointments and
230. ion This field is to track each promotional campaign for customers Spelling OK Cancel a You can move the new field to a different position in the list if necessary 78 Maximizer CRM 10 User s Guide Adding Items to a Table User Defined Field Table user defined fields contain a list of similar items from which a user may select one or more items As part of the process of creating a new user defined field of this type you should add the items to the table However while using the user defined field in Maximizer users may find a need to add an item to the list A user can add items to a table user defined field on the fly if the user account has sufficient privileges Both procedures are explained below gt To add items to a Table user defined field In the Set Up User Defined Fields dialog box select the table type user defined field and click the Items button or Double click the table user defined field H Marketing H Customer Service H Customer Profile 4 5 Discount Levels H Wine Preferences Folder Folder H Partner Retail Reselle Folder Folder Folder Folder Wines of Interest Folder Joe Napoli H Escona Roles Table FA CretamerIntarecte Tahle 4 gt Mandatory Fields Tree View Set Up User Defined Fields ese Address Book Opportunities users Name Type Request
231. ional 66 mapping for import 253 259 merge 179 Owner field 62 Read Access field 62 system 66 user defined fields 72 80 file formats HTML 166 storeable in Company Library 165 files adding to Company Library 165 dictionary 239 holidays 239 MXI 285 sharing in Company Library 164 types in Maximizer 284 Fit to page option 162 following windows 107 Form Designer 7 freezing or locking fields in Word 178 Full Access field 62 G gadgets 171 global edit 124 215 privileges 52 glossary 308 GoldMine importing from 259 266 graphs appearance 227 background 229 color 229 generating 224 handouts 230 selecting fields for 226 type 227 using in other applications 230 groups access settings 50 51 Accounting security group 57 creating security groups 58 Crystal Reports Users security group 57 modifying access settings 60 permissions 51 privileges 52 record ownership 61 roles 53 316 Maximizer CRM 10 User s Guide security groups 56 60 user and group setup permissions 51 User ID List report 279 hard disk space system requirements 8 Help and documentation 12 history notes 131 Holiday Editor 84 149 309 holidays file 239 holidays changing in calendar 149 Hotlist locations and resources 66 preferences 148 reassigning tasks 148 reporting on 222 tracking activities and tasks 146 window 105 HTML file format 166 using in Web inquiry forms 170 icons adjusting icon bar 113 using to access features in Maximize
232. ions Company Contact ContactNo ContactOptions Country Parent Element s Email Individual Company Contact Address Address none Individual Company Contact Address ImportOptions ImportOptions AllData Individual Company Individual Contact ImportOptions Address Min Occur 1 0 O O O oOo olo o o Max Occur 1 1 h md a oe 1 1 unlimited unlimited Max Data Type Length string 120 none string 80 string 80 none string string 80 string none none none integer none string 80 Element Name Created Creator Date Department Description Description Description DetailDate DetailDef DetailList DetailListMulti DetailNumber DetailString Division Parent Element s Individual Company Contact Note Document Note Document Individual Company Contact Phone Email Address DetailDef Individual Company Contact AllData Individual Company Contact Individual Company Contact Individual Company Contact Individual Company Contact Individual Contact Company Min Occur Max Occur 1 unlimited unlimited unlimited unlimited unlimited unlimited Appendix A 295 Administrator s Reference Data Type dateTime string dateTime string string string string date none string none double string string Max
233. is same procedure to change many of the graph elements Try single clicking different elements to see which ones show the selection handles if selection handles appear you can double click it to edit that element Use Your Graph in Other Applications If you are making a presentation you will probably want to use your graph in handouts or in an on screen presentation You can save your graph as an image file that you can use in other applications such as word processors spreadsheets presentation software and more Primary Interest in Escona Wines No of Entries E As an agentidistributor I Corporate gift or occasion Personal gift or occasion To sell in a restaurantibar Primary Interest presentation software When you save your graph you have a choice of two image file types Windows Metafile or Windows Bitmap If you think you ll have to resize the image when you insert it into your document or presentation you might want to use the Windows Metafile format as it is scalable you can resize it without getting any jagged edges Chapter 11 231 Reporting and Graphing Reuse Your Graph Settings Ensure that access rights to the saved search are adequate If users do not have read access to the search they will not be able to generate the graph For detailed information on saved search properties see F1 Help If you find yourself often creating the same type of graph save yourself s
234. istrator as described in the following procedure gt To create a Key Fields List In Administrator select File gt Preferences A Select the Key Fields tab Preferences Diagnostic Address Book Mandati is System Options System Fields _Locations Resources Key Fields Ipportunity Available Key Fields Lists Name Requested By Owner Add General Opportunities Public Key Fields converted Public Click Add to open the Add Key Fields dialog box 4 In the List name field create a name for the Key Fields list The Assigned To field determines which users will see these fields in their Key Fields list in Maximizer Chapter 6 83 Configuring an Address Book 5 From the Assigned to drop down list select a user or security group to assign the Key Field list to or leave it as Public 6 From the Entry types drop down list select the type of Maximizer entry to assign Key Fields to The fields for that module appear in the Available Fields list Add up to eight user defined fields to the Key Fields list by selecting each field and clicking Add E Repeat steps 6 and 7 to add Key Fields for other modules 9 Click OK to save the list Add Key Fields Ea Creation details List name West Coast Sales Description This Key Fields list contains the user defined fields used by West Coast Sales Creator Lou Jones
235. ize these templates or create your name now or enter it when you save the document own custom templates For more information on Use the toolbars for common tasks and formatting text and templates refer to About paragraphs Templates and Documents on page 17h 4 If your template has merge fields the information for the selected Address Book entry like the address is inserted in place of the merge fields 176 Maximizer CRM 10 User s Guide 5 When you are finished select File gt Save As and enter a name for the document You can also specify the owner of the document select a document category and choose whether to save it as a template If you ve already specified the name select File gt Save Create New Document Document details Name untitled Owner Public Category Create as this type of file C Template Document for Use this template as the basis for new file In this sample letter the template includes merge fields and markers to show where to type the body of the letter M Maximizer Word Processor Letter File Edit View Format Paragraph Tools Document Window Help Dee S6ay FOeae Qa Times New Roman z h2 z BZU Sa NE E E E E DE E E Insert company or personal letterhead or type your name and address Today s date Mr_Ms First_Name Last_N Position J Company Fax Form F
236. k Window on page 111 Customizing Maximizer Toolbars and Toolbar Buttons on page 115 Keeping Track of Your Prospects and Customers on page 120 Keeping Notes on Your Address Book Entries on page 131 Working with User Defined Fields on page 135 Creating a List of Entries with a Search on page 138 Tracking Your Appointments and Hotlist Tasks on page 146 Using Organizational Charts on page 162 Sharing Your Files in the Company Library on page 164 Making Entries in Your Journal on page 167 Monitoring Income and Expenses on page 168 Creating Web Inquiry Forms for Your Website on page 169 Maximizer CRM Gadgets on page 171 104 Maximizer CRM 10 User s Guide What is Maximizer CRM Maximizer CRM is a complete software solution that brings together elements of contact management eCommerce and other related applications to meet the sales challenges of modern businesses Managing your company s lists of Companies Individuals people not associated with a Company and Contacts people associated with a Company or Individual Keeping track of your scheduled appointments and tasks Sending letters faxes or emails to one or many recipients Managing incoming orders and inquiries from your online catalog payment refunds shipping and reporting Organizing and accessing your sales and marketing literature in a shared library Generating reports from any of t
237. k inside You can select and edit each element in the graph such as the title the graph to display a pop up legend or even the bars in a graph The background for example can be a solid color of your choice a gradient or a wallpaper image Simply select and double click the element that you want to edit to display a setting dialog box A background color can make a plain graph look attractive To change the background properties double click within the area of the graph but not on the graph itself so that selection handles appear around the graph as shown below The Format Plot dialog box lets you make many changes to your graph ID Primary Interest in Escona Wines es Primary Interest in Escona Wines No of Entries N a ist Hi Asanagentidistributor fe aa 5 IE Corporate gift or occasion 20 View 20 ishing Bare andWat Elevation _Contouing E Personal gift or occasion ta m Backtrop Order Options To sell in arestaurantibar chat CD FWD Series Name Series Type Chat Type Bar Coun Line Tape Area To sellin a restaur No of Entries To perform other actions dick right mouse button on graph Hold down Ctrl key and use your mouse to rotate a 3D Catalog ls Sose 14 230 Maximizer CRM 10 User s Guide Click the Help button in the Format Plot dialog box for help using any of the settings You can use th
238. king in the Windows Registry If the Phone Mask registry key does not exist you must create it as a String value The registry entry HKEY_CURRENT_USER Software Maximizer Software Maximizer Modules AMGR INTL Phone Mask overrides the default format of a phone number with the phone mask provided as a value The mask uses to indicate digits and can include any other characters e g The mask formats from right to left For example if the phone mask value is but a user enters a 10 digit phone number e g 1234567890 the result would be formatted as 123456 7890 If the value has fewer digits than the mask allows the extra left most placeholders are not used Examples Phone Mask Digits Value Typed in Display Not specified 7 1234567 123 4567 idefoult 10 1234567890 123456 7890 HHH 7 1234567 123 4567 10 1234567890 123456 7890 HHH HHH HHHH 7 1234567 123 4567 10 1234567890 123 456 7890 1 HHH HHH 7 1234567 123 4567 10 1234567890 1 123 456 7890 HHH HH HHHH HHHHHH 15 123456789012345 123 45 5678 012345 The Phone Mask value affects the display of phone numbers in Maximizer program dialog boxes and window lists The Phone Mask value is read during program startup CHAPTER Working with Maximizer Manage Your Address Book Entries In this chapter What is Maximizer CRM on page 104 Opening an Address Book on page 109 My Work Day View on page 110 Main Address Boo
239. lds Opportunity Diagnostic Address Book Mandatory Fields Values for Category field s selection list Value Type ialyst system a Add olleague system g ompetitor system k onsultant system A ustomer system Dealer system Distributor system Duplicate Address Book entry checking E Check for duplicates when adding Address Book entries Duplicate check list Duplicate Check List 1 zj Fields to match for the selected list ist field to match Full Name Company Name 2nd field to match 5 Company Name For Individual 3rd field to match City Town Duplicates may be entered by Lou Jones EI ha EJ OK Cancel 72 Maximizer CRM 10 User s Guide Setting up User Defined Fields for an Address Book User defined fields can be created and modified in both Administrator and Maximizer if users have the necessary rights using the File gt Set Up User Defined Fields menu item Although the information you can record in Maximizer covers the basics you probably want to record additional information such as budgets income interests number of employees or other data You can record this information in Maximizer with user defined fields which are custom fields for storing information in any of the following categories Address Book entries Available in the Address Book window Opportunities Available in the Opportunities window of Maximizer User accounts Available in the user prope
240. le one of your contacts might be another s accountant Maximizer allows you to record these types of relationships in the Related Entries window gt To relate to entries Select the two entries you wish to relate to each other and select Edit gt Relate Entries or Drag an entry and drop it on to another entry In the resulting dialog box select Relate the source entry to the target entry A Specify the nature of the connection between the two entries Chapter 8 Working with Maximizer Each entry appears in the other s Related Entries window Eames Defout Address Book View pa Ey 604 601 8000 604 601 8000 604 601 8000 Lu 2 Fonter Liquor amp Beverag For All Occasions 000 000 2000 604 601 8000 604 601 8000 604 601 8000 604 601 8000 604 601 8000 4 Garnet Lau i George Town Package Stre State Department Division ny ca ca az ma Florham Park w F tecone rncincercom__ Buta w Ei escona maxinizerco a Drag and Drop in Address Book es Source entries Foster Wine OK Cancel Targetentry George Town Package Stre Select the action you want to perform Relate the si Combine the source entries and the target entry into a single entry Move the source entries to the target entry Related Entry Description These Address Book entries are linked The Address Book entry George Town Package
241. lect the Shrink database when completed option This reduces the size of the Address Book once the conversion is complete If you haven t chosen to convert your embedded documents this reduces the size of the Address Book by removing any unused space 5 Specify the folder in which linked documents will be stored in the Link Folder field You should use the full UNC path as the location For example enter computer name Linked Documents To ensure the correct UNC path is used browse to computer and folder where the linked documents are to be stored 274 Maximizer CRM 10 User s Guide g Click the Recalculate button after revising the conversion settings to estimate the size of the Address Book with the revised settings gt To modify the location of linked documents In Administrator select File gt Document Administration gt Move Linked Documents Modify Location of Linked Documents ES j Move Linked Documents Erom folder Browse To folder Browse cence A Specify the folder where the linked documents were previously stored in the From folder Specify the new folder where the linked documents will be stored in the To folder You should use the full UNC path for both folders Chapter 12 275 Managing Address Book Data Purging Outdated Notes and Documents After a long period of activity you may want to delete outdated notes and documents using Administrator s pur
242. lso must have the Override Extended MAPI option selected in the File gt Preferences gt Email tab Chapter 7 87 Configuring Email Fax Phone and Synchronization Configuring Maximizer for Microsoft Exchange If you are using a version of Microsoft Exchange prior to 5 0 and you have the Read messages using email service provider s editor option selected in Email Preferences the Reply Reply All Forward Previous and Next buttons will not work when you open a message in the Maximizer Email window Upgrading to Microsoft Exchange 5 0 or higher fixes this problem Configuring Maximizer for Microsoft Outlook Express Because Outlook Express is a Simple MAPI program the Maximizer Email window shows the contents of the Outlook Express Inbox only To use Outlook Express with Maximizer you must configure settings in both Maximizer and Outlook Express as described in the following procedures gt Step 1 To Configure Maximizer for Outlook Express 6 x Start Maximizer If necessary open the Address Book you use 2 Select File gt Preferences Select the Email tab 4 Enable the Override extended MAPI option 5 Click Advanced g Select Other email system and click OK Click OK to close the Preferences window E Close Maximizer gt Step 2 To Configure Outlook Express 6 x for Maximizer Start Outlook Express 2 Select Tools gt Options On the General tab click the Make Default button beside This appl
243. m lead time 10 minute s vj Reminder lead time 6 hour s x JT Sign out of Peg Board C Cancel To schedule a recurring appointment click the Recurring button See F1 Help for more information Click the View in Address Book button to view selected Address Book entries in the Address Book window Click the Icon button to select an icon to display with the message in the Calendar and Hotlist windows In the Modify dialog box the Actions menu is available if you select an Address Book entry in the attendee list If you select a user this menu is disabled Select the Completed checkbox to mark the appointment as completed Using the Appointment Tab Use this tab to fill in appointment details and view information about the appointment When you add an appointment from a controlling window it is by default linked to the current entry Information about the entry is displayed in the information bar If the current entry is an opportunity the entry is displayed as a link in the saved appointment When you open the appointment you can click the link to view the entry in the associated controlling window When you add an appointment from the Calendar window it is by default created as a personal appointment You can however link the appointment to the current entry or assign entries to it in the Add Modify Appointment dialog box When creating an appointment you can unlink the current entry from the ap
244. mation on the process that determines which phone numbers are synchronized see How Phone Numbers are Synchronized from Outlook on page 203 n the Synchronize Address Book entries from Favorite List drop down list select the Maximizer Favorite List to synchronize 111i the Synchronize Contacts from Outlook Category drop down list select the Outlook category to synchronize HF click ox Chapter 9 203 Communicating with Your Customers How Phone Numbers are Synchronized from Outlook Only mapped phone numbers In an Outlook to Maximizer synchronization Maximizer first are synchronized tries to synchronize mapped phone numbers whose descriptions exist in the default Address Book entry Maximizer then tries to synchronize mapped phone numbers that appear highest in the phone mapping list In the following examples the phone number descriptions in the default entry are Main Fax and Cell and the mapped phone numbers are as shown below Phone numbers Phone Mapping E Main X Fx v Outlook Maximizer Ceall fel Telex a H Primary Main ZJ Pager Pager Other Mobile Cell Home Home Car Business2 E Business Direct BusinessFax Fax Assistant Because the fourth phone Example 1 number description is empty in the default entry Maximizer If Outlook values exist for all mapped phone numbers the fills it with the Pager phon
245. me e Phone number e Email Address e Maximizer Login Enabled Disabled status e User s Roles Access Rights For each security group in the Address Book e Group Name e Group ID e Group members e Folder if applicable and field name e Type of entry the field is applicable to Company Individual Contact Opportunity or User e Full Access and Read Access e Type Table Date Alphanumeric Numeric e Creator e Requested by e Description e Attributes e Items in Table user defined fields e Usage count only if Show Usage Count checkbox selected in Print Report dialog box 280 Maximizer CRM 10 User s Guide This report displays on screen rather than printing To print the report press Alt and Print Screen to capture the report window to the Windows clipboard and then paste it into a word processor or graphics program Report Address Book Summary Current Users Information Reported Total number of each of the following types of entries in the current Address Book e Users e Security groups e Companies and Individuals e Lowest highest average and total number of contacts per Company and Individual e Opportunities total and per status e User defined fields total and per type e User defined field entries total and per type e Notes e Documents e Number of licenses in use For each user currently logged into the Address Book e User name e Computer name e Date
246. me gt lt Name gt lt Department gt lt Department gt lt Division gt lt Division gt lt Phone gt lt Number gt lt Number gt lt Extension gt lt Extension gt lt Description gt lt Description gt lt Phone gt lt Email gt lt Address gt lt Address gt lt Description gt lt Description gt lt Email gt lt Website gt lt Website gt lt AssignedTo gt lt AssignedTo gt lt Category gt lt Category gt lt DoNotSolicitBy gt lt DoNotSolicitBy gt lt Created gt lt Created gt lt LastModified gt lt LastModified gt lt SalesLead gt lt SalesLead gt lt Address gt Refer to lt Address gt Elements on page 293 lt Address gt lt DetailDate Name lt DetailNumber Name gt lt DetailNumber gt lt DetailString Name gt lt DetailString gt lt DetailList Name gt lt DetailList gt lt DetailListMulti Name gt lt Value gt lt Value gt lt DetailListMulti gt lt Note gt Refer to lt Note gt Elements on page 293 lt Note gt lt Document gt Refer to lt Document gt Elements on page 293 lt Document gt lt Contact gt Refer to lt Contact gt Elements on page 292 lt Contact gt lt Company gt nn gt lt DetailDate gt 292 Maximizer CRM 10 User s Guide lt Contact gt Elements The lt Contact gt element describes an Address Book entry for a Contact This element is nested within the lt Individual gt and lt Company gt elements M
247. mizer select File Preferences and click the Other Options button on the System Defaults tab A Deselect the Confirm when saving email checkbox Save a Received Email Message to a Maximizer Address Book Entry s Documents 8 Save Email to Contact in Maximizer button You can save an email message you received in Outlook to the Documents window of one or more Address Book entries in Maximizer To save an email message to Address Book entries in Maximizer In Outlook select the email message to save A Click the Save Email to Contact in Maximizer button Click View to view an entry in Maximizer Chapter 9 197 Communicating with Your Customers The Save Email to Maximizer Addresses dialog box opens Any Address Book entries associated with the sender s email address are displayed in the Entries assigned for email save list If no such entries exist this list is empty FI Save Email to Maximizer Addresses Entries assigned for Email Save Name Email ABC Wine Shop Inc escona maximizer com Andy S Market escona maximizer com Hillers Market escona maximizer com Add Assign other entries Search for Entry c Last Name Search Company I Ignore leads Entries available for assignment from search results Name Email a Assign Heidelberg escona maximizer com Heritage Wine amp Liquor escona maximizer com View Heritage Wine amp Liquor escona maximizer com a e H
248. n Maximizer 5 In the Conflict resolution group box select the desired method of handling entries that have been changed in both Maximizer and Outlook since the last synchronization g In the Outlook profile field enter the name of the user s Outlook profile This information must be obtained from the user s computer To synchronize appointments select the Synchronize appointments checkbox and specify the date range of appointments to synchronize Private appointments will not be synchronized unless the Include private appointments checkbox is also selected E To synchronize tasks select the Synchronize tasks checkbox and specify the date range of tasks to synchronize Private tasks will not be synchronized unless the Include private tasks checkbox is also selected To also synchronize incomplete tasks that are scheduled prior to the specified date range select the Carry forward unfinished tasks checkbox 9 To synchronize Maximizer Address Book entries and Outlook contacts select the Synchronize Address Book entries checkbox Note that this option is used to synchronize a personal Contacts Address Book list For information on selecting the Outlook address list for integration with Maximizer see the Maximizer CRM User s Guide 1 oL specify the mapping between Outlook phone number fields and Maximizer phone number fields click the Phone Mapping Chapter 7 93 Configuring Email Fax Phone and Synchronization
249. n bold and are mandatory only if their parent element is used For further details about the properties of each of the elements refer to Element Details on page 294 286 Maximizer CRM 10 User s Guide Top Level Elements The lt AllData gt element is the root element which contains the following elements which contain all other elements For specific information about each of the elements refer to the appropriate section on the following pages lt AllData gt lt ImportOptions gt See next section on this page lt ImportOptions gt lt DetailDef gt Refer to page 289 for sub elements lt DetailDef gt lt Individual gt Refer to page 290 for sub elements lt Individual gt lt Company gt Refer to page 291 for sub elements lt Company gt lt AllIData gt lt ImportOptions gt Elements The lt ImportOptions gt element and its sub elements describe how Address Book entries should be imported lt ImportOptions gt lt ClientldGeneration gt lt ClientldGeneration gt lt LogFile gt lt LogFile gt lt LogLevel gt lt LogLevel gt lt ClientOptions gt lt MatchMode gt lt MatchMode gt lt MatchDetail gt lt MatchDetail gt lt ClientOptions gt lt ContactOptions gt lt MatchMode gt lt MatchMode gt lt MatchDetail gt lt MatchDetail gt lt ContactOptions gt lt ImportOptions gt The following table describes the values of each of the lt ImportOptions gt elements App
250. n controlling window For example the Contacts window displays only those Contacts that belong to the selected entry in the Address Book window Global Edit a Maximizer operation that enables you to apply the same change to multiple Maximizer entries simultaneously Holiday Editor a tool in Administrator for adding holidays to the Maximizer Calendar window Hotlist a window in Maximizer used to display tasks and appointments in a specific date range HTML HyperText Markup Language A document format used for displaying web pages in a browser intranet an internal network much like the Internet that is self contained with the local area network LAN Frequently a web server is used to display pages that should be accessible only within the company IP address a number used to uniquely identify a specific computer on a network Every network connected computer has an IP address list a listing of entries in Maximizer You can create a list using a search or by selecting specific entries and reducing the list to the selection Most activities are performed for the current list or the current entry log in the act of entering your user ID and password to gain access to a Maximizer Address Book The Login dialog box prompts you for your user ID and password MASTER user the Address Book administrator s user ID This user ID permits access to Administrator 310 Maximizer CRM 10 User s Guide mer
251. n here E From the Edit menu select Select All From the Edit menu select Categories 4 Click the Master Category List and add a new category called Maximizer 5 In the Available categories list select the checkbox beside the Maximizer category and click OK All selected Outlook contacts are now assigned to the Maximizer category Prepare Your Maximizer Address Book In Maximizer you must create a Favorite List that specifies which Address Book entries are to be synchronized with Outlook gt To prepare your Maximizer Address Book In Maximizer select Favorite Lists from the View menu E click add Enter aname for your Outlook synchronization Favorite List and click OK 4 Close the Favorite List dialog box Configure Outlook Synchronization For detailed information about Outlook Synchronization preferences click inside the dialog box and press F1 gt To configure Outlook Synchronization Select File gt Preferences A Click the Outlook Synchronization tab In the Synchronization frequency group box specify how often Maximizer should synchronize with Outlook If you select Never manual synchronization the user must synchronize manually by clicking the Synchronize with Outlook toolbar button or selecting Tools gt Synchronize with Outlook from the menu bar in Maximizer 202 Maximizer CRM 10 User s Guide 4 In the Conflict resolution group box select the desired method of handling
252. nce Select View gt Default Entries for All Users then select the entries you would like to edit and select Edit gt Global Edit Creating a default entry provides you with some fields that are already filled in when you create a new Address Book entry Default entries are useful if you often enter many fields in common such as the same city or country Each user in an Address Book can have a unique default entry gt To create a default Address Book entry In the Address Book window select Default Entry from the Edit menu The Default Entry dialog box appears A Fill in the fields to include as default information Click the User Defined Fields tab to include specific fields in the default entry 4 When you are finished click OK Default Entry for Joe Napoli ES B Copy Favorite List v Q J Actions 3 Preferences Edit Basic Information User Defined Fields Ef Name and address Other information Mr Ms Firstname Middle name Last name Phone numbers I f Defaut Entry Main Ss Position Salut Fax z i Dept Division S Company robes Email addresses Website _ spe Email Address 2 Emai City Town St Prov Emal3 Zp Postal Country Website 2 Category Account Manager Joe Napoli Full access Public Read access P 4 OK Cancel Now when you create a new Company or Individual the entry screen appears with the
253. ncluded when the appointment is scheduled and when an attendee list is modified an additional note is logged e Timed created when you use the Timer e Transfer log created when you transfer entries between Address Books 132 Maximizer CRM 10 User s Guide gt To work with the Notes window Use the Filter to narrow the entries to a specific note type e g Email Choosing lt Custom gt enables you to search for notes that contain certain text notes that were created by a particular user or accessible by a particular user or group notes in a specific date range and or a combination of note types Use the up and down arrows to view the notes for the previous or next Address Book entry Use Show All to display all notes for a selected Address Book entry This includes notes belonging to the selected Company Individual and all associated Contacts If this checkbox is not enabled only those notes belonging to the Company Individual or the selected Contact are displayed Double click an entry to view the entire note To add a note right click in the Notes window or press the Insert key You can perform common tasks by clicking the Actions button in the Notes dialog box You can also spell check your note text BP NoteS S User Defined Fields Documents Address Book OrderDesk Fiter lt All gt ae I Show All Date Time Text Creator FullAccess Read Access wus 4 35 PM Created Jo
254. nd Receiving Email on page 184 Integrating Maximizer and Outlook on page 188 Synchronizing Address Book Entries with Microsoft Outlook on page 199 Keeping a Record of Your Telephone Calls on page 205 174 Maximizer CRM 10 User s Guide Keeping in Touch with Your Customers For more information on using the Maximizer Word Processor and the Documents window see the Maximizer Help Maximizer makes it easy to maintain good communication with your customers You can send email letters and faxes to any of your Address Book entries When you want to make a phone call Maximizer will show you the number to dial or if you have a modem Maximizer can dial the number for you Any communications via mail the Internet or telephone can be logged and tracked in Maximizer The Email window works with many popular email service provider applications such as Microsoft Outlook and others This means that if you already use one of these service providers you have access to the powerful email features in Maximizer You can make a phone call from Maximizer by selecting the Address Book entry you want to phone and clicking the Phone button in the toolbar As you make the call Maximizer lets you keep notes on your conversation as it s happening With the Documents window you can keep any documents or files you send to the Address Book entry or store any file that is somehow related to your activities with the Address B
255. nd click OK Click OK Maximizer prompts you to copy defaults from an existing Address Book to the new Address Book Copy Defaults to New Address Book es Do you wish to copy preferences templates user defined fields and macros to your new Address Book Copy es fom E on roroi 4 Click Yes to copy the default settings or click No to create a blank Address Book Maximizer creates the new Address Book Chapter 4 39 Creating or Upgrading an Address Book Connecting to an Address Book Maximizer allows you to connect to any Address Book on a computer running SQL Server Express gt To connect to an Address Book From Administrator or Maximizer select File gt Connect to Address Book A In the Connect to Address Book dialog box select the computer that hosts the Address Book to which you would like to connect Choose an Address Book from the Available Address Books list and click Open Connect to Address Book Es Server Fz Available Address Books EsconaPromotions EsconaTutorial General Cancel 4 When you are connected to the Address Book you are prompted with a message saying the connection was successful Click OK to close the message dialog box Once the connection to an Address Book is established it appears in the Open Address Book window You can use the Remove button in the Open Address Book dialog to remove it from the available Add
256. never receive caller ID information from TAPI If your modem manufacturer provides its own TAPI modem or PBX driver and the appropriate INF file or you are able to obtain SDM format caller ID you might have more success 98 Maximizer CRM 10 User s Guide Phone Number Matching with TAPI When Maximizer uses TAPI to detect an incoming phone call it matches the phone call to a Maximizer Address Book entry and logs the call as a note for the entry Depending on your TAPI configuration in Maximizer it uses either the Smart Phone Number Matching or Exact Phone Number Matching algorithm to determine which Address Book entry matches the incoming phone number Smart Phone Number Matching By default Maximizer uses the Smart Phone Number Matching algorithm to determine which Address Book entry matches the incoming call When a call comes in Smart Phone Number Matching looks for all Address Book entries with phone numbers ending with the incoming phone number string and displays those Address Book entries in a list so you can select the correct entry For example if the incoming phone number string is four digits Maximizer displays a list of all Address Book entries ending in those four digits Smart Phone Number Matching matches the digits from right to left The number of matched digits required for matching is equal to the shorter length of the two phone numbers The following table illustrates Smart Phone Number Match
257. nge any settings click Back If you are satisfied with the settings click Next to begin copying files Current Settings Program Installation Folder C Program Files Maximizer Application Data Folder ProgramData Maximizer Maximizer Modules Install Maximizer Main Application Yes Install Administrator Yes lt Back Cancel The wizard displays an installation progress indicator When the installation is complete you are prompted to restart your computer BORA click Finish to close the wizard and restart the computer Bel atter the computer restarts log into Windows using an administrator account This step is required to complete the installation Chapter 3 27 Installing Maximizer Installing ecBuilder Pro Lite To upgrade to the full version of ecBuilder contact your nearest Maximizer office Your Maximizer software comes with a product serial number for ecBuilder Pro Lite Enter this number when you reach the product registration screen ecBuilder is a wizard based website creation program complete with an online catalog credit card ordering and encrypted security Orders and inquiries generated by the catalog site are automatically integrated with Maximizer s OrderDesk window In addition to the software used for creating your online catalog the ecBuilder installation includes sample catalogs and detailed online documentation gt To install ecBuilder Pro Li
258. ngs DDE settings 4 Application ZSON A Fax Driver WinFax Topic TRANSMIT Company Phone Number 5 Click Apply and then click OK and Close to exit the User Setup dialog box The FAXDDE values have now been updated in the registry 96 Maximizer CRM 10 User s Guide Setting the Fax Application Path To ensure the correct path to WinFax Control Center FAXMNG32 EXE can be found by Maximizer you must add the full path of the FAXMNG32 EXE to PATH environment variable gt To set the WinFax Application Path Identify the path for FAXMNG32 EXE For example C Program Files Symantec WinFax A In the Windows Control Panel double click the System icon to open the System Properties dialog box Select the Advanced tab and click Environment Variable 4 Locate the PATH variable in the System Variable section and add the full path you identified in step 1 to the existing value 5 Close the dialog box and restart the computer Chapter 7 97 Configuring Email Fax Phone and Synchronization Enabling TAPI with Maximizer You can configure your modem for TAPI through the Windows Control Panel Control Panel gt Phone and Modem Options gt Advanced tab For more information refer to your TAPI system and Windows documentation Maximizer can use TAPI Telephony Application Programming Interface to detect incoming phone numbers using Caller ID and to log the phone conversation f
259. nity The User Defined Fields window displays the custom fields for the selected Address Book entry or opportunity You assign values to these fields and if your system administrator has given you the access rights you can add change or delete user defined fields The Personal window contains the Journal and Expenses windows which provide a location to keep notes and financial records that are not associated with Address Book entries The Documents window displays the document entries for the selected Address Book entry or opportunity You can add new documents as well as files not created in Maximizer modify a document or delete a document Company Library OrderDesk B Accounting i Window Layout Chapter 8 107 Working with Maximizer The Company Library is used to store vital sales and marketing information for everyone to access The Company Library allows you to preview and open any note and many types of files in the preview pane When you receive orders or inquiries from your website you can manage them using the OrderDesk window for tracking and post order fulfillment You can use the same OrderDesk window to enter a new order capture a payment for an order pre authorize a payment for an order complete a pre authorized payment for an order and refund a payment for orders that come to you by telephone mail or other methods OrderDesk allows you to track the status of your inquiries and orders whether y
260. nk Fields option shows all fields in the Address Book not just those with values defined for the Address Book entry All The Best Spirits n B mco HES List amp g Actions v Preferences a i E O Linen gt 15 fi is Edi Basic Information User Defined Fields Activities Address Book Entry OEE TA AN Name and address Other information E Company 2 a All The Best Spirits Phone numbers New Company and New Contact Dent Main 7 few 601 8000 ER Individual F Fax 6 601 8001 Division Address 1 1155 E Putnam Ave Address 2 Address City Town Riverside St Prov CT Zp Postal 06878 Country USA Key Fields for General Customer ed Primary Interest Last Visit Annual Sales Retail Wine Cost Region US Northeast Industry Wine Retail Size of Client First Contacted Date As an agent distributor Cell oa J Email addresses Website _ Main Jescona maximizer com Email 2 X J Email 3 Da J Website fwwwamaximizercom Company details Category Distribut ler Account Manager Mark Bert Full access Public Read access Public Denotes required field Chapter 8 123 Working with Maximizer Create a Default Address Book Entry Default entries are user specific so each user in the Address Book can have different default entries If you are logged in as the MASTER user you can edit multiple default entries at o
261. ntry is considered a possible duplicate if only the first field matches e If all three fields are defined in the list an entry is considered a possible duplicate if only the first field matches or if both the first and second field match If the first field doesn t match an entry is never considered a possible match even if the second and or third field matches Maximizer displays the list of possible duplicates in order of number of fields matched List 1 OR List 2 OR List 3 1st Field 1st Field 1st Field OR OR OR 1st amp 2nd Field 1st amp 2nd Field 1st amp 2nd Field If the Address Book has been upgraded from a previous By default partial matching is disabled To turn partial matching on version of Maximizer and duplicate checking was enabled partial matching is enabled after upgrading the Address Book to the new version select the Allow partial match checkbox The Allow partial match checkbox applies to all Duplicate Check Lists You cannot allow partial matches for some lists and not for others Partial matching is relevant only if no exact matches exist If all the fields in any of the duplicate check lists match an existing entry it is considered a duplicate entry and partial matching does not apply However if Maximizer finds no exact matches it returns a list of entries matching any of the fields from the duplicate check lists Permission to Create Duplicate Entries If some
262. o Maximizer documents Microsoft Outlook Add In is not the same as Outlook synchronization Outlook synchronization is always available as an option in Maximizer under File gt Preferences gt Outlook Synchronization lt Back Nen Cancel Enis step applies to Typical installations only Select which sample Address Books to install and click Next Note that the EsconaTutorial Address Book is required for the Maximizer Training Guides Maximizer CRM 10 Entrepreneur Edition es Select Sample Data Maximizer ul Entrepreneur CRM Select the sample data you want to install clear the sample data you do not want to install Escona Tutorial Select All Clear All lt Back Cancel Chapter 3 25 Installing Maximizer BREA his step applies to Custom Installations only Select which features to install and click Next Maximizer CRM 10 Entrepreneur Edition es Select Features 7 Select the features setup wil instal Maximizer Entrepreneur CRM Select the features you want to install and deselect the features you do not want to install Description Core system files E Maximizer Modules H Database Components E Maximizer Companion Applications Microsoft Office Integration Corel WordPerfect Office Integration H Maximizer Online Documentation E Maximizer Sample Data 936 09 MB of space required on the C drive 8488 83 MB of space available on the C drive
263. o No 1 604 732 2314 No No 403 732 2314 No No 732 2314 No Yes 497 2314 No No 2314 Yes No 3514 No No 14 No No For instructions on enabling and configuring Exact Phone Number Matching refer to Configuring Maximizer to Use TAPI on page 100 100 Maximizer CRM 10 User s Guide Configuring Maximizer to Use TAPI To configure TAPI from Maximizer select File gt Preferences and click the Dialing tab Before you can configure Maximizer to use TAPI you must have a TAPI enabled telephone system and your computer s modem must be configured to use TAPI You can configure your modem for TAPI through the Windows Control Panel Control Panel gt Phone and Modem Options gt Advanced tab For more information refer to your TAPI system and Windows documentation gt To configure Maximizer to use TAPI In Administrator select File gt Users A Select the user for whom to enable TAPI and click Preferences Click the Dialing tab 4 In the Method group box select the TAPI option 5 Click Properties g Fill in your location information and click OK twice to return to the Maximizer Dialing Preferences Location Information fez Before you can make any phone or modem connections Windows needs the following information about your current location What country region are you in now Canada a What area code or city code are you in now 604 If you need to specify a carrier code what is it
264. o not need to add user accounts or set up user and group security 5 Set up security for users and security groups You may want some users to have more access to your Address Book data than other users Administrator lets you restrict access to specific users and groups of users For information about users and security groups refer to Setting up Users and Groups on page 45 38 Maximizer CRM 10 User s Guide 6 Test the Address Book In Maximizer log into the new Address Book with one or more of the new user accounts or as the MASTER user if you did not create any new user accounts Creating a New Address Book The location of this folder may be different if you specified a different folder during the Maximizer installation Use Administrator or Maximizer to create new Address Books Maximizer Address Book files are stored in the Documents and Settings All Users Application Data Maximizer AddrBks folder If other users should be able to access these files you must grant those users access permissions to the folder After the new Address Book is created and added to the list of Address Books in Maximizer each networked computer receives the updated Address Book list when logging in gt To create a new Address Book Select File gt New Address Book New Address Book BE New Address Book name Address Book name A Type the name of the new Address Book in the Address Book name field a
265. o transfer your Address Book entries using Direct Address Book access select the target Address Book before clicking OK Transfer xs Cancel Direct Address Book access Available target Address Books Escona Promotion Escona Sales Escona Tutorial General Location of target Address Book A login dialog box appears 5 Type your User ID and Password to log into the target Address Book and click OK The Transfer Address Book Entries dialog box appears Chapter 12 271 Managing Address Book Data g Select the Transfer options For example you can choose whether to include user defined fields documents notes appointments Hotlist tasks and opportunities Enter a Message to log to notes to be logged for each Address Book entry affected by the transfer in the source Address Book if necessary E To set the advanced options click the Advanced button See the F1 help for more information on each available option 9 Click OK to begin the transfer When the transfer is complete the Transfer Summary displays the results of the transfer If you chose to email the data Maximizer prepares the transfer file with an MET extension as an email file attachment and displays the Compose Mail Message dialog box EN Applies to Email transfer only Enter the email address where you would like the transfer sent See the Maximizer online help topic Receiving Maximizer Data by Email for deta
266. ocument You can also customize existing templates to suit your needs Documents A Maximizer Word Processor document is always specific to an Address Book entry or opportunity Typically documents are created from one of the templates created with the word processor A document can be a letter a fax a flyer or anything you write with the word processor and send by mail fax or email Location of Templates and Documents When you use the Maximizer Word Processor to save your templates and documents they are automatically stored in the database not the Address Book folder Therefore they can be viewed only through the Maximizer Word Processor and not Windows Explorer or another file management tool 178 Maximizer CRM 10 User s Guide Use Microsoft Word or Corel WordPerfect Dynamic links are created in the Word document only if the the Link checkbox is selected in the Insert Merge Field dialog box For more information on inserting merge fields refer to Use Merge Fields in a Document Template on page 179 You can use Word or WordPerfect as your word processor Both applications are fully integrated with Maximizer Ensure Word or WordPerfect is installed prior to installing Maximizer Maximizer adds a button to the Maximizer custom toolbar for launching your word processor and adds a set of Maximizer buttons to the toolbar in the word processor itself If you want to use the template files associated with Wo
267. odify delete other owners notes privileges 52 modifying My Work Day view 110 modifying group access settings 60 MTI files 284 MXD files 284 MXI Maximizer XML Interface files 248 251 285 MXI files 284 Mxzhol nam file 239 My Work Day caption text 66 My Work Day View 110 notes adding 131 deleting old 275 history 131 permissions 51 privileges 52 report 222 types 131 275 Notes window 106 131 Novell GroupWise 86 numeric user defined fields 72 0 online documentation 15 help and documentation 12 manuals 15 operating system system requirements 8 opportunities adding 213 completion reasons 66 211 confidence ratings 66 211 email notes 131 graphing 225 history notes 131 IDs 66 213 new 213 notes 131 permissions 51 probability of close 66 211 report 222 stages 66 211 verification and recovery 240 Opportunities window 105 318 Maximizer CRM 10 User s Guide Opportunity Pipeline report 216 optional fields 66 options system 66 OrderDesk permissions 51 report 222 window 107 organizational charts 162 163 Outlook integration 188 198 Outlook Style window layout 107 Outlook synchronization 199 Outlook Synchronization see Microsoft Outlook Synchronization overview page caption text 66 owner field 62 P passwords changing 49 default 49 MASTER user 41 PDF 12 15 Peg Board 160 marking yourself out 151 status of co workers 160 working with calendar 105 permissions groups 51 users
268. oe Napoli amp Jon Bowser amp Lou Jones amp Lucy Garcia amp Mark Bertolli amp Matt Graham amp Miranda Corell 2 Wonda White Using the Address Book Entries Tab Use this tab to search for Address Book entries and assign them to an appointment Also use this tab to unassign the current Address Book entry from the appointment e Search for entries by Last Name or by Company Select an entry in the search results list and click the right arrow to add the entry to the Assigned Attendees list e To remove an Address Book entry from the Assigned Attendees list select it and click the left arrow e Ifthe appointment is linked to a case or opportunity you cannot remove the assigned Contact from the Assigned Attendees list 156 Maximizer CRM 10 User s Guide Use Action Plans to Create Appointments and Hotlist Tasks You can create Action Plan templates which can later be scheduled to create appointments and Hotlist tasks for Address Book entries Action Plans can apply directly to the Address Book entry or to an opportunity for an Address Book entry You can also schedule Action Plans to create personal appointments and Hotlist tasks gt To create an Action Plan template Select File gt Action Plan Library E click add Action Plan Library xs Action plan templates Manage Leads List Add Performance Review Plan Sales Plan Simple Service Plan Copy
269. of the information associated with the Contact cannot be mapped to a Maximizer field in this tab the information is imported as user defined fields In ACT First and Last Name belong to the same single field The correct names may not be properly imported into Maximizer For example a Contact Toni Spooner female in ACT is imported into Maximizer as Toni Spooner in the First name field and female in the Last name field Title Position Yes Department Department Yes In Maximizer Department is populated Position with the Department information of the first Contact and the rest in the Position field separated by comma Phone Phone 1 Yes Fax Phone 2 Yes Adds FAX to Extension field in Maximizer Mobile Phone 4 Yes Adds CELL to Extension field in Maximizer Alt Phone No Ticker UDF Ticker Symbol Yes Adds UDF to Company ID Status UDF ID Status Yes Adds UDF to Company 264 User s Guide ACT 2000 5 0 6 0 2004 2005 2006 2007 or 2008 Address Address City State Zip Country Referred By Web Site E mail Address Last Result Assistant Asst Title Asst Phone User fields for Contacts and Companies ACT 2005 2008 amp ACT 2005 2008 Premium only Maximizer CRM 10 Maximizer Address Division City Town St Co Prov Zip Postcode Country UDF Referred By Website Email Creates Table UDF named Result Creates UDFs for Contacts and Companies
270. og box select the user defined fields to transfer 80 Maximizer CRM 10 User s Guide Click the Transfer button Transfer User Defined Fields E Details UseAlternateForm Anniversary Birthdate Catalog Distribution Children s na gt Customer Profile Contact How Customer Profile ees Customer Profile First Contacted Date Customer Profile Have Internet Access Customer Profile industry Customer Profile Preferred ge Customer Profile Region 4 To copy the data into a target Address Book that is accessible from the computer select the Direct Address Book access transfer method Accessible Address Books are listed in Available target Address Books or If the target Address Book is not listed select the Email transfer method The data is compressed into a MET file and attached to an email message 5 If you selected Direct Address Book access select the target Address Book click OK and log on to the Address Book Maximizer transfers the user defined fields and notifies you when the transfer is complete If you selected Email click OK Maximizer creates an email message with the user defined fields attached in a MET file Type an email address in the To field and click Send Transfer E Transfer method C Email Direct Address Book access Available target Address Books Location of target Address Book DSN MAS_Esc Chapter 6 81 Configuring
271. ogin Intemet information Windows Access Enabled Email Website http www escona com 4 T t 5 In the User Defined Fields tab select the values of any user defined fields as appropriate You can set up these custom fields in the File gt Set Up User Defined Fields dialog box Refer to Setting up User Defined Fields for an Address Book on page 72 for more information 48 Maximizer CRM 10 User s Guide 6 Click the Access Rights tab Click the Modify User Access Settings button Add User Sc General User Defined Fields Security Groups Permissions Q Privileges Read inset Modify Delete Allow Global Edit Address Book a we OO Z Allow private entries User defined fields a a 7 l E Alow transfer User defined field setup Z a Z E E Alow import Notes a a mE E Allow export Documents a a Ma oO Z Allow sync contacts with extemal clients Mailing Address a we DO CI Modify delete other owners notes Company Library 7 z fy E CI Modify other users private entries OrderDesk M zl uw E CI Modify other users general information Opportunities 2 zl ml o User s roles User Group setup 7 en ail Accounting H a a O Z Sales Manager Senet a a a p V Sales Representative Modify User Access Settings OK Cancel Apply a Modify any of these settings as appropriate For an explanation of the relationship between user access rights user a
272. ok Data on page 240 Exporting Data from Maximizer on page 242 Importing Address Book Data from MXI or XML Files on page 248 Importing Data from Other File Formats on page 251 Field Mapping on page 253 Transferring Entries between Address Books on page 269 Purging Outdated Notes and Documents on page 275 System Reports on page 279 234 Maximizer CRM 10 User s Guide Backing up and Restoring Address Book Data This section explains how to back up and restore Maximizer Address Book database files which contain the majority of your Maximizer data including Address Book entries opportunities etc However if your Address Book uses a custom dictionary or holidays you must back up those files separately Instructions for backing up dictionary and holiday files are on page 239 Backing up an Address Book There are two types of backup procedures available e Regular Backup This backup procedure requires the Address Book to be closed Regular backup can be performed only in Maximizer e Quick Backup This backup procedure is performed on an open Address Book You can perform a Quick Backup from either or Maximizer If security is enabled you will need access to the MASTER user password Regular Backup the extension of the backup A regular backup is saved by default to the folder containing the SQL file is bak database files for the Address Book If you don t want to save the back
273. oks Defines the Maximizer Address Books that are to appear in the Address Books list when you are opening an Address Book The Address Book names should be separated by a comma as in COMMON_ WORKSPACES Address Book1 Address Book2 Address Book3 Each Address Book listed here should have a corresponding section in the MxzDir cfg file For example Address Book1 would have a Address Book1 section The local path of the Maximizer program folder on the Maximizer Application Server The Maximizer series number installed on the Maximizer Application Server This value is set by the installation program This entry is the network machine name of the Maximizer Server Refers to the UNC path of the Maximizer ServerShared folder The ServerShared folder is shared as MaximizerServer during a Maximizer installation For example a typical installation would have the entry Server Path UNC lt servername gt MaximizerServer AppendixA 283 Administrator s Reference Table 2 Address Book Settings in MxzDir cfg File Setting DB_SYS_TYPE DB_SERVER DB_NAME DB_USERFRIENDLY_NAME SERVICE_WORKSPACE_PATH Description The type of database used for the Maximizer Address Book The network machine name of the computer that hosts the Maximizer configuration file MxzDir cfg The actual name of the Maximizer database It can be different from the display name Path to the Address Book 28
274. older levels Mandatory User Defined Fields and System Fields D key fields are specified on the Some user defined fields are displayed in bold or with an asterisk Key Fields preferences tab in g Administrator File gt e Mandatory user defined fields are denoted with an asterisk Preferences gt Key Fields displayed after the field type e System fields are shown in bold black text Sort order There are two methods of changing the order of fields and folders e Drag and drop You can use the mouse to drag and drop fields or folders to a different position in the list Dragging it onto a field places it immediately below that field Dragging onto a folder places it at the top of the list inside that folder Holding the mouse on a folder for about a second expands the folder and then you can continue dragging the item to a specific position in that folder e Move Up and Move Down buttons Click the Move Up and Move Down buttons to move a field or folder up or down in the Chapter 6 75 Configuring an Address Book list These buttons only move items within their current folder level You cannot use them to move items in or out of folders Creating a New Folder for User Defined Fields Use the Set Up User Defined Fields dialog box to create new user defined fields and folders for use with Address Book entries opportunities and user accounts This dialog box is available from the File menu in both Administrator and Maximi
275. ome time by saving the graph settings as a graph template in the Graph Catalog After you generate the graph use the Catalog button to save your graph template Graphs for Address Book entries and opportunities are stored in separate catalogs the available catalog depends on whether the Address Book or Opportunities window is selected gt To use the graph catalog In the Graphing window click the Catalog button to open the graph catalog 2 Click the Add button to add your graph to the catalog Type a descriptive name and choose Public as the Owner to make the template available to all users 4 If you have a search saved in the search catalog select it in the search list to have Maximizer perform the search before generating the graph Graph Catalog for Address Book E Sayed graphs A Suppliers Retrieve Properties Delete Close Saved Graph Properties fez Name owner and description Name Suppliers Owner Joe Napoli X Er Name of saved search to execute prior to displaying graph Description Search lt None gt Sealing zE Once your graph template is saved to the Graph Catalog you can use the template when you next create a graph 232 Maximizer CRM 10 User s Guide CHAPTER Managing Address Book Data In this chapter Backing up and Restoring Address Book Data on page 234 Verifying and Recovering Address Bo
276. on E company Library 604 601 8000 co DB rersorai 604 601 8000 L i604 601 8000 ca 604 601 2000 on 604 601 8000 ca i604 601 8000 ca 604 601 8000 Ny etn 1604 601 8000 cA fi Schedule aTo do om 604 601 8000 cA Recent Ente oseon s009 a IE Farvew wines amp Sprts ar kad 604 601 8000 w 604 601 8000 604 601 2000 on 604 601 8000 ercon Maitenhea Berkshire JB Contacts G Onpoctnties JIE Feites Entries O notes SuBereNedrielea S Docimens G Adress Soak OrdeDesk Columns Defouk Contact View Ges A Cal Fie a EIH F stowbionk feks F7 Show hidden fils Name and Prone Numbers a Company ane Adress Field Value ABC Wine Shop ine 4801 2000 04 601 8001 Doton James Genera Manager 4 601 8000 04 601 8001 Johnson E4 Buyer a 601 3000 04 601 8001 Torres Manna Day Manager 0 n eE A Usesiternaterorm PS Sales h Marketing lf Customer Sevice Partner Retail Reseller Info Sf Ce 604 601 8001 je West 10th ree 604 601 8001 Vancouver BC 2R3 SYS ef Wines of Interest SH Customer Interests ff Partner Interests lt riled gt ress F for Help User NAPOLI Monday January 7 2008 SEPM You can also access user defined fields for Address Book entries and opportunities from the User Defined Fields tab of the dialog box for each Address Book entry or opportunity The folders and field names appear in a list on the left and the field values on the right
277. on page 50 For an explanation of each of the access settings refer to User Access Rights and User Group Access Settings on page 51 gt To modify access settings of an existing group Select File gt Security Groups A Select the group name Click Properties 4 Select the appropriate settings for the group and click OK 5 Click Apply to save the changes Chapter 5 61 Setting up Users and Groups Record Ownership In Maximizer many entries have an Owner field or Full Access and Read Access fields These fields control who can view or edit the entry Users can access their own private records all publicly owned records and private records owned by their group For example the user Alice of the Finance group can view all of her own records all records owned by the Finance group and all Public records See the example below as an example A Note for Dolton James ax CRAE E 2 B gJ Actions v Appointment Created a Sales Status Report With For All Occasions Jennifer Andrews James Dolton ABC Wine Shop Inc Moshe Pate Appointment details Date Recurring weekly every Friday from September 28 2007 until September 28 2010 From 3 00 PM Pacific Daylight Time Until 4 30 PM Pacific Daylight Time Priority Location Meeting Room Properties Details Date September 27 2007 Eull access Sales x Time 5 14PM Read access DELS Creator
278. on the same machine The Import Databases dialog box opens The file type is selected as Maximizer the Borland database engine is required during the import 2 for you automatically Locate the file you are importing If the file is a network file click the Network button or use the Drives field drop down list to access the folder In the Import Options group box select the Log Errors to File option if you want to log any errors that occur during the import process to a text file All other options in the Import Options group box are handled automatically by Maximizer 4 Specify how you want duplicate records handled and click OK If duplicate records are found in the data the option you select here determines whether or not duplicate records are combined They will be added to the Address Book Maximizer requires that each Address Book entry be assigned a unique Address Book entry ID If the import record contains an Address Book entry ID that is the same as an existing Maximizer Address Book entry or Contact the Address Book entry ID of the imported entry is automatically changed when that entry is added to Maximizer and this action is recorded in the import error message file 5 Click OK to begin the Import process During the import process a status indicator appears on the screen Click Cancel if you want to halt the import process 260 Maximizer CRM 10 User s Guide O the Errorlog txt file appears in g Onc
279. ontrolling window click the entry to which to add the file A Select Insert File from the Edit or shortcut menu Enter a Name and Owner of the file Select your user name in the Owner field if you don t want to share the file with other users If you want to link the file select the Link checkbox 4 Click Browse to browse to the file you want to insert Select the file and click Open The file is inserted in the Documents window You can also insert files that have been copied to the Windows Clipboard e g from Windows Explorer by right clicking in the Documents window and selecting Paste Link 182 Maximizer CRM 10 User s Guide Broadcasting Documents Using Mail Merge If you wish to send a letter an email or a fax to many recipients the Maximizer Word Processor s mail merge is the tool to use The merge feature allows you to send a single document to multiple Address Book or Contact entries via fax email or regular mail This type of merge is called a broadcast merge Because the word processor has merge fields for your Address Book information you can create a document with a merge field in place of a specific name These merge fields are replaced with the recipient s information when you perform the merge and send the document gt To send a mail merge To send a document in a broadcast merge you first create a list of Address Book entries that should receive your merged document You can create a list
280. ook entry If you prefer to use another word processor Maximizer integrates with both Microsoft Word and Corel WordPerfect Chapter 9 175 Communicating with Your Customers Working with Documents and Templates To create documents and templates you can use the Maximizer Word Processor which is always installed as part of Maximizer You also have the option of using Microsoft Word or Corel WordPerfect as your word processor Use the Maximizer Word Processor The Maximizer Word Processor is a separate application with a toolbar and menus that are similar to other commonly used word processors rio run a spell check with the gt To create a document document or template open in i Aaeeei Launch the Maximizer Word Processor in one of the following the page and then select ways Tools gt Spell Check or click the Spell Check button on the e Drag an Address Book entry to the Documents window toolbar e Click the Editor button or the Letter button on the Standard toolbar e Select an Address Book entry and click the Letter button To write a fax select Write a Fax from the Actions menu e Press F8 e Select Tools gt Maximizer Word Processor e Select Actions gt Write a Letter Write a Fax or Write a Document the word processor includes El Select File gt New if you want to create the document based on fax invoice letter and memo one of the word processor s templates Enter the document s templates You can custom
281. options before composing email option in preferences this dialog box opens only if you use File gt Send Email Otherwise the Compose Email Message dialog box opens directly and default preferences for sending the email are used To send emails to Address Book entries or users when scheduling appointments see Add a New Appointment to Your Calendar on page 151 The Email window works much the same as any standard email application but has additional functionality that enables you to easily integrate your Address Book entries with your email Using drag and drop you can quickly associate an email message with an existing entry in your Address Book or create a new entry in a few simple steps You can also create appointments and Hotlist tasks by dragging an email message to the Calendar window or the associated icon Calendar or Hotlist icon gt To send an email Click the Compose button in the Email window The Send Email dialog box opens Send Email E Send email options IV Save copy to entry s documents I Log to notes Include message body in note Logging Details A If necessary adjust the Send Email options Click OK The Compose Email Message dialog box opens Email Preview Pane Chapter 9 185 Communicating with Your Customers Compose your email message Select the Compose in HTML checkbox if you want to use HTML formatting 4 To attach a file click Add under File Attachments
282. or the matching Address Book entry The following requirements must be met to use TAPI with Maximizer e Your telephone system must be TAPI enabled e Your computer s modem must be compatible with TAPI e You must install your TAPI driver on your computer e Maximizer must be configured for TAPI as described in this section Requirements for Caller ID Specific requirements are essential to implement Caller ID detection e Caller ID service from the local telephone company e TAPI compliant hardware that is Caller ID capable e ATAPI component such as an INF file driver for your Caller ID enabled TAPI hardware e g UniModemV e Microsoft TAPI software components Even if you meet these requirements caller ID may not operate properly especially if your local telephone company uses a different standard for caller ID than your TAPI driver Contact your local phone company to obtain more information regarding your caller ID standard and compare it to the standard used by the TAPI driver Reasons why caller ID may not work If you use a TAPI enabled modem as opposed to a PBX H 323 or other TAPI hardware and your telephone company provide MESG format caller ID information rather than SDM another common format caller ID call detection is unlikely to work Microsoft s UniModemvV TAPI driver and MODEM INF file provided with most TAPI modems do not support MESG caller ID format which means your modem and Maximizer may
283. ou are using Word as your email editor To determine if Word is your email editor select Tools gt Options from the menu in Outlook and click the Mail g Maximizer Addresses button in new Outlook email message Chapter 9 195 Communicating with Your Customers Format tab If the Use Microsoft Office Word to edit e mail messages checkbox is selected the Maximizer Addresses button may not be available in the new email message dialog box gt To use Outlook to send an email message to a Maximizer Address Book entry In Outlook open a new email message A Click the Maximizer Addresses button The Maximizer Addresses dialog box opens BI Maximizer Addresses ca Search for Entry OK c Ol Last Name Company _ Cancel T Ignore leads Entries available for assignment from search results Name Email To Select Last Name or Company and enter the full or partial last name or company name to search for 4 Click Search The names and primary email addresses of the matching Address Book entries appear in the Entries available for assignment from search results list 5 Select the Address Book entry from the list and click the To Ce or Bcc button You can select multiple entries by holding down the Ctrl key or Shift key 6 Repeat these steps to add any additional Address Book entries as needed Click
284. our customers have received a response or had their order fulfilled Use the Address Book OrderDesk following window to view the orders and inquiries associated with the entries selected in the Address Book and Opportunities windows You can access this window if you have the Accounting Link Designed for use with QuickBooks add on component installed This window contains all your invoices estimates and purchase orders for your Address Book entries You can create these items in Maximizer and the transactions are automatically shared with your QuickBooks software For information on using Accounting Link see the online manual You can control what windows are displayed and how they re laid out The Window gt Window Settings gt Window Layout menu provides three Maximizer window views Classic Outlook Style and Custom e Classic displays the following windows below the controlling main windows This setting is Maximizer s default window layout e Outlook Style is somewhat similar to Microsoft Outlook s display The controlling windows form the left pane while the following windows occupy the top right and bottom right panes 108 Maximizer CRM 10 User s Guide e Custom allows you to control what windows are displayed For example use this option if you only want the Address Book and Calendar windows open without their following windows open Open the windows you want using the Window menu or the icons on the icon b
285. oviding you with instant access to all information about the person or organization with which you are dealing You can quickly handle all your communications from phone calls to email and record the results directly from the Hotlist gt To use the Hotlist window Click the Hotlist icon or select Hotlist from the Window menu A Select the Show Appointments option to have your appointments appear in your list with your tasks Use the view Filter to select the date range you want to show 4 To add a new task select Edit gt Add Task If a task is associated with an Address Book entry select the entry in the Address Book window and drag it to the Hotlist icon You can view or modify an existing task by double clicking the task 5 Select a predefined Activity from the drop down list click inside the text box to access or enter an activity Chapter8 147 Working with Maximizer a A task can be personal or associated with an Address Book entry To mark a task as personal select the corresponding option Otherwise the task is created for the current Address Book entry My Work Day cay PAn A n Ei ED Opportunities E October 3 2007 A Identity al opportunities Mckee Vicky Loretta Palmer Vineyards 6G Access Book Yr October 3 2007 A Complete identification of customer Mckee Vicky Loretta Palmer Vineyards GOctober 3 2007 B Review the details of the next step Mckee Vicky Loretta P
286. oxBase and FoxPro among others For more information refer to Importing from Other Contact Managers on page 256 252 Maximizer CRM 10 User s Guide Use the following tables to determine which import method to use Import Method s File Type File gt Import gt ACT 1 x 2 x 3 x 4 x 2000 6 x ACT 6 0 or 2004 or earlier dbf ACT 2005 2008 or ACT Premium ACT 2005 2008 and ACT for Workgroups 2005 2008 Premium for Workgroups 2005 2008 GoldMine 2 x 3 x 4 x 5 x 6 x GoldMine 6 5 or earlier dbf GoldMine 6 7 Corporate Edition GoldMine 6 7 Corporate Edition Organizer 1 x org Other Contact Manager Database Delimited txt prn Other Contact Manager Database Comma Delimited csv Address Book Entries Tab Delimited txt Clipper Summer 87 dbf Other Contact Manager Database Clipper 5 x dbf Other Contact Manager Database dBase III I IV dbf Address Book Entries dBase V dbf Other Contact Manager Database Visual dBase 5 x dbf Other Contact Manager Database FoxBase FoxBASE dbf Other Contact Manager Database FoxPro 1 x 2 x dbf Other Contact Manager Database Visual FoxPro 3 x dbf Other Contact Manager Database Field Mapping when you import from a recognized database type such as GoldMine or ACT Maximizer automatically maps the fields for you Chapter 12 l 253 Managing Address Book Data When importing some types of data files you n
287. p file name is displayed Maximizer CRM Ex The database EsconaPromotions has been backed up to LP E Archives EsconaPromotions bak on your database server Tl click ox Quick Backup The advantage of using Quick Backup is that you can perform frequent backups of any open Address Book If you choose to save the backup to the default location Quick Backup creates a subfolder named Backup in the same folder as the Address Book files The backup file name includes the current date as an identifier For example the following backup file was created from a Quick Backup 236 Maximizer CRM 10 User s Guide performed on March 23 2007 The backup was saved to the following default location C ProgramData Maximizer AddrBks EsconaTutorial Backup EsconaT utorial_20070323_01 BAK The _01 is added to the file name to differentiate between backups from the same day so a second backup on the same day would be saved as follows C ProgramData Maximizer AddrBks EsconaTutorial Backup EsconaT utorial_20070323_02 BAK Quick Backup also lets you determine how many backups are kept If you were to set Quick Backup to retain only five backups then when you create the sixth backup Quick Backup deletes the oldest backup gt To perform a Quick Backup Open the Address Book to back up A Select File gt Quick Backup Quick Backup Address Book Ex MASTER user password Lx Cancel Backup Option
288. personal information about an Individual or Contact Documents whose Owner field contains invalid characters or values Or see recovered entries you must log in as MASTER or have rights to open other users entries If you select Verify Only and Maximizer detects invalid records it prompts you to recover them Address Book Item Misplaced Document records User defined fields that do not have associated database views Invalid Table UDF Item records Invalid orphan Table UDF values Orphan Link Records When you choose to Chapter 12 241 Managing Address Book Data Description Documents whose Owner field contains an incorrect value User defined fields for which a database view has not been created Table user defined field items that have the wrong type Company Individual Contact etc Table user defined field values that reference non existent table items Opportunities that do not have a related Address Book entry recover the Address Book Maximizer transfers recovered Address Book entries into a single entry called Recovered on date of recovery and it transfers recovered Company Library documents into a single folder called Recovered on date of recovery You can then view the recovered entries and either delete or move them as needed gt To verify an Address Book In Administrator open the Address Book A Select File gt Address Book Verification Choo
289. pointment by clicking Remove link Add Appointment Ea 9 Scheduling Options Recurring kon v F I Completed Appointment Users Address Book Entries Opportunity for BridgeHead Winery Bryce Dana Duran Objective Acquire as distributor X Remove link 154 Maximizer CRM 10 User s Guide For more information on displaying products services and categories see Maximizer Help If the appointment you are creating is linked to an opportunity the assigned Contact is added to the Assigned Attendees list on the Address Book Entries tab If you click Remove link the Contact is removed from this list When an appointment is not linked to an opportunity and no Address Book entries are assigned to it the appointment is designated a personal appointment Select a location for the appointment and specify the needed resources These values are set in Administrator Use the Scheduling button to look for free times To set a priority for this appointment set a value in the Priority drop down list To keep the appointment details private select the Private Appointment checkbox When this option is selected even those with access to your calendar cannot see the appointment details The appointment appears in the calendar with the activity displayed as Private Activity To set an alarm select the Alarm checkbox You can display products services and categories related to the appointment by s
290. r 110 importing access rights required 52 Address Book entries 248 259 field mapping 253 259 income and expenses 168 vertical templates 43 website data into Maximizer 169 income expenses 168 importing entries 168 report 168 222 Individuals about 120 converting to Companies 130 inquiry form creating for website 169 inserting merge fields 178 179 228 installing ecBuilder 27 Maximizer 17 33 Maximizer licenses 29 Maximizer server 22 MaxLink 27 MaxMobile 28 upgrading from a previous version 20 Internet browser system requirements 8 J journal report 222 window 167 K Key Fields 81 83 key fields specifying 121 L layout windows 107 learning Maximizer 16 letters inserting merge fields 179 logging notes on 131 mail merge 182 used to communicate with customers 174 writing 175 licenses installing Maximizer licenses 29 lists Favorite 143 generating graphs from 224 Live Update 31 32 wizard 31 locations for appointments 66 logging Address Book transfers 271 enabling for phone calls 205 import error log file 258 log files 66 Maximizer Email Service 278 Maximizer Email Service Log Files 278 preferences 131 Lotus cc Mail 86 M macros operating in Word 178 running 117 security settings 178 mail merge 182 notes 131 mailing address permissions 51 mail out notes 131 mandatory fields 66 user defined fields 74 mandatory fields 170 user defined 136 manual notes 131 mappin
291. r Defined Field Rules elie a raga e group box The options in this group box apply only to table Edit Basic Information tab user defined fields To replace the current user defined field Details list values with a new list select Replace Table Field Values To add new table user defined field values to existing values select Add Table Field Values Note however that if the table user defined field is single value only the Add Table Field values option does not apply The new value always replaces the existing one Select the appropriate item in the Update Options group box This option applies only if you have entries selected in your Address Book window 126 Maximizer CRM 10 User s Guide a Click OK to perform the global edit You are prompted with a message to verify that you want to continue with the operation Global Edit E Edit Basic Information User Defined Fields Note Global Edit Rules 4 Mailing rules I Beceives IY Use Address Book entry s name in mailing address User Defined Fields rules Update options Add table field values g 6 C Replace table field values All Address Book entries in list Applies to Insert Modify action only View and Address Book Entries After entering your search criteria and clicking OK the entries that match the text you entered are displayed in the Address Book window gt To view and modify Address Book entries To view the de
292. r Name for Maximizer U Add Modify Appointment Appointment Tab Add Modify Plan Appointment Basic Information Case for Calendar day Calendar one month Calendar week Calendar weekly list Calendar Hotlist Email Window Estimate General Hotlist Task Hotlist Window Invoice Logging My Work Day Opportunities Window Properties for Group Purchase Order Schedule Action Plan for Address Book ent Schedule_an_Action_Plan Search for Knowledge Base Articles Solution Information amp Billing Status System Defaults Users and Resources Color Legend lt m Topics containing your search keyword are displayed in this list gt gt m Click this button to open the selected topic You can also open a gt topic by double clicking it Display To assist you with scheduling color bars indicate the attendees and booked resources locations for the appointment Note that this includes each of the users and resources locations you have selected for your Calendar window these users and resource are shown in the Calendar Users section To pop up a list of commands for managing appointments and tasks click your right mouse button You can view your weekly Calendar time period in 2 24 hour clock format by selecting the HH mm ss or H mm ss Time Style in the Control Panel gt Regional Settings gt Time tab To change the holidays that display in Maximizer select Holiday Editor
293. r directly below the field currently selected in the right column Once you have established the order of export fields as you would like it you can click the Catalog button to save the export list for future exports In the Export Catalog dialog box click Add to create a new saved export list or click Save to overwrite an existing export list The Retrieve button opens an existing export list 246 Maximizer CRM 10 User s Guide gt To export Address Book entries in CSV or Tab delimited format In Maximizer open the Address Book window A Select File gt Export gt Address Book entries The Export Address Book Entries dialog box opens Export Address Book Entries E Specify export file Eormat Comma Separated value v g text 4 Export options Indude field names as first record in export file F aaa97 From the Format drop down list select Comma Separated Value or tab delimited 4 Click the Browse button B Save As o Save in Archives Il gt cy EBy z Name s Date modified Type Size e Recent Places Desktop il No items match your search Joe Napoli Computer A lt 7 m 5 7 File name CRM_Contacts csv Save Save as type CSV C csv 6 hd Cancel 5 Specify the destination location and File name for the exported file 6 Verify that the format you selected previously appears in the Save as type field Chapter
294. rch your Address Book entries Address Book 185 Diplayed T157 Web Tools Reports Win 3 hdividuals aire ip 5 letter Note Phone fajidtor MPM E i ge el State Department Division A In the Search By field dialog box specify the search criteria You can select one of three options for updating the current list with your search results e Add search results to list searches the entire Address Book and adds the matching entries to your list If you change the maximum entries field to a value less than the system default value the value will remain as your default value for subsequent searches If you change this field to a value more than the system default value it will return to the system default value for subsequent searches The default values for the number of entries returned in a search is set in Administrator Chapter 8 139 Working with Maximizer e Narrow list searches your current list and reduces it to the matching entries e Replace list with search results searches your Address Book and replaces your current list with the matching entries If applicable specify the Range of the items to search 4 Specify the Maximum entries to be returned in your search This number is important to note because it affects what is displayed in your list after your search Search by City Town ES City Town D Range 3 Find matching Vv men 2 Individual
295. rchical structure of a Company or an Individual entry using organizational charts Maximizer users can also be viewed within an organizational chart Using drag and drop you can change the structure of the chart as well gt To view an organizational chart for a Company or Individual In the Address Book window select the Address Book entry for which you would like to view the organizational chart A From the View menu select Organizational Chart The organizational chart appears displaying the entry s associated Contacts in a hierarchical format e To view the organizational chart for the previous or next entry in the Address Book list use the Previous entry and Next entry buttons e Use the Print button to print the organizational chart e You can choose not to show the details such as a Contact s position by not selecting the Show details checkbox e To fit the entire organizational chart into the dialog box choose the Fit to page option j 45 Organizational Chart for ABC Wine Shop Inc o Ses m gi Actions 7 Show details Fitin window ABC Wine Shop Inc _ 1006 West 10th Vancouver BC 2R3 SYS Canada L Phone 604 Email escona maxir Organizational Chart for ABC Wine Shop Inc o oe F lt Web w 5 5 eid C E Actions Show details Fitin window Account Manager ABC Wine Shop Inc 1006 West 10th Vancouver BC 2R3 SYS Canada Ed Johnson Po
296. rdPerfect or Microsoft Word when installing Maximizer select the Custom installation option In the features dialog box choose the related option Maximizer Macro Security Setting While some of your personal macros may require a medium security setting to run Maximizer macros can operate in Word with a high security setting To adjust your macro security setting go to Tools gt Macro gt Security and make your selection in the Security Level tab After installing Maximizer and the first time you open Word you will be prompted to trust the Maximizer macros Simply select the Always trust macros from this source option and click the Enable Macros button the dialog box will not appear again Security Warning 2 x C Program Files Microsoft Office Office10 STARTUP Maxwin97 dot contains macros by Maximizer Software Inc Details Macros may contain viruses It is always safe to disable macros but if the macros are legitimate you might lose some functionality The security level is set to High Therefore you cannot enable macros from sources that you do not trust Disable Macros Enable Macros More Info Unlinking Merge Fields in Word You can insert merge fields from Maximizer into a Word document by using the embedded Maximizer toolbar The links between the Maximizer fields and the corresponding fields in the Word document are dynamic which means that the field values in the document change d
297. records from other applications in XML format you must ensure that the XML file conforms to the Maximizer XML schema The Maximizer XML schema file is named MXISchema xsd and is installed with Maximizer in the Program Files Maximizer directory The schema describes the XML elements and attributes used to identify records and fields for importing data into Maximizer After you have converted your data to XML format and it has been validated against the MXISchema xsd you can use the Advanced Import feature available in both Maximizer and Administrator to import this data into an Address Book The following pages provide detailed information about the Maximizer XML schema elements and attributes The names of and relationships between the elements correspond to the Maximizer Address Book fields with a few exceptions Several elements are named Detail These elements correspond to user defined fields e DetailDef definition of a user defined field e DetailDate date user defined field e DetailNumber numeric user defined field e DetailString alphanumeric user defined field e DetailList single value table user defined field e DetailListMulti multiple value table user defined field The following sections outline the tree structure hierarchy of Maximizer XML elements The first section outlines just the top level elements and the following sections outline the elements below the top level Mandatory elements are shown i
298. ress Book list 40 Maximizer CRM 10 User s Guide Maximizer System Login Accounts When you create a new Maximizer Address Book the following login accounts are created automatically e MASTER is required to log into the Administrator module of Maximizer e COMPANY is used for the company calendar which displays company events in the Maximizer calendar Company calendar events are created under the COMPANY user account This user account provides read only access of its calendar to all users When you create a new Maximizer Address Book the MASTER user account is created automatically This account is required to log into the Administrator module of Maximizer and to perform administrative tasks It is important to leave the MASTER user account enabled and with its default settings Maximizer requires this account to function correctly Note that the MASTER user account consumes a license only if you are logged into Maximizer with the MASTER user account It is important to change the password for this system login account from its default immediately after creating an Address Book For instructions on changing the account password refer to Changing the MASTER User Password on page 41 Chapter 4 41 Creating or Upgrading an Address Book Changing the MASTER User Password If the MASTER password for an existing Address Book has been changed and then you create a new Address Book the new Address Book will have
299. ring appointments in Outlook Therefore if you change the Private property of a single instance of a recurring appointment in Maximizer this change will not be synchronized to Outlook If you synchronize a recurring task from Outlook and then mark the task as complete in Maximizer Maximizer cannot create the next instance of the recurring task You should mark the task as complete in Outlook which will create the next instance of the task and then re synchronize with Maximizer If you synchronize a recurring task from Outlook and then delete the task in Maximizer all instances of the recurring tasks are deleted If you want to delete a single instance of a recurring task you should delete the task in Outlook and then re synchronize with Maximizer When using Outlook Synchronization group appointments in Maximizer synchronize to Outlook for the current user only However the synchronized appointment in Outlook includes all the locations resources and attendees information in the appointment notes Prepare Your Outlook Address Book Each Outlook contact that you want to synchronize must be assigned to a category Contacts are then synchronized with Maximizer Chapter 9 201 Communicating with Your Customers gt To assign a category to an Outlook contact In Outlook open the Address Book list you selected in the procedure described on page 190 For example if you selected the Contacts address list open Contacts as show
300. ription The Save As button allows you to save a modified Action Plan as a different template Enter a start date in the Start plan on field You can click inside the field and then click the ellipsis button to choose a date from a popup calendar 4 Click Advanced to toggle between the advanced and simplified view of the dialog box 5 Enter the Action Plan details The Replace current user with option allows you to assign another user to all appointments and tasks included in the Action Plan Similarly you can assign a specific appointment or 158 Maximizer CRM 10 User s Guide task to another user when the appointment or task is created or modified The Skip non work days option excludes days you have marked as non work days in your Calendar preferences from the Action Plan 6 Click More to add a new appointment or task to the Action Plan You can also modify or delete a selected appointment or task in the Action Plan using the More button Schedule Action Plan for BridgeHead Winery Ex Action Plan details Plan template Simple Service Plan 2 S Description Use on its own or with an existing Service workflow to follow up on resolved cases The start date is the resolution date Plan name Simple Service Plan Save As Start plan on October 11 2007 4 Advanced gt gt Action Plan activities 5 Activity Start date Assigned to Z Confirm that solution notes are com October 15 2
301. rivers 301 detailed 221 documents 222 Hotlist 222 income expenses 168 222 journal 222 Maximizer 221 notes 222 opportunities 222 OrderDesk 222 personal 220 phone log 222 related entries 222 system 279 transfer summary 271 user defined field tables and views 301 306 user defined fields 222 resources for appointments 66 restoring Address Book from backup 237 roles User s Roles 53 S sales Sales Manager user role 53 Sales Representative user role 53 saving email messages as Maximizer documents 196 graphs to the Graph Catalog 228 231 scheduling appointments 149 151 meetings in Calendar 149 searching Address Book entries 138 by a field 138 by all fields 139 user defined fields 139 security privileges 52 security groups 56 60 settings for Maximizer macros 178 users and groups 50 51 view rights 270 security groups 56 60 access settings 50 51 Accounting security group 57 creating 58 Crystal Reports Users security group 57 modifying access settings 60 permissions 51 privileges 52 record ownership 61 roles 53 user and group setup permissions 51 User ID list report 279 servers installing Maximizer 22 setting up automatic dialing 208 showing Index 319 appointments 146 151 blank fields 136 smart phone number matching TAPI 98 sort order of graph values 226 sort order of user defined fields 74 SQL Server driver 301 stages opportunities 66 startup options for Address Book 144 status ch
302. rties dialog box Once you have created a user defined field users can enter data in that field Types of User Defined Fields Encrypted user defined fields cannot be transferred imported or exported They are also not searchable There are four different types of user defined fields Each type has different properties and uses Table user defined fields enable you to select a value or values from a list This type of field is very useful for multiple choice or multiple value fields If you create a table user defined field with the single value only attribute no more than one value can be selected from the list which is particularly useful for fields where it wouldn t make sense to select more than one value Date user defined fields can store a specific date or an annually recurring date Alphanumeric user defined fields record any alphanumeric text letters and numbers up to a maximum number of characters that you specify Alphanumeric fields can be encrypted for security protection Note that you cannot disable or enable encryption once you have created the field Numeric user defined fields record any numeric value you wish to keep for the Address Book entries If you specify a number of decimal places for the user defined field you can use this field type for monetary amounts Chapter 6 73 Configuring an Address Book User Access Rights for User Defined Fields As the Address Book administrator you are re
303. rting 248 259 keeping notes on 131 lists creating 138 mandatory fields 66 opportunity 213 phoning 205 printing reports from 222 related entries 128 scheduling appointments with 151 searching for 138 synchronizing with Outlook 71 89 93 transferring 269 272 unlinking 129 verification and recovery 240 adjusting calendar and Hotlist preferences 148 email preview pane 185 icon bar 113 logging preferences 131 macro security settings 178 My Work Day view 110 text size 15 Administrator and user defined fields 106 137 overview 5 Advanced Import 248 251 Allow Global Edit privilege 52 Allow private entries privilege 52 62 Allow Sync Contacts with External clients privilege 52 Allow transfer and import export 52 alphanumeric user defined fields 72 appointments 149 adding to calendar 151 locations and resources 66 printing 221 reassigning 151 scheduling 151 synchronizing with Outlook 199 with Outlook Synchronization 90 automatic dialing 208 314 Maximizer CRM 10 User s Guide backing up Address Book 234 237 dictionary file 239 holiday file 239 blank fields showing 136 browser system requirements 8 c calendar changing holidays 149 printing reports 221 222 reassigning appointments 151 window 105 caller ID TAPI 97 categories Address Book entries 66 changing address book entries globally 124 toolbar 115 window colors and fonts 108 Chart wizard 224 228 charts organization
304. rts including revenue forecasts sales pipeline analysis account activity customer profiles and more Enhance your reports with charts numerical calculations and full color graphics Add new users to an Address Book Add new user defined fields at any time Generate weekly activity reports for a particular group or contact Coordinate group activities and information with security groups Import data from other programs including ACT GoldMine and Outlook Import data from a wide variety of databases including ASCII dBASE Access and XML Back up and restore Address Books Palm BlackBerry and Windows Mobile Access Easily access and update your Maximizer CRM information using a Palm OS BlackBerry Pocket PC or Smartphone device Administrator Chapter 1 5 Welcome to Maximizer In addition to Maximizer Administrator is a separate component used for managing administrative tasks Typically this component is handled by a technically proficient staff member to configure and manage the entire Maximizer application For example Administrator is used to create and manage Maximizer users apply licensing and create new Address Books You can also do tasks that are common to both Maximizer and Administrator such as backing up data importing and exporting data and producing reports Administrator can be accessed from the Maximizer program menu Start gt Programs gt Maximizer gt Administrator or from the File m
305. s Backup Location E Archives Browse M Retain last backups NOTE To restore your Address Book data use the Maximizer Administrator module Select Start gt Programs gt Maximizer gt Administrator to open Maximizer s Administrator module Then choose the Utilities gt Restore Address Book command Enter the MASTER user password If this box is disabled continue to the next step 4 Select the backup folder If you want to save the backup file to the default location Address Book folder leave the Backup Location field blank If you want to save the backup file to a different location click Browse Select a folder in the Browse for Folder dialog box and click OK The location is displayed in the Backup Location field 5 Specify the number of previous backups to retain Chapter 12 237 Managing Address Book Data 6 Click OK to begin backing up When the Quick Backup is complete a message box confirms that the backup was successful The backup file name and location are displayed Maximizer CRM The database EsconaTutorial has been backed up to E Archives EsconaTutorial_20080110_01 bak on your database server Click OK Restoring an Address Book from a Backup If you lose or damage your Address Book you can restore it to a previously backed up version When you perform a restore existing Address Book data is replaced with backup Address Book data
306. s Book entries Contacts Contacts Notes User defined fields Notes Documents User defined fields Documents Add Address Book Entries to Your Address Book Typically Company entries represent a corporate entity you would like included in your Address Book Individuals represent a person who is not affiliated with a company or organization Contacts are entries that are always associated with a Company or Individual Address Book entries refers to all Companies Individuals and Contacts in your Address Book window If you need to add people to your Address Book add them as Individuals or as Contacts of an Individual or Company If you need to delete a Contact its associated notes and documents are automatically transferred to the parent Company or Individual which ensures you maintain a record of all interactions with a company even during changes Note that depending on the type of entry you are creating determines its available Key Fields Mandatory user defined fields and Key Fields are set up in Administrator You have the option of opening Address Book entries in view mode or edit mode This setting is controlled in the Address Book window Preferences dialog box click the Preferences button You can also control this setting in the System Defaults preferences tab
307. s very large log file size Client Options apply to Company and Individual Address Book entries Contact Options apply to Contact Address Book entries Client Options and Contact Options are defined in the nested lt MatchMode gt and lt MatchDetail gt elements 288 User s Guide Element Name MatchMode MatchDetail Maximizer CRM 10 Valid Values Alwaysinsert Name Detail Equivalent Field s in Maximizer Address Book entry update options Contact update options Always insert Address Book entry update options Contact update options Use IDentification field to match entries Address Book entry update options Contact update options Use Name field to match entries Address Book entry update options Contact update options Use this user defined field to match entries Address Book entry update options Contact update options Use this user defined field to match entries Description Inserts all Company Individual and Contact records from the import file and does not match imported records to existing records Duplicate entries may result Uses Address Book identification values as the criteria for matching records For Company and Individual records this option uses the Client ID field to match entries For Contact records this option uses the Client ID and Contact Number fields to match entries Company records will use the Company field and Individual and Contact records
308. s you generate the graph using the entries listed in the Address Book or Opportunities window For example if your Address Book window currently lists all Address Book entries between A and M only those entries will be graphed Once your list contains the entries you re trying to graph click the Graphing button or choose Graphing from the Tools menu to begin the process of constructing your graph You can graph any table or date field in your Address Book such as City Town State County Province Opportunity Status to name only a few and any table or date user defined field Maximizer creates graphs and charts for all kinds of purposes You can print your completed graph from Maximizer or save it as a high quality image file that you can use in documents and presentations If you often create the same type of graph you can save a graph template to a catalog which you can retrieve at any time You can even add a custom button to your Maximizer toolbar that instantly creates a graph from one of your saved templates The Chart wizard walks you through the steps of creating a graph or chart You can then edit the final product to make it look attractive Chapter 11 225 Reporting and Graphing Graph Your Address Book Entries or Opportunities Generating a graph from your current list of entries is a simple process gt To create a graph Create the desired list of entries in the Address Book or Opportunities window and then
309. s Attachments Document Groups Sales Opportunities History ACT 2005 2008 amp ACT 2005 2008 Premium only Maximizer Creates UDFs named Details Field 1 Details Field 15 Users Notes Hotlist Task Appointments Notes Attachments Document Groups Opportunities Notes Imported Yes Yes Yes Yes Yes No No No No Yes Chapter 12 Managing Address Book Data Comments Adds UDFs to Company Some UDFs that belong to some different Contacts in ACT may be lost ACT users are imported into Maximizer as users Passwords are set to maximizer if the import was done using a DBF file Users are displayed in the Administrator s Users dialog box which may be accessed by selecting File gt Users If a user name contains spaces the spaces are replaced with underscores and the user names are shortened to 9 characters if necessary By default passwords for users are set to maximizer Passwords can be changed manually for each imported user The Duration information of a task in ACT is imported as Prior to task in Maximizer The Company name of some conflicting tasks may not be preserved Recurring appointments are not imported Each entry from the History tab in ACT becomes a Note in Maximizer 265 266 Maximizer CRM 10 User s Guide GoldMine Data Conversion The following table describes field mapping between GoldMine and Maximizer Note th
310. s Books Advanced Import importing an MXI or XML file into an Address Book Calendar a Maximizer window in which you can manage your appointments Company an Address Book entry used to record information for a company or organization Company Library a shared library of company literature Contact an Address Book entry used to record information for an individual person associated with a Company or Individual type of Address Book entry Controlling window a main Maximizer window such as the Address Book window that determines what tabbed following windows are displayed The contents of the following window depend on which entry is selected in the main controlling window Crystal Reports a tool for generating reports Crystal reports are available for viewing and generation through the Reports menu in Maximizer default entry an entry such as an Address Book entry containing default field values that are propagated to new entries by default ecBuilder a tool to automate web based sales Appendix Cc 309 Glossary of Terms Escona the Escona Address Book is a sample Address Book included with a typical installation of Maximizer Using the example of a fictitious vintner in the Sonoma Valley this Address Book demonstrates many of Maximizer s possibilities Following window a tabbed sub window of a controlling window The contents of the following window depend on which entry is selected in the mai
311. s Installed with Maximizer CRM 0000 18 Windows Login Account Rights Required for Installation s cscee 20 Upgrading from a Previous Version Of MaxiMiZer cccscccsccsseesseessesees 20 Installing Maximizer CRM ccccssccceseeceeeeeeeeeaeeeeeeeeeseeeesseeeseeeeesineeeee 22 Installing ecBuilder Pro Lite cccccccsceeceseeeceeeeeeeeeeeeseaeeeseeeeesseeeesneeeseas 27 Installing MaxLink for Palm OS ccccccscesesssecsseeeseessneeeeeesseesseessseeseesees 27 Installing MaxMobile ssie aaae aa a aa aae daia 28 Adding and Removing Maximizer CRM Componentte cccseeeeeeeees 28 InStallingG E EASES aa r a sce a eaa aa a a a Aaa E eases 29 Installing a U OESE ccecccceececeseeeeeseeeeeeceeeeeneeeeeaeeeeseeeeseneeessneeessaees 29 Applying a License cisa e aea e aa aa Eea a Aaaa 30 Viewing Applied and In use Licenses ccccccssseceeeeeeeesneeeeeeeessneees 30 Updating Maximizer Installations with Live Update ceceeeseeees 31 Where to Go from Here eesriie tarana anitae aiaa aa Easa inkai saaana 33 Creating or Upgrading an Address Book s0ssssee08 35 What is Administrator oroia einai e a i ae a ai 36 Creating a New Address Book Checklist Setting up a New Address Book ceccceseeeseeteteeeseeeneeeees ii Maximizer CRM 10 User s Guide Chapter 5 Chapter 6 Chapter 7 Creating a New Address Book cccssee
312. s Using Advanced Import 0 00 248 Unattended Import of MXI or XML Files cccccceseestessteeeseeeseeees 250 Importing Data from Other File FOrmats ccssccssesseessesssresstessseessness 251 Field Mapping iweisivesscesssecesseceecsciveenencteiedeidaviacesnaeheee ii aiea 253 Moe M pO TE sitet de ane Re 254 Importing from Other Contact Managers cccesccssseesessseesseeeseees 256 Importing Data from ACT and GoldMine ccccescesesssseeseeenees 259 Field Mapping for Outlook cccscccesecesseeseeesseesseesseeeeseessneeseessetess 268 Transferring Entries between Address BOOkS ccssccssessseestsessseesneeeaes 269 What Happens During a Transfer ccccccccesessessecsseesseeeseessresees 269 Transfer Address Book Entries ccccccceesceceeeeceeeeeeeeeeeeeseeeeeeeeeeeaees 270 Transfer Summary Reports and LOGGING ccsscceeseeeseeeteessseesseesees 271 Adjusting Address Book Transfer SettingS c cccscssscssessteesseeeees 272 Converting Embedded Documents to Linked Documents 006 273 Purging Outdated Notes and Documentts ccesscceeeeeeeeeeeeeseeeeseneees 275 Using Log Files for Diagnosis esantis ai ea aa iaa eatae aaa 277 vi Maximizer CRM 10 User s Guide Appendix A Appendix B Appendix C Maximizer Email Service Log Files System Re pO TTS e isec ct Ale ood olf a Aaa aa clic Abe r aaa aaa aa a aeaa Administrator s Reference
313. se either the Verify Only or Verify and Recover option and click OK Verification Options Ea Verification Options Verify only Verify and recover Cancel Maximizer runs the Address Book verification process as well as the recovery process if you selected the second option When it is complete you see the Address Book Verification and Recovery 242 Maximizer CRM 10 User s Guide Information dialog box which contains a summary of each verification performed and the results of the verification Address Book Verification and Recovery Information x Checking the database for orphan Contacts 7 Discovered 0 lost invalid record s Recovered corrected 0 record s Checking the database for orphan alternate addresses Discovered 0 lost invalid record s Recovered corrected 0 record s m Checking the database for orphan notes Discovered 5 lost invalid record s Recovered corrected 5 record s Checking the database for Opportunity records with invalid Start_Date field value Discovered 0 lost invalid record s Recovered corrected 0 record s Checking the database for Notes with undefined Entity Type Discovered 0 lost invalid record s Recovered corrected 0 record s Checking the database for Orphaned Link Records Discovered 0 lost invalid record s Recovered corrected 0 record s ia 4 If you selected the Verify and Recover option open the Address Book in Maximizer and
314. search you can create a Favorite List so it can be easily accessed Favorite Lists are available in the Address Book window gt To create a Favorite List of entries Search for the entries you want saved in the Favorite List 2 Select View gt Favorite Lists and then click Add In the Favorite List Properties dialog box enter a Name and Description for the list 4 Select an option from the Full Access drop down list If you leave Public selected all users can modify or delete the Favorite List If you select a group or user only members of that group or that particular user can perform these actions 5 Select an option from the Read Access drop down list If you leave Public selected all users can see and retrieve the Favorite List If you select a group or user only members of that group or that particular user can see and retrieve the Favorite List g If you are creating a Favorite List for Address Book entries and want this Favorite List to appear each time you open Maximizer 144 Maximizer CRM 10 User s Guide select the Retrieve this list when an Address Book is opened option in the Favorite List dialog box Once this option is selected the setting overrides the Ask at program startup which Address Book list to view option on the System Defaults tab gt To retrieve saved Favorite Lists e To retrieve the list select View gt Favorite Lists and select the list you want to view You can also use the Vi
315. search results to list g Match one or more IV Individuals C Narrow list IV Contacts Replace list with search results Maximum entries EA ed Last Search Catalog Fy Cancel gt To save your search to the search catalog Enter your search criteria in the Search by All Fields dialog box A Click Catalog and click Add Specify the saved search properties and click OK Saved Search Properties E Details of saved search Name Distributors in Califormia Description Retrieves all Address Book entries that have distributors in California I Prompt for values when search is retrieved ull access Joe Napoli X Read access Public X eiro a The search is added to the search catalog To retrieve a saved search click Catalog select the search and then click Retrieve Chapter 8 143 Working with Maximizer Use the Undo Search and Last Catalog Searches Menu Items You can quickly undo a search or perform a recent search in the Address Book or Opportunities windows gt To undo a search e After performing a search select Search gt Undo Search This replaces the current list with the entries from the previous list gt To retrieve a previous catalog search e Select Search gt Last Catalog Searches and select a previous search This retrieves the list of entries associated with the previous catalog search Create a Favorite List from a Search After you ve performed a
316. ser Defined Fields When you create a user defined field a database view for that user defined field is also created You can use these views to report on user defined fields in Crystal Reports For example when a new Address Book user defined field called Salary is created a new view named A_Salary is dynamically created Based on the type of user defined field the view name is prefixed by a designated letter The following table identifies the view name prefixes for each type of user defined field Microsoft SQL View Prefixes The Microsoft SQL driver creates database views for user defined fields using the following prefixes Prefix Type of user defined field A_ Address Book O_ Opportunity U_ Users S_ System Database Driver Used to Create Crystal Reports Maximizer uses the native SQL Server driver MAS_ DSN exclusively to create Crystal Reports in this version of the software However Crystal Reports created in some previous versions of Maximizer were created using the Maximizer ODBC driver The Maximizer ODBC driver is still supported for compatibility reasons with previous versions of Maximizer If you are creating new reports for use with Maximizer use the SQL Server driver 302 Maximizer CRM 10 User s Guide Filtering Data In order to report on particular types of data you need to use selections or filtering in Crystal Reports Use the Select Expert Report gt Select Expert to select or filt
317. ser to an Address Book on page 46 Changing a User s Password on page 49 User and Group Security on page 50 Security Groups on page 56 Record Ownership on page 61 User Preferences on page 63 46 Maximizer CRM 10 User s Guide Adding a User to an Address Book Log in as the MASTER user in Administrator to perform setup or administrative tasks The default password for MASTER is control but it may be different if it has already been changed in any Address Book To use Maximizer you should create a personal user ID for yourself WD Ifyou are using Maximizer in a Before a user can log into Maximizer you must assign that person a single user environment and Maximizer user ID All security in Maximizer is based on user IDs and do not want to use user A security simply use the the rights you assign to them You should also assign a user Display MASTER user account Name which easily identifies the user throughout Maximizer When you fill in the First name and Last name fields in the Add User dialog box the Display name field is completed automatically to include the user s first and last name together You can change this display name W the user s name and contact Use the User Properties dialog box to enter a user s name and contact oe as information assign user defined fields specify access rights and add processor a user to security groups Note that you can also add users to securit
318. sition Buyer 1006 West 10th amp Vancouver BC 2R3 5Y5 D Phone 604 601 8000 Email escona maximizer com Web www maximizer com Category Partner Account Manager Lou Jones 604 601S000 General Manager Ed Johnson 123 Main Street amp Pittsburgh PA 87654 Martha Torres Position Day Manager 1006 West 10th amp Vancouver BC 2R3 SYS Canada i Phone 604 Email escona maximizer com Buyer 1006 West 10th amp Vancouver BC 2R3 SYS lt cat ce 604 601 8000 escona maximizer com If a user does not have rights to view a particular Close Address Book entry Private Entry displays in place of the entry details Chapter 8 163 Working with Maximizer gt To view an organizational chart for Maximizer Users From any Maximizer window select Users from the File menu A Click Org Chart Disabled users are shown in The organizational chart appears displaying all Maximizer users organizational charts in a hierarchical format ED Organizational Chart for Escona Tutorial users o lee B BH Bactons F Showdetails I Fitin window miranda Coren Lou Jones Position Warketing ianager Position System Administrator Dit Easisce Rona Petaluma CA 94954 USA i 658 775 0867 Email _Yones maximizer com Ht Ensiaie Rond Petaluma CA 94954 USA Phone 688 775 0877 Email mcorell maximizer com igraham maximizer com
319. sponsible for creating user defined fields in Administrator for Maximizer users However you can give any user the ability to create change or delete user defined fields in Maximizer by enabling the following access rights in Administrator File gt Users gt user gt Properties gt Access Rights e The User defined fields access right enables the user to assign values to user defined fields but not create fields e The User defined field setup access right enables the user to create new user defined fields For information about assigning user access rights refer to User and Group Security on page 50 You can also restrict user access to a specific user defined field The user defined field properties has options for Full Access read and write and Read Access read only permissions Add User Defined Field Folder Name lt Escona Tutorial gt FieldName Type Field may be added to Table X IV Companies IV Individuals IV Contacts Attributes I Single value only E E E f I Mandatory I Set to hidden Eull access Public zi Public z Creation Details Full Access and Requested by Lou Jones a Read Access Description permissions Speling oK Cancel The Full Access and Read Access fields contain a drop down list of users groups and Public Select which user s the Full Access or Read Access permission applies to
320. t of entries or select Send All or Print All to merge the document with all of your selected entries Click the Skip button to go on to the next entry Merge Options P eee Merge template with selected a 5 K i i li EE Dera Gaui Or Send Skip Send All Cancel Merged with Address Book list c Cc Print Skp Print All Cancel Merged with Address Book list Print options Current entry only C Allentries C Contact window entries Cancel A 7 Observe receives mail Format Rich text as attachment ASCII text as attachment ASCII text as body content 184 Maximizer CRM 10 User s Guide Sending and Receiving Email Both Maximizer and Administrator are used to control email preferences Select File gt Preferences to open the Preferences dialog box Use the Email window ro send emails to Address Book entries or users when scheduling appointments see Add a New Appointment to Your Calendar on page 151 O see Send Email Options on page 186 for information on setting these options You can use Maximizer s Email window to send and receive email email using your existing email system You can also email Address Book entries directly from Maximizer s main windows By default the Send Email dialog box opens when you compose reply to or forward email messages from Maximizer However if you disable the Always display the Send Email
321. tails of a Address Book entry click on the entry to open it A To select multiple entries click on the entries one at a time To select all entries in the current view click the gray box in the upper left corner of the Address Book window Columns Defautt Address Book View Aa Click this box to select all m FE riag A jame amp Phone Number entries in a list LAB Wine Shop ne 5 Agassi Cold Beer amp Wine Store 604 601 8000 Albert s Steak House 604 601 8000 All The Best Spirits 604 601 8000 3 Amelia Liquors South 604 601 8000 Chapter 8 127 Working with Maximizer Use Column Setups to Organize Lists Maximizer provides a selection of column setups you can use for the the Address Book and Opportunities windows You can also create your own column setups This allows you to display different fields in various combinations gt To create a column setup Select Column Setup from the View menu or click the Column Setup button on the View bar A In the Column Setup dialog box click Add The Defined View Properties dialog box opens Type a Name in the Details of View group box 4 Select an option from the Full Access drop down list If you leave Public selected all users can modify or delete the column setup If you select a group or user only members of that group or that particular user can perform these actions 5 Select an option from the Read Access drop down list If
322. tain a view filter and buttons for common tasks and the column setup You can also use the arrow buttons to move from one entry to the next The status bar displays help on the item your mouse pointer is over and shows the current user the date and the time As you work with Maximizer you ll learn to use the many time saving features To open one of the Maximizer windows click an icon in the icon bar or select an item from the Window menu If you re not sure what a button or icon does hold your mouse pointer over it to see a tooltip a short description The status bar also helps you with descriptions of buttons icons and menu commands Toolbars and the Quick Access section of the window give you quick access to frequently used menu commands You can display only the toolbars you want or even create your own custom toolbars Some functionality is common to both Maximizer and Administrator For example adding user defined fields and adding users can be done in both programs You can also refer to the Maximizer and Administrator Help for more information Select Address Book Entries There are different ways to select Address Book entries gt To select Address Book entries e To select an Address Book entry click on the gray box to the left of the entry To select multiple entries click on the entries one at a time while holding down the Control key down Or select an entry and while holding the Shift key down sele
323. te Close all programs running on the computer A Insert the Maximizer CD in the computer s CD ROM drive The setup starts automatically 4 Select Install ecBuilder Pro 6 0 Lite 5 Click Next and follow the on screen instructions to complete the installation Installing MaxLink for Palm OS MaxLink for Palm OS MaxLink the tool for synchronizing your data with your Palm operating system device is available from the Maximizer website as a download The MaxLink installation includes a Getting Started guide to get you started as well as a detailed manual with step by step instructions on using MaxLink These manuals are in PDF format gt To install MaxLink for Palm OS Close all programs running on the computer Fy Browse to the location of your MaxLink Setup files These are the files you download from the Maximizer website Double click the Autorun exe and follow the on screen instructions to complete the installation 28 Maximizer CRM 10 User s Guide Installing MaxMobile Refer to your MaxMobile documentation for specific instructions on installing MaxMobile Adding and Removing Maximizer CRM Components Expand the branches to add or remove sub components Maximizer enables you to add and remove specific components of the software without having to reinstall Maximizer itself gt To add or remove Maximizer CRM components Close all programs running on the computer A Insert the Maximizer CD in the comp
324. tentdedsavedlbavesseanaves 67 Preventing Duplicate Address Book Entries cccssscceeeceeeeeteeeseneeeeeees 68 Partial Matching ccccccccsssceeseneeceeeeeceeaeeeeeeeeeesaeeeeseeeesseaeeseneeeseneeeeas 70 Permission to Create Duplicate Entries c ccccscceeseeseeeeeeeeseeeeees 70 Configuring Duplicate Address Book Entry Checking ccscceseesees 71 Setting up User Defined Fields for an Address Book scccsscsesseeeteesnees Types of User Defined Fields cccccssccssecssecsssesstessessnressessseeesseess User Access Rights for User Defined Fields 000 About the Set Up User Defined Fields Dialog Box Creating a New Folder for User Defined Fields Creating a New User Defined Field cccccsscesessseesessssesseesnessaees Adding Items to a Table User Defined Field ccccesceereeeeeeeeeees Transferring User Defined Fields between Address Books 065 79 Creating Key Fields Lists c c ss ccisctisscevesiecevsieteiseevsveliveesiidesecaecateaenedbcacevetes Specifying Key Fields by Entry Type Restricting Key Fields to Specific Users Creating a Key Fields List ccsceceeees Recording Holidays in the Holiday Eqitor cccccssseeceeeeeeeeeeeeseneeeeeees Configuring Email Fax Phone and Synchronization 85 Setting Up Maximizer to Use Email ccccceccsceceeseeeeeeeeeeeeeeeeseeeeesseeseaes 86 Supported Email
325. ter 12 239 Managing Address Book Data Backing up the Dictionary and Holiday Files By default the Maximizer program folder is C Program Files Maximizer If Maximizer was installed in a different folder then change the path accordingly The Maximizer dictionary and holiday files are not backed up as part of the Address Book backup procedure s described previously Therefore if you have customized the dictionary or holidays you need to back up those files separately especially before upgrading or re installing Maximizer To back up the dictionary and holiday files copy them from the following location and paste them to another location preferably the same location where your Address Book is backed up The user dictionary file is unique to each Maximizer workstation so you will need to back up this file for each workstation User Dictionary File Location Program Files Maximizer MaData6 Userdict lex Holiday File Location Program Files Maximizer MaData6 Mxzhol nam 240 Maximizer CRM 10 User s Guide Verifying and Recovering Address Book Data You can verify and recover only Address Book verification enables you to quickly identify and resolve one Address Book at a time invalid and orphan items in your Address Book You should always run Address Book Verification and Recovery after upgrading or restoring an Address Book Also if database views have not been created for any user defined fields and are nee
326. th Sales planning meeting Ltunch and learnt Je O Aug 29 2005 O Aug 29 2005 O Aug 30 2005 Urcheck Al edt ut Users FF Loe Napot F M ceine Dancer F H Dariei Brown M W Lucy Garcia Mark Berton FF nat Graham m Location s Resource s I Board Room F interview Room I tieeting Room i Chapter 8 151 Working with Maximizer Add a New Appointment to Your Calendar If the appointment is assigned to multiple Address Book entries the text with multiple Address Book entries is displayed in the Name column of the Hotlist task You can easily schedule an appointment with Address Book entries other users or yourself The Add Appointment dialog box gathers all the information for the appointment the date and time the description and even who will be in attendance When scheduling appointments you can set an alarm in advance of the appointment mark yourself out of the Peg Board set the priority and even send an email to the selected users the associated Address Book entries and yourself You can schedule appointments from any controlling window or from the Calendar window If you add an appointment from a controlling window the appointment is linked by default to the current entry If you add an appointment from the Calendar window
327. th the exported Address Book entries along with their attributes and in the case of table user defined fields any items they contain Keep in mind that exporting user defined fields increases the length of time required for the export process and not selecting this option improves speed e Include notes exports notes associated with the exported Address Book entries including date and time owner creator type and text fields e Include documents exports documents associated with the exported Address Book entries including date and time document type document name creator owner as well as the document data itself Support non English characters converts the contents of the exported XML file to Unicode format which is required for languages using more than one byte per character such as Chinese If you don t select this checkbox characters will be exported in ASCII format gt To export Address Book entries in XML format In Maximizer open the Address Book window A Select the Companies and Individuals to export If you don t select any entries Maximizer will export all entries currently displayed in the Address Book list Select File gt Export Address Book entries The Export Address Book Entries dialog box opens Export Address Book Entries ca Specify export file File name Browse comet fT A 5 Export options E I7 Indude contacts r 7 Indude UDFs Indude notes F7 Indud
328. the same password as the existing Address Book and not control The default password for the MASTER user is control For security reasons you should change this password immediately after creating a new Address Book gt To change the MASTER user password Run Administrator and log into the Address Book as MASTER 2 Select File gt Users Select MASTER from the user list A Users eS User lst UserID _ DisplayName FirstName LastName Phone 1 Extension Email Address Windows Access BHOLLY Bille Holly Bille Holly 655 7750 bholly maximizer c Enabled CDANCER Celine Dancer Celine Dancer 555 775 0 edancer maximize Enabled COMPANY COMPANY Company Disabled DBROWN Daniel Brown Daniel Brown 655 775 0 dbrown maximize Enabled EMAILUSER EMAILUSER EMAILUSER Enabled J Jon Bowser Jon Bowser 555 775 0 ibowser mavimize Enabled J Joe Napoi Joe Napoli 555 775 0 jnapoli masimizer Enabled LGARCIA Lucy Garcia Lucy Garcia 555 775 0 Igarcia maximizer Enabled fag MASTER Louvones Lou dones 55 775 0 lionest maximizerd Enabled MBERTOLLI Mark Bertoli Mark Bertolli 555 775 0 mbertali maximize Enabled MCORELL Miranda Corell Miranda Corell 555 775 0 meoreli maximizer Enabled MGR amp HAM Matt Graham Matt Graham 555 775 0 mgraham maximiz Enabled WEBUSER WEBUSER WEBUSER Enabled WWHITE Wonda White Wonda White 555 775 0 wwhite maximizer Enabled Add Delete Org Chart Password
329. then choosing Email Selected Documents from the shortcut menu a x iis Sales Marketing ESCONA ESTATE WINERY Change of Address Phone Number Servic New Phone Number Cell Number New Emergency Contact Phone Number After filling out the form go to File gt Send to gt Mai Recipient and send the form to escona maximizer com Press FL for Help User NAPOLI Thursday October 11 2007 7 35PM The Company Library can store many different file types Provided that your system administrator has given you access to the Company Library you can add files folders and notes as either private or public entries If you use another word processor such as Microsoft Word or Corel WordPerfect for your correspondence you can even open a document from the Company Library merge it with one or more Address Book entries and print or send it as an email The easiest way to add an item to the Company Library is to right click on the folder where you wish to place the new item and select Add from the shortcut menu You then choose which type of item to add to the folder e Document select this item to add a file The file doesn t have to be a document but the preview only works for documents e Note select this item to add a text only document that you can write and edit in the preview pane e Folder select this item to add a new folder You can either create a new file
330. ther users if they have given you permission Calendar Window The daily view shows your day in half hour intervals use the Calendar Hotlist preferences tab to change this interval length If the appointment is assigned to multiple Address Book entries all the entries are displayed in the pop up window A scroll bar appears when all the appointments don t fit in the day cell Chapter 8 149 Working with Maximizer The Calendar window is where you schedule meetings and appointments You can view add update and delete appointments The following views are available in the Calendar window Daily Weekly Weekly List and Monthly All views allow you to see your appointments at a glance To assist you with scheduling color bars icons indicate the attendees and booked resources and locations for the appointment You can display the appointments for other users if they have given you access to their calendars Calendar access is set on the Calendar Hotlist tab in preferences Use the Utilities gt Holiday Editor in Administrator to set up the holidays that are displayed in the Calendar window These holidays can be changed For further information see Recording Holidays in the Holiday Editor on page 84 gt To view appointments in the Calendar window In the Calendar window click the associated button to choose your calendar view Daily Weekly Weekly List Monthly or Today A In the monthly vie
331. to that contact Which Maximizer Address Book entry is associated with the Outlook contact depends on how the association was created e Ifyou are using Outlook Synchronization and the Outlook contact is synchronized with Maximizer the View Contact in Maximizer button takes you to the synchronized Address Book entry e Ifthe Maximizer Address Book entry was created from Outlook using the Save Sender as Contact in Maximizer button the View Contact in Maximizer button takes you to the Maximizer Address Book entry that was created previously e Otherwise Outlook Integration uses email addresses to associate Outlook contacts with Maximizer Address Book entries so if more than one Maximizer Address Book entry has the same email address as the selected contact all matching Address Book entries are highlighted in Maximizer It matches based on Email 1 2 or 3 in the Maximizer Address Book entry gt To view a Maximizer Address Book entry from Outlook In a mail or contacts window in Outlook select an email message or contact A Click the View Contact in Maximizer button The Address Book window in Maximizer opens The related entry is highlighted in the list Use Outlook to Send an Email to an Address Book Entry You can use Outlook to send an email message to a Maximizer Address Book entry even if that Address Book entry does not have a related contact record in Outlook Please note that this method may not be available if y
332. ton Properties dialog box click Next and then edit the Tooltip and Status Bar Help text if you wish Then click Next Toolbar Button Properties ex General Search catalog ERRWreoa ueien a d Description All address book entries that have set the Tooltip Do not solicit by Email only Status barhelp Retrieve a search catalog Do not solicit by Email only lt Back Cancel EJ Select the type of button you would like to display in the toolbar and then click Finish or Next depending on the option you chose Toolbar Button Icon es Select the type of icon to display on this toolbar button Extemal image file bitmap If you choose to display the default button Maximizer will select the button automatically and you may go on to step 11 g If you choose to use a Standard Maximizer button select one of the available buttons Standard Maximizer Button ca Select a button SEE S O D 3 lt Back Cancel Chapter 8 119 Working with Maximizer 1 Of you choose to use an External image file bitmap locate the image using the Browse button External Image File fea Filename E lt tc ores EBE click Finish uA desired change the position of the new button on the toolbar using the arrows Customize Toolbar a Toolbar kna oK Si m i Cancel 9 Move but
333. ton left or right Button properties Retrieve a search catalog Do not solicit by Email only Tooltip Do not solicit by Email only Status bar help Retrieve a search catalog Do not solicit by Email only Retrieve a catalog in Address Book a Icon BREA click OK and then click OK again to close the Toolbars dialog box 120 Maximizer CRM 10 User s Guide Keeping Track of Your Prospects and Customers Maximizer s focus is on Address Book entries Companies Individuals and Contacts The Address Book window gives you the ability to manage your daily activities with companies and the people who work for them In addition to the basic Address Book information including addresses phone numbers and email addresses you can record other important information such as relationships between companies or extra details like the business type As you work with the Address Book entries in your Maximizer Address Book you can keep notes on your activities so you can always have a history of your activities with your customers Company and Individual type Address Book A Company represents a entries contain Contacts company or organization T l people associated with C An Individual is a person a Company or ompany not affiliated with any Individual You can company or organization attach notes user dividual defined fields and Individua documents to Addres
334. tor are accessible through the Live Update button on the System Options tab in File gt Preferences gt To start the Live Update Wizard e Ifthe Enable automatic Maximizer Live Update notification option is selected in the Live Update options in Administrator a message box shown below notifies you when new updates are available Click OK to start the Live Update Wizard e In Administrator or Maximizer select Help gt Maximizer Live Update gt To download software updates from the server Start the Live Update Wizard as described above Maximizer Software Inc Live Update A N Welcome to the Live Update Wizard This wizard helps you download updates for your Maximizer Software Inc products ENA ES To begin click Next Cancel A Click Next The Live Update Wizard connects to the Live Update Server to check for any available updates Select the update s to download 4 Click Next to download the selected updates 5 Click Finish to close the wizard The downloaded executable file should launch immediately to start the installation Chapter 3 33 Installing Maximizer Where to Go from Here e Create a new Address Book or upgrade an existing Address Book to the latest version of Maximizer as described in chapter 4 Creating or Upgrading an Address Book on page 35 e Create login accounts for Maximizer users and assign users to security groups as described in chapter 5 Setting
335. u select the Typical installation unless you have a specific reason not to Custom enables you to select specific Maximizer modules to install Select this option only if you have a specific reason to alter the default Maximizer installation provided by the Typical installation If you would like to install additional components such as Form Designer click the to expand the selection 24 Maximizer CRM 10 User s Guide EEN you have Microsoft Outlook or Microsoft Word installed on this computer the wizard prompts you to integrate either or both of those applications with Maximizer Select which applications to integrate and click Next Maximizer CRM 10 Entrepreneur Edition Ex Microsoft Office Integration Maximizer m Entrepreneur ORM Setup has detected that you have Microsoft Office installed Please select the following Microsoft Office applications that you would like to integrate with Maximizer CRM 10 Entrepreneur Edition falls an n toolbar into Microsoft Outlook This toolbar allows you to save Outlook contacts and email messages to a Maximizer Address Book to open Maximizer Address Book entries from Outlook and send email to Maximizer Address Book entries M Microsoft Word Detected This adds a button to the Maximizer custom toolbar for launching Microsoft Word and adds a set of Maximizer buttons to the toolbar in Microsoft Word to insert merge fields perform mail merges and link your word processor files t
336. up to this location you can browse to another one gt To perform a Regular Backup To verify currently logged in users open the Address Book in Administrator and select Reports gt Current Users Ensure that no users are logged into the Address Book you want to back up A In Administrator close the Address Book and select Utilities gt Back Up Address Book Select the Address Book to back up and click OK Back Up Address Book Ex Available Address Books Escona Sales Escona Tutorial Cancel General Location of Address Book DSN MAS_EsconaPromotions Chapter 12 235 Managing Address Book Data 4 Enter the MASTER user password and click OK Login Em Login credentials Address Book Escona Promotions User ID Password The Backup Restore Details dialog box opens Backup Restore Details ese Cancel Browse 5 Select the backup folder the default location is where e If you want to save the backup to the default location leave the SQL database files for the eee the Backup Location field blank e If you want to save the backup file to a different folder click Browse Select a folder for the backup file and click OK Maximizer starts backing up the files Depending on the size of the Address Book the backup could take several minutes or several hours A message box confirms that the backup is complete The backu
337. users or groups require the ability to create duplicate Address Book entries you can select a user or group from the Duplicates may be entered by drop down list If more than one user requires this ability add those users to a new security group and then select that group from this drop down list In Maximizer s Duplicate Address Book Entry Found dialog box the user s can then choose the Add the new entry option Chapter 6 71 Configuring an Address Book Configuring Duplicate Address Book Entry Checking gt To configure duplicate Address Book entry checking In Administrator select File gt Preferences A Click the Address Book tab Select the Check for duplicates when adding Address Book entries checkbox 4 From the Duplicate check list field select one of the Duplicate Check Lists 5 In the Fields to match for the selected list box select the first second and third field to match You can select up to three fields but selecting all three fields is not required 6 Repeat the previous two steps to configure any of the other Duplicate Check Lists To enable partial matching select the Allow partial match checkbox a If you want any users or groups to be able to create duplicate entries select the name of the user or group from the Duplicates may be entered by drop down list 9 Click Apply and then click OK Preferences E System Options System Relds Locations Resources Key Fie
338. using the associated application or you can browse for an existing file on your hard disk drive or network If you browse for a file you can choose to either link or embed the file in the Company Library Embedding is usually a better choice as a link is only a shortcut to the original file which may get moved renamed or may not be accessible to all Maximizer users 166 Maximizer CRM 10 User s Guide Most file types are supported in the Company Library if you have the associated application installed on your computer These include the following file types DOC and RTF files Microsoft Word XLS files Microsoft Excel PPT files Microsoft PowerPoint HTM and HTML BMP files bitmaps TXT files text and Company Library notes JPG GIF and TIF files graphic files PDF files Adobe Portable Document Format files MXD files Maximizer Documents MSG files Outlook Email Messages Chapter 8 167 Working with Maximizer Making Entries in Your Journal If you always want a journal entry to appear at the top of the list in the Journal window type or select a date that is a few years in the future The Journal window provides you with a location to keep personal records Journal entries can be business activities reference notes and personal ideas These entries are similar to notes except they are not attached to an Address Book entry You can add journal entries up to
339. uter s CD ROM drive On the Setup CD Autorun screen select Install Maximizer CRM If the setup doesn t start automatically you can start it manually by running setup exe from the Max folder of the CD e g Max setup exe 4 Select Modify and click Next Checkboxes are automatically selected for any currently installed components 5 Select the checkbox beside any components to add 6 Clear the checkbox beside any components to remove If a component is already installed and you want to keep it do not clear the checkbox beside that component Click Next Maximizer begins the update Installing Licenses Installing a License Chapter 3 29 Installing Maximizer When you purchase licenses from Maximizer Software you receive a Product License Number PLN which includes licenses for a specified number of users Maximizer comes with a default single user license Because Maximizer licenses are stackable any additional licenses applied to Maximizer will be added to your current license count For example if you have the default single user license and want to upgrade to eight licenses you need a new PLN for seven users only and you can apply it in addition to the original single user PLN Note that the MASTER user account is always enabled and it consumes a license only if you are logged into Maximizer using the MASTER user account After you install Maximizer or purchase additional licenses you must install
340. utton The Save Contact to Maximizer dialog box opens If necessary change the Address Book entry type If you select the Contact for an existing Company Individual option click Search to find and select the Address Book entry for which you want to create a contact 4 Edit the information in the available fields as required 5 Click OK to save the changes If you deselected the Confirm when creating Contact checkbox as described in Set Preferences for Creating Entries on page 191 Maximizer creates Address Book entries as follows e f Individual is selected in the Default Contact Type drop down list Maximizer creates an Individual Address Book entry e If Company Contact is selected in the Default Contact Type drop down list you are prompted to supply a Company name in the Save Contact to Maximizer dialog box 194 Maximizer CRM 10 User s Guide View Maximizer Address Book Entries from Outlook View Contact in Maximizer button in Microsoft Outlook Use the View Contact in Maximizer button in Outlook to view the related Address Book entry in Maximizer If Maximizer is not running or a different Address Book is open clicking this button starts Maximizer and opens the related Address Book Clicking this button with an email message selected takes you to the Address Book entry related to the message sender Clicking this button with an Outlook contact selected takes you to the Address Book entry related
341. view the Recovered on date Address Book entry You can then delete or move the recovered entries Exporting Data from Maximizer You can export Address Book entries from Maximizer only not Administrator Exporting Address Book Entries XML Format The unique ID is exported with each Company or Individual but unique IDs for contacts are not exported These options are available for XML export only not CSV or tab delimited exports Exporting Address Book entries creates a text file or XML file containing information from the current Address Book It exports any Companies and Individuals selected in the Address Book list If no Address Book entries are selected it exports all Companies and Individuals currently displayed in the list By default exporting Address Book entries in XML format exports name address phone number email address and company details information from the Basic Information tab of the selected Companies and Individuals or all entries in the list if none are selected You can easily import this file into another Address Book You can optionally export the following additional information e Include contacts exports the contacts associated with the exported Address Book entries Chapter 12 243 Managing Address Book Data e Include Opportunities exports Opportunities associated with the exported Address Book entries e Include UDFs exports all Address Book user defined fields associated wi
342. w holding your mouse pointer over a day displays all the appointment details for that day in a pop up window You can then hold your mouse over a particular appointment to view the appointment details Or you can click on the appointment in the pop up window to open it In the weekly weekly list and daily views holding your mouse over an appointment displays the appointment details Double clicking on an appointment opens it In the weekly list view all the appointments for a day are listed in an easy to view format Appointment details such as start end time and location are displayed Open another user s calendar by selecting the user s name from the Users drop down list Both the selected user s appointments and your own appointments are displayed You can also view the booked time for meeting locations and resources by choosing the corresponding value in the list 4 To quickly navigate from one day to the next in the daily calendar view use the arrow buttons located in the upper left section of the window You can also navigate from week to week and month to month using these buttons when in the weekly weekly list or monthly calendar views 150 Maximizer CRM 10 User s Guide If a scheduling conflict with a user or a resource location occurs Maximizer prompts you with a message 4 July 9 2007 gt 4 Use the arrow buttons in the upper right section of the window to move from one year monthly view or month
343. will use the Last Name field as the criteria for matching records Specifies an alphanumeric user defined field to use as the criterion for matching records Only Address Book entry user defined fields that apply to the applicable record type appear in this list Name of the alphanumeric user defined field to use to match entries when MatchMode is set to Detail lt DetailDef gt Elements Attribute Name Type Cases Companies Individuals Contacts DateAnnual RetainYear Hotlist Length Data Type string string string string string string string string integer integer Valid Values AppendixA 289 Administrator s Reference The lt DetailDef gt element and its sub elements describe the user defined field definitions If the user defined field includes a description it appears in the lt Description gt element If it is a table user defined field the table items each appear in the lt Listltem gt elements lt DetailDef Name Type gt lt Description gt lt Description gt lt Listltem gt lt Listltem gt lt DetailDef gt Much of the information about the user defined field is stored in the element s attributes which are described in the following table Description Name of the user defined field Multiple Indicates the type of user defined field Single Date String Number No Yes No Yes No Yes No Yes Yes Yes 1 e Multiple Ta
344. ximizer functions Some preferences are set in Administrator some are set in the modules prospect a potential customer ListsNOW com lets you acquire and import lists of prospects You can then use the data for your sales prospecting activities related entries an entry that records a relationship between two Address Book entries For example one Address Book entry might be an accountant for another Address Book entry which could be recorded as a related entry in Maximizer search engine a website on the Internet that keeps a searchable index of websites You can register your website with a search engine so customers can find your site by performing a search Examples of search engines are Google and Yahoo security group a set of access settings for a subset of Maximizer users SMTP an SMTP server is a server used for outgoing Internet email template a file that outlines the design for a document email or web page Maximizer uses templates for word processor documents Appendix C 311 Glossary of Terms Training Guide the Maximizer CRM Training Guide and CD introduces Maximizer using exercises and examples UNC Universal Naming Convention A kind of network path used to locate files and folders An example of a UNC path is Escona MxServer user defined field a custom field used to record additional user defined information for Address Book entries opportunities and users user ID
345. xists in the target Address Book Maximizer compares the source and target Address Book entry names If the names are different Maximizer changes the ID number in the target Address Book and inserts the entry as a new Address Book entry If the Address Book entry names are the same they are considered to be duplicate entries In this case Maximizer merges duplicate Address Book entries in the target Address Book 270 Maximizer CRM 10 User s Guide e Date and Time Maximizer also checks the date and time of the record It will not overwrite data in the target Address Book that has been modified more recently than the data in the source Address Book Transfer Address Book Entries For more information about transferring other information such as column setups see the online help To see if you have transfer and export rights go to File gt Users select your user ID gt Properties gt Access Rights By default when you transfer Companies or Individuals the following are included all associated Contacts user defined fields notes files appointments Hotlist tasks and opportunities Encrypted user defined fields cannot be transferred gt To transfer Address Book entries In the Address Book window in Maximizer select the entries to transfer A Select File gt Transfer gt Address Book Entries Select Direct Address Book Access or Email as the transfer method 4 If you have chosen t
346. xported entries are made To update an exported report repeat the export process gt To export to Excel Select the window to export entries from A Create a list of entries or select specific entries to export Select a column setup to use for the export 4 Click the Export to Excel button on the toolbar Right click in the window and select Export to Excel Select Tools gt Export to Excel Excel opens and displays the selected entries 5 To keep the report save it to your computer with a unique file name 224 Maximizer CRM 10 User s Guide Graphing and Charting with Maximizer Creating a good presentation is about having good information and presenting it well When you need to create attractive and meaningful graphs or charts for your presentation and you need them quickly Maximizer can do the job Maximizer gives you the ability to track your customers and find out who they are Gathering relevant customer information is a key component of successful marketing and ecommerce initiatives With the creation of meaningful graphs and charts on your Address Book data you benefit from complete detailed intelligence to evaluate the performance of your business Primary Interest in Escona Wines Opportunities by Status No of Entries E As an agentidistributor Corporate gift or occas Personal gift or occasic To sellin arestaurantit E in Progress Lost E Suspended Won When you graph your entrie
347. y groups using the Security Groups tab gt To add a new user to the Address Book the Users dialog box is Select File gt Users available in both Maximizer and Administrator where The Users dialog box opens users can view other users information and modify their A Click Add own 2 Users E User lst UserID Display Name FirstName LastName Phone 1 Extension EmailAddress Windows Access gt acd aa e A TE G zali aed CDANCER Celine Dancer Celne Dancer 555 7750 cdancer maximize Enabled COMPANY COMPANY Company Disabled DBROWN Daniel Brown Daniel Brown 655 775 0 dbrown maximizer Enabled EMAILUSER EMAILUSER EMAILUSER Enabled JBOWSER JonBowser Jon Bowser 555 7750 ibowser maximize Enabled JNAPOLI Joe Napoli Joe Napoli 555 775 0 inapoli maximizer Enabled LGARCIA Lucy Garcia Lucy Garcia 555 775 0 Igarcia maximizer Enabled MASTER LouJones Lou Jones 555 775 0 liones mavimizer c Enabled MBERTOLLI Mark Bertoli Mark Bertoli 555 775 0 mbertoli maximize Enabled MCORELL Miranda Corel Miranda Corell 555 775 0 meorell maximizer Enabled MGRAHAM MattGraham Matt Graham 555 775 0 mgraham maximiz Enabled WEBUSER WEBUSER WEBUSER Enabled WondaWwhite Wonda White 555 775 0 wwhite maximizer Enabled Add Delete Org Chart Password Preferences Properties Close The Copy Selected User s Settings dialog box opens Chapter 5 47 Setting up Users and
348. y Foremct eights name copate Paanu Peunue outs Mew Paterno pemr issum Cow Cate Turda Ockber Z7 Z Mert todon Bugges soda euri suchas wire etry of gdt bareme Womber ot bioa 1 Galt inbrects Rewnue G10000100 wamo Proposal Development robbie 409 4854 tou dane Fores ct eights name copate onus Pianu mes prema Pipes Ropas events Mortar To create or modify Crystal Reports you must have the full program installed Chapter 10 217 Managing Opportunities gt To modify the Opportunity Pipeline report Copy the Opportunity Pipeline report file from the MaData6 folder in your Maximizer program folder to your Crystal Reports working folder You should make a backup copy of the original report file just in case you need to use the file again A Open Crystal Reports and make your changes Save your new Opportunity Pipeline report in the MaData6 folder where you have installed Maximizer e g Program Files Maximizer MaData6 For more information on reporting in Maximizer refer to Reporting and Graphing on page 219 218 Maximizer CRM 10 User s Guide CHAPTER Reporting and Graphing Report and Make Graphs on the Progress of Your Business In this chapter Crystal Reports on page 220 Printing Reports from Maximizer on page 221 Exporting Entries to Microsoft Excel on page 223 Graphing and Charting with Maximizer on page 224 220 Maximizer CRM 10 User s
349. y the entry regardless of their user or group security settings All users can view the entry Only the specified user can view the entry Only members of the specified group can view the entry User Preferences Chapter5 63 Setting up Users and Groups The Address Book administrator is responsible for setting up initial user preferences in Administrator However users can change many of their user preferences in Maximizer gt To set Address Book user preferences Select File gt Users select a user and click Preferences Users User list UserID Display Name First Name Last Name Phone 1 Extension Email Address Windows Access BHOLLY Billie Holly Billie Holly 555 775 0 bholly maximizer c Enabled CDANCER Celine Dancer Celine Dancer 555 775 0 edancer maximize Enabled COMPANY COMPANY Company Disabled DBROWN Daniel Brown Daniel Brown 555 775 0 dbrown maximize Enabled EMAILUSER EMAILUSER EMAILUSER Enabled JBOWSER Jon Bowser Jon Bowser 555 775 0 ibowser maximize Enabled JNAPOLI Joe Napoli Joe Napoli 555 775 0 inapoli maximizer Enabled LGARCIA Lucy Garcia Lucy Garcia 555 775 0 Igatcia maximizer Enabled EY MASTER LouJones tou Jones IRE 7750 iones monnizerq enabled MBERTOLLI Mark Bertolli Mark Bertolli 555 775 0 mbertolli maximize Enabled MCORELL Miranda Corell Miranda Corell 555 775 0 mcorelli maximizer Enabled MGRAHAM Matt Graham Matt Graham 555 775 0 mgraham mar
350. y to create a default note for the Address Book Opportunities and Journal windows The default note for each window can be different and is specific to the current user The text automatically appears as part of the note body when you create a new note The note owner and category can also have default values Other note types are automatically created by Maximizer providing a history of all your email phone calls letters timed notes opportunities appointments tasks and transferred Address Book entries The note type descriptions are as follows e Email created in the Address Book window when you send an email to one or more Address Book entries e History created in the Opportunities window when opportunities are added or changed e Mail outs created when you print documents labels envelopes or letters using the Maximizer Word Processor s merge feature e Manual added manually to the Notes window e Opportunity created in the Address Book window when opportunities are added or changed Opportunity notes can be printed or searched only from the Address Book window e Phone calls created when you dial a phone number or log a received call e Tasks created when appointments or Hotlist tasks are scheduled modified deleted or completed For Hotlist task notes the current owner of the Hotlist task is included in the note even when a task is reassigned For appointment notes details of the appointment are i
351. you to include only the area of interest Click the Range button to specify a range or ranges of values for non table fields Finally choose numeric or alphabetical as the sort order e Numeric displays charted values in numeric order from lowest to highest For example if you choose a bar chart to graph the values of the City Town field the city town value assigned to the least number of Address Book entries is shown on the left of the chart while the city town assigned to the most number of entries is shown on the right The legend will list the cities towns in numeric order Chapter 11 227 Reporting and Graphing e Alphabetical displays charted values in alphabetical order from A to Z For example if you choose a bar chart to graph the values of the City Town field any city value that starts with A is shown on the left of the chart while any city town starting with Z is shown on the right of the chart The legend will list the cities in alphabetical order Define the Appearance of Your Graph After you choose the field and values for your graph the Chart wizard opens so you can define the characteristics of your graph The Chart wizard has four tabs for defining your graph appearance e Gallery choose flat 2D or perspective 3D and the chart type Area Bar Pie etc e Style choose the style based on the chart type you chose in the Gallery tab e Layout specify the title footnote and legend settings
352. zer although users can create user defined fields in Maximizer only if the User defined field setup access right is granted in their user account You can group similar user defined fields into folders and sub folders to a maximum folder depth of 3 levels Grouping user defined fields into folders is particularly useful if you have a large number of user defined fields Grouping them makes them easier to find and reduces the amount of scrolling needed to find the one you re looking for gt To create a new folder Open the Set Up User Defined Fields dialog box File gt Set Up User Defined Fields Fy Select the tab for the category of user defined field to create To create a top level folder select the Address Book name at the top of the list or To create a folder within an existing folder select the existing folder E click the Add Folder button Set Up User Defined Fields Address Book Opportunities J users Name Type Requested by 4 Add Folder Sa lt Escona Tutorial gt ipa 1A UseAlternateForm Alphanumeric ff Sales Folder H Marketing Folder tf Customer Service Folder m Partner Retail Reselle Folder H Customer Profile Folder H Discount Levels Folder H Wine Preferences Folder H Wines of Interest Folder Joe Napoli Escona Roles Table Gone Customer Interests Table Partner Interests Table

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