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1. In the Calendar window click the associated button to choose your calendar view Daily Weekly Monthly or Today A In the monthly view 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 and daily views holding your mouse over an appointment displays the appointment details Double clicking on an appointment opens it Open another user s calendars by selecting a 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 148 Maximizer 9 User s Guide If a scheduling conflict with a user or a resource location occurs Maximizer prompts you with a message 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 or monthly calendar views Use the arrow buttons in the upper right section of the window to move from one year monthly view or month
2. Close The Password dialog box opens the 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 x Change user login password User ID JNAPOLI areal Old password New password Confirm password EJ 54 Maximizer 9 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 user 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 O Not Granted Not Granted 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
3. raiwu Display Opportunity Pipeline Report Wot Etrin Re onun eana00 0 00 Probabilltec 1894 2891 mmm bight wamo Copotw Fownus Fownue mn Pa rerstip pomm 4510 Cin Cate Turata Ockher Z7 2E Mert sotan Suggest sodat eueri suchas wine isirg or gadt omamen Ome Mewa Kumbor orerbiec 1 Co 98 00000 Weera00 Proposal Development robbie 409 40 tou Jane Fores ct weights kame copatve onos Pianu Pome premarin Hates Rope nrc Mortua 188 Maximizer 9 User s Guide To create or modify Crystal Reports install the full program from the Crystal Reports XI for Maximizer CD gt To modify the Opportunity Pipeline report Copy the Opportunity Pipeline Report rpt file or Opportunity Pipeline rpt 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 189 CHAPTER Reporting and Graphing Report and Make Graphs on the Progress of Your Business In this chapter Crystal Reports on page 190 Printing Reports from Maximizer
4. c sceeeseeeees 209 Verifying and Recovering an Address Book Exporting Data from Maximizer 0 000 Exporting Address Book Entries cccsccceeseeeeeeees Importing Address Book Data from MXI or XML Files Importing MXI or XML Files Using Advanced Import 0 0 218 Unattended Import of MXI or XML Files cccccsccceseesseesseesseeseees 220 Importing Data from Other File Formats c cccccssceeeeeeeeeeeeeeeeeeeeenees 221 Field Mapping sdri mennene a seana da ad aa aa neat aad an aaa Ta REA T 223 Two Tier IMPOrt sce r a a levi ks Mah apace Te ee eae a 224 Importing from Other Contact Managers ccescsseestessteesseeesseess 226 Importing Data from ACT and GoldMine cccccsceesesersesseeenees 229 Importing Mailing Lists from ListsSNOW COM cccscceseesesettesseeeseeeentess 239 Importing a List into MaxiMiZer ecceceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeees 240 Transferring Entries between Address BOOKS ccssccesseeteesseeseeseeees 241 What Happens During a Transfer c cccsccssesstessseceseesseessneessresens 241 Transfer Address Book Entries Transfer Summary Reports and LOGGING ccesccsecceeseeesseesteesseeeees 243 Adjusting Address Book Transfer SettingS cs ccssssseessessessseeeees 244 Purging Outdated Notes and DOCUMENS e ceeceeseeeeeeteteeeeeeeeeteaeees 245 Systenm RePOres EE ATTE E ETE 247 Administrator s Reference
5. EE My work Day TEA opportunities Eg Address Book Hotist 4 BS Calendar W emai FD company Library A Personal BA orderdesk Quick Access gt Make a Call Receive a Call Schedule a Meeting fe Schedule a To do Recent Entries 5 Grape Expectations ABC Wine Shop Inc amp Farmer Gary 5 BridgeHead winery IO Happy Times Restaur Date a amp October 3 2005 October 4 2005 October 6 2005 October 7 2005 October 7 2005 October 14 2005 October 19 2005 Default Contact View Name and Phone Numbers Time 10 00 AM 9 00 AM 10 00 AM 12 00 PM 4 00 PM 10 00 AM 9 00 AM Argonaut Wine amp Liquor p 555 834 9983 604 601 8001 Mcdonald Terrance Leroy Senio 355 834 9983 604 601 8001 Press F1 for Help New 3 G5 GR Se OAppointment 2 Task 2 Email Zf Letter Note EPPhone mjEdtor 3 s W Pr HI HI HI Task Name Company Make initial contact with custon Argonaut Wine amp Lic Argonaut Wine amp Ligi Analyze requirements and dev Argonaut Wine amp Lic Argonaut Wine amp Ligi Arrange time to present propos Argonaut Wine amp Lic Argonaut Wine amp Liq Confirm that solution notes are Kent Cynthia Assenti S Pasta Contact Channel Manager to pk Kent Cynthia Assenti S Pasta Arrange time to present propos Terrell Daron Jamel Viscount Liquor Corg Analyze requirements and dev Terrel
6. Chapter 6 71 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 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 entries The Company for 2 Phone 1 Individual matching tield ee a 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 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 ci
7. 5 If the Remove Shared File dialog box opens click No To All 6 When the uninstall is complete click OK to close the dialog box Reboot the computer Chapter 3 21 Installing Maximizer Installing the Pervasive SQL Database Engine The Pervsive SQL database engine is installed on the operating system drive by default If you want the database engine on another drive you must install it separately gt To install the Pervasive SQL database engine on a non operating system drive Insert the Maximizer CD into the workstation s CD ROM drive A Open Windows Explorer and navigate to the following folder on the CD ROM drive Max 3RDPARTY Pervasive wge Double click setup exe to start the installation program 4 Follow the on screen instructions 5 On the Setup Type screen select Custom and click Next 6 On the Custom Setup screen click Change Select the drive letter where the Pervasive SQL database engine should be installed and click OK E Complete the installation 9 Install Maximizer When prompted to update the Pervasive SQL database engine select Yes 22 Maximizer 9 User s Guide Installing Maximizer If you are installing Maximizer in a workgroup environment complete each of the procedures listed below in order Procedure Install Maximizer on all computers in the workgroup Install the licenses for Maximizer and Pervasive Workgroup Engine on the computer that will host the Maximizer Addre
8. Chapter 12 243 Managing Address Book Data El 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 ENO 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 detailed instructions on receiving a transfer by email Transfer Address Book Entries x Transfer options I Include user defined Fields bs F Include documents Cancel I Include notes g Leme Include appointments I Include hotlist tasks I Include orders I Include opportunities m Source Address Book log options Message to log to notes T I 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 Max
9. 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 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 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 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 the Address button 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
10. on page 192 Exporting Entries to Microsoft Excel on page 194 Graphing and Charting with Maximizer on page 195 190 Maximizer 9 User s Guide Crystal Reports Maximizer includes Crystal Reports The Crystal Reports viewer is installed automatically with Maximizer and is accessible from the Reports menu To create or modify reports install the full program from the Crystal Reports XI for Maximizer CD 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 59 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 cu
11. Back up your ACT database in ACT 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 Chapter 12 231 Managing Address Book Data 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 the procedure below 5 Start Administrator g Open the Address Book to import the data into Select File gt Import gt ACT 2005 2006 and ACT Premium for Workgroups 2005 2006 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 BW enter the sa password and click OK Maximizer begins importing the 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 A 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
12. Chapter 6 Creating a New Address Book 2 cccsscccseeeeceeeeeceeeeeescneeeenneessseeeeseneeesaaes Checklist Setting up a New Address Book Creating a New Address Book c cccesceeeeeeeeseeeeeeeeeeeeseeeseneeseseeers Maximizer System Login ACCOUN ccccecceceeeeeeeeeeeeeecaeeeeeeeseaaeeeeeeeeaeeeees Changing the MASTER User Password ccssscceeeeeeeeeeeeeeeeseseesseeeesees Upgrading or Converting an Address Book c cccsssceeeeeeeseseeeseneeeseees Upgrading a Maximizer Address Book cccs cccseeeeeeeeeeeeeeeeeeneeeees Importing Vertical Templates 0 eeeeeceeeeeeeeeeeeeeeeeeneeesaeeeaeeeeeeeeaeeeneeeeatees Setting up Users and Groups 2 2 ccs eseeceeeeeeeeeeeeeneeeeeeeneeeees 49 Adding a User to an Address Book ccccsccceseeeeeeeeeeeeeeeesecaeeesseeeseeeeees 50 Changing a User s Password cccescceeeseeeeeeeeeeseeeeeeeeseaeeeseeeeessneeesneeessaes 53 User and Group Security ccccccssscecseeeeeseeeceeeeeceseeeeesseeeseaueecseneeesseeesenees 54 User Access Rights and User Group Access Settings sscccseseeees 55 Modifying User Access Settings 2 cceccssceeeseceeeeeeeeeeeseeeeeeaeenreneeeaes 57 Se CuUrIty GOPS 42 eee eo acti ai eae oa ee eae 59 Default Security Groups in all New Address BOOKS ccsccseseeeteees 60 Creating a New Security Group Modifying Group Access Settings Record Ownership cceeecceeee
13. Maximizer The CRM Company Maximizer 9 Succeed by Managing More Contacts and Closing More Sales Maximize your time Create satisfied customers Increase your sales User s Guide Notice of Copyright Published by Maximizer Software Inc Copyright 1988 2006 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 2006 Applicability This document applies to Maximizer 9 software 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 Bridge House Bridge Avenue Maidenhead Berkshire SL6 1RR United Kingdom 44 0 1628 587777 phone 44 0 1628 587778 fax 44 0 870 1278 757 support info max co uk www max 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
14. Public Folder Replica universes E Web lIS Log Files Cl Base r Favn Cancel Help Appendix B 261 Crystal Reports Database Tables Reference User Defined Fields Example 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 User Defined Field Maximizer ODBC User defined field view name U_ lt user defined field name gt example U_LANNUAL_SALES Links Client_Id gt Client_Id Contact_Number gt Contact_Number iojxi 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 Auto Arrange Client_Id af Client Id Auto Link Contact_Number Contact_Number ByName Name_Type H Type_Id C ByKey Name Address _Id Last_Modify_Date Code_Id amp _ANNUAL_SALES Creator_Id Link Transfer_Date Creation_Date jel Highest_Alt_Adr_Number Creation_Time Phone_1 Clear Links Reverse _Phone_1 Link Option Index Legend 262 Maximizer 9 User s Guide Notes Example Each note created for an Address Bo
15. Quick Backup Address Book x MASTER user password fea Cancel Backup Folder Address Book Folder IV Retainlast 5 backups C Other Browse 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 s password If this box is disabled continue to the next step Chapter 12 207 Managing Address Book Data 4 Select the backup folder Address Book folder saves the backup files to the same location as the Address Book folder Other enables you to save the backup files to a location other than the Address Book folder 5 If you selected Address Book folder specify the number of previous backups to retain 6 Click OK to begin backing up Depending on the size of the Address Book folder the backup could take several minutes or several hours When the Quick Backup is complete a summary of the backup appears Quick Backup Results x Available files Records saved Total records lincome Expense Accounts Address Book Entries Iser Defined Fields Income Expenses jatist Documents and Templates olumn lotes ross Reference Click Close to exit the dialog box Restoring an Address Book from a Backup This procedure replaces the existing Address Book data with the bac
16. 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 resides in your Windows System Tray MaxFinder provides a fast alternative for quick lookups and even allows you to
17. ccsseeseeeeees 18 Windows Login Account Rights Required for Installation c scec 19 Upgrading from a Previous Version Of MaxiMiZer ccccccscsseseseesseesees 19 Installing the Pervasive SQL Database ENGine cccscceeseteeeseteeeesteees 21 Installing MaxiMiZen a AE ea aaao E aA aG ae eaaa Racine 22 Installing Maximizer cccccccceesscceeeeeeceeeeeeeeaeeeeeaeeeeeaeeessaeeeesseeeeeaes 23 Establishing a Fixed Gateway ccccsccccssceceeseeeeseeeeeeeeeeseeeeessaeessaees 30 Installing ecBuilder Pro Lite cccccccsssceceseeeeeeeeceeeeeeeeeeeeseneesseeeeeseaeeeees 33 Installing Maximizer Link for the Palm OS c cccsccssessseesseessesseesneeeees 33 Adding and Removing Maximizer Components c ssccessseeeeeteeeeeees 34 Installing ETa scciiice As leeizsceeesigacpetbacaatent iets aceneaate abes Mo Adeataaoaes 35 Installing a LIC NSC EA EA TET T 35 Applying a Lee E e a er eaaa at aeaa ate dbs aaa 36 Viewing Applied and In use Licenses ccc ccccssseeeeeeeeeseeeeeneeeeeaeees 36 Updating Maximizer Installations with Live Update ccceeeeees 37 Where to Go from Here eccescceceeseeeeeceeeeeeeecaeeeaecaeeaecaeeeaeeaeeeaeseseeeeaneeaes 40 Creating or Upgrading an Address Book s 1ssee1ee08 41 What is AGMINIStFatOn oo cccasciccscccsedsensieuusadaesseaaaclecanecchvaveved sabes ei aiara iaaa 42 ii Maximizer 9 User s Guide Chapter 5
18. olf lt Back cancel EBE click Finish HE desired change the position of the new button on the toolbar using the arrows Customize Toolbar x Toolbar buttons 1 l Move button left or right Button properties Retrieve a search cataglog Joe Napali s Partners z Tooltip Joe Napol s Partners Status bar help Retrieve a search catalog Joe Napols Partners Retrieve a catalog in Address Book ha Icon BREA click OK and then click OK again to close the Toolbars dialog box Chapter 8 121 Working with Maximizer 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 conta
19. use Always 0 286 Maximizer 9 User s Guide Table 19 Field Name Opp_ld Opp_Number Comp_Client_Id Comp_Contact_ Number Owner_ld Strategy_lId Team_lId Status Name Objective Reason_lId Probability_ Closing Actual_Revenue Data Type String Integer String Integer String Long Integer Integer String String Long Integer Double Opportunity Table Fields Continued Foreign Table Len Reference 23 23 79 253 4 Opportunity Reason_ld Reasons Reason_ld Read Only Yes Yes Description and Rules System generated unique identifier Unique identifier Opp_Number is always 0 Competitor that the Opportunity was lost to Status of the Opportunity 0 New 1 In Progress 2 In Progress New 3 Won 4 Lost 5 Abandoned 6 Suspended Company Individual associated with the Opportunity Defaults to Client ID Sales Objective of the Opportunity ID of the Reason why the Opportunity was completed Modified by OppLeader only Percentage probability of closing the Opportunity Based on an internal calculation formula Valid values 0 100 Modifiable by OppLeader only Updated automatically by selecting Refresh Opportunity in OMS Actual revenue generated by the Opportunity Applicable only if Status 3 Table 19 Field Name Cost Forecast_Revenue Start_Date Estimated_Close_ Date Clo
20. 2 scccececeeeeeeeeeeeeeeeeeeeeenenens 249 Maximizer Fle Typ Ser tot aT aa ea aaa Aa aa aae Aaea EE 250 Maximizer Address Book Files c ccesseeeeeeeseeeeeeeeeeeeaeeeaeeeneeseaeeeaeeeneeees 251 Crystal Reports Database Tables Reference OVENVIOW EE enbedactaecibuanetaaete T T E Data Population for the Current Window Database Tables and Views for User Defined Fields Pervasive SQL View Prefixes cccccsesscccecccececeeeeeeeesees Maximizer ODBC Table Prefixes Database Driver Used to Create Crystal Reports c cesceeeeeeeseeeeeeeeees Filtering Dataies ceca Segccteves stein Stcecn cece rises concenguusctusyhlves Dncsetuds cxedavd ET LINKING wie cessed eniesineiiaven vethiecenrelive iv atindid E Controlling WiNGOWS ccccccceseeeeeseceeeeeeecseeeeeseneeeseeeeeesaeeessueeessnneeseaees Including Additional Tables in Your Reports 000 User Defined Fields Example cccccssccssesseesreeenees Notes EXAMp lO is chcsceesiececessvecads ccuevisacsacheve sled cevonevastectadasevassueneraciccvanes Maximizer ODBC Data Tables eeceeeeeseeseeeeeeeeeeeeaeeeaeeeeeeeaeeeeeeneeees vi Maximizer 9 User s Guide Appendix C Client Tabl 3 ci nation A AEA RAEE aa 263 COMpPANy Table E A A A T OT 268 AIEA E E E E E EA T T 270 Appointments Table ccecccescessscceeceeseeseaeeeeeeesaeeeseeseaeeeaeesseeeneeeeees 274 Hotlist Table cniinne ea a ea edi inet 279 Notes Table maea ede ae eee
21. 3 Monthly e g 14th 4 Yearly Table 12 Appointments Table Fields Continued Field Name Occurence Data Type Integer Len 2 Foreign Table Reference Appendix B 277 Crystal Reports Database Tables Reference Read Only Description and Rules Identifies relative day of recurring appointment e g second Tuesday Applies to weekly day of month and monthly appointments only Weekly appointments O Every__ 1 Every second ___ 2 Every third _ 25 Every 26th ___ Day of month appointments 0 Every 1st __ of the month 1 Every 2nd __ of the month 31 Every Last __ of the month Monthly appointments 0 First __ of the month 1 Second __ of the month 2 Third __ of the month 3 Fourth __ of the month 4 Last __ of the month Note This field is spelled as it appears here i e Occurence and not Occurrence 278 Maximizer 9 User s Guide Table 12 Appointments Table Fields Continued Foreign Table Field Name Data Type Len Reference Day_Of_Week Integer 2 Skip_Weekend Integer 2 Move_To_ Integer 2 Weekday Start_Date DateString 10 End_Date DateString 10 Peg_Board_State Integer 2 Text String 119 Creator_Id String 11 Creation_Date DateString 10 Creation_Time TimeString 11 Read Only Yes Yes Description and Rules Day of recurring appointment e g Friday Applies to weekly day of month and monthly appointments only Wee
22. 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 El 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 232 Maximizer 9 User s Guide Importing from GoldMine 6 7 Corporate Edition or Earlier SQL Databases Always back up your Maximizer Address Book before importing data gt To import from a GoldMine 6 7 Corporate Edition or earlier SQL database Start Administrator 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 set each user s password 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 ACT Data Conv
23. Activities e Phone log Chapter 11 193 Reporting and Graphing The 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 194 Maximizer 9 User s Guide Exporting Entries to Microsoft Excel Microsoft Excel must be installed to be able to export entries to Excel You must have the Allow transfer and import export Access Right enabled in your user account to be able to export entrie
24. Fields Foreign Table Appendix B 271 Crystal Reports Database Tables Reference Field 2 Sequence_Number Last_Name Contact_Number Read Field Name Data Type Len Reference Only Description and Rules Data_Machine_ld Long Yes Sequence_Number Long 4 Yes Record_Type String 2 Client Yes Type of record Record_Type 2 Individual 31 Company Contact 32 Individual Contact Owner_ld String 11 Yes Private Integer 2 0 Public any user may view the record 1 Private only the user or group specified in the Owner_ld field may view or modify the record Client_Id String 23 People Unique identification number Client_lId System generated if Null and Contact_Number System to assign ID numbers is checked If a contact the Client Company Individual must Client_Id already exist Non modifiable Contact_Number Client_Id Contact_Number must be unique Contact_Number Integer 2 Unique identification number Non modifiable Client_Id Contact_Number must be unique Valid values 0 59999 0 Individual 1 59999 Contact 272 Maximizer 9 User s Guide Table 9 People Table Fields Continued Foreign Table Read Field Name Data Type Len Reference Only Description and Rules Name_Type String 1 Yes Always I uppercase i Last_Name String 59 Mandatory field Address_ld Integer 2 People Yes System generated unique Client_lId address identification number Address_Id Points to the address
25. Johnson Ed Buyer Marketing ete Roek Dist Paps Wine Preferences Main Street Wine Spir 604 601 8001 Torres Martha Day Manager x Chl rilal gt Press F1 for Help User JNAPOLI Wednesday November 2 2005 205PM 4 136 Maximizer 9 User s Guide 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 The following graphic shows the user defined fields tab of an Address Book entry t SSCopy I Favorite List gt GQ g Actions 3 Preferences View Basic Information User Defined Fields Activities Field Value s New Field E User defnedrielis gee E Fields for Grape Expectations Delete A UsealternateFarm E Sales Primary Interest First Contacted Date Annual Sales Last Visit artner Retail Reseller Info iscount Levels H HJ 1 POP on Customer Profile 14 Employees FE First Contacted Date Have Internet Access Preferred Language x Region US Northeast Size of Client EH Industry Wine Retail Contact How x IV Show blank fields I New Contact inherits user defined fields z User defined fields that pertain
26. 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 98 Maximizer 9 User s Guide 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 for 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 UniModemvV 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
27. O O O M M vi O M O O O O vI O vI O O 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 i m O Chapter 5 55 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 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 o
28. Phone 1 Extension Phone 2 Phone 2 Description Phone 2 Extension Phone 1 12 Business Phone Compan 13 Company 14 Job Title Phone 3 Description Phone 3 Extension Phone 4 Phone 4 Description Pi vel Promotions El rene c T Convert to name case I Do not import first record it is a header Import X Cancel Catalog The data from the source file now imports into Maximizer 9 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 3 226 Maximizer 9 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 229 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 th
29. Q quick backup of Address Book 205 RAM system requirements 8 ratings schemes 68 Read Access field 64 reassigning appointments 149 Hotlist tasks 145 record ownership 64 recovering an Address Book 210 related entries 129 report 192 reports 247 248 activities 192 Address Book entries 192 calendar 192 column 192 Contacts 192 Crystal Reports 18 current users 36 database drivers 258 detailed 192 documents 192 Hotlist 192 income expenses 161 192 journal 192 Maximizer 192 notes 192 opportunities 192 OrderDesk 192 phone log 192 related entries 192 system 247 transfer summary 243 user defined field tables and views 257 262 user defined fields 192 resources for appointments 68 restoring Address Book from backup 207 roles User s Roles 57 S sales Sales Manager user role 57 Sales Representative user role 57 schedule appointments 146 search Address Book entries 137 by a field 137 by all fields 139 user defined fields 139 security privileges 56 security groups 59 63 setting for Maximizer macros 170 users and groups 54 55 view rights 242 security groups 59 63 access settings 54 55 Accounting security group 60 creating 61 Crystal Reports Users security group 60 65 modifying access settings 63 permissions 55 privileges 56 record ownership 64 roles 57 user and group setup permissions 55 User ID list report 247 send email 175 smart phone number matching TAPI 99 sort order of user defined fields 76 s
30. 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 Freezing Merge Fields in Word In addition to using templates from the Maximizer Word Processor Maximizer templates can be accessed from the Maximizer tab of Word s File gt New menu The Maximizer toolbar used for inserting Maximizer merge fields is also available from Word The links between Maximizer merge fields in Word documents are dynamic which means the document information will be updated with the current Address Book entry s corresponding information gt To insert a file in the Documents window e Inthe Documents window click the entry to which you want to attach a file Select Insert File from the Edit or right click menu You can also insert an object that has been copied to the Windows clipboard by right clicking in the Documents window and choosing Paste Link Chapter 9 171 Communicating with Your Customers Use Merge Fields in a D
31. User s Guide Glossary of tems 294 Maximizer 9 User s Guide Glossary of Terms Use this list of terms to help familiarize yourself with the terminology of Maximizer 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 a QuickBooks company file 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 Address 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
32. appear in the Appointment dialog box If you assign Ask or Always to the Email appointment notification option on your File gt Preferences gt Calendar Hotlist tab you the selected users and the associated Address Book entry will receive an email when you schedule modify including adding or removing attendees or delete appointments The Compose Email Message dialog box opens displaying the basic appointment details and allowing you to edit the email To set a priority for this appointment set a value in the Priority drop down list You can check the Task is Completed checkbox to immediately record the appointment as a completed appointment Chapter8 151 Working with Maximizer Click OK Appointment Daniel Brown Jon Bowser Lou Jones Lucy Garcia Mark Bertolli Matt Graham Appointment Alarm Li Leer eteca E 152 Maximizer 9 User s Guide Use Action Planner to Create Appointments and Hotlist Tasks You can use Action Planner to create 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 Planner template Choose File gt Action Plan Library EJ click the Add button Action Plan Library Action plan templates Performance Revi
33. eee weg chapter 12 Managing a eee aa n em Options ystem Fields ocations Resources Gi ve Book Data on page Opportunity Address Book rae Values for Category field s selection list Value Type Analyst system Colleague system Competitor system Consultant system Customer system Delete Dealer system Distributor system Investor PEN en E Duplicate Address Book entry checking IZ Check for duplicates when adding Address Book entries Duplicate check list Duplicate Check List 1 X 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 T Allow partial match Duplicates may be entered by Lou Jones fd ces By default duplicate checking is turned off so you must enable it before you can use it in your Address Book How Duplicate Checking Works 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
34. learn Maximizer using Escona sample Address Book 16 letters inserting merge fields 171 log 131 mail merge 173 use to communicate with customers 166 write 167 licenses installing Maximizer licenses 35 lists graph 195 in Address Book 137 ListsNOW com definition 239 importing customer list 240 UK customer lists 239 US customer lists 239 use 239 Live Update 37 39 wizard 37 locations for appointments 68 logging Address Book transfers 243 import error log file 228 Lotus cc Mail 88 macro security setting 170 mail merge 173 notes 131 restrictions 175 mailing address permissions 55 mail out notes 131 mandatory fields 68 user defined fields 76 136 manual notes 131 mapping fields for import 223 229 marketing lists 239 masks phone 103 MASTER password 46 user account 45 MAX files 250 251 MaxAlarm 6 MaxFinder 6 Maximizer companion applications 6 configure for email 88 creating custom dialog boxes 7 Form Designer 7 installation 17 40 installing workgroup 22 32 licenses 35 reports 192 Maximizer Link for the Palm OS 7 installing 33 Maximizer ODBC user defined fields 257 262 Maximizer ODBC tables Appointments 274 Client 263 Company 268 Hotlist 279 Notes 282 Opportunity 285 People 270 User_Details 289 Maximizer Word Processor location of templates and documents 169 merge fields 171 starting 167 MBD files 250 MDAC Microsoft Data Access Components 18 MDE files 250 MEC files 250 meetings schedule
35. rm Find matching p Modify current Address Book entries list M Companies Add search results to list A Individuals C Narrow list M Contacts Replace list with search results ecm 4 ol cne Chapter 8 139 Working with Maximizer 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 gt To search by all fields In the Address Book window select Search gt All Fields Fa In the Search by All Fields dialog box click the Add button Match entries using the Following fields A Add Change Remove uaz Find matching p Modify current entries list p Search condition C Must match all I Companies C Add search results to list I Individuals I Contacts Maximum entries far sd Match one or more C Narrow li
36. select File gt Users A Select the User ID and click Preferences Click the Outlook Synchronization tab Preferences Joe Napoli x Logging Format Calendar Hotist Dialing Transfer Envelopes Labels Reparts Fax Outlook Synchronization Overview Page m Synchronization frequency ____ r Conflict resolution C Synchronization every 1 Hour s hd Maximizer overrides Dutlook overrides Synchronization daily at 1215 08 PM Never manual synchronization Options Outlook profile T Synchronize appointments from E 3 Dayle Z before today to E H WEE Z ater today I Include private eppoir Synchronize Address Book entries from Favorite List z Synchronize Contacts from Outlook Category Maximizer 4 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 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 6 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
37. 1 J Enable exact number matching Match of digits 7 Long distance settings p Modem strings Dialing Hang up ATHO Init string 1 ATZ Init string 2 p Phone number prefix and suffix Modem settings Ac foe z Active suffix foe z koz z Dat E z Alternate suffix E Stop bits k z HE cick OK to close the Preferences dialog box EN repeat this procedure to enable incoming call detection for any other Maximizer users Phone Masks Exercise caution when working in the Windows Registry If the Phone Mask registry key does not exist you must create it as a String value Chapter 7 103 Configuring Maximizer for Email Fax and Phone 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 Not specified 7 default 10 HH HHHH 7 10 HEH HH HHEH 7 10 1 HHH HHH 7 10 HHH HH HAE HAH 15 Value Typed in 12345
38. 282 Opportunity Tables 0 5 cccicvssieetievediveinnieenecselicnrvente 285 User Details Table sae ccccvi de izvcevecetacccrnecesuacessveateseacectedosgeessesevioadwseacten 289 Glossary of Terms is 22i 2 5 cesses de sete eid eieeetiede ethene 293 EAEI AE AE E A E E A A Bee deceased ates en eae tees 294 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 9 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 Crystal Reports 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 Ef
39. 2nd field to match 5 Company Name For Individual 3rd field to match City Town T Allow partial match Duplicates may be entered by Lou Jones 8 bi 74 Maximizer 9 User s Guide Setting up User Defined Fields for an Address Book 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 User defined fields can be created and modified in both Administrator and Maximizer 7 if users have the necessary rights using the File gt Set Up User Defined Fields menu e item Address Book entries Available in the Address Book window Opportunities Available in the Opportunities window of Maximizer User accounts Available in the user properties dialog box Once you have created a user defined field users can enter data in that field Types of User Defined Fields 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
40. 36 Maximizer 9 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 37 Installing Maximizer Updating Maximizer Installations with Live Update Press F1 in the Live Update dialog box for information about each of the settings The Live Update Wizard connects to the Maximizer Live Update Server and downloads any available updates for your local Maximizer installation Company 1 n Workstation 1 n izer The CRM Company Maximizer Software Live Update Server A i lil lll Workstations download and install updates Maximizer Contact Manager 1 n Qm m a a Maximizer Live Update Service includes Stand alone workstations i 2 the Live Update Workstation Wizard applies download and install to Maximizer installations updates gt Maximizer Live Update
41. 5 59 Setting up Users and Groups 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 be a member of more than one security group The Group dialog box is shown below Modify Group Accounting x General Members Group name and ID ID ACCTING Access Settings Permissions Privileges Read Insert Modify Delete Allow Global Edit Address Book Allow private entries User defined fields Allow transfer and import export User defined field setup Allow Sync Contacts with Outlook Notes Modify delete other owners notes Documents LJ Modify other users private entries Mailing Address C Modify other users general information Company Library LI LI OrderDesk Opportunities o o User Group setup Oo Accounting O oO Action Plan Library J User s roles C Sales Manager C Sales Representative OOOOOOOOoOoOoo cond roar 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 Setti
42. 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 Managing Address Book Data 223 When importing some types of data files you need 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 x Available Maximizer fields Order of import Fields From file Herb csv 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 10 Business Country 11 Business Web Page 12 Business Phone 13 Company 14 Job Title Primary Interest Type of Account Contract Expiry
43. Backup Address Book users open the Address Book in Administrator and select Select the Address Book to back up and click OK Reports gt Current Users Backup Address Book x Available Address Books Location of Address Book C Documents and Settings All Users Application a Data Maximizer AddrBks Samples Tutor 820 v Pervasive backup files have a SAV extension and Maximizer Pervasive database files have a MAX extension Quick Backup Chapter 12 205 Managing Address Book Data 4 Enter the MASTER user s password and click OK Enter the MASTER user s password Cancel Password 5 Select the Maximizer files to back up and click Backup Available files Records saved Total records 7990 0 g Click Browse and select the folder for the backup files Drive and Folder x Target drive and folder Cancel oK Maximizer prompts you that all Maximizer backup files in the target folder will be erased Verify that it is okay to overwrite those files and click OK WARNING All selected Maximizer backup files in the target folder C Backups are ces about to be ERASED Are you sure you wish to continue Cancel Maximizer starts backing up the files E When the backup is complete click Close to exit the dialog box The Quick Backup feature enables you to perform a fast backup of any open Address Book Quick Backup automatically backs up all entry types
44. Book entries in your current list in which case the list displays personal activities ABC Wine Shop Inc x to Co Favorite List GL lt Actions 3A Preferences View Basic Information User Defined Fields Activities Action Plan options All Appointments and Tasks ils Schedule Activities for this entry z 6 More gt gt oe 5 Catry F hed activities show completed activities I Show appointments Jo September 14 2004 9 30AM Joe Napoli January 18 2005 9 30AM Joe Napoli May 24 2005 9 30AM Joe Napoli ding summer launch leeting regarding Fall launch YS Meeting regarding spring launch Y Meeting regarding summer launch 156 Maximizer 9 User s Guide gt To view activities related to opportunities Open the related opportunity Fa 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 upd
45. Client 12 Business Phone Phone 2 Client a Company Organization Cliei 13 Company Phone 2 Ext Client 14 Job Title i Phone 3 Ext Client Phone 4 Client Save Phone 4 Ext Client Phone List Client Preferred Language Clie Processor Client Promo level Client gt I 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 12 229 Managing Address Book Data Importing Data from ACT and GoldMine 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 Goldline dabas eae 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 Q Always back up your From the File menu select Import gt ACT 6 0 or 2004 or Maximizer Address Book earlier before im
46. Company Library B Fairview Wines amp Spirits 555 834 9983 escona maximizer com Hudson 5 Personal B Farmer amp Co 555 834 9983 escona maximizer com Los Angeles B Ferrari Carano Vineyards 555 834 9983 escona maximizer com Healdsburg OrdetDesk D Fine Wines amp Spirits Inc 555 834 9983 escona maximizer com Phoenix Quick Access E Make a Call Nee E5 Opportunities jr Related Entries R Receive a Call a iH oye t E Schedule a To do Name and Phone Numbers amp Recent Entries 5 Edgar Bros mp snuary 20 2004 11 35 PM Transfer Transfer Edgar Bro meree p 555 834 9983 aa aR 604 601 8001 January 8 2004 9 31 PM History The Account Manag amp Farmer Gary been changed from D BridgeHead Winery January 4 2004 5 07PM Task Hotlist Task Created 5 Happy Times Restaur approaching October 8 2002 11 14 AM Opportun Opportunity for Edg Little Rock Dist Sales Objective October 8 2002 9 52 AM Email Campaign Pricing Pri Bros email succes Press F1 for Help User JNAPOLI Thursday November 3 2005 1 39PM 4 A Drag and drop the Address Book entry or Contact to the Opportunities icon 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 4 Select the applicable Products Services and Categories 5 Enter the Description of the opportunity
47. Contact View Name and Phone Numbers E Wines Are Us gt 555 834 9983 604 601 8001 Date Time Type Tet Creator October 8 2002 9 53 AM Email Campaign Pricing Promo has 1 EMAILL Schedule a Meeting Schedule a To do Recent Entries amp Farmer Gary BridgeHead Winery Happy Times Restaur Little Rock Dist Main Street Wine Spir Press F1 for Help User NAPOLI Wednesday November 2 2005 1 45PM 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 A 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 114 Maximizer 9 User s Guide Adjusting the Icon Bar g The view bars in a window or following window contain 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
48. Empty Field gt Account Manager Category Company Customer Profile Contact How Address Line 1 Address Line 2 City State Province Countr 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 Customer Service Contract Expiry Customer Service Contract Number Customer Service Last Customer Service Call Department Discount Levels Percentage RED Discount LevelsiPercentage ROSE 1 Discount LevelsiPerrentane SPARKLING 2 4 Export Cancel Catalog lt Remove For more information about using the Select Fields for Export dialog box refer to the section before this procedure EF om the Available Maximizer fields list select the fields to export by selecting each field and clicking Add Click Catalog to retrieve a previously saved export list HE cick Export to begin the export process 218 Maximizer 9 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 entri
49. F1 for Help User JNAPOLI Thursday November 3 2005 11 09AM 4 176 Maximizer 9 User s Guide The Email window supports any type of file attachment A In the Compose Email Message dialog box use the Compose in HTML option to format an email as HTML Compose East Message send pncel spating P T compose inTm T Receipt To gt gt ABC Wine Shop Inc lt escona maximizer com gt Cc gt gt Bee gt gt Subject attachments Message options when sending to Address Book entries Note text for each entry Use the To Cc and Bec 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 4 Compose your email message 5 To send a file by email click the Add button under File Attachments in the Compose Email Message dialog box 6 Click Send Chapter 9 177 Communicating with Your Customers Keeping a Record of Your Telephone Calls 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 en
50. Ge Erigettond Winery October 6 2005 11 42AM Task Hotlist Task Complete IO Happy Times Restaur BridgeHead Winery 1 Little Rock Dist October 6 2005 11 42AM Task Scheduled Standard October 6 2005 to lt IO Main Street Wine Spir Press F1 for Help User JNAPOLI Thursday November 3 2005 27PM 4 Chapter 10 183 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 Stage indicates the level of progress of the opportunity and determines the Probability of close 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 gt To configure opportunity preferences In Administrator select File gt Preferences A Click the Opportunity tab System Options System Fields Locations Resources Key Fields Opportunity Address Book Mandatory Fields Stage and probability of close Stage From To Negotiation n Customer s Review 65 79 Presentation 50 64 Modify Proposal Development 40 49 Analyze Requirement
51. GoldMine becomes a Note in Maximizer Limited information is imported Chapter 12 239 Managing Address Book Data Importing Mailing Lists trom ListsNOW com ListsNOW com is an Internet list brokering service that provides you with access to over 200 million households in the US and UK ListsNOW com allows you to search and download targeted and qualified marketing lists based on criteria you select The lists can be downloaded to your computer and then imported directly into Maximizer as Address Book entries You can then use the data for your marketing campaigns or sales prospecting activities By personally selecting the criteria for your target markets ListsNOW com allows you to cost effectively narrow your list of targeted consumers to those most likely to be interested in your product or service The listings are comprehensive up to date and versatile gt To access mailing lists from ListsNOW com In Maximizer select Web gt Mailing Lists from the menu The ListsNOW com page opens in your web browser Z Dsseach Favores Meda J E com emed inde him eGo Links _Lioesnow ListsnOwW com OME INDEX WHY Liss NOW HOW TO USE THIS SITE Q A LISTS TOOLS INFORMATION COMMUNITY US BUSINESS SERVICES DMIOL CONSUMER QUESTIONS Almost every US business hy Mailing services printers A short course in Direct How did I get on that ist size and type with contact copy and creative services M
52. Graphing When you click the Graphing button Maximizer prompts you to 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 Maximizer lets you choose a range 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 graph Other field types alphanumeric numeric or date fields require you to enter a range For example if you select Anniversary of Business you would have to provide the date ranges to include in the graph This allows you to include only the area of interest This example shows the Country abs ets Address Book entry field with all ie possible values selected for eren sanoa graphing Angola c Anguilla lanarcaca Antigua And Barbuda Argentina piai Aruba Australia sa JAzerbaijan Bahamas Bahrain Bangladesh Barbados us Belarus x z fae ie Catalog Al je IF Do not g
53. 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 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 Chapter 7 99 Configuring Maximizer for Email Fax and Phone 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 en
54. KB or TB article is published Report October 7 2005 12 00 PM o eficiency to Support Manager ccna Contact Channel Manager to plan Partner October 7 2005 04 00PM D Schedule a Meeting Q Appointments Print f Schedule a To do Activities Time B Recent Entries amp Interview with intern May 27 2005 03 00 PM Oa 8 Farmer Gary i May 31 2005 12 30 PM o D i Sales planning meeting June 6 2005 08 30 AM m w BridgeHead Winery Conduct lunch and learn for CS amp S staff October 10 2005 12 00 PM m im Happy Tries Restaur g Sumas tt prapasal date and time need to be adjusted for October 10 2005 01 00 PM o Pa he aoe a g Present proposal date and time need to be adiusted for October 10 2005 01 00 PM 7 in Street Wine Spir actual time d 3 g Present proposal date and time need to be adjusted for october 18 2005 01 00 PM na X Press F1 for Help User JNAPOLI Wednesday November 2 2005 1 39PM Z 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 8 113 Working with Maximizer Main Address Book Window Maximizer is a list based module which means that all of the
55. Selected entries in the current list Fam Crystal Report x All entries in the current list Generate report using Cancel Appendix B 257 Crystal Reports Database Tables Reference Database Tables and Views for User Defined Fields When you create a user defined field a database view for that user defined field is also created Views are created if you are using the Pervasive SQL driver and tables are created if you are using the Maximizer ODBC driver You can use these tables or 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 table or view named A Salary is dynamically created Based on the type of user defined field the table or view name is prefixed by a designated letter The following tables identify the table or view name prefixes for each type of user defined field Pervasive SQL View Prefixes The Pervasive SQL driver creates database views for user defined fields using the following prefixes Prefix Type of user defined field AL Address Book O_ Opportunity U_ Users S_ System Maximizer ODBC Table Prefixes The Maximizer ODBC driver creates database tables for user defined fields using the following prefixes Prefix Type of user defined field U_ Address Book V_ Opportunity X_ X followed by a SINGLE underscore Applies to special user defined fields and System Fields such as X_Cat
56. Server consisting 1 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 4 Update any of the preferences as desired and click OK r Live Update options IV Enable Maximizer Live Update Enable automatic Maximizer Live Update notification Interval to check for updates 1 days cmn 38 Maximizer 9 User s Guide Live Update options in Administrator are accessible through the Live Update button on the System Options tab in File gt Preferences gt To start the Live Update Wizard If the 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 r Updates are available for Maximizer Click OK is For more information and to download Cancel or In Administrator or Maximizer select Help gt Maximizer Live Update To download software updates from the server Start the Live
57. 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 94 Maximizer 9 User s Guide O the Synchronize Address Book El To synchronize Maximizer Address Book entries and Outlook entries checkbox is disabled if the user does not have the Allow Sync Contacts with checkbox Outlook access right contacts select the Synchronize Address Book entries g To specify the mapping between Outlook phone number fields and Maximizer phone number fields click the Phone Mapping button select the Maximizer phone number field to map to each Outlook phone number field and click OK Phone Mapping E Outlook Maximizer Assistant BusinessFax Business Business2 Callback Car HomeFax Home Home2 ISDN Mobile Other Pager PrimaryFax Primary Dadio Fax Direct Home Cell Pager Main cmu 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 100 the Synchronize Address Book entries from Favorite List drop down list select the Maximizer Favorite List to synchronize 11 the Synchronize Contacts from Ou
58. 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 6 Fill in your location information and click OK twice to return to the Maximizer Dialing Preferences Location Information x 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 fal What area code or city code are you in now 604 If you dial a number to access an outside line what is it 9 The phone system at this location uses Tone dialing C Pulse dialing an Click Device E Select your TAPI device name from the Line drop down list and click OK Connect using this line and address Line EE Address Address 0 ba 9 Select the Detect incoming calls option BW select the Enable exact number matching option if desired Maximizer 9 User s Guide 102 EIEN 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 Joe Napoli x Labels l Reports Fax Outlook onization Overview Page Logging Format Calendar Hotist Dialing Transfer Envelopes p Method o a f None Properties Device IV Detect incoming calls g Modem G TAPI
59. Update Wizard as described above Maximizer Software Inc Live Update Welcome to the Live Update Wizard This wizard helps you download updates for your Maximizer Software Inc products To begin click Next Chapter 3 39 Installing Maximizer A Click Next The Live Update Wizard connects to the Live Update Server to check for any available updates Maximizer Software Inc Live Update Available updates The Following updates are available for your Maximizer Software Inc products Check the box next to the updates you want to download then click Next Version 9 0 1552 598 Maximizer 9 Hot Fix 1 Select the update s to download 4 Click Next to download the selected updates Maximizer Software Inc Live Update Finishing the Live Update Wizard The following updates were Found for your Maximizer Software Inc products Status E Downloaded Product Maximizer 9 Hot Fix 1 Click Finish to close the wizard and to begin installing the downloaded update 5 Click Finish to close the wizard The downloaded executable file should launch immediately to start the installation 40 Maximizer 9 User s Guide Where to Go from Here 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 41 Create login accounts for Maximizer users and as
60. a variety of re company order online Contact_Number Country Customer Profile Contact How The Romantic Customer Profile Employees Price 95 Customer Profile First Contacted Date Contents Customer Profile Have Internet Access Customer Profile Industry E 4 205 Mavanama Merlot T Blank if not used 5 Close For Help press F1 Chapter 9 173 Communicating with Your Customers 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 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 Wo
61. and group access settings refer to User and Group Security on page 54 For an explanation of each of the access settings refer to User Access Rights and User Group Access Settings on page 55 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 Modify Group Accounting x General Members r Group name and ID A mD acce p Access Settings Permissions Privileges Read Insert Modify Delete Allow Global Edit Address Book Allow private entries Allow transfer and import export Allow Sync Contacts with Outlook Modify delete other owners notes User defined Fields User defined field setup Notes OOOOo000 ODOOOOOO OOOO0000 Documents O Modify other users private entries Mailing Address J O Modify other users general information Company Library 0 m m OrderDesk O O oO Opportunities oO O O Broe User Group setup o o o o C Sales Manager Accounting O O O x C Sales Representative Action Plan Library cnet too 64 Maximizer 9 User s Guide 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 p
62. 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 creating and viewing reports available 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 C 295 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 main 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 simultan
63. daily and weekly 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 other users appointments at once by adding the users to the Calendar Users list and selecting the checkbox beside the users names Use the Check All and Uncheck All options to quickly select all users in your Calendar Users list To add users and resources to the calendar you use the Edit List option Click the Edit button to modify the list properties including the colors that are associated with the selected users Use these buttons to hide the associated section of the Calendar window Chapter 8 149 Working with Maximizer Add a New Appointment to Your Calendar You can easily schedule an appointment with an Address Book entry 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 entry and yourself You can schedule appointments from any controlling window in addition to the Calendar window although the simplest ways vary slightly depending on whi
64. date the graph is generated e login The user ID of the logged in user e time The time the graph is generated e 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 200 Maximizer 9 User s Guide Add Zip to Your Graph Press F1 in the Graphing window to find out more ways to edit your graph At first your completed graph may not look like much by default it has a plain gray background and the graph s colors are chosen for you You can easily add your own touches to your graph by editing it in the Graphing window To perform other actions cick ight mouse button on raph z Hadam Chiayandiseyounomctoriaicaso gan DEAS Bint Primary Interest in Escona Wines No of Entries E As an agentidistrib Corporate gift oro H Personalgitoroe Primary Interest in Escona Wines To sellin arestaur No of Entries I As an agentidistributor You can
65. dialog box enter a Name and Description for the list 4 In the Owner drop down list select your user ID if you don t want to share the list with other users 5 When you are creating a Favorite List for Address Book entries if you want this Favorite List to appear each time you open Maximizer 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 View 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 Choose 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 Choose 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 142 Maximizer 9 User s Guide Select and Display Entries in a List After you ve performed a search you will most likely want to perform some action on the entr
66. 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 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 bar 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 8 111 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 A Use the Explore button in the Open Address Book dialog box to browse to the location of the selected Address Book if it does not appear in you
67. e Ifa Contact is associated with an entry the Company and Contact user defined fields are shown in separate folders e 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 fields 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 Maximizer makes it easy to search by some of the basic fields such as Last Name Company City Town or Email for Address
68. 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 EJ click OK to finish Chapter 12 245 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 purge feature When you purge notes you must specify the note types to delete Note Type Email History Mail out Manual Opportunity Other Phone calls Tasks Timed notes Transfer log Creation Method 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
69. entries in the Address Book or Opportunities window and then click the Graphing button Alternatively you can select Tools gt Graphing A 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 4 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 Chart Wizard Galey Swe laou Aves Select a chart ype 2D C 3D B Belarus PH i la aia ult 7 eel a d OE IF Do not graph entries without a value United Kingdom H United States mosa H Yusostavia To perform other actions click right mouse button on graph E a cao ee Select the Field and Values for Your Graph Press F1 in the Select Field and 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 graph Chapter 11 197 Reporting and
70. 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 12 221 Managing Address Book Data Importing Data from Other File Formats You can use 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 ent
71. 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 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 Tem 3 p OE Default Note x Vis na 3 The new customer strategy should be applied to all opportunities S Properties Details Eull access Public Creator Joe Napoli 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 r Escona Tutorial Address Book User Defined Fields AB
72. gateway This utility the edit box and pressing the refresh button enables users to check x which WGEs are Directory Status currently assigned to serve as the gateway for Gateway assignedto unassigned the files in a directory egoanean Fe Change The locator file does not exist in the specified directory Gateway status refreshed et A In the Target Directory field type the folder path where the Address Book files are located or Click the ellipsis button to browse to the desired Maximizer Address Book Once you ve specified the target folder click Change 4 Select the name of the gateway computer and click OK 5 Click Refresh and then click Exit 6 Repeat steps 1 to 4 for each Address Book that you want to read with a fixed gateway locator If you are unable to change the gateway reboot the computer and try again The computer may have Pervasive support files stored in memory Chapter 3 33 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 i
73. gt To update the FAXDDE registry keys In Administrator select File gt Users Fy 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 Joe Napoli x Logging Format l Calendar Hotlist l 3 b l Transfer Envelopes Labels Reports Fax llook Synchronization Overview Page Margins Show measurements in Orientation Top 1 00 Bottom 1 00 inches Portrai Left 1 25 Centimeters Landscape Right 12s Printer settings DDE settings 4 Application FAXMNG32 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 Chapter 7 97 Configuring Maximizer for Email Fax and Phone 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 for Windows 2000 Identify the path for FAXMNG32 EXE For example C Program Files Symantec WinFax Fa 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
74. in Calendar 146 memory system requirements 8 merge fields freeze or lock in Word 170 in documents and templates 171 MET files 250 MET transfer file 242 Microsoft Exchange 89 Microsoft Outlook 90 166 Microsoft Outlook Express 89 Microsoft Outlook Synchronization 91 94 privileges 56 Microsoft Word freeze or lock fields 170 macro settings 170 use with Maximizer 170 MKD files 251 Modify other users general info only privileges 57 Modify other users private entries privileges 56 Modify delete other owners notes privileges 56 modifying group access settings 63 MTI files 250 MXD files 250 MXI Maximizer XML Interface files 218 220 MXI files 250 Mxzhol nam file 209 My Work Day caption text 68 notes add 131 deleting old 245 email notes 131 entries 131 history 131 mail out notes 131 manual 131 opportunity notes 131 permissions 55 phone call notes 131 privileges 56 report 192 task notes 131 timed notes 131 transfer log notes 131 types 245 window 108 Notes table Maximizer ODBC 282 Notes window 131 Novell GroupWise 88 numeric user defined fields 74 0 online documentation 15 help and documentation 12 manuals 15 operating system system requirements 8 opportunities completion reasons 68 183 confidence ratings 68 183 email notes 131 graph 196 history notes 131 IDs 68 185 new 185 notes 131 Index 303 permissions 55 probability of close 68 183 report 192 stages 68 183 window 107 O
75. install Maximizer in the following folder To install to this folder click Next To install to a different folder click Browse and select another folder r Destination Folder C Program Files Maximizer Browse tallShield cack e Conc By default the installation creates the Maximizer folder in the Program Files folder on the drive where the Windows operating system is installed If your Windows operating system is not on the C drive the path will have a different drive letter Chapter 3 25 Installing Maximizer 9 Click Next to use the default folder for shared configuration information Click Browse select a local shared folder and click Next Application Data Folder Maximizer 9 Maximizer 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 r Destination Folder C 4ll Users Application Data Maximizer Browse InstallShield lt Back Cancel By default Maximizer setup creates the folder Documents and Settings All Users Application Data Maximizer and it creates a shared subfolder called AddrBks In a workgroup environment this folder must be shared on the network so other computers can access resources installed to this location EO select a setup type and click Next Setup Type Sel
76. 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 O the Details button allows you to view the details for a selected Action Plan such as the description or properties The Schedule button allows you to schedule a new Action Plan for the current Address Book entry Address Book window You can also view activities specific to an Address Book s opportunities in the related window gt To view activities for Address Book entries Open the related Address Book entry A Click the Activities tab By default all activities are displayed in the Activities tab You can choose to view only Action Plan activities or filter the list to view only those Action Plan activities related to a specific date range module and or user 4 Further filtering can be done for the activities list by using the 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 the More button 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
77. l Users Name type Requested by Add Folder lt Escona Tutorial gt ar ap dd Field A UsedltemateForm Alphanumeric B Sales Folder Properties FE First Contacted Date Date Delete 12 Annual Sales Numeric hens FE Last Visit Date E Partner Retail Reseller I Folder Move Up Discount Levels Folder Folder ove Do E Folder ds m Wine Preferences Folder j Wines of Interest Folder Joe Napoli Save As GS Customer Service Folder Escona Roles Table Mandatory Fields I Tree View Chapter 6 81 Configuring an Address Book A In the Set Up Items dialog box click Add Set Up Items x Items list Name Primary Interest 2 Add Ttem value Requested by As an agent distributor Modify Corporate gift or occasion ane Personal gift or occasion __ Delete To sell in a restaurant bar Properties Moye Up Move Down Close Type a name for the item 4 In the Requested by field select the name of the user who requested the item creation H click ox Add Item x p Item details w OoOO Creator Lou Jones Reguested by Lou Jones 4 z Bo 6 Repeat these steps to add any additional items to the Table user defined field 82 Maximizer 9 User s Guide Transferring User Defined Fields between Address Books Encrypted user defined fields cannot be transferred between Address Books gt To transfer user defined fields between Addre
78. on the machine and installs it if necessary MDAC includes the following components e ActiveX Data Objects ADO e OLE DB e Open Database Connectivity ODBC Maximizer uses these components to integrate information from multiple sources Chapter 3 19 Installing Maximizer Windows Login Account Rights Required for Installation Upgrading from a ALWAYS back up the Address Book before upgrading Maximizer For instructions on backing up refer to Backing up and Restoring Address Book Data on page 204 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 will 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 uninstall the previous version before proceeding with the upgrade However if you absolutely require your Maximizer settings such as Window layout colors fonts etc to be carried over to the new version you can install the new version without uninstalling the previous version The setup then prompts you to uninstall the previous version automatically but this method does
79. record phone calls time activities or write notes for any entry in your Address Book without opening a Maximizer Address Book Maximizer Form Designer 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 Maximizer Link for the Palm OS Maximizer and Maximizer Link for the Palm OS form a powerful suite of tools offering you all of the contact management features of Maximizer with the portability and convenience of the Palm OS 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 Maximizer Link 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 been modified are read during the process 8 Maximizer 9 User s Guide Maximizer System Requirements The Maximizer hardware and software requirements a
80. 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 Reports lt Address Book gt BAK 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 an Address Book on page 210 Upgrading a Maximizer Address Book Simply opening the Address Book in Administrator upgrades it to the current version However you can also upgrade an Address Book using the upgrade utility in Administrator gt To upgrade a Maximizer Address Book Ensure Maximizer is closed on all machines 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 Select the Address Book from the available Address Book list and click Open g Enter the MASTER user s Password and click OK The process of opening the Address Book upgrades the data If the Address Book doesn t appear in the list of Address Books choose File gt New Address Book browse to the Address Book and click Open 48 Maximizer 9 User s Guide Importing Vertical Templates Maximizer provides vertica
81. statistic For the foreign links see the Opportunity Management Table Relations diagram at the beginning of this chapter The statistic types are maintained by the system and should be left untouched You can modify them but do so only if you have an in depth knowledge of the system Table 17 Opportunity Table Table Rules Read Rule Delete Rule Can only delete if Owner_lId is equal to Login_Id OppActivity OppStep OppSuccessFactor OppRole Combined_Opp_User_Fields and OppComp with the same Opp_ld will be deleted Insert Rule Update Rule Cannot update if any OppRole OppActivity OppComp OppContact OppSuccessFactor or OppStep exists with the same Opp_ld Table 18 Opportunity Table Index Definitions Index Index Type Field 1 1 Unique Data_Machine_ld 2 Unique Opp_ld 3 Non Unique Client_Id 4 Non Unique Strategy_Id Table 19 Opportunity Table Fields Foreign Table Field Name Data Type Len Reference Data_Machine_Id Long 4 Sequence_Number Long 4 Client_Id String 23 Opportunity Client_lId Contact_Number Company Client_lId Contact_Number Contact_Number Integer 2 OR People Client_Id Contact_Number Field 2 Sequence_Number Opp_Number Contact_Id Read Only Description and Rules Yes Yes Company Individual that is associated with the Opportunity Mandatory field Associated Company must already exist in the Company table Non modifiable Yes Not used Reserved for future
82. template 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 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 email address fields If information is not entered in these mandatory fields the customer will be notified via a Failure page Chapter 8 163 Working with Maximizer 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 wiz
83. 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 hotlist tasks e Sample Company Library files CHAPTER Installing Maximizer In this chapter Third party Components Installed with Maximizer on page 18 Windows Login Account Rights Required for Installation on page 19 Upgrading from a Previous Version of Maximizer on page 19 Installing the Pervasive SQL Database Engine on page 21 Installing Maximizer on page 22 Installing ecBuilder Pro Lite on page 33 Installing Maximizer Link for the Palm OS on page 33 Adding and Removing Maximizer Components on page 34 Installing Licenses on page 35 Updating Maximizer Installations with Live Update on page 37 Wher
84. the Set Up User Defined Fields dialog box which is available from the File menu in both Maximizer and Administrator Address Book Opportunities Users Name Type Requested by SES lt E scona Tutorial gt LA UsedltemateForm Alphanumeric H H Sales Folder 4 95 Partner Retail Reseller Folder H Discount Levels Folder H Customer Profile Folder H Marketing Folder H Wine Preferences Folder Wines of Interest Folder Joe Napoli tf Customer Service Folder Escona Roles 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 folder levels Mandatory User Defined Fields and System Fields Okey fields are specified on the Some user defined fields are displayed in bold or with an asterisk Key Fields preferences tab in Administrator File gt Preferences gt Key Fields Sort order Mandatory user defined fields are denoted with an asterisk displayed after the field type System fields are shown in bold black text There are two methods of changing the order of fields and folders Drag and drop You can use the mouse to drag and drop fields or folders to a different position in the list Dragg
85. the appropriate item in the Update Options group box This option applies only if you have entries selected in your Address Book window Chapter8 127 Working with Maximizer E 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 128 Maximizer 9 User s Guide Use Column Setups to Organize Lists Maximizer provides a selection of column setups you can use for the main Maximizer windows including 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 the Add button The Defined View Properties dialog box appears Type a Name in the Details of View group box 4 Select Private if you don t want to share the column setup with other users 5 Click a column header in the Columns in View group box 6 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 Select a field in the Available Fields list El Click the Add button to add it to the current column Fields in the current column appear in display order in the Selected Fields list 9 Change the name of the field label in the Fie
86. the entry Group Only members of the specified group can modify the entry regardless of their user or group security settings Read Access Public All users can view the entry User Only the specified user can view the entry Group Only members of the specified group can view the entry Chapter 5 65 Setting up Users and Groups Access Rights Required to View or Create Crystal Reports The following table explains how the Crystal Reports Users security group and the Custom Report access right control whether a user can view or create reports from the Reports gt Crystal Reports menu in Maximizer Is the user a member Does the user How much access does the of the Crystal have the user have to the Reports gt Reports Users Custom Report Crystal Reports menu in security group access right Maximizer No No The user can see the menu but cannot view or create Yes No reports No Yes The user can open existing reports but cannot create new reports Yes Yes The user can open and create reports While the Crystal Reports Users security group and the Custom Report access right control whether a user can view and create reports the user permissions control the type of information the user can access in those reports If a user does not have rights to view information for a Maximizer window module and the user creates a report related to the window module the related information does not appear in the report For exa
87. 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 online Help for more information You can adjust the icon bar properties and also choose the state of its visibility gt To adjust the icon bar Select Toolbars from the View menu or right click in any frame containing a toolbar and select Customize from the shortcut menu The Toolbars dialog box appears A Select Icon Bar and click the Properties button Set your defaults in the General group box The Autohide option minimizes the icon bar at all times and the Scroll effect displays the icon bar only when you move your mouse over the tabs Note that the scroll effect applies only when the icon bar is minimized using the pin graphic See th
88. to your Windows OS documentation Refer to your Windows OS documentation n a Installing Maximizer 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 File sharing must be enabled on the Address Book host computer to successfully install Maximizer For information about enabling file sharing refer to your Windows documentation These steps are based on the Windows 2000 Server operating system Program names and locations may be different depending on the version of Windows you are using Chapter 3 23 Installing Maximizer Described on Procedure page s On the Address Book host computer configure the 30 32 Pervasive Gateway to a Fixed Gateway if necessary Although Maximizer does not require that you configure a gateway it may be beneficial in terms of network performance to do so An installation wizard steps you through the process of installing the software on the server The instructions in this section complement the wizard to provide additional information gt To install Maximizer Close all programs running on the computer E Insert the Maximizer CD in the computer s CD ROM drive The setup starts automatically If the setup doesn t start automatically you can start it manually by running setup exe from the Max f
89. 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 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 Chapter 7 93 Configuring Maximizer for Email Fax and Phone Configuring Outlook Synchronization For detailed information about Outlook Synchronization preferences click inside the dialog box and press F1 gt To configure Outlook Synchronization In Administrator
90. 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 though encrypted fields cannot be transferred between Address Books 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 75 Configuring an Address Book User Access Rights for User Defined Fields As the Address Book administrator you are responsible 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 a
91. 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 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 246 Maximizer 9 User s Guide gt To purge notes In Administrator open the Address Book you want to clean up E 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 Ey If you want to purge private documents belonging to other users select the Delete other users private documents option E click ox System Reports Chapter 12 247
92. workgroup By default the Address Book is located in Documents and Settings lt user gt Application Data Maximizer AddrBks lt AddressBook gt 30 Maximizer 9 User s Guide Establishing a Fixed Gateway A gateway is a computer that serves data to and receives requests from workstations Essentially a gateway can be considered a mini client server Data flows into and out of the database through one computer By default Maximizer is installed with a floating gateway configuration You can leave the gateway configuration as the default floating gateway However you must ensure that the gateway computer is left on at all times when the workgroup computers are accessing the Maximizer Address Book A machine becomes the gateway engine when it is the first machine to access a remote Address Book database This machine remains the gateway engine until all connections to the Address Book are closed Floating Gatew ay Workstation 1 Workstation 2 Workstation 3 In the floating gateway diagram Workstation 1 was the first machine to access the Maximizer Address Book By doing so it is set as the workgroup engine When Workstation 2 makes a request for data the request is sent to Workstation 1 The Pervasive SQL Workgroup on Workstation 1 must then go over the network retrieve the entire database file in order to read the database retrieve the record s requested by Workstation 2 and then send the data ba
93. your company Up to 8 Key Fields may be specified for the various Address Book entry types and opportunities Key Fields are set up in Administrator they will not appear in Maximizer unless they have been specified For more information on Key Fields refer to Creating Key Fields Lists on page 83 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 Detailed Report 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 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 Chapter 8 123 Working with Maximizer Or view an Address Book EMO click the User Defined Fields tab and fill in any associated entry s properties select the user defined fields Mak
94. 0 exporting 212 Favorite List 141 graphing 196 importing 218 229 lists 137 mandatory fields 68 notes 131 opportunity 185 Index 299 phoning 177 related entries 129 report 192 search 137 synchronizing with Outlook 73 91 94 transferring 241 244 verification and recovery 210 Administrator overview 5 Advanced Import 218 220 alarms for appointments 146 Allow Global Edit privilege 56 Allow private entries privilege 56 64 Allow Sync Contacts with Outlook privilege 56 Allow transfer and import export 56 alphanumeric user defined fields 74 appointments 146 adding to calendar 149 locations and resources 68 personal 150 printing 192 reassign 149 schedule with an Address Book entry 149 with Microsoft Outlook synchronization 92 Appointments table Maximizer ODBC 274 automatic dialing 180 backing up Address Book 204 207 dictionary file 209 holiday file 209 backup files 253 browser system requirements 8 Btrieve see Pervasive c calendar changing holidays 146 printing 192 reassigning appointments 149 report 192 window 108 caller ID TAPI 98 categories Address Book entries 68 Classic window layout 110 Client table Maximizer ODBC 263 300 Maximizer 9 User s Guide column reports 192 communicating with customers using email letters and faxes 166 Company converting from Individual 130 Company Library 109 158 permissions 55 verification and recovery 210 Company table Maximizer ODBC 26
95. 14 Hotlist Table Fields Field Name Data Type Data_Machine_ld Long Sequence_Number Long 4 4 Reference Field 4 Field 5 Field 6 Entry_ Type Schedule _Time Type_Id Original_ Date Schedule _Time Activity_ Id Lead_ Time Read Only Yes Yes 279 Description and Rules Field 7 Original_ Time Description and Rules 280 Maximizer 9 User s Guide Table 14 Field Name Owner_ld Schedule_Date Schedule_Time Client_Id Contact_Number Entry_Type Original_Date Original_Time Type_Id Priority Completed Data Type String DateString TimeString String Integer Integer DateString TimeString Integer String Integer Len 11 10 23 Hotlist Table Fields Continued Foreign Table Reference Hotlist Client_lId Contact_Number Company Client_ld Contact_Number OR People Client_Id Contact_Number Read Only Yes Description and Rules User or group who owns the record If originated from OppActivity it is the Owner_Id of the Team Member responsible for the opportunity Defaults to the current Login ID Date and time when task was scheduled Mandatory field Client ID with which the task is associated Leave empty for a personal appointment Otherwise it must already exist in the Company or People table Non modifiable Contact number with which the task is associated Leave empty for a perso
96. 186 Maximizer 9 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 Configure stages probabilities of close confidence ratings and completion reasons in Administrator File gt Preferences gt Opportunity tab 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 c
97. 218 Importing Data from Other File Formats on page 221 Importing Mailing Lists from ListsNOW com on page 239 Transferring Entries between Address Books on page 241 Purging Outdated Notes and Documents on page 245 System Reports on page 247 204 Maximizer 9 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 209 Backing up an Address Book There are two types of backup procedures available e Regular Backup enables you to choose the types of files to back up This backup procedure requires the Address Book to be closed e Quick Backup backs up the entire Address Book You can perform a Quick Backup without closing the Address Book Use either of the backup commands to back up the Address Book A backup checks and cleans up the data and compresses it up to 80 per cent Allow a few minutes to back up a large Address Book folder Regular Backup gt To perform a Regular Backup Close the Address Book and ensure the Address Book is not being used by any other users Or verify currently logged in A In Administrator select Utilities gt
98. 67 1234567890 1234567 1234567890 1234567 1234567890 1234567 1234567890 123456789012345 Display 123 4567 123456 7890 123 4567 123456 7890 123 4567 123 456 7890 123 4567 1 123 456 7890 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 104 Maximizer 9 User s Guide CHAPTER Working with Maximizer Manage Your Address Book Entries In this chapter What is Maximizer on page 106 Opening an Address Book on page 111 My Work Day View on page 112 Main Address Book Window on page 113 Customizing Maximizer Toolbars and Toolbar Buttons on page 116 Keeping Track of Your Prospects and Customers on page 121 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 137 Tracking Your Appointments and Hotlist Tasks on page 143 Sharing Your Files in the Company Library on page 158 Making Entries in Your Journal on page 160 Monitoring Income and Expenses on page 161 Creating Web Inquiry Forms for Your Website on page 162 106 Maximizer 9 User s Guide What is Maximizer Maximizer is a complete software solution that brings together elements of sales force automation eCommerce and other related applicat
99. 8 completion reasons opportunities 68 Contacts converting to Individuals 130 defined 121 notes 131 report 192 window 108 converting Contacts to Individuals 130 Individual to Company 130 Individuals to Companies 130 Corel WordPerfect Office Integration 27 Crystal Reports 18 190 access rights 65 Crystal Reports Users security group 60 65 data population 256 database drivers 258 Personal Reports 190 when upgrading an Address Book 47 Current Users report 36 248 Custom Reports menu 190 printing access rights 65 custom window layout 110 customer lists importing into Maximizer 240 D data collection website 162 database backing up 204 207 creating an Address Book 43 44 drivers for reports 258 Pervasive engine 21 restoring from backup 207 system requirements 8 upgrading 47 user defined field tables and views 257 262 date user defined fields 74 DDF files 251 default entry 124 default password 53 detailed reports 192 dialing preferences 180 dialog boxes creating custom 7 dictionary file 209 display name user 51 documents adding to Documents window 170 creating 167 deleting old 245 in Company Library 158 insert 170 location 169 mail merge 173 permissions 55 report 192 sending using mail merge 173 sharing 158 templates 169 using merge fields 171 duplicate checking for Address Book entries 70 E ecBuilder installing 33 project data file 250 email automatic dialing 180 customers 166 Lotus cc Mail 88 M
100. 9 Opportunity Table Fields Continued Foreign Table Field Name Data Type Len Reference Suspended_Date DateString 10 Days_Suspended Long 4 NextAction String Read Only Description and Rules The date an opportunity became suspended This field is set by Maximizer when an opportunity with a strategy is applied The number of days an opportunity was suspended This field is set by Maximizer only when an applied opportunity which was suspended is resumed after one day or more Next action in the Action Plan for this Opportunity as defined by the user Applicable only when Opp_Type 0 User_Details Table Appendix B Crystal Reports Database Tables Reference 289 The User_Details table contains personal information for users such as name phone numbers and email address Table 20 Read Rule Delete Rule Insert Rule Update Rule Table 21 User_Details Table Index Definitions Index IndexType Field 1 1 Unique Rec_Type Table 22 User_Details Table Fields Foreign Table Field Name Data Type Len Reference Rec_Type Integer 2 User_Id String 11 Mr Ms String 79 First_Name String 79 Initial String 79 Last_Name String 79 Title String 79 Salutation String 79 Company_Name String 79 Department String 79 Division String 79 Address_Line1 String 79 Address_Line2 String 79 City String 79 State_Province String 79 Zip_Code String 79 Read only Read only Read only Read only User_Details
101. Address Book Setting up Users and Groups Configuring an Address Book J Configuring Maximizer for Email Fax and Phone ef amp L What is Maximizer tE Opening an Address Book pL My Work Day View L Main Address Book Window E Customizing Maximizer Toolbars and Toolbar Buttons L Changing Languages for the Maximizer Spell Checker 1 Keep Track of Your Prospects and Customers Keep Notes on Your Address Book Entries L Working with User Defined Fields C Create a List of Entries with a Search pL Track Your Appointments and Hotlist Tasks i T Share Your Files in the Company Library i L Make Entries in Your Journal tC Monitor Income and Expenses tL Create Web Inquiry Forms for Your Website E L Communicating with Your Customers E Managing Opportunities 0 Reporting and Graphing E L Managing Address Book Data L Administrator s Reference L Crystal Reports Database Tables Reference Glossary of Terms Index ka gt f em al rics gt m 639x910 CHAPTER Working with Maximizer Address Book Entries 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 16 Maximizer 9 User s Guide Explore Maximizer with the Sample Address Books In a typical installation of Maximizer
102. Answer Busy Re dial Din order for the Phone notes After clicking a response the Phone dialog box appears Record dialog box to appear notes on your call as you talk automatically logging must be ri la ala El Click the Hang Up button when you are finished and then click Preferences gt Logging tab Close 00 52 Phone Joy n Hang Up Pause al Transfer Close Spelling Or later view the details of 9 Optionally you can record the result of the outgoing call in the calls you made access the Phone Call Result dialog box Click OK to close the dialog box Phone Log from the View ELR Results Arranged interview Arranged meeting Away from desk Away from office Busy Call back Closed Discussed opportunities In a meeting zi 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 9 179 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 or Right click on an Address Book entry and choose Phone gt Receive a Call Alternatively you could choose 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 t
103. BOWSER JonBowser Jon Bowser 555 jbowser maximize Enabled imizer Enabled Igarcia maximizer Enabled MASTER LouJones Lou Jones 555 775 0 ljones maximizer c Enabled MBERTOLLI Mark Bertoli Mark Bertolli 555 775 0 mbertolli maximize Enabled MCORELL Miranda Corel Miranda Corell 555 775 0 meorell maximizer Enabled MEOAUAM At esha Mov Besko EERIE A ee Add Delete Password Preferences Properties Close For detailed information about A Set the user related preferences on each of the tabs the fields on each tab click inside the tab area and press Preferences Joe Napoli Ea FA Labels Reports Fax Outlook Synchronization OverviewPage Logging Format Calendar Hotist Dialing Transfer Envelopes Documents p Opportunities Labels Envelopes Timers 7 None C None C None C None C None Notes C Notes Notes Notes Notes C Journal C Journal Journal C Journal C Journal C Both C Both C Both C Both C Both Scheduled tasks 4 m Completed tasks C None C None Notes Notes Ne cumal Journal C Both C Both m Phone calls Email C None I View result table on hang up C None Notes and phone log Notes C Journal Journal Both Both CHAPTER Configuring an Address Book In this chapter Address Book Preferences on page 68 Preventing Duplicate Address Book Entries on page 70 Setting up
104. Book x Do you wish to copy preferences templates user defined fields and macros to your new Address Book 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 45 Creating or Upgrading an Address Book Maximizer System Login Account 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 active and with its default settings Maximizer requires this account to function correctly However it is important to change the password for this 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 46 Note that the MASTER user account is always enabled and it consumes a license only if you are logged into Maximizer with the MASTER user account 46 Maximizer 9 User s Guide 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 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 passw
105. Book entries or by Status or Revenue for opportunities The Search menu varies depending on what window is selected 138 Maximizer 9 User s Guide gt To search entries by a field 1 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 search your Address Book entries FT Maximizer Escona Tutorial Address Book 165 Displayed 162 Companies 3 Individuals l9 File Edit View Search Actions Web Tools Reports Window Help xl New 3 a Lr t Cu fask Emal ZA Letter Note GPhone mjEdtor fl ws A rm i k view S E E amp My Work Day Repeat All Fields i s Last Catalog Searches gt Phone Number Email Address City S amp Opportunities 655 834 9983 escona maximizer com Vancouver ial All Fields ji i g Adreea Ei ore 555 834 9983 escona maximizer com Alice Spring by Last Name 655 834 9983 escona maximizer com Albuquerque o Hotlist Fist Name 555 834 9983 escona maximizer com Riverside 8S Calendar iy Company 555 834 9983 escona maximizer com Amelia Island bens AEA 555 834 9983 escona maximizer com Mashpee A Emai 1 all adinan 555 834 9983 escona maximizer com Atlanta BSB Company Libr Shy Toes 555 834 9983 escona maximizer com Denver State County Province 555 834 9983 escona maximiz
106. C Wine Shop Inc 28 Displayed File Edit View Search Actions Web Tools Reports Window Help New 3 3 GR gt Fe Appointment 2 Task Email Bf Letter K Note GPhone mjEditor 3 wt W EE werk day Name a Phone Number Email Address TEA Opportunities 5 ABC Wine Shop inc 655 834 9983 escona maximizer com Vancouver kg reanik D Aggassi Cold Beer amp Wine Store 555 834 9983 escona maximizer com Alice Spring 5 Albert s Steak House 655 834 9983 escona maximizer com Albuquerque o Hotlist All The Best Spirits 655 834 9983 escona maximizer com Riverside EE Amelia Liquors South 555 834 9983 escona maximizer com Amelia Island Andy S Market 555 834 9983 escona maximizer com Mashpee B Email Ansley Wine Merchants 555 834 9983 escona maximizer com Atlanta B company Library Argonaut Wine amp Liquor 655 834 9983 escona maximizer com Denver Armanetti Wine Shoppe 555 834 9983 escona maximizer com Chicago A Personal Arnie S Fine Wine Liquor amp Beer 555 834 9983 escona maximizer com Peachtree City i BA orderdesk si 2 Quick Access Documents address Book Order e a Call i k larik Fields Schedule a Meeting Name and Phone Numbers a Value s P 555 834 9983 Recent Entries 604 601 8001 amp Farmer Gary B Dodon Jaras Garin iat Partner Retai Reseller Info 53 BridgeHead Winery 15 834 9983 Discount Levels G3 Happy Times Restaur 604 601 8001 Customer Profile
107. Contract Number Last Customer Service Call Add gt lt Skip Field gt Account Manager lt Remove Address Line 1 Address Line 2 Anniversary of Business Anniversary of Business Annual Sales Business Partner Level Category city Collateral Company Country Customer Alerts Customer Interests Department x I Convert to name case Do not import first record it is a header Cancel Catalog For each field in the source file 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 x Ayailable Maximizer fields Order of Import Fields from file Herb csv G Field Number 14 Partner Interests Partner Marketing Dollars Partner Sales YTD Percentage RED Percentage ROSE Percentage SPARKLING Percentage WHITE Phone 1 Description Phone 1 Extension Phone 2 Phone 2 Description Phone 2 Extension Phone 3 Description Phone 3 Extension Phone 4 Phone 4 Description Phone 4 Extension First Name 1 First Name Last Name 2 Last Name E mail Address 3
108. Create view and print pre formatted and custom reports 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 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 menu in Maximizer File gt Administrator 6 Maximizer 9 User s Guide Maximizer Companion Applications
109. Desc Phone_4 Desc Email_1_Desc Email_2_Desc Email_3_Desc Partner_Id Partner_Number Lead_Status ReadOnly_ld ReadPriv Data Type String DateString TimeString String String String String String String String String String Integer Integer String Integer Len 11 10 11 11 21 21 21 21 15 15 15 23 11 2 Foreign Table Reference User_Details User_ld Company Partner_ld Partner_Number ABPartners Partner_Id Partner_Number Read Only Description and Rules Yes Yes Yes User_ld of user assigned to the Address Book entry as the Account Manager Yes Identifies the Address Book v entry that is a partner to the e gt company or individual Yes a The ODBC driver converts unsigned integers e g 60 000 to signed integers e g 5536 You can convert the signed integers to their unsigned equivalents using the constant 65536 For example 65536 5536 60000 People Table The People table includes fields for Individual entries and Contacts Table 7 People Table Table Rules Read Rule Delete Rule Insert Rule Any records that use the same Client_Id and Contact_Number will be deleted Table 7 People Table Table Rules Continued Update Rule Table 8 People Table Index Definitions Index Index Type 1 Unique 2 Non Unique 3 Non Unique 4 Unique Field 1 Data_Machine_ld Name_Type Reverse_Phone_1 Client_Id Table 9 People Table
110. E mail Address 4 Mobile Phone 5 Personal Web Page 6 Business Street Cit 7 Business City lt Remove Zip Postal Code 8 Business Postal Code State Province 9 Business State 10 Business Country 11 Business Web Page 12 Business Phone 13 Company 14 Job Title Promo level Promotions Region Reports To z T Convert to name case 7 Do not import first record it is a header Import N Cancel Catalog 224 Maximizer 9 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 e
111. ELL to Extension field in Maximizer Adds UDF to Company Adds UDF to Company 234 Maximizer 9 User s Guide ACT 2000 5 0 6 0 2004 2005 or 2006 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 2006 amp ACT 2005 2006 Premium only User 1 User 15 ACT 2000 5 0 6 0 or 2004 only 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 with the same name as in the source database Creates UDFs named Details Field 1 Details Field 15 Imported Yes Yes Yes Yes Yes Yes Yes Yes Yes No No No Yes 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
112. 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 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 73 Configuring an Address Book Configuring Duplicate Address Book Entr
113. In Progress Lost I Suspended Won When you graph your entries 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 196 Maximizer 9 User s Guide 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
114. Managing Address Book Data HTM 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 Name 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 248 Maximizer 9 User s Guide Report Information Reported Address Book Summary 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
115. Maximizer automatically creates notes to record opportunity activity File Edit View Search Actions Web Tools Reports Window Help New 3 3 gt GR gt fa Appointment Task Emal Z7 Letter Note EPPhone mjEditor fl we W Opportunities 7 Displayed Oy My Work D a E erk bey Coume E E e E Opportunties Status a Address Book Entry Objective Stage Revenue Close Date fg Address Book InProgress BridgeHead Winery Acquire as distributor Customer s Re 15 000 00 October 20 2005 seas InProgress Edgar Bros Get Escona on Wine List Negotiation 22 000 00 October 18 2005 In Progress Happy Times Restaurant Acquire as reseller Proposal Deve 98 000 00 January 6 2006 18 Calendar In Progress Ingersoll Wines amp Spirits Sell Escona Wine Not Started 0 00 ZB emai InProgress Kiewitich Partnership Qualify Interes 19 000 00 October 27 2005 d InProgress Palmer Vineyards Do Seasonal Promotion Not Started 9 600 00 October 20 2005 amp Company Library InProgress Viscount Liquor Corp Get Seasonal Display Qualify Interes 12 500 00 October 27 2005 B Personal E Orderpesk Quick Access Make a Call Peak i Receive Cl hon S Schedule a Meeting Name and Phone Numbers amp Schedule a To do B BridgeHead Winery mp November 3 2005 1 26PM Task Appointment Modifier Recent Entries p 555 834 9983 Present proposal d m 604 601 8001 Farmer Gary 604 October 6 2005 11 42 AM Task Heit Task Cone
116. OrderDesk When you receive orders or inquiries from your website you can RA 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 your 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 Accounting 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 Bs For information on using the Accounting Link see the online manual installed with the Accounting Link Designed for Use with QuickBooks 110 Maximizer 9 User s Guide Window Layout 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
117. Rule Read only Insert Rule Read only Update Rule Read only Table 2 Client Table Index Definitions Index Index Type Field 1 1 Unique Data_Machine_Id 2 Non Unique Name_Type 3 Non Unique City 4 Non Unique State_Province 5 Non Unique Zip_Code 6 Non Unique Firm 7 Non Unique Reverse_Phone_1 8 Unique Client_Id Table 3 Client Table Fields Foreign Table Field Name Data Type Len Reference Data_Machine_ld Long 4 Sequence_Number Long 4 Field 2 Sequence_Number Name Contact_Number Read Only Description and Rules Yes Yes 264 Maximizer 9 User s Guide Len 2 11 23 59 10 11 10 Foreign Table Reference Company Record_Type OR People Record_Type Client Client_lId Address_ld Address Client_ld Address_ld Table 3 Client Table Fields Continued Field Name Data Type Record_Type String Owner_ld String Private Integer Client_Id String Contact_Number Integer Name_Type String Name String Address_Id Integer Last_Modify_Date DateString Last_Modify_Time TimeString Transfer_Date DateString Transfer_Time TimeString 11 Read Only Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Description and Rules Type of record 1 Company 2 Individual 5 Default Entries 31 Company Contact 32 Individual Contact 41 Company or Company Contact Alternate Address 42 Individual or Individual Co
118. Software Solutions Pty Ltd Level 10 815 Pacific Highway Chatswood New South Wales Australia 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 ccccceeceeeeeeeeeeeeeeeeeeseeeeeneeeeeeeneeeees 1 Grow Your Business With MaxiMiZer eccceeceeeeeeeeeeeeeneeseaeeeaeeseeeeeeeeneees 2 Day to day Contact Management with Maximizer n se wed Administrator osian ead aed a5 Maximizer Companion Applications 6 Maximizer System Requirements ccccecceceeeeeseeneeeeeeeecnaeeeeeeeneeeeeeeeenaeees 8 Maximizer System Requirements 0 0 ee eeseeeeeeeeeeeeeeeeneeeeeeneeeeeneeeenaeees 8 Where to Go from Here ssrin iiie ien iaai iiaa iaai 9 Finding Information 2 c ccccceseeeseeeeeeeeeeeeeeeeneneeeeeeeneeeeanens 11 OVOIVIOW wi siceiisscesasstdessadeennseacabeaasduianavdcessdedanceauncedseccteeusieedcaceacanaeiteazseaeaideenie 12 PresstF fOr HeD yin aaae a esie Beals 13 Open the Help Table of CoOntent cccsccssscssecssecsecssrecseesssessneesseeesseesees 14 Read the Maximizer Guides Online ceccesceeeeeeeneeeeeeeeeeeeeeesaeeeaeteaeeeees 15 Explore Maximizer with the Sample Address BOOKS cc ccceseeeteeees 16 Installing Maximizer cccsccccccceeeeeeeeeeeeeeeeeeeeeeeeeneeseeseneeeeeees 17 Third party Components Installed with Maximizer
119. T 2005 smrIiwrtF sS 25 26 27 28 29 30 4 23456 S Hot 12 13 14 15 16 17 1 19 20 24 22 23 24 25 28 27 28 29 ae wnt 3 4 5 Press F1 for Help User JNAPOLI Wednesday November 2 2005 454PM To B oreeroest w pema l T 000 2000 Quick Access ot present proposal aa ad en need ba Drecheck at Dede cist IF Make a ca Sar ecusted for actual tine Users 4 ue Company Viscount Liquor Corp H E Moe napoi 2 Mame Terre Daron Jeme fl a ae Attendee Joe Napot i Resource Product Samples ad Actions Web Tools Repos Window Hi bE mane i Cas New 3 3 GB OAppoinment 2 Taek Er a f f 1 d 4 October 10 2005 gt usss EJ E 8 jork Daj z 7 0 NE or ro za TE opportunites o o E Hey tes restar E a 8 E EQ Actress Book eal za Big a Hotlist Mo Press F1 for Help User JNAPOU Wednesday November 2 2005 437PM 4 EB caencor 11 00 9 M0 2 13 14 15 D top 16 17 10 19 20 21 22 W emai 12 F Assenti S Pasta Kert Gyro 23 24 25 28 27 28 29 PM Sp Conduct hunch and learn for CS85 statt wan Company Library 4 Bi Personai P30 Present proposal f agam B oreren 2 a Pu 30 Quick Access aime Company Viscount Lior Corp f Pu Sop Mame Terrell Daron Jamel ao Attendee soe Napot Puss Resource Product Samples Sch 0 5 00 Priority 4 Recent Entries PM 30 Grape Expectations 6 20 E ABCWhne Shop inc 30 Fon 7 i je iy ed aj Press F1 for Help User JNAPOLI Wednesday November 2 2005 4 44PM
120. Table Table Rules Field 2 User_Id Read Only Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Description and Rules Value is always 6 290 Maximizer 9 User s Guide Table 22 User_Details Table Fields Continued Foreign Table Read Field Name Data Type Len Reference Only Description and Rules Country String 79 Yes Phone_1 String 21 Yes Phone_1_ String 21 Yes Extension Phone_2 String 21 Yes Phone_2_ String 21 Yes Extension Phone_3 String 21 Yes Phone_3_ String 21 Yes Extension Phone_4 String 21 Yes Phone_4_ String 21 Yes Extension Email_Address String 119 Yes Web_Site String 119 Yes Custom_Field_1 String 119 Yes Custom_Field_2 String 119 Yes Custom_Field_3 String 119 Yes Custom_Field_4 String 119 Yes Creator_Id String 11 Yes Creation_Date DateString 10 Yes Creation_Time TimeString 11 Last_Update_Date String 10 Yes Last_Update_Time String 11 Yes Private_Read Integer 2 Yes 0 Public 1 Private CS_Manager Integer 2 Yes 0 False 1 True CS_Representative Integer 2 Yes 0 False 1 True KB_Approver Integer 2 Yes 0 False 1 True Table 22 User_Details Table Fields Continued Foreign Table Field Name Data Type Len Reference Sales_Manager Integer 2 Sales_ Integer 2 Representative Appendix B Crystal Reports Database Tables Reference 291 Read Only Description and Rules Yes 0 False 1 True Yes 0 False 1 True 292 Maximizer 9
121. User Defined Fields for an Address Book on page 74 Creating Key Fields Lists on page 83 Recording Holidays in the Holiday Editor on page 86 68 Maximizer 9 User s Guide Address Book Preferences 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 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 70 for more information key user defined fields available on the Basic Information tab of Address Book entries and opportunities refer to Creating Key Fields Lists on page 83 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 confidenc
122. _Status Integer 2 Yes ReadOnly_ld String 11 ReadPriv Integer 2 a The ODBC driver converts unsigned integers e g 60 000 to signed integers e g 5536 You can convert the signed integers to their unsigned equivalents using the constant 65536 For example 65536 5536 60000 Appointments Table The Appointments table includes both personal and company related appointments Table 10 Read Rule Appointments Table Table Rules Delete Rule Insert Rule Table 10 Update Rule Appointments Table Table Rules Continued Owner_ld only updated by MASTER Appendix B 275 Crystal Reports Database Tables Reference Table 11 Appointments Table Index Definitions Index Index Type Field 1 Field 2 Field 3 Field 4 1 Unique Data_Machine_Id Sequence_ Number 2 Non Unique Client_Id Contact_Number App_Date App_Time 3 Non Unique Owner_ld Alert_Flag Lead_Date Lead_Time 4 Non Unique Owner_ld App_Date App_Time Table 12 Appointments Table Fields Foreign Table Read Field Name Data Type Len Reference Only Description and Rules Data_Machine_ld Long 4 Yes Sequence_Number Long 4 Yes Owner_ld String 11 Yes User location or resource the appointment belongs to App_Date DateString 10 Appointment date and time Mandatory field App_Time TimeString 11 lea ale Lead_Date DateString 10 Alarm date and time If left Lead Ti TimeStri 11 empty defaults to the sac Pime TEES AI App_Date and App_Time End_Date DateStri
123. also right click inside the graph to display a pop up menu I Corporate gift or occasion Personal gift or occasion Before and after the graph as generated by Maximizer above and the graph after some editing right To sellin arestaurantibar To petform other actions cick right mouse button on graph Hold down Cul key and use your mouse to rotate a 3D graph Casa Bint You can select and edit each element in the graph such as the title 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 li Primary Interest in Escona Wines Primary Interest in Escona Wines No of Entries Format Plot As an agentidistributor a T Corporate gift or occasion I Personal gift or occasion To sell in a restaurant bar 3DView 3D Lighting ease Tye Location Backdrop Frame C Patter C Gradient oo z ma C HdldomCitojeniueyernanctonsacesgmn _ CHa Bint Ficture Pa
124. an perform common tasks by clicking the Actions gt gt button from any of the opportunity dialog box tabs EN Work through the remaining tabs entering the opportunity s details including the user defined fields and status E F Pitons A Probability 0 Basic Information User Defined Fields Status Company Individual SEES ai Opportunity description Objective EJ Contact El Products Services 4 J Categories Description E r Opportunity Analysis J Stage Not Started 6 v Confidence rating z Key Fields for Opportunities v Opportunity details R l Status In Progress Syon Start date November 3 2005 Store size Close date Wine Preference Next action Number of Retail Lines Revenue Cost 0 00 Leader Joe Napo 9 Denotes required field Cancel ay Number of Distributors Chapter 10 187 Managing Opportunities 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
125. 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 Adds UDFs to Company Some UDFs that belong to some different Contacts in ACT may be lost ACT 2000 5 0 6 0 2004 2005 or 2006 Users Notes Schedule Call Schedule To do Schedule Meeting Notes Attachments Document Groups Sales Opportunities History ACT 2005 2006 amp ACT 2005 2006 Premium only Maximizer Users Notes Hotlist Task Appointments Notes Attachments Document Groups Opportunities Notes Imported Yes Yes Yes Yes No No No No Yes Chapter 12 Managing Address Book Data Comments 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 ar
126. ard 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 pl method post name mtiform gt to lt FORM action cgi bin wingcgi p method post name mtiform gt 164 Maximizer 9 User s Guide CHAPTER Communicating with Your Customers In this chapter Keeping in Touch with Your Customers on page 166 Designing Templates and Writing Documents on page 167 Broadcasting Documents Using Mail Merge on page 173 Sending and Receiving Email on page 175 Keeping a Record of Your Telephone Calls on page 177 166 Maximizer 9 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 onli
127. arketing including case How do I get off How can I names telephone and fax telemarketing services histories instructions and protect my own identity numbers consultants everything explanations of how it all works Q amp A INTERACTIVE SUGGESTED READING Direct Marketing Questions The ListsNOW com aiaia Mailing Questions Telemarketing Qustions ie rivacy EMail Questions policy and other FAQ RESOURCELINKS Creative Questions Associations Publications MUSINGS z a CT Deet A From the ListsNOW com home page click Enter to see the main menu page Q click the How to Use This Peruse the information under the Tools Information and Site link for assistance with Community headings using ListsNOW com 240 Maximizer 9 User s Guide Under the Lists heading available lists are broken down into the following categories US Business almost every US business by size and type with contact names telephone and fax numbers Links to Centrus Online AccuLeads and Experian List Online US Consumer from resident saturation to targeted consumers and households by name with or without telephone numbers Links to Centrus Online zapdata com AccuLeads and Experian List Online UK Business over a dozen lists of UK and international businesses Multiple job titles names Phone and some fax numbers available UK Consumer almost every household in the UK Select by wealth and by lifest
128. arting 167 templates 169 Word see Microsoft Word WordPerfect Office Integration 27 workgroup installing Maximizer 22 32 World Clock 157 X XML files 218 220
129. ast_Modify_Time Transfer_Date Transfer_Time Phone_1 Reverse_Phone_1 Phone_1_ Extension Phone_2 Reverse_Phone_2 Phone_2_ Extension Phone_3 Reverse_Phone_3 Phone_3_ Extension Phone_4 Reverse_Phone_4 Phone_4_ Extension Change_Bits_Low Change_Bits_High Data Type String String Integer DateString TimeString DateString TimeString String String String String String String String String String String String String Long Long Len 1 59 10 10 11 21 21 21 21 21 21 21 21 21 21 21 21 Company Table Fields Continued Foreign Table Reference Company Client_lId Address_Id Address Client_ld Address_ld Appendix B 269 Crystal Reports Database Tables Reference Read Only Yes Yes Yes Yes Yes Yes Description and Rules Always C i e Company for records in the Company table Mandatory field System generated unique address identification number Points to the address to use for the Address Book entry 0 Main address gt 60 000 or gt 5536 alternate address Non modifiable Date and time of transfer If left empty defaults to the system clock MaxMerge change fields Used by Maximizer Do not use 270 Maximizer 9 User s Guide Table 6 Company Table Fields Continued Field Name Creator_Id Creation_Date Creation_Time Assigned_To Phone_1_Desc Phone_2_Desc Phone_3_
130. ated To override the calendar status you can click on the User Status button to manually set a user s status 4 You can also 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 x User list 3 Status Users con Remaiks Name Address Book Ent _User status ln oly Dance 3 E Daniel Brown Refresh Jon Bowser pec E o Lucy Garcia in LouJones in Mark Bertoli n Miranda Corell n Matt Graham in Wonda White Chapter 8 157 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 Rig
131. aximizer Link for the Palm OS Maximizer and Maximizer Link for the Palm OS form a powerful suite of tools offering you all of the contact management features of Maximizer with the portability and convenience of the Palm OS device Maximizer Link information and help is available to those with Maximizer Link installed 296 Maximizer 9 User s Guide merge 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 sy
132. bout assigning user access rights refer to User and Group Security on page 54 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 x Folder Name lt Escona Tutorial gt Field Name nl User defined field for Address Book entries Users Opportunities Type Field may be added to Table IV Companies Date M Individuals Alphanumeric I Contacts Numeric r Attributes T Single value only I Annually recurring event 7 Include in Hotlist I Retain year I Encrypted J Mandatory Maximum fieldlenath 28 Humber of decimals 0 Full Access and Full access Pubic Ly Read access Pubie z Read Access permissions Creator Lou Jones Requested by Lou Jones 7 D U _ Z Spelling 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 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 76 Maximizer 9 User s Guide About the Set Up User Defined Fields Dialog Box User defined fields are created and modified through
133. ceeeeeeeeeeaeeceeneeceeeeeseeeeeseneeseseeees Access Rights Required to View or Create Crystal Reports User Prefere NCES sirindi teaa anaa aaiue dedi hen iia Taea edie ater Configuring an Address Book s sssceceeeceeneeeeneeeeeeeeeees Address Book Preferences c cceccssceeseseeceeeeseceeeeaeeaeeeaeeaeeeaeeaeseneeaeeeeeeaeeaaes Preventing Duplicate Address Book Entries ccceecceseeeeeeseeeeeeeeeeeeeeeees How Duplicate Checking Works cccccccceseseeceseeeeeeeeeeseaeesseneesseneeeees Partial Matching a aa aaa a aa a aa aa aaa ar aaa a Taano AEn TEA RARA Permission to Create Duplicate Entries cccccccssceeesseeeeeeeeeeeseeeess Configuring Duplicate Address Book Entry Checking Setting up User Defined Fields for an Address Book Types of User Defined Fields cscccsscessessesstessseeeseeens User Access Rights for User Defined Fields cccccssccssessteeeseesnrees About the Set Up User Defined Fields Dialog BOX csscssseeee Creating a New Folder for User Defined Fields c cccssccesesseenees Creating a New User Defined Field cccsccescessessseessessseesssessneesaees Adding Items to a Table User Defined Field c ccsccesscsstsesseeeseeeens Transferring User Defined Fields between Address Books 00 82 Creating Key Fields Lists a a T aana rana aaea Aaa eae aa aa aa aaea aa 83 Specifying Key Fields by Entry Type ccssccsscs
134. ch window is active 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 choose 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 choose Add Appointment e Click the Appointment button on the toolbar e From the Edit menu select Add Appointment 150 Maximizer 9 User s Guide A In the Add Appointment dialog box fill in the details of the appointment Keep the following points in mind when you re filling in the appointment details Select Free Time from the View menu to pick a time when all users ar
135. ck the requesting workstation in this case Workstation 2 Alternatively you can configure the server computer as a fixed gateway Chapter 3 31 Installing Maximizer Benefits of a Fixed Gateway Establishing a fixed gateway allows all workstations to access the data through the same machine the server If a fixed gateway is not established Maximizer will use a floating gateway A floating gateway means the first workstation to load the Maximizer database will be the gateway computer for the other workstations If the first workstation exits Maximizer and shuts down the workstation the other workstations won t have a gateway in which to retrieve or send data Errors occur and data integrity is compromised Therefore using a fixed gateway where the gateway computer is always on or is the first computer turned on and the last computer turned off is more stable than using a floating gateway Fixed Gatew ay Workstation 1 Workstation 2 Workstation 3 32 Maximizer 9 User s Guide Setting the Gateway gt To establish a fixed gateway Open the Gateway Locator from the Pervasive SQL gt Other Utilities menu in the Windows Start menu sig Gateway Locator Utility r Target Directory A Work Group Engine WGE can potentially open files on any machine in the network and serve the files for other users thus becoming a You can check the status of a directory by entering the path in
136. ction 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 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 Click the More button 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 ABC Wine Shop Inc x Action Plan details Description Plan name Save As Start plan on November 2 2005 4 Advanced lt lt Replace current user with Joe Napoli 5 v M Skip non work days Description E p Action Plan activities Activi Start date Assigned to Denotes required field Spelling more gt gt o Cancel gt To schedule a personal Action Plan 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 8 155 Working with Maximizer View Activities when an Action Plan is You can view activities scheduled for Address Book entries from the scheduled in the Address Book window
137. d Recovery 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 broken Company Library links a Discovered 0 broken record s Deleted 0 broken record s Checking the database for orphan Company Library links Discovered 0 lost record s Recovered 0 record s Checking the database for orphan Company Library documents Discovered 0 lost record s Recovered 0 record s Checking the database for invalid Opportunity records Discovered 0 invalid record s Corrected 0 record s Checking the database for invalid Address Book records Discovered 0 invalid record s Corrected 0 record s Checking the database for invalid Document records Discovered 0 invalid record s Corrected 0 record s zl 4 If you selected the Verify and Recover option open the Address Book in Maximizer and view the Recovered on date Address Book entry You can then delete or move the recovered entries 212 Maximizer 9 User s Guide 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 Exporti
138. d 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 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 Passwords must be set manually for each imported user For every detail a note is created Details are referred to as Profiles in the notes Each entry from the Pending tab in GoldMine is imported as Hotlist task in Maximizer 238 Maximizer 9 User s Guide GoldMine 5 x 6 0 amp 6 5 amp 6 7 Maximizer Calendar Hotlist Tasks Referrals Notes History Notes Members Tracks Links Opptys Projects Partner Notes Imported Yes Yes Yes No No No No No Yes Comments Calls and Activities from GoldMine s Calendar are imported as Hotlist tasks in Maximizer A note is created for every Referral Referrals are called References Each entry from the History tab in
139. dd Toolbar Button x This new button will perform the following action C Browse a website Open a document or an application Start a user defined field For an Address Book entry 4 C Run a Maximizer macro C Draw a graph from a defined graph catalog Address Book f e Browse a website To add a button to browse a specific website or website 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 cata
140. defined field setup V a i v Z Allow Syne Contacts with Outlook Notes ml wy Z Modify delete other owners notes Documents ic ira ml w 2 Modify other users private entries Mailing Address yw va m a Z Modify other users general information Company Library iv ml wy vy OrderDesk wy w wy zl Uers nes Opportunities iY mj maj mal User Group setup v a val z J Sales Manager Accounting mal a wl v Sales Representative Action Plan Library Vv m ml v Modify User Access Settings E Click the Modify User Access Settings button 6 Modify any of these settings as appropriate Privileges Permissions tel Allow Global Edit oO C Allow private entries User defined fields m O Allow transfer and import export User defined field setup g O C Allow Sync Contacts with Outlook Notes O _ Modify delete other owners notes Documents X Modify other users private entries Address Book ooo m O Mailing Address m gO O O Modify other users general information Company Library g Sy O O OrderDesk a0 D O p Opportunities 0 2 0 0 P User Group setup Accounting O Action Plan Library o O Sales Manager Sales Representative x Click OK to close the Access Settings dialog box EJ Click Apply to save the changes Security Groups It is important to note that groups have access settings but they do not have access rights that users do Chapter
141. 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 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 C
142. ds in the table are used in the report The Crystal Reports online 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 table for the report is based on the active controlling window Following is an example of a controlling window in Maximizer outlining the associated table name links and common selections 260 Maximizer 9 User s Guide Including Additional Tables in Your Reports To include additional tables 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 ODBC RDO data source I zix 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 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
143. dules Install Maximizer Main Application Yes Install Administrator Yes Ba 4 gt cack Wea Conc The wizard displays an installation progress indicator When the installation is complete you will see the following message After restarting your computer you can install Crystal Reports from the Crystal Reports XI for Maximizer CD BORA click OK to close the message box y In order to create new reports or modify existing reports you will need to install Crystal Reports XI This can be found on amp the Maximizer 9 CD labeled Crystal Reports XI for Maximizer Chapter 3 29 Installing Maximizer The installation wizard prompts you to restart the computer InstallShield Wizard Complete The InstallShield Wizard has successfully installed Maximizer Before you can use the program you must restart your computer Yes want to restart my computer now No will restart my computer later Managing More Contacts Remove any disks from their drives and then click Finish to Closing More Sales complete setup BREA click Finish to close the wizard and restart the computer Hatter the computer restarts log into Windows using an administrator account This step is required to complete the installation Maximizer is now installed If you are installing Maximizer in a workgroup environment you must share the Address Book folder before it will be accessible from the other machines in the
144. e Table 16 Notes Table Fields Continued Field Name Data Type Owner_ld String Note_Type String Entity_Type Integer ReadOnly_lId String ReadPriv Integer Foreign Table Read Len Reference Only 11 Yes 19 2 11 2 Description and Rules Within Maximizer this string is used only for display purposes to indicate a sub type of note If a standard type is defined in the Type field this string is appended to the standard type name for display In Maximizer this field appears as Category on the Note dialog box for manual notes only Can insert Can update Type of parent record the note belongs to Entity_Type values correspond to the Client_Id Contact_Number Cannot update See the footnote 0 Not specified 1 Address Book entry 2 Opportunity 4 User 7 Order 8 Order Item 9 Default Entry a Some Maximizer functions such as purging and searching do not support user defined note types which have a Type value greater than 17 b If the Client_ld Client_Number matches more than one parent type the Entity_Type will be inserted according to the following priority 1 Address Book entry 2 Opportunity 4 Custom Opportunity Table Appendix B 285 Crystal Reports Database Tables Reference The data in the Opportunity table contains all the attributes pertaining to the Opportunity entity in the Opportunity Management System The attributes can be type of identification foreign links status or
145. e Choose View gt Default Entries for All Users then select the entries you would like to edit and choose Edit gt Global Edit 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 Lou Jones x ta Bco H Favorite List GQ Actions 2 Preferences Edit Basic Information User Defined Fields p Name and address j Other information Mr Ms First name Middle name Last name Phone numbers Til O erat entry I Man Position Salut Fax gt Dept Division cel ee Company Email addresses Website al Address 1 Email El peAa Address 2 Email 2 Aoo City Town StjProv Email 3 x ti CSOCS Zip Postal Country Website A Details Category Account Manager Full access Public Read access Public Now when you create a new Company or Individual the entry screen appears with the default fields already filled in The default entry affects all the new Address Book entri
146. e F1 help for information on the other options 4 Set the icon size to Small or Large 5 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 border of the Maximizer window 6 Select the icons you would like to be displayed Chapter 8 115 Working with Maximizer Click the Edit button on the Quick Access tab to add or remove commonly performed tasks displayed in the Quick Access section You can also remove the selection from the Show Quick Access list option to hide the section El Set the number of entries to be displayed in the Recent Entries List section You can remove the selection from the Show Recent Entries list option to hide the section Icon Bar Properties x General picon size Le 7 Vi W visible C small I Autohide Cancel F Scroll effect C Large F Display tooltips Color Location s Hi5 Dockedatleft Docked at right C Dockedontop Docked at bottom Icons Quick access Set button order iviMy Work Day F Move Up Opportunities MjAddress Book g Hotlist Move Down M Calendar Email Company Library Personal viOrderDesk j2 Recent entries list Number of entries to be displayed 5 a I Show Recent Entries list 8 116 Maximizer 9 User s Guide Customizing Maximizer Toolbars and Toolbar Buttons To change the p
147. e For appointments only entries scheduled within the specified date ranges will synchronize These settings apply to appointments 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 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 92 Maximizer 9 User s Guide Recurring Appointments Recurring appointments in Microsoft Outlook synchronize to Maximizer as recurring appointments
148. e Tables and Views for User Defined Fields on page 257 Database Driver Used to Create Crystal Reports on page 258 Filtering Data on page 258 Linking on page 259 Controlling Windows on page 259 Including Additional Tables in Your Reports on page 260 Maximizer ODBC Data Tables on page 263 256 Maximizer 9 User s Guide Overview This chapter is a technical reference for using Crystal Reports with Maximizer data Crystal Reports uses the Maximizer ODBC driver For more how to information about generating and storing Crystal Reports for Maximizer refer to Crystal Reports on page 190 Data Population for the Current Window 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 MAM_ Address Book name 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 259 for more information Controlling Window Tables for Maximizer ODBC Address Book CLIENT Opportunity OPPORTUNITY Hotlist HOTLIST 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 usin ola c Aa
149. e free Clicking the Free Time button in the appointment dialog box displays only your schedule To schedule a recurring appointment click the Recurring button Press F1 for more information on the options associated with recurring appointments If you want this appointment to change your Peg Board status check the Sign Out of Peg Board checkbox Choose a location for the appointment and specify the needed resources These values are set in Administrator The busy time for resources and locations include the booked time for the users that have allowed you access to their calendars These users must be included in the Users section of the Calendar window To set an alarm check the Set Alarm checkbox and specify the time prior to the appointment See File gt Preferences gt Calendar Hotlist to control the default setting for alarms 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 Select the meeting attendees by double clicking on a user s name or by selecting the user and clicking the Assign button Check the Notify Others checkbox if you want a dialog box to immediately appear notifying the other attendees of the meeting they ll have the option of accepting or declining the meeting and their responses will
150. e 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 Creator Full Access Read Access Joe Public Public a Napoli July 11 2005 EF Appointment Completed Joe Public Public Meeting regarding summer launch Napoli July 11 2005 12 48PM Task Appointment Completed Meeting regarding summer laun June 15 2005 2 54PM Task Appointment Completed i Meeting regarding fall launch January 21 2004 3 55AM Task Hotlist Task Completed James r get the details of his account January 21 2004 3 48 AM Task Hotlist Task Created Phone call follow up to asses their wine s January 21 2004 3 48 AM Task Hotlist Task Completed Phone c follow up to asses their wine s Fi Add Note for ABC Wi Properties Details Ba Date December 22 2005 Tine 11 48 am L ENEN Creator Joe Napoli Category ceed 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 fi
151. e ratings opportunity completion reasons add modify and delete values of system fields Address Book name Address Book ID Address Book password 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 Chapter6 69 Configuring an Address Book gt To set Address Book preferences Select File gt Preferences For detailed information about A Set the Address Book preferences on each of tabs the fields on each tab click inside the tab area and press Preferences Pi 70 Maximizer 9 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 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 O 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
152. e shortened to 9 characters if necessary Passwords must be set 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 235 236 Maximizer 9 User s Guide GoldMine Data Conversion The following table describes field mapping between GoldMine and Maximizer Note that 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 Contac
153. e sure you select the field and then click entry right click and choose ar i Properties inside the field on the right to access the possible values for the field Selecting the Show Blank Fields option shows all fields in the Address Book not just those with values defined for the Address Book entry Add Company x b pio G Feyorte lity A 5 2 Preferences 5 Dinen f gt Ei u A kl Edit Basic Information User Defined Fields l Address Book Entry Name and address Other information Company company O YS Phone numbers New Company and New onl 2 p Main A Individual Pi Fax z Division Cell iz Address 1 X Address 2 Address Email addresses Website City Town syrov Email C Zip Postal Country ae 2 e J Email 3 Ao Webste SS Key Fields for customer z Company details Category Primary Interest Account Manager 4 Last Visit Full access Public Annual Sales Read access Public Retail Wine Cost Region Industry Size of Client First Contacted Date Denotes required field Cancel Apply 124 Maximizer 9 User s Guide Create a Default Address Book Entry Default entries are user Creating a default entry provides you with some fields that are 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 onc
154. e 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 choose Add Account FT Maximizer Escona Tutorial Personal Expenses m File Edit View Search Actions Web Tools Reports Window Help aj x New 3 to GR Fa Appointment 2 Task Email Bf Letter W Note PPhone mjEditor 2 wt W B Journal EEEN E mywork Day Fiter oE ER opportunites Account November YTD 2005 ER Adress Book Income Total Income 0 00 0 00 E tenis Expenses MA Calendar Total Expenses 0 00 0 00 a Total Net Income 0 00 0 00 B Email D company Livery Open Account Al Personal BA orderdest Quick Access ke a Call 3 Delete Selected Account E Print Schedule a Meeting Schedule a To do Recent Entries 5 ABC Wine Shop Inc 5 Grape Expectations amp Farmer Gary 5 BridgeHead Winery Happy Times Restaur al y Adds a new entry to the current list User JNAPOLI Wednesday November 2 2005 5 28PM 4 Type a Name and Description for the entry 4 Choose to make it an Expense or Income 5 You can mark the entry as Public to let others see the entry New Income Expense Account x Account Name Trans Description Transportation Type gt Sectrity Expense 4 Public 5 C Income C Private em 6 Then open the accoun
155. e to Go from Here on page 40 18 Maximizer 9 User s Guide Third party Components Installed with Maximizer The Maximizer installation includes the following third party products e Pervasive SQL Database Engine e Crystal Reports separate installation CD e Microsoft Data Access Components MDAC The type of Maximizer installation determines which of these components are installed Pervasive SQL Database Engine Crystal Reports Pervasive SQL is the database engine Maximizer uses to read and write data from the Address Book Maximizer includes a full version of Crystal Reports After installing Maximizer you can install Crystal Reports which has a separate installation CD 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 installation creates the following folder for your personal reports e My Documents MaximizerReports This 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 Microsoft Data Access Components MDAC MDAC is required by Maximizer The Maximizer installation determines if MDAC is already installed
156. ect the setup type to install Maximizer 9 Click the type of setup you prefer then click Next amp Typical Program will be installed with the most common options Recommended for most users C Custom You may select the options you want to install Recommended for advanced users tall Shield 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 you 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 26 Maximizer 9 User s Guide EIEN you have Microsoft Outlook or Microsoft Word installed the wizard prompts you to integrate either or both of those applications with Maximizer Select which applications to integrate and click Next Microsoft Office Integration Maximizer 9 Setup has detected that you have Microsoft Office installed Please select the following Microsoft Office applications that you would like to integrate with Maximizer I Microsoft Outlook Detected IM Microsoft Word Detected nstallShield cack Wet Corea Enis step applies to Typical
157. ecurity groups refer to Setting up Users and Groups on page 49 5 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 44 Maximizer 9 User s Guide 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 lt users gt Application Data Maximizer AddrBks folder If other users should be able to access these database 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 name and location Address Book name Location of Address Book C Documents and Settings All Users Applicatior fal OK Cancel A Type the name of the new Address Book in the Address Book name field and click OK Maximizer prompts you to confirm the creation of the new Address Book folder Click OK Maximizer prompts you to copy defaults from an existing Address Book to the new Address Book Copy Defaults to New Address
158. ed By Customer Public Opportunities Public Modi Partner Sales Partner Opportunities Sales Delete OK Cancel Appi Click Add to open the Add Key Fields dialog box 4 In the List name field create a name for the Key Fields list 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 Chapter6 85 Configuring an Address Book 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 a Repeat steps 6 and 7 to add Key Fields for other modules g Click OK to save the list Add Key Fields x Creation details List name ry Description a Creator Lou Jones Requested by 7 Owner Public Eal p Key Fields Entry types Company EOE G E assigned field Available ee i Assign up to 8 fields Company A IDentification ed a Key Fields are important user defined Fields highlighted on the Basic Information tab for Address Book entries opportunities campaigns and customer service cases In each defined list specify up to 8 user defined fields for each entry type ET Spelling cancel 86 Maximizer 9 User s Guide Recording Holidays in the Holiday Editor The Holiday Editor is a utility you can use to add
159. egory etc Y User Note that when a user defined field begins with a special character such as an asterisk the special character is replaced by an underscore in the ODBC table name For example an opportunity user defined field named Maintenance would have a table name V_ _Maintenance 258 Maximizer 9 User s Guide Database Driver Used to Create Crystal Reports Filtering Data Maximizer uses the Maximizer ODBC driver MAM_ DSN to create Crystal Reports However Crystal Reports created in Maximizer 8 for Pervasive SQL were created using the Pervasive SQL driver and will use that driver when they are opened in later versions of Maximizer 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 filter 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 See the Maximizer ODBC Data Tables on page 263 section for more information on data types 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 curren
160. eld 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 0r 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 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 FT Add Note for Grape Expectations x GS amp Al A m gais Ee Get in touch with Billie Holly regarding Grape Expectations This prospect would make an excellent distributor on our west coast f p Properties Details Date September 29 2005 AMA Eulaccess be SSC eestor en ategorys J 134 Maximizer 9 User s Guide gt To add a default note In the Address Book Opportunities or Journal windows choose Default Note from the Edit menu A Enter the body text and if necessary select a user or group
161. eously 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 ListsNOW com an Internet list brokering service that provides you with access to over 200 million households in the US and UK The lists can be downloaded to your computer and then imported directly into Maximizer as Address Book entries You can then use the data for your sales prospecting activities 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 M
162. er 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 No 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 101 Chapter 7 101 Configuring Maximizer for Email Fax and Phone 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
163. er com Chicago B Personal Zip Postcode eer 555 834 9983 escona maximizer com Peachtree City OrderDesk IDentiication m B d MUIbReioeesS hone Number d SE Documents Address Book Order B Make a Call Notes ae Receivea Cal Documents Fier TS H Show Blank Fields Schedule a Mee Other gt Field Value s f Schedule a To c amp lt Escona Tutorial gt z Retrieve Contacts Recent Entries E Grape Expectati Petieve Companies Individuals re ABC Wine Shop Retrieve Opportunities amp Farmer Gary Check Name Column for Duplicates D BridgeHead winery D Happy Times Restaur l fal gt Searches by city User JNAPOLI Wednesday November 2 2005 317PM 4 Fi 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 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 7 Town x City Town gt y Range 3
164. ers From the Format drop down list select Comma Separated Value or tab delimited 4 Click the Browse button Save As BE Save in E Maximizer c History Desktop My Documents My Computer a CSV csv z Cancel tab delimited txt All Files I Save as type 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 12 Managing Address Book Data 217 Click Save Export Address Book Entries x Specify export file File name D My Documents Maximizer ABentries0S1025 cs Eormat Comma Separated Value Z I DOS text 8 pr Export options T Include field names as first record in export file 9 Fn Er IP include Fn F ind I Support non English characters 1 0 oK Cancel El 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 9 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 BBO click ok The Select Fields for Export dialog box opens Select Fields for Export x Available Maximizer fields Order of export Fields to ABentries051025 csv FUseAlternateForm Company Individual Name lt
165. ersion Chapter 12 233 Managing Address Book Data 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 or 2006 Company Contact Title Department Phone Fax Mobile Alt Phone Ticker ID Status Maximizer Company First Name amp Last Name Position Department Position Phone 1 Phone 2 Phone 4 UDF Ticker Symbol UDF ID Status Imported Yes Yes Yes Yes Yes Yes Yes No Yes Yes Comments ACT Contacts are imported as Contacts in 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 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 In Maximizer Department is populated with the Department information of the first Contact and the rest in the Position field separated by comma Adds FAX to Extension field in Maximizer Adds C
166. es 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 or your local Maximizer Business Partner 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 9 User s Guide CHAPTER Finding Information Access Maximizer Help and User Guides In this chapter Overview on page 12 Press F1 for Help on page 13 Open the Help Table of Contents on page 14 Read the Maximizer Guides Online on page 15 Explore Maximizer with the Sample Address Books on page 16 12 Maximizer 9 User s Guide Overview Maximizer online Help is your comprehensive guide to working with the Maximizer modules As you work with Maximizer you probably 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 ex
167. es 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 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 Chapter 12 219 Managing Address Book Data 5 Click OK to begin the import Select XML or MXI import file File name El Browse r Address Book entry update options C Always insert 4 C Use Identification field to match entries Use Name field to match entries Use this user defined field to match entries 7 r Contact update options C Always insert Use Identification field to match entries Use Name field to match entries Use this user defined field to match entries r Client ID generation Follow s
168. es merge fields and markers to show where to type the body of the letter ew Document Tres NewFoner Elle El ig Insert company or personal letterhead or type your name and address Today s_Date Mr Ms First_Name Initial Last_Name Position Company Department 4 Division Address_Line_1 Address_Line_27 City State_ Province Zip_ Postal_Code Country Re Subject of Letter Salutation Body of Letter Chapter 9 169 Communicating with Your Customers Understanding 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 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 with merge fields and 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 document Docume
169. es you create When you no longer want to use default information you should delete the default entry Chapter 8 125 Working with Maximizer 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 Apply your edits to the Basic Information or User Defined Fields tabs Changes made to these tabs are applied in the same way as when you are entering an Address Book entry The changes are 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 x Edit Basic Information User Defined Fields Note Global Edit Rules Name and address Other information Mr Ms Firstname Middle name Last name Phone numbers Eo eee Pd Position Salut zl Dept Division zl C Company Email addresses Website Address 1 O X Address 2 i City Town St Prov z Zip Postal Country Website Details Categor
170. ese options may not be available 5 If you are importing a character delimited 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 10 exclude a field from being imported into Maximizer add lt Skip Field gt to the middle column for that field position Chapter 12 227 Managing Address Book Data 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 x Filename Directories Cx contacts prn a maxdata addrbks esconatutorial training Lo Bai Cancel MaxData AddrBks EsconaTutorial E gt Training zi 4 List files of type Drives Delimited txt prn X g MAXIMIZER X Network Import options Duplicate handling 4 Skip first FR Date Format 1 Do not check for duplicates iv t y Log errors to file 2 Combine Address Book entries with M Make salutation the same name F Receive mail Delimiter C 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 b
171. ess F1 in the Company Library window for more help Chapter 8 159 Working with Maximizer 5 Save files on your computer or a network location by right clicking on the file and choosing Save As 6 Email your document by right clicking on the file and choosing Email Document or Email Document to current entry 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 right click 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 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 ca
172. est 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 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 228 Maximizer 9 User s Guide g Click Import to begin the import process Select Fields for Import Contact fields Order of import Fields from file contacts prn Contact How Contact y Primary Interest Conta ipat Fe CEP MaxExchange Distribut First Name Client 1 First Name Type of Account Cont Cancel Last Name Client 2 Last Name Contract Expiry Contac E mail Address Client 3 E mail Address Contract Number Cont aaa Phone 3 Client 4 Mobile Phone Last Customer Service lt Skip Field gt Client 5 Personal Web Page lt Skip Field gt Contact Address Line 1 Client 6 Business Street Access Type Contact lt Remove City Client 7 Business City Address ry Sear Zip Postal Code Client 8 Business Postal Code Address ontact Z State Province Client 9 Business State Country Client 10 Business Country web Site Client 11 Business Web Page Bes Dec otis DoS eer emer ere Phone 1
173. ew Plan C Standard Sales Plan opy Standard Service Plan Description of selected template Description Use to follow up on resolved issues The start date is the resolution date Activit From start date Assi to Confirm that a KB article is published 2 day s After Current User Plan communications and training of 2 day s After Current User I oS Conduct lunch and learn for all affec 5 day s After Current User Celine r Template access Full access Public E Read access Public 7 In the Add Plan Template dialog box enter the template name and description 4 Click the Add button and choose 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 Click the Properties button to view creation details of the plan such as the Action Plan ID number and creation date The Properties button is also accessible when you are modifying an Action Plan template Each time an Action Plan is scheduled for an Address Book entry a note is lo
174. f 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 Ifthe 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 56 Maximizer 9 User s Guide Privileges Privilege Allow Global Edit Allow private entries Allow transfer and import export Allow Sync Contacts with Outlook 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 or import export Address Book entrie
175. fectively track prospects to close more sales e Schedule 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 Crea
176. ferences tab to change this interval length The Calendar window is where you schedule meetings and appointments You can view add update and delete appointments There are a few different available views of the Calendar window Daily Weekly and Monthly All views are graphical so you can see all your appointments at a glance You can view another user s calendar if that user has given you read access or full access 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 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 86 Chapter 8 Working with Maximizer gt To view appointments in the Calendar window wo E re ay TE opponents ig Astess Book O et calne 1B tna E conpay rary B Personat BB oxervek Quick Access ct 10 a 1 90PM 2 00Pm OG JAN FEB MAR APR MAY JUN JUL AUG 147 Recent Entries m OC
177. for Outlook Express 6 x Start Maximizer If necessary open the Address Book you use A 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 A Select Tools gt Options On the General tab click the Make Default button beside This application 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 90 Maximizer 9 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 Corporat PE i aes a eor 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 cl
178. ge 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 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 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 prefe
179. gged in the Notes window Chapter 8 153 Working with Maximizer E Select the Personal activity option to mark this task as not associated with an Address Book entry 9 Choose a user or group name in the Full Access and Read Access fields to make this Action Plan template accessible to only a particular user or group Add Plan Template x Template name Description a r Template activities From start date Schedule actvty H Z 6 F Assigned to E T Personal activit Template access g Full access Public vj Read access Public of Speling Properties cancel gt To schedule an Action Plan for an Address Book entry To schedule an Action Plan associated with an Address Book entry select an entry in the Address Book or Opportunities window right click and choose Schedule gt Action Plan or Schedule an Action Plan The Action Plan is scheduled for the associated Address Book entry A Choose an Action Plan from the Plan template drop down list Optionally you can modify the Plan name and Description 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 the Advanced button to toggle between the advanced and simplified view of the dialog box 154 Maximizer 9 User s Guide 5 Enter the A
180. guring Maximizer for Email Fax and Phone In this chapter Setting Up Maximizer to Use Email on page 88 Configuring Microsoft Outlook Synchronization on page 91 Using Fax Software with Maximizer on page 95 Enabling TAPI with Maximizer on page 98 Phone Masks on page 103 88 Maximizer 9 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 Email 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 Microsoft Windows Messaging e Novell GroupWise Please see
181. 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 Or if you prefer to find information using a table of contents or index click the Help Topics button in the F1 Help window Click here to find step by step instructions and overview topics using a table of contents and index Each feature in the window or dialog box is listed in F1 Help amp Maximizer Mi E Eile Edit Bookmark Options Help ET her Topics Search F1 Help Search by All Fields Searches your Address Book for entries that contain the field contents you specify and displays the results in the Address Book window The fields can be Maximizer fields and or user defined fields You can search for entries with particular combinations of field values and even for entries that do not contain the information you specify e g all entries whose city is NOT Vancouver Si click here to find out more about searching Fields for Search Add Selects a field and item to search for Change Modifies the selected field value and item to search for Remove Removes the field and item to search for Not Equal Finds entries that do not match the field and item you specify Equal Finds entries that match the field and item you specify Search Condition Must Match All Retrieves entries that match all fields you spec
182. he Company Individual 0 Contact doesn t receive mail sent to Company Individual 1 Contact receives mail sent to Company Individual Note e For Individual records Record_Type 2 this value is always 1 e For Company records Record_Type 1 and Alternate Addresses Record_Type 41 or 42 this value is always 0 266 Maximizer 9 User s Guide Table 3 Client Table Fields Continued Foreign Table Read Field Name Data Type Len Reference Only Description and Rules Use_Client_Name Integer 2 Client Yes Applies to Contacts Use_Client_Name Record_Type 31 or 32 only Indicates whether the People Contact s Company Individual Use_Client_Name name should be included in the address 0 Do not include Company Individual name in address 1 Include Company Individual name in address First_Name String 39 Yes Applies to Individuals and ae 5 Contacts only Record_Type Initial String 39 Yes 2 31 or 32 Mr Ms String 39 Yes Title String 59 Yes Salutation String 39 Yes Department String 39 Yes Firm String 59 Yes Applies to Individuals Record_Type 2 only Division String 39 Yes Address_Line_1 String 39 Yes Address_Line_2 String 39 Yes City String 39 Yes State_Province String 39 Yes Country String 39 Yes Zip_Code String 19 Yes Change_Bits_Low Long 4 Yes MaxMerge change fields Used by Maximizer D t use Change_Bits_High Long 4 Yes AA aa Last_Client_Id String 23 Yes Last Client ID used for t
183. he 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 Choose 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 complete the transfer 180 Maximizer 9 User s Guide Setting 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 Progra
184. he 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 opportunity 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 Chapter 8 109 Working with Maximizer Documents ih The Documents window displays the document entries for the E 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 The Company Library is used to store vital sales and marketing we 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
185. hough 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 Fi Select the tab for the category of user defined field to create Select an existing folder inside which to create a new field or Select a user defined field The new field will be created at the same level as the selected user defined field Chapter 6 79 Configuring an Address Book E click the Add Field button Set Up User Defined Fields x 2 Address Book Opportunities Users Name Type Requested by 14 Add Folder oe lt E scona Tutorial gt UseAltemateForm Alphanumeric amp Sales Folder Partner Retail Reseller I Folder Discount Levels Folder Customer Profile Folder Marketing Folder H amp S Wine Preferences Folder H Wines of Interest Folder Joe Napoli H Customer Service Folder Escona Roles Table Mandatory Fields W Tree View Q 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 n
186. ht 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 co x E Is Oo o ANETA S 9 mn w 6 Cr 2 S ay gt 6 s E okyo New York Vancouver 28 Pacific Standard Time T 06 00 Saskatchewan a a Paes m fal GMT 06 00 Central America pi GMT 06 00 Central Time US Canada 108 GMT 06 00 Mexico City eo pm 35 Cancel 76 5 16 18 20 22 0 8 Mio al 12 Brau an Times 158 Maximizer 9 User s Guide Sharing Your Files in the Company Library You know the value of keeping an organized database of your marketing materials and other company collateral Brochures price lists photos magazine reviews all of these materials should be easy to find when you need them The Company Library provides shared access to a central library of these materials with the security offered by the Maximizer environment 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 FT Maximizer Escona Tutorial Company Library L ai amp File Edit View Search Actions Web Tools Reports Window Help la x New gt 3 Ey GB gt a OAppoiniment 2 Task Ensi BA
187. icate whether entry uses alternate form a lt k can The lists contain all user defined fields macros and graphs in the current Address Book Chapter 8 119 Working with Maximizer If you have chosen to Retrieve a search catalog select the search catalog from the drop down list in the Toolbar Button Properties dialog box click Next and then edit the Tooltip and Status Bar Help text if you wish Then click Next Toolbar Button Properties x General Search catalog iM oli s Partners Description Tooltip Joe Napoli s Partners Status bar help Retrieve a search catalog Joe Napoli s Partners lt Back Cancel 8 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 x Select the type of icon to display on this toolbar button C on External image file bitmap lt Back Cancel If you choose to display the default button Maximizer will select the button automatically and you may go on to step 11 9 If you choose to use a Standard Maximizer button select one of the available buttons Standard Maximizer Button x Select a button se al 4 i gt lt Back Cancel 120 Maximizer 9 User s Guide 10 you choose to use an External image file bitmap locate the image using the Browse button External Image File x Fiename
188. ick OK GB 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 91 and the Maximizer and Administrator online help Help gt Contents and F1 Help Chapter 7 91 Configuring Maximizer for Email Fax and Phone Configuring Microsoft Outlook Synchronization Outlook Synchronization works with Microsoft Outlook only not Microsoft Outlook Express The same preferences are available through File gt Preferences gt Outlook Synchronization in Maximizer Outlook Synchronization mirrors selected calendar appointments 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
189. icrosoft Exchange 89 multiple Address Book entries 175 note type 131 Novell GroupWise 88 one Address Book entry 175 Outlook 90 Outlook Express 89 preferences 175 restrictions 175 sending and receiving 175 supported clients 88 system requirements 8 transfer Address Book data by 242 vCards 88 window 108 175 encrypted user defined fields 74 82 Escona Tutorial sample Address Book 16 ETF files 250 exact phone number matching TAPI 100 expenses income 161 importing entries 161 report 192 exporting access rights required 56 242 Address Book entries 212 extensions file extensions 250 F F1 Help 12 13 Favorite List 141 fax software 95 97 writing 167 FAXDDE registry key 95 fields Full Access field 64 graph 196 Key Fields 83 85 mandatory and optional 68 mapping for import 223 229 merge 171 Owner field 64 Read Access field 64 system 68 user defined fields 74 82 files adding to Documents window 170 Address Book 251 backup 253 dictionary 209 holidays 209 in Company Library 159 types in Maximizer 250 fixed gateway 30 32 floating gateway 30 32 Form Designer 7 freeze or lock fields in Word 170 Full Access field 64 G gateway Maximizer workgroup 30 32 global edit 125 privileges 56 glossary 294 GoldMine importing from 229 236 graphs appearance 198 background 200 color 200 handouts 201 lists 195 select fields 197 type 198 groups access settings 54 55 Accounting security group 60 creating secur
190. ide g Click the Access Rights tab Click the Modify User Access Settings button General User Defined Fields Access Rights security Groups l Privileges Ri W Allow Global Edit Address Book ma yw m w WI Allow private entries User defined fields M a BUMM Z Allow transfer and import export User defined field setup v ma y Ml 1 Allow Sync Contacts with Outlook Notes m M m ir Modify delete other owners notes Documents wy 2 4 Ml Ll Modify other users private entries Mailing Address w m ml w Modify other users general information Company Library M M m m OrderDesk ml 7a al ml User s roles Opportunities M K K a User Group setup yw o o o C Sales Manager Accounting m a Oo C Sales Representative Action Plan Library 7 7 7 2 OK Cancel Apply EJ Modify any of these settings as appropriate 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 54 For an explanation of each of the access settings refer to User Access Rights and User Group Access Settings on page 55 9 Click OK to close the Access Settings dialog box 100 the Security Groups tab select any security groups to which the user should belong To add groups and teams 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 pa
191. ield 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 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 E Click Import Select Fields for Import x Available Maximizer fields Order of Import Fields from file Herb csv Ks Field Number 14 m Partner Interests First Name 1 First Name Last Name 2 Last Name E mail Address 3 E mail Address Phone 3 4 Mobile Phone lt Skip Field gt 5 Personal Web Page Address Line 1 6 Business Street City 7 Business City Zip Postal Code 8 Business Postal Cade State Province 9 Business State Country 10 Business Country Web Site 11 Business Web Page a Partner Marketing Dollars Partner Sales YTD Percentage RED Percentage ROSE Percentage SPARKLING i Percentage WHITE Phone 1 Description lt Remove
192. ields A 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 users Address Book Opportunities Users Name Type Requested by 4 SES lt E scona Tutorial gt LA UsedltemateForm Alphanumeric H H Sales Folder 1 5 Partner Retail Reseller I Folder H Discount Levels Folder H Customer Profile Folder H Marketing Folder H Wine Preferences Folder E Wines of Interest Folder Joe Napoli H Customer Service Folder Escona Roles Table Mandatory Fields I Tree View 78 Maximizer 9 User s Guide User defined field and folder names cannot contain forward slash or backward slash characters 5 Enter a name for the new folder and click OK Add New Folder x Parent lt Escona Tutorial gt Folder name Sample user defined field coe The new folder now appears in the Set Up User Defined Fields dialog box 6 Move the new folder to a different position in the list if desired 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 alt
193. ies or a subset of the entries There are a couple of ways to quickly select and display entries in a list 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 FT Maximizer Escona Tutorial Address Book 165 Displayed 162 Companies 3 Individuals 4 File Edit View Search Actions Web Tools Reports Window Help EE My work Day TEA opportunities pme a Phone Number E Tulley Jennifer 555 834 9983 kg PENAI B Vintage Wine Merchants 555 834 9983 B Viscount Liquor Corp 555 834 9983 o Hotlist B West End Wine Shop 655 834 9983 MA einder B West Wood Wine amp Liquor 555 834 9983 ba B Westchester Wine Warehouse 555 834 9983 B Email B Whiskey Jack 555 834 9983 E company Library Wine Exchange 555 834 9983 D Wine On The 9 555 834 9983 A Personal OrderDesk Quick Access fb Make a Call Receive a Call O Wines Are Us ooo 655 834 9968 Name and Phone Numbers Wines Are Us p 555 834 9983 604 601 8001 Date fe Schedule a Meeting Time Schedule a To do Recent Entries amp Farmer Gary BridgeHead Winery Happy Times Restaur Little Rock Dist 5 Main Street Wine Spir October 8 2002 9 53 AM Email Email Address escona maximizer com escona maximizer com escona maximizer com escona maximizer com escona max
194. ify an AND search a Click here to search the module s F1 Help Shortcuts like this one link you directly to more information about what you re doing 14 Maximizer 9 User s Guide Open the Help Table of Contents Look for Help topics using the Contents Index or Search tabs Each module has its own online Help that will provide you with step by step instructions 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 e 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 Search for topics by any word or words e 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 Look up keywords here Use the toolbar to perform common tasks in Help Address Book Entries by All Fields arch fr Select topic Tile Seachnginthe Compan Maximizer Help Search Drag th
195. ify multi user appointment T Do not display holidays I Carry forward unfinished tasks Appointments can be reassigned through the Hotlist window Default view Weekly v IZ Show non work days in weekly view Medha nent Sunday Bd I Suppress follow up activity prompt Email appointment notification Never Y r Access to Calendar r work days Eull access wonda white z T 1 Sunday v2 Read access All users z aae IV 3 Tuesday Access to Hotlist M 4 Wednesday Full access wonda White x M Thursday I 6 Friday Read access falusers O I Z Saturday 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 other users if they have given you permission 146 Maximizer 9 User s Guide Calendar Window The daily view shows your day in half hour intervals use the Calendar Hotlist pre
196. ilable files Records restored Records read income Expense Accounts income Expenses jotlist jocuments and Templates olumn 0 0 0 0 0 0 0 0 0 0 0 0 oooooooooooo0o ser ross Reference si cree El Click Browse select the folder containing the Address Book backup files to restore and click OK Drive and Folder x Target drive and folder OK Cancel 9 Maximizer warns you that it will destroy current Maximizer data files by restoring from a backup Click OK to continue Maximizer restores the files from the backup Chapter 12 209 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 Fi
197. imizer can optionally add a note The note summarizes the fields that have been added changed and deleted This feature can 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 244 Maximizer 9 User s Guide 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 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 A 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
198. imizer com escona maximizer com escona maximizer com escona maximizer com escona maximizer com User Defined Fields Documents Default Contact View ee lt ai gt ee Type Tet City S Kenwood aj San Jose Wappingers Falls Boulder Paris White Plains 100 Mile House Saint Charles Howell Seattle ee E r Address Book Order Creator Campaign Pricing Promo has 1 EMAILL wi Press F1 for Help User JNAPOLI gt To display only selected entries Wednesday November 2 2005 1 45PM 4 e Ifyou 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 Chapter 8 143 Working with Maximizer Tracking Your Appointments and Hotlist Tasks To learn more about the Hotlist 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 The Hotlist is a timeless to do list of tasks and reminders Tasks include calling and writing to customers Use the Hotlist window to record actions and follow up on personal activities such as p
199. in Contacts company or organization 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 Individual defined fields and ndividua documents to Address Book entries Contacts Contacts Notes User defined N fields otes User defined Documents fields Documents Add Address Book Entries to Your Address Book For more information on adding Address Book entries open the Maximizer online Help and look up Address Book entry 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 122 Maximizer 9 User s Guide Note that the type of entry you select to enter determines its available Key Fields Mandatory user defined fields
200. information it accesses is displayed in rows and columns Lists make it easy to see many entries at once and customize your views Address Book Window Typically most of your activities are done in the Address Book Window FT Maximizer Escona Tutorial Address Book 1 slayed 162 Companies 3 Individuals 9 File Edit View Search Actions Web Tools Reports Window Help New 5 ta gt GR fe OAppointment 2 Task Emal Zf Letter Note EPPhone mJEditor 3 m amp My Work Day Name amp Phone Number Email Address City TER opportunities ig Tulley Jennifer 555 834 9983 escona maximizer com Kenwood al Gal Address Book B Vintage Wine Merchants 555 834 9983 escona maximizer com San Jose Viscount Liquor Corp 555 834 9983 escona maximizer com Wappingers Falls rv Hotlist B West End Wine Shop 555 834 9983 escona maximizer com Boulder BR ici B West Wood Wine amp Liquor 655 834 9983 escona maximizer com Paris B Westchester Wine Warehouse 555 834 9983 escona maximizer com hite Plains 3 Email D Whiskey Jack 555 834 9983 escona maximizer com 100 Mile House BD company Library D Wine Exchange 555 834 9983 escona maximizer com Saint Charles D Wine On The 9 555 834 9983 escona maximizer com Howell ia Personal 5 Wines Are Us 555 834 9983 escona maximizer com Seattle OrderDesk m Quick Access fe Make a Call Receive a Call Address Book Order Default
201. ing 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 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 list These buttons only move items within their current folder level You cannot use them to move items in or out of folders Chapter 6 77 Configuring an Address Book 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 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 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 F
202. installations only Select any sample Address Books to install and click Next The Maximizer documentation uses the Escona Tutorial for its examples and tutorials Sample Address Books enable you to practice working with Maximizer without affecting the working Address Book s Sample Address Books also help administrators run test scenarios Select Sample Data Maximizer 9 Select the sample data you want to install clear the sample data you do not want to install Clear All lt Back Next gt Cancel Chapter 3 27 Installing Maximizer BREA nis step applies to Custom Installations only Select which features to install and click Next Select Features Select the features setup will install Maximizer 9 Select the features you want to install and deselect the features you do not want to install r Description Core system files H Maximizer Companion Applications E Microsoft Office Integration E Corel WordPerfect Office Integration i Maximizer Online Documentation Fl Maximizer Sample Data G 350 71 MB of space required on the C drive 1198 49 MB of space available on the C drive InstallShield aa lt Back Cancel BALA nis 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 c
203. ions created by that user are Public However notes for transactions created by members of the Accounting group are restricted to members of that group Create new reports from the Reports gt 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 create reports Chapter 5 61 Setting up Users and Groups 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 54 For an explanation of each of the access settings refer to User Access Rights and User Group Access Settings on page 55 gt To create a new security group and assign members the File gt Security Groups Select File gt Security Groups menu item is also available in Maximizer if the logged in user Click Add has Insert rights for User A Group setup Security Groups 2 x Security Groups ermal Accounting SER Crystal Reports Users e Properties 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 62 Maximizer 9 User s Guide To remove a user select the user from the Members list and click Remove Ei Assign Access Settings to the group Access Settings for the group affect the Access Rights of all users who are member
204. ions 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 the 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 Chapter 8 107 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 screen 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 ta
205. ip on page 64 Access Rights Required to View or Create Crystal Reports on page 65 User Preferences on page 66 50 Maximizer 9 User s Guide Adding a User to an Address Book If you are using Maximizer in a single user environment and do not want to use user security simply use the MASTER user account O the user s name and contact information can be inserted as merge fields in the word processor O The Users dialog box is available in both Maximizer and Administrator where users can view other users information and modify their own 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 Before a user can log into Maximizer you must assign that person a Maximizer user ID All security in Maximizer is based on user IDs and the rights you assign to them You should also assign a user Display 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 Use the User Properties dialog box to enter a user s name and contact information assign user defined fields specify acces
206. ip CSV altogether manual says EDI flags etc MAX MaxWin exe Maximizer Pervasive format data file The following table lists the extensions of file types used by Maximizer These file types have no association in the registry Extension Application Comment ETF MaxWord ter Template files used by MaxWord The following table lists the extensions of file types created in the registry during the ecBuilder installation Extension Application Comment MBD ecBuild exe ecBuilder project data file AppendixA 251 Administrator s Reference Maximizer Address Book Files when an Address Book is open never move rename or delete any of the data files using Windows Explorer Doing so could damage the Address Book file s and cause serious errors If you need to manipulate the data files back The following is a list of Maximizer Address Book files and short descriptions of their contents or purpose Maximizer provides several data files which you can copy move back up and delete The data for each Address Book should be kept together in the same folder If you move or delete a file Maximizer automatically creates a new empty data file in its place up the Address Book s exit from Maximizer and then proceed with the file procedures Address Book File Attrib ddf Company mkd Field ddf File ddf Index ddf Item mkd Itemopt mkd Mxza max Mxzap max Mxzapt max Mxzat max Mxzc max Mxzcat max Mxzcati max Mx
207. is bar left or right to move the divider Read the Maximizer Guides Online Use the toolbar to navigate turn the page change the __y magnification search for text in the manual and more Click on a heading in the table of contents to open the page Chapter 2 15 Finding Information 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 or 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 Bi Adobe Acrobat MaxUser pdfl T Ee Edt t Tools View Window Help Click on a referenced topic page number to go directly to the topic m B Bookmark SEASSA ALAM BN gt 1 ops 7 C Contents Welcome to Maximizer BL Finding Information p77 C Installing Maximizer Creating or Upgrading an
208. ity groups 61 Crystal Reports Users security group 60 65 modifying access settings 63 permissions 55 Index 301 privileges 56 record ownership 64 roles 57 security groups 59 63 user and group setup permissions 55 User ID List report 247 handouts of graphs 201 hard disk space system requirements 8 Help online help and documentation 12 history notes 131 Holiday Editor 86 146 295 holidays changing 146 file 209 Hotlist locations and resources 68 preferences 145 reassigning tasks 145 report 192 tracking activities and tasks 143 window 107 Hotlist table Maximizer ODBC 279 importing access rights required 56 Address Book entries 218 229 customer lists from other vendors 240 field mapping 223 229 income and expenses 161 Other Contact Manager Database option 240 vertical templates 48 website data into Maximizer 162 income expenses 161 importing entries 161 report 161 192 Individuals converting from Contacts 130 converting to Company 130 defined 121 inquiry form creating for website 162 inserting documents or files 170 installing ecBuilder 33 Maximizer 17 22 40 Maximizer in a workgroup 22 Maximizer licenses 35 Maximizer Link for the Palm OS 33 Maximizer Workgroup 22 32 Pervasive database engine 21 upgrading from a previous version 19 302 Maximizer 9 User s Guide Internet browser system requirements 8 J journal report 192 window 160 K Key Fields 83 85 L layout of windows 110
209. ividuals the tanet ring other Ol ad following are included all associated Contacts user defined fields online help par notes files appointments Hotlist tasks orders and opportunities Encrypted user defined fields cannot be transferred gt To transfer Address Book entries 10 see if you have transfer and In the Address Book window in Maximizer select the entries to export rights go to File gt transfer Users select your user ID gt Properties gt Access Rights 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 to transfer your Address Book entries using Direct Address Book access select the target Address Book before clicking OK Transfer method C Email Direct Address Book access Available target Address Books RealEstate Sales Location of target Address Book JeAocuments and Settings All Users Application Date 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 6 Select the Transfer options For example you can choose whether to include user defined fields documents notes appointments Hotlist tasks orders 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
210. k 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 gt Administrator gt To open an Address Book in Administrator Start Administrator A Select an Address Book and click Open Open Address Book x Available Address Books 2 Location of Address Book C Documents and Settings All Users Application a Data Maximizer AddrBks Samples Tutor 820 F Type the Password and click OK Login x ET Login credentials a User ID masteR Password amp The selected Address Book opens in Administrator Chapter 4 43 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 218 and Transferring Entries between Address Books on page 241 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 makes it easy to create your Address Book in a few steps and even enables you to create it using so
211. kboxes below I Basic User Information I User Defined Fields IV Access Settings IV Groups f Teams Preferences The Add User dialog box opens 4 Fill in the information for this user in the General tab O the User ID and Last name Save time by filling in only the User ID First name and Last fields are the only required name fields and let the user fill out the rest of the information fields and the User ID is needed to log into the Address P iea ioe Book a The Display name field fills in automatically with the user s first and last names You can change the display name General User Defined Fields Access Rights Security Groups r Name and position User ID MrjMs First name Initial Last name Display name Position Salutation mCompany and main address Phone numbers and phone extensions 7 Company fC o Ve Oo Deti Division Doo 2 E Oo Address 1 eS e E 3 st a Address 2 4 l City Town St CojProv Set Zip Postcade Country C Pubic Private p Internet information E DOO Module Login Maximizer Enabled Website 4 St 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 74 for more information 52 Maximizer 9 User s Gu
212. kly and Monthly appointments 0 Sunday 1 Monday 2 Tuesday 3 Wednesday 4 Thursday 5 Friday 6 Saturday Day of month appointments 0 Day 1 Weekday Applies to daily appointments only 0 Default 1 Daily appointments do not occur on weekends Applies to yearly appointments only 0 Default 1 If appointment occurs on a weekend move to nearest weekday Appointment start date Appointment end date Peg Board state when an appointment occurs 0 Unknown 1 Busy 2 Out Default Text of Appointment Mandatory field Table 12 Field Name Data Type Private Integer Hotlist Table Appointments Table Fields Continued Foreign Table Len 2 Reference Appendix B Crystal Reports Database Tables Reference Read Only The Hotlist table includes both personal and company related tasks Note The Hotlist table does not have any special table level rules Field 2 Sequence _Number Client_Id Complete d Contact_ Number Opp_ Number Schedule_ Date Alarm Field 3 Contact_ Number Schedule _Date Schedule _Date Step_lId Schedule _Time Lead_ Date Foreign Table Len Table 13 Hotlist Table Index Definitions Index Index Type Field 1 1 Unique Data_ Machine _Id 2 Non Unique Owner_ Id 3 Non Unique Owner_ Id 4 Non Unique Client_Id 5 Unique Opp_ld 6 Non Unique Owner_ Id 7 Non Unique Owner_ Id Table
213. kup data If you have lost or damaged your Address Book you can restore it to an earlier version that you previously backed up You can restore an entire Address Book at once or only selected files When you restore you copy the backup file s from another folder or removable storage media into the working folders on the hard disk replacing all existing data Sometimes you may also want to do a restore to pack the data For example if you delete six months of old Hotlist entries the data files are still quite large A backup followed immediately with a restore compresses this data and frees up disk space gt To restore an Address Book In Administrator close the Address Book 2 Select Utilities gt Restore Address Book Select the Address Book to restore 208 Maximizer 9 User s Guide 4 You can select the Use optimized restore method option which speeds up the process of restoring the Address Book However this option requires more memory E click ox Restore Address Book x Available Address Books 5 Location of Address Book C Documents and Settings All Users Application Data Maximizer AddrBks Samples Tutor 820 Y T Use optimized restore method 4 6 Enter the MASTER user s password and click OK Enter the MASTER user s Co password Cancel Password Select the Maximizer file s to restore and click Restore Select Maximizer File s to Restore x r Ava
214. l Daron Jamel Viscount Liquor Corg r Scheduled date and time Phone 555 555 555 555 555 555 555 Add Hotlist Task Date April 7 2004 T Set alarm 10 minute s prior to tas Details of task Activity Phone to follow up on shipment Priority moo I Task is completed n sekrece a Assigned to enmi H g Hotlist Task with Jarvis Leslie Bacchus Wine Market amp Tasting Room Personal Hotlist task Hotlist and calendar preferences can also be controlled in Administrator using the user preferences Calendar Hotlist tab Chapter 8 145 Working with Maximizer Control Calendar and Hotlist Task Preferences 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 Default interval 35 minutes I Set alarm on when adding an appointment Preferences Joe Napoli x Dialing Transfer l Envelopes l Labels l Reports Fax Email Printing to HTML Overview Page System Defaults l Logging Format Calendar Hotlist r Default settings Options _ Alarm lead time minute s T Ignore conflict checking I Ignore all alarms and notification F Add or mod
215. l 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 A 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 template The Real Estate vertical template is comprised of close the following Column setups Column setup fields Saved searches Search conditions Key Field lists Key Fields Action Plan templates Action templates Document templates Company Library documents User defined fields Drop down table items Macros Custom menus Custom toolbar icons CHAPTER Seiting up Users and Groups In this chapter Adding a User to an Address Book on page 50 Changing a User s Password on page 53 User and Group Security on page 54 Security Groups on page 59 Record Ownersh
216. ld 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 EQ Repeat steps 5 9 for each field to add to the column setup BOR click OK to save the column setup gt To use a column setup e Retrieve a column setup for use with the current window by choosing View gt Column Setups selecting the column setup view and clicking Use Now Chapter 8 129 Working with Maximizer 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 example 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 Each entry appears in the other s Related Entries window W Address Book 33 Displayed 28 Companies 4 Contacts 1 Default 2 Selected BE T Chateau Pear 604 601 8000 escona maximi
217. ld names as first record in export file I Include contacts Pr Include G I Include UDFs 9 I Include notes T Include documents T Support non English characters 10 9 Select any of the Export options as needed Each of the options is described before this procedure BBO click ok Maximizer exports the Address Book entries and additional data as selected in the options to the specified file Chapter 12 215 Managing Address Book Data Comma Separated Values or Tab Delimited Format User defined fields that contain more than one item are not supported in a CSV or tab delimited export Use XML export instead Exporting to comma separated values CSV format creates a file with a CSV extension which is readable by spreadsheets such as Microsoft Excel and many other programs 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 Whe
218. le Location Program Files Maximizer MaData6 Userdict lex Holiday File Location Program Files Maximizer MaData6 Mxzhol nam 210 Maximizer 9 User s Guide Verifying and Recovering an Address Book O vou 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 needed 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 Broken Company Library links Orphan Company Library links Orphan Company Library documents Invalid Address book records Invalid 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 Description 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 docu
219. letter Note GPhone wjEdior YS APS ewe 1 EE My work Day RSs Company Library A Opportuntiies H Company Announcements E Customer Services Eg Adoress Book FEN ChangeDtAddressF orm 4 Finance n E Hotist General Add a7 ts Calendar amp Human Resou Open STATE WINERY bos Marketing Def Delete ZB Emai Sales Depatr Address Phone Number Rename k Company Library Ei Save As Personal OrderDesk K Paste Link Docume Quick Access ke a Call E Properties 6 Email Document Emergency Contact Schedule a Meeting Email Document to ABC Wine Shop Inc f Schedule a To do Scare X one Number Recent Entries 5 ABC Wine Shop Inc D Grape Expectations fter filling out the form go to File gt Send to gt Mail Recipientand send the a om to escona maximizer com amp Farmer Gary 5 BridgeHead winery IO Happy Times Restaur User JNAPOLT Wednesday November 2 2005 5 20PM _ 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 Uncheck the Preview checkbox to display an icon rather than a preview 4 Use the right click menu to perform common tasks in the window such as adding deleting or renaming files Pr
220. lick Next WordPerfect Installation Folders Maximizer 9 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 DOO Browse Macro folder Browse Template folder Browse InstallShield e TTT _ oe 28 Maximizer 9 User s Guide Hsec any of the following options and then click Next Create Maximizer desktop shortcut 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 Select Options Maximizer 9 Select the options you want to include I Create Maximizer desktop shortcut Create Maximizer Start Menu shortcut InstallShield lt Back Cancel Review the installation settings and click Next to begin installing Start Copying Files Review settings before copying files Maximizer 9 Setup has enough information to start copying the program files If you want to review or change any settings click Back If you are satisfied with the settings click Next to begin copying files Current Settings Program Installation Folder a Program Files Maximizer ication Data Folder C Documents and Settings All Users Application Data Maximizer Maximizer Mo
221. log 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 118 Maximizer 9 User s Guide El If you have chosen to Browse a website or Open a document or an application click Next and type the path of the document application or web address URL Or click the Browse button 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 x General memei af Ttip oo Status bar help lt Back Cancel 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 x General User defined field 1 Tooltip UseAlternateForm Status bar help Starts the user defined fields UseAlternateForm for Description Ind
222. me 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 44 A Change the MASTER user password For instructions refer to Changing the MASTER User Password on page 46 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 do not need to add user accounts or set up user and group security 4 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 s
223. ment exists but the link is missing Company records containing personal information about an Individual or Contact Documents whose Owner field contains invalid characters or values 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 When you choose to recover the Address Book Maximizer transfers recovered Address Book entries into a single entry called Recovered on date of recovery You can then view the recovered entries and either delete or move them as needed Or see recovered entries you must log in as MASTER or have rights to open other users entries Chapter 12 211 Managing Address Book Data gt To verify an Address Book In Administrator open the Address Book A Select File gt Address Book Verification Choose either the Verify Only or Verify and Recover option and click OK Verification Options E Verification Options Verify only C Verify and recover cone i you select Verify Only and Maximizer runs the Address Book verification process as well as Maximizer detects invalid the recovery process if you selected the second option When it is records it prompts you to Spun aA recover them complete you see the Address Book Verification an
224. mming 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 If you selected Modem fill in the remaining fields E 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 98 CHAPTER Managing Opportunities Organize Your Sales with Opportunity Management In this chapter Using Opportunities on page 182 Configuring Opportunity Preferences on page 183 Entering a Default Opportunity on page 184 Pursuing a Sales Opportunity on page 185 Viewing the Opportunity Pipeline Report on page 187 182 Maximizer 9 User s Guide Using Opportunities Keep the following points in mind when working with the Opportunities window e Use the view bar buttons for common opportunity tasks e Use the view filter to show all opportunities or current opportunities e Double click an opportunity to view or modify it e The following windows show additional information for the selected opportunity e
225. mple if the user has Read permissions to Address Book entries but not to Opportunities any reports the user views or creates may contain Address Book information but will not contain Opportunity information To enable the user to include the data in the report ensure that the user has at least Read permission to the window module In Administrator individual user permissions are available through File gt Users gt User ID gt Properties gt Access Rights To grant the permission to all members of a group go to File gt Security Groups gt Group gt Properties For more information about using Crystal Reports refer to Crystal Reports Database Tables Reference on page 255 66 Maximizer 9 User s Guide User Preferences 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 User list 7 BHOLLY Billie Holly Billie Holly 555 775 0 bholly maximizer c Enabled JNAPOLI LGARCIA Lucy Garcia Lucy Ee ee NPO Napoli Garcia 555 775 0 CDANCER Celine Dance Celine Dancer 855 775 0 cdancer maximize Enabled COMPANY COMPANY Company Disabled DBROWN Daniel Brown Daniel Brown 555 775 0 dbrown maximizet Enabled EMAILUSER EMAILUSER EMAILUSER Enabled J
226. mport utility reports that all records were imported successfully carefully review the ERRORLOG TXT file to identify and resolve import problems Ei Click OK to begin the Import process Import Databases 5 x Filename Directories LCa ACT _Contacts DBF g maxdata addrbks esconatutorial training EI Cancel MaxData AddrBks EsconaTutorial E gt Training List files of type Drives ACT 1 x42 x13 x44 x12000 dbF a E g maxmzeR Z Network Import options Duplicate handling 4 M Ship first record le Format 1 Do not check for duplicates M Log ile A 3 2 Combine Address Book entries with FF Make salutation Roses M Receive mail Cia naet duplicate records During the import process a status indicator appears on the screen Click Cancel if you want to halt the import process 6 Once the data is imported the Conversion Completed or Import Completed message box displays the number of fields read imported skipped failed or merged and the number of records with associated import warnings Click OK to close the message box Importing from ACT 2005 2006 or ACT Premium for Workgroups 2005 2006 Always back up your Maximizer Address Book before importing data Because ACT 2005 2006 and ACT 2005 2006 Premium run on their own SQL instance the following steps must be performed to import data from them gt To import from ACT 2005 2006 or ACT Premium for Workgroups 2005 2006
227. n 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 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 e DOC and RTF files Microsoft Word e XLS files Microsoft Excel e PPT files Microsoft PowerPoint e HTM and HTML e BMP files bitmaps e TXT files text and Company Library notes e JPG GIF and TIF files graphic files e PDF files Adobe Portable Document Format files e MXD files Maximizer Documents e MSG files Outlook Email Messages 160 Maximizer 9 User s Guide 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 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
228. n exporting to CSV or tab delimited format you must select 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 appear 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 216 Maximizer 9 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 x r Specify export file English charact
229. nal appointment Otherwise it must already exist in the Company or People table Non modifiable Contact_Number 0 59999 Source of the task 0 Manual task 3 Date from a date user field table Original date and time of task If left empty defaults to the system clock Pointer to date field in the UDF_List table Non modifiable Priority of task 0 Incomplete 1 Complete Table 14 Hotlist Table Fields Continued Field Name Opp_ld Opp_Number Step_Id Activity_Id Alarm Icon_Type Lead_Date Lead_Time End_Time Text Data Type String Integer Long Long Integer Integer DateString TimeString TimeString String Foreign Table Len Reference 23 Hotlist Opp_ld gt Opp_Number Step_ld Activity_ld OppActivity 4 Opp_ld Opp_Number Step_ld Activity_ld 4 2 2 10 11 11 119 Appendix B 281 Crystal Reports Database Tables Reference Read Only Description and Rules Identifier of the associated opportunity related to the OppActivity from which the task originated Must already exist in the OppActivity table Identifier of the OppActivity from which the task originated Must already exist in the OppActivity table For Follow up activities may not exist in the OppActivity table Identifier of the OppActivity from which the task originated Must already exist in the OppActivity table 0 No alarm 1 Alarm Icon as
230. namic meaning they will not automatically update when changes to the exported entries are made To update an exported report repeat the export process gt To export to Excel Select the window to export entries from Fy 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 Chapter 11 195 Reporting and Graphing 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 I As an agentidistributor Corporate gift or occas Personal gift or occasic To sellin arestaurantit E
231. ncel View a report using an existing report template 192 Maximizer 9 User s Guide 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 The Reports menu allows you to print reports on the following Maximizer information e Address Book entries e Contacts e User defined fields e Notes e Opportunities e Documents e Hotlist e Calendar e OrderDesk e Journal entries e Expenses e Related entries e
232. nchronizing 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 Maximizer 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 297 Glossary of Terms Training Guide the Maximizer Training Guide and CD intr
233. ndow gt To send an email message In any of the Maximizer main windows except the Email window To send an email to one selected Address Book entry use the Email button or To send an email to multiple selected Address Book entries select Send Email from the File menu or In the Email window click the Compose button FT Maximizer Escona Tutorial _ ol x File Edit View Search Actions Web Tools Reports Window Help New 3 to GR Fe Appointment Stack Email Z Letter Note Phone mjEdtor fl wt W Email Inbox All Me 1 s 6 amp a al aed Filter ju PERA Eer EEE Book Entry Subject A ER Opportunities mg Wines Are Us 110 P D Subject Bq Address Book ae Haase _ i s funny because i s true January 22 2004 6 59 19 PM o EN 5 Cains Let s Make a Deal January 22 2004 6 57 38 PM A Packing More Punch January 22 2004 6 56 33 PM Me Calendar 5 pares teens A Latest Addition to the CS8S Team January 22 2004 6 54 34 PM rs Ema EE A Bigger and better January 22 2004 6 32 05 PM amp Joumal A Tales from the frontline January 22 2004 6 25 08 PM FZ Company Library Notes Outbox E Persona Saved Emails OrderDesk Sent Items Quick Access Tasks Make a Call a Call Schedule a Meeting fi Schedule a To do Recent Entries ABC Wine Shop Inc 5 Grape Expectations amp Farmer Gary BridgeHead Winery ID Happy Times Restaur Press
234. ne 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 Book entry If you prefer to use another word processor Maximizer integrates with both Microsoft Word and Corel WordPerfect Chapter 9 167 Communicating with Your Customers Designing Templates and Writing Documents Oro run a spell check with the document or template open in the Maximizer Word Processor place your cursor at the top of the page and then select Tools gt Spell Check or click
235. ng 10 End date and time of z r Appointment End_Time End Time Timestring 11 cannot be less than the App_Time If left empty defaults to the App_Time Client_Id String 23 Appointments Client the appointment is Numb l 5 Client_lId with If filled in then must ontach Number nteger Contact_Number exist in the Company or People Company table Non modifiable Client_lId Contact_Number OR People Client_Id Contact_Number Alert_Flag Integer 2 0 Alarm not set 1 Alarm set 276 Maximizer 9 User s Guide Table 12 Appointments Table Fields Continued Field Name Data Type Priority String Completed Integer Icon_Type Integer RSVP Integer Recurring_ID Integer Recurring_Freq Integer Foreign Table Len Reference 3 Read Only Yes Yes Description and Rules Defines the priority text e g Hi MED LOW 0 Incomplete 1 Complete 0 None 1 Mail 2 ToDo 3 Phone 4 Travel 5 Sale 6 Meal 7 Presentation 8 Speech 9 Meeting Note Icons can be viewed when an Appointment is being created User s response to appointment invitation 0 No response 1 User accepts appointment 2 Declined 3 Tentative response Non modifiable Unique recurring ID 0 Non recurring Other unique value Identifier for records belonging to a recurring appointment Frequency of recurring appointment 0 Daily 1 Weekly 2 Day of month e g first Monday
236. ng 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 e Include Opportunities exports Opportunities associated with the exported Address Book entries e Include UDFs exports all Address Book user defined fields associated with 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 Addres
237. ngs 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 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 group Access Settings refer to User and Group Security on page 54 60 Maximizer 9 User s Guide 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 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 For more information about Crystal Reports security settings related to Crystal Users Reports refer to Access Rights Required to View or Create Crystal Reports on page 65 Group ID Enables group members to ACCTNG R_CRU 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 transact
238. not 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 Note that each Address Book entry has a unique ID 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 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 Address Book entry names If the Address Book entry ID number from the source exists 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 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 242 Maximizer 9 User s Guide Transfer Address Book Entries For more information about By default when you transfer Companies or Ind
239. not overwrite your Maximizer settings The following procedure explains how to upgrade Maximizer on a Windows 2000 machine The procedure is similar for other supported versions of the Windows operating system gt To upgrade to the new version of Maximizer Back up your Maximizer Address Book Refer to Backing up and Restoring Address Book Data on page 204 for instructions 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 209 Uninstall Maximizer and any additional Maximizer components such as Maximizer Link for the Palm OS on all computers You can find instructions for uninstalling Maximizer after this procedure 4 Install the 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 47 20 Maximizer 9 User s Guide gt To uninstall Maximizer Uninstalling Maximizer does Click Start gt Settings gt Control Panel gt Add Remove not uninstall your Address Book data However you Programs should always back up your Address Book before uninstalling A In the list of currently installed programs select Maximizer Click Change Remove 4 Click Yes to confirm The Remove Programs From Your Computer dialog box displays the uninstall progress
240. ntact Alternate Address Unique identification number of the Company Individual Contact Alternate Address or Default Entry 0 Company or Individual lt 60 000 or lt 55369 Contact gt 60 000 or gt 5536 Alternate address C Company Individual or Contact Name of Company or Last name of Individual or Contact System generated unique address identification number Points to the address to use for the Address Book entry 0 Main address gt 60 000 or gt 5536a alternate address Non modifiable Date and time when the last transfer occurred Table 3 Client Table Fields Continued Field Name Data Type Len Highest_Alt_Add_ Integer 2 Number Phone_1 String 21 Reverse_Phone_1 String 21 Phone_1_ String 21 Extension Phone_2 String 21 Reverse_Phone_2 String 21 Phone_2_ String 21 Extension Phone_3 String 21 Reverse _Phone_3 String 21 Phone_3_ String 21 Extension Phone_4 String 21 Reverse_Phone_4 String 21 Phone_4_ String 21 Extension Highest_Contact_ Integer 2 No Receives_Letters Integer 2 People Foreign Table Reference Receives_Letters Appendix B 265 Crystal Reports Database Tables Reference Read Only Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Description and Rules Highest alternate address number in use Highest Contact_Number in use Indicates whether contact Record_Type 31 or 32 receives mail sent to t
241. ntegrated 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 Lite 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 Maximizer Link for the Palm OS Maximizer Link for the Palm OS Maximizer Link the tool for synchronizing your data with your Palm operating system device is available from the Maximizer website as a download The Maximizer Link installation includes a Quick Reference guide to get you started as well as a detailed manual with step by step instructions on using Maximizer Link These manuals are in PDF format gt To install Maximizer Link for the Palm OS Close all programs running on the computer A Browse to the location of your Maximizer Link 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 34 Maximizer 9 User s Guide Adding and Removing Maximizer Components Maximizer enables you to add and remove specific components of the software without having to reinstall Maximizer itself gt To add o
242. ntries 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 III or IV or XML files using the File gt Import gt Address Book Entries command gt To import Address 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 E dick ox m Select import file es 2 a Format Comma Separated Value T Dos text p Type of import gt eS handling fy Companies Individuals Display each error C Contacts C Write errors to file The Select Fields for Import dialog box opens Or 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 12 225 Managing Address Book Data 5 In the Available Maximizer fields column select the field that best corresponds to the first f
243. nts 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 Pervasive 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 170 Maximizer 9 User s Guide Using Corel WordPerfect or Microsoft Word You can use WordPerfect or Word as your word processor Both applications are fully integrated with Maximizer During your Maximizer installation choose the Custom installation option select the listed Maximizer option click the Change button and then select the corresponding templates 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
244. ocument 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 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 Be lg description The merge field button is on the first lows 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 inse
245. oduces 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 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 298 Maximizer 9 User s Guide Index A access rights 54 55 access settings 54 55 modifying user access settings 57 security groups 59 Accounting Link Accounting security group 60 permissions 55 accounts MASTER 45 ACT importing from 229 233 Action Plan Library permissions 55 activities report 192 Address Book 121 adding users 50 backing up 204 207 convert entries in 130 converting entries in 130 creating 43 44 Escona sample 16 exporting data 212 217 files in Maximizer 251 holidays 86 ID 68 importing data 218 229 name 68 password 68 permissions 55 preferences 68 restoring from backup 207 Short ID 68 summary report 248 upgrading 47 verification and recovery 210 window 107 Address Book entries adding 121 appointments with 149 categories 68 defined 121 duplicate checking 7
246. ointments and Hotlist Tasks 152 VIEW Activities i iina a a a a a a ASE 155 Check Your Co workers Status with the Peg Board sce08 156 Check the Time in Other Cities Using the World Clock 05 157 Sharing Your Files in the Company Library cccssscceessceeseeeeeeneeeees 158 Making Entries in Your Journal c ccccesceeeeseeeeeeeeeeeeeeeeeneeeseaeeeesnseeeeaes 160 Monitoring Income and Expenses ccccsccceeseeeeeeeeseeeeeeeeeeseeeeesseeeeeees 161 Creating Web Inquiry Forms for Your Website cccsccssesseseseeeseeees 162 Maximizer Web Form Requirementts ccccssceeseeeeeseeeesseeeeseeees 163 Communicating with Your Customers Keeping in Touch with Your CUStOMESS cecceeeeeeeeeeeeeeeeeeeeeeeseaeeeaeenaees Designing Templates and Writing Documents Use Merge Fields in a Document Template Broadcasting Documents Using Mail Merge Sending and Receiving Email c sccceseeees Keeping a Record of Your Telephone Calls Setting Up Automatic Dialing ccccccceseccceesceeeeeeeeeeneeeeseeeeeeneeeees Managing Opportunities c cceceeeeseeeeeeeeeeeeeeeeneeeeeeeeees 181 Using Opportunities cs ariarian traad aaaea adeecaeesceepeeseetci des caeeiegepsadeashaceebenicadie 182 Configuring Opportunity Preferences ceccceccececeeeeeeeeeeeeteeeeeeeeeeeeens 183 Entering a Default Opportunity cccccsseesse
247. ok entry is a record in the table 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 Notes view name Links 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 Maximizer ODBC Notes Client_Id gt Client_Id Contact_Number gt Contact_Number a Data_Machine_Id a Data_Machine_Id 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 Owned_By_Id Record_Id Note_Type ReadPriv lol xi Auto Arange Auto Link By Name C ByKey Link Order Links Clear Links Delete Link Link Options ReadOnly Id E z Index Legend Maximizer ODBC Data Tables Appendix B 263 Crystal Reports Database Tables Reference The following is an appendix of the most common Maximizer ODBC tables Client Table The Client table is a read only table that contains information about Company Individual and Contact Address Book entries and encompasses the Company People and Address tables This table is useful for reporting purposes Table 1 Client Table Table Rules Read Rule Read only Delete
248. older of the CD e g Max setup exe Select Install Maximizer The InstallShield Wizard starts 4 Click Next to begin the installation 5 Read the license agreement and click Yes to continue 24 Maximizer 9 User s Guide 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 6 Enter your Product Serial Number First name and Last name into the required fields and click Next Customer Information Please enter your information p Product serial number Product Serial Number 12345678987654321 A15 DAY TRIAL VERSION will be installed if you do not enter a Product Serial Number To install a FULL VERSION of Maximizer you need the Product Serial Number which is on the Registration Card included with the software Name and address Mr Ms First name Joe Last name Napoli Position Company Escona Estate Wines Address 1 Address 2 City State Prov Zip Postal Country Phone Fax Email Denotes required field lt Back Cancel Read the Release Notes and click Next 8 Click Next to install Maximizer components to the default location or Click Browse select a destination folder and click Next Choose Destination Location Select folder where setup will install files Maximizer 9 Setup will
249. ompanies 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 84 Maximizer 9 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 The Assigned To field determines which users will see these fields in their Key Fields list in Maximizer Create Key Fields lists in Administrator 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 x Opportunity Address Book y Fields System Options System Fields l Locations Resources Key Fields r Available Key Fields Lists Name Request
250. ompany 0 Contact or Individual doesn t receive mail sent to Company 1 Contact or Individual receives mail sent to Company Note For Individuals Record_Type 2 this value is always 1 Applies to Individuals Record_Type 2 and Contacts Record_Type 31 or 32 only Indicates whether the individual or Contact s Company name should be included in the address 0 Do not include Company name in address 1 Include Company name in address MaxMerge change fields Used by Maximizer Do not use User_ld of user assigned to the Address Book entry as the Account Manager Applies to Individual Record_Type 2 records only 274 Maximizer 9 User s Guide Table 9 People Table Fields Continued Foreign Table Read Field Name Data Type Len Reference Only Description and Rules Phone_1_Desc String 21 Phone_2_Desc String 21 Phone_3_Desc String 21 Phone_4_Desc String 21 Email_1_Desc String 15 Email_2_Desc String 15 Email_3_Desc String 15 Reports_To Long 4 People Yes Contact_Number of Contact Reports_To Record_Type 31 or 32 to whom this contact reports Client Reports_To e g contact s supervisor or manager Applies only to Contact records Record_Type 31 or 32 Partner_lId String 23 People Yes Identifies the Address Book P Numb i 5 Partner_lId y entry that is a partner to the artner_Number nteger Partner _Number individual ABPartners Partner_lId Partner_Number Lead
251. 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 Maximizer 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 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 m Holiday details add Holiday details 7 Year 2004 Year ear Year W Every year eal Month 5 ee Month os Go To Day 9 Day 21 Delete Text Mother s Day Doe Text lsabella Escona s Birthday Delete All lt lt Previous Close 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 CHAPTER Confi
252. ord immediately after creating a new Address Book gt To change the MASTER user password Run Administrator and log into the Address Book as MASTER A Select File gt Users Select MASTER from the user list D _ Display Name Fist Name LastName Phone 1 Extens Email Address _ Maximize R Le ae aai er II Si PATER Password Preferences Properties 4 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 Change user login password User ID MASTER i Cancel Old password New password her Confirm password The MASTER user password has now been changed Chapter 4 47 Creating or Upgrading an Address Book 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 204 If you have customized the dictionary and holidays also back those files up separately before upgrading Administrator has a built in utility to convert existing Maximizer database from older versions to the current version If you are upgrading Maximizer from a previous version and you have old reports in the Crystal Reports file structure for Maximizer the old
253. ow created a user defined field Add User Defined Field r User defined Field for x Folder Name lt Escona Tutorial gt Field Name E S C Users Field may be added to I Companies M Individuals W Contacts r Attributes I Single value only nd Hotlist Maximum field length 23 Full access Public hd Humber oF d Read access r Creation Details Reguested by Lou Jones z Spelling ok Cancel El Move the new field to a different position in the list if desired 80 Maximizer 9 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 Set Up User Defined Fields Ei Address Book Opportunities
254. pearance 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 e Axes label your graph s axes Gatley Swe Layout Axes Select a chart ype 2D C 3D Chart Wizard Se Corp OE 9 i A E ia eL E aia AA m Min B N ila laha lala U Chart Wizard tay Enter desired layout settings Hep Cancel _ lt Back swo i 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 Chapter 11 199 Reporting and Graphing 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
255. pect to find to help you with Maximizer include e F1 Help context sensitive help for all windows and dialog boxes Help Contents 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 online 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 Open 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 adobe com See Read the Maximizer Guides Online on page 15 Press F1 for Help Chapter 2 13 Finding Information 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
256. 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 A Right click and choose 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 FT Maximizer Escona Tutorial Journal Items Mim E e File Edit View Search Actions Web Tools Reports Window Help aj x New gt l 3 GA Ga OAppoiniment 2 Task Eins ZiLeter Noe GPhone m Edtor GY we W fe My Work Day 3 4 ER opportunities me Type Text Eq Adiress Book E Hotist te Calendar BS Emai Z company Library A Personai BA orderdesk Quick Access fe Make a Call Filter List All R Schedule a Meeting fi Schedule a To do Recent Entries ABC Wine Shop Inc Grape Expectations Farmer Gary BridgeHead winery 5 Happy Times Restaur Press F1 for Help User JNAPOLI Wednesday November 2 2005 5 25 PM Chapter 8 161 Working with Maximizer Monitoring Income and Expenses Expense income entries cannot be imported from another Address Book Us
257. ph catalog fields for Outlook Synchronization records for Outlook Synchronization schedules for Outlook Synchronization notes and Journal entries opportunities calendar appointments related entries Company Library tree opportunities appointment resources and locations and user display names system file used for user groups individual rights remote users table used to determine if column setups Favorite Lists Company Library documents notes and document templates are distributed catalog of your favorite Address Book lists Maximizer transaction control OrderDesk transaction control user preferences user defined field and lookup tables order comments order information order messages Backup Files AppendixA 253 Administrator s Reference Backup file names correspond directly to the Maximizer data files except they use the filename extension SAV Maximizer sets each SAV backup file to read only so you don t accidentally delete it The program also places a small control file called MXZ SAV in each backup This file contains the folder name and path of each file as well as the number of the backup During a backup Maximizer overwrites any previous SAV files 254 Maximizer 9 User s Guide APPENDIX Crystal Reports Database Tables Reference Maximizer Database Tables Reference In this chapter Overview on page 256 Data Population for the Current Window on page 256 Databas
258. porting data i when importing GoldMine Select Import gt GoldMine 6 5 or earlier Contacts GoldMine must be installed 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 230 Maximizer 9 User s Guide The Errorlog txt file appears in the same folder as the import file Unless the i
259. pplier vendor select ok Cancel Specify the remaining search criteria in the Search by All Fields dialog box If you wish 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 The matching entries in the Address Book will replace the current Address Book entry list Select an option according to how you would like the current list to be updated Select or type the Maximum entries you would like to be returned and click OK to begin the search Use Last Search and Catalog for previously defined searches Click OK to start the search Search by All Fields x cao Dea ST r Search condition Find matching p Modify current entries list Must match all I Companies C Add search results to list g Match one or more I Individuals Narrow list I Contacts Replace list with search results Maximum entries All E Last Search Catalog J Cancel Chapter 8 141 Working with Maximizer Create a Favorite List from a Search After you ve performed a 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 A Select View gt Favorite Lists and then click the Add button In the Favorite List Properties
260. pportunity table Maximizer ODBC 285 optional fields 68 options system 68 OrderDesk permissions 55 report 192 window 109 Other Contact Manager Database importing 240 Outlook Style window layout 110 Outlook Synchronization see Microsoft Outlook Synchronization overview page caption text 68 owner field 64 P passwords Address Book 68 changing 53 default 53 MASTER user 46 PDF 12 15 Peg Board 156 mark yourself out 149 status of co workers 156 working with calendar 108 People table Maximizer ODBC 270 permissions Crystal Reports 65 groups 55 users 55 personal appointment 150 Personal Crystal Report 190 personal organizer printing 192 Personal window 108 Pervasive SQL installing database engine 21 user defined fields 257 phone call notes 131 caller ID 98 calls 166 177 configuring TAPI 101 customers 166 masks 103 number matching 99 TAPI 98 102 TAPI phone number format 68 phone log report 192 PLNs product license numbers see licenses preferences 304 Maximizer 9 User s Guide Address Book 68 email 175 Hotlist 145 user 68 user preferences 66 prefixes for user defined field database views 257 printing calendar 192 Custom Reports 65 graphs 201 reports 192 system reports 247 private appointments 150 entries privileges 56 records 64 privileges users and groups 56 probabilities of close opportunities 68 processor speed system requirements 8 public records 64
261. r Address Book list Open Address Book x Available Address Books Location of Address Book C Documents and Settings All Users Application a Data Maximizer AddrBks Samples Tutor 820 Select the Address Book to open The Login dialog box appears 4 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 Maximizer 9 User s Guide My Work Day View The My Work Day screen is an area where everyone in your company using Maximizer can see Hotlist tasks and appointments 112 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 la x E My Work Day B Opportunities BQ Assess Book GD Hotist 18 Calendar i B EN Activities Priority Due Date B ey Emal S Make initial contact with customer and October 3 2005 10 00am Ol SB Company Library BUST tarat i HI A we Analyze requirements and develop October 4 2005 09 00 AM o B OrderDesk Arrange time to present proposal October 6 2005 10 00 AM o Confirm that solution notes are complete HI Quick Access and
262. r Format Rich text as attachment ASCII text as attachment ASCII text as body content Send Skip Send All Cancel Merged with Address Book list Print Skip Print au Cancel Merged with Address Book list Chapter 9 175 Communicating with Your Customers Sending and Receiving Email 10 send emails to Address Book entries or users when scheduling appointments see Add a New Appointment to Your Calendar on page 149 Click the Deliver Now button in the Email window to immediately send and receive new emails If you wish to send an email to more than 1 000 entries at a time send the entries separately or select the entries in groups of 999 or less vou can search your inbox for a specific email subject by selecting Custom from the Subject drop down list Maximizer s Email window provides you with the ability to send and receive email using your existing email system You can email Address Book entries directly from Maximizer s main windows When sending email in Maximizer you can type a note that will be added to each Address Book entry recipient To use this functionality note logging for email must be enabled in logging preferences When the Override Extended MAPI option is selected in the Preferences gt Email tab the F5 key also initiates the Deliver Now command For information about the Extended MAPI option and the Email window in general press F1 in the Email wi
263. r remove Maximizer components Close all programs running on the computer A Insert the Maximizer CD in the computer s CD ROM drive On the Setup CD Autorun screen select Install Maximizer 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 Maximizer InstallShield Wizard x Welcome Modify or remove the program Maximizer 9 Welcome to the Maximizer Setup Maintenance program This program lets you modify the current installation Click one of the options below Modify is Select new program features to add or select currently installed features to 5 remove C Remove E Remove all installed features InstallShield Back Cancel Expand the branches to add or Checkboxes are automatically selected for any currently installed remove sub components 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 Chapter 3 35 Installing Maximizer Installing Licenses Installing a License 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 defaul
264. ransfer Creator_Id String 11 Yes Creation_Date DateString 10 Yes Creation_Time TimeString 11 Table 3 Field Name Assigned_To Phone_1_Desc Phone_2_Desc Phone_3_Desc Phone_4 Desc Email_1_Desc Email_2_Desc Email_3_Desc Reports_To Partner_ld Partner_Number Lead_Status ReadOnly_lId ReadPriv Data Type String String String String String String String String Long String Integer Integer String Integer Len 11 21 21 21 21 15 15 15 23 11 2 Appendix B 267 Crystal Reports Database Tables Reference Client Table Fields Continued Foreign Table Reference User_Details User_ld Client Reports_To People Reports_To Client Partner_Id Partner_Number ABPartners Partner_ld Partner_Number Read Only Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Description and Rules User_ld of user assigned to the Address Book entry as the Account Manager Applies to Company Record_Type 1 Individual Record_Type 2 and Default Entry Record_Type 5 records only Contact_Number of Contact Record_Type 31 or 32 to whom this contact reports e g contact s supervisor or manager Applies only to Contact records Record_Type 31 or 32 Identifies the Address Book entry that is a partner to the company or individual a The ODBC driver converts unsigned integers e g 60 000 to signed integers e g 5536 Yo
265. raph entries without a value Ae lt lt ee ox Numeric Alphabetical a 0 00 1 100001 0 250000 00 F j10001 00 25000 00 Catalog Select Al x Cancel T7 Do not graph entries without a value poto m ox Numeric Alphabetical 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 198 Maximizer 9 User s Guide 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 ap
266. rather than asking you to specify which entry types to back up The advantage to using Quick Backup is that you can perform frequent backups without closing the Address Book 206 Maximizer 9 User s Guide Backing Up to the Current Address Book If you choose to save the backup to the current Address Book folder Quick Backup creates a subfolder named Backup in the same folder as the Address Book files Each backup is saved within Backup using the current date as the folder name As an example if you perform a Quick Backup on March 23 2006 the backup files would save to the following folder C MaxData AddrBks lt AddressBook gt Backup 20060323 01 The 01 is added to the folder name to differentiate between backups from the same day so a second backup on the same day would be saved to the following folder C MaxData AddrBks lt AddressBook gt Backup 20060323 02 In this way you can save many backups and have them dated for easy retrieval 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 Backing Up to a Specific Location If you do not want to save the backup files in the Address Book folder as described above you can specify a folder when you start Quick Backup gt To perform a Quick Backup Open the Address Book to back up A Select File gt Quick Backup
267. rcumstances 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 72 Maximizer 9 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 entry 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
268. rd Perfect using the Maximizer toolbar embedded in the word processor to insert the merge fields amp Maximizer Word Processor PriceList of x File Edit View Format Paragraph Tools Document Window Help laj x CIO new cun ENE E E Open Cti0 i p Mm asz ias a Save Cts ASS Bes E E Sessa Bae Save As Imot ESTATE WINERY Export Aaa Send E mail amp Print CtP LQ Print Preview A Merge to Printer Page Setup to E mail rice list Although you can find this to Microsoft Fax I thought you might like to have a copy for 1 Exit All of our wines as well as a variety of ready made gift baskets are available to order online The Romantic Price 95 Contents 1995 Mavarama Merlot il Po 173 Ln 3 Colt 174 Maximizer 9 User s Guide Specify your merge options Depending on what window you have active the available merge entries vary Click OK to continue with the merge Choose Print or Send to merge the document with the first entry in your selected list of entries or choose 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 r Merge template with selected Address Book window entries Contact window entries Relat ntries OD Opportunities m Print options Current entry only Allentries T Observe receives mail
269. re listed in the following table 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 operating system specific requirements Please see the Maximizer website at http Awww maximizer com for the latest version of the Maximizer system requirements Maximizer System Requirements Minimum Processor Speed Available RAM Available hard disk space Minimum video resolution Operating system Email system Internet browser Database Pentium II 350 MHz minimum Pentium 4 1 2 GHz recommended 256 MB minimum 512 MB recommended 250 MB minimum an additional 250 MB required for installation SVGA 800x600 or higher resolution video adapter and monitor Microsoft Windows 2000 XP or 2003 updated to the latest service pack 32 bit MAPI or VIM compliant email system such as Microsoft Outlook 2000 2002 2003 or Lotus Notes 4 6 or later Microsoft Internet Explorer 6 0 Pervasive SQL V9 1 Workgroup Engine provided with Maximizer installation a Windows XP Home is not supported in a networked environment 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 Win
270. rences 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 ability 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
271. ries 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 224 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 229 e Other Contact Manager Database This option enables you to import a variety of data file formats including Organizer Clipper dBASE FoxBase and FoxPro among others For more information refer to Importing from Other Contact Managers on page 226 222 Maximizer 9 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 2006 or ACT Premium ACT 2005 2006 and ACT for Workgroups 2005 2006 Premium for Workgroups 2005 2006 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
272. rights 75 user preferences 136 verification and recovery 210 window 108 userdict lex file 209 users access rights and settings 54 55 adding to Address Book 50 busy status 156 changing password 53 Crystal Reports access rights 65 Current Users report 248 current users report 36 modifying user access settings 57 permissions 55 preferences 66 68 privileges 56 record ownership 64 security 242 status 156 system login accounts 45 transport and export rights 242 user and group setup permissions 55 User ID List report 247 User s Roles 57 user defined field access 75 Vv vCard 88 verify and recover Address Book 210 vertical templates 48 video resolution system requirements 8 views security rights 242 user defined field view prefixes 257 Ww web browser system requirements 8 Web Inquiry Form wizard 162 website data collection form 162 window layout 306 Maximizer 9 User s Guide Classic 110 Custom 110 Outlook Style 110 windows Address Book 107 calendar 108 146 Company Library 109 158 Contacts 108 Documents 109 170 Email 108 175 Expenses 108 Hotlist 107 143 Income and Expenses 161 Journal 108 Notes 108 131 Opportunities 107 OrderDesk 109 Personal 108 User Defined Fields 108 WinFax 95 97 wizards Add Hotlist Task 143 Web Inquiry Form 162 WMF file 201 word processor 167 documents 169 freeze or lock fields 170 location of templates and documents 169 merge fields 171 st
273. rivate 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 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 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 Value Description Owner Public All users can view and modify the entry regardless of their user or group security settings User Only the specified user can view or modify the entry Group Only members of the specified group can view or modify the entry regardless of their user or group security settings Full Access Public 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 User Only the specified user can modify
274. roducing 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 providing 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 choose 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 choose the date range you want to show 4 To add a new task click Insert in the Hotlist window 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 pre defined Activity from the drop down list click inside the text box to access or enter an activity 6 A task can be personal or associated with an Address Book entry To mark a task as personal select the corresponding option 144 Maximizer 9 User s Guide Otherwise the task is created for the current Address Book entry
275. roperties 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 Toolbars from the menu Right click in any frame containing a toolbar and select Customize from the shortcut menu The Toolbars dialog box appears A 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 Bee Cancel Toolbar list sie Visible Placement No Standard Docked Standard Yes Docked Standard No Docked Properties Large Yes Docked at Left Add Standard Yes Docked an Status Bar Standard Yes Docked Status Indicator Standard Yes Docked View Standard Yes In Window The Customize Toolbar dialog box opens Click the Add button Customize Toolbar Lx Toolbar buttons l Move button left or right Button properties Internetunt OO The Add Toolbar Button dialog box appears Chapter 8 117 Working with Maximizer 4 Under This new button will perform the following action select one of the following options and then click Next A
276. rt a merge field Fi 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 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 172 Maximizer 9 User s Guide Fd When you are finished click the Close button File Edit View Format Paragraph Tools Document Window Help BIF Tre T E E A em m e 2 osal DEAE Tp pd lp pe pT api re Tt ep hE EENE gt a a x rt Insert Merge Field 21x ESCONA Esvar p Type of merge field to insert Address Book entry C Orderdesk entry ki anty C User information troai Salutation Available merge fields Account_Manager Address Line_1 information online at www escona com I Address_Line_2 One of our most asked for items is our pri your files Annual Sales Category 27 A All of our wines as well as
277. rted v Confidence rating 7 Opportunity details Next action Revenue 0 00 Cost 0 00 Leader Joe Na 4 Click OK to save the Default Entry Chapter 10 185 Managing Opportunities Pursuing a Sales Opportunity You can view associated Contact details while an opportunity is selected in the Contacts following window 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 FT Maximizer Escona Tutorial o x Fie Edit View Search Actions Web Tools Reports Window Help New v 3 3 A gt Fa OAppoinment ZTak Emal ZA Letter Note Phone mjEdtor Sl we Wf Address Book 165 Displayed 162 Companies 3 Individuals E my work Day c Default Address Book View x a Opportunities Name Phone Number Email Address City Gal Address Book D Denver Wine Connection 555 834 9983 escona maximizer com Denver Aiit D Eagle Vineyards 555 834 9983 escona maximizer com Sparks 5 Eastport Liquors 555 834 9983 escona maximizer com Eastport 18 Calendar 5 Edger Bros L 555 834 9983 escona maximizer com Toronto BS Emai D Erickson Fine Wines 555 834 9983 escona maximizer com Eagle iD B Esquin Wine Merchants 555 834 9983 escona maximizer com Seattle
278. s Yes Appendix B 283 Crystal Reports Database Tables Reference Table 16 Notes Table Fields Continued Field Name Client_Id Contact_Number Type Date Time Text Private Data Type String Integer Integer DateString TimeString Memo Integer Len 23 2 2 10 n a 2 Foreign Table Reference Notes Client_ld Contact_Number Company Client_lId Contact_Number OR People Client_Id Contact_Number OR Opportunity Opp _Id Opp_Number Read Only Yes Description and Rules Client_Ild Contact_Number the Note is associated with Valid values for Contact_Number 0 59999 Associated Company or Person record must already exist Mandatory field Non modifiable Must provide Client_Id Contact_Number to insert Cannot update Flag indicating how the note was generated Standard Maximizer note types may be specified as well as user defined note types Range 0 32 767 0 Manual note 1 Mail out note 2 Phone call note 3 Timed note 4 Transfer note 5 Completed task or appointment 6 Scheduled task or appointment 7 Email sent note 8 Opportunity created or opportunity status changes 9 History note 10 Reassign task note 11 Reserved for future use Can insert Can update Mandatory field Must be less than or equal to 9 215 characters Must provide Text to insert Can insert Can update 284 Maximizer 9 User s Guid
279. s 30 39 Qualify Interests 15 2 ie r Confidence rating Cold Hot Add warm Modif Delete Completion reasons Reason Type Abandon Abandon a Add Not Enough Profit Abandon au Late with Quote Loss Poor Presentation Loss Modi Excellent Presentation Win Like Selection Win F Superior Selection win z Dalat Add Modify or Delete the field values as required 4 Click OK to save your changes 184 Maximizer 9 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 ta QR Actions GQ Probabiity 0 Basic Information User Defined Fields Company Individual Contact El Opportunity description Objective Products Services Categories Description This text is created by the defa Ty a feature that allows an administrator or user to create anew opportunity with certain fields already completed r Opportunity Analysis Stage Not Sta
280. s Book entries including date and time document type document name creator owner as well as the document data itself e 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 Chapter 12 213 Managing Address Book Data 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 x Specify export file 4 From the Format drop down list select XML 5 Click the Browse button Save As BE Save wn Gy Maximizer a eee My Computer E a My Network P Save as type MXI mxi xml z Cancel 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 214 Maximizer 9 User s Guide E Click Save Export Address Book Entries x r Specify export file File name D My Documents Maximizer ABentries0S1025 m Format yi X I bos text Export options I Include fie
281. s of the group Add Group x General Members hex name and ID Name LS Settings Allow Global Edit Address Book o O O C Allow private entries User defined Fields Oo gO O o C Allow transfer and import export User defined field setup _ 0O oO oO LI Allow Syne Contacts with Outlook Notes o O O O CI Modify delete other owners notes Documents oO oO oO oO L Modify other users private entries Mailing Address o Modify other users general information Company Library 0O OrderDesk oO z Opportunities User s roles User Group setup Sales Manager Accounting Ol O EJ Sales Representative Action Plan Library o 6 Click the Members tab From the Available Users list select a user to add to the security group and click Add Repeat to add additional users Add Group x General Members g Available users Members Billie Holly Celine Dancer Daniel Brown EMAILUSER Joe Napoli Jon Bowser Lucy Garcia Mark Bertolli Matt Graham Miranda Corell Remove Members of other Groups Wonda White Modify Access Settings View User Access Rights OK Cancel Apply 8 Click OK to close the Add Group dialog box The security group has now been created Chapter 5 63 Setting up Users and Groups Modifying Group Access Settings For an explanation of the relationship between user access rights user access settings
282. s rights and add a user to security groups Note that you can also add users to security groups using the Security Groups tab gt To add a new user to the Address Book Select File gt Users The Users dialog box opens E click add a E User list _ user Disa Nene Fia None Las Wane Prone t EnenaEnaiAaaess Manze BHOLLY Billie Holly Billie Holly 555 775 0 bholly maximizer c Enabled a CDANCER Celine Dance Celine Dancer 555 775 0 cdancer maximize Enabled COMPANY COMPANY Company Disabled DBROWN Daniel Brown Daniel Brown 555 775 0 dbrown maximizet Enabled EMAILUSER EMAILUSER EMAILUSER Enabled JBOWSER JonBowser Jon Bowser 555 E LGARCIA Lucy Garcia Lucy Garcia 555 775 0 MASTER LouJones Lou Jones 555 775 0 MBERTOLLI Mark Bertolli Mark Bertolli 555 775 0 MCORELL Miranda Corel Miranda Corell 555 775 0 MEDAUAM kisi Graton kisi Tian BER 77E A Add Delete Igarcia maximizer Enabled Iiones maximizer c Enabled mbertoli maximize Enabled meorell maximizer Enabled eee Password Preferences Properties Close The Copy Selected User s Settings dialog box opens Chapter 5 51 Setting up Users and 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 check the appropriate chec
283. s to Excel Maximizer enables you to quickly and easily export selected 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 dy
284. s to Your Address Book ccsceeeeeetees 121 Create a Default Address Book Entry c ccccceceeseeeeeeeeeeeeeeeneeneeens 124 Change Several Address Book Entries with Global Edit 125 Use Column Setups to Organize Lists eeeeeceeseeeeeeeeeeeeteeeeeeeneees 128 Record Relationships with Related Entries c ceeceeseeseeeeeeeneees 129 Convert Individuals to Companies and Contacts to Individuals 130 Keeping Notes on Your Address Book Entries ccccsscecesteeeeeeeeeseees 131 Working with User Defined Fields ccccscccsscestecseesseeeseeesresseeeseeeee 135 Creating a List of Entries With a Search cccccsccssccsssecseesseesssessseeseessees 137 Search for Entries by a Field ccccccssessecesecsseeeseecseeseeesseeeeaeesseess 137 Perform an Advanced Search by All Fields ccc cccsccssesssesseeennes 139 iv Maximizer 9 User s Guide Chapter 9 Chapter 10 Chapter 11 Create a Favorite List from a Search cceceeseeeeeeeeeeeeeeeeeeeeeteeaees Select and Display Entries in a List Tracking Your Appointments and Hotlist Tasks Hotlist Wind OW di iccstscteetereetiieishecis beeen aie an Control Calendar and Hotlist Task Preferences ce cceceeeeeeeees 145 Calendar Window ssanie ai ierat pea iato enra aaa Eoi aa aane 146 Add a New Appointment to Your Calendar cceeceeseeseeeeeeeneees 149 Use Action Planner to Create App
285. s to or from another application The only entries that cannot be transferred or imported exported are encrypted user defined fields Note that if you do not select this option the menu items for importing and exporting data are disabled This option also applies to the security right to export information to Excel Enable the Synchronize with Outlook command on the Tools menu and the icon on the standard toolbar in Maximizer Change and delete other users notes However to 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 Chapter 5 57 Setting up Users and Groups Privilege Grants authorization to Modify other users Change information in the General and User general information 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
286. se_Date Last_Modify_Date Comment Completion_ Comment Creator_Id Creation_Date Creation_Time Data Type Double Double DateString DateString DateString DateString Memo Memo String DateString TimeString Opportunity Table Fields Continued Foreign Table Len Reference 8 10 10 10 10 n a n a 11 10 11 Appendix B 287 Crystal Reports Database Tables Reference Read Only Yes Yes Description and Rules Running total of the costs associated with Activities for the Opportunity Must be greater than 0 Revenue expected from successfully completing an Opportunity Must be greater than 0 Modifiable by OppLeader only Date when the Opportunity was started If left empty defaults to the system clock If 1 the date can be updated by the OppLeader only Original close date for the Opportunity Based on adding the length of time for the Strategy to the Start_Date Must be greater than Start Date Modifiable by OppLeader only If specified becomes the Close_Date by default Projected or actual close date for the Opportunity Updated as the Opportunity s steps are applied before or ahead of schedule Must be greater than Start Date Modifiable by OppLeader only Reserved for future use General comment for the Opportunity Modifiable by OppLeader only Completion comment for the Opportunity 288 Maximizer 9 User s Guide Table 1
287. secsseesseesseesseesteesaees 83 Restricting Key Fields to Specific USers cccccsccssecsteceseessteesseeeseeees 84 Creating a Key Fields List cccccessseceeceeeseeeeeseeeeeeeeeeeseaeeeseeeessneees 84 Recording Holidays in the Holiday Eqitor cc cccesseceeeeseeeeeeeeeseneeeeeees 86 Chapter 7 Chapter 8 Contents iii Configuring Maximizer for Email Fax and Phone 87 Setting Up Maximizer to Use Email ccceccecsesceceeeeeeeeeeeeeseneeeesneeeesnes 88 Supported Email Clients c ccccccccceeeeeeseeceeseeeeeseeeeeeeneesseeeeeseneeeeees 88 Configuring Maximizer for Novell GroupWise and Lotus cc Mail Mail 88 Configuring Maximizer for Microsoft Exchange cccscccsessseeeserees 89 Configuring Maximizer for Microsoft Outlook Express cseeee 89 Configuring Maximizer for Microsoft Outlook eccccceceeeeeteetees 90 Configuring Microsoft Outlook Synchronization Recurring Appointments cee cece cece tence ee eeeeeeeeeeeeteeaeeeeeeteeeaneeeeeeeaee Synchronization from Outlook to Your PDA Configuring Outlook Synchronization c ccecceeceeceeeeeeeeeeeeeeeeeeeaees Using Fax Software With Maximizer cccccccsccsssecssscssessseesseessaesseeesseesees Third party Faxing Configuration cccccccccsscesessseeeseeesessseesseeesaes FAXDDE Registry Key SettingS cccccceceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeteeaes Setting the Fax Applica
288. sessesseeeseeesecsseesseeesseesseeeaes 184 Pursuing a Sales Opportunity onae a aaaea aaa aaa 185 Viewing the Opportunity Pipeline Report ee eeseeeseeeeeeeneeeeeeeeeeeees 187 Reporting and Graphing 22 cc sseeceeeeeeeeeeeeeneeeeeeeneeeeeeaneee 189 Crystal REPOT niena ctbvaccbescteciesteccteiscvesscnexinidd a a aa aat 190 Create and Access Personal REports cccsscccseseeeesseeeeseeeeessneessees 190 Printing Reports from Maximizer 2 ccccecccecceseeeeeeeeeeeeseeaeeeeeeaeeneeeaeeaes 192 Exporting Entries to Microsoft Excel c cccsccscsssecsseesseesseessssesseeeseeesaes 194 Graphing and Charting with Maximizer ccccscccssseeeeeceeeeseeeeseeeeeees 195 Graph Your Address Book Entries or Opportunities 000 196 Use Title and Footnote Merge Fields eeeesceseseeeseeeeeeeeseeeeeeeeaes Add Zip to Your Graph csccceescceseseeeeeseeeesceeeeeneeeeeneeeseneeeesneeeess Use Your Graph in Other Applications Reuse Your Graph Settings ccssccccsecceceeeeeeseeeeceeeeeesseeeeseaneeesaees Chapter 12 Appendix A Appendix B Contents v Managing Address Book Data cecsesseeeeeeeeeeeeenaneeeees Backing up and Restoring Address Book Data cssccesssceeessteeeseees Backing up an Address Book cesccesceeseeeeeeeeeeeeteeeeeeeeaeeseeeseaeeeeeees Restoring an Address Book from a Backup Backing up the Dictionary and Holiday Files
289. sign users to security groups as described in chapter 5 Setting up Users and Groups on page 49 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 67 For more information on converting a database please refer to chapter 12 Managing Address Book Data on page 203 CHAPTER Creating or Upgrading an Address Book In this chapter What is Administrator on page 42 Creating a New Address Book on page 43 Maximizer System Login Account on page 45 Changing the MASTER User Password on page 46 Upgrading or Converting an Address Book on page 47 Importing Vertical Templates on page 48 42 Maximizer 9 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 backing up or restoring the Address Boo
290. sks 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 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 108 Maximizer 9 User s Guide Calendar fis Email Contacts a Notes B User Defined Fields H Personal H 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 appointment Maximizer can sound an alarm in advance of the appointment or task The Email window provides you with the ability to send and receive email within Maximizer using your existing email system Maximizer allows email file attachments and supports t
291. sociated with the Hotlist task 0 None 1 Mail 2 ToDo 3 Phone 4 Travel 5 Sale 6 Meal 7 Presentation 8 Speech 9 Meeting Note Icons can be viewed when a Hotlist task is created Date and time when alarm will occur If left empty defaults to Schedule_Date and Schedule_Time Task end time Greater than or equal to Schedule_Time If left empty defaults to system clock s time Text of the Hotlist item Mandatory field 282 Maximizer 9 User s Guide Foreign Table Reference Table 14 Hotlist Table Fields Continued Field Name Data Type Len Creator_Id String 11 Creation_Date DateString 10 Creation_Time Notes Table TimeString 11 Read Only Description and Rules Yes Yes The Notes table includes history and Notes that are created for Companies Individuals and Contacts Note The Notes table does not have any special table level rules Table 15 Notes Table Index Definitions Index Index Type Field 1 Field 2 1 Unique Data_ Sequence_ Machine_ld Number 2 Non Unique Date Time 3 Non Unique Type Date 4 Non Unique Client_Id Contact_ Number 5 Non Unique Client_Id Contact_ Number Table 16 Notes Table Fields Foreign Table Field Name Data Type Len Reference Data_Machine_ld Long 4 Sequence_Number Long 4 Creator_ld String 11 Field Time Date Type 3 Field 4 Field 5 Time Date Time Read Only Description and Rules Yes Ye
292. ss Books In Maximizer select File gt Transfer gt User Defined Fields A In the Transfer User Defined Fields dialog box select the user defined fields to transfer Click the Transfer button Eq 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 Chapter 6 83 Configuring 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
293. ss Book Create an Address Book on the Address Book host computer If you already have a Maximizer Address Book set up you can skip this step Although you don t have to complete all the steps listed in Checklist Setting up a New Address Book you must create all user accounts that will be accessing the shared Address Book before proceeding Depending on your needs you can go back and adjust security for each user after you have the workgroup environment up and running Share the Address Book folder By default the Address Book is located in the Documents and Settings lt user gt Application Data Maximizer AddrBks lt Addresss Book gt folder On the Address Book host computer ensure you can connect to each of the other workgroup computers by pinging each one from the host computer On each of the other workgroup computers map a network drive to the Address Book host computer s shared Address Book folder On each of the other workgroup computers open Maximizer and select File gt New Address Book Enter the Address Book name and click the ellipsis button beside the Location of the Address Book field to browse to the shared Address Book folder Note that if the Address Book does not yet exist on the Address Book host computer you must create and share it before browsing to it from other workgroup computers Described on page s 23 29 35 36 41 47 Refer to your Windows OS documentation Refer
294. ssword from the Users dialog box The new User ID and its associated information now appear in the User list Chapter 5 53 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 User list _ user 7 Diy Nave Nane fien Nane Prone enone Emaar Mania BHOLLY Billie Holly Billie Holly 555 775 0 bholly maximizer c Enabled a CDANCER Celine Dance Celine Dancer 555 775 0 edancer maximize Enabled COMPANY COMPANY Company Disabled DBROWN Daniel Brown Daniel Brown 555 775 0 dbrown maximizet Enabled EMAILUSER EMAILUSER EMAILUSER Enabled JBOWSER Jon Bowser Bowser 555 775 0 ibow imize Enabled gt a Napoli 55 inap nizer Enabled LGARCIA Lucy Garcia Lucy Garcia 555 Igarciatmaximizer Enabled MASTER LouJones Lou Jones 555 775 0 fiones maximizer c Enabled MBERTOLLI Mark Bertolli Mark Bertolli 555 775 0 mbertolli maximize Enabled MCORELL Miranda Corel Miranda Corell 855 775 0 meorell maximizer Enabled E UCDADAU a Eco iis eT el Add Delete Password Preferences Properties
295. st Replace list with search results Catalog Cancel In the Select Fields for Search dialog box select one or more fields and click OK Select Fields for Search x Available fields Selected fields for this search Basic Fields Category Basic Fields State Province Basic Fields O Account Manager OE Accounting Link Type OLA Address Line 1 OLA Address Line 2 DLA ciy OLA Company OLA County OA Creation Date OLA creator OLA Department OL Division D4 Email Address DLA Email Address 2 zl Description 140 Maximizer 9 User s Guide 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 4 In the Specify Field Values for Search dialog box select one or d p more values click the Add button and then click OK For each field you ve chosen from the previous step you will be prompted to specify the values Use the search condition options to further narrow your search Select Table Field Values for Search x Field Name Category Available values Values to be searched for T Analyst C Colleague C Competitor Consultant C Customer Dealer Distributor Distributor Investor T Key Account Media Other Partner C Relative Reseller C Reviewer Su
296. status e User defined fields total and per type e User defined field entries total and per type e Notes e Documents O this report displays on screen Current Users e Number of licenses in use rather than printing To print the h ly di h report press Alt and Print Screen For each user currently logged into the to capture the report window to Address Book the Windows clipboard and then paste it into a word processor or graphics program e Computer name e User name e Date 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 APPENDIX Administrator s Reference In this chapter Maximizer File Types on page 250 Maximizer Address Book Files on page 251 250 Maximizer 9 User s Guide Maximizer File Types The following table lists the extensions of file types created in the registry during the Maximizer installation Extension Application Comment MDE MaxWin exe Maximizer Data Exchange file used by email transfer prior to version 7 now MET MEC ecMeclm exe OrderDesk s order data file MET MaxWin exe Maximizer Email Transfer files version 7 and higher MXD MaxWord ter Maximizer Document extension MXI MaxWin exe Maximizer XML format data file MTI MaxWin exe Maximizer Transfer Interface CSV format data file elaborate or sk
297. ste Browse Fie F ened TT None aaa Chapter 11 201 Reporting and Graphing click the Help button in the You can use this same procedure to change many of the graph Format Plot dialog box forhelp elements Try single clicking different elements to see which ones using any of the settings 5 i 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 il As an agentidistributor I Corporate gift or occasion Personal gift or occasion To sell in a restaurant bar 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 202 Maximizer 9 User s Guide Reuse Your Graph Settings If you find yourself often creating the same type of graph save yourself some time b
298. stom 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 MaximizerReports Save As 21x Save in MaximizerReports e 0em E MyReport rpt Save as type Report files rpt z Cancel My Network P 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 11 191 Reporting and Graphing Create the report in Crystal Reports and save the report file in the MaximizerReports folder on your local drive Folders E Desktop E My Documents E MaximizerReports CI My eBooks My Pictures H A My Computer a New Text Docume 4 Select Reports gt Crystal Reports gt Refresh 5 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 What would you like to do om C Edit an existing report 5 Ca
299. t 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 162 Maximizer 9 User s Guide Creating Web Inquiry Forms for Your Website Maximizer can help you create an inquiry form to collect pertinent information from your website visitors The collected information is emailed to your website administrator or whatever email address es you specify where it can be imported directly into Maximizer as Address Book entries Open the Web Inquiry Form Wizard by choosing Web gt Create Web Form Follow the instructions on each of the wizard pages Welcome to Web Inquiry Form Wizard x Use the Web Inquiry Form This wizard will take you through the process of creating a H web form to collect your customers information The wizard to create collected information will be emailed to the site administrator data collection to be directly imported into Maximizer forms for your website NOTE To use this feature you must have access to a web server with HTML file reading and CGI execution permissions Consult your Intenet Service Provider ISP or system administrator for more information on the hosting of these files Form templates The web form settings can be saved into a form template for future editing You may create a web form based on an existing form template Load selected form template Create new form
300. t 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 4 xj CSCases_View Case_Id lt New gt New Delete E E Show Formula gt gt gt lises not start with Address Book Entry Data Type Record Type Company Record_Type 1 Individual Record_Type 2 Contact Record_Type 31 Appendix B 259 Crystal Reports Database Tables Reference Address Book Entry Data Type Record Type Individual Contact Record_Type 32 Default Entry Record_Type 5 Alternate Address for Contact Record_Type 41 Alternate Address for Individual Record Type 42 Linking Linking determines how the report data elements are related For example to report all notes related to an Address Book Entry you would link the Client_Id and Contact_Number fields of the CLIENT table 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 Link 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 fiel
301. t 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 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 Users Details Pending 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 Users Yes Notes Yes Hotlist Task Yes Chapter 12 Managing Address Book Data 237 Comments Email address of the main Contact is imported Email addresses of Contacts from the Contacts tab in GoldMine are also imported Importe
302. t 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 the PLN s Pervasive Workgroup licenses must be installed from the Workgroup Server 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 x 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 This is a default 1 license PLN m Applied Licenses Product User Count Description 00000 00000000000000 Maximizer Licenses This is a default 1 license PLN Total number of applied Maximizer Licenses 1 Total number of applied Pervasive Engine Licenses 1 5 Repeat steps 3 and 4 to install any additional licenses
303. tages opportunities 68 status check using Peg Board 156 in out 156 search by 137 synchronization Outlook Synchronization see Microsoft Outlook Synchronization system fields 68 login accounts 45 options 68 reports 247 user defined fields 76 System Defaults tab view Address Book list option 141 system requirements Maximizer 8 T table user defined fields 74 adding items 80 tables user defined field table prefixes 257 TAPI 98 102 177 180 configuring 101 phone number format 68 phone number matching 99 tasks notes 131 reassigning Hotlist tasks 145 telephone see phone templates Corel WordPerfect 170 location 169 merge fields 171 Microsoft Word 170 terms 294 time zones 157 timed notes 131 track income and expenses 161 transferring access rights required 56 242 Address Book entries 241 244 data by email using MET file 242 transfer log notes 131 user defined fields 82 two tier import 224 225 types of files in Maximizer 250 U UK customer lists 239 upgrading Address Book 47 Maximizer 19 US customer lists ListsNOW com 239 User ID List report 247 User_Details table Maximizer ODBC 289 user defined fields 74 82 129 adding table items 80 Address Book types 137 database tables and views 257 262 encrypted 74 folders 77 Index 305 Key Fields 83 85 list of 137 mandatory 136 permissions 55 report 192 247 search 139 show blank fields 136 sort order 76 transferring 82 types 74 user access
304. te letters faxes Memos emails stored under each contact 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 9 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
305. the Spell Check button on the toolbar The Maximizer Word Processor is a separate application with a toolbar and menus that are similar to other commonly used word processors You can use the Maximizer Word Processor to create documents and document templates gt To write a document Launch the Maximizer Word Processor in any of the following ways e Select an Address Book entry and click the Letter button To write a fax select Write a Fax from the Actions menu e Drag an Address Book entry to the Documents window e Click the Editor icon on the Standard Toolbar e Press F8 e From the Tools menu select Maximizer Word Processor E Select File gt New You can create the document based on the word processor s fax invoice letter and memo templates or use these templates as a base for your custom templates You can enter the document s name now or enter it when you are saving the document Use the toolbars for common tasks and formatting text and paragraphs 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 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 and choose whether to save it as a template If you ve already specified the name select File gt Save 168 Maximizer 9 User s Guide In this sample letter the template includ
306. the Maximizer website at www maximizer com for the latest version information of compatible email programs Configuring Maximizer for Novell 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 also must have the Override Extended MAPI option selected in the File gt Preferences gt Email tab Chapter 7 89 Configuring Maximizer for Email Fax and Phone 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
307. tion Path ccccsccccesseceeceeeeeneeeseeeeeseneeeees Enabling TAPI with Maximizer ccccccccesceeeeeeeeeeeeeeesneeeeseneeeseeeeessneeeees Requirements for Caller ID issii anorte eergatie heals edee Phone Number Matching with TAPI ccsccccsseeeseeeeeeeeeeesseeesenees Configuring Maximizer to Use TAPI Phone Masks iccic nea eee irone ie ah ein e a have vin ot ins Working with Maximizer sccccceeseeeeeeeeeeeeeeeeeeeeeeeeeees 105 Whatiis Maximizer tei svtet atic Gait AROA E E E EAS 106 Maximizer WINdOWS ceccceeceeeceeeeeeeeeeeeeeeeeeeeaeeeaeeseaeeeaeeeeaeeeaeeeeeee 107 Wind OW LAYOUTS aaraa araa A eO a ea a r Eara AA Tar EEE EAn ae iaar 110 Opening an Address BOOK sccccesseeeeeseeeeeeeeeseaeeeesaeeesneeeeesseeeeeseeeeeaaes 111 My Work Day ViGW ccc ccccssseecsseeeeseneeeseeeeeseneeeeeaeecesauecssaeeeeeeeeeesnneeensneees 112 Adjust the My Work Day VieW ccccsseccseneeeeeeeeeeeeeeseaeesseneeeseaeees 112 Main Address Book WindOwW cesceseseeeeeeeseeeeseeeneeeeaeesaeeeaeeteaeeeaeeeaees 113 Address Book WINndowW esceeeceeeceeeneeeeeeeeaeeeaeeeaeeteaeetaeeeeaeeeeeenaeeeaees 113 Adjusting the ICON Bar cccsscccessneeeeeeeeceeneeeeeeeeesneeeessneesssatessenees 114 Customizing Maximizer Toolbars and Toolbar Buttons c 0ee 116 Keeping Track of Your Prospects and Customers cccsccesteseteesseeeseees 121 Add Address Book Entrie
308. tlook Category drop down list select the Outlook category to synchronize HEF click ox Chapter 7 95 Configuring Maximizer for Email Fax and Phone 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 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 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 96 Maximizer 9 User s Guide
309. to use for the Address Book entry Non Address modifiable Client_Id 0 Main address Address_Id gt 60 000 or gt 5536 alternate address Last_Modify_Date DateString 10 Last_Modify_Time TimeString 11 Transfer_Date DateString 10 Date and time of transfer If Transfer Ti Timestr Ti left empty defaults to the ransfer_Time imeString system clock Phone_1 String 21 Reverse_Phone_1 String 21 Yes Phone_1_ String 21 Extension Phone_2 String 21 Reverse_Phone_2 String 21 Yes Phone_2_ String 21 Extension Phone_3 String 21 Reverse_Phone_3 String 21 Yes Phone_3_ String 21 Extension Phone_4 String 21 Reverse_Phone_4 String 21 Yes Phone_4_ String 21 Extension Table 9 Field Name Receives_Letters Use_Client_Name First_Name Initial Mr Ms Title Salutation Change_Bits_Low Change_Bits_High Creator_Id Creation_Date Creation_Time Assigned_To Data Type Integer Integer String String String String String Long Long String DateString TimeString String Len 2 39 39 39 59 39 11 10 11 Appendix B 273 Crystal Reports Database Tables Reference People Table Fields Continued Foreign Table Read Reference Only People Receives_Letters Client Receives_Letters People Use_Client_Name Client Use_Client_Name Yes Yes User_Details Yes User_ld Description and Rules Indicates whether contact or individual receives mail sent to the C
310. 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 e 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 e When you select the Show blank fields option when using the User Defined Fields window all user defined fields in 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 e 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 Chapter 8 137 Working with Maximizer e The kind of Address Book information to which user defined fields apply Address Book entries opportunities or users 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
311. try 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 Setting Up Automatic Dialing on page 180 for more information on setting up TAPI gt To phone a Company Individual or Contact Click the Phone button on the toolbar and click the Incoming button or Right click on an Address Book entry and choose Phone gt Make a Call Alternatively you could choose Actions gt Make a Call A Select or type a Subject for your phone call Choose the number to dial in the Select a phone number to dial section of the dialog box 4 Choose a phone number format from the Dial as field These formats are set up in Dialing preferences tab File gt Preferences gt Dialing tab E click the Dial button Name Atlas Food Inc Incoming Select phone number to dial Main 1 555 834 9983 Fax C 2 604 601 8001 Cell C 3 222 494 4444 Previous Next Close Dial as 1555 834 9983 4 X Spelling ee ei 178 Maximizer 9 User s Guide 6 In the Phone Call dialog box choose a response For example if the call was answered choose Answered Phone Call x Lift receiver and dial Cancel IF 834 9983 f Message No
312. try 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 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 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 100 Maximizer 9 User s Guide 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 Numb
313. u can convert the signed integers to their unsigned equivalents using the constant 65536 For example 65536 5536 60000 Maximizer 9 User s Guide 268 Company Table The Company table includes fields for Company Address Book entries Table 4 Read Rule Delete Rule Insert Rule Update Rule Table 5 Company Table Index Definitions Index Index Type Field 1 1 Unique Data_Machine_ld 2 Non Unique Name_Type 3 Non Unique Reverse_Phone_1 4 Unique Client_Id Table 6 Company Table Fields Foreign Table Field Name Data Type Len Reference Data_Machine_Id Long 4 Sequence_Number Long 4 Record_Type String 2 Owner_lId String 11 Private Integer 2 Client_Id String 23 Company Client_lId Contact_Number Client Client_Id Contact_Number Contact_Number Integer 2 Company Table Table Rules Field 2 Any records that use the same Client_Id will be deleted Sequence_Number Company_Name Contact_Number Read Only Yes Yes Yes Yes Yes Description and Rules Type of record 1 Company Always 1 for records in Company table If modified will also modify all contacts and addresses with the same Client_Id Unique identification number System generated if Null and System to assign ID numbers is checked Must be unique Non modifiable Always 0 for records in the Company table Table 6 Field Name Name_Type Company_Name Address_ld Last_Modify_Date L
314. 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 included 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 9 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 thos
315. 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 User s Roles User Role Grants authorization to Sales Manager Belong to the Account Manager field Sales Managers can also re assign the Account Manager field to a different user Sales Representative Similar to the Sales Manager role Sales Representatives can be assigned 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 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 54 For an explanation of each of the access settings refer to User Access Rights and User Group Access Settings on page 55 gt To modify access settings of an existing user Select File gt Users A Select the User ID Click Properties 58 Maximizer 9 User s Guide 4 Click the Access Rights tab General User Defined Fields Access Rigt security Groups Privileges Allow Global Edit Address Book al al al z M1 Allow private entries User defined fields M a Mw Y Allow transfer and import export User
316. y Account Manager Full access Read access 126 Maximizer 9 User s Guide 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 x Edit Basic Information User Defined Fields Note Global Edit Rules Add this note to the Notes window p Details Full access Public M Read access Public Category X E 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 Select the appropriate item in the User Defined Field Rules group box The options in this group box apply to table user defined fields only To replace the current user defined field 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 Select
317. y 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 g Click Apply and then click OK System Options System Fields Locations Resources l Key Fields Opportunity Address Book Mandatory Fields Values for Category field s selection list Value Type Analyst system a Add Colleague system Competitor system Mod Consultant system Customer system Delete Dealer system Distributor system Investor Key Accoun fevetarn Duplicate Address Book entry checking V Check for duplicates when adding Address Book entries Duplicate checklist Duplicate Check List 1 x 4 Fields to match for the selected list Ast Field to match Full Name Company Name
318. y 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 A 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 s By Level Annual Sales Groups Retrieve Properties Delete TE Close Saved Graph Properties x and owner me Suppliers Owner z Name of saved search to execute prior to displaying graph 7 Search Suppliers X Once your graph template is saved to the Graph Catalog you can use the template when you next create a graph CHAPTER Managing Address Book Data In this chapter Backing up and Restoring Address Book Data on page 204 Verifying and Recovering an Address Book on page 210 Exporting Data from Maximizer on page 212 Importing Address Book Data from MXI or XML Files on page
319. yle demographics Opt in Email select by list source and opt in interest plus other consumer and business demographics Link to Postmaster Direct Response 4 After selecting a category follow the ListsNOW com or vendor instructions to narrow down your list to a business profile sales volume number of employees office type and other criteria 5 Once you have specified the criteria for the list choose how many records to purchase and in what format to receive them g Import the list into Maximizer as described below Importing a List into Maximizer After downloading the data file Maximizer s Administrator module allows you to import lists you acquire from ListsNOW com and other sources including Acxiom ListConnect MyProspects and ThinkDirectMail With the list database file on your computer or diskette import the data file using File gt Import Other Contact Manager Database For more information see Importing Data from Other File Formats on page 221 Chapter 12 241 Managing Address Book Data Transferring Entries between Address Books Encrypted user defined fields cannot be transferred or exported to another Address Book Importing refers to copying data from an external database into a Maximizer Address Book However transferring refers to copying data between Maximizer Address Books Transferring data is ideal for merging Address Books together and sharing entries and setups Entries can
320. ystem setting C Always system generated C Use values from the import file 5 Carcel 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 220 Maximizer 9 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 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 6 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
321. zcd max Mxzcfg max Mxzcol max Mxzcold max Mxzd max Mxzdesc max Mxzdvn max Mxze max Mxzf max Contents or Purpose database structure files OrderDesk report headings database structure files database structure files database structure files OrderDesk item options OrderDesk item options set of accounts for income and expenses Action Planner Action Planner template Action template basic Address Book entry information search catalog search catalog item helper file for Crystal Reports used as a temporary file for some report data configuration information column setups column setup data user defined field information descriptions of entries stored in other tables such as descriptions of favorite lists user defined fields column setups etc system file used for user defined views income and expense entries database control file 252 Maximizer 9 User s Guide Address Book File Mxzfav max Mxzfavd max Mxzfldr max Mxzh max Mxzl max Mxzlock max Mxzm max Mxzmsf max Mxzmsr max Mxzmss max Mxzn max Mxzo max Mxzp max Mxzq max Mxzres max Mxzright max Mxzru max Mxzs max Mxztran max Mxztran5 max Mxzu max Mxzx max Ordcmnt mkd Orderinf mkd Ordmsg mkd Contents or Purpose favorites favorites data reserved for future use Hotlist entries documents templates and Company Library notes and documents used for locking user information column setups macros and gra
322. zer com on Chelsea Wine Cellar 604 601 8000 escona maximizer com New York E Colonial Spirits 604 601 8000 FERMILO x Default Entry 1 E Eastport Liquors 604 601 8000 These Address Book entries are linked E Fontier Liquor amp Beverag 604 601 8000 The Address Book entry George Town Package Stre 604 601 8000 esstpottqers S Cancel Harry Don 604 601 8000 is related to E Heidelberg 604 601 8000 Chateau Pear Details of linked Address Book entries Relationship type Distributor ba neemen 4 a distributor for Chateau Pear Drag and Drop in Address Book Source entry Chateau Pear Lx Target entry Eastport Liquors Cancel sos the action you want to perform G5 Opportunities EEEE Columns fe Name Position a Relationship Type Phone 1 ABC Wine Shop Inc Multi level Downline 555 834 9983 Combine the source entry and the target entry into a single entry Move the source entry to the target entry al 3 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 130 Maximizer 9 User s Guide gt To unlink Address Book entries e Occasionally relationships that you may have set up between two Address Book entries will chan

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