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Sample training manual

The document provides instructions for accessing and using a contact management database (CMD) system. It includes information on: 1) Logging into the system remotely by establishing a VPN connection and accessing the application URL. 2) Navigating the system using tab menus to access modules like prospects, to-do lists, reports, and manuals. 3) Performing searches and advanced searches on prospects and other data, adding and editing contact information, notes, addresses, and more. 4) Instructions include screenshots and tips for optimizing the interface.

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CMD Training Manual Page 1 of 71 Sample Manual – Contact Management Database CMD – December 2001
CMD Training Manual Page 2 of 71 Sample Manual – Contact Management Database..............................................................1 Introduction .........................................................................................................................5 Features of this Manual....................................................................................................5 Finding the Application...................................................................................................6 In-House Access..........................................................................................................6 Remote Access.............................................................................................................6 VPN Connection – First Requirement.....................................................................6 Finding the Application – For the First Time..............................................................7 Creating the Application Shortcut...............................................................................9 Finding the application - Shortcut..............................................................................10 Logging In to the System...............................................................................................11 First Time Login ...................................................................................................11 Changing Your Password..............................................................................................12 Adjusting the size of your Screen – Changing Resolution............................................13 Learning About the CMD..................................................................................................16 Tab Menu...........................................................................................................................16 Home Page ....................................................................................................................17 My To Do List...........................................................................................................17 Search Functionality..................................................................................................17 Advanced Search.......................................................................................................18 Advanced Search Critieria Page............................................................................18 Advanced Search Results Page..............................................................................19 Print Search Results...............................................................................................19 Export to Excel......................................................................................................19 Exercise 1 - Search Example (prospect)....................................................................21 Exercise 2 - Advanced Search Example - Prospect ..................................................22 Prospects........................................................................................................................23 Prospect Search Page.................................................................................................23 Favorites Folder.....................................................................................................23 Search – Prospect Search Page..............................................................................23 Advanced Search – Prospect Search Page ............................................................23 Adding a New Prospect.............................................................................................24 New Prospect Main Page.......................................................................................24 New Prospect More Info Page...............................................................................28 Viewing Prospect Information...................................................................................30 Exercise 3 – Add your own Prospect.........................................................................31 Prospect Tab Submenu..............................................................................................32 Main ......................................................................................................................33 Add Prospect to Favorites Folder......................................................................33 Edit Main Page...................................................................................................34 More Info...............................................................................................................34 Edit More Info Page...........................................................................................35
CMD Training Manual Page 3 of 71 Address..................................................................................................................36 Search Page........................................................................................................36 Add Address.......................................................................................................36 View Address.....................................................................................................37 Edit Address.......................................................................................................37 Contacts..................................................................................................................38 Search Page........................................................................................................38 Add Contacts .....................................................................................................39 View Contacts....................................................................................................40 Edit Contacts......................................................................................................40 Notes......................................................................................................................41 Search Page........................................................................................................41 Add Note............................................................................................................41 Attaching Files to a Note...............................................................................41 Assign Next Action/Place in To Do .............................................................43 View Note..........................................................................................................43 Edit Note............................................................................................................44 DNC (Do Not Contact)..........................................................................................45 List Page.............................................................................................................45 Add DNC ..........................................................................................................45 View DNC.........................................................................................................46 Edit DNC...........................................................................................................46 Proposals................................................................................................................46 Proposal Search Page.........................................................................................46 Add Proposal......................................................................................................47 Attaching Documents to a Proposal...............................................................48 View Proposal....................................................................................................48 Edit Proposal......................................................................................................49 Proposal Report Types...........................................................................................49 Report Types Search Page.................................................................................49 Add New Report Type.......................................................................................50 View Report Type..............................................................................................50 Edit Report Types..............................................................................................51 Other Vendors........................................................................................................51 Other Vendors List Page....................................................................................51 Add Other Vendor..............................................................................................52 View Other Vendor............................................................................................52 Edit Other Vendor..............................................................................................53 Children..................................................................................................................53 Children List Page..............................................................................................53 View Children Information................................................................................54 Exercise 4...................................................................................................................55 Clients............................................................................................................................56 My To Do List...............................................................................................................57 To Do List Search Page.........................................................................................57 Add To Do Item.....................................................................................................58
CMD Training Manual Page 4 of 71 View To Do Item...................................................................................................58 Editing To Do Items...............................................................................................59 Reports...........................................................................................................................60 Report Menu..........................................................................................................60 Report Criteria Page...............................................................................................60 Viewing the Report................................................................................................60 Printing Reports.....................................................................................................61 Exporting Reports to Excel....................................................................................61 Sample Reports......................................................................................................64 Manuals..........................................................................................................................69 Where Do I Go For Help?....................................................................................................1
CMD Training Manual Page 5 of 71 Introduction This Section explains the notations used throughout this manual. It also provides instructions for accessing Company Name’s Internet Contact Management System. Features of this Manual Below are some of the features you will encounter while using this training manual. A description of each feature is provided as well as a sample. Tables provide quick summaries of toolbar buttons and key terms. Field Name Description % Outsource The percent of transcription work the client has outsourced to companies like Company Name. Type Type of Contact URL Uniform Resource Locator or Web Address Concept boxes identify an important aspect of the current screen. Underlined words in this application indicate links to other pages. Additional Information boxes provide tips, shortcuts and trouble-shooting advice.  The hourglass indicates a shortcut. ! An exclamation point indicates a tip. A computer indicates trouble-shooting advice. The following notations are used throughout this manual. Sign In A shadowed box indicates a button on the screen. Enter Your Login Id Field Names are bolded and highlighted in yellow. Prospects A tab in a Tab Menu
CMD Training Manual Page 6 of 71 Finding the Application The Company Name Information Services’ Contact Management System is a web-based software package. In order to use the system, you need to have the web browser software package - Internet Explorer - installed on the computer that you are using. Netscape Navigator is also a web browser, however, the system will not function properly if you are using Netscape Navigator. If you use AOL and choose to access the internet using AOL, this application may not function properly. In-House Access If you are accessing the CMD from inside Company Name’s offices, skip the VPN Connection section below and proceed to the Finding_The_Application section of this manual 7. Remote Access VPN Connection – First Requirement You must first have a Virtual Private Connection (VPN) to Company Name’s computer network. To do so, you must have the VPN Client software installed on your machine, and a username and password to access Company Name’s network. If you do not have this software installed on your machine, please contact the Help Desk If you do have the VPN Client software installed on your machine, begin by clicking the Start button at the bottom of your screen, select Programs, select Cisco Systems VPN Client, and select VPN Dialer.
CMD Training Manual Page 7 of 71 Finding the Application – For the First Time If you have already created a shortcut for the CMD, please proceed to the Finding_The_Application_Shortcut section of this manual 8. The Company Name Contact Management Database is located on the internet at the following address: CMDSystem.Company Nameis.com. To locate the application for the first time remotely, make sure you have completed the steps outlined in the VPN_Connection section of this manual 6. The VPN connection is not required if you are accessing this application from inside Company Name’s offices. Double click on your Microsoft Internet Explorer icon on your desktop. Microsoft Internet Explorer Icon Internet Explorer will now load your default home page….which could be different for each individual user. In the screen shot below, www.msn.com is the default home page and loaded automatically when loading Internet Explorer.
CMD Training Manual Page 8 of 71 Next, type the location of the application in the Address bar – CMDSystem.Company Nameis.com. . ! The address CMDSystem.Company Nameis.com is known as the CMD Application “URL”. In the address bar, type CMDSystem.Company Nameis.com and press Enter. Press Enter, and the following login screen will appear:
CMD Training Manual Page 9 of 71 Creating the Application Shortcut To create a shortcut for this application so you can quickly view this page, right click on any blue area of the Login In Page. Right Click on any blue area of the Login In Page. Click Create Shortcut Click the Create Shortcut option. Click OK The application will tell you a shortcut to the current page will be placed on your desktop. Click OK. Nothing will happen or look different after you click OK. However, when you look at your desktop again, you will see a new icon there that says “Login Page”.
CMD Training Manual Page 10 of 71 New Shortcut for the Login Page of the CMD You can now use this shortcut to quickly access the CMD. You must still follow the instructions in the VPN_Connection section of this manual 6 FIRST if you are accessing the application from a remote site. However, after connecting using the VPN, instead of double clicking on the Internet Explorer icon, you will now double click on the Login Page icon. If you are accessing the application from inside Company Name’s offices, all you need to do is double click on the Login Page icon on the desktop. Finding the application - Shortcut Follow the instructions described in the VPN_Connection section of this manual 6. Then double click on the Login In Page Icon on your desktop. If you cannot find a Login In Page icon on your desktop, please refer to the Finding_The_Application section of this manual 7.
CMD Training Manual Page 11 of 71 Logging In to the System Double click on the Login In Page Icon on your desktop. If you cannot find a Login In Page icon on your desktop, please refer to the Finding_The_Application section of this manual 7. If the Contact Management System does not appear properly on your screen, please make sure In you are using Internet Explorer version 5.0 or above. the field Enter Your Login Id you should type in the logon id (your first initial and your last name). In the field Enter Your Password you should type the corresponding password. Please pay attention to upper and lower case characters, as the login id and password are case sensitive. When you have correctly entered your login id and password, click on the Sign In button. First Time Login The first time you log in to the application, your password is the same as your username in lowercase letters. It is very important to change your password immediately to protect yourself from changes others might make with your login id. This information will be tracked and monitored. Please refer to the Changing_Password section of this manual 12.
CMD Training Manual Page 12 of 71 Changing Your Password Please note that you have the ability to change your password. It is recommended that you change your password on a regular basis. To do this, click on the Change Password button located on the Login Page. You will receive the following window: 1. Enter your Login ID in the Login ID field 2. Enter your existing password in the Old Password Field 3. Enter your new password in the New Password field 4. Reenter your new password in the Confirm Password field 5. Click on the Submit button to accept the changes or the Reset button to disregard your changes After you click the Submit button, the following screen will appear. Once the system has processed your request, you will be returned to the Login Page. You should then enter your user name and new password to log into the application
CMD Training Manual Page 13 of 71 Adjusting the size of your Screen – Changing Resolution If the application is so large that you can’t see all of the fields on your screen, or if it is too small to read, you can adjust the resolution of your screen. Keep in mind, however, that adjusting the resolution affects ALL applications you run on your computer. It may be necessary to change the resolution back to its original size to view other applications normally. This isn’t a difficult thing to do…and you won’t “damage” other applications on your computer. The change the resolution on your computer screen, go to your desktop and right click on any blank area. Right click on any blank area of your desktop. Click on Properties Click on the Properties Option. The following screen will appear:
CMD Training Manual Page 14 of 71 Click the Settings Tab Click on the Settings tab. Screen Area Line and Bar Click on the Bar in the Screen Area section. If you click the line closer to the word “More”, the bar will move to the right, and the numbers below it will increase. If you click on the line toward the word “Less”, the bar will move to the left and the numbers below it will decrease. The lower numbers reflect a larger screen. Higher numbers reflect a smaller screen. The recommended resolution for this application is 1024x768, though you can select any resolution you prefer.
CMD Training Manual Page 15 of 71 Select the desired resolution as described above and click Apply. Click OK Your computer will tell you it is going to adjust your screen settings. Click OK. Click Yes to accept new settings, Click No to keep your old settings. The computer changes your screen size (resolution) and asks if you’d like to keep the new settings, or go back to your old settings. To keep your new settings, click Yes. To go back to your old settings, click No. If you click nothing in 15 seconds or so, your computer will revert back to your old settings.
CMD Training Manual Page 16 of 71 Learning About the CMD Tab Menu The tabs across the top navigate you through the different modules within the application. These tabs are referred to throughout this manual as the Tab Menu. The Tab Menu guides you through the following pages/modules: Home Page - the default Home page that opens every time you log in. Prospect – loads the Prospect Search Page and loads the Prospect Module Clients – Not functional at this time. My To Do– Loads the My To Do Search Page and loads the To Do List Module Reports – provides a list of reports and loads the Reports Module Admin - Not functional at this time. Manuals – allows you to view this manual online. Exit – Close the application ! Depending on your user permissions, you may not have access to all of these modules.
CMD Training Manual Page 17 of 71 Home Page After logging into the application as described in the Logging_in_to_the_System section of this manual 11, the following Home Page will appear: Menu Tabs (navigate through the different application modules) Prospect Search (enter criteria to search for a prospect) Your To Do List (click on underlined text to view more information) Client Search (Not Functional) My To Do List The list on the right side of the screen represents items in YOUR To Do list that have not been completed. By clicking on the underlined description, you can view more details about that task. Please refer to the My_To_Do section 57 for more information on To Do Records. Search Functionality The items on the left side of the screen represent search functions. You can search for a prospect by name, city, state, status, or regional executive. If you want to search for prospects, you must enter the criteria in the Prospect Search section. If you wish to search for a client, you must enter the criteria in the Client Search section. However, the Client search functionality will not be available until March 2002. After entering criteria, you can view a list that matches your criteria by clicking the Search button. To clear all criteria, click the Reset button. After clicking Search, the application takes you to the Prospect_Search_Page to show the results. It also gives you an opportunity to perform another search if required. This search functionality works the same throughout the application. You will see this function on the Prospect, Address , Contacts, Notes, and Proposals pages discussed later in this manual The field names will be different, however, the functionality remains the same.
CMD Training Manual Page 18 of 71 Advanced Search Advanced Search Critieria Page To perform an advanced search, click on the Advanced Search button located on the Home Page. You can also perform this function from the Prospect Search Page. From either location, the same screen appears as shown below: Enter Search Criteria in any of the white data fields Display Field checkboxes (indicates which fields to display in the search results) This screen allows you to enter search criteria for any of the fields shown in this page, and any combination thereof. Enter the criteria you wish to search by in the appropriate fields. Next, check which fields you wish to show in your results page. For instance, if you only need to see the Prospect Name, Phone, and Account Status, check only those three boxes. The company id, by default, is always checked and should always stay checked. ! Always be sure to enter search criteria. If all these fields are left blank, your search results will include all prospects in the application which could take a very long time to load.
CMD Training Manual Page 19 of 71 After you have entered the appropriate criteria and checked the desired fields to display, click the Generate Search button. If you wish to cancel the advanced search function, click the Back button. Advanced Search Results Page After clicking Generate Search, the following search results screen will appear, listing those prospects that matched the criteria you entered, and displaying those fields you checked in the search page. Click to print the search results. Click to Export the search results to Excel Print Search Results To print the search results page, click on the Printer Friendly View button. Next, click on the Internet Explorer print icon in the toolbar at the top of your screen. Export to Excel You can export the search results to a .csv file which can be viewed and edited in Excel. Click on the Export as CSV button and the following screen will appear:
CMD Training Manual Page 20 of 71 Click on the Open button. Excel will open a worksheet with the search results and fields you requested in the search page. You can now save this worksheet by clicking File/Save As in the Menu at the top of your screen. You can edit or format the data any way you like and it will not affect the original data in the CMD. ! By clicking File/Save As, you can save this information as an excel worksheet. Be sure name the file a desired file name, choose the directory you wish to save the file in, and change the Save As Type to Microsoft Excel. You can edit or format the data any way you like and it will not affect the original data in the CMD.
CMD Training Manual Page 21 of 71 Exercise 1 - Search Example (prospect) In the example below, the “ana” criteria was entered in the Prospect Name field, and the “CA” criteria was entered in the State field. The results are all prospects with a name beginning with “ana” with the state address of California. See if you can enter the same criteria and view the same results page. Search Criteria “ana” Search Results Search Criteria “CA”
CMD Training Manual Page 22 of 71 Exercise 2 - Advanced Search Example - Prospect Home Page/Advanced Search In the example below, the criterion “mmurphy” has been entered in the Regional Executive data field, and “Universe” has been entered in the Account Status field. The results should be all of Mike Murphy’s accounts with the status of Universe. The Prospect Name, Phone, Regional Executive and Account Status fields have been checked so they appear in the results page. After clicking Generate Search, the following results page appears. See if you can generate the same results.
CMD Training Manual Page 23 of 71 Prospects The Prospects section of this application represents a list of possible sales leads. The information contained in the prospect section includes all of the company and/or facility information, their individual contact information, and the activity notes and history associated with the prospect. Prospect Search Page To view the Prospect Search Page, click on the “Prospect” tab in the Tab Menu. The screen shown below will appear. If the prospect you wish to view is not listed in your Favorites folder on the right side of the screen, use the Search Functionality feature described 17, or the Advanced_Search feature described 18 to find the prospect you wish to view. Then click the Asterisk to the left of the Name field to view more information about that prospect, and to load the Prospect Tab Submenu. Prospect Tab Favorites Folder Click the * to view more information Favorites Folder The list of prospects on the right side of the Prospect Search Page represents those companies you have added to your Favorites Folder. You can quickly view more information regarding a prospect by clicking on the * to the left of the company name. Please see Add_Prospect_To_Favorites_Folder 33 to learn how to add a prospect to your favorites folder. Search – Prospect Search Page The search function on the Prospect Search Page performs exactly as the Search function in the Home Page. Please see Search_Functionality 17 to view instructions regarding this feature. Advanced Search – Prospect Search Page The advanced search function on the main page performs exactly as the Advanced Search function on the Home Page. Please see Advanced_Search 18 to view instructions regarding this feature.
CMD Training Manual Page 24 of 71 Adding a New Prospect To enter a new Prospect, go to the Prospect Search Page by clicking on the Prospect tab in the Tab Menu. Click the Add New Prospect button. Click to add a new prospect New Prospect Main Page The following screen will appear. You may now enter the required information for the new prospect. To save the information you have entered, click Continue . To undo your changes and remain in the add prospect screen, click Reset . To undo your changes and close this page, click Cancel .
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CMD Training Manual Page 28 of 71 ! Fields that require you to enter values for before continuing have their field names in Blue. ! You can change the phone format for international companies by clicking the Int’l Phone Format checkbox.  If you select the Subsidiary Option for this prospect, you must enter a Parent Name. If you select Parent Company or Stand Alone, the parent name field is disabled. ! Enter Parent Companies FIRST so you can select the parent company name in the drop down list.. Field Name Description Parent If the prospect is a parent company or hospital system, select the Parent Company? Company option. Subsidiary? If this prospect is a “child” company associated with a “parent” company, select the Subsidiary option. If you select this option, you must select a parent name from the drop down list. Stand Alone? If this prospect is neither a parent or a subsidiary, select the stand alone option. If you save your information and click Continue , the following Prospect More Information page will appear: New Prospect More Info Page This page allows you to enter more details regarding the new prospect. To save the information, click the Save button. To cancel your changes and still view this screen, click the Reset button. To undo your changes and close this page, click the Cancel button. If you would like to enter address information for this prospect, click the Add Address button. The following Screen will appear:
CMD Training Manual Page 29 of 71 To save the information, click the Save button. To undo your changes and still view this screen, click the Reset button. To undo your changes and close this page, click the Cancel button. To view more information regarding entering addresses, please refer to the Address section 36. ! Fields that require you to enter values for before continuing have their field names in Blue. The country field value defaults to “USA” The address type field value defaults to “Main Address” Field Name Description Type Companies can have many addresses. Use this field to select the type of address you are entering. You must select a value from the drop down list. Description Use this field to enter further information you would like to know about this address. After entering the address information and clicking Save , the application will take you to the Address Main Page. If you wish to view the prospect you just entered, click on the Prospect Tab to view the Prospect Search Page.
CMD Training Manual Page 30 of 71 Viewing Prospect Information To view Prospect information, click the Prospects tab in the Tab Menu to view the Prospect_Search_Page. Search for the prospect you wish to view if it isn’t already listed in the Results section on the right side of the screen. (See the Search_Functionality section 17 for search instructions). Click the asterisk to the left of the company name on the Prospect_Search_Page. The following Prospect Main Page will appear.
CMD Training Manual Page 31 of 71 Exercise 3 – Add your own Prospect It’s your turn! Enter a new prospect – filling in information on both the New_Prospect_Main_Page (24) and the More Info Page (28). View the prospect information you just entered using the instructions described in Viewing_Prospect_Information 30.
CMD Training Manual Page 32 of 71 Prospect Tab Submenu By following the instructions in Viewing_Prospect_Information 30, you can now use the Prospect Tab Submenu to navigate through the various informational screens for the selected prospect. The following are options in the Prospect Tab Submenu: Main - see details 33 More_Info – see details 34 Address – see details 36 Contacts – see details 38 Notes – see details 41 DNC – see details 41 Proposals – see details 46 Other_Vendors – see details 47 Children - 51 Actions – not functional at this time and is not discussed in this manual.
CMD Training Manual Page 33 of 71 Main Follow the instructions in Viewing_Prospect_Information 30. You can then view the Main Tab Prospect Main page by clicking the “Main” tab in the Prospect Tab SubMenu (if it does in Prospect not automatically load). The Prospect Main page provides important information Tab regarding the selected prospect. Submenu Click to add selected prospect to your favorites folder. Add Prospect to Favorites Folder Click the Save as Favorite button to add the selected prospect to your favorites folder. The list of companies in your favorites folder appears on the right side of the Prospect_Search_Page as shown 23.
CMD Training Manual Page 34 of 71 Edit Main Page Go to the Prospect_Search_Page as described 23. Search for the prospect you wish to edit as described in the Search Functionality section 17. Click on the Asterisk to view the prospect information for the desired prospect as indicated in the Prospect Search Page section 23. The Prospect Main Page will appear as shown below. Click to Edit Prospect Information on the Prospect Main Page. Click the Edit button to view the Prospect Edit Screen. More Info View by clicking the More Info Tab in the Prospect_Tab_SubMenu. This page provides further important information regarding the selected prospect.
CMD Training Manual Page 35 of 71 Main Tab in Prospect Tab Submenu Edit More Info Page To Edit the data on the More info screen, click the Edit button on the More Info page. The following editing screen will appear: To save the information, click the Save button. To undo your changes and still view this screen, click the Reset button. To undo your changes and close this page, click the Back button. You can also edit the Main Address from this screen by clicking the Edit Address button. The following screen will appear:
CMD Training Manual Page 36 of 71 To save the information, click the Save button. To undo your changes and still view this screen, click the Reset button. To undo your changes and close this page, click the Back button. To delete this record, click the Delete button. Address This application allows you to enter an unlimited number of addresses for each prospect. There are address types associated with each address; i.e., main address, equipment address, contact address, etc. Search Page View by clicking the Address tab in the Prospect_Tab_SubMenu. This page lists addresses associated with the selected prospect and provides the ability to search for a particular address. See the Search_Functionality section of this manual 17 for search instructions. Click to view more information or edit this Click to enter record. a new address Add Address To enter a new address for the selected prospect, click Add New Address The following screen will appear:
CMD Training Manual Page 37 of 71 To save the information, click the Save button. To undo your changes and still view this screen, click the Reset button. To undo your changes and close this page, click the Cancel button. View Address To view more information about a particular address record, click the * to the left of the description field in the Address_Search_Page . The following Screen will appear: Click to edit this record. Edit Address To edit an address record, click the * to the left of the description field in the Address_Search_Page. Then click on Edit button on the View_Address page. The following screen will appear:
CMD Training Manual Page 38 of 71 To save the information, click the Save button. To undo your changes and still view this screen, click the Reset button. To undo your changes and close this page, click the Cancel button. To delete this record, click the Delete button. Contacts Search Page Lists contact persons associated with the selected prospect and provides the ability to search for a particular contact. See the Search_Functionality section of this manual 17 for search instructions. Click to enter a new record Click to view more information or edit this record.
CMD Training Manual Page 39 of 71 Add Contacts To enter a new contact for the selected prospect, click Add New Contact The following screen will appear: To save the information, click the Save button. To undo your changes and still view this screen, click the Reset button. To undo your changes and close this page, click the Cancel button.
CMD Training Manual Page 40 of 71 View Contacts To view more information about a particular contact record, click the * to the left of the First Name field in the Contact_Search_Page described 38. The following Screen will appear: Edit Contacts To edit an address record, click the * to the left of the description field in the Contact_Search_Page. Then click on Edit button on the View_Contact_Page. The following screen will appear:
CMD Training Manual Page 41 of 71 To save the information, click the Save button. To undo your changes and still view this screen, click the Reset button. To undo your changes and close this page, click the Cancel button. To delete this record, click the Delete button. Notes Search Page Lists notes associated with the selected prospect and provides the ability to search for a particular note. See the Search_Functionality section of this manual 17 for search instructions. Click to enter a new Click to view more information record or edit this record. Add Note To enter a new contact for the selected prospect, click Add New Note The following screen will appear: Click to Complete this attach a information document to add the to this note. next action to a To Do List Attaching Files to a Note You can attach documents to a note for quick retrieval. Click the Browse Button to load the browse screen.
CMD Training Manual Page 42 of 71 Just like in any windows application, you can now find the document you wish to link to the note. Highlight the appropriate document and click open. The directory and name of the linked document will now appear in the File Attachment field.
CMD Training Manual Page 43 of 71 Assign Next Action/Place in To Do If you would like to record a “Next Action” for the selected prospect, you can do so by copying the information to a user’s To Do List. First, enter a Next Action. In the instance shown below, the value in the Next Action field is “Call Bob to Follow Up.” Next, click the “Add item to To Do List” checkbox, select a UserID, and a Due Date. Below, the UserID is “Dmaglott” and the Due Date is “12/10/01”. When Diana Maglott logs in to the application, she will find a record in her To Do List that tells her to Call Bob with Anchor Hospital to Follow Up on December 10, 2001. Next Action Due Date User ID Add Item to To Do List ! TO RECORD A NEXT ACTION, YOU MUST ADD THE ITEM TO THE TO DO LIST. View Note To view more information about a particular note, click the * to the left of the Department field in the Notes_Search_Page described 38. The following Screen will appear:
CMD Training Manual Page 44 of 71 ! Even though the Comments field is white, you cannot edit this screen! Edit Note To edit a note, click the * to the left of the description field in the Notes_Search_Page. Then click on Edit button on the View_Note page. The following screen will appear: To save the information, click the Save button. To undo your changes and still view this screen, click the Reset button. To undo your changes and close this page, click the Cancel button. To delete this record, click the Delete button.
CMD Training Manual Page 45 of 71 DNC (Do Not Contact) List Page View by clicking the DNC tab in the Prospect_Tab_SubMenu described 32. The DNC List page is a list of Do Not Contact details associated with the selected prospect. Click to enter a new record Click to view more information or edit this record. Add DNC To enter a new DNC record for the selected prospect, click Add New Do Not Contact The following screen will appear: To save the information, click the Save button. To undo your changes and still view this screen, click the Reset button. To undo your changes and close this page, click the Cancel button. Field Name Description Global Click this button to assign this DNC to every contact associated with the selected prospect. DNC Type Use the drop down list to select the proper DNC type. This will state what type of contact this person should receive; i.e., phone calls, newsletters, campaigns, etc.
CMD Training Manual Page 46 of 71 View DNC To view more information about a particular note, click the * to the left of the Global field in the DNC_List_Page described 45. The following Screen will appear: Edit DNC To edit a DNC record, click the * to the left of the Global field in the DNC_List_Page. Then click on Edit button on the View_DNC page. The following screen will appear: To save the information, click the Save button. To undo your changes and still view this screen, click the Reset button. To undo your changes and close this page, click the Cancel button. To delete this record, click the Delete button. Please see the Add_DNC page described 45 for details about the fields on this page. Proposals Select the prospect you wish to view as described in the Prospect_Search_Page 23. Click Proposals in the Prospect_Tab_SubMenu. Proposal Search Page Select the prospect you wish to view as described in the Prospect_Search_Page 23. Click Proposals in the Prospect_Tab_SubMenu. This page lists Proposals associated with the selected prospect and provides the ability to search for a particular proposal. See the Search_Functionality section of this manual 17 for search instructions.
CMD Training Manual Page 47 of 71 Click to enter a new record Click to view more information or edit this record. Add Proposal To enter a new Proposal record for the selected prospect, click Add New Proposal The following screen will appear: Click to attach a document to this proposal record. To save the information, click the Save button. To undo your changes and still view this screen, click the Reset button. To undo your changes and close this page, click the Cancel button.
CMD Training Manual Page 48 of 71 Attaching Documents to a Proposal You can attach the RFP, RFI or Proposal to a proposal record for quick retrieval. You can attach two documents to this proposal record; one in the Upload Proposal field, and one in the Upload Response field. Click the Browse button to load the browse screen. Just like in any windows application, you can now find the document you wish to link to the note. Highlight the appropriate document and click open. The directory and name of the linked document will now appear in the File Attachment field. View Proposal To view more information about a particular proposal, click the * to the left of the Proposal Date field in the Proposal_Search_Page described 46. The following Screen will appear:
CMD Training Manual Page 49 of 71 Edit Proposal To edit a proposal record, click the * to the left of the Proposal Date field in the Proposal_Search_Page described 46. Then click on Edit button on the View_Proposal page described 48. The following screen will appear: To save the information, click the Save button. To undo your changes and still view this screen, click the Reset button. To undo your changes and close this page, click the Cancel button. To delete this record, click the Delete button. Proposal Report Types View more information about a particular proposal by clicking the * to the left of the Proposal Date field in the Proposal_Search_Page described 46. The following Screen will appear: Click to view the Report Types Search Page List of Report Types associated with this proposal. Report Types Search Page Click the Reports button on the View_Proposal page. The following screen will appear: Click to view more information or edit this record.
CMD Training Manual Page 50 of 71 Click to enter a new record Add New Report Type To enter a new Proposal Report Type record for the selected prospect, click Add New Report The following screen will appear: To save the information, click the Save button. To undo your changes and still view this screen, click the Reset button. To undo your changes and close this page, click the Cancel button. View Report Type To view a proposal report type record, click the * to the left of the Proposal Date field in the Proposal_Search_Page described 46. Then click on Reports button on the View_Proposal page described 48 to view the Reports Search Page. Next click on the * to the left of the Type field. The following screen will appear:
CMD Training Manual Page 51 of 71 Edit Report Types To edit a proposal report type record, click the * to the left of the Type field in the Report_Types_Search_Page described 49. Then click on Edit button on the View_Report_Type page described 50. The following screen will appear: To save the information, click the Save button. To undo your changes and still view this screen, click the Reset button. To undo your changes and close this page, click the Cancel button. To delete this record, click the Delete button. Other Vendors Select the prospect you wish to view as described in the Prospect_Search_Page 23. Click Other Vendors in the Prospect_Tab_SubMenu. Other Vendors List Page Select the prospect you wish to view as described in the Prospect_Search_Page 23. Click Other Vendors in the Prospect_Tab_SubMenu. This page lists Other Vendors associated with the selected prospect. Click to enter a new record Click to view more information or edit this record.
CMD Training Manual Page 52 of 71 Add Other Vendor To enter a new other vendorl record for the selected prospect, click Add Other Vendor The following screen will appear: To save the information, click the Save button. To undo your changes and still view this screen, click the Reset button. To undo your changes and close this page, click the Cancel button. View Other Vendor To view more information about a particular other vendor record, click the * to the left of the Vendor Name field in the Other_Vendor_List_Page described 51. The following Screen will appear:
CMD Training Manual Page 53 of 71 Edit Other Vendor To edit a proposal record, click the * to the left of the Vendor Name field in the Other_Vendor_List_Page described 51. Then click on Edit button on the View_Other_Vendor page described 52. The following screen will appear: To save the information, click the Save button. To undo your changes and still view this screen, click the Reset button. To undo your changes and close this page, click the Cancel button. To delete this record, click the Delete button. Children Children List Page Select the prospect you wish to view as described in the Prospect_Search_Page 23. Click Children in the Prospect_Tab_SubMenu. This page lists the “Children” companies associated with the selected prospect. Children companies will only be listed in this section if you have selected a prospect that is a Parent Company. Please refer to the Parent_Company_Definition described 28 for more information. Click to view more information In the instance shown above, Anaheim General Hospital is listed as a “Child” company to the Anaheim Memorial Hospital “Parent” company.
CMD Training Manual Page 54 of 71 View Children Information To view more information about a child company record, click the * to the left of the Name field in the Children_List_Page described 53. The following Screen will appear: You are now viewing the Main Prospect Page for the Anaheim General Hospital “Child” company. Any options you select in the Prospect Tab Submenu will now reflect information for Anaheim General Hospital. To view the Parent Company (Anaheim Memorial Hospital in this case) once again, you must select it from the Prospect_Search_Page described 23.
CMD Training Manual Page 55 of 71 Exercise 4 It’s your turn again! 1. Search for the prospect you entered in Exercise 3. 2. Add that prospect to your favorites folder! 3. View that prospect from your favorites folder! 4. Enter new records for the following: Address Contact Notes DNC Proposal Other Vendor 5. Enter a new note, and assign that note to your own to do list!
CMD Training Manual Page 56 of 71 Clients This module is not currently functional.
CMD Training Manual Page 57 of 71 My To Do List To Do List Search Page View by clicking the My To Do tab in the Tab_Menu. This page lists all of the Open or Hold items in your personal To Do list folder. To view Closed To Do items, you must use the Search feature. See the Search_Functionality section of this manual 17 for search instructions. Click to enter a new record Click to view more information or edit this record. Click to print your To Do List
CMD Training Manual Page 58 of 71 Add To Do Item To enter a new To Do item, click Add To Do . The following screen will appear You can now enter information regarding the To Do Item. You can assign a To Do Item to any user by selecting their name in the “Assigned To” field. To assign this item to yourself, select your own name. You can also e-mail this note to the user you Assigned the note to, and copy other users of the application. To save the information, click the Save button. To undo your changes and still view this screen, click the Reset button. To undo your changes and close this page, click the Cancel button. View To Do Item To view more information regarding a particular to do item, the * to the left of the To Do Description field in the To_Do_List_Search_Page described 57. The following Screen will appear:
CMD Training Manual Page 59 of 71 Editing To Do Items To edit a to do record, click the * to the left of the To Do Description field in the To_Do_List_Search_Page described 57. Then click on Edit button on the View_To_Do_Item page described 58. The following screen will appear: To save the information, click the Save button. To undo your changes and still view this screen, click the Reset button. To undo your changes and close this page, click the Cancel button. To delete this record, click the Delete button.
CMD Training Manual Page 60 of 71 Reports Report Menu To view the report menu, click on the Reports tab in the Tab_Menu described 13. The following screen will appear: Click on the desired report. Report Criteria Page Click on the report you wish to view. Depending on which report you select, a criteria page will appear. In this case, we selected the “Call Report Detail” to view the following criteria page: Not all reports will have the same criteria. The criteria page for this report allows you to choose a date range, the type of note you wish to include in the report, and an Account Executive. Some reports only have the date range on their criteria page. You can leave any of these fields blank to view all records for that field. In this case, we chose to view detail records between December 1, 2001 and December 10, 2001. We left the note type and account executive fields blank so that all notes would appear for all account executives between December 1st and December 10th. Click Submit to view the report. Click Back to go back to the Report Menu. Viewing the Report Click Submit to view the report
CMD Training Manual Page 61 of 71 Use the Print button in the toolbar to print the report Vertical Scroll Bar Printing Reports While viewing the report, click the Print button in the toolbar to print the report to your default printer. Exporting Reports to Excel Use the vertical scroll bar to view the end of the report.
CMD Training Manual Page 62 of 71 Click to export to Excel Click the Export to CSV button that is now visible at the bottom of the report. The following screen will appear: Click to open the report in Excel Click the Open option. Excel will open with the data from the report in a worksheet. You can format the columns/fields in any way you like without worrying about affecting the
CMD Training Manual Page 63 of 71 data in the application. This information is now completely separate from any data stored in the application. Click the File/Save As option from the menu to save this worksheet in your desired directory.
CMD Training Manual Page 64 of 71 Sample Reports
CMD Training Manual Page 65 of 71
CMD Training Manual Page 66 of 71
CMD Training Manual Page 67 of 71
CMD Training Manual Page 68 of 71
CMD Training Manual Page 69 of 71 Admin This module is not currently functional. Manuals Click this tab to view the CMD manual.
Where Do I Go For Help? This manual will be available on Company Name’s network. To get to the Contact Management System via a web browser, enter the address http:// CMDSystem..Company Nameis.com. If you need further assistance, you should contact Steve Roberts @ sroberts@Company Nameis.com, or call the Help Desk at 419.578.6393 or 800.626.3830 and ask to be transferred to extension 6393. Help desk services are available 24 hours a day, seven days a week, 365 days a year! You can also send your questions to Workrequest@Company Nameis.com.

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Sample training manual

  • 1.
    CMD Training Manual Page 1 of 71 Sample Manual – Contact Management Database CMD – December 2001
  • 2.
    CMD Training Manual Page 2 of 71 Sample Manual – Contact Management Database..............................................................1 Introduction .........................................................................................................................5 Features of this Manual....................................................................................................5 Finding the Application...................................................................................................6 In-House Access..........................................................................................................6 Remote Access.............................................................................................................6 VPN Connection – First Requirement.....................................................................6 Finding the Application – For the First Time..............................................................7 Creating the Application Shortcut...............................................................................9 Finding the application - Shortcut..............................................................................10 Logging In to the System...............................................................................................11 First Time Login ...................................................................................................11 Changing Your Password..............................................................................................12 Adjusting the size of your Screen – Changing Resolution............................................13 Learning About the CMD..................................................................................................16 Tab Menu...........................................................................................................................16 Home Page ....................................................................................................................17 My To Do List...........................................................................................................17 Search Functionality..................................................................................................17 Advanced Search.......................................................................................................18 Advanced Search Critieria Page............................................................................18 Advanced Search Results Page..............................................................................19 Print Search Results...............................................................................................19 Export to Excel......................................................................................................19 Exercise 1 - Search Example (prospect)....................................................................21 Exercise 2 - Advanced Search Example - Prospect ..................................................22 Prospects........................................................................................................................23 Prospect Search Page.................................................................................................23 Favorites Folder.....................................................................................................23 Search – Prospect Search Page..............................................................................23 Advanced Search – Prospect Search Page ............................................................23 Adding a New Prospect.............................................................................................24 New Prospect Main Page.......................................................................................24 New Prospect More Info Page...............................................................................28 Viewing Prospect Information...................................................................................30 Exercise 3 – Add your own Prospect.........................................................................31 Prospect Tab Submenu..............................................................................................32 Main ......................................................................................................................33 Add Prospect to Favorites Folder......................................................................33 Edit Main Page...................................................................................................34 More Info...............................................................................................................34 Edit More Info Page...........................................................................................35
  • 3.
    CMD Training Manual Page 3 of 71 Address..................................................................................................................36 Search Page........................................................................................................36 Add Address.......................................................................................................36 View Address.....................................................................................................37 Edit Address.......................................................................................................37 Contacts..................................................................................................................38 Search Page........................................................................................................38 Add Contacts .....................................................................................................39 View Contacts....................................................................................................40 Edit Contacts......................................................................................................40 Notes......................................................................................................................41 Search Page........................................................................................................41 Add Note............................................................................................................41 Attaching Files to a Note...............................................................................41 Assign Next Action/Place in To Do .............................................................43 View Note..........................................................................................................43 Edit Note............................................................................................................44 DNC (Do Not Contact)..........................................................................................45 List Page.............................................................................................................45 Add DNC ..........................................................................................................45 View DNC.........................................................................................................46 Edit DNC...........................................................................................................46 Proposals................................................................................................................46 Proposal Search Page.........................................................................................46 Add Proposal......................................................................................................47 Attaching Documents to a Proposal...............................................................48 View Proposal....................................................................................................48 Edit Proposal......................................................................................................49 Proposal Report Types...........................................................................................49 Report Types Search Page.................................................................................49 Add New Report Type.......................................................................................50 View Report Type..............................................................................................50 Edit Report Types..............................................................................................51 Other Vendors........................................................................................................51 Other Vendors List Page....................................................................................51 Add Other Vendor..............................................................................................52 View Other Vendor............................................................................................52 Edit Other Vendor..............................................................................................53 Children..................................................................................................................53 Children List Page..............................................................................................53 View Children Information................................................................................54 Exercise 4...................................................................................................................55 Clients............................................................................................................................56 My To Do List...............................................................................................................57 To Do List Search Page.........................................................................................57 Add To Do Item.....................................................................................................58
  • 4.
    CMD Training Manual Page 4 of 71 View To Do Item...................................................................................................58 Editing To Do Items...............................................................................................59 Reports...........................................................................................................................60 Report Menu..........................................................................................................60 Report Criteria Page...............................................................................................60 Viewing the Report................................................................................................60 Printing Reports.....................................................................................................61 Exporting Reports to Excel....................................................................................61 Sample Reports......................................................................................................64 Manuals..........................................................................................................................69 Where Do I Go For Help?....................................................................................................1
  • 5.
    CMD Training Manual Page 5 of 71 Introduction This Section explains the notations used throughout this manual. It also provides instructions for accessing Company Name’s Internet Contact Management System. Features of this Manual Below are some of the features you will encounter while using this training manual. A description of each feature is provided as well as a sample. Tables provide quick summaries of toolbar buttons and key terms. Field Name Description % Outsource The percent of transcription work the client has outsourced to companies like Company Name. Type Type of Contact URL Uniform Resource Locator or Web Address Concept boxes identify an important aspect of the current screen. Underlined words in this application indicate links to other pages. Additional Information boxes provide tips, shortcuts and trouble-shooting advice.  The hourglass indicates a shortcut. ! An exclamation point indicates a tip. A computer indicates trouble-shooting advice. The following notations are used throughout this manual. Sign In A shadowed box indicates a button on the screen. Enter Your Login Id Field Names are bolded and highlighted in yellow. Prospects A tab in a Tab Menu
  • 6.
    CMD Training Manual Page 6 of 71 Finding the Application The Company Name Information Services’ Contact Management System is a web-based software package. In order to use the system, you need to have the web browser software package - Internet Explorer - installed on the computer that you are using. Netscape Navigator is also a web browser, however, the system will not function properly if you are using Netscape Navigator. If you use AOL and choose to access the internet using AOL, this application may not function properly. In-House Access If you are accessing the CMD from inside Company Name’s offices, skip the VPN Connection section below and proceed to the Finding_The_Application section of this manual 7. Remote Access VPN Connection – First Requirement You must first have a Virtual Private Connection (VPN) to Company Name’s computer network. To do so, you must have the VPN Client software installed on your machine, and a username and password to access Company Name’s network. If you do not have this software installed on your machine, please contact the Help Desk If you do have the VPN Client software installed on your machine, begin by clicking the Start button at the bottom of your screen, select Programs, select Cisco Systems VPN Client, and select VPN Dialer.
  • 7.
    CMD Training Manual Page 7 of 71 Finding the Application – For the First Time If you have already created a shortcut for the CMD, please proceed to the Finding_The_Application_Shortcut section of this manual 8. The Company Name Contact Management Database is located on the internet at the following address: CMDSystem.Company Nameis.com. To locate the application for the first time remotely, make sure you have completed the steps outlined in the VPN_Connection section of this manual 6. The VPN connection is not required if you are accessing this application from inside Company Name’s offices. Double click on your Microsoft Internet Explorer icon on your desktop. Microsoft Internet Explorer Icon Internet Explorer will now load your default home page….which could be different for each individual user. In the screen shot below, www.msn.com is the default home page and loaded automatically when loading Internet Explorer.
  • 8.
    CMD Training Manual Page 8 of 71 Next, type the location of the application in the Address bar – CMDSystem.Company Nameis.com. . ! The address CMDSystem.Company Nameis.com is known as the CMD Application “URL”. In the address bar, type CMDSystem.Company Nameis.com and press Enter. Press Enter, and the following login screen will appear:
  • 9.
    CMD Training Manual Page 9 of 71 Creating the Application Shortcut To create a shortcut for this application so you can quickly view this page, right click on any blue area of the Login In Page. Right Click on any blue area of the Login In Page. Click Create Shortcut Click the Create Shortcut option. Click OK The application will tell you a shortcut to the current page will be placed on your desktop. Click OK. Nothing will happen or look different after you click OK. However, when you look at your desktop again, you will see a new icon there that says “Login Page”.
  • 10.
    CMD Training Manual Page 10 of 71 New Shortcut for the Login Page of the CMD You can now use this shortcut to quickly access the CMD. You must still follow the instructions in the VPN_Connection section of this manual 6 FIRST if you are accessing the application from a remote site. However, after connecting using the VPN, instead of double clicking on the Internet Explorer icon, you will now double click on the Login Page icon. If you are accessing the application from inside Company Name’s offices, all you need to do is double click on the Login Page icon on the desktop. Finding the application - Shortcut Follow the instructions described in the VPN_Connection section of this manual 6. Then double click on the Login In Page Icon on your desktop. If you cannot find a Login In Page icon on your desktop, please refer to the Finding_The_Application section of this manual 7.
  • 11.
    CMD Training Manual Page 11 of 71 Logging In to the System Double click on the Login In Page Icon on your desktop. If you cannot find a Login In Page icon on your desktop, please refer to the Finding_The_Application section of this manual 7. If the Contact Management System does not appear properly on your screen, please make sure In you are using Internet Explorer version 5.0 or above. the field Enter Your Login Id you should type in the logon id (your first initial and your last name). In the field Enter Your Password you should type the corresponding password. Please pay attention to upper and lower case characters, as the login id and password are case sensitive. When you have correctly entered your login id and password, click on the Sign In button. First Time Login The first time you log in to the application, your password is the same as your username in lowercase letters. It is very important to change your password immediately to protect yourself from changes others might make with your login id. This information will be tracked and monitored. Please refer to the Changing_Password section of this manual 12.
  • 12.
    CMD Training Manual Page 12 of 71 Changing Your Password Please note that you have the ability to change your password. It is recommended that you change your password on a regular basis. To do this, click on the Change Password button located on the Login Page. You will receive the following window: 1. Enter your Login ID in the Login ID field 2. Enter your existing password in the Old Password Field 3. Enter your new password in the New Password field 4. Reenter your new password in the Confirm Password field 5. Click on the Submit button to accept the changes or the Reset button to disregard your changes After you click the Submit button, the following screen will appear. Once the system has processed your request, you will be returned to the Login Page. You should then enter your user name and new password to log into the application
  • 13.
    CMD Training Manual Page 13 of 71 Adjusting the size of your Screen – Changing Resolution If the application is so large that you can’t see all of the fields on your screen, or if it is too small to read, you can adjust the resolution of your screen. Keep in mind, however, that adjusting the resolution affects ALL applications you run on your computer. It may be necessary to change the resolution back to its original size to view other applications normally. This isn’t a difficult thing to do…and you won’t “damage” other applications on your computer. The change the resolution on your computer screen, go to your desktop and right click on any blank area. Right click on any blank area of your desktop. Click on Properties Click on the Properties Option. The following screen will appear:
  • 14.
    CMD Training Manual Page 14 of 71 Click the Settings Tab Click on the Settings tab. Screen Area Line and Bar Click on the Bar in the Screen Area section. If you click the line closer to the word “More”, the bar will move to the right, and the numbers below it will increase. If you click on the line toward the word “Less”, the bar will move to the left and the numbers below it will decrease. The lower numbers reflect a larger screen. Higher numbers reflect a smaller screen. The recommended resolution for this application is 1024x768, though you can select any resolution you prefer.
  • 15.
    CMD Training Manual Page 15 of 71 Select the desired resolution as described above and click Apply. Click OK Your computer will tell you it is going to adjust your screen settings. Click OK. Click Yes to accept new settings, Click No to keep your old settings. The computer changes your screen size (resolution) and asks if you’d like to keep the new settings, or go back to your old settings. To keep your new settings, click Yes. To go back to your old settings, click No. If you click nothing in 15 seconds or so, your computer will revert back to your old settings.
  • 16.
    CMD Training Manual Page 16 of 71 Learning About the CMD Tab Menu The tabs across the top navigate you through the different modules within the application. These tabs are referred to throughout this manual as the Tab Menu. The Tab Menu guides you through the following pages/modules: Home Page - the default Home page that opens every time you log in. Prospect – loads the Prospect Search Page and loads the Prospect Module Clients – Not functional at this time. My To Do– Loads the My To Do Search Page and loads the To Do List Module Reports – provides a list of reports and loads the Reports Module Admin - Not functional at this time. Manuals – allows you to view this manual online. Exit – Close the application ! Depending on your user permissions, you may not have access to all of these modules.
  • 17.
    CMD Training Manual Page 17 of 71 Home Page After logging into the application as described in the Logging_in_to_the_System section of this manual 11, the following Home Page will appear: Menu Tabs (navigate through the different application modules) Prospect Search (enter criteria to search for a prospect) Your To Do List (click on underlined text to view more information) Client Search (Not Functional) My To Do List The list on the right side of the screen represents items in YOUR To Do list that have not been completed. By clicking on the underlined description, you can view more details about that task. Please refer to the My_To_Do section 57 for more information on To Do Records. Search Functionality The items on the left side of the screen represent search functions. You can search for a prospect by name, city, state, status, or regional executive. If you want to search for prospects, you must enter the criteria in the Prospect Search section. If you wish to search for a client, you must enter the criteria in the Client Search section. However, the Client search functionality will not be available until March 2002. After entering criteria, you can view a list that matches your criteria by clicking the Search button. To clear all criteria, click the Reset button. After clicking Search, the application takes you to the Prospect_Search_Page to show the results. It also gives you an opportunity to perform another search if required. This search functionality works the same throughout the application. You will see this function on the Prospect, Address , Contacts, Notes, and Proposals pages discussed later in this manual The field names will be different, however, the functionality remains the same.
  • 18.
    CMD Training Manual Page 18 of 71 Advanced Search Advanced Search Critieria Page To perform an advanced search, click on the Advanced Search button located on the Home Page. You can also perform this function from the Prospect Search Page. From either location, the same screen appears as shown below: Enter Search Criteria in any of the white data fields Display Field checkboxes (indicates which fields to display in the search results) This screen allows you to enter search criteria for any of the fields shown in this page, and any combination thereof. Enter the criteria you wish to search by in the appropriate fields. Next, check which fields you wish to show in your results page. For instance, if you only need to see the Prospect Name, Phone, and Account Status, check only those three boxes. The company id, by default, is always checked and should always stay checked. ! Always be sure to enter search criteria. If all these fields are left blank, your search results will include all prospects in the application which could take a very long time to load.
  • 19.
    CMD Training Manual Page 19 of 71 After you have entered the appropriate criteria and checked the desired fields to display, click the Generate Search button. If you wish to cancel the advanced search function, click the Back button. Advanced Search Results Page After clicking Generate Search, the following search results screen will appear, listing those prospects that matched the criteria you entered, and displaying those fields you checked in the search page. Click to print the search results. Click to Export the search results to Excel Print Search Results To print the search results page, click on the Printer Friendly View button. Next, click on the Internet Explorer print icon in the toolbar at the top of your screen. Export to Excel You can export the search results to a .csv file which can be viewed and edited in Excel. Click on the Export as CSV button and the following screen will appear:
  • 20.
    CMD Training Manual Page 20 of 71 Click on the Open button. Excel will open a worksheet with the search results and fields you requested in the search page. You can now save this worksheet by clicking File/Save As in the Menu at the top of your screen. You can edit or format the data any way you like and it will not affect the original data in the CMD. ! By clicking File/Save As, you can save this information as an excel worksheet. Be sure name the file a desired file name, choose the directory you wish to save the file in, and change the Save As Type to Microsoft Excel. You can edit or format the data any way you like and it will not affect the original data in the CMD.
  • 21.
    CMD Training Manual Page 21 of 71 Exercise 1 - Search Example (prospect) In the example below, the “ana” criteria was entered in the Prospect Name field, and the “CA” criteria was entered in the State field. The results are all prospects with a name beginning with “ana” with the state address of California. See if you can enter the same criteria and view the same results page. Search Criteria “ana” Search Results Search Criteria “CA”
  • 22.
    CMD Training Manual Page 22 of 71 Exercise 2 - Advanced Search Example - Prospect Home Page/Advanced Search In the example below, the criterion “mmurphy” has been entered in the Regional Executive data field, and “Universe” has been entered in the Account Status field. The results should be all of Mike Murphy’s accounts with the status of Universe. The Prospect Name, Phone, Regional Executive and Account Status fields have been checked so they appear in the results page. After clicking Generate Search, the following results page appears. See if you can generate the same results.
  • 23.
    CMD Training Manual Page 23 of 71 Prospects The Prospects section of this application represents a list of possible sales leads. The information contained in the prospect section includes all of the company and/or facility information, their individual contact information, and the activity notes and history associated with the prospect. Prospect Search Page To view the Prospect Search Page, click on the “Prospect” tab in the Tab Menu. The screen shown below will appear. If the prospect you wish to view is not listed in your Favorites folder on the right side of the screen, use the Search Functionality feature described 17, or the Advanced_Search feature described 18 to find the prospect you wish to view. Then click the Asterisk to the left of the Name field to view more information about that prospect, and to load the Prospect Tab Submenu. Prospect Tab Favorites Folder Click the * to view more information Favorites Folder The list of prospects on the right side of the Prospect Search Page represents those companies you have added to your Favorites Folder. You can quickly view more information regarding a prospect by clicking on the * to the left of the company name. Please see Add_Prospect_To_Favorites_Folder 33 to learn how to add a prospect to your favorites folder. Search – Prospect Search Page The search function on the Prospect Search Page performs exactly as the Search function in the Home Page. Please see Search_Functionality 17 to view instructions regarding this feature. Advanced Search – Prospect Search Page The advanced search function on the main page performs exactly as the Advanced Search function on the Home Page. Please see Advanced_Search 18 to view instructions regarding this feature.
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    CMD Training Manual Page 24 of 71 Adding a New Prospect To enter a new Prospect, go to the Prospect Search Page by clicking on the Prospect tab in the Tab Menu. Click the Add New Prospect button. Click to add a new prospect New Prospect Main Page The following screen will appear. You may now enter the required information for the new prospect. To save the information you have entered, click Continue . To undo your changes and remain in the add prospect screen, click Reset . To undo your changes and close this page, click Cancel .
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    CMD Training Manual Page 25 of 71
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    CMD Training Manual Page 26 of 71
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    CMD Training Manual Page 27 of 71
  • 28.
    CMD Training Manual Page 28 of 71 ! Fields that require you to enter values for before continuing have their field names in Blue. ! You can change the phone format for international companies by clicking the Int’l Phone Format checkbox.  If you select the Subsidiary Option for this prospect, you must enter a Parent Name. If you select Parent Company or Stand Alone, the parent name field is disabled. ! Enter Parent Companies FIRST so you can select the parent company name in the drop down list.. Field Name Description Parent If the prospect is a parent company or hospital system, select the Parent Company? Company option. Subsidiary? If this prospect is a “child” company associated with a “parent” company, select the Subsidiary option. If you select this option, you must select a parent name from the drop down list. Stand Alone? If this prospect is neither a parent or a subsidiary, select the stand alone option. If you save your information and click Continue , the following Prospect More Information page will appear: New Prospect More Info Page This page allows you to enter more details regarding the new prospect. To save the information, click the Save button. To cancel your changes and still view this screen, click the Reset button. To undo your changes and close this page, click the Cancel button. If you would like to enter address information for this prospect, click the Add Address button. The following Screen will appear:
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    CMD Training Manual Page 29 of 71 To save the information, click the Save button. To undo your changes and still view this screen, click the Reset button. To undo your changes and close this page, click the Cancel button. To view more information regarding entering addresses, please refer to the Address section 36. ! Fields that require you to enter values for before continuing have their field names in Blue. The country field value defaults to “USA” The address type field value defaults to “Main Address” Field Name Description Type Companies can have many addresses. Use this field to select the type of address you are entering. You must select a value from the drop down list. Description Use this field to enter further information you would like to know about this address. After entering the address information and clicking Save , the application will take you to the Address Main Page. If you wish to view the prospect you just entered, click on the Prospect Tab to view the Prospect Search Page.
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    CMD Training Manual Page 30 of 71 Viewing Prospect Information To view Prospect information, click the Prospects tab in the Tab Menu to view the Prospect_Search_Page. Search for the prospect you wish to view if it isn’t already listed in the Results section on the right side of the screen. (See the Search_Functionality section 17 for search instructions). Click the asterisk to the left of the company name on the Prospect_Search_Page. The following Prospect Main Page will appear.
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    CMD Training Manual Page 31 of 71 Exercise 3 – Add your own Prospect It’s your turn! Enter a new prospect – filling in information on both the New_Prospect_Main_Page (24) and the More Info Page (28). View the prospect information you just entered using the instructions described in Viewing_Prospect_Information 30.
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    CMD Training Manual Page 32 of 71 Prospect Tab Submenu By following the instructions in Viewing_Prospect_Information 30, you can now use the Prospect Tab Submenu to navigate through the various informational screens for the selected prospect. The following are options in the Prospect Tab Submenu: Main - see details 33 More_Info – see details 34 Address – see details 36 Contacts – see details 38 Notes – see details 41 DNC – see details 41 Proposals – see details 46 Other_Vendors – see details 47 Children - 51 Actions – not functional at this time and is not discussed in this manual.
  • 33.
    CMD Training Manual Page 33 of 71 Main Follow the instructions in Viewing_Prospect_Information 30. You can then view the Main Tab Prospect Main page by clicking the “Main” tab in the Prospect Tab SubMenu (if it does in Prospect not automatically load). The Prospect Main page provides important information Tab regarding the selected prospect. Submenu Click to add selected prospect to your favorites folder. Add Prospect to Favorites Folder Click the Save as Favorite button to add the selected prospect to your favorites folder. The list of companies in your favorites folder appears on the right side of the Prospect_Search_Page as shown 23.
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    CMD Training Manual Page 34 of 71 Edit Main Page Go to the Prospect_Search_Page as described 23. Search for the prospect you wish to edit as described in the Search Functionality section 17. Click on the Asterisk to view the prospect information for the desired prospect as indicated in the Prospect Search Page section 23. The Prospect Main Page will appear as shown below. Click to Edit Prospect Information on the Prospect Main Page. Click the Edit button to view the Prospect Edit Screen. More Info View by clicking the More Info Tab in the Prospect_Tab_SubMenu. This page provides further important information regarding the selected prospect.
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    CMD Training Manual Page 35 of 71 Main Tab in Prospect Tab Submenu Edit More Info Page To Edit the data on the More info screen, click the Edit button on the More Info page. The following editing screen will appear: To save the information, click the Save button. To undo your changes and still view this screen, click the Reset button. To undo your changes and close this page, click the Back button. You can also edit the Main Address from this screen by clicking the Edit Address button. The following screen will appear:
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    CMD Training Manual Page 36 of 71 To save the information, click the Save button. To undo your changes and still view this screen, click the Reset button. To undo your changes and close this page, click the Back button. To delete this record, click the Delete button. Address This application allows you to enter an unlimited number of addresses for each prospect. There are address types associated with each address; i.e., main address, equipment address, contact address, etc. Search Page View by clicking the Address tab in the Prospect_Tab_SubMenu. This page lists addresses associated with the selected prospect and provides the ability to search for a particular address. See the Search_Functionality section of this manual 17 for search instructions. Click to view more information or edit this Click to enter record. a new address Add Address To enter a new address for the selected prospect, click Add New Address The following screen will appear:
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    CMD Training Manual Page 37 of 71 To save the information, click the Save button. To undo your changes and still view this screen, click the Reset button. To undo your changes and close this page, click the Cancel button. View Address To view more information about a particular address record, click the * to the left of the description field in the Address_Search_Page . The following Screen will appear: Click to edit this record. Edit Address To edit an address record, click the * to the left of the description field in the Address_Search_Page. Then click on Edit button on the View_Address page. The following screen will appear:
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    CMD Training Manual Page 38 of 71 To save the information, click the Save button. To undo your changes and still view this screen, click the Reset button. To undo your changes and close this page, click the Cancel button. To delete this record, click the Delete button. Contacts Search Page Lists contact persons associated with the selected prospect and provides the ability to search for a particular contact. See the Search_Functionality section of this manual 17 for search instructions. Click to enter a new record Click to view more information or edit this record.
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    CMD Training Manual Page 39 of 71 Add Contacts To enter a new contact for the selected prospect, click Add New Contact The following screen will appear: To save the information, click the Save button. To undo your changes and still view this screen, click the Reset button. To undo your changes and close this page, click the Cancel button.
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    CMD Training Manual Page 40 of 71 View Contacts To view more information about a particular contact record, click the * to the left of the First Name field in the Contact_Search_Page described 38. The following Screen will appear: Edit Contacts To edit an address record, click the * to the left of the description field in the Contact_Search_Page. Then click on Edit button on the View_Contact_Page. The following screen will appear:
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    CMD Training Manual Page 41 of 71 To save the information, click the Save button. To undo your changes and still view this screen, click the Reset button. To undo your changes and close this page, click the Cancel button. To delete this record, click the Delete button. Notes Search Page Lists notes associated with the selected prospect and provides the ability to search for a particular note. See the Search_Functionality section of this manual 17 for search instructions. Click to enter a new Click to view more information record or edit this record. Add Note To enter a new contact for the selected prospect, click Add New Note The following screen will appear: Click to Complete this attach a information document to add the to this note. next action to a To Do List Attaching Files to a Note You can attach documents to a note for quick retrieval. Click the Browse Button to load the browse screen.
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    CMD Training Manual Page 42 of 71 Just like in any windows application, you can now find the document you wish to link to the note. Highlight the appropriate document and click open. The directory and name of the linked document will now appear in the File Attachment field.
  • 43.
    CMD Training Manual Page 43 of 71 Assign Next Action/Place in To Do If you would like to record a “Next Action” for the selected prospect, you can do so by copying the information to a user’s To Do List. First, enter a Next Action. In the instance shown below, the value in the Next Action field is “Call Bob to Follow Up.” Next, click the “Add item to To Do List” checkbox, select a UserID, and a Due Date. Below, the UserID is “Dmaglott” and the Due Date is “12/10/01”. When Diana Maglott logs in to the application, she will find a record in her To Do List that tells her to Call Bob with Anchor Hospital to Follow Up on December 10, 2001. Next Action Due Date User ID Add Item to To Do List ! TO RECORD A NEXT ACTION, YOU MUST ADD THE ITEM TO THE TO DO LIST. View Note To view more information about a particular note, click the * to the left of the Department field in the Notes_Search_Page described 38. The following Screen will appear:
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    CMD Training Manual Page 44 of 71 ! Even though the Comments field is white, you cannot edit this screen! Edit Note To edit a note, click the * to the left of the description field in the Notes_Search_Page. Then click on Edit button on the View_Note page. The following screen will appear: To save the information, click the Save button. To undo your changes and still view this screen, click the Reset button. To undo your changes and close this page, click the Cancel button. To delete this record, click the Delete button.
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    CMD Training Manual Page 45 of 71 DNC (Do Not Contact) List Page View by clicking the DNC tab in the Prospect_Tab_SubMenu described 32. The DNC List page is a list of Do Not Contact details associated with the selected prospect. Click to enter a new record Click to view more information or edit this record. Add DNC To enter a new DNC record for the selected prospect, click Add New Do Not Contact The following screen will appear: To save the information, click the Save button. To undo your changes and still view this screen, click the Reset button. To undo your changes and close this page, click the Cancel button. Field Name Description Global Click this button to assign this DNC to every contact associated with the selected prospect. DNC Type Use the drop down list to select the proper DNC type. This will state what type of contact this person should receive; i.e., phone calls, newsletters, campaigns, etc.
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    CMD Training Manual Page 46 of 71 View DNC To view more information about a particular note, click the * to the left of the Global field in the DNC_List_Page described 45. The following Screen will appear: Edit DNC To edit a DNC record, click the * to the left of the Global field in the DNC_List_Page. Then click on Edit button on the View_DNC page. The following screen will appear: To save the information, click the Save button. To undo your changes and still view this screen, click the Reset button. To undo your changes and close this page, click the Cancel button. To delete this record, click the Delete button. Please see the Add_DNC page described 45 for details about the fields on this page. Proposals Select the prospect you wish to view as described in the Prospect_Search_Page 23. Click Proposals in the Prospect_Tab_SubMenu. Proposal Search Page Select the prospect you wish to view as described in the Prospect_Search_Page 23. Click Proposals in the Prospect_Tab_SubMenu. This page lists Proposals associated with the selected prospect and provides the ability to search for a particular proposal. See the Search_Functionality section of this manual 17 for search instructions.
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    CMD Training Manual Page 47 of 71 Click to enter a new record Click to view more information or edit this record. Add Proposal To enter a new Proposal record for the selected prospect, click Add New Proposal The following screen will appear: Click to attach a document to this proposal record. To save the information, click the Save button. To undo your changes and still view this screen, click the Reset button. To undo your changes and close this page, click the Cancel button.
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    CMD Training Manual Page 48 of 71 Attaching Documents to a Proposal You can attach the RFP, RFI or Proposal to a proposal record for quick retrieval. You can attach two documents to this proposal record; one in the Upload Proposal field, and one in the Upload Response field. Click the Browse button to load the browse screen. Just like in any windows application, you can now find the document you wish to link to the note. Highlight the appropriate document and click open. The directory and name of the linked document will now appear in the File Attachment field. View Proposal To view more information about a particular proposal, click the * to the left of the Proposal Date field in the Proposal_Search_Page described 46. The following Screen will appear:
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    CMD Training Manual Page 49 of 71 Edit Proposal To edit a proposal record, click the * to the left of the Proposal Date field in the Proposal_Search_Page described 46. Then click on Edit button on the View_Proposal page described 48. The following screen will appear: To save the information, click the Save button. To undo your changes and still view this screen, click the Reset button. To undo your changes and close this page, click the Cancel button. To delete this record, click the Delete button. Proposal Report Types View more information about a particular proposal by clicking the * to the left of the Proposal Date field in the Proposal_Search_Page described 46. The following Screen will appear: Click to view the Report Types Search Page List of Report Types associated with this proposal. Report Types Search Page Click the Reports button on the View_Proposal page. The following screen will appear: Click to view more information or edit this record.
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    CMD Training Manual Page 50 of 71 Click to enter a new record Add New Report Type To enter a new Proposal Report Type record for the selected prospect, click Add New Report The following screen will appear: To save the information, click the Save button. To undo your changes and still view this screen, click the Reset button. To undo your changes and close this page, click the Cancel button. View Report Type To view a proposal report type record, click the * to the left of the Proposal Date field in the Proposal_Search_Page described 46. Then click on Reports button on the View_Proposal page described 48 to view the Reports Search Page. Next click on the * to the left of the Type field. The following screen will appear:
  • 51.
    CMD Training Manual Page 51 of 71 Edit Report Types To edit a proposal report type record, click the * to the left of the Type field in the Report_Types_Search_Page described 49. Then click on Edit button on the View_Report_Type page described 50. The following screen will appear: To save the information, click the Save button. To undo your changes and still view this screen, click the Reset button. To undo your changes and close this page, click the Cancel button. To delete this record, click the Delete button. Other Vendors Select the prospect you wish to view as described in the Prospect_Search_Page 23. Click Other Vendors in the Prospect_Tab_SubMenu. Other Vendors List Page Select the prospect you wish to view as described in the Prospect_Search_Page 23. Click Other Vendors in the Prospect_Tab_SubMenu. This page lists Other Vendors associated with the selected prospect. Click to enter a new record Click to view more information or edit this record.
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    CMD Training Manual Page 52 of 71 Add Other Vendor To enter a new other vendorl record for the selected prospect, click Add Other Vendor The following screen will appear: To save the information, click the Save button. To undo your changes and still view this screen, click the Reset button. To undo your changes and close this page, click the Cancel button. View Other Vendor To view more information about a particular other vendor record, click the * to the left of the Vendor Name field in the Other_Vendor_List_Page described 51. The following Screen will appear:
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    CMD Training Manual Page 53 of 71 Edit Other Vendor To edit a proposal record, click the * to the left of the Vendor Name field in the Other_Vendor_List_Page described 51. Then click on Edit button on the View_Other_Vendor page described 52. The following screen will appear: To save the information, click the Save button. To undo your changes and still view this screen, click the Reset button. To undo your changes and close this page, click the Cancel button. To delete this record, click the Delete button. Children Children List Page Select the prospect you wish to view as described in the Prospect_Search_Page 23. Click Children in the Prospect_Tab_SubMenu. This page lists the “Children” companies associated with the selected prospect. Children companies will only be listed in this section if you have selected a prospect that is a Parent Company. Please refer to the Parent_Company_Definition described 28 for more information. Click to view more information In the instance shown above, Anaheim General Hospital is listed as a “Child” company to the Anaheim Memorial Hospital “Parent” company.
  • 54.
    CMD Training Manual Page 54 of 71 View Children Information To view more information about a child company record, click the * to the left of the Name field in the Children_List_Page described 53. The following Screen will appear: You are now viewing the Main Prospect Page for the Anaheim General Hospital “Child” company. Any options you select in the Prospect Tab Submenu will now reflect information for Anaheim General Hospital. To view the Parent Company (Anaheim Memorial Hospital in this case) once again, you must select it from the Prospect_Search_Page described 23.
  • 55.
    CMD Training Manual Page 55 of 71 Exercise 4 It’s your turn again! 1. Search for the prospect you entered in Exercise 3. 2. Add that prospect to your favorites folder! 3. View that prospect from your favorites folder! 4. Enter new records for the following: Address Contact Notes DNC Proposal Other Vendor 5. Enter a new note, and assign that note to your own to do list!
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    CMD Training Manual Page 56 of 71 Clients This module is not currently functional.
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    CMD Training Manual Page 57 of 71 My To Do List To Do List Search Page View by clicking the My To Do tab in the Tab_Menu. This page lists all of the Open or Hold items in your personal To Do list folder. To view Closed To Do items, you must use the Search feature. See the Search_Functionality section of this manual 17 for search instructions. Click to enter a new record Click to view more information or edit this record. Click to print your To Do List
  • 58.
    CMD Training Manual Page 58 of 71 Add To Do Item To enter a new To Do item, click Add To Do . The following screen will appear You can now enter information regarding the To Do Item. You can assign a To Do Item to any user by selecting their name in the “Assigned To” field. To assign this item to yourself, select your own name. You can also e-mail this note to the user you Assigned the note to, and copy other users of the application. To save the information, click the Save button. To undo your changes and still view this screen, click the Reset button. To undo your changes and close this page, click the Cancel button. View To Do Item To view more information regarding a particular to do item, the * to the left of the To Do Description field in the To_Do_List_Search_Page described 57. The following Screen will appear:
  • 59.
    CMD Training Manual Page 59 of 71 Editing To Do Items To edit a to do record, click the * to the left of the To Do Description field in the To_Do_List_Search_Page described 57. Then click on Edit button on the View_To_Do_Item page described 58. The following screen will appear: To save the information, click the Save button. To undo your changes and still view this screen, click the Reset button. To undo your changes and close this page, click the Cancel button. To delete this record, click the Delete button.
  • 60.
    CMD Training Manual Page 60 of 71 Reports Report Menu To view the report menu, click on the Reports tab in the Tab_Menu described 13. The following screen will appear: Click on the desired report. Report Criteria Page Click on the report you wish to view. Depending on which report you select, a criteria page will appear. In this case, we selected the “Call Report Detail” to view the following criteria page: Not all reports will have the same criteria. The criteria page for this report allows you to choose a date range, the type of note you wish to include in the report, and an Account Executive. Some reports only have the date range on their criteria page. You can leave any of these fields blank to view all records for that field. In this case, we chose to view detail records between December 1, 2001 and December 10, 2001. We left the note type and account executive fields blank so that all notes would appear for all account executives between December 1st and December 10th. Click Submit to view the report. Click Back to go back to the Report Menu. Viewing the Report Click Submit to view the report
  • 61.
    CMD Training Manual Page 61 of 71 Use the Print button in the toolbar to print the report Vertical Scroll Bar Printing Reports While viewing the report, click the Print button in the toolbar to print the report to your default printer. Exporting Reports to Excel Use the vertical scroll bar to view the end of the report.
  • 62.
    CMD Training Manual Page 62 of 71 Click to export to Excel Click the Export to CSV button that is now visible at the bottom of the report. The following screen will appear: Click to open the report in Excel Click the Open option. Excel will open with the data from the report in a worksheet. You can format the columns/fields in any way you like without worrying about affecting the
  • 63.
    CMD Training Manual Page 63 of 71 data in the application. This information is now completely separate from any data stored in the application. Click the File/Save As option from the menu to save this worksheet in your desired directory.
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    CMD Training Manual Page 64 of 71 Sample Reports
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    CMD Training Manual Page 69 of 71 Admin This module is not currently functional. Manuals Click this tab to view the CMD manual.
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    Where Do IGo For Help? This manual will be available on Company Name’s network. To get to the Contact Management System via a web browser, enter the address http:// CMDSystem..Company Nameis.com. If you need further assistance, you should contact Steve Roberts @ sroberts@Company Nameis.com, or call the Help Desk at 419.578.6393 or 800.626.3830 and ask to be transferred to extension 6393. Help desk services are available 24 hours a day, seven days a week, 365 days a year! You can also send your questions to Workrequest@Company Nameis.com.