Sample training manual

CMD Training Manual Page 1 of 71

Sample Manual – Contact
Management Database
CMD – December 2001


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


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


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


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


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.


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.


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:


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”.


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.


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.


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


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:


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.


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.


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.


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.


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.


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:


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.


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”


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.


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.


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 .


! 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..

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:


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”

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.


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.


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.


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.


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.


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.


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:

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:


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:


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:


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.


Add Contacts
To enter a new contact for the selected prospect, click Add New Contact

Cancel button.


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



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
record

Add Note
To enter a new contact for the selected prospect, click Add New Note

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.


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.


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:


! 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



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

Cancel button.
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.


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:

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
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.


Click to
enter a new
record

Add Proposal
To enter a new Proposal record for the selected prospect, click Add New Proposal

Click to attach
a document to
this proposal
record.

Cancel button.


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:


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:


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
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:

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:


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:


Other Vendors
Other Vendors in the Prospect_Tab_SubMenu.

Other Vendors List Page
Other Vendors in the Prospect_Tab_SubMenu. This page lists Other Vendors
associated with the selected prospect.

Click to
enter a new
record


Add Other Vendor
To enter a new other vendorl record for the selected prospect, click Add Other Vendor

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:


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:


Children

Children List Page
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.


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.


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!


Clients
This module is not currently functional.


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


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.

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:


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:



Reports
Report Menu
To view the report menu, click on the Reports tab in the Tab_Menu described 13. The

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


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.


Click to
export to
Excel

Click the Export to CSV button that is now visible at the bottom of the report. The

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


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.


Sample Reports


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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