Friday, August 29, 2008
Tuesday, August 26, 2008
Yes, there are web pages in HSS that allow you to stop and start HSS when committing an edit set. The details are below:
From the HSS Configuration Tool, select “Edit Web Server Settings”. Uncheck the “Web Logins Allowed” box or from the HSS Admin Web Page, select “Service”, and then click the “Disable” button under “New Logins”:
From here on, new sessions will be redirected to the “site disabled” page that shows that Heat is being maintained.
At the desired maintenance time, the HSS web site must be disabled. From the HSS Config Tool, select “Edit Preferences”. check the “Web Site Enabled” box:
At this time, users trying to log into or use the site will see a message similar to the following: The Heat web site is down for maintenance.
Next, stop HSS. This is easily done from the HSS Admin Web Page by pressing the “Stop” button under “Server Status”
At this time HSS has been properly stopped. It may be necessary for the HEAT Administrator to “Reset” all of the connections/logins from the “User Status” screen in the HEAT Admin tool, since the user’s sessions may still be logged into HEAT via the HEAT API.
After all maintenance activities are complete, HSS must be restarted. This operation proceeds in reverse of the shutdown procedure, although new logins are automatically re-enabled when the server is restarted.
From the HSS Admin Web page, click the “Start” button under the “Server Status” item
From the HSS Config Tool, enable the web site
Step 7:From the HSS Admin Web Page, remove the maintenance message, perhaps replacing with a “Scheduled HSS maintenance complete.” message.
Yes, you would need to configure the services, mailbox and then associate them with HSS. The instructions are below:
Configuring the Mail Server Role
* Open the Configure Your Server Wizard. (Start>>Control Panel>>Administrative Tools>>Configure Your Server Wizard)
* On the Welcome to the Configure Your Server Wizard page, click Next.
* On the Preliminary Steps page, click Next.
* On the Server Role page, select Mail Server (POP3, SMTP), click Next.
* On the Configure POP3 Service page, select Local Windows Account for Authentication method, enter
* On the Summary of Selections page, click Next. If prompted to insert the Windows Server 2003 CD, navigate to the CD drive where the Windows 2003 CD is located.
* On the This Server is now a Mail Server page, click Finish.
Configuring the SMTP Service
* Open the Internet Information Services (IIS) Manager.
* Expand Internet Information Services (IIS) and then
* Right-click Default SMTP Virtual Server, and select Properties.
* Click the Access tab, and under Access control, click Authentication.
* Check Integrated Windows Authentication, and click OK.
* Under Relay restrictions, click Relay.
* Verify that Allow all computers which successfully authenticate to relay, regardless of the list above is checked, and click OK twice.
Configuring the POP3 Service
* Click Start>>Administrative Tools, then the POP3 Service.
* Verify that Authentication Method is Local Windows Account.
Creating a Mailbox
* Click Start>>Administrative Tools, then the POP3 Service.
* If a POP3 Service message appears, check Do not show this message again and click OK.
Enabling the E-Mail Account for use with HEAT Self Service
* In the HSS Configuration Tool select Edit>>Preferences.
* Select the Mail Service tab.
* Select the Enable POP/SMTP radio button and fill in the mail service account properties.
* Select the Mail directory. Keep in mind that the Authenticated User defined for the HEAT Self Service Virtual Directory needs to have Modify rights to this directory.
* Poll for Mail is how often the HEAT Self Service Mail service checks for mail to send out. Select periodic poll times or a specific time for all mail to be sent out.
Yes, you can create a clustered index on a validation table. You should be aware, however, that this will need to be performed anytime an edit set is committed or a quick customize is applied. It should also be done by an experienced database administrator.
To create a clustered index on a validation table:
* Open MSSQL Enterprise Manager.
* Select Tools>>SQL Query Analyzer.
* Ensure that your database is selected in the drop down at the top of the screen
Use the following query to create clustered indexes for tables that currently do not have an existing index: (Note: HEAT creates the index with a naming convention as follows: Field_Name0).
CREATE CLUSTERED INDEX [Index_Name] ON Table_Name ([Column_Name])
Use this query to create clustered indexes for tables that currently already have an existing index but that index is not clustered:
CREATE CLUSTERED INDEX [Index_Name] ON Table_Name ([Field_Name])
WITH DROP_EXISTING ON [PRIMARY]
Repeat the query for every table that does not currently have a clustered index
HEAT 8.4.x has modified the way it handles indexes with MSSQL 2000. Because of this change, validation tables that do not have a primary key or a clustered index assigned will cause an ‘Invalid Attribute / Identifier’ error when editing or deleting a record from a validation table.
To create a Primary Key on every validation table:
* Launch Call Logging and select Accessory > Table Maintenance.
* Locate the table(s) where the error occurred in the Table drop-down.
* In the Grid View, ensure that the field you are looking to put a Primary Key on has unique values.
* Once step 3 has been completed and you are certain the field has no duplicate values, launch the HEAT Administrator module and go to File > New Edit Set.
* Select the table where a primary key index is required and select Open Table.
* Select the field that you used for steps 1 – 3 and perform the following:
* Double-click the field to open the desired field’s Field Definition window.
* Check the box for Primary Key.
* Click OK.
Repeat the steps above for every validation table that does not currently have a primary key index. Select File > Commit to commit the Edit Set.
Extra Credit: Often when you receive an error with the number 37000, it can be resolved by creating an index on the table being modified or deleted.
The answer to this is: it depends. An edit set has a lot more functionality than quick customize, however, there are some advantages to using quick customize in certain situations.
The major advantage of quick customize (QC) is that changes can be made and applied without stopping the services or kicking out all the Heat users. In organizations where the system is used 24/7, this allows a number of changes to be done without taking down the entire system.
Changes that can be done while users are still logged in using QC:
* Modify the field arrangements and labels on Forms
* Add and delete fields from the grid
* Change most attributes of fields such as default values, validation, and require flags (Required and Read Only)
* Make certain changes to View Sets and External Table Links
This list includes a lot of routine changes that need to be made. Also, because of the limited nature of QC, you can delegate these type of changes to less experienced administrators without being concerned about serious missteps.
Certain changes, however, require an edit set. These are:
* Add new tables
* Add new fields to existing tables
* Change the name, type or size of the existing fields
* Create External Table Links
If you have changes you want to make using QC, you would do the following:
Launch HEAT Administrator and login with appropriate security rights Note: the rights to Quick Customize are separate to Edit Set rights
Launch HEAT Administrator and login with appropriate security rights Note: the rights to Quick Customize are separate to Edit Set rights
* Click the Quick Customize icon on the toolbar, select File > Quick Customize from the menu, or press Ctrl+Q
* Make the required changes to the tables, forms, views (View Administration) or connections (Connection Manager)
Verify and Apply Quick Changes
* Select File > Verify Quick Changes
If no errors are detected in the verify process:
* Select File > Apply Quick Changes and click OK
The process builds a recovery file on the local workstation in case of a critical error or power loss. The file is named Commit.000, the same as during committing an Edit Set. If there is a critical error, the system will give the option to restore from backup. The Administrator will prompt that a Commit did not finish and the recovery file will allow a restore to the original state. Click the Quick Customize icon on the toolbar, select File > Quick Customize from the menu, or press Ctrl+Q
Tuesday, August 19, 2008
Normally, QuickBooks numbers journal entries automatically. If this feature happens to be turned off, here's how to turn it on.
1. Open the accounting preferences. (Edit>Preferences> Accounting )
2. On the Company tab, select the “Automatically assign general journal entry number” checkbox.
Fill in memos automatically:
When you create an entry, select the “Autofill memo” checkbox. This is useful when you have many lines to enter and you want the same memo to appear on each line.
Reverse a journal entry:
If you use QuickBooks Premier Accountant or QuickBooks Enterprise Solutions, you can reverse any journal entry. Reversing a journal entry creates a new entry, dated the first day of the next month, which reverses the debit and credit amounts. Account assignments are not affected.
1. Open the journal entry.
2. Click Reverse.
3. If you have changed the entry since you last saved it, click Yes to confirm that you want to save your changes.
To view journal entries:
1. Go to the Reports menu and click "Custom Transaction Detail" Report.
2. Click the Filters tab and select the transaction type from the filter scroll box.
3. Click the Transaction Type drop-down list and choose Journal.
4. Click OK.
5. In the report, double-click the general journal transaction you want to view.(Balance sheet accounts only)
In the register that opens, click "Edit" to view the transaction in its general journal form. When the transaction originates in a balance sheet account, QuickBooks opens the account register and selects the transaction. If the transaction also has split detail, QuickBooks opens the Splits window so you can see how the amount of the transaction was distributed to different accounts, customers, jobs, or classes
An Enterprise client who uses QuickBook’s for budgeting asks if there is a forecasting feature also?
Note: All forecasts must be account-based.
To create a forecast:
1. Go to the Company menu, click Planning & Budgeting, and then click Set Up Forecast.
Note: If a forecast currently exists, the most recent forecast will be displayed in the Set Up Forecast window.
2. Click Create New Forecast.
3. In the Create New Forecast window, select the fiscal year for the new forecast.
4. If class tracking has been turned on, you can specify additional criteria of either Customer:Job or Class.
5. Select whether you want to create the forecast from scratch or from previous year's actual data. Click Finish to create the new forecast
An Enterprise client wants to know if QuickBook’s has a budget feature and if so how is it accessed and used…
To create a budget:
1. Go to the Company menu, choose Planning & Budgeting, and then click Set Up Budgets.
Note: If a budget currently exists, the most recent budget will be displayed in the Set Up Budgets window.
2. Click Create New Budget.
3. Choose the fiscal year for the new budget, and choose Profit and Loss or Balance Sheet accounts.
(If you choose Profit and Loss, you can specify additional criteria of either Customer:Job or Class, if class tracking has been turned on.)
4. Choose whether you want to create the budget from scratch or from the previous year's actual data.
5. Click Finish to create the new budget.
An Enterprise client asks if there is a way to memorize monthly reports so they can be easily printed without having to define the report parameters.
Important: QuickBooks memorizes the report settings, not the data in the report.
If you want to save the current data from the report you’re memorizing you need to do the following:
1. After you have customized a report, click Memorize at the top of the report.
2. If you have changed an existing memorized report, indicate whether you want QuickBooks to replace the earlier report (under the same name) or create a new memorized report (under a new name).In the Memorize Report window, enter a title for the report.
3. In the Memorize Report window, enter a title for the report
4. Click OK.
You don't need to send forms one by one. If you have many forms to send, you can have QuickBooks hold them to be sent later in a single operation.
When you finish creating a form, do one of the following:
For invoices: Select the To be e-mailed or To be mailed through Quickbooks checkbox and save the invoice.
For estimates: Select the To be e-mailed checkbox and save the estimate.
For statements: Click E-mail, edit the cover note if you like, and click Send Later.
For invoices, estimates, sales receipts, and credit memos: Select the E-mail later checkbox and save the form.
For statements: In the Create Statements window, click E-mail, edit the cover note if you like, and then click Send Later.
Go to the Reports menu and click Invoices that haven't been paid. In Related Activities, click "Remind customers to pay overdue balances."
If you prefer, you can have QuickBooks automatically select this checkbox for you each time you create a form by changing your preferences for sending forms.
When you are ready to send the forms, go to the File menu and click Send FormsE-mail Forms.
In the Select Forms to Send window, check the forms listed. If you do not want to send a particular form at this time, click the checkmark that appears to the left of the form's entry in the list.
Forms that remain checked will be sent. Forms you uncheck are held to be sent at a later time.
If necessary, customize the cover note for each recipient:
Click the Down Arrow key to move the highlight to the next invoice or estimate in the list.
Click Edit E-mail to customize the cover note.
Click Send Now.
Monday, August 18, 2008
A GoldMine customer asks, “How can I reassign or update groups of contacts or activities from one user to another?”
The Territory Realignment Wizard enables you to:
- Assign a set of existing contacts to users based on a filter or group
- Reassign activities from one user to another user
- Globally update fields relevant to a territory realignment
- Set up synchronization to update the databases of remote users affected by the realignment
To Use the Territory Realignment Wizard:
a. Select Tools>Data Management>Territory Realignment. The Territory Realignment Wizard appears.
b. Click Next. The filter selection dialog box appears.
c. Select the filter or group in the drop-down list. To select from filters or groups of a different user, select
d. Select the filter or group and click Next. The Replace dialog box appears. You can replace the data in up to two fields and change the owner in the third. In the first Replace drop-down list select the field you are replacing. In the following With text box, type or select the value to appear in that field. In the third Replace field, select Owner in the drop-down list. In the following With text box, select the new user or user group to whom you are assigning ownership of the contacts. Click Next.
e. To reassign the activities a particular user, select the user's name in the Reassign the activities of this user drop-down list. In the To this user drop-down list, select the new user who will be responsible for the activities.
f. In the Activities ranging from date text box, type or select the starting date from the F2 graphical calendar. In the To date text box, type or select the ending date from the F2 graphical calendar.
g. In the Please select the activity types to reassign to the new user area, specify the activities to be reassigned.
- Call Backs: Scheduled, outgoing telephone calls to be made sometime in the future.
- Messages: Scheduled e-mail messages.
- Next Actions: Scheduled manual tasks, such as sending literature, delivering samples, shipping products, etc.
- Appointments: Scheduled, date-specific meetings with contacts. Appointments can also be used to schedule conference calls.
- Literature Requests: Scheduled fulfillment and shipping of brochures, price lists, and other types of mass-printed documentation to one or more contacts.
- Forecasted Sales: Scheduled activities indicating the anticipated close date of a pending sale with one of your contacts. GoldMine has special features for managing forecasted sales.
- Other Actions: Miscellaneous activities falling outside the other activity categories defined in GoldMine.
- To-do: Priority-ranked activities that do not have an activity date and appear on a separate To-do list, rather than the date-based Scheduled Activities windows. Note: By default, GoldMine does not link To-Do activities. Each To-Do activity is forwarded daily.
- Event: Date-specific activities scheduled for one or more days, such as conferences and conventions.
h. Select Reassign unlinked activities to include the user's scheduled activities that are not linked to a particular contact record.
i. Click Next.
j. Click Finish. The Process Monitor displays the status of the process.
Note: We strongly recommend that you back up data before performing territory realignment.
A GoldMine customer asks, “How can I set up a GM+ view that will show me Mapquest directions to the contact company?”
Click in the Body of the document, but don't type anything. Click the
(!DOCTYPE HTML PUBLIC "-//W3C//DTD HTML 4.0 Transitional//EN")
(META http-equiv=REFRESH content="0;url=http://www.mapquest.com/directions/main.adp?go=1&1a=26+West+Norriton+Pike&1c=Lower+Townsville&1s=PA&1z=19002-1307&2a=<<&&Address1>>&&2c=<<;&&City>>&&2s=<<&&State>>&&2z=<<&&Zip>>")
(META content="MSHTML 6.00.6000.16640" name=GENERATOR)(/HEAD)
(BODY leftMargin=1 topMargin=1 rightMargin=1)(/BODY)(/HTML)
However, you MUST change the highlighted sections to YOUR address. Eliminate the plus signs if there aren't as many words in your address string.
IMPORTANT: Click the close (red X) to close the window (DO NOT click the Save Icon).
When prompted, select "Yes" to Save. If you like, when back at the setup window you can make this your default GM+View Template. You may want to click the "Rules" button as well to make sure that "User Selected" is checked.
Note: The extended detail fields can only be character-based, not numeric or date fields. This means that you can type numbers or dates in the field, but they will only be searched as a character string, not as a numeric or date field.
To Customize Details Information Fields
- Open the Details tab and right click in the open space below. Select New. In the Detail Properties dialog box, select the detail you want to customize. (You can also delete detail types from this lookup if they are not of use to you, and create new ones, but that’s another tip.)
- Select the Setup tab. This is *not* the button on the Detail Names drop down list – you must choose select on that screen to go back to the Detail Properties dialog box.
- In the text boxes, type the field label you want to apply to each field.
Note: The number to the right of the text box is the fixed field length. Neither the format, the order, nor the length can be changed. Therefore, it is important to carefully consider, based on the length of the field, where each piece of information is going to be stored.
Tip: If you only want to use a few of the fields, not all of them, you can hide a field by typing at least two asterisks (**) rather than a name in the field label text box.
- The Tab Name text box allows you to convert this Detail into a separate tab. The new tab will appear after the default tabs on the tab bar. Any details you enter under the new tab will also be recorded under the standard Details tab. You must be careful when deleting details that have been converted into custom detail tabs. The Tab Name should not exceed six to eight characters, depending on the letters used, and should not contain any spaces.
- Select Save Tab column positions to save any modifications you make to the display on the standard Details tab, and to allow you to save any display changes you make to the new detail that you converted into a tab.
- Click OK.
A GoldMine user says, “I’ve customized my Lookup Lists, but I can’t easily keep track of what all the codes and initials mean. Help!”
Pull up the Lookup List you want to add comments to, choose the field entry to modify, and click Edit. After the data in the Enter the F2 Value box, add a space, //, and another space, and then whatever clarifying comment you want to make regarding the data. It might look something like this:
IEM // Internet Email Function
Click OK to save. In the example above, while the comment ‘Internet Email Function’ would show when the user brings up the Lookup List, only the field data ‘IEM’ would go into the actual field on the contact record.
A GoldMine user says, “I need to have more than one entry from a Lookup List in a single data field. How do I do this?”
Pull up the Lookup List you want to modify, choose the field entry to modify, and click Edit. After the data in the Enter the F2 Value box, add a semicolon (;). Click OK to save.
That choice in your lookup will now go into the data field immediately after the data that is already there, separated by a comma and a space. Using this technique, you can have multiple selections in your data fields.
Tip: When using multiple selections, be aware that you can sometimes run out of space in the data field. Comma and spaces count toward field length along with the actual number of characters. Know your data field length and edit accordingly.
Also, using semicolons will not work if you are using the Force Valid Input option in the F2 Field Setup box. If you want to use semicolons, pull up the Lookup List you want to use them with and go to Setup; then uncheck the Force Valid Input box and hit OK.
A GoldMine customer says, “When I want to add a Web Site to my custom Taskbar, it replaces the Web Site I already have there."
Bring up your taskbar by clicking Customize, then Right Click>Add New Item to the TaskBar. For Item Type choose External Application.
Caption is whatever you want to label the link on your taskbar; for example, CNN.
Application is C:\Program Files\Internet Explorer\iexplore.exe
Start Directory is C:\Program Files\Internet Explorer\
Then in the Command field place your web site URL – in this example “www.cnn.com” - with double quotes around it. You can choose an icon from your files if you like, or GoldMine will assign a generic one to the link.
Thanks to Chad Smith for the tip.
Then switch to the Groups tab. Click on New Group.
Enter a Group Name.
The Code field is an 8 character code that can be used for anything you'd like. Since Groups are static, i.e. they do not automatically update, it’s a good idea to put in the date they're created so you know at a glance when the group was created.
Be sure the Build Group box is checked, then click OK.
In the Group Building Wizard, click the SQL Query Records radio button. (If this is grayed out it means there is nothing appearing in the SQL Query tab.) Click Next.
Choose whether and how you want to sort your group, if you want any fields brought over into the Reference field, and if you need to limit the size of the group. Click Next>Finish.
A GoldMine customer says, “I double-click my GoldMine icon and the username is auto-filled incorrectly!"
If you do a Right-Click > Properties on the GoldMine shortcut on your desktop you'll see the Target field, which will say something like "C:\Program Files\GoldMine\gmw.exe"
To override what's in the username field when logging in, append a /u:USERNAME to the end of the target, so that it reads like this:
C:\Program Files\GoldMine\gmw.exe /u:jen
You can also input your password here as well, like this:
C:\Program Files\GoldMine\gmw.exe /u:jen /p:password
Tip: Note the direction of the slashes, and the spaces between the Username and the Password.
A GoldMine customer says, “There are too many items in the History tab! How can I find what I am looking for?”
Check the Activate Filter box and choose your criteria. You can go by User, Activity Type, Date Range, Activity Codes, Result Codes or Reference Text. Click OK.
The History tab will now show only the items that fit your criteria.
To release the filter when you are finished, Right-click >Options > Release Filter
A GoldMine customer asks, “How can I encourage my GoldMine users to fill out more fields without making every field required?”
Right-Click > Properties on the Company field while logged in as a user with 'Master' rights. Then go to the Color tab.
Click on the Expression radio box under Label Color and enter this:
iif(trim(company) < ' ', 255, -1)
If you are using a different field you'll need to substitute that field name for 'company'. The 255 is the color red while the -1 is the default label color.
Now when the field is empty, the label is red; when data is entered, it changes back to the default color.
- Click on the first column header
- Hold down the Shift key
- Click on the second column header
The second column will be the sub-group of the first column. Note: You can sort any number of columns until you get the data groups you want.
When you've opened up an Activity/Opportunity, for example, and you want to open up the Form Assistant on the right hand side of the window pane, press the following keys to activate it: 'Ctrl + Shift + F'.
A CRM client says, “I don’t like having a new window open every time I go to a link. Is there some way to tab them instead?”
Under Tools > Internet Options click the Tabs Settings button on the General tab.
Make the following changes to the default settings:
- Always switch to new tabs when they are created
- Always open pop-ups in a new tab
The other nice part about tabbed browsing is that if you have several tabs open, you can click the Windows button (to the far left of the tabs – it has a graphic of four small squares on it) to get a thumbnail view of all open tabs. Then simply click on the one you want to work with.
You can get similar tabbed browsing functionality in Internet Explorer version 6, by downloading the MSN Toolbar.
Navigate to the main Account form as follows:
Settings > Customization > Customize Entities > Account > Forms and Views > Form > Form Properties
On the Events tab make sure that OnLoad is highlighted, then click Edit. Paste the following code:
//resize window to full screen upon opening Account form
Make sure that the box for Event is enabled is checked.
Save and close the form, then Publish the entity.
A CRM client asks, “Much of my data that has been imported into CRM from other sources is inconsistent or messy. How can I easily clean it up?”
• Choose Accounts
• Pick a View that allows you to sort on the fields you might
want to update. In our example, sort by the STATE field by
clicking on the column header.
• Click on the first record to select, CNTL-click on the last record to select all accounts where state equals Texas.
• Choose More Actions > Edit
• Change the state field to TX
• Save and Close
If you have thousands upon thousands of records to be changed, then you can also use a manual workflow or setup an onchange event. Microsoft gives you lots of choices.