Monday, January 31, 2011

HEAT Call Logging - Using the Zoom function on a memo field

Do you ever feel it’s a pain to scroll up and down and / or back and forth on a memo field in Heat? (The Heat Administrator may have decided to keep the call description small so as to not take up too much space on your desktop). Well, instead of scrolling back and forth you can use the “zoom” function.

Click once on the Memo field > right click > Select Zoom Field from the menu options.

You are also able to update the information of the selected field.

HEAT Call Logging - Adding a custom image and associating it with your favorite call group

HEAT provides several stock images for use or you can use your own custom image.
Images are limited to 45 KB. User must possess the appropriate security right (Custom Image Import) to add and remove custom images.

  • Edit or create a new call group
  • From the list of available call groups, select the group for which you want to create a toolbar button
  • Click Associated Toolbar Button. The select Image dialog box opens
  • Instead of selecting a stock image for the button > click on the “custom tab”
  • Click on Add > navigate to your image and select it > click on Open
  • Select the image from the list
  • Click on OK. The button is placed on the call logging toolbar

HEAT Call Logging - Creating a toolbar button for your favorite call group

You may have a call group which you access on a frequent basis and want to run it directly from the Call Logging Toolbar.
  • Edit or create a new call group
  • From the list of available call groups, select the group for which you want to create a toolbar button
  • Click Associated Toolbar Button. The select Image dialog box opens
  • Select either a stock or custom image for the button
  • Click on OK. The button is placed on the call logging toolbar

HEAT Call Logging – Using the Info Center Favorites Tab

Use the InfoCenter Favorites tab to quickly access the HEAT CallLogging information you use frequently – eg AutoTasks, Call Records, and even internet links –

On the drop down menu option, in HEAT Call Logging, click on View > Info Center > Show Favorites. The favorites tab is initially empty.

You can organize the content of the favorites tab by creating folders.

In the Favorites tab, right click > you will have the option to either create a new folder or “Add to favorites” click on Add to Favorites.

Click on the “type” to select the type of favorite you want to add – eg AutoTask or frequently used call group, select from the options available. Once you have made your selection > click on Add. You now have a new entry listed in your favorites for future use.

Create pivot report in excel from exported HEAT CallLogging records

You can export Call Records from the Call Record Browse dialog box, which displays a grid of Call Records in the currently displayed Group.
While in the Call Group, open the Call Record Browse dialog box by pressing Ctrl+B (or select Group > Call Record Browse)
  • Click Export. The Save As dialog box opens
  • In the Save as type field, select the type of file – Make sure you select file type of .xls to save your exported list into an excel spreadsheet
  • Provide a name – eg if you are exporting all Priority 1 tickets then save the exported list as Priority 1 tickets as at the date you are exporting.
  • Click Save
  • When the export is complete, the HEATExport dialog box displays an Export Successful message. Click OK.
  • You will be prompted to open the exported document – click on Yes
  • Excel will launch with your exported information
  • Highlight the contents of the export
  • Click on “Insert” from the drop down menu options in Excel
  • Click on the Pivot Table Icon on the toolbar
  • Select Pivot Table
  • A dialog box appears with a range – enter the range (this should by default include the values of the highlighted cells) – eg Sheet1!$A:$K
  • Click on OK
  • A pivot table field list appears, displaying the Heat Field Names of the exported records
  • You are now able to select the fields you want to include in your pivot report

Sunday, January 30, 2011

Crystal Reports : Display currency values as millions of dollars

Let us suppose we are summarizing very large dollar values. This is common in the financial advice and investment industry, where "cases" are typically measured in millions of dollars.
It is very typical to show these values simply in millions of dollars. So, for instance, the number 325,000,000 becomes 325. 1,200,000 becomes 1.2. This can help also on a report that is starved for "real estate" (i.e. available blank space on the report).

So, our millions of dollars Running Total Field is called {#CASESAMOUNT}.

It would be a simple feat to create a Formula called {@AmountInMillions} thusly:

{#CASESAMOUNT} / 1000000

Crystal Reports : Conditionally changing font color

You can specify the color of any font in your report to change based upon a "condition".
A typical example would include making a sales total field "red" if it drops below a certain value.
Let's assume our Sales Total field is called "SalesTotal".
Step #1 : Right-click on the field in question and select Format Field.
Step #2 : Click on the "Font" tab.
Step #3 : Click on the "x-2" (formula) button next to Color.
Step #4 : Use the following fomula: if SalesTotal < 100 then crMaroon else crBlack

This formula forces the sales total to be drawn in red if it drops below 100, oherwise it stays black.

Pro Tip: When testing a condition to change the font, any fields on the report are available to use.

Crystal Reports : Alternating background color

To make a report easier to read, you can alternate the background color to help different lines stand out. (Think of the old green and white striped paper you used to put in your tractor printer years ago)

To make this happen, we will need to format the Details Section of our report.

Step #1 : From the top-level menu, select Format Section.
Step #2 : Select the "Detail" section on the left hand side.
Step #3 : Click on the "Color" tab on the right hand side.
Step #4 : Click the [formula] button with the "x-2"on it to bring up the formula editor.
Step #5 : Paste in the following : if RecordNumber mod 2 = 0 then crSilver else crNoColor

This will alternate a white and silver background for each row printed.

Pro Tip : To alternate color for Group rows, paste the following into the Group section color formula: if GroupNumber mod 2 = 0 then crSilver else crNoColor

Crystal Reports : Displaying the starting and ending dates within a Range

This is an oldy but a goody and is always a popular question.

One of the incest things about Crystal Parameters is the ability to use a Range. That is, the ability to use a single parameter to represent both a Starting Date and an Ending Date. This also allows you to simply evaluate any date being IN said Range, without all the mucking about with "Greater Than or equal to", etc.

But with this ease-of-use (technically speaking), it becomes a little cumbersome to display the Starting or Ending date of the Range in question.

Let us suppose our Date Range parameter is called {?DateRange}.

We will need to create two Formula fields, one for each date;

Create a formula called {@StartingDate} and use the following text:
MINIMUM({?DateRange})

Now create a formula called {@EndingDate} and use the following text:
MAXIMUM({?DateRange})

You can then drag the Formulas onto the report as if they were String objects.

GoldMine : Automatic followups

I've heard from a salesperson or two over the years that there is truly no "last" thing that happens to a Prospect or Customer. For those of you who have been thinking about instituting a Follow Up policy can do so relatively easily in GoldMine.

You must first enable automatic followups by going to Tools | Options | Schedule.
Select the checkbox labeled "Prompt to schedule a followup activity when completing...".
Ok your way out.

Now, when you go to (for example) to Complete | Unscheduled Call | Incoming Call, you'll notice that the "Schedule a Followup..." checkbox on the lower left is automatically enabled. What this does is open up a Schedule Dialog immediately after the user clicks "Ok" to finish the Completion.

Certainly at that point the new Scheduled activity can be scheduled into the future as is appropriate.

GoldMine : Using the Timer when completing activities

I have to admit, the Timer functionality in GoldMine is rarely used. But for those of you administrating a Cold Calling salesforce it can help in long term analysis of calls. Which is to say the Timer can be configured to automatically fill the Duration box when completing an activity.

To enable this (on a per user-basis) go to Tools | Options | Schedule Tab. Check the box labeled "Start Timer when Completing Activities". Ok your way out.

Now, go to Complete | Unscheduled Call | Incoming Call. You'll notice now that when you complete items the Timer will start running (in the lower right-hand corner of GoldMine). The call taker can then simply use the Notes area during the call. The timer will continue to run as long as the Complete window is open. Hitting Ok stops the timer and fills in the Duration.

Pro Tip : The CONTHIST.DURATION field is stored as a STRING. Mathematical analysis (on the back end) of the CONTHIST.DURATION field will require you to convert the data type from a STRING to a NUMBER.

GoldMine : Scheduling with Resources

This is actually something GoldMine has been able to do for a very long time now: use "Resources" when scheduling pending activities.

In a nutshell, GoldMine will let you define Resources (i.e. a conference room, telepresence gear or a conference call line) and then schedule items using that Resource. The Resource then becomes a kind of pseudo-user with it's own schedule. It is best demonstrated by doing;

To create your list of Resources, go to Tools | Configure | Company Resources.
To add an item, simply click new. The Resource Name should be an abbreviated name (i.e. CONF1). The Description can be whatever you like. The Code is optional as is the Custodian (which defaults to public). Simply give your new Resource a name and click Ok.

Pro Tip: You can view the upcoming schedule for any listed Resource by going to your Resource List (Tools | Configure | Company Resources) and clicking on View Schedule.

Now, go to Schedule | Appointment. Go to the Resources tab. Add your new Resource to the Appointment by double-clicking on it. You can now see the availability of the Resource alongside the users scheduled from the Free/Busy tab.

GoldMine : HTML vs. Plaintext Notes

GoldMine Premium has the ability to use HTML when entering in notes (for instance, when completing a call). What this really means is that you will have the ability to use different fonts and font styles (underline, italics, etc).

Where this really shines, however, is in the fact that when you Paste text [into GoldMine] from another application, the formatting is retained (for the most part).

What you also may not realize is that you can also copy and paste a selection from a spreadsheet. One of our clients pastes in a portion of a customer quote (as cells from a spreadsheet) right into the history notes of the sales call.

You can make sure that HTML notes are enabled by going to Tools | Configure | System Settings | Display Tab. Select the "HTML" radio button in the Notes Format area.

GoldMine : Changing what file types are previewed

One of the really nice things about GoldMine Premium is the ability to preview files directly from your Links tab without opening them. You can see this by clicking on your "Links" tab and then opening the Preview pane by clicking on the far right-hand edge (that is, if the preview pane isn't already visible).

However, we don't exactly live in an ideal world, and sometimes you may want to prevent certain file types form being previewed.

You can change this by going to Tools | Configure | System Settings. Click on the "Preview" tab. You can disable previewed file types in the list by removing the checkbox next to the appropriate type.

Friday, January 28, 2011

MSCRM: Adding Shortcut Buttons for Phone Call and Appointment Activities to the Contact Form

A client recently requested an easier way to add activities from the Contact form. The ISV.CONFIG file needs to be modified to add the buttons. Below you will find the steps for this process:

  1. From the Customizations area - Export the ISV.Config and make a backup copy.
  2. Examine the ISV.Config with Internet Explorer
  3. Get the URL for the launch page of the button
    a. In CRM, open the Phone Call area
    b. Press CTRL + N to open a new window and expose the address bar (if not in application mode)
    c. Copy the URL for later use
    d. Repeat for the Appointment activity and again save the URL for later use.
  4. Implement the custom button on the Contact form.
    a. Open ISV.Config
    b. Copy and paste the button element of an existing button of the section to the bottom of the section.
    c. Modify the button text, tooltip and URL as shown in the below code.
    d. Save the xml file
    e. Import into CRM
  5. You will now have an easy way to get to the phone call and appointment activities from the Contact form.


    <Entity name="contact">
    <MenuBar />
    <!-- The Contact Tool Bar -->
    <ToolBar ValidForCreate="0" ValidForUpdate="1">
    <Button Icon="/_imgs/ico_16_4210.gif" Url="http://crm/Contoso/activities/phone/edit.aspx">
    <Titles>
    <Title LCID="1033" Text="Phone Call" />
    </Titles>
    <ToolTips>
    <ToolTip LCID="1033" Text="Add a new Phone Call" />
    </ToolTips>
    </Button>
    <Button Icon="/_imgs/ico_16_142.gif" Url="http://crm/Contoso/activities/appointment/edit.aspx">
    <Titles>
    <Title LCID="1033" Text="Appointment" />
    </Titles>
    <ToolTips>
    <ToolTip LCID="1033" Text="Add a new Appointment" />
    </ToolTips>
    </Button>
    </ToolBar>
    </Entity>

MSCRM: Working with the Pick List Attribute

In the Navigation Pane, click System Settings, click Customization, and then click Customize Entities:

  • Open the entity you want to edit.
  • Under Details, click Attributes.
  • Click the Type column to sort and group attributes by type.
  • Locate the picklist attribute and double-click it to open it.
  • To position options individually, in the Type column, select the option and click Move Up or Move Down.
  • To sort all options alphabetically, in the Type column, click Sort Ascending or Sort Descending.
  • Click Save and Close to close the attribute form.
  • Click Publish.

MSCRM: Calculated Fields Made Easy

Suppose you have money fields (Tuition, Room Cost, Dining Cost) on a screen that need to be totalled and the Total is also displayed on the. Screen. To accomplish this, you could put code like the following in the onChange events of each of the three data entry fields (tuition, room and dining):

crmForm.all.new_total.DataValue =
crmForm.all.new_tuition.DataValue +
crmForm.all.new_room.DataValue +
crmForm.all.new_dining.DataValue;

That gets a little tedious, however, and especially if you have many data entry fields contributing to the sum and you then have to add an additional field, requiring you to add the onChange event code to your new field plus all the others! So instead you could place the calculation code (the previous snippet) behind the onChange event of the calculated field (in this case, Total), and put the following, never-changing snippet behind every data entry field contributing to the calculated field:

crmForm.all.new_total.FireOnChange();

If you do it like this, you only have to update one script. This is a much better way!

Thursday, January 27, 2011

QuickBooks: Using Group Items

If you have multiple items that are frequently (or always) sold together, you can create a group item to make it easier to sell the multiple items.
For example you may have a product for which you always add a handling charge or a local delivery charge. Perhaps you have a product for which customers frequently buy an add-on. Instead of entering separate line items every time you fill out a sales transaction, you can create and sell a group item.

This is also a great way to provide a discount to customers who buy multiple items for which they'd pay the individual price if they purchased the items one at a time.
Group items are useful in QuickBooks Pro editions, because only Premier editions provide Inventory Assemblies. In addition, you can use a group even if you're not tracking inventory; a group can contain non-inventory items. If you are tracking inventory, and inventory items are included in the group, the inventory isn’t decremented until you sell the group item (unlike Assemblies, which have to be built in advance and the process of building decrements the inventory).

To create a group, the individual items in the group have to exist in your Items List (including any discount items for groups that provide a discount for buying multiple items). Create the group item using the following steps:

1. With the Item List open, press CTRL-N to open the New Item dialog.
2. Select Group from the Type drop-down list.
3. Enter a name for this group in the Group Name/Number field.
4. Optionally enter a description.
5. Select each item that is part of this group, and enter the quantity for each item.
6. If you're creating a group to reflect a discount for buying multiple items at once, remember to include the Discount item in the group.
7. Click OK.

The New Item dialog for a group item includes a check box labeled "Print items in group". If you select that option, the individual items are listed on the printed sales transaction. (If any items in the group are subitems, they aren't printed.) If you don't select the option to print the items, a single line item appears on the sales transaction.

QuickBooks: Using a Hidden Account

A business owner wants to prevent the data entry employee from seeing and/or posting transactions to the Owner Equity Account. He explained that He made the account inactive, activated it when he was using QuickBooks, and then made it inactive again when he finished working in QuickBooks. He wondered if there was a better way.

Yes there is! The solution is in the fact that you can use a hidden (inactive) account any time you want to. When you're entering a transaction, don't use the drop-down list (because of course, the account won't appear). Instead, enter the account name or number manually. QuickBooks displays a message asking you if you want to use the account just once, or reactivate the account. Click the option to use the account just once. (You can use the account "just once" as many times as you want to.)

QuickBooks: Documents Waiting for Printing Piling Up

A very frustrated client wanted to know if there was a way to clear the “To Be Printed” check box other than manually unchecking each one.

This is a very common problem for users. They will see multiple documents, such as ivoices, Cash Receipts, Purchase Orders, etc. marked for printing, and they have no need to print those documents. In QuickBooks, the only way to remove those documents from the print list is to open each document, one at a time, and deselect the To Be Printed option.

However, there is a work-around – “Print” them to a PDF printer (there are free versions) and save the file that is created to your desktop – and then delete the file. Works like magic.

QuickBooks: Applying Customer Payments to Multiple Jobs

A Construction Trade client asked how to enter payment when the check total includes balances for multiple jobs. He specifically wants to be sure that there is a running invoice/payment history for each job.

This is a very common situation, and the answer is to enter a separate payment received transaction for each job/invoice. For example, the Customer has balance for 5 jobs (A, B, C, D, E), and a check was received for $3,000.00. The breakdown is as follows:
Job A - $500.00 Job C - $750.00 Job D - $1750.00

To apply the payment to the individual jobs/invoices use the following steps:
1. Choose Customers Receive Payments.
2. In the Received From field, select Customer:Job A.
3. Enter $500.00.
4. Enter the check number.
5. Select the invoice.
6. Click Save & New.
7. In the Received From field, select Customer:Job C and repeat steps 1-6
8. In the Received From field, select Customer:Job D and repeat steps 1-6

Each transaction uses the same check number, of course. Make sure you send payments to Undeposited Funds, not to a bank account. When you select the multiple payments in the Make Deposit window, the deposit total is equal to the amount of the check.

QuickBooks: Tracking Referrals

A client asked if there was an easy way to track referrals in QuickBooks and then pull a report which provides the referral source.

The fastest way to do this is to use a custom field in the customer information screen on the Additional Info tab and call it Referred by or Referral Source.
1) Then you can just type in the information in the field
2) The information is extracted by creating the customer contact report and adding the Referred by field

Tuesday, January 4, 2011

Search the internet from within Heat Call Logging Form

On the Subset, Call Log, Detail, Assignment, or Journal form, right-click a field, and select Search Internet. The search engine opens on the Web tab.

If the field you right-click is populated, that value becomes the search word (except memo fields: if you do not highlight a word or phrase, the Internet search field will be empty

If the field you right-click is empty, the Internet search field will also be empty.

Changing a TAB name within Heat Call Logging

A client asked if it’s possible to change the Tab Names within Heat eg changing journal tab to read “Work Orders”

You need to have SLQ administration rights and access to perform the following changes.

In SQL Navigate to the HeatTab table > Change the Tab Label > Rebuild the catalog file on each workstation > Log back into Heat. (It is strongly advised that you back up your Heat Database prior to making changes of this nature).

Exporting HEAT Call Records

You can export Call Records from the Call Record Browse dialog box, which displays a grid of Call Records in the currently displayed Group.

While in the Call Group, open the Call Record Browse dialog box by pressing Ctrl+B (or select Group > Call Record Browse) > In the Call Record Browse dialog box, click Export. The Save As dialog box opens > In the Save as type field, select the type of file. You can save the Call Records as an Excel spreadsheet (.xls), as an XML file, or as a .txt file > Click Save.

When the export is complete, the HEATExport dialog box displays an Export Successful message. Click OK.

Exporting HEAT autotasks between development and live

From the Call Logging menu bar, select AutoTask>Export.

The Export AutoTask dialog box opens.

In the View section, select the View (audience) whose AutoTask you want to export.

In the list of AutoTasks , select the AutoTask(s) to be exported.

Click Browse to navigate to an export location. By default, AutoTasks are exported to your current HEAT directory.

Click Export.

Attach and run an Auto Task to a HEAT CallLog form

First, you will need to create your autotask:

To Create an AutoTask:



  1. From the Call Logging menu bar, select AutoTask>Manage AutoTasks. The Manage AutoTasks dialog box opens.

  2. Click Add. The Add/Edit Task dialog box opens.

  3. In the Name field, type a descriptive name for the AutoTask.

  4. In the Description field, type a brief description for the AutoTask.

  5. In the Save to View section, specify the View (audience) who will have access to the AutoTask. If you click Team, select the appropriate team from the drop-down list.

  6. In the Actions section, click Add to add an action.

  7. Once you’ve created your autotask log into Heat Admin module > Select "quick customize" > On the form add the command button > Click once on the button > Click on Control > Click on connect Click Autotask and select the newly created autotask.