Tuesday, February 28, 2012

QuickBooks: Using Color to Help Identify Accounts or QuickBooks Files

It is frustrating to enter transactions into QuickBooks and discover you entered them into the wrong bank account or QuickBooks file. Using different colors can help differentiate checkbook registers (i.e. accounts) or QuickBooks files.

This helps you quickly identify which account or file is currently open. Read below for details on how to change the color of accounts and QuickBooks files

· Double click on the Account you want to modify from the Chart of Accounts: (Bank, Accounts Receivable, Other Current Assets, Other Asset, Fixed Assets, Accounts Payable, Credit Card, Other Current Liability, Long Term Liability, or Equity).
· From the Edit menu, select Change Account Color...
· Click on the color you want the Account Line to be changed to.
· Click OK.

If you have more than one QuickBooks data file, you may want to consider changing the color scheme of each so that you can quickly identify which file is which.

Edit –> Preferences –>Desktop view –>My Preferences –>Color Scheme –>select the color

QuickBooks: Vendor Refund – QuickTip

Help Please: I had a client who wanted to record a credit for some material they purchased and paid for on a debit card. They couldn't figure out how to adjust both the General Ledger and also have it reflected in their job costing. Is there a quick easy method that works?


1. In the “Enter Bills” – create a vendor CREDIT. Rather than using the expense line – use Items and the Customer(s)

2. Generate a Deposit, using the Deposit form. In the From Field put the Vendor Name, In the account field put Accounts Payable.

3. Go to Pay Bills. Click on the Vendor Deposit which will show there.
§ Set Credits in the lower half of the screen will show an amount (the same amount as the Deposit if there are no other credits)
§ Click on Set Credits and select the credit you generated in step 1.

QuickBooks: Managing Gift Certificates

Many of you may be considering giving Gift Certificates. There are special accounting needs to properly track them – as indicated in the three elements below.

Set up to track gift certificates


When you accept payment for a gift certificate, you accept the liability to redeem the gift certificate some time in the future. To fulfill that obligation and track the transaction in QuickBooks, you need to set up a liability account and special items to use on a gift certificate invoice.


To do this task
· Create an Other Current Liability account and name it something like "Gift Certificates."
· Create a new item of type "Other Charge" and name it something like "Gift Cert."


When setting up the item:
- Click the Account drop-down arrow and then click the other current liability account you created in Step 1.
-Leave the Amount field blank. You will fill in the amount at the time of sale.
-Make the item non-taxable.

· Create a new item of type "Payment" and call it "Gift Cert Pmt," for example.

When you sell a gift certificate

Using this method, the sale is recorded as a liability. The income will not show in your income account until the gift certificate is redeemed.

To do this task
· Create a new invoice.
· On the first line, enter the Gift Cert other charge item with the amount for which the gift certificate was purchased. (- This increases the Gift Certificates other current liability account by the amount of the gift certificate.)
· On the second line, use the Gift Cert Pmt payment item to show the amount you received in payment for the gift certificate. (- This increases your bank account when you make your deposit. - Accounts receivable is not affected.)
· Track the gift certificate number in the invoice's Description field. (- Note: The balance of the invoice should be zero.)
· Click Save & Close.

When the gift certificate is redeemed

You use an invoice to record the income from the customer's purchases and the reduction in liability. To do this task
· Create an invoice.
· Use the appropriate sales items with positive amounts to record what the customer purchased with the gift certificate.
· Use the Gift Cert other charge item with a negative amount for the amount of the gift certificate, but no more than the amount of the sale plus any applicable sales tax.


** If the amount of the sale was more than the amount of the gift certificate, the customer may pay the balance.

** If the amount of the sale was less than the amount of the gift certificate, QuickBooks will continue to reflect the remaining amount in the Gift Certificates liability account you created. You may want to issue a new gift certificate to the customer outside of QuickBooks to help track the remaining balance.

· Click Save & Close.

QuickBooks: Archive Copy of a Company File

Most people don’t need to condense their company files. However, you should consider condensing your company file:

• If you don't need the details of transactions anymore
You need transaction details to run detail reports, file taxes, and track spending. However, after many years your company file can become large, which may reduce performance. Condensing your company file summarizes old transactions and makes the file smaller. If you need to see an old transaction, you can open the archive file that QuickBooks makes when you condense your data.

• If you have a lot of unused list entries (customers, vendors, and so on)
You can’t delete a list entry if it’s used on a transaction. However, condensing removes transactions and may leave some list entries that are no longer used on any transaction. You can remove these unused list entries while cleaning up your company data file.

Condensing your company file affects it significantly and it is important that you have a plan. QuickBooks creates an archive copy of your company file before condensing in case you need the transaction detail later. However, you’ll work in the condensed file going forward.

Choose File > Utilities > Condense Data.

Note: This process can take a while with larger company files.

Listed are the options:

• Remove transaction detail before a certain date. This option decreases the file size and improves performance if you have a large company file.

• Remove all transactions. You can select this option to start over without losing your lists, preferences, and service subscriptions.

• Remove all transactions to create a period copy that only includes transactions within a specified date range (QuickBooks Accountant only). This option creates a file you can send to third parties who don’t need to see transactions before or after the selected period.

QuickBooks: Contributed or Custom Reports

QuickBooks provides many preset reports that focus on all aspects of your business finances. There are also reports that have been created as custom reports by users. Often the users will submit the report to Intuit, and if Intuit believes it to be a benefit to all users, they will include it in the Contributed Report section.
When thinking about reports, consider the ultimate desired goal, and then go to the Reports Center to see what is available.
- Browse through report categories and the related reports for each category.
- Search for a report based on words found in its title or description.
- Learn what a report will tell you by viewing sample report images and report descriptions.
- Create and memorize your favorite reports to easy use again.

When should you consider creating a custom report?
- You can't find an existing report that meets your needs.
- You can't customize an existing report enough to suit your needs.
- You can't find an appropriate contributed report.

Before creating a custom report, decide whether you want a list of transaction details or just a summary. For example, do you need a list of checks, paychecks, and bill payments that haven't been reconciled, or do you just need the total amount of uncleared items? If you need a list, create a custom transaction detail report.

Choose Reports - Custom Reports - Transaction Detail.

This report lists individual transactions, showing each account involved in a transaction on a separate line. For example, a check written to the telephone company would have two lines in the report: one showing that the check was written from your checking account, and another showing that you assigned the amount of the check to your telephone expense account.

To open any of the transactions listed, double-click the transaction's entry in the report.

If you just want a summary, create a custom summary report

Choose Reports -- Custom Reports - Summary.

You use this report to create customized income statements that show the profitability of some aspect of your business. The result is similar to a standard profit and loss report, but unlike a profit and loss report, a custom report can show you the bottom line profitability of jobs, items, or classes.
When you create this report, the Customer Summary Report window appears. You can choose how you want the report to break down the profit and loss data using the From the Row Axis drop-down list. For example, click the Row Axis drop-down list and choose Job to change the report to show your profit or loss for each job on your Customers & Jobs list.

To see a list of the transactions that make up an amount, double-click the amount.

Friday, February 24, 2012

Crystal Reports : Displaying the first few lines of a Notes field

There may be some times where you only would like to see the first few lines of a Notes field. In order to achieve this, we must use the "Can Grow" property of the field in question, providing a maximum number of lines.

1. Right-click on the Notes field you wish to modify.

2. Click the box labeled "Can Grow"

3. Enter in a value into the "Maximum Number of Lines" textbox.

4. Ok your way out.

You will see that the Notes field is only displaying the first N lines, where N is the maximum number you specified. Try it!

Crystal Reports : Ignoring Case when Testing a String

Here is something that I occasionally run into, mixed cases. For instance, if we are looking for certain SALESORDER records that have a SALESORDER.CODE value of "WID" (for widget), we may see a list of actual values like this;

WID
wID
wid

...depending on what kind of validation is happening on the end-users side. Certainly, it's easy to create a Selection Formula like this;

{SALESORDER.CODE} in ["WID", "wID", "wid"]

...but it's actually easier to evaluate {SALESORDER.CODE} in uppercase like this;

UCASE({SALESORDER.CODE}) = "WID"

Note the UCASE() function converts the field to all UPPERCASE letters before the evaluation happens.

Crystal Reports : Advanced Date Formatting

A blog reader recently had a question regarding a very special Date formatting. He needed specific separators and day, month and year order (DD, MM, then YYYY). This can be achieved through the Field Formatting options of any Date field.

It is important to note that the field type must be Date in order for the Date Formatting options to be available.

1. Right-click on the Date field in question, select "Format Field"

2. Click the "Customize" button

3. Click the Date tab

4. From the "Format" drop downs, select the appropriate value type (numbers or letters). Do this for Day, Month and Year. In our case, we select a two digit number format.

5. Beneath the Order area (right hand side), select the appropriate value order. In our case, we want DMY (Day, Month, Year).

6. If desired, change the date separators below. In our special case, the user in question needed foreign language characters to separate the values within the date.

7. Ok your way out

This is very useful; no matter how you change the Format of the Date, it still "acts" like a Date Value, allowing all the easy math that implies. Try it!

Crystal Reports : Using Report Comments

Did you know that you can keep a series of change comments in your Crystal Report? This is very useful when management is always requesting changes and serious documentation is required.

To create comments for a Report,

1. Select File | Summary Info from the top level menu

2. Enter your notes into the "Comments" box

To add the Comments to your Report Design,

1. Bring up your Field Explorer, expand "Special Fields"

2. Add the "Report Comments" field to display the note you entered

You may also notice the "Statistics" tab under File | Summary Info, which shows how many time the Report has been saved (version) and total editing time.

Crystal Reports : Using a Custom Group Name

Did you know that you can specify a "Custom" Group name? A typical situation is that you'll be grouping on a "system" field, like GoldMine's RECID, which looks like this;

G1YSRY0)\Z.BM-/

This is usually done when you need to Group by unique values, and grouping on (for example) Company Name won't work as there could be several "ACME"'s in your database. But you'll want something that readable on your report, instead of the RECID.

You can customize what's displayed as the Group Name by;

1. Select Report | Change Group Expert from the top level menu

2. Select the Group you wish to modify, click Options

3. Check the box labeled "Customize Group Name Field"

4. You can either "Choose from existing field" or "Use a formula as Group Name"

Note that after this is done; your Group Name field is now how you want it, yet the Group itself is still broken on the original unique value.

Friday, February 10, 2012

GoldMine : Easily Copying Contact Information

Did you know that you can easily copy the "main" fields from a Contact Record into the Windows clipboard? This will allow you to easily paste Contact information from a record into an e-mail or a document.

1. Select Edit | Copy Contact Details from the top level menu

2. Check each box next to which Contact Fields you wish to Copy

3. Hit Copy

Now you should be able to Paste that information into pretty much anything else (Word, Outlook, etc) with a simple CTRL-V (The windows command for Paste). You'll notice that each field (with the exception of say, City State and Zip) is separated with a carriage return. Try it!

GoldMine : Previewing Filters within the Search Center

This is a really nice feature; the ability to Preview a Filter or Group directly within your Search Center. A lot of folks like this because it lets them see more information about the Contacts within a Filter than the Preview Tab in the Filters window.

To do this;

1. Open up your Search Center by clicking on "Search" from the top Toolbar

2. Click on the Filters/Groups button on the top "strip" of the Search Center

3. This will open up a Filters and Groups pane along the left hand side, in a tree format

4. To Preview any Filter or Group, simply doubleclick on it

5. GoldMine will prompt you whether or not to apply a "limit" on the Previewed Filter or Group. This is not required. If you'd like to see the entire contents of the Filter / Group, simply click "No"

Your Search Center should now be showing you all the Contacts within the Filter / Group. Keep in mind that your Previewed Filter is "activated" within the Search Center at this point, and to Release it, you must eventually right-click within the Filters and Groups pane on the left hand side and select "Release Preview".

GoldMine : Customizing Tabs for all Users

One of the nicest things about the Contact Record tab "strip" (The Summary, Pending, History tabs, etc) is the ability to re-order the Tabs themselves. With the newer version of GoldMine, this gets even better with the ability to re-order the Tabs for all users.

To do this;

1. Select Tools | Options from the top level menu

2. Click on the Record tab

3. Click on "Tabs"

4. Use Up and Down buttons to re-order the tabs just how you want them

5. You may also check or uncheck each Tab to control it's viewable property

6. To apply the changes to All Users, click the box labeled "Customize Globally"

7. Ok your way out

You will need to relogin to GoldMine to apply any changes. Happy customizing!

GoldMine : Using Events

Events are a kind of special Scheduled Activity in GoldMine. They behave differently than "normal" Scheduled Items in the sense that:

- Event durations are measured in Days, not Hours
- On the calendar, Events only show on the Monthly Tab

To schedule an Event;

1. Select Schedule | Event from the top level menu

2. When scheduling your Event, notice that the Duration only accepts number of Days

3. Plug in the rest of your Scheduled item information as usual

4. Ok your way out

Once the Event is scheduled, it appears in the Pending Tab of the associated Contact, and it's Alarm (if enabled), will act like all other Alarms. The biggest difference is that on the graphical Calendar (Go To | Calendar), it will only appear on the Month tab. Give it a try!

GoldMine : Automatically Alarming Scheduled Items

Did you know that you can automatically set Alarms for certain Activity Types (i.e. Calls, Appointments, Next Actions, etc)? Actually, this has been possible for a long time via an INI file hack, but the newer versions actually have this in User Preferences.

To enable Automatic Alarms;

1. Select Tools | Options from the top level menu

2. Go to the Alarms tab

3. Click "More Options"

4. Check the box next to which Activity Types you wish to automatically alarm

5. If desired, check the box labeled "Show a single alarm for activities linked to multiple contacts", which behaves as expected

6. Ok your way out

You'll notice that now when you go to Schedule one of those Activity Types, the Alarm Date is automatically populated with the same date as the activity. You'll also notice the Alarm Time is omitted. This means that the alarm will happen at any time on the day in question. Try it!

MSCRM 2011: Creating Mail Merge Letter Templates

Create a Letter Template for Global Use

* Determine for which entity (i.e. Account, Contact, Lead or Custom) the letter template should be created.

* From the Microsoft Dynamics CRM Outlook Client or the Web Client, select recipients(s) from the entity list view or from within a particular record and then click the Add tab.
* Click Mail Merge.
* Under Start with a: Select blank template since you are creating a new template.
* Under Merge: Select Selected records on current page.
* Under Select data fields: Click on the data fields button. This is where the fields that can be inserted into your template are chosen. Note: fields from entities that are related to the entity for which the template is being created are also available to be added to the template.

* Microsoft Office Word will be automatically opened.

Click the Add-In tab and click on CRM.
* Follow Microsoft Word’s Mail Merge wizard panel:
* Choose Recipients
* Insert the date, address block, body of the letter and signature and format appropriately.
* Complete the merge by printing.

Note: If the mail merge was initiated through the Outlook Client, you will have an option at this point to automatically upload the Template to CRM. If the mail merge was initiated through the web client, you need to save the template (XML file) and then go into Settings, Templates, Mail Merge Template and manually upload the saved template.

In both cases you will now need to make the template available to the Organization. Go to Settings, Templates, Mail Merge Template, Select the New Template, Drop Down on More Actions and choose to Make Available to New Organization.

The letter template is now available to be used. When you go back into to do a mail merge using this template, in the first page of the wizard, under Start with a: select Existing Template.

Note: If a mail merge is initiated through the Outlook Client, you will have an option after completing the merge to create a letter activity at that time. If a mail merge is initiated through the web client, you will need to manually create a letter activity.

MSCRM 2011: Implementing Activity Feeds

One of the new features that came out in the November Service Release for Microsoft Dynamics CRM 2011 was Activity Feeds. Activity Feeds are a Microsoft Dynamics CRM 2011 version of a LinkedIn or Facebook home page where it displays recent 'activities' or updates related to those entities in which you choose to follow. It provides an event-driven view of changes in your Dynamics CRM. A new lead is created, an account is reassigned, a case is resolved, an opportunity advances through the pipeline: these are all examples of the kinds of events that can be surfaced through feeds. They, however, are not social CRM and have nothing to do with social media. The current release is intended for an “internal audience”. It exposes information about Dynamics CRM records to Dynamics CRM users.

Some of the features are as follows:
* A What’s New area is added to your Workplace area.
* Share an insight with your colleagues or update your status
* Edit your personal profile and add a photo
* View who and what you are following in the Activity Feed area
* See other user's status updates

Activity Feeds are composed of the following components: Wall, Post and Follow.

The wall is where the activity feeds are shown activity feeds. Users all have a personal wall, which is what you see when you click What’s New at the top of the Workplace. Records can also have a wall – not surprisingly referred to as the Record Wall. If an entity is configured to have a record wall, you can access it by clicking Record Wall in the form navigation. You can enter a personal status in the Text Box at the top.

Posts are what make up your activity feed. Every item appearing on a wall is a single post record. Part of the power of the activity feeds implementation comes from this architecture: post is an entity. You can create advanced find queries for post and create workflows with posts and posts can trigger workflows.

If a record type is enabled for activity feeds you can follow it. For example, you might follow an account or an opportunity record that you’re particularly interested in. If you follow a record, any post made on that record’s wall will appear on your personal wall as well.
Most record types now have Follow and Un-follow buttons on the ribbon; they will only be clickable if a record type is enabled for feeds.

Configuring Activity Feeds

Activity Feeds are included in a managed solution package. Depending on your deployment scenario, you may or may not have to import the solution package before you can use them.

If you run Dynamics CRM 2011 on-premise, or Dynamics CRM Online with an organization that was setup before the November 2011 service update was released, you need to download the solution package from the Dynamics marketplace and import it. After importing the solution and activating processes, nothing is configured automatically, and you will need to configure activity feeds.

If you setup a new Dynamics CRM Online after the 11/11 service update was released, activity feeds are included automatically in your organization. In this scenario, activity feeds (Configurations) are enabled for several entities, and post rules are activated for the lead, opportunity, case and dialog record types.

After the solution is imported, you will see two new options in the System area of Settings: Activity Feed Configuration and Activity Feed Rule.

Activity Feed Configuration

Activity feeds are configured on a per entity basis. Basically, in order to enable activity feeds for an entity, you need to add a configuration record for it. After installing the solution, for example, you can follow these steps to enable activity feeds for the Lead entity:

* In the Navigation Pane, click Settings, and then click Activity Feeds Configuration.
* On the ribbon, click New. The Post Configuration form appears.
* Type lead in the Entity Name field, and select the Enable walls… option.
* Click Save & Close, and then publish the Lead entity as instructed.

You can enable activity feeds for most record types, including: Contact and Account, Lead, Opportunity, Case. Activity records such as Task, Appointment and Custom entities.

When setting up a post configuration (i.e., enabling an entity for activity feeds), you cannot browse to the entity – you need to type it in.
After enabling feeds for an entity you can follow it and you can post updates on a record’s wall (assuming the Enable walls… option is selected). You can also select multiple records and follow them all at once.

Activity Feed Rules

By itself, enabling activity feeds (i.e., creating a configuration record) for a record type doesn’t do anything except gives users the ability to follow records of that type. In particular, it doesn’t specify anything about the events that might cause posts to get pushed out automatically. That’s the job of rules.
Rules specify when posts will be automatically created for certain record types. You cannot create rules. Currently rules can only be created by the system, and they are only created for certain record types! Suppose you followed the steps in the previous section and enabled activity feeds for the Lead Entity. If you then click Activity Feeds Rules, you will see a New Lead created and A Lead has been qualified Rules which are automatically created.

Some items to consider considering rules:

* You cannot create rules yourself – there’s no UI to create or manage them. The system creates them automatically, but only for certain record types.
* Case, opportunity and lead all have post rules automatically created, as do the activity types task, appointment and phone call.
* Custom entities can be enabled for feeds, but they do not have any post rules created automatically.
* For the rules the system creates, you can activate or deactivate them, and you can also delete them.
* Post Configurations can be deactivated or activated. If you deactivate a configuration (e.g., for opportunity), any associated rules are deactivated. If the configuration is then activated again, ALL rules for that entity will be activated (even in cases where they are not all activated the first time you configure the entity).
* Configurations can also be deleted. If they are, any associated rules are deleted.

You can also follow Users. When a User is followed, the rules that are activated above will post items to your wall when the User you are following also makes changes to those entities.

In the next service update of Microsoft Dynamics CRM expected second quarter 2012, there will be a series of enhancements to the Activity Feeds feature: like/dislike, enhanced filtering and an updated mobile activity feeds client for Windows Phone 7.5.

MSCRM 2011: Teams and Queues

Teams are a convenient way to group users who work together on sets of records in Dynamics CRM. Teams can own records and are assigned security roles the way that users are assigned security roles.

To create a new team, click the Teams link from the Administration page in the Settings area. Give the team a name and make sure it is linked to the correct business unit.

Teams in Microsoft Dynamics CRM 2011 can own records. It’s also possible to assign security roles to teams which will allow customers to manage overall security at a team level, rather than a user level.

When a team is created, a queue for that team is automatically created.

Routing your work with queues
You can use queues to manage your activities and cases. There are two types of default queues:

*Items available to work on. This folder contains active cases and activities that have been assigned to you, but that you have not yet accepted. This can include e-mail messages that you have received.
*Items I am working on. This folder contains cases and activities that you've accepted and are currently working on.

Items can appear in a queue for several different reasons:

*E-mail. E-mail sent to an individual appears in that person's Items available to work on view. Public queues can also have an e-mail address.
*Assignment. Records move into a person's Items available to work on view when other people assign those records to them. You can also assign an item to yourself.
*Workflow. A workflow can place items into both public and private queues automatically.

When you've finished working on a record in a queue, you can resolve it, close it, reassign it, or remove it, depending on the type of record and what needs to happen to it next.

Follow these steps to assign a case, activity, or other record in the Queues list to yourself, or to another user:

* In the Navigation Pane, click Workplace, and then under My Work, click Queues.
* On the Actions toolbar, in the Queue Items drop-down list, select Items available to work on.
* In the list, select one or more queue items that you want to assign.
* On the Queue Items tab, click the Work On button.
* In the Assign Queued Items dialog box, do one of the following:
* To assign the selected items to yourself, select the Assign to me to work on radio button. Click OK to close the dialog box.
* To assign the selected item to another user, select the Assign to another user to work on radio button and Click the Lookup button. In the Look Up Record dialog box, in the View drop-down box, select the view you want. In the Search box, type part or all of the name you want, and then click the Search for icon. In the list, select the name you want. Click OK to close the dialog box and save the name.
* Click OK to close the Assign Queued Items dialog box.

Note: If you assigned the queue item to yourself, it is now available for you to work on. You can see all items assigned to you in the Items I am working on view.

Wednesday, February 1, 2012

Yes/No Prompt

A client asked this: We created a new autotask, however, when we run it a Yes/No prompt appears. Can you explain how to stop this from happening?

Yes, most likely you enabled a checkbox that is labeled 'Confirm Auto Task Run'. To stop this prompt, do the following:

* Open Autotask > Manage Autotasks > Highlight the autotask
* Look in the lower corner > uncheck the Confirm Auto Task Run
* Click Close > test the autotask

Now that you know how this works, you can also consider ways that it can be used. For example, if you have an autotask that poses a potentially risk if executed accidentally, you could check this box and spell out the risk in the Description of the autotask.

Track Ticket Progress

A client asked: Is there an easier way to track ongoing activity with a ticket than paging through Journal entries to review the activities of a ticket?

We currently append information to the Solution Description on the Call Log screen but feel there should be a better method. 

An alternative approach would be to create a Memo field on the Call Log screen (or Journal) and call it Work Log. This Log would be updated using an autotask appends work performed and a date/time stamp. 

To add a Work Log field, you would do the following:

* Select Administrator > New Edit Set
* Select CallLog > System > Open Table > Add Field
* Enter Field Name and Description (e.g. WorkLog)
* Enter Field Type of Memo > Click OK
* Click Add Field to Form > Place the field where desired
* Add a Command Button > Add Text Label to button

The command button needs to be connected to an autotask that will append information to the Work Log field. To save time, create an autotask named 'Add To Work Log' in Call Logging. The Update Call action and click OK. The details can be added later.

* Click on the command button > Click Control > Connect > Autotask
* Select the 'Add To Work Log' autotask > Click Save
* Close form/table > Close HEAT modules and services > Click Commit 

To complete the Work Log, you need to add the details to the Add To Work Log autotask. This function will allow you to append information to the Work Log field as the ticket progresses and use the Solution Description to hold the final solution.

* Open Call Logging > Click Autotasks > Manage Autotasks 
* Click 'Add To Work Log' > Click Edit > Click the WorkLog field
* Click Insert > Insert Function > Click @UserID() 
* Click Insert > Insert Function > Click @CurrentDate() 
* Click Insert > Insert Function > Click @Prompt() 
* Enter a Prompt (e.g. Enter Work Details) > Click OK
* Enter a Prompt (e.g. Enter Work Details) > Click OK

You will need to add spaces and a colon to the different fields appended to the Log field to make it readable. This can be done while creating the Insert Functions. For example, when inserting @UserID(), add a colon and two spaces before inserting @CurrentDate(). This will separate the two fields and make it easy to read. Do this for the other fields and leave the option as Append on the WorkLog field.

Test this function using the command button and revise as needed.

Quick Customize Error

A client had this problem: When I try to apply a Quick Customize I get an error: 'Could not create recovery file'. Where is this recovery file and how do I fix this error?

This error could be created by the recovery file being directed to a folder where you do not have permissions. To correct this:

* Locate a folder where you can create a file
* Open the registry with regedit 

Note: backup the registry first and get help with this if you are uncertain how to proceed with a registry change.

* Open the following registry key:
"HKEY_CURRENT_USER\Software\FrontRange Solutions\HEAT\Admin\Commit" 

* If a string value named 'Directory' does not exist, then create it
* Right click Commit > select New > String Value > name Directory
* Enter the folder where you verified you can create a file

This should allow you to create the recovery file in the folder where you have permissions.

Business Rule Protection

A client asked this: What can we do to protect our existing business rules while developing new rules?

One approach is to use a Development system to create and test new rules and then use the BPAM import/export function to move the new rules to your Production system. The import/export function is also a good method to backup rules.

After creating new rules on the Development system:

* From the Business Rule Editor, click File > Export
* Select one or more rules to export
* Choose a place to store the .hef file > click Export

Note: if you check Process Linked Items at the bottom of the window, it will retain the Call Group and Auto Tasks used for the rule.

After you export the rules from the Development system, you can import them into the Production system as follows:

* On your Production system, open the Business Rule Editor
* Select File > Import > Browse to the exported .hef file
* Click Import

The new rules will be added to your Production system.