Thursday, June 27, 2013

Crystal Reports : Report Sections and Hiding them

While designing a report, you may find it helpful to Suppress (hide) sections, easily Revealing them later.

Within Crystal;

1. Right-click on the Section name on the left hand section of the designer.

2. Select Hide or Suppress, depending on your need.

Hide will still allow you to "Drill Down" and see the section in question.

Suppress will not allow you to reveal the section at all until you right-click on it and select Show.

3. OK your way out.

And as always, you can drive these values with a Crystal Formula! For instance, you could even provide a parameter for the end user to be able to control Section visibility. 

Crystal Reports : Real Estate and Report Sizes

This happened to me the other day. I went to File Printer Setup and the Landscape option was greyed out.

I found the default printer to be the "Microsoft XPS Document Writer". Once I changed it to an actual, physical printer, the Landscape option was available again.

Now, the real moral to the story here is that the Crystal Designer will make itself as large as the paper specified in whatever printer is defined. So, should you ever need more "real estate" on your report, you can always increase it by specifying a larger paper size.

Crystal Reports : Report Selection Criteria

When the Selection Criteria becomes very complex for any given report, I often find it helpful to display the whole Selection Criteria right on the report.

To do this, you need to insert a "Special Field" from the Field Explorer.

1. Select Insert | Special Field.

2. Drop down the Special Fields list.

3. The field we want to insert is Record Selection Formula.

4. You will also notice that the Group Selection Formula is also available here.

Crystal Reports : Zero Divide Errors

When division occurs within calculated fields, there is always the risk of getting the dreaded "zero divide error". This happens, obviously, when a calculation tries to divide the number zero.

And since we all know that underlying data cannot be trusted 100%, it is necessary to test for these zero divide errors within our Formula Field.

Example: The formula field called {frmSalesPerDay} is a simple division of {NumSales} by {NumDays}.

So our {frmSalesPerDay} code should look like this:

if {NumSales} = 0 then 0 else {NumSales} / {NumDays}

So, if {NumSales} equals zero, then we simply return a zero and exit the formula. Otherwise, we let it perform the division.

This is important any zero divide error will halt the report completely!

Crystal Reports : Decimal Precision

In the case of "calculated" fields, especially where division is involved, the result can sometimes be a fractional number like "10.25" or "13.53".
Crystal will default the formatting of such a result to include the decimal places as the calculation requires.
If you only wish to see the "integer" portion of the field in question, you need only to change the field formatting.

1. Right-click on the field in question
2. Select "Format Field"
3. On the "Common" tab, click "Customize"
4. Drop down the "Decimals" list to select your desired precision.
5. "Ok" your way back out.

Note : These Field Formatting options are only available on numeric fields. If your formula is returning a string, try using the ToNumber() Crystal function to convert it.

Tuesday, June 25, 2013

GoldMine : Specify the Default Seach By Field

Be default, GoldMine will search on Contact Name when the Search Center is activated (from the "Search" button on the top-hand toolbar).

We can change this behavior by;

1. Select Tools | Options from the top level menu.

2. Select the Lookup tab.

3. In this window, set your "Default lookup by field" to either Contact, Company or Remember Lookup By.

4. OK your way out.

I have mine set to "Remember Lookup By". That way, if I am searching for, say, Lastname, the search center will come up, ready to search by the Lastname every time I activate it.

Remember, searching for Contact Records in GoldMine one of the most important things you will ever do! 

GoldMine : Changing What's Displayed in your Contact Record Tab

You'll notice with the new tabbed interface of GoldMine premium that it displays (by default) the Contact Name in the top tab-strip for the Contact Record. We can change this to display the Company instead by;

1. Select Tools | Options from the top level menu.

2. Select the Record Tab.

3. In the bottom right-hand corner, select "Company Name" under "Contact Window Title".

4. OK your way out.

Other handy items to play with here are:

"Use Large Font" : Makes your contact record very easy to read.

"Select Contents of Fields" : Makes it so that when you click into a field, it's contents are automatically selected for easy copying.

"Show Contact Name on Activity Tabs" : Makes GoldMine display the associated contact name within the History and Pending tabs. Very handy if you actively use Additional Contacts.

GoldMine : Deleting Attachments With E-Mail

...or more precisely, "Deleting E-Mail with Attachments". What I mean to say is that when deleting an e-mail message in GoldMine, by default it leaves the attachments intact on your server, taking up space.

We can configure this to delete attachments when deleting e-mail thusly;

1. Select Tools | Options from the top level menu.

2. Select the E-Mail Tab, then click the "More Options" button.

3. Select the Advanced Tab.

4. Within the "Message" section, check the box labeled "Delete attachments when deleting the mail".

5. OK your way out.

So going forward, any e-mail you delete will also have it's attachments deleted along with it.

GoldMine : Create a New Contact from the Schedule Window

Did you know that you can create a new contact directly from the Schedule window in GoldMine?

This is nice if you've already brought up the schedule window and have filled it out with Notes, Date, and a Time only to find that you're on the wrong contact or that the correct contact doesn't exist in your database!

While in the Schedule Window;

1. Click on the little button to the right of the Linked Contact shown at the top of the window.

2. This item will drop down a list of choices. You can either "Look up Another Contact", which will let you browse to a different contact to link to. Or you may "Create a New Contact", which will drop you into the New Record Window.

3. Select "Create a New Contact" from the drop down list.

4. Enter in your new Contact Information as you desire, then hit OK.

5. You'll notice that your schedule window is now displaying the newly created record as the Linked Contact.

Of course, it is typically easier to search for and enter (if required) any new records into GoldMine before getting to the Schedule Window proper.

GoldMine : Copying Contact Details

Did you know that you can easily copy Contact Information from a contact record to the Windows clipboard?

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

2. Check the boxes next to the items you wish to copy to the clipboard. You'll notice that they take the form of "blocks" of information. I.e. "Name, Title, Address", etc.

3. Hit the Copy button to copy the items to the clipboard.

Now you can use CTRL-V to paste those items into whatever you'd like. This is a great way to send contact information to someone else in an e-mail. Try it!

Thursday, June 13, 2013

Zoho Views - How to edit and creat your own.

Zoho CRM Views

Zoho CRM data is very easy to access, once you discover the power of Views.

Views are "QUICK" reports, just without calculations or totals. 

Views are accessible from every module or menu bar option.

Views provide quick access to your Activities, Customers and Potentials.

To access your views simply select a module or menu option at the top of the Zoho CRM.  The Example below shows the Activities Module selected.

Just below the menu, on the top left, you will see the Views "drop down" PREDEFINED selection window.  Clicking on the down arrow will display the many views already available.

Hovering over the Views "drop Down" area will display CREATE or EDIT options.

EDIT allows you to simply change the columns of data in that existing View.

CREATE allows you to Add columns AND specify a "SEARCH CRITERIA" where you can filter data to your needs.

See below for CREATE options: Notice there IS a CRITERIA section.

See below for EDIT option:  Notice there is NO CRITERIA section in EDIT option.

Simply EDIT existing views to personalize your data, or CREATE new views with filter options to help you stay focused on information which helps you sell better.

When you CREATE new views, you can name and save them.  They will now be displayed below the predefined views as CUSTOM VIEWS.

Your Custom CREATED Views can also be saved with access rights as to who can see these views. 

So login to you Zoho CRM and play view views and see how they can help you focus on driving new revenue.

Happy Selling!