I installed a SalesCTRL update. When I went into SalesCTRL, the automatic Change Database process started and was interrupted. Now I get the message “access denied, databases are being changed”. How can I eliminate the error and continue?

After copying a database from one installation to another I find that all of the letter files are missing; what happened?

When logging into SalesCTRL I occasionally get messages such as “File Access Denied” or “Update Conflict”. When running a Change Database the system displays the message “Please close any open database windows before proceeding and have all users log out of this database”. I have verified that no users are on the system by running the System Security User Status List, and no windows are open; how do I proceed?

When attempting to access a database the system indicates that the database is locked. I verified that no one is in the database with the System Security User Status List. What can I do to gain access to the database?

After completing a new installation of SalesCTRL 2000 and copying a database from an existing installation of SalesCTRL 2000, I find that there is no security, and am forced to add my user logins again. How can I avoid this on future installations?

After completing a new installation of SalesCTRL 2000 and copying a database from an existing installation of SalesCTRL 2000, I get the message “Choose initial Foxfire Preference Set” when attempting to access the Report Manager.

When installing the ODBC driver from the SalesCTRL 2000 CD to the terminal server the following error message is returned: “Setup could not open the file ODBCJI32.DLL it is in use by another application”

Does the Global Duplicate Contact Search utility compare duplicate records regardless of case? If the company name and contact name is capitalized in one database and lower case in another, will it recognize the records as duplicates?

Task Manager/Imports/Exports

How can I protect a task from modification by other users?

Is Task Manager a single user function?

I want to send an email message to a specific group of people; How do I use the Task Manager to do this?

How do I schedule a task to run at a later time?

How do I preview and edit contacts that a task will be run for before the task is run?

I have two tasks that must be run at the same time with different selection criteria. How can I run them together so I don’t have to run both tasks separately?

I defined a task to update a date field every time the task is run. Each time the task is run, I have to change the date; how do I set the task to default to today’s date?

What is the difference between the selection screens in Task Manager and Report Manager and where should I be entering my criteria?

I created an export file that I wish to import into Microsoft ExcelÔ. When I opened the export file in Excel, I am prompted if this file is delimited or fixed length. When the export definition was created, CSV format was selected, why am I being prompted for the format?

Automated Marketing

When printing a large group of letters through Automated Marketing, the printer stops before the print job is complete.

My Automated Marketing tracks are slow to process and my letters take a long time to print. Why is this happening?

Can I produce a report that historically displays contacts that have been moved from one track to another and on what date?

I had problems with my printer last night and my Automated Marketing letters never printed. When I choose “Run Marketing Tracks” the system tells me there is nothing to print. What do I do now?

My Automated Marketing letters print to a multi- tray printer. Can I print the first page to tray 2, and all subsequent pages to tray 1?

My Automated Marketing reports print to a multi tray printer. Can I send my reports to a specific tray?

Company/Contact/Activity

How do I combine activity for duplicate companies or contacts?

In Admin, Utilities, choose one of the Duplicate ID Processes. Specify match criteria to identify duplicate records. The duplicate records will display and you will be prompted to choose the record to be marked for deletion.

When processing is complete, a task must be run to actually delete the records the utility marked for deletion. The tasks DUPCOMP1 and DUPCOMP2 are used in conjunction with the company utility, and DUPCONT1 and DUPCONT2 are used in conjunction with the contact utility. If these tasks do not exist in your database they may be transferred from the DEMO database using Maintenance, Transfer, Tasks. The system automatically combines activities from records marked as deleted with the records that are being retained.

How do I change the activity date from today's date to an alternate date?

When adding a new activity, press ESC prior to filling out the screen. Your cursor is positioned on the activity date field and several options are available. A double left click opens a calendar window, which allows you to select an activity date from a calendar. A single right click displays the select days window, which allows you to select a date based upon number of weeks or months from today’s date. You may also type the date.

Once the activity is saved, the activity date can’t be changed. If the date on a saved activity is incorrect, copy the activity and enter the correct date on the new activity.

How do I display activities for all contacts in a company?

In the activity screen, click on the box "View Company Activity".

I entered a contact that should have had it’s own unique company record number; instead, I assigned it to an existing company. How do I create a new company and transfer this contact and all related activities to the new company?

From the contact screen, press F9 to display the “Contact System Fields” window. In this window, is a check box to create a new company. If this box is checked, the system will create a new company record for this contact and all related activities will automatically transfer.

How can I find out how many company, contact and activity records I have on the system?

From the SalesCTRL Menu Bar, choose Help, About This Database. The “About SalesCTRL 2000” window will display and identify the number of records and additional database information.

When sending an email by double clicking on the contact email address field, no activity is added to the contact.

In Admin, Database Menu, Database Defaults, “Options” screen verify that the checkbox to add an activity when sending email is marked.

How do I assign the date and time to my activities as I enter them?

The activity date automatically defaults to today’s date. To change this date, hit the ESC key, then either type in a date or choose left or right click for calendar options.

In the activity comments, press [CTRL+ T] to add a timestamp to the activity comments.

I entered the year on all my activities incorrectly for several days. How do I change the year without affecting the month or day fields?

In Task Manager, add a new task; under selection, choose “fields” and enter the selection criteria. In the numbered area line 3, choose “UPDATE”. Click on the update button, on activity date “update?” field, select “+” or “-“ depending on if you need to subtract or add a number of years. In the “value to update” field, enter “??/??/##” Where ## indicates the number of years to add or subtract. If you entered the date of 2010 rather than 2000, in the “update?” field you would input “-“ and in the “value to update” field you would input “??/??/10”

Lookups

How do I perform a search for a contact based upon a specific field such as last name?

Position your cursor over a field caption, if a magnifying glass appears, the field is a search or lookup field. Double click on the caption, and a quick lookup screen appears. The search mechanism is key sensitive so type in your search criteria, and press the Return or Enter key or double-click on the record you wish displayed. You can change the search order by double-clicking the left mouse button on the field heading.

How do I change a standard or custom field into a quick lookup or search field?

Backup your SalesCTRL data and programs. Have everyone log out of the database and close all database windows. Go to Admin, Database Menu, Sort this Database. From the available fields list, double click on the field you wish to add to move it to the selected fields window. Proceed through the utility by clicking Next twice and then Finish.

Open the database. The cursor should change to a magnifying glass when moved over the selected field’s caption.

How do I remove an item from my "To Do List"?

Double click on the activity from the To Do List, and complete it by clicking on Complete. You can also remove the item from the list by removing the follow-up date and the follow-up code but this is advisable only if the follow-up date and code fields were entered by mistake

How do I add fields to a query result screen?

Highlight the query to modify, click on Change, then on Advanced. Double left mouse click a field in the “Available Fields” window to move it to the “Selected Fields” window. The fields in the “Selected Fields” window will display in order of occurrence on the query display.

How do I add fields to the quick lookup or search screens?

The magnifying, or “quick lookup” screen can’t be edited since the display varies depending upon the search field. However, on the company and contact screens, you may access the “one-line display” search screens labeled “…” to the right of the contact drop down box. To add additional fields to this screen, go to Admin, Database Menu, Sort This Database. The second and third screens allow you to add fields to the list of selected search fields.

Report Manager

How do I use an existing report as a base for another report?

Highlight the original report in Report Manager, choose Edit and then Save As. When the system prompts for a report name, specify a new report name. Modifications may now be made to the new report.

I created a report and made custom changes through Output, Customization Edit. I want to add information to the report but get the message “This request uses a customized report-form layout.”

Once cosmetic modifications have been made in the Report Manager, Output, Customization Edit screen, the system recognizes that a custom layout exists for the report and requires that changes applied in the Report Manager screen also be applied to the custom layout screen.

When changes are applied to a report with a custom layout from the Report Manager screen, the system displays a warning message “This request uses a customized report-form layout. Customized layouts cannot be updated to reflect changes to the request. If you make changes, Foxfire! Will prompt you with options for adjusting the layout to match Continue Explain Cancel”. Selecting Continue, applying the changes and pressing Return to continue, causes the system to prompt the following options: Auto format layout or Keep custom layout.

I upgraded and converted my data from SalesCTRL to SalesCTRL 2000. In SalesCTRL, I had to run all of my reports from within the Task Manager, is this still necessary?

Since selection criteria can be added in either program, it is not necessary to run reports out of the Task Manager. It is often easier to run the reports directly out of the Report Manager, where they were created.

If you have multiple reports to run at the same time as in month end; or if you wish to run the report with a mass mailing of letters, faxes or emails, you may choose to run the reports through the Task Manager.

How do I define a report for all contacts that have a purchase anniversary or birthday within a specific month regardless of day or year?

If fields for tracking product purchase date and contact birth date were defined and contain valid information, the reports can be defined. Create the reports to your specifications, leaving the filter criteria blank. Create a task by the same name and under selection, choose fields. On the selection criteria screen, add a statement line like “CONT purchase date EQ 12/??/????” or “CONT birthday EQ 01/??/????”. The field name specified in your selection statement should be the custom field defined to track the information. The question marks act as “wild card characters” enabling only the month to be specified.

My reports print to a multi tray printer. How do I send all reports to a specific tray?

In Report Manager, highlight a report, choose Edit, then choose Output. On the Output screen, there are three buttons labeled Options, select the second button. You should be on a screen titled “Printing Options for Reports and Labels”, select Modify. Change Source to “autoselect” or the appropriate tray. The “autoselect” setting should pull from the appropriate tray if the necessary printer drivers are installed for your printer. If you have a specific tray that you wish reports to print to, specify it. If this setting is to be applied to all reports, click on the Save Print Options as Default button, and the settings will be defaulted.

How can I round up a numeric field in a report?

The Foxfire Report Manager can perform almost any kind of calculation on a numeric field. Choose to add the numeric field to the report by double clicking on the field in the Data Items screen. Next, go to the Output screen, and choose Customization Edit. Double click on the field, and an expression dialogue box will appear with the field name in the top text box. Modify the text box as follows:

ROUND(P1F605*.001,0)

P1F605 indicates the field name, and .001 indicates what to round by, in this case 1000’s

Letter Wizard

In Letter Wizard, I selected, changed and saved a letter. When I printed the letter, it appears the changes weren’t saved. Why aren’t the changes being reflected on the letter?

Make sure that when changing a document through Letter Wizard, that you exit the Microsoft Word™ screen by minimizing the screen rather than clicking on X to exit.

How do I add an existing Microsoft Word™ document to the Letter Wizard?

Copy the existing document into the /SC97/LETTERS/"Database Name" directory. Next, go into Letter Wizard, choose Add, and enter the document name that was just copied into this database and press the Return or Enter key. The Letter Wizard will locate the document in the Letters directory and identify it to SalesCTRL 2000 using this name. The maximum character length for a Letter Wizard document name is 8.

How do I print labels for a group of people that I’m sending letters to?

First create the label request through the Report Manager to your specifications. Next, run both the letter and label request together in the Task Manager. The labels will then print out for the same group of people. If the letters have already been printed, you can remove the letters option from the task, leaving only the label selection. Verify that the field selection definition has not been changed since the task was run to print the letters. If the field selection definition is the same as it was when the letters were printed, then you may run the task.

The contact suffix field is not printing on my letters. I have defined my letter to use the merge codes address block 4 – 11. Why isn’t all of the information printing?

The problem is most likely due to the way the address blocks are defined. To modify the Address block definition; from the main SalesCTRL 2000 screen, choose Maintenance, Code Maintenance. Highlight the “Country” field in the “Field Name” window, and the country codes display on the right side of the screen in the “Code Description” window. Double click on the US country code, on the line for address block 4 add a space [AN] to the end of the line. Press F7 at the line for a listing of fields. Now when the letter prints, it should include the contact suffix field.

How do I secure a letter from being changed or viewed by other users?

Log into the SalesCTRL 2000 system with your user login. In Letter Wizard, highlight the letter and click on the protect button. Then, go into Admin, System Security, User Maintenance, Word Processing” tab, verify that the “view only this user’s documents” field is checked for all users that you wish secured from accessing this letter.

How do I set a letter up as a template for others to view and copy, but not edit?

In Letter Wizard, create the letter to your specifications. Next, on the “Setup Letter” tab change the “Owner” field to USER and click on the Protect button. This procedure will change the document to read only for all users.

When printing a large group of letters in Letter Wizard, my printer does not print all of the letters.

In Letter Wizard, highlight the letter and select the Change option from the “Setup Letter” tab. The Letter Wizard will now take you to the Microsoft Word™ screen. In the Microsoft Word screen, go to Tools, Options and click on the “Print” tab. Verify that the “Background printing” check box is blank. Now print the letter again for the same group of people and it should complete the process. The background printing option can cause a memory/resource overflow which in turn can cause the Letter Wizard to lose the end of a large print file.

When editing a letter in Letter Wizard if I get email notification from Microsoft Outlook, the “minimize function” no longer saves and closes the document. I get errors indicating that the document is still open. Why does this happen?

The Microsoft Outlook email notification feature can interfere with Letter Wizard if Outlook is using Microsoft Word as it’s text editor. To eliminate the problem, in Microsoft Outlook, choose Tools, Options, and click on the Mail Format tab. The “Use Microsoft Word to edit e-mail Messages” checkbox should be blank.

What data does address blocks pull and from where?

The definition of address blocks comes from Maintenance, Code Maintenance, “Country” code maintenance. Each country has it’s own set of guidelines for what prints in an address block. The printed data comes from the actual contact record. “Country” code maintenance displays codes that indicate to the system what data to pull. See below for a listing of what prints for the code “US” or United States.

Address Block 4 - Contains Prefix, First Name, Middle Initial, Last Name & Suffix

Address Block 5 - Contains Title

Address Block 6 - Contains Company Name

Address Block 7 - Contains Address Line 1

Address Block 8 - Contains Address Line 2

Address Block 9 - Contains Address Line 3

Address Block 10 – Contains City, State and Zip

Address Block 11 – Contains Country (Where applicable / Not for US)

My letters print to a multi-tray printer, can I print the first page of my letters to tray 2, and all subsequent pages to tray 1?

In Letter Wizard, highlight the document, click on the “Setup Letter” tab and click on the Change button. You will now be editing your document through Microsoft Word. Click on Page Setup, then click on the “Paper Source” tab. Make sure that the Paper Source for first page is set to tray 2, and the Paper Source for others is set to tray 1.

When I print one of my letters through the Letter Wizard, the font on the merged fields is different from the font in the body of the letter.

In Letter Wizard, highlight the document, click on the “Setup Letter” tab then click on the Change button. Check the “header type” field to the left of the font name field, this should be set to normal for all areas of the document. If it is not, highlight the entire letter, and change this field.

In isolated cases, usually when on a Windows NT workstation, the driver doesn’t install from the update CD. In this case, the driver needs to be manually added or modified. To check your system to see if this has occurred; from your desktop choose Start, Settings, Control Panel, double click on the ODBC Data Sources icon. On the User DSN tab, verify that you have a driver option Visual FoxPro Tables.

If the driver exists, double click on it to edit. The description may be left blank, the checkbox Free Table Directory should be checked, and the path should be filled in with your drive name and path to the programs (ex: F:\SC97). If the driver does not exist, it will have to be added using the information above.

After these modifications have been made, you will need to shutdown and reboot your machine. If after a reboot you continue to have problems, go back into Start, Settings, Control Panel, double click on the ODBC Data Sources icon. Remove the “dBASE files” Driver as it can conflict with the Visual FoxPro Tables.

When I go into Letter Wizard from one of my workstations, an error message, “OLE Dispatch Exception Code 0: Word was unable to open the data source” displays.

This error indicates that either the proper ODBC drivers have not been installed on the workstation, or the document was saved and closed in Microsoft Word rather than minimized.

ODBC drivers get installed when Microsoft Word is installed, but sometimes during the installation not all drivers are selected. The ODBC driver is important, as it allows Microsoft Word to recognize the Visual FoxPro files. Each SalesCTRL installation and update CD contains a valid ODBC driver. You must install the driver from the CD to the workstation.

If after installing the drivers, the error still displays, this suggests that the document was saved and closed in Word rather than minimized. To resolve, you must go into Change letter; when prompted for data source, switch to the \SC97 directory, and choose a .DBF file beginning with LET_{user initials}. Choose the Visual Fox Pro driver and minimize the document.

When I start Letter Wizard, the message “Class not Registered” is displayed.

The source of this error message is that an older version of three files exists on your system. The three files are OLEAUT32.DLL, COMCTL32.OCX and REGSVR32.EXE. They are located in the \WINDOWS\SYSTEM directory. Contact Advanced Concepts, Inc. and we will provide a current version of these files. To register the updated files, follow these steps:

On your Windows Task bar, select Start --> Programs --> MS-DOS Prompt and enter the following commands

C:\WINDOWS CD SYSTEM

C:\WINDOWS\SYSTEM REGSVR32 OLEAUT32.DLL

C:\WINDOWS\SYSTEM REGSVR32 COMCTL32.OCX

C:\WINDOWS\SYSTEM EXIT

Restart Windows.

When I attempt to start Letter Wizard, I get the message “Unknown Member P114 outline”. How can I eliminate this message and access my documents?

This message indicates that the outline for displaying documents was not found and needs to be created.

On your Windows Task bar, select Start --> Programs --> MS-DOS Prompt and enter the following commands

C:CD \WINDOWS\SYSTEM

C:\WINDOWS\SYSTEM REGSVR32 COMCTL32.OCX

C:\WINDOWS\SYSTEM EXIT

Restart Windows.

General/Installation/Utilities

Miscellaneous