This Chapter covers changes to Notes in Big Business 2.5 and recent additions to Big Business Documentation including:
• Minimize Suppresses Alerts
• Using Scheduled Notes
This Chapter covers Notes in Big Business and recent additions to Big Business Documentation including:
• Minimize Suppresses Alerts
• Using Scheduled Notes
Converting Contacts
You can use Contact Cards to keep track of potential clients or suppliers. Big Business lets you automatically convert Contact Cards into Customer or Vendor Cards when needed.
This Solution describes Converting Contacts to Customers or Vendors. (3093)
You probably use Contact Cards to keep track of potential clients or suppliers. Big Business lets you automatically convert Contact Cards into Customer or Vendor Cards.
When you convert a contact, a new Customer or Vendor Card is created and the Contact Card is deleted.
To convert Contact Cards:
1. In a Contact Card, click the Convert to Customer or Convert to Vendor button.
2. Click the Convert button in the confirmation dialog box that appears.
Big Business converts the Contact Card and displays the resulting Customer or Vendor Card.
Batch Delete of Contacts
This solution describes how to Batch Delete Contacts. If you need to correct an error from an import or delete contacts from prior years that are now out of date, use the Batch Delete tool to remove a group of contacts found with the Contact QuickSearch. (3411)
Big Business includes the ability to Batch Delete Contacts. Because this Delete is permanent, you should exercise proper caution in its use. Refer to the section on Employee Access Privileges for restricting Access to the Batch Delete tool. You may also want to Back Up your Company data file, or export the selection of Purchase Orders you are attempting to Delete, prior to deleting them.
To Batch Delete Contacts, using the Contact QuickSearch:
1. Find the Contacts you'd like to Delete.
Keep in mind that Contacts include the Additional Contacts for Customers and Vendors.
2. Click the Batch Delete tool to Delete all Contacts in the current List.
Big Business will display a confirmation dialogue offering to Continue or Cancel.
3. Select Continue to permanently Delete all Contact in the list.
If you select one Contact in the List and click Batch Delete, Big Business will display a dialogue with a choice of Deleting the selected Contact, Deleting all Contacts in the List, or Canceling.
Contact Batch Delete is particularly useful if you import a large number of Contacts as prospective Customers or Vendors. Using the Import Tag feature in Big Business, e.g. "Imported 12/25/98," or the QuickChange found in Contact QuickSearch can make easy work of keeping your prospect list.
Finding and Exporting Email Addresses
If you accumulate Email Addresses in Big Business, you may want to Find and Export them for use in another program. This Solution provides some tips for:
• Finding Customers, Vendors, and Contacts with Email Addresses
• Exporting them
This Solution provides the Search criteria for finding entries containing email addresses and using Save To Disk to export them. (6010)
Big Business includes an Email Address field on Customer, Vendor, and Contact Cards. There is also a Phone Label that reads, Email, for storing Email Address in one of the four Phone Number fields. Here are some examples using Customer Cards.
To Find Customers with Email Addresses:
1. Choose Find Cust from the Customer toolbar.
2. Use the Search: Email Address, Is Not Equal To, [blank]
3. Click the Find button (or type Return).
To Export the results from the Customer List:
1. Click Export.
2. Name and Save the export file in a convenient location.
Export writes a Tab-Text (tab delimited) file that can then be imported to another program. For example, in the Thunderbird email client program, you can choose Import from the Tools menu, choose Address Books, choose Text file, and choose Tab delimited on the Open dialog, then map the import fields. See your email program's Help for specifics on if and how it imports from text files.