Additional Functions—Exercises

Main Exercise

Purpose: The purpose of this lesson is to demonstrate the additional functions available for Definitions.

Windows:
Sales and Marketing Administrator main window

Default Value

You can see a specific user's default settings by following these steps:

  1. Click Definitions on the icon list and select the Activities table in the Tables pane.
  2. To add a default value to the End Date field, select the field in the Field List pane.
  3. On the Field Properties pane on the right, click the button to the right of the Default Values field.
  4. Default Value dialog box will be opened. In the Get default value for user list, click SALESANDMARKETING as the user you want to get a default value. .
  5. Click Get to view the users default values.
  6. Click OK and verify that the default values that are defined for a selected user in the middle section below, are displayed.

Note: The black dot in the Set default value for user(s) section, indicates that there are default values defined for the user(s). 

Specify default values:

  1. Click Definitions on the icon list and select the Activity table in the Tables pane.
  2. Select the End Date field in the Field List pane as the field you want to add a default value to.
  3. On the Field Properties pane on the right, click the button to the right of the Default field.
  4. The Default Value dialog box will be opened. In the Get default value for user list, select the local database user.
  5. In the Locked field, select No to unlock the field.
  6. In the Default Active field, select Yes to make default values active in order to specify a new default value. 
  7. In the Choose Default Value list, click Today's Date as the default value using  the arrow button on the right of the field.
  8. Depending on the value you select for a default value, the next field will display the type of the selected default value.
  9. In the + or - days field enter 7.
  10. In the Set default value for checked users area, select the user for the local database as the user to whom these default values should apply. (Make sure that you clear the default user check box).
  11. Click OK.

Note 1: In Sales and Marketing Client when a new activity is added to an account, the end date for the activity will always have a default start date + 7 days.

Dependency Values

  1. Click Definitions on the icon list and select the Opportunities table in the Tables pane.
  2. Click Table Properties on the top right pane or right-click and select Table Attributes.
  3. On the dialog box that appears, in the Controlling fields area, select the Status check box.
  4. Click OK.

Note: Both are single choice fields and respective option values need to be entered prior to the Dependent on Values setup.

  1. Select Order Value as the field you want to make dependent on specific value(s).
  2. In the Field Properties pane, click the button to the right of the Dependent on Values field.
  3. On the dialog box that appears, select Controlling Type as Mandatory.
  4. Select Status as the controlling field. Double-click on the Order Placed, Quoted and Confirmed Interest field names in the Values list or use the arrow buttons to move the field names.
  5. Click OK.

Note 1: In Sales and Marketing Client, when you add a new opportunity for an account, if the Status field is equal to Order Placed/Quoted/Confined Interest, you must enter a value in the Order Value field.

Note 2: The Group Operator area can only be used when more than one controlling field is used.

Option Dependency Enabled

  1. Click Definitions on the icon list and select the Contacts table in the Tables pane.
  2. Select the Salutation single choice field.
  3. Select Option Dependency Enabled in the Field Properties area by clicking the button to the right.
  4. On the window that appears, select Gender from the controlling field list.

Note: The gender must have been defined as a controlling field in the Table Properties area.

  1. In the Values area, click Female.
  2. Select the Dr, Miss, Mrs, Ms and Prof check boxes on the options on the right. These are the salutation options that will be available for a female contact.
  3. In the Values area, click Male.
  4. Select the Dr, Mr and Prof check boxes on the options on the right.
  5. Click OK.

Enabling Microsoft Outlook

  1. Click Definitions on the icon list and select the Activities table.
  2. In the Field List pane select the Outlook label.
  3. In the Field Properties pane on the right, select Entry ID in the Outlook field.
  4. In the Field List pane select the Start Date label.
  5. In the Field Properties pane select Start Time in the Outlook field.
  6. In the Field List pane select the End Date label.
  7. In the Field Properties pane select Stop Time in the Outlook field.
  8. In the Field Properties pane for the Activity label, select Subject in the Outlook field.
  9. In the Field Properties pane for the Account Name field, select Location in the Outlook field.
  10. In the Field Properties pane for the Contact field, select Body in the Outlook field.

Execute the transfer function:

Launch Application: Sales & Marketing Client

  1. Highlight an Activity, right-click and select Add in the Client program.
  2. Create your Activity.
  3. Select the Add to Outlook check box (which has been created in the above step-by-step procedure).
  4. Click OK to save.
  5. The Activity is now transferred to your Microsoft Outlook Calendar.

Open Localizer

  1. On the File menu, select Open Localizer to start the IFS Sales & Marketing Localizer.
  2. Select different upload methods:
  3. In IFS Sales & Marketing Localizer choose Import.
  4. Select type of import by selecting Browse.
  5. Select either the Overwrite existing data or Ignore constraint violation check box.
  6. In the Language Selection area, select the appropriate check box.
  7. Click Next.
  8. Click Finish to Import file.
  9. If there is more than one language file specified for the database, a new window will be displayed at log on. From this window, you can select a language you want to use.