Name

Description

All Accounts in Current Filter

To affect all the Accounts in the current Search or Filter you have preset before clicking the assign function. It is also used when you want to affect all Accounts in that Area when no Search or Filter is applied beforehand.

Selected Accounts

Allows you to select specific Accounts to effect. Please note that the selection is page specific and you will need to carryout a new Assign for each page of results.

Number of Accounts

To affect a specific number of Accounts enter that number in the text box below the dropdown. If you would like this specific number of Accounts to be randomly selected from the list tick the Random Order box.

Action

Description

Action details

Data Allocation

Assign to an Owner

Update the Account(s) to have an Owner

Select the new Owner from the drop down list, or select one of the Postcode options. The postcode options are: 1. Entire code 2. First letters 3. Up to blank space. Set this up in Menu > Setup > Owners.

Assign to multiple Owners

The system will allocate the Accounts equally among the selected Owners. More

Select the specific Owners from the List.

Assign to Sales People

Update the Account(s) to have a Sales Person.

Either select the Sales Person name to assign to, or select one of the Postcode options. The postcode options are: 1. Entire code 2. First letters 3. Up to blank space. Import a list of sales person names and post/zip-codes in Menu > Setup > Sales people.

Include in Project

Update the Account(s) to have a Project.

Select the Specific Project from the List. More

Remove from Project

This option is only displayed when the Database Area is set to use Multiple Projects. Click here for information on Projects. Click here for information on Database Area settings.

The function will remove the selected Account(s) from the selected Project, it will also delete any data stored in Project Additional Fields.

Select the Project name from the dropdown list

Data Manipulation

Autoset time-zone (US ONLY)

Apply the time-zone to Accounts based on their telephone area code (US only). Click here for more information on time-zone calling.

You then select the US Telephone Area Codes option

Change account CustomerStatus

Update the Account(s) to have a Customer Status

Select the new Status from the drop down list.

Copy accounts

Duplicate Accounts into another Database Area. Accounts are not removed from the current Area.

Take care to ensure that Account numbers being copied are not already in the destination Database Area. If they are you can do an assign to renumber Accounts.

Select the Database Area from the drop down list.

Copy history - Check the box to also copy the contact history of each Account.

Copy field data

Copy data from one field to another within the current Area.

Select the Source field (to copy data from), and the Destination field (the field to copy data to).

Delete accounts

Permanently delete accounts within the current Area.

Select either: Accounts and contact names or Contact names only.

You will be asked whether the data is being deleted for privacy reasons. For more information about data deleted for privacy reasons, click here.

Move accounts

Duplicates Accounts into another Database Area - and then deletes the accounts in the current Area.

Take care to ensure that account numbers being copied are not already in the destination Database Area. If they are you can do an assign to renumber Accounts.

Select the Database Area from the drop down list.

Copy history - Check the box to also copy the contact history of each Account.

Renumber accounts

Renumber account numbers within the current Area.

Enter the starting number in the right hand text box and optionally enter a prefix in the left text box. The system will automatically increment the number for each account in the selection. Be careful to ensure that the new generated account numbers do not overlap with existing account numbers.

Reset accounts

This function cleans the selected accounts to return them to a state similar to data that has just been imported.

The options are:

Owner

Select the new Owner from the drop down list

Customer Status

Select the new Customer Status from the drop down list

Contact history

Clear contact history

Change log

Clear the account change log

Next Contact Date

Clear the callback/nextdate field

Notes and Additional Notes

Clear the Account Notes and Additional Notes fields

(Page tabs on the Account Details screen)

Script answers

Clear script answers for the selected accounts

Clear Must Call

Reset the Must Call flag. Click here for more information on the Must flag.

Set other field

Update a field with data within the current Area

Select the field to be updated from the drop down list and add the value you want to populate in the next field.

Telephone processing

Use one of the two options to manage telephone numbers.

Format numbers Use an x to represent a number position and include other characters as required (ie space, bracket/parenthesis) eg (xxx) xxx xxxxx

To clear all non-numeric characters enter: xxxxxxxxxxx

Telephone prefix Commonly a UK problem where spreadsheets remove the leading zero on telephone numbers. This option can insert a zero at the beginning if it is not there already.

Email / Mail Merge

Email campaign

Add Contacts to a Email Campaign. Click here for more information.

Create new campaign

Enter new campaign name

Select a template to model the new campaign on

Add to existing campaign

Select the campaign you created prior to doing this assign from the drop down

Special email address for fax/SMS

This is only used if using a email-to-fax or email-to-SMS service. Enter the merge fieldname and the rest of the service email address. For example: *mobile@textservice.com

Note: This can also be used to send emails using data in a field that is not the normal email address. For example, if you have secondary email addresses in the Additional Field 01, you can enter just: *addn01

Change status to

Select a status from the drop down list to change all selected accounts to, after creating the campaign.

Mail merge

The system will merge the selected document template (which must be a RTF, Rich Text Format file) and create a single file for download with one page per account merge. This can then be opened in a word processor and printed.

RTF document

Select the document to use as the merge template.

Change status to

Select a status from the drop down list to change all selected Accounts to, after creating the campaign.

Every contact

Select this option to merge every contact name individually. If not checked the system will merge with all the names selected in the current Account List filter. Use the filter and search options to select the contacts you need.

Add to history

If checked, the system will add a Contact History entry to each Account.

Misc

Calculate distance

To calculate the distance between the Postcode/Zipcode you enter and the Postcode/Zipcode in the Account then populate the selected field with the results.

Enter a UK or US postcode/zipcode and select a field to store the distance in miles from the Account to the postcode entered.

Two options are available:

1. Direct (as the crow flies) Gives a shorter less accurate result. There are no restrictions to the number of calculations.

2. Google maps. This gives the actual road distance between to the two locations. The number of accounts that can be processed is limited by your Google account.

TPS/Do Not Call check

To set a specific Owner, Customer Status or populate a field in Accounts which will tell you not to call these Contacts.

Prior to using this option you must have already imported a TPS/Do-Not-Call list (click here for more information).

Select the Owner and/or Status and/or Field to change in Accounts if the telephone number exists in the Do Not Call list.

The process checks the fields:

•Account telephone

•Contact telephone

•Contact mobile