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Rules |
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We have added Rules to the Linking Screen and
Call Screen so that you can ensure that important documents and phonecalls are
stored in all the right places. Setting up rules is easy and works
independently for both the Linking Screen and the Call Screen.
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Rules in the Linking Screen
When you use the Linking Screen to link a document, you can now apply
rules to the linking process in order to ensure that documents are linked
to all the right places. For example, if you are linking a Contract, you can
now apply rules to ensure that it is linked to 1 contact, 3 companies, 2 assets
and 1 job folder. This is really useful when you're linking important contracts
and documents because it reminds you of all the places you need to link it to.
Linking Rules can be set for any number of document types. These document types
appear in the Linking Screen above the box which lists all the places your
document will be linked to. If you aren't interested in applying rules then
select document (without rules) from the drop-list of document types -
this is the default choice and the only choice if Apply linking rules is
unticked in Setup.
If you have created rules for several different document types and you have
allocated target folders for the current document that you're about to link,
and then you realise that you have chosen the wrong document type, don't worry
- choosing a different document type will not lose all your allocated folders.
TCM will simply re-arrange them to fit the new document type that you
choose.
Rules in the Call Screen
Filing Rules for the Call Screen work in exactly the same way as for the
Linking Screen and apply to the context of a phonecall (or note, or meeting
minute). A context might be, for example, a phonecall concerning a contractual
query.
Filing Rules can be set for any number of phonecall contexts. These contexts
appear in the Call Screen under the File To tab above the box which
lists all the places your phonecall will be saved to. If you aren't interested
in applying rules then select non-specific matter (no rules) from the
drop-list of contexts - this is the default choice and the only choice if
Apply filing rules is unticked in Setup.
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Job Costing |
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We have expanded upon TCM's Customer Service
Management features by adding a Job Costing feature which applies to every Job
that you create in TCM. The new fields, which replace the Engineer's Hours
section of the Customer Service Management screen, allow you to specify the
hours worked of up to 5 engineers over any 15 day period (doesn't have to be 15
consecutive days, so it can cover 3, 5-day weeks), and also enter expenses for
each engineer on each day.
Here is a breakdown of what information can now be stored:
Up to 5 Engineers per job
For each Engineer, up to 15 days of Job Costing information;
For each Day, up to 3 time periods;
For each time period, up to 20 time types (normal, overtime etc) and up to 6
expense amounts (travel, accommodation etc)
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Job Associates |
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Each Job can now have up to 7 additional
Contacts or Companies associated with it. Associates are useful when you want
to link other people to a job such as Solicitors, Contractors, Suppliers and so
on. Associates of a Job are also added to the Link List when you link a
document or save a phonecall and choose a Job as one of the destinations. You
can copy the associates from another job into the current job to speed up the
process.
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Recording Telephone Calls |
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TCM now includes the ability to record your
telephone calls, either automatically or with a manual override, and then apply
audio compression before saving the recording as an attachment to the
phonecall. Our experiments show that using the DSP TrueSpeech codec which ships
with Windows XP you can store roughly 270 hours of recordings in a gigabyte -
bear in mind that an audio CD stores just 74 minutes in 640Mb!
Note that phonecall recording may require additional hardware (which can be
purchased directly from Apt Projects Ltd.), and a soundcard.
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Relational fields |
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TCM can now offer Relational fields (applies
to drop-list fields only). A relational field changes it's list of choices
depending on the value of another field within the same record. So for example
with an Asset, if you choose 'Ford' as the Make, then when you click Model you
will see 'Mondeo, Escort and Focus'. Choose 'Lotus' as the Make and in model
you'll only see 'Elise, Exige and Esprit'.
To make a drop-list field relational, simply double-click to edit its drop-list
contents in the Administrative & Database area of Setup, and tick the box
to Make this field relational. You can then choose which field will be related
to it, and tick the items that you want to appear depending on that related
field.
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Spell checker |
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It's been high on many people's wish-lists
for a long time, and we can now offer full spell-checking functionality to
compliment our Auto-Correct feature. TCM comes with UK, US and Canadian
dictionaries as standard (UK is the default), and the Spell Checker can be
accessed via the toolbar in the Call Screen, E-Mail Composition Screen, CSM
Screen, Template Editing Screen and E-mail Customisation screen in Setup.
You can set various options such as ignoring words in capitals, words
containing numbers (usually part-numbers or reference numbers), website
addresses and so on, as well as creating your own custom dictionaries.
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Changes to
CSM HTML fields |
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The following changes have been made to the
HTML fields which are used to create Job Sheets in the Customer Service
Management screen. If you are using this feature of TCM, check that your Job
Sheets are not affected and if they are, read the comments below. We have not
removed any HTML tags for backwards compatibility reasons, but we have added
additional tags to give you access to the new Hours and Expenses fields.
| DONEJOB_DATE |
Previously held: The earliest date in the
Engineer's Hours section.
Now holds: The earliest date in the Engineer's Hours section across all 5
Engineers. |
| DONEJOB_STARTTIME |
Previously held: The earliest time in the
Engineer's Hours section.
Now holds: The earliest time in the Engineer's Hours section across all 5
Engineers. |
| DONEJOB_ENDTIME |
Previously held: The final time in the
Engineer's Hours section.
Now holds: The most recent time in the Engineer's Hours section across all 5
Engineers. |
| DONEJOB_DATES |
Previously held: All dates when the Engineer
worked and the hours worked on each day.
Now holds: All dates when all Engineers worked but not the hours. Use the new
TIMESHEET tags instead. |
| DONEJOB_TOTALTIME |
Previously held: Sum of all hours worked.
Now holds: Sum of all hours worked for all Engineers. |
The table below shows the new tags that are now
supported.
| DONEJOB_TOTALEXPENSE |
Shows the sum of all expenses for all
Engineers. |
| DONEJOB_EXPENSETYPEx |
Shows the sum of all expenses for all
Engineers, split into each type (travel, accommodation etc.). TYPE1 corresponds
to the first expense type in the list, and so on. For a clearer description,
see the HTML Tags section. |
| DONEJOB_TIMETYPEx |
Shows the sum of all hours for all Engineers,
split into each type (normal time, overtime etc.). TYPE1 corresponds to the
first time type in the list, and so on. For a clearer description, see the
HTML Tags section. |
| SUMMARY_TIMESHEET |
Shows in HTML-format the same table as the
new Summary Table in the Engineer's Hours section of the CSM screen, just the
total hours for all Engineers. |
| SUMMARY_EXPENSESHEET |
Shows in HTML-format the same table as the
new Summary Table in the Engineer's Hours section of the CSM screen, just the
total expenses for all Engineers. |
| SUMMARY_TIMESHEET_EXT |
Shows in HTML-format the same table as the
new Summary Table in the Engineer's Hours section of the CSM screen, the total
hours for all Engineers and a breakdown of each time type. |
| SUMMARY_EXPENSESHEET_EXT |
Shows in HTML-format the same table as the
new Summary Table in the Engineer's Hours section of the CSM screen, the total
expenses for all Engineers and a breakdown of each expense type. |
| TIMESHEET_WKx |
Shows in HTML-format the same table as the
new Engineer's Hours Table in the Engineer's Hours section of the CSM screen,
the total hours worked for all Engineers in week x of the job. |
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