Results CRM User Manual

A Guide to Using Results CRM Business Suite

Current through Results v9.4 released June 2009

 Table of Contents
Installation Instructions........................................................................................................................... 1
Basic (single-user) Installation ........................................................................................................................................ 1
Advanced (Network) Installation ..................................................................................................................................... 2
Data Installation .......................................................................................................................................................... 2
Program Installation .................................................................................................................................................... 2
How To Uninstall/Remove Results ................................................................................................................................. 3
Startup Options ................................................................................................................................................................ 3

System Overview....................................................................................................................................... 5
Accessing Results ............................................................................................................................................................ 5
Product Navigation .......................................................................................................................................................... 6

Data Management Centers ...................................................................................................................... 7

Overview of the Data Management Centers .................................................................................................................... 7
How to Conduct a DMC Search: ..................................................................................................................................... 8
How to Sort Information in the DMC:............................................................................................................................. 8
How to Adjust the Columns in the DMC:........................................................................................................................ 9
How to Rearrange Columns in the DMC:........................................................................................................................ 9
How to Change the Number of Records Displayed in the DMC: .................................................................................. 10
Option 1: From the Configuration Options Screen .................................................................................................. 10
Option 2: Directly from the Contacts DMC ............................................................................................................. 10
Tips for Conducting DMC Searches: ............................................................................................................................. 11

The Home Page ....................................................................................................................................... 12

How To View Home Page Items ................................................................................................................................... 12
How To Add Items To Your Home Page ...................................................................................................................... 12

Contacts .................................................................................................................................................... 13
How to Add a New Contact: .......................................................................................................................................... 14
Contact Screen Icons ..................................................................................................................................................... 15
How to Open an Existing Contact Record: .................................................................................................................... 16
Contacts: Groups and Categories .................................................................................................................................. 16
How to Add Group / Category to a Contact .............................................................................................................. 16
How to Perform Searches for Contacts within Certain Groups / Categories............................................................. 18
How to Add Groups / Categories .............................................................................................................................. 18
Contacts: Associates ..................................................................................................................................................... 19
How to Add an Associate Contact ............................................................................................................................ 19
How to Convert a Contact Record into an Associate Record.................................................................................... 19

Emailing Contacts................................................................................................................................... 20
To Email from a Contact Record: .................................................................................................................................. 20
To Email from the Contact DMC: ................................................................................................................................. 21

Duplicate Records and Combining Contacts ..................................................................................... 22

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 How to Search and Combine Duplicates Records: ........................................................................................................ 22
How to Combine Contacts as Associate Records: ......................................................................................................... 23

Calendar & Scheduling .......................................................................................................................... 26

To View the Calendar: ................................................................................................................................................... 26
To Schedule an Appointment/Activity: ......................................................................................................................... 28
Option 1: From the Main Menus .............................................................................................................................. 28
Option 2: From the Calendar .................................................................................................................................... 29
Option 3: From a Contact Record ............................................................................................................................ 29
To Change or Edit a Scheduled Appointment/Activity: ................................................................................................ 30
Option 1: From the Activity Data Management Center (DMC)............................................................................... 30
Option 2: From the Calendar .................................................................................................................................... 30
Option 3: From a Contact Record ............................................................................................................................ 30
The Workgroup Calendar: ............................................................................................................................................. 31
To View Another User’s Calendar: ........................................................................................................................... 31
To Schedule an Activity/Appointment for Another User: ......................................................................................... 32

Outlook Integration ................................................................................................................................ 33

Exporting into Outlook .................................................................................................................................................. 33
To Export an Individual Contact Record: ................................................................................................................. 33
To Export Individual Activities or Calendar Entries to Outlook:.............................................................................. 34
Importing From Outlook ................................................................................................................................................ 34
Importing Emails ....................................................................................................................................................... 34
Importing Contacts: ................................................................................................................................................... 35
Importing Contacts as Associate Records: ................................................................................................................ 35
Importing Appointments or Calendar Entries: .......................................................................................................... 36
The Outlook Integration Module ................................................................................................................................... 37
Searching for Outlook Emails In Results ....................................................................................................................... 38

Mass Updating Records ......................................................................................................................... 39

How to Update Fields Several Contact Records ............................................................................................................ 39
How to Add or Delete Groups on Several Contact Records .......................................................................................... 40
How to Add Activities or Service Orders for Several Contact Records ........................................................................ 42

Documents & Attachments .................................................................................................................... 44

How to Attach a Document to a Contact Record ........................................................................................................... 44
How to Link a Document to an Activity or Service Order ............................................................................................ 45

Sales Opportunities ................................................................................................................................. 47

How to Add a Sales Opportunity: .................................................................................................................................. 48
How to Open a Sales Opportunity: ................................................................................................................................ 50

Quotes ....................................................................................................................................................... 51
How to Create a Quote:.................................................................................................................................................. 51
How to Open an Existing Quote: ................................................................................................................................... 54
How to Print a Quote: .................................................................................................................................................... 54
How to Email a Quote: .................................................................................................................................................. 56
How to Convert a Quote to a Sales Order: ..................................................................................................................... 56

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 How to Convert a Quote to an Invoice: ......................................................................................................................... 57

Sales Orders ............................................................................................................................................. 59

How to Create a Sales Order:......................................................................................................................................... 59
How to Open an Existing Sales Order: .......................................................................................................................... 61
How to Print a Sales Order: ........................................................................................................................................... 61
How to Convert a Quote to a Full Invoice: .................................................................................................................... 63
Option 1: From the Sales Order Screen.................................................................................................................... 63
Option 2: From the Sales Order DMC ..................................................................................................................... 63
How to Convert a Sales Order to a Partial Invoice: ....................................................................................................... 64
Option 1: From the Sales Order Screen.................................................................................................................... 64
Option 2: From the Sales Order DMC ..................................................................................................................... 65

Service Orders ......................................................................................................................................... 67

To Create a Service Order: ............................................................................................................................................ 67
Option 1: From the Main Menus .............................................................................................................................. 67
Option 2: From a Contact Record ............................................................................................................................ 68
To Change or Edit a Scheduled Service Order: ............................................................................................................. 69
Option 1: From the Activity Data Management Center (DMC) .............................................................................. 69
Option 2: From a Contact Record ............................................................................................................................ 69

Mail Merge............................................................................................................................................... 70
Using Mail Merge .......................................................................................................................................................... 70
Creating a New Mail Merge Document ......................................................................................................................... 73
Using Templates to Create a New Mail Merge Document ............................................................................................ 76

Automated Processes .............................................................................................................................. 79

To Create a Process: ...................................................................................................................................................... 79
To Edit a Process: .......................................................................................................................................................... 80
To Activate a Process: ................................................................................................................................................... 83
Automatically Based on Contact Type:..................................................................................................................... 83
Automatically Based on Activity or Service Order Completion: .............................................................................. 83
Manually: .................................................................................................................................................................. 83

Projects & Contracts .............................................................................................................................. 85

How to Add a Project: ................................................................................................................................................... 86

Invoices ..................................................................................................................................................... 88
How to Add an Invoice: ................................................................................................................................................. 88
How to Open an Existing Invoice: ................................................................................................................................. 91
How to Print an Invoice: ................................................................................................................................................ 92
How to Email an Invoice: .............................................................................................................................................. 93
How to Mass Invoice: .................................................................................................................................................... 94

Payments .................................................................................................................................................. 96
To Apply a Payment ...................................................................................................................................................... 96
From the Contacts Screen ......................................................................................................................................... 96

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 From the Invoice Screen: .......................................................................................................................................... 97
How to Apply A Credit to an Invoice ............................................................................................................................ 99
How to Open an Existing Payment: ............................................................................................................................. 100

Products & Pricing ...............................................................................................................................102

How to Add a Product Line: ........................................................................................................................................ 102
How to Add a Product: ................................................................................................................................................ 102
How to Open an Existing Product:............................................................................................................................... 104

Expenses .................................................................................................................................................105
How to Add an Expense Category: .............................................................................................................................. 105
How to Add an Expense Type: .................................................................................................................................... 105
How to Add an Expense: ............................................................................................................................................. 106
From the Expense Data Management Center: ......................................................................................................... 106
From the Contact Screen ......................................................................................................................................... 107
How to Open an Existing Expense: ............................................................................................................................. 109

Timesheets ..............................................................................................................................................110
How to Change Timesheet Configuration and Security............................................................................................... 110
How to Add Time to Your Timesheet.......................................................................................................................... 110
From the Timesheet Module ................................................................................................................................... 110
From an Activity ..................................................................................................................................................... 111
How to Automatically Populate Your Timesheet ........................................................................................................ 111

QuickBooks Purchase Order Details .................................................................................................113

Reports ....................................................................................................................................................114
How To Preview or Print a Report:.............................................................................................................................. 114

Results Folders and Your Backup Strategy......................................................................................116

How to Backup Results................................................................................................................................................ 116
Organizing Your INI Files ........................................................................................................................................... 116

Importing Data ......................................................................................................................................117

From QuickBooks ........................................................................................................................................................ 117
From Outlook ............................................................................................................................................................... 117
From Other Sources ..................................................................................................................................................... 117

Exporting Data ......................................................................................................................................120

To QuickBooks ............................................................................................................................................................ 120
To Excel ....................................................................................................................................................................... 120
To Outlook ................................................................................................................................................................... 121

User Accounts ........................................................................................................................................122

To Add a User: ............................................................................................................................................................. 122
To Reset a User Password:........................................................................................................................................... 124
To Disable a Current User: .......................................................................................................................................... 124

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Security Group Maintenance .............................................................................................................. 125
Overview ..................................................................................................................................................................... 125
Assigning Users to a Group ......................................................................................................................................... 125
Menu Maintenance & Assignments ............................................................................................................................. 126

Configuration Options ......................................................................................................................... 129

Getting Familiar with the Configuration Screen .......................................................................................................... 129

Advanced / Named Searches ............................................................................................................... 131

Viewing Advanced/Named Searches ........................................................................................................................... 131
From the Home Page: ............................................................................................................................................. 131
From Each DMC: .................................................................................................................................................... 132
From any Reports Menu: ........................................................................................................................................ 134
Creating Advanced/Named Searches ........................................................................................................................... 134
From the Home Page: ............................................................................................................................................. 134
From a Data Management Center (DMC):.............................................................................................................. 137
Examples of Advanced/Named Searches: ................................................................................................................... 139
Editing an Advanced/Named Search ........................................................................................................................... 141

Ad-Hoc Reporting................................................................................................................................. 142

Creating an Ad-Hoc Report: ........................................................................................................................................ 142
To Edit an Ad-Hoc Report: .......................................................................................................................................... 145

Look Up Tables ..................................................................................................................................... 147

Drop-Down Overview ................................................................................................................................................. 147
Modifying LookUp Tables .......................................................................................................................................... 148
Accessing the Lookup Table Maintenance Screen .................................................................................................. 148
Editing a Lookup Table Entry ................................................................................................................................. 149
Adding a Lookup Table Entry................................................................................................................................. 149
Deleting a Lookup Table Entry ............................................................................................................................... 149
Replacing Code Values in Lookup Tables .............................................................................................................. 150
Merging Codes on Lookup Tables .......................................................................................................................... 150
Primary Lookup Tables ............................................................................................................................................... 152
Contact Types ......................................................................................................................................................... 152
Activity / Service Types .......................................................................................................................................... 154
Other Available Lookup Tables ................................................................................................................................... 157

Results QuickAdd Installation and Configuration.......................................................................... 159

Configuring Results Quick-Add for Windows ............................................................................................................ 159
Results Quick-Add Options ......................................................................................................................................... 160
Configuring Results QuickAdd for the Web (R4W).................................................................................................... 161
How To Uninstall Results Quick-Add ......................................................................................................................... 161
From Outlook XP and 2003: ................................................................................................................................... 161
From Outlook 2007 ................................................................................................................................................. 163
How To Install Results Quick-Add.............................................................................................................................. 165
From Outlook XP and 2003: ................................................................................................................................... 165
From Outlook 2007: ................................................................................................................................................ 166

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Inst allation Instructions
BASIC ( SINGLE-USER) INSTALLATION
The following instructions are for installing Results for the first time in a single-user or evaluation
environment.

1. Download and Run the “Full Release of Results® v9.3.203” (or most current) installation
program.

2. Proceed through the installation by following the on-screen prompts until the Destination
Location screen is displayed.

3. The default settings will install both the Program Files and Data Files to the same folder.
Click the Next button to accept the default settings and continue to the Installation Options
screen.

4. Click the Next button to accept the defaults. Follow the prompts to complete the
installation.

5. Once the installation is complete, Results can be run by either:

 Navigating to Start Menu->Programs->Results and clicking the Results menu item.
 Clicking the new “Results” icon on your desktop.

Note: Once you install the software, Login into Results with the User ID "ADMIN" (and
leave the Password blank), until you change the security settings and add users.

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ADVANCED (NETWORK) INSTALLATION

The following instructions are for installing Results for the first time in a network (multi-user)
environment.

Results can be installed on an office network where the data is centralized for access by multiple
users. To set up Results over a network, the Results data files must be installed in a central place,
such as a server (either dedicated or peer-to-peer shared drive), and the program files must be
installed on each PC that will be used with Results. It is recommended that the Data Installation is
performed first so that you can point to the data directory when the program is installed on each
station.
Data Installation

1. Run the Results Setup.EXE installation file and proceed to the Destination Location screen.

2. In the Destination Location, select "Data Files ONLY".

3. Verify that the Data Destination Folder is the desired path for the Results data files.
4. In the Installation Options, accept the default options.
5. Follow the on-screen prompts to complete the Data Installation.
Program Installation

Run the Program Installation for each PC that requires a copy of Results.

Warning: If you are installing the Results program on a server, for use with Terminal
Service or Remote Desktop, it is critical that you use the Add/Remove Program feature from the
Control Panel. Navigate to Start->Control Panel->Add/Remove Programs, to run Setup.

1. Run the Results Setup.EXE installation file and proceed to the Destination Location screen.
2. In the Destination Location, select "Program Files ONLY".
3. Verify that the Program Destination Folder is the desired path for the program files.
4. In the Installation Options, keep the default options.
5. Follow the on-screen prompts to complete the Program Installation.
6. Run the Results program. A Configuration screen is displayed that allows the database
administrator to modify the program options.

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 7. Modify the configuration so that the Results program points to the data files in their
centralized location.

HOW TO U NINSTALL/REMOVE RESULTS

To remove Results from a PC, use the Add/Remove Programs feature in the Windows Control Panel.
Navigate to Start->Control Panel->Add/Remove Programs. Select "Results" from the
Add/Remove list and click the Add/Remove button to uninstall Results.

Warning: If the Results data files are installed on the PC, then they are NOT removed from
the data directory as they may contain important information. These data files can be deleted
manually, if Results will not be reinstalled on the PC. The default location for these data files is
c:\Program Files\Results, unless the data files were installed in a different location.

STARTUP OPTIONS

Results can accept a variety of parameters that dictate program settings at startup. This feature can
be useful for administrators and users who need additional configuration options.

The most common use of this feature is to specify to Results which Results Configuration (INI) file
you want to use at Startup for each user. The Results Configuration file, located in the Results
application directory with a name of Results.INI by default, contains critical configuration settings
regarding the location of the Results database and user preferences for the use of the Results
program.

For example, if you decide to centralize all the user Configuration (INI) files on the server, you can
then copy the individual INI files to the Results Data folder on the server and use the –INI parameter
to tell the Results application where to load the Results Configuration file from by using:
“C:\Program Files\Results\Results.exe” -INI=R:\Results_Data\Results_JSmith.INI

To set these parameters, navigate to the Results program group (default location is Start-
>Programs->Results), right-click the Results icon, and click the Properties menu item. Add any
number of parameters (described below) separated by a space to the end of the Target field. For
example, a sample Target field may be:
“C:\Program Files\Results\Results.exe” -INI= R:\_INI\Results_JSmith.INI -NO_SPLASH

Supported parameters:
Parameter Example

-INI=<Configuration File> -INI=Results.INI (if No path is specified, then it assumes the EXE Path)

-MULTIPLE_SESSIONS Allows multiple copies of the Results.EXE to run concurrently

-FORCE_UPDATE If for some reason the automatic Results Structure Update check fails during an upgrade, use this
parameter to execute the Structure Update. Be sure to remove the parameter after a successful update.

-NO_SPLASH Disables the splash screen

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-DATAPATH=<Data Path> -DATAPATH=c:\Results\
If the -DATAPATH is the only parameter passed to Results, the program will act as if the following
parameters were also passed:
-DATA=<Data Path>+"Results.MDB"
-REF=<Data Path>+"ResultsRef.MDB"
-LIC=<Data Path>+"Results.LIC"

-DATA=<Main Data File> -DATA=Results.MDB (if No path is specified, then it assumes the Data Path)

-REF=<Reference File> -REF=ResultsRef.MDB (if No path is specified, then it assumes the Data Path)

-NO_DISPLAY_CHECK Bypasses the Color Resolution check of the PCs current display settings

-STARTUP_WIZARD Displays the Results Startup Wizard each time the application is opened

Warning: Parameters without an "=" should be used last in the parameter sequence.
Note: Parameters are not case-sensitive. Pass them in any order, separated with a space.

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Syst em Overview
ACCESSING RESULTS

1. Click the Results icon on your desktop: .

2. When the login screen appears, type your User ID and the Password. Click OK to continue.

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PRODUCT N AVIGATION
Results features two Main Menus that allow users to navigate to different modules within the
software. Based on preference, users can use the traditional Main Menu (available from the top of
the screen) or the left hand navigation bar.

Items under the Home Menu option will default to display information specific to the logged in user.
All other menu items will display general company information but can be filtered as desired.

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Data Management Centers
OVERVIEW OF THE DATA MANAGEMENT CENTERS
Each module within Results features a Data Management Center (DMC). DMCs allow users to
search, view and sort information relevant to each module. DMCs can be accessed by choosing
menu options where the word “Management” follows a module name i.e. Contacts Management,
Activities Management, etc.

Results offers the following Data Management Centers:

 Contacts
 Activities
 Sales Opportunities
 Quotes
 Sales Orders
 Documents
 Service Orders
 Projects & Contracts
 Expenses
 Invoices
 Payments
 Products & Pricing

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HOW TO CONDUCT A DMC SEARCH:

Each DMC will automatically populate with all database information. Users can conduct a search to
narrow the list of displayed information.

1. Open a Data Management Center. For example, to open the Contacts DMC, select Contacts
and then Contacts Management from either of the Main Menus. The Contacts Data
Management Center will appear.

2. Click the Standard Search tab.

3. Type in basic search criteria to filter your search. Note: You do not need to fill in all fields.
If more than one field is filled, all search criteria will have to apply in the displayed records.

4. Click the Apply Search button. A list of records meeting your search criteria will appear.

5. Double click on the record you would like to open.

HOW TO SORT INFORMATION IN THE DMC:

1. Conduct a search within a Data Management Center. (Refer to How to Conduct a DMC
Search.)

2. Choose the column heading that you wish to sort your information. Click the column heading
once to sort the information in ascending order; click the column heading twice to sort the
information in descending order.

The following figure shows data sorted by Last Name in descending order:

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HOW TO ADJUST THE C OLUMNS IN THE DMC:
1. Conduct a search within a Data Management Center. (Refer to How to Conduct a DMC
Search.)

2. Place your cursor between the two columns that you wish to adjust until your cursor turns to
a double arrow.

3. Click, drag, and adjust the column width as necessary or double click the column separator to
automatically resize the columns.

Note: Results will remember each user’s column width preference in each DMC and display it as
such every time the DMC is opened.

HOW TO REARRANGE COLUMNS IN THE DMC:

1. Open the appropriate Data Management Center.

2. Click once on the column heading of the column that you wish to move. Your cursor will
turn into a white arrow.

3. Drag and drop the column in the new location.

Note: Results will remember each user’s column display preference in each DMC and display it as
such every time the DMC is opened.

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HOW TO CHANGE THE N UMBER OF RECORDS DISPLAYED IN THE DMC:
Option 1: From the Configuration Options Screen

1. From either of the Main Menus, choose Tools and then Configuration Options.

2. On the General tab, enter a value from 50 – 1000 to represent the number of records
you would like to automatically display in your DMCs.

3. Click the Apply button. Your changes will go into effect when you exit the Configuration
Options screen and return to the DMC.

Option 2: Directly from the Contacts DMC

You can change the number of displayed records directly from the Contacts DMC by changing the
value of this field:

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TIPS FOR CONDUCTING DMC SEARCHES:
Tip 1: To search for a list of Contact IDs, enter a list of ID's separated by commas (1234, 2345).

Tip 2: To search for a range of Contact ID's, enter the range indicated by a colon (1111:2222).

Tip 3: The Address field in the Contacts DMC allows you to search on any portion of the Address
Line 1, Address Line 2, City, State, Zip and Country fields.

Tip 4: The following characters can be used in the Standard Search fields:

Small
Enterprise
Business Search Results
Searches
Searches
Any string composed of zero or more characters
* % Example: Entering “%” in the email standard search field will
return all records with a blank email address.
Any single character
_
? Example: Entering “_” in the email standard search field will return
(underscore)
all records that have at least one character in that field.
Any single character matching the specified set or range.
N/A [] Example: Entering “[ab]” in the email standard search field will
return all email addresses starting with “a” or “b”.
Any single character not matching the specified set or range.
N/A [^] Example: Entering “[^ab]” in the email standard search field will
return all email addresses other do NOT start with “a” or “b”.

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The Home Page
The Home Page shows each user a customized view of job-related information. By default, the
Home Page is set to automatically display when you sign into Results. However, you may also view
your home page by clicking “My Home Page” from either of the main menus.

HOW TO VIEW HOME PAGE ITEMS

1. Select the item you would like to view in detail.

2. Double click on a row to view the detailed information in a Data Management Center.
(Refer to the Data Management Center section for more details.)

OR

Highlight a row and click the button to view a list of the corresponding
records.

HOW TO ADD ITEMS TO YOUR H OME PAGE

Refer to the section on Advanced/Named Searches.

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Contacts
The contacts screen offers a central place to see all the aspects of your relationship with your
customers, prospects, employees, and vendors. In addition to basic contact information, you can
also see all activities, opportunities, invoices, payments, etc. that are associated with each account.

The figure below displays a contact screen for Dr. Anderson with Sidco Construction.

The top of
the screen
stores basic
information
about the
contact.

Tabs provide
specific
detail about
associated
items with
this account.

&

Tab Name What does it show about the contact?

Activities Past or future appointments, meetings, and tasks.

Emails Incoming or outgoing emails from the account.

Services Past or future Service Orders.

Quotes Associated Quotes.

Sales Opportunities Associated Sales Opportunities.

Projects Associated Projects or Contracts.

Docs/Link Associated documents and files such as proposals, contracts, images, etc.

© Results Software 2009 www.Results-Software.com Page 13

Tab Name What does it show about the contact?
Groups Associated groups or categories.

User Fields User Fields can have a different label for each Contact Type.

Associates An unlimited number of associates, contacts and addresses related to the main
Contact record. Each has their own contact record and related activities.
Notes Notes about the account. (Searches can be performed against contents of this
field.)
Financing YTD and history-to-date sales totals, payment terms and balance due.

Invoices Associated invoices.

Invoice Detail Purchased products and/or services.

Payments Payments against any invoice generated under this contact.

Products Displays specialty / custom Products for the Contact.

Expenses Tab Expenses associated with this contact.

HOW TO ADD A NEW CONTACT :

1. From either of the Main Menus, choose Contacts and then Add a Contact.

2. Type in a Full Name for your Contact.

3. To specify how you want the contact's name to appear in the system and on reports,
choose one of the Display Name options.

4. Enter the information that you would like included for the Contact.

5. Click the icon to save the record.

Field Definitions:
Contact ID: Results automatically displays a number that is unique to each Contact within the system.
Contact Type: Allows you to easily classify your contacts i.e. vendors, employees, prospects, etc.
Source: Allows you to track your marketing efforts. How / where did you meet this contact?

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 CONTACT SCREEN ICONS
Icons on the Toolbar:

Copy Save Cancel Lookup, Print Form Reports for Mail-Merge

the Changes Changes Cut & or Screen Contact with MS-
Record Paste Word

Add a
Record
Refresh /
Delete Redisplay Ad-Hoc Results Close / Help for
Record Record Reports Mail-Merge Exit this Screen

When the Contact record screen is displayed by clicking on the “Edit/View All” button on a DMC or
by clicking on the “Edit/View Records” button on the Home Page, two additional icons will appear
on the Toolbar of the Contact record:

Basic Add, Edit or Set

Search Named Search

Icons on the Contact Screen:

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HOW TO OPEN AN EXISTING CONTACT RECORD :

1. From either of the Main Menus, choose Contacts and then Contacts Management. The
Contacts Data Management Center will appear.

2. Click on the Standard Search tab.

3. Type in basic search criteria to filter your search. Note: You do not need to fill in all fields.

4. Click the Apply Search button. A list of contacts meeting your search criteria will appear.

5. Double-click on the Contact record you would like to open.

CONTACTS: GROUPS AND C ATEGORIES

How to Add Group / Category to a Contact

1. From the Contact Record (Refer to How to Open an Existing Contact Record),
navigate to the Groups tab.

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 2. Click the Rapid Add button.

4. Click the + icon next to the Group / Category you wish to expand. Place a checkmark next to
the appropriate categories / groups for this contact.

© Results Software 2009 www.Results-Software.com Page 17

 5. Click the Add Selected Groups / Categories button.

6. A message indicating how many Groups/Categories were added will be displayed.

7. Click OK.

How to Perform Searches for Contacts within Certain Groups / Categories

1. From the Contacts DMC, click on the Advanced / Named Search Options button.

2. Click on the Search by Multiple Groups/Categories button.

3. Click the + icon next to the Group / Category you wish to expand. Place a checkmark
next to the categories / groups that you would like to include in your search.

4. At the bottom of the screen, select whether you would like your search to identify
contacts in any or all of the Groups / Categories selected.

5. Click the Search for Selected Groups / Categories button.

6. The DMC will return all records that fit your search criteria.

How to Add Groups / Categories

1. From either of the Main Menus, choose the Tools menu, then Lookup Table
Maintenance, then Contact Lookup Tables and then Contact Group/Category
Codes.

2. Click the Add icon to add a new entry.

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 3. Click the icon to save the record.

CONTACTS: ASSOCIATES
How to Add an Associate Contact

1. From the Contact Record (Refer to How to Open an Existing Contact Record),
navigate to the Associates tab.

2. Click the Add button.

3. Type in a Full Name for your Contact.

4. To specify how you want the contact's name to appear in the system and on reports,
choose one of the Display Name options.

5. Enter the information that you would like included for the Contact.

6. Click the icon to save the record.

How to Convert a Contact Record into an Associate Record

You can convert a Contact Record into an Associate Record for another Contact using the Combine
Records feature. Please refer to the Duplicate Records and Combing Contacts chapter for more
information.

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Emailing Contact s
TO EMAIL FROM A CONTACT RECORD:
1. Open the appropriate contact record.

2. Click the email icon next to either the Primary Email or Add’l Email fields.

3. Compose your email and choose the appropriate options at the bottom of the message that
allow you to create or edit Activity Records, add attachments, or save the email as a
document.

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 4. To send immediately, click the Send Now button or, for further editing, click the Open
in Outlook button.

TO EMAIL FROM THE C ONTACT DMC:

1. From either of the Main Menus, choose Contacts and then Contacts Management. The
Contacts Data Management Center will appear.

2. To narrow the list of records displayed, click on the Standard Search tab and perform a
search for the records you would like to access.

3. Place a checkmark next to each contact you would like to include in the email.

4. Click the Email button at the bottom of the DMC. An email addressed to the identified
contacts will open.

5. Compose your email and choose the appropriate options at the bottom of the message that
allow you to create or edit Activity Records, add attachments, or save the email as a
document.

6. To send immediately, click the Send Now button or, for further editing, click the Open
in Outlook button.

© Results Software 2009 www.Results-Software.com Page 21

Duplicate Records and Combining Contacts
HOW TO SEARCH AND C OMBINE DUPLICATES RECORDS:
1. From the Contacts DMC, click on the Advanced Search Tab.

2. Select one of the duplicate checking options and click “Apply Search”:

3. The screen will show duplicates grouped together:

4. In the first row, identify the primary record that you’d like to keep by placing a check next to
the Contact ID. The information for this record will turn green, indicating that this is the data
that will be preserved.

5. Review the information displaying for the other contacts. If you’d like to preserve a particular
field from a contact other than the identified primary, place a check next to that field. The
information there will turn green, indicating that is the information that will be preserved.
Note: You can select more than one Remarks, Notes and User fields. The content from each
of the Contact records will be combined and preserved in the final/surviving Contact record.

6. Edit any incorrect data directly from this screen by clicking in the cell of the surviving data.
Note: The Notes field cannot be edited in this way.

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 7. Once all the selections are made, click Combine the Records to combine all the listed
contacts into a single record. The surviving record will merge information from all of the
contacts and will automatically update the Finances Tab with the Year-to-Date, History-to-
date, and Due. In addition, information from the following tables will be combined:
Activities, Emails, Service/Work Orders, Contact Associates, Groups & Categories,
Documents & Links, Quotes, Sales Opportunities, Sales Orders, Purchase Orders, Projects,
Invoices, Payments, Products, and Expenses.

HOW TO COMBINE C ONTACTS AS A SSOCIATE RECORDS:

When combining Contacts, you can select a primary contact and save the other contacts as Associate
records of the primary contact. For example, if you have three contact records with the same
Company Name but each has a unique individual name, phone numbers and email address, you can
move two of the contacts to Associate records of the main/surviving record.

© Results Software 2009 www.Results-Software.com Page 23

 1. From the Contacts DMC, click on the Advanced Search Tab.

2. Select one of the duplicate checking options and click “Apply Search”:

3. The screen will show duplicates grouped together:

4. In the first row, identify the primary record that you’d like to keep by placing a check next to
the Contact ID. The information for this record will turn green, indicating that this is the data
that will be preserved.

5. In the second row, place a checkbox next to the Contacts you would like to keep as Associate
Records.

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 6. Next to the checkbox in the second row, type in the Associate Type.

7. Click the Combine the Records button.

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Calendar & Scheduling
The Calendar displays meetings, activities and tasks that have been scheduled in Results. Calendars
can be viewed in daily, weekly, monthly, planning or tasks views.

TO VIEW THE C ALENDAR:

1. Click Calendar/Scheduling from either of the Main Menus.

2. Choose to view the calendar in one of five ways:

Daily View:

Weekly View:

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 Monthly View:

Planning View:

Tasks View:

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TO SCHEDULE AN APPOINTMENT/ACTIVITY :
Option 1: From the Main Menus

1. From either of the Main Menus, click Calendar/Scheduling and then Schedule an
Appointment / Activity.

2. The Activity Detail screen appears.

3. Choose the Type of activity you would like to schedule.

4. If the Activity is considered a priority, change the priority to Yes.

5. Fill in the appropriate Start and End date and times.

6. Fill in a Description for the Activity. (This is what will appear on your Calendar.)

7. To link a Contact to this Activity, navigate to the Links tab. Click the binoculars icon.
Choose the Contact that is associated with this record by double clicking on the Contact’s
name. You will be returned to the Activities Screen.

8. To identify if you would like the activity to appear in your calendar or to schedule a
reminder alarm or recurring activity, navigate to the Calendar tab and choose the
appropriate options.

9. Click the icon to save the record.

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Option 2: From the Calendar

1. Click Calendar/Scheduling and then Daily View from either of the Main Menus.

2. Single-click in the time you would like to schedule your activity.

3. Type a description of the activity. Note: If you would like to access details of the
activity or view the Activity Detail screen, double click on your new calendar entry.

Option 3: From a Contact Record

1. From the Contact Record (Refer to How to Open an Existing Contact Record), navigate to
the Activities tab.

2. Select the Add button under the Activities tab.

3. The Activities Detail screen will appear. Please refer to Option 1 in this section for
instructions on how to complete this screen.

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TO CHANGE OR EDIT A SCHEDULED APPOINTMENT/ACTIVITY:
Option 1: From the Activity Data Management Center (DMC)

1. From either of the Main Menus, choose Calendar / Scheduling and then Activities
Management. The Activities Data Management Center will appear.

2. Type in basic search criteria to filter your search. Note: You do not need to fill in all fields.

3. Click the Apply Search button. A list of activities meeting your search criteria will appear.

4. Double click on the Activity record you would like to open.

5. The Activity screen will appear. Edit the information as necessary.

6. Click the icon to save the record.

Option 2: From the Calendar

1. From either of the Main Menus, choose Calendar/Scheduling and then Daily View.

2. Single-click on the activity you would like to edit.

3. Type a new description for the activity or adjust the height of the displayed activity to alter
the time. Note: If you would like to edit details of the activity or view the Activity Detail
screen, double-click on the desired calendar entry.

Option 3: From a Contact Record

1. From the Contact Record (Refer to How to Open an Existing Contact Record), navigate to
the Activities tab.

2. Highlight the Activity that you would like to edit.

3. Click the Edit button under the Activities tab.

4. The Activities screen will appear. Edit the information as necessary.

5. Click the icon to save the record.

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THE WORKGROUP C ALENDAR:
The calendar can be filtered to view each user’s activities individually or all activities combined.
To View Another User’s Calendar:

1. Click Calendar/Scheduling from either of the Main Menus. Select which view you
would like to see in the calendar (Daily, Weekly, Monthly, etc.).

2. The Calendar will open. From the top of the screen, select the User name of the
Calendar you would like to view.

OR

To view All User activities, select All Users from the drop down.

Note: If All Users are chosen, the displayed calendar activities will indicate the assigned User as
follows.

© Results Software 2009 www.Results-Software.com Page 31

To Schedule an Activity/Appointment for Another User:

Option 1: From the Main Menu

1. From either of the Main Menus, click Calendar/Scheduling and then Schedule an
Appointment / Activity.

2. The Activity Detail screen appears. Refer to How to Schedule an Appointment/Activity

for information on how to complete this screen.

3. To assign or schedule someone else for this activity, select the User’s name in the
Assigned To field.

4. Click the icon to save the record.

5. When someone other than the logged in User is assigned an activity, the following
message will appear:

Note: Refer to the Configuration Options, to set this option.

6. Click Yes to email the assigned user information about the new activity; click No to
disregard this message.

Option 2: From the Calendar

1. From either of the Main Menus, choose Calendar/Scheduling and then Daily View.

2. Your calendar will open. From the top of the screen, select the User name of the person
you would like to schedule for an activity.

3. The other User’s Calendar will display. Single click in the time you would like to
schedule your activity.

4. Type a description of the activity. Note: If you would like to access details of the
activity or view the Activity Detail screen, double-click on your new calendar entry.

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Outlook Integrat ion
Outlook integrates with Results to perform three main functions:
 Sending Emails
 Copying Contact Information
 Searching for Outlook Emails from Results
 Saving Emails Under Contact Records

EXPORTING INTO OUTLOOK

To Export an Individual Contact Record:

1. From the Contact Record, click the Outlook icon:

2. Outlook will automatically create a new contact with contact’s main information.

3. Save & Close the Outlook record to save it to your Outlook Address Book.

© Results Software 2009 www.Results-Software.com Page 33

To Export Individual Activities or Calendar Entries to Outlook:

1. From the Activity Detail screen, click the Send to Outlook button:

2. A new appointment will automatically open in Outlook.

3. Save & Close the Outlook record to save it to your Outlook Calendar.

IMPORTING FROM OUTLOOK

Once Results QuickAdd is installed and configured on your computer, you can easily import emails,
contacts and appointments from Outlook into Results.
Importing Emails

1. In Outlook, highlight the email(s) that you want to import into Results.

2. Click the Results Quick Add button on your Outlook Tool bar.

3. A message will ask you if it is OK to transfer the selected email(s) into Results. Click OK.

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 4. An Activity Screen will open in Results with the appropriate Contact linked to the record. If
an Activity Type is not selected, choose the appropriate type. The text of the email is saved
under the notes screen in the activity record and the subject line is saved as the Description
field.

5. Click the icon to save the record.

6. Once saved, the email and any attachment associated with that email will be available as a
single document under the Links tab.

7. The email will also appear on the appropriate Contact Record under the Emails, Activities
and the Document/Links tab.

Importing Contacts:

1. From Outlook, highlight the contact(s) you would like to import. To highlight more than
one contact at a time, hold down the Ctrl key and click on each contact of interest.

2. Click the Results Quick-Add button, located in Outlook’s toolbar.

3. The selected contacts will be added to Results. New records will be created for new
contacts; records will be updated for current Results contacts.

Note: For easy identification, assign the new Results contacts a specific Contact Type.

Importing Contacts as Associate Records:

1. In Outlook, open the Contact record you would like to import into Results.

© Results Software 2009 www.Results-Software.com Page 35

 2. Select All Fields from the main menu. In the Select From field, choose All Contact
Fields.

3. In the Customer ID field, enter the Results ContactID of the Customer.

4. In the OrganizationalID field, enter “?”.

5. Save & Close the Outlook Contact.

6. The next time you Quick-Add that Outlook Contact record, it will appear as an Associate
record of the specified Contact.

Importing Appointments or Calendar Entries:

1. From Outlook, select one or more appointments you would like to import into Results.

2. Click the “Results Quick-Add” button:

3. All selected Outlook appointments are added as activity records in Results.

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THE OUTLOOK INTEGRATION MODULE
The Outlook Integration Module allows user to export a number of activities, contacts and/or
associate records from Results into Outlook. Users can either export all records or specific records
that are identified from an Advanced/Named Search.

To Use the Outlook Integration Module:

1. From either of the Main Menus, choose Contacts and then Outlook Integration. The
following screen displays:

2. Select the Outlook database that you wish to import the records into.

3. Place a check in the box(es) that apply the types of records you would like to export.

© Results Software 2009 www.Results-Software.com Page 37

 4. Click the drop-down next to the Select Records button to select from a list of
Advanced/Named Searches. Note: If you do not select an Advanced/Named Search, all
records from all users in the database will be exported into Outlook. Refer to the section on
Creating Advanced/Named Searches.

5. Click the Start Export to Outlook button.

SEARCHING FOR OUTLOOK EMAILS IN RESULTS

1. From either of the Main Menus, choose Contacts and then Contacts Management. The
Contacts Data Management Center will appear.

2. Type in basic search criteria to filter your search. Note: You do not need to fill in all fields.

3. Click the Apply Search button. A list of contacts meeting your search criteria will appear.

4. Double click on the Contact record you would like to open.

5. Navigate to the Emails tab and click the button.

6. Specify the Email search criteria.

7. Click the button.

8. Highlight the email that you’d like to import into Results and click the
button.

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Mass Updating Records
The Mass Update feature allows users to quickly update several selected contact records. Users can
update fields and Add or Delete contact records from Groups/Categories. In addition, users can
create Activities or Service Orders for the selected records.

HOW TO UPDATE FIELDS SEVERAL CONTACT RECORDS

1. From the Contact Management DMC, select the records you would like to include in the
Mass Update by placing a check in the boxes associated with the records you would like to
change.

2. Select the Mass Update button. The following screen appears:

© Results Software 2009 www.Results-Software.com Page 39

 3. Populate the fields that you would like to update among all the records displayed on the left
hand side of the screen.

4. Select the Update All Selected Contacts button.

5. All records will be changed to reflect the new information.

Note: When a Contact Type is updated, you can decide to trigger associated Processes for each
Contact record that is updated with the new Contact Type.

HOW TO ADD OR DELETE G ROUPS ON SEVERAL C ONTACT RECORDS

1. From the Contact Management DMC, select the records you would like to include in the
Mass Update by placing a check in the boxes associated with the records you would like to
change.

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 2. Select the Mass Update button.

3. Navigate to the Add or Delete A Group tab. The following screen appears:

© Results Software 2009 www.Results-Software.com Page 41

 4. Select the Group/Category you would like to add or delete from the contact records on the
left hand side of the screen. Fill out the other fields as necessary.

5. Select the Add this Group to instantly assign the selected contacts to a group/category or
select the Delete this Group to remove the selected contacts from a group/category.

6. All records will be changed to reflect the new information.

HOW TO ADD ACTIVITIES OR SERVICE ORDERS FOR SEVERAL CONTACT RECORDS

1. From the Contact Management DMC, select the records you would like to include in the
Mass Update by placing a check in the boxes associated with the records you would like to
change.

2. Select the Mass Update button.

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 3. Navigate to the Add Activity/Service Order tab. The following screen
appears:

4. Populate the fields for the Activities or Service Orders you would like to create for the
selected contacts.

5. Select the Add to Each Selected Contact button to create a similar Activity or Service
Order record for each of the selected contacts.

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Document s & Attachment s
Frequently accessed company documents or customer specific documents can be stored and
managed in Results.

HOW TO ATTACH A DOCUMENT TO A CONTACT RECORD

1. Open a Contact Record. (For more information, refer to How to Open an Existing Contact
Record.)

2. Navigate to the Docs/Links tab.

3. Click the Add button.

4. The Documents screen will appear with the Link Contact information.

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 5. Choose an appropriate Document Type.

6. If applicable, choose to link the document to a Project or Sales Opportunity by clicking the
binocular icon.

7. The Doc Date will default to today’s date. Change this field if necessary.

8. Type in a Description of the Document.

9. Select the Location Type, if different than the standard file location.

10. Click the Browse button to locate and select the file you wish to import into Results.

11. The Document Name box will auto-populate with the name of the attached document. If
necessary, change the information in this field.

12. If the attached document can also be used for Mail Merges, check the Mail Merge Doc box.

13. Click the icon to save the record.

14. Close the screen. The new document will appear under the Docs/Link tab of the appropriate
contact.

Note: In order for the document to be accessed by all Results users, it must be stored on your
network. If the document is stored on your local PC, it will only be available to you.

HOW TO LINK A DOCUMENT TO AN ACTIVITY OR SERVICE ORDER

1. From the Sales & Marketing menu, select Document Management.

2. From the Document Management Data Management Center, click the Add a Record
button.

3. The Documents screen will appear. Choose an appropriate Document Type.

4. If applicable, choose to link the document to a Project or Sales Opportunity by clicking the
binocular icon.

5. The Doc Date will default to today’s date. Change this field if necessary.

6. Type in a Description of the Document.

7. Select the Location Type, if different than the standard file location.

8. Click the Browse button to locate and select the file you wish to import into Results.

© Results Software 2009 www.Results-Software.com Page 45

 9. The Document Name box will auto-populate with the name of the attached document. If
necessary, change the information in this field.

10. If the attached document can also be used for Mail Merges, check the Mail Merge Doc box.

11. Navigate to the Linked Activities & Service Order tab and click the Add button.

12. Fill the out the Activities screen as described in the Activity and Service Order sections of
this manual. Click the icon to save the record and then close the screen.

13. You will return to the Documents screen. The new Activity or Service Order will now
display under the Linked Activities & Service Orders tab. Click the icon to save the
record.

14. Close the screen. The new document will appear under the Docs/Link tab of the appropriate
contact.

Note: In order for the document to be accessed by all Results users, it must be stored on your
network. If the document is stored on your local PC, it will only be available to you.

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Sales Opportunities

The sales opportunity module offers a central place to see detailed information about the sale
opportunities or prospects you are tracking. In addition to capturing general information and status,
you can track the specific status, activities, documents, notes and quotes associated with each
account.

The screen below displays a sample Sales Opportunity for installing a new IT network.

Top of the
screen
captures
general
information
about the
Sales
Opportunity.

Tabs provide
an area to
capture more
info about the
Sales
Opportunity
(optional).

Tab Name What does it show about the sales opportunity?

Activities Past or future appointments, meetings, and tasks.

Services Past or future Service Orders related to the Opportunity.

Activity Links A list of contacts that are associated with the activities listed on the Activity tab.

Opportunity Detail Captures information about the decision making process and estimates
associated with the Sales Opportunity.

© Results Software 2009 www.Results-Software.com Page 47

Quotes Associated Quotes. (You can also add, edit or sort from this tab.)

Doc/Links Associated documents and files such as proposals, contracts, images, etc.

Notes Notes about the Sales Opportunity. (Searches can be performed on the
contents of this field.)

HOW TO ADD A SALES OPPORTUNITY :

1. From either of the Main Menus, choose Sales & Marketing and then Create a Sales
Opportunity.

2. The Opp Code will be filled out for you based on what is defined in the Configuration
options. (Refer to How to Change Configuration and Set Up Options.)

3. In the top portion of the screen, enter the information that you would like included in the
Sales Opportunity.

4. To link a Contact to this opportunity:

a. Type in the Contact ID.

OR

b. To search for a contact, click the binocular icon . The following screen will
appear:

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 Once the search results are displayed, double click on the entry you wish to link to the
Sales Opportunity OR click the magnifying glass icon to search for a specific record.

5. To link an associate record to the Sales Opportunity, type in the Associate ID or click the
binocular icon and follow the steps described above for searching for records.

6. After returning to the Sales Opportunity, click the icon to save the record.

© Results Software 2009 www.Results-Software.com Page 49

HOW TO OPEN A SALES OPPORTUNITY:

1. From either of the Main Menus, choose Sales/Marketing and then Sales Opportunity
Management. The Sales Opportunity Data Management Center will appear.

2. Type in basic search criteria to filter your search. Note: You do not need to fill in all fields.

3. Click the Apply Search button. A list of contacts meeting your search criteria will appear.

4. Double-click on the Sales Opportunity you would like to open.

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Quotes
The quotes module offers the ability to create, edit and send quotes.

HOW TO CREATE A QUOTE:

1. From either of the Main Menus, choose Sales & Marketing and then Create a Quote.
The figure below displays the Quote screen.

2. Select a Contact from the dropdown menu or click the Add icon to create a new Contact
record.

3. The selected or added Contact will automatically populate the Bill To and Ship To
addresses. To change either of these, click the respective buttons. A list of Associate
records for the selected Contact will appear. Double-click the desired address.

4. Fill in appropriate information on the top portion of the Quote screen.

© Results Software 2009 www.Results-Software.com Page 51

 5. Click the icon to save the record. The buttons in the Quote Detail part of the screen
will now become available.

6. Choose one of the following ways to add line items to the quote:

a. To quote items at list price: Click the Rapid Add button and select the products
you would like to have appear on the quote. Change the quantity of items
displayed on the quote in the Qty column associated with the product you would
like to add. Click the Add Selected Products button. Click the Exit button when
finished. Note: To change the quantity or the price of any added item, highlight
the item in the Quote Details grid and click the Edit button.

b. To add an item with a price other than the default price: Click the Add
button to open the Quote Line Items screen. Select a Product from the drop
down and change other fields on the screen as necessary. Click the icon to
save the record. To add another line item, click the Add icon and repeat this step
as necessary. Close the screen when you have added all line items.

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 7. When you are done adding line items, click the icon to save the Quote.

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HOW TO OPEN AN EXISTING QUOTE:

1. From either of the Main Menus, choose Sales & Marketing and then Quote Management.
The Quote Management Center will appear.

2. Click on the Standard Search tab.

3. Type in basic search criteria to filter your search. Note: You do not need to fill in all fields.

4. Click the Apply Search button. A list of quotes meeting your search criteria will appear.

5. Double-click on the Quote you would like to open.

HOW TO PRINT A QUOTE:

1. From either of the Main Menus, choose Sales & Marketing and then Quotes Management.
The Quote Management Data Center will appear.

2. Double-click on the Quote you would like to open.

3. Click the Print this Quote button that appears on the upper toolbar. The following screen
appears:

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 4. Highlight the preferred layout for your quote.

5. Click the Print Report button at the bottom of the screen.

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HOW TO EMAIL A QUOTE:

1. From either of the Main Menus, choose Sales & Marketing and then Quotes Management.
The Quotes Management Center will appear.

2. Double click on the Quotes you would like to open.

3. Click the Print this Quote button that appears on the upper toolbar. The following screen
appears:

4. Highlight the preferred layout for your invoice.

5. Click the Email Quotes button at the bottom of the screen. An email addressed to the
primary contact will open and a PDF file of the quote will be attached. Note: Refer to How
to Change Configuration and Set up Options, to customize the contents of the email message.

HOW TO CONVERT A QUOTE TO A SALES ORDER:

1. From either of the Main Menus, choose Sales & Marketing and then Quotes Management.
The Quotes Data Management Center will appear.

2. Double-click on the Quotes you would like to open.

3. Click the Convert to Sales Order button that appears on the top of the screen.

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 4. A confirmation question will appear. Click “Yes” to continue with the quote conversion.

5. The confirmation message will appear with the Sales Order number. Comments indicating
the Sales Order number and date of transfer will be displayed to the right of the Remarks
field on the Quotes screen.

HOW TO CONVERT A QUOTE TO AN INVOICE:

1. From either of the Main Menus, choose Sales & Marketing and then Quotes Management.
The Quotes Data Management Center will appear.

2. Double-click on the Quotes you would like to open.

3. Click the Convert to Invoice button that appears on the top of the screen.

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 4. A confirmation question will appear. Click “Yes” to continue with the quote conversion.

5. The confirmation message will appear with the Invoice number. Comments indicating the
invoice number and date of transfer will be displayed to the right of the Remarks field on the
Quotes screen.

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Sales Orders
The sales order module offers the ability to create and edit sales orders. Sales Orders can be
converted into full or partial Invoices.

HOW TO CREATE A SALES O RDER:

1. From either of the Main Menus, choose Sales & Marketing and then Create a Sales
Order. The figure below displays the Sales Order screen.

2. Select a Contact from the dropdown menu or click the Add icon to create a new Contact
record.

3. The selected or added Contact will automatically populate the Bill To and Ship To
addresses. To change either of these, click the respective buttons. A list of Associate
records for the selected Contact will appear. Double-click the desired address.

4. Fill in appropriate information on the top portion of the Sales Order screen.

© Results Software 2009 www.Results-Software.com Page 59

 5. Click the icon to save the record. The buttons in the Sales Orders Details part of the
screen will now become available.

6. Click the Add button to open the Quote Line Items screen. Select a Product from the
drop down and change other fields on the screen as necessary. Click the icon to save
the record. To add another line item, click the Add icon and repeat this step as necessary.
Close the screen when you have added all line items.

7. When you are done adding line items, click the icon to save the Sales Order.

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HOW TO OPEN AN EXISTING SALES ORDER:

1. From either of the Main Menus, choose Sales & Marketing and then Sales Order
Management. The Sales Order Management Center will appear.

2. Click on the Standard Search tab.

3. Type in basic search criteria to filter your search. Note: You do not need to fill in all fields.

4. Click the Apply Search button. A list of quotes meeting your search criteria will appear.

5. Double-click on the Sales Order you would like to open.

HOW TO PRINT A SALES ORDER:

1. From either of the Main Menus, choose Sales & Marketing and then Sales Order
Management. The Sales Order Management Data Center will appear.

2. Double-click on the Sales Order you would like to open.

3. Click the Print this Sales Order button that appears on the upper toolbar. The following
screen appears:

© Results Software 2009 www.Results-Software.com Page 61

 4. Highlight the preferred layout for your quote.

5. Click the Print Report button at the bottom of the screen.

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HOW TO CONVERT A QUOTE TO A FULL INVOICE :
Option 1: From the Sales Order Screen

1. From either of the Main Menus, choose Sales & Marketing and then Sales Order
Management. The Sales Order Data Management Center will appear.

2. Double-click on the Sales Order you would like to open.

3. Click the Convert to Invoice button that appears on the top of the screen.

4. A confirmation question will appear. Click “No” to convert the entire Sales Order into an
Invoice.

5. A confirmation message will appear with the Invoice number.

Option 2: From the Sales Order DMC

1. From either of the Main Menus, choose Sales & Marketing and then Sales Order
Management. The Sales Order Data Management Center will appear.

2. Highlight the Sales Order you would like to convert to an Invoice.

3. Click the Convert to Invoice button that appears on the bottom of the DMC.

4. A confirmation question will appear. Click “No” to convert the entire Sales Order into an
Invoice.

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 5. A confirmation message will appear with the Invoice number.

HOW TO CONVERT A SALES ORDER TO A PARTIAL INVOICE:

Option 1: From the Sales Order Screen

1. From either of the Main Menus, choose Sales & Marketing and then Sales Order
Management. The Sales Order Data Management Center will appear.

2. Double-click on the Sales Order you would like to open.

3. Click the Convert to Invoice button that appears on the top of the screen.

4. A confirmation question will appear. Click “Yes” to create a partial Invoice from the Sales
Order.

5. The “Rapid Add Sales Order Products to an Invoice” screen will appear. Enter the desired
Invoice quantity in the first column.

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 6. Click the Add Selected Products button.

7. The confirmation message will appear with the Invoice number.

Option 2: From the Sales Order DMC

1. From either of the Main Menus, choose Sales & Marketing and then Sales Order
Management. The Sales Order Data Management Center will appear.

2. Highlight the Sales Order you would like to convert to an Invoice.

3. Click the Convert to Invoice button that appears on the bottom of the DMC.

4. A confirmation question will appear. Click “Yes” to create a partial Invoice from the Sales
Order.

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 5. The “Rapid Add Sales Order Products to an Invoice” screen will appear. Enter the desired
Invoice quantity in the first column. Refer to the “Ordered” Column and “Prev. Inv.”
Columns for reference.

6. Click the Add Selected Products button.

7. A confirmation message will appear with the Invoice number.

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Service Orders
TO CREATE A SERVICE ORDER:
Option 1: From the Main Menus

1. From either of the Main Menus, click Services & Projects and then Create / Schedule a
Service Order.

2. The Create / Schedule a Service Order screen appears.

3. Choose the Type of service order you would like to schedule.

4. If the Activity is considered a priority, change the priority to Yes.

5. The Taken By field will default to the logged in user. Change this field if necessary.

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 6. Fill out the appropriate information for the Taken By, Requested, and Activity Status
fields.

7. Fill in the appropriate Start and End date and times.

8. Fill in a Description for the Service Order. (This is what will appear on your Calendar.)

9. To link a Contact to this Activity, navigate to the Links tab. Click the binoculars icon.
Choose the Contact that is associated with this record by double clicking on the Contact’s
name. You will be returned to the Create / Schedule a Service Order screen.

10. To identify if you would like the activity to appear in your calendar or to schedule a
reminder alarm, navigate to the Calendar tab and choose the appropriate options.

11. To identify if the Service order is Billable, navigate to the Billable tab and choose the
appropriate options.

12. Click the icon to save the record.

Option 2: From a Contact Record

1. From the Contact Record (Refer to How to Open an Existing Contact Record), navigate to
the Services tab.

2. Select the Add button under the Services tab.

3. The Create / Schedule a Service Order screen will appear. Please refer to Option 1 in this
section for instructions on how to complete screen.

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TO CHANGE OR EDIT A SCHEDULED SERVICE ORDER:
Option 1: From the Activity Data Management Center (DMC)

1. From either of the Main Menus, choose Services & Projects and then Service Order
Management. The Service Order Data Management Center will appear.

2. Type in basic search criteria to filter your search. Note: You do not need to fill in all fields.

3. Click the Apply Search button. A list of Service Orders meeting your search criteria will
appear.

4. Double click on the Service Order record you would like to open.

5. The Create / Schedule a Service Order screen will appear. Edit the information as
necessary.

6. Click the icon to save the record.

Option 2: From a Contact Record

1. From the Contact Record (Refer to How to Open an Existing Contact Record), navigate to
the Services tab.

2. Highlight the Service Order that you would like to edit.

3. Click the Edit button under the Services tab.

4. The Service Orders screen will appear. Edit the information as necessary.

5. Click the icon to save the record.

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Mail M erge
USING MAIL MERGE
1. Access the Mail Merge function from the Contacts DMC:

OR from an individual Contact Record:

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The following screen will display:

2. Select the document from the available list or click Templates and select a file from that
list.

3. Select one of the following buttons:

 Merge & Open – Merges the selected record and opens the document so it
becomes available for editing before printing.
 Merge & Print – Merges the selected record and sends directly to the printer.

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  Merge & Print All – Merges all of the records and sends to the printer.
 Merge & Email – Merges the selected record and sends via email.
 Merge & Email All – Merges all of the records and sends via email.

Note: If you proceeded with print or emailing, you will see the following screen:

4. Fill in the appropriate information and click OK.

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CREATING A NEW MAIL MERGE DOCUMENT
1. Access the Mail Merge function from the Contacts DMC:

OR from an individual Contact Record:

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 2. Select the Add a Document button.

3. The Results word processor will open. Type your letter/document.

4. To insert a mail merge field into the letter, navigate to the Insert menu and then Field. A list
of available fields will appear. Select the field that you would like to incorporate into your
letter. In the figure below, the user will be entering the Prefix Field into the letter.

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 5. When you are finished typing the document, click the Save icon.

6. Type in your File name and then click the Save button.

7. Close the Word Processor. The following screen will appear:

8. Enter a Description of the document and select the Document Type. If this document is
only intended for the Owner, check the Private box. Click OK.

9. The new document will now appear as a selection when you access the Mail Merge feature.

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USING TEMPLATES TO CREATE A NEW MAIL MERGE DOCUMENT
Results contains several Mail Merge templates that can be easily modified to support your
company’s specific information.

1. Access the Mail Merge function from the Contacts DMC:

OR from an individual Contact Record:

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© Results Software 2009 www.Results-Software.com Page 77
 2. Click the Templates button on the following screen:

3. A list of available template documents will appear. The selections will include a sample fax,
envelope, letter, etc.
4. Select the template that you want to modify and click the Copy/Replicate icon .

5. You will be given an option to create a new Document or Template from the selected
template.

6. You will be prompted to select a name for the Document or Template.

7. The Properties of a Document screen appears. Enter a unique Description of the new
Document or Template and make any additional changes as needed. Click OK.

You can now make any changes to the contents of the newly created Document or Template. (Refer
to the section on Creating a New Mail Merge Document.)

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Automat ed Processes
TO CREATE A PROCESS:
1. From either of the Main Menus, choose Tools and then Process Maintenance. The
following screen displays:

List of activities
List of current generated when
processes this process is
activated

2. Click the Add button in the toolbar.

3. Type in a Process Name and Description for the new process.

4. Click the Save icon in the toolbar.

5. To add steps to this process, select the Add button at the bottom of the screen. The
following screen appears:

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 6. Enter the following information for the activity:
a. Step Number
b. Activity Type
c. Days from Trigger
d. Override Priority (The default priority level is “Normal”.)

7. Each Activity within the process will automatically be assigned to the person/user that
activates the process. To override this default and assign the activity to a particular person,
select a value for the Override Assigned To field.

8. Click the Save icon in the toolbar.

9. Add additional steps to the process by clicking the Add icon in the toolbar and repeating
Steps 6-9.

10. When you are done adding activities to the process, close the screen.

TO EDIT A PROCESS:
1. Navigate to the Tools menu and then Process Maintenance. The following screen appears:

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 2. Select the process you would like to edit by double-clicking on the Process Name from
within the list of current processes.

3. The information associated with the process will appear on the right-hand portion of the
screen.

4. If necessary, edit the Process Name and Description. Click the Save icon in the
toolbar.
5. To add or edit steps to this process, select the Add or Edit button at the
bottom of the screen. The following screen appears:

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 6. Click the activity on the left-hand grid that you would like to edit or delete.

7. To edit an Activity, make changes as necessary and then click the Save icon in the
toolbar. (For more information on this screen, refer to the “To Create a Process” section.)

8. To delete an Activity, click the Delete icon in the toolbar.

9. Add additional steps to the process by clicking the Add icon in the toolbar. (For more
information on this screen, refer to the “To Create a Process” section.)

10. Click the Save icon in the toolbar.

11. When you are done editing activities in the process, close the screen.

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TO ACTIVATE A PROCESS:
There are three ways to activate a process:

 Automatically (based on Contact Type)

 Automatically (based on Activity or Service Order completion)
 Manually

Automatically Based on Contact Type:

Processes can be triggered automatically when the Contact Type is changed on the Contact screen.
Please refer to the Contact Types section in the LookUp Tables document.

Automatically Based on Activity or Service Order Completion:

Processes can be triggered automatically when an Activity or a Service Order is completed. Please
refer to the Activity Types section in the LookUp Tables document.

Manually:

Processes can be triggered manually from the Contacts DMC, a Contact record, a Sales Opportunity
record or a Project.

1. To activate a process from the Contacts DMC, highlight the record and click the Activate a
Process button:

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OR

To activate a process from the Contacts DMC, a Contact record, or Sales Opportunity record, open
the appropriate screen and click the Activate a Process button on the Activities Tab.

2. Select the process you would like to activate from the drop-down list:

3. Click the Trigger Process button. The activities associated with this process will now
appear under the Activities Tab. In addition, they will show up on the appropriate User’s
calendar or task list.

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Projects & Contract s
The project management module offers a central place to see detailed information about various
types of projects. In addition to capturing general information and status, you can track associated
activities, documents, notes resources and financial information (invoices, payments and expenses).

The figure below displays the Project & Contract screen.

Tab Name What does it show about the project?

Activities Past or future appointments, meetings, and tasks associated with this project.

Emails A list of all emails associated with the project.

Services A list of Service Orders associated with the project.

Activity Links A list of contacts that are associated with the activities listed on the Activity tab.

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Doc/Links Associated documents and files such as proposals, contracts, images, etc.

Notes Notes about the account. (Searches can be performed against the contents of
this field.)
Contract Details Financial information including costs, Gross Margin, invoicing totals, etc. Also
displays User Defined date fields.
Products Associated and custom products used with the project.

Resources Associated resources including who will be working on the project, the periods
of time, their billable rate and the default service/task performed.
Invoices Associated Invoices.

Invoice Detail Line items from the associated invoices.

Payments Payments received or applied to the associated invoices.

Expenses Expenses associated with this project.

HOW TO ADD A PROJECT:

1. From either of the Main Menus, choose Services & Projects and then Create a Project /
Contract.

2. The Project Code will be filled out for you based on what is defined in the Configuration
options. (Refer to How to Change Configuration and Set Up Options.)

3. In the top portion of the screen, enter the information that you would like included in the
Project.

4. To link a Contact to this opportunity:

a. Type in the Contact ID.

OR

b. To search for a contact, click the binocular icon . The following screen will
appear:

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 Type in relevant contact information for the contact you would like to link to this
project. Click Search. A list of contacts meeting the Search criteria will display.
Double-click on the Contact you would like to link to the Project.

5. After returning to the Project, Click the icon to save the record.

© Results Software 2009 www.Results-Software.com Page 87

Invoices
HOW TO ADD AN INVOICE:

1. From either of the Main Menus, choose Finances and then Create an Invoice. The
figure below displays the Invoice screen.

2. Select a Contact from the drop down menu or click the Add icon to create a new Contact
record.

3. The chosen Contact will automatically populate the Bill To and Ship To addresses. To
change either of these, click the respective buttons. A list of Associate records for the
selected Contact will appear. Double-click the desired address.

4. Fill in appropriate information on the top portion of the Invoice screen.

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 5. Click the icon to save the record. The buttons in the Invoice Detail part of the screen
will now become available.

6. Choose one of the following ways to add line items to the invoice:

a. To bill for completed services: Click the Load Billable Active button. All
completed, billable activities associated with this contact will be available to be
selectively loaded as line items on this invoice.

b. To bill for single items at list price: Click the Rapid Add button and select the
products you would like to have appear on the invoice. Click the Add Selected
Products button. Click the Exit button when finished.

c. To add more than quantity one of an item or to add an item with a price
other than the default price: Click the Add button to open the Invoice Line
Items screen. Select a Product from the drop down and change other fields on
the screen as necessary. Click the icon to save the record. To add another line
item, click the Add icon and repeat this step as necessary. Close the screen when
you have added all line items.

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 7. When you are done adding line items, click the icon to save the Invoice.

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HOW TO OPEN AN EXISTING INVOICE :

1. From either of the Main Menus, choose Finances and then Invoice Management. The
Invoice Management Center will appear.

2. Click on the Standard Search tab.

3. Type in basic search criteria to filter your search. Note: You do not need to fill in all fields.

4. Click the Apply Search button. A list of quotes meeting your search criteria will appear.

5. Double-click on the Quote you would like to open.

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HOW TO PRINT AN INVOICE:

1. From either of the Main Menus, choose Finances and then Invoices Management. The
Invoices Data Management Center will appear.

2. Double-click on the Invoice you would like to open.

3. Click the Print this Invoice button that appears on the upper toolbar. The following screen
appears:

4. Highlight the preferred layout for your invoice.

5. Click the Print Report button at the bottom of the screen.

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HOW TO EMAIL AN INVOICE:

1. From either of the Main Menus, choose Finances and then Invoices Management. The
Invoices Data Management Center will appear.

2. Double-click on the Invoice you would like to open.

3. Click the Print this Invoice button that appears on the upper toolbar. The following screen
appears:

4. Highlight the preferred layout for your invoice.

5. Click the Email Invoice button at the bottom of the screen. An email addressed to the
primary contact will open with a PDF version of the Invoice attached to the email message.
Note: Refer to How to Change Configuration and Set Up Options, to customize the contents
of the email message.

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HOW TO MASS I NVOICE:

1. From either of the Main Menus, choose Finances and then Mass Invoices. The Mass
Invoicing base on Billable Activities screen will appear.

2. Filter your search criteria by selecting the appropriate dates for the following fields:
a. Bill Through Cut-off Date
b. Bill Starting Date

3. Enter the date you would like to appear on the invoice in the Date to Show on Invoice field.

4. Select the other options on the top portion of the screen as appropriate for your company.

5. Click the Load Contacts into the Grid Below button. All contacts who have completed
billable activities will appear in the grid:

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 6. To view the activities before the invoice is created, push the View button associated with
each record.

7. If you do not want to invoice a particular contact, uncheck the box in the first column of the
grid that is associated with that record.

8. Press the Invoice Selected Contacts button. You will notice the Invoice ID, Invoice
Amount and Tax Amount columns of the selected records will now be populated.

9. To preview any of the invoices, push the View button associated with the record.

10. Press the Print Completed Invoices or the E-mail Completed Invoices button as
appropriate.

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Payment s
TO APPLY A PAYMENT
From the Contacts Screen

1. From the Contacts Screen, navigate to the Payments tab.

2. Click the Add button.

3. The Payments screen will display. The Contact ID will be populated.

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 4. Type in the Invoice # or click the search icon to browse invoices associated with this contact.

5. Enter the payment Amount, Date and Type.

6. Enter information for the Reference #, Batch #, Credit Card Expires, and Authorization #
fields as necessary.

7. If necessary, modify the Description.

8. Click the icon to save the Payment information.

9. To add another payment, click the icon and repeat Steps 4-8. Otherwise, close the screen
to return to the Contact screen.
From the Invoice Screen:

1. From the Invoice Screen, navigate to the Payments tab.

2. Click the Add button.

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 3. The Payments screen will display. The Contact ID and Invoice # will be populated.

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 4. Enter the appropriate payment Amount, Date and Type.

5. Enter information for the Reference #, Batch #, Credit Card Expires, and Authorization #
fields as necessary.

6. If necessary, modify the Description.

7. Click the icon to save the Payment information.

8. To add another payment, click the icon and repeat Steps 4-7. Otherwise, close the screen
to return to the Invoice screen.

HOW TO APPLY A C REDIT TO AN INVOICE

1. From the Invoice screen, click the Add button on the Invoice Details Tab.

2. Add a line item with a negative quantity.

Example: If you sold quantity 100 of “TILE01” and quantity 50 were returned, an
additional line item will be added to the original invoice reflecting product “TILE01” with a
quantity of -50. This will generate a “credit” on the invoice, reducing the Balance Due on
the invoice.

3. Click the icon to save your changes. Close the Product Line Items screen.

4. On the Invoice screen, navigate to the Payments tab and click the Add button.

5. Create a negative payment equal to the credit amount. (Refer to the Payment Module for
specific instructions on applying payments).

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HOW TO OPEN AN EXISTING PAYMENT :

1. From either of the Main Menus, choose Finances and then Payment Management. The
Payment Management Center will appear.

2. Click on the Standard Search tab.

3. Type in basic search criteria to filter your search. Note: You do not need to fill in all fields.

4. Click the Apply Search button. A list of quotes meeting your search criteria will appear.

Double-click on the Payment you would like to open.

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 Note: Payment records will show QuickBooks Import and Export dates as shown below:

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Product s & Pricing
HOW TO ADD A PRODUCT LINE:
1. From either of the Main Menus, navigate to Tools, Lookup Table Maintenance, and then
Product Lines.

2. Click the Add icon to add a new entry.

3. Fill out the Product Line and Description fields.

4. Click the icon to save the record.

HOW TO ADD A PRODUCT:

1. From either of the Main Menus, choose Finances and then Products & Pricing
Management. The Products & Pricing DMC will open.

2. Click the Add a Record button. The Add a Product screen appears.

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 3. Enter a Product Code for the product. Note: This will appear on all invoices and quotes.

4. Enter the appropriate information in the rest of the screen.

5. The Links tab provides an area to associate the product with specific contacts, projects or
suppliers. To link the product with any or all of these categories, click the appropriate
button, conduct a search for the record, and double-click the record you would like to link
back to the product.

6. The Invoice Details tab that will list the corresponding Invoice Line Items where a Product
has already been sold. It also displays the actual sales price.

7. The Reorder/Audit tab provides an area to keep detailed information on the reorder levels,
amounts and associated dates. Fill out information on this tab as appropriate.

8. The Notes tab provides an unlimited text field to store additional notes on the product. Fill
out this tab as appropriate.

9. Click the icon to save the record.

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HOW TO OPEN AN EXISTING PRODUCT:

1. From either of the Main Menus, choose Finances and then Product & Pricing
Management. The Product & Pricing Management Center will appear.

2. Click on the Standard Search tab.

3. Type in basic search criteria to filter your search. Note: You do not need to fill in all fields.

4. Click the Apply Search button. A list of quotes meeting your search criteria will appear.

5. Double-click on the Product you would like to open.

Note: Payment records will show QuickBooks Import and Export dates as shown below:

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Expenses
HOW TO ADD AN EXPENSE CATEGORY:
1. From either of the Main Menus, choose Tools, Lookup Table Maintenance, and then
Expense Category.

2. Click the Add icon to add a new entry.

3. Fill out the Expense Category and Description fields.

4. Click the icon to save the record.

HOW TO ADD AN EXPENSE TYPE:

1. From either of the Main Menus, choose Tools, Lookup Table Maintenance, and then
Expense Type.

2. Click the Add icon to add a new entry.

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 3. Fill out the Expense Type and Description fields.

4. Click the icon to save the record.

HOW TO ADD AN EXPENSE :

From the Expense Data Management Center:

1. From either of the Main Menus, choose Finances and then Expense Management. The
Expense DMC will open.

2. Click the Add a Record button. The Add an Expense screen appears.

3. Select an Expense Category and Expense Type.

4. If the expense is associated with a Results Contact, enter the Contact ID or click the
binocular icon to search for the contact. If a Contact ID is selected, the Paid To field will be
automatically populated.

5. If not previously populated, fill out the Paid To field.

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 6. Enter appropriate information into the Amount Paid, Paid (Date), Method, Reference #
(optional) and Description fields.

7. Fill out information on the rest of the screen as appropriate.

8. The Links tab provides an area to associate the expense with specific contacts, projects or
invoices. To link the product with any or all of these categories, click the appropriate button,
conduct a search for the record, and double-click the record you would like to link back to
the product.

9. The Notes tab provides an unlimited text field to store additional notes about the expense.
Fill out this tab as appropriate.

10. Click the icon to save the record.

From the Contact Screen

1. From the Contact Record, navigate to the Expenses tab. (refer to How to Open an Existing
Contact Record.)

2. Select the Add button under the Expenses tab.

3. The Add an Expense screen appears.

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 4. Select an Expense Category and Expense Type.

5. If the expense was paid to Results Contact, enter the Contact ID or click the binocular icon
to search for the contact. If a Contact ID is selected, the Paid To field will be automatically
populated.

6. If not previously populated, fill out the Paid To field.

7. Enter appropriate information into the Amount Paid, Paid (Date), Method, Reference #
(optional) and Description fields.

8. Fill out information on the rest of the screen as appropriate.

9. The Links tab provides an area to associate the expense with specific contacts, projects or
invoices. The Link Contact will be automatically populated. To link the Expense with a
Project or Invoice, click the appropriate button, conduct a search for the record, and double
click the record you would like to link back to the product.

10. The Notes tab provides an unlimited text field to store additional notes about the expense.
Fill out this tab as appropriate.

11. Click the icon to save the record.

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HOW TO OPEN AN EXISTING EXPENSE:

1. From either of the Main Menus, choose Finances and then Expense Management. The
Expense Management Center will appear.

2. Click on the Standard Search tab.

3. Type in basic search criteria to filter your search. Note: You do not need to fill in all fields.

4. Click the Apply Search button. A list of quotes meeting your search criteria will appear.

5. Double-click on the Quote you would like to open.

© Results Software 2009 www.Results-Software.com Page 109

Timesheet s
HOW TO CHANGE TIMESHEET C ONFIGURATION AND SECURITY
1. From either of the Main Menus, choose Tools, Security Maintenance and then User
Maintenance. Note: This option is only available to users with Administrative
rights.

2. Select the desired User from the left hand grid.

3. Navigate to the Timesheet tab.

4. Change the timesheet settings as needed, for all users:

HOW TO ADD TIME TO YOUR TIMESHEET

From the Timesheet Module

1. From either of the Main Menus, choose Time & Expense and then Timesheets.

2. Click the Modify Timesheets button to change the displayed User or Time Period that is
displayed. Click Show Timesheet to display the selected Timesheet screen.

3. If you need to add a new line item to your Timesheet, click the Add Entry Line button at the
bottom of the page. The following screen displays:

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 Add a Project Code, Contact ID and Activity Type for the Line Item you wish to add.
If desired, select a Product Code and fill out a Description. Click OK to have the Line
Item added to your timesheet.

4. Place your cursor in the field corresponding to the day and customer or project. Type in the
number of hours.

5. Click the Save button. Note: When saved, entries that are Green (New) or Red (Modified)
will become Black.

From an Activity

All completed activities will automatically display on the timesheet of the User that is identified in
the Assign To field on the Activity Detail screen.

Please refer to the Calendar & Scheduling Module for more information on Activities.

HOW TO AUTOMATICALLY POPULATE YOUR TIMESHEET

To pre-populate your timesheet, you can set up a series of recurring completed activities.

1. Navigate to the Activities Detail screen and fill out the appropriate information. (Please
refer to the Calendar & Scheduling Module for more information on Activities.)

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 2. Mark the Activity as Complete by placing a checkmark in the Completed field.

3. Navigate to the Calendar tab and click the Add / Edit Recurrence Options button.

4. Fill out information regarding the recurring activity as appropriate:

5. Click the Generate Recurrences button.

6. Click the icon to save your changes.

7. The timesheet of the User identified in the Assigned To field will be populated with the
recurring activities.

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QuickBooks Purchase Order Det ails
The QuickBooks Purchase Order Details module allows you to search for QuickBooks Purchase
Orders. Information can be viewed from within this DMC or exported to Excel.

To access the QuickBooks Purchase Order Detail screen, choose the Finances option for either of
the Main Menus and then QB Purchase Order Details. The figure below shows the QB Purchase
Order Details screen.

Note: This module is for companies who have purchased the QuickBooks Integration option,
configured QBI and synchronized data between Results and QuickBooks.

© Results Software 2009 www.Results-Software.com Page 113

Report s
Each module within Results offers a set of standard reports.

HOW TO PREVIEW OR PRINT A REPORT:

1. From either of the Main Menus, select Reports and then the type of report you would like to
access.

2. Highlight the desired report.

3. To select certain criteria for your report, click the down arrow to the right of the
button and choose an Advanced / Named Search from the list. Refer to
Advanced / Named Searches for more information on this topic.

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 4. To preview the report, before outputting it, click on the Show Preview button:

OR

To output the Report, click on the Print Report button or the Export Report button.

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Result s Folders and Your Backup Strategy
HOW TO BACKUP RESULTS

1. Ensure all users are logged out of Results.

2. Navigate to the Results Data folder (usually found under the Results drive on your network).

3. Save the files in the Results Data Folder and the following five folders to your backup
device:

Note: For the Results Small Business edition, the .mdb file is your main database file. If you are
using the Results Enterprise Edition, you will need to back up the SQL database file, as well. Refer
to your SQL manual for instructions on how to back up SQL files.

ORGANIZING YOUR INI FILES

Each Results User will typically have their own INI file. An INI file, or configuration file, stores
information about each user’s individual preferences. We recommend storing all of the INI files in
your Results Data Folder.

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Importing Dat a
FROM QUICK BOOKS
If you use QuickBooks, you will want to import your QuickBooks files before importing any other
type of file.

Once your initial set up is complete (refer to the QuickBooks User Manual), you must synchronize
Results and QuickBooks data on a regular basis.

To Import from QuickBooks:

1. From either of the Main Menus, choose Finances and then QuickBooks
Synchronization.

2. Select the All Imports button from the QBI main menu. Import All performs the
functionality for each Import button from Customers through Payments without
interruption based on the date noted on each button.

FROM OUTLOOK
Please refer to the Outlook Integration Chapter.

FROM OTHER SOURCES

To Import Contacts:

1. From either of the Main Menus, choose Contacts and then Import.

2. Select one of the following source types:

a. Text - Tab Delimited
b. dBase III+ & FoxPro (.dbf)

Note: dBase file names cannot be longer than eight characters.

Note: Only Text/ASCII imports are supported with Results Enterprise Edition

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 3. Click the Select the Source button and choose the file you wish to import. Note: When a
source is selected, its path is displayed under the Source Format text box.

4. Click the Select Fields button. The following screen displays:

Use this column

to select which
Results field you
would like to
match with each
Field.

Indicates the maximum

number of characters found Indicates the maximum number
in this field in all of the of characters allowed in the
records to be imported. Target field. This number should
be greater than or equal to the
Size of the Source Contents field.

5. Select a Target Field from the drop-down list for each row that you wish to import within
the Target Field column. Not every field in the Source file needs to be matched to a field in
the Target Field drop-down. For example, only three Target fields may be matched to a
Source file with twelve fields.

Warning: It is critical that the Source data and the Target data fields are correctly matched.

6. Fill out the information in the “Default Key Fields” box.

7. Click “OK”.

8. Click the Import Records button.

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Warning: Before importing records it is strongly recommended, but not required, that all users be
logged off of the system.

© Results Software 2009 www.Results-Software.com Page 119

Exporting Data
TO QUICKBOOKS
Once your initial set up is complete (refer to the QuickBooks User Manual), you must synchronize
Results and QuickBooks data on a regular basis.

To Export to QuickBooks:

1. From either of the Main Menus, choose Finances and then QuickBooks Synchronization.

2. Select the All Exports button from the QBI main menu. Export All performs the functionality
for each Export button from Customers through Payments without interruption based on the
date noted on each button.

TO EXCEL
You can export to Excel from any Data Management Center (DMC) or from the Export module.

To Export from any DMC:

1. Navigate to any DMC and perform a Standard or Advanced Search. (Refer to Creating
Advanced/Named Searches.)

2. Click the Export to Excel button on the bottom of the page.

To Export from the Export Module:

1. From either of the Main Menus, choose Tools and then Export. The following screen
displays:

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 2. Select the table of interest from the Source Table drop down.

3. Select the file name from the Target Format drop down.

4. Select the location by clicking the Select Target button.

5. (Optional) Use the Select Fields and Select Records buttons to specify the specific fields
and the order by which they need to appear and any filtering criteria.

6. Click the Export Records button.

7. You can now open that CSV file in Excel and manipulate the data directly.

TO OUTLOOK

You can export contacts and calendar entries from Results to Outlook. Please refer to the Outlook
Integration Chapter.

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User Account s
TO ADD A USER:
1. From either of the Main Menus, choose Tools, Security Maintenance, and then User
Maintenance. The following screen displays:

2. The grid on the left side of the screen displays all of the current users. To add a new user,
click the icon.

3. Fill in the following fields:

a. User ID
b. Department
c. First Name
d. Last Name
e. Full Name
f. Default Security Group (Note: For Security, this field is defaulted to "All_Users"
which does not have access to any modules.)

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 Security Group Access Rights

Document Mgmt

Imports/Exports

Security Maint.

Look Up Tables
Mass Invoicing
Service Orders

Timesheets
Sales Opp.

Payments
Expenses
Calendar
Contacts

Invoices
Projects
Quotes
Security Groups
All_Users
Guests VO VO
Staff_Office FA FA FA FA FA FA FA FA FA FA
Staff_Financial FA FA FA FA FA FA FA FA FA FA FA FA FA
Management FA FA FA FA FA FA FA FA FA FA FA FA FA FA
Administrators FA FA FA FA FA FA FA FA FA FA FA FA FA FA FA
VO = View Only
FA = Full Access

4. Check the appropriate boxes under Login Settings:

a. Allow User to Login to the System: determines whether or not the user has
permission to access the system. For example, a staff member that is no longer with
the company will have their record unchecked to deactivate their account.
b. Password Required for Login: determines whether or not the password field is
allowed to be blank upon login.

Warning: If the Password Required for Login field is unchecked, then anyone can access the
program data.

c. Prompt User for a New Password: determines whether or not a new password
prompt is displayed the next time the user logs into the system. (Note: if the
Password Required for Login setting is unchecked, then a new password prompt will
never be issued.)

5. Check the appropriate boxes under Access Level Settings:

a. Include User in the Lookup List
b. Restrict User to Assigned Contacts
c. Override (ignore) Private Flags: allows managers to see all of the records, including
those marked as private.
d. Allow access to the QBI Module
e. Allow access to the WAM Module: allow user to access activities over the web that
fall within assigned security parameters. WAM refers to Web Activity Module which
is part of Results Scheduling Manager.
f. Allow access to the Results for the Web: allow user the same functionality using
Results for the Web (RforW) as with the Windows version.

6. Fill out information on the Email/Audit tab:

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 a. If the default email client requires a user name and password, then it is recommended
that they be specified in this section to prevent a log on prompt from being displayed
each time Results attempts to establish a session with the email client.
i. User Name: the user name required to log on to the email client
ii. Password: the password required to log on to the email client.
b. Email Address for Notifications: the default email address to use when contacting
this user by email from Results.

7. Fill out information on the Personal Info tab:

a. Hired On
b. Departed On
c. Date-of-Birth
d. Hourly Rate
e. SSN
f. Commission: commission amount for sales used when a user is assigned to an invoice
or an item on the invoice.
g. Year Sales Quota
h. Employee Contact Record: link the user record to the corresponding Employee
Contact record. This is required to export employee timesheets into QuickBooks.

8. If this user will be using the timesheet module, fill out information on the Timesheet tab.
(Refer to the Timesheet Module for more information.)

9. Fill out the Notes tab to document any other miscellaneous information about the user.

TO RESET A USER PASSWORD :

1. Navigate to Tools, Security Maintenance, and then User Maintenance.

2. Select the appropriate user from the left hand grid.

3. Under Login Settings, check Prompt User for New Password.

4. The next time that user logs in, they will be prompted for a new password.

TO DISABLE A CURRENT U SER:

1. From either of the Main Menus, choose Tools, Security Maintenance, and then User
Maintenance.

2. Select the appropriate user from the left hand grid.

3. Under Login Settings, uncheck Allow User to Login to System.

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Securit y Group Maintenance
OVERVIEW
Selecting Groups Maintenance from the Security Maintenance menu displays the Groups
Maintenance form. This form is used to add, edit or view the settings for group access levels.
Selecting a user in the Groups List displays the respective information for that group on the Groups
Maintenance form.

The following table lists the default security groups and their access rights, when Results is first
installed:
Document Mgmt

Look Up Tables
Imports/Exports

Mass Invoicing

Security Maint.
Service Orders

Timesheets
Sales Opp.

Payments
Expenses
Calendar
Contacts

Invoices
Projects
Quotes

Security Groups
All_Users
Guests VO VO
Staff_Office FA FA FA FA FA FA FA FA FA FA
Staff_Financial FA FA FA FA FA FA FA FA FA FA FA FA FA
Management FA FA FA FA FA FA FA FA FA FA FA FA FA FA
Administrators FA FA FA FA FA FA FA FA FA FA FA FA FA FA FA
VO = View Only FA = Full Access

Note: The "All_Users" and "Administrators" security groups cannot be deleted.

ASSIGNING USERS TO A G ROUP

1. From either of the Main Menus, select Tools, Security Maintenance and then Group
Maintenance.

2. Click the Assign Users button on the Groups Maintenance screen to display the User
Selection Screen window. This form is used to add or remove users from the selected group.

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The user names in the Users and Selected lists are specific to the selected group. Users listed in the
Users list are NOT currently in the group whereas users listed in the Selected list are currently
assigned to the group.

3. Use the following buttons as described below:

Add all users in the Users list to the users in the Selected list.

Add the selected user in the Users list to the users in the Selected list.

Remove the selected user from the Selected list and add it back to the Users list.

Remove all users from the Selected list and add them back to the Users list.

Example: There may be a Management group that contains only managers. All managers listed in
the Users list can then be transferred to the Selected list so that they are in the Management group.
The Management group can have their security rights defined in the Menu Security Tree screen. The
security rights given to the Management group are inherited by each user within the Management
group.

MENU MAINTENANCE & A SSIGNMENTS

1. From either of the Main Menus, select Tools, Security Maintenance and then Menu
Maintenance & Assignments.

2. The Menu Security Tree window will appear. This form is used to set menu access
permissions for groups.

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The tree displays all menu items listed on the Main Screen of Results. Double-clicking a menu item
expands the tree to display the contents of each menu. The same process is repeated for sub-menus.
In the above example, the Contacts menu is expanded as well as the Find/Search sub-menu.

3. Click the button to set group menu access permissions for the highlighted or selected
menu item. The following screen displays:

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The Security Group Names in the Groups and Selected lists are customized and based on the menu
item selected on the Menu Security Tree screen. Groups listed in the Groups list are denied access to
the selected menu item whereas groups listed in the Selected list are given access to the menu item.

4. Use the buttons as described below:

Add all groups in the Groups list to the groups in the Selected list.

Add the selected group in the Groups list to the groups in the Selected list.

Remove the selected group from the Selected list and add it back to the Groups list.

Remove all groups from the Selected list and add them back to the Groups list.

5. To limit users to Read/View-Only access to a certain module, use the Selected Group
Properties. The Selected Group Properties button, enables the user to turn on/off the
View Only setting for each group.

Example: There may be Guests Group that is listed in the Selected list of the Group Selection screen
for the Contacts Management menu item. Clicking on that Group name and then clicking the
Selected Group Properties button displays an option to toggle a View Only checkbox for this group.
If all the users that are assigned to that group should only be allowed to view Contact records on the
Contact Management screen, then the View Only checkbox should be checked. This means that any
member of that Group that logs into Results will not be able to edit, delete or create new Contact
records unless they are also assigned to another Security Group that can.

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Configuration Options

Using the configuration screen, each user can change the preferences and settings associated with
their own User Account.

GETTING FAMILIAR WITH THE CONFIGURATION SCREEN

1. From either of the Main Menus, choose Tools and then Configuration Options. The
following screen displays:

Navigate to
different tabs to
get different
options.

2. Each tab of the Configuration Options screen allows you to customize different features
and components of the system. The following table highlights some of the available
options:

Tab Highlights of the Configuration Options:

General  Choose to display Navigation Menu
 Identify the User ID to default on the logon screen
 Identify the number of records displayed in a DMC
 Change the background of the screen
 Set the default Web Search URL and Favorite Website
Contacts  Choose the default tab on the Contacts screen
 Default “Assigned To” field to the User
Activities  Select default Activity Types

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  Choose the default tab on the Activity Detail screen
Calendar  Select the background color of the calendar screen
 Select the default Activity Type for calendar entries
 Select the start time for each day
Email  Select Outlook as your email client
 Select the default Activity Type for imported Emails
Proj/Opp  Select the default Project and Sales Opportunity Codes
 Select the default Project and Sales Opportunity Status, Type
and Stage
Finances  Customize the Header and Footers of various reports
 Set default credit limits and terms for Contact records
 Customize email subjects and titles for Invoices and Quotes
Files  Identify file path directories for various components

3. Make your changes and click the Apply button or the Save icon. Note: Some changes
may not take effect until the next time you login to Results.

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Adv anced / Named Searches
An Advanced Search or Named Search allows users to save regularly used search criteria within
Results. A Named Search allows you to search on any combination of fields from within Results.
Here are some examples of Advanced/Named Searches:
 How many customers have overdue invoices?
 How many customers live in the DC area?
 Contacts Assigned to Mike
 Contacts within a certain zip code

VIEWING ADVANCED/NAMED SEARCHES

After created, an Advanced/Named Search is available from the following areas:
From the Home Page:

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From Each DMC:

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© Results Software 2009 www.Results-Software.com Page 133
From any Reports Menu:

1. Open the reports screen.

2. Click on the drop-down next to the Select Records button to review the available
Advanced/Named Searches.

3. Select the Advanced/Named Search that you would like to have represented in the report.

4. Select Show Preview, Print Report, or Export Report.

Click drop-down to select from

the available list of
Advanced/Named Searches.

CREATING ADVANCED/N AMED SEARCHES

From the Home Page:

1. Select the Maintain Home Page Contents button. The following screen displays:

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 2. Click the Add button to add a new item.

3. Select the main Data Center from which you would like to pull information.

4. Click the Create or Edit a Named Search button. The following screen displays:

The Advanced/Named Search screen is divided into two sections:

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  The Table & Field List: Shows all the relational tables that apply to this Data
Center and their associated searchable fields. Note: Double-clicking a field, adds the
field to the Filter List.
 The Filter List: The list that will be used to specify the filter criteria.

5. Double-click a subject area in the Table & Field List to display all of the fields under that
section. Double-click the fields you would like added to the Filter List.

6. To apply conditions to the fields in the Filter List, double-click on each entry. The
following screen displays:

7. Select the Condition (i.e. Equal, Less Than, Greater Than, etc.) and Value you would
like applied to the field. In this example, you might want all Contact Types Equal to
Major Clients or All Contact Types Equal to Vendors.

8. As in an arithmetic equation, when you combine different searches, you will need to
enclose them in parentheses, which is done with the Begin Group and End Group.
Therefore, if this is the beginning or end of a group of related fields, select the Begin
Group or End Group. Otherwise, leave these fields blank.

9. Click OK.

10. Repeat Steps 4-8 as necessary to complete your equation. (For more guidance, refer to
the Advanced/Named Search Examples section below.)

11. Click the Save icon to save the search criteria for later use.

12. Type a unique name for your saved criteria. Click the Save icon.

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 13. You will be returned to the Advanced/Named Search screen. Close out of this screen to
return to the Maintain Home Page Contents screen.

14. Your recently saved Advanced/Named Search will now be available from the Choose a
Saved Named Search field.

15. If desired, enter a Display Name, or the name of the Advanced/Named Search that you
would like to appear on your Home Page.

16. Select to have the Home Page displayed for either a single user or for All Users.

17. If desired, fill out the Home Page Display Option Fields.

18. Click the Save button.

19. Click Exit button.

From a Data Management Center (DMC):

1. Open the appropriate Data Management Center.

2. Click the Advanced/Named Search Options button.

3. Click the Create or Edit a Named Search button. The following screen displays:

Filter List
Tables and
Fields List

The Advanced/Named Search screen is divided into two sections:

© Results Software 2009 www.Results-Software.com Page 137

  The Table & Field List: Shows all the relational tables that apply to this Data
Center and their associated searchable fields. Note: Double-clicking a field, adds the
field to the Filter List.
 The Filter List: The list used to specify the filter criteria.

4. Double-click a subject area in the Tables & Field List to display all of the fields under
that section. Double-click the fields you would like added to the Filter List.

5. To apply conditions to the fields in the Filter List, double click on each entry. The
following screen displays:

6. Select the Condition (i.e. Equal, Less Than, Greater Than, etc.) and Value you would
like applied to the field. In this example, you might want all Contact Types Equal to
Major Clients or All Contact Types Equal to Vendors.

7. As in an arithmetic equation, when you combine different searches, you will need to
enclose them in parentheses, which is done with the Begin Group and End Group.
Therefore, if this is the beginning or end of a group of related fields, select the Begin
Group or End Group. Otherwise, leave these fields blank.

8. Click OK.

9. Repeat Steps 4-8 as necessary to complete your equation. (For more guidance, refer to the
Advanced/Named Search Examples section below.)

10. Click the Save icon to save the search criteria for later use.

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 11. Type a unique name for your saved criteria. Click the Save icon.

12. You will be returned to the Advanced/Named Search screen. Close out of this screen to
return to the DMC.

13. Your new Advanced/Named Search will now be available from the Select a Named
Search list.

14. Click Apply Search to view the list of records meeting the search criteria.

EXAMPLES OF ADVANCED/NAMED SEARCHES:

Example 1: List of all Prospects

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 Example 2: All Clients within the DC Area

Example of a Begin
Group. This
parenthesis groups
VA, MD, or DC
conditions together.

There are several filters on this

search. It asks for all records that
have a “Contact Type like CL” AND
either in the VA, DC, OR MD area. In Example of an END
this case, the company has assigned Group. This parenthesis
“CL” to all their Clients. finishes grouping VA, MD,
or DC conditions together.

Example 3: Clients with a Balance Due

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EDITING AN ADVANCED/N AMED SEARCH
1. Open the Advanced/Named Search screen. (Refer to Creating an Advanced Named
Search.)

2. Click the folder icon on the toolbar to access a list of previously saved searches.

3. Select the Named Search from the available list:

4. Make necessary changes to the search criteria. (Refer to Creating an Advanced Named
Search for instructions.)

5. Click the Save icon to save your changes. The following screen displays:

6. To save the changes, click the Save icon OR to create a new search with a new name, rename
the search and click the Save icon.

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Ad-Hoc Reporting
CREATING AN AD-HOC REPORT:
The Ad-Hoc Reports module uses the same engine as the Advanced/Named Search engine.
However, it also allows you to specify the fields that will be included in the Ad-Hoc Report.

1. From either of the Main Menus, choose Reports and then Ad-Hoc Reports (Query
Builder). The following screen displays:

The Ad-Hoc Reports screen is divided into three sections:

 The Tables & Fields List: Shows all areas that contain searchable fields.
 The Columns List: Displays a list of columns that will appear in your report.
 The Filter List: Displays the filters and fields associated with the report output.

2. Double-click a subject area in the Tables & Fields List to display all of the fields under
that section. Double-click the field(s) you would like added to the Column List. Repeat
as necessary.

3. Columns will appear in the order listed under the Column List. To change the order of
the columns, highlight the row that you would like to move and click the Up or Down
icons in the toolbar .

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 4. To format the columns in your report, double-click the entries displayed in the Column
List. The following screen will display:

5. Change information on the Properties for Display Field screen as necessary. For
example, to change the column heading, change the Title field or to have the column
sorted in a particular order, make a selection under the Sort field. Click OK to save your
changes.

6. To add fields to the Filter List, highlight the desired field(s) on the Field List and drag
and drop it into the Filter List.

7. To apply conditions to the fields in the Filter List, double click on each entry. The
following screen displays:

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 8. Select the Condition (i.e. Equal, Less Than, Greater Than, etc.) and Value you would
like applied to the field. In this example, you might want all Contact Types Equal to
Major Clients or All Contact Types Equal to Vendors.

9. As in an arithmetic equation, when you combine different searches, you will need to
enclose them in parentheses, which is done with the Begin Group and End Group.
Therefore, if this is the beginning or end of a group of related fields, select the Begin
Group or End Group. Otherwise, leave these fields blank.

10. Click OK.

11. Repeat Steps 6-10 as necessary to complete your equation. (For more guidance, refer to
the Advanced/Named Search Examples section.)

12. Click the Save icon to save the search criteria for later use.

13. Type a unique name for your saved criteria. Click the Save icon.

14. You will be returned to the Ad Hoc Reports (Query Builder) screen.

15. To run the report, click the Run Query icon. Your report will display in the Query
Results screen:

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 16. To Export the contents of an Ad-Hoc report, click the Save To File icon. The
following screen will display, allowing you to select the name, location, and file format:

TO EDIT AN AD-HOC REPORT:

1. From either of the Main Menus, choose Reports and then Ad-Hoc Reports (Query
Builder).

2. Click the folder icon on the toolbar to access a list of previously saved queries.

3. Select the Query from the available list:

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 4. Make necessary changes to the search criteria or column headings. (Refer to Creating an
Ad-Hoc Report for instructions.)

5. Click the Save icon to save your changes. The following screen displays:

6. To save the changes, click the Save icon OR to create a new report with a new name,
rename the search and click the Save icon.

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Look Up Tables
DROP-DOWN OVERVIEW
Throughout Results, users view drop down lists by either selecting the Drop-Down icon or Tree
View icon.

When the Drop-Down icon is selected, a list reflecting the corresponding lookup table is
displayed. By clicking the search icon on the drop-down list, users can perform a search on the
displayed list:

Users can search for any value in any of the available columns

By clicking the Tree View icon , users see the same list grouped by various configurable
categories.

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 MODIFYING LOOKUP TABLES
Accessing the Lookup Table Maintenance Screen

You can access the LookUp Table screens in one of two ways:

From either of the main menus:

1. Navigate to Tools and then LookUp Table Maintenance. Select the LookUp Table
that you would like to modify. The corresponding lookup table will appear.

From the data entry screen:

6. Click the Drop-Down icon next the field you would like to modify. A list
reflecting the corresponding lookup table is displayed.
7. Click the search icon .
8. Click the Modify button. The corresponding Lookup Table Maintenance screen will
appear.

Data Entry Screen

List of current
values displaying
in the drop-down
menus.

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Editing a Lookup Table Entry
1. Access the Lookup Table Maintenance screen.
2. Select the entry you would like to edit from the list in the left grid.
3. Type the changes in the data entry form.

4. Click the Save icon.

Note: The code cannot be directly edited. See the sections called Replace and Merge for
guidance on editing the value of the code.
Adding a Lookup Table Entry
1. Access the Lookup Table Maintenance screen.

2. Click the Add icon.

3. Fill out the information on the data entry screen.
4. Click the Save icon.
Deleting a Lookup Table Entry
1. Access the Lookup Table Maintenance screen.
2. Click the Delete icon.
3. Fill out the information on the data entry screen.

4. Click the Save icon.

Note: You cannot directly Delete an item that is already in use in the corresponding data
entry screen. Refer to the Replace and Merge sections for guidance on renaming an existing
code or merging into another item.

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Replacing Code Values in Lookup Tables
Use Replace to globally replace a Drop-Down code with a new Drop-Down code wherever it occurs
in the Results database.

The replace feature eliminates the need to manually edit every record in a data center where the
value needs to be replaced. For example, if you Replace the Contact Type "VENDR" with "VEND",
every Contact record that uses the "VENDR" Contact Type will automatically have that field
contents become "VEND" .

To Replace a code:
1. Access the Lookup Table Maintenance screen.
2. Select the entry you would like to edit from the list in the left grid.
3. Access Replace from the Toolbar of the data entry screen:

4. Type the new code in the New Value field:

5. Click Replace to change the code or Cancel to cancel the replace.

Merging Codes on Lookup Tables
Use the Merge function to globally merge a Drop-Down code with another Drop-Down code
wherever it occurs in the Results database.

The Merge feature eliminates the need to check every record in a data center for the value to be
merged. For example, if some Contacts are assigned Contact Type "VENDR" and others are
assigned Contact Type “VEND” yet both refer to Vendor, use the Merge function to combine these
two entries.

To Merge a code:
1. Access the Lookup Table Maintenance screen.
2. Select the entry you would like to edit from the list in the left grid.
3. Access Merge from the Toolbar of the data entry screen:

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 4. Type the new code in the New Value field:

5. Click Merge to change the code or Cancel to cancel the merge.

Note: To successfully merge, the New Value must already exist in the list. If the New Value
does not already exist, a message box is displayed.

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PRIMARY LOOKUP TABLES
As part of deploying Results in your office, it is recommended that your Results administrator set up
the following primary Lookup tables.
Contact Types
The Contact Type is a mandatory drop-down field found on the top section of the Contacts data
entry screen. It is used to identify a business entity such as prospect, customer, vendor, or
employee. The Contact Type makes it easy to track and report entity specific information using
customized fields and processes.

From the Main Menu, select Tools, Lookup Table Maintenance, Contacts Lookup Tables, and then
Contacts types.

These fields are available when defining Contact Types:

 Contact Type: five character code used when selecting from the Drop-Down.
 Contact Category: user defined category for grouping in the Tree View.
 Description: used to further define the purpose of the Contact Type.

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 Process to Activate: a Drop-Down of named Processes to be activated when the Contact Type
Drop-Down is changed for a Contact. Review Process Maintenance in the documentation for
more information.
 Overwrite Default User Fields Labels: Check this box to overwrite the default labels for
customizable fields on the User Fields, Add’l Info and Finances tab of the Contact data entry
screen. Unless the box is checked, Results will ignore the labels on the Contact Types
Maintenance form.
 Labels for User Fields Tab: If configured, these labels appear on the User Fields tab of the
Contact screen:

 Labels for Add’l Info (Summary) Tab: If configured, these labels appear on the Add’l Info tab of
the Contact screen:

 Labels for Finances Tab: If configured, these labels appear on the Finances tab of the Contact
screen:

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Activity / Service Types
The Activity Type is a mandatory drop-down found on Activities screen. An Activity Type is used
to identify a business event such as a meeting, a phone call, an email, or a mailing. The Activity
Type makes it easy to track, plan and report on all business events and activities.

The Service Type is a mandatory drop-down found on Service Order screen. A Service Type is used
to identify a business event that is initiated by a customer need for service such as maintenance,
installation, or troubleshooting. The Service Type makes it easy to track, plan and report customer
service events.

Both Activity and Service Types are configurable using the Activity Type Maintenance screen.

From the Main Menu, select Tools and then Activity / Service Types.

These fields are available when defining Activity and Service Types:

 Activity Type: twenty character code used when selecting from the Drop-Down.
 Activity Group: select “Activities” from the Drop-Down if this code is intended to describe
an activity and should appear in the Activity Type Drop-Down; select “Service Orders” from
the Drop-Down if this code is intended to describe a service and should appear in the Service
Type Drop-Down.
 List Sequence: allows the list to be sorted in any order. Default is alphabetical by code.
 Description: used to further define the purpose of the Activity or Service code. The
Description field stores multiple lines.
 Dept./Category: the business area for an activity record. For example, Sales, Customer
Service or Technical Support are some of the business areas under which activities are
grouped for reporting and analysis.
 Points: used to assign points to the task for purposes of calculating commission or tracking
productivity.
 Process to Activate: upon checking Completed for activities of this type, automatically
trigger a business process. Review Process Maintenance in the documentation for more
information.
 Link attachment to New Activity: automatically attach a specified document to activities of
this type.

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 Defaults for Main Activity Fields

 Start Date
o Blank Date: do not specify a date. This is useful for reminder type activities or Tasks.
o Current System date: date when the activity is added or the Calendar time slot
highlighted when the activity is added.
o Fixed Date: any date that you specify. For example, this is useful for scheduling
quarterly inspections.
 Fixed Date: the specified date if “Fixed” is selected from the Start Date dropdown.
 Priority: High, Normal, or Low.
 Completed: if checked, this Activity Type is defaults to complete.
 Start Time:
o Blank Time: no default time specified.
o Current Time: defaults to the time the activity is added or the selected Calendar time
slot.
o Fixed Time: defaults to the specified time. For example, this is useful for scheduling
recurring activities.
 Fixed Time: the specified time if “Fixed” is selected from the Start Time dropdown.
 Duration: the default number of minutes the activity lasts. In addition to the Start Date and
Start Time generates the End Date and End Time.
 All Day Activity: indicates an all day activity overriding Start Time & Duration.
 Assigned
o Current User: indicates that new activities are assigned to the user that is adding the
activity.
o Fixed: indicates that new activities are assigned to a specific user regardless of who
adds them.
 Static Assigned To: the specified user for the “Fixed” assigned user.
 Description: free form text to minimize retyping of common descriptions.

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 Activity Types – Calendar / Billable Tab

Defaults for Calendar/Recur Tab

3. Show in Calendar: always display this Activity type in the calendar.
4. Show in Task Pad: always display this Activity type in the task pad of the Calendar.
5. Alarm is Set: notify the assigned user that the activity is starting.
6. Show Linked Info: show linked contact, associated, attachment and project information in
the calendar.
7. Color in Calendar: specify a color for the activity’s calendar entry.

Defaults for Billable/Audit Tab

8. Billable: designate the activity as billable.
9. Hours/Qty: default hours or quantity to be billed.
10. Bill To: Drop-Down with a list of Services from the Products table with items marked as
Services and not marked as Discontinued. See the Bill Codes section for additional
information. A Bill code is used to establish pricing and track available units when creating a
billable activity that will eventually appear on an invoice.
11. Override Unit Price: option to override the price in Products table.
 Last Updated and Last Updated By: the date and time the record was last modified and the
user who made the modification.
 Created and Created By: the date and time the record was created and the user who set up the
record.

Activity Type – Notes Tab

Specify unlimited searchable notes as part of the activity defaults. This is useful for including a
checklist of items in the activity, providing a list of questions to be answered and become part of the
Activity record and/or for including detailed information on the invoice for billable activities.

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OTHER AVAILABLE L OOKUP T ABLES
Several other Lookup tables are available and are used throughout the system. To modify or setup
the values in other tables, follow the same process as described above.
The following list contains the names and descriptions of the other available lookup tables within
Results:
Module Lookup Table Location Purpose or Description
Contacts Contact Sources Contacts To identify the origin of the record. For
Sales Opportunities example, a trade show might yield a list of
Projects new prospects or a new opportunity arose
after a prospect visited your website.
Contacts Contact Territories Contacts (add’l Info To define the geographical location (or
tab) similar) of a Contact record. For example,
all customers in the Eastern territory may
be the responsibility of a specific account
manager.
Contacts Group/Category Code Contacts Multipurpose code that can be utilized in a
Maintenance variety of ways such as analysis, providing
summary counts or to group contacts for
reports and target mailings. Examples
include office supply vendor, computer
hardware vendor, professional affiliation,
type of business, SEC code, etc.
Contacts Mailing Codes Contacts To categorize an address for mailing
Associates purposes such as international or
undeliverable.
Contacts States Contacts To define states.
Associates
Contacts Countries Contacts To define the Countries where the
Associates addresses of the Contacts and Associates
might be from.
Contacts Zip Codes Contacts By default, Results ships with the official
Associates United States Postal Service zip code list. `
Sales Sales Opp Type Sales Opportunity To categorize a Sales Opportunity. For
Opportunity example, the opportunity might be new
business or an up sell for a current account
Sales Sales Opp Status Sales Opportunity To categorize the Sales Opportunity
Opportunity status. For example, the opportunity
might be won or lost.
Sales Sales Opp Stage Sales Opportunity To categorize the stage of the Sales
Opportunity Opportunity. For example, the opportunity
might be in negotiation or finalized.

Project Project Type Project To categorize a Project. For example, the

project might be a marketing campaign or
a new customer installation.

Project Project Status Project To categorize the Project status. For

example, the project might be initiated or
complete.

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Project Project Stage Project To categorize the stage of the Project. For
example, the project might be in Phase I or
finalized.

Document Document Types Contact To categorize the document types that

Activities might be linked to a contact record or
Sales Opportunities project. For example, Proposal, Contract,
Projects Letter etc.

Invoices Invoice Terms Invoices To provide a list of invoice and quote

Quotes payment terms.

Quotes Quote Status Quotes To categorize the status of a Quote. For

example, the quote might be submitted or
pending final approval.

Payments Payment Types To provide a list of payment types. For

Invoices example, check or Visa.

Products Product Lines Products To categorize the different types of

Quotes products into similar groups.
Invoices

Products Product Locations Products Physical location of where a specific

Quotes product is stored. This is used for effective
Invoices inventory tracking.

Expenses Expense Categories Expenses To group similar expenses. For example

travel, meals or office supplies.

Expenses Expense Types Expenses To categorize the expense types. For

example, business or personal.

Timesheets Wage Types Projects To categorize the type of Wages being

Timesheets tracked.

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Result s QuickAdd Inst allation and Configuration
The Results Quick-Add button instantly captures and centralizes your emails, appointments and
contacts. Please refer to the Outlook Integration chapter for directions on how to use this feature.

Results QuickAdd is automatically installed and upgraded with each new version of the product. If
there is a problem with your QuickAdd operation, you should first check the configuration screen. If
the program is configured properly, QuickAdd should be reinstalled into Outlook.

CONFIGURING RESULTS QUICK-ADD FOR WINDOWS

Certain values must be configured in order for Outlook to successfully communicate with Results.

1. From the Results Quick-Add toolbar in the Outlook Main Menu, click the Configure button.

2. The following screen will appear:

3. Ensure your Results INI file path is correct. (Right click the Results icon on the desktop,
select Properties, and note the target field of the Shortcut tab. Confirm that this file matches
what is displayed in the Results INI for Current User field.)

4. Confirm that the Results Windows EXE file is pointed in the correct location. (The default
location is C:\Program Files\Results.)

5. Type in the Results Login and Results Password for the workstation user.

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 6. Click the Save button located at the bottom of the screen.

RESULTS QUICK-ADD O PTIONS

1. From the Results Quick-Add toolbar in the Outlook Main Menu, click the Configure button.

2. The Results Quick-Add Configuration screen will appear. Navigate to the Quick-Add
Options tab:

3. If desired, specify the default Contact Type and Contact Source to be used when adding
Contacts. Reference the Contact Types and Contact Sources lookup in Results for valid
values.

4. Depending on your preferences, select Yes or No for the following values:

 Match Emails for new contacts: Select Yes to search for existing contacts with this
email address.
 Confirm each Quick-Add
 Edit each new item added: Select Yes to open the edit screen when adding a record.
 Edit each updated item: Select Yes to open the edit screen when updating a record.
 Save a copy of each Email as a Document

5. Type Your Email Addresses (one address per line) in the text box. Results Quick-Add uses
this list to determine if the record is an Outgoing or an Incoming email when matching the
contact record.

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 6. Click the Save button located at the bottom of the screen.

CONFIGURING RESULTS QUICKADD FOR THE WEB (R4W)

Please refer to the Results for the Web (R4W) User Manual for information on how to configure
QuickAdd.

HOW TO U NINSTALL RESULTS QUICK-ADD

From Outlook XP and 2003:

1. Right click the Outlook toolbar and select “Customize”.

2. From the Toolbars tab, select ResultsQA, then click the “Delete” button.

3. The Quick-Add buttons should disappear from the toolbar.

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 4. From the Tools menu, select Options. Select the “Other” tab then click the “Advanced
Options” button.

5. Click the COM Add-Ins button.

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 6. Select Results Quick-Add then click Remove then click Ok.

From Outlook 2007

1. Right click the Outlook toolbar and select Customize…

2. From the Toolbars tab, select ResultsQA, then click the Delete button.

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 3. The Quick-Add buttons should disappear from the toolbar.

4. Under Tools, select Trust Center…

5. Select Add-Ins from the left menu then click COM Add-ins from the Manage dropdown and
click the Go button.

6. Select Results Quick-Add then click the Remove button.

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 Note: Depending on the system permissions, you may have to run Outlook under
administrator privileges to complete these steps. To do so, right click the Outlook icon on your
desktop or start menu and select Run as Administrator from the list of options.

HOW TO INSTALL R ESULTS QUICK-ADD

From Outlook XP and 2003:

1. In Outlook, under Tools, then Options select the “Other” tab then click the “Advanced”
button.

2. Click the COM Add-Ins…button then click “Add”. Navigate to the Results folder and select
ResultsQuickAdd.dll.

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 3. Verify that Results Quick-Add appears in Add-Ins available and is checked. Click OK and
close all dialogs.

4. The Quick-Add buttons should now reappear on the toolbar.

From Outlook 2007:

1. Under Tools, select Trust Center.

2. Select Add-Ins from the left menu then click COM Add-ins from the Manage dropdown and
click the Go button.

3. Navigate to the Results folder and select ResultsQuickAdd.dll.

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 4. Verify that Results Quick-Add appears in Add-Ins available and is checked. Click OK and
close all dialogs.

5. The Quick-Add buttons should now reappear on the toolbar.

Note: Depending on the system permissions, you may have to run Outlook under
administrator privileges to complete these steps. To do so, right click the Outlook icon on your
desktop or start menu and select Run as Administrator from the list of options.

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