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ITSBITS Catapult Garage Software
Contacts Usage--Fields, Updates

Data Fields

The fields that make up a Contacts record are discussed below. You should familiarize yourself with these fields and their uses.

ITSBITS Catapult Garage Contacts Tool--Add A Record Screen

Full Name
-- In this field you should enter the contact's full name including any Title, e.g., "Dr.", and any suffix information, e.g., "M.D.", "D.D.S.", etc.

Company
-- Enter the contact's company's name, e.g., "NoSuch Company, Inc."

Department
-- Enter the contact's department at his/her company, e.g., "Sales"

Job Title
-- Enter the contact's job title at his/her company, e.g., "Account Representative"

Email Address
-- Enter the contact's email address, e.g., "John.Doe@nosuch.com"

Notice the "PASTE" button associated with this field. If, in another program, you have copied the contact's email onto the system clipboard, you can click this button to paste the email address into the field's text box.

Email Greeting
-- Enter the an email greeting that can be used as the greeting for emails sent to this contact, e.g., "Dear John,"

Their Website
-- Enter the URL for this contact's company website domain exactly as you would enter it into a browser's address line, e.g., "www.Nosuch.com"

Note that some companys' websites require the use of secure sockets as designated by the need to enter "https://" ahead of the domain name and for those sites, you'll need to type the "https://" code ahead of the domain name, e.g., "https://www.BigBank.com"

Notice the Web button associated with the field. Once the contact's website has been entered, you can click this button to auto-open a copy of your favorite browser (as configured) and navigate to the indicated web page.

IM Address
-- Enter the contact's instant messaging address EXACTLY as they have given it to you

Itsbits Catapult Garage Software Contacts Manager Tool Phone Type and Number fields
Phone types and numbers
-- now we come to the contact's phone numbers (see the image at right). We are interested in two things per number: 1) the type, e.g., "home" or "business 1" and 2) the phone number itself, e.g., "404-555-1212"

The phone types are configured by you--see the section on configurations for more information on this. When you click the gray button left of the blank phone number, it will drop down a list of the phone number types you have configured and you should select the one you need. Next, move to the blank text box to the gray button's right and enter the contact's phone number there.

Itsbits Catapult Garage Software Contacts Manager Tool Phone Type and Number fields
Entry Date
-- Enter the date when this contact's data was last known to be valid. (This is used, among other things, to know when a contact's data has "expired."

When you click on the text box, it will be filled in with the current date, however, you can drop down a date-picker box (see image at right) and change to any other date as you wish. If, for some reason, you want to leave the field empty, click the button to the right of the textbox.

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Itsbits Catapult Garage Software Contacts Manager Tool  Image Tab fields

Full Name, Company AND Job Title
-- The content of these fields from the first screen (shown above) will automatically be filled in here just to help you keep in mind what you're working on.

Image File Path
-- If you have an image of the contact and want to use it here, use the "Browse" button to find its file path or, of course, you can type it in if you know it.

Notice the "Paste Image" button on this tab-page and the first tab page (see above). If you have an image copied onto your system clipboard, you can click this button and the image will show up in the lower half of the tab-page. As an example, let's say you go out to your doctor's website and he or she has a picture on the site. You can right-click on the image in the browser and use the "copy" option there to put it on your system clipbaord. Then you can return to your Contacts Manager tool and click the "Paste Image" button. The image will appear on the tab-page and the Image File Path text box will be populated with the image folder path plus the contact's name. Now you need only add the file extension you want to use to it and keep working. NOTE: if you're not sure, use the .jpg extension to save the image as a jpeg image.

Notice the "Image Path" button on this and the first tab page (see above). If you click this button, the Contacts image folder path will be placed in your Image File Path text box so that all you have to add is the file name and extension.

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Itsbits Catapult Garage Software Contacts Manager Tool  Image Tab fields
Tab-page "Addr-1 or Addr-2"

The Contacts tool allows up to four different addresses for each contact. We recommend that you use the first slot for the contact's "main" address whether that is home, mail-only, or their shipping address. Each of the four addresses has the same fields as outlined below:

Home/Mail/Shipping
-- Click on the appropriate checkboxes here to designate the type of address you're entering--note that it can be all three types at once or it can be only one of the three types.

The address
-- In the large text box, enter the address, i.e., the number and street or, perhaps, the building number, suite number, and street address. Notice that the configured address abbreviations will be used so if you type, for example, "ste " it will be auto-changed to "Suite " for you.

City
-- enter the city part of the contact's address. Notice that the address abbreviations will also be in use here so if you had "ATL" as a city abbreviation, it would auto-change to "Atlanta" and, if so configured, "GA" would be selected as the state. Moreover, if you have it configured for it, "30" will appear in the Postal Code text box.

State
-- here you'll find a drop-down box where you can select one of the 50 pre-configured state codes and/or any other such codes you have added.

Postal Code (ZIP + 4)
-- this entry actually takes in two text boxes. In the first text box you should add the ZIP code for your contact. (If you have an abbreviation configured for it, this box may be partially or fully completed for you automatically.) In the second text box, you should enter the ZIP+4 code for your contact's address.

Country
-- enter the name of the country of your contact in this text box.

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Itsbits Catapult Garage Software Contacts Manager Tool  List/Group Fields
X-buttons
-- select the button for the line you want to use when adding an entry, or edit when doing a change...just click the "X" button This will display the list of configured List/Group Names to the right of the "Save" button column space.

List or group name
-- once the list of list/group names displays, click on the appropriate one so that it is highlighted. Click on the "<" button and the List/Group name will be placed in the selected line's text box as appropriate.

MM, DD, YYYY
-- now use these three boxes to enter the date. MM is for the month and should be entered as 01 through 12. DD is for the day of the month and should be entered as 01 through 31. YYYY is for the year or, in the case of a repeating item like a birthday, wedding anniversary, or Christmas reminder. When you're working with an annual event, instead of the year, enter "EA" to designate that this is an annual (each-year) come-up item. Hence, if you were building a Christmas-card list, you might enter 12-10-EA so that you would have time to get the cards in the mail early enough for delivery.

Once you've finished selecting your list/group information, click the "OK" button to move forward.

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Itsbits Catapult Garage Software Contacts Manager Tool  Types Sources Security Fields
Contact Type
-- click on the drop-down arrow and select from among the configured contact types in the tool.

Contact Source
-- click on the drop-down arrow and select from among the configured contact sources in the tool.

Private email-send password
-- you can download an email encryption/decryption tool that can be used separately from Catapult on the far end or you can use encrypted email to communicate with another Catapult user. Either way, you can enter a send-email password here and you can copy it to a USB thumb drive so you can give it to the contact. When you send the contact an encrypted email, this is the password that will be used to perform encryption. The contact will need the password to decrypt the email. Use an 8-character password using only characters a-z, A-Z, and 0-9. Notice that you can use different passwords resulting in different encryption algorithyms for different contacts.

Private email-receive password
-- you can download an email encryption/decryption tool that can be used separately from Catapult on the far end or you can use encrypted email to communicate with another Catapult user. Either way, you can enter a receive-email password here and you can copy it from a USB thumb drive from the contact. When you receive an encrypted email, this is the password that will be used to perform decryption.

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Itsbits Catapult Garage Software Contacts Manager Tool  Biz (Business) Tab Fields

Account #
-- (This is someone you're doing business with--either buying from or selling to.) Enter (or paste using the "PASTE" button) the account number used for doing business with this contact.

Account Type
-- when you get to this text box, you'll see a drop-down of the configured account types. Select the appropriate account type from the list for this contact by doubl-clicking on it.

Account Terms
-- you may be selling to this person on a C.O.D. basis, a net-30 basis, etc. An example entry could be something like, "Payment is due within 30 days. If payment is late, a service charge of 3%/month will be added to your account." You get the idea.

Government ID
-- if you are doing business with the federal government, you know you have a special government ID reserved for that purpose. If this contact also does business with the feds and has a government ID, you may need to have and hold that information, so enter it here while you have it. (Use the "PASTE" button to paste it in from the system clipboard if you've copied it there already.)

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Assistant's Name
-- Enter the contact's assistant's full name here. If you think the assistant might already be on file as a separate contact, hit the "BROWSE" button (if visible) or click the "Is Contact" checkbox to see if the full name is already on file as a separate contact. If the name is found to already be a known contact, the email and phone-number information will be filled in automatically for you from what is already on file. If the name is not found, nothing will happen.

Assistant's Email
-- Enter the assistant's email address, e.g., BillDoe@NoSuch.com. (You can paste it in from the system clipboard if you've copied it there from another program.) The Email button may be used if you have configured for an email server on your LAN.

Assistant's Phone
-- enter the assistant's telephone number in this text box using format nnn-nnn-nnnn

Assistant's Cell Phone
-- enter the assistant's cell phone number in this text box using format nnn-nnn-nnnn

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Manager's Name
-- Enter the contact's assitant's full name here. If you think the Manager might already be on file as a separate contact, hit the "BROWSE" button (if visible) or click the "Is Contact" checkbox to see if the full name is already on file as a separate contact. If the name is found to already be a known contact, the email and phone-number information will be filled in automatically for you from what is already on file. If the name is not found, nothing will happen.

Manager's Email
-- Enter the manager's email address, e.g., BillDoe@NoSuch.com. (You can paste it in from the system clipboard if you've copied it there from another program.) The Email button may be used if you have configured for an email server on your LAN.

Manager's Phone
-- enter the Manager's telephone number in this text box using format nnn-nnn-nnnn

Manager's Cell Phone
-- enter the Manager's cell phone number in this text box using format nnn-nnn-nnnn

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Itsbits Catapult Garage Software Contacts Manager Tool C-Notes Tab Fields




There is only one field on this page: it is a textbox where you can enter all kinds of notes about this contact. Notice that personal notes should go on the P-notes tab page so they are more easily found. Reserve this page for "business" and contact-information notes, e.g., "Contacted 11/1/2011 about XYZ..." You can place your cursor at a given position in the C-notes textobx field and click the "Paste" button to insert data from the system clipboard, too.







Itsbits Catapult Garage Software Contacts Manager Tool C-Notes Tab Fields

The P-Notes page is for personal notes and information.

Spouse's Name
-- enter the contact's spouse's name here or, if unknown, leave the field blank.

Contact's Age Group
-- when you hit this text box, you'll see a drop-down box with the list of age groups you have configured. Double-click on the correct age group for your contact.

Hobbies/Hot Buttons
-- as you get to know a contact and speak with them, you'll find they have certain interests that go beyond business and work. Perhaps they have certain hobbies, perhaps they like a certain sport, or perhaps they have some entirely different "hot button" topic of interest. These are things to refresh on before making sales calls. Just enter a short note to yourself so you'll remember their interests when you call them.

Caution
-- as you get to know a contact and speak with them, you'll sometimes find there are certain topics that you need to refrain from mentioning. Make notes here so you'll remember the circumstances as you know them, and won't put your own shoe leather in your mouth too often.

Personal Notes
-- this text box can be used for any notes you want to make.

Number of children
-- if they tell you they have 2 kids, just enter 2 here.

Boys
-- if they tell you they have n boys, enter that number here

Girls
-- if they tell you they have n girls, enter that number here

Oldest boy's age
-- if they give you this information it may be of importance to them, so note it here

Oldest girl's age
-- if they give you this information it may be of importance to them, so note it here

Names
-- if they give you their childrens' names, plug them in here so you can "remember" them

Yougest boy's age
-- if they give you this information it may be of importance to them, so note it here

Youngest girl's age
-- if they give you this information it may be of importance to them, so note it here

Youngests' Names
-- if they give you this information put it in here.

Talks Most About
-- if you notice that the contact speaks most about one of the children, make a note of that here...there's a hot button here that you need to remember.

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Itsbits Catapult Garage Software Contacts Manager Tool C-Notes Tab Fields

Keywords
-- if you were looking for this contact and couldn't remember his/her name or company, what would you remember or want to contact them about. As an example, suppose the contact is an expert on fireplaces: you might well want to put the word "fireplaces" in as a keyword. You can use several keywords to help enable you to find them later. Just type one word per line in the text box, or you can Paste a word or words from the system clipboard.

Itsbits Catapult Garage Software Contacts Manager Tool Linkage Operations and Fields-Add A Link

Notice that there are three buttons associated with the contact's links on this page: Add, Edit, Delete. If you click on the " Add A Link " button, you'll see a small window open that looks something like the one at right. The fields you'll need to know about on this form are as follows:

Name for the link
-- Give the link a friendly name, for example you wouldn't want to enter "www.ITSBITS.com" as the link's "name." Instead, you would just want to enter "ITSBITS" in this field. You might need a more English-descriptive name for something like the "Nosuch Magazine Site"--just make it something you'll recognize a year or two down the road and you'll be OK.

Icon Path for the link
-- The entry in this field would be a path to an icon file you've saved to use for this website. You can use the "Browse" button to open Windows Explorer® and browse to the icon file in question, you can use the "Paste" button to get the file path from your system clipboard if you've copied it in from some other source, or you can just type the path in according to what is most easily done at the time. In addition, you can use the "Image Path" button to get the Contacts Image Path into the textbox so you only have to add the icon's filename and extension.

For three reasons we recommend that you copy the icon you're after into your Contacts images folder (using the Contacts Image tool). First, that puts all these images into the common pool you'll be backup up whenever you make a formal backup of your APPDATA folder. Secondly, it makes it easier and quicker to hit the "Image Path" button and then add just the file name and extension. Third, since you didn't have to remember and type the entire folder path for your images, it is a very accurate way to "get 'er done."

URL for the link
-- In the indicated text box enter the URL this linkage will take you to. In many cases, you can enter just the domain name, e.g., "www.ITSBITS.com" However, in other cases, if the website requires the use of secure sockets, you will need to preface the domain name with "https://" e.g., "https://www.BigBank.com"

Notice that if you've copied the URL from your browser's navigation text box (or some other place) onto the system clipboard, you can use the "Paste" button to paste the URL into your text box here.

Remember that at this point you can click the "Web" button to be sure your link works as you expect it to. It should open your browser and (after loading the domain's web page) it should show the appropriate webpage.

Itsbits Catapult Garage Software Contacts Manager Tool Linkage Operations and Fields-Edit A Link Notice that there are three buttons associated with the contact's links on this page: Add, Edit, Delete. If you click on the " Edit A Link " button, you'll see a small information window open that looks something like the one at right. As instructed, you should click on the button for the linkage you want to change. Now the same window as you saw above (when doing a Link addition) will open and you can make any corrections you need to make.

Itsbits Catapult Garage Software Contacts Manager Tool Linkage Operations and Fields-Delete A Link When you click on the button to Delete A Link you'll see a small information window open that looks something like the one at right. Now when you click on one of the Linkages' buttons, that linkage will be deleted from the Contacts Record once you hit the final "OK" button for this contact's record.

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Itsbits Catapult Garage Software Contacts Manager Tool Referred-by Page

When you use the Contacts Manager Tool for business purposes, you'll often need to keep a record of who gave you a referral that resulted, eventually, in you getting business...that can be the difference in getting more referrals that bring business or not. That's what the " Referred-By " page is all about.

Full Name
-- Enter the full name of the person who referred this contact to you here. If you think the person might already be on file as a separate contact, hit the "BROWSE" button (if visible) or click the "Is Contact" checkbox to see if the full name is already on file as a separate contact. If the name is found to already be a known contact, as many fields as possible will be filled in automatically for you from what is already on file. If the name is not found, nothing will happen.

Company
-- Enter the referrer's company's name, e.g., "NoSuch Company, Inc."

Department
-- Enter the referrer's department at his/her company, e.g., "Sales"

Job Title
-- Enter the referrer's job title at his/her company, e.g., "Account Representative"

Email Greeting
-- Enter the an email greeting that can be used as the greeting for emails sent to this person, e.g., "Dear John,"

Email Address
-- Enter the referrer's email address, e.g., "John.Doe@nosuch.com"

Image File Path
-- If you have an image of this person and want to use it here, use the "Browse" button to find its file path or, of course, you can type it in if you know it.

Notice the "Paste Image" button on this tab-page and the first tab page (see above). If you have an image copied onto your system clipboard, you can click this button and the image will show up in the upper-right corner of the tab-page. As an example, let's say you go out to the web and find a picture of the person. You can right-click on the image in the browser and use the "copy" option there to put it on your system clipbaord. Then you can return to your Contacts Manager tool and click the "Paste Image" button. The image will appear on the tab-page and the Image File Path text box will be populated with the image folder path plus the referrer's name. Now you need only add the file extension you want to use to it and keep working. NOTE: if you're not sure, use the .jpg extension to save the image as a jpeg image.

Notice the "Image Path" button on this and the first tab page (see above). If you click this button, the Contacts image folder path will be placed in your Image File Path text box so that all you have to add is the file name and extension.

Itsbits Catapult Garage Software Contacts Manager Tool Phone Type and Number fields
Phone types and numbers
-- now we come to the referrer's phone numbers (see the image at right). We are interested in two things per number: 1) the type, e.g., "home" or "business 1" and 2) the phone number itself, e.g., "404-555-1212"

The phone types are configured by you--see the section on configurations for more information on this. When you click the gray button left of the blank phone number, it will drop down a list of the phone number types you have configured and you should select the one you need. Next, move to the blank text box to the gray button's right and enter the contact's phone number there.

Contact Type
-- click on the drop-down arrow and select from among the configured contact types in the tool.

Home/Mail/Shipping
-- Click on the appropriate checkboxes here to designate the type of address you're entering--note that it can be all three types at once or it can be only one of the three types.

The address
-- In the large text box, enter the address, i.e., the number and street or, perhaps, the building number, suite number, and street address (for your referrer). Notice that the configured address abbreviations will be used so if you type, for example, "ste " it will be auto-changed to "Suite " for you.

City
-- enter the city part of the referrer's address. Notice that the address abbreviations will also be in use here so if you had "ATL" as a city abbreviation, it would auto-change to "Atlanta" and, if so configured, "GA" would be selected as the state. Moreover, if you have it configured for it, "30" will appear in the Postal Code text box.

State
-- here you'll find a drop-down box where you can select one of the 50 pre-configured state codes and/or any other such codes you have added.

Postal Code (ZIP + 4)
-- this entry actually takes in two text boxes. In the first text box you should add the ZIP code for your referrer. (If you have an abbreviation configured for it, this box may be partially or fully completed for you automatically.) In the second text box, you should enter the ZIP+4 code for your contact's address.

Country
-- enter the name of the country of your referrer in this text box.

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Updates

Itsbits Catapult Garage Software Contacts Manager Updates Disabled Let's begin with a minor warning. If you have configured sharing with another user's computer, but that computer is not up and running for sharing, you will find that updates are disabled. This will look something like the screen at right--notice how the first three icons (top-left corner of screen is shown in the image at right) are designated as disabled by being "grayed out." Compare the "grayed out" version where updates are disabled to the normal version shown next.


Itsbits Catapult Garage Software Contacts Manager Updates Enabled Itsbits Catapult Garage Software Contacts Manager Updates Menu options Looking at the images at right, you'll see that the first three icons are setup for Add, Change, and Delete activities. You'll also see that these options are available on the "Updates" menu. By the names, the purpose of these three main update options should be intuitively obvious. For either a contact addition or change you will need to familiarize yourself with the Data Fields as described above.

To add a new contact, simply click on the appropriate option and begin entering the contact's data into the fields. To change or delete a contact's record, find it in the main listing box of "Known Entries" and double click it or click it and hit the ENTER key. Either way, you should see the record displayed in the data fields. If you're doing a change activity, make the appropriate changes, then click the "OK" button to save the changed record in your computer's volatile memory (RAM). If you're doing a Delete activity, you'll be warned that you're about to delete the record. In either case, when you click the "OK" button, the changes will be saved to your computer's volatile memory (RAM) or it will be deleted from RAM--whichever action is indicated.

Itsbits Catapult Garage Software Contacts Manager Make Websites from email addresses Now let's discuss the only other "Update" option: "Make websites from email addresses." So, what's that all about? When you click this update option, the tool will step through your data checking each record for people you've entered an email address for but not a website. About 99.9% of the time, if you take the "name@" part of the website off and replace it with "www." you'll have their website. Sure there will be exceptions, but they are few and far between. So when the system finds a record with an email address and no website, it will do this and plug the resulting domain name into the text box for the contact's website. They may not all work, but you'll be pleasantly surprised at how often it does work.

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View Options Itsbits Catapult Garage Software Contacts Manager View Account-type List

Itsbits Catapult Garage Software Contacts Manager View Menu The options in this section are all found on the Contacts Manager Tool's "View" menu as shown at left. If you select the topmost option on this menu, "View Account-type list," the tool will need to know which account type (as you have them configured), to use. Hence, it will open a List-Box selection window similar to the one shown at right where you should select the account type you're intereted in.

Itsbits Catapult Garage Software Contacts Manager View Account Type List For the "Account Type List" double-click the account type you're after, then click the "OK" button and the tool will step through all your contacts data, making a listing of the contacts that are a member of the named account-type group.

Looking at the listing started at right, you'll notice the list bears a title showing what kind of list it is. Beneath this is a button to allow you to print the listing, and below this is a button to "Release List" which will return you to the default listing of all contacts. With the exception of the title and the data shown, the menu options to view an "Assistants List" or to view a "Manager List" or a "Contacts of a given contact type" or a list of "Contacts from a specific source" will work in the same manner as the Account type list.

The "Referrers' List" gives you a listing of all the referrers' names in your contacts' data. Since it needs no further information to produce this list, it won't ask for any selection, but will simply produce the list.

There are three more options on the View Menu. The first two will place the tool on either the left ("Snap Left") or on the right ("Snap Right") side of the screen. The third of these options will return to the default view.








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List/Group Menu

Itsbits Catapult Garage Software Contacts Manager List/Group Menu The options on this menu all have to do with the various (configured) lists and groups that are formed by looking at who is on a particular list. As usual, here we'll step through each option in the menu. NOTE that you can only use the email options here if you have configured an email server on your LAN.

Itsbits Catapult Garage Software Contacts Manager List/Group Menu The first option on the menu is to "Email A List/Group" of your choice. When you select and use this option, you'll see a screen something like the one shown here and you need to select an option from the list. To do this, use your mouse to click on the list item you're going to email to, then click the "OK" button to continue.

Itsbits Catapult Garage Software Contacts Manager List Email Message


At this point, the tool will scan through your entire set of contacts data looking for people in the specified list. When this scan is complete, you'll receive an informational message box something like the one at left. As you can see, this informational message tells you how many people were found in this group. Do a quick mental check at this point and ask yourself is the number shown reasonable. If it isn't you need to check on what's wrong before you embarrass yourself by sending to the wrong group or something of the sort. Use the cancel button and go do that. If the number seems right, go ahead and click the "OK" button to continue.
















The next screen you'll see will be the "Send Email Screen" which will look something like the one shown below. See the section of documentation on the Send Email Form for information on using this form.

Itsbits Catapult Garage Software Contacts ManagerSendEmailScreen


Once you've completed this form, you can click the "Send" button and your email will be sent for you as you've instructed. When this step is completed, you'll get another informational message box telling you how many emails were sent and offering a list of any failures as well as a list of the people in the selected list for whom you do not have an email address (and, hence, they could not be emailed to.)

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Itsbits Catapult Garage Software Contacts Manager Days Til Due Screen




The next option on the menu is to "Email a List/Group Coming Due" and it is almost exactly like the first option as discussed above. The only difference is that this sequence adds a question of how many days until the "due date." Let's say you want to see all the entries coming due in October and it's now October 1. Enter 31 and you'll get all the items with a due-date during the next 31 days--that's October. On the other hand, you could enter 10 and get all the items with a due-date coming up in the next 10 days.

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Itsbits Catapult Garage Software Contacts Manager List/Group Menu Itsbits Catapult Garage Software Contacts Manager View Account Type List



Next is the option to "List A Group's Members." This option begins by asking you to select the list you are interested in. As usual, click the option you want to use, then click the "OK" button to continue. After you do this, the tool will scan through all your contacts' data looking for those who belong to the specified list. This group will be listed in the large list box and will look something similar to the image at right. You can print this list by clicking the button to do so. When you're finished with the list, click the button to "Release list."

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Itsbits Catapult Garage Software Contacts Manager Days Til Due Screen





List A List/Group's Members Coming Due: The next option is just like the one to "List A Group's Members" except that only the members whose "Due Date" is coming up with the next nn days will be listed. Hence, one thing will be added to the sequence of questions you must answer: what is the value of "nn," i.e., the "due date" is coming up within how many days? The screen to do that will look just like the image shown here.

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Use caution when using the next option which is to "Delete A List/Group's Members (Date coming due or not)." This option will first ask you for the number of days until the due date hits--this will look just like the screen at right, but you will also be told that if you don't want to use the due date consideration, you can hit the "Cancel" button to continue without it. Whether you elect to tell it a number of days to consider, the next option will ask you to select the List/Group to work on. This will look like the image at far-right. The tool will scan through all the contacts' data looking for the people who are members of the designated list/group. Since the option will actually delete all the contacts who happen to belong to the chosen list/group, you will see a small window that warns you of this and allows you to verify your intent...or not! If you continue, the tool will scan through all your contacts' data looking for the contacts who belong to the specified list/group and deleting those that do without exception (except for the due-date within so-many days, of course.)

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Itsbits Catapult Garage Software Contacts Manager Add Contacts To Group






Our next option in this menu lets us "Add Members To A Group." When you select this option, you'll first have to specify which group (see the examples above) you're interested in. Then the tool will scan all entries in your Contacts data and make a listing of the contacts that are already in the group. Next, you'll see an instructional message something like the one shown in the image at right.

As the instructional message says, if you want to use a due date on the entries you are about to add to the group, fill it in first, then double-click on the contact's entry in the "Known Entries" list box. When you do this, you'll see the selected entry added to the group list (shown in pink on the image at right). You can put a different date in for each entry or leave it the same for all of them. When you've added the last one you need to the group list, click the "DONE" button to save your data nd make the changes permanent.

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Itsbits Catapult Garage Software Contacts Manager Remove Contacts From List/Group



The next option does exactly the opposite of the option just prior to it: this one lets you "Remove contacts from a group." When you select this option, you'll again be asked to select the group you're working on. Once you do this and click the "OK" button, the tool will scan through all your contacts data and make a list of all members in the selected group.

Next, you'll see the informational message shown at right. Click the "OK" button on this informational message, then in the group box entitled "Removing from XXXXXXX list/group," double-click the contact name(s) you want to remove from the specified group. When you've finished, click the button to "Release List" and the tool will return to its default setup showing "Known Entities."

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Now we come to options that will "Check the validity of Birthday/Anniversary dates" in either a verbose or quiet mode. The objective is to be certain that all these dates are valid for use in the Contacts Manager tool. In the verbose mode, you'll get more information about the process, but otherwise they are the same. Basically you just need to click on the option and let it report its findings (if any.)

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Itsbits Catapult Garage Software Contacts Manager Date To Use For Common Due Date




The final option on the List/Groups Menu is to "Set A List/Group To A Common Due Date"--useful for Chirstmas Card lists, etc., where a common action come into play for all the members of the list/group. When this option is selected, you'll first be asked (as shown repeatedly above) to select the list/group you're interested in. Once you've specified the group to work with, the tool will scan through all your "known entities" looking for members of the group and creating a listing of them.

Next you'll see the form at left where you're asked what the new commond due date should be. Enter the Month as MM, the date of the month as DD, and the year as YYYY; or EA if you want this to repeat each year.

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