locating contacts

Locating Contacts

There are several ways of locating the contacts you have entered into the program.

By selecting the Find Icon from the tool bar with the contact window open, you can search for a contact by first name, last name, home or work phone, Consultant #, Director, Email, Hostess, Occupation, Referred By, Recruited By, Spouse or Unit Number. You can also enter a combination of both the first and last name. It is not necessary to enter the entire name in any case, the system will locate the first contact that meets the entered criteria.

If the system does not find the contact, an “Add Contact” button will appear on the Find window. Clicking on the Add Contact button will add a contact to your database and enter the information that you’ve entered into the Find window into the new Contact record.

 When you use the Find window to locate contacts, the order in which contacts are displayed is changed to reflect the type of search used. (When you locate by last name, your contact records will be ordered by last name. )

As you locate and process through your contacts for the day, the system keeps track of who’s record was located or viewed. You can step through this “Contact Session Log” by clicking on “Previous” or “Next” in the Contact Find window. This feature can be handy if you need to quickly check on somebody who you worked with earlier or to quickly check to see if you’ve entered an invoice after processing through many contacts. The Contact Session Log is available as and option in the Contact Lister in The Director’s Assistant only. See Contact Lister

Auto Search

The contact Find window has 2 modes, "Auto Search" and "Field Search". When you open the contact find window, you'll notice an "Auto Search" button. Click this button to switch modes. The Auto Search mode gives you a visible cue when locating contacts. When you switch modes, the system will remember the last mode used for future lookups.

The Auto Search can lookup contacts based on Name, Phones and Email address. To search for contacts by name, begin typing the contact's name (either first or last). As you type, the window will begin listing results after 3 characters are typed. The search is not case sensitive. If you start with the contact's last name, typing a comma will indicate that further typing will be the contact's first name. It is not necessary to type the entire last name before typing the comma.

Do not type a space after the comma. To search by phone #, just type in the phone number without any additional characters. Do not enter "( ) -" characters or the system will start searching by name. The entry must be numeric to search by phone. example: 8005002505 The phone search searches all available phone numbers. The system will start searching by email address as soon as you type the @ character.

When the contact you're after is listed, you can use the up or down arrow keys to highlight the contact and then press enter to locate the contact. You can also double click on the contact to locate. Or you can click on the contact to highlight and then click on the "Go" button. When the system does not find any matches, no names will appear in the find window. Clicking Go with no contacts listed will produce the "Contact Not Found" message and then the "Add Contact" button but will not transfer the search criteria into a new contact like the "Field Search" window will.

Arrows - At the bottom left and right corners of the contact window you will find two arrows. Clicking on these arrows moves you back (left arrow) or forward (right arrow) through your contacts one record at a time.

Key board commands - The Page Up or Page Down keys on your key board will also advance you through your contacts in sequence one record at a time.