An ACEware Presentation Names / Level II An ACEware Presentation

This webinar includes: Setting Names preferences Looking up names with speed and efficiency Mass name changes Credentials & CRM Special tools and tips In other words… a Names Best Practices Workout

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Setting Name Preferences

There are over 80 name preferences, many with multiple options

Remember . . . Preferences are color coded Black - are user specific (they effect the user only).   Blue - are global (effect every user).  You must have level 6 access to edit preferences in blue.  Note: these should not be changed without the permission of your Student Manager administrator. Purple -  user must be a level 6 in the particular area to use the option (e.g. user must be level 6 in Pay to edit receipt numbers).    Note:  your Student Manager Administrator can disallow your ability to edit preferences.  If your Preferences Icon is grayed out, you don't have rights to edit your preferences.  Please see your administrator for more information.     

Name Preferences - WWCD ?

Name Preferences - What Would Chuck Do??? Call Back Call back time lag (go back?) Name Grouping Warn duplicate Email Scoped Interest Code UNCHECK use ID # as primary You Got HELP! ( on line help) Names – Name Preferences

20 Name User Defined Fields (UDFs) A + sign in front of a field name indicates that a field is validated Make Character and Number Fields Validated by putting a + as first letter of label

Want a UDF field’s content to display on the Names Screen? You can edit the UDF display

It’s not as hard as it looks! This requires specific Syntax (computer geek talk). Get with your Tech if you run into a wall! The field references above will display this on the Names screen.

Have a LONG list of interest codes? You can scope interest codes with the Scope By setting. When adding interest codes to a name record, select the appropriate identifier, and you will only see those interest codes in the list: Shorten the list by changing the Scope By A GREAT option for programs who have multiple departments using Student Manager

Don’t know the Code. . . Sort by Description Just click Sort by Description

Or . . . Do a little Code Cleanup LOT of Or . . . Do a little Code Cleanup Extra! You SHOULD be regularly deactivating/combining/deletingold/unused interest codes

Looking Up Names with Speed & Efficiency

DON’T WORK SO HARD…. Looking for a person……

You don’t need FULL name…. All you need is 2 digits of last name, space, and first few letters of first name Use parts.. to look ‘em up

Turn off History “Dropdown” Preferences.. Turn off History “Dropdown”

hides Student’s last name Search with History On Box covers column hides Student’s last name

Search with History Off You can see all data in column BUT You may choose to SHOW history or hide it… YOUR CHOICE!!!!

Preferences.. Disable 1st Word search

Search: Disable 1st Word Search OFF You see names populated in form… Can be slow on a slow network

Search: Disable 1st Word Search On Form pops up quickly. Type in desired match and Hit ENTER or Click Search

To Begin with… or NOT to begin with…. For Most searches .. You’ll want this checked … also it is faster (once you begin typing) To Begin with… or NOT to begin with….

To Begin with… or NOT to begin with…. change “on-the-fly” Turn OFF if you want to search for a Key Word: Firm name/ Course Title This a USER preference..and it will remember your last setting To Begin with… or NOT to begin with….

Sizing your Search Window Is Bigger Better ??? Sizing your Search Window

Sizing your Search Window You can stretch your search Left-Right

Mass Name Changes

Mass Cleanup Names

Mass Purge

Deactivate Names Inactive Name records do not show from the Quick Start Menu (They ARE visible from the Top Menu launch bar)

Print Label Flag Check the Label Flag on the Demographics tab Responding to customer requests can be a pain. Reports / Demographics / Mailing Labels

Import Names Don’t let your reg team type their fingers off! Match the existing fields to the fields in the database, and Matthew has made that pretty easy by providing actual fields names as well as an interpretation/real English name. When you’re done matching, you’ll be ask if there is a header row in your file, if you wish to assign a source code (yes/no), and interest code. Finally, you’ll be told that the import is complete. NOTE: At this writing the name import does not check for duplicate names, but there is a tool for combining duplicate names. IMPORTANT NOTICE ABOUT DUPLICATE NAME RECORDS The Import Wizard will only check for duplicate names if your records in the Excel spreadsheet include the Name ID from the person's Name record in Student Manager. If the wizard finds a name record with the specified ID, it will not create a duplicate name record for that person.

Credentials & CRM

A home for a variety of information Credentials A home for a variety of information Data is reportable Webinar Available

Credentials (Customize Data Template) Label for Field eg “Course Code” Colon : Field name: From Testing.dbf (tecode) | “Pipe” separator You can create a unique template for Each “Credential” code Feel free to call your tech for some Coaching.. Webinar Available

Track contact with your participants CRM Track contact with your participants Webinar Available

Special Tools & Tips

You can even export to Excel! Name Finder F5 Also..GREAT way to do a “ Browse” of selected Names (and edit name detail) You can even export to Excel!

Special Button The Special Button takes you directly to the Contact History on the Contact screen, to the Names Search screen (F5), or creates an Instructor record from the current name. It also has a few buttons for future development.

Make Instructor Alt + Y from the name screen

Fee Category If a student is entitled to the senior discount, selecting Senior Discount from the Fee Category list will ensure that they are given the fee in any course where it is available. NOTE: Both Student Manager and ACEweb will assess the lowest rate to registrations. For example, if the individual qualifies for the Senior fee but the Early Bird fee is lower, they will be assessed the Early Bird fee when they register.

Name Grouping Name grouping allows you to group a series of Name records together and set one member as primary contact for the group Great for tracking Family Groups! ALSO, in ACEweb, this presents a picklist of names when choosing “Enroll Others”

Sort by Option (two ways) Or Change it On-The-Fly Set up your PREFERENCE for Default…

Special Name Features… clone, data capture, make instructor

Name Clone Edit / Clone Name Alt + W Edit / Paste Name Alt + V The LAST edit (add new or edit old) on a name gets saved to the “Name Clipboard” and can be CLONED to a new (or existing name) Last Name (NEW records only), Address Lines 1 and 2, City, State, Zip Code, Phone Numbers, the Domain of the Email Address (e.g. @aceware.com), Fee Category, Source Code, Organization Code. Edit / Paste Name Alt + V

I just want the Data, thank you.. Alt + 3 Allows you to paste name data into an email or word doc or excel cell or ???

We’re promoting from within… Create Instructor from Student: Alt + Y

Questions? chuck@aceware.com 800-925-2493

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