1. An ACEware Presentation
Names / Level II
An ACEware Presentation

2. 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

3. Look for the webinar logo!
Webinar Available
This logo on a slide indicates that we’re barely scratching the surface of a topic,
and that there is a recording in our webinar archive
that will provide additional, in-depth information
Webinar Available

5. Setting Name Preferences

6. There are over 80 name preferences, many with
multiple options

7. 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.   

8. Name Preferences - WWCD ?

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

10. 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

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

12. 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.

13. 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

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

15. 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

16. Looking Up Names with Speed & Efficiency

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

18. 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

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

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

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

22. Preferences.. Disable 1st Word search

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

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

25. 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….

26. 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….

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

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

29. Mass Name Changes

30. Mass Cleanup Names

31. Mass Purge

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

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

34. 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.

35. Credentials & CRM

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

37. 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

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

39. Special Tools & Tips

40. 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!

41. 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.

42. Make Instructor
Alt + Y
from the name screen

43. 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.

44. 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”

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

46. Special Name Features… clone, data capture, make instructor

47. 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 Address Fee Category, Source Code, Organization Code.
Edit / Paste Name Alt + V

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

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

50. Questions?

51. Please join us again . . . Quick Pick Module
September 28, :00 pm - 2:00 pm (Central Time)
Quick Pick Module

52. Join us on facebook!

53. Thanks!
We appreciate your time today!