Selection Menu Items

All Records

This displays all the company records available in the database.

Use Selection

Select a record by clicking on it once and select 'Use Selection' and the current selection of records will be reduced to the record you selected. Then select 'All Records' again to bring up all the records again.

Select a group of records by clicking on the first record once then press the 'Shift' key and click once on the last record. All the records between the first and last one clicked on will be selected. To remove a record from this selection hold down the 'Ctrl' key and click once on a record. You can continue to remove records from the selection by repeating this procedure. Now choose Use Selection and the current selection of records will be reduced this selected group.

Omit Selection
Select a record or a group of records and select 'Omit Selection' and the selection of records will be removed from the current selection of records.

Collect Records...
You will be given the option of typing in the number of records you wish to select from the total number of records. This is useful if you have a large number of records in the database. If you type in 50 this will collect the first 50 records of the database in the order in which they were imported or saved in the database.

Random Selection...
You will be given the option of typing in the number of records you wish to randomly select from the total number of records. This is useful if you wish to test market a portion of a particular group of Companies. For example you may have selected the 'Motels' using your 'Find Classifications' from the file menu. Say you had 500 Motels in your current selection. Choose 'Random Selection' and type 60 into the dialog box and the database will randomly choose 60 Motels from your initial selection of 500 and make this 60 the current selection.

You can then fax or email to this selection of 60 and monitor the results of your campaign. Create a new 'Keyword' for this test marketing campaign. And when you want to fax or email to the rest of this category. You can then select the 500 again using your 'Find Classifications' from the file menu. Then using your 'Keyword Manager' you 'Omit' the 60 you have already faxed or emailed to.

Delete Selection...
This will display a dialog which will allow you to delete the records you have selected by 'Shift' or 'Ctrl' clicking.
You can delete the record displayed by clicking 'Delete Record' or you can click on 'Next Record' to cycle through the selected records in the order they have been saved on disk to choose those you wish to delete. If you wish to delete the remainder of records click 'Delete Selection' and the rest of the records will be deleted or click 'Done' if you have finished deleted records.

Sort Records...
Will display the following dialog. Choose the field you wish to sort by and the direction you wish to sort by and click 'Sort'.

Search Records...

Will display the following dialog choose the fields you wish to search by. Type in the criteria and click 'Search'. Click on 'Search Editor' to go to the advanced search option. Details on using the 'Search Editor' are contained in the EmailFaxProManual.

Add Record...

Keywords can be linked to any group of company records so groups of records can be retrieved at a later date using an extremely fast indexed search. Select 'Manage Keywords' to display the Keyword Manager.
Type the record details into the fields and the tab through all the fields. Once you have done this you can click on the 'Create Label' button to automatically create the data for the address label field. The Text field is to add any additional information to the record. The 'Keywords' button is to proceed to the next screen of the record to add keywords to the record. See 'Key Word' Manager for more information on this dialog.

Save Set
A set is a group of records. When we save a set a reference to each record in the database is saved not the actual record.

Open Set
Opens up a saved reference to a selection of records and displays them.

Omit Set

Opens up a saved reference to a selection of records and removes them from the current selection of records.

Add Set
Opens up a saved reference to a selection of records and adds them from the current selection of records.

Zero Send Order
The send order is the order in which you wish to send out the faxes or emails. If you have a very large database and you wish to send out faxes over a number of days or weeks, you can order the faxes and then keep track of the faxes that have been sent and which ones are left to send using the 'Send Order'. 'Zero Send Order' sets the send order of all records to zero.

Set Send Order
'Set Send Order' numbers the records from one to the end of the current selection. The number can be seen in the 'Send Order' field.

Select Send Range
Creates a selection of records from the 'Start' to the 'Finish' number within the send order. The numbers are inclusive. The following example will select eight records with the '4' and '11' included.

Duplicates...
This selection will display the following dialog box. Transfer the field name you wish to compare the records by for duplicates. Once the duplicates have been found you will be given the option to save sets of the records; the duplicates, and the records to keep, and the records that my need deleting will be displayed.
Select the field or fields you wish to compare and click the arrow button to transfer it to the Duplicate fields list. You can select up to 20 fields to compare. Usually the phone number is the most common to compare as it usually is the most unique between companies.

Field Updates
Field updates is a very important features that is lacking in many other software products. The field updates proceedures are very essential for keeping clean data.

When you are importing data from many sources you can often find that people have entered mobile or cel phoen numbers in the regular phone fields. This is easily solved search yoru imported records to find the ones with the mobile phone numbers in the regular phone field. Set the field update to transfer the mobile phone numbers form into the correct field.

This section is very powerful yet very simple to operate

This selection will display the following dialog box.
Select the field you wish to modify and then select the alteration you wish to make.
  • Replace the value of a field i.e. if you wish to change the name of a Classification.
  • Replace text in a field. You can change the case to 'Title Case' or 'Upper case'.
  • Remove text from a field following a specific character. This is used to cut down sub classifications that some data bases export.
  • Remove ASCII character. You can remove char(10) and other unnecessary characters.
  • Update Sequence Numbers. This renumbers the sequence numbers of the records and resaves them.

Format Phone

Re formats the phone, facsimile and mobile numbers. It is import when importing records and checking against phone or facsimile numbers that the format of the existing data is the same as that you are importing. You also have this option before you import the data into the database.
There are a number of different formats available. For Australian phone numbers the STD value includes 1300, 1800, 1900, as well as all the state STD prefixes. The last two formats are for US phone numbers. The remove brackets option keeps the above formatting but removes the brackets. The Remove brackets and spaces option saves one continuous group of numbers without spaces or any other characters.

Create Label Addresses

When you choose 'Create Label Addresses' the recipients name and address are concactinated into contiguous text for use with the label editor or for emailing. This command will construct the label addresses for the current selection of records. There is also an option to set up the address lines specifically for emailing which keeps the address lines close together for your emails.