SmartOffice Mobile PC - View and Manage Information

SmartOffice Mobile PC - View and Manage Information

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The link for this help topic is:

Note: This product is no

longer being actively developed. Ebix's current mobile SmartOffice solution

is [SmartOffice

Anywhere](http://help-prod.ez-data.com/soa/help/en/).

Contacts and Businesses)

Opening SmartOffice Mobile PC displays the Contact Summary. There

are two ways to select the displayed contacts:

-

At the bottom of the Contact Summary, click a letter of

the alphabet to display only those contacts whose last name begins

with that letter.

-

Click the Asterisk

button at the end of the row of alphabetic buttons to display

all contacts.

To switch to the Business Summary, click the Business

button from the SmartOffice Mobile PC toolbar.

Create a Contact or Business

To create a new contact from the Contact Summary:

-

From the Record menu:

-

Click the Record

button.

-

Select the Add

option to open the Please Select a Contact Sub-system Type

dialog box.

-

From the toolbar:

Click the Add

button (or press Ctrl + A)

to open the Please Select a Contact Sub-system Type dialog

box.

-

Select the appropriate option from the Sub-system type drop-down

list and then click the OK

button to display the Detail tab.

-

Enter the appropriate Personal, Business, Phone Number,

Address and E-mail/Web Address information and then click the

Save button.

Phone Numbers

-

From the Detail tab, click the Add

button in the Phone Numbers section to open the Phone Information

dialog box.

-

Select the Phone Type from the corresponding drop-down list.

-

Enter the remaining phone information and then click the

OK button.

Addresses

-

From the Detail tab, click the Add

button in the Addresses section to open the Address Information

dialog box.

-

Select the Address Type from the corresponding drop-down

list.

-

Enter the remaining address information and then click the

OK button.

E-mail/Web Addresses

-

From the Detail tab, click the Add

button in the E-mail/Web Addresses section to open the E-mail/Web

Address Information dialog box.

-

Select the appropriate Address Type from the corresponding

drop-down list.

-

Enter the remaining address information and then click the

OK button.

Note: Newly created records (e.g.,

contact, calendar, household, key relations, etc.) are displayed in

green.

Delete an Address, Phone Number or E-mail/Web Address

-

From the contact’s Detail tab, select the address, phone

number or e-mail/Web address to be deleted.

-

Click the Delete

button to display the Record Deletion Confirmation dialog box.

-

Select the Yes button

to delete the selected information.

Modify a Contact or Business

-

From the Contact or Business Summary, select the contact

or business for modification and then click the Detail

tab.

-

Modify the contact or business information. To modify the

phone number, address or e-mail/Web address, select it and then

click the Modify button

to open the appropriate dialog box. Modify the information and

then click the OK button.

-

Click the Save button

to save all changes.

Note: Modified records (e.g., contact,

calendar, household, key relations, etc.) are displayed in red.

Delete a Contact or Business

Contacts and businesses can be deleted in SmartOffice Mobile PC

only if they have not already been synchronized with SmartOffice.

-

From the Contact Summary Record menu:

Select the contact to be deleted.

-

Select the Delete

option from the expanded Record

menu to display the Record Deletion Confirmation dialog box.

-

Select the Yes

button to delete the selected contact.

-

From the Contact Summary toolbar:

Select the contact to be deleted.

-

Click the Delete

button to display the Record Deletion Confirmation dialog

box.

-

Select the Yes

button to delete the selected contact.

-

From the Contact Details tab:

Click the Delete

button to display the Record Deletion Confirmation dialog

box.

-

Select the Yes

button to delete the selected contact.

-

Using the keyboard:

From the Contact Summary, select the contact and then

press the Delete key

on the keyboard to display the Record Deletion Confirmation

dialog box.

-

Select the Yes

button to delete the selected contact.

Households)

The Household tab displays the members of a contact’s household

and their roles.

Create a Household

-

From the Contact Summary, select a contact and then click

the Household tab to open

the New Household dialog box.

-

Click the Add button

to open the Add Household dialog box.

-

Enter the household name and household head and then click

the OK button. The newly

created household displays in the Household Name drop-down list.

-

Select the appropriate Household Name from the corresponding

drop-down list.

Note: Household benefit information

is downloaded from SmartOffice. This information is read-only and

cannot be modified from SmartOffice Mobile PC.

Add Member(s) to a Household

Once a contact’s household has been created, household members can

be added.

-

From the Household Members section, click the Add

button to open the Find Contact Information dialog box.

-

Enter the name of the contact household member and then

click the OK button. The

selected contact’s name displays on the Contact Search Result

list.

-

Select the appropriate contact and then click the OK button to open the Member

Role dialog box.

-

Select the appropriate Member Role from the corresponding

drop-down list and then click the OK

button.

Modify Member of a Household

Household members can be modified in SmartOffice Mobile PC only

if they have not already been synchronized.

-

From the Household Members section, select the member to

be modified and then click the Modify

button to open the Household Member Details dialog box.

-

Modify the member role as necessary and then click the OK button.

Delete Member from a Household

Household members can be deleted in SmartOffice Mobile PC only if

they have not already been synchronized.

-

From the Household Members section, select the appropriate

household member and then click the Delete

button to open the Record Deletion Confirmation dialog box.

-

Click the Yes button

to delete the selected household member.

Contact Benefits)

The Benefit tab displays the benefit information for a contact.

The contact’s benefit information is downloaded from SmartOffice.

This information is read-only and cannot be modified from SmartOffice

Mobile PC.

Key Relations)

The Key Relations tab displays a contact’s key relations, business

relations and referred contacts. None of these relations can be modified

or deleted in SmartOffice Mobile PC.

Add Key Relations

-

From the Contact Summary, select a contact and then click

the Key Relations tab.

-

From the Key Relations section, click the Add

button to open the Find Contact Information dialog box.

-

Click the OK button

to open the Contact Search Results dialog box.

-

Select the applicable contact and then click the OK

button to open the Key Relationship Details dialog box.

-

Specify the applicable relationship information and then

click the OK button.

Modify Key Relations

Key relations can be modified in SmartOffice Mobile PC only if they

have not already been synchronized.

-

From the Key Relations section, select the key relation

to be modified and then click the Modify

button to open the Key Relationship Details dialog box.

-

Modify the necessary information and then click the OK button.

Add Business Relations

-

From the Contact Summary, select a contact and then click

the Key Relations tab.

-

From the Business Relations section, click the Add

button to open the Find Business Information dialog box.

-

Click the OK button

to open the Contact Search Results dialog box.

-

Select a business and then click the OK

button to open the Select a Role dialog box.

-

Select a role from the corresponding drop-down list and

then click the OK button.

Modify Business Relations

Business relations can be modified in SmartOffice Mobile PC only

if they have not already been synchronized.

-

From the Business Relations section, select the business

relation to be modified and then click the Modify

button to open the Business Key Relationship Details dialog box.

-

Modify the necessary information and then click the OK button.

Add Referred Contacts

-

From the Contact Summary, select a contact and then click

the Key Relations tab.

-

From the Referred Contacts section, click the Add

button to open the Find Contact/Business Information dialog box.

-

Click the OK button

to open the Contact Search Results dialog box.

-

Select a contact and then click the OK

button.

Activity Log)

The Activity Log tab displays a list of both Calendar and Task activities

scheduled for the selected contact.

Add an Activity

-

From the Contact Summary, select a contact and then click

the Activity Log tab.

-

Click the Add button

to open the Activity Details dialog box.

-

Enter the activity information and then click the OK button.

-

In the Confirmation Letter dialog box, either click the

Yes button to send a confirmation

letter, or, click the No

button to skip sending a confirmation letter.

Modify an Activity

-

From the Contact Summary, select a contact and then click

the Activity Log tab.

-

Select an activity to be modified and then click the Modify button to open the Activity

Details dialog box.

-

Modify the activity details as necessary and then click

the OK button.

Delete an Activity

Activities can be deleted in SmartOffice Mobile PC only if they

have not already been synchronized.

-

From the contact’s Activity Log tab, select an activity

for deletion and then click the Delete

button to open the Record Deletion Confirmation dialog box.

-

Select the Yes button

to delete the selected activity.

Activity Collision

The activity collision feature warns the user of activity scheduling

conflicts.

If a new activity occurs at the same time as an existing activity,

SmartOffice Mobile PC displays the following message: “The activity

conflicts with another scheduled activity. Schedule it anyway?”

Click the Yes button to

schedule the activity despite the conflict; or, click the No

button to return to the Activity Details dialog box to select a different

time.

Note:

After synchronization, SmartOffice will generate an error log message

about the activity collision.

Calendar)

The calendar in SmartOffice Mobile PC can be viewed by day, week

and month.

Calendar Day

The Calendar Day displays the activities for a specific day. To

display activities for past and future days, click the Previous

or Next buttons.

Calendar Week

The Calendar Week displays the activities for a specific week. To

display activities for past and future weeks, click the Previous

or Next buttons.

Calendar Month

The Calendar Month displays the activities for a specific month.

To display activities for past and future months, click the Previous or Next

buttons.

SmartPad)

Add a SmartPad Note

-

From the Contact Summary, select a contact and then click

the SmartPad tab to display

the SmartPad list.

-

Click the Add button

to open the SmartPad Notes dialog box.

-

Enter the SmartPad note text and then click the OK

button.

Modify a SmartPad Note

SmartPad notes can be modified in SmartOffice Mobile PC only if

they have not already been synchronized.

-

From the SmartPad list, select a SmartPad entry to be modified

and then click the Modify

button to open the SmartPad Notes dialog box.

-

Modify the necessary information and then click the OK button.

Delete a SmartPad Note

SmartPad notes can be deleted in SmartOffice Mobile PC only if they

have not already been synchronized.

-

From the SmartPad list, select a SmartPad entry for deletion

and then click the Delete

button to open the Record Deletion Confirmation dialog box.

-

Select the Yes button

to delete the selected SmartPad entry.

Holdings)

The Holdings tab displays a contact’s policy and investment information.

This information cannot be added, modified or deleted in SmartOffice

Mobile PC.

Subaccounts

Policies and investments that have subaccounts associated with them

are displayed in royal blue in SmartOffice Mobile PC.

Double-click a policy or investment to view its subaccount details.

In SmartOffice Mobile PC, the user cannot add, modify or delete subaccounts

for policies and investments.

Policy Subaccount Detail

Investment Subaccount Detail

Contact Opportunities)

The Opportunities tab displays a contact’s opportunities.

Add an Opportunity

-

From the Contact Summary, select a contact and then click

the Opportunities tab

to display the Opportunity Summary.

-

Click the Add button

to open a new Opportunity Type dialog box.

-

Select an opportunity type and then click the OK

button.

-

Enter the opportunity details and then click the OK

button.

Add an Opportunity Related Contact

Opportunity related contacts are family members or business associates

associated with an opportunity.

-

From the Opportunity Summary, double-click an opportunity

to open the Opportunity Detail dialog box.

-

Click the Add button

in the Related Contacts section to open the Opportunity Related

Contact dialog box.

-

Click the Related Contact

hyperlink to display the contact search results and then select

the related contact’s name. To review a list of all key relation

contacts, click the Selection

button next to the Related Contact field (i.e., the List All Relations

button).

-

Select the role from the Contact Role drop-down list.

-

Enter the necessary information and then click the OK button.

Modify an Opportunity Related Contact

-

From the Opportunity Summary, double-click an opportunity

to open the Opportunity Detail dialog box.

-

In the Related Contacts section, select the appropriate

opportunity related contact for modification and then click the

Modify button to open

the Related Contact dialog box.

-

Modify the necessary information and then click the OK button.

Delete an Opportunity Related Contact

-

From the Opportunity Summary, double-click an opportunity

to open the Opportunity Detail dialog box.

-

In the Related Contacts section, select the appropriate

opportunity related contact and then click the Delete

button. A confirmation message box opens.

-

Click the Yes button

to delete the selected related contact.

Modify an Opportunity

-

From the Contact Summary, select a contact and then click

the Opportunities tab

to display the Opportunity Summary.

-

Select the opportunity to be modified and then click the

Modify button to open

the Opportunity Details dialog box.

-

Modify the appropriate information and then click the OK button.

-

Opportunity Stage History

button: Click this button to view the Opportunity Stage History

for the selected opportunity.

-

Show All Completed

Actions/Show All button:

-

From the Action list, click the Show

All Completed Actions button to display actions

that are completed. Note that the Show All Completed Actions

button toggles to the Show All Actions button when only

completed actions are displayed.

-

To return to a complete list of all actions, click

the Show All Actions

button.

-

Perform Actions (formerly

Execute Actions) button:

-

From the Action list, select an action that has

not already been performed. Note that the action type

must have an activity and word track and a letter defined.

If no action type is defined, the “No actions are defined”

message is displayed.

-

Click the Perform

Actions (formerly Execute Actions) button. Depending

on the action type, one of the following occurs:

-

For

the Activity and Work Track action type: An Activity dialog

box prompts the user to create an activity.

-

For

the Letter action type: The specified letter is selected

and sent to the Letter Queue.

-

After completion, the Completed column is updated

to Yes.

- Mark Stage Action(s) Complete

button:

-

From the Action list, select an action to be changed.

-

Click the Mark

Stage Action(s) Complete button.

-

The Completed column is updated to Yes. Note that

if the action is already completed and the user clicks

the Mark Stage Action(s) Complete button, a dialog box

opens stating, “Selected Action is already complete…”

and no action occurs.

Delete an Opportunity

Opportunities can be deleted in SmartOffice Mobile PC only if they

have not already been synchronized.

-

From the Contact Summary, select a contact and then click

the Opportunities tab

to display the Opportunity Summary.

-

Select the opportunity for deletion and then click the Delete button to open the Confirmation

dialog box.

-

Click the Yes button

to delete the selected opportunity.

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