Customer and Vendor Profiles

This sub-tab can be used to control Group/User access to client records based on client status. All available Client statuses are listed with a drop down list button for each. Select the type of access you want to grant to the selected group/user for each client status. Available access types are 'No' in which case the user/group access is denied, 'Yes - Full Access' in which case full access rights will granted to the selected group/user and 'Read Only' in which case a read only access right will be granted to the selected group/user for the selected client status.

All/None/Read-Only

If you want to grant the same access rights collectively on all statuses to the selected Group/User you can select one of these buttons. 'All' will grant full access on all statuses, 'None' will deny access on all statuses and finally, 'Read-Only' will grant read-only access rights on all statuses to the selected group/user.

Allow Customer Changes (Vet = Changes Must be Reviewed and Approved by a Different User)

This section is for granting basic 'Auditing and Vetting Options' on 'Client Profiles' through three sub groups ('Adds', 'Edits' and 'Deletes'), each consisting of three radio buttons ('No', 'Yes' and 'Vet') and an additional checkbox on each sub group ('Allow Approval of Adds', 'Allow Approval of Edits' and 'Allow Approval of Deletes').

A user or group can be granted or denied the right to 'Add' a new client, 'Edit' an existing client or 'Delete' a client based on the 'Yes' or 'No' radio button selected, If the 'Vet' radio button is selected then the action that is done by the user must be reviewed and approved by another user. The three 'Allow Approval of < action >' checkboxes will allow or deny the user or group to approve other users' actions.

Note: For this entire group to be visible and accessible, the 'Audit/Vet Client Changes' APPS Config option must be set to 'True' in Application Configurator program > PROFILE.EXE.

This sub-tab can be used to control Group/User access to vendor records based on vendor status. All available Vendor statuses are listed with a drop down list button for each. Select the type of access you want to grant to the selected group/user for each vendor status. Available access types are 'No' in which case the user/group access is denied, 'Yes - Full Access' in which case full access rights will granted to the selected group/user and 'Read Only' in which case a read only access right will be granted to the selected group/user in vendor records of the selected vendor status.

All/None/Read-Only

If you want to grant the same access rights collectively on all statuses to the selected Group/User you can select one of these buttons. 'All' will grant full access on all statuses, 'None' will deny access on all statuses and finally, 'Read-Only' will grant read-only access rights on all statuses to the selected group/user.

Allow Access To Vendors of Type

All vendor types are listed with checkboxes. Select all the vendor types you want to grant access rights on to the selected Group/User by selecting (checking) the adjacent checkbox.

All/None

If you want to grant access on all types at once you can use the 'All' button. Or on the other hand, if you want to deny access on all vendor types at once, you can select the 'None' button.

The Special Events Tab allows you to set which applications will allow access to the 'Special Events' button. Simply check the Profiles module program you wish to have access to the 'Special Events' functionality.

The Notes Tab allows the User to restrict 'Write' access to the Note windows in the Customer Service program and the Customer & Vendor Profiles program].

The Notes Tab allows the administrator to set some permissions for the notes sections of various applications. There are three sections on this Tab, which correspond as follows:

There are two flags that can be used to control how the selected user will have access to the various notes sections above:

Checking the 'Editable' option will allow the selected user to edit notes available in the associated program area. If the 'Editable' flag is not checked, the user cannot edit the notes.

If the 'Visible' flag is checked, the selected user will be able to view the notes entered in the associated program area. If this flag is not checked, the corresponding notes tab will be completely hidden from the selected user.

The 'All' and 'None' buttons can be used to quickly populate all the flags on this Tab.

This menu includes all standard TruckMate navigation controls. For details, see the Record Navigation Bar description.

The tools menu provide several tools to help you build, edit, refine and apply your filter.

Clear Filter

Edit SQL

View SQL

Run Trace

View Customer or Vendor

Send e-mail

This option allows the user to send an e-mail to the selected Customer/Vendor. It opens the standard TruckMate e-mail creation window. The user will be prompted with a list of e-mail addresses and fax numbers. (based on the rows shown in the 'Results' grid). The user then can select non, one or many of the available e-mail addresses. Unlike the standard TruckMate e-mail functionality, the selected recipients will be added to the 'BCC' not the 'To'. The reason for that is, whatever you are sending to your customers or vendors or a combination of both, you don’t want a visible list of recipients to be received by every Customer/Vendor receiving the e-mail. However, if there is a business need to show the recipients in the 'To' box or the 'CC' box, you can select nothing in the initial address book listing and then click either the 'To' or the 'CC' to bring up the address book again, this time the list of recipients will appear in the selected box not the 'BCC'.

Schedule Appointment

This option allows the user to schedule an appointment with the selected Customer/Vendor. Selecting this option will open the appointments window, with the current Customer/Vendor already selected. You can select multiple rows and schedule the appointment for all in one step.

Note: This option is applicable only when the 'Multi-Match Phone Contacts' checkbox IS selected. Appointments are scheduled for individual contacts not an entire company.

Add Check List Item

This option allows the user to add a checklist item in one step. A window with two identical sets of fields will appear, one set for vendor checklists and the other for client checklists. If only vendors are selected from the results grid, the fields for clients will be disabled, and vice versa. You can highlight multiple rows and add the same checklist item for all selected Customers/vendors at once.

Note: This option is applicable only when the 'Multi-Match Phone Contacts' checkbox is NOT selected. Checklist items are added on the company level not the individual contact level.

The only option in 'File' menu is 'Print'. Selecting the print option opens the standard TruckMate Report Selection Window.

The edit menu contains options to edit created appointments.

Re-Schedule

This option will open the 'Re-Schedule an Appointment' popup, to allow the user to enter new dates and times for the selected appointment.

Add Attendee

This option allows the user to add additional attendees to the selected appointment. A popup will appear allowing the user to select either an 'Agent' attendee or a 'Contact' attendee. Selecting either option will open a list of possible attendees of the selected type. The user can then select the attendee to add.

Options available for this menu are:

Show Header

This option will toggle between showing the header section of the 'Appointments' window and hiding it.

Show Details

This option will toggle between showing the details section of the 'Appointments' window and hiding it.

View Appointments

This option allows the user to view 'Appointments' with filtering options. The filtering options available are:

The 'Tools' Menu options are:

E-Mail

You may e-mail (or fax) the appointment (optionally using a template) to any subset of the listed attendees (agents and contacts) - who have an e-mail address or fax number assigned to them. By default, the appointment’s subject and attached files are copied to the e-mail (which you may remove or change before clicking send).

Attach/Open Related Files

You can "attach" files to the appointment (accessible via tool bar button or top menu). As in other TruckMate applications, all that is actually stored in the database is the directory path and filename, so it is only useful for "static" files (ones that are not likely to be deleted or moved). As in other TruckMate applications, you may open/view the attachments (via the application you have associated with the file’s extension); picture type files also show a preview. Any files listed in this feature will by default be attached to e-mails sent for the appointment.

This tab is a grid to display appointments based on filter options.

From/To

These two fields determine the timing of the meeting.

Organizer

This field as a read-only field, populated by the system with the user who created the appointment.

Subject

This is the subject of the appointment as was originally entered.

Location

This field is the physical location where the appointment is scheduled to take place.

Agent Conflicts/Contact Conflicts

Conflicted appointments are appointments that have overlapping time schedules for a common attendee for both appointments. So, if conflicts exist either for the 'Agent' or the 'Contact', a numeric number will display in either/or both of these fields indicating the number of conflicts available. If there is a conflict, the user can then either adjust the timing of the new appointment or re-schedule the older appointment. Another way of resolving conflicts would be by removing attendees from either of the conflicting appointments.

Show

This group of radio button fields controls the amount of time in the future to show scheduled meetings within. Available options are:

This tab shows a calendar that can be accessed by the user to have a better view. double-clicking on any date will open the 'List Tab' in new entry mode with the date pre-set to the selected date.

This tab displays the details of the appointment selected in the 'List Tab' under the 'Appointments - Viewed By' section described earlier. As the user transfers the selection from one record to the next, the record shown in this tab change accordingly. You can also use this tab for data entry as well, it’s another way of viewing and recording appointments' data.

This tab allows the user to view/enter information about the 'Agent' attendees (people from with in the user’s company) involved in the selected appointment. The information displayed in this tab include basic information and contact information about attendees. Selecting the 'Add New Record' button (Plus Sign button) will open a list of available Agents (users, employees, drivers, agent type vendors, etc) that are not added yet as attendees to the selected appointment. In addition, it also includes the following columns that are used to setup an automatic e-mail reminder to be sent using THE DAWG(r) program:

Reminder Night Before At

This field is a boolean with values of 'True' of 'False'. You can toggle between the values by double-clicking the field. A value of 'True' means an e-mail reminder will be sent to the attendee (provided there is an e-mail address stored for the selected attendee in the proper TruckMate application). There is a per-defined Dawg, that will send an e-mail to the selected attendee a night before the appointment date. There is a configuration option to default this field value when a new attendee is added to the appointment. Application Configurator program > PROFILE.EXE > Default Remind Night Before.

Reminder Minutes Before At

This field can fire another pre-defined Dawg. This Dawg sends an e-mail to the selected attendee at a specified number of minutes before the appointment time. Enter a number greater than zero in this field. This number will be the number of minutes before the appointment time at which the reminder e-mail will be sent to the selected attendee. For periods longer than an hour, users may find it easier to pick the figure (number of minutes) via a RMC on the field (bringing up several options in hours, which are converted to minutes when written into the grid). There is a configuration option to default this field value when a new attendee is added to the appointment. Application Configurator program > PROFILE.EXE > Default Remind Minutes Before.

Note: Neither of the e-mail scheduling fields will be accessible if the selected attendee doesn’t have a defined e-mail address in the proper TruckMate application.

This tab allows the user to view/enter information about the 'Contact' attendees (people from outside the user’s company) involved in the selected appointment. The information displayed in this tab include basic information and contact information about attendees. Selecting the 'Add New Record' button (Plus Sign button) will open a list of available 'Contacts' (Clients and Client Contacts) that are not added yet as attendees to the selected appointment.

Note: Pressing 'F4' on your keyboard while you are on the contacts tab will invoke the Phone Lookup screen, which allows you to utilise the 'TAPI' (Telephony Application Programming Interface). This interface from Windows is integrated into TruckMate and allows you to use Telephony basic functionality from your computer. If the currently selected contact has a saved phone number, the number and additional information will be passed to 'TAPI', if the contact has no saved phone number the client or vendor in the main form gets passed (even if you are in the Appointments form or the Client / Vendor Search form etc).

These read-only grids list the agent/appointment (or contact/appointment) combinations that conflict (overlap) the current appointment. This allows someone to resolve conflicts by either a) Changing the 'From/To' time of either the current or conflicted appointment, or b) Removing an attendee either the current or conflicted appointment. For privacy reasons, there is a security setting (by user) to show or hide the Subject and Location columns on the conflicted appointments, Security Setup program > Security > Business Events > Allow Changes (under Cust/vend_Appts).