SALESEYE TUTORIAL - MANIPULATING FILES - PAGE 4-# LESSON 4 - WORKING WITH PROSPECT FILES The ability to create, copy, purge, and combine files is a major reason for using a computer. You will learn how to do these things to SALESEYE data files in this lesson. These features make it easy for you to work with different information files (ie customer files, prospect files) stored on the same disk. EXERCISE 1 - COPYING FILES We assume you have the MAIN MENU on screen at the start of this exercise. Enter... 5 [ for MANIPULATE FILES ] Screen... ** MANIPULATE DATA FILES ** OPTION DESCRIPTION 1 SEE FILES 2 SWAP DATA DISKS 3 MERGE TWO FILES 4 COPY A FILE 5 PURGE A FILE 6 CHANGE DEFAULT DRIVE B: 7 CHANGE DEFAULT FILE B:PROSPECT 8 RETURN TO MAIN MENU Which Option (1-8)? :8: On occasion, you may want to make an exact copy of one of your data files and store it under a different name. This would allow you to make some temporary changes to the file while you leave the master file intact. To learn how to do this... Enter... 4 [ for COPY A FILE ] .pa ** COPY A DATA FILE ** This option allows you to make an exact copy of an existing data file with a new file name. Remember that: 1) INACTIVE leads will NOT be copied! 2) The file being copied will not be disturbed. 3) The file name you specify for the new copy must not already exist. Enter the name of the file that is to be copied :PROSPECT: Enter the name you want to give to the new copy : : C)ancel S)ee files D)one :?: A file named 'SAMPLE' that contains one sample lead has been included on your Program Disk and should have been copied to your Data Disk if you followed the instructions in the WHAT DO I DO FIRST section. You will now make a copy of this file and call the copy 'ONELEAD'. You type... Enter the name of the file that is to be copied :SAMPLE__: Enter the name you want to give to the new copy :ONELEAD : Move cursor... to the horizontal menu line Enter... D [ for Done ] Screen... Copying B:SAMPLE --> B:ONELEAD... And then... Screen... [ FILE SORT OPTIONS ] You saw the FILE SORT OPTIONS screen when you created your PROSPECT file back in Lesson 2. For now, sort your file on FIRM NAME... Enter... F [ for FIRM ] Screen... [ MANIPULATE DATA FILES MENU ] You have just made an exact copy of 'SAMPLE' and saved it in a file called 'ONELEAD'. If you want to see all of the data files on your Data Disk (including ONELEAD, the copy of SAMPLE you just created)... Enter... 1 [ for SEE FILES ] Screen... ** DISPLAY OF DATA FILES ON DRIVE B: ** DATABASE FILES #RCDS LAST UPDATE [ other files ] SAMPLE.DBF 00002 01/05/86 LEADS.DBF 00001 01/05/86 PROSPECT.DBF 00005 01/05/86 ONELEAD.DBF 00002 01/05/86 Hit any key to resume : : Notice the column for '#RCDS'. The number that appears in this column tells you how many leads you have entered in each file. Since SALESEYE automatically inserts one test lead when it creates a file, you should subtract one (1) from these numbers to get the exact number of leads that you typed in. To get back to the MANIPULATE DATA FILES MENU... Enter... Screen... [ MANIPULATE DATA FILES MENU ] EXERCISE 3 - MERGING TWO FILES The MERGE FILES option of SALESEYE is useful for copying a single lead or selected leads from one file to another. For example, you may want to store new leads in a file called LEADS and customers in a file called CUSTOMER. When some of your leads become paying customers, you can transfer them to the CUSTOMER file using the MERGE TWO FILES option. For demonstrating this option, selected leads from your practice file, PROSPECT, can be added to ONELEAD to create a new, larger file. Remember that you created ONELEAD earlier by making a copy of the SAMPLE file that was provided for you. To do this... Enter... 3 [ for MERGE TWO FILES ] ** MERGE TWO FILES ** This option allows leads that satisfy the specified selection criteria to be merged into another file. Remember that: 1) The leads being merged are not purged from the file they are copied from. 2) The two files being merged must be stored on the same data disk in Drive B: 3) Sufficient space must be available on your Data Disk. Enter file that leads should be copied from : : Enter file that leads should be merged into : : C)ancel S)ee files D)one :?: You type... Enter file that leads should be copied from :PROSPECT: Enter file that leads should be merged into :ONELEAD : Move cursor... to horizontal menu line Enter... D [ for Done ] Screen... ** SELECTION CRITERIA FOR MERGING TWO DATA FILES ** FILE=B:PROSPECT FIRM : : To MERGE a single a lead or... NEXT CONTACT DATE- FROM : / / : LEAD QUALITY -FROM : : TO : / / : TO : : LAST CONTACT DATE- FROM : / / : DOLLARS BUDGETED -FROM : : TO : / / : TO : : INIT. CONTACT DATE- FROM : / / : NO. OF EMPLOYEES -FROM : : TO : / / : TO : : TOTAL SALES TO DATE- FROM : 0: ZIP CODES -FROM : : TO : 0: TO : : ANTICIPATED SALES - FROM : 0: CITY : : TO : 0: STATE : : PHONE : - : SALESPERSON : : NC's LAST NAME : : LEAD SOURCE : : IC's LAST NAME : : TYPE OF INQUIRER : : P. COMPETITION : : PRODUCT OF INT. #1 : : PRODUCT OF INT. #2 : : LAST ACTION : : C)ancel E)dit H)elp S)ee codes D)one :?: You must now choose the criteria for merging the two files. The LEAD QUALITY field is a single number which can be used to rank sales leads based on how good a prospect you feel they are. Let's assume that you only want to merge leads that are 'warm' into ONELEAD, and that you forgot the LEAD QUALITY code that indicates this. To refresh your memory of codes... Move cursor... to the horizontal menu line [ use 'Pg Dn' ] Enter... S [ for See codes ] Screen... ** SEE CODES / DESCRIPTORS ** OPTION SEE CODES/DESCRIPTORS FOR... 1 SALESPERSON 2 LEAD SOURCE 3 TYPE OF INQUIRER 4 PRODUCT OF INT. #1 5 PRODUCT OF INT. #2 6 LAST ACTION 7 LEAD QUALITY 8 DONE Which Option (1-8)? :8: Since you wanted to review the codes for LEAD QUALITY... Enter... 7 [ for LEAD QUALITY ] Screen... ** CODES / DESCRIPTORS FOR LEAD QUALITY ** CODE DESCRIPTOR Not specified 1 HOT Prospect 2 WARM Prospect 3 COLD Prospect Hit any key to resume : : As you can see, the LEAD QUALITY code for 'warm' is 2. Enter... Screen... ** SEE CODES / DESCRIPTORS ** OPTION SEE CODES/DESCRIPTORS FOR... 1 SALESPERSON 2 LEAD SOURCE 3 TYPE OF INQUIRER 4 PRODUCT OF INT. #1 5 PRODUCT OF INT. #2 6 LAST ACTION 7 LEAD QUALITY 8 DONE Which Option (1-8)? :8: To get back to filling out the selection criteria for merging two files... Enter... 8 or [ for DONE ] Screen... [ SELECTION CRITERIA SCREEN ] Move cursor... to the LEAD QUALITY line You type... LEAD QUALITY -FROM :2: TO : : [ leave blank ] Move cursor... to the horizontal menu line Enter... D [ for Done ] Screen... ** MERGE TWO FILES ** Are you sure you want to merge B:PROSPECT into B:ONELEAD (Y/N)? :?: Enter... Y [ for Yes ] Screen... Merging leads from B:PROSPECT into B:ONELEAD ... (This may take a while) and then... 2 leads have been merged from B:PROSPECT into B:ONELEAD Hit any key to resume : : Enter... Screen... [ MANIPULATE DATA FILES MENU ] code 2 (for WARM Prospect) specified as the LEAD QUALITY to the ONELEAD file. The two WARM Prospects from PROSPECT now exist in both files! [ If you want to prove this to yourself, go back to the MAIN MENU and select the FOLLOW-UP / PURGE option. Then look at all of the leads in both files using the SELECTIVE FOLLOW-UP option. If you've been doing your lessons, this should be easy! ] You should now return to the MANIPULATE DATA FILES MENU, if you are not there already. EXERCISE 4 - PURGING FILES To wrap up this lesson, you will now purge the file ONELEAD that you have been working on. Enter... 5 [ for PURGE A FILE ] Screen... ** PURGE A DATA FILE ** Enter the name of the Data File that you want to purge PERMANENTLY : : C)ancel S)ee files D)one :?: You type... ONELEAD Enter... D [ for Done ] Screen... Are you sure you want to PERMANENTLY purge B:ONELEAD (Y/N)? :?: Enter... Y [ for Yes ] Screen... B:ONELEAD is being permanently purged... And then... Screen... [ MANIPULATE DATA FILES MENU ] Please note that purging a file is PERMANENT. There is no way to retrieve it once it has been purged. To prove this to yourself, try using option 1, SEE FILES and see if ONELEAD is still listed. In this lesson, you learned how to use SALESEYE's basic file handling options. These features were designed to make it easier for you to work with different files of information. You learned how to: o Make a copy of a data file o Display the files stored on your disks o See the codes assigned to any information field o Combine or merge two files selectively o Purge a data file In the next lesson, you will learn how to use some SALESEYE's powerful print capabilities. You will need to have a printer and paper ready to go to do Lessons 5 and 6.