Daylite Overview Guide. (Dec 12, 2011)

Transcription

1 Daylite Overview Guide (Dec 12, 2011)

2 Table of contents Objective 3 Audience 3 The Daylite Interface 4 The main window 4 The Calendars view 6 The Contacts view 8 The Organizations view 10 The Projects view 11 The Opportunities view 13 The Groups view 15 The Tasks view 17 The Appointments view 20 The Notes view 21 Daylite Mail Integration 22 Resources 23 2

3 ! Objective The purpose of this document is to introduce the main areas of Daylite to our users. Audience This document is intended for new/existing users who are looking for a brief introduction to Daylite and wish to familiarize themselves with the different areas of the interface. Daylite Overview Guide! 3

4 The Daylite Interface The main window Daylite s main window provides access to all the powerful features of the application. The presence of intuitive icons make navigation quick and easy. The source lists, customizable toolbar, mini Heads Up Display (HUD) widgets and views (including list, linked, and business card views) allow you to create a work environment matching your business requirements. The Main window Daylite has 9 different views that you can get to by clicking the different icons in the navigator. The navigator is an area at the top-left corner of the main window with clickable buttons to navigate through the different views of Daylite. Depending on how you wish to work, you can stay focused on the desired Daylite view. For example, if you are accustomed to working from your task list, then simply click Tasks. Or, if you are used to working from the Calendar, click Calendars. The Results pane is an area of Daylite that shows information based on the type of item you select in the navigator. For instance, if you select contacts in the navigator, 4

5 ! the Results pane shows a list of contacts in the database. If you select projects, the Results pane shows a list of projects in the database. The Detail pane is an area of the interface that shows more information about an item you select in the Results pane. For additional information, please refer to Help > Daylite Help. Additionally, you can watch the following videos: Results pane Detail pane Daylite has Smart list capabilities similar to the Smart folders in Mail, Finder, and itunes. Smart lists allow you to filter data based on certain criteria thereby reducing the time consumed for searches. You can create Smart calendars when working with calendars; or, you can use Smart lists when working with contacts, organizations, projects, opportunities, groups, tasks, appointments, and notes. For example, you can filter all contacts having the category Client and owned by you. Creating a new Smart list For further information, watch the following videos: General overview The main window Smart lists Daylite Overview Guide! 5

6 The Calendars view The Calendar provides a visual representation of appointments, meetings, holidays, and events based on the criteria you determine (i.e., users, category, kind). Appointments and calendar work in conjunction to help you to manage your schedule. Daylite features 3 different ways of viewing your calendar: day, week, or month and you can use the view switcher to select a view. Using the small grey arrows on either side of the view switcher, you can navigate through the days, weeks, and months of the calendar. The Calendars view There is an integrated Due list that shows what tasks, projects, or opportunities are due or forecasted for completion corresponding to the calendar period you are viewing. Using Smart calendars, you can filter appointments you wish to view based on certain criteria. For instance, you could create a Smart calendar that filters personal appointments (i.e., appointments with the category personal ). For more information, choose Help > Daylite Help and search for Calendar. 6

7 ! Workgroup benefits If you re working in a multi-user environment, Daylite assists with co-ordinating and planning activities based on the availability of your teammates or other Daylite users. You can view the schedules of other users in your network when creating appointments and set up a meeting time that is convenient to all those users involved. Daylite enables you to send and receive meeting notifications to/from other Daylite users in your network. You will be notified automatically about who has accepted or rejected your meeting invitation, as well as any scheduling changes. You are also able to book the resources needed for the meeting all at once. Resources and user accounts can be added in the Daylite Preferences menu. Creating a new appointment Daylite Overview Guide! 7

8 The Contacts view A contact in Daylite is a person or individual. It may be someone you know personally, a business lead, a customer, colleague, or supplier. Contacts can be linked to appointments you have scheduled, tasks you may need to do for the contact, groups they belong to, organizations they work for, and projects and opportunities they are involved in. Comprehensive details of interactions and personalized communications (such as letters) can be tracked and linked to a contact ensuring that important details and history are maintained. The Contacts view To create a new contact 1. Select Contacts in the navigator and choose Create > New Contact. 2. Enter the appropriate information. 3. Click OK. You can also watch this video about creating contacts. 8

9 ! When you select a contact in the Results pane, the Detail pane shows additional information about the contact. For example, in the following screenshot, the Activity tab of the Detail pane shows all the history for a selected contact. The Activity tab Daylite Overview Guide! 9

10 The Organizations view An organization in Daylite is essentially a collection of contacts linked to a larger legal entity. Typically, this would include companies, clubs, churches, family, or a group of people who are bound to each other. Organizations enable you to manage information and relationships specific to the company or from a company perspective. The Organizations view To create a new organization 1. Select Organizations in the navigator and choose Create > New Organization. 2. Enter the appropriate information. 3. Click OK. The organization has fields for name, industry, region, multiple phones/addresses, etc. Daylite enables you to link other contacts, projects, opportunities, groups, tasks, appointments, and notes to the organization. For more information about organizations, choose Help > Daylite Help and search for organizations. 10

11 ! The Projects view Projects are useful for grouping together and managing major chunks of work that you undertake. For example, creating a website, writing a novel, launching a new service, etc. Projects allow you to plan, organize and keep track of all details in one place. The Projects view To create a new project 1. Select Projects in the navigator and choose Create > New Project. 2. Enter the appropriate information. 3. Click OK. Daylite projects have pipelines for visually tracking how a project is organized. Pipelines describe your workflow evolution from start to end as well as progress in achieving tasks and objectives. As you complete work for your project in stages, you can move the pipeline forward. Projects are organized by including contacts and organizations that are involved, defining the roles they play, keeping track of s, conversations, and notes related to the project. You can also create tasks and set up appointments. Projects can have unlimited forms, letters, and file and web references attached to them. Daylite Overview Guide! 11

12 Multi-User & Workgroup Benefits In a multi user environment, projects can be owned by different users and within the project, the tasks, appointments, and notes can be assigned to other users. For instance, a project can be owned by Bob and 10 tasks within the project can be owned by Mary, 2 appointments can be owned by George and 4 notes owned by Susan, yet all these items are together in one unit shared among the workgroup. Based on the progress of the project, the project owner can move the pipeline as they see fit and everyone can easily determine the status by looking at the pipeline. For more information about projects, choose Help > Daylite Help and search for projects. 12

13 ! The Opportunities view Opportunities represent the potential for new business. They provide a simple method to track business leads, turn prospects into clients, and forecast potential revenues an important aspect for any business. Daylite enables you to define the products/ services your company offers, create estimates you wish to send to your clients and link items (such as contacts, tasks, notes, etc) to the opportunity. The Opportunities view To create a new opportunity 1. Select Opportunities in the navigator and choose Create > New Opportunity. 2. Enter the appropriate information. 3. Click OK. Using custom pipelines, you can get a visual representation of your workflow as well as progress in achieving tasks and objectives. There are tools to generate custommade correspondence to reach out to prospects and follow-up on leads. You can create detailed estimates, identify fixed price(s), discounts, or terms based on the products/services you sell. These estimates can be saved, sent by , printed, or exported. Daylite Overview Guide! 13

14 The Estimate tab For more information about opportunities, choose Help > Daylite Help and search for opportunities. 14

15 ! The Groups view A group is a collection of contacts, organizations, projects, and/or opportunities that have something in common, as defined by the user. They are ideal for managing new business or marketing campaigns, because you can track a large number of contacts as you qualify them into solid prospective clients. If you want to send bulk mail outs to a specific set of contacts or organizations, then groups are a very useful tool. The Groups view To create a new group 1. Select Groups in the navigator and choose Create > New Group. 2. Enter the appropriate information. 3. Click OK. Daylite Overview Guide! 15

16 Groups can have appointments and tasks associated with them. They can also have subgroups. You can create unlimited notes and forms for your group, as well as attach file and web references. You can also categorize your groups and add sub-groups. For more information about groups, choose Help > Daylite Help and search for groups. 16

17 ! The Tasks view A task is a piece of work to be undertaken. Tasks are to-do items that don t have a defined period of time attached to them. You assign due dates to tasks to be done on a certain day rather than at a certain time. There are different types of tasks in Daylite: To-do, Inbound call, Outbound call, Fax, , Mail, and Print. Tasks can have subtasks. The Tasks view To create a new task 1. Select Tasks in the navigator and choose Create > New Task. 2. Enter the appropriate information. 3. Click OK. Daylite Overview Guide! 17

18 The Task window Multi-user and workgroup benefits Getting work done in today s fast-paced work environment requires constant delegation and sharing of workloads. Keeping track of who is handling a certain task and when it is due can be a difficult proposition. Daylite enables you to share your database in real time. You can see other users tasks even without them having their computer turned on. You can also create Smart lists to view other users tasks or even all incomplete tasks regardless of the user. 18

19 ! You can delegate tasks among Daylite users. The user who you delegated the task to gets automatically notified about the assignment. When that individual makes updates to the task, you are notified. To help you to collaborate further, a user can re-delegate the task that has been delegated to him/her. For instance, a task can be delegated by the CEO to a team leader and by the team leader to a team member. When the team member makes changes to the task, the team leader as well as the CEO will be notified. Delegating a task For more information about tasks, choose Help > Daylite Help and search for tasks. Daylite Overview Guide! 19

20 The Appointments view Appointments are used to identify a scheduled amount of time to complete an activity. The Appointments view allows you to see the scheduled items that appear on your calendar in a list format. Daylite enables you to create the following types of scheduled items: appointment, event, outbound call, inbound call, chat, meeting, video. The Appointments view To create a new appointment 1. Select Appointments in the navigator and choose Create > New Appointment. 2. Enter the appropriate information. 3. Click OK. Appointments can be linked to groups, opportunities, and projects. You can link users, resources, or other Daylite objects to appointments and have reminders set to notify you minutes, hours, or days before the appointment is due. If you have appointments that are repetitive, you can repeat them either daily, weekly, monthly, or yearly until you reach a finish date. Watch this video for a quick understanding of how to schedule a meeting. 20

21 ! For more information about appointments, choose Help > Daylite Help and search for appointments. The Notes view A note is a brief record of information that can be created on its own or linked to any other item in Daylite. Notes are perfect for those little bits and pieces of information that don t fit anywhere, but can t be lost. You can also link notes to contacts, organizations, projects, opportunities and groups thereby attaching the full power of Daylite s linking and tracking capability to your small bits of information. The Notes view To create a new note 1. Select Notes in the navigator and choose Create > New Note. 2. Enter the appropriate information. 3. Click OK. For more information about notes, choose Help > Daylite Help and search for notes. Daylite Overview Guide! 21

22 Daylite Mail Integration Daylite Mail Integration (DMI) is a plug-in that provides a Daylite interface right within Apple Mail. Using DMI, you can tie one or more s to several contacts, projects and opportunities all at the same time giving you rich history. DMI stores the content of an inside Daylite's powerful database. By doing so, you never lose the historical value of an and any user on the local or remote network can view the contents of that . When you receive an , DMI will identify the associated contacts (showing the related category/keywords), open opportunities and/or projects linked to those contacts right from within Apple Mail. You can double-click the contact to open the record in Daylite showing you the full detail and history. You can also trigger the creation of linked projects, opportunities, appointments, and tasks from within Apple Mail. Daylite Mail Integration To learn more about DMI, click here and watch the videos under the DMI section. 22

23 ! Resources Daylite 101 certified training course: Our certified trainers deliver this course regularly all over North America. To find out more about this course and our trainers, please visit Apple Help offers step-by-step instructions to make the most out of Daylite. While using Daylite, choose Help > Daylite Help. Our support page has numerous resources to help answer your Daylite questions. Visit forums to share ideas, tips, and questions with other Daylite users. Marketcircle engineers, designers, and support staff also share their knowledge on the forums. Our certified partners are ready to assist you with your Daylite questions including setup, training, creating custom reports, and many others. Daylite Overview Guide! 23

24 2011 Marketcircle Inc. All rights reserved. Under the copyright laws, this manual may not be copied, in whole or in part, without the written consent of Marketcircle Inc. Every effort has been made to ensure that the information in this manual is accurate. Marketcircle is not responsible for printing or clerical errors. Marketcircle Inc. 30 Centurian Dr, Suite 201 Markham, Ontario L3R8B8, Canada Phone: Fax:

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