User Preference Settings: General
From the General section, you can control specific areas of ContactEase.
Default Databases
The Default Databases setting
allows you to open databases automatically when starting ContactEase. If
you have multiple databases in the list, they will open in reverse order so the
database that is at the top of the list will be the active database in
ContactEase. Use the buttons at the top right to modify the list.
Add New Database
Select the left-most button (New),
select the database to be added, and click OK.
Delete Database
Click on the database to select it and click on
the Delete button. This does not delete the database but
removes it from the list of databases that open when ContactEase is
started.
Arranging the Database List
To rearrange the default databases, select a
database and use the arrow
buttons to change its position in the list. The database at the top is the
default database and will be presented when ContactEase is opened.
Options
Remember Last Record
Check this option if you
want the database to open to the last record you had accessed. If this item is
not checked, the first record in the database will be selected when the
database is opened.
Keep List Window Active
If this option is checked, the List Window will become active when
the database is opened and will become the active window after a record is
saved. If it is unchecked, the Record window will be the active window when a
database is opened, and the active window will be the window in which you are
working.
Activate Record Tab on List Selection
Checking this option
will automatically activate the Record tab in the Record Window whenever a new
record is selected in the List Window.
Automatically Save Changes to Records
Check this option to have ContactEase automatically save changes to a record. Note:
when this option is checked, you will need to choose the Record Cancel
menu item or button if you wish to prevent changes to a record from being
saved.
Save Export Settings
When exporting files,
selecting this option will automatically save the settings, once you have
entered a description name.
Allow Resizing Record Fields
When turned on, this setting lets you resize column widths in the
record windows (Phone, Email, Custom & Fields tabs only) by selecting the
grid lines and dragging them to the positions you desire. We recommend
that you adjust the grid to your liking and then turn this option off.
When left on, we've found this feature interferes with rapid data entry.
Use
All Caps in State Field
This setting
automatically capitalizes state field values as they are entered.
Use
All-Caps in ZIP/Postal Code Field
This setting automatically capitalizes any alpha
values in the ZIP/Postal Code as they are entered.
Check for Duplicates When Adding New Records
This setting prompts you
for information when creating new records, so that potential matches can be
located.
Support SQL Server
Changes the File > Open behavior to browse the ODBC connections instead of
normal file browsing. Access databases may be browsed through the Add button.
Never Run More Than One Copy of ContactEase
Checking this option will allow only one (1)
version of the software to run. If you have shortcuts on the desktop pointing
to a specific database, the copy of ContactEase that is already
running will be used and the database will be opened.
Display
Record Tab Fields in White
All input fields in the Record tab will appear with a white
background, rather than the default gray color. This setting helps make it
obvious which fields are editable. For more information see Customizing Record
View.
Sort Combined Company and Last Name
When sorting records, this setting combines the
ordering for these fields. When one field is blank, it uses the other field
value in determining the order. For example, records with a Last Name, but no
Company will appear alphabetically within the companies.
Enable
Offline Security (Laptop)
This option allows
laptop users to assign security to a database on their laptop and work with
marked records when disconnected from the network. This feature is especially
useful when synchronizing marked records with a network database or mobile
device.
Enable offline form
This option applies to Outlook Synchronization users, allows the
user to open the ContactEase Outlook form without having
to be connected to the Exchange server. The buttons on the form will be grayed
out but the contacts can still be accessed and modified. Any changes made to
Outlook will synchronize with ContactEase once the user is back on the network.
This option is on by default.
Display categories as list in Record tab
Check this option if you would rather see
categories in a list format when displayed in the Record tab.
Display Clients/Matters as list
Check this option to
display client/matters values in a list format when displayed in the Record
tab.
Do not display matter numbers in Record Tabs
If Client/Matter assignments are used, check this option if you
only want to see Client values assigned to the record.
Release MAPI after each Send E-mail
Check this option to
release the MAPI services after sending an e-mail. If unchecked, MAPI will
remain loaded after sending an e-mail.
Preset Outlook Security Dialog
Check this option to have the Outlook Security
Dialog automatically dismissed. This option is being phased out.
Synchronize
only if Outlook is running
When this option is selected ContactEase will
not attempt to run Outlook Synchronization if Outlook is not running on this
machine.
Display Master Records with a bold font
Check this option to display master records in
bold in the List window.
Include Salutation in Standard Reports
This option will display the Salutation value
for each Contact in existing preset reports.
Print Categories in List Format
When this option is enabled and you place
categories on a report, the categories will print one per line down the page.
Enable SQL Server Transactions
This option uses specific SQL queries in the
application and should NOT be disabled unless directed by a Cole Valley
Software, Inc. Support Technician.
Enable Logging (Tech Support)
Check this option when instructed to do so by
technical support.
Enable Fast Record Set (Tech Support)Check this option when instructed to do so by technical support.
Ignore Website Conflicts (Merge)
When this option is enabled, conflicting values
in Website fields of duplicate records will not prevent auto-merge from
occurring. The most recent value will be retained in the conflicting website
fields.
Expand History Search Fields
This option expands the Fields listed in the
History search to include all database fields. With the option off, only the
History-specific fields are available. For example, with this option selected a
user can search for all changes that occurred to records where the City equals
Boston, even if the change did not involve the city field.
Import Blank Values
When used in conjunction with the Export/Import function for editing this
option will allow a user to blank out a value on the export document, then when
it is re-imported it will blank out that value in ContactEase. If this is
NOT selected then ONLY changes (from one value to another) will be permitted
when using Export/Import for editing.
Enable Automatic Merging of Master Records
When selected Master Records are eligible for
Auto Merge. DO NOT use this option if your firm uses Master-Master records and
one record contains only the Company Name while another Master Record contains
a local address. The result will be the merging of the Master-Master into one
of the local address Master Records.
Do Not Synchronize with Microsoft Outlook
When this option is enabled it will prevent
contact records from this user’s Outlook folder from synchronizing into ContactEase.
Therefore any records already in or added by this user to Outlook will not flow
into ContactEase. NO records for this user will synchronize, therefore, only
enable this option if this user is NEVER to synchronize any of their records
into ContactEase. Generally, this option is enabled for a proxy user who needs
to access another user’s synchronized folder, but their own records are not to
be synchronized.
International
The ContactEase hotkey
features may need to reflect international language terms for the Copy and Paste
commands of the Edit menu. Copiar and Pegar, for example.
Insert Time Stamp
The timestamp may be used with Note 1 or Note 2 (Record, Time
Stamp menu item). Specify the location of the Time Stamp by selecting one of
these options:
Top of
Note
Places timestamp at the
beginning of the notes text.
Cursor
Places the time stamp at the current cursor
position.
End of
Note
Places the time stamp at the end of the Note
text. This option also affects the cursor position when the notes are first
displayed.
Include
Username
Adds your ContactEase username at the
end of the timestamp in parentheses.
To timestamp Note 1 or 2, use the options under the Record menu, or you can use F5 to timestamp Note 1 or Shift+F5 to time stamp Note 2. When using the menu option or shortcut keys, the Note you are time stamping will now be the active tab in the record window.
User Preference Settings: Appearance
Appearance settings allow you to control how the ContactEase display appears for you.
From the List section, you can modify the alternating color. You can also select how many rows before the color alternates, (two is the default setting). Click on the color button and select a color to use on the alternating rows.
If you check the box for Allow resizing of row height, you can click and drag the row height – this is helpful if you want to change the display font. Once set, you can go back and uncheck it so the size will be fixed for you.User Preference Settings: Record Tabs
User Preference Settings: Hotkeys
ContactEase makes it easy to insert record information into another Windows application. Just position the cursor where you want the record information inserted. Then, press the Paste Hotkey combination. To set up the key combination, check the Paste Hotkey combination you want to use in the Preferences dialog box. The default is Ctrl+Alt+P. You should use a Ctrl+Alt combination to avoid conflicts with other Windows applications.
Activate HotkeyThe Activate Hotkey offers a quick way to access ContactEase if it is currently running. When you press this hotkey, ContactEase will appear. ContactEase does need to be running. For best results, have ContactEase automatically loaded as an icon when you start Windows®. You should use a Ctrl+Alt combination to avoid conflicts with other Windows applications.
Dial HotkeyContactEase makes it easy to auto-dial a phone number that is within another Windows application. Just highlight the phone number you want to dial and then press the Dial Hotkey combination. To set up the key combination, check the Dial Hotkey combination you want to use. The default is Ctrl+Alt+D. You should use a Ctrl+Alt combination to avoid conflicts with other Windows applications.
User Preference Settings: Quick Find
Quick Find is a function that allows you to simultaneously browse several fields for a contact record.
Select File > Preferences > General > Quick Find to open the dialog.
When this is checked, Quick Find is operational and the fields checked in the list below are automatically searched when quick find is used. For example, if you check Company and Last, then any Quick Find you perform will always search the Company and Last Name fields regardless of the column selected (the column selected will also be part of the Quick Find).
Enable "Lastname, Firstname" searchingWhen this option is checked, you can type in the last name, followed by a comma then the first name to narrow down your search. For example, Jones, John, or Jones, J could be entered to limit the results found in Quick Find.
Enable "Firstname Lastname" searchingWhen this option is checked, you can type in the first name followed by the last name to narrow down your search. For example, John Jones or J Jones could be entered to limit the results found in Quick Find.
User Preferences Settings: Reminders
Reminders display on your screen at a chosen date/time. Sounds may be enabled to act as an alarm of sorts.
Enable RemindersTurns Reminders on if you wish to use the Reminders feature of Activities.
Play this sound when displaying a reminderSelect a sound file to be played when a Reminder is displayed. (Optional)
Default Snooze settingSelect the default snooze time for the Reminder dialog when it is displayed.