How To Mark Contacts Completed
This document discusses how to mark contacts COMPLETED.
The simplest method may be used if you have
roughly 1-100 contacts to process. This method uses
the Search feature to find all the contacts concerned
and then manually changes the Completed/In Progress
radio buttons. It is similar to the way you would
manually mark an contact as done.
Searching For Contacts To Mark Completed
1. Select BROWSE from the top menu bar and a
drop-down menu will display.
2. Select CONTACTS from the drop-down list and a
list of Contacts will display.
3. Press F6 or the FIND icon on the top toolbar (a set of
binoculars) and the Edit Search Criteria - Contact dialog
4. Highlight the TYPE field by using the UP/DOWN arrow keys.
5. Press F2 in the FROM field and the field's pick
list (if applicable) will display.
6. Select LETTER (for example) from the pick list, and
Collect! will return the selection automatically in the
FROM and TO field.
7. Highlight the DUE DATE field by using the UP/DOWN
8. In the FROM and TO fields, press F2 and a calendar
9. Select the appropriate DUE DATE of the contacts
and select OK. The selected DUE DATE (or range) will
be displayed in the FROM and TO fields.
10. Press F8 or select SEARCH to run the search.
11. Select YES when asked to tag records returned
by the search function.
The displayed TAGGED list will now be limited to those
records which match the contents of the 'From' and 'To' fields
you filled in. An S (in yellow) will appear in the Status Bar at
the bottom of the screen to indicate ' Search Criteria' is active
and the list that you are viewing is filtered. Note that you can
use as many fields for selection as you wish. Some fields
are indexed, making very fast searches.
Marking Contacts Completed
1. Select the first contact from the list by pressing the F5 key
or the ENTER key and the contact will display.
2. Click on the Completed radio button by using the mouse
to make the correction.
3. Press PAGE DOWN to move to the next record. If you
click OK at this point Collect! will take you back to the
contact list. You can select the top contact again
4. Press the SPACEBAR to move the curser to the
Completed radio button.
5. Press PAGE DOWN to move to the next record.
6. Repeat steps 4 and 5 until all records are completed.
This method may be used if you have hundreds,
thousands or tens-of-thousands of contacts to process.
This method uses the Macro feature which is slightly
more difficult, if you have never created a macro before.
Macro is simply a greatly speeded up sequence of steps.
When a macro is created, the series of steps is recorded.
When the macro is executed, it runs automatically, making
whatever changes you recorded in the macro's steps.
So, before you record a macro, you need to step through
the procedure you want to automate, so that you know each
step that you will be recording.
When working with macros it is advisable that you
have a recent backup of your database, as a safety
precaution. (Just ask yourself how long it will take to fix an error!)
The macro we need is very, very simple. It just automates
clicking the Completed radio dot. However, you need to know
how to record and execute a macro. This is explained in
the Help topic, How To Use Macros. We will go through the
1. Select the contacts that you want to process, just
as you did in Method A.
2. When you are viewing the list of tagged records,
select the first contact to open it.
Next, follow these steps to create and run a macro on the
3. Select Tools from the top menu bar and then select
Macros from the drop-down choices.
4. Select Record Macro. Every stroke
is now being recorded, so be careful.
5. Click the Completed radio button with your mouse
and press the PAGE DOWN arrow once.
6. Press F11 to bring up the Macro Menu and select
Repeat to List End.
7. Say YES to loop to list end.
8. Select Tools, Macros again and select Execute Macro.
This simple macro should motor through and mark all
of your selected, tagged contacts Completed.
This method is to create a report to write back to the
database, marking the contacts Completed. Please refer
to Writeback Feature in the Help Topics.
- Batch Processing
- How To Use Macros