User's Guide to Computer Appointment Verification
Overview
You will often need to change some information in a Client Form. This procedure is called editing. You will also occasionally need to make changes to calls in the Calling List. This chapter will describe the techniques you will need to accomplish these edits. The specific procedures discussed are:
Terms
We will use the following terms in this chapter:
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Browse |
To Browse is to view Client Forms in sequence, one after the other. You can Browse to find a particular client's information. |
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Call Entry Form |
The box containing the entry fields for the information needed to place a call for your client is the Call Entry form. The calls entered into the form make up the Calling List for the client. |
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Calling List |
The list of calls you are making for a client. This list includes the time and date of the appointment, and the name and phone number of the person with the appointment. The list is presented in order by appointment date, and can optionally be reordered by name. |
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Clipboard |
The Clipboard is a temporary storage area in your computer's memory that Windows uses when you "Cut" or "Paste" something. |
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Copy |
To Copy is to make a duplicate of something. Within a Windows program, you would first select something to Copy and then select the Copy operation from a menu or with a Short Cut Key. The most common copy operation involves text within a letter or document. The Copy is placed on the Clipboard. |
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Cut |
To Cut is to remove something from an area of the screen. Within a Windows program, you would first select something to Cut and then select the Cut operation from a menu or with a Short Cut Key. The most common Cut operation involves text within a letter or document. A copy of the Cut text is placed on the Clipboard. |
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Delete |
To Delete is to remove something and then discard it. Unlike Cut, a copy is not placed on the Clipboard. Generally, a Delete is permanent. |
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Edit |
To Edit is to change the content of a form or document. |
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Highlight |
To Highlight is to show that you intend to perform an operation on an item, perhaps a Cut or Copy. Highlighting is also called "selecting" when you are choosing an item in a menu. Within Windows, an item or text is Highlighted when it is displayed as light colored text on a dark background. |
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Paste |
To Paste is to move something from the Clipboard to the screen. Typically, you will Paste text at the current cursor position. |
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Short-cut Key |
A Short-cut Key is a single key or key combination that selects an operation without using the mouse. |
You will need to access a client's information form when you want to edit information, or make additions or changes to the client's Calling List or message.
When you need to view a client information form, you can use one of three methods, depending on your preferences.
To access an existing client information form using the mouse, either
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1. Click on the Select Client Form button in the tool button ribbon. or Click on the File option on the menu bar in the program window and click on the Open option. |
The Client Directory displays.
2. Double click on the desired client name, or click once and press Enter.
The information form for that client opens.
To access an existing client information form using the keyboard, either
1. Press Alt+F to display the File menu and press O
or
Pressing Control+O performs the same function as opening the File menu and selecting the Open option.
The Client Directory displays.
2. Use the Arrow key highlight the desired client name and press Enter.
The information form for that client opens.
Using the Buttons on the Tool Button Ribbon
There are four different buttons on the Tool Button Ribbon that are strictly for navigating from Client Information form to Client Information form. These buttons are:
The First Form Button
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This button takes you from any Client Information form to the first Client Information form. This makes moving around among the Client Information forms easier. If you're already in the first Client Information form, the computer beeps to let you know. |
The Previous Form Button
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This button does the same thing as the Previous option in the Browse menu. Pressing this button displays the Client Information form that appears before the currently displayed Client Information form. The computer beeps if you press on this button from the first Client Information form. |
The Next Form Button
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The Next button does the same thing as the Next option of the Browse menu. Pressing this button displays the following Client Information form. If the last Client Information form is the one currently displayed, the computer beeps to let you know. |
The Last Form Button
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This button does the same thing as the Last option of the Browse menu. The Last Form button takes you to the last Client Information form. The computer beeps if you are already in the last Client Information form. |
Using the Browse Menu
This menu allows you to move around within your Client Information list as long as you have a form open.
Selecting this menu heading displays a menu with these options.
Figure 35 - The Browse Menu
First - This takes you to the first Client Information form. This makes moving around within your Client Information forms easier. If you're already in the first Client Information form, the computer beeps to let you know. You may also use the p key to access this option without opening the menu.
Previous - This option displays the Client Information form that appears before the currently displayed Client Information form. The computer beeps if you click on this option while viewing the first Client Information form. You may also use the q key to access this option without opening the menu.
Next - The Next option displays the following Client Information form. If the last Client Information form is currently displayed, the computer beeps to let you know. You may also use the r key to access this option without opening the menu.
Last - The Last option takes you to the last Client Information form. The computer beeps if you are already in the last Client Information form. You may also use the s key to access this option without opening the menu.
You will often need to edit a Client Form to correct typing errors or to change the client information. Use one the methods described above to locate the correct Client Form. When you have completed your edits, use any of the Save methods to save your changed form.
The general steps to edit a field are:
1. Move the cursor to the field
2. Delete the old information
3. Type the new information
You may click on a field to move the cursor to that field. The cursor will appear wherever the mouse pointer was in the text or numbers in the field. You may use either the mouse pointer or use the x, z, gor dkeys to position the cursor. When you type, your new text will shift any old text to the right.
To remove old text, use the cor Backspace keys to remove the old information. You may also position the mouse pointer at the start of some text and then, while holding the Left Button down, drag the mouse sideways to highlight the text. Any subsequent keystroke will delete the highlighted text. You may also use j+dto highlight an entire field.
If you use the vor j+vto move from field to field, the fields will always be completely highlighted. Therefore, any typing will remove the current contents of the field. Click with the mouse pointer on the field to remove the highlighting or use the x, z, gor dkeys to re-position the cursor.
Changing Client Information
There may be times when you need to make changes to the Client Information form. This is a simple procedure.
1. First open the Client Information form you want to edit using one of the methods outlined above.
When the screen opens, the client name is highlighted.
2. Use the mouse or the v(tab) key to select the box you want to change.
3. Type in the correct information.
4. Save by clicking on the Save button on the tool button ribbon, or selecting the Save option from the File menu.
If you attempt to leave the screen without saving the changes, you are prompted by an advisory message box as shown.
Figure 36 - Save Data Advisory Message
5. Select Yes to save the changes.
If you select No, the changes are lost.
If you select Cancel, the message box disappears and you are back in that client's information form.
When you make entries to the Calling List, you should look at the list to verify that you have entered all the information correctly. If you have made a mistake, or if you need to change an appointment time or date, you can do it quickly without deleting and reentering the call information. However, if a call has been attempted, it cannot be edited.
To view the entries on a client's Calling List,
1. With the correct Client Information form open, click on the View Calls button or press the tab key until the View Calls button is highlighted and press the Enter key.
The Calling Lists appear as in the one in Figure 37.
Locating a Call in the Calling List
As a calling list can quickly have hundreds of entries, a particular call could be difficult to locate. You have two features that will help you find calls on the Calling List. You can:
Order
You can change the order of the list to be by either Name or by Appointment Date. With the Calling List displayed, the column that is highlighted in yellow indicates the order the list is currently in. The Calling List is usually in order by Appointment Date. If you need to look for a specific call, it may be easier to find it by the last name of the person who has the appointment.
To change the order of the Calling List;
1. Click on the Order button.
The Viewing Order box appears.
2. Click on Last Name, and then click on OK.
The Calling List is now in order by name.
When you close the Calling List it is reordered by Appointment Date by default.
Searching the List
When calls are in order by date, the App. Date heading at the top of the Calling List is highlighted in yellow. To search for a particular date, you can begin typing in a date as you would enter it on the Call Entry form, that is 08301995 for August 1, 1995. A Date Search screen will appear as you type.
Figure 38 - Date Search screen
To locate the date on the Calling List, finish typing in the date, and click on OK. The Calling List will reappear beginning with the calls for that date.
When calls are in order by Last Name, the Name heading will be highlighted in yellow on your Calling List. You can do a similar search by beginning to type the last name that you are searching for. The List will advance to the name you are looking for as you type.
Edit a Call
When you make entries to the Calling List, you should look at the list to verify that you have entered all the information correctly. If you have made a mistake, or if you need to change an appointment time or date, you can do it quickly without deleting and reentering the call information.
To change the details of a call in the Call List;
1. Select the call by clicking on it with the mouse, or use the Arrow keys to highlight the call you want to delete.
2. Click on the Edit button or press the Alt and the E keys simultaneously.
The Call Edit screen appears.
3. Use the Arrow key to move to the box that you want to change.
1. Type in the new information. The old information erases when you enter the new information.
2. Click on Save, or press the Alt and the S keys simultaneously.
You return to the Calling List. The new information has replaced the old information.
If you select Cancel instead of Save, you return to the Calling List with no changes made.
Deleting Calls
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Note: You cannot delete a call that has been attempted. |
One of the buttons available in the Calling List screen is Delete. If an appointment is canceled or entered into the Calling List by mistake, you can delete it quickly and easily. |
To delete a call from the Calling List;
1. Select the call by clicking on it with the mouse, or use the Arrow keys to highlight the call you want to delete.
2. Click on the Delete button or press the Alt and the D keys simultaneously.
An Advisory Message appears asking you if you are sure you want to delete this record.
3. Click on Yes or with the Yes button highlighted, press the Enter key.
Selecting Yes removes the call from the Calling List.
Selecting No cancels the delete and takes you back to the Calling List screen.
