Working with Note Items in Tour deForce

Purpose

 

The purpose of this document is to provide an understanding for usage of Note forms.  Tour de Force gives users the ability to easily log and track all correspondence associated with customers, prospects, and other business relationships.  The Tour de Force Note form in Tour de Force can be used to enter notes and important information for each business relationship of a company that does not really belong in the other areas of Tour de Force.

 

The Tour de Force Note form gives users the ability to organize questions, ideas, reminders, messages, or anything that might be written down on paper or sticky notes.  For example, a Note item can be used to record items discussed in a phone conference, or to document useful references found while performing research about a prospect on the Internet.

 

This technical bulletin contains the following sections:

1. Overview of the Tour de Force Note Form
2. The Tour de Force Toolbar
3. The Breadcrumb Bar
4. The Header Control
5. Note Details
6. Creating a New Note Item from the Global Search Utility
7. Creating a New Note Item from a Tour de Force Record or Item Form
8. Viewing Note Items Associated with an Account Record from the Global Search Utility
9. Viewing Note Items from a Tour de Force Record or Item Form
10. Creating Body Draft Templates using the Draft Editor
11. Creating Personal Body Draft Templates from the Tour de Force Note Form
12. Using Body Draft Templates for Note Items in Tour de Force
13. Deleting Note Items in Tour de Force
14.  

 

 

The Tour de Force Note form can be accessed from the Tour de Force Account, the Tour de Force Contact, and the Tour de Force Opportunity forms, as well as from the Quick Events menu in the Global Search.  

 

Only one Note item can be created at a time. If another Note item needs to be created the Tour de Force Note form needs to be opened again.

 

Information associated with Note items can be exported to Excel using the Advanced Export Utility.

---

1.  Overview of the Tour de Force Note Form

The Tour de Force Note form provides one central window where all notes associated with customers, prospects, and other business relationships can be entered into Tour de Force efficiently.  This form is used to create new Note items, as well as to display and edit information associated with Note items that have been entered into Tour de Force.  

 

 

The Tour de Force Note form is divided into four sections:

 

• Tour de Force toolbar
• Breadcrumb bar
• Header Control
• Note Details

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

2. The Tour de Force Toolbar

 

The Tour de Force toolbar contains several buttons that can be used in relation to the Note item that is currently open.

 

 

 

There are six buttons located on the Tour de Force toolbar:

 

• Save – This button saves the Note item and keeps the Tour de Force Note form open.

• Save and Close – This button saves the Note item and closes the Tour de Force Note form.

 

• Close – This button closes the Tour de Force Note form.

 

• Refresh – This button refreshes the Note item.

 

• Attachments – This button is used to add, link, or view any documents attached to the Note item.

 

• Actions – This button is used to create new items that are associated with the Note item.

 

 

 

 

 

 

3. The Breadcrumb Bar

 

The breadcrumb bar is used to quickly navigate between Account Roots, Account Packages, Territories, Contacts, and Account record. The breadcrumb bar is also used as pathway tracker to view the order in which records and items were accessed. Alternative methods for creating and viewing records and items can also be used with the breadcrumb bar.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

4. The Header Control

 

The Header Control information such as TDF Key, Owner, Creation, Last Mod Date, and the Active fields that are associated with a Note item are located at the top of the Tour de Force Note form.  

 

 

There are five fields located in the Header Control:

 

• TDF Key – This field is used to uniquely identify each Note item in Tour de Force.   This field is automatically assigned by the system and cannot be changed.

 

• Owner – This field displays the name of the Tour de Force user that created the Note item.  This field is display only and cannot be changed.

 

• Creation – This field displays the date the Note item was created.  This field is display only and cannot be changed.

 

• Last Mod – This field displays the date the Note item was last modified. This field changes after each save operation inside the item.

 

• Active – This field displays whether the Note item is visible in the Global Search. If this field is False then the Note item does not display in the Global Search.

 

 

5. Note Details

 

The fourth section of the Tour de Force Note form is used to associate a Subject with the Note item, as well as specify the detail of the Note item in the Notes field.

 

The Tour de Force Note form can be customized to accommodate the information companies need to track in regards to their business relationships.  For example, field labels can be renamed and tabs can be added to the form.  

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

6. Creating a New Note Item from the Global Search Utility

The MRH Technology Group recommends using the Global Search utility in Tour de Force to link a new Note item to an Account, a Contact, and an Opportunity record.

 

The steps to link a new Note item to an Account, a Contact, and an Opportunity record are the same once the Tour de Form Note form is accessed.

 

Use the following procedures to link a new Note item to an Account record:

 

1. Click the Global Search button on the Tour de Force toolbar.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

2. Type the name or partial name of the Account record in the For field, and then press the Enter key.  

 

 

3. Locate the Contact record in the grid section of the Global Search window, and right click the Account record to display the Quick Events menu.

 

4. Select Action | New Note on the Quick Events menu.  

 

 

 

 

 

 

 

 

5. Type a brief description to associate with the Note item in the Subject field.  

 

 

6. Type a detail description to associate with the new Note in the Note field.  

 

 

7. Click the Save button to save the new Note item.

 

8. Click the Close button to close the Tour de Force Note form.

 

 

 

 

7.  Creating a New Note Item from a Tour de Force Record or Item Form

An alternative method to use when creating a new Note item for a record or item in Tour de Force is to use the Actions button located on most record and item forms.

 

Use the following procedures to create a new Note item for an Account record using the Actions button:

 

1. Access the Account record that needs to have a new Note item added.

 

2. Click the Actions button on the Tour de Force toolbar on the Tour de Force Account form.

 

 

3. Select New Note in the Actions menu.
   

8.  Viewing Note Items Associated with an Account Record from the Global Search Utility

The MRH Technology Group recommends using the Global Search utility in Tour de Force to view Note items linked to Account, Contact, and Opportunity records.  

 

Use the following procedures to view Note items linked to an Account record:

 

1. Click the Global Search button on the Tour de Force toolbar.

 

2. Type the name or partial name of the Account record in the For field, and then press the Enter key.

 

3. Locate the Account record in grid section of the Global Search window, and right click the Account record to display the Quick Events menu.

 

4. From the Quick Events menu, select View.

 

5. Select View | Notes to open the Quick View for Account window.

 

 

 

6. Select or give focus to the appropriate Note item and click the Open Folder icon to open the Tour de Force Note form.

 

 

9. Viewing Note Items from a Tour de Force Record or Item Form

An alternative method to use when viewing Note items linked to a record or item in Tour de Force is to use the Linked Item Type field located on most record forms.

 

Use the following procedures to view Note items linked to an Account record from the Tour de Force Account form:

 

1. Access the appropriate Account record.

 

2. Click the Linked Item Type field and select Notes to display all of the Note items linked to the Account record.

 

 

---

 

3. Click the Open Folder button to open the Note item.

 

10. Creating Body Draft Templates using the Draft Editor

Tour de Force grants users the ability to create personal and global body draft templates that is used in any Tour de Force Item form that contains a Note field. Body drafts are useful for anytime information needs to be entered in a Notes field on a regular basis. Creating a template saves the user time when entering notes in the Notes field and is more efficient for users that have to enter in notes on a regular basis.

 

Use the following procedures to create a personal note template for a Note item:

 

1. Click the Draft Editor button on the Tour de Force toolbar.

2. In the Draft Editor window access the File menu and select New Body Draft.

 

 

3. In the Body Template Subject field type in a name to associate with the new body draft.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

4. In the Notes field type in the structure of the template.

 

For example, if the template contains information about an Account record when the Account record was created, type in the information that needs to be recorded as headers or bulletin points in the Notes field.

 

 

5. If this template is a global template, then put the information that needs to be recorded in parenthesis next to each section so that other users know what information is expected to be recorded in the Note item.

 

For example, type in Account Record: (type in name of Account record).

 

Note: Only administrative users of Tour de Force can create global body drafts.

 

 

 

 

6. Click the Save Item button in the Notes field toolbar.

 

 

7. The new body draft is now saved under the Body Drafts section of the Draft Editor.

 

Click the Plus Sign next to the Personal section to display the list of personal body drafts.

 

 

 

 

 

 

 

 

 

 

11.  Creating Personal Body Draft Templates from the Tour de Force Note Form

A personal body draft can also be created using the Notes field in the Tour de Force Notes form.

Use the following procedure to create a new personal body draft using the Notes field:

 

1. Begin creating a new Note item for a Tour de Force record or item.

 

2. In the Notes field type in the structure of the body draft.

 

 

3. In the Notes field toolbar click the Save Item button.

 

4. In the Save Body Draft window type in the name of the body draft in the Title field.

 

 

5. Click the OK button.

 

Note: Only administrative users of Tour de Force can create global body drafts.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

12. Using Body Draft Templates for Note Items in Tour de Force

After a body draft has been created in the Draft Editor, the template created can be used in any Tour de Force form that contains a Notes field. Using the template in the Notes field saves time as well as keeps information entered in the Notes field organized.

 

Use the following procedures to use a body draft template for a Note item:

1. Create a new Note item.

 

2. Click the Template button on the Notes field toolbar.

 

 

3. In the template menu select Personal and then select the appropriate template.

 

 

4. Fill out the necessary information for the template.

 

 

5. Click the Save button to save the Note item.

 

 

 

 

 

 

 

 

 

 

13.   Deleting Note Items in Tour de Force

There are multiple ways to delete Note items in Tour de Force. The MRH Technology Group recommends using the Linked Item Type grid to delete Note items linked to Tour de Force Records. Note items should only be deleted when the information contained in the Note item is incorrect or no longer valuable.

 

Use the following procedures to delete a Note item linked to Tour de Force Record:

 

1. Access the Tour de Force Record that contains the Note item that needs to be deleted.

 

2. Click the Linked Item Type field and select Notes.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

3. In the Linked Item Type grid give focus to the Note item that needs to be deleted, and click the Delete button.

 

 

4. Click the Yes button to confirm the deletion of the Note item.

 

 

 

 

 

 

Version: 5.x                         of   Technical Bulletin 5613