Configuring the User Preferences in Tour deForce

Purpose

The purpose of this document is to provide instructions for using the User Preferences window to configure Tour de Force for personal use.

 

The User Preferences window contains numerous options that can be changed at any time, and are used to personalize Tour de Force to fit the needs of each user. These options are set up on an individual basis and are typically determined by the user and not set up as a company preference.

 

This technical bulletin contains the following sections:

1. Overview of the User Preferences Window
2. Accessing the User Preferences Window
3. Configuring General Options
4. Changing the Tour de Force Color Scheme
5. Configuring Appointments and Tasks
6. Configuring Unique ID Follow-Up Tasks
7. Changing Timeout Preferences
8. Updating User Information

Note: Read the documentation completely before using the User Preferences window.

1. Overview of the User Preferences Window

The User Preferences is a configuration screen that is used to set up numerous preferences for Tour de Force. These preferences are only configured on the user’s computer and are not applied globally.

 

 

The User Preferences window contains two tabs:

• General tab
• User Information tab

General Tab

The General tab is the main screen of the User Preferences and contains all of the settings that can be configured by the user. All of the settings configured in this tab only effect the configuration of Tour de Force on that user’s computer.

 

The General tab is divided into seven sections:

 

General Options – This section is used to configure a few basic functions of Tour de Force.

 

• Enable Recent Items – This field is used to enable the use of the Recent Items feature in Tour de Force. If this field is unchecked then no items or records are logged into the Recent Items grid.

 

• Use Global Search Auto Complete – This field is to enable the auto complete feature in the Global Search utility. The auto complete feature automatically completes the word the user is searching for based on previous searches.

 

• Addin Start Delay (seconds) – This field is used to set the number seconds before Tour de Force loads after opening Outlook.  

 

TDF Skins – This section is used to configure the skins, or color scheme, for the Administration Console and different connection states of Tour de Force.

 

• Online Skin – This field is used to set the color scheme, of Tour de Force when in an Online state.

 

• Offline Skin – This field is used to set the color scheme of Tour de Force when in an Offline state.

 

• Admin Skin – This field is used to set the color scheme of the Administration Console of Tour de Force.

 

Note: The Admin Skin field only displays on an Admin version of Tour de Force. Most users do not have access to this field.

 

Complete and Convert for Tasks and Appointments – This section is used to configure what happens to Tasks and Appointments after those items have been completed and converted to Activity items.

 

• Do Not Show Dialog – If this field is checked, then no dialog window is displayed after clicking on the Complete and Convert Activities button.

 

• Delete – If this radio button field is marked, then the Appointment or Task item is deleted after clicking the Complete and Convert Activities button.

 

• Do Not Delete - If this radio button field is marked, then the Appointment or Task item is not deleted after clicking the Complete and Convert Activities button.

 

UniqueId Follow-up Tasks – This section is used to configure the actions of the UniqueId button on Account, Contact, Contract, Opportunity, and Support records. If the UniqueId button is located on these forms the button can be used to automatically create a follow-up Task item that can be assigned to a Tour de Force user.

 

• Do Not Show Dialog – If this field is checked, then no dialog window is displayed after clicking on the Unique ID button.

 

• Create – If this radio button field is marked, then a follow-up Task item is created after clicking on the Unique ID button.

 

• Do Not Create – If this radio button field is marked, then no follow-up Task item is created after clicking on the Unique ID button.

 

SQL Timeout Preferences (Minimum Time: 60 Seconds) – This section is used to set the number of seconds the BSI Summary and various grids in Tour de Force can run before timing out and displaying an error.

 

• BSI Summary – This field is used to set the number of seconds until a timeout error is received in the BSI Summary.

 

• Grid Data – This field is used to set the number of seconds until a timeout error is received in various grids in Tour de Force.

 

Grid Preferences – This section is used to access the Gird Preferences utility.

 

• Launch Grid Preferences – This button is used to open the Grid Preferences utility and configure numerous preferences related to the Global Search, and grids, in Tour de Force.

 

TDF Web Links – This section is used to enable or disable the links contained in email messages from forwarded Tour de Force items and records. If the web links are disabled then users cannot access the record or item through the email.

 

• Click to disable/enable – This button is used to enable web links or disable web links.

 

User Information Tab

 

The User Information tab is used to change information related to the user currently logged into Tour de Force.  User information such as cell phone number, email, and business title can be changed or entered on this screen.  This information is important since these are fields that are typically used on templates for reporting purposes.

2. Accessing the User Preferences Window

Use the following procedures to access the User Preferences window:

1. Access the Tour de Force menu.

2. Select User Preferences in the Tour de Force menu.

3. Configuring General Options

The General Options section contains options for the enabling or disabling Recent Items, using the auto complete function in the Global Search, and adding a start up delay for Tour de Force.

 

Use the following procedures to change the General Options:

 

1. Open the User Preferences window.

 

2. Click the Enable Recent Items checkbox to enable or disable the Recent Items feature.

 

Note: If the Enable Recent Items field is not checked, then no items or records are logged into the Recent Items grid.

 

3. Click the Use Global Search Auto Complete field, to enable or disable the auto complete function in the Global Search utility.

4. In the Addin Start Delay (seconds) field, enter in the number of seconds that need to pass before Tour de Force loads. This feature helps users that have older computers, and can help Outlook load quicker for users with slower computers.

For example, entering the number “15” into the field means that after Outlook is started, Tour de Force does not load for fifteen seconds.

5. Continue to configure other options or close the User Preferences window.

4. Changing the Tour de Force Color Scheme

When switching from an Online state to an Offline state, Tour de Force changes the color scheme so that users can tell what state they are currently in. Tour de Force grants users the ability to change the color scheme to fit their needs and add a bit of personalization to the system.

 

Use the following procedures to change the Tour de Force color scheme:

1. Access the User Preferences window.
2. In the Online Skin field, select the color scheme for the Online state.

For example, select Glass Oceans for the Online state color scheme.

3. In the Offline Skin field, select the color scheme for the Offline state.

For example, select Office 2010 Black for the Offline state color scheme.

4. Continue configuring other options or close the User Preferences screen.

Note: The color scheme automatically changes to the selected color depending on what state Tour de Force is currently in.

5. Configuring Appointments and Tasks

One of the features in Tour de Force is the ability to automatically complete and convert an Appointment or Task item into an Activity item. By clicking the Complete and Convert To Activity button on the Appointment or Task item form, the Appointment or Task item can be automatically entered in as an Activity item.

 

The Complete and Convert section of the User Preferences window, allows users to configure whether or not an Appointment or Task item is deleted after clicking the Complete and Convert To Activity button.

 

Use the following procedures to configure Appointment and Task items:

2. Access the User Preferences window.
3. In the Complete and Convert section, choose whether to disable or enable the dialog window that displays every time the Complete and Convert To Activity button is clicked.

If the Do Not Show Dialog field is not checked, then the Complete and Convert To Activity window displays asking the user to confirm the deletion.

 

If the Do Not Show Dialog field is checked, then the Complete and Convert To Activity window does not display.

Note: The options set in the User Preferences override the options available on the Complete and Convert To Activity dialog window.

3. Click the Delete radio button, or the Do Not Delete radio button, to determine whether or not the Appointment or Task item, is deleted after clicking the Complete and Convert To Activity button.

 

6. Continue configuring more options or close the User Preferences window.
7. Configuring Unique Id Follow-Up Tasks

The UniqueId button on Account, Contact, Contract, Opportunity, and Support records allow the user to set an ID to those records. An unique Id is typically assigned to a record after that record is confirmed to be a valid Account, Contact, or Opportunity. User’s have the ability to set whether or not a Task item is created when clicking on the UniqueId button.

 

For example, if an Opportunity record has been validated and is confirmed to be a viable lead then the user clicks the UniqueId button, which automatically creates a Task item that a Sales Manager can assign to a salesperson or consultant.

 

Use the following procedures to configure the Unique ID follow-up Task items:

 

2. Access the User Preferences window.
3. In the UniqueId Follow-up Tasks section, choose whether to disable or enable the dialog window that displays every time the UniqueId button is clicked.

3. Click the Create radio button, or the Do Not Create radio button, to determine whether or not a Task item is created after clicking the UniqueId button.

7. Continue configuring more options or close the User Preferences window.
8. Configuring Grid Timeout Preferences

When a grid cannot load data from SQL, a timeout error displays. The SQL Timeout Preferences section allows users to set how long a grid can attempt to load data before displaying the SQL timeout error message. The number of seconds set in the fields depends largely on the number of data the user expects to load in the grid and the specifications of the user’s computer.

 

Use the following procedures to set the number of seconds before a timeout error dialog displays:

2. Access the User Preferences window.
3. In the BSI Summary field, set the number of seconds that need to pass before the SQL timeout error displays when trying to load the BSI Summary.

Note: The minimum number that can be set is sixty seconds.

 

3. In the Grid Data field, set the number of seconds that need to pass before the SQL timeout error displays when trying to load various grids in Tour de Force; such as the Global Search.

8. Close the User Preferences window.
9. Updating User Information

The first time the user runs Tour de Force, the User Information window displays. The information that is entered into that window can be updated in the User Preferences window, in the User Information tab. The User Information tab can be used to update the email address of the user which is used when assigning Task items to a user. The fields located in the User Information tab are also available for use in templates.

 

Use the following procedures to update the user information:

2. Access the User Preferences window.
3. Click the User Information tab.

3. Update the necessary fields or add any information that was not previously entered.

4. After updating or adding the necessary information, close the User Preferences window.