How to: Gold to Platinum Database Update
1. After you have installed the WealthSpring software on your computer,
you need to start the program and open the sample database.
2. Click on the File option at the top of the page and then select the Open Database
option.
3. An Open Database box will appear in the center of your screen.
4. In the lower right corner of the Open Database box, you will see a Drives box.
Insure that it is set to C:\, or whatever drive contains your Gold version of the
software.
5. Look above the Drives box, you will see a Folders box.
6. In the Folders box, click on the C:\ Folder, then on the CIPW folder.
7. If you look to the left of the Folders box you should now see a list of databases.
8. Choose your Gold database by clicking on it. Then click the OK button.
9. You will see a sign-in screen for that database. Click the green check.
10. Now a screen will appear telling you that the database needs to be updated. Again
click the green check and then sit back and relax while your data is converted.
11. Upon completion of the update process, CIPP will ask you to reload the program. This
does not mean to reload the software. Instead, just restart your computer and you will be
ready to use the program.
NOTE: Do not copy your GOLD database to the PLATINUM directory. This will cause an
error and will not allow you to do the update.
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How to: Exporting Addresses to MS Word
1.Open WealthSpring.
2.Bring up a Client from the Locate Client Screen that needs a label (or Vendor, Personnel).
3.Select the Letters and Reports Icon.
4.Select the Report Tab
5.Go to the section for which you need a label (Client, Vendor, Personnel)
6.Select Mailing Labels, File Labels, etc.
7.Select the label type that you are using.
NOTE: If you are using a different type of label than is available in CIPP (other than a
generic equivalent), Administrative personnel may find themselves spending more man hours
to make it work than it would cost for a new box of labels.
8.Click on the Printer button (center Icon)
9.Check the information to insure it is correct.
10.Click on the envelope with paperclip icon at the bottom of the screen.
11.In the export window that comes up click the down arrow in the Format section. Select Word
for Windows.
12.In the Destination field select Disk File from the drop down list.
13.Click OK.
14.In the window that comes up check where the file is being saved to and the file name. If it
is to disk (your choice) make sure the drive selection at bottom right indicates your
Floppy drive letter (in most instances A:). If you are saving to the hard drive, it should
say C:. Make a note of the file name and location so that when you open Word you will know
what the file is called and where it is located.
15.Once you have selected the name and where you want to put the file click on OK.
16.Now close the open windows in CIPP. Either Minimize or Exit CIPP.
17.Open Word.
18.Select the Tools Menu.
19.Select Envelopes and Labels
20.Select the Labels Tab.
21.Click on the Label section in the lower right corner of the window. Select the type of Label
from the list. Select the OK button once you have the correct label selected.
22.From the current window click on the New Document Button.
23.This will put the Label template into the current document and closes the labels window.
24.At this point you have the label template in the current document. PLACE YOUR CURSOR ON THE
LABEL THAT YOU WANT THE CIPP NAME AND ADDRESS TO GO TO.
25.Select Insert from the Menu bar.
26.Select File (towards the bottom).
27.Select the directory where you saved the CIPP file.
28.Select the file (e.g. RP1602.doc). (If you have filtered in CIPP and there are more than one
Name and Address in the File see note below.)
29.Click on the OK Button.
30.The file and address will appear in the selected label area.
NOTE: For more than one name and address, Open a new document, go to Insert, File, select the
File, select ok, the file with all the names and addresses will now appear in the new
document. Highlight one name and address selection. Press Ctrl C (hold down the Ctrl button
and press C at the same time). This saves the information to memory. Go to Windows in the
menu bar, at the bottom your two files will be listed. The document that is on the screen will
have a check mark. Select the other document that has the label template. Click on the label you
want to fill. Press Ctrl V, this takes the information from memory and places it in the document.
Continue this process until all the names and addresses have been transferred to the label
template.
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How to: Using the Scheduler
These instructions are broken into two parts:
Part one is how to use the daily appointment calendar
Part two is how to use the month-at-a-glance calendar and the year-at-a-glance.
Part One:
To use the daily appointment calendar, click on the Schedule icon.
1.When adding to-dos:
a.Click on the actual time you wish to add a to-do. If you don’t have a client screen open,
a locate client screen will appear. Locate a client. If you already have a client screen
open, a memo screen will open.
b.At the memo screen choose the correct day, month and year the to-do should be scheduled.
From the pull down under Attachment, choose what kind of to-do it should be. Assign it to
the person the to-do should be attached to. Under the regarding pull down, choose the type
of regards. (If there is a new type of regard you want, right mouse click on the regard
field and add as many different types you want. The office start and end time will be in
dark gray and that is there just to let you know what times the office hours are open. If
you want to adjust the office hours do so under the Options, Reminder Schedule Settings.
To finish the column going down, type the information you want as part of this to-do. The
final column to the right of the memo screen is new in Platinum, this allows you to set
Priority levels, launch start and end times and reminder pop-ups. You solely determine the
priority levels. The launch start time is the time the to-do should start, and the launch
end time is the time you want it to end. By default, the times are set at 15-minute increments.
Make sure that any start and end times entered have a 15-minute boundary and that the end
time occurs after the start time.
Last in the column is the pop-up reminder settings. This feature will allow you to set how many
minutes before a scheduled appointment you want it to flash on the screen. To set this feature,
adjust the amount of minutes and click the box for the toggle reminder.
2.Editing, rescheduling, launching and viewing to-dos:
a.After a to-do has been scheduled for a day and time it will appear in the time-slot to the right
of the time. If you single click on the to-do, it will appear in the area below the appointment
calendar for viewing. Right-clicking on the view area will bring up a small screen with the
entire text of the item for easier viewing.
If you double click, or highlight the to-do and click on the launch icon,
it will bring up the client record and the to-do onscreen. This will give full access to
reschedule or edit the to-do.
b.If a to-do has been completed and you want it as a permanent record in the client’s history, click
the put item into history icon. This will move the to-do from the appointment calendar and into
the client’s history.
c.If you want to view the client’s screen from this calendar, click on the view attachment icon.
3.Printing the to-do list:
a.Click on the print this list icon. This will give you only the to-dos for the day listed.
To print all to-dos, click on the Complete ToDo List button and print from there.
For further filtering options, use the ToDo report in the Letters and Reports screen.
4.Week at-a-glance:
a.The week at-a-glance icon is a function to show you what visits or phone calls are scheduled for
one week from the current day listed on the calendar. If you wish to see next weeks, click on
the month at-a-glance calendar on the day you want the week to start and then click on the view
week icon.
4.A complete over-view of to-dos:
a.The last icon on the appointment calendar is the complete ToDo list icon. When clicked, this screen
will show, from newest to oldest, a complete history of uncompleted to-dos. This screen can be
printed and the client screen can be viewed. No editing or rescheduling of to-dos can be accomplished
at this level.
Part Two:
To use the month at-a-glance calendar, highlight that calendar. This will bring the focus of this
calendar to the forefront. This particular calendar has only four features and is relatively
easy to use.
1.The first icon is the mass transfer ToDo items.
a.When clicking on this icon a box will appear with date ranges, filtered, or non-filtered button
and a transfer-to area. The date ranges are from what particular dates you wish to mass transfer
to-dos. The transfer-to area is the person, could be yourself, you wish to move the to-dos. If
the to-dos are non-filtered, ALL to-dos in the specific date range will transfer. Note: be
careful not to assign to-dos to an inaccurate user. If the filtered button is clicked, four
filter criteria will appear. They are clients, products, vendor and personnel. You may then
filter to-dos by these criteria.
2.The second icon is the reload scheduler icon.
a.This will make the daily appointment calendar reappear or refresh if necessary.
3.Birthdays, Reviews and Anniversaries:
a.By clicking the box named the same as above, the appointment calendar will add the appropriate
functions and the month at-a-glance will add an asterisk (*) to the dates that have
corresponding data.
4.Year at-a-glance:
a.The last feature of the monthly calendar is the year at-a-glance. This function is accessed by
clicking on the name of the month shown on the monthly calendar. Ie: if the month is August
1999, click on August and the year at-a-glance will appear. This will show all scheduled
items in the year in the color blue. This feature is handy when you want to schedule vacations, etc.
Final notes:
In many network situations the administrator is taking phone calls or seeing clients coming in
the door and needs to schedule appointments for various salespersons or users on the network.
So your administrator can administer appointments efficiently we recommend that this person
be given to-do and scheduling access and super user status in the security options under
Admin, Admin. This will give the person scheduling appointments for different persons in the
system access to ALL calendars in the office.
This is best accomplished when the person adding appointments is signed into the database as
himself or herself. When an appointment needs to be made for another person, the administrator,
this is the name we are giving the person adding appointments, right mouse clicks on the user
name on the status bar. This is the bar on the bottom of WealthSpring. If the status
bar is unchecked in under the menu View list, check the status bar option for it to appear. When the
administrator right mouse clicks the user name, a super user sign in box will appear. This will
allow the administrator to choose other users in CIPP so that they can access other user
schedules and make appointments for others.
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How to: Using the WealthSpring Timenator
As with any instructions, it is best to read through completely before attempting to perform
the task. That way you have some idea of what is being done and where you will be asked to
go in the program. By reading through beforehand you will save valuable time and effort.
Open WealthSpring
Select the "Edit" menu item
Select "Timenator"
Select "Timenator Events"
Here you create the events that will occur. Later, in Timenator Templates, we can group together
(or not) events so that you can get a letter and envelope to print out automatically when you
first start WealthSpring. This can be a Birthday letter, an annual review letter, etc.
as we go through setting up events you will see the different kinds of actions available to be
set up using the Timenator.
Once the "Events" window opens, select the "Edit" button.
Place your cursor in the next available field under the title Event Name, and click (if this is
the first time you have setup the Timenator then it will be the first line under Event Name).
Enter the name that you wish this event to be called. It is best to keep the name as brief but as
descriptive as possible.
Now move your cursor to the next column, Event Type. If you are creating an event based on a letter
and letter appears in this field, got to the next field, Item Name. Double click on this
field and the "Select Letter" window will open. Select the letter you wish attached to this event (e.g.,
Client Birthday Letter). Now we are going to go back to the "Event Type" column.
If this is not a letter event you are setting up, but say you want a report of all clients that have
a birthday 5 days from now, you would click on the down arrow at the right of the "Event
Type" column. A list of available events will be listed. Select "Reports".
From the Reports window select the report that you wish run each day when you start your computer.
The next column after the "Item Name" is "Salute" here if you are sending a birthday letter you
would want to change the Salute from Duel or Default to single. This field is only important in letters,
since it determines how the letter is going to be addressed and what the Salute (Dear _______) says.
Next column is the Database. You would want either a Birthday Letter or Report based on the clients
Date of Birth (or spouse DOB, or review date).
Next is the days offset column. How far in advance do you wish the information? For a birthday, perhaps
5 days in advance so you will have time to call the client. Some personnel may wish to call their clients
on the day of their client’s birthday, which would be 0 days offset. This column can be set to whatever
amount of time in advance (or after) you wish the report or letter or other event you have selected.
Next column is "Offset Type". If you selected a "Days Offset" of 5, then the "Offset Type" would be
Days Before. If you selected 0, it would be Day Of. These choices can be accessed by clicking on the
down arrow at the right side of the "Offset Type" column.
Next is the Frequency and Freq. Type. With a birthday letter, report, or review these normally occur
for each client once a year. So Frequency would be 1 and Freq. Type would be Year.
Click on the green check mark so that the information is saved.
So, now we have an event that will print a birthday letter or report when you start WealthSpring,
based on the clients birthday that occurs once a year for each client. This is the first step
in setting up your Timenator. This may sound complicated and time consuming, but this will circumvent the
need of going in each day, week, month etc. and running the letters or reports manually. WealthSpring
will perform it each day when you start the program. Just click the green check mark when it asks
"Do you want to run your Timenator events for the day".
The next step in setting up the Timenator is to setup the Timenator Templates.
Go to "Edit", select "Timenator"
select Timenator Templates.
In the screen that appears to add a new template click on the + button.
In the window that comes up type in a name for the template. Remember, this is the template, and you
can attach one or more events to the template. For instance, if you have set up a Birthday Letter event
and a Birthday Letter Envelope event you can attach them together using the template, and then they will
both print when you run your Timenator events. So select a name that is representative of what events
Timenator will perform, or a name that you can associate with the events that are to occur.
Once you have given the Template a name click on the green check mark.
Now in the Template Name box, click on the down arrow that appears to the right of the box and select
the name you have just created.
Below the Template Name box select add/remove button after the Event 1 line. This will bring up the
Event list that we have already created.
Select the event that you want to add to the template by double clicking the event name. If there is
only one event (such as a birthday report) click on the red X.
If you wish to add additional events to the template, click on the add/remove button after event 2, 3, 4.
And add the events that you created in the Template Events section.
When you have finished adding events to your template, click on the red X.
Your Timenator Template is now ready to be attached to your client records. As you enter new clients,
you need to decide if you want the Timenator Templates to be attached to that client’s record. To add
to the Clients record select the Timenator Button that appears at the right side on your Client screen
(it appears as a person with a clock for a head). Select the Template that you wish to attach.
If you wish to attach the Timenator template (i.e., Birthday letter) to all or a select group of your
clients, this can be performed from the browse Mass Timenator Attachment Button. Go to the Browse
button (second from the left on the main tool bar at the top). From the browse window select the Mass
Timenator Attachment button (last button to the right, looks like a person with a clock for a head).
From the window that comes up click on the add/remove button after template 1, select the template that
you wish to attach to all your clients by clicking on the down arrow to the right of the Template name box.
Now click on the green check mark, the template name should now appear after the add/remove box behind
template 1.
Now click on the exit button (red arrow), that template will be attached to all your clients.
To verify that the template has been attached to your clients, bring up a client and click on the Timenator
button on the client screen, the template should be listed there as being attached.
You can also see which Templates are attached to a client by right clicking on their name in the Browse.
From now on when you go into WealthSpring, when you select the green check mark when it asks
if you wish to run your Timenator events, they will be run.
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