Copyright © 1998 Zegarelli International
All rights reserved
The First "OOD" Office Data Manager and Message-Conveyance System!
1100 Allegheny Building
429 Forbes Avenue
Pittsburgh, PA 15219-1616 USA
Manual Version: 10/2/98 1:34 PM
This Manual is hypertext enabled. If you are reading this manual
in printed form, the underlining may be ambiguous: it may
be for emphasis or to indicate a hyperlink.
Important Publisher's Note:
You should read this Manual because Ziata! has "never before seen" functionality.
Ziata! is very powerful, but it is "clean" in that the functionality is always
available, but does not burden you with extraneous buttons, etc.
If you don't review the Manual, you might not grasp the power of Ziata!
At least take a moment to review the various screen shots.
If you can only read one section, read Section 2.c.
Table of Contents
Forward and Introduction
The following symbols are used to assist you with easily understanding the purpose of different instructions and statements throughout this manual.
A fundamental CONCEPTUAL fact. This symbol indicates that the statement includes conceptual information that regarding basic software functionality. For example, you may be doing the steps to accomplish your goal properly, but the method you use to accomplish your goal may be inefficient or unnecessary.
An important KEY fact. This symbol indicates a basic piece of information that you should know in order to properly use the software.
A CAUTION fact. When you see this symbol, stop and read it. It identifies information which, if not understood, could cause problems using the software.
A TECHNICAL ISSUE. This indicates a technical note, primarily intended for Network Administrators. Or, as is the case in many offices, the Office/Department Manager who, to their chagrin, is expected to be the Network Administrator.
A TIP. This might be a Windows tip or Ziata! tip. Although not crucial to your use of the software, a tip is included because it will make your use of the software more graceful.
Forms and Dialog Boxes. At times, this manual refers to "forms" and "dialog boxes." Forms and dialog boxes are similar. The difference is that a form is usually a screen of information that you work in to perform a certain function, like the E-MSG!® Pad. A dialog box is usually a small type of form that solicits a particular item of information, such as a Yes or No question. When the manual generally refers to a form, the reference includes dialog boxes.
Movements: Movement through a form and dialog box occurs by hitting the [tab] and [backtab] keys. (The [backtab] key is achieved by holding down the [shift] key and hitting the key with the [tab] key (the key with arrows going in opposite directions on the left side of the keyboard), i.e. [shift-tab]). In some legacy (DOS) programs, movement occurs by hitting the [enter] key. Not in Windows; except when closing a comboBox (see below), do not hit the [enter] key unless you want to leave/close the form or for the reasons identified below for Buttons.
Parts of Forms and Dialog Boxes. The dialog box below has a number of user selection and entry areas, called "controls." Different controls have different names used in Microsoft Windows95. With regard to the password dialog box below, following are the names of the different controls and their functions:
Buttons. A "button" is represented by the "OK" and "Cancel" controls above. You can press a "focused" button by pressing the [spaceBar]. This saves time because you don’t have to move the mouse to click the button. A button has "focus" and can be "pressed" if it has a faint stuttered line around the word inside the button. Neither of the buttons above have focus. See the About Box (in Section 2, below) for an example of a button that has focus and can be pressed by pressing the [spaceBar]. There can also be a default button, which has a darker border than the other buttons, such as the "OK" button above. Almost universally, regardless of where you are in a form, pressing [enter] will cause the activity underlying the default button to be performed, i.e. the same as pressing the default button. Thus, in the dialog box above, if you were in the Password field and hit [enter] the OK button would be performed, i.e. the form would verify the password and close.
Tabs: The "tabbed control" allows different screens of information to be displayed depending upon the tab selected. The tabbed control above is represented by the following tabs: Entry, Administration, Registration/Upgrade. Usually, different tabs are selected by clicking on the desired tab with the mouse, but you can also select a tab by hitting [tab] until the tab has focus, then pressing [enter].
Fields: A "field" is usually the space within which you enter information. Fields are represented by the white areas in the above dialog box. Fields designate areas into which you can type information requested or required by the program. Generally, fields colored white allow user input, fields colored gray do not allow user input.
ComboBoxes: A "comboBox," also known as a "drop-down comboBox" is a type of field. It is special because you can usually type information into the field, as well as get a drop-down list of available pre-defined entries. Sometimes in a comboBox, you are not permitted to type in new information, you must choose from the available selections in the list. A comboBox is represented above by the field named "Company" with the down-arrow on its left margin. Important: You can get the list by clicking the arrow or by selecting [Alt-DownCursor]. Using [Alt-DownCursor] allows very quick and easy data entry/selection.
Grids: A "grid" contains a list of items, usually for the purpose of selection. In many cases, typing the first letter of the item you intend to select, will automatically scroll to that item.
Entities, Persons, Companies, etc. For ease of reference, we often use the following terminology conventions: Entity could be either or both of: a human being or a corporation. (I.e., human beings and companies are both entities.) A Person or Human Being is a natural person. We try to use "Person" when we can, but, sorry, sometimes we must use "human being," rather than "person," so we don’t confuse attorneys and accountants, who view a corporation as a "legal person." Sometimes we use Company, which means not a human being, but could be an estate, trust, corporation, etc. A User is a person who is a user of Ziata! A Client is a client/customer/patient of the business for which Ziata! is being used. All Users are also automatically established as Clients (but, of course, all Clients are probably not Users).
Clipboard. Microsoft Windows95 has an inherent feature called the "clipboard." The clipboard is a storage area of sorts. It allows you to copy text from one program/form and paste it into another program/form. Generally, you copy from a program with Ctrl-C and paste with Ctrl-P. This is a very powerful feature in Ziata! because you can copy information, such as full names and addresses, and paste the information into your wordprocessor, for example.
Modules. Ziata! starts with the core Pronexus™ database engine. Each "module" is like a separate software package that integrates with Ziata!. For example, if you want the functionality supplied by E-MSG!®, you obtain that module. If you need client/customer/patient management, you obtain that module. In this way, you can obtain only the separate modules that support your individualized business workflow.
In this manual, there are references to certain third-party products, such as Novell Netware, Microsoft Windows95/NT, Microsoft Exchange, Borland International, etc. There is no association or relationship between such companies and Zegarelli International and/or Ziata! Thus, the references contained in this manual are solely for the purpose of identifying such companies and/or third-party products as it may relate to the usability of the software. Ziata™, MindSaver™ and Pronexus™ are trademarks of Zegarelli International. E-MSG!® is a federally registered trademark of Zegarelli International.
Forward and Personal Introduction
Why do we have this forward? In short, because Ziata! is just so powerful that we love explaining what it does, and how it can really make your life easier. It’s a revolutionary, not an evolutionary, business workflow product.
Ziata! is too powerful to be called a personal information manager, has too much breadth to be a database, and more depth than a telephone messaging system. We almost don’t know how to categorize it!
So, get a cup of your favorite java, have a seat and read on.
In short, Ziata! treats people, companies, locations and telecommunication addresses as separate data objects. First, you create the data object. Then, you give the data object properties (such as a birthdate for a person object), then, you just connect and reuse the objects, in any combination, without limitation. Now that the objects are entered once, you’re set. Create once–use many. In fact, even the connections between objects are objects.
For example, a husband and wife live at their home with their five children. At that address, they have a home business, which is incorporated. The husband is the president and a board of director member, but not a shareholder. The wife is a shareholder, the secretary and treasurer, and the other board member. Each of the five children is also a shareholder. Okay, ask yourself. In order to track this information, how many times do you have to enter the names, the location, the phone numbers, the relationships? In Ziata!, you enter each only once, then connect them. Once you connect the telephone number to the location, any person to whom you attach the location inherits those telephone numbers. This is what we call "data inheritance."
Re-use the Objects. Reusing the objects is really where it becomes powerful. For example, after entering the husband, you can enter his birthday, social security number, etc. Then, when you connect him to other corporations, you’ve already got his personal information. Database professionals call this a "highly normalized" database; business professionals call this "no data redundancy"; you can just call it "effective."
No Limits. Also, most databases give you the opportunity to enter up to 3 or so telephone numbers, etc. In Ziata!, it’s all unlimited. There is no limit to how many telephones can be "attached" to people, companies or locations; no limit on location attachments, etc. Even the drop-down lists come from customizable text files. No limits!
Finding Data. Find data with just the click of the mouse. Let’s say you know the name of a person, but can’t remember the company with which he or she is affiliated. It’s easy. Lookup the name, and you’ll see all companies with which he or she is affiliated. Better yet, look up a company, and you’ll see all the employees, etc. Look up a telephone number, see all locations to which it’s attached. It goes on and on. This is what we call our proprietary Pronexus™ database engine. It’s outrageous. And, it’s all point and click.
We almost hate to say it, but, that’s just the beginning.
E-Mail Messages. We took the Pronexus™ database logic and built upon it. Another problem was taking phone messages, so we developed a message pad that provides a front-end to the data base. The phone message is then sent by the e-mail protocol on your system. It makes the little e-mail phone pads distributed as shareware look like a joke. The E-MSG!® Module lets a receptionist take phone messages, suggests names from the database, then updates the database with new information. And, the phone message pad itself is the best we’ve ever seen. It’s live real-time data updating, as well as messages by e-mail!
Common Lookups. Okay, taking phone messages with the message pad is cool, but what happens when more than one receptionist takes messages and sends them via e-mail? If you call into the office, do you have to ask each receptionist for your messages? (Presumably, your staff doesn’t have access to your email file, so they wouldn’t know if another person took a message for you.) No. E-MSG!® tracks every message taken by any user in a common database for lookup purposes.
In/Out Employee Tracking. In all businesses, staff are in and out of meetings. The receptionist needs to track them. E-MSG!® does it, automatically. With In/Out, employees can sit at their desk and log themselves in and out. When someone changes his or her in/out status, the receptionist is automatically notified by a popup message. Also, in the E-MSG!® Pad, when the receptionist takes a message, if that person is flagged as an exception (i.e., you are not available, except for ...), then the receptionist will be automatically notified with the waiting message form. For example, the receptionist can then put the caller on hold and find the employee so he or she can take the call. Also, if multiple employees have exceptions for the same potential caller, the receptionist can respond to each employee separately with e-mail messages.
The key is that the receptionist does not have to remember who is in, who is out, who are exceptions, etc.—finally, it's all automated, for the first time, in history.
There’s really so much more.
There’s client and file tracking, with e-mail messaging when status changes. There’s scheduling of deadlines with automatic e-mail notification (even to clients over the Internet), and resource logging. Think about these great features:
Create unlimited persons, companies, locations, telecommunication information
Relate persons, companies, locations, telecommunications without limits
Prevent redundant data entry
Quickly find all relations between or among the objects in any direction
In each module, easily edit the properties of the objects
Take phone messages using e-mail
E-MSG!® Pad is the database front-end, with automatic updating
In each e-mail message, get full relationship history
Each phone message is logged in common database
Track staff members as being in or out
Create "find me" in/out exceptions from the database
When taking a message, automatically notify receptionist that call is an exception
Deposit messages for clients/customers that can be conveyed when they call
Integrated E-MSG!® Pad, In/Out and Waiting Messages Pad
Use QuickEntry to create objects and relationships
Use QuickFinder to quickly find locations, telephones, clients, etc.
Track each piece of postal mail in the office environment
Track the location of each library book
Create unlimited clients/customers
For each client, create files, subfiles and the documents contained therein
Log shared resources so that common use is managed
Count days between dates
Send clients and staff automated mail about upcoming deadlines
Establish unlimited to-do’s with MindSaver™
For each MindSaver™ to-do entry, create unlimited associated dates
Each MindSaver™ entry and each date has complete separate properties
Use the Internet to notify clients of deadlines, etc.
MindSaver automatically notifies staff that they have overdue books
MindSaver automatically notifies staff that they have overdue files/subfiles
MindSaver automatically notifies you of birthdays and annual meetings
Perform mass electronic mailings, with virtually no effort
We are so confident with the product, that we give an effective 30 day 100-user guarantee: use the software with up to 100 users; pay nothing for 30 days, if you like it, then, and only then, pay the registration fee for the number of users and modules you specifically need.
Ziata! is a feature-rich product that has been time-tested. Whether you use one or more modules, you’ll love it. We do.
We really hope and expect that you will enjoy our product.
In Ziata, most of the forms have a core menuing structure. That is, most of the menus in the forms are the same, with variation only as necessary. The goal is to allow you to develop habits that will increase the ease of use of the software. Following is the core menu structure found in most of the forms:
File: E-MSG!®: E-MSG!® Pad
Pronexus Module: People: Listing
Clients Module: Clients
Office Module: Books
Standard Operating Procedures (SOPs)
Utilities: Date Counter (Date Counter form)
Maintenance (Bug/Suggestion Reports)
Exit/Close (Exit leaves Ziata, Close closes form)
View: Float (Form floats on top of all others)
Last Saved (Use form size as of last saved)
System Default (Use/reset to manufacturer specs)
Small and Float (Make view very small and float form)
Save Window on Exit (Save form size when exiting of form)
Help: About Distributor (Information about Distributor)
About (Information about software/version, etc.)
Menus are enabled depending upon the modules that you licensed. For example, if you licensed the E-MSG!® module, then the menu item is enabled, otherwise it is not enabled.
Tip: Use the RIGHT-click mouse key liberally. When moving over a section of a form, try clicking the RIGHT mouse key for a context-sensitive menu. Try it in the In/Out form when the cursor is over the Exceptions area. In some cases, you must right-click for menus.
The following speed keys have consistent purposes throughout the program for ease of reference. If the form or dialog box does not have the function, the speed key will not operate. These keys are purposely intuitive, and the speed keys are often similar to the alt-key sequences.
Tip: Use Speed Keys and Alt-Letter sequences. Using the mouse is slow. Get in the habit of using the speed keys and the Alt-key sequences. I.e. tapping the Alt key once (which enables the menu), then the first letter of each menu selection can become very fast. The underlined letter key in the menu indicates the letter to hit to select that menu option. E.g. tapping Alt-F-Y, launches the Quick Entry form, as does Ctrl-Y, either of which is faster than using your mouse to scroll through the menus!
* and bolding mean an important speed key, which you should remember.
Ctrl-B: Books form
Ctrl-D: Phone Dialup form*
Ctrl-E: E-MSG! Pad form*
Ctrl-F: Float form
Ctrl-G: Resource Logger form*
Ctrl-H: Refresh Data
Ctrl-I: In/Out form*
Ctrl-J: Subject Codes
Ctrl-K: E-MSG! Lookup form or Quick MindSaver, depending
Ctrl-M: Menu On/Off Toggle*
Ctrl-N: Date Counter form
Ctrl-O: Properties for the Relation form*
Ctrl-Q: Quick Finder form*
Ctrl-R: Properties form*
Ctrl-V: MindSaver™ form
Ctrl-W: Waiting Messages form
Ctrl-X: Mail/Fax Logger form
Ctrl-Y: Quick Entry form*
Ctrl-Z: SOPz (Standard Operating Procedures)
Ctrl-Backspace Cancel Filter/Show All
Shift-Del: Delete Relation
Shift-Ins: New Relation
The Main Form defaults to full screen mode, but by selecting [Alt-View-Small and Float], or [Alt-F] the program will sit nicely on top of all other programs. We suggest that you operate Ziata! in Small and Float Mode. When you select Small and Float, the form will be located at the upper right hand corner of your screen, but you can move it to a better location so that you can get to it easily. All of the menus and speed keys remain active!
Tip: Move a form by the click-and-drag method. If you want to move a form, just left-click on the titlebar and hold (left button down) and drag the titlebar to the new location.
In Ziata!, the About Box contains information about the version of the program. The About Box is obtained by selecting [Alt-Help-About]. By scrolling down, you will get additional information that may be necessary if you are a registered user and you call for support.
Ziata! is distributed using distributors and value-added resellers (VARs). Information about the VAR that distributed your version is contained in the About Distributor Box. The About Distributor Box is obtained by [Alt-Help-About Distributor]. If you are interested in becoming a VAR, see Distributor/Reseller Information below.
Your first point of support is the VAR, so you should first call or e-mail the VAR with specific support questions. Only if your VAR is not responsive to you should you contact Zegarelli International.
Tip: Many sections are resizable, as are many forms. If you move the cursor slowly over the edge of a form, you may notice that the cursor changes shape. If it changes shape you can left-click and hold to resize the form. The same is true for "panels" within a form. For example, the raised horizontal bar that separates the two sunken windows above (one window starts "Zegarelli" and the other starts "Register") can be moved up and down to change the relative size of the two windows. This is true throughout Ziata!, but you must look around to determine where!
Usually, the location of the database files, i.e. the "directory structure," is established upon installation. (The directory structure is specified in the Ziata! ".ini file," pronounced, "inny file.") See Directory Structure. However, the directory structure can later be changed in the Configuration form below, which can be obtained at Alt-File-Configuration-Defaults.
Technical Note: .INI Files. References to the ".ini" file denotes an "initialization" file in the Windows/NT Root Directory, which directory is almost always "c:\windows" or c:\winnt[version], respectively. For example, the Ziata! .ini file is Ziata.ini. That file contains important information about the program defaults and setup. You can manually view and edit the .ini file (though we don’t recommend it) by clicking the Windows95 Start button, Run, then type in "Ziata.ini" (without quotes).
Key: Administration Tab. During First Time Run, an Administrator of the software is identified. In many forms, there is a tab called "Administration" which is hidden by default. However, if the user is the Administrator, then the tab is shown. You can determine if you are the Administrator in the About Box, which will say "Administrator!" next to the login name. There is only one Administrator per installation.
The following identifies all directories being used by the program. This information is usually derived from the workstation’s .ini file. However, see below for the way an Administrator can force certain directories onto a user regardless of what directories are identified in the user’s .ini file. If there’s too much information in a field, click or tab into that field and cursor to the right to see the remainder of the information.
The information within the Configuration tab allows all users to establish certain personal general defaults.
Formatting Characters. Formatting Characters are interpreted by many mail programs to start and end formatting. For example, use of the asterisk ("*") as the bold character will cause certain highlighted information to be wrapped with asterisks, e.g. *This text is bolded.* Then, a program, such as Microsoft Exchange using WordMail formatting, will format the text in bold and remove the asterisks. This makes reading mail much easier. If your mail program does not support formatting characters, you can blank them out. See the example of formatted mail resulting from the E-MSG!® Pad (See 2.g.iii).
Key: Lists. There are lists that exist on the server and are used universally by all users. There are also lists on the workstation that each user can individually maintain with personalized information. The lists within the Configuration tab are each user’s personalized lists; those within the Administration tab are the universal lists. When various form load, they merge the server lists with the workstation lists for a combined set of server and workstation lists. See the directory structure for locations of the text files.
Most of the comboBoxes used by Ziata! obtain the lists from standard text (.txt) files. Each user's personal preferences are edited at the screen below.
Only the Administrator has access to the Administration tab.
The Server Root Directory is established upon installation. By default, all databases are subdivided under the Server Root Directory. Usually, users should NOT be able to easily change the Server Root directory. Check the box identified in the figure below to allow users to change the Server Root Directory in the Directories tab of Configuration dialog below. (Users can always manually edit their .ini file to change the directory structure.)
Technical Note: Root Directories. A "root directory" merely means the "top" directory within the context of its reference. For example, the root directory in the context of the C: drive is c:\ because there are no higher directories, although there may be many subdirectories. The root directory in the context of Windows95 is usually C:\windows, because all of the Windows95 files are contained in this directory or its subdirectories. Ziata! initially creates its root directory as c:\program files\zegarelli\Ziata. Two subdirectories are also created: "Server" and "Workstation." All server files are in subdirectories under the server directory, and all workstation files are in subdirectories under the workstation directory. Therefore, the Ziata! Server Root Directory is usually c:\program files\zegarelli\Ziata\server. The Ziata! Workstation Root Directory is usually c:\program files\zegarelli\Ziata\workstation. The Server Root Directory is copied to the server network drive upon a server installation. It is important to keep the Server Root Directory intact, i.e. not moving subdirectories out of the Server Root Directory, for ease of directory management. See Directory Structure for details.
Over time, your database of information will become extremely valuable. Creating a Security Key in a directory allows an administrator to create and/or hide any file on the network, which must exist or the program will not run. If an employee, etc., copies (steals) the software and the databases, the software will not operate without the Security Key file. We suggest using a Security Key file.
Ziata! subdivides databases into different directories to provide flexibility to the Administrator is establishing network rights. See Directory Structure for more information. Flexibility means power, at the cost of potential errors and misconfiguration. By default, the software obtains all directories from the Ziata! .ini file. However, certain, BUT NOT ALL, of those directories can be overridden by the Administrator, i.e. forced upon the users, by using Directory Overrides. Directory Overrides can simplify directory administration.
Technical Note: Directories You Cannot Override. No matter what, the Network Control and Server Main directories are obtained locally from the .ini file of each workstation and cannot be overridden. The other directories can be forced upon the users. If a directory is not identified here for an override, then the workstation uses the directories found in its local .ini file. Why can’t you force all directories onto the users? Because the locally operating software must at least know where to look for the database that contains the centralized information of the other data that will be forced upon it! The Network Control directory indicates where the network control file is, and, as you might expect, must be accurate prior to initialization of the databases. The network control file is used by the database to track user access to prevent data corruption. There is more information about the network control file in First Time Run. The Server Main directory contains the databases that contain the information to be forced upon the users. (We recommend keeping the Server Root Directory structure intact for ease of future administration, such as moving all databases automatically, but, technically, if the Administrator knows what he or she is doing, it can be modified.) After the Administrator's system is established, her or she can conveniently put his or her working directories into the fields by clicking the button below.
Certain user activities are logged by the software, usually in the Server Administration Directory. Check the box to turn off/on logging for the respective function. The list of logging functions should be continually updated with each release, so your screen may have additional checkboxes.
For example, in the checked item below, each time a user uses the Resource Logger details of the use (such as username, date time, etc.) will be logged in the file "logResrc.txt" in the Server Administration Directory. The Administrator may review the log file to evaluate the details of use.
When taking messages in the E-MSG!® Pad, you can log all messages in a common lookup database. Check the box to do so.
For example, each telephone message taken and sent by electronic mail is stored in a centralized database. This is important because: in most environments, users do not have access to each other’s e-mail password, if there are multiple receptionists and you call in from out of the office, any receptionist can check all messages taken from any other receptionist in the centralized Lookup database. Otherwise, the second receptionist would not be able to determine messages taken by the first receptionist, because he or she does not have password access to the other receptionist’s or the recipient's e-mail file.
In addition, in the E-MSG!® Pad, you can create up to six user-defined check boxes, which are shown on the Additional tab in the E-MSG!® Pad. For conformity purposes, all Administration settings are universally applied to all users of the software.
We appreciate your helpful suggestions and observations. Accordingly, Ziata! has the ability at [Alt-File-Utilities-Maintenance], or Alt-F12, to log bugs and improvement notices. A database is maintained of all comments by all users on your network. The Administrator or your VAR can review this database for valuable information during their network administration activities, and future versions of the software may contain functionality to transmit the database. Currently, the software logs all improvement/bug notices in the database, and sends an e-mail message to either of, or all of, the Manufacturer, Distributor (VAR) and/or your network Administrator. If you use centralized bug notice information, for conformity, the choices are forced upon the users. If there is no centralized bug notice information, then each user can establish their own preferences on an individualized basis. If your e-mail package can send via the Internet, then those addresses are also valid. Otherwise, you should use the Default E-mail Address.
Ziata! uses certain naming conventions throughout the program. The Adminstrator can establish company-wide naming conventions. For example, in a doctor's office, "Customer" would be called "Patient." Every client can have up to three responsible parties. The MindSaver Disclaimer footer is appended to every MindSaver notice. (Note the "*" which is an auto-formatting character used by WordMail to format messages.) MindSaver entries have a special user-defined flag. For example, in a law office, MindSavers might be flagged as "Litigation" or in a doctor's office as "Surgery Required."
Team members can be established for each customer as well as each project for a customer. See Clients/Customers Files, below at Section 2.e.i.
The Administrator has the ability to edit the lists available in the comboBoxes by editing the text files directly, using the Microsoft Notepad, for example. The Administrator can also easily edit the text files from the Configuration form.
When you run Ziata!, you will be prompted for your nickname and password. (The only exception is the first time you run Ziata! following a first-time installation, at which time you will first be prompted for certain preliminary information. See Installation.)
You will note below the Administration and Registration tabs: these tabs do not appear until you log in. Following your login, all users will also have the Registration tab; only the Administrator will have the Administration tab. After your login, you can get back to the password dialog box at the Main form at [Alt-Configuration-Password].
Technical Note: Logging in Again After Login. From the Password dialog box, Ziata! allows you to change your login to a new name; however, if you do so, your previous login will not be logged out properly. You should not re-login if another user already logged into the system with the same user name. If you duplicate a login name, Ziata! will indicate that there is a license violation.
You can type the first letter to scroll down the list. Hit [tab] to move to enter the password. The up/down arrows continue to work in the Password field. The OK button is the default button, so hitting the [enter] key will fire the OK button. In the Password dialog box, nicknames are used, not full names.
Key: Nicknames. Each entity (a person or a company) has a nickname. This will default to the first 25 characters of the entity’s full name. You can edit the nickname in the properties for the entity. Nicknames for companies are less important, but nicknames for persons who are also users is very important. We suggest standardizing on user initials, but some small companies use first names or Internet identifications.
After login, the Administrator will have access to the Administration tab. The list shows all current users, login information, etc.
Technical Note: Display of Passwords. The password is displayed when you click onto the Administration tab. Thus, be careful if other persons are in the viewing area.
To setup a new user, click the New button, or right-click over the listing. You will be presented with the listing of all persons in the database. If the user you intend to establish is not yet in the database, then select New when presented with the person list and you can enter a new person into the database. When the person exists that you intend to be the user, select OK from the person listing. If you want to edit the person’s nickname or data, just right-click to Edit. Note: When creating a new data object, the properties box will display.
For each new user, you need:
1. Password. Just type one in. It’s case sensitive; we suggest all lower case, unless you need more than the usual security.
2. Default E-mail Address. Every user needs a Default E-mail Address. Ziata! uses your office e-mail protocol to send messages about what’s going on in the data system. If you use an intranet, you can specify an Internet address. If you are using Microsoft Exchange, then you should enter the Default E-mail Address exactly the same as your name exists in the postoffice. For example, below you will note that Zegarelli, Gregg R. is entered. This is because, in our Exchange network postoffice, the user name is entered exactly that way. (The Default E-mail Address can also be edited in the properties box.)
The Reply E-mail Address is used for one purpose: the MindSaver module sends notices to customers over the Internet. If a user's Default E-Mail Address is an internal network address, rather than an Internet Address, then the recipient of Internet mail will not be able to reply. The Reply E-Mail Address allows you to establish an internal network address for the Default E-Mail Address, but to use an Internet Address for replies. This only applies to MindSaver notices, not to all notices.
When Ziata! sends e-mail notices, it uses exactly the Default E-mail Address to address mail.
Key: Network Addresses, Internet Addresses, Telephone Numbers are all contained in the Telecommunications database. Thus, when you need to obtain a Default E-mail Address, or otherwise relate an Internet Address or Telephone Number, you need to get it from the Telecommunications Listing, and if it doesn’t exist, you need to create it by clicking [New] at that listing. By default, there is a "( ) - " entry mask to help assure that telephone numbers are entered accurately, e.g., "412-765-0490" will be automatically wrapped in "(412) 765-0490". The Administrator can change the mask for foreign countries in Configuration. To enter an Internet or other address which does not follow that format, check-off the Mask checkbox. See Electronic Notifications for more information.
Caution. The Ziata! workflow concept is founded upon e-mail notifications. The correct Default E-mail Address is fundamental to the operation of the system. If you don’t get it right, the system will not function properly.
3. Security Level. The Administrator flag is determined on the installation of Ziata! The Administrator should remain at 9, but many functions give full access to the person identified as Administrator regardless of the Administrator's security level. There are security levels from 1 to 9. See Configuration for details on issues relating to security. A security level of six (6) and above have special rights to view information.
Key: Two persons cannot be simultaneously logged in with the same User Name. When the second person attempts to log in under the name of someone who is already logged in, Ziata! will inform the second user whether the first other apparent user should be logged out. If the second user logs out, the first user’s login will be superseded and the first user will start to receive an error message every 15 seconds. The solution, of course, is to upgrade the number of network licenses. This will also occur if there was a system crash where a user did not log out properly, but, in that case, it’s okay to eliminate the first login because there’s no other actual user.
Registration and upgrading occurs via the Password dialog box. See details on Registration below.
QuickFinder™ is the core of the Pronexus™ database engine. You can launch QuickFinder™ by hitting [Ctrl-Q]. You will note two primary internal windows: the top window shows the primary searched term (the "Search Window"). The bottom window is the related entities (the "Relations Window"). You can tab between them for speed. Just type in the name (last name first for persons). Persons and companies are listed together in alphabetical order.
Search on a company’s name, and see all employees, subsidiaries, etc. Search on a person’s name, and see all of their employers, family, etc.
To search on a term, just start typing it and QuickFinder™ will automatically start searching for it. In accordance with Windows conventions, the search term lasts 2 seconds and then clears. If you want to see the search term, place the cursor over the Search Window.
Tip: Don’t forget that you can resize the panels and use the speed keys. The System Default size has been determined to be excellent based upon our research. Also, you should remember the [Ctrl-D] for Dialup, and [Ctrl-R] for Properties.
Key: Double-clicking. Double-click on a name in the Search Window and Dialup will be launched. Double-click on a name in the Relations Window and QuickFinder will flip the search and search for that name in the Search Window.
Double-clicking in the Relations Window is fundamental to the basic concept of Ziata! This is how data redundancy is eliminated. For example, you don’t need to enter a "company" mailing address for an individual. You first find the person, double-click on the company name in the relations window, then hit [Ctrl-D] for Dialup.
Get the message that the following is important?
People are objects;
Companies are objects;
Locations are objects;
Telecommunication Addresses are objects; and
Even the relationships between and among them are separate objects.
Then connect them. But THINK first. Connecting people and companies is easy enough. But don’t get confused with telephones. A telephone number should normally not be attached (or related) to a person; it should be attached to a location. Okay, the exceptions: Internet addresses and cellular phones, which are related directly to a person, and not to a location. A bit of an anomoly is a personal extension at work, which should be attached directly to the individual. QuickEntry™ automatically does the connections for you by default.
Consider this example:
Gregg R. Zegarelli
1100 Allegheny Building, 429 Forbes Avenue
Pittsburgh, PA 15219-1616, USA
Website Address: http://www.zegarelli.com/ziata
Personal E-mail: firstname.lastname@example.org
Company E-mail: email@example.com
Gregg R. Zegarelli is entered as a person object
Zegarelli International is entered as a company object
1100 Allegheny Building is entered as a location object
The Voice, Fax, Website, Personal E-mail and Company E-Mail are separately entered as separate telecommunication objects
Now that the basic objects are entered, connect them:
Gregg R. Zegarelli is related to Zegarelli International, with a relationship called "President"
1100 Allegheny Building is related to Zegarelli International, with a relationship called "Main Office"
412-765-0490 is related to 1100 Allegheny Building, with a relationship called "Voice Number," as is 412-765-0531 with a relationship called "Fax Number"
firstname.lastname@example.org is related directly to Gregg R. Zegarelli, with a relationship called "E-Mail Address"
You don’t need to relate Gregg R. Zegarelli to the 1100 address because QuickFinder™ allows such fast searching of the inter-connections between Gregg R. Zegarelli and Zegarelli International. When you understand the concept, you’ll have a lean, mean database machine.
Some new users have a tendency to over-relate, because traditional databases make you enter so much redundant data. Think and avoid this tendency! For the techies, this is why Pronexus™ is a "highly normalized" database. Remember, we built QuickEntry™ to do this automatically for you.
Next time you attach the location to another object, the object will inherit the existing relationships of the location! Cool, eh?
QuickFinder also displays all Locations, Telecommunication Addresses, Clients and Users. As indicated above, QuickFinder™ can also easily display other database lists, with [Ctrl-L], [Ctrl-T], [Ctrl-S] and [Ctrl-U], respectively. You can, of course, get there using the menus.
When searching in the Telecommunications screen, if the first search characters are numbers, then QuickFinder™ will automatically enter a telephone mask. For example, if you type in "4127650490", QuickFinder™ will add the mask "( ) - " to your search and search on "(412) 765-0490." If you search on an Internet address for example, the mask will not be added.
Notice that users are listed by Nickname, not by full name.
The Dialup form shows for any entity, its direct connections, as well as all locations connected to it, and the telecommunications connected to each listed location.
If you want to call Gregg R. Zegarelli at work, you would see the Dialup below.
Why does it not say Gregg R. Zegarelli? If you thought it should, re-read the Important message above. In the real world, you would look up Gregg R. Zegarelli in QuickFinder™, then hit [tab] to go to the Search Window, then hit [Ctrl-D] for Dialup on Zegarelli International. Gregg R. Zegarelli has no relationship with 412-765-0490, only a relationship with Zegarelli International, which entity has a relationship to 1100 Allegheny Building, which location has a relationship to 412-765-0490. Get it? Once you master the concept, you will never go back to traditional databases.
Key: Right-clicking. You can right-click to Relate and Unrelate objects. You can also resize the panels. Unrelating does not delete an object, just breaks the connection between them. The object will remain connected to any other objects.
Tip: Minimize Dialup to save for later. If you use Dialup to make a telephone call, and the line is busy, etc., you can minimize the Dialup form and use it later. As a result, you save time because you do not need to look up the telephone number again later.
Each object has its own properties, as seen below for the entity, Zegarelli International.
Most properties boxes have two checkboxes: one for "Private" and one for "Lock this Entry." Only the creator of an object can mark it as Private. If an object is marked as Private, then only the creator and the Administrator can view the properties. If a user marks an object as Locked, then no other users (except the Administrator) may edit the properties. When an object is locked, the person who locked the object will be identified.
Users have an extra tab called "Users" that contains user information. Clients have an extra tab called "Clients" that contains client information. Two important tabs: Electronic Notifications and Relations.
1. Electronic Notifications. The Electronic Notifications tab has two areas: a) E-mail Addresses for recipients of the type MindSaver notices indicated in the comboBox; and the b) Default E-mail Address. The Default E-mail Address contains the same data as the Default E-mail Address accessed via the Password dialog box. The MindSaver E-Mail Addresses are used by MindSaver™ for automated MindSaver™ docket mail. The Default E-mail Address contains the e-mail address that is an entity’s primary e-mail address. There are also electronic notifications used by MindSaver for Birthdays, etc. Each MindSaver category can have its own list of distributees. Use the comboBox to select the MindSaver category. See Section 2.g. for information on MindSaver.
For example, Zegarelli International could have multiple MindSaver E-Mail Addresses, for each officer, so that all MindSaver™ information goes to multiple different persons.
Key Concept: Data Object Properties v. Relation Object Properties. Each data object has properties, and the relations between data objects have properties.
In QuickFinder™, you can RIGHT-click to obtain the properties of a data object, or the properties of the relationship between the data objects. The properties for a data object identify, for example, the date the object was created, whether its properties are private, etc. Likewise, because the relationship is its own object, it has similar properties.
The figure below identifies the properties of the relationship between Zegarelli International and Gregg R. Zegarelli. The relationships also contain a "rank" which is a priority level for sorting purposes: the lower the number the higher in the list it sorts. The "Show this Relationship in E-MSG!® indicates whether this relationship will be displayed in the E-MSG! notice for drill down purposes.
Also, each relationship between entities may have an unlimited number of relationship names. Why? Because you may wear many hats at your company, and it is necessary to track each of these "relations" and each relationship’s properties. For example, you might be the President, Secretary, Treasurer, Board of Director Member, and Shareholder. Create relationship names by RIGHT-clicking and selecting New. For intuitiveness, this is called the "Titles" property box, but for person-to-person relationships, the relation is not really a "title."
Each title can be categorized. For example, the President is a type of "Officer." In a person-to-person relationship, for example a sister-to-brother could be a "Immediate Family" relationship type. The Primary Title is the title preferred to be used by that entity.
Key Concept: Titles/Relationships go two-ways. In other words, in the example below, Zegarelli International is the Parent of Test Company, but Test Company is not the Parent of Zegarelli International. Therefore, you can specify the reverse relationship name. Also, the properties box will prompt you to save the relations for future reference.
2. Relations. This is a very cool feature. Each object looks "backwards" at the data related to it. See below for an example of "drilling down" in the properties boxes. By right-clicking in the respective relations areas, you can drill around and update the data incrementally. This is the advantage of OOD, object oriented data!
Since the Relations tab of the properties boxes contains listings of all connections with other objects, by double-clicking and right-clicking you can open other properties boxes. This is a very powerful feature for determining any and all relations for any data object.
QuickEntry™ allows the quick entry of a lot of information at one time. QuickEntry™ is your primary data entry tool. You can launch QuickEntry™ by hitting [Ctrl-Y]. You could create relations "manually" in QuickFinder™ or at the Relations tab of the properties box, but it would take much longer. If QuickEntry™ finds a sound-alike or duplicate record, it will prompt you for a clarification. You can enter up to four telecommunications addresses at one time. You only need to specify the amount of information you know. In other words, if you only know an address and a telephone number, you only need to enter that information and QuickEntry™ will enter the data objects and create the connection.
In the above example, QuickEntry™ will create all the relationships by default, and will make presumptions about the relationships based upon the information entered! Remember, because information objects can be related in any direction, the connection between objects must be specified. The above QuickEntry will automatically do the connections identified above in the Important message (Section 2.c). Note the scroll bar on the right-side, which allows up to 4 telecommunication addresses to be entered at once.
Tip: Enter information in tab order. If you enter the information in tab order, staring with first name, e.g. from top to bottom, QuickEntry™ will setup the default relationships most accurately.
Additional Tab (Defaults):
In QuickEntry, you can establish certain defaults that can assist with mass entry. Importantly, you can establish default information at the Additional tab, then by properly checking the "After Applying…" checkboxes, you can keep certain information for further entry.
Mass Entry: For example, if you need to enter 200 people all at the same location, you would uncheck "Close On Apply" to keep the form open after Applying, and you would uncheck the Location checkbox so that the location is not cleared after Applying. Enter away. Remember, if you have created certain defaults to use for mass entry (on the Additional tab), clear and resave prior to exiting.
By clicking the Save Default button, you save the defaults, which will be used again when QuickEntry™ is launched again.
Oh, it looks so innocent! Don’t be fooled, this little message pad is where it all happens. The E-MSG!® Pad is an extremely powerful database front-end for the Pronexus™ database engine. You can launch the E-MSG!® Pad by [Alt-File-E-MSG!-E-MSG! Pad] or simply [Alt-E].
In the To field, you can enter a nickname or you can click the Post Office button to lookup recipients from the network postoffice.
Tip: Attach files. On the Additional tab, you can attach a file to the message.
As you type into the Caller field, the Detail Message section is hidden and the list of all persons in the database is revealed to you.
Rarely when a receptionist takes a message does a person give his or her middle initial or full first name. For example, Joseph R. Doe would probably not say, "this is Joseph R. Doe calling." The E-MSG!® Pad resolves this in two ways: first it searches a text file named "nicknames.txt" (which exists in the Server Lists Directory) to translate nicknames to full first names; then, it searches the database using soundex technology. This methodology allows the Pad to try to find the most likely data entry for you. If you need to add a special nickname for searching, like "JJ", the Administrator can do this in Administration List Maintenance.
Use your Up/Down cursor keys to select from the database. When you try to leave the Caller field, the E-MSG!® Pad will verify that the entered name exists, if it does not exist, you will be prompted to enter the new name into the database, or to use the closest match.
Note the spelling errors do not affect the system's ability to find the record. However, soundex technology requires the first letter to be correct, i.e. it will not find Cramer if spelled Kramer. Thus, receptionist should develop the "Is that Kramer with a K?" system.
Key: Down Arrow. When you get a list of options, use your down arrow to select from the list.
Ziata will look for all connections and will give you options for selection. Based upon the Caller, the E-MSG!® Pad will search the database for the Caller’s "employer." The E-MSG!® will enter the name in Company if there is only one relationship; otherwise, a grid will appear with the list of all related companies. Use your Up/Down cursor keys to select a company. When you tab to Location, the E-MSG!® Pad will look for all locations related to that company. Then the E-MSG!® Pad will look for all telephone numbers related to that location and the telephone numbers directly related to the caller (such as mobile phone numbers).
To the extent that the E-MSG!® Pad cannot find connections, and you enter new information, the E-MSG!® Pad will automatically create the relationships for you. For speed and ease of use, the system makes certain presumptions about the connections, which our research has shown to be appropriate in most circumstances.
You can double click on the correct telephone number, as well as use the Up/Down cursor keys, to select a telephone number. (You can also resize the panels for easier viewing.)
When you send the message by clicking the Send button (or just hitting the [enter] key, since the Send button is the default button), the E-MSG!® Pad will send the information via the e-mail transport. The e-mail will be similar to below. If you use Microsoft WordMail, the message will be beautifully formatted with the formatting codes identified in Configuration.
IMPORTANT: YOU MUST BE RUNNING E-MAIL AT ALL TIMES TO TAKE ADVANTAGE OF THE ZIATA! E-MAIL CAPABILITIES.
E-MSG!® drills down automatically! When sending the message, the E-MSG!® Pad not only provides the basic message (at the top of the message), but also, "drills downs" completely through every relationship in the database, as follows:
Directly related telecommunication addresses
Directly related locations
Directly related phones at each directly related location
Each related entity
Its directly related telecommunication addresses
Its directly related locations
All directly related phones at each of its directly related location
And so on! Very slick!
Key: Receive e-mail regardless of being a user. You do not need to be a user of Ziata! to receive the e-mail. E-mail can be directed to the Internet, etc. Also, for example, if you are going to be out of the area, but will be checking your e-mail, you can change your Default E-mail Address to your e-mail addresses, rather than your internal network address. As a result, all entries will be flagged to be sent over the Internet. You can even cc. your clients over the Internet, etc.
Configuration is powerful, yet easy.
Following are general configuration items, which are self-explanatory.
As you tab through the E-MSG!® Pad, sometimes you don’t usually use all of the fields. To be fast, you can turn off the tab through property, that is, you can force a skip-over when you are tabbing. If you check the box, E-MSG!® will skip the field when tabbing through. For example, if you rarely use the CC field, mark it to skip, then you will not need to always hit the key to tab through it. If you need to get to it, you can still click into it.
Following are default auto-entries. If you place information in these fields, E-MSG!® will enter the information into the Pad each time by default. The most common auto-entry is the telephone area code, as well as the checkboxes checked below.
Tip: Use Skip These Fields with Auto Entry to substantially lessen message-taking time. If you enter default information, plus skip the field, you can substantially decrease your message-taking time.
After you send a message, your cursor will be put in the location indicated. This way, you can configure the Pad to put you where you need to be to take quick messages. Also, you can specify what to do with the To/CC fields in terms of whether you want to clear the field, use the same addressee as previously used or the default.
Using Lookup, you can see each message taken with the E-MSG!® Pad, regardless of who took the message. You can launch Lookup by [Alt-File-E-MSG!-Lookup] or simply [Alt-K].
If a message was marked as Private, then if the viewer does not have the necessary privilege level, that informational portion of the screen will be blank.
Lookup also has powerful filters to help you find exactly the data you need. Certain searches are extremely fast because of predefined database indexes. Remember to click the [Apply] button to start the search. The relationship between the search criteria is an "and" such that, if more than one criterion is searched, all criteria must be satisfied for the record to meet the condition.
The In/Out Pad tracks the location of staff. You can launch the In/Out Pad by [Alt-File-E-MSG!-In/Out] or simply [Alt-I]. On the Entry tab, type in the first letter to automatically scroll to the correct user.
Physical versus Available. Conceptually, and often, you may be physically in the office, but not available. Maybe you’re in a meeting, maybe you just need to concentrate and you don’t want to be interrupted. That’s okay. Mark yourself as physically in, but unavailable. This way, the receptionist knows you’re really there for emergencies, etc. The Reason and Return comboboxes contain pre-defined lists which are context-dependant upon the in/out-available/unavailable combination.
Key: Create Exceptions. If you are generally unavailable, but not for everyone, you can create an exception. Right-click over the Exception area and select a name. If the name is not in the database, you can create it. If you don’t want to create the name or to have automatic notifications, you can enter information into the Notes area. Use of the Exception list is important because the Exception list is tied to the E-MSG!® Pad. In other words, if you enter a company name as an exception, then if anyone related to that company calls, while the message is being taken by the receptionist in the E-MSG!® Pad, he or she will be automatically notified of the exception by the Waiting Messages Pad, which will automatically popup. If you enter a person’s name as the exception, then only that person calling will cause the reception exception notice.
Tip: Checking for WatchList Changes at any Time. You can check for changes to your WatchList by performing a refresh at [Alt-View-Refresh] or [Alt-H].
All users are identified at the User Listing tab. Right-click for a menu.
Important: Double-clicking will add a user to your WatchList. (See below.)
The WatchList is a method to create a subset listing of all users for whom you want to be notified if they change their in/out status. In other words, if there are 500 employees, but your receptionist needs to watch only 4 of those employees, then he or she creates a WatchList of those 4 persons. If any of those 4 persons change their status, the receptionist will be notified as shown below. Add a person to the WatchList by double-clicking on the person from the User Listing tab. Delete a person in the WatchList by right-clicking in the WatchList tab and choosing Delete.
Of course, the In/Out is used by more than just receptionists, it can be used by employers tracking staff, team members, etc.
Following is an example of the popup WatchList notification.
Tip: Checking for WatchList Changes at any Time. You can check for changes to your WatchList by performing a refresh at [Alt-View-Refresh] or [Alt-H].
There is an extra tab that is hidden by default: the Notices tab. You can display the Notices tab by [Alt-View-Notices Tab]. A receptionist, for example, can select one or more persons from his or her WatchList, and prepare automated notices to any or all of such users indicating that they should update their in/out status. For example, if GRZ did not update his status in a long time, the receptionist could select him, click Send and he would get an automated notice informing him to update his In/Out status.
In/Out can be individualized. If you rarely use the WatchList feature, you can remove the tab from your form and otherwise turn watching off. You can also specify how often In/Out checks for the updated status of users. The more frequent, the more network traffic, but the more accurate the information. Checking every three minutes is the default.
Waiting Messages allows messages to be deposited for anticipated callers. You can launch the Waiting Messages Pad by [Alt-File-E-MSG!-Waiting Messages] or simply [Alt-W]. This database is the same database used by In/Out. Therefore, every user’s in/out exceptions are included in the Waiting Messages list, but are merged by exception name. For example, if 3 users had an exception for John Doe, Inc. then if John Doe called for any of them, the Waiting Messages Pad would pop up and notify the receptionist. The receptionist could then very quickly respond to each waiting message by sending e-mail to each depositor of the message. Each e-mail is stored in the Lookup database, with the Source field indicated as "Waiting Messages" rather than "E-MSG!"
Waiting Messages can and should be used and checked, of course, by everyone. So, if any user is on the telephone with a client, by checking the Waiting Messages Pad, any user could inform the client that there is a message waiting from another user.
Sending a message from Waiting Messages is easy. Double-click on the Deposited By area and you will get a screen to send a message to any person as a reply. So, for example, if 3 persons have a message waiting for John Doe, the receptionist can quickly send a reply from John Doe to each person leaving the message.
Clients and files are managed in the Clients and Files form. You can launch the Clients & Files by [Alt-File-Client Module-Clients & Files], or simply [Alt-S].
CREATE/DELETE CLIENTS FROM THE QUICK FINDER TOP MENU (but not the right-click menu).
From the Entities Properties box, you can obtain customer information. The name of the tab will depend upon the name given to customers by the Administrator. For example, the tab below says "Client Info" because the Administrator of the test program used the name "Client" for customers. If the Administrator had used "Patients" the tab would say "Patient Info." If an entity is not a customer, then the tab will not appear. The alpha code is based upon the first 3 alphabetic characters of the customer name plus the incremental number of customers with the same first three characters. E.g. the first ZEG is ZEG1, the second ZEG2, etc.
The responsible team information, identified below as the "Engaging Attorney" etc. are the three persons responsible for the customer. The team names are established by the Administrator from the Configuration menu, and could be "Project Manager" etc. This feature is useful for tracking who receives a bonus for engaging the customer. Responsible teams are especially important in MindSaver (Server Edition), because those individuals will receive automated notices.
Matters are also called "projects" at some companies. The matter names are established by the Administrator from the Configuration menu, and could be "Project," "Engagement," "Contract," etc.
Double-click on a matter to obtain properties for the matter. If the matter is complicated, such that persons will be working on the matter who are not the Responsible Client Team, you can give up to three individuals responsibility for the matter.
Tip: User Categories. If you have enough user licenses, you can create users with names like "Deadline Manager," "Litigation Manager," etc. Attach the users to the e-mail address of the proper person holding that title. Then, you attach these users' titles to the matters. If you change the person with that title, you only need to make one e-mail relationship change, you don't need to change all of the individual matters.
See also, MindSaver Docketing at Section 2.g. below. MindSaver gives you the ability to enter action items with one or more associated dates. Using MindSaver (Server Edition), Ziata! will automatically notify you (and your customers) of required action items.
Double-click for properties. Each file can have one or more subfiles. Each subfile can have an unlimited number of documents. By right-clicking over a file or subfile, you can take possession, transfer possession or release possession. In this manner, the location of all files and subfiles are dynamically tracked. When you change a possession status, an e-mail box will appear that allows you to send a notice to the persons affected by the transfer. Also, MindSaver will generate late notices if files or subfiles are possessed too long as established by the Administrator.
If a file or subfile is intended to be possessed "permanently," the user should take possession of the file from within the entities property box, then review the properties. When a file is taken, a special property will be available, called "Permanent Possession." By checking this box, the user will not receive overdue file notices by MindSaver. Only high privilege levels, the File Administrator or the Administrator (or if it is the user's file), will the property be available for permanent possession (otherwise, everyone would mark their possession as Permanent to avoid receiving notices).
Mail Slips allows you to track each piece of mail sent by the office. You can launch Mail Slips Pad by [Alt-File-Office Management-Mail/Fax Slips], or simply [Alt-X]. Entering mail slips consists of:
1. Enter the Mail Item. Click New. Then, choose who the mail is being sent to, and to which client it is going to be billed. You can also enter a MindSaver Docket Entry, if the letter impacts upon a due date.
2. Get the Code. The code is rendered when you click Apply, i.e. 98-2778. Write the code on the back of the envelope. Give the item of mail to the receptionist or mailroom.
3. Allocate. Each entered piece of mail has "sending" status until it is allocated. Allocate by weighing the item of mail, and putting the amount of postage in the Amount field, then Apply. This will flag the item of mail as "Sent."
You can see all mail related to a client in the client's properties box within the Relations tab.
Double-click to see the properties for an item of mail.
Subject Codes (also called "matters" by some organizations) allow you to create subject categories which are indexed by numbers. Therefore, you can give subject codes to various data items for ease of searching and indexing later.
By right-clicking, you can edit the properties for a subject code. You can identify a subject code as being used for files, billing purposes or both.
Ziata! manages all of your library books. You can launch the Books Pad by [Alt-File-Office Module-Books] or simply [Alt-B].
You can obtain the properties for a book by right-clicking.
Ziata! provides extremely powerful electronic mass mailings. Certain publications are not able to be edited by users, such as the MindSaver publication. However, you can create your own publications. You can create subscription lists which consist of a standard e-mail address or the subscription list of another publication. If circularity is created in that two publications refer to each other's lists, don't worry, the system will reconcile the circularity.
Key: Recent Entries. You will note a publication called "Recent Entries." This is a special publication. Every time a new e-mail relationship is established, it is saved in this publication. The Administrator has the ability to clear subscriptions from this publication and/or move them into other publications. Upon clearing subscriptions from the publication, it will be renamed with a parenthetical as to the date it was last cleared. You can even add the Recent Entries subscription list to other publications, which will accordingly always have the latest e-mail entries.
Another key automation feature is the Quick Publications form. Each time a new e-mail relationship is established, Quick Publications will appear. This feature can be turned off by the Administrator. Quick Publications allows the person entering the new e-mail address to then-and-there include that person as a subscriber in the available publications. Just double-click the publication name to add the person as a subscriber to that publication.
This type of activity is an excellent example of the power of the Pronexus<tm> database engine to manage workflow processes.
Below is the property box for a publication.
Some important notes about the properties of a publication. First of all, the publication has a name as indicated above as "Tech Update."
If the publication is an electronic publication for mass e-mailing, you must select the Electronic Publication checkbox; otherwise, the publication will be identified for traditional physical mailings. Once established, you cannot change your mind.
The "Send Automatically" flag is used by MindSaver. If the checkbox is checked, then each night, MindSaver will look for the publication and automatically send it to the subscribers.
You do not have to add Clients and Users to the subscriber lists, just check the boxes. Thus, mailings to the persons will be dynamically maintained. "Identify No-Sends" will add information to the log file identifying each e-mail address which was not used by the publication.
Tip: You can be liberal in your use of referencing existing subscription lists. You can be liberal and duplicative with creating and referencing subscription lists (i.e. over-referencing) because Ziata! will not: 1) send to the same e-mail address twice; and 2) will not send to the same entity at two different e-mail addresses.
The publication MUST be named in the form yymmdd.txt (yearMonthDay, e.g. 980612.txt) in 8 characters and must be a standard text file (you can include autoformatting characters, such as "*"). If multiple different publication text files will be in the same directory and are intended to be sent on the same night, then publications with the same date MUST be preceded with the Text File Prefix; this is how Ziata distinguishes publications with the same intended send date. The "TFP" is not necessary if publication text files exist in different directories.
When creating a subscription, Ziata will try to use the most likely address, but will prompt you for help if it needs it. If you want to make a change to the subscription, just review the properties.
Resource Logger provides a method to track a common shared resource, such as a shared telephone modem line or a CD-ROM. For these resources, interruption by another user would crash the use by the first user. You can launch the Resource Logger by [Alt-File-Office Module-Resource Logger] or simply [Alt-G]. The Resource Logger allows a user to take possession of the resource to let other users know that the resource is in use. This can be for technology equipment, but can be used for trucks, lifts, etc. If the use of Resource Logger is being logged, then a record of the activity will be preserved for historical purposes.
Technical Note: Location of database. The databases for the Resource Logger are stored in the In/Out directory. This allows for resource sharing between companies with different Administrators.
You can configure Resource Logger for defaults, as well as how to log you in when the resource becomes or is free.
You can also create new resources, delete a resource or force a logout of another user.
As SOP is a Standard Operating Procedure for your office operations. You can launch the SOP Pad by [Alt-File-Office Module-SOPz] or simply [Alt-Z].
MindSaver™ is a sophisticated to-do management system. You can launch the MindSaver™ Pad by [Alt-File-MindSaver] or simply [Alt-V]. You can enter an unlimited number of to-do’s, i.e. MindSaver Entries, and for each MindSaver Entry, any number of related dates. This is extremely important for attorneys and CPA’s tracking deadlines.
Note that, if a matter has a Responsible Matter Team, it will be indicated. Click the Status button to mark the item as Finished. The checkbox "Litigation or Adversarial Proceeding" is user defined by the Administrator.
For each MindSaver Entry, you create any number of MindSaver Date Entries. You can see all Date Entries for a MindSaver Entry on the Dates tab. Double-click or RIGHT-click to obtain the properties for the Date.
The Miscellaneous tab indicates the team for the customer and the matter, if applicable. If you want to prevent the future entry of electronic customer notices via the Internet, click the box.
Each MindSaver Date Entry contains a date, and a short description of what is due or needed to be done on that date. A Deadline is just that: an important date, after which the date is irrelevant. A Repeating Reminder is a reminder that just keeps being sent at certain intervals until the reminder is no longer necessary (as indicated by the "until" date). A Reminder that is not checked to repeat is effectively the same as a deadline, but the notice says "Reminder" not "Deadline." A Prenotice is an additional reminder that is sent a certain number of days prior to the actual deadline or reminder date. If a prenotice is checked for a Repeating Reminder, it will be sent only one time, before the first Reminder date (unless you change the default on the Advanced tab). A MindSaver date entry defaults to the next day; you can use your up/down arrows, the T (today) key and right-click for a calendar.
Notice to Client is enabled if the client has an e-mail address entered in its MindSaver E-Mail Addresses (see Section 2.c.iii.1), and, if it is checked, the client will receive an automated e-mail over the Internet, for example. This is great for lawyers and accountants who are in deadline-related professions and want to eliminate malpractice. Notice to Responsible Team will generate separate notices for each person on the client team. Client teams are established in the Clients Module or in the entity property box.
Caution. Notices only work if MindSaver (Server Edition) is running.
Tip: For any MindSaver Entry, establish multiple dates with different properties. For example, let’s say there is a hard deadline in a year, and you want monthly repeating notices, but every two months you also want the Client and the Responsible Team to get notices. MindSaver™ eats it up! Create the Docket Entry. Create a Deadline date for the actual deadline in one year; maybe give a 30 day prenotice, just to be sure. Create a Repeating Reminder for every 60 days with properties set for the client and team notices. Create another Repeating Reminder for the intermittent 60 days without the client and team notices. You would probably not need the Prenotices on the Repeating Reminders. Simply stated, you can have all sorts of dates for one Mindsaver docket entry, with every different date having its own characteristics for messages and notices!
After a Deadline or Reminder date passes, MindSaver (Server Edition) will default to continue to generate notices identified as "Outdated." Whether this is a good thing or a bad thing is up to you. If you check the box to "Automatically mark as Finished on Date," MindSaver™ will mark the Date Entry as finished so you do not get "Outdated" notices. This is good for convenience, but it is certainly safer if you force you or your staff to evaluate the content of the date and to manually mark it as finished if that is a true fact. In malpractice-related professions, such as accountancy, law and medicine, we do not recommend checking the box for automatically marking as finished.
Each night, Mindsaver looks for upcoming Mindsaver Date Entries. If it finds an item either due or for which a prenotice is timely, it packets a mail message to the appropriate parties. You must have the proper information entered into the Administration tab.
IMPORTANT: YOU MUST BE RUNNING E-MAIL AT ALL TIMES TO TAKE ADVANTAGE OF THE ZIATA! E-MAIL CAPABILITIES. RUN MAIL ON THE SERVER, THEN LOAD MINDSAVER (SERVER EDITION).
Caution. MindSaver (Server Edition) runs on the server. Therefore, to run MindSaver (Server Edition), you must have installed Ziata! on/from the server, so that the database engine is installed locally on the server. Normally, Ziata! is not required to be installed on the server. (A Server Installation from a workstation places the databases on the server, but that fact does not require installation of Ziata! program files on the server.)
On the subject line: if "MindSaver" is spelled with a capital "S" then the MindSaver was sent to the customer, otherwise, it is spelled "Mindsaver." If the type of notice, e.g. Reminder, Deadline or Recurring Reminder is followed by an exclamation point, the user-defined flag was checked.
MindSavers are automatically sent regarding MindSaver Docket Entries, overdue Books, overdue Files and Subfiles, Annual Reminders and Birthdays.
MindSavers are also sent to the Administrator, File Administrator and Librarian to inform him or her of transmittal errors regarding those databases. The File Administrator and Librarian are established by the Administrator in the Configuration menu. When MindSaver runs successfully it will notify the proper parties of the same; therefore, the absence of a daily notice indicates a problem and the log file should be reviewed.
Following is an example of a MindSaver Docket Notice, a copy of which would be sent to your client over the Internet, if that checkbox was checked. You can eliminate paper, ticklers, reminders and malpractice with automated notices.
The date counter is available by RIGHT-clicking within many date fields.
Use the Date Counter to count days between dates. Roll To Weekday will cause the deadline to roll to the next weekday, if the date otherwise would be on a weekend.
You can import data into Ziata! by launching the Import Wizard at Alt-File-Utilities-Import. The data must be in a comma-delimited text file.DEF_TEXTFILE
The structure is as follows:
Field Number Field Name Example
1 First Name John
2 Middle Initial R.
3 Last Name Doe
4 Family Lineage Jr.
5 Degree M.D.
6 Salutation Dr. Doe
7 Birthdate 5/26/58
8 Male True
9 Title President
10 Company Doe, Inc.
11 Address 1 1100 Allegheny Building
12 Address 2 429 Forbes Avenue
13 City Pittsburgh
14 State PA
15 Zip 15219-1616
16 County Alllegheny
17 Country USA
18 Phone 1 Name Main Voice
19 Phone 1 (412) 765-0490
20 Phone 1 Extension 111
21 Phone 2 Name Fax
22 Phone 2 (412) 765-0531
23 Phone 2 Extension
24 Phone 3 Name 800 Number
25 Phone 3 (800) 000-1111
26 Phone 3 Extension
27 Phone 4 Name Secondary Voice
28 Phone 4 (412) 000-0490
29 Phone 4 Extension
30 E-Mail email@example.com
31 Website http://www.zegarelli.com/ziata
For blank fields, keep the comma delimitation, but do not include information (see below immediately prior to "Secondary Voice"). The above would be in the form of:
"John","T.","Doe","Jr.","M.D.","Dr. Doe","5/26/58","TRUE","President","Doe, Inc.","1100 Allegheny Building","429 Forbe Avenue","Pittsburgh","PA","15219-1616","Allegheny","USA","Main Voice","(412) 765-0490","111","Fax","(412) 765-0531","","800 Number","(800) 000-1111",,"Secondary Voice","(412) 000-0490",,"firstname.lastname@example.org","http://www.zegarelli.com/ziata"
and would be in one single line (any wrapping of the above line is being performed by your computer for viewing purposes). The next line would be the next record of information.
Each field of information is considered a text field; therefore, each field must be enclosed in quotations, except that Ziata! can read .CSV files. Therefore, if you have a spreadsheet program that can read and write .CSV files, you can import your text into the spreadsheet first, freely manipulate it, and save it as a .CSV file. There is a sample import file in the Ziata! program folder (specifically, c:\program files\zegarelli\ziata\workstation\workstationMain).
Important: Since Ziata! uses the OODIDH_REF_OOD concept, data coming from other programs needs to be broken down into its component objects. Therefore, for example, if your data records do not have company information, the location will be determined to be associated with the person. Even though the import record structure allows for a full "business card" of information, just leave blank any fields not applicable to your data being imported.
Maintenance provides a method to enter and to send a bug report. The bug report will be sent to the address identified in the Configuration tab. Each bug will also be saved in the database, which can be retrieved by your consultant and forwarded to Zegarelli International.
SEE README.TXT FOR LATEST INFORMATION.
Installation usually occurs with the Network Administrator doing the following:
Technically, you don't need to keep server files on any workstation, after the server or workstation install, as provided above. They are located in the server directory. You do need them if you perform the default install because you're running the entire program in standalone mode.
Caution. If you change your mind and want to reconfigure, delete ziata.ini, which exists in the Windows95/NT root directory. Rerun the software. If you want to de-install, do so from the Control Panel, Add/Remove Programs.
The first time you access the databases you will be prompted for a Company Name and Administrator Name. This information is encoded into your license identification and databases. You cannot change this information, and it is displayed to users.
Caution. Information must be accurate to upgrade your license. Inaccurate data will cause you to lose your data!
Proceeding from this dialog causes the databases to be encoded with important information concerning your license. On first use, and thereafter from time-to-time, the following message will pop-up to users. Each user must personally type "confirmed" or the software will not operate; therefore, pirated and unauthorized copying would become apparent to users.
Occasionally, Ziata! will display the above message to confirm licensing. Until registration, the above box will be displayed frequently.
Installation Choices (Database Location Choices):
If Ziata! does not find ziata!.ini in the windows95/NT root directory, which is the case on the first run on each workstation, it causes the following dialog to appear. This dialog gives the user the ability to specify where the databases are located or where you want them to be.
Default Installation: By default, data files existing on your local computer will be used. This allows you to test the functionality of the software, but will not allow you take advantage of the networking features. Our recommendation: do the Server Install rather than this install; it will make your life easier in the long run.
Workstation: If the Administrator has already placed the databases on a server drive, then this will allow your workstation to access those files.
Server: Also called the "first installation of the software on the network install." This is generally performed only by the Administrator one time for each network. This puts the files on the network for the first time. After the first Server Installation, all users perform a Workstation installation to use those files. A Server Installation also sets up the workstation from which the Server installation occurred, i.e. you don’t have to do a subsequent Workstation Install on the computer from which you performed a Server Installation.
Network Control Directory. Everyone sharing files must have read/write access to the Network Control directory (NCD). This directory contains important information about use of the databases. This directory defaults to the Server Root Directory. Usually NCD directory does not need to be manually entered. A major exception is when multiple different companies with different databases and Administrators share a receptionist and want to have common In/Out tracking. If you want to change the NCD, click [Change] and enter a new directory. If you are sharing the In/Out with different companies with different Administrators (i.e. not multiple companies with the same Administrator), check the box, which will put/look for the In/Out files in the ...\[NCD]\InOut directory, even if other data files are in a remote area. (Administrators can also force/override the In/Out directory on users from Configuration.)
Even though Ziata! operates with Windows NT/95, any computer able to receive MAPI e-mail (such as Windows 3.11) can receive messages because messages are transported using MAPI. So, if the receptionist has a Windows 95 system, the entire office could receive formatted messages if they use the MAPI protocol.
Technical Note: Mail Recipients. Because Ziata! uses MAPI, if your address book is setup to send via the Internet, then when you send a message to that addressee MAPI takes care of the rest. There is a utility to modify MS Windows 95 Exchange to enable it for the Internet. You can get the utility at http://www.microsoft.com.
Server Root Directory
emsg: E-MSG!® databases
inOut: In/Out databases, Resource Logger database
srvrAdmn: Administration databases and logs
srvrData: Primary databases
srvrList: All universal text lists
srvrMain: Password Files
srvrRpts: All universal reports
Workstation Root Directory
workStationList: All individualized text lists
workStationMain: Temporary database files
workStationRpts: All individualized reports
The reason that the server directories are not greater than 8 characters is because certain versions of network operating systems do not support long filenames. Microsoft NT does support long filenames.
At the time of installation, Ziata! includes a number of information-oriented files to assist you with using the software. The usual location of the files is in the c:\program files\zegarelli\ziata folder. If you want to access this folder using the icon view, you can right-click the Window95/NT Start Button, select open, click the Program Files group icon, then the Ziata group icon.
Document File Name
(ASCII) Text File;
Contains the latest information about the product, including the newest installation information.
(ASCII) Text File;
Contains terms and conditions for use of the distribution items.
(ASCII) Text File;
Contains revision history. Look here to see the fixes between release versions.
Manual (Word 7)
Word 7.0 File; Microsoft Word Version 7
Contains the user instructions for the product.
Manual (Word 6)
Word 6.0 File; Microsoft Word Version 6 and above; WordPerfect 5.0 and above, WordPad
Same information as Manual (Word 7), but in this format. This file is not supplied with the primary installation files and must be downloaded separately from the website. (The reason is because of the way this version stores graphic files, it becomes more than 22 megabytes).
Website Home Page
HTML File; Microsoft Explorer; Netscape Navagator
This is the page for our website home page to make linking convenient.
FAQ Page (Frequently Asked Questions)
HTML File; Microsoft Explorer; Netscape Navagator
Contains answers to frequently asked questions.
Word 6.0 File; Microsoft Word Version 6 and above; WordPerfect 5.0 and above, WordPad
Contains a matrix to assist the network administrator with installing the product.
Current Price Sheet for the
Word 6.0 File; Microsoft Word Version 6 and above; WordPerfect 5.0 and above, WordPad
Contains the latest pricing information.
Various Distributor-related documents
Word 6.0 File; Microsoft Word Version 6 and above; WordPerfect 5.0 and above, WordPad
Distributor/VAR Agreement; Exhibits
Alt-File-Configuration-Passwords-Administration Tab. See Section 2.b.ii.
Ctrl-Y for QuickEntry. See Section 2.c.iv.
Alt-File-Configuration-Defaults. See Section 2.a.iv.
Enter QuickFinder, find name, Ctrl-R for properties. See Section 2.c.iii.
Run MindSaver (Server Edition) on a server or other machine that operates constantly. Confirm on the Configuration tab that MindSaver is setup to send the notice you intend. Make sure that the timer is running (the timer is running if the button says "stop timer." You must be running your mail program. Ziata! packages your mail, but your mail package is still responsible to do the sending.
Alt-File-Office Module-Mass Mailings. Create a normal text file. Ziata will read this file and the first line will be the e-mail subject. Create a Ziata publication object which properly references the text file. Add subscribers to the publication. If the publication is not automated, select Generate Mailing from the menu; otherwise, ensure that MindSaver (Server Edition) is running. See Section 2.f.ii. You must be running your mail program. Ziata! packages your mail, but your mail package is still responsible to do the sending.
You generally need one license for each simultaneous user. (If you have multiple persons using Ziata at different times, you only need one license, but you would lose all of the inherent data creation tracking because all users will share the same identity.) You would also need extra licenses to the extent you want to take advantage of "titled users," such as Deadline Manager, IP Manager, etc. You do not need a license for anyone merely receiving e-mail notices. Thus, you could have one receptionist with one license sending E-MSG! notices to 200 users and only need one license, but the 200 recipients would not be able to use Ziata! (they would only receive e-mail).
Ctrl-Y for QuickEntry. See Section 2.c.iv. Put information in the default fields. Turn off the "Reset Defaults" for the fields you want to remain consistent with each record. Turn off "Close on Apply."
Ctrl-Q for QuickFinder, find the person or anyone to whom they are related. If you found the person you were looking for hit Ctrl-D for the Dialup dialog. If you found a relation, e.g. the employer, hit tab, down arrow until you find the person, then Ctrl-D.
There is a Technical Note on this issue on the web site. If the installation on every workstation is new, or you have deleted ziata.ini from the Windows95/NT root directory of every machine, the easiest method is to: 1) give all users from all companies read/write access to a common drive (this drive will contain the Network Control files and the In/Out files); 2). perform one Server Installation and remaining Workstation installation for all computers; however: a) each company should indicate a Server Directory unique to that company; and b) each workstation, regardless of company, should change the NCD on the Advanced tab to the shared common drive, and should check the "In/Out will be used by different companies..." checkbox. See Section 3.
That depends. If you are in your 30 day trial period, the only reason a menu might be turned off is because the function is disabled while in beta testing. The web site will indicate any modules currently turned off during beta. After the 30 day period, you need to register the modules you want to use.
Ctrl-I for In/Out. (Make sure Watching is turned on from the Configuration Tab.) User Listing tab. Double click on person to be added. See Section 2.d.iii. You must be running In/Out to get WatchList notices.
QuickFinder, find entity. Alt-Edit-Create Client/Delete Client. If already a client, the menu will indicate "Delete Client" otherwise it will indicate "Create Client." See Section 2.e.
You can register and/or upgrade your modules and network licenses immediately by obtaining a new access code from our sales representative. In other words, if you want to register or if you need an additional network license, you can contact our office, talk to a sales representative, obtain a new user access code, type it in (from the Administration menu), and be immediately upgraded.
Contact Zegarelli International at 412-765-0490, email@example.com, http://www.zegarelli.com/ziata, 1100 Allegheny Building, 429 Forbes Avenue, Pittsburgh, PA 15219-1616, USA. Fax: 412-765-0531. New versions will be posted on our web site for downloading.
1. User Registration. The shareware version comes fully enabled with a network license for 100 user. To register Ziata! as a user, contact us, preferably by telephone. You will receive a new access code and you will be immediately registered. As a registered user, you will receive notification of additional products and will have access to bug fixes, etc. The trailer at the end of messages will be eliminated, as will the login confirmation.
2. Distributor Registration. You can become a distributor of Ziata!. A distributor will receive an original version of Ziata! which bears a unique identification code identifying the distributor. The distributor can then distribute their version of Ziata! which bears their identification code. When User Registrations are performed based upon the software distributed by the Distributor, the Distributor gets a royalty (the Distributor ID is provided by the User at User Registration time). In addition, the Distributor provides information about the Distributor's business, as a marketing tool, in the About Distributor box. Consultants recommending Ziata! would be behooved to become Distributors. Call for details on the Distributor package, and see the separately enclosed distributor documents. See the Distributor-related documents in the Ziata! program folder.
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