Instructions Getting Started Welcome to SUNRISE Contacts 20111, your personal electronic organizer for managing just about every kind of visual and auditory information in existence. Included in this latest edition are graphs for instant visualisation of numeric results (eg. finances). Remember, this is not your average CRM or information management software. You now have a powerful tool in your hands! How SUNRISE Contacts 2011 works The heart of your personal and business contacts relationship management (CRM) system consists of a main Contacts (contacts) database linked to various lookup databases. 1 Available from SUNRISE Information Services (http://www.sunrisepage.com/). Linked to the Contacts database are various lookup databases designed to expand the versatility and power of your CRM. Lookup databases help to turn your CRM into a master data management (MDM) solution. Use them to handle more specialized information relating to your work, hobby or other activities. It is recommended that you keep these lookup databases together in the folder they are found as they are either linked to the main Contacts database (perhaps to share contact details) or are provided free and considered useful to most users. Other lookup databases can be added as you need them. For a range of other lookup databases, please visit the SUNRISE web site at http://www.sunrisepage.com/, or suggest your own. While SUNRISE has developed a number of the more popular lookup databases to assist other users, there is nothing stopping you from specifying the type of database you want and for SUNRISE to build it. If there is something you need, just give SUNRISE a buzz. Access to the essential contact layouts To keep your contacts accessible at all times (even within the lookup databases), there are at least seven menu commands available to you under the SUNRISE Contacts 2011 menu. Command/Ctrl 1: Address Book This is your Address Book for all things relating to contact information. Command/Ctrl 2: Calendar Access the calendar and check for memos, messages, things to do etc. Command/Ctrl 3: Email Use this to create, send and receive emails. Command/Ctrl 4: Documents Create and store unlimited individual and company electronic documents (it can include pictures, movies and sounds of any format). Command Ctrl 5: Labels Print your most common types of labels on Avery paper (or suggest your own). Add your own logos and graphic designs to many of your labels for that professional touch. Command Ctrl 6: Notes A simple way to write general information about the individual, company or record. Command Ctrl 7: Lookup Access lookup databases. If you are a registered user and working directly in the main Contacts database in admin or owner mode, you will be able to access the following: Command Ctrl 8: Finance The financial layouts help you organize your products, sales, invoices and other relevant information. Includes graphs to help you see a summary of your financial situation. Command Ctrl 9: Personal The personal layouts including individual photos, pets, family members, health, education etc. About the buttons and menu commands And where would you be without those buttons and menu commands to help you navigate through the records, layouts and fields; and perform other essential functions on the records themselves or in the data contained in the fields? Thus all the other buttons and menu commands you will find in SUNRISE Contacts 2011 will help you to find, store, sort, extract and perform various other functions with the data and records of your software. For faster access to the more useful commands, try pressing certain key combinations. Don’t know which keys to press? Clicking on the menus will give you a clue which key combination will perform a given function. A useful design feature This brings up another useful design feature of SUNRISE Contacts 2011. The type of buttons and menus you will see and their position will always be the same and consistent in all the databases associated with this product. This simple design consideration helps make it easy for you to remember all the buttons and menus in all the databases. So feel free to try them out. The more you do, the easier it will be. And don’t worry about making a mistake. Where there is a chance for you to make changes to the data in the records of your database, you will be given the opportunity to cancel from whatever function you intend to perform. All other buttons and menus that don’t modify your data will perform in a safe and predictable manner. How to enter data 1. Choose your preferred Address Book layout. There is one Address Book layout containing just about all the fields you will need for entering contact data. But because the layout is long and requires you to tab through or scroll to find your information, you may prefer another layout. The choice is yours. 2. Choose New Record in the Records menu. 3. Type the details of the individual and/or company into the appropriate fields. Press the TAB key to move from one field to the next. Press SHIFT+TAB to go to the previous field. 4. To enter more contacts, choose New Record again and repeat the above process. NOTE: Please make sure you type the name of the individual and/or company first before entering information in the other fields. If you try to type information into the address or notes fields, for example, before entering the names, you will be prevented from doing so. Documents Archive and Creation Power and flexibility of your database begins to reveal itself in the documents layout. Do you have electronic files relating to your contacts you want to keep? It doesn’t matter the format or type. Excel, Word, movies, sounds, images? No problems. Just throw them all in here. Let the database make the association between the files and your contacts. Files are displayed and sorted by date of the document you enter, followed by document title. Additional document layouts help to give you extra flexibility on whether or not you want to view the contents of documents directly within the database; or view the title, author and date of document in list form. Either way, finding documents should be a breeze. Entering Notes The Notes layout provides another level of flexibility. Here you can enter any amount of text for the individual and/or company, or record itself. Notes are sorted by creation date and time, modification date and time, or the notes themselves. Hence for organizing and reading notes in the familiar diary format where the dates and times are sorted by earliest to latest, use the tab where notes are sorted by creation date and time. Use the tab where notes are sorted by modification date and time to help access the latest, or most recently modified notes. For lecture notes, put in a subject or lecture course title in the notes and use the tab for sorting by notes. All notes relating to the subject or lecture course title are grouped together. In the individual notes, you can store photos, files, movies or sounds. These are numbered to make it easier for identification in the notes. SPECIAL FEATURE Text entered into the company or individual notes fields will reappear each time the same individual or company name appears in another record anywhere in the SUNRISE Contacts 2011 database. Text that is entered into the Record Notes field will appear for the current Contacts record only — no where else will these notes appear in another record in the Contacts database. Remember, if you want to delete a record in the Contacts database, but do not want to lose these notes, click on the buttons to help you create a date and time stamp and a copy of the general notes into your chosen individual (I) or company (C) notes field. Once transferred, the notes or the record itself can be deleted. Creating priority records To specify the priority level for your record, click the coloured circles: Red is generally classified as high priority. Orange is important. And green is low priority. SPECIAL FEATURE If you want the Contacts database to extract only those records of highest priority to appear everytime you launch it, choose the Help menu, click the Preferences button and keep clicking the Priority Mode button until you see the words “Priority Records Only”. Creating categories You will find a useful time-saving feature during searching to make your life easier, known as categories. In the full Address Book layout, you will find a category system (click the “Categories” tab). It will appear as a spreadsheet of boxes arranged in rows and columns. Looks complicated? Not at all. Imagine these boxes are like the pigeon holes you find in a post office. Well, the same is true of your category system. Except instead of throwing in a parcel, you will be storing a word or words into one or more of these boxes. When you enter a word or words into a box, you are effectively giving the record a broad subject or general name that best describes the record. By choosing the same word or words in other records, these records can be found quickly during a search without having to remember specific details about each individual and/or company within the group of records. For example, you may decide to store the names and mobile numbers of your sister, brother, uncle, aunt, father or mother or anyone in your family. Well, the quickest way to bring out all these records in a single search is to enter into one of the boxes a category relating to these records called “family”. Then you can do a search for “family” in one of the boxes and all the records relating to family get identified and grouped together to form what is called a current found set. Think of these categories as bringing out the records of relevance to you at that moment in time through a Find command. To store a category, try clicking into one of the boxes in the first row. For consistency in the words you use for the category, a pop-up menu will appear. Use it to enter the same category in other records. Need to enter more categories? Just store more categories for the same record in the boxes across the rows or down the columns. We provide columns (or rows) for users to help them create a sophisticated category system. For example, you can choose a very broad category in the top row and go down the column as you approach a more specific category. This has the benefit of creating multiple groups of records identifiable by different categories and helps you to focus your attention on certain groups of records. SPECIAL FEATURES When a category is selected, clicking on > will open up the InfoBase Lookup database and locate records relating to your chosen category. This is useful if you need to check for general information about a category before working on the records themselves. Another special feature is when you click on the Find button and enter one or more categories in any of the category fields. You will find records satisfying the category or categories within the general notes field as well. This means you can expand your categories and place them inside the general notes field of the record if you feel the category system is too simplified. You can also type in the word "All" in any empty category field, highlight the field and click the > button. This will have the effect of finding all related records in the InfoBase Lookup database satisfying all categories entered for the current Contacts record. Finding records Finding records using the SUNRISE Contacts 2011 database is achieved right within the same layout as you are browsing. To find records: 1. Click on the Find button or choose "Find Records..." under the Records menu. 2. Type in some characters or word(s) in any or all of the fields in your current layout. You can even move to another layout while in Find mode. 3. Press the Enter key. NOTE: You can choose New Record or select Find Records under the Records menu as many times as you like to create multiple find requests under the same general search. For more sophisticated searching within a find request, you may want to use the following in your fields (available under the Insert menu): For date or time fields // today’s date ? invalid date or time For any field = exact match “” literal text * zero or more characters @ one character @* at least one character ! duplicates ... range == field content match For number fields < less than > greater than >= greater than or equal to <= less than or equal to Lookup databases Your Contacts database is more than just a repository for all your contacts. You have at your fingertips access to a wide range of specialised lookup databases. This helps to adapt your chameleon-like database system to suit your particular interests or organisational type. To access them, choose Lookup Databases in the top left-hand menu. By the time you read these instructions, SUNRISE will have produced other or enhanced existing lookup databases (please check the SUNRISE web site for further details). Or why not suggest an idea for a database of your own to the SUNRISE software developer? You may even earn yourself a free CD copy of the next version of SUNRISE Contacts 2011 with your new idea included. NOTE: Please give as much information as you can to ensure your idea works and is useful for other users. Automatic postcode lookup facility Don't like doing a lot of typing? Your SUNRISE Contacts 2011 software understands this. For example, when a company contact is entered for one individual, you'll never have to re-type the details again. Just type the individual name and select the company name. In a new record, enter a new individual name and don’t worry about the company name (it is entered for you automatically unless you need to change the company name). And it also has the benefit of reducing bad data seeping into your records because of data entry errors. We continue this process by providing you with a powerful postcode lookup tool. All you have to do is enter the suburb/city followed by the state in the address fields and you will discover the postcode will automatically be displayed. If the number is not correct, click on the postcode field. It will search for other available postcodes for the same city and state/province/territory. And if you want your database to do automatic postcode lookup in another country, just specify the country in the appropriate address field. Sorting records Another hidden feature of your SUNRISE Contacts 2011 software is the ability to sort records simply by clicking into the field you want to sort by and choosing Sort Records in the Records menu. Furthermore, you don’t have to repeat the whole process of sorting records using the same field. By choosing Sort Records again, you will be able to repeat the last sort function. And if you want to unsort your records, choose Unsort in the Records menu. Navigating records, layouts and fields A new addition to SUNRISE Contacts 2011 is the ability to navigate across records, layouts or fields using the navigation buttons in the header section of just about every layout. To select the type of navigation you want (whether it be records, layouts or fields), click the small circular button on the left of the navigation buttons. This button will show a letter. The letters you will see are R: Records, L: Layouts and F: Fields. Once a letter is selected, you can click the navigation buttons according to the letter you have selected. So if the letter is F, it means you can move into the fields of the current layout and record. Choose L and the navigation buttons allow you to navigate the layouts (eg. Address Book layouts) and main groups of layouts (eg. Calendar, Address Book, Email, Notes etc). To switch between list and form design layouts, click the small circular button on the right of the navigation buttons. Do you need instant access to the record navigation system? No problems at all. In fact, SUNRISE Contacts 2011 retains this functionality within the Record navigation commands under the Record menu. This means you can use the keyboard commands to navigate through the records irrespective of the letter shown in the circular button. The new navigation system included in SUNRISE Contacts 2011 is available in all lookup databases. Instant Web Publishing In the multiuser mode (for users who have purchased the multiuser license of SUNRISE Contacts 2011), you can use FileMaker Pro or FileMaker Server to instantly publish the layouts and data of databases to the web (with access to the layouts and data appearing in a web browser): 1. Under the File Menu, choose Sharing --> Instant Web Publishing. 2. Click on one or more databases you want to web publish. 3. For these selected databases, remove the tick in the check box that says "Don't display in Instant Web Publishing homepage”. The tick must be removed if you want users to see and access the databases in a web browser. 4. To avoid Port conflict issues that could cause FileMaker Pro 9 to suddenly quit, it is highly recommended that you turn off the Firewall. For FileMaker 10 and 11, this conflict issue will be resolved with a message stating you should turn off the Firewall. There are other bugs left behind by Apple, Inc. in FileMaker Pro 11 in the Instant Web Publishing options dialog box that may cause the databases to suddenly quit. For example, an empty Status Area Language pop-up field will require you to specify an option for web publishing to work. But selecting an option will crash the application. If this remains empty, changing the Disconnect Inactive Accounts time from 0 to a positive arbitrary number will also suddenly quit the application. FileMaker Server should not have any of these problems to worry about. The solution to this problem for FileMaker Pro 11 users is to reinstall FileMaker Pro 11, and transfer the new Web.fmplugin and Web Support folder in the Extensions folder into the old FileMaker Pro 11 folder (in the exact location). 5. Click the On radio button to start up Instant Web Publishing. Click the OK button. 6. Choose File Access in the File menu. You will see a list of users who can access the current database. If this is the first time you have accessed this layout, the default access for network users is FileMaker Guest and Admin. Please note that the Owner of the database already has immediate access and need not have to be included in the list. Removing the default records will stop FileMaker Guest and Admin users on the network from gaining access to the database. If you are using FileMaker Server and want users to use their own external authentication (eg. when logging onto their computer), create new records for all the users who will access the database. In the Account Name field, you enter the username of each user (the one he/she will enter to log onto his/her computer). Additional fields called Full Name, Position, Work Phone, Room and Email are there to help the administrator/owner to contact users quickly and identify who is accessing the database via the Audit information in the Preferences section. Finally, the Status field tells the administrator/owner of any problems for specific users such as log on failures. If you want the same users to access other databases, the records of this File Access layout should be exported (ie. access.exp), the export file renamed to access.imp, and import the records in this file into the same layout of other databases to speed up data entry work. 7. Open your Web browser. 8. Type in the address: http://127.0.0.1/ (or whatever web address is specified). If you have changed the port number, try http://:n/ where n is the port number. You should see a link to your database. 9. Click the database link. 10. Type your username and password. Click Login. It usually takes about 20 seconds on a 1.6GHz single processor machine (much faster on machines with higher speed and with in-built dual core processors) to display the database layout. Afterwards it should be quick to navigate through the records. Making SUNRISE Contacts 2011 secure for your organisation In today's hi-tech world where auditory and visual information is being rapidly converted into digital form and stored in a database system such as SUNRISE Contacts 2011, an increasing number of organisations are required under strict state and federal privacy regulations to securely store and manage this digital information. To make SUNRISE Contacts 2011 secure for organisations, please consider the following: 1. Sending encrypted emails Always get your email sending application to encrypt emails before sending them over the network. Encryption is considered a powerful weapon for making it extremely difficult for anyone on the network who could intercept the packets of information in your emails to recognize them as part of your emails and know precisely what is in them. Even if someone else did know you were sending emails and could capture all the relevant packets of information, it will take considerable time (if not impossible) to decipher the encryption depending on how strong the encryption algorithm had been in the first place, by which time hopefully the emails will become redundant or irrelevant. Always use the best encryption offered by your preferred email sending application or plug-in. In SUNRISE Contacts 2011, there is an option to select the level of encryption you want in the Setup tab of the Email layout. Otherwise, it is strongly recommended that you go into the email sending application and select the encryption from the Preferences section. 2. Web published data transferred between the web page and the database must be encrypted Always establish an https encryption service for data being sent between SUNRISE Contacts 2011 and a web browser (when activated in the multiuser/web publishing mode), and ensure people who are entitled to access the web published data are made to enter a username/password on the web page. Talk to your ICT manager about establishing an https service. Once established, you will be provided with a secure web address for you to access SUNRISE Contacts 2011 via a web browser. 3. PDF files sent by FTP should be encrypted When printing PDF files of any sensitive record or data within SUNRISE Contacts 2011 where they could be sent electronically to other people on the network using the file transfer protocol (FTP) method, make sure the FTP application you use to send the files is set up to encrypt the files. Talk to your ICT manager for further information about establishing this service for your specific situation. Also consider putting a password on the PDF file itself. While Adobe doesn’t encypt the PDF file through the password, it does provide another level of protection. 4. Minimise the number of staff accessing the more sensitive data and always keep staff happy The biggest cause for data breaches is disgruntled employees. Look after the employees and keep the number of staff who need to access sensitive information to an absolute minimum. A hierarchical structure in authentication accounts should be established where only a few staff members with sufficiently high privileges can access more sensitive data, and more staff with lesser privileges may access less sensitive data. In SUNRISE Contacts 2011, there should be only one or two people who have Owner access privileges (usually the people who purchased the database or manager of the company), a few more people having Admin access privileges, and the rest have Guest access. SUNRISE Contacts 2011 provides an Access layout through the File menu (look for File Access) to help identify the admin and guests you want to give access to your database. 5. Avoid copying or exporting sensitive data and storing it on any portable storage device. A USB memory stick may be convenient for carrying digital information with you, but it is a terrible form of security should you lose the stick. Always work from the original data source (ie. SUNRISE Contacts 2011) and keep the databases stored on a secure server (ie. computer). Then access the database via a web browser using another tool such as an iPad. And avoid taking copies of sensitive data and storing it on the iPad or USB stick. If you should ever lose the iPad or USB stick, at least the data and database are safe on another storage device and confidentiality of the information is maintained. Provide staff with portable web access devices to help them access the data anywhere they like. 6 Backups of SUNRISE Contacts 2011 should be encrypted It is always a great idea to create a backup of SUNRISE Contacts 2011 and have it stored on a backup disk. However, for greater security, it is recommended the backup version be stored in encrypted form. One way to achieve this is by creating a .dmg file set up with 256-bit encryption and password. Use Apple’s Disk Utility to create the encrypted .dmg file. Open the file to show a virtual disk icon on the desktop. Transfer a copy of SUNRISE Contacts 2011 to the virtual disk. Eject the virtual disk and the database will be stored and encrypted inside the .dmg file. In essence, the majority of data breaches are caused by insufficient choices in the database system for protecting the electronic data, making the database system accessible on a network without establishing adequate data encryption services, and decisions staff make about the database data they are entrusted to manage and keep protected. In addition to these measures, SUNRISE Contacts 2011 can encrypt and decrypt text within any field, and hide records from guest users. We have also restricted access to sensitive information contained in the Finance and Personal layouts. Only people with Owner and Admin privileges can access this information. Do you require further security measures? Let us know and we will endeavor to incorporate a solution to meet your needs.