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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.

      Available from SUNRISE Information Services
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, 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
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

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.


     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.

    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

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.


    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

    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
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
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

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

   1.    Under the File Menu, choose Sharing --> Instant Web

   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: (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

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

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

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.

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