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  Version 5
    Reviewer’s Guide
                                                                                                             TeleMagic Enterprise Reviewers’ Guide                                 3


Table of Contents
WHAT IS TELEMAGIC ENTERPRISE? ....................................................................................................................... 5

SYSTEM REQUIREMENTS............................................................................................................................................ 5

WHAT DOES TELEMAGIC ENTERPRISE OFFER?................................................................................................... 5

ADD-ON PRODUCTS....................................................................................................................................................... 8

ADDITIONAL SERVICES ............................................................................................................................................... 8
 SUPPORT .......................................................................................................................................................................... 8
 TRAINING ......................................................................................................................................................................... 8
 RESELLER SERVICES.......................................................................................................................................................... 9
INSTALLATION............................................................................................................................................................... 9

CUSTOMIZATION FEATURES ..................................................................................................................................... 9
 PRE-DEFINED OR CUSTOM DATABASES............................................................................................................................. 10
EVEN MORE CUSTOMIZATION! — PREFERENCES DETERMINE HOW TELEMAGIC BEHAVES .............. 10
 USER-SPECIFIC PREFERENCES .......................................................................................................................................... 10
 DATABASE PREFERENCES ................................................................................................................................................ 11
 INSTALLATION PREFERENCES .......................................................................................................................................... 11
SECURITY ...................................................................................................................................................................... 12
  SYSTEM LEVEL SECURITY ............................................................................................................................................... 12
  DATABASE SECURITY ...................................................................................................................................................... 12
CONTACT MANAGER.................................................................................................................................................. 14
 SPECIAL FIELDS .............................................................................................................................................................. 15
 CONTACT MANAGER POWER FEATURES ........................................................................................................................... 15
ACTIVITY MANAGER.................................................................................................................................................. 16
 CALENDAR VIEWS .......................................................................................................................................................... 16
 FULL-FEATURED SCHEDULE MAINTENANCE ..................................................................................................................... 18
 TIME, PRODUCTIVITY, AND HISTORY TRACKING MADE EASY ........................................................................................... 19
SALES FORECASTING ................................................................................................................................................. 20

BRANCH SCRIPTING ................................................................................................................................................... 21

DIALER ........................................................................................................................................................................... 21
  CALL CENTER TOOLS ...................................................................................................................................................... 22
FAXING........................................................................................................................................................................... 24

WIRELESS MESSAGING.............................................................................................................................................. 25

WORD PROCESSING IN TELEMAGIC...................................................................................................................... 25

THE TELEMAGIC AUTOMATION SERVER ............................................................................................................ 26

TELEMAGIC INTERNET MAIL.................................................................................................................................. 28

NOTES AND MESSAGES.............................................................................................................................................. 29
 THE BULLETIN BOARD .................................................................................................................................................... 29
 TACK-ITS ....................................................................................................................................................................... 29
 THE MESSAGE TAKER ..................................................................................................................................................... 29
 THE NOTEBOOK.............................................................................................................................................................. 29
                                                                                                              TeleMagic Enterprise Reviewers’ Guide                                 4
TELEMAGIC REPORTS................................................................................................................................................31

IMPORTS AND EXPORTS.............................................................................................................................................32
  EXPORT ..........................................................................................................................................................................32
  IMPORT ...........................................................................................................................................................................33

DATA SYNCHRONIZATION SERVER..................................................................... 35
INTRODUCTION TO DATABASE SYNCHRONIZATION ........................................................................................36

HOW DATABASE SYNCHRONIZATION WORKS....................................................................................................36

WHAT DOES TELEMAGIC’S DATA SYNCHRONIZATION OFFER? ....................................................................36

SATELLITE SITES .........................................................................................................................................................38

BASIC SETUP..................................................................................................................................................................39
 SETTING UP THE CENTRAL SITE ........................................................................................................................................39
 SETTING UP YOUR SITES ..................................................................................................................................................39
 CREATING THE USER LIST ................................................................................................................................................40
 SELECTING DATABASES TO SYNCHRONIZE ........................................................................................................................40
 CONTROLLING WHAT IS SYNCHRONIZED ..........................................................................................................................40
 SERVER MAINTENANCE ...................................................................................................................................................41
 PROCESSING AT THE REMOTE INSTALLATION ....................................................................................................................41
 SERVER LOG AND REPORTS ..............................................................................................................................................42
FTP TRANSFER..............................................................................................................................................................42
                                                                         TeleMagic Enterprise Reviewers’ Guide                5


What Is TeleMagic Enterprise?
TeleMagic, first released in 1985, was one of the early innovators of Contact Management software. Now offered as a brand
of a leading software publisher, The Sage Group, TeleMagic has expanded beyond the contact management niche into the
full business automation arena. TeleMagic is designed to provide access and easy manipulation of the information that
powers a business. It was designed for the large network installation, but small installations can also benefit from
TeleMagic’s robust feature set and data management.


System Requirements
Minimum requirements: IBM-compatible computer, Pentium II 233, with a minimum of 64 MB of RAM (128 MB
recommended) and 200 MB available space on a hard disk for initially installing TeleMagic.

Optional Support: Class 1 or 2 Faxmodem or other serial-attached phone dialer. Printer access through Windows printer
setup. Wireless Messaging access to a carrier terminal that supports modem transmissions. (TeleMagic uses Telocator
Alphanumeric Input Protocol (TAP) with its Wireless Messaging feature. Your carrier must use TAP, and its
implementation must be compatible with TeleMagic.)



What Does TeleMagic Enterprise Offer?

Contact Management
•   Three-level relational database structure                    •   Data entry templates, default values, calculated fields
•   User-defined multi-page views                                    and validity checking for any field
•   Configurable pages                                           •   Unlimited user-defined indexes and filters
•   Full customizability—store and display data as               •   Field level security
    needed                                                       •   Powerful record search capability
•   Multiple field types, including character, numeric,          •   Editable Browse window
    date, phone, fax, unique number, notepad, check              •   Browse list of pending activities
    box, OLE, e-mail, Internet (website), FTP,                   •   Duplicate record checking
    newsgroup, and pager.
•   User-defined List Boxes allow rapid and consistent
    data entry


Activity Management
•   Scrollable daily, weekly, and monthly views                  •   Automatically search for available time slots
•   Separate Activity and To-Do listings                         •   Calendar security
•   Reschedule and re-prioritize using “drag and drop”           •   Alarms with or without TeleMagic loaded
•   Single-click check-off of completed tasks                    •   Activity Browse
•   Associate Contacts with Activities and To-Do’s               •   Activity Archive
•   Assign and view status of tasks assigned to others           •   Quick deletion of completed activities
•   View and modify other users’ schedules (when                 •   User defined weekends and holidays
    granted permission)                                          •   Group activity scheduling
•   Icons to indicate type of activity                           •   Assign resources to activities
•   To-Do display includes indication of time until or           •   Reassign activities from one user to another user
    past deadline, and completed items                           •   Move groups of activities to a new time slot
•   Multi-day activity scheduling                                •   Automatically create an activity for all contacts in a
•   Recurring activity scheduling                                    filter and assign them to one or more selected users
•   Scheduling conflict warnings
                                                                   TeleMagic Enterprise Reviewers’ Guide          6


Report Generation
•   Standard reports on various areas of TeleMagic, such   •   Custom report writer including:
    as faxing and sales forecasting                            •   Report titles and summaries
•   Activity reports including printout to popular “day        •   Multiple fonts, pitches and styles
    planner” format                                            •   Page orientation and size selection
•   Envelope, label, and “rotary index” printing               •   Calculated fields with input prompts
•   Contact and Phone Lists                                    •   Full color illustration and OLE
•   Quick reports for novice users                             •   Headers and footers by page and group
•   Mass Mailing capability                                    •   Print Preview
•   Configurable Reports Menu


E-mail
•   E-mail application can run independently from          •   Write e-mail without sending
    TeleMagic                                              •   Copy, forward and print e-mail
•   Works with your existing MAPI e-mail application,      •   Include attachments, such as files and merge
    or as a standalone application                             documents, with your messages
•   Link e-mail messages to contacts in your TeleMagic     •   Tag multiple e-mail for quick maintenance
    database                                               •   Establish multiple e-mail accounts for each user
•   Create rollup lists of messages linked to contacts     •   Record e-mail activities in the Activity Manager
•   Automatically link incoming messages to contacts           automatically
•   Send e-mail to single users or groups


Word Processing
•   Supports the following word processors:                •   Base new documents on previously created templates
    •   Microsoft Word 97 and 2000
                        ®                                  •   Share documents between users, or keep personal
    •   Lotus Word Pro 97 and 2000                             documents private
    •   WordPerfect 8 and 9
                    ®                                      •   Link documents to contacts and create rollup lists of
•   Multiple Word Processors supported                         linked documents on contacts’ records
•   Point-and-click word processor setup: path to OLE      •   View lists of documents printed or faxed to a contact
    word processors automatically determined


Faxing
•   A fully integrated faxing system                       •   E-mail notification on completion of faxes
•   Send immediate faxes to individual contacts            •   Links with the Activity Manager and contact records
•   Send to all contacts in a filter (broadcast or batch       for fax history tracking
    fax)                                                   •   Comprehensive troubleshooting tools
•   Include merge fields in all pages being faxed          •   Fax TeleMagic reports
•   Extensive fax preferences to customize faxing          •   Fax maintenance for faxes sent locally
•   Fax locally or from a dedicated server                 •   Fax external documents generated in other
•   Multiple servers and queues                                applications
•   Support for any Class 1 or Class 2 faxmodem            •   Fax documents created using any of the supported
•   Support for unlimited servers processing faxes, with       word processors. Automatically selects the correct
    up to 8 faxmodems per server                               word processor for each document


Wireless Messaging
•   Send Wireless Messages to contacts or TeleMagic        •   Send messages to all contacts in a filter
    users                                                  •   Send Wireless Messages based on activities or e-mail
                                                                     TeleMagic Enterprise Reviewers’ Guide              7
•   Send messages to everyone in a user group                •   Maintenance screen for messages sent locally
•   Send messages from the local workstation or from a
    dedicated server


Power Features
•   Full multi-user (network) capabilities                       •    Delimited formats
•   Auto dialer                                                  •    User-definable delimiter formats
•   Context-sensitive help                                       •    Import from:
•   Configurable toolbars                                        •    System (Standard) Data Format
•   Database synchronization with automatic packet               •    Comma Delimited Format
    transfer                                                     •    Blank Delimited Format
•   User-definable keystroke macros                              •    Tab Delimited Format
•   TeleMagic contact import formats that include                •    Visicalc® Data Interchange Format
    linked activities                                            •    Microsoft Multiplan® version 4.01
•   System and field level security and password                 •    Microsoft Multiplan® Symbolic Link
    protection                                                   •    Lotus 1-2-3® version 2.x
•   Sales Forecasting capability                                 •    Lotus 1-2-3® version 1a
                                                                 •    Lotus Symphony® versions 1.1, 1.2
•   A Branch Scripting module for use with phone
                                                                 •    Lotus Symphony® versions 1.0
    scripts
                                                                 •    Comma Separated Value
•   Spell Checker
                                                                 •    Microsoft Excel® version 2.0
•   Links to Timeslips Deluxe and accounting
                                                                 •    Microsoft Excel® version 5.0
    applications
                                                                 •    User Defined Delimited
•   Database Utility Program for maintenance of records
                                                                 •    dBase III
•   Export to:
                                                                 •    Earlier versions of TeleMagic
    •    FoxPro ®
    •    dBase III Plus®
    •    SDF

Data Synchronization Server
•   Unparalleled power combined with one-click                   •    Filters
    synchronization provides both flexibility and ease-of-       •    Indexes
    use.                                                         •    List boxes
                                                                 •    OLE fields
•   Create unlimited remote and satellite sites—each
                                                                 •    Preferences
    with unique settings.
                                                                 •    Program updates and upgrades
•   Streamline setup by creating global settings that will       •    Screen design changes
    be applied to all sites, unless otherwise specified.         •    Security
•   Easily change the record set any site receives.              •    Users
•   Only synchronize the data each site needs to see for     •   Powerful administrative assistance through DSS.
    maximum data security.                                   •   Automatic program updates and upgrades to all sites
•   Select which levels of which databases are               •   Changes to databases are automatically transferred
    synchronized to each site.                                   and updated at all sites.
•   Control which fields in which records are included       •   Maintain personnel for sites anywhere in the world
    in synchronization for any site.                             from one central location.
•   Choose whether to synchronize only fields that have      •   Add and delete users at remote locations during
    been changed, or synchronizing all records in a              synchronization from the central location.
    filter.
                                                             •   Control security at the remote sites, even assigning
•   Synchronize any of the following:                            users to a group remotely.
    •   Activities and activity permissions                  •   Create user preferences in the central location and
    •   Contact records                                          copy them to users at remote site.
    •   Database structure changes
    •   E-mail                                               •   Control whether incoming changes are made at the
                                                                 field level.
                                                                           TeleMagic Enterprise Reviewers’ Guide                8
•   Update each field using pre-defined rules.                     •    Create scripts to automate processing at the remote
•   Further qualify the selected field rule by creating a               sites—synchronization at remote sites is as simple as
    user-defined expression that provides the user total                selecting an icon.
    control.                                                       •    Create servers at the central site to control what
•   Save data that is being replaced in any memo field.                 occurs when you select to process.
•   Data to be synchronized is compressed into packets             •    Have multiple servers processing simultaneously for
    for ease of transfer and automatically decompressed                 high volume synchronization.
    upon receipt.                                                  •    Set up continuous synchronization at the server—
•   Individual packets are created for each site and                    changes can be exchanged between sites within
    clearly labeled so installations only receive the data              minutes.
    applicable to that site and the central location retains       •    Automatically transfer packets via the built-in FTP
    total control over what information each site                       transfer or TeleMagic Internet Mail.
    receives.


Add-On Products
TeleMagic has provided a comprehensive API to its community of developers. This partnership allows TeleMagic to offer
an extensive suite of products to enhance the program. Some of the available enhancements include:

•   Links to numerous accounting applications;
•   CTI integration and call center management;
•   Receivable and inventory tracking;
•   Bid and Proposal;
•   Order entry system;
•   Candidate search and proposal generation for placement agencies;
•   Newspaper and magazine template to assist sales and production of ads;
•   Planning guide for database design;
•   Campaign Management;
•   Real estate prospecting and contract management system;
•   Sales Tracker;
•   And More!


Additional Services

Support
TeleMagic is supported by a network of highly trained, certified resellers who are familiar with the customers and their
operations, making the reseller the ideal person to answer support questions.

TeleMagic also provides technical support directly. TeleMagic software support specialists are available Monday through
Thursday from 8:00 a.m. until 5:00 p.m., and on Fridays from 9:00 a.m. until 5:00 p.m., Central Time. Support is provided
via phone, fax, and e-mail.

Technical Support                   1 888 835-3624
Technical Support Fax               1 888 TELEMAGIC
Internet                            http://www.telemagic.net
E-mail                              info@telemagic.net


Training
TeleMagic Resellers are rigorously trained and tested for certification. Top resellers are also eligible to become Authorized
Training Centers and present a TeleMagic-approved training course to the end user. To date there are 33 Authorized
Training Centers in the U.S., Canada, and Mexico.
                                                                           TeleMagic Enterprise Reviewers’ Guide              9

Reseller Services
TeleMagic Resellers are kept up-to-date with the latest technical and sales information through a number of different
avenues. The Essentials to Success is a weekly communication that is sent to all resellers directly from TeleMagic sales and
R&D departments.
A special Developers Advisory Council, consisting of top TeleMagic resellers and developers of add-on products, has been
formed to share feedback from TeleMagic end-users with R&D to help make sure that TeleMagic continues to meet the
needs and wants of our customers.


Installation
TeleMagic’s easy-to-use installation wizard allows users to select from a number of setup
options.
•   Users can install a full installation of TeleMagic or an evaluation copy. The evaluation copy provides the full features of
    TeleMagic for a 45-day complimentary trial period.
•   Users can upgrade a previous version of TeleMagic.
To install the evaluation copy for review, select Install Evaluation Copy on the Setup Type screen. Use the Install Wizard to
guide you through the rest of the setup process. To review the sample databases that have been provided, select Full
installation when prompted.

Customization Features
Many contact managers claim to be customizable. Often this means allowing users to change the prompt on some
predefined fields, or perhaps add an additional page or tab that must follow a fixed structure. Most contact management
software requires that company, contact, and address fields be present in the database, limiting the use of the software to
information related to people.

TeleMagic’s customization is so robust, you can virtually use it as an application
generator.
Custom Use—If you were to design an application for your business, what would it do? Would it organize sales leads,
prospects, and closed sales? Would it contain information on customers and allow you to project income based on
purchasing trends? Would it keep your inventory and let you see at a glance when you are running low on something?
Most contact managers are good at storing peoples’ names, addresses, and phone numbers. TeleMagic is good at storing
anything. It is able to do this by using Key Fields. Key Fields allow users to specify what fields hold contact information,
but do not require their presence in the database. This means that a TeleMagic database is not limited to containing contact
data. TeleMagic can be used for any information that needs to be stored and organized. You can use the databases to track
inventory, generate invoices, manage projects, automate employee time cards, and much more.

Custom Look—An additional aspect of customization that is often overlooked, but nonetheless important, is the
aesthetic control. Designing your work area in TeleMagic means more than just controlling how data is displayed, it also
means creating a view of your data that thinks the way you do. Fields can be grouped and arranged so like data is together.
The flow of data entry can be controlled to match the way you work. Drawing tools and color properties let you customize
the “look” of your page. You can even set wallpaper for the page.

Custom Views—If different people in your organization have different data requirements, or even different tastes, they
can each create their own view of the database. Differences in views can be as simple as different color settings, up to an
entirely different set of fields. Views can also be used to organize your contacts. For example, you may have a view for lead
qualification. Once a lead is qualified, you may have a view for sales prospects. Finally, once a sale is made, you may have a
view for existing customers. This same record can be viewed in three different ways as the contact’s relationship with your
company evolves.
                                                                           TeleMagic Enterprise Reviewers’ Guide            10

Pre-defined or Custom Databases
When TeleMagic is installed, you may select to install any of a broad range of predefined databases. These databases may
be used as-is, or as a framework for building a custom database. There’s even an option to add a blank database. A blank
database creates a blank slate where the user can put anything he or she wants.

                                                                     TeleMagic’s custom screen designer lets
                                                                     you start from the drawing board and
                                                                     design your database however you like.
                                                                     Editing a database is simply a matter of selecting
                                                                     Contact Manager, Contact Utilities, Screen
                                                                     Designer from the TeleMagic menu. This is the screen
                                                                     customization workshop for TeleMagic. The row of
                                                                     buttons on the bottom of the screen contains the object
                                                                     tools. The ToolTip indicates the name of each tool.
                                                                     Right-click on an object to access the object’s
                                                                     properties. Properties let you control settings such as
                                                                     an object’s line and fill colors, font, and transparency
                                                                     setting. Right-clicking on the page itself lets you set
                                                                     background colors, default pen color, default font, grid
                                                                     settings, and more. (If objects cover your entire page,
                         Screen Designer                             select Properties from the Page menu to view Page
                                                                     properties.) New views are created by selecting the
Add button on the toolbar at the bottom of the screen, then choosing the Add View button. Add a name for the view and a
name for the first page in the view at the properties window and click OK. You will be at a blank page where you can
explore designing your own screen. Refer to TeleMagic’s online help for information on using the Screen Designer.


Even More Customization! — Preferences Determine how TeleMagic
Behaves
In addition to customizing the layout of databases, Preferences can be used to customize and control how TeleMagic
behaves. By simply selecting Preferences from the Options menu, users have full control over their user-specific
preferences, managers have additional control over database-specific preferences, and supervisors have total control over
installation-wide preferences.

User-specific Preferences
TeleMagic provides a wide variety of user preferences that allow
the user to control his or her own workspace.
•   Each user can decide which screens they view when they
    first open a database.
•   Activity preferences can be set up specific to each user’s
    workload.
•   Create multiple sets of custom toolbars, function keys, and
    list boxes and use Directories preferences to choose which to
    use.
•   Configure dialer, wireless messaging and local fax settings
    for each user’s workstation.
                                                                        TeleMagic provides extensive Configuration
•   Display preferences let the user set preferred time format
    and data entry aides.
                                                                           Options for every area of the program
•   Use TeleMagic Internet Mail or an external e-mail program:
    each user has the freedom to choose.
                                                                           TeleMagic Enterprise Reviewers’ Guide           11

Database Preferences
•   Choose database level names, database controlling levels, and custom standard addresses.
•   Configure field calculations, record locking, and currency display.
•   Most contact managers have required address fields that must be in the database. Key Fields let the user select the fields
    that contain this key information, giving them the option to use these fields, or not.


Installation Preferences
•   Setup system preferences such as the System ID and date preferences.
•   Create custom toolbars and function key macros that provide short cuts for repetitive tasks.
•   Control when users may be in TeleMagic using a downtime setting or an immediate forced logout option.
•   Add or remove users from TeleMagic.
                                                                            TeleMagic Enterprise Reviewers’ Guide            12


Security
TeleMagic allows full customization of security. Supervisor users have their own group with full rights to all features and
databases. In addition, Supervisors can easily configure separate security groups for other users based upon what security is
needed for each user. Security can be set at the system level, database level, and even at the field level within each database.

System Level Security
                                                                                Security groups let you provide
                                                                                security by department or job
                                                                                function and allow you to make
                                                                                changes just once instead of
                                                                                changing each user individually.
                                                                                •    Supervisor users can effectively create a
                                                                                     system which is both secure and
                                                                                     accommodating: non-supervisor users are
                                                                                     not hindered from doing their work by
                                                                                     having too little rights, while at the same
                                                                                     time supervisor users can be confident
                                                                                     that only qualified people are accessing
                                                                                     sensitive areas.
                                                                                •    Access to system functions and databases
                                                                                     can be controlled for each security group.
                           System Level Security                                •    Users can create and maintain multiple
                                                                                     security groups.
                                                                                •    Users can easily be transferred from one
    security group to another as needed.


Database Security
You can create unique security
for each database—allow
limited access to one database
and full access to another.
By simply clicking the Database Security
button, security for each database can be
customized for each security group.
•   Database security can be set at the
    database level, record level, and at the
    individual field level.
•   Give as much or as little rights based
    on the level of access each user group
    needs to get their work done.                                       Database and Field Security
    TeleMagic gives you total control!
•   Access to Sales Forecasts, Reports,
    Filters, Indexes, Database Preferences,
    Export/Import of records, the Screen
    Designer, and more can all be fully
    customized and controlled within
                     TeleMagic Enterprise Reviewers’ Guide   13
Database Security.
                                                                          TeleMagic Enterprise Reviewers’ Guide        14


Contact Manager
The Contact Manager is the main window into TeleMagic. The appearance of the program can vary dramatically,
depending on the database you have open. When you first open the program, a sample database will open. To view other
databases, choose Select Database from the File menu, highlight a database and select Open.




This entire screen is fully customizable. Everything from the type of information shown
and how it is displayed, to the aesthetic presentation of the page can be designed by the
user.

Press F1 at the contact screen for context-sensitive help on the Contact Manager.
                                                                           TeleMagic Enterprise Reviewers’ Guide           15


Special Fields
Fields in the database can be customized or created by selecting Add/Edit Fields from the File menu. You can define the
field length, type, and templating using this feature. There are also some special fields that can be created:

•   Recall Field—This field is used to set a call back date and time on a record. You can automatically set a series of
    recalls for all contacts in a filter, or set the recall directly in the field.
•   Last Call Field—This field records the last time a call was made using the TeleMagic dialer.
•   Fields with Icons—These fields provide an icon next to the field to link to another part of TeleMagic.
    • Phone—Clicking the icon dials the number in the field.
    • Fax—Clicking the icon opens the Send Fax window where you can create cover comments and select documents to
         fax to the number in the field.
    • Date—Clicking the icon opens a calendar where you can select the date. (If you decide not to display the century
         on your date fields, this also lets you specify the year, removing any year 2000 ambiguity.)
    • Activity—These fields show information from activities linked to the contact. Clicking the icon takes you to the
         activity.
    • E-mail—Clicking this icon will open your e-mail application with the current record’s information already filled
         in.
    • Newsgroup—Clicking this icon will open your Internet browser and retrieve the indicated newsgroup information.
    • FTP—Clicking this icon will open your Internet browser and go to the indicated FTP site.
    • Web Address—Clicking this icon will open your Internet browser and go to the indicated web site.
•   Notepad—This is a memo field that gets stamped by TeleMagic when an event occurs for the contact.
•   Rollup Lists—You can see lists of child records, activities, and documents linked to the contact.
•   Start Field—This field records when a record was added and by whom.
•   Last Revision Field—This field records when the last change was made to a record and by whom.
•   OLE Fields—Used to link or embed graphics, sounds, movies, files: any OLE compliant field.
•   Validated Fields—You can create rules that govern when any field can be changed. These can be simple, such as
    making sure the data matches a list of valid entries, or they can use precise expressions created with the help of
    TeleMagic’s Expression Builder.
•   Calculated/Default Fields—These fields let you perform mathematical calculations on data, summarize other data,
    display information based on another field or a combination of fields, and more.

Contact Manager Power Features
The TeleMagic Contact Manager offers power features when manipulating your data.

•   Three level relational database that allows you to store information related to multiple records only once.
•   Create filters and indexes using single fields or powerful expressions that use multiple fields and variable information.
•   Create “on-the-fly” filters using tags or field search.
•   Automatically replace the data in a field for a group of records.
•   Delete groups of obsolete records quickly, or recover records that have been deleted in error.
•   Define the unique fields in a record and check for duplicate records as data is edited, or tag all duplicates in a given
    filter.
•   Reassign lower-level records from one parent to another.
                                                                               TeleMagic Enterprise Reviewers’ Guide           16



Activity Manager
TeleMagic’s calendar facilitates time management, productivity tracking, and contact history tracking. The TeleMagic
Activity Manager provides all of the functionality common to calendar programs, plus an uncommon level of integration
with the rest of the program. View lists of activities for any contact record, display the next pending activity right on the
contact’s record, and get instant access to contact details from a linked activity—even if the contact is in another database.
Send wireless messages from activities, automatically track document, fax, and call history using system-generated
activities, print from a wide selection of standard activity reports, or create custom reports that integrate contact and activity
details in one report.
The calendar screens have been designed to provide quick access to information. On-screen icons, color coding, and
prioritization provide at-a-glance insight into your day. Check boxes provide instant identification of pending and
completed items. To-Dos immediately indicate whether they are pending, due today, or overdue.
The Activity Manager provides you with five different views. You can display up to as many as four views at once. You can
display multiple copies of the same view, each showing a different part of your schedule. There are several display
configurations to choose from, each with its own advantages.


Calendar Views
TeleMagic provides five calendar views:
    •    The Day view shows activities for the selected day. Display your schedule in increments from 5 minutes to 60
         minutes.
    •    The Week view shows your schedule for 7 days, displayed side-by-side for quick comparison.
    •    The Month view shows a monthly calendar page. The number of activities scheduled is indicated and colored bars
         show extended activities.
    •    The To Do view lists all of your To Dos. The font color of each To Do indicates how many days remain before the
         To Do is due. When a To Do is overdue, the number of days it is overdue is indicated.
    •    The Detail view displays details of the selected activity or To Do.
Each view allows every user to easily schedule and view their workload. Users can tell at a glance what needs to be done,
what has been done, and what should have already been done. Reconfiguring the Activity Manager is accomplished with the
tools on the Activity Manager toolbar.
In addition to the standard calendar views, you can browse through a list of all activities and To-Dos sorted by date. From
the Browse list, you can edit any item or go to the calendar page for its due date.
                                                      TeleMagic Enterprise Reviewers’ Guide    17




                                                                                    Color-coding
                             The Activity Manager in Week View                      shows the time
                                                                                    allotted for
            Each calendar view has been designed to give you all the                each activity

            information you need to plan your day, week, or month.




                                                                                              Click on
Activity type is
                                                                                              plus sign
indicated by the                                                                              open a p
icons. You can                                                                                menu wi
even create your                                                                              activities
own activity type                                                                             the time
icons.


Users can
control how
much time is in
each block.
                                                                             TeleMagic Enterprise Reviewers’ Guide            18

Full-Featured Schedule Maintenance
•   Set Reminders (Alarms) for each Activity. The Alarm program provides a pop-up when an alarm is due—even when
    TeleMagic is not open! A single click takes you to the activity, launching TeleMagic if necessary.
•   Easy maintenance: Activities and To-Do’s can be completed by one simple mouse click.
•   Drag-and-drop organization. Change Activity times and To-Do priorities. Make a To-Do into an Activity or change an
    Activity to a To-Do.
•   Built-in activity archive allows filtered groups of activities to be stored for batch processing or deletion.
•   Use the Detail view to see full activity details with a simple click of the mouse.
•   Easily edit activities by double-clicking them.
•   Grant access to your calendar to other users and control the amount of access each user receives.
•   Schedule Activities and To-Do’s for another user. Availability checking and conflict notification will help you
    determine when the user is free.
•   Notification for activities assigned to you with a rejection or reassignment options. Easy access to lists of activities you
    have created for other users and other users have created for you.
•   Incomplete Activities can be automatically rolled over to another day or reassigned to another user.
                                                                            TeleMagic Enterprise Reviewers’ Guide              19


Time, Productivity, and History Tracking Made Easy
•   Generate system Activities for calls, documents, and faxes. Completed calls, linked documents, and sent faxes get
    recorded as completed Activities. Users can instantly view a history list of each call, document, and fax linked to each
    and every contact record in the database.
•   Extended activities (such as projects, vacations, or holidays) can be scheduled for individual users or globally for all
    users.
•   Schedule Activities for groups of users. Effortlessly assign teams and leaders for each group. Manage Resources such as
    conference rooms and equipment. Create a list of resources and assign times when they are being used and when they
    are available for use. If a scheduling conflict exists, users will be notified immediately.
•   Automatically update the scheduled time based on availability of users and resources.

The Pending Activity List (available from the
Contact Manager) provides a direct link to the
Activity Manager. Users can also use the Pending
Activity List to track their daily progress.
•   Recalls (callbacks) can be created for a single
    contact or for all contacts in a filter. When
    assigning multiple recalls, you have complete
    control over how they are distributed to users.
•   Included Activity Reports simplify time
    management and productivity tracking.
•   Link Activities to Contact records. Include
    contact information with the user’s custom
    Activity comments. Access contact information
    from anywhere the activity can be accessed.


                                                        Display up to four different calendar views at the same time.
                                                        Display multiple copies of the same view showing different dates.
                                                        There are 8 configurations and 5 different views available.
                                                                            TeleMagic Enterprise Reviewers’ Guide              20


Sales Forecasting
In the direct sales environment there is a constant need for accurate, up-to-date sales data. Past sales need to be recorded
and future sales should be forecast in order for a company to stay healthy.

TeleMagic's Sales Forecasting feature allows you to keep track of projected and actual sales, and relate those sales to contact
records in any TeleMagic database. It also includes several easy-to-use pre-formatted reports, which you can use to predict
sales trends, analyze sales forecasting accuracy, and evaluate the overall performance of your salespeople.

TeleMagic's Sales Forecasting feature provides an integrated, standardized way to record, view, and report on your most up-
to-date sales data.

                                                                        •    Link Sales Forecasts to contact records and view
                                                                             contact details from a forecast—even if the
                                                                             record is in another database!
                                                                        •    Maintain integrity of forecasts by controlling the
                                                                             level of access to editing saved forecasts.
                                                                        •    Keep unlimited notes on each forecast.
                                                                        •    Track sales progress with a Progress Chart. Each
                                                                             sales step can be standardized for all users
                                                                             through list boxes.
                                                                        •    Use built-in sales reports to report on Forecast
                                                                             Sales, Closed Sales, and Sales Progress. Use the
                                                                             Forecast vs. Actual sales report to compare how
                                                                             close each Forecast Sale is to the Actual Sale.
                                                                        •    Extensive filtering options allow you to include
Forecast and track the sales process from start to                           only information pertinent to the report.
finish with Sales Forecasting.                                          •    Security is maintained for the sales force by only
                                                                             allowing them to view their own records.
                                                                             Managers, on the other hand, may report on an

    individual user or a group of users.
•   Control how data is displayed: view text based reports,
    graphical reports, or a report that shows data in both
    formats.
•   Generate reports with 3-D graphs. Select to view
    vertical, horizontal, or pie charts.




                                                                                         Sales Forecasting

                                                                Use TeleMagic’s sales reports to keep one step
                                                                ahead of your receivables.
                                                                            TeleMagic Enterprise Reviewers’ Guide           21

Branch Scripting
When you speak with a customer or prospect, questions that are asked and statements that are made will lead you down a
particular path. A TeleMagic script helps you control that path, provides you with the information you need every step of
the way, allows you to quickly back up if the conversation suddenly changes direction, and creates an automatic recording
of the branches followed for later reference.




                                                                                                                 Merge system
                                                                                                                 or contact data
                                                                                                                 into the script.




TeleMagic allows users to easily create and modify branch scripts that directly interface
with their databases. Users can also analyze the history of each script to find out how often
the script leads to a sale.
•   Uses existing database fields for easy script composition.
•   Contact data is automatically merged into the script upon selection of a branch.
•   Input contact data directly into contact records from within the branch script. Incorporate the data entry as part of the
    script.
•   Set field input order to simplify data entry.
•   Toggle between the branch script and the contact record with the click of a button.
•   Automatically create activities each time a script is used for productivity tracking.


Dialer
Anyone who uses the telephone to communicate with contacts and clients on a regular basis will find the TeleMagic Dialer
indispensable. The Dialer allows you to truly integrate your contact records with your phone, dialing from TeleMagic,
keeping notes on your conversations in the contact records, and creating completed activities based on phone activity.

While using the TeleMagic Dialer you can make an outgoing call from either the Contact Manager or the Activity
Manager; during the course of the call you are free to move about in the program as necessary. The Dialer allows the same
freedom of movement when receiving incoming calls as well. In either case, the Call Duration Timer will open in the lower
left corner of your screen. When you conclude a call, TeleMagic will automatically update your call tracking system.

Even if you are not using a modem to dial the phone from TeleMagic, you can still use the dialer feature to track your calls
and call notes.
                                                                              TeleMagic Enterprise Reviewers’ Guide             22

The Dialer can be configured to ignore local area codes and automatically dial prefixes (for outside or long distance lines)
and suffixes (for accounting or other information required by your telephone system). NANP setup also allows users to enter
comprehensive rules for dialing that accommodate any special conditions in their local area. Advanced dialer setup allows
users to customize modem command strings for systems that do not use Hayes standards.

Clicking the Dial button on the toolbar opens the Dialer selection box.
This provides a list of all phone numbers for the contact, or a manual
dial option in case you want to dial a number that is not stored in a
contact’s record. You can also dial directly from the phone field itself.




                                                                                               Dialer Selection Box

                                                                        Get the most from your telephone with
                                                                        Dialer and Call Notes—retrieve and
                                                                        update information automatically.
                                                                        When placing or receiving a phone call, you can have
                                                                        information from the call stamped into the contact’s
                                                                        notepad, and/or create an activity based on the call. Use
                             Call Notes                                 the Call Notes dialog to control what information is
                                                                        recorded. You can choose whether Call Notes opens
whenever you start a call, or only opens on demand.
When your call is complete, the information you have recorded in Call Notes will be added to the appropriate contact
record. You can schedule follow up activities or To-Dos, and spell check the note before saving.


Call Center Tools
TeleMagic was originally designed for call centers. Although its functionality has expanded into other areas of business
automation, it has not lost its suitability for high-volume calling.
If you need to make multiple calls in a single session for telemarketing, surveys, sales contacts, etc., TeleMagic makes it
easy to optimize your outbound calling. You can schedule (and reschedule) calls and appointments, allow multiple users
access to the same filter in order to optimize your calling power, make notes about your current contacts while on the phone
with them. And, by just turning on the Zoom Dial feature, you can move directly to the next call after completing a call.
There are two different approaches you may take to placing a series of calls. You can either create an activity for each
contact that needs a call, or you can simply move through your database calling each contact in a filter. With either
approach, TeleMagic allows you to quickly zoom through your list of phone calls for maximum productivity.
Creating activities in the Activity Manager gives you the advantage of having one TeleMagic user responsible for following
up on the call. There is also a scrollable notepad that allows you to keep notes on the activity. This is particularly useful if
you are placing follow-up calls on sales leads, accounts payable, or any other mass-calling situation where you have
established a relationship with the contact. The Set Multiple Recalls option on the Contact menu lets you create a series of
activities linked to contact records in a filter. These activities can be assigned to a single user or a group of users. If you are
scheduling for multiple users, you can control how the activities will be divided. You can even create a printout of the
distribution for a record of how many activities each user is responsible for. You set start, end, and break times and how
much time to allot to each call, then TeleMagic will go through your database and create a Call type activity for each record
in the selected filter.
                                                                            TeleMagic Enterprise Reviewers’ Guide             23

                                                                                Call Center Tools keep you in
                                                                                charge of your schedule.
                                                                                Once users have their assignments, they can
                                                                                use the Pending Activity List to quickly
                                                                                complete the calls. The Pending Activity List
                                                                                will show the activities in order and display
                                                                                the phone number for each contact. A single
                                                                                mouse click dials the call and opens the Call
                                                                                Notes window.
                                                                                When a call is completed, the user is returned
                                                                                to the list, allowing users to quickly zoom
                                                                                through the list of calls.
                                                                                The contact’s notepad can be accessed with a
                                                                                click of a button, so pertinent facts are always
                                                                                a click away.

                       Pending Activity List



Contact based calls use the Recall field to schedule a call date and time. This is useful if the contact needs to receive a call,
but it does not matter who places the call. Rather than creating an activity that must be assigned to someone, you can update
the Recall field to record the information that a call is necessary on the given date and time. Telemarketing, surveys, or any
other cold-call situation are ideal for contact based recalls. If there is a recall field in the database, you will be given the
option to create activity based calls or contact based calls when selecting the Set Multiple Recalls option from the Contact
menu. Zoom dial further optimizes this by moving to the next record and dialing the next call as soon as one call is
completed. In a high-volume calling situation, every mouse click counts—Zoom Dial automates the process for maximum
output.
                                                                            TeleMagic Enterprise Reviewers’ Guide        24


Faxing
TeleMagic’s Fax module was designed for people and companies that do a high volume of faxing. This design also results
in superior support for users who only send occasional faxes. In addition to its ability to seamlessly handle tens-of-
thousands of faxes, features have been included to make sure that if information needs to be faxed, TeleMagic can
accommodate it.
•   Documents created in any supported word processor, including Microsoft Word®, WordPerfect®, and WordPro®, can be
    directly faxed as easily as they can be printed.
•   Unlike many fax programs, TeleMagic allows you to have merge fields from your contact records on every page of your
    fax, not just the cover page!
•   Documents or files created using almost any other external program can be faxed with the External Document Capture.
•   Users can fax TeleMagic’s pre-formatted reports and custom reports just as easily as they would fax a document.
Access the Fax module using the Send Fax option on the Write menu or by clicking the icon next to any fax field:
•   Send up to 11 documents at a time per fax job.
•   Send batch or broadcast faxes to a group of contacts.
•   Let TeleMagic notify you of the fax status and keep a log of the faxes sent.
•   Add comments to fax cover pages and TeleMagic will merge them into the
    Fax Activity comments automatically.
•   Local Fax maintenance allows each user to view details on the faxes that
    have been sent or are currently active, and delete or resend them as
    necessary.
•   Local fax monitor provides real-time progress of fax transmissions in
    progress.
•   Users who do a high volume of faxing, or even users on workstations with
    no modem, can offload their faxes to a dedicated fax server: TeleMagic
    provides seamless support for merging and sending faxes from a dedicated
    workstation using the Automation Server. All major features supported in
    local faxing are also available with the Automation Server.
•   Each fax server supports up to eight faxmodems for maximum efficiency in        The Send Fax interface makes it
    sending and receiving.                                                          easy to attach items to your faxes
•   You can use several different word processors for generating faxes. TeleMagic Automation Server will automatically
    select the correct word processor for each fax.
                                                                          TeleMagic Enterprise Reviewers’ Guide           25

Wireless Messaging

                                                   Wireless Messaging lets you use your database to
                                                   page quickly and efficiently.
                                                   TeleMagic allows you to send Wireless Messages (pages) directly from
                                                   within TeleMagic. By simply clicking a toolbar icon, clicking the pager

                                                   icon of a pager field    , or selecting Office, then Wireless
                                                   Messaging, you are immediately taken to the Wireless Messaging screen
                                                   where you are given a wide range of options from which to choose.

                                                   Wireless Messaging Allows You To
                                                   •   Send a message to a user, a group of users, or all users.
                                                   •   Send a message to multiple contacts using the filter of your choice.
         Wireless Messaging
                                                   •   Send a message to anyone—you are not restricted to just sending to
    TeleMagic users and contacts.
•   Paste the information from the current contact record to the message being sent.
•   Send messages based on activities or e-mail.
•   Monitor the current transmission in real-time as the message is being sent.
•   Receive e-mail messages regarding the completion status of the message.
•   Send messages immediately using a workstation’s modem, or send them to a queue for the Automation Server to
    deliver.
•   Quickly change sending options to adjust to different contacts’ pager settings.
•   Prepare your messages in advance, and send them at a later date.


Word Processing in TeleMagic

TeleMagic’s word processor integration feature creates a link between TeleMagic and Microsoft Word®, WordPerfect®, and
Lotus WordPro®. You can maintain documents in as many different supported word processors as you require. For example,
you may normally use Word, but you review documents produced by a user who uses WordPerfect. With TeleMagic, you
can have both word processors established so you can review the WordPerfect documents without changing your word
processor setup in TeleMagic.
The link between TeleMagic and your word processor allows you to do more than simply access a word processor while
working in TeleMagic. The link allows you to merge up-to-the-minute information from TeleMagic into your documents
when printing or faxing, establish links between your documents and contacts, and keep a history of everything that has
been sent to a contact.
To use the TeleMagic word processor link, select Word Processing from the Write menu.
                                                                             TeleMagic Enterprise Reviewers’ Guide              26

                                                                 Quickly organize your documents
                                                                 using the Word Processor Documents
                                                                 dialog box
                                                                 •   Documents and document templates are stored in separate
                                                                     lists for clarity. Toggle the lists with a single mouse click.
                                                                 •   View personal documents, or create and view documents
                                                                     that are shared globally or related to a database.
                                                                 •   If a document is linked to a contact, quickly view contact
                                                                     information without leaving the document selection box,
                                                                     or go to the record with a single mouse click.
                                                                 •   Click View linked documents for this

                                                                     contact             on one of the customizable Contact
                                                                     toolbars to see a list of all documents linked to the current
                                                                     contact. You can also quickly access this selection box
                     Document Selection.
                                                                     from the contact’s document list.
   The word processor used to produce each document
                                                                 •   View document properties by clicking Change, or open
         and template is indicated by the icon.
                                                                     the word processor to edit the body of the document by
    clicking Edit.


Document properties are accessed when
adding or editing a document.
To add a new document, click Add to create the document
properties. Press F1 for details on the options available when
adding documents.
Once you click OK you will be taken to the word processor
where you can create the merge document (form letter).
TeleMagic provides a list of available fields for insertion in
your document.
When printing your documents, you will have the option of
printing for your current contact, a linked contact, or a group
of contacts based on a filter. You also have the option to print
the document locally, or offload it to a queue to be processed
by a dedicated print server. This allows you to continue
working while any number of letters are being merged and                                        Add a Document
printed at another workstation.
TeleMagic’s word processing link allows you the convenience and efficiency of using your word processor, or word
processors, of choice, while retaining all of the benefits of a relational database. By combining merge fields and expressions
you can quickly produce documents to provide your contacts with precisely the message they need. Filters ensure that only
those with a likely interest in the subject will be informed. Finally, indexes provide you with the ability to sort your mailing
for the most efficient use of the postal system.


The TeleMagic Automation Server
When’s the best time to send out 10,000 faxes? What if you want to print 500 personalized copies of the company
newsletter at the same time? What if you need to send out an urgent page while all this is going on? TeleMagic understands
                                                                          TeleMagic Enterprise Reviewers’ Guide           27
that you can’t afford to stop working every time you need to do something that is processor-intensive. That’s why
TeleMagic provides the Automation Server. It was designed for high volume faxing, paging, printing, and e-mailing.
When setting up the Automation Server, you create one or more Server IDs and establish specific configuration settings for
each. You are then able to select a Server ID on a workstation to process your queued faxes, wireless messages, and
documents. You can have up to eight faxmodems on a workstation being used as a server, and an unlimited number of
servers on multiple workstations processing simultaneously.
Once your Automation Server is set up, processing faxes, documents, and Wireless Messages is a simple matter of selecting
a server and queue, then clicking a single button. TeleMagic does the rest. You are able to maintain your Automation
Server system, print items in the queue, edit the details of items, and print TeleMagic reports on how items were processed.
                                                                                         •    When the Automation Server
                                                                                              is combined with TeleMagic’s
                                                                                              database management
                                                                                              capabilities and your word
                                                                                              processor, you gain the ability
                                                                                              to easily batch or broadcast
                                                                                              fax merged documents to any
                                                                                              group of clients in your
                                                                                              database.
                                                                                         •    When the Automation Server
                                                                                              processes a wireless message
                                                                                              queue, it will search the queue
                                                                                              and identify all messages
                                                                                              going to the same number.
                                                                                              These messages will be sent
                                                                                              concurrently, unless the
                                                                                              originator has specified a
                                                                                              particular time to send them,
                                                                                              regardless of their position in
                                                                                              the queue.
                                                                                         •    If you like, the Automation
                                                                                              Server can notify the sender of
                                                                                              the outcome of an attempted
                                                                                              fax or page via e-mail. The
                             Automation Server                                                notification can be given in
                                                                                              the event of successful or
    unsuccessful transmission.
•   Queues can be monitored from any workstation in your network. Users can quickly see if a particular page has gone
    through or a fax has been sent.
•   Faxes and wireless messages can be edited after being sent to the queue. From the maintenance window, simply
    highlight the message to be modified and click Edit. From this window, you will be able to change virtually any aspect
    of the fax or wireless message.
•   The Automation Server is set up by default with one print queue, but you may configure as many print queues as your
    system can support. All that is required is for the name of the queue to begin with the phrase ‘print queue’ and that
    each queue has a unique name (e.g., print queue 1, print queue 2, etc.). This feature is useful in installations where
    more than one workstation has been designated as an Automation Server. In such a configuration, print queues can be
    designated according to originating department, priority, or whatever criteria are appropriate to your needs.
The number of Automation Servers in your network is limited only by your physical configuration. The multiple server
system allows you the freedom of having many computers (each with up to eight faxmodems) processing the same queue at
the same time, or each processing different queues. This level of flexibility is designed to provide you with the ability to
utilize your resources to their greatest benefit. As your needs change, Automation Server can be easily reconfigured to meet
these new requirements.
                                                                           TeleMagic Enterprise Reviewers’ Guide           28

TeleMagic Internet Mail
TeleMagic Internet Mail allows you all of the features you would expect in a business e-mail package with the added benefit
of full integration with your TeleMagic databases. You can link your e-mail messages to contacts, automatically create
activities when you send e-mail, and access the e-mail program from e-mail fields on your contact pages. TeleMagic
Internet Mail works with your existing MAPI e-mail program, so you can use your existing address books. If you prefer, you
can use TeleMagic Internet Mail as your primary e-mail application. TeleMagic Enterprise does not need to be running to
run TeleMagic Internet Mail. (TeleMagic Enterprise needs to be running to use certain features.)
To start TeleMagic Internet Mail from the Contact Manager, select TeleMagic E-mail from the Office menu. To start the
application independently, select the TeleMagic Internet Mail icon in the TeleMagic program group.
The first time you open TeleMagic Internet Mail, you will need to establish a mailbox and provide e-mail account
information. Both of these procedures are accomplished with wizards that are automatically opened as part of the login
process. Both of the wizards are provided with tabs to make it easier to return to previous pages and make changes as
required. To establish a mailbox, you will be asked to provide a location for your mailbox (a default is offered), a login
name and password for Internet Mail, and some information about your TeleMagic installation. You will need to decide
whether Internet Mail should log on to TeleMagic when it starts. Some features will not be available if Internet Mail is not
logged on to TeleMagic. You will also need to provide your TeleMagic user ID and password.
You will need to establish at least one account. When establishing an account, the first thing you must provide is a name for
the account. The name can be anything you like. If you need to establish several accounts, the name you choose should be
something that will make it easy for you to tell them apart. The name(s) you have chosen will appear as menu items when
performing certain functions. One account must be the default account. If the account you are establishing should not be the
default account, clear the Make this my default account check box on the first page.
After you have named your account, you will proceed to the Send page of the wizard. What you enter in the I am known
as field is what will appear in the From fields of your messages. You must also provide your e-mail address and the
SMTP server. This information will be available from your ISP, or your system administrator. You should not change the
SMTP port without specific instructions to do so.
Next, you will need to provide the receive information for this account. The POP3 Server and User Name information is
available from your ISP, or your system administrator. Note that the User Name in this case is not necessarily the same as
your TeleMagic user name. The User Name needed here is the one that your Internet service uses to identify you. The
password here is also not necessarily your TeleMagic password. The password required here is the password used to gain
access to your e-mail from your ISP.
Finally, you will select your connection type. Select the Dial-up Networking/RAS option, along with the connection
to be used, if you will be connecting locally. Choose the other option (Connect through Local Area
Network/LAN) if you will be connecting through a proxy server on your Local Area Network. If you choose the Dial-up
Networking/RAS option, and you have more than one profile established, select the profile you want to use from the drop-
down list.
Having established your account, you are ready to start sending and receiving mail. To receive mail from the default
account, select Receive from the Tools menu. If you want to receive mail using any other accounts you have established,
click the Receive Mail button and select the account you want to check from the pop-up menu. If you have received any
mail, you can either open the message in a message screen, or you can view the text of the message in a text area on the
main screen. To open the text area, mark Message Body on the View menu.
To compose and send a message, select New Message from the Message menu. Enter address and subject line information
in the fields provided, and compose the message in the text area. Use the RTF controls to fine-tune the look of your
message. (Some e-mail applications do not recognize RTF formatting. Messages using RTF formatting are difficult to read
on such programs. You can send messages in plain text, even though they were composed using RTF, by toggling the RTF
button on the toolbar.) When you have finished composing the message, you can choose to send the letter now, or send it
later. These options are available on the File menu, or you can use the toolbar controls.
TeleMagic Internet Mail offers many customization options. You can control exactly how your messages are displayed,
create new folders, maintain multiple e-mail accounts, automatically spell-check your messages, and more. To set your
preferences, select Options from the Tools menu.
                                                                             TeleMagic Enterprise Reviewers’ Guide            29


Link to Outlook
The link to Microsoft Outlook allows you to select recipients from TeleMagic databases, merge contact information into e-
mails, and create Activities and To-Dos in the Activity Manager. This feature is added automatically to Outlook, and no
setup is required in TeleMagic. You must, however, be running TeleMagic for the merge fields and database information to
be available.


Notes and Messages

The Bulletin Board
TeleMagic provides several means of communicating with other users in addition to paging, faxing, and e-mail.
TeleMagic’s Bulletin Board serves as a forum for all TeleMagic users to exchange information on any subject. Users are
never interrupted when a message is added to the Bulletin Board, making it a convenient medium for general
announcements—just like any bulletin board.
To open the Bulletin Board, select Bulletin Board from the Office menu. Right-click anywhere on the Bulletin Board to
open a pop-up menu. Use the options on this menu to change the appearance of the Bulletin Board, add notes, and close the
Bulletin Board.
Bulletin Board notes can have different colors and font styles. Once a note is created, right-click on the note to open a pop-
up menu to change the note’s color and font characteristics or to see when and by whom the note was created.

The Bulletin Board can be resized and moved as any other dialog box. To move the Bulletin Board, click on the upper
section of the board and drag it to the desired location. Individual notes can also be resized and moved to different places on
the Bulletin Board as required.


Tack-Its
Notes on the Bulletin Board are public and cannot be associated with any particular database or record. When you need to
leave a message for a limited readership, you can add a Tack-It. Tack-Its look like the notes on the Bulletin Board, but
appear directly on the Contact Manager screen. To create a Tack-It, select Add Tack-It from the Office menu. Enter the
text of the note on the Tack-It. Right-click anywhere on the Tack-It to open a pop-up menu to change the characteristics of
the Tack-It. You can change the color of the Tack-It’s background, and you can select different fonts and styles. Tack-Its
can be either Personal or not, and they can be Linked. If a Tack-It is Personal, only the author will ever see it. Tack-Its can
be linked to databases, or specific contacts. If a Tack-It is linked to a database, it will be visible whenever that database is
open. A Tack-It that is linked to a contact will only be visible when that contact record is open. A Tack-It that is not linked
will be visible whenever the Contact Manager is open. There is no practical limit to how many Tack-Its you can create.



The Message Taker
TeleMagic’s Message Taker is modeled on the phone message pads that have been in use in offices for many years.
TeleMagic’s Message Taker offers a number of advantages over these specialized notepads. Like the paper notepads,
TeleMagic’s Message Taker has a number of fields available for general information, like the caller’s name and phone
number. Most of these fields are optional, as they are on the paper notepads. Unlike paper notepads, TeleMagic’s Message
Taker is addressed by selecting the user from a drop-down list. The Message Taker fills in the date and time fields
automatically, and can accommodate messages of almost any length. Message Taker delivers the message for you, can page
the recipient to let them know they have a message, and notify the sender that the message has been received. They are
always legible, work with TeleMagic’s Spell Check feature, and never get lost. They can be password protected, linked to
contact records, and you’ll never run out of them. Open the Message Taker by selecting Message Taker from the Office
menu. Click the Create New Message button to begin editing the message.


The Notebook
The Notebook provides you with a secure means of jotting down notes, ideas, or any other sort of information that you may
want to save for future reference. One possible use would be a list of product codes that you need to access quickly. You
                                                                            TeleMagic Enterprise Reviewers’ Guide            30
might also use it to record ideas for new products and slogans that occur to you while on the phone with your clients.
Notebook notes can be either Personal or Database. You can think of it as two different notebooks: one that anyone with
access to the database can access, the other that only you can open. RTF controls are available for you to format the
appearance of your notes.
The Notebook provides you with two indexes: Note ID and Description. This way, you can find, for example, the correct list
or idea by using “product list”, “marketing ideas”, and so forth as your Note ID and indexing on the ID. There is also a
browse view available from the Notebook toolbar that allows you to see your notes in table format. If you know the ID or
Description, you can use the Go To Note feature by clicking the Go To Note button on the Notebook’s toolbar.
To open the Notebook, select Notebook from the Office menu. In addition to using the browse and Go To features, you can
scroll through your records using the arrow icons on the four corners of the Notebook. (If you are on the first or last record,
two of the arrows icons will not be available.) To add a record, click the Add button. To edit an existing record, go to the
record and click the Edit button.
                                                                                  TeleMagic Enterprise Reviewers’ Guide              31


      TeleMagic Reports

                                            There are three types of reports in TeleMagic: standard reports,
                                            custom reports, and quick lists.
                                            Standard reports are designed to anticipate your reporting needs and make printing
                                            professional reports easier than ever. Most of the major areas of TeleMagic include
                                            standard reports. When you print a standard report, the design and layout have already
                                            been done for you. Controlling what is included in your standard report is
                                            accomplished through dialog boxes, such as the Pending Activity Report dialog box
                                            shown here. Rather than printing, you may also choose to fax your report directly to
                                            the interested party.
                                            Among the standard reports included with TeleMagic are security reports, database
The Pending Activity Report Dialog Box      structure reports, address and phone lists, activity reports, and many others.


      A related feature to standard reports is TeleMagic’s envelope and label printing functions. TeleMagic can print envelopes,
      shipping labels, name tags, rotary cards, and other items in many popular formats. This feature can streamline the
      preparation of your mass mailings, conferences, and promotional activities. Most standard Avery® label formats are
      supported.


      Custom reports let you present your
      information so that it makes sense in YOUR
      company.

      Since no two businesses are alike, TeleMagic includes a
      powerful custom reporting feature. Custom reports allow you
      to design your own reports detailing practically any
      information in TeleMagic. You control what information is
      included, what calculations are made based on that
      information, and how the information is laid out. You can even
      include graphics in your report, such as OLE objects from your
      database. With custom reports, you start with a blank page and
      use report generation tools to build a report. The report
      generator includes everything you need to produce whatever
      report you may require.                                                             Blank TeleMagic Report
      In addition to these two basic reporting options, TeleMagic offers a quick list option. A quick list is a custom report with
      limited formatting options. If you need a quick summary of data in one or more fields, a quick list is the easiest solution.
      Making a quick list is a simple matter of selecting the fields you wish to report on and deciding on a name.
      All report options and features are available through the Reports menu selection on the menu bar. The Reports menu itself
      can be configured to meet your needs. You can add or remove your custom reports and quick lists on the menu for quick
      access to the reports you use the most.
                                                                           TeleMagic Enterprise Reviewers’ Guide             32


Imports and Exports
When it comes right down to it, a database application is about records. In order to be able to view, sort, call, or fax a
contact, you have to be able to get the contact information into the application. TeleMagic provides full-featured Import and
Export modules that make transferring your records into and out of TeleMagic a snap.

Export
You can export data from your TeleMagic contact database and Activity Manager to files that can then be imported into
word processors, spreadsheets, other installations of TeleMagic, and other databases. During export, TeleMagic converts
your data to a file format that another program can read.
TeleMagic allows you full flexibility during export. You create an export format that allows you to choose the export file
type, choose which records to export, rename fields and determine record sort order. Once an export format has been
created, it can be used repeatedly as new records are added to the database.
TeleMagic’s export function is designed to provide you with the maximum flexibility while keeping the process as simple as
possible. To accomplish this, TeleMagic exports may be made in any of several formats: TeleMagic for Windows, dBase
III+, Standard Data Format (fixed field length), comma or tab delimited formats, or you can define a format using any
delimiter required by your target application.

Creating an export format is a
matter of a few simple steps:
Before beginning, create a directory to contain
your exported files. Although this is not
necessary, it will facilitate locating those files
later. To create an export format, select File,
Export from the TeleMagic menu and click
Add at the Export Format selection box.
Enter the name you have chosen for your
export format in the text box provided. The
name can be whatever you like. Next, you need
to enter a file name and path for your export
file in the Output file name text box. The file
name and path should be entered in standard
drive\path\filename format. To create a                                     Export Format dialog box
TeleMagic for Windows format export, the file
name must end in 1.dbf. (e.g.,
C:\TMEXPORT\EXPORT1.DBF)

                                                                           Click Select Fields. A mover box will open
                                                                           which will allow you to select or remove
                                                                           whatever fields you wish to include in the export.
                                                                           Click OK. Click Options to also include Activity
                                                                           data in the export. The Activity Options dialog
                                                                           box will open where you can specify which
                                                                           activities to include in the export. Click OK
                                                                           through both windows to return to the Export
                                                                           Format selection box and click Run. The
                                                                           resulting export will include contact data for your
                                                                           entire database with any activities in the selected
                                                                           filter. The export files will be written to the
                                                                           directory specified in the Output file name text
                                                                           box. These files can now be transferred to your
                         Choose Fields to Export                           target installation by the most convenient means.
                                                                           TeleMagic Enterprise Reviewers’ Guide             33


Import
You can use TeleMagic to manage more than just your contact database. You can import existing databases to TeleMagic
from a wide variety of sources. TeleMagic’s Import Wizard simplifies the process of importing databases from any source.

Create a simple format to import TeleMagic files back into the database.
Define the import format by opening the Import Formats selection box (select File, Import on the menu bar) and clicking
Add. This will open the TeleMagic Import Wizard, which will guide you through the process of creating an import format.
The exact procedure varies according to the choices you make, but you will always begin by naming the format and
selecting the type of import to be performed. If you choose to create a TeleMagic for Windows import format, you will make
the following choices:
                                                                       •     Whether to import contact or Activity records
                                                                       •     The location of your source file
                                                                       •     Whether to use an expression to select which
                                                                             files are imported
                                                                       •     Which fields in the source file should be
                                                                             matched to which fields in the target database
                                                                             (Auto Assign will automatically identify exact
                                                                             matches), and whether to use expressions to
                                                                             limit the data imported to each field
                                                                       •     Import Mode
                                                                       •     What to do when data does not meet validation
                                                                             requirements
                                                                       •     What to do with records that already exist in
                                                                             the target
                                                                       •     When to update indexes
               File Import Formats
                                                                       •     Whether to update calculations upon import
         •   Whether to update the Last Revision field
         •   Whether to stamp the notepad and, if
             so, with what. (You can stamp a literal
             string here, such as “Imported by
             Jennifer Cram”, or you can use an
             expression to determine how each
             notepad is stamped. If you use a literal
             string, it must be enclosed in quotes.)
         •   How often to update the status monitor
             during the import. (The less frequently
             this is updated, the faster the import
             will proceed.)
You will be able to change most of the selections
that you made from the Import dialog box. Just
select the format name from the Import Formats
dialog box and click Change. The Import dialog
box will open. Click on the tabs to go to the page
where the item you want to change is located and
make the required changes.
The process of synchronizing data among several                             Maintain Import Formats
                                                                            TeleMagic Enterprise Reviewers’ Guide             34
sites introduces the opportunity for a host of problems. To assist in recovering from these situations, TeleMagic Database
Utilities includes two specialized tools for troubleshooting and recovering from difficulties that may arise. The first of these
tools is the Packet Viewer. With the Packet Viewer you will be able to decompress synchronization packets and generate
reports that summarize general data about the system, site, users, deleted records, security groups, and scripts. The report
also provides descriptive data of records and e-mail, but does not reveal content. The Packet Viewer is a powerful
troubleshooting aid.

When Data Synchronization Server rejects records from a synchronization packet, they are stored in separate files. The
Rejected Records Viewer allows you to examine the contents of these rejected files. You will then be able to assess the value
of the rejected data and take steps to retrieve or reconstruct it, if appropriate. When your data has been assessed and
recovered or reconstructed, the rejected records can be purged using the Purge Rejected Records utility.
                       TeleMagic
           Data Synchronization
                  Server




Using TeleMagic’s DSS (Data Synchronization Server), your entire workgroup is brought
together. A direct Internet connection gives you the fastest access to information, no
matter where in the world it was entered.
                                                                             TeleMagic Enterprise Reviewers’ Guide             36


Introduction to Database Synchronization
TeleMagic is designed to provide access and easy manipulation of the information that powers a business. Because not all
members of a business or workgroup necessarily work at the same location, a method of keeping this information current at
all locations must be implemented. Data Synchronization Server works in conjunction with TeleMagic Enterprise to provide
this capability, with power and flexibility unmatched by any other contact management application. TeleMagic defines
database synchronization.
You may have satellite offices sharing a database with your central location; or you may have users out in the field who
need to be able to access their activities, e-mail, and contact records. You can use Data Synchronization Server with these
installations wherever users need to be able to access and edit data away from the main office. Using Data Synchronization
Server, changes to your records made in remote sites can be updated in the central location, and vice versa, as often as
necessary to ensure that all users are working with the most up-to-date data.

How Database Synchronization Works
As you make changes in TeleMagic, transactions are created for any changes made in databases included in
synchronization. When you go into process mode in Data Synchronization Server, these transaction records are condensed
into packets and placed in a directory created by the Data Synchronization Server program called
\TM5\TMSYNC\OUTBOX by default. Users can then retrieve these packets and place them in the inbox directories at the
remote sites (\TM5\TMSYNC\INBOX by default), or use FTP or e-mail transfer to transfer them automatically via the
Internet. When a packet in an inbox is processed, Data Synchronization Server will update the remote site with the changes.
At the same time, each satellite and remote site is creating transaction records which will end up as packets in their
outboxes for eventual synchronization with the central location. In this way, the database synchronization process comes
full circle and all users are working with the most current, up-to-date information.
•   Only changed data is included in packets for maximum efficiency.
•   Each field change is analyzed separately using extensive, customizable validation criteria.
•   Data in memo (notepad) fields are merged and sorted by date and time, starting with the most recent. The site time
    zone and date format is taken into account, converting the date stamp of a notepad entry to the date format in use at the
    site.
•   Total control over what data is sent to each site—down to individual fields! Control is maintained at the central
    installation for a more secure system.
Data Synchronization Server provides “field level” synchronization. Field level synchronization means that changes to
individual fields are tracked separately in the transaction file. This results in greater data integrity, since only fields that
have been changed are synchronized. A common method used in other programs is “record level” synchronization, which
results in the entire record being overwritten when a change is made to any field. Some contact management applications
claim to offer “field level” synchronization. In reality, this is only applied to a select few fields—record level
synchronization is used for all other data. Data Synchronization Server offers field level synchronization for every field in
every database that is being synchronized. Field level synchronization has other advantages, including the ability to
establish “field rules”. You can literally control how each individual field will behave when a change comes in from a
remote site.


What Does TeleMagic’s Data Synchronization Offer?
Setup for Data Synchronization Server begins with creating sites (synchronization settings
for installations that need to share information). You have the ability to:
•   Create unlimited remote and satellite sites with unique settings.
•   Define the users at a site. (If users don’t exist at the remote site, Data Synchronization Server will add them!)
•   Streamline setup by creating global settings that will be applied to all sites, unless otherwise specified.


The central location has total control over the remote sites, including:
•   The ability to add and delete users at remote locations during synchronization from the central location.
                                                                            TeleMagic Enterprise Reviewers’ Guide            37
•   The ability to control security at the remote sites, even assigning users to a group remotely.
•   The ability to create user preferences in the central location and copy them to every user in a remote site.


You have control over what contact data gets synchronized to each site, including:
•   The ability to select which levels of which databases are synchronized to each site.
•   The ability to control which fields in which records are included in synchronization for any site.
•   The option of synchronizing only fields that have been changed, or synchronizing all records in a filter.


Synchronization can include any of the following:
•   Activities and activity permissions
•   Contact records
•   Custom reports
•   Database structure changes
•   Documents
•   E-mail
•   Filters
•   Indexes
•   List boxes
•   OLE fields
•   Preferences
•   Program updates and upgrades
•   Sales Forecasts
•   Screen design changes
•   Security
•   Users


You have the option of establishing field rules that allow you to precisely control
replacement criteria for changes from the remote sites to the central site for any field. You
can:
•   Select from a list of pre-defined rules for every field.
•   Further qualify the selected field rule by creating a user-defined expression.
•   Select to have data that is being replaced saved in the memo field of your choice.


The synchronization process has been designed to optimize transfer of data and allow for
maximum automation:
•   Data to be synchronized is compressed into packets for ease of transfer and automatically decompressed upon receipt.
•   Individual packets are created for each site and clearly labeled so installations only receive the data applicable to that
    site and the central location retains total control over what information each site receives.
•   Create scripts to automate processing at the remote sites.
•   Create servers at the central site to control what occurs when you select to process.
•   The ability to automate using your own e-mail or communications server, or use the built-in FTP or e-mail transfer to
    transfer packets.
                                                                                TeleMagic Enterprise Reviewers’ Guide              38

Satellite Sites
The satellite feature allows one installation of TeleMagic to be both a server
and a remote. In a standard synchronization model, there is one central
site. Additional installations of TeleMagic share information with each
other through that site.
The central site maintains total control over the information that is sent to
each remote, and over the information that each remote sends back to the
central.
Satellite sites are similar to remote sites in the way that they communicate
with the central site, its remote sites, and other satellites. The central site
continues to maintain control over the information that it sends to the
satellite and the information that the satellite site sends back to it. The
central views and treats the satellite just like any of its other remote sites.
The same limits that are placed on remote sites are also placed on satellite
sites when they are synchronizing with the central.                                Simple synchronization configuration


                                                               The only difference is that satellite sites can have their own
                                                               remote sites. These remote sites do not communicate directly
                                                               with the central site. They view the satellite as their central
                                                               installation. It becomes a satellite server for its remote sites.
                                                               The satellite site retains control over the information that is
                                                               synchronized between itself and its remote sites. This
                                                               information may or may not be included in synchronization
                                                               with the central site.
                                                               A satellite behaves exactly like a remote in relation to the
                                                               central site, and like a server in relation to its remotes. In most
                                                               respects, the central office will view a satellite just like any of its
                                                               other remotes.




     Synchronization configuration
     including satellite servers
                                                                             TeleMagic Enterprise Reviewers’ Guide              39


Basic Setup
Data Synchronization Server contains power features that allow you to precisely customize your database synchronization
process. As you become familiar with Data Synchronization Server, you will find that these power features allow you to do
everything from controlling exactly what type of activities are sent to each site, to automatically creating databases and
security settings at remote sites. The more you work with Data Synchronization Server, the more you will find that it
impacts on areas above and beyond the simple sharing of data between sites.
One of the strongest features of Data Synchronization Server is its flexibility—synchronization needs are anticipated and
accommodated. This flexibility does not, however, make it difficult to set up and use. In fact, the user can begin with basic
setup, which only takes a few minutes, then add power features to this basic setup as their synchronization needs become
evident.

Setting up the Central Site
Data Synchronization Server is designed to synchronize multiple installations of TeleMagic Enterprise V5. Each
installation used in synchronization is called a site. The site that contains the primary installation of TeleMagic is called the
central site. The central site uses a server to perform synchronization with all of the other sites. The other installations that
are synchronized with the central installation are called remote and satellite sites.
Basic setup of the central site entails identifying the remote and satellite locations, creating the user list for each site,
selecting the databases you would like synchronized, and deciding exactly what information from each of the databases
should be included for each site.
Data Synchronization Server has been designed to do more than handle the sharing of data between two installations of
TeleMagic. Many of these features will only be used in special circumstances and do not need to be accessed during basic
setup. Additionally, defaults have been provided where possible for many of the more standard options to facilitate the setup
process. These defaults do not need to be edited unless the user desires different settings.

Setting up Your Sites
So that the central installation always remains in
control of the synchronization process, remote sites
are set up at the central location. Basic setup of the
remote sites involves naming and assigning an ID for
each site.
From the Data Synchronization Server Setup menu,
select Site Maintenance. The Remote Site
Maintenance dialog box will appear. Click Add to
add a new remote or satellite site. Enter a unique
name and ID for the new site.

Site Preferences give you the power of
true flexibility
Once a site is added, the Site Preferences button will
become available. Site Preferences allow you to create
site-specific settings to control the synchronization of
such things as activities and e-mail, as well as
allowing you to further configure the site for
synchronization, if desired. The default Site
Preferences are adequate for most installations.

                                                                                     Site Preferences
                                                                             TeleMagic Enterprise Reviewers’ Guide               40


Initialization allows you to easily perform remote system maintenance
From the Site Preferences screen, click the Initialization and Initialization Opts tab to access Initialization Settings. Site
initialization allows you to use synchronization to prepare the databases and certain areas of security in your remote
installation for synchronization. Initialization also allows you to transfer data to your remote sites that would not ordinarily
                                                                      be a part of synchronization, such as scripts and file sets.
                                                                      Initialization can be performed as often as you desire, and
                                                                      you can control exactly what is included each time.
                                                                     When you first add a site, Data Synchronization Server
                                                                     will select default initialization settings that will copy the
                                                                     database structure and contact records from the central
                                                                     installation to the remote site, ensuring that they match.
                                                                     After this first initialization, the site will automatically be
                                                                     set to not initialize, unless you specify otherwise. It is
                                                                     possible to edit these settings for first time
                                                                     synchronization, but it is not necessary for most
                                                                     installations.

                                                                     Creating the User List
                                                                     From the Data Synchronization Server Setup menu,
                                                                     select User Maintenance. The Remote User Maintenance
                                                                     dialog box will appear. Select the remote site with which
                                                                     you will be synchronizing, then select the users who will
                                                                     need to access TeleMagic at the remote site. This list of
                                                                     users will be synchronized to the site, overwriting the list
                                                                     of users currently at the installation. Users that do not
                                                                     exist at the site will be created.

                     Initialization Settings                         Selecting Databases to Synchronize
                                                               From the main Data Synchronization Server Setup menu
select Databases to Synchronize. The Select Databases to be Synchronized dialog box will appear. Here you can select the
databases you would like included in synchronization.

Controlling What is Synchronized
After selecting your databases, you can select what
data is to be synchronized to those databases by
establishing Database Preferences. Database
Preferences allow you to control what information is
passed, from an entire level down to individual
fields.
Depending on your setup, not all sites will
necessarily need to receive the same information.
For example, you may wish to limit the information
synchronized to your remote laptop users, but need
complete synchronization with your satellite office.
Once you have established defaults for the
information that should be synchronized to most of
your sites, you can establish unique settings for
individual sites. The Site Setup options on the
TeleMagic Data Synchronization Server Setup
screen allow you to create exceptions to your global
settings that get applied to an individual site.         Database Preferences let you customize how
                                                         you synchronize each database
                                                                            TeleMagic Enterprise Reviewers’ Guide              41

                                                                   Control what data is replaced with
                                                                   Field Rules
                                                                   If you were required to manually synchronize your
                                                                   databases, you would probably make decisions about what
                                                                   to change and when. For example, you might decide not to
                                                                   replace the contents of a field with an empty field; or you
                                                                   may decide that the data coming in for a particular
                                                                   numeric field should be added to the existing information
                                                                   instead of replacing it.




                     Field Rules
Field rules allow you to give instructions to Data Synchronization
Server to do this for you. Rules can be established for every field that
has been set up for synchronization, so you can control how each field
will behave when a change comes in from a remote site. Every field
can have its own rule.
Using field rules, you can choose from among a selection of pre-defined rules to control how and when a field in the central
installation is synchronized, then have the option of creating an expression to control exactly when that rule is applied.
In addition to setting replacement rules for your fields, you have the option of controlling what happens to data that is
getting replaced. If you have a field that contains crucial information, you may wish to be able to compare the incoming
information to the data already existing in the field. The field rules feature also allows you the option of moving the data
that is being replaced to a memo field where you can retain it or review it.


Easily configure—and reconfigure—your sites to meet your changing needs.

Server Maintenance
Server Maintenance allows you to quickly add
multiple data synchronization servers, and define
how and when processing occurs. You can have
one server that processes continuously, or only
during a specified time each day. You can have
multiple servers performing specific
synchronization tasks; or any other combination of
settings to handle your specific synchronization
requirements. This allows you the option of
automating processing at the central installation;
you can establish your server, start it processing,
and leave it in process mode with the confidence
that it will process exactly when and what you
have specified.

Processing at the Remote
Installation
Data Synchronization Server is designed to make
processing by remote sites as simple as possible.
The remote user marks the check box of the                                      Server Maintenance
desired action (e.g., Create Outbox packet), then
                                                                            TeleMagic Enterprise Reviewers’ Guide          42
clicks the Begin Process button. Scripts can be created to simplify the process even further, so that the user need only
double-click an icon to synchronize with the central or satellite site.

                                                   Server Log and Reports

                                                   Stay informed with Data Synchronization reports.
                                                   Data Synchronization Server keeps a detailed log of each synchronization
                                                   process. You can view and print only the details in which you are
                                                   interested. A Server Setup report is also available, which will list your
                                                   settings for each site. This allows you to quickly view and analyze the
                                                   current settings to determine if any need to be adjusted.

                                                   FTP Transfer

                                                   FTP transfer is automated file transfer of your Data
           Log Maintenance Report
                                                   Synchronization packets via the Internet.
It allows you to automatically establish an Internet connection and send outbox packets to an FTP site. You may also
retrieve packets that have been sent from other sites to the FTP site and copy them to your inbox. Other data
synchronization applications use a direct connection to transfer data. This can be very expensive when a large amount of
information is exchanged on a daily basis. TeleMagic’s method of transferring data costs far less than a direct connection,
simply because the only expense associated with it is the cost of your Internet Service Provider. You also have the option of
using TeleMagic Internet Mail to transfer packets using the Automation Server.
Setup of FTP transfer entails giving Data Synchronization Server information on establishing your connection to the
Internet and the location of your FTP site. You can also establish how processing should occur for your servers and remote
sites and exclude any remote sites that do not have Internet access from file transfer. Before you begin setup within Data
Synchronization Server, you should set up the workstation(s) that will be used to process and transfer packets.

FTP Site Setup
Within DSS, you will specify the location at the FTP site where Data
Synchronization Server should place outgoing packets and retrieve incoming
packets. You will need to set up the directories on your FTP site for packet
storage and retrieval. One directory will contain outgoing packets from the
central site. The remote sites will retrieve their packets from this directory.
They in turn will place outgoing packets into a second directory from which
the central site will retrieve its inbox packets.
                                                                                           When using satellite servers, two
                                                                                           additional FTP directories are
                                                                                           required for each satellite’s
                                                                                           incoming and outgoing packets.
                                                                                           The satellite server will reference
                                                                                           the central’s FTP directories when
                                                                                           synchronizing with central, and
                                                                                           will reference its FTP directories
                                                                                           when synchronizing with its
remotes.
                                                                         TeleMagic Enterprise Reviewers’ Guide          43

Packet Transfer via FTP
In Transport Options, you can configure the location of your
FTP site and the FTP directory names. Similar
communications setup screens are available at satellite and
remote installations.
Once Transport Options setup is complete, you can use it to
completely automate the entire process of synchronization and
transfer of packets. No further action by the system
administrator is needed.


Packet Transfer via E-mail
If you prefer, you can choose to transfer packets automatically
via e-mail. This avoids the necessity of maintaining an FTP
site and allows you the option of using the Automation Server
to handle the actual transfer of packets. Select the E-mail
                                                                               FTP Preferences
transport method on the Transport Method page of the
Transport Options dialog box. On the E-mail Preferences page, provide the e-mail account information in the fields
provided. To use Automation Server to transfer the packets, mark the Transfer E-mail using Automation Server check
box and select the queue you want to use from the drop-down list.
If you are using the Automation Server to transfer packets, you will need to set up the queue that you will be using to
transfer DSS packets. To do so, open the Automation Server and click Setup. Select the queue that you will be using to
transfer DSS packets and click Edit. Open the E-mail Specific Settings page and choose the required radio buttons. Be sure
to receive either DSS Only, or All. If you are using DSS to transfer packets, you will need to open the Connection page of
the Transport Options dialog box in DSS and provide the requested connection information.

								
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