Converted Activities and Custom Fields
User Guide
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SmartOffice® Online – Converted Activities and Custom Fields User Guide
Revised: 03-09-06
Table of Contents
Converted Data Overview ............................................................................................................... 1
Converted Activities........................................................................................................................ 1
Converted Custom Fields ................................................................................................................ 3
SmartOffice® Online – Converted Activities and Custom Fields User Guide
Revised: 03-09-06
SmartOffice® Online – Converted Activities and Custom Fields User Guide
Revised: 03-09-06
Converted Data Overview
Before using your converted data in SmartOffice, there are a couple of settings that need to be
adjusted so that your data appears in a location convenient to you. The two types of converted
data described in this document are converted Calendar Activities and converted Custom Field
Data. If in your previous program you had fields that do not exist in SmartOffice and a
representative from E-Z Data informed you that information was converted, it will appear in our
Contact Record Custom fields.
Converted Activities
When activities are converted from another program to SmartOffice, they are associated with a
user account. Activities that have been converted from another program will not be visible to
ANY user unless the following is performed:
1. Select User Management from the expanded User Setup menu.
2. From the User Search Options dialog box, click the Search button.
3. When more than one user account is converted, SmartOffice will display a Summary. If only
one account was converted, SmartOffice will skip the Summary and display the Detail tab.
SmartOffice® Online – Converted Activities and Custom Fields User Guide
Revised: 03-09-06
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4. If the Summary displays, tag the record of the user you are logged in as and then select the
Detail tab.
5. Click the Modify Record button to switch to Edit Mode.
6. In the Calendar Access Options section, select For all users in the office from the expanded
View Calendar for Other Users drop-down list.
7. All activities are now available regardless of whether or not the User’s Status is Enabled or
Disabled.
To view newly assigned activities:
1. Select WeekView from the expanded Calendar menu.
2. Click the Activity View Options button to open the Activity View Options dialog box.
SmartOffice® Online – Converted Activities and Custom Fields User Guide
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3. Select the View Other Users’ Activities option to expand the dialog box to include the Users
section.
4. Click the User-1 hyperlink and then select the User whose activities you would like to see.
Converted Custom Fields
If in your previous program you had fields that do not exist in SmartOffice and a representative
from E-Z Data informed you that information was converted, it will appear in our Contact Record
Custom fields. Before the data can be viewed, the field definitions need to be defined.
1. Select Individual Contact from the Quick Add/Search drop-down list and then click the GO
button to display the Individual Contact Summary.
SmartOffice® Online – Converted Activities and Custom Fields User Guide
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2. Tag any contact record and then click the Custom tab.
3. Click the Yes button in the Confirmation dialog box.
4. The Custom Information dialog box displays. The fields shown are the custom fields
available for Individual Contact records. This is where the field labels are entered. For
example, if a user enters Converted Field 1 in the AlphaNum1 field, the field label for the
AlphaNum 1 field will change to Converted Field 1.
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5. Once a field label is added, that customized field will be displayed on the Custom tab. You
will notice that your converted custom data will be displayed in the customized field. Create
label names appropriate for the converted data entered in each field. If necessary, label names
can be easily updated by returning to the Custom Information dialog box.
Here is an example screen of what the Custom Field section might look like after all field
labels have been customized:
To view a training movie outlining the process of labeling custom fields: Click Here.
SmartOffice® Online – Converted Activities and Custom Fields User Guide
Revised: 03-09-06
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