Get Flash !

Home

Back to Support

Frequently Asked Questions

How do I move from field to field without using the mouse and clicking on each field?
What is the TAG field and how does it work?

What is the Customer # field and what do I put in there?
If I am printing labels or envelopes and I want the Company Name printed how do I do that?
How do I indicate that the client on the screen is a Group?
Is the Anniversary date used for a Wedding Anniversary or the date in which they had purchased their products?
Where do I add telephone numbers? On the Client Information window there is a space for a number but I can’t get to it.
In Quick Write when I try to merge the document with the client name the letter is still showing the mail merge fields.
I am entering information to the database and a message that says "Key Violation" comes up when I try to save. What does that mean?
I received my renewal software and when I install it I receive a prompt that asks to overwrite existing files. What should I do?
How do I backup and restore my data?
How do I print a report of my list of Activities for the day?
I use the Auto Dialer to call my clients. Is there a way I can use that in the Activity Calendar?
I have set my Activities to remind me when an activity is coming up but they are not showing in the Activity Reminder Window.
How can I use the Maps feature?
Is there a difference in the Word Processor and Quick Write?
What is the Zip Code Editor?
Is there a way to switch between the open screens within Inscomm?

 

How do I move from field to field without using the mouse and clicking on each field?

By using the TAB key on your keyboard you can move from field to field without using the mouse. top


What is the TAG field and how does it work?

The TAG field is a way of sorting or grouping clients together. A good example is if you send out newsletters but you do not want to send one to everyone. In the TAG field you can use the letter N for newsletter. The TAG field is used for abbreviations only. Say you also want to tag for Christmas cards and you use an X for the tag, then we use a comma ( , ) to separate tags. So your tag field would look like N,X with no spaces. Then if you want to run a report of all those people who have a tag of N you can run a Client List report from the REPORTS MENU at the main window. The second icon from the bottom on the left-hand side of the client window is the TAG QUERY UPDATE. This area allows you to Modify, List, and Delete a tag globally. If you have a tag of P for Prospects and all those P’s have become clients and you use the tag of C for Client, in the Modify it allows you to change all those P’s to C’s with one click of a button. In the Tag From field you would put the letter P in capitol letters and in the Tag To field you would put the letter C in capitol letters and click OK. This will globally update all the clients or dependents that have the tag of P to C without going to each individual client and changing the tags manually. top


What is the Customer # field and what do I put in there?

The Customer # field is an optional field. We do not report it out, but you can locate your clients by the Customer # field top


If I am printing labels or envelopes and I want the Company Name printed how do I do that?

On the Client Information window, lower right corner, there is an option with a little check box next to it that says Report Company. Put a check mark in that box to indicate that the address on the Client Information window is their work address and that will print the Company field on the label or envelope. top


How do I indicate that the client on the screen is a Group?

On the Client Information window there is an option that says Group, again lower right corner. Put a check mark in the box next to it, that will indicate that the client on the screen is a Group and you will also notice that tab number 4 Dependents turns into Employees. There you can add all the employees for that Group. top


Is the Anniversary date used for a Wedding Anniversary or the date in which they had purchased their products?

It is used for a Wedding Anniversary. If the client is not married then you can leave it blank. There are fields used in the Products area for Application and Issue dates. top


Where do I add telephone numbers? On the Client Information window there is a space for a number but I can’t get to it.

Tab number 2 from Client Information screen. That is where you can add the telephone numbers, fax numbers, extra numbers and cell phone numbers. Also you need to choose a Preferred Phone number at the bottom and that number will appear on the Client Information window. When you use the Auto Dialer that is the number that will be dialed. There is also a space for an Alternate Address in the More Tab. If the client has another address or they live at another address for part of the year, put a check mark in the Print Alt Address and that will print out that address on your labels, envelopes or correspondence. top


In Quick Write when I try to merge the document with the client name the letter is still showing the mail merge fields.

Make sure that you are at the first window of Quick Write where it shows the client and dependent names on the upper left-hand side, below the Document Library, and to the right is the print preview window. If you are on the Quick Write Word Processor window that will only print what is shown and will not merge the client name to the letter. top


I am entering information to the database and a message that says "Key Violation" comes up when I try to save. What does that mean?

A Key Violation is an error that will show up when you are entering the same information twice. For example: When you are in the client notes section, when adding a new note description to the notes area and that description already exists the message "Key Violation" will appear. If the note is NOTE 1 and you type NOTE 1 you will get a Key Violation because they are identical. If you are in the Commissions area and are saving a commission to the library, and the "Key Violation" comes up, that means that there is a commission already saved with that exact same name. So just rename the commission to something else and re-save to the library. You will get a key violation in the image container if you are trying to create a new image container with the same description/key word as one previously added. Just give the image container a different description/key word. top


I received my renewal software and when I install it I receive a prompt that asks to overwrite existing files. What should I do?

Answer Y to each prompt to overwrite because the renewal install is copying new versions of your license file to your Inscomm folder. If you would like assistance in installing your renewal files, call 1-800-669-9684 and we will assist you. top


How do I backup and restore my data?

The Backup and Restore is the most important procedure that you will do besides entering your client data. It is imperative that this procedure is done on a weekly basis. The backup is your savior if your database crashes or client files become corrupt. Without a backup there is nothing we can do here at INSCOMM to help you regain those files.

The Backup/Restore program within Inscomm allows you to backup your data to various media. You can backup to floppies, zip disks, compact disks or even another hard drive.

To open Data Backup/Restore either click on the disk icon along the top of the Inscomm screen or go under the file menu to Data Backup/Restore. This will open to the entry screen for data backup.  

On the first screen, select the files you would like to backup. Client Base Data is all of your client information including demographic information as well as product information, quick write documents and the activity calendar. (unless you are using separate calendars). Imaging is all scanned images in Inscomm. Mass Mailing is all of your mass mail lists. Documents is everything saved in the word processor. Selecting Shared backs up the Zip Code and CUSIP files ( it is not necessary on a regular basis to back these files up because they can be downloaded from the internet if needed). After you have put checks in front of the items you are going to backup, click Next Step.

The next window shows files to exclude from the backup. You do not need to use this screen when backing up your Inscomm folders. Click Next Step to continue.

The next screen is where you are backing up to. Click on Browse and locate the drive you want to backup to. For example: If backing up to floppy disks select your A:\ drive. The destination will read: A:\

If backing up to larger media such as a zip disk or cd, after selecting the drive we suggest that you type in today's date (no dashes or spaces) after the drive letter. This will allow you to backup to the same zip disk or cd again without overwriting the exsisting backup. Ex: E:\05302002 Click Next Step.

The last window is your backup options. Under Backup Mode, select Full. Under Backup Options choose to select Backup Open Files, Skip Locked Files, but include Verify During Backup. Under Compression select Quick. Click on Start Backup. Click OK to insert disk 1.

The second tab is Restore. The first screen is where you select the backup set to restore. For example, if you backed up to a floppy disk, insert the 1st floppy disk into your A:\ drive and click the Browse button. Locate your A:\ drive and select the file: My backup.001. Then click Next Step. The next window is selecting which files to restore. Because you are restoring all of the Inscomm data files, you need to put an X in the first box you see. Then click Next Step. The last step is instructing the system how to restore. Under Restore Mode, select ALL. Under Restore options, always select Restore Attributes and Skip Locked Files.

If Inscomm is installed on the C:\ drive on the computer you are restoring to, then the Select Location To Restore To: should be set to C:\. If it is installed on D drive, then type in D:\ then click Start Restore. top

How do I print a report of my list of Activities for the day?

If you go to the third icon from the left from the main window, you will find the Activity Calendar icon. Once you click it you will notice at the bottom the VIEW button. Click on View and select Day. Make sure that under the Calendar you have all the selections marked which you would like to report out. Then at the bottom there is a PRINT button. As you click from activity to activity you will notice a brief memo that you may have added to each activity. The Notes button also allows you to put in an entire note.top


I use the Auto Dialer to call my clients. Is there a way I can use that in the Activity Calendar?

Absolutely. In the Activity Calendar if you use your right mouse and click on a client in the list, a small window will open up and say Dial. If you click on dial with your left mouse it will dial the preferred phone number for that client. So you can use the dialer and then go back to the Client Information window all with a few clicks of the mouse. top


I have set my Activities to remind me when an activity is coming up but they are not showing in the Activity Reminder Window.

That could be a few things. First thing to do is to check to make sure that the Activity Reminder window is set for an Auto Start Window when the program opens. To do that, go to the UTILITIES menu from the main window and select STARTUP SETTINGS. Make sure the Activity Reminder window has a check mark in it. Also click on Setup|Event Reminder. Make sure there is a check next to Enabled. top

How can I use the Maps feature?

In order to use this feature you have to be connected online and have Internet Explorer set as your default browser. Then you have the option to locate a map that shows either their local area, a route from you to their location, or lookup a person by entering a phone number. top

Is there a difference in the Word Processor and Quick Write?

Yes, the difference between the word processor and Quick Write is that you are unable to do mail merges using the word processor. top

What is the Zip Code Editor?

The Zip Code Editor allows you to update the zip codes in case they change. To edit the zip code click on the zip code that you need to edit, then click on edit at the bottom of the screen. Type in the new zip code and then Click on Save at the bottom of the screen. top

Is there a way to switch between the open screens within Inscomm?

Yes, Press Control + Tab to switch between the various screens without using your mouse. top