Results CRM 2012 User Manual
A Guide to Using Results CRM Standard,
Results CRM Plus,
& Results CRM Business Suite
© Results Software 1986 - 2012 www.Results-Software.com Page i
Table of Contents
Installation Instructions ... 1
Single User & Evaluation Installation Instructions ... 1
Network Installation Instructions ... 2
Pre-workstation Installation Instructions ... 3
Workstation Installation Instructions ... 3
Upgrading from a Previous Version of Results® 2010 ... 6
Uninstalling Results... 8
System Overview ... 9
Accessing Results ... 9
Product Navigation ... 10
Screen Icons ... 10
Data Management Centers ... 11
Overview of the Data Management Centers ... 11
Conducting a DMC Search: ... 12
Sorting Information in the DMC: ... 12
Adjusting the Columns in the DMC: ... 13
Filtering Search Results ... 13
Grouping Search Results ... 15
Tips for Conducting DMC Searches: ... 17
Exporting DMC Data ... 18
The Home Page ... 19
How To Add Items To Your Home Page ... 19
Contacts ... 20
How to Add a New Contact: ... 21
Contact Screen Icons ... 23
How to Open an Existing Contact Record: ... 24
Contacts: Groups ... 24
How to Add a Contact to a Group ... 24
How to Perform Searches for Contacts within Certain Groups ... 25
How to Add Groups ... 27
Contacts: Associates ... 28
How to Add an Associate Contact ... 28
How to Convert a Contact Record into an Associate Record ... 28
Sending Emails in Results ... 29
Email Options and Setup... 29
To Configure Results to Send Emails Using Outlook: ... 29
To Configure Results to Send Emails Using the Internal Email Form: ... 30
To Email from a Contact Record: ... 32
To Email from a DMC: ... 33
Duplicate Records and Combining Contacts ... 34
How to Search and Combine Duplicates Records: ... 34
Combining Contacts as Associate Records ... 35
How to Check for Potential Duplicates when Adding a Contact Record: ... 37
Calendar & Scheduling ... 39
To View the Calendar: ... 39
To Schedule an Activity: ... 42
Option 1: From the Main Menu ... 42
Option 2: From the Calendar ... 43
Option 3: From a Contact Record ... 43
To Change or Edit a Scheduled Activity: ... 44
Option 1: From the Activity Data Management Center (DMC) ... 44
Option 2: From the Calendar ... 44
Option 3: From a Contact Record ... 44
To Schedule Recurring Activities: ... 45
The Workgroup Calendar: ... 45
To View Another User’s Calendar: ... 45
To Schedule an Activity for Another User: ... 46
Outlook Integration ... 48
Exporting into Outlook ... 48
To Export an Individual Contact Record: ... 48
To Export Individual Activities or Calendar Entries to Outlook: ... 49
Importing From Outlook ... 49
Importing Emails ... 49
Importing Contacts: ... 50
Importing Contacts as Associate Records: ... 51
Importing Appointments or Calendar Entries: ... 52
The Outlook Integration Module ... 52
Mass Updating Records ... 54
How to Update Fields in Several Contact Records ... 54
How to Add or Delete Groups on Several Contact Records ... 55
How to Link a Document to an Activity or Service Order ... 57
How to Add Activities or Service Orders for Several Contact Records ... 59
Documents & Attachments ... 61
How to Attach a Document to a Contact Record ... 61
© Results Software 1986 - 2012 www.Results-Software.com Page iii
Sales Opportunities ... 63
How to Add a Sales Opportunity: ... 64
How to Open an Active Sales Opportunity ... 65
How to View ALL Sales Opportunities in the DMC ... 65
How to View Won and/or Lost Sales Opportunities ONLY ... 66
Converting Sales Opportunities to Projects ... 66
Graphing Sales Opportunities ... 67
Configuring Sales Opportunity Codes ... 67
Quotes ... 69
How to Create a Quote ... 69
Viewing Product Sales History When Creating a Quote ... 71
How to Update a Quote ... 73
How to Open an Existing Quote: ... 74
How to Print a Quote ... 74
How to Email a Quote ... 76
How to Convert a Quote into Tasks: ... 76
How to Convert a Quote to a Sales Order: ... 77
How to Convert a Quote to an Invoice: ... 78
How to Copy or Duplicate an Existing Quote ... 79
Sales Orders ... 81
How to Create a Sales Order ... 81
Viewing Product Sales History When Creating a Sales Order ... 84
How to Update a Sales Order ... 85
How to Open an Existing Sales Order ... 86
How to Print a Sales Order... 87
How to Email a Sales Order ... 87
How to Convert a Sales Order to a Full Invoice: ... 90
Option 1: From the Sales Order Screen ... 90
Option 2: From the Sales Order DMC ... 90
How to Convert a Sales Order to a Partial Invoice: ... 91
Option 1: From the Sales Order Screen ... 91
Option 2: From the Sales Order DMC ... 92
How to Copy or Duplicate an Existing Sales Order ... 93
Service Orders ... 95
To Create a Service Order: ... 95
Option 1: From the Main Menus ... 95
Option 2: From a Contact Record ... 96
To Change or Edit a Scheduled Service Order: ... 97
Option 1: From the Service Orders Data Management Center (DMC) ... 97
Option 2: From a Contact Record ... 97
Mail Merge ... 98
Using Mail Merge ... 98
Creating a New Mail Merge Document ... 99
Editing Mail Merge Documents ... 101
Automated Processes ... 103
To Create a Process: ... 103
To Edit a Process: ... 104
To Activate a Process: ... 106
Automatically Based on Contact Type: ... 106
Automatically Based on Activity or Service Order Completion: ... 106
Manually: ... 106
Projects & Contracts ... 108
How to Add a Project: ... 109
Configuring Project Codes ... 110
Invoices ... 112
How to Create an Invoice: ... 112
Viewing Product Sales History When Creating an Invoice ... 115
How to Update an Invoice ... 116
How to Open an Existing Invoice: ... 117
How to Print an Invoice: ... 119
How to Email an Invoice: ... 120
How to Mass Invoice: ... 121
How to Copy or Duplicate an Existing Invoice ... 123
Payments ... 124
To Apply a Payment ... 124
From the Contacts Screen ... 124
From the Invoice Screen: ... 125
How to Apply a Credit to an Invoice ... 126
How to Open an Existing Payment: ... 127
Products & Pricing ... 129
How to Add a Product Line: ... 129
How to Add a Product: ... 129
How to Open an Existing Product: ... 131
Expenses ... 132
How to Add an Expense Category: ... 132
How to Add an Expense Type: ... 132
How to Add an Expense: ... 133
From the Expense Data Management Center: ... 133
© Results Software 1986 - 2012 www.Results-Software.com Page v
From the Contact Screen ... 135
How to Open an Existing Expense: ... 137
Timesheets ... 138
How to Change Timesheet Configuration and Security ... 138
How to Add Time to Your Timesheet ... 138
From the Timesheet Module ... 138
From an Activity ... 139
How to Automatically Populate Your Timesheet ... 140
Purchase Orders ... 141
How to Create a Purchase Order ... 141
Viewing Product Sales History When Creating a Purchase Order ... 143
How to Open an Existing Purchase Order: ... 145
How to Print a Purchase Order ... 145
How to Email a Purchase Order ... 148
SmartVault Integration ... 150
How to Configure SmartVault Integration: ... 150
How to Attach Documents to a Results Record via SmartVault Integration: ... 151
From Data Management Centers: ... 151
From a Results Record: ... 153
How to View Documents Attached to a Results Record via SmartVault Integration: ... 155
From Data Management Centers: ... 155
From a Results Record: ... 156
How to Delete Documents Attached to a Results Record via SmartVault Integration: ... 158
From a Data Management Center: ... 158
From a Results Record: ... 159
How to Rename a SmartVault Document in Results: ... 160
From a Data Management Center: ... 160
From a Results Record: ... 162
How to Synchronize QuickBooks and Results SmartVault Documents: ... 163
How Add or Edit SmartVault Notes: ... 164
From Data Management Centers: ... 164
From a Results Record: ... 165
Constant Contact Integration ... 167
How to Configure Constant Contact Integration: ... 167
How to Create Email Distribution Lists for a Constant Contact Mailing: ... 168
How to Edit or Refresh Email Distribution Lists for a Constant Contact Mailing: ... 169
How to View Constant Contact Campaign Info: ... 170
How To View the Constant Contact Mailings Sent to a Particular Contact: ... 171
How To Link New Results Contact to an Existing Constant Contact Record: ... 172
Reports ... 174
How To Preview or Print a Report: ... 174
Results Folders and Your Backup Strategy ... 176
How to Backup Results ... 176
Organizing Your INI Files ... 176
Importing Data... 177
From QuickBooks ... 177
From Outlook ... 177
From Other Sources ... 177
Exporting Data ... 180
To QuickBooks ... 180
To Excel ... 180
To Outlook ... 181
User Accounts ... 182
To Add a User: ... 182
To Reset a User Password: ... 184
To Disable a Current User: ... 184
Configuration Options ... 186
Getting Familiar with the Configuration Screen ... 186
Named Searches ... 188
Viewing Named Searches... 188
From the Home Page: ... 188
From Each DMC: ... 189
Creating Named Searches ... 190
From the Home Page: ... 190
From a Data Management Center (DMC): ... 193
Examples of Named Searches: ... 195
Renaming a Named Search ... 199
Ad-Hoc Reporting ... 200
Creating an Ad-Hoc Report: ... 200
To Edit an Ad-Hoc Report: ... 204
Look Up Tables ... 205
Drop-Down Overview ... 205
Modifying LookUp Tables ... 206
Editing a Lookup Table Entry ... 206
© Results Software 1986 - 2012 www.Results-Software.com Page vii
Adding a Lookup Table Entry... 207
Deleting a Lookup Table Entry ... 208
Replacing Code Values in Lookup Tables ... 208
Merging Codes on Lookup Tables... 210
Primary Lookup Tables... 212
Contact Types ... 212
Other Available Lookup Tables ... 218
Table of Figures
Figure 1: Results CRM Installation Wizard – Accept License Agreement 1
Figure 2: Results CRM Installation Wizard – Program and Data Files Selection 2 Figure 3: Results CRM Installation Wizard – Program and Data Files Selection 5
Figure 4: INI File Location 5
Figure 5: Results CRM Installation Wizard 7
Figure 6: Results CRM Installation Wizard – Choose File Location 8
Figure 7: Results Login Screen 9
Figure 8: Ribbon Menu 10
Figure 9: Screen Icons 10
Figure 10: Data Management Center 11
Figure 11: DMC Sorted by Last Name 13
Figure 12: DMC Filter Menu 14
Figure 13: DMC Search with Search Results Grouped 16
Figure 14: DMC Search with Search Results Grouped (Rows Collapsed) 16
Figure 15: DMC with Column Header Selected for Grouping 17
Figure 16: DMC with Two Column Headers Selected for Grouping 17
Figure 17: Selecting Export Options in the DMC 18
Figure 18: Home Page 19
Figure 19: Contacts Screen 20
Figure 20: Contact Screen Icons 23
Figure 21: Groups Tab (Contact Screen) 24
Figure 22: Rapid Add for Groups Screen 25
Figure 23: Search by Multiple Groups Screen 26
Figure 24: Search by Multiple Groups Screen 27
Figure 25: Groups Screen 28
Figure 26: Configuration Options Screen – Set for Outlook 29
Figure 27: Configuration Options Screen – Set for Results Email Forms 30
Figure 28: Configuration Options Screen – E-Mail2 Tab 31
Figure 29: Internal Results Email Form 32
Figure 30: Contact Screen Showing Email Icons 33
Figure 31: Select Duplicate Criteria 34
Figure 32: Contacts DMC with Potential Duplicates Grouped Together 34
Figure 33: Combine Contacts Screen 35
Figure 34: Select Duplicate Criteria 36
Figure 35: Contacts DMC with Potential Duplicates Grouped Together 36
Figure 36: Combine Contacts – Combine Records as Associates 37
Figure 37: Example of Duplicate Contacts Message (for Deb Brown) 38
Figure 38: Calendar - Daily View 39
Figure 39: Calendar - Weekly View 40
Figure 40: Calendar - Monthly View 40
Figure 41: Calendar - Timeline View 41
Figure 42: Activities Screen 42
Figure 43: Contact Screen - Activities Tab 43
Figure 44: Recurring Appointment Setup Screen 45
Figure 45: Calendar – Calendar User Selection 46
Figure 46: Email Notification Message 47
Figure 47: Contact Screen – Outlook Integration Icon 48
Figure 48: Activities Screen – Send to Outlook Button 49
Figure 49: Activities Screen – Links Tab Showing Imported Email 50
Figure 50: Email Notification Message 51
Figure 51: Outlook Calendar with Appointment Highlighted 52
© Results Software 1986 - 2012 www.Results-Software.com Page ix
Figure 52: Outlook Integration Screen 53
Figure 53: Contact Screen – Outlook Integration Icon 54
Figure 54: Mass Update Screen 55
Figure 55: Contacts DMC with Records Selected for Mass Update Screen 56
Figure 56: Mass Update Screen – Add or Delete Group 56
Figure 57: Document Screen: Linked Activities & Service Orders Tab 58
Figure 58: Contacts DMC with Records Selected for Mass Update Screen 59
Figure 59: Mass Update Screen – Add Activity/Service Order 59
Figure 60: Contacts Screen: Documents/Links Tab 61
Figure 61: Documents Screen 62
Figure 62: Sales Opportunity Screen 63
Figure 63: Search Condition Screen 64
Figure 64: Fields that Indicate Inactive Sales Opportunities 65
Figure 65: Sales Opportunity DMC – How to Display ALL Sales Opportunities 66
Figure 66: Graph Records in Excel Screen 67
Figure 67: Configuration Options Screen – Sales Opportunity Code 68
Figure 68: Quotes Screen 69
Figure 69: Quotes Screen – Rapid Add 70
Figure 70: Quote Line Items Screen 71
Figure 71: Quote Line Items Screen 72
Figure 72: Product Sales History Display 72
Figure 73: Quote Update Screen 73
Figure 74: Quote Reports Screen 75
Figure 75: Quote Report 75
Figure 76: Quote Reports Screen 76
Figure 77: Quote Screen Displaying Sales Order Conversion Info 78
Figure 78: Quote Screen Displaying Invoice Conversion Info 79
Figure 79: Add Sales Order Screen 81
Figure 80: Search Condition on Select a Contact Screen 82
Figure 81: Sales Order Line Item Screen 83
Figure 82: Sales Order Line Items Screen 84
Figure 83: Product Sales History Display 85
Figure 84: Sales Order Update Screen 86
Figure 85: Sales Order Data Management Center Screen 87
Figure 86: Sales Order Reports Screen 87
Figure 87: Sales Order Reports Screen 88
Figure 88: Printed Sales Order 89
Figure 89: Sales Order Conversion Message 90
Figure 90: Sales Order Conversion Message 91
Figure 91: Sales Order Conversion Message 91
Figure 92: Rapid Add Sales Order Products to Invoice Screen 92
Figure 93: Sales Order Conversion Message 93
Figure 94: Rapid Add Sales Order Products to Invoice Screen 93
Figure 95: Service Order Screen 95
Figure 96: Contacts Screen – Services Tab 96
Figure 97: Contacts DMC with Mail Merge 98
Figure 98: Letter for Contacts Screen 98
Figure 99: Contacts DMC - Mail Merge Button 99
Figure 100: Letters for Contacts Screen 99
Figure 101: Edit Properties Screen 100
Figure 102: Results Editor Screen 100
Figure 103: Results Editor Screen 101
Figure 104: Contacts DMC - Mail Merge Button 101
Figure 105: Letters for Contacts Screen – Edit Document 102
Figure 106: Insert Fields Screen 102
Figure 107: Processes Screen 103
Figure 108: Process Steps Screen 104
Figure 109: Processes Screen 105
Figure 110: Contacts DMC with Activate a Process Button 106
Figure 111: Activities Tab with Activate a Process Button 107
Figure 112: Select a Process Screen 107
Figure 113: Projects & Contracts Screen 108
Figure 114: Configuration Options Screen – Project & Contract Code 111
Figure 115: Invoices Screen 112
Figure 116: Rapid Add Products to an Invoice Screen 113
Figure 117: Invoice Line Items Screen 114
Figure 118: Invoice Line Items Screen 115
Figure 119: Product Sales History Display 116
Figure 120: Invoice Update Screen 117
Figure 121: Invoices Data Management Center 118
Figure 122: Invoice Reports Screen 119
Figure 123: Printed Invoice 119
Figure 124: Invoice Reports Screen 120
Figure 125: Mass Invoicing Module Screen 121
Figure 126: Mass Invoicing Module with Contacts Displayed in Grid 122
Figure 127: Contacts Screen – Payments Tab 124
Figure 128: Payments Screen 124
Figure 129: Invoice Screen – Payments Tab 125
Figure 130: Payments Screen 126
Figure 131: Invoice Screen with Negative Quantity 127
Figure 132: Payments Data Management Center 127
Figure 133: Product Lines Screen 129
Figure 134: Add a Product Screen 130
Figure 135: Products and Pricing DMC 131
Figure 136: Expense Categories Screen 132
Figure 137: Expense Types Screen 133
Figure 138: Add Expense Screen 134
Figure 139: Contacts Screen – Expenses Tab 135
Figure 140: Expense Screen 136
Figure 141: Expenses Data Management Center 137
Figure 142: System Users Screen – Timesheet Tab 138
Figure 143: Timesheets Screen 139
Figure 144: Recurring Appointment Setup 140
Figure 145: Purchase Orders Screen 141
Figure 146: Purchase Order Screen – Rapid Add 142
Figure 147: Purchase Order Items Screen 143
Figure 148: Purchase Order Line Items Screen 144
Figure 149: Product Sales History Display 145
Figure 150: Purchase Order Reports Screen 146
Figure 151: Purchase Order Report 147
Figure 152: Purchase Order Reports Screen 148
Figure 153: Quote Line Items Screen 149
Figure 154: Configuration Options Screen – Integration Tab 150
Figure 155: SmartVault Options within each DMC 151
Figure 156: SmartVault Documents Screen 152
Figure 157: Attach Documents - SmartVault 153
Figure 158: SmartVault Documents Button on a Results Record 154
Figure 159: SmartVault Documents Screen 154
© Results Software 1986 - 2012 www.Results-Software.com Page xi
Figure 160: SmartVault Options within each DMC 155
Figure 161: SmartVault Options within each DMC 156
Figure 162: Documents – SmartVault Screen 156
Figure 163: SmartVault Documents Button on Contact Screen 157
Figure 164: Documents – SmartVault Screen 158
Figure 165: SmartVault Options within each DMC 158
Figure 166: Documents – SmartVault Screen 159
Figure 167: SmartVault Documents Button on Contact Screen 160
Figure 168: Documents – SmartVault Screen 160
Figure 169: SmartVault Options within each DMC 161
Figure 170: Documents – SmartVault Screen 162
Figure 171: SmartVault Documents Button on Contact Screen 163
Figure 172: Documents – SmartVault Screen 163
Figure 173: SmartVault Options within each DMC 164
Figure 174: SmartVault Edit Notes Screen 165
Figure 175: SmartVault Documents Button on the Results Record 166
Figure 176: SmartVault Edit Notes Screen 166
Figure 177: Configuration Options Screen – Integration Tab 167
Figure 178: Constant Contact Integration Screen 168
Figure 179: Constant Contact Integration Screen 169
Figure 180: Constant Contact Integration Screen 170
Figure 181: Constant Contact Events Button 171
Figure 182: Individual’s Constant Contact Integration Screen 172
Figure 183: Constant Contact’s Custom Field #1 173
Figure 184: Reports Screen 174
Figure 185: Report Preview 175
Figure 186: Data Import Screen 178
Figure 187: Select and Match Fields to Import 179
Figure 188: Data Export 181
Figure 189: System Users 182
Figure 190: Security Group Access Rights 183
Figure 191: Configuration Options 186
Figure 192: Home Page showing Named Searches 188
Figure 193: DMC showing Named Search 189
Figure 194: Reports Screen showing Named Search 189
Figure 195: Home Page Contents Screen 190
Figure 196: Named Search Screen 191
Figure 197: Field Search Properties Screen 192
Figure 198: Saving Named Search Screen 192
Figure 199: Named Search Screen 193
Figure 200: Field Search Properties Screen 194
Figure 201: Saving Named Search Screen 195
Figure 202: Select a Named Search 198
Figure 203: Saving Named Search Screen 198
Figure 204: Select a Named Search 199
Figure 205: Rename Screen 199
Figure 206: Ad-Hoc Reports 200
Figure 207: Properties for Display Field Screen 201
Figure 208: Field Search Properties Screen 202
Figure 209: Saving Query Screen 202
Figure 210: Query Results Screen 203
Figure 211: File Output Screen 203
Figure 212: Select a Query Screen 204
Figure 213: Saving Query Screen 204
Figure 214: Example of Drop-Down List 205
Figure 215: Example of Tree View List 205
Figure 216: Example of LookUp Screen 206
Figure 217: Example of LookUp Screen 207
Figure 218: Example of LookUp Screen 208
Figure 219: Example of LookUp Screen 209
Figure 220: Example of LookUp Screen with Replace Option 210
Figure 221: Replace Primary Field Screen 210
Figure 222: Example of LookUp Screen 211
Figure 223: Example of LookUp Screen with Merge Option 211
Figure 224: Merge Primary Field Screen 212
Figure 225: Contact Types Screen 213
Figure 226: Contacts Screen - User Fields Tab 213
Figure 227: Contact Screen – Additional Info Tab 214
Figure 228: Contact Screen – Finances Tab 214
Figure 229: Activity Types Screen 215
© Results Software 1986 - 2012 www.Results-Software.com Page 1
In I ns st ta al ll la at ti io on n I In ns st tr r uc u ct ti io on ns s
Single User & Evaluation Installation Instructions
Follow these instructions for installing Results for the first time in a single-user or evaluation environment.
1. From the Results Customer Care website, download and run the latest version of Results installation file.
Note: If you are using Windows Vista/7 you will need to run the installation program as an Administrator. This can be done by Right-clicking the installation file and selecting “Run as administrator”.
2. After reading through the End-User License Agreement, select “I accept the terms of the license agreement” and click “Next”.
Figure 1: Results CRM Installation Wizard – Accept License Agreement
3. Select “Program and Data files and then click “Next”.
Figure 2: Results CRM Installation Wizard – Program and Data Files Selection
4. The next two screens will allow you to select the locations of your Program Files folder and your Data Files folder. The default settings will result in:
a. Program Files being installed to C:\Program Files\Results Software\Results CRM\. On a 64bit version of Windows (7/Vista) they will be located in C:\Program Files
(x86)\Results Software\Results CRM\
b. Your Data Files being installed to C:\Results_Data\
5. Once the installation is complete, Results can be run by either:
Clicking the new “Results” icon on your desktop.
Navigating to Start Menu->Programs->Results Software->Results CRM and clicking the “Results” menu item.
Note: Once you install the software, Login into Results with the User ID "ADMIN" (and leave the Password blank), until you change the security settings and add users.
Network Installation Instructions
Follow these instructions for installing Results for the first time in a multi user/networked environment.
Results can be installed on any office network as long as the data is stored in a central location that can be accessed by all users. This can be either a dedicated Server in a Client-Server environment or a shared drive in a Peer to Peer (P2P) network.
© Results Software 1986 - 2012 www.Results-Software.com Page 3
Pre-workstation Installation Instructions
1. Decide which computer will hold the common Results data files that will be used by ALL users. This computer will be referenced as the “File Server” for the rest of the instructions.
2. On the “File Server” create a folder called “Results_Data”. Under this same folder, create a folder named “Results_Installation_Files”.
3. Share the “Results_Data” and subfolder on the network so that users can access and map a drive letter to the shared “Results_Data” folder.
4. Change the Security rights on the shared “Results_Data” folder to allow for FULL Read, Write, and Modify access by all users.
5. Download and place the Results installation file in the “Results_Installation_Files” folder
Workstation Installation Instructions
1. From each workstation that will have Results installed, create a Mapped Network drive (i.e.
R:\) that points to “Results_Data”.
Note: The shared drive may have any drive letter. It does not necessarily have to be R:\. For the purpose of this documentation however the Mapped Network drive will be referred to as R:\.
2. From the administrator’s workstations or from the server, run the Results Installation Program from R:\Results_Installation_Files.
Warning: If you are installing the Results program on a Server for use with Terminal Service or Remote Desktop, it is critical that you use the Add/Remove Program feature from the Control Panel. On Server 2003/2005 Navigate to Start => Control Panel => Add/Remove Programs to run Setup. On Server 2008/R2 navigate to Control Panel => Programs => Install Application on Terminal Server.
Note: If you are using Windows Vista/7 you will need to run the installation program as an Administrator. This can be done by Right-clicking the installation file and selecting “Run as administrator”.
3. Accept all default installation parameters UNTIL you get to the screen which asks for the location of the Results Data files to be installed. Click on “Browse” and change the destination to R:\.
4. Copy the Results.LIC file that was sent to you to the R:\ overwriting the existing file.
5. Verify that you can start Results.
** The Following steps (A-D) are ONLY FOR Enterprise version of Results. Refer to the
“MS-SQL 2005 & 2008 Deployment Instructions” document for additional information. **
a. Log in to any workstation and access the “DB Connect” tab on the Configuration Options screen.
b. Change the Database type to SQL.
c. Specify the four items required to connect to your SQL database.
d. Test and verify that Results can communicate with the SQL database and that there are no connection issues.
6. Make a copy of the R:\Results.INI file for EACH user on the system and place it under R:\.
Note: Re-name each of the copied INI files and give it a unique name that references the User Name. For example, for the user James Smith the INI file could be named as
“Results_JSmith.INI”.
7. On the rest of the workstations you wish to install Results on, run the Results Installation Program from R:\ Results_Installation_Files.
Note: If you are using Windows Vista/7 you will need to run the installation program as an Administrator. This can be done by Right-clicking the installation file and selecting “Run as administrator”.
8. Select “Program Files Only”. Then click “Next”.
© Results Software 1986 - 2012 www.Results-Software.com Page 5
Figure 3: Results CRM Installation Wizard – Program and Data Files Selection
9. You will now be prompted for the location of the INI file for the current workstation. For example, on James’s workstation, navigate to R:\Results_JSmith.INI.
Figure 4: INI File Location
10. Select the location to install Result program files. By default your Results program files will be installed to C:\Program Files\Results Software\Results CRM\. On a 64bit version of Windows (7/Vista) it will be located in C:\Program Files (x86)\Results Software\Results CRM\.
11. Click “Next”. Then click, “Install”. Results will begin installing the Results program files on this workstation.
12. Once Results is installed, verify that you are able to open and log in to Results on the workstation(s).
Upgrading from a Previous Version of Results
®2010
Follow these instructions for upgrading Results from an existing version of Results.
1. Download the latest version of Results from the Customer Care webpage.
Note: We suggest saving the file into the same directory as the initial install, Results_Data\ResultsInstallation_Files.
2. Close Results if it is currently running. Run the latest installation file.
Warning: If you are installing the Results program on a Server for use with Terminal Service or Remote Desktop, it is critical that you install Results CRM from the Control Panel. On Server 2003/2005 Navigate to Start => Control Panel => Add/Remove Programs to run Setup. On Server 2008/R2 navigate to Control Panel => Programs => Install Application on Terminal Server.
Note: If you are using a workstation with Windows Vista/7 you will need to run the
installation program as an Administrator. This can be done by Right-clicking the installation file and selecting “Run as administrator”.
3. Verify the version(s) of Result that you are upgrading to and from.
© Results Software 1986 - 2012 www.Results-Software.com Page 7
Figure 5: Results CRM Installation Wizard
4. Click Next. The following screen will ask where you wish to install the Results Data files. By default, the Result Data files are stored in C:\Results_Data. If the Result Data files are stored in a different location, please click on “Browse” and then navigate to where the Results Data files are stored.
Note: Results will NEVER overwrite or remove existing Results data files.
Figure 6: Results CRM Installation Wizard – Choose File Location
5. Click Next. The update process will start. Once the update process is completed, click Finish.
6. Open Results and verify that you are running the latest version. The version will be
indicated in the top of the Results window and under the About option found on the Help tab.
Uninstalling Results
To remove Results from a PC, navigate to Start->Programs->Results Software->Results. Select
"Uninstall Results".
Note: Results will NOT remove the Results data directory as it may contain important information. If you wish to remove the Results data files/folder this can be done by manually deleting that folder. The default location of the data is C:\Results_Data unless the data files were installed in a different location (i.e. Network installs).
© Results Software 1986 - 2012 www.Results-Software.com Page 9
Sy S y st s t em e m Ov O ve er r vi v ie ew w
Accessing Results
When Results CRM is installed, two icons will appear on your desktop. One icon will provide access to a demo database that contains sample records; the other icon will provide access to an empty database where you can start entering real company information.
To open Results CRM:
1. Click the Results icon on your desktop:
2. When the login screen appears, type your User ID and the Password. Click OK to continue.
Figure 7: Results Login Screen
Note: If the software was recently installed, Login into Results with the User ID "ADMIN" (and leave the Password blank), until you change the security settings and add users.
Product Navigation
The ribbon at the top of application serves as the Main Menu, allowing users to navigate to different modules within the software.
Figure 8: Ribbon Menu
Items under the Home Menu option will default to display information specific to the logged in user. All other menu items will display general company information but can be filtered as desired.
Screen Icons
The following icons will appear at the top of most screens within Results.
Figure 9: Screen Icons
Icon Description Add a new record.
Copy or replicate the record.
Saves the record.
Cancels changes.
Deletes record.
Refreshes or redisplays the record Perform an additional Standard search within the listed records
Perform an additional Named search within the listed records
Accesses Ad-Hoc Reports.
Prints Form or Screen Accesses the Reports Close / Exit Results.
Help or User Manual
© Results Software 1986 - 2012 www.Results-Software.com Page 11
Da D at ta a Ma M an na ag ge e me m en nt t Ce C e nt n t er e rs s
Overview of the Data Management Centers
Each module within Results features a Data Management Center (DMC). DMCs allow users to search, view, sort, and group information relevant to each module.
DMCs can be accessed by choosing the various “Manage” icons available within the main menu.
The following screen displays the Contacts Data Management Center.
Figure 10: Data Management Center
Results CRM features the following Data Management Centers:
Contacts
Activities
Sales Opportunities
Quotes
Sales Orders
Documents
Service Orders
Projects & Contracts
Expenses
Invoices
Payments
Products & Pricing
Purchase Orders
Conducting a DMC Search:
Each DMC will automatically list all relevant information. Users can conduct a search to the list of records.
1. Open a Data Management Center. For example, to open the Contacts DMC, on the Contacts tab, in the Contacts Group, and click Manage. The Contacts Data Management Center will appear.
2. Click the Standard Search tab.
3. Type in basic search criteria to filter your search. Note: You do not need to fill in all fields.
If more than one field is filled, all search criteria will have to apply in the displayed records.
4. Click the Apply button. A list of records meeting your search criteria will appear.
5. Double click on the record you would like to open.
Sorting Information in the DMC:
You can sort DMC search results by any column heading in either ascending or descending order.
Click the column heading once and a small up arrow appears to the right of the column heading.
The DMC is sorted in ascending or chronological order by that field.
Click the column heading a second time and a small down arrow appears to the right of the column heading. The DMC is sorted in descending or reverse chronological order by that field.
The following figure shows data sorted by Last Name.
© Results Software 1986 - 2012 www.Results-Software.com Page 13
Figure 11: DMC Sorted by Last Name
Adjusting the Columns in the DMC:
Each user can customize the width and location of DMC columns. The layout will be preserved even after Results has been closed and re-opened.
1. Conduct a search within a Data Management Center. (Refer to How to Conduct a DMC Search.)
2. Place your cursor between the two columns that you wish to adjust until your cursor turns to a double arrow.
3. Click, drag, and adjust the column width as necessary or double click the column separator to automatically resize the columns.
Filtering Search Results
Filtering enables you to further refine your search by applying operators such as greater than, less than, like, or between to the columns displayed in the DMC. For example, in the Contacts DMC, you could search for records that contain the word “Drive” within their Address.
To see the filter menu, click on the left-hand icon in the cell underneath the column heading you’d like to use in your search. The current menu selection will be highlighted. The following figure shows the filter menu.
Figure 12: DMC Filter Menu
The following table describes the filter options.
DMC Filter Menu Options
Menu Option Description
Equals Displays all records with values equal to the value you enter
in the selected column.
Does Not Equal Displays all records with values that do not equal the value
you enter in the selected column.
Less Than or Equal To Displays all records with values less than or equal to the value you enter in the selected column.
Less Than Displays all records with values less than the value you
enter in the selected column.
Greater Than Displays all records with values greater than the value you
enter in the selected column.
Greater Than or Equal To Displays all records with values greater than or equal to the value you enter in the selected column.
Like Displays all records that include the value entered. This is
used when the surrounding text might be unknown. For example, searching for LIKE “*Proposal*” will find
“Requested a Proposal be sent.” Note: For the Enterprise edition, use “%” instead “*” for the Global character.”
Matches Regular Expression
Will do a regular expression comparison of the column's value to the comparison value taking comparison value as regular expression string.
Starts with Displays all records with values that start with the value you
enter in the selected column.
Contains Displays all records with values that contain the value you
enter in the selected column.
Ends with Displays all records with values that end with the value you
enter in the selected column.
Does not start with Displays all records with values that do not start with the value you enter in the selected column.
© Results Software 1986 - 2012 www.Results-Software.com Page 15
Does not contain Displays all records with values that do not contain the value
you enter in the selected column.
Does not end with Displays all records with values that do not end with the
value you enter in the selected column.
Does not match Displays all records with values that do not match the value
you enter in the selected column.
Not like Displays all records that do not include the value entered.
This is used when the surrounding text might be unknown.
For example, searching for Not LIKE “*Proposal*” will find all entries that do NOT have the word “proposal” anywhere in the text. Note: For the Enterprise edition, use “%” instead “*”
for the Global character.”
To Apply a Filter:
a. Perform a DMC search.
b. Enter your filter criteria below the column heading of the column(s) on which you want to apply the filter.
c. Click the left-hand filter icon to display the filter menu and select the operation you want to apply from the menu.
d. Apply additional filters in other columns as necessary.
Note: To remove all filters, click the clear filter icon located in the far left column of the filter row. This icon will also appear on the right-hand side of a filter cell when you scroll over the cell with your mouse.
Grouping Search Results
DMC search results can be grouped by any of the fields displayed in the column headings. For example, if you were performing a search in the Contacts DMC, you could group by “Contact Type”
or “Assigned To”.
The following figure shows the results of Contacts DMC search grouped by “Assigned To”.
Figure 13: DMC Search with Search Results Grouped
You can collapse or expand the view of the records associated with each group by clicking on the icon in the left of the column.
The following figure shows the results of Contacts DMC search grouped by “Assigned To” with each row collapsed.
Figure 14: DMC Search with Search Results Grouped (Rows Collapsed)
© Results Software 1986 - 2012 www.Results-Software.com Page 17
To Group Search Results:
a. Perform a DMC search.
b. Determine column header you want to use to group your search results. Drag the column header to the light blue area at the top of the DMC that reads: “Drag a column header here to group by that column.”
Figure 15: DMC with Column Header Selected for Grouping
c. To further group your search results, repeat the previous step as necessary.
Figure 16: DMC with Two Column Headers Selected for Grouping
d. To collapse the rows displayed under each group, click the minus icon.
e. To return to the original display, click Refresh button in the DMC menu.
Tips for Conducting DMC Searches:
Tip 1: To search for a list of Contact IDs, enter a list of ID's separated by commas (1234, 2345).
Tip 2: To search for a range of Contact ID's, enter the range indicated by a colon (1111:2222).
Tip 3: The Address field in the Contacts DMC allows you to search on any portion of the Address Line 1, Address Line 2, City, State, Zip and Country fields.
Tip 4: The following characters can be used in the Standard Search fields:
Search
Character Search Results
%
Any string composed of zero or more characters
Example: Entering “%” in the email standard search field will return all records with a blank email address.
_ (underscore)
Any single character
Example: Entering “_” in the email standard search field will return all records that have at least one character in that field.
[ ]
Any single character matching the specified set or range.
Example: Entering “[ab]” in the email standard search field will return all email addresses starting with “a” or “b”.
[ ^ ]
Any single character not matching the specified set or range.
Example: Entering “[^ab]” in the email standard search field will return all email addresses that do NOT start with “a” or “b”.
Exporting DMC Data
You can export the DMC search results into an Excel or PDF file.
To Export the DMC:
a. Perform a DMC search.
b. To Export to Excel, click the Export button at the top of the DMC screen.
OR
To Export to a PDF, click the arrow next to the Export button. A secondary menu displays.
Select Export to PDF.
Figure 17: Selecting Export Options in the DMC
c. The Save As dialog box will open. Select the folder that you would like to save your file and give your file a name. Click Save.
d. The exported file will open in the format you selected.
© Results Software 1986 - 2012 www.Results-Software.com Page 19
Th T he e H Ho om m e e P Pa ag ge e
The Home Page shows each user a customized view of job-related information. To display your Home Page, on the Home tab, in the Home group, click Home Page.
The list of your selected Named Searches will display here.
Figure 18: Home Page
Each item on the list will open a DMC and display the records for that search.
How To Add Items To Your Home Page
Refer to the section on Named Searches.
Co C on nt t ac a ct ts s
The contacts screen offers a central place to see all the aspects of your relationship with your customers, prospects, employees, and vendors. In addition to basic contact information, you can also see all activities, opportunities, invoices, payments, etc. that are associated with each account.
The figure below displays a contact screen for Dr. Anderson with Sidco Construction.
Figure 19: Contacts Screen
© Results Software 1986 - 2012 www.Results-Software.com Page 21
Tab Name What does it show about the contact?
Activities Past or future appointments, meetings, and tasks.
Emails Incoming or outgoing emails from the account.
Services Past or future Service Orders.
Quotes Associated Quotes.
Sales Opportunities Associated Sales Opportunities.
Projects Associated Projects or Contracts.
Docs/Link Associated documents and files such as proposals, contracts, images, etc.
Groups Associated groups or categories.
User Fields User Fields can have a different label for each Contact Type.
Associates An unlimited number of associates, contacts and addresses related to the main Contact record. Each has their own contact record and related activities.
Notes Notes about the account. (Searches can be performed against contents of this field.)
Finances YTD and history-to-date sales totals, payment terms and balance due.
Invoices Associated invoices.
Invoice Detail Purchased products and/or services.
Payments Payments against any invoice generated under this contact.
Products Displays specialty / custom Products for the Contact.
Expenses Expenses associated with this contact.
How to Add a New Contact:
1. On the Contacts tab, in the Contacts group, click Add.
2. Type in a Full Name for your Contact.
3. Select a Contact Type.
4. Enter the information that you would like included for the Contact.
5. Click the save icon to save the record. Note: When a new record is saved, Results will run automatic duplicate record checking and display a message identifying potential duplicates within the system.
Field Definitions:
Contact ID: Results automatically displays a number that is unique to each Contact within the system.
Contact Type: Allows you to easily classify your contacts i.e. vendors, employees, prospects, etc.
Source: Allows you to track your marketing efforts. How / where did you meet this contact?
© Results Software 1986 - 2012 www.Results-Software.com Page 23
Contact Screen Icons
Figure 20: Contact Screen Icons
Icon Description
Opens GoogleMap.com to the address listed on the record.
Exports the Contact record into an Outlook address book entry.
Opens an email preaddressed to the contact.
Opens the contact’s website.
How to Open an Existing Contact Record:
1. On the Contacts tab, in the Contacts group, click Manage. The Contacts Data Management Center will appear.
2. To filter your search, do one of the following:
Click on the Standard Search tab, enter search criteria and click Apply.
Use the column filtering feature.
3. A list of contacts meeting your search criteria will appear. Double-click on the Contact record you would like to open.
Contacts: Groups
How to Add a Contact to a Group
1. From the Contact Record (Refer to How to Open an Existing Contact Record), navigate to the Groups tab.
2. Click the Rapid Add button.
Figure 21: Groups Tab (Contact Screen)
3. Click the + icon next to the Group you wish to expand. Place a checkmark next to the appropriate groups for this contact.
© Results Software 1986 - 2012 www.Results-Software.com Page 25
Figure 22: Rapid Add for Groups Screen
4. Click the Add Selected Groups button.
5. A message indicating how many Groups were added will be displayed.
6. Click OK.
How to Perform Searches for Contacts within Certain Groups From the Standard Search Tab:
1. From the Contacts DMC, click on the Standard Search tab.
2. Click on the ellipse button next to the Groups field.
3. Click the + icon next to the Group you wish to expand. Place a checkmark next to the groups that you would like to include in your search.
4. At the bottom of the screen, select whether you would like your search to identify contacts that include or exclude the Groups selected. You can also specify specific date ranges for your search.
Figure 23: Search by Multiple Groups Screen
5. Click the Select & Exit button.
6. The DMC will return all records that fit your search criteria.
From the Standard Search Tab:
1. From the Contacts DMC, click on the Group Search button in the DMC toolbar. The Search by Multiple Groups screen displays.
© Results Software 1986 - 2012 www.Results-Software.com Page 27
Figure 24: Search by Multiple Groups Screen
2. Click the + icon next to the Group you wish to expand. Place a checkmark next to the groups that you would like to include in your search.
3. At the bottom of the screen, select whether you would like your search to identify contacts that include or exclude the Groups selected.
4. Click the Search for Selected button.
5. The DMC will return all records that fit your search criteria.
How to Add Groups
1. On the Set Up tab, in the Maintain Lookup Values group, click Contacts and then select Groups.
2. Click the Add icon to add a new entry.
Figure 25: Groups Screen
3. Fill out the Group, Description, and Group Category fields. If this is an entry for Mass Renewal, select a Bill to Product.
4. Click the Save icon to save the record.
Contacts: Associates
How to Add an Associate Contact
1. From the Contact Record (Refer to How to Open an Existing Contact Record), navigate to the Associates tab.
2. Click the Add button.
3. Type in a Full Name and Contact Type for your Contact.
4. Enter the information that you would like included for the Contact.
5. Click the icon to save the record.
How to Convert a Contact Record into an Associate Record
You can convert a Contact Record into an Associate Record for another Contact using the Combine Records feature. Please refer to the Duplicate Records and Combining Contacts chapter for more information.
© Results Software 1986 - 2012 www.Results-Software.com Page 29
Se S e nd n di in ng g Em E m ai a il ls s in i n R R e e su s ul lt ts s
Email Options and Setup
Emails can be sent to any Results contact from within Results. Emails can be composed using Outlook or using an email screen that is internal to Results.
To Configure Results to Send Emails Using Outlook:
1. On the Tools tab, in the Configuration group, click Options. The Configuration Options screen will appear.
2. On the E-mail tab, check the “I use Outlook as my e-mail client” option.
Figure 26: Configuration Options Screen – Set for Outlook
3. Click Apply.
Note: With this option checked, the emails you compose from within Results will be sent via Outlook and will contain your formatting preferecnes and signature blocks.
To Configure Results to Send Emails Using the Internal Email Form:
1. On the Tools tab, in the Configuration group, click Options. The Configuration Options screen will appear.
2. On the E-mail tab, check the “I use Outlook as my e-mail client” option and the “Use Internal E-mail form that Integrates with Outlook” option.
Figure 27: Configuration Options Screen – Set for Results Email Forms
3. On the E-Mail 2 tab, set up your email preferences including HTML vs Plain Text, Signature blocks, etc.
© Results Software 1986 - 2012 www.Results-Software.com Page 31
Figure 28: Configuration Options Screen – E-Mail2 Tab
4. Click Apply.
Note: When you choose to send emails using the internal email form, email will be sent via Outlook but the email editor will look like screen below.
