daylite concepts guide concepts guide! 3. preface daylite presents a new solution to a traditional...

Daylite Concepts Guide (Dec 12, 2011)

Table of contentsPreface 4

Overview 5

Work environment 7

Concrete concepts 8

Calendars 8

Contacts 9

Organizations 9

Projects 10

Opportunities 10

Groups 11

Tasks 11

Appointments 12

Notes 13

Abstract concepts 14

Role 14

Relationship 14

Delegation 15

Products and services 16

Linking 17

Pipeline 18

Ownership 19

Smart List 19

Category 20

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Keyword 20

Forms 21

Setting up Daylite for your business 23

a. Basic preferences 23

b. Current database preferences 26

The User Interface Tour 40

Glossary 43

Other resources 48

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Daylite Concepts Guide! 3

PrefaceDaylite presents a new solution to a traditional problem—organizing your critical data. Whether you are developing and tracking a sales strategy for your booming company, or managing your busy work and family life, Daylite fits into any scenario giving your business a new direction by enhancing productivity.

Productivity is a measure of how successful your business is. In general terms, productivity is determined by the ratio of output production to input effort. It is used to gauge the efficiency and progress of an individual or organization. Meeting and exceeding your objectives will have a direct influence in making your business successful.

No matter what type of business you are working in, Daylite stretches to meet your needs rather than asking you to manipulate your data to fit a pre-defined pattern. It has many powerful features to help you better manage your workflow and maximize your productivity. This guide will help you to unlock those features by giving you a good foundation about the basic concepts of Daylite. As you read, you will observe how you can personalize Daylite to fit into your business.

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OverviewThis document is a must-read for new Daylite users who wish to get a good grasp of Daylite concepts and unlock its powerful features. As you read, you will gain an understanding of how you can personalize Daylite to fit into your business.

Daylite organizes information—such as to-do's, meetings, phone calls, emails, follow-up's, notes, etc—into containers called projects and opportunities, thereby providing a shared memory for collaborating or managing workload. Projects are a powerful tool to plan, organize, and track the necessary information to achieve multi-step objectives for individuals or teams. Opportunities are a way of managing new business and represent the potential for earning income. Instead of having 1 giant list of contacts/tasks/notes, Daylite links only the right information to projects and opportunities. This helps you to analyze the context and relevance of the information by determining who else is working and how they are involved in the project, the emails sent by people working on the project, or even what happens next in the project.

Consider you are working on a web design project for your company. Daylite has specialized tools that enable you to better manage your project. No matter how complex your project is, pipelines allow you to track the progress of your project from start to finish with ease and simplicity. Link contacts to the project and assign a role that describes how they are involved and what part they play. In a fast-paced environment where there is no time to analyze what happens next, Daylite is the brain with a shared memory that records what has been completed and directs you towards what should be done further. With the ability to view all the project-related information at once (without switching applications), you can work faster.

Opportunities maintain the necessary information to guide a prospect into becoming a client. As with projects, Daylite ties every piece of information to the opportunity. For example, consider you are a sales professional about to do a follow-up call to a prospect. Taking a glance at the opportunity gives you a complete background to prepare for the call and convince your client. Daylite is designed to set up pipelines for tracking progress or relationships for identifying connections between people and businesses. Due to Daylite's multi-user capabilities, even your colleagues or supervisors can view this information.

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Daylite is built with 3 layers. The bottom layer is the Things layer. The second layer is the People layer. Every business involves people at some point or the other. You can start out as a single user, but as you grow, you’ll need to start tracking what your staff is doing and what you want them to do. Finally, at the top, there is an Objectives layer. This layered approach helps you to concentrate on the big rocks and focus on moving forward in your business.

The 3 layered approach

Whether you are looking for tracking projects and opportunities, or something more simple, but extremely important, like sending personalized messages to clients, Daylite comes to your rescue. You can also manage correspondence by setting up letter templates for sending personalized messages. Use Daylite Mail Integration (DMI) to store the contents of an email in Daylite's powerful database, so you will never lose the historical value of the email; consequently, any user on the local or remote network can view the contents of that email, share the information, or work collaboratively.

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Daylite Mail Integration (DMI)

Work environment

Daylite can operate in single user and multi-user environments. As a single user, you can set up a personal database and work with it. In multi-user environment, you must install and configure Daylite Server Admin application on the server machine and Daylite on all client machines. All shared databases are stored on the server and clients can connect to their database hosted on the server machine.

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Concrete conceptsCalendars

Calendars are "virtual" objects in Daylite that provide a visual representation of appointments, meetings, and events based on the criteria you determine (i.e., user, category, kind, etc). Calendars and appointments play an integral role in managing your schedule. Daylite features 3 different ways to view your calendar: day, week, and month.

The Calendar view

When working in the calendar view, you can toggle the Due list. The Due list pane shows all tasks, projects, and opportunities forecasted for completion corresponding to the date range that you are currently viewing in your calendar. Daylite combines both your calendar and Due list in one view to help you prioritize easily. For instance, while viewing your calendar in the weekly view, the Due list displays all the tasks and projects that are due and opportunities that are forecasted to close within the week. This is useful for tracking workload and managing your time.

Daylite gives you the ability to create Smart calendars that can filter items matching the criteria you specify. For instance, you can create Smart calendars that constrain a

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group of people (such as sales team or administration department) or filter appointments by category (such as personal, business, preparation, etc).

Contacts

A contact in Daylite represents a person or individual. It may be someone you know personally, a business lead, or a customer. All information pertaining to the contact (such as date of birth, middle name, hobbies, phone number, electronic address, and many more) is stored in a contact record. Daylite allows you to quickly create notes and keep a chronological record of your interaction with a contact. If you send a letter to a contact in your database, Daylite stores a link to the letter in the Detail pane’s Activity tab of your contact record. Daylite gives you the ability to add files and URL’s to a contact as file references and web references respectively.

Contacts can be linked to many other Daylite items such as appointments that you may have scheduled with the contact, tasks you may need to do for the contact, groups they belong to, organizations they work for, and projects/opportunities they are involved in. When you link a contact to an organization, project, or opportunity in your database, you can specify a role. The role describes what part that contact will play in the organization, project, or opportunity. For example, a contact could be a seller or buyer in an opportunity. A contact could also be a team leader or decision maker or the company point person in a project.

You can classify contacts by assigning a category and single or multiple keywords. For example, a contact can have a category 'client' and keywords such as 'loyal client' or 'long term client.' This helps you to classify your contacts into meaningful groups when your database gets bigger.

Organizations

An organization could be a company, business, family, association, or any legal entity comprised of a collection of contacts. It enables you to manage information and relationships specific to the company or from a company perspective.

Each organization has a number of fields such as size of the company, ticker symbol, industry, region, employee hierarchy, the company's affiliates, and many more that record information. By linking a contact with an organization, you can understand the role played by the contact in the organization. This is useful for understanding the employee structure within that organization. Daylite allows you to create as many phone number entries, electronic addresses, and geographical addresses as needed for your organization. If you need to make notes, you can quickly create and link a note to your organization. You can associate URL's or files from your hard drive that you may want to keep as a reference to the organization. Each organization has many extra fields that you can customize.

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Organizations can be linked with other Daylite items—such as, appointments that you have scheduled with them, tasks you need to do for them, groups they belong to, projects and opportunities they are involved with. For instance, if you want to review what work you did for an organization, its captured by the projects and tasks linked to the organization.

Projects

Projects are a powerful tool for managing your business; they allow you to plan, organize, and keep track of relevant information that aid in handling multi-step objectives for individuals or teams.

A project has fields that record the status, due date, start date, completed date, pipeline, objective, and owner of the project. Daylite allows you to guesstimate how much time a project might take for completion. This helps you to compare whether your calculations are realistic or they need improvement. Projects can be grouped by assigning categories and meaningful keywords. For example, a design project can be assigned a category 'design' and keywords such as 'website design' or 'brochure design.' Assigning categories and keywords makes it easier to search and filter out projects.

Daylite makes it possible to visually track how a project is organized through pipelines. A pipeline is a system designed to describe your workflow evolution from start to end, as well as your progress in achieving your objectives. Pipelines help you to visually analyze what stage your project is in. For example, project A is in planning stage and is due in a week. If your project cycle normally takes 3 weeks to complete, you need to start picking up the pace.

Projects can be linked to contacts, organizations, groups, tasks, appointments, and notes. When you link a contact with a project, you can specify a role to identify the responsibilities of the contact in the project. For example, a contact could be a project lead in one project and a designer in another project.

Opportunities

An opportunity is a person or business who is interested in buying your products and/or services and will contribute towards increasing your company’s revenue. For example, a non-profit organization can create opportunities for tracking donations. Opportunities represent a potential for new business and maintain the necessary information to guide the potential new business into becoming a reality.

When you create a new opportunity, you can record the state, type, category, keywords, owner, and many other information. Daylite allows you to roughly gauge the probability of winning and closing date and enter this data into the opportunity record. For instance, sales professionals can use this information to determine whether they will meet their sales quota for the month.

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You can set up products and services in Daylite for items you are selling or services you are providing. Within the opportunity, you can create estimates for those items and send them to clients, so that they are aware of the ballpark figure along with the taxes, discounts, terms, warranty, claims and other information.

The stages of an opportunity are equivalent to steps in a sales cycle. If you have been following a certain sales methodology in your company, you can match those steps with a Daylite pipeline. The farther you are in your sales cycle, the closer you are to making a sale. Just as with projects, you can use pipelines for visually tracking and analyzing at what stage the opportunity is.

Opportunities can be linked to contacts, organizations, groups, tasks, appointments, and notes in your database. When you link a contact with an opportunity, you can specify a role that identifies the responsibilities of the contact in the opportunity. For example, a contact can be the decision maker in an opportunity. For sales professionals, the concept of ‘role’ is very important as you should know who you are pitching an idea to.

Groups

A group is a collection of contacts, organizations, projects, and/or opportunities that have something in common, as defined by the user. Groups are a collection bin for random bits of data in your database that share some link. They let you grab data from every object in your database. Groups are also public, so every user in your database can see and use them.

You can use groups to send bulk mail outs to a bunch of contacts or organizations as part of a marketing campaign. Daylite allows you to add a campaign start and end date to your group for measuring the duration. Groups can have any number of subgroups. For instance, you could use sub-groups for organizing responses from those you have campaigned to. Groups can be categorized.

Tasks

A task is a piece of work that you want to accomplish. In Daylite, you can create tasks to maintain a record of what work needs to be completed within a certain time frame. For example, 'a report that should be completed by friday' is appropriate for a task.

When you create a task, you can record information such as start date, complete date, due date, estimated time, category, etc. Assigning priorities to tasks enables you to clearly identify which tasks are more important and which ones are less important. You can enter all the data about your task in the task window or use the multi-columned 'brainstorming' view to sketch all your ideas and plan your work in one place.

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Tasks as seen in the “Brainstorming” view

Tasks can be linked to contacts, organizations, projects, opportunities, and/or groups in your database. Linking enables you to keep related information together. For example, a task that is a part of a project can be linked to the project and delegated to a user who is responsible for completing it. This is an effective way of managing work in a multi-user environment. For example, a manager can delegate tasks to his employees and choose to stay updated about the progress of those tasks.

You can set up reminders (just like alarms) for reminding you about an upcoming task. The Notifications window in Daylite shows a reminder for a task you have set up at a time you have chosen to be reminded.

Appointments

An appointment is an activity that you have agreed to do at a certain time on a specific date. For example, you agreed to meet with your client Bob Smith on June 10th, between 3 pm and 4 pm. If you have appointments that span multiple days (such as a conference or seminar), you could use the multi-day event feature to create a banner in your calendar.

Typically, you would create appointments for your contacts, however, in Daylite, you can also create appointments that are linked to projects and opportunities for giving them a more powerful context. The appointment window records many specifications about where, when, how, and with whom the appointment will occur. For those who travel on business, Daylite gives you the ability to customize time zone by matching the default system time or select a different time zone than that used by your computer for creating appointments.

You can create many kinds of appointments such as event, outbound call, inbound call, chat, meeting, and video. When you link other users to an appointment, it becomes a meeting; Daylite notifies all the linked users about the meeting through the Notifications window. Before you actually create a meeting, click Schedule in the appointment window to determine conflicts between the users linked to it.

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If you have appointments that are repetitive, you can repeat them either daily, weekly, monthly, or yearly until you reach a finish date. For example, a weekly sales meeting or karate class can be set up as an appointment that repeats every week.

Set up reminders (just like alarms), so that you will never forget about an upcoming appointment. The audible alarm will sound just as a reminder would pop up in the Notifications window.

Notes

A note is a brief record of information that can be created on its own or linked to a contact, organization, project, opportunity, or group in your database. This allows you to attach the full power of Daylite's linking and tracking capability to your small bits of information.

Notes are ideal for bits of data that don’t fit anywhere, but are still important and can’t be lost—for example, a contact’s history. You can assign a category to the note which is useful for filtering Smart lists or performing quick searches. If you are using Daylite Mail Integration (DMI), the contents of an email can be stored in Daylite as a note and linked to the appropriate contact. In a multi-user environment, Daylite gives you the ability to customize the visibility of notes. For instance, a supervisor can create a private note for a public contact record, so that only he can access and modify the note.

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Abstract conceptsRole

In Daylite, a role is a type of link that describes the kind of work or function that someone has in an organization, project, or opportunity. It identifies the responsibilities assigned to a person. When a contact in Daylite is linked to an organization, project, or opportunity, they are connected by a role.

For example, Jane Doe is an Executive at Apple Inc—that describes her job title and who she works for—but, in reality, she plays specific roles that her job title doesn't convey. The Executive is also an administrator in the office, advisor for new business ventures, trainer for new employees, coordinator of the Macworld conference, and could possibly have many more roles that highlight her responsibilities.

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Jane Doe plays the role of an advisor in the New business ventures opportunity

A role helps you to keep track of the functions people and companies perform from your business perspective. If you are a company that sells products, it is more important to know who makes the purchasing decisions, but less important to know what their job title is. Daylite gives you the ability to customize roles. You can create roles with meaningful names that make most sense to your business.

Relationship

In Daylite, a relationship is a type of link that is useful for tracking connections between people or companies and helping you with understanding your business. Relationships enable you to identify two specific connections in your database: a) person to person connection and b) business to business connection. For example,

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Mary is the parent of Megan and Megan is the child of Mary

Chuck referred Scott andScott was referred by Chuck

Ford Motors is a parent company of Volvo andVolvo is a subsidiary of Ford Motors

You can track relationships that describe referrals, family connections, friendships, professional links, and many others. You could then use reports to gather all data together and look at it from a bird’s eye view or discover new prospects that you can associate to. For instance, you could use reports to analyze who among your clients have given you maximum number of referrals. These reports are excellent data mining tools.

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A relationship describing a person to person connection

A good understanding of relationships will help you to plan your correspondence. Consider, for example, a husband and wife are both contacts in your database and have the same mailing address. By understanding their relationship, you can use the correct salutation for creating labels that can be used in envelopes and letters addressed to this couple. Relationships that you create should be customized to your business to increase their relevance and usefulness in Daylite.

Delegation

Delegation is the process of handing over the responsibility of a job to another user and staying abreast with the changes and updates happening. Daylite gives you the ability to delegate projects, opportunities, tasks, and/or appointments to other users in your database. In a multi-user environment, delegation makes it simple and easy for you to share responsibilities with other users without leaving your desk.

The Delegation pane

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When you delegate an item, selecting the ‘Notify Me of changes’ checkbox will ensure that you stay updated about certain changes made to the item.

For instance, consider you are the lead in a design project. Daylite allows you to create a bunch of tasks and delegate them to your team members to identify their responsibilities and deliverables in the design project. Using tools like Smart lists and notifications, you can monitor the progress of these tasks. You can easily track which of those tasks you have delegated are overdue, which ones have been completed, and many other details that enable you to stay on top and manage workload efficiently in a multi-user environment.

Consider the example of a sales manager training a new employee. The manager can delegate one sales opportunity at a time to the new employee. Using Smart lists and notifications, the manager can monitor the changes and updates to the opportunity.

Products and services

You can set up products you sell and/or services you provide to your clients in Daylite. For each product or service you set up, you can record information such as product details, pricing, comments, picture, etc. When you are working with opportunities in Daylite, you could add products and services to an estimate and generate quotes for your customers. These estimates are stored within the opportunity. Thus, you have access to complete details of the product or service at your fingertips. Even though you might repeatedly sell the same products or services, you will not have to re-enter the product or service information each time. This will help to speed up your workflow.

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Adding products and services as individual line-items of an estimate

For instance, consider your company designs websites. A client has requested you to send them a quote for designing their company website. In Daylite, you can set up a service called ‘website design.’ The next time someone is interested in the same service, simply create an opportunity and add the pre-defined service to the estimate.

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Linking

Linking is the process of connecting items in your database for keeping related data together. By linking items in your database, you can record historical and current information and view it in one place. Linking is the glue that holds all your information together and provides a context to your random bits of data.

For example, consider you are working from the calendar. Linking gives you the ability to quickly see all the people in a meeting. If you are working on a project, you can view all the tasks and appointments linked to that project. You could create a group and link the contacts in your database for sending mass emails. Linking a contact to an organization allows you to specify the ‘role’ played by the contact in that organization. You could also link 2 contacts or 2 organizations to define the relationship between them. For more information, choose Help > Daylite Help and search for relationships.

The benefit of linking is you don’t have to enter the same data repeatedly. For instance, consider you have a contact working on a web design project. The same contact will also be working on documentation and testing projects. You can create the contact once and link the contact to all 3 projects. If there are people in your database who will be working on a certain project, you can perform a search for those contacts and link them to their project, thereby reducing double-entry. Linking enables you to tie items to each other and provides rich history and information about how one aspect influences the other.

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Linking a contact to an organization to specify the person’s role in that organization

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A project, the participants linked to the project, including the roles that they play in the project

Pipeline

A pipeline is a system to visually track how a project or opportunity is organized. Pipelines describe your workflow evolution from start to end, as well as progress in achieving tasks and objectives. A pipeline consists of individual stages, each representing a major chunk of the project or opportunity you are working with. As you progress, you can change the pipeline stages. Just as a roadmap would help you analyze where you have been, where you are, and where you are going, so also pipelines enable you to analyze where you are, what you have accomplished, and where you are heading in a project or opportunity in one glance.

For example, consider you are working in a web design firm. In every project, you follow a pre-defined workflow or standard set of procedures for managing a project. You can have a ‘Web Design’ pipeline consisting of the following stages.

Different stages of the web design pipeline

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1. Consultation with clients - Meet with clients, document the requirements and deliverables, analyze constraints

2. Analysis - Brainstorm, research, and plan 3. Development - Coding the new system4. Implementation - Integrate the system into the client’s workflow5. Testing - Test the system for bugs, errors, and make fixes6. Evaluation - Systematically determine the merit and significance of the system7. Maintenance - Modify the system to correct faults and improve performance

Ownership

Owner is a user who is assigned to an item in Daylite. By default, all items in Daylite are owned by the user who created them. Daylite also allows you to assign a different user as the owner of an item you are creating. When you assign the ownership of an item to another user, you pass on the responsibility of that item to that user.

Smart List

A Smart list filters items in your database and returns only those items that match the criteria you specify. Smart lists are useful for viewing items in your database based on certain rules you have set up. Some of the most common rules are classifications such as category, keyword, email address, name, start date, end date, URL, etc.

Smart lists enable you to manage information in condensed groups. Daylite allows you to add a single or multiple criteria to your Smart lists. Once you create a Smart list, Daylite updates it as it finds new items matching the criteria you have specified.For instance, you can use Smart lists to see the tasks you have delegated and are overdue. Or, you can use Smart lists to see all the people you will be meeting tomorrow. Or, Smart lists enable you to view the opportunities that are forecasted to close this week.

Consider the following example, here you are creating a Smart list for tasks. We have selected 4 different criteria (filters), so the results will be only the tasks in your database that match the chosen criteria.

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The Smart list window

Another example where Smart lists come handy is while working with projects. You can create a Smart list that classifies the projects with the highest priority and due by next week in your database. This helps you to identify which projects need your immediate attention and are of utmost importance.

Category

Categories classify and divide items in your database by describing what kind of an item it is. For example, categories such as customer, competitor, family, friend, and employee are common for contacts. Categories such as personal and work are useful for classifying tasks. They can be assigned to contacts, organizations, projects, opportunities, groups, tasks, appointments, and notes in your database.

Tagging your Daylite data with categories helps you to narrow down your search for information in your database. Properly customized categories can help you in taking advantage of many of Daylite’s powerful Smart list and report features. You can assign only one category per item in Daylite. Generally, you only need a handful of categories. If you find the need to use more than one category for an item, keywords are a better way of describing things in more detail.

Keyword

Keywords allow a detailed classification of contacts, organizations, projects, and opportunities in your database. While categories provide a more general classification, keywords are descriptive words or phrases that provide an in-depth classification of an

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item. For instance, they may be used to describe skills, interests, or characteristics of contacts, while the category describes which kind of people they are. They work in tandem to help you take advantage of many of Daylite’s powerful Smart list and report features.

You can tag an item with single or multiple keywords. You may have a long list of keywords that apply to different objects in Daylite. Keywords are used with categories to provide further detail.

For example, Jane Doe is a contact with the category of Customer, who has the following keywords: Expert, Loyal, Musician, Product A User, Product B User, Volleyball Fan. The keywords enhance what kind of a customer Jane Doe is.

To get the most out of this feature, you should customize keywords based on the type of information needed in your business. You can apply a keyword to multiple items in your database at once using Bulk Edit. For more information, choose Help > Daylite Help and search for keywords.

Forms

A form is a collection of fields. A form in Daylite works just like a paper form. They are useful for collecting and managing information about your contacts, organizations, projects, opportunities, and groups. For example,you could use forms to interview potential customers before you qualify them as prospects.

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A form for collecting information from a customer

You can add forms to contacts, organizations, projects, opportunities, and groups in your database. Forms give you great flexibility allowing you to add a myriad of information. They are also completely customizable. You can create forms with form fields that ask questions relevant to your business.

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Daylite has the ability to search and filter items in your database based on the form fields you have set up. For instance, consider you are working in a hi-tech company. You want to know who among your contacts are Mac users, who are PC users, and users of other types of operating systems. You can create a form having a form field that can record information about the operating system used by the customer and add it to your contacts. Using Smart lists, you can classify all the contacts in your database that use a certain operating system and view them.

You can have an unlimited number of forms in Daylite and typically it is recommended that each form have between 10 and 30 fields for manageability.

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Setting up Daylite for your businessYou can customize Daylite by adding information that matches the type of business you are in. This will add more meaning and relevance to your data.

a. Basic preferences

Customize how you wish to work with Daylite and your user settings. Any changes made here will not affect other Daylite users.

General

Configure the settings for many aspects of Daylite as it relates to you (the user you are logged in as). You can customize how you wish to launch Daylite, check for new versions, calendar settings, shortcuts, application time zone, phone number formatting, report template encoding and many others. Customizing the general preferences allows you to personalize and control the behavior of Daylite. For more information, choose Help > Daylite Help.

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The General Preferences

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Auto Dialer

Customize the settings such as area code, dial prefix, long distance prefix, location and many more for placing phone calls. For more information, choose Help > Daylite Help.

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The Auto-Dialer Preferences

Hot Keys

Set up 2 global keyboard shortcuts (hot keys) of your choice: 1) The first hot key opens the Find panel for searching any contacts, organizations, projects, opportunities, and groups in your database. 2) The second hot key allows you to create a new task. These hot keys can be invoked from any application. For more information, choose Help > Daylite Help.

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The Hot Keys Preferences

Contextual menus

Customize the menu that opens when you right-click or control-click an item in Daylite. Add, remove and manage the items that appear in the contextual menus for contacts, organizations, projects, opportunities, groups, tasks, appointments, and notes, so that you can quickly access the commands that are most important to you. For more information, choose Help > Daylite Help.

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The Contextual Menus preferences

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b. Current database preferences

The current database preferences are geared towards Daylite administrators. Any changes made here will affect all other Daylite users.

Classifications

Create categories, keywords and customize their attributes according to the requirements of your business. Initially, think of how you would want to classify the items in your database, and create categories accordingly. You can choose short, descriptive words as category names. You can modify these categories and add more as your needs change. All items of a particular category will appear with the color that has been set for that category in the preferences. Daylite also allows you to select the items for whom the category will be available (for example, contacts, organizations, projects, etc).

Just like categories, keywords should be set up before heavy use of Daylite begins and you can make adjustments as your needs change. Customizing categories and keywords makes it easy to find and work with items in your database. You can also select whether a keyword is available for contacts, organizations, projects, and/or opportunities.

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The Classifications Preferences

Roles & Relationships

Create and customize contact roles, organization roles, and relationships for items in your database. This is essential for increasing the relevance and usefulness of information in Daylite. You should set up a basic set of roles and relationships before heavy use of Daylite begins, and adjust them as your needs change.

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Create contact roles depending on the type of job functions existing for people in your business. While customizing contact roles, you can select whether the role will be available for organizations, projects, and/or opportunities.

Create organization roles based on the responsibilities existing for companies in your business. While customizing organization roles, you can specify whether the organization plays a certain role in a project and/or opportunity. For example, a company providing consulting services for a project can be assigned a role ‘consulting company.’

Create relationships based on the type of connections existing between people or businesses in your industry. For each relation, you can specify the forward and reverse relationship and select whether it applies to contacts or organizations or both.

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The Roles & Relationships Preferences

Forms & Fields

Set up custom forms and extra fields for collecting specialized information as needed by your business. When you create a new form, you can choose where in Daylite the form will be available—for instance, contacts, organizations, projects, etc. Create custom fields depending on the type of information you wish to collect. The field types available are text, date, currency, number, checkbox, multiple checkbox, popup, combo box, etc.

Extra fields are simple text and date fields that are typically used for short codes or other specialized data. To set up custom extra fields, select the item for whom you want to specify the extra field and enter the most appropriate name for the field. Always set up extra fields based on what kind of additional information you wish to extract for an item and make sure that it is not already an existing field in Daylite. For

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example, if you want one of the ‘Extra Date’ field to be ‘Expiry Date,’ just type ‘Expiry Date’ as the extra field name.

While forms are useful for gathering multiple, extensive information concerning an item, extra fields are useful if you want to extract limited number of specialized information. Daylite has 12 extra text fields and 4 extra date fields per item. If you need more than this, then consider using a form to capture the data instead.

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The Forms & Fields Preferences

Organizations

Customize certain criteria that are only available for organizations including organization types, industries, regions, and automatic linking options. This is essential so that you have a better understanding of the company and how it might relate to you or other companies in the database. Daylite has special customizable fields for accurately labeling organizations.

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Field name Meaning Examples

Type Define the kinds of organizations in the database.

charity, incorporation, education, non-profit, government, etc

Industry Identify the market or industries in which the organization operates.

banking, retail, manufacturing, pharmaceutical, software, etc

Regions Determine the physical locations in which the organization operates.

north, south, central or even North America, Europe, and Asia, etc

These customizable fields give you great flexibility for working with organizations. If you work exclusively with retail establishments, for instance, you might want to set up several kinds of retailers in the type field and use industry to drill down even further.

Customize several automatic linking options where you can choose to link the notes, tasks, and appointments of a contact to its default organization, in order to avoid the trouble of searching and relinking items again. This is important when a contact leaves the organization, because the history will remain with the organization record, even if the contact is deleted or unlinked.

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The Organizations Preferences

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Opportunities

Create and customize the opportunity types, states, and reasons as needed by your business. This information is useful for tracking opportunities and gaining insight into how and why you win or lose business.

Opportunity types may be general, as in the case of words like ‘hourly’ or ‘flat rate,’ but they are better customized to suit your specific business needs. For instance, if you sometimes receive enquiries through emails, but other times get cold calls, and would like to track how new business comes in, types of ‘email enquiries’ and ‘cold calls’ would be useful. Later, using Smart lists and reports, you can analyze which business is better and why.

The State Reasons field indicates why the opportunity is in a certain state. Reasons are connected to one of the built-in states which are Won, Abandoned, Suspended, and Lost. For example, consider the following customized reasons for the most commonly used states:

• State: Won. Reason: We offered the lowest price.• State: Won. Reason: We made the best impression.• State: Lost. Reason: Competitor offered a lower price.• State: Lost. Reason: Portfolio did not impress customer.• State: Abandoned. Reason: Customer never called back.

The real value of capturing these state reasons comes into light when running a year end report to show how well your company did in offering its products and/or services. You can find out why you won and keep on using that formula. You can see where you fell short and change your approach or develop a new strategy.

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The Opportunities Preferences

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Default values

Customize the default settings for items in your database. Setting up default values will pre-populate certain fields of an item with the values you have chosen in the preferences and can be a very time saving. Daylite allows you to set default values to contacts, organizations, projects, opportunities, groups, tasks, appointments and notes in your database. You should customize default values to match the needs of your business.

For example, consider you create contacts located only in Canada. Using the preferences, you can set the country field for contacts as ‘Canada’ once. Any new contacts you create will have the country field pre-populated as ‘Canada’ by default.

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The Default Values Preferences

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Notifications

Personalize your settings for all reminders and notifications, specify default reminder settings, and control the behavior of the Notifications window. For more information, choose Help > Daylite Help.

The Notifications Preferences

Synchronization

Daylite shares information with the Address Book, iCal, other applications, and your phone or handheld device using synchronization. The Synchronization pane of Daylite Preferences enables you to turn synchronization ‘On’ or ‘Off.’ Synchronization is a delicate process and follows certain rules. It is recommended that you read the synchronization articles by choosing Help > Daylite Help prior to working with this feature.

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The Synchronization Setup pane

Letter Templates

Create and customize letter templates that you wish to use for correspondence in your business. A letter template is a pre-designed format that you can repeatedly use for creating and sending letters to your contacts.

Daylite allows you to create as many letter templates as you require and merge them with your contact information. When you create a new letter template, provide a short, meaningful name and a brief description that says what the template will be used for. You could also remove templates that you will not use or edit pre-existing templates. For more information about letter templates, choose Help > Daylite Help and search for letter templates.

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The Letter Templates Preferences

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Activity Sets

An activity set is a collection of tasks and appointments. The Activity Sets Preferences helps you to record a series of generic tasks, appointments or any repetitive steps required to accomplish a goal in your business. Court proceedings, house closings, film shoots, and step-by-step sales tasks are good examples of activity sets.

Depending on the kind of work you do, you should create activity sets that are relevant to your business. For many people, no matter how different each workday is, they do many tasks over and over again. For example, a recruiter can create an activity set consisting of the following tasks and appointments to manage the hiring process.

• Initial screening of resume (task)• Phone call to invite for interview (task)• Interview the candidate (appointment)• Discuss candidate performance (appointment)• Confirm candidate acceptance or rejection (task)

As you set up the activity set, you can choose whether you wish to create forward or reverse activity set and where in Daylite it will be available. You can also assign a category, due date, and reminder to the activity set. Once you set up the activity set in the preferences, you can apply it to any contact, organization, project, opportunity, or group in your database. For more information about activity sets, choose Help > Daylite Help.

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The Activity Sets Preferences

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Pipelines

Create and customize pipelines for projects and opportunities in your database. Pipelines provide a visual representation of your workflow from start to end and help you to track progress of your tasks and objectives in one glance.

In order to customize pipelines, think about your workflow in a project and how you would break it into smaller steps. For opportunities, think about what process you follow for acquiring new business and managing it. Each of these steps can become individual stages of a pipeline for the project or opportunity. For best results, always create pipelines that are relevant to your business.

Daylite allows you to create pipelines and select whether it will be available for projects or opportunities. Only the pipelines that you select as ‘active’ will be available for use in Daylite. You can set up the individual stages of the pipeline and provide a short description saying what each stage is. Once you set up a pipeline in the preferences, you can easily apply it to a project or opportunity. For more information about pipelines, see Help > Daylite Help.

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The Pipelines Preferences

Users & Teams

Add and manage users and their permissions, and set up teams to control who can access and edit the items in your database.

Users are the people in your business who need access to your database. Every Daylite user is also a contact in your database. Daylite allows you to create a user account (consisting of a user name and password), specify a color, and add an image to define the identity of a user. In most businesses, not all people have access to all types of

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information, as some information is very confidential and some are not so confidential. Daylite gives you the ability to set permissions, special privileges, and define which items in your database can be accessed by a user. This gives more control and privacy to manage the information in your database.

A team is an organized group of Daylite users. The purpose of creating teams in Daylite is to be able to assign custom visibility settings to a group of people at once. For example, you can create a team called ‘employees’ and include all employees in this group. You could then customize visibility settings and assign read/write permissions to this team.

Visibility settings allow you to control who can look at or modify items in your database. By default, visibility is set to off. When visibility is off, all items in your database can be viewed and changed by any user. To customize access to items in a database, you should turn visibility on. When visibility is turned on, each item in Daylite can be either public, private, or have a custom visibility preset applied to it. For more information about visibility settings, choose Help > Daylite Help.

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The Users & Teams Preferences

Labels

Create and customize mailing labels for phone numbers, addresses, and electronic addresses. Daylite has a few standard labels that you can use. You could also add additional labels that are more relevant to your business.

For example, labels for phone numbers can include home, office, cell, etc. Addresses can include labels such as business, home, mailing, office, shipping, etc. Electronic addresses can include labels such as personal email, work email, iChat, .Mac email,

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etc. You should customize and add labels that you most frequently use in your business.

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The Labels Preferences

Taxes

Specify your settings for tax requirements including the type of tax, rate, and many others. Daylite gives you the ability to define 3 types of taxes: a) primary, b) secondary, and c) compound taxes. Setting up tax settings appropriately is very important as Daylite will use this information in a number of places. Whether you are working with products and services or creating estimates for opportunities, you can apply the taxes that you have set up in the preferences.

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The Taxes Preferences

Identity

Set up your identity by specifying a logo and 4 lines of identification information, such as your business name and address. The logo can be any common graphics format, either bitmap or vector. The identity settings should be specified properly as this represents your company image and brand. This will be used, for instance, by

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estimates that you are sending from Daylite. This can also be useful while working with reports and print layouts.

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The Identity Preferences

Resources

Customize resources that are assets of your company. For example, a meeting you schedule in Daylite might require a projector, board room, VCR, or any other item. These requirements are considered as resources in Daylite. For each resource you add, you can specify a location, details, and color. Resources that you want to use in Daylite should be set as ‘active’ in the preferences, only then they will be available in Daylite. For more information about resources, see Help > Daylite Help.

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The Resources Preferences

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Database

This preference pane shows important information about your database for personal databases only. It also provides options to set up an automatic backup schedule and perform certain maintenance tasks.

For shared databases, database preferences cannot be inspected via Daylite. You must launch Daylite Server Admin and click Databases to view these details.

The Database Preferences

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The User Interface Tour

The main window

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The Calendar view

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The Projects view

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Glossaryactivity setCollection of appointments and/or tasks. Activity sets may have a specific schedule, with a start date or an end date. See also appointment; task.

appointmentAn arrangement to meet a person or take part in an activity at a particular time, for a certain duration. An appointment appears as a block of scheduled time on calendars, and as a list item in the Results pane. There are several special kinds of appointments: meeting, conference call, videoconference, chat, holiday, vacation, and event. See also event.

backup(v.) To create a copy of a Daylite database for safekeeping. (n.) A copy of a Daylite database with all information that was present at the time that backup was performed. In the event that a database is lost or damaged, the backup can be used to restore the database.

business cardVisual summary of a selected item. This can include but not limited to contact information, designation, image, phone number, or links to related items.

calendarVisual timetable of appointments. A calendar may be manually managed and show appointments that belong to you, or can show appointments that belong to another user. See also schedule; smart calendar.

contactA person you know, business lead, or even a customer.

criteria widgetBox that contains a specific, pin down approach depending on criteria for a smart list. For example, a criteria widget might narrow down a list of people by their first names. A smart list can have numerous criteria widgets, each of which narrow down on a certain piece of information. See also smart list.

databaseOrganized collection of information records in a computer. Daylite stores all the items you have defined in a database. Daylite's powerful database can store the contents of Apple mail using Daylite Mail Integration.

data miningThe process of discovering meaningful correlation, pattern, and trend by sifting through large amounts of data in your database.

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date pickerMiniature version of a month with controls for picking dates. These controls are up and down arrows to enable you to select a date.

detail paneA pane showing more details about an item you have selected in the Results pane.

Daylite Server AdminA tool to monitor the activity on your Daylite databases. The Daylite Server Adminassists in sharing databases, setting up external network access, specifying a backup schedule, managing licenses, and configuring Touch Server.

email(v.) To send electronic messages and computer files between computers that are connected to the Internet or some other computer network.

(n.) Messages distributed by electronic means from one computer user to one or more recipients via a network.

eventKind of appointment that is scheduled for an entire day or a series of days. Events display as banners at the top of the calendar in the day and week view and at the bottom of the day in the month view. See also appointment.

file referenceA file that can be attached to Daylite objects. File attachments can be added to contacts, organizations, projects, opportunities, and groups.

form A form is a collection of fields that can be used to record special information about an item in Daylite.

free/busy time finderFree/busy time finder helps you with planning meetings by showing the schedule of the users linked to the meeting.

link(v.) To connect different items in the database. (n.) An association or relationship between 2 or more items in the database.

linked listList that shows all the contacts, organizations, groups, opportunities, projects, or other items linked to a specific item in Daylite.

list A reference to any items that you have manually dragged into that particular list.

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log in(v.) To start a session with a system, usually by giving a user name and password as a means of user authentication. (n.) An account in a system which enables a user to access a service.

mini toolbarArea at the bottom of the Source list and Details pane that has buttons to activate specific functions. See also toolbar.

navigatorA set of buttons in the Daylite interface. They open the calendar, contact, organization, project, opportunity, group, task, appointment, and note views.

noteA brief record of information that can be created on its own or linked to any other item in Daylite.

opportunityOpportunity represents the potential for new business and maintains the necessary information needed to guide the potential new business into becoming a reality.

organizationAn organization refers to a company, business, association or any other collection of contacts linked to a larger legal entity.

passwordConfidential authentication information composed of a string of characters to enable the user access a program.

pipelineA system to visually track how a project or opportunity is organized. Pipelines describe your workflow evolution from start to end, as well as progress in achieving tasks and objectives.

PostgresRelational database for Mac OS X. Daylite is built on an Postgres relational database. Sometimes referred to as a 'back end', these databases are stronger and safer than your traditional flat file solution. Additionally, all associated files are wrapped up in one database file promoting cleanliness and eliminating the chance for missing files.

projectA project is a powerful tool for planning, organizing, and tracking information that helps individuals or teams to manage multi-step objectives.

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quick find windowThe Quick Find window enables you to search for contacts, organizations, projects, opportunities, and groups in your database.

reportTemplate that describes "what" to fetch from the Daylite database and "how" to show that information. The report searches the whole database for data that matches certain criteria, fetches it, and includes it in its output. Reports are PDF files that can be viewed, shared, saved, or printed.

resourceAssets that are required for the effective functioning of your company. For instance, you can make reservations for specific meeting rooms, TV, VCR, projector, or any other facility required in a meeting.

schedule(v.) To fix a meeting time in Daylite.(n.) An outline or plan or a timetable for carrying out a procedure.

search fieldText field with rounded ends in which you enter what you want to search for in your database. See also quick find window.

shortcutA bookmark for a list or calendar to enable quick access by a user. See also shortcuts bar.

shortcuts barArea below the toolbar to place the bookmarks for a list or calendar to enable quick access by a user. See also shortcut.

smart calendarA calendar that filters scheduled items and displays results matching the criteria you have specified.

smart listA smart list filters items in your database and makes visible only those items that match the criteria you have specified.

tab barArea having tabs to change the view or provide more information about a selected item. For example, for each contact you select in the Results pane, the Detail pane shows the Contact, Activity, and Forms tabs.

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task “To-do” items or units of work assigned to different people. There are several special kinds of tasks: to-do, inbound call, outbound call, fax, email, mail, and print in Daylite.

teamA team is an organized group of Daylite users. Teams enable you to assign custom visibility settings to a group of people at once.

toolbarThe toolbar is a set of buttons at the top end of the Daylite window. The toolbar can activate program functions when clicked.

userUsers are the people in your business who need access to the database. Every Daylite user is also a contact in the database.

usernameA name string that uniquely identifies a user. Username is required to gain access to a network or system and is accompanied by a password.

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Other resourcesThere are a number of resources to help you to learn more about Daylite and provide answers when you have technical questions.

• Daylite 101 certified training course: Our certified trainers deliver this course regularly all over North America. To find out more about this course and our trainers, please visit http://www.marketcircle.com/daylite/training/.

• Apple Help offers step-by-step instructions and tips for making the most of Daylite. While using Daylite, choose Help > Daylite Help.

• Our support page has numerous resources to help answer your Daylite questions.

If you have feedback or suggestions to improve this guide, please send them to [email protected] and mention “Feedback for Daylite Concepts Guide” in the subject.

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http://www.marketcircle.com/daylite/training/

http://www.marketcircle.com/daylite/training/

http://www.marketcircle.com/help/index.html

http://www.marketcircle.com/help/index.html

mailto:[email protected]


ⓒ 2011 Marketcircle Inc. All rights reserved.Under the copyright laws, this manual may not be copied, in whole or in part, without the written consent of Marketcircle Inc.

Every effort has been made to ensure that the information in this manual is accurate. Marketcircle is not responsible for printing or clerical errors.

Marketcircle Inc.30 Centurian Dr, Suite 201Markham, OntarioL3R8B8, Canada

Phone: +1 905 480 5555Fax: +1 905 248 3101Email: [email protected]

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