Before you start to use Data Manager you should first ensure that all your account details have been entered correctly via the My Account section. To access the My Account screen:
1. Go to the Data Manager Home Screen.
2. Click the My Account button and you will be viewing the details for your Data Manager User Account. You can simply edit the personal details such as your contact details. Note that you cannot change the First Name, Surname or Access Privileges as these are set when your User Account was first created.
Important: if you are planning to send emails from Data Manager ensure you have entered your email address in the Email section. If you are planning to send SMS/TXT messages from Data Manager ensure you have entered your mobile phone number in the Phone Numbers section.
1. Click the Change Password button when in the My Accounts screen
2. Enter your current Password and your new Password twice and click OK.
Your new password is now active and you will need to use this the next time you login to Data Manager.
Important: Passwords in Data Manager are case sensitive but Account Names are not. If you are having trouble logging in with what you believe is the correct password make sure you are entering it in the correct case or that the CAPS LOCK key is not on. For example "SMITH" and "smith" are NOT the same when entering a password
Once you have successfully opened Data Manager for the first time you can set your name as the default Account Name that appears in the login dialog box so you do not have to keep entering your Account Name each time you open Data Manager (you will have to only enter your password).
To set your Account Name as the default Account Name
1. Click the Open Preferences button in the My Account screen
2. Type in your Account Name in the User Name field (e.g. "John Smith") and click OK.
In addition to entering the outgoing SMTP mail server address in the Preferences screen of Data Manager you will also need to enter each user's email address in the My Account screen so they can send outgoing emails from Data Manager. You can also setup email signature/stationery preferences for each user to futher personalise their outgoing email corresponce.
To setup the user's email preferences:
1. Navigate to the Email/Website section in the My Account screen.
2. Enter the email address for the user in the Email field.
3. If your IT person has instructed that you need to use SMTP authentication make the appropriate selections in the SMTP Authentication Type, Use SSL and Username and Password fields. If you are not sure which SMTP Authentication Type to select choose either Plain or Login and test sending emails to yourself from Data Manager to see which one is the correct setting.
The Email Sending Preferences tab in the My Account screen lets you enter either a plain text email signature or use email stationery (this is one or more files that you would normally be supplied by a web/graphic designer containing a .htm/.html file and one or more .jpg/.gif files). To setup your email sending preferences when on the My Account screen>Email Sending Preferences tab:
Plain Text Email Signatures
If you will be sending plain text emails from Data Manager you can enter your details into the Text Email Signature field. Anything in this field will appear at the end of any emails that you send from Data Manager (always send a test email to yourself to see how this appears first). On the Account Settings tab ensure the Use Email Stationery field is set to No (the default setting).
Email Stationery
If you will be sending emails using email stationery from Data Manager you will need to gather any file/s that are used with your email stationery and insert them into Data Manager.
Your .htm or .html file will need to be divided into 2 sections:
Email Stationery Header: includes everything that will appear before the email body/message that the user will type
Email Stationery Header: includes everything that will appear after the email body/message that the user will type
If you have any image files (e.g jpeg or gif files) you will need to add them into the Inline Images section at the bottom of the Email Sending Preferences tab. Click the insert icon button next to Inline Images to add an image used by your email stationery - repeat this for any additional image files that are used by your email stationery. On the Account Settings tab ensure the Use Email Stationery field is set to Yes. You can click the Preview Sample HTML Email button to see how your email stationery will appear with some sample email text in it.
Example Email Stationery Setup
One of the standard Microsoft Email Stationery files supplied with Microsoft Outlook is the Citrus Punch stationery which looks like this:
The following files are supplied with the Citrix Punch stationery:
Citrus Punch.htm
Citrus Punch Bkgrd.gif
citbannA.gif
There is one .htm file and 2 .gif image files. The image files would be inserted into the Inline Images section. Opening the Citrus Punch.htm file in a text editor reveals the following html source code:
<html>We need to divide this html source code into the header and footer sections as outlined above (contact Databuzz if you need assistance with this). In this case the Email Stationery Header is the following html source:
<html><head><title id="ridTitle">Citrus Punch</title> <style><!-- body { font-family: Arial, Helvetica; font-size: 12pt; font-style: bold; color: #ff6633; margin-top: 25px; margin-left: 25px; } --></style> </head> <body id="ridBody" background="Citrus Punch Bkgrd.gif"><center><img id="ridImg" src=citbannA.gif align=bottom></center> <p></p> <b><SPAN id="_AthCaret"></SPAN></b> <p></p>
and the Email Stationery Footer is the following html source:
</body> </html>
Clicking the Preview Sample HTML Email shows the following:
Tip: always send yourself a test email from Data Manager to see how the email will appear to a recipient to ensure you are happy with it's appearance before sending emails to Contacts. You will need to enter yourself into the Contacts database to be able to send yourself an email