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Update the UserID for Multiple Contacts

Update the UserID for Multiple Contacts

Introduction (Please Read):
This document will provide you with the steps necessary to adjust the User ID of multiple contacts at once. For example, use the following steps if you would like to change several contacts from a record owners of Administrator to your user ID at once.

Note: Be sure that you have taken a backup of your database and are sure of what you are doing before using Data Doctor. If you have any questions on this process please attend one of the scheduled online classes for additional instruction.

Steps:
1. Search for the contacts that you would like to adjust. See the How to Search for Contacts You Have Added and Group Them Together TechDoc for additional information on searching for contacts that you have added to the database.

2. Go to File –> Administration –> Data Doctor
Admin Data Doctor (1)

3. Agree to the warning and type in “Yes” where appropriate

4. Go to the Find/Replace tab and select the Set the Value in One Field option.

DD Set Value in (1)

5. In the Set Values In section, set the To Table option to “Contact” and the To Field option to “UserID”. In the New Value section, set the Set Value To option based on what user you would like to change the UserID to.

Also, ensure that the Update Only Selected Contacts checkbox is selected in order to only apply this change to the contacts that you have previously retrieved in a search.

6. Once ready, click the Start button and confirm the warning that appears in order to complete the process for the desired contacts.

Search for Contacts you Have Added to the Database and then Group Together

Search for Contacts you Have Added to the Database and then Group Together

Introduction (Please Read): This document will provide you with the steps needed to search your database for contacts that you, or another user, have added to the database, and then group the contacts together. Steps: Step 1: Click the All button in the Contact section of your database. Step 2: Right-click on the User field, type in your User Name in the Filter For field, and then press the Enter key. Doing this will filter down all of the contacts in your database to just the ones that you have created or are assigned to you (Note: The default will automatically make the contacts that you have added assigned to you. This field can be changed, however, so this may not be all of the contacts that you have created).User field Step 3: If the results look acceptable, click the Apply Filter button. Doing this will convert the filter (a filter is a slimmed down view of your list based on the criteria you specified) into a search (a search truly selects a smaller list, not just a view). Apply Step 4: To add to a group, click the Groups button on a contact record. Group Step 5: Type the name of your new group into the New Group Name field and click the Add New Group button. If you want to add the contacts to an existing group, skip this step. Step 6: Make sure your group is selected in the list of groups, and then click the Add Selected Contacts button. Doing this will add all of your selected contacts (the contacts your recently returned in Add Group
Searching Contacts – Four Ways to Find your Data

Searching Contacts – Four Ways to Find your Data

Introduction (Please Read):
This document will help you to search for property records in the database that meet your criteria. This document is comprised of four sections:

Part 1 – The Lookup Box

Part 2 – The Search Button

Part 3 – Filter By Fields

Part 4 – The List Tab

Part 1 – The Lookup Box
The Lookup box located on the top right-hand side of the Companies & Contacts screen is a quick way to find contacts in your database. Type in all or part of an contact’s name, company name, address, city, phone number, Contact Type or Email then press the Enter key. The program will pull up every matching record. When you have completed your search select the ALL button to show all of your contact records. Don’t forget that the List tab will display the search results in a summary format.
Lookup

TIP: To jump the cursor to the Contact Lookup Box anywhere in the program, press Ctrl + J keys.

Part 2 – The Search Button
Click the Search button on the upper middle part of the menu bar to bring up the Search screen. The search screen is where complicated or multi-step searches can be performed. **Remember, EVERY field is searchable!**
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Example: You wanted to find every apartment building in your database that is 60 units or larger but less than 501 units in the City of Scottsdale. On the Search screen select the Advanced tab and follow the labeled steps 1 through 4 on that screen.

To complete this search:
1) Select the “UNITS” field, “Is Greater or Equal” radio button, type “60” in the “Select a value” field and click the Add Criteria button.

2) Select the “UNITS” field, “Is Less or Equal” radio button, type “500” in the “Select a value” field and click the Add Criteria button.

3) Select the “CITY” field, “Equals” radio button, type or select “Scottsdale” in the “Select a value” field, click the Add Criteria button.

4) Click the Show Properties radio button and New Search radio button in the middle left side of the Search Screen.

5) Click the Search button. Realhound will now display your results. Finally, click the Goto Properties button to query your properties on the Property section of the program and close the Search screen.

Part 3 – Filter By Fields
Right click in any field that you want to filter (AKA “search”) in the database. A menu box pops up and gives you the following filter options for the selected data field:Filter Drop-down

Filter For: Entering data in this field will filter the selected records for an exact match to the data entered in the field. If you wanted to filter for all records that had the text “LLC” somewhere in the selected field you would enter in “*LLC*”. The asterisks tell the program to include any text strings before or after “LLC” and will be included in the Filter results (ie- Simpson Housing LLC, John Doe, Member). If you wanted to filter for all records that had JUST the text “LLC” in the selected field you would enter in “LLC”.

Filtering is not exactly the same thing as a Search. When a Filter is on, the rest of the records are hidden from view. When you have completed the filter, right click in the field that you were working with and select Remove Filter/Sort to unhide the rest of the records. If you would like to create a Search from a filter, go to the Overview tab and click the Apply Filter button.

Filter by Selection: Selecting this option will filter for records that have the exact matching text in the same field that is currently selected. All of the other records will be hidden until you select Remove Filter/Sort.

Filter Excluding Selection: Selecting this option will HIDE all records that have the exact matching text in the same field that is currently selected. These records will remain hidden until you select Remove Filter/Sort.

Remove Filter/Sort: Selecting this option removes the filter on the selected field.

Here is another practical example of the use of the Filter by field option. Let’s suppose that you needed to find every building on “S Pico Street”. Click the All button at the top of the screen and right-click in the address field on any property record. Select Filter For: and enter “*S Pico*” (again, the asterisks tell the program to include any text strings before or after “S Pico”) in the blank box and press the Enter key. Every property that has “S Pico” in its address will now be displayed. If you would like to create a Search from this filter, go to the Overview tab and click the Apply Filter button.

Part 4 – The List Tab
Click on the List tab located to the far right of the Companies & Contacts tab. Click the ALL button on the top left side of the screen. At the top of the List screen you will see blank boxes under “Company” “Contact Name”, “City”, “State”, “Postal Code”, “Phone”, and “Contact Type”. Enter the information that you want to search for in the appropriate box and push the Lookup button.List

The results of your search will populate in the list. Double click on any contact in the list to goto that contact’s record. If you want to view all of the contact records on the list, simply click on the Companies & Contacts tab and you can click through the records at your leisure.

You can also modify your search using the search criteria to the right side of the List tab. Once you have selected additional criteria, click the Lookup button.Right List

Once satisfied with your list, use the tools at the bottom to Export, Email, View, or make other changes to your list.Bottom List

Removing the 9 Digit Postal Codes for Contacts

Removing the 9 Digit Postal Codes for Contacts

Introduction (Please Read): This document will show you how to fix your database zip codes for contacts only, taking them from a nine digit postal code to a five digit code. You have two options for correcting the zip codes in your database the first option is your entire database at once.(See steps 1-5) The second option is to update just the contacts you have selected. (See step 6-11) Part 1 – Update Zip Codes for the Entire Database Part 2 – Update Postal Codes for Individual Contacts **NOTE: These are advanced operations and there is not an “undo” feature for the steps listed. Please make sure you have a backup of your database before you begin these changes.** Part 1 – Adjust Zip Codes for the Entire Database Step 1: Login to your Database as the Administrator Step 2: Go to the Data Doctor by going to File – Administration – Data Doctor Step 3: Once in the Data Doctor go to the Surgery tab Step 4: In the SQL Statement field type in exactly, “ update contact set zipcode = left(zipcode,5) “ as shown below. 6 Step 5: Click on the Execute button. You will now see the effected records in the Results field.7 (1) Part 2 – Update the Postal Codes for Individual Contacts Step 1: Start by logging into your database as the Administrator. Step 2: Find the contacts that you want updated. A group, a specific search or a filter whichever you do make sure that you have the contacts you want to have the postal codes changed for selected on the screen. Step 3: Go to the Data Doctor by going to File – Administration – Data Doctor Step 4: Once in the Data Doctor go to the Surgery tab Step 5: In the SQL Statement field type in exactly, “ UPDATE CONTACT INNER JOIN selectedContact ON CONTACT.LinkID = selectedContact.ContactID SET CONTACT.ZipCode = Left(,5) “ 8 Step 6: Click on Execute, you will now see the effected records in the Results field.
Recover Deleted Contact

Recover Deleted Contact

Introduction: This document will provide you with the steps needed to recover a deleted contact. Please note that this is useful for recovering the contact information but you will not able to retrieve the tasks and history related to the contact.. This process is only efficient and it is actually quicker to simply add the contact to your database again if you still have access to the contact’s contact information. Steps: Step 1: Go to File –> Administration –> Table Detail Table Detail Step 2: In the screen that opens, select the the Contact table. In the table that opens, be very careful not to delete any information beside what is outlined in this document. Contact Step 3: Scroll across the table to the ‘Contact Last Name’ column and place the curser in the first box on the top of this column. Contact Last Step 4: On the task bar at the top of the program, go to Search and then down to Filter For____. Type in the last name of the deleted contact and hit Enter. You will notice all the contacts are now removed from this list except those with the last name you selected. Filter Step 5: Scroll over in the table and you will find ‘Delete Date’ and ‘Delete ID’ columns. What you want to do is erase the information from these cells. Be careful not to delete the cells, but just highlight and erase the information in those cells. Delete Step 6: After erasing the information in these two cells, go to the top right corner and close the smaller gray box (not the entire Realhound program). Make sure to save the changes in the table when asked. Step 7: You can then click the Contacts button on the taskbar and search for that contact. You will notice that they are back in your database but the Histories that may have been previously attached will be gone. Contact After
Modify the Contact Type for Multiple Contacts

Modify the Contact Type for Multiple Contacts

Introduction (Please Read): This document will help you understand how to manage your Contact Type drop down list in the software using simple tools built into Realhound. Steps: Step 1: Look at your list of contact types and figure out which you don’t want to use. Sometimes your list can be large if contacts were entered under a Type that had been necessary but is no longer applicable. 12 Here it has been decided that the “OBR” contact type should no longer be used. If you have more than one to remove, write them down on a separate piece of paper. You will use this list in just a minute. 13 (1) Step 2: Once a list of types has been selected (typically by using the filter tools) go to your Data Doctor by going to the top menu File then to Administration and selecting Data Doctor. Step 3: Once you have the data doctor open go to the Global Replace Tab, this screen is shown below. 14 (1) Step 4: In order to edit this Contact Type list you must pull up the table contents. First select the Table Contact, then select the field ContactType. With these highlighted click on the Show Contents button. 15 (1) Step 5: Now you can see all the Contact Types that are being used in your database. Not only do you see what the type name is but also how many records are currently using that selection. In order to remove a type you must leave the “Replace With” field blank and then click on Replaced Checked. 16 (1) ***Note; you can also use this screen to change a Contact Type name that may have a typo or to merge two similar types as one. In the “Replace with” field you would type in the new name or the name of an existing type and click on Replaced Checked. You could also take two different types and merge them into one new name thus eliminating the two type names you did not like. Step 6: The results. Now that you have clicked on the Replace Checked button you will notice that since we no longer wanted the OBR type name at all we simply moved those contacts to use the “Null” type name (Null in a database is a field that is allowed to be blank). Our Null use from the previous screen shot was 3661 by changing the OBR type name to a blank value (Null) we have removed the OBR type and move those 19 contacts to Null. 17 (1) Here is that same contact that we started with no longer using the OBR type and the OBR Type is no longer in our drop down list. 18 (1)