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Replace Groups as Contact Types

Replace Groups as Contact Types

Introduction (Please Read):
This document will provide you with the steps needed to take a group of contacts and set a consistent Contact Type for all of the contacts using tools available within Data Doctor.

Steps:

1. On a Contact record, click the Groups button.

Group button

2. Identify the desired group in the list and double-click it. Doing this will automatically search for and show the contacts in that group.

Investors

3. Go to File –> Administration –> Data Doctor and then confirm your understanding in order to move through the warning message.

Data Doctor (1)

4. On the Find/Replace tab, select the “Set the Value In One Field” option. In the To Table enter “Contact”, and in the To Field enter “ContactType”. In the Set Value To field enter the name of the group or the label that you would like to be set as the Contact Type. Ensure that the Update Only Selected Contacts checkbox is checked and click the Start button.

Find Replace

How to Remove Extra Hyphens in the Phone Number

How to Remove Extra Hyphens in the Phone Number

Introduction (Plesae Read): This document will provide you with the steps needed to remove extra hyphens that may appear on a contact’s phone number. REALHOUND will provide the hyphens when viewing the phone number so that you do not need to actually type the hyphens into the phone number field. Using Data Doctor will allow you to remove all extra hyphens at once. NOTE: It is always recommended that you take a back-up of your database prior to using Data Doctor. If you have any additional questions on how to use Data Doctor, please attend the next available online training class. Steps: 1. Click the All button in the Contact section of the database. All 2. Go to File –> Administration –> Data Doctor and then agree to the warning on the screen, as desired. Data Doctor 3. Go to the Post Op tab and click the Format Phone Numbers checkbox in the Recommended Data Clean-Up section. Ensure that no other options are selected by mistake and click the Start button when ready. Post Op
Global Replace Tab

Global Replace Tab

Introduction (Please Read) This document will teach you how to use the Global Replace tab inside the Data Doctor. The Global Replace tab can be used to change a specific field for a group of records in the database. Steps: Step 1. For the table which you would like to edit records in, select the All button on the top taskbar. Then go to File/Administration/Data Doctor. Once through the warning screen, select the Global Replace tab. Step 2. Select the table that you wish to edit and the specific field inside that table. If you do not know the table and field that you wish to edit, on the screen showing that field, select the cursor inside that field and hit Ctrl+1. This will open a window showing the table and field location of the cell. Step3. Click the Show Contents button to the right of the table and field options. A list will populate the right side of the screen showing the different entries in that field. You have the option to check specific entries and type in what you would like to change those entries to. g2 Step 4. Enter the information you would like to change the field to. Please note that if the field is hard-coded into the program, you will only be able to change the field to one of the specified names. Hit the Replace Checked button in the bottom right to change all the records chosen to your new entry.
File Sucker

File Sucker

ntroduction (Please Read): This document will provide you with the steps to importing multiple files and attaching them to the desired contact or property records. For example, if trying to import multiple property photos, the File Sucker will enable you to more easily align them from a generic folder of property photos and allow them to show up on the appropriate record. Steps: 1. Go to File –> Administration –> Data Doctor and move to the File Sucker tab. 2. Click on the browse button next to the folder field to identify the appropriate folder on your computer where the files are currently stored, and then click the Match Files button. Browse 3. The File Sucker will make an attempt to match the files to the appropriate contact/property based on a comparison of the name of the files and the name of the property, contact, or company. If the match isn’t made automatically, go down the list of files and choose the appropriate contact, company, or property. 4. Once all desired files have been matched, click the Convert button at the bottom to copy the files from their current folder into the individual contact/property folders that link up with Realhound.