SmartOffice Mobile for Palm User Guide SmartOffice® v3.
Copyright 1998-2004, E-Z Data, Inc. All Rights Reserved. No part of this documentation may be copied, reproduced, or translated in any form without the prior written consent of E-Z Data, Inc. All product names are trademarks of their respective manufacturers or organizations. 918 E. Green Street Pasadena, CA 91106 Web -http-//www.ez-data.com Telephone: (626) 585-3505 Fax: (626) 440-9097 U.S. toll-free fax: (800) 779-3123 Revised: 11-16-04 SmartOffice® v3.
Table of Contents Introduction................................................................................................................................................... 1 Installing SmartOffice Mobile for Palm ....................................................................................................... 1 Setting Up SmartOffice Mobile for Palm .....................................................................................................
SmartOffice® v3.
Introduction SmartOffice Mobile for Palm is a custom application developed by E-Z Data to synchronize data between SmartOffice® and a Palm OS device. The application uses iAnywhere Solutions’ Ultralite database and MobiLink Server to synchronize data without interfering with existing applications on the device. The following record types can be synchronized: • Contact – Individual • Contact – Business • Activity • SmartPad • Policies • Investments Installing SmartOffice Mobile for Palm 1.
. If the username assigned to the Palm device does not appear in the User field, click the down-arrow at the end of the field and select it before clicking the Done button. 7. When prompted, begin a HotSync on the PDA to install SmartOffice Mobile. Once the HotSync is complete, click the OK button. SmartOffice® v3.
Setting Up SmartOffice Mobile for Palm Accessing SmartOffice Mobile on the Palm OS® Device To start SmartOffice Mobile, tap the SmartOffice icon. When launching SmartOffice for the first time, the Security Information window is displayed. The user will have the option to either enable or disable security for the device. Once security is enabled, the only way to remove it is to uninstall and reinstall the SmartOffice Mobile application. SmartOffice® v3.
Click the Yes button to enable security and display the SmartOffice Mobile Login window. The password is required each time SmartOffice Mobile is launched. The password must be at least 6 characters with at least one alpha and one numeric character. The password can be changed at any time by accessing the Security Password option from the main SmartOffice Mobile menu. Once the password has been entered and the user taps the OK button, the Synchronization Options window opens. SmartOffice® v3.
SyncMethod: By default, the HotSync option is selected for use with a cable/cradle connected to a PC with Palm Desktop and the HotSync Manager installed. This option can be cleared for synchronization with a wireless enabled device. Protocol: Select the communication protocol used to communicate with the MobiLink Server. The options are TCP/IP, HTTP, or HTTP using a web server. An additional checkbox is displayed when HTTP is selected.
3. Choose to synchronize all contacts or selected contacts and click the Next button. If All Contacts is selected, continue with step 4. Otherwise, the Filter/Set Selection dialog box opens. Select a set or filter of contacts to synchronize. 4. Select a date range of future and past activities for synchronization. Click the OK button to continue. SmartOffice® v3.
5. From the SmartPad Selection window, set the number of SmartPad entries to synchronize. Alternately, a range in months or just SmartPad entries manually added as notes can be synchronized. 6. The final Synchronization Setup Wizard window is a review of the information selected for synchronization. If all of the information is correct, click the Finish button. SmartOffice® v3.
Preparing Data for Synchronization After the criteria for synchronization has been selected, an initial synchronization must be done. 1. From the SmartOffice side menu, click Synchronization and select Update Mobile Device to open the Update Mobile Device with Changes dialog box. 2. Select the Perform a full refresh of the data from SmartOffice radio button to populate data meeting the synchronization criteria to a database table used for keeping track of the information that has been synchronized. 3.
1. Tap the Find button without entering any search criteria to display the global Contacts list. 2. Enter a portion of the business name or individual contact’s last name and then tap the Find button to display the Contacts tab matching the search criteria. 3. Tap the first letter of the business name or individual contact’s last name to display the Contacts tab matching the search criteria. SmartOffice® v3.
Creating an Individual Contact Record 1. From the SmartOffice tab, select Contact to open the Find Contact dialog box. 2. Tap the New button to open the Record Type dialog box. 3. Select the Individual option and then tap the Done button to display the Details tab. 4. Enter the contact information and then tap the Details button as well as the Phone, Address, and Web Address icons to enter the corresponding information. SmartOffice® v3.
5. Tap the Done button to save the information and display the Contact View tab. Contact Personal Dialog Box 1. From the Contact View tab, tap the Details button to open the Contact Personal dialog box. 2. Enter the contact personal information and then tap the Done button to save the additions. SmartOffice® v3.
Contact Phone List 1. From the Contact View tab, tap the Phone icon to display the Phone List tab. 2. Tap the New button to open the Phone Details dialog box. 3. Tap the Type drop-down arrow to specify the phone type. 4. Enter the remaining phone information and then tap the Done button to save the additions. SmartOffice® v3.
Contact Address List 1. From the Contact View tab, tap the Address icon to display the Address List tab. 2. Tap the New button to open the Address Details dialog box. 3. Tap the Type drop-down arrow to select the address type. 4. Enter the remaining address information and then tap the Done button to save the additions. Note: Both the preferred Phone Number and preferred Address are displayed on the Contact View tab of the Contact record. Modifying a Contact Record 1.
Creating a Business Contact Record 1. From the SmartOffice tab, select Contact to open the Find Contact dialog box. 2. Tap the New button to open the Record Type dialog box. 3. Select the Business option and then tap the Done button to display the Details tab. 4. Enter the business information and then tap the Details button as well as the Phone, Address, and Web Address icons to enter the corresponding information. 5. Tap the Done button to save the information and display the Contact View tab.
Contact Personal Dialog Box 1. From the Contact View tab, tap the Details button to open the Contact Personal dialog box. 2. Enter the business information and then tap the Done button to save the additions. Business Phone List 1. From the Contact View tab, tap the Phone icon to display the Phone List tab. 2. Tap the New button to open the Phone Details dialog box. 3. Tap the Type drop-down arrow to select the phone type. 4.
Modifying a Business Address 1. From the Contact View tab, tap the Address icon to display the Address List tab. 2. Tap the address for modification to open the Address Details dialog box. 3. Modify the information as necessary and then tap the Done button to save the changes. Deleting a Business Record 1. From the Contact View tab, tap the Edit icon to display the Details tab. 2. Tap the Delete button to open the Delete Record dialog box. 3.
WeekView The WeekView is used to view activities for a specific week. The activities of a previous or future week can be displayed by tapping the left or right arrows. MonthView The MonthView is used to display activities for a specific month. The activities of a previous or future month can be displayed by tapping the left or right arrows. SmartOffice® v3.
AgendaView The AgendaView is used to display a combination of timed and non-timed activities for a specific day. The activities of a previous or future day can be displayed by tapping the left or right arrows. Adding an Activity from the Calendar 1. From the DayView calendar, tap the New button to open the Activity Details tab. 2. Enter the activity information and then tap the Done button to save the activity. SmartOffice® v3.
Activity Components Time: Tap the Time button to specify the Start and End Time of an activity. Contact: Tap the Contact button to link a contact to the activity. Location: Enter the Location for the activity. Type: Tap the Type drop-down arrow to display the activity type list. Reason: Enter the Reason for the activity. If the reason takes up more than the space provided, tap the Reason button to open the Details tab and display the complete entry. Done: Tap the Done button to save the activity.
To Do From the SmartOffice tab, select To Do from the drop-down list to open the non-timed activities list. Adding a To Do Item 1. From the SmartOffice tab, select To Do from the drop-down list to open the non-timed activities list. 2. Tap the New button to open the Activity Details tab. 3. Enter the non-timed activity information and then tap the Done button to save the activity. Modifying a To Do Item 1.
Deleting a To Do Item 1. From the SmartOffice tab, select To Do from the drop-down list to open the non-timed activities list. 2. Tap the applicable To Do item to open the Activity Details tab. 3. Tap Delete to display the confirmation dialog box. 4. Tap the OK button to delete the To Do item. Contact Menu From the Contact View, tap the Contact View tab to display the modules drop-down list. SmartOffice® v3.
Activity Log The Activity Log is a list of the activities linked to a particular contact that is used to display, add and modify activities. Adding a Timed Activity from the Activity Log 1. From the Contact View, tap the Contact View tab to display the modules drop-down list. 2. Tap Activity Log to open the ActLog tab. 3. Tap the New button to open the Activity Details tab. 4. Enter the activity information and then tap the Done button to save the activity.
Adding a SmartPad Note 1. From the Contact View tab, tap Contact View and then select SmartPad from the drop-down list of modules to display the SmartPad tab. 2. Tap the New button to display the Details tab. Enter the SmartPad note and then tap the Done button to save the additions. SmartOffice® v3.
Deleting a SmartPad Note 1. From the Contact View tab, tap Contact View and then select SmartPad from the drop-down list of modules to display the SmartPad tab. 2. Tap the SmartPad note for deletion to open the Details tab. 3. Tap the Delete button to open the Delete Record dialog box. 4. Tap the OK button to delete the selected record from the palm device and the server. Policies SmartOffice is used to display the Policies, Policy Details, Interested Parties, and Totals tabs on the PDA.
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