Edit Menu
The Edit menu accesses the basic editing commands
for creating and deleting records in the database.
These commands typically work with the record you
are currently editing.
The Edit menu also allows you to select records from
lists and tag them for grouping, printing or other operations.
Commands (and their keystrokes) include:
- New - Ctrl+N or F3 key
- Modify - F4 key
- Delete - Del key or F7 key
- Cut - Ctrl+X or SHIFT+F5
- Copy - Ctrl+C or SHIFT+F4
- Paste - Ctrl+V or SHIFT+F3
- Clear Clipboard
- Find - Ctrl+F
- Clear Search Criteria
- Select Record
- Select All - Ctrl+A
- Select Number of Records
- Clear Tags
- View Tags
Always check the prompt on the bottom left
of the screen to determine the type of
record you will edit.
New
This command creates a new record of the same type
as the one you are currently on.
The new record will typically be blank. In some cases,
some of the record's fields will be filled automatically.
Look at the bottom left of the screen. If it displays "Browsing"
or "Editing" observe the entry next to this box. This is the
current type of record, and by choosing New, you will get
a new record of that type.
You can also press the F3 key instead of using the
Edit menu.
Always check the prompt on the bottom left
of the screen to determine the type of record
you will create.
Modify
Press F4 or select this menu item to begin editing
the current record.
If you are on a list, selecting Modify will open the item
that you are on.
If you are in a form, the cursor will move onto the first
editable field on the form, or the last field you edited on
that form.
Look at the bottom left of the screen. If it displays "Browsing"
or "Editing" observe the entry next to this box. This is the
current type of record, and by choosing Modify, you will be
able to edit the currently selected one.
Always check the prompt on the bottom left of
the screen to determine the type of record
you will edit.
Delete
This function deletes the current record.
If the record has member records, they may also be
automatically deleted by the system.
Look at the bottom left of the screen. If it displays "Browsing"
or "Editing" observe the entry next to this box. This is the
current type of record, and by choosing Delete you will
delete the currently selected one.
You can also press the F7 key instead of using the
Edit menu.
Always check the prompt on the bottom left
of the screen to determine the type of
record you will delete.
Cut
Cuts the current record from the list into the Clipboard.
Pressing SHIFT + F5 will do the same action as
selecting Edit, Cut.
You must then paste the record into another place in
the list. You can cut more than one record, and then
all records that you cut will be pasted when you
select the Paste command.
Look at the bottom left of the screen. If it displays "Browsing"
or "Editing" observe the entry next to this box. This is the
current type of record, and by choosing Cut you'll remove
that record from the current list.
Always check the prompt on the bottom left of the
screen to determine the type of record you
will cut.
Copy
Copies the contents of the current record into the
Clipboard. Pressing SHIFT + F4 will to the same
action as selecting Edit, Copy.
You can paste one or more copies of the record
into another or the same list. You can also copy
more than one record at a time. Each time you
paste, the system will duplicate every record you
originally copied.
Look at the bottom left of the screen. If it
displays "Browsing" or "Editing" observe
the entry next to this box. This is the current
type of record, and by choosing Copy
you'll make a copy of that record that you can
paste somewhere else.
Always check the prompt on the
bottom left of the screen to
determine the type of record you
will copy.
Paste
This command pastes from the Clipboard into
the current list. Pressing SHIFT + F3 will to the
same action as selecting Edit, Paste.
Records are placed after the current record in
the list.
If the list is empty, you will first have to create a
blank record. Then you can paste from the
Clipboard into the new list. After pasting, you
should delete the blank record you created.
Find
This command lets you filter the current list.
Pressing F6 will perform same action as selecting
Edit, Find.
You can filter the list to display only those
records that match the conditions you set. For
example, you could search for accounts with
status of ACT, or transactions over a date range.
When filtering is on, a red 'S' appears on the
bottom line of the screen.
When you filter a list you can use the resulting
sub-list to print reports or letters. All the
functions available in an unfiltered list are also
available in filtered lists. This means that if you
choose Quick Print, you'll get a print of the
sub-list; if you choose Print Reports and Letters,
you can print letters to only those people in the
sub-list; and, if you choose Edit, Delete All, you
will only delete the records in the sub-list.
These filtering capabilities are very flexible. Any
field in a given type of record can be used as filter
criteria, and you can choose any number of
fields in your search criteria.
This command is only available when you are on a record.
Look at the bottom left of the screen. If it
displays "Browsing" or "Editing" observe
the entry next to this box. This is the current
type of record. Then, when you use Find, you
can filter the list according to your
specific criteria.
Clear Search Criteria
This command clears all filters set with the
Find command.
If you have set search criteria with the Find
command, you may not be able to access
very many records. To display all records, use
this command.
When you have set filtering search criteria, a
red 'S' appears in the bottom line of the screen.
Use this command to clear all filters. The red
'S' will be extinguished.
Select Record
This command TAGS or UNTAGS the record your
cursor is highlighting. Pressing the spacebar while
highlighting a record achieves the same effect as
using this command.
Select All
This command tags all records showing in
the list - a shortcut to do an action with all
the records showing.
Select Number Of Records
This command opens a prompt for the number of
records you want to select in the underlying list.
A list must be opened for this to work.
This command starts tagging with the current
record. One or more records can be tagged. Use
the arrow keys to move to the first record that
you want tagged. You can tell which records are
tagged as they will change to a different color.
When you tag records in a list, you can use the tag
list to print reports or letters. All the functions
available in an unfiltered list are also available in
tagged lists. That means that if you choose
Quick Print, you will get a printout of the tag list.
If you choose Print Reports and Letters, you can
print letters to only those people in the tag list. If
you choose Edit, Delete, you will delete the
records in the tag list.
To delete a group of records:
1. Select Browse from the top menu bar and
select a type of record.
2. Tag a set of records.
3. Select Edit from the top menu bar and select Delete.
To print to a group of tagged records:
1. Tag a group of Debtors or Clients.
2. Select Print from the top menu bar and select
Reports and Letters.
3. Select the report or letter you want and select Print.
To use record tagging with Batch Processing:
1. Select Tools from the top menu bar and then select
Batch Processing.
2. Select Run Contact Plans and then select NEXT.
3. Follow the on-screen instructions.
Each form in Collect! has its own list of tagged records.
You may have a tag list of Clients and a list of tagged
Transaction records. Tag functions only use the tag list
of the current type of record.
Look at the bottom left of the screen. If it
displays "Browsing" or "Editing" observe
the entry next to this box. This is the current
type of record, and by choosing Tag Record,
you will add an entry into the Tag list of that
type of record.
Clear Tags
This command clears the Tag list of the current type of
record.
Each form in Collect! has its own list of tagged records.
You may have a tag list of Clients and a list of tagged
transaction records. If desired, you can also clear these
underlying tagged lists, as well as the list you are
currently viewing.
When the " Clear Tags" prompt is displayed:
Select NO to clear only the tags in the currently
displayed list.
Select YES to clear tags in any underlying lists as
well.
Select CANCEL to close the Clear Tags prompt
without clearing any tags.
View Tags
This command will reduce the list on the screen to
ONLY the Tagged records.
This command in the Edit menu lets you view tagged
records only, or all records. This means that you can
scan a list and tag a group of records, then choose
the View Tags command in the Edit menu and the list
is reduced to only tagged records. The command in
the menu changes to View All, and by choosing this
command, Collect! redisplays the whole list, tagged
records being highlighted.
A neat trick in any list is to use F6 Find to pick a set
of records, then use Edit, Select All. Next, use Find to
pick a different set, and choose Select All to add this
new set to the ones already tagged. Repeat this until
you've built up your selected list, and finally choose
View Tags to display the complete list of all records
you have selected.
View All
When you have tagged records and selected the
VIEW TAGS menu item, the menu item will actually
rename itself to VIEW ALL. When View All is
selected, the entire list is redisplayed with your
tagged items highlighted.
Grouping Debtors With Tags
When you have tagged Debtors through the Debtor
list, you have proceeded to a function to group
debtors together. Once you have selected or tagged
a group of Debtors, select the item to group them
together as a logical group.
This function works well with two concepts in mind:
1. Group matching Debtors together to work them as
a single entity - sharing address changes, note
files, etc.
2. Group Debtor records together so that searching
for a particular Debtor will bring forth a group
they are attached to - great for multiple contacts
when working a primary Debtor.
See Also
- How To Start Using Collect!
- How To Group Debtors
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