How to Filter a phone logs on Category?

[allanc]

I am using BCM 2007.
I have renamed the 'red' category to 'To Invoice' and categorized one
of my phone logs accordingly.
I have created a search folder named 'To Invoice' and tried to create
a filter that does not seem to work.
I have tried an advanced filter of each of the following: 'category
equals red'; 'category equals To Invoice'; 'category contains red'
and
'category contains To Invoice'.
All of the previews are empty.
However, 'category is not blank' locates the record.

All assistance is appreciated.

TIA.

 

[Vidar Heen Crosby]

Hi Allan,

BCM is not entirely integrated with Categories, at least not when it comes
to search. The "Category" that you search by is most likely not the one you
have set - hence you get no results.

Try this: Make a search folder, select to list only phone logs. (Make of
course further restrictions to narrow down if you have loads of items.). From
the Field Chooser, select "All note fields" and then "Categori". Sort by
category, and also group by category. By Collapsing empty categories you
should now have the list you desire.

For -fun-, from Field Chooser select "All Document Fields" and then
"Category". This category item will show up empty, but is actually where you
searched by default.

Hope this helped, -Vidar C.

 

[allanc]

Vidar,

Thank you for your reply.

I am glad to hear that I did not miss something in my attempts to
successfully extract the data .
I assume that in our first paragraph that you are describing a 'bug',
or is that documented in the Outlook Help?

In regards to your 2nd paragraph - yes, I have managed to extract
*all* of my phone logs and then sorted, etc.
I was hoping to avoid the extra steps.
Actually, I also need the 'to invoice' appointments, etc as these will
also be used for billing purposes.
The extract will become longer each day.

 

[Vidar Heen Crosby]

Hi,

it is not a bug as such, because things do work, just not the way we would
prefer. It is more a design/functionality challenge, BCM (or more often the
person using it) looks the wrong places by default. This is by the way
happening a lot of places, because it is very easy to be confused by what is
default outlook fields, and what is BCM specific fields. Some places you are
able to retrieve only default outlook data, other places you can get hold of
the BCM data. As a general rule I always start looking for my data in the
"User Defined Fields", because here are the BCM specific date most usually
stored.

As for your problem, I think the easiest way for you is to use the "call
type" dropdown which you have when creating a phone log. This list you can
edit, and add your own call types. (You may need to be database owner to edit
this list).

Define the call types "To Invoice", "Invoiced - Complete" or what suits you
best, then these call types can be easily found be field chooser (under User
Defined...), and sorted by in a search folder. Should work out easier than
using categories.

Good luck, Vidar C.

 

[allanc]

The suggestion below worked.

How would I create a new report from this folder?
I cannot seem to find the starting point.

Also, I would have preferred to retain the call type 'support', etc.
as well as the fact that it is to be invoiced.
However, I will work with what I have.

Thank you so much.

 

[Vidar Heen Crosby]

- Sorry - Just read your question again, and see that you in fact need to get
hold of both meetings, phone logs etc, all which should be "to Invoice".
Customizing only phone logs will not work then, you are back to categories.

I just did some testing, and are now actually leaning more towards this
being a bug then "user error". I made a special category called "invoice",
then created several contacts, a meeting, a sales opportunity, a phone log
and a business note, all marked with my "invoice" category. When making a
search folder and choosing the right category, sorting by contacts, the
search works as it should.

When making another search folder, using the "right" category type as
explained in previous post, I can list and sort both phone logs, meetings and
business notes, and they are flagged by category. BUT: When I tried to apply
a filter, only filtering the list by Category "Invoice", only the sales
opportunity remained.

From what I can gather, the Categories integration with BCM is
malfunctioning, because they do not all relate to the same "category" which
is seachable and filterable. Furhter more, I just noticed that when selecting
category in the field chooser both from "user defined..." and the general
one, they are even spelled differently, one is called "Category" and the
other is called "Categories". (I use a norwegian edition, this may not show
on the english one).
To make the confusion complete, this diffence is NOT reflected throughout
search/filter options...

A comment from a Microsoft representative on this would be nice.

-Vidar C.

 

[allanc]

I have to admit. I am confused.
I setup a note, task, phone log and appointment (*not* meeting).
I categorized them all as per our discussion.

I did a 'save as' on the standard contact / activity report.
Then modified the copy's filter to only include the 'categories - is
not blank'.
The note, task and phone log appear - however the 'appointment' does
not.
If I look at the filter criteria where you check off the various types
of transactions 'appointment' is not on the list but 'meeting' is.
It seems that I am beating my head against a brick wall regardless of
my approach.

Basically, I am attempting a real world usage of BCM.
I would like to flag (by whatever means) certain transactions for
subsequent invoicing.
I would like to produce a hard copy report that I can use to manually
input into my invoice program.
After invoicing I would like to remove the flag.
We can not use the MS accounting program because a) we are in Canada
b) we already have an accounting program.
I certainly *cannot* be the *first* person that has attempted this!

How would *you* accomplish this task?
Maybe we are not thinking outside of the box.

 

[mrtimpeterson via OfficeKB.com]

How many MS software developers does it take to screw in a light bulb?

-THP

 

[Vidar Heen Crosby]

Allan,

i will keep on testing on this, and report here if I find a solution. As per
now, this is not us thinking wrong, it is BCM that is not handling categories
correctly. I have used BCM for a while now, and my greatest source of
confusion is the mix-up of fields between outlook and BCM.

Suggestion to MS: Mark every BCM field a certain way so they are easy to
find and distinguish from outlook, like BCM-Full Name, BCM-Notes etc.
Whatever, just as long as we can find them. And make them (all of them)
available throughout the system. Thank you.

To get constructive again Allan - I think you need to use both categories
and customized phone log entries, and then use a filter to get all the items
you need. It should be possible to create a search folder which should
produce all the items you need. As for phone log, I would suggest creating
"Support - For Invoice" and "Support - Invoiced OK" etc, so that you can
maintain information in regard to what kind of call it was also after having
invoiced.

Vidar C.
_______________________________________
I started out with nothing. I still have most of it.

 

[allanc]

You do not mean to filter on categories - or do you?
As you know, I cannot seem to filter on a specific category.
The only filtering on the categories that seems to function (on the
phone log anyway) is 'is blank' or 'is not blank'.

Also, do you have any idea why 'appointments' (versus 'meetings') do
not show on the activity log?

 

[Vidar Heen Crosby]

I just thought of a solution for you, and tested it ok. Given, you need to do
something manual, but still...

Enter a specific word in the "subject", like INVOICE (or something short
that will not appear in any other subject, like RIP'EM!

Then make a search folder, include all message logs, and then by using
advanced filter have "subject" containing "RIP'EM!"

For me, this worked on every item, including meeting (or appointment or
whatever).

After having invoiced, remove your specific word in the subject to remove
the item from your list.

**crawls back into box***

 

[allanc]

And you think that *you* found the answer?
Here's one for you.
I cleared the 'red' colour category from all transactions.
I then renamed the red category from 'To Invoice' to 'Invoice' and
filtered the activity report on 'Invoice'.
Then, automagically (do they use that word in Norway?), the darn
records started to filter properly.
I then followed the above procedure to go from 'Invoice' to 'To
Invoice' and the phone logs are working in the activity report - sort
of .
I have not looked into the other transactions yet.
The problem that I still have with the phone logs is that the 'start
date and time' cannot be extracted. Same for the 'call type'.
I have check marked *all* of the available fields in the column list
but the only dates retrieved are the date/time that I created and
modified the phone log transaction.

 

[Vidar Heen Crosby]

We most certainly have that word here, and I just reproduced your scenario.

I cleared my cateogories, then created a brand new one, and selected it for
the different log types. What happened? Automagically -) it listed
correctly.

Then I went about looking for the "call type" that you requested, and just
as Automagically the list still sorted correctly, but the color from the
cateogories was empty. Went back to the full log list, and there the colors
still were showing. Back again to search folder, and now they came back. Went
about looking into different folders and then coming back, did this like 7 or
8 times, sometimes the colors were there, sometimes not, but it still sorted
correctly. I screenshotted it and put it here:
http://www.scenarium.no/bcm.aspx

As you will see from the top picture, I think I got the categories you need,
and that they (sometimes) work with all log types. Translated, from left to
right, here is where I found them:

Element Type - comes as standard
Connected To - User Defined Fields, think field is called ParentShowName in
english
Subject - comes as standard
Created/due - User Defined Fields
Categories - Often Used Fields
Duration - All Log Fields
Sendt date - User Defined Fields
Start time - User Defined Fields
Call Type - User Defined Fields

I put a forward date on Start Time to be able to see that it was not the
created/modified that showed.

Think it is safe to say that not *Everything* is as it should be in regard
to Categories and BCM. I would not trust my invoicing with it to be honest,
atleast not without having another system (excel sheet or something) to
validate for a period that everything gets invoiced.

*I* deserve a Post was helpful now !

-Vidar

 

[allanc]

Hi Vidar,

Yes, you do deserve a gold star.
What a team we are!

As far as I can see - the task and business notes do not have
durations as a specific field on their form, correct?
I have to remember to include the duration in the comment for the
transaction.

Also, 'Notes' (as opposed to Business Notes) do not appear in the
search folder list.

How would I create a hard copy report of the 'to invoice' search
folder?

TIA.

 

[Vidar Heen Crosby]

As far as I can see - the task and business notes do not have
durations as a specific field on their form, correct?
I have to remember to include the duration in the comment for the
transaction.

A task can have have duration. On the task, go to "details", and specify the
actual duration of the work. (For once a bug does us a favor. "actual work"
here shows up in the same field as the duration field we already set up, as
opposed to the "Actual Work" field it should use. That one stays empty....)

A business note cannot have duration, but then again, how would you invoice
that?

Also, 'Notes' (as opposed to Business Notes) do not appear in the
search folder list.

This field is buggy as well, for me the regular Notes show the sender of
e-mails or the start time of a meeting....Just play around with the different
note fields and see if you can find the one containing your data.

How would I create a hard copy report of the 'to invoice' search
folder?

Use the Business Contact Manager tab on top, go to reports and select
Activity - Activity by Contact (or Account if thats what you need). Filter
the report by using the same filter as in search folder (advanced, category
equals invoice). Then change report (says change in Norwegian, may say
customize or something) and select the columns that you want to have on your
report. The fields available here are limited and reflects the other field
problems elsewhere unfortunately. Print or export to excel for adjustements
before printing.

(By the way, if you see an item that needs to be changed, you can actually
doubleclick on it from this view and go directly to the item. Nice.)

I cannot believe how buggy the Fields are. I do however believe that several
of them exist only in the Norwegian translation, at least it would appear
that several of the field mappings from english to norwegian have been done
incorrectly.

If you cannot generate your report properly because the fields are letting
you down, my next option would be to use Access to connect to the dabase and
just extract the data that way.

- Vidar

(and with the Helpful post remark I was referring to the nice button down
below in this forum that would acknowledge that my post was helpful to you.
Now go push it

 

[allanc]

This is what I have additionally found to date:

1. Search Folder
a. Task has a start date but no time but has a duration.
b. 'Notes' (as on the Outlook Nav. pane) are not included in the
search folder

2. Report on the Search Folder:
a. Task - does not display duration
b. Phone Log - does not display start time or call type
c. Meeting - does not display duration. This field (on the search
folder) can also be derived from the 'notes' field which displays both
the start and end time. On the report, only the start date but not the
end date.
I have determined (to the best of my ability) my findings on the
report based upon including *all* available fields. If you have the
time, can you please include *all* fields in your report and see if it
lines up with mine?
TIA.

 

[Vidar Heen Crosby]

I am getting the same results as you.

I am very disappointed with the limitations on report designing, and not
only in regard to the fields available. I really want to be able to design my
own reports, not rely on modifying some scarce few examples that may or may
not be what my customers need.

If I so should happen that I am forced to make reports based on extracting
data directly from the database by using SQL Server or Access I will give you
a heads up if I see that it can help you.

And thanks for alot of good input

 

[allanc]

I hope I get a brownie point for this.
I found another sort of patch:

Left click on the search folder.
Click File / Print
You basically get a dynamically created report (you do not need to
create a permanent report format) of the search folder.
So, whatever info is missing from the search folder (previous post) is
missing from this report.
In my test example (1 each of task, note, phone log and meeting) the
report ended up being 2 pages of portait or 1 of landscape.
This is because the notes for task and meeting contain redundant
information i.e. start date/time and end or due date/time.
The notes for notes and phone logs are meaningful.
If I resize colums, move them around, etc. the adhoc report adapts to
what I have done in the view.
I do not think that we can do the granual settings that an 'official
report' is capable off such as working with the headings, etc but at
this point I think we are moving even further forward.
To me, this adhoc report is more complete than using an actual report
form.
So, to summarize what is missing in the search folder:
1. Task has a start date and duration. It does not have a start
*time*.
2. Business notes are included but not notes from the Outlook Nav.
pane.
Any suggestions on how to fix the above?

My next task is to integrate with my PDA (Palm Treo 680).
Should I start a new thread on the PDA?
If so, is this the correct forum?

 

[allanc]

I hope I get a brownie point for this.
I found another sort of patch:

Left click on the search folder.
Click File / Print
You basically get a dynamically created report (you do not need to
create a permanent report format) of the search folder.
So, whatever info is missing from the search folder (previous post) is
missing from this report.
In my test example (1 each of task, note, phone log and meeting) the
report ended up being 2 pages of portait or 1 of landscape.
This is because the notes for task and meeting contain redundant
information i.e. start date/time and end or due date/time.
The notes for notes and phone logs are meaningful.
If I resize colums, move them around, etc. the adhoc report adapts to
what I have done in the view.
I do not think that we can do the granual settings that an 'official
report' is capable off such as working with the headings, etc but at
this point I think we are moving even further forward.
To me, this adhoc report is more complete than using an actual report
form.
So, to summarize what is missing in the search folder:
1. Task has a start date and duration. It does not have a start
*time*.
2. Business notes are included but not notes from the Outlook Nav.
pane.
Any suggestions on how to fix the above?

My next task is to integrate with my PDA (Palm Treo 680).
Should I start a new thread on the PDA?
If so, is this the correct forum?

 

[allanc]

You are very welcome and I thank you (of course).

At least I am very computer literate which, I think, has helped this
process. Can you image the newbie trying to work through this?

We are comfortable with SQL also although I think that with all of the
work-arounds - I do not have to go that route for ourselves.
If you think that we might be able to assist with SQL - feel free to
Email me off-line at the Gmail address linked to this post.
I will then reply and supply my actual domain addy.