Customer Files Module

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1 Customer Files Module A ColorDesigner module that allows you to find and create paints from formulas saved to individual customer accounts. What Is the Customer Files Module? H-2 The Customer Files Screen H-3 How to Use the Customer Files Module H-4 How to Backup and Restore Customer Files H-10 Networking Customer Files H-12 Hints and Tips H-14 Copyright 2005 by X-Rite, Incorporated. All Rights Reserved. X-Rite and ColorDesigner are registered trademarks of X-Rite, Incorporated. Windows is a registered trademark of Microsoft Corporation. All other logos, product names, and trademarks mentioned are the property of their respective holders.

2 What Is the Customer Files Module? The Customer Files module is the ColorDesigner feature to use when an existing customer wants to re-order a paint you created for them previously. When you create formulas in other ColorDesigner modules (such as Formula Book or Fandeck Match), you have the option of saving the formula information to a customer account. For example, if one of your customer is Bulldog Painters, you would create a customer file for them. Every time they ordered a new paint, you save the formula to their customer file. When somebody from Bulldog Painters requests a paint you previously created for them, you can go to the formula directly and create the paint from within the Customer Files module. You can create customer files for contractors and individual customers. You can also use the Customer Files module to edit contact information, edit formulas, print labels, and copy formulas to new or existing customer files. ColorDesigner Easy Reference: Setup & Features Customer Files Module H-2

3 The Customer Files Screen Module Name Tag Shows the title of the ColorDesigner module in use. In this case, Customer Files Icon Area Shows icons that represent functions for working with customer files. When you click an icon, a screen opens for that function. For example, you can click Formula Code to search for a customer file by formula code. Work Area Shows the title of the current function, a short description, and the buttons and fields for performing the function. Paint Can Area Shows the paint formula associated with the current customer file. Main Menu Button return to the main Color- Designer menu. Help Button open online help for Formula Book in the Paint Can area. ColorDesigner Easy Reference: Setup & Features Customer Files Module H-3

4 How to Use the Customer Files Module Follow this procedure to retrieve paint formulas associated with your customers. You can then edit the formulas, edit the customer files, and make paint. 1 Go to the Customer Files module. On the ColorDesigner Main Menu, click Customer Files. Phone Number field. If the first letters or numbers match an existing name or number, a button appears for that account [A]. 2 Select a customer file. You can select a customer file two ways: By Customer Name. The Select a Customer File screen appears by default, but you can click the Customer Search icon at any time to return to the screen. The Select a Customer File screen appears. Click the button. Continued... Begin typing in the Account/ Last Name, First Name, or ColorDesigner Easy Reference: Setup & Features Customer Files Module H-4

5 ... How to Use the Customer Files Module continued By Formula Code. Click the Formula Code icon and the Select a Formula Code screen appears. Begin typing the formula code in the Formula Code field. If the first numbers or letters match a formula that has been saved to an exiting customer file, a button with the customer s name or account appears [B]. The Customer File Management screen appears. Tip: The paint formula that was saved to the customer file appears on the can [D]. Tip: The Customer File Management screen appears by default, but you can click the Formula File icon at any time to return to the screen. Continued... Tip: Note that the Icon area at the top of the screen changes [C]. Six additional icons appear for various customer file and formula functions. Click the button. Tip: To search for another customer file, you can click Customer Search or Formula Code at any time. ColorDesigner Easy Reference: Setup & Features Customer Files Module H-5

6 ... How to Use the Customer Files Module continued 3 Manage the customer file. A customer file is a customer name, contact information, and paint and formula information. To edit a customer name and contact information, click Edit. The Edit Customer File screen appears. To make changes to the formula fields, select the field and type the new information. As you type, a Save button appears [E]. C To view the previous formula, click the left arrow [H]. To search for a formula by creation date, color description, job description, or formula code, click the needed binocular icon [I]. A Search Results screen appears. C C Make changes and click Save to save and return to the Customer File Management screen. Click Save to save changes. To remove the current formula from the customer record, click Delete [F]. To view the next formula, click the right arrow [G]. Click a button to display the needed formula. Continued... ColorDesigner Easy Reference: Setup & Features Customer Files Module H-6

7 ... How to Use the Customer Files Module continued 4 If needed, edit the formula. Some customers may want to adjust the color of the formula. To do this, click the Edit icon. The Edit Formula screen appears. You can make changes to the formula two ways: Type new numbers in the columns and click Apply Changes. Type a number in the Percentage field and click either Lighter or Darker. A message appears: Do you want to update the customer file? If you want to change the formula, click Yes. The original formula is replaced with the new formula. If you want to keep the original formula, click No. Tip: When you click Yes to save changes, the formula automatically updates on the paint can [J]. If the formula color appears in the paint can [K], the color is not updated. 5 If needed, change the paint can to a bigger size. You may want to adjust the increments in which you will be making paint to a bigger size. To do this, click the Can Size icon. The Select a Can Size screen appears. Click the button for the paint can size you need. Continued... ColorDesigner Easy Reference: Setup & Features Customer Files Module H-7

8 ... How to Use the Customer Files Module continued Tip: If you select a new can size, the formula automatically updates on the paint can [L] and the new size appears at the bottom. [M] 6 If want to create the paint and your system has an auto dispenser, create the paint automatically. Click the Tint icon. The software for the auto dispenser takes over and creates the paint using the current formula. 7 If needed, print labels. You may want to print labels to attach information to a customer s paint container or to use as a reference if you have a manual dispenser. Click the Print icon. The Print Formula Label screen appears. You can print two types of labels: To print a Formula Label, click a button for the number of labels you want to print and click Print Formula Label. To print a Custom Label, edit the information in the Custom Label field [N] if needed and click Print Custom Label. Tip: The Account/Last Name, First Name, and Phone Number appear by default in the Custom Label field. Tip: There is no limit to the number of characters you can use in the Custom Label field. However, ColorDesigner will size the message to fit a label. So the more you type, the smaller the letters will be on the printed label. 8 If needed, copy the current formula to a new or existing customer file. Click the Copy Formula icon. The Copy Formula screen appears. Continued... ColorDesigner Easy Reference: Setup & Features Customer Files Module H-8

9 ... How to Use the Customer Files Module continued If the name matches an existing customer name or account, a button with the customer s name or account appears [P]. Click it to save the information to the existing customer s file. The Customer File Management screen for that customer appears. Type the customer s last name or account number in the Account/ Last Name field. (The First Name and Phone Number fields are not mandatory.) As you type, the Create New Customer button appears [O]. Click it to create a new customer file. A new Customer File Management screen appears. 9 the Main Menu At the upper right of the screen, click the Main Menu icon. ColorDesigner Easy Reference: Setup & Features Customer Files Module H-9

10 How to Backup and Restore Customer Files Follow this procedure to save all your customer files to a diskette or CD. If you lose your customer files or want to replace your customer files with a previously saved copy, you can use this procedure to restore the files from a backup copy. 1 Start ColorDesigner. Double-click the X-Rite ColorDesigner icon on the desktop, or click Start, point to Programs, then X-Rite, and click X-Rite ColorDesigner. 3 Enter the secure area. In the Password field, type your password and click Unlock. Tip: The default password is Display the Backup/Restore options. On the Customer Files menu on the left side of the screen, click Backup/Restore. The Manage File Backup and Restore screen appears. 2 Go to Housekeeping. After the Main Menu appears, click the Housekeeping icon. 4 Display the Customer Files menu. At the top of the screen, click the Customer Files icon. Continued... ColorDesigner Easy Reference: Setup & Features Customer Files Module H-10

11 ... How to Backup and Restore Customer Files continued 5 If needed, backup your customer files. Tip: Save a backup copy to a floppy disk and store the disk in a location away from the ColorDesigner computer. If the ColorDesigner computer or your paint area is damaged, you will have a backup copy to restore your valuable customer files. The backup location is listed in the backup location field. If you need to change the location, click the folder icon. Browse to a different location and click OK. Click Backup. A message appears requesting you to insert Disk 1. Insert a blank floppy disk and click OK. If the disk is not blank, a message appears asking to delete existing files. Either click No and replace with a blank disk or click Yes. Tip: If the backup requires more than one disk, ColorDesigner requests that you insert them until the entire customer file database is backed-up. A message appears telling you the backup is done. Click OK. 6 If needed, restore your customer files. Insert the first backup disk in the floppy drive. Click the folder icon next to the restore location field, browse to the backup file, and click OK. Warning: The backup customer file database will completely replace the current database. Make sure you want to do this before clicking Restore. Click Restore. A message appears telling you the restore is done. Click OK. 7 the Main Menu At the upper right of the screen, click the Main Menu icon. ColorDesigner Easy Reference: Setup & Features Customer Files Module H-11

12 Networking Customer Files You can link customer files from multiple systems, in one store, therefore sharing one customer file database. Maintenance to the customer file (e.g. deleting records, backup/restore) can only be applied from the ColorDesigner system that hosts the database. The database could run on a seperate machine (without ColorDesigner), but then no maintenance could be done inside ColorDesigner. Tip: To setup two or more ColorDesigner systems to share one common Customer File database, a network hub is needed. A set of network cables will be used to link the ColorDesigner system. Note: Attention XP Service pack users; to see server names, the user must have their Firewall turned off. To do this, go to the Control Panel/Security Center/Windows Firewall. 1 Choose a system to be used as a server. Make a note of that computer s name. The server system requires no modification to work. 2 Select Housekeeping, from the non-server system. 3 Select the Customer Files button. 4 Click the Location Button. Several Customer Files selections will be available. A message will prompt you that the system is retrieving a list of available servers. Tip: Networking customer files is intended for multiple systems in one store, but could be used across a WAN, assuming the customer sets up the network and handles security issues. 5 Click on the drop down arrow to view available servers. Select the name of the server computer. Continued... ColorDesigner Easy Reference: Setup & Features Customer Files Module H-12

13 ... Networking Customer Files Module continued 6 Housekeeping. Select Customer Files. Only the Location button will be available to the user: all administrative work (i.e. Backup/Restore, importing) is restricted to the server system. All new customer file data will now be saved on the server. Except for this change, all other aspects of the Customer File feature are the same. Tip: ColorDesigner must be closed and reopened to initiate the network connection. The user will be prompted with a message. 7 the Main Menu At the upper right of the screen, click the Main Menu icon. Note: By default, ColorDesigner is set to use the Local server (the database is located on the system s hard drive.) In this mode, all Customer File options are available in Housekeeping. ColorDesigner Easy Reference: Setup & Features Customer Files Module H-13

14 Hints and Tips Links to Other ColorDesigner Documents You can create new customer files and add formulas to existing customer files in several ColorDesigner modules. Here are some examples: After creating a formula using Fandeck Match. See the Fandeck Match Module document. After selecting a formula using Formula Book. See the Formula Book Module document. After creating a formula using Home Visualizer. See the Home Visualizer Module document. Additional Support Still have questions? Here are places you can go for help: Paint Can Tag If a formula was originally saved to a customer file from the Formula Book module, a Formula Book tag appears in the paint can. If a formula was saved to a customer file from a module other than Formula Book (such as Fandeck Match), there is no tag. But the approximate color of the formula appears in the paint can. Toggle Formula Display Format You can click on the formula in the paint can to change the display between columns and strings: Online support at Set up a WebEx session with Customer Service. In the United States and Canada, call , 8:00 am - 6:30 pm EST. Columns Strings ColorDesigner Easy Reference: Setup & Features Customer Files Module H-14

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