Opening a Wizard

A wizard may be one of the available options to add a new record or the only option. If a wizard is your only option, it opens immediately when you click the New button. If several wizards are available, click the New button, and then select the appropriate wizard from the drop-down list.

Using a Wizard

To advance through a wizard, complete the appropriate fields on the first page, and then click Next to advance to the second page. The next page that you see depends on the options that you select on the previous page. On each page, complete the appropriate fields, and then click Next to advance to the next page. If you make a mistake, or need to change an option on a previous page, click Back to go back to the appropriate page. If you advance to the final page of the wizard, click Finish to save the record.

If available, any wizard page may include a Finish button that allows you to stop and save the wizard before the final page. Once the record is saved, you can go back and add additional information at any time.

Important: When you are using a wizard, do not use the browser's Back or Forward buttons. Instead, use the buttons in the wizard's toolbar (Next, Back, Cancel, and Finish) to navigate through the wizard.

You can also use the links in the left pane to advance through the wizard. When you open a wizard, the left pane displays all of the wizard pages in the correct order. The wizard pages that you can access in the left pane also depend on the selections that you make on a previous page.

Note: If you use the left pane to advance through the wizard, it is recommended that you complete each page in order.

Supported Field Types and Operators

check-box

Use a check to turn an option on or off. When the option is on, a check mark appears in the box. To select or clear a check-box, click inside it with the mouse, or navigate to it with the keyboard and press SPACEBAR. You can check multiple check-boxes as appropriate.

Date Field

Use date fields to store and display dates in the format specified in your user preferences (see Selecting Region, Date, and Time Formats).

Edit mode	Read-only mode

In date fields, you can do either of the following:

• Manually type the date in the accepted format. This method may be faster when entering dates that are in the past or distant future. You can copy and paste data, if necessary. A calendar window pops up, but does not interfere with your manual data entry.
• Put the cursor in the date field to automatically open the Calendar pop-up window and select the necessary date in the pop-up window.

To select a date in a pop-up calendar:

1. Use the left or right arrow controls to set the desired month and year. The double arrows move by one year per click, and the single arrows move by one month per click.
2. Select the desired day on the screen.
   After you select the day, the Calendar window closes.

Time Zone Independent Date Fields

Depending on each object setting, date fields can be one of the following:

• Time zone dependent—Converts dates entered by other users to your time zone. If you enter a date in a time zone dependent date field and a user from a different time zone views the date, the date will be converted to that user's time zone.
• Time zone independent—Dates entered by another user are not converted according to time zone, regardless of your time zone setting. This means that dates should show up "as is", regardless of a user's Time Zone.

Some System Date fields will also be set to be Time Zone Independent by default.

List Fields

You can display list items in the following ways:

• Drop-down List
• List Box

Drop-down List

A drop-down list is a field where you click the arrow on the right or press the DOWN ARROW key and choose an item in the resulting list. You can make only one selection in a drop-down list.

If items in a drop-down list are hierarchically related to each other, these relations are indicated by the appropriate indentation and a colon between the items.

The advantage of drop-down lists is that you can see all available items and can make your selection quickly. However, if you have a large number of items, you have to scroll up and down a long list making sure to select the correct item.

Edit mode	Read-only mode

As you can see, in read-only mode, a drop-down list presents its value as a simple field or background text. There is no indication that it is actually a list.

To find the necessary item in a drop-down list

1. Click the drop-down list or navigate to it using the keyboard.
2. Type the first letter of the item (or the first digit for numbers).
3. To go further down in the list of words starting with the selected character, keep pressing that key.

When you reach the end of the list of the words starting with the selected character, the first word in the list is selected again.

Important: This technique does not work for the items displayed with spaces at the beginning of the item text (indented items).

Points to Remember

• To open the list, click or tab to the drop-down list.
• To select the necessary option, click the item or use the arrow keys.
  If there is an adjacent command button next to the drop-down list, you must click the button or navigate to it and press ENTER to complete the selection.
• In long lists, you can scroll up and down the list.

Important: For full keyboard accessibility in drop-down lists, you must enable Accessible Mode. For more details, refer to Enabling Accessibility Mode.

• In Accessible mode, use the arrow keys to select an option, press the TAB key to navigate to the go button, then press ENTER to make your selection.
• Categories or lookup table items in a list that are displayed in gray are inactive. If accessibility settings are enabled, (inactive) is added to the item name and they are not displayed in gray.
• Inactivated items must not be added to records, so they are not displayed in lists that are used to add items to records. If a category or lookup table item that you are familiar with is not displayed in a list, it may have been inactivated.
• If search screens include category lists or lookup tables for the type of record, any inactive items are displayed in gray. You can select these items to search for records that had the item selected before it was inactivated.
• If an inactive item was added to the record before it was made inactive, you can save the record without changing the item's value. If you accidentally change the value and save the record, you cannot restore the inactive value to the record, but you can contact your administrator to temporarily activate the needed item.

List Box

List boxes allow you to simultaneously select one or more items. List boxes are only available in search screens and in some wizards. It is also known as a "multi-select" list.

Edit mode	Read-only mode
	Not applicable

To make a single selection

Select the item in the list using a mouse or keyboard arrow keys.

To make multiple selections

• Select the first item, press and hold the SHIFT key, and use the keyboard arrow keys or a mouse to select several consecutive items in the list.
• Press and hold the CTRL key and click on the desired items. If you prefer to use a keyboard, press SHIFT+F8 to activate the multiple select capability, use the arrow keys to move to items, and press SPACEBAR to select several random items in the list.

Memo Text

Memo Text fields allow you to type large amounts of plain text.

Edit mode:

Read-only mode:

If you copy and paste the necessary text from other word processing applications, you lose the formatting, including bullets, numbers, and indentations.

Note: In the unusual case that you enter 250 characters or more, without any embedded spaces, into a Memo Text field, the web browser might try to word-wrap the content by making the field much wider, causing any fields to the right of the memo to move much farther to the right. The fields are still accessible by using the horizontal scroll bar.

Number

Number fields can store and display decimals, percentages, and integers. In other words, Number fields accept only numeric characters. Also, each Number field may accept only appropriate values, for example, the Number of Plaintiffs field accepts decimal amounts, whereas a Total Amount field in accounts can accept both integers (whole numbers) and decimals. Most decimal amounts are rounded to two places. Invoice expense rates can have up to five decimal places.

Note: In read-only mode, negative numbers are displayed in parentheses. In edit mode, negative numbers are preceded by a minus sign. You should use the minus sign, not the parentheses, when editing a negative number.

Edit mode	Read-only mode

All number fields automatically format your entries as necessary, for example, to dollar or percentage amounts, and display the appropriate signs. In other words, you do not have to type formatting characters.

Option Buttons

Option buttons are fields that look like circles that you can use to select only one of the mutually exclusive options. These buttons are sometimes referred to as "radio buttons." To make a selection, click the desired item with your mouse or, alternately, move the focus to the option buttons with the Tab key and use the arrow keys to make your choice. In the example below, the option button serves to set the 'Primary' option.

Edit mode	Read-only mode

Text

Text fields accept any characters. Unlike memo text fields that accept large amounts of text, you can only type up to 50 - 250 characters in text fields.

If you are working with the Workflow Approvals or Invoices, you can enter up to 2000 characters in any Comments or Reason field.

Primary Entries

For some record types, when multiple entries are allowed, you must designate one of the entries as primary. You do this by clicking the Option button next to the Plus button. When an entry is designated as primary, it is used in reporting and in any area where only one entry will be shown, no matter how many other entries exist.

In edit mode, the primary designation appears as a check mark in an option button. In view mode, however, the word "Primary" appears next to the primary entry instead.

Deleting an Entry

When a section already has multiple entries, and you wish to delete one of them, click the Minus button next to the entry. That entry will disappear but the other entries will remain.

Editing Batch Entries

For custom blocks, if enabled, you can add or delete one or more fields. Additionally, you can tab to specific fields in the batch display and edit them as necessary. A search feature is also provided so that you can search for information to populate a field.

Note: This feature is only available if it has been enabled by the system administrator. If not enabled or if you do not have access to this feature, the following screens and functions are not available.

To add a new entry

• To add a single row, click the Add New Item button above the batch display. A new empty row is added to the bottom of the display and the cursor moves to the Work Item field so that you can immediately begin adding information.
• To add multiple rows, click the Add Item drop-down list and select the number of rows that you want to add. The selected number of rows appear at the bottom of the batch display.

To edit an entry

Click the edit icon next to the line that you want to edit. The field becomes editable and you can make changes.

To copy an entry

Click the copy icon next to the line that you want to copy. An exact duplicate of the selected line appears at the bottom of the list.

When you are done adding, editing, or copying entries, click Save to save the changes.

To remove an entry

Click the check-box for the entries that you want to remove, and then click Remove.

To search in a batch display

Some fields provide a search icon that you can click to search for specific information to populate a field. Click the search icon to enter search criteria. For information about using the search module, see Searching for Specific Records.

Categories and Record Types

Besides the Contact record type, categories are also used to control sections of custom fields (category details) in the Project record type, and in each custom record type.

In the Account record type, categories are used for organizing accounts, but accounts do not have custom fields associated with their categories.

The examples in this portion of the documentation have categories related to the Contact record type.

Assigning Categories

When viewing an existing record's Categories page, only the categories that are presently assigned to the record will be shown. There might be many other categories available for assignment, but they are not visible during viewing.

When editing the Categories page for a record, all of the categories that are available for assignment are shown. The categories that are presently assigned are indicated in check-boxes. You can assign multiple categories to a record.

The list of categories is structured like a family tree. Those branches that are expanded are marked by the minus icon, and those that are presently collapsed are marked by the plus icon. You can expand and collapse branches by clicking these icons.

You can assign or unassign a category by clicking the check-box next to the category name to place or remove a check mark in the box.

Note: that assigning a category automatically causes any parent categories to be assigned, too. In this example, assigning Attorney to the record caused Internal to be assigned, because Internal is the parent of Attorney. It is also possible to assign a parent category to a record without assigning any of the child categories.

Set a primary category before saving as detailed in the image below.

Unassigning Categories

You can unassign a category by clicking the check-box next to the category name to remove the check mark in the box. Unassigning a child category does not automatically unassign the parent category.

Important: When you edit an existing record and unassign one of its categories, then save the record, all of the information in the category details for that category will be permanently deleted. Even if you re-assign the category the previous information cannot be recovered. Therefore you should use caution when unassigning a category.

Save Options

If the label on the Save button is already the choice you want, simply click the button. If not, click the drop-down arrow on the right edge of the button and make your choice from the list that is shown there.

Note: Records contain fields to indicate when, and by whom, a record was created, last modified, and last opened. These fields are useful when searching or doing reports. All of these applicable fields are populated with your user name, and the current date and time, when you click a Save option.

If there are errors in the fields that you were editing, the save operation may fail and one or more error messages will appear at the top of the page.

The record remains in edit mode. Correct the errors that are described in the error messages, and try to save the record again.

Unsaved Records

When you hover the mouse over the Recent Items button, a window appears that contains links to records you have worked on recently as well as unsaved records. To return to an unsaved record, simply click the link for that record. You can then edit the record further and/or save the record.

You are also reminded about unsaved records when you attempt to log out while there are still unsaved records present in your session. A window appears that lists the unsaved items.

Unsaved Records Reminder

Each item has a check-box next to it. If you wish to save the items before you log out, click the related check-boxes and then click OK. If you do not wish to save any items, leave the check-boxes blank and click OK. If you decide not to log out after all, click Cancel.

Copying a Record

To reassign work

1. Click the Tools tab.
2. In the Tools section, click Reassignment Tool. The Reassignment Tool page opens.
3. Select or search for the user whose work you want to reassign.
4. Select the check-box for the Record Type that you want to reassign.
   
5. For each record type that you want to reassign, select the appropriate option in the Setting drop-down list:
   • Appointments—Select Future for appointments that have not occurred or Future and Past for all appointments.
   • Tasks—Select Incomplete for tasks without Completed as the Status, or select Un-posted for tasks that have not be posted.
   • Projects or custom objects—Select the appropriate option. The options are most likely Open projects or Open and Closed projects.
6. In the New Assignee column, select or search for a user to be the new assignee of the selected record types.
7. Click Reassign.

The status of the reassignment appears in the Status column. If the reassignment was successful, the status looks like the following image.

If the reassignment of a related task or appointment fails, for example, a record is pending approval at the time of the reassignment, the project reassignment fails as well. When the record reassignment is complete, a message displays the number of records successfully reassigned and the number of failures. You can view the log for detailed information. If the reassignment failed, the status looks like the following image.

Creating a Data File

To import data, you must create an Excel spreadsheet that contains the record information that you want to import. The spreadsheet looks similar to the following image.

Note: If your Excel work book has multiple sheets, only the first sheet uploads.

To create a data file

1. (optional) Open the appropriate record type and use the label names in the record as a guide to determine label names for your data file.
2. Enter the label names in the first row of the spreadsheet.
   For example, for contact records, you could enter First Name, Last Name, Company, Job Title, Type, etc., as shown in the Contacts Example image. If you are creating a contact import file, see Importing Contacts for additional information.
3. Enter data for each record in a row.

Note: It is recommended that you import a small number of records to ensure that your data meets the guidelines.

Data File Guidelines

The following guidelines apply for the first row:

• The first row cannot contain duplicate label names, even if the names have different cases.
  For example, Address, address, and aDDress are all considered duplicates.
• Label names cannot contain the following symbols:
  
  < (less than)
  > (greater than)
  . (period)
  & (ampersand)
  ' (single quote)
  " (double quote)
  [ (left bracket)
  ] (right bracket)

In addition, TeamConnect ignores macros and formulas and removes currency and percent symbols when importing data.

Localized Labels

If you want to create a data file that contains localized data for system and custom lookup fields, assignee roles, and categories, enter the field's tree position instead of translating the field.

Importing Contacts

Categories Example

Contact data files must contain a Type field for each entry. The options for the Type field must be one of the following:

• P or Person.
• C or Company.

This field is not case sensitive. See the Type field in the Contacts Example image for an example.

In addition, each entry that has a Type drop-down box, such as the Address or Phone label, must have a Type entry in the data file. For example, if you have an Address heading label in your data file, you must also have an Address Type heading label, as shown in the following image.

Adding Secondary Field Labels

You can also add secondary information for the same label type, such as a secondary address for a contact.

For example, for a secondary address, create and then populate labels similar to the following labels:

• address2
• city2
• state2
• zip2

Once you import the data file, you can use the Add More Fields option to map these fields as secondary addresses.

Importing Data

When the data file is complete, use the Data Import Wizard to perform the following process.

Note: The information that you see and the tasks that you can perform while using the import wizard depend on your access rights.

An incomplete import wizard appears in the list of Unsaved Items in the top-right of your browser. If you click away from the wizard at any time, click Unsaved Items to resume your work. The wizard no longer appears under Unsaved Items when you finish or cancel the wizard or log out of TeamConnect.

To import records

Note: The following procedure assumes that you created or obtained a data file that meets the import guidelines. See Creating a Data File for more information.

1. Click the Tools button.
2. In the Tools section, click Data Import Wizard.
   The Data Import Wizard opens to the first page.
   
3. Review the first page, and then click Next to continue.
   The Upload Spreadsheet File page opens.
   
4. In the Record Type drop-down list, select the type of records that you want to create.
5. Click Choose File or Browse to locate the spreadsheet file that contains the data that you want to import.
6. Click Next.
   TeamConnect searches system and custom field labels to match the imported labels to TeamConnect fields.
   
   When the tool finishes analyzing the data, the Map Record Fields page opens.
   
   The label names from your data file appear in the Import Field column. If TeamConnect finds a match, the suggested label names appear in the TeamConnect Field column.
   
7. For each incorrect or unmapped field, click the TeamConnect Field drop-down list, and select the correct label name.
   If you added secondary fields or fields not in the drop-down list to the imported data, you can also adding more fields.
8. Click Next.
   If you mapped a field twice, an error message appears. Correct the error, and click Next again to continue.
   
   A Confirmation page opens that displays the number of records to be imported.
   
9. Click Next to import the mapped data.
   
   Importing may take several minutes, depending on the number of records you are importing.
   
   During the import, TeamConnect ignores all blank lines and empty cells. Any custom rules that trigger upon record creation automatically execute.
   
   When the import is complete, a confirmation page provides the details of the data import, including the number of records imported and the number of records that did not import because of errors. See Data Import Wizard Errors for how to troubleshoot errors.
10. Click Finish to close the wizard. Note: After import, the Excel file will not be retained within the TeamConnect instance.

To add more fields

To add more fields, click Add More Fields, and select the type of field that you want to add. Add more fields in one of the following situations:

• You want to import secondary fields, such as a second address or phone number.
  For example, if you want to add a second address, click Add More Fields, and then select Add Address. The secondary address fields appear as Address 2 in all drop-down lists. You can now map these labels to the secondary address labels.
  

For an additional group of fields, such as a third address, add more fields again.

• You want to import fields not currently in the drop-down, such as rates or skills. Select Add Invoice Task Rate, Add Task Rate, or Add Skill to add these types of fields to the drop- down list.
  

For example, if you are importing contact records, the following table includes the mapping options for that record type.

Adding More Fields For Contacts

The selections for Add Address, Email Address, Fax Number, Phone Number, and Web Address are all for adding secondary fields. The primary fields already exist in the drop-down.

To troubleshoot Data Import Wizard errors

1. From the Import Confirmation page, click Download spreadsheet file with failed rows to review them.
2. Open the spreadsheet to display explanations for the rows that did not import.
3. Use the error explanations to make corrections.
4. Repeat the import process.

Note: To save time and to avoid duplicate records, re-import only the data that did not previously import.