Step 1 – Enter Initial Data

The Personnel Screen

To Start Up

The Navigation toolbar should be visible on the screen. 

Ø     Click the Corporate Manager bar on the Navigation toolbar or press the Required Data bar.

Ø       Click the Personnel icon to open the Personnel form.

The Personnel Form

When the Personnel form appears for the first time a record is already created with ‘New’ for the first name and ‘Person’ for the second.  Click on the text boxes to select data then enter the name of a person associated with at least one of the companies that have been entered.  (If you haven’t already entered company data in the Company Profile form, that should be done first.)  Continue entering data for the first person and follow the procedures described below for each additional person.

Creating a New Personnel Record

For every person added after the first, you need to create additional records. Use the following procedure to enter additional personnel:

Ø     Press the New button on the Standard toolbar

 A new personnel record appears on the screen.  ‘New’ and ‘Person’ appear in the first and last name textboxes.

Notice that ‘Person, New’ is listed at the top left of the form.   This is a list of everyone in the database

Companies appear in the checkbox list at the bottom left of the form. These are the companies that were entered in the Corporate Profile form.

Ø       Enter information in the textboxes for the person’s address, phone numbers, etc.

For a detailed description of each item on the Personnel form, go to the User’s Guide in this Help file and click on the ‘Personnel’ option.

When finished with the data on the right side of the form do the following:

Ø    Click on the name of the person in the list at the top left of the form, if it is not already selected.

The checkboxes in the lower left corner of the form link each person in the database to the companies they are associated with. 

Ø    Click the checkboxes next to each company that the selected person is associated with. 

For example, if the person were the secretary of Fine Corp. and the president of NEW COMPANY, INC. the checkboxes would look like the illustration above.

Saving Data

When you have finished entering data for the first person:

Ø      Press the Save button on the Standard toolbar to save the record. 

Reverting Data

If you want to remove the data you’ve entered:

Ø      Press the Revert button on the Standard toolbar.

It is important to note that the Save and Revert buttons save and revert for all unsaved data.  If you press Revert it will revert to the last time the data was saved so all data entered after the last time the data was saved would be removed from memory and cannot be recovered.  Thus it is a good idea to press the Save button after entering or modifying data for each Personnel record.

Deleting Data

If you want to delete a record for a person after it has been saved

Ø      select the persons name in the list of names so the person’s data appears on the form, then

Ø      press the Delete button on the standard toolbar. 

Note that this will delete all links for the person in the database, so any offices held, meetings attended, etc will be removed.  It does not remove stock transactions for the person.

When finished with the first record, continue entering data for additional people by clicking the New button on the Standard toolbar and repeating these instructions.

Backup Data

To ensure that data is not lost it’s a good idea to back up your data files to a location other than the current application folder.  This can be done by selecting the ‘Back-up Data Files…’ option under File on the main menu.   One of the CMS forms must be on the screen for the backup option to be available.  Backup files can be saved to any location the computer has access to including other computers on a network.

Import Data

To import backup files select the ‘Import Data Files…’ option under File on the main menu.  You are given the opportunity to save current data before importing a backup file which is necessary if you want to retain the data that is currently displayed on the screen.  If you do not backup the data it will be lost when importing a backup file.

Locating Personnel Records

To move through personnel records for a company you can select names from the list on left side the form or use the navigation buttons on the standard toolbar. 

You can also use the List or Find buttons to locate personnel records.

To Close The Personnel Form:

Ø     Press the close box (the red box with an X) at the top right of the form.

The Personnel form closes.