SmartOffice Mobile for Pocket PC User manual

SmartOffice
Mobile for
Pocket PC
User Guide
SmartOffice® – SmartOffice Mobile Pocket PC User Guide
Revised: 8/26/2005

Copyright 1998-2004, E-Z Data, Inc.
All Rights Reserved.
No part of this documentation may be copied, reproduced, or translated in any form
without the prior written consent of E-Z Data, Inc.
All product names are trademarks of their respective manufacturers or organizations.
918 E. Green Street
Pasadena, CA 91106
Web: http://www.ez-data.com
Telephone: [phone]
Fax: [phone]
U.S. toll-free fax: [phone]
Revised: 7/29/2004
SmartOffice® – SmartOffice Mobile Pocket PC User Guide
Revised: 8/26/2005

Table of Contents
Introduction..................................................................................................................................... 1
Installing SmartOffice Mobile for Pocket PC® .............................................................................. 1
Accessing SmartOffice Mobile on the Pocket PC® Device ........................................................... 3
Running SmartOffice Mobile for the First Time............................................................................. 3
Synchronization Options............................................................................................................. 5
Setting Up SmartOffice Mobile Synchronization Criteria.......................................................... 6
Preparing Data for Synchronization............................................................................................ 9
SmartOffice Mobile Main Screen ................................................................................................. 10
Contacts......................................................................................................................................... 10
Creating an Individual Contact Record..................................................................................... 13
Modifying a Contact Record................................................................................................. 16
Deleting a Contact Record.................................................................................................... 17
Creating a Business Contact Record......................................................................................... 19
Modifying a Business Record............................................................................................... 22
Deleting a Business Record.................................................................................................. 22
Calendar......................................................................................................................................... 23
AgendaView ............................................................................................................................. 23
DayView ................................................................................................................................... 23
WeekView................................................................................................................................. 24
MonthView............................................................................................................................... 24
Adding an Activity from the Calendar...................................................................................... 25
Modifying an Activity from the Calendar................................................................................. 25
Deleting an Activity from the Calendar.................................................................................... 27
ToDo.............................................................................................................................................. 29
Adding a ToDo Item............................................................................................................. 29
Modifying a ToDo Item........................................................................................................ 30
Deleting a ToDo.................................................................................................................... 31
Activity Log .................................................................................................................................. 33
Adding a Timed Activity from the Activity Log.................................................................. 33
Adding an Non-timed Activity from ToDo .......................................................................... 34
SmartPad ....................................................................................................................................... 34
Policies .......................................................................................................................................... 36
Investments.................................................................................................................................... 37
SmartOffice® – SmartOffice Mobile Pocket PC User Guide
Revised: 8/26/2005

SmartOffice® – SmartOffice Mobile Pocket PC User Guide
Revised: 8/26/2005

SmartOffice® – SmartOffice Mobile Pocket PC User Guide
Introduction
E-Z Data Inc.’s SmartOffice Mobile for Pocket PC® is a robust application developed for devices
running Microsoft’s Pocket PC® operating system. Using iAnywhere Solutions’ Ultralite
database with MobiLink Server, SmartOffice Mobile for Pocket PC® is used to seamlessly
synchronize SmartOffice data with Pocket PC® devices.
The following record types can be synchronized using SmartOffice Mobile for Pocket PC®:
•Contact – Individual
•Contact – Business
•Calendar
•SmartPad
•Policies
•Investment
Installing SmartOffice Mobile for Pocket PC®
1. From the side menu, click User Setup and select Installations to open the Installations
spreadsheet.
The Installations spreadsheet displays all available installation options. From this
spreadsheet, click the SmartOffice Mobile for Palm and Pocket PC link to open the Install
SmartOffice for Mobile devices dialog box.
2. Select the Click here to download and install SmartOffice Mobile for Pocket PC option
to begin the installation file download.
3. From the File Download dialog box, click the Open button to start the installation.
Alternately, the installation file can also be saved to the PC and installed from the saved
location.
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4. Click the Yes button to install the SmartOffice application using the default application install
directory. The progress bar shows the application being installed.
5. Once the progress bar is complete, click the OK button from the Application Downloading
Complete dialog box.
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Accessing SmartOffice Mobile on the Pocket PC®
Device
Tap the Start menu to display the program list and then tap SmartOffice to open the program.
Running SmartOffice Mobile for the First Time
When launching SmartOffice for the first time, the Security Information screen is displayed.
Security can be either enabled or disabled for the device. Once security is enabled, the only way
to remove it is to uninstall and reinstall the SmartOffice Mobile application
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Click the Yes button to enable security and display the Application Password screen. The
password is required each time SmartOffice Mobile is launched. The password must be at least 6
characters with at least one alpha and one numeric character. The password can be changed at any
time by selecting the Security Password option from the main SmartOffice Mobile menu.
When running SmartOffice Mobile for the first time, enter the database Office Name and
database User Name in lower case letters in the Synchronization Options screen. Also, specify
the appropriate synchronization and MobiLink Server information.
Note: Only one database can be used for synchronization.
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Synchronization Options
To open the Synchronization Options screen, continue as follows:
1. From the SmartOffice Mobile Main screen, tap Tools to list the following options:
Synchronize Sync Configuration and About SmartOffice Mobile.
2. Select Sync Configuration to open the Synchronization Options screen.
From the Synchronization Options screen, enter the following information:
•Office Name: SmartOffice Office Name
•User Name: SmartOffice User Name
•Password: Enter the SmartOffice User Password
•Select the communication method used to connect to the MobiLink Server (TCP/IP or
HTTP)
•Host: Enter the IP address of the MobiLink Server
•Port: Enter the Communication Port
Note: The SmartOffice System Administrator should provide the communication method, host IP
address, and port number.
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Protocol: Select the communication protocol used to communicate with the MobiLink Server.
The options are TCP/IP, HTTP, or HTTP using a web server. An additional checkbox is
displayed when HTTP is selected. This information will be provided by E-Z Data for SmartOffice
Online users and by the IT department of corporate users.
SmartOffice Login Information: The Office, User, and Password for accessing SmartOffice
must be entered in the appropriate fields. To enter the password, tap the Password button, enter
and confirm the SmartOffice login password, and tap the OK button. If the SmartOffice One
Card System (eOCS) is being used with SmartOffice, select the eOCS User checkbox to enable
One Card System Outcomes when tracking activities.
MobiLink Server Details: The host URL or IP address and port assigned to the MobiLink
Server must be entered in order to synchronize successfully. This information is provided by E-Z
Data for SmartOffice Online users and by the IT department of corporate users.
Once the correct information has been entered on the Synchronization Options screen, tap the OK
button to save the information.
Setting Up SmartOffice Mobile Synchronization Criteria
1. From the side menu, click Synchronization and select Mobile Device Setup to launch the
Synchronization Setup Wizard.
2. From the first screen of the Synchronization Setup Wizard, click the Next button.
3. Choose to synchronize all contacts or selected contacts and click the Next button. If All
Contacts is selected, continue with step 4. When choosing the Selected Contacts option, the
Filter/Set Selection dialog box opens. Select a set or filter of contacts to synchronize.
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4. Select a date range of future and past activities for synchronization. Click the OK button to
continue. There are two different ways to download the activities. Select the All option to
download all types of activities or select the Timed option to download only the timed
activities and click the Next button.
5. From the SmartPad Selection screen, set the number of SmartPad entries to synchronize.
Alternately, a range in months or just SmartPad entries manually added as notes can be
synchronized. Click the Next button.
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6. The final Synchronization Setup Wizard screen is a review of the information selected for
synchronization. If all of the information is correct, click the Finish button.
7. After the initial setup is complete, perform an ActiveSync® operation to Synchronize the
data with the SmartOffice Mobile database on the Pocket PC® device.
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Preparing Data for Synchronization
After the synchronization criteria have been selected, perform an initial synchronization.
1. From the side menu, click Synchronization and select Update Mobile Device to open the
Update Mobile Device with Changes dialog box.
2. Select the Perform a full refresh of the data from SmartOffice radio button to transfer data
that meets the synchronization criteria to appropriate database tables.
3. Perform Synchronization with the PDA to complete the initial synchronization.
4. Complete the following steps to add new information from SmartOffice:
•From the SmartOffice side menu, click Synchronization and select Update Mobile
Device to open the Update Mobile Device with Changes dialog box.
•Select the Update Mobile Device with new records and modifications radio button
to populate any additions made in SmartOffice to the database table so they will be
synchronized on the next Synchronization. Any data added/modified in SmartOffice
Mobile on the PDA is added to SmartOffice on the next synchronization.
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SmartOffice Mobile Main Screen
When the SmartOffice Mobile application is launched, after the initial setup and synchronization
is complete, the application opens to the SmartOffice Mobile Main screen. SmartOffice Mobile is
a menu driven application and the menu is accessible from the Main tab.
In the SmartOffice Mobile Main screen, there are four icons: Contacts, Calendar, ToDo and
Synchronize. There are also two menu options New and Tools.
Contacts: add a new Contact record and view existing Contact records
Calendar: add an Activity and view existing Activity information
ToDo’s: add a ToDo and view existing ToDo information
Synchronize:perform synchronization
New menu: add new Contacts, Activities and ToDo’s.
Contacts
By default, when the Contacts icon is selected from the SmartOffice Mobile Main screen, the
Personal (Individual) Contact Summary tab is displayed. The Contact Summary tab can display
records in four different categories: Recent, Personal, Business and All Contacts. These options
can be selected by tapping the drop-down arrow next to the Personal option.
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There are four different list screens to display the records:
•Recent:Only the recently added or changed records (Individual Contacts and Business
Contacts) are displayed on this list.
•Personal: Individual Contact records are listed here.
•Business: Business Contact records are listed here.
•All Contacts: Individual Contacts and Business Contacts records are listed here.
There are three ways to search for a Contact (Individual or Business) record:
•Use the vertical scrollbar to scroll up and down the Contact list. Once the appropriate
record is found, tap the Contact’s name and the Contact Details tab.
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•Enter a portion of the business name or individual contact’s last name in the search field
provided on the top right hand corner to display the matching Contact record.
•Tap the alphabet tab to find a Contact record. Tapping “ab” highlights the first Contact
whose last name begins with ‘A’. Tap “ab” again and it highlights the first Contact whose
last name begins with ‘B’.
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Creating an Individual Contact Record
There are two ways to create a new Contact Record:
From the Contact Summary tab
1. From the SmartOffice Mobile Main tab, select Contacts. By default, the Personal
(Individual) Contact Summary tab is displayed.
2. Tap New to open the Record Type dialog box.
3. Select the Individual option and then tap OK to display the Edit screen.
4. Enter the required Individual Contact information and then tap OK to display the Detail
tab.
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From the New menu in the SmartOffice Mobile Main screen
1. From the New menu, select Contact.
2. Tap New to open the Record Type dialog box.
3. Select the Individual option and then tap OK to display the Details tab.
Contact Phone Number
1. From the Contact Details tab, tap the Phone tab to open the Phone Summary.
2. Tap New to open the Phone Detail dialog box.
3. Tap the Type drop-down arrow to specify the phone type.
4. Enter the remaining phone information and then tap OK to save the additions.
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Contact Address
1. From the Contact Details tab, tap the Address tab to open the Address Summary.
2. Tap New to open the Address Detail dialog box.
3. Tap the Type drop-down arrow to specify the address type.
4. Enter the remaining address information and then tap OK to save the additions.
Note: The preferred Phone Number and Address are displayed on the Contact Details tab.
Contact E-mail/Web Address
1. From the Contact Details tab, tap the E-mail tab to open the E-mail Summary.
2. Tap New to open the E-mail Details dialog box.
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3. Tap the Type drop-down arrow to select either the E-mail or Web Site option.
4. Enter the remaining address information in the Address field.
Note: The preferred E-mail/Web Site is displayed on the Contact Details tab.
Modifying a Contact Record
1. From the Contact Details tab, tap Edit.
2. Modify the contact’s information and tap OK to save the changes.
Modifying a Contact’s Phone Number
1. From the Contact Details tab, tap the Phone tab to open the Phone Summary.
2. Tap the number for modification to open the Phone Detail dialog box.
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