Thursday, August 17, 2006

Contact Management User Guide

This is a recent user guide I wrote for ASI. I've written dozens of different user guides through the years. Each company has its own style guide that covers formatting and verbiage and it's my job to convey readable information to the user and comply with these guidelines.

The team at ASI has worked very hard to develop a style guide that provides clear, consistent documents for their customers.

Copyright 2006 Advanced Solutions International, Inc.

This was a fairly large document, as the Table of Contents shows:

I work hard at conveying exactly what the user can do with the product:

iMIS Contact Management helps you transform information into knowledge. By capturing the entire customer experience with your organization, you can:
§ Present relevant information to contacts, staff, executives, and business analysts
§ Automatically capture customer activity
§ Capture changes and edits to contact information
§ Build long-term relationships with your contacts

The powerful iMIS database and Toolset gives you the power to:
§ Integrate contact data with processes throughout your organization
§ Gather and filter data with built-in query tools
§ Use data with iMIS analysis tools to produce meaningful reports
§ Export data to many formats for further analysis and useThe Contact Management module is the core module of iMIS. With it, you enter, edit, track, and maintain your organization’s complex and dedicated contact information. This constant flow of data makes iMIS an adaptable and expandable tool as the needs of your organization change.

And I explain product concepts as clearly as possible:

Departments are a special type of group used to divide users into departmental data groups that share a common contact database and work documents. Departments can be groups of workers in a single organization or in related organizations.

Some of the procedures are straightforward:

To set up the prefixes list
1 Select Setup> Contacts> Individuals and Institutes.
2 Select Prefixes.
3 Click the Add icon.
4 Enter the Prefix Code. This is the actual text that will be used.
5 (optional) Enter the Prefix Description.
6 (optional) From the drop-down list, select the Gender to be associated with this prefix.
7 Click Save.
The system displays the new code in the prefix list.

And some are more complex:

To enter an individual’s communication preferences
You can specify a variety of preferences to designate a contact’s preferred delivery method of communication and the preferred address for specific types of communication.
1 Select the individual.
2 Select Communication Preferences.
3 Enter the Overall Communications Preferences:
* From the drop-down list, select the Primary Address.
* (optional) From the drop-down list, select the Preferred Delivery Method.
* (optional) If the contact should not receive solicitations, check the No Solicitation Restriction.
4 Add the Communications Preferences for Specific Reasons:
* Click the Add icon.
* From the drop-down lists, select the Communication Reason and the Preferred Address.
* (optional) From the drop-down list, select the Preferred Delivery Method.
* (optional) Select the desire Restrictions options:
- Opt Out of Mail
- Opt Out of Phone
- Opt Out of Fax
- Opt Out of E-mail
* Click OK.
The system displays the preferences in the communication preferences for specific reasons list.
5 Add the Salutations information:
* Click the Add icon.
* From the drop-down list, select a Salutation or enter the desired text.
* Click OK.
The salutation displays in the salutations list.
6 Click Save.
The system uses these communications preferences. If no preferred delivery method or preferred address is selected, the system uses the default communication preference.

Unfortunately, I can't display the formatting here, but I use indenting and other formatting to make the subject readable.

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