Contents

MessageWorks for Windows is an easy-to-use application that replaces the messy telephone message pads used in most offices.  It can be used on a single PC or on a network.  When used on a network, if the message recipient also has MessageWorks installed on their PC, they will be notified of any new messages that have been taken for him or her and will be able to view them on their PC screen.  Messages can be browsed, searched, printed, and deleted on both the stand-alone and network installations.

Press F1 for more help on using the Windows help system.  Or select a help topic from the list below:

Message Window
Network Setup
Keyboard
Common Questions
Registering MessageWorks

Menu Bar
   System Menu
   File Menu
   Help Menu

Tool Bar
   Send
   Clear
   Read
   R-dex
   Done


System Menu

Click on the close box of the Message Window or press Alt+Spacebar to display the system sub-menu.  This menu resembles the system menu of most applications, but has one added item labeled "Topmost When Minimized."

If this menu item is checked, the MessageWorks icon will stay on top of all windows (including active ones) when it is minimized to an icon.  This is useful if your main program covers the entire screen, but you want to quickly be able to activate MessageWorks for taking a message.  Click on the "Topmost When Minimized" item to toggle this item on and off.


File Menu

Click on the File option of the menu bar or press Alt+F to display the sub-menu options on the File Menu.

Options available from the File menu are:

Preferences
Transfer
Print Setup
Exit


Preferences

Use the File|Preferences... command to change the following options (your preferences are saved permanently even when you leave MessageWorks):

Data File Location: Specifies the location where message files are stored.  If the messages are stored on a network server, a local drive must be redirected to the server and the user must be given read/write privileges to the specified directory on the server (e.g. redirect "E:\" to "\\PEAR\INFOWIN", then enter "E:\" in this field).  See network setup or your network documentation for more help.

Notification Delay: Use this option to specify how often MessageWorks checks for new messages for the current user.  If set to 0, notification will be turned off.

Read Messages For All Users: If this option is checked, when the Read button is selected, the main message file, which contains the original copy of all messages taken, will be displayed.  This feature can be used to search, print, and delete messages that have been taken.  Only the copy of the message in the main message file will be deleted (not the copy sent to the message recipient).

If MessageWorks was installed on a network, the user may not be authorized to use this feature and this option may be disabled.  If installed on a stand-alone computer, this option will always be disabled (the user can always read all messages).

ENTER Key Moves to Next Edit Control: If this option is checked, pressing the Enter key while editing a record causes the cursor to move to the next field (Tab can also be used).  If this option is turned off, only the Tab key can be used to move to the next field.  The advantage of turning this feature off is that pressing Enter in a multi-line edit control (e.g. the Notes or Response fields) allows you to start new lines at any point.

Hyphen SmartFILL in Phone Fields: If this option is checked, hyphens are automatically inserted into the phone field after the area code and prefix have been entered (you can backspace over a smartFILLed hyphen and enter a digit in its place).  This reduces the number of keystrokes required.  Turn this option off if you regularly use international or local phone numbers.


Transferring Files

Selecting File|Transfer (or pressing Ctrl+T) while in the Message Window causes a dialog box to be displayed allowing file transfer options to be specified.

You must select the type of records to transfer, either message or R-dex.  Also select the type of transfer to perform:

Import: Use this option to transfer records into MessageWorks from other databases.  Any program that can export ASCII delimited text files can be used.  This is useful for importing an existing address database or customer list.

Export: This option allows transferring records out of MessageWorks for later importing into another database program.  It produces ASCII delimited text files.  This option could be used to export your caller database into a label printing program when more complex labels are needed.

After selecting the desired options and clicking OK, an Import/Export File Selection dialog box will be displayed.  Select or enter the filename and click OK to begin the import or export.

See Also:
Field Ordering


Print Setup

Select Print Setup from the File menu to display a dialog box to select the printer to print reports to.  You can select from all Windows printers that have been installed.


Help Menu

Context-sensitive help is available at any time by pressing the F1 key or by clicking on the Help button in any dialog box.

While at the Message Window, click on the Help item of the menu bar or press Alt+H to display the help sub-menu.  Four items are available on this menu:

Contents: Opens the MessageWorks help file and displays the contents topic.

Search for Help On: Displays the MessageWorks help file and goes to the search window.

How to Use Help: Opens a help file explaining how to use the Windows help system.

About: Displays a dialog box with version and copyright information about MessageWorks.


Read Window

The Read Window is the window displayed when the Read button is clicked (or Alt+E is pressed) from the Message Window.  If there are no messages for the current user, a message explaining this will be displayed.  Otherwise, the Read Window is displayed with the most recent message.  If the message is new, the New checkbox will be checked.

If File Preferences was used to select the Read Messages For All Users option, the title will change to "MessageWorks - [Everyone]", and reading messages will display messages in the main message file.  All messages are stored in the recipient's individual message file and also in the main message file.  If the recipient deletes his copy of the message, the copy in the main file still exists and can be searched, printed, or deleted by users who are authorized to read messages for all users.

The scroll bar on the right edge of the window shows the relative position of the current record in the file.  It can also be used to move between records with the mouse.  Click on the ends of the scroll bar to move forward or backward in the file one record at a time.  Click and drag the thumb to move directly to a record in the file.

The tool bar at the top of the Read Window can be used for the following functions:

Search
Print
Delete
R-dex
Done

See Also:
Message Fields


Send Message
Send

Clicking the Send button (or pressing Alt+S) causes the current message to be saved permanently in the MessageWorks main message file.  The message is also sent to the recipient if MessageWorks is installed on a network (it is stored in their individual message file).

Each user is automatically added to the list of users the first time they run MessageWorks.  Their name will be displayed in the To field as you type with the SmartFILL feature and will also show up in the To listbox (displayed by clicking the down button beside the To field).  On the network version, you can only send messages to people on the list of users.

Normally, after the message is sent, all fields of the Message Window are cleared and prepared for the next message.  If you want to send the same message to more than one person, hold the Shift key down while clicking Send.  The message will be sent, but only the 'To' field will be cleared in order for you to enter another name.  Hold Shift while sending to all other receipients except the last one (or click Clear when you are done).


Clear Message
Clear

Clicking the Clear button (or Alt+L) clears all fields of the Message Window without sending the message.


Done Button
Done

If the Read Window or R-dex Window is displayed, clicking on Done closes the window (or press Alt+N).

If the Message Window is displayed, clicking Done has the same effect as clicking the minimize button or clicking on the System Menu and then clicking Minimize.  The MessageWorks Message Window is reduced to an icon on the desktop.  Double-click on this icon again to enter a new message or perform other MessageWorks functions.


New Button
New

Clicking the New button (or pressing Alt+W) in the R-dex Window saves any changes to the current record and displays an empty window for adding a new record to the R-dex.

Normally, after saving a record in the R-dex, all the fields are cleared.  If you want to enter another person with similar information (i.e., from the same company), hold the Shift key down while clicking New.  Only the Name field will be cleared after the record is saved.  Click New by itself when you are done.  Existing records can be used as a template in this manner also.


Message Window

The Message Window is the window displayed when MessageWorks is started.  All functions related to taking messages can be accomplished from this window.  Each time MessageWorks is loaded, an empty message form is displayed, allowing entry of a new message.

When installed on a network, the title bar displays the user's name for this installation of MessageWorks.  If there are any unread messages, the window title will flash with the number of new messages (e.g. "MessageWorks - Kevin Smith - 2 Messages").  If the message window has been minimized, the MessageWorks icon will flash and the title will show the number of unread messages.

Use the menu bar for file and help functions.  The tool bar at the top of the Message Window can be used for the following functions:

Send
Clear
Read
R-dex
Done

See Also:
Message Fields


R-dex Window

The R-dex Window allows you to view, enter, and modify information about callers.  This window is displayed by pressing Alt+R or clicking on the R-dex button in the Message Window or Read Window.

The R-dex Window is also displayed if you enter a new caller when entering a message and you answer Yes when asked if you want to keep the caller's information permanently.

R-dex records are stored by first name, then last name.  Close or minimize the R-dex Window or click on Done after you have finished entering or modifying R-dex records to return to the Message Window.

The tool bar at the top of the R-dex Window can be used for the following functions:

New
Search
Print
Delete
Done

The scroll bar on the right edge of the window shows the relative position of the current record in the file.  It can also be used to move between records with the mouse.  Click on the ends of the scroll bar to move forward or backward in the file one record at a time.  Click and drag the thumb to move directly to a record in the file.

See Also:
R-dex Fields


Searching

Clicking the Search button (or pressing Alt+S) from the Read Window or R-dex Window activates the search function.  The search dialog box is displayed.  Enter the value to search for, select which fields to search in and what type of search to perform, and click OK to begin the search.  After the search is finished, MessageWorks displays the number of records matching the search.  If no matching records were found, the user can optionally try another search.  If one or more matching records were found, clicking Yes causes the search to be accepted.

After accepting a search, MessageWorks remains in search browse mode until the Cancel button is pressed.  The record count only includes the searched records, and the window title contains " - [search]."  Only the matching records are displayed, and you cannot add new records.  You can print or delete the records that match the current search.


Message Print

Press Alt+P or click the Print button from the Read Window to print messages.

Select the type of report to print and which records to print (Current, All, Unprinted, or Searched Records).  The report is printed to the currently selected printer.  Two types of reports can be printed:

Message Report:  Prints three messages per page, with all fields displayed and sorted by the From field.

Message Log:  Prints messages in a condensed format (3 lines per message) and sorts the messages chronologically.


R-dex Print

Press Alt+P or click the Print button to print R-dex records.  Select the type of report and select which records to print (Current, Searched, or All).  The reports that can be printed are:

Phone Directory:  Creates a phone directory of the specified records sorted by last name.

Response Report:  Prints the current call screening response and leaves room on the page to enter a new response for each person.

Labels:  MessageWorks can print to continuous tractor-fed label forms (3 1/2" x 15/16", Avery 4145 or equivalent) or single sheet sticky labels for laser and ink-jet printers (3 columns x 10 rows, Avery 5160).  When printing on continuous forms, first insert the forms in the printer and align the top of a label with the print head.  MessageWorks maintains that alignment for as many labels as are printed.  When printing to laser forms, you may specify the starting row and column for the labels.  This allows you to use the same page for multiple label reports by reinserting that page in the printer until all labels have been printed on.


Delete

Press Alt+D or click on the Delete button to delete messages or R-dex records.  You can delete the current, printed, or all records.  You can also delete the searched records if in search browse mode.  You will be asked to confirm your choice before the records are permanently deleted.

If you were given the ability to read messages for all users (specified during installation), you also have the capability to delete MessageWorks users from the callee file.  To do so, pop-up the callee list by clicking the down arrow button beside the 'To' field (or press Alt+T while in the To field), select the user to be deleted, and click Delete.  You will be asked to confirm this choice also.  Keep in mind that all of that user's messages will be deleted.

The network version of MessageWorks allows multiple users to update the MessageWorks database (add, delete, and modify messages and R-dex records) at the same time.  When ALL records are deleted, after marking the records as deleted, MessageWorks attempts to physically remove the file and start over with a fresh, empty data file.  If another user on the network and is reading messages when the delete is attempted, the network will not allow the file to be deleted and a file sharing error will occur.  If this happens, simply click Cancel.  The records have in fact been marked as deleted.

See Also:
Searching


Exiting MessageWorks

There are several ways to exit MessageWorks.  You can only exit MessageWorks from the Message Window.  Click the Done button of the R-dex Window or Read Window to return to the Message Window.

If you might be taking another message at a later time, you can keep MessageWorks in memory, but simply minimize it to an icon so it can be quickly displayed again.  To do this, click on the minimize button in the upper right corner of the Message Window or click on the Done button while the Message Window is displayed.

If you want to exit MessageWorks completely there are three ways to exit:

1.  Press Alt+F4.

2.  Click on the File menu, then click Exit.

3.  Press Alt+F, then press X to exit.


Field Order

When importing or exporting data from other programs, the fields in the ASCII-delimited file must be in the following order:

R-dex Records:

Field       	Format          	Max Length

==============================================

Name        	First/Last Name 	   25

Company     	                	   30

Work Phone  	                	   20

Home Phone  	                	   20

Fax Phone   	                	   20

Mobile Phone	                	   20

Address     	                	   35

City        	                	   20

State       	                	   10

ZIP         	                	   15

Response    	                	  240

Message Records:

Field       	Format          	Max Length

==============================================

To          	First/Last Name 	   25

Date        	MM/DD/YY        	    8

Time        	HHMM (Military) 	    4

Of          	                	   30

Work Phone  	                	   20

Home Phone  	                	   20

Fax Phone   	                	   20

Mobile Phone	                	   20

Priority    	                	   20

Taker       	                	    3

Notes       	                	  254

Message Log 	                	  254


Network Setup

When using MessageWorks on a network, both the network server and each workstation must be configured properly.

Server Setup
Workstation Setup
Testing


Network Server Setup

After installing the MessageWorks software, your network administrator must take some steps before MessageWorks can be used:

1.  Identify a network file server that will store all messages.  All persons who desire to send and receive messages to or from each other must be able to connect to this server.

2.  Create a directory on this server for the messages (e.g. \MSGWORKS).  If more than 25 people will use MessageWorks, you may want to setup separate directories (potentially on different servers) by department, floor, etc.  Although MessageWorks can handle up to 9,999 users in each directory, it may be more practical to divide things up for administration purposes or to simplify use of the program.

3.  Give all MessageWorks users read/write access to this directory.


Network Workstation Setup

After the network server has been properly setup, each user must take the following steps before running MessageWorks for the first time:

1.  Redirect a local drive to the MessageWorks server.  The command to do this can vary depending on the type of network you are using.  It can be done at the DOS prompt or from the Windows File Manager.

For example, suppose your company uses an MS-LAN Manager network and a MessageWorks data directory called \MSGWORKS has been created on the \\PEACH server.  Determine a drive that is not local to your machine (usually A:, B:, and C:) and has not been redirected to another server.  For this example, we assume drive D: is unused.  To redirect drive D: to the MessageWorks data directory, type:

   NET USE D: \\PEACH\MSGWORKS

2.  Either place the redirection statement in your AUTOEXEC.BAT (after the network logon statement) so the connection is established each time you logon, or if your network has a feature for remembering the connection and can reestablish it automatically each time you logon, use this feature.

3.  The first time you run MessageWorks, a dialog box will be displayed stating that the path is invalid or empty.  Enter the redirected drive name (D:\ in this example).  If all the network connections were properly setup, MessageWorks will run and you are ready to go!


Network Testing

The first time a user runs MessageWorks, their name is automatically added to the list of callee names in the MessageWorks database and their messages will be properly routed to their workstation.  No administration of addresses is required.

To verify that the messages are indeed being sent across the network, take a message for another MessageWorks user.  If MessageWorks is running on their PC, they should receive notification of the message within 5 to 10 minutes.  Or, to force MessageWorks to poll immediately for new messages, go to File Preferences and click on OK.

When MessagesWorks finds one or more new messages, it plays the sound associated with the Windows "Exclamation" event (look in the Control Panel Sound function to see what sound it is set to).  If the window is maximized, the main window title changes to something like "John Doe - 1 Message" and the title bar flashes; if minimized, the icon title changes and the icon begins flashing.

If you have already setup your system and are still having problems

1. Make sure you are logged onto the network.
2. Make sure the server is "up".
3. Go through the workstation setup again to confirm the connections are setup properly.


Keyboard

All MessageWorks functions can be invoked by either the mouse or the keyboard.  Most keyboard commands follow the standard Windows conventions, but any differences are described below:

Key         	Function
==============================================

Tab/Enter   	Move to next field

Shift-Tab   	Move to previous field

Esc         	Cancel the current function

Ctrl+P      	Modify MessageWorks preferences

Ctrl+T      	Transfer files

Press the Alt key plus the underlined character in a field name to move directly to that field (e.g. Alt+T moves to the To field).

When entering text in a field, MessageWorks will automatically capitalize the first letter of every word.  When entering text in the Notes or Response field, the first letter of the field and the first letter of each sentence is capitalized automatically.


Message Fields

Field    	Description

====================================================

To       	Callee's name

From     	Caller's name (both are SmartFILL Fields)

Date/Time	Date and time message taken

         	(filled automatically)

Priority 	Reason(s) message taken or desired action

Notes    	The actual message text

Taken By 	Initials of person taking message

Log      	Notes related to original message

In addition to SmartFILL, the buttons to the right of the To and From fields can be clicked to display a list of all users (To) or callers (From).  The list can be scrolled and names can be selected by double-clicking on them or by selecting the name and clicking OK.

When reading a message, the original message cannot be altered.  However, an extra button named "Log..." is displayed at the bottom of the window.  When pressed, the Priority field disappears and is replaced by a Message Log field.  Use this field to enter remarks and notes regarding the original phone message.  Click the "Priority..." button to view the priority of the message again.

See Also:
R-dex Fields


R-dex Fields

Field       	Description

================================================

Name        	Caller's name

Company     	Company caller works for

Work Phone

Home Phone

Fax Phone

Mobile Phone

Address

City

State

ZIP

Call Screen 	Info about caller such as

Response    	how to respond


Common Questions

ANSWERS TO COMMON QUESTIONS ABOUT MESSAGEWORKS

1. Message Notification (single-user)
2. Message Notification (network)
3. "Read Message for All Users" option
4. Why 2 Copies of Messages?


Question #1

HOW DOES MESSAGE NOTIFICATION ON SINGLE-USER INSTALLATIONS WORK?

When MessageWorks is NOT installed on a network, message notification is not available.  When a message is taken, it is stored only in the main message file.  You may want to print the message and deliver it to the intended recipient.  To do this, click Read from the Message Window, then select print (Alt+P).  There is an option to print Unprinted records, which will print all the messages that have been taken since the last time messages were printed.


Question #2

HOW DOES MESSAGE NOTIFICATION ON NETWORKS WORK?

When MessageWorks IS installed on a network, the message recipient will be notified of each message taken for him or her.  When the message is taken, it is stored in that user's individual message file in addition to being stored in the main message file.  MessageWorks periodically polls the user's individual message file, and if one or more new messages are found, the MessageWorks icon flashes (if the program is in memory but has been minimized) or the title bar flashes with the number of new messages (if the Message Window  is displayed).  The user will NOT receive notification while in the Read Window or the R-dex Window.  MessageWorks must be at the Message Window or it must be minimized to an icon (by clicking Done while at the Message Window).


Question #3

WHAT DOES THE "READ MESSAGE FOR ALL USERS" OPTION IN FILE PREFERENCES DO?

This option is used to toggle between viewing the messages in the user's individual message file and the main message file (see question 4).  When MessageWorks is installed on a network, one of the options is whether this user should be allowed access to messages for all users.  If this option is checked, the user will be able to select this option under File Preferences.  If the option was not checked, the user cannot view messages for all users.

This feature is provided to enable users to read, search, and delete messages taken for any other user.  This is great if, for instance, the secretary wants to check to see if she really did take an important message from ABC Company's largest customer for John Smith last Tuesday, or if he just failed to follow up on it.  It is also useful if the main message file has 250,000 messages in it and it needs to be cleaned up to free up space on the network server.

The reason this feature can be disabled is to provide security.  Remember, ANY user who has this option enabled can read, search, and delete messages taken for any other user.  Continuing the above example, suppose John Smith knew that he had received that important message and had forgotten to follow up on it, but he didn't want to take the blame.  If the "Allow Access to All Users' Messages" option had been checked when MessageWorks was installed on his PC, he could select the option in File Preferences, search for, and delete the message, eliminating any trace that the message had ever been taken.


Question #4

WHY ARE MESSAGES STORED IN TWO PLACES?

On the network version of MessageWorks, each message is stored in the main message file and the individual message file who the message is for.  The purpose of this is to provide a database containing a history of all messages that have been taken throughout the network.  Each MessageWorks user has the capability of deleting messages in his or her individual message file after viewing them.  But a second copy is retained in the main message file which only certain users can view, search, and delete.


menu bar
Located at the top of the Message Window just below the title bar.  It contains the File and Help menus.  Click on a menu item to display a sub-menu.


tool bar
The row of bitmap buttons displayed near the top of the Message and R-dex Windows.


sub-menu
The list of items that drops down from a menu bar item when it is selected.  Click on an item to or use the arrow keys to move to it and press Enter to select it.


SmartFILL field
A field whose value is automatically filled in with previously entered names that match what has been typed in the field so far.


scroll bar
A window control with a sliding thumb to show the relative position within a range of values.


thumb
The sliding button on a scroll bar which can be dragged to any position.


main message file
The main data file where the original copy of messages for all users is stored.  Every message that is taken is stored in this file.


individual message file
A data file containing messages for a specific person.  For network installations, a second copy of each message is stored in the appropriate user's message file.


Registering MessageWorks

Prospective customers are allowed to evaluate the unregistered version of MessageWorks for up to 20 days for the purpose of deciding whether the program suits their needs.  At the end of this 20-day trial period, users must either cease using MessageWorks or purchase a registered version from Epiphany Inc.

Registered users will receive the latest version of MessageWorks with no function or record limitations.  Use of an unregistered copy of MessageWorks for more than 20 days or use of a registered copy by any person or business other than the registrant is prohibited and a violation of international copyright law.

How to Purchase MessageWorks

MessageWorks is available in single-user and 5-, 10-, 20-, 50-, and 100-user network versions (larger user licenses also available).  Call Epiphany Inc. or see the file ORDERFRM.WRI for pricing details.  Payment can be made by mail, phone or fax.

By mail:  Send cash, checks, or international money orders payable in U.S. funds and drawn upon a U.S. bank (we do not accept foreign checks drawn on foreign banks), along with a completed order form, to:

Epiphany Inc.
4530 S. Sheridan
Suite 203
Tulsa, OK  74145

By phone:  Call 918-627-8040; Visa, MasterCard, and American Express are accepted.

By fax:  Double-click on the Order Form icon in the Epiphany program group (or open ORDERFRM.WRI), print it, fill it out, and fax it to us at 918-627-8020.

Disclaimer of Warranties

Epiphany Inc. does not warrant that MessageWorks software will meet your requirements or that the operation of the software will be uninterrupted or error free.  Nor do we offer any warranties or guarantees of any kind.  You are free to use MessageWorks in any way you see fit, but at your own risk.

Epiphany Inc. is not responsible for any problems or damage caused by the software or that may result from using the software, whether licensed or not.  This includes, but is not limited to, computer hardware, software, operating systems, and any computer or computing accessories.  The end user agrees to hold Epiphany Inc. and/or any persons associated with the creation of this software harmless for any problems arising from the use of the software.