Resource Information and Control Corporation


Name and Address

Getting There: Accessing this application is done by double clicking on the Name and Address icon in the ConCentRICs main menu.



Purpose: Name and Address is the central point to reference any name, company, address or phone number in the ConCentRICs system. Everyone in the facility who has a need to access this information should have access to this application.

HINT: You can position your mouse pointer over any of the icons below to see a brief text-only description on that application.

Name Inquiry Name and Address Generate Mailing Import Name Data Name Utilities Internal Telephones Central Files World Time Calculator

Name and Address Modules Overview



Name Inquiry is used to quickly find any person, or company that is in the Name and Address database.
Security Level: To view - Read Only. To make changes - Normal. NOTE: You can not add or delete a name in this option..

Double clicking on the Name Inquiry icon will bring up the Name and Address Selection dialog box.

The following is a break down of the dialog box:

You can search by either Last Name or Company Name. There are two search modes available.

  • The Begins with option is the fastest, but you must enter the name exactly as it appears in the file.
  • The Contains option requires you to enter the entire search field.

    • When you see the name you want, you can either click on the name to select it and press the OK button or double click on the name and the system produces a report for that name.

    The report will show the person or company you have selected along with all available information.




    Name and Address for the entire system, which is stored in one file, contains pointers directed to a central name and address file. The other applications cannot store any name and address data within it's own files. Even though each name only occurs once as a single name file, numerous applications may reference the file. Each name has a category associated with it indicating the reference.
    Security Level: To view - Read Only. To perform all maintenance - Normal.

    Double clicking on the Name and Address icon will bring up the Name and Address Categories Code Selection dialog box.




    This is where you select the category you want to list or maintain.





    When you see the category you want, you can either click on the category to select it and press the OK button or double click on the category and the system produces a category report.
















    This report will show a list of the people or companies in the category selected.









    Generate Mailing is used to collect various names from the database and generate a list for a mailing or any other purpose. You can select names based on any field in the database and you can select one or more name and address categories. This allows you to select the names in any order or grouping that you require to form a single mailing list.
    Security Level: To view - Read Only. To perform all maintenance - Normal.

    Double clicking on the Generate Mailing icon will bring up the Name and Address Search dialog box.




    This box contains all of the Name and Address fields.

    You can enter data into any of the fields.
    It will then search the name and address database for any name that has data that matches the string in this box.

    You can also restrict the search to one or more categories by using the Categories button.









    After you select the criteria, click on the OK button and the search will begin. Depending on the speed of your work station and the number of names in the database, it may take some time to complete.




    Import Name Data is used to add names to the database from a third party source. Normally this information is added to the system as they are required. However, you may have a case where a group of names you want in your database is already available in some other electronic form in another non-ConCentRICs application. This option will let you view and select these names, reformat them for ConCentRICs and load them into the Name and Address database.
    Security Level: To access and use this option - Advanced.

    Double clicking on the Import Name Data icon will bring up the Import Name Data dialog box.


    The following is a break down of the dialog box:

  • The list box at the top shows all of the import file formats defined to the system.
  • The Edit External File button is used to edit or view the import format.
  • The New External File button is used to add a new format.
  • The Name and Address Categories: combo box will show all of the currently defined categories.
  • The Input File Pathname: field will show the name of the file that is going to be imported.
  • The Start with record: field indicates where to start in the file.
  • The Review each import record before updating the database check box, if checked, will let you review the names as they are being processed. This will let you see the data before it is loaded to the database and will let you change or delete any of the values or skip the name completely. It is highly recommended that you use this option.
  • The List Specs button will produce a report for the currently selected file definition.




    • Name Utilities is used to provide tools to assist you in maintaining the Name and Address database. The most common cleanup activity is Name Consolidation, which combines two or more Name and Address entries into one single one. All names have links to them to various applications in the system. It is important to maintain these links so that each application will be able to find the name referenced in that application. This option will re-link all references to the master name and will remove duplicate names from the system.
    Security Level: To access and use this option - Advanced.

    Double clicking on the Name Utilities icon will bring up the Name Utilities dialog box.




    All of the options available in this box are explained in the text narrative to the right of each option.























    Internal Telephones is used to track the telephone numbers used internally by the facility. This option will allow to produce an internal telephone book where you can identify every extension in the facility, who or what is at that extension, and classify the telephone numbers into logical groupings. This option interfaces with the ConCentRICs Telephone Administration application. Any extensions already defined there will be reported here as well.
    Security Level: To view - Read Only. To change - Normal. To add or delete - Manager.

    Double clicking on the Internal Telephones icon will bring up the Internal Telephone Report dialog box.


    There are three telephone report formats - the category list, number list and name list with two of these formats having extended selection options.

    The following is a break down of the dialog box:

  • The List All Categories report will show each internal telephone category in alphabetical order.
  • The List Selected Categories report has the same format but you have the added feature of being able to select one or more categories for the report.
  • The Phone Number List report will show each extension number in numeric order.
  • The Name/Location List report will show the description of each extension in alphabetical order.
  • The Internal Telephone Inquiry report will show the names in the Phone Number List format.

    • Click on the button and the report selected will appear on the screen.




    Central Files is used to track all of the information in the manual file cabinets or general computer files on the network that can accessed by users. This allows you to input the data contained in the manual files which will allow you to search information to determine which manual’s file contains the referenced information. This gives you one central location to store this information.
    Security Level: To view - Read Only. To change - Normal. To add or delete - Manager.

    Double clicking on the Central Files icon will bring up the Central Files Report dialog box.


    The following is a break down of the dialog box:

  • Each of the fields in the file appears on the left-hand side.
  • In the Report column, indicate which fields you want displayed by clicking in the desired check boxes.
  • Click on the Sort option desired if you want to sort by any one particular field.







    • Click on the button and the Central Files Inquiry dialog box will appear on the screen.





    You can then enter data in any of the fields and click on the OK button to start the search of the Central Files database.














    World Time Calculator is used to aid you when conducting business with international clients. This function will contain an entry for every country in the world along with the major cities in each country. It will show country and city codes for dialing long distance and the current local time in that country/city. There is also a handy Celsius/Fahrenheit temperature conversion chart.
    Security Level: To view - Read Only. To change - Normal. To add or delete - System.

    Double clicking on the World Time Calculator icon will bring up the World Time dialog box.


    The following is a break down of the dialog box:

  • The list box contains the world's countries in alphabetical order.
  • The Country Search field is used to speed up the country search. Begin by entering the name of the country desired.
  • The Time Calculation section contains three options on how you would like to see time displayed for the country selected.
  • The Temperature Conversion section gives you the option to convert Celsius to Fahrenheit or vice versa.
  • The Add button will only be present if you have the necessary security level to perform add-a-country maintenace.


    • Click on the button and the World Time report for the country selected will appear on the screen.

















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    Last Modified: Saturday, January 02, 2010 at 12:00 AM.