File Management

File Management
  • The task management of each employee is enhanced with a visual property indicating whether the organization you are trying to reach is open or closed based on the current time. Don't waste any more time with futile contact attempts. (V9)
  • Central control of different types of files (customer, supplier, employee, project or customized). A centralized system speeds access to information, simplifies corporate information sharing and improves employee productivity.
  • The numerical sequence and numbering prefix of files can be defined systematically or on the basis of file type. A sequence is suggested automatically when a file is created but can be changed manually.
  • Two lines of general descriptions for a file, two mailing addresses, general email address and address of a corporate website. The website can be accessed from within a file. The software uses the default browser defined in a user’s workstation.
  • Management of unlimited contacts, including a home telephone number, office number with an extension, pager, cell phone, email and fax number. Each contact has a title and a function for automatic mass mailings. The first four contacts are displayed in a file record, and other contacts are stored in the "N-Contact" option attached to a file.
  • One status code per file. Like most of the standard codes proposed by CTRL/File, you can create your own custom file status codes. For more visual and effective control, you can assign a colour to each status code. This makes finding strategic and critical files easier. You can, therefore, adjust your priorities and approach to determine how a key file will be handled.
  • One working language code per file. In addition to being helpful for verbal communications, a working language can be combined with the CTRL/Smigg report generator’s multi-lingual feature to generate multiple language mass mailings. Each letter is seamlessly written in the language specified in a file. No need to go through a series of operations: printing French letters, printing English letters, etc. Everything is done in one step.
  • One assigned user and one region per file. These fields can be used for analysis purposes or information security with CTRL/Smigg. The same information security also limits access based on file type. For example, users in an administrative department can view only “Customer” and “Supplier” files, whereas users in an engineering department can view “Project” and “Supplier” files.
  • One master file and reference file per file. These non-mandatory files can be used to link one file to a master and/or reference file to create links between different files in a database. The terms “Master” and “Reference” are default names that can be changed and relabelled according to management needs. The related links can be used to group files together or for a range of specific situations, such as a sale or prospect, to indicate the source who has referred a potential customer.
  • An indicator specifies whether or not to automatically include a file or certain contacts when target groups are created using the “Batch communication” function in the “Communication and actions” module.
  • Control over the creation date and date of last change for each file.
  • Up to 99 pages of text can be added in the “Comment” fields.
  • Where other CTRL software programs are present, the system automatically integrates information from the file and its profile to its equivalent in the CTRL add-on software. For example, when a customer or supplier is created, they are also automatically created in CTRL/Finance. In this particular example, a file profile controls all the information fields for a customer file in CTRL/Finance. Comprehensive CTRL inter-software integration.
  • CTRL inter-software integration allows you to operate a central database of contacts in a multi-company environment. For example, does one supplier do business with your five accounting companies? When a change of address is made to a supplier’s card in CTRL/File, the same change is made in each CTRL/Finance accounting company where the supplier is active.
Documents and Imaging
  • The new hyperlink possibility to an external memo in the file allows you to quickly activate an additional file by embedding hyperlinks to any ''comment'' field. Complete your documentation textually by integrating an external document; simply "copy and paste" and increase your productivity. (V9)
  • Effective and structured control of documents with the option to automatically link a newly created file to a physical directory in the software. The directory can be used to store any type of office document (picture, plan, video, MicrosoftTM document, PDF file, etc.) or any type of technical file related to the file, such as an executable. The physical directory can simply be used as part of a computer network or play a role in a company’s internal or external communications where the “Communication and actions” module is in use.
  • Association of different documents and images in a folder.
  • Direct image capture, direct scanning, audio annotation, video file etc.
  • View and edit an image or document for the purpose of analysis.
  • Importation or export documents.
  • Archiving of documents.
  • Direct printing of one or several documents.
  • Sending by email, of one or several documents.
  • Web documentary secure sharing, with the web interface module.
  • Direct creation of memo from one or several documents.
  • Image editor integrated with the documents and imaging module.
File Characterization and Profile
  • Dynamic integration between the CTRL/File and CTRL/Finance software to better manage the payment of suppliers.
  • An unlimited number of customizable information characteristics to manage file profiles.
  • Each “Characteristic” card of the profile contains five values, five dates and one comment. Taken from the main characteristic card, these data can be used only to describe a characteristic or to define additional information that automatically comes when a characteristic is assigned to a file profile. Used in the profile, these data detail and supplement information controlled by the characteristic. Both approaches can be used.
  • Up to 99 pages of text can be added in the “Comment” field of the “Characteristic” card and “Profile” card.
  • You can define a specific visual order to consult a profile. This option ensures that key characteristics will always be displayed at the top of the list. Critical information is therefore easy to access and there is no need to scroll down.
  • Characteristics are assigned to a file profile dynamically according to the type of file selected and a profile’s existing contents. You can, therefore, restrict certain characteristics from being assigned to some types of files. You can also assign a series of characteristics in batches to a file profile for faster editing. The list of characteristics that can be linked to a file always excludes characteristics that are already on file.
  • The manner in which characteristics are assigned to a profile can be set up to operate and feature an affiliation mode that operates according to a general to specific logic order. This approach is particularly useful when there are a large number of information characteristics. For instance, when assigning one sector of activity to a file profile, the system begins by showing broad groups of information, including the “Sector of activity” group, and when the user selects this group, a complete list of the available sectors of activity appears.
  • CTRL/File features a utility to reorganize file profiles. This utility includes, among other things, an option to make batch changes to a specific value of a characteristic or to assign a new characteristic to files that meet a certain profile.
  • By harnessing the interconnective power of CTRL/Smigg, you can rename a characteristic code or completely delete a profile characteristic from all files at any time.
Main Reports
  • A standard fixed format report offers a range of management analyses possibilities thanks to the large number of selection criteria that are available when a report is running. Allow your management creativity to soar and find the answers to most of your strategic questions.
  • Material safety data sheets (alphabetic and numeric) and file validation.
  • Alphabetic and numeric file lists. This report generates, among other things, a list according to the in-house person assigned to a file.
  • List of files by status, territory, master territory, master file, reference file.
  • List of redundant files according to three possible criteria: telephone 1, postal code 1 or address 1.
  • Labels can be printed from “Contact 1” and “Contact 2”, based on a format that can be selected from among the hundreds of standard “Avery” models available.
  • Merger report for seamless integration with an MS-WordMD mass mailing function.
  • Merger report for seamless integration with the Winfax ProTM batch fax function.
  • List of files according to a characteristic, with three further sortings: by file, description, or name of contact 1. This report allows you to generate, among other things, a list of files that meet the characteristics specified.
  • List of files without a defined profile.
  • Statistical charts show a breakdown of files according to status. Among other things, this report immediately answers the question "How many active customers do we currently have?”
  • Statistical charts show a breakdown of files according to a region. This report immediately shows, for example, the region where most established customers and recently recruited customers are located.
  • Statistical charts show a breakdown of files according to a characteristic that is part of a particular group. Where a profile is used to complete information (sector of activity, professional association, etc.) this report can be used to produce a percentage breakdown of your customers based on a specific sector of activity.
  • Statistical charts show a breakdown of files according to 1 value of a given characteristic. For example, if you classify your suppliers as A, B, C based on the quality of their services, you can use this report to determine the percentage of suppliers in specific specialty field based on their level of quality.
  • Statistical charts show a breakdown of files that have a particular characteristic based on region. For example, if you linked a professional field characteristic to each of your employee profiles and defined a region to their employee card, you could use this report to immediately generate a regional breakdown of specific expertise within your business.
  • Numeric lists of all main data.
  • Where the CTRL/Smigg report generator is in use, standard reports should be considered templates because the generator offers the flexibility to customize all your reports.
 

Interventions and Communications Management

Memos and Information History
  • More flexibility for data management with five fields, which can be edited and configured as needed. (V9)
  • Every action on a file can be reconciled and documented with the "Memo" function. A memo turns into a management intervention if it has no end date, but it has an intervention priority.
  • The users with access to the file may consult the file's complete history at any time.
  • Each memo form includes the usual database for tracking a management action: Date and time of registration, date and start time for work, date and time of the completion of the intervention, beginning of period (Registration - Start) and operating time (Star -End), listing agent and person responsible action if needed.
  • The "Note" and "Communication" fields are also present to manage and distinguish internal and external documentation, the latter being, for example, the only one shared with the client. It's possible to insert up to 99 pages of comments for both fields. These comments fields can be edited in "RTF" format to insert images as needed and take advantage of all the opportunities offered by CTRL/Smigg.
  • Each memo can be further characterized through four important additional fields: a type, a status, an objective and a reference.
  • Each memo can be supplemented by attachments. All types of office documents (image, map, video, MicrosoftMD Document, PDF, etc.) or any type of technical files related to the intervention can be attached to the memo.
  • Any document or file attached to a memo sheet can be enabled (viewed or edited) by simply double-clicking on it.
  • The "drag and drop" file function in Windows Explorer enables the creation of hyperlinks and attached files to the list.
  • Ability to manage separate cumulative periods by memo type. A cumulative dynamics can manage time banks per folder or even cumulate another unit such as dollars.
  • Ability to associate a shortcode to a reference code to enable rapid and standardized encoding.
  • Reference tab with five customizable fields.
  • Ability to transfer one or more batch memos from one folder to another folder.
  • Memos synchronization function when a workstation is disconnected from the local physical network. The synchronization updates the history of the memos from the central server folder and the satellite station with the latest information on both workstations.
Intervention Management
  • Outstanding response management function (''To do list'') that constantly displays the memos that have no end date but have an intervention priority.
  • Visual analysis sorting available.
  • The visual colour attribute, associated with its status as the file is automatically reflected in the list of interventions.
  • Each user called to intervene and take action during the treatment process of the intervention can improve the documentation in the "Note" and/or "Communication" field and/or by attaching additional documents if necessary.
  • Visual indicator of receipt of a new intervention.
  • All of the information in a folder can be accessed through an intervention associated with it.
  • Management interventions can be operated in an ASP business model and are allowed to operate through a network of geographically decentralized workstations using Internet technologies.
Emailing
  • Sending emails directly from a memo with complete management of the attached documents.
  • If there are multiple attachments, the user can perform a partial selection of documents to send.
  • The "Subject" and "Communication" fields of the memo form correspond to the usual "Subject" and "Message" fields of an email. The content of these two pieces of information can be modified interactively at the time of sending and the changes are automatically saved to the memo sheet.
  • Sending an Email in text mode or basic HTML.
Lot and Internal Messaging Communication
  • Ability to batch email traffic through the batch communications function.
  • Creating and inserting a memo for all the files in the target group.
  • Sending email type to all the files belonging to the selected target group.
  • Sending email type to all the files in the target group selected with the automatic addition of a memo to the communications trace of the title to record.
  • Sending a full web page in HTML format.
  • History and Statistics of the sent items.
  • Ability to target emails errors.
  • Targeting contacts of a group sending by type, status, company, language, territory and a folder profile.
  • Targeted random selection of files as desired.
  • Filtration folders according to the desired contacts on the contact type and documents related to the contacts.
  • Internal messaging system with a visual indicator of the arrival of a new message.
Main Reports
  • Memo list can be sorted by start date, reminder or end.
  • Printing the memo sheet. The RTF CTRL/Smigg options allow much flexibility in the management of the use of the memo as an internal document record.
  • Memo list by folder, summary and detailed.
  • List of pending interventions per user, summary or detailed.
  • Analysis of interventions per registration dates, reminder and confirmation.
  • Analysis of interventions per listing agent or responsible user.
  • Interventions distribution, graph (pie chart) or text, by memo status.
  • Interventions distribution, graph (pie chart) or text, by memo type.
  • Interventions distribution, graph (pie chart) or text, by memo object.
  • Interventions distribution, graph (pie chart) or text, by reference.

In the presence of the CTRL/Smigg generator reports, standard reports should be seen as a mere starting point, since the generator gives you total customization flexibility.

 

Agenda & Appointments

Agenda Management
  • Optimize your operations by allowing you to position each agenda section, which is consecrated to a specific role, based on its frequency of use or according to your needs.
  • Personalized and unlimited appointment books; daily, weekly, monthly, etc.
  • Operation of multiple appointments books simultaneously, identified by tabs.
  • In the context of operation of several appointment books, the ability to synchronize the date display of one book to another.
  • Possibility not to display a missing resource for the day in the appointment book.
  • Visual adaptation in the context of a multi-resource appointment book that could have different schedules and/or periodicities.
  • Displayable or not displayable performance indicators; fees, other fees, hourly rate, busy hours and hours available.
  • The number of resources displayed in the appointment books is unlimited. 
  • The agendas are perpetual and will retain all historical data from past years.
  • Auto-refreshing appointment books.
  • Current time display.
  • Direct agenda printing.
  • Modifiable appointment books and resources at any time.
  • Use the navigation bar to quickly reposition to "Today" or to move forward or backward one day, one week or one month. Use the monthly or the yearly calendar to select a specific date. 
  • The advanced navigation bar allows the inclusion of a daily, weekly, monthly or yearly quantity for a specific appointment time or periodic recurrence.
  • Toolbar to access all the information of a file from an appointment.
  • The status bar displays the file number and office telephone number, all from the appointment.
Schedule Management
  • Choice of running closed agendas, whose presence ranges are listed only at the receipt of resource schedules, or exploiting agendas where resources are claimed to be always present, except in some defined time slots.
  • Dedicated time slot management, exclusively or non-exclusively and at intervals defined or not defined. 
  • Definable working frequency resources for each of them.
  • Definable schedule per resource and/or branch.
  • Definable resource category management.
  • Batch copy utility or schedule change.
  • Viewing the schedule of a resource from the appointment book.
  • Modifying and/or adding a time slot directly to the specifications of the appointment for one or more resources at a time.
Appointment Management
  • The appointment record now allows the appointment booking of several appointments in one step for an enhanced efficacity. (V9)
  • The new "by appointment category" search criteria, in your "Availability Search" function, increases the adaptability of the function in different contexts. (V9)
  • Synchronization with "Google Calendar" now integrates the geographical coordinates of the appointment. You can now get directions directly on your smartphone. (V9)
  • Directly set an appointment, with the possibility of automation without a click. 
  • Quick selection of the file by entering the first letters of the latter.
  • Information on the date of the set appointment and the modification date of the appointment.
  • Customizable appointment categories.
  • Colour by appointment category.
  • Appointment status with a symbol whose size is configurable.
  • Possible visual alarms according to the appointment status; or a blink of the appointment, a colour change of the appointment.
  • Appointment management per branch.
  • Comments field for entering 99 pages of text with an integrated text editor.
  • Overlapping possible appointment with a clear and obvious result.
  • Moving a single appointment or appointments in as a group with the possibility of keeping a track on the record.
  • Using the standard WindowsTM(R) key "CTRL and X", "CTRL and C", "CTRL and V".
  • Transfer the appointment utility of a resource to another.
  • Confirmation of appointments by email or SMS.
  • Function to search the availability of 1 to 6 resources simultaneously with the choice of date and time ranges, resource or category of resource, appointments specific category, territory, branch and day, all at once or with deadline management from among the appointments.
  • Define resource groups for highly effective availability research.
  • Make appointments for several resources at one time in the same operation.
  • Appointment synchronization with "Google Calendar" with geographic appointment integration.
Main Reports
  • Print schedule as viewed.
  • Appointment sheet for internal reference.
  • Folder List without an appointment from a given date.
  • Appointment history by folder.
  • List of appointments (number of files) per period, resource and/or branch.
  • List of revenues for a period per resource and/or branch.
  • Monthly schedule.
  • Capacity analysis per resource.
  • Graphical analysis of appointments by status for a period (proportion in % and monthly analysis).
  • Graphical analysis of appointments by category for a period (proportion in % and monthly analysis).
  • Graphical analysis of appointments by status and resource for a period (proportion in % and monthly analysis).
  • Graphical analysis of the overall number of appointments per month.
  • Graphical analysis of appointments per branch.
 

Business Rules and Contextual Assistance

Functions
  • Automatic assignment of the priority of actions when inputting a memo. Priority rules are defined first on the basis of file type, then on the basis of file status and memo status. The flexibility of defining parameters is unlimited because management coding is open for the three main fields: file type, file status and memo status. Automation offers surprising management accuracy. For instance, where only one team handles administrative activities and service calls, priority service can be given to customers based simply on the type of file linked to the individual calling, namely a customer “CUS” or supplier “SUP”. In a call centre situation dedicated to customer service, differentiating between a critical call, general follow-up of a strategic matter, or a less important call is simply a matter of defining rules based on file status and response status. You control the priorities template that applies!
  • Actions are automatically reorganized when a priorities template is changed. The system offers to update all unconfirmed actions (“To do” list) so that it can automatically reorganize them according to the new priorities template in effect.
  • Accurate display setup (yes or no) of the message that comes with an action that is added to a file. When the message is opened, it is displayed only to the user responsible for the action. The setup follows the same rules as those that apply to the automatically assigned priority. The option of whether or not to display a message can, therefore, become another management indicator that appears only in very critical cases to draw the attention of the user responsible. The ability to close a message is also helpful in general call situations to avoid disturbing a user unnecessarily.
  • The automatic priority assignment system can be set up to give pre-emption to a file’s status or an action’s status. Choosing either mode depends on a company’s specific situation. For example, if, regardless of an action’s status, a strategic file must always be given top priority, pre-emption is assigned to a file’s status. In more complex management situations where priority templates require a lengthy definition, you can also use this option to minimize the size in order to simplify the initial definition and for long-term management.
  • A context-sensitive help function based on the definition of corporate business rules. You can use this function to implement automatic controls that comply with company standards. The rules can apply to all of a company’s operating centres. This powerful function operates on the principle of an interactive hypertext analysis of the comment entered in the “Note” field of the memo. The function transforms the accumulated expertise of your organization into added value for a strategy to improve management success and efficiency.
  • A business rule is designed around the concept of keywords or meaningful information that you can define according to your needs. The more specific the keywords, the more specific the rule, and the more it meets a very specific situation. This approach allows you to use the function at a number of levels. You can begin implementing it by introducing general rules, and then gradually introduce more specific business rules that detail a very specific procedure in a special management situation.
  • The function features the option of automatically changing information (status, subject and reference) in a memo that is being added to improve the quality of the main information that was entered. This function produces better quality management statistics for better quality decision-making.
  • Activation of context-sensitive help and use of business rules can be set up at two editing levels: only when an action is created or when a change is made in the “Note” field.
  • The application of business rules can be automatic by always applying the best rule possible without offering the user an option. The help system can be also be set to display the list of applicable rules first, where the user can select the most relevant rule.
  • Context-sensitive help can also be opened manually at any time on an existing memo to reassess the contents of the “Note” field after the information has been added (in create mode) or simply for information about the evaluation of the bank of corporate knowledge following the newest rules that have been added or expanded.
  • A number of parameters can be used to change how a help system works to improve its accuracy and, hence, its degree of intelligence in the specific context of your company’s key operations. These include, among other things, a threshold of a rule’s relevance based on its result of analysis of a particular situation and a limited number of applicable business rules available to a user.
 

Web Interface

Functions
    • Share documents and images with third parties (external colleagues) through a simple and effective secured portal .
    • As a user, you will be able to consult your appointment book remotely from any Internet access.
    • CTRL/File comes with a form to control access to a website. This form includes functions to validate and control the access codes and the passwords a user was issued for the website integrated with CTRL/File.
    • An unlimited number of access levels can be used to interactively control the opening of HTML pages on the website integrated with CTRL/File. Secure pages are defined in "ASP" code by incorporating a technical script in their heading and each file has its own access level, which can be inherited from its status or be specifically defined in its record.
    • CTRL/File comes with an online registration form. Following a registration confirmation, CTRL/File automatically creates a file.
    • Allow your partners, customers or suppliers to confirm or cancel their appointment with interactive updating of the status at the appointment book. A request to move an appointment can also be transmitted to the person in charge of the company.  

If your website is hosted by an external Internet services provider, note that it is important that they confirm its acceptance of the hosting Web module CTRL/File to be installed on its server.

The appearance of the interfaces offered by CTRL can easily be customized to your image through services of Vision3w, a division of CTRL.

For more information about implementing an integrated online component with your CTRL management solution, visit the Vision3W website, a CTRL subsidiary.