Options

The Chabad Management System is very flexible in that it allows you to customize the program in many areas.

Click Tools > Options. This opens up a screen where you can specify various options.

User Info:

The first tab is User Information. This is where you enter your organization's name, address, phone numbers, etc. This information is used throughout CMS when generating reports, invoices, letters, default city and state for new entrees, and more.

Caution: Once you register CMS under an organization and a password is entered, you cannot change the name of the organization. Doing so will require a new registration password. When you try to change the organization name you will get a message warning you of this outcome.

Stationery:

Here is where you specify the margins of your stationary. The margins indicate how much or the page your stationary takes up. If your stationary has a column on the left of the page (names and titles in your organization), you should increase the Left margin accordingly.

You may need to experiment with the margins until you get it just right.

Preprinted Material:

Check the Stationary check box if you have pre-printed stationary. If this box is checked, CMS will print a letter without any letterhead using the margins that you set. If this box is unchecked, CMS will print letters on a basic letterhead.

Checking the Envelope check box will indicate to the program not to print your return address on envelopes. If you don't have pre-printed envelopes, you should leave this options unchecked.

Style:

Choose the Font and Font Size for Letters, Labels and Envelopes. To choose a Font and Size, click the Choose Font... button. This opens the Installed Font List, dispaying a test box, a font name and font size. Use the down arrows on the right side of the font name and size to choose a different font. The font test box will show you a sample of what the font looks like. When you are happy with your selection, click OK.

Note: In order for the Labels to fit properly, you should not increase the font size too much.

Salutation:

You can choose whether to use Formal Salutation (using the title and last name) or personal salutation (using a first name). Whichever one you choose will be the default for all new contacts. To update all existing contacts, check off the Update Existing Records checkbox.

Note: You can change individual contacts' salutation without affecting the global salutation settings. To change individual contacts salutation, see Address Settings.

Complete Mailing- For countries whose complete mailing address differs from the US, the complete mailing will need to be entered here. To setup this field, you need to contact tech support.

Input Mast-You can use the Input Mask to make data entry easier and to control the values you can enter for phone and fax numbers. Choose from a list of preset Input Masks or enter your own. For instructions on building your custom Input Mask, lookup InputMask from the Access Help System. If you are located outside the United States and Cananda and have a format for phone numbers that differs from that of the US, you will need to either leave this field blank or design your own Input Mask. Note: This applies only to outside USA. If you need help with this, please contact tech support.

Label Options:

"And" Type

You can set the style for the name that appears on the label. This setting determines how the Husband Title and Wife Title are combined. There are two options:

Choosing option 1 will read: Mr. & Mrs. while choosing option 2 will read Mr. and Mrs.

Note: If you want to update all existing records, check off the box Update Existing Records and click on Apply on the bottom of the options box.

Family

You can set the syntax for Family style lables. There are two options:

Choosing option 1 with cause family style labels to read: The Adams Family (for example). Choosing option 2 the label will read: Mr. & Mrs. Shimon Adams & Family.

See Contact Report for more information on generating Family style labels.

You can also choose whether to always print the country on labels regardless if it's your country or not. To choose this option, check off the appropriate check box.

Invoices:

The Chabad Management System has the ability to generate individual or batch invoices. For details on printing invoices see Invoices.

Show/Hide

Check or Uncheck any of these items to show or hide them, respectively, on the invoice.

Invoice Description

There is a description on each line of the invoice that describes what that item is. There are two options how the descriptions is entered on the invoice:

Automatic will have the description calculated automatically based on the Category and Subcategory entered for the bill.

Manual will check if a description was entered in the Description field of the Bill. If a description was manually entered, that description will be used. If no descriptions was entered, it will be calculated automatically (as in Automatic).

Invoice Footer Lines

These lines will appear at the bottom of all invoices. When running batch invoices, you do have an option to enter other footer lines (See Invoices). If no footer lines were entered at that time, these footer lines will appear.

Use Simple Bills Screen: Check off this box to use the simple bills screen.

Location and file name of the Custom Reports Database

Enter the location and name of your database containing your custom reports. This is for banquet reports and custom designed invoices and statements.

Fiscal Year

Enter the month and day that the fiscal year begins.

Letters/Receipts:

Here is where you choose the locations of the letters and receipts that are used throughout the program.

Thank-you Letter Options

You can choose either to use Word (as a Word Merge) or Built-In letters. If you choose Word, you have to enter the location/name of the default thank-you letter template. Click on the file icon on the right to browse for a template on your computer.Sample templates are installed with the program.

If you choose to use Built-In letters, you have a few options within the Built-in Letters. You can check off whether to show a receipt on the thank-you letter or not. If you choose to show a receipt, you can also choose whether you want to state the purpose of the donation as well as your Tax ID number. You can also choose whether to show the Hebrew Date on letters or not.

Default reciept template

You can choose whether to use Word for receipts by checking off the check box. If you choose to use Word for receipts, you need to enter the location/name of the default receipt template. Click on the file icon on the right to browse for a template on your computer.

Default correspondence letter template

Choose a letter that will be the default for correspondence. Click on the file icon on the right to browse for a template on your computer.

Correspondence Folder

Choose a folder on your computer that will be the folder where all correspondence is stored. When writing an individual letter to a person, you should store the letter in this folder and link to it through History > Files.

Default Thank You Letter

Choose a default Thank-You letter from the drop-down list. The list is based on the letters that are built in and can be customized using the Customize Letters option. Even if you use Word for your letters, you should still choose a default thank you letter as this is required for batch letters.

Word Amount Field

Choose what currency shows up in the word amount field on the letter.

File Locations:

Here is where you choose all the default template locations as well as folders where you store pictures, sounds and backups.

Default envelope Word template

Select if you would like to use Word for envelopes by checking off the appropriate checkbox and enter the name and location of the default template. Click on the file icon on the right to browse for a template on your computer.

Default labels Word Template

Default yahrtzeit letter Word template

Default birthday letter Word template

Default notice of donation letter Word template

Enter the name and location of the default templates. Click on the file icon on the right to browse for a template on your computer.

Sound Folder

Check off the box if you would like to provide feedback with sound. Enter the name and location of the sound folder where all the sounds will be stored and accessed from. Click on the file icon on the right to browse for a folder on your computer. The default folder is C:\Chabad Management System\Sounds.

Picture Folder

Enter the name and location of the folder where all the pictures will be stored and accessed from. Click on the file icon on the right to browse for a folder on your computer.

Backup Folder

You can choose whether to automatically backup the data when you close the program by checking the appropriate checkbox. It is highly recommended that you backup your data frequently and this is an easy way to make sure that your data is always backed up. Enter the name and location of the folder where these backups will be store. Click on the file icon on the right to browse for a folder on your computer.

CD Drive Letter:

Enter the letter of your CD drive here. This is used for backing up your data to CD by using the File menu.

Office XP/2003

Check this checkbox if you are running Office XP or Office 2003. If you are running any other version of Microsoft Office, leaves this checkbox unchecked.

Other:

Here is where you can choose other miscellaneous options such as a password, reminders and other options.

E-mail Options

Direct to mail application-When clicking the Email button to send an individual email, you can choose whether to directly open up your mail application or a CMS window. Opening it in a CMS window will give you the option to save the e-mail as a history note.

Check off the checkbox if you would like to break up emails into groups when sending out batch emails. Enter the group amount in the text box.

Personal folders--Here is where you indicate what the root folder for History > Emails is. Indicating what the Root folder name is. Email correspondence searching only works with outlook.

Payment Defaults

Enter the default category and subcategory for the default payments.

Startup

Choose whether to start up CMS in List View or Contact View. If no option is chosen, CMS will start up in the Contact View. You can also choose a filter that will be applied upon startup by selecting a defined filter from the drop-down menu. If no option is chosen, CMS will show all contacts with no filter applied.

Security

Enter an administrator password. CMS will ask for this password when opening the program. This only blocks critical areas. For more comprehensive security you also have an option to Activate Form Level Security. This allows you to set up different passwords for different users as well as assign them to specific areas and tasks in the program. For example, you may assign someone security clearance to work with the bank account register, whereas another person in your organization won't be able to access that.To use Form Level Security, click the check box. A form will open up which will allow you to setup the form level security. For more infomation on Form Level Security, see Security.

Reminders: Here is where you can choose whether or not to show reminders from outlook that were put in throught the calendar and tasks and CMS reminders which you can enter by notes and occasions. Click the appropriate checkbox for each and then select how long before they are due, the reminders should show up.

Other Options: Here is where you can choose options such as:

Detect duplicates when entering new contacts: Have CMS automatically detect and warn you of a suspected duplicate when you enter the information.

Lock main form upon startup: Locks the main form so that no information can be entered until the main form is unlocked. See Main Screen > General > Locking for more information.

Remember Report Criteria from last use: Automatically puts in the criteria for reports based on your criteria from the last use. You can change the criteria as you set the criteria for the report. See Reports for more information on reports.

Optimize for Large organizations: Click this checkbox to optimize the program for large organizations.

Autofill for City/State: Clicking this checkbox will automatically input the city and state of new contacts to be the city and state of your organization.

Custom Fields:

Here is where you choose the names of the custom fields that will show up with the contact information on the Address/Phone Tab and on reports.

Enter names for each of the fields. To restore the Default names, click on the Restore Default Names command button.

To Display the Relationships tab, check off the Display Relationships checkbox.

Campus Setup: Check off this box for Campus Setup.

You can also choose your Map and Directions provider from the dropdown list on the bottom of the Custom Fields tab.

Phone Calls:

Here is where you can setup the options for direct dialing from CMS.

Groups:

You can make calls to a group of contacts using a pre-recorded message through MyTeam1. CMS can integrate to MyTeam1 to use the information in your database to make the calls. Enter your User name and Password for MyTeam1 in the Phone Calls Tab of the Options and Settings to integrate CMS and MyTeam1. For more information and to sign up, click on the link on the tab.

Individual

You can choose to use Windows Phone Dialer to make individual calls. This requires a modem. Enter the Comm Port, a Prefix and Area Code for the calls. To display a confirmation window before actually dialing the number, click on the Display Confirmation checkbox. In that window the number can be changed if need.

Credit Cards:

Here is where you enter information for Credit Cards. For more information on the optional Credit Card Processing Integration Module, see later on in the manual.