Quick Start
The following steps are important as you start to use DataSafe. The application is really quite intuitive, so you should have no problems. However, video tutorials are on the way to smooth the path. In the meantime…
1. Start by setting up your Preferences – here you will find some important settings required to make your invoices, maps, etc., work properly. Please don’t overlook this, it is something crucial in the running of your database.
2. Data Entry – this is where you will input information relevant to each client. In order to minimize errors, fields that are available in the Data Entry layout are locked in other layouts.
3. Products – it is critical that you set up some Products, since these are required to create invoices and quotations. Just click on the Products tab and create either packages or single items. There are a couple of examples in there already to get you started. Packages are the better route to take, since you can include an overall description for inclusion in your Contract.
Preferences – General Tab
Country Code – This tells DataSafe what country should be referenced when looking at maps.
Currency – Select your currency here. There are no limitations, regardless of where you live.
Zip/Post Code – Choose to display addresses with either a Zip Code or a Post Code.
State/Country – Choose to display addresses with either a State or a Country.
Phone Formatting – Select how you want phone numbers to display – or create your own format.
Startup Layout – Decide what layout DataSafe starts on. The default setting is the Summary View.
Event Setting – If you aways shoot weddings, set it to default as Wedding. This just makes life easier.
Job Status – The normal setting here is Quotation, pending confirmation of a booking. Update in Data Entry.
Tax Setting – Here you will enter your sales tax, or VAT tax. There is no need to enter the % symbol.
Preferences – Company Tab
This is where you enter your company details. This is crucial, for it is from these fields that the information at the top of your contracts and invoices will be sourced. Make sure also to put in a logo graphic – again, it will appear on your printed materials.
Preferences – Contract Tab
There is sample data already entered – replace this information with your own contract, and the title you want to appear above your contract conditions, if any. You can look at the contract in the main window as you make any changes. Keep your eye on where the pages break, you can do this by going to Print, then selecting Save As PDF. (some printers will use a different description)
This layout, as well as a couple of others, have formatting switched on to allow you to make specific changes to text (there is no need to do this in Data Entry for example). You can go up to the Format menu and change the styling of your text to suit your needs.
Data Entry
The Data Entry is the layout you will use for inputting your general client data. Here you will create records, add names, addresses, locations, and all the event information that you will take from your client. This will also be the place to view comprehensive information on any client booking. Keeping this data current will ensure that your database runs smoothly.
It’s important to try to complete all of the fields on the layouts. For example, the fields for Event Date, Start Time and Total Time all work together. When you change the job status to “Confirmed Booking” DataSafe will ask you if you want to create a Calendar entry. If you say yes, the data entered into these fields will be used in this process. Often there will be things quietly going on in the background that use data that you have input.
Summary View
The Summary View is the default start up layout. This is because you can not only view details of the current record, but you can also access and scroll through every single client record in DataSafe, using the portal at the bottom of the screen. Clicking on the header text will allow you to sort by date, status, names, event, etc. A fast way to view your records.
If you click anywhere on a line in the portal list, that record will show in the top area. If you click the button to the extreme left of the portal, you will be taken to the full record in the Data Entry layout.
