soaringefalconstorage.blob.core.windows.net/pub-trainingdocs/...overview 1. clicking the “search...

Last Edited 7/27/2015

Soaring

Overview ...................................................................................................................................... 3

Overview of the Soaring Window ......................................................................................................... 3

Resizing the Soaring Window .............................................................................................................. 5

User Preferences ................................................................................................................................... 6

Soaring ........................................................................................................................................ 7

“Search By ▼” ....................................................................................................................................... 7

Overview .............................................................................................................................................................. 7

Company .............................................................................................................................................................. 7

Wild Card Searching ........................................................................................................................................... 8

Phone Searching ................................................................................................................................................. 9

Other Notable Areas ............................................................................................................................ 10

Company Info .................................................................................................................................................... 10

Contact Info ....................................................................................................................................................... 11

Last 25 ................................................................................................................................................................ 12

Location Linking ............................................................................................................................................... 12

Map this Company ............................................................................................................................................ 14

Leads .................................................................................................................................................... 15

Adding New Companies & Contacts ................................................................................................. 17

Checking for Duplicates ................................................................................................................................... 21

Adding SIC Codes ............................................................................................................................................. 22

Editing an Existing Company or Contact .......................................................................................... 23

Merge Companies ............................................................................................................................... 24

Company Tabs .......................................................................................................................... 25

Equipment Tab .................................................................................................................................... 25

Adding New Equipment .................................................................................................................................... 26

Adding Equipment Not Currently in the Product Selector ........................................................................... 27

Contract Information ........................................................................................................................................ 28

Lease Info .......................................................................................................................................................... 29

Service History .................................................................................................................................................. 30

User Notes Tab .................................................................................................................................... 31

Contact Tab .......................................................................................................................................... 33

Activities Tab ....................................................................................................................................... 34

Shared Activity .................................................................................................................................................. 35

Marketing Tab ...................................................................................................................................... 36

Documents Tab ................................................................................................................................... 37


Utility Tabs ................................................................................................................................ 38

EQS Tab ............................................................................................................................................... 38

Select Model ...................................................................................................................................................... 40

Search Tab ........................................................................................................................................... 41

Include / Exclude Searching ............................................................................................................................ 43

Searching by Industry ...................................................................................................................................... 44

Manager Searching ........................................................................................................................................... 45

Advanced Searching ........................................................................................................................... 46

Advanced Search Example .............................................................................................................................. 47

Saving Advanced Searches ............................................................................................................................. 51

Deleting Saved Advanced Searches ............................................................................................................... 52

Forecast Tab ........................................................................................................................................ 53

Schedule Tab ....................................................................................................................................... 54

Memo’s Tab .......................................................................................................................................... 55

Last Edited Notes ..................................................................................................................... 57


Overview

Overview of the Soaring Window The Soaring window gives users the ability to view, track and update company information

1. The Tool Bar at the top of the Soaring window contains available options for each section listed on the bar. 2. The top left half of the Soaring window will display company and address information for the company

currently selected. 3. The top right half of the Soaring window will display contact information for the company currently selected. 4. The bottom half of the Soaring window will have tabs that will display information or tools available. 5. Tabs on the left side contain information pertaining to the currently selected company. 6. The middle tab, called the “Stats” tab, lists statistics regarding the company currently selected as well as

certain key overall activity and data collection efforts for the user. a. The “Benchmarking” materials have specific details regarding this tab.

7. Tabs on the right side have various utility type functions that are not necessarily related to the company currently selected.

8. This area lists your dealerships Falcon ID. 9. This area lists the version you are currently using. 10. Press “Get Help” to access the training materials, such as this document.

2

4

3

1

5 6 7

8 9

10


11. This area shows who you are currently logged into the program as. 12. The Last 25 is a dropdown field that lists the past 25 companies the user has done something with. It is a

convenient way to get to a company recently worked on. 13. The Soaring window has basic searching capabilities. Currently it is giving the user the ability to search

their database by company name. Clicking the “Search By” dropdown field will display the other basic search options available from this window. Clicking on one or pressing the corresponding F key on your keyboard will change the search field to the selected type of search.

14. The “Locations” button will open the companies that have been associated to this company. 15. The “Web” button is a specialized button that will only work if your dealership has worked with Falcon to set

it up. It basically passes key company information, such as CustomerID & EquipmentID to a website that your dealership has designed and displays additional information or does something based on it.

16. The “Leads” button will open the Leads window.

12

13 14

16 15 11


Resizing the Soaring Window There are a number of areas of the Soaring window that can manually be sized to your preferences. If you make changes be sure to go into Manage-User Preferences and save your preference.

1. The window can be custom sized by clicking and holding down the mouse button and pulling the screen to the desired size. Or the full screen option in the top right corner can be clicked and the screen will take up the entire screen.

2. The separation between the top portion and bottom portion can be resized using this line. 3. Various vertical separations in the program can also be resized.

Note: If you make changes be sure to go into Manage-User Preferences and save your preference.

2

1

3


User Preferences Certain areas of the Soaring program can be configured and saved by individual users for their preferences.

1. From Soaring’s tool bar go to Manage-User Preferences and the users preferences window will open. 2. Font and Color Options

a. Font Settings – Press this button to select the font style and size you prefer. b. Background Color Settings – Press this button to select the background color you prefer for the

Soaring window. In this example we are using a yellow. c. Capture Main Form Size – If you resize the Soaring window or margins press this button to

capture the changes and save it for each time you open Soaring. 3. Schedule/Activity Options

a. Wrap my Schedule Grid – Use this option if you want activity listed in the Schedule Grid to wrap to additional lines so the whole note can be read there. Uncheck it for a consistent 1 line per activity look.

b. Wrap my Activity Grid – Use this option if you want activity listed in the Activity Grid to wrap to additional lines so the whole note can be read there. Uncheck it for a consistent 1 line per activity look.

c. Dbl-Clicking Scheduled items sets up as: - When an activity is double-clicked choose the option you want Soaring to default the activity to. It can be changed, this is just the default action.

d. Capture my current Schedule grid column widths – If you resize the widths of your schedule grid columns press this button to capture the changes and save it for each time you open Soaring.

e. Capture my current Activity grid column widths – If you resize the widths of your Activity grid columns press this button to capture the changes and save it for each time you open Soaring.

4. iSoaring Notes a. Edit Notes in iSoaring – The default setting is to not allow users to edit notes in iSoaring because

doing so removes any formatting previously used in Soaring’s Notes tab. If you opt to edit notes in iSoaring by checking this option just know that any note formatting, such as colors/sizing/etc… will be removed when a note is edited or added to a company.

5. If you make any changes be sure to press the Save button.

1

2

3

4

5


Soaring

“Search By ▼” The Search By area allows user, with rights to do so, the ability to search the entire Soaring database, regardless of assignment status. For advanced searching you would want to use the “Search” or “Advanced Search” windows, but for simple quick entire database searching you can use the “Search By ▼” field. This dropdown field has 9 basic search options available.

Overview

1. Clicking the “Search By ▼” dropdown list will display the 9 basic searching capabilities. Click on the one you wish to search by or you can use the F keys on your keyboard. For example if you want to search by Phone you could just hit the F4 key on your keyboard and the basic search area would be ready to search by phone.

Company

1. In this example we are searching by “Company”. The word “American” has been typed and the ENTER key on the keyboard has been hit. The search field will then have a dropdown list containing all the matches found based on the “User Rights” the user has. In this example we can see there is quite a large list. The more general you are the larger the results. The more specific you are the fewer the results.

1

1


2. If we were to get a little more specific and search by “American Sec” and hit ENTER we can see we now have a smaller more specific search result.

Wild Card Searching The percentage symbol, %, can be used as a wild card for searching the database. It can be placed in front of the search criteria to influence the search.

1. Placing the % in front of the search criteria, in this example “security”, will then search the database for the results that contain the criteria somewhere in the results. Thus in this example it would find American Security but it would also find National Security, Security Plus, Security Inc., etc… or any other company that has the word “security” somewhere in the company name.

a. Note: This is a very useful tip for helping you find companies where you are not exactly sure of the official company name. For example a company might be “Robert Smith Chiropractic Office”. You might think it is “Smith Chiropractic” and when searching that name not get any matching results. Putting “%Smith Chiropractic” in the search field would then find the company.

2. In this second example the % was not included. Notice how it only found companies that start with “security”.

2

2

1


Phone Searching Full or partial phone numbers can be searched to find a specific company.

1. To begin a phone number search you can click in the “Search By ▼” dropdown list and select “Phone” or simply press the “F4” key on your keyboard. Either option will then display the search by phone option shown here. A full or partial phone number can be typed here. You don’t need to add the / (slash) or the – (dashes), you can just enter the numbers. Once the full or partial phone number has been typed simply press the ENTER key on your keyboard and if there is a phone number(s) that match the criteria entered there will be results as we see in this example.

a. In this example 651767 was searched on. All of the following phone numbers are all examples of matches the search would then have found:

i. 651-767-5555 ii. 952-465-1767 iii. 536-517-6789

1


Other Notable Areas

Company Info Most of the Company area of the Soaring window is pretty self-explanatory; however there are a few areas that need a little more explanation.

1. This is a unique number, called the Account # that the Soaring program automatically assigned to this record and cannot be changed. It allows you to make any change to the company you would like, but retain all the other relations with other data tied to the company. You can search this number in the “Search By ▼” area.

2. There are 4 Id#’s that can be used to define a company’s associations or create a link. a. Customer # – Typically this field’s number is used to associate the company with your dealerships

back office financial program. It is used to ensure key information from that financial software is linked up to the proper company in Soaring.

b. Bill To # – This field uses the Customer # of another company here to link it to that company for billing.

c. Parent # – This number is used to tie companies together. Typically only companies that are called “Child” companies will have a number here. Child companies are companies that have another company they fall under, like a headquarters to branch location relationship. The number in this field would then be the “Account #” of the company this company falls under.

3. The “Rank” field is a field that can be used to rank a company from 1-999. The lower the number typically meaning the more important the company. Multiple companies can use the same rank number.

4. Location is a dealer defined list of locations such as Headquarters, Branch Office, etc… 5. These 2 fields communicate the company assignment details.

a. Sales Rep – The first part shows the Division currently selected. The second part shows the user assigned to the company in the Division currently selected. The Territory & Status fields are tied to the Division, thus if you change the division from this dropdown list the Territory & Status fields will change to display the corresponding divisions information.

b. Status – This is the assignment status the company is assigned to in the Division currently selected.

6. The Business line list the company’s SIC # and its SIC description. SIC stands for “Standard Industry Classification”

7. This note line is only editable by clicking the open folder icon and editing it from there. This is typically an important note such as the company is on credit hold or something important you want to be sure to see when on the company.

8

1

4

5

2

9 7

6

3


8. The “Hot” & “Focus” check boxes can just be checked or unchecked right from the main Soaring window. These are typically used as a quick way to narrow down companies that are important or currently being worked on.

9. This section is a dropdown list that can be customized by your dealership to contain key information you would like to track and later search on.

Contact Info All your company Contacts can be kept track of in this area.

1. The top line in this section will tell you the number of Contacts currently entered for this company, in this example 4. Clicking in the dropdown list will then display those contacts and clicking on one will display that Contacts information.

2. Clicking on a listed email address will automatically open MS Outlook and load Outlook with the email address.

3. Clicking on a listed web address will automatically open Explorer and open the website listed. 4. The top 4 check boxes are dealer defined check boxes, meaning your dealerships may not say or mean

the same thing as is listed in this example. The appropriate check boxes for what your dealership has listed can be check here.

5. The other check boxes are Soaring defined check boxes. a. Buyer – One contact at a company can be checked as a “Buyer”. Normally the contacts are listed

in the dropdown list of Contacts in alphabetical order. Marking a contact a Buyer defaults that contact to show when you first go to the company. Marking a Contact a Buyer is tied to a user’s “Division”. Meaning if you have a Copier division and a Supply division the Copier division user can mark one Contact as their Buyer and the Supply division user can have a different Buyer.

b. Influences – This is a check box that lets you specify this Contact influences the buying decision. c. Opt In & Opt Out – These two check boxes are tied to each other and you have to check one or

the other, not both. The default is Opt In. This field is typically used to define Contacts that would get marketing or email materials from you. If a contact has requested they do not want those materials any longer then you can click the Opt Out option.

4

5

1

2

3


Last 25 This button will display the last 25 companies the user made changes to.

1. Clicking the “Last 25” button will open a list of the last 25 companies that the user made any changes to. Clicking on a listed company will then display that company.

Location Linking This dropdown list will display a selectable list of companies linked together.

1. Every company in the database will have a unique system generated “Account #” shown here. 2. The Customer #, Bill To # and Parent # fields are then used to link companies together.

a. Customer # - This field should only be used to put your OMD, E-Automate or La Cross customer number in as it then links the two programs together.

b. Bill To # – Put the Customer # of the company you want to link this company to for billing purposes. The company will then become a child company of that Customer #.

c. Parent # – Put the Account # of the company you want to link this company to for any reason. The company will then become a child company of that Account #.

3. In the Location Linking dropdown lists the company you are on and will always be shown in pink. If the company has a number in the Customer# field it will be shown first, as we see in this example. If not it will simply show the Account ID, shown here as the second number over.

4. When other companies have been linked, using just the Parent ID field, to the company you are currently viewing they will look like these two examples.

5. When other companies have been linked, using BOTH Parent ID & Bill To#, to the company you are currently viewing they will look like these two examples.

6. When other companies have been linked, using just the Bill To#, to the company you are currently viewing will look like this example.


7. An example of a company that has been linked to a parent company using the Parent ID only. 8. An example of a company that has been linked to a parent company using both the Parent ID & Bill To#. 9. An example of a company that has been linked to a parent company using just the Bill To#.


Map this Company Use this option to get a quick look at where a company is physically located.

1. On the main Tool Bar find and click File, then Map this company and the address will be shown in MapQuest.


Leads Soaring Administrators have the ability to create leads and send users memo’s that are tied to the specific company the lead is for. Users can then simply click on the memo and the company the lead is for will automatically display.

1. Leads notifications are sent to users via memos. When a user has a new memo that they have not yet viewed the word “Memo” appears here and flashes red until the memo is viewed. This happens regardless of which company the user is currently on.

2. When a user sees they have a new memo they can go into the Memo tab and the new memo will be listed. The regarding column will say “A Lead has been posted for this company”. Clicking on the memo will then take the user to that company.


3. Here we can see clicking on the leads memo has now opened the company the lead is for and the Lead button is now showing 1 lead for the company.

4. Clicking the “Lead” button will open the Lead window containing all the lead information. 5. The Lead dropdown list will allow the user to select the correct lead from the list, if more than 1 lead has

been assigned to the company. Once selected the rest of the Lead window will populate with that lead’s details.

6. Lead Info. a. Lead Date – Date and time the lead was recorded. b. Company – Company name lead is for. c. Contact – Contact at the company the lead is for. d. Lead Assignment – This box indicates who the lead has been given to. If more than one name is

listed then multiple users received the lead. e. Present Equipment – This is what the company currently has that they are interested in replacing. f. Volume – This is the approximate volume the machine they are interested in replacing does. g. Lead Source/Name – This field allows the lead taker to indicate a specific person that might have

generated the lead. h. Lead Status – This section allows the user the lead is for to indicate the current status of the lead.

The default is “Pending”. i. Special Requirements – Is a note area the lead taker can type notes about the lead.

7. This section is a dealer defined list to keep track of where leads come from. 8. This area shows the user who created the lead.


Adding New Companies & Contacts The way the Soaring program is designed adding new companies is incredibly fast! Users can even add a company outside of their territory to the system. However the company will automatically be assigned to the user(s) that have been assigned the zip code the company’s address is located in.

1. Here we have a business card that a user would like to add to the database. 2. There are two options to begin adding a new company. From the tool bar, under Company, select “New” or

simply hold the “Shift” key down and click the “F9” key (Shift + F9) on your keyboard and the New Company window will open.

3. Typically the best way to start a new company is by adding the phone number. Once a phone number is added and you tab out of the field Soaring will search the database for companies with matching phone numbers. If a match is found it will be listed in the Duplicate Companies grid area. In this example a match was not found.

4. A time saving feature is to then add the company’s zip code and tab out of the field. Soaring will then populate the City, County and State automatically for you.

a. Total time to complete this step = 20 Seconds


5. Then finish the addition by filling out the Company & Address information and pressing the “OK” button. The new company will then be listed in the main Soaring window like we see in this example.

a. Note that the company has not yet been saved. 6. At this point the new company could be saved or any additional information regarding the company could

be added and then saved. a. Total time to complete this step = 20 Seconds


7. The next step would be to add any contact names to the company. After saving a newly added company you can simply begin entering your first contacts information in the Contact area and press the “Save” button when completed. Going forward to add additional contacts you have two options. From the tool bar, under Contacts, you can click the “New” option or the easiest way is to simply hold the “Shift” key down and click the “F11” key (Shift + F11) on your keyboard. The Contact area will then be ready to enter your new contact information, just remember to click the “Save” button when completed.

a. Total time to complete this step = 20 Seconds i. Add all the information you have regarding the contact. Depending on how much

information you have on the contact may slightly increase how quickly you can add a contact. Don’t take shortcuts here, if you have information you can add regarding the contact you should take the time to enter it.


8. Here we can see the new company & contact has now been added. Once you become proficient at adding new companies it should only take about 60 seconds.


Checking for Duplicates The New Company window has built-in tools for reducing duplicates companies being added to the database.

1. When a phone number is entered and you tab out of the field Soaring will search the database to see if there is a matching phone number.

2. If Soaring finds one or more matching phone numbers they will be listed in the Duplicate Companies grid area shown here. This grid only lists up to 20 matches, so if there are more than 20 matches some matches will not be shown. Double clicking on a listed result will close this New Company window and open the main Soaring window to that company.

3. Another way of searching is by the Company field. Type the new company’s name in the Company field and tab out of the field. Soaring will search the database for matching company names.

4. Soaring uses some logic to try and find accounts that are similar when searching by name. In this example we can see Soaring found a number of possible matches, including companies where the company was not a match but had similarities.

5. The Address field can also be used independently or with the Company field to find companies. In this example the Address field was used in conjunction with the Company field to narrow the results to one matching record.

a. Note the Address field doesn’t use the address#, only the name to locate possible matches.


Adding SIC Codes By adding SIC (Standard Industry Classification) Codes to companies added to the database allows you to later search the company by the type of business/industry. If you do not add a SIC Code to a company you will not be able to search it by business/industry.

1. Press the “Business” button and the company section will be replaced by a SIC search window shown here.

2. In the “Search Sic Description field type a key word and press the “ENTER” button on the keypad. The lower section of the window will then display any matching results.

3. If you don’t know a key word to narrow your search you can leave the field blank and press the “ENTER” button on the keypad. The lower section of the window will then display the complete list of available SIC codes to choose from.

4. Once a selection has been highlighted simply press the “Save” button and the SIC search window will close and the company will now have the selected SIC code listed.

5. Be sure to press the “Save” button to save the new addition.


Editing an Existing Company or Contact Based on “User Rights” users may have the ability to change or update company & contact information for existing companies. If you do not have rights to do this you will need to talk to your dealerships administrator.

1. If you have “User Rights” to do so Companies, Contacts and information in the Contact tab can be updated or added to simply by typing in a listed field. If information has been changed or updated the fields will turn green indicating a change or addition has taken place but has not yet been saved. In this example we can see fields in each of the three areas have been changed or added to but haven’t been saved yet.

2. If you make additions or changes and don’t want to save them simply click the “Cancel” button and they will not be saved.

3. When ready to record your additions or changes simply click the “Save” button. 4. Note that the Contact tab directly relates to the contact currently being displayed in the Contact section. If

you want to record information for a different contact than the currently displayed contact you will first need to select that contact from the Contact sections dropdown list of contacts.


Merge Companies Based on “User Rights” users may have the ability to merge one or more companies together. If you do not have rights to do this you will need to talk to your dealerships administrator.

1. Most important, make sure you are on the primary company that you want to merge one or more companies to. Then on the tool bar find and click “Company”, then “Merge Companies” and the Company Lookup window will open allowing you to find and merge companies to the primary company you are currently on.

2. The Company Lookup window has the same basic searching tools as the main Soaring window. In this example we are looking up companies by company name and a wild card “%” is being used so that any companies with “Widget” somewhere in the company name display. Press the “Enter” key on your keyboard to begin the search.

3. Here we can see the resulting list of potential companies, based on the search criteria we used, that could be merged. Select one or more of the listed companies to merge.

a. Shift Key – Click on a starting row, then hold the “Shift” key down and click an ending row to highlight all the rows in between.

b. Ctrl Key – Click on a starting row, then hold the “Ctrl” key down and click on other specific rows to select them individually for the merge.

4. Once you have one or more companies selected press the “OK” button to merge them. 5. A warning window will display confirming exactly what is going to happen if you confirm this merge by

pressing the “Yes” key. If you do not want to proceed press the “No” button.


Company Tabs The tabs on the left side of the lower tab section are known as “Company” tabs. Company tabs are a way for Soaring to group data into logical areas so that users can access a large amount of information without having to open multiple windows to view it. Tabs on this side directly relate to the company that is currently being displayed on the top half of the window.

1. Company tabs are on the bottom left side of the tabs.

Equipment Tab The Equipment tab lists equipment information related to the company currently being displayed in the top half of the Soaring window. If the company is a “Parent Company”, meaning it has “Child Companies” associated to it, then the Equipment tab will also list equipment from the child companies as well.

1. The number listed within the tab at the top represents the number of equipment/products at the location you are currently on.

2. This “Products” dropdown list contains the list of the equipment/products attached to this company. 3. This area contains general equipment information for the currently selected equipment. 4. Within the Equipment tab there are additional tabs with specific information regarding the currently selected

equipment.

1

2

3

4

1


Adding New Equipment Below are instructions on how to add a new machine to the Equipment tab.

1. To add a new machine either right click on the Equipment tab or from the Tool Bar find Equipment, then click “New Equipment” or the simplest way is to hold down the “Shift” key and press the “F8” key (Shift+F8). The “Product Selector” will then display where a specific manufacturer and/or model can be easily located.

2. You can search by Vendor, which will give a list of models in the Model field. Or you can search by Model and the below search results will list any matching models from all Vendors.

3. To locate a specific manufacturer or model simply type part of the manufacturers or models description into the Search Vendor or Model field and then click “Enter” on the keyboard. Any manufacturer or model matching the criteria will then display. In this example we entered “3050” and that narrowed it down to just two manufacturers with models having those numbers in their description.

a. You can type anything in the Model field that will help narrow down the search. For example you could enter words like ink, color, laser, etc… and the results will display only manufacturers with models that have those key words within their model numbers.

b. You can also type a vendor name in the Search Vendor field and get a list of all the models for a vendor. The first model listed will be the “Unknown” model for the vendor, use this model if you don’t know what the specific model is.

4. Then simply highlight the correct model and click the “Save” button to add the machine to the Equipment tab, which will close the product selector.

5. Add any additional equipment information you have to the appropriate fields, including the Sales/Service/Other tabs and press the “Save” button to save the information.

1

2

3

4

5


Adding Equipment Not Currently in the Product Selector Follow the below instructions if the equipment you want to add is not found when using the Product Selector.

1. Here we can see an example of a Vendor (HP) and a Model (123) being looked up in the Product Selector. a. Note: You have to first select a Vendor, then a Model, to get the “Unknown Model” for that vendor

to show as an option below or to add a new one. 2. If the Product Selector does not find a match it will list the vendors name and say (Unknown Model). If you

don’t need to be specific you can just use this option by selecting it and pressing the “Save” button. 3. When the Product Selector doesn’t find a match the Group & Series dropdown lists will appear down here.

The lists will contain categories currently being used by other models by that vendor. If you want to add this specific model that was not found you will need to select an option from both the Group & Series dropdown list to properly categorize it. Then press the “Add” button and if you have “rights” to add new products it will be added to your dealerships products list.

1

2

3


Contract Information If your dealership has a back office business platform integrated to Soaring detailed Contract information regarding equipment may be available to you. Currently this particular integration is available to dealers running Falcon’s latest version of the Soaring OMD integration tool and the newest e-automate integration tool. If your dealership uses OMD or e-automate, and you do not have this button as an option, talk to your dealerships administrator.

1. If a machine listed in the Equipment tab has a contract from your dealerships back office platform the Contract button will be available and show the contract number in the middle of the button. Click this button to open the Contract Details window shown here.

2. The top 1/3rd of the window will display contract summary details. 3. The middle 1/3rd of the window contains contract Rate information and their details. 4. The bottom 1/3rd of the window contains Meter information. This section will list each machine(s) meter(s)

on the contract and the meter(s) details. a. In this example there are multiple machines on this contract and each of the machines has a black

(BLK), color (COL) and total (TOT) meter, thus there are three line items per machine shown. b. Also in this example the machines are located at different locations. The Customer ID,

CompanyName, Address, City, etc… will reflect specifically where the machines are located. 5. If the company selected has more than one Contract this Contract List dropdown field will list them.

Selecting one of the listed Contracts will then display that contracts details in the Window.

2

3

4

5

1


Lease Info The lease information window contains lease details for the equipment currently displayed. Some dealers’ link customer lease information from their back office financial software. If so that information is then displayed in this window for Soaring users. If not or if the equipment is competitive equipment this window can be used to track lease details on its own.

1. Pressing the “Add Lease” or “View Lease” button will open the Lease Information window. The button will say Add Lease if there is no saved lease information in the widow. If there is saved information in the window the button will say View Lease.

2. The Lease Information window has detailed, self-explanatory, lease information fields.

1

2


Service History If your dealership has a back office business platform integrated to Soaring detailed Service History information regarding equipment may be available to you. Currently this particular integration is available to dealers running Falcon’s latest version of the Soaring OMD integration tool and the newest e-automate integration tool. If your dealership uses OMD or e-automate, and you do not have this button as an option, talk to your dealerships administrator.

1. The Service tab within the Equipment tab contains a button called “Service History”. If a currently displayed machine has service history from your dealerships back office platform this button will display as we see here. Clicking this button will open a new window containing the machines service history details.

1


User Notes Tab The Notes tab lists notes related to the company currently being displayed in the top half of the Soaring window. With proper “Rights” users can may also be able to view other users notes regarding the company.

1. To add a new note right click on the Note tab and a dropdown lists will appear, click “Add Note” or on the keyboard you can simply hold down the “Shift” key and press the “A” button (Shift+A) to begin the note.

2. When you add a note this way it will automatically add the date, time, contact name & title of the contact currently displayed in the above Contact section.

3. Then users can then add their notes. 4. The “Set Color for Note” button and font options give the user the ability to change font colors and styles to

the note if desired. a. Due to current programming restrictions “iSoaring”, the mobile version of Soaring, does not have

the ability to view font formatting in the Notes tab. In iSoaring users will have the ability to view the notes, the notes will just be shown in a standard format. Simply viewing the notes from within iSoaring will not affect the formatting used in Soaring. HOWEVER, if notes are added to or updated from within the iSoaring program all the note formatting within Soaring for that company will be REMOVED.

5. Pressing the “Save” button adds the new note to the Note tab. In this example we can see the font color has been changed to red and the Bold Font style was used.


6. If other users have added notes for the company and you have “Rights” to view that users notes then there will be an option to view each users notes you have the rights to view. In this example selecting Sam Malone would then display Sam’s notes for this company.


Contact Tab The Contact tab is simply a way to show additional information regarding the contact currently selected in the top half of the Soaring window.

1. The Contact tab displays additional information regarding the currently selected contact. 2. Simply start typing or editing fields within the Contact tab. 3. Once all your changes or edits are complete be sure to click the Save button.

2

3

1


Activities Tab The “Activties” tab gives users a number of different options as to what type of Activity they wish to view based on the criteria selected at the bottom of the tab. While the Schedule tab lists all Activity for all companies the Activities tab is limited to the company listed in the top half of the window. For complete instructions on how to schedule and maintain activities that show up in the Activities tab refer to the “Scheduling” materials.

1. This grid area will list activities based on the activity criteria you select below. 2. These are multi-select options that allow the user to select which Activities to view in the grid area.

a. History – Activity that has been completed and is now historical. b. Appts – To list all Appointment Activities. c. Calls – To list all Call Activities. d. Todos – To list all To Do Activities. e. Shared Activity – To list Activities by other users that the current user has “rights” to view. f. Email – To list all email Activities.

3. These are single select options that allow the user to select how far into the future to view Activities in the grid area.

4. This area will display the number of Activities currently being displayed. 5. This area simply shows you what color the various Activity Stages will be displayed in the grid area as. 6. Having the “Wrap” option checked will expand each activities row height to allow you to read all of the

information. Unchecking this option will keep each activity to 1 line item height. You won’t be able to read all of the activities without opening the activity, but more activities will list in a more consistent look.

1

2

5

3 4

6


Shared Activity If you have been given “Rights” to view other users activity and other users have activity on a company the Shared Activity option will allow you to view those activities.

1. Here we can see the “Shared Activity” option is now checked and instead of 3 activities

there are now 7 activities displayed. 2. The Rep column lists the user name of the user the activity belongs to. Notice other

user’s activities are also a slightly less bright shading of the activity stage to help distinguish your activities from other user’s activities.

1

2


Marketing Tab The Marketing tab lists marketing information related to the Company currently being displayed in the top half of the Soaring window. This tab is customizable by the individual dealership.

1. There are 26 customizable Marketing fields. In the above example some of them have been customized

and some of them have not. Your dealerships administrator will have the ability to customize this tab to reflect the type of marketing information your dealership would like to track.

2. There are also two dropdown selectable lists available. Your dealerships administrator will have the ability to customize these lists for your dealership.

3. If you add or make any changes to the Marketing tab be sure to click the Save icon.


Documents Tab The Documents tab lists documents related to the company currently being displayed in the top half of the Soaring window. Any type of document can be stored here, Word, Excel, PDF, etc… The nice thing about saving your documents here is that it is now stored on your dealership server. Should anything ever happen to your computer, or you are accessing the Soaring program from multiple computers the documents are always available.

1. The Documents tab will list documents related to the company currently being displayed in the top half of the Soaring window. In this example there are currently none listed.

2. To add a new document click “Add Document” from the Documents section of the tool bar. The Open window will display allowing you to locate the document.

3. Once the document is located click the Open button and the Save Document window will open. 4. Enter a description that will help you remember what this document is. Then click the OK button and the

document will be saved on your dealerships Soaring server. The document will then be listed in the Documents tab and the description you typed will show in the Description column.

5. To open a document simply double click it from the Documents listed and the document will display. 6. To delete a document make sure the correct document is highlighted then click “Delete Document” from the

Documents section of the tool bar.


Utility Tabs The tabs on the right side of the lower tab section are known as “Utility” tabs. Utility tabs do not necessarily relate to the company that is currently being displayed in the top half of the Soaring window. They are used for general lookup, reference and general program utility functions.

1. Utility tabs are on the bottom right side of the tabs.

EQS Tab The EQS tab gives users a few basic options for searching Equipment assigned to the user. For more advanced searching capabilities go to the “Search” window, accessed from the main login window.

1. The left side of the EQS tab allows users to narrow equipment searches by the various options listed. 2. Results of a search will be listed in the grid area on the right side of the tab. A user can see all equipment

assigned to them by leaving all of the EQS fields blank and hitting the “Search” button as in this example. a. Equipment listed in pink are customer machines linked to your back office software. b. Clicking on a listed result will display that company in Soaring’s main window.

3. Here we can see the total number of equipment currently assigned to this user.

1

1

3

2


4. Here is an example of search criteria being used to narrow down a search result. We can see a lease ending date range was selected and the results are now listed in the grid on the right.

5. The number listed in front of the EQS tab is the number of records found based on the search performed.

6. Managers will have the “Search Team” option, shown here. This option allows managers the ability to view results based on all the users assigned to them, not just their equipment.

5

4

6


Select Model The Select Model button is used to locate specific vendors/products/models that are already in your dealership database.

1. Pressing the “Select Model” button will open the “Product Selector” within the EQS tab where a specific manufacturer and/or model can be easily located.

2. There are two ways to search, by Vendor or by Model. 3. To locate a specific manufacturer or model simply type part of the manufacturers or models description into

the Search Vendor or Model field and then click “Enter” on the keyboard. Any manufacturer or model matching the criteria will then display. In this example we entered “3050” and that narrowed it down to just three manufacturers with models having those numbers in their description.

a. You can type anything in the Model field that will help narrow down the search. For example you could enter words like ink, color, laser, etc… and the results will display only manufacturers with models that have those key words within their model numbers.

4. Then simply highlight the correct model and click the “Enter” key on your keyboard to add the machine to the Equipment tab, which will close the product selector.

5. Pressing the “Search” button would then search the database for those specific machines.

1

2

3

4

5


Search Tab The Search tab gives users an easy to use tool for searching companies assigned to the user. For more advanced searching capabilities Soaring Administrators can create customized “Reports”.

1. Once open the Search tab has a number of tools to help users narrow down a company Search to find specific companies they might be looking for.

2. The Search button will perform a search based on the criteria selected. Once the “Search” button is pressed the Search tab will be replaced with the Search results.

a. Customers listed in pink are customers linked to your back office software. 3. If everything is left blank and the “Search” button is clicked the user will get every company assigned to

them. This is an easy way to see all the companies assigned. In this example we can see all the fields were left blank and this user has 9,618 companies assigned to them.

4. The “Modify Search” button will close the Search results and once again display the Search tab fields. 5. The “Advanced” button has more sophisticated searching tools. Review the “Advanced Searching” section

of these materials for more information on how to use Advanced Searching.

1

3

4 5

2


6. This user has 9,618 companies assigned to them. They can use multiple Search tab fields to narrow those companies down to a manageable or specific group. In this example we can see the Customer check box has been checked and a specific zip code of 55001 has been entered.

7. Pressing the “Search” button tells Soaring to go find only companies assigned to this user that are customers and are located in the zip code 55001. Here we can see the results show that of the 9,618 companies only 16 of them match that criteria.

7

6


Include / Exclude Searching Search options that are underlined can be searched two ways. You can either include them in the search or exclude them from the search.

1. A normal “left-click” on an underlined search option will turn it green and include those items in your search results.

2. A “right-click” on an underlined search option will turn it red and exclude those items in your search results.

1

2


Searching by Industry If your dealership has imported a database that contains industry SIC codes and/or when new companies are added with SIC codes then this section of the Search tab can be used to search on them.

1. Pressing the dropdown arrow will display the primary SIC code classifications. 2. Selecting a primary SIC code classification will then display all of that classifications sub categories and

allow you to check the specific sub categories you want to search on. 3. Or instead of selecting a primary SIC code classification you can type a key word, hit ENTER on your

keyboard and all of the SIC codes with that word in their descriptions will be shown and highlighted for you to search on. Unselect those you don’t want to search on.

1

2

3


Manager Searching Managers have two options in the Search tab that the typical user does not have.

1. Here we can see we are logged in as Sam Malone. Sam is a manager and at the bottom of the Search tab we can see Sam has a dropdown list of Soaring users. Sam can use this list to switch to any of the users shown in his list. Once he has switched to another user the Search tab will use that users criteria to produce results.

2. Managers also have the “Search Team” option. The Search Team option overrides the Search tab only searching on a user’s territory and produces results for every user that reports to the manager.

1

2


Advanced Searching Below is a basic overview of the Advanced Search window. This is a powerful tool for narrowing search results down to find specific information.

1. From the Search tab pressing the “Advanced” button opens the Advanced Search window shown here. 2. The Company, Contact & Equipment sections of the Advanced Search contain options to narrow search

results by their respective sections. 3. The Territory section allows a user to narrow their search to a specific territory they are assigned. This

section also allows users with proper “rights” the ability to select other users or all users they have rights to view.

4. This section allows you to select Company, Contact, Equipment and/or Marketing tables that you would like to display in your search results.

5. This section allows users to further narrow search results by specific columns in tables. 6. This section will then display the search results in a grid format. 7. This section allows users to perform the search, put the results into Excel, mail merge, close the window,

save a search for future searches or return the results to the Search tab.


Advanced Search Example Below is a basic example of how to perform an Advanced Search, then how to use the tools in the Advanced search to narrow those results down.

1. Let’s do a simple Advanced Search where we want to see customers with no activity. In the company section simply press the Company & No Activity options.

2. In the Tables section let’s just select the Company table. 3. Then pressing the “Search” button displays the results in a grid format. 4. Pressing the little “+” symbol in front of the Company table will display all the data columns available in the

Company table. 5. Any data columns checked will then be listed in the results grid as we see in this example.


6. Here we can see an example were all but two of the data columns have now been unchecked. 7. Once the “Search” button is pressed the results grid will then only show those two data columns (plus the

CompanyID always shows).

8. “Double clicking” on a listed data column will put that data column in this section where that data column can be used to narrow down the results.

9. In this example we are asking the search results to be “=” to companies in the zip code “55104”. Meaning only companies in that zip code will be listed.

10. Once the “Search” button is pressed the results grid will then only show results for companies in that zip code.


11. “Double clicking” on additional data columns will add those data columns to this section used to narrow down the results as well.

12. Right mouse clicking in the FieldOperator cell will display a list of options for narrowing search results. 13. If we select “BeginsWith”, then in the FieldValue cell type “am” we can narrow our results to companies that

begin with “AM” in zip coded “55104”. 14. After pressing the “Search” button we can see our results show just companies beginning with “am” in zip

code “55104”.


15. Pressing the “Excel” button will open Excel and display the results for users with “Rights” to do so. 16. Pressing the “Mail Merge” button will open this option window allowing the user to merge the results into

template documents or find a file they want to merge it with with. 17. Pressing the “Save” button will open this option window allowing the user to name and save an advanced

search for future use in the main windows Search tab results. 18. Pressing the “Return Results” button puts the results into Soaring’s main window Search tab results.


Saving Advanced Searches Once a user has an Advanced Search defined the way they want it they can save it and access it from the main windows Search tab.

1. Here we have a simple Advanced Search of Customers with No Activity showing 815 results. 2. Pressing the “Save” button will open this option window allowing a user to name and save the search

criteria for use in the main windows Search tab results. 3. Once saved in the main Soaring windows Search tab right clicking on the tab will display a dropdown list of

tab options. Pressing the “My Reports” option will then display a list of saved Advanced Searches. In this example we only see the one we just added, there could be a large list of saved searches here as the user adds common searches. Once a listed search is selected the Search tab will display the results. In this example we can see those same 815 companies now show in the Search tab.


Deleting Saved Advanced Searches Once a user has saved an Advance Search they also have the option to delete it. Below are instructions on how to delete a saved Advance Search.

1. To delete a saved Advanced Search press the “Advanced” button from the main window’s Search tab and the Advanced Search window will open.

2. The Advanced Search window has a dropdown list of saved Advanced Searches that have been saved by the user. This list will match the list under My Reports from the Search tab.

3. Select the Advanced Search you wish to delete and press the “Delete” key on your keyboard. The Advanced Search is then deleted, no need to press save or anything else at that point.


Forecast Tab Soaring gives users the ability to quickly add a simple forecast about an opportunity. Then later add additional, more sophisticated, information about that forecast, even turn it into a proposal or MPS analysis. There are separate “Forecasting” training materials for complete details on how this section works.

1. The Forecasting tab is located here. 2. Here we can see two forecast listed. Double clicking on a listed forecast will open the Forecasting window. 3. Refer to the Forecasting training materials for detailed instructions regarding this section of the program.

Note: Review the “Forecasting” training materials for detailed information regarding this section.

1

2

3


Schedule Tab The “Schedule” tab gives users a number of different options as to the type and duration of Activity they wish to view. While the Activities tab is limited to the company listed in the top half of the window, the Schedule tab will display all Activity for all companies based on the criteria selected. For complete instructions on how to schedule and maintain activities that show up in the Schedule tab refer to the “Scheduling” materials.

1. Double clicking on a Scheduled activity will bring up the Scheduler window that allows you to edit/update.

Note: Review the “Scheduling” training materials for detailed information regarding this section.

1


Memo’s Tab The Memo’s tab is an easy way to send a message to other users regarding a specific company that the receiver can then easily see which company you are talking about and see all the company’s details.

1. In this example we are logged in as Sam Malone who is going to send Cliff Claven a memo. First thing Sam will want to do is make sure he has the correct company the memo is in regards to displayed.

2. To add a new memo either from the tool bar find Memo, then click “New Memo” or right click on the Memo tab and the same list will appear, or on the keyboard you can simply press the “F7” key and the Send Memo window will open.

3. The default is for the user assigned the company in the division you are currently in to automatically be listed in the Distribution list for the new memo.

4. The “Send Memo To” area will allow you to find users of the Soaring program that you can send memo’s to. Clicking on the + symbol will open sub-lists listing contacts within the various departments. Double clicking on a contact will add the contact to the “Distribution List”. You can add one contact or multiple contacts to the list.

5. The “Message” area is where you would then type what you would like to say in the memo and pressing the “Ok” button will then send your memo to all the users listed in the Distribution List.

5

1 2

3

4


6. If we now look at what the user receiving the memo, Cliff Claven, sees when a new memo has arrived and

has not yet been viewed we can see the words “New Memo” are shown in red. This happens regardless of the company the user is currently on.

7. When a user sees they have a new memo they can go into the Memo tab and the new memo will be listed. 8. Once a listed memo has been pressed the company the memo is for will then be displayed. 9. Right mouse clicking on a listed memo will bring up an options list allowing you to either, create a new

memo, move a memo to notes or delete the memo.

6

7

8

9


Last Edited Notes 7/27/15 – All pages were updated & revised to new format. Reprint entire document if you have an older version than this.