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#51
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Prospective Client Tracking Database
Here is the catch with that...
Sometimes when we are looking up prospective clients, we have all the info for the company and the contact, but no info for the property. So if that is the case, we will direct all our efforts towards the contact. One of our first questions is, "when do you go to bid?" So, I want to be able to put the bid schedule under the contact and then have the ability to choose that same bid schedule for each property or have a different bid schedule for the property if the contact does not bid all their properties at once. Does that make sense? "Gina Whipp" wrote: Ellen, I guess you can't see my answer so I am reposting... ******** Okay... no worries about the all caps... I hate it also, looks like yelling, but I get why you did it. Right now, I just want to focus on the Bid Schedule so I can get that thru my *thick* head and then I'll deal with the other questions/comments... So, if I understand the below... The Bid Schedule is attached to the Property and there will always be only one date in that field. If that is true then it only needs to be in tblProperty. Having it in tblCompany serves no purpose unless I missed something. tblProperty pBidSchedule pCompanyID --- tblCompanyContacts (ccCompanyID) OR tblProperty pBidSchedule pCompanyID --- tblCompany --- tblCompanyContacts The query can be run either way. THIS IS HOW I WANT TO USE THE BID SCHEDULES. EACH PROPERTY IS UNDER CONTRACT FOR THEIR LANDSCAPING. AND OBVIOUSLY THOSE CONTRACTS EXPIRE SO COMPANIES GO TO BID. SOMETIMES A COMPANY CONTACT BIDS ALL THEIR PROPERTIES AT THE SAME TIME OR SOMETIMES EACH PROPERTY HAS A DIFFERENT BID DATE. I WANT TO BE ABLE TO TRACK THAT AND BE ABLE TO SET ALERTS TO REMIND US THAT THOSE DATES ARE APPROACHING SO WE REMEMBER TO REACH OUT TO THEM VIA THE DIFFERENT ACTIVITIES OR SUBMIT A BID AT THE RIGHT TIME. SO, I WANT TO HAVE A BID SCHEDULE FIELD (WHICH WILL SIMPLY BE A DATE) FOR THE COMPANY CONTACTS AND FOR EACH PROPERTY. I WANT TO HAVE THE OPTION ON THE PROPERTY TO CHOOSE THE COMPANY CONTACT BID SCHEDULE DATE OR ENTER A NEW ONE IF THEY ARE DIFFERENT. SO, ESSENTIALLY THERE IS JUST ONE DATE THAT WILL SHOW UP IN THE BID SCHEDULE FIELDS. THEY MAY BE DIFFERENT DATES, BUT THEY WILL BE SINGULAR DATES ALWAYS. DOES THAT HELP? -- Gina Whipp 2010 Microsoft MVP (Access) "I feel I have been denied critical, need to know, information!" - Tremors II http://www.regina-whipp.com/index_files/TipList.htm "TGC" wrote in message ... Hello again! Did you get a chance to review the questions from my 1/26 post from this string? Thanks again! Ellen "Gina Whipp" wrote: Ellen, There will be a slight delay in answering... want to eat some dinner (which I do have to cook) but I'll be back... -- Gina Whipp 2010 Microsoft MVP (Access) "I feel I have been denied critical, need to know, information!" - Tremors II http://www.regina-whipp.com/index_files/TipList.htm "TGC" wrote in message ... Awesome! Thanks! I responded to a few things below. Put my answers in CAPS so you could see them. Sorry, I hate CAPS, but probably best way to differentiate on this string... Thanks again Gina! "Gina Whipp" wrote: Ellen, Answers in-line... Look for the 3 asterisks! (Hope I got everything) -- Gina Whipp 2010 Microsoft MVP (Access) "I feel I have been denied critical, need to know, information!" - Tremors II http://www.regina-whipp.com/index_files/TipList.htm "TGC" wrote in message ... Hi Gina - I had a chance to digest all your helpful info... I have rewritten all the tables I think I need based on the info you provided me. I have included a few questions next to a few fields and have included questions after some tables that apply to the table in general. I also included some future stuff I want to address down the road. I know I am a far way from most, if not all, of these things, but I wanted to lay them out there now in case we needed to set up additional things within the foundation and tables in order to make them work. Thanks again so much for your help! Here it goes... tblCompany cCompanyID (pk) - autonumber cCompanyName cMainPhone cAddress1 cAddress2 cCityID ****cStateID (Oops forogt that field) - DUH, THANKS! cPostalCode cFaxNumber cWebsite cClientTypeID (fk) cPropertyTypeID (fk) tblClientTypes ctClientTypeID (pk) - autonumber ctClientType - lookup (Current, Prospect, Hybrid) tblCompanyContact ccCompanyContactID (pk) - autonumber ccCompanyID (fk) ccFirstName ccLastName ccClientType (fk) ccContactType - yes/no (Main contact or not? ***Yep that is what that is for!) ccDirectPhone ccCellPhone ccEmail ccFaxNumber ccAddress1 ccAddress2 ccCityID ****ccStateID (Oops forogt that field) - SAME. THANKS! ccPostalCode ccBidSchedule - calendar - This will be a date. Does this work? ***If this a many field which means if there are going to be many dates to on COmpany Contact then this will need to broken out... but will wait for you answer. THIS IS HOW I WANT TO USE THE BID SCHEDULES. EACH PROPERTY IS UNDER CONTRACT FOR THEIR LANDSCAPING. AND OBVIOUSLY THOSE CONTRACTS EXPIRE SO COMPANIES GO TO BID. SOMETIMES A COMPANY CONTACT BIDS ALL THEIR PROPERTIES AT THE SAME TIME OR SOMETIMES EACH PROPERTY HAS A DIFFERENT BID DATE. I WANT TO BE ABLE TO TRACK THAT AND BE ABLE TO SET ALERTS TO REMIND US THAT THOSE DATES ARE APPROACHING SO WE REMEMBER TO REACH OUT TO THEM VIA THE DIFFERENT ACTIVITIES OR SUBMIT A BID AT THE RIGHT TIME. SO, I WANT TO HAVE A BID SCHEDULE FIELD (WHICH WILL SIMPLY BE A DATE) FOR THE COMPANY CONTACTS AND FOR EACH PROPERTY. I WANT TO HAVE THE OPTION ON THE PROPERTY TO CHOOSE THE COMPANY CONTACT BID SCHEDULE DATE OR ENTER A NEW ONE IF THEY ARE DIFFERENT. SO, ESSENTIALLY THERE IS JUST ONE DATE THAT WILL SHOW UP IN THE BID SCHEDULE FIELDS. THEY MAY BE DIFFERENT DATES, BUT THEY WILL BE SINGULAR DATES ALWAYS. DOES THAT HELP? QUESTIONS --Query will determine if the contact is the main contact. If yes, the company main phone will show along with direct and cell phone options. If no, only the direct and cell phone options will appear. Same thing for contact address. Query will determine if the contact is at the main company address. If yes, the company address will populate. If not, the address fields will remain blank to be filled in. Is that correct? ***Yes that is correct. COOL. --Do I need to create a CityID table? I have CityID a few places in different tables but haven't created a CityID table yet. ***I use one because you'd be surprised how many typos people can make when typing their own city name. So yes, you need a City table should you decide to go that route OR you could change it to CityName and let people type. MAKES SENSE --Is there a way to set alerts associated with the ccBidSchedule? So our staff is reminded (via email?) of an upcoming bid opening? ***Yes and here's a link to get you started when you are ready... THANK YOU! http://www.rogersaccesslibrary.com/f...aa c8za637888 tblActivities aDate - calendar aActivityTypeID (fk) aStaffID (fk) aCollateralTypeID (fk) aNotes - text aDone - yes/no tblActivityTypes atActivityTypeID (pk) - autonumber atActivityType - lookup (Phone Conversation, Phone VM, Meeting, Email, Mail, Fax) QUESTIONS --Is there a way to set an activities schedule reminder to alert staff to follow up with a prospect? ***See above link. THANK YOU tblCollateralTypes ctCollateralTypeID(pk) - autonumber ctCollateralType - lookup (Newsletter, Sustainable Brochure, Stick Brochure, Complete Marketing Package) ***Please give me a little background on how you plan to use the above table. THIS TABLE MAY NOT BE NECESSARY. IT MAY JUST NEED TO BE A LOOKUP FIELD WITH THE DIFFERENT COLLATERAL TYPES AS THE LOOKUP OPTIONS WITHIN TBLACTIVITIES. I JUST WANT TO BE ABLE TO ASSIGN WHAT TYPE OF COLLATERAL WAS SENT WITH EACH ACTIVITY. SHOULD I KEEP IT AS ITS OWN TABLE OR JUST MAKE IT A LOOKUP FIELD WITHIN THE ACTIVITIES TABLE? tblProperty pPropertyID (pk) - autonumber pCompanyID (fk) pAddress1 pAddress2 pCityID ****pStateID (Oops forogt that field). THANKS! pPostalCode pPropertyTypeID (fk) pReceivership - yes/no pExistingPrice pCurrentVendorID (fk) pPastTGCBid pInterior - yes/no pBidSchedule - calendar pAreaScheduleID (fk) pNotes - text (255) QUESTIONS --I am a little confused. I want to make sure each property has a contact assigned to it, but I am not sure if you put a contact foreign key in the tblProperty or you put a property foreign key in the tblCompanyContact or tblPropertyContact. ***That is what the tblPropertyContact is for. WILL RESPOND TO THIS BELOW BECAUSE IT COMES UP AGAIN --Did you create the tblPropertyContact in case a contact hasn't already been entered, but you have a new property and you need to assign a contact to it? I am a little confused why I have tblCompanyContact and tblPropertyContact. Fred mentioned that it is important to link a property to a company rather than link it to a contact, which is very helpful once the property contract is won. However, this is a prospective client database so I am not so sure that is the best way to link them. Thoughts? |
#52
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Prospective Client Tracking Database
Okay, now I get it... scratching head but thinking having it in two
tables is the way to go. Now, I have to go look at the table structure and make sure all is right in the world but I believe that was the last hiccup! -- Gina Whipp 2010 Microsoft MVP (Access) "I feel I have been denied critical, need to know, information!" - Tremors II http://www.regina-whipp.com/index_files/TipList.htm "TGC" wrote in message ... Here is the catch with that... Sometimes when we are looking up prospective clients, we have all the info for the company and the contact, but no info for the property. So if that is the case, we will direct all our efforts towards the contact. One of our first questions is, "when do you go to bid?" So, I want to be able to put the bid schedule under the contact and then have the ability to choose that same bid schedule for each property or have a different bid schedule for the property if the contact does not bid all their properties at once. Does that make sense? "Gina Whipp" wrote: Ellen, I guess you can't see my answer so I am reposting... ******** Okay... no worries about the all caps... I hate it also, looks like yelling, but I get why you did it. Right now, I just want to focus on the Bid Schedule so I can get that thru my *thick* head and then I'll deal with the other questions/comments... So, if I understand the below... The Bid Schedule is attached to the Property and there will always be only one date in that field. If that is true then it only needs to be in tblProperty. Having it in tblCompany serves no purpose unless I missed something. tblProperty pBidSchedule pCompanyID --- tblCompanyContacts (ccCompanyID) OR tblProperty pBidSchedule pCompanyID --- tblCompany --- tblCompanyContacts The query can be run either way. THIS IS HOW I WANT TO USE THE BID SCHEDULES. EACH PROPERTY IS UNDER CONTRACT FOR THEIR LANDSCAPING. AND OBVIOUSLY THOSE CONTRACTS EXPIRE SO COMPANIES GO TO BID. SOMETIMES A COMPANY CONTACT BIDS ALL THEIR PROPERTIES AT THE SAME TIME OR SOMETIMES EACH PROPERTY HAS A DIFFERENT BID DATE. I WANT TO BE ABLE TO TRACK THAT AND BE ABLE TO SET ALERTS TO REMIND US THAT THOSE DATES ARE APPROACHING SO WE REMEMBER TO REACH OUT TO THEM VIA THE DIFFERENT ACTIVITIES OR SUBMIT A BID AT THE RIGHT TIME. SO, I WANT TO HAVE A BID SCHEDULE FIELD (WHICH WILL SIMPLY BE A DATE) FOR THE COMPANY CONTACTS AND FOR EACH PROPERTY. I WANT TO HAVE THE OPTION ON THE PROPERTY TO CHOOSE THE COMPANY CONTACT BID SCHEDULE DATE OR ENTER A NEW ONE IF THEY ARE DIFFERENT. SO, ESSENTIALLY THERE IS JUST ONE DATE THAT WILL SHOW UP IN THE BID SCHEDULE FIELDS. THEY MAY BE DIFFERENT DATES, BUT THEY WILL BE SINGULAR DATES ALWAYS. DOES THAT HELP? -- Gina Whipp 2010 Microsoft MVP (Access) "I feel I have been denied critical, need to know, information!" - Tremors II http://www.regina-whipp.com/index_files/TipList.htm "TGC" wrote in message ... Hello again! Did you get a chance to review the questions from my 1/26 post from this string? Thanks again! Ellen "Gina Whipp" wrote: Ellen, There will be a slight delay in answering... want to eat some dinner (which I do have to cook) but I'll be back... -- Gina Whipp 2010 Microsoft MVP (Access) "I feel I have been denied critical, need to know, information!" - Tremors II http://www.regina-whipp.com/index_files/TipList.htm "TGC" wrote in message ... Awesome! Thanks! I responded to a few things below. Put my answers in CAPS so you could see them. Sorry, I hate CAPS, but probably best way to differentiate on this string... Thanks again Gina! "Gina Whipp" wrote: Ellen, Answers in-line... Look for the 3 asterisks! (Hope I got everything) -- Gina Whipp 2010 Microsoft MVP (Access) "I feel I have been denied critical, need to know, information!" - Tremors II http://www.regina-whipp.com/index_files/TipList.htm "TGC" wrote in message ... Hi Gina - I had a chance to digest all your helpful info... I have rewritten all the tables I think I need based on the info you provided me. I have included a few questions next to a few fields and have included questions after some tables that apply to the table in general. I also included some future stuff I want to address down the road. I know I am a far way from most, if not all, of these things, but I wanted to lay them out there now in case we needed to set up additional things within the foundation and tables in order to make them work. Thanks again so much for your help! Here it goes... tblCompany cCompanyID (pk) - autonumber cCompanyName cMainPhone cAddress1 cAddress2 cCityID ****cStateID (Oops forogt that field) - DUH, THANKS! cPostalCode cFaxNumber cWebsite cClientTypeID (fk) cPropertyTypeID (fk) tblClientTypes ctClientTypeID (pk) - autonumber ctClientType - lookup (Current, Prospect, Hybrid) tblCompanyContact ccCompanyContactID (pk) - autonumber ccCompanyID (fk) ccFirstName ccLastName ccClientType (fk) ccContactType - yes/no (Main contact or not? ***Yep that is what that is for!) ccDirectPhone ccCellPhone ccEmail ccFaxNumber ccAddress1 ccAddress2 ccCityID ****ccStateID (Oops forogt that field) - SAME. THANKS! ccPostalCode ccBidSchedule - calendar - This will be a date. Does this work? ***If this a many field which means if there are going to be many dates to on COmpany Contact then this will need to broken out... but will wait for you answer. THIS IS HOW I WANT TO USE THE BID SCHEDULES. EACH PROPERTY IS UNDER CONTRACT FOR THEIR LANDSCAPING. AND OBVIOUSLY THOSE CONTRACTS EXPIRE SO COMPANIES GO TO BID. SOMETIMES A COMPANY CONTACT BIDS ALL THEIR PROPERTIES AT THE SAME TIME OR SOMETIMES EACH PROPERTY HAS A DIFFERENT BID DATE. I WANT TO BE ABLE TO TRACK THAT AND BE ABLE TO SET ALERTS TO REMIND US THAT THOSE DATES ARE APPROACHING SO WE REMEMBER TO REACH OUT TO THEM VIA THE DIFFERENT ACTIVITIES OR SUBMIT A BID AT THE RIGHT TIME. SO, I WANT TO HAVE A BID SCHEDULE FIELD (WHICH WILL SIMPLY BE A DATE) FOR THE COMPANY CONTACTS AND FOR EACH PROPERTY. I WANT TO HAVE THE OPTION ON THE PROPERTY TO CHOOSE THE COMPANY CONTACT BID SCHEDULE DATE OR ENTER A NEW ONE IF THEY ARE DIFFERENT. SO, ESSENTIALLY THERE IS JUST ONE DATE THAT WILL SHOW UP IN THE BID SCHEDULE FIELDS. THEY MAY BE DIFFERENT DATES, BUT THEY WILL BE SINGULAR DATES ALWAYS. DOES THAT HELP? QUESTIONS --Query will determine if the contact is the main contact. If yes, the company main phone will show along with direct and cell phone options. If no, only the direct and cell phone options will appear. Same thing for contact address. Query will determine if the contact is at the main company address. If yes, the company address will populate. If not, the address fields will remain blank to be filled in. Is that correct? ***Yes that is correct. COOL. --Do I need to create a CityID table? I have CityID a few places in different tables but haven't created a CityID table yet. ***I use one because you'd be surprised how many typos people can make when typing their own city name. So yes, you need a City table should you decide to go that route OR you could change it to CityName and let people type. MAKES SENSE --Is there a way to set alerts associated with the ccBidSchedule? So our staff is reminded (via email?) of an upcoming bid opening? ***Yes and here's a link to get you started when you are ready... THANK YOU! http://www.rogersaccesslibrary.com/f...aa c8za637888 tblActivities aDate - calendar aActivityTypeID (fk) aStaffID (fk) aCollateralTypeID (fk) aNotes - text aDone - yes/no tblActivityTypes atActivityTypeID (pk) - autonumber atActivityType - lookup (Phone Conversation, Phone VM, Meeting, Email, Mail, Fax) QUESTIONS --Is there a way to set an activities schedule reminder to alert staff to follow up with a prospect? ***See above link. THANK YOU tblCollateralTypes ctCollateralTypeID(pk) - autonumber ctCollateralType - lookup (Newsletter, Sustainable Brochure, Stick Brochure, Complete Marketing Package) ***Please give me a little background on how you plan to use the above table. THIS TABLE MAY NOT BE NECESSARY. IT MAY JUST NEED TO BE A LOOKUP FIELD WITH THE DIFFERENT COLLATERAL TYPES AS THE LOOKUP OPTIONS WITHIN TBLACTIVITIES. I JUST WANT TO BE ABLE TO ASSIGN WHAT TYPE OF COLLATERAL WAS SENT WITH EACH ACTIVITY. SHOULD I KEEP IT AS ITS OWN TABLE OR JUST MAKE IT A LOOKUP FIELD WITHIN THE ACTIVITIES TABLE? tblProperty pPropertyID (pk) - autonumber pCompanyID (fk) pAddress1 pAddress2 pCityID ****pStateID (Oops forogt that field). THANKS! pPostalCode pPropertyTypeID (fk) pReceivership - yes/no pExistingPrice pCurrentVendorID (fk) pPastTGCBid pInterior - yes/no pBidSchedule - calendar pAreaScheduleID (fk) pNotes - text (255) QUESTIONS --I am a little confused. I want to make sure each property has a contact assigned to it, but I am not sure if you put a contact foreign key in the tblProperty or you put a property foreign key in the tblCompanyContact or tblPropertyContact. ***That is what the tblPropertyContact is for. WILL RESPOND TO THIS BELOW BECAUSE IT COMES UP AGAIN --Did you create the tblPropertyContact in case a contact hasn't already been entered, but you have a new property and you need to assign a contact to it? I am a little confused why I have tblCompanyContact and tblPropertyContact. Fred mentioned that it is important to link a property to a company rather than link it to a contact, which is very helpful once the property contract is won. However, this is a prospective client database so I am not so sure that is the best way to link them. Thoughts? |
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