When customer records (Service Location and Billing Account) are being entered, SuccessWare®21 prompts for confirmation if a phone number is not entered and requires that an email address be entered or marked as not available.
These data entry prompts occur when customer records are edited directly or when updated via the Call Taking form.
When taking a phone call from a customer, if a user attempts to post a call without a phone number, a prompt is displayed warning the user that the phone number field has been left blank. The user is able to return to the Call Taking form and enter a phone number before posting or may confirm that they wish to proceed without a phone number.
This prompt is displayed for both new customers as well as existing customers who call and do not have a phone number on their account.
An indication that there was an attempt to gather an email address from the customer is required by either recording a valid email address for the customer or indicating that one was not made available by the customer by selecting the ‘No Email’ checkbox below the email field. A valid email address must be entered or the “No Email” checkbox selected in order to post the phone call.
The email requirement is enforced for both new customers as well as existing customer who call and do not have a valid email address identified on their account.
Prompts for a phone number as well as the requirement of valid email address or indication that one is not available for all new service locations added directly in the Service Location Detail form.
For existing Service Locations edited using the Service Location Detail form, the user will still be prompted when a phone number is not listed. The user is able to confirm and save without the phone number. It is not required to update the email address information. This is due to the fact that they may not have immediate access to the customer and therefore may not be able to accurately identify the email address or whether or not one is available.
Prompts for a phone number as well as the requirement of valid email address or indication that one is not available for all new service locations added directly in the Billing Account Detail form.
For existing Billing Accounts edited using the Billing Account Detail form, the user will still be prompted when a phone number is not listed. The user is able to confirm and save without the phone number. It is not required to update the email address information. This is due to the fact that they may not have immediate access to the customer and therefore may not be able to accurately identify the email address or whether or not one is available.
These reports have a filter labeled ‘Invalid Email Address Only’. When checked, only Locations and Accounts with Email Addresses that fail validation will be returned. This can assist in finding records with invalid addresses.
These reports also have a column to display the Email Address.
The Email Cleanup utility will help you to quickly clear out invalid email addresses from Service Locations and Billing Account records. This utility is located under the “Setup | Utility | Maintenance Tools” menu.
This utility will automatically display a list of all emails that are considered invalid from both Service Locations and Billing Customers in two separate grids. There will be two columns displaying emails. The first is the actual email address stored in SuccessWare21. The second, labeled ‘bad email’, will identify the invalid portion of the email. This is useful if you have multiple email addresses separated by a semi colon. For example:
Email Bad Email
joe@aol.com;sue@ Sue@
In the example above, the “sue@” portion of the email is invalid and shows up in the Bad Email column.
You can right-click on either of these grids to generate a grid report. You can also open a Location (F2) or Account (F3) detail form to edit the email address.
To clear all of the invalid email addresses for the locations and accounts listed, click the “Clear Email Addresses” button. Important: This option cannot be undone once it is completed. Note that for multiple email address values, only the invalid portion would be removed. The valid email addresses will remain.
When adding or updating a Location or Billing Account via SWAPI, email validation will be enforced.
A NoEmail field exists on the commands LocationInfoQuery, LocationInfoUpdate, and JobAdd.
If you submit a command with NoEmail set to False, but no email address is included, SWAPI will return the message “Email Address is blank but the No Email field indicates there should be one included.” Either set NoEmail to True, or include an email address to correct this.
If you submit a command with NoEmail set to True, but an email address is included, SWAPI will return the message “Email Address was included, but the No Email field indicates there should not be one.” Either set NoEmail to False, or remove the email address to correct this.
If you submit a command with an email address that is not a valid email address, SWAPI will return the message “Invalid Email Address.” Submit a valid email address to correct this.
Email addresses entered into the Email Address field are checked for validity. An entry of ‘None’, or ‘N/A’ is not accepted.
An Email Address is considered valid if it meets the following requirements
· Only one ‘@’ character.
· At least one ‘.’ character.
· ‘@’ is not the first character.
· ‘.’ is not the last character.
· Only one ‘.’ Comes after the ‘@’.
· The character immediately after ‘@’ is not ‘.’
· Multiple email addresses are separated by a semi-colon.
· Commas can be used to separate multiple email addresses, but SuccessWare will replace them with semi-colons.
· When multiple email address are entered separated by semi colon, each address is individually validated.
NOTE: The validation and cleaning of email containing multiple addresses separated by a semicolon will processed slightly different for MS Access databases from SQL Server implementations.
· For Access, if any of a multiple email address value is valid, the field is considered valid. These will not show up in the ‘invalid’ lists and cannot be automatically cleaned.
· For SQL Server, if any of a multiple email address value is invalid, the field is considered invalid. These will show up in the ‘invalid’ list and cleaning will remove the invalid part only.