Edit Configuration

RUNNING TRAKMATE For WindowsTM FOR THE FIRST TIME

The first time you run TrakMate for WindowsTM you must enter the security information. No other functions in TrakMate can be performed until your security is set up. You may enter all sales reps and their security level at this time by using the list prepared in the section titled "Before you Begin". Data for prospects is entered later and will be covered in the next section.

The first time you run TrakMate for WindowsTM you will be prompted to enter your security options in the TrakMate Configuration form. You may enter information for your salespeople and managers by selecting the "Edit System Configuration" option from the Edit pull down menu. As you enter new people in your security, you will have the option to enter that person as a Salesperson or Manager also.

When loaded, the TrakMate for WindowsTM Configuration form will appear in the center of your screen. (see diagram below)

Please Note: You are responsible for your password. TrakMate technical support cannot retrieve lost or forgotten passwords from the program. If a user forgets his/her password, it is recommended that a user with a security level 3 (Dlr/Mgr/Admin) enter the configuration and allow the user to reenter his/her password. Therefore, it is imperative for the user with security level 3 (Dlr/Mgr/Admin) to retain his/her password.
  1. To add information to any one of the categories on the tabs, click on the tab. The tab you select will be highlighted like the Security tab in the above diagram. If the Salespersons tab is selected, you will also need to select the type of Salesperson from the tabs at the bottom of the Salespersons window.


  2. The first time you run TrakMate for WindowsTM the TrakMate Configuration form will appear with the Security tab already selected. Each time you enter a person with a security level 1 (Salesperson) or 3 (DLR/MGR/ADMIN) you will be prompted to add that person as a Salesperson under the Salespersons tab and/or a Manager under the Manager Tab. Salespersons and Managers fields (in the Salespersons and Manager tabs) must be entered as you set up your security. These fields are key to running the TrakMate for WindowsTM program.


  3. The Edit button allows you to edit previously entered users. Editing information in this manner affects both the Salesperson & his/her Security Level.


  4. To Add either Salespersons or Managers to the security. Click on the Add button.


  5. Another screen will come up with blank boxes for the Salespersons and Managers data. Enter the data according to the prompts given. Change fields by pressing the <Tab> key or clicking on the new box as you are ready to go on.


    6. The data fields are:

    Initials (enter up to three)

    First Name

    Middle Initial

    Last Name

    Experience (this would be the approximate date the person began selling automobiles at your dealership).

  6. When you have finished entering the initial Salespersons and Managers, either close the box by clicking on the Close button or go on and enter the other tab categories.


  7. You can delete a Salesperson or Manager by pressing the Delete button. If there are prospects associated with this salesperson’s initials, press "Yes" to reassign those prospects to another salesperson or click "No" to reassign them to a temporary code of XXX.


  8. Under the Automobiles category you can enter the Make and Models of the cars your dealership sells.


  9. The Advertising category has codes for different types of advertising by which the customer heard of your dealership. You can add or edit additional codes that meet your advertising needs.


  10. Letters has a selection of letters which can be sent or may have been sent to the customer. More will be explained on how to write and print the letters later.

    TrakMate will automatically enter the dates and letter codes that you create or edit under the Edit Menu - Create/Edit Letter option.

    If you use this option, you can select specific letter codes and designate the TYPE, whether it is an ACTive or SLD(sold) letter, which Department it applies to, as well as the number of days you want the letter to be mailed.

    This function works when a new file is created ACTive. It will automatically program your generic ACTive letters in a new prospect's file. When you update the prospect's data by pressing the UPDATE button, the departmental letters will be automatically programmed according to the prospects Status(ACT/SLD), and the prospects Department(New, Used, etc.). When the DELIVERY field is changed to "Y" from anything else (normally a "U" or "N"), the SOLD/Owner follow-up letters will be automatically programmed after you press UPDATE button.

    SOLD field and DELIVERY DATE fields are required for the automatic procedure for any SLD(sold) letter.

    Remember, the generic letter types ACT and SLD will be inserted into all ACT or SLD prospects regardless of Dept. The specialized letters for each department can be inserted before or after the user updates the prospect.

    NOTE: Sold letters key off the DELIVERY field and Sold Lease letters key off the MATURITY DATE field.

    NOTE: For Sold Lease letters, you can program a letter to be printed prior to the MATURITY DATE by using a minus sign (-) in front of the number of days to print. Unless the minus sign (prior to) is specified, the number of days to print is assumed to be after. This function also works with all other letters and the corresponding date field.

    NOTE: Due to relational database architecture, any changes made to letters through the Enter/Edit Letters form, or System Configuration will affect all prospects scheduled to print that letter.

  11. Security tab allows you to enter and edit the user that will be using TrakMate.

    Press the advanced button to view the user’s security level.

    Two fields in the Salesperson security level can be edited through that form, they are Enter Contacts and/or Edit Contacts. The selection is global - it will affect all functions and all users within TrakMate.


  12. Email tab allows you edit your email parameters.

    You may enter in your mail server's domain name or IP address, your sending email address, and allows you to set up a default subject, replyto email address, and sending name.
To Exit the TrakMate Configuration Screen, click on the Close button located in the lower right corner of the Configuration Screen.


TrakMate’s Security Options

About TrakMate’s Built In Security

TrakMate for Windows has built in Security which prevents unauthorized users from accessing the program. TrakMate security must be set up the first time you run TrakMate. After your TrakMate security has been set up, only a user with a security level 3 (DLR/MGR/ADMIN) can edit security configuration.

Security for TrakMate’s Network Version

TrakMate’s Network version is the most powerful of the 3 versions of TrakMate because it allows multiple users with multiple security levels. A user on the Network Version can have a security level 1 (Salesperson) through 3 (DLR/MGR/ADMIN). The Network version also allows the user to create multiple Remote Modules for Salespersons that are currently accessing TrakMate on the Master computer.

Security for TrakMate’s Single User Version

TrakMate’s Security for the Single will allow only one user to be entered in the security, thus that user must have a security level 3 (DLR/MGR/ADMIN). The user entered in TrakMate’s Security is responsible for his/her password. TRAK MATE technical support cannot retrieve lost or forgotten passwords from the program. Therefore, it is imperative for the user with security level 3 (Dlr/Mgr/Admin) to retain his/her password.

Editing TrakMate Security

You can edit your TrakMate Security by choosing Edit System Configuration from Edit on the menu bar. Once in the configuration, you may edit the Security of the current version of TrakMate or the Security of the Remote user. Below is an explanation of each button:

Edit Edits the security of the highlighted user.

Add Brings up New User form which allows you to enter a new user.

Delete Deletes the highlighted user from TrakMate’s configuration. The user will be removed from TrakMate’s Security and from the Salespersons configuration. If the user is set up as a Manager he/she will only be removed as a Manager by using the Delete button from the Manager tab.

Please Note: Once a user is deleted from the configuration they can not be recovered!

Advanced Opens the Permissions form. In the Permissions form you may view the ability of each Security Level. You may also change two fields under Level 1 in the Permissions form, they are Enter Prospects and/or Edit Prospects. These fields are easily identified by the word Optional that is beside each check box. All other fields are predetermined by TrakMate and cannot be changed. Remember, if you change these fields, it will affect all Salespersons in your configuration.

TrakMate for Windows has the following 4 levels of security:

Laptop computer (Numbered as 0)

Salesperson (Numbered as 1)

Greeter/Administrator (Numbered as 2)

Dealer/Manager/Administrator (Numbered as 3)

 You can view the capability of each security level by pressing the Advanced button. An example of the Permissions form follows.

Please Note: Changing the status on either of the two Optional check boxes will affect all users with a security level 1 (Salesperson). If a check box is marked, it will affect all functions and all users within TrakMate.

Level 1 (Salesperson) - if selection Options is entered where the Enter Prospects = Blank and Edit Prospects = (check mark), the Prospect Form "New" button will be inactive.

Level 1 (Salesperson) - if selection Options is entered where the Enter Prospects = (check mark) and Edit Prospect = Blank, the Prospect Form "New" button will be active.  If you edit your record, "You aren't authorized" message will appear.


A Few Things to Note About TrakMate’s Security

The Optional Reports check boxes have "No Edit" beside the check box. "No Edit" means users with those security levels can create and view Optional Reports but cannot edit or make mass changes to the data.

TrakMate responds to the security level of the user as he/she logs on. For example, while logging on with a security level 1 (Salesperson) you may notice many of the buttons and menu items disappear or become disabled (gray and out of focus). While there are many aspects of TrakMate’s security, we will go through just a few of the major differences you may notice.

Only a user with security level 3 (DLR/MGR/ADMIN) can enter the security options after they are set up. Only the user with security level 3 (DLR/MGR/ADMIN) will receive the options of backing up, removing dropped prospects and compacting the data upon exit from the Master computer. One last major difference between the security level 3 (DLR/MGR/ADMIN) and the other security levels is that the level 3 (DLR/MGR/ADMIN) individual(s) have the ability to edit previously entered information on any user and the user’s prospects. The users with a security level other than 3 (DLR/MGR/ADMIN) do not have this ability.

Topic 4a