USE #4 TO EXPORT FOR SINGLE PETS OR SKIP TO #5 TO EXPORT FOR

Transcription

1 ONLINE REMINDERS Thank you for registering for IntraVet s Online Reminder Solution. Below you will find instructions on how to export your reminder database and how to upload them to the website. It is advisable to read through the instructions prior to uploading your reminders. If you have any questions, please call our office at Hours are Central Standard Time: Mon Thurs 7am to 7pm, Friday 7am to 6pm, and Sat 8am to 12pm. Exporting Reminders: The online reminder systems allows you to send cards per single pet or for multiple pets, just like you do within IntraVet. The first step is to export your IntraVet reminder database. 1. Select <Search> and run your reminder search as usual. 2. Once the reminder search is completed you can export your list. Be sure to make note of the number of Records Exported. You ll need to enter this number for your quantity ordered. 3. Select <Export List> to set the parameters for your reminder export. USE #4 TO EXPORT FOR SINGLE PETS OR SKIP TO #5 TO EXPORT FOR MULTIPLE PETS. 4. To export reminders for EACH SINGLE PET, highlight & select the following choices: (*one left click on the item highlights the section to blue) Client Section: Select One Record per Patient Highlight: FIRSTNAME -LASTNAME STREETADDR - STREETADD2 CITY - STATE ZIP Patient Section: Check Patient Fields Highlight: PET - SPECIES Code Section: Check Code Fields Enter 9 for Number of Codes Highlight: DUE DATE Page 1

2 *It s important to enter 9 in for the number of codes to be exported for single pet cards CONTINUE TO STEP #6 5. To export reminders for MULTIPLE PETS, highlight and select the following choices: (*one left click on the item highlights the section to blue) Client Section: Select One Record per Client Highlight: FIRSTNAME -LASTNAME STREETADDR - STREETADD2 CITY - STATE ZIP Patient Section: Check Patient Fields Enter 9 for Number of Patients Highlight: PET - SPECIES Code Section: Check Code Fields Enter 9 for Number of Codes Highlight: DUE DATE Page 2

3 *It s important to enter 9 in for the number of patients and codes for multi pet exports. Export 6. If not already defaulted, select Dbase File in the bottom right and choose <Export>. 7. Choose a location to Save in: and rename the File Name to something more appropriate* (do not use periods in your naming scheme). 8. Make note of the number of records exported Page 3

4 * IMPORTANT NOTE: IntraVet recommends creating a folder on your desktop, in a Public folder (if using Terminal Services) or in My Documents labeled Online Reminders. Use this folder to save all your reminder exports to and label them in a format that will let you identify the search. Keep these files for backups in case there is a discrepancy in the reminder file that is uploaded. We can then go back and evaluate the data that you exported. EXAMPLE: Please do not use a period (.) in the name of your reminder file. The system has a problem determining the file type when there is an extra period in the file name. An acceptable alternative would be to use an underscore instead. Example: Dec_1 st _dog.dbf instead of Dec.1 st.dog.dbf Creating & Using Export Templates: You can create templates based on your reminder preferences and then load the templates instead of re-creating the export each time. Page 4

5 To create a template: 1. Once you have made your selections for the template select <Save Template> 2. The Save Export Parameters window will appear. 3. Double click on a slot and enter the name of the template in the field at the bottom. 4. Click <Save> to close the window and save the template. Page 5

6 To load a template: 1. Select the <Load Template> button and select the template you wish to load. 2. The Load Export Parameters window will appear. Double click on the template you wish to load and select <Load>. 3. The template is now loaded and ready for export. Uploading Reminders to the Online Reminder Website Once you have exported your reminders from IntraVet, you are ready to upload them to the Online Reminder Website. Please note the following: If you normally run 1 st, 2 nd and 3 rd reminders in separate batches with different messages, you will need to upload them as separate batches by adding each batch to your cart. You can then submit them as one order. You can choose different sizes for each database uploaded. You may want to send larger cards for your 1 st and 2 nd reminders and small cards for your 3 rd reminders. Page 6

7 Export your 1 st, 2 nd & 3 rd reminder searches (named appropriately so you can tell which is which). Upload 1 st reminder batch & add to cart. Go back to the catalog & upload the 2 nd batch of reminders & add to cart, repeat for 3 rd batch. Once you have all the batches uploaded, view the cart and checkout. Currently the card images feature: Cat - Dog - Combo of Cat/Dog or Group of Cats Any patient with a species other than Cat or Dog will receive a Combo card (i.e. Avian or Ferrets will receive a Combo card) Each card can show a total of 12 reminders. If there are more than 12 reminders, additional cards will be printed to accommodate all reminders. Postcards are sent First Class within 5 business day of your order and should generally reach clients within 3 days of being sent. Cards are processed and mailed from Erie, PA. To show the correct card preview options set Internet Explorer (IE) to check for a newer page version on each page visit. IE 6 Tools > Internet Options > Settings in the Temporary Internet Settings section > Select the radio circle that checks for newer versions of the page for Every visit to the page > OK > OK IE 7 Tools > Internet Options > Settings under the Browser settings section > Select the radio circle to check for newer versions of the page for Every time I visit the webpage > OK > OK Incomplete Addresses All database addresses are pushed through a National Change of Address system for address verification. Postcards may be forwarded or marked as undeliverable based on these findings. To Upload Reminders: 1. Go to the webpage: and select the link for Support at the top of the page, or go directly to 2. On the right side, select the link to Upload Reminders 3. You will be redirected to a Clinic Log In webpage. 4. Enter in your Clinic # (4 digits [+ a letter if applicable]) and Password. If you do not know your Clinic #, please review your registration confirmation from IntraVet or call support at If you have a 3-digit clinic account number, you will be required to use a zero in front of the first three numbers (Ex. Acct #123 will be entered as Acct# 0123). (Clinic # is your IntraVet account number - please call our office if you do not know your account number) 5. Select Browse Catalog at the top. You ll be directed to your Cost Center. Page 7

8 6. Select the Postcard option on the left hand side. 7. Click on the size of the postcards you would like to send Remind Large: 8.5 x 5.5 Remind Small: 4.25 x If you have had a previous order, you can select an option under the History Lookup at the top to fill in your clinic information and a previously used message. Otherwise, enter in your Clinic Name, Address, City, State, Zip and Phone Number. 9. Next select the type of Card Front: Use dog/cat combo image (Uses the Combo Card choice for all your cards) Match cat, dog & combo images ( Single pets will get either a cat or dog card based on species, species other than cat or dog will receive a combo card and any multiple pets will receive a combo card) * Unless you want the Combo Card for all your reminder cards, it is advisable to choose the Match cat, dog & combo images option whether or not you choose to send per single pet or for multiple pets. 10. Review the Card selection at the top and make your selection for the card front you would like to send. 11. In the Card Message field, enter or edit the text that will appear on the reminder card. The text is limited to 250 characters. It is ideal to type out your message within MS Word and complete a character count to determine the number of characters used. You can then copy and paste that text into the Card Message field. 12. Next find and upload your database by selecting <Browse> 13. The Choose File window will appear. Find the reminder dbf file you exported earlier and double left click on it or highlight it and select <Open>. 14. The file path will be displayed in the Attach Your Data File field. 15. Proceed to the Order Quantity and Preview section below the drop down boxes. The dropdown boxes are for administrative purposes and any alteration to the fields could result in a change of your card selection. 16. Enter the quantity of cards to be ordered based on the card calculation you made within IntraVet (See the Exporting Reminders Section Step # 2) and choose <Preview> to preview your selection in the current window (recommended) or <Preview PDF> to view as a PDF in a new window. <Update History> will update the address and message fields for future selection. 17. The <Preview> option is required. Previewing refreshes the window and let you review your choices in the top right of the window. Select 1 to review the back of the card and 2, 3, 4 to review the front of each card. Page 8

9 18. If you are satisfied with your selection, scroll back to the bottom of the window and select the <Add to Cart> button and <Ok> when prompted for confirmation of adding to cart. 19. You will be returned to the catalog window for entry of an additional order or you can choose to continue with the current order by select the View Cart tab located in the top right of the window. 20. Review your order and continue on by selecting the Checkout tab in the top right or you can choose to remove the order by checking the Remove box next to the order you want to remove and then the <Refresh Screen Totals> button at the bottom of the page. 21. Proceed to the Payment Method section and enter your credit card information. Your order will be processed within 5 business days and your credit card will not be charged until the order is actually printed. 22. If you have special instructions, enter this information in the Order Remarks field. Your order will be reviewed by a person prior to printing. Select <Submit Order> when you are ready to finalize your order. Cards will be printed and mailed within 5 business days of the order being placed. 23. Your invoice will be ed to you at the address you submitted for registration. 24. Additionally menu choices at the top: Home IntraVet s Home page Browse Catalog - Order selection page ( Currently: Reminders Large & Small) Us that goes to the printer Logout Logs you off the online ordering site Revised January 25, 2008 Page 9