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Manage Business Cards

01/09/2011

By Admin User

The management functions of WorldCard allow you to categorize contacts, send e-mail by contact or group functions, add new cards to a group, import cards from other sources, search cards by various data fields, encrypt files to protect your card database, print cards, export the database to other applications and synchronize your card information with other software applications.

5.1 Categorize Cards

The WorldCard software allows you to manage your business cards by storing them in the category groups. After installing your WorldCard software, you will find two default categories on the management page: the All Records category and Unfiled category. You can add as many user-specified categories and sub-categories as you choose to manage your business cards.

Note! WorldCard Mobile and WorldCard Contacts don't support multi-layer category structures. If you export contacts to WorldCard Mobile or WorldCard Contacts, only root categories will be imported. The subcategories won't be imported.

5.1.1 Categorize from Management Page

Each card, in addition to being categorized by last name, can also be categorized with our own individual settings so that you can efficiently manage numerous cards in your WorldCard database. From the WorldCard Management pane, highlight the card information you want to categorize, drag it directly into a specific category type under the Category list on the left side of the management window.

Tips:

1. Cards in each category can be easily moved from one category to another by dragging.

2. Each card can belong to a main category and numerous sub-categories. For example, Bruce is a vendor of your company and your classmate. You can drag his card into vendor category and then, drag his card into the classmate category from the All Records category. The first category you drag Bruce’s card to will become the main category for his card entry.

5.1.2 Categorize from Editing Page

WorldCard allows you to categorize a business card directly from the Editing pane. To categorize a card from the editing page, click on the Set Category button . The Card Category dialog box appears. Select the category and then click OK. You may also add a subcategory from this window by clicking the Subcategory button.

5.1.3 Send Email by Category

To send email to a category group, select the appropriate category group from the management page. Once selected, the category will appear in the right pane of the Management window.

To send email to the group, click the Email button . WordCard will add the email addresses of the group members into your default email software. Also the Email editing window will then open with the appropriate contact list.

5.2 Merge and Separating Cards

WorldCard allows you to merge two business cards into one card entry. To merge two cards into one, select two cards in the Management window.

On the Tool menu on the Editing window, click Merge and the following dialog box appears.

Select the appropriate card as the front side of the merged card entry and press OK. This action will merge the cards into one entry.

Separating double-sided cards into two distinct card entries can also be accomplished with WorldCard. To separate a double-sided card into two separate entries, select the appropriate card from the Management window. Then, on the Tool menu click UnMerge.

The double-side card is separated into two separate entries in the appropriate category.

5.3 Add New Cards

You may add contacts to your WorldCard database by scanning their business card or by manually entering the contact information. If you do not have a card from a new contact, you can enter the contact information of a new business contact into your WorldCard database manually.

5.3.1 Add an Empty Card

To enter a contact manually without a business card, on the File menu in the Management window, click New Empty Card.

This will open the Editing window.

In the Editing window, manually select each category for your new contact. Then, scan or type your new contacts information into the field.

5.3.2 Add the Same Company Card

WorldCard allows you to add contact information for a new colleague from a company that is already in your database without scanning the actual business card. To add a new colleague of a company already on file, in the Management window, select a card from the new colleague’s company.

After you have selected the card of the new colleague’s coworker, on the File menu in the Management window select the File\New Same Company Card. This will open the Editing window.

On the left side of the Editing window, the new colleague’s company information will appear in the Card Information pane of the Management window. You can scan or type your new contacts information into the field.

5.4 Add Cards from Other Resources

The WorldCard Business Card Scanner and other WorldCard recognition products are equipped with a card scanner or camera which are used to capture a card image. However, you may use other hardware resources in conjunction with your WorldCard software to process card images.

5.4.1 Photo File

WorldCard can process a business card entry from a photo image in either .bmp or .jpg format. To use this option of your WorldCard software, you must have a picture image of the card on an accessible medium which your computer can access directly, as well as a connected the camera or scanner. To select an alternative image source click the Image Source icon and select the appropriate image source, either Photo File or Twain Scanner.

5.4.2 Twain Scanner

Card entries may also be uploaded through any TWAIN-compliant scanner. If your scanner is connected, WorldCard software will recognize it and add the scanner to the resource list. Click the Image Source arrow and click Twain Scanner.

Ensure the resolution for your scanner is set to at least 300dpi and select a Twain device.

You may scan up to 8 cards at one time with an A4 size flatbed scanner. Place the card on the bed of your scanner with some separation between the card edges to clearly distinguish each individual card. You may also use an A4-size white paper to cover the business cards for recognizing regions of business cards properly.

When the scanning process is completed, the following TWAIN Scanner dialog box appears.

The system will identify the business card area automatically. Recognized cards will appear within red rectangular boxes with their corresponding recognition number superimposed in red. You can also click the Clear All Regions button to identify the cards manually by drawing the business card area one by one.

Click the Auto Select Regions button can identifie the cards as in the previous display of the TWAIN Scanner dialog box.

After the cards have been identified, click Recognize. In the Language settings dialog box you can select the language to use to recognize the business cards. When the recognition process is completed, you will be returned to the Management window. Your new card entries appear at the bottom of the contacts.

5.4.3 Drag in the Signature Information

You can add the signature information to the contacts by selecting the signature or business card information in e-mail or a Word file. Then drag it directly to the WorldCard Management window. WorldCard will automatically add a contact and recognize the information into appropriate fields.

5.5 Deleting/Restoring Contacts

Right click on a contact and then select Delete from the pop-up menu or select a contact and then click Delete button , if you want to delete the selected contact.

Click Recycle Bin button to view the contacts which have been deleted. You can delete the contacts permanently by clicking the Delete button or resotre the contacts by clicking the Restore button.

5.6 Search Contacts

You can quickly and efficiently find your contacts with WorldCard Search features.

5.6.1 Text Search

The Text Search command of the WorldCard software allows you to quickly find a specific contact. To use Text Search in the WorldCard Management window, on the View menu point to Search, and click Text Search.

The Text Search pane appears as follows:

Tip: You may enter the Text Search window directly from the WorldCard Management window by clicking the Search button.

In the Text Search pane, enter a key word or a group of key words separated by a blank space in the Search box and click the Search button .

The Search pane will update, displaying the results as in the following picture.

In the left pane, there is a list of all categories where the data from your search string was found. The right pane shows the search results that display all of the applicable fields for the cards stored in your WorldCard database.

You can double-click on any record displayed in the Search Results pane to open the card in the Editing window.

5.6.2 Advanced Search

WorldCard also offers an advanced search function. To use the advanced search function, on the View menu, point to Search
and click Advanced Search.

The Advanced Search pane will open and appear as right.

Tip: You may also open the Advanced Search pane from the WorldCard Management window by clicking the Search button .

When the Text Search pane appears, click on the Advanced Search button In the Advanced Search pane, you can enter your search criteria by category. You may select from categories in any one of three option windows. If you have several cards with similar criteria in your database, you may narrow your search further by using more than one of the Search Criteria menus.

After a Category for your Advanced Search is selected from one or all three Category options, you may enter an appropriate search string in the text field of each Category. A completed search will appear.

Please also note that the Search Criteria options include the AND operator and the OR operator . You may use these operators to further define your Advanced Search.

The AND operator defines that your search results contain the criteria listed in all three search fields. Using the OR operator, a valid result must only match one of any of the three fields to be a valid result.

You can further define your Advance Search Criteria by using a specified Category. To select a specific category, select Select Category and specify a category.

You may also define your Advanced Search by calendar dates. To define a period for an Advanced Search by Dates, select Select Dates icon and make date selection available.

After selecting search by date, you may use the From and To date options to specify a period for your search criteria. The From and To options appear as in the right picture.

5.6.3 Finding Duplicate Data

Over a period of time, you may find that you have received a business card from the same individual on more than one occasion.

WorldCard has a built-in feature for finding duplicate data. To use Finding Duplicate Data, click Run on the Main Menu and then Duplicates Data. A progress meter briefly displays in the middle of the Management window showing the progress of the search.

After all records have been scanned, the Search Results pane displays the same display name entries as shown.

In the pane on the left side, there is a list of all Categories where Duplicates Data was found. In the Search Results pane on the right side, there is a list of all duplicate card entries.

5.7 Safeguardi your Contacts

Information is a valuable resource to any business. WorldCard recognizes the intangible value of your business card contacts and has built-in features to help you safeguard that data.

5.7.1 Save

WorldCard is a business card database management system. It automatically saves all changes when exit the system. You can manually save your card database by on the File menu click Save.

You can also save your database by clicking the Save button on the WorldCard Management window.

5.7.2 Backup your contacts

You can save your database file to a specified directory for use as a backup file by using Save as. On the File menu, click Save As.

WorldCard database files are stored in the .wcf format. No other format options are available. After you have named your file accordingly, click Save to complete this operation.

5.7.3 File Encryption

Protecting sensitive contact information is important in the business environment. The WorldCard software recognizes the importance of sensitive data and allows you to protect that data from unauthorized access.

To protect your WorldCard database from unauthorized access, WorldCard offers you an automatic file encryption with password protection. You can encrypt your WorldCard database by the following procedure.

On the File menu, click File encryption.

The File encryption dialog box appears.

If you wish to use File encryption, select Use file encryption.

With Use file encryption selected, you may use the File Encryption option with password protection.

Wh e n t h e S e t P a s s w o r d / C h a n g e Password option is selected, the password option is available for you to enter your appropriate password options.

Note: Protect and safeguard your password. WorldCard does not offer a password recovery option. If you forget your password, your database is inaccessible.

Tip: If you wish to decrypt the File encryption, place the mouse pointer over the selection circle of the UnUse file encryption option.

5.8 Print Cards

WorldCard software allows you to print card information in several usable formats. An overview of the WorldCard printing features is presented in this chapter.

5.8.1 Print Preview

Before printing card information, WorldCard allows you to preview your information in the appropriate format for your desired output. To use the Print Preview options of your WorldCard software, on the File menu click Print Preview. and the Print Preview pane appears.

At the Print Preview pane, you can select several Print Preview Template Classes from the Template Class menu to the left of the Print preview pane.

After the applicable Template is selected, you may further define your printing preview by selecting the available options in the selected Template. A similar Print Preview option list will appear depending on your selected Template Class.

When a Preview option has been selected, the Print Preview pane reflects that change on the right side.

5.8.2 Edit Print Templates

WorldCard allows you to edit templates for printing your cards. On File menu click Print Template Edit, the following pane appears. You may also click the Edit Print Template icon.

To edit the Print Template, you may select a Template Class and Template from the left pane. Then adjust the settings of the print paper from the pane on the upper right. If you wish to choose print fields, you can drag the field into the template editing area.

Note: WorldCard’s attentive categorizing function makes it flexible on Editing Print Templates, such as you can add City, Zip Code under Address columnWorldCard provides Add Label and Add List template model for creating your own templates. On the Template Class menu, click Edit. The Edit dialog box appears.

To add a new print template, click Add Label or Add List, and then enter the template name. Click OK to return to the Print Template Edit pane for editing the new print template.

Note: You may also rename or delete templates with the Edit function.

5.9 Exchange Contacts

WorldCard software allows you to exchange valuable contact information with other applications through the use of the Import, Export and Synchronize commands.

5.9.1 Export

To select export fields, you may refer to 5.10.1 Export Option for a detailed explanation.

1. To export your WorldCard database to another application such as Microsoft Excel, Access, Outlook, Outlook Express, Lotus Notes, PocketPC, Palm, ACT!, Goldmine, Salesforce(Contacts), Salesforce(Leads), CSV, VCard, or WorldCard series, such as WorldCard windows versions, WorldCard Mobile versions ( WorldCard Mobile for iPhone and WorldCard Contacs for iPhone), on the File menu click Export.

This will open the WorldCard Export Wizard screen and the following dialog box appears. For the supported software, please refer 5.9.4 WorldCard Data Exchange Compatibility List. Select the type of application for the file type that you want to create.

Tips:

1. Export Text File allows you to export all fields.

2. Export function supports on Excel 97, Outlook 97 and Outlook Express 4.0 version and higher.

3. Export Wizard will compress the file . It makes your filing and mailing easier by producing a smaller file.

Warnning: Because of the compliance between unicode and ANSI code, you might export unreadable characters to Palm Desktop, CSV or Vcard file in cases you exportChinese, Japanese, Korean....from a single-byte language character based
computer (such like English, German, French and so on) to a double-byte language character based computer (Such like Chinese, Japanese, Korean and so on).

2. Click Next. The next Export Wizard dialog box displays.

3. Follow the instructions given in the Export Wizard dialog box to select which cards you want to export. And then click Next.

4. If you have chosen to continue with the Export function, choose the directory to export the files to. Click OK to export the cards. To complete exporting the files, review the information displayed in the Export Wizard window.

5. After exporting is completed, click Finish to close the Export Wizard dialog box.

6. The Export Wizard operations for exporting your WorldCard database to all application types are similar and will not be discussed individually in this manual. However, a brief overview of the Export of a card to Microsoft Outlook will be presented.

To export a card to Microsoft Outlook:

1. select a card or a group of cards by selecting the specific card(s) in the WorldCard Management window as shown in the following picture:

2. On the File menu, click Export. The Export Wizard dialog box appears, as previously displayed in the section. Select the Microsoft Outlook application from the Application pane in Export Wizard dialog box and click Next. The next step is displayed in the Export Wizard dialog box.

3. Select Selected Cards in the Export Range. Click Next.

4. The following Export Wizard status dialog box appears.

5. When the Export process is completed, you can view the Details page as shown in the following picture by clicking Detail.

6. From the Details dialog box, you can choose to export all details of each card or none. To close the Details dialog box, click OK. This will return you to the Export Wizard status dialog box as seen previously in this section.

7. To complete the Export process, click Accept. You may see a suspicious script warning message at this time. Click Continue on the warning dialog box to proceed. The Export Wizard will now display the completed Status and Information of the exported cards being processed.. To exit the Export Wizard, click Finish.

Export contacts to other WorldCard Series products

You need to export contacts from WorldCard first before you share them. These contacts will be bundled and saved as .wcxf format, which can be shared by all WorldCard Series products via email or iTunes File Sharing.

Note!

** Only WorldCard Mobile 3.1.0 or later supports the .wcxf format.

** Only WorldCard Contacts 2.3.0 or later supports the .wcxf format.

1. Select the contacts which you want to export. Click File\Export function from the menu.

Select WorldCard Exchange File (.wcxf).

2. Follow the instructions given in the Export Wizard dialog box to select which cards you want to export. And then click Next.

3. If you have chosen to continue with the Export function, choose the directory to export the files to. Click OK to export the cards. To complete exporting the files, review the information displayed in the Export Wizard window.

4. After exporting is completed, click Finish to close the Export Wizard dialog box.

5. You can share the .wcxf contact file by attaching it to an email message and then share the .wcxf file with other WorldCard series prducts.

To share the .wcxf file with WorldCard(PC or Mac Version), please follow the steps below:

Step1 Open email with a .wcxf file. Then save the .wcxf file to your computer.
Step2 Lauch WorldCard.
Step3 Click the import button of on the toolbar.
Step4 Select WorldCard series data exchange files and follow the importing process to import the .wcxf file into WorldCard.

To share the .wcxf file with WorldCard Mobile or WorldCard Contacts, please follow the steps below:

Step1 Open email with a .wcxf file and tap the .wcxf file. Select Open In.

Note!

Please open the .wcxf file with iPhone's built-in Mail application .

The .wcxf file cannot be opened in web-mail service.

Step2 Select the App that you want to share the .wcxf with. Then contacts in the app will open instantly and the contacts in the .wcxf file will be imported into the app at the same time.

6. You can share the .wcxf contact file by attaching it to an email message or share the .wcxf file with WorldCard Mobile or WorldCard Contacts on your iPhone via iTunes File Sharing.

Note!

iTunes File Sharing requires:
1. iTunes version 9.1 or later.
2. Mac OS version 10.5.8 or later.
3. iPhone iOS version 4 or later.

step 1 Connect your iPhone to your computer, launching iTunes on your computer, and then selecting your iPhone from the Device section of iTunes.

step 2 Select the Apps tab and scroll down to the bottom of the page. You will see the File Sharing section.

step 3 You will find a list of apps that are installed on your iPhone that supports File Sharing function. Select the app that you want to share the .wcxf contact file with. Take WorldCard Mobile for example. You will find the right Document area lists the file that can share with your computer.

step 4 Please click Add... and locate the .wcxf file that you want to copy from your computer and click Choose. This .wcxf file will be copied into the Documents sharing area immediately.

Tip:

You can click [Save to] to save the file in the Apps to your computer.

step 5 Return to your iPhone. Choose WorldCard Mobile on your iPhone and select Settings\Import from iTunes file sharing.

step 6 Tap .wcxf file that you want to import into WorldCard Mobile and then tap Import. The contacts in the .wcxf file will then be imported into Card Holer of WorldCard Mobile.

5.9.2 Import

To import data into your WorldCard database from another application such as Microsoft Outlook, Outlook Express, P o c k e t P C , P a l m , A C T ! , G o l d m i n e , Salesforce(Contacts), CSV, VCard, World- Card Mac, WorldCard Mobile for iPhone, WorldCard Contacts for iPhone, and etc:

1. Click Import on the File menu. The Import Wizard dialog box appears.

2. Select the type of application source to import into your WorldCard database.

Note: The example displays import data from Microsoft Outlook Express using Windows XP.

3. Click Next in the Import Wizard dialog box. The next dialog box appears. For the supported software, please refer 5.9.4 WorldCard Data Exchange Compatibility List.

Note: When importing data from a Microsoft Office application such as Microsoft Outlook, you may receive a warning message to advise you that a program is trying to access email address information from the application. This warning message may appear similar to the following picture depending on your version of Microsoft Office. To continue, click Yes.

4. While your files are being imported, a blue progress bar displays. After the process is completed, the Import Wizard dialog box displays Status and Information.

5. You can view the actual information being imported by clicking Detail. The Details dialog box displays. In the Details dialog box, you can select to import all details of each card or none and then click the OK.

6. To complete the Import process, click Accept. The Import Wizard dialog box will update the Status and Information fields for the data accepted. When the update is completed, click Finish to close the Import Wizard. You will find that your imported records have been added to the bottom of the cards listed in All Records category.

Import contacts from other WorldCard Series products

The new data exchanging function in WorldCard allows you to import contacts from another WorldCard series product, such as WorldCard Mobile for iPhone or WorldCard Contacts for iPhone. WorldCard will import the .wcxf file, whicn is compatible with all WorldCard Series products.

1. Click Import on the File menu. The Import Wizard dialog box appears. Select WorldCard Exchanged File.

2. Click Browse to select a .wcxf file in your computer and click Next to continue the importing process.

3. A note window will appear to ask whether you want to import category or not. Click Yes to import categories or vice versa.

4. Please click Finish to complete the importing process.

5. The new contacts should appear in the Browse pane.

5.9.3 Sync

The WorldCard Synchronize function allows you to synchronize the data between WorldCard and other applications such as Microsoft Outlook Express, Microsoft Outlook, Lotus Notes, PocketPC Contacts, Palm Desktop, ACT! by Sage, Goldmine and
Salesforce(Contacts).

1. To use the Synchronize function, on the File menu, click Sync. The Sync Wizard dialog box appears. For the supported software, please refer 5.9.4 WorldCard Data Exchange Compatibility List.

2. Select the application that you desire to synchronize with your WorldCard database by clicking Next. The Sync Wizard Status and Information dialog box will open. At the same time WorldCard will begin to synchronize with the selected application.

Note: If you are synchronizing with Outlook Exrpess and there are contacts whose name fields are empty, a message dialogue will pop up to warn you that those contacts will not be synched with. If you agree with it, then you can click Yes to continue the synchronization.

Note: You can refer Secion 5.10.2 to adjust the setting of synchronization.

3. While synchronization occurs, a blue progress bar displays. Once the process is completed, the Sync Wizard window will display Status and Information data about the records you have synchronize. In the Status pane you can see that there is a difference between the Microsoft Outlook database and the WorldCard database. The Information pane shows all actions that have been completed at this point.

4. You can view the complete details of the actions that will be taken to synchronize the two databases from the Details dialog box. To view the Details dialog box, click Detail. The Details dialog box appears. From the Details dialog box, you can click Select all data to accept all data in the list as acceptable changes.

For this item, the Sync function would DELETE the entry from Microsoft Outlook.

Alternatively, you can use the Select none data icon to clear the selection of all items in the list. After reviewing the Detail list, you may close the Detail window by clicking OK.

5. To accept the actions required to synchronize the two databases, click Accept. The Details dialog box will display the updated Status and Information panes. To close the dialog box and complete the Sync process, click Exit.

Note: The Sync function synchronizes the Client database with the Host database. In other words, data in the Client database is changed to reflect the data in the Host database. After clicking Accept, the Client database is to match the Host database.

After this point you cannot reverse the process. After you click Accept, a message window will pop up to ask you whether you are sure to synchronize now. If you are sure to synchronize now, please click Yes.

If you want to synchronize the contacts on both side but don't want to delete contacts, please click No to return to the Sync Wizard. In Sync Wizard, please click [Delete Sync record]. This will delete the previous synchronization record. Next time you synchronize, the existing data in WorldCard will be merged with the data in this application. It could result in duplicates. If you want to contiue, please click Yes.

Otherwise, simply tap No to return to the Sync Wizard.

Tip: You can refer Secion 5.6.3 to apply the Finding Duplicate Data function to remove the duplicates.