Multiple Remembered Lists

Welcome back to our discussion of askSam Remembered Lists. Last month we looked at the basics of a Remembered list - how to create, add to, edit, delete from and access a Remembered List. As promised this month we will look more into multiple remembered lists.

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Multiple Remembered Lists

Just as a review Remembered Lists allow you to name subsets of Documents from your database and work with them separate from the rest of your data. You can search for a set of Documents in your askSam file and store all of these Documents in a Remembered List, or select individual Documents - from your database or from a search request - and place these in a Remembered List. To read more on the basics of Remembered Lists click here to read last month's tip.

Each askSam file contains a default remembered list but you can create multiple remembered lists if needed. For example in a database of job applicants, you could have a Remembered List of programmers, a Remembered List of sales/marketing applications, a Remembered List of Technicians, etc. When you are looking for an applicant in any of these areas, you can switch to the appropriate Remembered List and work with just the specific Documents you require.

This month will see how to...

Ÿ     Create Multiple Remembered Lists

Ÿ     Add Documents to a Specific List

Ÿ     Access and Maintenance of Multiple Lists

Creating Multiple Remembered Lists

There are many uses for multiple Remembered Lists. At times you will need to save multiple lists in order to access different sets of data, or maybe the default list is an ongoing list that has not yet been completed. Whatever the need there is a simple way to create lists to which you can save other subsets of documents. To create a new Remembered List...

1. Choose DOCUMENT -> REMEMBERED -> REMEMBERED LISTS

This will open the REMEMBERED LIST MANAGER

2. Type in the name for your new Remember List in the "Remembered List Name" box

Note: For this example we are going to create a second Remembered List to store all of our clients from the cruise Industry who have offices in Florida.

3. Click on the CREATE button

4. The new Remembered List is created and is shown in the list below.

Note: Each file can have on Active Remembered List. The Active Remembered List is the default Remembered List. When you choose to automatically add a document to the Remembered list it is added to the list that is marked as Active in this list. This allows you to quickly save documents to a designated list. To change the active list, simply click on the list name and click the ACTIVE button. We will not do this for this example.

5. Click the CLOSE button.

Note: You can have as many Remembered Lists as you need for each file. To create more Remembered Lists simply follow steps one through five above to create another list. Each list will be shown in the Remembered List Manager dialog box.

Adding Documents to a Selected Remembered List

Now that you have created multiple Remembered Lists you are ready to add documents to your lists. There are few ways to add documents to your lists...

A. Search Results

You can perform a search in askSam using the Search Line, The ACTIONS -> SEARCH menu or a Stored Search. Once the search results appear on the screen you can...

     1. Save all the document matching your search request

            a. Click the REMEMBER ALL icon on the Search Results Toolbar

            b. In the REMEMBER ALL dialog pull down and select the proper list. Click OK.

     2. Save individual documents from the search results

            a. Select the items to Remember in you list by using CTRL + LEFT MOUSE CLICK

            b. Click the REMEMBER icon from the Search Results Toolbar

            c. In the REMEMBER ALL dialog pull down and select the proper list. Click OK.

Note: You can also create multiple lists from the REMEMBER ALL dialog box by selecting the "Add to a New Remembered List" option and typing a name for your new list in the provided space.

B. Individual Documents

You can also add individual documents to a selected Remembered list while browsing through a database. Clicking on the Remember icon in the askSam Toolbar

will save an individual document to the Active (or default) list. To save a document to a list other than the Active List...

            1. Browse to the document you would like to add to your Remembered List

            2. Choose DOCUMENT -> REMEMBER -> REMEMBER OTHER LIST

3. In the Remember Other dialog, select the Remembered List name. Click OK.

Accessing and Maintaining Multiple Remembered Lists

Accessing your other Remembered Lists is the same as accessing the default list. To access your Remembered items, select the Remembered Subset from the list of document types at the bottom left of the askSam screen.

To delete a Remembered List use the Remembered List Manager. Choose DOCUMENT -> REMEMBER -> REMEMBERED LISTS. You can use the DELETE button to remove a list and the CLEAR button to return the Remembered list back to 0 documents.

To learn more about using your Remembered list please see the section "Accessing Your Remembered List" section of last months tip.

In March we will look at how to use a Remembered list in a stored search, report and email or mail merge.

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