Merge Fields for Drag and Drop Text

One of the “hidden” features in Intellect and Time & Chaos is the ability to customize the drag and drop text when creating a new Appointment or Task from a Contact.

While using the Classic view for instance, you can drag a Contact’s name to the Appointment or Task area and a new record will be created.  The same holds true for dragging a Contact to the Calendar or Task navigation buttons at the lower left of the program or for dragging a Contact to the left hand calendars for creating an Appointment specifically.When you create an Appointment or Task through this drag and drop process, the description will be automatically filled with some text based on a setting in Options such as “Meeting With” or “Call” followed by the Contact’s name.

If you click on Options at the top of our software and then go to the Calendar or Task section, you can then modify the text that creates this description.  The cool hidden feature here is the ability to add merge fields to this text.  In both the Calendar and Task area of Options, the “Default Drop Text” can contain special merge fields.

These fields must be formatted properly to make sense to the program.  Each field is essentially given a corresponding number.  For instance, the Primary Address Line 1 field is field number 8.  So if you changed the default drop text for Appointments to:

Meeting at «8» with

The Appointment description would automatically fill in with something like:

Meeting at 123 Main Street with John Smith
Options Screen Showing Default Drop TextNOTE: The type of brackets used are important.  You can copy and paste the brackets from this article to use in your merge fields to make sure the correct brackets are used.For reference, the fields and their corresponding numbers (in brackets) are given below.  Keep in mind, the Contact’s name is included automatically after the drop text.  If copying and pasting using the following information, you would only need to copy the number and brackets.

«1» Last Name
«2» Company Name
«3» Create Date
«4» Last Modified Date
«5» Group
«6» First Name
«7» Title

«8» Primary Address Line 1
«9» Primary Address Line 2
«10» Primary City
«11» Primary State
«12» Primary Zip
«13» Primary Country

«14» Secondary Address Line 1
«15» Secondary Address Line 2
«16» Secondary City
«17» Secondary State
«18» Secondary Zip
«19» Secondary Country

«20» Category
«21» Prefix
«22» Suffix
«23» Notes

«24» Custom Field 1
«25» Custom Field 2

«43» Custom Field 20

«44» Phone Label 1
«45» Phone Label 2

«63» Phone Label 20

«64» Phone Field 1
«65» Phone Field 2

«83» Phone Field 20

Name versus Last, First and Company

Our new generation of contact management programs, Intellect 4 and Time & Chaos 8, have a new Name field which provides a consistent list of your contacts everywhere in the program, formatted just like you like it.

The Name field is automatically generated using a combination of Lastname, Firstname and/or Company.  You get to choose how you want this field to appear and your choice will affect this Name column on our main screen, along with everywhere else you find a list of your contacts, such as when you pick Linked Contacts for Appointments, Tasks, Project, or even other Contacts.  For Intellect users, the name choice will also be used when you type-ahead to fill out the TO: email address field.

To set your Name Style preference, go to Options, then under Contact Management, select Contacts. The Name Style field on the top right will provide a dropdown with every possible combination for you to pick from. Save your choice here and you will see it instantly back on the main screen.

Keep in mind that if and when you want to look for contacts by something other than what you specified in the Name field, you don’t need to go back to the program options to change the Name style. The main screen offers your choice of columns when displaying the list of contacts and you can click on any of the other column heading to resort the list by that field instead of the name field.

Our Chaos University has a video guide explaining how and why to use this new Name column and how it compares in use with the Lastname and Company columns of the previous generation: [flowplayer src=’http://www.chaossoftware.com/university/intellect4/Intellect601-Name_vs_Last_First_Company.mp4′ autoplay=false buffering=true]