H2OS Features details

 

This list is also available in the H2OS menu  (navigate HELP -> H2OS features). See a sample here.

 

Also see the Features Manager in H2OS, for online access to this list

 

Basic Features, all installations

 

In alphabetic order

 

Feature

 

Brief Summary

More details, and Related topics

 

 

 

Address correction, standardization and ZIP4 attachment

 

 

 

Standardizes and corrects addresses, adds ZIP4 codes

 

H2OS includes address correction, standardization and ZIP4  attachment functionality. This feature has been, but is not currently, CASS certified by the US Postal Service. CASS processing of addresses in mailing lists is primarily designed for bulk-mailers who want to save on postage costs.

 

However, this feature has additional value. Address standardization and ZIP4 attachment helps software formulate useful addresses for mapping, duplicate record detection, and it may save postage and travel time by correcting or pointing out address discrepancies.

 

Current USPS ZIP4 tables for your area are available. These tables are revised by the USPS each month. Updates are required when address checking is used to obtain postage discounts, which is not the case with H2OS, but you have the option of purchasing updated tables at a frequency of your choice.  

 

 

Application program interface (API)

 

 

Programmatic access to your H2OS database. Requires programming knowledge (MS FoxPro)

 

 

The H2OS Applications Program Interface (API) allows a Visual FoxPro programmer to access (read only) the H2OS database with custom developed commands.

.

Specifically, it is possible to write custom commands, in source code language, that can be  added to a command system. Commands must be written in the Visual FoxPro 9 language. These programs can, in turn, call other programs, and even functions within H2OS.

 

The API must adhere to the READ-ONLY convention. That is, code added to a command cannot change data in your H2OS database. That is, data entered into H2OS must be validated by the provided data entry screens. Bypassing these screens and the data validation can result in database problems. Also, some data in H2OS tables is related to data in other tables that must be kept in sync.  

 

 

 

Backup and recovery

 

Features that assist you with backing up and restoring all or portions of your database.

 

Backing up your database on a frequent, regular basis is crucially important to owning your data.  

 

About backups

Automatic backups

Backup strategy

Backup methodology

Backup current database

Backup command

Backup options

Backup tools

Backups sent off-site

Full system backups

Recovering problems with tab pages

Restoring a full backup

Restoring individual files from an H2OS backup

Walk-through a backup

Walk-though a backup - silent

How to backup your database

How to fall back after maintenance

How to send backups by email

How to send backups by FTP

How to setup automatic backups

How to reduce your exposure to problems

How to use  FTP for backups

How to recover when H2OS will not start

How to restore customer and job ticket records

How to recover a corrupted file from a backup

 

 

 

Billing

 

 

 

 

Sends billing information to QuickBooks

 

Helps to make sure that every job is billed for.  

 

 

 

 

Please see the QuickBooks interace for posting transactions to QuickBooks and retrieving customer account balances

 

Expired jobs report

 

Printing partial invoices

 

 

 

 

Contact Manager

 

 

 

Track contacts with customers

 

This feature provides for creating, saving and using contact records with your Customer and Prospects databases.

 

For a contact manager you can use the free included rolodex database. You can  save contact information, to be reminded of birthdays, selecting records using available data/criteria, printing mailing labels and send email notes.

 

 

 

Contacts tracking

 

 

Customer Information

 

These screens are used to enter and access information related to your customers.

 

At the center of your H2OS database are your customers

 

Adding customers

Address checking and standardization

Audit Trail

Backflow information

Backflow report

Backflow rule and flag

Contacts tracking

Customer info page

Customer history

Customer status page

Delete a customer

Email addresses

Financial info page

Finding customer records

General customer information

Historical information

Mapping a customer address

Record format is worked out and extendable

Photos can be stored with customer records

Job histories

Job site data

Notes

Printing a customer's record

Printing a galley for all or selected customers

Printing mailing labels

Recall deleted record

Rules and status flags

Swap address lines

Telephone numbers

Undo last change

Zones information

 

 

 

 

Customer messages

 

 

Increase sales and improve operational efficiencies by

 

1. Improved customer communications. Awareness of job scheduling and products/services available, special offers, etc.

 

2. Following up on customer needs that are not on the schedule, based on customer input, on-site observations and other sources of information.

 

 

About Customer Messages

Guide to the Customer Messages section

Customer messages FAQ

Installing Customer messages

How to use customer messages

 

 

Customer service  contracts

 

If you offer your customers a service contract, this feature can help you administer the contract.

 

If you offer your customers a service contract option, this feature will help you save and manage contract information, including service terms and special offers.

 

About service contracts

The contract life cycle

Contract information page

Contract details screen

Contract page command buttons

Contract record format

How to add a contract for a customer

The contracts database

Contract history

Selling contracts

Customers with contracts

Customer contract print

Contract rates

Lock in discount

Customer contracts report

Contract page

 

 

Customer Status Flags

 

 

Flags are rules that H2OS uses to detect special conditions for individual customers. When these conditions are met, corresponding messages are added to the Customer Status page.

 

 .

 

Flags are used to call attention to special status conditions for customers when customer records are retrieved.

 

Flags (rules) that fire add messages to the CUST STATUS page, which by default is the topmost page to appear

 

About flags

The rule builder

 

The Customer Status page

Other customer status flag messages

 

 

 

Database Sample Rolodex

 

 

A sample Rolodex database can be activated by using it.

 

A sample database  included with H2OS that  can be used to enter and access an electronic rolodex.

 

You can use the rolodex database to save contact information, remember (and be reminded of) birthdays, printing mailing labels and send email notes.

 

The rolodex database can also be accessed through the Rolodex tab page in H2OS

 

The current database

Rolodex database

 

Note: you can create and manage a variety of  "name and address centric" databases for a variety of purposes.  You could, for example, create a "Vendors" or a "Pets" database.

 

 

 

Database:Sample Prospects

 

 

A sample database  included with H2OS that  can be used to enter and track prospective customers

 

The current database

Prospects database

Contacts

 

 

Do-list

 

 

 

Do-list features include reminders, status, reports, searching and keeping tasks from falling through the cracks

 

 

A sample database that can be used to enter, store, organize and track items on your do-list

 

 

Do-list manager

 

 

Documentation

 

 

Information and assistance with H2OS features and usage

 

 

Tips screens

Tooltips

Shorthelp screens

This Guide (online edition)

Videos

 

 

E-Mailing Bulk

 

You can use the H2OS Notes Sending Machine to schedule and send email messages, with or without data substitution from your database, to selected groups of recipients

 

 

 

The Notes Sending Machine

 

E-mail schedule confirmations

 

How to send a bulk e-mailing

 

 

 

E-Mailing

 

 

You can use H2OS to send  individually written or   boilerplate (with or without data substitution from your database) e-mail notes to one of your customers.

 

H2OS helps you to manage and use your library of boilerplate email notes that can be drawn from, and improved over time.

 

You can add data from customer records (and other sources) into your email note.  

 

How to send an individual email note

 

Boilerplate library

 

E-mail addresses in customer records

 

Blat versus Outlook

 

 

 

 

Employees

 

 

The H2OS Employees database stores information about

your employees and is used for assigning jobs and tracking commissions  

 

About Employees

Adding an employee

Employee database

Employees page

Employees toolbar

Adding an employee from a job ticket

Employee commissions incentive program

About employee commissions

Employee commission record

Delete an employee record

Hiding an employee record

Re-assigning job tickets, effect on Employee commissions

Employee commission design notes

 

 

Import/export

 

 

 

The import feature can save the time and effort to re-key data that's already in electronic format into H2OS

 

The export feature insures continuing availability of your data that is stored in H2OS. You can use Export to obtain electronic copies of all or portions of your H2OS database for import to other products, such as those that provide functionality not found in H2OS, or even to move to another database management program.

 

 

 

 

About Import

About import and export

Importing data

Exporting data

 

 

Installation & Maintenance

 

These tools and procedures are used to install and maintain H2OS

 

Covers software installation and ongoing maintenance.

 

Getting started overview

Installation pre-requisites

Installation walk-through

Product registration

License

The interview

Distribution of files in a LAN environment

About software maintenance

Downloads page

Workstation downloads page

Installation verification program

Un-installing H2OS

 

 

 

Internet services

 

 

H2OS will utilize some Internet services.

 

 

About Internet services

Sending email

Sending text messages

Schedule publishing

Software maintenance

Remote support

Bulletin board

Website

Future plans

 

 

 

Job scheduling

 

H2OS helps you manage your

work schedule with several tools including an easy-to-use visual scheduling interface

 

 

Schedule jobs individually or using the recurring jobs scheduler

 

About scheduling

Schedule printing

How to print all job tickets on a schedule

Schedule page

Daily schedule form

Employee schedule screen

Job schedule summary report

How to schedule jobs

How to schedule recurring jobs

Daily closings

Date blocks

Re-scheduling jobs

Areas grouping

 

 

Also see Job Tickets, below

 

 

Job tickets

 

 

Job tickets are used to manage work. One ticket is created (electronically) for each job entered.

 

 

 

A job tickets is created for each customer service call.

 

Tickets are formatted to be easy to read and contain all relevant customer data.

 

Job tickets are closed out on return, helping to ensure all jobs are completed and reported

 

A complete job history is kept that can be searched and reported on.

 

Ability to move old job tickets into an archive, from which they can easily be retrieved when needed.

 

H2OS prints job tickets for your routes. Job tickets are printed with  Barcodes for scanning when returned.

 

For estimates jobs, an estimates worksheet can be printed with the job ticket.

 

The job ticket

Job ticket details

Job types

How to add a job ticket

How to close a job ticket

How to delete orphaned job tickets

Job tickets archive

Job ticket status words

Barcodes on job tickets

Re-assigning job tickets

Job ticket record format

job tickets printing, cancelling print

Individual job ticket printing process

Alternate work site address

 

 

 

Librarian

 

 

 

 

 

The Librarian handles a variety of database management related services

 

 

The librarian also includes a set of "utility" programs  available through the Librarian -> Database Utilities menu. The utilities on this menu include:

 

Browse - Customers

Browse - Prompt

Build matchcodes*

Calculator

Compress name and address lines

Convert to mixed case

Convert to upper case

Copy/move record

Export

Field Filters

Import

Index, rebuild*

Pack

Paste clipboard

Restore database*

Reverse sales tax calculator

Unduplicate*

 

 

* use on advice from H2OS Customer support.

 

 

Mapping

 

Show locations of customers on Microsoft Visual Earth (Internet) maps.

 

Obtain, save, print and store maps to customer's address (optionally print with job tickets).

 

About mapping

How to create a map for a customer

Job ticket report with map

Mapping page

Storing maps and photos in the H2OS database

 

 

 

Marketing

support

 

 

 

You can use the Prospects database (included with H2OS) to manage your prospects.

 

Built-in Prospects database application

Print mailing labels, send emailings, Mapping

 

Sample SQL commands are provided to help you select useful lists of customers, such as those who ordered a turn-on last year but haven't scheduled one yet for this year

 

 

 

Mailing labels

 

H2OS actually has it's roots in mailing list management and these features are inherited in the product. Related features include record selection using the highly versatile SQL SELECT and printing mailing labels in a variety of formats.

 

 

 

 

 

How to print a single mailing label

How to print mailing labels

 

 

 

 

Printing, other

 

You can print these reports and forms from H2OS.

 

How to print a job ticket

How to print all tickets on schedule

Schedule printing

 

Print a "galley" listing

Print a customer record

Print a customer contract

Print a vehicle maintenance report

Printing reports

 

 

 

QuickBooks Interface

 

 

 

 

 

H2OS uses a "bridge" (API) to send and receive information that is stored in your QuickBooks database

 

H2OS can obtain customer balances from QuickBooks and it can send invoices and payments to QuickBooks.

 

H2OS keeps your database and QuickBooks in sync.

 

 

 

H2OS is standardized on the use of the QuickBooks accounting system for some standardized accounting operations. Support presently consists of customer account balance retrieval, posting cash receipts and credit sales and payment transactions.

 

H2OS/QuickBooks LAN configuration

 

Sync'ing your QuickBooks and H2OS Customers databases

 

Automatically adding new customers to QuickBooks from H2OS

 

Changing QuickBooks customer billing addresses

 

Prices page

 

Save invoices and receipts in your QuickBooks database

 

Query QuickBooks customer account balances

 

H2OS can standardize your QuickBooks customer billing names and addresses using the same address correction technology as is used for your H2OS customers database.

 

Print partially completed invoices with job tickets for techs to complete at job sites

 

 

Reports

 

 

H2OS can produce a variety of operator and management reports

 

In addition to those shown on the right, we are willing to help with new reports.

 

So long as we have the needed data, we can report on it. See the data dictionary and adding fields to your customer database for discussions on how to explore existing data, and how to supplement it when necessary.  

 

 

 

Customer counts by town, county, state, ZIP Code

 

Job counts by county, last service date, installations, turn-ons, blow-outs; daily job counts

 

 

Reports summary

Reports gallery

Show me

 

Backflow report

Customers by State

Customers by County

Customers by Town for a specific county

Customers by Town, all counties

Customers by ZIP Code

Customers new counts

Customers residential and commercial counts

Customers with contracts

Employee commissions report

Employee summary

Estimates converted

Estimates this year

Estimates not converted

Expired jobs

Installation counts by year and county for recent years

Installations by customer

Installations by date

Job Counts by Year and Employee

Job Ticket

Job counts monthly

Job counts yearly

Jobs blow-out counts all years

Jobs blow-out counts recent years

Jobs by Day Of Week

Jobs by county yearly

Jobs by employee and year and month

Jobs counts by type and month

Jobs counts by year and type

Jobs daily by job type

Job schedule summary report

Jobs turn-on counts all years

Jobs turn-on counts recent years

Service Contract Expirations

Unique customers serviced yearly

Unique customers serviced, monthly

Vehicles data and maintenance

ZIP4 tables needed

 

 

 

Searching and record selection 

 

Finding records in your database is a super important feature. H2OS provides a variety of means to perform database searches.

 

H2OS provides several methods for searching and selecting records from your database, the most powerful of which is the use of SQL Select.

SQL Select commands are stored in a library, included with the product, which can be extended and changed by our staff or yours. 

 

 

Find (search) command

Filters

Record Selection Manager

SQL Select commands library 

Search command

Town filter

Area filter

Order database

 

 

Service Contracts

 

 If your business sells service contracts to customers, you can register contract info, including terms and special offers. Software will also calculate prices

 

 

 

 

About service contracts

Contract info tab page

 

 

 

Setup

 

 

These features are used to setup and control H2OS operations.

 

Change operator

Commands

Interview

License and registration

Operators

Options

Pages toolbar

QuickBooks interface

Tab pages

 

 

System maintenance

 

System maintenance, as  distinct from systems management, involves procedures to maintain your H2OS software installation.

 

Database Maintenance

 

Checking for maintenance releases

Downloading and installing maintenance releases

Downloading and installing related files updates

Downloading and installing the latest Customer Guide (you're reading it, but there is also a downloadable CHM version that can be installed and accessed without an Internet connection).

 

 

 

 

 

 

 

Systems management

 

 

Systems management is the set of features used to manage your H2OS installation

 

Database Management

 

 

The role of the H2OS Administrator

Operator ID's and passwords

Master schedule

Procedures library

Reminders

Log

Software manager

Profiles

 

 

These systems management applications are also available on request:

 

  • ideas database

  • problems database

  • changes database

  • project requirements database

 

 

Recovery console

 

 

Move H2OS to another computer

 

 

H2OS stores your data in a collection of relational database tables known collectively as the H2OS database. Software features are provided to help you manage tables within your database when needed.

 

H2OS uses time-tested techniques to protect the integrity of your data and to help you recover should a problem occur.

 

The current database

The current customer

Browsing customers

 

Buffering

Data dictionary

Rebuild indexes

 

Audit trail - archive

Audit trail - browse

Audit trail - restore

Custom data entry forms

Indexes, rebuild

Run tabmods

 

 

Tabbed pages

 

 

Used to organize sections of information about the current customer.

 

Tab pages are also used for mini-applications

 

 

 

The operator can customize the pages and the pagesets that will be visible in the pageframe on the screen.  

 

Also see "User Interface", below

 

Tab pages

Tab pages and pagesets

Tab pagesets

Tab Page systems

Tab pages toolbar

 

 

 

Text messaging

 

 

 

Take advantage of smartphones

 

Send text messages to smartphones in the field

 

 

 

 

 

Telemarketing Support

 

 

 

Use your database for telemarketing campaigns

 

About telemarketing support

 

 

User

Interface

 

The user interface consists of the main H2OS screen and it's components and sub-screens that will appear when the operator navigates within the system.

 

Components of the interface are subject to operator customization, such as the tab pages and commands that will appear on the screen.

 

 

H2OS includes these features to help the operator customize the interface

 

 

The main H2OS screen

How to customize H2OS

 

Command buttons

Command systems

Commands history

Command line searching

Customized Browse screens

Employees toolbar

Locator page

Menu systems

Screen sizing

Screen background color/image

Schedule page row colors

 

Tab pages

Tab pages and pagesets

Tab pagesets

Tab Page systems

Tab pages toolbar

 

Tooltips

 

 

 

Vehicles

 

 

H2OS stores information about your vehicles and their maintenance. It can also record and remind you of important vehicle-related dates such as registration and insurance.

 

Support for storing information about the company's vehicles.  Add/change/delete records; search, report; automatic reminders for insurance, inspection, registrations.

 

Used to keep track of Vehicles,  maintenance such as inspections, oil changes, etc., and to automatically generate reminders when important requirements are due.

 

 

About vehicles

How to add a vehicle

Vehicles maintenance

Scheduling events for vehicles

Vehicles reports

Vehicles page

Reminders for vehicle registration, inspection and insurance

How to save photos with vehicle records

 

 

 

 

 

Customer Support - All installations

 

 


Feature

 


Brief Summary

 


More details, and Related topics

 

 

 

Support, Live

 

 

 

Customers on the software maintenance plan can access our customer support staff by telephone, e-mail or forum.

 

 

 

Should an H2OS problem (software error) occur, whenever possible we ask that you first install the current release and then attempt to reproduce the problem. If it persists, take screenshots of the problem and send us the screenshots by e-mail with steps we can take to reproduce the problem.

 

If/when necessary, H2OS Customers on the maintenance plan can call H2OS Customer Support for assistance.

 

 

 

About support

Support Page

How to report a problem

Remote support

Using the online support forum

Setting up VNC for remote support

Using VNC for remote support

The system trace

Starting the system trace

Sending the system trace to customer support

Downloading and installing maintenance releases

Annual database review

 

 

 

 

LAN Installation features

 


Feature

 


Brief Summary

 


More details, and Related topics

 

 

LAN operations

 

The H2OS database can be shared by other computers on your local area network (LAN)

 

 

 

Install H2OS on a LAN server and one or more workstations can share the database.

 

Performance will vary depending upon workstation activities and installed hardware.

 

 

LAN operations overview

Distribution of files in a LAN environment

LAN server connections

Setting up the LAN server

Joining the LAN server

How to use a LAN workstation without the server

Starting a LAN workstation without the server

Disconnecting workstations from the LAN server

LAN related error messages

LAN troubleshooting

 

 

 

 

Last revised 1-11-14

 

 

Features in test mode

Some H2OS features presently included with H2OS are in a state of development. We include these features for your perusal and ask for your help with testing. Successive maintenance builds will reflect ongoing progress on these features until they are marked completed.