The Interest File dialog, available when you click Tools | Interest File, provides the functionality to enter, modify, delete, and print names you enter into the Interest File.
The first page that opens for you when you come to the Interest File dialog is always the Family Information page, which shares the general layout and functionality of the Enter/Modify/Delete Names dialog, but with fields appropriate to the tracking of information about persons in the interest file.
Adding Families and Individuals to the Interest File
Just as when entering names in CMD's Enter/Modify/Delete Names dialog, all individual names must be part of a family unit. This is true even if the family contains just one person. When entering a family, the process is always followed in this order: start by entering a Family Name, address and phone information, followed by adding individual family members. When entering individuals, we suggest that you enter them in this order: husband, wife, and then children in age order (if you have such information).
The file will allow you to enter as much information as you have available, and of course you can come back later to fill in any new information that you get later on.
To start entering a family, click the + button on the navigation bar in the upper right corner of the dialog. It looks like this:
When the + button is clicked, the screen will clear and the various edit boxes and fields are cleared and prepared to receive the information about the new family. The dialog is divided into two general regions. The upper 1/3rd of the dialog is called the Family Data area. That's where the information common to all family members is entered.
The lower 2/3rds of the dialog is called the Individuals data area. It's here where the information specific to each family member is entered.
When the screen clears to allow you to enter a new family, the cursor will be placed in the Family Name field in the upper left corner of the dialog. Enter the Family Name field information like this:
Smith, John & Mary
Always put the last name first, followed by a comma, and then enter at least one first name. If it's a married couple and you know both names, enter them here. It's important to enter Family Name information in this manner! For more information on why, click this help topic: Family Name Field.
Once the Family Name has been entered, press TAB to move on to the next field. Keep pressing TAB after entering data for each field as appropriate to move through the address and phone fields. If you wish to enter comments, double-click in the comments box and a larger screen will open so that you can enter up to 64,000 characters worth of comments.
When you are ready to add one or more individuals to the family, click the Add New Family Member button. Select the type of family member you are adding. Once you have selected the type of family member, space will be created for the individual in the Individuals data area.
Hints for Adding a New Family Member
If you do not know enough information about a person to accurately define their position in a family, select Single Adult if you are entering a single name. If you have a husband and wife, enter both names. It's important to always enter a wife if you enter a husband, and a husband if you enter a wife. If you only know for sure about one adult in the family, enter them as either a Single Adult or a Single Parent as appropriate. If the person you are entering is under legal age, we suggest that you enter them as an Independent Minor.
Marking a Family Already in CMD as an Interest File Family
If you have been tracking interests in your main CMD data file only and wish to move these families into the Interest File, go to Enter/Modify/Delete Names, call up a family you wish to move, and then right-click directly on the words Family Name in the upper left corner of the Family data area. and a pop-up choice will allow you to designate the family currently visible as an Interest File family. They will now show up on the Interest File dialog and you can then set any of the interest file fields as desired for the names in the family.
How to Find Out What Each Field is For and What Kind of Data to Enter Into It
It's easy to find out the specifics about each field because each field has its own separate help topic available to you. To see the help topic for any field, simply press F1 when the cursor is within the actual field. A pop-up help screen will tell you what kind of data the field will be expecting you to enter, along with any special instructions or features about that particular field.
Finding a Family or a Person
When you need to search the Interest File to find a family or an individual, you can click the Find a Family or Find a Person button. Clicking one of these buttons will bring up either the Find a Family or Find a Person dialogs, which are tools for quickly and easily locating the name you wish to find.
When the search dialog appears, begin typing in the last name of the person or family you wish to call up. When you see the name or family listed on the search dialog, either double-click on it, highlight it and press Enter, or click on it and then click the Call Name button.
Map Link
Clicking on the map link brings up a web-based map to the address listed on the screen. Note that this feature works only with US addresses, and only if you have a live connection to the internet already established.
Transfer a Family to Regular CMD Family Status
If a family is no longer needed for processing in the Interest File, you can transfer the family to the regular CMD file by clicking the - button on the navigation bar when the family is visible on the Interest File dialog. Select the function to transfer, then check any of the boxes provided to automatically set some of the fields during the transfer process, then click Transfer Family to complete the action.
This action will remove the transferred family from view on the Interest File dialog.
Note that you can bring a family back to the Interest File dialog by a special function provided on the Enter/Modify/Delete Names dialog. When the family you wish to have back in the Interest File dialog is visible on the Enter/Modify/Delete Names dialog, then right-click directly on the text that says Family Name just to the left of the Family Name edit box. This will bring up a choice that will let you mark the family as an Interest File family again.