Creating Worksheets  

1. Open the Define Worksheets screen by clicking on  Tools , then  Define Worksheets.
   
2. Click on the arrow to the right of the “New” and select the type of worksheet you’d like to create.  There are 3 types of worksheets that you can create.
   The  Form Type  allows you to input one set of data per Contact Group.
    
   
   The  Grid Type  is similar to Microsoft Excel; you have columns and rows, and can input many entries of data for each Contact Group.
   
    
   
   The  Individual Grid Type  allows you to input information for specific individuals in the CG.
   
    
   
3. Once you have created a new worksheet, you can add fields to it. To add a new field, select the button that says  New Field . There are several customization options that you can choose from for each worksheet field. Each of the fields can be edited by selecting the entry in the center of the window, and editing its properties in that same screen.
   
    
   
   • Caption:  This is the label, or title for the field. This field cannot contain any spaces if you will be using the field as a merge field.
     
   • Is Required?:  If you change this to Yes, then that field will be required for the worksheet. This is commonly used for data types such as Yes-No where there has to be a value.
     
   • Merge Field:  Changing this to Yes will make the field available as a standard merge field for sending letters. This option is only available when you are working in a  Form Type  worksheet.
     
   • Sort Order:  This determines in what position the field will be in the worksheet. 1 is first, 2 is second, etc.
     
   • Type of Data:  Select what type of data will be entered into the field.
     
      
     
     (This is a sample worksheet to demonstrate what each data type looks like)
     
     1. AccountList:  This data type gets its list of accounts from the Contact Group that the worksheet is attached to.
        
     2. Currency:  Any numeric value entered in this type of field is formatted as currency.
        
     3. Date:  By selecting the drop-down box, a small calendar will appear where you can select the date.
        
     4. Individual:  You can select an individual from the Contact Group that you are working in from this field.
        
     5. List:  You can create a customized list to select from in this field. To add entries, click on the 3-dot box under the Value List column.  In the new window, click Add and enter in the item. Do this for as many items as you need to add to the list. When you have added all the items needed to your list, click OK.
        
     6. Number:  Any numerical value entered here will be formatted as a number.
        
     7. Text:  Use the text box to store any type of information.
        
     8. Yes/No:  This type of field will display either yes or no.
        
   • Value List:  This is used for the list data type. Refer to the list data type above for information about how to use this field.       
     

  4.  In addition to adding custom fields to a worksheet, you can also add fields that will show existing information about the Contact Group in your worksheet. Click on the  Include Existing  button, and a new window will come up. Check the  Select  check box for any existing field that you would like to show up in the worksheet.
5.  Once you have finished creating your worksheet, click Save. You will be prompted to enter a name for your worksheet. The worksheet will now appear in the worksheet section of each Contact Group’s Info Sheet.  

Attaching Worksheets

To attach a worksheet to a Contact Group or to see what worksheets are already attached go to the Info Sheet for that Contact Group.  In the Info Sheet select the Worksheets button.  It will bring up the ‘Edit Worksheets’ window.

On the bottom right (A) you can choose to see All Worksheets in the database or just the Attached Worksheets for the Contact Group you are looking at.  When you are viewing All Worksheets, any attached worksheets will have the checkbox checked (B).  In order to assign a worksheet to a Contact Group just check the box.  That will make the worksheet fields available to fill out. 

Highlight the worksheet you need to add information to and fill out any fields that are needed.  When you have entered in all information, select Save (C). 

If you make a mistake you can use the Undo button (D) to undo the last save.  This will return the worksheet to it’s previous saved state.

The Refresh button (E) will refresh the worksheet. 

At any time if you run into problems you can select the Help button (F) to go into Gorilla Help and read more about worksheets and how they work.

ScratchPad    

What do I use the ScratchPad for?

This is probably the most commonly asked question about the ScratchPad.  The answer is, pretty much whatever you want.  Think of the ScratchPad as a miniature Microsoft Word inside Gorilla.  You can enter, edit, and format text, insert pictures or tables, and add hyperlinks

When you open the ScratchPad you will have a couple toolbars along the top with several things in them. Those items are:

Some of the things you will probably use most often are:

Insert tables:

Click the icon to insert a table. Design your table in the Table Properties dialog box shown here.

You can also create a table in Microsoft Word and copy and paste it into your ScratchPad.

Website Links

You can insert website links or use the link feature to link to specific documents. You can type in a website address directly into the scratch pad panel such as  www.billgoodmarketing.com  and Gorilla will create the link. To hyperlink a word or phrase to a website, follow the steps below.

1. Type in the phrase that you would like to hyperlink and highlight it.
   
2. Click the Link icon. This will open the Hyperlink Editor dialog box.
   
3. In the URL box, type in the website address, then click OK.You can also link your ScratchPad to a folder or directly to a document on your local or network. 
   

Linking to Multiple Documents

You can also link your ScratchPad to a folder or directly to a document on your local or network.

To do this:

1. Select the Local File option in the Hyperlink Editor.
   
2. Browse to locate the file you would like linked to your ScratchPad.
   

Insert a Picture

To insert a picture:

1. Click Insert Image icon.
   
2. The Image Insert Dialog will open. If the picture you would like displayed in the ScratchPad is on your hard drive, then select the Local File option and browse for its location. If the picture is online then select the Internet URL option and type (or cut and paste) the link into the Picture Source URL window.
   Important Note: In order for everyone in your office to see the picture the picture file must be located in a network location that everyone has access to.
3. Use the ScratchPad Layout options to position your picture. You can adjust the Alignment, add a Border and a Border Style. You can also define the Border Thickness.
   
4. The size option is used to display the picture in a size other than the original photo size. Most pictures are bigger than the typical ScratchPad window size. When importing a picture set the size to height = 96, then click OK. This will allow you to resize the photo to the size you wish to be displayed. When you only fill in the Height option, Gorilla will automatically re-size your image proportionately. However, Gorilla does not make this width size permanent until you check the Width box to lock it down.
   
5. Click on your newly imported image and then click the Insert Image icon.
   
6. The Image Insert Dialog will open.
   
7. Select the Width checkbox and then click OK. Your image size is now set.
   

Bullet/Numbering

To bullet or number items click the number or bullet button and start typing. Each time you press return it will start a new bullet/number for you.

Note: you must have a header text before you can start a bullet/numbering list

To break out of the bullet or numbering hit return then backspace. This will insert a new paragraph. 

ScratchPad Example

To see a great example of how you can use the ScratchPad open your Playground and go to the Hawthorne record.  Open their Info Sheet and click the ScratchPad tab.  In their record you should see pictures of all of them, links to websites, extra information about each person, and information from the Profile Questionnaire. 

Imagine what kind of relationship you could have with your clients and even your prospects if you had all their information readily available by printing out an Info Sheet report and their ScratchPad.