Blue Flower

List Manager

This scenario explains using infobrella to track multiple types of information i.e. any and all types of information e.g. shopping list with quantity and source of each item, a do-list with due date and priority of each task, bank accounts with account number and current balance for each etc. It also demonstrates sorting by any of these values.

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Current Information Management Requirements: Enter, Record and Track multiple types of information.  Generally people use spreadsheets to record them. The information thus gets distributed over several spreadsheets and users have to spend considerable amount of time locating the correct version. It is also not easy to record unstructured information, e.g. conversations with relevant parties, in them.

 

This example will demonstrate how only one infobrella file can be used to record all types of information, along with relevant unstructured information. The following categories of information will be used in the example, although the possibilities are limitless.

 

Categories Used:

  • Phone Campaign:  Track Contact Name, Follow Up Date and Call Status
  • Purchase: Track Item Name, Quantity and Vendor
  • Bank Account: Track Bank Name, Account Number, Current Balance
  • Charge Card: Track Issuer, Card Type, Card Number, Current Balance etc.
  • Do List: Track Name, Priority, Start Date, Due Date

 

Unlimited number of categories, along with unlimited number of instances of each may exist within each infobrella file. Since all the information can be stored in only one infobrella file, there is only one place to put information and only one place to go to look for it. This method of storing all information in only one place is recommended by many professional organizers, including David Allan, creator of Getting Things Done ™ methodology.

 

infobrella Solution:

 

  • Create forms for each category in Forms Pane. There is no limit on how many forms a user may have in a file. It totally depends on their needs and personal taste. Some users prefer to have all information in only one file so there is only one place to put information and only one place to retrieve. Others may prefer to have separate files for different projects or clients that they can share with different groups.

In this example the following forms are created:

o  Phone Campaign

o  Purchase

o  Bank Account

o   Charge Card

o  Do List / Action Items

  • Create folders for each of these categories in Folders Pane. In this example each form is stored in a folder of its own name for clarity purposes. It is not a requirement. A folder can have any form within it e.g. a contact may have forms for Action, Bank Account, Charge Cards etc. as part of its subgroups.
  • Use Notes Pane to record and unstructured information e.g. conversation with a relevant party
  • Use Attachment Pane to link any websites, file or emails from Outlook ® e.g. a link to bank website, copy of bank monthly statement or an email. Double clicking them in Attachment Pane opens them in their native application.

 

 Figure 1: infobrella Main Screen

 

Usage Example:

 

Create a New Bank Account:

 

  1. Select Bank Account in Forms Pane

    Figure 2: Bank Account Form selected in Forms Pane

 

2. Select the group header, Bank Accounts in our case, in Folders Pane where the filled in form will be stored

 

 

Figure 3: Select Group Header in Forms Pane  to insert New Form

 

  1. Click on Insert Button in Toolbar.

Figure 4: Click on Insert Button in Tool Bar

 

  1. This will open the Bank Account Form that you can fill in
  2. Click on OK after filling in the form. This will place the newly created form in Bank Accounts folder in Folders Pane

 

Figure 5: Fill Form and Click OK

 

  1. If any unstructured information i.e. something that is not a part of the form, needs to be recorded, then record it in the Notes Pane when the item is selected in Folders Pane
  2. If any file (e.g. pdf version of bank statement), link to bank’s website or an email form the bank needs to be recorded then it can be put in the Attachment Pane via drag and drop functionality
  3. If summary of multiple bank accounts, i.e. information entered in the forms, needs to be seen simultaneously,
    • Click on the group name in Folders Pane. This is Bank Accounts in Folders Pane.
    • Click on Bank Accounts Tab in Details Pane
    • Summary of bank accounts will now be displayed in Details Pane
    • This list may be sorted by clicking on any column name in Details Pane. The example below displays list sorted by “Current Balance”.  Note that if a different account is selected in Details Pane, its corresponding information is displayed in Attachment and Notes Panes.

 

These are illustrated in the following screens: 

 

Figure 6: Details Pane Displaying Summary of Bank Accounts

 

 

 

 

Figure 7: Details Pane Sorted by “Current Balance”

 

The usage example illustrated use of only “Bank Accounts” forms. Similarly any other form in the file may be used.

 

The infobrella Advantage:

 

  • No limit on the number of forms that may be used in one file
  • Users can create their own forms without the knowledge of any programming language
  • Forms can be created as need arises, no preplanning is required. Forms may also be updated when desired with no loss of data to existing data within the system
  • All information integrated and organized in one place
  • Easy to access, update and report
  • Eliminates loss of productivity as it increases efficiency

 

 

 

 

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