| KALNOTE is best explained by the following commonly asked questions and answers
What is KALNOTE ?
KALNOTE is a program which runs in the background on a computer or server.
What does KALNOTE do ?
At regular intervals, KALNOTE scans spreadsheets and/or databases looking for data which calls for an email reminder to be sent and on finding such data sends the relevant emails to the relevant recipients. The email content includes selected information from the database where appropriate. Copies of all these emails are also sent to specified supervisory addresses. All this is done silently and automatically but KALNOTE creates an audit trail logging every email sent.
How does KALNOTE do this exactly ?
At regular intervals, specified by the user, KALNOTE scans one or more databases containing records that include a critical date. This critical date may be an anniversary or some type of renewal or target date. The record may contain data relating to some object or person. Each record may also contain an email address of the person who needs to be contacted on or before that critical date. KALNOTE looks ahead through a specified period and extracts all the records where the critical date falls within that period. KALNOTE then groups all the records for each email address in the records and sends an email to each address accompanied by selected information from those records associated with that email address. A copy of each email is also sent to nominated recipients.
Why would I need KALNOTE ?
If your computer systems do not have an inbuilt automatic reminder facility then you are relying upon some form of memory jogger or schedule to prompt you to trawl through your data, work out who needs to be contacted and then compose and send emails. All this takes time and effort. If you are too busy or forget then the reminders are late or are never sent. This in turn leads to non-compliance, lower customer service levels, missed deadlines and so on. KALNOTE automates this activity.
Does KALNOTE only work with critical dates ?
No - if the data source is a database then the record filtering process can be refined to use numerical values and comparisons. KALNOTE can also be configured to send out information on a regular basis such as a daily report incorporating data extracted from a database.
Why can’t I just use my computer desk diary, calendar and appointment list ?
You can, but these types of memory jogger only tell what to do and when to do it – they do not actually do anything for you – unlike KALNOTE which sends out all the reminders – ON TIME.
Do I need an email application such as Microsoft Outlook running alongside KALNOTE ?
No - KALNOTE needs access to an email SMTP server which is not the same thing as an email application. If you have access to your office email server (eg Microsoft EXCHANGE SERVER) then you can use this, otherwise you need internet access to use an external server which is accessible from anywhere in the world - for example SMTP2GO.
What type of databases does KALNOTE work with ?
KALNOTE works easily with Microsoft EXCEL spreadsheets, Microsoft ACCESS databases and FILEMAKER databases. It will also work with client/server systems such as Microsoft SQL Server and SYBASE SQL Anywhere, although a higher level of technical expertise is required to configure these.
Does KALNOTE change any data records ?
No - KALNOTE works in read-only mode.
Where could I use KALNOTE to send reminders ?
For example: servicing - inspection - compliance - outstanding debts - training - library books - screening - calibration - testing - policy renewal - daily sales values - monitoring - project management ....
Are there some simple examples of KALNOTE applications that I can look at ?
Yes – our trial system is supplied with 2 examples for EXCEL, ACCESS and FILEMAKER for evaluation purposes. These are described in more detail on separate pages:
Is KALNOTE easy to install and set up ?
It should be straightforward. We use the WINDOWS installer to install the software package. The ready-made examples are there for a first try. Depending upon your situation, you may need help from your IT Department with the email transmission setup.
Can you help me with the setup ?
Yes – we provide full technical support. We have an interactive remote desktop facility which might be useful. We can also provide you with a ready-made configuration files for your particular database reminder requirement.
What happens if the KALNOTE computer shuts down or the KALNOTE program is terminated ?
Obviously, no reminders will be sent if the KALNOTE program is not running. However, when it is restarted, KALNOTE checks to see if a scan is overdue and if so performs a data scan immediately. So, if the shutdown is temporary no harm is done. If KALNOTE is running weekly scans then the computer may be switched off at weekends and no reminders will be missed.
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