Data Mining Tutorial

For further information please see the Quick Guide or Main Help screen.

This tutorial will guide you through a selection of searches and aim to give you a starting point for creating more detailed searches yourself.

In each case log into Practice Management, right-click on the Pm icon and choose Data Mining. Please note that Data Mining can be accessed from within AutoMail so if applying searches this way please ensure that Practice Management is running. It is also advisable to save the searches through File | Save Search so this can be easily re-opened at a future point without the need of setting it up again.

The following searches will be used:

• Include all clients and show the Partner and Manager assigned to the client

• Search for clients that have the Personal tax service

• Search for client where, under the latest Accounts job, the Books have been requested but have not come back in

• Search on Personal Tax information to see which client have a Latest Tax Years Children's Tax Credit of more than £200 and compare to the previous year

• Personal Tax Clients that have a UK interest of greater than £10,000 so send out an AutoMail letter to advise them of your practice's investment plan (requires AutoMail licence to send the letter)

All clients under a certain Attribute (XMAS, say) to create a CSV file for the names and addresses for mailing labels.

Example One

1. Select Field | Individual | Date of Death

2. Change the Criteria to Anytime and Add to List.

3. Select Form - Client Type.

4. Select all options (including non-clients) and Add to List.

5. Click Columns.

6. Go into Basic-Manager and select ID.

7. Go into Basic-Partner and select ID.

8. Click OK.

9. Click Find Now.

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Example Two

1. Select Field | Services | Personal Tax - Exists

2. Ensure the criteria is set to True and Add to List.

3. Click Find Now.

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Example Three

1. Select Field | Services |  Accounts Production | Jobs | Current | Job Stages | 02: Books requested | Date Completed

2. Change the criteria to Exists and Add to List.

3. Select Field | Services  | Accounts Production | Jobs | Current | Job Stages | 02: Books In | Date Completed

4. Change the criteria to Does Not Exist and Add to List.

5. Click Find Now.

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Example Four

1. Select Field | Tax | Latest | Reliefs | Childrens Tax Credit

2. Change the criteria to Is more than and enter £200 and click Add to List.

3. Click Columns.

4. Go into Field | Tax | Latest | 1 | Reliefs | Childrens Tax Credit and click Select.

5. Click OK and Find Now.

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Example Five

1. Select Field | Tax | Latest | Income | UK Interest

2. Change the criteria to Is more than £10,000.00 (do not enter the £ sign in the criteria).

3. Click Add to List and Find Now.

4. With the selected clients right-click on the first and click Select All.

5. Right-click again and select Generate Letter.

6. Follow the screens through AutoMail. For more information, click here.

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Example Six

1. Select Form | Client Type

2. Select all options (including non-clients) and Add to List.

3. Select Form | Client Attributes

4. Select the XMAS under clients that have one or more of the following attributes.

5. Add to List.

6. Click Columns.

7. Go to Address | Main

8. Select County, Line1, Line2, Line3, Postcode, Town.

9. Click OK and click Find Now.

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