JBCL Owl Database Help
JBCL Owl Database
This program is a wonderful modern addon to the classic Beyond Database
(also known as Stress and Strain). The main features of the
- Simple for users to add and reorganise which fields the
database stores. This means you can decide to add
notes field, or a date field, you can add this to the
and give it a name that makes it obvious what it is for - eg GiftDate1
- Entering data is very simple and streamlined
- Data is checked as it is entered
- You can store free format text notes for each
- You can store details or history notes for each record
can get reports and listings or the data in the database -
selecting and sorting on any fields, and arranged in almost any way.
There are two main types of options for hte Database:
1 - The
options that apply when running the program just this time.
are the options on the upper left - By default it starts with
showing data but you are not able to alter it until you choose the
"Change Data" option.
"Change Data" allows you to alter the
data stored for each client record.
"Admin/Remake" allows you to add new records, and also to
add new fields for each record., or delete fields or alter
2 - Permanent Options - You can turn on some of the
extra features of the database - if you click on the "Show options"
button you will see:
format text notes is the ability to have unlimited notes about one
client record. This works the same as in Contacs Client text
notes, but the notes stored here are different notes.
Details is to allow you to track history of changes relating to one
Overview of using JBCL Owl Database with Contacs
These work well together for a number of reasons.
Below s an example of the JBCL Contacs Inquiry screen for client
11002 - note the Owl button at bottom right. Clicking this will
bring up the Wills and Deeds information for the same client.
- Client information such as Name, addresses, Payee details
etc is entered in Trust. The information stored in Trust
about a client is fixed and limited.
- The Database allows you to store any amount of information
- You can choose what fields to store, and can add and delete
fields at any time.
- This extra information is ideal to use for Wills, or Deeds,
- Client information only needs to be added once in Trust -
there is a smart export program that exports and updates the main
client information fields to the database - the fields copied across
are Code, Name, addresses, Phone, email, Bank account, Notes
1&2, Partner Code, Client Class., Marketing Class
- The other fields you have added to the database can be
viewed and updated there.
- Firms can have one or more databases derived from the Trust
ledger. You can combine Wills and Deeds and Marketing, or
have them separate.
- You can select to only export some clients - for instance
many firms use the Marketing Class to indentify which clients are to be
used for marketing, and only those clients are copied across to the
- Operators can work on the Database at the same time as
others are working in Trust without each interfering with each other .
In some firms some operators only work on the database, and
not in trust, or vice versa, and some staff may have access to both.
- You can add extra fields for each client - you
can give these names that are meaningful to you, eg Gift Date1, Gift
Date2, Packet No.
- Fields can be text (Alpha), or numbers, or dates, or money
- You can also store client notes in free format text - this
works the same as the notes in Contacs, but are separate notes in the
- The Database has its own quick and convenient program to
look up information
- You can look up the database information from the JBCL
Contacs Inquiry by clicking the Owl button at the bottom right corner
of the Client Details inquiry. This allows you to jump
straight into the database for the same client - for instance to look up
their wills and deeds information. - and then straight back to the Inquiry.
Using JBCL Owl Database for Wills and Deeds
Obviously you should do the filing of wills and deeds information
however best suits your office! Here are some suggestions for
setting up a wills and deeds database:
Some manual filing systems are quite detailed and contain information
not easily transferred to a database, such as recurring history
information. I found this from looking at some firms very
detailed card systems. So these have been added to the
Also the managing of many operators doing simultaneous database updates
has been much improved. Now it should be simple to have
anyone in the office updating these details directly and simultaneously
- and it should not need to go through the Accounts department.
In a firm the secretaries could update wills or deeds details
themselves without needing any access to the trust system or accounts
department and without interfering with each other. If the
secretaries know they could easily update this data themselves it can
all work much more easily. Note this is how other
firms operate, where many staff edit only the database.
You may want to show this on to who is in charge ot the Wills and Deeds
filing - they may not know of all these newer facilities, and may find
it now has all the flexibility they need. However they are
doing the filing otherwise (whether cards or spreadsheets or documents
etc) is likely to be less simple and comprehensive than this.
The main advantages of the database scheme is that you can get to it
(either from the Inquiry screen or directly independent of trust) and
the details can be seen all over the office. Also the staff
can work on it anytime with no impact on the trust operations or each
The procedure to setup the Database or to remake the database
is to first decide what field setups that best fit what you need, and
then bring the trust client back in from Trust (these steps are all
easy to do). The JBCL tools can help as well as better
reflect the information you need to store about the wills and/or deeds
Facilities that help filing wills and deeds:
1 - In the main details screen is the ability to add new fields for
each wills or deeds record - eg an extra gifting date field, or contact
name etc. This facility has always been there and is being
made easier to use.
2 - Also there is already behind the scenes is an option to
automatically track changes to main data fields in the database entered
by the operators, and a change history can be printed at any
stage. This facility just needs to be turned on.
For instance you could find how the date in the field "GIFTING"
(Gifting date) was changed if you need to, and what all the previous
3 - free format text notes, just like the client notes in
trust. It works the same, but these notes are stored
separately and can be kept in the wills or deeds database for any
4 - More formal details records can be stored for a client in the
database. This is useful particularly where you
want to log recurring information about say a clients packet - eg date
taken out of storage and date put back in. (At present this
is a date and two description fields, in future this can be expanded).
The simplest way to see how these work is to look at the screens:
In this screen below, the first fields from Code to Marketing
are updated from the Trust ledger, so that information automatically
appears here. The fields after this can be updated by
Text Notes screen - anything
can be typed in here. These notes are separate from
those seen in the Trust client notes, but work in the same way.
Details screen - ideal for
history information of changes: - here for tracking of packets in and
out of the filing.
Great features of the database:
- You can setup which fields to store.
- Find a record by any part of name (the "Identifier field") or code
- Fast and simple to use
- Data is checked as you enter it
- Integration with Contacs Inquiry (Windows version)
How-To and Common Questions
How do I find a client I don't the know the code for?
Type in the part of the name - it will show a list of matching records.
How do I change Data?
the "Change data" option on the left, and select the record you want to
alter, and press Enter or double click it. Press Enter to save
your changes (or Escape to cancel) for that field.
When you have finished for that record, press Tab to get back to the
"Enter name or code" box. You will be prompted whether to save
the all the fields in the record if it was changed. You can save
or cancel at this point too.
How do I finish out of the program?
the Enter Name or Code box enter 0 (zero) and the program will
ask you if you are finished. Or click the "X" on the top right of
Let JBCL know of which of these ideas you like, and any others that you
More Free format reports