Both the From and the Job Title boxes automatically uppercase the first letter of every word. This can be avoided by prefixing the text with the ! character.
Qualifications
This check box is automatically turned on, meaning that if Contacts have Qualifications to their name, they will be printed on their Letter address. You may turn it off to prevent this.
Mr as Esq
This check box, if turned on, will convert all occurrences of eg 'Mr Joe Public' into 'Joe Public Esq'. Note, however, that if the Esquire check box on the Contact screen is switched on, the form 'Joe Public Esq' will be used whatever the setting here.
No Dear
This check box will remove the 'Dear Mr Public' altogether from a letter.
No Salutation
This will remove just the 'Mr Public' from 'Dear Mr Public' on a letter, so is used only if you want to write in names by hand.
[Documents] Button This button allows you to modify or add new Documents before printing. It operates in the same fashion as the 'View Documents' function, so please refer to that section of this chapter for full details.
We assume that letters will be printed on your letterheaded paper, though 4D Write does have the ability to laser print black and white logos which should be incorporated into the document at the time of writing (please refer to the 'Working with Pictures' section earlier in this chapter for more details).
Preview
Switch this check box on if you wish to use 4D Write's Preview facility. If 4D Write is not present, the check box will be disabled.
Separate
Switch this check box on if you are performing a mailshot where each letter is different and therefore is a separate print job. You might do this through the Mail Diary function, having selected a number of Diary Items with different Document Codes to mail in one batch. If you are intending to print letters you should switch either this or the Merged check box on.
Merged
Switch this check box on if you are performing a mailshot where each letter is identical apart from the address. If switched on, Enterprise will download the whole print job to the printer at one go, thus freeing the machine up much more quickly for subsequent use.
Office Copy
If this check box is switched on, you will first be asked 'Ready to print Office Copy?' as a preliminary step to printing the letters. The Office Copy is addressed to the first Company selected, but with Our Ref 'Office Copy'. It is suggested that this copy is stapled to the List, if printed, then filed.
Invoice Address
If this check box is switched on, the Invoice Address (which appears on page 2 of the Company screen) will be used, if one exists. Otherwise, the main address will be used. Note that the check box appears twice, once for the main letters and once for the labels and envelopes.
Use Mailsort
If you have the Mailsort companion module and wish to use it for this mailing, switch this check box on.
Please refer to the Companion Modules Reference for more details.
Record in Diary
Switch this on if you wish to create a Diary Item for each of the recipients of your mailing, recording that they have been mailed.
You can do this whether using Enterprise to carry out the mailing, or exporting addresses for merging with a WP package. It doesn't create two Diary Items in the unlikely event that you do a Enterprise letter and an export at the same time - the Enterprise letter takes precedence. In other words, if you have checked 'WP Export File' and either 'Separate' or 'Merged' (or both), the Diary will record that letters were sent, rather than that an Export file was created. The Date of the Diary Item will be the same as the Letter Date.
The Action Code used is that set up on the Core Functions page of Preferences (Letter Action). In the case of recording exports, the Document Code used is 'EXPORT'. Diary items can also be created by the 'Labels', 'Envelopes' and 'SuperReport' options, but again the 'Separate' and 'Merged' options will take priority. If the 'Record in Diary' option is turned on and 'Separate' and 'Merged' are not, then Diary records will be created with 'Label', 'Envelope' and 'SR Label' respectively as the Document Code.
This check box is switched on by default if you select 'Separate' or 'Merged'.
The role of this check box alters when the 'Mail Diary' function is being used. Please refer to that section of this chapter for more details.
Fax
This option is only available if you have the FaxWriter companion module.
When printing single documents, questions or errors are communicated by means of Confirm windows - it may, for example, tell you the Contact's and Company's Fax Numbers and ask which you want. When printing more than one document, you will be asked at the outset whether your preference is for Company or Contact Fax Numbers, and then progress and any errors (such as the lack of a Fax Number) are communicated in a scrolling window in the top right of the screen.
You can specify whether to include or exclude Pictures from Documents according to whether they are being faxed. For example, if you want to include a signature or logo only if the Document is being faxed, insert into the document a 4D Expression that reads:
PictureIfFaxWP ("MySig")
†(where "MySig" is the Picture Code of the Picture containing the signature or logo)
or PictureIfFax WP("Sig"+àUser)
†(where each user's signature is stored in a Picture with Picture Code of "Sig" followed by the user's initials, such as "SigRAN") and then insert the [Pictures]Picture field.
List of Recipients
If switched on, Enterprise will print a list of all the Companies being mailed, since in a large mailshot you would not wish to print an Office Copy of every letter printed. You will be asked 'Ready to print List?', and then asked for the Print Settings.
Labels
When Enterprise is ready to print labels, it will ask, 'Ready to print Labels?', and then show the Label Requirements dialogue box.
Note that using 7 x 2 labels (on 7 x 2 label sheets with built-in margins top and bottom) is preferable to 8 x 2 labels. The latter have no margin at the top, but laser printers have a top margin of approximately 1 cm, a margin which varies from printer to printer. The last line of long addresses may go off the bottom of the labels. Finally, the bottom two labels of the 8 x 2 size will never be printed on. If you do need to use 8 x 2, it is recommended that the Form Font and Size is set to a very small font in terms of line spacing (eg Times 9 point) in the Forms Settings section of Preferences.
The 'Use Preferences Font Style' check box defaults to on, meaning that the labels will be printed in the user's 'house' style as defined in the Form Settings Section of Preferences. The reason why this is optional is to cater for wide carriage Dot Matrix printers, which often have their own settings for Font and Font Size. Without such overrides and without the check box on, the Font and Size will be Geneva 10 point.
If you have a non-standard label size, you can print them using the SuperReport option: this is described below.
Envelopes
Envelopes are printed on individual envelopes fed in one by one centred on the manual feed of the LaserWriter, face up, open end to the right (assuming you have a LaserWriter II). You will be asked 'Ready to print Envelopes?', and then asked for the Print Settings - which must be set to Landscape format.
WP Export File
If you are not using 4D Write in conjunction with Enterprise, the letters printed follow a standard, pre-set format, allowing changes of font or size, but not of font style and with no Tab facilities. If you need this capability for a given mailmerge, Enterprise can export the names and addresses to a file on your hard disk which can be 'merged' with any template letter set up within word processors such as MS Word or Word Perfect.
If you choose this option, you will be shown a window asking for a name and position on the hard disk of the file you want to create - name it something sensible such as 'London Clients Merge 1/1/91'. The file created will be visible when you Quit from Enterprise, and contains the following 'fields' of information, separated by commas: Name; Company; Add1; Add2; Town; County; Postcode; Country; Salutation.
The export order is as follows: Company Code, Contact Code, Status, SSC or Unused, Salutation, Name, Job Title, Dept/Room, Company, Add1, Add2, Town, County, Postcode, Country. The default field delimiter is Tab (but can be altered in the Print Requirements dialogue). This is because when commas are used as delimiters, confusion can arise if commas have been used as part of the address. The number of export 'fields' would then be altered for some of the records, possibly losing lines of address, and putting the Salutation and other subsequent fields in the wrong place.
If you wish to alter the field delimiter in the Print Requirements dialogue, you can do so either by using the chosen character (for example, "/" or "|") or by using the ascii equivalent. The record delimiter is Return and cannot be altered.
The first three fields exported are intended for optional use on Letter 'Our Refs' or Label reference numbers: Company, Contact and Status Code. The latter will show the Company's Status if you are using 'Mail Companies' or if the Contact has no Status, or the Contact's Status if you're using one of the other Mailing functions and the Contact has one.
'WP Export File' mailings can be recorded in the Diary as having been done. If you check the 'Record in Diary' check box before pressing [OK] (it will not automatically be turned on), Diary records will be created identifying the Company, Contact and Date, and with the reference 'Export' in the Document Code field. Note that this will not take place if you have also chosen the 'Separate' or 'Merged' Document check boxes.
SuperReport: Columns
If you wish to print using a custom form, switch this check box on. When the printing stage is reached, you will be shown a list of Reports that have already been defined for the file that you're mailing (such as Companies or Contacts), from where you can select the form to be used; if none exist, you will be taken to the Report entry screen from where one will be created.
From the Print Requirements dialogue, you will most often use SuperReport to print using a custom label template. It is necessary to clone and save such a label template for each Mailing File, but the actual format of the Report need not be specific to the File. If you are intending to print labels using this method, enter the number of columns your label sheet contains to the field next to the SuperReport check box.
The Start Script of a custom label template designed in SuperReport should contain the command FIRST RECORD, whilst the Scripts behind each of the Address boxes should read as follows:
Mail SR Details
vTitle1:=vDetails `vTitle1 is the name of the Address box variable. In this way you can define templates with one, two, three or however many columns you wish.
The 'Report File/Iterations' options on the SuperReport menu will automatically be set to 'Fixed Iterations' and the number of lines required will be calculated as the number of records divided by the figure that you input to the 'Columns' box on the Print Requirements window when you press the [Print] button from the list of SuperReports.
The following example can be used to print two-across labels. Specify two columns in the SuperReport:
Columns field.
The Script attached to vTitle1 reads:
Mail SRDetails
vTitle1:=vDetails
The Script attached to vTitle2 reads:
Mail SRDetails
vTitle2:=vDetails
Once you are happy with the Print Requirements, click the [OK] button to progress. The next window is the Contact Requirements dialogue.