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CREATE MAILING LABEL or STANDARD LETTER FILE INTRODUCTION This section explains the operation of the Create Mailing Label or Standard Letter File Menu option. This menu option allows the user to select mailing list entries based on the codes entered to each record. The selected records are copied into a file which is available for immediate printing of mailing labels or which is reformatted into another file, MLABELS.TXT, for input to a word processing program such as Word Star. The Mailing List system will print mailing labels, 3 1/2 x 15/16, one up, maximum of 5 lines per label. One label is printed for every record selected. Alternatively, the system will create a file named MLABELS.TXT. This file contains the names and addresses of mail list records selected by the system from the selection criteria provided by the user. This file is input to your word processor to print mailing labels, rollodex cards or custom letters. Exhibit III descibes the structure of the file MLABELS.TXT. The Mailing List system has been interfaced to the Word Star/Mail Merge word processor. The onscreen instructions refer to Word Star files supplied with the system which accomplish the printing tasks. The file MLABELS.TXT may be read by any word processor. The other files referenced in the onscreen explanations may be altered to conform to the requirements of other word processors. It is the user's responsibility to prepare the interface with other word processors. To assist the user, Exhibits IV and V describe the relationship of these format files and the creation of a form letter using LETTER.FMT as a framework. The file may also be read by a BASIC, or other program as input. The exact structure of this file is listed in Exhibit III. Names entered in the "First Name, Last Name" format are unscrambled to the "First Name Last Name" format. The system performs this function on the NAME and CONTACT NAME fields, only. The rest of this section provides detailed instructions for using the features and capabilities of this module. Several different "run through's" of this module are presented to illustrate the features of the system. A listing of the mailing list file, MINI, appears as Exhibit VI at the end of this sec tion. Other listings which illustrate the selection of data are also included in the exhibits. 10/7/84 1 southland CREATE MAILING LABEL or STANDARD LETTER FILE DETAILED INSTRUCTIONS This menu option is accessed from the Main Menu by selecting option 2: _______________________________________________________________ | | | | | L I S T M A N A G E R | | | | VERSION 2.29 09/27/84 | | MAIN MENU | | | | 1 - ENTER/EDIT MAILING LIST DATA | | 2 - CREATE MAILING LABEL or STANDARD LETTER FILE | | 3 - PRINT MAILING LIST FILE | | 4 - MAILING LIST FILE MAINTENANCE | | 5 - MAINTAIN CODE MASTER | | | | 98 - RETURN TO dBASE | | 99 - RETURN TO SYSTEM | | | | MINI = Mailing List file in use | | | | ENTER OPTION NUMBER:2: | | | | | |_______________________________________________________________| Upon entry to the module, the system displays the initial selection option: ______________________________________________________________ | | | | | Select Records from the Mailing List Database | | | | 1 - Select Data from ALL Records | | 2 - Select Data from Input Reference Code | | 3 - Select Data from Logical (Boolean) Selection Criteria | | | | Input Option :0: | | | |______________________________________________________________| This option allows the user to choose the general scheme for selecting records from the Mail List File. 10/7/84 2 southland CREATE MAILING LABEL or STANDARD LETTER FILE Option 1, Select Labels from ALL Records, allows the user to select records based on zip code, only. Option 2, Select Labels from Input Reference Code, allows the user to select by zip code and by the appearance of a single code. To be selected, the zip code of the Mail List record must fall within the range entered by the user and the code entered by the user must appear in that record's codes field. Option 3, Select Labels from Logical Selection Criteria, allows the user to select by zip code, as in Options 1 and 2, and by a complex criteria of codes appearing in the codes field. The selection criteria for this option is discussed later in the section. OPTION 1, SELECT LABELS FOR ALL RECORDS This option allows the user to select records based on zip code, only. To be selected, the zip code of the Mail List record must fall within the range entered by the user. Enter the value 1 at the prompt: ______________________________________________________________ | | | | | Select Records from the Mailing List Database | | | | 1 - Select Data from ALL Records | | 2 - Select Data from Input Reference Code | | 3 - Select Data from Logical (Boolean) Selection Criteria | | | | Input Option :1: | | | |______________________________________________________________| The system next requests the user to pick the sequence in which the selected data elements will appear: __________________________________________ | | | | | Select Print Sequence | | | | 1 - Zip Code | | 2 - Alphabetically by Name | | | | Input Option :1: | | | |__________________________________________| 10/7/84 3 southland CREATE MAILING LABEL or STANDARD LETTER FILE Option 1 arranges the output in Zip Code order. Option 2 arranges the output in alphabetic sequence, alphabetiz ing on the Name field. The alphabetic sort routine forces all characters to upper case for sorting. Thus, "A" sorts the same as "a"; normally, the computer treats lower case "a" as a different value from upper case "A". If option 2 is not selected, the system defaults the selection to option 1 regardless of the keyed entry. In this example, the user has elected to sequence the selected records in zip code order. The system next allows the operator to the select the Contact Name and/or Title, if one is present, or to substitute manually entered comments for either of these fields: ______________________________________________________________ | | | Select Comment Fields Content | | | | 0 - Input comments 1 and 2 | | 1 - Contact Name for Comment #1 | | Title for Comment # 2 | | 2 - Input Comment # 1 | | Contact Name for Comment # 2 | | 3 - Input Comment # 1 | | Title for Comment # 2 | | | | INPUT OPTION: :0: | |______________________________________________________________| Selecting option 0 allows the user to enter values which will appear in the NAME and TITLE positions on labels or the standard letter. Entering blanks effectively deletes these fields. Selecting option 1 causes the system to display the NAME and TITLE fields from records with a 'C' code (records with a company name and a company contact name and title). Records with a 'P' code are treated as though these fields did not exist. Options 2 and 3 are variations on option 1 with the system sup plying one of the fields and the user, the other. The Contact Name and Title are supplied only for type 'C' records; these fields default to blanks for type 'P' records. 10/7/84 4 southland CREATE MAILING LABEL or STANDARD LETTER FILE ______________________________________________________________ | | | Select Comment Fields Content | | | | 0 - Input comments 1 and 2 | | 1 - Contact Name for Comment #1 | | Title for Comment # 2 | | 2 - Input Comment # 1 | | Contact Name for Comment # 2 | | 3 - Input Comment # 1 | | Title for Comment # 2 | | | | INPUT OPTION: :1: | |______________________________________________________________| The operator elected to print the Contact Name and Title for record type 'C'. Contact Name and Title remain blank for type 'P' records. The system next prompts the operator for the type of output desired. ______________________________________________________________ | | | | | Select Output Desired | | | | 1 - Create Output FILE for Input to Word Processor | | (Print Custom Letters, rollodex, Special Labels) | | | | 2 - Print Mailing Labels ( 1 up, size 3"x1") | | | | Input Option :0: | | | |______________________________________________________________| Option 1, Create Output File, writes an ASCII file, MLABELS.TXT, readable by most BASIC programming languages and word processors. This file is input to a word processor for printing custom let ters, rollodex cards, custom labels, etc. Included with the system are interface files to allow Word Star / Mail Merge to print rollodex cards, 1 up and 3 up mailing labels. Also included is a structure file, LETTER.FMT, which provides a framework for constructing custom letters. After the letter has been entered, the file must be renamed to LETTER.TXT as this is the file the print program looks for to find the letter format. Exhibit V displays the file LETTER.FMT and Exhibit IV describes 10/7/84 5 southland CREATE MAILING LABEL or STANDARD LETTER FILE the steps to follow when preparing a custom letter using this file. Option 2, Print Mailing Labels, provides the user with the means to print labels directly from the records selected without leav ing the system. The print routine is limited to printing labels 15/16" deep by 3 1/2" wide, 1 up (across). The system prints as many as five lines per label: Line Contents 1 CONTACT NAME TITLE or COMMENT 1 COMMENT 2 or any combination of above depending on selection or no line at all if both fields blank 2 NAME 3 ADDRESS 1 4 ADDRESS 2 or no line at all if blank 5 CITY STATE ZIP Note that the label print routine prints the Contact Name and Title or Comment 1 and Comment 2 on the first line of the label. If one or both comments are supplied by the user, the user should keep in mind that this (these) comments will print on the first line of the label. Failure to remember this may result in odd appearing labels. More complex label printing may be accomplished by creating an output file as input to a BASIC program or word processor (Option 1). ______________________________________________________________ | | | | | Select Output Desired | | | | 1 - Create Output FILE for Input to Word Processor | | (Print Customer Letters, rollodex, Special Labels) | | | | 2 - Print Mailing Labels ( 1 up, size 3"x1") | | | | Input Option :1: | | | |______________________________________________________________| The operator selected option 1, create output file. The user next has the option of updating those records which are 10/7/84 6 southland CREATE MAILING LABEL or STANDARD LETTER FILE to be selected by the system with a user entered code: ---------------------------------------------------------------- Update Data Records Selected for Labels with User Specified Code 1 - Do NOT Update Selected Records with Code 2 - Update Selected Records with User Specified Code Input Option :0: ---------------------------------------------------------------- This option is useful in situations where the user must know which records were selected at some future time. For example, the user may elect to mark all selected records with the code SEPT14 to indicate that the mailing list name was sent the letter of Sept. 14. In future selections, the user may wish to make use of the fact that this mailing list name received the letter of Sept 14 in the selection criteria. ---------------------------------------------------------------- Update Data Records Selected for Labels with User Specified Code 1 - Do NOT Update Selected Records with Code 2 - Update Selected Records with User Specified Code Input Option :1: ---------------------------------------------------------------- The user elected not to update selected records with a code. The system next asks for the detailed criteria to use for selecting records from the Mailing List data base. Since the operator previously selected Option 1, the system displays the menu for All Records: ______________________________________________________________ | | | Develop Labels from all Records | | | | | | Input ZIP CODE Range : 0: TO :99999: | | | |______________________________________________________________| 10/7/84 7 southland CREATE MAILING LABEL or STANDARD LETTER FILE Pressing carriage return at the low and high field values effec tively selects all records from the file. ______________________________________________________________ | | | Develop Labels from all Records | | | | | | Input ZIP CODE Range : 0: TO :99999: | | | | | | | | 13 RECORDS SELECTED. | | | | Do you wish to continue? (Y/N) :Y | | | | 00013 RECORDS INDEXED | | | |______________________________________________________________| The operator accepted the default values for high and low zip codes. The system selected all records on the file (13). The system next asked the user if this selection count "looked right". Responding with a 'N' would return the user to the Main Menu. A 'Y' continues processing: ______________________________________________________________ | | | | | 0 Data Records have been processed | | | |______________________________________________________________| The system "counts up" the number of records processed into word processor compatible format until the entire file of selected records have been converted: ______________________________________________________________ | | | | | 13 Data Records have been processed | | | |______________________________________________________________| The system then displays the instruction banner for printing the selected data in the desired format: 10/7/84 8 southland CREATE MAILING LABEL or STANDARD LETTER FILE ________________________________________________________________ | | | | | 13 Data Records have been processed | | | | | | | | To Print labels, use the MAILMERGE option in WORDSTAR | | | | The print file name is: MLPRINT | | | | Enter this value when MAILMERGE asks for the file to print | | | | | | To Prepare a personalized letter, enter the text of your letter| | in the file LETTER.TXT. The file LETTER.FMT has a sample | | layout and suggestions. | | | | To Print personalized letters, use the MAILMERGE | | option in WORDSTAR | | | | The print file name is: LETTRPRN | | | | Enter this value when MAILMERGE asks for the file to print | | Hit <cr> to continue: : | | | | | | | |________________________________________________________________| The user is returned to the Main Menu when the return key is pressed. Exit the system and run Word Star to print the information just selected in the desired format. After all labels, letters, etc. have been printed from the most recently created file, MLABELS.TXT, this file may be deleted or saved for future use. If the the file MLABELS.TXT is not deleted, the system will warn the user the next time the CREATE MAILING LABEL ... option is selected. The system displays this warning message: 10/7/84 9 southland CREATE MAILING LABEL or STANDARD LETTER FILE ______________________________________________________________ | | | | | | | | | LABEL PRINT FILE FOUND ON DISK. THIS PROGRAM WILL | | OVERWRITE THE DATA ON FILE. | | | | DO YOU WISH TO CONTINUE? (Y/N) :Y: | | | | | | | |______________________________________________________________| The user may elect to overwrite the existing file by entering 'Y' (or pressing <cr> ). The user may discontinue the job and return to the Main Menu by entering 'N'. 10/7/84 10 southland CREATE MAILING LABEL or STANDARD LETTER FILE OPTION 2, SELECT LABELS FOR INPUT REFERENCE CODE This option allows the user to select by zip code and by the appearance of a single code. To be selected, the zip code of the Mail List record must fall within the range entered by the user and the code entered by the user must appear in that record's codes field. Enter the value 2 at the prompt: ______________________________________________________________ | | | | | Select Records from the Mailing List Database | | | | 1 - Select Data from ALL Records | | 2 - Select Data from Input Reference Code | | 3 - Select Data from Logical (Boolean) Selection Criteria | | | | Input Option :2: | | | |______________________________________________________________| The system next requests the user to select the sequence in which the selected data elements will appear: __________________________________________ | | | | | Select Print Sequence | | | | 1 - Zip Code | | 2 - Alphabetically by Name | | | | Input Option :2: | | | |__________________________________________| The user has elected to sequence the selected records alphabeti cally by NAME. The system next allows the operator to select the Contact Name and/or Title, if one is present, or to substitute manually en tered comments for either of these fields: 10/7/84 11 southland CREATE MAILING LABEL or STANDARD LETTER FILE ______________________________________________________________ | | | Select Comment Fields Content | | | | 0 - Input comments 1 and 2 | | 1 - Contact Name for Comment #1 | | Title for Comment # 2 | | 2 - Input Comment # 1 | | Contact Name for Comment # 2 | | 3 - Input Comment # 1 | | Title for Comment # 2 | | | | INPUT OPTION: :0: | |______________________________________________________________| The operator elected to enter comments to appear in place of Contact Name and Title. The system prompts the operator for these values: _____________________________________________________________ | | | | | | | Input Label CMT. 1 : : | | Input Label CMT. 2 : : | | | | | |_____________________________________________________________| Note that the label print routines supplied with the system print mailing labels assigning CMT. 1 to Contact Name and CMT. 2 to Title. These two fields appear on the same print line. Therefore, the label routines, MLLAB1.TXT and/or MLLAB3.TXT, must be modi fied by the user if each Comment should appear on a separate line on the label. This point should also be kept in mind when formatting the ad dress portion of custom letters. In addition, CMT.1 and CMT.2 replace Contact Name and Title, respectively. These fields will not appear in the output file, MLABELS.TXT . _____________________________________________________________ | | | | | | | Input Label CMT. 1 :ATTENTION: SALES MANAGER : | | Input Label CMT. 2 :MARKETING DEPARTMENT : | | | | | |_____________________________________________________________| 10/7/84 12 southland CREATE MAILING LABEL or STANDARD LETTER FILE The system next prompts the operator for the type of output desired. ______________________________________________________________ | | | | | Select Output Desired | | | | 1 - Create Output FILE fo Input to Word Processor | | (Print Custom Letters, rollodex, Special Labels) | | | | 2 - Print Mailing Labels ( 1 up, size 3"x1") | | | | Input Option :2: | | | |______________________________________________________________| The user wishes to print mailing labels immediately upon selection of the data records. The user next has the option of updating those records which are selected by the system. If desired, the system will update the records in the Mailing List data base with a user entered code: ---------------------------------------------------------------- Update Data Records Selected for Labels with User Specified Code 1 - Do NOT Update Selected Records with Code 2 - Update Selected Records with User Specified Code Input Option :2: ---------------------------------------------------------------- The operator has chosen the option to update the Codes field of selected records with a user specified code. The system prompts the operator to enter the desired code value: 10/7/84 13 southland CREATE MAILING LABEL or STANDARD LETTER FILE _______________________________________________________________ | | | | | Enter User Specified Code to Update Selected Records | | | | WARNING: The Update Routine Will NOT Insert the Code if | | INSUFFICIENT Space Remains in the Code Field. | | No Message Will Be Given. | | | | Enter Code Value : : | | | |______________________________________________________________| The operator wants to update all selected records with the code value SEPT14 . _______________________________________________________________ | | | | | Enter User Specified Code to Update Selected Records | | | | WARNING: The Update Routine Will NOT Insert the Code if | | INSUFFICIENT Space Remains in the Code Field. | | No Message Will Be Given. | | | | Enter Code Value :SEPT14 : | | | |______________________________________________________________| Note that the system checks the codes field to be sure that enough space remains in that field for the new code before adding it to the record. It is the user's responsibility to be sure that all selected records have enough unused space in the Codes field to accomodate the new code. The user may check selected data records to see if enough space remains by selecting Option 1 from the Main Menu, Enter/Edit Mailing List Data. Call up selected records and examine the Codes field. The far right hand corner of the Indicator Menu keeps a count of the number of characters remaining in the field for codes values. This count must be reduced by 1 since new codes added to the field use an additional character (not displayed on the screen) to separate the codes. If the count displayed on the screen exceeds the length of the new code, the data record will be updated correctly. Another way to check that adequate space remains in the Codes field is to examine a print out of the file. Scan the print out for those records which will be selected to see that the code 10/7/84 14 southland CREATE MAILING LABEL or STANDARD LETTER FILE values appearing in the print out don't completely fill the column on the print out. Those records with full Codes fields may be examined for enough remaining space in that field by calling up the record as described above. To make room for new codes in the Codes field, delete unneeded codes values from individual records either by selecting indivi dual records in the Update/Edit function and delete the surplus codes or select Option 4, Mailing List File Maintenance, and pick Option 5, Add/Delete Codes. The operator then enters the surplus codes to be deleted from all records in the file. Since the operator picked Option 2 on the Record Selection Menu, the system displays that selection criteria screen: ______________________________________________________________ | | | | | Develop Labels for Reference Code Records | | | | | | Input Reference Code : : | | | | | | Input ZIP CODE Range : 0: TO :99999: | | | | | |______________________________________________________________| The operator wishes to select all records with a code of Auto , and a zip code range of 90000 to 91399: ______________________________________________________________ | | | | | Develop Labels for Reference Code Records | | | | | | Input Reference Code :Auto : | | | | | | Input ZIP CODE Range :90000: TO :91399: | | | | | |______________________________________________________________| The Input Reference Code is entered exactly as it appears in the Codes field. Note that the operator entered the code incorrectly. This code appears in the data file as AUTO , much different from the value entered by the operator, Auto . 10/7/84 15 southland CREATE MAILING LABEL or STANDARD LETTER FILE The Input Reference Code is entered without quotes, periods or commas; these are reserved characters (eg ' , " . ). ______________________________________________________________ | | | | | Develop Labels for Reference Code Records | | | | | | Input Reference Code :Auto : | | | | | | Input ZIP CODE Range :90000: TO :91399: | | | | | | 0 RECORDS SELECTED. | | | | NO Data to Print. Press Any Key to Continue. | | WAITING | | | | | |______________________________________________________________| Note that the system was unable to find any records which matched the selection criteria. In this case, the system informs the operator and pauses. When the operator presses a key, the system returns to the Main Menu. 10/7/84 16 southland CREATE MAILING LABEL or STANDARD LETTER FILE OPTION 3, SELECT LABELS FOR USER BOOLEAN INPUT This option allows the user to select records by zip code and by a complex set of codes appearing in the Codes field. This option is referred to as the Boolean option because the logical selec tion criteria are built using Boolean operators (as the computer community calls them). The Boolean operators, or logical operators, permit the user to select records if a code appears or does not appear, to select records if different codes do or don't appear in the same record. The Boolean or logical operators available to the user include: .NOT. if the code does not appear in the Codes field, consider the record for selection. The .NOT. operator works on a single code, unlike the rest of the operators which condition the presence (or absence) or two different codes. .OR. if the code appearing before or after the .OR. operator appears in the codes field, consider the record for selection. .AND.if the code appearing before and the code ap pearing after the .AND. operator are both in the codes field, consider the record for selection. For example, the selection sequence: 'AUTO'.AND. .NOT.'CPM' .OR. 'DOS' will select records having codes equal to 1. DOS 2. AUTO but the code CPM may not be present. Notice that code values are surrounded by ' . The ' is what the system uses to distinguish code values from logical operators. Notice also that logical operators are surrounded by periods. These too are needed by the system to distinguish logical opera tors from codes values. The system checks that the quote marks and commas have been entered correctly. Logical operators must be surrounded by per iods; code values by quotes ( ' ). The system flags incorrectly entered Selection Criteria. 10/7/84 17 southland CREATE MAILING LABEL or STANDARD LETTER FILE Parentheses are not allowed as grouping operators in the selec tion criteria. This may be partially overcome by running multiple selections, copying the selected records to another file and deleting duplicates. Exhibit II presents the detailed rules for constructing Boolean Selection Criteria. This manual is not intended as a course in logic; the user is encouraged to build a small data file with many codes in the Codes field and try out different selection criteria. The inter ested reader is referred to an introductory text in modern formal logic. In the interests of brevity, the reader is assumed to be familiar with the screens and options leading up to the Selection Criteria screen. After running though the preliminary screens, the system displays this screen for option 3: ______________________________________________________________ | | | | | Develop Labels from Selected Records | | | | Input ZIP CODE Range : 0: TO :99999: | | | | | |______________________________________________________________| The user enters the zip code ranges to include. If the zip code in the data record does not fall in the range specified, it will not be included even though the codes in the record may meet the criteria. ______________________________________________________________ | | | | | Develop Labels from Selected Records | | | | Input ZIP CODE Range : 0: TO :99999: | | | | | | | | Input BOOLEAN criteria : : | | | | | |______________________________________________________________| The user elected to select for all zip codes. Therefore, the zip code criteria will not restrict the selection of records. 10/7/84 18 southland CREATE MAILING LABEL or STANDARD LETTER FILE The system next prompts for the logical criteria to use for selecting codes. The user may enter and correct criteria so long as the cursor stays within the field boundaries. ______________________________________________________________ | | | | | Develop Labels from Selected Records | | | | Input ZIP CODE Range : 0: TO :99999: | | | | | | | | Input BOOLEAN criteria :NOT.'AUTO .AND. CPM : | | | | | | Scanning BOOLEAN Criteria for Errors. Please Wait. | | | |______________________________________________________________| The system scans the Selection Criteria entered by the user for errors. The system found some: ______________________________________________________________ | | | | | Develop Labels from Selected Records | | | | Input ZIP CODE Range : 0: TO :99999: | | | | | | | | Input BOOLEAN criteria :NOT.'AUTO .AND. CPM : | | ERROR CODES: CCC66666666CCC11111 | | | | Errors found. Error codes appear underneath the | | string in error. | | | | Correct and Retry? (Y/N) :Y: | | | |______________________________________________________________| The system asks to the operator if the errors should be corrected or if the selection should be abandoned and control returned to the Main Menu. 10/7/84 19 southland CREATE MAILING LABEL or STANDARD LETTER FILE The operator decides to correct the errors, and after consulting the list of error codes in Exhibit I to determine the exact errors, enters: ______________________________________________________________ | | | | | Develop Labels from Selected Records | | | | Input ZIP CODE Range : 0: TO :99999: | | | | | | | | Input BOOLEAN criteria :.NOT.'AUTO' .AND. 'CPM' : | | | | | |______________________________________________________________| The user entered criteria to select any record which: 1. does not have the code AUTO present 2. the code CPM is present in the codes field. Since the .AND. criteria was used, both criteria 1. and criteria 2. must both be true for the record to be selected. ______________________________________________________________ | | | | | Develop Labels from Selected Records | | | | Input ZIP CODE Range : 0: TO :99999: | | | | | | | | Input BOOLEAN criteria :.NOT.'AUTO' .AND. 'CPM' : | | | | | | No Errors Found. Building Selection Work File. Please Wait. | | | | Do you wish to continue? (Y/N) :N | | | | | |______________________________________________________________| If an error is made in entering criteria but the user does not realize it until after the return key is pressed, the run may be aborted when the system completes its error checking. In this example, the operator decided to do just that. The system returns to the Main Menu. 10/7/84 20 southland CREATE MAILING LABEL or STANDARD LETTER FILE E R R O R C O D E S SCAN BOOLEAN SELECTION CRITERIA Error Explanation 1 Scanned to end of line without finding second period ( . ) delimiting a logical operator. 2 Found two .NOT. operators in a row. 3Found two Codes Values joined by .NOT. rather than .OR./.AND. eg. 'val1' .NOT. 'val2' 4 Found two logical operators together, eg. 'val1' .AND. .OR. 'val2' 5 Found the sequence .NOT. <logical operator> eg. .NOT. .OR. 'val2' 6 The string enclosed with .'s was not .AND. .OR. or .NOT. 7 scanned to end of line without finding terminating ' 8 Found .AND. / .OR. before first code value 9 No logical operator to join code values A Shouldn't happen. Notify Southland Associates of the exact conditions leading up to the error. B No code value entered between quotes. Code values must be at least one character in length. C Unidentified character string. Searching for . or ' and found this. D No Selection Criteria entered. If you wish to select on Zip Code, only, use Option 1, Select ALL Records. E X H I B I T I 10/7/84 21 southland CREATE MAILING LABEL or STANDARD LETTER FILE RULES FOR CONSTRUCTING BOOLEAN SELECTION CRITERIA EXHIBIT II 1. Code Values are surrounded by quotes ('). Any characters appearing between the quotes is considered a Code Value. These values are correctly formed Code Values: 'JLB' 'Mrs. Smith?' '-------:::::' These values are incorrect: JLB' Code Value not enclosed by quotes 'Mrs' Smith' Extra quote mark. Possibly the quote between Mrs and Smith should not be there. 2. Code Values are separated by the logical operators: .AND. .OR. Logical operators determine how the Codes Values will trigger the selection or rejection of a data record. For example: 'AUTO' .AND. 'CPM' The system selects only those records which have the codes AUTO and CPM appearing in the same data record. 'DOS' .OR. 'MINI' The system selects any record which has the code value DOS or MINI; one or the other will trigger selection. 3. the operator .NOT. selects on the absence of a Code Value. .NOT. 'AUTO' selects all records in which the code AUTO does not appear. .NOT. ' ' selects all records The .NOT. operator appears in front of Codes Values and triggers selection if the code does not appear. .NOT. does not join two codes values together in a logical relationship like .AND. or .OR. If this is attempted, the system will flag it as an error. 10/7/84 22 southland CREATE MAILING LABEL or STANDARD LETTER FILE 4. The logical operators .AND. .OR. .NOT. may be entered in upper or lower case. .AND. is the same as .and. to the system. Codes Values, on the other hand, must be surrounded by quotes (') and entered exactly as it appears in the Codes field of the data record or the system will not be able to match the code. 5. The selection criteria is evaluated from left to right. The logical value, true or false, determined at that point in the scan is updated by the logical evaluation of the next selection criteria. For example, Codes in the data record: AUTO CPM L91984 JB Selection Criteria: 'AUTO' .AND. .NOT. 'CPM' .OR. .NOT.'DOS' Scan Marker: 111111 22222222222222222 333333333333333 Scan Selection Logical Value Marker Criteria Action So Far 1 'AUTO' the code AUTO is pre TRUE sent in the Codes field of the data record. 2 .AND. .NOT. 'CPM' the code CPM is pre sent, thus the selec tion criteria .NOT. 'CPM' is false. The value of the expres sion so far is True .AND. False: FALSE 3 .OR. .NOT.'DOS' the code DOS is not present, thus the expression .NOT.'DOS' is True and the value of the expresson so far is False .OR. True: TRUE The record will be selected. 5. Grouping parentheses "(" and ")" are not allowed. They may be simulated by using the Update Another File with Selected records option. For example, selection criteria using parentheses can be sep arated into the individual expressions that the parentheses brac ket. Each group of expressions that has been separated is joined to the next separated expression by an .AND. or .OR. A strategy is to make a pass at the data base for each separated expression, selecting records that meet the criteria. 10/7/84 23 southland CREATE MAILING LABEL or STANDARD LETTER FILE The selected records are hospitalized on a dummy data base. Eventually, the records on this data base will reflect the logical result of our complex selection criteria. The logical operator joining the expression determines how the dummy data base will be updated by the next pass. .AND. Select from the existing records on the dummy data base. Delete any records which do not meet the criteria. .OR. Select off the Mailing List data base and update the dummy data base for the selected records. Instruct the system to delete duplicate Rec Id's (otherwise, the dummy data base will have duplicate records which were placed on the dummy data base from previous selections). After the final pass has been completed, select all records off the dummy file to create labels or build the file for input to a word processor. This approach will simulate parentheses in the Selection Criteria. 6. Blanks may be used to separate Code Values from operators and are ignored when used as separators. Blanks are not ignored when they appear as a Code Value. There fore, if a Code Value is entered in the Selection Criteria as 'MRS SMITH' but the code appears in the data record as MRSSMITH , the system will not match the Code Value to the code. They may not appear within the string defining logical operators; . N O T. is invalid. 7. The system checks the Selection Criteria for errors and flags them. A list of error codes appears in Exhibit I. EXHIBIT II 10/7/84 24 southland CREATE MAILING LABEL or STANDARD LETTER FILE STRUCTURE of the OUTPUT FILE, MLABELS.TXT Field Name in Maximum Number LETTER.FRM Values Appearing in Field Width 1 CONAME Name of Company or Person 40 2 ADDR1 Address Line 1 30 3 ADDR2 Address Line 2 30 4 CITY City State Zip 30 5 NAME Contact Name or Comment 1 30 6 TITLE Title or Comment 2 30 7 ZIP Zip Code 5 8 not used 0 9 PHONE Phone Number 18 10 not used 0 11 CDAT Date this File Built 8 12 FIRSTNAM Greeting Name 30 13 RECID Record ID 4 EXHIBIT III 10/7/84 25 southland CREATE MAILING LABEL or STANDARD LETTER FILE ORGANIZATION OF WORD STAR STRUCTURE FILES MAIL MERGE Calls One of these FILE NAME Format Files Purpose MLPRINT MLLAB1.TXT print mailing labels 1 up, 4" x 1 1/2" MLLAB3.TXT print mailing labels 3 up, 3 1/2" x 15/16" MLLABR.TXT print Rollodex cards 1 up, 3 1/2" x 2" LETTERPRN LETTER.TXT user supplied custom letter EXHIBIT IV 10/7/84 26 southland CREATE MAILING LABEL or STANDARD LETTER FILE NOTES ON USE OF LETTER.FMT - CUSTOM LETTER FRAMEWORK FILE Purpose: The purpose of this file is to provide the user with a framework for preparing and printing custom letters. The system automatically fills in Names and Addresses selected from the Mailing list file and collected in the output file MLABELS.TXT. These notes describe the function of the Word Star word processor. Other word processors perform similar functions and these instructions may be used as a general guide line when interfacing with these word processors. Display of LETTER.FMT: .. 9/14/84 .. This file contains the text and variable field names embedded within the text .. to print the desired letter. The file LETTRPRN handles the set up and calls .. this file with the variable names to insert in the letter. .. The fields available for inclusion in the letter: .. CONAME primary name field .. ADDR1 first line address .. ADDR2 second line address .. CITY fourth line address .. NAME contact name or Comment 1 - see label create menu .. TITLE the title of the contact person or Comment 2 - see label create menu .. ZIP zip code .. CDAT current date or date that letter/label file created .. PHONE phone number of prospect .. FIRSTNAM the first name (as entered to the data base) of the primary name field person(s) .. RECID Record ID of the selected record .. &CDAT& &NAME/O& &TITLE/O& &CONAME& &ADDR1& &ADDR2/O& &CITY/O& Dear &FIRSTNAM&: Southland Associates would like to take this opportunity to congratulate you, &FIRSTNAM&, on your purchase of List Manager. This system will satisfy your mailing requirements for many years to come. Computer systems, like everything else, are constantly evolving and improving. These evolutionary enhancements and upgrades are available to registered and qualified users of the system. In order to receive these periodic upgrades, please fill out and return your warantee card along with a payment for $15 for the first year. 10/7/84 27 southland CREATE MAILING LABEL or STANDARD LETTER FILE Keep your system up to date. Return your warantee card and payment for $25, now. Yours truly, SOUTHLAND ASSOCIATES recid &RECID& &PHONE/O& sort zip &ZIP/O& NOTES on use of File: 1. the fields available to use in your letter are listed above. These are the only fields available. 2. The command to Word Star to display the field at that point in the text is to surround the Field Name with "&" s. For Example, the greeting name as carried in the mailing list file is called up by placing the command &FIRSTNAM& at the appropriate place in the text. Word Star takes care of justifying and formatting the paragraph after the substitution has been made. In the example above, FIRSTNAM has been used twice, once in the salutation of the letter and again in the body of the letter. To delete any appearance of the parameter including a separate line (if the parameter appears on a separate line), insert /O in the parameter field. The parameter field ZIP is called up at the end of the letter. If no value has been entered in the mailing list file, the command &ZIP/O& causes the print routine to drop all space reserved for ZIP in the final printed output. 3. To prepare a custom letter using LETTER.FMT as the framework: a. copy LETTER.FMT to the file name LETTER.TXT b. erase the demonstration text supplied and enter the text, formatted as it should appear on the finished letter, in place of the deleted text. 4. To print your customer letter: a. 10/7/84 28 southland