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Text File | 1992-08-11 | 23KB | 532 lines

Note that this documentation is woefully incomplete. The zmailflo.doc provides the most up-to-date information, and the system includes context-sensitive help. That means that you can move the cursor to specific field and hit <F1> for help on that field. ZipMail A Mailing List Management System by Jack E. Lohman P.O. Box 27327 Milwaukee, WI 53227 or Exec-PC (414-789-4210) * Handles up to 8 separate databases on-line, unlimited off-line * Labels printed 1-up to 4-up (Cheshire) * A unique "Rapid Review" mode allows - Edit, Print, Delete, Recall, Transform, Insert - Selective fields on Edit or print - Auto dialer - and many more features * Import Wordstar or ASCII letters for MailMerge purposes * Up to 36 "search codes" (customer unique) per database, with individual or combination code selection for search/print functions * Appends "mailing codes" for automated follow-ups * Automated non-label lists * "Code count" to predetermine needed mailing pieces ahead of time * Optional "repeat addresses" in ADD and Rapid Review modes * Function keys in ADD mode can be personalized * Automatic appending of city with entry of zip code (must have Zip.dbf in \zipmail directory - download ZIP_CITY.ZIP) * On-line checking for possible duplicates in ADD mode * Automatic, selectable salutations (record unique) * Management and deletion of duplicate entries handled in three ways: - Automatic alert during the ADD function - Interactive Screen display of duplicates - Print report of all potential duplicates * Context-sensitive Help <F1> at most data entry points (GETS) * Download Shareware Ezeditor by John E. Bean, P.E. (ZMAILSUP.ZIP) It interacts with the Zipmail mail/merge program A Note about SRCH and Reserved CODES: ZipMail allows two types of codes to be used: SEARCH (SRCH) codes ... identify the "type" of person the record contains (i.e., Client, Prospect, Doctor, etc..) SRCH codes are unique to each record. They are needed only if you wish to differentiate between records. No SRCH code in a record means that it will print only when "ALL" (or, no SRCH code) is selected. You can define up to 36 codes (in Utilities/Codes section), and use any combination in the screen/print modes. Note also that two codes are reserved in the SRCH field. The program always considers a "C" in srch to mean CUSTOMER and "X" to mean COMPETITOR's clients. If this doesn't suit your application, you can alter the PRG accordingly. Following is an example of how SRCH codes can be used. These are set up in the UTIL/"C" mode, and can be altered to fit your own needs. ████████████████████████████████████████████████████████████████████████ █ █ █ a This is a sample code s █ █ b t █ █ c Customers u █ █ d Dealers v █ █ e w █ █ f x Competitor's Clients █ █ g General Practice Physicians y █ █ h z █ █ i Internal Medicine Physicians 1 █ █ j 2 Selected Physicians █ █ k Key Names 3 █ █ l 4 █ █ m 5 █ █ n 6 █ █ o 7 █ █ p 8 █ █ q 9 █ █ r 0 █ █ █ ████████████████████████████████████████████████████████████████████████ A particular name may possess multiple codes, and multiple codes may be selected in the printing of labels and letters. MAIL Codes ... are unique to each mailing, but do not have to be used if you don't want them. They allow you to insert a code in each NOTES field as you are printing labels/letters. If you insert "abc" for a list of labels, you may subsequently use that PREVIOUS CODE to create personalized letters to the same group, or another set of labels as a followup to the first set. If you used "abc" for a limited set of labels (i.e., by zip code or SRCH code, you can then do a second, broader mailing (i.e., by state) and the program automatically excludes every record that has an "abc" in it. Keep your codes as brief as you can and keep a cross-reference list so you can identify them later. - The codes can be a combination of upper/lower/numerics which allows unlimited combinations. - Keep the code lengths to a minimum to avoid premature filling of the notes field (you can expand it with the dBASE or FoxBASE MODIFY STRUCTURE command). - If you want to remove a mailing code (so it can be reused for a new mailing), <D> at the miscellaneous menu #2 will do. - At this same menu, <L> will list the codes used to date. - All mailing codes are automatically deliniated with a "," in the notes field. ░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░ ░ ░ ░ Note: MAIL codes allows you to "include" ░ ░ ░ ░ or "exclude" any records that have the same ░ ░ ░ ░ codes in their NOTES field. Plus, they let ░ ░ ░ ░ you keep track of what each name has been sent. ░ ░ ░ ░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░ Adding Records Adding records can be done in either of two modes: ADD (from main screen) Offers automatic duplicate error checking and automatic appending of city (if zipcode is available) A "1" as the first and only character in the last name field will cause the system to provide a fresh screen for each name. A "2" will provide a constant address for multiple people at the same address. Changing the address once changes all subsequent entries. A "3" is for constant city. The current mode is displayed at the bottom right screen. You may switch gears as often as you like. If you select "Address by first name", a default is offered. ADD (from Rapid Review screen) A quick and dirty way of adding names without returning to the main screen. Editing Records Likewise, Editing is allowed from several screens. EDIT (from the main screen) By name (or Institute, if the index is set to Institute). This mode has internal capibilities to print, delete, recall, etc. EDIT (from the BROWSE screen) By "pointing" to the appropriate record and hitting <ENTER> EDIT (from the Rapid Review screen) But here we have an added feature (FlexiEdit) which allows the editing of just selected fields. You likely will not realize the benefit of this until you need to use it. Deleting Records Again, deleting records may be done in either of several modes. DELETE (from the main screen) Allows you to select <I>ndividually by last name. <P> prints potential duplicates and their record numbers. <N> allows you to then delete by record number. <l> provides an alphabetical list which can be "marked" for deletion, but on large databases this can be unmanageable. <S> offers an interesting interactive method of deleting. After its use, PACK using the mode on Menu #2 <P> because it will transfer certain data from the deleted record to the surving record, such as phone number and notes field data (if larger). ████████████████████████████████████████ █ █ █ DELETE NAMES BY: █ █ █ █ i) Individual name █ █ █ █ n) Record number █ █ █ █ l) List of names █ █ █ █ █ █ DUPLICATE comparison █ █ █ █ p) Print duplicates █ █ █ █ s) Screen purge █ █ █ ████████████████████████████████████████ DELETE (from the EDIT screen) Function keys allow DELETE/RECALL capabilities without returning to the main screen. DELETE (from the Rapid Review screen) DELETE and UNDELETE are allowed here (also to negate the need to return to the main screen). SRCH code selection Whenever entering the Rapid Review, Labels, or MailMerge modes you will be given an opportunity to select the codes you wish to work on. ╔════════════════════════════════════════════════════════════════════╗ ║ Code Selection ║ ║ ║ ║ If you want ALL records, just hit <ENTER>. ║ ║ ║ ║ Otherwise, you may enter just one code, ║ ║ or any combination of codes, providing ║ ║ each code is separated by a comma, "plus" ║ ║ sign (+), or parentheses "()". ║ ║ ║ ║ A comma means "OR", a plus means "AND". ║ ║ A string of codes may be either AND/OR ║ ║ A,B,C = (A or B or C) ║ ║ X+Y+Z = (X and Y and Z) ║ ║ ║ ║ A formula might look like: (A,G,K,M) + (S+X) ║ ║ ║ ║ For best results, place OR's in one set of ║ ║ parentheses and each separated by a comma (,). ║ ║ Place AND's in a different set of parentheses ║ ║ and separate each by a plus sign (+). ? = Help ║ ║ ║ ╚════════════════════════════════════════════════════════════════════╝ * You can select the mailings by virtually any combination of AND or OR arguments, providing you have creatively devised a good scheme of keeping track of them. * The program should catch most, if not all, errors in the formula. However, what you "think" is a correct formula may not be how Clipper handles it. You might want to run a trial using blank paper or try the formula in the "Print List" or "Review" modes. * Remember that two codes are reserved in the SRCH field. The program always considers a "C" in srch to mean CUSTOMER and "X" to mean COMPETITOR's client. If this doesn't suit your application, you will have to alter the PRG accordingly. Note: "Search" codes are unique to each record in the database. They can be only one character long. However, a record may have multiple codes. "Mailing" codes are unique to each mailing, and although they can be longer they should be kept to under 5 or so characters to avoid filling the notes fields prematurely. Only 80 characters are allowed in the NOTES field before the program starts overwriting them. In addition to SRCH codes, you have additional selection capabilities: ╔════════════════════════════════════════════════════╗ ║ ║ ║ If this is a selective mailing, enter to whom: ║ ║ ║ ║ RN = by Record Number ║ ║ ║ ║ DH = by Department Head ║ ║ ║ ║ PC = to a Previous mailing Code ║ ║ ║ ║ BR = Brief Report ║ ║ ║ ║ <RETURN> = Passes to next screen ║ ╚════════════════════════════════════════════════════╝ * The LABELS and MAIL/MERGE features allow you to select mailings by: RN - record number selections can be entered. DH - allows entry of a department head, but note that because many mailings may go to the same address but different department heads, the "mailing code" selection is disabled. XC - assumes that you use "c" as your customer "search" code. PC - lets you send followup letters to previous mailings, as long as a code was appended in the earlier mailing. IC - Exclude competitor's clients is the default. *** And if that's not enough *** Page through the label setup screens and you can: 1) select by State 2) select by Zip Code range (has precedence over state settings) 3) Advise the system that you want certain codes replaced by certain other codes. 4) Advise the system that you want the LASTDATE field updated with today's date. Label setup screen (UTIL/"L") ╔══════════════════════════════════════════════════════════════════╗ ║ ║ ║ You may set up your system for just one label type (1up - 4up). ║ ║ Enter how many labels across (1-4): (1 for envelopes) ║ ║ Enter the horizontal column numbers of each label. ║ ║ ║ ║ * ║ ║ ┌───> ┌─────────┐ ┌─────────┐ ┌─────────┐ ┌─────────┐ ║ ║ │ │ │ │ │ │ │ │ │ ║ ║ │ └─────────┘ └─────────┘ └─────────┘ └─────────┘ ║ ║ │ ║ ║ ├───> ┌─────────┐ ┌─────────┐ ┌─────────┐ ┌─────────┐ ║ ║ │ │ │ │ │ │ │ │ │ ║ ║ │ └─────────┘ └─────────┘ └─────────┘ └─────────┘ ║ ║ │ ║ ║ └──────> Enter the number of printer lines between rows 1 & 2. ║ ║ The system only prints labels at 6 lines per inch. ║ ║ Thus, if the distance is: ║ ║ 1.00 inches, page length must be 6 lines, ║ ║ 1.50 inches, page length must be 9 lines, etc. ║ ║ * Only the 1st label setting is used for Envelopes (1 up)║ ║ ║ ║ Lines per label: ║ ╚══════════════════════════════════════════════════════════════════╝ * Mailing labels can be generated using standard Avery labels 3.5" x 15/16" One across. (Avery #4013 is 5000 per box). * 4-across mailing labels can be printed if you have a wide carriage. Make sure you set the 4-up flag in the SYSTEM database (UTILITIES). * Note that if, say, 2up labels are selected, the 3rd and 4th column parameters are ignored. ╔════════════════════════════════════════════════════════════════════╗ ║ ║ ║ * * * Mail/Merge * * * ║ ║ ║ ║ ║ ║ Enter file path <F3> Select a Directory ║ ║ <F4> Display File Names ║ ║ ║ ║ Enter the filename <F5> Edit file ║ ║ <F6> Print file ║ ║ <F7> Display file ║ ║ Start printing at line: ║ ║ ║ ║ Set left margin at: ║ ║ ║ ║ Enter T for address only, ║ ║ F for full letter: ║ ║ ║ ║ Enter T for .MRG file ║ ║ F for printed file ║ ║ ║ ║ <F10> Save and Proceed <F1> Help <ESC> Abort and Exit ║ ╚════════════════════════════════════════════════════════════════════╝ Mostly self explanatory, except for the following: * Start printing at line: - On certain letterhaed you may have to allow space at the top. * Enter T for address only, * F for full letter: - Use T whenever printing the address and body of the letter in separate operations (such as with Ventura or Pagemaker). - Use F for printing both address and body in same operation (using "filename" as the body document). * Enter T for .MRG file * F for printed file - T outputs the names/addresses in a delimited fashion (for Wordperfect, Wordstar and other mailmerge programs). - F outputs to paper <F3> Select a Directory (to find your file in) <F4> Display File Names (to pick desired file) <F5> Edit file (must have an editor installed that permits command line calling of desired filename. Suggested is EZEDITOR found in ZMAILSUP.ZIP) <F6> Print file (to paper, of course) <F7> Display file (use Buerg's LIST.COM if installed in UTILS/"S" <F8> selects the appropriate type of MailMerge file to create DISCLAIMER I (Jack Lohman) hereby disclaim all warranties relating to this software, whether express or implied, including without limitation any implied warranties of merchantability or fitness for a particular purpose. I will not be liable for any special, incidental, consequential, indirect or similar damages due to loss of data or any other reason, even if I or an agent of I has been advised of the possibility of such damages. In no event shall my liability for any damages ever exceed the price paid for the license to use software, regardless of the form of the claim. The person using the software bears all risk as to the quality and performance of the software.