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DOCTOR DATA Label v5.0 User's Manual Page 38
-----------------------------------------------------------------
DATABASE sub-menu
-----------------------------------------------------------------
The DATABASE sub-menu consists of five commands: CREATE FILE,
IMPORT FROM, EXPORT TO, SELECT FILE, and CLOSE FILE.
-----------------------------------------------------------------
CREATE FILE
-----------------------------------------------------------------
The purpose of this command is to create a new database file in
which to store records. Selecting this command will prompt you
for a file name to call the database. Type a name for the new
database and press <Enter>. Do NOT enter a filename extension.
The database file created is dBASE III compatible.
DATABASE FILE STRUCTURE
The following is a list of the fields used in DOCTOR DATA Label:
NAME USED IN PROGRAM ACTUAL REAL NAME TYPE WIDTH
-------------------- ---------------- ---- -----
CAR-RT SORT CR Character 7
Comments COMMENTS Character 39
Pre PREFIX Character 4
F FIRST Character 13
MI MIDDLE Character 1
L LAST Character 15
Suf SUFFIX Character 5
Date REC_DATE Date 8
Company Name COMPANY Character 35
Title TITLE Character 14
Bldg/Mall/Etc. ADD1 Character 35
Street Address ADD2 Character 35
City CITY Character 21
State STATE Character 2
Zip ZIP Character 10
AC AC Character 3
Phone PHONE Character 8
Ext. EXT Character 4
Account # ACCOUNT Character 17
USER DEFINED CODE1 Character 4
USER DEFINED CODE2 Character 4
USER DEFINED CODE3 Character 4
Notes NOTES Memo 10
DOCTOR DATA Label v5.0 User's Manual Page 39
-----------------------------------------------------------------
IMPORT FROM
-----------------------------------------------------------------
The purpose of this command is to IMPORT records FROM another
DOCTOR DATA Label database file or ASCII DELIMITED file to the
currently selected database. ASCII is pronounced "ask-key".
Selection of this command will present you with another menu
allowing the selection of either DDLABEL or DELIMITED.
DDLABEL ---------------------------------------------------------
This command is for the purpose of IMPORTing another database
created by DOCTOR DATA Label into the currently selected
database. This allows you to combine several small database files
into one file.
After selection, you will be prompted to enter a path. The path
is optional. It will allow you to import from another drive
and/or directory. If the import file is located in the current
drive and/or directory, the path may be left empty. If using a
path, it must end with a "\". After selection, a directory of
files will appear for you to select from. A database without the
corresponding "DBT" file will NOT display in the window for
selection. See SELECT FILE command for more on "DBT" files.
IMPORTANT: If Marked records are turned OFF, Marked records in
the IMPORT file will NOT be imported. See the Alt-Marked command
under the EDIT/ADD RECORDS command.
DELIMITED -------------------------------------------------------
This command is for the purpose of IMPORTing ASCII DELIMITED
files into the currently selected database file. See the GLOSSARY
command for information on ASCII DELIMITED files.
If you do NOT know the order in which the fields appear in the
ASCII DELIMITED file you will need to exit DOCTOR DATA Label to
view the file with the DOS "TYPE" command or with a text editor
making note of the order in which the fields appear.
After knowing the order in which the fields appear in your ASCII
DELIMITED file you may begin the IMPORT process. Upon selecting
this command, you will be prompted to enter a path. The path is
optional. It will allow you to import from another drive and/or
directory. If the file to be IMPORTed is located in the current
drive and directory, the path may be left empty. If using a path,
it must end with a "\". After pressing <Enter>, a directory of
files with a TXT filename extension will appear for your
selection. If your ASCII DELIMITED file(s) do NOT already have a
DOCTOR DATA Label v5.0 User's Manual Page 40
TXT filename extension you may rename them with the FILE MNGMT
command located under the TOOLS sub-menu. Note that any SELECTed
database will need to be CLOSEd before renaming a file.
After selecting the file to IMPORT, you will be prompted to
select letters <A> through <V> corresponding to the fields in the
DOCTOR DATA Label database. These fields need to be selected in
the order in which they appear in your ASCII DELIMITED file. This
will cause the data to be imported into the correct fields. Take,
for example, the following ASCII DELIMITED record:
"Mark","Jones","123 Main Street","Anytown","Anystate","00000"
To IMPORT this file correctly you would select the following
fields in the order specified:
First Name (D), Last Name (F), Street Address (L), City (M),
State (N), and Zip (O)
When finished, press <Enter> to IMPORT the records.
-----------------------------------------------------------------
EXPORT TO
-----------------------------------------------------------------
This command will allow you to copy the records in the currently
SELECTed database, filtered or not filtered, to a new database by
selecting either the DDLABEL (DOCTOR DATA Label database) or
DELIMITED (ASCII DELIMITED database) commands. See the GLOSSARY
for information on ASCII DELIMITED files.
Upon selecting a command, you will be prompted for the drive and
directory in which to EXPORT the file. To export to the current
directory the path may be left blank. If you specify a path, end
it with the "\" character. You will then be prompted for a
filename to call the new database. If you specify a name that is
already existing, you will be warned that, if you continue, the
database will be replaced by the exported records.
All "Marked" records retain their mark after being exported if
exported in DDLABEL format. Records exported are not removed from
the current database they are simply "copied" to the other
database.
This command is also useful for creating a backup or by using a
filter copying only a subset of records to another database.
If an indexed database is EXPORTed, the records will be copied to
the new database in the order in which they appear in the Index
and thus will be numbered differently. This is commonly known as
a "SORT". The INDEX order of the old (current) database will be
the NATURAL order of the new (exported) database.
DOCTOR DATA Label v5.0 User's Manual Page 41
-----------------------------------------------------------------
SELECT FILE
-----------------------------------------------------------------
This command allows the SELECTion of a database in the current
drive and directory for use. If the corresponding "DBT" file is
not present the database will not be displayed in the directory.
Upon selecting a database, you will be asked if you want to save
a separate definition file for the selected database if a
separate definition file does not already exist. The definition
file contains all memory variables defined and set while that
particular database was last in use. This includes printer codes,
foreign state codes, etc. If you answer "Y" to saving a separate
definition file then upon exiting from DOCTOR DATA Label,
SELECTing another database for use, or CLOSING a database, a
definition file for the current database will be saved and/or
updated. Refer to DEFINITION FILES in the Introduction.
Whenever a database file is created with DOCTOR DATA Label,
another file called [filename].DBT is created. The ".DBT" file is
for the purpose of storing the "Notes" field data. If some how
these two files are separated, you will not be able to SELECT the
database for use. You will NOT need to worry about this unless
you move files around without the use of DOCTOR DATA Label.
Also, upon selecting a database for use, any index files
belonging to the database will be setup for use. In order to use
the index files you will need to refer to the INDEX RECORDS
command located under the RECORDS sub-menu.
-----------------------------------------------------------------
CLOSE FILE
-----------------------------------------------------------------
This command is of particular use to dual floppy drive users.
This will allow you to CLOSE the currently selected database file
before changing floppy disks. It is very important that you
CLOSE a database before changing disks. Otherwise results will
be unpredictable.
DOCTOR DATA Label v5.0 User's Manual Page 42
-----------------------------------------------------------------
PRINT sub-menu
-----------------------------------------------------------------
The PRINT sub-menu consists of five commands: LABELS, FORM
LETTERS, MASTER LIST, REPORTS, and SET PRINTER.
The first three commands in this sub-menu are closely related and
will be described together. They are for the purpose of printing
labels, form letters, and master lists.
-----------------------------------------------------------------
LABELS, FORM LETTERS, and MASTER LIST
-----------------------------------------------------------------
Upon selecting the LABELS, FORM LETTERS, or MASTER LIST commands
another sub-menu will appear. The first line will display the
template file currently in use. If none is in use, "NONE" will be
displayed.
Templates are selected for use with either the A) COPY..., B)
CREATE..., or C) EDIT... commands.
If no templates exists you will need to first CREATE a template
and then EDIT it to include text and/or macros to be printed.
Sample templates are given later.
PRINTING CAN NOT BE DONE UNTIL A TEMPLATE HAS BEEN SELECTED AND
CONTAINS MACROS AND/OR TEXT.
What's a template?
A template is a text file that is used for the printing of
labels, form letters, and master lists. Macros are placed within
templates to represent field data when printing. This is done
with the EDIT command. This allows you to custom design your
printout. A template can contain your own text such as "See
inside for special offer!", macros such as {LAST} for "last name"
which represents field content from record(s), and printer macros
for enhancing text. These macros are often referred to as merge
codes. Macros are described in more detail later.
If you selected the LABELS command, the templates used will have
an "LBL" filename extension. If you selected the FORM LETTERS
command, the templates used will have an "LTR" filename
extension. If you selected the MASTER LIST command, the templates
used will have an "LST" filename extension. The template last
used will be remembered from session to session.
Some of the commands in this menu are NOT used for FORM LETTERS
or MASTER LISTS. The commands that do NOT apply will be blank.
The following will explain all the commands in this menu:
DOCTOR DATA Label v5.0 User's Manual Page 43
A) COPY one template to another ---------------------------------
This command will COPY one template to another. This will save
the time it takes to CREATE a new template and EDIT it if only a
couple changes are needed from one template to another.
Upon selecting this command a directory of all files with either
an "LBL", "LTR", or "LST" filename extension will appear in a
window. This window will display only 10 template files at a
time. If there are more than 10, you may access them by pressing
the down arrow or <PgDn> keys until all have been displayed.
After selecting a file, you will be prompted for a new filename
to copy it to. Type the name and press <Enter>. The new template
file will be the current template "in use" displayed on line 1 of
this menu.
B) CREATE a new template ----------------------------------------
This command will CREATE a new template. Upon selection, type a
name for the new template, and press <Enter>. The new template
file will be the template "in use" displayed on line 1 of this
menu. You will now need to edit the new template to include text
and/or macros to be printed.
C) EDIT an existing template ------------------------------------
This command will allow you to EDIT an existing template. If no
template files are available you will first need to CREATE one.
Upon executing this command a directory of all files with either
a "LBL", "LTR", or "LST" filename extension will appear in a
window. This window will display only 10 template files at a
time. If there are more than 10, you may access them by pressing
the down arrow or <PgDn> keys until all have been displayed. The
selected template will be the template "in use" displayed on line
1 of this menu.
The built-in text editor is a basic, but adequate, text editor.
You may be able to use an external text editor if certain
conditions apply. See CLIPPER ENVIRONMENT in the Introduction for
more on using an external text editor. If all the conditions are
met for using an external text editor, you will be prompted with
"Use external editor?". If you answer "N", the internal editor
will be used. If you answer "Y", the external editor will be used
unless inadequate system RAM is available to run your editor.
DOCTOR DATA Label v5.0 User's Manual Page 44
INTERNAL EDITOR
The editing commands for the internal text editor are the same as
the memo field commands except for the following:
Esc = Exit if no changes have been made to the file,
otherwise, the prompt "Abandon [Yes/No/Write]"
appears.
Y = Abort edit & return original.
N = Ignore and continue editing.
W = Save the changes and exit.
^W = Save any changes and exit.
Alt-W = Toggle the Wrap feature on and off.
Alt-S = Toggle the Scroll feature on and off.
Ins = Toggle the Insert feature on and off.
The status line (bottom line) of the internal editor will give
the following information from left to right:
1) The name of the template being edited,
2) The Insert status (if ON, "Insert" will be displayed),
3) The Scroll status (if ON, "Scroll" will be displayed),
4) The Wrap status (if ON, "Wrap" will be displayed),
5) The line number of the cursor position, and
6) The column number of the cursor position.
The following is a list of the macros, their syntax, and meaning
that may be used in the templates. The "{" and "}" characters are
part of the macro. These macros MUST be entered into the
templates spelled EXACTLY as they are below or you will get an
error message saying that the macro is NOT an available macro.
Macros may be entered in either UPPER or lower case.
If the field content of a FIELD MACRO is empty then the FIELD
MACRO will also be empty. If a macro is empty and the line that
the macro is on is empty (doesn't have anything else on it) then
that line will be ignored in the printout. This will eliminate
blank lines in labels. If the field content is empty and the
FIELD MACRO is not on a line by itself, only the FIELD MACRO will
be ignored. The rest of the line will be printed.
REGULAR FIELD MACROS
{CR} Contents of "CAR-RT SORT" field.
{COMMENTS} Contents of "Comments" field.
{PREFIX} Contents of "Prefix" field.
{FIRST} Contents of "First Name" field.
{MI} Contents of "Middle Initial" field.
{MI.} Contents of "Middle Initial" field plus a
period (.).
DOCTOR DATA Label v5.0 User's Manual Page 45
{LAST} Contents of "Last Name" field.
{SUFFIX} Contents of "Suffix" field.
{RDATE} Contents of (Record) "Date" field.
{TITLE} Contents of "Title" field.
{COMPANY} Contents of "Company Name" field.
{ADD1} Contents of "Bldg/Mall/Etc." field.
{ADD2} Contents of "Street Address" field.
{CITY} Contents of "City" field.
{ST} Contents of "State" field or it's equivalent
assigned with the FOREIGN STATES command.
{STATE} Full name of state, example: AZ = Arizona
{ZIP} Contents of "Zip Code" field.
{AC} Contents of "Area Code" field.
{(AC)} Contents of "Area Code" field enclosed in
parenthesis if field is NOT empty.
{PHONE} Contents of "Phone" field.
{EXT} Contents of "Ext" field.
{ACCOUNT#} Contents of "Account #" field.
{CODE1} Contents of Code field #1.
{CODE2} Contents of Code field #2.
{CODE3} Contents of Code field #3.
{NOTES} Contents of "Notes" field. This macro should be on
a line by itself since everything else on the same
line is ignored. Also, this macro is NOT affected
by the {MARGINxx} macro.
TRIMMED FIELD MACROS
{*COMMENTS} Trimmed contents of "Comments" field.
{*PREFIX} Trimmed contents of "Prefix" field.
{*FIRST} Trimmed contents of "First Name" field.
{*LAST} Trimmed contents of "Last Name" field.
{*SUFFIX} Trimmed contents of "Suffix" field.
{*TITLE} Trimmed contents of "Title" field.
{*COMPANY} Trimmed contents of "Company Name" field.
{*ADD1} Trimmed contents of "Bldg/Mall/Etc." field.
{*ADD2} Trimmed contents of "Street Address" field.
{*CITY} Trimmed contents of "City" field.
{*ZIP} Trimmed contents of "Zip Code" field.
{*ACCOUNT#} Trimmed contents of "Account #" field.
COMBINATION FIELD MACROS
{FULLNAME} Combines {PREFIX}, {FIRST}, {MI}, {LAST} & {SUFFIX}
The {FULLNAME} macro becomes empty if the field
content of the LAST name field is empty.
{CITY-ST-ZIP} Trimmed contents of the combination of the "City,
State, and Zip Code" fields.
DOCTOR DATA Label v5.0 User's Manual Page 46
SPECIAL MACROS
{RECORD#} Record number of the current record.
{SDATE} Today's SHORT date, example: 11/19/86
{LDATE} Today's LONG date, example: November 19, 1986
{MARGINxx} Sets printer margin to xx spaces.
{SKIPxx} Skips xx lines. (for setting top margins)
{EJECT} Sends a form feed to the printer.
{PAUSE} Pauses printing process until any key is pressed.
(Use for single envelopes, postcards, etc.)
{IF} This macro is explained in the sample form letter.
{ELSE} This macro works ONLY in conjunction with the
{IF} macro.
PRINTER MACROS
{BOLD-ON}
{BOLD-OFF}
{ITAL-ON}
{ITAL-OFF} These PRINTER MACROS change
{UNDR-ON} printer fonts in templates
{UNDR-OFF} according to codes assigned
{SUPR-ON} to them.
{SUPR-OFF}
{SUBS-ON} Printer codes are explained
{SUBS-OFF} in the PRINTER CODES section
{MISC-A} of this manual under the
{MISC-B} SETUP sub-menu.
{MISC-C}
{MISC-D}
{MISC-E}
The first line(s) of a template can contain notes and comments
useful in keeping a record of the date mailed, quantity mailed,
what the filter was set to, etc.. See the sample "Form Letter"
template below. These notes and comments may appear only in the
beginning of a template and must be preceded with a "*" as the
first character on the line. Any blank lines in the beginning of
a template will also be ignored.
The top left corner of the templates should be placed at the top
left corner of the screen in the editor. There should be no left
margin in the template. Set margins with the {MARGINxx} macro.
It is important that the {EJECT} macro is placed on the last line
of a form letter template in order to be sure the next page is
properly started in the right place.
Sometimes when printing Form Letters, the 2nd letter and others
following it will NOT start printing in the same place the first
letter was started. To prevent this, advance the paper manually
to the top of the next page and then reset the printer by turning
it off and then back on. You could also do a form feed from the
top of the next page. Either way this should reset the printer
head position to column 0, row 0.
DOCTOR DATA Label v5.0 User's Manual Page 47
SAMPLE "Form Letter" TEMPLATE:
-------------------------------------------------------------
| * (First line in letter file)
| * DATE : FILTER :
| * # MAILED : INDEX :
| * (The following line will be ignored because it is in the
| * beginning of the letter and blank.)
| * START OF LETTER (The following line will also be ignored.)
| * Printer margin is set to 10 and Top margin is set to 5.
|
| {MARGIN10}{SKIP5} {LDATE}
|
| {FULLNAME}
| {*COMPANY}
| {*ADD1}
| {*ADD2}
| {CITY-ST-ZIP}
|
| {IF}Dear {FULLNAME},
| {ELSE}To whom it may concern,
|
| This is the body of the letter. The above {IF} and {ELSE}
| macros work in that if the macro immediately following the
| {IF} macro is NOT empty then that line is used and the next
| line with the {ELSE} macro is ignored. In other words, the
| {FULLNAME} macro is valid and used ONLY if the "last name"
| field is NOT empty. If the "last name" field is empty then
| the {FULLNAME} macro is empty and therefore the entire line
| will be ignored and the next line with the {ELSE} macro will
| be used instead.
|
| Macros may be used within the body to further personalize
| the letter such as:
|
| Welcome {STATE} friends...
|
| Sincerely,
| {EJECT}
|
SAMPLE "Label" TEMPLATE:
-------------------------------------------------------------
| CAR-RT SORT ***** {CR}
| {FULLNAME} {ACCOUNT#}
| {*ADD1}
| {*ADD2}
| {CITY-ST-ZIP}
| {TITLE}
DOCTOR DATA Label v5.0 User's Manual Page 48
The first line of the above template is an example of how to use
the CAR-RT SORT field. Notice that "CAR-RT SORT *****" is
NOT a macro. Other text can be inserted into templates such as
"See inside for special offer!" and even printer macros to
enhance text. Also notice the {TITLE} macro at the bottom of the
template. This is used in this case as the country field. This
is just an example as to how fields can be used for data other
than what their called.
SAMPLE "Master List" TEMPLATE:
-------------------------------------------------------------
| {RECORD#} {FIRST} {LAST} {COMPANY}
| {ADD1} {ADD2} {CITY} {STATE} {ZIP}
|
Master lists are ussually printed to be able to look up records
without accessing the database. Usually you would index it on
company name, zip code or last name.
D) Labels Across ------------------------------------------------
This command will allow you to print labels up to 9 across. The
template itself is to be only 1 across.
E) Spaces between labels ----------------------------------------
If the "D) Labels Across" command is NOT set to greater than 1,
then this prompt is not needed and therefore will not appear.
This defines the number of spaces between each label if printing
more than 1 across. The actual width in inches will depend on the
pitch your printer is set at i.e. if your printer is set to pica
(10 cpi) you will be printing 10 characters per inch.
F) Label width in spaces ----------------------------------------
This defines the width in spaces of the labels being used. The
label width is going to vary depending on the pitch or cpi
(characters per inch) used. If the label being used is 3 1/2
(3.5) inches wide, the label width in spaces will be as follows:
USING THIS PITCH CHARACTERS PER 3.5 INCHES
Pica (10 cpi) 10 X 3.5 = 35
Elite (12 cpi) 12 X 3.5 = 42
Condensed (17 cpi) 17 X 3.5 = 59.5 (60)
G) Lines per label ----------------------------------------------
This defines the number of lines to make each label.
DOCTOR DATA Label v5.0 User's Manual Page 49
Example: If you are using 1" or 15/16" high labels, this should
be set to 6 regardless of how many printable lines are in the
template. This is assuming that your printer is set to printing 6
lines per inch which is the default setting for most printers.
If you specify a number less than the number of printable lines
in the template file you will be notified that this setting "Must
be at least ----> X", where X is the number of printable lines in
the template. This does not include the non-printable lines in
the beginning of the template that are preceded with the "*"
character or are left blank.
IMPORTANT: Laser labels are NOT the same as COPY labels. Laser
labels have a top and bottom margin of approximately 1/2". This
is because laser printers can only print 10" on a page. Copy
labels use the full 11" on a page.
The maximum allowable number of printable lines in a label
template is 20 if printing 2 or more labels across. This should
impose no problem since a label over 20 lines is rare. To go over
20 lines per label, print only 1 across.
G) Lines per record ---------------------------------------------
This prompt appears if you are printing a master list. It is the
same as the "Lines per label" command above except that it is
remembered exclusively for master lists. Refer to "G) Lines per
label" for more information.
H) Sheet Feeder? (Y/N) ------------------------------------------
This command is not needed to print form letters and therefore is
not available for use when printing form letters. Instead the
{EJECT} macro is used to send a form feed to the printer. See
the example form letter template. If you are using a single sheet
feed printer such as a laser printer as apposed to a continuous
forms printer, select "Y" for this option. You can use this
feature on a continuous forms printer if you would like to
customize your printout.
I) Skip lines top of page ---------------------------------------
If you answer "Y" to using a Sheet Feeder this prompt will appear
and will allow you to skip a number of lines at the top of the
page. One purpose of this would be to properly align a sheet of
labels to start printing at the right place. See the IMPORTANT
notice under the "H) Sheet Feeder" command.
DOCTOR DATA Label v5.0 User's Manual Page 50
J) Labels per page ----------------------------------------------
If you answer "Y" to using a Sheet Feeder this prompt will
appear. This command is needed to properly eject the page after
printing the specified number of labels. If you are using, for
example, 2-across by 10 down labels (20 labels per page) then
this number should be set to 20 to use all 20 labels on the page.
See the IMPORTANT notice under the "H) Sheet Feeder" command.
J) Records per page ---------------------------------------------
This prompt is used if you are printing a master list and if you
answered "Y" to "H) Sheet Feeder?". If, for example, your master
list template uses three lines per record and your paper is 8
1/2" x 11" (66 lines) then this could be set to 20 and still have
3 lines at the top and bottom of each page.
K) "BULK" labels? (Y/N) -----------------------------------------
If the database is indexed on the zip code as the primary index
key and the index is activated, this option can be selected as
long as "L) 1 or X for each record" is set to 1. Answering "Y" to
this option will print the "|" character as the last character of
the first three lines of the label whenever the first 5 digits of
the zip code changes. If also the first 3 digits change, the "*"
is used. If also the STATE changes, the "#" is used.
The "last character" mentioned above is the label width i.e. if
the label width in spaces is set to 35, then the zip code change
character (|, *, or #) will be printed in the 35th space on the
label. Below is a sample with the "|" printed in the 35th column.
_________________________________________
| |
| Mrs. Jane Smith | |
| 123 main Street | |
| Anytown, ST 77777 | |
|_________________________________________|
The quantities of labels for each zip code is given in the ZIP
CODE REPORT along with totals on 3-digit zip codes and states.
L) 1 or X for each record ---------------------------------------
If the "D) Labels Across" command is NOT set to greater than 1,
then this prompt is not needed and therefore will not appear.
The X is the number of labels being printed across. To change
this setting you must answer "N" to "BULK labels? (Y/N)". This
command will print one row of labels from the same record with
the next row of labels from the next record and so on with each
row of labels (up to 9-across) all being the same record.
DOCTOR DATA Label v5.0 User's Manual Page 51
M) Print every Nth record ---------------------------------------
This command will allow you to "test" a mailing by printing every
Nth record versus every record. If, for example, you entered a 10
for this setting every 10th record would be printed. This is used
for testing the market before mailing to the entire database.
N) Pause every X records ----------------------------------------
This command will allow you to pause after printing every X
records where X is the number of records to print before pausing.
After pausing, simply press any key to continue until X
records are printed again for another pause until the remaining
records in the database have been printed.
O) Database From Current Record ---------------------------------
This command will print the database from the current record. If
the record pointer is NOT at the first record in the database
(indexed or not) you will be notified and given a chance to go
to the first record before printing. This will eliminate the need
to go into the EDIT/ADD RECORDS command and position the record
pointer to the "First" record.
Prior to printing labels with this command it is recommended that
the next command is first used to assure proper alignment of the
labels before printing the database. A good test would be to
print three (3) rows of labels. If, for example, you are printing
3-across labels, you would print a quantity of 9 labels with the
"P) One or more with" command (3 across x 3 down = 9).
P) One or more with ---------------------------------------------
If printing a Master List or Form Letter, the prompt will be "One
with", to allow the printing of only one record. Selecting this
command will show the current record number to be used for
printing. It may be changed. Pressing <Enter> will then prompt
you for the "Quantity to print" unless printing a Master List or
Form Letter. Type the quantity and press <Enter>.
"Send output to:"
To send output to the default printer port LPT1 or PRN you can
leave it blank and press <Enter>. To send the output to printer
port LPT2, LPT3, COM1, COM2, COM3 or COM4 type the appropriate
port and press <Enter>. If going to a COM port, you will first
need to initialize the COM port with the DOS MODE command. This
is done at the DOS prompt by typing MODE COMx=9600,N,8,1,P
<Enter> or whatever your serial printer wants in order to receive
data. The x after COM is the COM port number. The MODE command
DOCTOR DATA Label v5.0 User's Manual Page 52
is also used to redirect standard PRN or LPT1 output to a serial
COM port. See your DOS manual for more on the MODE command.
To send output to a text file, type a filename without extension
and press <Enter>. A filename extension of PRN will automatically
be assigned to the filename. This feature is useful for:
1) Sending the output text file via modem to a remote location.
2) Creating ASCII SDF files (see GLOSSARY and section entitled
CREATING ASCII SDF FILES).
3) Assisting in the creation of merge files for word processors.
BE SURE PRINTER IS ON-LINE AND READY: If the printer is NOT on-
line and ready when you try to print, a message will appear at
the top of the screen prompting you for a "Y" or "N" to continue.
Ready your printer and press "Y" to print or press "N" to exit
DOCTOR DATA Label and close the current database file.
"Display record count?"
This prompt will not appear if printing only one record. If you
answer "Y", "Printing xxx of yyy" will be displayed on the screen
where xxx is the number of records printed and yyy is the total
to be printed. This will keep you informed of where you are in
the printing process. It is optional in case you don't want the
program to take the time to count the records. If you are sending
the output to a text file, there is no way of knowing where you
are in the printing process without using this feature.
"Print header?"
This prompt will appear only if printing a master list. This
header will be printed on the first page by itself. It will
contain the date, database filename, quantity of records, filter
and index status.
PRINTING POSTCARDS AND ENVELOPES ON A LASER PRINTER
There are three setting needed to print postcards and envelopes
besides saying "Y" to the Sheet Feeder option:
1) "J) Labels per page" must be set to 1.
2) "I) Skip lines top of page" should be set to about 22. The
{SKIPxx} macro set at 22 may instead be used in the template.
3) {MARGINxx} should be set to about 50 for a legal size envelope
and 70 for a 3 1/2" x 5" postcard.
These settings are pending that the envelope(s) or postcard(s) is
feed length wise into the printer and that the printer is in
landscape mode.
DOCTOR DATA Label v5.0 User's Manual Page 53
Also, if you are printing more envelopes or postcards than your
laser will take at one time, you will want to use the "N) Pause
every X records" command to reload your laser.
CREATING ASCII SDF FILES
Most of us will never need to create Ascii SDF files. However
if you do this how its done. Select the MASTER LIST command and
create a template resembling the following:
{FIRST}{MI}{LAST}{COMPANY}{ADD1}{ADD2}{CITY}{ST}{ZIP}
There can be ONLY ONE line of macros. You may place the macros in
any order you wish however they should be touching each other as
in the example above. The ONLY macros that may be used are the
ones under the title of REGULAR FIELD MACROS (explained earlier)
except for {STATE}, {(AC)} and {NOTES} which are variable in
length. The TRIMMED FIELD MACROS, SPECIAL MACROS and PRINTER
MACROS may not be used.
After the template is complete press <Esc> to exit and <W> for
"Write" to save the template. Next select the "O) Database From
Current Record" command. When prompted with "Send output to:",
type a filename and press <Enter>. Refer to the "O) Database
From Current Record" command for more information.
USPS DISKETTE PROCESSING
Ascii SDF files are accepted on diskette by the post office for
zip+4 coding, carrier route identification and address standard-
ization. At the time of this writing there is no charge for the
service and it takes only about a week to process the records.
Contact your post office for a Diskette Processing Request Form.
The following will outline the steps to take in filling diskettes
with ascii sdf files for conversion.
Let's assume that you have a 10,000 record database in DOCTOR
DATA Label and that you want to export them all to 360K floppy
disks in ascii SDF format for the post office. We're going to put
1,000 records on 10 diskettes in this example.
First, disable any active index and create a Master List template
like the one below. Output will be to a file on the A:\ or B:\
disk drive. Name the files; FILE1, FILE2, FILE3 etc.
-----------------------------------------------------------------
| {FIRST}{LAST}{COMPANY}{ADD1}{ADD2}{CITY}{ST}{ZIP}
|
The following steps will all be done using the FILTER RECORDS,
MASTER LIST and EDIT/ADD RECORDS commands.
DOCTOR DATA Label v5.0 User's Manual Page 54
STEP # 1: F4=Mark <A>ll the records.
STEP # 2: Go to record #1000 then F5=Unmark the <R>est.
STEP # 3: Set a Filter to Marked records.
STEP # 4: Using the MASTER LIST command and the above template to
send output to a floppy disk.
STEP # 5: F5=Unmark <A>ll the records.
STEP # 6: Go to record #1000 and F4=Mark the <R>est.
STEP # 7: Go to record #2000 and F5=Unmark the <R>est.
Repeat STEPS #3 thru #7 incrementing to the next 1000 records
each time until all 10 disks have been done.
-----------------------------------------------------------------
REPORTS
-----------------------------------------------------------------
This command allows the printing of either ZIP CODE or CAR-RT
SORT reports. A heading is printed on the first page of the
report stating the name of the report, today's date, the database
filename, the total records in the database, and the total
records with no zip codes.
Before printing, you will be allowed to direct the output to a
text file or to the printer. To send output to the default
printer port LPT1 or PRN you can leave it blank and press
<Enter>. Refer to the "P) One or more with" command mentioned
earlier for instruction on sending output to different devices.
To send output to a text file, type a filename without extension
and press <Enter>. A filename extension of PRN will automatically
be assigned to the filename. This works the same as when
printing labels, master lists, or form letters.
If the printer is NOT on-line and ready when you try to print, a
message will appear at the top of the screen prompting you for a
"Y" or "N" to continue or not continue. Ready your printer and
press "Y" to print or press "N" to exit DOCTOR DATA Label and
close the current database file.
ZIP CODE --------------------------------------------------------
This command will print a report of the quantity of records for
each zip code in the database. The database MUST be indexed on
the zip code as the primary index field. The quantity of records
with the same first 3 digits and from each state will also be
printed. The following are sample entries from a report:
DOCTOR DATA Label v5.0 User's Manual Page 55
Zip code Quan
---------------
52808 36 = There are 36 records with the 52808 zip code.
---------------
528 ***** 1023 = There are 1023 records with a 3-digit of 528.
---------------
##### IA 93760 = There are 93760 records from the state of IA.
CAR-RT SORT -----------------------------------------------------
This command will print a report of all zip codes and their
corresponding CAR-RT SORT numbers with totals on each CAR-RT SORT
number. The database MUST be indexed with the primary index being
the zip code field and secondary index being the CAR-RT SORT
field. The following is a sample entry from a report:
Zip Route Quan
--------------------
52808 CR 14 29 16 = There are 16 records with the 52808
-------------------- zip code in carrier route 29.
At the end of the report the totals are given for the Total
Routes, Qualifying Routes and Qualifying Pieces.
-----------------------------------------------------------------
SET PRINTER
-----------------------------------------------------------------
This command will allow you to set your printer. Printer commands
and codes MUST first be set using the PRINTER CODES command
located under the SETUP sub-menu and then selecting the ALL
PURPOSE command. Your printer is set by pressing the letter
preceding the command. Be sure the printer is on-line and ready.