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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.