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The BBS User Mailing List Manager for PCBoard 14.x Systems (Version 3.3) to be used in conjunction with: The User Registration & Verification Door Written by: Lance Williams Kadet PCBoard P. O. Box 266 Camden, NY 13316-0266 (315) 245-3815 USR Dual Standard The BBS User Mailing List Manager for PCBoard 14.x & The Registration and Verification Door Table of Contents Licensing Agreement ............................................ 1 Introduction ................................................... 2 What this package does ................................. 2 Installation Instructions ...................................... 2 VERIFIER.CFG file ...................................... 2 Starting Up & Command Descriptions Command Line Parameters ................................ 2 <A> Active User Label Printing ......................... 3 <D> Drop to DOS Shell .................................. 4 <E> Editing the MAILLIST.DAT File ...................... 5 <F> Form Letter Printing ............................... 8 Inactive User Label Printing ...................... 13 <L> Labels by Expiration Date ......................... 14 Purge & Pack MAILLIST.DAT File .................... 16 <R> Print Registration Labels For VERIFIER Door ....... 17 <S> Selective Label Printing .......................... 19 User List Printing ................................ 21 <V> File Viewing/Editing .............................. 22 <Z> ZIP Code Range Label Printing ..................... 23 <X> Exit the program .................................. 24 Registration Information ...................................... 25 Mailing List Manager User Guide Lance Williams, Author License Agreement The Mailing List Manager, Verifier Door & associated utility programs ("The Software") is COPYRIGHT 1990, 1991, 1992 by Lance Williams, ALL RIGHTS RESERVED. You may not engage in, nor permit third parties to engage in, any of the following : A) Making alterations of any kind in the software. B) ATTEMPTING TO DISASSEMBLE, DECOMPILE, OR REVERSE ENGINEER THE SOFTWARE OR THE FILES IT GENERATES IN ANY WAY. C) Granting sub-licenses, lease or other rights in the software to others. D) This release is SHAREWARE, if you continue to use this package for more than 3 weeks, you must register it with the author. The author of the software grants you a license to use this software as long as you meet the above conditions. Any violation of the above conditions will result in the termination of your license to use this software. Upon termination of this license for any reason, you must stop using the software and destroy all copies of it in your possession immediately. In addition, the author reserves the right to cancel your license to use this software at any time for any reason that he sees fit. The author of this software is not liable for damages suffered as a result of the improper use, proper use, or inability to use this software. This type of disclaimer is prohibited by law in some states, and is therefore void in those states. Introduction: MAILING.EXE is a mailing list manager to accompany the VERIFIER door. It will enable you to print labels and form letters for your users in a variety of manners. See the Table of Contents for the different commands available. They will all be explained in detail below. The program also allows you to edit and maintain the mailing list data file for your users (MAILLIST.DAT). I do hope to be making more improvements to the editor in the future, but even now, it is a very functional editor for the mailing list data file. The program prints all labels on standard 1-up 3-1/2 x 15/16 labels. I have not made any changes yet to cover other label sizes. If anyone wants to have other label sizes, let me know and I'll see what I can do. __________________________________________________________________ Kadet PCBoard, (315) 245-3815 USR Dual Std. Page 1 Mailing List Manager User Guide Lance Williams, Author Installation: MAILING.EXE ** MUST ** be run from the same directory that the verifier door is in. It accesses some of the same files as the door program. Copy all the files distributed with the package into one subdirectory and then you will have everything together for use. Configuration File: MAILING.EXE requires a configuration file to get some information for execution. It can use the same configuration file as the VERIFIER door, and defaults to VERIFIER.CFG if no configuration file is given as a command line parameter. If you wish to use a different name for the configuration file, you MUST specify that file name on the command line. IE: C> MAILING MAILING.CFG The configuration file requires the following format: Line 1: Location of your PCBOARD.SYS file (Not used in MAILING.EXE) Line 2: Name of your BBS System Line 3: First Name of the Sysop Line 4: Last Name of the Sysop The first 4 lines of this configuration MUST match exactly with the configuration file for the VERIFIER door, or the registration KEYFILE will not recognize the program as registered. For this reason I set up the program to default to VERIFIER.CFG, which is the most likely name for your configuration file for the Verifier door. The program only reads the first 4 lines of the program and the screen locations and upgrade range entries (lines greater than #4) for the door are ignored. Starting Up the Program: To start the program, just type MAILING if using VERIFIER.CFG as your configuration file. If you are using a different configuration file, be sure it matches the configuration file for the VERIFIER door and include the name on the command line. Command Line Parameters: At this time the only command line parameters, other than the name of the configuration file, are the following: /COMMA will create comma delimited files for importing to DBF files. /MONO will trigger the program to operate in non-color mode. /REGS will automatically run thru registration label printing and return to DOS when completed. __________________________________________________________________ Kadet PCBoard, (315) 245-3815 USR Dual Std. Page 2 Mailing List Manager User Guide Lance Williams, Author <A> Active User Label Printing Use this command to print labels for your active users. The labels will be in the following format: ┌─────────────────────────────────────┐ │ Security, Expiration Date, Password │ │ │ │ Mailing Name │ │ Mailing Address │ │ City, State, Zip Code │ └─────────────────────────────────────┘ I print out the top line of information as a service to your users. Also, since no one outside of the BBS will realize what the information is, you still maintain security. Password printing can be defeated when printing the labels if you wish. When you select the <A> option, you will be presented with the following questions: 1: What is the Minimum Security to print label? Input the security level below which you do not wish to have labels printed. 2: What is the Maximum Security to print labels? Same as above, but for the top security of the range for which you wish to print labels. 3: What is the Minimum Number of times Online? This scans the number of times the user has been online and only prints labels for users who have been online at least this number of times. Entering "0" will print all records that match the above conditions. These three questions allow you to print labels for newsletter or other mailings to only users of what you consider to be in good standing. Or, you could even send out letters to users in poor standing. I use it for both of the above reasons. I have found many occasions in which I only want to print labels for a selected range of users. 4: Do you want to print a <R>egular or <C>omplete set of labels? This will allow you to either print a complete set <C> of labels or to skip those users who answered 'No' in the Verifier Door concerning receiving regular mailings <R>. Defaults to <R>egular. 5: Do you want passwords printed on the labels? If you really feel insecure about passwords on the Mailing labels, you can defeat the printing of the passwords by answering 'No' to this question. Default is 'Yes'. __________________________________________________________________ Kadet PCBoard, (315) 245-3815 USR Dual Std. Page 3 Mailing List Manager User Guide Lance Williams, Author 6: Do you want to print the Address Labels? If you answer 'No' to this question, the program will NOT print labels but will run through the data file and display the results screen showing how many labels would be printed. This is handy when you need to know how many copies of a letter you have to make. When you answer 'No', you will not go to the following: At this point you will be asked if you wish to print only a range of user mailing records. If so, answer yes, and you will be asked for the first and last record number to use. The program will default to the first and last records in the file (complete file printing). Before the printing process actually begins, you will be given the opportunity to cancel the process. This prompt occurs now. If you wish to cancel the process, hit <ESC> now, or any other key will continue on with the printing. You will then be prompted if you want to have the label information centered. If so, answer YES to the prompt. After you answer these questions, you will have the opportunity to print a test label to check your printer/label position. If you want to override the printing of a test label, hit <ESC>. the program will go directly to printing of the labels. Results Screen: After the printing (or scanning) is completed, you will be displayed with a results screen. It gives the following information: Total Users: The total number of users on your system Number of Labels Printed: Total number of labels printed Users Not Found: Number of users not found in the MAILLIST.DAT file. Ineligible Users: Number of Users that did not fall within the security ranges specified. You will be given 30 seconds to record this info, or hit any key to return to the Main Menu. <D> Drop to DOS SHELL This will shell out of the program to DOS allowing you to do anything your remaining available memory will allow. Type <EXIT> to return to MAILING.EXE. __________________________________________________________________ Kadet PCBoard, (315) 245-3815 USR Dual Std. Page 4 Mailing List Manager User Guide Lance Williams, Author <E> Edit the MAILLIST.DAT file When you choose this option, you will be prompted to chose the data file to edit (MAILLIST.DAT or DELETED.DAT). Select the one you wish to edit. You will be displayed the menu & editing screen shown below. It will contain the information for the FIRST record in the selected datafile. To edit or find another record, use the commands described below. Sample Editor Screen: ┌─────────────────────────────────────────────────────────────────────────────┐ │╔═══════════════════════════════════════════════════════════════════════════╗│ │║ ║│ │║ Record Number : 1 Verif. #: 00000000 <O>ther Mail : Y ║│ │║ Date Stored : 06/13/92 <V>erified : Y ║│ │║ User Name : LANCE WILLIAMS <F>orm Sent : Y ║│ │║ <1> Mailing Name : LANCE W. WILLIAMS <D>elete User : N ║│ │║ <2> Mailing Address : P. O. BOX 266 <S>elected : N ║│ │║ <3> City, State, Zip : CAMDEN, NY 13316-0266 <R>eg. Card : Y ║│ │║ ║│ │║ Select Options: <1,2,3,O,V,F,D,S,R> ║│ │╚═══════════════════════════════════════════════════════════════════════════╝│ │ │ │ **( This is the Command Input Area )** │ │ │ │ ESC - Return to Main Menu Alt-F - Find/Create User Record │ │ F2 - View PCBoard User Record F3 - Find Next New User Record │ │ PGUP - Up 1 Record Ctrl-PGUP - Up 20 Records Alt-T - First Record │ │ PGDN - Down 1 Record Ctrl-PGDN - Down 20 Records Alt-B - Last Record │ └─────────────────────────────────────────────────────────────────────────────┘ *** Available Editor Commands *** <1> Edit Mailing Name. Choose this option, and enter the change on the update line in the command input area. Hitting <ENTER> without entering any data will default to the old information. <2> Edit Mailing Address This is the same as <1>, except for the Mailing Street Address. Hitting <ENTER> defaults to the old value. <3> Edit City, State, Zip Code Once more, just like <1> & <2> above but for the City, State & Zip Code information. Hitting <ENTER> defaults to the old value. <D> Delete User This sets the Delete Flag for the record. The record will be deleted when you run the "Purge & Pack" Option from the Main Menu. This is a Yes/No toggle. Hitting the <D> does a state change. __________________________________________________________________ Kadet PCBoard, (315) 245-3815 USR Dual Std. Page 5 Mailing List Manager User Guide Lance Williams, Author <F> Form Sent This is the "New User Form Letter" flag. If set to yes, the form letter has been sent. If you want to resend a new user form letter to a user, set this to NO. <O> Other Mailings Flag This will toggle the Regular Mailing flag between Yes/No. The Regular Mailings Flag is what the user set it to when he registered. This flag determines how the "<R>egular or <c>omplete set" prompt will work on this record when printing. <R> Registration Card This is the flag used by the Registration Label module to check for printing registration labels. If you need to re-print registration labels, change this flag to 'N'. Users that have had cards sent to them will have a 'Y' in this field. <S> Selected This will flip the selected status of the user record. If you want to change the selected status for printing selected records, use this key. <V> Verified This flips the verified status for the user. If you want to change the verified status after you upgrade a user's security manually, use this switch. Other Keystrokes Available: There are also several non-editing menu selections you have your choice of. Each of these will prompt you to save the current record if you have made any changes. <PGUP> or <PGDN> Moves Up or Down one record in the selected datafile. Automatically wraps around from first to last records and the reverse. <CRTL-PGUP> or <CRTL-PGDN> Same as the above, but moved up or down 20 records without wrapping from end to end. <F2> This key will display the current user's PCBoard User record, or at least a portion of it. It will display the important areas you might want to look at. __________________________________________________________________ Kadet PCBoard, (315) 245-3815 USR Dual Std. Page 6 Mailing List Manager User Guide Lance Williams, Author <F3> The <F3> key will scan through the MAILLIST.DAT file from the current record forward until it finds the next NEW USER. A new user is determined by checking the <R> Registration Card Flag. If no card has been sent, the user is considered a new user. If the end of the MAILLIST.DAT file is reached, it loops back to the beginning. If no new user is found before the starting record is reached, the scan stops with the starting record. <ALT-T> or <ALT-B> Moves to the Top (Alt-T) or the Bottom (Alt-B) of the selected datafile. <ALT-F> Find User Use this option when you want to search for another user record. The search is for the complete name only, and MUST be spelled correctly. Searching is done on both the user name and the mailing name in the MAILLIST.DAT file. *** If no Mailing List Record is found for User *** If the program does not find a record in the selected datafile for the indicated record, you will have the option to add the user to the data file. This option works for REGISTERED VERSIONS ONLY. On an unregistered version, you will be notified of the fact that your registration will allow you to add users to the data file. Adding a Record to the Data File: If you respond 'Yes' to the prompt to add the information to the data file, you will be displayed the address field size & variable name for each address area in the data file. (Name, Address, City, State, Zip Code). The program defaults to No Delete, Registered & Send ALL Mail. You can change these flags in the editor after you enter the address information. The program then displays the address information and asks if it is OK to store. If not, you will be sent back to re-enter the information. Do not enter any New records unless you are sure you want the information in the Data File. The only way to delete a created record is to mark it for deletion in the editor and then pack the data file. <ESC> Quit Editing Hit the <ESC> Key to leave the editing module and return to the main menu. You will be asked if you want to save the current record if it has been modified. __________________________________________________________________ Kadet PCBoard, (315) 245-3815 USR Dual Std. Page 7 Mailing List Manager User Guide Lance Williams, Author <F> Form Letter Printing **** REGISTERED VERSIONS ONLY **** Selecting the <F> option from the main menu will start up the Form Letter printing module. There are 5 form letters available for you to select from: <1> New User Letter <2> Expiring Subscription Letter <3> Verification Reminder Letter <4> Active User Form Letter <5> Selected User Form Letter Select the form letter you wish to print, or select <X> to return to the main menu. Each form letter is described below in more detail. <1> New User Form Letter The New User form letter is designed to compliment the <R>egistration Label Printing option from the main menu. This form letter uses a flag in the MAILLIST.DAT file for determining who should get the letter. This is set to YES the same time as the registration label flag. When you select the new user form letter, you will get the following prompts: What is the path/filename of the form letter to use? (Enter=NEWUSER.FRM)? Enter the filename of the form letter you wish to use for this printing at this prompt. <2> Expiring Subscription Letter The Expiring Subscription form letter is designed to compliment the <L>abels by Expiration Date option from the main menu. This form letter can be used for sending personalized subscription notices to users reaching expiration. To get matching labels and letters, use the same parameters for selection for each printing. The prompt for selection are the same as for the <L> option: What is the Minimum Days to Expiration ? ( <-1> will print to ALL EXPIRED Users) Input the minimum days until expiration for the letter to be printed. Put a "-1" if you wish to print for all expired users. __________________________________________________________________ Kadet PCBoard, (315) 245-3815 USR Dual Std. Page 8 Mailing List Manager User Guide Lance Williams, Author What is the Maximum Days to Expiration ? ( <-1> will print to ONLY EXPIRED Users) Same as the previous, but for the top number of days until expiration for which you wish to print letters. If you put a "-1" here and in the entry above, ONLY expired will be printed. What is the Minimum Security to Print Letter ? Select the minimum security you wish to print letters for. What is the Maximum Security to Print Letter ? Select the maximum security you wish to print letters for. What is the Minimum number of Times Online to Print Letter ? Give the minimum number of times online you require before printing the letter. Is this for <R>egular Mailings or <C>omplete Set (R/c)? Select how you wish to handle the <S>end Mail flag. <R>egular Mailings will only print to users with the <S>end Mail flag set to <YES> when they registered and meet the qualifications above. <C>omplete Set will print letters to all users that meet the qualifications above What is the path/filename of the form letter to use? (Enter=EXPIRED.FRM)? Enter the filename of the form letter you wish to use for this printing at this prompt. <3> Verification Reminder Letter This form letter is for reminding your users that they have not yet verified their registration. This looks that the <V>erified flag in their MAILLIST.DAT record to select who will be printed. When these letters are printed, the user's <S>elected flag is flipped, so you can get matching labels for your envelopes. Your selections can be controlled with these options: How many days since registration to print letter ? Give the minimum number of days since registration to print letter. Everyone who has not verified in this length of time will get a letter. What is the minimum number of times online to print letter ? Give the minimum number of times online you require before printing the letter. __________________________________________________________________ Kadet PCBoard, (315) 245-3815 USR Dual Std. Page 9 Mailing List Manager User Guide Lance Williams, Author What is the path/filename of the form letter to use? (Enter=VERIFY.FRM)? Enter the filename of the form letter you wish to use for this printing at this prompt. <4> Active User Form Letters The Active User form letter is designed to compliment the <A>ctive User Labels option from the main menu. This form letter can be used for sending personalized letters for special offerings and other mailings to only users of what you consider to be in good standing. Or, you could even send out letters to users in poor standing. I use it for both of the above reasons. To get matching labels and letters, use the same parameters for selection for printing of both <A>ctive User Labels and this form letter. The prompt for selection are the same as for the <L> option: 1: What is the Minimum Security to print letter? Input the security level below which you do not wish to have letters printed. 2: What is the Maximum Security to print letter? Same as above, but for the top security of the range for which you wish to print letters. 3: What is the Minimum Number of times Online? This scans the number of times the user has been online and only prints letters for users who have been online at least this number of times. Entering "0" will print all records that match the above conditions. 4: Do you want to print a <R>egular or <C>omplete set of letters? This will allow you to either print a complete set <C> of letters or to skip those users who answered 'No' in the Verifier Door concerning receiving regular mailings <R>. Defaults to <R>egular. At this point you will be asked if you wish to print only a range of user mailing records. If so, answer yes, and you will be asked for the first and last record number to use. The program will default to the first and last records in the file (complete file printing). You will then be prompted for the filename of the form letter to use: What is the path/filename of the form letter to use? (Enter=ACTIVE.FRM)? Enter the filename of the form letter you wish to use for this printing at this prompt. __________________________________________________________________ Kadet PCBoard, (315) 245-3815 USR Dual Std. Page 10 Mailing List Manager User Guide Lance Williams, Author <5> Selected User Form Letter The Selected User Form letter is designed to print form letters for users who you have set the <S>elected flag for in the Editor. This is the same procedure that is called to print selected from letters from within the <S>elected User Printing option of the main menu. If you desire matching labels and letters, then use the <S> option from the main menu. This section has only one prompt: What is the path/filename of the form letter to use? (Enter=SELECT.FRM)? Enter the filename of the form letter you wish to use for this printing at this prompt. Prompts For ALL Form Letters: All five form letters then have these same prompts concerning output control from this point forward: Do you want to pause between pages (Enter=no)? If you are using single sheet, hand fed paper, answer "yes" to this prompt. If using form-fed paper, answer no. If you answer yes, you will be prompted for the number of lines per page. I suggest using a @FORMFEED@ macro before the last line of every page in your document, which ever type of paper you use. (Macros explained in further detail next.) Before the printing process actually begins, you will be given the opportunity to cancel the process. This prompt occurs now. If you wish to cancel the process, hit <ESC> now, or any other key will continue on with the printing. You will then be prompted for the device or file to send the output to. The default choice is what is in your MAILING.DEF file. Also stored in your MAILING.DEF file is the default name of each of the form letters. If you wish to change the defaults, just edit the MAILING.DEF file with the menu option found under the <V>iew/Edit program files. Notes on Form Letter Formats: These form letters are also security specific. The program will search the directory containing the default form letter for a security specific form letter. Security specific form letter filenames are determined by using up to 5 characters of the default filename, and adding the user's security level. (IE: VERIFY.FRM would become VERIF8.FRM, VERIF9.FRM, VERIF55.FRM, etc.) __________________________________________________________________ Kadet PCBoard, (315) 245-3815 USR Dual Std. Page 11 Mailing List Manager User Guide Lance Williams, Author Form Letter Macros: Each form letter has the ability to become personalized with the use of PCBoard @MACRO@ type macros in the file. See my sample letters for suggested macro usage. The following macros are supported: Macro Name Description ──────────── ─────────────────────────────────────────────────── @USERNAME@ The User's Full Name, all caps @USERFIRST@ The User's First Name, upper/lower case @MAILNAME@ The User's Full Mailing Name, all caps @MAILFIRST@ The User's First Mailing Name, upper/lower case @ADDRESS@ The User's Address, all caps @CITY@ The User's City, State, ZIP, all caps @REGNUMBER@ The User's Registration Number @REGDATE@ The Date the User First Registered (MM-DD-YY) @SYSDATE@ The Current System Date (MM-DD-YYYY) @SYSOPNAME@ The Sysop's Name, case/content as in your .CFG file @BOARDNAME@ The BBS Name, case/content as in your .CFG file. @PASSWORD@ The User's Password on the System @SECURITY@ The User's Security Level @EXPDATE@ The User's Expiration Date (MM-DD-YY) @LASTDATEON@ The Last Date the User was on the System (MM-DD-YY) @LASTTIMEON@ The Last Time the User was on the System (HH:MM) @NUMTIMESON@ The Total Number of Times the User has Called @HOMEPHONE@ The User's Home/Voice Phone Number @DATAPHONE@ The User's Business/Data Phone Number @ESC@ Sends an ASCII-27 (Escape) to the printer @FORMFEED@ Sends an ASCII-12 (Form Feed) to the printer __________________________________________________________________ Kadet PCBoard, (315) 245-3815 USR Dual Std. Page 12 Mailing List Manager User Guide Lance Williams, Author Inactive User Label Printing **** REGISTERED VERSIONS ONLY **** Registration of this system will allow you to have the option of printing labels to entries in the Mailing List data file that no longer have attached user entries in the PCBoard User file (Deleted Users). I have found this is nice to try to get users back to your system who have not called for a long period of time. The labels are printed in the following format: ┌─────────────────────────────────────┐ │ Account Deleted - ReApply Today! │ │ │ │ Mailing Name │ │ Mailing Address │ │ City, State, Zip Code │ └─────────────────────────────────────┘ You will be prompted as to whether you want to print the labels or just scan for a count just like the printing of active labels. Before the printing process actually begins, you will be given the opportunity to cancel the process. This prompt occurs now. If you wish to cancel the process, hit <ESC> now, or any other key will continue on with the printing. You will be prompted if you want to have the label information centered. If so, answer YES to the prompt. If you are printing labels, you will also have the opportunity to check printer/label positioning before printing the actual labels. If you do not wish/need to do this hit <ESC> at the prompt. Otherwise, hit <ENTER> to print a test label for position. The program will scan through the DELETED.DAT file checking for the existence of Users in the PCBoard Users file. If the user is not found, the label is printed. If a user is found, the record in DELETED.DAT is flagged for deletion, and after printing is completed, the flagged entries are deleted. Results Screen: The results screen will display the following information: Number of Users: Total number of records in the DELETED.DAT file. Number of Labels Printed: Number of Records without attached Users of which labels were printed for. Users Not Found: Not Used Here Number of Users Ineligible: Number of Active Users in the DELETED.DAT file. __________________________________________________________________ Kadet PCBoard, (315) 245-3815 USR Dual Std. Page 13 Mailing List Manager User Guide Lance Williams, Author <L> Labels by Expiration Date **** REGISTERED VERSIONS ONLY **** When you choose this option, you can print labels for your users based on their expiration date [days away from the current date]. The format of the label is as follows: ┌─────────────────────────────────────┐ │ Security, Expiration Date, Password │ │ │ │ Mailing Name │ │ Mailing Address │ │ City, State, Zip Code │ └─────────────────────────────────────┘ I print out the top line of information as a service to your users. Also, since no one outside of the BBS will realize what the information is, you still maintain security. Password printing can be defeated when printing the labels if you wish. When you select the <L> option, you will be presented with the following questions: 1: What is the minimum days until expiration to print label? Input the minimum days until expiration for labels to be printed. Put "-1" if you wish to have all expired users printed. 2: What is the minimum days until expiration to print label? Same as above, but for the top days until expiration for which you wish to print labels. If you put "-1" here and in the entry above, ONLY expired users will be printed. 3: What is the Minimum Security to print label? Input the security level below which you do not wish to have labels printed. 4: What is the Maximum Security to print labels? Same as above, but for the top security of the range for which you wish to print labels. 5: What is the Minimum Number of times Online? This scans the number of times the user has been online and only prints labels for users who have been online at least this number of times. Entering "0" will print all records that match the above conditions. 6: Do you want to print a <R>egular or <C>omplete set of labels? This will allow you to either print a complete set <C> of labels or to skip those users who answered 'No' in the Verifier Door concerning receiving regular mailings <R>. Defaults to <R>egular. __________________________________________________________________ Kadet PCBoard, (315) 245-3815 USR Dual Std. Page 14 Mailing List Manager User Guide Lance Williams, Author 7: Do you want passwords printed on the labels? If you really feel insecure about passwords on the Mailing labels, you can defeat the printing of the passwords by answering 'No' to this question. Default is 'Yes'. 8: Do you want to print the Address Labels? If you answer 'No' to this question, the program will NOT print labels but will run through the data file and display the results screen showing how many labels would be printed. This is handy when you need to know how many copies of a letter you have to make. When you answer 'No', you will not go to the following: Before the printing process actually begins, you will be given the opportunity to cancel the process. This prompt occurs now. If you wish to cancel the process, hit <ESC> now, or any other key will continue on with the printing. You will then be prompted if you want to have the label information centered. If so, answer YES to the prompt. After you answer these questions, you will have the opportunity to print a test label to check your printer/label position. If you want to override the printing of a test label, hit <ESC>. the program will go directly to printing of the labels. Results Screen: After the printing (or scanning) is completed, you will be displayed with a results screen. It gives the following information: Total Users: The total number of users on your system Number of Labels Printed: Total number of labels printed Users Not Found: Number of users not found in the MAILLIST.DAT file. Ineligible Users: Number of Users that did not fall within the security ranges specified. You will be given 30 seconds to record this info, or hit any key to return to the Main Menu. __________________________________________________________________ Kadet PCBoard, (315) 245-3815 USR Dual Std. Page 15 Mailing List Manager User Guide Lance Williams, Author Purge & Pack the Data Files This option will allow you to remove deleted users from the MAILLIST.DAT file. The optional PURGE function for REGISTERED VERSIONS allows you to remove inactive entries from the list. *** For REGISTERED VERSIONS ONLY *** Registered versions will be prompted if you want to purge inactive users from the MAILLIST.DAT file. If you choose this the only way to recover the old information is to copy the MAILLIST.BAK file back to the MAILLIST.DAT file before another repack is done. There is no other way to recover this information. *** For UNREGISTERED VERSIONS *** Unregistered versions will be prompted to register the program, which will activate the option mentioned above. *** For ALL Version, REGISTERED or UNREGISTERED *** Before the MAILLIST.DAT file is packed, you will be prompted if you want to save the deleted entries when packing. Disk Storage is appended to the DELETED.DAT file. The default is to store the deleted entries to the file. When packing, the MAILLIST.DAT file will be searched for entries marked for deletion, and if the optional PURGE Function (Registered Only) is activated, the entry will be searched for a match in the PCBoard USERS file. All entries marked for deletion (or not found in the PCBoard USERS file) will be removed from the MAILLIST.DAT file. After the MAILLIST.DAT file is packed & purged, if any entries were sent to DELETED.DAT, that file is also sorted and purged of duplicate entries. __________________________________________________________________ Kadet PCBoard, (315) 245-3815 USR Dual Std. Page 16 Mailing List Manager User Guide Lance Williams, Author <R> Print Registration Labels for VERIFIER Door This option will print the labels for registration cards to be used in conjunction with the VERIFIER door. For the registration numbers to be correct, you must be sure your BBS Name & Sysop Name in the configuration file are the same as they are in the one for the door. I suggest once again that you use the same configuration file for this program as you do for the door. Labels printed from this section have the following format: ┌─────────────────────────────────────┐ │ Registration #: ############ │ │ │ │ Mailing Name │ │ Mailing Address │ │ City, State, Zip Code │ └─────────────────────────────────────┘ Before the printing process actually begins, you will be given the opportunity to cancel the process. This prompt occurs now. If you wish to cancel the process, hit <ESC> now, or any other key will continue on with the printing. The program will prompt for proper label/printer alignment the same as the other printing routines. Hit <ESC> to abort this alignment check, or <ENTER> to check the alignment. When the printer/labels are aligned properly, you will be prompted for the number of copies of each label to print. After this, the registration labels will be printed for every record that has it's REGISTERED flag set to 'No'. Hitting <ESC> during the label printing process will update the records for the labels printed, but not for those left unprinted and still not having had registration labels printed. Command-Line Option for Registration Labels: There is a command line parameter to automate the printing of registration labels. If you wish to use it and the default output device is your printer, be sure your printer is loaded with label stock, and then just type MAILING [.CFG File] /REGS. The program will send all the output to the default device defined in your MAILING.DEF file. If a printer error occurs, the program will halt and wait for you fix the printer and press a key. __________________________________________________________________ Kadet PCBoard, (315) 245-3815 USR Dual Std. Page 17 Mailing List Manager User Guide Lance Williams, Author Pre-printed Registration Postcards: Pre-printed post cards are available from me for sending to your users for registration notification. The post cards are printed in the following form, and personalized accordingly for your system: ┌────────────────────────────────────────────────────────┐ │ │ │ │ │ │ │ YOUR BBS NAME HERE │ │ YOUR BBS PHONE NUMBER HERE │ │ │ │ │ │ │ │ Welcome! Since you are a new caller │ │ to this BBS, you are required to verify your │ │ registration through the verification door │ │ with the registration number on the address │ │ side of this card. │ │ │ │ The next time you call this BBS, enter │ │ the verification door and choose option #2 │ │ from the main menu. Enter your number │ │ for registration verification at the prompt. │ │ │ │ │ │ │ │ │ └────────────────────────────────────────────────────────┘ The address side of the postcard will also be printed with a 3 line return address. If the address is different than the shipping address, be sure to specify the address to print on the cards. Please allow 4 - 6 weeks for delivery of cards. These cards are available at $4.95 per 100 cards. I run a printing shop and have a good supply of post card stock in assorted colors. These printed and boxed cards are being offered at a greatly reduced price. __________________________________________________________________ Kadet PCBoard, (315) 245-3815 USR Dual Std. Page 18 Mailing List Manager User Guide Lance Williams, Author <S> Selective Label Printing ***** REGISTERED VERSIONS ONLY ***** Registered versions also have the option to select and print labels and form letters from information found in the MAILLIST.DAT file. I installed this option when I found I needed a label or a form letter (or both) for a few users on an occasional basis. This is also the option to use after printing Verification Reminder form letters to get matching labels for your envelopes. Selective Labels are printed in the following format: ┌─────────────────────────────────────┐ │ │ │ Mailing Name │ │ Mailing Address │ │ City, State, Zip Code │ │ │ └─────────────────────────────────────┘ When you select this option, the program will update all of the search indexes, just to be sure they are up to date. You will then be prompted for the user name to search for. If you are running it for labels for your Verification Reminder form letters, just press enter. Otherwise, enter the user name you wish to search for. If the address information is not found you will be asked if you want to select another user. If the information is found, the mailing label data is displayed. Then you are asked if you want to select this user. If yes, the record is flagged for selective printing, otherwise, it's left alone. All selected labels are printed after selecting is completed. After you decide to print the selected user or not, you are asked if you wish to select another user for printing. This process loops until you have selected all the users you want to print labels or form letters for. If you decide you do not want to select a user you already selected, then just get the record again and at the prompt asking to print the label or not, then answer 'No'. This will unselect the record by removing the selected flag from the record. After all the users have been selected, you will be prompted for the type of printing you with to do: <1> Labels Only (Use this for Verification Reminder Letters) <2> Form Letters Only <3> Both Form Letters and Labels <X> Exit to Main Menu, Deselecting all Entries __________________________________________________________________ Kadet PCBoard, (315) 245-3815 USR Dual Std. Page 19 Mailing List Manager User Guide Lance Williams, Author <1> Labels Only Before the printing process actually begins, you will be given the opportunity to cancel the process. This prompt occurs now. If you wish to cancel the process, hit <ESC> now, or any other key will continue on with the printing. You will be prompted if you want to have the label information centered. If so, answer YES to the prompt. You will then have the opportunity to align the printer/labels in the same manner as all the other label printing selections. Hit <ESC> to cancel the test label. After the labels are positioned, the program runs through the MAILLIST.DAT file printing all selected labels. After the label is printed, the entry is deselected. You are returned to the Main Menu when printing is completed. <2> Form Letters Only This option will go directly to the selection of the form letter to use, just as described in the <F>orm Letter Option for selected form letters, discussed earlier in this documentation. Refer to that section for more details. <3> Both Form Letters and Labels This option runs through options #1 and #2 above in that order (Labels first, then letters). You will be prompted to put the label stock in the printer before printing the labels. The program will then follow option #1's format above. After completion of the labels, you will be prompted for the form letter to use, just as in #2 above. After printing the form letters, the user records are deselected. <X> Exit to Main Menu, Deselecting All Entries This option will run through your MAILLIST.DAT file deselecting all entries (setting the SELECTED flag to "N"). You are then returned to the main menu. __________________________________________________________________ Kadet PCBoard, (315) 245-3815 USR Dual Std. Page 20 Mailing List Manager User Guide Lance Williams, Author User List Printing (Not Labels) This option is similar to the PCBoard System Manager User file printing. You can print the MAILLIST.DAT file in 3 different manners, described below. This can either be sent to a file or directly to the printer. <A> Short Form This form prints the User's Name (as in the PCBoard USER file), the City, State & ZIP Code, and the date the information was filed, all on a single line, with columns properly aligned. Long Form This form prints the User's Name, Mailing Name, date filed on the first line. Street address, city, state, ZIP code on the second line. Registration & Mailing Status on the third line. The fourth line is a record delimiter (Asterisks) <C> Name Form This form prints the User's Name, Mailing Name, City, State, ZIP Code on a single line with properly aligned columns. All of the above forms print 59 lines to the page, so they can be sent to a laser printer. The output has page headers and page numbers as well. The Last page is ejected form the printer. If you do not want to print any form, just hit <X> at the menu to return to the main menu. If you wish to cancel the printer while in progress, hit <ESC>. __________________________________________________________________ Kadet PCBoard, (315) 245-3815 USR Dual Std. Page 21 Mailing List Manager User Guide Lance Williams, Author <V> File Viewing/Editing The "V" command will bring up a menu for viewing or editing many of the system files. To accomplish this, the program shells out to a file viewer or file editor of your choice. These are defined in the "MAILING.DEF" file. You will need to have a file viewer and ASCII editor available to use this option. You can use any File Viewer that accepts a filename on the command line. The same applies to the ASCII Editor. I suggest the use of LIST and QEdit. File Viewing/Editing Menu Selections: <1> View VERIFIER.ERR Error Log File This will view the error log file that contains user errors from within the door, such as wrong numbers, re-verify attempts, etc. <2> View Verifier Usage Log File This will view the usage log file that the door maintains. I suggest you delete this file regularly, as it will grow larger and larger as time goes on. <3> View Script Questionnaire Answer Files This will bring up a menu showing all of your script questionnaire answer files. You can view any one of them. Select <X> to return to the previous menu. <4> Edit Main Configuration File This can be used to edit your configuration file for the program. It will edit the configuration file you used when loading the program. <5> Edit MAILING.DEF Definitions file This will bring up the internal routine to edit the MAILING.DEF file. It will ask for the name of your File Viewer and ASCII Editor, Default Output Device or file, Compression Program and Options, Decompression Program and Options, the default extension for the compression program and your default form letters. Some of these lines have built in defaults. <X> Exits the Viewing/Editing Module and returns to the Main Menu After viewing files, you will be given the following options: VERIFIER.ERR & VERIFIER.LOG: Delete the file after viewing it. Questionnaire Answer Files: Archive the file viewed to ".OLD" file, appending it to the end of an existing file, then compressing the resulting file with your favorite compression program. The two uncompressed files are then deleted after successful compression. If an existing compressed file is found, it is decompressed first to get to the ".OLD" file for appending. __________________________________________________________________ Kadet PCBoard, (315) 245-3815 USR Dual Std. Page 22 Mailing List Manager User Guide Lance Williams, Author <Z> ZIP Code Range Label Printing **** REGISTERED VERSIONS ONLY **** This option will print out a group of labels selected by the first three digits of the ZIP code. The first three digits are what the US Postal service uses for sectional center sorting, which is the basic sort used. All ZIP codes with the identical first three digits fall within a small geographical territory, so this will allow you to selective print labels for only your own local area, if you wish. You can check with your post office for the sectional center numbers used in your local area. The labels are printed in the following format: ┌─────────────────────────────────────┐ │ Security, Expiration Date, Password │ │ │ │ Mailing Name │ │ Mailing Address │ │ City, State, Zip Code │ └─────────────────────────────────────┘ I print out the top line of information as a service to your users. Also, since no one outside of the BBS will realize what the information is, you still maintain security. Password printing can be defeated when printing the labels if you wish. When you select the <Z> option, you will be presented with the following questions: 1: What are the Lowest First 3 Digits of the ZIP Code ? Input the lowest three-digit sectional center for which you wish to print labels. Your entry will be trimmed the left three digits. 2: What are the Highest First 3 Digits of the ZIP Code ? Same as above, but for the highest three-digit sectional center for which you wish to print labels. Your entry will be trimmed to the left three digits. 3: What is the Minimum Security to print label? Input the security level below which you do not wish to have labels printed. 4: What is the Maximum Security to print label? Same as above, but for the top security of the range for which you wish to print labels. 5: What is the Minimum Number of Times Online? This scans the number of times the user has been online and only prints labels for users who have been online at least this number of times. Entering "0" will print all records that match the above conditions. __________________________________________________________________ Kadet PCBoard, (315) 245-3815 USR Dual Std. Page 23 Mailing List Manager User Guide Lance Williams, Author 6: Do you want to print a <R>egular or <C>omplete set of labels? This will allow you to either print a complete set <C> of labels or to skip those users who answered 'No' in the Verifier Door concerning receiving regular mailings <R>. Defaults to <R>egular. 7: Do you want passwords printed on the labels? If you really feel insecure about passwords on the Mailing labels, you can defeat the printing of the passwords by answering 'No' to this question. Default is 'Yes'. 8: Do you want to print the Address Labels? If you answer 'No' to this question, the program will NOT print labels but will run through the data file and display the results screen showing how many labels would be printed. This is handy when you need to know how many copies of a letter you have to make. When you answer 'No', you will not go to the following: Before the printing process actually begins, you will be given the opportunity to cancel the process. This prompt occurs now. If you wish to cancel the process, hit <ESC> now, or any other key will continue on with the printing. You will be prompted if you want to have the label information centered. If so, answer YES to the prompt. After you answer these questions, you will have the opportunity to print a test label to check your printer/label position. If you want to override the printing of a test label, hit <ESC>. the program will go directly to printing of the labels. Results Screen: After the printing (or scanning) is completed, you will be displayed with a results screen. It gives the following information: Total Users: The total number of users on your system Number of Labels Printed: Total number of labels printed Users Not Found: Number of users not found in the MAILLIST.DAT file. Ineligible Users: Number of Users that did not fall within the security ranges specified. You will be given 30 seconds to record this info, or hit any key to return to the Main Menu. <X> Exit the Program Typing <X> at the Main Menu will close all files and end the program. __________________________________________________________________ Kadet PCBoard, (315) 245-3815 USR Dual Std. Page 24 Mailing List Manager User Guide Lance Williams, Author Registration for Complete Package: This package is distributed as Shareware. You are required to register it if you continue to use it after a 30 day trial period. To register, fill out the registration form found in the file REGISTER.FRM and send to: Lance Williams P. O. Box 266 Camden, NY 13316-0266 Try It Before You Buy It Plan: If you would like to try the registered features of the MAILING.EXE program before you purchase the entire package, you may call Kadet PCBoard at the number listed on the cover page and download a 30 day temporary TESTING KEYFILE which will unlock all of the features of the program for you for 30 days. After that time, if you find the program useful, you are required to register the program. Registration for the User Verifier Door and Sysop Utility program is $40 payable in Cash/Check or Money Order in US Funds, or by Visa/MasterCard. All checks must be drawn on US Banks. Foreign orders carry a $5 processing fee and must be paid by Visa, MasterCard or Postal Money Order. Visa/MasterCard registrations carry a $5 processing fee and are handled by modem ONLY thru the following locations: Registrations by New York State residents must include the proper LOCAL sales tax. U.S. Credit Card Registration Sites: Kadet PCBoard, Camden, NY Join Conference #7 and open Door #1 (315) 235-3815 for Visa/MasterCard Registrations at (9600-V.32/14400-HST) Kadet PCBoard. MIDImaze BBS, Manchester, TN Join Conference #20 and open Door #1 (615) 723-1867 (2400) for Visa/MasterCard Registrations at (615) 723-1953 (9600-V.32). MIDImaze BBS. European Credit Card Registration Sites: Active-Net BBS, Join Conference #8 and type "VER-REG" Jona, Switzerland for Visa\MasterCard Registrations at +41-552-61815 (USR DS) Active-Net BBS. __________________________________________________________________ Kadet PCBoard, (315) 245-3815 USR Dual Std. Page 25 Mailing List Manager User Guide Lance Williams, Author Registering with Visa or MasterCard online will give you a 30 day KEYFILE for immediate upgrade to a registered user of the program. You will also get a copy of a utility for registered users only: MAILSCAN.ZIP: It creates a display file showing the current user his address information every 1, 3 or 12 months. Great for having users keep their addresses up to date. This program is also included on your disk set. The KEYFILE, MAILSCAN.EXE and a copy of your invoice are all downloadable in a ZIP file after you complete the credit card, mailing and registration information using your Visa or MasterCard. You will receive a disk set and permanent registration KEYFILE in the mail 2 to 3 weeks after registration. If you prefer to register by mail, you may use the inclosed form "REGISTER.FRM". Mail Registrations will be processed 10 days after I deposit your check. (Money Order Payments will be shipped within 48 hours.) You should receive your disk set within 2 to 3 weeks of mailing your registration form. __________________________________________________________________ Kadet PCBoard, (315) 245-3815 USR Dual Std. Page 26