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Text File | 1993-03-10 | 34KB | 720 lines

This is a flowchart of ZipMail, the labels/letters/mailmerge mamangement system by Jack Lohman (who can be reached on Exec-PC at 414-789-4210 (2400,N,8,1) or 414-789-4352 (9600,N,8,1) or by voice at 414-545-4128 Basic Menu Selections ================================ Menu #1 ================================= Add New Names Delete Names from Database Edit Existing Records Browse A pick list, the edit Rapid Review The workhorse of the system Zip/City Reference Label Printing or to Ascii file Print Lists to Printer or Ascii file Memo Search Search for a text string Shell to DOS Lets you out to DOS > SuperFunction Invokes SUPER.EXE Change index to Alpha or Zip or User ================================ Menu #2 ================================= Assess code counts. Backup databases to floppies. Count SRCH codes. Delete codes from notes field. Edit macros Just what it says. Import Wordstar Files. List Mailings done to date. Mail/Merge of form letter. Pack after screen or print purge. Recall deleted records. Shell to DOS (same as above Shell) sTate counts Counts number of records in each state, What's New Displays history.doc ================================ Utilities =============================== Arrange PATHES database Code database (or Cntrl-C) Delete Entire Database Function keys edit Index databases Labels database Merge make delimited files Names databases (Add/Edit) Printer and Font Selection Revise Database Structure System database and Setup Transfer Files from one database to another Upper/lower case conversion Word Processor what else? Zipmail.Doc or what there is of it. Detailed Menu Selections ===================== Common to Menu #1, 2, 3 ============================ The following keys are active on Menu #1, #2 and Utilities, with the noted exceptions: <?> Help <F1> Help (plus it is active from within any field of information) <F2> Calendar (available elsewhere, as well) <Alt-A> Alphabetical Index <Alt-Z> Zipcode Index <Alt-U> User Index <Alt-T> Elapsed Time Indicator <Alt-V> Event Calendar List └─── Print Future Events <Alt-M> Available Memory Free (available elsewhere, as well) <Alt-S> Space Available on all drives <Ctl-C> SRCH code display list <Ctl-S> Toggle SuperSRCH On/Off 2-9 Selects Database 1 Hot Key List 0 Complete List Alt 1-0 Macros (available elsewhere, as well) Alt = Macro Help (available elsewhere, as well) = Events Calendar \ ToDo List ================================= Menu #1 ================================= <A>dd If a 1,2,3 or ! are the first and only character of last name: <1> Set for fresh screen (default) <2> Set for continuous address <3> Set for continuous city <!> Set Function Key Macros | <=> Removes last/first names (if not available for entry) | <Alt-A> ALTER fields to add <Alt-E> Edit last record entered <D>elete Delete Names By: │ ├────── Individual name ├────── Record number ├────── List of names │ └─── Ask for fields to display │ └─── Mark those for Deletion │ ├────── Code (SRCH) (All SRCH codes of a certain type) ├────── Zap (ALL records) (Purges entire directory of names) │ ├────── Duplicate comparison (with optional auto-delete) │ │ │ ├─── Create Pick List (for marking, see <E> below) │ ├─── Create ASCII file (Do with it what you will) │ ├─── Print duplicates (and delete/recall before final PACK) │ └─── Screen purge (Interactive "delete dups" program) │ └────── Edit Pick List (Mark from a list of potential dups) <E>dit Name. And while you're in there.... │ ├────── <F3> Zips Code Database ├────── <F5> Print name/address ├────── <F6> Eject paper from printer ├────── <F7> Print FormLetter ├────── <@D> Dial ├────── <F4> Edit Memo └────── <F8> Toggle (Delete/Recall) If you do not find a name, and other databases exist on your disk, you will be asked if these should also be searched. rowse Browse a pick list │ └─── Ask for SRCH String to consider └─── Ask for fields to display └─── Select and hit <ENTER> to Edit <R>apid Review The system workhorse... │ ├────── <A>dd (either a <N>ew or <R>epeated Record) ├────── <E>dit (the full or <F>lexiEdit record) │ ├────── <F>lexiEdit (set specific fields to edit) ├────── <C>onvert (global SRCH code from one SRCH to another SRCH code) │ │ │ ├────── ADD a SRCH code to ALL records in database │ ├────── DELETE a SRCH code from ALL records in database │ └────── Transform one SRCH to another SRCH in ALL records │ ├────── <D>elete (the current record) ├────── ndelete (the current record) │ ├────── <T>ransform (a SRCH in current record from "A" to "B" or etc.) ├────── nsert (a SRCH character into current record) │ ├────── <M>emo Edit (edit the current memo field) ├────── <G>oto (a specific record NUMBER) │ ├────── <L>ocate (a specific name/institute/zip depending on index) ├────── <N>ewSRCH (set a new SRCH code) │ ├────── rint (current name/address to printer) ├────── <O>ptions (set several options) │ │ │ ├────── Set FlexiPrint Format │ ├────── Set Permanent <T>ransform sequence │ ├────── Set Permanent nsert sequence │ ├────── Set Preferred SKIP record (on upper or lower) │ └────── Get Test Label or Re-Enter values │ | ├────── <W>alk through the list of names | │ │ | │ ├────── <Left/Right Arrow> sets speed | │ └────── <Up/Down Arrow> sets direction │ ├────── <Alt-D> Dial Phone (Dial current record) (also ";" dials) ├────── <Alt-E> Eject Page (from printer) │ ├────── <Alt-F> Form Letter (Prints current record to form letter) │ (as set up in Menu #2/<M>ailMerge) │ ├────── <Alt-I> Set automatic "insert" and "transform" characters ├────── <Alt-L> Load Fonts (Laser only. N/A if already loaded) ├────── <Alt-T> FlexiPrint (Toggles FlexiPrint format ON/OFF) ├────── <Alt-Z> ZipCode (Zip Database lookup) ├────── <Alt-S> Swap (Current work/home phones) ├────── <Alt-G> Global (Swap ALL work/home phone numbers) │ ├────── <Alt-P> LASER only (Prints an <E>nvelope or age of labels) ├────── <Alt-Z> Zip/City Reference │ | ├────── <Ctl-PgDn> Shows a page of names (alpha letters zoom to that │ section of the alphabet) │ ├────── <[> Insert today's date ├────── <]> Increment by SET amt <S>et and <F4> followup days | ├────── <F4> set followup days ├────── <1-9> Increment by x months (nextdate) │ ├────── <R>eset (to top of database, and the optionally SRCH string) │ └────── <S>et Set Up SRCH Codes and SRCH String │ │ (Also called when SuperSRCH is set ON and entry │ of Rapid Review, Labels or Print Lists) │ ├────── <A>rea Code ├────── <C>ity ├────── <D>ate ├────── <E>mpty SRCH ├────── <F>irstname ├────── <G> Age ├────── nsititute ├────── <L>astname ├────── <M>onth ├────── <N>otes ├────── osition ├────── <R>emarks ├────── <S>tate ├────── <T>itle ├────── <Z>ip Code ├────── <#> Record # ├────── <*> Deleted | ├────── <F4> set followup days ├────── <Ctl-C> SRCH Code List ├────── <Ctl-D> Delete *.SET SRCH string files ├────── <Alt-F> Displays formula ├────── <Alt-N> for new SRCH codes ├────── <Alt-R> Recall a Search String ├────── <Alt-S> Save a Search String ├────── <Alt-T> Toggle And/Or logic ├────── <Alt-Z> to ZAP all SRCH codes ├────── <Alt-(> Open formula module └────── <Alt-)> Close formula module <Z>ip/City Reference (a U.S. Zipcode/City/State reference, but only if ZIP_DBF.ZIP is loaded into \zipmail directory) │ │ ├────── <F4> to Maintenance │ ├────── <A>dd new zipcodes │ ├────── <E>dit current zipcodes │ ├────── <D>elete current zipcodes │ ├────── <R>ecall deleted zipcodes │ ├────── ack zipcode database │ └────── ndex zipcode database │ ├────── <F8> to Toggle to scroll mode │ ├────── 2 or 6 fills STATE field │ ├────── 3 or 7 fills CITY field │ ├────── 4 or 8 fills AREACODE field │ ├────── 5 or 9 fills COUNTY field │ └────── <ENTER> allows EDITing record │ ├────── Enter a zipcode and retrieve the city/state │ └────── Enter a city (or partial) and display all zipcodes assigned to that city. <L>abel printing │ │ │ <S>tandard ─── OR ─── <S>UPER labels │ │ │ └──┬── Labels Setup │ │ │ ├────── Set # of labels across │ ├────── Set Name to: Last/first or First/Last │ ├────── Set Lines per label │ ├────── Set Characters/label │ ├────── Set Left Margin at │ └────── Set Laser SHIFT (when printing pages of labels) │ │ <F7> for setting 1-4 label column guides │ <F8> to toggle Last/first name │ <F9> for Layout of FlexiPrint format │ └────── Select the SRCH codes or Hand Select the records SRCH string to which the ─── OR ─── to which the mailing mailing should go. should be sent │ │ │ │ │ │ │ │ │ │ │ └── print and │ depart │ └──┬─ Select whether mailing is to/by: │ │ RN = by Record Number │ DH = by Department Head │ PC = to a Previous mailing Code │ BR = Brief Report (all data on one line) │ └──┬─── Enter mailing codes to append and exclude │ Enter SRCH code to add to records processed │ Enter SRCH code to convert to │ │ <F5> for States selection │ <F6> for Zips selection │ <F7> for Area Codes selection │ └──┬─── Determine print format │ │ Index Card Format (adds phone, etc) │ Envelope Format (LASER only) │ Special Format (set in Rapid Review <O> │ or <L>abels first screen) │ └──── Determine if output is to Printer or ASCII file rint lists │ │ │ <Q>uick ─── OR ─── <S>UPER print │ │ │ └───── Set SRCH String │ └─────── Determine if output is to rinter or <A>scii file <M>emo Searc Search for a text string in all available Memo fields tilities Moves you to the Utilities Menu (screen #3) <S>hell to DOS Lets you out to DOS, but ability to run big programs depends on memory (don't try to run another copy of ZipMail, or you'll crash). Type EXIT to get back into ZipMail. <T or \> ToDo List <V or => Events Calendar ├────── Print Calendar(s) └────── <L> List Future Events └────── Print Future Events > SuperFunction Takes you out to SUPER.EXE (providing it resides in your \zipmail directory). BE CAREFUL WITH THIS FUNCTION!!! It is powerful in that it allows you to create and manipulate your own databases. Dangerous for the same reason. <C>hange index to Alpha or Zip or User. Alt-A, Alt-Z and Alt-U do likewise. ================================= Menu #2 ================================= <A>ssess code counts. This tells you how many records have each of │ the SRCH codes. │ ├────── <O>ld assessment (Fastest: uses previous counts) └────── <F>resh assessment (Slowest: does a recount of codes) ackup databases to floppies. This has an automatic mode but it flags you when you start getting low on flobby space. <C>ount SRCH codes. Actually, this lets you count the number of records that meet the SRCH string criteria, and gives you a count of the number of labels/letters/mailmerge that will result if you use one of those modes. It does so by taking you through a "pretend" run. <D>elete codes from notes field. If you want to remove ALL codes from ALL records that have a certain mailing code in the notes field, use this mode. <F>irst Name Lets you update the current database's "hello" field with │ Mr or Ms │ ├────── Create a FRSTNAME database or redo the one you have (this │ searches all databases and creates a new frstname.dbf │ ├────── Edit FRSTNAME database │ ├────── Redo current database │ └────── Toggle FRSTNAME on or off <E>dit macros Just what it says. Macros are DOS commands that you would want to run from within ZipMail. Fancy, maybe, but I don't know if this really makes a lot of since for ZipMail users. mport Wordstar Files. If you are hell bent on using WordStar, you can import said files into ZipMail and all of the funny WordStar characters will be deleted in the process. <L>ist mailings done to date (but a manual diary is wiser) <M>ail/Merge of form letter. You have the option to: Enter file path Enter the filename and extension Set Print line for both Date and Name Set left margin at which you wish to print Print either address only (for Ventura/Pagemaker users, or print full letter Print a Merge (.MRG) file for WordPerfect or etc. <F3> Selects a Directory <F4> Gives you a list fo File Names in that directory <F5> Calls the Editor (Edit file) <F6> Print the file to your printer (without name) <F7> Show the file to the screen <F8> Set MRG type <F9> Turns on/off signature printing <@T> Prints Signature Template <@W> Enters Word Processor (but remember, if you want to access the document with ZipMail, you must EXPORT it before departing the word processor, and then providing the name of the text file. From here it takes you through the same label selection criteria adjustments that are available in running labels (beginning at "Select SRCH codes). ack after screen or print purge. Not that this PACK actually merges some of the data from the deleted record to the compared record. PACK while INDEXing does no such thing. Read this screen to make sure you are getting done what you want done. <R>ecall deleted records, either individually or ALL. But whenever you do something so bold as saying ALL, think about it. There may be records in there that really shouldn't be recalled. For this reason it is always a good idea to INDEX and PACK after deleting a bunch of names on a permanent basis. That way they will not be hanging around in your database unnecessarily. Remember: Deleting records only MARKS the records for deletion. It is the PACK process that finishes off the job and frres up the disk space. Also, if you want to look at what records you have deleted, use the Rapid Review and the SET <*> Deleted criteria to review and ndelete if necessary. <S>hell to DOS (same as above Shell) s<T>ate counts gives you a count of number of records in each state, regardless of the SRCH codes. tilities Takes you to the Utilities screen listed below. <W>hat's New Displays the history.doc to the screen so you can see the revision numbers of ZipMail. <=> Events Calendar <\> ToDo List ================================= Utilities =============================== <A>rrange PATHES database. Set up your 2-9 hot keys. <C>ode database (or Cntrl-C) Set up your SRCH code database. Up to 46 SRCH codes can be used to differentiate between records, and each record can have up to 8 codes can be added to each record. <D>elete Entire Database, and all records within it. <F>unction keys edit. This is for the ADD mode only. Examples are: Association (or other commonly used phrases) P.O. Box Cities Presiden ( or other commonly used position) ndex databases. At this point you can also PACK, which actually eliminates from the database all records that have been marked for deletion. An over night INDEX also can be performed on ALL databases. <L>abels database. Here you set up the margins for each of the labels in a 4-up sequence. Following this screen you have an opportunity to set up you envelope margins (if you have a LaserJet). <M>erge Makes merge files for WP5.0, Word, and Wordstar <N>ames databases (Add/Edit). This is one method of creating new databases. If you edit into the 2-9 fields, a directory name that does not already exist, ZipMail will create a new database. (See <T>ransfer below) rinter │ ├────── ick a new printer From a pick list ├────── <A>dd a new printer ├────── <E>dit current printer ├────── <D>elete a printer From a pick list ├────── <F>ont (cpi and lpi) change │ │ a Printer Setup │ b Reset Printer │ c 6 Lines per inch │ d 8 Lines per inch │ e 10 Characters per inch │ f 12 Characters per inch │ g Compressed Print (17cpi) │ h Sets Bold print ON │ i Sets Bold print OFF │ j Sets Underline ON │ k Sets Underline OFF │ l Sets Italics ON │ m Sets Italics OFF │ ├────── <S>et Up Printer Information ├────── <C>reate Special Label Format ├────── <L>aser Font Select/Sample │ │ Set FONT Directory ... must end with "\" │ Set FONT File Extension (i.e., SFP) │ Set FONT Auto Download on ZipMail Entry? │ Set FONT Name (labels) │ Set FONT Name (letters) │ │ <F4> Display Font List │ <F5> lists fonts to insert in labels/letters │ <F6> Print Samples │ └────── <R>eset to HP Default Font <R>evise Database Structure -- This function lets you add or delete certain fields of information to be stored in your database. HOWEVER, use it with caution. Once you delete a field all information stored within that field is GONE FOREVER, even if you reinstate that field later. <S>ystem database. Following are all of the screens and the information that can be adjusted for your system: ╔═════════════════════════════════════════════════════════════════════╗ ║ = Field Selections = Page 1 ║ ║ ║ ║ ZipMail will always sort your SRCH codes if <Y> here _ ║ ║ ║ ║ If so, do you want "C" (for Client) to always lead the sort? _ ║ ║ To sort all SRCH per the above advice, hit <F5> ║ ║ ║ ║ Zip codes can be set to a default (partial or whole). ║ ║ (For all codes in the '53???' area, enter '53 '). _____ ║ ║ ║ ║ Set Color or Monochrome _ Enter ZipCode Format _________ ║ ║ ║ ║ Set maximum days saved in Event Calendar Database ║ ╚═════════════════════════════════════════════════════════════════════╝ ╔═════════════════════════════════════════════════════════════════════╗ ║ = Directory Selections = Page 2 ║ ║ ║ ║ This is the directory in which your raw ASCII files reside. ║ ║ Any imported Wordstar files will be placed here. These ║ ║ files can later be Mail-Merged with database names. ║ ║ ________________________ ║ ║ ║ ║ This is the directory in which your Wordstar files reside. ║ ║ Note that these files will not be altered in the IMPORT ║ ║ process. ________________________ ║ ║ ║ ║ In ADD, "carry" last Salutation to next record? ║ ╚═════════════════════════════════════════════════════════════════════╝ ╔═════════════════════════════════════════════════════════════════════╗ ║ = Miscellaneous = Page 3 ║ ║ ║ ║ Following are the mailcodes appended during label printing: (L) ║ ║ ║ ║ ----------------------------------------------------------- ║ ║ ║ ║ Are your Function Keys on top? __ Disable Floppy Search? __ ║ ║ ║ ║ Enter "Y" for SUPERsrch as the default, "N" to limit ║ ║ search request to just WANT and NO_WANT ║ ║ ║ ║ Default Name __________________ ║ ║ Want auto Mr/Ms/Mrs? __ ║ ║ Set up Signature Block <F5> <F6> Updates <F7> Edits ║ ╚═════════════════════════════════════════════════════════════════════╝ ╔═════════════════════════════════════════════════════════════════════╗ ║ = Supporting Programs = Page 4 ║ ║ ║ ║ Editor: For editing mailmerge documents.... ║ ║ __________ (i.e. WORD for Microsoft WORD) ║ ║ ║ ║ Viewer: For viewing mailmerge files before printing.... ║ ║ __________ (i.e. LIST for Buerg's LIST.COM) ║ ║ ║ ║ Alternative country codes for use in the STATE field: ║ ║ ________________________________________ ║ ║ ________________________________________ ║ ║ ║ ╚═════════════════════════════════════════════════════════════════════╝ ╔═════════════════════════════════════════════════════════════════════╗ ║ = Supporting Programs = Page 5 ║ ║ ║ ║ The phone dialer needs a command string to send to the modem. ║ ║ (Hit <F1> for Help) String = ___________ ║ ║ Enter the "hang up" string: ___________ ║ ║ ║ ║ "Y" enables "ASCII" question in "labels" (otherwise "N") _ ║ ║ Enter default extension for ASCII text files ___ ║ ║ ║ ║ Enter your own telephone area code ___ Modem Baud Rate ║ ║ ║ ║ AUTOPACK when deleted records exist _ _____ ║ ╚═════════════════════════════════════════════════════════════════════╝ <T>ransfer Files. This is an alternative way of creating a new database. │ the SRCH codes. │ ├────── <C>REATE records from (your current database) to another │ database of a different directory (this will either <C>reate │ a new directory or overwrite whatever files exist in an old │ directory of the same name. This could also be called │ "export records". │ └────── <A>PPEND records from a database in a different directory into the database in this directory (this "imports" from a foreign directory.) pper/lower conversion. This allows you to convert certain fields from/to upper/lower case. <W>ord Processor. Once inside, hit <ESC> for the menu. <Z>ipmail.Doc ZipMail Documentation, or whatever there is of it. <=> Events Calendar <\> ToDo List