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We have developed a new way to print letters. The original version opens the word processor and then sends the data to the word processor and you can see the letter being generated.

The new way creates a microsoft RTF format document which can be read by virtually every word processing program currently in existence and then opens the document at the end - so you no longer see it being built but it just opens at the end of the process (which is also much faster).

You can read more about this at www.gosoftware.com.au/new_letters.htm. There are also some new formatting tokens available now as well (eg COLOUR, BGCOLOUR and PICTURE) as well as some new data tokens) - print the MAIL MERGE TOKENS report once you have updated your program.

You can print virtually any data out of the database on a standard letter which can be generated automatically by the system (once you've set it up). Your program comes with a set of standard letters already and you can print them by selecting the PRINT LETTERS option from the REPORTS MENU.



Creating New Letters or Changing Existing Letters

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The easiest way to create a new letter is to select an existing letter, click on the EDIT LETTER button to bring up the source code of the letter in the text editor and then choose the SAVE AS option from the FILE menu to save this letter under a new name. Once you have done this then you can change the letter any way that you want and then save it again. We suggest leaving the header information including your name and address and the person to whom you are sending the letter's name and address as they are and also leave the signing clause alone. All you need to do is to change the text in the main part of the letter which is the middle portion on the text in the editor.

To change the wording of an existing letter to better suit your own needs just select that letter, click on the EDIT LETTER button, make your changes and save the letter.


What letter tokens can you use to merge data

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To determine the names of the data items that you can print onto the letters you need to...

This option will print a list of all data fields grouped by the data file that they are located in. To print one of these tokens you need to enter the file name, a full stop and the field name and then surround this with square brackets and so for the Employees SURNAME from the EMPLOYEES file you would enter [EMPLOYEES.SURNAME] to print it. It doesn't matter whether you enter it in capital letters or not.

Most of the letter printing tokens correspond to items in the database but some of them are calculated/generated from other items which DO exist in the database. The list of these appear under CALCULATION in the list of tokens. You can use these tokens as [Calculation.Company Address] or you can drop the calculation bit and just use [Company Address].

Other specialised tokens that you can use include...

CommandPurpose
(Merge: FileName)Merge the text from another file (FileName) into this letter - eg (Merge: LetrHead.Std)
(Picture: PictureName)Merge the text from another file (FileName) into this letter - eg (Picture: MyLogo.Jpg)
[BGColour: ColourName]Change the background colour of the printing eg [BGColour: yellow])
[Bin: n]Change the printer to use bin number (1-3) (eg [Bin: 2])
[Bold]If currently NOT printing in BOLD turn BOLD on otherwise turn it off
[Colour: ColourName]Change the colour of the printing eg [Colour: blue])
[FontName: xxxxxxxxx]Change the printing to use the xxxxxxxxx font name (eg [FontName: Arial])
[FontSize: nnn]Change the printing to use the nnn font size (eg [FontSize: 10])
[Indent: 3F,2L,4R]Indent the current paragraph 3cm from the left except for the first line which is indented 2cm only and also indent it 4cm from the right hand page margin
[Initialise](not normally required - set WP to default settings)
[Italic]If currently NOT printing in ITALIC turn ITALIC on otherwise turn it off
[Justify:L,R,C or J]Justify the text (either Left, Right, Cantered or Fully Justified)
[Landscape]Rotate the printed page to landscape mode
[Margins: 2T,3L,4B,5R]Set the page margins to 2cm from the top, 3cm from the left, 4cm from the bottom and 5cm from the right of the page
[NewPage]Go to the top of the next page
[Nmlscript]Print in normal (neither superscript nor subscript) text
[Portrait]Rotate the printed page to portrait mode
[Printer: xxxxxxxxx]Change the default printer to xxxxxxxxx
[StrikeThru]Rule a line through the text
[Subscript]Print in subscript text
[Superscript]Print in superscript text
[Tabs: 2L,3R,4D]Set a left justified TAB at 2cm, a Right Justified tab at 3cm and a decimal tab at 4cm
[Underline]If currently NOT UNDERLINING printing start UNDERLINING otherwise turn it off
{enter 2}go to the next line and leave one additional blank line
{enter 3}go to the next line and leave two additional blank lines
{enter}go to the next line
{tab 2}similar to pressing the TAB button twice in the word processor
{tab}similar to pressing the TAB button in the word processor

These are the standard tokens that are available in all of our programs. there are also specific tokens for Ausbroker and for Rent Master etc.

[Company ABN], [Company ACN], [Company Address], [Company Email], [Company Fax], [Company Mobile], [Company Name], [Company Phone], [Company Website],
[Database Name], [Financial Year], [Last Financial Year], [Last Month], [Last Year], [Legal Date], [Month], [Monthly Charge], [Next Financial Year], [Next Month], [Next Year], [Processing Date], [Short Processing Date], [This Financial Year], [This Month], [This Year], [Time], [Today], [Tomorrow],
[User Address], [User Email], [User Fax], [User Legal Name], [User Mobile], [User Name], [User Phone],
[Word Processor], [Year], [Yesterday]


How can you insert non-printing comments into the letters

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If you want to insert some comment text into your letters to remind you what the letter is for or why you have done it the way that you have then you can do so by putting two exclamation marks (!!) on a line and then your comment. Any text entered on the line AFTER the two exclamation marks will be there for you to see when you edit the letter source but will never print onto the letter itself.


Letter File Names

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The letter names can not exceed 8 characters in length plus '.TXT' on the end of them. The names can alphabetic and numeric, as well as the minus sign but nothing else (in other words they must be valid MS-DOS file names). At this time Windows-95 Long file names are not supported. The names can be in upper or lower case or a mixture - SMITH.TXT and smith.txt are the same file. Hence - TenLetr.Txt, Smith-B.Txt, Brown23.Txt are all valid letter names.


Using Standard Clauses

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We have created standard letterheads, standard signing clauses and standard name and addresses for customers, employees, banks etc to make it easier for you to write your letters. To use one of these standard clauses you just have to type the following in your letter...

Now the purpose of a standard clause it to prevent you from having to type the same thin over and over again into most/all of your letters. Also, if you decide that you want to change your letterhead or signing clause then you can change it in ONE place and it will automatically change the way that EVERY letter is printed.

General Purpose Standard Clauses
File NamePurpose
HEADER.StdBlank Letterhead if you are using pre-printed letterheads
LETRHEAD.StdStandard Letterhead to print on the top of all letters
OUR-NAME.StdYour Name and Address (for letters addressed back to you)
SIGNING.StdYour standard signing clause to print at the bottom
Ausbroker Standard Clauses
File NamePurpose
BRAGNNAM.StdAgent's Name and Address
BRBRKNAM.StdOther Conveyancer's Name and Address
BRCOUNAM.StdCouncil's Name and Address
BRMAINAM.StdMailing Contact's Name and Address
BRPRPADR.StdProperty Address
BRPURBNK.StdPurchaser's Bank's Name and Address
BRPURDET.StdPurchaser's Other Details
BRPURNAM.StdPurchaser's Name and Address
BRPURNEW.StdPurchaser's Name and NEW Address
BRSRCNAM.StdSearch Client's Name and Address
BRSTRNAM.StdStrata Corp's Name and Address
BRVNDBNK.StdVendor's Bank's Name and Address
BRVNDDET.StdVendor's Other Details
BRVNDNAM.StdVendor's Name and Address
BRVNDNEW.StdVendor's Name and NEW Address
Payroll Wizard Standard Clauses
File NamePurpose
PYEMPNAM.StdEmployee's Name and Address
Rent Master Standard Clauses
File NamePurpose
RMCRDADR.StdCreditor's Name and Address
RMHOLADR.StdHoliday Tenant's Name and Address
RMLNDADR.StdLandlord's Name and Address
RMTNTADR.StdTenant's Name and Address

Changing the Signing Clause at the Bottom of the Letters

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The signing clause printed at the bottom of each letter is generated using another letter called SIGNING.STD. This is just another standard letter which you can edit (it's not in the list of letters but you can type it's name into the letter name box and click on the EDIT letter button.

EG: If you wanted to change YOURS SINCERELY to YOURS FAITHFULLY you would edit SIGNING.STD to do this.
However
The name it prints comes from the USER ID table which you change in the EDIT USER ID screen and the SIGNING.STD letter just prints [User ID.Name] on the bottom of each letter. So if you change the names in the EDIT USER ID screen then you will change what prints at the bottom of the letter.
Also
In the letter printing screen you can CHOOSE what name you printing on the bottom of the letter as there is a box on the letter printing screen for you to choose the USER ID that you want to use.
AND
You can change the default USER ID of each computer by (from the main screen)...


Can You Print Multiple Letters at the One Time

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What happens if, say in conveyancing, when you get a new file to process on behalf of a purchaser you ALWAYS want to print the same 5 letters immediately after entering their information. Eg you might want to print one to the purchaser, one to the council, one to the strata corporation if there is one, one to the water department etc.

Yes you can do this by selecting to print just ONE letter. What you do is to create all of the individual letters that you want to print as separate letter files so that you can print just one of them if you so desire. Then create a new letter with code like the following....

      
  (Merge NewPur.Txt)
  [NewPage]
  (Merge Council.Txt)
  [NewPage]
  (If [Client Details.Strata Name] NE "")
  (Merge Strata.Txt)
  (endif)
  [NewPage]
  (Merge Water.Txt)

What this will do is print either 3 or 4 letters automatically for the same client. The letter names that are being merged are just other letters already on the system. Note that the Strata letter only gets printed if the property has had a Strata Corporation Name entered into the client details otherwise it is skipped. Note also that some of the brackets are parentheses ( ) and some are square brackets [ ] and it DOES matter which ones you use.


Conditional Printing

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You can also print things conditionally (ie only if a certain thing occurs do you want a particular item to print) such as a notice about water charges which may or may not print at the end of letter. To do this you can just use the IF clause as follows ...


  (If [Client Details.Agent Commission] EQ "")
Do something in here
(Endif)

This says that if the agent commission is blank (ie there isn't any) then print whatever is between the (If...) and the (Endif) lines.

Note, that the (If...) and (EndIf) must be at the start of a line for them to work. You can also check if the commission is not blank by using NE "" instead of EQ ""


Inserting Pictures and/or Logos and/or Signatures

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We have also added a way to add pictures, logos and signatures to letters. Now if you put in the line....

[picture: filename] (was previously [bitmap filename])

then the picture specified by file name will be inserted into the document at that point. So to insert a picture called C:\Windows\Clouds.bmp you would insert the text...

[Picture: C:\Windows\Clouds.Bmp]

Note that capital letters or lower case letters don't matter. The logo file can now be any picture file (unless you're still using WRITE.EXE in which case it MUST be a BITMAP file (eg *.BMP) not a jpg, gif or png file) and you can create your logo using the Windows Paint Program which can be found in START then PROGRAMS then ACCESSORIES then PAINT.

I'd suggest saving the logo file to your C:\RentMstr\Letters or C:\Broker\Letters folder to make it easy to find. Make sure that the name of your picture file is no longer than 8 characters long, has only numbers, letters and/or hyphens in it and is finished with a full stop and BMP. Hence valid letter names are LETRHEAD.BMP, SIGNATUR.BMP (but not SIGNATURE.BMP because it's too long), LOGO.BMP, CO-LOGO.BMP, LOGO-23.BMP (but not LOGO 23.BMP because there is a space in the name).

If you want to change your name and address which normally prints at the top of each letter with a new format including the log then you need to edit the LETRHEAD.STD file which is usually the name of the file which is merged into the top of each letter.

To add a scanned signature into the signing clause then edit SIGNING.STD and add in the signature picture.


Letters - More detailed information

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The letter printing process is actually sending keystrokes to the Write program (or any other Windows Word Processing program) as if you were typing them on the keyboard (except much faster than you could type).

Each key (letter) is represented by one of more characters and to send a single keyboard character, use the character itself. For example, to represent the letter A, use "A". If you want to send a word just use that word.

The plus sign (+), caret (^), percent sign (%), tilde (~), and parentheses () have special meanings to the letter program. To specify one of these characters, enclose it inside braces. For example, to specify the plus sign, use {+}.

Also you can't send square brackets ([]) since these are used to enclose data that you want to merge into the letter from the database. To send brackets characters, use {[} or {]} and to send brace characters, use {{} or {}}.

To specify characters that aren't displayed when you press a key

(such as Enter or Tab)

and keys that represent actions rather than characters, use the codes shown below:

KeyCode KeyCode
Break{BREAK} Caps Lock{CAPSLOCK}
Home{HOME} End{END}
Print Screen{PRTSC} Help{HELP}
Scroll Lock{SCROLLOCK} Tab{TAB}
F1{F1} Alt{Alt}
F2{F2} Ctrl{Ctrl}
F3{F3} Shift{Shift}
F4{F4} Num Lock{NUMLOCK}
F5{F5} Esc{ESCAPE} or {ESC}
F6{F6} Clear{CLEAR}
F7{F7} Enter{ENTER}
F8{F8} Page Up{PGUP}
F9{F9} Page Down{PGDN}
F10{F10} Left Arrow{LEFT}
F11{F11} Right Arrow{RIGHT}
F12{F12} Up Arrow{UP}
F13{F13} Down Arrow{DOWN}
F14{F14} Backspace{BACKSPACE} or {BS} or {BKSP}
F15{F15} Del{DELETE} or {DEL}
F16{F16} Ins{INSERT}

To specify keys combined with any combination of

Shift, Ctrl, and Alt keys,

precede the regular key code with one or more of the following codes: {Shift}, {Ctrl} or {Alt}.

To simplify your typing you can also use

the + key instead of {Shift},

the ~ key instead of {Ctrl} or

the % character instead of {Alt}.

To specify that Shift, Ctrl, and/or Alt

should be held down while several other keys are pressed, enclose the keys' code in parentheses.

For example, to have the Shift key held down while E and C are pressed,

use "{Shift}(EC)" or "+EC".

To have Shift held down while E is pressed,

followed by C being pressed without Shift,

use "{Shift}EC or "+EC".

To specify repeating keys, use the form {key number}; you must put a space between the key and number.

For example, {LEFT 42} means use the Left Arrow key 42 times and

{h 10} means print h 10 times.