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Mail Merge

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    #1

    Mail Merge

    Hello Experts.... There are probably lots of ways of doing this, but I don't know what's the best, as I am still new to Alpha 5. I am using Version 9 Platinum on a desktop application. In my Client file, I hold two addresses for each client, and in my agreements file I hold a T/F flag to say whether to use address 1 or address 2 for the particular agreement. Each client has multiple agreements. I use a set to create the data for a mail merge to Word, producing letters which include data from the Agreement table, and the name and relevant address which are held in the Client table.

    How do I set which address is to be 'sent to Word' as part of the mail merge? I know I could hold the relevant address for each agreement in the agreement file, but it seems unnecessary duplication of data. Any advice wouyld be greatly appreciated (bear in mind I am not very expert at code yet)
    Tags: None
    #2
    Re: Mail Merge

    Hi Gerard,

    When you select Word to do MailMerge, you have the choice of Current record only or All Records in current query.

    If you want to use an address conditionally, I would recommend using a letter rather than Word.

    You are right not to want to enter the address twice, and you dont need any real code to set the filter for the conditional object.

    If you would like some help with this, post a sample app with dummy data.
    Regards
    Keith Hubert
    Alpha Guild Member
    London.
    KHDB Management Systems
    Skype = keith.hubert


    For your day-to-day Needs, you Need an Alpha Database!

    Comment

      #3
      Re: Mail Merge

      Hello Keith,

      Thanks for the advice. I did originally plan to use the letters feature in A5 for all the letters & documents, but I ran into formatting problems. One letter is actually a contract, which runs to 7 pages, with multiple levels of indent, complicated numbering etc. Most of the other letters are about 3 pages long, and need headers and footers etc (I use blank paper and so have to print letterheadings etc) I just couldn't get the documents to print out accurately in A5, so reverted to using Word via Mail Merge from A5. I don't think there is enough formatting control in A5 letters for what I'm trying to do, and as they are legal documents, they have to be correct.

      I think I may have to double up on templates, having different templates where an alternate address is required. I only need to produce letters for one record at a time, so it should be manageable

      Thanks again, Gerry

      Comment

        #4
        Re: Mail Merge

        Hey Gerry,

        Attached is a sample database which, I hope, illustrates your situation.

        The tblClients table as 2 email addresses.
        The tblAgreements table as a T/F flag... If T the Eaddr1 from tblClients is used... if F the Eaddr2 from tblClients is used
        Also in the tblAgreements table is a field called Emailaddr

        The problem is that I believe you're going to have to store the email address in the tblAgreements table. From what I can see with A5 and Word Mail Merge you need real fields. I tried a Calculated field - which would have been perfect, but the field does not show up in the list of fields in Word. I'm not sure if it should or not... maybe someone else here could confirm that.

        I put an event on the UseAddr1 (T/F) field that checks for the value and writes the proper email address into the Emailaddr field.

        I know it's not quite what you wanted to do. I can't see how to get access to the tblClients email address for a Word Mail Merge.

        I'd prefer to do this over having a couple of templates - this is easier to manage. Hope that helps.

        Comment

          #5
          Re: Mail Merge

          Hi David,

          Thankyou for the sample - yes it does help. I can't believe how helpful you guys are..... it's fantastic. I will experiment a little, and see if I can utilise that method.

          Many thanks

          Gerry

          Comment

            #6
            Re: Mail Merge

            Still being new to A5 having these challenges to work through really helps in my learning the system. This time around I learned that only real fields make it through to the Word Merge system. However, very happy to find calculated values - and they can be used on layouts.

            I also tried a conditional lookup on the set - trying to get to the Eaddr1 and Eaddr2 in tblClients based on the T/F value in tblAgreements - I couldn't get that to work - that would have been a bit easier - both to do and to understand.

            I also love samples or really detailed explanations - they really help - and if they don't solve the problem directly they almost always lead to a solution.

            Comment

              #7
              Re: Mail Merge

              If a merge cannot be executed with real field(s) in Alpha directly related to the Word merge field(s), I find the best (only?) approach is to use Xbasic to create a text file containing the required data and merge it with Word.
              This same approach is best when mail-merging to Word from a set.
              Garry

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