SMARTMAILER For VMS (V00172)
Smart Mailer
User's Guide
March 1985
OPERATING SYSTEM AND VERSION: RSTS Version 7.2 or later
Micro/RSTS 1.0 or later
VMS Version 3.5 or later
SOFTWARE VERSION: Smart Mailer Y1.1
digital equipment corporation . maynard, massachusetts
First Printing, May 1983
Revised, March 1985
Printed in U.S.A.
The following are trademarks of Digital Equipment Corporation:
DEC DIBOL RSX
DECalc MASSBUS UNIBUS
DECmate PDP VAX
DECsystem-10 P/OS VMS
DECSYSTEM-20 Professional VT
Encompass Rainbow Work Processor
DECwriter RSTS digital (logo)
CONTENTS
Page
CHAPTER 1 Introduction
1.1 Overview of Smart Mailer Functionality . . . . . . . 1-1
1.2 Overview of Smart Mailer Structure . . . . . . . . . 1-3
1.2.1 File Structure . . . . . . . . . . . . . . . . . . 1-3
1.2.2 Program Structure . . . . . . . . . . . . . . . . 1-4
1.3 Getting Help . . . . . . . . . . . . . . . . . . . . 1-5
1.4 General Guidelines . . . . . . . . . . . . . . . . . 1-5
1.4.1 Data Entry Conventions . . . . . . . . . . . . . . 1-5
1.4.2 Choosing an Output Device . . . . . . . . . . . . 1-7
1.4.3 Structure of the Menus . . . . . . . . . . . . . . 1-9
1.5 Getting Started . . . . . . . . . . . . . . . . . 1-11
1.5.1 Logging On/Off the Computer . . . . . . . . . . 1-11
1.5.2 Starting Smart Mailer . . . . . . . . . . . . . 1-11
1.5.3 Choosing a Mailing List . . . . . . . . . . . . 1-13
1.5.4 Main Menu . . . . . . . . . . . . . . . . . . . 1-14
1.5.5 Transferring to Another Mailing List . . . . . . 1-15
CHAPTER 2 Creating a New Mailing List
2.1 Mailing List Parameters . . . . . . . . . . . . . . 2-2
2.2 Mailing List Categories . . . . . . . . . . . . . . 2-6
2.3 Walk Through . . . . . . . . . . . . . . . . . . . . 2-9
CHAPTER 3 Updating Mailing List Addresses
3.1 Explanation of Address Fields . . . . . . . . . . . 3-2
3.2 Walk Through . . . . . . . . . . . . . . . . . . . . 3-6
3.2.1 Adding an Address . . . . . . . . . . . . . . . . 3-7
3.2.2 Changing an Address . . . . . . . . . . . . . . 3-12
3.2.3 Displaying an Address . . . . . . . . . . . . . 3-18
3.2.4 Removing an Address . . . . . . . . . . . . . . 3-19
CHAPTER 4 Sublist Definition
4.1 Sublist Definition Format . . . . . . . . . . . . . 4-2
4.2 Walk Through . . . . . . . . . . . . . . . . . . . . 4-5
4.2.1 Creating a Sublist Definition . . . . . . . . . . 4-6
4.2.2 Updating a Sublist Definition . . . . . . . . . 4-11
4.2.3 Printing a Sublist Definition . . . . . . . . . 4-14
4.2.4 Displaying a Sublist Definition . . . . . . . . 4-15
4.2.5 Removing a Sublist Definition . . . . . . . . . 4-16
4.2.6 Show All Sublist Definitions . . . . . . . . . . 4-18
iii
CONTENTS
CHAPTER 5 Displaying a Mailing List or Sublist
5.1 Walk Through . . . . . . . . . . . . . . . . . . . . 5-2
CHAPTER 6 Printing a Mailing List or Sublist
6.1 Sorting a Mailing List . . . . . . . . . . . . . . . 6-2
6.2 Walk Through . . . . . . . . . . . . . . . . . . . . 6-3
CHAPTER 7 Creating a List Document File
7.1 Walk Through . . . . . . . . . . . . . . . . . . . . 7-2
CHAPTER 8 Category Definitions
8.1 Walk Through . . . . . . . . . . . . . . . . . . . . 8-2
8.1.1 Updating a Category Definition . . . . . . . . . . 8-4
8.1.2 Printing a Category Definition . . . . . . . . . . 8-7
8.1.3 Displaying a Category Definition . . . . . . . . . 8-9
CHAPTER 9 Report Mailing (Sub)list Statistics
9.1 Walk Through . . . . . . . . . . . . . . . . . . . . 9-1
CHAPTER 10 Advanced Topics
10.1 PRESORTing Addresses . . . . . . . . . . . . . . . 10-1
10.1.1 PRESORT Rules . . . . . . . . . . . . . . . . . 10-1
10.1.2 PRESORT Statistics . . . . . . . . . . . . . . . 10-3
10.1.3 PRESORT References . . . . . . . . . . . . . . . 10-7
10.1.4 Use of Non-First Class Mail PRESORT . . . . . . 10-7
10.2 Sublist Definitions . . . . . . . . . . . . . . . 10-8
10.3 Printing Labels . . . . . . . . . . . . . . . . . 10-11
10.3.1 Label Parameters . . . . . . . . . . . . . . . . 10-13
10.3.2 Lining Up Labels . . . . . . . . . . . . . . . . 10-17
10.4 Creative Uses of the Smart Mailer System . . . . . 10-18
10.4.1 Types of Information . . . . . . . . . . . . . . 10-18
10.4.2 Types of Forms . . . . . . . . . . . . . . . . . 10-19
GLOSSARY
INDEX
iv
CONTENTS
FIGURES
1-1 Output Device Menu . . . . . . . . . . . . . . . . . 1-8
1-2 Screen Dialog Flow . . . . . . . . . . . . . . . . 1-10
1-3 Smart Mailer Introduction Screen . . . . . . . . . 1-12
1-4 Enter Mailing List Name Screen . . . . . . . . . . 1-13
1-5 Main Menu . . . . . . . . . . . . . . . . . . . . 1-14
2-1 Enter Mailing List Name Screen . . . . . . . . . . . 2-9
2-2 Confirming Mailing List Name . . . . . . . . . . . 2-10
2-3 Mailing List Parameter Screen . . . . . . . . . . 2-10
2-4 Category Initialization Screen . . . . . . . . . . 2-12
3-1 Update Menu . . . . . . . . . . . . . . . . . . . . 3-6
3-2 Add an Address Screen . . . . . . . . . . . . . . . 3-7
3-3 Specify an Address ID Screen . . . . . . . . . . . 3-12
3-4 Change an Address Screen . . . . . . . . . . . . . 3-14
3-5 Display an Address Screen . . . . . . . . . . . . 3-18
3-6 Remove an Address Screen . . . . . . . . . . . . . 3-19
4-1 Sublist Definition Menu . . . . . . . . . . . . . . 4-5
4-2 Naming Your Sublist Screen . . . . . . . . . . . . . 4-6
4-3 Sublist Definition Screen . . . . . . . . . . . . . 4-7
4-4 Example - Sublist Definition Update Screen . . . . 4-11
4-5 Example - Sublist Definition Display Screen . . . 4-15
4-6 Example - Sublist Definition Remove Screen . . . . 4-16
4-7 Show All Sublist Definitions Screen . . . . . . . 4-18
5-1 List Selection Menu . . . . . . . . . . . . . . . . 5-2
5-2 Display Sort Menu . . . . . . . . . . . . . . . . . 5-4
5-3 Example - Display of Addresses Sorted by Primary ID 5-5
6-1 List Selection Menu . . . . . . . . . . . . . . . . 6-3
6-2 Print Sort Menu . . . . . . . . . . . . . . . . . . 6-5
6-3 Output Format Menu . . . . . . . . . . . . . . . . . 6-7
6-4 Sample - Short Listing . . . . . . . . . . . . . . . 6-8
6-5 Sample - Full Listing . . . . . . . . . . . . . . . 6-9
6-6 Sample - Label Printing . . . . . . . . . . . . . 6-10
6-7 Output Device Menu . . . . . . . . . . . . . . . . 6-10
6-8 PRESORT Menu . . . . . . . . . . . . . . . . . . . 6-12
6-9 Label Menu . . . . . . . . . . . . . . . . . . . . 6-13
7-1 List Selection Menu . . . . . . . . . . . . . . . . 7-2
7-2 Sort Menu . . . . . . . . . . . . . . . . . . . . . 7-4
7-3 Generating a List Document File Screen . . . . . . . 7-5
8-1 Category Definition Menu . . . . . . . . . . . . . . 8-2
8-2 Category Update Screen . . . . . . . . . . . . . . . 8-4
8-3 Output Device Menu . . . . . . . . . . . . . . . . . 8-7
8-4 Example - Category Definition Display Screen . . . . 8-9
9-1 List Selection Menu . . . . . . . . . . . . . . . . 9-1
9-2 Report Menu . . . . . . . . . . . . . . . . . . . . 9-3
9-3 Example - Total Addresses Report Screen . . . . . . 9-4
9-4 Output Device Menu . . . . . . . . . . . . . . . . . 9-5
10-1 Example - PRESORT Menu . . . . . . . . . . . . . . 10-4
10-2 Sample - PRESORTed Labels . . . . . . . . . . . . 10-6
10-3 Label Menu . . . . . . . . . . . . . . . . . . . . 10-13
10-4 Example - Label Parameters . . . . . . . . . . . . 10-15
v
CONTENTS
TABLES
2-1 Parameter Definitions . . . . . . . . . . . . . . . 2-2
2-2 Category Initialization Type Codes . . . . . . . . . 2-7
3-1 State Abbreviations . . . . . . . . . . . . . . . . 3-5
4-1 List of Comparisons . . . . . . . . . . . . . . . . 4-3
6-1 Sorting Order . . . . . . . . . . . . . . . . . . . 6-2
10-1 Label Format . . . . . . . . . . . . . . . . . . . 10-12
10-2 Label Parameters for Typical Label Sizes . . . . . 10-16
vi
PREFACE
PREFACE
Intended Audience
Intended Audience
_____ ______ ______ _____
The Smart Mailer User's Guide is written for individuals who will use
the system for their everyday use.
Structure of this Document
Structure of this Document
Chapter 1 gives a complete overview of Smart Mailer functionality, file
structure, program structure, data entry conventions, output devices,
structure of menus, logging on to a computer, starting Smart Mailer,
choosing a mailing list, Main Menu, and transferring to another mailing
list.
Chapter 2 explains how to create a new mailing list and describes
mailing list parameters and mailing list categories. A "Walk Through"
is included which describes each screen that is displayed when creating
a new mailing list: Parameters Definitions, and Category
Initialization.
Chapter 3 describes updating an existing mailing list. An explanation
of address fields and a table of valid state abbreviations is included.
A "Walk Through" is included which describes options that are available
from the Update Menu: Adding, Changing/Displaying, and Removing an
Address.
Chapter 4 explains what a sublist definition is and shows the format of
a sublist definition. A "Walk Through" is included which describes
options that are available from the Sublist Definition Menu: Update (or
Create), Print, Display, Remove, and Show All Sublist Definitions.
Chapter 5 describes displaying a mailing list or sublist and the
difference between displaying and printing addresses. A "Walk Through"
is included which explains what options are available from the List
Selection Menu: All Addresses in a Mailing List, Sublist, and Temporary
Sublist.
Chapter 6 describes how to print addresses on a printing device using
paper or labels. This chapter is pretty lengthy because of the many
options available with Smart Mailer.
Chapter 7 explains creating a Word Processor List Document File, which
can be used as a List Document with the List Processing function on a
word processing system.
Chapter 8 explains the options available from the Category Definition
Menu: Update, Print, and Display the Category Definitions.
vii
Chapter 9 describes the new Report option which allows users to print
statistics on mailing lists and sublists.
Chapter 10 covers some advanced material. The chapter covers more
Postal PRESORTing procedures, using complex sublist definitions,
changing label parameters, and suggestions for creative uses of Smart
Mailer.
Conventions Used in this Document
Conventions Used in this Document
Convention Meaning
UPPERCASE WORDS Uppercase words and letters used in examples
AND LETTERS indicate that you should type the word or letter
exactly as shown.
RUN bold
$ RUN All user input in examples is printed as bold
text.
$_File: All output that the system prints or displays is
printed as regular text.
<RETURN> or <SP> A symbol indicates that you press a key on the
terminal keyboard.
<RETURN> is the key labeled RETURN.
<SP> is the space bar.
<CTRL/x> <CTRL/x> indicates that you must hold down the
key labeled CTRL while you press another key.
For example, <CTRL/C>, <CTRL/Y>, or <CTRL/Z>.
In examples, this control key sequence is shown
as ^C, ^Y, or ^Z, because that is how the system
echoes control key sequences.
Unless otherwise noted, all numeric values are represented in decimal
notation.
Unless otherwise specified, you terminate your answers by pressing the
<RETURN> key. This will signal the computer that your answer is
completed.
Associated Documents
Associated Documents
For information on installing Smart Mailer and using the Smart Mailer
____ _____ ______ ______ _________ _____ ___
Utility, refer to the RSTS Smart Mailer System Manager's Guide, or VAX
_____ ______ ______ _________ _____
Smart Mailer System Manager's Guide. For special notes on the current
____ _____ ______ _______ _____
version of Smart Mailer, refer to the RSTS Smart Mailer Release Notes,
___ _____ ______ _______ _____
or VAX Smart Mailer Release Notes. For information on your particular
operating system, refer to your operating system documentation.
viii
Chapter 1
Introduction
Welcome to Smart Mailer!
Welcome to Smart Mailer!
1.1 Overview of Smart Mailer Functionality
Smart Mailer is a software application tool that enables you to maintain
mailing lists and generate address labels. Its features include:
User Interface
User Interface
There is an easy menu-driven user interaction.
There is extensive on-line help text, where the help is geared to the
particular situation.
Smart Mailer has easy movement between menus and functions.
Most questions have default (suggested) answers.
The system can be customized to meet your requirements.
Mailing List Maintenance
Mailing List Maintenance
Smart Mailer has the ability to maintain one or more independent mailing
lists that can be accessed by everyone or restricted to personal use.
Mailing List entries can include name, 3 address lines, city/town,
state/country, zip code, a counter, a comment, two separate identifiers,
and up to 6 separate categories of related information.
Introduction
Introduction Page 1-2
Address Selection
Address Selection
Addresses may be extracted from a master list which meet user-defined
requirements.
The list of requirements can be labeled and stored with each related
mailing list.
The addresses may be sorted by any of the address fields.
A special sorting may be requested to take advantage of U.S. Postal
Presorting discount postal rates.
Major Functions
Major Functions
Update
The mailing lists can be created and maintained by adding,
removing and changing individual addresses.
Display
The addresses, category definitions, and sublist definitions can
all be displayed on the video screen.
Listings
The addresses, category definitions, and sublist definitions can
all be printed on any printing device.
Labels
The addresses can be printed on a wide variety of label sizes
and types; multiple labels across a page; with test printing and
special messages on each label as options.
List Processing interface
Smart Mailer can generate a List Document file for use with
Digital word processors to produce personalized letters.
Introduction
Introduction Page 1-3
1.2 Overview of Smart Mailer Structure
This section describes the structure of the Smart Mailer files. It also
describes the two programs that make up Smart Mailer - the Smart Mailer
program itself, and the Smart Mailer Utility.
1.2.1 File Structure
There are three different types of files associated with the Smart
Mailer system. The first two are referred to as the Screen File and the
Parameter File. The last, and most important is the Mailing List File.
The typical user will only need to deal with the Mailing List Files.
The other two files are only of a concern to the System Manager when
installing or modifying the Smart Mailer system.
System Screen File
The System Screen File contains most of the information displayed to the
user on the terminal video screen, including the help messages. There
is only one Screen File that is used by all Smart Mailer users. This
file is created when the Smart Mailer system is installed, and then left
alone.
System Parameter File
The System Parameter File contains information that is unique to your
computer system. For example, the number and type of printers that are
connected to your computer system are listed in the System Parameter
File. These printers are used by Smart Mailer users to print labels and
listings. In this way, Smart Mailer uses the System Parameter File to
satisfy your particular requirements. Like the Screen File, there is
only one System Parameter File which is used by all Smart Mailer users.
It is created when Smart Mailer is installed. Whenever the situation
changes (such as a new printer being attached), the System Parameter
File may be changed to reflect the new information.
Mailing List File
A Mailing List File contains names, addresses and related information.
There may be one Mailing List File, or there may be many Mailing List
Files. For example, every user can have their own separate Mailing List
File, or as another example, there can be only two files - one file for
customers and one file for suppliers. Depending on how each Mailing
List File is set up, users can be allowed or restricted from accessing
each others files. For example, the System Manager can set up a common
Mailing List File so that it can be accessed by anyone.
There are three kinds of information stored in each Mailing List File.
The first type of information is the Mailing List Parameters. These
differ from the System Parameters in that they relate only to the
specific Mailing List where they are stored. For example, one Mailing
List Parameter specifies how each address is to be identified. Users
can identify each address with a user-specified identification tag, such
as social security number, or Smart Mailer itself can assign a unique
number to the address. These parameters are defined only once for each
Mailing List File, when the Mailing List File is created. These Mailing
List Parameters are described in detail in Chapter 2.
Introduction
Introduction Page 1-4
The second type of information stored in a Mailing List File is the
definition of any associated sublists. Each Mailing List File is
considered a 'master' list from which the user can extract or select out
certain addresses to form a 'sublist'. These sublists are not stored
separately; they are always extracted from the entire Mailing List when
they are needed. The information on how the addresses are chosen for
each sublist is stored within each Mailing List File. For example, a
sublist might be defined as 'all students majoring in Chemistry'. This
definition can be stored with a college's Mailing List File and the
addresses matching the definition extracted when needed. There may be
no sublist definitions for any given Mailing List File, or there may be
many sublist definitions. The topic of sublist definitions is described
in Chapter 4 - Sublist Definition.
The third and most important type of information stored in a Mailing
List File is the names, addresses and related information. For each
name, the Mailing List stores the address information (address lines,
city, state, zip), category information, a counter and any remarks.
Category information is related information such as class, major and
financial aid status (for students), or last purchase date, and credit
limit (for customers). The labels of these categories (such as major)
are stored with the Mailing List Parameters. The particular information
for each name (such as Chemistry) is stored with the name and address
information.
1.2.2 Program Structure
There are two programs associated with the Smart Mailer system. One is
Smart Mailer itself. The other is the Smart Mailer Utility. The
typical user will only use Smart Mailer. The Smart Mailer Utility will
normally be used by the System Manager.
The Smart Mailer program forms the heart of the system. It is the
software program which maintains the names and addresses, and prints
them out on labels. The rest of this User's Guide describes the use of
Smart Mailer.
Smart Mailer Utility
The Smart Mailer Utility is used by the System Manager to modify the
System Parameter File, to create Mailing List Files, and to compress and
extend Mailing List Files. The System Manager's Guide describes the
Smart Mailer Utility in detail.
Introduction
Introduction Page 1-5
1.3 Getting Help
?
Whenever you want help in using Smart Mailer, simply type ? and press
<RETURN>
<RETURN>. Smart Mailer will then display help information for that
particular part of Smart Mailer. Depending on the point at which you
?
type ?, Smart Mailer either shows you a single help message line, or one
?
or more full screens of help information. For example, if you type ?
to the first field name when adding an address to your Mailing List,
Smart Mailer shows you information on what each address field means. If
?
you type ? at any other field name in that same screen, Smart Mailer
shows you a single line message describing that particular field name.
In general, the help text gives you information on what the prompt or
question means, what answers are acceptable (e.g., only S, F or L), or
what range of answers are acceptable (e.g., between 1 and 10 labels
across a page), and/or what the implications of each answer are.
1.4 General Guidelines
This section gives information on general guidelines to follow when
using the Smart Mailer system. The first part describes how to respond
to Smart Mailer prompts and how to move between menus. The next part
describes how to choose an output device for listings or labels. The
last part describes the organization and structure of the Smart Mailer
menus. These menus provide the user with options from which to choose
Smart Mailer functions.
1.4.1 Data Entry Conventions
The Smart Mailer system interacts with you by a set of menu and
'fill-in-the-blank' screens. In the case of the menu screens, Smart
Mailer presents you with a list of choices. Smart Mailer then positions
the cursor to the right of the prompt "Select option:". You may select
one of the choices by typing the letter corresponding to the desired
function, and then press <RETURN>. In most cases, a default answer is
already provided and displayed at the cursor position. This default
answer represents the most common choice and is intended to make the
system easier to use. To accept the default answer, simply press
<RETURN>.
Introduction
Introduction Page 1-6
In the case where you are providing a set of information to Smart
Mailer, the system displays a 'fill-in-the-blank' screen. This is a
display where there are a set of field names followed by spaces for the
answers. For example, when prompting you for address information, Smart
Mailer will show you a screen with the field names such as "Name" and
"Address line", followed by spaces for your answers. Smart Mailer will
position the cursor to the field name that is to be filled in, and show
you how long the answer can be (how many characters) by a series of
underscores. As with any entry, after typing in the answer, press
<RETURN>. If there is no information (e.g., no zip code), just press
<RETURN> to go to the next field name.
Whenever appropriate, Smart Mailer will offer a default (suggested)
answer. To accept the default answer, simply press <RETURN>. To change
a default answer, simply type over it with the correct information and
press <RETURN>. To eliminate a default answer (change it to blank),
simply press the space bar once, then press <RETURN>. In other words,
typing any character in place of a default answer will overwrite the
entire default answer. The one exception to this general rule is a date
answer. The default for a date field is today's date. If you type just
the day (e.g., 15), then Smart Mailer will automatically fill in today's
month and year. Or if you type in the day and the month (e.g., 15-OCT),
then Smart Mailer will fill in today's year. This is intended to reduce
the amount of typing and make the system easier to use.
Smart Mailer is designed with certain conventions. One convention is
that to continue on within the system, you usually press <RETURN>. For
example, when shown a list of label parameters (label height, width,
etc.), you have the option of changing any of them. If they do not need
to be changed, or when you are done, you simply press <RETURN>, and
Smart Mailer continues on to the next step. Another convention is that
END
typing END usually moves you back to the previous screen, or completes
END
what you are doing. For example, typing END at the Main Menu puts you
out of Smart Mailer. (Note that pressing <CTRL/Z>, that is, typing 'Z'
END
while holding down the key labeled CTRL, is the same as typing END).
Another convention is the use of <CTRL/C>. If you press <CTRL/C>, Smart
Mailer aborts whatever function it is currently in. For example, if you
are at a menu, Smart Mailer terminates the session. This <CTRL/C> key
should ONLY be used as a PANIC BUTTON and not on a regular basis. You
may lose whatever you were doing. For example, if you are adding an
address, that address may be lost.
Introduction
Introduction Page 1-7
1.4.2 Choosing an Output Device
Whenever you request output from Smart Mailer, it offers you a choice of
where to send the output, that is, a choice of which device to print the
information on. Smart Mailer presents you with your choices by using a
menu. The first choice in the menu is always the option of having Smart
Mailer send the information to a file. If you choose this option, Smart
Mailer then asks you to specify the name of the file. Unless you
specify otherwise, the file will be put in your account. If you send
information to a disk file, you can later use operating system commands
to print the information wherever you want (e.g., for the RSTS operating
QUE LP0:=filename
system type, QUE LP0:=filename, or for the VAX/VMS operating system
PRINT filename
type, PRINT filename). You should delete the file when you are finished
PIP filename/DE
with it (e.g., for the RSTS operating system type, PIP filename/DE, or
DEL filename
for the VAX/VMS operating system type, DEL filename).
The other options available from this printer device menu will be
different for each installation. For example, a large company may have
5 different printing devices (e.g., two regular printers, a Letter
Quality Printer, and two hardcopy terminals), but a small company might
have only one printer. The System Manager responsible for Smart Mailer
will have set up this information during installation of the Smart
Mailer system (and may update it periodically), so the choices offered
to you reflect the printers that are at your site.
In general, there are two different ways of sending information to
different printing devices. You can either send the information to a
printer directly, or you can send the information to the operating
system, which will send it to the printer when the printer is ready.
Following the instructions of the System Manager, Smart Mailer may send
the information directly to the printer. If this is the case, then
depending on the amount of information and the speed of the printer, the
printing may take a long time to complete. You see the results being
printed out immediately, but you can not do anything else at your
terminal until Smart Mailer is finished producing the printout.
The other case is where Smart Mailer lets the operating system handle
the printing (in the background). If the System Manager has set up the
printer so that information can be queued, then Smart Mailer creates a
temporary file, puts the information in the file, then sends it to the
operating system with instructions to print it when the printer is
available, and to erase it when the printing is done. This means that
it may take longer to get your printout if there are other files in the
queue to be printed before yours, but the printing does not tie up your
terminal. (Also, printers that are set up for a queue are usually
faster printers than those that are not). Once Smart Mailer has created
the temporary file with the information, then you can terminate Smart
Mailer, or continue on with another Smart Mailer function.
Introduction
Introduction Page 1-8
When you choose a printer, Smart Mailer tells you what type of printing
will be done. If it gives you a message that the information will be
'sent to' the device, then it will print it directly. If it says that
the information will be 'queued to' the device, then it will send it to
the operating system to be printed. In both cases, there will be a
message shown such as, "generating labels... please wait". You must
wait until Smart Mailer indicates it is ready for more instructions
before going on to anything else. DO NOT turn the terminal off, or try
to log off.
Figure 1-1 is an example of the Output Device Menu.
------------------------------------------------------------------------
Output Device Menu
D = Disk file output:
1 = Main Printer
END = Return to the previous menu
Select option:
------------------------------------------------------------------------
Figure 1-1: Output Device Menu
Figure 1-1: Output Device Menu
Introduction
Introduction Page 1-9
1.4.3 Structure of the Menus
When you start the Smart Mailer system, it displays an Introductory
Screen that introduces Smart Mailer and asks you if you want help. If
you ask for help, then Smart Mailer shows you one or more screen
displays with help information.
The next screen asks you which Mailing List you want to work with. If
you ask for a new Mailing List, Smart Mailer leads you through a set of
menu screens which ask questions relative to creating a new Mailing List
END
File. If you make a mistake, simply type END to go back to the Mailing
List name question. If you ask for an existing Mailing List, then Smart
Mailer shows you the Main Menu.
Since the default file type of a Mailing List File is .MLF, you can
refresh your memory of what Mailing List Files you already have by
listing all files with the .MLF file type. This can easily be done
using the RSTS or VAX/VMS operating system command 'DIR *.MLF' before
starting Smart Mailer. This procedure assumes that you have used the
convention of naming your Mailing List files with a file type of .MLF
(this is recommended).
The Main Menu shows you all the major functions that Smart Mailer can
perform. When you choose a function, Smart Mailer will lead you through
the set of questions necessary to perform that function. Then it will
generally return to the Main Menu. One exception is when you are
adding, changing or removing an address. In that case, Smart Mailer
assumes that you want to continue that same operation and prompts you
for more. In that way, you can add a series of addresses without having
to choose 'Update the Mailing List', then 'Add an Address' from the
menus for each address.
Figure 1-2 shows the organization of the menu screens.
Introduction
Introduction Page 1-10
INTRODUCTION
|
MAILING
LIST
NAME
|
---------------------------------------------------|
| NEW MAILING LIST |
| MAIN
DEFINE MENU
PARAMETERS |
| ---------------------------------------------------------------------------------------------------
INITIALIZE | | | | | | | |
CATEGORIES UPDATE | CATEGORIES SUBLIST LIST DOCUMENT DISPLAY PRINT REPORT
| | |----->| |---->| | | | |
MAIN | | CATEGORY | SUBLIST WHICH WHICH WHICH WHICH
MENU | | MENU | MENU SUBLIST? SUBLIST? SUBLIST? SUBLIST?
| | D,P | | S | | | | |
| |------| U |-----| SORT SORT PRINT SORT REPORT
| | CATEGORY | SUBLIST MENU MENU ----MENU MENU
| | UPDATE | NAME? | | | | |
| |------| | | LIST DOCUMET MAIN | | OUTPUT DEVICE
| |D,P,R| MENU MENU OUTPUT | MENU
| |-----| | FORMAT | |
| | | U MAIN MENU | MAIN
| | SUBLIST MENU | | PRESORT MENU
UPDATE | DEFINITION | |
MENU |-----| | |
| | |
|------------|--------------|--------------| OUTPUT DEVICE
| A |--->| C |--->| D |--->| R |-------MENU--------|
|---->| | | | | | | | | |
| ADD | WHICH | WHICH | WHICH LIST | | LABEL | PRESORT
| ADDRESS | ADDRESS? | ADDRESS? | ADDRESS? | | |
| | | | | | | | | | PRESORT
|-----| | CHANGE | DISPLAY | REMOVE | | MENU
| ADDRESS | ADDRESS | ADDRESS | LABEL |
|----| |----| |----| | MENU---------|
| |
| MAIN
|------MENU
Figure 1-2: Screen Dialog Flow
Figure 1-2: Screen Dialog Flow
Introduction
Introduction Page 1-11
1.5 Getting Started
Depending on the version of your operating system, the following logging
on/off examples may be different on your computer. Refer to your
operating system documentation for more information on login procedures.
1.5.1 Logging On/Off the Computer
RSTS or Micro/RSTS
RSTS or Micro/RSTS
HELLO <RETURN>
To log in on RSTS, type HELLO <RETURN>.
Continue by typing your User ID <RETURN> and the Password <RETURN>.
User ID is also known as an account number ([nnn,ppp]). For security
reasons, the password does not echo (i.e., you can not see what you
type). The operating system verifies the information and begins the
session.
BYE/F <RETURN>
To log off the RSTS system, type BYE/F <RETURN>.
VAX
VAX
<RETURN>
To log in on VAX, press <RETURN>.
Continue by typing your User ID <RETURN> and the Password <RETURN>. For
security reasons, the password does not echo (i.e., you can not see what
you type). The operating system verifies the information and begins the
session.
LOG <RETURN>
To log off the VAX system, type LOG <RETURN>.
1.5.2 Starting Smart Mailer
RSTS or Micro/RSTS
RSTS or Micro/RSTS
You can start Smart Mailer by typing SMAIL <RETURN> (if your System
Manager has installed the SMAIL CCL). Otherwise, you can run SMAIL from
the appropriate account by typing:
RUN [nnn,ppp]SMAIL <RETURN>
RUN [nnn,ppp]SMAIL <RETURN>
Where: nnn,ppp is the Smart Mailer account.
VAX
VAX
SMAIL <RETURN>
You can start Smart Mailer on the VAX system by typing SMAIL <RETURN>.
After you have started Smart Mailer, the system displays the title
screen and asks if you want instructions on how to use Smart Mailer.
Refer to Figure 1-3 for a display of this screen.
Introduction
Introduction Page 1-12
------------------------------------------------------------------------
Smart Mailer
Version Y1.1
Copyright 1983
by Digital Equipment Corporation
Do you want instructions on how to use Smart Mailer?
Type Y for Yes, or N for No, then press the RETURN key.
------------------------------------------------------------------------
Figure 1-3: Smart Mailer Introduction Screen
Figure 1-3: Smart Mailer Introduction Screen
Y
Type Y for instructions on how to use Smart Mailer.
The instruction screens explain some of the terms used by Smart Mailer
and by this book. In addition, the instruction screens outline some of
the special keys available to you during your Smart Mailer session.
<RETURN>
After you are familiar with the introductory material, press <RETURN> to
go to the next screen, which will ask you to choose a Mailing List.
END
To terminate Smart Mailer, type END at the Main Menu. Smart Mailer
returns you to the monitor level where the operating system displays the
system prompt (for example, READY or $).
Introduction
Introduction Page 1-13
1.5.3 Choosing a Mailing List
After you start Smart Mailer you will have to specify the name of the
mailing list you would like to create or update. Refer to Figure 1-4
for a display of the screen.
------------------------------------------------------------------------
Type the name of the mailing list you want to create or update
(The maximum number of characters in a name is nine).
You may also type an entire file specification instead of just
a mailing list name. Type '?' for help.
Type the name of the mailing list:
------------------------------------------------------------------------
Figure 1-4: Enter Mailing List Name Screen
Figure 1-4: Enter Mailing List Name Screen
If you specify a mailing list that exists, Smart Mailer displays the
Main Menu and you may choose any option from that menu. If you specify
a mailing list that does not exist, Smart Mailer displays the following
messages:
That mailing list does not exist.
Please press RETURN to create a new list with that name,
or type END to choose another mailing list name:
<RETURN>
If you press <RETURN>, Smart Mailer will create a new mailing list with
END
the name specified. If you type END, Smart Mailer displays the Enter
Mailing List Name screen and you may type the name of an existing
mailing list.
Refer to Chapter 2 for instructions on how to create a new Mailing List.
Introduction
Introduction Page 1-14
1.5.4 Main Menu
The Main Menu shows you all the major functions that Smart Mailer can
perform. When you choose a function, Smart Mailer will lead you through
the set of questions necessary to perform that function. Then it will
return to the Main Menu.
------------------------------------------------------------------------
Smart Mailer Main Menu
U = Update (or display) an address
S = Sublist Definitions - update, print, display
D = Display a Mailing (Sub)List on the screen
P = Print a Mailing (Sub)List, paper or labels
W = Word Processing List Document creation
C = Category Definitions - update, print, display
T = Transfer to use another Mailing List
R = Report Mailing Sub(list) Statistics
END Finished using Smart Mailer
Select option:
------------------------------------------------------------------------
Figure 1-5: Main Menu
Figure 1-5: Main Menu
Introduction
Introduction Page 1-15
1.5.5 Transferring to Another Mailing List
The Transfer option enables you to work on another mailing list without
reentering Smart Mailer. When you select this option from the Main
Menu, Smart Mailer displays the Enter Mailing List Name screen (refer to
Figure 1-4 for a display of this screen). Once you type the name of the
mailing list, you will be using that new mailing list until you go back
to the Main Menu and select another mailing list. This option does NOT
allow you to transfer names or addresses from another mailing list.
T
To transfer to another mailing list, type T at the "Select option:"
prompt of the Main Menu. If you specify another mailing list that
exists, Smart Mailer will display the Main Menu and you may choose any
option from that menu. If you specify another mailing list that does
not exist, Smart Mailer displays the following messages:
That mailing list does not exist.
Please press RETURN to create a new list with that name,
or type END to choose another mailing list name:
<RETURN>
If you press <RETURN>, Smart Mailer will create a new mailing list with
END
the name specified. If you type END, Smart Mailer displays the Enter
Mailing List Name screen and you may type the name of an existing
mailing list.
Refer to Chapter 2 for instructions on how to create a new mailing list.
Chapter 2
Creating a New Mailing List
There are two ways to create a Mailing List File to contain mailing list
addresses. The easiest way is to give Smart Mailer the name of a file
that does not already exist. Smart Mailer will then automatically go
through the procedure of creating a new file. (It will first ask you to
confirm this action). This method of creating Mailing List Files should
be reserved for trying out Smart Mailer, or for small mailing lists.
The other way of creating a Mailing List File is to use the Smart Mailer
Utility. This is the preferred method because it is more flexible, and
generates a file that stores information more efficiently. For example,
the Smart Mailer Utility can create a file that is almost any size,
where Smart Mailer always creates a file that is the same size. Both
methods create files with the same format. The Smart Mailer Utility can
also extend and compress any existing Mailing List File. Refer to the
____ _____ ______ ______ _________ _____ ___ _____ ______ ______
RSTS Smart Mailer System Manager's Guide or VAX Smart Mailer System
_________ _____
Manager's Guide for a full description of the Smart Mailer Utility.
This chapter describes how to create a new Mailing List File using Smart
Mailer. By following the procedure outlined in this chapter you can
initialize a file to contain the addresses in the mailing list. You
initialize a Mailing List File by defining the kind of information you
want to store. This information includes such things as the definition
of categories you want to keep for each address, and whether you want
address fields to default to the previous address's information. When
you are done telling Smart Mailer how to set up the file, Smart Mailer
initializes the file and then displays a message that the file is
created.
Once your Mailing List File is ready you can add addresses to it by
following the directions given in the next chapter on "Updating Mailing
List Addresses".
Creating a New Mailing List
Creating a New Mailing List Page 2-2
2.1 Mailing List Parameters
By using Mailing List Parameters you can customize each mailing list
enabling you to sort, retrieve, and store address information to your
specifications. Unlike System Parameters which are stored separately
and apply to everyone using Smart Mailer, Mailing List Parameters are
unique to each Mailing List File. You can accept the parameter values
shown or you can change any or all of them.
Table 2-1 shows the parameter definitions. A description of each
parameter follows Table 2-1.
Table 2-1: Parameter Definitions
Table 2-1: Parameter Definitions
Parameter Possible Responses
1. System generated Primary ID 1 (Consecutive Numbers)
2 (Address Hash)
3 (User Defined)
2. System generated Alternate ID Y (yes), N (no)
3. Alternate ID Character Mix 0-10, 0-10
Last Name, First Name Sum must equal 10
4. Use Last Address as Default Y (yes), N (no)
For Next Address
5. Validate state and zip codes: Y (yes), N (no)
Parameter Definitions
Parameter Definitions
Primary ID
Primary ID
Smart Mailer uses the Primary ID to store and retrieve address
information. By answering 1 to the Primary ID prompt, Smart
Mailer specifies this ID automatically when adding addresses to
the Mailing List (it numbers addresses sequentially). If the
Primary ID is defined as type 1, users cannot change it.
Because the Primary ID must be unique for each address, if you
choose to specify User-defined Primary ID (3), take care to
choose a unique numbering scheme; Social Security Number, for
example. Smart Mailer does a search of existing Primary ID's to
ensure that any new ID added is not already there. If the
Primary ID is defined as type 2 or 3, users can change the ID if
it is a duplicate. When the Primary ID field is selected as the
field to change, the system defined value (if applicable) is
displayed as the default.
Creating a New Mailing List
Creating a New Mailing List Page 2-3
A new Primary ID type (2), called a 'system defined address
hash', has been added. The ID type is selected when the mailing
list is created. The 'hashed' Primary ID is generated
automatically each time a record is added, and consists of the
following characters from the mailing list record:
Characters 1-5 First 5 characters of Zip Code.
Zeroes if Zip Code is blank.
Characters 6-7 First 2 characters of last name.
Character 8 4th character of last name or 3rd
character of last name if there is
no 4th character.
Character 9 First character of first name.
Characters 10-16 - taken from the last 2 address lines above the
City, State, and Zip Code.
If address line 3 is blank:
If address line 3 is blank:
Characters 10-12 First 3 characters of address line 1
(except spaces, "The" and ".")
Characters 13-16 First 4 characters of address line 2
(except spaces, "." and ",")
If address line 3 has information:
If address line 3 has information:
Characters 10-12 First 3 characters of address line 2
(except spaces, "The" and ".")
Characters 13-16 First 4 characters of address line 3
(except spaces, "." and ",")
There are several advantages to the new ID type. First, records
are stored in Zip Code order, so selecting and sorting by the
Zip Code is more efficient.
A second advantage is that duplicate records can be detected
before they are added to the file. If a new record has the same
Primary ID as an existing record, Smart Mailer allows the user
to take appropriate action. Users can view the existing record,
if desired, and then choose to replace it, cancel the new
record, or alter the ID of the new record. Another advantage of
the hashed ID is that it is easy to locate addresses that must
be changed.
Creating a New Mailing List
Creating a New Mailing List Page 2-4
Alternate ID
Alternate ID
The system generated Alternate ID is a combination of characters
from the first and last name, specified by your response to the
Character Mix prompt. By answering yes to the system generated
Alternate ID prompt, the system will assign the Alternate ID
automatically. Note that you can override a system generated
Alternate ID when entering an address. If you choose to assign
the Alternate ID yourself, you may choose up to 10 characters
for each address. When the Alternate ID field is selected as
the field to change, the system defined value (if applicable) is
displayed as the default.
Alternate ID Character Mix
Alternate ID Character Mix
The ID mix determines how the system generated Alternate ID is
formed. If, for example, the ID mix is 5 5, Smart Mailer uses
the first five characters from the last and first names for the
ID.
If you are planning to sort on last name, first name, for
example, take care to specify enough letters in each name to
provide the best sort. The default for Alternate ID character
mix is 6 4; or the first six characters of the last name
followed by the first four characters of the first name.
Using two different character mixes:
Name Alternate ID Alternate ID
(Mix 5 5) (Mix 9 1)
Thomas Jones JONESTHOMA JONES T
Theodore Jones Jr. JONESTHEOD JONES T
Thea Joneson JONESTHEA JONESON T
Note that when forming the Alternate ID, Smart Mailer ignores
titles such as Mr. and MD. as long as they end with a period.
This means that initials should be entered as J D Smith (not
J. D. Smith) for the initial of the first name to be used in a
system generated Alternate ID.
For names such as La Croix and St. Hilaire, Smart Mailer
considers the first word as a middle name. Therefore, it is
better to use the convention of either a period with no space
(ST.HILAIRE), upper and lower case (LaCroix), or just no space
(LACROIX), so that the Alternate ID will use the full last name.
Names with hyphens (Fawcett-Maker) and apostrophes (O'Toole) are
acceptable, but may generate Alternate ID's with those
characters (- and ') in them.
Creating a New Mailing List
Creating a New Mailing List Page 2-5
Use Last Address as Default For Next Address
Use Last Address as Default For Next Address
Smart Mailer will prompt for each city, state, and zip code with
the information from the previously entered address. This is a
shortcut for a set of addresses that are similar, or from the
same general area. You can, of course, override the default if
the next address has different information.
If you do not want Smart Mailer to use the last address as a
default for the next address, you will have to type the
information for each city, state, and zip code when you add a
new address.
Validate state and zip codes
Validate state and zip codes
Smart Mailer will check to see if you have entered a valid U.S.
state abbreviation. Refer to Table 3-1 in Chapter 3 for a list
of the valid state abbreviations. Smart Mailer will also check
to see if you have entered the correct form (xxxxx or
xxxxx-xxxx) for U.S. zip codes. It will not check to see if
the zip code matches the state or that the zip code is valid.
If you type an invalid state or zip code, Smart Mailer will
display a warning message.
If you have mostly foreign addresses or non-address information,
you may not want Smart Mailer to warn you of invalid states or
zip codes.
Creating a New Mailing List
Creating a New Mailing List Page 2-6
2.2 Mailing List Categories
Smart Mailer enables you to define six fields for collecting specialized
information called categories. A category is related information that
you want associated with a particular mailing list. The category
information (such as Hire Date) is stored with the name and address
information.
Category labels are a maximum of ten characters and can consist of any
printable character. Sample labels include Occupation, Hire Date,
Salary, etc.
Category type codes describe the kind of information you are collecting
for each category. Refer to Table 2-2 for examples and definitions of
these type codes.
It is not necessary to assign all six categories before you use the
mailing list. Remember, however, that once you do assign categories, if
you change a previously assigned category label or type code, all the
addresses in the list before the change may have inappropriate data.
Likewise, if you add a category after you have added address
information, all the addresses in the list prior to the new category
addition may have no information in the new category field.
You can change, display, or add new category definitions anytime by
using the Category option (C) from the Main Menu. Refer to Chapter 8
for more details on updating, displaying, or printing category
definitions.
You can change, display or add category information for any address by
using the Update Address option (U) from the Main Menu.
Creating a New Mailing List
Creating a New Mailing List Page 2-7
Table 2-2: Category Initialization Type Codes
Table 2-2: Category Initialization Type Codes
Type Code Definition Examples
A Alphanumeric; default type code Plumber
Any combination of printable characters. $32,000.
#317
N Numeric 32000
Numbers only (no $ , - . characters) 230
If you want to assure that the user 5280
types numbers only, assign a numeric 89
type code.
D Date; defaults to today's date 23-JUN-82
You must type all dates in the standard 01-OCT-79
format shown. 02-JAN-00
Use the following month abbreviations:
JAN MAY SEP
FEB JUN OCT
MAR JUL NOV
APR AUG DEC
Y Y (yes) or N (no). If you want to Y, N
assure that the user types a Y or N.
This is used when you have a label such
as Customer? and you want to define
whether he/she is or is not a customer.
C Coded (C). If you specify a category (see the following
field as coded, Smart Mailer treats each examples)
character position independently.
Comparisons are made on a character by
character basis and a wild card character
(such as %) can be used in sublist
definitions. Coded categories allow
the user to pack more information in the
category field, and give the user greater
control over sublist selection.
Creating a New Mailing List
Creating a New Mailing List Page 2-8
Example 1:
Example 1:
The user sends out catalogs 4 times a year but does not send every
catalog to all addresses in the mailing list. A coded category can be
set up (called CATALOGS) to store this information in the following
manner. The first character indicates whether the customer receives the
Spring catalog, the second shows whether the Fall catalog is sent, and
so forth for Winter, and Christmas. So a customer that only gets a
Christmas catalog would have a category value of NNNY (N = no, Y = yes).
A sublist for the Fall catalog mailing would look like:
line 1: CATALOGS is %Y%%
(assuming that % is used as the wild card character - this is set by a
parameter in the Smart Mailer Parameter File).
A sublist of regular customers, who receive all catalogs except for the
Christmas catalog could be extracted by:
line 1: CATALOGS is YYYN
Example 2:
Example 2:
Another way of using the coded characters is to set up a system where S
means Spring, F means Fall, W means Winter, and C means Christmas. Then
a customer with codes SFW gets all catalogs except the Christmas
catalog. And a sublist for sending out the Fall catalog would look
like:
line 1: CATALOGS is F
line 2: or CATALOGS is %F
line 3: or CATALOGS is %%F
line 4: or CATALOGS is %%%F
Example 3:
Example 3:
For a user who manages three magazines, coded categories could be set up
to indicate when the subscriptions expire, and how many renewal notices
have been sent. A customer subscribing to Creative Nest Building,
Popular Skiing, and Purple Thumb might have categories EXPIRES = ABC
(meaning the subscriptions expire in January, February, and March) and
NOTICES = 010 (meaning that the customer has been sent one renewal
notice for Popular Skiing). A sublist of all customers whose
subscription to Purple Thumb expires in April and who have been sent
more than one renewal notice would be:
line 1: EXPIRES is %%D
line 2: and NOTICES above %%1
Creating a New Mailing List
Creating a New Mailing List Page 2-9
2.3 Walk Through
This section describes the flow through Smart Mailer for initializing a
Mailing List File, showing each screen, describing the logical flow, and
explaining any questions, prompts or messages that have not already been
explained in the previous sections.
This section of Smart Mailer assumes that you have already logged onto
the system and read the instruction screen. If you have not done this,
refer to the "Getting Started" section of Chapter 1.
After you have read the instruction screen, Smart Mailer displays the
following screen:
------------------------------------------------------------------------
Type the name of the mailing list you want to create or update.
(The maximum number of characters in a name is nine).
You may also type an entire file specification instead of just
a mailing list name. Type '?' for help.
Type the name of the mailing list:
------------------------------------------------------------------------
Figure 2-1: Enter Mailing List Name Screen
Figure 2-1: Enter Mailing List Name Screen
To create a new Mailing List File, specify the name of a mailing list
that does not already exist. You must press <RETURN> after each
response.
RESUME
For example, to create a mailing list called RESUME, type RESUME. All
examples throughout this manual will be referencing this mailing list.
If you type more than nine characters, Smart Mailer will accept it.
However, it will not use more than six characters for that Mailing List
File name. For example, if you enter ORDERFORM for the name of the
mailing list, Smart Mailer will name that file as "ORDERF.MLF", dropping
off any extra characters. The ".MLF" extension is the default extension
for a Mailing List File name.
If this Mailing List File does not already exist, Smart Mailer assumes
that you want to create a new mailing list, but asks you to confirm this
with the following screen:
Creating a New Mailing List
Creating a New Mailing List Page 2-10
------------------------------------------------------------------------
That mailing list does not exist.
Please press RETURN to create a new list with that name,
or type END to choose another mailing list name:
------------------------------------------------------------------------
Figure 2-2: Confirming Mailing List Name
Figure 2-2: Confirming Mailing List Name
You can perform one of the following actions:
END
o Type END to choose another Mailing List File name.
<RETURN>
o Press <RETURN> to assure Smart Mailer that you want to create a
new Mailing List File.
Since the mailing list is new, Smart Mailer asks for parameter
definitions and category initialization. Refer to Section 2.1 for a
list of valid responses and descriptions to the parameter definitions.
Smart Mailer displays the Mailing List Parameter Screen as shown in
Figure 2-3.
------------------------------------------------------------------------
Mailing List Parameter Screen
1 = Primary ID: 1
1 = Consecutive Numbers
2 = Address Hash
3 = User Defined
2 = System generated Alternate ID: Y
3 = Alternate ID char mix - last name, first name: 6 4
4 = Use last address as default for next address: Y
5 = Validate state and zip codes: Y
Type the number of the parameter you want to redefine;
then the parameter value(s).
Press RETURN to continue to the next screen.
Type END to go back.
Select option:
------------------------------------------------------------------------
Figure 2-3: Mailing List Parameter Screen
Figure 2-3: Mailing List Parameter Screen
Creating a New Mailing List
Creating a New Mailing List Page 2-11
You can perform one of the following actions:
END
o Type END to go back to the Enter Mailing List Name display.
?
o Type ? to display help messages for the Mailing List Parameter
Screen.
<RETURN>
o Press <RETURN> to accept all the default values for the
parameters.
o Type the number of the parameter definition you want to
redefine and then type the new value.
The following section discusses how to change parameter values.
You must press <RETURN> after each response. If you want to redefine a
parameter value, type the number of the parameter you want to redefine
and the cursor will move to that parameter value. Type the new value.
For example, to change your Alternate ID character mix from 6 4 (default
value) to 5 5, follow these steps:
3
1. Type 3.
5
2. Type 5.
5
3. Type 5.
The cursor is then positioned at the "Select option:" prompt to allow
you to change another parameter value. You may change another parameter
value or press <RETURN> to accept the parameter values displayed.
If you enter an invalid response to the parameter value, Smart Mailer
displays an error message and will reprompt you for the correct value.
Type the correct value.
After you define the parameters, Smart Mailer displays the Category
Initialization screen as shown in Figure 2-4. Refer to Section 2.2 for
a description of what a category is and a list of the valid type codes
for categories.
Creating a New Mailing List
Creating a New Mailing List Page 2-12
--------------------------------------------------------------------------------
Category Initialization
label type
Category 1 undefined A
Category 2 undefined A
Category 3 undefined A
Category 4 undefined A
Category 5 undefined A
Category 6 undefined A
Type the label of each category (for example, Occupation), press RETURN,
then type the kind of the information to be stored in the category - either
Alphanumeric (A) - the default, or Numeric (N), Date (D), Yes/No (Y),
Coded (C).
Simply press RETURN to take the default for any answer. Type '?' for help.
Do NOT use labels such as NAME, CITY or STATE - these are already there.
(note: You may not back up to the previous menu at this point.)
--------------------------------------------------------------------------------
Figure 2-4: Category Initialization Screen
Figure 2-4: Category Initialization Screen
The cursor is positioned at Category 1 "label". The default values for
the type codes are alphanumeric (A).
Smart Mailer does not allow you to back up from this screen because you
are now half way through creating the file. If you change your mind,
simply continue on, then delete the file as you would any other file.
You can perform one of the following actions:
END
o Type END to go back to Category 1 "label".
?
o Type ? to display help messages for the Category
Initialization Screen.
<RETURN>
o Press <RETURN> or at each "label" and "type" to leave
categories undefined.
o Type the label of the category you want to define and enter a
type code to be associated with that category.
The following section discusses how to define categories.
Creating a New Mailing List
Creating a New Mailing List Page 2-13
You must press <RETURN> after each response. To define categories,
enter the name you want for the category label (e.g., Occupation) and
then enter a valid type code (e.g., A (Alphanumeric)) to be associated
with that label.
If you make a mistake when entering your category labels or type codes,
type END before you finish with category initialization and Smart Mailer
will move the cursor back to Category 1 "label". If you have a change,
type over the label and/or type code where the change is to be made.
Press <RETURN> to skip the labels and type codes you have defined
correctly.
If you made a mistake when defining your categories and you did not type
END before you finished defining categories, you can make changes to the
categories by selecting the Category Definitions option (C) from the
Main Menu. Updating category definitions is discussed in Chapter 8.
For example, to define Category 1 as Occupation and assign an
Alphanumeric value for the type code, follow these steps:
Occupation
1. Type Occupation.
<RETURN>
2. Press <RETURN> (Alphanumeric is the default value).
The cursor moves to the next category. Define another category or press
<RETURN> at each "label" and "type" to skip the rest of the categories.
After you define categories for your new Mailing List File, Smart Mailer
confirms the Mailing List File creation by displaying the following
message:
Finished creating Mailing List File called RESUME.MLF
If you specified an extension for your mailing list, that extension is
displayed instead of the ".MLF" extension.
If you are finished with this mailing list and you do not want to add
END
any addresses, type END at each screen displayed until Smart Mailer
returns you to monitor level where the operating system displays the
system prompt.
Chapter 3
Updating Mailing List Addresses
adding
This chapter describes the basic operations of adding a new address to
changing displaying
your mailing list, changing or displaying an existing address, and
removing
removing an obsolete address. It explains in detail each component of
an address.
The concept of address identifiers (ID's) is important. Each name and
Primary ID
address has a unique Primary ID, such as social security number, or
Alternate ID
account number. It may also have an Alternate ID, which may or may not
be unique. How these identifiers are defined is set up when the file is
created. (See Chapter 2, "Creating a Mailing List"). When you want to
change, display, or remove an existing address you refer to it using one
of its identifiers.
Smart Mailer always prompts you for the name of the mailing list when
you start. Refer to Figure 1-4 for a display of the Enter Mailing List
Name screen. You must enter the name of a mailing list. If the mailing
list name exists, Smart Mailer displays the Main Menu. Refer to Figure
1-5 for a display of the Main Menu. If you want to update a mailing
list, you may type 'U' or press <RETURN> to accept the default answer at
the Main Menu. Smart Mailer then displays the Update Menu. Refer to
Section 3.2 for a display of the Update Menu.
The following section gives an explanation of address fields and a table
of the valid state abbreviations.
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3.1 Explanation of Address Fields
When adding an address, make sure you use the same conventions for every
address in the Mailing List File. For example, if you start adding
names and addresses in all upper case characters, use all upper case
characters for all addresses in the Mailing List File. This will ensure
consistency when it comes time to print, display, or update a mailing
list.
A brief explanation of each address field is given below:
Name:
Name:
Type the name of the addressee (up to 30 characters) as you want
it to appear on the label.
Address line 1:
Address line 1:
Type the first line of the address (up to 30 characters). For
example, type the street address, P.O. Box, or company name.
Address line 2:
Address line 2:
Type the second line of the address (up to 30 characters). For
example, type a c/o line.
Address line 3:
Address line 3:
Type a third line of the address (up to 30 characters). For
example, type a building number or room number.
City/Town:
City/Town:
Type the name of the city or town of the address (up to 30
characters).
State/Country:
State/Country:
Type the standard abbreviations for the state (2 letters), or
you may type the name of a country (e.g., Canada). Use the
standard state abbreviations as listed at the end of this
section in Table 3-1. You may type up to 12 characters.
If you type invalid state abbreviations and you have the
"Validate state and zip codes" parameter set to "Yes" (Y), Smart
Mailer displays a warning message. If you have this parameter
set to "No" (N), Smart Mailer will not check to see if they are
valid. If you press <RETURN> to skip entering the state
information, Smart Mailer will not display a warning message.
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Zip code:
Zip code:
Type the zip code (up to 10 characters). All United States zip
codes are five digits (xxxxx) or 5 digits with hyphen and 4
digits (xxxxx-xxxx). The xxxxx-xxxx is the new 9-digit zip code
for the United States.
Zip codes that are not for the United States are nonstandard and
may contain alphanumeric characters. These zip codes are for
foreign countries. Only United States zip codes are eligible
for the presorted postal rate. For more information on PRESORT,
refer to Section 10.1.
If you type an invalid form for zip codes and you have the
"Validate state and zip codes" parameter set to "Yes" (Y), Smart
Mailer displays a warning message. If you have this parameter
set to "No" (N), Smart Mailer will not check to see if they are
valid. If you press <RETURN> to skip entering the zip code
information, Smart Mailer will not display a warning message.
Category Definitions
Category Definitions
If you defined any categories during initialization of the
Mailing List File, the label you typed for each category will be
displayed when Smart Mailer displays the "Add" an Address
screen. If you did not define every category during
initialization of the Mailing List File, the categories that
were not defined will be displayed as "undefined" when Smart
Mailer displays the "Add" an Address screen. For more
information on Category Definitions, refer to Section 2.2.
Counter:
Counter:
Smart Mailer displays the counter as 0 for each new address in
the mailing list. This counter is used to keep track of how
many times this address has been printed on labels. You may
change this default when adding the address, or you may update
the counter when updating the address. The range of the counter
is 0 to 9999. If you try to decrement or increment a counter
outside of that range, the counter will be set to either 0 or
9999 (respectively). The system actually allows you to enter a
counter with negative or fractional numbers (-9, 6.4), but
converts them to non-negative integers (0, 6).
Remarks:
Remarks:
You may type up to 65 alphanumeric characters. You would use
this for any comments you may want to be associated with the
address.
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Primary ID:
Primary ID:
If this mailing list has the Primary ID defined as system
generated (1), you can not change it. If the Primary ID is user
defined (3), or a system defined address hash (2), you can
change it if it is a duplicate Primary ID. If the Primary ID is
user defined, you must assign a unique ID to this address (up to
16 characters). For example, type the social security number of
the person. This Primary ID will identify the addressee when
you update the mailing list, print the mailing list, or print
labels.
Alternate ID:
Alternate ID:
If this mailing list has a system generated Alternate ID, then
it will be made up of a combination of the first and last name
of the addressee. It may always be changed by typing over
whatever is there. You may assign a combination of letters
and/or numbers to this address (up to 10 characters). For
example, you may type the last name of the addressee. You may
also leave it blank. Unlike the Primary ID, the Alternate ID
does not have to be unique; there may be duplicates. If you use
Alternate IDs, Smart Mailer can print addresses in that order.
For more information on Alternate IDs, refer to Chapter 2.
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Table 3-1: State Abbreviations
Table 3-1: State Abbreviations
STATE ABBREVIATION STATE ABBREVIATION
Alabama AL Missouri MO
Alaska AK Montana MT
Arizona AZ Nevada NE
Arkansas AR New Hampshire NH
California CA New Jersey NJ
Colorado CO New York NY
Connecticut CT North Carolina NC
Delaware DE North Dakota ND
Georgia GA Ohio OH
Florida FL Oklahoma OK
Hawaii HI Oregon OR
Idaho ID Pennsylvania PA
Illinois IL Rhode Island RI
Iowa IA South Carolina SC
Indiana IN South Dakota SD
Kansas KS Tennessee TN
Kentucky KY Texas TX
Louisiana LA Utah UT
Maine ME Virginia VA
Maryland MD Vermont VT
Massachusetts MA Washington WA
Michigan MI Wisconsin WI
Minnesota MN West Virginia WV
Mississippi MS Wyoming WY
OTHER ABBREVIATION
District of Columbia DC
Guam GU
Puerto Rico PR
Virgin Islands VI
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3.2 Walk Through
This section describes the flow through Smart Mailer for updating a
Mailing List File, showing each screen, describing the logical flow, and
explaining any questions, prompts, or messages that have not already
been explained in the previous section.
This section of Smart Mailer assumes that you have already logged onto
the system, read the instruction screen, typed the name of your mailing
list, and the Main Menu is displayed. If you have not done this, refer
to Chapter 1, Sections 1.5 through 1.5.4.
U
To add, change, display or remove addresses in a mailing list, type U at
the "Select option:" prompt of the Main Menu. The Update Menu is
displayed as shown in Figure 3-1.
------------------------------------------------------------------------
Update Menu
A = Add a new address
C = Change an address
D = Display an address
R = Remove an address
END Return to the Main Menu
Select option:
------------------------------------------------------------------------
Figure 3-1: Update Menu
Figure 3-1: Update Menu
The cursor is positioned at the "Select option:" prompt.
You must press <RETURN> after each response.
You can perform one of the following actions:
END
o Type END to return to the Main Menu.
?
o Type ? to display help messages for the Update Menu.
<RETURN>
o Press <RETURN> to accept the default answer (A).
o Type the letter associated with the option you want to perform.
The following sections discuss these options in detail.
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3.2.1 Adding an Address
A
To add an address, type A at the "Select option:" prompt of the Update
Menu. Smart Mailer displays the "Add" an Address screen. A sample is
shown in Figure 3-2.
------------------------------------------------------------------------
Add Type '?' for help
1 Name:
2 Address line 1:
3 line 2:
4 line 3:
5 City/Town:
6 State/Country:
7 Zip code:
8 Occupation
9 undefined
10 undefined
11 undefined
12 undefined
13 undefined
14 Counter:
15 Remarks:
16 Primary ID: 1
17 Alternate ID:
------------------------------------------------------------------------
Figure 3-2: Add an Address Screen
Figure 3-2: Add an Address Screen
The cursor is positioned at the "Name:" field.
The Primary ID is displayed if you accepted the system generated Primary
ID (1) when you created the mailing list. The Primary ID is displayed
when the cursor is displayed at the Alternate ID field if 'address hash'
(2) was chosen when you created the mailing list.
The category labels are displayed if you have defined them. If
categories are not defined, Smart Mailer displays them as "undefined".
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You can perform one of the following actions:
END
o Type END to go back to the Update Menu.
?
o Type ? when the cursor is positioned at the "Name:" field for
Smart Mailer to display help messages for all the fields in the
"Add" an Address screen.
?
o Type ? when the cursor is positioned at any other field (e.g.,
"Address line 1:") and Smart Mailer displays a single line help
message for that field.
<RETURN>
o Press <RETURN> to skip entering information for a field and go
to the next field.
o Type information for the field.
<LINEFEED>
o Press <LINEFEED> at any category field to indicate that all
data has been entered for this address. This provides the
convenience of skipping over undefined categories.
Certain address fields may have a default answer. These fields are the
city/state/zip fields (may be defaulted to the previous values), any
categories defined as date information (defaulted to today's date), the
counter (defaults to zero), and the Alternate ID (may default to a
combination of first and last name characters). These default answers
will be shown when the cursor is positioned at that field. In all cases
you may either accept the suggested answer by pressing <RETURN>, change
it by typing over it, or remove it by pressing the space bar once before
pressing <RETURN>.
The following section discusses how to add an address.
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For example, to add the following address:
Robert Fuller
14 River St.
P.O. Box 375
Marlboro, MA 01752
Occupation: Engineer
follow these steps:
Robert Fuller
1. Type Robert Fuller.
14 River St.
2. Type 14 River St..
P.O. Box 375
3. Type P.O. Box 375.
<RETURN>
4. Press <RETURN> to skip "Address line 3:" field.
Marlboro
5. Type Marlboro.
MA
6. Type MA.
01752
7. Type 01752.
Engineer
8. Type Engineer.
<RETURN> <LINEFEED>
9. Press <RETURN> for each undefined category, or press <LINEFEED>
at first undefined category and the cursor moves to the
Alternate ID field.
<RETURN>
10. Press <RETURN> to accept counter default value.
<RETURN>
11. Press <RETURN> to skip "Remarks:" field.
<RETURN>
12. Press <RETURN> to accept system generated Alternate ID.
(Primary ID is system generated in this example.)
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When you are finished entering an address, Smart Mailer allows you to
change information in the address before it is added. Smart Mailer
displays the following prompt:
- Change which line (1-17):
Press RETURN to accept.
You can perform one of the following actions:
END <RETURN>
o Type END or press <RETURN> to accept the address as is.
Smart Mailer will redisplay a blank "Add" an Address screen
so you can add another address.
o Type the number of the field you have changes in. The
cursor moves to the field specified. Type over the old
information with the changed information.
<CTRL/C>
o Type <CTRL/C> to return to the "Name:" field. You can then
re-enter the address information, or, type <CTRL/Z> or END
to return to the previous menu without adding the address
to the Mailing List file.
NOTE
NOTE
The use of <CTRL/C> in this case is an exception;
The use of <CTRL/C> in this case is an exception;
in general, <CTRL/C> terminates the program.
in general, <CTRL/C> terminates the program.
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The following section discusses how to change information in an address.
For example, let's change Robert Fuller's address from "14 River St." to
"14 River Rd.". To change this information, follow these steps:
2
1. Type 2. The cursor moves to "Address line 1:".
14 River Rd.
2. Type 14 River Rd..
You can also perform one of the following actions at step 2.
<RETURN>
o Press <RETURN> if you changed your mind and do not want to
change the information for the field and Smart Mailer will
keep the old information.
<RETURN>
o Press the space bar once, then press <RETURN> if you want
to erase the information in the field.
When you are finished changing the field selected, the cursor will move
down to the "Change which line (1-17):" prompt again. If you have more
changes to the address, follow the same procedure as described above.
<RETURN>
Otherwise, press <RETURN> and Smart Mailer stores that address and
clears the screen so you can add another address.
If you accepted all the default Mailing List parameter values, Smart
Mailer displays the "Add" an Address screen for the next address with
information of the previous address in the "City/Town:", "State:", and
"Zip code:" fields and displays the next sequential number for the
"Primary ID" field.
To fill up our sample Mailing List, add the following addresses:
Roberta Fullerton John Doe
146 Main St. 10 Any St.
Maynard, MA 01754 Hudson, MA 01749
Occupation: Data Prep Occupation: Plant Mgr.
END
When you are finished adding addresses, type END when the cursor is
positioned at the "Name:" or "Change which line (1-17):" prompt.
END
If you want to terminate Smart Mailer continue typing END for every menu
displayed until Smart Mailer returns you to monitor level where the
operating system displays the system prompt.
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3.2.2 Changing an Address
If you are going to use your mailing list for any amount of time, you
will need to update it. People move, change names, jobs, and so forth.
C
To change an address, type C at the "Select option:" prompt of the
Update Menu. Smart Mailer displays the Specify an Address ID screen as
shown in Figure 3-3.
Specify an Address ID
Specify an Address ID
Whenever you choose to change or display addresses in your mailing list,
Smart Mailer requires that you enter the Primary or Alternate ID of the
address you want to change or display.
------------------------------------------------------------------------
Specify an Address ID
P = Primary ID
A = Alternate ID
Type the ID code (P or A) of the ID that you want to use to
identify the address to display or change. Then type the ID.
Or type END to return to the Update Menu.
Select option:
------------------------------------------------------------------------
Figure 3-3: Specify an Address ID Screen
Figure 3-3: Specify an Address ID Screen
The cursor is positioned at the "Select option:" prompt.
To tell Smart Mailer which address needs to be changed, you must type
either the Primary or Alternate ID of the address you have changes in.
You can perform one of the following actions:
END
o Type END to go back to the Update Menu.
P
o Type P to identify the address by Primary ID. If you type 'P',
Smart Mailer moves the cursor to the Primary ID field. Type
the Primary ID of the address you want to change. Every
Primary ID is unique.
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A
o Type A to identify the address by Alternate ID. If you type
'A', Smart Mailer moves the cursor to the Alternate ID field.
Type the Alternate ID of the address you want to change. If
you cannot think of the complete Alternate ID, you may type
just the first part of it. You may have duplicate Alternate
ID's. Refer to the "DUPLICATE ALTERNATE ID'S" section for
details of the prompts displayed.
If you type an ID that does not exist, Smart Mailer displays the
following message and prompts you for another ID.
An address with that ID does not exist.
If you type an ID that exists, Smart Mailer displays the "Change" an
Address screen with address information (Figure 3-4).
The following examples discuss how to select an address by Primary or
Alternate ID.
For example, to change John Doe's address by Primary ID, follow these
steps:
P
1. Type P to select the address by Primary ID.
3
2. Type 3 because that is the Primary ID associated with this
address (following the examples in this guide).
Smart Mailer displays the "Change" an Address screen as shown
in Figure 3-4.
You could also change John Doe's address by Alternate ID. To change his
address by Alternate ID, follow these steps:
A
1. Type A to select the address by Alternate ID.
DOE<SP><SP>JOHN<SP>
2. Type DOE<SP><SP>JOHN<SP> because that is the Alternate ID
associated with this address (Alternate ID character mix was
changed to 5 5).
Smart Mailer displays the "Change" an Address screen as shown
in Figure 3-4 except the "<--- selected by" is next to the
Alternate ID field.
If you have other addresses with the same Alternate ID, Smart Mailer
does not display the "Change which line (1-17):" prompt first. Refer to
the "DUPLICATE ALTERNATE ID'S" section for details of the prompts
displayed.
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------------------------------------------------------------------------
Change Type "?" for help
1 Name: John Doe
2 Address line 1: 10 Any St.
3 line 2:
4 line 3:
5 City/Town: Hudson
6 State/Country: MA
7 Zip code: 01749
8 Occupation: Plant Mgr.
9 undefined
10 undefined
11 undefined
12 undefined
13 undefined
14 Counter: 0
15 Remarks:
16 Primary ID: 3 <--- selected by
17 Alternate ID: DOE JOHN
Change which line (1-17):
Press RETURN to accept.
------------------------------------------------------------------------
Figure 3-4: Change an Address Screen
Figure 3-4: Change an Address Screen
The cursor is positioned at the "Change which line (1-17):" prompt.
If there is only one address with that ID, Smart Mailer displays the
following prompt:
- Change which line (1-17):
Press RETURN to accept.
You can perform one of the following actions:
<RETURN> END
o Press <RETURN> or type END and Smart Mailer displays the
Specify an Address ID screen so you can choose another
address.
o Type the number of the field you have changes in. Smart
Mailer moves the cursor to the field selected.
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<CTRL/C>
o Type <CTRL/C> to return to the previous menu without
updating the address.
NOTE
NOTE
The use of <CTRL/C> in this case is an exception;
The use of <CTRL/C> in this case is an exception;
in general, <CTRL/C> terminates the program.
in general, <CTRL/C> terminates the program.
You can perform one of the following actions:
o Type over the old information with the changed
information.
<RETURN>
o Press <RETURN> if you changed your mind and do not want
to change the information for the field and Smart
Mailer will keep the old information.
<RETURN>
o Press the space bar once, then press <RETURN> if you
want to erase information in the field.
Once you perform one of the above actions, Smart Mailer
displays the "Change which line (1-17):" prompt again
so you can change another field in this address.
The following section discusses how to change John Doe's "Address line
1:" from "10 Any St." to "10 Ruth Rd.".
To change this address, follow these steps:
2
1. Type 2.
10 Ruth Rd.
2. Type 10 Ruth Rd..
If you have more changes to the address, follow the same procedure as
described above. Otherwise, press <RETURN> and Smart Mailer stores that
address and displays the Specify an Address ID screen again so you can
choose another address to change. When updating addresses, the default
response to the "Specify an Address ID" screen is your previous choice.
This makes updating several addresses easier.
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Duplicate Alternate ID's
Duplicate Alternate ID's
You may have addresses with duplicate Alternate ID's in your mailing
list. For example, Roberta Fullerton and Robert Fuller would both have
an Alternate ID of "FULLEROBER". Also, specifying just a portion of the
Alternate ID could give you more than one address that matches the
specified ID portion. For example, if you type "JON" as the Alternate
ID and you have James Jones and Henry Joneston in your mailing list,
that will cause you to have duplicate Alternate ID's.
If you enter an Alternate ID for which there is more than one matching
address, Smart Mailer will first try to determine which address you
want. Smart Mailer displays the "Change" an Address screen as shown in
Figure 3-4 except the "Change which line (1-17):" prompt is not
displayed first. Instead, Smart Mailer displays the following prompts:
- (There is at least one other address with this Alternate ID.)
Is this the address you want?
You can perform one of the following actions:
Y
o Type Y if this is the correct address, and Smart Mailer
displays the "Change which line (1-17):" prompt. You may
now change address information.
Y
If you type Y and you are displaying addresses, Smart
Mailer displays the "When through with address ... Press
RETURN" prompt.
N
o Type N if this is not the correct address, and Smart Mailer
displays the following prompt:
- Do you want to see the next matching address?
You can perform one of the following actions:
N
o Type N if you do not want to see the next address and Smart
Mailer displays the Specify an Address ID screen so you can
choose another Primary or Alternate ID.
Y
o Type Y to display the next address with that Alternate ID.
Smart Mailer displays the next address.
However, if this is the last address with that Alternate
ID, the following prompt is displayed:
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Updating Mailing List Addresses Page 3-17
- (There are NO more addresses with that Alternate ID.)
Is this the address you want?
You may perform one of the following actions:
Y
o Type Y and Smart Mailer displays the "Change which
line (1-17):" prompt. You may now change address
information.
Y
If you type Y and you are displaying addresses,
Smart Mailer displays the "When through with
address ... Press RETURN" prompt.
N
o Type N and Smart Mailer displays the Specify an
Address ID screen so you can choose another Primary
or Alternate ID.
END
If you are finished updating addresses, type END at the Specify an
Address ID screen and Smart Mailer displays the Update Menu.
END
If you want to terminate Smart Mailer, type END at each menu displayed
until Smart Mailer returns you to monitor level where the operating
system displays the system prompt.
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3.2.3 Displaying an Address
Sometimes you may want to display an address in your mailing list
without changing any information.
D
To display an address, type D at the "Select option:" prompt of the
Update Menu. Smart Mailer displays the Specify an Address ID screen.
Refer to the "SPECIFY AN ADDRESS ID" section of this chapter for a
display and details of this screen.
After you specify the Primary or Alternate ID of the address you want to
display, Smart Mailer displays the "Display" an Address screen as shown
in Figure 3-5.
------------------------------------------------------------------------
Display
1 Name: John Doe
2 Address line 1: 10 Ruth Rd.
3 line 2:
4 line 3:
5 City/Town: Hudson
6 State/Country: MA
7 Zip code: 01749
8 Occupation: Plant Mgr.
9 undefined
10 undefined
11 undefined
12 undefined
13 undefined
14 Counter: 0
15 Remarks:
16 Primary ID: 3 <--- selected by
17 Alternate ID: DOE JOHN
When through with address ... Press RETURN
------------------------------------------------------------------------
Figure 3-5: Display an Address Screen
Figure 3-5: Display an Address Screen
<RETURN>
When you are through reading the address, press <RETURN> and Smart
Mailer displays the Specify an Address ID screen again so you can
display another address.
END
If you want to terminate Smart Mailer, type END at each screen displayed
until Smart Mailer returns you to monitor level where the operating
system displays the system prompt.
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3.2.4 Removing an Address
Periodically cleaning up your mailing list enables Smart Mailer to work
more efficiently. Whenever you can, remove obsolete addresses from your
list with this option.
R
To remove an address, type R at the "Select option:" prompt of the
Update Menu.
Smart Mailer requires that you type the Primary ID associated with the
address. Typing the Primary ID ensures that the correct address is
removed because every Primary ID is unique. Refer to Figure 3-6 for a
display of the Remove an Address screen.
------------------------------------------------------------------------
Remove an Address
Enter the Primary ID of the address you want to remove,
or type END to return to the Update Menu:
------------------------------------------------------------------------
Figure 3-6: Remove an Address Screen
Figure 3-6: Remove an Address Screen
You can perform one of the following actions:
END
o Type END to return to the Update Menu.
o Type the complete Primary ID for the address you want to
remove.
If you specify a Primary ID that does not exist, Smart Mailer displays a
message stating the address does not exist and reprompts you for another
Primary ID.
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If you specify a Primary ID that exists, Smart Mailer displays the
address associated with that Primary ID and the following prompt:
- Type REMOVE to delete this address:
You may perform one of the following actions:
REMOVE remove
o Type REMOVE (or remove) to delete the address from the
mailing list.
Smart Mailer displays a message confirming that the address
has been removed and then displays the Remove an Address
screen again.
o Type anything other than 'REMOVE' (or 'remove') and Smart
Mailer will NOT remove the address.
Smart Mailer displays a message warning that the address
has not been removed and then displays the Remove an
Address screen again.
The following example discusses how to remove John Doe's address from
the mailing list.
To remove John Doe's address, follow these steps:
3
1. Type 3.
REMOVE
2. Type REMOVE.
If you have more addresses to delete from the mailing list, go through
END
the same procedure as above. Otherwise, type END to return to the
Update Menu.
END
If you are finished using Smart Mailer, type END at each menu displayed
until Smart Mailer returns you to monitor level where the system
displays the system prompt.
Chapter 4
Sublist Definition
This section describes the use of sublist definitions within Smart
Mailer. Smart Mailer allows you to maintain one or more mailing lists,
each contained within a Mailing List File. You can think of these lists
as master lists from which sublists can be selected.
sublist
A sublist is a set of names and addresses that meet certain
qualifications. For example, if you had a mailing list that contained
all the names of the subscribers to your magazine, then you could select
all those people whose subscription is ending next month. This could be
done by setting up your mailing list with a category called 'ExpireDate'
which indicates when their subscription expires. Then you can instruct
Smart Mailer to select all people whose 'ExpireDate' is between the
first day of next month and the last day of next month, and print out
labels for them.
Each name chosen from the mailing list for the sublist must meet a set
sublist
of requirements. This set of requirements is referred to as the sublist
definition
definition. For example, if the mailing list is a list of all
employees, and the sublist is the list of all people eligible to retire
this year, then the sublist definition may consist of two requirements -
that each person is 55 or older, and has been employed for 10 years.
Smart Mailer does NOT remove the names selected from the mailing list
for the sublist. Each time the sublist is requested, Smart Mailer
examines every name in the Mailing List File to determine if it meets
the requirements. Then it copies the necessary information and uses it
for whatever function you have chosen. So every time you choose that
same sublist, the names and addresses in that sublist reflect all the
changes made to the master list.
The Main Menu offers you the sublist definition function - to create,
remove, display, update, or show sublist definitions. Smart Mailer
stores all sublist definitions with the corresponding mailing list.
This means that the definition can be used repeatedly to select an
updated copy of the sublist.
Sublist Definition
Sublist Definition Page 4-2
When you want to use a sublist (as opposed to dealing with the sublist
definition), you should choose whatever function you want to perform
with that sublist. For example, if you want to print out a list of all
potential retirees, then you choose the Print function. Smart Mailer
then asks if you want to print the entire mailing list, or just a
sublist. This choice is also available from the Display and Word
Processor List Document creation options from the Main Menu.
4.1 Sublist Definition Format
The Sublist Definition format is as follows:
FIELD NAME COMPARISON VALUE(S)
Examples:
JOB TITLE IS TEACHER
HIRE DATE BETWEEN 01-JAN-73 AND 31-DEC-73
SALARY NOT BELOW $20,000
For more detailed examples, refer to Section 10.2
Field Names
Field Names
Fields are names of data against which you can compare values;. They
include standard address fields such as Primary or Alternate ID and zip
code, as well as user-defined categories, such as Job Title.
Specify the name of the field that contains data you want to compare
against.
Comparisons
Comparisons
Comparisons determine how Smart Mailer compares the information in the
specified field of each address to the specified VALUE. Refer to Table
4-1 for a list of all possible comparisons.
Sublist Definition
Sublist Definition Page 4-3
Table 4-1: List of Comparisons
Table 4-1: List of Comparisons
Mathematical
Comparison Definition Meaning
IS (Default) Field = Value When you use IS, the
system rejects any
address that has
information in that
field that is not equal
to the value you type.
/
IS NOT Field = Value When you use IS NOT, the
system accepts all
addresses that do not
contain the value you
type.
ABOVE Field > Value When you use ABOVE, the
system accepts values
starting with the next
number or letter.
_
NOT ABOVE Field < Value When you use NOT ABOVE,
the system accepts all
values up to, and
including the stated
value.
BELOW Field < Value When you use BELOW, the
accepts all values up
to, but NOT including
the stated value.
_
NOT BELOW Field > Value When you use NOT BELOW,
the system accepts all
values above, and
including the stated
value.
_ _
BETWEEN Value1 < Field < Value2 When you use BETWEEN,
the system selects all
values between the two
values, including those
values stated.
NOT BETWEEN Field < Value1 When you use NOT
or BETWEEN, the system
Field > Value2 selects values either
below the first value
or above the second
value.
Sublist Definition
Sublist Definition Page 4-4
Values
Values
Smart Mailer uses user-specified values to test the contents of each
address. Smart Mailer performs this test for each address in the
mailing list.
Values can be alphanumeric (A), numeric (N), date (D), or yes/no (Y)
fields depending on the field name. In the case of category field
names, you define the data type (A, N, D, Y) during initialization.
Connectors
Connectors
Connectors relate one requirement with the next. There are two types of
connectors: AND, OR. Smart Mailer asks you to specify a connector when
you want two or more conditions to be met.
AND
The AND connector sets forth more than one condition that the address
must meet before it is included in the sublist. For example, ALTERNATE
AND
ID BELOW N AND ZIP CODE IS 02199 would yield a sublist of all people
with names starting with a letter between A and M, who live in a
particular area of Boston.
AND is the default connector.
OR
The OR connector sets forth either/or conditions that an address may
OR
meet before it is included in the sublist. For example, STATE IS MA OR
OR
STATE IS NH OR STATE IS ME would yield a sublist of people who live in
either Massachusetts, New Hampshire or Maine.
When a sublist definition has three or more conditions, you can specify
AND
both connectors. For example, SAT SCORE ABOVE 600 AND GRADE AV ABOVE
OR
3.0 OR PARENT IS ALUMNA, would yield all prospective students with good
scores, and all children of alumnae regardless of their qualifications.
Sublist Definition
Sublist Definition Page 4-5
4.2 Walk Through
This section describes the flow through Smart Mailer for dealing with
sublist definitions, showing each screen, describing the logical flow,
and explaining any questions, prompts, or messages that have not already
been explained in the previous sections.
This section of Smart Mailer assumes that you have already logged onto
the system, read the instruction screen, entered the name of your
mailing list, and the Main Menu is displayed. If you have not done
this, refer to Chapter 1, Sections 1.5 through 1.5.4.
To create, update, print, display, remove or show all sublist
definition(s), type S at the "Select option:" prompt of the Main Menu.
The Sublist Definition Menu is displayed as shown in Figure 4-1.
------------------------------------------------------------------------
Sublist Definition Menu
U = Update (or create) a sublist definition
P = Print a sublist definition
D = Display a sublist definition
R = Remove a sublist definition
S = Show all sublist definitions
END Return to the Main Menu
Select option:
------------------------------------------------------------------------
Figure 4-1: Sublist Definition Menu
Figure 4-1: Sublist Definition Menu
The cursor is positioned at the "Select option:" prompt.
You must press <RETURN> after each response.
Sublist Definition
Sublist Definition Page 4-6
You can perform one of the following actions:
END
o Type END to return to the Main Menu.
?
o Type ? to display help messages for the Sublist Definition
Menu.
<RETURN>
o Press <RETURN> to accept the default answer (U).
o Type the letter associated with the option you want to perform.
The following sections discuss these options in detail.
4.2.1 Creating a Sublist Definition
U
To create a sublist definition, type U at the "Select option:" prompt of
the Sublist Definition Menu. Smart Mailer prompts you for the name of
your sublist as shown in Figure 4-2.
If you choose a sublist that does not exist, Smart Mailer assumes you
want to create a new sublist.
If you want to create a sublist just for the duration of your Smart
Mailer session, you may do so by creating a Temporary Sublist. The
mechanics of defining the sublist are the same. The only difference is
in naming the sublist.
------------------------------------------------------------------------
Enter the name for this sublist:
------------------------------------------------------------------------
Figure 4-2: Naming Your Sublist Screen
Figure 4-2: Naming Your Sublist Screen
Sublist Definition
Sublist Definition Page 4-7
You may perform one of the following actions:
END
o Type END to go back to the Sublist Definition Menu.
<RETURN>
o Press <RETURN> to create a temporary sublist.
Smart Mailer takes the <RETURN> key to mean Temporary and
displays the Sublist Definition screen with the name of
"Temporary".
After you terminate the Smart Mailer session, you cannot recall
the Temporary sublist definition. Because of the nature of the
temporary sublist definition, you can only specify one per
Smart Mailer session.
o Type the name of a sublist you want to create.
Smart Mailer displays the Sublist Definition screen with the
sublist name you specified.
For example, to create a sublist definition named Marlboro, type
MARLBORO
MARLBORO. Smart Mailer displays the Sublist Definition screen as shown
in Figure 4-3.
------------------------------------------------------------------------
Sublist Definition
name: MARLBORO
FIELD NAME COMPARISON
1 = Primary ID 11 = Name a = is
2 = Alternate ID 12 = Addr line 1 b = is not
3 = Counter 13 = Addr line 2 c = above
4 = Zip code 14 = Addr line 3 d = not above
5 = Occupation 15 = City/town e = below
6 = undefined 16 = State/country f = not below
7 = undefined g = between
8 = undefined h = not between
9 = undefined
10 = undefined
------------------------------------------------------------------------
Select a FIELD NAME (1-16):
------------------------------------------------------------------------
Figure 4-3: Sublist Definition Screen
Figure 4-3: Sublist Definition Screen
Sublist Definition
Sublist Definition Page 4-8
Note "MARLBORO" next to "name:" is the name of the sublist you
specified. If you created a temporary sublist (pressed <RETURN> for the
sublist name), "TEMPORARY" is displayed next to "name:".
When the Sublist Definition screen is displayed, Smart Mailer displays
the following prompts one at a time:
- Select a FIELD NAME (1-16):
Type the number associated with the FIELD NAME that you want to
define.
- Select a COMPARISON (a-h):
Type the letter associated with the COMPARISON that you want to
make.
- Specify a value for comparison:
Type the value you want to compare. Type two values if the
comparison that you chose is 'between' or 'not between'.
For example, to create a sublist definition with all addresses that have
a zip code of 01752 (Marlboro zip code) and an Occupation of Engineer,
follow these steps:
4
1. Type 4.
<RETURN>
2. Press <RETURN> to accept the default answer (a = is).
01752
3. Type 01752.
The following is a sample of the sublist definition line you just
created.
line 1: Zip code is 01752
Sublist Definition
Sublist Definition Page 4-9
After you define the first line of the sublist definition, the following
prompts are displayed:
- Select the number of the line to add/update/remove:
(or type END to terminate the definition)
Smart Mailer displays the next sequential line number as the
default because it assumes you want to add another sublist
definition line.
Creating a sublist definition is like creating an address - you
can also update it at the same time. Refer to the "Updating a
Sublist Definition" section for details on updating and
removing a sublist definition line.
END
o Type END if you are finished with this sublist definition
and Smart Mailer returns you to the Sublist Definition
Menu.
<RETURN>
o Press <RETURN> to accept the default answer (add next
sublist definition line) and Smart Mailer displays the next
prompt.
- Select a word to connect to the next line (AND/OR):
Smart Mailer displays "AND" as the default for this prompt.
This prompt connects one sublist definition line to another
sublist definition line. Choosing AND means the next condition
MUST be met. Choosing OR means the next condition MAY be met.
You can perform one of the following actions:
<RETURN>
o Press <RETURN> to accept the default answer (AND).
OR
o Type OR.
Smart Mailer then asks you to define another sublist definition
line. Define the