Previous Topic

Next Topic

To format letter merge data with field switches

You can apply the general switches available in Microsoft Word to your merge fields when using the Letter System to complete a letter merge from within iMIS. These switches allow you to modify the format of the data that results from the merge fields you add to your letter. Refer to your Microsoft Word documentation for detailed information about using switches to change the format of merged data.

Note: The switch must be placed after the "MERGEFIELD" but before the curly bracket }. For example { MERGEFIELD Name \* Caps }.

The numeric picture (\#) and format (\*) switches are the two most common types of switches used in merging letters. The following are options available when using these two switches to modify your merge data:

\# - Numeric Picture

Use this switch to specify the display of a numeric result, including the number of decimal places and the use of currency symbols.

0 - (zero) Indicates the number of decimal places to display

# - Indicates the number of spaces to display

$ - Indicates to include the specified character in the result

. - (decimal point) Indicates the decimal point position

, - (comma, digit grouping symbol) Indicates where to separates a series of three digits

For example, if the {SubscriptionsBILL_AMOUNT} merge field results in a value of 100, changing the field to {SubscriptionsBILL_AMOUNT \# $#,0.00} results in a value of $100.00 displaying for the result.

\* - Formats

Use this switch to specify number formats, capitalization, and character formatting; prevents changes to the format of the field results when a field is updated.

\* Charformat - Apply the formatting of the first letter of the field type to the entire result

\* Caps - Indicates the first letter of each word should display as a capital letter

\* FirstCap - Indicates the first letter of only the first word should display as a capital letter

\* Upper - Indicates all the letters should be capitalized

\* Lower - Indicates all the letters should be lowercase

For example, if the {NameFULL_NAME} merge field results in a value of Ms. Jean D. Smythe, changing the field to {NameFULL_NAME \* Upper} results in a value of MS. JEAN D. SMYTHE.

Note: The merge format options discussed in this section must be performed before you merge the data.

  1. From Customers, select Generate reports.
  2. Select Letters from the Report Types list.

    Note: The Available Reports list is empty. Letter reports are selected on the Membership Standard Letters window.

  3. Click Letter System to open the Membership Standard Letters window.
  4. Select a letter to edit.
  5. Click Edit to open the .DOC file in MS Word.
  6. Right-click the field you want to format.
  7. Select Toggle Field Codes from the menu.
  8. Add the appropriate switch to the field code.

    Note: The switch should be placed after the "MERGEFIELD" but before the curly bracket }. For example { MERGEFIELD Name \* Caps }.

  9. Save the file.

See Also

Using the MS Word Letter System for Letter Reports

Authorization for the Letter System

To use the Letter System from the Reports menu

To specify a shared folder for MS Word templates

To create a new letter template

To edit a letter template

To add additional fields to a template

To change the sort order of letters created using the Letter System

To mass merge a letter

To mass merge an e-mail letter (Office 97, 2000)

To mass merge an e-mail letter (Office XP)

To delete a letter

To view a letter or e-mail activity

Troubleshooting the Letter System

To disable the Letter System


ASI logo 10.6 Production Release. Updated 10/5/2005 3:49:46 PM
© 2009 by Advanced Solutions International, Inc. All rights reserved.