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

iMIS allows you to override the normal sort order for letters. The sort order dictates the order in which letters are sorted during a print run. For example, you can sort letters by Zip Code, State, or Last Name. Sort order applies when the Sort Fields option on the Report Specifications window (select Utilities> Report Specs) is available on the Options drop-down list.

A sort change only affects the current run. When the run is completed, the letter sort fields return to the defaults. To change the sort permanently, you must clone the letter by selecting the Save As option and renaming the letter.

The field format for entering data in the Alternate Sort Fields window (select Utilities> Report Specs, select your letter, and click Options> Sort Fields) is Table.FIELD. The table name appears first in title case, followed by a period separator and the field name in all caps, for example, Name.FULL_NAME.

The Alternate Sort Fields window allows you to enter the Table.FIELD name for a maximum of four sort fields. To specify a multiple field sort, enter the first-order sort field in the first text box, working down to the lowest-level sort field in the fourth text box. The sort fields you enter must be selected from the tables used for the letter.

Perform the following steps to change the sort order for a letter merge using the Letter System.

Note: To use the Letter System, you must have selected the feature when installing iMIS, and specified a shared folder for maintaining your MS Word templates in the Choose MS Word Folder field on the System Setup window (select File> System Setup).

  1. Select Generate reports to open the Generate reports window.
  2. Select Letters from the Report Types list.
  3. Click Letter System. The Membership Standard Letters window displays.
  4. Create and save a new MS Word template.
  5. Select Utilities> Report Specs to open the Report Specifications window.
  6. Select the MS Word template you just created from the report list.
  7. Click Parameters to open the Detail Report Parameters window.
  8. Click Edit.
  9. Enable Sort under the Allow options.
  10. Click Options> Sort Fields to open the Alternate Sort Fields window.
  11. Enter the alternate sort fields selected from the tables to be included in the letter. For example, using the data in the next sample window, your letter sorts in the following order: zip code, last name.
  12. Click OK to save your sort order.
  13. Click Save on the Detail Report Parameters window.
  14. Close the Report Specifications window.
  15. You can now merge the letter as usual.

Sample Alternate Sort Fields window

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 format letter merge data with field switches

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 1/23/2006 12:13:12 PM
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