Address, Postcode and Bank solutions
ATTACHING FIELDS
The Attach Tab (shortcut key [Alt+2]) shows MailSaver where the data is stored within your database.
This is done by clicking on the name of a field in your database - shown in the listbox titled 'Source' - and attaching it to MailSaver by clicking in the listbox titled 'Target'. A blue line is displayed to show the link, and the 'Sample Record' box shows what your data actually looks like.
This Tab shows MailSaver where the data is stored within your database. This is done by Clicking on the name of a field in your database - shown in the listbox titled 'Source' - and attaching it to MailSaver by clicking in the listbox titled 'Target'. A blue line is displayed to show the link, and the 'Sample Record' box shows what your data actually looks like.
If you wish to review the links you have set up, simply click on each field in the 'Target' list, and a red link-line shows you what field in your 'Source' database is attached to it (if any). Please note:
1. Only one Source Field can be connected to each Target field
2. The 'Result' Target field is provided to allow you to write back a special 'Result Code' during sortation. This result code indicates what MailSaver found about each address during sortation, as follows:
Result Code Meaning Description 0 No Error Sort Code Allocated satisfactorily 10 Changed Postcode The postcode in the address you supplied is obsolete and MailSaver has used the replacement postcode allocated by the Royal Mail 20 Invalid Postcode - Town Match The postcode (if any) is invalid, but MailSaver has allocated a Sort Code by matching the Post Town data. 30 Missing Postcode The address has no postcode - and MailSaver has been unable to match the Post Town. 40 Invalid Postcode The Postcode appears to be invalid - and MailSaver has been unable to match the Post Town. 50 Missing Incode The second part of the postcode is missing. It is not essential to attach to the Result field - if no field from your database is attached, no error codes are written back to your database.
These errors can also be viewed by printing the Exceptions Report.
3. The Target fields 'Title', 'Initial', 'Surname' and 'Qualification' allow you to attach databases where the various parts of a contact's name are stored in separate fields - eg 'Mr' + 'F' + 'Bloggs' + 'PhD'. When you attach these fields, MailSaver assembles them into one 'Name' field for the purposes of label printing - eg 'Mr F Bloggs PhD'. If your database does NOT split these fields up, simply attach the contact name to the 'Surname (Name)' Target field.
4. The 'DPS' (Delivery Point Suffix) field is required to qualify for Pulishing Mail & Business Mail discounts. It is a 2 character suffix to the postcode, which uniquely identifies a delivery point (letterbox).
5. The 'Mailsort Code' field is provided in order to optionally write back the resulting Mailsort Code for each address into your database.
It is not essential to attach to the Mailsort Code field - if no field from your database is attached, no Sort codes are written back to your database.
The ability to record the final Sort code in your own database allows you to produce your own customised reports, mailing labels or form letters for use with your Bulk Mail mailing - using all the facilities offered by your own database program.
6. The 'ID Code' is provided so that you may optionally attach a field from your database to be printed on the mailing labels, just above the address. It is useful, for example, to print an account reference code on a mailing label, so that returned envelopes can be quickly tracked down for database amendment.
Data Import Tools
When attaching your data, MailSaver enables the Tools menu - which provides 4 options for improving the data you are attaching:
Capitalise [Shift]+[F1]
Many databases are stored entirely in UPPER CASE LETTERS. Whilst this may be adequate for an accounting function, it is not well presented for marketing communications. The Capitalise tool uses a powerful program to format the relevant parts of your address into upper and lower case letters. There may, however, be some problems with certain types of data which capitalisation cannot correctly handle - so you are advised to look at samples of your data using the Data browser, in order to ensure the results are satisfactory.Cleanup Data [Shift]+[F2]
The cleanup tool deals with a variety of problems in your data including: removing extra spaces; removing redundant punctuation (eg commas at the end of address lines) and removing unwanted punctuation, like full stops.Upper Case [Shift]+[F3]
The Upper Case tool forces all lines of your address data into UPPER CASE letters. Whilst this does not look as good as capitalised data, it does, at least, make the addresses consistent.Initial from First Name [Shift]+[F4]
This tool is only available where you are attaching a first name field to the Target 'Initial' field. It simply takes the first letter only of your data so that, for example, MailSaver stores a name like 'Mr F Bloggs' instead of 'Mr Fred Bloggs'.The database 'video control' at the bottom left of the tab, allows you to browse through your database to make sure the attachments you make appear correct, and any Import Tools are functioning as required.
When all your attachments are complete, click on the Settings Tab...
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