Mail Shot, Listings (User-Defined) In Word

Although there are many pre-defined listings in Durell, sometimes you can’t get the items (i.e. data fields) you need in the layout and/or sequence that you require. To resolve this you will need to…

• Create a Word template with the data fields you require positioned in a single row
• Select the records to be listed via Durell’s mail shot markers
• Use the template as if for a mailshot, but then use Word’s catalogue facility to list

To do this you must understand templates (see Templates, Generally). You also need to understand that there are over 1,000 data fields in the Durell system (e.g. separate data fields for client address line 1, client address line 2, client birth date, etc). In order for the client’s address to appear automatically when you start a new Word document Durell sends the data fields for client address lines 1 to 6. However if Durell sent all of its 1,000+ data fields then Word would be overwhelmed, so only the fields selected for the data field set called “Standard” get sent. Because different businesses require different data, Durell allows you to specify which data fields to include in your “Standard” data field set (see Document, Data Sets).

Create A Template to List Policies

Starting from the Durell Main Menu, click the “Policies” button

1. Click the green “W” button
2. Click “New Doc”
3. Check the “Data field set” drop-down is set to “Standard”
4. Click the “Setup” button (to activate a window called “Setup Standard Data Field Set”)
5. Check the right-hand “Selected” list to see which fields have already been selected and…
6. …ignore any notes below for fields that already exist in the right-hand list
7. Use the “Select table” drop-down to select the table called “Policy details 1”
8. Check the left-hand list, entitled “Select fields” to see what fields are available
9. Click “MainTypeName” in the left-hand list
10. Click the central “>” button between the two lists
11. Check that “MainTypeName” has moved from the left list to the right one
12. Click on “SubTypeName” in the left-hand list
13. Click the central “>” button to add it to the right-hand list
14. Scroll down the left list, then pass the data field called “Reference” to the right side
15. Scroll down more and pass the data field called “InsurerName”
16. Do likewise for the fields “StartDate” and “SearchName”
17. Click “Save” button
18. Click “Close” button to return to the “Link to Microsoft Word” window
19. Select any template from the “Template” drop-down
20. Check the “Data field set” drop-down is set to “Standard”
21. Click and thereby CLEAR the tick-box “Tick for normal document…”
22. Click “OK” to load Word
23. In Word, click “Edit”, then “Select all” in the ensuing menu
24. Click “Edit” again, then “Clear” to delete all existing text
25. Click “File”, then “Page Setup”
26. On the “Margins” tab, reset all the four margins to either 2 cm or 0.8 inch
27. Click the “Paper Size” tab, and use the “Paper size” drop-down to set the size to A4
28. Click the “Landscape” option below the “Paper size” drop-down
29. Click the “OK” button to save your page layout, and…
30. …if prompted to “Fix” the margins choose the option to “Ignore”, so…
31. …you should now have an blank A4 page laid-out horizontally
32. Click the “Table” button
33. Click “Insert”, then “Table” to get an “Insert Table” window
34. Change the columns to 6 and the rows to 1
35. Click the “OK” button to confirm your new table on the blank page
36. Click in the left-most box of your new table
37. Click the “Insert Merge Field” button
38. Click “SearchName”
39. Click the next empty box of the table, to the right
40. Click the “Insert Merge Field” button
41. Click “InsurerName”
42. Do likewise for “MainTypeName”, “SubTypeName”, “Reference” and “StartDate”
43. Click “File”, then “Save as” to get to the “Save as” window
44. Select “Document Template” in the “Save as type” drop-down (bottom centre)
45. Select your “Template” folder in the “Save in” drop-down (top left), which…
46. …typically will be a sub-folder of the “Imw-Data”one in Drive F, and note…
47. …is called “Template” singular, not “Templates” plural (which is the wrong one)
48. Enter the name “Policy List” as the “File Name” (bottom centre)
49. Click the “Save” button to save your new template
50. Click “File” then “Exit” to leave Word without any other saves
51. Click “No” when back at Durell to not link the document

Select Axa Policies Starting After 1^St Jan 2002

Start from the scrolling list of “Policies”…

1. Click the “Signpost” button
2. Click “Mailshotting”
3. Click “Mailshot records”
4. Check the “Address sets” drop-down is set to “Policies – Set flag in Policy”
5. Check the “Include policies” drop-down is set to “Current policies”
6. Click and thereby tick the tick-box “Select a range…”
7. Select “Start date” in the “Criterion” drop-down
8. Enter “010102” in the “From” field (it will change to 01/01/2002)
9. Click the “=” button to the right of the “To” field to get today’s date
10. For “Matched records” (top right) click “Yes”
11. For “Unmatched record” click “No”
12. Click “OK” (i.e. to set the MS flag to “Y” for all policies starting after 01/01/2002)
13. For further selection/s (e.g. only include Norwich Union policies) you should…
14. Select the “Criterion” for the search (e.g. to “Insurer name”)
15. Set the “From” and “To” values (e.g. from “AXA” to AXAZ”)
16. For “Matched records” click “Leave as set” (those starting after 01/01/2002 already set to Y)
17. For “Unmatched records” click “No” (to remove them from the previously selected set)
18. Click “OK” (i.e. to get just Axa policies starting after 01/01/2002)
19. Repeat the selection process as required
20. Click “Close” to return to the scrolling list of policies

Then to view and manually edit your current mail shot set…

21. Click the “Binoculars” button
22. Click and thereby tick the tick-box “Group by mailshot marker”
23. Click “OK”
24. Click the “I<” button (two to the left of “Binoculars”) to go to the start of the list
25. To de-select any policy, click the “Y” value in its “MS” field to change it to a “N”

List The Selected Policies

Start from the scrolling list of “Policies”…

1. Click the green “W” button
2. Click “New Doc”
3. Select your “Policy List” template from the “Template” drop-down
4. Select “Policies, mailshot = Y” from the “Select records” drop-down
5. Check the “Data field set” drop-down is set to “Standard”
6. Click and thereby CLEAR the tick-box “Tick for normal document…”
7. Click “OK” to load Word, then when in Word…
8. Click “Tools”
9. Click “Mailmerge” (to get to a “Mail Merge Helper” window)
10. Click “Create”
11. Click “Catalog”
12. Click “Change Document Type” button
13. Click “Merge” (to get to the “Merge” window)
14. Click “Merge” again (and wait patiently if the list is long)

Re-Ordering In Word

While still in Word, to re-order your listing by any one of the columns, simply click “Table”, then click “Sort”, then select which column to sort on and click “OK”.

Headings

Having produced your list you can simply click at the top left and press the “Enter” key to create a clear line in which to enter a heading for each column (preferably in bold face). If you’re familiar with Word you might even consider entering these headings in a page header (i.e. via “View”, then “Header and Footer”, then enter the headings and finally click “Close”).

Export To Excel

To export your listing to Excel, simply click “Edit” then “Select all”. Click “Edit” again followed by “Copy”. In Excel start a new spreadsheet and click “Edit” then “Paste”.