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When I generate a letter in AutoMail the Sole trader name appears twice.

Article ID

ias-6688

Article Name

Created Date

21st August 2008

Product

IRIS AutoMail

Problem

When I generate a letter in AutoMail the Sole trader name appears twice. How can I stop this from happening?

Resolution

Why does this happen?

How to stop the sole trader name appearing twice

Step by step guide to setting up your template – Word Version 2007 or later

How the IF Statement in the template should be displayed. Why does this happen? On many AutoMail templates the address section includes tags for contact details followed by the business name. This is so that you can address a letter to a member of staff at a business. For example: Mr Smith Smiths Ltd For soletraders, the contact name and business name are often the same. This means that the name may appear twice on your letter. For example, Mr Jones Mr Jones How to stop the sole trader name appearing twice To stop the sole trader name appearing twice you will need to amend your AutoMail template. You will need to change the address section so that either the business name or contact details show for soletraders. This will involve inserting two ‘IF statements’. For further details on ‘IF statements’ please read KB IAS-6677 Step by step guide to setting up your template

Log on to IRIS AutoMail from the IRIS Main Menu

The AutoMail – Letter Request Browser will be displayed, Click on the Templates button.

The AutoMail – Letter Template Maintenance Screen will be displayed, Locate the folder the template resides in, Highlight the template and click on the Edit button.

The Word Template will be displayed allowing you to edit the details.

Toggle on the Field codes (Press ALT + F9 on your keyboard. Please refer to KB IAS-11939 for information on How to turn on field codes in MS Word.

The name may just be displayed as { MERGEFIELD LMCLName }

Highlight and delete the Merge field, then place the cursor where you would like the IF statement to be entered

Minimize Word, the tag selection screen will be displayed

Open the folder The Particular Client |

Common | Place a tick next to : Client Name for documents

Common | Place a tick next to: Is Business

Common |Main Contact | Place a Tick next to: Title , Initials, Surname

Business| Place a Tick next to: Type of Business

Click on the Refresh button

Maximise Word to enter the tags in the document Note: To check for versions of Word, Click on Help | About when in the Word Document. For versions of MS Word 2007 or later: You will need to setup two ‘IF statements’ for the address to show correctly on your letters: IF statement for Title, Initials and Surname.

Click on the Mailings Tab | In the Write & Insert Fields section, click on the “Rules” down arrow

Select “IF…Then…Else…”

The Insert Word Field : IF screen will be displayed, In the field name, select LMCLBusinesstype by clicking on the down arrow

In the “Comparison” field, Select Equal to

In the “Compare to” text box Enter “3” – (Note: 3 relates to Sole Trader)

In the “Insert this” text box, Do not enter anything

In the “Otherwise insert this” text box , enter the word “A”

Click on the OK button

This then enters the IF statement in the template, which will be displayed as: { IF {MERGEFIELD LMCLBusinessType}=3″” “A”}

Place your cursor before the A and press the delete button on your keyboard, leaving the cursor between the last two inverted commas

Click on the Mailings Tab | In the Write & Insert Fields section, click on the Insert Merge Field down arrow

Click on LMCLMCTitle, This should be displayed as: { IF {MERGEFIELD LMCLBusinessType}=3″” “{MERGEFIELD LMCLMCTitle}”}

Enter a space after the {MERGEFIELD LMCLMCTitle}. Repeat step k, to enter the Initials and the Surname of the client.

The IF statement will be displayed as follows: { IF {MERGEFIELD LMCLBusinessType}=3″” “{MERGEFIELD LMCLMCTitle} {MERGEFIELD LMCLMCInitials} {MERGEFIELD LMCLMCSurname}”} IF statement for business name

Place your cursor on the next line i.e. below the above IF statement. Click on the Mailings Tab | In the Write & Insert Fields section, click on the “Rules” down arrow

Select “IF…Then…Else…”

The Insert Word Field : IF screen will be displayed, In the field name, select LMCLIsBusiness by clicking on the down arrow

In the “Comparison” field, Select Equal to

In the “Compare to” text box Enter “0” – (Note: 0 = False ; 1 = True)

In the “Insert this” text box, Do not enter anything

In the “Otherwise insert this” text box , enter the word “A”

Click on the OK button

This then enters the IF statement in the template, which will be displayed as: IF {MERGEFIELD LMCLIsBusiness}=0″” “A”}

Place your cursor before the A and press the delete button on your keyboard, leaving the cursor between the last two inverted commas

Click on the Mailings Tab | In the Write & Insert Fields section, click on the Insert Merge Field down arrow

Click on LMCLName, This should be displayed as: { IF {MERGEFIELD LMCLIsBusiness}=0″” “{MERGEFIELD LMCLName}”}

Both the IF statements will be displayed as follows: { IF {MERGEFIELD LMCLBusinessType}=3″” “{MERGEFIELD LMCLMCTitle} {MERGEFIELD LMCLMCInitials} {MERGEFIELD LMCLMCSurname}”} { IF {MERGEFIELD LMCLIsBusiness}=0″” “{MERGEFIELD LMCLName}”}

Minimize Word and click on the Save button in the Tag selection screen

This should display the desired result when generating the letter for a business client. IF statement for business name

Place your cursor on the next line i.e. below the above IF statement. Click on the Insert Word field button (Located on the task bar above the document)

Select “IF…Then…Else…”

The Insert Word Field : IF screen will be displayed, In the field name, select LMCLIsBusiness by clicking on the down arrow

In the “Comparison” field, Select Equal to

In the “Compare to” text box Enter “0” – (Note: 0 = False ; 1 = True)

In the “Insert this” text box, Do not enter anything

In the “Otherwise insert this” text box , enter the word “A”

Click on the OK button

This then enters the IF statement in the template, which will be displayed as: { IF {MERGEFIELD LMCLIsBusiness}=0″” “A”}

Place your cursor before the A and press the delete button on your keyboard, leaving the cursor between the last two inverted commas

Click on the Insert Merge Field Icon (located on the left of Insert Word Field in the task bar)

Click on LMCLName, This should be displayed as: { IF {MERGEFIELD LMCLIsBusiness}=0″” “{MERGEFIELD LMCLName}”}

Minimize Word and Click on the Save Button in the Tag selection Screen

This should display the desired result when generating the letter for a business client. How the IF statements should look Both the IF statements will be displayed as follows: { IF {MERGEFIELD LMCLBusinessType}=3″” “{MERGEFIELD LMCLMCTitle} {MERGEFIELD LMCLMCInitials} {MERGEFIELD LMCLMCSurname}” } { IF {MERGEFIELD LMCLIsBusiness}=0″” “{MERGEFIELD LMCLName}”} Related Articles KB IAS-7078 : How do I setup my own custom AutoMail templates? KB IAS-6864 : What Microsoft Word skills may I need to edit AutoMail templates KB IAS-6677 : What is an IF statement and how can I add it to a template.

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