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How do I save a number figure in a particular format in AutoMail?

Article ID
ias-6702
Article Name
How do I save a number figure in a particular format in AutoMail?
Created Date
29th August 2008
Product
IRIS AutoMail
Problem
IRIS AutoMail uses the interface of Microsoft Word to generate correspondence. To create your own Bespoke Automail templates you will require knowledge of Microsoft Word to the level of complexity that your bespoke template requires. The IRIS support team are not Microsoft Word experts and cannot provide support, advice or maintenance services with respect to Microsoft Word. However, we have provided some documentation to help you with some of the program features. This knowledgebase article will provide advice for formatting a number in AutoMail. For example, I would like the Balance Liability that is being displayed on the letter, to have a comma for every thousand and a pound sign before the number. ie "12345.67" to be displayed as "£12,345.67".
Resolution
To save the numbers in a particular format you would need to edit the Tag in the template. This can be done by using a Formula to determine what format you would like. To do this:
  • 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.
  • Highlight and delete the Merge field that you would like edit. For example if it is the LMCLCYrBalLiab that you would like in a different number format, highlight and delete the mergefield.
  • Leaving the cursor at the instance where the tag needs to be added. NOTE: To check for versions of Word, Click on Help | About when in the Word Document. For versions of MS Word 2007 or later :
  • Click on Insert tab in Word. In the ‘Text’ section click on the Quick Parts button. From the drop down list Select ‘Field’
  • In the ‘Field Names’ field, click on ‘=(Formula)’
  • In the Field Properties, click on the Formula Button.
  • This will display the Formula Screen. In the Formula: there will be an equal to sign present. Type in “a” after the equal to sign. This will be displayed as =a
  • In the Number Formal: text box, click on the down arrow and select the format that you would like the number to be saved in. For example £#,##0.00;( £#,##0.00).
  • Click on the OK button which will then be displayed on the template as { =a #”£#,##0.00;( £#,##0.00)” }
  • Place your cursor before the “a” and press the delete button on your keyboard.
  • Leaving the cursor in the “a” position, click on the Mailings Tab | In the Write & Insert Fields section, click on the Insert Merge Field down arrow
  • Select the Tag that you would like to change the number format for. For example, LMCLCYrBalLiab will be displayed as below { = { MERGEFIELD LMCLCYrBalLiab } #”£#,##0.00;( £#,##0.00)” }
  • Minimize Word and click on the Save button in the Tag Selection screen
  • Generate the letter for a Client which will display the desired result

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