The Word Processor

• has a number similarities with common word processors.
• Documents can be viewed in Page Layout, Normal, and Field modes.
• The rulers allow the placing of tabs and setting of indents and paper margins.
• Text boxes, pictures and tables have numerous formatting options allowing the creation of more sophisticated documents.
• Theatre Manager data fields can be placed directly into the document, allowing you to personalize mailings and include patron-specific information in large mail merges.
• Document templates can be created for ease of use.
• The Find and Replace function is capable of searching and replacing based on text, styles, paragraphs, text formatting options, or any combination of this list.
• The spell checker is capable of checking as words are typed and will underline misspelled words in red. Simple context menus will show suggestions as to the appropriate spelling.

Other features include the Label Writer allowing address labels to be printed from database information, and a PDF Generator.

Quick Reference information (Quick Reference Guides, Cheatsheets and Videos) is available for some Form letter functionalty. Click here to access the Form Letter specific links.

Alternatively, you can open Form Letters via the Letters button on the main Theatre Manager toolbar / ribbon bar.

Quick Reference information (Quick Reference Guides, Cheatsheets and Videos) is available for some Form letter functionalty. Click here to access the Form Letter specific links.

Parts of the Form Letter Menu

Search Function

You may search for donation receipts using a variety of fields. The search fields can be selected from the drop down list located in the upper left portion of the window.

Patron #	Use this search field to locate donation receipts for a range of, or a specific patron number.
Name/Company	Use this search field to locate donation receipts for a particular patron, or a range of patrons based on letters in their last name or company name.
Last Name	Use this search field to locate donation receipts for a particular patron, patrons with the same last name, or a range of patrons based on letters in their last name.
Company	Use this search field to locate donation receipts based on the company a patron works for.
Fiscal Year	Use this search field to locate donation receipts based on the fiscal year that the donation was received.
Donation Date	Use this search field to locate donation receipts based on the actual date that the donation was received.
Campaign Name (Internal)	Use this search field to locate donation receipts based on the internal name of the campaign type assigned to them.
Receipt #	Use this search field to locate donation receipts based on the receipt numbers that were assigned to them.
Receipt Printed	Use this search field to locate donation receipts based on the actual date that the donation receipts were printed.
From and To	Use these fields to enter in search parameters based upon the field you are using to search.
	This button will begin a search for donation receipts that match the specific search criteria set in the from and to fields.
	Opens the selected Donations Detail window.
	Unprints the receipt for the selected Donation.
	Exports the data from the Donation Receipt List out of Theatre Manager as a tab-delimited file to be used in other programs.
	Generates the Donation Receipts List as a report with the results of the searched for patrons found in the displayed list.

• Form Letter Menus that are activated when a letter is open.
• Word Processor Features
• Tool Palette at the right of the word processor window
• Keyboard formatting shortcuts

Quick Reference information (Quick Reference Guides, Cheatsheets and Videos) is available for some Form letter functionalty. Click here to access the Form Letter specific links.

Parts of the Form Letter Window

	Creates a new form letter. Click here for more information on creating a new Form Letter.
	Saves the current Form Letter.
	Duplicates the current Form Letter. Click here for more information on duplicating Form Letters.
	Reverts to the last saved version of the letter.
	Deletes the current Form Letter. Click here for more information on deleting a Form Letter.
	Prints the current Form Letter. Click here for more information on printing Form Letters.
	Checks the spelling of the current letter.
	Undoes the last action taken on the current letter. This does not revert to the last save.
	Redoes the last action that was undone. This is good for correcting an action that was accidentally undone.
	Imports an RTF document to be used as a letter. Click here for more information on importing a Form Letter.
	Exports the letter as an RTF document to be opened in another application. Click here for more information on exporting a Form Letter.
	Opens the Form Letter Info Window. Click here for more information on the window.
	Opens a list of patrons who have been sent this specific letter.
Formatting Pallette	The fomatting pallette allows easy access to many common word processing functions. For more information on this feature, click here.
Context Menu	The Context Menu, also known as the right-click menu allows for adding new fields and making other adjustments to the letter. For more information about using this menu, click here.
Headers and Footers	Headers and Footers can be used for contracts and page numbering. For more information about using the header and footer, click here.

There are other methods of formatting your document:

• The Form Letter Menu and SubMenus
• The Form Letter Tools Palette
• Use the context menu to alter the selected object (text, image, table) by right clicking it.

Form Letter Action	OSX Shortcut Keys	Windows Shortcut Keys	Tools Palette
Bolds or unbolds the selected text	Command & B	Ctrl & B
Italicizes or removes italicization from the selected text	Command & I	Ctrl & I
Underlines or removes underlining from the selected text	Command & U	Ctrl & U
Makes the selected text smaller by increments	Command & [	Ctrl & [
Makes the selected text larger by increments	Command & ]	Ctrl & ]
Makes the selected text smaller by one point size	Command & Shift & {	Ctrl & Shift & {
Makes the selected text larger by one point size	Command & Shift & }	Ctrl & Shift & }
Hide or show non printable characters	Command & Shift & 8	Ctrl & Shift & 8
Selects all text	Command & A	Ctrl & A
Undo the latest change. You can undo multiple times to back out a number of changes	Command & Z	Ctrl & Z
Redo the latest change. You can redo multiple times to roll forward a number of changes	Command & Y	Ctrl & Y
Cut the selected items	Command & X	Ctrl & X
Copy the selected items	Command & C	Ctrl & C
Zooms out on the document (you see more of the document in the same viewing area and everything is smaller)	Command & -	Ctrl & -
Zooms in on the document (you see less of the document in the same viewing area and everything is magnified)	Command & =	Ctrl & =
Paragraph alignment - left justify	Command & Shift & L	Ctrl & Shift & L
Paragraph alignment - right justify	Command & Shift & R	Ctrl & Shift & R
Paragraph alignment - center justify	Command & Shift & C	Ctrl & Shift & C
Paragraph alignment - fully justify	Command & Shift & J	Ctrl & Shift & J
Paragraph spacing - single line	Command & 1	Ctrl & 1
Paragraph spacing - double line	Command & 2	Ctrl & 2
Paragraph spacing - 1.5 lines	Command & 5	Ctrl & 5
Paragraph increase left indentation	Command & M	Ctrl & M
Paragraph decease left indentation	Command & Shift & M	Ctrl & Shift & M
Paragraph increase first line indentation. The first line is indented more within the paragraph.	Command & T	Ctrl & T
Paragraph decrease first line indentation. This can make paragraph out-dents	Command & Shift & T	Ctrl & Shift & T
Previous character	left-arrow	left-arrow
Next character	right-arrow	right-arrow
Previous word	Option & left-arrow	Ctrl & left-arrow
Next word	Option & right-arrow	Ctrl & right-arrow
Previous paragraph	Option & up-arrow	Ctrl & up-arrow
Next paragraph	Option & down-arrow	Ctrl & down-arrow
Beginning of line	Command & left-arrow	Home
End of line	Command & right-arrow	End
Beginning of document	Home	Ctrl & Home
End of document	End	Ctrl & End
Scroll left	Command & Option & left-arrow	Ctrl & Option and left-arrow
Scroll right	Command & Option & right-arrow	Ctrl & Option and right-arrow
Scroll up	Command & Option & up-arrow	Ctrl & Option and up-arrow
Scroll down	Command & Option & down-arrow	Ctrl & Option and down-arrow
Scroll page up	Page Up	Page Up
Scroll page down	Page Down	Page Down

When printing multiple records into a table on a document, it may be helpful to specify the sort order of the data so that it appears in the order you want. You can specify up to 9 sort fields.

For example, you may want to display:

• the oldest to newest donation within a campaign
• all the tickets for a performance date together
• volunteer activities for a patron in the order that you want them to come to the venue

If you do not sort the data in a table, it will appear in a random order.- which may be ok.

	Form letters that are templates cannot have sort fields - since they are only templates.
	The current sort order of a letter is displayed on the form letter merge window for your convenience.

Parts of the Sort Tab

	If available, uses the default search criteria for this report.
	If this Letter has previously been merged, this button adds the previous criteria.
	Opens a list of saved criteria for this report.
	Saves the current criteria to be used later.
	Saves the current criteria to be used later and opens a dialog to name this criteria.
Available Sort Fields	A list of fields available to sort your Row Field elements by, if a row field is used on the form letter.
	Adds the currently selected field to the sort field list on the Right.
	Removes the currently selected field from the sort field list.
Selected Sort Fields	The fields currently used for sorting the data within a Row Field. There is a limit of nine sort fields to sort the list by.
Sort In Descending Order	When checked, the currently selected sort field will sort in descending order.
Upper Case Conversion	When checked, the currently selected sort field will be converted to upper case letters.
	Cancels that adding of criteria and returns the user to the Merge window.
	Completes the addition of criteria and the sorting of data, and begins to generate the merge.

Form letters can be created for many different purposes. They can be used to send information to patrons, donors, volunteers, employees, and members of the media. A new form letter can be created from the Form Letter List Window.

1. From the Form Letter List window, click the New button.

   The New Form Letter window and the Word Processor with a new blank page open.

   

   Click here for more information on the Form Letter List window.

   Click here for more information on the Version 8 Word Processor.

2. Enter the Form Letter Name and the Subject line for email blasts and chose a folder to store the letter.
3. Choose the merge data for this letter.

   

   Patron data is a parent for most other files. If other merge criteria is selected the patron record details will also be available as criteria. Due to the relationship of data within Theatre Manager some items can not be merged together.

   Click here for more information on the Form Letter Window.

4. Select the Template for use in this letter. The Normal Template is the default template.
5. Click the Ok button.
6. Click the Save button.

   You have now saved the base parameters for the new letter.

7. Enter the text for the base letter.



8. Using the right-click context menu, add merge fields to the Form Letter.

   

   To enter a merge field, right-click (or control-click on a Mac) in the area of your document you'd like the field to appear, then simply find and select the field you'd like to use in the context menu (fields with patron data and details are in Data Base Fields). Click here for more information on adding merge fields to the letter.

9. Click the Save button to finalize the Form Letter.

Click here to learn how to do a mail merge with the Form Letter.

When editing the form letter, you are editing the same form letter that is used by all employees. This is not a unique copy of the form letter for just a single patron. Any changes made and saved will effect all associations with the letter. If you wish to make changes to the letter to suit your requirements first duplicate the letter then make the modifications. Click here for more information on duplicating a Form Letter.

1. Search for the Form Letter to edit.

   Click here to learn how to find existing Form Letters.

   

2. Click on the Form Letter to edit.
3. Click the Open button.

   The Form Letter Window will open and load the form letter. Click here for more information on this window.

4. Make any necessary changes.
5. Click Save button.

Letters can be imported from another application to use in Theatre Manager. However, the document must be in RTF, HTML, TXT, or TMD format. The TMD format is a Theatre Manager format that allows for the importing of letters created in Theatre Manager.

1. From the Form Letter List window, click the New button.

   Click here for more information on the Form Letter List window.

   The Word Processor opens to a new blank page.

   

2. Enter the Form Letter details.

   Click here for more information on the Form Letter Info Window. Click here for more information on the Form Letter Window.

   Enter a name of the letter, then select a folder to save the letter. Choose the merge data for this letter. Patron data is a parent for most other files. If other merge criteria is selected the patron record details will also be available as criteria. Due to the relationship of data within Theatre Manager some items can not be merged together.

   Select the Template for use in this letter. The Normal Template is the default template.

3. Click the Ok button.
4. Click the Save button.
5. Click the Import button.

   The Open File dialog for your operating system appears.

6. Locate and select the file (letter) you want to import.

   The file format type may need to be changed--to locate the appropiate file--depending on your operating system.

7. Press the Open button.

   The file will imported into Theatre Manager as text.

8. Using the right-click context menu, add merge fields to the Form Letter.

   Click here for more information on adding merge fields to the Form Letter.

9. Click the Save button to finalize the Form Letter.

A Form Letter can be exported to be used in another application. This can be used to edit the letter in another application and then import it back in to Theatre Manager. Letters can be exported as an RTF, HTML, or TXT document.

1. Search for the Form Letter to export.

Click here to learn how to find existing Form Letters.



2. Click on the Form Letter to export.
3. Click the Open button.

   The Form Letter Window will open and load the form letter. Click here for more information on this window.

4. Click on the Export button.
5. Select the file format for the letter to be exported as.

   The Save As dialog for the user's operating system opens.

6. Select the location to save the exported leter and click the save button.

   The document is placed in the selected directory in the selected format.

Unlike plain text, adding graphics and color to your form letters, newsletters and email adds impact to your content. In the form letter functions of Theatre Manager, you can easily add graphics. These can range from your logo to photographs to clipart.

There are 3 different methods to add graphics to a form letter:

1. Drag and Drop the image into a form letter.
2. The menu option Edit >> Paste From File.
3. Copy and Paste.

Unlike a plain text email, an HTML email incorporates fonts, color and graphical content. Individuals often choose to use such emails for marketing and email newsletters (popularly called "ezines"). Sending emails of this sort to multiple recipients is traditionally referred to as an eblast (email blast). Incorporating HTML eblasts into your online marketing technique might increase your site's visitor count and be a successful method for promotion.

Creating an html email is as simple as importing the html code into the form letter.

You can create your html email in a text editor or HTML editor. To do this, you perform the following steps:

1. Open a new text document or HTML editor and create an HTML email.

   Use basic HTML code, such as "<B>" for bold text and "<I>" for italicized text. If you are incorporating graphical content, upload them to your marketing web site rather than attaching them to the document.

   

   Ensure you have the HEAD tags open and closed and HTML at the beginning and the end of the document.

2. If you are using a WYSIWYG (what you see is what you get) HTML editor, review your final email. Otherwise, open the filename.html in a web browser.

   

3. Select and copy the HTML email draft letter.

   

4. In the open form letter, paste the copied HTML.

   

The form letter/eblast now contains the html code.



5. Click the Save button.

You can now add any Database or Custom fields.

A Form Letter can be deleted when it is has not been linked to any patron files. To make a letter is no longer available for use that has been linked to patron files, make it inactive.

1. Search for the Form Letter to delete.

   Click here to learn how to find existing Form Letters.

   

2. Click on the Form Letter to delete.
3. Click the Delete button.

   The letter can also be opened and deleted from the Form Letter Window.

To modify a Form Letter without affecting all users, create a duplicate of the letter.

1. Search for the Form Letter to duplicate.

   Click here to learn how to find existing Form Letters.

   

2. Click on the Form Letter to duplicate.
3. Click the Duplicate button.

   A copy of the letter will be placed in the same folder and will appear in the list window. The letter can also be opened and duplicated from the Form Letter Window.

1. Select the main menu Form Letters >> Form letters or click the form letter icon on the Theatre Manager Toolbar / Ribbon Bar.

   

   The Form Letter List window opens.

   

   Click here for more information about this window.

2. Select your criteria from the Drop Down List Menu and enter criteria for a specific search, or click the Search button to find all letters.

   

   The letters are displayed in the window.

   

After adding a letter to a Patron record, it may become necessary to delete the letter.

1. Open the Patron's record from the Patron List window.

   Click here for more information on this process.

2. Click on the Letters Tab at the bottom of the Patron window.

   

3. Click on the letter to be deleted.
4. Click the Delete button.

   A warning message will appear.

   

5. Click the Delete button.

   The letter will now be removed from the patron's record.

If you make a mistake in the merge, instead of setting the status to done, just find the letters as per step 2 and delete them on the same window.

There are two steps to do so:

1. Merge the letters as you normally would and set the print date to be some time in the future.

   We recommend a date that is around the date of printing you want to appear on the patron record, such as a couple of days from the current date.

   In the example, it shows a date that is many years away - it is best to choose a date in the next couple of days.

   

2. Then, in the Form Letter->Tasks->Letter/Email Recipient list:
   • Find all letters using Date Required with the above date on it.
   • Make sure that they are the letters you just merged. Verify the name of the letter, the date and the requestor - so that you don't pick up another employees future letters.
   • Select them all
   • Right Click, and set the status to done.

   

This print method is used to print all unprinted letters for an employee.

1. Go to Form Letters >> Tasks >> Print Letters/Send Emails.

   The Print Letters Criteria window opens.

   

2. Adjust the criteria as needed.

   If you need to edit a set of criteria, double click on it.

3. When complete, click the Done button.

   The Patron Letter window opens.

   

4. Make any necessay changes to the letters.

   Any letters you delete from this window will be also deleted from the Patron's record.

   Click here for more information on this window.

5. Click the Print button to print all letters that are not yet printed or the Send button to send all emails.

   The print dialog for your operating system opens.

   Remember that in order to send e-mails, a Web Sales listener must be active.

6. After printing has completed, you are returned to the Patron Letters window.

   All printed letters have a green checkmark in the status column.

   For more information about printing address labels, click here.

To print all unprinted letters for an employee, you perform the following steps.

1. Go to Form Letters >> Tasks >> Print Letters/Send Emails.

   The Print Letters Criteria window opens.

   

2. Click on the "Todo Employee Responsible" criteria and click the Delete button.

   The criteria changes to now find all letters that are marked as Not Done.

3. Click the Done button.

   The Patron Letter window opens.

   

4. Make any necessary changes to the letters.

   Any letters deleted from this window are deleted from the Patron's record.

   Click here for more information on this window.

5. Click the Print button to print all letters that are not done or the Send button to send all emails.

   The print dialog for the operating system opens.

   Remember that in order to send e-mails, a Web Sales listener must be active.

6. After printing is complete, you are returned to the Patron Letters window.

   All the printed letters will now have a green checkmark in the status column.

   For more information about printing address labels, click here.

To open the Patron Letter Window, go to Form Letters > Tasks > and Select a Print option (either letters/emails or labels).

The Print Letters Criteria screen will open with settings to print letters that have not been printed for the current employee. Click Done to open the Patron Letter Window which will show all letters matching that criteria.

Parts of the Patron Letter Window

	Opens the selected letter in a preview window similar to the Form Letter window. The letter can be customized from this window.
	Deletes the selected letters from the patron's record.
	Prints all letters marked as Due Now.
	Sends all emails marked as Due Now.
	After letters have been printed, allows for printing address labels for the letters.
	Changes the view to show all letters. This is the standard view.
	Changes the view to show all letters marked as Not Done.
	Changes the view to show all letters marked as Due Later.
	Changes the view to show all letters that were done during this session.
	Changes the view to show letters that were done during a previous session.
	Changes the view to show all messages related to letters that were completed.
Todo Type	A type code showing what operation is to be performed for the letter or email.
Status	Icons representing the status of the letter. Refer to the legend at the bottom of the window for more information.
Type	The type of letter or email that is being printed or sent.
Patron Name	The full name of the patron that the letter is attached to.
Description	The name of the letter or email being used.
Requested by	The employee who requested the patron/letter merge.
Date Begin	The date and time that the letter or email is scheduled to be printed or sent.
Status	The current status of the letter in regards to being Done or Not Done.
Priority	Any priority that has been given to the letter.
Date End	The date and time that the letter or email is scheduled to be completed by.
Date Printed	The date the letter was printed or that the email was sent.
Notes	Any notes associated with the letter.
Email Address	The email address of the patron.
Patron #	The patron's record number.
Context Menu
Set Destination	Allows changing the destination for the currently selected letter from printing to email or vice versa.
Set Status	Allows changing the status of the currently selected letter from Not Done to Done, and to also change from Due Now to Due Later.
Preferences	Allows adjusting and saving the preferences for this window.

You can search by a number of data fields such as when it was sent, the letter, when it was opened, etc. This means that this window can be used to do things like:

• Search by date sent to see what went out on a particular day or for a time period
• Search by letter to see who got a particular bit of correspondence.
  • If it was an eblast, you can also see who opened it.
  • Highlight a number of the lines based on status to see how many were sent and how many were opened
• Have a look to see what is due the future
• Select a number of emails and:
  • change their status to Not Done to resend them -or-
  • mark them done if you need to have them on the patron's file but never intended to send them, -or-
  • delete them

While this allows you to see both sent and unsent letters/emails, you can also use the Manage Pending/Unsent Emails to handle only emails that are not sent.

Parts of the Letter / Email Recipient List

	Opens the Form Letter Window and created a new Form Letter. Click here for more information on creating a Form Letter.
	Opens the currently selected Form Letter. Click here for more information on finding a Form Letter.
	Duplicates the currently selected Form Letter. Click here for more information on duplicating a Form Letter.
	Deletes the currently selected Form Letter. Click here for more information on deleting a Form Letter.
	Prints the currently selected Record.
	View or Edit the selected patron.
	Changes the status from done to not done (or vice versa)
	Opens the selected letter for editing.
	Prints the currently selected Form Letter. Click here for more information on printing a Form Letter.
Status	This column displays the printed status of the letter, whether it is done or not.
Type	This column displays the type of the letter, if it was a single letter or was it a merged letter
Date Begin	Date the letter was added to the patrons record.
Date End	The last date the letter was updated.
Date Printed	The date which the letter was printed.

Once letters have been printed, often mail labels will also need to be printed for the envelopes.

1. From the Patron Letters window, click the Labels button.

   Click here for more information on this window.

   

2. The Patron Address Labels window will open.

   

3. Adjust all settings as necessary.

   For more information on this window, click here.

4. Click the Print button.

   The print dialog for the user's operating system will open.

5. When printing is completed, the window will close.

Once letters have been printed, usually mail labels will also need to be printed for the envelopes. If the Patron Letter window has been closed, you can still print address labels for a batch of letters.

1. Go to Form Letters >> Tasks >> Mail Labels for Printed Letters.

   The Mail Labels Criteria window opens.

   

2. Adjust the criteria to suit your needs.

   To edit a set of criteria, double click on it.

3. When complete, click the Done button.

   The Patron Address Labels window opens.

   

4. Adjust any settings as necessary.

   For more information on this window, click here.

5. Click the Print button.

   The print dialog for the user's operating system opens.

6. When printing is completed, the window closes.

1. From the main Theatre Manager menu, select Form Letters >> Tasks >> Mail Labels for Printed Letters.

   

   The default Mail List Criteria window opens.



2. To create labels for a specific date or range of dates, double click on the Letter History Date Printed critera.

   The Edit Parameters window opens.

   

3. Make the required changes and click the Save button.

   You are returned to the Mail Label Criteria window.

   

4. Make the required changes and click the Done button.

   The Patron Address Labels window opens. Click here for more information on the Address Labels window.

   

5. Adust the labels, Style, Position, Font, Sort, Page layout as necessary.
6. When the labels are as you would like to have them printed, click the Print button.

Parts of the Patron Address Label Window

	Changes the view to the first page of labels.
	Changes the view to the previous page of labels.
	Changes the view to the next page of labels.
	Changes the view to the last page of labels.
	Saves a copy of the current label details under a different name.
	Import a RTF document containing a label template. Normally these are obtained from the Avery Website. Click here for more information on importing an RTF file.
	Deletes the current label details from the list of templates. Click here for more information on deleting templates.
	Prints all labels.
	Prints all labels to a PDF file.
	Prints a Postal Code Count report. Click here for more information on the Postal Code Record Count Criteria report

Label Content Check Boxes

Label Style and Positions

Type	Drop Down listing of the Label templates. You can add or remove templates using the: Add button, Click here for more information on adding templates. Delete button, Click here for more information on deleting templates.
Labels	Across - allows you to specify the number of labels to print across the page Down - allows you to specify the number of labels to print down the page.
Size	Width - allows you to specify the width (in inches) of the labels Height - allows you to specify the height (in inches) of the labels.
Gutter	Horizontal - allows you to specify the height (in inches) of the gutter between rows of labels Vertical - allows you to specify the width (in inches) of the gutter between the coulmns of labels.
Label Margin	Allows you to specify the width (in inches) of the margin between the labels and the edge of the page.
Label Copies	The number of copies of the label that you would like printed.
Fill Labels	There is a choice to print the labels across the page (the default) or to print them down the page. The image to the right shows them printing down the page (then across) where as the image at the top of the page shows them printing across the page (then down). Printing down the page may help those who find it easier to work down the label page when transferring them to envelopes.

Font and Sort

Paper Info/Page Setup

Display

	Selecting from the drop down list allows you to change the display of the labels so you can better see for editing.
	Allows you to change the display of the labels by movong the box from left to right so you can better see for editing.

Right Click Context Menu

Occasionally, you may wish to create a form letter that highlights the last show the patron purchased tickets to. This type of letter (or email) is the same concept as a Donation Thank You Letter. When we create a thank you letter for a donation, you need to attach it directly to the donation you are thanking them for. This is because a Patron can have multiple donations, and if you attach the letter to the Patron Record, Theatre Manager will not know which donation the to pull the merge information from.

The same applies to "last event". While Theatre Manager knows the patron has purchased tickets, it does not know which was the last ticket purchased. For example, a patron has purchased a ticket to the fourth show in a season and then comes back one month later and purchases tickets to the first show of the season, Theatre Manager only know the patron has purchased tickets to both the first and fourth shows and not the order they were purchased in.

To achieve the proper information in the letter, you need to perform several different functions.

1. Create a new letter.

   

2. When choosing the Data file, select Ticket Data per performance.
3. Complete the letter.

   Click here for more information on creating a form letter. When the fields are in the letter, you may also want to consolidate some fields so you can show totals, averages, etc.

4. Click the Save button.
5. Click the Sort button.

   

   The Consolidated Letter Sort window opens.

   To get the required letters, set up a sort order for the letter, so that it is in Date Order (descending) or in Order Number (descending).

6. Select the sort order using the left and right arrow keys to added the appropriate sort fields.
7. When complete, click the Done button.

   Merging

8. Click the Letter Merge button.

   

   The Search Criteria window for the Form Letter merge opens. Criteria allow you to refine the amount of information - before generating the letter. Criteria can be used to find specific information and using criteria speeds up the process of generating a letter. Click here for more information on the Criteria window.

9. Click Last Used or Save to enable the toolbar.

   

10. Click the New button to add the first parameter..

    The Add/Edit Parameters window opens.

    Click here for more information on the Add/Edit Parameter window.

11. Select an Operator.

    Operators are on the left hand side of the window. They are "AND, OR, NOT."

    AND	This criteria and all previous criteria will be used in the search.
    OR	This criteria or all previous criteria should be used in the search.
    NOT	All previous criteria but not this criteria will be used in the search.

12. Select a data field.

    Clicking on the plus symbol (+) next to a data category expands it to show a list of fields.

    choose indexed fields when possible as Reports generated with indexed fields generate much faster.

13. Select a condition.

    Conditions determine how the parameters react.

    Click here for more information on conditions.

14. Set the parameters.

    Depending on the data field and condition, the parameters may be a single number, a range of numbers, or a list of items.

    If a list of items is shown, multiple items can be selected by using the OPTION key (Mac) or the CTRL key (Windows).

15. At the bottom of the window, click the Save button.

    The Add/Continue button may also be used to add this criteria, and select additional criteria without leaving the window.

16. Click the Save button to merge the letter.

    

    You are returned to the Search Criteria window.

17. Review your options and criteria.

    To add more criteria, click Last Used or Save to enable the toolbar.

18. To create your letters, click the Done button.

    

    The Merge Form letter window opens.

    Click here for more information on the Merge Form Letter window.

    Reviewing the Still to merge tab, the list needs to be refined.

19. Make a Duplicates selection. In this example, Consolidate tickets (household) has been selected.

    

    Notice the parameter selected - Date Bought is displayed. This tells you The first record for Date Bought prints in the field.

20. Click the Merge button.

    

21. Click the Continue button.

    Review your printed letters.

There is an important difference between form letters and Invoices. Form Letters (with Row Field Data) look at several records, so it will list every ticket individually. There is a row for Ticket 1, because it is Seat A-101, then there is a row for Ticket 2, because it is a different seat; Seat A-102. So each ticket will come out as a separate row.

Invoices look at the order as a whole, and can summate the contents of the order in different ways - individual tickets (or donations/Gift Certificates), or grouping them by event, series, promotion and other options.

The two items are different for a reason - you have the best of both worlds. If you want to have a summary of the order, use the Invoice and choose the appropriate summary options when you generate it. If you want a line by line listing of the tickets, use a form letter.

In Form Letters, you can add row field data which will pull data from the database and insert it in your letter "table style."

You can accomplish this by using the following steps.

Build a new Form Letter

1. Click on the icon, and choose from the icon bar in the search window.
2. Give the letter a name, and a folder.
3. Choose Ticket Data Per Performance as the Data file



4. Click

You may either copy and paste your letter in here, or begin writing it directly into the word processor.

Add a Row Field Table

1. Right click in the location where you want the Row Field table to go

Select Insert Document Object>>Row Field






The insert Row Field window will appear.





2. Click the green hooked-arrow on the right side and select the first field you wish to include.
3. Change the Column Header to something appropriate for your table (as you would like it to appear) in the final document.

To add additional columns to your table, click on the

Be sure to edit the Column Header names.





4. In the final column (PRICE), click the box. This will total this column in your table.
5. Click , and the table will appear in your document

Adjust the column width or height as you would in any word processing program by clicking between the columns and dragging the lines left/right, or up/down. This allows you to allot more space for Event Title, and less for Row and Seat, for example.

To edit the way data is displayed:

1. Double click on the Data Cell (for example, TicketTotalPrice)
2. Click on the CELL tab
3. Click MODIFY
4. Edit the Formatting to the desired display. In this case, Currency.



You can also edit the formula for the calculation right here in this window. For example, you may wish to display the ticket price plus fees. Edit the PS_TOTAL_COST like you would a ticket face calculation to (PS_TOTAL_COST+ORD_TIX_ORD_FEE)



5. Click Apply
6. Click Apply again on the Row Field Properties window
7. You can also edit the format of the table itself.
8. Highlight the cells you wish to format
9. RIGHT click (Control Click) on the cells
10. Select the item you wish to format (Style..., Font...., Paragraph..., etc.)

Complete and save your Form Letter