Pitney Bowes DocuMatch Application Notes
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Pubblicità
While reasonable efforts have been made to ensure the accuracy of this material, the information in this document is provided “as is,” without warranty of any kind. This document may contain errors and omissions and is subject to change without notice. Pitney Bowes disclaims all warranties, either express or implied, including the warranties of merchantability and fitness for a particular purpose. Pitney Bowes shall not be liable for errors contained herein, nor for incidental or consequential damages in connection with the furnishing, performance or use of this material.
These materials and the related software are confidential and proprietary property of Pitney Bowes, Inc. and may not be lent, sold, hired out, or made available to others in any form, or be disposed of by way of trade in any form, without the express written consent of Pitney
Bowes, Inc.
The data used in examples in this manual are fictitious unless otherwise noted, and are intended solely to document proper use of the software.
SV60725 Rev. A
First Edition, August, 1999
©1999 Pitney Bowes Inc.
DocuMatch and SmartMailer are trademarks of Pitney Bowes, Inc. Microsoft, MS-DOS, Windows,
Access, FoxPro and Microsoft Word are trademarks or registered trademarks of Microsoft Corporation.
Emulex and NetQue are trademarks of Emulex Corporation. Novell and NetWare are trademarks of
Novell Corporation. WordPerfect and Paradox are trademarks of Corel Corporation. Rumba is a registered trademark of Wall Data. AS/400 is a registered trademark of International Business Machines.
dBase is a trademark of Inprise Corporation. ZIP Code and PostNET are registered trademarks of the
United States Postal Service. All other devices and/or software mentioned in this manual are trademarks or registered trademarks of their respective companies.
All rights reserved. This book may not be reproduced in whole or in part in any fashion or stored in a retrieval system of any type or transmitted by any means, electronically or mechanically, without the express written permission of Pitney Bowes.
Contents
Host Software Installation Notes for Windows 95 ........................... 3
Installing the Driver ................................................................................ 3
Installing the Envelope Designer ............................................................ 3
Selecting the DocuMatch Driver and Setting Options on a
Windows 95 System .............................................................................. 4
Testing Driver Installation ....................................................................... 5
Using DocuMatch on a Network ...................................................... 6
Using a Controlling PC ........................................................................... 6
Using the DocuMatch as a Shared Printer ............................................. 6
Using a Peer-to-Peer Network ............................................................... 6
Guidelines for Network Use ................................................................... 7
Print Manager and Timeouts for Windows 3.1 Users .................... 10
About Print Manager ............................................................................ 10
Setting Options in Print Manager ......................................................... 10
Using Background Printing .................................................................. 11
Setting Timeouts .................................................................................. 12
Setting Up and Running Merges with MS Word for Windows ...... 13
Importing Data ..................................................................................... 13
Using the Mail Merge Toolbar .............................................................. 15
Running the Merge ............................................................................... 16
Address Detection Errors ..................................................................... 18
Setting Up Files for Merging with Word Perfect for Windows ...... 19
Importing ASCII Data into Word Perfect Version 6.0 ........................... 20
Importing ASCII Data into Word Perfect Version 6.1 ........................... 21
Accessing Database files from Word Perfect ....................................... 22
Running the Merge in Word Perfect 6.1 ............................................... 23
Running the Merge in Word Perfect 7 .................................................. 24
Using DocuMatch with SmartMailer for Windows ........................ 25
Printing Directly From SmartMailer ...................................................... 25
Printing Presorted Data with Another Application ............................... 26
Printing Presorted Data with Another Application ............................... 27
ii
Contents
Handling Tray Breaks with Other Applications ..................................... 27
An Alternate Method of Processing the SRT File ................................. 28
Selecting the DocuMatch Driver from Microsoft Word 6 .............. 29
Selecting the DocuMatch Driver from Word Perfect ..................... 30
Word Perfect Version 6.1 ..................................................................... 30
Network Connections .......................................................................... 30
Accessing the DocuMatch Setup Screen ............................................ 31
Word Perfect V6.0 ................................................................................ 32
Selecting DocuMatch Driver Options............................................. 33
Generate Mail Option ........................................................................... 33
Document Tab ...................................................................................... 33
Envelope Tab ........................................................................................ 34
Inserts Tab ............................................................................................ 34
Finishing Tab ........................................................................................ 35
General Tab .......................................................................................... 36
Saving and Retrieving Job Setups ....................................................... 38
Address Detection Options .................................................................. 38
Exiting the Driver Setup Screen ........................................................... 39
Document Printer Setup Options ......................................................... 39
Automating Operations under Microsoft Word 6 .......................... 41
Printing to a File with the DocuMatch Driver ................................. 44
Printing to a File from Microsoft Word ................................................. 44
Sending a Print File to the DocuMatch ................................................ 45
Printing an Address that Does Not Appear on the Document ...... 46
Printing Barcodes on Documents and Window Envelopes .......... 47
Printing a Barcode on the Document ................................................... 47
Printing Just a Barcode on the Envelope ............................................. 47
Printing Just a Barcode on the Envelope ............................................. 48
DocuMatch TM Integrated Mail System
Contents
Selecting Printer Trays Using Microsoft Word or
WordPerfect .................................................................................... 49
Using Word to Switch Paper Trays ...................................................... 49
Switching Paper Trays Using WordPerfect for Windows,
Version 6.1 ........................................................................................... 50
Formatting Mail Merge Documents Using IF Fields in
Microsoft Word ................................................................................ 53
Using IF Fields for Merge Field Dependent Text .................................. 53
Procedure for a ZIP+4 Example ........................................................... 53
Procedure for Using IF Fields for a Variable Length Address
Example ............................................................................................... 55
Customizing Your Mailpieces with Selective Inserting,
Variable Length Documents and Variable Envelope Data ............. 56
What's a Control Page? ....................................................................... 56
Setting Up Documents with Control Pages ......................................... 58
Running Jobs with Control Pages ........................................................ 59
Control Page Command Summary ...................................................... 59
Setting Up and Running Jobs with a Variable Number of
Printed Pages ....................................................................................... 59
Table of Control Page Commands ....................................................... 60
Control Page Limitations ...................................................................... 62
Diagnosing "Waiting for Host" messages ...................................... 63
Factors Affecting Speed ...................................................................... 63
Complex Envelope Timeouts ............................................................... 63
Host-Induced Slowdowns .................................................................... 64
Common Causes of Slow Printing ....................................................... 65
Inefficient Print Files ....................................................................... 66
Selecting, Storing, and Loading Materials ..................................... 69
Document Printer Paper ...................................................................... 69
Envelopes ............................................................................................. 70
Cut Sheets ........................................................................................... 71
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iv
Contents
Inserts and Reply Envelopes ................................................................ 72
Total Thickness Limits .......................................................................... 72
Envelope Content Thickness Evaluation .............................................. 73
Reducing Wasted Materials ............................................................ 74
Preserve Output Order ......................................................................... 74
Examining System Reports .................................................................. 74
Examining Materials in the Outsort Bin ................................................ 75
Checking Your Data before Processing ......................................... 76
Missing Data ........................................................................................ 76
Checking Your Data in SmartMailer for Windows ................................ 76
Checking Your Data in SmartMailer for Windows ................................ 77
Checking Your Data in Microsoft Word ................................................ 77
DocuMatch Job Cancelling Tips .................................................... 80
Using Rumba to Print to the DocuMatch from an
AS/400 System ................................................................................ 81
Printing from Rumba ............................................................................ 81
Using the DocuMatch with an HP JetDirect Print Server .............. 83
Configuring the DocuMatch Printer ..................................................... 83
Testing the Link .................................................................................... 83
Connecting DocuMatch to a Serial Port ........................................ 85
Cable Requirements ............................................................................. 85
Setup at DocuMatch ............................................................................ 86
Setup at the PC .................................................................................... 87
Testing the Connection ........................................................................ 88
Changing the Baud Rate ...................................................................... 88
Restoring Standard Parallel Port Options ............................................ 89
Setting Paper Tray Options on DocuMatch Systems with
Lexmark Printers .................................................................................. 90
Tray Options ......................................................................................... 90
Defining Trays ....................................................................................... 90
DocuMatch TM Integrated Mail System
DocuMatch Integrated
Mail System
Application Notes
These application notes were prepared by the Pitney Bowes engineering staff to help our customers take full advantage of the
DocuMatch System's capabilities.
The information in this book can help you customize your mailings, speed up printing, operate in a networked environment and use various word processing and database applications to help run your mail merges more smoothly.
Some notes are technical in nature and are directed at users familiar with the software programs mentioned or at system administrators responsible for configuring and maintaining computer equipment.
DocuMatch Application Notes
2 DocuMatch TM Integrated Mail System
DocuMatch Application Notes
Host Software Installation Notes for Windows 95
Installing the
Driver
1. Start Windows 95.
2. Close any applications which may be running, and place the driver disk in your floppy drive.
3. Click on Start, then Run and type a:\setupdm in the entry box. Substitute the correct drive letter if your floppy is not drive A. Normally, you should accept the default directories it proposes and if it says a directory already exists and asks if you want to install anyway, answer YES.
If you are installing the driver on a system for the first time, the install program asks which port to use (usually
LPT1:) and whether you want to make the DocuMatch the default printer (usually yes).I f you are installing the driver for testing on a PC that does not have access to a DocuMatch system, you may want to choose FILE: here. If you do, the system prompts you for a file name when you try to print. You can then send the file to a
PC that does have access to a DocuMatch and print the file there.
Installing the
Envelope Designer
1. Exit any applications that may be running.
2. Insert the first AddressRight Printing System for Windows 95 disk in your floppy drive.
3. Click on Start, then Run: type a:\setup and hit Enter.
Substitute the correct drive letter if your floppy is not drive A. Normally, you should accept the default directories specified by the install program. If the program says a directory already exists and asks if you want to install anyway, answer YES. This copies the appropriate files into your WINDOWS\SYSTEM directory and an
ED directory, creating it if it does not already exist. The install program gives you an opportunity to put the files in a directory other than ED if you want.
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DocuMatch Application Notes
Host Software Installation Notes for Windows 95, continued
Selecting the
DocuMatch Driver and Setting
Options on a
Windows 95
System
1. Click on Start, then Settings, then Printers. You should see an icon labeled Pitney Bowes DocuMatch.
2. Once the Driver is installed, there are several setup options that affect printing performance. Access these by clicking on My Computer/Printers/Pitney Bowes
DocuMatch. From the DocuMatch screen, select
Printer/Properties/ Details.
a. On the Port Settings tab, DO NOT select the Check
Port State before Printing box. If you do, the driver may erroneously report that the printer is off-line.
b. On the Spool settings tab, you can choose to spool print jobs or to send them directly to the printer.
Sending jobs directly to the printer is very much like running with Print Manager turned off in Windows
3.1; the job will start printing immediately but the application will be tied up until printing is complete.
With spooling turned on and Start Printing after Last
Page selected, operation is like running with Print
Manager turned on under Windows 3.1; the application processes the job as quickly as it can, but printing will not start until the application has finished. This may take several minutes, depending on the size of the job.
With spooling on and Start Printing after First Page selected, printing should start almost immediately, and the application will also run as fast as it can.
This is the default choice and is the best option to choose for most applications, unless jobs are terminating early due to timeouts.
c. On the General tab, you should set the separator page to None when generating mail. Any other setting will cause errors when you run the job.
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DocuMatch Application Notes
Host Software Installation Notes for Windows 95, continued
Testing Driver
Installation
1. Click on the Generate Mail tab.
2. Click on Enter Setup.
3. Select Print Documents, then click on Save As… and save the job as PRINT.JOB.
4. Click on OK to close the driver setup screen and return to the DocuMatch Properties window.
5. Click on the General tab and then click on Print Test
Page. A single sheet with information about the driver should print to the top of the printer.
If the test page does not print or jobs appear to print from your application but nothing comes out on the DocuMatch, first make sure that the port selected for the DocuMatch is correct and that the system is connected to your computer.
Then click on My Computer/ Printers and double-click on
Pitney Bowes DocuMatch. If you have been experimenting and there are jobs waiting to print, you may want to delete them. To do this:
1. Select each one and press the Delete key.
2. Click on File and make sure that DocuMatch is the default printer. If Pause Printing or Work Offline is selected, click on it to deselect it. Any jobs waiting to print should now start to print.
NOTE: If the driver is already installed on your system and you upgrade to Windows 95, the driver may not work properly after the upgrade. In this case, go to My Computer/ Printers and remove the DocuMatch driver, then restart Windows and reinstall the driver.
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DocuMatch Application Notes
Using DocuMatch on a Network
Using a
Controlling PC
Using the
DocuMatch as a
Shared Printer
Using a Peer-to-
Peer Network
6
Using DocuMatch on a network is straightforward and easy if you follow the recommendations in this application note.
Pitney Bowes has extensively tested DocuMatch in the
Novell Netware 3.12 environment and also with Windows peer-to-peer networking.
The simplest way to use DocuMatch with a network is to use one networked PC to drive the DocuMatch and directly connect the DocuMatch to that PC. The controlling PC can access shared data and documents through the network, and all merging and formatting of data for the DocuMatch is performed on that PC. In this case, the DocuMatch driver only needs to be loaded on the controlling PC and other PCs on the network could run different operating systems.
Another option is to connect the DocuMatch directly to the network as a shared printer. This allows multiple PCs to share a single DocuMatch system. The Novell environment allows a printer to be either directly connected to the file server or remote from the file server, with a separate print server. We strongly recommend the separate print server option for two reasons: First, the print server gives you much more flexibility in locating the DocuMatch. Secondly, the separate print server option provides approximately
30% faster performance. Pitney Bowes offers a high performance print server option that is easy to install. The vendor’s installation procedure and setup administration software are included with this kit (order H5N0). Please refer technical questions concerning installation and service of this print server to the vendor’s technical support number included in the documentation.
With a peer-to-peer network, you do not need extra hardware. The DocuMatch connects directly to one of the PCs on the network and is set up as a shared printer. See your
Windows documentation for information on how to do this.
DocuMatch TM Integrated Mail System
DocuMatch Application Notes
Using DocuMatch on a Network, continued
Guidelines for
Network Use
Regardless of the print server connection, please follow these guidelines:
• Make sure a current version of the DocuMatch driver is installed on any PC sending jobs to the DocuMatch.
• Break up large jobs into smaller batches (i.e., runs of one mail tray) on Windows 3.x platforms. The reason is twofold. Because the network must first print the entire job to a network queue, the delay before the job starts printing can be quite long. Secondly, the large batches require a lot of memory from the file server. Windows
95’s print spooler is much faster than Windows 3.1, so the job will start much faster.
• Use the Verify Setup Option on the DocuMatch’s driver screen if different users’ jobs require different materials.
When this option is selected, the system pauses before printing each job and allows you to run test pieces so you can make sure the correct materials are loaded.
• Have your system administrator setup the “Notify
Delay” to two minutes or longer if your network uses that Novell Netware feature. This avoids false Offline warnings when the DocuMatch prints reports.
• Make sure Banner pages are disabled when generating mail. Banner pages are fine for document-only jobs.
• You should also turn off the Form Feed, Enable Tabs, or
Timeout options under Netware. You can access these checkboxes under Windows 3.1 by:
Double Clicking the Windows Control Panel
Selecting the Printer's ICON
Selecting the Pitney Bowes DocuMatch Driver
(normally the default)
Selecting the Connect Button, then the Network
Button
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DocuMatch Application Notes
Using DocuMatch on a Network, continued
Guidelines for
Network Use
8
Finally, selecting the Options Button
• You can access these checkboxes under Windows 95 by:
Clicking on the Start Button, then selecting the
Settings menu item
Selecting Printers and single clicking on the Pitney
Bowes DocuMatch Dx ICON
Clicking the Right mouse button and choosing
Properties
On the General Tab verify the following: Separator
Page (none)
• Now select the Details Tab and verify the following:
Print to the following Port has your network queue name selected. The pulldown arrow to the right provides a list of choices
Print using the following driver: Pitney Bowes
DocuMatch Dx
The timeout settings should be 300 seconds for Not
Selected and Transmission Retry.
• Click the Spool Settings Button and verify the following:
Spool print jobs so program finishes faster is checked
Start printer after first page is spooled is checked
Spool data format: RAW
All other entries under Spool Settings are unchecked
• Click the Port Settings Button and verify the following:
Spool MS-DOS print jobs is checked.
Check port state before printing is not checked.
DocuMatch TM Integrated Mail System
DocuMatch Application Notes
Using DocuMatch on a Network, continued
Guidelines for
Network Use
• Click on Capture Settings and verify the following:
Timeout: 0 seconds
Form: 0
Name: Unknown
Job Banner is not checked.
Copies: 1
Expand Tabs is not checked.
Form feed after job is not checked.
End capture if disconnected is not checked.
• Don’t power down the DocuMatch when it is not in use.
Other users may want to use it; in addition, as the system will be reported Offline to the Network System
Administrator.
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DocuMatch Application Notes
Print Manager and Timeouts for Windows 3.1 Users
About Print
Manager
Print Manager is a Windows program that controls spooling to printers. You can turn it on and off in the Printer's section of the Control Panel. The choice to use Print
Manager depends on your application and how you use your computer. If the computer is dedicated to the
DocuMatch or if you produce long mail runs (over 200 pieces per job) you will probably have the best results running with Print Manager off. In this case, your application sends data directly to the DocuMatch system. Mail production starts as soon as your application has produced the first few pieces, but you can’t do anything else with your computer until the mail run is almost over.
With Print Manager on, mail production will not start until your application has generated the whole print job, which might be 30 minutes or more, depending on the speed of your machine and the size and complexity of the job. In addition, you will need enough disk space available to hold the entire print job. This could require tens of megabytes if the job is long and complex. However, with Print Manager on, you will regain control of your machine as soon as your application has finished generating the print file so you can do other things while the mail is being generated.
WordPerfect contains its own print spooling system which is controlled from within WordPerfect. See Setting Up and
Running Merges with WordPerfect on page 19 for more information.
Setting Options in
Print Manager
Print Manager normally runs in the background. However it does have a setup screen which you can access by double-clicking on the Print Manager icon (usually in your
Main program group). You can only access Print Manager if you have turned it on in the Printers section of the Control
Panel as described above.
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DocuMatch Application Notes
Print Manager and Timeouts for Windows 3.1 Users, continued
Microsoft has distributed two versions of Print Manager, one with the original Windows 3.1, and an updated version with Windows for Workgroups and the free Windows 3.11
update. The newer version is generally better. It has a button bar to control printer operation and shows Version
3.11 under Help/About Print Manager.
For best performance with the DocuMatch system, set the
Printing Priority to High. In the 3.11 version make this selection from the Print Manager’s Options/Background
Printing screen. In the 3.1 version make the selection directly on the Options menu.
You can also select the default printer and connections from within Print Manager if you have it turned on.
Using Background
Printing
If you are using Microsoft Word with Print Manager enabled, you can have control returned to your PC even faster if you turn on Background Printing. To do so:
1. Choose the Print tab under Tools/Options.
2. Select Background Printing.
NOTE: DO NOT use background printing if you are using Microsoft Word 97.
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DocuMatch Application Notes
Print Manager and Timeouts for Windows 3.1 Users, continued
Setting Timeouts You may want to extend printer timeouts to avoid spurious
“busy” and “off-line” messages from the DocuMatch system. The Windows Control Panel settings affect timeouts only when Print Manager is running. If Print
Manager is off, follow this procedure to extend timeouts:
1. The driver installation process normally sets the default timeout to 300 seconds. To adjust the timeout, use a text editor or SYSEDIT to modify the WIN.INI file. This is normally in the WINDOWS directory. Make a backup copy of WIN.INI before making changes.
2. Open WIN.INI and find the
“DeviceNotSelectedTimeout=“ line. This tells Windows how many seconds to wait before it shows an error message if the system is off-line. (The timeout is usually caused by pausing, Verify Setup, a jam or supply-out condition).
A good setting is about 300. (The default is 15, but driver installation automatically extends it to 300.)
3. Find the “TransmissionRetryTimeout=” line. This tells
Windows how many seconds to wait if the system is not accepting data because it is busy.
Because of the complexity of the DocuMatch system, also set this value to about 300. (The default is 45 but driver installation automatically extends it to 300.)
4. Restart Windows to make these changes to take effect.
12 DocuMatch TM Integrated Mail System
DocuMatch Application Notes
Setting Up and Running Merges with MS Word for Windows
Importing Data
Word supports a variety of file formats for merge data, including the following:
• Access, dBase, Foxpro, and Paradox data base formats
• Lotus 1-2-3 and Excel Spreadsheets
• A variety of word processors
• Delimited ASCII text
The converters are not always installed when you install
Word, so if the one you need is missing, rerun the Word or
Microsoft Office Install program. It will tell you what is installed and what other options are available. You can also get other converters from Microsoft’s Web site or through online services like America Online.
The internal error handling in the converters is sometimes not very good. For example, if your machine does not have the dBase converter installed and you try to open a document that was created on another machine to merge with a dBase file, Word may exit with a General Protection Fault or other error message and offer no further explanation.
In the Office 97 Small Business Edition, Word Stand-alone version, Microsoft Home Essentials, and perhaps other versions of Office 97, the Data Access options are in the
Value Pack section of the Install. See Microsoft Knowledge
Base article Q180120 for further details.
If your merge data is in an ASCII file from another system or application which is not supported directly by Word, you must define the format of the file so Word can tell where the fields and records begin and end.
• The first step is to find out exactly what character(s) are used to mark field and record boundaries in your data
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DocuMatch Application Notes
Setting Up and Running Merges with MS Word for Windows, continued
file. For example, one common format is to enclose the field data in double quotes, separate fields with commas, and mark the end of each record with a carriage return/line feed pair. You may be able to find out the format of your data from the supplier of the data or the other application, or if necessary, you can use Word,
Notepad, or a text editor or file-dumping utility to analyze the data.
• Make sure there are no control characters such as escape sequences in the merge data. These can interfere with the formatting of your file when you perform the merge.
• Also check to make sure there are no blank lines or extraneous characters at the end of the file. This will generate errors on the last record when you do the merge.
A word of caution: many text editors (such as the DOS
EDIT program) change the control characters in a file without warning: tabs may be converted to spaces, linefeeds to carriage return/linefeeds, etc. You can use these to examine files, but be very careful about making changes or saving over original copies.
In Word for Windows Version 6, there are some limitations on the format of text files which are outlined on pages 682-
3 of the Microsoft Word Users Guide. If the field data is enclosed in quotes, make sure the file is saved as a text file and not a Word document, because Word’s “smart quote” characters are not recognized as quotation marks for merging.
In Word 97, the converter for TXT files assumes that the file is comma delimited. If your file uses a different delimiter, such as TAB, you may need to rename the file with an extension other than TXT, or open it in Word and save it as
14 DocuMatch TM Integrated Mail System
DocuMatch Application Notes
Setting Up and Running Merges with MS Word for Windows, continued
a DOC file before Word will accept it as a data source.
To set up the merge and define the data file:
1. Choose Tools/Mail Merge from Word’s menu bar. This brings up the Mail Merge Helper. Follow Step 1 to create a Form Letter main document, then choose Get
Data. If the first record of your data file does not contain the names of the fields, choose Header Options to define them.
2. Now choose Open Data Source to specify the merge file. Check the Confirm Conversions box to verify that
Word is using the expected conversion routine.
3. Choose Text Files in the Confirm Data Source dialog.
Word checks the file to determine its format and if necessary displays a dialog for you to verify the delimiters.
Using the Mail
Merge Toolbar
Once the data source has been opened, you can proceed to add the merge fields to your document. This is done using the Insert Merge Field button on the Mail Merge toolbar. To see what your document will look like after merging, click the button marked ABC on the toolbar. You can use the arrow keys on the toolbar to check the appearance of different documents. You can also go to a particular record by entering its number on the toolbar. To find a particular record in the data base, click on the button with the binoculars and specify the field to search and the data to look for.
When your document is set up, you can do a trial merge by clicking the Check for Errors button (with the document and check mark on it) in the Mail Merge toolbar. This will run through all your data and notify you of any improperly formatted records.
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DocuMatch Application Notes
Setting Up and Running Merges with MS Word for Windows, continued
If the trial merge gives errors, use the arrow keys or the number entry on the Mail Merge toolbar to go to the bad record and examine the problem. Usually errors about too many fields in certain records are caused by the field delimiter character appearing inside a field. Errors about too few fields in certain records may be caused by extra blank lines in the merge data. If there are too many or too few fields in all the records, there is probably a mismatch between the header record and the data.
Running the
Merge
16
Once you have the merge set up and the trial merge runs smoothly, you are ready to generate mail. Go to Tools/Mail
Merge and click on Merge or click the Mail Merge button
(with an arrow and three dots) on the Mail Merge toolbar.
Under Merge To: it is usually best to choose Printer. This will send your job directly to the printer, rather than a new document. On this screen, you can also choose whether to run the whole job or just a range of records. To practice, you can produce just the first 10 mail pieces of the job by choosing 1 to 10 under Records to be Merged. If your job is over about 1,500 records, you may get better performance by breaking it into sections of about 500 records each.
You will usually want to select Don’t print on blank lines when data fields are empty. With this selection, any blank lines in the middle of your address are skipped, improving the appearance of the result. From this screen, you can also select and sort records to be merged, but this may slow down the merging considerably. When you have made your selections, click on Merge.
This will bring up Word’s Print screen. Check that Pitney
Bowes DocuMatch is selected as the printer. If it is not, select it.
DocuMatch TM Integrated Mail System
DocuMatch Application Notes
Setting Up and Running Merges with MS Word for Windows, continued
From the main Print screen, you can select printing choices by clicking on Options. Do not check Reverse Print Order when you are generating mail. For information on using
Background Printing, see Print Manager and Timeout
Notes starting on page 10.
Back on the main Print screen, always set Copies to 1 and
Print Range set to All when you are generating mail. You can also select Print to File and the print job will be sent to the file name you specify rather than the printer. This is convenient for experimenting, since it will work even if you do not have a DocuMatch connected to your system. See
Printing to a File on page 44 for more information.
Click on Properties (or in Word 6, Printer, and then on
Options) to call up the DocuMatch Setup screen. It is usually best to leave “Display this screen on every print job” unchecked. If you select this option, the Setup screen displays automatically at the start of each job, allowing you to make changes to the job settings. This may be convenient, but certain changes, such as fonts used on envelopes, do not take effect until the following job, which can be confusing.
At this point, you can make your selections for the job as described in Selecting DocuMatch Driver Options on page
33.
When you have made the selections and clicked on OK, the job will start to run. If Print Manager is turned off (see
Print Manager and Timeout Notes on page 10), the
DocuMatch should start printing envelopes almost immediately. If you are running Windows 3.1 and Print Manager is turned on, or if you are running Windows 95 and you have selected “Start printing after last page is spooled”, printing will not start until the whole job has been processed.
DocuMatch TM Integrated Mail System 17
DocuMatch Application Notes
Setting Up and Running Merges with MS Word for Windows, continued
Address Detection
Errors
Address Detection Error messages mean that the driver was not able to find an address to print on your envelope.
This often happens when the number of pages specified in the driver does not match the number of pages in your document.
Address detection errors can also occur if some documents flow onto an additional page. The record number for the address detection error will be one more than the record that caused the problem. Use the ABC button and the record number entry on the Mail Merge toolbar to go to the problem record and see what is wrong. Sometimes adjusting margins or font sizes, or removing extra blank lines will make all the documents fit on the same number of pages.
If you are using search mode in the driver to locate addresses, missing ZIP Codes or international addresses will cause address detection errors. See Address Detection
Options in Selecting DocuMatch Driver Options on page 33 for more information on specifying how the driver should search for addresses.
18 DocuMatch TM Integrated Mail System
DocuMatch Application Notes
Setting Up Files for Merging with WordPerfect for Windows
WordPerfect supports a variety of file formats for merge data, including these:
• Access, dBase, Foxpro, and Paradox database formats
• Lotus 1-2-3 and Excel Spreadsheets
• Many word processors
• Delimited ASCII text
All the file format converters are not necessarily installed when the word processing application is. If a necessary converter is missing, rerun the install program. The program tells you what program components are installed and what other options are available. You can get other converters from WordPerfect Customer Support or through online services such as CompuServe or America Online.
If your merge data is in an ASCII file from another system or application not supported directly by WordPerfect, you must define the format of the file so WordPerfect can tell where the fields and records begin and end.
The first step is to find out exactly what character(s) are used to mark field and record boundaries in the data file.
For example, one common format encloses the field data in double quotes, separates fields with commas, and marks the end of each record with a carriage return/line feed pair. You may be able to find out the format of the data from the supplier of the data or the other application, or if necessary you can use a file-dumping utility to analyze the data.
Make sure there are no control characters such as escape sequences in the merge data. These can interfere with the file formatting during the merge. Also check to make sure there are no blank lines or extraneous characters at the end of the file. These generate errors on the last record when the merge is performed.
DocuMatch TM Integrated Mail System 19
DocuMatch Application Notes
Setting Up Files for Merging with WordPerfect for Windows, continued
CAUTION: Many text editors (such as the DOS EDIT program) change control characters in a file without warning. They may convert tabs to spaces, linefeeds to carriage return/linefeeds, and so on. You or the customer can use a text editor to examine files, but be very careful about making changes or saving over original copies.
Importing ASCII
Data into
WordPerfect
Version 6.0
1. Select File/Preferences.
2. Double-click on Import to bring up the Import Preferences box.
3. Enter the delimiters in this box. In the case of a comma-delimited field, place a comma in the Field
Delimiter entry box. To define carriage return and linefeed as the record delimiters, click on the arrow to the right of the entry box and select Carriage Return, then click again and select Line Feed. The entry box will show [CR][LF]. A double quote in the Encapsulated box indicates that the field data is surrounded by double quotes.
4. When the definitions are done, check the selections as follows: a. Select Tools/Merge and then click on Form.
b. If the Create Merge File dialog appears, choose
New Document Window.
c. When the Create Form File box appears, enter the name of the merge file.
d. You will see a blank document with WordPerfect’s
Merge button bar at the top. Click on Go to Data.
e. This brings up the Convert File Format dialog.
Select ASCII (DOS) Delimited Text.
If everything worked, you will see a new document window with a FIELDNAMES section at the top. This has a number
20 DocuMatch TM Integrated Mail System
DocuMatch Application Notes
Setting Up Files for Merging with WordPerfect for Windows, continued
for each field in your data file. Following that is a section for each record with an ENDFIELD at the end of each item of field data. Check to make sure the data is correct. If the last record is missing, its record terminator may be missing from the original file. You can now return to the document window with the merge bar and start adding the fields to the document.
Importing ASCII
Data into
WordPerfect
Version 6.1
1. Select Edit/Preferences.
2. Double-click on Convert to bring up the Convert Preferences dialog. The delimiters and encapsulation characters are defined as in Version 6.0.
3. After closing the Convert Preferences dialog, open the data file using File/Open. This brings up the Convert
File Format dialog.
4. Choose ASCII (DOS) Delimited Text. You'll see the
Import Data dialog box. Specify the data type as ASCII
Delimited Text and next to Import As: choose Merge
Data File.
5. Check that the file name and delimiters are correct, then click on OK. This converts the data into a merge data file which is displayed in the active window. Check it as described above, save it, and you are ready to do the merge.
If the converted data file does not have a FIELDNAMES section at the top, you can add one at this time. If you do not add a FIELDNAMES section, you must refer to the fields by number in your main document.
To add the FIELDNAMES to the converted data file in the active window:
1. Select Tools/Merge and click on Data.
2. Select Use File in Active Window.
DocuMatch TM Integrated Mail System 21
DocuMatch Application Notes
Setting Up Files for Merging with WordPerfect for Windows, continued
3. Answer Yes to Do you want to create new field names.
4. Enter the names of the fields in your data base, clicking on Add after each name and OK when done
5. The Quick Data Entry dialog displays. Check that the field names and corresponding data are correct.
6. Click on Close when done.
7 Answer Yes to Save to disk and choose a new name for the converted file. WordPerfect’s default extension for data files is DAT.
At this point, you can click on Go to Form and proceed to create your letter.
Accessing
Database Files from WordPerfect
If your data is in a database format such as Dbase, there is a more direct procedure you can use to set up the data as a merge file.
1. Click on Insert, Spreadsheet/Database, Import.
2. Click next to Data Type for a list of the supported database formats. If yours is not on the list, you may be able to add it by installing the appropriate converter from your installation disks.
3. Next to Import as: choose Merge data file.
4. Click on the folder button next to Filename: and select your file.
5. Click on OK. A list of the fields in your database appears. If you only want to import certain fields, you can select them on this list. By default, WordPerfect uses the database field names as the merge fields in your document. If you need to rename them, you can uncheck the box below the list of field names. If you want to select records from the database for merging, you can click on the Query button.
22 DocuMatch TM Integrated Mail System
DocuMatch Application Notes
Setting Up Files for Merging with WordPerfect for Windows, continued
6. Click on OK again and the records and fields you have selected will be imported.
7. Save the imported data, then click on Go to Form on the Mail Merge toolbar to create or select your form file.
Running the
Merge in
WordPerfect 6.1
1. Once your data and form files are set up, click on
Merge on the Mail Merge toolbar
2. Click the Merge button, bringing up the Perform Merge dialog.
3. Select your Form (usually Current Document) and Data files if they are not already selected. If you click on
Select Records, a dialog will display that lets you choose a range of records to be merged or filter records based on the data in the merge fields.
4. Under Output file you can select New Document or
Printer.
If you select New Document, WordPerfect will create a new document which contains the results of the merge.
You can then examine the results of the merge and, if all is OK, print the merged document to the DocuMatch system. This is helpful for testing or if you are printing in batches of no more than a few hundred pieces, but can be very time consuming if you are running large batches. It also consumes large amounts of disk space.
A better method for large jobs is to select Printer under
Output file. With this option selected, WordPerfect sends its output directly to its print spooler rather than creating a new document that must be printed separately. However, if you are using this option, you should add a hard page break (Ctrl-Enter) at the end of the last page of your letter.
Make sure there are no blank lines (Enters) after the page break. Then click on Options in the Perform Merge dialog and deselect Separate each Merged Document with a
DocuMatch TM Integrated Mail System 23
DocuMatch Application Notes
Setting Up Files for Merging with WordPerfect for Windows, continued
Page Break. If you do not do this, the program sends each mail piece to the DocuMatch as a separate job, causing the system to run much slower than it should.
With Printer selected under Output File, WordPerfect still completes the merge before starting to print. Depending on the speed of your computer and the amount of memory you have, this may take several minutes. You may find it more convenient to break the file into sets of several hundred records as described earlier, rather than printing it all at once.
Note that WordPerfect does not reset fonts, margins, etc., to their defaults at the beginning of each document. Thus the format of the second and subsequent documents may not match the first document. To prevent this, choose the fonts and other settings explicitly at the beginning of the master document to make sure they are reset during the merge.
Running the
Merge in
WordPerfect 7
In WordPerfect 7, do not select "Display this screen on every print job" on the driver set up screen. You must define the job setup before starting the merge.
24 DocuMatch TM Integrated Mail System
DocuMatch Application Notes
Using DocuMatch with SmartMailer for Windows
You can often obtain substantial discounts on postage by sorting and barcoding your mail according to USPS requirements. Pitney Bowes SmartMailer software provides these functions on your PC. This note assumes general knowledge of SmartMailer and presorting requirements and focuses on using SmartMailer with the DocuMatch system.
Printing Directly
From SmartMailer
If your job does not require any personalized contents in the envelopes, you can produce the mail directly from
SmartMailer.
1. Import your data into SmartMailer,
2. Postal code and presort it as you normally would.
3. Using Envelope Designer, lay out your envelopes with the merge fields you want included. Use the right mouse button to display and choose from the list of the available fields. Save the envelope layout when you are done.
4. When you are ready to run the job, click on File/Print/
DocuMatch Jobs to bring up the Print DocuMatch Jobs dialog.
5. Click on the Locate buttons to select a Job file to use and the envelope layout you created. These settings will become the defaults for the database.
6. It is often convenient to break large jobs into sections for easier processing. To do this, make the appropriate selections in the Print Addresses section. Click on OK when you are done.
7. On the Print dialog, verify that Pitney Bowes Docu-
Match is selected as the printer. Click on Properties to review the settings for your job. This brings up the
DocuMatch driver setup screen and permits you to review and correct the settings for this job. Make sure
DocuMatch TM Integrated Mail System 25
DocuMatch Application Notes
Using DocuMatch with SmartMailer for Windows, continued
Printing Directly
From SmartMailer the following are chosen:
• Generate Mail
• Page count is 0 on Document tab
• Correct envelope file on Envelope tab
• Correct feeder and folding selections on Inserts tab
• Correct sealing and stacking selections on Finishing tab
• Document Includes Control Page on General tab
You do not need to select Preserve Output Order. If the system stops and pieces need to be removed, the system will automatically ensure that all the pieces end up in the correct tray.
Printing
Presorted Data with Another
Application
Save the file when you are done. Click on OK to close the
Setup screen, then click on OK again to start printing. The system will produce your mail run, offsetting the first mail piece of each tray in the DocuMatch stacker.
If your job requires printed documents, you can save
SmartMailer’s presorted output file and import it into an application like Microsoft Word.
1. Import your data into SmartMailer.
2. Postal code it as you normally would.
3. Click on Process Mail/Presort/Advanced Setup and make sure the Presort settings are correct.
4. Click on OK.
5. Select Process Mail/Presort/Batch. This will produce a file in your database directory (usually
PBSMWIN\LISTS) with the same name as your database file, but with the extension SRT. SmartMailer will give you the option of opening this file. Choose Yes.
26 DocuMatch TM Integrated Mail System
DocuMatch Application Notes
Using DocuMatch with SmartMailer for Windows, continued
Printing
Presorted Data with Another
Application
6. Review the sorted file. When you are satisfied that it is correct, select File/Export to export it in an appropriate format for your application. Note that if you are sending data to Microsoft Word in DBF format, the file must have a DBF extension or Word will not recognize the format. Make sure you choose a different name from your original mail list file so you do not overwrite it.
When exporting, you can reduce the size of your file by removing any unnecessary fields. However, you should keep the PS_BRK field. You will use this later to mark the tray breaks in the finished mail.
7. Print the presort reports and tray labels.
8. Import the sorted file into your application. The method for doing so is explained elsewhere in these notes.
Handling Tray
Breaks with
Other
Applications
When you are producing a presorted mail run, it is important to know which pieces to put in each mail tray. A simple way of doing this is to refer to the presort reports to see how many pieces are in each tray. Then use your application to produce the mail in batches of one tray. Each time the DocuMatch completes a job, you know there will be a complete tray in the stacker. If you print in batches of one tray, you do not need to select Preserve output order.
You can also use the PS_BRK field in the database to mark tray breaks in your finished mail. The first piece in each tray will have PS_BRK set to a value of 4. If you set up your documents with a control page and the ZIPBreak=1 command whenever PS_BRK is 4, the system will offset the first piece of each tray in the stacker. It will also ensure that if the DocuMatch stops and mail pieces need to be removed, all the finished pieces will be in the correct tray.
The procedure for setting up control pages is described on pages 56 through 62 of these notes.
DocuMatch TM Integrated Mail System 27
DocuMatch Application Notes
Using DocuMatch with SmartMailer for Windows, continued
An Alternate
Method of
Processing the
SRT File
The SRT file is actually in dBase format. However many applications will not recognize it correctly unless the extension is DBF. If you do not need to change the format or select fields in the SRT file, you can simply rename the file using File Manager or Windows Explorer to a new file with a DBF extension. Make sure you choose a different name from your original file, or it will be overwritten.
DO NOT try to reopen the renamed SRT file with
SmartMailer. If you want to make changes, you must make them in the original database and postal code and presort again.
28 DocuMatch TM Integrated Mail System
DocuMatch Application Notes
Selecting the DocuMatch Driver from Microsoft Word 6
Follow this procedure:
Step Action
1.
Choose File/Print and look at the printer listed at the top of the dialog box.
2.
If it is not “Pitney Bowes DocuMatch on LPT1:”
(or whatever printer port you are using), click
Printer to bring up the Print Setup dialog. Click on the “Pitney Bowes DocuMatch on ...” line, then click Set as Default Printer. This selects the
DocuMatch driver. If the device (LPT1:, etc.) named in the DocuMatch Peripheral line does not match the port your DocuMatch is connected to, you need to go into the Windows Control Panel and correct it.
3.
Click Options to bring up the Driver Setup screen.
This is where you set up the DocuMatch system for you job requirements. When the Setup screen first displays, it shows the most recent settings used (or a default set if this is the first time you have used the driver). For information on changing the settings, refer to the DocuMatch Software
User's Guide, or Selecting DocuMatch Driver
Options on page 33 of these application notes.
DocuMatch TM Integrated Mail System 29
DocuMatch Application Notes
Selecting the DocuMatch Driver from WordPerfect
In WordPerfect
Version 6.1
Follow this procedure:
Step Action
1.
Choose File/Print and look at the printer listed under Current Printer.
2.
If it is not “Pitney Bowes DocuMatch on LPT1:”
(or whatever printer port you are using) click
Select to bring up the Select Printer dialog.
3.
Click on the arrow next to the bar under Specific
Printer and highlight the Pitney Bowes Docu-
Match line, scrolling up or down in the list if necessary. If there is no DocuMatch line, your driver has not been installed correctly.
Network
Connections
If your DocuMatch system is connected via a network, you can change network connections from here.
Step Action
1.
Click Options and Network.
2.
Select the appropriate network queue.
3.
If the port is incorrect, you must go to the Windows control panel to set it. See the installation notes on page 8-3 of these application notes for instructions.
30 DocuMatch TM Integrated Mail System
DocuMatch Application Notes
Selecting the DocuMatch Driver from WordPerfect, continued
From WordPerfect
Version 6.1
You can also access the DocuMatch setup screen at this point if you want. Follow this procedure:
Step Action
1. Click Options and Setup and make any changes you want.
2. Click OK to return to the Select Printer dialog.
3. Once you have selected the printer, click Select to enter your selection and return to the Print dialog.
4. On the print dialog, click on Options and make sure that Booklet printing, Print in reverse order, and print documents Graphically, are not selected.
5. Click on close to return to your document.
DocuMatch TM Integrated Mail System 31
DocuMatch Application Notes
Selecting the DocuMatch Driver from WordPerfect, continued
From WordPerfect
Version 6.0
Follow this procedure:
Step Action
1. Choose File/Select Printer and look at the printer listed under Current Printer.
2. If it is not “Pitney Bowes DocuMatch on LPT1:”
(or whatever printer port you are using) click on the Pitney Bowes DocuMatch line to select it.
If the port is wrong, you can click Connect and correct the connection. Scroll through the list of ports and click on the correct one (usually LPT1:).
For testing purposes, you can select FILE: at this point and then when you print from your application you will be prompted for a file name. Performance is usually better if you select Fast Printing
Direct to Port on this screen. Click OK when you are done making changes.
3. Click Options and set them up.
4. Click Select to change the selection and return to your document.
32 DocuMatch TM Integrated Mail System
Selecting DocuMatch Driver Options
DocuMatch Application Notes
Generate Mail
Option
Document Tab
If you have previously defined and saved Job setups, you can retrieve them by clicking on Select Job... Otherwise you can change and save the setup as described here.
The Operation group of buttons near the top of the screen determines whether the system is used as a printer or for mail generation. If you select Print Documents, the documents are sent to the stacker above the document printer.
If you select Generate Mail, the documents are sent to the mail finishing section for folding and inserting.
If you select Display this screen on every print job, the
Setup screen will appear automatically before each job runs, allowing you to make the appropriate changes for the job. If this option is not selected, you must access the
Setup screen via the Print Setup function of your application or through the Windows Control Panel to change the selections. Otherwise, the system will use the last set of selections you made. It is generally best to leave this option unselected, because if it is selected and you make changes to the job setup, they may not take effect until the following job, which is confusing. Changes that affect the fonts used on envelopes, for example, will be delayed until the next job if you are printing from Microsoft Word 97. If you make changes by clicking on the Properties button on Word’s
Print screen, the changes take effect right away.
If Generate Mail is selected, a set of five tabs lets you select all the options for the current job. Clicking on each tab makes it visible so that you can select the options on that tab.
On the Document tab, you select the number of pages from the laser printer to include in each mail piece. It is important to make this selection correctly. Errors here can produce Address Detection errors and/or mismatched mail.
Selecting zero here will cause the system to just feed cut
DocuMatch TM Integrated Mail System 33
DocuMatch Application Notes
Selecting DocuMatch Driver Options, continued
Envelope Tab
Inserts Tab
34 sheets and/or inserts and print the addresses on the envelopes. The Address Info settings will be discussed later. If you select Variable, the number of pages printed can vary from one document to the next. See the section
“Customizing Your Mail Pieces …”, starting \p on page 53, for more information.
On the Envelope tab, you select whether or not envelopes are printed. The combination of unprinted envelopes and zero document sheets is not allowed. You can set up simple inserting jobs with no printing from the DocuMatch control panel.
If you are printing envelopes, the layout of the current envelope is shown in the Preview window. You can select a layout by clicking on Select Layout. Layouts are defined using the Envelope Designer (discussed in its own manual).
Layouts are stored in the \ED directory or in another directory if you specified that when you installed the driver. On the Select Envelope Layout window, you can pick an envelope layout file. If the Preview box is checked, a sample of the envelope will be displayed if you click once on its file name. To see a larger version of the Preview, point to the preview and click on the right mouse button.
If the Warning box is checked, the driver will compare the selected layout with the configuration of your DocuMatch system and display a message if they are inconsistent.
Click on OK or Cancel to return to the main Setup screen.
On the Inserts tab, you select the type of fold and any additional items to be included in each envelope. C folding is usually used for letters with printed envelopes. Z folded pages are printed so that the top of the first page faces the front of the envelope for window envelope applications.
The Insert feeder is the drawer inside the double doors
DocuMatch TM Integrated Mail System
DocuMatch Application Notes
Selecting DocuMatch Driver Options, continued
Finishing Tab
directly under the main drawer and is used for post card to
#9 envelope sized inserts. Envelopes in the Insert feeder should be loaded with the flaps up and to the left. It can also feed C-folded inserts. Load these with the “loose” edge pointing down and to the left. If your system has them, the Cut Sheet Feeders are located below the Insert feeder. The top feeder feeds first if you are using both feeders. Preprinted sheets from these feeders are collated behind the printed documents from the laser printer and are folded along with them. If you are C-folding, load these feeders with the material face down, top to the right. If you are Z-folding, load the sheets face down with the top to the left.
If you select Chain Cut Sheets, you can load the same material in both cut sheet feeders and the system will feed from one of the feeders until it is empty, then automatically switch to the other feeder.
The Selective Inserting box allows you to specify which feeders to use on a piece-by-piece basis. This option requires you to include a control page in your document.
This option is grayed out (unavailable) unless you select
Document Includes Control Page on the General tab. See pages 56 through 62 for information on control pages.
On the Finishing tab you choose whether you want to seal all the pieces, none of them, or leave 1 unsealed every N pieces. The last option is handy if you are sealing but want to check periodically to make sure your mail is processed correctly. The unsealed pieces will be offset in the stacker for easy identification. On systems with two stackers, you can also select which stacker to use for the job, or you can have the system “chain” the stackers. With this option, the system sends the job to the lower stacker until it is full, then automatically switches to the upper stacker. If you empty the lower stacker before the upper one fills, it will
DocuMatch TM Integrated Mail System 35
DocuMatch Application Notes
Selecting DocuMatch Driver Options, continued
General Tab
36 switch back to the lower stacker when the upper one is full.
Using control pages is described on pages 56 through 62.
You can also set up the job for selective stacking, which lets you specify the upper or lower stacker on a piece-by piece basis. This is useful for mail runs with mixed internal and US mail, or mixed US and international mail.
On the General tab you select various operating modes. If you select the Verify Setup check box and start a job, the
DocuMatch system will pause before generating any mail and display the job name you specified. You then have the option of producing one or more test pieces to check that your materials are loaded correctly and the proper feeders have been selected. The test piece is a copy of the first piece in the job. This is handy if you are sharing the system with other users or are running a series of jobs that require different materials. If necessary, you can also change the feeder selections from the DocuMatch control panel.
Once you are satisfied with the setup, you press Run Job on the DocuMatch control panel and the whole job will be produced. You should discard any test pieces since the system starts the job from the beginning when you press
Run Job.
In Single Piece Mode, the system does not overlap processing of mail pieces. This provides an extra measure of assurance that the mail is correctly matched and also minimizes wasted material if the system jams. The system does not run at full speed in this mode.
In Preserve Output Order, the system will ensure that the pieces in the stacker are in exactly the same order as they were sent from the host application, even if there are stalls and pieces in process need to be removed. This is useful if the mail run must stay in alphabetical or employee number order. If this box is not checked, the system minimizes
DocuMatch TM Integrated Mail System
DocuMatch Application Notes
Selecting DocuMatch Driver Options, continued
wasted envelopes by finishing any pieces that were in process before regenerating pieces that were removed due to automatic jam recovery or operator intervention. Note that you generally do not need to make this selection for presorted mail runs. The ZipBreak feature, described on page 53, is a more efficient way of making sure that all the pieces end up in the correct tray.
If your job uses selective inserting or incorporates Package or Tray Break indicators from a Presort package like
SmartMailer, you must check the Document Includes
Control Page box and format your document with a control page to specify the options for these features. Use of
Control Pages is covered on pages 56 through 62.
In the Report section of the General tab, you can select reports which are printed at the end of the job. The Job
Summary report shows the configuration of the job, how many pieces were produced, and how many items were fed from each of the feeders. The Comprehensive report shows this information in addition to detailed information about any stops that occurred during the job. From the
DocuMatch control panel, you can choose which feeder is used for report printing. When the system is idle and
DocuMatch System Ready is displayed, select System
Options/System Setup/Report Setup and choose the feeder you want to use. You can also set the date and time printed on the reports from the control panel. When the system is idle, select System Options/System Setup/
Date&Time to set the date and time.
You can also specify a Job description, which is displayed on the control panel while the system runs, during Verify
Setup, and is printed on job reports. The Account number is ignored in this version, but the system does print it on the Job Summary report.
DocuMatch TM Integrated Mail System 37
DocuMatch Application Notes
Selecting DocuMatch Driver Options, continued
Saving and
Retrieving Job
Setups
Address
Detection
Options
38
Once you have made all your selections, you can save the setup by clicking the Save As... button. You can then specify a file name for the job file. The default extension for this file is JOB and the files go in the directory you specified when you installed the driver (usually
C:\DOCMATCH\MAILJOBS ).
You can then recall these settings for use later by clicking on the Select Job button and choosing the appropriate file.
If the Preview box is checked, the machine mimic will show the job configuration graphically. If the Warning box is checked, the driver will compare the selected job with the configuration of your DocuMatch system and display a message if they are inconsistent. Click on OK to load the selected job or on Cancel to return to the previous setup.
If you have changed any settings in this session and have not saved them, the driver will ask if you want to save the settings when you click on OK on the main window. Be careful not to overwrite a previously defined setup that you want to keep.
The Address Info button on the Document tab brings up a dialog that controls the details of how the driver locates envelope addresses in your documents. If you choose
Search, the driver looks on the first page of each mail piece to find a group of 3 to 8 lines of less than 50 characters with at least one blank line above and below. A valid address must also have something that looks like a two letter state abbreviation and ZIP code on the last line. A
ZIP code is a 5-digit number or 9 digits with a dash between the fifth and sixth, or 12 digits with a dash between the fifth and sixth. This method works fine for most applications.
There are conditions, however, which can cause the Postal
Code Search to fail. These include internal or international
DocuMatch TM Integrated Mail System
DocuMatch Application Notes
Selecting DocuMatch Driver Options, continued
Exiting the
Driver Setup
Screen
Document
Printer Setup
Options
mail (no ZIP Code) and documents with data next to the desired address. Documents with an address above the intended destination address (a letterhead for example) will also confuse the postal code search. In these cases you can use the Block mode. In this mode, you specify the edges (measured from the top left corner of the page) of a rectangular region on the page. The driver will pick up whatever text is printed in this region and print it on the envelope. In this mode, you must be careful to ensure that undesired text is not included in the rectangular area and address lines are not cut off when the number of address lines varies.
For particularly difficult address location problems, see
“Printing an Address that does not Appear on the Document”, on page 46. You can also place the address on a control page, as described in “Customizing your Documents…” starting on page 56. An address in a control page will override any address in your document. When your destination address is on the control page, you should set the Address Detection mode to Search.
When you have made your selections, press OK. If you have made any changes and have not saved them, a dialog displays, prompting you to save the changes. If you answer yes, the changes you have made are saved to the current JOB file. If you answer No, the changes are used for the current print job if one has been started, but will not be saved. If you choose Cancel, the original settings are restored and you will return to the Setup screen.
You can also make changes to the Document Printer setup, to vary such settings as the printer resolution, graphics settings, etc. To make these changes, exit your application and access the DocuMatch setup through the
Windows Control Panel. To do this, click on Start/Settings/
Printers and right-click on DocuMatch. Then click on
DocuMatch TM Integrated Mail System 39
DocuMatch Application Notes
Selecting DocuMatch Driver Options, continued
Properties to display the setup options.
On the Fonts tab, you can select how fonts are downloaded to the printer. Outline fonts (available only if the
Graphics resolution is set to 600) generally give the highest quality appearance. Bitmap fonts use less resources in the printer and thus may reduce Waiting for Host messages while complex jobs are running. Print TrueType as Graphics forces the system to send all fonts to the printer as bitmapped graphics and should generally not be used.
The Device Options tab affects how the driver manages printer memory. If you are experiencing Printer out of
Memory errors, setting the memory tracking slider to
Conservative may resolve the problem.
The Generate Mail tab provides another way to access the mail generation setup screen.
The Graphics tab lets you adjust graphics settings for the printer. 300 DPI (dots per inch) will reduce Waiting for Host and Printer out of Memory problems at the expense of slightly reduced graphics quality. 600 dpi gives the best graphics quality. Dithering affects how grayscale images are rendered. Coarse gives the fastest performance, at the expense of reduced graphics quality. Error diffusion generally gives the best appearance for photos, but is less efficient and thus produces more Waiting for Host and
Printer out of memory errors.
The Intensity slider adjusts the overall brightness of graphics. On newer Lexmark-Based systems, you can also select Vector graphics, which gives much more efficient rendering of lines and boxes.
40 DocuMatch TM Integrated Mail System
DocuMatch Application Notes
Automating Operations Under Microsoft Word 6
NOTE: Microsoft overhauled the macro language in Word
97. While the details in this application note do not apply directly to Word 97, the broad principles do.
Microsoft Word includes a powerful macro language,
WordBasic. Microsoft provides a certain amount of online documentation for WordBasic, but some users may have chosen not to install it. In addition, Microsoft publishes the
Word Developer’s Kit, which includes full printed documentation for WordBasic.
Once you are familiar with the WordBasic macro language, you can use it to automate most of the system's mail generation functions. We've provided several examples below.
The following string selects the DocuMatch printer (assuming it is connected to LPT1):
FilePrintSetup .Printer = “Pitney Bowes Docu-
Match on LPT1:”
To program WordBasic to change the DocuMatch setup:
1. Bring up the Mail Setup screen as described in the
DocuMatch Software Users Guide.
2. Write down the sequence of keystrokes required to make the changes. This is usually a series of Tabs,
Enters and Alt-key combinations interspersed with the text you want to enter.
NOTE: There is no way to simulate mouse operations in a WordBasic program, but you can select most driver operations with Alt-key combinations. The keys to use are underlined on the Driver’s setup screen. For example, the key combination to select Generate Mail mode is Alt-m. In WordBasic, the Alt key is indicated by the % character in a string.
DocuMatch TM Integrated Mail System 41
DocuMatch Application Notes
Automating Operations Under Microsoft Word 6, continued
3. In the WordBasic program, use the SendKeys and
FilePrintSetup Options to send the keystrokes to the driver’s setup screen. You will find it most convenient to save the setup to a JOB file in advance and then use the macro to recall the setup.
The following program segment calls up the setup screen and specifies the keystrokes to recall the setup saved in the file
C:\DOCMATCH\MAILJOBS\SAMPLE.JOB.
The following WordBasic code calls up the setup screen and sends it the appropriate keystrokes:
42
SendKeys “%m%jc:\docmatch\mailjobs\ sample.job {enter}{enter}”,- 1
FilePrintSetup .Options
The above sequence automates the following operations:
1. Calls up the driver setup screen.
2. Types alt-m : selects Generate Mai.l
3. Types alt-j: brings up Select Job dialog.
4. Types c:\docmatch\mailjobs\sample.job: specifies job name.
5. Presses enter: accepts job name.
6. Presses enter: closes setup screen.
The WordBasic code on the next page performs a merge of the first nrecs records and closes the document file. This procedure assumes that the current document is already set up as a mail merge document with an attached data file.
DocuMatch TM Integrated Mail System
DocuMatch Application Notes
Automating Operations Under Microsoft Word 6, continued
SendKeys “{enter}”, - 1 ‘now do the merge
MailMerge .Destination = 1, .MergeRecords = 1, .From = 1,
.To = nrecs, .Suppression = 0, .MailMerge
FileClose 2 ‘close without saving
DocuMatch TM Integrated Mail System 43
DocuMatch Application Notes
Printing to a File with the DocuMatch Driver
Printing to a File from Microsoft
Word
It is often helpful to direct printed output to a file rather then directly to Print Manager or the DocuMatch system.
You can examine the file to help diagnose printing problems. You can also use this technique to test an application for DocuMatch compatibility. By installing the DocuMatch driver on a PC that has the application under test installed, you can do a trial print to a file and then send the file to another PC that has a DocuMatch and print it there.
In Windows 3.1:
1. From the Windows Control Panel, double-click on
Printers.
2. Highlight Pitney Bowes DocuMatch, and then click on
Connect. One of the choices, usually toward the bottom of the list, will be FILE:. If you highlight this selection and click on OK, the system will prompt you for a file name each time you print on the DocuMatch. To change it back, return to Control Panel/Printers/Connect and choose the normal port (usually LPT1:).
In Windows 95:
1. Click on Start/Settings/Printers.
2. Right-click on DocuMatch.
3. Click on Properties and then Details.
4. Click on the arrow to open the selection list under Print to the following port and choose FILE: With this selection, you will be prompted for a file name each time you print on the DocuMatch. To change the selection back, repeat the process but select the original port (usually
LPT1:).
44 DocuMatch TM Integrated Mail System
DocuMatch Application Notes
Printing to a File with the DocuMatch Driver, continued
To print to a file from Word for Windows, you can set it up as described above, or you can select the Print to File check box in Word’s Print screen. Note that there is a bug in Word 6 which prevents it from writing to files with path names longer than about 14 characters. To be safe, you should not send print files to directories more than one level down from a drive’s root directory. For example, writing to
C:\TEST\OUTPUT.PRN
will work, but
C:\TEST\DOCMATCH\TESTFILES\OUTPUT.PRN
will not.
Sending a Print
File to the
DocuMatch
To send a print file to the DocuMatch:
1. Open a DOS window.
2. Use the COPY command with the /b switch to send the print file to the DocuMatch as a binary file.
Example: if your file is on the A drive and is called
TEST.PRN, and the DocuMatch is on LPT1, the command is: copy /b test.prn lpt1:
DocuMatch TM Integrated Mail System 45
DocuMatch Application Notes
Printing an Address that Does Not Appear on the Document
46
Normally, the DocuMatch print driver expects to find the address for the envelope on the first page of the printed document. However, some documents do not include a full address on the first page of the document. An example is an informal letter, which might have a printed letterhead but begins with “Dear Fred,”.
In cases like this, you can set up your document with a full address merged from the database but instruct Word (or whatever application you are using) not print the address.
In Word, you can insert the appropriate merge fields at the top of your document and then use Format/Font to set them to 1 point type with the color set to white. When you do this, the merged data takes up a tiny amount of space at the top of the document and will not print; but the system will pass the address to the driver so that it will be recognized and printed properly on the envelope.
If your mailpiece does not include a laser-printed document, you can still have the system print addresses on envelopes and include any cut sheets or inserts. In this case:
1. Create a simple one-page document that has only the fields you want included in the address.
2. On the Document tab of the Driver Setup Screen, set
Pages to 0. With this selection, the driver finds the address on each page and transfers it to the envelope— but it will not print any document pages.
Another way to specify the envelope address without printing it on the document is to place the address on a control page, as described in Customizing your Docu-
ments… (see page 56). An address in a control page overrides any address in your document. If you place the address on a control page, select Search as the address detection mode.
DocuMatch TM Integrated Mail System
DocuMatch Application Notes
Printing Barcodes on Documents and Window Envelopes
Printing a
Barcode on the
Document
Often an application will call for a window envelope but you also want to print a barcode to qualify for postal discounts. Microsoft Word includes a Barcode field that produces Postnet barcodes, but due to changes in USPS regulations effective in August, 1998, the barcodes it produces are no longer correct for “hi-rise” addresses, which are locations with a large number of apartments or other unit numbers. There are, however, several ways to produce correct barcodes with the DocuMatch system and
SmartMailer.
When SmartMailer is installed on your system, it also installs a font called PitneyBowes. This font includes characters for printing Postnet barcodes. To put a Postnet barcode on your document, first set up a mail merge with a postal coded database that includes the ZIP, ZIP4, and
DPBC fields. Position the cursor where you want the barcode to appear (usually above or below the destination address), type the [ character, and then insert the ZIP, ZIP4, and DPBC fields, followed immediately by the ] character.
There should be no spaces or other punctuation.
If the field names are displayed, click on the ABC button on the Mail Merge toolbar to display the digits. You should now see something like this
[123456789012] displayed where you want the barcode. Select this and change the font to PitneyBowes and the size to 9 point and the Postnet barcode should display. You may need to adjust the point size slightly to print the correct size barcode.
DocuMatch TM Integrated Mail System 47
DocuMatch Application Notes
Printing Barcodes on Documents and Window Envelopes, continued
Printing Just a
Barcode on the
Envelope
In other window envelope applications, you will not want the barcode to print on the document, but you want the
DocuMatch to print the correct barcode on the envelope.
This gives the document a much more personalized, less automated look but still lets you use window envelopes and qualify for postal discounts.
To set up a job for this, first set up the full address on the document, including the delivery point digits, just as you would if you were printing both addresses and barcodes on the envelopes. In the Envelope Designer, lay out the envelope as you normally would, but click on Edit/Preferences and select Don’t print destination addresses. For this type of envelope, you will generally print the barcode in the lower right and you will want a message line that says
AUTO to the left of the barcode. Save the envelope design and use it in your DocuMatch job.
48 DocuMatch TM Integrated Mail System
DocuMatch Application Notes
Selecting Printer Trays Using Microsoft Word or WordPerfect
Using Word to
Switch Paper
Trays
It is often necessary to specify which laser printer tray to use for a job—for example, if you normally keep letterhead stock in the upper tray and plain paper in the lower tray.
You may also need to feed the first page of a printed document from one laser printer tray and the rest of the document from the other tray.
Both Word and WordPerfect provide a way to switch trays from within the application. The following information describes how to do this.
1. In Word 97, select File/Print and select the DocuMatch if it is not already selected.
In Word for Windows, Version 6, go to File/Print/Printer and select Pitney Bowes DocuMatch as the default printer if it is not already selected.
2. In either version of Word, Select File/Page Setup/Paper
Source. Use this dialog box to specify which trays to use. You can pick the same tray for all the pages in a document, or one tray for the first page and a different tray for the rest.
If you choose Default Tray, the application will use whatever tray is specified in the Driver’s setup screen. If you choose Auto Select, it will feed from one tray until that tray is empty, then automatically switch to the other tray. Upper
Tray forces the printer to feed from the upper tray, and
Lower Tray forces it to feed from the lower.
You may want to use letterhead paper for the first printed page and plain paper for the remaining pages. To do this, select the appropriate trays in the First Page and Other
Pages boxes. If you select Upper or Lower for the first page, you should not select Default or Auto for the rest.
If your document has more than one section, you must be particularly careful with tray selections. Word’s default applies the tray selection only to the current section. If you
DocuMatch TM Integrated Mail System 49
DocuMatch Application Notes
Selecting Printer Trays Using Microsoft Word or WordPerfect, continued
want the feeder selections to apply to the entire document, be sure to click on the arrow next to Apply to and select
Whole Document.
If your document includes a control page and you are switching trays, you need to use a special procedure for the trays to work correctly. Suppose your document has two printed pages and the first page should feed from the upper tray and the second from the lower. To set this job up, you must insert a section break rather than the usual page break between the control page and the rest of the document. The section break lets you choose different trays for the control page and the rest of the document.
To do this, position the cursor between the control page and the main document, choose Insert/Break, and click on
Section breaks-Next page. Remove any page break that is already there, leaving just the section break. Now place the cursor after the section break (in the main document) and make the desired tray selections (first page from upper, rest from the lower in this example).
Finally, you must move the cursor onto the control page and choose the same tray as the last printed page (the lower tray in this example).
The feeder and document printer tray selections are saved with the document.
Switching Paper
Trays Using
WordPerfect for
Windows, Version
6.1
WordPerfect uses a different method to specify printer feeders.
1. Start by verifying that the DocuMatch is selected as the printer for this job. To do this, select File/Print. If Pitney
Bowes DocuMatch is not shown as the current printer, click on Select to choose it.
2. Select Format/Page/Paper Size and click on Create.
50 DocuMatch TM Integrated Mail System
DocuMatch Application Notes
Selecting Printer Trays Using Microsoft Word or WordPerfect, continued
Switching Paper
Trays Using
WordPerfect for
Windows, Version
6.1
This calls up a dialog box that lets you define a new paper type, including which feeder to use. Give the paper type a meaningful name like Upper Tray and choose the appropriate feeder under Paper Location. If you are using a document which originated on another
PC that already has paper types specified, you will need to use exactly the same names for the paper types or edit the document to specify the types that are defined on your machine. You will probably want to define types for both trays.
NOTE: Paper type definitions are saved on the PC, not with the document. Also, the definitions are not saved until you exit WordPerfect. To be safe, exit and restart
WordPerfect immediately after changing paper type definitions.
3. Once you have defined the paper types, position the cursor at the top of each page where a tray change is supposed to occur.
4. Choose Format/Page/Paper Size, highlight the definition you want to use for that page, and click on Select.
If you want to change trays during document printing, make sure you specify a definition for the first page.
Otherwise, for the second and subsequent pieces in a job, WordPerfect uses the tray that was selected at the end of the previous piece.
As with Word, if your document includes a control page, the tray selection for the control page must be the same as for the last printed page of your document.
NOTE: After producing 200-300 pieces with tray switching, in any application running under Windows 3.1 or 3.11, you may notice that your system starts to run slowly or behave unpredictably, or mail runs may be unexpectedly cut short.
This is due to a bug in Microsoft’s UNIDRV.DLL, which
DocuMatch TM Integrated Mail System 51
DocuMatch Application Notes
Selecting Printer Trays Using Microsoft Word or WordPerfect, continued
Switching Paper
Trays Using
WordPerfect for
Windows, Version
6.1
causes it to gradually consume internal GDI resources.
This problem occurs when using Microsoft’s printer drivers as well, not just with DocuMatch.
The only known solution under Windows 3.1/3.11 is to break up your runs into jobs of about 200 pieces and exit and restart Windows between jobs.
This problem does not occur in Windows 95.
52 DocuMatch TM Integrated Mail System
DocuMatch Application Notes
Formatting Mail Merge Documents Using IF Fields in Microsoft Word
Using IF Fields for
Merge Field
Dependent Text
Procedure for a
ZIP+4 Example
Word provides some convenient features for inserting merge field-dependent text in a mail merged document.
For example, a database could be ZIP+4 postal-coded and contain separate fields for the 5-digit ZIP code and the 4digit extension. If some of the addresses could not be coded, the 4-digit field will be blank. Simply putting a dash in the main document between the ZIP and ZIP4 fields yields an uncoded address that looks like this:
Stamford, CT 12345-
However, using IF fields in Word controls the printing of the dash so it only appears when the ZIP4 field has data in it.
To do this first set up the mail merge as usual and then follow this procedure:
Step Action
1.
Insert the 5-digit ZIP field into the document as usual.
2.
Position the cursor right after the ZIP field.
3.
Click on the Insert Word Field button, which normally appears on the Mail Merge Toolbar.
4.
Select If...Then...Else from the list of choices.
The IF definition window appears.
5.
In Field Name, choose the field that contains the
4-digit ZIP extension, usually ZIP4.
6.
Leave Comparison at “Equal to” and leave
Compare to blank.
7.
Leave Insert this Text blank.
8.
In the Otherwise Insert this Text box, type the dash.
DocuMatch TM Integrated Mail System
Continues on next page...
53
DocuMatch Application Notes
Formatting Merge Documents Using IF Fields in Word (continued)
Procedure for a
ZIP+4 Example
(continued)
Step Action
9.
Click OK.
10.
Move the cursor one space to the right. This positions it to the right of the dash, if it is present.
11.
Insert the ZIP4 merge field into your document.
54
Using this setup, Word inserts a dash only if the ZIP4 field is not blank. Thus addresses with only a 5-digit ZIP will print as:
Stamford, CT 12345 and full 9-digit addresses will print as:
Stamford, CT 12345-6789
You can use the same technique to keep the body of the letter in the same place when there are a variable number of lines in the address. Selecting “Don’t print blank lines when data fields are empty” on the Merge Setup Screen eliminates gaps in the addresses when they are printed if a line is missing in the middle of the address. However, this may cause the body of the letter to move up and down on the page, depending on how many address lines are printed. To prevent this, use an IF field to insert a blank line after the address any time a line inside the address is missing.
For example, if the ADDRESS2 field is sometimes blank in the data base, include it in the address block as usual and follow the steps on the next page.
DocuMatch TM Integrated Mail System
DocuMatch Application Notes
Formatting Merge Documents Using IF Fields in Word (continued)
Procedure for
Using IF Fields for a Variable Length
Address Example
Step Action
1.
Position the cursor right after the address block.
2.
Click on the Insert Word Field button, which normally appears on the Mail Merge Toolbar.
3.
Select If...Then...Else from the list of choices.
The IF definition window will appear.
4.
In Field Name, choose the field that may be blank (ADDRESS2 in this case).
5.
Leave Comparison at “Equal to” and leave
Compare to blank.
6.
In the Insert this Text, hit the Enter key.
7.
Leave the Otherwise Insert this Text box blank.
Note that for this to work correctly, the field must be completely empty, not filled with spaces. If it is filled with spaces, you must type the correct number of spaces in the
Compare to entry area.
To see the IF field you have entered, select Tools/Options/
View and select Field Codes or press Alt-F9 (press Alt-F9 again to restore the original view).
DocuMatch TM Integrated Mail System 55
DocuMatch Application Notes
Customizing Your Mailpieces with Selective Inserting, Variable Length
Documents and Variable Envelope Data
What's a Control
Page?
For some jobs you may want to control which feeders to use on a piece-by-piece basis. For example, if you are printing invoices and some of them have a zero or credit balance, you may not want to include a reply envelope. Or, in a mailing to alumni, you may want to send a football schedule to some and a soccer schedule to others. You can accomplish this by sorting the mailing list into two distinct groups and defining an appropriate job setup for each.
You may also want to vary the information printed on the envelopes from one piece to the next. For example, depending on the recipient's account status, you might want to print “Your account is past due” as a message line on some of the envelopes. You may also want to vary the return address from one envelope to the next.
You could accomplish any of these variations by sorting the mailing list into groups and defining the appropriate job setup for each group. In some cases, however, such sorting may not be possible or desirable. Why? Because it's best to have each job be as large as possible to qualify for the maximum postal presort discount.
In these cases, use the control page feature to pass the necessary information to the DocuMatch print driver. A control page is a specially formatted page containing machine instructions. It serves as the first page of each document. It is not printed, but it uses information from your database to control feeder operation and specify envelope data. A sample document with a control page appears on the next page.
In this example, a one-page letter is formatted in your word processing application with a control page that is always the first page of the document. The control information always begins with ~Control Start~ and ends with ~Control
End~. The UpperCSF, LowerCSF and InsertF commands control the operation of the upper and lower cut sheet
56 DocuMatch TM Integrated Mail System
DocuMatch Application Notes
~CONTROL Start~
UpperCSF=0
LowerCSF=1
InsertF=1
~CONTROL End~
First Page (Non-Printing) of Document
Mr. A. Able
123 Main St,
Anytown, CT 12345-6789
Dear Mr. Able:
Thank you for your interest in the special features of the DocuMatch Integrated Mail System. This letter demonstrates the selective inserting feature.
The DocuMatch System prints a personalized 8-1/2 x 11" document and a match #10 envelope. Additional cut sheet materials such as advertising fliers or standard forms can be accumulated within the document collation and folded. A reply ope mor postcard can be added. The entire package is then inserted in the envelope and sealed—ready to go to your Pitney Bowes postage meter. All this is done by one integrated mail system at speeds up to 900 mailpieces per hour.
With selective inserting, your database controls what cut sheets and inserts are included with each mailpiece.
Sincerely,
Director, Business Development.
DocuMatch TM Integrated Mail System
Second Page (Prints) of Document
57
DocuMatch Application Notes
Customizing Your Mailpieces with Selective Inserting, Variable Length
Documents and Variable Envelope Data, Continued
Setting Up
Documents with
Control Pages feeders and the insert feeder respectively. A “1” instructs the system to feed; a “0” instructs the system not to feed.
The details of the control page commands are summarized below. You may include comments on the control page above and/or below the control block.
Format the control page information on a page by itself.
After the ~Control End~ and any comments you want on the control page, insert a hard page break to end the page.
In Microsoft Word, do this by clicking in Insert/Break and selecting Page Break, or by holding down the Ctrl key and pressing Enter.
The data for the control page would normally be controlled by data from fields in your database. The fields will not usually contain the required feeder commands. However most word processors provide a way to use the field data to generate the commands. In Microsoft Word you can use
IF commands to accomplish this. Please see page 53 of this book and pages 697 to 702 of the Microsoft Word 6
Users Guide for more information on this subject. A typical example follows:
~CONTROL Start~
{IF {MERGEFIELD ATH_PREF} = “F” “UpperCSF=1” “UpperCSF=0”}
{IF {MERGEFIELD ATH_PREF} = “S” “LowerCSF=1” “LowerCSF=0”}
{IF {MERGEFIELD BAL_DUE} > “0” “InsertF=1” “InsertF=0”}
~Control End~
Control Page Information
DO NOT type curly braces { }. The above example shows what displays if you selected Tools/Options/View/Show
Field Codes (or pressed Alt-F9).
58 DocuMatch TM Integrated Mail System
DocuMatch Application Notes
Customizing Your Mailpieces with Selective Inserting, Variable Length
Documents and Variable Envelope Data, Continued
Running Jobs with
Control Pages
Once you've set up your document or report with a control page, you print or run the merge just as you normally would. But there are some special settings on the Docu-
Match setup screen you should be aware of.
1. From the General Tab, select Document Includes
Control Page. This tells the driver to look for a control page in each document.
2. From the Document Tab select the number of pages to print, not including the control page. In our example above, you would select 1 under Page Count.
3. If you are using selective inserting, select the Selective
Inserting box from the Inserts Tab. This overrides any feeder selections on this tab and uses the selections from the control page instead. If you are using selective stacking, select it on the Finishing tab.
Control Page
Command
Summary
The table on the next two pages summarizes the commands available for use with control pages. The detailed use of some of these commands is explained elsewhere.
Setting Up and
Running Jobs with a Variable Number of Printed Pages
The DocuMatch system also permits you to define jobs where the number of printed pages varies from one piece to the next. To use this feature, type:
~DocumentEnd~ on a line by itself on the last page of the document. The line is not printed, but it signals the driver that it has reached the last page of the document. Note that
DocumentEnd is one word.
When you run the job, you must go to the driver setup screen and select Variable in the Page Count section of the
Document Tab.
DocuMatch TM Integrated Mail System 59
DocuMatch Application Notes
Table of Control Page Commands
COMMAND
~Control Start~
~Control End~
UpperCSF=
LowerCSF=
InsertF=
MsgLine=
Return Start
Return End
DATA VALUES
-
-
0: Don't Feed
1: Feed
0: Don't Feed
1: Feed
0: Don't Feed
1: Feed
1 line text string
1 or more text lines below command
-
FUNCTION ACTION IF MISSING
Marks beginning Error of control block
Marks end of control block
Error
Controls upper Doesn't Feed sheet feeder
Controls lower Doesn't Feed sheet feeder
Controls
Insert Feeder
Doesn't Feed
Prints the text Uses message as a message from envelope on envelope.
layout
Error if no message line is defined.
Prints the text Uses return as return addaddress from ress on envelenvelope ope. Error if no layout return address is defined.
Marks end of Error if there return address has been a return start
60 DocuMatch TM Integrated Mail System
DocuMatch Application Notes
Table of Control Page Commands
COMMAND
Destination
Start
Destination End
ZipBreak
Stacker=
DATA VALUES
1 or more text lines below command
FUNCTION ACTION IF MISSING
Prints text as destination address on the envelope
Uses address from document
Marks end of destination address
Error if there has been a destination start
1: First piece of a Used to mark a No break new group tray or package
0: Not first piece break for presorted mail.
First piece is offset in stacker.
Also, if pieces need to be regenerated after a jam, system ensures all pieces are stacked on the correct side of the break.
U: Send to upper stacker
L: Send to lower stacker
Controls selective Lower stacker stacking on
Model H550.
First check selective stacking on the finshing tab.
DocuMatch TM Integrated Mail System 61
DocuMatch Application Notes
Customizing Your Mailpieces with Selective Inserting, Variable Length
Documents and Variable Envelope Data, Continued
Control Page
Limitations
One restriction of the system is that the document printer paper tray and orientation (portrait or landscape) for the control page must be the same as the tray and orientation for the last page of the previous document. The paper tray and orientation settings affect the system even though the control page does not print.
If your job always uses the same document printer tray or uses auto sheet feeding for the document printer, you can get around this limitation by ensuring that the tray selection and orientation for the control page matches the selections for the last page of the document.
This restriction can, however, cause problems when you try to combine control page features like selective inserting with variable length documents where the first page comes from one document printer tray and other pages come from the other tray. In this case, the tray for the last page can vary from document to document; there is no easy way in
Microsoft Word to adjust the control page tray accordingly.
Since WordPerfect and other applications do not automatically reset the orientation and tray selection during a merge, one way to circumvent this problem is to use an application other than Microsoft Word to run the job.
If you must use this combination of features with Microsoft
Word, however, you can correct the feeder settings by merging to a new document and then running the Word
Macro DMfixup, which is provided as part of the
DOCMATCH.DOT template. To access the macro, attach the DOCMATCH template to your document, then choose
Tools/Macro/DMfixup and click on Edit to review the operating instructions.
62 DocuMatch TM Integrated Mail System
DocuMatch Application Notes
Diagnosing "Waiting for Host" Messages
Factors Affecting
Speed
The basic speed of the DocuMatch depends on the number of pages printed by the document printer, as shown in the following table. Cut sheets and inserts do not affect these production rates.
Number of Printed Pages Maximum Mailpieces per hour
0 or 1 900
2
3
4
450
300
225
Complex
Envelope
Timeouts
However, certain jobs and system configurations may cause the DocuMatch system to run slower than expected.
There is a small allowance in the above figures for stops to reload materials, but if the system remains stopped for a long time, of course the production rate will be lower.
Another factor which may affect the production rate is the amount of data printed on the envelopes. If your addresses are unusually long or you are printing several message lines or a full return address, the system speed may be paced by the envelope printing time. This usually occurs only with zero or one printed sheets.
When this occurs, the system will pause and print about 6 envelopes, then produce the corresponding mailpieces.
Depending on the envelope content, it may only do this occasionally or it may print the entire job in sets of 6 pieces. If you print the Comprehensive Report at the end of the job (using the General tab on the Driver setup screen), these events will be counted under “Complex Envelope
Timeout.” If the DocuMatch power has not been turned off since the job completed, you can print the same report by selecting the Last Job report from the control panel.
DocuMatch TM Integrated Mail System 63
DocuMatch Application Notes
Diagnosing "Waiting for Host" Messages (continued)
To reduce this problem, you may want to consider having fixed information preprinted on your envelopes. Another option is to use the Roman font on envelopes rather than
Courier, because it is more compact and thus prints faster.
Make this selection in the Envelope Designer. You should also avoid using downloaded envelope fonts larger than 9 or 10 points, because they require multiple passes of the print head to produce and thus run slower.
Host-Induced
Slowdowns
64
The system will also run more slowly if the host PC has stopped sending data or is sending data slower than the
DocuMatch can accept it. This causes the system to pause occasionally and “Waiting for Host” messages may appear on the DocuMatch control panel. When more data is received, the system will continue from where it left off.
The first step in determining the cause of “Waiting for
Host” messages is to determine whether the slowdown is in your PC or somewhere else in the system. You can do this by setting the PC to print to a file rather than to the
DocuMatch. This eliminates network or communication delays as a possible cause. Make sure the print file in on a local hard drive, not on a network server. For information on printing to a file, see page 44.
Measure how long it takes to print 10 mail pieces to a file.
Running a Word for Windows mail merge with minimal graphics should normally take less than one second per page printed. If it takes more than about 3.5 seconds per page (35 seconds for 10 one-page mail pieces), you will start seeing “Waiting for Host” messages.
After the file has finished printing, check its size using File
Manager. Text-only files, even with downloaded fonts, should be less than 50 Kbytes for the first mail piece and less than 5 K for each additional piece (95 K or less for 10
DocuMatch TM Integrated Mail System
DocuMatch Application Notes
Diagnosing "Waiting for Host" Messages (continued)
Host-Induced
Slowdowns
Common Causes of Slow Printing one-page mail pieces). If your file is much larger than this, see below under “Inefficient Print Files”.
Several possible causes for slow printing to a file are listed below:
• The host PC may have insufficient RAM memory to run efficiently. Microsoft Word and particularly WordPerfect run best with at least 8 MB of memory in Windows 3.1.
Windows 95 requires more memory than this. The easiest way to find out how much RAM is installed is to exit Windows and power down the PC, then turn it back on and watch how much memory is tested during the self-test. Alternatively, you can exit Windows and type
MEM at the DOS prompt (DOS version 5 and higher).
The total amount of memory is the amount listed next to Total memory in the display. The amount of memory shown in the Windows Control Panel/386 Enhanced/
Virtual Memory in Windows 3.1 is NOT the amount of
RAM on your machine. In Windows 95, you can click on
Start/Settings/Control panel and double-click on System. The amount of memory shown on the General tab is the RAM on your system.
• The host PC processor speed may be too slow. Best performance is obtained with a 66 MHz 486 processor or faster.
• The job will run more slowly if your document includes a lot of graphics. The only solution to this is to use less graphics or get a faster PC. You can reduce the effective size of the graphics by reducing the graphics resolution to 300 and by choosing a coarser setting under Dithering on the Driver’s Control Panel Graphics tab.
• The job will run more slowly if you are sorting or selecting the records while merging, rather than just printing them in order. To speed up mail production, you may
DocuMatch TM Integrated Mail System 65
DocuMatch Application Notes
Diagnosing "Waiting for Host" Messages (continued)
Common Causes of Slow Printing want to do the sorting or selecting of the records in a data base application before doing the merge, or use a faster PC.
• The job may run more slowly if the data is on a network drive. Try copying the data to a local hard drive before merging.
• If you are running Print Manager with Windows 3.1, the printing priority may be set too low. See page 10 for information on how to set the Print Manager priority.
• Other applications running while you are printing may cause the processor to slow down or not allocate any time to printing. Try exiting any other applications which may be running.
• If the “Waiting for Host” message appears on the control panel for a long time and the system does not resume printing, the connection to the host may have been lost, or the print job may have been canceled at the host. Press Cancel on the DocuMatch control panel and go through the job canceling procedure at the host. You may need to cycle the DocuMatch power off and then on to clear out the rest of the canceled job.
See DocuMatch Job Canceling Tips, on page 80.
Inefficient Print
Files
Another cause of slow mail production is a print file that contains a large amount of bitmapped graphics. In some cases this may be necessary because of the design of your mailpiece, but in other cases you may be able to reduce the size of the file by choosing application or driver options differently. To see if this is happening, print 10 pieces to a file as described above. If the file size is more than about
100 Kbytes (for one-page documents), the printer may not run at its maximum speed. In extreme cases, you may get
Printer out of Memory messages on the control panel. Here are some ways to reduce the size of the print file:
66 DocuMatch TM Integrated Mail System
DocuMatch Application Notes
Diagnosing "Waiting for Host" Messages (continued)
Inefficient Print
Files
• Reduce the amount of graphics on the page. You may want to pre-print letterheads rather than printing them on the fly.
• You may be inadvertently be sending your TrueType fonts as graphics rather than as downloaded fonts. To see if this is the case, click on Start/Settings/Printers, right-click on DocuMatch, and select Properties. On the
Fonts tab, the Print TrueType as Graphics option should
NOT be selected.
• In Microsoft Word 7 or Office 97, you may have chosen the “Float over text” option for one or more of your graphic items. This allows text and bitmapped graphics to be overlapped in the document. However, if this option is selected, Word will print the entire page as a bitmapped graphic, which is very inefficient. To check for this, click on each graphic item (scanned signature or letterhead for example) to select it. If it is outlined in black and the control “handles” are solid black boxes, it is acceptable.
If it is not outlined and the handles are empty squares,
Float over text is selected. The job will print much more efficiently if you turn this option off. With the object selected, click the right mouse button and then click on
Format Picture. Choose the Position tab and uncheck
Float Over Text. You may need to reposition the text in your document after making this change.
When you add a graphic to a document using Insert
Picture, make sure Float over text is not checked.
• In Word 6 and 7, you should avoid using graphic boxes for blocks of text. This happens most often when you have blocks of text that you want to place side by side.
You can tell if text is in a graphics box by clicking on the text. If the text has a gray border with black resizing
DocuMatch TM Integrated Mail System 67
DocuMatch Application Notes
Diagnosing "Waiting for Host" Messages (continued)
Inefficient Print
Files handles, it is in a graphics box. As in the previous item, this will also cause the page to be sent as a bitmapped graphic, slowing printing.
It is much better to use tables, columns, or text boxes to format text side by side. Text boxes are called
Frames in Word 6. To insert a text box or frame, click
View and Page layout to switch to Page Layout mode.
Then click on Insert and Text box (Frame in Word 6), click and drag where you want the text box located, and type the text in the box. When you click on a text box, it will be outlined with a diagonal pattern. Make sure any text boxes do not overlap on your document, or their contents will be printed as graphics.
68 DocuMatch TM Integrated Mail System
DocuMatch Application Notes
Selecting, Storing and Loading Materials for the DocuMatch System
Document Printer
Paper
The Document Printer works most reliably with 20 or 24 pound bond paper designed for use in laser printers or
Xerographic copiers. Only 8-1/2 x 11 inch paper can be used for mail generation.
Store paper in its moisture-proof wrapper until you are ready to use it. You should also store preprinted forms or letterhead stock in moisture-proof wrappers until needed. If the wrapper indicates a side to be imaged first, load the paper with that side up. Usually this means the arrow on the wrapper should point up.
It is best to fan the paper before loading to reduce the likelihood that sheets will stick together. Do not use torn, wrinkled, or creased paper, or paper with curled, bent, or wavy edges. Load the paper as shown on the bottom of the paper trays, about one-half inch at a time and lined up against the left side of the tray. Do not overfill trays. If you are adding paper to a tray, it is best to put the new paper on the bottom, so that unused paper will not remain in the tray any longer than necessary.
Load preprinted forms and letterhead stock into the document printer with the side to be printed facing up. If you are
C-folding the documents or doing a plain printing job, the top of the sheets should face the printer (face up, head first). If you are Z-folding, the bottom of the sheets should face the printer (face up, feet first).
Perforated paper can cause problems if it is not selected carefully. For best results, choose micro-perfed paper that does not bend easily at the perforations. Paper with weak perforations tends to cause problems in the accumulator and folder. Accumulator problems are reduced if the perforations are closer to the trailing edge of the sheet. Thus, if the perforation is near the bottom of your form, C-folding will work best; if it is near the top of the form, Z-folding will work best. Best performance is obtained with a 66 tooth per inch perf with an 8 mil tie.
DocuMatch TM Integrated Mail System 69
DocuMatch Application Notes
Selecting, Storing and Loading Materials (continued)
Envelopes
Do not print within 1/10 inch of the perforations. To avoid contaminating and scratching the printing drum, load perforated paper with the smooth side up.
Avoid using offset printer paper, which looks like copier paper but is made differently and tends to be very dusty.
The envelope printer will handle only No. 10 size envelopes
(9-1/2 x 4-1/8 in., ± 1/16 in.). Envelopes with a basis weight of 24 pounds work best, but you can use 28 # envelopes.
Lighter weight envelopes tend to cause problems in the envelope transport.
High quality envelopes designed for automatic insertion generally work best, but a variety of styles can be used, as long as they meet our published specifications.
Because of the glue used in their construction, proper storage is especially important for envelopes. If they become too dry, some envelopes will develop curled flaps, which can cause flap opening problems. Too much moisture can cause envelopes to warp or curl excessively, which can cause feeding problems. Always store envelopes in closed boxes until ready for use. It is best to remove the envelopes from the DocuMatch hopper and return them to a box if the system will be idle for several hours or over night.
For best results, use envelopes which will lie flat on a table top with no more than 0.25 inches of curl. Folds, especially along the bottom edge of the envelope, should be crisp and uniform.
Always follow the envelope loading instructions on the printer carefully. When the envelopes are loaded correctly, the back of the stack in the hopper will be smooth, with a smooth curve towards the printer at the bottom and no sudden offsets in the stack.
70 DocuMatch TM Integrated Mail System
DocuMatch Application Notes
Selecting, Storing and Loading Materials (continued)
Cut Sheets The DocuMatch cut sheet feeders are designed to work reliably with a wide range of materials, including 20 or 24 pound photocopied bond paper and 50-80 pound coated and uncoated offset paper, with a variety of finishes. There are, however, some materials and storage conditions which can cause problems.
When having materials offset printed for use in the
DocuMatch, be sure to specify “grain long” orientation for the printed sheets. Grain long paper feeds better because it is stiffer in the feeding direction. If you are having feeding problems, you can check the grain direction by tearing a sheet for a few inches on both the 8-1/2 and 11" edges.
The paper will tear straighter in the direction of the grain, so if the 8” edge tears straighter, your paper is grain long.
Another test is to moisten the paper by rubbing one side of a sheet with a damp paper towel. If the paper is grain long, it will curl along the 8-1/2" edge, making a long tube.
Spot varnished materials generally work well, but glossy stock with varnish covering the whole sheet is sometimes so slippery that it causes problems in the folder.
Materials with a high static charge can cause feeding problems. If you offset two sheets by about 1/2 inch, hold one of them vertically and the second sheet sticks to it without falling off, the static charge is probably too high for reliable feeding. Sometimes the addition of talc in the printing process will help to reduce static problems.
When loading the cut sheet feeders, start by pushing any materials already in the feeder square against the feeder’s left stop. Fan the new materials and load them so that the whole stack is square against the left stop. Do not fill the feeders above the indicated line.
DocuMatch TM Integrated Mail System 71
DocuMatch Application Notes
Selecting, Storing and Loading Materials (continued)
Inserts and Reply
Envelopes
The insert feeder accepts materials ranging from 3-1/2 x 5"
(a minimum-size post card) to #9 envelopes (3-7/8 x 8-7/8"
± 1/16"). You can also use C-folded 8 1/2 x 11" sheets, with the same materials as the cut sheet feeders. Cards can range in thickness from .007" to .0095". Envelopes can be 20-24 pound and should be loaded with the flaps up and to the left.
To load the Insert Feeder, push the paddle to the left and place the materials vertically in the feeder. Make sure all of the materials are to the left of the tabs at the bottom righthand end of the feeder. Adjust the side guides so that they rest gently on the sides of the materials. If the tray is not full, slide the paddle to the right to support the materials.
Be careful not to overfill the tray or push the paddle too hard against the stack. If the materials are packed in too tightly, the first several pieces will not feed reliably.
Total Thickness
Limits
For reliable inserting, the total thickness of the package to be inserted into the envelope should be limited to .060".
The thickness can be estimated using the table and worksheet below:
Material Thickness Factors
Document printer paper: 20#
Bond paper 12
24#
14
Cut sheet feeders
Bond paper Same as Document printer
Offset book paper 50# 60# 70# 80#
Coated Gloss
Coated Dull
Uncoated
8*
10
12
9
11
14
11
12
16
12
14
18
* not recommended
72 DocuMatch TM Integrated Mail System
DocuMatch Application Notes
Selecting, Storing and Loading Materials (continued)
Insert feeder 20# 24#
Business Reply
Envelope 12 14
Tri-folded insert Use cut sheet value
Business Reply Card 10
Folded brochure Use thickness in .001 inches
Envelope Content Thickness Evaluation
Folded portion (4 sheets max.)
Laser printed sheets
1st Cut Sheet (0 or 1)
2nd Cut Sheet 0 or 1)
Pages
_____
_____
_____
Insert
Total thickness (must be less than or equal to 60) x Factor =
_____
_____
_____
Total
_____
_____
_____
_____
_____
DocuMatch TM Integrated Mail System 73
DocuMatch Application Notes
Reducing Wasted Materials
Preserve Output
Order
Examine System
Reports
One feature of the DocuMatch system is that when it encounters defective materials, it can often automatically send them to the Outsort Bin and continue processing.
This process is called Automatic Jam Recovery (AJR).
However, you may sometimes find that there is an unusually large amount of material in the Outsort Bin. This application note outlines some techniques you can use to track the cause of AJRs and minimize the amount of wasted material.
If you select Preserve Output Order on the Driver Setup screen, the system will ensure that the pieces in the stacker are in exactly the same order as they were sent from the host. However, if there is an AJR or the system stops and pieces need to be removed, the system may need to send several envelopes to the Outsort Bin before it can regenerate the defective pieces. For this reason, you should not select this option unless the exact sequence must be maintained. If you are processing presorted mail and only need to ensure that each piece ends up in the correct mail tray, the ZIP Break feature is generally a better option.
Any of the DocuMatch job reports will indicate the number of AJR attempts in that job, but these reports do not indicate the cause. On the DocuMatch control panel, you can print the Service Report by selecting System Options/
More/ System Reports/Service Report. On page three of this report is a listing of all the possible causes of AJR attempts and the total number of attempts since the counters were reset. If you print this report then run one or more jobs that are sending materials to the Outsort Bin and then run the report again, you can tell which subsystem is causing the AJRs. This information can also be obtained via the remote diagnostics. Note that the count of AJRs for the Envelope Printer may be higher than expected because the system tries to feed the envelope again if it runs out of envelopes.
74 DocuMatch TM Integrated Mail System
DocuMatch Application Notes
Reducing Wasted Materials, continued
Examine
Materials in the
Outsort Bin
Another way to determine the cause of AJRs is to examine the materials in the Outsort Bin.
If there is an empty envelope with the flap open plus all the expected contents separately, the fault was a failure to open the envelope for insertion. Check the envelope throat dimensions.
If the job uses items from the insert feeder and there is an empty envelope with the flap open plus all the contents except the item from the insert feeder, there was a failure to feed in the insert feeder. Try running with plain materials in the insert feeder. Make sure the stack pressure is not too high, and clean the feed belts with water if necessary.
If the job uses items from the cut sheet feeders and the cut sheet(s) are missing, there was a failure to feed in the cut sheet feeder. Try running with plain materials in the cut sheet feeders. Check for out-of-spec materials or excessive static buildup in the cut sheets.
If the envelope flap is closed, there was a failure to open the flap. Make sure the envelope flaps are not stuck shut. If the address is printed upside down or on the wrong side of the envelope, the envelope was loaded incorrectly. Make sure the envelope flaps are not curled too much. This can be caused by using old or improperly stored envelopes.
If the contents are inserted into the envelope (usually not all the way), there is a problem in the inserter area or skewing of the materials as they approach the inserter.
If there is nothing in the outsort bin, there was a failure to feed in the envelope printer. Check that envelopes are loaded correctly and not curled too much.
DocuMatch TM Integrated Mail System 75
DocuMatch Application Notes
Checking Your Data before Processing
Missing Data
Checking Your
Data in
SmartMailer for
Windows
76
Occasionally you may find that some important data is missing from your database. This may be caused by incomplete data entry or problems importing and exporting the data from other applications. For example, a few records in a large database may be missing last names or street addresses. This can lead to misdirected or undeliverable mail.
It's best to correct any data problems at the source if possible. This will save you having to correct the data each time you use it. However, Pitney Bowes SmartMailer for
Windows and Microsoft Word include several features you can use to help find missing or incorrectly formatted data as a final check. Other applications may support similar features; consult your user documentation.
SmartMailer for Windows does an excellent job of checking for valid addresses and correcting invalid addresses when possible. However, it does not automatically examine any of the other data in your database to make sure that the addresses are complete. For example, SmartMailer will include all the addresses with missing apartment numbers in its error report, but it does not check for missing data in the Last_Name field.
However, you can use SmartMailer’s Address Group feature to find any records that are missing important data.
Once you have imported your data into SmartMailer, you can define a group which includes just the bad records. As an example, suppose you want to review all the records which have missing data in the Last_Name, Street, or City fields. To do this:
1. Select Addresses/Define Group.
2. Click on New.
3. This brings up the Enter a Group Name window, where you can give the group a meaningful name like “Addresses with key data missing.”
DocuMatch TM Integrated Mail System
DocuMatch Application Notes
Checking Your Data before Processing, continued
Checking Your
Data in
SmartMailer for
Windows
4. When you have entered the name, click on Define
Filter.
5. This brings up the Filter Condition window. On the
Pick a Field tab, choose the first field you want to select (Last_name in this example).
6. Click on the Pick an Operator tab and choose “is
Empty”.
7. To check another field, click on Add. This brings up the Select a Connector window.
8. Click on “Or.”
9. Repeat the above process for the other fields you want to check (Street and City in this example).
10.When you have defined all the filter conditions, click on OK and then Save.
To use the filter you have defined, choose Addresses/
Select Group, highlight the name of the group, and click on
OK. If there are any records that match the criteria you have selected, they will display so you can review and, if necessary, edit or delete them. When you are finished working with the group, you can select Addresses/Select
All and you can view all your data.
Note that any group filters you have defined will be saved with your database.
Checking Your
Data in Microsoft
Word
To check for major formatting errors and blank records in your data, you can have Word run a trial merge and report any errors to you. To do this:
1. Set up your merge as usual.
2. Select Tools/Mail Merge to bring up the Mail Merge
Helper; click on Merge.
3. When the Merge window displays, click on Check
Errors.
DocuMatch TM Integrated Mail System 77
DocuMatch Application Notes
Checking Your Data before Processing, continued
Checking Your
Data in Microsoft
Word
4. This brings up the Checking and Reporting Errors window which gives you three options for checking your data. Usually you will want to select “Simulate the merge and report errors in a new document”.
When you click on OK, and then Merge, Word will run quickly through your data and create a new document that reports any errors it finds. You should correct the errors in the database before attempting a real merge.
To check for missing data in important fields, you can use
Word’s Query Options feature.
1. After setting up your merge, click on select Tools/
Mail Merge to display the Mail Merge Helper window.
2. Click on Query Options. If you get a message box asking about Microsoft Query, click on No. This displays the Query Options window. On this window, you can select which records you want Word to work with. In this example, we are interested in all the records that have blanks in the LASTNAME,
STREET, or CITY fields. Of course you should use the correct field names for your data.
To find the records with missing data:
1. Start by clicking on the Filter Records tab if it is not already displayed. Filtering allows you to select only the records that meet criteria you set.
2. Click on the arrow to the right of the top row in the
Field column and pick the first field you want to check (LASTNAME in this example).
3. Click on the arrow to the right of Comparison and pick “is Blank”.
4. Now go down a row, click on the left-most arrow, and choose “Or”. Continuing on the second row,
78 DocuMatch TM Integrated Mail System
DocuMatch Application Notes
Checking Your Data before Processing, continued
Checking Your
Data in Microsoft
Word pick the next field you want to check (STREET in this example), pick “is Blank” again, and continue until you have specified all the fields you want to check.
5. Finish by clicking on OK and then Close, to return you to your document.
If your data was all OK (i.e., none of the important fields were blank), you will get the message “Word could not merge the main document with the data source because the data records were empty or no data records matched your query options.”
If you don’t get this message, some of your data is missing. You can now use the ABC button on the Mail Merge toolbar and the arrow keys next to it to view any records missing data in the fields specified. Note that the record numbers displayed are not the same as the record numbers in the original data; to fix any problems you will have to find the bad records in the unfiltered database and correct them if necessary.
Depending on the size of your database, the format of your data and the speed of your computer, it may take several minutes to check all your data.
When you are finished reviewing the data, remove the filter so that you can run your merge on the whole database. To do this, click on Tools/Mail Merge and Query Options again, then on the Filter Records tab click on Clear All. You will be able to access all your data again.
DocuMatch TM Integrated Mail System 79
DocuMatch Application Notes
DocuMatch Job Cancelling Tips
You can cancel DocuMatch jobs either at the DocuMatch
Control Panel or at the Host PC Application.
Canceling at the DocuMatch Control Panel puts the machine in a mode where it will absorb the rest of the job from the Host PC before it accepts another job. Depending on the size of the job and how far into it you are when you cancel, this could take a while—typically about one second per page. This canceling method works well for very short jobs, typically those with less than 20 pieces.
Canceling a job works fine in WordPerfect, but Microsoft
Word has a bug wherein it fails to indicate that the job has ended. If you have canceled in Word but not at the
DocuMatch, the control panel will say “Waiting for Host.” If you have canceled in both places, the control panel will say
“Canceling Job.” To clear this condition:
1. On Word’s Mail Merge toolbar, click the “ABC” button so a merged document is displayed.
2. Select File/Print and OK to send the document to the printer.
If the control panel originally said “Waiting for Host,” the system will finish the remaining pieces it has buffered and then generally display an error message and sometimes print a couple of pages to the top of the printer. Canceling at the DocuMatch will then bring you back to System
Ready. If the control panel initially said “Canceling Job,” no more of the previous job will be produced, but you may again see pages printed and an error message. Canceling again will bring you back to System Ready.
80 DocuMatch TM Integrated Mail System
DocuMatch Application Notes
Using Rumba to Print to the DocuMatch from an AS/400 System
Printing from
Rumba
The Rumba software package permits PC users to run a terminal session on an AS/400 system and also to print
AS/400 jobs on a printer connected to their PC. The physical connection to the AS/400 would normally be IBM
Twinax. Rumba only supports text printing. It does not support print jobs that include electronic forms, signatures, logos, etc., or jobs that are specially formatted for IBM
IPDS printers. If the AS/400 application supports multiple fonts, Rumba lets you assign a PC TrueType font to each of the AS/400 fonts. Rumba does not support page-by-page printer tray selection on the DocuMatch.
We tested Rumba version 5.2 with DocuMatch driver version 4.01.08 on a PC running Windows 95. The following procedure assumes that you already have installed
Rumba on the PC and you can log in to the AS/400.
1. Install the DocuMatch driver on the PC. For testing purposes, when the installation program asks what port to print to, you can pick FILE.
2. Start Rumba Printer, select an AS/400 print queue, then right-click on the DocuMatch under PC Printer
Queues. Select Output Destination. This directs the selected AS/400 queue to the DocuMatch.
3. Click on Connection/Configure/Rumba router/
Transform and disable Host Print Transform.
4. Click on File/Page Setup and select Use all formatting specified by Windows. In this dialog, you can specify the paper tray, margins, default font size, line spacing, and scaling for the text to be printed.
You may need to experiment with these settings to get the text to align properly with your forms.
5. Under Options/Font Mapping you can map the host font IDs to the TrueType fonts on your PC.
6. On the General tab in File/Page Setup, make sure the DocuMatch is selected as the printer and click
DocuMatch TM Integrated Mail System 81
DocuMatch Application Notes
Using Rumba to Print to the DocuMatch from an AS/400 System
on Properties to display the driver setup screen.
Here you can configure the DocuMatch job as you normally would.
7. Send a sample print job to the queue you selected in step 2 and use File/Print Preview to view the results of your selections. If you want, you can save the changes to the settings in your profile so that the system will remember them.
8. When you are ready to print, send your AS/400 job to the queue you selected in step 2. The job should now print on the DocuMatch, or if you set the
DocuMatch to print to a file, you will be prompted for a file name. You can save the print files to a floppy disk on the PC. To run them later, insert the floppy in a PC with a DocuMatch system and enter the DOS command copy /b a:filename LPT1: where filename is the is the name of the print file you created.
82 DocuMatch TM Integrated Mail System
DocuMatch Application Notes
Using the DocuMatch with an HP JetDirect Print Server
Configuring the
DocuMatch
Printer
Testing the Link
If you want to drive a first-generation, Canon Printer-based
DocuMatch system with a customer-supplied HP JetDirect external print server, you must make the internal setting change in the DocuMatch described in this note. This change may also be required for other non-Pitney Bowes print servers. This change has been tested with the
Hewlett Packard JetDirect EX Plus3, HP model J2593A, and the EX Plus, model J2591.
1. Disconnect the DocuMatch from the print server.
2. At the DocuMatch control panel, press System
Options. This takes the DocuMatch offline.
3. Open the top cover, exposing the document printer, and hold down the Menu key on the document printer control panel for several seconds, until
“CONFIG MENU” is displayed.
4. Hit the same Menu key briefly 3 times, until “IEEE
1284 Mode” is displayed.
5. Hit the Select Down key until OFF displays.
6. Hit the Feeder Select key until a * displays.
7. Hit Menu several more times, until READY displays.
8. Turn the DocuMatch off, connect it to the print server, and turn it back on.
These steps disable the DocuMatch’s bidirectional communications, which conflict with the JetDirect box because it is expecting to be connected to an HP printer. This change does not interfere with the functioning of the
DocuMatch in any way.
When the DocuMatch has warmed back up, you can test the link between the print server and the DocuMatch by pressing the test button on the print server. Two test pages should print. The DocuMatch control panel will say Waiting for Host after the second page has printed. Turn the
DocuMatch off and back on to clear this.
DocuMatch TM Integrated Mail System 83
DocuMatch Application Notes
Using the DocuMatch with an HP JetDirect Print Server, continued
Testing the Link If nothing prints, hit the test button on the HP box and then hit System Options and then Backup on the DocuMatch control panel a couple of times. If the test page prints now, the printer is talking to the HP box but you have not succeeded in turning off the IEEE 1284 mode. Repeat steps 1-
7 above and try again.
84 DocuMatch TM Integrated Mail System
DocuMatch Application Notes
Connecting DocuMatch to a Serial Port
Cable
Requirements
Instead of the standard parallel port, it is possible to use a serial connection to a DocuMatch. A serial connection will operate over a distance of up to about 50 feet of cable, versus a maximum of 15 feet for a parallel connection.
Serial connections may not be supported on future versions of the DocuMatch.
However, you should be aware that the serial connection will generally be significantly slower than a parallel connection. The maximum serial port speed is 38,400 bits per second or about 3800 bytes per second. The parallel port is about 10 times faster. If your documents contain any significant graphics content, the DocuMatch system will not operate at full speed on a serial port connection.
If speed is an issue and/or you need a longer cable than that supported by the serial connection, you can use a network connection or a parallel port extender. The Model
PI-32A-R3 PC Parallel Distance Extender, available from
Black Box at (724) 746-5500, is a good choice.
Here are the cabling and setup requirements to drive the
DocuMatch with a PC/AT-type (9 pin) serial port.
The cable required is a standard PC Serial printer cable.
Note that this is different from a parallel cable or a modem cable. It is also not the same as a modem cable plus a null modem. You can order these cables from the Black Box catalog at (724) 746-5500. Order EVMBPC-0025 (25 feet) or EVMBPC-0050 (50 feet).
The pinouts required are shown in the table on the next page.
DocuMatch TM Integrated Mail System 85
DocuMatch Application Notes
Connecting DocuMatch to a Serial Port, continued
Setup at the
DocuMatch
86
2
3
4
5
1,6
7
8
Seral Cable Pinouts
DB9
Female
DB25
Male
1 shield
2
3
6,8
7
20
5
4
1. Turn the power off, then connect the serial cable at both ends.
2. Turn the power back on.
3. When the system has warmed up and the control panel reads DocuMatch System Ready, press
System Options. This takes the printer offline.
4. Enter the following commands on the printer control panel, inside the top cover.
a. Press and hold Menu until CONFIG MENU is displayed.
b. Press Menu several times, until I/O=PARALLEL is displayed.
c. Press Select Up until SERIAL is displayed.
d. Press Feeder Select. A * should appear next to
Serial, indicating that it is selected.
e. Press Reset Enter to save the changes. The printer will now be expecting data on the serial port at the default speed of 9600 bps. Leave the speed at 9600 until you have successfully printed from the PC.
DocuMatch TM Integrated Mail System
DocuMatch Application Notes
Connecting DocuMatch to a Serial Port, continued
5. Back at the main DocuMatch control panel, hit
System Tests and then Document Printer. The printer should produce two test pages. Under
CONFIGURATION MENU on the test pages, you should see the following:
I/O=Serial
Serial Mode=RS-232
Baudrate=9600
Handshake=Hardware
DTR Polarity=HI
Parity=None
Stop Bits=1
If your settings are different, go back to the printer control panel and use the procedure above to change them until they match this list exactly.
When the test pages are correct, hit Backup on the main control panel until DocuMatch System Ready is displayed.
Setup at the PC You also need to configure the PC’s serial port. To do this:
1. Click on Start/Settings/Control Panel and double click on System to bring up the system Properties dialog.
2. Select the Device Manager tab and double click on
Ports and the COM port the DocuMatch is connected to.
3. Click on Port Settings and choose the following settings:
Bits per second
Data bits
Parity
DocuMatch TM Integrated Mail System
9600
8
None
87
DocuMatch Application Notes
Connecting DocuMatch to a Serial Port, Continued
Setup at the PC
Testing the
Connection
Changing the
Baud Rate
88
Stop bits
Flow Control
1
Hardware
4. Click on OK to save the settings and OK again to close the System Properties window.
5. Set the DocuMatch driver to connect to the COM port.
a. From the Windows control panel, double click on Printers and right-click on the DocuMatch.
b. Select Properties and Details and choose the
COM port you are using from the Print to the following port list.
c. Click on OK to save the change and close the
DocuMatch Properties dialog.
Now you are ready to test the connection.
1. Click on Start/Settings/Printers and right-click on the DocuMatch again.
2. Select Properties/Generate Mail/Enter Setup to bring up the driver setup window.
3. At the top left corner, select Print Documents, then click on OK and Yes to save the changes. This sets the driver for plain printing.
4. Back at the Properties window, click on the General tab and click on Print test page. A sample page should print to the top of the DocuMatch. If not, check the cable connections and on the Details tab, make sure the correct COM port is selected.
Once you have successfully printed at 9600, you can try increasing the speed up to 38,400. Depending on the type and length of cable and the characteristics of your PC serial port, you may get data errors at higher speeds. You must have the same baud rate set at both ends. To change
DocuMatch TM Integrated Mail System
DocuMatch Application Notes
Connecting DocuMatch to a Serial Port, Continued
Changing the
Baud Rate the baud rate at the DocuMatch, use the procedure outlined above but keep pressing Menu after I/O=SERIAL is displayed until BAUD RATE is displayed. Use the Select Up and Select down keys to cycle through the available baud rates and press Feeder Select to select the one you want to try. As before, press Reset Enter to save the change.
At the PC go back to the Device Manager as described above and select a matching baud rate. Save the changes as above and print another test page to make sure everything works properly.
If you are trying to use high baud rates, print several pages, preferably with graphics and examine the results carefully to make sure there are no data errors. If you do get errors, use a shorter cable or a slower speed.
Restoring
Standard Parallel
Port Options
If you want to go back to the standard parallel port, you need to repeat this process, but undo the changes you have made. At the DocuMatch printer panel, at the point where you selected Serial, choose Parallel instead, and on the PC, at DocuMatch Printer Properties/Details, where you selected a COM port, choose the appropriate LPT port instead. Of course, you will also need to reconnect the parallel cable.
DocuMatch TM Integrated Mail System 89
DocuMatch Application Notes
Setting Paper Tray Options on DocuMatch Systems with Lexmark
Printers
Tray Options
Defining Trays
The addition of the third (standard) and fourth (optional) paper trays in DocuMatch Systems equipped with Lexmark printers increases your options with respect to selecting paper trays; but you may have to do some additional configuration to handle specific jobs.
For example, you could set up trays 1 and 2 for letterhead stock, and tray 3 for plain paper. With this setup, you can run a job that calls for the first page of each document to feed from the upper tray (1), and the other pages to feed from the lower tray (3). Given this setup, the system will automatically start feeding from tray 2 when tray 1 runs out, because both trays are defined as letterhead trays. If tray 3 runs out of paper, the system will stop because no other trays are defined as plain paper trays.
As shipped, all DocuMatch printer trays are set to plain paper. If you specify a particular paper tray when you set up your mail job using DocuMatch Job Designer, the system will feed from that tray until the paper supply runs out, then it will switch to any other tray that still has paper.
If this is not what you want, you can redefine the trays from the laser printer's control panel.
To change the tray definitions, wait until the system is idle and DocuMatch System Ready displays on the control panel. Then enter the key combinations shown in the table on the next page at the printer's control panel.
NOTE: You must designate at least one tray for plain paper, otherwise the document printer test and system report functions will not work properly.
The main DocuMatch control panel may display an error message after you use the printer control panel. This is okay; turn the DocuMatch power off, then on, to reset the system. When the DocuMatch control panel displays
‘System Ready,” select System Options/ System Tests/
Document Printer. The system should print out two pages.
90 DocuMatch TM Integrated Mail System
DocuMatch Application Notes
Setting Paper Tray Options on DocuMatch Systems with Lexmark
Printers, continued
Printer Control Panel Commands
5
6.
3.
4.
7.
8.
Step Press Control Panel Display
1.
Stop Not Ready
2.
> JOB MENU Reset Printer
Notes
9.
Select Ready
>
Select Paper Source
>
>
Paper Menu
Paper Size
Paper Type
Select Tray 1 Type
Press > and < until the tray you want to set is displayed
Tray 1 is top tray
Current selection will have an *
10.
11.
12.
Select
Press > and < until the tray you want to set is displayed
Select "SAVED" for a second, then returns to
tray selection menu
Current selection will have an *
DocuMatch TM Integrated Mail System 91
DocuMatch Application Notes
Setting Paper Tray Options on DocuMatch Systems with Lexmark
Printers, continued
Look near the beginning of the second page to verify the paper type selections.
If the DocuMatch control panel displays an error message when you try to run the document printer test as explained above, it means that the system is trying to print from a tray that is not defined as a plain paper tray. To correct this:
1. Restart the DocuMatch.
2. On the DocuMatch control panel, press System Options/System Setup/Report Setup.
3. Set the reports to feed from a tray that you defined as a plain paper tray.
Note that the printer cannot tell what type of paper is actually loaded in its trays. If you put plain paper in a letterhead tray, for example, the system will not display an error message. The names of the paper types are really for your reference and to tell the printer which trays to group or chain together. You may find it helpful to mark the trays with the names of the selections you have made.
92 DocuMatch TM Integrated Mail System
Index
DocuMatch Application Notes—Index
A
Access 13, 19
Account Number 37
Accumulator Problems
Reducing 69
Address
Printing one that's not in document 46
Address Detection
Errors 33
Meaning of 18
Options/setup 38
Address Scanning 38
Addresses, Valid
Checking for 76
AJR
Automatic Jam Recovery 74
Application Notes
Print Manager and Timeouts 10, 11, 12
Running Jobs with Control Pages 59
WordPerfect Mail Merge 20
AS/400 System
Printing to an 81
ASCII Text 19
ASCII Data
Importing into WordPerfect 6.0 20
Importing into WordPerfect 6.1 21
ASCII Text 13
Automatic Jam Recovery 74
Automating Operations
Using Word's macro language 41
B
Background Printing 11
Using in Windows 3.1 11
Barcode
Printing on a document 47
Printing on an envelope only 48
Printing on window envelopes 48
Barcoding
Using SmartMailer 25
Baud Rate, Setting the
Serial port 88
Bitmapped Graphics
As a cause of slow printing 66
Block Mode 38 of Address Detection 39
“Busy” Messages 12
C
C-Folding 34
C-Folded Inserts 35
Cancelling a Job 80
Chaining
Cut sheets 35
Stacker 35
Checking Data before Processing 76
Checking Data in SmartMailer 76, 77
Commands
Control page 59
Complex Envelope Timeouts 63
Complex Envelopes 63
Comprehensive Report 37
Control Characters
In merge data 14
Control End
Control page command 60
Control Page 39
Commands, list of 60
Definition of 56
Limitations of 62
Placing the address on a 39
Running jobs using 59
Sample of 57
Setting ZIP Code breaks 27
With document tray switching 50, 62
With selective inserting 62
Control Page Commands
Control end 60
Control start 60
Destination start 61
InsertF 60
LowerCSF 60
MsgLine 60
Return end 60
Return Start 60 i-2 DocuMatch TM Integrated Mail System
DocuMatch Application Notes—Index
UpperCSF 60
ZipBreak 61
Control Pages
Running jobs with 59
Setting up documents using 58
Control Panel
Canceling job message at 80
DocuMatch 37, 64
“Waiting for Host” Message 80
Windows 44, 65
Control Start
Control page command 60
Converters, File
Word 13
Cut Sheet
Chaining 35
Cut Sheet feeder 35
Cut Sheets
Selecting, storing and loading 71
D
Data
Checking before processing 76
Checking in MS Word 77
Checking SmartMailer 76
Data Formats Supported
For mail merges 13
Data, Importing
For mail merges 13
Database Files
Accessing from WordPerfect 22 dBase 13, 19
DBF File Extension 28
Default Printer 5
Default Timeout 12
Defining Paper Trays
For Lexmark-Equipped systems 90
Destination Address
On control page 39
Destination End
Control page command 61
Destination Start
Control page command 61
DocuMatch TM Integrated Mail System
Device Options Tab
Out-of-memory errors 40
Display this screen on every print job
17, 33
DocuMatch Driver Options 33
Document Includes Control Page 35, 37
Document Tab 33
DOS EDIT Program
Changes control characters 20
Driver
Setup screen 29
Driver Installation
Windows 95 3
Driver Options, DocuMatch 33
Driver, Print
Fails to work after install 5
Selecting from Word 6 29
Selecting from WordPerfect 6.1 30
Selecting from WordPerfect 6.0 32
Driver Setup Screen
Exiting the 39
E
Envelope
Loading 70
Envelope Address
Specify without printing on document 46
Envelope Data
Variable 56
Envelope Designer 25
Installation of 3
Envelope Loading 35
Envelope Tab
Choosing whether to print envelopes 34
Envelope Timeouts 63
Envelopes
Choosing to print 34
Minimizing waste of 37
Selecting, storing and loading 70
Excel 13, 19 i-3
DocuMatch Application Notes—Index
F
Feeders
Specifying which to use by Control pages 56
File
Printing to a 44
Printing to from MS Word 44
Filenames
Long, avoiding 45
Finishing Tab
Choosing whether to seal 35
Float Over Text Option
Causes slow printing 67
Font Downloading 40
Fonts
Bitmap 40
Downloaded envelope
Slows printing 64
Fastest printing 64
Outline 40
TrueType 40
Formats, Data
Supported by WordPerfect 19
Foxpro 13, 19
G
General Tab
Using the 36
General tab 4, 35, 36, 37, 63
Generate Mail
Selecting Options 33
Graphics Settings
Making 40
Graphics Tab
Using the 40
H
HP JetDirect Print Server
Printing to DocuMatch 83 i-4
I
IF Fields
Merging field-dependent text 53
Using for variable-length addresses 55
Importing Data
For mail merges 13
Insert feeder 34
InsertF=
Control page command 60
Inserts
C-Folded 35
Selecting, storing and handling 72
Specifying type and fold of 34
Inserts Tab 34
Installing
DocuMatch Print Driver
Windows 95 3
Envelope Designer 3
J
Job
Cancelling a 80
Job Description
Specifying a 37
Job description 37
Job Setups
Saving 38
Job Summary Report 37
L
Loading Materials 69
Lotus 1-2-3 13, 19
LowerCSF=
Control page command 60
M
Mail Merge
Running in MS Word 16
Mail Merge Toolbar 15
Mail Merges using MS Word 13
Mailpieces
Customizing 56
DocuMatch TM Integrated Mail System
DocuMatch Application Notes—Index
Material Handling Notes 69
Materials
Document Printer 69
Reducing wasted 74
Merge
Using IF fields 53
Merging Files
In WordPerfect 23
Microsoft Word
Adding merge fields 15
Address hiding 46
Cancelling a job 80
Checking for data errors 15
Converters 13
File formats 13
Find records with missing data 78
General protection fault 13
Importing text files 14
Mail merge options 16
Mail Merge Toolbar 15
Printing options 17
Printing to a file 44
Printing to file 45
Microsoft Word 6
Automating operations using WordBasic
41
Selecting DocuMatch print driver from
29
Mode
Single Piece 36
MsgLine=
Control page command 60
N
Network
Host-Induced slowdowns 64
Network
Peer-to-peer 6
Using DocuMatch on a 6
Waiting for host messages 66
Network Connections
Selecting from print dialog box 30
Network Use
DocuMatch TM Integrated Mail System
Guidelines for 7
Networking 6
O
Off-line Messages 12
Office 97 13 converters 13
Options, Setting on WIN 95 system 4
Out-of-Memory Errors 40
Output Order
Preserve 36
Outsort Bin
Examine contents to reduce waste 75
P
Pages
Number of laser-printed in mailpiece 33
Paper, perforated
Recommendations for handling 69
Paper Tray
Orientation
When using control pages 62
Setting Options
For Lexmark printers 90
Paper Trays, Switching
Using MS Word 49
Using WordPerfect 6.1 50
Paradox 13, 19
Parallel Port Options
Restoring 89
PC
Using on a Network 6
Peer-to-Peer Network 6
Perforated Paper 69
Pinouts
Serial Cable 86
Port Settings 4
Postal Code Search 38
Preserving Output Order 36
Can generate wasted material 74
Presorted Data
Printing from another Application 26, 27 i-5
DocuMatch Application Notes—Index
Presorted Mail Run
Handling tray breaks 27
Print Driver
Testing the 5
Print File
Sending to DocuMatch 45
Print Files, Inefficient
Cause slow printing 66
Print Manager
Setting options in 10
Slow printing 66
Print Manager and Timeouts 10, 11, 12
Printer Control Panel Commands
For Lexmark-equipped systems 91
Printer, DocuMatch
Configuring for HP Print Server 83
Printer Paper
Selecting, storing and loading 69
Printer Setup
Making changes to the 39
Printing
Background, Windows 3.1 11
Common causes of slow 65
From HP JetDirect Print Server 83
From Rumba to AS/400 81
Presorted data with another application
26
Problems 5
Reports 37
Serial port connection 85
Speed 63
To a file 17, 44
Printing Envelopes
Set up using the envelope tab 34
Printing Performance
Setup options that affect 4
Printing Priority
Setting the, Windows 3.1 11
PS_BRK Field 27 i-6
Q
Query Options, MS Word 78
R
Reply Envelopes
Selecting, storing and handling 72
Report
Comprehensive 37
Job Summary 37
Reports
Selecting which to print 37
Return End
Control page command 60
Return Start
Control page command 60
Rumba (AS/400)
Using to print to DocuMatch 81
Running Jobs with Control Pages 59
S
Saving Job Setups 38
Search
Postal Code 38
Search Mode 18, 38
Selective Inserting 35, 37
Setting up 35
Using control pages for 56
Serial Port
Baud Rate 88
Cable Requirements 85
Connection to DocuMatch 85
Pinouts 86
Setting parameters 87
Setup 86
Testing 88
Setting
Driver options 33
Setup Screen, DocuMatch
Accessing from WordPerfect 31
Shared Printer
Using DocuMatch as a 6
Single Piece Mode 36
DocuMatch TM Integrated Mail System
DocuMatch Application Notes—Index
Slow Operation 63
Slow Printing
Common causes of 65
Slowdowns
Host-Induced 64
SmartMailer 37
Checking Data 76
Mail Merge 76, 77
Presorted Data 26, 27
Printing directly from 25
Renaming .SRT File 28
SmartMailer for Windows
Using DocuMatch with 25
Software Installation
WIN 95 3
Sorting and Barcoding
Using SmartMailer 25
Speed
Factors affecting 63
Speed, DocuMatch 63
Spool Settings 4
SRT File
Alternate method of processing 28
Renaming with .DBF extension 28
Stacker=
Control page command 61
Stackers
Chaining 35
Selecting 35
System Reports
Using to reduce waste 74
T
Test Page 5
Testing
HP JetDirect Server Link 83
Print Driver Installation 5
Serial port connection 88
Thickness Limits
Total Insert 72
Timeout
Adjusting the 12
Timeouts 10, 11
DocuMatch TM Integrated Mail System
Setting 12
WIN 3.1 10
Toolbar
Mail merge 15
Total Thickness Limits
Determining 72
Tray Breaks
Handling 27
Tray Options
For Lexmark-equipped systems 90
U
UpperCSF=
Control page command 60
V
Variable Envelope Data
Using control pages for 56
Variable Length Documents
Using control pages for 56
Variable Number of Printed Pages 59
Variable Page Numbers
Using control pages to set up jobs with
59
Vector Graphics Settings
For Lexmark printers 40
Verify Setup 36, 37
Verifying a Job 36
W
Waiting for Host 63
Waiting for Host Message 80
When cancelling a job 80
Waiting for Host Messages 64
Reducing number of 40
Waste, Reducing 74
Window Envelopes
Printing barcode on 48
Windows 95 3, 4, 5, 65
Driver options 4
Spool settings 4
Word Perfect i-7
DocuMatch Application Notes—Index
Cancelling a job 80
Running a mail merge 23
Word Perfect 7
Running a Merge in 24
WordBasic
Using to automate operations 41
WordPerfect
Mail merging 20
Z
Z-Folding 34
ZIP+4 53
ZipBreak
Control page command 61 i-8 DocuMatch TM Integrated Mail System
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