Infopost-Manager
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Infopost-Manager
Address management, postage optimization, information and forms to
post Infopost and Infobrief.
Version: 8.2.4, 09.02.2015
Contents
Contents
1. Welcome
2. Main window
2.1. Menu bar and action
2.2. Overview . . . . . .
2.3. Quick Clicks . . . . .
2.4. Recent projects . . .
2.5. Result area . . . . .
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4. Addresses menu
4.1. Import from file . . . . . . . . . . . . . .
4.1.1. Import options . . . . . . . . . .
4.1.2. Automatic analysis . . . . . . . .
4.2. Import . . . . . . . . . . . . . . . . . . .
4.2.1. Import from file (only ZIP) . . .
4.2.2. Import from file (Label format) .
4.2.3. Import via ADO . . . . . . . . .
4.2.4. Import via ADO (only ZIP) . . .
4.2.5. Import via ADO (Label format)
4.3. Address management . . . . . . . . . . .
4.3.1. Address management . . . . . . .
4.3.2. Edit . . . . . . . . . . . . . . . .
4.3.3. Find . . . . . . . . . . . . . . . .
4.3.4. Extras . . . . . . . . . . . . . . .
4.4. Salutation check . . . . . . . . . . . . .
4.4.1. Options . . . . . . . . . . . . . .
4.4.2. Statistics . . . . . . . . . . . . .
4.4.3. Results . . . . . . . . . . . . . .
4.4.4. First name list . . . . . . . . . .
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buttons
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3. Project menu
3.1. New (Infopost) . . . . . .
3.2. New from project . . . . .
3.3. Request order . . . . . . .
3.3.1. Filter and find . .
3.3.2. Request . . . . . .
3.3.3. Request details . .
3.3.4. Create . . . . . . .
3.4. Open . . . . . . . . . . . .
3.5. Reopen . . . . . . . . . .
3.6. Project explorer . . . . . .
3.7. Close . . . . . . . . . . . .
3.8. Save/Save as . . . . . . .
3.9. Create ”Pack & Go” . . .
3.10. Import ”Pack & Go” . . .
3.11. Data backup . . . . . . .
3.12. Properties . . . . . . . . .
3.12.1. Order management
3.13. Exit . . . . . . . . . . . .
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2
Contents
4.5. Address check . . . . . . . .
4.5.1. Options . . . . . . .
4.5.2. Thesaurus . . . . . .
4.5.3. Statistics . . . . . .
4.5.4. Results . . . . . . .
4.6. Duplicate search . . . . . .
4.6.1. Options . . . . . . .
4.6.2. Results . . . . . . .
4.7. Robinson check . . . . . . .
4.7.1. Installation/Update
4.7.2. Execution . . . . . .
4.7.3. Results . . . . . . .
4.8. Nixie check . . . . . . . . .
4.8.1. Options . . . . . . .
4.8.2. Results . . . . . . .
4.9. Adressdialog . . . . . . . . .
4.9.1. Settings . . . . . . .
4.9.2. Create codes . . . .
4.9.3. Create export file . .
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96
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135
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5. Preparation menu
5.1. Item properties . . . . . . . . . . . . . . . . .
5.1.1. Dimensions . . . . . . . . . . . . . . .
5.1.2. Type . . . . . . . . . . . . . . . . . . .
5.1.3. Franking . . . . . . . . . . . . . . . . .
5.1.4. Remaining item tab . . . . . . . . . .
5.2. Production properties . . . . . . . . . . . . .
5.2.1. Infopost . . . . . . . . . . . . . . . . .
5.3. Dispatch properties . . . . . . . . . . . . . . .
5.4. Postage optimization . . . . . . . . . . . . . .
5.5. Payment method properties . . . . . . . . . .
5.5.1. Payment . . . . . . . . . . . . . . . . .
5.5.2. Prepayment . . . . . . . . . . . . . . .
5.6. Partial postings . . . . . . . . . . . . . . . . .
5.7. Order management . . . . . . . . . . . . . . .
5.7.1. Data exchange via Webservice . . . .
5.7.2. Manual data exchange via file transfer
5.7.3. Cancel order . . . . . . . . . . . . . .
5.7.4. Request status . . . . . . . . . . . . .
5.7.5. Open in AM.portal . . . . . . . . . . .
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6. Results menu
6.1. Tray/Bundle list . . . . . . . . . .
6.2. Tray target/Bundle target list . . .
6.3. Pallet list . . . . . . . . . . . . . .
6.4. Pallet target list . . . . . . . . . .
6.5. Individual Katalog dispatch . . . .
6.6. Routing labels . . . . . . . . . . .
6.7. Posting lists . . . . . . . . . . . . .
6.8. Production and posting documents
6.9. Mail merge (IPM) . . . . . . . . .
6.10. Mail merge (Word) . . . . . . . . .
6.11. Address export . . . . . . . . . . .
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7. Analysis menu
180
7.1. Project statistics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 180
3
Contents
7.2.
7.3.
7.4.
7.5.
7.6.
7.7.
7.8.
7.9.
7.1.1. General . . . . . . . . . . . .
7.1.2. Address import . . . . . . . .
7.1.3. Address check . . . . . . . . .
7.1.4. Duplicate search . . . . . . .
7.1.5. Item properties . . . . . . . .
7.1.6. Production properties . . . .
7.1.7. Payment method . . . . . . .
7.1.8. Gross charge . . . . . . . . .
7.1.9. Discount . . . . . . . . . . . .
7.1.10. Net charge . . . . . . . . . .
7.1.11. Production . . . . . . . . . .
7.1.12. Data exchange Deutsche Post
Address spread by ZIP . . . . . . . .
Address spread by cities . . . . . . .
Spread by provinces . . . . . . . . .
Spread by Nielsen regions . . . . . .
Address spread by routing regions .
Address spread by routing zones . .
Address spread by countries . . . . .
Map Tool . . . . . . . . . . . . . . .
8. Extras menu
8.1. Customer index . . . . . .
8.1.1. Data . . . . . . . .
8.1.2. Edit . . . . . . . .
8.1.3. Projects . . . . . .
8.1.4. Extras . . . . . . .
8.2. Sender / Mailer . . . . . .
8.2.1. General . . . . . .
8.2.2. Details . . . . . . .
8.2.3. Projects . . . . . .
8.2.4. Sender / Mailer . .
8.2.5. Projects . . . . . .
8.3. Blank forms . . . . . . . .
8.4. Responseplus assistant . .
8.5. Change password . . . . .
8.6. User administration . . .
8.6.1. User data . . . . .
8.6.2. User rights . . . .
8.7. Show log . . . . . . . . . .
8.8. Acceptance offices . . . .
8.9. ZIP search . . . . . . . . .
8.10. Update address check . .
8.11. Options . . . . . . . . . .
8.11.1. General . . . . . .
8.11.2. User . . . . . . . .
8.11.3. Presettings . . . .
8.11.4. Production . . . .
8.11.5. Other . . . . . . .
8.11.6. Internet . . . . . .
8.11.7. Order management
8.11.8. Data Backup . . .
8.11.9. Administration . .
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9. Help menu
230
9.1. Infopost-Manager Wizard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 230
4
Contents
9.2.
9.3.
9.4.
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9.6.
IPM help
Hotline . .
Internet .
Brochures
About . .
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230
231
231
231
231
10.Information on field assignment
233
10.1. Address files and their assignments (Examples) . . . . . . . . . . . . . . . . . . . . . . 233
11.Mail merge (IPM)
11.1. Document . . . . . . . . . . . . . . . .
11.1.1. New . . . . . . . . . . . . . . .
11.1.2. Open . . . . . . . . . . . . . .
11.1.3. Reopen . . . . . . . . . . . . .
11.1.4. Close . . . . . . . . . . . . . .
11.1.5. Save . . . . . . . . . . . . . . .
11.1.6. Save as . . . . . . . . . . . . .
11.1.7. Edit format . . . . . . . . . . .
11.1.8. Background . . . . . . . . . . .
11.1.9. Properties . . . . . . . . . . . .
11.1.10.Print . . . . . . . . . . . . . . .
11.1.11.Print current address . . . . . .
11.1.12.Save as PDF document . . . .
11.1.13.Print reference sample . . . . .
11.2. Edit . . . . . . . . . . . . . . . . . . .
11.2.1. Undo . . . . . . . . . . . . . .
11.2.2. Cut . . . . . . . . . . . . . . .
11.2.3. Copy . . . . . . . . . . . . . . .
11.2.4. Paste . . . . . . . . . . . . . .
11.2.5. Edit . . . . . . . . . . . . . . .
11.2.6. Properties . . . . . . . . . . . .
11.2.7. Delete . . . . . . . . . . . . . .
11.2.8. Arrange . . . . . . . . . . . . .
11.2.9. Align . . . . . . . . . . . . . .
11.2.10.Reposition out-of-range frames
11.2.11.Search address . . . . . . . . .
11.2.12.Goto . . . . . . . . . . . . . . .
11.3. View . . . . . . . . . . . . . . . . . . .
11.3.1. Object inspector . . . . . . . .
11.3.2. Show field descriptor . . . . . .
11.3.3. Show margins . . . . . . . . . .
11.3.4. Visualize areas . . . . . . . . .
11.3.5. Visualize truncated text . . . .
11.3.6. Refresh view . . . . . . . . . .
11.3.7. Toolbars . . . . . . . . . . . . .
11.4. Insert . . . . . . . . . . . . . . . . . .
11.4.1. Address block . . . . . . . . . .
11.4.2. Text . . . . . . . . . . . . . . .
11.4.3. Rotated text . . . . . . . . . .
11.4.4. Franking mark . . . . . . . . .
11.4.5. Premiumadress . . . . . . . . .
11.4.6. GOGREEN . . . . . . . . . . .
11.4.7. Image . . . . . . . . . . . . . .
11.4.8. Frame . . . . . . . . . . . . . .
11.4.9. Signature . . . . . . . . . . . .
11.4.10.Barcode . . . . . . . . . . . . .
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237
238
239
240
240
240
241
241
241
241
242
250
256
256
257
257
257
257
258
258
258
258
261
261
261
262
262
263
264
264
264
265
265
266
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267
268
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275
277
278
283
284
286
287
290
5
Contents
11.4.11.2D barcode . . . . . . . . . . .
11.4.12.New page behind current page
11.4.13.New page before current page .
11.4.14.Responseplus . . . . . . . . . .
11.4.15.Responseplus franking mark . .
11.4.16.Payment hint . . . . . . . . . .
11.5. Extras . . . . . . . . . . . . . . . . . .
11.5.1. Address management . . . . . .
11.5.2. Machine-readable fonts . . . .
11.5.3. Spell check . . . . . . . . . . .
11.5.4. Text length check . . . . . . . .
11.6. Hot Keys . . . . . . . . . . . . . . . .
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291
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293
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297
297
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301
302
12.Mail merge (Word)
303
12.1. Settings in Infopost-Manager . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 303
12.2. Processing in Word . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 305
13.Production guideline
13.1. Infopost . . . . . . .
13.1.1. Production of
13.1.2. Production of
13.2. Remaining items . .
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trays using the tray list
pallets for Infopost . . .
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308
308
310
311
311
14.Address export
14.1. Export addresses from Results menu . . . .
14.1.1. Specify output file . . . . . . . . . .
14.1.2. Specify format . . . . . . . . . . . .
14.1.3. Start export . . . . . . . . . . . . . .
14.2. Export addresses from address management
14.2.1. Specify output file . . . . . . . . . .
14.2.2. Specify format . . . . . . . . . . . .
14.2.3. Start export . . . . . . . . . . . . . .
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312
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324
324
15.Modules
15.1. Professional . . . . . . . .
15.1.1. Feature matrix . .
15.2. International optimization
15.2.1. Addresses menu . .
15.2.2. Preparation menu
15.2.3. Results menu . . .
15.2.4. Extras menu . . .
15.3. Vario . . . . . . . . . . . .
15.3.1. Main window . . .
15.3.2. Addresses menu . .
15.3.3. Preparation menu
15.3.4. Results menu . . .
15.4. Job splitting . . . . . . . .
15.4.1. Preparation menu
15.4.2. Results menu . . .
15.4.3. Extras menu . . .
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325
326
326
328
329
330
340
346
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348
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360
361
362
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372
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16.Demo version
373
17.Plugins
374
18.Version history
376
6
Contents
A. Anhang
A.1. Data fields . . . . . . . . . . . . .
A.2. Preview and Print . . . . . . . .
A.3. Export . . . . . . . . . . . . . . .
A.4. Print Preview . . . . . . . . . . .
A.5. Table configuration . . . . . . . .
A.6. Filter Selection . . . . . . . . . .
A.7. Text file with fixed field width . .
A.8. Text file with variable field width
A.9. MS Access database . . . . . . .
A.10.Inkjet printers . . . . . . . . . . .
A.11.XML file . . . . . . . . . . . . . .
A.12.Routing label editor . . . . . . .
B. Index
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388
388
401
402
404
405
407
407
408
408
409
410
410
413
7
1 Welcome
1. Welcome
Infopost-Manager is the ideal solution for preparing and calculating your direct marketing. You
can use Infopost-Manager to check and review your addresses, to print labels with addresses in the
sequence required by the postal regulations and to create the production lists and all the forms you
need to post your mailshot campaign.
Table of contents
• Main window (on the following page)
• Project menu (on page 15)
• Addresses menu (on page 48)
• Preparation menu (on page 137)
• Results menu (on page 165)
• Analysis menu (on page 180)
• Extras menu (on page 195)
• Help menu (on page 230)
• Information on field assignment (on page 233)
• Mail merge (IPM) (on page 238)
• Mail merge (Word) (on page 303)
• Production guideline (on page 308)
• Address export (on page 312)
• Modules (on page 325)
• Plugins (on page 374)
• Version history (on page 376)
8
2 Main window
2. Main window
Contents
2.1.
2.2.
2.3.
2.4.
2.5.
Menu bar and action buttons
Overview . . . . . . . . . . . .
Quick Clicks . . . . . . . . . .
Recent projects . . . . . . . . .
Result area . . . . . . . . . . .
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11
12
13
13
14
You can use the main window to manage your Infopost project.
The main screen is subdivided into different areas:
• Menu bar and action buttons (on page 11)
• Overview (on page 12)
• Quick Clicks (on page 13)
• Recent projects (on page 13)
• Result area (on page 14)
9
2 Main window
If you imported (on page 49) your addresses from various sources you can easily delete the addresses
of a dedicated file without launching the address management (on page 65), start filtering and then
removing the filtered addresses.
Just go to the main window to the Addresses area.
10
2 Main window
Each address source additionally possesses a
button. This can be used to remove the respective
addresses from the database with prior explicit request.
2.1. Menu bar and action buttons
You can access all program functions using the respective menu.
Menu items which are disabled cannot be selected because the required information has not (yet)
been provided.
The same applies to the action buttons which are arranged below the menu. These buttons repeat
important commands or menus.
11
2 Main window
2.2. Overview
The most important steps of an Infopost project are listed in this area.
The large result area to the right and the Quick Clicks area below that will change according to the
item selected in the overview.
There are different types of display for the individual steps in the overview:
• A step is displayed in light gray:
This action has not yet been started, nor can it be called since specific information which is
required has not yet been provided. For instance it is not possible to calculate the minimum
postage if you have not yet entered the item size.
• A step is displayed with a yellow arrow:
All information needed for this step has been provided and the action can be initiated.
• A step is shown with a green arrow:
This action has already been successfully executed. If you click on the item, the result of the
action will be shown on the right side in the result area.
• A step is written in italics:
Some steps are essential for a project to be completed. For example, this pertains to the steps
that process the imported address data. Those steps are written in italics and the arrow symbol
will not become yellow when the step is ready to be executed.
Furthermore, you can manually deactivate those steps using the wizard or during a project by
right-clicking on the respective step. It can also be reactivated by right-clicking. Just as steps
that cannot be executed, a deactivated step will be displayed in light gray. Despite of this
setting those steps can be launched using the menu or the action buttons. This illustration in
the overview section is provided for information purposes only.
The status of a step which has already been executed may change:
For instance, the optimization may become invalid if you change important information such as the
”thickness” of an item afterwards. Steps which have already been executed can certainly be restarted
12
2 Main window
(if, for instance, you want to import other addresses). However, this is no longer possible in the project
overview but only via the Quick Clicks, the appropriate action button or menu item.
With the button
you can hide or show some project steps for all projects. Projects in which
affected steps have been executed already will of course keep showing these steps.
2.3. Quick Clicks
The offered Quick Clicks are always dependent on the selected step during the project.
You can use Quick Clicks to call the appropriate program functions.
2.4. Recent projects
Here you can jump to recently opened projects. Furthermore, you can search for projects and open
them directly.
13
2 Main window
2.5. Result area
This area displays the results and the most important information on the step selected in the overview.
You cannot operate the program from this point but you can gain a very compact overview of the
current status of your Infopost project.
The illustration of the various results will be explained later on in the chapters for the different menu
items.
Please note that the results can become invalid if you make changes to information which has already
been used. You will be able to identify such changes in the project overview (on page 12).
14
3 Project menu
3. Project menu
Contents
3.1. New (Infopost) . . . .
3.2. New from project . .
3.3. Request order . . . .
3.3.1. Filter and find . .
3.3.2. Request . . . . . .
3.3.3. Request details . .
3.3.4. Create . . . . . . .
3.4. Open . . . . . . . . . .
3.5. Reopen . . . . . . . . .
3.6. Project explorer . . .
3.7. Close . . . . . . . . . .
3.8. Save/Save as . . . . .
3.9. Create ”Pack & Go”
3.10. Import ”Pack & Go”
3.11. Data backup . . . . .
3.12. Properties . . . . . . .
3.12.1. Order management
3.13. Exit . . . . . . . . . . .
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16
18
18
19
21
22
26
27
27
28
40
40
41
41
41
41
46
47
You can use this menu to manage all projects which you are currently working on or which have
already been created.
15
3 Project menu
3.1. New (Infopost)
Here you can see the folder structure with which your projects are managed.
Working with this project explorer is easy:
On the left you see the folder tree including the sub-folders, if available. On the right you see saved
projects.
You can start a new project by entering a project name (on the following page) and saving it.
In lettershop mode (on page 218) you will specify before actually generating the project for which
customer it should be processed.
16
3 Project menu
As the project will be clearly assigned to one customer via the customer index (on page 196) the name of
the project does not have to contain any reference to your customer but may e.g. specify the content of
the mailing.
You will find more information on the toolbar and the menu items in chapter Project explorer (on
page 28).
Project name
Choose a distinctive name for your projects. The project name is a mandatory field; if you do not
enter any name, ”New project” is used automatically.
17
3 Project menu
The description of a project is always shown in lists and statistics, for example in the tray list (on page 165)
and the pallet list (on page 170) or in the project statistics (on page 180). Thus, it is always possible to
assign the results to a project.
3.2. New from project
Here you can create a new project based on an existing one. Such a project will behave just like
any other new project. The only difference is that the data stock of the template project incl. e.g.
addresses and item properties will be used as defaults for the new project.
3.3. Request order
This menu item is only visible if you decided to exchange your project data with Deutsche Post via
order management and activated an option other than No data exchange in the application options
(on page 225).
Please take into account that an order does not contain any addresses, i.e. your customer has to provide
you with respective address files.
If you have selected option Manual data exchange via file transfer as transfer (on page 225) type
you only have to choose the project file in the opening dialog which you normally receive from your
customer. Afterwards, the order will be respectively request from this file.
18
3 Project menu
A new project will be created based on the data contained in this file. You finish the project creation
process by confirming resp. changing the project properties (on page 42).
If you have selected option Data exchange via Webservice you will be able to search orders on Deutsche
Post’s exchange server which might be created by various customers outside Infopost-Manager.
3.3.1
Filter and find
Filter tab
First define the filter criteria in the appearing dialog Request order.
19
3 Project menu
Period
In this area you can define the period - absolute, i.e. from-to, or relative, i.e. within the next x days in which the orders to be shown will be posted. Furthermore you can filter for orders changed within
a specific period.
The exchange server only hosts orders which lie maximal 36 days ahead.
Customer number
Here you can specify one or more Post customer numbers which are normally nominated by the
customer on order to reduce the number of orders to be shown, if applicable.
Clicking the
button calls the customer index (on page 196) where you can comfortably select an
address whose customer number will be taken into the respective field.
Your customer number as data producer which you specify in the application options (on page 226) is
independent and dissociated from the customer numbers defined here.
Please note that at least one of the four customer number fields is correctly filled.
Additional
Enter here texts or text fragments using joker signs (*, ?) which have to be contained in the orders’
respective fields. Otherwise, the orders will not be shown. This filter serves as an additional filter
to the two filter criteria mentioned above and reduces the orders to be displayed to a minimum, if
20
3 Project menu
necessary.
The text to be searched has to be entered case sensitive, i.e. small/capital letters will be taken into
account.
Find tab
As an alternative to filtering you can also specifically search for a dedicated order if the respective
order data are available.
Specify in this window the order data which you usually receive from your customer in advance.
Clicking the
button calls the customer index (on page 196) where you can comfortably select an
address whose customer number will be taken into the respective field.
3.3.2
Request
You are going to contact Deutsche Post’s exchange server by requesting those orders which meet the
defined filter criteria.
The request can take place in various ways:
• Click the Request button
• Click the
icon in the icon bar
• Press the F5 key
• Choose the item Request of the View menu
21
3 Project menu
All found orders will be shown in a table and grouped according to their projects and categories.
Module Job splitting
If you have defined partial postings (on page 155), separate sub groups are created within the projects for
these partial postings. Every job of a Job splitting (on page 361) is treated in a similar way.
The Status column provides information on the dependency to Infopost-Manager:
Status
Explanation
This order has been created with this Infopost-Manager and has been transferred to the
exchange server.
This order has been created with another Infopost-Manager or a foreign system and has been
transferred to the exchange server.
This order has been marked for deletion on the exchange server.
The grey font color means that the order details are not request (on the current page), yet. Thus,
only basic information are available.
3.3.3
Request details
Explicitly request the order details from the exchange server in order to receive missing information
such as e.g. the posting date or the label.
22
3 Project menu
The request of the order details can take place in various ways:
• Press the F6 key
• Choose the item Request order details of the Orders menu
• Choose the item Request order details of the contextual menu (right mouse click)
You can also request the detailed information of all shown orders at a single blow by choosing the
respective command from the contextual menu resp. from the Orders menu.
If you categorically and always want to see all information of the various orders activate option Always
request order details of the Options menu.
Right after the request the detailed information are available and the status are adapted accordingly.
In addition to that the font color turns from grey to black in order to signal that the order is already
request .
An order created with Infopost-Manager can possess one of two status after the request:
Status
Explanation
The local project data correspond with those on the exchange server.
Further details about the request order can be shown in a separate window, if desired.
This Properties window can also be called via various methods:
23
3 Project menu
• Double click the order (if necessary, the order will be request beforehand)
• Click the
icon in the icon bar
• Choose the item Properties of the Orders menu
• Choose the item Properties of the contextual menu (right mouse click)
Overview tab
In this tab an tabular overview about the transactions transferred to Deutsche Post AG is presented
to you. This overview contains as well the categories of the posting as the assigned order number and
the transfer status.
In the Transfer status area you can see whether the project requires another data exchange, e.g.
because relevant data have been modified or it is synchronous.
Module Job splitting
If you have defined partial postings (on page 155), separate sub groups are created within the projects for
these partial postings. Every job of a Job splitting (on page 361) is treated in a similar way.
Order tab
All relevant data to the order can be derived from this tab such as e.g. the order number of Deutsche
Post or your order number. You can select a specific items category from the dropdown field Category
and inform yourself about its details.
24
3 Project menu
Project tab
This tab is only available for orders which an Infopost-Manager project is still assigned to.
Here all properties of the project are listed. The list contains in general the same information which
can be found in the project properties (on page 41).
25
3 Project menu
3.3.4
Create
If you want to create a new project in Infopost-Manager which is based on an order stored on Deutsche
Post’s exchange server click the Create new project button or choose the identical item of the Projects
menu.
If the order on Deutsche Post’s exchange server should already contain a shipping schedule, i.e. a list of
all trays resp. bundles and pallets to be posted, it is impossible to create a new project based on this order
since it can be assumed that the suitable order resp. the project has been already produced or is in the
process of production and thus can no longer be modified.
In particular it is impossible to create new projects for partial posting orders because shipping schedules
are mandatorily deposited for such orders.
Infopost-Manager creates a new project with the project data being available on the exchange server
and adopts existing specifications such e.g. item data, posting date, order number etc.
You can only create a new project based on an order from the exchange server if a suitable customer is
existing in your customer index (on page 196) for the contained customer number.
Before you can continue working with the project Infopost-Manager opens the project properties (on
page 42) dialog and you have the opportunity to change or expand project name and description.
Now, your project is created and you can e.g. start importing (on page 49) the missing addresses.
26
3 Project menu
3.4. Open
Here you can see the folder structure in which your projects are managed. Click on the desired project
and open it in order to continue work. All other functions of this window are explained in the chapter
project explorer (on the following page).
3.5. Reopen
Infopost-Manager saves a list of the most recent projects you have worked on and allows you a quick
access to these data.
27
3 Project menu
Select the desired project from this list; it will be opened automatically.
In the Extras (on page 218) menu you can define how many projects shall be shown in this list.
3.6. Project explorer
Working with this project explorer is easy:
On the left you see the folder tree including the sub-folders, if available. On the right you see saved
projects.
28
3 Project menu
Depending on the state of processing, the projects are marked with particular icons in column ”Status”:
Icon
Description
Projects which have been closed (on page 37). If you nevertheless want to make changes you
have to release it for editing.
Projects which have been locked after the generation of a Pack & Go file (on page 38).
Projects which have been paused during salutation check (on page 82).
Projects which have been paused during address check (on page 101).
Projects which have been paused during duplicate search (on page 123).
Projects which have been paused during Robinson check (on page 125).
Projects which have been paused during nixie check (on page 128).
Projects which have been paused during the manual transfer of project data to Deutsche Post’s
data exchange server (on page 160).
Folders are particularly useful for managing similar projects. You can, for instance, create separate folders
for various products, seasons or events - such as fairs - and manage the respective projects within these
folders.
Various buttons are available in the toolbar which make managing your projects more comfortable
and help you to quickly locate a project.
These buttons call the following functions:
Using the buttons Back and Forward you can gradually navigate to already opened folders. If you
want to skip several folders in one step, click the small arrows of the buttons. You will immediately
see a list of all recently visited folders. Selecting one of them directly jumps to the respective folder.
.
29
3 Project menu
Button
Function
This button shows or hides the folder tree view. If the folder tree is hidden, there will be more
room for the table of saved projects in the current folder.
Clicking this button creates a new folder.
Jump one level higher in the folder structure by using this button.
The magnifier icon calls the ”normal” search which will show a search dialog instead of the
folder structure on the left and a hit list on the right (see below)
The quick search finds terms in project name and properties and marks the first project which
matches the search criterion.
Open a project by double-clicking it.
Hit list
Start the search by clicking the
button. A search dialog appears in the left part of the window.
Enter your search criterion in field Find. All columns of the project table will be scanned by the
search, i.e. you are not only able to search for a project name, but also for a customer, status (e.g.
closed, locked) or date.
You can also select different operators in field Match accuracy:
• Contains
• Contains complete word
• Starts with
• Exactly
By using the check box Consider case, you can decide whether or not you want the search to run
context sensitively.
Clicking the button Find shows the hit list in the right part of the project table.
30
3 Project menu
If you want to close the hit list and return to the folder view, click the
icon in the toolbar or jump
to the respective folder by choosing the context menu item Open upper folder.
The hit list will not get lost but can be shown at any time by selecting it in the folder tree. In addition
to that, the recently used search criteria can be reselected in the dropdown menu of the field Find.
The search will not be reset unless the project explorer is closed.
Edit columns
You can change the table layout via the menu item View - Edit columns.
31
3 Project menu
The dialog window Edit columns shows all columns which are available in the project explorer’s table
and their chosen options.
You can define the column order and width via the fields Pos. and Width. The dropdown menu
Alignment alters the justification (left-justified, centered, right-justified). Columns with text normally
are better readable if the text is left-justified while columns with numbers should better be rightjustified.
Deactivate the check box Visible if you want to hide a column.
The column settings will be automatically saved by Infopost-Manager.
Column position and width can also be changed using the mouse. Click a column header and keep
the mouse button pressed. Drag the column to its new position and drop it be releasing the mouse
button. If you navigate the mouse arrow to the right border of a column header, it will change its
appearance to
. Now left-click the mouse, keep the button pressed, drag the column to the desired
width and release the mouse button.
Context menu items (right mouse button)
As soon as you have launched the project explorer you can activate additional functions via the right
mouse button:
32
3 Project menu
Open
This menu item opens the selected project.
New folder
Use this menu item to create a new folder in the current level of the folder hierarchy.
Cut
Use this menu item for moving selected projects or folders within the folder hierarchy. After having
cut the selection, navigate to the target folder and choose the menu item Paste.
Selection
If you want to select several consecutive objects, click on the first item and then on the last one and
simultaneously keep the Shift key pressed. Several single objects can be selected by clicking on them while
keeping the Ctrl key pressed.
Moving via drag’n’drop is even faster: Left-Click the selected projects and folders, keep the mouse button
pressed, drag the selection to its target folder and drop it by releasing the mouse button.
Copy
You can use this menu item to duplicate a project within a folder or to copy it into another folder
within project explorer. This function is useful, for instance, if a new mailshot is very similar to a
project which has already been processed with Infopost-Manager (e.g. only dimensions or item weight
are different). All other settings as well as all addresses are automatically available from the copied
project.
33
3 Project menu
Paste
This menu item is only available if a project was previously selected and copied. You can insert copied
projects either into the same folder or into any other folder.
Delete
An existing project is finally and completely deleted from Infopost-Manager together with all the
information stored in it.
Before doing this you should save your project, e.g. as a Pack & Go file (on page 38).
Rename
You can use this function to give a project a new name which must be unique within a folder.
Anonymization assistant
The anonymization assistant helps you with protecting your customers data by giving you the opportunity to remove address data of older projects.
Anonymization level
At the first step, please specify the desired anonymization level. You can either mask certain address
fields or delete the addresses completely.
If you delete the addresses completely you will no longer be able to open the project. You can, however,
still view and print the project statistics (on page 180) and posting lists (on page 176), provided that they
do exist.
34
3 Project menu
If you select option Level 3 - masking of user defined fields you can specify the address fields to be
masked in the next step.
35
3 Project menu
Other options
Beyond address data you can choose to delete further documents.
If you activate the option Archive project the anonymized project will be moved into the project archive
(on the next page).
36
3 Project menu
Summary
Before you execute the anonymization process all relevant information will be summarized for you.
Move to archive
This function will move an project into the project archive. An archived project can no longer be
edited and will not appear in the hit list (on page 30).
You can return an archived project into the normal project structure at any time. The archive serves to
improve clarity and performance within the project explorer.
Complete
Projects which have been completely processed can be finished with this function. Thus, future
(accidental) changes to this project can be avoided.
Release for editing
Projects which are closed or have been locked after the generation of a Pack & Go file can be released
for editing using this menu item.
Protect
Your projects will automatically be bound to your installation of Infopost-Manager. Older projects
may, however, not be protected that way. This menu item allow you to protect those projects now.
37
3 Project menu
When creating a Pack & Go (on the current page) file, you will be able to remove the protection.
This will allow for the receiver of your Pack & Go to use the contained project within his installation of
Infopost-Manager.
Create Pack & Go
This important, convenient function allows the exchange of entire projects between two InfopostManager users. Additionally, archiving closed/finished projects in compressed form is possible.
You may for example create a Pack & Go file from an active project and send it, by e-mail, to a
lettershop which also uses Infopost-Manager. The lettershop can use all your settings as well as the
corresponding mail merge document; it can decompress the project and process it directly.
An assistant will help you to create the Pack & Go file.
Security
You can protect your Pack & Go file with a password. Activate the option Protection, enter the
password you would like to use and repeat it in the subsequent field.
Note that the password for the Pack & Go file cannot be reset or changed.
Your project data is bound to your installation of Infopost-Manager. In order to use the created Pack
& Go-file on a different machine, you will have to remove this protection. In order to do so, activate
the option Remove project protection.
In order to prevent accidental changes being made after a project has been sent as Pack & Go file,
you may activate the option Locally lock project for further processing.
You can see this lock in the project properties (on page 42) in the ”status” line.
Those projects can be unlocked using the Release for editing (on the previous page) menu item.
38
3 Project menu
Target
Here you can specify the destination where the Pack & Go file will be created.
Documents
In this area you can specify which documents will be included into the Pack & Go file.
Comment
Pack & Go files can be provided with notes which will be shown in a separate dialog during import
of this file. Just fill in your comments in the respective field.
39
3 Project menu
Anonymize
After creating the Pack & Go file you may anonymize the project. In order to do so, activate the
option Anonymize project and specify the desired level.
Import Pack & Go
You can use this command from the Project menu to import an externally created project in Pack &
Go format.
You will see the project with all the information which have already been provided and can directly
work with it.
The software product Dialog-Manager can also create Pack & Go files which can be imported into
Infopost-Manager for further processing.
You can also import ”Pack & Go” files via drag’n’drop. Click an IPG file and drag it to the application
window keeping the mouse button pressed. The mouse arrow will be extended by a plus icon. As soon as
you release the mouse button the ”Pack & Go” file will be prepared for import with the usual inquiries.
Order management
If you choose this command the details (on page 46) of the project transferred to Deutsche Post AG
will be shown.
Properties
You can use this menu item to call the project properties (on page 42). Important information and
details are shown there on the selected project(s).
3.7. Close
You can use this menu item to close the project.
If you have set the operational mode (on page 222) to Use working copies and if the current project was
changed you will be asked whether or not you want to save these modifications.
Afterwards, you can create a new project, open another project or exit Infopost-Manager.
3.8. Save/Save as
These menu items enable you to save the recent changes of your project.
With Save your data will be saved using the current project name; all old project data will be
overwritten.
40
3 Project menu
With Save as you can save the current project with another project name.
3.9. Create ”Pack & Go”
It is also possible to create a Pack & Go file (on page 38) directly from the Project menu.
3.10. Import ”Pack & Go”
You can directly import Pack & Go files (on the preceding page) using this menu item and thus bypass
the project explorer (on page 28). The current project will be closed, modification will not be lost.
3.11. Data backup
Using this item you can create a backup (on page 226) of your data.
3.12. Properties
The project properties help to keep an overview of the projects.
They show a lot of information on the current project which Infopost-Manager recorded from the
beginning.
Some information from these properties are also available in the project overview under the topic
”General”.
41
3 Project menu
42
3 Project menu
General tab
Description
In addition to the project name, which also serves as the project file name, you can specify e.g. an
abbreviation or other information for each project. In this field, you can also use special characters
and/or umlauts.
The description of a project is always given in lists and statistics, for example the Tray list (on page 165)
and the Palette list (on page 170) or in the project statistics (on page 180), so that it is always possible
to assign the results to a project.
About
Further information on the project can be given here. For instance, you can indicate more details to
the mailshot campaign or to the customer (if you are processing the project for another department
or as lettershop (on page 218)).
You can also manage information regarding the mailshot content, the address file or other particularities of a project.
The text you enter in the About field will also be available in the project statistics (on page 180) and
in the project overview in the sender data (on page 205) or the customer management (on page 196).
Folder
The Folder field shows the project location, i.e. the (sub-)folder where the project was stored.
43
3 Project menu
You can use this information to navigate to your project in the project explorer (on page 27) at any
time.
Status
This line contains information on the project’s state of processing.
As long as a project has been released for editing this line remains empty, otherwise the terms ”locked”
or ”completed” are used.
A project can be completed in the project explorer (on page 28) via the right mouse button menu or locked
after a Pack & Go file (on page 37) has been created.
Duration
Infopost-Manager keeps a record of how long a project was opened in total.
You can see the total elapsed time in the general overview of the project at any point.
Created on
This is where Infopost-Manager stores the date and time when a project began.
Changed On
This information notes when a project was last opened.
Delivery
You can see here the delivery date which you specified in production properties (on page 147) if you
activated option Transfer order data to Deutsche Post (on the following page).
In activated lettershop mode (on page 218) two additional fields show the sender and the mailer. The
sender is the customer to whom the current project is assigned.
With the button
you can change the assignment.
44
3 Project menu
Details tab
Order management
If you want resp. have to electronically announce your project to Deutsche Post (e.g. due to franking mark
(ZL)) please note that this can be only done via order management (on page 158).
Transfer order data to Deutsche Post
Activate this option if you want to announce your project via data transfer to Deutsche Post’s data
exchange server.
Whether or not and if yes how the data will be exchanged is defined in the options (on page 225) of
the Extras menu.
If option Transfer order data to Deutsche Post is not activated the data transfer will not take place neither automatically nor manually.
After successfully transferring a project to Deutsche Post AG you can use the button Details to go
to the Data exchange (on the following page) dialog, where you can get an overview as well as details
about the transferred items.
For machine franking/FRANKIT
The dropdown menu shows all currently available franking machine or FRANKIT identifiers which
you can use for machine franking your items. The number of the machine selected here is automatically
filled into the posting lists.
45
3 Project menu
Changes to this selection are made in the Extras menu Production tab (on page 221): Here you can delete
existing franking machines or add new ones.
Other
As soon as you create a mail merge document for a project it is shown here as default document for
the current project. You can also assign another existing mail merge document (*.ipd, *.ipv) to the
project by clicking the button.
3.12.1
Order management
This dialog is only visible after clicking the button Details in the corresponding tab of the project
properties (on page 44).
Here you get an overview as well as details about the items that were transferred during the data
exchange.
Overview tab
Here you will get an overview in table form about the transaction transferred to Deutsche Post AG.
In the Category row the category of the transferred items is presented to you, for example whether
the items are Infopost National.
The Deutsche Post AG automatically assigns an order number to every posting category. Theses
numbers are displayed in the Order no. (DPAG) row. The delivery date is also shown for every
category in the corresponding row Date (delivery).
46
3 Project menu
Module Job splitting
If you have defined partial postings (on page 155), separate sub groups are created within the projects for
these partial postings. Every job of a Job splitting (on page 361) is treated in a similar way.
Details Tab
At this point you can learn about the details of the transferred items. You can select a specific item
category from the dropdown field Category and inform yourself about its details.
You will also see here the order number which was assigned by Deutsche Post to the project. Additionally, the customer numbers of all suppliers who worked with this project are displayed on the left
side. Right beside you will see the order numbers which were assigned to the project by the customers
themselves.
Infopost-Manager automatically assigns a system internal customer number which meets a given syntax.
Customer number formats which come from other systems may be made up differently.
The current effective numbers are also shown in the results area (on page 14) of the main window in the
General section.
3.13. Exit
Here you quit working with Infopost-Manager; the current project will be saved and closed.
47
4 Addresses menu
4. Addresses menu
Contents
4.1. Import from file . . . . . . . . . . . . . . . . .
4.1.1. Import options . . . . . . . . . . . . . . . . .
4.1.2. Automatic analysis . . . . . . . . . . . . . . .
4.2. Import . . . . . . . . . . . . . . . . . . . . . . .
4.2.1. Import from file (only ZIP) . . . . . . . . . .
4.2.2. Import from file (Label format) . . . . . . . .
4.2.3. Import via ADO . . . . . . . . . . . . . . . .
4.2.4. Import via ADO (only ZIP) . . . . . . . . . .
4.2.5. Import via ADO (Label format) . . . . . . .
4.3. Address management . . . . . . . . . . . . . .
4.3.1. Address management . . . . . . . . . . . . . .
4.3.2. Edit . . . . . . . . . . . . . . . . . . . . . . .
4.3.3. Find . . . . . . . . . . . . . . . . . . . . . . .
4.3.4. Extras . . . . . . . . . . . . . . . . . . . . . .
4.4. Salutation check . . . . . . . . . . . . . . . . .
4.4.1. Options . . . . . . . . . . . . . . . . . . . . .
4.4.2. Statistics . . . . . . . . . . . . . . . . . . . .
4.4.3. Results . . . . . . . . . . . . . . . . . . . . .
4.4.4. First name list . . . . . . . . . . . . . . . . .
4.5. Address check . . . . . . . . . . . . . . . . . .
4.5.1. Options . . . . . . . . . . . . . . . . . . . . .
4.5.2. Thesaurus . . . . . . . . . . . . . . . . . . . .
4.5.3. Statistics . . . . . . . . . . . . . . . . . . . .
4.5.4. Results . . . . . . . . . . . . . . . . . . . . .
4.6. Duplicate search . . . . . . . . . . . . . . . . .
4.6.1. Options . . . . . . . . . . . . . . . . . . . . .
4.6.2. Results . . . . . . . . . . . . . . . . . . . . .
4.7. Robinson check . . . . . . . . . . . . . . . . . .
4.7.1. Installation/Update . . . . . . . . . . . . . .
4.7.2. Execution . . . . . . . . . . . . . . . . . . . .
4.7.3. Results . . . . . . . . . . . . . . . . . . . . .
4.8. Nixie check . . . . . . . . . . . . . . . . . . . .
4.8.1. Options . . . . . . . . . . . . . . . . . . . . .
4.8.2. Results . . . . . . . . . . . . . . . . . . . . .
4.9. Adressdialog . . . . . . . . . . . . . . . . . . .
4.9.1. Settings . . . . . . . . . . . . . . . . . . . . .
4.9.2. Create codes . . . . . . . . . . . . . . . . . .
4.9.3. Create export file . . . . . . . . . . . . . . . .
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49
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135
Use this menu item to import the addresses which you want to edit in your current project to check
them for postal correctness and, where appropriate, to remove any duplicates.
48
4 Addresses menu
4.1. Import from file
Use this dialog window to select the address file to be used for your project and to start importing
the contained data.
Hints regarding data security/data protection
Address data you have imported for a mailing and which can be viewed and edited in the address management (on page 65) will be stored unencrypted and hence unauthorized persons will be able to read them,
even if Infopost-Manager itself cannot be started by unauthorized persons due to its password protection.
Please make sure on your own responsibility that project data is stored securely and, if appropriate, deleted
in time.
Select the option Copy file into the project directory after import, if you want to create a copy of the
import file. That way you do not have to keep track of the original file and it may safely be deleted.
Infopost-Manager can import various file formats:
• Access files
• dBase files
• Excel files
• text files
Text files can be imported in both variable and fixed width format. If you can choose between fixed
or variable format when exporting from another application, you should prefer the ”variable” option.
You can also compile the address data set for the mailshot from various data sources. In order to do
so the menu item has to be chosen repeatedly.
49
4 Addresses menu
If you want to discard the existing address data, click Reject.
If you want to supplement your already imported addresses with additional records, click Keep. The
existing addresses as well as the unassigned fields (on page 55) will be conserved.
When assigning the field types make sure that the fields of the file to be imported are assigned to the
corresponding field type of the existing address database.
During the import, all fields without any assignment will extend the address database by an additional
column. The field contents are set empty for all addresses previous to the import.
The various source files of the address database are explicitly displayed in the result area of the main
window.
4.1.1
Import options
When importing text files, the text file wizard turns up to assist you with making the correct choices.
50
4 Addresses menu
In the first step, the wizard automatically recognizes whether the fields in the text file are separated
by characters or a fixed width format is available. Thus, you will not have to select the file type.
Activate the option Line contains field name if this applies to your source file.
The settings defined in the text file wizard for importing ASCII files can be saved to a template at the
end of the import procedure (in other words after the field allocation) and reused when importing again.
Infopost-Manager will automatically propose the adequate template for homogeneous files with similar
format and field structure.
Importing text files with variable width
If you are going to import files with separators, you have to specify the separators and brackets. If the
necessary separator is not listed, activate the option Others and enter the corresponding character.
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4 Addresses menu
You can enter the character for the bracket in the corresponding field or select it from the selection
list.
Depending on the defined characters you can immediately see the results in the Preview. Thus, you
can directly verify or change your selection prior to starting the import of the whole file.
Importing text files with a fixed width format
If your file is in fixed width format, you have to specify the required column separator by clicking on
the ruler. Any separation can be deleted by clicking on it again.
Importing Excel files
Select the correct worksheet or table where you can find the data to be imported.
In addition to that, activate the option First line contains field name if this applies to your source
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file. The results of your selection can be easily seen in the Preview. Here, the first 100 addresses resp.
lines and the first 50 fields resp. columns are shown.
Importing Access files
If your database is protected by a password you can enter it in this dialog window.
Select the table where the data to be imported are stored.
4.1.2
Automatic analysis
As soon as Infopost-Manager has opened the selected address file, you will be given a table view of
all fields available in this file.
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When starting to import the addresses, Infopost-Manager analyzes the structure and content of the
source file.
In the line below the icon bar, the field names from the source file and the proposed assignments of
the analysis are listed.
Each field which is postally relevant has to be assigned correctly. You can see the list of possible
assignments offered by Infopost-Manager by clicking on the arrow icon of a field.
Fields in the source file which are not postally relevant (e.g. Dept. or name of household pet) but which
you would nevertheless like to use in subsequent printing can also be imported without assignment.
Important
Please note the information on field assignment (on page 233). There you will find an explanation of the
possibilities offered by correct assignment and the consequences thereof.
You should remember those postally irrelevant fields nevertheless. They might become important
during the duplicate search when you have to decide whether or not two addresses, which differ in a
manner otherwise not evident, are duplicates.
As an alternative to this structural analysis, Infopost-Manager proposes the use of a suitable template (on
page 60) if there is one.
Templates should always be used if you regularly use files with the same format and field structure. If you
create a template for ASCII files, settings which were made in the text file wizard when importing ASCII
files are also stored here.
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• Assigning fields (on this page)
• Automatic field assignment (on page 57)
• Deactivating whole lines (on page 58)
• Address preview (on page 58)
• Address record preview (on page 59)
• Fields (on page 60)
• Templates (on page 60)
• Country codes (on page 61)
• Options (on page 72)
• Further functions (on page 61)
• Address import: Status report (on page 62)
Assigning fields (Content assignment)
The content assignment dialog window opens by double-clicking the column header (assignment field)
or via the contextual menu item Edit field (right mouse click).
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In the ”Content” area, the assignment currently given and the suggestions from the automatic content
analysis are displayed.
In the ”Import” area you can activate various options for assigning each field:
Use the option Import field to decide whether a field shall be imported for further use or whether it
is not required for the coming project. A field which will not be imported is marked with a red cross:
Activating and deactivating of the option Import field can also be done via a keyboard shortcut: Click into
the respective column of an arbitrary record and press the F7 key.
Importing fields without assignment gives the respective field only a field name. As the content is not
of postal relevance there is no assignment required.
You can use the field later in the project, for instance in mail merge or when distinguishing between
duplicates.
Additionally you can use the option Change name of unassigned fields to give a new field name.
This option is not available if you define an assignment.
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If Infopost-Manager proposed assignment is missing or incorrect, but you would still like to assign the
field, activate the Choose assignment option and select one of the default assignments from the list.
The option Accept suggestion of the field analysis replaces your selection by the automatically recognized assignment (or perhaps by an empty field).
Gender
The application uses this field type for the automatic generation (on page 82) of the correct salutation.
As soon as you select this type Infopost-Manager passes all addresses and reports the different field
contents. In the appearing dialog you can now assign the field contents to the favored gender. InfopostManager supports you with this task: He already knows the most popular field contents for genders
and submits you with respective proposals.
Use the Assign button resp. directly select in the table the desired gender for each reported field
content.
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Automatic field assignment
If the automatic field analysis should not lead to those results, which you expected, or if you want to
manually assign all fields ab initio, you can reset all field assignments via this menu item.
Please note that this actions can be undone only in a time-consuming way by accepting the suggestion
of the field analysis for every single field.
Override the automatic field analysis and assignment for future projects by ticking option Deactivate
automatic field assignment for new projects in the confirmation dialog. If you do so, field assignments
will start from the very beginning but you can intentionally reactivate the automatic field assignment
at any time.
Deactivating whole lines
You can deactivate the whole line by clicking on a line number on the left-hand edge; a red cross
before the line number and the light-gray font indicate that this complete address record will not be
imported.
Another click or pressing the F8 key undoes this effect.
Address preview
Previewing addresses can be done by double-clicking an address or via clicking the Preview button.
You will see the address elements which are part of the address sub-divided into to street address,
P.O. Box address and major recipient address.
An address is only shown in bold if it is complete and postally correct.
The expression <empty> means that there is no content for the field (e.g. P.O. Box or Major recipient
address) in the current data record.
The expression <not assigned> indicates that no field has (yet) been assigned to this information.
You can use the navigation arrows in the upper part of the window to move through the various data
records or to jump straight to the first or last data record.
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If sufficient data are available the major recipient address is preferred to the P.O. Box address which in
turn is preferred to the street address.
Address record preview
You can use the address record preview to see the content of a data record in the fields of your address
file where both the field name and its assignment are shown. The Assignment column corresponds to
the automatically recognized or manually assigned field type.
You can use the navigation arrows to view your data records individually and thus to verify the correct
assignment and name of the fields.
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Fields
You can use this dialog window to view all fields in your address file together with the contained
information.
Here you can view the precise assignment (on page 55) and the field names (on page 55) which have
been selected, and you can immediately recognize which fields will be imported.
It is also possible to compare the default field lengths with the current content of your source file.
(Length gives the field length given in Infopost-Manager, while Max. length gives the maximum
values reached from your address file).
The ”Address field type by title” column contains the assignment of the respective field which was
automatically recognized by the field name analysis of the source file.
The ”Address field type by content” column contains the assignment of the respective field which was
automatically recognized by the field content analysis of the source file.
The width of the table columns can be changed by clicking and dragging. By a single click on the
column name, an arrow is inserted showing whether a column is sorted in ascending or descending
order; a further click undoes this sorting sequence.
This field type assignment can be printed and exported.
Further information on Preview, Print options and Export can be found in chapters Preview and Print
(on page 401) resp. Export (on page 402).
Template
If address files with the same structure are frequently used it is possible to create an assignment
template for importing them. When using such templates, the number of fields and the file format
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should always be identical. This pattern always occurs when you frequently import addresses from
a specific application (e.g. an address CD) via a standardized export procedure for editing with
Infopost-Manager.
It is, however, possible to use templates whose structure does not match the format of the address file
completely. If you choose to load such a template Infopost-Manager will assign the fields according
to the template as far as possible. This allows you for example to load address files whose structure
has with respect to the template been extended by additional fields.
If you load such a template please check the field structure Infopost-Manager has constructed. It may e.g.
happen that an unexpected indiscernible field ”displaces” all following fields.
As soon as the first of these uniform files has been analyzed by Infopost-Manager and the field
assignment have been manually adjusted where necessary, you should save the current assignment
status using the button Save template as. Thus, you will be able to use this assignment scheme for
subsequent files with the same structure.
Simply enter a name and some descriptive information on this template. During the next address
import the appropriate templates for the source file will be offered automatically. You can also load
templates using the button Load template.
The settings coming from a loaded template are always preferred to those from the automatic field analysis.
Country codes
The information contained here allows you to clearly assign various abbreviations or codes to a country.
This is useful for files where the country name is not stored but some other identifiers such as the
license plate number or the ISO code. These abbreviations and codes are already integrated into
Infopost-Manager and can be used to determine the actual country name, for instance in mail merges
or when exporting the addresses. In mail merge, Infopost-Manager prints the country names in the
postally correct way, i.e. as a whole word in capitals in the last line of the address block.
If you export (on page 312) the addresses, you can also export this written out country name using
the Additional fields option.
Country codes tab
Use this tab to edit, remove or add descriptors and codes for individual countries. Such changes will
be available for all future Infopost-Manager projects.
Add to the existing country abbreviations, where necessary, other abbreviations or country descriptors
used in your projects. Thus, Infopost-Manager can convert these to be written in compliance with
the postal regulations.
Overview tab
This tab will show a table overview of all the abbreviations and codes which have already been entered.
Further functions
You can right-click to access two further convenient functions for each of the addresses listed in the
table which are available to facilitate quick retrieval of a specific data record:
Goto
Enter here the number of the data record in the source file.
Infopost-Manager immediately displays the desired data record.
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Find
Use this menu item to find a specific expression or part of a word in the imported files.
Address import: Status report
Clicking the button OK of the field assignment dialog window starts the address import. Now,
Infopost-Manager verifies whether or not the addresses contain sufficient information to be used for
posting.
The postally correctness of the addresses is not checked. This has to be done separately after importing
using the address check (on page 90).
The status report can be viewed in the project overview. Its upper part will provide you with useful
information on the addresses: You will see the percentage of German and international addresses and
how many of the German addresses are used or not used.
The numbers are always adjusted to reflect the current status of the project. If, for instance, you deactivate
or delete individual addresses via the address management menu item or during the address check or the
duplicate search, the numbers in this status report will change accordingly.
The lower part lists the file name and the file type together with the address quantity after the import.
A second status report appears at the end of the address check; this can be viewed again in the project
overview on the main screen under the ”Address check” item. You will then be able to see the status of
the address data after the address check.
4.2. Import
Besides the ”normal” file import - also multiple - the activated Professional module offer you additional
import capabilities.
Please mind that the different import types may not be mutually combined. However, importing files with
the same import type still is possible.
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4.2.1
Import from file (only ZIP)
In principle, importing only ZIP works like an ordinary import (on page 49). Infopost-Manager ensures
for the latter that the addresses will be postally correct imported und possibly separates the content
of one field to several fields.
Now, you only have to define the field which contains the ZIP because this will be the only information
which is required by the optimization (on page 151). All other fields will be ignored resp. imported
as user defined fields.
The established field analysis (on page 53) normally offers reasonable suggestions.
Since all information besides the ZIP will be imported as user defined fields the look and feel of the
address management (on page 65) dramatically changes.
Especially you will be no longer able to edit the field contents.
In addition to that Infopost-Manager’s various address quality improving capabilities such as duplicate
search, address check etc. are not available.
4.2.2
Import from file (Label format)
In principle, importing a file with label format works like a normal Import (on page 49). The label
format is characterized by ZIPs ”jumping” in the various fields, i.e. for one address contains this field
in the third line while the next address offers it in the sixth because e.g. also company1, department
and contact person are specified.
Thus, Infopost-Manager is not able to analyze the various columns and, dependent on the results, to
propose which field is contained in which column since the contents are varying.
All fields are exactly imported the way they are available in the import file. However, you have to
specify which fields contain address relevant information by determining address line 1-10..
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Select the first address line and call the command From field x assign address lines 1 to x in the field
assignment menu. Typically, address fields are consecutive and thus can be quickly assigned resp. do not
have to be assigned one after the other.
During the import Infopost-Manager reads the address lines and stores the found ZIP in the respective
ZIP field (street, P.O. box, major recipient). The address lines are kept untouched.
After the import Infopost-Manager behaves like you would have imported from file (only ZIP) (on the
previous page).
4.2.3
Import via ADO
Explanation
ADO means ActiveX Data Objects, i.e. different data objects such as e.g. a SQL database can be chosen
as import source.
Using option Build new ADO connection and clicking the Next button you will see the Windows dialog
where you can choose and configure the desired ADP connection.
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Alternatively, you can skip this dialog by choosing option Open existing UDL file.
Explanation
UDL means Universal Data Link. A UDL file contains beside the description of the ADO connection all
required configuration data (e.g. user and password for a SQL database).
4.2.4
Import via ADO (only ZIP)
Similar to the import from file (only ZIP) (on page 63) menu item Infopost-Manager ensures during
the address import that at least a field containing the ZIP will be imported.
Here, the import source is not a file but an ADO connection.
All other methods are virtually identical.
4.2.5
Import via ADO (Label format)
Similar to the import from file (only ZIP) (on page 63) menu item Infopost-Manager finds unerringly
the ZIP in up to ten address lines und stores it in the designated field.
Here, the import source is not a file but an ADO connection.
All other methods are virtually identical.
4.3. Address management
You can use the address management to display an overview of all aspects concerned with the current
address file.
This menu item is available as soon as an address file has been imported; however, some of the options
can only be activated after the address check and the postage optimization have been carried out.
On the address management’s main screen, all imported fields are shown.
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Each column header can be used as sorting criterion by double-clicking it.
Further sorting possibilities are offered if you right-click the column header. You can specify the
format to be used via the command Sort:
A second double-click on the column header resp. a second execution of the Sort command inverts the
sorting order.
Address management can be called out of mail merge (on page 297), too. You can then use it to
navigate through your mail merge documents.
If address management is called out of mail merge the addresses will be shown in the exact order as they
will be printed. Sorting is therefore deactivated.
4.3.1
Address management
Quit the address management via the Close menu item. All changes and amendments are now available
in the project.
4.3.2
Edit
Using the various commands in this menu you amend or modify the addresses.
Edit
In addition to the detailed address data, all fields of the selected address are available for being viewed
and edited on three tabs.
General tab
Here, the address details of the respective companies or individuals can be changed or added.
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In doing so, you can provide information on the street address, P.O. Box address and the major
recipient address.
Convenient search for ZIPs, city and street names
When editing an address (and when pasting and copying, see below) you have convenient searching tools
at your disposal for ZIPs, city and street names. If you would like to look for a piece of information or
save yourself the trouble of typing in long fields, simply click on the icon located to the right, next to the
street, P.O. Box or major recipient address.
You will find details of this in the ZIP Search (on page 213) chapter.
Here, the changed data will be checked for postal correctness. If not, suggestions are made for
correction.
You can use the Ignore address option on the General tab to deactivate individual address records.
These addresses can also be checked by the address check if the respective option (on page 92) has been
selected. They are, however, not available for the duplicate search.
The decision whether or not an address is to be ignored can be changed at any time either in this dialog
window or via mouse clicking the line number at the left border of the table.
If you change the status of only one address after you have executed the postage optimization, it becomes
an invalid optimization and must be relaunched. This also applies to editing postally relevant fields, to
adding new addresses and to deleting existing ones.
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Module Vario
With activated module Vario you can define variants in this dialog. Details can be found in chapter Vario
(on page 349).
Details tab
The data on this tab refer to the contact person or an individual and their contact data, such as
E-Mail or phone number.
Using the fields Altern. salutation and Altern. ”attn.” you will be able to overrule the automatically
generated Form of address for letters resp. Attn. field (e.g. ”Lieber Piet” instead of ”Sehr geehrter
Herr Baus”; q.v. Data fields of category ”Additional address fields” (on page 388)).
Do not use punctuation marks at the end of the salutation. These will be specified in the field properties
dialog window during which appears right after inserting this field into a mail merge document.
With Infopost-Manager you can also write to individuals via their company address or e.g. to subtenants without own letterbox. Click the c/o-address check box and the address block will be automatically adapted in mail merge:
Normal Address
c/o-address
WECO Pyrotechnische Fabrik GmbH
Herr Conrad Appel
Herr Conrad Appel
c/o WECO Pyrotechnische Fabrik GmbH
Bogenstraße 54-56
Bogenstraße 54-56
53783 Eitorf
53783 Eitorf
Via the buttons for e-mail
Internet browser.
and Internet
you can directly link to an e-mail application or an
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Other fields tab
Here you can see all additional fields available in the current address record. These can be changed
by double-clicking them.
Insert
By using the Insert menu item or the ”Insert” key you can create a new address. Additional functions
are available which are described above in the chapter Edit (on page 66).
Copy
The selected address serves as source for an additional new address if you use the Copy menu item.
After you have changed particular fields and left the dialog box by clicking on OK, a new address is
available to you. The original address is unchanged and still exists. You can use all functions which
are described above in the chapter Edit (on page 66).
Delete
The selected address will be irrecoverably deleted from the database if you use the Delete menu item.
This cannot be undone. If you are unsure whether or not you might still need the address it is better to
use the Ignore address function, which you can activate using the Edit menu item in the General tab.
Select all
This command marks all displayed addresses as selected. The result is the same as when typing the
CTRL+A hot key.
Selected addresses
With this menu item you can change all selected addresses in one step.
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Click and hold the CTRL-key in order to select several addresses. You can mark complete address areas by
clicking the first and the last address of this area and keeping the SHIFT-key pressed. All addresses can
be selected by pressing the key combination CTRL+A. You can remove single addresses from the selection
by clicking them once again while keeping the CTRL-key pressed.
Write to
Using this command you declare all selected addresses as available to be written to.
In case your selection includes one of those addresses which have been ignored by duplicate search (on
page 112) or by address check (on page 90), you will be informed.
Do not write to
Using this command all selected addresses get the status Do not write to and thus are excluded from
posting. This status can be undone either per address by clicking on its number or via the menu
command Write to (on the current page) for all currently filtered addresses.
Delete
Using this command you delete all addresses currently selected.
Use this menu item carefully because you will possibly remove a large number of addresses irrecoverably
from your project.
Multi-Change
The Multi-Change function is available for both filtered and selected addresses. Once chosen a dialog
opens where you can define the field to be changed as well as the common field content:
Choose Fixed value, to assign the same fixed value to all entries. Using option Value from field, you
can write dynamically generated values into the selected field.
This options allows you to copy a column. With the aid of a combination field (on page 397) you may
also create a column whose entries are dynamically composed of the values of other fields.
Module Vario
By using the Vario module you will be able to quickly and comfortably assign consistent variants. Details
can be found in chapter Vario (on page 349).
Filtered addresses
This menu item can only be chosen if you have selected a filter (on page 75).
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Similar to selected addresses you can set the status of the filtered addresses to Do not write to resp.
Write to, delete them, or perform multi-changes.
If you use a command of this submenu, selection will be ignored. The chosen command will in any case
affect all filtered addresses.
Module Vario
By using the Vario module you will be able to quickly and comfortably assign consistent variants. Details
can be found in chapter Vario (on page 349).
Details
This command provides information on the properties of each individual address.
Address number
The address number refers to the position where the address is saved in the file.
Address useable
This information corresponds to the result of the first check of the addresses during import and shows
whether or not the address contains all fields required for dispatch (in particular the ZIP and city).
Ignore address
”Yes” means that the data record has been deactivated in the address check (on page 90), the duplicate
search (on page 112) or in the dialog window of the address management (on page 66). ”No” means
that the current data record is released for writing to.
Ignored addresses can be identified by an icon at the left border of the table which represents the
respective reason for deactivation.
Each address can be separately edited and set active in the dialog window of the address management
which open as soon as an address is double-clicked.
The data records can also be activated or ignored by double-clicking the line number of the respective
address on the left table side.
Address type used
Up to three types of addresses are available for each data record:
• the street address,
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• the P.O. Box address,
• and the major recipient address.
The used address type is shown in this window and the following rule applies:
Major recipient address is preferred to P.O. Box address which in turn is preferred to street address.
ZIP used
Here you will see the ZIP which is used for this data record.
Category
During postage optimization the items are distributed into categories (e.g. Infopost, remaining items).
After postage optimization has been successfully passed you will see here the address’ item category.
Country (Name)/Country (ISO code)
By using the assignment of the ”Country” field and the country code the respective country name is
determined. This is also available for instance in mail merge.
Address source
This information shows the source file from which the address is imported.
4.3.3
Find
Find
Using this command you search for a specific expression or sub-expression in the data. Here, the usual
Find options will be available.
Find again
You can press F3 or Find again to continue searching the database if you still have not found the
record you were looking for.
Goto
Enter a specific data record number via the Goto menu item which will be shown immediately.
4.3.4
Extras
Options
You can use the Options button to access a number of settings which are useful for examining the
current addresses for particular errors. Depending on the selected options incorrect address records
are marked as ”not usable”.
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The settings made here are saved with the respective project and automatically reused for the next projects.
They are only used for German addresses, international addresses are unaffected.
Specifically addresses with the following errors can be rejected:
• address records with blank or weird ”ZIP” field (e.g. special characters or ZIP < 1000)
• address records with non existing ZIP
• address records with an invalid ZIP type, for instance a street ZIP with a P.O. Box address or
vice versa.
• address records of ”street address” type with no content in the ”street” field.
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• address records of ”P.O. Box address” type with empty ”P.O. Box” field.
• address record with no content in field Company1 (B2B) or Last Name (B2C)
All these address records are available for processing the project but can only be used if they are
corrected manually in address management (on page 65) or automatically via the address check (on
page 90).
Important
If an address record contains several address types (e.g. street and P.O. Box address) where only one
address is incorrect, the address record nevertheless remains useable because only the correct address type
will be used.
Only if all existing address types of an address record have been detected as erroneous according to the
selected options, it will be marked as ”not usable” unless it is manually or automatically corrected.
Export
Details on the address export from the address management can be found here (on page 322).
Analysis
This menu item offers the following statistical information on your processed addresses:
• Address spread by ZIP (on page 184)
• Address spread by cities (on page 185)
• Spread by provinces (on page 186)
• Spread by Nielsen regions (on page 187)
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• Address spread by routing regions (on page 188)
• Address spread by routing zones (on page 189)
• Address spread by countries (on page 190)
• Map Tool (on page 191)
Filter
This option makes it possible to create a list of addresses from the current database which matches
the filter criteria. You can use these filters to, for instance, switch between the categories Infopost
and remaining items.
Filters can be selected via the arrow to the right of the button. Dependent on the project status,
different filters are available; thus, for instance, filtering for Infopost is only possible after postage
optimization (on page 151) has been done.
A filter is activated by clicking on one of the options offered in the selection list. By clicking on the button
Filter you return to the view showing all addresses. In the lower bar of the screen you can see which filter
is currently selected.
Filter arguments
Depending on the project type and the associated item categories several filter arguments are available:
User defined
This filter method is especially useful for user defined fields by allowing to set filters on arbitrary
fields.
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In area Filter you initially choose a field which shall be used for the filter criterion. The format
determines the operators to be provided, i.e. each format comes with a different operator area:
Depending on the format select an operator and the expression resp. value resp. range to be filtered.
The determination of the filter is especially important for numerical and date fields. If the format for such
fields has been defined as text you will not be able to use e.g. comparison or from-to operators.
Option Consider case is only available for text filters.
Option Interpret empty fields as is available for numerical and date fields. If it is activated you have
to define in the respective field how empty fields shall be handled. Otherwise those fields and thus
those addresses may be filtered out. Either specify a value within the filter’s range, if you would like
to see the address, or a value outside the filter results. For the latter case, the addresses would be
filtered out - but now knowingly.
In area Sorting you can define the order of the addresses to be displayed. First, choose the filed and
specify, analog to the filter, the format (text, numerical, date). Finally determine the desired order
(ascending or descending).
Sorting the list 1, 10, 200, 100, 5 in text format brings a totally different result (1, 10, 100, 200, 5) than
a numerical sorting (1, 5, 10, 100, 200). The same holds for date fields. For instance when sorting dates
in text format 1.12.10 would be sorted prior to 2.1.09.
Category
After optimization you can use this submenu to filter your items according to the different categories
such as e.g. Infopost or remaining items.
Other items
This filter lists those addresses which normally could be posted as Infopost only (e.g. unwrapped
items or Infopost-Kreativ), but which cannot be posted because the postal regulations are not met.
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Not usable addresses
This filter shows all the address data records which were deactivated during the address check and/or
duplicate search or which were manually deactivated via the Edit (on page 66) button.
Used addresses
This filter shows only those addresses which will be written to.
Not usable addresses
Before optimizing, this filter shows all addresses that are not usable for your mail shot.
National addresses
This filter shows only all German addresses.
International addresses
This filter shows only all non-German addresses.
ZIP range
This filter shows only addresses with dedicated ZIPs or ZIP ranges.
Please note that only those ZIPs are offered which are contained in your project.
Details on how to use the selection methods can be found here (on page 407).
Routing region
This filter shows only addresses with dedicated routing regions or routing region ranges.
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Please note that only those routing regions are offered which are contained in your project.
Details on how to use the selection methods can be found here (on page 407).
Routing zone
This filter shows only addresses with dedicated routing zones or routing zone ranges.
Please note that only those routing zones are offered which are contained in your project.
Details on how to use the selection methods can be found here (on page 407).
Provinces
With this filter you can list your addresses according to specified provinces or Nielsen regions.
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Countries
This filter shows only addresses with dedicated countries.
Please note that only those countries are offered which are contained in your project.
Details on how to use the selection methods can be found here (on page 407).
Import file
By using this powerful filter you can select addresses coming from dedicated source files or manual
insertion.
Thus, you can e.g. select an erroneously added data source and delete it completely from the project
without discarding the whole project.
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Modules International optimization and Vario
With activated module International optimization you will be able to filter your international items by the
categories Infopost and remaining items. If the Vario module is used filtering by variant will be possible.
Details can be found in chapters International optimization (on page 329) and Vario (on page 349).
Cascaded filters
As soon as you select another filter argument although there already is a filter you can specify whether
you want to run this argument in addition (corresponds to an AND operation) or it should be executed
on the complete address list.
Clicking Yes cascades the filter (multiply if applicable). The executed filter arguments can be seen in
the status bar of the dialog:
You can kill a cascaded filter by answering the question about the additional application with No or
by choosing the item Cascaded filter of the Filter menu:
Country codes
The Country codes menu item opens the Country codes (on page 61) dialog window, which you can
use to manage the abbreviations used in the current project for stating the country.
Update countries
You can use the Update countries menu item to compare all the address records contained in the
current project with the existing templates from the Country codes dialog and, where appropriate, to
enter the correct information in the ”Country” field.
This can be helpful especially when the current project contains a country abbreviation which has not
yet been used. In this case, add the new abbreviation to the appropriate template using Country codes
(You will find more information on this by following this link (on page 61)) and then clicking on Update
countries. The newly-inserted abbreviation is automatically replaced by the correct country description.
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Field structure
This command also offers information on the field structure and the structure of the address file for
the current project. In addition to the number and content of the fields, information is provided on
the maximum field length of all address records.
Here, you can also create New fields, Rename fields, Delete fields or Clear fields.
You will find the respective buttons in the upper area of the dialog.
Please note that system internal fields such as e.g. Company1 or Variant may neither be renamed nor
deleted. This is only possible for user defined fields which have been either imported or created manually.
However, instead of deleting an internal field you can clear all contents at one go. The field itself remains
existing.
Columns
This menu item makes it possible to determine the order of the displayed columns and to change the
width of particular columns. With the tick you determine which columns are to be displayed. Using
Default width the standard width of the marked field can be restored while Default columns restores
the standard order of all fields.
By activating the option Save as default for new projects your adjustments will become presettings
for new projects.
The column order can also be changed by simply clicking on the column header and dragging it to the
desired position.
Reset columns
Choose this menu item in order to reset the column settings to default.
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4.4. Salutation check
The salutation check determines the gender of the recipient by analyzing the first name and, if appropriate, the salutation. Consequently the correct salutation can be derived and the respective field
can be filled. Incorrect or missing salutations will be identified and can be corrected.
As soon as you have run the salutation check once the respective menu item will get a submenu where
you can directly access the report.
If you do not want to use the salutation check for the current project in general, uncheck this option by
right-clicking on the ”Salutation check” item in the project overview area.
You will nevertheless be able to launch the salutation check. This function is only for your information.
4.4.1
Options
In this dialog box you choose how the addresses which have been automatically changed or identified
as incorrect shall be treated.
You can use the Default button at any time to undo your settings and restore the preset program
options.
Set salutation
In this area you determine how Infopost-Manager shall handle the field ”salutation” for male resp.
female recipients. If option also replace existing is activated the field ”salutation” will be always
overwritten. The activated option else: delete salutation results in flushing the field ”salutation” if
the salutation check does not find any clear result. Possibly existing contents will be deleted.
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Foreign salutations can be simply generated by specifying respective entries for the fields. For instance,
enter the value ”Mr.” for male and ”Mrs.” for female. Afterwards, activate options also replace existing.
Right after the salutation check is finished English salutations are available and can be used for the letter
salutation (on page 390).
Additional settings
activate auto-correction
Definable salutations which e.g. are based on a known first name will be automatically set. Conflicts
will be ignored and in particular not be shown.
activate user defined first name list
If this option is deactivated Infopost-Manager ignores the user defined first name list (on page 88) and
is not able to add new first names to it. The entries of this list are not contained in Infopost-Manager’s
system based first name list. It is normally created during processing incorrect salutations.
do not write to incorrect/not corrigible addresses
All recipients will not be written to whose salutation can not be identified by Infopost-Manager
and where the fields ”salutation”, ”gender” and ”first name” are filled with absurd contents. These
presettings can be undone for every address separately during processing its incorrect salutation.
hide automatically changed addresses
Automatically changed addresses will not be shown in the results dialog. These addresses can be made
visible by checking the respective option (on page 87).
4.4.2
Statistics
This status contains detailed information on the course of the salutation check and its results. Automatically changed addresses are either released directly for writing to or are displayed for manual
correction. The behavior depends on the options (on the previous page) which have been set before
starting the salutation check.
All addresses are deemed to be Correct where the field ”salutation” is filled and matches the gender
of the first name.
The Automatically complemented line contains information on how often Infopost-Manager had to
set the field ”salutation” or ”gender” based on the first name.
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The Automatically corrected line shows the number of recipients where Infopost-Manager had to
adjust the salutation, e.g. first name is male but field ”salutation” contains Frau.
If option activate auto-correction (on the preceding page) is disabled addresses will not be automatically corrected. Infopost-Manager shows the number of addresses in the Automatically corrigible line
which could have been auto-corrected but which have to be manually processed, now.
For Incorrect addresses Infopost-Manager was not able to identify the gender. This can occur if the
first name is unknown or if it does not match the specified gender.
4.4.3
Results
The salutation check results show those addresses for which errors or deficiencies were discovered.
They appear as soon as the statistics window has been closed by clicking on OK.
Infopost-Manager lists all data records depending on the settings given in options (on page 82). This
address selection can also be changed later: The Options button provides a selection menu on the
View tab where every address type can be activated and deactivated.
Navigation buttons
You can use the arrow buttons to change between the different data records or to move directly to
the first or last data record.
Quits the salutation check and saves the automatic or manual changes for the current project. Addresses for which the ”Write to address” option is not marked are deactivated in the current project
and are therefore not written to. This marking can be undone in the address management using the
Write to address option.
Leaves the results view of the salutation check without retrieving automatic or manual changes to the
address file.
Saves the current project and freezes the working status of the salutation check. At any time, pro-
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gressing the salutation check can be resumed by re-opening the project. In the meantime, no other
changes may be carried out to this project.
View
The data records listed as a result of the salutation check may be displayed in two different ways using
the View button:
1. as a table
2. as an address block like on a label
Each address is also accompanied by an icon which provides information on the address status:
Icon
Explanation
Addresses with this icon will be used in the further course of your project and will thus be
written to. By clicking this icon the respective address will not be written to.
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Addresses with this icon are marked not be written to as soon as the salutation check is
finished. By clicking this icon the respective address will be written to without any changes.
Addresses with a green tick comply with the postal regulations and have been automatically or
manually corrected resp. changed.
Addresses with a green tick and a yellow question and exclamation mark are correct and have
been manually corrected resp. changed.
Addresses with a yellow question and exclamation mark are incorrect but Infopost-Manager has
found a suggestion which can be selected.
Addresses with a red bar are incorrect and Infopost-Manager cannot make any suggestion.
If you right-click you will open a context-sensitive menu whose options refer to the currently marked
data record:
Save as genderless clears the field ”salutation” and declares the address as being genderless in field
”gender”. This classification makes sense for companies without contact person or for instance for
addresses whose first name field is filled with two first names.
Save as male sets the value specified in the Options (on page 82) dialog (typically ”Herr”) to the field
”salutation” and declares the address as being male in field ”gender”.
The menu item Save as female works the same way.
Swap first/last name exchanges the contents of the fields ”first name” and ”last name”.
The gender suggested by Infopost-Manager is emphasized in bold letters.
The menu item Add first name to user list extends the user defined first name list (on page 88) with
this first name.
You can select Edit to open the Edit address (on page 66) dialog window.
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By selecting Write to you can change the status of the marked address record - if this option is checked,
the address will be written to; if you uncheck this option, the recycle bin icon appears and this address
will not be used.
You can select Original to view the original version of the data record as it was imported (if appropriate, without salutation and/or gender).
Using the menu item Goto you can navigate to a dedicated address number or you can start the
address search by choosing Find.
In address block view the original data record number coming from the source file is displayed in the
line above the address. Thus, you can relocate the address in question in your source file.
In table view you can get this number by right-clicking and choosing the Original menu item. All
imported fields from the source file are displayed including the data record number.
Options
Clicking the Options button opens the View dialog. You can access additional functionalities via
another menu by clicking the arrow icon right to the button.
View
You can define here which addresses shall not be shown.
The presettings from the options (on page 83) dialog can be revised in this window and you are able
to redefine whether or not automatically corrected addresses shall be hidden.
Fields
This button is only enabled in table view; you can use it to select additional fields to be shown with
each address.
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Edit first name list
Use this menu item to edit the user defined first name list (on the following page).
4.4.4
First name list
Infopost-Manager hold a first name list with approximately 120’000 entries. Abbreviated first names
(e.g. Friedr.-Wilh.) are not contained.
If you address list should have a recipient whose first name is unknown or whose first name is e.g.
abbreviated you can add it to the user defined first name list. It is also possible to add first names
with genders that differs from Infopost-Manager’s definition. Thus, the results of the salutation check
can be respectively influenced.
Add first name
Basically, there are three ways to include a first name to the user defined first name list:
1. Via the contextual menu item Add first name to user list
2. Via the Confirm dialog which appears for unknown first names
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You can overrule the suggested gender with the Change button while Add adds the first name
with the proposed gender. The Ignore button ignores this name (it will be no longer shown
during this run}. Ignore all not only ignores this but all unknown first names which will be
identified during this run.
3. Via the functionality of manually editing the user defined first name list (on the current page)
Edit first name list
Using this menu item you can manually edit the user defined first name list by deleting, changing or
adding entries.
The buttons Add and Edit open the Define gender dialog.
Here you can enter resp. change the first name and specify the gender.
Please mind that first names which are contained in the user defined first name list have priority over the
system internal first name list. If you e.g. add ”Horst” as new first name and set the gender to ”female”
all addresses with this name would be addressed as ”Sehr geehrte Frau xyz”.
Option Add normalized name adds another name to the list - in addition to the first name. Umlauts
and e.g. accents will be removed. The normalization result can be seen below this option.
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4.5. Address check
The address check verifies and edits your addresses automatically using Deutsche Post AG official
data. Obsolete, non-existent or wrongly assigned ZIPs are replaced where possible, and the spelling
of cities and streets is checked.
As soon as you have run the address check once the respective menu item will get a submenu where you
can directly access the report. This can be also done at any time via the Quick Clicks (on page 13) of
the overview item address check. If you run the address check once again, e.g. with other options, the
recent reports can be read via the submenu report archive.
If you do not want to use the address check for the current project in general, uncheck this option by
right-clicking on the ”Address check” item in the project overview area.
You will nevertheless be able to launch the address check. This function is only for your information.
Information on the status of the posting routing data used by Infopost-Manager can be found via the Help:
About menu in tab Components.
4.5.1
Options
In this dialog box you choose how the addresses which have been automatically identified as incorrect
shall be treated.
You can use the Default button at any time to undo your settings and restore the preset program
options.
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Edit tab
Automatically corrected addresses
Show address for editing
If you do not want to accept the automatic modifications without control, you can view, check and
change the automatically changed addresses where appropriate right after the address check using this
option.
Show addresses with changed spelling
This option allows you to view a list of those addresses with changed spelling (e.g. only spelling type
of Straße (on the next page) has been changed) at the end of the address check in order to control
and verify those changes.
Mark address for writing to
This option simplify the subsequent, manual processing of the found addresses. Activate this option
if you want to write to most of the changed addresses; thus, you only have to deactivate (on page 71)
those single addresses which you do not want to write to.
Keep upper case
By activating this option you make sure that all addresses which are completely spelled in capital
letters will not be converted into the normal upper and lower case format. Such rather atypical address
lists can be often found when importing data from mainframe computers.
Incorrect addresses
Show address for editing
This option allows you to revise incorrect addresses after the automatic address check; if appropriate,
they can be manually changed or by using one of Infopost-Manager’s suggestions.
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Mark address for writing to
This option eases the subsequent, manual processing of the found addresses. Activate this option if
you want to write to most of the changed addresses; thus, you only have to deactivate (on page 71)
those single addresses which you do not want to write to.
Unify spelling for ”Straße” in addresses
In case the spelling for the street names differs within your address data you can choose this option to
automatically unify that spelling. In the drop-down menu you can specify which spelling of ”Straße”
you prefer.
By activating the option Only apply to automatically corrected addresses you make sure that only
addresses that have been changed anyway (e.g. due to an automatically corrected ZIP) will be unified.
Thus, you reduce the number of automatic corrections and with that also reduce the duration of the
address check, especially when checking large data.
Settings tab
Check
Only check used addresses
With this option addresses which are not released for writing to are excluded from the check. The
release can be done manually in the address management dialog, during a previous address check or
during the duplicate search (status set to ”ignored”). If this option is unchecked all address records
in the current address file will be checked.
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Automatically ignore incorrect address types
Theoretically, there can be allocated up to three address types to each address record: the street
address, the P.O. Box address and the major recipient address. If single address types are incomplete
in an address record but e.g. a useable street address is available, the incorrect P.O. Box and major
recipient addresses will be ignored in the address check if this option has been activated.
In the statistics of the address check in the column ”Incorrect address type” no addresses will be listed
since they have not been checked.
If you uncheck this option, all address types will be checked for each data record.
Always append city name with official supplement
If this option is checked, all city names will be supplemented with its official supplement. For instance,
06132 Halle would be changed to 06132 Halle (Saale) while 33790 Halle would be extended to 33790
Halle (Westf.).
Check names of major recipients
When using this option, not only correctness and existence of a major recipient ZIP code will be
checked, but also the company name in the field COMPANY1 will be verified during the address
check. If the major recipient name stored in the postal routing data is different, the address will be
marked as ”incorrect” and suggestions will be given if available.
Automatically correct major recipient names if possible
If this option is checked, the company name in field COMPANY1 of a postal correct major recipient
address will be compared with the entry in the postal routing data. If they are different but there are
sufficient similarities, the company name coming from the postal routing data will be retrieved.
Search mode
You can define through the search mode settings how precise the address check module shall perform
and how many suggestions shall be given. Please take into account that the performance may decrease
depending on the chosen mode.
Search intensity
Using the slide control you can adjust the search intensity and thus the suggestions and automatic
correction to be found as follows:
1. low
The address check retrieves the first address that is deemed to be automatically corrigible.
Additional suggestions which might also show a high probability of being correct will be ignored
in this mode.
2. normal
The normal search intensity extends the search for sound suggestions by checking the complete
ZIP-range of a city. Thus, addresses can be corrected by plausible street names in other ZIPareas of the same city (eventually even of cities with identical names such as Frankfurt am Main
and Oder).
3. high
If this mode has been chosen, Infopost-Manager considers the largest possible set of sound ad-
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dresses for automatic correction or suggests proportionally more addresses for manual correction.
With high search intensity less addresses will be automatically corrected but forwarded to the manual
correction. However, theses additional efforts normally cause a superior quality.
Rating tolerance
This slide control informs Infopost-Manager how to judge whether or not two addresses are identical.
Carefully change the position of the slide control because the tolerance has direct impact on the
automatic correction capability of Infopost-Manager. Possibly incorrect addresses will be putatively
corrected if the rating tolerance has been set to ”similar”. If the tolerance is ”exact”, the address
check only corrects few addresses automatically and offers you more addresses for manual correction.
Thesaurus
The Thesaurus is some kind of a look-up table for the address check which can only contain postal
correct addresses. By using this valuable tool you can e.g. transfer a street whose name changed
over the years to its new name once. All other addresses with the same old street name can then be
automatically corrected although this information is not included in the postal routing data. More
details about how to use the Thesaurus can be found here (on page 96).
The following options are available:
1. Activate
If this option is checked you inform the address check to consider the existing Thesaurus. This
holds for finding suggestions coming from the Thesaurus as well as for extending it during the
manual address correction (q.v. chapter Thesaurus (on page 96)).
2. Use for automatic correction
If the address check detects a Thesaurus entry for a specific address, this entry will be taken for
automatic correction. No further checks of the address will be performed.
Entries
By clicking on this button you are calling the Thesaurus editor (on page 98). You can use it for
activating and deleting single addresses, e.g. by ”hiding” incorrect entries which have been included
by mistake.
Extended tab
Normally, Infopost-Manager only automatically corrects addresses if he feels very certain that the
correction really is correct. But, depending on the address file he might process the addresses too
carefully. On this new tab you can influence Infopost-Manager’s automatic correction behavior and
let him automatically correct more results.
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First, specify the hit probability. Addresses with hit probabilities with equal or greater values will be
automatically corrected by Infopost-Manager.
Both options Ignore second best hit resp. Correction dependent on distance to second best hit will
directly affect the results if there is more than one hit.
Using the first option Infopost-Manager corrects the addresses as soon as the probability is equal or
greater. Additional hits are not taken into account. This then can be possibly counterproductive if
two very similar suggestion are made.
Here, the second option comes into play: Enter a probability distance. Additional hits will be ignored
if the address probability plus the distance is less than hit probability. The lower you choose the
distance the higher the probability that Infopost-Managers also discards akin correction suggestions
and accepts the hit with the highest probability instead.
The entered values will have massive effect on the quality of the automatically corrected addresses. Thus,
always verify the address check results if you choose values differing from the default.
You can also modify these values at a later phase of the address check via the Options (on page 109)
menu. You will directly see the consequences in the results area.
Postal routing data tab
This tab gives you information on the status of the postal routing data used by the address check.
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The address check uses the so-called Datafactory which is available in two versions:
The ”small street directory” (Datafactory Postalcode) contains all street and city names of the 218 largest
cities in Germany. The ”large street directory” (Datafactory Streetcode) contains all ZIPs, city and street
names in Germany.
The Datafactory Postalcode is already included in Infopost-Manager while the Datafactory Streetcode has
to be purchased separately. Since cities and communities are continuously developing and the purchase of
updates hence becomes useful, it makes sense to take up the quarterly subscription.
You will find the order forms with information on prices, conditions, etc. of the ”small street directory”
(Datafactory Postalcode) in the file (personal use) resp. (supplier) and of the ”large street directory”
(Datafactory Streetcode) in the file .
The data which you need to find ZIPs, city or street names in the address management or the ZIP search
can still be updated free of charge on a regular basis on the Internet.
You can update the demo versions of the two street directories by refreshing the postal routing data
employed by the ZIP search (on page 213). The Datafactory required by the address check can be
updated via clicking the homonymic button or via the respective item of the Extras (on page 215)
menu.
Here, you can also activate a demo version of the Datafactory Streetcode or a more current version of
Datafactory Postalcode. Your address will not automatically be corrected but you will get an idea of how
many incorrect addresses are found by the address check, how many can be automatically corrected and
how many suggestions for correction are available prior to purchasing a street directory.
4.5.2
Thesaurus
The Thesaurus is some kind of a look-up table for the address check which can only contain postal
correct addresses. Using this valuable tool you can e.g. transfer a street whose name changed over
the years to its new name once. All other addresses with the same old street name can then be
automatically corrected although this information is not included in the postal routing data.
Activating the Thesaurus as well as the auto-correction capability has to be done through the address
check options (on page 94). In the options dialog you can also launch the Thesaurus editor (on the
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next page).
Add Thesaurus entry
Adding a Thesaurus entry can be only done via Editing (on page 105) an address. If you have changed
an incorrect to a postal compliant address you can store the changes as Thesaurus entry by clicking
the arrow icon of the OK button and choosing the menu item OK and save in Thesaurus.
All addresses in the address check’s result list which could be corrected by applying this new Thesaurus
entry will be assigned a Thesaurus suggestion or will be directly corrected depending on the settings
given.
Clicking the OK button accepts the change only once; as soon as a similar incorrect address occurs it
still will be shown as being incorrect. Now, you can decide again whether or not the change justifies
a Thesaurus entry.
Saving a new entry in the Thesaurus will affect all projects, i.e. current and also future project will
benefit from a large Thesaurus likewise and the number of postal incorrect addresses will thus be ”smartly”
reduced.
Show and accept Thesaurus suggestions
Thesaurus suggestions will only be shown if option (on page 94) Use for automatic correction was
unchecked. Otherwise, any incorrect address with a corresponding Thesaurus entry would be automatically corrected.
A Thesaurus suggestion only differs from a ”normal” address check suggestion by having the correctness probability set to 100Kommt nicht vor since the entry has been manually and knowingly stored
at least once. Additionally and in order to offer a better visual impression, any Thesaurus suggestion
will be highlighted by a blue band with the embedded text ”Thesaurus”.
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Accepting a Thesaurus suggestion is similar to accepting a ”normal” address check suggestion (on
page 106).
Thesaurus editor
The Thesaurus strictly contains only postal correct entries. Using the Thesaurus editor you may
control the application of the Thesaurus in some way by explicitly activating or deleting an entry for
usage. Deleted entries will not be considered later on - neither for automatic corrections nor for the
provision of Thesaurus suggestions.
Based on the fact that all Thesaurus entries have to be postal correct it may happen over the years that
single Thesaurus entries become postal incorrect. In such cases Infopost-Manager automatically deactivates
the respective entries by marking them deleted. Thus, it is permanently guaranteed that there will not be
any incorrect addresses created.
You can launch the Thesaurus editor either by clicking the Entries button in the options (on page 94)
window or via choosing the item Thesaurus editor in the results window’s Options menu.
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An activated entry is represented by a blue tick
, a deleted one by the recycle bin icon
.
You can toggle an entry’s status via three ways:
• clicking the icon (recycle bin or blue tick)
• double-clicking the entry
• right-clicking the entry and choosing the respective item from the context sensitive menu
If desired, you can hide disabled entries. Just call the respective item of the contextual menu. Here,
you can also physically delete the current Thesaurus.
Please note that undoing this action is not possible; all Thesaurus entries will be lost forever.
4.5.3
Statistics
These statistics appear for the first time after the address check is finished. They may be viewed at any
time later on the main screen by using the Address check item in the Overview area.
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This status report contains detailed information on the course of the address check and its results.
Automatically changed addresses are either released directly for writing to or are displayed for manual
correction. The behavior depends on the options (on page 90) which have been set before starting the
address check.
All addresses are deemed to be Postally correct where the required fields (in particular the ZIP code
and city) are not empty and compliant with the postal regulations.
The line Corrected manually contains information on how many address data records you have edited
manually after the automatic check.
The Corrected automatically line contains information on how many of your address data records
were automatically changed by Infopost-Manager during the address check in order to be compliant
with the postal regulations.
Addresses are said to be Corrected by Thesaurus if they have been corrected by applying a Thesaurus
entry instead of having been become postally compliant via automatic or manual correction.
The information in the Spelling changed line refers to the data records in which the spelling e.g. of
the street or the major recipient name was adjusted. Whether and how this happens depends on the
settings given in options (on page 90).
Address data records where several address types are available and where at least one of them does
not comply with the postal regulations are listed in the Incorrect address type line.
The quantity and percentage of the addresses where neither an automatic change has been performed
nor any suggestion for manual processing could be made are listed in the Postally incorrect line. Here
only a manual correction of the addresses is possible; whether they will be already released for writing
to right after the address check or only after they were manually corrected depends on the settings
given in options (on page 90).
The status window at the end of the address check provides information in the International addresses
line about the ratio of foreign addresses contained in the current address file. These addresses have
not been tested in the address check.
The text line below the table show the number and types of addresses which will be displayed in the
results window. Both values depend on the specified options (on page 90).
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4.5.4
Results
The address check results show those addresses for which errors or deficiencies were discovered. They
appear as soon as the statistics window has been closed by clicking on OK.
Infopost-Manager lists all data records depending on the settings given in options (on page 90). This
address selection can also be changed later: The Options button provides a selection menu on the
View tab where every address type can be activated and deactivated.
Depending on the settings, only addresses will be shown
• which are completely incorrect or where particular address types are erroneous;
• where suggestions are available but which could not be corrected automatically;
• where Thesaurus suggestions are available;
• which have been changed automatically;
• which have been changed automatically by using the Thesaurus;
• which may have been changed manually in address management (on page 65);
• whose spelling has been changed;
• or a combination of these groups.
Navigation buttons
You can use the arrow buttons to change between the different data records or to move directly to
the first or last data record.
Quits the address check and saves the automatic or manual changes for the current project. Addresses
for which the ”Write to address” option is not marked are deactivated in the current project and are
therefore not written to. This marking can be undone in the address management using the Write to
address option.
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Leaves the results view of the address check without retrieving automatic or manual changes to the
address file.
Saves the current project and freezes the working status of the address check. At any time, progressing
the address check can be resumed by re-opening the project. In the meantime, no other changes may
be carried out to this project.
View
The data records listed as a result of the address check may be displayed in two different ways using
the View button:
1. as an address block like on a label
2. as a table
Each address is also accompanied by an icon which provides information on the address status:
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Icon
Explanation
Addresses with this icon will be used in the further course of your project and will thus be
written to. By clicking this icon the respective address will not be written to.
Addresses with this icon are marked not be written to as soon as the address check is finished.
By clicking this icon the respective address will be written to without any changes.
Addresses with a green tick comply with the postal regulations and have been automatically or
manually corrected resp. changed.
Addresses with a blue tick have been automatically corrected using a Thesaurus suggestion and
are thus postally correct.
Addresses with a yellow question and exclamation mark do not comply with the postal
regulations but Infopost-Manager has found suggestions which can be selected.
Addresses with a blue question and exclamation mark do not comply with the postal regulations
but there are Thesaurus suggestions in addition to Infopost-Managers address suggestions
which can be selected.
Addresses with a red bar do not comply with the postal regulations and Infopost-Manager
cannot make any suggestion.
The addresses shown can be viewed quickly in either view by holding the Cursor-Down key. If you
want to edit a data record, it can be opened immediately by pressing the Enter key. The Edit address
(on page 66) dialog window appears.
There are also two buttons for each data record which permit the current address to be released or
locked for writing to. It is even easier to toggle the status of the address (”Write to address” - ”Do
not write to address”) by pressing the spacebar.
If you right-click you will open a context-sensitive menu whose options refer to the currently marked
data record:
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By selecting Write to you can change the status of the marked address record - if this option is checked,
the address will be written to; if you uncheck this option, the recycle bin icon appears and this address
will not be used.
You can select Edit to open the Edit address (on page 66) dialog window.
You can select Original to view the original version of the data record as it was imported.
You can select Options to open the Options window (on page 109).
The menu item Fields can only be activated in the address block view; it allows you to include
additional fields (on page 118) when displaying the addresses.
When choosing Show source the source file of the current address will be displayed. In the table view
it will be shown in the status bar at the lower window border while the address block view will be
extended by an additional line.
Using the menu item Goto you can navigate to a dedicated address number or you can start the
address search by choosing Find.
Depending on the settings made in options (on page 90), the displayed addresses will be marked
differently.
Addresses which you have opened for editing (on the next page) are marked with a magnifier
icon.
In address block view the original data record number coming from the source file is displayed in the
line above the address. Thus, you can relocate the address in question in your source file.
In table view you can get this number by right-clicking and choosing the Original menu item. All
imported fields from the source file are displayed including the data record number.
Action buttons for general changes
Simultaneous changes to all addresses displayed here can be made with these buttons:
Icon
Explanation
Checks the ”Write to address” option for all automatically or manually changed addresses.
Checks the ”Write to address” option for all displayed addresses regardless of which errors were
found during address check.
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The ”Write to address” option is unchecked for all addresses shown regardless of whether or not
errors were found during address check.
Edit
The current address can be changed by pressing the Enter key or by clicking the Edit button.
The Edit address (on page 66) dialog window will appear.
This dialog window can also be opened by the contextual menu item Edit (right mouse click), the shortcut
CTRL+B, by double-clicking an address data record or by clicking the icons ”tick”, ”question/exclamation
mark” or ”bar”.
This dialog window is arranged into three areas:
• the address field incl. status information
• suggestions offered by Infopost-Manager for optimizing the address
• the selection area
Address field incl. status information
In the edit mask the complete address is shown at the top left; you may see here street, P.O. Box as
well as major recipient addresses.
• Address types which can be used are shown in bold (if several useable address types are available
the hierarchy is as follows: major recipient address - P.O. Box address - street address);
• unusable address types shown in gray;
• incorrect information are shown in red;
• automatically or manually corrected information appear in blue;
• information missing from a data record are indicated by a red question mark in pointed brackets.
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In the text lines below this address window you will see information on the status of the various address
types. Thus, you can see that a street address was automatically corrected or a P.O. Box address ignored
because it does not comply with the postal regulations. A brief error description additionally explains this
status information.
Suggestions for correcting an address
Depending on the information available in a data record, suggestions are made for correcting the
address. Probabilities are given for each suggestion which can be used as a selection aid.
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A suggestion may be accepted by double-clicking it or by using the button Apply.
You can use the button Reset to undo this change.
Selection area
If address check was not able to change an address so that it complies with the postal regulations, the
Write to address option to the right of the address field is deactivated per default if no other settings
were given in the options (on page 90) menu prior to starting the address check.
You nevertheless can mark a postally incorrect address for writing to by checking the respective option (on
this page) to the right of the address. Infopost-Manager even asks whether or not you want to apply this
presumable wrong decision to all identical addresses. Such an approach can be taken for instance with
street names which are not contained in your postal routing data version (e.g. because it is too old and
thus does not ”know” the name), but you are sure that it is postally correct.
If several address types are available for a data record, Infopost-Manager selects one of these types
while the others are ignored for this data record. Here the hierarchy is as follows: major recipient
address - P.O. Box address - street address. The selection which has been made is displayed to the
right of the address box.
If, for instance, you would nevertheless prefer to use the P.O. Box address although there is a correct
street address this facility can be deactivated manually here.
You can use the button Original to view the originating address content. Here you will also see the
original error message.
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Change
If you make changes to your addresses after postage optimization, it has to be executed once again. Even
apparently minor changes to your data, such as another postcode, may have a direct impact on the total
postage for your items.
You should therefore never make such changes after printing the addresses, forms and lists, or after
exporting your addresses since, otherwise, the whole print or export of the addresses would have to be
repeated.
The Change button opens an dialog window in which manual changes to the current address can be
made. You will find more information on the options on each of the three tabs here (on page 66).
Every time you change a data record the current address is automatically checked and, if possible, the data
record is released for writing to.
Report of address check
All results and changes resulting from automatic and manual address editing are logged by InfopostManager. A report can be viewed at any time during the address check clicking the preview icon; it
can also be saved as text, Excel or PDF file or be printed.
Preview
You can use this button
to open the report.
You will find more information on the various options of this report preview in the Print Preview (on
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page 404) chapter.
Settings on the structure and content of the report are made using the Options button on the Report (on
the next page) tab.
Options
Use this dialog window to make settings for two important address check functions:
View (on this page) and Report (on the next page)
View tab
Use this tab to set the various options for viewing the results of the address check.
Show incorrect addresses
Use this option to show or hide addresses in the Result view (on page 101) which are not yet useable
although they have been checked. The icon for this address type is the ”red bar”.
Show incorrect addresses with suggestions
This option shows all addresses in the Result view (on page 101) which could not be automatically
corrected by the address check but for which suggestions have been found. The icon for this address
type is the ”yellow question/exclamation mark”.
Show incorrect addresses with Thesaurus suggestions
Use this option to show all addresses in the Result view (on page 101) for which Thesaurus entries (on
page 96) are available which have not been automatically applied because option (on page 94) Use for
automatic correction was unchecked. The icon for this address type is the ”blue question/exclamation
mark”.
Show automatically corrected addresses
Use this option to show or hide the addresses which comply with the postal regulations after the
automatic check in the result view (on page 101). The icon for this address type is the ”green tick”.
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Show Thesaurus corrected addresses
Use this option to show or hide the addresses which will be automatically or manually corrected by
applying a Thesaurus entry (on page 96). The icon for this address type is the ”blue tick”.
Show manually corrected addresses
Use this option to show or hide in the result view (on page 101) the addresses which were manually
changed. The icon for this address type also is the ”green tick” combined with the ”magnifier”.
Show addresses with changed spelling
Use this option to show or hide the addresses in the result view (on page 101) for which the spelling
of the street or major recipient name was changed by Infopost-Manager. The icon for this address
type also is the ”green tick”.
Default
By clicking the button Default you can always reset the settings to application default.
Report tab
This tab allows you to select the information which will be listed in the created address check report.
In detail these are the following options:
Show statistics
If you show the statistics of the address check in the report, all relevant address check information
and results (on page 101) will be given.
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Show complete address
If this option is activated, you will see all address types which may be available in a data record
regardless of which is selected to be written to.
Released address types are visually emphasized by showing the unmarked address types in italics.
Show Company2 field
This option integrates the Company2 field into the address block in the report. Thus, more information
on each data record is listed.
Show original address
You can use this option to integrate the original version of all automatically or manually changed
addresses into the report. In this way, you can identify and compare the changes which have been
made.
Show error messages
The error messages list the reasons why an address was identified as postally incorrect.
They can be used to identify the problem for each data record which was existing prior to the automatic
or manual check, or otherwise why the address still does not comply with the postal regulations after
the check.
Do not separate addresses for pagination
By checking this option each address is printed on a report page only if it completely fits to it. If not,
its printing would be forwarded to the subsequent page. This option guarantees a relative and mutual
independence from the page sequence on the one hand but normally increases the total number of
report pages on the other.
Show chosen options
If this option is checked, all selected options (on page 90) for the current run of the address check
will be listed in the report. Additionally, the used postal routing data version is included. Later
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conclusions about the address check results can be drawn and serve as a useful tool for result analysis
especially for people who have not done the address check personally.
Preview
You can use this button to launch the print preview of the protocol.
You will find more information on the additional options in the Print Preview (on page 404) chapter.
Default
By clicking the Default button you can always reset the settings to application default.
4.6. Duplicate search
This Infopost-Manager function searches the current address file for multiple existing addresses which
unnecessarily increase costs and make a bad impression on the recipient.
As soon as you have run the duplicate search once the respective menu item will get a submenu where you
can directly access the report. This can be also done at any time via the Quick Clicks (on page 13) of
the overview item duplicate search. If you start the duplicate search once again, e.g. due to not having
been able to process all results from a previous run, the recent reports can be read via the submenu report
archive.
The specific procedures of Infopost-Manager recognize not only identical data records but also use
phonetic methods and work with fuzzy logic.
There is, however, a basic prerequisite for all duplicates which has to be met: The city must be similar,
i.e. the ZIPs of the potential duplicates have to be in the same range of a so-called ”Postort” (postal
city).
Therefore the duplicate search will work far better after the address check has been properly executed.
In order to make it clear which duplicate forms may appear in an address file, we have provided an
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example where all four data records can be easily identified as duplicate by Infopost-Manager.
Company
1
Company
2
Gercke
Gbr.
Gehrke
MoBau
Gärcke
Gerke
Modellbau
Street
P.O.
Box
ZIP
(street)
1200
ZIP
Box)
59172
(P.O.
ZIP (major
recipient)
City (major
recipient)
59172
Kamen
Unna 25
59174
Kamen
Unnaer Str.
23-27
59174
Kamen
Unnar Str.
25
59174
Kamen
Infopost-Manager facilitates your decision on selecting the addresses which will be written to by offering
you more than the default fields for selection (on page 118).
If you do not want to run the duplicate search for the current project, you can mark this by right-clicking
the entry duplicate search in the overview. You can nevertheless launch it. This function is only for
informational purposes.
Duplicate search is dimensioned for a maximum of 2 million addresses in the project. It is possible that
it will work with more addresses as well. However, this is subject to the individual conditions of both the
address data and the available system resources.
4.6.1
Options
You can adjust the duplicate search with the help of the options and thus receive even better results.
You can use the Default button at any time to undo your settings and restore the preset program
options.
Search mode tab
You have to determine on this tab in the Settings area which of the three search modes shall be used:
• Regular search: Here, the similarity of the fields ”Company 1”, ”Company 2”, the address fields
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(incl. country) und ”Name” field are checked. Dedicated fields can be incorporated via the
options in the regular search (on this page) area.
• Regular search with key field comparison: You can add more fields via the key field settings (on
page 116).
Select those fields which clearly identify the record like e.g. the ”Customer no.” or ID fields.
Thus, you can also include e.g. the department or postal irrelevant fields in the search.
• Only key field comparison: If you selected this mode, you exclusively restrict the search to the
chosen key fields. The settings in the Regular search are disabled. The key field comparison
will be executed as pure collation (i.e. without fuzzy logic).
The proper settings will be defined on the respective tabs.
In the Import files area you can decide whether you want to create duplicate groups from all addresses
or only if the potential duplicates come from different import files. For the latter, activate the
correspondent option.
This area is only enabled if more than one address file has been imported.
Regular search tab
Consider contact person with companies
If you have two contact persons for one company in your database both records will be recognized as
duplicates. You can avoid this by activating this option. Now the field ”Contact person” will also be
taken into account and the fields ”First name” and ”Last name” will be searched. Keep this option
deactivated if you want to make sure that every company is only written to once.
Ignore addresses without contact person
If a company address is stored several times in your database, with and without contact person, the
duplicate search will collect all such records in one duplicate group. Activate this check box if you
want to use all records (with and without contact person) in your mailing.
Find subsidiaries in same city
If you want to look for subsidiaries in the same city, those data records where the addresses differ within
the same city but where the names are similar are also shown as duplicates (e.g. with subsidiaries of
a bank in Berlin or Munich).
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Company 1
Company 2
Street
ZIP
City
Deutsche Post AG
Center-Filiale Köln 1
Breite Str. 6-26
50667
Köln
Deutsche Post AG
Center-Filiale Köln
30
Venloer Str.
241-245
50823
Köln
Deutsche Post AG
Center-Filiale Köln
41
Geibelstr. 29-31
50931
Köln
Deutsche Post AG
Center-Filiale Köln
71
Lyoner Passage 14
50765
Köln
Consider field ”Company 3”
The duplicate search takes also permutations of the fields ”Company 1” and ”Company 2” into account
as illustrated in the following example:
Company 1
Company 2
form + stil Möbelfabriken KG
Fritz Lehmenkühl
Fritz Lehmenkühl
form + stil Möbelfabriken KG
Using this option, the field ”Company 3” will also be considered. Please note that search performance
will decrease.
Company 1
Company 2
form + stil Möbelfabriken KG
Fritz Lehmenkühl
Company 3
Fritz Lehmenkühl
form + stil Möbelfabriken KG
Compare company and name fields
It often occurs that company and name fields are e.g. swapped or that a sole trader is collected as
company and as individual.
Company 1
Rechtsanwalt
Company 2
Firstname
Lastname
Peter
Gündels
Peter Gündels
This option will help you detecting those cases; Infopost-Manager will compare all permutations.
Consider first name with home addresses
By default, only last name and address are taken into account by the search, i.e. every household will
only be written to once.
First
name
Last name
Street
ZIP
City
Heike
Kurz
Eupener Str. 19
52066
Aachen
Peter
Kurz
Eupener Str. 19
52066
Aachen
If you activated this option, every family member will be considered and will not be detected as
duplicate.
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Show similar address as duplicate
If two individuals possess the same address, i.e. live in the same building, they will be regarded as
duplicates if this option is checked. The same holds for companies; however, companies and individuals
with similar address will not be shown as duplicates.
Make sure that this option will not be used if your address file contains high-rises or industry parks
where all companies have similar addresses. Otherwise, all records will be shown in one duplicate
group.
This option will be automatically deactivated if you reduce search intensity.
Slider ”Match accuracy”
By using this slider you can define the degree which has to be met if two field contents shall be treated
as similar and thus lead to a duplicate. Especially last names or company names are often written
incorrectly (typos or similar). The slider’s default position (middle) normally is sufficient. If you want
to detect more similar spellings, push the slider to the left.
If you receive a lot of pseudo duplicates, push it to the right to ”close”.
Slider ”Search intensity”
If the address database is relatively large (20,000 addresses and more) or if the addresses are only
spread over a few routing regions, it is recommended to reduce the search intensity. A lower intensity
causes the duplicate search to mutually compare fewer addresses because fewer parameters will be
taken into account. Thus, it is possible that there remain some duplicates undetected.
Key field comparison tab
Key fields
Using this dropdown menu you can select the fields by activating the respective check boxes.
Ignore empty key fields
If this option is activated, empty key fields will not be taken into account. For instance, if the key field
”Customer no.” is empty for lots of records, the duplicate search detects those records as duplicates.
Checking the option avoids such an unwanted behavior.
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Consider case
By default, e.g. ”eBay”, ”ebay”, ”Ebay” or ”EBAY” will be similarly treated and thus will be shown
in one duplicate group. Activate this option if you do not want the duplicate search to show duplicates
which differ in case.
4.6.2
Results
The found duplicates are shown combined in groups. Thus, you can immediately decide whether or
not they are really similar, and if yes, which of the listed addresses should be written to. You can use
the navigation arrows to browse these groups.
By right-clicking an address, you will either edit it, release or lock it for writing to. You can also
do this by single-clicking the icon (an envelope which means that the address should be written to,
the recycle bin which means that the address will not be used or by double-clicking the respective
address.
Views
The results of the duplicate search can be shown in two different views:
Address block view
The address block view has similarities with an address label.
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An envelope next to the address indicates that this address will be written to. By single-clicking the
envelope or by double-clicking on the addresses you can change the duplicate status to ”not released
for writing to”.
This marking can also be undone outside the duplicate search in the address management (on page 66)
using the option Ignore address.
Add additional fields
By default, only the address fields are shown for any record. You can use the button Fields to show
more fields which makes it easier to distinguish between potential duplicates.
The fields which can be selected depend on the options which you have selected during field assignment
prior to importing the addresses (on page 49); only those fields which you transferred from your source
file are available to you here.
If your address file contains only individual addresses, the fields which are available for selection change
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- the fields Company 1 to Company 3 will no longer be shown.
You can use the button All to select all listed fields. The button None deactivates all fields while the
Standard button resets the selection to the default Infopost-Manager settings.
The activated option Show data source name shows the source file’s path and name for each duplicate
address .
Table view
In this view all record fields are listed and the duplicates are tiled in the table columns. Thus, more
information is available than in the ”address block” view, which can be used for comparing the different
duplicate group entries.
An ”envelope” over an address means that this address should be written to. By single-clicking the
envelope you can change the duplicate status to ”not released for writing to”.
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Group overview
In this view all duplicate groups are listed one below the other without showing the dedicated duplicates. The columns ”Common company name” (with individual addresses: ”Common name”) and
”Common city” list the information which are identical or very similar for all addresses within the
duplicate group.
The corresponding content of the first address from the respective duplicate group is shown:
If the corresponding text is ”completely written” this means that precisely this text is similar in all
addresses.
If the corresponding text is ”written in brackets” this means that the duplicates were recognized due
to phonetic similarity (e.g. Smiths Cosmetics and Smythes Cosmetics).
A word ending with ”...” is similar for all addresses in the duplicate group up to the last shown
character. Only the endings or continuations are different.
In the ”Addresses” column the potential duplicate number is listed; the ”Marked” column gives
information on how many of these addresses are actually to be written to.
In the ”Duplicate markings edited” column, all data records are marked whose status was changed
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during duplicate search - either manually or by using a selection button valid for all entries.
The ”Duplicate group viewed in detail” column clarifies which of the groups have already been opened
without changes necessarily having been made.
The ”Indicates ambiguous markings” column is marked if one of the selection buttons Mark address
with most data or Mark by date field was activated previously but Infopost-Manager was unable to
make a clear decision. These groups must be processed manually if only one or only selected addresses
are to be written to.
The ”Match accuracy” column shows how well discarded addresses match kept ones. Smaller values
may indicate pseudo duplicates.
If one of the listed groups is selected, it can be opened by clicking on the button Group overview. Now,
the contained duplicates can be edited. You can use the same button to change from this view back to
the view showing the duplicate groups.
Selection button for all duplicate groups
Icon
Explanation
Use this button to automatically mark only this address record for writing to with the most data.
Prioritize your address data sources to allow for the address with the highest priority to be
selected automatically; more detailed information can be found below (on the next page).
Activate a record for writing to based on a date (oldest, youngest); more detailed information
can be found below (on this page).
Use this button to mark all records for writing to.
Use this button to lock all records; none of the addresses will be marked for writing to.
To mark only the first record of each group, you have to use this button.
By using this button, you mark only the last record.
Use this button to filter the table by match accuracy or edited and not-edited addresses,
respectively.
Important
If you select the Group overview option, the six selection buttons no longer apply only to the current
duplicate group but to all groups simultaneously. This can fasten the decision which address is to be
written to.
Please note, however, that by using this function decisions already taken regarding individual duplicates
will be overruled.
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Activating a record based on a date
Marking a record based on a date is more complex the way that you can define the behavior in a
preceding dialog.
When using this option it is mandatory that your address list contains at least one date field which also
had to be imported.
Select the field containing the date to be considered via the dropdown menu Date field and specify
one of the supported formats via Date format.
If desired, you can advice Infopost-Manager how to handle empty or invalid field contents with the
options Set missing date as and Set invalid date as.
In area Write to address you finally decide whether you want to write to the address with the youngest
or the oldest date. The selected options for invalid or missing dates are surely taken into account.
Once you clicked the button it will be extended by an arrow. You will be able to change the settings
anytime using this arrow.
Prioritization of data sources
If you for example bought or leased foreign addresses, you have to synchronize them with your own
addresses. With activated module Professional, in duplicate search you will find a button
which you can specify the priority of the data source.
with
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With duplicate groups containing addresses from different address sources only that address will be
marked which originates from the source file with the highest priority. The priorities in the list view
are descending, i.e. the topmost file has highest, and the bottommost has lowest priority.
If duplicates originate from one single address source, you can determine using the options in If
duplicate group from one address source which record shall be marked.
The option Only apply to ambiguous groups can only be checked if at least one duplicate group is
unambiguous. When using this option Infopost-Manager offers you the capability of handling these
special groups in a sophisticated way, for instance by choosing other options like ’Select first address’.
After confirming the chosen options are only applied to these groups.
Once you clicked the button it will be extended by an arrow. You will be able to change the settings
anytime using this arrow.
Chosen options
By clicking the button
search.
you open a window which shows the chosen options for the current duplicate
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Control buttons
Exits the duplicate search and accepts the selection made for the current project. Addresses for which
the ”Write to address” option is not checked will be marked in the current project as inactive and
will not be written to. This marking can be undone in the address management by choosing ”Use
address”.
Exits the result view of the duplicate search without retrieving the automatic or manual changes to
the address file.
Stops editing the project and saves the current state of processing. You can recommence work on the
duplicate search as soon as the project is reopened. In the meantime, no changes can be made to this
project.
Edit
This button opens a dialog window where you can make changes to the selected record.
You will find more information on the options on the three tabs by following this link (on page 66).
Report
The results of the duplicate search are stored in a report which will be shown via clicking the button
Preview. By clicking the other buttons you can print this report or export it as text file.
You will find more information on the additional options of the Report preview in the Print Preview
(on page 404) chapter.
In addition to the duplicate search results the record numbers for the respective addresses in its source
file will be listed as well as an indication of whether or not the address will be written to.
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4.7. Robinson check
By using the Robinson check Infopost-Manager Professional you can check your address against the
Robinson list. Thus, all matched addresses are sorted out prior to optimization.
In order to start the Robinson check you need the Robinson file for Infopost-Manager which can be
purchased at DDV - the German direct marketing association. Use the form for ordering.
Further details can be found on the Internet at http://www.ddv-robinsonliste.de.
The DDV Code of Conduct requires all DDV members to check their address databases against the Robinson
list.
As soon as you have run the Robinson check once the respective menu item will get a submenu where you
can directly access the report.
4.7.1
Installation/Update
If you start the Robinson check for the very first time Infopost-Manager Professional prompts you to
install the Robinson file which contains the Robinson list data.
Click on Install and choose the path for this file. After the confirmation the file will be installed.
As the Robinson list is revised on a regular basis regularly you can also update the installed Robinson file.
Go to tab Update in the Robinson check window and press the Update button.
If you install the demo version of the Robinson list you will only see the Select addresses (on the next
page) dialog. Any viewing or adopting results will not be possible. The demo Robinson list can be freely
downloaded from the Internet at www.infopost-manager.de.
4.7.2
Execution
On tab settings specify against which of the given sector(s) you would like to check your address file:
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In the Settings area you define the method for the check. You can use the preset default method or
choose between a quick check and a more intensive, but slower one.
To begin with the check click the Start button.
4.7.3
Results
After the check is completed you will see statistics that display the number of checked addresses.
Furthermore you can see the respective number of exact, akin, similar or likely equal addresses.
You can then define the degree of conformity that decides which addresses will be sorted out prior to
optimization:
To specify this use the slider in the Select addresses area. Each vertical line on the scale matches
one of the options mentioned above.
In the lower right corner you can directly see how many addresses would not be written to with the
chosen option.
After having confirmed your settings by clicking the OK button the results will be shown in the
Results window.
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The detected Match accuracy degree will be shown in a separate column.
In principle the presentation of the results is similar to the duplicate search (on page 117). The main
difference is that there are no duplicate groups but simple address tuples.
The table view is comparable to the duplicate search as well.
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For each shown address you can decide whether or not it shall be written to. You already preset this
decision by selecting the necessary match accuracy degree in the previous dialog. You can call this
button.
window once again and specify another match accuracy degree via clicking the
4.8. Nixie check
This function of Infopost-Manager checks the current project’s address database against a so called
nixie file which e.g. contains your insolvent customers.
In the Addresses area you locate the nixie file which you want to check your addresses against.
button. You are directed to the familiar Import (on page 49) dialog
In order to do that click the
where you can also assign the fields and even apply Import (on page 60) templates.
Right after the import the Volume of the nixie file will be shown.
As soon as you have run the nixie check once the respective menu item will get a submenu where you can
directly access the report.
4.8.1
Options
You can adjust the nixie check with the help of the options and thus receive even better results.
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The settings are similar to those of the duplicate search (on page 113).
4.8.2
Results
After the check is completed you will see statistics that display the number of checked addresses.
Furthermore you can see the respective number of exact, akin, similar or likely equal addresses.
You can then define the degree of conformity that decides which addresses will be sorted out prior to
optimization:
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To specify this use the slider in the Select addresses area. Each vertical line on the scale matches
one of the options mentioned above.
In the lower right corner you can directly see how many addresses would not be written to with the
chosen option.
After having confirmed your settings by clicking the OK button the results will be shown in the
Results window.
The detected Match accuracy degree will be shown in a separate column.
In principle the presentation of the results is similar to the duplicate search (on page 117). The main
difference is that there are no duplicate groups but simple address tuples.
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4 Addresses menu
The table view is comparable to the duplicate search as well.
For each shown address you can decide whether or not it shall be written to. You already preset this
decision by selecting the necessary match accuracy degree in the previous dialog. You can call this
window once again and specify another match accuracy degree via clicking the
button.
4.9. Adressdialog
Infopost-Manager supports Adressdialog, Deutsche Post’s Crossmedia-Service.
Using Adressdialog a fraud resistant code will be created which can be integrated into your mailshot.
The recipient can use this code to access a personalized Internet web page. For instance, he can see
here tailored order forms, update his address information, participate in a survey or send some requests
to you. Adressdialog simplifies resp. totally replaces your manual response acquisition. Additional
information on this service can be found in the Internet at www.adressdialog.de
The unique code, which Infopost-Manager creates, can be integrated in a mail merge document (on
page 396) later on and thus become accessible to the recipient.
You will have to export the codes via the menu item Export Adressdialog (on page 135) and to transfer
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the created file to Adressdialog. This is necessary for making the unique codes accessible from the
personalized web pages.
As soon as the Adressdialog codes have been assigned the menu item Adressdialog will get a submenu
where additional action can be taken.
4.9.1
Settings
Infopost-Manager will use a wizard to lead you through the different options for Adressdialog.
In general, you can use the buttons Next and Back to toggle between the steps of the wizard.
Clicking the button Finished in the respective last step will complete the configuration of Adressdialog.
In the Preview you can see in every step how typical codes or PURLs will look like depending on your
settings.
Additionally, the probability is calculated of a code being correctly guessed resp. of how many attempts
will be needed in average to get a single correct code using brute force methods.
You can set the address volume in field Assumed number of addresses to a value other than the
current project size. This might be useful for simulating the consequences for a later code creation.
Rules for the code length
The higher the security level the longer the code will be.
The smaller the character class the longer the code will be.
The larger the address volume the longer the code will be.
Adressdialog configuration
In order to use Adressdialog, you have to activate the check box Adressdialog activated.
First, you have to decide how the user has to log in at the Adressdialog service (either via the created,
unique code or via the combination of user name and password) resp. how the user shall be directed
to the personalized web site (via PURL or via the combination of PURL and password).
PURLs
(Personal
URLs)
are
used
to
create
personalized
web
addresses
(e.g.
http:www.domain.deMax.Mustermann). You can define which fields shall be used to create the
PURL in the next step (on the next page). It is convenient to display PURLs as QR-Codes (on page 291)
and print them on your address labels or mail merge document.
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If you are going to use the Adressdialog service in your web site for which your customers and prospects
already have access data for protected areas it is surely reasonable to allow those users to authenticate
with their known data.
In those cases, choose option Login via ”User name” and ”Password” and select a database field in the
respective dropdown menu which contains the user name.
Field selection for PURL
This step will only be displayed if you have chosen PURL or PURL and Password as encoding method.
In the Fields for PURL area you can specify which fields are used for the dynamic part of the PURL.
You can extend or reduce the list using the buttons Add and Remove. The order can be changed by
drag’n’drop of a field to its desired position or by using the buttons Up and Down.
Options for PURL
This step will only be displayed if you have chosen PURL or PURL and Password as encoding method.
Here you can normalize PURLs and define the behavior when conflicts arise.
There are different areas to define possible separators between the fields, to regulate the use of
upper/lower case and to set the maximal length of a PURL.
In the important area Conflict resolution you can determine how to create unambiguous PURLs out
of ambiguous ones. Ambiguities result if the content of the dynamic part is the same for more than
one PURL. This happens for example if multiple recipients have the same name. You can decide
whether Infopost-Manager enumerates the dynamic part in ascending order or whether it appends a
unique random number.
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Create Code/Password
This step will only be displayed if you have chosen Code, User name and Password or PURL and
Password as encoding method. Depending on whether you want to create a code or a password the labels
in this dialog differ. In the following only codes will be considered for convenience. However, the same
rules and consequences apply for passwords.
In this area you define the structure of the code to be created or you select a database field which
contains the code to be used (option Use Code from database field).
If you have chosen option Create Code you can set the security level using the throttle: The higher
the security level shall be the more characters will have to be used for the creation of the codes. You
may also add a fixed prefix.
This can be useful to add new addresses to an existing Adressdialog project. Even if a number of codes of
this project has been transferred to the server already, a prefix can ensure that all newly generated codes
will differ from the old ones.
With activated option Use only the following character classes you can define the characters which
will be contained in the code in favor of the code’s readability (but in disfavor of the code security):
• Capital letters A to Z will be used.
• Small letters a to z will be used.
• Digits 0 to 9 will be used.
• Hide similar characters disables confusable characters (such as small L and digit 1 or capital
O and digit 0) from code creation. Thus, the danger of a code being misinterpreted will be
reduced.
Choose option Use user defined character class if you want to determine the characters to be used for
the code creation. For that purpose you have to enter at least nine different characters. The more
characters you assign to the character class the less characters are used for the code creation - with
sustained security.
Using this option, manually mind that confusable characters (e.g. capital S and digit 5) will not be used.
This will minimize the risk of a code being faulty entered by the user.
If you choose option Use Code from database field you can define the specific codes outside of InfopostManager. For it, select the database field which contains the code to be used.
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4 Addresses menu
Infopost-Manager verifies during the code assignment whether or not a login is really unique. If not, e.g.
because a code coming from the database appears more than once or the combination of user name and
password is used manifold, Infopost-Manager cancels the assignment process. Since Infopost-Manager does
not know neither the used character class nor the used characters for the code, the security level of the
code cannot be calculated and thus cannot be shown.
Do select the manual code assignment with extreme caution and make sure that the codes are fairly secure,
e.g. against lexical checks.
4.9.2
Create codes
Using menu item Create codes you will assign new codes to all addresses resp. create the corresponding
PURLs.
This might especially make sense if the initial question for the code assignment has been answered with
No or if codes, user name and/or password are read from fields whose contents have been changed.
Either way, Infopost-Manager takes care during the code assignment that each login remains unique.
After code creation there are further fields specific for Adresssdialog available in Export (on page 396).
4.9.3
Create export file
This menu item prepares the transfer of the codes for Adressdialog
In the dialog window Create Adressdialog export file you can add additional fields to the export file
which already contains default fields. Adressdialog will have direct access to all exported fields. For
example, you can predefine the content of fields to be processed in the Internet later on.
First, select the target directory and, if appropriate, another file name in field Output file.
Click the Add button in order to include additional fields. If you want to delete fields from the
selection, mark them with the mouse and click the Remove button.
Clicking OK starts the export process.
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4 Addresses menu
Please note that Adressdialog has different upper limits for the field lengths. For instance, the field
Company1 may contain maximum 100 characters. If a field exceeds the designated maximum, you will
receive a warning. You can now decide whether you want to truncate the problematical field accordingly
or to cancel the process.
As soon as the process is finished, you can call Adressdialog’s Internet web page in order to upload
the export file to the server:
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5. Preparation menu
Contents
5.1. Item properties . . . . . . . . . . . . . . . . . .
5.1.1. Dimensions . . . . . . . . . . . . . . . . . . .
5.1.2. Type . . . . . . . . . . . . . . . . . . . . . . .
5.1.3. Franking . . . . . . . . . . . . . . . . . . . . .
5.1.4. Remaining item tab . . . . . . . . . . . . . .
5.2. Production properties . . . . . . . . . . . . . .
5.2.1. Infopost . . . . . . . . . . . . . . . . . . . . .
5.3. Dispatch properties . . . . . . . . . . . . . . .
5.4. Postage optimization . . . . . . . . . . . . . .
5.5. Payment method properties . . . . . . . . . .
5.5.1. Payment . . . . . . . . . . . . . . . . . . . . .
5.5.2. Prepayment . . . . . . . . . . . . . . . . . . .
5.6. Partial postings . . . . . . . . . . . . . . . . .
5.7. Order management . . . . . . . . . . . . . . .
5.7.1. Data exchange via Webservice . . . . . . . .
5.7.2. Manual data exchange via file transfer . . . .
5.7.3. Cancel order . . . . . . . . . . . . . . . . . .
5.7.4. Request status . . . . . . . . . . . . . . . . .
5.7.5. Open in AM.portal . . . . . . . . . . . . . . .
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You can use this menu to provide all required information on the items themselves, on production in
trays or bundles, and, where appropriate, on pallets. In addition, this is where you choose how you
would like Deutsche Post to invoice your projects. After all the settings have been specified, finally
the postage optimization will be executed which calculates the minimum total charge.
Another feature of Infopost-Manager enables you to initiate the data transfer for your current project.
If you have questions concerning this topic, please contact the IT CSP hotline (+49 6151 908-8000)
(Mo-Fr 8am-5pm).
Modules International optimization, Vario and Job splitting
With activated module International optimization you will get another menu item Dispatch properties
which will be used to define the dispatch of international items. By using the Vario module you can
also specify the required variants. Additionally, the production and the dispatch of your mailshot can be
distributed to several suppliers via the Job splitting module. Details can be found in chapter International
optimization (on page 334), Vario (on page 350) and Job splitting (on page 362).
5.1. Item properties
All required information on the dimensions, the content and the franking for the items is entered in
this dialog box. In the lower part of the window information on the charges due for the categories
Infopost and remaining items are always available.
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5 Preparation menu
Infopost-Manager automatically classifies the items into the categories Infopost and remaining items during
postage optimization and always provides the optimal spread with the cheapest charges.
It is important that the items for these categories have to be produced separately and posted with a
separate posting list for Infopost. Remaining items are posted as normal letters franked with stamps or by
machine.
Modules International optimization and Vario
If the International optimization module is activated the national and international charges will be shown
in a clear table. By using the Vario module this table is extended by the respective variants as long as
VarioPlus is used. On new tabs, you can define the franking type for international items or define the
required variants. Details can be found in chapters International optimization (on page 330) and Vario (on
page 351).
5.1.1
Dimensions
This tab manages all the information on the format and weight of the items in the current project.
Infopost-Manager offers several standard formats for the item dimensions in a dropdown menu. If the
dimensions of your item do not correspond to one of these formats, they can also be entered manually.
Precise information is needed for length and width; when specifying the thickness you can select one
of the given ranges or your can enter it <exactly>. The chosen selection is illustrated in the Preview
area.
With activated module Professional items can be declared as not machine-ready. You will need this
option e.g. if you like to post standard items which do not meet the requirements for automation. In
those cases the items will be treated as Kompakt items which have less restrictions.
The weight of the items must be defined between 1 and 2,000 g. You will see in the lower status bar
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5 Preparation menu
of the current window that the charge is adjusted immediately when a weight change is made. It is
vital to state the precise weight accurately by 1 g in order to guarantee the correct calculation of the
minimum charge.
Please note that the item weight can vary by up to 5Kommt nicht vor due to printing dyes, adhesives,
paper clips, air humidity etc. With items weighing more than 20 g, this could cause a change in both the
charge and the product (Standard, Kompakt, Groß or Maxi). if you have any doubts regarding the weight,
let your acceptance office confirm it.
Supplementary changes to the item properties will mandatorily mean that postage must be optimized
again. Therefore, you should rather not change these settings once you have printed the addresses, forms
and lists, or exported your address data from Infopost-Manager, because the address sorting, and thus the
total postage charge, may change - even due to a slight change in the database or in the item properties.
This would mean that you would have to print and export the addresses, forms and lists again.
5.1.2
Type
On this tab you can specify the content type of your items. Brief explanations help to select the right
option.
You will find details on postal regulations in the product brochures which can be read via the Help
- Brochures (on page 231) menu item or from a Deutsche Post AG Direct Marketing Center or by
contacting the Hotline (Phone: +49 180 5 334460 (14 ct per minute or part thereof from a German
landline; or a maximum of 42 ct per minute or part thereof from the German mobile phone network)).
In particular with remaining items which cannot be sent as Infopost, it is worthwhile declaring the
content type because book items or merchandizes can be sent cheaper than normal letter items.
Unwrapped items can only be posted as Infopost. Thus, the category remaining items does not apply
in such mailshots.
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5 Preparation menu
Hint for unwrapped items
If you want to send less than 4,000 unwrapped items, you should test various settings. Basically, the
following applies:
The more widely spread your addresses are across Germany, the more likely it is that additional extra items
and a low minimum number of items per bundle is profitable, making it feasible to send as many items as
possible as unwrapped items. Infopost-Manager calculates how you can use extra items in order to send
as many items as possible as unwrapped items.
5.1.3
Franking
Infopost items can be franked by a variety of types. In the right part of the window you will see the
current preview of the various franking types.
Brief explanatory texts below the Preview explain each franking type; further information on the
postal regulations can be found in the product brochures which can be read via the Help - Brochures
(on page 231) menu item or from a Deutsche Post AG Direct Marketing Center or by contacting the
Hotline (Phone: +49 180 5 334460 (14 ct per minute or part thereof from a German landline; or a
maximum of 42 ct per minute or part thereof from the German mobile phone network)).
If you have selected franking mark (ZL) you can define the start number to be used for beginning the
enumeration of the various items:
Franking marks can be printed easily on the envelopes in mail merge mode.
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5 Preparation menu
Remaining items cannot be balanced with franking mark, but must be franked e.g. by machine or with
a stamp.
If you want to use Premiumadress (on page 278) in your mailshot, activate the correspondent check
box. Infopost-Manager now informs you if the Premiumadress relevant information are not completely
available in mail merge or export.
You can activate the check box GOGREEN if you want to attend the environment programme
of Deutsche Post. Once activated, Infopost-Manager makes the corresponding position frame (on
page 283) available for mail merge. Further details can be found on the Internet.
5.1.4
Remaining item tab
Franking type
In this area you can specify the franking type for remaining items. This is especially useful when
choosing a franking type for Infopost items that is not allowed for remaining items.
Postage
Using option Set postage individually, you can let Infopost-Manager calculate the total postage with
a specific individual postage per item for remaining items.
5.2. Production properties
Production includes putting the printed and packed items in trays or bundles, and where appropriate,
combining the trays on pallets. The settings made here will have an impact on potential production
rebates.
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5 Preparation menu
The Production guideline (on page 308) explains in detail how to deal with trays and pallets. You can
provide this guideline to the production staff in order to help them process the items of your projects.
Modules International optimization and Vario
If the International optimization module is activated you will be able define the sorting and a deviant
production type for international items on a new tab. By activating the Vario module you can specify the
variants’ production properties and the production method (single vs. multi-flow) on an additional new
tab. Details can be found in chapters International optimization (on page 333) and Vario (on page 356).
5.2.1
Infopost
Set the production properties of the current ”Infopost”-project on the different tabs.
5.2.1.1
General
The items of your mailshot campaign must be placed into trays or combined in bundles sorted by
ZIPs. Here you can provide the following further information on this:
Tray/Bundle production
As an alternative to trays, Groß and Maxi items may also be combined in bundles. The further
options and the project’s behavior depend on the chosen production type, e.g. the second tab may be
named Trays (on the following page) or Bundles (on page 145). The choice of option also affects the
appearance of the Pallets (on page 146) tab.
Bundle production is only selectable for Groß and Maxi items resp. for Infopost-Kreativ. Otherwise, the
productions properties automatically indicates Produce trays.
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5 Preparation menu
Pallet production
Pallet production may have a considerable impact on the total charge by providing considerable
rebates if at least 4,000 items are available. Pallets must be produced as soon as the total net weight
of Infopost items exceeds 0.5 tons - the check boy will be automatically checked in those cases.
If you want to benefit from potential pallet rebates and therefore to produce pallets although the total
weight of your items is less than 0.5 tons, activate the options Produce pallets and Produce pallets
even if weight under 0.5 t on the Pallets tab.
Partial postings
If you want to use partial postings (on page 155) with your project, Germany pallets or Germany trays
respectively bundles must not be contained. Activate the check box in order to urge Infopost-Manager
to consider this restriction.
Routing district optimization
If at least 50 recipients of your items are within the routing district of your acceptance office at which
you will post your mailshot, they will be regarded as Infopost; the charge for these items will be
reduced, if appropriate. If you do not meet the minimum quantity, extra items may be required.
There is no reason for not using routing district optimization, in particular when you post fewer than
4,000 items.
If routing district optimization (on page 220) is activated you must enter the ZIP of the posting office
where you post the items.
Module Vario
With activated module Vario you can also specify the production method. Details can be found in chapter
Vario (on page 356).
5.2.1.2
Trays
Please ensure during production that all items within the trays are similarly arranged. The address
block on the items have to face the tray label and the items have to be inserted upside-down if you
are using trays of size 1.
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5 Preparation menu
Tray production properties
Infopost-Manager proposes the assumed correct tray type. Groß and Maxi items should only be
posted in size 2 trays.
The appropriate information on the maximum filling amount for trays is dependent on the provided
item settings, in particular weight and thickness. Since the Infopost-Manager does not know anything
about the item’s flexibility or compactability, you should specify this value as precise as possible here
in order to simplify the production and to benefit from further production rebates.
This value for half-full is very important for posting your items in trays, because e.g. rebates can only
be granted for the production of ZIP trays if they are accepted by Deutsche Post as being half-full or
if the respective minimum weight is kept.
You can obtain more information on the half filling amount from the Deutsche Post Hotline (+49 180 5
334460 (14 ct per minute or part thereof from a German landline; or a maximum of 42 ct per minute or
part thereof from the German mobile phone network) or from a Direct Marketing Center close to you.
You should provide information on the half filling amount as precise as possible because InfopostManager is unaware of the flexibility or compactability of the items and thus cannot conclude the
item’s exact volume.
Number of trays
Checking the option Minimize postage (higher production complexity) lets Infopost-Manager produce
as much as possible routing region respectively ZIP trays (for Groß and Max items). Thus, you need
more trays and production complexity increases.
Option Minimize production complexity (no production rebates) produces only so-called Germany
trays. All items in these trays are sorted by ZIPs. Routing region or zone trays will not be produced
and thus no production rebates can be granted. With this option you will produce as less as possible
trays and production complexity is minimal.
The last option Produce trays dependent on number of items directly affects the number of trays to
be produced:
If the granted rebates do not amortize the production efforts which have to be spent for producing
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5 Preparation menu
more trays (e.g. additional labor, stock or transportation costs) until a dedicated item number is
reached, you can enter here the required values. The item numbers for RR and ZIP trays can be
chosen mutually different, if desired, or you can decide not to produce ZIP trays at all. Either way
the chosen option means that you are aware of loosing rebates unless a tray can be filled with the
defined item quantity.
5.2.1.3
Bundles
If you have selected bundle production on the tab General, the tab Bundles appears instead of the
tab Trays.
Ensure during production that all bundles are closely tied and that all address blocks are similarly
arranged. Loose cording may result in bundles falling apart.
Bundle production properties
Here you specify the maximum number of items per bundle. Deutsche Post recommends a maximal
bundle weight of 10 kg.
Number of bundles
Checking the option Minimize postage (higher production complexity) lets Infopost-Manager produce
as much as possible routing region respectively ZIP bundles. Thus, you have to produce more bundles
and production complexity increases.
Option Minimize production complexity (less production rebates) particularly produces routing region
and maybe some Germany bundles, but no ZIP bundles. With this option you will produce less
bundles and production complexity decreases, but you also waive potential rebates.
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The last option Produce bundles dependent on number of items directly affects the number of bundles
to be produced:
If the granted rebates do not amortize the production efforts which have to be spent for producing
more bundles (e.g. additional labor, stock or transportation costs) until a dedicated item number is
reached, you can enter here the required values. The item numbers for RR and ZIP bundles can be
chosen mutually different, if desired, or you can decide not to produce ZIP bundles at all. Either way
the chosen option means that you are aware of loosing rebates unless a bundle can be filled with the
defined item quantity.
Order
The option Optimize production sequence for small bundles enables you to fill a pallet or pallet target
ordered by bundle size in order to increase pallet stability. Another use case are different settings for
a strapping machine. Smaller bundles have to be tightened up with less force to avoid folding.
Select this option and specify how many items a bundle can contain to still be treated as small bundle.
With the drop down box you can specify whether you would like to have those bundles lying below
or on top and whether you would like to produce them pallet spanning, per pallet, per pallet target,
or per variant. Consequently, the order of the produced bundles will be adjusted (see bundle list (on
page 165)).
5.2.1.4
Pallets
As soon as the total net weight exceeds 0.5 tons, trays or bundles have to be combined on Euro
pallets. When producing pallets ensure that the transportation locks (bundles and trays) are suitable
for multiple cargo handling processes. The maximal pallet height (incl. pallet) may be 1.8 m. Pallets
may consist only of one item type - either bundles or trays.
Pallet production properties
Activate the check box Also produce if less than 0.5 tons if you want to benefit from possible pallet
rebates by producing pallets although this is not required because the total weight does not exceed
0.5 tons.
If you want to stack your produced pallets, check Produce stackable pallets. Infopost-Manager now
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decides how the various items (stored in trays) will have to be distributed on the various pallets, each
but the last being stackable. Infopost-Manager also takes the reduced maximal weight for stackable
pallets of 600 kg in to account.
Enter the Pallet net weight in the respective field. The default value 22 kg holds for Euro pallets.
In the field Maximal pallet gross weight you can predefine the maximum weight of your pallets
including all trays/bundles. Using this option your pallets will never outweigh the value you set here.
If you have for example a pallet rack of limited carrying capacity, this option enables you to produce only
pallets that can be carried by your rack.
Production properties for trays
This area is only visible if you produce trays (on page 143). Otherwise, you will see here the production
properties for bundles.
You can specify here the maximal tray number per pallet. Ensure that the pallets’ gross weight does
not exceed 700 kg (respectively. 600 kg for stackable pallets).
If appropriate, adapt the defaults for Trays per layer.
Production properties for bundles
This area is only visible if you produce bundles (on page 145). Otherwise you will see here the
production properties for trays.
You can specify here the maximal bundle number per pallet. Ensure that the pallets’ gross weight
does not exceed 700 kg.
Number of pallets
Checking the option Minimize postage (higher production complexity) urges Infopost-Manager to produce as much as possible routing region respectively. routing zone pallets. Thus, you have to produce
more pallets and production complexity increases.
When using the option Minimize production complexity (no production rebates) you are aware of
loosing rebates which might have been granted for optimized pallet production. This might be useful,
for instance, if the transportation costs for an increased pallet number exceeds the granted rebates.
With this option checked, trays or bundles will be distributed on as fewer pallets as possible.
The last option Produce pallets dependent on production rebates directly affects the number of pallets
to be produced:
Based on the stock and transportation costs, you can easily determine the costs for an additional
pallet. Enter this value as rebate threshold. Infopost-Manager only produces new routing region
respectively routing zone pallets if the resulting postage discounts are higher than the production
costs.
You will find detailed information on the postal regulations regarding pallet production through the
product brochures which can be read via the Help - Brochures (on page 231) menu item and from a
Deutsche Post AG Direct Marketing Center.
5.2.1.5
Delivery
This tab is only visible if option Transfer order data to Deutsche Post (on page 45) is activated in the
project properties.
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5 Preparation menu
Specify here when and whether you want to post the items of your project by yourself or you want
them to be picked up.
For the former click the
button and select the acceptance office where you will post you mailshot.
Otherwise enter the address where Deutsche Post shall pick up your mail shot.
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Select the option palett storage if you want to make use of this service. Please note that the retrieval
date has to be after the delivery date.
If you use the pick-up and delivery service ”Hin+Weg” be sure that option Posting is selected in this
dialog. Otherwise your items might be collected twice: First via ”Hin+Weg” and second via ”pallet
announcement”.
5.3. Dispatch properties
In this dialog window you define the properties for the dispatch of national items.
Normally there are two kinds of dispatch available: The options Allow dispatch as ”Infopost” and
Allow dispatch as ”remaining item” are enabled per default.
The option Allow extra items to reach higher bulk discounts is activated by default. It causes InfopostManager to calculate more items than are actually existing, in case this will reduce the total postage
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due to a higher bulk discount. Deactivate this option to prevent those pseudo-items to be created.
This can be necessary if you want to process the data created by Infopost-Manager externally and will
thereby merge different address sets.
If you are Infopost-Koop customer you can advice Infopost-Manager to automatically pay extra items
during optimization in order to reach 100,000 items if the mailshot volume should be too low. Just
activate the appropriate check box.
Infopost-Manager automatically classifies the items into the categories Infopost and remaining items during
postage optimization and always provides the optimal spread with the cheapest charges.
It is important that the items for these categories have to be produced separately and posted with a
separate posting list for Infopost. Remaining items are posted as normal letters franked with stamps or by
machine.
Deactivate option Allow dispatch as ”remaining item” in order to post even small mailshots as Infopost.
You will save the efforts for franking the remaining items but have to pay more because Infopost-Manager
will calculate extra items until a dispatch as Infopost will become possible.
The properties set here can also be predefined as default for future projects. To do so set them once
under Extras - Options on the tab Settings in the section Apply dispatch properties to all new projects (on
page 219).
Individual Katalog dispatch
If your mailshot complies to the requirements of Individual Katalog dispatch, which means that the
items are classified as ”Katalog”and their format is ”Groß- or Maxi item” with wrapping, there will
be an additional option Allow dispatch as ”Individual Katalog dispatch” available.
”Individual Katalog dispatch” is only allowed for catalogs that are send by Infopost. It is only meant for
single catalogs which have returned before or which have been reordered and don’t comply to the minimum
quantity needed for Infopost items. These items can only be delivered to major acceptance offices.
When producing as Individual Katalog dispatch specific production lists are available in the Results
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menu under the option Individual Katalog dispatch (on page 173). In addition Infopost-Manager’s
mail merge (on page 238) will be extended to a corresponding address category.
International optimization module
The activated module International optimization will enable you to dispatch international products like
”International letters at kilo rate” either. Furthermore you can define the way international items should
be shipped. Details can be found in chapter International optimization (on page 334).
5.4. Postage optimization
Based on the given information, Infopost-Manager distributes all items within a few seconds into the
categories Infopost and remaining items and produces the required sorting order of the addresses for
production (on page 141).
At the same time, Infopost-Manager calculates the minimum total charges which result from any
possible extra items (see example below), from the item distribution into the three categories and
from additional production rebates.
An example shall clarify the advantage of using extra items:
A very small mailshot consists of 45 items. Since, however, the regulations of Deutsche Post AG for
Infopost require at least 50 items, you would have to pay the letter mail charge for every item. But if
you add five virtual ”extra items”, you will only pay the reduced charge for Infopost. Since the letter mail
charge is about twice as much as the Infopost postage, 50 Infopost items are considerably more favourable
than 45 letter mail items.
You can see the values calculated in the project overview on the main screen.
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The message Information give you possible explanations about the result of the optimization.
The optimization results are shown in the posting list (on page 176) and the project statistics (on
page 180).
Optimization may be run several times, for instance in order to test various combinations of item and
production properties.
If, however, you have taken further steps using the result of optimization (e.g. in mail merge or printing or
exporting the addresses), you should never make changes which would require re-optimization. Otherwise,
all print-outs (addresses, forms and lists) would have to be done again.
Module International optimization
With activated module International optimization the international charges will be shown on separate
tabs. Details can be found in chapter International optimization (on page 337).
5.5. Payment method properties
Deutsche Post AG offers a variety of ways to pay the due charges. Special agreements with Deutsche
Post AG are required for some payment methods.
A bank account has to be defined in any case in order to allow Deutsche Post AG to refund unnecessarily
paid charges. The hotline, which you can reach on phone +49 180 5 334460 (14 ct per minute or part
thereof from a German landline; or a maximum of 42 ct per minute or part thereof from the German mobile
phone network) or a Direct Marketing Center close to you will be glad to answer your questions about the
various payment methods.
5.5.1
Payment
On this tab you define how you intend to pay the remaining postage.
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Remaining postages are e.g. the postage costs if using the franking mark, the value added tax for
Infopost etc. The latter also incur if you frank your items by yourself, e.g. via FRANKIT.
Depending on the franking type you can also pay the remaining postage in advance by stamping them on
the list (on the next page).
You can activate the pretax deduction permission by clicking the corresponding check box. These
settings are important for Infopost-Manager as they decide the postage optimization runs with pretax
or after tax values.
Typically all users have a pretax deduction permission if they are not
• private end users
• part of the public authorities (federation, provinces or communes)
• small business owners who are not charged with any value added tax
If you process a project as a lettershop on behalf of a customer you must at this point define the payer
(resp. the buyer for ”DHL Infopost” projects) and his payment type.
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If you choose option deviant payer you can select an address from your customer index, which is
neither sender nor mailer, by clicking the
button.
You can define the presets for the payer and his default payment type per customer resp. sender in the
customer index (on page 199), Thus, you only have to define deviations from these presettings on a project
by project basis.
5.5.2
Prepayment
On this tab the postage is shown which is already paid by direct franking.
Additionally, you can specify here if you would like to stamp the remaining postage on the posting
list. In order to do so activate the check box Remaining postage stamped on list.
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Entering variable values for the general stamping is only possible for the franking types canceling by sender,
Plusbrief and Frankierservice (PWz).
Stamping remaining postage is only possible for the franking types franking mark and FRANKIT.
5.6. Partial postings
Usually, and especially, with smaller Infopost projects, all items of a project are posted in one job.
With projects involving more than 4,000 items, however, you can also post your Infopost in parts on
different days. Staggering large mail shots can for instance save time and stock space and may relieve
a Call Center which is responsible for acquiring responses.
Partial postings may not contain any Germany pallets, Germany trays resp. Germany bundles. Activate
the option Produce partial posting compliant during specifying the production properties (on page 141).
If you produce and post items of a project over several days, Deutsche Post regards the partial postings
as one joint posting if the daily postings are implemented in self-contained ascending or descending
routing zone blocks. At least 4,000 items must be posted in the first partial posting, however.
The items which you would like to combine as partial postings must be determined by you. This is
only possible after the postage costs have been successfully optimized.
Once you have launched the menu item Preparation - partial postings, you will see in the lower area
of the dialog box that initially no item is allocated to a partial posting. The number of trays and the
weight is shown for your information.
You can define the first partial posting by using the Add button.
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5 Preparation menu
General tab
Here, you can redefine the delivery values which you specified in the production properties (on page 147)
for each partial posting.
Date
Here you can set delivery date and time for the handover of this partial posting to the Deutsche Post
AG. The data can differ from the data you have defined in the production properties (on page 147)
before.
Delivery
The delivery place respective the acceptance office can be set here individually or independently of
the various partial postings.
Choose the option use global delivery place to determine, that you will post the items at the delivery
place you have already defined in the production properties (on page 147).
The option Pallets being picked up by Deutsche Post AG destines the pallets to be picked up at the
producing supplier by the Deutsche Post AG at the specified point of time.
Use the option Pallets posted at Deutsche Post AG acceptance office to determine a separate acceptance
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office for the current partial posting. This office can vary from the global one. You can click the button
Select acceptance office to get a list from which you can choose the corresponding office.
Description
In this area you can set a designation for the current partial posting. You can choose between an
automatic description, consisting of date, name of the supplier, partial posting number and a manual
description.
Click the OK to go to the Content tab.
Content tab
A partial posting is composed of the items belonging to a particular tray, bundle respectively. pallet
targets, i.e. routing zones respectively. regions have to be posted jointly and in ascending order. If
you activate the option Show available entries only, you will see only those targets which have not yet
been allocated to another partial posting.
Tick the targets which you would like to send simultaneously in a partial posting. Please note that
the first partial posting must total at least 4,000 items. In the summary table you will be able to
see in each case the status of the current partial posting, of the partial postings which have already
been defined, and of the items which have not been allocated yet as well as the totals and the average
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5 Preparation menu
values. With each tick, this summary changes.
The partial posting management lists all partial postings defined so far in a well arranged table.
You can now define more partial postings and change or delete existing ones. It is important that
there are no items left at the end of a project which are not allocated to any partial posting.
Please note that you must print a separate posting list for each partial posting and submit it to Deutsche
Post.
5.7. Order management
This menu item is only visible if you decided to exchange your project data with Deutsche Post via
order management and activated an option other than No data exchange in the application options
(on page 225). With it, you start the transfer of the project data to Deutsche Post’s data exchange
server or have the opportunity to cancel an order which has been already transferred.
Dependent on the chosen transfer type the way of interaction with Deutsche Post’s data exchange
server differs.
5.7.1
Data exchange via Webservice
Before starting the file transfer the current project status will be shown.
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5 Preparation menu
In principle there are three different status: The first notification and a project modification which
makes a new transfer of the project data necessary. In both cases the reason for the transfer will be
shown. The third status alternative is the simple case that the project status is up-to-date meaning
that no data have to be transferred.
Clicking the Next button starts the real transfer.
If appropriate, you will be prompted for user and password before this dialog.
The entered values can be permanently stored by activating option Save password. Any time, you can
reset these values in the application options (on page 226).
Normally, the successful transfer of the project data to the data exchange server is acknowledged with
a respective message:
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5 Preparation menu
In case of an error the reason for the failure will be shown.
As soon as you corrected the displayed error just start the data exchange once again.
5.7.2
Manual data exchange via file transfer
Before starting the file transfer the current project status will be shown and you have the opportunity
to determine storage location for the exchange file to be transferred.
In principle there are three different status: The first notification and a project modification which
makes a new transfer of the project data necessary. In both cases the reason for the transfer will be
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5 Preparation menu
shown. The third status alternative is the simple case that the project status is up-to-date meaning
that no data have to be transferred.
Clicking the Next button creates the exchange file in the chose directory which you manually have
to send to Deutsche Post afterwards. Information on possible transmission methods can be received from IT Customer Support Post (IT CSP) via hotline: +49 6151 908-8000 or via e-mail:
it-csp@deutschepost.de
In the second dialog you can input the response file.
You will receive the response file from Deutsche Post as result of the manual transfer of the exchange file.
It contains for example information on whether it has been accepted or there have occurred errors.
Activating option The data have been successfully transferred and accepted by Deutsche Post skips the
input of the response file.
Deliberately use this option because there can occur irreparable deviations between your local project data
and those on Deutsche Post’s exchange server. If, for instance, your exchange file has not been accepted
by Deutsche Post’s data exchange server, for what reasons so ever, and thus the project has not been
created, Infopost-Manager assumes that everything is alright and from now on creates only change files
which will be rejected from the exchange server due to a missing adequate project.
Here, you can pause the project until you receive the response file e.g. in order to continue processing
other projects. Infopost-Manager close the project when clicking the Pause button and immediately jumps
exactly to this position as soon as the project is reopened.
Normally, the successful transfer of the project data to the data exchange server is acknowledged with
a respective message:
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5 Preparation menu
In case of an error the reason for the failure will be shown.
As soon as you corrected the displayed error just start the data exchange once again.
5.7.3
Cancel order
Call this submenu item if you intend to completely delete the already transferred project data from
Deutsche Post’s data exchange server.
Changing the sender necessitates for example the cancellation of an order.
If required you can created a new order any time by starting the data exchange once again.
5.7.4
Request status
When you open a project which was created by an order on the data exchange server (on page 26)
of Deutsche Post, its status will be requested. That is to say, Infopost-Manager compares the local
project data with those on the exchange server.
You can also initiate this process using this menu item. The order status will be shown in a separate
window, as in Request details (on page 22).
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Overview tab
This tab shows a tabular overview over the process transferred to Deutsche Post AG. It contains
categories of the posting as well as the order number assigned by Deutsche Post AG and its transfer
status.
In the Transfer status area you can see whether the project requires another data exchange. This
may be the case if relevant data has been altered.
Details tab
This tab shows all relevant data of the order, e.g. your order number or that of Deutsche Post. You
may select a specific category from the drop down menu.
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5.7.5
Open in AM.portal
This menu item starts your web browser and opens the current project on the respective page of the
data exchange portal (AM.portal).
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6. Results menu
Contents
6.1. Tray/Bundle list . . . . . . . . . . .
6.2. Tray target/Bundle target list . . .
6.3. Pallet list . . . . . . . . . . . . . . .
6.4. Pallet target list . . . . . . . . . . .
6.5. Individual Katalog dispatch . . . .
6.6. Routing labels . . . . . . . . . . . .
6.7. Posting lists . . . . . . . . . . . . . .
6.8. Production and posting documents
6.9. Mail merge (IPM) . . . . . . . . . .
6.10. Mail merge (Word) . . . . . . . . .
6.11. Address export . . . . . . . . . . . .
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169
170
172
173
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176
178
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179
You can use this menu to print the lists, labels and forms required for production and posting and to
start mail merge and address export procedures.
This menu provides you with additional lists besides the necessary posting list which are helpful when
packing the items into trays or bundles.
If you make changes to your addresses or to the item, production or payment method properties after
having printed these lists and the tray or bundle labels, you must print all forms again, because any
minor alteration to one of these areas may have a major impact on the sequence of sorting, on postage
optimization, on the posting list, and on mail merge or address export.
Modules International optimization, Vario and Job splitting
With activated module International optimization you will be able to access the international production
lists via a new menu item. If appropriate, the activated Vario module extends the production lists and the
routing labels by the information about the produced variant. Comparable to this the Job splitting module
provides extended production lists, routing labels as well as posting lists for every single job. Details can
be found in chapters International optimization (on page 340), Vario (on page 350) and Job splitting (on
page 361).
6.1. Tray/Bundle list
The tray resp. bundle list is created by Infopost-Manager as an internal utility for preparing the
posting of Infopost items. It is not required for posting the mailshot.
This list helps to ensure the correct item spread across trays or bundles - the so-called production of
the current project.
You will find more information on this in the Production guidelines (on page 308) chapter.
Remaining items do neither have to be sorted nor put into trays and are treated like ”normal” letters.
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The tray resp. bundle list can be printed or exported.
Further information on Preview, Print options and Export can be found in chapters Preview und Print
(on page 401) resp. Export (on page 402).
Change the column width by navigating the mouse to the right column border until the mouse arrow
. Now drag the column to the desired width.
changes to
By right-clicking the column header you can change the Column layout and Optimize column width
(q.v. Configure table (on page 405).
Depending on your decision to produce trays or bundles, you will find here either the tray list or the
bundle list.
The structure and the presentation of the table is similar for both tray or bundle production. Each value
refers to the required tray or bundle.
The table is sub-divided into two areas:
• Tray/Bundle
• Tray target/Bundle target
In the lower status bar you can read the total number of the respective production lot which is required
after optimization based on the given information on the various preparation menu items.
Tray/Bundle
The first area contains information about the trays/bundles:
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Columns
Explanation
No.
All trays resp. bundles are serially and individually numbered.
Items
This column shows the number of items for the respective tray/bundle.
Net
The net weight represents the mere weight of all items.
Gross
The gross weight sums up the net weight plus tray and pallet weights.
Below the table the totals of the different columns can be found.
Tray target/Bundle target
Trays can contain items with a similar ZIP or for a routing region (first two digits of the ZIP) or they
can be packed as Germany tray.
ZIP trays resp. bundles with similar ZIPs are combined by Infopost-Manager to one tray/bundle
target. The same holds for routing region trays or bundles. Germany trays/bundles also represent a
target (0-9).
Tray/Bundle targets are enumerated by Infopost-Manager. If appropriate, change the column layout (on
page 405) in order to see the target numbers of the trays resp. bundles in the table.
The Type indicates the sorting criterion (ZIP, RR or Germany) which has to be considered when
filling the items into trays or bundles.
The Marking will be printed on the tray/bundle label. Depending on the tray/bundle type, this is
the ZIP, the routing region or ”0-9” for Germany tray resp. bundles.
Producing Germany trays means that the items have to be filled into the trays sorted by ZIP in
ascending order.
Bundles, however, have to be target clean, i.e. they may only contain items with the same ZIP or
routing region.
• The first two lines of the image above show ZIP trays with the same target. Here, the marking
of the tray is the 5-digit ZIP.
• There is only one ZIP tray for the target 99976.
• The next trays are routing region trays (Type RR) for the targets 67, 68 and 69, i.e. for each
target there is only one tray.
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• The last line shows a Germany tray - the tray label will get the marking 0-9.
Pallet
When pallets should be produced the tray/bundle list will additionally contain the columns pallet
and pallet target:
If you defined Partial postings (on page 155) you can filter the table accordingly. Each partial posting
can be selected via a dropdown menu, which is located in the menu bar. In addition to that, you can
also browse through the various partial posting lists via the arrow buttons.
If more than one pallet have to be produced, they will be enumerated in order to help you in always
keeping the overview. The number informs you on the respective tray’s/bundle’s pallet location.
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Pallet target
Similar to a tray/bundle target, a pallet target contains all pallets for the same routing zone (RZ
= first digit of the ZIP) or routing region (RR = first two digits of the ZIP). Germany pallets also
represent a target. All pallet targets are enumerated by Infopost-Manager. If appropriate, show the
pallet target number in the table via changing the column layout (on page 405).
In the ”pallet target” area you can see
• which tray/bundle has to be packed on which pallet type (RZ, RR or Germany pallet) and
• the pallet’s marking.
6.2. Tray target/Bundle target list
This list is for controlling purposes during production as well as for retrieving items (on pallets) for
dedicated tray or bundle targets (on page 167). It shows the tray respectively. bundle data for targets
in a compressed format.
The above table shows e.g. for routing region 22 (target no. 3) that 12 trays with total 2119 items
are available. The item number can e.g. counterchecked with your address management tool.
You can also use this table to retrieve items e.g. of a dedicated routing region from the pallets based
on the pallet numbers.
Underneath the table, the totals of the columns net, gross, trays and items can be found once again.
In the lower status bar you can read the total number of tray/bundle targets, which was calculated
during the optimization based on the given information on the various preparation menu items.
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If you defined Partial postings (on page 155) you can filter the table accordingly. Each partial posting
can be selected via a dropdown menu, which is located in the menu bar. In addition to that, you can
also browse through the various partial posting lists via the arrow buttons.
6.3. Pallet list
The pallet list is not required for posting the mails hot but serves as an internal aid provided by
Infopost-Manager for producing pallets.
If you defined Partial postings (on page 155) you can filter the table accordingly. Each partial posting
can be selected via a dropdown menu, which is located in the menu bar. In addition to that, you can
also browse through the various partial posting lists via the arrow buttons.
Table
The pallet list is sub-divided into three areas:
• Pallet
• Quantity
• Pallet target
In the lower status bar you can read the total number of pallets, which was calculated during the
optimization based on the given information on the various preparation menu items.
Pallet
Here, all pallets to be produced, are shown each having a unique, sequential number.
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The net weight only sums up all item weights for a complete pallet while gross weight is the net
weight plus the weights for trays and the pallets themselves.
More detailed information on pallet production can be found in chapter Production guidelines (on
page 308).
Quantity
This area shows, how many trays respectively. bundles containing how many items have to be packed
on the pallet.
Pallet target
A pallet target comprises all pallets for the same routing zone (RZ = first digit of the ZIP) or routing
region (RR = first two digits of the ZIP). Germany pallets also represent a pallet target.
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The Type indicates the pallet target type (RZ, RR or Germany).
The Marking will be printed on the pallet label. This is in particular important, if the marking of the
different labels will be done manually.
6.4. Pallet target list
Similar to the tray/bundle target list, the pallet target list is for controlling purposes during production. It groups all pallets to the same targets of type routing zone, routing region or German.
From the table you can derive
• the pallet target Type (RZ, RR or Germany),
• the resulting Marking for the pallet label,
• the respective Net and Gross weight and
• the Number of Pallets, Trays or Bundles and Items for the pallet target.
In the lower status bar you can read the total number of pallet targets, which was calculated during
the optimization based on the given information on the various preparation menu items.
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If you defined Partial postings (on page 155) you can filter the table accordingly. Each partial posting
can be selected via a dropdown menu, which is located in the menu bar. In addition to that, you can
also browse through the various partial posting lists via the arrow buttons.
6.5. Individual Katalog dispatch
When producing items as Individual Katalog dispatch, in the Results menu specific production lists
become available under the option Individual Katalog dispatch. These lists are similar to the ones you
know from Infopost items.
The following lists are available:
• Tray/Bundle list (on page 165)
• Tray target/Bundle target list (on page 169)
• Pallet list (on page 170)
• Pallet target list (on the previous page)
• Routing labels (on this page)
6.6. Routing labels
Via the Routing label menu item you go to the area where you can administrate your tray and bundle
routing labels. Use theses labels to mark the trays and bundles.
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6 Results menu
Tray routing label
Infopost-Manager handles the marking of the tray routing labels; after printing, you only have to affix
them to the trays according to the entries of the tray list (on page 165).
Bundle routing label
Infopost-Manager handles the marking of the bundle routing labels; after printing, you only have to
affix them to the bundles according to the entries of the bundle list (on page 165).
Other than print the tray routing labels you can specify the format here. Decide whether you want
to print one label on DIN A5 pages, two labels on DIN A4 pages or four labels on DIN A3 pages.
Bundle labels for ZIP bundles are not required according to the postal regulations. If you want to
exercise this option, activate this check box.
Pallet routing label
Similar to the tray and bundle labels you can print the pallet labels here.
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6 Results menu
Common options
The current default template is shown in field Tray routing label resp. Bundle routing label. Execute
the following actions with the buttons on the right of this field:
Icon
Description
If you click this button you will see a preview (on the current page) of the label prior to printing.
This button calls the print dialog (on page 250) for routing labels. Before starting the prints you
can set the printer properties to your needs.
If you click this button you will run the export (on page 312) of the tray resp. bundle routing
label information. You can use the exported data to create the routing labels on other systems.
You can also export the tray and bundle routing labels as PDF files via the dropdown menu.
You can also edit the routing labels to a certain extent in order to adjust them to your needs.
Modifications can be saved and used for future prints. Thus, two new options are available in the
dropdown menu which can be reached via the
button.
Edit
Choose the Edit menu item if you want to launch the label editor (on page 410) and make some
changes.
Reset Default
If you have altered your routing labels with the editor it will be automatically used as template for
future prints. You can recall the certified default template by executing this command.
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6 Results menu
Preview
In this dialog you can receive an impression how the tray resp. bundle labels would look like if they
are printed.
Generally, the functions in the icon bar are identical to those from other Infopost-Manager modules.
You can print both the current and all routing labels or export them as PDF file; you will be able to
zoom in and out and switch die single routing labels using the cursor keys.
The dropdown field on the right side of the icon bar informs you whether you see a tray or a bundle
routing label.
6.7. Posting lists
You can use this menu item to start printing the forms which are required for posting. The forms are
completely filled based on the information you provided for Infopost and only needs to be signed. If
appropriate, additional forms such as the POSTCARD slip can be printed from here.
You can also print single sheets of the forms but all sheets of the posting list are required for posting the
current project.
If the posting spans several routing regions, the general terms and conditions of Deutsche Post regulate
that a separate posting list is required for each routing region. When optimizing via Infopost-Manager one
posting list is sufficient as long as the compilation of routing regions will be included.
Modules International optimization, Vario and Job splitting
With activated module International optimization the international posting lists will be available, too. If
the Vario module is activated and if a VarioPlus-mailshot is to be produced Infopost-Manager offers here
the required variant lists. Comparable to this the Job splitting module provides posting lists for every
single job. Details can be found in chapters International optimization (on page 341), Vario (on page 361)
and Job splitting (on page 361).
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6 Results menu
Phone number
The phone number for inquiries to be entered here is mandatory. It will be printed on the different
posting lists at dedicated places.
Date option
Activate the date option to enter the desired posting date in the posting list. If this option is not
activated no date will be printed.
Print Preview
Initiate the Print Preview to view the posting lists before you print them.
You will find more details on the further options of this Preview in the Print Preview (on page 404)
chapter.
This preview can also be initiated in the Print postal forms dialog window by double-clicking the desired
form.
Activate the check box Pallets will be picked up if you also want to print a pallet notification. In this
case a dialog to select reception and pick-up point will appear.
177
6 Results menu
6.8. Production and posting documents
With this menu item you can create complete document sets for your mailshot in one step. This is
especially useful if you work with partial postings (on page 155) or job splittings (on page 361).
Select a posting from the dropdown menu, for which you like to create a set of production and
posting documents. The different Documents can be defined on the correspondent area. Option <all
postings> creates all sets in one step. Each set is stored in a separate ZIP archive.
In the Output you have to specify the directory for the storage of the created documents. You can
use the file prefix to head each ZIP archive file name with this string.
6.9. Mail merge (IPM)
on page 238
178
6 Results menu
6.10. Mail merge (Word)
on page 303
6.11. Address export
on page 312
179
7 Analysis menu
7. Analysis menu
Contents
7.1. Project statistics . . . . . . . . . . . . . . . . .
7.1.1. General . . . . . . . . . . . . . . . . . . . . .
7.1.2. Address import . . . . . . . . . . . . . . . . .
7.1.3. Address check . . . . . . . . . . . . . . . . . .
7.1.4. Duplicate search . . . . . . . . . . . . . . . .
7.1.5. Item properties . . . . . . . . . . . . . . . . .
7.1.6. Production properties . . . . . . . . . . . . .
7.1.7. Payment method . . . . . . . . . . . . . . . .
7.1.8. Gross charge . . . . . . . . . . . . . . . . . .
7.1.9. Discount . . . . . . . . . . . . . . . . . . . . .
7.1.10. Net charge . . . . . . . . . . . . . . . . . . .
7.1.11. Production . . . . . . . . . . . . . . . . . . .
7.1.12. Data exchange Deutsche Post . . . . . . . . .
7.2. Address spread by ZIP . . . . . . . . . . . . .
7.3. Address spread by cities . . . . . . . . . . . .
7.4. Spread by provinces . . . . . . . . . . . . . . .
7.5. Spread by Nielsen regions . . . . . . . . . . .
7.6. Address spread by routing regions . . . . . .
7.7. Address spread by routing zones . . . . . . .
7.8. Address spread by countries . . . . . . . . . .
7.9. Map Tool . . . . . . . . . . . . . . . . . . . . .
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180
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190
191
This menu offers statistical information on your project and on the processed addresses.
7.1. Project statistics
The project statistics will show you a summary of all results provided by Infopost-Manager for the
current project and all the information you have provided on the items, on production and on the
payment method in a compressed format.
Furthermore, Infopost-Manager calculates the average costs per item in this project which will be
shown in this list.
More detailed information on the additional options available in this preview are part of chapter Print
Preview (on page 404).
7.1.1
General
This block shows the project name, the description, the text of the Info field (q.v. Project properties
(on page 41)) and further information on the current project properties.
180
7 Analysis menu
7.1.2
Address import
This table briefly summarizes all results after importing addresses.
It shows both the source files from which the addresses were taken and detailed information on how
many addresses have been imported, how they are spread across Germany and foreign countries and
the respective quota of postally correct addresses. The number of addresses not imported is also
stated.
7.1.3
Address check
This table contains all results of the address check.
You will see
• how many addresses comply to the postal regulations after the check,
• how many corrections were made manually, automatically or by Thesaurus,
• in how many addresses the spelling was changed,
• how many addresses are still partly or completely incorrect even after the check, and
• how many of the recipients are abroad.
181
7 Analysis menu
7.1.4
Duplicate search
You will see in this list
• how many duplicate groups were found in the current address file,
• how many duplicates were identified within these groups, and
• the quota of removed duplicates.
7.1.5
Item properties
The project statistics reflect the information you provided on the item:
Format, weight, thickness, content and franking type are stated; furthermore, the item distribution
to Infopost and remaining items and the respective charges and descriptions per category are given.
7.1.6
Production properties
All production information of the current project which you provided during preparation will be
summarized here.
You will see e.g. the values for tray or bundle properties, filling amounts, tray resp. bundle quantity
per pallet or routing district optimization.
7.1.7
Payment method
This information on how the charge of the current project is to be invoiced is taken from the data
which you provided during preparation.
182
7 Analysis menu
7.1.8
Gross charge
The project statistics show the details on how the charge for the current project is composed.
The table shows the charges for the two categories Infopost and remaining items calculated based on
the information per item, the exact item quantity per category, any extra items (see below) required
in order to achieve the minimum quantity required for Infopost, and the resulting costs.
An example will clarify the advantage of extra items:
A mailshot with addresses distributed all over Germany consists of 3,500 items. Since the regulations of
Deutsche Post AG for Infopost, however, require at least 4,000 items, you would have to pay the letter
mail charge of EUR 0.55, i.e. a total charge of EUR 1,925. If, however, you add 500 virtual ”extra items”,
you will pay the reduced charge for Infopost of 4,000 x EUR 0.25 = EUR 1,000.
7.1.9
Discount
Within bundle resp. tray production and pallet production, Deutsche Post grants production rebates
for Infopost items depending on the preliminary processing in production. The following applies to
such production rebates:
If you only use Germany trays and Germany pallets, you may simplify the production but at the same
time will lose the possibility of a discount, which will only be granted if routing region resp. ZIP trays
and routing zone resp. routing region pallets are produced.
Infopost-Manager’s default settings ensures that the production rebates are used to the best. In menu
item Preparation - Production properties you can regulate the number of trays which will have to be
produced. Depending on theses settings, you may simplify production but will get less discounts, or
you may receive higher discounts but will also have to deal with a higher production complexity.
If you use the franking mark (ZL), which is possible from 4,000 effective items in combination with
data exchange, you will also be given an additional discount.
The project statistics show in detail the rebates percentage for each production type, if applicable,
and the corresponding item quantity. In addition to that, the totals of the various rebates and the
grand total, which will be deducted from the charge, are listed here.
183
7 Analysis menu
7.1.10
Net charge
This table shows the charge after deduction of the discounts. At the same time, Infopost-Manager
calculates the average costs per item.
7.1.11
Production
The left table shows numbers of produced trays separated into the targets ZIP, routing region and
Germany while the right table shows the numbers of produced pallets separated into the targets
routing region, routing zone or Germany.
7.1.12
Data exchange Deutsche Post
The table shows whether or not data have been exchanged (on page 158) with the Deutsche Post
server. If yes, the exact time and date is listed as well as the transferred numbers.
7.2. Address spread by ZIP
This lists gives a compilation of the used addresses grouped by ZIPs.
Unused addresses might be e.g. manually ignored during duplicate search or in the address management
or were classified as postally incorrect by the address check.
You see the number of addresses belonging to a specific ZIP. The geographic distribution within
Germany is shown by the Map Tool (on page 191).
184
7 Analysis menu
The spread by ZIP can be printed or exported.
Further information on Preview, Print options and Export can be found in chapters Preview und Print
(on page 401) resp. Export (on page 402).
Change the column width by navigating the mouse to the right column border until the mouse arrow
changes to
. Now drag the column to the desired width.
By right-clicking the column header you can change the Column layout and Optimize column width
(q.v. Configure table (on page 405).
7.3. Address spread by cities
This lists gives a compilation of the used addresses grouped by cities.
Unused addresses might be e.g. manually ignored during duplicate search or in the address management
or were classified as postally incorrect by the address check.
You see the number of addresses belonging to a specific city. The geographic distribution within
Germany is shown by the Map Tool (on page 191).
185
7 Analysis menu
The spread by cities can be printed or exported.
Further information on Preview, Print options and Export can be found in chapters Preview und Print
(on page 401) resp. Export (on page 402).
Change the column width by navigating the mouse to the right column border until the mouse arrow
changes to
. Now drag the column to the desired width.
By right-clicking the column header you can change the Column layout and Optimize column width
(q.v. Configure table (on page 405).
7.4. Spread by provinces
This lists gives a compilation of the used addresses grouped by provinces.
Unused addresses might be e.g. manually ignored during duplicate search or in the address management
or were classified as postally incorrect by the address check.
You see the number of addresses belonging to a specific province.
186
7 Analysis menu
The spread by provinces can be printed or exported.
Further information on Preview, Print options and Export can be found in chapters Preview und Print
(on page 401) resp. Export (on page 402).
Change the column width by navigating the mouse to the right column border until the mouse arrow
changes to
. Now drag the column to the desired width.
By right-clicking the column header you can change the Column layout and Optimize column width
(q.v. Configure table (on page 405).
7.5. Spread by Nielsen regions
This lists gives a compilation of the used addresses grouped by Nielsen regions.
Unused addresses might be e.g. manually ignored during duplicate search or in the address management
or were classified as postally incorrect by the address check.
You see the number of addresses belonging to a specific Nielsen regions.
187
7 Analysis menu
The spread by Nielsen regions can be printed or exported.
Further information on Preview, Print options and Export can be found in chapters Preview und Print
(on page 401) resp. Export (on page 402).
Change the column width by navigating the mouse to the right column border until the mouse arrow
changes to
. Now drag the column to the desired width.
By right-clicking the column header you can change the Column layout and Optimize column width
(q.v. Configure table (on page 405).
7.6. Address spread by routing regions
This lists gives a compilation of the used addresses grouped by routing regions.
Unused addresses might be e.g. manually ignored during duplicate search or in the address management
or were classified as postally incorrect by the address check.
You see the number of addresses belonging to a specific routing region. The geographic distribution
within Germany is shown by the Map Tool (on page 191).
188
7 Analysis menu
The spread by routing regions can be printed or exported.
Further information on Preview, Print options and Export can be found in chapters Preview und Print
(on page 401) resp. Export (on page 402).
Change the column width by navigating the mouse to the right column border until the mouse arrow
changes to
. Now drag the column to the desired width.
By right-clicking the column header you can change the Column layout and Optimize column width
(q.v. Configure table (on page 405).
7.7. Address spread by routing zones
This lists gives a compilation of the used addresses grouped by routing zones.
Unused addresses might be e.g. manually ignored during duplicate search or in the address management
or were classified as postally incorrect by the address check.
You see the number of addresses belonging to a specific routing zone. The geographic distribution
within Germany is shown by the Map Tool (on page 191).
189
7 Analysis menu
The spread by routing zones can be printed or exported.
Further information on Preview, Print options and Export can be found in chapters Preview und Print
(on page 401) resp. Export (on page 402).
Change the column width by navigating the mouse to the right column border until the mouse arrow
changes to
. Now drag the column to the desired width.
By right-clicking the column header you can change the Column layout and Optimize column width
(q.v. Configure table (on page 405).
7.8. Address spread by countries
This lists gives a compilation of the used addresses grouped by countries.
All used addresses in your project are grouped by countries. For each entry, the respective country is
given as well as its ISO code and the item quantity (separated in total, used and unused).
Unused addresses might be e.g. manually ignored during duplicate search or in the address management
or were classified as postally incorrect by the address check.
190
7 Analysis menu
The spread by countries can be printed or exported.
Further information on Preview, Print options and Export can be found in chapters Preview und Print
(on page 401) resp. Export (on page 402).
Change the column width by navigating the mouse to the right column border until the mouse arrow
changes to
. Now drag the column to the desired width.
By right-clicking the column header you can change the Column layout and Optimize column width
(q.v. Configure table (on page 405).
7.9. Map Tool
This tool illustrates in a map the spread of the used addresses within Germany and for international
items in the world by number and by percentage. Different color shadings show the spread density.
The view can be changed between routing region, routing zone, provinces, Nielsen regions and
International. Choose your preferred region via the menu View or the dropdown menu in the icon
bar.
191
7 Analysis menu
If you direct the mouse over a region a quick info shows you its number and the number of addresses for
that region.
Icon bar
You can directly access the most important items of menus File and View by clicking the icons in the
upper bar and can also make more details visible by zooming into sub areas.
Prints the currently shown map region incl. the various color shadings for the spread.
Displays the spread of all items of the current project by number within the chosen region. The
caption can be opened and closed via the caption icon or the View menu.
With this icon or the View menu you can specify which color should be used to display the spread.
Zooms into the view within the frame you select.
This tool is used to move the map.
Zooms out the view.
Changes into the map’s original total view.
You can directly zoom into a region (either routing region, routing zone, province, Nielsen region or
country) which you can select in the next window:
192
7 Analysis menu
You can also zoom by clicking directly into the map: Clicking and holding the left button will span a frame
which marks the area to be zoomed in, clicking right will zoom out by one level.
Extras
In the Extras menu you can find further options for the map tool:
You can select here which additional objects (rivers and seas, highways and interstates, cities) you
would like to be shown in the map by activating the respective check box.
193
7 Analysis menu
Please note that rivers and sees as well as highways and interstates can only be displayed for Germany.
194
8 Extras menu
8. Extras menu
Contents
8.1. Customer index . . . .
8.1.1. Data . . . . . . . . .
8.1.2. Edit . . . . . . . . .
8.1.3. Projects . . . . . . .
8.1.4. Extras . . . . . . . .
8.2. Sender / Mailer . . . .
8.2.1. General . . . . . . .
8.2.2. Details . . . . . . . .
8.2.3. Projects . . . . . . .
8.2.4. Sender / Mailer . . .
8.2.5. Projects . . . . . . .
8.3. Blank forms . . . . . . .
8.4. Responseplus assistant
8.5. Change password . . .
8.6. User administration . .
8.6.1. User data . . . . . .
8.6.2. User rights . . . . .
8.7. Show log . . . . . . . . .
8.8. Acceptance offices . . .
8.9. ZIP search . . . . . . . .
8.10. Update address check .
8.11. Options . . . . . . . . .
8.11.1. General . . . . . . .
8.11.2. User . . . . . . . . .
8.11.3. Presettings . . . . .
8.11.4. Production . . . . .
8.11.5. Other . . . . . . . .
8.11.6. Internet . . . . . . .
8.11.7. Order management .
8.11.8. Data Backup . . . .
8.11.9. Administration . . .
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In this menu you can specify the sender. Furthermore, you can print out the various forms of Deutsche
Post as plain forms, i.e. without entries. You will also find here a list of all acceptance offices which
can be conveniently searched, and you can access the ZIP search. Above all, you can specify a variety
of options enabling you to adapt Infopost-Manager to your requirements.
A very useful part of Infopost-Manager Professional is the possibility to provide services for customers.
Depending on the chosen environment (on page 218) (personal use vs. lettershop) the first menu item
will be called Sender/Mailer (on page 203) or Customer (on the following page).
If your license allows for multiple users you will also have access to a user administration (on page 209).
On top of this you can start a Responseplus campaign here. An assistant will guide you through all
required steps.
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8.1. Customer index
The customer index allows lettershops to manage their customer data and projects.
Hints regarding data security/data protection
We emphasize that data protection and data security play a central role in Infopost-Manager. Therefore,
bank account details in the customer index will only be stored encrypted.
In addition to the general address information, it is possible to save information concerning the contact
person, contact data, bank account and postal data (Customer/Card no.) for each customer.
It is possible to select the customer by using the navigation arrow or by clicking the name.
In the status bar at the lower edge of the window you will see the total number of customers, which
have been created.
Sort table
By single-clicking a column header you sort the table by this column. Another click on the header
alters the order from ascending to descending or vice-versa. The sort criterion is always shown in the
lower status bar of the window (see also Extended mode (on page 202)).
Finding addresses
You can search for a specific customer by typing in the first letters in the lower left corner of the
window. Often, it is sufficient to enter a few letters since Infopost-Manager will move directly to the
entry closest to the information provided. The search will always explore the column, to which the
table is sorted.
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8.1.1
Data
Import
You can use the menu item Import to import customer data from external applications. Here, existing
customers can be automatically deleted. This doesn’t hold for customers or mailers, who were already
used for processing at least one project.
Infopost-Manager can import data in the following formats:
• Access
• Excel
• dBase
• fixed text
• variable text
Export
You can use the menu item Export to export the customer data for external processing.
For reasons of data protection sensible data in the customer index is stored encrypted. However, all data
fields will be exported as clear text. Please consider this for future use of the exported data.
Customer data can be exported into the following formats:
• Access
• Excel
• dBase
• XML
• fixed text
• variable text
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Close
The customer index is closed using this menu item.
8.1.2
Edit
You can use the New button respectively menu item to create a new customer in your customer index.
A lot of information for each customer can be managed.
Via Edit or double-clicking a customer, a dialog window pops up. Here, you can manage the current
customer’s projects and make changes to the data.
You can use the Customer menu to save any changes you have made and to close the Edit dialog
window.
You can use the Projects menu to manage the projects, which have been created for the current
customer. You can open and rename existing projects and view their properties. In the same way,
you can create new projects or delete existing ones here.
Use the Delete to irrecoverably remove a customer from the index. If there are still projects allocated
to this customer, they have to be deleted before the customer address record can be removed.
If you would like to delete a customer, but want to archive his projects, you can do this by creating a Pack
& Go file (on page 38).
General tab
You can use the General tab to manage the customer’s address data. In addition, an information field
is available, which can be used for further information.
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Field names highlighted in bold like for example Company1 are mandatory fields, i.e. they must be
filled.
The options available on this tab are also available to you when you create a new customer.
Details tab
Further customer data such as bank account details or the Post customer number can be managed on
the Details tab.
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If you want to transfer the project data via data exchange (on page 158) to Deutsche Post, either the bank
details or both fields Customer/Card no. have to be completely filled.
Both areas Presettings for new projects (as sender) and Presettings for new projects (as payer)
are quite useful.
In the first area you define for new projects for a specific customer who will be the payer if he is
sender. Thus, you may overrule the global settings (on page 219) per customer.
In the second area you define how the customer intends to pay if he is payer. You can also choose a
payment type other as defined in the application’s global settings (on page 219).
The check box Pretax deduction permitted is from major significance. By activating it you determine for
your customer being sender that the postage optimization shall run with pretax resp. after tax values.
Ask your customer whether or not he is pretax deduction permitted. Typically this privilege belongs to all
customers who are not
• private end users
• part of the public authorities (federation, provinces or communes)
• small business owners who are not charged with any value added tax
Projects tab
On the Projects tab you are given information on the projects assigned to the customer: Sub-folders
where the projects are saved (this field is left empty, if you saved projects in the root directory
”Projekte”), the project status and the creation and last change dates are listed. The last column
contains the information on the project created in the Project properties dialog.
The options offered by this tab are also available to you when you create a new customer.
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8.1.3
Projects
You can use the New Project button or menu item to create a new project for the selected customer.
The dialog windows Save project as (on page 16) pops up.
Project overview
You can use the menu item Project overview to get an overview of all projects managed for the selected
customer with information on the project name, the folder, in which it was stored, and the project
status. Furthermore you can see the creation, the last change date and the total editing time. The
”About” column contains the information, which were specified in the project properties (on page 41)
dialog window in the About field.
8.1.4
Extras
You can use the Mailer - Set customer as mailer menu item to globally specify a mailer for all projects.
This mailer’s data will be printed on the posting lists of all further projects (usually the information
of the lettershop).
The mailer data cannot be deleted until a new mailer has been specified.
If you select the menu item Columns, a dialog window pops up and you can define the layout of the
customer index:
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Select the fields which are to be displayed by clicking the respective check box.
If necessary, the column widths (in pixel) can be changed in the dialog field below the table. Set the
column order by moving them up or down. The button Default columns will reverse your changes.
Extended Mode
The extended mode offers useful functions for handling your customer index and still keeping the
overview, especially, if the number of customer increases.
Sort table
Mouse-click the column header in order to sort the table by this column. An arrow indicates the sort
direction. Change the direction by another mouse-click into the same column header.
If the arrow shows up, the sorting order is ascending, i.e. the sorting starts with the lowest number,
the beginning of the alphabet or the earliest date. The opposite holds for the descending sorting
order. The column, which serves as sorting criterion, is always indicated in the lower status bar of
the window.
If the extended mode is deactivated, you can only sort the table ascending by the columns ”Customer No.”,
”Company1+Compay2+Company3”, ”City (Street)” and ”Salutation+Title+First+Last name”.
Filter table
Click on the blue button at the right border of a column to open a dropdown menu, where you find
all values found in this column. You can filter the table by a value via selecting the respective entry
from this menu.
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If you want to deactivate a filter, click the menu item (All).
Column order
If you want the change the column order, click a column header, keep the mouse button pressed and
drag it to the desired position.
The green arrows indicate the position, where the column will be placed, if the mouse button is
released.
SEPA validation
Infopost-Manager can check the bank data you have entered in the edit dialog (on page 199). Simple
validations like checking minimum or maximum length of e.g. IBAN will always be done.
With this menu item you may also activate additional extended checks based on data of the German
Central Bank.
8.2. Sender / Mailer
You can make changes to your sender data in this dialog window.
The sender fields are used to manage address data and personal details where appropriate. Being a
personal user, you will enter these data when you first launch Infopost-Manager; they will be used for
all future projects and, where appropriate, in mail merge documents.
8.2.1
General
Your address data are managed on the General tab.
In addition, an information field is available for further details.
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8.2.2
Details
On the Details tab you can manage additional data such as bank account, the contact person your
Post customer number.
If you want to transfer the project data via order management (on page 158) to Deutsche Post, either the
bank details or both fields Customer/Card no. have to be completely filled.
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8.2.3
Projects
On the Projects tab you will find information on all projects stored with your sender data: Subfolders, where your projects are saved (this field is left empty, if you saved projects in the root
directory ”Projekte”), the project status and the creation and last change dates are listed. The last
column contains the information on the project created in the Project properties (on page 41) dialog.
8.2.4
Sender / Mailer
Save
You can use the Save menu item to save the last modifications to your sender data.
Save and close
You can use the Save and close button or menu item to save the last modifications to your sender
data and finish managing your sender data.
Close
You can use the Close button to leave the management of your sender data without saving any changes.
8.2.5
Projects
Prior to clicking on one of the options, which are explained below (with the exception of New project), you
first have to select a project on the Projects tab. Afterwards, you will be able to apply one of the following
commands.
Open project
You can use the Open project menu item to continue working on an existing project after you have
selected it on the Projects tab.
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New project
The New project menu item can be used without first marking an existing project on the Projects
tab. You can use this option to start working on a new project.
Delete project
You can use the Delete project menu item to remove the marked project from Infopost-Manager.
In the chapter Project management (on page 34) you find information on how projects can be archived.
Properties
You can use the Properties menu item to view the properties of a selected project which is managed
via the project explorer’s menu item Properties (on page 42).
Rename
You can use the Rename menu item to give a project a new name.
8.3. Blank forms
You can use this menu to view and print forms independent on the current project. These are only
blank forms and do not contain any information of the current project.
8.4. Responseplus assistant
Here you can start a Responseplus campaign.
Step 1
Form
Responseplus Referral allows for using your customers for acquisition. Your customers will recommend
your products to their family and friends.
With Responseplus Reply you can create a classic response element as postcard or reply letter. If you
choose this option you will have to specify a reply address.
Item format
Specify the format of your Responseplus items here.
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Step 2
Contractual partner
Specify here the Post customer number of the contractual partner for your Responseplus campaign;
normally yours.
Customer order number
Here you can specify a unique identifier for your Responseplus campaign.
This order number is crucial for the response analysis. Only if it is unique for every order, a valid statistic
can be compiled. This will e.g. allow for calculating the number of responses that have actually been sent.
The order number can contain up to 15 characters. Allowed are capital letters from A to Z and digits
from 0 to 9.
Items
Specify here how many items you would like to produce.
Item ID
Each reply item must have a unique identification number. Infopost-Manager will automatically set
the IDs for you. By specifying a start number you can ensure different campaigns will not use the
same IDs.
Step 3
This step is only necessary in case you are producing Responseplus Referral.
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TAN list
For each item a TAN will be generated. A TAN will be used to determine whether an item has already
been sent or not and can therefore avoid abuse.
The list will be stored as a file on your hard disk. Beside a file name you will have to specify a
password to protect the file. By specifying a consecutive number you can ensure that the generated
TAN list can unambiguously be associated with the Responseplus campaign.
Summary
This window presents the information about your Responseplus project. From here you can start mail
merge (on page 293) to put the Responseplus items into shape. You may also export (on page 395)
the collected data.
8.5. Change password
In order to change your password follow these steps:
1. In the menu Extras, click on Change password.
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2. In the first field, enter your current password.
3. Enter your new password in the fields below.
4. Close the dialog by confirming with the button OK.
5. Login with your new password by the next program launch.
8.6. User administration
This menu item will open the User administration. It shows all users and their last logins listed in
tabular form.
Click Create to add another user.
Using the context menu or by clicking the arrow to the right of Create, you can use additional functions.
You may copy a user. The dialog Create new user will then be pre-populated with data of the selected
user.
The menu item Import users from allows you to import user data from another program installed on
your computer, e.g. Manager Presse Distribution or Postwurfspezial Manager. The menu will show
all available programs.
Use this menu to delete or edit (on the following page) an existing user, as well.
The menu item Reset password will reset the password preset by an administrator or specified by the
user himself. Enter a new password in the same-named dialog. Optionally you may activate the check
box to force the user to change this password by his next login. Use this function for example in case
a user has forgotten his password.
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You need to have administrator user rights in order to call user administration.
8.6.1
User data
In the field ”user name” specify the name which will be used to log in.
The user name is not case-sensitive.
In the field ”network login” specify the Windows user name of the respective user to allow for automatic
login (on the previous page).
8.6.2
User rights
Every user is assigned to a user group. The group decides on which privileges this user will have
within his installation of Infopost-Manager. The following user groups are defined:
• Administrator
• Main user
• User
• Guest
The following table shows the rights for each user group.
Action
Administrator
Main
user
User
Guest
Order management
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Request order
x
x
Create order
x
x
x
Refresh order
x
x
x
Cancel order
x
x
Create project
x
x
Open project
x
x
Save project as
x
x
Open
x
x
Delete project
x
x
Rename project
x
x
Copy, cut, paste project
x
x
Protect project from processing
x
x
Release project for processing
x
x
Bind project to installation
x
x
Release project for other installations
x
x
Archive, restore project
x
Anonymize project
x
x
Create
x
x
Import
x
x
Import
x
x
x
Export
x
x
x
Address management
x
x
x
Salutation check
x
x
x
Address check
x
x
x
Duplicate search
x
x
x
Robinson check
x
x
x
Nixie check
x
x
x
Adressdialog
x
x
x
Execute
x
x
o
Reset
x
x
o
Production lists
x
x
x
x
Routing labels
x
x
x
x
Posting lists
x
x
x
x
Open
x
x
x
x
Print
x
x
x
Projects
x
r
x
x
Project explorer
Pack & Go
Addresses
r
Optimization
Lists and labels
Mail merge
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PDF-Export
x
x
x
Edit address
x
x
x
Save mail merge document
x
x
x
Open mail merge (Word)
x
x
x
Project statistics
x
x
x
x
Address spread
x
x
x
x
Map-Tool
x
x
x
x
Customer index
x
x
Show log of user activities
x
Change user password
x
x
x
Change user
x
x
x
Update address check
x
x
User management
x
Change options
x
x
Change global options
x
x
Change administrator options
x
Software update
x
Change license
x
Execute data backup
x
r
Analysis
Administration and settings
x
x
x
x
o = only if the current user has executed the last optimization
r = read-only
8.7. Show log
If you have activated the logging of user activities in the options options (on page 229) you can view
the log with this menu item.
You can specify the period of time you would like to observe. Furthermore, you can export the log
into a file or the clipboard.
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8.8. Acceptance offices
You can use this dialog window to view a list of all acceptance offices within your selected routing
region where you can post you mailshot. Please enter the first digits of your ZIP to search for an
acceptance office in your area.
In the column ”Posting column” the maximum number of items which can be posted at this acceptance
office is shown. The acceptance offices highlighted in bold accept an unlimited volume of items.
8.9. ZIP search
In the ZIP-Search menu item, you will find a convenient search tool for ZIPs, city and street names.
If you know for instance the street and the city name, the ZIP will be provided automatically.
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If you only know e.g. the first letter of the street or simply do not want to type in more, all suitable
matches will be shown. You can also leave out the ZIP with this example. It will be automatically
assigned, too.
You can even expand this example by entering only the first letter(s) of the city name. Please note,
however, that such information can lead to very long computing operations if several cities have to be
considered.
You can also use the wildcards * and ? in all three fields in order to replace strings resp. single
characters. For example, ”B?chstr.” will find ”Buchstr.” and ”Bachstr.” while ”Buch*” will find
”Buchenweg” and ”Buchberger Allee”. Using the key combination Ctrl+P directly calls the ZIP
search from the respective dialog fields.
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Deutsche Post AG provides the necessary postal routing data on a regular basis free of charge. They
can be downloaded from the Internet. If you subscribe to the Infopost-Manager newsletter, you will be
automatically informed if new data are available, or you configure the News- and Update Check (on
page 222) to be launched each time you start Infopost-Manager. You can register for the newsletter and
download the updated data at www.infopost-manager.de.
The postal routing data used by address check are not affected by updating the postal routing data for
the ZIP search. The required data have to be purchased separately.
8.10. Update address check
Use this menu item to update the Datafactory which is required by the address check (on page 90).
During the first installation of Infopost-Manager the Datafactory Postalcode will be initially installed.
The Datafactory is available in two versions:
The ”small street directory” (Datafactory Postalcode) contains all street and city names of the 218 largest
cities in Germany. It is available in specific versions for personal and supplier use. The ”large street
directory” (Datafactory Streetcode) contains all ZIPs, city and street names in Germany.
The Datafactory Postalcode is divided in different licenses for suppliers and end customers. In contrast
to an end customer as a supplier you have to license the number of addresses you have checked for your
customer.
You will find the order forms with information on prices, conditions, etc. of the ”small street directory”
(Datafactory Postalcode) in the file (personal use) resp. (supplier) and of the ”large street directory”
(Datafactory Streetcode) in the file .
A wizard guides you through the installation resp. update process:
You can also call the order form for the respective Datafactory from this dialog.
After having clicked the Next button you have to locate the XML file which Deutsche Post Direkt sent
you after you purchased the Datafactory. Normally, it can be found on your hard disk in a dedicated
directory.
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You do receive this XML file only once. Please mind that you can access it if you will run another update.
In the following step you select the respective file with the postal routing data which resides on the
CD-ROM you received from Deutsche Post Direkt (per subscription if applicable) and click Next.
If the postal routing data required by the ZIP search (on page 213) are out-dated you will be asked in an
additional step whether or not you want to update them.
The update process is finished as soon as the file from the CD-ROM is installed.
8.11. Options
You can use this menu to adjust the Infopost-Manager settings to your requirements.
8.11.1
General
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Launch application
You can define here which view Infopost-Manager shall call after having launched.
If Infopost-Manager starts up with the Welcome to Infopost-Manager screen, you can select the following options immediately:
The Last project option automatically opens the project which was last processed with InfopostManager.
The Open project option directly calls the project explorer, making it possible to select a project for
further processing.
If the Main window option has been activated, Infopost-Manager will be launched with the main
screen and you can select the desired action via the menus.
With selected option Customer index Infopost-Manager will call the customer index (on page 196)
directly after having launched so that you then can select your customer or one of their projects with
which you like to continue.
Show wizard
In the ”Show wizard” section you can choose whether the Infopost-Manager wizard shall be always
visible, available only when starting a new project or generally inactive. This selection can be changed
at any time.
Output
In the ”Printer” field you can see which printer is currently used by Infopost-Manager. You can click
the Select printer button to choose another printer or to change the current printer’s options.
8.11.2
User
On the User tab you can change some individual settings for working with Infopost-Manager.
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Projects
Specify in the ”Projects” section how many of the projects recently processed shall be listed in the
Project - Reopen menu for direct access.
Environment
The mode for personal use targets companies or individuals, who want to manage and implement only
their own projects.
The lettershop mode, in contrast, offers the possibility of implementing projects for customers and
saving a variety of data about these customers in the integrated customer index section.
The menu Extras changes depending on the mode which is selected:
In personal use mode the first menu item is Sender/Mailer, while in lettershop mode it is Customers.
Running projects in lettershop mode imply that projects have to be assigned to customers stored
in the customer index. Furthermore you can specify this customer e.g. as payer during setting the
payment type properties. Infopost-Manager automatically accesses the sender respectively customer
data and your personal data as mailer.
Language
In the ”Language” area you can specify Infopost-Manager’s language for the graphical user interface.
Choose between German and English. As soon as Infopost-Manager restarts, the selected language
will be available in all menus, commands, dialog windows, lists and the project statistics.
Additionally, the wizard’s language can be set to French, Italian, Spanish, Danish, Polish or Czech.
Dialogs
Using this button you can reset
• Message dialogs
• Table views
• Window positions und sizes
to Infopost-Manager default values.
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Resetting message dialogs makes all windows which were closed in the past with the checked box ”do
not show again” to appear again as soon as they occur.
This option is particularly helpful if several users use one computer or if a well-experienced Infopost-Manager
user has to be replaced by another, less experienced user, e.g. as a vacation replacement.
8.11.3
Presettings
The settings made on the Presettings tab apply to all new projects:
Defaults for new projects
If you activate the option Show ”Project properties” dialog with new project, the dialog field Project
properties (on page 41) will appear with each new project which will be created.
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Here you can specify additional details to the project such as ”description” or ”about”.
For all projects you can predefine the most important production properties (on page 141) via option Retrieve production properties to new projects. You can use the Settings button to specify the
respective values.
You can use Routing district optimization in order to send even fewer items as Infopost. For this, at
least 50 item targets have to be located within the routing district of the acceptance office where you
will post them.
If you always post your items at the same acceptance office you should use routing district optimization
as default. If you want to use this option for all future projects, you can specify this here globally and
enter the ZIP of your acceptance office.
Using the Retrieve dispatch properties to new projects option, you can specify dispatch properties for
new projects. You can use the button Settings to enter the selection menu (on page 149).
You can use the option Retrieve payment method to new projects to choose how your items are to be
invoiced by Deutsche Post AG for all future projects. You can use the button Settings to enter the
selection menu in which you can activate the desired payment method (on page 152).
Activate the option Save target directory and file name dependent on the project when exporting if you
want to predefine a saving directory and filename for each project on its own during the Address export
(on page 312). Directory and filenames are set basing on the project’s name. The actual location of
the directory is set during the address export.
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8.11.4
Production
You can enter on the tab Production the franking machines (Sender franking machine and FRANKIT)
at your disposal.
These will then appear as selection menu in the Project properties (on page 41); their numbers are
automatically printed onto the posting lists. You can use the Change button to change these entries
at any time.
Should you have any questions on franking machines the Deutsche Post Hotline will be glad to help
you on +49 180 5 334460 (14 ct per minute or part thereof from a German landline; or a maximum
of 42 ct per minute or part thereof from the German mobile phone network).
8.11.5
Other
POSTCARD
Using POSTCARD you can cashlessly pay all products and services of Deutsche Post in all German
Post agencies and major acceptance offices.
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You can enter on this tab the limit for your POSTCARD.
Clicking the button Change request calls a fax template which you print as limit change order.
If you specified Crossed check or Direct debit as Payment method (on page 152), an error message will
appear prior to printing the posting lists if the charge exceeds the POSTCARD limit.
Operational mode
At this point you can specify whether or not Infopost-Manager shall Use working copies. If you
are working with working copies all modifications of the project are transient as long as you do not
explicitly save the project.
You can recognize a project with modifications if the project name in the project window’s caption is
followed by an asterisk:
If you choose option Use project file all changes in your project will be directly saved and cannot be
undone.
Furthermore you can choose to link the creation of working copy to the project size. Activate option
Ask if project size exceeds x MB and choose the desired size. As soon as a project exceeds this size
Infopost-Manager will ask you whether or not a working copy shall be created.
With the creation of a working copy it might take slightly longer to open a project.
Printing
If you activate the option Print application acronym instead of name, the Infopost-Manager only
places the acronym ”IPM” instead of the full program name on every printed form.
8.11.6
Internet
On the tab Internet you can enter the setting for the automatic news and update check as well as for
the general Internet access.
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Automatic check
Using options Activate automatic news check resp. Activate automatic update check you can select
the desired check type.
News are information related to Infopost-Manager such as product releases, new postal regulations,
availability of updates, etc.
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All current news are listed in the news window. Additionally, archived news can be shown by deactivating option Only show news as of dd.mm.yyyy.
By using Update check Infopost-Manager verifies whether or not the installed modules are up-to-date
and indicates available updates.
If you click the Load button, Infopost-Manager contacts the download server and loads those updates
your Infopost-Manager is authorized. After the download is completed you can simply and easily
install the loaded updates by clicking the Install button. In order to do so, Infopost-Manager has to
be quit.
Thus, you can easily make sure that you are always using the latest Infopost-Manager version and
you save the time for regularly exploring the Internet for new updates.
For both options you can specify the time frame between checks. 0 starts checks at every program
launch, 1 every day, 7 once a week, etc. Using the Check now buttons you can immediately and
manually start the respective check independent on the settings.
Any manual check can be performed at any time via item Internet from the Help menu.
224
8 Extras menu
Internet settings
In the area Internet settings you can specify how your computer is connected to the Internet. Normally, the activated option Use proxy settings from Internet Explorer is enough. If not, you can define
via the various options whether or not you are using a proxy server, and if yes you can specify its
name and indicate the used port. Using the button Authentication... you may also specify and check
user name and password.
If you have chosen option Confirm dial-up a window appears prior to starting the checks. With it you
always have the opportunity to manually connect to the Internet if appropriate.
The button Check connectivity allows for testing the communication of Infopost-Manager with the
Internet and especially with the relevant services of Deutsche Post.
If the different configuration methods are confusing to you or if you are confronted with error messages
when starting the checks, please contact your system administrator.
8.11.7
Order management
On this tab you specify whether or not you want to exchange the project data via order management
with Deutsche Post. If yes, you also have to state the transfer type.
Transfer
By default, option Data exchange via Webservice is activated as well as the check box Verify status
when opening projects.
225
8 Extras menu
Explanation
A Webservice is a software application which is clearly identifiable and whose interfaces are defined, described and detectable. Webservices support the direct interaction with software products through the
usages of messages exchanged via Internet protocols.
Choosing this option eases the data exchange the way that you do not have to care about the manual
transfer of the created data exchange files.
If you prefer the transfer of the data exchange files by hand (e.g. via e-mail or via FTP up/download)
activate option Manual data exchange via file transfer. Please note that this is only possible with
prior consultation of Deutsche Post.
When manual data exchange is activated the option Allow manual editing of order number (DPAG)
enables you to manually change the order number of your posting. This may be of need for example
due to connection problems. In cases like this you can manually check for the correct order number
on AM.portal e.g. and set it locally in the project’s properties (on page 46).
By activating option No data exchange you abandon the transfer resp. the request of project data
to/from Deutsche Post.
Settings
In this area you specify the data which are relevant for you being data producer such as e.g. your
Post customer number.
Please note that the customer number entered here will be coded in the project data to be transferred. It
will be also used to clearly assign projects on Deutsche Post’s data exchange server to you.
In field User and password the recently used authentication data will be shown if you have checked
option Save password (on page 159). The password is garbled for confidentiality purposes.
Using the Reset button you will delete these data. Thus, you will be prompted again to enter user
and password if you contact Deutsche Post’s data exchange server next time.
8.11.8
Data Backup
On this tab you can predefine all settings regarding data backup.
226
8 Extras menu
Backup file
Here you can specify the name of the backup file and to which directory it is to be saved.
To do so, enter the path to its location in the field backup directory. Ideally, this location should be
placed on another computer, a separate hard disk or on an external storage.
Furthermore the option specify file name enables you to preset a fixed name for your backup file.
Alternatively, you may use a dynamically generated name that is different for every backup. Activate
the option assign file name automatically and Infopost-Manager will create a zip-file which is named
after the following pattern: ”ipmbck_Year-Month-Day_Hour-Minute-Second.zip”.
Please beware that if you use a fixed file name your old backup will be overwritten with every new backup.
If you want to archive different states of your data directory you should therefore either move or rename
the file after the backup is done, or use an automatically generated name.
Other
If you want to prevent your backup file from being accessed without your permission you may protect
it with a password using the option protect with password. Enter and confirm the password in the
respective text fields.
In case you have chosen a fixed name in the section Backup file for every backup a windows will
appear in which you will have to decide whether an existing file should be overwritten. If you want
to skip this query and always overwrite the old file you can activate the option overwrite existing file.
automatic backup
Besides starting a backup manually, you can tell Infopost-Manager to start a backup at a certain
interval. To do so, activate the option activate automatic data backup and specify the number of days
after which a backup is to be done.
8.11.8.1
Recovery
Please note that at recovering all changes made on files in the meantime will be lost.
227
8 Extras menu
In case you have saved your data using the backup function of Infopost-Manager, you can recover
your settings in the following way:
• At first, ensure that Infopost-Manager has been properly closed.
• Find the data directory of Infopost-Manager. You have specified it at installation. Its default location for Windows XP is ”C:Documents and SettingsAll UsersDokumenteDeutsche
Post AGInfopost-Managerdata”. For Windows 7 it is ”C:UsersPublicDocumentsDeutsche Post
AGInfopost-Managerdata”.
• The zip file which has been created at backup contains a directory data as well. Extract it to
the exact location of your data directory. Overwrite the files of your data directory with those
of the backup file.
8.11.9
Administration
Login
In this area you can choose if and which user name Infopost-Manager shall suggest for login.
Infopost-Manager is networkable. That is, your Windows authentication is enough to log into InfopostManager as well. Activate the option automatic login to make use of this feature. Infopost-Manager will
then use the name of the user currently logged into Windows and will start without user name or password
input.
In order to use automatic login you need to enter the Windows user name in the respective user’s field
”Network login” (cf. User administration (on page 209)).
Data protection
Activate the option Execute data protection assistant at application start in order to regularly delete
address data of older projects. Details about the means of project anonymization can be found in
chapter project explorer (on page 34).
228
8 Extras menu
Specify how often Infopost-Manager should search for old projects and the number of days until a
project is potentially old.
Logging
If you activate the option Logging active all user activities (on page 212) will be registered.
Specify whether you would like to anonymize the logging and how many days the report of user
activities should be saved.
229
9 Help menu
9. Help menu
Contents
9.1.
9.2.
9.3.
9.4.
9.5.
9.6.
Infopost-Manager Wizard
IPM help . . . . . . . . . .
Hotline . . . . . . . . . . . .
Internet . . . . . . . . . . .
Brochures . . . . . . . . . .
About . . . . . . . . . . . .
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230
230
231
231
231
231
From this menu you can control the Infopost-Manager Wizard, access the current postal regulations
and make changes to your license details.
9.1. Infopost-Manager Wizard
You can use this menu item to launch or exit the Infopost-Manager Wizard.
The Infopost-Manager Wizard is largely self-explanatory. It starts up in a separate window and is
available to accompany you throughout your complete Infopost campaign.
If you need help it can explain the next step, point out possible problems and can immediately call
the corresponding functions if requested. Of course it knows all Infopost regulations.
You can close the wizard at any time and then manage the project by yourself. You can use the Help
- Infopost-Manager Wizard menu item to launch it again whenever you need to (q.v. Extras - Options
(on page 217)).
If you reopen a project which you have processed using the wizard it automatically launches at the
next uncompleted step. You can also call it for explanation of special steps as soon as you start them
in the current project.
9.2. IPM help
This menu item opens this help.
230
9 Help menu
9.3. Hotline
This menu item will open the chapter How to contact Deutsche Post (on page ??).
9.4. Internet
This menu item provides you with several links to web pages that may be useful for your work.
Furthermore, you can check whether news or updates for Infopost-Manager are available online. In
the settings (on page 223) you may also configure to regularly check for news or updates.
9.5. Brochures
You can read current product brochures about direct marketing using this menu item.
No brochures are delivered ex works. After installing Infopost-Manager, this menu item allows for downloading the brochures from the Internet.
If the brochures should be outdated you will be informed via the news check (on page 223), or when
you open such a brochure. You can always download the current brochures free of charge from the
Internet. A convenient installer will help you updating those files.
In order to be able to show these brochures an application has to be already installed on your computer
which is capable of displaying PDF files e.g. Adobe Reader.
9.6. About
This menu item opens the About dialog window. Infopost-Manager’s current version and components
used as well as available and activated modules can be seen here.
231
9 Help menu
You can change Infopost-Manager’s license information at any time. Click the button Change license
and enter the new data together with a valid license key.
232
10 Information on field assignment
10. Information on field assignment
Contents
10.1. Address files and their assignments (Examples) . . . . . . . . . . . . . . 233
This Help chapter gives you detailed information on the various ways of assigning the fields of an
address file in order to make address check, duplicate search and postage optimization provide efficient
results.
Infopost-Manager’s analysis tool works very thoroughly and its suggestions are often correct. Nevertheless you should check all assignments, otherwise it cannot be guaranteed that the program can
provide correct results.
You will find a brief description of the various possible assignments below.
• Address files and their assignments (Examples) (on the current page)
10.1. Address files and their assignments (Examples)
Example 1: Detailed structure of an address
The detailed structure of an address (without name fields) consists of ten fields and looks like this:
Field name
selected assignment
* Straße
Street
* Hausnummer
Street number
* Straßen-PLZ
Street ZIP
* Straßen-Ort
City (Street)
* Postfach
P.O. Box
* Postfach-PLZ
P.O. Box ZIP
* Postfach-Ort
City (P.O. Box)
* Großempfänger-PLZ
Major recipient ZIP
* Großempfänger-Ort
City (major recipient)
* Land
Country
The field names used here are only examples and may vary. Only the meaning is important here whereas
the given names of the assignments are fixed and can be selected from Infopost-Manager with this terms.
Example 2: Mixed field structure with fewer fields
Addresses often have a mixed field structure using fewer fields:
233
10 Information on field assignment
Field name
selected assignment
* Straße mit Hausnummer
Street+Street number
* Straßen-PLZ
Street ZIP
* Postfach
P.O. Box
* Postfach-PLZ oder Großempfänger-PLZ
P.O. Box/major recipient ZIP
* Ort (Mix of the three city fields of example 1)
City (mix)
* Land
Country
Example 3: Heavier mixed field structure
This example already becomes confusing:
Field name
selected assignment
* Straße mit Hausnummer oder Postfach
Street+No./P.O. Box
* PLZ (Mix of the three ZIP fields of example 1)
ZIP (mix)
* Ort (Mix of the three city fields of example 1)
City (mix)
* Land
Country
Example 4: Highly mixed field structure with very few fields
Here, the solution is far from optimal:
Field name
selected assignment
* Straße mit Hausnummer oder Postfach
Street+No./P.O Box
* Land und PLZ und Ort
Country+ZIP+City(mix)
For both ZIPs and cities, one of the three possibilities is used in this example.
Infopost-Manager has no problems dealing with any of these formats. However, you have to ensure
that the correct combinations are used during the field assignment. Take another look at the examples
and pay special attention to the use of the mixed assignments.
If the addition (mix) is used, these are combined fields.
In a ZIP field which is given the assignment ZIP (mix), it is therefore possible to combine
• * either street ZIP
• * or P.O. Box ZIP
• * or major recipient ZIP
in one address.
The same applies to the City field, which is given the assignment City (mix).
A field may only be given a mixed assignment if the appropriate ”counter assignments” exist.
An example of this:
The use of ZIP (mix) with a field at the same time requires both the assignments Street and P.O. Box to
be used with two other fields, or alternatively the combined assignment of Street+No./P.O. Box. In the
second case you have assigned two mixed fields.
234
10 Information on field assignment
The assignment which postally relevant information was stored (e.g. the city) in which field (or in
which column) of your file must be unambiguously defined prior to importing it.
If a field name is not identical to the names used in Infopost-Manager, the assignment must be checked
and corrected where necessary. Not only the field names are taken into account during the analysis
but also the field contents. Therefore, the majority of Infopost-Manager’s proposed assignments are
correct and only need to be confirmed.
You can also import postally irrelevant fields (e.g. birthday or practiced sport) unassigned from your
file .
These may be needed for subsequent mail merge printing (e.g. ”... last year you bought a boat engine
for your yacht ”Polaris”. We would be happy to ...”) and should be imported for this purpose.
The content of these fields may also be important for the decision which of two addresses recognized
as duplicates may be chosen if there are not too many differences in other fields.
Each postally relevant field has to contain the appropriate assignment. You can see the list of all
possible assignments if you click on the arrow icon of each field.
For address files which only contain company addresses the field Company 1 has to be assigned; for
address files which solely contain individual addresses the field last name has to be assigned.
If an address file contains both company and individual addresses, it is very important that the ”Company
1” and the ”last name” fields are assigned. Otherwise, the duplicate search will not be able to take into
account all records during the various comparisons and thus will lead to incomplete or even wrong results.
You can show a preview by double-clicking an address.
Double-clicking the field name checks all settings for this field once again. If appropriate, you can
also make modifications.
235
10 Information on field assignment
The ticks next to the field names mean that these fields will be imported, i.e. will be available for the
further process of the project.
You do not have to import fields which you do not need for the Infopost project. Call the field assignment
menu (click on the arrow icon of the column header) and choose the command Do not import field. This
may make your project easier to follow. Deactivating a field will apply to all addresses in the file at the
same time.
236
11 Mail merge (IPM)
11. Mail merge (IPM)
Contents
11.1. Document . . . . . . . . . . . . . . . . . . . . .
11.1.1. New . . . . . . . . . . . . . . . . . . . . . . .
11.1.2. Open . . . . . . . . . . . . . . . . . . . . . .
11.1.3. Reopen . . . . . . . . . . . . . . . . . . . . .
11.1.4. Close . . . . . . . . . . . . . . . . . . . . . .
11.1.5. Save . . . . . . . . . . . . . . . . . . . . . . .
11.1.6. Save as . . . . . . . . . . . . . . . . . . . . .
11.1.7. Edit format . . . . . . . . . . . . . . . . . . .
11.1.8. Background . . . . . . . . . . . . . . . . . . .
11.1.9. Properties . . . . . . . . . . . . . . . . . . . .
11.1.10.Print . . . . . . . . . . . . . . . . . . . . . . .
11.1.11.Print current address . . . . . . . . . . . . . .
11.1.12.Save as PDF document . . . . . . . . . . . .
11.1.13.Print reference sample . . . . . . . . . . . . .
11.2. Edit . . . . . . . . . . . . . . . . . . . . . . . . .
11.2.1. Undo . . . . . . . . . . . . . . . . . . . . . .
11.2.2. Cut . . . . . . . . . . . . . . . . . . . . . . .
11.2.3. Copy . . . . . . . . . . . . . . . . . . . . . . .
11.2.4. Paste . . . . . . . . . . . . . . . . . . . . . .
11.2.5. Edit . . . . . . . . . . . . . . . . . . . . . . .
11.2.6. Properties . . . . . . . . . . . . . . . . . . . .
11.2.7. Delete . . . . . . . . . . . . . . . . . . . . . .
11.2.8. Arrange . . . . . . . . . . . . . . . . . . . . .
11.2.9. Align . . . . . . . . . . . . . . . . . . . . . .
11.2.10.Reposition out-of-range frames . . . . . . . .
11.2.11.Search address . . . . . . . . . . . . . . . . .
11.2.12.Goto . . . . . . . . . . . . . . . . . . . . . . .
11.3. View . . . . . . . . . . . . . . . . . . . . . . . .
11.3.1. Object inspector . . . . . . . . . . . . . . . .
11.3.2. Show field descriptor . . . . . . . . . . . . . .
11.3.3. Show margins . . . . . . . . . . . . . . . . . .
11.3.4. Visualize areas . . . . . . . . . . . . . . . . .
11.3.5. Visualize truncated text . . . . . . . . . . . .
11.3.6. Refresh view . . . . . . . . . . . . . . . . . .
11.3.7. Toolbars . . . . . . . . . . . . . . . . . . . . .
11.4. Insert . . . . . . . . . . . . . . . . . . . . . . . .
11.4.1. Address block . . . . . . . . . . . . . . . . . .
11.4.2. Text . . . . . . . . . . . . . . . . . . . . . . .
11.4.3. Rotated text . . . . . . . . . . . . . . . . . .
11.4.4. Franking mark . . . . . . . . . . . . . . . . .
11.4.5. Premiumadress . . . . . . . . . . . . . . . . .
11.4.6. GOGREEN . . . . . . . . . . . . . . . . . . .
11.4.7. Image . . . . . . . . . . . . . . . . . . . . . .
11.4.8. Frame . . . . . . . . . . . . . . . . . . . . . .
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238
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237
11 Mail merge (IPM)
11.4.9. Signature . . . . . . . . . . . . . . . . . . . .
11.4.10.Barcode . . . . . . . . . . . . . . . . . . . . .
11.4.11.2D barcode . . . . . . . . . . . . . . . . . . .
11.4.12.New page behind current page . . . . . . . .
11.4.13.New page before current page . . . . . . . . .
11.4.14.Responseplus . . . . . . . . . . . . . . . . . .
11.4.15.Responseplus franking mark . . . . . . . . . .
11.4.16.Payment hint . . . . . . . . . . . . . . . . . .
11.5. Extras . . . . . . . . . . . . . . . . . . . . . . .
11.5.1. Address management . . . . . . . . . . . . . .
11.5.2. Machine-readable fonts . . . . . . . . . . . .
11.5.3. Spell check . . . . . . . . . . . . . . . . . . .
11.5.4. Text length check . . . . . . . . . . . . . . . .
11.6. Hot Keys . . . . . . . . . . . . . . . . . . . . .
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Infopost-Manager’s special word processor for direct marketing provides you with a wide range of
possibilities for designing your mail merge documents.
11.1. Document
Infopost-Manager offers the facility to create five different types of mail merge documents:
1. endless labels
2. label sheets
3. mail merge letters
4. envelopes
5. postcards
You can use the menu Document to administrate the templates and documents and their respective
formats; printing addresses is also launched from this menu.
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11.1.1
New
Start working with a new mail merge document or create a new template. A template offers you
a pre-designed document structure for later use. Thus, you only have to position and design the
individual elements of the document once.
General tab
Here you can select one of the five document types which can be created using the Infopost-Manager
mail merge module.
The information on paper format and size which you can see here using the list view (on this page),
is a default setting. As soon as you have selected and opened a document type, you can change the
paper format using menu item Document: Edit format (on page 241).
To create a template, mark the desired document type in the selection list and choose the Template
option in the ”Create new” area.
Then design the template and save it as stated using the file type ”document template” (*.ipv) in the
template directory ”DocTmpl”.
The options offered for saving templates are mandatory and ensure the document’s proper selectability on
the template tab (see below).
View selection buttons
With these selection buttons you can change the view of the available documents.
You can use this button to view the document types available as icons.
This button shows the document types formatted as a list.
This button changes the view into a document list providing information on the document type, the
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paper format and the size in centimeters.
On the Templates tab the ”icon” view is activated as standard.
As long as you do not create templates of your own, you will see the information on paper format and
size of the provided templates within the other view types. You can either open these templates and
then change the paper format (on page 245) or create a new template.
Create new option: Document or Template
Templates tab
Here you can see all the templates created so far in Infopost-Manager. By clicking on a document
type you can activate the preview on the right side of the dialog window.
For more information on the display of the document types on this tab refer to the View selection buttons
(on the previous page).
11.1.2
Open
Use this menu item to open a document which has already been created.
11.1.3
Reopen
You will see the list of the most recently opened documents which you can directly open by selecting
an item.
11.1.4
Close
Closes the current document.
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11.1.5
Save
The current document is saved to keep all changes you have made.
11.1.6
Save as
You can use this menu item to save the current document with another name.
11.1.7
Edit format
You will be directed to the Paper tab of the current document’s properties.
Execute this command if you want to change the paper format of your document.
See Paper tab (on page 243) for a detailed explanation.
11.1.8
Background
You will be directed to the Background tab of the current document’s properties.
Execute this command if you want to define a water mark for your document.
See Background tab (on page 247) for a detailed explanation.
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11.1.9
Properties
General tab
Description
Here you can add any other description to the document name which simultaneously serves as file
name.
About
In this text field you can enter more information on the current document.
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Folder
Infopost-Manager shows the directory path where the current document is saved.
Size
You can see the current file size of your document here.
Created
This field indicates the date when the document was created.
Changed
This date shows when the document was changed last.
Paper tab
On this tab you can choose the paper format for the current document.
Filter
Use the filter to restrict the selection of the available paper formats in order to find the desired format
more quickly.
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Paper type
You can use this filter to change the document type:
• endless labels,
• label sheets,
• letters,
• envelopes and
• postcard
are available.
Produced by
Infopost-Manager knows the paper formats offered by some manufacturers.
The filter ”Produced by” restricts the formats available for selection to the products of one of these
manufacturers. The <All> option lists all formats.
Format selection
This filter further restricts the formats available for selection:
System formats are formats known to Infopost-Manager as labels, envelopes or single sheets.
When using the ”user defined formats” filter, the only formats available for selection are those which
have been created by the user.
The filter ”All” shows the entire list of all formats.
Format
In this list you will see all paper formats defined in Infopost-Manager which correspond to the current
filter. The selected format is presented in the Preview.
The format name corresponds to the description provided by the manufacturer or - for user defined
formats - to the description given by the user; the column ”Description” can show more information
on this format.
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The formats are represented by two different icons:
System formats
User defined formats
The information in the ”Tracks” column is only available for endless labels and label sheets and refers to
the number of labels per page or sheet.
Edit paper format
The Add and Properties buttons open another dialog box where a new format can be created or an
existing format can be edited.
Enter a name and a description for the new format and, if appropriate, add the manufacturer name
for this format.
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The name of the manufacturer can be used as a filter criterion when looking for a format.
Now set the dimensions and orientation of the new format.
The values ”left” and ”top margin” as well as the ”horizontal” and ”vertical pitch” are important for
defining the exact position of the label on these (endless) sheets.
These values are visualized on the Explanations tab.
Especially with endless labels it is extremely important to define the values as precisely as possible (ideally
down to 1/10 mm; e.g. 3.78 cm) to ensure the correct positioning of the texts during printing.
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You can use the Delete button to remove formats which you have created yourself.
Margins tab
Here you can define the inner margins for your mail merge document which will serve as an aid in
orientation for the correct dimensions of the position frames.
You can provide individual details for all four sides of the document. In the Preview you will see these
changes immediately.
With labels you can also provide information on the side margins of the sheets which will assist you in the
exact positioning of these sheets for Printing (on page 250).
If you linked the position frames integrated into the document on the General tab using the option Keep
distance to the (left margin) (on page 258) to the margin stated for the document, these position frames
are moved automatically when this margin is changed.
Background tab
On this tab you define all settings required to use backgrounds resp. water marks.
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Document
The dialog for locating the file to be used as background appears if you click the Insert button.
Infopost-Manager supports the following formats:
• BMP
• EMF
• JPG
• PDF
• PNG
• WMF
Infopost-Manager also supports multilateral PDF documents. Each page of the PDF document will be
assigned to the corresponding page of the mail merge document as background. If the mail merge document
consists of more pages than the PDF document, no backgrounds will be used on the last pages and vice
versa: Only the first pages of large PDF documents will be used as backgrounds if the mail merge document
has less pages.
You will get an impression how the background looks like in Preview area. To the right of this area
the file name will be shown and for PDF documents also some additional information which are stored
in the file.
button the defined document will be reloaded from the specified path. Thus, you
If you click the
make sure that modifications to the water mark (e.g. new letter head) are always up-to-date.
Use the arrow keys
and
to navigate from page to page in a multilateral PDF document.
Determine in the left area whether you want to use the background document Only for positioning
purposes or you intend to Print it also. The first case for instance makes sense if you want to print your
mail merge document on offset printed pages which already contain the water mark (e.g. stationery).
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For speed purposes, Infopost-Manager optimizes PDF documents to the screen resolution. This may lead to
loss of print relevant information or a lower print resolution. If you intend to print the complete document
including the PDF background, it is recommended to activate option Print in best quality. During printing
the original background document will be used rather than the optimized one. Please keep in mind that,
as a result, considerably more data will be sent to the printer.
Please note that Infopost-Manager categorically places 10 pixels on exactly one millimeter for images. This
corresponds to a resolution of 256 dpi. This strict presettings are also applied for the original sizes of
background images. Thus, convert the images prior to their usage with these values if you intend to use
them e.g. as a fully surfaced water mark, or scale it via the options in field Size.
Clicking the Delete button overrides the usage of a background document.
Position and size
In this area you can move the background document horizontally and vertically on a static basis.
For instance, use these settings to arrange the trim marks of the print PDF document the way that they
are placed in the upper left corner and thus will not be shown in the complete document.
You define how you like to embed the original document via the Size field:
1. Original size
The document will be shown exactly as it is available; if it is too small there will be empty areas;
if it is too big it will be truncated at the margins
2. Paper format
The background document will be scaled exactly to the size of the mail merge document; all
margins will be flush; this scaling is not proportional, i.e. the background document will be
scaled in lateral direction independent of the longitudinal direction; thus, distortions may occur
3. Scaled
Enter a value for the proportional scaling factor of the document; values greater than 100
magnify the document while values less than 100) demagnify it; if parts of the document lay
outside the overall document, they will be truncated at the margins
Other tab
Decide which auxiliary lines should be printed onto your sheet.
You can choose between the marking for hole punching of the sheet and folding marks for folding
the letter.
The functions on this tab are only available for the ”single sheet” paper type.
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11.1.10
Print
Use this menu item to start printing the addresses on labels and envelopes or into a mail merge letter.
General tab
Printers
Here you see an overview of all printers being available to your computer.
Use the button Properties to edit the options for the selected printer.
Overview
Here Infopost-Manager informs you about the currently selected document and about how many
addresses are to be printed. Additionally, the program calculates how many pages/labels actually
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need to be printed on.
Document
This area shows the selected document type and the number of addresses to be printed for the current
category (on page 308).
Printing
This value corresponds to the number of pages or labels to be printed in the current print job.
As soon as you make changes to the options in the address area, e.g. by printing only a specific
number of addresses or trays, this value will be adjusted.
Address area
Everything
Infopost-Manager uses this function to print all addresses in the category currently selected (Infopost
or remaining items).
Please remember to print out, produce and post the items for all sub-categories of your project.
Current address
You can use this option to print only the currently selected address, e.g. for a test print or for printing
individual addresses again.
Addresses
Here you can choose to print an individual address or several consecutive addresses. Single sheets are
separated by semicolons, ranges by dashes, for example 1; 3; or 5-12.
This option is particularly helpful if several addresses are to be printed again.
Filter
With Infopost-Manager you can filter according to the following criteria:
• Bundles/Pallets
• Bundle/Pallet targets
This enables you to print the addresses for Infopost block by block. Start by choosing a selection
criterion in the drop-down menu.
With the button settings you can then specify bundles resp. pallets for your printout. You will also
be able to see how many items each selection contains.
Details about the possibilities can be found here (on page 407).
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In the ”overview” of the window Print you can then see how many items will be printed overall.
Options tab
Options
Reverse print order
If this option has been activated, the addresses with high ZIPs are printed first within the batch. This
is especially useful if the documents printed first are at the bottom of the printer output tray, and
would hence have to be turned around individually were they to be printed in their normal order.
Margins
This option is useful for instance when (test) printing a label on a white sheet; it helps you to verify
the selected margin areas of the sheet on which you want to print later on.
Field descriptor
Activate this check box if you would like to print the description of the fields (on page 264) instead
of their contents.
Label contours (only with paper formats label sheet and endless label)
This option is useful for instance when (test) printing a label on a white sheet; it helps you to verify
the selected dimensions of the labels prior to printing on label sheets.
Optimize sequence for cutting (only with paper formats label sheet)
If this option is checked Infopost-Manager distributes the addresses on the label sheets the way that
the label stacks coming from a cut label sheet stack can be easily arranged by simply putting the
various stacks in series. Thus, the correct order coming from the optimization is achieved. This
feature is also commonly known as Panel print.
If you activate option Lanes you can print your addresses on (endless) labels the way that the consecutive addresses are arranged within one label sheet lane. This eases the vertical cutting process.
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Align label at top left margin
This option is only availabe for printing routing labels (on page 173).
By using this option you can reduce the number of necessary cuts after printing.
Items
Specify here how many pages or labels per addresses shall be printed.
Printing position (only with paper formats label sheet and endless label)
Choose here where the first free label is located in an endless label or label sheet. The preview to
the right of this option helps you to choose the correct label.
Extended tab
Print jobs
By activating option separate print job per you can choose from the drop-down menu whether or
not you want to generate a separate print job for each category (e.g. tray or tray target); if it is
deactivated, all items will be printed within one single print job.
With this function you can, for example, quite easily address a printer pool. Just specify the pool instead
of a printer and it will then distribute the various print jobs to the various printers in the printer pool.
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If option Confirm print job individually is activated as well you can and have to decide for every print
job whether or not you want to print or skip it.
Page area
Everything
If you have chosen this option all pages of a multi-page document are printed.
Current page
Choose this option if you want to print the current page only, e.g. to check the printout of a newly
created page.
Pages
In this field you can print out specified pages or page areas of your multi-page document. Single pages
are separated from each other by commas, page areas are indicated by dashes (e.g. 1,2,5-7,10).
From page
With this option you can choose to print odd or even numbered pages. Indicate the first page and
specify whether odd or even pages shall be printed.
For example, you can use this functionality for printing double-sided letters even without possessing a
duplex printer. During the first print process only the odd pages are printed in reverse order (on page 252).
Afterwards the printed pages have to be put back in the paper tray of the printer once again. Mind the
correct orientation of the pages. In the subsequent printing process only the even pages are printed - now
in correct normal order.
Print preferably
Decide whether you want to print your document as quickly as possible or to approximate the printout to the view on your screen (likely to take longer). The option fast may cause changes in the
line and page breaks, depending on your printer. If this happens, you may need to select the option
accurate.
Please note that the visualization of truncated texts (on page 266) as well as the text length check (on
page 301) only works with activated option accurate.
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Additional pages tab
Overview pages
In this part you determine whether and when you would like to get summary pages and when specific
separating pages should be printed.
Summary pages are especially useful when printing endless labels. They offer compact information
about the whole print job, such as number of labels and pages to be printed as well as the project
name. With a summary page at the beginning of a print job you will quickly gain an overview over
the amount of labels to be used within a pile of label-sheets.
Similar to the summary pages, separating pages offer a short overview over the following items. They
can be issued before each tray/bundle, tray-/bundle-target, pallet or pallet-target. For example, they
contain the number and type (ZIP, RR or Germany) with the identifier of the following production
bundle as well as the number of the included items.
This overview can be very useful for the production.
With the tab paper source (on the current page) you can specify the paper tray that should be used for
the overview pages.
Setup pages
As with the summary page you can here specify whether and when summary pages should be printed.
A setup page looks like a usual printout page except that no real addresses will be shown. Instead
of the field contents of the address database only the field names will be shown. Furthermore, all
Yes/No-fields, as for instance beginning of a bundle on this page, will be set as TRUE.
Use setup pages to try out whether the label sheets or endless labels will be imprinted correctly and,
if necessary, adjust the format (on page 241). Setup pages can also be used to prepare the so-called
Cheshire-machines as the sign for the bundle change occurs in each label row.
Setup pages will always be printed from the tray that is used for the standard pages.
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Paper source tab
Paper source
Default paper tray
With this option you can print the selected pages from the default paper tray of your printer.
Manually choose tray
If you activate this option you can specify which trays should be used for the mail merge pages and
which for the overview pages (on the previous page). Mail merge pages are differentiated into first
pages (e.g. business letterheads) and all further pages (e.g. empty pages).
You can, for example, use this option for printing overviews on colored paper to get a visual separation of
the individual lots.
With the option change tray you can specify, for instance, that different paper trays should alternately
be used for printing out the trays.
A reasonable usage is e.g. printing the even tray numbers on paper in landscape format and the odd pages
on paper in portrait format. Thus, you will receive a physical separation resp. sorting of the various lots.
11.1.11
Print current address
Use this option to print only the currently selected address, for instance for a test print or for printing
individual addresses once again.
Browse to the desired address in the main screen of the mail merge module and subsequently select
this menu item or enter the desired address number in the Print (on page 251) menu.
11.1.12
Save as PDF document
Using this option you save your document in Portable Document Format (PDF). You can print the
created files later on other systems independently of Infopost-Manager.
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The appearing window corresponds for the most part the print dialog (on page 250).
In the Output area you define the path and name of the PDF file to be created instead of the printer.
You can also Embed fonts here by activating the respective option.
11.1.13
Print reference sample
Using this menu item, you can print the reference sample which is mandatory for the dispatch and
thus has to be delivered together with the posting list.
The reference sample corresponds with the master document. The only differences is that instead of
the address information of an address block (on page 269) (also holds for Premiumadress (on page 278))
the field names are printed. Additionally, the complete position frame is diagonally underlaid with a
watermark ”Reference sample” .
11.2. Edit
You can use the menu item Reset to undo the last changes, copy or move position frames (on page 268)
or texts into the clipboard as well as to change object properties. Furthermore, various position frames
can be arranged and aligned to one another.
11.2.1
Undo
You can use this menu item to undo the last changes of your mail merge document.
11.2.2
Cut
This menu item moves one or various selected position frames or texts into the clipboard. If you insert
its contents at a new location via the menu item Paste (on the next page), the original objects are
automatically deleted.
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11.2.3
Copy
With this menu item you can copy one or various selected position frames or texts into the clipboard.
By inserting its contents at a new location via the menu item Paste (on this page) you are positioning
additional copies of the original objects.
11.2.4
Paste
By choosing this menu item you insert the contents of the clipboard at the selected position.
11.2.5
Edit
You can only use this menu item for position frames which contain changeable texts. This option is not
available for graphic frames, barcode frames, empty frames and franking frames. In the menu, the selected
object type will then be positioned before the command Edit (e.g. Edit address block).
The particular options of this menu item are explained more detailed in menu item Insert - Edit text
(on page 271).
11.2.6
Properties
Besides the specific tabs, which are accessible only for the current position frame, there are some tabs
in the menu Properties which are available for all position frames. These can also be opened and edited
via right-clicking on the respective frame, or by selecting a frame and pressing the key combination (on
page 302) Ctrl+Return
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General tab
Size
Via the option Keep side ratio it is possible to link the width and height of a position frame, allowing
the proportions of the frame to be retained if a value is changed.
As soon as one value is changed, the second is automatically adjusted.
Position
The position of a frame is measured by the distance to the left and upper edges of the sheet.
Keep distance to
This option refers to the margins (on the next page) set within the document. Each of the four
margins can be chosen as reference point. If these chosen margins are moved within the document,
the position of the position frames linked to them changes accordingly.
Visibility
In this area you can specify the pages a frame should appear on.
Choose Invisible to hide the frame. Invisible frames are positioned, but are neither visualized nor
printed.
With the options On page(s) and From page you can let the frame appear on multiple pages. It will
be at the same position for every page it appears on.
The option Dependent on field allows for controlling the visibility of the frame by the content of a
field.
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Colors and lines tab
This tab is not available for the position frame types ”rotated text”, ”franking mark” and ”barcode”.
Lines
Each of the four bordering lines can be individually activated and deactivated; the thickness and type
of the lines are changed using the thickness and type options.
Color
You can also change the color of the lines: Click on the button color and select the desired color.
Complete
Use this option to define the background color of a frame:
Activate the color button and select the desired color.
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Margins tab
This tab is only available for position frames with none-rotated text elements, that is it is not available for
the position frames ”rotated text”, ”franking mark”, ”barcode”, ”graphic” and ”empty frame”.
With this tab the margins within the frame itself are chosen for the selected position frame.
11.2.7
Delete
With this menu item selected frames are deleted from the mail merge document. If there are two
or more frames simultaneously selected, they can also be deleted via the contextual menu or via the
Del key.
11.2.8
Arrange
The frames that a mail merge document is made of may be arranged individually, before or behind
one another.
The frames can be either moved one layer up or down or can directly be placed into the foreground
or background. By this arrangement, the content of the top most frame will be printed over those
frames located underneath.
11.2.9
Align
Infopost-Manager’s mail merge module offers convenient tools to position frames to each other and to
jointly align them.
You can select or deselect a frame either in the object inspector by clicking on it, or by clicking on it
directly within the mail merge module’s main screen.
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Two or more frames are selected jointly by clicking while simultaneously pressing the Shift key; if several
frames have been selected, any specific frame can be deselected in the same way, i.e. clicking on it while
simultaneously holding down the Shift key.
Mutually align frames
You can obtain the desired alignment by right-clicking on a selected frame, the right mouse key in the
object inspector (on page 264) or by using the Align menu. The first selected frame serves as reference
for all other selected frames, i.e. the first frame will not be moved.
If two or more frames are selected simultaneously, they will be also moved jointly using the mouse.
The menu items Same vertical distance and Same horizontal distance normalize the distances between
three or more selected position frames.
11.2.10
Reposition out-of-range frames
You can use this button to move back into the document those frames which have been erroneously
moved outside the printable area while positioning or changing the paper format. Afterwards, you
can position them correctly within the document. Any frames that might be out-of-range are listed
one upon the other in the left-hand upper corner of the document.
11.2.11
Search address
With this menu item you can search for a specific address in your address file and display it, e.g. in
the address block of your mail merge document.
The entry found is selected via double-clicking it or via pressing the RETURN-key. The find procedure
will be closed afterwards and the entry will be displayed in the mail merge document.
Pressing the F3 function key will continue the search starting from the current entry by using the same
search text.
Find
In lines
If this option is activated, searching addresses is performed line by line, i.e. all fields of a complete
address will be scanned before continuing the search with the subsequent address. If you want to
explore the whole database, this setting would be the optimal choice.
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In all columns
With this option you specify that the database will be scanned column by column. Initially, the first
fields of all addresses will be checked, afterwards the second field, then the third, and so forth. This
search methodology is by far the slowest, because all addresses have to be loaded into memory for
several times. On the other hand, results are quickly found as long as they are located in the forefront
columns.
In column
You should use this default option if you know exactly the column in which the search item is resp.
has to be located. The database is scanned only once. In the selection box you can specify the column
name for the search (all field designators of the database are offered there).
Options
Match case
This option is deactivated per default. Thus, the search text can be found in any address, independent
of the case. For instance, searching the text ”kaiser” will find all addresses containing e.g. ”Kaiser”,
”kaiser” or ”KAISER”, while with this option activated only addresses containing ”kaiser” would have
been found.
Only search in complete fields
Use this option if the address has to match the complete search text exactly. For instance, searching
the text ”Kaiser” will not find the address ”Kaiser GmbH”.
11.2.12
Goto
Using this menu item you can go to specific documents within a mailshot or to different pages of a
document.
Goto item
By choosing this menu item you can go to specific documents or to documents of particular batches
or pallets. In any case, the specified document or the first document of the specified batch or pallet
will be displayed.
You also will be directed to the Goto item dialog if you double-click on the respective area in the status
bar.
Goto page
Using this menu item you can navigate to a specific page within a multi-page document.
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You also will directed to the Goto page dialog if you double-click on the respective area in the status bar.
11.3. View
Use the menu item View to select various options which are useful for designing mail merge documents
formats.
These are:
11.3.1
Object inspector
The object inspector helps you to keep track of all position frames (on page 268) integrated in a
document and to check the position and structure of the various frames.
This may be particularly helpful if different frames are hidden by others and therefore cannot be
selected with the mouse.
In the open object inspector you can see a list of all frames including all their fields and their respective
position within the document.
By using the tick before each frame you can activate and deactivate the visibility of the different
frames without deleting them from the document.
The functions which can be activated by right-clicking in the object inspector can also be found in the
various menus and are explained more detailed in the description of those menus .
11.3.2
Show field descriptor
You can use this button to hide the field contents of the current address. The designations of the fields
which are used in this frame are shown instead (highlighted in blue). Thus, you can see which fields
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from your address file are inserted into the document, independent of the currently shown address
record.
11.3.3
Show margins
If this option is activated, any previously created frame is displayed on the sheet in order to check the
set margins. If necessary, you can adjust them by changing their respective values in the document
properties (on page 242) on the tab Margins.
11.3.4
Visualize areas
On some formats such as single letters or long DIN envelopes you will find positioning aids shown as
gray frames.
For single letters this frame shows the location of a window envelope’s window. For long DIN
envelopes you will see the coding areas set by Deutsche Post, which in some cases may not be filled
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at all or only with specific content.
Use this menu item to show and hide these positioning aids.
11.3.5
Visualize truncated text
If this option is activated frames with spilled text in vertical or horizontal direction will be shown
with red background:
Additionally, Infopost-Manager dots the text frame’s margins, where the spill happens.
Texts can only be truncated on the right resp. left margin if option Line break is deactivated in the text
frame properties.
The visualization of truncated texts only works with activated option accurate in the document’s print
options (on page 254).
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11.3.6
Refresh view
Choose this menu item or press the F5 key if you want to refresh the screen.
This might become necessary if artifacts are visible or other applications affect the display of the mail
merge document.
11.3.7
Toolbars
Use this menu item to individually show and hide toolbars.
Document toolbar
You can use this navigation bar to control the most important actions on your document.
The buttons of this toolbar repeat specific items of the Document, View and Extras menus.
Edit toolbar
You can use this navigation bar to execute the most important actions on your selected objects
such as editing the object properties.
The buttons of this toolbar repeat specific items of the Edit menu.
Arrange/align toolbar
You can use this navigation bar to arrange and align the selected position frames in a comfortable
way. You will find more information here (on page 261).
The buttons of this toolbar repeat specific items of the Edit menu.
Navigation toolbar
Use the navigation arrows to scroll through individual addresses or to move to a particular address
at the beginning or end of the address category. Furthermore, you will see the current sub-category
of your project (Infopost, remaining or non-German items) and you can switch between the different
categories.
Furthermore, specific addresses can be found (on page 262) via clicking on the spyglass-icon.
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• International Optimization - Mail Merge (Module) (on page 330)
Position frame toolbar
You can use this navigation bar to insert new position frames into the current page of your mail merge
document.
The buttons of this toolbar repeat specific items of the Insert menu.
Page toolbar
You can use this navigation bar to browse your document. Furthermore, you can insert new pages
before or behind the current page or you can delete any active page.
The buttons of this toolbar repeat specific items of the Insert menu.
11.4. Insert
Using the menu item Insert you can insert new position frames or you can extend your current
document by additional pages.
The position frames are the most important elements of mail merge documents.
All contents that you want to integrate into your document are inserted via position frames.
The contents of some of these position frames (e.g. the address block or the text frame with data
fields) are taken from the address file as long as there are respective contents available for each field.
With an address block, for instance, Infopost-Manager automatically hides redundant spaces caused
by a lack of content in a specific address or even completely eliminates empty lines. Furthermore, data
fields with varying content lengths are harmonically inserted into the continuous text, thus avoiding
fixed distances to the following word.
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Select specific position frames for creating and designing a mail merge document.
Click on the desired frame; the window Edit properties (on page 258) for this frame is opened.
11.4.1
Address block
Use this frame to insert and position the address data and address lines into the current document.
By right-clicking on (Edit text) it is possible to include additional fields to the address block.
You will find more information on this functionality in the Text: Add field (on page 272) menu item.
Infopost-Manager provides automatically generated delivery fields for the address block, which are put
together out of the imported fields.
These delivery fields contain verified address data coming from the address check module. Thus, it is no
longer necessary to handle multiple address fields for street, P.O. Box and major recipient addresses.
In mail merge, you have to work with these delivery fields because otherwise the sorting of the addresses
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within the ”Infopost” category and the postage optimization may become invalid.
Address tab
The dialog box Properties is automatically opened at the tab Address when inserting an address block
.
Here you can choose which fields from the address file shall be printed into each specific address.
Depending on the position frame type the displayed tabs vary. Only the tab General is identical for all
position frames.
See Additional address fields (on page 388) for further explanations about the properties on this tab.
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11.4.2
Text
By using a text frame you can integrate free texts into a mail merge document.
You can either copy the text from another application and use the Windows clipboard to paste it into
the text frame or directly type and format the text within the text frame.
Edit text
You can format the text in the dialog box Edit text which opens directly after having chosen the menu
item Insert - Text or which can be opened later at any time by double-clicking or by using the right
mouse button menu (Edit text) within the ”Text” position frame.
Font and color, alignment and character size can also be changed here afterwards.
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You can specify the font size with an accuracy of half points. Please note that depending on your screen
resolution the differences may be barely perceptible. In case of doubt, you should check the result with a
test print.
In addition to that an immediate spell check can be performed, if desired. Incorrect or unknown words
are underlined with a red wiggly line. These words can be separately corrected in Edit text mode via
the contextual menu.
Right-click the word in question. A window pops up which shows you inter alia a suggestion for
correction (if available).
You can also decide whether this word shall be ignored (i.e. it is correct) or you want to add it to the
user dictionary (on page 299). The first decision only holds for this document while the second holds
for the current and all future documents.
You can clear all further, identical words from misspelling using the Change all menu command. You
will no longer be prompted to correct this word.
Finally, you can start a batch job which checks and, if appropriate, corrects all words in one run by
clicking the
button. Details can be found in chapter Spell check (on page 298).
Insert field
This option is available for all position frames with editable text (text field, rotated text, address block,
signature and sender’s instruction).
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You can use this option to include further fields into the document, e.g. fields you explicitly imported
with your address record. Short texts on the right-hand side of the mask offer additional information
on each IPM data field.
Using this feature, you are able to include names of persons, pets or specific products into a text,
which is identical in all other respects.
In the following some interesting data fields from selected categories will be presented to you.
• Additional address fields (on page 388)
• Adressdialog fields (on page 396)
• Other special data fields (on page 397)
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Text tab
Standard font
You will see here the standard Infopost-Manager font.
The text properties (font, size and color) can be changed using the Edit text (on page 271) button in
the right mouse button menu.
Within the properties of an address block you can derive from this tab whether the current font type is
system internal or an added machine-readable font (on page 297).
Distances
You can use the option line spacing or Points to adjust the line spacing between the text frames.
Depending on the option you choose the line spacing will be set proportionally to the chosen font size
in percent or absolutely in points. 100 percent corresponds to exactly one line.
Use the option Points if you would like to print out an address block (on page 269) with a direct addressing
machine. Fill in the numbers of points per print head in the appropriate field to avoid lines that overlap
the print head and to thus achieve an optimal printing speed.
The option Additional character spacing increases the spacing of the text, i.e. the distance between the
different characters. With this option it can be achieved that a font type becomes machine-readable.
See Extras menu item (on page 297) for more detailed information on machine-readable fonts.
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Vertical alignment
You can use the alignment options to position the text vertically within the frame.
Three possible selections are available to you here:
• Top
• Centered
• Bottom
Empty Lines
Remove empty lines resulting from empty fields
Empty lines can occur if single fields of an address record do not contain any data. These empty lines
are automatically deleted when this option is activated.
Remove left spaces in data fields
You can use this option to delete spaces on the left side of the field contents.
remove right
You can use this option to delete spaces on the right side of the field contents.
Smooth lines with data fields (remove unnecessary spaces)
This option removes all multiple and unnecessary spaces originating from the data in the address
database or occur because specific fields have no contents for some single addresses.
11.4.3
Rotated text
Similar to frame type text (on page 271) you see the dialog Edit text right after inserting a rotated
text. All edit and format capabilities are similar to those of non-rotated text. The two frame types
differ in the existence of a rotation angle for rotated texts and a varying handling of alignment (on
this page) and usage of colors and lines (on page 260).
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Text tab
Default font
You will see here the standard Infopost-Manager font. The example text is rotated by the defined
Rotation angle (on this page). The text properties (font, size and color) can be changed using the
Edit text (on page 271) button in the right mouse button menu.
Rotation
With this the option Rotation angle you can define an arbitrary angle. The given text will be rotated
according to this angle. An example is shown in the area Standard font (on this page).
Distance
The options are the same as for non-rotated text.
Please refer to Distance (on page 274) for closer information.
Empty lines
The options are the same as for non-rotated text.
Please refer to Empty lines (on the preceding page) for closer information.
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11.4.4
Franking mark
Infopost-Manager supports direct printing of the franking mark e.g. onto an envelope. On the Franking
mark tab you can define its appearance.
In the View area you decide whether you want to print the complete franking wave or only the short
franking mark.
In the former case you specify whether you want to have the product information (Infopost) and the
mandatory ”Deutsche Post” inserted within the franking mark or you want to print these information
separately in the address field as short franking mark.
The results of your settings are always displayed in the Preview area.
The third and surely the most often used option is loading a proprietary graphic as ”replacement for
a stamp”. You can select an image in bitmap (BMP) or JPEG (JPG) format via clicking the Load
motif button. Now, you can derive the image’s dimensions from the fields Height and Width. These
can be also entered manually e.g. in order to scale the graphic.
Please note that the image to be displayed may not fall below resp. exceed minimum and maximum values.
If so, red exclamation marks behind the value show this conflict and closing the dialog is impossible.
If option Keep side ratio is activated Infopost-Manager makes sure that the image will not be distorted
by scaling both directions always with the same factor.
In the National/International area you specify whether or not the franking mark should be the same
for national and international items. The default is Choose automatically, i.e. for each item category
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an optimized franking mark will be printed. It’s understood that you can also choose one common
franking mark by activating the respective option.
Infopost-Manager offers for the various printers different Qualities of the franking wave (from 300 dpi
to 1200 dpi).
Print a sample page for each quality type High, Medium and Low in order to determine the optimum
quality for your printer.
11.4.5
Premiumadress
This position frame inserts the sender, the address block as well as the data matrix code and all
additional information for Premiumadress into your mail merge document.
Address tab
On the Address tab you can specify how to print address and sender.
If you have imported the addresses in only ZIP (on page 63) or Label format (on page 63) mode the
Premiumadress frame cannot create an address block. In this case, please care about a valid address block
by yourself. You can for example use text fields (on page 271).
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Output
In the area ”Output” you can hide sender and address information by deactivating the respective
check box. This can be helpful e.g. for inserting a self-defined address block (on page 269); but mind
the regulations of Deutsche Post for using Premiumadress (machine-readable fonts, maximal 10 lines
etc.).
Font
Here, you can choose another font for the address block. The latter has to be printed using a machinereadable font in order to be machine processable. Thus, do not use any font marked with a red cross
in the icon (q.v. machine-readable fonts (on page 297)).
You can see the chosen font in a preview area below the drop-down menu.
Optional fields
The field selection in this area is similar to the address block (on page 269), but maximal 6 rows are
possible for Premiumadress.
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Premiumadress tab
On this tab sheet you can specify all settings for the data matrix code.
Product variant
There are two possibilities for selecting a product variant for Premiumadress:
• If you want to send all items with identical variants, choose option Fixed value and select one
of the variants 0 to 7 in the drop-down menu.
• You can also post the items within a mailshot with different variants. Using Infopost-Manager
you can define each item’s variant with the content of any field from the address management.
Choose the option Value from field. Possible values are 0 to 7. Field value 1 represents the
product variant ”Basis”, 2 ”Plus” etc. Click the button
. The dialog window Choose data
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fields opens and you can determine the field for the product variant definition.
Example
You categorized all your addresses in A, B and C customers (A = high-turnover customers, B =
medium-turnover customers and C = low-turnover customers). You want to write to each of these
customer categories using another product variant.
Create a separate field in your address database and assign all A customers the value ”3” (Focus). B
customers receive the value ”2” for Plus and C customers ”1” for Basis.
Incorporate this field into Infopost-Manager during address import and select it as product variant
on the Premiumadress tab in mail merge.
Contractual partner
Here you see the sender data (on page 203) which are automatically inserted in the matrix code later
on.
Please note that you can decide here whether to take the Sender, the Mailer, the Payer or even a totally
different role as Premiumadress contractual partner if you are working in lettershop mode (on page 218).
Premiumadress requires a Post customer number which can be defined in the customer index (Extras Customers menu) or in the sender data (Extras - Sender/Mailer menu) on tab Details (on page 199).
Premiumadress-ID
When the contract is concluded a Premiumadress-ID with number ”1” is automatically created. As
long as you do not create additional Premiumadress-IDs you can enter ”1” in field Fixed value. If
additional IDs have been created, e.g. for different departments or divisions, you can assign a data
field of the address management to this Premiumadress-ID - similar to the product variant - using
option Value from field.
User-specific data
Premiumadress supports the integration of user-specific data, such as customer number, into the data
matrix code. This information will also be read and transferred to you if address errors occur.
The field may contain up to 16 alphanumeric characters. For longer strings only numeric values are
permitted - in this case, activate the check box interpret as number.
This function also supports a fixed value for all addresses (e.g. an internal mailshot number) or any
value from an arbitrary field of the address management. When clicking the
button the Choose
data fields dialog window opens and you can select a field.
You can select different formats via the dropdown menu:
• alphanumerical
All values will be coded exactly as you entered them resp. as they come from the defined field
(e.g. character sequence 255 (3 bytes) will be stored ASCII coded in three bytes)
• numerical
All values will be internally converted to binary format and respectively coded in the data matrix
code (e.g. character sequence 65535 (5 bytes) will be coded in two bytes)
• hexadecimal
All values will be read in hexadecimal format, internally converted to binary format and respectively coded in the data matrix code (e.g. character sequence 0F (2 bytes) will be coded in one
byte); if desired each character tuple can have a prefix
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An error will occur if none-hexadecimal values are found. The Premiumadress impression will become
invalid (on this page)
• decimal
All values will be read in decimal format, internally converted to binary format and respectively
coded in the data matrix code (e.g. character sequence 128255 (6 bytes) will be coded in two
byte); if desired each character triple can have a prefix
An error will occur if none-decimal values are found or values off the range 0-255. The Premiumadress
impression will become invalid (on the current page)
Info line
In this area you can configure the definable, optional info line which is located with the Premiumadress
position frame above the address block.
You are able to combine free texts with dynamic field contents such as the customer number. Free
text can be added by simply typing it in. If you want to insert database fields, locate the cursor at
the place where the field contents shall be pasted and press the
button for selecting the desired
database field.
Please mind that the info line starts and ends with an *. This character may also be used as separator
between different fields.
Invalid addresses
Addresses may become invalid for Premiumadress, e.g. if field values for the product variant coming
from the address management are greater than 5 or if the alphanumeric string for the user-specific
data is longer than 16 characters. If so, the Premiumadress impression is shown in red.
Mail merge documents containing invalid Premiumadress impressions cannot be printed.
Infopost-Manager automatically verifies and logs all existing address fields prior to printing.
Therefore,
Print
As soon as you start printing a Premiumadress mail merge document, you will receive a notification
about the Premiumadress settings right after the Print (on page 250) dialog window.
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When starting the print job with OK, all addresses are initially checked whether or not they comply
to the Premiumadress prerequisites.
If errors occur, printing will be stopped and you can open the report in order to locate the error.
Infopost-Manager only checks those Premiumadress impressions which will be actually printed. Thus, it is
possible to print only addresses with valid Premiumadress impression by specifying address ranges in the
Print dialog window.
11.4.6
GOGREEN
In case you have activated the option GOGREEN in Item properties (on page 137) this position frame
enables you to place its logo onto your mail merge document.
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You can define a color mode before you arrange and, if appropriate, scale the logo in your document.
11.4.7
Image
You can insert Bitmaps or JPG files, e.g. your logo, into you mail merge document via the graphic
frame.
If you right-click on a graphic frame the Image tab opens.
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Source
Use the option Statical to print an image on all documents. The option Dynamical (file name from
field) allows you to use images which are dynamically chosen by field contents.
Statical
Here you will see the original dimensions of the imported file and the file name of the imported image.
If you want to undo changes made to the image, you can use the Reset button. This button will
restore the graphic to its original dimensions.
Dynamical (file name from field)
Here you can specify the fields Infopost-Manager shall use to dynamically load an image for each
document. In order to do this, you can choose on which fields the path and file name of the image
shall depend.
Furthermore you can determine how an image will be positioned that does not match the dimensions
of the graphic frame.
Images that are bigger than the graphic frame will be resized to fit. The aspect ratio will be maintained
in the process. Smaller images will be left unchanged.
Dynamical images are of great use to peronalize your mail merge document. You can for example put it
into regional or gender-specific shape.
Options
You can choose how many images Infopost-Manager shall keep in its working memory in order to
increase performance during further editing of your mail merge document.
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11.4.8
Frame
This option offers a number of creative possibilities:
Here you can insert either a rectangle or even single lines which can be creatively designed.
You can define the graphical appearance of your frame via the Colors and lines tab. More detailed
information can be found here (on page 260).
Lines
Each of the four ambient frame lines can be individually set visible or invisible; thickness as well as
line type may be changed using the thickness and type options.
Color
The color of the border can also be defined using this dialog:
Click on the Color button and select the desired color.
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Complete
You can use this option to set the background color of a frame:
Activate the Color button and select the desired color.
11.4.9
Signature
Use this frame to insert scanned signatures into a mail merge document.
Scanned signatures should be available in monochrome files in order to ensure optimum processing in mail
merge printing and for being displayed in different colors.
Select signature
As soon as you insert a signature frame into your mail merge document, the following window pops
up:
You can now select a signature from the project spanning signature pool and accept it via clicking
the OK button.
This window also offers you the possibility to manage your signature pool:
Using the Delete button you irrecoverably remove a signature from the pool.
Removing a signature from the pool has not any impact on projects which use the deleted signature because
it is not only stored in the pool but also in the project itself. This behavior guarantees that projects can be
exchanged or sent (e.g. as Pack & Go-file (on page 38)) and the recipient can work with it nevertheless.
Clicking the Add button extends the signature pool, Edit allows changing the signature properties.
In both cases the dialog mask Edit signature pops up.
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Edit signature
On the General tab you can enter or change the clear designation of the new signature while the Load
button adds a graphic. You can see the signature directly in the preview area.
On the Name line tab you can insert the name of the signatory which will be printed in the mail
merge document in addition to the signature. The font specified in the document will be used.
On the Transparency/colors tab you have two further options:
1. Activate option Transparent color if the scanned signature shall be placed e.g. above a text or
if the name line shall also be printed. Dependent on the colors contained in the graphic, you
can specify the respective color becoming transparent.
2. After having chosen option Change colors you can replace any color in the graphic with an
arbitrary color. If signatures are available monochromely you can for instance easily replace
black with blue and every signature will be printed in blue. You can directly see the results in
the preview area.
Edit properties
Advanced signature frame settings can be specified via its properties. Right-click the frame and choose
the item Edit signature properties from the context menu.
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Transparency and color
In this area you can specify the transparent color as well as the color to be replaced for all used
signatures, regardless from the settings made in the signature pool. Refer to Edit signature (on
page 287) for closer information.
Signatures
In this area you can define variable signatures, i.e. different signatures will be used dependent on a
specific field value.
Example:
You are creating a mail merge document that will be signed by either {Max Mustermann, or
Monika Musterfrau, depending on the receiver’s gender.}
In field Default signature you specify the signature from the pool which will be used if none of the
conditions (q.v. here (on the current page)) is met. Of course, you can change the signature here,
too.
Clicking the Name line... button offers you the possibility of editing the text which is laid underneath
the signature.
Option Use variable signatures activates the Data field and the condition area (on this page). In
the data field area you specify the field which will be compared against the defined values. A dialog
window appears and you can easily select the desired data field.
Condition area
In the condition area you define the signature to be printed if the specified data field equals the value
assigned to the respective signature.
By right-clicking the condition area you can Add, Change or Delete a signature condition.
With the context menu item Change field value you specify the content of the data field necessary for
printing the signature. Each field value can only be assigned uniquely.
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When assigning field values please mind their case sensitivity, i.e. lower and upper case letters will be treated
differently. ”Kirschweg” and ”KIRSCHWEG” are different field values. Additionally, possible jokers (*,?)
will not be interpreted as such. The field value ”??st*” thus does not equal ”Postfach” or ”Weststraße”.
In above example Max Mustermann would sign, if the salutation equals ”Herr” while Monika Musterfrau would if it equals ”Frau”. In all other cases, like for instance ”Firma” or no content, Max
Mustermann would be the signatory.
For any signature various conditions can be defined by adding it several times to the condition area and by
assigning every time another field value.
11.4.10
Barcode
Use this option to add a barcode to your mail merge document.
Content
The inserted barcode can have either a unique fixed value for all addresses (e.g. an internal number
of the mailshot) or it can be defined in a sophisticated way: use the button next to the value from
data field for filling in data from your address file which will be different for each record (e.g. the item
number for easily collecting the responses using a barcode scanner).
Via the AddOn option you can issue an additional ancillary barcode for some special barcode types
which can be scanned by barcode scanners in one go. The AddOn may only contain numbers and can
be either precisely 2 or precisely 5 digits wide.
Formatting
You can specify the format and the rotation of the barcode in the ”Formatting” area.
Furthermore, you can also print the content of the barcode as plain text.
The activated option Security ensures that the barcode consists only of integer multiples of one printed
dot in order to guarantee the highest possible compatibility to scanners. Infinitely variable scaling of
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any barcode can only be achieved with this option being deactivated.
11.4.11
2D barcode
Using this option you can insert a 2D barcode in your mail merge document like it is e.g. required
for mobile tagging.
With Infopost-Manager you can create two different 2D barcodes:
QR codes
Datamatrix codes
Type
In this area you decide whether you want to integrate a QR code or a Datamatrix code in your mail
merge document.
Depending on the selected code the contents and the options in the Format area change.
Content
Specify the characters to be coded in field Value. Here, fixed texts can be combined with variable field
contents, e.g. for generating a dynamic URL. Click the
button and select the desired field to be
inserted from the appearing dialog Choose data fields. For each address this field may have different
values.
Be careful if you use variable field contents. Use a sufficiently large format for the 2D barcode. Otherwise,
it might become invalid when printing critical addresses, i.e. with too large fields.
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If you use the QR code for mobile tagging by coding URLs it is recommended to prefix the protocol
(normally http:). The scanning application then usually recognizes that the QR code contains an Internet
address and directly opens it in the web browser.
Afterwards, select the Data format for the text to be coded:
• alphanumerical
All values will be coded exactly as you entered them resp. as they come from the defined field
(e.g. character sequence 255 (3 bytes) will be stored ASCII coded in three bytes)
• hexadecimal
All values will be read in hexadecimal format, internally converted to binary format and respectively coded in the data matrix code (e.g. character sequence 0F (2 bytes) will be coded in one
byte); if desired each character tuple can have a prefix
An error will occur if none-hexadecimal values are found. The 2D barcode impression will become invalid.
• decimal
All values will be read in decimal format, internally converted to binary format and respectively
coded in the data matrix code (e.g. character sequence 128255 (6 bytes) will be coded in two
byte); if desired each character triple can have a prefix
An error will occur if none-decimal values are found or values off the range 0-255. The 2D barcode
impression will become invalid.
On the lower margin of the Format area the minimum version resp. the minimum dimension of your
2D barcode, which is required for properly coding all characters, is displayed. This information cannot
be given if you are working with dynamic fields.
Format
Here you specify the final size of the 2D barcodes to be printed.
Select the favored Version (QR code) resp. the favored Dimension (Datamatrix code).
The Module size defines the number of pixels to be used for a module.
Digression
A 2D barcode is built up of square black resp. white fields. These fields are called ”Modules”. Sometimes,
smaller modules can no longer be correctly read by the machines in the necessary speed. Besides the
module size the print quality of every single module is vitally important for a rapid readability by machines.
The edge stridence has to be optimal. This edge stridence can be obtained if the module size is optimally
set according to the resolution of the printing system. If the module size was fixed independently of the
printing resolution, the printer would approximate the favored module size by alternating underrunnings
resp. overrunnings. This would lead to blurred or ”fluttering” edges.
Thus, calculate the width of a printer dot by taking the printer resolution into account (e.g. 300 dpi).
Now, find a multiple of this value, which is required by your target scanner for correctly detecting the
modules. Finally, enter this calculated factor in the Module size field.
You can see an example of the resulting 2D barcodes based on your settings in the Preview area.
The 2D barcode will be previewed and printed hatched in red if the coding of the text is not possible
e.g. due to bad characters or a version resp. dimension value which has been set too small in order
to code all characters.
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11.4.12
New page behind current page
This menu item inserts a new empty page behind the current page within you document.
11.4.13
New page before current page
This menu item inserts a new empty page before the current page within you document.
11.4.14
Responseplus
This position frame inserts the response address as well as the data matrix code for Responseplus into
your mail merge document
Address tab
On the Address tab you can specify how to print the reply address.
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Using one of the options Use address of sender or Deviant address you can specify your or any other
address as the reply address.
Choose Do not show reply address in order to suppress the print of the reply address. However, in
order to build the data matrix code you still have to specify a ZIP.
This option can be of use if you are going to print on pre-printed forms which already contain the reply
address.
Responseplus tab
On this tab sheet you can specify all settings for the data matrix code.
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Contractual partner
Here you can specify the Post customer number of the contractual partner for your Responseplus
campaign.
Customer order number
Here you can specify a unique identifier for your Responseplus campaign.
This order number is crucial for the response analysis. Only if it is unique for every order, a valid statistic
can be compiled. This will e.g. allow for calculating the number of responses that have actually been sent.
The order number can contain up to 15 characters. Allowed are capital letters from A to Z and digits
from 0 to 9.
Item ID
Each reply item must have a unique identification number.
Choose the option number consecutively in order to let Infopost-Manager automatically set the IDs.
By specifying a start number you can ensure different campaigns will not use the same IDs.
You can also use item IDs you have imported already. In order to do so choose the option Value from
field.
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User-specific data
You can add customized data to the data of the response analysis.
If you want to group the data, select the option Value from field. You may for example use the field
ZIP. This would enable you to see how many replies have been sent from which city.
Please note that the content of the selected field will be coded into the data matrix code and hence only
capital letters from A to Z and digits from 0 to 9 are allowed. Please make sure that the field you want to
use will contain only those characters for every item.
11.4.15
Responseplus franking mark
Responseplus franking mark tab
The settings on this tab correspond to those of Franking mark (on page 277) with limited complexity.
For example, RESPONSEPLUS will always be printed as the product name. Moreover, for the form
referral no short franking mark is allowed.
Responseplus does only exist for national items and hence no international franking mark exists.
11.4.16
Payment hint
Instead of a franking mark (on this page) you can also print a placeholder for a postage stamp. To
do so, enter a text to ask the sender of the Responseplus reply for franking.
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11.5. Extras
In menu Extras several additional functionalities are available for printing the addresses onto your
mail merge documents:
11.5.1
Address management
on page 65
11.5.2
Machine-readable fonts
In order to machine-process your items and thus to deliver them as quickly as possible, the address
block has to be printed using a machine-readable font.
Infopost-Manager knows a large number of machine-readable fonts approved by Deutsche Post and
automatically identifies which of these fonts are installed on your system.
Edit fonts
Use the Delete button to remove fonts you previously added from your system or the Add button to
install additional machine-readable fonts.
Fonts you installed yourself can be changed afterwards by using the Change button.
You can specify the font size with an accuracy of half points. Please note that depending on your screen
resolution the differences may be barely perceptible. In case of doubt, you should check the result with a
test print.
View
Use this filter to restrict the selection of the displayed fonts.
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All fonts
Both font types, those provided by Infopost-Manager and those you added by yourself, are shown in
this view.
Fonts not installed on your system are marked with a red cross.
Only system fonts
In this view all fonts which are known to be machine-readable are listed.
Only user fonts
This option restricts the selection to those fonts which you personally installed and which you declared
being machine-readable. These are identified with a small figure.
Only installed fonts
In this view you will see only those fonts which are currently installed on your system. All other
machine-readable fonts are excluded from this list.
11.5.3
Spell check
Via the submenu of this menu item you can run and configure the spell check.
Check
This menu command starts the spell check in batch mode. All text frames (on page 271) are checked
one after the other for incorrect words which are shown in a separate window for correction.
The incorrect word is displayed in the Not found area while your correction request resides in the
Replace with section. This can be manually entered or selected form the list of the Suggestions area.
The Skip button ignores the current word. Identical words will be shown again.
When clicking the Change never button you define that the potentially incorrect word is correct and
will no longer be prompted for the remainder of the document. If you want to fix your decision for
all future documents click the Add button and this word will be included to the user dictionary (on
the next page).
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The buttons Change and Change all adopt the suggestion item to the document - either once or for
all identical words.
Dictionaries
In this dialog you define the language of the main dictionary and select the user dictionary. The later
holds those correct words which are not contained in the main dictionary.
With Infopost-Manager the main dictionaries for the languages German and English are installed.
If you should require main dictionaries for other languages please contact the hotline of Deutsche Post on
+49 180 5 334460 (14 ct per minute or part thereof from a German landline; or a maximum of 42 ct per
minute or part thereof from the German mobile phone network).
You are also able to define more than one user dictionary (e.g. one for each language or one for topics
with dedicated technical terms). In order to do so click the
button.
You can create a new dictionary via clicking the die New button. Afterwards, this new dictionary can
be selected.
You are also able to Edit the various entries of the currently selected user dictionary by clicking the
respective button.
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Added words
This dialog shows you all words which you added to the user dictionary in the course of time.
Using the buttons Add and Delete you directly affect this list. For instance, you can delete or correct
words which you added wrongly.
Auto-Correct pairs
The spell check’s configuration opens new ways for you: You define how Infopost-Manager shall replace
a word - not only during spell check but already during typing.
You can use this functionality to auto-correct often wrongly entered words (e.g. typos) or even to
expand common abbreviations. As soon as one of those words to be replaced is followed by a space
strike Infopost-Manager automatically substitutes it.
If a word is not automatically substituted, because you did not type a space but a special character or a
carriage return, the replacement will be performed during the real spell check.
Settings
You specify Infopost-Manager’s behavior during spell check via this options dialog.
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With activated option Ignore words in CAPITAL LETTERS all shifted words are deemed correct.
The same holds for Words with numbers (e.g. 3-dimensional, V12 cylinder) if the respective option is
ticked. A check in field Ignore abbreviations skips abbreviated terms such a attn. or i.e.
If option Suggestions only from main dictionary is activated all entries of the selected user dictionary
(on page 299) will be ignored - added words as well as auto-corrections.
Checked option IGnore two capital LEtters at the BEginning of a WOrd reduces words beginning with
two upper case letters to one leading capital.
You decide that you want to check spelling before printing by activating the respective option. Thus,
you make sure that no incorrect documents will be printed and sent afterwards. Furthermore, unnecessary misspellings do not impair your mailing’s first impression.
11.5.4
Text length check
While option Visualize truncated text (on page 266) only holds for the current address, this menu item
makes far more: It passes all addresses and shows all addresses with overfull text frames depending
on the respective field contents.
Thus, you can reliably and easily change the text frame’s dimensions or shorten the text accordingly.
If you click the
button all addresses will be shown again.
The visualization of truncated texts only works with activated option accurate in the document’s print
options (on page 254).
Please note that Premiumadress (on page 278) impression always are considered as big enough. Based on
the specification these impressions cannot be horizontally scaled. Thus, long addresses may be truncated.
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11.6. Hot Keys
In order to make working with mail merge documents even more comfortable, several Hot Keys were
defined which help you to browse quickly through the various position frames and edit them.
Via Keyboard
Key
as is
Ctrl
PageUp
scroll up in the
current page; at
begin of page move
to the previous page
browse forward page
wise through the
document
PageDown
scroll down in the
current page; at end
of page move to the
next page
browse backwards
page wise through
the document
Home
begin of page (top
left)
go to first page
End
end of page (down
right)
go to last page
Cursor
keys
move selected
position frames
change size
TAB
select next object in
the object inspector
list
RETURN
with a selected text
object: edit mode,
else: properties
A
Ctrl+Shift
Alt
change size
proportionally
move selected
position frames in
larger steps
with all selected
objects: properties
select all
Via Mouse
Mouse
Key
Action
Keyboard
Key
Left
move frame
Ctrl
move in only one direction
Left
change size
Shift
keep aspect ratio
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12 Mail merge (Word)
12. Mail merge (Word)
Contents
12.1. Settings in Infopost-Manager . . . . . . . . . . . . . . . . . . . . . . . . . 303
12.2. Processing in Word . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 305
Beside the internal special word processor (on page 238) you can also create and print Microsoft Word
mail merge documents with Infopost-Manager.
12.1. Settings in Infopost-Manager
In the dialog window Word mail merge you define the document name and the data source, select the
category/ies and specify the fields which you want to use in your Word document.
Word document
Field File contains the file name of the currently used Word document.
By default, all Word documents are stored in the directory of the respective project.
As soon as you click the
button, you can select a Word document which can be located in any
directory, as a template. In the second step, you enter the file name of the target file, which then will
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be created - ideally in the project directory. The source document is certainly kept untouched.
You can also Create an empty document or Select another document, which e.g. is not stored in the
project directory, via the dropdown menu.
Addresses
In this area, you define the data source and its data which are required by Word’s mail merge module.
create new address file
If you launch Word mail merge for the first time, create a new address file in File. For this purpose,
click the
button.
Enter the file name of the data source and the target directory in the subsequent dialog window. By
default, the project directory is suggested.
The data source is always stored as semicolon separated text file. The various field contents are enfolded
in inverted commas.
Now, select the category for creating and printing the mail merge documents.
Take special care not to select categories simultaneously which have to be posted separately (e.g. Infopost
and remaining items).
Prior to being able to edit and/or print the Word document, the fields which you want to use in your
document as merge fields have to be selected. Click the
button and the Choose data fields
window pops up:
Here you define which fields, e.g. those you explicitly imported with your address record, shall
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be integrated in the document. Short texts on the right-hand side of the window offer additional
information on each IPM data field.
Of course you can add additional fields to your data source afterwards. Please note, however, that
the complete address file will then have to be recreated.
Data fields which are already used in the Word document are shown grayed out and thus cannot be
deactivated. As soon as the respective field is deleted from the document, this will become possible again
and you can switch to the Choose data fields window in order to disable it.
Use the delivery fields generated by Infopost-Manager when processing your addresses with Microsoft
Word in order to ensure that the results of the address check, the duplicate search and optimization are
also available.
Additionally, the delivery fields allow you to benefit from the normalization of the address fields in one
column - you no longer have to work with several fields for major recipient, street and P.O. Box address
and for the respective ZIPs.
• Data fields of category ”Additional address fields” (on page 388)
If all settings are done, click the Open with Word button. Infopost-Manager now launches Microsoft
Word (on this page) with the specified document and links it with the defined address file as data
source.
use existing address file
If you already assigned a Word document to the current project, this option is activated.
You can see the data source which is linked to the Word document in the field File. Another data
button.
source can be assigned without having to recreate it by clicking the
Use this functionality to generate the data sources for the various dispatches in advance. Give the same
name to the address files as to the categories in order to avoid any confusion. If you want to print the
documents of a dedicated category, simply choose the corresponding address file and click the Open with
Word button.
Take care that the Word document does not contain any merge field which is not also contained in the
data source.
12.2. Processing in Word
As soon as Infopost-Manager launches Microsoft Word with the specified document and data source,
both files will be mutually linked.
Now you can work with Microsoft Word’s mail merge module as you are used to.
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As long as the Word document assigned to the project is open, Infopost-Manager has to wait and cannot
be used meanwhile.
If the document is closed, this state changes and you can continue working with your mailshot project.
In the menu Insert Merge Field you will find all Infopost-Manager fields which you have chosen during
the field selection (on page 304):
You will see the fields coming from Infopost-Manager like ”normal” merge fields in your Word document.
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Click the
vice versa:
button in order to switch the preview mode from field type to field content view and
For additional information and explanations please refer to the respective mail merge chapter of the
Microsoft Word user’s manual or to advanced literature.
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13 Production guideline
13. Production guideline
Contents
13.1. Infopost . . . . .
13.1.1. Production of
13.1.2. Production of
13.2. Remaining items
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trays using the tray list . . . .
pallets for Infopost . . . . . . .
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Infopost-Manager distributes your addresses to two categories: Infopost and remaining items.
Further possible categories are International and Other (unwrapped items or Infopost Kreativ, which
cannot be sent as Infopost).
After printing the addresses, you must consistently separate these categories because they have to be
posted separately from one another. Infopost items also need their own set of forms.
13.1. Infopost
All Infopost items have to be packed into trays sorted by ascending or descending ZIPs.
Items have to be inserted into trays upside down and the address block has to face the information
carrier (= tray label).
Please follow the same procedure if you combine Groß- or Maxi-items in bundles instead of trays.
The items are always combined in trays or bundles. All items are generally printed in the correct
order and can be directly inserted into the trays.
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Trays can contain items with similar ZIP, with similar routing region (first two digits of the ZIP) or
with the same routing district at the acceptance office. In addition, they can also be filled as Germany
trays.
Bundles, however, have to be target clean, i.e. they may only contain items with similar ZIP or
routing region.
First, print the tray list resp. bundle list. You can see from these lists how many items will be packed
into which trays or bundles.
One row for each tray is printed in the tray list.
Trays with similar ZIP are merged by Infopost-Manager to one tray target. The same holds for trays
with similar routing region. Germany trays also represent a tray target (0-9). All trays belonging to
the same tray target will receive the same printed information on the tray labels.
The items of a tray target are always sorted by ZIP in ascending order.
If possible, immediately affix a printed tray label to each full tray.
When printing the addresses in mail merge (on page 238) mode you can decide whether or not a special
overview page shall be printed prior to each new tray, which indicates the tray change and which contains
additional information such as item quantity.
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13.1.1
Production of trays using the tray list
Case A: All items in one tray target fit in one tray
Place 156 items into tray no. 1 and label it with marking ”40”.
Case B: Not all the items in one tray target fit in one tray
Trays 2 to 8 belong to the same tray target.
Label the trays with the same marking (”42”), which can be derived form the tray list, and fill tray
2 to 4 with 171 items each, 5 to 8 with 170 items each.
Produce trays 9 to 11 the same way.
As an alternative to the tray list, you can also produce trays based on the printed tray labels coming
from Infopost-Manager. If you check the options Print extra tray/bundle information, each tray label will
contain its tray number as well as its item quantity.
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13 Production guideline
13.1.2
Production of pallets for Infopost
The simplest way of producing pallets is to stack the trays onto the pallets as soon as all items are
inserted.
Once a tray is filled, affix the printed tray label and place the tray onto the current pallet which is
indicated in the tray list in column ”Pallet No.”. Column ”Pallet target Marking” illustrates the label
information for the corresponding pallet.
If you post trays on pallets, you should print the pallet list.
Details such as weight and tray quantity per pallet can be derived from this list.
In principle, the maximum weight as well as the maximum stacking height allowed by Deutsche Post
has to be taken into account during pallet production. When specifying the production properties,
Infopost-Manager ensures that these limits will not be exceeded.
In order to obtain discounts the respective minimum weights have to be met. Infopost-Manager
distributes your items during optimization in an ideal way, i.e. the fees will be as low as possible.
Should you have any questions, please contact the Deutsche Post Hotline on +49 180 5 334460 (14 ct
per minute or part thereof from a German landline; or a maximum of 42 ct per minute or part thereof
from the German mobile phone network) or a Direct Marketing Center in your area.
13.2. Remaining items
Remaining items are normal letter mail items, postcards etc.
They do not have to be sorted, inserted into trays or posted at the same time. No forms are required.
Remaining items may not be franked using the franking mark but must be franked by machine or with
stamps.
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14 Address export
14. Address export
Contents
14.1. Export addresses from Results menu . . . .
14.1.1. Specify output file . . . . . . . . . . . . . . .
14.1.2. Specify format . . . . . . . . . . . . . . . . .
14.1.3. Start export . . . . . . . . . . . . . . . . . . .
14.2. Export addresses from address management
14.2.1. Specify output file . . . . . . . . . . . . . . .
14.2.2. Specify format . . . . . . . . . . . . . . . . .
14.2.3. Start export . . . . . . . . . . . . . . . . . . .
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Infopost-Manager is capable of exporting the addresses out of a project for later use in other applications.
Export can be launched from Address management or by using the Results menu.
14.1. Export addresses from Results menu
After the postage optimization Infopost-Manager is capable of exporting the dispatch optimized addresses of a project for later use into other applications. This can be done via the Results menu.
If the addresses are exported, all address records are subdivided into the corresponding categories
Infopost, remaining items, international items as well as unused items. Within these categories, all
addresses are available in the sequence which is required by the postal regulations.
The export wizard offers a variety of options for exporting the addresses. He will help you to select
the correct options in each case; you can use the buttons Next and Back to go one step forward or
back (in order to check or make corrections).
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Of course you can immediately export your addresses without having to make any changes to the default
settings. Your addresses will be automatically sorted in correct order. Also, all address fields needed for
dispatch are provided for each address. You can also use the button Load template to load previously saved
export options. These templates, for instance, make it easier to export files for specific further processing
on a regular basis. The use of the specific template <import structure> ensures that the export files where possible - have the structure of the original file which you used for import. The previous settings
are overwritten as soon as you load a template! You can save the current settings in a new template (on
page 320) in the last step of the export dialog.
14.1.1
Specify output file
In the first step you define the file format and the target file/s for the current export.
Output format
Infopost-Manager provides a variety of file formats for address export. Thus, no additional conversions
have to be made if you will process your data with other applications.
• Text file with fixed field width (on page 407)
• Text file with variable field width (on page 408)
• MS Access database (on page 408)
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• Inkjet printers (on page 409)
• XML file (on page 410)
Export files
Save addresses in one file
If this option is selected, all addresses of a project are saved in a single file. The respective affiliation
to a category (e.g. Infopost, remaining items) is shown in the table in the ”Category” column.
Addresses of category unused items will not be contained in the export file. If necessary, export these
addresses to a separate file.
If this option is used you will have to take care of dispatching the different categories separately,
especially if you process the addresses with external programs.
Save addresses per category in separate files
If you activate this option, the addresses of the categories (Infopost, remaining items, unused items
and international items) are saved in separate files for each category and can be further processed
in this manner.
By default, categories which do not contain any address record are not exported; this can be changed
by clicking on the ticks for these categories.
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Module International optimization
With activated module International optimization additional categories will be available. Details can be
found in chapter International optimization (on page 344).
Save addresses filtered into file(s)
By using this option’s dropdown menu you can filter your export data by the following types:
Modules International optimization and Vario
With activated modules International optimization and/or Vario additional filter criteria will be available.
Details can be found in chapters International optimization (on page 344) and Vario (on page 361).
If you have selected a type, click the button Filter in order to define dedicated pallets, pallet targets,
Partial posting etc. as filter values for export.
You can define the bundles, trays, pallets etc. to be exported by activating the respective check box.
Details on the effective usage of the selection methods can be found here (on page 407).
The filtered addresses will be exported in one file. If you want to store the addresses per filter value
into a separate file, you have to activate the check box Save in separate files. Thus, you can for
instance create a separate file for each partial posting during one export process.
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Filters can only be applied to addresses of category Infopost since remaining items have to be dispatched
separately and can be kept unsorted.
Directory
In this line you can define the target directory of the address export.
If you want to store the file into another directory or if you want to rename it, click the
button.
You have instant access to the recent and some system specific default export directories via the
button.
You will see the files to be exported in the lower table of the ”Export files” area. Depending on the
chosen settings and options, the file names vary. Activate the check boxes of those files which you
want to export.
14.1.2
Specify format
In this dialog window you can define the structure of the export file by deciding for each field whether
or not it is required for external processing (if necessary even more than once) and thus has to be
exported. Additionally, you can also specify here the field order for the later export.
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14 Address export
You can use the buttons Add and Delete to extend your output file by further fields or to remove
dispensable fields. Select a dedicated field and move it to the desired position within the export file
by clicking the Up and Down buttons.
In general, empty fields can be automatically removed prior to the export by clicking the Remove
empty fields button.
Infopost-Manager can automatically add all filled address fields. Thus, you avoid importing empty fields
or do not forget importing filled fields. Just click the Add button and select those fields which you want
to be included in your export file.
You can start all actions also via the contextual menu (right mouse click).
During extending the output file via adding one or more fields, a dialog window appears where you
can comfortably select the field/s.
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The check boxes of each field show which fields are already going to be exported. Furthermore, you
can change the status of every field by continuously clicking the respective. The possible check box
status are:
Check box
Result
Field will not be exported (yet)
Field will already be exported (at least once)
Field will be exported - if appropriate for a second or third time
Some label printers require a so called control file for the print job which contains the information to be
printed for every label. This file can be easily created by Infopost-Manager via the export.
If any field content should appear on the label more than once (e.g. ZIP or bundle change chars), just add
the relevant field for another time.
Use the additional address fields generated by Infopost-Manager when processing your addresses in order
to ensure that the results of the address check, the duplicate search and optimization are also available
during processing.
Additionally, the delivery fields allow you to benefit from the normalization of the address fields in one
column - You no longer have to work with several fields for major recipient, street and P.O. Box address
and for the respective ZIPs.
• Data fields of category ”Additional address fields” (on page 388)
• Data fields of the category ”Adressdialog fields” (on page 396)
• Other special data fields (on page 397)
Field properties
You can change the field descriptor for each export field. Select the desired field and change its Name
in the ”Properties” area.
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If you are exporting a field more than once, Infopost-Manager ensures the uniqueness of the field descriptors
to be exported.
Dependent on the export file format you can additionally specify the field type (only with *.dbf or
*.xls) or the field width (only with *.dbf or *.prn). None of these settings needs to be changed; you
can also use the default settings.
If you export your data into a fixed-field format (*.dbf or *.prn), two additional options will be
available in this window:
In the ”Properties” area, you can manually define a specific width for each field.
You can use the button Verify field widths to set the maximum width required by each field and
automatically remove empty fields from the export file.
If fields are found during the field width verification, which are too long, Infopost-Manager automatically offers to split them to several subfields (on page 399).
If you click the No button the field contents will be truncated.
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14 Address export
14.1.3
Start export
By clicking the button Export you start the finishing address export.
All information required for exporting your addresses are listed in a table. You can check all details.
Any changes can be easily carried out using the Back button.
If you activate the Create export description option, a text file is created which contains all important
information on the current export.
Templates
Templates ensure in an easy way that your addresses are always exported in the same format for
specified further processing.
Infopost-Manager always stores the export settings within a project - irrespectively of any template. Thus,
you do not have to re-specify them if you want to export addresses more than once. Even if you duplicate
a project in the project explorer, all export settings are copied as well.
Save template
If you want to reuse settings you have made in a subsequent project, you can save them by clicking
the Save template button.
Confirm whether or not you want to replace the used template - here ”Standard”. Click No in order
to create a new template with another name.
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14 Address export
If you changed the automatically suggested export file name by hand, you can now define whether
or not this name shall also be stored in the template. If you want to save every export file with an
identical name, click Yes. The same holds for the export into separate files.
Enter a unique name on tab General of the dialog window Properties; if desired, you can provide other
information on this template in the info field.
On the Content tab you will see once again which fields will be exported in which order using this
template.
Click OK to save the template.
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Load template
You can load a template at any step of the export wizard. Click the Load template button and all
template settings will be applied.
In the Select template window all templates saved so far are shown. Choose a template and click OK.
By using the <import structure> template, the addresses are exported with the field structure of
the import file (as long as this is possible, especially taking into account that several input files have
been imported).
When you click the small arrow beside Load template you can add another template to the ones
already loaded. Now, all fields that are contained in any of the loaded templates will be exported. In
case a field is contained in more than one template, Infopost-Manager will inform you. You will be
able to prevent fields from being exported redundantly.
You can also define a default template, which will be automatically applied to newly created projects.
Right-click a template and select from the contextual menu Template is default template. The default
template is marked bold.
14.2. Export addresses from address management
Infopost-Manager is capable of exporting the addresses out of a project for later use in other applications.
Some information, e.g. mailshot data, can only be exported from the Results menu (after running
postage optimization). If address export is launched from address management, these fields will remain
empty.
If you used a filter (on page 75) in address management, only the filtered addresses will be exported and
not the complete address database. A relevant note will point out this fact.
The export wizard offers a variety of options for exporting the addresses. It will help you to select
the correct options in each case; you can use the Next and Back buttons to go one step forward or
back (in order to check or make corrections).
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Of course you can export your addresses without having to make any changes to the default settings.
You can also use the Load template button to load previously saved export options. These templates, for
instance, make it easier to export files for specific further processing on a regular basis. The use of the
specific template <import structure> ensures that the export files - where possible - have the structure
of the original file which you used for import.
In the last step of the export dialog the current changes can be saved in a new template (on page 320).
14.2.1
Specify output file
In the first step you define the file format and the target file/s for the current export.
Output format
Infopost-Manager provides a variety of file formats for address export. Thus, no additional conversions
have to be made if you process your data with other applications.
• Text file with fixed field width (on page 407)
• Text file with variable field width (on page 408)
• MS Access database (on page 408)
• Inkjet printers (on page 409)
• XML file (on page 410)
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Export file
The file name and the directory path to which the addresses are to be exported are shown in this area.
If you want to store the file into another directory or if you want to rename it, click the
button.
14.2.2
Specify format
on page 316
14.2.3
Start export
on page 320
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15. Modules
Contents
15.1. Professional . . . . . . . . .
15.1.1. Feature matrix . . . . .
15.2. International optimization
15.2.1. Addresses menu . . . . .
15.2.2. Preparation menu . . .
15.2.3. Results menu . . . . . .
15.2.4. Extras menu . . . . . .
15.3. Vario . . . . . . . . . . . . .
15.3.1. Main window . . . . . .
15.3.2. Addresses menu . . . . .
15.3.3. Preparation menu . . .
15.3.4. Results menu . . . . . .
15.4. Job splitting . . . . . . . .
15.4.1. Preparation menu . . .
15.4.2. Results menu . . . . . .
15.4.3. Extras menu . . . . . .
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326
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328
329
330
340
346
346
347
348
350
360
361
362
366
372
Infopost-Manager’s capabilities can be extended by activating several modules. You can always see
via the menu item Help - About on the Modules tab which modules are already usable and which can
be additionally activated.
Clicking the Change license button will close Infopost-Manager and the licensing dialog window will
appear.
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After you have renewed the license, Infopost-Manager will restart. If any, the functionalities of additional modules will now be available.
15.1. Professional
The module Professional is especially recommendable if you often use the Infopost-Manager, regularly
produce larger mailings or even produce mailings for other customers.
The modules International optimization (on page 328), Vario (on page 346) and Job splitting (on page 361)
require an activated module Professional.
When the module Professional is activated Infopost-Manager will consequently be renamed into
Infopost-Manager Professional.
Please note that this help describes Infopost-Manager as seen with module Professional available. If you
do not have this module activated you might experience some dialogs with reduced functionality.
15.1.1
Feature matrix
The differences of the Infopost-Manager Professional to the standard version can be derived from the
following table:
Feature
Standard
Professional
Address check
x
x
Address check: Extended options
Keep upper case, unify spelling, official city supplement, check names of major
recipients, adjust search mode
Address check: Streetcode can be activated
x
x
x
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Address check: Thesaurus
x
Address export (txt, csv, xls, xlsx, dbf, mdb, accdb and xml)
x
x
Address import (txt, csv, xls, xlsx, dbf, mdb and accdb) incl. import templates
x
x
Address import (label format)
x
Address import (only ZIP)
x
Address import via ADO
x
Adressdialog incl. code creation
x
x
Anonymization of projects
x
x
Blank forms
x
x
Customer index
Data backup
x
x
Data protection assistant
Duplicate search
x
x
Duplicate search: Options
Adjust search mode, select search intensity and match accuracy, show similar
address as duplicates, contact person with B2B, first name with B2C, consider
field Company3, compare company and name fields
Import and export Pack & Go
x
x
x
Individual Katalog dispatch
Inkjet export
x
x
x
x
x
Job splitting
J
Letters international at kilo-rates
IO
Logging of user activities
x
Mail merge: Barcode
x
x
Mail merge: Datamatrixcode
x
x
Mail merge: Interface to Word
x
x
Mail merge: Panel print
x
x
Mail merge: Premiumadress
x
x
Mail merge: QR code
x
x
Mail merge: Spell check
x
x
Mail merge: Text length check
x
x
Mail merge: Water marks
x
x
Map Tool
x
x
Merge address databases
x
Multi-Change with filtered addresses
x
Multiple export of individual fields
x
x
News/Update check (incl. auto update)
x
x
Nielsen region, provinces exportable
x
Nixie check
x
Optimization: based only on ZIPs
x
Optimization: DHL Infopost
x
Optimization: Extended settings
x
Optimization: Infopost International
IO
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Optimization: Infopost National
x
Optimization: Partial posting
x
x
Order management
x
x
PDF export
x
x
Production: Minimize number of trays/bundles
x
Production: Multi-flow method
V
Production: Pallets
x
Production: Single flow method
Production: Trays and bundles
V
x
Production: Variant clean
x
V
Project explorer
x
x
Project statistics
x
x
Robinson check
x
Routing label editor
Routing labels
x
x
Salutation check
Save lists as texts, clipboard
x
x
x
Spreads: Nielsen regions, provinces
x
x
Spreads: ZIPs, cities, routing regions, routing zones, countries
x
x
Tray/Bundle list
x
x
Tray/Bundle target list, pallet list and pallet target list
x
User administration
x
VarioPlus
V
VarioPlus International
V+IO
Wizard (Czech, Danish, English, French, German, Italian, Polish, Spanish)
x
x
ZIP search
x
x
x = regular feature
IO = module International optimization
J = module Job splitting
V = module Vario
15.2. International optimization
By using this module international items will be included into the optimization process. Normally,
i.e. without activated module, these items will be sorted out.
This module requires an activated module Professional (on page 326).
Right after this module is activated (on page 325), new menu items and buttons will become available.
Thus, the new functionalities are seamlessly integrated into Infopost-Manager. You can directly jump
to the necessary settings and the results (e.g. production lists).
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15.2.1
Addresses menu
Especially within the address management Infopost-Manager Professional with activated module international optimization contains more or extended functions.
15.2.1.1
Address management
Having executed the postage optimization, additional filter criteria will become available in address
management.
In submenu Category filters for the international addresses by Infopost, Letters at kilo-rates and
remaining items are offered.
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15.2.2
Preparation menu
In Dispatch properties you specify the necessary settings required for optimizing the international
items.
After having executed the postage optimization you can see how Infopost-Manager Professional assigns
the various items to the categories Infopost, Letters at kilo-rates and Remaining items.
15.2.2.1
Item properties
The item properties are modified to some extent in order to deal with the required settings resp.
information on the dispatch of international items.
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Item details
If desired you can get an extended view of the postages which are in particular complemented by the
international values. For this click the Details » button:
Clicking the « Details button closes the window again.
International tab
As soon as you have chosen option International (together with National, if applicable) in the dispatch
properties (on page 334) the window item properties gets another tab International:
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Franking type
In this area you can decide whether or not you want to apply the same franking type for both national
and international items. Check the option Like National to do so. The information in brackets shows
you which type was chosen on tab franking (on page 140).
If you prefer a different franking type for your international items check option Set individually and
choose the desired type from the dropdown menu.
Choosing different franking types for national and international items is e.g. necessary for the franking
mark (ZL) because this franking type is not permitted for international items.
Extra items for ”Kreativ”
In the area below you can specify the maximal number of extra items for the dispatch type Kreativ.
Due to the fact that Kreativ items can only be sent as Infopost you specify with this value whether
you want to send the items only if they are handled as Infopost (value 0) or if you are willing to pay
extra items, if appropriate.
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If the total quantity of Kreativ items per country incl. extra items does not reach the minimum quantity
required for Infopost all items are sorted out by the optimization and are then assigned to the category
not postable items.
Wrapping weight
Here you can specify the wrapping weight of international items if you produce national items without
wrapping.
15.2.2.2
Production properties
As soon as you have chosen option International (together with National, if applicable) in the dispatch
properties (on the next page) the window production properties gets another tab International.
Sorting
Deutsche Post AG does not regulate any sorting for Infopost International for the different countries.
If you want to obtain an order nevertheless, you can select up to two criteria via the dropdown menus.
Use the sorting options e.g. for testing purposes or for preparing the shipping service Direct Entry. For
the latter, select the field Country (ISO code) first and then Delivery ZIP and city.
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Module Vario
If you want to sort international items by variants you can choose either Variant description or Variante
(Vario). While the variant description corresponds to the actual variant of an item, Variante (Vario) is
the content of an address field. If you have specified a default variant it may happen that different values
of the field Variante (Vario) map to the same variant description. Details can be found in chapter Vario
(on page 352).
Production properties
In this area you specify whether you want to produce the international items differently from the
national ones.
In such a case enter the necessary values in the areas Tray/Bundle properties and Pallet properties
for tray/bundle production, if applicable.
15.2.2.3
Dispatch properties
In this dialog window all settings for the dispatch of international items are to be specified.
The properties set here can also be predefined as default for future projects. To do so set them once
under Extras - Options on the tab Settings in the section Apply dispatch properties to all new projects (on
page 219).
General tab
Mode
In this area, you specify, which addresses shall be included in the optimization process. For instance,
it is still possible to optimize and dispatch only national addresses although the module International
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optimization has been activated.
Normally, you will choose National and International for address lists which also contain international
recipients. Thus, you will receive e.g. separate tray/bundle, pallet and posting lists for international
items. Furthermore you can export those lists per category Infopost International, Letters at kilorates, Remaining items International and not used items.
Optimizing only national addresses especially makes sense for products which are not available for international dispatch such as unwrapped items or Infopost Kreativ. International items can be consequently and
easily processed at a later time by setting the respective option and choosing a product, which is valid for
international dispatch.
Projects with international addresses, mode ”National and International” and a product which is valid only
for the national dispatch can not be optimized and thus not be posted and finished.
International products
If you have set a mode in which international items are dispatched (National and International e.g.),
you can determine the kinds of international dispatch the postage optimization should make use of.
Amongst others you can declare here whether or not the postage optimization may send your international items as Letters International at kilo-rates. Just activate the respective check box and enter
in field rebate the percentage which is written down in your contract with Deutsche Post.
In order to produce letters international at kilo-rates a dedicated contract with Deutsche Post AG is
required. Contact your business customers consultant.
The activated products will be consequently integrated into Infopost-Manager’s project chain starting from
the item properties and the project statistics up to the specific posting lists.
Transport Service tab
In this area you determine the transportation type. You can select a general or a country specific
regulation.
This sheet is only available if you have chosen an international mode (on the preceding page) in the previous
tab.
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If you check option Country specific, you are able to define the transportation type for a every country
separately. A new tab Transport service appears. You can manually switch to this tab or click the
Edit button.
This selection has to be made for Infopost International only.
Country specific tab
Here you can define the desired transport service for each country.
This tab is only available if you have chosen a Country specific (on the previous page) transport in the
previous sheet.
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Select the respective country via mouse click and click the button with the desired transport service
afterwards.
Hint 1
If you want to select country blocks, choose the block’s first country, keep the Shift key pressed and click
the last one. All countries in between will be selected. If you want to select multiple countries, which are
not concentrated in a block, click them separately while keeping the Ctrl key pressed.
Hint 2
Click another column title to change the sorting criterion, click the same column title to invert the sorting
order. If you take the before mentioned hints into account, you can comfortably and effectively determine
the transport service of your ”desired” countries.
When opening the tab, only those countries are shown per default, for which addresses are available in
the current database; deactivate the respective check box in order to show all countries and to define
the transport service for countries, which are not contained so far, but for which you know that they
will later on.
15.2.2.4
Postage optimization
If you optimize your addresses in National and International (on page 334) mode, you will get up to
four tabs in the results area:
Tab Overview shows the total number of all items (national and international) and their costs per
category. Additional, the resulting total amounts will be calculated and presented.
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All information on tab National are identical to the optimization results without activated module
International optimization resp. with optimization in Only National - sort out international addresses
(on page 334) mode. Please refer to chapter Postage optimization (on page 151), if you want to know,
how the production rebates are calculated.
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Tab International shows the optimization results for all international items.
Differing from the national optimization, production rebates are not granted for international mailshots.
If appropriate you will find some explanations on the optimization results on tab Notes.
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All tables are also shown in the project statistics (on page 180) and thus can be viewed at any time.
15.2.2.5
Payment method properties
On the Prepayment tab you can also manually enter amounts which are already stamped on the
international posting list and thus have to be deducted from the grand total.
Please note that the values, which can be entered, are dependent on the chosen franking type (on page 140).
Thus, input fields might be disabled.
15.2.3
Results menu
You can access inter alia the production lists (menu item International), which you will need to correctly produce the various items. Additionally, all forms for Infopost International, which are required
for posting international items, can be printed. It is understood that exporting internationally optimized addresses is still possible. Address export is accordingly extended, if the module International
optimization has been activated.
15.2.3.1
International
This menu item calls the tray/bundle list, tray/bundle target list, pallet and pallet target list for all
items of category Infopost International. These lists serve as internal aid; they aren’t required for
posting.
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These lists do not differ from those for national items regarding the layout. There are only other
columns and headlines.
Information on table layout and how tables can be configured, printed and exported can be found
here (on page 405).
15.2.3.2
Posting lists
Also all forms required for posting international items will be printed via the dialog window Print
postal forms. If you refer to chapter Posting lists (on page 176) you will find additional explanations
about this window.
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15.2.3.3
Mail merge
The module International optimization also extends the selection of address categories in mail merge
mode. Dependent on your address data, you will find in the toolbar (on page 267) the additional
categories Infopost International, Letters International at kilo-rates and Remaining items International.
Within these categories printing can also be filtered by trays/bundles, tray/bundle targets, pallets
and pallet targets. Use this functionality for instance for printing only items for dedicated countries.
Insert
With activated International optimization module new position frames are available in Infopost Manager and existing ones are extended.
Franking mark
The position frame Franking mark (on page 277) is also useable for international dispatch .
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The well-known functions like motif or scaling are available either.
The Infopost-Manager ensures, that only appropriate options for a valid franking mark can be chosen.
Transport service
If international postings have to be transported with priority they have to be marked with a corresponding label.
This position frame generates this. You can choose whether it should be printed in color or black/white.
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This selection has to be made for Infopost International only. Please note that other types of service as
well as non-priority items (Economy) are not need to be marked. As a consequence the contents of the
position frame is printed empty but is displayed on the screen as a light grey frame for the sake of clarity.
Sender’s instruction
On the Sender’s instruction tab you can select the language for the sender’s instruction in your mail
merge document and can place it in your document or on the desired envelope.
The optimum font size for applying your sender’s instruction is between the versal heights 1.5 mm and 2.0
mm.
15.2.3.4
Address export
If the international postage optimization has been executed, Infopost-Manager Professional is able
to export the international address data for the respective categories Infopost International, Letters
International at kilo-rates and Letters International.
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The addresses can be filtered within the different categories by dedicated trays/bundles, tray/bundle
targets, pallets and pallet targets. Even sorting by the various filter values combined with storage in
separate files is possible.
Further advices - especially for filter application - can be found in chapter Export addresses from
results menu (on page 312).
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15.2.4
Extras menu
Infopost-Manager Professional with activated module International optimization offers additional
blank forms.
15.2.4.1
Blank forms
All forms for functionalities, which are only available with activated module International optimization, are offered in blank format:
1. Posting list Infopost International
2. Posting list Letters International at kilo-rates
15.3. Vario
This module enables you to produce VarioPlus mailshots within a project.
This module requires the activation of the module Professional (on page 326).
The functions of the activated module ”Vario” will be directly integrated into the project’s process.
You can access the necessary settings and their results straight away.
Module International optimization
With an activated module International optimization (on page 328) you will be able to produce VarioPlus
International, too.
For both products variants must belong to the same basis product and the key document has to contain
the same content for all items.
After you activated (on page 325) this module you can access new menu items in Infopost-Manager
and you will receive further information in the result area of the main window as well as in the project
statistics concerning the options for VarioPlus and the optimization results.
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Clicking the Details button opens a separate window which clearly shows the variants’ single rates.
15.3.1
Main window
If you imported (on page 49) your addresses from various sources you can easily assign variants to
these files without launching the address management (on page 65), start filtering and then performing
the variant assignment on the filtered addresses.
Just go to the main window to the Addresses area.
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Each address source additionally possesses a
to the respective addresses.
15.3.2
button. This can be used to assign the desired variant
Addresses menu
With this menu you access the new functions for the import and the address management. Alternatively, you can also click the respective buttons on the menu bar (on page 11).
15.3.2.1
Import
Within the import you will find the additional field Variant (Vario) for the automatic analysis (on
page 53) as well as for the manual field assignment (on page 55).
Please note that you should assign a variant to each address in your import database before starting the
import. Even if all addresses of one database should make up one variant only, an additional field is useful
as Infopost-Manager otherwise has no information on variants and thus either will sort out all addresses or
assign them to the standard variant.
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In address management you can use the Multi-Change (on page 70) method to assign consistent variants
to your selected or filtered addresses - even after the import.
The new field ”Variant (Vario)” will certainly also be considered for future import templates (on
page 60).
15.3.2.2
Address management
Normally, you will have assigned a variant to each address before importing it, i.e. the new address
field Variant (Vario) will already be filled.
Within the address management you can chose a new assignment for each address. To this purpose
the window Edit address will now also include the two fields Variant and is.
To activate these fields and thus make them changeable the field contents in the field ”Variant” must
already have been assigned to the desired variants within the item properties. (on page 351)
Enter the desired internal key in the field Variant for which you can also use new values. New or
unknown values will then be assigned to the standard variant until another variant will be defined for
these values within the item properties. Infopost-Manager will automatically fill the field is based on
the assignments of the field contents to the variants in the item properties (on page 351).
Additionally, you can also choose the desired variant assignment directly via the dropdown menu of
the field is.
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Furthermore the address management’s filtering methods now offer the additional item Variants.
The command Change variant of the contextual menu (right mouse button) will help you quickly
and comfortably assign consistent variants to the filtered (on page 70) and/or selected (on page 69)
addresses:
15.3.3
Preparation menu
Use this menu to enter all relevant information for a VarioPlus mailshot: You define the variants,
specify which addresses belong to which variant and decide how to produce the different variants.
Depending on these settings the results of the postage optimization (on page 151) may differ significantly.
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15.3.3.1
Item properties
In the Item properties window there are two new options:
• Coextensive
• Vario
If you activate the option Coextensive you will not produce a Vario mailshot. In this case you can
define the weight and thickness for all items in the appropriate fields.
As soon as you activate the option Vario the window changes and a button Details » appears which
you can use to clearly show the variants’ single rates in a separate window.
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Clicking the Details « button closes this window.
If you press the Variants button you will be directed to the now visible tab Variants.
Variants tab
In this area you can define the different variants and assign them the field contents of the address field
Variant (Vario).
With the buttons Add, Edit and Delete you can directly adjust the list of variants.
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With the Details » button the variants’ single rates, which were calculated by Infopost-Manager based
on your settings, can be shown also here. If, for instance, price grading due to different weights applies
the rates within a basis product may vary.
When adding or editing a new variant the following window will pop up:
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Edit variant
Choose a suited name for the field Description describing the content of this variant. In the fields
Thickness and Weight you can specify the appropriate values for the current variant.
Take care that with the settings for weight and thickness you will work within the range of the same basis
product. Otherwise an error message will appear when closing the dialog.
If you want to send a variant without wrapping, activate the corresponding option Unwrapped items.
Unwrapped items can only be posted as Infopost or Individual Katalog dispatch. Thus, the category
remaining items does not apply in such mailshots.
If all variants should be send unitarily with or without wrapping, they can be produced in single flow or
multi-flow method. However if some variants should be dispatched with varying wrappings, it is mandatory
that they are produced variant clean (on page 357).
Hint for unwrapped items
If you want to send less than 4,000 unwrapped items, you should test various settings. Basically, the
following applies:
The more widely spread your addresses are across Germany, the more likely it is that additional extra items
and a low minimum number of items per bundle is profitable, making it feasible to send as many items as
possible as unwrapped items. Infopost-Manager calculates how you can use extra items in order to send
as many items as possible as unwrapped items.
The key can be set in the field field content. With it you define which addresses will finally belong
to this variant by quoting the content of the address field ”Variant (Vario)”.
With the dropdown menu you can easily choose between the given field contents:
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The number following the sign # represents the number of used addresses with this value in the
current address file. Of course you can also define further contents if you, for example, would like to
import (on page 49) additional addresses with this value later on or for manually changing existing
addresses.
Should addresses with different field contents in the field ”Variant (Vario)” be allocated to the same variant
you can enter these in the field field content separated by a pipe character (e.g. A|B|1).
The option Standard indicates that the current variant is the standard variant, i.e. all addresses that
are not explicitly assigned to a variant, for instance because the field ”Variant (Vario)” is empty or
contains an unknown value, will automatically be assigned to this variant.
The standard variant will be emphasized in the list. As it represents all field contents that have not been
explicitly assigned to other variants, the descriptive line of the field content will be empty.
If you have clicked the Add all button, the following dialog window appears:
Add variants
Here you can automatically add all variants predefined in your address files to the variant list.
Please note that this option automatically deletes all the variants you have already added.
There are only two options in this dialog, that vary from the Edit variant (on page 353) dialog.
In the field Prefix you can assign a prefix to the designations of the variants in your list.
In the Numeration area, you can choose between kinds of numeration for the designation of your
variants. You can either assign a Consecutive number for each variant or take over the content of the
variant field from your address files using the option Field content.
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Use the command Add from clipboard if you like to create a large list of variants in one step. This import
only works if each variant is defined in one line. Each line has to contain the following values separated
by tabs: Variant description, thickness in 1/10 mm, weight in g, unwrapped, field content and postage of
remaining items in cents. Variants whose fields ”unwrapped” are not empty and do not contain ”F”, ”0”
or ”N” are defined as unwrapped.
15.3.3.2
Production properties
Similar to the item properties (on page 351) there is now a new tab Variants:
General tab
The Vario module supplements this tab with further options for the production method. Please note
that these settings only apply to national items.
Production properties
For the production of VarioPlus mailshots Infopost-Manager supports the three production methods
single flow, multi-flow and variant clean.
Single flow method
If this production method is used all items independent of the assigned variant will be posted sorted
by ZIPs, i.e. one tray resp. bundle may possibly contain different variants.
This method presupposes a logistically very good production process or a very powerful, controllable
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tucker.
With this method you ensure that you receive maximal production rebates as - in contrast to the multi-flow
method - normally more ZIP bundles can be produced. Additionally, Germany pallets can be produced as
well reducing the production efforts.
Multi-flow method (with pallet consolidation)
This production method is less restrictive than the single flow method. Tray resp. bundles have to
be sorted by ZIPs as well, but in that case not variant spanning but ”only” variant clean. A bundle
resp. tray will thus always contain only one variant. This leads to an increase in the number of tray
resp. bundle targets and thus in most cases to a reduced number of rebated units, but at the same
time reduces the production complexity by minimizing the retooling of the production equipment for
each variant.
Trays and bundles have to be produced variant clean; Furthermore, Germany pallets are not permitted.
Variant after variant (pallet spanning)
When you activate this option you will have to retool your production equipment exactly as many
times as you have variants. Therefore, all pallets to be produced have to be completely available. At
first, you have to produce the first variant and distribute it by and by according to the tray resp.
bundle list on the various pallets. Afterwards the production equipment has to be retooled for the
second variant which will then be produced and distributed on the pallets. The same then holds for
all other variants.
If you also use partial postings (on page 155) for your VarioPlus project the multi-flow method presupposes
that you will have produced all variants before dispatching the first partial posting.
Pallet after pallet (variant spanning)
With this method all pallets will be produced by and by. This is especially recommended if there
is not enough storing capacity or if you work with partial postings. For each pallet the respective
number of items of a variant, which has to be packed on it, has to be produced. After each variant the
production equipment has to be retooled for the next variant which then will be produced and packed
on the pallet until the last tray resp. bundle of the last variant for this pallet has been produced.
Hybrid type; Simultaneously producible pallets
This production method combines the advantages of both multi-flow methods mentioned above. Based
on the number of simultaneously producible pallets all items are at first produced variant after variant
in one pallet unit by the optimization. However all items become consolidated on their specified pallets.
Afterwards the next pallet unit is processed which reminds of the pallet after pallet production.
This way on the one hand you doesn’t have to struggle with the problem of insufficient pallet sites
when producing variant after variant. On the other hand the number of retoolings is reduced like in
the pallet after pallet production.
If you set the number of simultaneously producible pallets to one, Infopost-Manager produces the same
way as pallet after pallet. In contrast if you choose a greater number of pallets they are produced more
similar to the variant after variant method. If you activate the option Minimize retoolings the complexity
of the calculations increases so that the results of the optimization are nearly incomprehensible.
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Variant clean production (without pallet consolidation)
When producing variant clean only complete pallets of one variant are produced. If some trays can’t
be produced on such pallets, you are only allowed to consolidate them in exactly one Germany-pallet
per variant.
If more than one of these Germany-pallet is required, this optimization becomes invalid and another
production method has to be chosen.
For variant clean production you have to get a permission of the Deutsche Post AG first.
Furthermore there is no optimization for routing regions available and the production of pallets is inevitable.
To get a discount your pallets have to reach a weight of 100 kilo at least.
The variant clean production is mandatory if only some but not all Variants should be produced without
wrapping (on page 353)
Tray/Bundle production
Produce trays and bundles
This enables you to produce as well bundles as trays at the same time if you variant clean production
is activated. It allows to produce a specific variant only as tray, another variant as bundle.
As a consequence in the Variants tab the option Set production properties per variant is set per default.
You can set a specific variant to tray or bundle production in this tab.
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Variants tab
Here you can specify the basic procedure for the production of your VarioPlus mailshot. Furthermore
you have the opportunity to specify different settings for the production of bundles and trays per
variant.
Tray/Bundle production properties
In this area you have to activate the option Set production properties per variant in order to change the
production properties for bundles and trays which were automatically calculated by Infopost-Manager.
If you activated this option, you then can access the dialog Edit variant via the button Edit.
In this window you can now set how many items of the current variant fit into one tray or at which
point this tray should be considered as ”half-full” or how many items of the current variant may
maximally be packed into one bundle.
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Be careful with ”overruling” Infopost-Manager as all changes directly influence the production and thus
also the production rebates - especially with tray production. Infopost-Manager calculates e.g. the filling
amount of a tray for the single flow method (on page 356) based on the settings you made here.
15.3.4
Results menu
VarioPlus will also have influence on the various results: the lists will now also include information
on the VarioPlus mailshot. Additionally, further posting lists can be printed out and new fields are
available for the export.
15.3.4.1
Tray/Bundle list
If you chose multi-flow method (on page 357) within the production properties the production list for
trays resp. bundles will show an additional column Variant.
With single flow method trays resp. bundles will usually not be variant clean. Therefore this column will
not be shown in the production lists.
This new column displays the description you selected for the variant as well as the internal variant
number in square brackets.
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With this production list you can easily see the difference of the two multi-flow methods. For ”variant after
variant” the column ”Variant” will be fix up to the change, for ”pallet after pallet” this behavior holds for
the column ”Pallet”.
15.3.4.2
Posting lists
If you produced a VarioPlus mailshot you can print out the variant lists in addition to the other lists
and forms. These lists include the following forms:
• Mengen und Entgelte
• Handlingliste
• Palettenziele
15.3.4.3
Address export
There are three additional fields for the export:
1. Address fields - Variant (Vario)
Contains the value of the address field ”Variant (Vario)” which was assigned during import (on
page 348) or which has been manually changed (on page 349) later on.
2. Mailshot - Item - Variant
Contains the internal variant number which was assigned in the item properties (on page 352).
3. Mailshot - Item - Variant description
Contains the description of the variant which you specified in the item properties (on page 352).
You can also export the addresses filtered by variants to one or to several files.
Please mind that you have chosen variant clean production (on page 357) if you export your addresses
filtered by variants. Otherwise the address order in the export files does not match the address order for
production.
15.4. Job splitting
The Job splitting module enables you to spread the production and delivery of your items on differing
sub suppliers when producing projects with more than 4,000 items. Their items can also be posted on
different days. Staggering large mail shots can for instance save time and stock space and may relieve
the main supplier.
This module requires an activated Professional (on page 326) module.
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Dividing a mailshot for differing suppliers is only available after a completed optimization and when Data
exchange (on page 45) with Deutsche Post AG is enabled.
In addition the first job (the first partial posting) of a supplier has to comply to minimum of 4,000 items.
Once you have activated this module (on page 325) there will be the new menu item Job splitting/Partial postings available, enabling you to directly navigate to the settings you need. In addition
you will get further information about the partial posting jobs in the result area of the main window
as well as specified production- and posting lists.
15.4.1
Preparation menu
In this menu you can define the jobs and assign them to a specific producer.
15.4.1.1
Job splitting/Partial postings
Once you have optimized your mailshot, you can start to divide your items on the suppliers by using
the option Job splitting/Partial postings in the Preparation menu. The number of trays and the weight
is shown for your information
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You can define the first job by using the Add button in the dialog Manage job splitting/partial postings.
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General tab
Supplier
At this point you can specify the supplier you want to produce and deliver the current job. You can
choose between the main supplier -normally this is you- or a sub supplier who you can pick from your
customer index (on page 196) using the button Select.
The respective supplier’s name and Post customer number will be displayed in brackets afterwards.
Date
Here you can set date and time for the delivery of this job to Deutsche Post AG. The data can differ
from the data you have defined in the production properties (on page 147) before.
Delivery
The delivery place respective the acceptance office can be set here individually or independently of
the various jobs
Choose the option use global delivery place to determine, that you will post the items at the delivery
place you have already defined in the production properties (on page 147).
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The option Pallets being picked up by Deutsche Post AG destines the pallets to be picked up at the
producing supplier by Deutsche Post AG at the specified point of time.
Use the option Pallets posted at Deutsche Post AG acceptance office to determine a separate acceptance
office for the current job. This office can vary from the global one. You can click the button Select
acceptance office to get a list from which you can choose the corresponding office.
Description
In this area you can set a designation for the current job. You can choose between an automatic
description, consisting of date, name of the supplier, job number, partial posting number if appropriate
and a manual description.
Content tab
A job splitting is composed of the items belonging to particular pallet targets. If you activate the
option Show available entries only, you will see only those targets which have not yet been assigned
to another job.
Tick the targets which you would like to send simultaneously in a partial posting.
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Please note that the first partial posting of every supplier must total at least 4,000 items. If more than
one job is assigned to supplier, these jobs will be handled as partial postings.
If one routing zone pallet is part of a job, all pallets within this routing zone (even routing region pallets
e.g.) have to be delivered within the same day. This is mandatory for all jobs in your mailshot.
In the summary table you will be able to see in each case the status of the current job, of the postings
which have already been defined, and of the items which have not been assigned yet as well as the
totals and the average values. With each tick, this summary changes.
The dialog Manage job splitting/partial postings lists all jobs defined so far in a well arranged table.
You use the dropdown-box Sorting to sort the list by supplier or by delivery date.
You can now define more jobs and change or delete existing ones. It is important that there are no
items left at the end of a project which are not assigned to any posting.
Please note that you must print separate posting lists (on page 176) for each job and submit them to
Deutsche Post. With the first partial posting, the form ”Compilation of partial postings” must also be
submitted on posting.
15.4.2
Results menu
In the results menu there are additional production lists and address export fields available, similar
to the ones of a partial posting.
15.4.2.1
Tray/Bundle list
With the Job splitting module specific tray/bundle lists are available.
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If you have defined job splittings (on page 362) you can filter the table accordingly. Each partial
posting can be selected via a dropdown menu, which is located in the menu bar. In addition to that,
you can also browse through the various job lists via the arrow buttons.
Please refer to the Tray/Bundle list (on page 165) paragraph to get further information about the
table fields.
15.4.2.2
Tray target/Bundle target list
With the Job splitting module specific tray target/bundle target lists are available.
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If you have defined job splittings (on page 362) you can filter the table accordingly. Each partial
posting can be selected via a dropdown menu, which is located in the menu bar. In addition to that,
you can also browse through the various job lists via the arrow buttons.
Please refer to the Tray target/Bundle target list (on page 169) paragraph to get further information
about the table fields.
15.4.2.3
Pallet list
With the Job splitting module specific pallet lists are available.
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If you have defined job splittings (on page 362) you can filter the table accordingly. Each partial
posting can be selected via a dropdown menu, which is located in the menu bar. In addition to that,
you can also browse through the various job lists via the arrow buttons.
Please refer to the pallet list (on page 170) paragraph to get further information about the table fields.
15.4.2.4
Pallet target list
With the Job splitting module specific pallet target lists are available.
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If you have defined job splittings (on page 362) you can filter the table accordingly. Each partial
posting can be selected via a dropdown menu, which is located in the menu bar. In addition to that,
you can also browse through the various job lists via the arrow buttons.
Please refer to the pallet target list (on page 172) paragraph to get further information about the table
fields.
15.4.2.5
Posting lists
If you produce a job splitting you have to use specific posting lists for their delivery at Deutsche Post
AG. Beside others you have to present a check list job splitting.
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All postings lists you print here are marked with an additional ”J” as designation.
15.4.2.6
Address export
After defining a job splitting you can filter for specific jobs and save them during the address export
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15.4.3
Extras menu
Infopost-Manager Professional with activated Job splitting module offers you additional blank forms.
15.4.3.1
Blank forms
As a matter of course all forms for functionalities, which are only available with Job splitting module,
are offered in blank format:
1. Check list job splitting
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16. Demo version
The demo version is comparable to the full version of Infopost-Manager regarding the contained feature
set but there are several restrictions:
• usage limited to 30 days after installation
• maximum 5 addresses per category will be exported
• only the 20 foremost addresses will be shown during salutation check
• only the 20 foremost addresses will be shown during address check based on the small street
directory
• only the statistics will be shown during address check based on the large street directory
• corrections cannot be made with address check
• exporting and printing is disabled in duplicate search
• results cannot be adopted in duplicate search
• only the statistics will be shown during Robinson check
• results cannot be adopted with Robinson check
• only the statistics will be shown during nixie check
• results cannot be adopted with nixie check
• all ZIP codes will be masked with ”?” in IPM’s mail merge
• only the 10 foremost addresses per category with ”?” masked ZIPs will be used for Word’s mail
merge
• ”DEMO VERSION” will be diagonally printed as water mark on all print-outs
• lists which are not required for posting cannot be printed (e.g. spread of countries, statistics)
• only the first page of those lists which are required for posting can be printed (e.g. posting lists,
tray labels)
Please note that an Infopost-Manager demo version can not be relicensed to a full version. If you want to
work with projects created in a demo version in a full version as well save them as Pack & Go files prior
to deinstalling the demo version and reinstalling the full version.
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17. Plugins
Infopost-Manager has a powerful plugin interface at his command. This makes it possible to provide
single letter shops resp. service providers with functionalities which are purpose-built so much that
they will never become a regular feature. Those functionalities are intended to facilitate the use of
Infopost-Manager and hence day-to-day work by automatizing reiterative tasks. This speeds up the
workflow and saves valuable time.
A plugin specially built for this letter shop provides the user with a new menu item New Public
project. When executed it will only open Customer index (on page 196) for selecting the respective
customer as sender. Infopost-Manager will then create a new project and find the customer’s address
file in a fixed server directory and import it. All desired refinements of addresses (on page 48) will be
done. Item and production properties will be set to the requested default settings. The project will
then be optimized and all production documents and routing labels will be deposited as PDF in the
production directory of the letter shop’s file server. Posting lists will be printed forthwith. Afterwards
project data will be transferred to AM system. At long last, the address file will be compressed and
given a new extension ”.done” to prevent it from being accidentally used another time. Letter shop
Public is done and has reduced most of the work to just a few minutes.
Installation
Installation of a plugin is easy: Just deposit the file or files you have received in the directory plugins.
This directory can normally be found in the program directory of Infopost-Manager, at the same stage
as the application itself. In case this directory does not exist, just create it manually.
After restarting Infopost-Manager you can use the new functionalities of your plugin.
Deinstallation
In order to uninstall the plugin manually delete the file or files from the directory plugins of InfopostManager.
If the directory happens to be empty after you have deleted the files of your plugin, you may as well delete
it. However, there is no functional necessity to do so. An empty directory will not inhibit Infopost-Manager.
After restarting Infopost-Managers the functionalities of the plugin will be gone.
Expense
The costs for creating a plugin highly depend on its complexity and cannot be stated generally.
However, they will be much higher than the purchasing price of a software. It is insofar advisable to
do a rough ROI (return on invest) calculation to figure out if and when such an investment will pay
off. You will find that it usually does pretty soon.
Example:
• A plugin costs 2.000 EUR
• It grants an economy of time of about 10 min. per project
• About three projects are processed per day
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• One working hour is calculated as 60 EUR
This will save 30 EUR per day and thus 150 EUR per week. At a constant number of projects per
day the investment will amortize after about 13 weeks resp. one quarter already.
Contact
If you are interested in a plugin supported solution of your problem or an optimization of your processes
via plugin please contact the hotline (on page ??). It will canalize your request and establish contact
with the manufacturer of the software.
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18. Version history
What is new in version 8.2.4 from 09.02.2015?
• bug fix for international mailing addresses
What was new in version 8.2.3 from 15.12.2014?
• bug fix for postage calculation
What was new in version 8.2.2 from 04.12.2014?
• new GT&C and posting lists (on page 176)
• conformations Responseplus (on page 206)
• support pallet storage (on page 147)
• optimizations and error corrections
What was new in version 8.2.1 from 08.09.2014?
• bug fixes for logging user activities (on page 212)
• improved performance project explorer
• further error corrections and program optimizations
What was new in version 8.2 from 04.06.2014?
• new GT&C and posting lists (on page 176)
• optimized support Windows 7
• settings production sequence small bundles (on page 146)
• logging user activities (on page 212)
• projects
– anonymization (on page 34)
– archive (on page 37)
• mail merge
– conditional visibility (on page 259) position frames
– half font sizes free (on page 271) and machine-readable (on page 297)
• international
– extended sorting (on page 333)
– individual wrapping weight (on page 333)
• several program optimizations and error corrections
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What was new in version 8.1.1 from 26.11.13?
• new GT&C and posting lists (on page 176) National
• new GT&C and posting lists (on page 176) International
• new GT&C and posting lists (on page 176) DHL Infopost
• support SEPA (on page 203)
• support Responseplus Reply (on page 293) and Referral (on page 206)
• jump list in start menu and taskbar
• further program optimizations
• various error corrections
What was new in version 8.1 from 10.07.2013?
• new GT&C and posting lists (on page 176) DHL Infopost
• remaining items (on page 141)
– separate franking type
– individual postage per item
• Import/Export
– improved handling templates (import (on page 60) and export (on page 320))
– support formats XLSX and ACCDB
• project templates
• improved multi change (on page 70) address management
• support name prefix and suffix (on page 68)
• several program optimizations and error corrections
What was new in version 8.0.1 from 12.12.2012?
• new GT&C and posting lists (on page 176) National
• new GT&C and posting lists (on page 176) International
• Discontinuation Infobrief and Infobrief International
• new posting list (on page 176) Frankierservice
• Support pick-up (on page 147) of international items
• some program optimizations and error corrections
What was new in version 8.0 from 11.10.2012?
• Networkability (on page 228)
• Data backup (on page 226)
• DHL Infopost
– Interface to order management (on page 158)
– Reshipments
• new license model
• Activation (on page 325)
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• several program optimizations and error corrections
What was new in version 7.5.1 from 11.06.2012?
• bug fixes for detection of street numbers
What was new in version 7.5 from 29.03.2012?
• Support IT franking
• variable images in mail merge
• DHL Infopost
– partial coding of incomplete addresses
– new filter parcel center
– new address spread by parcel centers
• Support PURLs for Adressdialog
• Aligment of routing labels at top left margin
• Usage street supplements
• Export 2D barcodes
• further program improvements and error corrections
What was new in version 7.4.3 from 25.11.2011?
• new posting lists National
• new posting lists International
• Support VarioPlus International
• Discontinuation EDS (posting data record)
• Discontinuation Address clearing online
• minor bug fixes
What was new in version 7.4.1 from 15.06.2011?
• new GT&C and posting lists International
• Substitution table for gender
• Mail merge
– multi-page backgrounds (PDF)
– Support datamatrix code
– Support QR code
• Datamatrix codes on posting lists and pallet label
• several program optimizations and error corrections
What was new in version 7.4 from 24.02.2011?
• Support DHL Infopost (former Infopost Schwer; only with module Professional)
• numerous minor bug fixes
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What was new in version 7.3 from 17.12.2010?
• new GT&C and posting lists International
• new posting lists Infopost/Infobrief National
• new posting list Frankierservice
• Extra items for Infopost-Koop customers
• Premiumadress
– Support additional roles (e.g. payer)
– new variants Hybrid and Retoure Extra (as of 14.02.2011)
– Price and product list v23
• various program optimizations
• further error corrections
What was new in version 7.2 from 20.09.2010?
• Mail merge
– Usability documents (PDF, JPG etc.) as watermarks
– Visualization overfull text frames
– Support barcode type EAN128
– Export mail merge documents as PDF files
• Address management
– highly extended filtering capabilities
– manual insertion new fields
• Vario (only with module Vario)
– Performance optimization for mailshots with lots of variants
– Export by variant
• Import addresses with ZIPs in differing fields (only with module Professional)
• Label editor (only with module Professional)
• configurable panel print
• several detail improvements
• additional bug fixes
What was new in version 7.1.2 from 20.05.2010?
• Value added tax compatibility
• Replacement posting data record (EDS) by order management
• Replacement sender’s instruction by Premiumadress
• new export format MS Access
• customer specific settings for payer and payment method
• Auto update
• Price and product list v23
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• minor bug fixes
What was new in version 7.1.1 from 17.12.2009?
• Support table of fees 2010
• new forms and posting lists
• new field type subfield
• some detail improvements and error corrections
What was new in version 7.1 from 24.11.2009?
• Import/Postage optimization based on ZIPs
• Ability to configure the Nixie check
• Assignment variants to import files
• Specification item thickness in millimeter
• proprietary font incl. coding for Premiumadress data matrix code
• improved handling for the generation of posting and production lists for partial postings
• Support none machine ready items
• Revision tray maximum weight to 10 kg
• further bug fixes and application enhancements
What was new in version 7.0.4 from 13.08.2009
• further bug fixes in the address check modules
• additional error corrections
What was new in version 7.0.3 from 26.02.2009?
• minor corrections in the address check module
• some detail improvements
What was new in version 7.0.2 from 07.01.2009?
• Support table of fees 2009
• new posting lists
• some detail improvements and error corrections
What was new in version 7.0 from 02.10.2008?
• Module Job splitting: Dividing a mailshot for different producers
• Support individual Katalog dispatch (only with module Professional)
• Selection dispatch products admitted for optimization (only with module Professional)
• Variant clean production with differing production parameters (only with module Vario)
• predefined number of available pallet sites in multi-flow method (only with module Vario)
• new position frame transport service in mail merge (only with module International optimization)
• Notification Infobrief items via order management
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• Export
– new fields relative begin and end of pallet
– new field type combination field
• additional optimizations and corrections
What was new in version 6.5.1 from 16.05.2008?
• improved interface to Dialog-Manager
• minor corrections in the postage optimization module
What was new in version 6.5 from 11.04.2008?
• Support order management
• Interface to Dialog-Manager (version 4.0 or higher)
• new forms and posting lists
• new franking mark (”franking wave”)
• Check against the reference file of Deutsche Post Direkt GmbH (Address clearing online)
• Premiumadress
– Memos also for none info items
– Possibility to skip the postage optimization
• Print tray labels for Infobrief
• minor improvements address check
• Distribution list identifier also for ZIP bundles
• additional optimizations
• some bug fixes
What was new in version 6.4 from 20.07.2007?
• Spell check in mail merge
• Salutation check (only with module Professional)
• Nixie check (only with module Professional)
• Panel print
• Inkjet export
• Spread by provinces (only with module Professional)
• Spread by Nielsen regions (only with module Professional)
• cascaded address filters
• Decomposition duplicate groups by date
• Support Sigel labels
• a lot of detail improvements and error corrections
What was new in version 6.3.2 from 12.03.2007?
• some bug fixes (e.g. for partial posting)
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• cosmetic repairs of the GUI
• minor corrections of the online help files
What was new in version 6.3.1 from 01.12.2006?
• Support table of fees 2007
• Support new products
– Letters international at kilo-rates (only with module International Optimization)
– VarioPlus (only with module Vario)
– Vario-Mailing International (only with modules International Optimization and Vario)
• new posting lists
• Integration product brochures
• some optimizations
• further bug fixes
What was new in version 6.3 from 29.09.2006?
• Working with project copies
• Check against the Robinson list (only with module Professional)
• improved address management
• improved duplicate search
• improved address check
• improved ZIP search
• improved handling international items (e.g. support Vario)
• new Map Tool
• new bundle/tray/pallet labels
• Reference sample
• Import via ADO interface (only with module Professional)
• Export Premiumadress data matrix code
• additional coding methods for Adressdialog
• additional languages for wizard (Spanish, Polish, Czech)
• minor optimizations as well as bug fixes
What was new in version 6.2.1 from 20.02.2006?
• minor optimizations
• some bug fixes
What was new in version 6.2 from 16.12.2005?
• Support tables of fees for 2005 and 2006
• Support new products
– Infocard-Groß
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– Infocard-Kreativ
– Premiumadress
– Stampit 3.0 Business
– Stampit 2.0 Home
– Werbesendung (only with module Vario)
• Relocation database/file of the deceased of Deutsche Post Adress GmbH
• extended filtering capabilities in address management
• improved generation of salutation
• additional spreads (by cities and routing zones)
• new posting lists
• various detail improvements
• several bug fixes
What was new in version 6.1 from 15.06.2005?
• Module Professional
• Module International Optimization
• Module Vario
• Export
– Multi-Export of a field
– new export format XML
• Mail merge
– Support MS Word
– Set-up and summary sheets
• Integration Stampit Home
• klickServer interface
• Connection to Adressdialog
• various improvements
What was new in version 6.0.2 from 04.02.2005?
• Integration Stampit 2.0 Business
• Default export templates
• new form for posting sections ”compilation of routing regions”
• some cosmetic corrections
• minor bug fixes
What was new in version 6.0.1 from 10.12.2004?
• further bug fixes
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18 Version history
What was new in version 6.0 from 23.11.2004?
• Support tables of fees for 2004 and 2005
• completely reengineered postage optimization module with new parameters
• massively improved doublet search module
• XP look
• Support FRANKIT
• new news/update-check module
• improved filtering methods for export and mail merge
• new project explorer
• new customer management module
• new production lists
• Justification in mail merge module
• Demo address check without additional files (now also with Datafactory Streetcode)
• EDS report visible outside the EDS (posting data record) module
• the shipping schedule (ZL) can be printed in combination with the posting lists
• Import password protected access files
• additional bug fixes and optimizations
What was new in version 5.4 from 11.11.2003?
• Support tables of fees for 2003 and 2004
• new form ”Announcement”
• new posting lists
• minor bug fixes and optimizations
What was new in version 5.3.0 from 31.07.2003?
• Stampit integration
• variable signatures
• new posting lists 7/2003
• import file filter
• filtered addresses can be completely deleted
• some particular optimizations
• further bug fixes
What was new in version 5.2.1 from 22.05.2003?
• Address check
– higher performance
– better results
– Support Thesaurus
• Import
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18 Version history
– improved analysis
• PDF export
• klickTel interface
• News/Update checks
• Export
– Field types can be specified if appropriate
– Excel 5 and Excel 97 format
• Mail merge
– new format postcard (incl. template)
• Support printer pools
• optimized ZIP search
• Changing license information possible
• various minor improvements
• several bug fixes
What was new in version 5.2 from 21.11.2002?
• Support tables of fees for 2002 and 2003
• new posting lists 2003
• Localization in German and English
• Import
– Merging various data sources
• Export
– Field ”attn.” more configurable
– improved Excel-Export
• Mail merge
– Searching addresses possible
• Adaptation sender’s instruction to the current regularities
• improved handling Non-German addresses
• various smaller optimizations
• some bug fixes
What was new in version 5.1.1 (Update available only in German)?
• Export
– new fields ”bundle and tray number” and ”number of mailings in bundle/tray”
• Mail Merge
– multipage letters possible
– copy and paste of text blocks and position frames possible
– new feature ’rotated text’: turn formatted texts (incl. data fields) with arbitrary angles
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– navigate and edit in mail merge edit mode using hot keys
– Bundle and tray numbers can be printed
– scaleable franking mark
– Overview page before each batch can be printed out of a separate paper tray (e.g. filled
with colored paper)
– Batches can be printed out of alternating paper trays, e.g. for printing batches mutually
turned by 90°
• Routing Labels
– ”Bundle number” and ”number of mailings in bundle” can be printed on the bundle label
– ”Tray number” and ”number of mailings in tray” can be printed on the tray label
– Print sequence of the labels can be reversed
• Adaptation sender’s instruction to the current regularities
• several improvements and some bug fixes
What was new in version 5.1 from 01.07.2002?
• ”Infobrief Kreativ” for mailshots supported
• Partial postings supported
• Address management
– insert, delete and copy of records feasible
• ZIP search
– Verification particular address for postal correctness
• Optimization label printing
• Preview option for Excel import
• new fields for export
– ZIP-code + city
– first name + last name (with options)
– salutation + title
• Mail merge
– printing single production batches supported
• Address check
– explicit activation required due to legal reasons
– large street directory (Datafactory Streetcode) supported
• EURO is only currency for payment and franking
• various particular improvements
• additional bug fixes
What was new in version 5.0.4 from 31.01.2002?
• new fields for export and mail merge
– Street/No.
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Version history
– Address block for letters (with options)
– Attn.: (with options)
• Address management
– improved search functions
– Column structure can be changed and saved
• new print option
– optimized speed/WYSIWYG quality in mail merge
• Letter labels
– Option optimized print order
– Optional output label numbers
• new ”Minimize quantity of pallets” option
• Pack lists, pallet lists, etc., sorted on printing
• Import/export template list can be sorted
• Address check
– better handling through improved keyboard support
– additional fields can be shown as in search for duplicate entries
– improved suggestion generation
What was new in version 5.0.3 from 10.10.2001?
• greatly expanded export function
– Field structure can now be defined: sequence, designation, width
– Export definition can be stored as a template
– Export is also possible from address administration
– with dBase and ASCII files with fixed field length you can have the ”best width” of fields
identified
• Import functionality expanded
– Option for a user-defined decision as to when an address is classified on import as unusable
– Treatment of incorrect or unusable addresses has been improved
– Settings for ASCII files can be saved in templates
• expanded project administration (copy/paste)
• Mail merge expanded (JPG images)
• Duplicate search improved
• more minor bugs fixed, performance improved
What was new in version 5.0.2 from 16.07.2001?
• Address analysis on import improved
• Handling of combination ZIPs optimized (street AND P.O. Box ZIP in one field)
• minor bugs fixed
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A.1. Data fields
In the following some interesting datafields from selected categories will be presented to you.
Data fields of category ”Additional address fields”
The additional address fields are of certain interest for the correspondence because you can easily
create as well addresses as salutations.
• ID (on this page)
• Address block (on the current page)
• Attn. (on the following page)
• First name and last name (on page 390)
• Letter salutation (on page 390)
• Salutation and title (on page 392)
• Title and name (on page 392)
• Contact person (on page 394)
• Street and No. (on page 392)
• Delivery address (on page 392)
• Delivery ZIP (on page 392)
• Delivery city (on page 392)
• Delivery ZIP and city (on page 392)
• Country name (on page 392)
• ISO Code (on page 393)
• Import source (on page 393)
• Address usable (on page 393)
• Address ignored (on page 393)
• Premiumadress (on page 393)
• 2D barcode (on page 394)
• Responseplus (on page 395)
ID
This field contains the consecutive address number and is set by Infopost-Manager during import.
Using this number, you will be able to clearly identify every address.
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Address block
With the address block you insert into your document all fields necessary for an address.
Adapt your field with the button Change settings . The field ”address block” contains the same text
as the position frame address block (on page 269) ; the properties for the optional fields are identical
as well.
Choose from the window which address fields the address block should include. The specifications in
the field altern. attn. made in the address management will be followed.
With the check box show in front of department the lines ”department” and ”attn.” will be shown in
reverse order within the address block.
When the Show salutation/company separately is activated, the salutation of a private person will be
placed in a separate line at the beginning of the address block. The same applies if there is no contact
person for a company address and the salutation field reads ”company’.
With the check box Write to personally (c/o) the contact persons of a company will be addressed
personally, i.e. name and company will appear in reversed order. Letters with this address block may
only be opened by the addressee in person.
The address block will be completely shown in capital letters if the respective option is checked.
Limit the Maximal number of rows if there is only limited space for the address block. With that
option the application will delete address lines in such a way that the addresses always are complete
as required by postal regulations. Infopost-Manager proceeds hereby in the following order:
1. Company3
2. Company2
3. Department
4. Attn.
You can only select machine readable fonts like Arial, Courier or Times New Roman for the address
block.
You can define the behavior of the field Attn. (on this page) if you click the Additional options button.
Attn.
Should the name of a contact person be shown in the address block you can specify the layout of line
with the data field ”Attn.”.
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The option Show only if salutation is ”Herr(n)” or ”Frau” is used to leave out the whole line for not
personalized addresses.
If desired you can set a different prefix for this line, for example Attn. or similar; leave this field
empty if the line should directly start with ”Herrn” or ”Frau”.
With the options in the area ”Salutation ”Herr” resp. ”Herrn” you can normalize the salutation, i.e.
determine it for all addressed, male persons in the same way. Thus, the entry for a contact person
will be, for example, ”Herrn Peter Müller”, whereas the salutation address naturally still reads ”Sehr
geehrter Herr Müller”.
The field settings are only valid when no alternative ”Attn.” has been given in the address management.
For private addresses a entry in the field ”Attn.” replaces the fields ”last name” and ”first name”
First name and last name
There are three possibilities for issuing first name and last name together in one field if you click on
”Change settings”:
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Letter salutation
With the field ”’Letter salutation” you can specify individually what this line should look like in your
document. To do this you can choose from the following options:
The settings in the area ”Automatic creation” refer to addresses with a personal contact person.
Here you can specify with which expression your salutation should begin (for example the rather
amicable salutation ”Liebe/r” or the polite ””Sehr geehrte/r”), whether an ”r” should be added to
this expression for all male contact persons and which fields form the address data should be part of
this line above the actual text.
Set a default as to what should be inserted in the letter salutation if an address by name is not
possible.
Finally you can also specify which mark should end the letter salutation, for example a comma or an
exclamation mark.
The field settings are only valid if no ”letter salutation” has been given in the address management.
In the area Examples you can directly see the impact of your settings to a concrete letter salutation.
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With default you can activate one of three stored profiles.
Salutation and title
With this field you can combine salutation and title of a name.
Title and name
This data field will display a combination of the fields ”Title” and ”Name” (Dr. Klaus Zumwinkel
e.g.).
Contact person
This field is only filled with content as long as the field ”Last name” is filled, too. In those cases,
salutation, title and first name are prefixed.
Street and No.
In the data field ”Street and No.” street names and street numbers will be given within one field.
Delivery address
The field delivery address includes the parts of the address preferred by the Post (Street, P.O. Box or
major recipient).
Delivery ZIP
Delivery city
Delivery ZIP and city
Insert with this fields the ZIP code, city or the combination of both preferred by the Post (Street,
P.O. Box or major recipient).
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Country name
You can specify whether a country name should be given in German, English or French and whether
it should be in capital letters or not.
ISO Code
This field contains the ISO Code of the country which is standardized worldwide. For instance,
Germany’s ISO code is 276.
Import source
Export the name of the source file for the particular address.
Address usable
Using this field, you will export the information whether or not an address is usable. If not, the reason
is given why it is not usable (e.g. ZIP not existing).
Address ignored
Using this field, you will export the information whether or not an address is ignored. If so, the reason
is given why it is ignored (e.g. duplicate search).
Premiumadress
Insert this field if you want to export the information used by Premiumadress’ (on page 278) data
matrix code.
Click the Change settings button in order to configure (on page 279) Premiumadress.
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In area Output you can define the format of the Premiumadress data: Either decimal , hexadecimal
or font specific .
If required, every value to be exported can be preceded by one or more characters. This holds for
decimal as well as for hexadecimal notation (e.g. 8F). The preceding characters have to be defined in
the respective field Prefix .
Mind a proper export format if you need ”real” line breaks such as CR LF (e.g. text files (on page 408) ).
Invalid Premiumadress memos will not be exported. The respective field remains empty.
2D barcode
Using this field you can export the information of any fixed input or fields encoded as a two-dimensional
barcode.
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What will be exported is actually a multiline hexadecimal string that can be transformed into the graphical
code by the font Deutsche Post Premiumadress .
Except for line separator (on this page) the available options correspond to those of inserting (on
page 291) a 2D barcode into a mail merge document.
Line separator
You can choose in which way a line break shall be denoted in the exported string.
If you export into a Text file (separator) (*.txt) (on page 408) please take special care of the option
Replace line breaks in fields . Using this option would overwrite the settings made here.
Responseplus
Insert this field if you want to export the information used by Responseplus’ (on page 293) post matrix
code.
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The settings for the areas Contractual partner , Customer order number , Item ID and Grouping
of response analysis in this window correspond to those of mail merge (on page 294) .
Only the ZIP of the reply address will be part of the matrix code. You can either use the address of
the sender , or enter a deviant ZIP .
The area Output corresponds to the same area found in the settings of Premiumadress (on page 393)
.
Data fields of the category ”Adressdialog fields”
With the field Adressdialog code resp. Adressdialog user name and Adressdialog password you
insert those data which each addressee needs to log in at Adressdialog (on page 131) .
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Other special data fields
Other fields from other categories (e.g. product names from the last order) coming from the address
file can be inserted within the continuous text and are inserted for each address accordingly.
• Filling field (on the current page)
• Combination field (on this page)
• Subfield (on page 399)
• Begin and End (on page 399)
• Distribution list identifier (on page 399)
• Relative pallet begin and end (on page 400)
• Creation date, Change date and current date (on page 400)
Filling field
Filling fields can be used to insert user defined text elements at a location of your choice. Using them
enables you for example to implement your own separators into a text.
Combination field
Combination fields are a very potent instrument of the Infopost-Manager. They combine the contents
of many data fields into one single field.
When editing the settings of this field, a new dialog opens where you can define the properties of the
field. All settings are automatically stored and can be reused.
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You can add data fields to a combination field by simply clicking Add field and choosing the field you
want. Use the buttons Add space and Add separator to insert a space or a separator behind the last
selected field. Nearly every text or symbol can be used as a separator.
Some characters are not available as separators due to internal program restrictions. An example for a
symbol like that is the pipe ” ”.
When you add a separator to a combination field, the dialog Constants format appears, where the
elements of your separator are defined. The ” Length ” field shows the number of used units.
If you subsequently want to delete fields from a combination field, select this field and click Delete or
press the ”Del” key. In some cases data fields may need separate settings which you can define while
adding them from the field list to the combination field or subsequently by using the button Settings
.
The field order in a combinations field can be changed, by clicking the buttons Up and Down or by
simply using Drag’n’Drop.
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Due to empty fields some spaces or separators can become superfluous. So you can suppress them, by
enabling the options Automatically remove spaces and Remove enclosing separators for empty fields .
However these options are only available if spaces respectively enclosing separators actually exist in
a combination field.
An up-to-date result preview of your settings is displayed in the ” Preview ” field.
Subfield
Using subfields you can transfer dedicated field parts to a new field in order to remove e.g. pre- or
suffixes.
In area Data field select the field to be segmented in the dialog window which opens if you click the
button.
If the selected data field can be configured via separate options you can modify these via the Change
settings button.
The area Settings is vital. Here you have to enter the Starting position and the End position of the
field content part which will be transferred to the subfield. As an alternative to the absolute end
position you can also define it relatively by the number of Characters which will be included in the
subfield starting from the starting position.
The Preview area visualizes the results of your settings via a now/afterwards illustration.
Begin and End
If you print your documents with addressers or enveloping machines there are two special fields
”Begin” and ”End” available for each of the categories ”Batch”, ”Tray” and ”Pallet series”. You can
use these fields for controlling your printers directly:
Use the data fields to pause your printer before starting each new batch, tray or a new palette series.
Thus, you will be able to pack the items appropriately even during address printing.
You can use the Change settings option to insert the printer-specific control codes.
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Distribution list identifier
In the category ”Item” you can also find the configurable data field distribution list identifier.
For the production of routing region bundles the distribution list identifier fulfills the function of the
bundling labels to identify these bundles. Insert here via change settings the values for ”prefix” and
”suffix”, if applicable.
Although postally not required, you can get this field filled with appropriate data for ZIP tray resp. bundles.
Just check the respective option .
You can insert the distribution list identifier above the first address line via the menu item edit address
block and the option insert field in the position frame address block (on page 269)
Relative pallet begin and end
When producing variants in multi-flow method ”variant after variant” or variant clean (on page 357)
the fields of the category ”Pallet” might be of interest. The fields Begin (relative) and End (relative)
are of certain interest because they insert a definable character, that marks the first respectively the
last item of a variant produced for a pallet. So these fields mark a pallet change for the currently
produced variant.
You can use these fields to export pallet changes (to the end of the previous or to the beginning of the
next one) during the address export.
Creation date, Change date and current date
In the category ”Mail merge” you can access three fields for dates: Creation date, Change date and
current date.
With the button change settings you can easily configure each date. Choose between the short or long
system format or define your desired format on your own.
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Example
The American date format, for instance, would be defined as follows: mm dd yyyy
A.2. Preview and Print
Preview
Click the Preview button in order to view the table prior to printing. Verify for example whether or
not the fonts are still readable after having fit the table to the page size (see below). You can browse
through the various pages by using the navigation arrows.
You will find more detailed information on the options of this preview in chapter Print Preview (on
page 404) .
Print
Clicking the Print button starts the print job.
Print options
The Print options button opens the Print dialog. Here you can define the settings for the print job.
In the ”Printers” area you can see the name of the currently selected printer (q.v. Output (on page 217)
of the application options). If necessary, you can choose another printer by using the dropdown menu
or you can edit the options of the selected printer by clicking the Properties button.
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In order to arrange the list more clearly, specify a greater line spacing in the ”Printout” area and a
gray background for every second line.
In the ”Area” frame you can define whether you want to print only the selected lines or the complete
list. The values in the ”Printing area” section affect the total number of pages to be printed. Here
you can choose between ”all pages” or declare dedicated page intervals.
If the page is not wide enough, you can change the page orientation to Landscape in the ”Orientation”
area and/or activate the option Fit to page .
Finally, you can select the paper format and the paper tray in the ”Paper” section.
A.3. Export
Besides printing lists, Infopost-Manager is also capable of copying their contents to the clipboard. In
addition to that, the data can be exported for post processing them with other applications into the
following formats:
• CSV file
• PDF
• Excel
• HTML
• Text (tabs separated)
• XML
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Clicking the Export button opens a dropdown menu where you can select the format. In the subsequent
dialog window you can specify the export file’s name and target directory.
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A.4. Print Preview
A variety of statistics, result reports and lists is offered during a project created with Infopost-Manager,
which you can view, print or export as PDF file if appropriate.
The following identical options are available for these reports:
You can browse through the pages of a print job using the buttons
and
.
Using the zoom button
the view of the statistics and lists can be magnified or made smaller by a right or left click (right-click
to zoom out; left-click to zoom in). Furthermore, you may span an area to be magnified by holding
the left mouse button pressed.
Additionally, you can change the page view
to view two pages
or several pages
.
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You can use the Customize button
to hide the results of certain Infopost-Manager steps from the project statistics.
Printing statistics and lists is started using the Print button or the printer icon
.
As an alternative to printing you can also export the pages to a PDF file . You only have to use the
PDF button or to click the PDF icon
.
If you click the Close button, the Print Preview mode will quit.
A.5. Table configuration
You can change the column layout or optimize the column width by right clicking the column header
and selecting the desired menu item.
All changes will also be considered for printing the lists and are valid for all projects.
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In dialog window Column overview for table view the columns can be shown or hidden by activating
the respective entry’s check box in the column ”Visible”. Using the buttons Show all and Hide all
you can (de-)select all fields with one mouse click - but at least one column has to be visible.
These functions can be useful if you want to show or hide only a few columns.
By pressing the F2 key or selecting the contextual menu item Change width you can define the exact
width for the chosen column.
The column width can also be changed directly: If you want a column to be narrower or wider,
navigate the mouse to the right border until the mouse arrow changes:
Now, click the mouse button, keep it pressed and drag the column to the desired width.
The optimal column width, i.e. an adjustment to the widest column entry, can be set via the contextual
menu of the table header (right mouse button).
Table font format
In this area you can define the font and its size by clicking the Change button. This functionality is
especially helpful for printing the tables.
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A.6. Filter Selection
You can define filter values by activating the relevant check box.
You can unmark or revert the selection via the contextual menu (right mouse button).
In order to mark or unmark a contiguous block, click the block’s first table entry and afterwards the
last by keeping the Shift key pressed. Now press the space bar on your keyboard. Discontinuous
entries can be selected by clicking them and keeping the Ctrl key pressed.
In the field Range you can enter the filter values manually. Comparable to the Print dialog (on
page 251) you specify ranges by entering the start and end value in combination with a hyphen or by
entering a single filter value. Multiple entries have to be separated by a semicolon.
Depending on the way you defined a filter value (via mouse click or via manual entry in the field Range )
the mutual views will be automatically adjusted.
A.7. Text file with fixed field width
If you want to export your data into text file with fixed field width , select the file format ”Formatted
text (spaces separated) (*.prn)”.
You can use the button Settings to open a selection window where you can define the record separators
and character set to be used in the exported file. You can also create a description file which explains
the structure of the ASCII file. This file may help you later to create an import filter or other similar
templates.
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A.8. Text file with variable field width
For a text file with variable field width, select the file format ”Text file (separator) (*.txt)”.
Similar to the fixed field format, you can also use the dialog window which pops up when clicking
the button Settings to define the field and record separator as well as the brackets for the fields and
the required character set. If requested, the first address record can contain all field names; this may
make it easier to process the exported file.
Use the option Replace line breaks in fields , to replace line breaks by the character ”¦”.
A.9. MS Access database
With Infopost-Manager you are able to directly export your addresses or other fields into the database
format MS Access (*.mdb).
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By clicking the Settings button a dialog appears where you can define the automatic primary key to
be created. Activate the correspondent check box and enter the desired field name for the primary
key.
An automatic primary key is a numeric field whose value is unique for each record and which will be
automatically increased by the database.
A.10. Inkjet printers
In order to create a text file which can be directly imported into a inkjet printer select the file format
”Inkjet printer (fixed number of lines) (*.txt)”.
Similar to the exports in fixed or variable field format you can also use the dialog window which pops
up when clicking the button Settings to define the field and record separator as well as the required
character set.
In area Options you declare the number of lines and determine if e.g. empty lines shall be deleted
and the subsequent lines be directly attached to the last line. If the option Automatically determine
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lines is checked exactly the same number of lines will be exported as you have selected fields in step
2 (on page 316) .
Please mind that maximal x fields can be selected for export if you have chosen option Lines x . Especially
the addressblock’s number of lines will be taken into account like it is defined in its properties.
You can also Specify the field names in the first record here.
In the Orientation section you can choose between top, bottom and centered. Occurring blank lines
will be automatically exported at the respective positions.
A.11. XML file
The probably most abstract export format is XML (Extensible Markup Language). Select ”XML file
(*.xml)” via the dropdown menu in order to export addresses into this format.
By clicking the button Settings you can, among others, control the format of the created XML file
and thus adapt it to the requirements of the post processing applications. Define the name of the
mandatory root element as well as the spanning tags for each address.
If you use indention you can achieve visual formatting which improves the readability of the XML file.
Activate check box Remove empty fields in order to avoid opening and closing tags for empty fields. Thus,
you can (sometimes substantially) reduce the size of the resulting XML file.
Continuation ”Specify output file” (on page 313)
A.12. Routing label editor
The routing label editor is only available with activated module Professional (on page 173) .
You can use the routing label editor to easily and comfortably edit tray, bundle and pallet labels.
The composition of the routing label editor should be well known because it is based on InfopostManager’s mail merge module. Therefore, only particularities will be handled here. The description
of similar resp. identical features can be found here (on page 238) .
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The basic structure and content of the routing labels are predefined by Deutschen Post. However,
modifications are allowed in dedicated areas. These areas are shown in light blue and indicated with
Frei gestaltbare Zone . Information in these areas may be altered. You may even add proprietary
information.
The following elements may be placed or changed on your routing labels:
• Text (on page 271)
• Rotated Text (on page 275)
• Graphic (on page 284)
• Frame (on page 286)
• Barcode (on page 290)
Infopost-Manager will warn you if an element is placed outside the editable area prior to saving resp.
printing. You may ignore this warning and print the modified routing labels anyway but you infringe the
predefinitions of Deutsche Post. Please be aware that those labels might be rejected when posting.
Modified routing labels can be saved and will be automatically used as template for further label
prints. If an altered label is used, its file name is shown in the dropdown field of the respective routing
label.
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You can also define several different templates. If you like to change the template, recall the label editor
and open the desired file. As soon as you close the editor, this last used file will be automatically taken as
new template.
Example: Working with the routing label editor
Practitioners often ask how to increase the font size of the ”bundle number” and like to have the
”bundle weight” on the label, too. This is how it can be done:
• First, right-click the text frame which contains the bundle number. A contextual menu appears.
Choose the menu item Edit text .
• The Edit text dialog pops up. Mark the variable Bundle number . Afterwards, choose a greater
font size from the icon bar’s drop down menu.
• If necessary, drag the text frame to an appropriate size.
• Now add the field Weight via the Insert field button.
• Click the icon with the green tick in order to finish editing the text.
• You may add descriptive text by amending existing or creating new text frames which will have
to be accordingly arranged.
• As soon as you are ready with all changes, save the modified routing label. From now on, it will
be automatically used as template for your routing labels.
412
B Index
B. Index
About 231
Acceptance offices 213
Access files 49
action buttons 11
Action buttons for general changes 104
Add first name 88
Add Thesaurus entry 97
Additional pages tab 255
Address check 90
Address export 312
Address files and their assignments (Examples)
233
Address management 65
Address spread by cities 185
Address spread by countries 190
Address spread by routing regions 188
Address spread by routing zones 189
Address spread by ZIP 184
Address tab 270, 278, 293
Addresses menu 48
Adressdialog 131
Analysis menu 180
Anonymization 34
Arrange/align toolbar 267
Auto-Login 210
Automatic Login 210
Background tab 247
Blank forms 206
Brochures 231
Bundle list 309
Bundles 145
Change password 208
Check 298
Cheshire 255
Chosen options 123
Close 40
Colors and lines tab 260
Content tab 157, 365
Context menu items (right mouse button) 32
Control buttons 124
Country specific tab 336
Create ”Pack & Go” 41
Customer index 196
Data backup 41
Data exchange 45
Data fields 388
data protection 34
dBase files 49
Demo version 373
Details tab 45, 163, 199
Details Tab 47
Dialog-Manager 40
Dictionaries 299
Dispatch properties 149
distribution list identifier 400
Document 238
Document toolbar 267
Duplicate search 112
Edit 105, 124, 257
Edit columns 31
Edit first name list 89
Edit fonts 297
Edit properties 288
Edit tab 91
Edit toolbar 267
Excel files 49
Exit 47
Export 402
Export addresses from address management 322
Export addresses from Results menu 312
Export Customer data 197
Export, addresses 312
Export, Customer data 197
Extended Mode 202
Extended tab 94, 253
Extra items 151
Extras 297
Extras menu 195
Field assignment 233
Field structure 233
Fields, combined 234
Fields, irrelevant 235
Filter Selection 407
Filter tab 19
Find tab 21
Fonts, machine-readable 297
Franking machines 45, 221
Franking type 141
FRANKIT 45
General tab 43, 156, 198, 239, 242, 250, 259, 334,
356, 364
gogreen 283
413
B Index
Goto item 263
Goto page 263
Group overview 120
Modules 325
MS Access database 408
Mutually align frames 262
Help menu 230
Hit list 30
Hot Keys 302
Hotline 231
Navigation buttons 84, 101
Navigation toolbar 267
New (Infopost) 16
New from project 18
Nixie check 128
Import 62
Import Customer data 197
Import from file 49
Import ”Pack & Go” 41
Import, Customer data 197
Individual Katalog dispatch 173
Infopost 151, 308
Infopost-Manager Wizard 230
Information on field assignment 233
Inkjet printers 409
Insert 268, 342
Insert, address block 269
Insert, Barcode 290
Insert, Field 272
Insert, Frame 286
Insert, image 284
Insert, new page 293
Insert, sender’s instruction 344
Insert, signature 287
Insert, text 271
International optimization 328
International tab 331
Internet 231
Invalid addresses 282
IPM help 230
Item 137
Item details 331
Item dimensions 138
Item properties 137
items without wrapping 354
Job splitting 361
Key field comparison tab 116
lettershop mode 218
Lines 260
Mail merge (IPM) 237
Mail merge (Word) 303
Mailer 201
Main window 9
Major recipient address 71
Map Tool 191
Margins 247
Margins tab 247, 261
Margins, position frame 261
Menu bar and action buttons 11
Open 27
Optimization 151
Options 87, 109, 216
Options tab 252
Order management 18, 158, 225
Order tab 24
Order, cancel 158
Order, request 18
Order, transfer 158
Other tab 249
Overview 12
Overview tab 24, 46, 163
P.O. Box address 71
Pack & Go 38
Page toolbar 268
Pallet list 170
Pallet target list 172
Pallets 146
Panel print; Lane print 252
Paper source tab 256
Paper tab 243
Partial postings 155
Payment method properties 152
PDF export 175
Plugins 374
Position frame toolbar 268
Position frame, align 261
Positioning aids 265
Postage 141
Postage optimization 151
Postal routing data tab 95
Posting lists 176
Premiumadress tab 280
Preparation menu 137
pretax deduction permitted 152
Preview and Print 401
Print 282
Print order 252
Print Preview 404
Print, Mail Merge 250
Processing in Word 305
Production and posting documents 178
Production guideline 308
Production properties 141
Professional 326
414
B Index
Project 15
Project explorer 28
Project menu 15
Project statistics 180
Project tab 25
Projects tab 200
Properties 41
Standard variant 355
Status report 62
Step 1 206
Step 2 207
Step 3 207
Street address 71
Summary 208
Quick Clicks 12, 13
Table configuration 405
Templates 320
Templates tab 240
Templates, mail merge 240
Test print 251
Text file with fixed field width 407
Text file with variable field width 408
Text tab 274, 276
Text, rotated 275
Thesaurus editor 98
Transport Service tab 335
Tray label 309
Tray list 309
Tray target/Bundle target list 169
Tray/Bundle list 165
Trays 143
Recent projects 13
Regular search tab 114
remaining items 151
Remaining items 311
Reopen 27
Report 124
Report of address check 108
Request order 18
Reset, Password 209
Responseplus assistant 206
Responseplus franking mark tab 296
Responseplus tab 294
Result area 14
Results menu 165
Robinson check 125
Routing district optimization Acceptance office
220
Routing label editor 410
Routing labels 173
Salutation check 82
Save/Save as 40
Search mode tab 113
Selection button for all duplicate groups 121
Sender / Mailer 203
SEPA validation 203
Settings 300
Settings in Infopost-Manager 303
Settings tab 92
Show and accept Thesaurus suggestions 97
Show log 212
Spell check 272
Spread by Nielsen regions 187
Spread by provinces 186
unwrapped items 354
Update address check 215
User administration 209
Variant lists 361
Variants tab 352, 359
Vario 346
VarioPlus 346
VarioPlus International 346
Version history 376
View 85, 102, 264, 297
Views 117
Water mark 247
Welcome 8
XML Export 410
XML file 410
ZIP search 213
415
Notes
416
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