Adding and Formatting Contents

InterAction provides you with precise control over the contents of your labels and envelopes and how they are formatted. You add the contents of the report from the appropriate Report Contents dialog box by choosing the Add button. Once you have added an item to the report, you can select it and choose the Format button to set exactly how you want the item to appear. The exact formatting options depend on the particular content item. You can do the following to all content items:

  • Change the font, font style (bold and/or italic), and font size
  • Set the alignment of an item to left, center, or right

The following sections provide tips for formatting specific content items:

  • Formatting Name and Company Information
  • Formatting Addresses
  • Other Formatting Options

Formatting Name and Company Information

The name formatting options allow you to format a name casually (choose Goes By as the First Name option) or formally (include the Title and Suffix).

Format Name Information

Select the Label check box to add the same text before or after the name for each contact in the report. For example, you could print a name as “The Smith Family” by printing only the last name and adding a “The” label as the text before the name and a “Family” label as the text after the name. You can also add labels to the Company, Assistant, and Department names (e.g. Dept.: Marketing).

Formatting Salutations

Salutations are names used to address contacts when creating correspondence or reports.

Each contact can have a global salutation used by everyone and any number of user-specific salutations. For example, the contact Gerald Tennant may be known as “Jerry” to the user Ed Roberts. To the rest of the firm, he is known as Gerald Tennant. In this example, “Gerald Tennant” is the global salutation for the contact, while “Jerry” is the user-specific salutation for the user Ed Roberts.

All contacts have at least a global salutation. When a contact is initially created, the default salutation is used as the global salutation. The global salutation can be edited. If the global salutation is deleted, the default salutation automatically populates the field.

If your organization has enabled language-specific contact information, contacts can also have a language-specific salutation.

NOTE For more information on salutations, see Salutations.

To select the salutation you want to use, add Salutation to the label or envelope. With Salutation selected in the list, choose Format.

Format Salutation

When formatting the label or envelope, choose which salutation you want to use (you can include a user-specific salutation or the default salutation):

  • The user-specific salutation for (choose one of the following):

    • The current user - The user who is running the report has his or her salutations used for the contacts in the report. If a user version does not exist for a contact in the report, the global version is used.

    • A specific user - The chosen user account is used to generate salutations for the contacts in the report. If a user version does not exist for a contact in the report, the global version is used. Choose this option when you are running the report or completing a mailing for a specific user.

  • The default salutation (do not use any user’s version) (choose one of the following):

    • Use firm salutation - The global/default version of the salutation is always used.

    • Use a specific language (available if your organization has language-specific contact information enabled) - Use the language-specific version of the salutation for the selected language, if one exists. (This is the version saved in the Language-Specific Salutation field.) If no language-specific version exists, export the firm salutation.

A person contact always has a salutation (company contacts do not use salutations). If the user does not have a salutation for the contact, the global/default salutation is used.

Formatting Language-Specific Information

If your organization has language-specific contact information enabled, you can add language-specific fields to labels or envelopes. For example, if you are running a marketing campaign in Dutch, you can include Dutch language-specific fields to create the correct salutation on an envelope.

To include language-specific fields on a label or envelope, add Language-Specific Information to the contents of the label or envelope then choose Format.

Format Language-Specific Information

In the Export language-specific... field, choose the language in which to export language-specific fields.

To select the language-specific fields to include:

  1. Choose Edit.

  2. Choose Insert.

    The Add Tokens dialog box displays.

    The fields included in the Add Tokens dialog box are core InterAction name fields and the language-specific fields configured by your firm. For more information on language-specific fields, see Name Formats.

  3. Choose a language-specific field to include, then choose OK.

  4. Repeat steps 2 and 3 for each language-specific field to include.

  5. When you are finished, choose OK on the Edit Language-Specific Format dialog box.

  6. On the Format Language-Specific Information dialog box, choose the Up and Down buttons to move the Language-Specific Information field where you would like it to appear on the label or envelope.

  7. Update other items as needed (Alignment, Font, etc.) then choose OK.

Formatting Addresses

Use the Mailing Address option to print the single mailing address for a contact. This option is most common when printing labels and envelopes.

Format Mailing Address Information

To select a specific address type (such as Business, Home, etc.) or print multiple addresses for a contact, use the Address option.

Format Address Information

If both a global and a folder-specific mailing address exists when you are printing from a single folder (or search results that only searched one folder), the folder-specific mailing address is printed.

If you choose to print folder-specific addresses from a single folder, you only get the folder-specific information that is specific to the current folder. For example, your accounts receivable department may have contacts in a billing folder with each contact having a folder-specific billing address. To send bills to the billing address, open the billing folder and print the folder-specific address for each contact.

If you print folder-specific addresses from a search result that searched through multiple folders, InterAction prints the folder-specific information from all the folders that were included in the search.

NOTE If you are printing from a search results that searched through multiple folders, you may have multiple folder-specific mailing addresses as well as a global mailing address. In this case, the global address is printed.

The following tables helps you determine which address formatting options to choose.

Formatting Addresses - Layouts
To Then
Use the full address layout defined for the country on each address. Select the Use the address layout specified for each country option.
Use the same layout for all addresses, ignoring the layout defined for the country on each address.

Select Use a custom layout for addresses.

In the layout field, you can use the Backspace or Delete keys on your keyboard to remove items.

To add items, you can type in characters or carriage returns.

To add fields to the address layout, choose Insert.
Set the layout to only include certain fields (e.g you may want the field to only include the city and state so that you may later group contacts using this field).

Select Use a custom layout for addresses.

In the layout field, you can use the Backspace or Delete keys on your keyboard to remove items.

To add items, you can type in characters or carriage returns.

To add fields to the address layout, choose Insert.

 

Formatting Addresses - Displaying the Country
To Then
Only display the country in the address if the country for the contact is different than the user printing the envelopes/labels. For example, the user works in France (the regional settings on the user’s PC are set for France) and some of the contacts that the user is mailing to reside in the United States. All contacts who reside in the France will NOT have the country in the address and all of those who reside in the United States WILL have the country in the address. The country names for all countries print in French.

Select Apply International Mailing Rules.

Select Use the current user's regional settings.
Always display the country for each address even if the country is the same as the user running the report. Clear the check box for Apply International Mailing Rules.

Always use a specific regional setting instead of the user's when formatting addresses (not common). Use this option for a mailing that will always occur at a specific location.

For example, a company with offices in France, Germany and the US handles marketing in one central location in France. When printing mailing labels, the country is printed in French. The country will not print for the contacts that reside in France.

Select Apply International Mailing Rules.

Select Always use the following (ignore the user's regional settings).

Select the country and language you want to use for the address in the Mailing From and Print Country In drop-down lists.

Preferred Language for Company Name

If you store contacts’ preferred language information in additional fields, the Use contact’s preferred company name check box provides bilingual mailing support for contacts whose preferred language is French.

Format Company Dialog Box

When the mailing is created, if the Use contact’s preferred company name check box is selected and the preferred language is French (the Language additional field is set to French on the contact), the value in the company’s Also Known As field is used for the company name.

Contact Details Additional Information: Language

If the Language additional field is set to English or is blank, the value in the Company Name field is used for the company name.

For more information, see Configuring the Company Name Used for Contacts in French/English Bilingual Regions.

Other Formatting Options

You can add the Blank Line or Horizontal Line options to separate items when printing large quantities of information about a contact. You can also add the Additional text option to make headings for the different groups of items. Make sure you format headings differently than the rest of the report so the headings stand out.