Sfairadora

  • Reference Guide

Letters

This tool allows you to create a large number of letters (or other texts) based on a template populated with data from a table. The tool is opened by the Tools|Mail Merge|Letters menu command.
The tool window contains two tabs. The Letter definition tab is used to specify the template and the source of the data that should be inserted into the template; the Result letters tab contains a rich text editor, in which you can see the letters, one after another, produced by inserting the data into the template. All letters are put into a single text, however, they are separated by page breaks. You can print out the finalized letters using the Print letters button or copy them elsewhere (press Ctrl+A to select the entire text and Ctrl+C to copy it). You can also save the text using the Save Text context menu command.
The data source is a table. The template is applied to every row of the table, so the final number of produced letters is equal to the number of rows in the table.

Letter Definition

Item
Description
Use active table
The table that was active when the tool was opened is used as the data source. If no table was active, you can activate it afterwards. If there is no active table, letters cannot be created.
Select table manually
The table is selected manually using the Object name of table and Data reference of table fields.
Active row/Selected rows
The tool produces only one letter based on the active row or letters based on the selected rows if there are some selected rows.
All rows
One letter is produced for every row of the table.
Object name of table
If the Select table manually option is selected, you can specify here the name of the object in which the table is located. Typically you will need to select the master identifier referencing the document affected by the tool (i.e. the document that was active when the tool was activated).
If the Use active table option is selected, information about the used table is displayed.
Data reference of table
Reference to a table within the specified Object name of table.
Letter template
The template in which you insert the text of the letter and fields to be replaced by data from the source table. You can use the buttons from the Table columns list to insert these fields. If necessary, all Enkidu language constructs are available. The template is specified in a standard rich text editor.
Note: In this context, the rich text editor is located inside another tool. Consequently, tools for character formatting etc. cannot be used to edit its formatting because a tool cannot be related to another tool. If you need to create a letter template with complex formatting, the best solution is to create it in a text editor outside the tool (e.g. in a rich text document created by the File|New|Formatted Text menu command) and to copy it here using the Ctrl+C keyboard shortcut.
Table columns
If a table is correctly selected, a list of the table columns is displayed. If you click the button representing a particular column, a field is inserted into the template. The field will be replaced by data from the respective source table column.
Fields referencing table columns must be formatted as hidden, that is, their background is cross-hatched. If this format is accidentally applied to other text during editing, you can remove the formatting by the Ctrl+H keyboard shortcut; or you can remove all applied formatting by the Ctrl+spacebar keyboard shortcut.

Buttons

Use the Print letters button to print out the finalized text of the letters. The Save settings button creates a new tool in the current document based on this general mail merge tool, but its definition reflects the current settings. This way you can create a specific tool allowing you to repeatedly produce mail merge letters based on the same template.