Use our FAQs (frequently asked questions) below to quickly find the answers to many advanced questions often asked by our support agreement holders before you try to contact us (these FAQs are not available to non support agreement holders and will be added to regularly). Click on a question to access the answer or see our general FAQ menu for other FAQs.

 

Book-It Office

Mailing / Emailing

 

Changing the formatting of a merged date field in Word

Changing the text in a letter depending on a mailmerge field

Designing professional email templates for use with Book-It

Adding a footer to all your Book-It emails

 

Reports

 

Sending reports to PDF documents

 

Book-It On-Line

 

Checking that uploads have worked successfully

 

Other

 

Adding signatures to Microsoft Office Emails

 

 

Changing The Formatting Of A Merged Date Field In Word

 

When inserting dates in to a Word mailmerge document, they will normally display in the format dd/mm/yy e.g. 25/12/2006. Occasionally these dates may not display in your country's default format (they may display as mm/dd/yy) or you might wish to use a longer date format such as 25 December 2006. This cannot be configured in Book-It but can be achieved easily in Word. To do this you must select the appropriate letter record in Book-It from the setup, letters document and then click the 'Edit' button at the bottom of the screen in order to open the selected document in Word. In Word you should then choose tools, options, view and tick the 'field codes' box. If you have a merge field in the document called 'Mydate', for example, this will now change from reading

 

 <<MYDATE>>   

 

 to

 

{ MERGEFIELD MYDATE \*MERGEFORMAT }

 

In order you change the format to force UK date style dates you should add the picture clause \@ dd/MM/yy e.g.

 

{ MERGEFIELD MYDATE \@ dd/MM/yy \*MERGEFORMAT }

 

To change the date format to 25 December 2006 for example you should add the picture clause \@ d MMMM yyyy e.g.,

 

{ MERGEFIELD MYDATE  \@ d MMMM yyyy \*MERGEFORMAT }

 

Once completed and tested you can of course choose tools, options, view and remove the tick from 'field codes' again to hide the field codes. For more information on date fields and picture clauses see 'date-time picture' in the Microsoft Word help file.

 

 

Changing The Text In A Letter Depending On A Mailmerge Field

 

Although the same letter may be suitable for all members in some organisations, many organisations like to change the contents of their letters depending on certain circumstances such as the value of the selected member's membership type for example. This is in fact a relatively easy thing to do in Word once you know exactly what you are doing. Suppose your organisation has 2 membership types for example, Gold Member and Silver Member. Now let us suppose that you wish to modify the 'Member New Membership' letter that is automatically sent to new members to automatically include a paragraph for Gold Members that reads

 

Gold Membership Entitlements Include

 

  • Free unlimited use of the club facilities
  • Key pass
  • Quarterly newsletter
  • 20% discount on all event tickets

 

This should be replaced with a similar paragraph for Silver Members that reads

 

Silver Membership Entitlements Include

 

  • Free unlimited use of the club facilities
  • Key pass
  • Annual newsletter
  • 10% discount on all event tickets

 

If the amount of text is small it is probably easiest to use a simple conditional IF statement around the paragraphs. Now in Book-It visit setup, letters/emails, find the 'Standard Member New Membership' letter and click the 'Edit' button to edit this Word document. Now click in the document where you wish to insert your text and then press 'CTRL+F9'. Two '{}' brackets should appear. Next type 'IF' within the brackets and then press CTRL+F9 again so that more brackets appear. Within the inner brackets type 'MERGEFIELD DESC' and then between the two '}' brackets type ' ="Gold Member" followed by a space, a further ", the text you wish to display if that condition is true and then a final ". Once completed the whole thing should look something like the following

 

{ IF {MERGEFIELD DESC} = "Gold Member"

 

"Gold Membership Entitlements Include

 

  • Free unlimited use of the club facilities
  • Key pass
  • Quarterly newsletter
  • 20% discount on all event tickets

 

"}

 

{ IF {MERGEFIELD DESC} = "Silver Member"

 

"Silver Membership Entitlements Include

 

  • Free unlimited use of the club facilities
  • Key pass
  • Annual newsletter
  • 10% discount on all event tickets

 

"}

 

This can also be extended so that if there is a large amount of text to include, perhaps even several pages, you can maintain each conditional item in a separate document. You could for example store the two sets of text above in two documents such as c:\bookit4\wpdocs\letters\inserts\Goldmembers.doc and c:\bookit4\wpdocs\letters\inserts\Silvermembers.doc. Now instead of inserting text within quotes above you would perform a third 'CTRL+F9' and within the third set use the INCLUDETEXT command. An example is shown below.

 

{ IF {MERGEFIELD DESC} = "Silver Member" { INCLUDETEXT "c:\\bookit4\\wpdocs\\letters\\inserts\\Silvermembers.doc" }

 

{ IF {MERGEFIELD DESC} = "Gold Member" { INCLUDETEXT "c:\\bookit4\\wpdocs\\letters\\inserts\\Goldmembers.doc" }

 

(Note the use of the double '\\' in the filename. Also note the use of CTRL+F9 to create the brackets, this is necessary and simply typing the brackets will not work). If you save the file, close it and then reopen it it will look as if the information you have entered has disappeared. It has not, simple press ALT+F9 to toggle between showing the field codes and hiding them. You might also like to use a relative path to files using something like

 

{ INCLUDETEXT "..\\inserts\\Silvermembers.doc" }

 

This has the added advantage that should Book-It ever be moved (for example to a new folder or even a new drive) then the file will not need to be changed as it will still find the file containing content to be inserted.

 

Finally close the file and try your data merge.

 

 

Checking That Uploads Have Worked Successfully

 

A number of early Book-It On-Line installations included the ability to get Book-It to automatically fire off a WS-FTP Pro script to upload Book-It pages and Book-It data files to the web site. Occasionally these do fail and files may get corrupted on the way up to the web (don't ask us why - see the WS-FTP Pro people!). During the upload process you can click on the '+' to expand the list of files being uploaded and may from time to time spot failures so that you can perform the upload again if you know there has been a failure (although you should configure WS-FTP Pro to perform a number of automatic retries first!). Sometimes, however, the transfer is so quick that it disappears off the screen before you can check anything. All transfers do, however, create a transfer log which can be checked. You can create batch files to open the log files for you automatically at the end of the transfer process. To set this up you should proceed as follows (important - please take a backup before proceeding so that you can restore everything should your uploads fail to work at the end of the procedure or contact Instinctive Systems to be walked through the procedure)

 

- in Book-It setup, web details, on-line settings, click on the edit button in the toolbar and copy the contents of the upload pages button into the windows clipboard and replace it with 'wsftp\bookitpages.bat'

 

- go into 'My Computer' and locate your Book-It folder (usually \bookit4) and go into the subfolder wsftp. In that folder do a 'file', 'new', 'text document' and then rename the document to 'bookitpages.bat' then right click on 'bookitpages.bat' and choose 'edit' to edit the file then add text similar to the following in there

 

@echo off
cls
c:\progra~1\ipswitch\ws_ftp~1\ftpsync -f wsftp\bookitpages.ctl
"C:\Program Files\Windows NT\Accessories\wordpad.exe" "wsftp\bookitpages.log"

 

Note that the 3rd line above should be replaced with the command you just copied above from within Book-It. This is because the syntax may vary slightly depending on which version of WS-FTP Pro you are using.

 

- next go back into Book-It and copy the text from beside the upload data button into the Windows clipboard and replace it with 'wsftp\bookitdata.bat' and replace it with 'wsftp\bookitdata.bat'

 

- back in 'My Computer' in \bookit4\wsftp folder do 'file', 'new', 'text document' and then rename the document to 'bookitdata.bat'  then right click on 'bookitdata.bat' and choose 'edit' to edit the file then add text similar to the following in there

 

@echo off
cls
c:\progra~1\ipswitch\ws_ftp~1\ftpsync -f wsftp\bookitdata.ctl
"C:\Program Files\Windows NT\Accessories\wordpad.exe" "wsftp\bookitdata.log"

 

Again note that the 3rd line above should be replaced with the command you just copied above from within Book-It.

 

Once all the above has been performed, Book-It uploads should work as they did previously with the exception that at the end of each upload the upload log file will automatically be opened in Windows Wordpad. There will be a lot of information in that file, however, you should go straight to the bottom and look for the following text to confirm a successful upload. If the text does not appear then the upload should simply be repeated

 

Transfer request completed with status: Finished
* Synchronization completed sucessfully.