Multiple Form Letters

[Jeff]

I'm trying to figure out how to create multiple form letters. For instance somebody who isn't very computer / filemaker savy wants to create mulitple form letters, without having to create a new layout for each different letter in my main database. I don't really want them creating a ton of layouts everytime they want to create and save a different letter for a mail merge.

A relationship would help here somehow. I have a main database that has all the contacts. In a seperate database could i create a field that they can type the letter in and have merge fields for the contact info from the main db?

But i'm not sure how to make that work either. Or do they have to create a new layout?

Hopefully this is clear

[BobWeaver]

The related file idea sounds good. What I do is have a field LetterBody that holds the text the letter and includes merge field tags like <<FirstName>> etc. Then I use the Substitute() text function to replace the tags with the actual field data. The formula is in this form:

Substitute(Substitute(Substitute(Substitute(Substitute(Substitute(RelatedFile::LetterBody,

"<<FirstName>>",FirstName),

"<<LastName>>",LastName),

"<<Address1>>",Address1),

"<<Address2>>",Address2),

"<<Address3>>",Address3),

"<<OtherDataField>>",OtherDataField)

You can extend this formula as necessary to include more fields.

[Jeff]

Thanks Bob, I just want to make sure i understand what your saying. Does this formula go into the new database where the actual letterbody field would be? or in the main database?

[BobWeaver]

This formula would be used for a new calculated field which could go in the main file.

In your related Formletter file you can have a field that contains the letter text, and another field that contains a descriptive name for the letter such as 'introductory', 'July Promotion' etc. Then, in the main file you can use a global field "gLetterName" with value list based on the Formletter file's name field to select the letter choice. Using a relationship between this global field in the main file, and the name field in the related file, you will then automatically call up the appropriate letter text when you refer to it via the relationship.

Clear as mud?

[Jeff]

oh yea, clear as mud is right

Actually you explained it very well. I think i understand....i'll give it a shot, probably once i start playing around it will make more sense.

Thanks Again!

[Jeff]

BOB --- YOU ROCK !!! IT WORKED PERFECTLY!!!

Thanks!

Jeff