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SSW TimePRO Smart Tags

Connect Office XP and your database with SSW Time PRO! Smart Tags

Office XP offers Smart Tag functionality. Smart Tags recognise text in your Word/Excel or Outlook (with Word as your editor) and then offer a range of possible actions and commands. With SSW Time PRO! Smart Tags you can access your corporate database from Microsoft Office, and send letters, faxes or emails based on existing templates.

This user guide is designed at helping you getting started and also provide a few quick tutorials on how to use Time PRO! Smart Tags.

SSW Time PRO! Smart Tags
1. Prerequisites
2. Getting Started
3. Check installation
4. Configuring Time PRO! Smart Tags
5. Inserting Templates
6. Inserting Contact Data
7. Inserting Templates with Contact Data (Mail Merge)

Prerequisites

1. To install, view the Installation User Guide
2. To register, view the Registration User Guide

Getting Started

First you will need to install Time PRO! Smart Tags. Before you do this, make sure that all office applications are closed.

Once you have installed the application, open up Microsoft Word and the Time PRO! Smart Tags screen will be displayed.

Check Installation

Open Word – Tools - Autocorrect. Click on the 'Smart Tags' tab. If it is not there, then the instance of Word many not have been closed. Restart your PC.

Auto Correct Options
Figure: Make sure the Smart Tag recogniser is "On"

Configuring Time PRO! Smart Tags

Now that we have installed Time PRO! Smart Tags, it is time to configure the application. Type 'SSWDiary' in Microsoft Word and hover the mouse over the word and select the 'Options...' menu item.

Smart Tag Menu Options
Figure: Configure the application

 

Options General
Figure: Click the UDL button and specify the connection to your database

At this point, most of the fields on the Customer, Contacts and Letters will be filled in if you are using the sample database or if your database structure is similar to Northwind. Otherwise you will need to specify which field in your tables gets mapped to each field used by Time PRO! Smart Tags.

Options Customer
Figure: specify which field in your tables gets mapped to each field (this should be done automatically)

Here we have configured the Customer table to be 'Customers'. The Customer ID field has been mapped to 'CustomerID' and the Company Name field has been mapped to 'CompanyName'. Now proceed to go through each Tab and make sure you have specified the tables and fields.

On the Employee tab, you can select a Employee name (Recommended as this Employee name will be used with the Templates).

Options Employee

Figure: On the Employee tab, you can select a Employee name (Recommended)

Once you have configured everything click on the OK button to store the settings.

Inserting Templates

Type 'SSWDiary' and hover over the Smart Tag (purple dotted line).

Smart Tag Menu Insert Template
Figure: Select the 'Insert Diary Template...' option.

Insert Template
Figure: Select the template you want to insert

Click the 'Insert' button. If you had selected the Company Profile template in the sample database you would get the following letter inserted into your Word document.

Dear «FirstName»

Good talking to you. SSW specialises in delivering efficient, cost effective solutions for your database or Internet requirements. Our ability to integrate these functions together will help «CoName» streamline operations, while making the most of opportunities presented by the ''on-line'' world.

Please find SSW's Company Profile at http://www.ssw.com.au/ssw/Company/AboutUs.aspx

If you would like to discuss any aspect of our services, please do not hesitate to contact me.

Many thanks
< >
«EmpEmail»

Congratulations! Now you know an easy way to get to your standard letters.

Inserting Contact Data

Inserting a template is pretty good, but the true power of SSW Time PRO! Smart Tags is its ability to recognize contacts from your database by specifying either:

  • Customer ID
  • Company Name
  • Contact Name (either First Name, Surname or both)

So in this tutorial we are going to retrieve customer information on the Customer ID BOLID.

Type '<BOLID>'.

Note: you will need to enclose 'BOLID' in '<>' for Time PRO! Smart Tags to recognize the word.

Smart Tag Menu Postal Address
Figure: Hover over the Smart Tag (purple dotted line) and select the 'Postal Address' option

 And you will get this:

C/ Araquil, 67
Madrid
28023
Spain

Let's try something else.

Smart Tag Menu Send Email
Figure: Select the 'Send Email' option.

Email client  

Figure: Your email Client will open with the Contact's email address in the 'TO' property.

Congratulations! Now you know an easy way to get to any information about a client.

Inserting Templates with Contact Data (Mail Merge)

Now we are going to show a combination of the first two tutorials.

Type '<BOLID>' and hover over the smart tag (the purple dotted line).

Smart Tag menu Insert template All
Figure: Select the 'Insert Diary Template...' option

Select Customer  

Figure: This will display the Select Customer screen with the only contact for Customer ID 'BOLID' selected

Click Next to continue.

 

Insert Template Company Profile
Figure: Select the Company Profile template then click Insert to insert the text

Dear Martín Sommer

Good talking to you. SSW specialises in delivering efficient, cost effective solutions for your database or Internet requirements. Our ability to integrate these functions together will help Bolido Comidas preparadas streamline operations, while making the most of opportunities presented by the ''on-line'' world.

Please find SSW's Company Profile at http://www.ssw.com.au/ssw/Company/AboutUs.aspx

If you would like to discuss any aspect of our services, please do not hesitate to contact me.

Many thanks
Nancy Davolio
NancyDavolio@Northw*nd.com (Note: Please change "*" in "w*n" to a "i")

Congratulations, now you know an easy way to enter your standard letters, complete with mail merge data.