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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)
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Prerequisites
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.
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Figure: Make sure the Smart Tag recogniser is "On"
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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.
Figure: Configure the application
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.
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).
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).
Figure: Select the 'Insert Diary Template...' option.
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»
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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.
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.
Figure: Select the 'Send Email' option.
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).
Figure: Select the 'Insert Diary Template...' option
Figure: This will display the Select Customer screen with the only contact
for Customer ID 'BOLID' selected
Click Next to continue.
Figure: Select the Company Profile template then click Insert to insert the
text
Dear MartÃn 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")
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Congratulations, now you know an
easy way to enter your standard letters, complete with mail merge data.