Create DBF letter template

This following steps explain how you can create a new letter template based on a DBF data source, by using an existing letter. Contact your system vendor if there are no letters installed in your system.

This option is supported for Microsoft Word 2000 and older. Create a CSV letter template if you use a newer version of Microsoft Word.

1. Select an existing letter that matches the most with the new letter you would like to create.

2. Mail merge a reservation or contact with this letter as usual (right click the reservation or contact and choose New Document). Close the letter without saving.

3. In Brilliant, choose Report Definitions from the Setup » Reports menu.

4. Search for report group Documents and click [OK].

5. Select the letter which you would like to use to create a new template.

6. Choose [Edit] and make sure the used data source (at Output) is CSV. Create a CSV letter template if the selected data source is DBF.

7. Choose [Design]. The template of the letter will be opened in MS Word.

8. In Word, choose File » Save as. Save the letter under a file new name in the \pms\dot\ directory. The file name may have a length of maximum 8 characters and must have the file extension .dot (e.g. nwletter.dot). Remember this name and close the letter.

9. In Brilliant, the letter you selected in step 7 is still highlighted. Choose [Copy], make the following changes:

   1. Change the Description to the name of the new letter (in all languages). This name will appear in the documents menu.

   2. Change the Output file contents into the name that you gave in step 8, but change the extension to DBF (e.g. the letter was saved with file name "nwletter.dot", change the contents to "nwletter.dbf").

   3. Change the Template contents into the file name of the new letter (as saved in step 8).

10. Choose [OK] to save the changes and close the window.

11. Mail merge a reservation or contact with this letter as usual (right click a reservation or contact and choose New Document). Close the letter without saving.

12. In Brilliant, choose Report Definitions from the Setup » Reports menu.

13. Search for report group Documents and click [OK].

14. Select the letter new letter again.

15. Choose [Design]. The template of the letter will be opened in Word.

16. In MS Word choose Tools » Mail Merge » Get Data » Open Data Source. In the screen that comes up at Files of Type, choose MS FoxPro Files. At the option Look in, go to \PMS\dde. Select the file with the name you gave in step 9b and choose Open »  FoxPro Files via ODBC » OK.

17. Make all required changes.

18. Save and close your new letter template when you are finished.

Please refer to the Microsoft Word documentation for more information regarding mail merge and letter templates.