Document Setup
Contents
1. Print Separate Itinerary Print Separate Giro ATOL Cert Print Separate Copy Automatic Brochure If Not Sent Within 0 Days Publish To Web v Include Client Name On Doc T Include IATA Regulations Include Images Y Archive Document Include Room Type Desc Include Traveller Notes Move Page Number Below Footer Image Header Image Footer Image Footer Text TEXT FOR OVERDUE DOC Email _ Include Validating Carrier on Tkts a Suppress Resale Split Comm Use Lead Pax Contact Info Suppress No Records Message Subject Booking Confirmation FOLDER_NUMBER to DESTINATION Default Email Dear LEAD_PAX_TITLE LEAD_PAX_LAST_NAME Please find attached your confirmation for folder number FOLDER_NUMBER Best Regards 4 milla gt Default Attachment Name Your holiday details LEAD PAX_LAST NAME 9 Paste the file path in the File field and select any required setting You can now configure your footer text email subject body and default attachment name as per the instructions outlined in this document 10 Click OK to save the changes made to this document You now have an Overdue 1 Reminder document pointing to the correct file path and you can create a 2 Reminder document following the same steps Note When printing the document in question from travel the correct type of document from the drop down me2. Dolphin Dynamics Document Setup Document Amendment History Date Issue number and reason Author 15 03 13 Tatsiana Piletskaya 21 05 13 Tatsiana Plletskaya Copyright 2013 Dolphin Dynamics Ltd The information contained herein is the property of Dolphin Dynamics Ltd No part of this publication may be reproduced stored in a retrieval system or transmitted in any form or any means electronic or mechanical including photocopying and recording for any purpose other than the purchaser s personal use without the written permission of Dolphin Dynamics Ltd Dolphin Dynamics Ltd 3 Floor 162 164 Upper Richmond Road London SW15 2SL www dolphind com Table of Contents Table COmMent incidan 1 INTOAU CU Oia ei cae 1 User SCCUMIEY SOTUIING Sii at 1 Contigutinha DOCUIMGIUS a siisii anian E EEE a 2 Configuring Document IMAGES miiciicosiaca da sao iio ici 7 Configuring Images for Resale Passengers DOCUMENTS cessceeeeesseeeseeneeeneeees 9 Mal Merge AG Si A 11 Footer Text Mimi Editor ii id 12 Stating do A 12 oo A suka a E EE 13 o esas tidamtcbtesmercaidendabtamdssen iad a 13 Adding ltalics to TEX asses e oo A 13 POCO Mall ATME NAO Sus nsrtasita sa e a anto 13 EMaIlATME Ci Saa 14 nanos Texto TM ed 16 A Nika ttc meen a cher aaea etn ss chee neem cat aaa cia nana dh ate acacia eaten eats 17 Alo AAA A ene oe 18 Emailing from a Travel Folder c cccoonncnncccccnncnncccnonncnncnononncnnnnnnnnncnnnonnnnncnnn
3. Branch 3 tab This will remove the No Print option from the Print dialog box and as a result all documents will be printed and archived Note Please contact Dolphin Dynamics for further information on the functionality Default to Include E Tkt Rept This setting is visible on the itinerary document only The setting ensures that the e ticket receipt check box is selected by default when an itinerary document is printed In the Air Ticket window the ticket type must be set to ETK and the Itin Details tab must be completed for the correct information to be shown For BSP tickets an e ticket can only be printed if a ticket number is present in the air ticket window within the ticket number box For non BSP tickets a ticket number is not required P i Dolphin Dynamics Document Setup 5 Print Payee Details On CC Transactions This setting is visible for Receipt and Refund setup only If this check box is checked it ensures that if the payee name or address fields are amended when issuing a credit debit card Receipt or Refund the Payee s name and address rather than the name and address from the client profile will appear at the top of the printed receipt or refund Including Validating Carrier on Tkts This setting is visible for booking confirmation credit note invoice and receipt document types only If selected the name of the validating carrier will be shown on the documentation within the text related to the ticket Use Agency Head
4. and address it is now necessary to be part of the image used for the header Likewise if the ABTA IATA ATOL numbers were previously generated from your site detail configuration this will now also need to be included in the image Configuring Images for Resale Passengers Documents 1 This functionality is controlled by a database setting and you need to contact Dolphin Dynamics to activate it 2 Once this functionality is activated every agency profile shows an additional Logos tab Dolphin Dynamics Document Setup 9 Agency Profile Agency Name Abc Travel Address Address 173 High Street Contact Info r City London State Zip SW15 4RF Country G Create Folder Commissions E Delete HOTS Click the Add button to add a logo and display the Add Edit Logo window Retrieve Click Retrieve to retrieve a logo Delete Select a logo in the grid and click Delete to delete it 3 Add Edit Logo window Add Edit Logo Logo For SODOR i IAT IM ao n 4 Section Height cm 0 00 Mame Booking Confirmation ae Cost Quote Pl Suppress Beyond First Page Itinerary Fl Suppress for Printer Link Url al Suppress for E Mail al Suppress for Window F Suppress for Fax Image Select Maintain Aspect Ratio Source Url Width cm Height cm 6 00 Vertical Offset cm Horizontal Offset cm 0 00 Preview PRC AWOLOGY FOP EACIAS OM FRA WEL Logo For Select from the dropdown the document type where the logo will be us
5. months after pour return date lt br gt Thank wou for booking with London Travel Centre lt p Bold Text HTML tag lt B gt this text is bold lt B gt Footer Text B gt This is a Bold headers B Please ensure you have a valid passport for at least 6 months after pour return date Thank you for booking with London Travel Centre Hope vou have a great holiday Standard Adding Italics to Text HTML tag lt i gt italic text lt i gt Footer Text lt i gt Thank you for booking with Dolphin Dynamica lt i gt Displays on the document as follows ATOL All travel prowisiore in this folder are protected under ATOL Liceree number 77654 Neptune Travel Ltd This is a Bold header Please ercure you have a valid pass port for at least6 months after your return date Thank you for booking with Dolphin Dynamics aoe vou awe a great hoola Additional HTML Tags P Dolphin Dynamics Document Setup 13 Description lt big gt Defines big text lt small gt Defines small text lt sub gt Defines subscripted text lt sup gt Defines subscripted text lt strong gt Defines strong text For more advanced editing you will need to look into HTML formatting yourself lt p gt amp nbsp lt p gt Enters a blank line You must ALWAYS enter lt HTML gt at the start of the footer text and lt HTML gt at the end of the footer text to activate HTML formatting Email HTML Editor Within the Emai
6. onl Se Image Name Include Deleted Items Search Results Image Name Width Height Del a W Close 4 To add an image click the Add button The Add Edit Document Image window opens Dolphin Dynamics Document Setup 7 Add Edit Image m Image Name Section Height 0 00 Image Width 0 00 Image Height cm 0 00 Horizontal Offset 0 00 Vertical Offset cm 0 00 Image Type Document e ME Maintain Aspect Ratio Suppress Beyond First Page Suppress for Printer Suppress for Window Suppress for E Mail Suppress for Fax Preview 5 Fill in the following Image Name Type the image name Section Height This field allows you to set the containing header footer height The value entered in this field is the number of centimetres from the left hand margin the image should be positioned Image Width Height The dimensions of the image Horizontal Offset The value entered in this field is the number of centimetres from the left hand margin the image should be positioned Vertical Offset The value entered in this field is the number of centimetres the image will be displayed from the bottom of the text Image Type This will be defaulted to Document and greyed out Source Image URL Insert URL for the image you want to upload Image Select Click the button to point Dolphin to the location where the picture is saved Save Click on the button to save an image already uploaded to Dolphin You will need to brows
7. tags BRANCH_CODE FOLDER_NUMBER INVOICE_NUMBER CUSTOMER_TITLE CUSTOMER_FIRST_NAME CUSTOMER_NAME This will be the last name for a client or the company name for a company and the agent name for an agent COMPANY_NAME LEAD_PAX_TITLE LEAD_PAX_FIRST_NAME LEAD _PAX_LAST_NAME DESTINATION DEPARTURE_DATE This will be the folder departure date FOLDER_OWNER_NAME FOLDER_OWNER_PHONE FOLDER_OWNER_EMAIL FOLDER_BOOKED_ BY For example for folder number 12345 created in branch HQ if the Booking Confirmation document is configured with email subject Your Booking BRANCH _CODE FOLDER_ NUMBER the recipient of the booking confirmation via email would see Your Booking HQ12345 as the subject Note Subject Default Email and Default Attachment Name support Mail Merge Tags Footer Text HTML Editor You have the ability to change the format of the footer text that appears on the bottom of your documentation This is achieved by using HTML tags to produce various formats such as bold italics underlined text Some examples of which are shown below Starting a New Paragraph HTML tag lt p gt paragraph lt p gt Dolphin Dynamics Document Setup 12 Footer Text lt p gt Please ensure you have a valid passport for at least 6 months after your return date Apo Adding a Line Break HTML tag lt br gt Footer Text lt p gt Please ensure you have a valid passport for at least 6
8. Search Branch Code hg Document Type bookings4 Alternative Type Search Search Results Branch Code Document Type Document Alternative Branch Code If you have multiple branches available in Dolphin it is possible to configure different versions of the same type of document per branch Document Type Enter the name of the document type i e Customer Booking Confirmation Customer Invoice and Customer Quotation Type a space and click the Enter button on your keyboard to display the list of the documents available in Dolphin You can also use the sign either side of the word to display a list of document types that contain the word Alternative Type Alternative types allow you to configure different versions of the same document type Each standard document is available as Normal and Resale Pax Doc by default To configure a document select a Document Type Document Alternative and click Retrieve Dolphin Dynamics Document Setup 2 Document Setup Document Customer Booking Confirmation Type Normal File VWde dolph_st documents r14 2 4 quoteandconf Bupa Copies 1 Include Folder Air Itinerary Include Folder Non Air Itinerary E Print Separate Itinerary E Print Separate Giro ATOL Cert C Print Separate Copy Automatic Brochure If Not Sent Within 0 Days Customer Type Filter All Types Publish To Web Include Client Name On Doc Fl Include Validating Carrier on Tkts Include IATA Regulations Include Images Ar
9. along with a default brochure code Your client books a holiday and pays a deposit amount you print off a booking confirmation which is complete with brochure code that reminds you to send the brochure to the client with the document 2 They then call 2 weeks later and ask you for a second copy of the booking confirmation this will be printed off without any brochure codes as the previous brochure was sent within the 90 days 3 When they come to pay their balance and you print another booking confirmation if it is over the 90 days since the last brochure went out the brochure code will print out onto the document again reminding you to forward a new brochure to the client with the document As you receive a brochure code on your documents an entry will be made into the customer contact grid within the customer profile to say the brochure has been requested and sent out Publish To Web If this checkbox is ticked it will be possible for your clients to view this particular document type if you use Dolphin s Web Customer Service module Please note that if you have more than one type of this document set up you can only choose one type to Publish to Web Contact Dolphin Dynamics for more information on Web Customer Service Include Images Select this checkbox to include images loaded in the images tab of a Vendor profile to the document Include Room Type Description Select this checkbox to include the room type description details t
10. chive Document E Suppress Resale Split Comm E Include Room Type Desc E Use Lead Pax Contact Info Include Traveller Notes Fl Suppress No Records Message Move Page Number Below Footer Image Header Image dolphin header Footer Image dolphin footer Footer Text Passports a Please ensure you hold a 10 year British Passport for each passenger including infants and children valid for gt six months after you return to the U K _ Email Subject Booking Confirmation FOLDER_NUMBER to DESTINATION Default Email Dear LEAD PAX TITLE LEAD PAX LAST NAME Please find attached your confirmation for folder number FOLDER_NUMBER Best Regards Default Attachment Name Your holiday details LEAD PAX LAST NAME a a Document It shows the document type i e Customer Booking Confirmation Customer Invoice and Customer Quotation Type lt shows the document alternative name as you are able to have different flavours of each document For further information see the section on Setting up different types of documents Edit Allows you access to Add Delete or Rename a copy of an existing standard document File The file name and path of where the documents are stored on your PC It is configured by Dolphin Dynamics and must not be changed Note Having a path in the field ensures a document document alternative type is available in the list of documents to be printed Browse This allows you access to the fi
11. e to the location where you would like to store it enter name and extension for the file you are saving Maintain Aspect Ratio Select this checkbox to keep the width and height settings proportional Suppress for Printer Select this check box to suppress the image when selecting the Printer button in the Print dialog box Suppress for Email Select this check box to suppress the image when selecting the Email button in the Print dialog box Suppress beyond first page Select this check box to suppress the image beyond the first page Suppress for Window Select this check box to suppress the image when selecting the Window button in the Print dialog box Suppress for Fax Select this check box to suppress the image when selecting the Fax button in the Print dialog box Preview Once you have selected the file this area becomes populated with the image Prev Next Use these buttons to navigate from one image to the previous or next one OK Click OK to save all the settings selected Cancel Click Cancel to close the window and lose any changes made Dolphin Dynamics Document Setup 8 Example of a header image TECHNOLOGY FOR LEADERS IN TRAVEL Mrs Test Test Agent 1 Test High Street Trainer London training dolphind com SW15 U nited Kingdom Booking Confirmation Example of a footer image Dolphin TECHNOLOGY FOO LEADERS IN TRAVEL Printed Date 22 May 14 Page 1of1 Note To be able to view branch name
12. ed Note that only the Booking Confirmation Cost Quote or Itinerary document types are available r Dolphin Dynamics Document Setup 10 Note Only one image can be loaded per each document type Name The name of the image Label A description of the image Link Url The Url where the picture was taken This is for information only Source Url The Url where the picture was taken This is for information only Image Select Click the button to point Dolphin to the location where the picture is saved Save Click on the button to save an image already uploaded to Dolphin You will need to browse to the location where you would like to store it enter name and extension for the file you are saving Suppress for Printer Select this check box to suppress the image when selecting the Printer button in the Print dialog box Suppress for Email Select this check box to suppress the image when selecting the Email button in the Print dialog box Suppress beyond first page Select this check box to suppress the image beyond the first page Suppress for Window Select this check box to suppress the image when selecting the Window button in the Print dialog box Suppress for Fax Select this check box to suppress the image when selecting the Fax button in the Print dialog box Maintain Aspect Ratio Select this checkbox to keep the width and height settings proportional Width Height The dimensions of the image Vertical Offset The value en
13. er You will see this setting if the agency header functionality has been activated in your database For more information about this functionality see the Configuring Images for Resale Passengers Documents section Suppress Resale Split Comm Select this checkbox to remove the split commission information from the document Note Please note that document types sub types that have Suppress Resale Split Comm checked will not be available for selection in the print dialog in a non resale folder as resale split commission does not exist in such a folder Use Lead Pax Contact Info If checked then the lead passenger s name and address will always be added instead of the agency address whenever that document is printed in a resale folder Suppress No Records Message This setting is related to the ability of printing a separate ATOL certificate If selected you will not display a pop up message informing you that there are no records eligible for the ATOL certificate Header Image This is a lookup control that allows you to locate a header image to appear on the document Press F4 or right click with your mouse and select Lookup to display the Document Image Search window and select the header image Footer Image This is a lookup control that allows you to locate a footer image to appear on the document Press F4 or right click with your mouse and select Lookup to display the Document Image Search window and select the footer image Footer Te
14. ing on the server clicking the Standard button will save you going through each document type in the dropdown and typing in the path Just choose the location of the booking confirmation and Dolphin will automatically set the same path for all of the other document types Help Click this button to access the Help Files P i Dolphin Dynamics Document Setup 6 OK Click this button to save all the details of the Document Setup screen Cancel Click this button to close the window and ignore any change made Configuring Document Images This functionality allows you to customise documents header and footer sections with images of your choice thus enabling you to display specific images per document type i e booking confirmations sent to your American customers can show different logos than those sent to your European customers Ultimately this means that any time you require header footer changes you can do it on your own without referring to Dolphin Dynamics Note If you want a number of images logos to be present on your header footer you need to combine them into one image To upload an image to Dolphin 1 Goto Search in the main menu gt Document Images gt the Image Search window opens 2 Enter the Image Name to retrieve a particular image or type a space and press Enter to retrieve the list of the images available 3 Select the Destination or the Document option from the image type dropdown list Image Search
15. l section gt Default Email type the default text you would like to populate when you are emailing this document type from the booking management module This will normally appear as plain text when emailing Document Setup Dolphin Dynamics Document Setup 14 Document Customer Booking Confirmation Type Normal File Wodeidolph_st documents r14 2 4 quoteandconts Copies 1 Include Folder Air Itinerary Include Folder Non Air Itinerary Fl Print Separate Itinerary F Print Separate Giro ATOL Cert Fl Print Separate Copy None Balance reminder Automatic Brochure If Not Sent Within 0 Days Customer Type Filter All Types ublish To We nclude Client Name On Doc Include Validating Carrier on Tkts V Publish To Web W Include Client Name On Doc E Include Validating Carri Tkt Pl Include IATA Regulations Hclude Images rchive Documen Suppress Resale Split Comm W Include I 9 Archive D t Els Resale Split C F Include Room Type Desc F Use Lead Pax Contact Info Include Traveller Notes Fl Suppress No Records Message Move Page Number Below Footer Image Header Image dolphin header Footer Image dolphin footer Footer Text Passports Please ensure you hold a 10 year British Passport for each passenger including infants and children valid for six months after you return to the U K Email Subject Booking Confirmation FOLDER_NUMBER to DESTINATION Default Email Dear LEAD PAX TITLE LEAD _PAX_LAST_NAME Please find at
16. lations If this checkbox is ticked standard IATA regulations will be printed on of the document chosen Archive Document Select this check box if you want to archive each printed copy of an Invoice Credit Note Receipt and Refund and their sub types when they are created within the travel folder When this check box is selected for a particular document type and an instance of this document type is created the booking management module will create the document and archive a copy to a specified database or network folder The booking management module will archive the documents every time they are printed via the Print Email Fax and Window print methods The entire content of the original issued document will be saved in PDF format as originally issued including the header footer itinerary price and remarks of the document Note that copies of financial documentation can still be reprinted from within the financial buttons in the travel folder but they will not be the archived copies These reprinted documents draw information from the folder at the time of printing which is subject to change and therefore may not print an exact replica of the required document Retrieving archived documents is done from the Print History tab within the History tab of the travel folder lf you want to archive only documents that are printed ensure that the Allow No Print when saving new financial transactions check box is not selected in Site Details gt
17. le where the documents are stored Copies Enter the default number of copies you wish to print out for each document Include Folder Air Itinerary Select this checkbox to include air itinerary information to the document Include Folder Non Air Itinerary Select this checkbox to include non air ground products itinerary information to the document for the items that are flagged as paid to vendor locally or in advance P i Dolphin Dynamics Document Setup 3 Print Separate Itinerary If checked this allows you to print a separate itinerary document alongside the document you are currently setting up within the document set up screen Choose the correct Itinerary version from the drop down box and that document will print out alongside Print Separate Giro ATOL Cert This dropdown works the same as the Print Separate Itinerary checkbox as above and it allows you to print the ATOL certificate in conjunction with the main document you are producing Print Separate Copy If checked this allows you to print a separate copy of the alternative document alongside the document you are currently setting up Directly underneath is a dropdown listing all possible document alternative types that can be selected as the additional copy in order to be valid the document alternative must have a populated File path When an additional copy document type has been selected an additional dropdown appears allowing the user to restrict the additional copy fu
18. mit E Can Export Amex Checklist Questions E Design Reports E Cust Web Access Can View Encrypted Data Can TE Bulk Printing Templates Can Add Delete Pricing Preferencing Rules Can Edit PE Pricings Fees Discounts Can Configure Bulk Vendor Comms Templates Can Use Accounts Posting Can Edit Credit Debit Card Fees Can Edit Branch Fees E Restrict Pricing Preferencing Rule Access to Multi Branch E Can Use Customer Sales Transaction Export Can Edit Package Template Groups Can Edit Customer Acct Data Can Configure Audit History Can View Audit History El Can Edit Vendor Payment Discrepancy Thresholds Can Bulk Change Folder Owners Can Configure Accounts Export Templates Can Configure Auto Vendor S E Document Config E Reconciliation Templates cane O aeo Document Config This setting allows the user to access the Document Setup for each branch from Options gt Documents With the setting deselected the options is greyed out Can Email HTML Select this setting to allow the user to edit the email section within the document set up The setting also allows the user the option to select the document type of HTML when emailing from the booking management module P Dolphin Dynamics Document Setup 1 Configuring Documents Select Options gt Documents gt enter the required branch code gt enter the all part of the document type or alternative document type name Document
19. n If you have the security settings mentioned while in the document setup you can change the text to plain text Right click in the Default Email area Convert to Plain Text From the new menu select Convert to Plain Text P Dolphin Dynamics Document Setup 18 Ch Converting to plain text will lose all formatting P Do you wish to continue A warning box will appear Select OK to continue Emailing From a Travel Folder For the best results when emailing select PDF or Word for the format of the attachment If you select HTML the attachment will now form the body of the email which may also see some unexpected results with regards to the layout Alternative Document Type Setting Up Different Types Of Documents lt is possible to set up more than one type or version of the same document For example you may wish to send different versions of a particular document to your corporate clients and your leisure clients To do this set up different document types with different titles for example Corporate and Leisure You can also set up different document types with different footer text and or different email subjects and default email text For example you could use the Booking Confirmation document as a gentle reminder for overdue payments You might even want to have another version of it when the reminder becomes less gentle In order to produce these alternative document types do the following 1 Goto Opti
20. nonanennnnnnnnnrnnnnnnnanennnns 19 Alternative Document Type uta iii 19 Setting up different types of COCUMENS cccccccccsseeceeeceaeeeceeeesaeeseeeeesaeseceeeesaaeeeeessaaeeeseesaaess 19 Deleting a Document Dead a Ea 22 Introduction This document provides an overview of how to configure your documents in Dolphin s Booking Management Module personalise them with headers and footers as well as how to set up more than one version of the same document User Security Settings Select Options gt Access Profiles gt Security Profiles gt enter search and select the required security profile gt go to the Access Updates tab Edit Security Profile Profile Name Profile Description m Data Fares Remarks Currencies Vendor Hotel Vendor Arrivals Destinations Product Codes Reference Data Group Codes Pricing Profiles Export Templates Can Link Companies Client Del Undel Company Del Undel Agency Del Undel Agency Users Fold Pricing Items Pkg Pricing Items Allow Language Editing Training Profile Access Can Export Can Generate Mktg Campaign Brochures Advanced Reports Can Use Folder Adv Search Can Edit Vendor Due Dates Can Use Accounts Export Can Rename Folder Stats C Can Bulk Print Can Logout In AD Mode Can Edit Pricing Pref Rules Can Change Credit Card Type Can Edit Contracts Can Send Bulk Vendor Comms an STi ns Users Own Profile Dispatch Details Cust Credit Li
21. nt Setup 16 Press F3 or Right click gt Edit in Designer to bring up the Designer HTML Designer Use the HTML designer window to edit the text and apply text styles such as font size bold italics underline bullet point lists numbered lists etc H AL T _ Edit Format View Insert Dear Mrs Test Please find attached your confirmation for folder number 5657 Edit Use this menu option to cut copy paste etc Format Use this menu option to apply changes to font size to have specific text in bold italics create a list numbered or bullet points etc Bold Ctrl 6 Italic Ctrl 1 Underline ctrl Ul Remove Format Ctrl spc Orderer List Unordered List Horizontal Rule Dolphin Dynamics Document Setup 17 View Use this menu option to view the properties or to view the entire text with HTML codes applied Insert Use this menu option to insert a hyperlink or an image Hyperlink Ctrl Image Once the changes have been made select OK to save oe Format From Mame training dolphind com From Addr training dolphind com To test test com cc Reply To training dolphind com BCG training dalphind com Subject Booking Confirmation 5657 to New York NY Default Attachment Additional Attachment Your holiday details Test pdf Message E Dear Mrs Test Please find attached your confirmation for folder number 5657 Best Regards Reservations Change Text to Plai
22. nu at folders you must remember to select the top of the print dialogue box and indicate the number of copies you wish to print For example if you only wish the alternative document type to print you should set Normal to O and the alternative to 1 Booking Confirmation Print Type s to print Chris Amexl PAB quotation 45 simontest Final Demand Pax List Folder Pax List E Include Folder Air Itinerary Overdue Reminder gt P Include Folder Non Air Itinerary Include E Tkt Receipt s Print Separate Itinerary Print Separate Giro ATOL Cert Print Separate Copy Use Company Address Use Alternative Printer Add Erodhures Include CAD Fields P H Dolphin Dynamics Bulk Print Document Setup 21 Note Please note that by creating an alternative type of a document you are creating an alternative type for all document types Branch Code HQ Document Type Alternative Type overdue rem Search Results Branch Code Document Type E Credit Note Overdue Reminder Customer Booking Confirmation Customer Invoice Customer itinerary Customer Letter Customer Quotation Customer Receipt Customer Refund Customer Voucher Folder GIRO Marketing eter Deleting a Document Type In order to delete an alternative type of a document please follow the steps outlined below 1 Goto Options gt Documents 2 The Document Search window for you
23. o the document You can add edit description of a particular type by going to Search option in the P Dolphin Dynamics Document Setup 4 main gt Itinerary Reference Data gt Room Type gt retrieving a room type code and updating the details field Edit Room Type Sc Room Code 1BPRV HM Name HM 1 BED PRESIDENTIAL VILLA Itinerary Vendor Details Description of the room test Fa a Include Traveller Notes This setting is only enabled for the following document types Quotations Booking Confirmations Itineraries Receipts Refunds Invoices and Credit Notes When selected this will populate a new text area above the manual folders notes fields in the document labelled Traveller Notes In this area each passenger that has any notes saved in the passenger notes field will be listed with their notes immediately under their name Note There will be no info shown on the document if the setting is selected within the document setup but no notes are present within the passenger s tab Move Page Number Below Footer Image When ticked the page number and printed date information will appear below any footer image that has been configured for that document When unticked this information will appear above the footer image Include Client Name On Doc If this checkbox is ticked the lead passengers name will always be added above the agency address whenever that document is printed in a resale folder Include IATA Regu
24. ons gt Documents 2 The Document Search window for your branch opens Type the document type name in the Document Type field and click Search 3 Inthe Search Results grid select the document you wish to copy and click Retrieve Document Setup Document Customer Booking Confirmation Type Normal File Wodeidolph_st documents r14 2 4 quoteandconts Copies 4 Click the Edit button to open the Document Alternative Search window 5 Click Add to add the alternative doc and enter the name of your new document in the Name field For example Overdue 1 Reminder and click on the OK button to save the details This will add the new document type into the list Dolphin Dynamics Document Setup 19 Document Alternative Search Add Document Alternative Overdue Reminder Publish To Internal Web Retrieve Delete Close the Document Alternative Search window Copy the File path with the aid of the mouse and click OK 8 Now you are back to the Document Search window Search and retrieve the document alternative you just created Branch Code HQ Document Type booking conf Alternative Type over Search Results Customer Booking Confirmation Overdue Reminder Dolphin Dynamics Document Setup 20 Document Setup Document Customer Booking Confirmation Type rai Edit Overdue Reminder File Copies 0 Include Folder Air Itinerary Include Folder Non Air Itinerary
25. r branch opens Type the document type and alternative type name in the Document Type field and click Search 3 In the Search Results grid select the document you wish to dlete and click Retrieve Document Setup Document Customer Booking Confirmation Type Overdue Reminder File Wde dolph_st documents r14 2 4 quoteandconf MES Copies 9 4 Click the Edit button to open the Document Alternative Search window P Dolphin Dynamics Document Setup 22 Document Alternative Search Name Overdue Reminder Search Results Delete 5 Click Search to find the alternative doc type Delete button will be active 6 Click the delete button and the following message will be presented to you to confirm whether you want to delete the document or not 7 Select yes to proceed And Close to close the window 8 The document you originally opened with have no alternative type assigned to it Document Setup Document Customer Booking Confirmation File 9 Click on Cancel button to close the window 10 All documents with the alternative type you have just deleted will no longer be removed Dolphin Dynamics Document Setup 23
26. rther by customer folder type The options are Agent Only All Types Client Only and Company Only This option is mainly applicable for resale business where bulk printing invoicing feature is active This helps to ensure that Normal type of the document as well as Resale Pax doc with Resale Split Commission suppressed are send alongside in one email Automatic Brochure This enables you to use automatic brochure sending function within the system You can set a specific brochure code on certain documents types the right mouse lookup function is available here so that when you select a printer as the destination for the document the code will appear at the bottom of the printout This code will then remind you to send required brochure marketing material etc out with the document to your client As the system prints this brochure code on the document it will insert a record in to the customer contact table in the customer profile to register that the relevant brochure has been sent For more information please refer to the Marketing Campaign user manual If No Sent Within This setting links to the automatic brochure code field The number of days in which you can indicate that an auto brochure should NOT be sent if the customer contact table within the Customer Profile already contains a brochure request for the same brochure with in the number of days specified For example 1 You set X 90 days on your Booking confirmation document
27. tached your confirmation for folder number FOLDER_NUMBER Best Regards Default Attachment Name Your holiday details LEAD PAX LAST NAME Standard r A Dolphin Dynamics Document Setup 15 Email Window Booking Confirmation Print Type s to print Settings for Normal type Copies 1 Balance reminder y Print Setup resale lols test Language English bn Chris Amex PAB quotation 45 Pax List Folder Pax List simontest Final Demand gt IAN Include Folder Air Itinerary Include Folder Non Air Itinerary Include E Tkt Receipt s Print Separate Itinerary Print Separate Giro ATOL Cert Fl Print Separate Copy Printer Ll a Window Bulk Print Use Company Address Use Alternative Printer Add Brochures Include CAD Fields Format PDF z From Name training dolphind com From Addr training dolphind com To test testlcom cc Reply To training dolphind com BCC training dolphind com Subject Booking Confirmation 5657 to New York NY Default Attachment Additional Attachment Your holiday details Test pdf Message Pl Dear Mrs Test Please find attached your confirmation for folder number 5657 Best Regards Reservations Change Text to HTML If you have the security settings mentioned while in the document setup you can change the text to HTML Right click in the Default Email area Convert To Html From the new menu select Convert to Html P Dolphin Dynamics Docume
28. tered in this field is the number of centimetres the image will be displayed from the bottom of the text Horizontal Offset The value entered in this field is the number of centimetres from the left hand margin the image should be positioned Preview Once you have selected the file the Preview area becomes populated with the image Prev Next These buttons allow you to display the previous and or next logo loaded Copy This button allows you to copy the logo and assign it to another document type OK Click OK to save the logo Cancel Click Cancel not to save the logo Help Click Help to access the Help Files 4 To override the general Header Image go to Options gt Documents gt retrieve the document type Customer Booking Confirmation Customer Quotation or Customer Itinerary gt select the 4 Use Agency Header checkbox Mail Merge Tags When emailing customer documents from a travel folder it is possible to configure mail merge style tags in the Document Setup area so that the footer text section and the email s subject line default email body and default attachment name can automatically include some folder customer level information such as the folder number customer name and folder destination The documents that are applicable for merge tags are the following e Booking Confirmation e Credit Note Dolphin Dynamics Document Setup 11 e Itinerary e Refund e Receipt e Invoice Below is the list of the supported
29. xt This field allows you to enter notes that you wish to see print out on the bottom of every document of the type selected from the Document drop down menu It is free text but the system will not spell check the text The text can be formatted using HTML commands tags if you wish Note If you have text which you wish to appear on some but not all documents of a certain type e g not on every single Booking Confirmation it may be better to set up pre set remarks in the Notes tab of your travel folders rather than adding them to Footer Text This is because it is not possible to remove Footer Text from individual documents Email Subject This field allows you to enter default text which will be added into the email subject line each time you send this particular type of document to a client by email It is free text but the system will not spell check the text The text can be formatted using HTML commands tags if you wish Default Email This field allows you to enter default text which will be added into the main email field each time you send this particular type of document to a client by email Default Attachment Name This field allows you to enter an attachment name different from the defaulted one Document Note Subject Default Email and Default Attachment Name support Mail Merge Tags Standard This automatically sets all document paths to the one you select for the booking confirmation If you have all of the document templates sitt
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