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Caterease Creating Custom Merge Documents

1. T Settings Doc i Clipboard Basic Text Editing To La Client Email H send Se ee ba i Subject an Chent Organization Attn Book Contact Re Contract foi You Event Dear Book Sal Attached is the contract for your Event Theme you are holding in our Room room on Event Date Long Please take a moment to review the details and then sign and return to me at your earliest convenience Sincerely Salesrep F Contract pdf E mailing Documents for a Batch of Events 1 Runa Caterease query to get the results grid you want Select multiple events by holding down your Shift or Ctrl key while selecting Note The Ctrl key lets you select multiple records the Shift key selects two records and all others in between them 3 Click the Email button at the top left of the query results screen Result An Untitled Message window appears Note The e mail address for this outgoing e mail will default to the Client e mail associated with each selected prospect 4 Optional Click the down arrow to the right of the To field and choose to send the e mail to the general client e mail address or specifically to the booking con tact or site contact of the selected events 5 Type a subject for your e mail into the Subject field or click the down arrow to the right of the field to access a custom quick pick list 6 Click the Use Merge Document button at the top of the e mail
2. Appendix Event Merge Fields Continued e EE Event Notes Merges in all text in the Event Notes text block complete with rich text formatting Event Notes Unformatted Merges in all text in the Event Notes text block without any formatting so it adopts the format ting of the merge document Sub Event Merge Fields Description Merges in the description of the event s first sub event e g Dinner Buffet Meeting Break fast etc Time Departure Merges in the departure time of the event s first sub event Note This field can be renamed by you Time NA These two fields represent two extra time fields that you can make up yourself They will each merge in the respective time information from the event s first sub event Time Setup Merges in the setup time of the event s first sub event Note This field displays as Hours and Minutes not as a time Time Tear Down Merges in the tear down time of the event s first sub event Note This field displays as Hours and Minutes not as a time Site Directions Merges in all text in the Directions text block of the event s first sub event complete with rich text formatting Site Directions Unformatted Merges in all text in the Directions text block of the event s first sub event without any format ting so it adopts the formatting of the merge document Appendix Sub Event Merge Fields RS EE Site Website Merges in
3. Table Dem amp em Moron e e CY ge ta le ee de x ae B U JES 3 Prints Email e lle rE aE A Windows Hiu Close Clipboard Basic Text Editing G Print Email Extended Text Editing Data Windows Marketing Tools X ES Marketing Tools 5 100 Xt By Tools 3 Settings TA Site Locations Vendor List a Menu Manager Ingredients List Ee Required Items Survey A re Event Prints Miscellaneous Print es es Invoice E Quickpicks Timeline User Defined Fields J Emailed Letters Global Settings E Preferences Sending Contracts General Letters Reminder Thank you Confirm Details Sending Contract for Future Events Sending Proposal Staffing Confirmation Sending Group Rooms Contract Concept Often if you have a large collection of merge documents it helps to organize them into groups For example you can create a group heading called Printed Documents and add documents that are printed as sub records of that group Then you could per haps create another group called E mailed Documents and create sub records in that group as well 1 3 Unit 1 Creating Custom Merge Documents From Marketing Tools click the Add Record button EN located on your main Caterease toolbar at the top of the screen Result confirmation message appears Click Yes to confirm your choice Note This adds
4. gory or Prep Area e Payments Made Insert all payments made for the event or choose to insert only payments of a particular pay method e Deposits Due Insert all future deposits due for this event or choose to insert only those deposits that have been paid or that remain unpaid e Event Times Insert all Event times and timeline items for the event or separate them based on Category e Scheduled Items Insert all Scheduled Items for the event or separate them based on Category or Type e Shifts Insert all shifts scheduled for an event or choose to insert groups of shifts based on Position or Shift Category Staffing Insert all employees scheduled to work an event or choose to insert groups of staff based on Position Staff Category or whether they have confirmed they will work the event e Sub Events Insert details from all sub events including times and venue details or choose to insert groups of sub events based on sub event Description or Type e Financial Summaries Insert summary totals of groups of menu items based on item Type or Cate 32 Unit 3 Creating Advanced Event Prints gory or general event financial totals such as the event Subtotal Tax Service Charge Gratuity Total Cost Profit etc 4 Select the specific details to be included in the merge table by clicking check boxes under the Select Fields section left hand side of the merge table window Note You can drag and drop fields up and down i
5. Clipboard Basic Text Editing m Print Email Bj Page Break Windows i IB Image 0 Marketing Tools X e Hyperlink f Setup eee e I M B Current Date amp Time Shift Ctri D 5 Marketing Tools General Letters amp X Marketing Tools Page Number x z M Tools Z Settings TA Site Locations Page Count Ha Documents ID mm man PE CT CE IE IENE i Vendor List L E DocuSign RSS General Letters A 9 Reminder a Ingredients List Thank you j Fe Required Items Survey i 71 Print Designer at Event Prints Proposal 71 Miscellaneous Print R Contract Sagai Inggice cs Images can make a merge document colorful and attractive For example if you do not have an official company letterhead that you use to print your Caterease docu ments on you can insert your company logo at the top of each document you create 1 4 Unit 1 Creating Custom Merge Documents 1 Click in the document to place your cursor where you want the image to be inserted 2 Click the Insert button located at the top of the Marketing Tools form and select Image Alternatively you may right click anywhere in the document and select Insert Image Result A window opens allowing you to browse to an image 3 Click the down arrow next to File name and browse your way to your desired image 4 Double click the image to select it Note As a default the image is inserted as a Character See Cha
6. E00329 15 9 2013 Thu Definite Aid Ass asi Contract Narrative ng Social Roxanne M Mc N 5 E00286 5 9 2013 Thu Definite Americ BEO ng Social Jo Ann Mulnix E00324 2 8 2013 Fri _ Definite Bass Ing Dual Column Contract et Business Kathy Wilson E00111 4 30 2013 Tue Definite Crow Custom Print ing Recepti Group Sales Jo Ann Mulnix E00325 4 14 2013 Sun Definite Cruises ee nu ng Business John Smith 00369 4 14 2013 Sun Definite David A PE ng Business Roxanne M Mc N E00344 4 19 2013 Fri Definite Diebold ae et Social Jo Ann Mulnix M E00356 6 14 2013 Fri Definite Ducks et Business Roxanne M Mc M 00371 5 8 2013 Wed Definite Dvorak ing Recepti Group Sales Roxanne M Mc M 00355 3 16 2013 Sat Definite GME Ca et Business Kathy Wilson 00186 4 24 2013 Wed Definite Goetz ing Recepti Group Sales Roxanne M Mc M 00375 3 12 2013 Tue Definite Greg s 4 ng Business Kathy Wilson 00319 4 26 2013 Fri Definite Gustave ng Business Roxanne M Mc M 00378 4 28 2013 Sun Definite Gustave ng Business Roxanne M Mc M _ E00226 5 21 2013 Tue Definite Lenox Close After are ing Recepti Group Sales Roxanne M Mc M M E00315 4 19 2013 Fri Definite Luthera s ng Business Jo Ann Mulnix Cnt 84 v 4 Lof84 emk 5 1 Unit 5 Batch Printing and E Mailing Printing Documents for a Batch of Events 1 Run a Caterease query to get the results grid you want Click one
7. Mrs John son etc Note Salutations are generally created to come at the beginning of a merge letter between the word Dear and the comma Booking Contact Telephone Merges in the specific telephone number belonging to the booking contact of the event Note This will likely be different from the general phone number belonging to the customer Booking Contact Fax Merges in the specific fax number belonging to the booking contact of the event see note under Booking Contact Salutation above Booking Contact Cellular Merges in the specific cell phone number belonging to the booking contact of the event see note under Booking Contact Salutation above Booking Contact Email Merges in the specific e mail address belonging to the booking contact of the event see note under Booking Contact Salutation above Booking Contact Address Merges in the specific address belonging to the booking contact of the event see note under Booking Contact Salutation above Booking Contact City St Merges in these details belonging to the booking contact of the event see note under Booking Prov Postal Contact Salutation above Site Contact Merges in the first name and last name of the site contact of the event Site Contact Title Merges in the title of the site contact of the event e g Owner General Manager etc Site Contact Salutation Merges in the salutation of the site contact of the event e g Tom
8. d y and number within the brackets using the options listed in the table below 1 8 Unit 1 Creating Custom Merge Documents Table 1 1 Formatted Date Fields a Bisse doy as a runt wou oad 20 31 a ous motos rune viha esdro 20 57 CE EEE OS Displays the month as a number without a leading zero 12 mn Bash mont a manor wi a eado zeo 02 Staci aston te piee nese da Formatting Text See Table 1 2 1 Within a document in the Marketing Tools highlight any text you wish to format by holding your left mouse button down and dragging over the text 2 Access the Basic Text Editing toolbar at the top of your Caterease screen 3 Inthe Font window choose a different font font style size color or effect for your text Table 1 2 Format Toolbar Buttons CS Font Style Click the down arrow and choose another font for the selected text Font Size Click the down arrow and choose another size for the selected text ve Font Color Click the down arrow and choose di another color for the selected text Bold Click this button to make the selected text bold Italic Click this button to make the selected text italic T Underline Click this button to underline the selected text 1 9 Unit 1 Creating Custom Merge Documents Table 1 2 Format Toolbar Buttons Continued Buton Deseription Align Left Click this button to align the selected text with the left hand side of the win
9. 1 31 in 1 31 in Top 1 00 in 1 00 in Header 0 500 in 0 500 in Orientation Portrait Landscape Ce i Choosing a Paper Size 1 Click the down arrow under Paper Size on the Page Layout form 2 Select the desired paper size ex Legal Envelope etc 3 When finished click OK Adjusting the Page Margins in a Document 1 Use the up or down arrows next to the Top Bottom Left and Right field in the Page Layout form to adjust those page margins accordingly or simply type into the fields 2 When finished click OK Switching between Portrait and Landscape Orientation 1 Inthe Orientation section of the Page Layout form click the radio button next to Portrait or Landscape to select a style 2 When finished click OK 2 11 Unit 2 Advanced Features for Custom Merge Documents Setting a New Paper Color Concept Documents created in Marketing Tools can have any paper color to serve as the default background color for all pages of the document in prints and documents that are exported to PDF wy Inthe left pane of the Marketing Tools window select the title of the document y you want to change the color of Click the Tools button in the Home ribbon tab at the top of the screen and place your cursor over Paper Color Result A popup color palette opens 3 Click on the desired color within the color palette or click the Custom button to select a custom color Note Click the Clear button at
10. 55347 25 The Skyway Buffet 10 95 273 75 includes fluffy scrambled eggs cheese blintzes bacon and sausage patties sliced ham hashbrown potatoes fresh fruit cinnamon rolls bagels and assorted pastries chilled fruit juice coffee tea or milk ae as 30 Mineral Water 1 50 45 00 Lemonade per liter 8 00 16 00 Fruitopia each 1 75 35 00 I IF Page 1 Line 1 Column 1 H Invoice J 1 Open your Event Manager on the specific event from which you want to print a document F 2 Click the Merge Documents button at the bottom of your Caterease screen Result The Merge Documents window opens Select the title of the document you want to print 4 Click the Modify button at the top right of the Merge Documents window Result Your document merges in information from the current event and is dis played in an editor window 5 Click anywhere in the editor window and type or edit as desired 6 When finished click the Prints button at the top left of the window Result Your document with its modifications is displayed in a Print Preview screen 7 Click the Print button at the top of the Print Preview screen to send this document to your printer U9 Using the Floating Print Selection Tool Concept See Image 4 3 The floating print selection tool gives you the flexibility to choose your preferred print or prints yes even multiple prints and have Caterease remember your selection each time you
11. Ii PANNE enrii Te ne Sn seaseaneaseccocecasees 5 1 Bate KE MANO os ses cs see nd deans octecdeaetucedes netencccees Seats tetes esesctei se 5 2 Remember TIS aer E AOE 5 4 Creating Custom Meroe Documents Unit 1 Creating Custom Merge Documents Objectives Upon completing this unit you will be able to e Access the Marketing Tools package e Adda new document e Create document categories using child records e Insert images into a document e Add merge fields to a document e Format text in a document J Using the Marketing Tools Package Image 1 1 Marketing Tools Olm 5 Care Tv f Home Select Reports Display Administration Help E ss se e ESATE Eee EH AEE paT RS Jaia Prints Email Tools E E E E Windows Stings Close Clipboard Basic Text Editing p Print Email Extended Text Editing Data Windows Marketing Tools x Marketing Tools Proposal Marketing Tools Site Locations E Vendor List El General Letters Reminder Settings L r a Ci a Menu Manager Ingredients List Thank you Si Required Items Survey Event Prints Contract Security Invoice E Quickpicks Timeline User Defined Fields Emailed Letters a Global Setti Confirm Details obal ings 271 Print Designer Miscellaneous Print av eurs CATERING EVENTS Sending Contract Preferences Sendin
12. Mr Smith Mrs Johnson etc Note Salutations are generally created to come at the beginning of a merge letter between the word Dear and the comma Site Contact Telephone Merges in the specific telephone number belonging to the site contact of the event Note This will likely be different from the general phone number belonging to the customer Site Contact Fax Merges in the specific fax number belonging to the site contact of the event see note under Site Contact Salutation above Site Contact Cellular Merges in the specific cell phone number belonging to the site contact of the event see note under Site Contact Salutation above Site Contact Email Merges in the specific email address belonging to the site contact of the event see note under Site Contact Salutation above Sales Representative Merges in the sale representative of the event Appendix Event Merge Fields Continued Description Sales Rep Telephone Merges in the specific telephone number belonging to the sales representative of the event Sales Rep Cellular Merges in the specific cell phone number belonging to the sales representative of the event Sales Rep Email Merges in the specific email address belonging to the sales representative of the event Event Category Merges in the category of the event which is a customizable quick pick list you can use to track your events Note This field can be renamed to anything yo
13. made using the Event Costing Sum mary tool Profit Merges in the total profit for the event Discount Merges in the total discount that has been applied to the event using the Apply Discounts tool Next Deposit Merges in the amount of the next deposit scheduled for the event Note Deposits are scheduled using the Deposits Due tool in Event Manager Next Deposit Due Date Merges in Merges in the due date of the next deposit scheduled for the event see note above due date of the next deposit scheduled for the event see note Merges in the due date of the next deposit scheduled for the event see note above Cost Per Guest Merges in the cost per guest for the event that is automatically calculated by dividig the TOTAL of the event by the guest count Cost Per Guest Subtotal Merges in the cost per guest automatically calculated by dividing the SUBTOTAL by the guest count Cancel Charge Merges in the cancellation charge for the event as entered into the Miscellaneous tab in Event Manager Cancel Date Merges in the date on which this event was cancelled this date is automatically assigned by the program but can be changed by you Room Charge Merges in the amount entered in the Room Charge field on the Rooms tab of the Sub Event win dow Delivery Charge Merges in the amount entered in the Delivery Charge field on the Delivery tab of the Sub Event window Food Subtotal Subtotal Food Subtotal Merges in the sum total of all m
14. may have created for your accounts customers Event User Defined Fields Lists all custom fields you may have created for your events Sub Event User Defined Lists all custom fields you may have created for your sub events meals Fields Site User Defined Fields Lists all custom fields you may have created for your site locations Proposal User Defined Fields Lists all custom fields you may have created for your proposals in Prospect Manager Guestrooms User Defined Lists all custom fields you may have created for your group rooms bookings Fields Appendix Special Merge Fields Field Description Current Date Long Merges in the current date including day in the format Saturday August 30 2008 Current Date Merges in the current date in the format 8 30 2008 Current Time Merges in the current time in the format 05 35 pm Tax Exempt Merges in the words Tax Exempt if the event is tax exempt if not remains blank Merges in the word Number followed by the event s tax exempt number if one exists if not Tax Exempt Number remains blank Note The special Merge Table options listed below allow you to merge multiple details menu items employees payments etc into a custom print thus creating virtually any custom event print layout You can even use nested tables a merge table within another table to display details on the left or right side of a document Notice th
15. on the Events tab to select it Note This events information will be used to fill in the merge fields in your docu ment 4 Click the Merge Documents button at the bottom of the screen Result The Merge Documents window opens listing all custom documents you have created in your program 5 Select the title of the document you want to print 6 Click the Print button at the top right of the Merge Documents window Result A print preview of your chosen document appears 7 Click the Print button at the top of the Print Preview screen to send this document to your printer 4 8 Unit 4 Printing and Emailing Meroe Documents E mailing Multiple Prints to a Client l 11 12 Remember This Hold your Ctrl or Shift key down to select multiple events on the Events tab Note Holding Ctrl lets you select records at random holding Shift and select ing two records highlights those records and all in between them Click the Email button located on the ribbon tab at the top of the Account Manager screen Result A blank e mail window opens Type an e mail address in the To field or click the Address Book button at the top of the e mail window to access your Caterease address book Type a subject for your e mail in the Subject field or click the down arrow to the right of the field to choose a subject from your customizable quick pick list Click the Use Merge Document button at the top of the e mail window
16. to create two rows one for the headings one for the merge tables of items themselves 3 Set other options such as whether or not to show borders in the table as described previously 3 7 Unit 3 Creating Advanced Event Prints Image 3 4 Nesting Merge Tables General Letters Reminder Thank you Survey Event Prints Proposal Contract Invoice Flavours Catering amp 1020 Goodlette Roat Timeline Naples FL Emailed Letters Confirm Details si ti Confirm x Sending Contract Sending Contracts for Future Events e Create Nested Merge Table Sales Catering Inv Sending Proposal Staffing Confirmation Event E Sending Group Rooms Contract q k Prospect Letters is Book Contact Sending Brochure Address Tasting Follow Up City St Prov Postal Mac amp Cheese Video es 000 BEVERAGE amp LIQUOR f O Catering Agreement Catering Agreement TOTAL AMOUNT PAID BALANCE DUE Ba t Page 1 Line 19 Column 1 g Invoice P Inserting Nested Tables See Image 3 4 1 Click into the column or row of your original table where you would like to place your nested merge table Click the Insert Merge Table button Ea Select the specific type of merge table you want to insert Click Yes at the prompt to confirm you want to create a nested merge table Format the merge table options as described earlier in this unit Result Your custom merge table
17. 1 Line 1 Column 1 YJ Contract m CRUE DES CT CAT HIN QT CE SR OT CE S CR DE ET DER GS is DST DONS CNT DAT ONE CS Dit 10 aV Urs CATERING EVENTS A Sales Catering Contract for Party Name Event Date Event Date Long Time Start Items To Be Served FS Description Total Due Total 5 Unit 3 Creating Advanced Event Prints Concept Merge tables give you the powerful opportunity to insert specific blocks of detail into a merge document things that individual merge fields could not possibly cover such as a list of menu items or payments or staff or details of multiple sub events etc Inserting a Merge Table See Image 3 1 1 Click in the document where you would like the merge table to be inserted 2 Click the Insert Merge Table button LA located at the top right of the Market ing Tools window Result list of merge table options appears 3 Select a merge table from the following options e Food Service Items Insert all menu items for the event or choose to insert groups of menu items based on item Type Category Prep Area or Hidden Status e Proposal Items Insert all menu items selected for a proposal in Prospect Manager or option ally separate them based on item Type Category Prep Area or Hidden Status e Menu Items Insert all menu items listed in your default menus in Menu Manager or optionally separate them based on the menu they are in or item Type Cate
18. Account Fields Contact Fields Event Fields Documents General Letters ety KEINE ee ae ee ee ee ee Sub Event Fields Thank you Staffing Fields i Survey Financial Fields ocala Proposal Fields Proposal Web Order Fields Contract Employee Fields Invoice Guestrooms Manager Fields Account User Defined Fields Event User Defined Fields Sub Event User Defined Fields Site User Defined Fields Proposal User Defined Fields Guestrooms User Defined Fields Special Fields aveurs CATERING EVENTS Timeline Emailed Letters Confirm Details Sending Contract Sending Contracts for Future Events Sending Proposal Staffing Confirmation Sales Catering Contract for Party Name FR Sending Group Rooms Contract End of Month Reports Email Details for Kitchen CO rer EEE Prospect Letters Sending Brochure Tasting Follow Up Event Date Event Date Long Time Start Mac amp Cheese Video Miscellaneous Items To Be Served Dynamic Terms lt Food Service gt DE CE A Contract hy F Page 1 Line 1 Column 1 1 Click the Insert Merge Fields button L gt located at the top right hand side of the Marketing Tools form you are working on Result The Fields Explorer window opens Note If you plan to
19. Dynamic Terms Ph An ge 4 Il p AE Page 1 Line 1 Column 1 E General Letters J Modified 1 5 Unit 1 Creating Custom Merge Documents See Image 1 5 Concept When you insert an image into a document it is automatically inserted as if it were a character in the document Therefore it moves with all the other text as you make changes and responds to the same formatting tools left center right justification etc As an option you can change the way an image is attached and thereby cause text to wrap around it on one side or the other or both sides or even place an image behind the document s text in the case of a watermark 1 Right click an image in your document Result A pop up menu appears 2 Select Attach Mode 3 Choose from the following options e As Character This is the default mode where the image acts as any other character in the document and moves and wraps with the text around it e Relative to Paragraph Auto Wrap Left or Right Attaches the image to a paragraph Drag the image to any paragraph and drag it left or right on the screen If the image is closer to the right hand side of the page text will wrap to its left and vice versa e Relative to Paragraph Auto Wrap Left and Right Attaches the image to a paragraph Drag the image to any paragraph and drag it left or right on the screen Text will automatically wrap on both sides of the image Relative to Page No Wrapping Attac
20. Letters A BPri Fax 612 835 7467 ten 42 73 Reminder Thank you Modi Survey 4 Email Event Prints Proposal Miscellaneous Fields Contract onal Billing Information Eh Invoice Business Type Group Booking Timeline P Cancel Charge J Emailed Letters Confirm Detail Operation Riverside Banquet Center Oe Sending Contract Reference Referral Sending Contracts Postal ll PayMethod Check for Future Events Sending Proposal Staffing Notes Confirmation Set podium in the middle of the room Sending Group Rooms Contract Prospect Letters Sending Brochure Tasting Follow Up Mac amp Cheese Video w Close After a 48 GB DORA CO OBS 27 SOURCES DE ANR DT DL NE RE Making a One Time Modification to a Document See Image 42 Concept Sometimes you might need to make a one time change to a document on the fly as you print it changing text removing text reformatting text or even adding new text These changes will not affect your original document they are simply for this one printing only 4 2 Unit 4 Printing and Emailing Merge Documents Image 4 2 Modifying a Merge Document Modify Document Invoice X Settings CA f Flavours Catering amp Events a VV Q is 1020 Goodlette Road North Naples FL 34102 CATERING EVENTS Sales Catering Invoice Event E00415 Customer Cruises amp Vacations Inc Sandy Powers 5001 W 80Th St 565 Ft Myers FL
21. Result The Select Document window appears Double click the merge document you want to use as the body of your e mail Click Yes at the Replace Text prompt Result The document you selected is embedded as the body of the e mail and all merge fields are dynamically merge in Any event specific merge fields will pull data from the last event selected on the Events tab Click the Attach button at the top of your e mail window and choose Print Click the checkbox next to any event print you want to attach Optional Click the down arrow next to Format to change the format of the prints to something other than PDF Click OK Click Send Result Your e mail is sent to your e mail Outbox complete with all attached prints for each highlighted event In this unit you have learned a few very important concepts about printing and e mail ing merge documents Here are some things you might want to jot down in the Table of Things I Want to Remember on the last page of this book You can easily print a merge document from an event in Event Manager Page 4 1 You can make a one time modification to a merge document as you print it Page 4 2 When e mailing an event print you can easily use a merge document as the body of the outgoing e mail Page 4 6 You can print a document from Account Manager also choosing which events information will merge into the print Page 4 7 You can even attach multiple event prints to a single e
22. Roa _ e oo Naples FL tiniee E Paste Ctrl V A Et Emailed Letters TS Confirm Details a W Paste As Plain Text Sending Contract RIRE sn mi saan Inde tri 2 Sales Catering Iny for Future Events a Select All Event E rs Proposal c J Clear Al E Staffing Confirmation N d E Insert gt Name Sending Group E RE Rooms Contract A 44 Font Description E Prospect Letters p n i Description Unformatted Sending Brochure z a a 7 Picture Tasting Follow Up Spelling Tools b Display Filter i Category Mac amp Ch L LE Le d s Editor Settings Edit Filter ime Miscellaneous 5 2 ormatted Dynamic Terms a Prep Area Filter Applied Qty lt gt 0 a Unit Item ID T Acct Code 4 fl Comment AB Page 1 Une 1 Cotumn Jim cos Price Marketing Ti Qty Total Inserting Additional Fields 1 Click inside the merge table where you want a new field to appear Note You can add new columns or rows for new fields as discussed in the previ ous unit 2 Click your right mouse button 3 Choose Merge Tables gt Available Merge Fields Result list appears of available fields for the specific merge table you are working with 4 Select a field from the list Displaying the Table Filter 1 Click in a specific merge table Click your right mouse button 3 Choose Merge Tables gt Display Filter Result A pop up message appears identifying the filter of that particular tabl
23. a new blank document title as described in Step I under Adding a New Document above In this section however we are going to use this new title as the title of the group or category of documents we want to create Type a name for your category or group of documents and press your Enter key Result Your new category name is saved Click the Add Child Record button L Result A confirmation message appears Click Yes to confirm your choice Result A new document title is added as a sub record of the title you added in Step 1 above Type a name for your new document and press your Enter key Result Your new document name is saved Click into the main text block of the Marketing Tools form and type the body of your document as desired Note See the following sections for information about inserting merge fields images and tables into your merge document Optional Format your document s text using the Basic Text Editing option located on your main Caterease screen see the following sections also located at the top of your screen Inserting Images into a Document Image 1 4 Inserting an Image Om Bm Caterease P STE FM Home Select Reports Display Administration Help Em een Ju fau ge Er EEE eean amp cb amp Es 5S i i a i gt i IB 7 u A 9 EEE a Email Tools heal p lace we 4 25 Windows ER Close
24. at some merge tables are specifically designed to be printed from managers other than Event Manager Merge Table Options Food Service Items Designed for prints from Event Manager Displays event menu item details either altogether grouped by sub event or filtered to only show items based on chosen item Types or Catego ries Options also exist to add a summary footer to total just the items included in the table as well as to suppress Hidden items or items with no quantities associated with them Proposal Items Designed for prints from Prospect Manager Displays menu items from a proposal in Prospect Manager either altogether or filtered to only show items based on chosen item Types or Cate gories Options also exist to add a summary footer to total just the items included in the table as well as to suppress Hidden items or items with no quantities associated with them Menu Items Designed for prints from Menu Manager Displays menu items listed on various default menus either altogether all items from all menus or filtered to only show items from a specific menu or with chosen item Types or Categories Payments Made Designed for prints from Event Manager Displays details of payments made to an event either altogether or filtered based on Payment Method Deposits Due Designed for prints from Event Manager Displays details of deposits due for an event either altogether or filtered bas
25. ate event Accessing the Marketing Tools Package See Image 1 1 1 Click the Setup sidebar group on the left hand side of your Caterease screen Click the Marketing Tools button Note As an option you can also select Administration gt Prints gt Marketing Tools from the drop down menus at the top of the screen Image 1 2 Adding a New Document g Cm Caterease EI TEly Home Select Reports Display Administration Help re t gt de Verdana 11 An ae G FH Tables MER p85 e 0 mr Co i E ax epu Paste HBe rfs a a Prints Email Tools a a el 222 Se jack wc vin parece Settings Close Clipboard Basic Text Editing pi Print Email Extended Text Editing Data Windows Marketing Tools X x ES Marketing Tools Site Locations 5 Vendor List Menu Manager FS Ingredients List E3 Required Items 71 Print Designer J Miscellaneous Print Security Quickpicks User Defined Fields 8 Global Settings i Preferences Marketing Tool Documents General Letters Reminder Thank you Survey Event Prints Proposal Contract Invoice Timeline s New Document New Document Emailed Letters Confirm Det ails Sending Contract Sending Contracts for Future Events Sending Proposal Staffing Confirmation Sending Gro up Rooms Contract End of Month R
26. bject from your customizable quick pick list Click the Use Merge Document button at the top of the e mail window Result The Select Document window appears Click the merge document you want to use as the body of your e mail Click OK Result The document you selected is embedded as the body of the e mail and all merge fields are dynamically merge in Optional Click the Attach button at the top of your e mail window to attach a general computer file or a Caterease print s in PDF or other format Click Send Printing a Document from Account Manager See Image 4 5 Concept In most cases you are likely going to create merge documents that merge in specific event information for example the date or guest count of a party When you print these documents from Event Manager they simply pull information from whichever event you happen to be on However in Account Manager they behave a little differ ently Often you might have a customer in Account Manager who has multiple events with you In those cases which event s information will appear on your merge docu ments when you print them Well as you might imagine Caterease lets you decide 4 7 Unit 4 Printing and Emailing Merge Documents Image 4 5 Printing a Document from Account Manager Account Manager American Family Insurance 1030 X sl Layouts Fg Settings T es E Custom O Views f Filte
27. caterease catering amp event management software Training Guide Creating Custom Merge Documents Creating Custom Merge Documents Copyright 2013 Table of Contents Unit 1 Creating Basic Merge Documents mmmmmmmnnmmmmennannunnnnnnns 1 1 Using the Marketing Tools Package ssssssssssssesesseessssseeee 1 1 Accessing the Marketing Tools Package sssssssssssssessesssesee 1 2 Adding a New Merge Document eeeccocossssseccccccsssssceccoccsssssccecesoossssssececossssssseeessssssoo 1 3 Inserting Images into a Document eessoossssscecccoccsssssccecoccssssscececosossssececossssssseceesssssoe 1 4 Adding Merge Fields to a Document sssesseeccoocsssssceccocossssssscececosossssececcsssssssseeesssssoo 1 6 Using Advanced Merge Field Options ccsssccccsssssssssssssssccccsccccsssssssccccsssseesssssees 1 7 Using Formatted Date Fils nn din n 1 8 Using Merge Fields in Text BIOCKS o csciceccicicisccccsccccnscisiccccecoccenscastsccceseccsedcesecssscccsdecceeses 1 9 Formatung PORC nn dd eiies E ae Saioa Saa 1 10 Remember This E cacddovsucsscsasbunsusaudauedesseaatscsdsseciaasburesese 1 10 Unit 2 Advanced Features for Basic Merge Documents 2 1 Creating Headers and FOOters s suit ini ein ester cine 2 1 Inserting a Table into a Document 2 2 Modivme ay Tables Rd A a destine desstc nie 2 4 Coloring Row Column or Text Background sssssssssessseesssseeeeee 2 5 Inserti
28. conditions Note Evaluations will be performed in the order in which they are listed For example if the first evaluation looks for Theme Equal to Meeting on events 2 7 Unit 2 Advanced Features for Custom Merge Documents where this condition is true the formula will stop evaluating and will print the text for that condition 10 Repeat steps 3 9 to add more conditions to the list as desired 11 When finished click the X at the top right hand side of the Merge Formulas Setup window to close it Image 2 4 Establishing Conditions for Merge Formulas Merge Formulas Optional Evaluations Terms And Conditions Evaluation If the Event Theme equals Meeting then merge this Preview OK Cancel Inserting Merge Formulas into a Document 1 Click in the document to place your cursor where you want the merge formula to be inserted 2 Click the Insert Merge Formulas button El located at the top right of the Mar keting Tools window 3 Select a merge formula and insert it in one of the following ways e Double click the selected merge formula to drop it into the current cursor position where your cursor is currently blinking e Hold your left mouse button down on the formula name drag it into any posi tion on your document envelope or comments section and release e Click the Select button to drop the merge formula into the current cursor posi tion 2 8 Unit 2 Advanced Features for Custom Merg
29. ders Choose to show borders around each cell of the merge table between each row and column 3 3 Unit 3 Creating Advanced Event Prints e Show Filter Comment Displays a comment below the merge table describing the specific filter you apply to this table see below Note This comment will not print on the final document it is visible in Design Mode only You can also review the filter of an existing table by right clicking within the table and choosing Display Filter e Suppress Table When Empty Suppresses the table from the printed document when it is empty meaning no empty table or blank space will appear when there are no items to merge e Odd Even Data Rows Inserts a table which allows you to have a different look for each row For example on the first row you might want to have a picture on the left hand side of the page and a description on the right hand side on the second row you might want to have the picture on the right hand side of the page and the description on the left hand side Group by Sub Event Food Service Items Shifts and Staffing only When printed for an event with multiple sub events items in this table will be separated based on the sub event they belong to Establishing Filter Options See Image 3 2 1 Inthe Filter Options section of the window bottom right hand pane set the appropriate filters based on the type of merge table you are inserting Note You can add multiple merge tables in a documen
30. document Create a custom envelope Creating Headers and Footers Image 2 1 Creating Headers and Footers Manage Header amp Footer Add Header Add Footer Goto Body Close Concept You can create custom headers and footers for your merge documents including rich text merge fields images and more These headers and footers can also be designated 2 1 Unit 2 Advanced Features for Custom Merge Documents to appear on specific pages so you can create multiple headers and footers for a par ticular document 1 From Marketing Tools click the title of the document you want to add headers or footers to 2 Click the Tools button located in the Extended Text Editing group on the Home ribbon tab at the top of the screen 3 Click Headers amp Footers Result The Manage Header amp Footer window opens 4 Choose Add Header or Add Footer 5 From the drop down list which displays select which pages should include the new header footer Result The header footer is added to the document and your cursor is placed in it Note If adding a header footer that will not appear on the current document page i e Not on first page Even pages etc your cursor will be moved from the current page to the header footer until you finish editing it 6 Type the header footer text and then format as desired Note Insert images merge fields etc into headers and footers as desired using the steps described in t
31. dow Align Center Click this button to center the selected text in the window Align Right Click this button to align the selected text with the right hand side of the window Bullet Wizard Click this button to choose a custom character to use as a bullet Increase Indent Click this button to increase the paragraph indent of the selected text Decrease Indent Click this button to decrease the paragraph indent of the selected text In this unit you have learned a few very important concepts about creating a merge document Here are some things you might want to jot down in the Table of Things I Want to Remember on the last page of this book te Bll Remember This e The Marketing Tools Package can be accessed in a variety of easy ways Page 1 2 e Documents can be separated into groups or categories for better organization Page 1 3 e You can insert images anywhere throughout the body of a document Page 1 4 e You can insert merge fields throughout your document to dynamically merge in information from any customer or event Page 1 6 Creating Custom Merge Documents Unit 2 Advanced Features for Custom Merge Documents Objectives Upon completing this unit you will be able to Create headers and footers Insert a table into a merge document Color row column or text background Insert a hyperlink Insert a page break Add or delete columns or rows to a table Adjust the page margins of a
32. e 4 Click OK to close the pop up message 3 6 Unit 3 Creating Advanced Event Prints Editing the Table Filter 1 Click into a specific merge table Click your right mouse button 3 Choose Merge Tables gt Edit Filter Result A pop up window appears allowing you to edit the existing filter for the table 4 Edit the filter as desired and click OK Nesting Merge Tables See Image 3 4 Concept You can control the layout of a particular merge document using tables within tables or nested tables For example imagine you want to design a contract that shows food items on the left side of the print and beverage items on the right You can accomplish this by creating a standard two column table to split the page in half and then inserting one merge table for food items in the left column and a second merge table for beverage items in the right column Creating the Original Table 1 Click the Create Table button F3 located under Tables in the Extended Text Editing section of the Marketing Tools screen 2 Choose the desired number of columns and rows for the table Note This table is establishing the layout of your print For example if you want to separate menu items into two columns on the left and right side of the print you would want to create two columns Likewise if you perhaps want headings above each group of items perhaps saying Food on the left and Beverages on the right you might want
33. e Documents Inserting a Hyperlink See Image 2 5 Concept Often especially in the case of e mail letter templates you might want to insert hyper links into the body of a merge document Of course you can simply type the hyperlink and the program will automatically recognize the format of a web or e mail address Or you can use custom text as a hyperlink in the following way Image 2 5 Inserting a Hyperlink Insert Hyperlink Hyperlink URL Click in your document where you would like the hyperlink to appear Click the Insert button EE located in the Home ribbon tab at the top of your screen in Extended Text Editing Choose Hyperlink Note Alternatively you may right click anywhere in the document and select Insert gt Hyperlink Result The Insert Hyperlink pop up window opens In the first field of the pop up window enter the web address URL for the hyper link Note If you previously copied the address from your web browser that address will default for you In the second field enter the text that will serve as the hyperlink in the document or select the Image option to select an image for use as the hyperlink When finished click OK Note If creating a text hyperlink your custom hyperlink will reside in the docu ment If using an image as a hyperlink a browser window will open where you can select the image to be used and then click Open Inserting a Page Break Concept Perhaps you want ce
34. e of this book e You can insert a table into a document for cleaner organization of information Page 2 2 e You can edit a table in a document adding or removing columns or rows etc Page 2 4 e You can change the page setup of a document or envelope Page 2 10 e You can create custom merge envelopes to go along with your documents Page 2 12 Creating Custom Meroe Documents Unit 3 Creating Advanced Event Prints Objectives Upon completing this unit you will be able to e Insert dynamic merge tables into a document to include such details as menu items staffing payments deposits etc e Modify a merge table e List merge table options within a document e Use nested tables to place details in the print Inserting a Merge Table into a Document Image 3 1 Inserting a Merge Table Marketing Tools Contract x 100 4 A Tools 3 Settings Gy Documents General Letters Reminder L Thank you Survey Event Prints Proposal Contract Invoice Timeline Emailed Letters Confirm Details Sending Contract Sending Contracts for Future Events Sending Proposal Staffing Confirmation Sending Group Rooms Contract End of Month Reports Email Details for Kitchen Prospect Letters Sending Brochure Tasting Follow Up Mac amp Cheese Video Miscellaneous lt Food Service gt Data gt Dynamic Terms Envelope F Page
35. ed on whether or not they have been paid Shifts Designed for prints from Event Manager Displays details of shifts not specific employees for an event either altogether grouped by sub event or filtered based on Position or Category The options also exist to add a summary footer to total just the shifts included in the table Staffing Designed for prints from Event Manager Displays details of specific employees scheduled to work an event either altogether grouped by sub event or filtered based on Position Cate gory or whether or not they ve confirmed their shift Sub Events Designed for prints from Event Manager Displays details of sub events for an event either alto gether or filtered based on sub event Description or Type Financial Summaries Designed for prints from Event Manager Displays the group totals of all menu items in an event Food Service Items with a certain Type s or Category ies including the option to add a summary footer to total all groups listed in the table and to suppress any group with a total of zero Appendix Merge Table Options Financial Summaries Designed for prints from Prospect Manager Displays the group totals of all menu items in a pro Proposal Items posal with a certain Type s or Category ies including the option to add a summary footer to total all groups listed in the table and to suppress any group with a total of zero Fina
36. ely Roxanne M Mc Namer F Contract pdf 1 Open your Event Manager on the specific event from which you want to print a document F 2 Click the Merge Documents button at the bottom of your Caterease screen 3 Select the title of the document you want to e mail 4 Click the Email button at the top right of the Merge Documents window Result Your document merges in information from the current event and is dis played in an e mail window 5 Type an e mail address in the To field or click the Address Book button at the top of the e mail window to access your Caterease address book 6 Type a subject for your e mail in the Subject field or click the down arrow to the right of the field to choose a subject from your customizable quick pick list 7 Optional Click the Attach button at the top of your e mail window to attach a general computer file or a Caterease print or prints in PDF or other format 4 5 Unit 4 Printing and Emailing Merge Documents 8 When finished click Send Result The e mail is sent using the e mail settings established in the program Administration ribbon tab gt Settings gt Email Settings and a message appears offering to close the window Note Before closing the e mail window you may want to store a history note and copy of the sent e mail in Contact Manager Using a Merge Document as the Body of an E mail Concept E mailing contracts and other
37. enu items with a type of Food ordered for the entire event Taxes First Merges in the total First Tax from the first tax column for the event Note Many companies will only use this first column and thus do not need this breakdown Those companies can simply use the Tax merge field above Merges in the total Second Tax from the second tax column for the event See note above Taxes Third Merges in the total Third Tax from the third tax column for the event See note above Proposal Merge Fields Party Name Merges in the Party Name of the proposal Sales Rep Merges in the sales representative of the proposal Appendix Proposal Merge Fields eee Merges in the title of the booking contact of the proposal e g Owner General Manager etc 39 6 7 11 Booking Contact Salutation Merges in the salutation of the booking contact of the proposal e g Tom Mr Smith Mrs Johnson etc Note Salutations are generally created to come at the beginning of a merge let ter between the word Dear and the comma Cost Per Guest Merges in the cost per guest for the proposal that is automatically calculated by dividig the TOTAL by the guest count Cost Per Guest Subtotal Merges in the cost per guest automatically calculated by dividing the SUBTOTAL by the guest count Guestrooms Manager Fields a eee eee Arrival Date Merges in the arrival date of the group rooms booking De
38. eports Email Details for Kitchen Prospect Letters Sending Bro chure Tasting Follow Up Mac amp Cheese Video Miscellaneous Dynamic Terms FF Page 1 Line 1 Column 1 g New Document Q Modified amp Edit amp Administrator Marketing Tools Proposal NUM 1 2 Unit 1 Creating Custom Merge Documents Adding a New Merge Document l 2 Access Marketing Tools via one of the options listed above Click the Add Record button Edl located on your main Caterease toolbar at the top of the screen Result A confirmation message appears Click Yes to confirm your choice Result A new blank field is added to your list with your cursor ready to type a new title Type a name for your new document and press your Enter key Result Your new document name is saved Click into the main text block of the Marketing Tools form and type the body of your document as desired Note See the following sections for information on inserting merge fields images and tables into your merge document Optional Format your document s text using the Basic Text Editing option located on your main Caterease screen see the following sections Adding a Document as a Child Record Sub Record Image 1 3 Adding a Child Record amp Tv Home Select Reports Display Administration Help RL uz co oA E atereas PEUX Monotype Corsiva 2
39. event on your results screen to select it 3 Hold your Shift or Ctrl key down to select multiple records Note Your Shift key causes two records you click and all records between them to be selected your Ctrl key lets you click multiple individual records to select them Select all records in the grid by clicking the first record holding your Shift key down and clicking the last record 4 Click the Print button Result The Select Desired Print window appears 5 Click the Documents tab Select a document by clicking its title 7 Click the Print button at the bottom right of the form Result One print for each of the selected events will be automatically sent to your P printer Note Batch prints do not generate a Print Preview they are sent to your printer automatically Batch Emailing Concept See Image 5 2 Imagine sending a batch of e mails to multiple customers with a single mouse click complete with event prints attached Now imagine you embed one of your custom merge documents as the body of the outgoing e mail so that each customer receives an e mail message that looks as 1f it were custom typed just for him And your fingers never have to touch the keyboard 5 2 Unit 5 Batch Printing and E Mailing Image 5 2 Batch E mailing l H amp s Contract for Client Organization Modified Revised Date Message Message Contact History Templates ral 2 128 18 Si he Baste B per FS
40. event prints is most likely common practice for your business and doubtlessly the e mail letters to which those prints are attached are pretty standard fare Dear Name Attached please find the contract for your Event Theme to be held with us on Event Date Please review the details and return to me at your earliest convenience Sincerely Your Name Of course this is a classic example of a merge letter Thus Caterease lets you embed a merge document as the body of your outgoing e mail whenever you send a print to a customer or to anyone li U9 Access the e mail window from a Print Preview screen as described above Click the Use Merge Document button from the menu at the top of the window Result The Select Document window opens Double click the merge document you want to use as the body of your e mail Click OK Result The document you selected is embedded as the body of the e mail and all merge fields are dynamically merged in Note If content already existed in the body of the e mail including default signa ture you will be asked if you want to replace it Copying Sent E mails into Contact Manager l 2 Click the Contact History ribbon tab at the top of the e mail window Optional Edit the Comment on the Contact History ribbon tab as desired Note This is the content of the history note that will be added to your Contact Manager It defaults to the words Sent Email and then the subject of
41. for an Event See Image 4 1 Concept Once you have created your merge documents in your Marketing Tools package you can quickly print them for a particular event from your Event Manager Like your other event prints these merge documents will merge in the specific details of the event you are on when you print them 1 Open your Event Manager on the specific event from which you want to print a documents F 2 Click the Merge Documents button CA located at the bottom of your Caterease screen Result The Merge Documents window opens listing all custom documents you have created in your program Select the title of the document you want to print 4 Click the Print button at the top right of the Merge Documents window Result Print Preview of your chosen document opens 5 Click the Print button at the top of the Print Preview screen to send this document to your printer U9 4 1 Unit 4 Printing and Emailing Merge Documents Image 4 1 Printing a Merge Document Event Manager Cruises amp Vacations Inc E00415 X J Layouts ij GoTo 6 14 2013 G Settings A 18 i 1 PE ARR ANRT FSO RS ES R ARENA D ETA Client Organization Informatio Financials Client Organization Cruises amp Vacations Inc a Subtotal 2 213 50 amp Address 5001 W 80Th St 565 ea 5342 16 Ft Myers FL 55347 5149 69 Telephone 612 835 5575 2 705 35 General
42. g Contracts for Future Events Sending Proposal Staffing Confirmation CSD LAN Wael eet sel ESC RAR RDA EN TE TRE Sending Group Rooms Contract End of Month f Proposal Designed For Reports Email 3 Details for Kitchen E Prospect Letters Book Contact Sending Brochure P Book Tel E Book Email Tasting Follow Up Mac amp Cheese Video Client Organization Miscellaneous Address Dynamic Terms City St Prov Postal WF Page 1 Line 1 Column 1 J Proposal Browse Administrator Marketing Tools General Letters 5 NUM 1 1 Unit 1 Creating Custom Merge Documents Concept The Caterease Marketing Tools package is a powerful add in to the basic Caterease program It allows you to create any number of merge documents and envelopes and to generate labels in a variety of pre formatted Avery styles In case you re unfamiliar with the term a merge document is a type of document that enables you to generate special fields throughout the text and these fields will dynam ically pull in information from any Caterease event A basic merge document typically looks like this Dear So and So You have a certain party in a certain room on a certain date All of the information in brackets will dynamically merge in the appropriate data from specific events Therefore one document that you type one time will look completely unique for each separ
43. generate a print You can leave this tool open as you navigate through events in the program allowing you to generate one or several prints for one event after another with just one mouse click 4 3 Unit 4 Printing and Emailing Merge Documents Image 4 3 Floating Print Selection Tool Select Desired Prints x Custom Multiple Prints Cu i F ES eee Contract with Images D Contract with Images Chef s Copy gt Contract Kitchen Detail Ps Chef s Copy is Contract Narrative BEO z Dual Column Contract Custom Print Contrat en Francais j Offsite Contract New Print Documents Close After 1 Open your Event Manager on the specific event from which you want to print a document 2 Click the top half of the Prints button located on the Home ribbon tab at the top of your Caterease screen Result The Select Desired Prints window opens 3 Click the Prints tab on the left hand side of the window Note All prints created in your Marketing Tools package are stored on the Prints tab 4 Click the title of the print you want to print 5 Optional Click the Multiple button at the top of the window and move titles to the right hand pane of the tool using the black right arrow to generate multiple prints at once Note As an alternative you can double click print titles with the Multiple Prints pane open to select those prints for multiple printing Also note you can choose to en
44. hat way rather than skimming through this entire book to find important information you need you can simply refer to this table and then turn to the appro priate page when necessary Appendix Available Merge Fields Appendix The following tables list available merge fields in Caterease and their descriptions Merge fields can be accessed in the Marketing Tools window and in the various text blocks in Print Designer Account Merge Fields Cr EE Client Organization Merges in the name of customer holding the currently selected event Merges in that customer s address Address 2 Merges in that customer s second address contained in the Other field the Other field is dis played on screen as a sub field of the Address field meaning you must click the plus sign to the left of the Address field to see Other Merges in that customers city Merges in the state or province that customer is from Merges in that customer s postal zip code City St Prov Postal Merges in these three details in this order meant to eliminate the need to select each field sepa rately when they are commonly used in combination in letters and such Telephone Merges in the telephone number of the customer Merges in the fax number of the customer Reference Merges in the reference that is attached to the customer Note This is different from the ref erence that is attached to the event this reference is entered in the account details a
45. he previous unit 7 Optional Add additional headers or footers as desired by repeating steps 4 6 Note Switch from one header footer to another by clicking on it in the Manage Header amp Footer window Move to the body of the document by clicking Go To Body 8 Optional Click the Options button and choose Save Text to save this custom header footer for use in another merge document Note To add a previously saved header footer into a document add a header footer as described above and then click Options gt Load Text 9 When finishing editing headers footers click Close Inserting a Table into a Document Image 2 2 Inserting a Table Insert Table Number of Columns Number of Fos Alignment Border Width Cancel 2 2 Unit 2 Advanced Features for Custom Merge Documents Concept Tables are a great way to organize a document and in many cases can be better than tabs for arranging details into straight columns For example imagine you have used tabs and merge fields to create a document similar to this Client Client Name EventDate Event Date Long Theme Event Theme Start Time Start Time It looks good now before the details merge in However if the client name or some other field is a bit longer than you expect the document might end up looking like this when the data merges Client Collier County Sheriff s Department Event Date Sunday July 7 2013 Theme Awards Celebration S
46. hes the image to the page You can drag the image to any position you want Text will not wrap Note Use this mode with a faded image to create a watermark effect You ll want to choose the Under Text option below Relative to Page Wrap Left and Right Attaches the image to the page You can drag the image to any position you want and text will automatically wrap on both sides as necessary e Under Text Places the image behind text on the page as you drag it Use this in conjunc tion with Relative to Page No Wrapping above to create a watermark effect Adding Merge Fields to a Document See Image 1 6 Concept Merge fields are what make a merge document unique For example instead of typing the name of a particular person to whom you want to address a document you can use a merge field that will pull in that person s name when the document is printed from a particular event Instead of typing event specific details such as event date room information etc you can insert merge fields to incorporate that information dynami cally This way the document you create looks completely unique each time you print it Note The appendix at the back of this guidebook describes the available merge fields 1 6 Unit 1 Creating Custom Merge Documents Image 1 6 Inserting Merge Fields Fields Explorer x oo F Select J s 100 if gt Toolsy Settings A
47. ic Category or Categoriesbased on a custom list you can create Choose to include items of a specific Prep Area or Areas based on a custom list you can create Choose whether or not to include menu items des ignated to be hidden on prints Not in Menu Items table Includes a row at the bottom of the merge table that totals the items in this one table based on the filters you ve established above Not in Menu Items table Choose to include payments of a specific Payment Method or Methods based on a custom list you can create Choose whether or not to include only deposits that have been paid or only those outstanding or both Choose to include shift or employee details for a specific Position Waiter Waitress Bartender or Positions based on a custom list you can create Choose whether or not to include only employees who have confirmed that they will work a sched uled shift or only those who haven t or both Choose to include sub events of a specific Description or Descriptions based on a custom list you can create 3 5 Unit 3 Creating Advanced Event Prints Image 3 3 Modifying Merge Tables Marketing Tools Invoice x Documents L int 1 CC et E 1 ii General Letters Reminder z Thank you z Survey E B Event Prints j Proposal EJ Contract d6 Cut cz Flavours Catering amp Invoice Ci Copy Ctrl C 1020 Goodlette
48. ield separately when they are commonly used in combination in letters and such Event Merge Fields et ee Event Date Long Merges in the date the event is being held in the format established by your computer s Regional Settings usually setup as Saturday August 30 2008 Event Date Short Merges in the date the event is being held in the format established by your computer s Regional Settings usually setup up as August 30 2006 Event Date Merges in the date the event is being held in the format 8 30 2008 Event Date Formatted Merges in the date of the event and allows you to format it any way you want Event Weekday Merges in the full name of the day of the week that the event takes place in the format Sunday Monday etc Event Weekday Abbr Merges in the first three letters of the day of the week that the event takes place in the format Sun Mon etc Event Month Merges in the full month name that the event takes place in the format August September Appendix Event Merge Fields Continued e Event Month Abbr Merges in the first three letters of the month that the event takes place in the format Aug Sep etc Merges in the title of the booking contact of the event e g Owner General Manager etc Booking Contact Salutation Merges in the salutation of the booking contact of the event e g Tom Mr Smith
49. insert several merge fields you may want to leave this win dow open and even drag it out of the way so you can see your print underneath Click the plus sign to the left of a particular category of fields e g Event Fields Financial Fields etc to expand the fields Result The selected category opens to show all related fields Note As an option click the Full Expand button located at the top of the Fields Explorer window to expand all categories of merge fields at once 3 Select a merge field and insert in one of the following ways e Hold your left mouse button down on the field drag it into any position on your document envelope or comments section and release e Double click the selected field to drop it in the current cursor position where your cursor is currently blinking e Click the Select button to drop the field in the current cursor position Note Comments and notes that have been typed into text blocks within your Event Manager can also be included as merge fields by selecting Comments Unformatted Event Notes Unformatted Site Directions Unformatted etc 1 7 Unit 1 Creating Custom Merge Documents Using Advanced Merge Field Options In addition to standard merge fields Caterease also allows you to insert special date fields that can automatically calculate appropriate due dates two days BEFORE the event date seven days AFTER the booked date etc and which can be customized to show various day m
50. is inserted specifically in the row or column you have chosen e g only on the left half of the page etc Note Be sure the merge table option Insert at the Bottom of the Page is unchecked to properly nest the table eS a a Remember This In this unit you have learned a few very important concepts about formatting a merge document or envelope Here are some things you might want to jot down in the Table of Things I Want to Remember on the last page of this book e You can insert a dynamic merge table into a document to list an entire group of details such as all menu items payments staffing etc for an event Page 3 1 3 8 Unit 3 Creating Advanced Event Prints e You can modify existing merge tables adding new merge fields or editing existing filters without having to delete the merge table and recreate it Page 3 4 e You can nest merge tables within other tables making a custom designed lay out for your merge document Page 3 7 3 9 Creating Custom Merge Documents Unit 4 Printing and Emailing Merge Documents Objectives Upon completing this unit you will be able to e Print a merge document for an individual event e Make a one time only change to a document prior to printing e E mail a merge document e Use a merge document as the body of an outgoing e mail message e Print documents for a batch of events at one time e Print a merge document from Account Manager Printing a Document
51. le is inserted at the current position of your mouse pointer Note As an alternative you can click the Create Table Tool button move your 2 3 Unit 2 Advanced Features for Custom Merge Documents mouse to indicate the number of columns and rows you want in your table then click again to create the table Modifying a Table See Table 2 1 Concept Once you have inserted a table into a document you can easily make changes such as adding or deleting rows or columns or splitting or merging table cells 1 Click your cursor in the cell of the table at the point you want to make a modifica tion or highlight multiple cells 2 Select from the options described below which are available on the toolbar at the right of the Marketing Tools form Table 2 1 Table Modifications Delete Table This button found under the Tables but ton in the Extended Text Editing group will delete the entire table Split Cell Splits the cell or cells you have highlighted in half i e splitting each individual cell into two Combine Cells Combines the currently highlighted cells into one cell Note To use first highlight two or more cells in the table Insert Row Inserts a row below the current cursor posi tion Delete Row Deletes the row where the cursor currently resides Insert Column Inserts a column to the right of the cur rent cursor position Delete Column Deletes the column where the cursor currently resides Left B
52. mail document from Account Manager Page 4 9 4 9 Creating Custom Merae Documents Unit 5 Batch Printing and E Mailing Objectives Upon completing this unit you will be able to e Print merge documents for multiple events simultaneously e E mail documents for multiple events simultaneously with event prints attached Batch Printing Concept See Image 5 1 When you combine your Marketing Tools package with the query tools in Caterease some incredible things happen Using the results grids from your various query tools you can generate a batch of custom merge documents for multiple events with one mouse click print a custom contract for every party coming up in the next two weeks send out a collection letter for all of the people who still owe you money for past events With Caterease it can all happen instantaneously Image 5 1 Batch Printing Documents yl Z amp i Custom E Views Queries E fa C By Status i 3 Settings A Criteria AND applies to the main query Status equals Definite Q Select Desired Print x Click here to add a new condition Multiple Reports Invoice Prints Contract with Images Contract Results Subprints Kitchen Detail Event Event Date Status Client Bocuments Chef s Copy Category Sales Rep a gt 1E00257 4 29 2013 Mon Definite Acousti Contract with Staffing et Social John Smith E
53. n this Select Fields panel to reposition them in the merge table Image 3 2 Establishing Merge Table Settings Food Service Items Merge Table Select Fields Display Options Name Description Description Unformatted Picture Category Time Prep Area Unit Item ID Acct Code Comment Show Header Insert At The Bottom Of Page Show Borders Show Filter Comment Suppress Table When Empty Group By Sub Event Filter Options Exclude Items Without Quantities Recipe Recipe Unformatted Label Label Unformatted Notes Notes Unformatted Modifications Modifications Unformatte Vendor Cost Price Total Returned Type equals All selected Category equals All selected Prep Area equals All selected Hidden Status All selected Add Summary Row Establishing Display Options See Image 3 2 1 Inthe Display Options section of the window top right hand pane choose from among the following options Show Header Shows a header row across the top of the table labeling each column you have chosen to include Description Price Qty etc Note Optionally apply a background color to the header row using the color pallet to the right e Insert at the Bottom of Page Inserts the table at the bottom most line of your document regardless of where your cursor currently resides Note This may not necessarily be the bottom of the page its the lowest car riage return spot e Show Bor
54. ncial Summaries Designed for prints from Event Manager Displays financial summary totals Subtotal tax service Summary Totals charge total amount paid total outstanding balance etc for an event including the option to suppress any total with a value of zero Appendix caterease catering amp event management software a product of Horizon Business Services Inc Naples FL 34102 T 239 261 6617 F 239 261 0067 www caterease com T 7 Jo a ON gt la PS i E A A if Y r f y a L Ve a et i sa 7 _ 7 SE en Ocaterease comda aula la T a 7 St ex Re ieee ah oo H gt 5 NRA i a gt are _ 7 y RUE Fa Een oa LR AS vive ws Tee Da g E eu
55. nd indicates how this customer originally heard of your company Sales Representative Merges in the sales representative who is attached to this customer see note under Refer ence above Sales Rep Telephone Merges in the telehone number associated with the sales representative who is attached to this customer see note under Reference above Sales Rep Cellular Merges in the cell phone number associated with the sales representative who is attached to this customer see note under Reference above Sales Rep Email Merges in the e mail address associated with the sales representative who is attached to this customer see note under Reference above Category Merges in the category that is attached to this customer see note under Reference above in Merges in the category that is attached to this customer see note under Reference above category that is attached to this customer see note under Reference above Description Merges in this customer s description this is a quick pick list under your control used for track ing your customers Email Merges in the customer s e mail address Note This is the address attached to the customer itself not to a particular contact person Cellular Merges in the cell phone number on file for this customer Appendix Account No Fields d Description Group Merges in the group of this customer this is a quickpick list you can customize and use to group related customers togethe
56. ng Meroe Formulas en ni e aeieea 2 6 Inserting Hyperlink S ssounicniaonu nb a nb este 2 9 Inserts a Pape Break mn nn AAE esia aaria 2 9 Adjusting the Page Margins and Other Setup Options sssssssssssseeessseeeeeeeeee 2 10 Creating a Custom Merge Envelope sister titd sine 2 12 Remember EDIS isessissctecdastassvadissieaceseredbsdeuisievelesadnadessveanatecsseevevered bade a 2 13 Unit 3 Creating Advanced Event Prints mmmmmmmmmnnnnnnmnnnannunnnnnnns 3 1 Inserting a Merge Table into a Document 3 1 Modityme a Merse Tall isiiccvcesscctcsccccsccssnseveceocscescaestecesdodseneteasesuvesanscecsdenceuvesansteccuieseetss 3 6 Nesine Merse TAOS cccccsactscesh desea ne sn Oi Tiaia 3 7 Remember This siosioina eaaa E ENIRON E 3 8 Unit 4 Printing and Emailing Merge Documents mmmmmmmmmmnnuns 4 1 Printing a Document for an Event eeseoossssssssceccocossssececcocosssesceccocssssesceecososssssssseessso 4 1 Making a One Time Modification to a Document 4 2 Using the Floating Print Selection Tool ssssseooooososssssssssssssssssssssseeeeeeeeee 4 3 Emailing a Merge Document nn lt neue 4 4 Using a Merge Document as the Body of an Email ccccssssssssssssscccccccesssssssssees 4 6 Printing a Document from Account Manager sssssssesesssseeeeeeee 4 7 Remember PRIS sisi mi ns te Ra cdi se ele tete sente tend sue 4 9 Unit 5 Batch Printing and Emailing mmmmmmmnnnmnnmnnmnnnnnnnnnnnnnnnn 5 1 BS ACC
57. nging the Attach Mode of an Image below This means that it will move as other text moves and you can use the Format toolbar to align it left center right and fur ther customize it 5 Click Open Result The selected image is placed in the document wherever your cursor is blinking 6 Format your document s text and image using the Basic Text Editing option at the top left hand side of your Caterease screen Changing the Attach Mode of an Image Image 1 5 Changing Image Attach Mode Marketing Tools General Letters Soa S l0 Gl Xt My Tooks 5 Settings y Documents General Letters Reminder r a OP a a a jm A Thank you Survey l Event Prints Proposal Contract Invoice T a VE L ITE X Cut Ctrl CATERING Copy Ctrl C aiaia W Timeline Emailed Letters Confirm Details Sending Contract 10 CE 4 MAT 1 Sending Contracts for Future Events as character p Fa IL Save To File relative to paragraph auto wrap left or right Sending Proposal Staffing Confirmation Sending Group Rooms Contract End of Month Reports Email Details for Kitchen J Prospect Letters Sending Brochure relative to paragrah wrap left and right relative to page no wrapping relative to page wrap left and right Tasting Follow Up Mac amp Cheese Video Miscellaneous Pol wes MT CU ee ot
58. nt Billing City If you have entered alternative details in the Optional Billing Information tool in Event Manager this field will merge in that billing client s city if you have not this field will merge in the city of the customer holding the event Billing St Prov If you have entered alternative details in the Optional Billing Information tool in Event Manager this field will merge in that billing client s state or province if you have not this field will merge in the state or province of the customer holding the event Billing Postal If you have entered alternative details in the Optional Billing Information tool in Event Manager this field will merge in that billing client s postal zip code if you have not this field will merge in the postal zip code of the customer holding the event Booked Date Merges in the date on which this event was originally entered into Caterease this date is auto matically assigned by the program but can be edited by you Revised Date Merges in the date on which this event was last revised Caterease this date is automatically assigned by the program but can be edited by you Members Merges in the members guest count of the event Note This field can be renamed by you Non Members Merges in the non members guest count of the event Note This field can be renamed by you Loyalty Merges in the loyalty number associated with the event usually defaults from the client or con tact person
59. on your main Caterease toolbar at the top of the screen Result A confirmation prompt appears 2 Click Yes to confirm your choice Result A new blank document is added to your list with your cursor ready to type a new title 3 Type a name for your new envelope and press your Enter key Result Your new envelope name is saved Click the Tools button at the top of the Marketing Tools window Choose Page Setup Click the down arrow under Paper Size on the Page Layout form Select the desired envelope size ex Envelope 10 Envelope Monarch etc Optional Change the margins of your envelope by typing in the fields listed under Margins or use the up and down arrow keys to adjust 9 Click the radio button labeled Landscape under Orientation Result The envelope orientation flips to Landscape or sideways 10 When finished click OK 11 Click in the main text block of the Marketing Tools form and type as desired to create your new envelope Note See previous unit for information on inserting merge fields into your enve lope 12 Optional Format your envelope s text using the Format toolbar at the top of your Caterease screen see previous unit for more information 2 Ao SS Remember This In this unit you have learned a few very important concepts about formatting a merge document or envelope Here are some things you might want to jot down in the Table of Things I Want to Remember on the last pag
60. onth year formats Additionally large blocks of text event notes sub event comments etc can be placed anywhere in a document and can either maintain the formatting they have in your Event Manager or can be made to adopt the formatting of the merge document itself Using Formatted Date Fields See Table 1 1 Concept Formatted date fields allow you to have the merge document automatically calculate certain dates for example ten days from the CURRENT date or two days before the EVENT date whenever you print the document In addition you can format these fields in a variety of day month year styles 1 Click inside the document to place your cursor where you want the merge field to be inserted 2 Click the Insert Merge Fields button EI located at the top right hand side of the Marketing Tools form you are working on 3 Click the plus sign to the left of Event Fields for Event Date Formatted or Booked Date Formatted or Special Fields for Current Date Formatted 4 Select the desired merge field and insert it in one of the following ways e Double click the selected merge field to drop it into the current cursor posi tion where your cursor currently resides Hold your left mouse button down on the field drag it into any position on your document envelope or comments section and release e Click the Select button to drop the merge field into the current cursor position 5 Format the date field by editing the mmmm
61. orders Activates borders on the left side of the currently highlighted cell s Right Borders Activates borders on the right side of the currently highlighted cell s Top Borders Activates borders across the top of the currently highlighted cell s Bottom Borders Activates borders across the bottom of the currently highlighted cell s 2 4 Unit 2 Advanced Features for Custom Merae Documents Table 2 1 Table Modifications Switch Borders On Activates all borders in the cur rently highlighted cell s Switch Borders Off o off all borders in the cur rently highlighted cell s Inner Borders Activates inside borders rs and or horizontal of the currently highlighted X Outer Borders Activates e on the outside edges of the currently highlighted cell s Deleting a Table 1 Click anywhere in a table to place your cursor in that table Hold your left mouse button down and drag over the entire table to select it 3 Press the Delete key on your keyboard Result The highlighted table is deleted without confirmation You may also delete a table by clicking the Tables button and clicking Delete Note If you accidentally delete a table you can click the Cancel Changes button at the top of your Caterease screen to cancel all changes made to the docu ment since your last Save Coloring Row Column or Text Background Concept You can customize the coloring and textures of all row column or
62. parture Date Merges in the departure date of the group rooms booking Group Name Merges in the group name of the group rooms booking Status Merges in the status of the group rooms booking Appendix Guestrooms Manager Fields COS CCE Booking Contact Merges in the first name and last name of the booking contact of the group rooms booking Booking Contact Title Merges in the title of the booking contact of the group rooms booking e g Owner General Manager etc Booking Contact Salutation Merges in the salutation of the booking contact of the group rooms booking e g Tom Mr Smith Mrs Johnson etc Note Salutations are generally created to come at the beginning of a merge letter between the word Dear and the comma Site Contact Merges in the first name and last name of the site contact of the group rooms booking Site Contact Title Merges in the title of the site contact of the group rooms booking e g Owner General Man ager etc Site Contact Salutation Merges in the salutation of the site contact of the group rooms booking e g Tom Mr Smith Mrs Johnson etc Note Salutations are generally created to come at the beginning of a merge letter between the word Dear and the comma Sales Rep Merges in the sales representative of the group rooms booking User Defined Merge Fields rr ee Account User Defined Fields Lists all custom fields you
63. r Account Merges in the account number automatically assigned to this customer by the program Note You can establish a unique prefix for these numbers up to three characters long through File gt Setup gt Global Settings Account ID Merges in this customer s Account ID this is a field that is under your control Loyalty Merges int the Loyalty associated with the client Contact Merge Fields Ae EEE Merges in the first name and last name of the primary first contact associated with the client Title Merges in the title of the primary first contact associated with the client e g Owner General Manager etc Salutation Merges in the salutation of the primary first contact associated with the client e g Tom Mr Smith Mrs Johnson etc Note Salutations are generally created to come at the beginning of a merge letter between the word Dear and the comma Merges in the address of the primary first contact associated with the client Address 2 Merges in the second address of the primary first contact associated with the client Second Address is contained in the Other field which is displayed on screen as a sub field of the Address field meaning you must click the plus sign to the left of the Address field to see Other City St Prov Postal Merges in these three details of the primary first contact in this order meant to eliminate the need to select each f
64. rs General Miscellaneous Notes Directions Allergy Picture 1 _ Client American Family Insurance Address 6900 Wedgewood Rd l City Ft Myers StProv FL Postal 55459 Telephone 612 420 9242 CAM USON Company Sh 612 420 9252 Chamber of Commerce Cleveland Indians Cellular Collier County Bank Email Crow Wedding Reception Ol Cruises amp Vacations Inc David Ames amp Associates af ln Diebold Co ii is Diebold Company EI 5 9 2013 Corporate Luncheon Social Jo Ann Mulnix Meeting El Ducks Unlimited E E00450 2 14 2013 Corporate Luncheon Business Jo Ann Mulnix Meeting d Dvorak Reception E00451 3 14 2013 Corporate Luncheon Business Jo Ann Mulnix Meeting East High School 00452 4 18 2013 Corporate Luncheon Business Jo Ann Mulnix Meeting ad Everblades Hockey gH F G C U a Glessing Wedding GME Consultants Goetz Lyons Wedding Receptior Greg s Soccer Team a _ __ Horizon Business Services 4 t 1 aa gt Contacts Events Guestrooms Reminders Contact History t al MO Master Accounts ie ODO GY Ae amp Be Generating Event Merge Documents in Account Manager 1 Open Account Manager and find the customer to whom you would like to send your document 2 Click the Events tab at the bottom of the Account Manager screen Result The tab lists all events past present and future associated with this customer 3 Click any event
65. rtain information on a custom print to appear on a separate page For example maybe you would like your appetizer items to appear on a separate page 2 9 Unit 2 Advanced Features for Custom Meroe Documents from your entrees or perhaps you want a special page at the end of a print for terms and conditions In these cases you can simply insert a page break in the custom print Inserting the Page Break 1 Click in your document where you would like the page break to appear 2 Click the Insert button P located in the Home ribbon tab at the top of your screen in Extended Text Editing 3 Choose Page Break Note Alternatively you may right click anywhere in the document and select Insert gt Page Break Result The document separates and all information below your insertion point appears on the next page Adjusting Page Margins and Other Setup Options See Image 2 6 Concept You can change the paper size of a document perhaps choosing legal sized paper rather than the default letter sized paper You can also adjust the margins of your doc ument and switch between Landscape and Portrait orientation Accessing the Page Layout Form 1 Click the Tools button at the top of the Marketing Tools window under Extended Text Editing 2 Choose Page Setup 2 10 Unit 2 Advanced Features for Custom Merge Documents Image 2 6 Adjusting the Page Margins Paper Size Letter Width 6 50 in 11 00 in Margins Left
66. t to separate items based on type category or a variety of other defaults 2 When finished click OK Modifying a Merge Table Concept Once you have inserted a merge table into a document you can make changes to it such as adding or deleting rows or columns or splitting or merging table cells using the tools discussed in the previous unit Furthermore you can make additional changes specific to that particular type of merge table adding fields or even editing the table s filter without having to re create the entire table 3 4 CT Type Category Hidden Status Add Summary Row Payment Method Unit 3 Creating Advanced Event Prints Table 3 1 Filter Options Exclude Items Food Service Items When printed from an event the merge table will Without Quantities Proposal Items not include any menu items that lack quantities Food Service Items Proposal Items Menu Items Scheduled Items Sub Events Food Service Items Proposal Items Menu Items Event Timeline Scheduled Items Shifts Staffing Food Service Items Proposal Items Menu Items Food Service Items Proposal Items Food Service Items Proposal Items Deposits Due Shifts Staffing Staffing Sub Events select the title of the specific menu or menus to include on items from that menu in the table Choose to include items of a specific Type or Types based on a custom list you can create Choose to include items of a specif
67. tablishing Conditions for a Formula l Click the Tools button at the top right of the Marketing Tools window and choose Merge Formulas Setup Result The Marketing Tools Merge Formula Setup window opens In the Merge Formulas left hand pane select a formula to establish conditions for Along the Optional Evaluations right hand pane click the Add Evaluation but ton E Result The Edit Evaluation window opens In the first drop down on the Edit Evaluation window set a condition for the merge formula Note For example you can set a condition that different text should appear if printing for an event that has a certain theme a date that falls within a certain date range a certain financial total or even a particular type of client Use the two drop down lists to finish the condition For example if you chose Event Theme from the first drop down list you might choose Equals and then select a particular theme in the second drop down Click the View Edit Evaluation Results button Result The Formula Results Value text block opens Enter a default value for this formula formatting text and inserting merge fields as described in the previous unit Click the X at the top right hand corner of the text block to close the window and click OK to close the Edit Evaluation window Optional Drag this new condition up or down in the list on the Optional Evalua tions right hand pane of the window to establish a priority of
68. tart Time 7 00PM Notice that the client name that merged into this document took up more space than the tabbing allowed so the Event Date information was forced further over to the right If however this information had been arranged in a table text in both columns would have wrapped appropriately and details would have lined up properly Further more if we had chosen a table without borders we would sacrifice absolutely nothing by way of aesthetic appeal Creating a Table 1 Click in the document where you would like the table to be inserted Click the Create Table button located under Tables on the right hand side of the Marketing Tools window in the Extended Text Editing section Result The Insert Table window opens 3 Create a table by setting the following options e Number of Columns Set the number of columns you want in your table e Number of Rows Set the number of rows you want in your table e Alignment Select whether you want the table to appear on the left hand side of the page in the center or on the right Note If the width of your table is 100 see Width below then the table will take up the entire width of the page e Border Choose whether or not you want borders around the cells of your table Note Borders can be removed after the table has been inserted if necessary e Width Set the width for your table as a percentage of the page you are placing it on 4 When finished click OK Result The tab
69. ter quantities for each print 6 Click the Print button at the bottom of the window to generate the print s Note Alternatively you can double click the title of a print to generate it 7 Optional For maximum flexibility leave this floating tool open with your favorite prints selected as you move from event to event 4 4 Unit 4 Printing and Emailing Merge Documents Emailing a Merge Document See Image 4 4 Concept If your preferred method of communication is e mail Caterease lets you e mail one of your custom merge documents with just a mouse click As with printing all event details merge in dynamically It will look as if you typed a custom merge document specifically for that customer Image 4 4 Emailing a Merge Document o haug Your Event Contract Message EI Message Contact History Templates i HR 212619 By N L L LA Paste Attach Merge Settings BEES EE ac gy Merge se Clipboard Basic Text Editing Ca Tools Windows To ta Norma Schad con Cc Send Bec Subject Your Event Contract Friday June 14 2013 a Schad Associates Attn Norma Schad Re Contract for You Event Dear Norma nl Attached is the contract for your Meeting you are holding in our Sun Sea room on Saturday December 07 2013 Please take a moment to review the details and then sign and return to me at your earliest convenience Sincer
70. text background Doing so will give your Marketing Tools document a unique formatted style that may only be achieved when you use Caterease software Adding Color to a Table s Row Column or Cell 1 Click inside the table s cell or highlight an entire row or column 2 Click the Shading button L located in the Extended Text Editing group on the Home ribbon tab at the top of the screen 3 Choose a background color or optionally click Custom to define a custom color Result The background color of the selected cell row or column will be changed Note The background color of any text in these cells will remain white and must be changed separately as described below 2 5 Unit 2 Advanced Features for Custom Merge Documents Adding Background Color to Text 1 Highlight the desired text in a merge document ioe a a 2 Click the Text Highlight Color button _ located in the Extended Text Edit ing group on the Home ribbon tab at the top of the screen 3 Choose a background color or optionally click Custom to define a custom color Result The background color of the selected text will be changed Inserting Merge Formulas See Image 2 3 Concept Perhaps there is some detail you want to include in a merge document but that detail will vary depending on a particular condition For example maybe you would like to include some payment terms on the print and those terms will vary depending upon how many days o
71. the current email Click the Save button located at the top left hand side of the Contact History tab Result An information window displays indicating that a contact history note has been recorded for this customer automatically stamped with the current date 4 6 Unit 4 Printing and Emailing Meroe Documents 6 and time Note You can set this option and the Save Email Content option to occur auto matically by clicking the Auto Save in Contact Manager button and selecting your option s Remember to click the Save Window Settings button to retain this window Setting Click OK to close the information window Optional It is not necessary to click the Save Email Content button fe located next to the Auto Save in Contact Manager button and selecting your options this option is generally set to occur automatically as a default See note in Step 3 above Click OK to close the information window Generating E mails from the Event Manager Toolbar l Open the event in Event Manager for which you want to e mail the print Click the E mail button el located on the ribbon tab at the top of the Event Manager screen Result A blank e mail window opens Type an e mail address in the To field or click the Address Book button at the top of the e mail window to access your Caterease address book Type a subject for your e mail in the Subject field or click the down arrow to the right of the field to choose a su
72. the top of the popup window if you would like to clear your color selection i Tip If you insert an image into your doc ument any trans parent color will appear as white you will therefore need to create an image with the appropriate back ground color that matches your docu ments paper color Creating a Custom Merge Envelope See Image 2 7 Concept Merge envelopes offer the same merge fields documents do allowing you to create a custom envelope that will dynamically pull name and address information from any event or customer in your Caterease program Image 2 7 Creating a Custom Merge Envelope Marketing Tools Envelope x 7 100 Xt RB i Tools Settings Oy General Letters Reminder B Event Prints i Proposal Contract gt Invoice Timeline E Emailed Letters Confirm Details Sending Contract Sending Contracts for Future Events Sending Proposal __ Staffing Confirmation Sending Group Rooms Contract End of Month Reports Email Details for Kitchen Prospect Letters Sending Brochure Tasting Follow Up Mac amp Cheese Video Miscellaneous Dynamic Terms fiflaveurs CATERING EVENTS Client Organization Address City St Prov Postal Attn Contact Name 2 12 Unit 2 Advanced Features for Custom Merge Documents 1 With your Marketing Tools window open click the Add Record button L located
73. the website address of the off premise site location of the event s first sub event Room Charge Merges in the room charge of the event s first sub event Delivery Charge Merges in the delivery charge of the event s first sub event Merges in all text on the Comments tab of the event s first sub event complete with rich text for matting so it adopts the formatting of the merge document Note that all sub event fields only merge in details of an events first sub event If an event has multiple sub events these fields will not reflect that See Merge Table Options later in this Addendum for techniques to merge in data from multiple sub events Note The Staffing Merge Fields listed below are designed to be used to create emails that can be sent in batch to sev eral employees from the Staffing Activity Query results screen Thus each merge field merges data specific to one individual employee and one shift Staffing Merge Fields fies Dement Financial Merge Fields EE Subtotal Merges in the subtotal for the entire event in the subtotal for the entire event Gratuity a in the total gratuity for the entire event Service Charge Merges in the total service charge for the event CL TT Appendix Financial Merge Fields Continued Merges in the total cost to you of the event includes cumulative costs of menu items as well as Cost staffing and any additional cost adjustments you might have
74. u want Event Theme Merges in the theme of the event Event Pay Method Merges in the pay method of the event as entered on the Miscellaneous tab in Event Manager Note This is the general pay method of the event not the pay method of an individual payment Business Type Merges in the business type of the event Operation Merges in the operation of the event Event Number Merges in the event number automatically assigned to this event by the program Note You can establish a unique prefix for these numbers up to three characters long through File gt Setup gt Global Settings PO Number Merges in the purchase order number for the event if you have entered one on the Miscella neous tab in Event Manager Folio Number Merges in the folio number for the event if you have entered one on the Miscellaneous tab in Event Manager Note This field is not usually displayed on your screen by default but can be added by you Billing Client If you have entered alternative details in the Optional Billing Information tool in Event Manager this field will merge in that billing client s name if you have not this field will merge in the name of the customer holding the event Billing Address If you have entered alternative details in the Optional Billing Information tool in Event Manager this field will merge in that billing client s address if you have not this field will merge in the address of the customer holding the eve
75. ut the event is Or perhaps you want to include a brief biographical paragraph about the event s sales rep which will obviously need to change depending on which rep is responsible for the party your print is associated with The incredible Merge Formula feature lets you create unlimited text including merge fields that will dynamically change based on the conditions you establish Image 2 3 Creating a Merge Formula x Settings di Merge Formulas Optional Evaluations Ml Event Theme 5 Meeting Sy Y Y Event Theme Wedding Reception Event Theme Office Party Event Theme Social 2 6 Unit 2 Advanced Features for Custom Merae Documents See Image 2 3 See Image 2 4 Setting up the Merge Formula Default i Click the Tools button at the top right of the Marketing Tools window and choose Merge Formulas Setup Result The Marketing Tools Merge Formula Setup window opens Along the Merge Formulas left hand pane of the window click the Add For mula button Eil Result The Edit Formula window opens Type a name for the formula into the Name field Click the Edit Default Value button Result The Formula Default Value text block opens Enter a default value for this formula formatting text and inserting merge fields as described in the previous unit Note This is the default text that will appear whenever you insert this formula unless certain conditions you set see below apply Es
76. window Result The Select Document window opens 5 3 Unit 5 Batch Printing and E Mailing i 8 10 Remember This Click the merge document you want to use as the body of your e mail Click OK Result The document you selected is embedded as the body of the e mail Note Merge fields do not merge in at this time Optional Click the Attach button at the top of your e mail window to attach a general computer file or a Caterease print or prints in PDF or other format Note Attached files and prints appear in the small pane at the bottom of the Email window When finished click Send Result The merge fields in the document merge information from each event and each optional attached print is exported In this unit you have learned a few very important concepts about printing and e mail ing merge documents for a batch of events Here are some things you might want to jot down in the Table of Things I Want to Remember on the last page of this book You can print custom merge documents for an entire group of events with a single mouse Click Page 5 2 You can use your merge documents as the bodies of your outgoing e mails to mul tiple events with one mouse click Page 5 3 5 4 Table of Things Want to Remember This table has been provided as a quick reference of things you ve learned in this book You can write notes to your self and include the corresponding page in the book that discusses that topic T

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