Business objects DESKTOP 7.72C RELEASE NOTES 02-2007 User Manual

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DeskTop User’s Guide

DeskTop 7.72c

February 2007

Contact information Contact us on the Web at http://www.firstlogic.com/customer

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are trademarks or registered trademarks of Business Objects SA or its affiliated companies in the United States and other countries. All other names mentioned herein may be trademarks of their respective owners.

Third-party contributors Business Objects products in this release may contain redistributions of software

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DeskTop User’s Guide

Contents

Preface .............................................................................................................7

Documentation .................................................................................................9

Chapter 1:

Get started.................................................................................................... 11

System requirements ......................................................................................12

Install software and directories ......................................................................13

Postal directories ...........................................................................................15

Prepare for printing ........................................................................................17

Quick tour.......................................................................................................18

Chapter 2:

Postalsoft files .............................................................................................. 25

Mailing description file (.mdf) ..................................................................26

Database permissions ....................................................................................28

Chapter 3:

Create a mailing list ................................................................................... 31

Plan your layout ............................................................................................32

Field properties .............................................................................................33

The default layout ..........................................................................................35

Fine-tune your layout ....................................................................................36

Chapter 4:

Import and export data............................................................................... 39

Introduction ....................................................................................................40

Import and export considerations ..................................................................41

Associate fields .............................................................................................43

Settings Library ..............................................................................................46

Access a dBase file ........................................................................................47

Import an Access table ...................................................................................48

Chapter 5:

Manage your mailing list ............................................................................ 51

Database location ...........................................................................................52

Enter data in your file ....................................................................................53

Manage your data ...........................................................................................54

Index your database........................................................................................57

How to work with several lists.......................................................................59

Import and export Settings Library components ..........................................60

Chapter 6:

Address correction ...................................................................................... 63

Introduction ....................................................................................................64

Terms for address components ......................................................................65

What is address correction?............................................................................66

How address correction works .......................................................................68

Contents

Standardized fields ........................................................................................ 69

Correction options ......................................................................................... 70

Suggestion lists ............................................................................................. 71

Delivery Point Validation .............................................................................. 74

DPV locking .................................................................................................. 75

DPV performance .......................................................................................... 76

Perform DPV processing ............................................................................... 77

LACSLink...................................................................................................... 78

LACSLink locking......................................................................................... 79

LACSLink performance ................................................................................ 80

Perform LACSLink processing .....................................................................81

Status and error codes ...................................................................................82

Internet Services: International address correction........................................ 83

Chapter 7:

Find duplicate records................................................................................ 89

Before you Merge/Purge ............................................................................. 90

Set up files for Merge/Purge.......................................................................... 91

Choose the comparison method of your records ........................................... 93

Prequalifiers ................................................................................................. 94

Rulebooks ......................................................................................................97

Choose the action(s) to perform on duplicate records ................................. 100

Post dupe-group numbers to input file(s) .................................................... 102

Generate reports........................................................................................... 103

Associate fields for output ........................................................................... 104

Judge undecided records for yourself .......................................................... 105

View a summary of duplicates found ..........................................................106

Run Merge/Purge......................................................................................... 107

Scoring and weighting ................................................................................. 108

Customize a rulebook .................................................................................. 113

Advanced matching options......................................................................... 115

Customized fields for duplicate detection .................................................. 123

Under the hood............................................................................................. 124

Chapter 8:

Move-update.............................................................................................. 127

Extended Services........................................................................................ 128

Set up Lorton Data Extended Services ........................................................ 131

While your job is at Lorton Data ................................................................. 136

When the Extended Services job is done..................................................... 138

Your Lorton Data password.........................................................................139

NCOALink export .......................................................................................140

ACS move-update........................................................................................144

What is ACSpeed®?....................................................................................147

ACSpeed fields ............................................................................................ 149

Prepare for an ACSpeed mailing ................................................................. 150

Merge your ACS file using ACSpeed.......................................................... 153

Behind the scenes of an ACS merge............................................................ 157

ACS: Combine spanned diskettes from USPS ............................................ 158

Chapter 9:

Presort........................................................................................................ 159

Background information..............................................................................160

DeskTop User’s Guide

Introduction ..................................................................................................161

Mail class......................................................................................................163

Mail piece.....................................................................................................164

Entry point....................................................................................................167

Presort schemes ............................................................................................169

Mailing fletters .............................................................................................172

Scheme options: General..............................................................................173

Scheme options: package and container size ...............................................175

Scheme options: sortation control................................................................179

Scheme options: flats ...................................................................................182

Scheme options: walk-sequence...................................................................183

Scheme options: single pieces......................................................................185

Scheme options: co-packaging.....................................................................186

USPS Confirm® program ............................................................................188

Chapter 10:

Reports ....................................................................................................... 193

Print reports ..................................................................................................194

General reports .............................................................................................199

Address-correction reports ...........................................................................201

Merge/Purge reports.....................................................................................205

Move-update report ......................................................................................207

Presort reports ..............................................................................................208

USPS Postage Statements ............................................................................218

Extended Services reports ...........................................................................222

Chapter 11:

Design and print labels ............................................................................. 227

Print methods................................................................................................228

Label Toolbox wizard ..................................................................................229

Get started designing labels..........................................................................232

The Designer window ..................................................................................235

Define your page settings.............................................................................237

Define your printer settings..........................................................................238

The Layout window .....................................................................................239

Lines.............................................................................................................241

Objects..........................................................................................................242

Frames ..........................................................................................................243

Fields ............................................................................................................245

Barcodes .......................................................................................................249

Break marks..................................................................................................250

Images ..........................................................................................................252

Other miscellaneous objects.........................................................................253

Container labels............................................................................................254

Verify labels .................................................................................................256

Preview labels ..............................................................................................257

Page templates..............................................................................................259

Layout templates ..........................................................................................260

Printers .........................................................................................................261

Generic Text driver ......................................................................................262

Barcode printing with the Generic Text driver ............................................265

Print labels....................................................................................................268

Print labels for selected presorted records....................................................269

Contents

Printing labels for firm packages ................................................................. 270

Expressions and filters .................................................................................271

Expression and Filter Builder ...................................................................... 273

Examples of value expressions and conditional filters................................ 275

Appendix A:

Fields ........................................................................................................... 277

Appendix B:

Index field attributes ................................................................................. 285

List of index field attributes......................................................................... 286

Appendix C:

Error and status codes ............................................................................. 291

Error codes .................................................................................................. 292

Status codes ................................................................................................. 296

International address error codes ................................................................. 299

Appendix D:

Operators and functions for Label Toolbox expressions .......................301

Operator words for combining functions..................................................... 302

Other operators ............................................................................................ 303

List of functions ...........................................................................................304

Summary of functions by purpose...............................................................311

Appendix E:

Predefined design files, templates, and printer files ............................... 313

Design files .................................................................................................. 314

Page templates .............................................................................................315

Layout templates.......................................................................................... 316

Printer files................................................................................................... 317

Appendix F:

Utilities ........................................................................................................319

Chkread........................................................................................................ 320

Extract.......................................................................................................... 322

Index............................................................................................................ 325

DeskTop User’s Guide

Preface

About Postalsoft DeskTop Mailer

Postalsoft DeskTop Mailer is a cost-effective mailing and database-management software solution. It offers complete database management, combining address correction and standardization, merge/purge processing, presorting, customprinting options, and other valuable features in one easy-to-use software solution. Postalsoft’s address standardization engine (ACE) is CASS-certified, which means that it meets USPS regulations for applying correct postal codes and standardizing addresses, cities, and states. This gives you maximum postage discounts and fast, accurate delivery of your mail.

About Postalsoft DeskTop PostalCoder

Postalsoft DeskTop PostalCoder is a cost-effective mailing and databasemanagement software solution. It offers complete database management, combining address correction and standardization, merge/purge processing, custom-printing options, and other valuable features in one easy-to-use software solution. Postalsoft’s address standardization engine (ACE) is CASS-certified, which means that it meets USPS regulations for applying correct postal codes and standardizing addresses, cities, and states. This gives you maximum postage discounts and fast, accurate delivery of your mail.

Register now! You receive one full year of technical support with your purchase of DeskTop.

Just send us your registration card. This ensures that you’ll receive new versions of DeskTop and the postal directories as we release them. It’s important that you keep your DeskTop program and directories up to date because postal regulations, postage rates, and ZIP Codes are subject to change. You must renew this subscription each year

License agreement You can read the license agreement on-screen during installation, and you can

also access it after installing by choosing Help > License Agreement. The license agreement explains the terms of owning the software.

Conventions This document adheres to the following documentation conventions:

Convention Description

Bold We use bold type for file names, paths, emphasis, and text that you

should type exactly as shown. For example, “Type

Italics We use italics for emphasis and text for which you should substitute

your own data or values. For example, “Type a name for your job, and the

.job

extension (

Menu commands We indicate commands that you choose from menus in the follow-

ing format: Menu Name > Command Name. For example, “Choose File > New.”

We use this symbol to alert you to important information and potential problems.

jobname

.job

).”

cd\dirs

Preface

.”

Convention Description

We use this symbol to point out special cases that you should know about.

DeskTop User’s Guide

Documentation

Your complete documentation set

Access the latest documentation

The complete documentation set for Postalsoft:

 DeskTop User’s Guide (this guide)  DeskTop Release Notes  DeskTop Checklist  DeskTop Quick Tour  De sk Top Tex t- Ba sed P r in ti ng Gu id e  Online help, available within the software (see “Online help” on page 9

You can access documentation in several places:

 Your computer. Choose Start > Programs > DeskTop and choose the

document you’d like to view.

 On the Customer Portal. Go to www.firstlogic.com/customer, and then

click the Documentation link. You can view the PDFs online or save them to your computer.

Online help Online help contains detailed explanations of every software feature and step-by-

step “how-to” instruction. While working in the software, you can access help several different ways:

 Click the “?” icon in the upper-right corner of the screen, and then click the

item you want to learn more about.

 For help on a whole window, press F1.

 Choose Help > Postalsoft Help Topics. Use the Contents, Index, and Search

tabs to find the topic you want to learn more about.

Related guides For essential mailing information from the USPS, see:

 USPS Domestic Mail Manual (DMM)  USPS Quick Service Guide

Preface

DeskTop User’s Guide

Chapter 1: Get started

This chapter gets you started using your software by explaining:

 System requirements  How to install the software  How to register your copy of Postalsoft  How to prepare for printing  How to use the online help

Chapter 1: Get started

System requirements

Minimum system requirements

Requirements for the DPV for-sale option

You need the following to run Postalsoft:

 A computer with a supported operating system (Windows XP Professional,

Windows 2000, or Windows 2003 Server).

 A CD-ROM drive, properly installed for use with Windows.

 A printer, properly installed for use with Windows. Make sure you have fully

configured and tested your printer with Windows. You won’t be able to print with this software until you have properly set up your printer with the Printers control panel, including choosing a port.

 780 megabytes (MB) of free hard disk space. You will need more disk space

later, when you create or import list files. On average, the amount needed is about 1 MB per 4,000 records. You'll also need 450 MB more disk space if you want to copy the eLOT directory to your hard disk, rather than accessing it on the CD.

 A minimum of 256 MB of memory. We recommend 1 gigabytes (GB) of

memory if you will run other programs while running the software or you will be processing files with more than 200,000 records.

You need the following to run Delivery Point Validation (DPV):

 600 MB disk space for the DPV directory files.

Requirements for the

Link

LACS

for-sale

option

 35 MB of memory, or at least 1.0 GB if you plan to cache the directories. We

recommend 1.5-2 GB if you’re caching directories and want to significantly reduce processing time.

You need the following to run LACS

 450 MB disk space for the LACS

 150 MB of memory if you will load the LACS

Link

directory files.

Link

directories to memory to

improve processing speed (optional).

DeskTop User’s Guide

Install software and directories

With your purchase of this software, you received the following:

 Software CD  Diversified Directories CD  Enhanced Line of Travel (eLOT) Directory CD  Delivery Point Validation (DPV) Directories CD (included if you purchased

the DPV option)

 LACSLink directories CD (included if you purchased the LACSLink option)

Install the software To install software, you need full administrator rights.

When you insert the Postalsoft program CD in your CD-ROM drive, the installer should start automatically. If it doesn’t, follow these steps:

1. Access your Windows Start menu and choose Run.

2. In the Run window, type x:\setup (where x is the letter of your CD-ROM drive) and click OK.

.NET. During software installation, you may notice a delay while the Microsoft .NET Framework is installed. Please be patient and allow the installation to finish. The .NET Framework is necessary and requires some disk space.

License agreement. You must read the entire license agreement before continuing with the installation. The installer gives you the opportunity to agree to the terms of the license agreement or to cancel installation.

When installation is complete, the installation program restarts your computer.

Keep your CDs Always keep your copy of the latest version of the software and the directories.

You can reinstall from your CDs, if that should become necessary.

Install directories Before you can install directories, you must install the Postalsoft software (see

“Install the software” on page 13).

For more information about these directories, see “Postal directories” on page 15.

To load directories, you need full administrator rights. Follow the instructions below to install the directories.

1. Choose File > Load Directories.

2. In the Diversified Directories group, type the path or browse to the location where you want the ZIP4US directory installed. The ZIP4US directory requires at least 680 MB. You will choose the zipped ZIP4US directory later.

3. In the eLOT Directory group, choose an option. eLOT is used to assign Lineof-Travel codes for carrier-route discounts.

 To copy the eLOT directory from the eLOT CD to a local drive, choose

the Load eLOT To option and enter or browse to the desired location.

 To use the eLOT directory from the eLOT CD, choose the Use eLOT

From CD-ROM option.

 If you do not use eLOT, choose the Do Not Use eLOT Directory option.

Chapter 1: Get started

4. If you own the Delivery Point Validation (DPV) option, select the Load DPV Directories To option and enter or browse to the location that you want to copy the directories to.

5. If you own the LACSLink option, select the Load LACSLink Directories To option, and enter or browse to the location that you want to copy the directories to.

6. When you finish defining your settings, click OK.

7. When you are prompted, insert the Diversified Directories CD, choose the zipped directories file, and click OK.

The ZIP4US directory is unzipped into the location you specified. Other smaller directories zipped with ZIP4US are automatically installed to your default directory installation folder.

8. If you are loading the eLOT, DPV, and/or LACSLink directories, when prompted, insert the corresponding CD, specify the location of your drive, and click OK.

Another way to unzip and install

If installing the zipped directories is not possible by following the instructions above, you can install and unzip the files by following these instructions.

To install the zipped file on the Diversified Directory CD:

1. Place the Postalsoft Diversified Directories CD into the CD-ROM drive.

2. Right-click the Windows Start button and click Explore (or Explore all Users).

3. Under My Computer, click the CD-ROM drive (for example, D:\).

4. Double-click the .zip file (the name is different with each release).

5. Extract only the files with a .dir extension to the Postalsoft default directory (or browse to a different area if needed).

6. Click Ye s to All, if prompted to overwrite existing directory files

Other directory CDs contain directory files that are not zipped. To manually copy those directory files, insert the CD, navigate to the CD-ROM drive, and copy the .dir files to the appropriate folder on your computer (for example, Postalsoft\DPV for the DPV directories or Postalsoft\LACSLink for the LACSLink directories).

Next, verify that the software is mapped to the directories correctly:

7. Open any Postalsoft MDF file.

Directory and software updates

DeskTop User’s Guide

8. Choose To o l s > Op t ions .

9. Under Address Correction, click File Locations to verify that the paths are correct. If needed, browse for the directories.

10. Under Presorting, click File Locations to verify that the paths are correct. If needed, browse for the directories.

When you receive updated software and directories, follow the installation instructions in the release notes to ensure that the proper files are installed on your machine in the proper locations.

Postal directories

To correct addresses, assign codes, and presort your mail (DeskTop mailer only), the software relies on databases called postal directories. The directories are based on data from the USPS. Business Objects receives the USPS data, sorts it, and compresses it into a smaller format to fit on your computer.

Because directory data changes and grows all the time, the USPS requires directory updates at least every other month.

Directory files The following directories are available for you to use with your software:

Directory name File name Description

City city0x.dir The City directory contains city names, states, and ZIP Codes, organized by state and

city. This directory is relatively small because it contains one record per possible combination of city, state, and ZIP Code.

Delivery Point Validation (available with the purchase of the DPV option)

Delivery Statistics File (DSF)

eLOT elot.dir Enhanced Line-of-Travel (eLOT) data is used to prepare carrier-route mailings for Peri-

LACSLink (available with the purchase of the LACSLink option)

Mail Processing Center (MPC)

National ZIP+4 zip4us.dir The National ZIP+4 directory contains street names, ranges of house numbers, and

dpvx.dir DPV directories require 600MB of writable hard drive space. Do not rename any of the

files. DPV will not run if the file names are changed. DPV directories are shipped monthly or bimonthly, your choice. The DPV directories expire in 105 days and must be the same month as the National ZIP+4 directory.

DSF.dir The DSF directory is used for presorting to verify compliance with walk sequence satu-

ration and high density rate requirements.

odicals and Standard Mail. Postalsoft searches the eLOT directory when you correct addresses that contain the CRRT and LOT or LOT_Order fields. You need to use the eLOT directory only when you prepare carrier-route mail.

The eLOT directory requires approximately 480 MB of disk space if you copy it to your hard disk. (You can run it from the CD.)

llk*.* LACSLink directories require 450MB of writable hard drive space. Do not rename any

of the files. LACSLink will not run if the file names are changed. LACSLink directories are shipped monthly or bimonthly, your choice. The LACSLink directories expire in 105 days and must be the same month as the National ZIP+4 directory.

MPCxx.dir The MPC directory is used to form and label containers and pallets. This file contains

information regarding the service areas (SCFs, ADCs, BMCs, and so on) and is used for all mailings.

postal and other codes, organized by ZIP Code. This directory is very large (680 MB) because it contains one record per city block, building, or company. It contains over 30 million records, representing a total of over 130 million places where mail is delivered.

Reverse ZIP+4 revzip4.dir The revzip4.dir directory enables the software to assign more postal codes when the

address contains a unique ZIP and a valid ZIP+4.

Sectional Center Facility (SCF)

ZIP City File (ZCF) zcf0x.dir* The ZCF directory contains city names, states, and ZIP Codes, organized by ZIP Code.

SCFxx.dir The SCF directory indicates where destination-entry discounts are available to mail

entered at SCFs. This file is used for all mailings claiming DSCF/DDU rates in an entry point with a type of SCF or ASF.

This directory is relatively small because it contains one record per possible combination of city, state, and ZIP Code.

Chapter 1: Get started

Directory name File name Description

Zone Zone.dir The Zone directory is used for presorting to calculate postage based on the distance

between entry and delivery offices. This file is used for Periodicals and Package Services BPM mailings.

The “x” in a directory’s file name indicates a number that changes when the directory format is updated.

Directory release schedule

USPS release date User receipt date 20-day warning begins Expiration date

Because directory data changes and grows all the time, the USPS requires directory updates at least every other month.

February 15 February 28 May 12 May 31

April 15 April 30 July 12 July 31

June 15 June 30 September 11 September 30

August 15 August 31 November 11 November 30

October 15 October 31 January 12 January 31

December 15 December 31 March 12 March 31

Monthly updates If you purchase monthly directory updates, your monthly directories will include

those directories that were updated within the last month. This includes:

 ZIP4US directory  DSF directory  MPC directory  DPV directories (if you own this option)  LACSLink directories (if you own this option)  Other directories that may or may not have been updated since the last bi-

monthly release

Downloads You can download updated directories from

http://www.firstlogic.com/customer/downloads/directories.asp

DeskTop User’s Guide

Prepare for printing

Your printer Before you can print with this software, you need to connect printer cables, load

paper, and set controls on your printer. Refer to your printer’s manual for details.

Printer drivers You must install a printer driver to enable communication between your computer

and your printer. If your printer’s manufacturer or Windows itself supplies the driver for your printer, install that driver following the instructions in your printer or Windows manual.

If your printer’s manufacturer or Windows does not supply a driver, consult your printer manual to see if the printer emulates another printer whose driver is supplied by Windows. If so, install that driver. You may need to set some frontpanel controls on your printer to enable this emulation. Refer to your printer’s manual for details.

Generic Text driver Some printers require a text-only printer driver. Label Toolbox offers a Generic

Text driver, which comes installed with your Postalsoft software (there is no need to do a separate installation). To setup and use the Generic Text driver, see “Design and print labels” on page 227.

Chapter 1: Get started

Quick tour

This quick tour walks you through the main features of Postalsoft.

Open Postalsoft Choose Start > Programs > DeskTop Mailer or PostalCoder.

Open the sample mailing list

1. In the Start Here pane, click the “Open existing job” link. Or choose File > Open.

2. Select the sample.mdf file, and click Open.

3. Maximize your file window by clicking the square in the upper right corner of the sample.mdf window.

What’s on screen When you open the sample file, the menu and toolbar become active. The name

of the file, sample.mdf, appears at the top of the window.

 The menu bar is located at the top of the window, just under the name of the

file. You can start most procedures from the menu bar.

 Toolbar buttons are located under the menu bar. They serve as shortcuts to

common procedures. When you place your cursor over a button (don’t click), the name of the button appears and a brief description appears in the lower left corner of the window.

 The main window is located in the center of the window. View, edit, and add

records here. Data Form view shows one record at a time. Data Sheet view shows the entire viewable database in spreadsheet form. Use your tab or arrow keys to move your cursor. Use the toolbar buttons to switch views.

 The status bar is located at the bottom of the window. The status bar buttons

make it fast and easy to navigate your database.

 The Tasks pane appears after you open a job. The Tasks pane lists the most

common tasks performed in Postalsoft. If the Tasks pane is not currently displayed, choose View > Tasks to display it.

Sample database The sample.mdf file contains records of fictitious people in La Crosse,

Wisconsin. The fields are:



First



Last



Address_1



City



State (abbreviation)



ZIP



DP2 and DPC (delivery point information)



Err_Stat (error and status codes)

You can customize your database by adding other fields. Choosing File > Properties > Database to view or change the record layout.

Browse the records When you open your file in Data Form view, a blank record appears in the main

window. When you open your file in Data Sheet view, a blank record is highlighted at the bottom of your page. The opening view depends upon the view displayed when you closed the file.

DeskTop User’s Guide

In either view, the program is ready for you to begin entering a new record, or you can perform other tasks such as address correction.

Find the first record Choose Search > Go to > First Record. You are now viewing the first record in

the database. If you have the index set to No Index, the record number in the status bar should be 1.

Go to the next record Choose Search > Go to > Next Record to view the next record. If you are in Data

Sheet view, the arrow in the left column moves down one row, and the row becomes selected.

Go to the last record Choose Search > Go to > Last record.

Add your name to the database

1. Choose Edit > Append Record.

2. Type your first name in the First field. Press the Ta b or Enter key to move to

the next field, and fill in the remaining fields. Leave the DP2, DPC, and Err_Stat fields empty. (We’ll correct addresses in the next step to complete these fields.)

Correct an address During address correction, Postalsoft updates the address fields with correct

address information, depending on the fields included in your record layout and the correction settings you choose.

In the sample file, expect the ZIP, DPC, DP2, and Err_Stat fields to be updated. The City, State, and Address_1 fields are also updated or corrected if needed.

Before you correct addresses, you should check the settings to see that they’re set up as you want (Tools > Correct Address > Correction Settings). For now, we’ll leave the default settings.

If you haven’t done so already, you must also load directories before you can perform address correction. See “Install directories” on page 13.

Correct addresses Make sure that the main window shows your record (the one you just added), or if

you are in Data Sheet view, make sure that your record is highlighted. Then choose Tools > Correct Address > Current Record.

Your record is updated according to the default options:

 The Address_1, City, and State fields are standardized according to USPS

CASS rules.

 The complete ZIP Code, delivery-point add-on, check digit, and status code

are completed.

To correct more than one record at a time, choose Tools > Correct Address > Multi-record or click Correct Addresses on the Tasks pane.

Change the index The index determines the order in which records are processed. For example,

when we browsed records earlier, we were in record number sequence (No Index was selected). You can change the viewing order by sorting by any field that is indexed.

Chapter 1: Get started

Change the sample file to last name order. Choose Records > Indexed by > Last, or choose Last from the index drop-down list on the status bar. To better view the change, choose View > Data Sheet.

The first record in the file is no longer record 1. It’s the record that comes first alphabetically in last name order.

Find a record 1. Make sure your index is set to Last. Choose Search > Quick Find.

2. Type your last name exactly as you entered it in your record earlier. Set the Match to = (Equals), and click OK. Your record is now displayed (Data Form view) or highlighted (Data Sheet view). You may need to scroll up or down to see your name.

Delete your record 1. If your record is not currently displayed, display it now using Search >

Quick Find.

2. Choose Edit > Delete Record or click the DEL button on the status bar.

In Data Form view, Postalsoft deletes your record and displays the next record in the file. In Data Sheet view, the software removes the record from the list of records, and the next record becomes highlighted.

Even though your record is no longer an active part of the file, the software still keeps track of it, in case you change your mind and later want to retrieve it. View deleted records by choosing View > Deleted Records.

Find and process duplicate records

Choose View > Non-deleted Records to return to the previous view.

You can find duplicate records in your file(s) and then delete them, select them, or copy them to another file. We call this duplicate detection or merge/purge.

The software identifies records as duplicates by using scoring and weighting factors from a chosen rulebook. We provide 20 different rulebooks for you to choose from.

To set up your merge/purge options:

1. Click Find Duplicates on the Tasks pane.

2. Leave the File Usage setting at Input, Normal List, All Non-Deleted records. Leave the priority at 1. Click Next.

3. At the top of the Step 2 window, leave the Compare Records option (prequalifier) set to Same 5-Digit ZIP.

4. From the list on the left of the window, scroll down and select the Individ Loose.mpr rulebook, and click Next.

5. Choose Delete All but Highest Priority Dupe in Every Dupe Group from the Input File drop-down list.

6. In the Interactive Control box, choose Show Undecided Pairs for Manual Verdict and Show Summary of Dupes Found.

7. Click Next, and review your options. Click Finish when you have finished setting up your merge/purge.

DeskTop User’s Guide

Undecided pairs The Undecided Dupe Comparison window appears because you chose the option

to show undecided pairs for manual verdict in the previous window. Decide whether records are duplicates or not by reviewing the contents of the records’ fields. Click Dupe if the records are duplicates, or click Not Dupe if the records are not duplicates.

When you have viewed as many pairs as you like, select Don’t Show any More Undecided Pairs, and decide on the last pair displayed. The software judges the remaining undecided pairs.

Summary of duplicates View the duplicate groups in this window. You can decide to delete a record by

selecting the Delete checkbox for the record.

To view the next group of duplicates, click Next Group. To proceed with the merge/purge, click Perform Actions. A window appears telling you how many duplicates were found and how many, if any, were deleted.

Presort your records (Postalsoft DeskTop Mailer only)

Presort wizard step 1 Imagine that you’re mailing a promotional piece that’s part of a summer-long ad

The software walks you through a presort wizard, a series of “step” windows where you’ll define your mailing and set up various options. Follow these steps to presort the sample database.

campaign.

1. Click Sort for Mailing on the Tasks pane.

2. Type Summer Campaign in the Description box, and La Crosse Mailers in

the Owner box.

3. Select Standard Mail to specify a promotional kind of mailing. Click Next

to advance to step 2.

4. Click Ye s to create your work and report paths, if necessary.

Presort wizard step 2 Define the mail piece by giving the mail piece a name, and then choosing options

to describe it.

1. Type Promo 1 in the Description box.

2. Choose Automated Letter from the Proc. Category drop-down list. This

piece fits into the automated-letter processing category because its dimensions define it as a letter, each piece has a delivery-point barcode, and it complies with other USPS regulations for automated letters

3. Accept the default measurements for the mail piece, and click the Next

button to advance to the next step.

Presort wizard step 3 Bulk Mail Centers (BMC), Automated Service Facilities (ASF), and Sectional

Center Facilities (SCF), are listed in the appropriate drop-down list at the top of the window. When you select one, Postalsoft automatically completes the information at the bottom of the window. If your post office is not one of these, select Other and type your post office’s information at the bottom. For our tour, we’ll do this:

1. Choose 54601 La Crosse from the SCF drop-down list. Notice that the

software automatically selects the SCF Discount option for you. Enter a permit number or continue without one.

Chapter 1: Get started

2. Click the Next button to advance.

Presort wizard step 4 The software automatically chooses appropriate schemes for you based on your

choices in the first three steps. When you run your own presorts, you can change the default schemes if you want to. We’ll accept the default schemes for now.

Click the Details buttons if you want to view some more options available to you. We’ll leave the default settings for now. Later, when you do your own mailings, you’ll want to carefully choose all of your options. Click Next to advance to the next step.

Presort wizard step 5 Fill in the Permit Holder section as follows: La Crosse Mailers, 123 Mailer

Ave., LaCrosse WI 54601, 608-555-1234 (for phone), No (for non-profit) Permit (for payment method). Click Next.

Presort wizard step 6 1. Click Begin Presorting.

2. Review the summary, and click OK.

Your file is now presorted.

Preview reports Now that you have presorted your file, preview the presort reports to ensure that

your file was presorted the way you wanted. Here’s how to preview and print your presort reports:

1. Click Print Reports on the Tasks pane.

2. Click the presort printer icon to open the list of presort reports if they aren’t displayed.

3. Select the report that you want to preview. Click the Preview button.

4. To print from the Preview screen, click the Printer icon.

5. In the Print Presort Report Type window, click OK.

Print address labels To print your address labels, you need to assign a design file (a file that contains

information about your labels, including the page size and dimensions and the layout of the label). There are many of predefined design files available, or you can create your own.

In this part of the Quick Tour, we will modify an existing design file to print a label for each person in the sample file. To do this:

1. Click Print Labels on the Tasks pane.

2. Under Presorted Addresses, click Design.

3. In the Design File list, choose a design file that corresponds to your type of printer or label.

You can read the description of the design file in the box next to the design file list. Also, look at the preview shown in the lower right portion of the window. Be sure to pick a design file that has fields displayed. (Some design files are blank, so you can fill in the desired fields later.) For example, if you're using a Windows type of printer, you might choose the Dot Avery 4163 design file to print on Avery 4163 labels.

DeskTop User’s Guide

4. After you choose the design file, click the Select button

If you haven’t already done so, connect and set up your printer. See your printer manual for details. Turn your printer on and load it with paper. You can print on plain paper just to see how the labels will look.

5. In the Printing Dashboard, click the Print button in the Presorted Addresses

section. Choose to only print one page by selecting Pages From and typing 1 in the From and To boxes. Click OK.

Closing the file Your work is automatically saved for you when you close the file. You should

always exit the software before shutting off your computer.

 To close the sample file without exiting the software, choose File > Close.

 To close the file and the software, choose File > Exit.

Chapter 1: Get started

DeskTop User’s Guide

Chapter 2: Postalsoft files

This chapter describes the three files that Postalsoft uses to store your information:

 Mailing description file (.mdf)  Database file (.dbf)  Index file (.cdx)

Chapter 2: Postalsoft files

Mailing description file (.mdf)

The file you create and work in is called the mailing description file. It has the extension of .mdf (for example, customer.mdf). Think of the mailing description file as a tool you use to view and manipulate the information in the database. In the mailing description file, you can perform certain tasks with the information stored in the database file (such as correcting addresses).

The mailing description file contains many of your settings. These settings stay with your mailing description file and will not change until you change them.

Two or more users cannot access the same mailing description file simultaneously. For example, if user A is working in the customer.mdf file on computer A, user B cannot open and work in the customer.mdf file on computer B at the same time. User B can, however, create a brand new .mdf file and access the same database file that is associated with the customer.mdf file.

Multi-user license: If you plan to use Postalsoft on more than one computer, you need to obtain a multi-user license. Call our Customer Care staff for details.

Customer.mdf

mine.mdf

Customer.dbf

DeskTop User’s Guide

Database file (.dbf) The database file (.dbf) contains data for every field in every record. It can be an

existing database or one that you create from scratch. It has the extension of .dbf (for example, main.dbf) and is dBase-compatible. Typically the data includes name and address information. However, you can create your own non-address fields.

As you add information via the mailing description file, the data is placed into the database file. When you add a new record, other users sharing the same database file will then have access to that new record.

As illustrated on the previous page, the database file doesn’t have to be named with the same root name as your mailing description file. And you can have more than one .mdf file associated with a .dbf file. For example, you could have a database file called main.dbf, and it could be associated with customer.mdf, fallsale.mdf, and select.mdf. This relationship is illustrated below.

customer.mdf

fallsale.mdf

select.mdf

Relationship between the M D F, DB F, a n d CD X f il e s .

main.dbf

main.cdx

Index file (.cdx) The index file keeps track of which fields are indexed—that is, which fields you

can sort by (last name, ZIP Code, and so on). The index file is connected to the database file and is updated each time you add or change data. It has the extension of .cdx (for example, main.cdx).

The index file’s root name will always be the same as the database (.dbf) file’s root name.

Chapter 2: Postalsoft files

Database permissions

You can share a single database file simultaneously with other users. In fact, there can be several mailing description files associated with one database file, and more than one user can work in a database file at a time.

An advantage to database sharing is that you can perform an operation without locking up the whole database file for long periods of time. Instead, the processing can take place allowing other users access to the database file at the same time. For example, you can add records to the database while others are adding to the database.

Database permissions control the access other users have to the database file you’re using, and control the access you have as the user while you have the file open.

You set database permissions when you create a new file. To change permissions later, choose File > Properties > Document, Database Permissions tab.

Your access These database permissions control your access to the database file:

Database permission Description

Read Only Allows you to view the database file, but you cannot make

any changes or perform any procedures such as address correction. Use this setting if you only need to refer to the file and want to ensure you don’t inadvertently make any changes.

Read/Write Gives you full access to the database file.

DeskTop User’s Guide

Others’ access These database permissions control other users’ access:

Database permission Description

None (Exclusive mode)

Read Only (Read Shared mode)

Read and Write (Write Shared mode)

Prevents other users from accessing the database file while you’re using it. The illustration below shows a mailing description file called

Exclusive mode. This file uses the ing description file called

fallsale.mdf

main.dbf

as its database file. Another user has a mail-

which also uses the main

customer.mdf

.dbf

as its database file.

opened in

Operations that require Exclusive mode:



Changing fields’ properties (File > Properties > Database). Exception: You may change a field’s kind, and coded and hidden attributes without exclusive access.



Removing deleted records (Tools > Remove Deleted Records).



Reindexing (Tools > Reindex).



Restoring the database file (File > Restore Database).

All operations on multiple records run faster in Exclusive mode, especially:



Assigning addresses (Tools > Correct Address > Multi-record).



Presorting (Tools > Presort > Sort).



Printing address labels (Print > Labels).



Processing duplicate records (Tools > Merge/Purge).

Allows other users access to the database file you’re using. However, they can only

view

the records. They will not be able to make any changes or additions to the file.

Allows other users access to the database file while you’re using it. Other users cannot have exclusive access while you have the file open, however.

While in this mode, the individual record you’re working on is locked so other users cannot alter that record. When you leave the record, it becomes available again. If someone else is altering a record that you try to access, you will get a message stating that the record is currently locked. You can choose Retry to keep trying to access the record. You will gain access as soon as the other user goes on to another record.

Important:

Postalsoft does not support the Universal Naming Convention path to specify the database file. In order to use a database from a remote machine, you must use a mapped drive to the database file.

customer.mdf

in Exclusive

mode

main.dbf

fallsale.mdf

No access now!

Chapter 2: Postalsoft files

DeskTop User’s Guide

Chapter 3: Create a mailing list

Before you can arrange your file’s layout, you must understand the elements that make up an effective layout. This chapter describes those elements and special features in designing your file’s layout, including:

 Planning your layout  Understanding field properties  Using the default layout  Using the Settings Library  Fine-tuning your layout

Chapter 3: Create a mailing list

Plan your layout

What is layout? A layout consists of a combination of fields in a record and the characteristics of

those fields. Fields are the components that make up your record.

For example, your record may contain a name, which can be broken down into first name, middle name, and last name fields.

FIRST MID LAST

What fields should you use?

Robert J Abbott

Choosing the right fields for your layout is important. You should include in your layout all fields that you might need, even if you don’t need them right away or only need them for a few records. However, choosing a layout with unnecessary fields or fields larger than necessary wastes disk space and slows performance.

Ask yourself what kind of information you’ll want to keep track of. What data will you want to maintain for each or most records? What data will you add through Postalsoft processing?

Incoming record:

Robert J Abbott Friendly Co 353 Glencoe Ct Sherwood OR 97140 (541)234-5678 #2834101158

Keep:

Name Company Address

Add through Postalsoft processing:

4-digit ZIP Code add-on DP2 CRRT LOT LOT Order

Resulting record:

Robert J Abbott Friendly Co 353 Glencoe Ct Sherwood OR 97140-9213 35 R006 0017 D

DeskTop User’s Guide

Discarded information:

Phone Account number

After you establish a list of fields, compare them to Postalsoft’s default list of fields. You can add or subtract fields from the default layout to match the fields you have selected. You can also create your own fields to match special fields you may have.

See “The default layout” on page 35.

Field properties

To access field properties, choose File > Properties > Database.

Name A field’s name tells you what information that field holds. You can name fields

anything you want. What’s important is that you name your fields so they make sense to you and other people using the file.

The field name must be 1 to 10 characters long and must start with a letter. Remaining characters may be letters, numbers, or the underscore character.

Kind A field’s kind tells Postalsoft what to expect in that field. This way, regardless of

the field’s name, Postalsoft knows where to look for the information it needs when assigning addresses and searching for duplicate records, for example.

A field containing a record’s ZIP Code could be named ZIP, or Postalcode, but its kind can only be ZIP (5-digit), ZIP/ZIP+4 (12345-6789), or ZIP/ZIP+4 No Dash (123456789). These are the established Postalsoft field kinds for a ZIP Code field.

Fields that don’t have any special mailing significance and unique fields you create must have a field kind of Normal.

Type A field’s type tells Postalsoft what type of information to expect in the field. For

example, Postalsoft expects to find letters, numbers, or punctuation marks in a character field. Most fields are character-type fields.

Type Description

Character A character field holds any characters, such as letters, numbers, punctuation

marks, and so on.

Number A number field holds a numeric quantity. Don’t use for ZIP Codes, Social

Security numbers or other numbers that aren’t meant to be calculated mathematically. May have zero or more decimal places specified.

Note:

A number field in Data Sheet view is displayed right justified for eas-

ier viewing of numeric data.

Logical Accepted data includes only T, F, Y, N, (for “true,” “false,” “yes,” or “no”).

Date Date fields contain date data. Values must be in the format mm/dd/yyyy (08/

13/1999) or yyyymmdd (19990813).

Memo The memo field may be present in the layout for compatibility with other

applications using FoxPro compatible memos ( always hidden, and memo data cannot be accessed. We recommend that you do not select this type. Postalsoft cannot open or create files with dBase memo fields (

.dbt

file).

.fpt

file). Memo fields are

Length This is the maximum number of characters allowed in the field. For example, the

State field’s maximum length is 2. The maximum length for any field is 254. You shouldn’t set a field length longer than necessary because it will slow performance and waste disk space.

Chapter 3: Create a mailing list

Decimal places This field property applies only to fields that are true decimal numbers. It defines

the number of decimal places, often zero, in the field. You need to state the number of decimal places in a number field.

Indexed If a field is indexed, you can view and print records in order by this field. For

example, if you choose the ZIP Code field to be an indexed field, Postalsoft can arrange your file in ZIP Code order, which is useful during address correction. This type of index is called a simple index. Having many indexed fields will slow your program somewhat and use additional disk space and memory.

Coded Coded fields accept only certain words or terms that you designate in a separate

file. For example, you could use a coded field to define regions. Then you can select Eastern, Midwest, or Western as possible choices for the coded field. Refer to the online help for instructions on how to create a coded field and a code profile.

Hidden Hidden fields are not displayed on screen. Most of the time, you will want to be

able to see fields on screen. However, you may want a hidden field to protect the confidentiality of information in your records.

DeskTop User’s Guide

The default layout

When you create a new database (File > New), Postalsoft automatically includes the most commonly used fields in the layout. You can alter these fields or delete them from the layout if you want. You can also add other fields to the layout if you need to.

Note: If you create a new file using an existing database, Postalsoft uses the fields that exist in the database. If you create a new file and choose to create a new database, Postalsoft uses the default layout.

The table below shows the fields included in Postalsoft’s default layout. See “Fields” on page 277 for details about these and other Postalsoft fields.

Field Description

First First name

Last Last name

Company Company name

Address_1 First line of the street address

Address_2 Second line of the street address

Create your own default layout

City City name

State State name

ZIP ZIP Code (5 or 9 digit)

DP2 Delivery-point barcode

CRRT Carrier route

LOT Line of travel

LOT_Ord Line of travel order

Err_Stat Error and status codes from address assignment

PST_Seqnum

The presorted piece number for the job. You can index this field, but it is read-only.

Postalsoft’s default layout provides a good starting point for you. If our default layout has everything you need, you won’t need to change a thing! However, if you find that you consistently have to change Postalsoft’s default layout, you can create your own. Once you create your own, Postalsoft uses your default layout for new files.

To set up your default layout, click the Default Database Properties button under Tools > Options.

Chapter 3: Create a mailing list

Fine-tune your layout

Postalsoft makes it easy to design your layout exactly the way you want. You can even go back and change your layout after you initially create it. Consult the online help for complete step-by-step instructions for all of the tasks below.

To edit an existing layout, choose File > Properties > Database.

Make custom fields If you need a field in your layout that is not one of the default or predefined fields,

you can create it by choosing the Normal Field kind and giving the field a name and other properties of your choice. See the online help topic, “Add a field to the layout of new .mdf file.”

Copy another file’s layout

Add fields to your layout

Delete fields from your layout

You can adopt another file’s layout if it fits in with how you want to manage your new file. When you copy another file’s layout, you are only copying the other file’s field properties, not the contents of those fields. After copying another file’s layout, you can make any necessary changes, such as adding or deleting fields. The following elements are copied from the other file’s layout:

 Settings in Print > Printing Options, including options in the Printers and

Printer Fonts tabs

 Presort settings in Tools > Presort > Sort Settings  Data form design  Field components (such as length, type, kind, and so on)  CASS mailer information  Database options set in File > Properties > Document > Database input

You can have up to 255 fields in your layout. You can add predefined fields or your own fields (custom fields) to the beginning, middle, or end of the layout. See “Fields” on page 277.

You can remove predefined or custom fields from the layout if you know that you won’t need or use those fields. For example, you may not need the Phone field, which is included in the default layout.

Change a field’s properties

Reuse job settings with a different database

DeskTop User’s Guide

Caution: If you delete a field from your layout and the database file already

contains records with information in that field, you will permanently lose all information in that field.

You can change the property of a field that is already in your layout. For example, if you discover you have given a character-type field a numeric-type property, you can go back to your layout and change the type to character. See the online help for complete instructions.

If you would like to use the same job settings but with a different database, you can choose a different database file for the current mailing description file. This database file must have the exact layout as the current layout; you will not be able to switch databases unless the layout is exactly the same.

To choose a different database file, choose File > Properties > Document, and click Browse.

Run your settings again When you change databases, you must perform all processes again, such as

address correction, Merge/Purge, and presorting, with the new database file. You also need to create new reports. Any reports that were created with the previous database will be overwritten.

Chapter 3: Create a mailing list

DeskTop User’s Guide

Chapter 4: Import and export data

In this chapter you will learn:

 How Postalsoft interprets information laid out for import and export  Components that are important to the process  The strategy behind choosing these components

Consult the online help for complete instructions on how to import and export files.

Chapter 4: Import and export data

Introduction

Definitions Import: Add records from a separate file to your mailing list.

Export: Create a separate file of records from your mailing list.

Reasons to import and export files

You can import files into Postalsoft so that you can perform a variety of tasks on those incoming records. For example, you can:

 Correct addresses  Find and process duplicate records  Presort and calculate postage  Print address labels in presort order  Print container labels  Generate USPS and other reports

You may, in turn, export these processed files. For example, you may want to sell the list to other companies, export to Microsoft Word Mail Merge documents, or

Link

export to Lorton Data for NCOA

processing.

Import You can import an entire file or just certain records; choose File > Import. With

Postalsoft you can import data even though the incoming list may differ in its layout. The list you import may have:

 Different field names, sizes, or types  Additional or fewer fields than your Postalsoft data file  Fields in a different order  First and last names in one field  City, state, and ZIP Code in one field  ZIP Code and ZIP+4 extension in separate fields  Separate fields for each address component

Export You can export all or just some records from your database to another file. To

access the Export option, choose File > Export.

If you want to export a file for use with a specific program, check the documentation for that program to find out what formats it can read.

Caution: Never attempt to read or modify Postalsoft files directly with a

word processor or text editor. Doing so may corrupt the file.

DeskTop User’s Guide

Import and export considerations

Consider the following factors before you decide to import or export files.

Check available drive space

Before you import or export, you must make sure you have enough available disk space. To check available space on your local drive, choose Help > About Postalsoft.

You can estimate the number of kilobytes (KB) required for importing or exporting a file by dividing the number of records by two. A file of 1,000 records would require at least 500 KB of free hard disk space.

File size Postalsoft does not support importing or exporting files larger than 2 gigabytes

(GB).

Media compatibility To transfer data between computers, the computers on each end of the import/

export process must use the same media types (CD ROM or ZIP disks, for example).

When exporting data, if your computer supports several different media, you may want to ask the person receiving the data what format they require.

Foreign characters Postalsoft does not support importing or exporting databases that contain foreign

characters.

File format Postalsoft makes an educated guess and chooses a file format for you when you

import a file. In some cases you know the imported file’s format. Postalsoft allows you to change its guess, but will let you know if it determines that your choice is wrong.

When exporting, you must choose the file format.

Format Description Import Export

Microsoft Access 97/2000/2002 (

.mdb

)

Microsoft Access files contain one or more tables. Each table can represent the same database with different types of information, or completely different databases.

yes 2000/2002

only

Postalsoft can import from a single Access table at a time. You cannot choose to import certain portions of different tables within an Access file.

Microsoft Excel 2000/2002 (

.xls

dBase compatible (

.dbf

)

Microsoft Excel files contain one or more spreadsheets. Postalsoft can import a single spreadsheet at a time.

)

Many database and spreadsheet programs can read and produce dBase files. With Postalsoft, you can use a whole dBase file or you can import it if you only

yes no

yes yes

want certain records or certain fields from the incoming file.

Data Interchange Format (

.dif

)

Some spreadsheet and database files can produce

.dif

files. The file normally starts with a line that reads “TABLE” and has fields stored in two-line groupings.

“FIRST” 1,0 “LAST” 1,0

“Maria” 1,0 “Peterson” 1,0

yes yes

The example at right displays the first and last fields and an example of data.

Chapter 4: Import and export data

Format Description Import Export

ASCII delimited Many mailing list and database programs produce this kind of file, which is

also referred to as Comma-Separated Values file (CSV) or a Commas-andQuotes file. Some ASCII delimited files don’t have quotes, and some have a tab space instead of a comma. Each record ends with a carriage return and line feed (CR/LF). An ASCII-delimited format looks like this:

“Jane”,”Doe”,”44 Coulee Rd”,”LaCrosse”,”WI”,”54601”

Note:

If the target program expects a comma-delimited ASCII file with names

of the fields in the first record, export in Microsoft Word format.

ASCII fixedlength

Mainframes and minicomputers often use this format. Each record has exactly the same number of characters. Fields are a fixed size and are padded with spaces. Often there’s no separator between records, but there may be a CR/LF.

Microsoft Word mail-merge

Link

NCOA

You can export your data in the required format for NCOA

Microsoft Word is a word processing program. For example, you could export in this format for the purpose of merging a personalized form letter.

Link

processing.

processing and

then send it to Lorton Data, an NCOA

Link

processor, for them to update it. Then you can merge (not import) the data back into your software. See Chapter 8 for more information about exporting your data for NCOA

yes yes

no yes

DeskTop User’s Guide

Associate fields

Postalsoft needs to know what fields you want to import or export and where to place them. Postalsoft displays the field associating window automatically when you import or export files as part of the Import or Export wizard (File > Import or File > Export).

When exporting Associating fields for export is simple: Choose the fields you want to export and

then map them to numbered fields (Field1, Field2, and so on).

When importing When importing, associating incoming fields tells Postalsoft what to expect when

it receives the incoming data. Then Postalsoft can correctly arrange the incoming fields according to your layout. There is some strategy involved in the import process. Let’s look at some examples.

Import example An incoming file contains name data in a Name field. The information varies in

the Name field—sometimes it contains a last name, first name, and middle initial, sometimes it doesn’t have a middle initial.

ABBASSI, SAHIR 6709 HORNWOOD #32 HOUSTON TX 770740000

ABBOTT, ROBERT J 535 GLENCOE CT SHERWOOD OR 971400000

Field association

Imported data

ABEL, KELLY 1706 STACY DR LONGVIEW TX 756050000

ABRAMS, DAVID G 410 DENNYWOOD DRIV NASHVILLE TN 372140000

We must tell Postalsoft what to expect from the incoming file. Here, we would tell Postalsoft that the incoming Name field is in the format “Last+First+Middle.” (The Last, First, and Mid fields must be present in your layout for Postalsoft to import these fields correctly.) Even though some of the incoming records don’t contain middle initials, you still should associate using the middle initial or else you would lose the middle initial from the records containing them.

Incoming file field name Postalsoft associated field name

Name Last + First + Middle

Incoming file Postalsoft layout

Name First Middle Last

Abbassi, Sahir Sahir Abbassi

Abbott, Robert J Robert J Abbott

Abel, Kelly Kelly Abel

Abrams, David G David G Abrams

Chapter 4: Import and export data

Import example 2 You associate fields for address elements, as well. Your incoming file may

contain a ZIP Code in a field called ZIP, and that ZIP Code includes the four-digit add-on with no dash.

You could set up your layout in your Postalsoft file to have a ZIP/ZIP+4 field kind, and then associate the incoming ZIP field with the Postalsoft ZIP field (with a field kind of ZIP/ZIP+4).

Incoming file Postalsoft layout

ZIP ZIP Code (field kind = ZIP/ZIP+4)

188333392 18833-3392

Remember, the name of the field is arbitrary. The important element is the field kind.

Concatenate fields on import

Incoming file

The imported file contains a separate field for each address element

Sometimes your database has separate fields for address elements. If you want to import the elements into one field, it’s called concatenating fields.

Sample data

213 NW Badger Street South Suite 52

Postalsoft Destination Fields

Postalsoft places all of these address elements into one field called Address_1.

Pre Directional NW Pre-directional part of address

Post Directional South Post-directional part of address

Primary Name Badger Primary name part of address

Primary Range 213 Primary range part of address

Street Suffix Street Street suffix part of address

Unit Designator Suite Unit designator part of address

Secondary Range 52 Secondary range part of address

Concatenate fields on export

You can also concatenate fields during the export process in the Export Fields window. For example, you may want to export one field that contains the data, “Last, First” instead of two separate name fields.

Each concatenated field that you save is automatically loaded in the Postalsoft fields list during export, if it contains valid database fields. You can edit and delete any of the concatenated fields you create; click the Edit field or Remove field button.

DeskTop User’s Guide

Click the New field button to create your own concatenated field. In the Custom Field Export window:

1. Click the Field/Constant drop-down list, and choose a field or a constant, such as a comma or a dash, or type your own constant text. For this example, choose the field, Last.

2. Click the Concatenation drop-down list, and choose & (one space) or

+ (no space) between the fields or constants. For this example, choose + (no space).

3. Repeat steps 2 - 3 until you have created your concatenated field. See the following image to complete this example.

4. In the Field Name box, enter a descriptive name.

5. Click OK, and complete your export.

Chapter 4: Import and export data

Settings Library

If you often import and export files, you may find it useful to save your settings in the Settings Library. The Settings Library stores groups of settings as single components. After you save a component, you can load it into Postalsoft to help save you time when importing or exporting.

Import settings You can save all settings from the import wizard as an Import Plan component,

except the imported file name. To save a component:

1. Choose File > Import, and complete each step of the wizard as you want.

2. In the last window, Associate Imported Fields, click the Save Import Plan button.

3. In the Settings Library, complete the Name and Description fields. Review the component’s details to make sure that your settings are correct.

4. Click Save.

After you save components, you can load one from the Import File Format window. To do so, click the Load Import Plan button, choose a component appropriate for the current job, and click Load.

Export settings You can save the entire export wizard as an Export Plan component, except the

exported file name.

The Settings Library is not available for NCOA

Link

exports.

To save an export plan:

1. Choose File > Export, and complete each step of the wizard as you want.

2. In the last window of the export wizard, click the Save Export Plan button.

3. In the Settings Library, complete the Name and Description fields. Review the component’s details to make sure that your settings are correct.

4. Click Save.

After you save a component, you can load it into the export wizard from the Export File Format window. To do so, click the Load Export Plan button, choose a component appropriate for the current job, and click Load.

DeskTop User’s Guide

Access a dBase file

If you have a dBase file that you’d like to use in Postalsoft, you can either import all or part of the file or use the whole dBase file.

Use the whole dBase file if:

 You want to use all the records in the dBase file.  You don’t want to append the data to an existing Postalsoft file.

To use a whole dBase file, choose File > New, enter the dBase file’s name in the File Name box and select Use Existing Data File. Then enter an .mdf name.

Import the dBase file if:

 You want to append all or part of the dBase file to an existing Postalsoft

 Your dBase file doesn’t have fields you’ll need for presorting (for example, if

 The file contains fields that you want parsed (for example, if first and last

mailing list.

city, state, and ZIP Code information is all in a single field).

name are in the same field, and you want them in separate fields).

Copy Postalsoft’s .dbf file

 The dBase file has memo fields using a FoxPro memo file (.fpt extension). If

the .fpt file is not present, you won’t be able to import the file.

If you want to use the .dbf file from Postalsoft with another program, we recommend this: Make a copy of the file in the other program’s directory and use the copy instead of the original .dbf file.

Some programs claiming to be dBase-compatible do not write files that are fully dBase-compatible. If another program writes erroneous or incompatible data into the .dbf file, your entire mailing list could be corrupted or unreadable when you open it with Postalsoft.

Some programs claim to export dBase-compatible files, but their field names are not actually dBase-compatible. Make sure your field names are 1 to 10 characters long; start with a letter; and contain only letters, digits, and the underscore character.

Important: Do not use a word processor to open or modify a Postalsoft

file (.mdf, .dbf, or .cdx). Doing so may cause file corruption, loss of data, errors, or system crashes.

Chapter 4: Import and export data

Import an Access table

To successfully import Microsoft Access data, plan ahead. Microsoft Access tables have many field types that don’t have a corresponding field type in Postalsoft. (Postalsoft uses the dBase/FoxPro file format.) below when importing Access tables.

After you import the file, check your data to make sure that the fields imported as you expected. If you have lost data, or some fields imported incorrectly, you may want to try importing again after making field adjustments in Postalsoft.

One table at a time You can import one table at a time from Access. If you want to import more than

one table from the Access file, you can perform the import process multiple times until you have included all of the tables you need.

Keep in mind that when you import multiple tables from one Access file, any subsequent table imported will result in additional records. Do not expect data related to the records already imported to be added to the existing records.

Example Let’s say you want to import two tables from an Access file. Table A contains

names and companies for 1000 records. Table B contains addresses for the same 1000 records, but does not contain the names. The results from importing both tables will equal 2000 records: 1000 with names but no addresses, and 1000 with addresses, but no names.

Follow the guidelines

Decide which fields to import

How to avoid truncated and lost data

Import the same field types

Before you import, examine the fields and data types in the Access table and decide which fields you want to import.

 If you import to an existing Postalsoft file, decide how you will match the

Access fields to the existing fields in Postalsoft. Adjust Postalsoft field lengths whenever possible to avoid losing data.

 If you import to a new Postalsoft file, set up your Postalsoft fields and field

types with the Access field types in mind.

 When importing text- and memo-type Access fields to character-type fields

in Postalsoft, data will be truncated (lost) if it exceeds the target field length.

 When importing date/time data, time data will be lost.

 When importing Currency, AutoNumber, and Number data types to number-

type fields in Postalsoft, imported data may not correctly reflect the original number or value.

For more information on what could happen if you import field types that are incompatible with Postalsoft fields, see the table on page 49.

Avoid importing fields that don’t have the same field type in Postalsoft. Match non-text type fields to None in the Associate Fields window. When you do this, those fields don’t import.

If you decide to import non-text Access fields (like numbers) into Postalsoft, see “Field association” on page 49 for a list of non-text Microsoft Access fields and the field types you should match them to in Postalsoft.

DeskTop User’s Guide

Field association The chart below shows non-text Access fields (and one text field type) and the

field types that you should match them to in Postalsoft. The Conversion results column lists the limitations you should be aware of.

Microsoft Access field Postalsoft field

Data type Field size prop-

erty

AutoNumber Long integer Num

Data type Conversion results

Results are undefined if the value is too large for

0 decimal places

the target field length. Postalsoft won’t add numbers or verify uniqueness.

Currency Currency Num

2 decimal places

Results are undefined if the value is too large for the target field length.

Date/Time N/A Date Only the date portion is imported.

Memo N/A Char Data is truncated if it exceeds the target field

length. This field can only be imported to Chartype fields because displaying or editing Memo fields is not supported in Postalsoft.

Number Long integer Num

0 decimal places

Number Double Num

2 decimal places

Results are undefined if the value is too large for the target field length.

Results are undefined if the value is too large for the target field length or if the value has decimal places set at a number other than 2.

Number Integer Num

0 decimal places

Number Single Num

2 decimal places

Results are undefined if the value is too large for the target field length.

Results are undefined if the value is too large for the target field length or if the value has decimal places set at a number other than 2.

Tex t N/A Char Data is truncated if it exceeds the targeted field

length.

Ye s/ N o N/A Logical Imports with no problems.

Byte

Replication ID

Cannot import.

OLE objects

Link

Chapter 4: Import and export data

DeskTop User’s Guide

Chapter 5: Manage your mailing list

This chapter explains the importance of:

 Backing up your data  Entering data  Managing your data  Indexing the database  Importing and exporting Settings Library components

Chapter 5: Manage your mailing list

Database location

It is a good practice to keep your data files in a data directory that is separate from Postalsoft’s directory. In this way, when you perform a backup of your data files, they are all in one location.

You can change the location where Postalsoft looks for files when you use File > Open or click the Open icon

on the toolbar.

Change the default location

Choose Tools > Options > Main File Locations button, and enter the new default location in the Data section, or click Browse to search for or create the location.

After this is set, the next time you open a file using File > Open or the Open icon on the toolbar, Postalsoft opens the new directory you have set, and the Open window lists all the files in the location you specified.

Example

DeskTop User’s Guide

Enter data in your file

Thi

When you open your mailing description file, you are also opening the database file. As you enter information into your mailing description file (adding and editing records), you are entering data into your database file. If other users are sharing the database file through their mailing description files, they will also share the new information you are adding.

Caution: You can permanently delete shared information from the

database file by eliminating data in fields or deleting fields in the layout.

There are two ways to view your database file.

 The Data Form view offers a view of your database one record at a time.

 The Data Sheet view shows records in a spreadsheet-like format.

Data Form view To access the View Data Form option, choose View > Data Form.

As you enter data in your mailing list, you can move from field to field by pressing the Tab key. The fields are highlighted as you tab through the record. You enter data in the highlighted field.

s shows an empty record in Data Form view.

Data Sheet view To access Data Sheet view, select View > Data Sheet. See multiple records and

use the scroll bars to view additional records in Data Sheet view. You can resize, rearrange, and hide columns without switching to a separate design window. Click on a cell to edit or change the information in that cell.

In Data Sheet view, you can see many records at once.

Chapter 5: Manage your mailing list

Manage your data

Postalsoft provides many techniques and shortcuts for managing your data. Whether you want to add repetitive data or delete a specific group of records, Postalsoft provides the tools you need.

Consult Postalsoft’s online help for complete instructions. Search the online help’s index with keywords: default, field, coded, notes, and indexed.

Use default data To work with default fields, use these commands:

 Edit > Set Default Field  Edit > Get Default Field  Edit > Get All Default Fields  Edit > Remove Default Field

If you need to enter numerous records that have the same data for one or more fields (for example, the same city and state), you can save a default value for these fields. Then you can enter the saved values very quickly, without having to retype them. You can set one or more default fields and then recall them one at a time or all at once.

First you save the default data (the data that is the same in each record). Then you recall the default data to paste it into another record.

You can also clear, or remove, a default field to make Postalsoft “forget” the default value for the selected field.

Enter data in coded fields

Entering data into a coded field is the same as entering data in any other field, except that when you leave a coded field, Postalsoft checks the data entered against a list of valid codes you created (called a code profile). This means that the coded field can only contain certain defined data. To see if a field is coded, choose File > Properties > Database.

You can add codes to the list of valid codes while you are working in Postalsoft. When you leave a coded field, if the code entered isn’t a valid code, Postalsoft lets you add it or cancel. You can remove entries from your code profile.

Save notes You can save notes with each mailing description file. Notes are details about the

database, such as when it was created and changed, or whatever you like. To enter notes, choose File > Properties > Document, File Information tab.

Select records Before performing any action on your mailing list, you can select certain records.

To select certain records, choose Records > Select. Then, you can perform the action on just the selected records.

For example, you may need to perform address correction for only a certain geographical area, such as Wisconsin, Minnesota, and Iowa. To do this, before beginning the address correction, you could select records whose State fields contain WI, MN, or IA. Then, when you correct addresses, you would choose to include only the selected records.

DeskTop User’s Guide

Search for a record There are several ways that you can search through your records in Postalsoft

(Search > Find or Search > Go To Page Up or Page Down). You can search for a specific record or casually browse through your records.

Delete records You can delete records one at a time or in a group (Edit > Delete Record or

Records > Delete Selected).

Deleted records still reside in the database and are available to you in case you need to access them again. You can even display deleted records (View > Deleted Records). If you want to include deleted records in an operation, you must include deleted records in your current view.

You can un-delete deleted records too. Once they are un-deleted, they can be viewed with the non-deleted records (View > Non-Deleted Records).

Deleted records are not truly deleted. They’re simply marked for deletion. To permanently purge them from your database, you must “remove” them (see “Remove deleted records” on page 55).

Recover records You can undelete records one at a time or in a group (Edit > Undelete Record or

Records > Undelete Selected). When you un-delete records, you make them an active part of your mailing list again.

To undelete records, follow these steps:

Remove deleted records

1. Choose View > Deleted Records.

2. Choose Records > Select > All Records (or use selection criteria).

3. Choose Records > Un-Delete Selected.

4. Choose View > Non-deleted Records.

5. Choose Records > Un-Select All Records.

This process will only work if you have not deleted records via Tools > Remove Deleted Records

Postalsoft does not physically remove records that you delete in case you need to access them again in the future. To permanently purge deleted records from your database, you must remove them (Exclusive mode only: Tools > Remove Deleted Records).

When you remove deleted records from your mailing list, Postalsoft assigns each remaining record a new record number.

Important: If you export to NCOA

must not remove deleted records until you have merged the NCOA

Link

or perform an ACS mailing, you

Link

or ACS data back into your database. Postalsoft will warn you if you try to remove deleted records when you shouldn’t.

Change capitalization You can convert the data in your records or just certain fields in your records to

UPPERCASE, lowercase, or Mixed Case. To change casing, choose Records > Change Case. You can perform this case conversion on all records, the current record, or just certain records that you select.

Chapter 5: Manage your mailing list

You can also convert the capitalization of your address data or all fields during address correction.

If there are unusual names that require special capitalization treatment, you can add them to the mixed case table (mixcase.tbl), which is located in the System subdirectory where Postalsoft is located. Use Notepad or other text editor to open the file. After you add the words, save and close the file.

Replace text in fields You can replace text in a field in selected records (Records > Replace). This is

useful if you want to make your records more consistent. For example, you could replace all occurrences of “Incorporated” with “Inc.” in a Company field.

It’s a good idea to make a backup of your file before replacing text in fields, in case you change something you didn’t intend to change.

Change the characteristics of your fields

Change the characteristics of your fields in the database file by going to the Record Layout window (File > Properties > Database), where you can:

 Add fields to the layout  Delete fields from the layout  Edit field properties  Rearrange field order

The changes you make here affect your database file.

Change the data entry sequence

Change the position of the fields on your screen or the data entry sequence in your .mdf file. Changes you make here affect only the .mdf file and won’t affect your database file.

In Data Form view, switch to Data Form Design (View > Data Form design) and drag and drop the fields in the order you prefer.

In Data Sheet view (View > Data Sheet), drag and drop the columns in the order you prefer.

Save your work You do not have to constantly save your file as you work because Postalsoft

automatically updates the database file as each record is changed. Postalsoft saves the mailing description file (.mdf) each time you exit the program and each time you save.

Tip: You can make backup copies of your files and store them in a separate folder. Use Windows Explorer, select the file’s .mdf, .dbf, and .cdx and choose Edit > Copy. Then paste them in a different location.

DeskTop User’s Guide

Index your database

Simple and complex indexes

Description Function

Simple

Complex



Contains one field



Is named after the field it represents



Is case insensitive (upper case)



Is arranged in ascending order



Contains one or more fields, whole or partial



Is named uniquely following dBase naming conventions



Is case sensitive (or insensitive)



Is arranged in ascending to descending order

There are two types of indexes that you can use to arrange your mailing lists:

 Simple: Arrange your records in order by any field that is indexed. For

example, if the last-name field is indexed, you can arrange your mailing lists by last name. Likewise, if the ZIP field is indexed, you can sort records by ZIP Code. This type of indexing is called simple indexing.

 Complex: Arrange your records in a specified order by using more than one

field. Not only can you use multiple fields, but you can choose specific parts of the field. For example, arrange your records by last name, then ZIP Code.

When you arrange your file based on an index, it affects the order in which records are viewed in Data Sheet and Data Form views. You can also export and print non-presorted labels in order by an index.

Here’s a more detailed comparison of the two types of indexes.

Postalsoft converts all elements in the field to upper case and arranges the records based on the index field chosen in ascending order.

Postalsoft arranges the database in the order specified in the complex index, according to all specified field attributes.

How to index a field To index a field:

1. Choose File > Properties > Database.

2. Select the Indexed option in the field’s row.

3. Click OK when finished.

Chapter 5: Manage your mailing list

Complex indexes If you want to use complex indexing, you need to first understand expressions.

Expressions When you create a complex index, you are joining expressions together. An index

expression translates an index to dBase language so Postalsoft knows how to interpret your index. Postalsoft creates the expression based on the choices you make when you create a complex index. Here is a sample expression:

UPPER(ZIP) + UPPER(LAST)

Example of a complex index

Shifts the ZIP Code field to upper case and arranges them in ascending order.

The plus sign joins the two fields together. There can also be a minus sign here. A minus sign moves all extra spaces in the previous field to the end.

Shifts the Last Name field to upper case and arranges them in ascending order.

Here is sample data arranged using the complex index expression above. The index arranges the data first in ZIP Code order, then ascending alphabetical order by last name.

Expression:(UPPER)ZIP + (UPPER)LAST ZIP Code Last Notes

44017-2130

Wolanski Wolanski

44017-2153

“W”

is at the end of the alphabet yet

with this index it comes before “

”

(Harrison) because of the ZIP Codes.

Harrison

All of these names are in alphabetical

44017-2184

order, but only in each ZIP Code range.

Poyer Snow

44017-2407

Tramba Tramba

These two names are listed last, even though they begin with the letter “

.”

How to use your index

DeskTop User’s Guide

To use a simple or complex index, select it from the Index drop-down list, or choose Records > Indexed By.

If the field you want to use isn’t present in the Index By drop-down list, you must make the field indexed. Then when you access the Index By list, your field will be present.

How to work with several lists

You can have up to eight mailing description files open at once. Arrange the files side-by-side (Windows > Tile Horizontally, or Windows > Tile Vertically) or in an overlapping pattern (Windows > Cascade).

Copy records between files

You can copy records (Edit > Copy Record) from one Postalsoft file to another, either one record at a time, or as part of a group. Postalsoft uses the Windows clipboard to store records that you copy or cut. After copying or cutting a record, you can paste (Edit > Paste Record) it into another Postalsoft file; you can even paste it into a word-processing document, if you like.

When you copy records from one Postalsoft file to another, the records are appended to the target list. The order in which Postalsoft appends the records is the current index order of the source file.

Tip: If you need to copy a lot of records to another file, it may be faster for you to export those records by criteria (in the dBase format), and then open the exported file in Postalsoft if you’re creating a new mailing lists. Or you could import the file you exported into an existing database.

Chapter 5: Manage your mailing list

Import and export Settings Library components

Postalsoft includes an import and export feature for the Settings Library. If you run Postalsoft on more than one computer or if you update to a new computer, you can transfer components from one computer to another.

For example, perhaps you have two computers in your office that run Postalsoft. Instead of starting a new job on one computer, you can now share Settings Library components, such as the presort or record layout components. Importing and exporting components between computers can save you a lot of setup time.

How to export components

To export a Settings Library component:

1. Choose To o l s > Op t ions , and click the Settings Library button under General.

2. In the Manage Settings Library window, select the component(s) you want to export.

For example, if you need to start a new job on another computer, you can select a record layout component to export. Then, you would not have to set up your record layout from scratch on the new computer.

3. Click the Export button.

4. Navigate to the location you want to save the component. This location can be directly on a disk or anywhere that is easy for you to access.

5. Type the file name for the component, and click Save. All selected components are saved in one .xml file.

6. Click OK to close the successful export message.

Transfer your components

DeskTop User’s Guide

After you export component(s) from Postalsoft, you can transfer the saved .xml file to the new computer. You can copy the file onto a CD, or whatever works best for you to transfer files between your computers.

On the new computer, copy the .xml file into a directory that is easy for you to access. You do not need to store it in the Postalsoft directory.

The settings.xsl file: When you export your component(s) a settings.xsl file is saved in the same location as the .xml file. This file is there so that you can open the .xml file in your web browser, such as Internet Explorer, to view the component details.

If you want to open the .xml file on the new computer, you must transfer this settings.xsl file along with your .xml file.

View the details To view the details of your exported component, open the .xml file in your web

browser, such as Internet Explorer or Netscape. The following image is an example of a record layout component.

How to import components

To import a Settings Library component into Postalsoft:

1. Choose To o l s > Op t ions , and click the Settings Library button near the

bottom of the window.

2. In the Manage Settings Library window, click the Import button.

3. Navigate to the location that you previously placed the .xml file—your

exported component(s).

4. In this location, choose the .xml file you want to import. Click Open.

5. Click OK to close the successful import message. The component now

appears in the Component listing.

Chapter 5: Manage your mailing list

DeskTop User’s Guide

Chapter 6: Address correction

Postalsoft can correct address data and assign codes for postal automation, data enrichment, and other purposes. When Postalsoft corrects addresses, it is standardizing them to USPS (United States Postal Service) standards.

This chapter explains Postalsoft’s address-correction features and options and how you can apply them in common situations.

This chapter also explains the for-sale options: Delivery Point Validation and

Link

LACS

. These options are available in DeskTop Mailer only.

Chapter 6: Address correction

Introduction

We’re CASS-certified Postalsoft’s assignment engine, ACE, is certified by the USPS under its Coding

Accuracy Support System (CASS) program. This recognition gives Postalsoft users the highest possible confidence in Postalsoft’s address correction.

Because the CASS certificates change frequently, we post the most recent ones on our Customer Care web site. You can access this web site at

http://www.firstlogic.com/customer

References  USPS Publication 28, Postal Addressing Standards, lists most of the

guidelines that Postalsoft must follow when it corrects addresses.

 Domestic Mail Manual (DMM), the official source of USPS mailing rules,

lists rules regarding CASS certification, the 3553 form, and more.

 Other helpful USPS publications. Ask your postmaster or USPS account

representative about them.

Extract utility Extract is a tool to make a geographical subset of your ZIP+4 directory files. This

is a handy tool if most of the addresses you process are in a particular state or region.

Refer to “Extract” on page 322 for more information about the Extract utility.

DeskTop User’s Guide

Terms for address components

When referring to the components that make up an address, we use same terms that the USPS uses, with one exception:.We call the line that contains the name of a company “Company;” the USPS calls it “Firm.”

See the following example for a listing of each address component.

Postal barcode

Company

Dual address

Assigned address

Last line

|546504331019|

John Dough, President North American Bakery Supply PO Box 9175 2001 West Harbor Drive North Suite 152 Onalaska, WI 54650-4331

City

State

Postal codes

54650-4331 01 9

DP2

(Together, these four numbers are the basis for the postal barcode. Usually, only the ZIP and ZIP4 are printed in numeric form.)

check-digitZIP+4 (ZIP Code and 4-digit add-on)

Address-line components

Primary address

Secondary address

2001 West Harbor Drive North Suite 152

Primary range

Primary name Postdirectional

Suffix

Secondary

Unit designatorPredirectional

range

Chapter 6: Address correction

What is address correction?

When Postalsoft corrects or standardizes an address, it gives you back a corrected, complete form of that address. At the same time, Postalsoft can give you useful codes for postal automation and other purposes. To correct your addresses, choose Tools > Correct Address.

Address hygiene Most Postalsoft users want to make sure that their address data is correct and

complete. To deliver this, Postalsoft relies on USPS directories of addresses.

 Postalsoft verifies that the city, state, and ZIP Code agree with one another. If

you have only a city and state, Postalsoft usually can add the ZIP Code, and vice versa.

 Postalsoft can standardize the address line, too. For example, Postalsoft can

correct a misspelled street name, fill in missing information, and delete unnecessary punctuation.

 If your address list contains any undeliverable addresses (vacant lots or

condemned buildings, for example), Postalsoft identifies these for you.

 Postalsoft can also assign error and status codes to help you find out why

addresses were not assigned or how they had to be corrected.

Before standardization After standardization

Preparation for matching

Address = 1390 valhalla City = deltona pines State = fl ZIP = 32738

Many Postalsoft users perform duplicate detection (see “Find duplicate records”

on page 89) after standardizing addresses. When comparing two addresses to see

Address = 1390 Valhalla Street City = Deltona State = FL ZIP = 32725-1732

if they match, it’s important to have standardized data—otherwise, the smallest typographical error might keep you from finding matches you should find.

Data enrichment With Postalsoft you can append many useful codes to your records, such as the

county number and congressional district number.

Before standardization After standardization

Address City State

route 1 box 44a

stodard

Address City State ZIP

------------------------County Code Congressional Code

RR 1 Box 44A

Stoddard

54658-9610

---

----------------------

123

Postal automation Some companies use Postalsoft to help them qualify for discounted postage on

their mailings. There are several postal automation codes, including the carrierroute number, delivery-point code, and line-of-travel number. Postalsoft can assign all of these codes to help you qualify mailings for the lowest possible rates.

DeskTop User’s Guide

Before standardization After standardization

Address City State ZIP

1070 shorewood dr

la crose

S4601

Address City State ZIP

-------------------------Delivery Point Code Carrier Route Number LOT Number LOT Order

1070 Shorewood Drive

La Crosse

54601-7019

---------------------------

C026

0120

Chapter 6: Address correction

How address correction works

Postalsoft follows these steps when it processes an address:

1. Input. Whether you’re standardizing one record’s address or many addresses in a file, Postalsoft processes one record at a time.

2. Parse. Postalsoft breaks down the address into its components: postal code, city, state or province, house number, street name, and so on.

3. Pre-standardize. Postalsoft pre-standardizes the parsed components to match to the patterns of the postal directories. For example, Postalsoft converts the data to full capitals, corrects any nonstandard abbreviations, and strips out punctuation and extra spaces.

4. Match last line. Postalsoft reads the city, state, and postal code. Then Postalsoft searches for matching data in the City and ZCF directories.

This process goes two ways: First, Postalsoft looks up the city and state, to find all postal codes for the city; then it looks up the postal code, to find all possible cities for that postal code. By comparing the results of these two look-ups, Postalsoft can verify that the last-line components agree with each other. Postalsoft may also correct the spelling of the city and state. If successful, the address is called a last-line match.

If the last-line components do not agree, Postalsoft expands the search to encompass a larger metro area.

5. Match address line. Postalsoft searches the National ZIP+4 directory, looking for records that might match the input address line, secondary address, and company.

Postalsoft evaluates all potential matches and assigns a confidence score to each one. Postalsoft then selects the record with the highest confidence score. To be chosen, a record must have a high confidence score, and score distinctly higher than any other possible matches. If successful, the address is called an address-line match.

Once Postalsoft has chosen a matching record, it can finalize the postal code and assign other codes.

6. Results. Postalsoft offers two types of resulting data:

 Corrected data for the address-related fields in your records.

 Additional codes and components generated during look-up.

DeskTop User’s Guide

Standardized fields

The fields listed below are the only fields affected when you standardize addresses. Other fields, such as a phone number field or a last name field, remain unchanged.

See Appendix A for details about how Postalsoft updates these fields.

Field Description

Address_1 Street address line 1

Address_2 Street address line 2

City City name

Congr_CD Congressional district code

County County name

County_CD County code

CRRT Carrier-route code

Note: You can select options to not standardize some of the fields listed below, even if you are standardizing others.

DP2 Delivery-point 2-digit add-on code

DPC Delivery-point check-digit

Err_Stat Status code (if the record is found) or error code (if the record

is not found)

LACS Move update data from NCOA

address conversion

LOT Line-of-travel number

LOT_Ord Line-of-travel order

Plus4 4-digit add-on to the ZIP Code (only use with ZIP5 field)

Rec_Type USPS record-type code

State Two-character state abbreviation

URB PR Urbanization code is a place name that denotes a neighbor-

hood or subdivision

ZIP 5- or 9-digit ZIP Code (with a hyphen)

ZIP5 5-digit ZIP Code

ZIP9 5- or 9-digit ZIP Code with no hyphen

ZIP_Move ZIP Move realignment indicator

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that identifies the type of

Chapter 6: Address correction

Correction options

By default, Postalsoft’s correction options are set so that your mailing will conform with the USPS-preferred standardization style. However, you can change these settings if you need to (Tools > Correct Address > Correction Settings).

Here’s an example of how Postalsoft updates a record, using the default settings:

Before standardization After standardization

Change the settings to meet your needs

Address =1070 shorewood drive City =la crose State = wi ZIP =S46Ol

Address = 1070 SHOREVIEW DR City = LA CROSSE State = WI ZIP = 54601-7019

By default, Postalsoft corrects all address components and converts them to capital letters. Postalsoft also adds the 4-digit ZIP Code extension.

You can set the correction options to meet your needs. For instance, you may choose not to update some of the address components, or to convert the data to a mix of upper and lowercase.

Refer to Postalsoft’s online help for details about address correction options.

DeskTop User’s Guide

Suggestion lists

Ideally, when Postalsoft looks up an address in the postal directories, it finds exactly one matching record. When the original data is good, Postalsoft should be able to determine exactly one matching record—one combination of city, state, and ZIP—in the City and ZCF directories. Then, during the lookup in the National ZIP+4 directory, Postalsoft should find exactly one record that matches the address.

To enable suggestions, choose Tools > Correct Address > Correction Settings and select Suggest Changes for Records Not Found on the applicable tab.

Many times, Postalsoft can do this even when the original data is not complete. In many cases, all Postalsoft really needs to standardize an address is the right ZIP Code, house number, and some of the street name.

Before standardization After standardization

Address = 1000 vin ZIP = 54603

Breaking ties Sometimes it’s impossible to pinpoint one matching record in the directory.

Address = 1000 Vine Street City = La Crosse State = WI ZIP = 54601-3474

Postalsoft may find several directory records that are near matches.

When Postalsoft gets close to a match, but not quite close enough, it assembles a list of the near matches—the suggestions. Postalsoft presents its suggestions, you pick one, and Postalsoft tries again to assign the address.

For example, given the incomplete last line below, Postalsoft could not reliably choose one of the four cities. But if you choose one, Postalsoft can go ahead with the rest of the assignment process.

Original record Possible matches in the City/ZCF directories

Address = 1000 vine City = State =

lac wi

La Crosse, WI 54601 Lac du Flambeau, WI 54538 Lac Courte Oreilles Indian Reservation, WI 54806 Lac du Flambeau Reservation, WI 54806

The same can happen with address lines. A common problem is a missing directional. In the example below, there is an equal chance that the directional could be North or South. Postalsoft has no basis for guessing one way or the other.

Original record Possible matches in the National ZIP+4

You’ll need more information

This is not a guessing game

Address = ZIP = 54601

121 dorn

100-199 Dorn 100-199 Dorn

Place Stree t

A badly misspelled street name could also cause a “tie.”

Original record Possible matches in the National ZIP+4

Unresolved suggestions

When to turn on suggestion lists

Suggestion lists and CASS certification

Original record Possible matches in the National ZIP+4 dir.

Address = City =minneapolis State =mn

5231 penn ave

5200-5299 Penn Ave 5200-5299 Penn Ave

North South

(ZIP 55430) (ZIP 55419)

If you were to guess the directional, and guess wrong, then your information for that customer will be incorrect. If you’re doing a mailing, your mail to this customer would go through the wrong post office, about 10 miles away. At a minimum, it’s going to be badly delayed. But, it might never be delivered.

If Postalsoft produces a suggestion list, but you have already given all the data available to you, then you may need to accept that the address simply cannot be assigned. Or perhaps it can be assigned only at the ZIP level.

Suggestion lists are useful tools when you’re processing one address at a time. When you process large groups of records with suggestion lists enabled, the process may be too slow to be useful (if many records bring up a suggestion list).

There’s a strong incentive to use Postalsoft to assign every possible address. The USPS requires complete separation of the automation mail stream from other mail. So mailers have two incentives to barcode every possible piece:

DeskTop User’s Guide

 Postage discounts for barcoding are very attractive.

 Splitting the mail into automation and non-automation streams causes hassles

and inefficiency in mail preparation. To keep your operation running smoothly, you should cut down the non-automated portion as much as you can.

CASS rule The USPS does not permit us to generate a 3553 form when suggestion lists are

used in address correction. The USPS suspects that users may be tempted to guess. Misrouted mail is expensive for the USPS to handle.

Therefore, when you use Postalsoft to assign a single record at a time or multiple records with the suggestion list turned on, you cannot get a 3553 form covering the addresses that you assign. The form is available only when you perform address correction for groups of records without suggestion lists enabled.

Tips for using the suggestion lists

Because of the CASS rule explained above, you must standardize the whole mailing list again to get a 3553 form that covers your entire database.

Some customers prefer to have Postalsoft perform the bare minimum of processing during that second batch run. That minimum is that Postalsoft must update the ZIP Code. All other fields can go untouched, but Postalsoft must update the ZIP Code or it will not generate the 3553 form.

Chapter 6: Address correction

Delivery Point Validation

What is DPV? Delivery Point Validation (DPV) is a USPS technology that helps validate the

accuracy of address information. With DPV, you can identify addresses that are Undeliverable As Addressed (UAA) and determine whether or not an address is a Commercial Mail Receiving Agency (CMRA), a private business that acts as a mail receiving agent. DPV uses data that the USPS provides to CASS vendors, such as Business Objects.

DPV can be useful in the following areas:

 Mailing: DPV assists in screening out undeliverable-as-addressed (UAA)

mail and cuts down on mailing costs.

 Information quality: DPV's ability to verify an address down to the

individual house, suite, or apartment rather than block face increases the data's level of accuracy.

 Increased assignment rate: Using DPV tiebreak mode to resolve a tie when

other tie-breaking methods are not conclusive may increase assignment rates.

 Preventing mail-order-fraud: DPV can assist merchants by verifying valid

delivery addresses and Commercial Mail Receiving Agencies (CMRA). This can eliminate shipping of merchandise to individuals placing fraudulent orders.

USPS goals and requirements

Postalsoft’s DPV option

The USPS is trying to remove UAA mail from the system. It costs millions of dollars every year to mail and handle UAA mail. Thus, as part of CASS Cycle L, which begins August 1, 2007, the USPS will require DPV.

Starting with CASS Cycle L:

 The CASS report will be produced only when you perform DPV and

 ZIP+4 codes will be assigned only for addresses in which the primary

LACS

Link

processing.

address (for example, the house number) is DPV-confirmed. This means that postage discounts will be possible only for those mail pieces with a DPVconfirmed primary address.

For more information about DPV’s effect on postage discounts and reducing undeliverable-as-addressed mail, see:

http://www.usps.com/mailerscompanion/_pdf/novdec06.pdf

DPV is available in DeskTop Mailer as a for-sale option. If you'd like to maintain CASS certification for CASS Cycle L and reduce UAA mail by using DPV, contact your dealer or sales representative, or contact Business Objects at

http://www.postalsoft.com

to order the DPV option.

DeskTop PostalCoder does not support DPV processing. If you'd like to maintain CASS certification for CASS Cycle L and reduce UAA mail by using DPV, consider upgrading to DeskTop Mailer or Postalsoft Business Edition and purchasing the DPV option. To upgrade, contact your dealer or sales representative, or contact Business Objects at http://www.postalsoft.com

DeskTop User’s Guide

DPV locking

False-positive addresses are included with DPV directories as a security precaution. If DPV detects one of these false-positive addresses during processing, Postalsoft marks the record as a false-positive address and discontinues DPV processing. This action is referred to as DPV locking.

Each company that purchases the DPV functionality is required to sign a legal agreement stating that it will not attempt to abuse the DPV product. If a user abuses the DPV product, the USPS has the right to prohibit the user from using DPV in the future.

Lock codes If you encounter a false-positive address during processing, Postalsoft displays an

Alert message. It contains your DPV Lock Code and DPV Locking Address Information. This information is also added to your Job Summary report.

If you turn off DPV and run address correction again, the original Job Summary report containing your locking information is lost. Be sure to keep a copy of this information.

How to unlock DPV When DPV is locked, you cannot run DPV again without unlocking it. To unlock

DPV:

1. Locate your DPV Lock Code and your DPV Locking Address Information.

You can locate this information in the Processing Alert, which appears onscreen during processing, or in the Summary Information report.

2. Go to http://www.firstlogic.com/customer and log in with your Customer ID

and Password.

3. Click Retrieve DPV Unlock Code under the Product Information section.

4. Fill out the form using your DPV Lock Code and DPV Locking Address

Information.

5. Click Submit, and follow the directions on screen.

If you do not have web access, you can contact Customer Support and they will guide you through the steps to unlock DPV.

Chapter 6: Address correction

DPV performance

DPV processing speed depends on your operating system, computer configuration, and what other processes you are running at the same time.

If you are performing DPV processing for multiple records, you may load the DPV directories to memory, which can significantly improve DPV performance. Loading to memory requires at least 1.0 GB of memory, because the directories require 550 MB of continuous free memory and your operating system and other applications will use additional memory. Therefore, we strongly recommend that you install at least 1.5 to 2.0 GB of memory, especially if you are running

Link

LACS

If you do not load the directories to memory, then only 35 MB of memory are required to read the DPV directories. Make sure you have enough memory available before performing DPV processing.

Memory options To set the memory options:

1. Choose To o l s > Op t ions .

2. In the Address Correction section, click the Default Settings button.

3. Go to the Multi-Record tab.

processing at the same time.

4. Select the Load to Memory option if you want to try to improve processing speed by loading the DPV directories to RAM.

5. Select the Stop Assigning If Out of Memory option to quit address assignment if your system doesn't have adequate memory (at least 550 MB free contiguous RAM). If you do not select this option and your system doesn't have enough memory available, DPV processing will continue, but at a slower speed.

DeskTop User’s Guide

Perform DPV processing

Prepare your database

Load the DPV directories

Perform DPV processing as part of address correction

If the DPV fields aren't already in your layout, follow these steps to add them:

1. Choose File > Properties > Database.

2. In the Record Layout window, click Multiple Fields.

3. Select DPV (Select All).

4. Click OK.

For details about the DPV directories and how to install them, see “Postal

directories” on page 15.

1. Choose Tools > Correct Address > Multi-Record.

2. Set the DPV option to Tiebreak or Tiebreak and Validate.

 Validate: DPV's validate mode determines if an address is a valid

delivery point. It can also determine if only the primary range is a valid delivery point. This is often the case when an address matches the highrise default (apartment or office building) but does not match the apartment or suite given.

 Tiebreak: DPV's tiebreak mode resolves situations in which an address

matches multiple addresses in the directories. In tiebreak mode, DPV can determine the correct matching record when other tie-breaking methods are not conclusive.

3. Click OK.

View results After processing, you may want to view the Summary Information report to see

DPV processing results. To print the Summary Information report:

1. Choose Print > Reports.

2. Select the Summary Information report.

3. Click Print.

Chapter 6: Address correction

LACS

Link

What is LACS

Link

LACS

in Postalsoft Postalsoft DeskTop Mailer offers LACS

Link

? The USPS LACS

addresses. These “911” conversions make it easier for police, fire, ambulance, and postal personnel to locate a rural address. LACS when streets are renamed or post office boxes renumbered.

To obtain the new addresses, you must already have the old address data.

Link

LACS

As part of CASS Cycle L, which begins August 1, 2007, the USPS requires

Link

LACS when you perform DPV and LACS

maintain CASS certification for CASS Cycle L, you will need to perform

Link

LACS contact Business Objects at http://www.postalsoft.com option.

Postalsoft DeskTop PostalCoder does not support LACS like to maintain CASS certification for CASS Cycle L, consider upgrading to DeskTop Mailer or Business Edition and purchasing the LACS upgrade, contact your dealer or sales representative, or contact Business Objects at http://www.postalsoft.com

Link

LACS match is found in the LACS database with the LACS information.

Link

product updates rural-route addresses to street-name

Link

also converts addresses

replaces the USPS's Locatable Address Conversion System (LACS).

. Starting with CASS Cycle L, the CASS report will be produced only

Link

processing.

Link

as a for-sale option. If you'd like to

processing on your data. Contact your dealer or sales representative, or

to order the LACS

Link

processing. If you'd

Link

option. To

is an integrated part of address processing. It is not an extra step. If a

Link

directories, Postalsoft updates the address in your

Link

-converted address and provides other LACS

Link

Example of LACS conversion

Link

This example shows a LACS

Link

conversion of a rural-route address to a street-

name addresses.

Original address LACSLink-converted address

RR 2 BOX 204 DU BOIS PA 15801

463 SHOWERS RD DU BOIS PA 15801-6667

DeskTop User’s Guide

LACS

Link

locking

Unlocking LACS

Link

False-positive addresses are included in the LACS

Link

precaution. If LACS

detects a false-positive addresses during processing, the

Link

directories as a security

following will occur:

 The record is flagged as false-positive (LACS  LACS  Locking information is added to the Summary Information report.

When LACS To un l o ck LACS

1. Locate your LACS

Link

processing stops.

Link

is locked, you cannot run LACS

Link

through the Customer Portal:

Link

Lock Code and your LACS

Link

Indicator field is set to F).

Link

again without unlocking it.

Link

Locking Address

Information. You can locate this information in the Processing Alert, which

appears on-screen during processing, or in the Summary Information report.

2. Go to http://www.firstlogic.com/customer and log in with your Customer ID

and Password.

3. Click Retrieve LACSLink Unlock Code under the Product Information

section.

4. Fill out the form using your LACS

Link

Lock Code and your LACS

Link

Locking Address Information.

5. Click Submit, and follow the instructions on screen.

If you do not have web access, you can contact Customer Support and they will guide you through the steps to unlock LACSLink.

Chapter 6: Address correction

LACS

Link

performance

LACS

Link

processing increases the time it takes to perform address correction. Processing time varies with the LACS system configuration, and other variables that are unique to your operating environment.

If you are performing LACS

Link

the LACS

directories to memory, which may make LACS faster. Loading to memory takes several minutes and requires at least 150 MB of free memory.

Memory options To set the memory options:

1. Choose To o l s > Op t ions .

2. In the Address Correction section, click the Default Settings button.

3. Go to the Multi-Record tab.

Link

feature based on operating system,

Link

processing for multiple records, you may load

Link

processing

4. Select the Load to Memory option if you want to try to improve processing

Link

speed by loading the LACS

directories to RAM.

5. Select the Stop Assigning If Out of Memory option to quit address

assignment if your system doesn't have adequate memory (at least 150 MB free). If you do not select this option and your system doesn't have enough

Link

memory available, LACS

processing will continue, but at a slower speed.

DeskTop User’s Guide

Perform LACS

Link

processing

Prepare your database

If the LACS them now:

Link

fields aren't already in your layout, follow these steps to add

1. Choose File > Properties > Database.

2. In the Record Layout window, click Multiple Fields.

3. Select LACSLink (Select All).

4. Click OK.

Load the LACS directories

Perform LACS processing as part of address correction

Link

For details about the LACS

directories” on page 15.

1. Choose Tools > Correct Address > Multi-Record.

2. Select the Perform LACSLink Processing option.

Link

directories and how to install them, see “Postal

3. Click OK.

View results The Summary Information report and the Qualitative Statistical Summary section

of the 3553 CASS form show LACS

Link

processing results. To print these

reports:

1. Choose Print > Reports.

2. Select the report you want to print.

3. Click Print.

Chapter 6: Address correction

Status and error codes

If your layout includes a field for error and status codes, Postalsoft assigns a status code when it assigns an address, or an error code if it could not assign an address. These codes can help you understand why Postalsoft couldn’t assign an address or what it changed if it successfully assigned the address.

The field must have a field kind of Error or Status. If you accepted this field as part of the default layout, and did not rename the field, the field’s name would be Err_Stat.

What does each code represent?

See “Error and status codes” on page 291 for an explanation of what each error and status code represents.

DeskTop User’s Guide

Internet Services: International address correction

Introduction Postalsoft offers you the ability to correct Canadian, Australian, United Kingdom

(UK), and other International addresses through our Internet Services program.

After signing up for the program, you have access to the internet service that will process your records, correct them (if possible), and alert you to any errors in your addresses.

Notes on the Internet services

 To sign up for Internet Services, contact Business Objects at

http://www.firstlogic.com/customer

 There is a per-record charge for use of the service.

 The internet service processes your records at a rate of approximately one

record per second via a 56K modem. If you plan to process a large number of records, you may want to consider using a broadband internet connection.

Get started To access the Postalsoft internet service, you need to do three things:

 Open the new sample file included with your software (or open a .mdf file of

your own that contains international addresses).

 Set up your user ID and password within Postalsoft.

 Define your HTTP proxy settings (if required).

Open the sample file We have included a file for you to use that already contains a few sample

international addresses. We encourage you to use your own international addresses, but this file is a good starting point for you to become familiar with the way Postalsoft and the internet service handles international addresses.

To open this file:

1. Choose File > Open.

2. Select the Sample_International.mdf file, and click Open.

Chapter 6: Address correction

Set up your user ID and password

When you sign up, you’ll receive a user ID and a password to access the internet service.

To enter your default user ID and password:

1. Choose To o l s > Op t ions .

2. Click User and Password.

3. Enter your user ID and password, and

click OK.

If you do not enter this information using the process described above, you must provide the information when you access the Postalsoft Internet Service. At that time, you can enter your ID and password and choose to have Postalsoft remember your information by selecting the Save on the Machine option. This option lets you skip entering your information every time you access the service.

If you are concerned about unauthorized use of your Postalsoft Internet Service account, we recommend that you do not save your user ID and password to your machine.

Define your HTTP proxy settings

If your computer is connected to the internet through a proxy server, you may need to define your HTTP proxy settings in order to access the Postalsoft internet service. If you do not use a proxy server to connect to the internet, you can keep the default (No HTTP Proxy) setting.

To define your proxy settings:

1. Choose To o l s > Op t ions , and click the Proxy Settings button.

2. Select Configure HTTP Proxy.

3. Contact your network administrator to help define your proxy settings.

Postalsoft customer support cannot help you define your proxy settings.

4. Click OK.

Prepare your database

Field kinds Field kinds are available to accommodate international addresses. Shown below

Because different countries have different addressing standards, you need to include the required fields in your database to process your records.

is a table of these field kinds and their descriptions.

DeskTop User’s Guide

Field kind Field name Description

Province/Region Region This field is a specific field for Canadian or international addresses. You

can only use the State abbreviation field kind in conjunction with this field kind.

State abbreviation/Province/ Region

State_Reg This is a generic field kind used as State abbreviation (US), Province (Can-

ada), or Region (international). You cannot use the State abbreviation or Province/Region field kinds when this field kind exists in the database.

Postalcode Postalcode This is a specific field kind used only for Canadian or international

addresses. This field must be used in conjunction with one of the existing US ZIP field kinds. It cannot be used with any of the generic ZIP/Postalcode field kinds.

ZIP/ZIP+4 no dash or Postalcode

ZIP This is a generic field kind for US, Canadian, and international addresses.

You cannot use this field with any other ZIP/Postalcode field kinds.

ZIP/ZIP+4 or Postalcode ZIP This is a generic field kind for US, Canadian, and international addresses.

You cannot use this field with any other ZIP/Postalcode field kinds.

Serviced Serviced

Postalsoft

checks this field (data sheet view) or populates the field with a T (data form view) in the records that have been processed through the internet service.

Locality2 Locality2 Optional for some countries, such as the UK. This is an official field name

in the UK.

Locality3 Locality3 Optional for some countries, such as the UK. This is an official field name

in the UK.

Required field kinds The following field kinds must be present in your layout in order to use the

Postalsoft internet service:

 Serviced

 Street address line 1

 City

 Province/Region or State abbreviation/Province/Region

 Postalcode or ZIP/ZIP+4 no dash, or Postalcode or ZIP/ZIP+4, or Postalcode

 Country (All foreign country names must be spelled out in their entirety.)

Chapter 6: Address correction

Optional fields The following field kinds are optional in your database:

 Locality2  Locality3  Err_Stat (This field is recommended, but not required.)

Locality2 and Locality3 field kinds may aid in assigning some foreign addresses, such as UK addresses.

Canadian address correction settings

Postalsoft gives you control over how your Canadian addresses are handled. The options you have are similar to your U.S. address correction options.

To choose your Canadian address settings for the current job, choose Tools > Services > Canadian Address Correction Settings. To choose your default settings for all future jobs, choose Tools > Options > Canadian Address Correction Settings.

For more information about the specifics of these parameters, refer to Postalsoft’s context-sensitive help by clicking the “?” button in the upper right corner and then clicking the parameter you want more information about.

Processing your records

Correct your U.S. addresses first

After you have populated your database with the proper field kinds, you can begin processing your records.

If your database contains both U.S. and international addresses, we recommend you correct your U.S. addresses before you send your international addresses to the internet service.

If your database contains any unknown foreign records, an error code of E501 appears in the Err_Stat field. You can now select those records and access the internet service.

Prompts During the international address correction process, various windows appear,

prompting you to choose certain options. You can choose to not view these in the future by selecting the Don’t Ask This Again option, and continuing with the process.

If you later decide that you would like to be reminded of these options, you can choose Tools > Options, and click the Prompts button. This window gives you control over certain prompts you may receive when correcting international addresses, as well as other prompts in Postalsoft.

Selecting records As with correcting U.S. addresses, you can choose to correct selected records or

all non-deleted records. If you plan on correcting selected records, select the records you want sent to the internet service before you access the service.

Access the Internet service

To access the internet service:

1. Choose Tools > Services > Correct International Addresses.

2. Click Ye s in the window explaining the per-record charge.

3. Back up your database by clicking Ye s and choosing a location for your backup file.

DeskTop User’s Guide

4. Choose which records you want processed, and click OK.

Important: You will be charged for any records sent to the internet service

that have already been processed. To view the records that have already been processed, refer to the Serviced field in your database.

5. Verify that the number of records you want sent to the service is correct, and

click Ye s .

Summary information

After your records are sent to the service, the summary information window appears giving you the address correction success rate and the error codes for uncorrected errors.

The Summary Information window is essentially the same as the one that appears when correcting U.S. addresses.

Chapter 6: Address correction

DeskTop User’s Guide

Chapter 7: Find duplicate records

With Postalsoft you can find duplicate records in one file or in multiple files. You define what constitutes a duplicate record. When Postalsoft finds the duplicates, it processes them according to your instructions—deleting them, selecting them, or copying them to another file, for example.

In this chapter, we’ll take a look at the choices Postalsoft offers for Merge/Purge processing.

Note: Merge/Purge is the process of identifying duplicate records in a file and processing them in some way.

Chapter 7: Find duplicate records

Before you Merge/Purge

Back up your files! Depending on the options you choose and how many duplicate records Postalsoft

finds in your file(s), Postalsoft may delete many records from your file(s). For that reason, we recommend that you make a backup of any file before using it in a Merge/Purge process.

To create a backup, choose File > Backup Database.

Open files All files in which you want to search for duplicate records must be open before

you begin the Merge/Purge process. If you want to write the duplicate records to an output file, that file must also be open. In all, up to eight files can participate in the Merge/Purge process.

Set up fields, if necessary

If you want to compare custom fields, such as a Social Security field, you must assign that field a Dupe-Compare field kind in your record layout before you begin the Merge/Purge. See “Customized fields for duplicate detection” on

page 123.

Also, you can post “dupe-group” numbers to a Dupe_Group field, if you have that field in your record layout. Dupe groups are groups of records that Postalsoft judges to be duplicates, based on the comparison criteria that you specify. For more information about dupe groups, see “Post dupe-group numbers to input

file(s)” on page 102.

Correct addresses To help Postalsoft find duplicate records, you should correct your addresses

before performing a Merge/Purge. See “Address correction” on page 63 for details.

Select a reference file You must designate one of the files that you’ll use for Merge/Purge processing as

a reference file.

The reference file determines the name and location of Merge/Purge files. The report files will have the same root names as the reference file, with report extensions. Postalsoft writes the reports to the same directory where the reference file is stored. In addition, Postalsoft saves your Merge/Purge settings with the reference file for future use.

To select a reference file, click the window for that file before starting the Merge/ Purge.

DeskTop User’s Guide

Set up files for Merge/Purge

To start the Merge/Purge wizard, choose Tools > Merge/Purge.

You must designate how each open file will participate in the Merge/Purge. You choose the usage and priority for each file.

Each open file is listed in the File Name column.

Your settings in the Priority column tell Postalsoft which duplicates it should keep—those from File A or File B, for example.

Your selection in the File Usage dropdown lists tell Postalsoft how to process each file.

File usage To help you decide which file usage to choose for each open file, first ask

yourself, “Do I want to use this file in the Merge/Purge process?” If the answer is “no,” you can choose None from the File Usage drop-down list for that file.

If you do want to use the file in the Merge/Purge process, then determine if the file is an input file or an output file. Here’s the difference:

File usage Description

Input file A file in which Postalsoft searches for duplicate records.

Output file A file into which Postalsoft copies the processed records, based on

options you select. Postalsoft may copy the duplicates or records that are not duplicates, for example.

There are two kinds of input files: normal lists and suppression lists. At least one file in each Merge/Purge operation must be a “normal” list. “Normal,” in this case, means that the input file is not a suppression list.

Chapter 7: Find duplicate records

Suppression lists A suppression list is a list of records that you do not want to include in your

mailing. Postalsoft does not delete records from suppression lists, but it can delete records that match suppression-list records.

Let’s say you want to limit a mailing to prospective customers only, and you rent a mailing list for this purpose. You do not want to mail to current customers. In this case, you would make your list of current customers a suppression list. Then, when Postalsoft compares the two files, if Postalsoft encounters any records in your “normal” file that match records in your suppression list, Postalsoft can suppress the duplicates from the final list.

Note: You may process more than one suppression list at a time.

Current customers (suppression list)

Ann Anderson Bill Brooks Chad Carter Dana Dobson Evelyn Evenson

Priority Postalsoft uses priority to determine which duplicate records to keep when it

Rented list Prospective customers

only

Suzy Gable Ann Anderson Evelyn Evenson Fred Stone Mike Whitman

Suzy Gable Fred Stone Mike Whitman

finds duplicates in two or more files. You must assign a priority to each “normal” file.

The highest priority is 0, the next is 1, then 2, and so on. Only suppression lists can have a priority of 0; Postalsoft assigns a 0 priority to suppression lists automatically, and you cannot change it. If you’re not processing a suppression list, then the highest possible priority is 1.

The following table shows the duplicates that would be kept and those that would be discarded when using two “normal” files and one suppression list with the priorities shown below.

File Usage Priority Dupes Dupes Dupes Dupes

File A Suppression 0 Sue Jones Ed Walters Mary Frank

File B Normal 1 Sue Jones Joe Smith Mary Frank

File C Normal 2 Joe Smith Ed Walters Mary Frank

Priorities you assign must start at 1 and be sequential: 1, 2, 3, and so on. You cannot, for example, assign priorities of 1, 3, and 5; or 2, 3, and 4.

DeskTop User’s Guide

Choose the comparison method of your records

In Step 2 of the wizard, you specify how Postalsoft should compare your records. You can choose a prequalifier to reduce the number of comparisons Postalsoft has to make (this speeds up the Merge/Purge process). And you choose a rulebook, which tells Postalsoft which fields to compare and how much weight to give to each field compared.

The prequalifier can greatly reduce the number of record comparisons.

The rulebook determines which fields are compares and how important each field is to the overall record comparison.

Defaults Click the Default button in Step 2 to save the current settings as defaults. The next

time you enter the Merge/Purge wizard, these settings are automatically defined for you (if applicable to the current job). If your default settings are not applicable, Postalsoft uses its factory default settings.

Chapter 7: Find duplicate records

Prequalifiers

Before you can understand how a prequalifier works, you must understand how Postalsoft searches for duplicate records. To find duplicates, Postalsoft compares records one pair at a time. Postalsoft compares every input record with every other record. This means that the number of comparisons Postalsoft must make increases exponentially as the number of input records increases.

Number of records Number of comparisons needed

1,000 499,500

10,000 49,995,000

100,000 4,999,950,000

The formula for predicting the maximum number of comparisons (where n is the number of records to be searched):

n2 – n

As you can see, if the files you’re comparing contain a lot of records, the number of comparisons needed can be quite high. Performing all of these comparisons can understandably take a long time. That’s why it’s wise to use a prequalifier.

How the prequalifier helps

Postalsoft can use a prequalifier to reduce the number of comparisons it has to make. The prequalifier groups records so that Postalsoft compares records only within each group. We call this a prequalification group. The following prequalifiers are available. The field must be indexed in order to use it as a prequalifier:

Prequalifier Description

5-digit ZIP Code Postalsoft groups records by 5-digit ZIP and compares records only if the 5-digit ZIP matches. For

example, a record with ZIP Code 54601 will not be compared with a record with ZIP Code 54602.

3-digit ZIP Code Postalsoft groups records by 3-digit ZIP and compares records only if the first 3 digits of the ZIP

Codes match. For instance a record with a 546 ZIP Code that begins with 544.

Field Postalsoft groups records according to a field that you choose. You can choose any field that is

indexed and is not a “normal”-field kind in all files compared. For example, if you used the last name field as the prequalifier, all records with Smith for the last

name would be compared against each other; Smith and Smitt would not be compared. It is typical to use the Dupe-Compare field as a prequalifier (See page 123 for more on Dupe-Com-

pare fields).

ZIP Code will not be compared to a record with a

Time savings The following table shows the dramatic reduction in the number of comparisons

needed when using a prequalifier.

DeskTop User’s Guide

Note that using a prequalifier shortens only the search for duplicate records. Other steps of the Merge/Purge process, such as deleting duplicates and creating an output file, are not affected.

Prequalifier National mailing State mailing Local mailing

101,000 records

15,000 ZIP Codes

50 states

Without a prequalifier, the theoretical maximum number of comparisons is 5,100,000,000.

63,000 records

2000 ZIP Codes

California

Without a prequalifier, the theoretical maximum number of comparisons is 2,000,000,000.

27,500 records

4 ZIP Codes

Rochester, MN

Without a prequalifier, the theoretical maximum number of comparisons is 378,300,000.

3-digit ZIP Code Comparisons: 48,100,000 Comparisons: 73,200,000 Comparisons: 378,300,000

5-digit ZIP Code Comparisons: 32,800,000 Comparisons: 4,600,000 Comparisons: 116,300,000

Choose wisely When choosing a prequalifier, consider the quality of your data and the

geographical spread of your mailing list. Some duplicates may be missed if:

 The prequalifier field contains unstandardized data.  The prequalifier field is blank in some records.  The prequalifier is 5-digit ZIP Codes.

Unstandardized data The field that you choose as a prequalifier should contain standardized data, if

possible. If you use a Dupe-Compare field as a prequalifier, that data won’t be standardized, naturally. See page 115 for more information about Dupe-Compare fields. Otherwise, typing errors or inconsistencies may cause missed duplicates.

For example, if the Street Address field is the prequalifier, and you have not standardized your addresses, Postalsoft may not consider the following records duplicates:

Jane Smith Jane Smith

100 West Main Street 100 Main

La Crosse WI 54601 La Crosse WI 54601

To standardize data, choose Tools > Correct Address.

Chapter 7: Find duplicate records

Blank fields What happens if a prequalifier field is blank in some records? Postalsoft groups

together all the records that have blank prequalifier fields. They make their own prequalification group. This can pose a problem.

For example, if you choose 5-digit ZIP Code for the prequalifier, and some records have blank ZIP fields, Postalsoft would not consider these records duplicates, because they would never be compared:

Jane Smith Jane Smith

100 Main St 100 Main St

La Crosse WI 54601 La Crosse WI

If this data had been standardized, the ZIP Code would have been filled in, and Postalsoft would have caught these records as duplicates.

Remember, standardizing your data before performing a Merge/Purge helps Postalsoft to do a better job of finding duplicates!

5-digit ZIP Code Some ZIP Codes serve only post office boxes. This is important when you are

matching business addresses, which sometimes use a street address and sometimes use a post office box. If you use 5-digit ZIP Codes for the prequalifier, you may not find the following duplicates:

Size of prequalification groups

Acme Hardware Acme Hardware

100 Main St PO Box 42

La Crosse WI 54601 La Crosse WI 54602

If you use 3-digit ZIP Codes for the prequalifier, the above addresses might be placed in the same prequalifier group where they may be determined to be duplicates. The rulebook is another factor in determining which records are placed in the same prequalifier group. Read about rulebooks on the next page.

Consider how many different values a field may contain and the percentage of each. For example, suppose you decide to prequalify by state. The time savings will depend on how evenly the records are distributed among the states. Compare the illustrations below.

Most records are in one state. Prequalifying by state cuts the workload to 66 percent of its potential size.

Records are evenly divided among three states, so prequalifying by state is more effective. the workload is reduced to 33 percent.

DeskTop User’s Guide

Rulebooks

Postalsoft uses rulebooks to determine which records are duplicates. Rulebooks list each field that is compared when searching for duplicates and how each field is compared.

Postalsoft comes with 20 predefined rulebooks, which are combinations of five different mailing targets and four different thresholds:

target + threshold = rulebook

Targets Ask yourself “To whom is this mailing targeted?” Perhaps you’re mailing a

brochure to companies, and you want to send only one copy of the brochure to each company, regardless of the person to whom it is addressed; in this case, “Company” is your target. Maybe you’re targeting individual people at companies, in which case many people at a single company could receive the same brochure; this would be a “Company-Individual” target.

Use the table below to determine what your mailing target is.

Mail one piece to Target

The same street address Resident

The same company Company

The same last name at the same address Family

The same first and last name at the same company Company-Individual (one mail

piece per individual at a company)

The same first and last name at the same address Individual

Thresholds Thresholds determine how similar records must be in order for Postalsoft to

consider them duplicates. Postalsoft uses four thresholds: exact, tight, medium, and loose. They each have a set of predefined field rules, which use percentages to determine how similar one field is to another. Notice that the percentages decrease as we move from exact to loose.

Threshold The fields compared must be what percentage alike to

be considered duplicates

Exact 100%

Tight 90 to 95% (depending on the field)

Medium 80 to 90% (depending on the field)

Loose 75 to 90% (depending on the field)

For a better understanding of how Postalsoft uses these percentages, see “Scoring and weighting” on page 108.

Predefined rulebooks The table below shows each of the predefined rulebooks and their corresponding

file names. To choose a rulebook, select its file name.

Chapter 7: Find duplicate records

All predefined rulebooks assume the following:

 Your addresses are concentrated in the United States only.

 You have corrected addresses before performing a Merge/Purge.

 A match on first and last name is sufficient to identify an individual, without

having to match on middle name, prefix, or suffix.

If your layout includes Address_1 only (no Address_2), use these rulebooks:



Co Exact.mpr



Co Loose.mpr



Co Medium.mpr



Co Tight.mpr



Co-Individ Exact.mpr



Co-individ Loose.mpr



Co-Individ Medium.mpr



Co-Individ Tight.mpr



Family Exact.mpr



Family Loose.mpr



Family Medium.mpr



Family Tight.mpr



Individ Exact.mpr



Individ Loose.mpr



Individ Medium.mpr



Individ Tight.mpr



Resident Exact.mpr



Resident Loose.mpr



Resident Medium.mpr



Resident Tight.mpr

If your layout includes Address_2 only (no Address_1) or both Address_1 and Address_2, use these rulebooks:



Addr_2 Co Exact.mpr



Addr_2 Co Loose.mpr



Addr_2 Co Medium.mpr



Addr_2 Co Tight.mpr



Addr_2 Co-Individ Exact.mpr



Addr_2 Co-individ Loose.mpr



Addr_2 Co-Individ Medium.mpr



Addr_2 Co-Individ Tight.mpr



Addr_2 Family Exact.mpr



Addr_2 Family Loose.mpr



Addr_2 Family Medium.mpr



Addr_2 Family Tight.mpr



Addr_2 Individ Exact.mpr



Addr_2 Individ Loose.mpr



Addr_2 Individ Medium.mpr



Addr_2 Individ Tight.mpr



Addr_2 Resident Exact.mpr



Addr_2 Resident Loose.mpr



Addr_2 Resident Medium.mpr



Addr_2 Resident Tight.mpr

DeskTop User’s Guide

Descriptions of predefined rulebooks

To see how a rulebook compares records, you can select the rulebook, and then read the information contained in the scroll box.

Read the description.

Click the Edit button to review settings for the selected rulebook.

Compare field kinds The rulebooks show a list of the field kinds Postalsoft will compare. Using the

field kind, rather than the field name, means that the fields may have different names in the different files. For example, the street address line in File A may be called Address, and in File B it may be called Street. As long as the field kind is Street Address Line 1 in both files, Postalsoft can compare the two fields.

Chapter 7: Find duplicate records

Choose the action(s) to perform on duplicate records

In Step 3 of the wizard, you decide what you want to do with the duplicate records that Postalsoft finds. Your choices depend on the kind of file(s) you’re processing: normal files, suppression files, and/or output files. Remember, Postalsoft does not delete records in suppression lists.

Actions: how you can process duplicate records

Choices for input files Choices for output files

Do nothing to the duplicate records Do not post to the output file

Delete all duplicates except the highest priority duplicate in each dupe group

Select all non-duplicates and the highest priority duplicate in each dupe group

Select the highest priority duplicate in each dupe group

Select all duplicates except the highest priority duplicate in each dupe group

Output all non-duplicates and the highest priority duplicate in each dupe group

Output only the highest priority duplicate occurring in two or more files

Output all records except duplicates that match records in a suppression list

Output only duplicates that match records in a suppression list

Select all duplicates

Select all non-duplicates

Delete all duplicates that match records in a suppression list

Select all records except duplicates that match records in a suppression list

Select all duplicates that match records in a suppression list

As you can see, you have a lot of choices! Your choice depends on which records you want to:

Example: deleting duplicates

Example: creating a multi-buyer list

100

DeskTop User’s Guide

 Keep  Delete (if any)  Select (if any)  Copy to an output file (if any)

You have a mailing list of names from people who sent you completed surveys from various magazines. Your list contains duplicate names because some people sent in more than one survey. You want to delete the duplicate records from the file so that you can mail only one mail piece to each person in the list.

To do this, you would choose to delete all duplicates except the highest priority duplicate in each dupe group.

Your company makes cable modems. You want to generate a mailing list of people who have cable TV and have computers. You rent a list of cable TV subscribers and a list of computer owners.

Business objects DESKTOP 7.72C RELEASE NOTES 02-2007 User Manual

Specifications and Main Features

Frequently Asked Questions

User Manual

DeskTop User’s Guide

Preface

About Postalsoft DeskTop Mailer

About Postalsoft DeskTop PostalCoder

Register now! You receive one full year of technical support with your purchase of DeskTop.

License agreement You can read the license agreement on-screen during installation, and you can

Conventions This document adheres to the following documentation conventions:

Documentation

Your complete documentation set

Access the latest documentation

Online help Online help contains detailed explanations of every software feature and step-by-

Related guides For essential mailing information from the USPS, see:

System requirements

Minimum system requirements

Requirements for the DPV for-sale option

Install software and directories

Install the software To install software, you need full administrator rights.

Keep your CDs Always keep your copy of the latest version of the software and the directories.

Install directories Before you can install directories, you must install the Postalsoft software (see

Directory and software updates

Postal directories

Directory files The following directories are available for you to use with your software:

Directory release schedule

Downloads You can download updated directories from

Prepare for printing

Your printer Before you can print with this software, you need to connect printer cables, load

Printer drivers You must install a printer driver to enable communication between your computer

Generic Text driver Some printers require a text-only printer driver. Label Toolbox offers a Generic

Quick tour

Open Postalsoft Choose Start > Programs > DeskTop Mailer or PostalCoder.

Open the sample mailing list

What’s on screen When you open the sample file, the menu and toolbar become active. The name

Sample database The sample.mdf file contains records of fictitious people in La Crosse,

Browse the records When you open your file in Data Form view, a blank record appears in the main

Add your name to the database

Correct an address During address correction, Postalsoft updates the address fields with correct

Change the index The index determines the order in which records are processed. For example,

Find a record 1. Make sure your index is set to Last. Choose Search > Quick Find.

Delete your record 1. If your record is not currently displayed, display it now using Search >

Find and process duplicate records

Presort your records (Postalsoft DeskTop Mailer only)

Preview reports Now that you have presorted your file, preview the presort reports to ensure that

Print address labels To print your address labels, you need to assign a design file (a file that contains

Closing the file Your work is automatically saved for you when you close the file. You should

Mailing description file (.mdf)

Database file (.dbf) The database file (.dbf) contains data for every field in every record. It can be an

Index file (.cdx) The index file keeps track of which fields are indexed—that is, which fields you

Database permissions

Your access These database permissions control your access to the database file:

Others’ access These database permissions control other users’ access:

Plan your layout

What fields should you use?

Field properties

Name A field’s name tells you what information that field holds. You can name fields

Kind A field’s kind tells Postalsoft what to expect in that field. This way, regardless of

Type Description

Length This is the maximum number of characters allowed in the field. For example, the

Decimal places This field property applies only to fields that are true decimal numbers. It defines

Indexed If a field is indexed, you can view and print records in order by this field. For

Coded Coded fields accept only certain words or terms that you designate in a separate

Hidden Hidden fields are not displayed on screen. Most of the time, you will want to be

The default layout

Create your own default layout

Fine-tune your layout

Make custom fields If you need a field in your layout that is not one of the default or predefined fields,

Copy another file’s layout

Add fields to your layout

Delete fields from your layout

Change a field’s properties

Reuse job settings with a different database

Introduction

Definitions Import: Add records from a separate file to your mailing list.

Reasons to import and export files

Import You can import an entire file or just certain records; choose File > Import. With

Export You can export all or just some records from your database to another file. To

Import and export considerations