Newest KB Articles in Mailings

TEC Mailing Integration

Mon, 20 Apr 2015 22:07:57 GMT

NCOALink® Move Update Service
Real-time Processing, 18/48-Month Data

Every year, over 40 million individuals, families and businesses change addresses. In approximately 84% of these cases, there exists a valid forwarding address. There is no need to suffer the inefficiencies, lost opportunities, and high cost of receiving change-of-address notifications AFTER your mail has been sent. Now you can update your mailing list prior to sending out your mailing.

The TEC Mailing fees are just $50-$70 per job (up to 100,000 records). There are no additional fees from CMS to use this module. Requires CMS Version 15.4.19 and up.

To get started, click Program Setup > Options > Custom tab, check the TEC Mailing Integration check box and click OK.

Whenever you want to update your mailing list, prior to doing a mailing, do the following:

Click Reports > Contacts
Choose "NCOA Address Correction" as the Output
Choose TEC Mailing as the Provider
Optionally, choose other criteria which would limit which addresses to include.
Click OK.

Click the "Agreement" check box and click Next.

Review the list and click Next.
(if you already processed the list and want to skip processing, and go directly to the results already retrieved, click the Skip Processing check box).

The first time you use the service, you will need to create an account. This is a 3-step process and take s just a few minutes to complete.

Account information
Processing Acknowledgment Form (a USPS requirement).
Payment information

Below are screenshots of these steps:

1. Account Information

2. Processing Acknowledgment Form (PAF)

3. Payment Information

Once the account is set up, you'll be able to (review the quote on the Quote tab) and place the order by clicking Place Order.

Once the updates are retrieved, you choose how you want your database updated. You have options to delete an old address, mark the old address as "No Mail" and not "Current". You can even review the updates and choose on a case by case basis (record by record) what you want to do. As an added benefit, you can also update accurate addresses with corrected spelling of streets and cities and properly formatted addresses. If you're using Google Contact Integration, the corresponding Google Contacts will be updated as well.

Don't forget to print the official documents (Print Documents button). If you miss that step, you will be able to open the location of your Data File and access these documents which are saved to your computer. The US Post Office may need these documents to certify your mailing.

Envelopes via Word

Tue, 06 Jul 2010 20:37:29 GMT

Generating an Envelope for the contact you are viewing is done by clicking the Envelope button on the Toolbar.

Depending on your specific printer, you may need to change the paper size to #10 Envelope. Because this setting is not saved from time to time, a better option is to use Word to generate your Envelopes.

Another reasons to consider using Word is that you have more flexible formatting options such as putting in your own logo or using different size envelopes.

Follow the steps below to configure CMS to use Word for Envelopes:

Copy the sample Envelope Template from 'C:\Chabad Management System\Sample Templates' to 'My Documents\CMS\Templates' folder.
To modify the template, right-click the file and choose Open.
Note: Double-clicking it will create a New document with the template's design -not what you want.
In CMS, click Program Setup > Options > File Locations tab and check the Envelope check box.
This indicates to CMS that it should use Word for generating envelopes.
Click the Open button (to the right of the long white box) and select the envelope template from the My Documents\CMS\Templates folder.
This tells CMS which template you want to use as your default envelope template.

Once this is done, you generate envelopes as usual, by clicking the Envelope button on the Toolbar but with one difference: Word will automatically open a new document which you can print from Word. This document takes its formatting directly from the Template in which you have full control over.

Satori NAICS Code

Wed, 12 Aug 2009 18:13:08 GMT

When signing up for a new Satori account, one of the fields you'll need to enter, is the NAICS Code.

The code listed for Religious Organizations is 813110.
You can use that code or look up a different code at http://www.census.gov/eos/www/naics/, if you don't fall under that category.

For more information on the Satori Address Correction (NCOA), please see Address Updates - Satori NCOA.

Style

Thu, 11 Dec 2008 14:23:27 GMT

Click on Program Setup > Options and then select the Style tab

Choose the Font and Font Size for Letters, Labels and Envelopes. To choose a Font and Size, click the Choose Font... button. This opens the Installed Font List, displaying a test box, a font name and font size. Use the down arrows on the right side of the font name and size to choose a different font. The font test box will show you a sample of what the font looks like. When you are happy with your selection, click OK.

Note: In order for the Labels to fit properly, you should not increase the font size too much.

Salutation:
You can choose whether to use Formal Salutation (using the title and last name) or personal salutation (using a first name). Whichever one you choose will be the default for all new contacts. To update all existing contacts, check off the Update Existing Records checkbox.

Note: You can change individual contacts' salutation without affecting the global salutation settings. To change individual contacts salutation, see Address Settings.

Complete Mailing:
For countries whose complete mailing address differs from the US, the complete mailing will need to be entered here. To setup this field, you need to contact tech support.

Input Mast:
Y you can use the Input Mask to make data entry easier and to control the values you can enter for phone and fax numbers. Choose from a list of preset Input Masks or enter your own. For instructions on building your custom Input Mask, lookup InputMask from the Access Help System. If you are located outside the United States and Canada and have a format for phone numbers that differs from that of the US, you will need to either leave this field blank or design your own Input Mask.

Note: This applies only to outside USA. If you need help with this, please contact tech support.

Label Options:

"And" Type:
You can set the style for the name that appears on the label. This setting determines how the Husband Title and Wife Title are combined.

Note: If you want to update all existing records, check off the box Update Existing Records and click on Apply on the bottom of the options box.

Family:
You can set the syntax for Family style labels. There are two options:

The Last Name Family.
Complete Name & Family.

Choosing option 1 with cause family style labels to read: The Adams Family (for example). Choosing option 2 the label will read: Mr. & Mrs. Shimon Adams & Family.
See Contact Report for more information on generating Family style labels.

You can also choose whether to always print the country on labels regardless if it's your country or not. To choose this option, check off the appropriate check box.

Address Settings

Wed, 10 Dec 2008 00:36:15 GMT

Settings For this Address

Address Type:
Each address is given an Address Type. These types are maintained in the address type list. Click Program Setup > Custom List Setup > Address Types.

Label Type:
The Label Type determines how the name will be displayed on the mailing label. There are six options:

Traditional
<HisTitle> &/and <HerTitle> <HisFirstName> <HisLastName>
A traditional label will display both the husband's and wife's names using both titles and first and last name. For example: Mr. & Mrs. John Smith. This option can be used even if data was entered only in His or Her fields. The label name will still be calculated correctly. For example, if there is no data in the wife's fields, the label name will read: Mr. John Smith. If there is no data in the husband's fields, the label name will read Mrs. Jane Smith.
Contemporary
This will use both the husband and wife first names, including their title. If the wife has a separate last name, both names will be displayed. Here are some examples.
* Mr. John and Mrs. Jane Smith
* Mr. John Smith and Mrs. Jane Doe
If there is no first name for the wife, (but same last name), it will appear Traditional: Mr. & Mrs. John Smith.
If there are not titles, first names will be used: John and Jane Smith or John Smith and Jane Doe.

Unlike the "Both" setting (below), no line breaks are inserted and both names will appear on the same line.
Men
<HisTitle> <HisFirstName <HisLastName>
This should be used to display only the husband's name on the label -- even when data exists in the wife's fields. The resulting label would read: Mr. John Smith. For example, if this is a second address where only the husband works, it would be incorrect to have the label addressed to Mr. & Mrs. John Smith.
Women
<HerTitle> <HerFirstName> <HerLastName>
This should be used to display only the wife's name on the label -- even when data exists in the husband's fields. The resulting label will read: Mrs. Jane Smith. For example, if this is a second address where only the wife works, it would be incorrect to have the label addressed to Mr. & Mrs. John Smith.
Both
<HisTitle> <HisFirstName> <HisLastName>
<HerTitle> <HerFirstName> <HerLastName>
This is used when you want to display the full name of both husband and wife on two separate lines on the label. Typically, you would choose this setting when the wife goes by her maiden name.
The resulting label will read (for example):
Mr. John Smith
Mrs. Jane Black
Note: using this options inserts a line break within the LableName field. Some mailing houses do not recognize the use of line breaks and will not be able to process mailings that have line breaks in a field. If you plan to use the built-in labels or MS Word this setting will work fine, otherwise, you should check with your mail house if they can work with line breaks within a field.
Manual
Using this option, you would manually enter the label as you see fit. Click Address Details to access the Label fields.

Salutation:
The Salutation determines how the person is greeted in a Letter. This applies to Thank-you and pledge letters that the program generates as well as merges and exports to other programs such as Word. The Salutation works in conjunction with the Name Type. There are three options:

Formal
Uses the Titles and Last Names. For example, a Formal Salutation will read: Mr. and Mrs. Goldstein. If the Name Type is Men or Women, the Salutation will read: Mr. Goldstein or Mrs. Goldstein, respectively.
Personal
Uses the First Names. For example, a Personal Salutation may read: Aaron and Sara. If the Name Type is Men or Women, the Salutation will read Aaron or Sara, respectively.
Manual
You can also enter a custom Salutation. For example, you may want to enter "Mike" when the first name is Michael. Using Personal uses the complete first name. To enter a custom salutation, choose Manual, then click Address Details and enter the Salutation as needed.

Company Type:
This field determines if the name information is displayed altogether. At times, a person may request that all correspondence to the company be addressed to the company only and not mention any personal names. The options are:

Regular
Displays the name and company name on the label.
Company
Displays the company name only. In addition, this setting will hide the names from the salutation as well.
Note: This option is available only if there is a company name entered in the address.

Default:
Check the Default check box to make this address the Default. One address should be marked as default. If you mark an address as Default, the program ensures that no other addresses are the default. When generating Contact Reports, only addresses marked Default are included in the report. If you need to, you can override this setting and included non-default addresses as well.

Current:
The current mark indicates that the address is current. When a person moves, in addition to clicking No Mail, you should uncheck the Current check box. If you don't need to have a record of this address at all, you may choose to delete it. When generating Contact Reports, addresses that are not Current are excluded. If you need to, you can override this setting and include non-current addresses as well.

No Mail:
You can choose not to send mail to an address by marking the it as No Mail. When generating Contact Reports, addresses marked as No Mail are excluded. If you need to, you can override this setting and include No Mail addresses as well.

Family:
Does this contact have other family members at his household? If yes, check this box. Doing so enables you to have an option to add the words "and Family" or "The Cohen Family", for example, to Labels or Envelopes. See Tools Menu for information on setting this option.

Note:
Enter a note that describes this specific address.

Address Details:
Clicking the Address Details button opens a window that displays more information about this Address.

Remember, the settings you define for any given address will only affect that single address but not the other addresses for the same contact. All other addresses have their own address settings.

Navigation Buttons:
Use the navigation buttons to move between Addresses. See Navigation for more information.

Multiple Addresses

Wed, 03 Dec 2008 19:54:36 GMT

The first tab in the Contact View is the Address/Phone tab. This is where you enter edit and view the addresses and phone numbers that a contact may have.

For each contact, CMS can keep track of as many addresses as you need. This gives you the flexibility to have endless accounts or addresses for each contact. These addresses are also used for keeping track of the payments and billing for the contacts. This means that while you are able to run a report on a contact to know how much was donated, that same report could be subtotaled to know how much came in from his business, from his wife or from his foundation account/address.

Each address is given an address type. These types are maintained in the address type list (Tools>Custom List Setup>Address Types). Different addresses types could include: a home address, work address, summer home, wife's work address, etc.

And/& or others for the 'Mr. & Mrs.'

Wed, 03 Dec 2008 18:07:37 GMT

You can choose other words and/or characters for the 'And' type. Tools > Options > Style

This affects the way Labels and Salutations are rendered. Mr. & Mrs. or Mr. and Mrs.
International users (South America, for example) can use "y" for "and".

Snowbird Addresses

Wed, 03 Dec 2008 17:02:39 GMT

Each Address record of a Contact be marked as No Mail. Addresses marked with No Mail are excluded from mailings.
If a person has more than one address, each address has its own "No Mail" check box and can be flagged as "No Mail" irrespective of the other one.

Some people are known as "Snow Birds" who "fly south" for the winter (or if they live in the South, "fly north" for the summer). In this case, it is not a black and white No Mail (yes or no), but it varies depending on what time of year. Using the Snow Bird feature, you can indicate when not to send mail to an address. Like the No Mail check box, each address has its own Snow Bird settings.

Click the Address Details button in the "Settings for this Address" section. Enter a Start Date and End Date (day and month only) when this address should not get mail.

When generating a contact report for mailing purposes and you want the report to exclude the address that are snow-birds (based on the time of year), make sure to do the following on the Marked tab: a) uncheck the Default check box. b) check the Snow Bird check box.

Change the "and" to "&" in Labels or Envelopes

Tue, 18 Nov 2008 02:58:49 GMT

Change the "and" to "&" in labels or envelopes.

When you generate labels or envelopes, the program automatically combines the Husband Title ("Mr.") and the Wife Title ("Mrs.").
The resulting title is "Mr. and Mrs.".

If you like, you can change the result to "Mr. & Mrs."

Go to Tools>Options> Other tab
In the "Label and Type" drop-down box, choose "and" or "&"
Click OK

Changing this setting takes effect immediately.