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!AWApr94/Goodies/PowerBase/PBaseDoc/MailMerge

This website contains an archive of files for the Acorn Electron, BBC Micro, Acorn Archimedes, Commodore 16 and Commodore 64 computers, which Dominic Ford has rescued from his private collection of floppy disks and cassettes.

Some of these files were originally commercial releases in the 1980s and 1990s, but they are now widely available online. I assume that copyright over them is no longer being asserted. If you own the copyright and would like files to be removed, please contact me.

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                Mail-merging with Impression and Related Matters
                ================================================

Powerbase is capable of performing direct mail-merging with Impression, the
document-processor marketed by Computer Concepts. Performing this task
involves the use of a module called ImpulseII which Computer Concepts have
placed in the public domain to encourage its adoption as a standard means of
transferring data between RISC OS applications. The ImpulseII module is
included in the !System application on the Powerbase distribution disc.

How to merge Powerbase data into an Impression document
=======================================================
Although we have called this file 'MailMerge' the process to be described is
more accurately termed "data-merge" since it is by no means limited to
merging names and addresses into letters: any kind of textual data from a
Powerbase application can be merged into any kind of Impression document.

Preparing the Impression document
---------------------------------
It is probably best to create the document without worrying about the merged
data at first, then insert the necessary commands afterwards. 

Wherever you want data from a Powerbase record to appear in the document
proceed as folllows:-

(1) Place the caret at the point where the data is to be inserted.

(2) Click MENU over the frame, go to the 'Misc' submenu and choose 'Merge
command...'. A dialogue box will appear.

(3) Type the following:-

                :Powerbase GetField NAME

This is on the understanding that your Powerbase record contains a field
whose tag is NAME and that you want the contents of that field inserting
into the Impression document at that point. Note the spaces and the initial
colon. These are essential.

(4) Click on 'Set' or type RETURN. You will see "<Merge>" appear in the
    text.

(5) Repeat for all the other Powerbase fields to be inserted in the
    document. All take the form :Powerbase GetField <tag>. All the data in a
    given document must come from the same database. It might be easiest if
    you open the required database and arrange the desktop so that you can
    see both the record window and the Impression document. Clicking MENU
    over a field makes its tag appear in the second menu item.

(6) Save the the document!

When you look at the document there is nothing to distinguish one merge
command from another; they all appear as "<Merge>". To check up on what a
command actually looks like open up the 'Merge command' dialogue box again
and place the caret at the beginning of the merge command, i.e. immediately
before the initial "<". The text of the command will then appear in the
writable icon of the dialogue box.

Merging the data
----------------
(1) Make sure Impression has been "seen" by the filer. Impression doesn't
    need to actually be on the icon-bar at this point but it doesn't matter
    if it is. 

(2) Open the Powerbase database.

(3) Drop the Impression document on the record window. If Impression isn't
    already running Powerbase will run it for you. Assuming that the
    document isn't loaded already it will be loaded and displayed. Finally
    Powerbase's 'Data merge' dialogue box will appear. (If the document is
    already loaded Impression will print a message informing you of this.
    When you click on 'OK' the 'Data merge' box appears and you should then
    display the Impression document with 'New view'.)

(4) The 'Data merge' window has a writable icon in which you may enter a
    search formula (see '!Tutorial' and 'Print'). Clicking on 'Merge' or
    typing RETURN then extracts data from the first matching record and
    inserts it in the specified places in the Impression document. If no
    search formula was entered the merged record will be the first.

(5) Buttons are provided for "next", "previous", "first" and "last" record.
    These work just like the corresponding keypad buttons and the Impression
    document displays the merged data in each case.

(6) Clicking on 'Print' will print the Impression document in its displayed
    state, i.e. with the currently merged data. If you select the 'Print
    all' switch then click on 'Merge' a whole series of hard copies will be
    produced, one for each matching record.

(7) Note that when the mouse pointer is moved over the Impression document
    it changes to a large red and blue cross which means that you cannot
    edit the document. Clicking SELECT over it has no effect; the caret
    doesn't appear. If you click on 'Cancel' in the dialogue box (or close
    it by clicking on its 'Close' icon) the merged data is removed from the
    document and normal editing is restored.

Mail-merging with other applications
====================================
Powerbase is able to mail-merge directly with Impression only because both
programs support Impulse commands. Most other DTP programs and word-
processors do not recognize such commands and mail-merging with them is
usually accomplished via a CSV (comma  separated values) or similar file.
You will need to read the wordprocessor manual to find out precisely what
format the file should have and also the Powerbase documentation on CSV
files. It should be possible to create a file in whatever format is
required.

Powerbase as an 'Impulse' server
================================
The following is a description of the Impulse "methods" understood by
Powerbase, given in the standard format recommended by Computer Concepts.
    
{powerbase Methods:
        GetPathname
        Selection <string>
        ParseQuery <string>
        GetField <tag>
        GetRecord
        PutFile
        ExpandCode <string>
        GetExpanded <string>

Descriptions:
GetPathname

Specifies an 'object' i.e. a Powerbase database. If Powerbase has the
required database open it replies with the full pathname of the object,
otherwise it returns an error message. Example of use:

  :Powerbase.!Elements GetPathname  (returns pathname of !Elements)

R6 points to pathname when calling task is decoding reply.

Selection <string>

Tells Powerbase about a field, or group of fields, in which the caller is
interested. The fields are specified as a list of tags, separated by any
suitable character (e.g. / or ,). The same separator must appear at the very
end of the tag-list.  Powerbase replies with the maximum data-length of the
combined fields in the selection. Example of use:

  :Powerbase Selection NAME/SYM/Z/

R6 points to a string which gives data-length.

ParseQuery <string>

Informs Powerbase of the criteria to be used in selecting records to
transmit to the caller.  The parameter is a standard Powerbase search
formula and Powerbase replies with the title which would normally appear
at the head of one of its printed lists. Example of use:

  :Powerbase ParseQuery TYPE=T

R6 points to returned title.

GetField <tag>

Requests from Powerbase the data in the specified field of the next record
which matches the preceding ParseQuery command.

When Powerbase replies to the GetField command the calling task should
respond with an ImpulseFetchData, specifying the address and length of the
buffer to be used, and then wait for an Impulse_receive event (reason code
&204) before reading the buffer. 

GetRecord [<key>]

Sent without a key it requests from Powerbase the next record which matches
the preceding ParseQuery command. If the primary key of a record in the
database is appended then Powerbase will return the record corresponding to
that key. The key must be separated from the GetRecord by a space. 

The calling task must follow the procedure described above for GetField.
Powerbase will transmit the fields specified in the Selection command, using
the same separator as was used in that command. Receipt of data may be
followed by another GetRecord command, returning the next matching record
and so on, a zero-length response signifying that there are no more
matching records. If using keys to request specific records you should end
by sending *** as a key to tell Powerbase that the dialogue is finished.
This command and the one below operate only on Subfile 0 of the Powerbase
database. 

PutRecord

Informs Powerbase that the caller wishes to write a record to the current
Powerbase database. It should be sent as message type &200. A Selection
command should have been previously sent to tell Powerbase what fields to
expect and what separator is to be used. Powerbase will then reply with a
GetRecord command (reason code &201) which the caller should acknowledge
with message type &202, specifying the maximum length of the data which will
be sent. Wait for event &203 which is a request by Powerbase for the caller
to transmit the data. The caller should then do so with ImpulseTransmitData,
specifying the buffer address and the length of data being sent. This may be
immediately followed by  another PutRecord.

ExpandCode <string>

Requests the expanded form of a code used in a field linked to a validation
table. The parameter string consists of the code itself, then a space,
then the name of the validation table with the column number appended.
Example of use:

  :Powerbase ExpandCode T Group0              

GetExpanded <string>

Combines the functions of GetField and ExpandCode, i.e. it requests the
expanded form of the contents of a specified field. The parameter string is
similar to that for ExpandCode, except that the field tag is substituted for
the code. 
Example of use:

  :Powerbase GetExpanded GP Group0

}
00000000  20 20 20 20 20 20 20 20  20 20 20 20 20 20 20 20  |                |
00000010  4d 61 69 6c 2d 6d 65 72  67 69 6e 67 20 77 69 74  |Mail-merging wit|
00000020  68 20 49 6d 70 72 65 73  73 69 6f 6e 20 61 6e 64  |h Impression and|
00000030  20 52 65 6c 61 74 65 64  20 4d 61 74 74 65 72 73  | Related Matters|
00000040  0a 20 20 20 20 20 20 20  20 20 20 20 20 20 20 20  |.               |
00000050  20 3d 3d 3d 3d 3d 3d 3d  3d 3d 3d 3d 3d 3d 3d 3d  | ===============|
00000060  3d 3d 3d 3d 3d 3d 3d 3d  3d 3d 3d 3d 3d 3d 3d 3d  |================|
*
00000080  3d 0a 0a 50 6f 77 65 72  62 61 73 65 20 69 73 20  |=..Powerbase is |
00000090  63 61 70 61 62 6c 65 20  6f 66 20 70 65 72 66 6f  |capable of perfo|
000000a0  72 6d 69 6e 67 20 64 69  72 65 63 74 20 6d 61 69  |rming direct mai|
000000b0  6c 2d 6d 65 72 67 69 6e  67 20 77 69 74 68 20 49  |l-merging with I|
000000c0  6d 70 72 65 73 73 69 6f  6e 2c 20 74 68 65 0a 64  |mpression, the.d|
000000d0  6f 63 75 6d 65 6e 74 2d  70 72 6f 63 65 73 73 6f  |ocument-processo|
000000e0  72 20 6d 61 72 6b 65 74  65 64 20 62 79 20 43 6f  |r marketed by Co|
000000f0  6d 70 75 74 65 72 20 43  6f 6e 63 65 70 74 73 2e  |mputer Concepts.|
00000100  20 50 65 72 66 6f 72 6d  69 6e 67 20 74 68 69 73  | Performing this|
00000110  20 74 61 73 6b 0a 69 6e  76 6f 6c 76 65 73 20 74  | task.involves t|
00000120  68 65 20 75 73 65 20 6f  66 20 61 20 6d 6f 64 75  |he use of a modu|
00000130  6c 65 20 63 61 6c 6c 65  64 20 49 6d 70 75 6c 73  |le called Impuls|
00000140  65 49 49 20 77 68 69 63  68 20 43 6f 6d 70 75 74  |eII which Comput|
00000150  65 72 20 43 6f 6e 63 65  70 74 73 20 68 61 76 65  |er Concepts have|
00000160  0a 70 6c 61 63 65 64 20  69 6e 20 74 68 65 20 70  |.placed in the p|
00000170  75 62 6c 69 63 20 64 6f  6d 61 69 6e 20 74 6f 20  |ublic domain to |
00000180  65 6e 63 6f 75 72 61 67  65 20 69 74 73 20 61 64  |encourage its ad|
00000190  6f 70 74 69 6f 6e 20 61  73 20 61 20 73 74 61 6e  |option as a stan|
000001a0  64 61 72 64 20 6d 65 61  6e 73 20 6f 66 0a 74 72  |dard means of.tr|
000001b0  61 6e 73 66 65 72 72 69  6e 67 20 64 61 74 61 20  |ansferring data |
000001c0  62 65 74 77 65 65 6e 20  52 49 53 43 20 4f 53 20  |between RISC OS |
000001d0  61 70 70 6c 69 63 61 74  69 6f 6e 73 2e 20 54 68  |applications. Th|
000001e0  65 20 49 6d 70 75 6c 73  65 49 49 20 6d 6f 64 75  |e ImpulseII modu|
000001f0  6c 65 20 69 73 0a 69 6e  63 6c 75 64 65 64 20 69  |le is.included i|
00000200  6e 20 74 68 65 20 21 53  79 73 74 65 6d 20 61 70  |n the !System ap|
00000210  70 6c 69 63 61 74 69 6f  6e 20 6f 6e 20 74 68 65  |plication on the|
00000220  20 50 6f 77 65 72 62 61  73 65 20 64 69 73 74 72  | Powerbase distr|
00000230  69 62 75 74 69 6f 6e 20  64 69 73 63 2e 0a 0a 48  |ibution disc...H|
00000240  6f 77 20 74 6f 20 6d 65  72 67 65 20 50 6f 77 65  |ow to merge Powe|
00000250  72 62 61 73 65 20 64 61  74 61 20 69 6e 74 6f 20  |rbase data into |
00000260  61 6e 20 49 6d 70 72 65  73 73 69 6f 6e 20 64 6f  |an Impression do|
00000270  63 75 6d 65 6e 74 0a 3d  3d 3d 3d 3d 3d 3d 3d 3d  |cument.=========|
00000280  3d 3d 3d 3d 3d 3d 3d 3d  3d 3d 3d 3d 3d 3d 3d 3d  |================|
*
000002a0  3d 3d 3d 3d 3d 3d 3d 3d  3d 3d 3d 3d 3d 3d 0a 41  |==============.A|
000002b0  6c 74 68 6f 75 67 68 20  77 65 20 68 61 76 65 20  |lthough we have |
000002c0  63 61 6c 6c 65 64 20 74  68 69 73 20 66 69 6c 65  |called this file|
000002d0  20 27 4d 61 69 6c 4d 65  72 67 65 27 20 74 68 65  | 'MailMerge' the|
000002e0  20 70 72 6f 63 65 73 73  20 74 6f 20 62 65 20 64  | process to be d|
000002f0  65 73 63 72 69 62 65 64  20 69 73 0a 6d 6f 72 65  |escribed is.more|
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00000340  74 6f 0a 6d 65 72 67 69  6e 67 20 6e 61 6d 65 73  |to.merging names|
00000350  20 61 6e 64 20 61 64 64  72 65 73 73 65 73 20 69  | and addresses i|
00000360  6e 74 6f 20 6c 65 74 74  65 72 73 3a 20 61 6e 79  |nto letters: any|
00000370  20 6b 69 6e 64 20 6f 66  20 74 65 78 74 75 61 6c  | kind of textual|
00000380  20 64 61 74 61 20 66 72  6f 6d 20 61 0a 50 6f 77  | data from a.Pow|
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00000400  2d 2d 2d 2d 2d 2d 2d 2d  2d 2d 2d 2d 2d 2d 2d 2d  |----------------|
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000004d0  20 72 65 63 6f 72 64 20  74 6f 20 61 70 70 65 61  | record to appea|
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000004f0  74 0a 70 72 6f 63 65 65  64 20 61 73 20 66 6f 6c  |t.proceed as fol|
00000500  6c 6c 6f 77 73 3a 2d 0a  0a 28 31 29 20 50 6c 61  |llows:-..(1) Pla|
00000510  63 65 20 74 68 65 20 63  61 72 65 74 20 61 74 20  |ce the caret at |
00000520  74 68 65 20 70 6f 69 6e  74 20 77 68 65 72 65 20  |the point where |
00000530  74 68 65 20 64 61 74 61  20 69 73 20 74 6f 20 62  |the data is to b|
00000540  65 20 69 6e 73 65 72 74  65 64 2e 0a 0a 28 32 29  |e inserted...(2)|
00000550  20 43 6c 69 63 6b 20 4d  45 4e 55 20 6f 76 65 72  | Click MENU over|
00000560  20 74 68 65 20 66 72 61  6d 65 2c 20 67 6f 20 74  | the frame, go t|
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00000590  27 4d 65 72 67 65 0a 63  6f 6d 6d 61 6e 64 2e 2e  |'Merge.command..|
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000005b0  6f 78 20 77 69 6c 6c 20  61 70 70 65 61 72 2e 0a  |ox will appear..|
000005c0  0a 28 33 29 20 54 79 70  65 20 74 68 65 20 66 6f  |.(3) Type the fo|
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000005e0  20 20 20 20 20 20 20 20  20 20 20 3a 50 6f 77 65  |           :Powe|
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00000700  28 34 29 20 43 6c 69 63  6b 20 6f 6e 20 27 53 65  |(4) Click on 'Se|
00000710  74 27 20 6f 72 20 74 79  70 65 20 52 45 54 55 52  |t' or type RETUR|
00000720  4e 2e 20 59 6f 75 20 77  69 6c 6c 20 73 65 65 20  |N. You will see |
00000730  22 3c 4d 65 72 67 65 3e  22 20 61 70 70 65 61 72  |"<Merge>" appear|
00000740  20 69 6e 20 74 68 65 0a  20 20 20 20 74 65 78 74  | in the.    text|
00000750  2e 0a 0a 28 35 29 20 52  65 70 65 61 74 20 66 6f  |...(5) Repeat fo|
00000760  72 20 61 6c 6c 20 74 68  65 20 6f 74 68 65 72 20  |r all the other |
00000770  50 6f 77 65 72 62 61 73  65 20 66 69 65 6c 64 73  |Powerbase fields|
00000780  20 74 6f 20 62 65 20 69  6e 73 65 72 74 65 64 20  | to be inserted |
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000007c0  65 20 47 65 74 46 69 65  6c 64 20 3c 74 61 67 3e  |e GetField <tag>|
000007d0  2e 20 41 6c 6c 20 74 68  65 20 64 61 74 61 20 69  |. All the data i|
000007e0  6e 20 61 0a 20 20 20 20  67 69 76 65 6e 20 64 6f  |n a.    given do|
000007f0  63 75 6d 65 6e 74 20 6d  75 73 74 20 63 6f 6d 65  |cument must come|
00000800  20 66 72 6f 6d 20 74 68  65 20 73 61 6d 65 20 64  | from the same d|
00000810  61 74 61 62 61 73 65 2e  20 49 74 20 6d 69 67 68  |atabase. It migh|
00000820  74 20 62 65 20 65 61 73  69 65 73 74 20 69 66 0a  |t be easiest if.|
00000830  20 20 20 20 79 6f 75 20  6f 70 65 6e 20 74 68 65  |    you open the|
00000840  20 72 65 71 75 69 72 65  64 20 64 61 74 61 62 61  | required databa|
00000850  73 65 20 61 6e 64 20 61  72 72 61 6e 67 65 20 74  |se and arrange t|
00000860  68 65 20 64 65 73 6b 74  6f 70 20 73 6f 20 74 68  |he desktop so th|
00000870  61 74 20 79 6f 75 20 63  61 6e 0a 20 20 20 20 73  |at you can.    s|
00000880  65 65 20 62 6f 74 68 20  74 68 65 20 72 65 63 6f  |ee both the reco|
00000890  72 64 20 77 69 6e 64 6f  77 20 61 6e 64 20 74 68  |rd window and th|
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000008b0  75 6d 65 6e 74 2e 20 43  6c 69 63 6b 69 6e 67 20  |ument. Clicking |
000008c0  4d 45 4e 55 0a 20 20 20  20 6f 76 65 72 20 61 20  |MENU.    over a |
000008d0  66 69 65 6c 64 20 6d 61  6b 65 73 20 69 74 73 20  |field makes its |
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00000910  65 20 74 68 65 20 64 6f  63 75 6d 65 6e 74 21 0a  |e the document!.|
00000920  0a 57 68 65 6e 20 79 6f  75 20 6c 6f 6f 6b 20 61  |.When you look a|
00000930  74 20 74 68 65 20 64 6f  63 75 6d 65 6e 74 20 74  |t the document t|
00000940  68 65 72 65 20 69 73 20  6e 6f 74 68 69 6e 67 20  |here is nothing |
00000950  74 6f 20 64 69 73 74 69  6e 67 75 69 73 68 20 6f  |to distinguish o|
00000960  6e 65 20 6d 65 72 67 65  0a 63 6f 6d 6d 61 6e 64  |ne merge.command|
00000970  20 66 72 6f 6d 20 61 6e  6f 74 68 65 72 3b 20 74  | from another; t|
00000980  68 65 79 20 61 6c 6c 20  61 70 70 65 61 72 20 61  |hey all appear a|
00000990  73 20 22 3c 4d 65 72 67  65 3e 22 2e 20 54 6f 20  |s "<Merge>". To |
000009a0  63 68 65 63 6b 20 75 70  20 6f 6e 20 77 68 61 74  |check up on what|
000009b0  20 61 0a 63 6f 6d 6d 61  6e 64 20 61 63 74 75 61  | a.command actua|
000009c0  6c 6c 79 20 6c 6f 6f 6b  73 20 6c 69 6b 65 20 6f  |lly looks like o|
000009d0  70 65 6e 20 75 70 20 74  68 65 20 27 4d 65 72 67  |pen up the 'Merg|
000009e0  65 20 63 6f 6d 6d 61 6e  64 27 20 64 69 61 6c 6f  |e command' dialo|
000009f0  67 75 65 20 62 6f 78 20  61 67 61 69 6e 0a 61 6e  |gue box again.an|
00000a00  64 20 70 6c 61 63 65 20  74 68 65 20 63 61 72 65  |d place the care|
00000a10  74 20 61 74 20 74 68 65  20 62 65 67 69 6e 6e 69  |t at the beginni|
00000a20  6e 67 20 6f 66 20 74 68  65 20 6d 65 72 67 65 20  |ng of the merge |
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00002550  0a 0a 7d 0a                                       |..}.|
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