Snowman Software Forms Wizard Webinar

Transcription

1 Snowman Software Forms Wizard Webinar DaySchool Version 8.20 MSWord 2013 is used in our exercise. If you are on a Mac or are using Word 2003 or 2007, your steps may be slightly different from those in our exercise. You must have at least Word 2003 (PC) or MacWord 2008 to use the Form Wizard. Scenario 1: You need to create Emergency Forms for each of your current students which the family can correct and return to you for the new school year Step By Step Form Wizard Creating Emergency Forms for Students 1 Select Home Communication Form Wizard 2 Select Children (by grade) and click Next 3 Select grades of current students you want to create forms for and click Next Use your Shift key to select a continuous set of items from a list. Select the first item, and then hold down SHIFT while you click the last item in your range. Use your Ctrl key if you want to select nonadjacent items from a drop-down list. Select the first item, and then hold down CTRL as you continue to press the individual items you want. 4 Select Form Type: EmergencyForms and Click Next 5 Use the Browse button to search for one of the EmergencyForm templates that come with DaySchool Once you change the template to reflect the look and fields of your school s emergency forms, you will SAVE AS and rename it to use each year. 6 Leave Document Type on Letters and Click Next When you want a single document for each contact, you select Letters as the document type. When you want to create one document for all of the contacts (as in a list or roster) then you select Directory 7 Click the Next button to keep the default of sorting by last name. 1

2 8 Select the salutation to use on the forms and Click Next The contacts for the list are displayed. You can deselect any individual contacts if needed. 9 Click Next 10 MSWord will open with a message Opening this document will run the following SQL command do you want to continue? 11 The Emergency Form template will open in Word 12 Click Mailings Tab 13 Make any changes to form (adding school name and year) and add additional merge fields using the Insert Merge Field on Mailings Ribbon Note that Grandparent information fields are now available as merge fields! 14 When the form is formatted as you want, Click Save As and change the file name to MySchoolEmergencyForm.xml 15 Click Finish & Merge Edit Individual Documents If you prefer to the form to each parent, click Finish & Merge Send Messages This would put the child s information into the form and that particular form to the parent address which you would choose. 16 Save, Print, or your forms 2

3 Scenario 2: You want to create a roster of your current families Step By Step Form Wizard Creating a Roster 1 Select Home Communication Form Wizard 2 Select Children (by grade) and click Next 3 Keep all grades selected and click Next 4 Select Form Type: Directory_Rosters and Click Next 5 Use the Browse button to search for the Directory template you wish to use (Several templates come with DaySchool to get you started) Start with the template that is most similar to your current roster 6 Change Document Type to Directory and Click Next 7 Click the Next button to keep the default of sorting by last name. 8 Select the salutation to use on the forms and Click Next The contacts for the list are displayed. You can deselect any individual contacts if needed. 9 Click Next. 10 MSWord will open with a message Opening this document will run the following SQL command do you want to continue? 11 The Roster template will open in Word 12 Click Mailings Tab 13 Make any changes to form and add additional merge fields using the Insert Merge Field on Mailings Ribbon You may want to use the «SalutationLabelFamily2» field as the parent name field in the roster 14 When the form is formatted as you want, Click Save As and change the file name to MySchoolRoster.xml 15 Click Finish & Merge Edit Individual Documents 16 Save or Print your forms 3

4 Scenario 3: You want to create a list of your Board Members Step By Step Form Wizard Creating a List 1 Select Home Communication Form Wizard 2 Select Board Member from the User Defined options in the Wizard and click Next Note: Board Member is a User Defined field and may have a different label or not exist at your school 3 Select Form Type: Lists and Click Next 4 Use the Browse button to search for Name_Address_PhoneList_IndividualSalutation.xml which is a template that comes with DaySchool Choose IndividualSalutations template when you only want to see the individual contact who meets your criteria (board member, staff member, etc.) Choose the FamilySalutation template when you want to see both main contacts 5 Change Document Type to Directory and Click Next 6 Click the Next button to keep the default of sorting by last name. 7 Select the salutation to use on the forms (in this case you will choose Individual Salutation) and Click Next The contacts for the list are displayed. You can deselect any individual contacts if needed. 8 Click Next. 9 MSWord will open with a message Opening this document will run the following SQL command do you want to continue? 10 The List template will open in Word 11 Click Mailings Tab and click Preview Results button 12 Make any changes to form (such as adding a Header) and add additional merge fields using the Insert Merge Field on Mailings Ribbon 13 When the form is formatted as you want, Click Save As and change the file name to MySchoolBoardList.xml 14 Click Finish & Merge Edit Individual Documents 15 Save or Print your forms 4

5 Scenario 4: You need to print phone-a-thon forms for all of your parents who have not yet donated to this year s Annual Giving Campaign. DaySchool Step By Step Printing Phone-a-Thon Forms 1 Go to Development Home Communication Form Wizard 2 Select Phone-a-thon/Pledge Solicitation 3 Click Next 4 Select the campaign(s) for which the constituents have not yet pledged 5 On the next step, Click Include Current Parents 6 Select the campaign(s) to show in Contribution History field on your Phone-a-Thon form 7 Pick the Form Type: PhoneAThonForms 8 File to be used: Click Browse and Select the template Phonathon form.xml 9 Leave Document Type as Letter 10 Complete Wizard and MSWord will open with a message Opening this document will run the following SQL command do you want to continue? 11 Click Mailings Tab 12 Click Preview Results 13 Make any changes to form and SaveAs MySchoolPhoneAThonForm.xml (this will now be your template instead of the DaySchool generic template) *To add additional merge fields, Select Insert Merge Field on Mailings Ribbon 14 Click Finish & Merge Edit Individual Documents 15 Save or Print your forms 5

6 Scenario 5: You need to print end of the calendar year tax letters to donors. (This is not on the Webinar, but wanted to be sure you knew how to do it!) DaySchool Step By Step Printing Contribution Details 1 Go to Development Home Communication Form Wizard 2 Select Donors with Contribution Details 3 Click Next 4 Select all campaign(s) and funds that you want to include in their donation history 5 Click Next on the next card since we want to include ALL donors 6 Select payment date range of the gifts you want to include 7 Select the fields you want included in the contribution details 8 Pick the Form Type: Misc 9 File to be used: Click Browse and Select the template ContributionDetailsLetterTemplate.xml 10 Leave Document Type as Letter 11 Complete Wizard and MSWord will open with a message Opening this document will run the following SQL command do you want to continue? 12 Click Mailings Tab 13 Click Preview Results 14 Make any changes to form and SaveAs MySchoolContributionDetailsLetter.xml (this will now be your template instead of the DaySchool generic template) *To add additional merge fields, Select Insert Merge Field on Mailings Ribbon 15 Click Finish & Merge Edit Individual Documents 16 Save or Print your forms 6