How to save a number figure in a particular format in AutoMail

IRIS AutoMail uses the interface of Microsoft Word to generate correspondence. To create your own Bespoke AutoMail templates you will require knowledge of Microsoft Word to the level of complexity that your bespoke template requires.

• The IRIS support team are not Microsoft Word experts and cannot provide support, advice or maintenance services with respect to Microsoft Word. However, we have provided some documentation to help you with some of the program features.

This topic provides advice for formatting a number in AutoMail.

For example, I would like the Balance Liability that is being displayed on the letter, to have a comma for every thousand and a pound sign before the number. That is, 12345.67 to be displayed as £12,345.67.

To save the numbers in a particular format you would need to edit the Tag in the template. This can be done by using a Formula to determine what format you would like.

To do this:

1. From the IRIS Main Menu, click IRIS AutoMail.

2. The AutoMail - Letter Request Browser displays. Click Templates.

3. The AutoMail - Letter Template Maintenance screen displays. Locate the folder the template resides in. Highlight the template and click Edit.

The Word Template displays allowing you to edit the details.

4. Toggle on the Field codes (press ALT + F9 on your keyboard). For more information, click here.

5. Highlight and delete the Merge field that you would like edit. For example if it is the LMCLCYrBalLiab that you would like in a different number format, highlight and delete the mergefield.

6. Leaving the cursor at the instance where the tag needs to be added.

7. To check for versions of Word, Click on Help | About when in the Word Document.

For versions of MS Word 2007 or later

1. Click the Insert tab in Word.

2. In the Text section click Quick Parts. From the drop-down list select Field.

3. In the Field Names field, click '=(Formula)'.

4. In the Field Properties, click Formula.

This will display the Formula Screen. In the Formula: there will be an equal to sign present.

5. Type in 'a' after the equal to sign. This will be displayed as =a

6. In the Number Formal: text box, click on the down arrow and select the format that you would like the number to be saved in. For example £#,##0.00;( £#,##0.00). Click OK.

This displays on the template as { =a #"£#,##0.00;( £#,##0.00)" }

7. Place the cursor before the "a" and press Delete on your keyboard.

8. Leaving the cursor in the "a" position, click the Mailings tab.

9. In the Write & Insert Fields section, click on the Insert Merge Field down arrow.

10. Select the Tag that you would like to change the number format for.

For example:

LMCLCYrBalLiab will be displayed as below { = { MERGEFIELD LMCLCYrBalLiab } #"£#,##0.00;( £#,##0.00)" }

and for invoices:

{ IF {MERGEFIELD LMCLStmntItemDebit } = { } “” “{={ MERGEFIELD LMCLStmntItemDebit } \# “#,##0.00” }” }

11. Minimize Word and click Save in the Tag Selection screen.

12. Generate the letter for a Client which will display the desired result.