 |
 |
 |
 |
 |
|||
 |
 |
||||||
| Sorting Saves
Time and Money Hello Tara, Actually, not only can Formtastic sort by fax number, it can sort your forms within a single spool file using up to six data fields and in either ascending or descending order. Why would you want to do this? Well, you already noted a good benefit for sorting by fax number: easier batch faxing. In addition to this, sorting by zip code makes it a lot easier to print documents for bulk mailing. If you're using Formtastic Checks, then sorting by dollar amount makes it easier to view documents by ascending or descending dollar value. Step 1 - Start at the Formtastic Main Menu and go into either Forms (option 1) or Checks (option 3). For the sake of this tip, we'll work with forms.
Step 2 - On the Forms Menu, select Work With Auto Merges (option 9).
Step 3 - And now you've arrived at the 'Work With Auto Merges' page where you can select the form you need to sort using option 2 (EDIT). In this instance, we're going to work with an invoice.
Step 4 - Now page down to the 'Sort Definition Information:' screen and type the form field you would like to use as a top sorting criteria in 'Sort by field 1'. In this case, the form will be sorted by 'Sales Rep Number'. For each field you also need to select an option for sorting by ascending (*ASCEND) or descending (*DESCEND) order.
Step 5 - Save your work and the next time you run this invoice, Formtastic will automatically sort and delivery them according to the ascending or descending 'Sales Rep Number' form field. Now, in Step 4 you could have entered five more form fields for sorting with even greater flexibility. Using this same example, we could also type the 'Invoice Total' form field into 'Sort by field 2' in addition to placing 'Sales Rep Number' in 'Sort by field 1'. So, now Formtastic will sort by 'Sales Rep Number' first, and then for each sales rep number it will sort the invoice amount in ascending or descending. With up to six prioritized sorting criteria, this gives you tons of options for sorting your documents. This should give you all the information you need. Get in touch if you need any more help. Take care, |
