Select Separator Format Dialog Box

Some Info Center records may have fields that are empty. For example, the Suffix field is empty for an employee whose name has no suffix. Use the Select Separator Format dialog to specify how the completed proposal displays data that is adjacent to an empty field.

Parent Topic: Screens

Location

To display the dialog box, complete the following steps:

  1. Open Microsoft Word. The toolbar displays in:
    • The toolbar area of Word 2000/2003.
    • The Custom Toolbars area of Word 2007, when you click Add-Ins on the menu bar.
  2. Click the Vision Field button on the Merge Code Toolbar.
  3. In the dialog box, select an Info Center. The Info Center's Select Merge Codes dialog box displays.
  4. In the left-hand pane, select the merge code.  If the field is in a grid, select the appropriate group code from the drop-down list in the right-hand pane, then select the field in the right-hand pane. Click OK to insert the field in the merge template. If the merge code is for a numeric or currency field, the Select Separator Format dialog box displays if you are inserting:
    • A date field.
    • Any standard character field (that is, any non-custom field).

Contents

Field Description
Standard Format Select this option to put the merge code on the merge template with no other format specified.
With Preceding Separator/Title

Select this option to enter preceding text that displays only when there is data in the field.

The Separator/Title dialog box opens. Enter the preceding separator and click OK.

For example, if you have the first and last name followed by a comma and a space and the suffix, you want only the comma and space to print before the suffix if there is data in the suffix field. In this case, the comma and space would be the preceding separator when the Suffix field is inserted.

The result displayed is similar to this example:

[First Name] [Last Name][{`, `(Suffix)}].

You can enter this formula into the merge template. Make sure that the formula agrees with this example.

The acute symbol "`" is on the same key as the tilde ~ character. A character that you put between two acute symbols is not shown in the completed proposal, if there is no data in the Vision database for the field that you specify in the preceding statement.

With Succeeding Separator/Title

Select this option to enter a succeeding text that displays only if there is data in the field.

The Separator/Title dialog box opens. Enter the succeeding separator and click OK.

With Preceding & Succeeding Separator/Title

Select this option to enter both preceding and succeeding text that displays only if there is data in the field.

The Separator/Title dialog opens. Enter the preceding separator and click OK.

The Separator/Title dialog box opens again. Enter the succeeding separator and click OK.