Actions provide the automated part of Automated Export. They work behind the scenes to perform the final processing that is done to the exported data. They control where the data is sent and what is done to it. For example, the Word mail merge action sends the data to Microsoft® Word®, opens the merge document, and begins the merge process that populates the merge fields with data from the export file.
When you create a new automated export, you must specify an action.
A number of Action modules are supplied with Automated Export. These are the following:
- Display a Message
- Run a Program
- Word Mail Merge
- Word Mail Merges with the Pause Option
When you install Automated Export, you can indicate which word processor you use and only install the actions for that application.
Display a Message
This built in action displays a message when the export is complete. You use this action most often when you are creating new merge documents. The message is useful because it exports the complete data, including data that was modified by Export Extensions. For example, assume you need to create a mail merge document for a form that uses the salutation generator export extension. Because the salutation generator export extension creates a new merge field (salutation), you will need to run the form with the export extensions before you can create the merge document. Setting the action to Display a message will run the export and create all of the necessary merge fields.
You create the message text in the form. The message can be up to 246 characters.
Run a Program
This built-in action runs a program after exporting the data. It is similar to defining a new action, but offers less functionality. For example, you can configure this action to open Microsoft Excel and you can use functions in Excel to bring the data into an existing spreadsheet that includes built-in calculations or macros (requires building a query into the worksheet). Explain further? The action will not cause Excel to run a macro or perform any other actions on the data. If you want a specific file to open, you can enter the file name as well. For instructions, see Running a Program and Opening a File.
Word Mail Merge
Use this action to perform mail merges if your word processing program is Microsoft Word.
This action is an executable. When used, it loads Word, opens the merge document, and performs a mail merge.
Word Mail Merges with the Pause Option
The pause mail merge is similar to the regular mail merge except that a message is displayed asking if you want to perform the merge before the exported data is entered into the merge fields. This gives you a chance to modify the merge document before the data is entered. Your most common use of this action is with generic letters that should be modified before use.
For example, assume that your firm offers a standard new client form letter. A secretary wants to customize the letter to include a personal note. Before the merge is performed, the secretary can alter the letter to include the note and any merge fields required. When the secretary chooses to perform the merge, the altered form letter will be populated with contact data from InterAction.