Maintain Documents {SLLL-1}

The text of documents is maintained in this option. A unique code is used to identify a specific document with instructions in respect of the layout of the letter, label or ASCII file to be generated when using this code.

It will be useful if the codes are allocated in such a way that.

English and Alternate language letters can be readily distinguished;
Letters for various sections can be identified.

Each document also has a description, which identifies its contents.

Fields in the option:

Block 1: Maintain Documents: Document Detail

Field	Type & Length	Description
Document Code	A4	The code to be used for this document. Separate codes should be allocated to English and Alternate versions of the same document
Document Description	A30	The description of this document. Typical descriptions could be Eng. Letter to Waitlist >Eng. 1st. reminder ID doc etc.
		This Block must be <COMMIT>ted before the actual text of the document can be inserted in the next Block. Deleting a record from this Block will only be possible if the text of the letter, as defined in the next Block, has been deleted before.

Example:

Block 2: Maintain Documents: Document Context

Field	Type & Length	Description
Code	A4	When a Document code and description is displayed in the top Block, this document code will be included as the first field of Block 2.
Format	A1	The information pertaining to each type of format must be entered for each document. (L(E)tter/L(A)bel/A(S)CII File)
Line	N3	The lines of each document are numbered, and they will be printed in numeric sequence. Missing line numbers will NOT result in open lines; to create an open line, a line number without text must be created. In respect of letters the user is advised to use fairly widely spaced line numbers to identify the text, rather than allocating line numbers strictly sequentially. This allows the addition of text to the body of the letter at a later stage, without re-typing all the text.
Text	A65	The user can enter the text of each line. Both upper and lower case characters can be used. It is possible to include codes and/or descriptions taken from the system in the text of a letter. The various fields that can be used in this way are identified as $D1$, $D2$, etc., on the screens where the selection criteria are defined. These D-parameters are described in detail with each letter option. To include such a field, the parameters "D1" or "D2" must be entered in the format $D1$, $D2$. These can be entered as part of the text, in any text line in the body of the letter. One or more $D$ parameters can be entered in a text line. The system will then print the contents of the parameters as part of the text in that line. Please note that the system will print a maximum of 65 characters per line and will then print the rest on the next line. The system will do a logical break on the closest space (before 65 characters) between two words. If a $D$ parameter represents multiple values, these values will be printed as one value per line. The descriptions that can be selected with this option all have both English and Alternate equivalents. The system will select the appropriate description depending on the language of preference of the addressee. The system will always use the layout of the English letter or the default document (as per code "DFLT"). Different layouts for the English or alternate letter cannot be used. The system will not use any default for the introduction to the leading paragraph for the letter. The user must specify for each letter the way in which the person must be addressed. It is possible to specify one document code, which will indicate the formal introduction for the institution and include this document code in each letter, or the introduction of each letter can form part of the text of the letter. Should the user wish to use any special printer instructions in order to do e.g. underlining, bold printing, italics, etc., the start control character must be inserted before the text, and an end control character after the text. Please refer to the "help" in Block 4 (Use of Escape Sequences in Text), which can be reached by pressing <NEXT BLOCK> twice. Users can include paragraphs from other documents, or alternatively a complete document, by specifying the document code and line number of that document which should be included as follows: $P the document code, start line number, end line number $ Please note that only one paragraph code may be included per text line. The user may not include a paragraph that already contains includes.
D-Parameters	Button
Special Characters	Button

Example:

Block 3: Document Layout Definition

In this option the layout to be used for letters and labels are defined. A record "DFLT" already exists and cannot be deleted or updated by the user in this option,. Should the parameters for the default layout have to be changed, this must be done in option {SLLL1-3}. The user can however change the layout for a specific document in this option.

Field	Type & Length	Description
Document Code	A4	An existing code as specified in Block 1. The <LIST> function will display all valid codes.
Format	A1	The format (Letter/Label) to which the layout will apply is selected here.
Page Number	N4	The default value is 1. Should the user wish to specify more than one page for letters, the page number can be entered here. The rest of the information will apply to this particular page number.
Maximum Lines	N3	The default value is 1. The maximum lines per document are specified here.
Header Size	N3	The default size is zero. This field applies to letters only and is used to define the number of lines, which must be left blank at the top of the page.
Footer Size	N3	The default size is zero. This field applies to letters only and is used to define the number of lines, which must be left blank at the bottom of the page.
Page Skip	A1	The default value is (Y)es. This field defines a physical page skip rather than a logical page skip. The field is used for both letter and label programs. It would typically be used where the actual page size differs from the default setting on the printer. If a (N)o is selected, the system will use the number of lines as defined whilst ignoring the number of lines to which the printer is set. If a Yes is selected then the program will give a page skip and the printer will go to another page with the printer settings.
Print Page Number	A1	The default value is (Y)es. This field allows the user to print the page number at the bottom of the letters. If a (N)o is selected, the page number will not be printed at the bottom of the letter.
Labels Horizontal	N3	This field is used for labels only. The number of labels to be printed across a page (i.e. horizontally) is specified here.
Labels Vertical	N3	This field is used for labels only. The number of labels to be printed on a page vertically is specified here.
Label Length Lines	N3	The number of vertical lines from the start (first line) of the first label to the start (first line) of the next label.
Label Width Characters	N3	The number of characters which can be printed horizontally on a line from the start of the first label to the start of the next label.

Block 4: Printer Escape Sequences

A help facility is available to assist users in the use of printer escape sequences as defined in {GPRT-1}, TAB - Printer Escape Sequences Descriptions

Example:

D-parameters
D50	Student Number
D51	Address Line 1
D52	Address Line 2
D53	Address Line 3
D54	Address Line 4
D55	Postal Code
D56	Title, Initials and Surname
D57	Title and Surname
D58	Document Code (for reference purposes)
D59	Date of Document
D60	Surname, Initials, Title
D61	E-mail address
D63	Name of the Contact
D70	Campus Name
D71	Campus Address Line 1
D72	Campus Address Line 2
D73	Campus Address Line 3
D74	Campus Address Line 4
D75	Campus Postal Code
D77	Full Names and Surnames
D100	User First Name and Surname
D101	Date of Document DD MONTH YYYY

Processing Rules
	No special processing rules

Date	System Version	By Whom	Job	Description
27-Feb-2007	v01.0.0.0	Bea Swart	t133964	New manual format.
04-Aug-2007	v01.0.0.0	Amanda Nell	t133964	New images