A10. Global Edit, envelopes and labels

Three commands that belong to no single module: they act on whichever client entries you have selected, and they appear on the ribbon of every module that lists client entries.

In this appendix

• Selecting the entries first
• Global Edit — change one field on many entries
• Printing envelopes
• Printing labels
• The address format these three share
• Not yet available

Selecting the entries first

All three commands work on the entries you have marked in the Clients list:

• click a row's tick column (the narrow first column) to mark it — marked rows are highlighted;
• click the header tick box to mark the whole list;
• with nothing marked, the row you last clicked is used on its own.

The count is always shown back to you before anything happens, so you can check it is what you expected.

Global Edit — change one field on many entries

Edit ▸ Replace ▸ Global Edit sets one field to the same value on every selected entry — the source CRM's Global Edit. Typical use: a company has moved, and forty contact records need the new city.

1. Select the entries in Clients.
2. Edit ▸ Replace ▸ Global Edit.
3. Choose the Field and type the New value. Leaving the value empty clears the field on every selected entry — that is a valid edit, and the confirmation says so in as many words.
4. Replace. You are asked to confirm, with the field, the value and the count. Confirming writes all of them in one go and reports how many entries changed.

There is no undo. Read the confirmation.

Which fields it offers

The list is deliberately short, and the omissions are on purpose:

• Entry name and Company are not offered. Setting forty entries to the same name is data loss, not an edit.
• Coded fields (Sales Lead, Territory, access rights) are not offered. Each has its own screen that knows the list of valid values; a typed value here would store a meaningless code.
• User-defined fields are not offered yet — they are stored differently and each has its own type. See Not yet available.

A field your database does not have is simply not listed. Global Edit needs permission to change records, and it only ever changes Clients entries — running it from Sales or Service says so and does nothing.

Printing envelopes

Home ▸ Insert / Print ▸ Print an Envelope (also Reports ▸ Clients ▸ Envelopes) prints one envelope per selected entry.

1. Select the entries.
2. Choose the Envelope size — DL, C5, C4, #10 Commercial or Monarch.
3. Type a Return address if you want one. It is remembered, so you type it once.
4. Print Preview opens the normal preview window; print from there, or close it to cancel.

Each envelope is a page of its own. An entry with no address prints (this entry has no address) rather than a silently blank envelope, so a gap in your data is visible before you feed the paper.

Printing labels

Home ▸ Insert / Print ▸ Print a Label (also Reports ▸ Clients ▸ Labels) prints a sheet of mailing labels.

1. Select the entries.
2. Choose the Label stock:

3. Skip labels leaves that many positions blank at the top-left, so a part-used sheet can be fed through again.
4. Copies of each prints the same address more than once.
5. Print Preview, then print.

Sheets fill left to right, top to bottom, and a full grid is always printed — the unused positions on the last sheet come out empty so the paper stays aligned.

Check the alignment on plain paper first. Printer margins vary; print one preview page onto ordinary paper and hold it against a label sheet before using the real stock.

The address format these three share

Envelopes and labels both use your address format — the same template the client dialog's Copy address button uses. It is a list of lines with {Field?} placeholders; a line whose placeholders are all empty is dropped, so optional lines (a second address line, a country) disappear cleanly instead of leaving a gap.

The default is:

{First_Name?} {Last_Name?}
{Position?}
{Company?}
{Individual_Name_for_Contact?}
{Address_Line_1?}
{Address_Line_2?}
{City?} {State_Province?}  {Zip?}
{Country?}
{Phone 1?}
{Email Address?}

Change it once and both the envelopes and the labels follow.

Not yet available

• Undo for Global Edit. Nothing is journaled, so a mistake has to be corrected by running it again with the right value (or entry by entry).
• User-defined fields in Global Edit.
• Find-and-replace within a field (Global Edit replaces the whole value, it does not edit part of it).
• Filtering the envelope/label run — every selected entry is printed; there is no "only those with a postal address" option yet. An entry with no address prints a marked blank instead.
• Choosing a different address format per print run. There is one saved format.