Change the data collection in a document layout

If you cannot add a field to the document layout because the field is not available, add the field to a data collection.

Add a Profit field to a data collection

If the desired field is not yet present in the data collection, then add it. This means that you must find the desired field in the data collection and make it available for use in the document. Once you have completed these steps, you still need to include the field at the correct location in the document layout.

The Profit fields that you have added to the main data collection for the document are also in the filter that is used to generate the document. This is only relevant when generating a general document. If a document is generated based on a dossier item, then the filter does not appear.

To add a Profit field to a data collection:

1. Click on Data collection in the Profit document generator toolbar.
2. Go to the data collection and click on Change.

   

3. Add the field.
4. Click on: Next.
5. If needed, customise the name of the field. This often improves transparency. It is often easier in document layouts to work with short field names.
6. Click on Next several times and then click on Finish to complete the wizard.
7. Put the field in the document.

Use the date of a dossier item as a shipping date

If you generate a letter based on a dossier item, you can include in the letter the date on which the dossier item was added. You decide the format in which the date is displayed for yourself, such as short format (numbers only) or written out in full. Select the desired format if you add the date to the data collection.

To add the date of a dossier item:

The document layout must be suitable for dossier items. Only then do you have the Client record (document generator) data collection at your disposal.

1. Click on: Data collection in the Profit document generator toolbar.
2. Click on: Change: Client record (document generator).
3. Move the date field to the right-hand pane.
4. Click in the Format column and click on the arrow.

   

5. Select the format.

   Note: 

   For sortings, you must always sort by the Date field, not by any of its derived fields (such as Date (international)). This is because all derived field are text fields.

Use an address example instead of separate address lines

Addresses do not always consist of the same number of lines. Often in foreign addresses, the country must be printed as well. If you were to add a separate field for the country, this line would remain empty in domestic addresses. This would put an undesirable blank line in letters. To avoid this, place the Address example field in the document instead of the individual address fields. During generation, Profit automatically fills the address example with the correct address lines.

To add an address example to a data collection:

1. Click on: Data collection in the Profit document generator toolbar.
2. Open the data collection that you want to change.
3. Search for the Address example field in the correct table.

   

4. Double-click on the field to add it.

   Note: 

   The ‘KIX’ code line is not included in the address block. You need to add it to the data collection separately. If you include the 'KIX' code line in the document layout, format it (font, line spacing) according to the rules of the postal company (for example, TNT Post) you use for sending the letters.