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Persons list

Go to Persons/Print…/Persons List in the main menu.

Most of the print- and output functions related to person data operate like the person list. That is why we will show you the various functions on the basis of the person list. In later chapters we will explain the differences with the functions Printing forms, Form letters, Address labels, Order membership cards, etc.

:?: The definition of a printout results from three important aspects:

  1. Layout - What should your printout look like, which information should be printed?
  2. Persons group - Whose information should be printed?
  3. Order - In which order?

Layout

The dialog window for persons list gives you several Layout options. The first install of PC CADDIE already offers you a number of different layouts. You can try them all out.

:!: Please be aware that layouts like „Greenfee-Bagtag“ or „Cash register, Invoice“ are not meant for printing person lists.

If you want a list with your own layout and individual information you can easily create your own with PC CADDIE by clicking Edit. The following window will open:

The above shown layout „Addresses families“ may be a bit complicated for the start, but we would still like to shortly explain it, as this layout shows the various possibilities:

The definition of the layout displays the list with all family members together, i.e. every family member will be printed but the address will only be shown with the contact person. Only the first name of the other family members will be listed.

Create new layout

To get familiar with this function we recommend to just give it a try. Don't worry about the editor text, click the button - creating your desired layout will be easy. Confirm the following security question:

The following window will open:

Usually everything is already set correctly. All you have to enter is a Title.

:!: Do not name the layout title after a person group. If you need, for example, a list containing the addresses of all your seniors, you should first of all choose which information should be printed, i.e., the addresses. In this case you should name the title „Address list“ and not „Senior list“, as you could also use this layout for other person groups such as ladies, juniors etc. Print person filter is already activated, so the information about who should be displayed on the list will be automatically added to the printout by PC CADDIE. In addition, you can enter an individual heading in the “Title” field!

The lower selection field Print only if this field is filled: is only needed with lists like the caddie box, as you can define, for example, that only those persons with filled caddie box fields will be printed. (You could also create a people filter only for individuals who have a caddie box in the Persons Group).

But usually you should simply select do not use this option.

Click OK and in the next window Continue to choose the information fields you need for your list:

Click Continue to carry on with formatting or click Cancel in case you are finished choosing fields or you want to later add additional fields.

HINT: Start typing in what you are looking for in this field and you can find it quicker:

Let us begin with <L> „Line number.“ Click Add and another dialog appears:

The information here is already set correctly. You only need to confirm with OK.. An exceptional case could be to expand the field length if you want to print out longer names. Simply change the number of digits from 25 to 35-40. Checking the “line after” field draws a visible vertical line behind the field when printing the list. Alternatively, you can use the “tab after”, which will print an empty tab between individual fields. Setting one of these two separators also allows you to copy the list in excel, maintaining different columns for different fields. The check-mark “Variable field length” rarely applies in persons lists.

By clicking Add repeatedly and confirming with OK, and always selecting a new field (Street, Postcode and City, Telephone etc.) you can complete your list. Click Finish after the last field has been added. This will bring you back to the format editor window, where you ca see now the format you have just created.

:!: If you wish you can manually make a few changes to your layout.

  1. expand the width of a field by adding space characters,
  2. replace missing delimiter between the fields
  3. add a new field
  4. add special, complex instructions, such as footer, or if-then formula (only partially used in lists, the majority of such instructions are used in forms)
  5. different fonts, such as Bold, Italic, large(mostly used for forms, rarely for lists)
  6. if your new layout is finished you can save it under a new name
  7. here you can test the layout (used for example for cash vouchers or bag tags)
  8. close the format editor

HINT: We recommend using existing layouts in the beginning.

Special commands for a layout:

<FAMILIENWEISE>Families togetherAll family members will be listed.
<NICHT_FAMILIENWEISE>Families not togetherOnly the contact person of a family will be listed.
<FAMILIENWEISE_EINZELN>Families together, separateEach family member will be listed in a separate row (with a distinct postion number).
<FAMILIENWEISE_ALLE>Families together, allSpecial command to list all family members even if some do not match the filter.
<ZUSAMMENFASSEN>Sum upThis command forces the grouping of all family members.

Persons group

Now you have to define the Person group you want to be shown on your list. Let us use the senior list as an example: you only want to include seniors. Similar to the layout function, there are already some filters set for persons group. Click to view the drop-down list.

You cannot make any changes to the filters „All individuals“, „All members“, „All guests“, „All ladies“, „All men“ and „All suppliers“. To tell these PC CADDIE filters apart from your own, they are highlighted in green. Your own filters will be displayed with a grey background.

Another important option is „Members individually“. Choosing this option and then starting the print will open a window where you are asked to provide the exact details. This can come in quite handy if you need address labels or if you want to order membership cards for individual people.

All persons groups listed below „Special“ are predefined examples which you can edit and change. The persons group „Seniors“ does not exist yet, so we have to create it for our example. Click the button Define and in the following dialog click New filter. The following window opens:

Simple filters

The most important filter for selecting the seniors is the Age filter (the age groups are set in the Personal characteristics ), for distinguishing the seniors from the other persons. Simply put in the number that defines seniors (usually „6“). In case you do not know the number, click and select the age group.

Save your filter when you are finished (you may need to enter or activate oter information for other filters), and give your filter a name. In our example: „Seniors.“ Confirm with OK.

List of persons with monthly debit

If you don't have the field “Payment options”, you can nevertheless create an indented list of person with monthly debit as follows:

The “C” refers to the area “Club” and “m” stands for “monthly”.

Persons filter: Tournament analysis by age group (AG)

Betting games involve tendering and evaluations for various age groups. Especially in championships and league games, the price is different depending on the age groups and regardless of the DGV-Age group, which PC CADDIE automatically assigns in the personal characteristics.

Better: you specify a Tournament Persons Filter based on birth year and gender, which you can then apply for AG14, AG50, AG 65 or any other age group.

For example: the settings for a Tournament Persons Filter “Seniors AG50” (2015, gender independent))

In this way you can specify a number of new price categories-persons filter, save and select them for the price evaluation. The definition can also be made directly in the tournament over the price evaluation, see: Prize categories. But be careful: do not forget to readjust the birth year every year!

Person filter exit reason

Only possible in Germany!

If you want to know, for example, who is deceased, choose in the filter “exit reason: V” (deceased = Verstorben in German). It is important that the “Entry /Resignation matching:” field is empty. The departure date can be chosen as desired.

Further filter options for exit reasons are given by the first letter. If you only choose the date of departure, then all the former members will be displayed. You can also print the reason for leaving by making the necessary adjustments in the list layout!

A more complex filter

The filter we have created defines the group including all seniors, regardless of whether they are members or not. This would be correct for filtering the senior prices in a competition, but for an address list it might be necessary to add additional filtering options to narrow your list down to members only. To add these filtering options click Define.

Activate the Membership type and click . Now you choose all membership types you wish to appear in your list, for example “Member” or “Honorary member”.

In addition you should enter „today“ in the field Entry/Leave fitting to:. This will ensure that only current members will be printed and no former or future members (former members will have a resignation date which lies in the past, future members will have an entry date that lies in the future. These persons will not match the current date!). You could also enter an exact date in the field Entry/Leave fitting to: to print all persons that were members on that date, for example, on the 1st of January.

:!: All details (AND relations) defined in this dialogue have to be fully fulfilled by a person so that the person appears in your list. Within a row (for example, the membership type) it is absolutely sufficient if one option you have chosen matches („Active“ OR „Honorary member“). In summary, we have the following definition: „Senior“ AND „Member“ (OR „Honorary Member“) AND Entry/Leave fitting to: „today“.

Save this filter in case you might need it more often. Give it a relevant name so you will find it more easily; for example, „Members, active, seniors“.

Special filtering options

All other filtering options can be used analogue to the membership type or the age groups. Narrow down your results by filtering persons with a handicap between 0 and 15. Or print out only the women.

Especially noteworthy are the incredible possibilities with the following filter:

Filtering based on additional info

Activate the last field in the filter mask. Usually it says Additional Info. By opening the drop down list you can choose from many other possibilities, like Postcode, City, Resignation date etc.

In the case you might need a list of your Club Team you should edit the field as follows (also check the description on how to work with the field Additional Info in a persons input mask):

To print out a list of persons that play in the Club Team OR the Senior League the filter should look like this (comma between the options):

And to print out a list of persons that play in the Club Team AND also in the Senior League (plus sign between both options):

Click the link to find out more on how to work with Additional Info.

Entry negation

The symbol for the negation is „!“: In case you wish to print a list of all persons which do NOT have „SEN“ in their additional info field, your entry should look like this:

You can also print out a list containing all persons that have any kind of information in the field additional info, meaning the field is not empty - simply put in an exclamation mark „!“:

Persons WITH and WITHOUT e-mail addresses

:?: Would you like to contact all your members with an e-mail address via e-mail and all of those without an e-mail address by post?

HINT: Adjust your filters as follows:

Persons with an e-mail address

Persons without an e-mail address

Postcode filtering

This example shows how to filter your persons by postcode in the postcode area 52000 to 52999:

You can also set up a filter for your membership card order:

Enter an exclamation mark „!“ to see those persons for which a membership card will be ordered. Input „<EMPTY>“ to see those who will not get a membership card or put in „*“ to view those persons who are noted on the ordering list.

Playing permission filter

Filter the members with full playing permission using the letter U (unrestricted). Filter the members with limited playing permission using the letter E (Limited = Eingeschränktes in German). Filter the members with no playing permission using the letter K (No = Kein in German).

More options:
G = Gold
S = Silver
N = Neutral
V = VcG

From 2017, the following letters are essential:
F = Remote member (Fernmitglied in German)
R = Regional

Negation of the filter

By activating the option Negation you invert the whole filter:

The following example shows how to print all persons that are not seniors:

Special filters

The buttons beneath Special filters on the right side of the definition mask let you narrow down your filtered search. You can filter for special tournaments, fees or account information.

Maybe you need an address list for a letter you would like to write to all participants of two competitions you had. Simply click Event (not activated) and choose the desired competitions (one or more):

Click Select events. The following dialogue lets you select the desired competitions:

After confirming your selection with OK you will automatically see the first window mask again. Please note, that this mask also allows you the negation of your choice. Have all the correct competitions been chosen, you can close this window with OK. If everything has been set correctly the filter Event should now be activated:

HINT: You could write a letter or an invitation to the participants for your next open competition.

With Special filters you can also filter by membership fees. Click Fee

Same procedure with Account

HINT: You can easily evaluate who has played a round of golf last year and what kind of sales they have made.

:!: The special filter Logic should only be used after having consulted the Support-Team.

Enumeration

You can also enumerate the persons you wish to be printed. In this case you do not have to define your group by any attributes, you simply type-in each person. To do so click New filter and choose the tab Enumeration. The window will look like this:

To list all the persons type-in the abbreviations next to Person and hit Enter to confirm. The requested names will be added to your list one by one. Remove lets you remove a single name from your list. Click Erase and the whole list will be deleted. To change the positioning of a name you can move it Up or Down. Click the button and a list of all persons will be displayed:

This window lets you choose a person by double-clicking or hitting the space key. A selected person will have a check mark in front of the name. Double-click again or use the space key to undo the selection.

Person filter Joint golfing action 2017 (Gemeinsam-Golfen-Aktion 2017)

To get an overview of the participants of this action, define a new person filter by clicking on the “CRM” button:

Tick “CRM” and choose the appropriate category. There is always only 1 selectable category.

Just fill in the date range, save and confirm with OK!

Set print range

With the button From-To… you can tell PC CADDIE which person should be the first one printed and which should be the last one. This function comes in quite handy when there has been an interruption with your printing procedure and you want to continue:

Simply enter the abbreviation in the field Start with… to let your printing process begin with this name. Put in the abbreviation of the last person to be printed in the field Stop with…

Order

We have left the mask filter and find ourselves again in the original input mask Persons/Print…/Person List:

:!: All important ways to sort your list can be chosen here. Worth mentioning are the sort options „Birthday“ or „Date of Birth“. Choosing „Birthday“ will print out the names in order of their birthday for the year, so regardless of their age. Choosing „Date of Birth“ will sort your list by age, beginning with the oldest person.

In case you decide to arrange your list other than alphabetically you will be informed after clicking OK that your list will be re-sorted. Confirm with Yes, start new index. After that PC CADDIE will sort your list in the desired order and will show you the progress of this special sorting:

Families together

Use this option to specify if families should be listed together under one position. Having activated the option Families together you can choose if those persons with the family status „separate recipient“ or „separate invoice“ should be included or printed separately.

Email addresses of the family partners

Check privacy settings beforehand!

Important: check mark at: Family summary

Layout to copy:

<KOPFINFO:FILTER> <L >|<NAME, FIRSTNAME >|<MAIL >|<2MAIL > <FAMILIENWEISE_ALLE>

Note output to person masks

If you are working with the module CRM\DMS you can use the button Note to save information in all person masks according to your list.

HINT: If you have invited all the youngsters to a camp, you can use an appropriate filter and leave them a note.

More information about the module CRM\DMS.

Printing the final list of persons

After all details are set, you can start the printing by clicking the button Print (F8). PC CADDIE will then ask you if the index should be rearranged. This function is used to allow adjustments or changes to the list of persons without having to recreate the index each time and so a completely finished output can still use the “old” index.

:!: Please pay attention to the fact that you always restructure the index if you select another group of people or another day. You might have just added a new member today.

An example of a possible output:

An example for a list of members that have left the club

1. Create a layout as shown in the following screenshot via Persons/Persons List:

2. After that you will have to edit the filter for the group of persons. Make sure the field “Entry/leave fitting to:” is empty:

3. Via “Print” you will get a list of all members that have left the club in the chosen period of time.

HINT: Another interesting feature is that you can also print lists containing pictures of your members. More information available here: Person images

Hiding details in a list of persons

HINT: Sometimes members do not want their personal data like address or phone number to appear on any kind of list that might be made public on a notice board.

To avoid editing the data manually each time, PC CADDIE offers a possibility to hide or conceal the personal data on a printed list.

This is possible for the following information:

  • Street
  • Postcode
  • Town
  • Phone number
  • Mobile number
  • E-mail address

To hide one of the above mentioned information simply add an “*(Asterisk)” in the persons input mask.

In the following example we want to hide the phone number as well as the mobile number, so we added an “*(Asterisk)” to each number:

You can now print out lists of persons and the information will be concealed:

Create complex list of persons

Extensive member directory

HINT: Some clubs provide their members with member directories. These can be also be made with PC CADDIE.

Below an example of such a directory. Using the if/then condition, you can create a list that only prints a row if the corresponding field of the persons input mask is filled. For example, in case a member does not have a fax number, the corresponding row would not appear. So only the lines which contain some information are printed. Unnecessary blank lines are therefore eliminated.

The field Rows should contain the expected amount of rows per entry. This will avoid a page break in the middle of an entry or early pagination.

The printed list of members would look like this:

List of milestones birthdays

:!: Would you like to print out a list of all your members milestones birthdays? We will show you a template you can set-up in PC CADDIE so that no important day will be missed.

Layout - Birthdays this year

Open the editor via Persons/Persons List/Edit, copy/paste the following list layout into your edit window and then save it:

<VAR1=YEAR(DATE())-YEAR(golfmitg->mitggebd)>
<VAR2=STR(var1, 2)>
<VAR3="">
<WENN var2 $ "40,50,60,65,70,75,80,85,90,95">
<VAR3="Birthdays: "+var2>
<ENDE_WENN>
<WENN !EMPTY(golfmitg->mitggebd)>
<L >•<NAME, FIRSTNAME           >•<BIRTHDAY>•<3.>
<ENDE_WENN>

The window looks as follows:

Layout - Birthdays next year

For a list of milestone birthdays for the next year copy/paste the following layout:

<VAR1=YEAR(DATE()+365)-YEAR(golfmitg->mitggebd)>
<VAR2=STR(var1, 2)>
<VAR3="">
<WENN var2 $ "40,50,60,65,70,75,80,85,90,95">
<VAR3=""+var2>
//<ENDE_WENN>
<WENN !EMPTY(golfmitg->mitggebd)>
<L >•<NAME, FIRSTNAME           >•<BIRTHDAY>•<3.>
<ENDE_WENN>

The list will look like this:

Extended list of milestones birthdays

Print a list of important birthdays and associated addresses and emails.

Layout - Extend list

No   Abbr  Name, First name              D.O.B.
<VAR1=YEAR(DATE())-YEAR(golfmitg->mitggebd)>
<VAR2=STR(var1, 2)>
<VAR3="">
<WENN var2 $ "40,50,55,60,65,70,75,80,85">
<VAR3="Birthdays: "+var2>
<ENDE_WENN>
<WENN !EMPTY(golfmitg->mitggebd)>
<L >|<ABBR>|<NAME, FIRSTNAME             >|<BIRTHDAY>|<3                          >|<ADDR_3         |<ADDR_4             >|<MAIL>
<ENDE_WENN>

Layout - Anniversary list

Print a list of your members celebrating a jubilee this year. List of persons with this layout, sorted by: Date of entry.

Layout to copy:

<KOPFINFO:FILTER>
<VAR1=YEAR(DATE())-YEAR(golfmitg->mitgeind)> 
<VAR2=STR(var1, 2)> 
<VAR3=""> 
<WENN var2 $ "05,10,15,20,25,30,35,40,45,50, 55"> 
<VAR3="Member for: "+var2 +" Years"> 
<WENN !EMPTY(golfmitg->mitgeind)> 
  <L >•<NAME, FIRSTNAME>•<ENTRYDATE>•<3.> 
<ENDE_WENN>
<ENDE_WENN>

Example:

You have to set-up another list layout in order to print-out a list containing information about the distances for all members in a list:

Open the layout window via Persons/Persons List and edit a new layout using the field <DISTANCE>:

After pressing Print you will obtain a list of members in which the distances are listed as a distinct column:

You have to set-up another list layout in order to get an overview of the distance from where your guests are coming from. Open the layout window via Persons/Persons List and edit a new layout using the both fields <DISTANCE> and <ODISTANCE>“.

In case you do not know the address of a guest this settings will return the distance between your reference address and the guest’s home club.

”<DISTANCE>“ indicates the distance between your club and the home address of the guest, while ”<ODISTANCE>“ shows the distance between your club and the golf club of the guest.

Search by distance

With the loaded geo-data, it is now possible to conduct a distance-based search. The following screenshot shows you how to filter all guests who are living in a radius of 200 km:

ZIP - Only abroad

Use the following settings for the group of members with a foreign address:

Template:

.NOT.EMPTY(GetLand(golfmitg->mitgplz))

The country codes for your own country, for example, “D” for Germany is not filled in the postal code field. Nevertheless, if you have typed-in the country codes the German addresses would also be added to the list. You can avoid this by checking the field P-code and typing !D for Germany and !CH for Switzerland.

ZIP - Only in Germany

Use the following settings for the group of members with German address:

Template:

%%EMPTY(GetLand(golfmitg→mitgplz))

Number of rounds played per person

Use this Rounds Statistics to see who played the most rounds, the number of no shows and when the person last played.

en/personen/personenliste/personenliste.txt · Last modified: 2018/11/07 17:07 by hr
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