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Using References within Emailed Notices (#NTCUREN01)

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20120221 (Andy)   Pro, MultiUser, MultiSite, MultiView   Self Storage EditionMarina EditionVault Edition   9.1 (and higher)   n/a

Using References within Emailed Notices (#NTCUREN01)

In StorMan, it is possible to use database fields within your email Notices (more on this: #NTCABT01), allowing you to replace generic information with information specific to the person who is receiving your Notice via email. For example: You can use a reference to replace a generic "Dir Madam / Sir" opener with the recipients actual name. Additionally, you could mention the recipients Agreement number, Berth / Unit / Vault number, rental rate, etc. All of these and many more can be displayed via Database References.


How to insert Database References into Emailed Notices

  1. Select Maintenance, Notice Plans, then double-clicking on the Notice that you wish to edit.
  2. On the Notice Design tab, click Edit Email Design; this will open the email editor (more on the email editor: #NTCEMLEDT01).
  3. Click Insert Fields to open the database table & field browser.
  4. On the left, you will see a series of tables. Click the + next to the table which you wish to expand. If you are not sure what table or field to use, try our list of common references: #NTCRFCM01 (nb. the table name is shown inside square brackets "[ ]").
  5. Once you have expanded the table, a list of fields within that table will appear. Click on your desired field on the left, then change the display mode on the right (if needed). Note: In most cases, you would only change the display mode if you were dealing with a field that displays a monetary value, such as the rental amount. Display modes for monetary values include displaying the value with (or without) the currency symbol, with (or without) commas separating thousands, etc.
  6. Once you have selected your desired database reference, click Done. The reference will now be inserted into your email Notice. Repeat the process if you with to add additional references.

What about pictures or images?

For details on adding pictures into the database (so that you can reference them using the instructions above), see: #NTCAITNG01. You can add them to your email Notice by clicking Image Manager within the email editor.


Can I copy & paste references from other Notices?

Yes, you can - so long as the reference is copied in full.


Some of my references aren't displaying when the Notice is emailed - why?

Relational databases need exactly that - relationships between data tables - to work. Gathering data via references from two completely unrelated database tables will result in a reference that doesn't display anything when the Notice is emailed.

If you need to reference data that doesn't appear to be linked, try looking for it within the current table, as you may often find similar fields that reference the same information; this is done intentionally to allow tables to "join" one another and form a relationship - hence the term, Relational Database. For more on Relational Databases, see this Wikipedia article.


Is there a list of common references? What about unusual references - like the current date?

Yes, there is a list - and it includes some of the harder-to-find references. See #NTCRFCM01.

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