When you select 'Customer export' from the 'Other' menu, QuickFill gives you the option of using the 'Standard filter' or the 'Qualification filter'. In many cases it will not matter which filter you choose since they share many of the same fields. There are, however, situations where each filter provides unique capabilities.
You use the 'Qualification filter' when you want to select subscribers or prospects based on their classification, request type, qualification date, or their responses to your qualification form. Because qualification data is specific to a publication, you can only select subscribers to one publication at a time using this filter.
You use the 'Standard filter' when you want to make selections that involve multiple publications (if you want, for example, to select customers that subscribe to publication A but not to publication B). Except for the first tab, the tabs of the 'Qualification filter' are very similar to those for the 'Qualified circulation' report.
The filter screen for the customer export has several tabs. You can move easily between tabs by clicking on the tab to which you would like to move. For most of the files you'll want to produce, you don't need to fill in more than the first few tabs. But you should familiarize yourself with the other tabs, because they give you considerable additional flexibility.
Format
The export file can be created in any of 10 different formats. Right click once to see the list of possible formats. (Click here for the file layouts for each format.)
Subscribers only, prospects only, subscribers and prospects
Use these radio buttons to determine whether your output file will include subscribers, prospects, or both.
Publication
Enter the publication code of the publication whose subscribers or prospects are to be selected. You may select names from only one publication. To select subscribers with subscriptions to more than one publication you must use the 'Standard filter'.
Output filename
Enter the name of the disk file where you would like to store the output. The filename can be "fully qualified." This means that you can include a disk drive and directory designation as well as a filename. You can type in the filename and/or path and filename or click on "Browse" to locate the path and/or filename you would like to use.
Example: To store your output in MYFILE.TXT in the root directory of the F-drive, enter F:\MYFILE.TXT. If you omit the drive and directory, the file will go in the mail-merge directory.
Maximum number of customers desired
The number you enter here is the maximum number of records QuickFill will produce—no matter how large your file or which selections you make. Entering a number in this field lets you select an exact number of customers.
Do not use this field alone to select a portion of your customers for a promotion in which you want to select the rest of them at a later date. You will not be able to do this because when you go back to select those other customers there is no way to distinguish whether or not a customer was selected the first time. Use the 'Random numbers' field either in conjunction with the 'Maximum number of customers desired' field or by itself when you want to select a portion of your customers.
Key code to be printed on labels
For 'formatted' output only QuickFill puts this entry in the "1st label line" field for each record output. Use this feature to include a tracking code if the records are for your own use—for a cross-promotion, say. That way you know exactly which tracking codes to enter when you get an order. If you're renting a list, enter the key code requested by the renter in this field.
The value you enter in this field has no effect on unformatted output options; nor does it work with the National Change of Address format.
Include customer number
Check this box and QuickFill includes the customer number in the "1st label line" field for each record output. This feature greatly simplifies data entry, if you're using the file for a cross-promotion. Instead of retyping the name and address when you enter the new order, you need to enter only the customer number. QuickFill will enter the rest of the customer information automatically.
Include seed names
This field is selected by default so that seed names are included in the export file regardless of whether 'Scan subscriptions' was selected or the 'Maximum customers desired' was limited. For example, let's say that you have 100 seed names in your database and you run the 'Customer export' to include seed names and limit the output to 150 customers. QuickFill will export the 100 customers who are seeds and then 50 other customers based on the specified criteria.
If you would like to exclude seeds, click on this field so that the check mark disappears.
Substitute first name for seeds
Enter a name or initials here, and it will be used as the first name for all seed records. Leave this field blank, and all seed records will have the first name you gave them in the customer record. Filling in this field allows you to use unique seed names each time you run a list for rental purposes. (Click here for details on seed names.)
Click here for more information about Filter screens and Options for running exports.