Promotional Labels Report

Click here for sample Promotional Labels


A promotional label is any label that you produce for a purpose other than sending a customer an issue. For example, you might run promotional labels to send to someone who is renting your mailing list. Or you might use promotional labels to send all subscribers to one of your publications a promotional mailing for a second publication.

Each printed set of labels includes a "cover sheet" (which is actually the size of one or two labels) that contains identifying information.

The filter for this report lets you select specialized groups of subscribers for your labels. You could, for example, run labels for all male subscribers in Utah who took an AM/FM radio as a premium.

The filter selects customers, not subscriptions. So if you ask for subscribers to ABC or XYZ and John Smith subscribes to both, only one label will be produced for Mr. Smith. This is true regardless of whether you choose to "Scan customers" or "Scan subscriptions" on the filter screen.  

The 'Promotional labels' report, by default, will select customers who are prospects or ship-tos. However, you may specify on the filter screen whether or not you wish to include bill-to customers .

QuickFill also lets you include seed names when you run promotional labels for list-rental purposes. You can change the first name of these seeds when you run promotional labels in order to track the use of each copy of a list you rent. (Click here to more information on seed names.)

You can also generate a report showing how many labels you produced by sectional center (that is, the first three digits of a zip code), by state, by Canadian province, and by foreign country. You can run this report either separately or with the labels.

Once your promotional labels have been generated, you can either print them from the 'Labels' tab of the 'Print saved reports' screen or you can use the 'Label Splitter' to create a dBASE formatted file.

The filter screen for this report has several tabs. You can move easily between tabs by using the Ctrl-RightArrow and Ctrl-LeftArrow key combinations or your mouse. For most of the labels you'll probably want to produce, you don't need to fill in more than the first few tabs of the filter. But you should familiarize yourself with the other tabs, because they give you considerable additional flexibility.

Report description

The information you enter in this field will be printed on the statistical report. Use this field to identify your labels and the use you're making of them. ("PUB1 for BusinessWeek," for example, or "PUB1 for PUB2 promo.")

Company name

The name you enter in this field will appear on the cover sheet. QuickFill remembers the last name you entered in this field on any of the filters. So you don't need to reenter it every time you produce promotional labels. (You can, of course, change the name.)


The phone number you enter here will appear on the cover sheet. QuickFill remembers the last phone number you entered in this field.

Customer's order number

The order number you enter here will appear on the cover sheet with the heading "Your order number."

Publisher's order number

The order number you enter here will appear on the cover sheet with the heading "Our order number."

Scan customers, scan subscriptions

These radio buttons allow you to specify the method that QuickFill will use to select your labels. If you select "Scan customers," QuickFill will examine customer records in the order that they occur in the database. Choose this method if your database only has one publication or if you will be selecting a majority of the customers in your database; it will be faster.

If you select "Scan subscriptions," QuickFill will examine only the customers who are linked to the publications and/or prospect lists that you have selected. Choose this method if you will be selecting names from only a few publications or prospect lists.  When you scan subscriptions QuickFill examines each subscription during the first pass and writes all of the ship-to customers into a file. In the second pass the file is sorted and de-duplicated.  The de-duplication has to be done because a customer may be linked to more than one subscription and may have been "found" more than once during the first pass. Only unique customers are written to the final report.  It isn't until the end of the second pass that  the actual final customer count is displayed in the progress box.

When you specify a maximum number of labels to be produced, the customers for whom labels are produced will be different depending upon whether you scan customers or subscriptions. When you scan customers, QuickFill selects customers as it goes through the database. Therefore, the customers who have been in your database the longest will be selected first.

When you specify a maximum number of labels to be produced and scan subscriptions, QuickFill selects customers after they have been sorted by zip code. Therefore, the customers with the lowest zip codes will be selected first.

Labels and report, Labels only, Report only

Select whether you want to run labels only, a statistical report only, or both. The report shows how many labels you produced by sectional center (the first three digits of a zip code), by state, by Canadian province, and by foreign country. You can choose which of these sections appear in the statistical report on the "Preferences" screen on the 'Definitions' menu.

Maximum number of labels desired

The number you enter here is the maximum number of labels QuickFill will produce—no matter how large your file or which selections you make. Entering a number in this field lets you print an exact number of labels. Leave this field blank, and QuickFill prints labels for all your customers.

Example: Say you had 2,000 orders for a new promotion and your marketing department wants to send a onetime survey to 250 of the people who placed those orders. Enter 250 in this field, fill in the rest of the filter appropriately (be sure to select the tracking code), run the report, and QuickFill will produce 250 labels.

Do not use this field 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 when you want to select a portion of your customers.

Print customer number on the top line

Select this field, and QuickFill prints the customer number on the top line of each label. This feature greatly simplifies data entry if you're using labels 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.

Print phone number on the top line

Select this field if you would like QuickFill to print the telephone number on the top line of each label.

or print this key code on the top line

QuickFill prints the entry you put in this field on the top line of each label. Use this feature to print a tracking code if the labels 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 in this field the key code the renter requests. You cannot print both a telephone number and a key code.


Use these radio buttons to include, exclude, or include only customers marked as seeds.  Click here for more information on the customer 'Type' field and seeds.

When you select 'Include', seed names are included in the label file regardless of whether 'Scan subscriptions' is selected or the 'Maximum customers desired' is limited.  For example, let's say that you have 100 seed names in your database and you run 'Promotional labels' to include seed names and limit the output to one 150 customers. QuickFill will export the 100 customers who are seeds and then 50 other customers based on the specified criteria.

Substitute first name for seeds

Enter a name or initials here, and it will be used as the first name on all seed labels. Leave this field blank, and all seed labels 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.

Here's an example of how you'd use QuickFill's unique seed name capability. Say you rent your list to FoulPlay magazine. FoulPlay rekeys it and mails it 10 additional times without paying for the extras. How do you stop them?

When you rent a list, you plant seed names—names that come back to you when mailed—so you can monitor the use of your list. QuickFill lets you substitute a unique first name for your seed names each time you run the list. Now, you can differentiate between a copy of the list you rented to FoulPlay and a copy you rented to Straight Arrow. (FoulPlay's mailing would come back to you as A. B. Smith and Straight Arrow's would come back as A. C. Smith.)

Seed names are included every time you run the list, unless you specifically ask QuickFill to exclude them.


Click here for more information about Filter screens and Options for running reports.


See Also