Checking Your Data Before Processing; Missing Data; Checking Your Data In Smartmailer For Windows - Pitney Bowes DocuMatch Integrated Mail System Application Notes

DocuMatch Application Notes

Checking Your Data before Processing

Missing Data

Checking Your
Data in
SmartMailer for
Windows
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Occasionally you may find that some important data is
missing from your database. This may be caused by in-
complete data entry or problems importing and exporting
the data from other applications. For example, a few
records in a large database may be missing last names or
street addresses. This can lead to misdirected or undeliver-
able mail.
It's best to correct any data problems at the source if
possible. This will save you having to correct the data each
time you use it. However, Pitney Bowes SmartMailer for
Windows and Microsoft Word include several features you
can use to help find missing or incorrectly formatted data
as a final check. Other applications may support similar
features; consult your user documentation.
SmartMailer for Windows does an excellent job of checking
for valid addresses and correcting invalid addresses when
possible. However, it does not automatically examine any
of the other data in your database to make sure that the
addresses are complete. For example, SmartMailer will
include all the addresses with missing apartment numbers
in its error report, but it does not check for missing data in
the Last_Name field.
However, you can use SmartMailer's Address Group fea-
ture to find any records that are missing important data.
Once you have imported your data into SmartMailer, you
can define a group which includes just the bad records. As
an example, suppose you want to review all the records
which have missing data in the Last_Name, Street, or City
fields. To do this:
1. Select Addresses/Define Group.
2. Click on New.
3. This brings up the Enter a Group Name window,
where you can give the group a meaningful name
like "Addresses with key data missing."
DocuMatch Integrated Mail System
TM