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Updated: 8/1/2011 ©2011 Shelby Systems, Inc. All Rights Reserved
Other brand and product names are trademarks or registered trademarks of the respective holders.
How To
Use the Word Processing Interface in Registration for Badges and More
Page 2
There are several places in Shelby v.5 reporting that refer to “Word Processing Interface” or an abbreviated
form of this phrase, such as “WPI” or “WP Interface.” This refers to the creation of a comma-delimited text
file, which is a file type contains information in such a form that it is easily used as a data source file for a
merge document in MS Word or other word processing software.
A portion of a sample WPI file created in Registrations looks like this:
If you are unfamiliar with how to perform a merge in your word processing software, using a WPI file will be
challenge. If you are using Microsoft Word 2003 there is a useful walk-through of the process at
http://office.microsoft.com/en-us/word-help/word-mail-merge-a-walk-through-the-process-
HA001034920.aspx. For Word 2010 there is a file at http://office.microsoft.com/en-us/word-help/use-mail-
merge-to-create-and-print-letters-and-other-documents-HA101857701.aspx. Other versions of Word also
have similar help files available at the Microsoft Office web site.
There are three reporting options that will yield a WPI file that contains information specific to the
Registrations module: Build WP Interface for Badges, Badge WP (RG) (in Selections and Listings), and W/P
Interface (RG) (also in Selections and Listings).
Use the Word Processing Interface in Registrations for Badges and More
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Here are the advantages and disadvantages of each option:
Report Type Advantages Disadvantages
Build WP Interface
for Badges
Easy to run directly under Reports
menu.
Flags names already used,
eliminating duplicates when run
again later.
Only includes most commonly used
fields, making a short list to
navigate when adding to merge
document.
No way to filter names apart
from printed/not yet printed.
Does not include every possible
data point, so some fields are
not included.
Badge WP (RG) Adds additional filtering with
Selections and Listings criteria.
Same advantages of flagging
names as printed and including
only common fields.
Allows you to customize file path
and name.
Located in Selections and
Listings, so additional clicks
necessary to get run the report.
Does not warn you if you are
about to overwrite an earlier
WPI output.
W/P Interface (RG) Includes a larger number of options
and fields.
Does not flag names as printed.
Located in Selections and
Listings.
Large field list means hunting
for desired fields in merge
document.
Use the Word Processing Interface in Registration for Badges and More
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If you have a basic badge design in a word processor such as MS Word, the Build WP Interface for Badges
report can help you get the data file you need to merge into that file.
1. Before you run the report, the first step is to make sure the correct Event is showing in the drop-down
option at the top of the Registrations Home Base.
2. Choose the Build WP Interface for Badges option under Reports.
Use the Word Processing Interface in Registrations for Badges and More
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3. Choose whether or not to Include field name in first record. Unless you are using an older version of
Word Perfect or another word processor that assumes the first record is merge data, you should leave
this option checked.
4. Choose whether or not to Mark badges as printed. Choose this option when you are registering people
over a period of days or weeks and want to be able to print a few badges at a time. Once an attendee
has been marked that the badge has been printed, that attendee will not appear in the future when
you run this report again.
5. Choose whether or not to Include registration custom fields. This is a new option in Shelby v.5.10.1000
and later. When checked, this option adds a field to the WPI file for each custom field associated with
the selected Event. The name of the field is “Registration Custom:“ followed by the name of the field.
6. Once your preferences are set as desired, click the OK button. You will be prompted to Enter Path and
File Name. You may choose to keep the default path or use the Search button on the right edge of the
text box to browse to a new location. (Your path will vary from the illustration.) If you want to open
this file easily in Excel to review the data, change the extension from .txt to .csv. This will tell Windows
that the file is a comma separated values file, which is a default file type that Excel will open.
Use the Word Processing Interface in Registration for Badges and More
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7. When you click OK the system will attempt to create the file. If the file already exists because you ran
this report earlier, you will be asked about overwriting the file. Unless you need to save the prior file
for some reason, click OK to proceed. If you want to preserve the earlier file, you can give the use the
Save File pop-up window to give a different name to the current file or you can eliminate the conflict
by moving or renaming the older file.
8. Click OK to acknowledge that the process has concluded and the file has been created.
Use the Word Processing Interface in Registrations for Badges and More
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The file will have the following contents. Note that the item in italics is an optional field and appears only
when you choose to include registration custom fields.
Field Name Long Description Notes
Counter Unique identifier The same person will have a different attendee
counter in a different Event.
BadgeName Attendee badge name
Position Attendee Position
IndTitle Attendee’s Title (Mr., Mrs.,
etc.)
Blank if the attendee is not in GlobaFILE.
IndFirst Attendee’s First/Middle Name Blank if the attendee is not in GlobaFILE.
IndLast Attendee’s Last Name Blank if the attendee is not in GlobaFILE.
IndSuffix Attendee’s Suffix (Jr., Sr. etc.) Blank if the attendee is not in GlobaFILE.
IndSalutation Attendee’s Salutation Blank if the attendee is not in GlobaFILE.
RegTitle Registrant’s Title
RegFirst Registrant’s First/Middle
Name
RegLast Registrant’s Last Name
RegSuffix Registrant’s Suffix
RegSalutation Registrant’s Salutation
RegEmail Registrant’s e-mail address
RegCity Registrant’s Main/Home city
RegState Registrant’s Main/Home state
RegPostal Registrant’s Main/Home ZIP
EventName Name of the Event
RegistrationCustom:
FieldName
Custom field information for
the indicated field.
This will repeat for each custom field added to the
Event.
Use the Word Processing Interface in Registration for Badges and More
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If you need to add more filtering to your WPI file beyond just whether or not the person has been included in
a prior badge report, then you can use the Badge WP (RG) report output in Selections and Listings.
1. Open Selections and Listings from the Registrations Home Base.
2. Make sure the correct Event is showing at the top of the list of reports. If it is not, click the Events
button and select the desired event. For this report output, do not choose multiple events. If you do,
the WPI output for the first event will be overwritten by the output for the second event, the second
will be overwritten by the third, and so on. Only the output for last event that runs will be available to
you.
3. Create a new report and give it any appropriate Report Name
4. Set the Criteria as desired. It will always be limited to the event showing at the top of the screen, so
you only need to add any additional filters for the included names.
5. Under the Reports list, double-click Badge WP (RG).
6. Accept or modify the default File Name path. Use the Search button at the right of the text box to
navigate to a new location for the file. If you want to be able to open up the file directly into Excel,
change the extension on the file name from .txt to .csv. That will tell the Windows operating system
that it is a comma separate file that Excel can open.
7. Choose whether or not to Include field name in first record. Unless you are using an older version of
Word Perfect or another word processor that assumes the first record is merge data, you should leave
this option checked.
8. Choose whether or not to Mark badges as printed. Choose this option when you are registering people
over a period of days or weeks and want to be able to print a few badges at a time. Once an attendee
has been marked that the badge has been printed, that attendee will not appear in the future when
you run this report again.
Use the Word Processing Interface in Registrations for Badges and More
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9. Choose whether or not to Include registration custom fields. This is a new option in Shelby v.5.10.1000
and later. When checked, this option adds a field to the WPI file for each custom field associated with
the selected Event. The name of the field is “Registration Custom:“ followed by the name of the field.
10. Once your preferences are set as desired, click the OK button.
11. Save, close, and run your report.
12. Click OK to acknowledge the fact that the file has been created for you. Be aware that if the file existed
previously because you ran the report earlier, it will be replaced by the new file without warning.
Use the Word Processing Interface in Registration for Badges and More
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The file will have the following contents. Note that the item in italics is an optional field and only appears
when you choose to include registration custom fields.
Field Name Long Description Notes
Counter Unique identifier The same person will have a different attendee
counter in a different Event.
BadgeName Attendee badge name
Position Attendee Position
IndTitle Attendee’s Title (Mr., Mrs.,
etc.)
Blank if the attendee is not in GlobaFILE.
IndFirst Attendee’s First/Middle Name Blank if the attendee is not in GlobaFILE.
IndLast Attendee’s Last Name Blank if the attendee is not in GlobaFILE.
IndSuffix Attendee’s Suffix (Jr., Sr. etc.) Blank if the attendee is not in GlobaFILE.
IndSalutation Attendee’s Salutation Blank if the attendee is not in GlobaFILE.
RegTitle Registrant’s Title
RegFirst Registrant’s First/Middle
Name
RegLast Registrant’s Last Name
RegSuffix Registrant’s Suffix
RegSalutation Registrant’s Salutation
RegEmail Registrant’s e-mail address
RegCity Registrant’s Main/Home city
RegState Registrant’s Main/Home state
RegPostal Registrant’s Main/Home ZIP
EventName Name of the Event
RegistrationCustom:
FieldName
Custom field information for
the indicated field.
This will repeat for each custom field added to the
Event.
Use the Word Processing Interface in Registrations for Badges and More
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If you want to use the WPI file for more than just badges, you may need more fields than either of the first
two options can provide. The W/P Interface (RG) report output in Selections and Listings puts much more
information into the output.
1. Open Selections and Listings from the Registrations Home Base.
2. Make sure the correct Event is showing at the top of the list of reports. If it is not, click the Events
button and select the desired event. For this report output, do not choose multiple events. If you do,
the WPI output for the first event will be overwritten by the output for the second event, the second
will be overwritten by the third, and so on. Only the output for last event that runs will be available to
you.
3. Create a new report and give it any appropriate Report Name.
4. Set the Criteria as desired. It will always be limited to the event showing at the top of the screen, so
you only need to add any additional filters for the included names.
5. Under the Reports list, double-click W/P Interface (RG).
Use the Word Processing Interface in Registration for Badges and More
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6. Accept or modify the default File Name path. Use the Search button at the right of the text box to
navigate to a new location for the file. If you want to be able to open up the file directly into Excel,
change the extension on the file name from .txt to .csv. That will tell the Windows operating system
that it is a comma separate file that Excel can open.
7. Chose the option for Categories to Include from the drop-down box. You can choose any of the
following:
a. All individuals for All categories –includes all attendees, not matter what category they are in.
b. Only registrant information – excludes attendee information, resulting in one-line-per
registrant; this is useful for merges when you only want to generate one page per registrant.
c. One specific category (by name) – includes only attendees in that category; the drop-down list
will include each category for the event.
8. Choose whether or not to Include field name in first record. Unless you are using an older version of
Word Perfect or another word processor that assumes the first record is merge data, you should leave
this option checked.
9. Choose whether or not to Include GlobaFILE Custom Information. This is information stored on
Custom Tabs under the General Information section of an individual’s detail information screen.
10. Choose whether or not to Include Registration Custom Information. This is a new option in Shelby
v.5.10.1000 and later. When checked, this option adds a field to the WPI file for each custom field
associated with the selected Event. The name of the field is “Registration Custom:“ followed by the
name of the field.
11. Choose whether or not to Print Field List. If you choose this, a print preview window will open after the
WPI file has been created. The print preview will contain a report showing all of the fields included in
the output. This can be a handy reference when you are creating the merge document in your word
processing system.
12. Choose whether or not to Include Activities. Including activities may result in multiple rows per
attendee because each activity will be listed on a separate line in the data output. If you want one row
Use the Word Processing Interface in Registrations for Badges and More
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per attendee, do not include activities. This option is not available when you are only including
registrant information.
13. Choose whether or not to Include Only Primary E-mail Address. If you do not check this box, the
RegEmail field will include all available e-mail addresses for the registrant, separated by semicolons.
14. Once your preferences are set as desired, click the OK button.
15. Save, close, and run your report.
16. When you click OK the system will attempt to create the file. If the file already exists because you ran
this report earlier, you will be asked about overwriting the file. You have three options: Yes = lose the
older data and overwrite the old file; No = keep the older data and add the new names to the existing
file; Cancel = cancel the processing altogether.
17. Click OK to acknowledge that the file was created.
Use the Word Processing Interface in Registration for Badges and More
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18. If you chose to print the field list, you will then get a print preview window with the field list report.
The file will have the following contents. Note that the items in italics are optional fields and only appear when
you choose the corresponding option in the report setup as described above.
Reg Full Name Reg Adr2 Reg Fees Owed
Reg Title Reg City Reg Total Category Fees
Reg First Reg State Reg Total Activity Fees
Reg Last Reg Postal Code Reg One Time
Reg Suffix Reg Carrier Route Reg VIP
Reg Salutation Reg Country Reg Hotel
Reg Gender Reg Location Reg Emergency Name
Reg Birthdate Reg Phone Number Reg Emergency Phone
Reg SSN Reg Extension Reg Reason to Cancel
Reg Email Address Reg Total Fees Reg Cancel Date
Reg Adr 1 Reg Fees Paid Reg Memo
Use the Word Processing Interface in Registrations for Badges and More
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Event Name Ind Email Address Start Time
Event Location Ind Adr1 End Time
Event Beginning Ind Adr2 Location
Event Ending Ind City *The following items will reflect
the actual custom names. They will
be repeated as needed to include
all custom information.*
Ind Badge Name Ind State Custom Tab - (Custom Field)
Ind Position Ind Postal Code Registration Custom:FieldName
*The following items beginning
with Ind will be blank if the
attendee is not in GlobaFILE.*
Ind Carrier Route
Ind Full Name Ind Country
Ind Title Ind Location
Ind First Ind Phone Number
Ind Last Ind Extension
Ind Suffix *The following items related to
activities appear only once as
columns, but there will be one row
per activity per attendee.*
Ind Salutation Activity
Ind Gender Fee Amount
Ind Birthdate Start Date
Ind SSN End Date
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