Supplemental Documents Templates · 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

Updated: 8/1/2011 ©2011 Shelby Systems, Inc. All Rights Reserved

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How To

Use the Word Processing Interface in Registration for Badges and More

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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).

http://office.microsoft.com/en-us/word-help/word-mail-merge-a-walk-through-the-process-HA001034920.aspx

http://office.microsoft.com/en-us/word-help/word-mail-merge-a-walk-through-the-process-HA001034920.aspx

http://office.microsoft.com/en-us/word-help/use-mail-merge-to-create-and-print-letters-and-other-documents-HA101857701.aspx

http://office.microsoft.com/en-us/word-help/use-mail-merge-to-create-and-print-letters-and-other-documents-HA101857701.aspx

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.


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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.


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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.


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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.


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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.


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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.




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.


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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.


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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.


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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).


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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.




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


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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.


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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


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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