3.4. Creating a Print Formatted Directory
You can create an Adobe PDF version of the directory suitable for printing, complete with cover page, introduction and index. First you need to locate the companies you want to download in the Company Search. Select the companies you want to include in the file and click the create PDF action button above your results. This will open the Create PDF Directory page.
- 3.4.1. Formatting the PDF Directory
- 3.4.2. Selecting Which Fields to Include
- 3.4.3. Download PDF Directory
- 3.4.4. Email PDF Directory
3.4.1. Formatting the PDF Directory
The PDF Directory can include a Cover Page, Introduction and Index. Once you have set these up you can save them as a Format so you can use them again.
Select Format
- If you want to create a new Format, select 'Create new' from the list and select 'save as new format'. You will need to enter a new Format Name. If you are not going to use the Format again, click 'don't save' and it won't be added to the list of existing Formats.
- If you want to use an existing Format, select it from the list, and select 'don't save'. If you make some changes and you want to update the Format with those changes select 'save changes to format'.
- If you want to create a new Format based on an existing Format, select the existing Format form the list and select 'save as new format'. You will need to enter a new Format Name. If you are not going to use the Format again, click 'don't save' and it won't be added to the list of existing Formats.
Format Options
Select whether you want to include a Cover Page and/or Introduction in the PDF Directory. If you are creating a new Format you will need to create the Cover Page and Introduction before you can select them. If you are using an existing format you can preview the Cover Page and Introduction to check whether any changes need to be made. To create or update these pages click edit cover page and introduction, this will open the Edit Cover Page and Introduction page described below.
Select whether you would like to include an Index at the back of the PDF Directory. You can index by Town or Postcode (e.g. NG7).
If you have a regional system you will also the option to save the Format under a specific region, which will make it available to users for that region only. You might want to do this if the Cover Page or Introduction include region-specific content, e.g. a regional logo.
Edit Cover Page and Introduction
The Cover Page can include a title, a logo, and image and some text.
- To include an Image or a Logo you need to first upload the image files you want to use. To upload a new image, or replace the current image, click the browse button and locate the file on your computer, then click upload image to upload and save the image. The current image (if there is one) will be removed.
- Enter the Title and Text if you want to include them.
- Finally, tick the boxes under Cover Page Options to indicate which elements you want to include.
The Introduction can include an image, a title and some text.
- To include an Image your first need to upload it as described above.
- Enter the Title and Text if you want to include them.
- Finally, tick the boxes under Introduction Options to indicate the elements you want to include.
Click save and exit to save your changes and return to the Create PDF Directory page where you can preview the pages to check you are happy with them.
3.4.2. Selecting Which Fields to Include
In this section you can select which fields you want to include. This section will contain any Custom Text Fields that have been set up on your directory that you have opted to include in the PDF Directory. You can set whether or not a custom field appears in this section by setting the 'In PDF Download' flag of the custom field edit page.
You can also select whether you would like to show the details for individual Contacts next to each Company. You can either show all the contacts for each company, just the one Main Contact, or not show any contacts. If you choose to show contact details in the PDF, contacts that have selected 'no' for the Preference 'Display my name on website and PDF Directory?' on their Contact Record will not be shown.
Once you have decided which fields you want to include you have two options. You can download the file so that you can open or save it, or you can send it as an email attachment.
3.4.3. Download PDF Directory
Tip: If you have included a lot of records in the file you could have to wait a little while for it to download, so you may wish to email larger files, particularly if you are not working over a fast connection.
Click the Download PDF Directory button. You will be given the option to open or save the file. The PDF file will be downloaded as a 'zipped' file, which is much smaller and quicker to download. To open the file, you need to have Winzip installed. Click here for more information on Winzip (third party website - opens in a new window).
To open PDF files you need Adobe Reader. Click here to download Adobe Reader for free (third Party website - opens in a new window).
3.4.4. Email PDF Directory
Click the Email PDF Directory button. You will be taken to the Email PDF Download page where you can prepare and send your email.
Recipient Details
Enter the email address you want to send the file to. You can enter more than one email address, separated with a semi colon, e.g. 'recipient1@anywhere.com; recipient2@anywhere.com'.
Sender Details
Enter the name and email address you want the email to come from. Your details will be entered by default, but you can change them if you wish. You can use the drop down list to select any other Business Directory user to quickly copy their name and email address to the relevant fields.
Although the email will appear to come from the sender details you enter, it will be sent from the directory and will not appear in your Outbox. If you want a copy of the email to be sent to the sender address so that you have a copy for your records, make sure the Copy email to sender? box is checked.
Email Attachment
This section shows that the PDF file will be attached to the email, and how large the file is.
Content
Enter the subject line and a message content for your email. The message content will be pre-filled with the default text from the mail template created in the Automatic Mails section. If you have a regional system, a template will have been created for each region. The message will not be pre-filled, but you can select the template you want to use from a list.
The template may include merge fields such as your name, email address or organisation name. These will appear in the body of the email as tags, e.g. the tag [AdminName] will insert your name into the email when it is sent.
You can also insert other merge fields by using the insert fields drop down list.
Tip: Be careful! The list of insert fields is used across all the emails in the system, and many of them are not applicable to this email. For example if any of the company or contact fields are inserted they will not be merged as the email is not being sent to a directory member.
Tip: Most email recipients will be able to receive HTML formatted emails (which enable you to style your text and add colours etc.), however some recipients may only be able to receive emails in plain text. To ensure all recipients can read your email it is a good idea to create your message in both HTML and plain text. Use the radio buttons to toggle between the two message types.
Preview Email
Once you have created your email, you can click preview email to check what it will look like when sent.
Send Email
Click send emails to send the email with the PDF Directory attached.
The PDF file will be downloaded as a 'zipped' file, which is much smaller and quicker to download. To open the file, you need to have Winzip installed. Click here for more information on Winzip (third party website - opens in a new window).
To open PDF files you need Adobe Reader. Click here to download Adobe Reader for free (third Party website - opens in a new window).