United Brotherhood of Carpenters
and Joiners of America
Affiliate User's Guide
Previous Contents Index

Chapter 146
OFFLAB - Officer Mail Labels

 



              +--------------Officer Processing---------------+ 
              |  OFFMAINT       Officer Maintenance           | 
              |  OFFINQ         Officer Inquiry               | 
              |  OFFLAB         Officer Mail Labels           | 
              |  OFFROS         Officer Roster with Address   | 
              +-----------------------------------------------+

The OFFLAB - Officer Mail Labels menu option creates mailing labels for head officers. You can create labels for all or specific locals in the council.

The labels can be printed 1, 2 or 3-across.

Also, label export files can be created.

When the OFFLAB menu option is selected, the following screen is displayed: 



 ULTRA     United Brotherhood of Carpenters and Joiners of America       (date) 
                         Arizona State District Council                UBC04003 
 
All affiliates       : No 
Selection type       : 
General type         : 
Country              : 
State/Province       : 
 
Affiliate ID         : 
Board members        : 
Include AWPPW        : 
Sort by              : 
Output option        : 
Number of label sets : 
Print option         : 
Export file ID       : 
Full export file name: 
FTP file name        : 
 
 
 
 +------Selection Type------+ 
 |  List Affiliate IDs      | 
 |  All Locals in Council   | 
 |  Council Only            | 
 |  Council with Locals     | 
 +--------------------------+ 
 
<ESC>=Exit                     OFFICER MAIL LABELS           <F2>=Back <F1>=Help

146.1 Prompts and Responses

After the input screen is displayed, you are asked who you want to create labels for, and the other label criteria. The following sections describe the prompts and responses displayed when creating officer labels.

All Affiliates

The system defaults to "No".

Selection Type

If you are a council user, you are asked for the selection type. This is the selection of the locals, council, etc. that you want to include. 



   +------Selection Type------+ 
   |  List Affiliate IDs      | 
   |  All Locals in Council   | 
   |  Council Only            | 
   |  Council with Locals     | 
   +--------------------------+

The "List Affiliate IDs" option allows you to enter a list of affiliates that you want to create labels for. After this menu option is selected, the following screen is displayed: 



All affiliates       : No 
Selection type       : List Affiliate IDs 
    +----------------------------------------------------------------------+ 
    |  1)           11)           21)           31)           41)          | 
    |  2)           12)           22)           32)           42)          | 
    |  3)           13)           23)           33)           43)          | 
    |  4)           14)           24)           34)           44)          | 
    |  5)           15)           25)           35)           45)          | 
    |  6)           16)           26)           36)           46)          | 
    |  7)           17)           27)           37)           47)          | 
    |  8)           18)           28)           38)           48)          | 
    |  9)           19)           29)           39)           49)          | 
    | 10)           20)           30)           40)           50)          | 
    +----------------------------------------------------------------------+ 
 
 
 
 
 1) Affiliate ID? ________ 
 
                 Press <F12> when finished entering affiliates

You are asked for an affiliate ID. You can enter either the affiliate number (e.g. 25) or the complete affiliate ID (e.g. ubc00025).

As you enter each affiliate ID, it is validated and the city and state/province are displayed.

You can enter up to 50 different affiliate IDs. If you enter less than 50 IDs, you can press <F12> to exit this ID entry process.

Select "All Locals in Council" to include all of the locals in the council.

Select "Council Only" to include only the council.

Select "Council with Locals" to include the council and all the locals in the council.

General Type, Other Items

This item and some others are only displayed for General Office users.

Sort Options

You are asked how you want to sort the selected affiliates. 



   +--Sort Options---+ 
   |  Affiliate ID   | 
   |  Officer Name   | 
   |  Officer ID     | 
   +-----------------+

Select one of the sort options.

Note: The "Affiliate ID" option is not displayed for local users.

Output Options

You are asked for the output option. 



   +-----Output Option-----+ 
   |  Print Labels         | 
   |  Create Export File   | 
   +-----------------------+

Select "Print Labels" if you want to print the labels. See Section 146.1.1, Output Option - Print Labels.

Select "Create Export File" if you want to create an export file. See Section 146.1.2, Output Option - Create Export File.

146.1.1 Output Option - Print Labels

The following sections describe the prompts and responses entered when you select the "Print Labels" output option.

Print Options

You are asked for the type of labels (1, 2, 3-up) that you want to create and print. 



   +-------Type of Labels-------+ 
   |  1 Up                      | 
   |  1 Up (Avery 4013 label)   | 
   |  2 Up (Avery 5262 label)   | 
   |  3 Up (Avery 5160 label)   | 
   +----------------------------+

Select the appropriate print output option.

Proceed

You are asked if you want to proceed with creating the mailing labels. 



   +Proceed with Labels+ 
   |  Yes              | 
   |  No               | 
   +-------------------+

Select "Yes" to proceed with label generation.

Select "No" to go back to the previous prompt.

Press <ESC> to abort this label procedure.

If "Yes", the labels will be created and queued for printing.

Label Example

The following is an example of labels: 


Arizona State District Co     Local 1441                    Local 1443 
John Doe                      Head Officer                  Head Officer 
Secretary                     123 Main                      2000 W. 45th St. 
1401 North Avenue             Tucson, AZ 85711              Tucson, AZ 85740 
Phoenix, AZ 85009 
 
Local 1444                    Local 1445                    Local 1448 
Jack Smith                    Head Officer                  Head Officer 
President                     123 Main St.                  23238 Benson Highway 
P. O. Box 123321              Tucson, AZ 85701              Tucson, AZ 85701 
Tucson, AZ 85720

146.1.2 Output Option - Create Export File

The following sections describe the prompts and responses entered when you select the "Create Export File" output option.

Export File ID

You are asked for the export file ID. A default ID is provided.

The actual output file name is PC_EXPORT_xxxxx.TXT. xxxxx is the ID, the part of the file name that you provide. For example, the full file name could be PC_EXPORT_20020305.TXT or PC_EXPORT_OFFICERS.TXT. 



 Export File ID? 20020305_______ 
 
     The ID makes the file name unique - Please use only letters and numbers

Press [Enter] to accept the default output file ID.

Enter the ID you want to give to the output file.

The ID can be up to 15 characters in length.

You can use letters, numbers, the underscore character (_), and the dash (-).

After you enter the ID, the full export file name is displayed.

Proceed

You are asked if you want to proceed with the export file creation. 



   +Proceed-+ 
   |  Yes   | 
   |  No    | 
   +--------+

Select "Yes" to proceed with the PC export file creation procedure.

Select "No" to go back to the export file name prompt.

Press <ESC> to abort this procedure.

If "Yes", the PC export file generation process is started.

After the export file is created, the following message is displayed: 


 
         Export File USER:[TESTER.WWW]PC_EXPORT_20020305.TXT Created 
 
        Use Web Browser to Save to Your PC from the UBCJA.ORG Web Page 
        (File Name Will be Listed Under "Your Personal Download Files") 
 
                        Press the RETURN key to continue

Export File Contents

For each selected officer, the following information is included in the export file:

affiliate ID
affiliate level
affiliate name
office
officer name
officer address
officer city
officer state or province
officer zip or postal code
officer country

The first record in the output export file is a header record which contains a comma-separated string of field IDs, exactly like the following: 


    "aff id","level","aff name","office","name","address","city","state","zip", 
    "country"

The following is an example of officer information text in the export file. 


    "UBC01444","LOCAL","Tucson Local","Financial Secretary","Raymond Booth", 
    "123 N. Wilmot, #210","Tucson","AZ","85712","UNITED STATES"

Downloading a PC Export File

After you have created the PC export file, you can download the file to your PC.

Refer to Section 2.5, Downloading a PC Export File, for detailed download instructions.

Chapter 147
OFFROS - Officer Roster with Address

 



              +--------------Officer Processing---------------+ 
              |  OFFMAINT       Officer Maintenance           | 
              |  OFFINQ         Officer Inquiry               | 
              |  OFFLAB         Officer Mail Labels           | 
              |  OFFROS         Officer Roster with Address   | 
              +-----------------------------------------------+

The OFFROS - Office Roster with Address menu option creates a roster of officers with their address and telephone number. You specify which officers to include on the roster. You can include heads of affiliates, primary, selected, or all officers of a local, all locals in a council and/or for a council.

When the OFFROS menu option is selected, the following screen is displayed: 



 ULTRA     United Brotherhood of Carpenters and Joiners of America       (date) 
                         Arizona State District Council                UBC04003 
 
Selection type       : 
 
Affiliate ID         : 
 
Current heads only   : 
 
Primary officers only: 
 
Office held          : 
 
Country              : 
 
 
 
 
 
 +------Selection Type------+ 
 |  Local                   | 
 |  All Locals in Council   | 
 |  Council Only            | 
 |  Council with Locals     | 
 +--------------------------+ 
 
<ESC>=Exit                   OFFICER ADDRESS ROSTER          <F2>=Back <F1>=Help

After the report screen is displayed, you are asked for the selection type, and the other roster criteria.

Selection Type

You are asked for the selection type.

Note: If you are a local affiliate user, the affiliate ID and name are displayed, and this prompt is skipped. 



   +------Selection Type------+ 
   |  Local                   | 
   |  All Locals in Council   | 
   |  Council Only            | 
   |  Council with Locals     | 
   +--------------------------+

Select "Local" if you want to include officers in one of the locals.

Select "All Locals in Council" to include officers in all of the locals in the council.

Select "Council Only" to include only council officers.

Select "Council with Locals" to include council officers and officers in all locals in the council.

Affiliate ID for Local

If you selected "Local" as the selection type, you are asked for the affiliate ID of the local that you want to report on. 



 Affiliate ID for Local? ________

Enter the affiliate ID of the local. You can enter the affiliate number which is a number from 1 to 99999. After the affiliate ID is entered, the affiliate name is displayed.

Affiliate ID for Council

If you are a council user and you did not select "Local" as the selection type, you are asked for the affiliate ID of the council. 



 Affiliate ID for council? ________

Your council ID is the default. Press [Enter] to accept the default.

Heads of Affiliate

You are asked if you want to report on heads of affiliates only. 



   +Current Heads of Affiliate Only+ 
   |  Yes                          | 
   |  No                           | 
   +-------------------------------+

If "Yes", only heads of affiliates will be included, and you will not be prompted for other office/officer input.

If "No", you will be asked for the office/officers to be included.

Select "Yes" or "No".

Primary Officers Only

You are asked if you want to include only primary officers. 



   +Primary Officers Only+ 
   |  Yes                | 
   |  No                 | 
   +---------------------+

You can include primary officers, selected officers, or all officers. The primary officers could be: financial secretary, president, recording secretary.

Select "Yes" to include only the primary officers on the roster.

Select "No" to include ALL officers or selected officers.

If "No", you will be asked for the officer codes you want to include on the roster.

Officer Codes

A list of officer codes is displayed, and you are asked for the codes you want to include on the roster. 



   +-------------Select Officer Codes--------------+ 
   |  all                                          | 
   |-----------------------------------------------| 
   |  ADMIN   Administrative Assistant             | 
   |  ALTCNL  Alternate Delegate to Council        | 
   |  APPCRD  Apprenticeship Coordinator           | 
   |  ASSTBM  Assistant Business Manager           | 
   |  ASSTBR  Assistant Business Representative    | 
   |  BOARD   District Vice President              | 
   |  BUSMGR  Business Manager                     | 
   |  BUSREP  Business Representative              | 
   |  COND    Conductor                            | 
   |  . . .   . . . . . . . . . .                  | 
   +-----------------------------------------------+

You can select one, several or all officer codes.

Select "all" to include all officer codes on the roster.

To select one or more officer codes, select each code you want from the list of codes - one at a time. As each code is selected, it is displayed in the top portion of the screen. For example, if "FINSEC" and "PRES" are selected, you would see: 



 Office held          : FINSEC,PRES

Should you wish to remove one or more of the selected codes, you can use the "Remove Officer Code" option to remove the codes.

Country

You are not asked for the country. Only General Officer users are asked for the country.

Proceed

You are asked if you want to proceed with creating the officer roster. 



   +Proceed-+ 
   |  Yes   | 
   |  No    | 
   +--------+

Select "Yes" to proceed with roster generation.

Select "No" to go back to the previous prompt.

Press <ESC> to abort this roster procedure and return to the reports menu.

If "Yes", the officer roster will be created.

Roster Contents and Example

The following information is shown on the roster:

affiliate ID
council ID
office
head of affiliate (Y)
officer member ID
officer telephone number
officer name
officer address
date elected or date appointed
term end date

The following is an example of an officer roster for a local: 


01-Jul-2004  United Brotherhood of Carpenters and Joiners of America      Page 1 
                           Officer Roster with Address 
 
Aff ID    Off /   Member ID /     Member Name /                       Elect/Appt 
Council   Head?   Phone #         Address                             Term End 
--------  ------  --------------  ----------------------------------  ---------- 
UBC01111  FINSEC  U-3431-1528     Jack Armstrong                      06/01/2000 
UBC04003    Y     (760) 555-7600  22299 Mountain Drive                06/30/2003 
                                  Valley Center, CA 92082 
 
UBC01111  PRES    U-2431-1368     Sam Totes Jr                        06/01/2000 
UBC04003          (760) 555-7600  22299 Mountain Drive                06/30/2003 
                                  Valley Center, CA 92082

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