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Mailing Labels

P. U. M. A.

Planning's Universal Mapping Application

Mailing Labels


General Use Guidelines

Mail_Label.jpg (969 bytes) Address Labels. Start Crystal Reports address labels, no removal of duplicates

Mail_Label.jpg (969 bytes) Address Labels. Remove Duplicates. Runs routine to remove duplicates before creating address labels

Mail_Label.jpg (969 bytes) Mailing List. Start Crystal Reports mailing list

Menu_Planning.jpg (13516 bytes)

Menus to access the button options, plus Performing the Buffer Analysis

Technical Notes


Josephine County Mailing Labels Extension Overview

The Josephine County GIS Department has developed the ability within PUMA to produce address labels formatted for direct printing to Avery 5160 mailing labels.  The formatting to labels is accomplished by using Seagate Crystal Reports, a sophisticated report generating program that ships with ArcView. Crystal Reports is included on your ArcView installation CD, and is required for using the Address Labels Extension..  A single lot or a group of lots can be selected.


General Use Guidelines

How to query the GIS
The mailing label functions require that a group of taxlots, or a single taxlot, be selected.  It was programmed with selecting groups of taxlots in mind.  Querying the GIS database is as easy as entering all, or a portion of, a taxlot’s map number. The user will then see the selected taxlot(s) highlighted and centered on the screen. Then the user can find all of the surrounding taxlots within a given distance. Standard distances for the analyses can be used or the user can enter their own specific requirements. This will provide the user with all of the taxlots within the specified distance of the taxlot(s) of interest. This makes noticing a breeze. Once the area of interest is selected simply "click" an address label button to produce the address labels.


Selecting a Taxlot
The main Property Information dialog offers search options, or the menu item "Search by Mapnum" under the "Planning" menu may be used. A typical session will start by selecting a taxlot of interest using one of these searching capabilities. Taxlot numbers are fourteen digit numbers such as 390505BC000103. This is made up of the Township, Range, Section  (all two-digit numbers), subsection (two digit alpha numeric), and the taxlot number (a six-digit number). Note: As shown below, Puma will allow the entry of numbers in place of the alpha numeric code for 'Quarter & Quarter-quarter.'  For example "23" may be used for "BC" or "40" for "D0."

The user may enter as much of the taxlot number as they know, and an asterisk for the portion they do not know. So, if the user entered "390505*", for example, all taxlots in Township 39, Range 05, Section 05 would be selected. From there the user could refine the selection using ArcView’s standard Selection Tool


Performing the Buffer Analysis

Menu_Planning.jpg (13516 bytes)

Once the initial taxlot is selected, the user can then perform a buffer analysis to determine which taxlots are within a specific distance of that taxlot. In the Planning Department, for example, a replat may require that all properties within 750 feet be noticed. So the planner would choose the "Buffer 750" menu option while the property of interest is selected. This would result in all properties within 750 feet of the taxlot of interest also being selected. This selected set is the basis for the next process, the creation of the mailing labels, and a mailing list.

Generating the Address Labels and Mailing List

Mail_Label.jpg (969 bytes) Button or menu item "Address Labels"

Address labels will be produced using the currently selected set of taxlots. The appropriate information is exported to a dBase IV database file (*.dbf), then a Crystal Report report template is launched. Crystal Reports is included with Arcview in the standard installation CD, and is required for using the Address Labels Extension.

Once the Crystal Report appears on-screen, simply print the file. Make sure you have address labels in the printer, or alternatively, print to standard paper and photocopy onto the address labels – this prevents the labels from sticking onto printer parts.

Note: One extra mailing label is added, it is addressed to the Planning Department. This can be changed by creating a file called "addlabsl.txt" and placing it your Temp directory. The file should contain five lines of text formatted as follows:

Your name or department name

Street address




Mail_Label_nd.jpg (968 bytes) Button or menu item "Address Labels, No Duplicates"

This option works essentially the same as the "Address Labels" option with the following refinements: 1) the user can select one or more database fields to use for removing duplicate address labels. For example, the "name" and "address" fields could be selected, then any records with identical values in both fields would be removed from the address labels database. 2) The user then has a chance to review the address labels database and manually add or remove any records deemed appropriate by the user.

As above, once the Crystal Report appears on-screen, simply print the file. Make sure you have address labels in the printer, or alternatively, print to standard paper and photocopy onto the address labels – this prevents the labels from sticking onto printer parts.

Mail_List.jpg (849 bytes) Button or menu item "Mail List"

The mail list report is primarily used for record keeping. It is produced the same way as the address labels, using Crystal reports, but there is no option to remove duplicates. It can be useful to compare your duplicate-removed labels to the mail list as a double-check that you are noticing everyone that needs to be noticed.



Technical Notes:

Crystal Report Files:

The extension will look for the crystal report files "Maillist.rpt" and "Labels.rpt" in the following location: 1) if the extension is used with the Front Counter application the ..\puma\Crystal\ directory will be checked.  2) If the files are not located in (1) or the extension is used outside PUMA, the ..\puma\Crystal\ directory will be checked. 3) Finally (for users within the County network) the j:\puma\Crystal\ directory will be checked. If the files are found here they will be copied to the users Temp directory. In addition, if the files are found to be Read Only they will be copied to the users temp directory.

The extension uses a DLL call to Windows to open the Crystal Report files. As long as Crystal Reports is installed and the appropriate file associations have been made (e.g. *.rpt are opened with Crystal Reports) it will work. Crystal Reports does not have to be installed in any particular location.


Base data:

The extension checks the view for a theme with the Source Name "county.shp", if this is not found it looks for the source name "county". The county.shp file can be given any name in the view.

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