You must define a country ID for each country in which you do business. Only countries set up using this option can be entered in Circulation addresses. However, several countries will be preloaded in your Circulation system. Countries are necessary for setting up many other address elements, such as states and cities.

To add a country ID:

1. Select Country from the Address menu to display the Country window.
2. Click the Add icon and complete the following fields.

   Field

   Type

   What to enter

   COUNTRY

   open (3)

   Enter a unique country ID, such as “FR” or “BZ”.

   COUNTRY NAME

   open (20)

   Enter the country name, such as “France” or “Brazil”.

   ZIP CODE TERM

   open (30)

   Enter the term used for Zip Code in the country, such as "Post Code", "Postal Code", "PIN or ZIP Code", etc.

   STATE TERM

   open (30)

   Enter the term used for State in the country, such as "State", "Province", etc.

   REQUIRE ZIP

   yes/no

   Indicate if addresses entered for this country require Zip codes. If you select this checkbox, entry of a Zip code is required during address entry.

   ENTER ON WEB

   yes/no

   This field pertain to iServices. Indicate whether this country should be displayed on the Web

3. Click OK to save the country in the database or Add Another to save the existing record and add another country ID.

This section guides the user through the menu options that are available under the Address menu.

States within the United States and Australia, and Canadian provinces, are preloaded into Circulation. You will need to set up states and provinces in other countries where you do business. For Circulation purposes, countries other than the United States may be broken down into “states” equivalent to provinces or regions.

Only states with valid IDs can be entered in subscriber addresses. States are also used in county, city, AAM Town of 25, and Zip code setup and can be used with mail distribution, taxing and routers.

To set up a state ID:

1. Select State from the Address menu to display the State window.
2. Click the Add icon and complete the following fields.

   Field

   Type

   What to enter

   STATE

   open (3)

   Enter an ID for the state or province.

   COUNTRY

   setup (3)

   Enter the country for this state.

   STATE NAME

   open (20)

   Enter this state’s name.

3. Click OK to save the state in the database or Add Another to save the existing record and add another state ID.

You must define a county ID for each county in your market area. Counties are needed to set up , , and , and can also be used in with addresses, taxing, rating, and routers.

To set up a county ID:

1. Select County from the Address menu to display the County window.
2. Click the Add icon and complete the following fields.

   Field

   Type

   What to enter
3. Click OK to save the county in the database or Add Another to save the existing record and add another county ID.

Census tracts are government-defined geographic boundaries used to facilitate processing the census. A list of census tract/blocks is available from the county in which the census tracts/blocks are located. You may enter this information manually or access census block/tract information from various vendors.

This setup procedure is optional. If you use census tract information for Targeted Marketing, InsertPlus, and/or market-penetration purposes, set up this file so that Circulation attaches the appropriate descriptions to each census tract/block and address in your database.

To set up valid census tracts and blocks:

• In character Circulation, select Census Tract/Block from the Address menu to display the Census Tract Setup screen.
• Select Add and complete the following fields.

  Field

  Type

  What to enter
• Select Specifics, if desired, and enter census blocks for this census tract (see below).

• Select Accept to enter census tract and block information into the database.

• Set up more census tract/block information, or press F4 and select Exit to exit to the Setup menu.

Specifics, Census Block

Census tracts are broken down into smaller areas known as census blocks. Follow the procedure below if you choose to define census blocks for a particular census tract.

To set up valid census blocks:

• Select Specifics | Census Block from the Census Tract Setup screen.
• Select Add and complete the following fields.
• Select Accept to enter the census block in the database.

• Set up more census blocks, or press F4 and select Exit to return to the Census Tract Setup screen.

Setting up street synonyms for your area is one way to reduce confusion that arises when the same streets are entered with various spellings and abbreviations. For example, you could set up a street synonym that changes “First” to “1st”, whenever “First” is entered. Synonyms can also be defined to speed up data entry; for example, if you enter “univ” in Street Name, “University” might display, if a street synonym was set up in that way. Having standardized street names is critical if you use routers to automatically assign routes to subscribers.

Setting up street synonyms can also help in defining a style and reducing duplicate records in your database (an address entered twice, with different spellings of the street name, could result in a duplicate address). When defining a style, keep in mind that the US Postal Service (USPS) does not use punctuation after abbreviations in its standards. Also, regardless of how you enter addresses, Circulation capitalizes them on mail labels and other mailed output to conform to USPS regulations.

Setting up street synonyms does not affect addresses already entered in the database; synonyms set up here may be subsequently used during entry or modification of addresses in place of the street’s long name, if desired. Synonyms may also be used when finding a subscription by address.

All street synonyms are established for a Zip code. Enter an asterisk (*) in Zip Code if the street synonym should be used in all Zip codes. For example, the following street synonyms could be set up:

Entering “1st” would result in the street name “First”. Entering “Hen” for addresses with a 55119 Zip code would result in the street name “Hennepin”, while entering the same thing in Zip code 55117 would give you a street name of “Henry”.

To set up a street synonym:

• Select Street Synonym from the Address menu to display the Street Synonym screen.
• Click the Add icon and complete the following fields.

  Field

  Type

  What to enter

  ZIP CODE

  open (5)

  Enter the Zip code in which to use the synonym, or enter an asterisk (*) if the street synonym should be used in all Zip codes.

  STREET SYNONYM

  open (28)

  Enter the street synonym. Street synonyms may be entered in uppercase and/or lowercase letters. Street names should be entered in the format preferred by your newspaper (all caps or caps and lower case).

  STREET NAME

  open (28)

  Enter the street name for this synonym. This is what will be displayed as the street name when the synonym is entered.

• Click OK to save the street synonym in the database or Add Another to save the existing record and add another street synonym.

Each city in your market area should be set up using this option. Cities that are not set up here can still be entered with addresses, but a warning will display. A city set up here can be linked to a Zip code (in the Zip cities option) so that when that Zip code is entered for an address, the city will default automatically. Cities can also be used with mail distribution, taxing and routers.

To define a city:

• In character Circulation, select City from the Address menu to display the City Setup screen.
• Select Add and complete the following fields.

  Field

  Type

  What to enter

  CITY

  open (28)

  Enter the city name.

  COUNTRY

  setup (3)

  Enter the country for this city.

  STATE

  setup (3)

  Enter the state for this city.

  COUNTY

  setup

  Enter the county for this city.

• If you wish, select Specifics and enter a (valid) Zip code with which to link this city (see Zip cities).

• Select Accept to enter the city in the database.

• Set up more cities, or press F4 and select Exit to exit to the Setup menu.

Street suffixes (such as “street”, “road”, and “avenue”) are included in most addresses, and Circulation initially contains standard US and Canadian street types and abbreviations (see the list below). Limiting street suffixes to the types initially loaded insures that the format and abbreviation of street types are consistent with Post Office Publication 28 (a list of USPS street suffixes). Punctuation (such as periods after abbreviations) is omitted from street suffixes. Street suffixes can be added or modified using this option.

To add a street suffix:

• Select Street Suffix from the Address menu to display the Street Suffix window.
• Click the Add icon and complete the following fields.

  Field

  Type

  What to enter
• Click OK to save the street suffix in the database or Add Another to save the existing record and add another street suffix ID.

Standard Postal Street Type Abbreviations—United States

Standard Postal Street Type Abbreviations—Canada

Newspapers belonging to the Alliance for Audited Media (AAM) submit circulation figures every three months for verification by the AAM. Advertisers review these circulation statistics. The AAM requires submission of a report by location called the Paragraph 3 Report. This report lists each state, each county within the state, and each town within the county where 25 or more papers were delivered.

When addresses are added to the database, the associate must specify a Town of 25 for the address; only Towns of 25 set up with this option may be entered.

To set up a Town of 25:

1. In character Circulation, select Town of 25 from the Address menu to display the Town of 25 Setup screen.
2. Select Add and complete the following fields.

   Field

   Type

   What to enter

3. If you wish, select Specifics and link the Town of 25 to a . When an address is entered with this Zip code, the Town of 25 will automatically default.

4. Select Accept to enter the Town of 25 in the database.

5. Set up more Towns of 25, or press F4 and select Exit to exit to the Setup menu.

A dwelling status must be entered for each address during address entry, so at least one dwelling status must be defined. Dwelling status can also be used as a selection criterion in Targeted Marketing. For example, you might want to send a flyer only to addresses with a dwelling status of “occupied”.

Business Rules determine the default dwelling status that will appear when an address is added (the default can be overridden).

To define a dwelling status:

• Select Dwelling Status from the Address menu to display the Dwelling Status screen.
• Click the Add icon and complete the following fields.

  Field

  Type

  What to enter
• Click OK to save the dwelling status in the database or Add Another to save the existing record and add another dwelling status.

Setting up the street names in your area is one way to reduce errors in address entry. In Customer Service, if a street is entered that does not exactly match a street that has been set up, a warning may be displayed (depending on Business Rules). However, if an address is entered in a Zip code where no street names are defined, no warning is displayed. If the street crosses Zip code boundaries, you will have to set up the street for each Zip code.

To add a street name:

• Select Street from the Address menu to display the Street window.
• Click the Add icon and complete the following fields.

  Field

  Type

  What to enter

  ZIP CODE

  open (5)

  Enter the Zip code in which the street is located.

  PREDIRECTIONAL

  predefined

  Enter the predirectional (such as “S” in “S 1st St”), if applicable.

  STREET NAME

  open (28)

  Enter the street name.

  STREET SUFFIX

  setup

  Enter the street suffix, such as “St” in “S 1st St”.

  POSTDIRECTIONAL

  predefined

  Enter the postdirectional (such as “S” in “1st St S”), if applicable.

• Click OK to save the street name in the database or Add Another to save the existing record and add another street name.

Levels are common address elements in some locations. Use this option to define the types of levels, such as “floor” or “level”.

To define a level:

• Select Level Designator from the Address menu to display the Level Designator screen.
• Click the Add icon and complete the following fields.

  Field

  Type

  What to enter

  LEVEL DESIGNATOR

  open (6)

  Enter the name of the level designator.

  DESCRIPTION

  open (30)

  Enter a description of the level designator.

• Click OK to save the level designator in the database or Add Another to save the existing record and add another level designator.

This option is used to set up abbreviations for street types to use in stacker interface files (so they fit on labels). This can be helpful in locations where the street type is typically included with the street name in a single word—abbreviating the street type will then shorten the length of all streets of that type. The abbreviations are applied to addresses during export.

To set up a street abbreviation:

• Select Street Abbreviation from the Address menu to display the Street Abbreviation screen.
• Click the Add icon and complete the following fields.

  Field

  Type

  What to enter

  STREET TYPE

  open (12)

  Enter the street type.

  ABBREVIATION

  open (6)

  Enter the abbreviation of the street type.

• Click OK to save the street abbreviation in the database or Add Another to save the existing record and add another street abbreviation.

While the dwelling status refers to the status of occupancy at a dwelling (vacant, under construction, occupied) dwelling type refers to the kind of dwelling at the address, such as an apartment, single family home, or business. A dwelling type must be entered for each address during address entry, so at least one dwelling type must be defined. Dwelling types can be used in Market Penetration reports, Targeted Marketing, rating, and in printing route labels (for example, labels can print for all apartment dwellers).

Business Rules determine the default dwelling type that will appear when an address is added (the default can be overridden). The unit type may also define the default dwelling type.

To define a dwelling type:

• Select Dwelling Type from the Address menu to display the Dwelling Type screen.
• Click the Add icon and complete the following fields.

  Field

  Type

  What to enter

  DWELLING TYPE

  open (10)

  Enter a dwelling type. The dwelling type indicates if the building at an address is an apartment building, single family home, business, senior high-rise, etc.

  DESCRIPTION

  open (30)

  Enter a description for this dwelling type.

  PENETRATION

  yes/no

  Indicate whether circulation figures for this dwelling type should be included in the totals on the Market Penetration report.

  PRINT LABELS

  yes/no

  Indicate whether subscriber route labels for route-delivered subscriptions should be printed for all addresses with this dwelling type. For example, you might check this field for a dwelling type of “dormitory”. Routes can be set up to have route labels print for all subscribers, no subscribers, or only subscribers with dwelling types that have this field flagged.

• Click OK to save the dwelling type in the database or Add Another to save the existing record and add another dwelling type.

Unit designators are part of many addresses, such as “Apt” in “220 Baker Street Apt. D”. Some unit designators are preloaded into Circulation—see the list below. These designators do not have default dwelling types. You can add, modify, and delete unit designators using this option.

Defining unit designators will ensure that all unit designators are entered in the same way during address entry. For example, you may want “apartment” consistently abbreviated as “APT” rather than “APT.” or “APT #”.

To define a unit designator:

• Select Unit Designator from the Address menu to display the Unit Designator screen.
• Click the Add icon and complete the following fields.

  Field

  Type

  What to enter

  UNIT DESIGNATOR

  open (6)

  Enter the unit designator. The list below includes predefined unit designators (these do not have to be set up).

  DESCRIPTION

  open (30)

  Enter a description for this unit designator.

  DEFAULT DWELLING TYPE

  setup

  Enter the default dwelling type for this unit designator. Business Rules determine the default dwelling type, such as “singfam”, used during address entry. However, the default dwelling type you define here is defaulted when unit designator is used in the address.

• Click OK to save the unit designator in the database or Add Another to save the existing record and add another unit designator.

Preloaded Unit Designators

Zip codes are a required part of US addresses entered in Circulation. Addresses outside of the US may also require a Zip code. Zip codes are used with addresses, routers, AAM reporting, street synonyms, and mail distribution. You can also link Zip codes with area codes, cities, and Towns of 25; when the Zip code is entered, the linked elements automatically default.

NAVIGA initially loads all United States Zip codes.

To set up a Zip code:

1. In character Circulation, select Zip from the Address menu to display the Zip Setup screen.
2. Select Add and complete the following fields.

   Field

   Type

   What to enter

   ZIP CODE

   open (5)

   Enter the Zip code (or Canadian or foreign postal code).

   STATE

   setup (3)

   Enter the state in which this Zip code is located.

   COUNTRY

   setup (3)

   Enter the country in which this Zip code is located.

   TIME ZONE LOCATION

   predefined

   Enter the time zone location for this Zip code. Press F2 for a standard list.

   REQUIRE ROUTE

   yes/no

   Indicate whether addresses added with this Zip code should have a route assigned. Default is no.

   BURT ALT ZONE CODES

   integer

   Optional and is User defined. Works in conjunction with Burt Export and is only for sites that export alternate zone information.

3. Select Specifics to link the Zip code to area codes, cities, or Towns of 25 (see below).

4. Select Accept to enter the Zip code into the database.

5. Set up more Zip codes, or press F4 and select Exit to exit to the Setup menu.

Specifics, Zip Area Code

You can link a particular Zip code to an area code, so that when the Zip code is entered for an address, the area code automatically defaults in the phone number of the related occupant. This default can be overridden by the associate.

NAVIGA initially loads area codes and their Zip codes for the U.S.

To set up a Zip code/area code link:

1. Select Zip Area Code from the Specifics menu of the Zip Setup screen.

Select Add and enter the area code with which to link this Zip code.

• Select Accept to enter the Zip code/area code link into the database.

• Press F4 and select Exit to exit to the Zip Setup screen.

Specifics, Zip City

As with area codes, you can link a city to a particular Zip code, so that when the Zip code is entered for an address, the city automatically defaults (the default can be overridden). If there is more than one city linked to a Zip code, when the Zip code is entered for the address a selection window will open, allowing the associate to choose the correct city. NAVIGA initially loads the cities and their Zip codes for the states that you specify.

To set up a Zip code/city link:

1. Select Specifics | Zip City from the Zip Setup screen or the City Setup screen to display the Zip City Setup screen.
2. Select Add and complete the following fields.

   Field

   Type

   What to enter

   ZIP CODE

   open (5)

   If you are setting up a Zip code, the Zip code will display here. If you are setting up a city, rather than a Zip code, enter the Zip code with which to link this city.

   ZIP EXTENSION

   open (4)

   Enter the Zip code extension for the city, if applicable.

   COUNTY

   setup

   Enter the county for this Zip code to differentiate among cities with the same name that may exist within different states. This field is optional for Canadian provinces. If you are setting up a city, County will not appear on this screen.

   CITY

   setup

   Enter the city for this Zip code. If you are setting up a city, the city being set up will default.

   PRIMARY CITY

   yes/no

   Indicate if this city is the primary city in this Zip code. The primary city will print on the mail label bag tags as appropriate.

3. Select Accept to enter the Zip code/city link into the database.

4. Set up more Zip code city links, or press F4 and select Exit to exit to the Zip Setup screen or the City Setup screen.

Specifics, Zip Town of 25

You may link a Town of 25 to a Zip code, so that when you enter the Zip code for an address the Town of 25 will default (the default can be overridden). If there is more than one Town of 25 linked to a Zip code, when the cursor is in the Town of 25 field a selection window will open, allowing the associate to choose the Town of 25.

If you do routing, Circulation will default the Town of 25 from the router. If you do not do routing, or a Town of 25 is not specified in the router, the Town of 25 will default from the Zip code (set up here).

To set up a Zip code/Town of 25 link:

1. Select Specifics | Zip Town Of 25 from the Zip Setup screen or the Town of 25 Setup screen to display the Zip Town of 25 Setup screen.
2. Select Add and complete the following fields.

   Field

   Type

   What to enter

   ZIP CODE

   open (5)

   If you are setting up a Zip code, Circulation displays the Zip code from the Zip Code Setup screen. If you are setting up a Town of 25, enter the Zip code for the specified Town of 25.

   ZIP EXTENSION

   open (4)

   Enter the Zip code extension for the Town of 25, if applicable.

   TOWN OF 25

   setup

   Enter a valid Town of 25. If you are setting up a Town of 25, that town displays here.

3. Select Accept to enter the Zip code/Town of 25 link into the database.

4. Set up more Zip code/Town of 25 links, or press F4 and select Exit to exit to the Zip Setup screen or the Town of 25 Setup screen.

Digital Address Properties are the default Application Property values for Digital Sales Workflow addresses. These properties determine the information required to manually add a Digital Sales Workflow address in Customer Service, and they determine which address details will be displayed on the Create Account page in the Digital Sales Workflow in iServices Subscriber. All properties have a default value of “Omitted” except for ZIP Code, which has a default value of “Optional.” With these settings, the user interfaces will include an optional ZIP Code field, but the other fields will not be displayed. Note that Digital Address Property values can be modified, but the properties cannot be added or deleted.

To modify Digital Address Properties:

• Select Digital Properties from the Address menu to display the Digital Address Properties screen.
• Select a Digital Address Property and click the Modify icon to change the value. The value options are Omitted, Optional, Required, and Required from Payment.

• Click OK to save your changes.