This looks like data that you need to store in two tables, one with a single record for each contact and one with a single record for each department, though you may be able to get by without the second table for the department.
Do you intend to print this letter on paper or send it as an email?
This looks like a case where you would send the same exact message to all selected recipients with no changes made by the user, only data included from the database makes one different from another. Is that correct? Or do you want the ability to add personal touches that make one message different from those sent to another.
thanks! I am planning to send it via email, and send the same exact message in the body of the letter: Hello, please see detail below and make changes, send to me, etc. So, the only data that will change from letter to letter is their contact information to be updated if needed. Then, I guess what I will have is their email with the changes and then I will need to manually look up the record and enter the changes.....
WHen you set up the Send Mail script step in a script, THere's a button with an arrow on it next to the box for the Body, IF you click on that button and chose the calculation option, you can create a calculation that combines text that you type in with data from your database:
"Please find below your contact information and send me any updates or changes:" & ¶ &
YourTable::Name & Char ( 9 ) & YourTable::Position & Char ( 9 )
and so forth. Char ( 9 ) is the tab character. You can also use & " " & to separate fields with spaces instead.