Back Tags in FairPlus! - Ver. 180 and later

Back Tags in FairPlus!

Back Tags, as used in FairPlus! refer to a piece of cardboard that is worn on the back of 4-H Livestock Exhibitors. Each exhibitor gets one "number" per show or per fair and this number is listed in the show catalogs (programs) so that spectators can identify the exhibitors.

FairPlus! is able to assign and keep track of back tag numbers in a variety of ways, including assigning the member's 4-H ID number as the back tag number. FairPlus! can print the exhibitor's back tag number on call sheets and in show programs. Plus, it can print the back tags themselves. As an option to the back tags that FairPlus! prints, a data file can be created for use in mail-merging into MS-Word so that back tags can be printed in a variety of sizes and formats.

Assigning back tag numbers

Back tag numbers can be assigned in FairPlus! four ways:

Manually assign any number you desire, at any time.
Automatically assign sequential numbers to all exhibitors who have items in selected class/lots.
Automatically assign the member's 4-H ID number as their back tag number, at the time of item entry.
Automatically assign the member's 4-H ID number as their back tag number to ALL exhibitors at once.

1. Manually assign any number you desire, at any time.

This can be done as items are entered or at any time thereafter as follows:

Click on [Goto] [Exhibitors / Items] [Exhibitors]
Click on the [On/Off] button next to the [Back Tag] item (in the upper center portion of the Exhibitors screen) so that it is set to [On]
Type the desired Back Tag number in the [Back Tag] field on the left side of the screen, near the bottom

NOTE:

This procedure allows you to enter and/or change the back tag number for any exhibitor. Because of this, note that it is possible to create duplicate back tag numbers - which would lead to later confusion.

2. Automatically assign sequential numbers to all exhibitors who have items in selected class/lots

This can be done at any time, but it makes the most sense to do this after all items have been entered, but prior to printing call sheets and/or show catalogs.

In this approach, you can decide to issue back tag numbers for just one species, or all the livestock species - you simply select whatever class/lots you desire, and any exhibitor with an item in those class/lots will be assigned a back tag number, beginning with whatever number you tell it.

NOTE:

If you will be issuing different back tag numbers for each specie, and an exhibitor has an item in more than one specie, the first back tag number will be over-written by the second back tag number issued.

Therefore, it is recommended that all livestock class/lots be selected and back tag numbers issued. That way, an exhibitor will have the same back tag number in all shows, on all call sheets, in all show catalogs, etc.

To automatically assign sequential back tag numbers:

Click on [Goto] [Call Sheets / Back Tags] [Back Tags] [Issue by Class/Lot]
Click on either [Dept/Div], [Division/Class], or [Class/Lot] to determine what level you want to select class/lots at.
Select desired class/lots
Click on [Add Class/lot]
Optional - you can repeat the above three steps as many times as desired
Click in the check box [Store Tag Number for Call Sheets]
Click on [Process/Print]

FairPlus! will then assign back tag numbers and print a report of each exhibitor who was assigned a back tag number and their items in the selected class/lots.

NOTE:

It is very important that the check box to store the back tag numbers is checked so that the back tag numbers will print out on Call Sheets, Show Catalogs, plus be included in the exported data

3. Automatically assign the member's 4-H ID number as their back tag number, at the time of item entry.

The first step is to tell FairPlus! that you desire it to assign the member's ID number as their back tag number. To do this,

Click on [Goto] [Call Sheets / Back Tags] [Back Tags] [Select Back Tag Method]
Click on the radio button for [Use Exhibitor ID as Back Tag Number]
Check the box to [Assign Back Tag Number on Exhibitor Entry]
Exit FairPlus! and then re-start FairPlus!

Once the above settings are in place, a back tag number equal to the Member's ID number is assigned whenever a person is chosen from the 4-H Member>>4-H Exhibitor list.

4. Automatically assign the member's 4-H ID number as their back tag number to ALL exhibitors at once

If you decide after the fact that you would like to use the member's ID for their back tag number, or this option became available after you had already entered your fair items, this option will allow you to assign the member ID to all Exhibitors as their back tag number.

Click on [Goto] [Call Sheets / Back Tags] [Back Tags] [Select Back Tag Method]
Click on [Set Back Tag Number to ID Number]

NOTE:

Whenever back tag numbers are assigned automatically, you may notice that there is a "<" put in front of the back tag number. This is automatically added by FairPlus! to indicate that the tag has not been printed yet. After a tag has been printed, then the "<" changes to a ">". Neither character prints on the back tags.

Using Back Tag Numbers

Once the back tag data has been created and stored, you can:

Include the back tag number on Call Sheets or Show Catalogs
Print back tag reports
Print back tags directly
Export the back tag data via the Data Export option for a mail merge back tag printing in MS-Word

1. Include the back tag number on Call Sheets or Show Catalogs

To print back tags on Call Sheets or Show Catalogs, select the appropriate option when printing

NOTE:

Back tag numbers printed in call sheets will contain the "<" and ">" automatically assigned by FairPlus! This is to provide info as to which exhibitors have had back tags printed and which do not.

They will not print out on show catalogs or on the back tag itself.

2. Print back tag reports

The most basic back tag report includes all exhibitors and their back tag number. This can be printed by

Clicking on [Goto] [Call Sheets / Back Tags] [Back Tags] [Print Back Tag List for All Exhibitors]

A more complete report, which includes the exhibitor name and back tag number, plus the class/lots in which they have items can be printed as follows:

Click on [Goto] [Call Sheets / Back Tags] [Back Tags] [Print Back Tag List by Class/lot]
Click on either [Dept/Div], [Division/Class], or [Class/Lot] to determine what level you want to select class/lots at.
Select desired class/lots
Click on [Add Class/lot]
Optional - you can repeat the above three steps as many times as desired
Click on the radio button to [Use Current Back Tag Number]
Click on [Process/Print]

NOTE:

This screen (where this report is generated from) is the same screen that is used to assign sequential back tag numbers, the only difference is in the [Option] chosen.

Be sure that if you only want a report, and do not wish to re-assign back tag numbers that the [Use Current Back Tag Number] is selected.

3. Print back tags

Back tags can be printed directly by FairPlus! for all exhibitors in a particular class/lot, or for a specific exhibitor - the number and other info printed on a back tag will automatically adjust in font size to best accomodate the length of the data. Back tags will print out based on an 8 1/2 x 11 sheet of paper.

Click on [Goto] [Calls Sheets / Back Tags] [Print Back Tags]
Click on either [Dept/Div], [Division/Class], or [Class/Lot] to determine what level you want to select class/lots at
Select desired class/lots
Click on [Add Class/lot]
Optional - you can repeat the above three steps as many times as desired
Click on and add the desired print options:
- Fair Name
- Sponsor
- Exhibitor Name
Click on [Process / Print]

4. Export the back tag data via the Data Export option for a mail merge back tag printing in MS-Word

This option is the most complex, but also provides the greatest degree of flexibility in terms of back tag size, format and layout

Click on [Goto] [Utilities] [Data Export]
In the left-most list box, select (click-drag, shift-click or ctrl-click) the class/lots that contain the exhibitors for which you want to print back tags for. Typically this would translate into selecting all the livestock class/lots.
In the center part of the screen, place a check mark next to each piece of data you want to include in the file. Typically for back tags you would include [Exhibitor Name] and [Exhibitor Back Tag]
Click on the radio button for [Exhibitor Unique]
Click on either a [Generic] or [Custom] file name - entering a file name in the box if [Custom] is chosen.
Click on the [Create...] button - making sure to note the location and name of the export file.

NOTE:

By choosing [Exhibitor Unique] you will only get one record for each each Exhibitor, even if they have more than one item in the selected class/lot(s).

NOTE:

The export data file will contain the "<" and ">" automatically assigned by FairPlus! To eliminate these characters, simply do a [Replace] in the optional sorting step (instructions follow), or after the merging step is completed (just prior to printing the tags) in Word.

The [Replace] command is typically found on the [Edit] menu. You will want to [Find] the < or > and replace with nothing (simply leave that box blank).

NOTE:

This next series of steps is optional, but will allow you to determine the order that back tags are printed in.

Before you do the mail merge, you may want to sort the back tags in Excel so that they print out in an order that is helpful to running your fair. However, you must have the data included in the export file that you want to sort by. For example, if you want to print the back tags so that they are printed "by club", then Club data needs to be exported. Likewise, if you want to print them alphabetically by last name, then the exhibitor's Name data must be exported. On the other hand, if you want to print them in numerical order, you already have that data. To get started,

Start MS-Excel
Click [File] [Open]
You may need to change your [Files of type] to [All Files (*.*)]. This is found near the bottom of the File Open dialogue box.
Navigate to the location of data export file and select the file
Click [Open]

This will start the "Text Import Wizard"

Click on [Delimited] as the [Original Data Type] (this may already be selected)
Click on [Next]
Select [Comma] as the delimiter, and quotation marks ["] as the Text Qualifier
Click on [Next]
Click on [Finish]

NOTE:

You now have the data displayed in an Excel spreadsheet format, but not saved in an Excel format. It is highly advisable to do a "Save As" at this point to, making sure the file is saved as a "Microsoft Excel Workbook".

You might want to re-size the columns so that the data fits better. This can be quickly done by moving your mouse between two columns, at the very top (where the gray lettered buttons are) - when you get the double-arrow, do a double-click. The column will now auto-fit.

As another option, you can click and drag your mouse across all the gray lettered buttons on the top (which will select all columns). Then click on

[Format] [Column] [Auto Fit Selection]

Sorting can be accomplished with the button on the shortcut bar, but more reliable results are obtained by the following:

Click on [Data] [Sort]
On the resulting dialogue box, click on the first box to choose which column you want to sort by and whether you want it to be [ascending] or [descending]. Also be sure to indicate that your list has a [header row]
Click [OK]
Save the file (as an Excel workbook/worksheet)

The final step, whether a "sort" is done in Excel, or not, is to create and print your back tags using the Mail Merge feature in MS-Word. Generally, back tags are printed with the Back Tag number in a very large font, placed in the center of the card. If desired, the Exhibitor name can be put in a small font at the bottom of the card. To do the Mail Merge:

Start MS-Word
Click on [Tools] [Mail Merge]
Click on [Create] [Form Letters...]
At this point you'll often be asked about the document - typically, you should choose [New Main Document]
Click on [Get Data] [Open Data Source], which will bring up a browsing window
Change the [Files of Type] to [All Files (*.*)]
Navigate to, and select the data file you are after. If you did a sort in Excel, be certain you select the .xls document, not the original text file that FairPlus! created. Follow any prompts regarding the importing of the data.
You will then be prompted to edit (set up) your document
Set the margins, etc., to match the paper/cards you are printing the back tags onto
Click on [Insert Merge Fields] and insert the [Backtag] field and any other fields you desire on the tag.

The last step is to "Merge to a New Document", which will then contain the back tags:

Click on [Tools] [Mail Merge] [Merge]
On the resulting box, check that you are merging to a [New Document]
Click on [Merge]

At this point you should have a document that consists of one page for every back tag. You can preview the document by scrolling down, making any changes or adjustments necessary. When this is done, simply print the document.