Customize guestroom tables in merge templates

Because the majority of our customers don't create multiple guestroom blocks, we hide the name of the room block in the guestroom tables of Advanced Booking documents. It is there, but in disguise with a tiny font size and light color so it's easy for you to show it if you want to.

To display the room block name:

1. Click inside the top left cell of the table. Zoom in to 300% and highlight the hidden line above the text “Builder: Standard;”.
2. Change the text color to black and increase the font size to 8 pt. If you plan to add more fields, change the alignment to left justified so there is a little more space.

   

If you want to display more information that is specific to each room block, such as property name, housing method, or PMS ID—you can add fields to the header section.

1. Ensure that you have already displayed the room block name (see above for the steps).

2. Login in to the Amadeus Merge Tool.

3. In the header of the guestroom table, place your cursor where you want to insert a merge field (either just before or after «Name » ~).

4. Do one of the following:

   1. In the Merge Tool, select the field you want to add from the Guestroom fields picklist under Insert Template Part Fields, and then click the Insert Field button. To make it easier to read the information after the document has been merged, type a text label in front of each field, and format the font to italics, bold, or underlined.

   2. If you want to get fancy and keep your document free of clutter, place the fields within a formula so they will only display when they are not blank.

      1. Place your cursor where you want to add the new field.

      2. Press CTRL + F9 on your keyboard to insert a new blank merge field.

      3. Copy and paste the following inside the merge field brackets: IF «MERGEFIELD»=“ ” “ ” “TypeYourTextLabelHere: «MERGEFIELD»”.

         Highlight each «MERGEFIELD» and replace them with the field you want from the merge tool. Update your text label.

         It should then look like this: {IF «PMSID»=“ ” “ ” “ PMS ID:«PMS ID»”}

         Want to know more about the formula?

         There are three sets of quotations that make an if-then-else statement. Here, we're saying if the PMS ID is blank (first “ ”) then don’t display anything (second “ ”), otherwise display the text label and value within the merge field (final “ ”).

      4. Right Click on the merge field, and select Update Field.

         

5. If you added any merge fields after the name of the room block, you'll need to make sure the tilde “ ~ ” appears as the final character after any merge fields you added:

   1. Right click on «Name » ~ and select Toggle Field Codes.

   2. Move the tilde “ ~ ” to before the text “Builder: Standard;”. You can cut and paste, or delete and then re-type the tilde if you find that easier.

   3. Right click on {MERGEFIELD Name } and select Update Field.

   

You may want to display the name of the property on the same line as the room block name if your property is part of a cluster. To add this information:

1. Ensure that you have already displayed the room block name (see above).

2. Place your cursor in front of the room block name.

3. Press Ctrl + F9 on your keyboard to insert a new blank merge field.

4. Inside the merge field brackets enter the following text: MERGEFIELD Property \f " - ",

5. Right Click on the merge field, and select Update Field.

Sometimes, the number of columns displayed across the page wraps at a place that makes the table difficult to read. To change how many columns are displayed before wrapping take the following steps:

1. Expand the first column of the advanced guestroom merge table.
2. In the cell in the upper left of the table, find the text that reads: WrapTableAfterCol: 10.
3. Edit the Number at the end of this text to change how many columns are displayed going across the page.
4. Adjust the size of the first column back to it's original size.

When choosing the value for this setting, you want to think about the data in your table to make sure that you are not splitting a single day’s information across multiple rows.

All Advanced Booking template guestroom tables include the Occupancy column. The entire chart is dependent on this column and therefore it may not be removed, but you can hide it.

To hide this column:

1. Toggle the field codes by selecting the full table, right clicking, and selecting Toggle Field Codes.
2. Expand the first column of the advanced guestroom merge table.
3. Delete the header of the Occupancy column leaving the column blank.
4. Press and hold the Shift key, drag the right border of the occupancy column to the left making the column as small as it will go.
5. In the pivot table formula, locate the occupancy information. Select the merge field and change the font color to white and adjust the font size to 1. These steps will “hide” the information from the table.
6. Adjust the size of the first column back to its original size.
7. Upload the advanced merge template and select the check box to Hide Occupancies without Rooms.