To create a new letter template (QuickLetter)
1. From Customers, select Generate reports to open the Generate reports window.
2. Select Letters from the Report Types list.
3. Select a letter from the list of Available Reports.
4. Click Options> Letter Text to open the Letter Text window.
5. Place your cursor in the Title field, and enter a title for your new letter template.
6. Place your cursor in the letter text area, and modify the letter template as necessary.
7. Click Save as Standard to open the Letter Name window.
8. Enter a name for your new letter template.
9. Click Save to save the letter template.
10. Click Close to close the Letter Text window.
To edit a letter template (QuickLetter)
If you modify a template that was previously used to create activity records and you create new activity records based on the modified template, the letter text in the new activity records will show the original letter text before it was modified. If you want the new activity records to reflect the new text, create a new template.
1. From Customers, select Generate reports.
2. Select Letters from the Report Types column.
3. Select a letter from the list of Available Reports.
4. Click Options> Letter Text to open the Letter Text window.
5. Modify the letter as necessary.
6. Click Save as Standard. The Letter Name window opens.
7. Click Save. A message prompts you to replace the current letter.
8. Click Yes.
9. Click Close to close the Letter Text window.
To add additional fields to a template (QuickLetter)
Additional fields can be added to templates created in QuickLetter.
1. Select Utilities> Report Specs to open the Report Specifications window.
2. Select a QuickLetter template to edit (e.g., MEMBERSHIP-Letters-Sample New Member Letter (QuickLetter)).
3. Click Parameters to open the Detail Report Parameters window. The template name you chose displays in the Rpt File / Format field, and the Report Type is shown as OMNIS.
4. Click Edit.
5. (optional) Enter the table name in the Main Tables field.
6. (optional) Enter the table name in the Search Files field.
7. Enter the field name in the Report Fields, for example, Orders.INFORMAL.
Note: The table name is entered in upper/lower case while the field name is in all upper case.
8. Click Save.
To mass merge a letter (QuickLetter)
1. From Customers, select Generate reports to open the Generate reports window.
2. Select Letters from the Report Types column.
3. Select a letter from the Available Reports column.
Note: Sample MS Word templates cannot be used with QuickLetter.
4. Click Run to open the Member/Contact Selections window.
5. Click OK on the Member/Contact Selections window. The template opens with the text displayed.
To mass merge an e-mail (QuickLetter)
To ensure all letters are delivered by e-mail, verify that the E-mail field is populated on the Manage customers window's Profile tab for each customer.
Note: The subject line of e-mail letters created using QuickLetter defaults to "E-mail Letter." To modify the text that displays in the subject line of your e-mail letters, select Utilities> Report Specs, clone the report, click Parameters, modify the text that appears after "<Subject>" in the Parameters field, save your changes, close the Report Specifications window, and run the report.
1. Open your e-mail program.
2. From Customers, select Generate reports to open the Generate reports window.
3. Select Letters from the Report Types window.
4. Select the e-mail to merge.
5. Click Run to open the Member/Contact Selections window.
6. Enable the specific Member/Nonmember options.
7. Click OK to send the e-mail. The View E-mail Results window displays.
8. Verify that the information is correct, and click Close.
To delete a letter (QuickLetter)
1. Select Utilities> Report Specs to open the Report Specifications window.
2. Highlight the letter you want to delete.
3. Click Delete.
4. A message displays asking you confirm the deletion. Click Yes.
Note: When a report specification is deleted on the Report Specifications window, the template will not appear in the Available Reports column on the Generate reports window.
To view a letter or e-mail activity (QuickLetter)
Activities for a letter or e-mail can be viewed on either the Letters tab or the Activities-All tab.
1. From Customers, select Manage customers to open the Manage customers window.
2. Find a customer record with a LETTER or EMAIL activity record, for example, 105.
3. Select the Activities-All tab.
4. Select either the EMAIL or LETTER activity to open the Activity Detail window.