With the serial letter assistant messages like advertising letters can be automated sent to divers contacts by email or postal mail.
First a document template for the letter will be created in the text template administration. With placeholders the address of the contacts will be filled in. The letter can contain static text, pictures, tables,... and can be freely designed. When the template is finalised it has to be saved and the text template administration can be closed.
Creation of a document template for serial letter assistant |
Serial letters will be sent to a predefined selection of contacts. The selection can contain:
When a letter is to be sent to contacts in e.g. different areas, it's recommended to create a contact folder, to group the contacts. Therefor the first contacts will be selected by the filters and thex will be assigned to a contact folder. Afterwards the next contacts will be selected and also assigned to that folder as long as all contacts are assigned.
After all is prepared, the serial letter assistant can be started with the button from icon bar in the contacts list view.
In the appearing window all configuration and the selection of the contacts is made.
Document template | The template that was created for this letter has to be selected from drop-down list. | ||||||||
Log entry |
An entry can be set to the "Documents and notes" view of the contacts to retrace in future, if and when a serial letter was sent to the single contact.
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Contacts selection |
Possible selection:
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Sorting |
With the sorting it can be defined in which order the letters will be printed, respectively sent.
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If the message should be sent to the contacts by email all neccessary settings has to be made here. For subject a significant text should be chosen. Attention: emails without subject often are classified as spam and will not be noticed be the receipient. Attachments like PDf documents can be added to the email. The text can be the selected document template (transfered to HTML) or a free text from text template administration. |
Settings for serial letter |
After all configuration is set, the result can be checked by a preview.
In the icon bar you can browse in the single letters or you can choose the preview of a certain contact by selection of his matchcode. This makes sense for a neccessary reprint of a letter in case of paper jam of the printer.
Preview of a serial letter |
When there are no problems or mistakes are visible in the print preview, the print or email transmission can be started with the buttons in the icon bar.
For print outs a dialogue appears where the printer is to be selected. You can also define from / to which data record the print out shall be executed. A step-by-step printing is recommended for huge print jobs to not block the printer for a long time.
When all messages are printed / sent the serial letter assistant can be closed.
In the single contact data records a log entry is created when defined.
Log entry for serial letter in contacts details |