Creating and Editing Letter and Email Templates

 

1. First thing in creating an email or letter template is to go to the bottom tab that says .

2. In that tab, you will see a button that says, (If you are an administrator).

3. Click that button to create a new template and you will get the edit screen:

1. Type in the name of your letter in the "Letter description" area.
2. If this is going to be an email, then check the box that says, "Enable email send form".
3. On the right you have a listbox with the names of the fields that you have in the database to be used as merge fields. To add a merge field simply double-click on the field name that you want. (*Note: You have three radio buttons above that listbox: Contact Field - Will merge the contact record information, My Record Field - will merge Your (the user using the template) record information, and Field Label - will simply put in the field name.)
4. Those merge fields will be entered into the body of the email; where you can type your information or copy from another document and paste using our formatting toolbar (be aware that some formatting may be lost when using this feature but can be restored manually using our toolbar).
5. After your finished, click save at the bottom and then click close.
   
6. Your letter/email template name will show up in the letters tab:
   
7. To use the letter/email, simply click on the blue name of the letter to open. A printable letter will open with these selections at the bottom(To send to multiple contacts, do a lookup first, click "view" next to the first contact, then go to letters, select the template and click the radio button for "current lookup"):
   
8. An email template will open this way. (To send to multiple contacts, do a lookup first, click "view" next to the first contact, then go to letters, select the template and click the radio button for "current lookup"):
   
   
   To edit an existing template, click on the next to the template name you wish to edit.
   To delete a template, click on the next to the template you wish to delete.

 

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