EventPro User Manual

Printing/Sending/Recording a Communication

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Printing/Sending/Recording a Communication

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Printing/Sending/Recording a Communication

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Now that you have created your communication in the Communication [New] window, you must choose how you are going to transmit it to the recipient and/or save it in EventPro records.

 

 

TIP: Remember that you can set several defaults for communications in your System Settings.

 

Setting the default to the option you use most often will save time when entering information for Communications.

 

See Chapter 1: Setting Up EventPro, Step 1: System Settings, Communications.

 

 

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Click to Expand/Collapse textPrint a Template Letter
1.Click on the General tab and click the Edit Letter button next to the Letter Template field.
2.The Word Processor window will open.
3.Click on the Merged Text tab to view the document with the appropriate text in the merge fields.  You can remove or restore the preview panel that appears along the left side of the Merge Text tab by selecting View | Preview Panel from the main menu.

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4.Select File | Print.  You can print to a paper printer or to PDF files (using your PDF writer).

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5.Ensure that your printer settings are correct and that you have selected the appropriate paper and number of copies.  Click OK.  If you have any problems printing, ensure that your settings are correct under File | Printer Setup.
6.When you are finished printing, select File | Close to close the Word Processor window.
7.If you want, you can now save a record of this communication.  Click Save to record the details of the communication, as well as the letter itself.
8.Click Save Without Letter if you want to record the details of the communication, but not the letter itself.  This option can preserve a lot of hard disk space, especially if you send the same letter to numerous customers.

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9.The Confirm box will ask if you want to create a follow up action.
a.If you click Yes, the Communication Follow-up window will appear.  Choose the Next Contact Date from the drop-down calendar and enter a time in the Next Contact Time.  Click OK.  The Action [New] window will appear.  To review how to create Actions, see Chapter 11: Actions.
b.If you click No, a third Confirm box will ask if you want to create another communication.  Click Yes to create another, or click No to record the communication you created.
Click to Expand/Collapse textEmail
1.Click the Send Email button in the bottom left corner of the Communication [New] window.
2.Remember that you may have marked certain recipients as "Do Not Contact By" certain communication methods. If you attempt to send an email to a recipient you have marked to not contact by email, you will receive a Confirm dialog warning you that the email recipient chose not to receive communications of this type.  Click Yes to continue and send the email anyway, or click No to stop the sending process.

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3.A Confirm box should appear informing you that the email has been sent successfully.  It will also ask whether you want to save the communication now.  Click Yes to save.
4.The next Confirm box will ask if you want to create a follow up action.
a.If you click Yes, the Communication Follow-up window will appear.  Choose the Next Contact Date from the drop-down calendar and enter a time in the Next Contact Time.  Click OK.  The Action [New] window will appear.  To review how to create Actions, see Chapter 11: Actions.
b.If you click No, a third Confirm box will ask if you want to create another communication.  Click Yes to create another, or click No to record the communication you created.
Click to Expand/Collapse textSave
1.To save a communication without printing or emailing it, simply click the Save button.
2.If the communication contains any Embedded Images, a Confirm dialog will appear, asking whether you want to retain any embedded images within the communication.  Click Yes to save the embedded images in the communication, or click No if you do not want to save them. If you click No, the text in the notes area will be saved, but the embedded image will be removed.  Remember that saving many embedded images can use up a lot of space in your database.
3.If the communication uses a Letter Template, you can click Save Without Letter to record the details of the communication without saving the letter itself. This option can preserve considerable hard disk space, especially if you send the same letter to numerous customers.
4.A Confirm box will appear, asking if you want to create a follow up action.
a.If you click Yes, the Communication Follow-up window will appear.  Choose the Next Contact Date from the drop-down calendar and enter a time in the Next Contact Time.  Click OK.  The Action [New] window will appear.  To review how to create Actions, see Chapter 11: Actions.
b.If you click No, a third Confirm box will ask if you want to create another communication.  Click Yes to create another, or click No to record the communication you created.