EventPro User Manual

Enquiry Mail Merge Letters

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Enquiry Mail Merge Letters

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Enquiry Mail Merge Letters

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Click on the Enquiry List tab in the Enquiries screen.

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Click to Expand/Collapse textSelect Mail Merge Recipients

You can include selected enquiries or all of the enquiries you see in the selection grid in the mail merge.

1.Multi-select enquiries by holding down the Ctrl key and clicking on the desired enquiries.
2.Limit the number of enquiries you see in the selection grid by setting a filter (see Introduction: Common Function, Setting a Filter for more information).
3.To include all enquiries in the mail merge, you do not need to select or filter any.
Click to Expand/Collapse textBegin Enquiry Mail Merge Wizard
1.Click the Detail Options button to the right and select Mail Merge.
2.The Enquiry Mail Merge Wizard will open.

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3.First, select the data you want to merge: Selected Records or All.  Remember that “All” refers to all of the enquiries visible in the selection grid.  
4.Click Next.
Click to Expand/Collapse textSelect Merge Destination

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1.Choose the Merge Destination:
a.Printer: Print to paper or a PDF writer.
b.Email: The main email address for the enquiry contact.  You chose this contact when creating the Enquiry. See Creating an Enquiry above.
c.Alternate Email: The alternate email address for the enquiry contact.  This can also be used for creating a fax mail merge.  Some internet service providers can provide faxing capabilities or you may be able to configure your email server to send and receive faxes.  Ensure that you entered the correct fax/email information in the Alt. Email field when creating your company contacts.
d.Document: Letters are saved in an RTF file, each letter starting on a new page. If you want to print the letters to PDF files, select Printer and choose your PDF writer.
2.Click Next.
Click to Expand/Collapse textPick the Letters to Merge

In this screen, the top selection grid contains a list of all Letter Templates from which you can select the letters you want to send as attachments.

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1.Check the Selected box(es) next to the Letter(s) you want to send.
2.To see a preview of the letter you have currently clicked on, check the Letter Preview check box.
3.If you want to edit a letter template, click to highlight the template and click the Edit Letter button
4.The Word Processor window will open.
a.To learn how to use the word processor, see Chapter 12: Communications, Part B: Letters, Word Processor.
b.Note that the changes you make here will only be saved for the template as used in this current mail merge.  If you want to edit the letter template so that the changes appear for all mail merges and communications, you must return to Setup | Letter/Label Templates and edit the template there.
c.Save your changes and close the Word Processor to return to the Mail Merge Wizard.
5.If you chose Email or Alternate Email as the merge destination, and you choose a Letter Template here, the Letter will be sent as a PDF Attachment to the email.  If you want the Letter to be in the body of the email, do not select any Letter Templates here. Later in the process, you will load the appropriate template into the body of the email; see Subject and Body of Communication below.
6.After you have selected and edited the templates you want to use, click Next.
Click to Expand/Collapse textUpdate Communications and Follow Up Action

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1.Check the Update Communications box to save a record of this mail merge communication in the Enquiry Communication tab.
a.Select a Method from the drop-down list and choose a Default Reference for the documents sent in the mail merge.
b.If you do not need to save a copy of the letter and/or body content of the communication, uncheck the Store Letter and/or Store Body/Notes boxes.
2.If you want to create a Follow Up Action, check the box.
a.From the Method drop-down list, choose whether you want to create One Action Per Recipient or One Action for All Recipients.
b.If you select One Action per Recipient, EventPro will create multiple actions (one action for every enquiry contact in the mail merge) and attach each action to the enquiry so that it appears in the enquiry’s individual Actions tab, as well as the program Actions screen.
c.If you select One Action for All Recipients, EventPro will create only one action, which will appear in the program Actions screen, but not in the individual enquiries’ Actions tabs.
d.Click the Edit Action button to enter the details of the Action.  To learn how to create Actions, see Chapter 11: Actions.
3.Click Next.
Click to Expand/Collapse textSubject and Body of Communication

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1.Enter a Subject for this communication.  This will be the subject under which the communication is saved in the Enquiry records.   If you send the communication via email, this will also be the subject header of the email.
2.If you want to add your personal signature to an email, click the Add Signature button.  You can create a signature in your user profile under File | Email Settings.
3.Type in any notes you would like to record regarding this communication.
4.If you chose Email or Alternate Email as the merge destination, any notes you enter in this space will become the body of the email message.  
5.If you want to send a Letter Template as the body content of an email, this is the place where you load the template (not the previous page where you had the option to check the Selected boxes).
6.Click the Load Template button/icon.
7.Select the appropriate template and click OK.  The letter will appear in the notes field.

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Click to Expand/Collapse textAttach Files
1.If you are sending emails and want to attach any additional documents, click the Attach Files button.
2.In the Open window, locate the file you want to attach and click Open.

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3.The file will appear in the field next to the Attach Files button.
4.If you want to remove an attached file, click to highlight the file and click the Delete button beneath the Attach Files button.
Click to Expand/Collapse textAttach Reports
1.If you want to attach reports to the mail merge communication, click the Add Report button.
2.In the Run Report dialog, select the report you want to attach and click OK.
3.In the next dialog box, you can choose the printing options for this report.  To learn more about these report options, go to Chapter 15: Reports.  
4.After you have selected the options you want, click OK.
5.The report will be added as a PDF attachment to the bottom of the window.
6.To add another report, click the Add Report button again.  Continue until you have attached as many reports as you require.
Click to Expand/Collapse textFinish and Merge Results
1.Click Finish.  The Confirm box will appear, asking if you want to continue with the merge to your selected destination.  Click Yes to continue.
a.If you chose Printer as your merge destination, the Print window will appear.  Select your Printer settings.  Click OK.
b.If you chose Document as your merge destination, the Save Merged Document To window will appear.  Choose the folder where you want to save the file, type in a file name and click Save.
2.The Merge Results screen will appear and will build the list of enquiries included in the mail merge.

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3.A checked Successful box indicates that the merge was successful.  
4.If the mail merge was not successful for an enquiry, the Successful checkbox will be unchecked and there will be an explanatory Error Message.
5.If you want to print the mail merge results, click the Print button.  Select the report options in the Mail Merge Results window and click OK.  Adjust your printing options in the Print window and click OK.
6.Click Close.