This option allows you to set up letters that can be used when the letters option is taken from the customer menu in a customer record.
This form is displayed when you select the Customer letter templates option from the Reports and Enquiries menu.
The first form in this option only displays a menu and tool bar with limited options available.
Further information on the Menu and tool bar option by following the links.
The option you take from this form depends on what you would like to do with in the customer letter templates option.
From the opening page you can:-
To open an existing customer letter template you can either take the file open options or click the open icon 
On taking this option the open letter form will be displayed and the letter templates currently saved on the system will be listed.
The grid is headed Dept and Description.
Dept is the department for which the letter template was created this can be a Department code, for example S for sales, or * where a letter template has been created for use by all departments.
Description is the name for the letter template which is used to identify what the letter can be used for.
You can select the letter template you want to open by clicking on the letter description line in the grid, this will highlight the line in blue and enable the open button. When a letter template has been selected the file name and description will be entered in to the respective fields at the bottom of the open letter form. To open the selected letter template either click or tab to the open button and return. To return to the opening form click the Cancel button. On taking the open option the letter template will be opened for editing, and the remaining icons and menu options will become enabled.
On opening a letter template you will be able to amend and re save the letter text, test print it and even delete it if required.
To create a new letter you will need to take the File-New options from the menu bar or click the New icon 
On taking this option the letter template form will be opened. The form has four areas which need to be considered when creating or amending a letter template
The form is single page and provides a basic word processing utility. In addition, data fields can be inserted anywhere in the text of your letter in such a way that when the letter is printed, the contents of the fields on the customer and/or vehicle records will be included. However if the field on the relevant customer or vehicle record is blank the field will be left blank on the letter. The form has several areas to consider and you can get more information by selecting the links below.This field allows you to select the department that the letter is in relation to. You can select the department by clicking on the 
drop down menu next to the field. If there is no specific department involved then select the option for all departments.
The KPrint form is the form that the system will use if you decide to print the letter via KPrint. There is a default but forms can be designed specifically for use in you company. The KPrint facility allows you to print on to plain paper and headers and company logos can be built into the form.
This is divided in to three areas which allow the selection of fields that you require to enter into the letter text. You are able to select details from customer and vehicle records which will be unique to each record with out having to amend the letter each time you use it. The derived fields allow you to add information to the letter text that is not available in the Customer or Vehicle files. Examples of the use of derived fields are company names and addresses.
Enter the letter text you require by placing your cursor in the template and typing. As you need to enter fields select the field from the appropriate fields tab and double click on them, this will apply them to your letter.
The buttons at the top of the template area allow to use basic word processing functions such as bold and underline. They also allow you to change the font type, size, and colour.
Tip: If you want to use a letter template that you have saved in a campaign then all you need to do is copy and paste the letter text into your campaign form.
Once you have created the letter you will need to save the letter template in order that it can be used while in My desktop. To do this you will need to either click the save icon or take the file/save options. When you do this you will be asked to give the new letter a filename and description. The file name is a ten character name by which the system will know your new letter template.
Note: If you intend to use the letter to link to a contact type code you will need to note down the filename of the letter.
The second field you will need to complete when saving a new letter is the description. This allows up to thirty characters and should be something which will allow easy identification of the letter at a later date.
If you need to exit the customer letter templates option an return to the CRM Reports and Enquiries menu, it will depend where you are in the processes in this option.
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Save as: This option allows you to save a new letter template as a unique letter and save an existing letter with a different file name so that you can amend it. When you take this option you will asked to enter a file name and a description for the letter. The file name has to be a least 4 regular alpha/numeric characters. The system will ask you to re-enter the name if you have included any illegal characters or if you have left the description blank. If you enter a file name that already exists you will be asked if you want to over write the existing file.
Tip: When saving your letter templates try to make the descriptions different it will make it easier when loading the letter at a later date
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or choose File/New from the menu bar. This option will open a new letter template. |
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or choose File/Open from the menu bar. This option allows you to open an existing save letter template. |
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or choose File/Save from the menu bar. This option allows you to save the letter you are currently working on. This option is only enabled if the letter text has been changed on a letter that has previously been saved. |
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or choose File/Test print from the menu bar. This option allows you to print an example letter so that you can check the lay out of the letter before printing it via the customer. This option is only available once a letter has been saved. This test print will be printed to a client (Windows) printer. |
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or choose File/Exit from the menu bar. This option allows you to exit Customer letter templates and go back to the Reports and enquiries menu. |
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or choose Edit/Delete from the menu bar. This will allow you to delete a previously save letter. On taking this option you will be asked to confirm that this is what you want to do. You will have the option to delete the letter or cancel your action. |
Tip: You can use the following keyboard shortcuts:
CTRL + N Open a new letter template CTRL + O Open an existing letter
CTRL + P Test print
CTRL + S Save
