Feedback on: EventPro User Manual - Mail Merge Attendee LettersCH5_Mail_Merge_Attendee_LettersChapter 5: Attendees > Attendee Mail Merge > Mail Merge Attendee Letters /Dear EventPro Documentation Department,
Mail Merge Attendee Letters
Find the event containing the Attendees you want to include in your mail merge in the Event Maintenance screen.
Click on the Attendees tab, the View Attendees tab and the List-View sub-tab containing the attendees you want to include in the merge. Functions for working with multiple attendees are found under the List-View sub-tabs, i.e.All and the sub-tabs generated by the Attendee Types assigned to the event (located to the right of the All sub-tab).
You can include all or selected attendees in the mail merge.
1.
If you want to include all attendees in the mail merge, you do not need to select or filter any.
2.
You can multi-select specific attendees by holding down the Ctrl key and clicking on the desired attendees.
3.
You can also limit the number of attendees you see in the selection grid by setting a filter (refer to Introduction: Common Function, Setting a Filter).
After you have selected the attendees, if necessary, click the Detail Options button to the right and select Mail Merge.
2.
The Attendee Mail Merge Wizardwill open.
3.
First, select the data you want to merge: Selected Records or All. Here, “All” refers to all of the attendees visible in the selection grid. Therefore, if you set a filter so that only twenty-five of fifty attendees are visible in the sub-tab, those twenty-five represent “All” for the purpose of the mail merge.
Printer: Print the letters to paper or a PDF writer.
b.
Email: The main email addresses for the Attendees.
c.
AlternateEmail: The Attendees’ alternate email addresses. 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 attendees.
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.
In this screen, the top selection grid contains a list of all Letter Templates.
1.
Check the Selected checkbox(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 checkbox.
3.
If you want to edit a letter template for this mail merge, click to highlight the template and click the Edit Letter button.
a.
The Word Processor will open. To review how to use the various functions in the word processor, refer to Word Processor in Chapter 12.
b.
Make your changes and save them. 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.
Close the Word Processor to return to the Mail Merge Wizard.
4.
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.
5.
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. Refer to Subject and Body of Communication below.
This is important if you have marked certain recipients as "Do Not Contact By" certain communication methods. For example, if you send an email mail merge and attempt to include a recipient you have marked to not contact by email, the recipient will not be sent the email.
2.
Update Communications:
a.
Check the Update Communications box to save a record of this mail merge communication in the Attendees’ Communications tabs.
b.
Choose a DefaultReference for the documents sent in the mail merge.
c.
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 checkboxes.
3.
Follow Up Actions:
a.
If you want to create a Follow Up Action, check the box.
b.
From the Method drop-down list, choose whether you want to create One Action Per Recipient or One Action for All Recipients.
c.
If you select One Action per Recipient, EventPro will create multiple actions (one action for every attendee in the mail merge) and attach each action to an attendee so that it appears in the attendee’s individual Actions tab, as well as the Event’s Actions tab and the program Actions screen.
d.
If you select One Action for All Recipients, EventPro will create only one action and attach the action to the event. The Action will appear in the Event’s Actions tab and the program Actions screen, but not in the individual attendees’ Actions tabs.
e.
Click the Edit Action button to enter the details of the Action. To learn how to create Actions, see Chapter 11: Actions.
4.
Select a Report to Print or Attach:
a.
You can print or attach reports for each contact in the mail merge.
b.
Check the boxes next to the reports you want to include: Attendee Confirmation, Attendee Itinerary, Attendee Invoice and Attendee Receipt.
c.
For each report you include, you can choose the Report Template (there may only be one choice) and Reference (the Communication References you created in your General Lookup Tables) from the drop-down lists.
d.
If you want to include the Attendee Confirmation and/or Attendee Itinerary reports for the attendees’ guests, select the Guest Report checkbox under Report Options.
5.
Report Attachment Format:
a.
Select a radio button to indicate the report attachment format you want to use: PDF, TIFF or RTF.
Enter a Subject for this communication. This will be the subject under which the communication is saved in the Attendees’ 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 Setup | Users.
3.
In the large space, type in any notes you would like to record regarding this communication. 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.
4.
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). Click the LoadTemplate button/icon above the notes space. Select the appropriate template and click OK. The letter will appear in the notes field. If you load a letter template in the body of an email, you may not want to use letter templates intended for printing, i.e. containing headers and footers, etc. You may want to create different templates for email letters and printed letters.
5.
If you want to edit the notes in the word processor, click the Wordprocessor button above the notes area. To review how to use the various functions in the word processor, refer to Word Processor in Chapter 12.
Click Finish. The Confirm box will appear, asking if you want to continue with the merge to your selected destination. Click Yes to continue.
2.
If you chose Printer as your merge destination, the Print window will appear. Select your Printer settings. Click OK.
3.
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.
4.
The Merge Results screen will appear and will build the list of Attendees included in the mail merge.
5.
A checked Successful box indicates that the merge was successful. If the mail merge was not successful for an Attendee, the Successful checkbox will be unchecked and there will be an explanatory Error Message.
6.
If you have marked certain recipients as Do Not Contact By the communication method used in this mail merge, the recipient will be excluded from the mail merge and the Error Message will indicate that the contact "Does not wish to be contacted by this method". To review how you created the Do Not Contact By list for attendees, see Creating Single Attendees above.
7.
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.
8.
When you are done with the Merge Results window, click Close.
