Letter Template as an Email Attachment or Body of Email
Chapter 13: Communications:
Letter Template as an Email Attachment or Body of Email
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Letter Template as an Email Attachment or Body of Email
If you create letter templates (see Chapter 14: Letter and Label Templates), you can use them when sending communications. When you created the templates, you most likely used Merge Fields, which can pull in data that will vary for each recipient, e.g. name, dates, etc. This saves you from having to manually add the information each time you send a communication.
However, remember that when you created your templates, you selected merge fields from different databases. When you send a communication to a recipient, EventPro Planner will pull in the merged text from the appropriate fields. If the correct fields do not exist for the recipient, the merge fields in the document will appear blank. For example, if you create a document with “Contact” merge fields, and now try to send that template document to an “Attendee”, the fields will be blank because EventPro Planner cannot find the requested data. Therefore, it is important to create and select the appropriate template for the recipient.
There are two different ways you can use letter templates in an email communication: as an attachment or in the body of an email. Begin creating the communication in the Communication [New] window as usual (see Create a Communication above).
To add the letter template as an Attachment, select the template from the Letter Template drop-down list in the upper half of the window.
2.
To edit the template, create a new template or preview the template with the merged text, click the Edit button to open the Word Processor window.
3.
Make your changes and click File | Save to save the changes in the current template for this communication. The changes you make here will not be saved in the original template in the Letter/Label Templates setup area.
4.
Click File | Save As Template to save the document as a new template.
5.
To preview the template with the merged text, click on the Merged Text tab. You can turn on or off the preview panel along the left by selecting View | Preview Panel. You can also preview the template by selecting File | Print Preview.
6.
When you are finished with the Word Processor, click File | Close to return to the Communication [New] window.
7.
Continue creating the communication as usual, following the instructions in Create a Communication above.
To add the letter template to the Body of the Email, click the Load Template button above the notes area at the bottom of the window.
2.
In the Letter Templates dialog, select the appropriate template and click OK.
3.
The template text will appear in the notes area, which displays the body text of the email.
4.
From the Letter Template drop-down list above, you should have selected <NONE>, unless you also want the template to appear as an attachment, as well.
5.
If you load a template in the body of an email, we recommend that you do not use letter templates intended for printing, i.e. which contain headers and footers, complex formatting, etc. You may want to create two sets of letter templates: one for email letters and one for printed letters. See Chapter 14: Letter and Label Templatesto learn how to create letter templates.
6.
Ensure that you select template with the appropriate merge fields for the recipient. Remember that if the database fields do not exist for the recipient, the merge fields in the document will appear blank.
7.
Continue creating the communication as usual, following the instructions in Create a Communication above.
