Custom Inquiry Letters*

If your organization has the Catalog Builder module, you can create custom inquiry letters (cover letters) to send to people who request particular information about your program offerings (e.g. catalog, brochure, flyers, etc.).

To use this feature, you must first enable the Print Label Info fields and select the Validate Label Info option in Names Preferences.    Once you've enabled the fields, follow these 3 steps to create, assign and print your Inquiry letters:

  1. Create your custom letter body.  
  2. Assign the appropriate letter body code to Name record.
  1. Open the Name record.
  2. Check the Label Flag field.  
  3. Enter the appropriate Letter Body Code into the Label Info field (just below the Label Flag field).
  4. Click the OK/Close button to save your changes and close the Names screen.
  1. Print your inquiry letters.
  1. Select Reports > Demographics > Mailing Labels.  
  2. On the Mailing Labels Report Options screen, select Print Marked Labels and Additional Reports.  
  3. Click the OK button.  
  4. Select the Inquiry Letter (Get Memo) report from the User Defined list.

Note:  the Inquiry Letter (Get Memo) is a basic report and may need adjusting to meet your organization's letter specifications (e.g. adjust report elements to fit on your letter head, add firm name to address box, change letter salutation, etc.).

Hint:  if you are using the Print Marked Labels option to print your letters, DON'T reset the Print Label flag after printing the letters UNLESS you have already printed the mailing labels for this group.  Click No on the Reset Print Label Flag window then print your mailing labels.  Reset the flag after you have printed the labels.

 

*Requires Catalog Builder module.

 

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