Memowriter: Create A Form Letter Template

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Ic description black 24dp.png Newton User Guide: Correspondence
Ic info black 24dp.png Required Software Version: Spring 2017
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Memowriter provides the ability to create form letter templates that can be used to quickly merge data fields with client or policy information. The memos can be merged individually, or in a batch through a marketing query.

Contents

Before you begin

Access to view and create memos requires the current operator to have Security System: Marketing -> Memo Writer -> View, Entry, and Edit access.

Ic info black 24dp.png See: Security System for more information.

Create a library memo template

  1. Select Setup -> Memowriter Letter Library.
  2. When prompted to open an existing memo, select the X to close.
  3. Enter the body of the memo template including:
  4. When finished, select File -> Save As.
  5. Enter the Title and Category. Select OK to save.
    Memowriter-template-saveas.png
  6. To prevent accidental template changes, select File -> Lock to lock the memo.
  7. Exit Memowriter.

Ic info black 24dp.png See: Memowriter for additional information regarding using memo templates.

Add merge fields to memowriter

Memowriter allows many different types of data to be merged in from clients, policies, and more, grouped into categories such as: Agent, Client, Underwriter, Policy, et cetera.

  1. Start the process of creating a memo template, or open an existing template.
  2. Place the mouse cursor at the desired location and select Insert -> Merge Field.
  3. Find the desired merge code, select the code, and select the Green Check Box. The merge code will be placed in the body of the memo template.
    Menu-marketing-memo-mergecode.png

  4. Repeat the process to enter all of the desired merge codes. When finished, close the Merge Codes window.
    Menu-marketing-memo-mergecode-full.png

  5. Select File -> Save As.
  6. Enter the Title and Category. Select OK to save.
  7. To prevent accidental template changes, select File -> Lock to lock the memo.
  8. Exit Memo Writer.

Ic info black 24dp.png See: Memowriter for additional information regarding using memo templates.

Insert a logo into memowriter

  1. Start the process of creating a memo template, or open an existing template.
  2. Place the mouse cursor at the desired location and select Insert -> Graphic.
    Menu-marketing-memo-insertgraphic.png

  3. Select the image file and select Open.
  4. The graphic will be placed in the body of the memo template.
    Menu-marketing-memo-insertgraphic-done.png

  5. When finished, select File -> Save As.
  6. Enter the Title and Category. Select OK to save.
  7. To prevent accidental template changes, select File -> Lock to lock the memo.
  8. Exit Memowriter.

Ic info black 24dp.png See: Memowriter for additional information regarding using memo templates.

Import existing documents into memowriter

Newton can import Rich Text Format (RTF) files. In Microsoft Word, select save as and choose the RTF format.

  1. Select Setup -> Memowriter Letter Library.
  2. When prompted to open an existing memo, select the X to close.
  3. Select File -> Import.
  4. Select the source document file (.RTF) and select Open.
  5. The document will be imported into the body of the memo template.
  6. When finished, select File -> Save As.
  7. Enter the Title and Category. Select OK to save.
  8. To prevent accidental template changes, select File -> Lock to lock the memo.
  9. Exit Memowriter.

Ic info black 24dp.png See: Memowriter: Sample Memo Templates for sample templates.

Lock or unlock a memo template

Locking a memo prevents unauthorized or accidental changes to memo templates when the user attempts to modify the template.

Menu-marketing-memo-saveas-locked.png


To modify a memo template, it must first be unlocked before changes are made. Unlocking a memo template requires the current operator to have Security System: Marketing -> Memo Writer -> Global access.

  1. Select Setup -> Memowriter Letter Library.
  2. When prompted to open an existing memo, choose an existing memo template.
  3. Select File -> Unlock to unlock a memo.
  4. Update any additional changes, then select File -> Save to update the memo template.
  5. Select File -> Lock to lock a memo.
  6. Exit Memowriter.

Delete a memo template

Once the Template or Memo is deleted, it is permanently removed from the database.

Ic warning black 24dp.png You cannot recover a deleted memo.

  1. Select Setup -> Memowriter Letter Library.
  2. When prompted to open an existing memo, select the desired memo and select Delete. (Requires Security System: Marketing -> Memo Writer -> Global access.)
    Memowriter-template-delete.png
  3. Select Yes to confirm.
  4. Exit Memowriter.