View source for Memowriter: Create A Form Letter Template

[[Category:Memo Writer]]
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    <td>Related Pages</td>
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<li>[[Memo Writer: Sample Memo Templates]]</li>
<li>[[Training 5: Email, Diary, Activity, Client Notes & Memo Writer]]</li>
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    <td>Related Categories</td>
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<li>[[:Category:Memo Writer|Memo Writer]]</li>
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Memo Writer 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 [[Client Query Wizard|a marketing query]]. 

Memos templates can be used in the following ways:
*[[Client_Tab#Memos|Client Memo]]
*[[Policy_Express#Policy_Express:_Dashboard|Policy Memo]]
*[[Company_Tab#Company_Memos|Company memo]]
*[[Email Integration|Body of an email]]
*[[Batch Send|Attachment in a printed, faxed, or emailed package]].
*[[Client Query Wizard|Marketing letters]]
*Policy Reports

== Create a Library Memo Template ==
#Select '''Marketing -> Memo Writer'''. 
#:[[File:Menu-marketing-memo.png]]
#When prompted to open an existing memo, select the X to close. 
#:[[File:Menu-marketing-memo-close.png]]
#Enter the body of the memo template including:
#*[[#Add Merge Fields to Memo Writer|Adding data Merge Fields]]
#*[[#Insert a Logo into Memo Writer|Adding a company logo]]
#*[[#Import Existing Documents into Memo Writer|Importing data from an existing document]]. 
#When finished, select '''File -> Save As'''. 
#Enter the '''Title''' and '''Category'''. Select '''OK''' to save. 
#:[[File:Menu-marketing-memo-saveas.png]]
#To prevent accidental template changes, select '''File -> Lock''' to [[#Lock or Unlock a Memo Template|lock the memo]]. 
#Exit Memo Writer. 
=== Add Merge Fields to Memo Writer ===
Memo Writer 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.
#[[#Create a Library Memo Template|Start the process of creating a memo template]], or open an existing template. 
#Place the mouse cursor at the desired location and select '''Insert ->  Merge Field'''. 
#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. 
#:[[File:Menu-marketing-memo-mergecode.png]]
#Repeat the process to enter all of the desired merge codes.  When finished, close the '''Merge Codes''' window.
#:[[File:Menu-marketing-memo-mergecode-full.png]]
#Select '''File -> Save As'''. 
#Enter the '''Title''' and '''Category'''. Select '''OK''' to save.
#To prevent accidental template changes, select '''File -> Lock''' to [[#Lock or Unlock a Memo Template|lock the memo]]. 
#Exit Memo Writer.

=== Insert a Logo into Memo Writer ===
#[[#Create a Library Memo Template|Start the process of creating a memo template]], or open an existing template. 
#Place the mouse cursor at the desired location and select '''Insert -> Graphic'''. 
#:[[File:Menu-marketing-memo-insertgraphic.png]]
#Select the image file and select '''Open'''.
#The graphic will be placed in the body of the memo template. 
#:[[File:Menu-marketing-memo-insertgraphic-done.png]]
#When finished, select '''File -> Save As'''. 
#Enter the '''Title''' and '''Category'''. Select '''OK''' to save. 
#To prevent accidental template changes, select '''File -> Lock''' to [[#Lock or Unlock a Memo Template|lock the memo]]. 
#Exit Memo Writer. 
=== Import Existing Documents into Memo Writer ===
Newton can import Rich Text Format (RTF) files.  In Microsoft Word, select save as and choose the RTF format.
#Select '''Marketing -> Memo Writer'''. 
#:[[File:Menu-marketing-memo.png]]
#When prompted to open an existing memo select the X to close and start a new memo template.
#Select '''File -> Import'''.
#Select the source document file (.RTF) and select '''Open'''. 
#The document will be imported into the body of the memo template. 
#When finished, select '''File -> Save As'''. 
#Enter the '''Title''' and '''Category'''. Select '''OK''' to save.
#To prevent accidental template changes, select '''File -> Lock''' to [[#Lock or Unlock a Memo Template|lock the memo]]. 
#Exit Memo Writer.

See: [[Memo Writer: 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. 

[[File:Menu-marketing-memo-saveas-locked.png]]

To modify a memo template, it must first be unlocked before changes are made.  ''(Requires [[Security System]]: Marketing -> Memo Writer -> Global)''
#Select '''Marketing -> Memo Writer'''. 
#When prompted to open an existing memo, [[#Create a Library Memo Template|choose an existing memo template]].
#Select '''File -> Unlock''' to unlock a memo. 
#Update any additional changes, then select '''File -> Save''' to update the memo template. 
#Select '''File -> Lock''' to lock a memo.

== Delete a Memo Template ==
 Once the Template or Memo is deleted, it is permanently removed from the database. This action cannot be undone.

#Select '''Marketing -> Memo Writer'''. 
#When prompted to open an existing memo, select the desired memo and select '''Delete'''. 
#:[[File:Menu-marketing-memo-delete.png]]
#Select '''Yes''' to confirm.
#Exit Memo Writer.