Difference between revisions of "Memowriter: Create A Form Letter Template"
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− | [[Category: | + | [[Category:Memowriter]] |
<table class="infobox" cellspacing="5" style="background-color: #FFFFFF; width:27em; text-align:left; border-spacing: 2px; line-height:1.5em;"> | <table class="infobox" cellspacing="5" style="background-color: #FFFFFF; width:27em; text-align:left; border-spacing: 2px; line-height:1.5em;"> | ||
+ | <tr> | ||
+ | <td>[[File:Ic_description_black_24dp.png|link=Newton User Guide#Correspondence]] Newton User Guide: [[Newton User Guide#Correspondence|Correspondence]]</td> | ||
+ | </tr> | ||
+ | <tr> | ||
+ | <td>[[File:Ic_info_black_24dp.png]] Required Software Version: [[:Category:Release Notes|Spring 2017]]</td> | ||
+ | </tr> | ||
+ | <tr> | ||
+ | <td>[[File: Ic_settings_backup_restore_black_24dp.png]] Legacy Instructions Available: [http://wiki.agencysystems.com/mediawiki/index.php?title=Memo_Writer:_Create_a_Form_Letter_Template&oldid=5010 Click Here]</td> | ||
+ | </tr> | ||
+ | |||
<tr style="background-color: #bdbdbd; text-align: center; font-weight:bold;"> | <tr style="background-color: #bdbdbd; text-align: center; font-weight:bold;"> | ||
<td>Related Pages</td> | <td>Related Pages</td> | ||
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<td> | <td> | ||
<ul> | <ul> | ||
− | <li>[[ | + | <li>[[Batch Send]]</li> |
+ | <li>[[Email]]</li> | ||
+ | <li>[[Memowriter: Client Memo]]</li> | ||
+ | <li>[[Memowriter: Policy Memo]]</li> | ||
+ | <li>[[Memowriter: Sample Memo Templates]]</li> | ||
+ | <li>[[Report: Client Query Wizard]]</li> | ||
+ | <li>[[Report: Policy List Report: Policy Expiration List]]</li> | ||
</ul> | </ul> | ||
</td> | </td> | ||
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<td> | <td> | ||
<ul> | <ul> | ||
− | <li>[[:Category: | + | <li>[[:Category:Memowriter|Memowriter]]</li> |
− | |||
</ul> | </ul> | ||
</td> | </td> | ||
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</table> | </table> | ||
− | + | Memowriter provides the ability to create form letter templates that can be used to [[#Add merge fields to memowriter|quickly merge data fields with client or policy information]]. The memos can be merged individually, or in a batch through [[Report: Client Query Wizard|a marketing query]]. | |
− | + | == Before you begin == | |
− | + | Access to view and create memos requires the current operator to have [[Security System|Security System: Marketing -> Memo Writer -> View, Entry, and Edit]] access. | |
− | |||
− | |||
− | |||
− | |||
− | |||
− | |||
− | == Create a | + | [[File:Ic_info_black_24dp.png]] See: [[Security System]] for more information. |
− | #Select ''' | + | |
− | + | == Create a library memo template == | |
+ | #Select '''Setup''' -> '''Memowriter Letter Library'''. | ||
#When prompted to open an existing memo, select the X to close. | #When prompted to open an existing memo, select the X to close. | ||
− | + | #Enter the body of the memo template including: | |
− | #Enter the body of the memo template | + | #*[[#Add merge fields to memowriter|Adding data Merge Fields]] |
− | #When finished, select '''File -> Save As'''. | + | #*[[#Insert a logo into memowriter|Adding a company logo]] |
− | #Enter the '''Title''' and '''Category'''. Select '''OK''' to save. | + | #*[[#Import existing documents into memowriter|Importing data from an existing document]]. |
− | #:[[File: | + | #When finished, select '''File''' -> '''Save As'''. |
− | #To prevent accidental template changes, select '''File -> Lock''' to [[#Lock or | + | #Enter the '''Title''' and '''Category'''. Select '''OK''' to save. (To [[Email#Entering_the_email_message_body|use the memo as the body of an email]], a Category is required.) |
− | #Exit | + | #:[[File:Memowriter-template-saveas.png]] |
− | === Add | + | #To prevent accidental template changes, select '''File''' -> '''Lock''' to [[#Lock or unlock a memo template|lock the memo]]. |
− | + | #Exit Memowriter. | |
− | # | + | |
− | #:[[File:Menu-marketing-memo.png]] | + | [[File:Ic_info_black_24dp.png]] See: [[Memowriter]] for additional information regarding using memo templates. |
− | #When | + | |
− | #Place the mouse cursor at the desired location and select '''Insert -> Graphic'''. | + | === 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. | ||
+ | #[[#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]] | ||
+ | #:<br> | ||
+ | #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]] | ||
+ | #:<br> | ||
+ | #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. | ||
+ | |||
+ | [[File:Ic_info_black_24dp.png]] See: [[Memowriter]] for additional information regarding using memo templates. | ||
+ | |||
+ | === Insert a logo into memowriter === | ||
+ | #[[#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]] | #:[[File:Menu-marketing-memo-insertgraphic.png]] | ||
+ | #:<br> | ||
#Select the image file and select '''Open'''. | #Select the image file and select '''Open'''. | ||
#The graphic will be placed in the body of the memo template. | #The graphic will be placed in the body of the memo template. | ||
#:[[File:Menu-marketing-memo-insertgraphic-done.png]] | #:[[File:Menu-marketing-memo-insertgraphic-done.png]] | ||
− | #When finished, select '''File -> Save As'''. | + | #:<br> |
+ | #When finished, select '''File''' -> '''Save As'''. | ||
#Enter the '''Title''' and '''Category'''. Select '''OK''' to save. | #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 Memowriter. | ||
+ | |||
+ | [[File:Ic_info_black_24dp.png]] See: [[Memowriter]] for additional information regarding using memo templates. | ||
− | === Import | + | === Import existing documents into memowriter === |
Newton can import Rich Text Format (RTF) files. In Microsoft Word, select save as and choose the RTF format. | Newton can import Rich Text Format (RTF) files. In Microsoft Word, select save as and choose the RTF format. | ||
− | #Select ''' | + | #Select '''Setup''' -> '''Memowriter Letter Library'''. |
− | + | #When prompted to open an existing memo, select the X to close. | |
− | #When prompted to open an existing memo select the X to close | + | #Select '''File''' -> '''Import'''. |
− | #Select '''File -> Import'''. | ||
#Select the source document file (.RTF) and select '''Open'''. | #Select the source document file (.RTF) and select '''Open'''. | ||
#The document will be imported into the body of the memo template. | #The document will be imported into the body of the memo template. | ||
− | #When finished, select '''File -> Save As'''. | + | #When finished, select '''File''' -> '''Save As'''. |
#Enter the '''Title''' and '''Category'''. Select '''OK''' to save. | #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 Memowriter. | ||
+ | |||
+ | [[File: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. | ||
+ | |||
+ | [[File: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|Security System: Marketing -> Memo Writer -> Global]] access. | ||
+ | #Select '''Setup''' -> '''Memowriter Letter Library'''. | ||
+ | #When prompted to open an existing memo, 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. | ||
+ | #Exit Memowriter. | ||
+ | |||
+ | == Delete a memo template == | ||
+ | Once the Template or Memo is deleted, it is permanently removed from the database. | ||
+ | |||
+ | [[File:Ic warning black 24dp.png]] You cannot recover a deleted memo. | ||
− | + | #Select '''Setup''' -> '''Memowriter Letter Library'''. | |
− | + | #When prompted to open an existing memo, select the desired memo and select '''Delete'''. (Requires [[Security System|Security System: Marketing -> Memo Writer -> Global]] access.) | |
+ | #:[[File:Memowriter-template-delete.png]] | ||
+ | #Select '''Yes''' to confirm. | ||
+ | #Exit Memowriter. |
Latest revision as of 18:01, 30 May 2019
Newton User Guide: Correspondence |
Required Software Version: Spring 2017 |
Legacy Instructions Available: Click Here |
Related Pages |
Related Categories |
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.
See: Security System for more information.
Create a library memo template
- Select Setup -> Memowriter Letter Library.
- When prompted to open an existing memo, select the X to close.
- Enter the body of the memo template including:
- When finished, select File -> Save As.
- Enter the Title and Category. Select OK to save. (To use the memo as the body of an email, a Category is required.)
- To prevent accidental template changes, select File -> Lock to lock the memo.
- Exit Memowriter.
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.
- 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.
- Repeat the process to enter all of the desired merge codes. When finished, close the Merge Codes window.
- Select File -> Save As.
- Enter the Title and Category. Select OK to save.
- To prevent accidental template changes, select File -> Lock to lock the memo.
- Exit Memo Writer.
See: Memowriter for additional information regarding using memo templates.
Insert a logo into memowriter
- 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.
- Select the image file and select Open.
- The graphic will be placed in 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 the memo.
- Exit Memowriter.
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.
- Select Setup -> Memowriter Letter Library.
- When prompted to open an existing memo, select the X to close.
- 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 the memo.
- Exit Memowriter.
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.
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.
- Select Setup -> Memowriter Letter Library.
- When prompted to open an existing memo, 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.
- Exit Memowriter.
Delete a memo template
Once the Template or Memo is deleted, it is permanently removed from the database.
You cannot recover a deleted memo.
- Select Setup -> Memowriter Letter Library.
- When prompted to open an existing memo, select the desired memo and select Delete. (Requires Security System: Marketing -> Memo Writer -> Global access.)
- Select Yes to confirm.
- Exit Memowriter.