Difference between revisions of "Memowriter: Create A Form Letter Template"

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[[Category:Marketing]][[Category:Memo Writer]]
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[[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;">
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<tr>
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    <td>[[File:Ic_description_black_24dp.png|link=Newton User Guide#Correspondence]] Newton User Guide: [[Newton User Guide#Correspondence|Correspondence]]</td>
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</tr>
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<tr>
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    <td>[[File:Ic_info_black_24dp.png]] Required Software Version: [[:Category:Release Notes|Spring 2017]]</td>
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</tr>
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<tr>
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    <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>
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</tr>
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<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>
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<li>[[Training 5: Email, Diary, Activity, Client Notes & Memo Writer]]</li>
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<li>[[Batch Send]]</li>
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<li>[[Email]]</li>
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<li>[[Memowriter: Client Memo]]</li>
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<li>[[Memowriter: Policy Memo]]</li>
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<li>[[Memowriter: Sample Memo Templates]]</li>
 +
<li>[[Report: Client Query Wizard]]</li>
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<li>[[Report: Policy List Report: Policy Expiration List]]</li>
 
</ul>
 
</ul>
 
</td>
 
</td>
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<td>
 
<td>
 
<ul>
 
<ul>
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<li>[[:Category:Marketing|Marketing]]</li>
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<li>[[:Category:Memowriter|Memowriter]]</li>
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<li>[[:Category:Memo Writer|Memo Writer]]</li>
 
 
</ul>
 
</ul>
 
</td>
 
</td>
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</table>
 
</table>
  
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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]].  
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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]].  
  
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Memos can be used in the following ways:
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== Before you begin ==
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*Client Memo
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Access to view and create memos requires the current operator to have [[Security System|Security System: Marketing -> Memo Writer -> View, Entry, and Edit]] access.  
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*Policy Memo
 
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*Company memo
 
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*[[Email Integration|Body of an email]]
 
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*[[Batch Print|Attachment in a printed, faxed, or emailed package]].
 
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*[[Client Query Wizard|Marketing letters]]
 
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*Policy Reports
 
  
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== Create a Library Memo Template ==
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[[File:Ic_info_black_24dp.png]]  See: [[Security System]] for more information.
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#Select '''Marketing -> Memo Writer'''.  
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#:[[File:Menu-marketing-memo.png]]
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== 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.  
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#:[[File:Menu-marketing-memo-close.png]]
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#Enter the body of the memo template including:
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#Enter the body of the memo template, including [[#Add Merge Fields to Memo Writer|data merge fields]], a [[#Insert a Logo into Memo Writer|company logo]].  You can also [[#Import Existing Documents into Memo Writer|import an existing document]].  
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#*[[#Add merge fields to memowriter|Adding data Merge Fields]]
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#When finished, select '''File -> Save As'''.  
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#*[[#Insert a logo into memowriter|Adding a company logo]]
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#Enter the '''Title''' and '''Category'''. Select '''OK''' to save.  
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#*[[#Import existing documents into memowriter|Importing data from an existing document]].  
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#:[[File:Menu-marketing-memo-saveas.png]]
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#When finished, select '''File''' -> '''Save As'''.  
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#To prevent accidental template changes, select '''File -> Lock''' to [[#Lock or Unlock a Memo Template|lock the memo]].  
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#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 Memo Writer.  
+
#:[[File:Memowriter-template-saveas.png]]
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=== Add Merge Fields to Memo Writer ===
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#To prevent accidental template changes, select '''File''' -> '''Lock''' to [[#Lock or unlock a memo template|lock the memo]].  
−
=== Insert a Logo into Memo Writer ===
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#Exit Memowriter.
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#Select '''Marketing -> Memo Writer'''.  
+
 
−
#:[[File:Menu-marketing-memo.png]]
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[[File:Ic_info_black_24dp.png]]  See: [[Memowriter]] for additional information regarding using memo templates.  
−
#When prompted to open an existing memo, [[#Create a Library Memo Template|choose an existing memo template]], or select the X to close and start a new memo template.  
+
 
−
#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>
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#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]]
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#:<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]]
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#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.
  
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=== Import Existing Documents into Memo Writer ===
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=== 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.
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#Select '''Marketing -> Memo Writer'''.  
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#Select '''Setup''' -> '''Memowriter Letter Library'''.  
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#:[[File:Menu-marketing-memo.png]]
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#When prompted to open an existing memo, select the X to close.  
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#When prompted to open an existing memo select the X to close and start a new memo template.
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#Select '''File''' -> '''Import'''.
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#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.
  
−
== Lock or Unlock a Memo Template ==
+
[[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.  
 
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]]
 
[[File:Menu-marketing-memo-saveas-locked.png]]
  
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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.
 
  
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== Delete a Memo 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|Security System: Marketing -> Memo Writer -> Global]] access.
−
  Once the Template or Memo is deleted, it is permanently removed from the database. This action cannot be undone.
+
#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.
  
−
#Select '''Marketing -> Memo Writer'''.  
+
== Delete a memo template ==
−
#When prompted to open an existing memo, select the desired memo and select '''Delete'''.  
+
Once the Template or Memo is deleted, it is permanently removed from the database.
−
#:[[File:Menu-marketing-memo-delete.png]]
+
 
 +
[[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.
 
#Select '''Yes''' to confirm.
−
#Exit Memo Writer.
+
#Exit Memowriter.

Latest revision as of 18:01, 30 May 2019

Ic description black 24dp.png Newton User Guide: Correspondence
Ic info black 24dp.png Required Software Version: Spring 2017
Ic settings backup restore black 24dp.png 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.

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. (To use the memo as the body of an email, a Category is required.)
    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.
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