From the Misc/Setup pull-down menu, choose Correspondence Definitions. This screen allows you to set up the descriptions for correspondence or mailouts that you wish to send on a regular basis. Correspondence is simply any written communication you have with your customers or prospects, like postcards, thank you letters, reminder letters, emails, etc. For our purposes you can even manage other forms of communication, like phone calls, from here. Once you've set up your initial types of correspondence, you may add to or modify this list at any time.
To setup a new correspondence or mailout type, from the Misc/Setup pull-down menu, choose Correspondence Definitions. Then click the Add New Source/Mailout button at the bottom left, and type in a description for your mailout. This is the description you will use when you mark to send someone this mailout. Just enter a description and click OK.
On the right, you will see the Mailout/Correspondence tab. It is here that you choose the MS Word document or the Mail Merge Report to use as the document for this mailout/correspondence. You want to first be sure that the "Is this a Mailout?" box is checked there.
There is another checkbox labeled "Use Report Instead of Word Doc?". By checking this, the drop-down box below it will be the list of Mail Merge Reports that are defined on the Reports screen in the Mail Merge Reports category folder. It is usually best to use one of these reports for your mail merge document if you can since MS Word is not required to do those Mail Merges, and it is a faster to create the documents when a Report is used instead of a Word document. Click here for more information about the Mail Merge Reports.
If there is a more complicated document that you want to create in Word and mail merge with, then you can leave the Use Report Instead of Word Doc box unchecked, and then under it will be the box to browse and choose a valid MS Word Mail Merge Document. If you are on a network, then you should browse via the Network Neighborhood and choose the document that way so that other computers on the network will be able to use this correspondence definition.
An optional component of the software is the Power Marketing Kit and it can be found in the Mail Merge Docs folder inside the Camelot folder, probably at C:Program FilesCamelotMail Merge Docs. Customizing and setting up your own letters as MS Word Mail Merge Documents is covered in the Customizing an MS Word Mail Merge Document section of this help.
You will also want to enter a category for this mailout source, like "Reminder" if it is a reminder letter, or "Thank You" if it is a thank you letter.
Defining Emails to Send
If you want to define a correspondence as an email, you can do so by first putting the text "Email" anywhere in the Description for the correspondence (e.g. "Email Thank You Note", or "Reminder Email"). Then, you can set the body text for the email message on the Mailout/Correspondence tab in the Long Note / Email Text box there.
You can type whatever text here for the email message, and when you want to insert a merge field (like you want the client's name to be in the email message), you can simply right-click in the Long Note / Email Text box where you are typing the text and choose the field you want. Notice here that there will be more than one set of fields listed (use the MORE FIELDS option at the bottom to get to the other fields - they are in alphabetical order).
The most common field to use is the First Name field. You set what the Subject for the email will be by entering it on the General tab of this screen in the Short Note / Subject box there.
Remember that an email is just another type of mailout, so when you define an email here, it can be marked to send to a client just like any other mailout on the Mailouts tab of the Contact Information screen, or by it being used as one of the Funnel Detail Source entries on the Marketing Funnels screen.
HINT: Be sure to check outdated correspondence types as Inactive periodically to keep your lists more manageable!
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