CRM - Letter Setup
Using the Letter Setup window, you can save links to Word template documents so that they are available for mail merge within Dimensions.
Contents |
Word template documents |
Letter setup window |
CRM Word templates |
Word template documents
Your letters should be prepared using Access Office Integration and MS Word to create a Word Mail Merge document that contains links to your Dimensions database.
Version information:
You should only use template documents created in Access Office Integration version 3.00a or later.
The CRM Letter template (released with Access Office Integration Version 3.10a) can only be run from the CRM Module in Dimensions Version 2.43b or later.
MS Office 2007 is not supported by versions earlier than Access Office Integration version 3.20a.
Access Office Integration V 3.20a
This version of Access Office Integration is compatible with Microsoft Office 2007. However, the templates saved in the new Word 2007 .docx format will only run on machines that have Word 2007 installed.
Word Mail Merge templates created using Access Office Integration and MS Word 2007 should still be saved as .doc files to ensure that they will run. This can be done in Word 2007, it is referred to as compatibility mode.
Using the Letter Setup window
The Letter Setup window is opened from the function on the toolbar of the CRM Control window.
A list of letters is displayed showing:
the document type; L for Letter or E for Email.
the filename (excluding the file type extension)
When a letter is selected in the list, additional details will be displayed to the right-hand side of the list.
These details include:
Document Type,
Document Location,
Default Email Address,
Default Email Subject.
To insert a document:
Click Insert to create a new blank line in the list.
Select the appropriate document type; Email or Word document.
Tick the Active option; this will ensure the letter is available in the Letters List.
Enter the file location of the document or use the browse button to locate the file.
If you have selected a document type of Email, you should also select or enter the email address to be used.
If you wish to use an Email address from Customer or Prospect record, you will need to identify which address is to be used:
You have the choice of using the address from the COMPANY record; from the CONTACT record or from the ASSIGNEE record.
Or you can enter an Email address directly into the field.
If the Email address is left blank, the Email address on the letter template will be used.
You can enter text to be placed in the subject field of the Email.
Click Insert to insert more records or OK to save the records you have entered and close the window.
To edit an existing entry:
The window will be in Edit mode when it is opened.
Highlight the letter in the list and make changes to the fields to the left.
Click OK to save the records and close the window.
Access Office Integration
When you prepare Word mail merge documents using Access Office Integration, the template document that you create will hold it's own output settings.
This is so that the mail merge can take place from within Word without the need to open Dimensions.
However, when the document is processed from the CRM module in Dimensions, the settings entered in Dimensions will take priority.
If a default Email address and Email subject are recorded in the Letter Setup window of CRM and on the Word mail merge template, those from the Letter Setup window will be used.
If no default Email address or Email subject has been entered on the Letter Setup, but defaults have been selected in the template, the defaults from the template will be used.
If message text has been entered on the template, this will be used in the body of the Email.
Preparing a Word template letter for use with the CRM module
Word template documents, for mail merge within Dimensions, can be prepared using the Access Office Integration software.
If you have the Access Office Integration software installed, it is a simple task to create a template document containing fields that are mapped to the values held in your Dimensions database.
When the template document is saved and run: individual letters will be created from the template; the values needed to fill the linked fields will be extracted from your Dimensions database.
You will need to know which fields you should select when using the Access Office Integration software, so that the correct values are extracted from your database. This is referred to as field mapping.
Field mapping for the CRM Letter template
This list refers to the field labels that come with the software and also to the position of the fields on the CRM Data Entry window.
Hopefully, this will mean that even after you have changed the labels to suit the way you plan to use the fields, this list can still be used to identify the field mapping.
The colour coding matches the default colours for Prospect (blue) and Contact (cream).
Selection in AOI CRM Letter template | Position on CRM Data Entry window |
Prospect Name | Main Prospect record |
Prospect Code | Main Prospect record |
Contact Address |
Main Contact record (Title, First Name and Last Name)
Main Prospect record (Prospect Name)
Main Contact record (Address, Town, County, Post Code and Country)
|
Contact | Main Contact record (Title, First Name and Last Name) |
Contact Salute | Main Contact record |
Contact Job Title | Main Contact record |
Contact Phone | Main Contact record |
Contact Mobile | Main Contact record |
Contact Email | Main Contact record |
Next Action Date | Details tab - column 3 - field 1 |
Contact Date 2 | Details tab - column 3 - field 2 |
Contact Date 3 | Details tab - column 3 - field 3 |
Contact Date 4 | Details tab - column 3 - field 4 |
Next Action | Details tab - column 1 - field 1 |
Status | Details tab - column 1 - field 2 |
Salesman | Details tab - column 1 - field 3 |
Source | Details tab - column 1 - field 4 |
Interested In | Details tab - column 5 - box 1 |
Classification | Details tab - column 5 - box 1 |
Opportunity Type | Details tab - column 1 - field 5 |
Sales Process | Details tab - column 2 - field 1 |
Sales Stage | Details tab - column 2 - field 2 |
Contact Char 8 | Details tab - column 2 - field 3 |
Contact Char 9 | Details tab - column 2 - field 4 |
Contact Char 10 | Details tab - column 2 - field 5 |
Contact Number 1 | Details tab - column 4 - field 1 |
Contact Number 2 | Details tab - column 4 - field 2 |
Contact Number 3 | Details tab - column 4 - field 3 |
Active | Details tab - flag 1 |
Decision Maker | Details tab - flag 2 |
Budget Holder | Details tab - flag 3 |
Contact Flag 4 | Details tab - flag 4 |
Contact Flag 5 | Details tab - flag 5 |
Contact Notes | Notes tab |
Industry Type | Details tab - column 1 - field 1 |
Customer Type | Details tab - column 1 - field 2 |
Agent | Details tab - column 1 - field 3 |
Current Product | Details tab - column 1 - field 4 |
Market Sector | Details tab - column 1 - field 5 |
Prospect Char 6 | Details tab - column 1 - field 6 |
Prospect Char 7 | Details tab - column 1 - field 7 |
Prospect Char 8 | Details tab - column 2 - field 1 |
Prospect Char 9 | Details tab - column 2 - field 2 |
Prospect Char 10 | Details tab - column 2 - field 3 |
Prospect Char 11 | Details tab - column 2 - field 4 |
Prospect Char 12 | Details tab - column 2 - field 5 |
Prospect Char 13 | Details tab - column 2 - field 6 |
Prospect Char 14 | Details tab - column 2 - field 7 |
Co. Next Action | Details tab - column 3 - field 1 |
Prospect Date 2 | Details tab - column 3 - field 2 |
Prospect Date 3 | Details tab - column 3 - field 3 |
Prospect Date 4 | Details tab - column 3 - field 4 |
Prospect Date 5 | Details tab - column 3 - field 5 |
Prospect Date 6 | Details tab - column 3 - field 6 |
Prospect Date 7 | Details tab - column 3 - field 7 |
Prospect Number 1 | Details tab - column 4 - field 1 |
Prospect Number 2 | Details tab - column 4 - field 2 |
Prospect Number 3 | Details tab - column 4 - field 3 |
Prospect Number 4 | Details tab - column 4 - field 4 |
Prospect Number 5 | (not shown on default data entry layout) |
Field mapping for the Prospect Letter template
This list refers to the field labels that come with the software and also to the position of the fields on the CRM Data Entry window.
Hopefully, this will mean that even after you have changed the labels to suit the way you plan to use the fields, this list can still be used to identify the field mapping.
The colour coding matches the default colours for Prospect (blue) and Contact (cream).
Selection in AOI Prospect Letter template | Fields from Contact record in Dimensions | Position on CRM Data Entry window |
Prospect Name | Prospect Name (from Prospect record). | Main Prospect record |
Contact Address |
Title, First Name and Last Name.
Prospect Name (from Prospect record).
Address, Town, County, Post Code and Country.
|
Main Contact record
Main Prospect record
Main Contact record
|
Contact | Title, First Name and Last Name. | Main Contact record |
Contact Salute | Salute | Main Contact record |
Contact Job Title | Job Title | Main Contact record |
Contact Email | Main Contact record | |
Next Action Date | Next Action Date | Details tab - column 3 |
Contact User Date 2 | Contact Date 2 | Details tab - column 3 |
Contact User Date 3 | Contact Date 2 | Details tab - column 3 |
Next Action | Next Action | Details tab - column 1 |
Contact User Text 2 | Status | Details tab - column 1 |
Contact User Text 3 | Salesman | Details tab - column 1 |
Contact User Text 4 | Source | Details tab - column 1 |
Contact User Text 5 | Interested In | Details tab - column 5 |
Contact User Text 6 | Classification | Details tab - column 5 |
Contact User Text 7 | Opportunity Type | Details tab - column 1 |
Contact User Text 8 | Sales Process | Details tab - column 2 |
Contact User Text 9 | Sales Stage | Details tab - column 2 |
Contact User Text 10 | Contact Char 8 | Details tab - column 2 |
Contact User Number 1 | Contact Number 1 | Details tab - column 4 |
Contact User Number 2 | Contact Number 2 | Details tab - column 4 |
Contact User Number 3 | Contact Number 3 | Details tab - column 4 |
Contact Notes | Contact Notes | Notes tab |