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Circular letters

(EMS)
 
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A circular letter is a personalized message in the form of a PDF document that is intended for a selected group of contacts. "Personalized" means: the recipient is addressed with his name. This eliminates the "mass mailing" character of the letter and builds trust. Personalized letters are based on letter templates that have either been newly created or selected from existing templates.

On this page:

Defining recipients  Selecting a letter template 
Creating a letter template 
Editing a letter template 
Letter preview 
Saving a letter as PDF 
Printing a letter for mailing 

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Defining recipients

(EMS - Circular letters)

a) Click the EMS symbol. 

b) Click Circular letter.

 

 

First of all, determine the recipients of your circular letter. As a rule, you will only want to address a particular subset of contacts. This subset is defined in two steps. 

In the first step, use selection to reduce the list of available contacts. Either use a predefined filter for this purpose or create a new selection. Continue to the instructions

In the second step, select the desired contacts from the displayed list. This is done by activating the checkboxes for these contacts in the first column of the displayed contact list. Selection can be done on three levels: individual selection, list selection or full selection.

 
a) For individual selection, select each contact individually. 

b) For list selection, select the headline of the table of contacts in the left column. Activating this checkbox selects all visible (!) contacts, and you will see that all the checkboxes for the contacts have also been activated in the process. If you deactivate one of these contact checkboxes or use individual selection, you will see that a colored area appears in the headline, indicating that not all visible contacts have been selected.

c) For full selection, click the blue button Select all in table. This selects all the contacts, even the ones that are not displayed in the current view.

 

 
Here is an example of individual selection: 

a) Three contacts have been selected individually.

b) The colored area has appeared in the headline.

c) When a selection is active (individual, list, all), the blue button is replaced by the green Clear selection button.

 

Note concerning the display of selected contacts

Normally, you would select all the contacts as recipients, because you will already have narrowed down your selection to the desired subset of contacts that you want to send a circular to. But often enough, you will want to exclude the one or other contact from the list of recipients. A single selection may not suffice, as there may be individual reasons for the exclusion. 

If you deactivate the checkboxes for the respective contacts and page to the overview, you will find that list selection is activated again, despite the fact that individual selection was previously indicated. The reason for this being that the WBS, when taking control (e.g. for the purpose of refreshing the display after paging), sorts the contacts according to selection, unless something else has been specifically set. The selected contacts will then be shown first. The contacts that have been excluded will always appear at the bottom of the table. This allows you to instantly recognize whether you have really excluded all the right contacts.

Once you have checked and verified your input, continue to the next step of the circular letter creation process. Click Next step.

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Selecting a letter template

(EMS - Circular letters)

a) After selecting recipients, click Next step to create your circular letter.

b) Here, you can either create a new template - or

c) edit an existing template. 

d) Use the recycle bin icon to delete a template that is no longer needed.

 


 

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Creating a letter template

(EMS - Circular letters)

If you would like to create a new template, follow the procedure described under Template management.

a) To use an empty template, click Empty template.

b) Otherwise, choose an existing template and the basic template color.

c) Click preview to see what the selected template looks like.

d) Select Use template to use the template.

 





 

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Editing a letter template

(EMS - Circular letters)

Here you can edit your template (selected or newly created). For this purpose, follow the procedure described under Template management

a) Edit the template.

b) Once complete, save your changes and click Next step to continue to the preview.

 











 

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Letter preview

(EMS - Circular letters)

You can preview your circular letter, even after editing, by clicking the Save button. You will now see all the letters that were created in the WBS from your template, i.e. you will be shown all the personalized documents for each recipient. Now you can perform a random check of all the prepared letters to verify that they are ready for sending.

a) The current recipient is displayed here.

b) Use the navigation arrow to proceed to the next recipient.

c) Here you will see the personalized form of address.

 

a) The current recipient is displayed here.

b) Use the navigation arrow to proceed to the next recipient.

c) Here you will see the personalized form of address.

 

a) The current recipient is displayed here.

b) Use the navigation arrow to return to the previous recipient.

c) Here you will see the personalized form of address.

 

Once you have checked and verified your input, continue to the next step of the circular letter creation process. Click Next step.



 

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Saving a letter as PDF

(EMS - Circular letters)

The final step is to define the settings for the letter dispatch. Click Create PDF.

 

 
You will see the message PDF generated. Click the close button in the top right corner to close the notification window. You will automatically return to the overview of selected recipients that you saw at the beginning of the procedure.

 

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Print letter for mailing

(EMS - Circular letter)

The next step for mailing your letter is carried out in the messages module. The WBS will indicate that a new internal message has arrived. This message contains a link for downloading the completed letters in PDF format. These letters can now be printed out and mailed.

The first message with the description "Create pdf task completed" contains the letters that were generated.

 
Clicking the download link opens a new window containing the letters in PDF format. These can now be saved or printed directly. 
































 

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