Creating a letter or a fax

Letters and faxes can be created with a separate call for outgoing and incoming correspondence. This means that it is not necessary to change the type in the relevant form at a later date.

For letters and faxes, standard templates that process all required information and data are available.

You can create and edit a letter using your word processor (e.g., MS Word). It is temporarily checked out from the CRM database and checked back in again after processing. This ensures that the current correspondence is always saved in the CRM.

1. Open the activity assistant Activity (New) from the function bar of a contact or case. A modal letter form is opened.
2. Enter an expressive Subject (for later identification of the letter) and save the correspondence for later modifying.
3. The logged-in user is automatically preset as the sender of the correspondence. The contact at which the letter was created is automatically displayed in To (recipient). You can assign further recipients here.
4. If you include attachments, they are listed in the letter as such. If you wish to have a mailing list of all recipients at the end of the letter, activate the VL flag next to the status field (under Advanced).
   In the document selection dialog for attachments, those documents (first structure level) are already preset that are assigned in the document relation of the "For contact", or of the case concerned (below the Advanced button.
5. Under Additional data, check whether further information is needed in the address field (delivery type, endorsement etc.).
6. Select a special Template for generating the letter if needed.
7. Check and compare the addresses in the Envelope window field for the salutation and address. Click the expand arrow at the field to open the envelope window entries for the recipients as a list.
8. Click on the Create function to create the letter in the word processor (MS Word). The sub­ject of the letter is automatically taken from the subject field, the address is automatically adopted from the contact, the salutation is personal.

1. Edit the document, close the word processor and confirm with Check in. Only then, the let­ter is saved to the database.
2.  Under Advanced, the status is set to Created, Not sent.
3. Click on the Edit function if you wish to make changes to the letter.
4. Print out the letter from the word processor and set the status to Sent under Advanced. A sheet with a check mark can be seen in the top right corner.
   The letter is displayed in the preview of the form (click the Preview button if necessary), if you are using Microsoft Office 2003 or earlier. This is only a viewer, not an editor. A click on the subject in the letter form is sufficient for having the letter displayed in the word processor application.