Importing a correspondence document (letter)

Instead of an automatically generated letter, any local document can be imported, e.g., one with a fixed layout, without dynamic addressees and title, or something similar.

However, such a local document doesn’t contain any of the functions like those used as standards in the CRM (e.g., no serial letter functionality, no automatic address definition, etc.). The Edit command then always opens the local document with the linked application.

The Import function is particularly useful for incoming letters that were scanned and are available as a bitmap or PDF file. Serial emails that were sent using an external mail program can also be imported as an RTF document in the serial emails form, including their text and layout .

You can easily create an incoming letter:

If the sender exists in the CRM, use the activity assistant and create an incoming letter. Otherwise, you can open a new letter form (Sales / Activities / Letter / Fax menu).

1. Enter the Subject of the letter to be imported.
2. Provide the Sender of the letter (if they do not yet exist in the database, create the sender as a con­tact).
3. Enter the recipient (To) who usually is an internal staff member.
4. Delete the entry in the Template field.
5. Specify Incoming letter as the Type under Advanced.
6. Save the record.
7. Click the Import function and select the file containing the letter using the file selection dia­log of your local system. The file is checked in automatically.
8. The letter can now be viewed in the preview, and it can also be displayed at any time.
9. Set the status to Sent / Received under Advanced.
10. The CRM now queries whether the recipient (internal staff member) should be informed about the incoming letter in their inbox. Then, you can distribute the mail.

A message to internal persons who are assigned to an incoming fax or letter as a recipient is automati­cally sent, if necessary.

If you create an incoming letter and specify an internal staff member as a recipient (except if you are the recipient), the CRM recognizes this and will ask when changing the Status of the letter to Received whether the message should be sent through the in-box to the recipient. The recipient can then track the incoming letter in the Entry portal under View In-box.