Predefined Letters

To communicate with your customers, the system allows you to create free form letters, or you can select a predefined letter from a list of letters already defined in your system. Lets first go over the predefined Letters.

From the main menu select system setup and then select “letter templates”.

 

To add a new Letter Template, click the add icon at the bottom left corner. 

  • You will then Name the Letter
  • Select Template (Template Selection The templates available when creating new items
    are now based on the document type. ie. When creating a new email only templates marked as Email will be available. This also applies to Letters and Text Messages.)    which format you want to allow.   

 

The Controls at the Top are:

  •   - Check Spelling in the template
  •   - Bold
  •   - Italic
  •   - Underline
  •  - Font
  •  - Alignment settings
  •  - Add Indent
  •    - Unindent

 

Now that we have talked about all the controls on the screen, lets go into more detail about merge codes. Merge codes are used for variables in the letter. For instance, if you want today’s date to print on a letter you can include a merge code called &TODAY& anywhere in the body of the letter and any time the letter is printed, today’s date will replace the merge code. There are many merge codes already defined to the system. Let’s click on the merge code button and see how it works.

First you will notice that there are several categories of Merge codes, just click on the appropriate category and the different selections will be displayed.

 

There is no need to enter letterhead information at the top of each letter, the system will automatically print your agency information at the top of each letter. 

One thing we will want at the top of the letter is the date the letter is printed. We can accomplish this by clicking on the Merge Codes button, and under General, double click on “Today”. Now press the enter key a couple of times to move down. Next we will want the customers mailing address. So, click on Merge Codes again and click “Customer”. Then double click on “CUSTMAILNAME”. This will insert into the letter the customers name and address. Next lets reference the policy that the letter will pertain too. Type in “RE: Policy# ” and select Merge Codes, select Policy, and then double click “POLICYNUM”. Enter “Effective: “. Select merge codes, policy, then double click on effective. Next we will do the same thing for Expires.

Next we will enter a salutation of the customer’s first name. Type “Dear “, select Merge Codes, Customer, and double click “CUSTFIRSTNAME” followed by a comma. Now we can start the body of our letter.

“Enclosed are the proof of insurance identification cards for the policy referenced above.”

(Skip a Line) and type “As I told You, ” Now lets experiment with the Bold control. Click on the Bold control and type “these cards should be kept in the vehicle(s) at all times.” Now lets turn of Bold by clicking on the Bold control again, and continue the body of the letter. “This is required by law, and failure to show proof of insurance could result in a citation!”

Now skip a couple of lines and type “Please call if I may be of further assistance.”

Then skip a couple of lines and type “Thank You,”

Then skip a couple more lines and enter the Merge Code for the CSRNAME.

Now, we’ve finished creating a Letter Template. Next click the save button to save the document, and click the exit button to return to the system setup menu. Then click the exit button again to return you to the main menu.

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