In the system, Documents can either be for printed Letters, individual Emails or Email Campaigns. They can be setup in the form of templates so that the system can merge in the necessary Data to quickly personalize them.
The internal Word Processor is only capable of setting up HTML documents. Printed documents need to be created in a standard Windows Word Processor, saved as .RTF (Rich Text Format) and uploaded. The Data Merge Field options for both types of Document are the same.
To Set up Documents
Go to one of the Menu > Setup > Documents > Account Documents or Menu > Setup > Documents > Email Campaign Documents
If you want to put this document in a folder that has not currently been made you will need to create the folder before creating the document. New folders can be set up by selecting the new folder (
) option on the documents page.
To create a new Document click the New Document button.
To edit a Document, single click it in the list.
To delete a Document, click the Delete button.
To copy a Document, click the copy button.
To upload a .rtf to use as a letter for example you will need to select the Upload Files button.
You will need to select the folder you want the Document to be added too first (
) then use the Add Files (
) option to search your File Explorer. Once you have selected the Document you will want to use the Start Upload (
) option to add the Document to the system.
Editing a HTML Document
Use the screen like a normal Word Processor.
If you would prefer to input HTML code then click on the source button (
) near the top left of the editor. This will allow you to enter standard HTML code. To preview the code click on source button again to return to the WYSIWYG (What You See Is What You Get) view.
To view a list of Merge Field Names click on any of the following headers to reveal drop downs of ones you can use.
Examples:
Account number: *Account
Company name: *Company
Click here for information on Merge Fields
Untracked Link
On your document highlight the text that you want to appear as a link.
Click the Link icon on the toolbar.
Enter the URL that you wish to link to in the URL box.
Click on OK to insert the link.
Tracked Links (only available on Email Campaign Documents).
In order to track links additional information must be transmitted to the system alongside the link URL. Links that require tracking should be set up in the following way.
On your document highlight the text that you want to appear as a link.
From the Campaign Links drop down select Campaign Link X, where X is the number of the link you are editing. (1 for the first link, 2 for the 2nd link etc). This will turn the selected text into a trackable link.
The destination URL of the tracked links will be set up in the Email Campaign Management area, information regarding this can be found here.
Email Tracking
Click here for Detailed Information.
Saving the Document
Once you have finished editing the document, enter a document name (for your reference), you must also select a folder in which to save the document. New folders can be set up by selecting the 'New Folder' option on the main documents page.
When creating an Account Document you will also need to include the Subject, Recipient, From Name and From Email. You can also use merges here, for example you can add the *contact merge to automatically add the Contacts Email address to save you typing it in individually each time.
Also in Account Documents you have the option to upload an attachment, first go to the Menu option, View > Attached files and upload the file. Once that is updated you will then need to go back to the Menu option, Setup > Documents > Account Documents. Here you can now select the attachment in a Document.
Along side the attachments we have the option to ZIP the file and password protect and information included. You just need to tick the option to ZIP Attachments and then enter the relevant password. You also have the option to display the password to the User, this is so they can advise the Contact they're speaking to on the phone that the attachment will be password protected and the password is the following. Alternatively you can hide this password from all Users if the same recipient is getting the emails.
Please Note: When copying an Account Document between Database Areas, Attachments will also be copied, provided that an Attachment with the same name does not already exist in the destination Area.
Click Save to save the document.