Create a group sales contract document

Note: You must have Microsoft Word installed to create your own contract templates.

  1. 1. From Word, create a new blank document and write the body of the contract letter. The body of the letter should provide context for the data fields you will add to the letter during this process. For examples of how to format the letter, you can review the preconfigured templates included in the system. For more information see, Preconfigured Contract Templates.

  2. 2. On the ribbon, select the Mailings tab.

  3. 3. In the Start Mail Merge group, select Select Recipients, Use Existing List.

  4. 4. Browse to contract header file (*.csv) you previously created, select it and select Open. For information about how to generate a header file, see Generate a group sales contract header file.

  5. 5. Leave the default settings as they appear on the Header Record Delimiters screen and select OK.

  6. 6. In the Write & Insert Fields group, select Insert Merge Field.

    Tip: Prior to inserting a field, you can place your cursor in the document in the location where the field should go within the body of the contract letter. You can also move the fields around as needed within the document once they are inserted.

  7. 7. Make sure Database Fields is selected. In the list, select a data field to add to the contract letter and select Insert. The field is added to the Word document. Repeat this step for each field you want to include in the contract template.

    Note: The data fields you place in the contract letter template will be used to pull specific data from your database when a contract is created for a group order. For a list of the fields you can insert and their definitions, see Contract Template Data Fields.

  8. 8. To return to the document, select Close. When you finish adding data fields and writing the body of the contract letter template, save and close the document.

9. You can now add your template to the Letter Template Library in Altru. From Group Sales, under Configuration, select Letter template library.

Note: Make sure you save the document in a format that is compatible with the version of Word installed on each workstation. Also make sure you save the file in an accessible location.