Add Correspondence Process Screen

Name

Enter a unique name to identify the correspondence process.

Description

Enter a unique description to help identify the correspondence process, such as the reason for the correspondence or an explanation of its recipients.

Letter template

To generate a document with the process, select Choose file and use the Open screen to find the Microsoft Word document to associate with the process. To personalize the output with information specific to the constituents included in the correspondence, include merge fields in the document. The selected document file can also include an envelope designed in Microsoft Word. To remove a selected document file, select Clear file.

Mailing label template

To generate mailing labels with the process, select Choose file and use the Open screen to find the Microsoft Word document file to associate with the correspondence process. To personalize the output with information specific to the constituents included in the correspondence, include merge fields in the document. To remove a selected document, select Clear file.

Output type

You must select whether to generate correspondence using fields from an output format or fields from an export definition. The program defines the fields to export for each output format. You define the fields to export for an export definition.

Output format

Select the type of correspondence output to generate with the process. The output format determines the address to use with the correspondence.

To use the primary addresses for the constituents, select Standard correspondence output.

To use the seasonal addresses for the constituents, select Seasonal address correspondence output.

To use the address processing options configured in Administration to select the addresses for the constituents, select Formatted mail correspondence output. To configure the format options for the correspondence, select the pencil. For information about format options, see Set Format Options for a Correspondence Process.

To use the primary email addresses for the constituents, select Email output.

We recommend the output format match the output format selected for the header file used with the process.

Export definition (this field also appears on the Generate header file screen Generate header file under Tasks)

This field appears when you select Export definition in the Output type field. You define the fields to export for an export definition and then merge the correspondence data with the Word form template.

To select an export definition, select the binoculars. A search screen appears for you to add or select an existing export definition to use for correspondence.

For more information, see Generate a Header File.

To view the fields to export, view the header row in your .csv file after you run the process.

Selected constituents

Select the selection of constituents to receive the correspondence. To search for a selection, select the binoculars and use the Selection Search screen.

If you select an ad-hoc query, select the pencil to edit the query.

Exclusions

To select the solicit codes or status of constituents to not include in the correspondence, select this button. For information about how to exclude constituents, see Set Exclusions for a Correspondence Process.

Update constituent record with correspondence detail

To update the constituent records processed with correspondence codes and comments, select this checkbox. When you select this checkbox, the program automatically adds the correspondence to the Communications pages of the selected constituents.

In the Correspondence code field, select the code to use to indicate the constituent has been sent the correspondence. For more information about correspondence codes, see Correspondence Codes.

In the Comments field, enter any additional information about the correspondence to appear on the Communications pages of the constituents.

Create constituent selection from results

To generate a selection of the constituents included in the process, select this checkbox. When you mark this checkbox, the Selection name field and Overwrite existing selection checkbox are enabled.

In the Selection name field, enter a name to identify the constituent selection generated when you run the process. To replace any existing selection with the same name when the program creates the selection, select Overwrite existing selection.