Add a Letter Screen

Name (this field also appears on the Update template screen when you select Update template)

This required field has a limit of 100 characters. Enter a name for the letter that is easily recognizable when you add or edit the acknowledgement process.

Description

This field has a limit of 255 characters. Enter description information that further identifies the letter. For example, you can enter “Only use for Annual Fund donors.”

Word template (this field also appears on the Update template screen when you select Update template)

To generate acknowledgements, select a Word form template. To navigate to your acknowledgement document on your hard drive or network, select Choose file.

After you save a process, the document name becomes a link. To open the document in Word, select the link or select View template.

To change the file, edit the document in Word. To update the file, select Clear file and select the document in this field again. To update the Word document for the letter, select Update template.

Selection (appears on the Add a revenue letter screen only)

You must specify a selection for a revenue acknowledment letter. To specify a Revenue selection, select the binoculars. The Selection Search screen appears for you to add or choose an existing selection. If the selection you need does not appear in search results, confirm that the Record type is Revenue. If you choose an Ad-hoc or Smart query, you can select Edit Query to modify the query.

Revenue in the selection is assigned to this letter during the assign letter process.Tribute letters do not require the assign letter process.

Output type

You must select whether to generate acknowledgements 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 (this field also appears on the Generate header file screen Generate header file under Tasks)

You must select an acknowledgement output. This determines the fields to export for acknowledgements with the Word form template.

If you are creating a revenue letter, the acknowledgement output options are Standard acknowledgement output, Pledge acknowledgement output, Seasonal address acknowledgement output, Formatted mail pledge acknowledgement output, Formatted mail acknowledgement output, and Email acknowledgement output.

If you are creating a tribute letter, the acknowledgement output options are Standard tribute acknowledgement output, Formatted mail tribute acknowledgement output, and Email tribute acknowledgement output.

For more information, see Generate a Header File, Output Formats for Acknowledgements, and Acknowledgement Output.

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

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.

Sites

Revenue and tribute letters can be associated with one or more sites, in order to allow users from different sites to create and use them.