Use Query to Generate Documents in Bulk

Before you generate documents or envelopes in bulk, set up a communication template to define what the document should include and how it should look. Then, create a query to group the accounts or journal entries that should receive the document. After you have a template and query, you are ready to generate documents or envelopes in bulk.

1. From Communications, select the category that includes your template.

2. Under the template, click Create Documents.

3. For Criteria, select the query that includes that accounts or journal entries for which you want to generate documents.

   Do not send mail to deceased accounts, accounts with bad addresses, or to accounts that have requested to not receive mail or solicitations. We recommend you create a "Do Not Mail" query to identify accounts that should not receive mail. Then, create a "Clean Mailing List" compound query that includes accounts that should receive mail, but excludes the accounts that should not receive it. You can then use this "Clean Mailing List" query to send mail. You can also use it as the starting criteria for other queries to further define mailing lists. For more information, refer to Create a "Do Not Mail" query and Compound Queries.

4. For Persona options, you can create a hierarchy to determine how to handle constituents with multiple personas. By default, the primary persona is used.

5. Click Next.

6. For Document Options,select to receive a PDF or Microsoft Word document. Then enter a name for the file.

   Note: If your template includes restricted HTML content, you can only receive a PDF. You cannot edit or modify PDF files that have been generated by eTapestry.

7. For File Management, select whether you want to receive one big file (recommended) or a file for each document. For a single file, select whether to sort the documents by account Sort Name or Postal Code.

8. For Grouping, select whether to receive one document per journal entry, per account, or per household.

   • One document per journal entry - For a journal entry query, this generates a document for each journal entry in the query.

   • One document per account - This generates a document for each account. For a Journal entry query, any currency fields show the sum of amounts from each journal entry. However, if you've included the Entry List widget, each entry appears as a separate line in the Entry list.

   • One document per household - This generates one document for each household in the query. For persona fields, the head of the household is used.

9. If you use the Split Transactions module, select grouping options for upgraded/split transactions. You can choose to treat each upgrade or split as its own transaction or to roll up related upgrades/splits.

10. Click Next.

11. Select how the documents should be delivered.

    • Download - Save the documents to your local computer. You cannot navigate to another part of eTapestry, until the download is complete.

    • Place documents in My Drop Box - If your drop box has space, the finished documents are saved to your eTapestry Drop Box. You can navigate to other areas of eTapestry and perform data entry-type tasks in the meantime.

    • Email documents to me - Select this option to receive the documents as a email attachment. Enter an email address and subject. When you receive the email, you can open the attachment and download the documents to your local computer. You can navigate to other areas of eTapestry and perform data entry-type tasks in the meantime.

12. To email the contents of the document to constituents, select an auto-mailing option. If a constituent account does not have an email address, you receive the document based on the delivery method you previously selected.

    Warning: Constituents will receive communications you select to auto-mail, regardless of their opt-out preferences.

    • Use the document's contents as the body of the email itself - This option sends emails to your constituents that include content based on your template. We recommend this option for daily communication, such as as thank you letters, invitations, and newsletters. It reduces the email size, download time, and the chance of the email being blocked as spam. Enter a subject for the email.

    • Include the document as an attachment on a separate email - This generates documents based on your template. The document files are sent as email attachments to your constituents. You also receive the documents based on the delivery method you previously selected. For the body of the email, you can select an existing email template and edit it, or create a new email using the HTML editor.

13. Click Next.

14. On the Tracking step, you can select how to track your document. Under Tracking - Interactions, select the check box next to Track interactions for each account.

    Enter a subject for the Mass Interactions page entry in the Subject field. Select the method in the Method drop down menu.

    A shared Mass Interaction appears on the Mass Interactions page for each account.

    Note: If you wish to create Journal contacts with marked defined fields, you can do so through a mass update. For more information, see Mass Updates.

15. Select whether you want to create a separate query of accounts that don't have an email address. If so, select a category and enter a name for the query.

    You can use this query to identify which constituents to contact in other ways or which constituents to ask for email addresses.

16. Click Next.

17. For Preview, verify the summary information.

18. Click Run.

    Note: You cannot perform other query based processes, until after the documents are generated.