Starting
a Communication EventStarting
a Communication Event
Sending
Email (HTML email and / or plain-text
email)
Which email field will the application use?
Users granted the appropriate Communication privileges by an Application Administrator can view, add, edit, or delete templates, Distribution Lists, or Communication Events; or print / send form letters, envelopes, mailing labels, or email (HTML and / or plain text). Users with the appropriate Communication privileges can communicate with Contacts to whom they have access. Users initiating a Communication Event via their chosen Contacts can see fields of the associated Accounts and Deals of said Contacts, even if the User normally lacks access to said Accounts and Deals. This is because when an Application Administrator grants Communication privileges, they are granting the right to communicate with available Contacts and their associated Accounts and Deals, or to communicate with Leads. All Users can use the Communication Manager plug-in to edit their Document Library documents regardless of whether they have any Communication privileges.
There can be only one Communication Event in progress concurrently.
Important Always preview a Communication Event before sending, especially when using an unfamiliar template.
Before you run any Communication Event, be sure that the Show Field Codes and Hidden Text options are turned off in Microsoft Word. To double check, open Microsoft Word. In the Tools menu select Options. If Options is grayed out (i.e., Word won't let you select it), it's because you don't have a document open. Click the New document icon or choose New Document from the File menu and try this step again. Select the View tab. In the Show section of the View tab make sure the check box for Field Codes is blank (i.e., it doesn't have a checkmark). In the Formatting Marks section of the View tab make sure the check box for Hidden Text is blank (i.e., it doesn't have a checkmark). If Field Codes and Hidden Text are active, a template cannot successfully merge.
Starting your Communication Event
Communication Events are Contact-based events. In other words, you must pick which Contacts are to be involved. To begin a Communication Event, launch the Communication - Recipients Selection pop-up.
Communication - Recipients Selection pop-up: Pick individual Contacts to be involved in your communication, or select any / all Contacts from one of your Distribution Lists. You can launch the Communication - Recipients Selection pop-up any of the following ways:
In the Event History window, click [Communicate].
In the Distribution Lists window, click [Communicate] or [Add] or a Distribution List's name.
In the Templates window, click [Communicate].
In the View Account pop-up, the View Contact pop-up, the View Deal pop-up, or the View Lead pop-up, click the Add hyperlink in the Comm Events mini-tab.
In the Report Definition Page of any Account, Contact, Deal, or Lead Subtotal Report, click [Communicate].
In any Account, Contact, Deal, or Lead Subtotal Report output, click [Communicate].
The elements that appear in the Communication - Recipients Selection pop-up vary based on how you launched the pop-up (as described above). (Note that the Communication - Recipients Selection pop-up also launches when you click [Add] or the Edit hyperlink in the Distribution List Manager window, but there is no [Communicate] button available to launch a Communication Event. To communicate you still must choose one of the paths described above.) Depending on which path from above you used to launch this pop-up, some of the elements described in this section may not appear. That said, the Communication - Recipients Selection pop-up contains some or all of the following elements:
[Save] button: Launches the Save Distribution List pop-up, where you can save the list you just created or edited. This button will not appear if you launched this pop-up by clicking the name of a Distribution List in the Distribution List Manager window.
Use Fields drop-down menu: Use this drop-down menu to make certain fields available for Communication Events that use this recipient list. The data fields displayed by the application in the Search Results listbox will vary depending upon a.) what is selected in this drop-down menu (Contacts only; Leads only; or Contacts and Deals), and b.) which radio button (Accounts, Contacts, Deals, Leads, Distribution Lists) is selected.
Search drop-down menu: Use this drop-down menu to help find the Contacts / Leads with whom you want to communicate. You may not even have to conduct a search if the Selected Recipients listbox is already populated with Contacts / Leads (due to the path you used to access this pop-up). In that case you can continue by clicking [Next]. Otherwise, pick either "My" (records you own) or "All" (records you own plus any records owned by others to whom you have View access) in conjunction with a Search radio button. For example if you select "My" in the drop-down menu and then the "Contacts" radio button, and the application will search your Contacts. Note that the "All" option will not appear in the drop-down menu if you select the Distribution Lists radio button because you only have access to your own Distribution Lists. No one (not even an Administrator) has access to the Distribution Lists of other Users.
Search radio buttons: Choose one of the radio buttons to identify the kind of records you want to search: Accounts, Contacts, Deals, or Distribution Lists; or Leads. The radio buttons available depends upon the selection made in the Use Fields drop-down menu. If you select Accounts or Deals, the Search function will only return the Contacts associated with those Accounts or Deals (remember that Communication Events are Contact based). If you select Distribution Lists, the search filters are replaced by the Distribution List drop-down menu with the names of your Distribution Lists.
"Where" search filters: Select your search criteria from the drop-down menus and text boxes directly beneath the radio buttons. (If you select the Distribution Lists radio button, these filters will be replaced with the Distribution List drop-down menu, which contains the names of your Distribution Lists.) The first drop-down menu indicates the field you will search on. For example, if you select the Accounts radio button, you can search various Account fields, such as Account Name, Account City, or Account State. The second drop-down menu contains the filter for the field you will search on. For example if you select the Accounts radio button and Account Name in the first drop-down menu, you can choose "starts with" from the second drop-down menu to narrow the search. The text box allows you to type characters to search on. Enter at least two characters. For organizations with thousands of Contacts, entering three letters or more in this box will limit excessively numerous search results. For example, if you select the Accounts radio button, Account Name, and "starts with", you could enter "Acm" in the third box. This would display all Accounts starting with "ACM" that have Contacts. Click [Go] to begin your search.
Search Results listbox: Displays the results of your search (if your search results exceed 1,000 records, only the first 1,000 records display). If you search Accounts or Deals, or choose a Distribution List, the Search function will only retrieve the Contacts associated with those Accounts, Deals, or Distribution Lists. In other words, if you search Accounts for records that start with "ACM" but the Accounts to which you have access don't have any Contacts associated with them, the Search Results listbox displays "No Matches Found." Even if you have an Account called Acme Printing, if this Account doesn't have any associated Contacts, it will not come up in the aforementioned search. This is because searches are recipient (Contact) based. If you search Leads, the Search function will only retrieve Leads that have not been converted (because you cannot communicate with converted Leads, although you can communicate with the records created by converted Leads). Once the Search Results listbox is populated with a successful search, use the check boxes to select Contacts to add to the Selected Recipients listbox.
[Add] button: Click to add any Contacts you've selected in the Search Results listbox to the Selected Recipients listbox.
[Remove] button: Click to remove any Contacts you've selected in the Selected Recipients listbox from the Communication Event.
Selected Recipients listbox: Displays the Contacts you have chosen from the Search Results listbox above. Depending on how you accessed the Communication - Recipients Selection pop-up, the Selected Recipients listbox may already be populated with certain Contacts. For example, if you clicked the Add hyperlink in the Comm Events tab (in the Contact View pop-up), that Contact will appear in this box. When you launch this pop-up by either clicking the name of a Distribution List or its Edit hyperlink in the Distribution List Manager window, this listbox will contain all the Contacts in the list. Note that you can run multiple searches per event. For example, if you search for all Contacts whose last name starts with "Smith" and move some from that list to the Selected Recipients listbox, you can then run a new search for all Contacts whose last name begins with "Jones" and move some or all of those to the Selected Recipients listbox. (Just make sure you've actually added the Contacts to the Selected Recipients listbox using the [Add] button -- don't just leave them in the Search Results listbox.) If you are sending an email, you are limited to 250 recipients concurrently. For a form letter merge, envelope merge, or label merge, if the event includes 500+ recipients, the merge may take up to 15 minutes.
[Next] button: Launches the Choose Communication Method pop-up.
Choose Communication Method pop-up - Choose your method of communication, template, data format, and merge options.
click if you will conduct a form letter merge
click if you will conduct an envelope merge
click if you will conduct a label merge
click if you will send email (If you are sending an email, you are limited to 250 recipients concurrently. If your Distribution List exceeded that amount, the Email (HTML/Text) radio button will not be available. To prevent / circumvent this, you will have to decrease your number of recipients or you can exceed this limit by using your own external email server. Note for Extended edition Users: If you lack View access to the Contact Work Email 1 field, you will not see the email option.)
Once you've selected the Form Letter Merge radio button from the Choose Communication Method pop-up, select a template from the Template Name drop-down menu.
Template Name drop-down menu - Choosing the template is the "What are you sending" part of the communication process. The choices in the drop-down menu depend on the Method you have chosen, so for form letters, only your Form Letter templates will appear. If no templates appear, you will have to create one. Click [Cancel] and create a template (see the Help topic "Communication Manager: Templates").
Protected areas: Word Templates cannot contain protected areas. Protected areas are sections of a Microsoft Word document (or in this case, a template created via Word) that are locked to prevent users from editing said sections. If the template you choose has protected areas in it, you will receive "Error 5001: Operation could not be completed, there are no fields in the template" when attempting to merge. In this case, either edit the template and unprotect the protected areas, or choose a different template.
Form fields: If the Word template you choose has Microsoft Word text form fields, they will render as regular text after the merge. Check boxes and drop-down menu form fields will correctly render as form fields after the merge.
Data Formatting Options - Select the formatting methods you want to use for values in date merge fields, decimal merge fields, and currency merge fields. These options include:
Date Separator: Select the separator you want to use for values in date merge fields. Example: If the recipients of your form letters are in the United States, select ( / ) forward slash as the date separator.
Decimal Point: Select the punctuation mark you want to represent the decimal point for values in decimal and currency merge fields.
Currency fields: The application will not use the currency symbol or currency code for values in currency merge fields that are used in a Communication Event. If you are a User in a Multi-Currency company and want to display the three-character ISO currency code (e.g., USD) for a currency merge field, make sure to insert the appropriate Currency Code merge field in the template you want to use. Displays the three-character ISO currency code of the Record Currency. Users in Single Currency organizations cannot automatically insert the currency symbol of their Base Currency. Currency symbols must be entered manually to the template prior to the Communication Event.
Merge Option radio buttons for form letters - Select a merge option. The choices include:
Preview a Sample Document (FORM LETTERS)
Merge and Print (FORM LETTERS)
Preview a Sample Document radio button (FORM LETTERS) - Always choose this radio button pre-merge. Selecting this radio button and clicking [Next] launches the Communication progress bar, which indicates the application merges your sample form letter. Do not close the Communication progress bar at any time. Closing the Communication progress bar may or may not actually cancel the action you initiated, but it can affect the connection with Microsoft Word. Also, do not use other areas of the application while the Communication progress bar is running. This could interfere with the Communication Event.
You could possibly experience the following issues upon clicking [Next] to preview your document:
If you have GAIN Publishing software on your workstation (e.g., Gator eWallet), clicking [Next] to preview your document launches the Communication progress bar, but nothing else will happen. You must uninstall the GAIN Publishing software to use the Communication Manager plug-in.
If the Communication progress bar launches, the bar continues to move, but nothing else happens, and you don't have GAIN Publishing software, it may mean your browser is not running in "multiprocessing" mode (multiprocessing mode lets your browser handle several requests at once, which is a requirement of the Communication Manager). Contact technical support (via the technical support icon on the navigation bar) to help you resolve this problem.
If the Communication progress bar stops running altogether (i.e., the bar stops moving) and nothing else happens, it means there was a problem completing your Communication Event. Close the pop-up and log out of the application. Then open Task Manager and end the process "wrapper.exe" prior to running the Communication Event again (use a new browser window). If you open Task Manager and don't see the process "wrapper.exe", it means the process has ended. Try your Communication Event again (use a new browser window).
If you receive "Error 5006: Operation could not be completed, make sure Word is correctly installed on your machine", it could mean one of two things. Either Microsoft Word is not installed on your workstation or the Microsoft "XML parser" is not installed or properly registered. If Microsoft Word is not installed, ask your IT department to install it for you. If Microsoft Word is properly installed, then it's probably the Microsoft XML parser. If the Microsoft XML parser is not installed or properly registered, contact technical support (via the technical support icon on the navigation bar) to help you resolve this problem.
If you receive "Error 5001: Operation could not be completed, there are no merge fields in the template", you must either edit the template to add merge fields or choose another template from the Select Template drop-down menu. You can also receive Error 5001 if you are using a template that has protected areas. You cannot use a template with protected areas in a merge. In this case, either edit the template and unprotect the protected areas, or choose a different template.
If you receive the pop-up message "The following fields are in the template, but no longer exist in the application" followed by the names of one or more fields, it means either an Administrator has deleted a CDF contained in the template from the application, an Application Administrator has changed the Field Label (name) of one of the CDFs contained in the template, or you lack View access to at least one of the fields in the template (Extended edition). Click [OK] to return to the Choose Communication Method pop-up where you can either choose a different template for your Communication Event or you can cancel out of your Communication Event so you can create your own template, edit the original template, or if you lack Edit access to the original template, have the template owner or an Administrator make the necessary changes.
Word displays a single record sample of your merged form letters. If you are using letterhead or window envelopes and want to see if your text is aligned properly, print your sample by clicking the Printer icon or choosing Print from the File menu. After previewing your sample document, exit Word. This redisplays the Choose Communication Method pop-up. Click one of the following merge options to continue your merge event: Merge Only, Merge and View, or Merge and Print.
Merge Only radio button (FORM LETTERS) - Always choose the Preview a Sample Document radio button before merging your final form letters. Then select the Merge Only radio button and click [Next] to launch the Save Event pop-up.
Save Event pop-up - Enter any event notes up to 1,000 characters. Select a Type from the Event Type drop-down menu. The available Types have been created by your Administrator. A Type refers to the nature of the Communication Event -- for example, Product List, Reminder Notice, or Press Release. Select a Purpose from the Event Purpose drop-down menu. The available Purposes have been created by your Administrator. A Purpose refers to the reason for the Communication Event -- for example, Prospecting, Get Reference, Send Reminder, or Keep in Touch. After entering your event details in the Save Event pop-up, click [Save] to launch the Communication progress bar.
Communication progress bar: Indicates the application is merging your form letters. You will see Word open by itself (if it isn't open already) and close automatically when it's done. Do not close the Communication progress bar at any time. Closing the Communication progress bar may or may not actually cancel the action you initiated, but it can, however, affect the connection with Microsoft Word. Also, do not use other areas of the application while the Communication progress bar is running. This could interfere with the Communication Event. When the merge operation is complete, the Communication progress bar will automatically close. The merged form letters now live on an application server. To print the form letters, you can select any Contact or the "All" option in the Related Contacts box (in the Event View pop-up), and then click [View Document]. This launches Word, where you can view the merged form letter for the selected Contact or all the form letters if you selected "All". Then click the Printer icon or choose Print from the File menu. Click to view the problems that can arise with the Communication progress bar (and links to solutions).
If the Communication progress bar launches, and the bar stops moving, and nothing else happens, it means there was a problem completing your Communication Event. Close the pop-up and log out of the application. Then open Task Manager and end the process "wrapper.exe" before re-trying the Communication Event. If you open Task Manager and don't see the process "wrapper.exe", it means the process has already ended and you can try your Communication Event again. When you try your Communication Event again, make sure to do so in a new browser window.
If you receive Error 5006, click to jump to this Help topic's section that discusses this error message.
If you receive Error 5001, click to jump to this Help topic's section that discusses this error message.
Merge and View radio button (FORM LETTERS): Always choose the Preview a Sample Document radio button before merging your final form letters. Then select the Merge and View radio button and click [Next] to launch the Save Event pop-up.
Save Event pop-up: Click to jump to this Help topic's section that discusses this pop-up. After entering data, you can avoid saving by clicking [Continue without Saving], but we recommend you save the event if you are unsure (you can delete it from the Event List in the Event History window later if necessary). Clicking [Save] or [Continue without Saving] launches the Communication progress bar.
Communication progress bar: Indicates the application is merging your form letters. You will see Word open by itself (if it isn't open already). When the merge is complete, Word displays your merged form letters. Click to jump to this Help topic's section that discusses the behavior of the Communication progress bar.
Editing and saving your merged form letters. Once your form letters finish merging and Word is launched, you can view, edit, and save your form letters. We recommend not using the Save As option. Instead, click the Save icon or select File - Save at any time. Or, after editing, close Word. A pop-up displays allowing you to click [Yes] to save. If you select the Save As option, any changes you make only affect your Save As copy and will not be uploaded back to the application. If you do use the Save As option, be careful not to save your file in any folders created by the Communication plug-in installation. The folders created by the install are designed to periodically delete almost all files contained within to conserve space.
You can print your form letters by clicking the Printer icon or choosing Print from the File menu. Before you commit to printing all of your form letters: print the first page as a test, run a merge event with a smaller list, or use the Preview a Sample Document option. Such tests are useful if you must ensure the text fits the page properly, and that any letterhead is spaced properly. This also applies if you are using window envelopes and need an address to correctly display through the window.
When you're finished printing, close Word. If the application gives you the option to save, click [Yes]. When you close Word, the Communication progress bar redisplays. Wait until it finishes uploading your merged document.
When the upload is complete, the Communication progress bar closes and redisplays the screen where you initiated your Communication Event. Unless you click [Continue without Saving], your merged form letters are now stored on an application server.
Merge and Print radio button (FORM LETTERS): You will not have the opportunity to preview your merged form letters before printing. Thus, choose the Preview a Sample Document radio button first and run a small sample print to ensure formatting is okay. Then select the Merge and Print radio button and click [Next] to launch the Save Event pop-up.
Save Event pop-up: Click to jump to this Help topic's section that discusses this pop-up. After entering data, you can avoid saving by clicking [Continue without Saving], but we recommend you save the event (you can delete it from the Event List in the Event History window later if necessary). Clicking [Save] or [Continue without Saving] launches the Communication progress bar.
The Communication progress bar indicates the application is merging your form letters. You will see Word open automatically and then the Print dialog box will open as well. If you click [Cancel] in the Print dialog box, you will be prompted to continue or cancel the merge. If you click [Yes], the application will continue to merge your document but will not send it to the printer. If you click [No], the application will cancel the Communication Event. Click here for additional information in this Help topic on the behavior of this progress bar, including problems that can arise (and their solutions).
If all your print settings and options in the Print dialog box look correct, click [OK] to send your merged document to the printer. This closes Word automatically. When the print job is complete, the Communication progress bar closes and redisplays the screen where you initiated your Communication Event. Unless you clicked [Continue without Saving], your merged form letters now live on an application server.
After merging and/or printing form letters, to continue with other aspects of the communication process, you can build a Distribution List, create a new template, or perform additional merging or emailing.
Once you've selected the Envelope Merge radio button from the Choose Communication Method pop-up, select a template from the Template Name drop-down menu.
Template Name drop-down menu - Choosing the template is the "What are you sending" part of the communication process. The choices in the drop-down menu depend on which Communication Method you have chosen, so for envelopes, only your Envelope templates will appear. If no templates appear, you will have to create one. Click [Cancel] and create a template (see the Help topic "Communication Manager: Templates"). For additional information on the Template Name drop-down menu, see the documentation in the Form Letter Merge section of this Help topic.
Data Formatting Options - These options are the same as for a form letter merge.
Merge Option radio buttons for envelopes - Select a merge option. The choices include:
Preview a Sample Document (ENVELOPES)
Preview a Sample Document radio button (ENVELOPES) - Always choose this radio button before merging your final envelopes. Selecting this radio button and clicking [Next] launches the Communication progress bar, which indicates the application is merging your sample envelope. Do not close the Communication progress bar at any time. Closing the Communication progress bar may or may not actually cancel the action you initiated, but it can, however, affect the connection with Microsoft Word. Also, do not use the application while the Communication progress bar is running. This could interfere with the Communication Event. Click for a list of problems that can occur with the Communication progress bar (and solutions).
Word displays a single record sample to show what your merged envelopes will look like. To be sure your text alignment is okay, print your sample by clicking the Printer icon or choosing Print from the File menu. Previewing and printing an envelope is a good way to ensure that your text placement and formatting is correct. This way if something is wrong, you can catch it by using one or two envelopes and not potentially wasting hundreds. After previewing your sample document, exit out of Word. This redisplays the Choose Communication Method pop-up. Click one of the following merge options to continue your merge event: Merge Only, Merge and View, or Merge and Print.
Merge Only radio button (ENVELOPES) - Always choose the Preview a Sample Document radio button before merging your final envelopes. Then select the Merge Only radio button, and click [Next] to launch the Save Event pop-up.
Save Event pop-up: Click to jump to this Help topic's section that discusses this pop-up. After entering your event details to this pop-up, click [Save] to launch the Communication progress bar.
Communication progress bar: Indicates the application is merging your envelopes. You will see Word open by itself (if it isn't open already). Do not close the Communication progress bar at any time. Click to jump to this Help topic's section that discusses the behavior of the Communication progress bar in more detail. When the merge operation is complete, the Communication progress bar will automatically close. The merged envelopes now live on an application server. Click for a list of problems that can occur with the Communication progress bar (and solutions).
To print the merged envelopes, you can select any Contact in the Related Contacts box (in the Event View pop-up), and then click [View Document]. This launches Word, where you can view all of your merged envelopes. Once they're all set, click the Printer icon or choose Print from the File menu.
Merge and View radio button (ENVELOPES): Always choose the Preview a Sample Document radio button before merging your final envelopes. Then select the Merge and View radio button, and click [Next] to launch the Save Event pop-up.
Save Event pop-up: Click to jump to this Help topic's section that discusses this pop-up. After entering data, you can avoid saving by clicking [Continue without Saving], but we recommend you save the event (you can delete it from the Event List in the Event History window later). Clicking [Save] or [Continue without Saving] launches the Communication progress bar.
Communication progress bar: Indicates the application is merging your envelopes. You will see Word open by itself (if it isn't open already). When the merge is complete, Word displays your merged envelopes. Do not close the Communication progress bar at any time. Click to jump to this Help topic's section that discusses the behavior of the Communication progress bar in more detail.
Editing and saving your envelopes. Once your envelopes are finished merging and Word has successfully launched, you can view, edit, and save your envelopes. We recommend not selecting the Save As option. Instead, just click the Save icon or select File - Save. Or, when you are done editing, close Word. A pop-up displays allowing you to conduct a save. Click [Yes]. If you select the Save As option, any changes you make will only affect your Save As copy and will not be uploaded back to the application.
You can print your envelopes by clicking the Printer icon or choosing Print from the File menu. Before you commit to printing all of your envelopes: print the first envelope as a test, run a merge event with a smaller list, or use the Preview a Sample Document option.
When you're finished printing, close Word. If the application gives you the option to save, click [Yes]. When you close Word, the Communication progress bar redisplays. Wait until it finishes uploading your merged document.
When the upload is complete, the Communication progress bar closes and redisplays the screen where you initiated your Communication Event. Unless you clicked [Continue without Saving], your merged envelopes are now stored on an application server.
Merge and Print radio button (ENVELOPES): You will not have the opportunity to preview your merged envelopes before printing, so if you have not already done so, choose the Preview a Sample Document radio button and run a sample print to ensure proper formatting. Then select the Merge and Print radio button to launch the Save Event pop-up.
Save Event pop-up: Click to jump to this Help topic's section that discusses this pop-up. After entering data, you can avoid saving by clicking [Continue without Saving], but we recommend you save the event (you can delete it from the Event List in the Event History window later). Clicking [Save] or [Continue without Saving] launches the Communication progress bar.
The Communication progress bar indicates the application is merging your envelopes. You will see Word open automatically (if it isn't open already) and then the Print dialog box will open as well. If you click [Cancel] in the Print dialog box, you will be prompted to continue or cancel the merge. If you click [Yes], the application will continue to merge your document but will not send it to the printer. If you click [No], the application will cancel the Communication Event. Click here for additional information in this Help topic on the behavior of this progress bar, including problems that can arise (and their solutions).
If all of your print settings and options look correct, click [OK] to send your merged envelopes to the printer. This will also close Word automatically. When the print job is complete, the Communication progress bar closes and redisplays the screen where you initiated your Communication Event. Unless you clicked [Continue without Saving], your merged envelopes now live on an application server. If at this point you run into any problems with the Communication progress bar, click for a list of problems that can occur with the Communication progress bar (and solutions).
After merging and / or printing envelopes, to continue with other aspects of the communication process, you can build a Distribution List, create a new template, or perform additional merging or emailing.
Once you've selected the Label Merge radio button from the Choose Communication Method pop-up, select a template from the Template Name drop-down menu.
Template Name drop-down menu - Choosing the template is the "What are you sending" part of the communication. The choices in the drop-down menu depend on which Communication Method you have chosen, so for mailing labels, only your Mailing Label templates will appear. If no templates appear, you will have to create one. Click [Cancel] and create a template (see the Help topic "Communication Manager: Templates"). For additional information on the Template Name drop-down menu, see the documentation in the Form Letter Merge section of this Help topic.
Data Formatting Options - These options are the same as for a form letter merge.
Merge Option radio buttons for labels - Select a Merge Option. The choices include:
Preview a Sample Document (LABELS)
Preview a Sample Document radio button (LABELS) - Always choose this radio button before merging your final labels. Selecting this radio button and clicking [Next] launches the Communication progress bar, which indicates the application is merging your sample mailing label. Do not close the Communication progress bar at any time. Closing the Communication progress bar may or may not actually cancel the action you initiated, but it can, however, affect the connection with Microsoft Word. Also, do not use the application while the Communication progress bar is running. This could interfere with the Communication Event. Click for a list of problems that can occur with the Communication progress bar (and solutions).
Word displays a single record sample to show what your merged mailing labels will look like. To be sure your text alignment is okay, print your sample by clicking the Printer icon or choosing Print from the File menu. After previewing your sample document, exit Word. This redisplays the Choose Communication Method pop-up. Click one of the following merge options to continue your merge event: Merge Only, Merge and View, or Merge and Print.
Merge Only radio button (LABELS) - Always choose the Preview a Sample Document radio button before merging your final labels. Then select the Merge Only radio button, and click [Next] launches the Save Event pop-up.
Save Event pop-up: Click to jump to this Help topic's section that discusses this pop-up. After entering your event details in this pop-up, click [Save] to launch the Communication progress bar.
Communication progress bar: Indicates the application is merging your mailing labels. You will see Word open by itself (if it isn't open already). Do not close the Communication progress bar at any time. Click to jump to this Help topic's section that discusses the behavior of the Communication progress bar in more detail. When the merge operation is complete, the Communication progress bar will automatically close. The merged mailing labels now live on an application server. Click for a list of problems that can occur with the Communication progress bar (and solutions).
To print the mailing labels, select any Contact in the Related Contacts box (in the Event View pop-up) and click [View Document]. This launches Word where you can view your merged mailing labels. Once they're all set, click the Printer icon or choose Print from the File menu.
Merge and View radio button (LABELS): Always choose the Preview a Sample Document radio button before merging your final form letters. Then select the Merge and View radio button, and click [Next] to launch the Save Event pop-up.
Save Event pop-up: Click to jump to this Help topic's section that discusses this pop-up. After entering your data to the Save Event pop-up, you can avoid saving by clicking [Continue without Saving], but we recommend you save the event (you can delete it from the Event List in the Event History window later). Clicking [Save] or [Continue without Saving] launches the Communication progress bar.
Communication progress bar: Indicates the application is merging your mailing labels. You will see Word open by itself (if it isn't open already). When the merge is complete, Word displays your merged mailing labels. Do not close the Communication progress bar at any time. Click for a list of problems that can occur with the Communication progress bar (and solutions).
Editing and saving your mailing labels. Once your labels are finished merging and Word has successfully launched, you can view, edit, and save your labels. We recommend that you don't select the Save As option. Instead, when you are done with any edits, close out of Word. When you close out, a pop-up will appear allowing you to conduct a save. Click [Yes]. Or you can just click the Save icon or select File - Save at any time. If you select the Save As option, any changes you make will only affect your Save As copy and will not be uploaded back to the application.
You can print your mailing labels by clicking the Printer icon or choosing Print from the File menu. Before you commit to printing all of your labels: print the first page as a test, run a merge event with a smaller list, or use the Preview a Sample Document option.
When you're finished printing, close Word. If the application gives you the option to save, click [Yes]. When you close Word, the Communication progress bar redisplays. Wait until it finishes uploading your merged document.
When the upload is complete, the Communication progress bar closes and redisplays the screen where you initiated your Communication Event. Unless you clicked [Continue without Saving], your merged mailing labels are now stored on an application server.
Merge and Print radio button (LABELS): You will not have the opportunity to preview your merged mailing labels before printing, so if you have not already done so, choose the Preview a Sample Document radio button and run a sample print to ensure proper formatting. Then select the Merge and Print radio button to launch the Save Event pop-up.
Save Event pop-up: Click to jump to this Help topic's section that discusses this pop-up. After entering your data, you can avoid saving by clicking [Continue without Saving], but we recommend that you save the event (you can delete it from the Event List in the Event History window later). Clicking [Save] or [Continue without Saving] launches the Communication progress bar.
Communication progress bar: Indicates the application is merging your mailing labels. You will see Word open automatically (if it isn't open already) and then the Print dialog box will open as well. If you click [Cancel] in the Print dialog box, you will be prompted to continue or cancel the merge. If you click [Yes], the application will continue to merge your document but will not send it to the printer. If you click [No], the application will cancel the Communication Event. Click here for additional information in this Help topic on the behavior of this progress bar, including problems that can occur (and their solutions).
If all of your print settings and options look correct, click [OK] to send your merged mailing labels to the printer. This will also close Word automatically. When the print job is complete, the Communication progress bar closes and redisplays the screen where you initiated your Communication Event. Unless you clicked [Continue without Saving], your merged mailing labels now live on an application server. If at this point you run into any problems with the Communication progress bar, click for a list of problems that can occur with the Communication progress bar (and solutions).
After merging and/or printing mailing labels, to continue with other aspects of the communication process, you can build a Distribution List, create a new template, or perform additional merging or emailing.
Select the Email radio button from the Choose Communication Method pop-up, select the Data Formatting Options (which are the same as for a form letter merge), then click [Next] to launch the Email Details pop-up.
or
Click [Email] from the View Account pop-up, the View Contact pop-up, the View Deal pop-up or the View Lead pop-up. This launches the Email Details pop-up. Note that because the idea here is to quickly generate an email, the format of your data values (date formatting and decimal point vs. decimal comma) will default to the formatting you used when you last selected Data Formatting Options from the Choose Communication Method pop-up. And if you have never before selected such formatting options, the default settings from that pop-up will be used.
Email Details pop-up - Includes some or all of the following elements, depending upon how you arrived at this pop-up:
[Manage Recipients] button: Only appears if you navigated here from Account Management. Launches the Recipients Selection pop-up with all of the "To" email addresses displayed. Any other data ("CC", "BCC", text in the Email Body text area box) will be lost. This button is available for scenarios where you are unsatisfied with your "To" recipients and must add and / or remove recipients.
[Preview] button: Launches the Preview Email pop-up.
Preview Email pop-up - Displays the email as it will appear when sent, but does not perform a sample merge -- instead the preview displays merge fields. You can view the email in HTML format or in plain-text format to ensure that all formatting is okay.
[Next] button: Only appears if you have navigated from the Choose Communication Method pop-up. Launches the Event Options pop-up.
[Back] button: Only appears if you navigated here from the Choose Communication Method pop-up.
"From" drop-down menu: Allows you to choose whose email address you want to appear in the "From" field in the emails being sent out by this Communication Event. The choices are:
Manually Enter Name and Email: Select if you want all the emails being sent to have the same "From" name / email address that you enter here in the Name and Email text boxes. If you select this option, your name and email (from your profile) prepopulate in the text boxes, but you can change them to a different name / email.
Contact Owner Name and Email: Select if you want each email being sent to come from the Owner of the Contact recipient. This option will cause the Sender Name and Sender Email text boxes to disappear.
Deal Owner Name and Email: This option only appears if the Communication Event includes Deal fields (such as if the Deals radio button was selected in the Recipients Selection pop-up). Select if you want each email being sent to come from the Owner of the Deal to whom the Contact recipient is associated. This option will cause the Sender Name and Sender Email text boxes to disappear.
Name text box: Only appears if "Manually Enter Name and Email" is selected in the From drop-down menu. This is the name that will appear with the email address in each recipient's "From" box in their email. Your name as listed in your profile is the default, but you can change the name, which can prove useful in instances such as if you're sending out an email campaign for someone else.
Email text box: Only appears if "Manually Enter Name and Email" is selected in the From drop-down menu. This is the email address that will appear in each recipient's "From" box in their email. Your email address as listed in your profile is the default, but you can change the email address, which is useful if you're initiating an email campaign for someone else. Remember that whichever email address appears here will receive email from recipients who click [Reply] in their email program. Also, the email address listed here will receive any email that bounces back (because of an address that no longer exists or if there are any other problems with the email address).
"To" recipients: These are the email addresses of the people to whom you are sending this email.
Which email field will the application use for each "To", "CC", and "BCC" recipient? Email is sent to the email address listed in the recipient's Contact Work Email 1 field. This cannot be changed. Extended edition Users lacking View access to the Contact Work Email 1 field cannot send email.
"Send as individual emails" check box: If this is selected, each "To" email is sent individually, and each recipient will not see any of the other recipients of the email. Each Linked Email created when [Send] is clicked will be an individual Linked Email. Thus, 200 "To:" recipients, 10 "CC" recipients, and 11 "BCC" recipients = 200 individual Linked Email ("CC's" and "BCC's" don't cause Linked Email to be created but will still receive an email). If this check box is checked and cannot be cleared, it means that all emails must be sent individually because merge fields are part of the email body. If this check box is not checked, each "To:" recipient and each "CC" recipient will see all of the other recipients of the email (BCC recipients will still only see themselves). Only one Linked Email is created when [Send] is clicked. Thus, Thus, 200 "To:" recipients, 10 "CC" recipients, and 11 "BCC" recipients = 1 Linked Email with links to each of the "To" recipients, all of whom can see each other ("CC's" and "BCC's" don't cause Linked Email to be created but will still receive an email).
"Only 1st Recipient" check boxes: One check box is for the CC listbox, and one is for the BCC listbox. Both check boxes are selected by default. Selecting these check boxes prevents a copy or a blind copy from being sent for each and every email sent. Instead, only the email sent to first recipient in the list of "To" recipients causes a copy or a blind copy to be sent. For example:
Email about the Company Party
To: Rob, Diane, Seamus
CC: Domenic ("Only 1st Recipient" check box is selected)
BCC: Adam ("Only 1st Recipient" check box is not selected)
In this example, the "To" recipients (Rob, Diane, and Seamus) -- all get one email. The "CC" recipient (Domenic) gets one email. The "BCC" recipient (Adam) gets three emails -- Adam is blind copied on each email to a "To" recipient.
BCC (blind copy) listbox: Prepopulated with the email address of the User who launched this pop-up (the Email Details pop-up).
Encoding drop-down menu: Encoding is the behind-the-scenes character format of the text in the email. Thus, the encoding chosen in the drop-down menu defines the kind of content-encoding used in the email itself (and also the kind of content-encoding used in the Preview Email pop-up). Unless you have reason to change your encoding, we recommend that you keep the default setting ("General US & Western Europe (ISO-8859-1, ISO-LATIN-1)"). That said, if you are sending an email with Japanese, Chinese, Korean, or other non-western characters, and you are unsure of the encoding selection to use, contact your IT department.
HTML and Plain Text radio buttons: Allow you to toggle between the HTML-view of this email and the plain-text view of this email. If you only enter text to the HTML-view, you will have the option of sending this email only in HTML format. The same applies to entering text to only the plain-text view of this email.
Loading a template via [Use Template]: Loads the Email template selected in the "Load From Template" drop-down menu. This is the "What are you sending" part of the communication. Both the HTML version and the plain-text version will load. If there is only one recipient for this email, the merge will take place as well (assuming there are merge fields). If there are multiple recipients for this email, any merge fields are displayed, but no merge will take place at this point. The body of the email is Read-Only in all cases except if a.) the "Allow User Edits" check box was selected in the Create / Edit Email Template - Define Attributes pop-up and b.) if there is only one recipient for this email.
Subject text box: The subject can only be edited if you have not loaded a template.
Clean Up HTML icon: Removes unfriendly or bad HTML tags from your HTML email.
Spell Check icon: Helps you check spelling throughout your email.
Email Body text area box: Note that you cannot add merge fields here. To add merge fields to your email, you must build / modify a template with said merge fields. If you have loaded a template, the body of the email is Read-Only in all cases except if the "Allow User Edits" check box was selected in the Create / Edit Email Template - Define Attributes pop-up and if there is only one recipient for this email. If you have not loaded a template, the body of the email can be edited as needed.
Preview link at bottom of Email Body: Displays the email body in HTML format or in plain-text format.
Manage Attachments hyperlink: Launches the Manage Email Attachments pop-up. This hyperlink is only available if the "Allow User Edits" check box had been selected in the Create / Edit Email Template - Define Attributes pop-up.
Manage Email Attachments pop-up: Allows you to add and remove document attachments from this email. Attachments can be added from your local hard drive or from the Document Library. Note that whether you attach a file from your local hard drive or from the Document Library, you will actually be attaching a copy of the file and not the one and only original file itself. You cannot attach a file greater than 2 Megabytes (MB) (attempting to attach a larger file will generate an error message immediately). You can attach multiple files.
Sending your email via [Send]: Only appears if you have navigated from the View Account pop-up, the View Contact pop-up, the View Deal pop-up, or the View Lead pop-up. Clicking this button sends the email (simultaneously conducting a merge if necessary) and saves it as a Linked Email (it gets linked to the records in the application that are associated with Contacts to whom this email was sent). Note that Email sent is limited to 250 recipients at a time. Most email is sent immediately in real time, but, depending on a variety of factors, email may take up to a maximum of two hours to be delivered. It also is possible, for example, that you could send two email almost simultaneously, and one arrives immediately while the other arrives in 12 minutes.
Sending your email via the Event Options pop-up - Allows you to define the attributes of the Communication Event and choose the type and purpose of the email if it is to be linked to any record as a Linked Email. Remember that the type describes the nature of the event, and the purpose describes the reason for the event. Using the buttons at the top, you can send the email (simultaneously conducting a merge if necessary) and save it based on the check boxes selected below (as a Communication Event and / or as a Linked Email) or you can send the email (simultaneously conducting a merge if necessary) without saving it. Any HTML email saved as a Linked Email is saved in plain-text format. Note that Email sent is limited to 250 recipients at a time. Most email is sent immediately in real time, but, depending on a variety of factors, email may take up to a maximum of two hours to be delivered. It also is possible, for example, that you could send two email almost simultaneously, and one arrives immediately while the other arrives in 12 minutes.
After sending your email, to continue with other aspects of the communication process, you can build a Distribution List, create a new template, perform additional merging or emailing.
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