The Mailing menu contains various different options by which mailshots can be performed. For example, 'Mail Companies' can be used to perform a simple mailing to a number of Companies while 'Mail Enquiries, Qtns, Orders' is used to mail Companies based on Enquiries, Quotations or Orders and 'Mail Statements' will produce letters and statements based on unpaid Sales Invoices.
It is now time to mail your promotional letter Promo1 to selected potential clients. If you have not already done so, load Enterprise and log on as a WP user. Select 'Word Processing' from the Modules menu. You are now ready to perform a mailshot.
Select 'Companies' from the Mailing menu (referred to elsewhere in this manual as 'Mail Companies').
The standard and familiar Companies Quick Search dialogue box appears.
The first stage is to select the Companies to whom you wish to send the letter. The search process is exactly the same as that used by 'View Companies' so should be familiar by now. The full facilities of the More Choices window are available if needed.
Because you are using the Tutorial data which contains a limited number of Companies, it is recommended that you leave the dialogue box blank and click [Find]. This will list all the Companies in the data file. This list should again by now be familiar to you and you can use the buttons in the Buttons Palette to manipulate the list in making your final decision as to who should receive the letter. For example, you can perform another search or reduce the list using the [Select] button. Again, because you are performing the mailing as part of the tutorial, it is recommended that you use the [Select] button to reduce the list to two or three Companies so that you do not inadvertently create a large print job.
Once the list of Companies is to your satisfaction, click the [ Ö] button at the top of the Buttons Palette.
By doing so, you are signalling to Enterprise that the list is acceptable at that you are ready to pass on to the next stage, that of printing letters. The Print Requirements dialogue box that you have already seen appears, although with different defaults.
The most important task is to specify which letter you want to use. Enter "Promo1" to the Document field.
If you are not certain of the correct Document Code of your letter, you can use the [Documents] button to perform a search.
You must select either one of the Separate and Merged check boxes or letters will not be printed. Which one is appropriate will depend on the number of Companies you are intending to mail. The Separate check box will send each letter individually to the printer, while the Merged check box will send the letter once to the printer and subsequently just send the addresses. This option produces a faster output, but the first letter will take longer to appear.
The check boxes on the top right control how the letter is addressed and these and the Letter Date, From and Job Title fields operate in the fashion that you have already seen when mailing a single letter.
The Record in Diary check box should be switched on if you wish to create a Diary item in the name of each Company in the mailing list to the effect that you have sent them a letter as part of this mailshot.
The Diary Items will record the Document Code and the Letter Date and will use as their Action Codes the Letter Action specified in the Core Functions section of Preferences.
If you want to print labels, envelopes and/or a list of recipients, switch on the appropriate check box towards the bottom left of the dialogue box. Additionally, you can create a merge file if you want to merge Enterprise addresses with a letter created in an external word processor. To do this, switch on the WP Export File check box.
For now, ensure you have entered "Promo1" as the Document Code and that you have selected one of the Preview, Separate or Merged check boxes and click [OK].
The Contact Requirements dialogue box appears.
You have already determined to which Companies you are going to send the letter and you have determined which letter you are going to send. The final choice is to decide which Contact within the chosen Companies is to receive the letter and that choice is made here. For the purposes of the tutorial, the preferable option is to leave the First Contact radio button switched on. Other options available are to select Contacts by Job Title or by Analyses (Role, Status, Type, Source, Omit or Further Analyses). For example, you might select Contacts by Analyses to mail contacts with a Role of "P" (for Principal Contact).
If you select the Analyses or Job Title options, the check box marked 'Not applicable' in the illustration will be enabled and its text will read 'Revert to Job Title then First if none found' or 'Revert to Analyses then First if none found' respectively.
Click [OK] and, if you had selected the Separate or Merged check boxes, the Print Settings dialogue boxes will appear and the letters will be printed. If the Preview check box was switched on, the letters will be previewed on screen.