Form letters

Form letters are often (but not necessarily) used in multi-section reports, they are often used in multi-section reports to generate custom mailings. This section explains how to use multiple sections to create form letters or multiple versions of the same form letter for custom mailings.

Form letters often use text elements to hold the content of the report.

7.5.4.1 Working with text elements

Use text elements when creating form letters. Some things to know about text elements are as follows:

● A text element can contain both text and result objects. Form letters often use both.

● You can resize text elements. In form letters, the text element is often resized so that it prints as a letter.

7.5.4.2 Creating a form letter using a text element

You will use a text element to create a form letter. The form letter you create will be co-ordinated with a result folder so that each letter will be customized with company information from a different record.

If you have difficulty performing any of the steps, see Working with text elements.

7.5.4.2.1 To create a form letter

The letter will consist of a date, an inside address, a salutation, a one paragraph letter body, and a closing section.

1. Create a blank report that includes result objects found in a customer list report.

For example, <Customer Name>, <Country>, <City>, <Region>, <Postal Code>, <Address 1>, and so on.

2. While in Structure mode, insert a text element into the Body section of the report.

3. Drag the resizing handle on the right side of the element frame to the right edge of the report canvas.

This will make the element about eight inches wide, the approximate width of a page. You may have to stop resizing, scroll the window, and resize some more to accomplish this.

7.5.4.2.2 To insert a date

You can insert a predefined object on your report that will print the current date on the letter.

1. To insert a date element into the letter, expand the Predefined Objects area of the Data Explorer side panel.

2. Drag Print Date into the text element, and type two spaces.

a) To change the date formatting, right-click the Print Date object and click Format Text.

The Format dialog box appears.

b) Select the appropriate date format.

Tip

You might have to resize the Body section and the text element if you did not select the Can Grow option for the text element.

7.5.4.2.3 To create an inside address

To create an inside address, drag result objects from the Data Explorer side panel into a text element.

1. Insert a text element in the Body section of your report.

2. Drag the <Address 1> object into the text element, and then type a space.

3. Drag the <City> object, place it at the insertion point, and then type a comma followed by a space.

4. Drag the <Region> object, place it at the insertion point, and then type two spaces.

5. Drag the <Postal Code> object, place it at the insertion point, and then type two spaces.

Note

When an object is placed within a text element, it is automatically trimmed on both the left and right sides, so that it contains no extra white space.

7.5.4.2.4 To create a salutation

1. Type four spaces.

2. Type Dear followed by a space.

3. From the Data Explorer side panel, drag the <Contact Title> object into the text element, and place it immediately after the space.

4. Type a space.

5. From the Data Explorer side panel, drag the <Contact Last Name> object into the text element, and place it immediately after the space.

6. Type a colon at the insertion point, followed by two spaces.

7.5.4.2.5 To create the letter body

The following steps create the body paragraph and closure.

1. Type Your company and then type a comma followed by a space.

2. From the Data Explorer side panel, drag the <Customer Name> object into the text element and place it after the space.

3. Type a comma, followed by a space.

4. Type in your letter body, followed by two spaces.

For example: helped make this year an outstanding year for Xtreme Mountain Bikes, Inc.

I want to thank you and your staff for your support. I hope next year will be a banner year for you.

5. Type Sincerely yours, followed by a comma and four spaces.

6. To complete the form letter, type your name.

You can view the final form letter in Page mode.

7.5.4.3 Printing conditional messages in form letters

You may want to print conditional messages in form letters. For example, say your company charges a minimum order fee of $50 on orders less than $300, and provides free shipping for orders over $500. You could create two conditional messages, one that encourages customers who spent less than $300 to raise their purchase amount to avoid paying the minimum order fee, and another that reminds customers who spent over $500 that they will continue to receive free shipping at that spending level.

7.5.4.3.1 To create a conditional message

Create two form letters. For more information, see Creating a form letter using a text element. 1. Insert a second Body section in the report.

For more information, see Working with sections.

2. In the Body A section, place a letter that encourages customers to buy more to avoid paying the minimum order fee.

3. In the Body B section, place a letter that congratulates customers on saving on shipping costs.

4. Right-click the Body A section, and then click Format Section.

The Format dialog box appears.

5. Select Hide, and then click the Conditional Formula button ( ) adjacent to Hide.

The Formula Workshop appears.

6. Select <Internet Sales Amount> from the Add Object list.

7. Type a condition.

For example: > 300.

8. Click Save and Close.

When a customer spends less than the minimum order limit ($300), a letter will print that encourages them to spend more to avoid paying extra fees.

9. Right-click the Body B section, and then click Format Section.

The Format dialog box appears.

10. Select Hide, and then click the Conditional Formula button ( ) adjacent to Hide.

The Formula Workshop appears.

11. Select <Internet Sales Amount> from the Add Object list.

12. Type a condition.

For example: < 500.

13. Click Save and Close.

When a customer spends more than $500, a letter will print that congratulates them on saving on shipping costs.

Note

When a customer spends between $300 and $500, no form letter will be printed for that customer.