After a Membership transaction has been submitted, you can generate a Mail Merge letter to acknowledge it. This Mail Merge letter can allow for specific information about the transaction and member to be inserted into the body of the letter so it can be used for more than just acknowledgment if need be. You have two options when generating this letter, you can generate a single letter for a single transaction or generate a batch of letters for multiple transactions.
For a single letter, you will find the desired Membership transaction on the Membership Summary or Detail grid and look for the column called “Mail Merge”. On that column and on every transaction row, you will see an envelope icon. Clicking this icon on the desired transaction will launch a prompt window where you can select the setting for the single letter that will be generated. The descriptions of the setting on the Mail Merge prompt window are below.
Your second option is to filter the Membership grid for all the Membership transactions you wish to generate letters for. Once the grid shows only those specific transactions, you can click on the Actions menu and select “Print/Email Mail Merge.” This will launch the same prompt window as if you were generating a single letter. The only difference will be at the very bottom just above the “OK” button, you will see the total number of Mail Merge letters you will be generating within this batch. That number should match the number of Membership transactions you have currently displayed on the Membership grid. The descriptions of the setting on the Mail Merge prompt window are below.
Mail Merge Template – Select which template from your Membership Mail Merge Library you wish to use for this letter.
Acknowledged – If the transaction record should show that it has been acknowledged.
Acknowledged How – How should the transaction record show it was acknowledged?
Acknowledged Date – What date should show for when the transaction was acknowledged?
Delivery Options – How would you like the Mail Merge letter to be delivered/generated?
Print to PDF – The letter will generate/download to your device as a PDF
Print to Word – The letter will generate/download to your device as a Word Document.
Print to Word (Advanced) – The letter will generate/download to your device as a Word Document. (You can use this option if the template doesn’t look correctly formatted with the standard Print to Word option.)
Email Link to PDF File – Generates an email to send to the Membership Owner containing a link that will allow the email recipient to download a PDF of the letter.
Email to Primary Email – Send the email only to the Constituent’s default email address.
Email to All Emails – Send the email to all the email addresses on file within that Constituent’s record.
Archive Options – Where to save a copy of the letter
Save to Documents – Save an internal copy of the letter under the Membership Owner’s Constituent record.
Post to Portal – Allow for that saved letter to be accessed by the Membership Owner within their Portal account.
Document Name – Enter the name that will be displayed as the Name of the Document.
Document Category – Select which category should be assigned to the saved Document record to tag it.
If you do select to send the Email version of the Mail Merge letter here are descriptions of the additional fields, you will need to complete.
Email From Display Name – Enter the name that will show as the sender of the email
Email From – Enter the Email Address that will show as the sender of the email
Subject Line – Enter the text you wish to display as the Subject Line of the email
Email Body – Enter the content you wish to display within the body of the email. Note you can also insert in Mail Merge fields so the email will contain specific information about the Membership transaction and Membership Owner.
If you accidentally delete the link for the Mail Merge letter, click the Gear icon next to the Insert Mail Merge Field dropdown. This will allow you to re-insert that link.