You can send letters to your event registrants (purchasers) using the Events grid or to your event attendees using the Event Attendance grid. 


Events Grid


1. Begin by adding a Quick Query to select the Event.


2. Filter the grid to identify the specific constituents. For example, to send an event invoice, filter the grid by the Amount Due field to show just those constituents with an amount Greater than or equal to: $1.00.



3. Once you have the list filtered, use the Actions menu and select Print/Email Mail Merge.




4. In the new window, select the following:


  • Mail Merge Template - this is a dropdown list of all the mail merge gift template letters in your library. You must choose a letter to proceed.
  • Delivery Options:
    • Print to PDF will print the letter in PDF format and open in a new browser window so you can review the letter prior to sending or printing.
    • Print to Word will download the letter. If your letter does not download, be sure you have turned OFF your browser's pop up blocker.
    • Print to Word (Advanced) is not used for acknowledgement letters.
    • Email Link to PDF filewill open an email to send once the rest of your selections are made.
      • Email to Primary Email - sends just one email to the primary email address for this constituent
      • Email to All Emails including Company Contacts will send a copy of the email to all email addresses on file for this constituent.
  • Archive Options:
    • Save to Documents if set to YES a copy of the letter will be saved in the constituent's Documents.
    • Post to Portal is used with the Advanced Portal only and would allow the constituent to download a copy of the letter from their portal account.
    • Document Name is any name you would like to give the document.
    • Document Category is a drop down list to choose the appropriate category for this acknowledgement document.
  • Click OK to generate the letter or open the email to download to Word or PDF to view and edit the message prior to sending.



5. You also have the option to send just one letter using the envelope icon under the Mail Merge column. Clicking on the envelope will open the same window described in step 4 to generate a single letter.



Events Attendance Grid


1. Be sure you have letters created in the Mail Merge Event Attendance Template letter library that include the fields you wish to include in your letter. Fields for First Name and Last Name/Constituent will go to the registrant (purchaser) of the ticket. Fields for Actual Attendee First Name or Actual Attendee Last Name will be addressed to the attendee, regardless of who purchased the ticket.


2. Filter the grid for the specific attendees you wish to contact. For example, add a filter of "Is True" to the In column to create a list of just those constituents who were checked in to the event.



3. Once you have filtered your grid for the specific constituents, click on the Actions menu and select Print/Email Mail Merge.



4. In the new window, select the following:


  • Mail Merge Template - this is a dropdown list of all the mail merge gift template letters in your library. You must choose a letter to proceed.
  • Delivery Options:
    • Print to PDF will print the letter in PDF format and open in a new browser window so you can review the letter prior to sending or printing.
    • Print to Word will download the letter. If your letter does not download, be sure you have turned OFF your browser's pop up blocker.
    • Print to Word (Advanced) is not used for acknowledgement letters.
    • Email Link to PDF filewill open an email to send once the rest of your selections are made.
      • Email to Primary Email - sends just one email to the primary email address for this constituent
      • Email to All Emails including Company Contacts will send a copy of the email to all email addresses on file for this constituent.
  • Archive Options:
    • Save to Documents if set to YES a copy of the letter will be saved in the constituent's Documents.
    • Post to Portal is used with the Advanced Portal only and would allow the constituent to download a copy of the letter from their portal account.
    • Document Name is any name you would like to give the document.
    • Document Category is a drop down list to choose the appropriate category for this acknowledgement document.
  • Click OK to generate the letter or open the email to download to Word or PDF to view and edit the message prior to sending.



5. The Event Attendance grid does not have a Mail Merge envelope icon send option. You would need to filter the grid for the specific constituents to send a single letter.