Single letters with Windows Client

Basics

A single letter is a document created in Word. The document is created from an activity which holds the necessary information to the single letter and makes it easier to find. Data to the addressee, creators etc. are transferred to the document from CURSOR-CRM.

Single letters are created as documents. They are additionally labeled "single letters". This is due to the special treatment of single letters in CRM. Single letters are created from CURSOR-CRM, for example.

Creating a single letter

This is how you create a single letter:

1. Create an activity.

2. Enter a subject. The subject is included in the single letter.

3. You enter the recipient of the single letter in the Activity with field.

4. Fill in the remaining fields as completely as possible.

5. Save the activity.

6. Click the button

   

   (0/0).
   

   Hinweis

   If a document is already created to the activity, you will see this by the symbol

   

   in the button. If this is a single letter, you can edit or replace it. If it is another document, open the menu for the button

   

   (0/0) to create an single letter and select New/ Single letter.

7. Mark the desired document template and click OK.
   To display document templates organized in inactive document areas, click All document templates.

8. Only if several contact persons are linked to the activity:
   Select the addressee (contact person) in the assignment window and confirm with OK.

9. You can use the preset subject from the activity or enter a different one for the document. Continue with Done.

   

   Hinweis

   The subject at this point is only valid for the dataset created to the entity documents. Changes have no effect on the subject of the activity or the subject of the single letter (Word file).

10. Only if one contact has several addresses or several addressees have been selected:
    Select the address or addresses in the assignment window and confirm with OK. If you assign several addresses to a single letter, one version of the letter is created to each one.

11. Word is started and the single letter document is created with the data from CURSOR-CRM. Edit or change the letter if needed and save it. Close the letter. The single letter is now saved in CURSOR-CRM and linked with the activity.

Addresses to single letter

The single letter receives the address from the linked contact person(s). If no address is assigned to the contact, no address can be adopted to the letter.

Hinweis

Only the address(es) of the contact person(s) is /are relevant for creating a single letter. Therefore, at least one contact person has to be assigned to the activity. Addresses of an linked business partner or of an linked contact person are not taken into account.

If the contact person has more than one address (e.g. one street and one post box address), or several contacts are linked to the activity, these addresses are displayed for selection when creating the letter. When you select several addresses, one version of the letter is created to each one. The letter is addressed to the respective addressee.

Editing a letter in the main window Activities

An existing single letter’s content may be edited. Opening a single letter document from main window Activities differs from opening it through main window Documents.

1. Open the main window Activities and open the activity to which the letter was created.

2. Click

   

   (1/0). In the following list, mark the single letter and click

   

   Edit.
   OR
   In the menu of the button

   

   (1/0), select the single letter with Edit.

3. The single letter is opened in Word. You can now edit it.

4. Save your changes and close the document.

Editing a single letter in main window Documents

An existing single letter’s content may be edited. Opening a single letter document from main window Documents differs from opening it through main window Activities.

1. Open the main window Documents and open the letter.

2. Click

   

   Edit.
   OR
   In the context menu of the main window, select

   

   Edit.

3. The single letter is opened in Word. You can now edit it.

4. Save your changes and close the document.

Replacing a single letter

An existing single letter document is deleted and replaced by a single letter to be created.

1. Open the main window Activities and open the activity to which the letter was created.

2. Click

   

   (1/0). In the following list, mark the single letter and click

   

   Replace.
   OR
   In the menu to the button

   

   (1/0), select

   

   Replace / <Single letter>.

3. Mark the desired document template and click OK.

4. You can use the preset subject from the activity or enter a different one for the document. Continue with Done.

   

   Hinweis

   The subject at this point is only valid for the dataset created to the entity documents. Changes have no effect on the subject of the activity or the subject of the single letter (Word file).

5. Word is started and the single letter document is created with the data from CURSOR-CRM. Edit or change the letter if needed and save it. Close the letter. The single letter is now saved in CURSOR-CRM and linked with the activity.

Reading a single letter in the main window Activities

You can open the document with write protection. This prevents macros and field updates, which would change the document, to be executed. In addition, other users can still access the document.

1. The activity is displayed in the form view.

2. Click

   

   (1/0). In the following list, mark the document and click

   

   Read.
   OR
   In the menu to the button

   

   (1/0), select

   

   Read / <Single letter>.

3. The document is opened in write protection mode.

Creating a local copy in the main window Activities

A copy of the application file saved in the CURSOR-CRM database is copied and saved to any folder on the local computer or the network.

1. The activity is shown in the form view.

2. Click

   

   (1/0). In the following list, mark the document and select

   

   Local copy....
   OR
   In the menu of the button

   

   (1/0), select

   

   Read and then the document.

3. Select a location and, if necessary, assign a new file name. Click Save.