Introduction to Customer Letter Documents

The 'Documents' routine allows you to print particular documents or Forms in batches. You can print Customer Letter documents from the Contact module. To begin printing documents, use the [Module] button in the Master Control panel to ensure you are in this module and then click the [Documents] button, also in the Master Control panel. You can also use the Ctrl-D (Windows)/⌘-D (Mac OS X) key combination. A list of the documents that you can print from the Contact module will appear. Then, double-click the item in the list that you need. A specification window will then appear, where you can decide the documents that you want to be printed. Click [Run] to print the documents.

You can often print documents for a selection range, such as a range of Customers. To do this, enter the lowest and highest values of the range, separated by a colon. For example, to print documents for Customers 001 to 010, enter "001:010" in the Customer field. Depending on the field, the sort used might be alpha or numeric. In the case of an alpha sort, a range of 1:2 would also include 100, 10109, etc.

To determine the Form that will be used when you print a document, follow this procedure:

  1. For each option, design a Form using the Form register in the System module. This process is fully described here. A file containing samples of each Form is supplied with Standard CRM, and will have been imported to your database if you chose the option to start with standard settings when you created it (as described here).

  2. Change to the Contact module and open the 'Documents' list window by clicking the [Documents] button in the Master Control panel or using the Ctrl-D (Windows)/⌘-D (Mac OS X) key combination.

  3. Highlight each item in the list and select 'Define Document' from the Operations menu. In the subsequent window, assign a Form (or more than one Form) to each document: this window is fully described here.

  4. You only need use the 'Define Document' function once. Afterwards, Form selection will be automatic.

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