Managing Email and Word Processor Templates

ESC has a built in word processor that allows you to build a variety of documents that can be emailed, printed or attached to customer records.  

You can access the Word Processor by going to Customer Info → Manage Word Processor Templates.  

From here you can edit an existing document by highlighting the template and selecting Open, or you can add a new template by clicking the New button.  

Creating New Templates

When creating a new Word Processor Template, you'll head to Customer Info → Manage Word Processor Template and click the New button.  You'll need to give your template a Name.

If you would like to duplicate an existing word processor template to cut down on the time it takes to complete your new template, you may do so by selecting that existing template in the Base on existing box.

Merge Fields

When creating a new document, you can use Merge fields to enter codes into your document that will pull information in from the customer's record.  This is a great way to personalize a document for each customer that receives it.  This makes it possible to construct a single document and send it to several customers all at once.  

There are many fields to choose from.  As you're writing your letter or document, you'll place your cursor right where you want the information to populate and then select the field you want.  

The fields will be merged with the customers information when the letter is printed or emailed.

Emailing Customers

Once you have completed the documents you need to contact your customers with, it's time to contact your customers.  

1. This can be done from the Customer Center (and various other List Views in ESC, including Report Generation).  You'll narrow down your view to just the customers you want to contact; then head to Activities → Print/Email All Selected Customers.
   
   
   
   
2. You may then choose either the Email using a Template option, or the Email All Customers with an Email Address and Print Remaining option.  
3. Now click Begin.
   
   
   
   
4. Select the template you wish to use to send your email.  The Document Name will be populated automatically with the template name and current date.  This can be edited. 
5. If you want to save a copy of the document to the customer's attached documents, click the Attach sent documents... box.
6. If you are limited in the number of messages that can be sent per day, you may send this message to a smaller section of customers at a time by selecting the range of records in the First Record and Last Record boxes.  
   
   
   
   
7. Now, you may Preview your template before sending it, or just click the Send button.
8. The template itself will appear in the Email screen and the first recipient's contact information will be filled in.  If you wish to customize each email individually, you may do so and click Send at the end to move on to the next.  Otherwise, you'll click the Send All button to send all of the emails at once.
   
   
   
   

Printing Templates

1. Word Processor Templates can be used to create flyers, newsletters, coupons and other documents that you may wish to print from ESC.  This can be achieved by heading to the Customer Center.  You'll narrow down your view to just the customers you want to contact; then head to Activities → Print/Email All Selected Customers.
   
   
   
   
2. You'll choose Mail Merge Using a Template.  
3. Click Begin.  
   
   
   
   
4. Select the template you wish to print out for your customers. The Document Name will be populated automatically with the template name and current date.  This can be edited.
5. If you want to save a copy of the document to the customer's attached documents, click the Attach sent documents... box.
   
   
   
   
6. If you wish to Preview your template before printing it, you may do so now.  Otherwise, click the Print button.