In addition to logging in and responding to logged-in mail as separate processes, you can record incoming mail and respond to it at the same time, and you can also initiate mail that's not in response to incoming correspondence. You can send printed correspondence or e-mail.
To send printed mail:
Search for or add the correspondent's People record.
Select the Add Mail action on the People Record page.
Complete fields under the Incoming section. If you're initiating mail that's not in response to incoming correspondence, click in the In Method field and select No Incoming.
Enter response information in the Outgoing section. Select U.S. Mail in the Out Method field to create a letter response using the default mailing address. If the People record contains multiple addresses, you can select a different address by clicking in the Address field.
If you know the full or partial letter name, type it in the Form Letter field. If there is only one match, IQ will automatically enter it in the Form Letter field. If there is more than one letter, IQ will display the Select Form Letter dialog with a list of possible matches.
OR
Select a form letter by clicking the search icon next to the Form Letter field. In the Select Form Letter dialog box that appears, click the letter you want to use. Note: Form letters that contain bullets (such as numbered lists) may not print correctly. Contact your IT Consultant for assistance.
Form letters with a status of Approved appear in the list; those with a status of Inactive do not. Form letters with any other status will appear if they're assignable and will be labeled as follows: -d- for Draft, -ra- for Request Approval, and -da- for Denied Approval. Form letters with these three status codes can be assigned but not sent via e-mail until their status is changed to Approved.
Once you've selected a letter, you can customize it by selecting the Customize link. If you don't have a form letter that you want to use or customize, you can create an entirely new letter by leaving the Form Letter field blank and selecting the Customize link.
If you assign a form letter that's been sent to this individual or to someone else in this person's household, a popup message "n of n duplicate letters to person" or "n of n duplicate letters to household" appears. In addition, the notation n of n duplicate letters to person or n of n duplicate letters to household appears next to the Form Letter field. If the letter is a duplicate for both the person and the household, then the message "n of n duplicate letters to person and n of n to household" appears.
Route the correspondence for approval if your office uses an approval process for mail, and if you need approval of the correspondence before it can be sent. You can do this in one of two ways:
Click in the Status field and select Request Approval to use the status approval process. A field will appear next to the Status field with one of two entries, Any Form/Custom Letter Approver or the name of your default approver for form or custom letters as set in your user Preferences, and select the Close action. This routes the letter to the person or persons with review and approval authority for your mail and lets them locate and approve it. Depending on the process established by your office, they might print it, add it to a batch, or return it to you for final processing.
OR
Select the Request Approval WF action to use the workflow approval process. This action launches a workflow that routes your mail to the person or persons who have authority to review and approve it. The workflow that is used with this action is assigned in your user Preferences.
Print the letter in draft, preview, or final form, or add it to a batch. Note that if the letter status is anything other than Approved, or if the letter is checked out, you will not be able to print the letter in final form. If the letter is added to a batch, it cannot be printed from the batch until the status is changed to Approved or it is checked back into the server.
If you add the letter to a batch, the status remains Approved until the final letter is printed from the batch when the status will be changed to Completed. Select the Close action to close the page.
If you print the final letter, the status of the mail record is automatically changed to Completed. Select the Close action to close the page.
If you print a draft or preview of the letter, the selected status remains. Select the Close action to close the page.
When printing a letter with the Pick Printer action On, you'll be prompted for a printer to send the letter to. If the Pick Printer action is Off, the letter is sent to the default printer without a printer prompt. The Pick Printer default setting (on or off) and the default printer for each type of print job (draft, preview, final, copy, and envelope) are set in your user Preferences. Select the Pick Printer option from the Print action menu to toggle between On and Off.