When there are mail records that will use the same information, you can create a mail template with information to be repeated from record to record. The template can contain incoming information, issue codes, response information, and any other information that you wish to repeat including custom fields. Once you've created a template, you can use it to repeat the mail information when recording incoming mail, responding to mail, and answering logged-in mail. Note: If the template is created from or is loaded into a workflow related Mail record, the outgoing e-mail subject and outgoing e-mail attachments are not loaded. If, however, the selected form letter in the template contains an e-mail subject or attachments, those will be loaded into workflow related mail records.
To create a template:
Search for an existing People record or create a new one.
Select the Add Mail action on the People Record or New Person page.
Complete fields on the Mail Record page, including the Form Letter field if you want to repeat the letter with the template. Any field information you enter will saved in the template.
Select the Save as Template action to save all data you've entered in fields as a template. Note: Any changes made to the Mail record after you select the Save as Template action, but before you save and close the Mail record will be saved in the template. After you exit the Mail record any future changes made to the original Mail record will not be saved in the template unless you select the Save as Template action again.
Click OK in response to the confirmation message.
The saved template is retained only for your current login session. If you log off, you'll have to re-enter correspondence information and save it as a template.
To use a template:
Search for an existing People record or create a new one.
Select the Add Mail (Template) action on the People Search Results page or the Load Mail Template action on the New Person or People Record page. You can also select the Load Template action on the Mail Record page for new and existing mail records. All mail information from the template is loaded into fields on the Mail Record page. If the template contains a 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.
Select the Close action to close the Mail record if the letter was added to a batch;
OR
Print the letter or send the e-mail message if the letter was not added to a batch, and then close the Mail record.
If your template contained fill-in information, that information is also used for this letter and appears at the bottom of the Mail Record page. If the record used to make the template had an outgoing attachment, it will be attached to the new Mail record. Incoming attachments are not repeated. A Completed status is repeated only when the Outgoing Method is set to No Outgoing. For any other Outgoing Method, the Approved status is entered instead of Completed when you load the template.
Custom and individual letters are not repeated. If, however, you selected a form letter in the Mail record template prior to creating the custom letter, IQ will load the form letter into the Form Letter field.
Information in the In Method and Date In fields is not overwritten by template data when you load the template in an existing mail record (one that was previously saved). If you create a new mail record and select Load Template, the In Method and Date In fields are overwritten by template data. Template comments are appended to existing comments. These features prevent losing information that was entered when the mail was logged in.
Mail record templates may include incoming attachments and associated images. For scanned images, OCR text will also be included in the Mail record template if the OCR option was selected during scanning.
The following conditions will prevent the attachments from being copied into the destination Mail record:
1. If the template or destination mail record has an incoming method of IMAIL.
2. If the destination mail record already contains attachments.
3. If the template's incoming attachment is a Digital Mail file or an incoming e-mail.
4. If the template or destination mail record is associated with a Workflow.