Using an Advanced People Search, you can locate a group of people to whom you want to send the same letter. From the Search Results page, you can select some or all of the found records and send letters to them via U.S. Mail or E-Mail. This process creates one Mail record for all selected people. If the number of records is too large to print all the letters at one time, you can split the Mail record into multiple records, with each one containing a portion of the selected People records (see Step 8). You can also review the People records from the Mail record and move or remove those who have received the letter previously or who do not have an e-mail address (see Step 9).
To send mail to multiple people:
Search for the People records you want to send the letter to.
On the Search Results page, select the check box next to the People records you want to send the letter to, or click the Select All link at the top of the listing to select all records that were found with your search. If you selected some of the records, you can click the Show # Selected link above the check boxes to show only those records.
Select the Add Mail action to go to the Create Targeted Mailing dialog page, which displays the following information:
The number of People records containing an affiliation code with a popup message, such as Do Not Mail. If you want to exclude People records that contain a specific affiliation code, then select the check box next to each code you want to exclude.
The number of People records that have incomplete addresses. This information only appears if Restrict Letter Printing if Postal Address is incomplete is set to Yes in your System Configuration settings. Select the check box next to the People records that you want to exclude for each address type - Home, Business or Preferred.
The number of People records who's record security restricts you from sending mail to. Those People records will automatically be excluded from the targeted mailing.
Click the Create Mailing button in the Create Targeted Mailing dialog box to create a single mail record for the selected People records.
Complete fields on the Mail panel of the Mail Record. Note that IQ automatically sets the In Method field to No Incoming.
Select a form letter by clicking the search icon next to the Form Letter field. In the Select Form Letter dialog that appears, click the letter you want to use. To view only those letters associated with the issue code or codes you selected, select the Limit by Code button. 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 printed in final or sent via e-mail until their status is changed to Approved. Once you've selected a letter, you can customize it if you wish by selecting the Customize link.
The letter ID and status appear next to the Form Letter field. Note that if the form letter status is not Approved or if the letter is checked out, you will not be able to print the letter in final or send an e-mail message containing the letter. 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 assign a letter that's been send 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. You can do this in one of two ways:
Click in the Status field and select Request Approval. This lets the person or persons with review and approval authority locate and approve the correspondence.
OR
Select the Request Approval WF action. This action launches a workflow that routes your mail to the person or persons who have authority to review and approve the correspondence. The workflow that is used with this action is assigned in your user Preferences.
Split the targeted mailing into smaller ones, if desired, for easier printing management. Click the People tab, select the Split People action, and enter the size of each targeted mailing you want to create. Click the Split button to split the targeted mailing into Targeted Mail records with the number of People records you entered for the size.
Select the Review People action on the People panel to remove people who have received this letter previously or those who do not have e-mail addresses. You can also move selected people to another Targeted Mail record.
Print the letters by selecting the appropriate action. Note that some print actions may be unavailable if the letter is not Approved or is checked out by a user.
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 and return to the Search Results page.
If you print a draft or preview of the letter, the selected status remains. Select the Close action to close the page and return to the Search Results 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 default printer used for printing from the Mail Record page is the last printer you selected for printing from the Full Batch or Mail Search Results page. Click the Pick Printer action to toggle between On and Off.
Remember that for a targeted mailing, a single mail record is created and attached to all selected People records. When you access that Mail record, either through one of the People records it's attached to or directly from a Mail search, you can view a listing of all People records to which the letter was sent by clicking the People tab. You can also use the Expand T-Mail action to display all of the people records that are attached to targeted mailings on the Mail Search Results page.