Intranet Quorum merges name and address information with form letter text to create a personalized letter. Form letter texts are created and stored in the Documents module. Form letters that contain bullets (such as numbered lists) may not print correctly or format correctly in outgoing e-mails. Contact your IT Consultant before using bullets in your form letters. You can limit the number of Form Letters allowed in the Documents module by entering the number in the Maximum number of Documents Allowed in the Document Library field in your IQ System Configuration Settings. Once this limit has been reached, no new documents may be added to IQ.
To create a form letter:
Click the My IQ or Documents module tab.
Select the Add Form Letter action.
IQ displays the Add Form Letter dialog with Form Letter selected in the Type field. The default form letter directory and default letter format you selected in your user Preferences are displayed in the Directory and Select Format to use fields. You may select and view e-mail or printed formats by clicking the E-mail view or Printed view radio option and then clicking the format name. Click the Make Default link to change your default format.
Type the name of the letter in the New Form Letter Name field. Use your office standard for naming the letter; a file extension is not required. Form Letter Names may not contain the following characters: ~!@#$%^&*()_+{}[]:;<>?or /. Note that the letter name can be changed depending on the status of the letter and your user security.
Click the Add button.
IQ displays the Form Letter Record page. Click the General tab, if it is not already open. The Status should be Draft and the Edit Content radio option should be selected.
Type the body of your letter in the HTML Editor in the Content iframe and click the Save icon when you have finished. Note: To force a page break in the content of the letter, type three plus signs (i.e. +++).
If your office uses letter approval process, then click in the Status field and select Request Approval. IQ automatically displays the letter approver you selected in your user Preferences. If no approval is needed, then change the Status to Approved when the letter is ready be used for outgoing mail.
If you are going to use this letter to send outgoing e-mail, e-newsletters or e-surveys, then click the E-Mail Format tab and verify that it contains the correct formatting for outbound e-mail.
Select the content Printed View radio option if you would like to see what the letter will look like when it's merged with a name and address. Select the E-Mail View radio option to see what the letter will look like when it is emailed.
Select the Close action to close the Form Letter record page.
Note: If your User ID security permits it, you can set record security for a form letter by selecting the Record Security action on the Form Letter page. This lets you access to Full, Edit, Read, or None, to all or selected users. Whenever record security is set or changed for a form letter, a notation is placed on the Status Log panel that shows the date, time, and user who changed the security.