Formats control how your letters and envelopes will look when printed. For letters, the format also controls how the letter will look when it is used for e-mail correspondence. Letter formats can also include standard text such as a commonly used greeting or closing paragraph. The Print Format in your letter format may contain merge codes that pull information from People and Mail records to be used as part of the text of a letter. The E-mail Format will typically contain images and html. Formats are used as the basis for creating new form letters, custom letters and envelopes. Letter formats are created from other formats that exist in your system. The initial format is created when IQ is first installed and configured for your office.
To create a letter format:
Click the My IQ or Documents module tab.
Select the Add Form Letter action.
Type the name of the letter format in the Name field.
Select Format in the Type field.
Click in the Directory field and select a folder to place the format in a folder. The folder that appears in this field is the one set as the default in your user Preferences. You'll likely want to choose a letter format folder.
Select an existing letter format to use as the starting point from the list of available formats displayed in the left side of the dialog. The selected format will be displayed on the right.
Click the Add button. IQ displays the Draft Format record page.
If this letter format requires body text, then click the Edit Content radio button next to the Content iframe in the General panel. IQ displays the HTML editor where you can type the body text.
If this letter format will be used to create printed letters, then click the Print Format tab to view and make changes that will control the appearance of printed letters based on this format.
Select the Check Out Print Format action to open the Print format in Microsoft Word.
Make any required changes.
Save and close the Word file.
Select the Check In Print Format action to up upload the updated format into IQ.
If this letter format will be used to create letters for outgoing e-mail, e-newsletters or e-surveys, then click the E-Mail Format tab and verify it contains the correct formatting for outgoing e-mail.
Use the Printed View and E-mail View radio buttons on the General panel to verify the format looks correct.
Change the Status to Request Approval and select the appropriate approver or change the status to Approved if you are authorized to approve documents.
Select Save and Close action to close the record.
Click the My IQ or Documents module tab.
Select the Add Form Letter action.
Type the name of the envelope format in the Name field.
Select Envelope in the Type field.
Click in the Directory field and select a folder to place the format in a folder. The folder that appears in this field is the one set as the default in your user Preferences. You'll likely want to choose an envelope format folder.
Select an existing envelope format to use as the starting point from the list of available formats displayed in the left side of the dialog. The selected format will be displayed on the right.
Click the Add button. IQ displays the Draft Envelope record page.
Click the Print Format tab to view and make changes that will control the appearance of printed envelopes based on this format.
Select the Check Out Print Format action to open the Print format in Microsoft Word.
Make any required changes.
Save and close the Word file.
Select the Check In Print Format action to up upload the updated format into IQ.
Complete the fields, as needed, in the record page.
Change the status to Request Approval and select the appropriate approver or change the status to Approved if you are authorized to approve documents.
Select the Save and Close action to close the record.
Note that formats can contain fill-ins, merge codes, and references. When you use a format with one or more of these types of merge codes to create a new form letter, you'll save yourself the time required to type them into your form letter. For example, you might have a standard reference format that you use when creating new referral letters. Or, you can add copy and enclosure fill-ins to a format so that all form letters you create with that format will automatically have those fill-in merge codes.
IQ removes watermarks from all types of letter printing except for draft printing. This enables you to include a DRAFT watermark in your letters that will be removed from preview, copy, and final letters but printed on drafts. You can include DRAFT watermarks in new form letters when you create them, but if you include them in your formats, new form letters created with those formats will automatically have this feature.
To set up a DRAFT watermark:
Add a new format or form letter or search for one that you've created previously.
Check out the format or letter to move it from the server to your workstation and open it in Word.
In Word, go to Format > Background > Printed Watermark.
In the Printed Watermark window, select the Text watermark option.
Click in the Text field and select DRAFT.
Use the default settings unless there is something you want to modify.
Click OK to save the watermark.