The Set Definition page lets you record information about a set and enter all field information that is to be automatically placed in each People and Mail record created through this set. Settings fields in the top section of the page let you name the set, identify the source, indicate which type of records you'll be creating, and enter a description of the set. Fields in the Record Template section of this page let you enter affiliation, issue, workflow codes and categories, as well as mail information.
Settings fields on the Set Definition page let you record information about the set. Fields include: Set Name, Source, Status, Create, and Description.
Type the set name in this field. If you type a name that has already been used, you'll be notified that the set already exists. A set name is a required field.
Click in this field and select the means by which records will be added to this set. The following sources are available:
Digital
Mail
E-Mail
Import
Manual
Opinion
Phone
E-Mail
Update
Click in the Status field to select one of three status codes: Open, Locked, and Completed. A set will remain open as long as records are being placed in it, either automatically or manually. To prevent the entry of additional records into the set, you can lock it. If you have processed all records in the set and no longer want to use it for record entry, you can change its status to Completed. Only completed sets can be deleted.
Click in this field and select the type of records you'll be adding with this set.
Only
People
People
and Mail
If you select Only People, mail fields do not appear in the Record Template section of the Set Definition page, and they do not appear when you're adding records to this set.
If you're creating an E-Mail or Digital Mail set, this field is automatically set to People and Mail and cannot be changed. This is to ensure that the incoming correspondence information is saved to a Mail record.
This field defaults to the created date and time and the User ID of the person who created the set. You can delete and retype this information to enter a more descriptive name for the set you’re creating, for example Tax Cut Mailing. The description appears whenever you view a listing of sets.
Templates fields let you enter information that will be added to all records placed in this set. Fields include Affiliations, Workflow Codes, Workflow Categories, In Method, Issues, Assigned To, Comments, Out Method, Letter Date, Letter Name, and Envelope.
If this set is being used to record a large mailing or petition from members of an organization or people with the same occupation or interest, you can assign an affiliation code to each People record that's created with this set. Click the search icon next to this field to search for and select affiliation codes and return them to this field.
If this set is being used to enter Agency Contacts into your IQ People database, you can assign a workflow code to each People record that's created with this set. Click the search icon next to this field to search for and select one or more workflow codes and return them to this field.
If this set is being used to enter Agency Contacts into your IQ People database, you can assign a workflow category code to each People record that's created with this set. Click the search icon next to this field to search for and select one or more workflow categories and return them to this field.
Click in this field and select the incoming method for the mail you're creating with this set. If your Source is set to Digital Mail, E-Mail, or Phone, the In Method is set automatically and can't be changed.
If you're using a set to respond to an incoming mailing on a particular issue, you can enter a related issue code. Click the search icon next to this field to search for and select issue codes and return them to this field.
If a user name is associated with the issue code you entered in the Issues field, that name will automatically appear in this field. Click the search icon next to this field to find and select a different user if you want to assign all letters in this set to someone else.
Enter comments regarding the incoming correspondence that you would like to appear in all of the mail records in the set. Leave this field blank if you would like to enter comments as mail records are added to the set. Note that this field only appears when creating both People and Mail records.
Click in this field and select the outgoing method for the mail you're creating with this set.
The Letter Date is the date that appears on all letters created with this set. Type a date or click the calendar icon next to the field to select a date from the calendar that appears.
If you want to assign a specific form letter in response to mail entered with this set, click the search icon next to the Letter Name field to display the Select Letter dialog box, which contains a listing of form letters and formats. When you find the letter you want to use, click it to return it to the Letter Name field. To view only those letters associated with the issue code or codes you selected, select the Limit by Codes check box at the top of the Select Letter dialog box.
To assign an envelope format, type the name of the format in this field.