All mail relating to a workflow should be added through workflow. You can send mail to any person or agency contact attached to the workflow. To write to someone other than people whose names appear on the People or Contacts panel, you must first attach their People record to the workflow.
To send mail through workflow:
Select the Add Mail to Primary action on the General panel of the workflow record to send mail to the primary person; OR
On the People or Contacts panel, select the check box next to the person you want to send mail to and select the Add Mail action. Note that sending mail to an agency contact on the Contacts panel will automatically attach that record to the workflow and place it on the People panel.
If you select more than one record, the Create Targeted Mailing dialog box appears. If any of the People records you selected contain affiliation codes with popup messages, you can select the check box next to a code to exclude records with that code from the mailing. The number of records containing the code along with the code and its translation appear next to the check box. Click the Create Mail button to go to the Targeted Mail record page.
Complete fields on the Mail panel of the mail record. If you use a form letter to request or provide information, it may have fill-ins (merge fields that let you customize the outgoing letter) or references (merge fields that let you merge name and address information from other People records). Complete fill-in and reference fields. When you print the letter, the fill-in and reference information is merged into the letter. If you use a form letter with standard merge fields or user-defined fields from your workflow, the data from the workflow is automatically merged into the letter.
Print your letter now or add it to a batch. The mail action appears on the Steps panel of the workflow record.
Select the Close action to close the mail record. If you want to return to the workflow record, click the Return to Workflow action instead.
References in letters generated through workflow let you refer to field information in other People records. You can use references in letters to agencies when you want to include name and address information about the correspondent on whose behalf you are writing. There is no limit to the number of records you may reference in a letter.
When you select a form letter with references, the reference fields appear near the bottom of the Mail Record page. Click in a reference field for a listing of all People records attached to the workflow and all agency contacts associated with the workflow. Click the record whose information you want to appear in the reference block of the letter. For example, if you're writing to an agency and you have a reference field labeled Correspondent, click in that field and select the name of the correspondent on whose behalf you're writing. Or if you're responding to the correspondent and want to identify the agency contact, click in the Agency reference field and select the agency contact. The field data that is merged into the letter, as well as the reference field labels, are determined when you create the form letter containing the references.