Giving leads more information about what you do is key to converting them into a project and eventually into an order. To that end, e-manage 7 allows you to create mail merges either for mailing or for e-mailing. When you perform a mail merge to open leads, the template that you use to perform the merge will be saved in the Last Doc Type and Last Doc Date fields of the open leads grid.
This section assumes that you have already created a template and saved it to e-manage. If you have not, you can read the Mail Merge / Bulk e-mail Overview section of this manual that shows how to build a template before performing this action.
To begin, click on the "Tools" menu at the top of the e-manage 7 main window, then on "Mail Merge". The Perform Mail Merge Window will pop-up.
Drill down in the Available Templates by clicking the plus next to the folder(s) you want to see templates for and double click on the template(s) you want to merge (you can choose as many templates as you need to merge). DO NOT DOUBLE CLICK ON FOLDERS - THIS WILL BREAK THE MERGE PROCESS. IF YOU ACCIDENTLY DOUBLE CLICK ON A FOLDER, CLICK THE CLEAR TEMPLATES BUTTON AND START AGAIN.
Highlight the Lead(s) you want to perform the mail merge for from the Open Leads pop-out panel and then drag and drop them into the "Recipients" list box in the Perform Mail Merge window.
Choose an Author. Authors are used to "sign" your letters with your information where author merge fields are placed in the template. If you do not exist in the list, choose "New Author" from the Author drop down list box and click the Define / Edit Authors button and add (or Edit) your information. You can add your digital signature here by browsing to a WMF (windows meta file) file type. Only the user that creates the author record can use the digital signature when performing mail merges (for security reasons).
If you want to create a follow-up based on this mail merge, simply add a follow-up date, then choose the follow-up user from the Assigned To drop down list box.
If you want to send this document as an e-mail check the "Send as e-mail" checkbox, then choose whether to send it as an attachment or to send the e-mail as HTML (this will let you include pictures in the mail merged e-mail).
If you want to create a lead record, you can assign a (or create a new) marketing campaign so you can track the results of this mailing against the cost of doing it. Then Choose the salesperson the lead will be assigned to (even if it is yourself), then type in the Interested In text box. Only by setting the salesperson and interested in fields will a lead record be created and delivered.
If you want, you can add the contact to a group either by assigning one from the drop down list box or by creating a new group, then assigning it by choosing it from the drop down list box.
Click the Merge button and if you are sending as an e-mail, you will get the Subject box.
If you chose to create a lead record, the salesperson you chose will get an alert for a new lead.
If you chose to send via e-mail, the e-mail will be sent immediately using Microsoft Outlook and will appear in your "Sent Items".
If not sent via e-mail, Microsoft Word will be open and you can print your newly merged document.
