At times you may choose to create a more general mailing list; one that does not involve scheduling recipients in advance. The Mail Merge option in Prospecting will enable you to create a mailing for exporting or printing purposes at anytime without prior thought or addressing individual records.
From Prospecting > Actions > Mail Merge
The Prospecting Mail Merge Export Selection Criteria dialog is now displayed. This display looks and functions the same as the Set Prospect Filter dialog, but instead of filtering prospect records, it allows you to select prospects for the mail merge. In this example, set the Sales Rep code to QC and select OK.
NOTE: There is a checkbox labeled “Limit to default contact for each prospect”. This will list only the default contact for a selected prospect, if there is a default contact for that prospect. If there is no default contact, and there are multiple contacts for the prospect, it will generate a separate row in the export for each contact, just as if this check box was unchecked. This check box should be unchecked by default.
The Prospecting Mail Merge Review dialog is now displayed. As before, this lists the data for all the prospects meeting the criteria entered. You now have the same options presented before; either export the data to your workstation or print a physical copy of the list.
While you are still on the Prospecting Mail Merge Review screen, please scroll to the right to view all of the fields.
*Here is a list of the fields and a brief explanation of where the information is pulled from:
Key – from the Prospecting record. If none is used on the Prospecting record, then this field will be blank.
Customer – will show the Customer Shipping code if the prospect is linked to a Customer Shipping record. If it is not linked, then this field will be blank.
*The fields below come from either the Prospecting record or the Customer Shipping record, depending on the “Use customer name & address” checkbox on the Prospecting window. If it is checked, then the information will come from the Customer Shipping record. If it is not checked, the information will come from the Prospecting record.
CompanyName
Address1
Address2
City
State
Zip
CompanyPhone
CompanyFax
CompanyEmail
*The fields below always come from the Prospecting record.
Sales Rep
SalesRepName
*The fields below will always come from Contact records that are linked directly to a selected Prospecting record. If there is no Contact for a Prospect, there will only be one row for that Prospect, and the Contact fields below will be blank.
ContactName
ContactSalutation
ContactPhone – shows the default phone number for Contact, if there is one. If there is no default phone number for the Contact, the Company Phone Number will be used.
ContactFax – shows the default fax for Contact, if there is one. If there is no default fax for the Contact, the Company Fax will be used.
ContactEmail– shows the default email for Contact, if there is one. If there is no default email for the Contact, the Company Email will be used.
