Defining Transfer Formats

To create transfer formats for (bulk) letters:

1. Select Extras > Connection with Word Processor from the menu.

   

2. Click (Load) next to the File Name field. Select the document created earlier.
   Note: The target document may not contain any merge fields at this point.

   If the document is stored in Aurea.CRM's document repository, you can click (Select Document) or enter the ID of the document in this field.

   If you use a .docm file stored in Aurea.CRM's document management system, you cannot save once the mail marge fields have been inserted. To avoid this issue, add ".docm" as a file type that should not be deleted (see Configuration Info Area in the CRM.core Administrator Guide (Documents category, File types to retained option). You can then save the DOCM file locally and upload it to Aurea.CRM manually.

   Enable the Language transformation check box if you want catalog values to be translated into the language entered in the person record.

3. If you are creating a transfer format for a single letter, you can choose whether and how to save the document. Mail merges are not saved in Aurea.CRM's document management system.
   • Enable the Save without prompt option to automatically save the letter in Aurea.CRM's document management system after transferring the data, see Single Letters and Document Management. The letter is saved using the document's name as a general document. You can additionally specify a Document class and Keyword.
   • Enable the read-only option to save the letter as read-only.
   • To save the letter under a different name, enter the name in the Save document as field. Enter the file name without an extension: The Document Type extension is used. If no type is selected, the document's file extension is used instead. You can also use variables for the document name.
   Note: These options are not available if you select E-mail under Output to.
4. To encrypt or sign a document, enable the Encrypt/sign check box and select an option from the Security Settings drop-down list.

   This option is only available if encrypting documents has been enabled in the Configuration info area, see Configuration Info Area (Security category, Single letter option)in the CRM.core Administrator Guide.

   1. If you want to use transfer fields, click (Load) under Select transfer fields and select a format from the list.
      • Click (Delete) to remove a selected format.
      • Click (New) to define a new transfer fields format, see Transfer Fields.
      • Click (Edit) to edit a selected transfer fields format.
5. Enable the Label check box if you wish to create a letterhead or output labels:
   • The label entered in the person record is used.
   • If no label is entered in the person record, the company label is used instead.
   • If you select a label in the Select label format field, the label is used for all records, even those for a label has already been entered.
   • If no label is found, the first label available from the Select label format field is used.

     Use the Other Addresses field to select a different address, e.g. a billing or delivery address. If the specified address type has not been entered for a record, the company address is used instead.

     Use the Label Options button to define or edit labels.

     Enable the English field names check box to transfer the label fields (Addr.0, Salutation) in English. This ensures that the letter is generated correctly with other Aurea.CRM language versions.

6. Determine the output destination under Output to:
   • Printer: The letter is sent to the printer.
   • File: The letter is opened as a file. You can choose to save the resulting document, see Single Letters and Document Management.
   • E-Mail: The letter is sent as an e-mail (an e-mail client must be configured in the Configuration info area, >> Configuration Info Area (General Settings category, E-mail Client option)in the CRM.core Administrator Guide.
   Note: You can only output single letters as e-mails, see .Creating a Single Letter If you wish to send out a mass mailing by e-mail, you can do so as part of a marketing activity, see Execution (Marketing Activity).
7. If you select E-mail under Output to, you can determine the following settings in the E-mail pane:
   • Send as: Select the e-mail format (TEXT or HTML).

     You can include database contents in HTML e-mails directly using specific tags, see Contents of a Mass Mailing in the Business Logic Manual. In this case, you do not need to define transfer fields.

8. Click on (Save) under Transfer format to save the transfer format (format type "Word processor").
9. Click Close.

Transfer format based on queries (created in Aurea.CRM web) instead of transfer fields cannot be used in Aurea.CRM win to generate single letters and mass mailings.

File Name Variables

You can define variable document names using placeholders enclosed in {}. These placeholders are replaced with the actual values when creating the letter.

The following placeholders are available:

Examples: