In This Article:

    Setting a Letter as a Form Letter DP

    In This Article:

      Once you have created the appropriate letter or receipt in the word processor, it is time to identify it as a Form Letter or Receipt. That is to ‘attach’ this letter to a specific screen within DonorPro, such as the donation screen, so that it appears as a choice on the letter dropdown field. Remember: There is no limit to the number of Form Letters you can create in DonorPro.

      1. From the main menu, select Manage and then Configuration.

      2. The Configuration window will be displayed. Select Form Letters & Receipts from the Configuration Explorer.

      3. The right panel will change to display the Form Letters List Configuration. This screen lists the name and type of form letter; how the letter is to be delivered (email or mail); Receipts will be marked if it is Tax Deductible; if the letter has been set as a Summary Letter; if the letter is to be displayed on the dropdown screen and if the email attachment is to be converted to a PDF file upon sending the document. The Description column lists the name of the document created in the word processor or, if you have selected the delivery method of email, the email attachment name. The Email Content column lists the name of the document you are using as the text of the email.

      4. Select the Add Form Letter to Screen button. You can also Edit or Delete Form Letters. The edit option is for editing the various options of the form letter. For example, if you no longer want a certain letter to appear in the dropdown list, you will want to edit the letter properties on this screen and deselect the Display on Dropdown checkbox.

      5. Type a Name for the Form Letter, and press the Tab key. This Name is the name that displays on the dropdown list on the selected screen (see the next step).

      6. Select the Type of Form Letter. The Type (Donation, Acknowledgment, Solicitation, Event, General or Receipt) indicates to DonorPro on which screen to display this Form Letter. NOTE: Receipt Form Letters appear in the Receipt dropdown field on the Donation screen. You will need to repeat steps 4-6 if you wish a letter to be available in multiple screens.

      7. When you select a Type of Receipt, you will have the option to select if the receipt is Tax Deductible or Non-Tax Deductible. Designating a Receipt as Tax Deductible or Non-Tax Deductible will indicate to DonorPro from which corresponding numeric range on the Receipts tab to pull the Receipt number. If you choose something other than Receipt, this option will be inactive. Please see the following information on Receipt Configuration in this section for more information on configuring receipts.

      8. If you have selected a Form Letter Type of Donation or Receipt, you will be able to choose whether or not this document is to be a Summary Letter or Summary Receipt. If you choose a type other than Donation or Receipt, the Summary Letter option will remain inactive. Please see the OpenOffice.org Word Processor section in this manual for more information on creating Summary Letters and Summary Receipts.

      9. By default, when you add a new form letter, the Display on Dropdown option is selected. When selected, this checkbox insures the letter will appear in the dropdown list on the selected ‘Type’ screen. TIP: If a letter is outdated and you need to remove it from the dropdown list, return to the Form Letters Configuration screen, highlight the appropriate letter and select the Edit Form Letter/Screen Link button. When the window opens, deselect the Display on Dropdown checkbox. Be sure to Save the change. NOTE: If you delete a letter that has been attached to any record in DonorPro, all history of that letter will be erased from the corresponding files.

      10.  The Delivery Method dropdown allows you to choose if a document is to be sent via regular mail (Mail) or Email (an E-Thank You). NOTE: The Mail option displays a ‘Print’ icon next to the letter on the selected dropdown list, in this example the Letter field on the Donation screen, making it easy for other DonorPro users to recognize which letters are meant for standard mailing.

      11.  Press Select Document and the Document Search screen will be displayed. Select the appropriate Document Type.

      12. Place your cursor in the Description field and type the Name of the document you stored in the Word Processor or use any of the other filters as necessary. Select Search. NOTE: If you don’t know the exact name of the document, you may use the wildcard search to look for a document. As wildcards are supported, but not assumed, to find all documents that have a name beginning with the letter T type T*.

      13. Highlight the desired document and press Enter, or double-click
        the name of the document. The Name of the document will now appear on the
        Add Form Letter to Screen pop-up window.

      14. Press Save. Your document is now a Form Letter and is displayed in the list of Form Letters.

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