Setting Up a Communication Document

Communication documents are used in the system to merge any data for example,
    • standard letters/faxes
    • bulk mailings
    • contracts/orders
    • invoices/transactions
       

Write the main body of the letter or invoice 

The first task is to write the main body of the document using Microsoft Word and save it in the BusiPro system.  The merge fields will be added later in the process.  Documents can be merged from individual records or from a list built from a report.

NOTE: It is a good idea to save any documents first in the Documents folder of the BusiPro8 folder on your server. This keeps them all together and makes them easy to find.

 

Decide in general terms what sort of merge fields you will want to use 

Once the main body of the document has been safely saved, follow these steps to set up the communication document in Busipro.  In this example a Company Correspondence letter has been used which produces one set of field-options, but other fields become available in other options -  which will be discussed later. All the fields available have been described here, but not all of them will need to be used on every occasion.

  • Go to Parameters & Lists > General > Communication Documents in the main menu.
The code in the Hot Area relates to the type of document and the merge fields available.

  1. Company Correspondence
  2. Company Transaction Based
  3. Contracts/Orders
  4. Transaction Based
  5. Employee Based

Use the code appropriate for the document i.e. letters that need only address details will be set up in code 1, invoices with contract and transaction details would be set up in code 4 etc.

 

Setting up a new Communication Document

  • Choosing a code will show the documents previously set up in a grid.
  • Click on the New Button to the left hand side of the grid.
  • Enter a publication/event code if the document is product specific, leave blank if the document is not related to any product code.
  • Enter a code of your own description in the next box and click on the green tick button.

  • Enter a description of the document in the comment field.  It is important to give your document a sensible name, as this is what will be displayed to you when you come to perform the mailmerge.
  • If the document is related to a specific user, enter or search for their code in the User field. There is an Employee link tick box next to this field if appropriate.
  • To find the document where you have saved it, click on the grey button with dots in it, this will open a browse window to your PC. Find the document (it should be in the BusiPro8 Documents folder) and click on OK, the path name will now be displayed. Clicking on the Word icon button will open the document, you can minimize this as the merge fields need to be added later on.
  • The Use Contact Address tick box can be used if the document being set up will need to be sent to an address linked to a contact rather than a main company address.
  • The Use Contact Comp. Name tick box can be ticked if the document is to be sent to a company name linked to a contact rather than a main company name.
  • Address type 1-8 refers to the address type boxes on the Company Screen (underneath the address). 1 is the main address, in cases of documents set up in the Transactions, this address type is defaulted to 4 (invoice address). BusiPro will default this type to the most likely one for the type of document you are setting up.
  • Clicking on the Communication tick box brings up a number of fields, ticking this box gives the option of recording the communication in the Company Record when it is used. It is a good idea to keep a record of all communications sent to your customers for future reference.
  • Enter or search for the Comm. Type Code, e.g. is this document an email, letter or contract.
  • You can enter a default response for this document by entering or searching for the response code, for more information see Communication Responses.
  • Clicking on the To-Do List Entry tick box will automatically add this communication to your To-Do List in the Organiser when it is sent out. Enter your own or someone else's user code if you wish the To-Do list entry to be added to their list. Enter the number of days and date.
  • Click on the Done button to return to the previous screen and save using the green tick button.

Picking the merge fields that you would like to include on your document
  • Now any merge fields you require need to be added to the document.
  • Click on the line you have just added containing your document, the 2nd tab Field Names will now become available.
  • In the field names tab there are a list of fields available, remember this is dictated by the code you set the document up in.  In the column on the right called "Header1",  number the fields you wish to use in order.  For example contact name 1, company name 2, Address line1 3 etc.  You can use as many or as few of the fields as you need.
  • Click on the Word icon, the fields you have numbered will be transferred to a blank word document.
  • Cut and paste the merge fields into your document where required.
  • Save the document and click on the green tick button.
  • The document is now available for merging.


If the communication document has been set up in the Contracts Code (3). The following fields are also available.

Memo Line Length

- this allows you to state how many letters will be included in one line before the next line is started i.e. if you have a box in the contract/order that will only take a small amount of text, you can specify that here so that the text does not continue outside the box.

Company Role Tick Boxes

- You can specify the document to be defaulted to one of the company role e.g. agent company or invoice company. More than one box can be ticked.
 
 
Copying documents to different Events/Publications

If you have set up a standard document that will be the same for different event/publications, you can copy over the document to another product code to save you time.

  • In the Communication documents window, click on the document you wish to copy and click on the Copy To button.
  • A pop up message will ask you if you want to copy over the document to the event/publication code you are currently working in. This is denoted at the top of the screen.

  • If is this is not the correct event/publication, click on No and hit the Product Class button on the top toolbar. This will bring up a list of the events/publications that have been set up.
  • Choose the correct one and click on the Copy to button again and click on Yes.
  • Another line will be added to the grid with the product code and document comment.

Remember - the document for these two product codes is the same (the path to the document in the folder on the server is the same), therefore changing the text in the document changes both product code documents.

If you wish to change some of the text on for example a standard letter to a new publication/event; open the letter, change the required text save as a new document and then choose that file name in the browse window.