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AccountManager Fax Letters
Fax Letters can be created within the AccountManager database. Fax Letters are saved in AccountManager as linked documents to the contacts you corresponded with, are accessible by anyone with access to those contacts, and can be treated as activities to follow up on.
Creating Fax Letters
Fax Letters can be used either on their own or as a “fax cover sheet” when additional pages are being transmitted.
1. Open the AccountManager database, and go to any Contacts view.
2. Select the contact you wish to compose a Fax Letter for, click the “Letter” action button, and then the “Fax Letter” choice under that. (Note: you could also follow these same steps from inside a contact profile).
3. A new fax letter will open.
4. The Letter area will be pre-populated with the current date, name, company and fax number of the selected contact, your name, fax number and email address, and the default number of fax pages (“1”).
5. The Activity area will be pre-populated with a Follow-Up Date, and your name as the “Scheduled For” person.
6. Enter a Subject for the Fax Letter, change the number of pages if necessary, and compose a body of the Fax Letter if desired.
7. If future follow-up action will be required on this fax letter, fill out the Activity area with the follow-up date and person(s) the action is “Scheduled For”. You can also specify a specific principal, if appropriate, and enter some comments. If no follow-up action will be needed, change the status to “Closed”. (Note: The information from the Activity area is not visible when the fax letter is printed).
8. Click the “Print” button to print the fax letter. If you’re going to send or deliver it immediately, enter the “Date Sent.”
9. “Save” and “Close” the fax letter.
Fax Letter Field Descriptions
(Note: The action buttons and fields available on your Fax Letters may vary slightly from those in the example, depending up on your company’s configuration. See your AccountManager administrator with any questions).
Action Buttons:
|
Button Name |
Usage |
|
Close |
Closes the letter document. |
|
Save / Edit (toggles between) |
Edit – Enables the ability to edit the fax letter. No changes can be made until the Edit button is clicked. Save – Saves the fax letter document. |
|
Notify |
Allows you to send a notification email to the account manager(s) assigned to the contact. (Lotus Notes email users only). |
|
|
Prints the fax letter. |
|
Link To Opportunity |
Allows the fax letter to be linked to up to three existing opportunity profiles. |
Field Descriptions:
|
Field Name |
Description |
|
Date Sent |
Date the letter was sent/faxed (user entered). |
|
Follow Up Date |
Date that follow up is required on the fax letter. Defaults to the number of days forward specified on your user profile. |
|
Status |
Status of the document (Open, Closed, On Hold). |
|
Regarding |
Click the hyperlink to select what this fax letter is regarding. (Choices populated by your AccountManager administrator). |
|
Comments |
Comments pertaining to the fax letter, perhaps to the individuals responsible for following up. Click the hyperlink to preface your comments with a date and name-stamp. |
|
Scheduled For |
The person(s) responsible for following up on the fax letter. Defaults to your name when creating the document, but may be changed to another user, or multiple users. |
|
Principal |
Click the hyperlink to select a particular principal associated with this fax letter (if appropriate). |