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AccountManager Form Letters

Form Letters can be created based on templates stored in the AccountManager database.  Form Letters are useful for sending the same, pre-formatted letter to multiple contacts (such as an invitation to a tradeshow or other function), or for letters you send repeatedly (such as a literature cover letter).  All AccountManager Form Letters are designed to be printed on paper, not sent “electronically.”  They 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 Form Letters

1. Open the AccountManager database and go to any Contacts view.

2. Select the contact(s) you wish to compose Form Letters for, click the “Letter” action button, and then the “Form Letter” choice under that.  (Note:  you could also follow these same steps from inside a contact profile).

3. Select the Form Letter Template you wish to use from the picklist.  (For more information on creating Form Letter Templates, see “Correspondence > Form Letter Templates” Help).

4. A new letter based on that template will be created under each of the contacts you selected.

  • The Letter area will be pre-populated with the current date, name and address of the selected contact, salutation and closing.
  • The Activity area will be pre-populated with a Follow-Up Date, and your name as the “Scheduled For” person.

5. If you only selected one contact, you can click the “+” next to the contact’s name in the view.  The letter will be displayed as a response document underneath that contact.  If you selected multiple contacts, you may find it more efficient to go to the “Activities” view.  Expand your name, and look for the letters towards the bottom of your list of open Activities.

6. To print the letters, select them all and click on “File > Print”.  (Note:  The Activity Area will not be printed on the hard copy).

7. Once printed, and if no future follow-up action will be required, reselect the letters and click the “Close Follow Up (sel)” button.  Do not do this until you have printed the letters, as this will change the Status of each selected letter to “Closed” and they will disappear from this view.  (Once “Closed”, the letters can still be found as response documents underneath the contacts).

8. If future follow-up action will be required on these letters, you can leave the default follow up date and yourself as the “Scheduled For” person.  Alternately, you can open any  of the letters and modify the Activity area by changing the follow-up date and/or person(s) the action is “Scheduled For”.  You can also specify a specific principal if appropriate, and enter additional comments.

[Form Letters Screenshot 1]

Form Letter Field Descriptions

(Note:  The action buttons and fields available on your 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 



Closes the letter document.

Save / Edit

(toggles between) 

Edit – Enables the ability to edit the letter.  No changes can be made until the Edit button is clicked.

Save –  Saves the letter. 


Allows you to send a notification email to the account manager(s) assigned to the contact. (Lotus Notes email users only).


Prints the letter.

Link To Opportunity

Allows the letter to be linked to up to three existing opportunity profiles.


Field Descriptions:

Field Name


Date Sent

Date the letter was sent (user entered).

Sent (checkbox)

Indicates the letter has been sent.

Follow Up Date

Date that follow up is required on the letter.  Defaults to the number of days forward, specified on your user profile.


Status of the document (Open, Closed, On Hold).


Click the hyperlink to select what this letter is regarding. (Choices populated by your AccountManager administrator).


Click the hyperlink to select the types of attachments accompanying this letter.


Comments pertaining to the 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 letter.  Defaults to your name when creating the letter, but may be changed to another user, or multiple users.


Click the hyperlink to select a particular principal associated with this letter (if appropriate).