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Printing Parameters for Customer Letters

To create a Customer Letters file that contains the printing parameters, click on:

FILE | ACCOUNT MAINTENANCE | CUSTOMER LETTERS 

CUSTOMER LETTERS FILE SELECTION

• New: to create a new Customer Letters file that defines the set of customers the letter will be sent to.
• Edit: to modify a previously created Customer Letters file.
• Delete: to remove a previously created Customer Letters file.
• Cancel: to exit the Customer Letters file printing parameters function. 
• Next: print letters for a previously created Customer Letters file by highlighting the file and clicking on the Next button.

CUSTOMER LETTERS FILE CREATION

Customer Letter Name:  Enter a name for the set of customers this letter will be sent to. This will allow a set of customers to be accessed again in the future.

Data Source

Choose from:

• Existing Customers:  Check this parameter to send the selected letter (Wording Template) to all existing customers.  Click on Change Criteria to limit the set of existing customers based on the information contained in the Customer Record and the ticket transactions.
• Potential Customers:  Check this parameter to send the selected letter (Wording Template) to all customers in the Potential Customer file.  Click on Change Criteria to limit the set of potential customers based on the information fields contained in the Potential Customer file.

Wording Template:  Select the pre-defined letter (Wording Template) to send to the set of customers defined above. (See Customer Letter Configuration documentation for further details about Wording Templates.)

Detail Information

Choose none, some, or all:

• Include Vehicle Information:  Check this parameter to include vehicle information in the letter.
• Include Maintenance History:  Check this parameter to print all maintenance items on the letter in between the header and the body of the letter. To print only specific maintenance items, click on the Change Criteria button and specify the selection criteria.
• Include Recommended Services:  Check this parameter to print all recommended service items on the letter in between the header and the body of the letter. To print only specific recommended service items, click on the Change Criteria button and specify the selection criteria.

Suppress Letter:  Select one of the following options to suppress printing letters without any details.

Choose from:

• Never
• When No Maint History
• When No Recom Services
• When No Maint History or No Recom Services

Output Type

Choose from:

• Printer
• File Export: if selected, enter the Full File Path where the file should reside when created. 

Click NEXT.

Finish

• Cancel: to cancel any changes made.
• Back: to go back to the previous screen.
• Next: to continue and review the parameters selected.
• Save: to save the selected parameter changes.
• Save and Preview: to save changes and preview the actual letters to be sent or a list of the customers that are targeted.
• Save and Run: to save changes and print or export the data.
• Finish: to create another Customer Letter file or exit out of the Customer Letter file tool.

See also