Create correspondence

Setup required before use	Who Can Use It?	Where Is It?
Document templates	Assist. Project Manager Project manager Director Administrator System Administrator	Projects > Invoices tab Open Project > Documents Menu

• Create a letter
• Create a fax
• Create an email
• Save options in the Document Wizard
• Create a sub project document
• Create a project document
• Create a proposal document
• Create a note document
• Create PDF and email

1. Select the Contacts tab in the Project.
2. Highlight a person in the Project Contacts grid.
3. Select the letter icon on the contact toolbar .
4. Select a template in the next window.
5. Select the save options.
6. Click next.
7. Set the address options.
8. Finish.

1. Select the Contacts tab in the Project.
2. Highlight a person in the Project contacts grid.
3. Select the fax icon on the contact toolbar.
4. Select a template in the next window.
5. Select the save options.
6. Click next.
7. Set the address options. If you've added the FAX RECIPIENT TABLE to the fax template, check the box/s for each recipient required. 
8. Finish.

Generating a fax for multiple recipients

Create a fax to multiple recipients, who are attached to your project. You will need to make a change to your existing fax template - or create a new one. Then when generating a fax you'll be able to select the recipients to appear on the fax. Add the recipient table to your fax. Click here for detailed instructions.    

Selecting cc recipients and searching the database

 

Generate the fax as usual from your project, selecting the template you've modified to include the Fax recipient table. A screen will appear giving you the option to select multiple recipients. You can also browse other contacts .    

 

Who do I select? During the selection of fax recipients you will be presented with all contacts attached to your project. Depending on how your fax is setup, you will either select all contacts from the list or only those contacts who are the cc recipients. If Attention_full_name is within the fax template already, you only need to select the cc recipients. If Attention_full_name is not a bookmark in your fax template, then you would select all contacts in the list.    

1. Select the Contacts tab in the project.
2. Highlight a person in the Project Contacts grid.
3. Click the email address.
4. The email wizard window will appear. Check the TO boxes to add recipients to the email.
5. Choose an email template from the drop down list. NEW 4.8
6. Add additional contacts by typing the company name or personnel name in the search field. Press enter to run the search.

7. Click Finish to create the email.

Don't save, just open

This will open the file for the user to preview. No file is saved to the network or the Document Library.

Save into selected location

Enables entry of the File Name to be used for saving the new document, and entry of a Folder location to save the file within.
The browse icon allows the user to look for the folder on the network or their computer. The document is opened for preview once save is complete.

Save a copy into the uncontrolled documents

Allows entry of a File Name, and selection of a Project Folder within the Document Library. The saved Uncontrolled document will be accessible in the Project > Documents tab, and within Project Folder selected. The document is opened for preview once save is complete.

Save as version one (1) into the controlled documents

Allows entry of a file name, and selection of a Project Folder within the Document Library. The Controlled Document will be accessible in the Project > Documents tab, and have version tracking enabled. The document folder is opened with the file is checked out for editing. Once editing is complete then the file will need to be checked back in. If the file name already exists in the project folder then a number will be appended to the end of the file name. i.e. Letter Document (1) or Letter Document (2).

Want to learn more? Using Controlled Files topic

This is the name that the file will be saved as on your computer, or within the Document Library.

This is the folder that the file will be saved to in Document Library (Controlled or Uncontrolled area) for this project, or a selected location on your computer/network. When creating a document for the project, the folder list shown in the drop down is the true project folder structure that can also be viewed in Windows explorer. If controlled folders exist that do not contain any uncontrolled files, these folders are also displayed in the drop down list.

Select to create the document as MS Word® (.doc) format, or as PDF format.

Tip: Did you know that the Document Wizard can automatically default the above settings.

Want to learn more? Document Templates topic