Group letter is a letter that is sent to multiple business partners simultaneously. With group letters, it is easy forward information that concerns multiple customers or suppliers of the user organization.
New group letter view is used to create and send new group letters. Older, earlier sent group letters can be looked at in Old group letters view.
Group letters are created in Registers > Group letter > New group letter.
The recipients are chosen in the Recipient search view. The search can be defined with Name, ID and Customer No. fields, for example. If the business partners have Main groups or Business partner groups, they can also be used to define the search.
The passive business partners are included in the search by choosing Show inactive partners. The business partner types shown in the search results are chosen with selections Customers, Suppliers and Persons.
When Search business partners button in the top bar is clicked, the business partners according to the search criteria is shown in the lower section of the view. A single business partner can be chosen by clicking the box in the left side on the row. If all business partners in the search results are chosen, Select all button is the easiest way to do it.
After the business partners have been selected, Write group letter button opens a new view to write the group letter. More information about this view is found under the next heading. If the recipients’ address information is incorrect, the user is informed about this before going to Composing view.
Composing and sending the group letter
In the Composing view, sending channel, mailing channel and send date of the group letter are selected. Letter type field determines the template used with the letter: user can choose to use Procountor default template or personal PDF template. It is also possible add PDF attachments to the Procountor default template.
If Letter written/based on a Procountor template selection or Letter written/based on a Procountor template in PDF format selection is chosen, the fields of Title and Letter text must include information. If Formed on a personal PDF letter template selection is chosen, it is not obligatory to include information to Title and Letter text fields. However, uploading a personal PDF letter template through Select file button in the top bar is necessary in this case.
Layout of the letter can be checked by clicking Preview button in the to bar of the view. Previewing the letter is recommended especially when personal PDF templates are used.
After all selections have been made and the letter has been composed, Send button in the top bar sends the message to the chosen recipients. After the letter is sent, it will appear in Old group letters.
Notes concerning layout and sending the group letter
Procountor places the recipient’s name to start from a position that is four centimeters from the top edge of the page and two centimeters from the left edge of the page. Address area stretches up to 10 centimeters from the left edge of the page. If this area contains information in the letter, the address will be written above it.
Every page of the letter must have a margin of one centimeter in the left and top edge. The paper layout must be A4 when a personal PDF template is used. Some PDF software have “Letter” as default layout setting – in these cases the layout has to be changed manually.
When a letter is sent by mail, it is possible to choose between first class and second class mail as well as between coloured option and black & white option. The envelope is size C5 (22,9 cm x 16,2 cm) that has a window of 9,0 cm x 6,0 cm. The window is placed 1,8 cm from the left edge and 1,5 cm from the top edge.