Create/Edit Letters PURPOSE Use the Create/Edit Letters option to create new letters and personalize existing letters for your prospects. Sample letters of varying types are included in this section. Remember, only users with a security level of 3 (Dlr/Mgr/Admin) can edit letters and create a new letter. Users with a security level 0 (Laptop Computers) can create and edit existing letters only. Users with security level 0 must save a letter he/she has made changes to as a name other than it’s current one for changes to be saved. Please Note Disclaimer: The sample letters in TrakMate are provided for general guidance only, and do not reflect the requirements of individual state or local laws. Before customizing the samples for use in your dealership, TrakMate recommends that you check for specific requirements in your state or locality, such as restrictions on the use of referral fees. HOW TO PROCEED You can access the Create/Edit Letter process by : OR Select "Edit", then "Create/Edit Letters" from the Desktop menu. Click the button on the Desktop toolbar. TrakMate for WindowsTM will display a list of available letters. Click <New> to create a new letter, <Edit> to edit an existing letter, or <Delete> to delete an existing letter. To edit a letter, highlight the letter and click <Edit>. The text editing screen will appear. To Delete a letter, click <Delete>, a message will advise you that the prospects have this letter programmed. It will suggest two options – one, to use the Optional Reporting to CHANGE the letter to another letter if applicable, or to use Optional Reporting to DELETE the letter from the assigned customers or prospects. The Optional Report <Delete> button has a help in the HINT box to guide you. Note: Salutation (SALUT) field is used as the greeting on letters, which is generated by TrakMate. The salutation field defaults to the PREFIX and LASTNAME fields. The salutation will appear exactly as you enter it. You may type a specific greeting, i.e. Mary & John rather than the default. The Add/Delete Field buttons allow you to insert this field in your letters for the automatic mail merge feature. Note: If you have chosen an existing letter, the text will appear in the editor as shown in the diagram. If you chose to create a new letter, the editing screen will be blank. INTERPRETING THE SCREEN DISPLAY Descriptions of the TrakMate for WindowsTM Editor Functions The descriptions follow the button functions of the editor beginning at the far left and extending to the right of the screen. New Button Brings up the Letter Information window to create a new blank letter. Open, Save, and Close Buttons Open letters which have already been created, save letters with changes, and close the editing window. Letter Info Button Displays the Letter code, Description, Operator Message, Letter type, and Auto Insert Days block. TrakMate will automatically enter the dates and letter codes that you create or edit under the Edit Menu - Create/Edit Letter option. If you use this option, you can select specific letter codes and designate the TYPE, whether it is an ACTive or SLD(sold) letter, which Department it applies to, as well as the number of days you want the letter to be mailed. This function works when a new file is created ACTive. It will automatically program your generic ACTive letters in a new prospect's file. When you update the prospect's data by pressing the UPDATE button, the departmental letters will be automatically programmed according to the prospects Status(ACT/SLD), and the prospects Department(New, Used, etc.). When the DELIVERY field is changed to "Y" from anything else (normally a "U" or "N"), the SOLD/Owner follow-up letters will be automatically programmed after you press UPDATE button. SOLD field and DELIVERY DATE fields are required for the automatic procedure for any SLD(sold) letter. NOTE: Sold letters key off the DELIVERY field and Sold Lease letters key off the MATURITY DATE field. Remember, the generic letter types ACT and SLD will be inserted into all ACT or SLD prospects regardless of Dept. The specialized letters for each department will be inserted after the user updates the prospect. NOTE: Due to relational database architecture, any changes made to letters through the Enter/Edit Letters form, or System Configuration will affect all prospects scheduled to print that letter. Spell Check Button Checks the letter for any spelling errors. Spell Check will bring up words that are similar to those found in the Spell Check dictionary. You have the following options: Change to: The Change to text box displays the corrected form of the word found. This field can be edited. Ignore: Does not change the spelling of the word in the Not in Dictionary field. Spell Check will show all other instances of the word. Ignore All: Does not change the spelling of the word in the Not in Dictionary field. Spell Check will not change all other instances of the word nor will it give you the option to change those words through the rest of the document. Change: Type a new word or select a word from the Suggestions list to replace the word in the Not in Dictionary list with. Change All: Type a new word or select a word from the Suggestions list to replace the word in the Not in Dictionary field with. This function will change all instances of the word in the Not in Dictionary field to the word in the Change to field. Add: Adds the word in the Not in Dictionary list to the dictionary. Cancel: Cancels and closes Spell Check. Pressing Cancel will not undo changes made while using Spell Check. Preview Button Show a record value or evaluation of data fields that are used for Button mail merge. The record shown is always the last prospect to be entered. Print Button Prints your completed letter(s). The letter will print as displayed. To print values rather than fields, click "Preview" prior to printing. Fld Ins/Fld Del Field Buttons Add or delete a data field. Especially useful for Mail merge. Add a field by pressing the Add button. A dialog box will appear which gives you options of the fields available in a drop down box. "Set as an Email Letter" CheckBox When checked, the letter is set as an email letter. You must press Save to save it as an email letter. The letter may be changed back to a printable letter by merely unchecking the box and resaving. The Email Settings Button is also enabled when this box is checked. Email Settings Button Brings up a window where you can set a ReplyTo Address, Subject, and a From Name (name recipient sees in the From part of the email when they receive an email from you). You may also use the Use Default checkboxes to load the system defaults that are set in the Configuration Form on the Email Tab. Font Type and Font Size Change your font style or size by using the drop down box and arrows to scroll down to the desired font or font size. Justification Buttons Hard left justified, centered, and hard right justified icons respectively. Character Format Buttons Bold, Italic, and Underline. Left/Right Margins Select the margin width, in inches, by clicking on the dropdown and selecting the desired width. WORD PROCESSING EDIT KEYSTROKES Knowing how to use common editing keystroke combinations can help save time, especially when working with longer documents. Here is a list of some of the more helpful combinations and explanations. CURSER MOVEMENTS Arrow keys Cursor left, right, up, down Page Up and Page Down Cursor up or down by window size. Home Cursor to the beginning of the line. Control-Left arrow and Control-Right arrow Cursor to previous or next word Control-Home and Control-End Cursor to beginning of document or end of document. ADDING AND DELETING FIELDS To add a field to the document, position the cursor where the field should be added. Click the "Fld Ins" button or Right-Click on the Letter Form. A list of available fields will appear. Select the desired field to add to the letter. SPECIAL FIELDS {Now} The {Now} field inserts today's date when the letter is printed. Four formats are available. In addition, a number of days between 1 and 365 may be added to the date. When evaluated or printed, the date will be today's date plus the number of days entered. {CONAME} The name of your dealership. {PREFIX} The {PREFIX} field can be included in the letter heading as it is in SF1 or left out as in the other samples, depending on whether or not you want the prefix included When you print letters, TrakMate for WindowsTM can fill in the full names of your salespeople and managers in appropriate places if you use the field codes {SLSFIRST}, {SLSLAST}, {MGRFIRST}, and {MGRLAST}. The full name of the salesperson or manager must be set up in the configuration section. SAVE LETTER DEFAULTS This option will save all information about the settings of the TrakMate for WindowsTM word processor at that time. Margins, font, font size, tab stops, etc. will be saved. The next time a new letter is created, the word processor will default to these values. To save the current settings, select "Letter" from the Desktop menu, then "Save Letter Defaults". MODEL LETTERS You can use the model letters on the following pages as a start for your own letter-writing. You can select any one of them on the Letter Selection screen and then use the Letter Create Function to change the letters for your own dealership. You can use them as they are, or modify them to suit your specific needs. Letter MEM, or Owner Follow-Up is a memo providing the basic information about the Owner, and a reminder to salespeople to make owner follow-up calls. Please Note Disclaimer: The sample letters in TrakMate are provided for general guidance only, and do not reflect the requirements of individual state or local laws. Before customizing the samples for use in your dealership, TrakMate Recommends that you check for specific requirements in your state or locality, such as restrictions on the use of referral fees. Sample "CSI" Letter Sample "CSQ" Letter Sample "FU1" Letter Sample "FU2" Letter Sample "FU3" Letter Sample "Memo Owner Follow-Up" Letter Sample "Sales Follow-up 1" Letter Sample "Sales Follow-up 2" Letter Sample "Sales Follow-up 3" Letter Sample "Sales Follow-up Thank You Referral Request" Letter Sample "Sales Follow-up" Letter Sample "SF3 Questionnaire Text" Letter Sample "Salesperson Introduction 1" Letter Sample "Salesperson Introduction 2" Letter Sample "Salesperson Introduction 3" Letter Sample "Salesperson Introduction 4" Letter Sample "Service Follow-up 1" Letter Sample "Service Warranty Follow-up 1" Letter Sample "Service Warranty Follow-up 2" Letter Topic 6a