How to insert (OUR) References in AutoMail templates

Introduction

It is possible to set up your template so that references can either automatically be filled out, or prompt you to enter a reference when you generate a reference.

This guide article explains how to set up "Our Ref" on the template you have created. This is a reference that you would use for your own internal purpose. For example, when you send a letter to a client, you may like to reference the letter. This would generally include the Client's Partner Identifier (AB), the Client's Manager Identifier (CD) and the client's IRIS Identifier (EFGH).

This will be displayed in the letter as:

OUR REF: AB/CD/EFGH

It is possible to set up the template so that information can be automatically entered at the time of generating the letter. You will need to edit the template, to do this:

1. From IRIS Main Menu, log on to IRIS AutoMail.

2. The IRIS AutoMail - Letter Request browser screen displays, select the Templates icon on the toolbar.

3. The AutoMail - Letter Template Maintenance screen displays. Highlight your template and select the Edit icon on the toolbar to edit the template.

4. The template will be displayed, toggle on the Field codes (press ALT F9 on your keyboard. For more information, please read Knowledge Based Article 1490).

5. Minimise Word, the Tag selection screen will be displayed.

6. Click on the Particular Client folder, Common
   
   If for example, you would like the client ID within IRIS, Partner and Manager identifiers, select:
   

   • Iris Client Identifier

   • Manager of Client,  select Identifier within IRIS

   • Partner Responsible for Client, select Identifier within IRIS

7. Maximise the Word Document.

8. Place your cursor where you would like to enter the Ref.

9. Type Our Ref:.

Microsoft Word 2007/2010

1. Click the Mailings Tab, in the Write & Insert Fields section click on the Insert Merge Field down arrow.

2. Select LMCLIRISIdentifier.

3. Enter a / to separate out the Identifiers.

4. Repeat steps 1 to 3 to enter the:
   

   • Client Manager - LMCLManagerIdentifier

   • Partner -LMCLPartnerIdentifier
     

5. Minimise MS Word and click Save in the Tag Selection screen.

Microsoft Word 2003

1. Click Insert Merge Field (located on the left of the Insert Word Field in the task bar above the document).

2. Select LMCLIRISIdentifier.

3. Enter a / to separate out the Identifiers.

4. Repeat steps 1 to 3 to enter the:
   

   • Client Manager - LMCLManagerIdentifier

   • Partner -LMCLPartnerIdentifier
     

5. Minimise MS Word and click Save in the Tag Selection screen.