How to use fill-in prompts in AutoMail

Introduction

IRIS AutoMail uses the interface of Microsoft Word to generate correspondence. To create your own Bespoke AutoMail templates you will require knowledge of Microsoft Word to the level of complexity that your bespoke template requires.

The IRIS support team are not Microsoft Word experts and cannot provide support, advice or maintenance services with respect to Microsoft Word. However, we have provided some documentation to help you with some of the program features.

This topic explains what a fill-in is and how it can be used in AutoMail.

  

A Fill-in prompts you to enter text. It is possible to set up your template so that you are prompted to enter information at the time of merging your letter.

For example, you would like to be prompted for the Staff member's name that is sending out the template, or a customer letter reference.

 

To do this:

  1. From IRIS Main Menu, click IRIS AutoMail.

  2. The AutoMail - Letter Request Browser displays. Click Templates.

  3. The AutoMail - Letter Template Maintenance screen displays. Highlight the folder to which you would like to save the template to.

  4. Locate the folder the template resides in. Highlight the template and click Edit.

The Word Template displays allowing you to edit the details.

  1. Toggle on the Field codes (Press ALT + F9 on the keyboard). For more information, click here.

  2. Place your cursor where you would like to enter the FILLIN. For Example, at the bottom of the letter, whereby it will display the name of the staff member who is sending out the letter.

  3. To check for versions of Word, Click on Help | About when in the Word Document.

For versions of MS Word 2007 or newer

  1. Click on the Mailings tab | In the Write & Insert Fields section, click the "Rules" down arrow

  2. Select "Fill-in..."

  3. The Insert Word Field: Fill-in screen displays. In the "Prompt:" box, enter the text the user will be prompted by. For example "What is your name?"

  4. In the "Default Fill-in Text" box, enter (if required), a default entry for the fill-in field. For example J Smith who may be the manager of the Firm.

  5. Click OK to confirm the details entered.

The system will then display how the prompt will look. You will see the details that you have entered. For example, "What is your name?" and in the field it will hold "J Smith" as the name.

  1. Click OK to insert the fill-in code into your document.

On the word document the FILLIN will be displayed as follows:

{FILLIN "What is your name?"\d "J Smith"}

  1. Minimize Word and click Save in the Tag selection screen.

When generating a letter for a client, this template will then prompt you to enter your name to be used in the letter.

 


Related topics

How to set up custom AutoMail templates

Microsoft skills and Fees templates