"Renaming" a Letter in Config and Export

Becky Ramberg

I have a letter in Config that, with some changes, can be used for an upcoming event. I was told I cannot just edit and rename this letter but could probably do it in Export.

So my question is:  Is it possible to edit it in Export and Save As under a new name?  Better yet, can this be done in Config and then just exported under the new name.

 

Andrew Ludwell

Hi Becky

You can safely duplicate Exports using the Save As function.


The full steps to use a constituent letter that's currently in your config, you'll need to do something like this:

• Go to Config and add a new constituent letter
• In the Blackbaud Word Merge export field, use the binoculars to find the letter you want to duplicate
• Click Edit Export
• In the next Export screen where it shows the fields to export, go to File>Save As
• Now you can safely edit that letter for the new upcoming event
• When you've done that, press Save and Close
• You'll go back to the Constituent Letter in Config, where you can press Save and Close again

This letter should now be available from the Constituent's record or wherever else you needed it.

Elaine Tucker

I have NEVER had this work, as the new letter will over write the letter in export.  I've ALWAYs had to create a new letter and a NEW export.  I would try this with caution - test first on a "dummy" letter. It appears that the actual letter format etc, is embedded somehow in the EXPORT, the config letters is just a place holder for the export/letter.

Andrew Ludwell

I agree, always do this in a test scenario to see that things are working for you before accidentally changing something you didn't want changed.

In order for me to write up how I did this, I ran a test, writing down the steps as I went so that I didn't give bad advice.

Constituent letters are just Exports that have an additional layer of configuration to be used ad hoc in the constituent record through the letter drop down menu, so you will need to ensure you duplicate your Export using the Save As function, not duplicate the letter in config.

Becky Ramberg

Andrew Ludwell:

I agree, always do this in a test scenario to see that things are working for you before accidentally changing something you didn't want changed.

In order for me to write up how I did this, I ran a test, writing down the steps as I went so that I didn't give bad advice.

Constituent letters are just Exports that have an additional layer of configuration to be used ad hoc in the constituent record through the letter drop down menu, so you will need to ensure you duplicate your Export using the Save As function, not duplicate the letter in config.

 

I apologize for not being very clear in my earlier post. What I was hoping to do was to use an inactive letter in Config, make my edits/modifications, rename it and save and export it rather than have to retype a new, modified letter and export it which is what I ultimately did. Andrew, I tried your suggestion but could not find the Export. Not sure what I did or didn't do but obviously it wasn't correct. Thank you tho for your time and suggestion.

 

Heather MacKenzie

Becky Ramberg:

I have a letter in Config that, with some changes, can be used for an upcoming event. I was told I cannot just edit and rename this letter but could probably do it in Export.

So my question is:  Is it possible to edit it in Export and Save As under a new name?  Better yet, can this be done in Config and then just exported under the new name.

 

Check if the letter in Config is actually attached to an export - it should show it in the box, and you'll see what it's named.  Go to Export, find it, do the File and Save as that someone else mentioned, edit the letter in the newly created Export, then go back to Config, create a new letter there, then attach your new export to it by searching it, and save and close the new letter in Config.  I do this all the time, it should work!  A side note - when searching for it, if your new created export doesn't immediate come up in the search results, try the other simple word merge option in the drop down (one has (DOCX) and the other doesn't) - I find that sometimes my new export can feel hidden, but all I have to do is grab the other kind and there it is.

Becky Ramberg

Heather, thanks so much for response. You folks are
great and a terrific resource, esp. for newbies.

B

--

May
the Lord bless you and keep you! May He make His face shine upon
you and give you peace!