Globally Adding Constituent Letters to Action Record

Allison Mcintyre · April 2013

I've tried searching for this on Knowledgebase and on the forums to no avail. Does anyone know if there is a way to globally add (from a query) a "constituent letter" to the action tab. I know you can add a constituent letter individually to the action tab, but I haven't been able to figure out if there is a way to add it globally, rather than having to go in to each constituent record, open the letter then save it as an action. Any advice would be greatly appreciated.

Allison

JoAnn Strommen · April 2013

Allison Mcintyre:
I've tried searching for this on Knowledgebase and on the forums to no avail. Does anyone know if there is a way to globally add (from a query) a "constituent letter" to the action tab. I know you can add a constituent letter individually to the action tab, but I haven't been able to figure out if there is a way to add it globally, rather than having to go in to each constituent record, open the letter then save it as an action. Any advice would be greatly appreciated.

Allison

Maybe I'm missing something but you should be able to do this from Configuration > Global Add. Select Action. Be sure to select your query for records to include. (Back up good idea too when start doing global functions) Then for Action Information enter your letter details.

Not sure if user rights is a factor in being able to do global adds if you don't seem to have the option.

Melissa Graves 2 · April 2013

Allison Mcintyre:
I've tried searching for this on Knowledgebase and on the forums to no avail. Does anyone know if there is a way to globally add (from a query) a "constituent letter" to the action tab. I know you can add a constituent letter individually to the action tab, but I haven't been able to figure out if there is a way to add it globally, rather than having to go in to each constituent record, open the letter then save it as an action. Any advice would be greatly appreciated.

Allison

I am not sure I am understanding exactly what you mean - you can globally add an action recording that a letter was sent. But are you hoping that it would have the letter attached like it is when you merge through Word and can "save this document as an action"? I do not know a way to do that. Especially if you want each letter to be the one that was sent to that person in a group mail merge. Because a group mail merge creates a single document with multiple pages it would be technologically difficult if not impossible to convert that to separate documents each linked to the constituent in question.

Allison Mcintyre · April 2013

Melissa Graves:
I am not sure I am understanding exactly what you mean - you can globally add an action recording that a letter was sent. But are you hoping that it would have the letter attached like it is when you merge through Word and can "save this document as an action"? I do not know a way to do that. Especially if you want each letter to be the one that was sent to that person in a group mail merge. Because a group mail merge creates a single document with multiple pages it would be technologically difficult if not impossible to convert that to separate documents each linked to the constituent in question.

That's exactly what I was hoping for, Melissa. I didn't think it was going to be possible either, but I thought I would ask and see if anyone had found a way that I wasn't thinking of.

Thanks

Allison

Jenny Physioc · April 2013

Allison Mcintyre:
That's exactly what I was hoping for, Melissa. I didn't think it was going to be possible either, but I thought I would ask and see if anyone had found a way that I wasn't thinking of.

Thanks

Allison

We do this often through Import

Melissa Graves 2 · April 2013

Jenny Physioc:
We do this often through Import

Again - all you would be importing is an action. What Allison is asking about is NOT a simple action.

If you are in a consituent record and click on the little word icon to write a letter to a constituent - you can create an action from word (via the add ins tab) that not only has all the action fields, but also has a little word Icon at the bottom of the action screen which is actually a link to the word document you created.

This type of action is, I believe, only able to be created one at a time on individual records. Not through global add, not throuh import. None of those options would actually give you a link to the original word document.

Jenny Physioc · April 2013

Melissa Graves:
Again - all you would be importing is an action. What Allison is asking about is NOT a simple action.

If you are in a consituent record and click on the little word icon to write a letter to a constituent - you can create an action from word (via the add ins tab) that not only has all the action fields, but also has a little word Icon at the bottom of the action screen which is actually a link to the word document you created.

This type of action is, I believe, only able to be created one at a time on individual records. Not through global add, not throuh import. None of those options would actually give you a link to the original word document.

This is very true. We do not link to a document. But we do add what the letter said. Was only trying to add another option NOT create waves.

Allison Mcintyre · April 2013

Jenny Physioc:
This is very true. We do not link to a document. But we do add what the letter said. Was only trying to add another option NOT create waves.

I appreciate all of the insight from everyone. Our current way of sending and saving these letters is a bit time-consuming because we scan and save them to the media tab as pdfs once they are printed. We are working on trying to streamline the process, so every little bit of insight and options helps.

Janice Hackett · April 2013

Allison Mcintyre:
I appreciate all of the insight from everyone. Our current way of sending and saving these letters is a bit time-consuming because we scan and save them to the media tab as pdfs once they are printed. We are working on trying to streamline the process, so every little bit of insight and options helps.

When we send the same letter to a group of donors I globally add an Action and paste a copy of the letter under the Notes section of the Action tab. Not sure if this helps you but it works for us and saves time.

Globally Adding Constituent Letters to Action Record

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