If you find that you do the same tasks every day, you might want to set some information such as printer, narratives, in type, and letter type to default automatically to your preferred settings.
Start by clicking on the Person icon in the top right of the screen.
All of the available defaults will be listed and grouped by section. Here are a few of the most commonly set preferences:
General | Mail | Contacts | Services | Casework | Letters
If you ever print or email response letters or plan to write quick letters, you will want to set your general preferences. This includes your default printer, print job type, print job name, remote desktop printing, your preferred email template, and narratives for any quick letters you may write. (Narratives are the header and signature that appear in your outgoing letters.)
This also includes an option to enable workflow notifications, which will allow the application to send you an email notification when a new record is workflowed to you, and an option to collapse groups by default, which is extremely helpful if you work with high volumes of correspondence or casework.
See the example below for common settings:
If you create Mail (Correspondence) activities, you might find that you typically log the same type of activity into the program. If that's the case, then you can set your Mail Activity Defaults. This includes in type, assigned to, received date, received by, out type, response type, days due, and owner. In the example below, the mail activity defaults are set for someone who usually creates activities in order to log phone calls that are usually responded to with a form letter. Remember while you are able to set your mail defaults here, you can overwrite these preferences as needed in the Contacts module when you create activities or save defaults.
There are three "Mail Assign" options in User Settings:
- Pass Letter Interest Code - If an interest code is associated with a letter code, enabling this option will automatically assign the interest code to the selected activities when the letter code is assigned.
- Pass Letter Sentiment Code - If a sentiment code is associated with a letter code, enabling this option will automatically assign the sentiment code to the selected activities when the letter code is assigned.
- Multi Assign Interest Code Append - When assigning interest codes to multiple activities, the default is that any existing interest codes will be overwritten by whatever new code is applied. Enabling this option will keep existing codes from being overwritten and append the new code to the existing codes.
NOTE: If you enable "Pass Letter Interest Code" or "Pass Letter Sentiment Code," you must apply an interest code and/or sentiment to the letter details when adding your form letter to the Letters module.
If you create new contacts, you probably always use the same salutation for individuals, households, and organization. If that's the case, then you can set your Salutations Defaults. Remember while you are able to set your defaults here, you can overwrite these preferences as needed from the contacts record when you create activities or save defaults.
If you are creating contacts that have the some of the same Name or Address information, save time by entering it in Contact Defaults. Remember to clear your contact defaults once you have entered all similar contacts.
If you spend most of your time working in the Services module of the CRM you can save yourself some clicks by setting your user settings. To open directly to Casework, Flags, Tours, or the Service Inbox, set the Default Service Module drop-down. To display journal messages in the transaction thread or to sort journal by the creation date instead of the modified date use the Thread Viewer checkboxes.
If others in your office assign you casework or make updates to your casework, you may want to enable Casework Notifications via email. The email notification will include a friendly message letting you know what has been changed and by whom, as well as a link directly to the case.
Select your desired Casework Notification(s) by checking the checkboxes.
NOTE: Selecting all options can result in a lot of email notifications, which may make it more difficult to determine when important things are happening to your casework. See the explanation for each type of notification below to determine which options you need to enable:
If you create casework and casework activities, you might always include some of the same information. You are able to set both Casework Defaults. This includes information such as status, office location, assigned to, owner, response type, and due date.
Email Transaction Defaults
This setting allows you to set a default subject line that populates in all of your outgoing services emails. Remember you can always edit the subject when composing a new email.
Merging Letters in Casework Transactions
When you compose a new Quick letter (type the letter from scratch) in Services the CRM will use the Quick Header and Quick Footer listed in your user settings. When composing a Quick Form letter (use an existing Form letter as your base but make changes), place a check in the Overwrite Footer checkbox to overwrite/replace the letter's Footer with your Quick Footer.
To set one of the three available Print Signature, click the blue link of the desired signature sample.
To ensure all of your quick letters print in the same font, set your Quick Print Style drop-down to the desired font and size.
If you ever add form letters to the Letters module, you will want to set your default narratives (Header and Sigblock) for both Mail and Services.
For Mail, you will be using Header and Footer drop-downs. You use Microsoft Word to create your letters.
For Services, you will be using HTML Header and HTML Footer. You use an HTML editor to create your letters.
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