How do I write a letter for a tour request?

You are able to write letters within a tour request to the contact.

Start by selecting Services from the top navigation men, and then select Tours from the left navigation panel. Click on the correct Tour ID.

Creating a New Activity

When the Tour details opens, click the New button on the right and select Activity.

  1. There are several optional fields that you can complete if desired, but the most important fields for setting up you letter are “Out,” “Type,” and “Letter.” Typically the “Out” is set to Print, but you can also Email out of the tour request, so select the one that you’d prefer.
  2. There are two response types—form and quick. A form letter is a letter that has been written in the Letters module. Selecting Form as the response type will allow you to send out a form letter as is with no edits. Since each request is unique, you may need to edit the letter. If so, select Quick as the response type.
  3. If this is a quick letter that you plan to draft from scratch, then you do not need to select a letter. If this is a form letter, or if you selected quick and plan to make edits to an existing letter for this contact, then you will need to add a letter. Click Add letter if you know the letter name, or click Search for letter to search through your form letters by name or description. 
    NOTE 1: Editing a quick letter will not affect the original form letter stored in Letters.
    NOTE 2: If the form letter has fill-in-fields, they will display at the bottom of the form. Fill in the fields before going to the next step.
  4. If this is a quick letter, click the Edit Letter button in the top right corner to open Microsoft Word.
  5. Edit your letter in Word, After editing your document, close Word, and click Yes when prompted to save.

 Checking in a Quick Letter

If you are ready to print or email the letter, click Send. If you are not ready to print or email the letter, then click the orange Check-In button that now appears in the upper right corner and select Save Changes at the bottom of the screen to return to the tour request.

Checking in is part of the application’s Document Management System (DMS). The DMS tracks all versions of a letter, which can be accessed at any time via Version History. Checking in is also important If several people need to work on the same letter. As long as you are working on a letter, no one else can work on it at the same time. Checking in will store the version of the letter you’re working on and make it available to other staff who may need to edit it. Conversely, not checking in the letter between edits could cause you to lose changes.

NOTE: If you are not sending the letter, check in the letter every time you edit so that every version will be saved and tracked in the DMS. Sending will automatically check the letter in for you.

Was this article helpful?
0 out of 0 found this helpful
Have more questions? Submit a request


Powered by Zendesk