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Bronze Elite Contributor
Jeff_Granger
Posts: 1,909
Country: United_Kingdom
Message 1 of 11 (3,811 Views)
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Mail-merge from Opportunity List

I have a client who sells support contracts. Each contract is entered on ACT! as an Opportunity. One of the Opportunity User Fields is customized to be the Contract Renewal Date. Critically, Each customer may hold up to 20 such contracts, all with different renewal dates.

 

What we want to be able to do is to do a look-up of the contracts that are up for renewal next month and then do a mail-merge to send out contract renewal letters to each customer. Ideally we would like to send one letter which listed all the expired contract numbers, but one letter per contract would be acceptable.

 

I can't think of a way to achieve this in the standard product as you can't mail-merge Opportunity fields into a letter template (apart from anything else). I know of add-on products that will allow documents to be generated from Opportunity fields, but does anyone know of an add-on that could do this in one go?

 

Jeff

Jeff Granger
UK ACT! Specialist and Trainer

ACT Training Throughout The UK
www. bigbluemarketing.co.uk
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Platinum Elite Contributor
Roy_Laudenslage
Posts: 5,589
Country: United States
Message 2 of 11 (3,804 Views)

Re: Mail-merge from Opportunity List

Right click in the opportunity list and then choose create lookup.
Roy Laudenslager
ACT! Certified Consultant
ACT! Report Expert
Tech Benders
royel@techbenders.com
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Bronze Elite Contributor
Jeff_Granger
Posts: 1,909
Country: United_Kingdom
Message 3 of 11 (3,801 Views)

Re: Mail-merge from Opportunity List

Unfortunately that doesn't quite do what I need. It gets me a list of all the contacts who own those opportunities, but I'm looking for a way of sending letters out that say "Dear Mr Smith your service contract 12345 is about to expire would you like to renew". The problem is that the contract number is in the opportunities table so I can't get at it in a mail-merge.

 

I suspect I will either have to create multiple fields or use a custom table add-on to achieve what I'm looking for.

 

Alternatively I will have to use an add-on that allows me to merge Opportunity fields + Contact fields into a Word document and print them one at a time.

 

Jeff

Jeff Granger
UK ACT! Specialist and Trainer

ACT Training Throughout The UK
www. bigbluemarketing.co.uk
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Platinum Elite Contributor
Roy_Laudenslage
Posts: 5,589
Country: United States
Message 4 of 11 (3,802 Views)

Re: Mail-merge from Opportunity List

If the letter is all boilerplate except for the data fields, a report template could be created that would look like a mail merge letter but would be able to access the opportunity field. I believe that I could isolate to a single contract using scripting regardless of how many there were for an individual.

 

I can even think of a more devious solution if you only need to list the month and year in the letter. Set up a field in the contact table for the month and year for the renewal. However for any one mail merge, you only need to place the date in the users My record and have the letter template specify the My record for the renewal date. If additional information like a contract number or renewal amount is required then the report would be better.

Roy Laudenslager
ACT! Certified Consultant
ACT! Report Expert
Tech Benders
royel@techbenders.com
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Bronze Elite Contributor
Jeff_Granger
Posts: 1,909
Country: United_Kingdom
Message 5 of 11 (3,797 Views)

Re: Mail-merge from Opportunity List

Roy

 

That is one seriously, wonderfully devious solution. Truly inspired!

 

Many thanks

 

Jeff

Jeff Granger
UK ACT! Specialist and Trainer

ACT Training Throughout The UK
www. bigbluemarketing.co.uk
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Copper Contributor
Carlp3
Posts: 7
Country: United States
Message 6 of 11 (3,422 Views)

Re: Mail-merge from Opportunity List

Hi, Sorry to bring up an old thread but i was wondering if anyone knows if ACT 2010 offers the capability of merging information from additional tables like opportunity to a word document.

 

I need to be able to merge some fields then have the user complete additional field on the forms/document to pass to the operations department.

 

If not then and suggestions for good addons.

 

Thanks

 

Carl

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Bronze Elite Contributor
Jeff_Granger
Posts: 1,909
Country: United_Kingdom
Message 7 of 11 (3,414 Views)

Re: Mail-merge from Opportunity List

Carl

 

Unfortunately, ACT 2010 doesn't have this functionality either.

 

Jeff

Jeff Granger
UK ACT! Specialist and Trainer

ACT Training Throughout The UK
www. bigbluemarketing.co.uk
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Platinum Elite Contributor
ghollister
Posts: 6,537
Country: USA
Message 8 of 11 (3,404 Views)

Re: Mail-merge from Opportunity List

Carlp3,

I think Roy's idea (earlier reply in this thread) to possibly use a report template to look like a mail merge document might work for you. However, running a report will not record in the contact's history like a letter or mail merge will. A workaround to that is to output the report to .PDF or .RTF, save it, and then manually attach the file under the contact's history or documents tab.

Greig Hollister
Sage

Note: Effective 6/1/13, Sage no longers provides support for the Act! software

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Bronze Elite Contributor
Jeff_Granger
Posts: 1,909
Country: United_Kingdom
Message 9 of 11 (3,395 Views)

Re: Mail-merge from Opportunity List

...and bear in mind that whilst you can merge "normal" opportunity fields into a report, it is not possible to merge Opportunity Notes in to a report.

 

Jeff

Jeff Granger
UK ACT! Specialist and Trainer

ACT Training Throughout The UK
www. bigbluemarketing.co.uk
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ptd
New Member
ptd
Posts: 1
Country: United States
Message 10 of 11 (3,249 Views)

Re: Mail-merge from Opportunity List

Regarding mail merging data from additional tables such as opportunities: does anyone know of an ACT add-on that will do this?

 

-Paul 

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