Siebel Correspondence, Proposals, and Presentations Guide > Correspondence >

Generating Correspondence (End User)

End users generate correspondence using the administrator-defined correspondence templates or the personal templates that they create themselves.

Using Microsoft Word, they can edit the template for a selected correspondence record (Modified Template), and they can edit the generated correspondence document. The edits made to the correspondence document can be saved back to the Siebel File System by saving the merged word document.

Literature can be attached to the correspondence. (For general information about Literature, see Applications Administration Guide.)

This task is a step in Process of Setting Up and Using Correspondence.

To generate correspondence

1. Navigate to the Correspondence screen > My Correspondence Requests view.

   NOTE:  You can navigate to this screen from anywhere in the application by choosing File > Send Letter from the application-level menu.

2. In the Correspondence list, create a new record and complete the Template field.

   Some fields are described in the following table.

   Field	Comments
   Status	The correspondence status. Values include Submitted, Pending, and Completed. This field is used for Fulfillment. For more information, see Fulfillment Centers.
   Template	Specify the name of the correspondence template that you want to use for the correspondence.
   Modified Template	See Step 5.
   Document Status	See Step 7.
   Fulfillment Center	Specify a fulfillment center that can produce and distribute the document and enclosures on your behalf. For more information, see Fulfillment Centers.
   Generated Document	After the correspondence has been generated, you can drill down on the hyperlink in this field to preview the document merged with the name and address of the selected recipient in the Recipients list.
   Generated Label	Drill down on the hyperlink in this field to preview the label merged with the name and address of the selected recipient in the Recipients list.
   Label Status	The system status for the label during generation. Default values include In Progress, Generating, Completed, and Failed.
   Label Template	The name of the label template defined by your company and created by your Siebel administrator, or your personal template.
   Opportunity	Specify the name of the opportunity associated with the correspondence. Drill down on the hyperlink in the Opportunity field to open the Opportunity detail form.

3. In the Recipients list, add records for the contacts or employees who you want to receive the correspondence.

   Specifying large numbers of recipients affects performance and time required to generate the correspondence.

   If you create a new record in the Add Recipients dialog box, the individual is added to the Contacts list.

4. If you want to include literature in the correspondence, add records to the Enclosures list.

   Literature must be of type Sales Tool* and cannot be marked as internal.

   NOTE:  If you are working in a Mobile Web Client environment (remote), you must have the literature files available in your local environment. If the Local check box is selected, you can work with the file in a remote environment. To download the file from the server the next time you synchronize, select the Request check box for the Literature record in the Enclosures list.

5. If you want to make edits to the correspondence template that will apply to all recipients but only for this correspondence record, edit the file in the Modified Template field.

   This file (like the correspondence template) is stored in the Siebel File System.

6. Click Generate.
7. For Web Client (network connection): Because the Document Status field does not automatically update, click the Update button to refresh the record and see the current status of your correspondence. The following table lists the status values you may see.

   Status	Meaning
   In Queue	Request sent to available document server.
   Generating	Document server is creating the Word merge document.
   Completed	Document is available and can be accessed from the Generated Document field.
   Failed	Document server encountered errors. Check the Document Error and Label Error fields for error messages.

8. For Web Client (network connection): Drill down on the Merged hyperlink in the Generated Document field.

   Or, if you do not have Microsoft Word installed locally and do have enabled HTML generation, click the menu button and choose View (HTML) to display a document in your Web browser.

   NOTE:  If you are using the Mobile Web client, the generated correspondence opens automatically.

9. (Optional) Make edits to individual pages of the generated correspondence and save the changes back to the Siebel file system before printing, batch printing, or submitting to a fulfillment center.
   • For information about fulfillment centers, see Fulfillment Centers.
   • For information about batch printing, see About Batch Printing.
10. (Optional) Generate labels for the correspondence:
    1. Complete the Label Template field.
    2. From the menu button, choose Generate Label.

For information about printing correspondence, see Fulfillment Centers.