Siebel Correspondence, Proposals, and Presentations Guide > Correspondence >

Generating Correspondence

End users generate correspondence using the administrator-defined correspondence templates or the personal correspondence templates that they create themselves. For information about printing correspondence, see Fulfillment Centers.

Using Microsoft Word, they can edit the template for a selected correspondence record, and they can edit the generated correspondence document. They can save the edits to the correspondence document to the Siebel File System by saving the merged Microsoft Word document.

You can attach literature to the correspondence. For general information about literature, see Siebel 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, then the My Correspondence Requests view.

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

2. In the Correspondence list, create a new record, and complete the necessary fields.

   Some fields are described in the following table.

   Field	Comments
   Status	Displays the status of the correspondence submission to a fulfillment center. Values include In Progress, Submitted, and Completed. For more information, see Fulfillment Centers.
   Template	Select the name of the template that you want to use for the correspondence.
   Fulfillment Center	Select a fulfillment center that can produce and distribute the document and enclosures for you. For more information, see Fulfillment Centers.
   Generated Document	Displays the name of the generated document. After the correspondence is generated, you can drill down on this field to preview the document merged with the name and address of the selected recipient in the Recipients list.
   Opportunity	Select the name of the opportunity associated with the correspondence. You can drill down on this field to open the Opportunity detail form.
   Label Template	Select the name of the label template.
   Label Status	Displays the status for the label. Values include In Progress, Generating, Completed, and Failed.
   Generated Label	Displays the name of the generated label. You can drill down on this field to preview the label merged with the name and address of the selected recipient in the Recipients list.

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

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

   If you create a new record in the Add Recipients dialog box, the record 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 the Sales Tool* type and cannot be marked as internal.

   NOTE:  If you are working in a Siebel Mobile Web Client environment (remote), the literature files must be available in your local environment. If the Local check box is selected, you can work with the file in a remote environment.

5. If you want to edit the correspondence template, and the changes apply to all recipients but only to 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 a Siebel Web Client (network connection), complete the following steps:
   1. Click Update to refresh the record (because the Document Status field does not automatically update) to see the current status of the correspondence.

      Some status values are described in the following table.

      Status	Description
      In Queue	The request is sent to an available Document Server.
      Generating	The Document Server is creating the Microsoft Word merge document.
      Completed	The document is available, and you can access it from the Generated Document field.
      Failed	The Document Server encountered errors. Check the Document Error and Label Error fields for error messages.

   2. Drill down on the Merged hyperlink in the Generated Document field.

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

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

8. (Optional) Complete the following additional steps:
   • Edit individual pages of the generated correspondence, and save the changes to the Siebel File System before printing, batch printing, or submitting to a fulfillment center.

     For information about fulfillment centers, see About Fulfillment Centers. For information about batch printing, see About Batch Printing.

   • To generate labels for the correspondence, complete the Label Template field, click the menu button, and select Generate Label.