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Last Updated: 3/8/15

Follow Up Letters

This link provides a place to set up Standard Form Letters that can be mailed via postal mail.  Elexio Database makes it easy for you to create form letters to help your church welcome visitors and follow up with people who request information about your church.  Many sample letters have already been written for you.  You can customize these letters in the  Body of the Letter field in the center of the screen

Follow Up Letters are listed along the left side of the screen.  To add a new form letter, click the Add a New Letter located under Common Tasks button on the top left side of the screen.  Then fill in the blank fields for your new letter.  To see what your letter looks like in printed form, click Preview Letter also located under the Common Tasks.

Creating Follow Up Letters using Word Templates allows you to take advantage of all the special capabilities of Microsoft Word.  You can put your church logo on the template or use scanned signatures.  Attached is a Word Template called Standard Letter Word Template which you can copy and paste into a word document to get you started.  It has all the merge fields already on it and will insert the Body of Letter from the Follow Up Letter screen or you can type your own letter directly in the template.  To use the template you need to use the Browse button to link the Follow Up Letter to the Word Template once you have saved it to your hard drive or to a shared file folder.

When you print the Follow Up Letters, Elexio Database will create a new document in Word for every different template you use.  For example, if the letter to first timers and the letter to second timers are both based on the "Standard Letter Word Template” then only one new document will be created with all the letters in the one file.  However, if you are also printing a letter that’s based on a template called "Baptisms” it will make an additional new document with all the baptism letters in it.  If you do not specify a template for a certain Follow Up Letter, then Database will create one automatically and all the Follow Up Letters that don’t use templates will be in this new document.

Automatically Assign People to Receive Specific Letters:  You can set a "Trigger" to send a person a letter based on specific criteria.  See lower half of Follow Up Letter screen for related fields.

For Example:  To create a "Trigger" that sends a Follow Up Letter to each first time visitor: 

  • Create the Follow Up Letter.

  • In the Set an Automatic Trigger field -select Status from the drop down options.

  • In the Particular Group/List field - select Attended 1 Time from the drop down options

  • Check the Prompt to confirm sending the letter each time the trigger executes box to have a reminder pop up every time you enter a first time visitor.  If you do not select this feature, the Follow Up Letter will be added automatically.

Another Example:  To create a "Trigger" that sends a Follow Up Letter to everyone that attends the 201 Class but does not make a commitment to spiritual maturity:  

  • Create the Follow Up Letter.

  • In the Set an Automatic Trigger field -select Class from the drop down options.

  • In the Particular Group/List field - select Class 201 from the drop down options

  • In the Commitment Level field - select Attended – Did NOT Commit from the drop down options

  • Check the Prompt to confirm sending the letter each time the trigger executes  box to have a reminder pop up every time you enter a person into the 201 Class and select a Commitment Level of Attended - Did NOT Commit.  If you do not check the prompt, the Follow Up Letter will be added automatically.

You can set Triggers for Statuses, Small Groups, Ministry Teams, Classes, Standard Follow Up Requests, and Contributions to Specific Funds.

Save or Cancel Changes - make sure you click the button to Save Changes or you can use the Cancel Changes button if you have not entered information correctly.  These are located at the bottom of most screens.

Process ?  Whether or not a Follow Up Letter will be processed/printed is determined by the Process? box on the People Page - Involvement Link - Mailing List and Follow Up Letters section.  If the box is checked then the Follow Up Letter will be included in the processing procedure.  If the box is not checked, that letter (or auto email) will not be included in the printing letter process or automated email process (were applicable).  

Processing Follow Up Letters:  If you have Follow Up Letters that need processed, you will see the Follow Up Letters Reminder Box on the Elexio Database Home Page.  In the Follow Up Letters box, you can see a list of all the people with Follow Up Letters.  These letters can be printed by clicking on the Process Letters button.  The letters will be created in MS Word of Database Mail Merge where you can edit and print them.  You will be given the opportunity to save these files.  After the processing of the letters is completed, the check mark to process letters will be removed from their profile and they will no longer show in your Follow Up Reminder Box.

Note: The smart part will notify you if someone in your list who is set to receive a letter does not have a valid street address on their record.

If there are more than ten people on the list with invalid street addresses, a document will be created on your desktop that lists the recipients who need their address information added or modified.

 

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