EventPro Planner Manual

Communications

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Communications

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Under the Communications tab, you can define default settings that will apply each time you create a communication.  To learn how to send and record a communication, refer to Chapter 13: Communications, Create a Communication and Print, Email and Save a Communication.

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Click to expand/collapse textCommunications
1.Save Communication After Email Sent: After you send an email, you can save the communication record.  From the drop-down list, choose whether you want EventPro Planner to Always save the communication after the email is sent, Never save the communication in that situation, or Prompt you with the option to save so that you can choose each time.
2.Save Letter Content After Email Sent: After you send an email, you can save the letter template (if used for the communication) with the communication record.  You may find it useful to save letters for future reference, but note that saving many letters will use up a lot of space in the database.  From the drop-down list, choose whether you want EventPro Planner to Always save the letter after the email is sent, Never save the letter in that situation, or Prompt you with the option to save so that you can choose each time.  To learn about attaching letters to communications, see Chapter 13: Communications, Letter  Template as an Email Attachment or Body of Email below.
3.Create Follow Up Action after Communication Saved: After you save a communication, you may want to create a followup action.  For example, if you send an invoice, you may want to follow up in 30 days to ensure the invoice was paid. From this drop-down list, choose whether you want EventPro Planner to Always create a follow up action, Never create a follow up action in this situation, or Prompt you with the option to create a follow up action so that you can choose each time.
4.Save Incoming Attachments After Communication Saved: This setting is applicable for the Enterprise Edition of EventPro Planner only. After you save a communication, you may want to save the attachments. From this drop-down list, choose whether you want EventPro Planner to Always save attachments, Never save attachments in this situation, or Prompt you with the option to save attachments so that you can choose each time. If you are interested in more information about the Enterprise Edition, our Sales Department would be happy to provide you with a free consultation.
5.Save Outgoing Attachments After Communication Saved: This setting is applicable for the Enterprise Edition of EventPro Planner only.  After you save a communication, you may want to save the attachments. From this drop-down list, choose whether you want EventPro Planner to Always save attachments, Never save attachments in this situation, or Prompt you with the option to save attachments so that you can choose each time. If you are interested in more information about the Enterprise Edition, our Sales Department would be happy to provide you with a free consultation.
6.Default Outgoing Communication Method:  Select a default communication method for outgoing communications from the drop-down list.  You will create Communication Methods in your General Lookup Tables in Chapter 2: Setting Up EventPro Planner, Step 5: General Lookup Tables.
7.Default Incoming Communication Method:  Select a default communication method for incoming communications from the drop-down list. These are the communications that you create by assigning emails from your synchronized email program; see Chapter 13: Communications, Synchronize Email and Communications.  You will create Communication Methods in the General Lookup Tables.
8.Default Incoming Communication Reference:  Select a default communication reference for incoming communications from the drop-down list. These are the communications that you create by assigning emails from your synchronized email program; see Chapter 13: Communications, Synchronize Email and Communications.  You will create Communication References in the General Lookup Tables.
9.Default Subject Format for Event Report Communications: When you later send Event Reports in a communication, a Subject will default in, depending on what you choose here.  If you choose Event Name, the Subject will default to Your Company Name: Report Name for Event: Event Name here.   If you choose Booking Number, the Subject will default to Your Company Name: Report Name for Booking #: __.
10.Show Company Name in Subject of Report Communication: When you later run reports, you will have the option to print the report to email, and send the email to the selected recipient.  Select this checkbox if you want the Subject of the communication to display your company name by default, e.g. Subject: Company XYZ: Confirmation Sheet for Booking #:11.  If you unselect this checkbox, the subject will not contain your company name by default, e.g. Subject: Confirmation Sheet for Booking #: 11.  You can always manually type in a subject for communications.  See Chapter 18: Reports, Print Reports.

Click to expand/collapse textMail Merge Settings

Later, you may send out mail merges to multiple recipients.

Check these checkboxes if you want to Store Letter by Default and/or Store Body/Notes by Default. For example, if you send out an email mail merge, the Letter would be the letter template that is sent out as an attachment to the email and the Body/Notes would be body content of the email.  If you check these boxes, the options will be checked by default in the Mail Merge Wizard so that you don't need to select them again.

For more information about mail merges, see Chapter 3: Companies/Contacts, Companies/Contacts Mail Merge, Chapter 6: Finance, Invoices in Accounting | Finance, Email Invoice Mail Merge, Chapter 8: Manage Attendees, Attendee Mail Merge and Attendee Email Invoice Mail Merge, Chapter 11: Booths and Exhibitors, Exhibitor Mail Merge and Exhibitor Finance: Email Invoice Mail Merge.