In this article:
- Create a new letter template
- Template categories
- Define the letter
- Default label and envelope templates
- Example templates
- Archived templates
Letter templates are great for mailings that you send out on a regular basis, like acknowledgments, pledge reminders, and renewal notices.
It is necessary to create templates for your acknowledgment letters in order to take advantage of LGL's built-in acknowledgment tools.
Create a new letter template
A letter template consists of the following elements:
- Template name (so you can recognize it in a menu)
- Template category (what kinds of mailings the template can be used for)
- The letter itself (Word file plus letter/P.S. content or simple LGL text)
- Default letter/envelope settings
Once you have created your templates, when you want to select one to create a new mailing you will see all available templates listed by category. It is a good idea to try to classify these according to their purpose so that you can easily identify them during that process. In particular, as mentioned above, any template used to acknowledge gifts should be categorized as an Acknowledgment.
Define the letter
The first step in creating the letter for your template is to choose between the two available template types, indicated by the green buttons below:
For details on how to create the actual letters in either format, please see the following articles:
Default label and envelope templates
You can also select a default label or envelope template. These settings can be changed when a template is used for a specific mailing, and they are also handy for Acknowledgment templates. For example, if you always print envelopes with acknowledgments, you can set that in the letter template and then you won't need to reset it for each batch of acknowledgment letters you send.
Several example templates are provided for your reference in the Examples section of the Letter Templates page. You can clone these templates and make them your own, or mark them as archived.
Note: Cloning is useful when you're using the same Word doc with different content in the Letter Content and/or P.S Content fields. If you're not using those fields, it's just as easy to create a new template with a similar Word file.
To use one of the example templates, click Clone:
You will then see that a copy has been placed in your Active folder:
Now open the template by clicking Edit:
The template consists of both the underlying Word doc as well as the content defined in the Letter Content bucket (and optionally in the P.S. Content bucket):
If you open the Word doc for the 2014YearEndTaxV2 file, you will see the body of the letter is in the Word document, with the merge fields defined. By contrast, if you open the Word doc for the 2014 Year End Tax Letter template, you will see just the merge fields [[letter_content]] and [[ps_content]] in the Word doc. This illustrates that there are two different ways of creating mailings with Word documents. You can either, as in the case of the tax letter, define the body of the letter in the Word doc itself; or, as in the case of the template, you can put just the merge field [[letter_content]] in the Word doc and then use the LGL mailing editor to define the body of the letter in the Letter Content bucket.
If you want to get a template out of the way but don't want to fully delete it, you can mark it Archived and then it will move from active to the archived tab.