Introducing Correspondence: Streamlining Your Communication
- 22 May 2024
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Introducing Correspondence: Streamlining Your Communication
- Updated on 22 May 2024
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Introducing Correspondence: Streamlining Your Communication
Introduction
At NPact, we know from our customers that the ability to efficiently communicate with external stakeholders is essential for effective grant management. We are excited to introduce enhanced Correspondence features in our next release of Foundation Cloud Grants (FCG). Our new tools will provide you with improved capabilities to configure, simplify and streamline document template communications.
Section 1: Overview of New Correspondence Functionality – Document Template Editor
Definition: Correspondence is a functionality in FCG which enables users to design, manage and streamline templated document and email communications.
Objective: The primary goal of our new document template editor is to provide a robust, flexible tool for creating and managing correspondence document templates, akin to the experience of a Microsoft Word, but integrated directly within FCG with access to embedding FCG database fields within the template.
Key Changes Required: You will not lose any of your existing templates. However, existing document templates will need to be converted from the current DOTX format to a new file format to be accessed and updated in the new editor. Please see details regarding this process in Section 6.
Existing Functionality Retained: The existing HTML editor will continue to be supported and made available (it will still be used primarily for email correspondence).
Section 2: Key New Correspondence Features
Templates and Automation:
Document Template Editor: The new editor is a powerful, flexible tool that supports numerous Word-like features - including the ability to embed images and customize headers/footers, margins, and fonts.
Merge Fields: Continues to support merge fields from FCG queries.
Full-Screen Editor: The template editor is now a full-screen interface with separate tabs for document and email templates.
DOTX Import: Allows the import of DOTX templates from GE Classic, ensuring a smooth transition for existing users.
Template Management: Users can upload DOTX files, create new templates from scratch, or paste in content from other templates or Word documents.
Section 3: Benefits of Using New Correspondence Tool
Efficiency: The new full-screen template editor and the ability to import existing Word templates streamline the process of creating and managing correspondence.
Organization: Users can manage both document and email templates within the same interface, choosing between Word and HTML formats as needed.
Productivity: The document merge output is now a Word document, allowing for further editing before saving, enhancing productivity.
Section 4: How to Get Started with Correspondence
Accessing the Feature: The Correspondence feature is accessible from record screens (Grant, Proposal, etc.), as well as in various Batch screens, where users can choose Document or Email as the output type. HTML Templates can be created, edited, and managed in FCG's "Settings" menu, under the "Correspondence" submenu.
Setting Up:
From the Correspondence Templates screen (under Settings), create a new Template or open an existing one.
Once opened or created, the new Correspondence Template screen allows users to:
Manage both the Document and HTML templates
Copy the Document template to the HTML template
Upload DOTX files
Create new templates from scratch, or copy-and-paste from an existing template
Document Creation:
Select the Correspondence Output type (Document or Email), choose the Template File Type (HTML or Word document), and select the appropriate template for the record type (e.g., Grant templates, Constituent templates).
If the Correspondence Output Type is Document, both HTML and Word Doc File Types are available
If the Correspondence Output Type is Email, only the HTML Template File Type will be made available.
New Correspondence Popup Screen
Generating Correspondence Templates:
For Documents:
Once the Output and File Type are chosen, click the Generate button to perform the mail merge and create the correspondence file.
Save the document to the Fusion Labs file servers, and edit it as needed before downloading.
For Emails:
Click the generate button to perform the mail merge and open the email in the previously available HTML editor
Users can set or change recipients, add attachments, and send the email within FCG
The correspondence will be recorded in the Documents tile for your records
Section 5: Updating Correspondence Templates
Email
There is no change to existing HTML Editor capabilities
Document
You are now able to use a new Word Editor which includes currently available mail merge fields, header/footer adjustments, image uploads, and other standard document editor functionality
For additional information regarding partner integration Zoho Writer’s editing capabilities, please visit the following link to the product’s support site here - Writer | Editing & Formatting Knowledge Base (zoho.com)
Section 6: How to Import and Convert Existing DOTX Templates
Navigate to the same location to access your existing set of templates
Click on the ellipsis to open the menu and click Edit on the left to edit the template
The correspondence template will load, and you will be able to edit the template
Note: Please do not attempt to flip between ‘Document’ and ‘HTML’ tabs while the template is loading – this may cause you to have to reload the page
You can now also now upload a new template directly from your computer to overwrite an existing document template
Click on the ‘Upload Existing Template’ button above the document
Select a file from your computer in a supported file type (shown below)
The file should load and you should be able to edit the document template
Section 7: Tips and Best Practices
Effective Use:
Allow the document editor and merge fields panel to fully load before switching tabs.
Common Pitfalls:
Moving forward, it is best practice to use a single Document Type (Word Doc or HTML) for a single correspondence type (Letter or Email) – we cannot support real-time changes between the word and HTML editors on the same Template
Avoid using complex merge fields like address blocks which may not display correctly.
Ensure that the appropriate template file type (HTML for emails) is selected to avoid errors.
Note: We are now enabling our users to maintain separate Word Document files and HTML files for the same correspondence template
Section 8: Frequently Asked Questions (FAQs)
General Questions:
Will existing HTML templates still work? Yes, existing HTML templates will continue to function without interruption.
Can I still use DOTX templates from GE Classic? Yes, but they will need to be imported into FCG.
Merge Fields Overlapping: Allow the editor to fully load before switching tabs.
Merge Fields Disappearing: Avoid using non-merge fields like address blocks.
Empty Merge Fields List: Close and reopen the template.
Document Save Failed Error: Use the Save button in the document editor or update your browser.
SDK Uninitialized Error: Please sign out and back in to reinitialize.
Unable to Connect to Remote Server: Check proxy or router settings preventing communication.
Conclusion
The new Correspondence feature in FCG is designed to make your communication more efficient and productive. Start using it today to experience its powerful capabilities.
Additional Resources
Tutorials and Guides: We have help text available throughout the product for correspondence.
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