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Form Letters
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| What is this feature?
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| RMS provides two word processing packages, Text Editor and Text Editor2 and an interface to Word. See Setup Menu, General Information, System tab, Word Processing. (RMS Text Editor is an older package which can be replaced with Text Editor 2). Select which word processor you wish to use.
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| Text Editor 2 is faster than Word and it is able to send emails in pdf format. Existing form letters, in either Text Editor or Word format may be used by Text Editor 2 an dsaved in that format without the need to retype letters.
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| Form Letters allow you to utilise the Correspondence Tab in the reservation and client screens. You may wish to create a Registration Card or Confirmation Letter. The letters created are templates which will merge with certain information from the reservation depending on the merge fields chosen in the setup.
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| How are Form Letters set up?
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| Form letters can be created using either Microsoft Word (you will require Word to be installed on all of your machines if you choose this option) or the RMS Text Editor 2. To check which of these applications you have chosen for your form letters go to the Setup Menu, General Information, System Tab. Ensure that your selection is to your required setting before starting.
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| Please follow the below steps to create your Form Letters:
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| Example is using RMS Text Editor2 as your Form Letter application. The steps are the same and the screens similar if using Word.
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| Go to the Setup Menu, Form Letters button then select 'Add';
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| This will open a blank document with Merge Table and Merge Field boxes on the left., as shown here.
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| The RMS merge fields are grouped into their own categories in the database, therefore if you wish to insert the guests surname select 'Client' from the Merge Table then highlight surname From the Merge field list.
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| If you wish to insert the Arrival Date select 'Reservation' from the Merge table list then highlight Arr Date (short, medium, or long)
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| Using the blank document, type your letter using any format and content you wish.. In the example above Dear has been typed then two merge fields have been inserted- , one for Title and one for Surname. Here my letter will merge with the corresponding fields on the reservation so that it will become personalised to that guest.
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| To insert a field, place the cursor onto the letter where you wish the field to appear, then using the RMSWord box select the group that your field belongs to, highlight the specific field on the right and click once on 'Insert Field', you must then click once back onto your letter to continue.
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| When you have completed your letter enter a name for your letter into the 'Description' field and choose Save & Exit.
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| Letters may also be Edited and Deleted.
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| Setting up a form letter using MS Word follows the same steps as above. Documents may be cutand pasted into RMS Form letters from any Word Document.
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| The CHM file was converted to HTML by chm2web software. |