A Batch defines the conditions under which standard form letters and e-mails can be generated. For example, you might normally send notices to delinquent clients when they are 30 days delinquent. Rather than locating each client that meets these conditions and generating a letter for them manually, you could use the Batch Production function to automatically generate a notice for each client.
On the Elements tab, select the System Management button on the toolbar. Expand the Collection Element menu group and select Batch Mail Campaign. A list of all the current Batches are displayed on this page. Here you can create, edit or delete a Batch. Access to this form is controlled by your Security Profile.
the document text and relevant merge fields are defined in Mail Template Maintenance. The actual letters/e-mails are generated through Batch Production.
Create a New Batch
- Click New.
- Enter a Batch description. Make sure this description is unique and informative. This will be the title displayed on the Batch Production page that you will use to select the letter or e-mail you want to generate.
- Define the conditions under which the letter/e-mail should be generated. This option is similar to the Search function.
Field Description Category Select the table (e.g. Loan). Field Select the field (e.g. Days Delinquent). Operator Select the proper Operator (the options will vary according to the field you have selected). Logical If you want to enter multiple conditions, select the Logical value to link the condition you just entered with the condition you are about to enter. The condition can be AND or OR. - Repeat for all fields that you want to use in this batch (e.g. Loan Type, Delinquent, etc.).
- Click Save.
- Select a Mail Template to base the letter or e-mail on.
- Click Save.
Using the example at the top of this topic, your Batch Maintenance setup may look something like this:
Edit a Batch
- Click on the Batch you want to edit.
- Change any of the information on the Batch Maintenance page.
- Click Save.
Delete a Batch
- Click the Delete checkbox(es) next to the Batch(es) you want to delete.
- Click Delete.