List Master How-To: THANK-YOU LETTER BATCH PROCESSING

OVERVIEW

Use List Master to quickly and easily generate thank-you letters in batches, and to assign batch numbers for easy tracking.

Getting there: Choosing “Thank You Letters” from the Main Menu will take you straight to the batch-processing fields. Or go to the Codes Maintenance Screen; the batch-processing fields are at the bottom.

ASSIGN CURRENT BATCH NUMBER

Clicking the “Assign Current Batch Number” button will evaluate all Transactions Screen activity since the last thank you-letter batch was processed, and group all transactions not yet sent a thank-you letter into one batch. The batch will be assigned a number, which will automatically appear on the Transactions Screen’s “TY Batch” field.

PROCESS THE BATCH

Once you’ve assigned a batch number, the number will automatically appear in the "TY Batch" field. Hit the “Process This Batch Number” button to generate a separate Excel spreadsheet with merge information for each type of thank-you letter in the current batch (as designated by the “Thank You Letter” field on the Transactions Screen).

Merge the spreadsheet into Word and print personalized letters.

RE-RUN A LETTER

Batch numbers are helpful when you need to re-run a thank-you letter. Find the transaction in question, locate its “TY Batch” number, and enter that number into the “Process this Batch Number” field. Isolate the merge info you need from the Excel spreadsheet generated, and re-print one or more letters.