1. Click Communications
  2. Click Manage Communications
  3. Click the Category where you store the template
  4. Click Create Documents below the name of the template
  5. Select the Category and Query name from the drop down menu
  6. Select your preference for the Persona hierarchy
    • The Persona hierarchy allows us to specify which Personas the database should use to find addresses. For example, if we specify the Joint Persona first, and the Business Persona second, the database will first look for a Joint Persona for the accounts. If an account does not have a Joint Persona, it will look for an address on the Business Persona. In the event that the account does not have any of the specified Persona types, the database will use the Primary Persona.
  7. Click Next
  8. Below the File Options heading, select your preference for Word or PDF documents and enter a name for the file
  9. Below the File Management heading, select your preference for how you would like to separate the files
    • "Combine documents" will result in one file that contains all of the letters in one bulk file; you can also opt to sort the letters by Sort Name or Postal Code using this option
    • "Leave each document in its own file" will result in one file for each of the letters (this is not recommended if you have many letters to create)
  10. Select your preference for how the letters should be grouped
    • One Document Per Journal Entry will create a single document for each entry in the query (if a donor has multiple entries in the query, they will receive one letter for each entry); we cannot select this option if the Data Return Type on the query that we specified in Step 5 is Accounts
    • One Document Per Account will create a single document for each account in the query
    • One Document Per Household will create a single document for the entire household rather than sending one letter to each account in the household (in the event that an account is not in a Household relationship, the donor will still receive a letter)
  11. If the results of your query involved upgraded pledges or split transactions, select your preference for how you'd like to handle these transactions; if your query does not include these transactions, you can leave the default option selected
  12. Click Next
  13. If your letter contains the Generated Receipt Number merge value, you can select your preference for how you'd like to generate the numbers; if your letter does not contain this merge value, you can skip this step
  14. Click Next
  15. Select your preference for how you'd like to receive the letters that will be printed and mailed below the Receiving heading
  16. If you would like the database to email the letter to accounts that have an email address on file, mark the checkbox below the Auto-mailing heading and enter a Subject for the email
  17. Click Next
  18. If you would like to create a Contact entry in the Journal for each account indicating that you sent the letter to them, mark the Tracking- Journal Contacts checkbox
  19. If you marked the Auto-mailing checkbox in Step 16 and you'd like eTapestry to create a list of people who do and/or do not have an email address on file, mark the Tracking- Custom Account Queries checkbox
  20. Click Next
  21. Preview the results
  22. Click Run to generate the letters (at this point, the database will email the letter to accounts with an email address if you marked the checkbox on Step 16)