RE: Letters

Tammy Simmons

Any payment letters that I customize are only saving with the basic template information in the record.  Any way to fix this?

Sheree Norton

When you open the letter to customize it do you check it out first? If not, it will not save your changes in GIFTS. You need to check out the document and then choose edit. Then the document will open and you can make your changes which will be saved to GIFTS.

Tammy Simmons

When I am in the payments screen, I click "Generate Letter" to write the letters.  Should I be doing something else in addition to this?

Sheree Norton

Have you changed the payment from scheduled to paid by clicking the "pay" button? Then generate the letter and choose the template you want to use. Did you create payment templates to select from?

Tammy Simmons

So, we write the checks and mark the record as paid.  Then we generate the letter from a payment template document.  For whatever reason, if we put some additional special language in a  letter, it does not save.  We do not have this problem when using email templates for requests.

Sheree Norton

Tammy,

 

Are you saving all your payment letters as a
group from a query, ie, Full Search, Query Builder, Payments, Date
Paid, Select All, Generate Letter? And then going back, opening up
the record and customizing the letter?

If so, you need to “check out” the document
and then choose “edit document.” The letter will then come up
allowing you to make changes that will be saved to that record.

 

Sheree
Norton

Grants
Administrator

France-Merrick
Foundation

2
Hamill Road, Suite 302

Baltimore,
MD 21210

410-464-2004

snorton@france-merrickfdn.org

http://www.france-merrickfdn.org/

https://www.facebook.com/francemerrick

https://twitter.com/francemerrick

https://www.linkedin.com/company/francemerrick

 

Tammy Simmons

Sheree,


No, each letter is generated through the payment screen individually.  The payment is entered and saved, then "Generate Letter" is chosen from the "Action" ribbon at the top.  The letter is generated and additional language is added as needed and then the letter is printed.  After printing, the letter is then saved in the record.  However, the letter that saves in the record does not include the additional language that was entered in the letter for some reason.

Sheree Norton

I’m stumped.

 

Sheree
Norton

Grants
Administrator

France-Merrick
Foundation

2
Hamill Road, Suite 302

Baltimore,
MD 21210

410-464-2004

snorton@france-merrickfdn.org

http://www.france-merrickfdn.org/

https://www.facebook.com/francemerrick

https://twitter.com/francemerrick

https://www.linkedin.com/company/francemerrick

 

Justin Finighan

Hi. Changes you make to the letter after it has been generated by BBGM will not be saved. 

Ideally, BBGM templates should be designed so that they do not need any additional adjustment after they have been generated by the system. 

If you need custom per-letter text changes, you can acheive this by creating one or more custom fields into which you can optionally enter text and save that as part of the grant or payment record. Include this custom field in your template.

Note that you can also use MS Word conditional fields in your template, which allow you to test the value of other merge fields, and insert alternative text as required.


 

Jen Hammerstrom

I follow the same steps Sheree does: generate letter>checkout>edit document and the document opens in Word. Once my changes are made I click the Save icon and then check the document back in to the system.


When you go to save the letter with the changes, does the Save icon have the double-arrows on it like the image attached here? If not, then your changes won't be saved. 


We edit our letters all of the time and they are saved with no issues.

Elizabeth Perron

Thank you to all who have offered advice on this question.

Tammy Simmons‍,



It could be your issue is technical. If you haven't opened a support ticket yet, I encourage you to do so.


If you still have questions, please scroll to the bottom of this community page to click on customer support. 


Please let me know if this is helpful or if you need something else!


In harmony and inclusion,

Elizabeth

Blackbaud Community Team
https://community.blackbaud.com/community-managers