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Batch printing birthday mailers

Build relationships by quickly batch printing personalized birthday mailers for your clients. For example, you can use the filter provided in the contacts panel to find clients with birthdays in the next seven days and print birthday mailers for all filtered contacts using a single command.
Your administrator must have enabled the Birthday Mailer feature, configured rules for selecting the birthday mailer templates, and assigned you the appropriate privileges.

To print birthday mailers for multiple contacts at one time:

  1. Navigate to the Contacts workspace.
  2. In the list of contacts, select the required contacts.

    To easily find contacts with birthdays in the next seven days, in the Filter field, you can click the Set Filter button and select Contacts with Upcoming Birthdays .

  3. [Optional] Click the Edit button in the Filter field and modify the search filter to view contacts based on specific criteria, including birthdays for a specific date range.
  4. Click the Actions drop-down menu, and select Print Birthday Mailer .

    You can also right-click on an individual contact and select Print Birthday Mailer .

    The Batch Print Birthday Mailer dialog opens.

  5. In the Detail tab, select the Document Manager folder containing the birthday mailer templates you want to use.

    By default, the Document Manager folder specified in your user preferences is selected.

    The names of all selected contacts display in the Matching Template tab.

  6. In the Log Item Description field of the Detail tab, enter a description for the activity record.
  7. [Optional] You can select Add File Names to append the file names with the log item description.
  8. Under Logging Options, select Create a journal entry for each recipient with personalized copies of the specified document to create a journal entry on the Activities tab for each selected contact. This checkbox is selected by default.
  9. [Optional] Under Logging Options, you can choose to associate the print job with a related campaign, opportunity, product, or service request.
  10. In the Matching Template tab, click View Matched Templates .

    If you did not select a folder in the Detail tab, you will prompted to select a folder. Select a folder, return to the Matching Template tab, and click View Matched Templates again.

    A template name and a document file name appear for each contact for which a matching template is found.

  11. [Optional] In the Follow-ups tab, you can choose to add a follow-up activity by selecting the Add drop-down menu and selecting an option.
  12. Click Print to start creating the birthday mailers using the selected template. A confirmation prompt displays with the number of contacts you selected, the number of birthday mailer files that will be printed, and if applicable, the number of contacts for which a matching template was not found.

    If no matching template is found across all selected contacts, you will be prompted to select a different template folder or contact your administrator for help.

  13. In the confirmation dialog, click Yes to continue.
    A message displays stating that your batch operation request has been submitted.
  14. Click View My Requests to open the Batch Processes dialog to view the status of your batch print job or Close to close the message.

    If the number of contacts selected for printing exceeds the threshold established by your system administrator, the system prints the documents in the background and the system notifies you when background printing is complete.

    You can also view the status of your completed batch print jobs including birthday mailers by selecting the Completed Batch Processes filter in the contacts panel or the status of your batch print jobs by clicking the Options button in the navigation toolbar and selecting the Batch Processes menu command to open the Batch Processes dialog. Also, in the Batch Processes dialog, you can select a batch print job, click View Report , and open or save the personalized birthday mailers locally.

The birthday mailers are created. If enabled, a journal entry is created in the Activities tab on the Contacts workspace for the creation of the documents.

Editing existing user-defined filters