Letters Tab

This tab is used to keep track of all letters written to a patron. This tab allows a user to attach individual letters to individual patrons. This tab provides the user with six basic functions:

For information regarding the following topic, click the appropriate subject listed below.
Searching for Letters and Notes Adding Notes Adding Letters Adding Documents	Deleting Letters and Notes Editing Letters and Notes Printing a Letter From the Letters Tab

Parts of the Letters Tab

Status	This column displays the status of the letter, whether it is done or not.
Type	This column displays the type of the letter, was is just a single letter or was it a merged letter.
Primary
Secondary
Requested by	The user who added the letter to the patron.
Letter Name / Note contents	This column displays the subject matter of the letter.
Records Connected to letter	It is very important to pay attention to this field if you are going to print a form letter from the Letters Tab. This field displays the items the Theatre Manager currently has in memory... Donor Data, Member Data, Personnel Data, etc. If you are going to print a form letter from the letters tab, you need to make certain that Theatre Manager has the correct information in memory in order to print the letter. For example, If you are trying to print a donation letter from the letters tab, the Items Connected should list donation information about the donation you are merging for. If it does not, you need to load that information into memory. If you need to load a file into memory before you can print it consult a support technician to do so.
Start of Task
End of Task
Date Printed	The date which the letter was printed.
Date Entered
	Clicking this button will search for letters attached to the patron based on the search criteria selected in the From and To fields.
	Clicking this button will add a note to a patron account. i.e... Patron commented that the water fountain was broken. The notes can act as a things to-do check list.
	Clicking this button will allow you to attach a letter to the patron's account. The letter can be printed from this window, or from a batch.
	Clicking this button will open a selected letter or note. i.e... If you click on a letter or note in the letter list, and then click the open button, the selected letter or note will open for the current patron.
	Clicking this button will open a document selection window, allowing you to track sending a document to a patron rather than a form letter.

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Searching for Letters and Notes

1. Open the Patron Letters window

   This is done by clicking on the Letters Tab from the Patron Window.

2. Select a Field to Search by from the Drop Down List on the Letters Tab

   There are eight possible search fields to choose from they are:

   

3. Enter Search Criteria into the "From" and "To" Fields

   The search criteria you enter should reflect your choice in fields to search by. i.e.. If you selected Date Printed as your search field then you should input dates into the "From" and "To" fields.

4. Click the Search Button

   A list of Letters and Notes matching your search criteria will appear in the Letters Tab.

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Adding Notes

It is important to know that the notes cannot be printed out from the Letters Tab. Only Letters can be printed. You will notice that when a note is added to the Letters List that it has a date in the printed column.

1. Open the Patron Letters window

   This is done by clicking on the Letters Tab from the Patron Window

2. Click the Add Note Button

   The Patron Notes window opens.

   

   Parts of the Notes Tab

   
   

   Type	This column displays the type of the note: meeting, to-do, luncheon, etc.
   Status	This field allow the user to set a status for the note.
   Start Date	The date the note was added, or the start time for a meeting, appointment, etc.
   End Date	The end time of the note which could be the duration of a meeting, etc.
   Duration	The amount of time, in minutes, of the note, meeting, luncheon etc.
   Priority	This as a number value assigned to the not by the user to prioritizes the note. ie: 1 thru 9.
   Employee	This is reference to the employee who created the note.
   Security	This is a security level assigned to each note which controls who can and cannot access this note. This value is established in the employee set-up. Refer to [Link] for further information.
   Notes	This is a record of the details regarding the note, meeting, luncheon, to-do, etc.
   Linked File	Attach a link to a file stored elsewhere. Refer to Adding Documents

   
   
   
3. Type the Note into the Notes Field

   The Notes Field is the large white space in this window.

4. Select a Type for the Note

   Use the "Type" drop down list to select a note type. Is it just a Note or is it a to-do. A note might be a comment that the patron made in regard to the show. A to-do might be a comment from a patron that the water fountain is not working, so it must be fixed.

5. Determine the status of the note, is it Done or Not Done

   Use the Status drop down list in the upper right hand corner of the Patron Notes window to select the Status of the note.

6. Link this note to a file stored in your database folder. Refer to Adding Documents for more information.
   
   This file could be a form letter, contract schedule etc. stored in a Central Filing area.
   
7. Click OK

   The note has been created and will appear in the Letters Tab.
   
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Adding Letters

1. Open the Patron Letters window

   This is done by clicking on the Letters Tab from the Patron Window.

2. Click the Add Letter Button

   The Form Letter Select Window will open.

   

3. Enter Search Criteria based on the Names of the Letters

   For Example: Using the Search Criteria - From A To Z~ means that Letters that starts with a letter from A to Z will appear in the list. A more condensed search would be -From D To D~. This criteria would only pull up letters that started with the letter D.

4. Click the Search Button

   A list of Letters that match the search criteria will appear.

5. Select the Letter that will be Added to the Patron

   Do this by single clicking on the letter that you would like to add to the Patron. The more letters you select, the more letters you will add.

6. Click the Add Letters Button

   The selected letter has been added to the Patron Letter Tab.

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Deleting Letters and Notes

1. Open the Patron Letters window

   This is done by clicking on the Letters Tab from the Patron Window.

2. Select the Letter or Note to be Deleted

   To do this, single click on the letter or note you want to delete.

3. Click the Delete Button on the Toolbar

   The following message will appear.

   

4. Click Yes

   The selected Letter / Note will be removed from the list.

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Editing Letters and Notes

1. Click the Form Letters Button

   This is done by clicking on the Letters Tab from the Patron Window.

2. Select the Letter or Note to be Edited

   To do this, single click on the letter or note you want to Edit.

3. Click the Open Button.

    

4. Search for the form letter you wish to edit 

   Refer to the section Searching for Letters and Notes. 

5. Click on the form letter you wish to edit. 
6. Select Open from the Form Letter window.

   The word processor will start. Refer to the section Word Processor for information on using the features of Theatre Managers word processor.

   Change the text and merge fields required for the form letter.

7. Click Save in the Tools Palette.

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Printing a Letter from The Letters Tab

Only Letters can be printed from the Letters Tab. Notes were never designed to be printed.

1. Open the Patron Letters window

   This is done by clicking on the Letters Tab from the Patron Window.

2. Select the Letter to be Printed

   To do this, single click on the letter you want to print.

3. Click the Print Button on the Toolbar

   The letter will begin to print. Once the letter is printed, Theatre Manager will assign a printed date into the Printed column of the Letters Tab. It will also update the status field from Not Done to Done.

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Adding a Document

This feature allows users to attach to a note, a link to a document that traditionally has been published outside of Theatre Manager. These document could published form letter, contract, memo., or other documentation create to send to patrons, companies members of the media, volunteers, or artists.

1. Create a new folder in the same folder where the database live and name the folder Documents.
   
   When a document is created, whether that be a form letter, contract, memo., etc. for a specific patron it can then be stored in the Document folder along side the database.
   
2. Add a note to a patron record as indicated above in the Adding Notes section.
   
3. To that note, attach a supporting document filed in the Documents Folder. Click the drop down arrow in the Linked File field.
   
   
   
   The Following Window will appear.
   
   
   
4. Choose the Document for your Document folder and click the
   
5. You will return to the Note window and the file will display in the Link File Field.
   
   
   
6. Click to save the note.
   
   

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