Use the following procedure to create a Form Letterbased on customer information:

1. Open Form Letters. The Form Letters data entry form appears.

2. In the Document Selection section, click the name of the main document that you want to merge.

3. In the Customer Selection section choose Customer from the Typelist.

If you open Form Letters from the Customer Center, Policy, or Claims data entry form, AMS360 pre-fills the information in step 3 and 4 for you. You can change the information if needed.

4. Choose a customer, policy number, effective date, and claim, if appropriate.

5. In the Recipient Selection section, the pre-selected Category is "Customer". The customer and entities associated with the customer appear in the list of possible recipients. Also, notice that the customer is pre-selected for you, and already appears in the List of Recipients grid. If you do not want to send the letter to the customer, click Clear Recipient List.

6. Add additional recipients to the List of Recipients by selecting them from the customer and other categories and clicking Add to Recipient List.

7. In the Activity Options section, check Log Activity if you want to add a new Activity showing the letter was created. Then choose whether you want the Summary Only or the Entire Document attached to the activity. Check Provide Default Description to see the type of merge and document name on the first line of the Activity data entry form.

In the Activity Description area, enter a description for the activity associated with this form letter.

8. Click Edit & Merge , Merge & View , or Merge & Print .

See the Activity Options section in this topic for important information about using the Edit & Merge and Merge & View options with activity logging.

Special information for policies that contain bothscheduledandunscheduled equipmentassociated with multiple locations: If you choose to merge data for a specific location using the Form Letter Preview – DataSelection, your merged document will contain scheduled and unscheduled items for all locations. Delete the information you do not want to include in the final merged document.

9. When you are finished, close Form Letters.

Use this procedure to create Form Letters for members of a Target List. This procedure assumes you have already created a target list in the Sales Center.

1. Open Form Letters. The Form Letters data entry form appears.

2. In the Document Selection section, click the name of the document that you want to send to the members of the target list.

3. In the Customer Selection section choose Target List from the Type list. Choose the desired target list from the Select List. Then specify One document per Customer or One document per Policy.

4. In the Activity Options section, check Log Activity if you want to add a new Activity for each member of the list showing the letter was created. Then choose whether you want the Summary Only or the Entire Document attached to the activity. Check the Provide Default Description to see the type of merge and document name on the first line of the Activity data entry form.

In the Activity Description area, enter a description that will appear in activities for this letter for all customers in the list.

5. Click Edit & Merge , Merge & View , or Merge & Print .

6. When you are finished, close Form Letters.

If you use Edit & MergeAND the Filter option inside Word AND log Activity for the target list, the Activity is logged for every participant (ie customer or client) in the target list. AMS 360 does not recognize Word’s filter feature when logging activities.

Quick Letters allow you to select the document category, the document, and click View or Print and create your letter very quickly. If you have a customer open and a policy selected, then Form Letters,Quick Letters recognizes that information and uses the data to merge into the letter.

You can still make additional selections on the data entry form if needed, or simply print your letter and be finished.

Field Name	What is this?
Category	Assigned when the document was created. The category is used to group the letters by the general message they contain.
Document Name	The actual file name of the document. Example: Collection.doc
View	Click to merge the data into the form letter and view the finished product in Word before printing.
Print	Click to merge the data into the form letter and print the document in Word.

Select the document that you want to merge with the customer/target list recipient information. To add a new document, change, or remove an existing document see Document Library.

You can sort the documents based on any of the columns. Click on a column header to sort by that column in ascending order. Click it a second time to sort in descending order. A solid arrow appears on the header to indicate the grid information is being sorted on the information in that column. The default sort is by category.

Field Name	What is this?
Category	Assigned when the document was created. The category is used to group the letters by the general message they contain.
Document Name	The actual file name of the document. Example: Collection.doc
Saved	The date the document was created or last saved.
Summary	Additional information entered when the document was added to the document library.
Author	The person who created the document.

Identify the customer or target list you want to reference in the selected document. If you selected Form Letters from the Customer Center, Policy, or Claims data entry form, then the appropriate information pre-fills here.

Field Name	What is this?
Type	Choose the type information you are using to create the form letter: Option What is this? Customer An individual customer record. Target List A target list created in the Sales Center.
Customer	If you select Customer in the Type list, then the following fields are active: Field What is this? Name The name of the customer whose information will be used to create the form letter. If you launched the Form Letters data entry form from the Customer Center, the open customer defaults here. Search Use this link to open the Customer Search form where you can search for a customer. Policy # If the form letter includes policy information, select the policy number from the list. If you launched the Form Letters data entry form from the Policy, the customer, policy number, and effective date default here. Eff. Date If the form letter includes policy information, select the appropriate transaction effective date from the list. If you launched the Form Letters data entry form from the Policy, the customer, policy number, and effective date default here. Claim If the form letter includes claim information, select the claim number from the list. If you launched the Form Letters data entry form from the Claims data entry form, the customer, policy number, effective date and claim information default here. Search Use this link to open the Find Claim form where you can search for a claim.
Target List	If you select Target List in the Type list, then the following fields are active: Field/Option What is this? Select List Choose the list that you want to use to create the form letters. One document per Customer Target Lists often include multiple policies that meet the selection criteria for each customer. Because of this you have the option here to choose whether to create one letter for each customer or a letter for each policy. Choose the appropriate option for creating your form letters. One document per Policy

This section is visible only if Type = Customer in the Customer Selection section. Choose one or more recipients for the letter. One letter is created per recipient.

The customer you selected in the Customer Selection section automatically appears in the List of Recipients table. To select another recipient do the following:

Field Name/ Group	What is this?
Category	The category or location where the recipient is entered. Option What is this? Customer Use to display the customer as well as contacts and dependents entered for the customer. Policy Use to display applicant, company (from basic policy), broker (if entered), contact, and additional interest information entered on the policy. Setup Use to display additional interests and master certificate holders entered in Additional Interest Setup, brokers, and companies.
View	Click to merge the data into the form letter and view the finished product in Word before printing.
Print	Click to merge the data into the form letter and print the document in Word.
CC:	Select a recipient in the grid and click CC. This recipient appears in one of the CC fields. A carbon copy of the letter you are creating is generated for them.
Select All	Click to select all of the names in the grid. You can select multiple names in the grid by using the Ctrl (hold while clicking individual, non sequential names) or Shift (hold while clicking the first and last names in a sequential list) keys.
Add to Recipient List	After selecting the names of additional recipients, click to add the names to the List of Recipientstable.
Clear Recipient List	Click to remove all of the names from the List of Recipients table. You can then begin again to add names to the list. To remove an individual recipient, select the recipient from the grid and press the Delete key.
List of Recipients	A table that displays the names that you have selected to send a letter to. When you choose a merge option, AMS360 creates a unique letter with the name and address information for each recipient.
CC #1 & 2	If you chose to send a carbon copy of the letter to one or more recipients, the names appear here. An exact copy of the form letter prints for these individuals or organizations.

This section is visible only if Type = Customer in the Customer Selection section. Choose one or more recipients for the letter. One letter is created per recipient.

The customer you selected in the Customer Selection section automatically appears in the List of Recipients table. To select another recipient do the following:

Field Name/ Group	What is this?
Category	The category or location where the recipient is entered. Option What is this? Customer Use to display the customer as well as contacts and dependents entered for the customer. Policy Use to display applicant, company (from basic policy), broker (if entered), contact, and additional interest information entered on the policy. Setup Use to display additional interests and master certificate holders entered in Additional Interest Setup, brokers, and companies.
View	Click to merge the data into the form letter and view the finished product in Word before printing.
Print	Click to merge the data into the form letter and print the document in Word.
CC:	Select a recipient in the grid and click CC. This recipient appears in one of the CC fields. A carbon copy of the letter you are creating is generated for them.
Select All	Click to select all of the names in the grid. You can select multiple names in the grid by using the Ctrl (hold while clicking individual, non sequential names) or Shift (hold while clicking the first and last names in a sequential list) keys.
Add to Recipient List	After selecting the names of additional recipients, click to add the names to the List of Recipientstable.
Clear Recipient List	Click to remove all of the names from the List of Recipients table. You can then begin again to add names to the list. To remove an individual recipient, select the recipient from the grid and press the Delete key.
List of Recipients	A table that displays the names that you have selected to send a letter to. When you choose a merge option, AMS360 creates a unique letter with the name and address information for each recipient.
CC #1 & 2	If you chose to send a carbon copy of the letter to one or more recipients, the names appear here. An exact copy of the form letter prints for these individuals or organizations.

Use this section to specify whether or not to log an activity for this letter and if so, the options to use.

If you select to log an activity, the activity is logged automatically and the Activity/Suspense data entry form does not display. If you select to Edit & Merge or Merge & View the form letter, AMS360 attaches the form letter in its original form. If you make changes to the letter while in Word and want to attach those changes to an activity, you must log another activity and attach the changed letter to it manually.

Field Name/ Group	What is this?
Log Activity	Check to create an activity for this form letter. If your agency has been set up to require activity logging for form letters, this option is checked and cannot be changed. In this situation, an activity must be logged for the form letter.
Activity Logging Options	Title Information Summary Only Use this option to attach only the details entered in the Summary Information section of the main document to the activity. Attach Entire Document This is the default. Use this option to attach the entire compressed merge document (text and formatting codes) to the activity. To view the attached form letter through Activity the user must have Word installed. Otherwise, they cannot view the attached document because AMS360 uses the text and formatting codes stored in the database and displays it using Word. Provide Default Descriptions Check this option to display the type of merge (e.g., Merge & view) and the document name on the first line of the activity description.
Activity Description	Use this area to enter an Activity Description that will appear for the customer and/or all recipients of a target list.