You can set up an Activity Plan to easily send a letter or email. This document will show you how to create these steps and show you how to use them.

Creating an Email Step in an Activity Plan

There are two ways to do this. One way uses G5’s email system, the other uses Outlook.

1-G5’s Email System

Start a step using the Email task type.

1. Set the description field to the Subject Line of the email.
2. Set the start/create date as early as possible for the step being created. This ensures that the step will be created and be editable as soon as possible once the plan is activated.
3. Set the Due Date as the date the email needs to be sent.
4. Set the note field with:
   
   1. This Merge Field for the Greeting line: ${firstNameMergeField}
   2. Below the merge field in the note field, enter the text you want as the body of the email.
5. Optional: Choose the role or specific person you want to send the letter.
6. Click Ok at the top right to finish the step.

2-Outlook

Start a step using the Email task type.

1. Upload the .oft (Outlook template) into the document manager, just like any letter you would upload.

1. Make sure its name reflects that it is an Outlook email template.
2. If you need instructions on making an Outlook template, see  How to Make an Outlook Template .

1. Set the description field to the name of the email.
2. Set the start/create date as early as possible for the step being created. This ensures that the step will be created and be editable as soon as possible once the plan is activated.
3. Set the Due Date as the date the email needs to be sent.
4. Set the note field with a description of how the email is supposed to be used.
5. Optional: Choose the role or specific person you want to send the letter.
6. In the Document Manager section, attach the Outlook template you uploaded in step 1.
7. Click Ok at the top right to finish the step.

Creating a Letter Printing Step in an Activity Plan

Start a step using the Print Document task type.

1. Set the description field to “Print – [Name of Letter to be Printed].”
2. Set the start/create date as early as possible for the step being created. This ensures that the step will be created and be editable as soon as possible once the plan is activated.
3. Set the Due Date as the date the letter needs to be sent.
4. Set the note field with any special instructions the user needs to know about the letter.
5. Optional: Choose the role or specific person you want to send the letter.
6. In the Document Manager section, attach the letter you want to send to the step.
7. Optional: Choose a specific signatory for the letter. If not chosen it will default to the advisor in the contact’s coverage.
8. Click Ok at the top right to finish the step.

Using an Email Step in an Activity Plan

1-Steps using G5’s Email System

1. Once the activity plan has been activated, and the email step has been created on the contact, find the step on that contact’s activity tab.
2. Hover the cursor over the step and click the 3dot button.
3. Select Email to bring up G5’s email system, already populated with the fields you set.
4. Click Send Email when ready.

2-Steps using Outlook Templates

1. Once the activity plan has been activated, and the email step has been created on the contact, find the step on that contact’s activity tab.
2. Open the step and find the attached Outlook template.
3. Click the template to download it.
4. Open the template from your browser’s default download location.
5. Continue in Outlook using the normal processes for that program.

Using a Print Document Step to Merge Letters

1. Once the activity plan has been activated, and the print document step has been created on the contact, find the step on that contact’s activity tab.
2. Hover the cursor over the step and click the 3dot button.
3. Select Print to bring up the letter set-up screen for the attached letter.
4. Use the options already selected or change them as needed, then click Print Letter when ready.
5. Go to your batch processes to download the merged letter when it is finished.
6. Open the merged letter in word and click enable editing for the merge fields to fill in before printing.