IMPORTANT NOTE

The process explained in this document can also be reviewed as a tutorial on the  BGM University .

Before implementing these steps in your own database, please review the tutorial “Anniversary Letters” in the  Info Sheet  section of our tutorials. This will walk you through the process defined here.

For information on processing these Office Procedures see the Knowledgebase article  How to Process Anniversary Procedures in Gorilla .

Entering the Anniversaries

To begin activating your two new Office Procedures—which does  not  require the final letter versions to be in the database—you need a list of wedding dates.

On the  Important Dat e s  tab of the Info Sheet, use  N ew  to enter each couple’s wedding date with  Type  =  Anniversary .

Activating the Anniversary Toast Procedure

Work from the list of clients (and possibly a few prospects) you have entered anniversaries for.

1. In the Finder, right-click the CG and choose  New  U pdate, New O f fice Procedure.
   
2. Fill out the form as shown.
   
   
   
3. Repeat for each additional couple.
   

Help for Activating the  Toasts  Office Procedure

Address Bundle, problem A.   If you  aren’t sure  whether  [Primary Home]  includes both husband and wife:

1. After selecting  [Primary Home]  as shown above, click the Address Bundle popup button to see who is displayed on the  Address  tab.
   
2. Close the pop-up.  If both spouses’ names were there, just enter all data and  A dd/  Update  as usual; otherwise, continue with  Address Bundle, problem B  below.
   

Address Bundle, problem B.   If the  [Primary Home]  Address Bundle  does  not  include both husband and wife ,  assume there’s a good reason.  Create and attach a special Bundle just for this Office Procedure as follows:

1. A dd/Update  the Office Procedure.  (It doesn’t matter whether you’ve chosen a Bundle.)
   
2. On the CG’s Info Sheet, click the people icon and open the “Alternate Address Bundles” page.
   
3. In the lower-right panel, click  N ew  (unless it’s grayed because this is the CG’s first Alternate Address).  Fill out the form as shown.
   
   
   
4. On the  Histor y   tab of the Info Sheet, find and double-click your new Office Procedure.
   
5. Choose  Wedding Toast  for  Address Bundle  and  A dd/Update.
   
6. Continue with step 1 in the main  Toast  process for the next couple.
   

Creating Address Bundles for the Anniversary Reminder Procedure

Next, you will need to create Address Bundles for the Anniversary Reminder Procedure. This is because the reminder will only go the husband, not to the wife. Word from the list of Contact Groups you have entered Anniversaries for. 

1. In the Info Sheet for the first CG, click people icon and open the “Alternate Address Bundles” page.
   
2. In the lower-right panel, click  N ew— unless it’s grayed because this is the CG’s first Alternate Address.
   
3. Fill out the form as shown.
   
   
   
4. Repeat for each additional couple.
   

Help for Creating the  Anniversary Reminder  Address Bundle

Business Data, problem A.   If you  aren’t sure  which is a  Business  item:  Either make a guess, then click the Important Info  button to see if it was right, or click  <  B ack  to look at the  Primary Business Address Bundle.

Business Data, problem B.   If you know the husband has a business address but you  do not have its data:   Skip the Bundle for now, but make note so you can get and enter the info later.

Business Data, problem C.   If the husband does not  have  a  Business  address:  For use in this new Bundle, first use the  Home  address data to create a new record on the “Mailing Address” page with --- P RIVATE  --- as its first Address line and the actual address starting on the second line.

Activating the Anniversary Reminder Procedure

Again work from the list of Contact Groups you have entered anniversaries for.

5. In the Finder, right-click the CG and choose  New  U pdate, New O f fice Procedure.
   
6. Fill out the form as shown.
   
   
   
7. Repeat for each additional couple.
   

Adjusting the Speedbuttons

At this writing, the Campaign import process leaves all Speedbutton Message Commands set for hard copy.  To send out the husbands’ Reminders by email or fax whenever possible:

1. In the SB Editor ( T ools, Speedb u ttons ), find the  Wedding Anniversary  folder, probably last in the display.
   
2. In the  Anniversary Reminders  Group, click the   +    beside  1st Reminder.
   
3. Double-click its  Setup Message  Command.  Under  Output Channel  at the lower left, click  Default Channel.   The window displays the email/fax subject; click  OK.
   
4. Back in SETUP MESSAGE TO SEND, click  O K.
   
5. Repeat steps 2–4 for the other four  Reminder  buttons.
   

Check out our video below for more information on Anniversary Letters.