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Addresses

Profiles World

Site Specific Notes

Write a Letter

Access the Write a Letter feature by navigating to a constituent's Address screen, then using the context menu to Write a Letter. Hover over the Write a Letter menu item to list the names of documents that you have created and saved on the IIS along with any defaults that have been provided for you. This list of documents is specific to the current logged on user.

To use the Write a Letter feature, you must use Internet Explorer to log on to the system.

Important! NEW in Millennium version 2023.1: If you have created a Letter template before the version 2023.1 Millenniumrelease, you must edit the fields in your existing templates to be compatible with the update. This only needs to be done once for each of your existing templates. See Updating Letter Templates for Millennium version 2023.1 for a step-by-step guide on how to edit your templates.

When you choose one of the letters, the system will automatically launch Word as read-only and display the current constituent's preferred name and chosen address information, and merge it with a previously defined and saved Word document.

If an address is a Good, Business Address with Linked Employment and you select Write a Letter from the context menu, you will see that along with the Preferred Name of the constituent and the address information from the address row where you selected the context menu, you will see the Company's Name under the Constituent's Name.

Create a Letter

  1. Create a Word document (.docx) with the desired text content.
  2. Use any or all of the field codes {Address}, {Name}, and {Salutation} in the appropriate locations in the text. (You may also use fields or codes supported by Word.)
  3. The document file (.docx) can either be saved to the IIS; \\Inetpub\wwwroot\Mill\Letters for all users to see, or to the users folder on the IIS; \\Inetpub\wwwroot\Mill\Letters\<username>.*

Use the Write a Letter feature

  1. Within the Profiles World, access the Address display for the desired constituent and scroll to locate the desired Address row. To write a letter using the preferred address, select the preferred address row in this step.
  2. Use the context menu to the left of the specific Address.
  3. Click the item, Write a Letter. A list of available documents will be shown.
  4. Select the desired document. Word will be launched and the document will be opened as read-only with the appropriate data merged.
  5. Make any desired edits and either print or save the file as a document (.docx). The system will default to the directory on the IIS where the document was pulled from. For example, Using one of the default documents, saving it will default to the Letters folder, however, using one of the documents from the user's personal folder, saving it will default to the Letters\<username> folder.

*If you have created your own Letters (.docx) and correctly placed them in the \\Inetpub\wwwroot\Mill\Letters\<username> folder you will notice the next time you use the Write a Letter feature your new Letters will be shown at the top separating the default Letters and your newly created Letters by a line.

When using the Letters function from within Internet Explorer 11, you must first edit your Browser Settings in order for the Letters to function properly. ClosedMore...

To do this, open your Browser (Internet Explorer), go to the Tools menu, then Internet Options. Go to the Security tab, click on Local Intranet then Custom Level, scroll down until you find the item 'Initialize and script ActiveX controls not marked as safe' and make sure it is set to either Prompt or Enable. If you select the option of Prompt, each time you use the Letters function, you will be prompted with a note; 'An ActiveX control on this page might be unsafe to interact with other parts of the page. Do you want to allow this interaction? You must select Yes to display the Letter, if you select No, it will cancel the process and not display the Letter. If you feel that your Local Intranet is safe enough, you may check Enable, which will display the Letter automatically with no prompts. If it is set to Disable, the Letters will not function at all. Once you have selected Prompt or Enable, click OK.

Also under the Security tab, you will also want to click on Internet then Custom Level. When opened, scroll down until you find the item 'Initialize and script ActiveX controls not marked as safe' and make sure it is set to Prompt. When this is set to Prompt, each time you use the Letters function, you will be prompted with a note; 'An ActiveX control on this page might be unsafe to interact with other parts of the page. Do you want to allow this interaction? You must select Yes to display the Letter, if you select No, it will cancel the process and not display the Letter. It is not recommended that you select Enable as it will effect all sites you browse to, not just Millennium. If it is set to Disable, the Letters will not function at all.

Millennium allows you to define document templates using the following codes:

Field Code Data row to be used: Data fields and formatting:
{Address} The specific Address from which the context menu was accessed will be used.

Line 1
Line 2
Line 3
City, Place Country ZIP Code

If Country is USA, Country is omitted. If Line 2 or Line 3 is blank, the space is suppressed.
{Name} The first found, preferred Name row is used. Formatted Name
{Salutation} The first found, preferred Name row is used. Salutation Name

In addition, you may choose to use any of Word's automated field codes such as the current day's date, or the name of the operator (as taken from the workstation setting) for the closing, when constructing the template for the letter.

Once the document is presented in Word, the Millennium data that has been incorporated in the document is treated as static text and is available for editing. Any Word fields will behave in accordance with Word standards.

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