Standard Letter Text Maintenance

Document path Reference Contents > Marketing > Standard Letter Text Maintenance

This window is used to maintain standard letter texts. It is accessible by operating the Letter Maintenance function from the Marketing Menu.

These letters can be sent individually to the currently selected business and selected contact using the Letter Letter toolbar tool. They can also be sent to businesses selected in the Marketing Listing window. Select lines on the list and then operate the Print Selected Letters function from the Marketing List Options Menu.

There is a single standard report class that provides a basic letter layout. This class in OpenVision is called rMarketLetter and is used unless the letter is given a custom report class you have created. You can also add multiple designs which you will have to select from for those letter designs not given a specific report class. To do this addLETTER type custom report classes in to your Settings Maintenance window.

While Standard Letters are maintained within the Marketing task, they can be used wherever an address is available:



Group and Letter List

Tree list of all letters stored in the system. Letters belong to groups for convenience of filing.


Letter Texts for Contacts. Letter text name. {LETFILE.LETNAME char 40}


Letter Texts for Contacts. Re: text for the letter. {LETFILE.LETREF char 60}


Letter Texts for Contacts. Letter text. {LETFILE.LETTEXT char 10000000}

Report class

Letter Texts for Contacts. Report class to be used for this letter (blank is default). {LETFILE.LETCLAS char 60}

Class description

The description of the report class, if any.




To export the selected letter to a text file. Others can then import the letter.


To import a letter from a text file which has been exported from another data file.

Add New

This will create a new standard letter. If you have selected nothing or a Group line in the tree list, you will be offered a dialog to enter a new group title. An unused title will automatically create a new group.


Execute this button to permanently remove the currently selected record from the file. If you are permitted to delete the item, you will be asked for confirmation, otherwise an explanation will be given.


Cancel any changes you have made and revert to that saved on file.

Save Changes

Save any changes you have made to file.

Complex Data Embedding

You can embed square bracket notation into the text and reference of a standard letter. Anything inside square-brackets is evaluated as a calculation before the text is printed. Such calculations can contain data from the DEAFILE, ADRFILE and ADCFILE and CUSFILE and SUPFILE where linked in a marketing record and when they are associated with an address.

$ctask.tCustom1.$MyFunction(params,...) syntax can be used but should not affect the relevant master files.

The text of the letter can contain limited enhancement tags, as in HTML. These are limited to <B>Bold</B>, <I>Italic</I> and <U>Underline</U> syntax.


There is a function that can be used in custom reports for removing text enhancements where they would be inappropriate (for HTML or Email report destinations, for example):

$ctask.tPrint.$StripFormatting( pFormattedText )

It returns the text with any style escape strings removed.

Sending to Email

If your report destination is Email, individual personalised emails are sent (see Bulk Email Sending Details for details). This is an exceptional behaviour of the Email system as the letter report is not created as an HTML document and attached to an email. Each business is sent the letter as email body text.

You can directly send marketing letters as personalised emails. If Email is selected as the report destination, printing a marketing letter, or a letter to a selection of companies on the list, will format the letter into the body text of an email and send it after confirmation. Contacts encountered without a valid email address (contain an @ symbol) will be skipped. The letter Reference is used as the Email heading, and if there is no ADCDEAR contained in the letter text, a Dear [ADCDEAR] will be appended. The normal email signature of the user will be applied. This feature can be used to send individual emails to a group of marketing contacts. Care should be taken to respect Netiquette rules about unsolicited spam (internet junk mail).

Customisation CUSTOM CAPABILITY: The normal mechanism for Email Letters is to place the the text into the body of the email. However, if the report class contains an $IsAttatchment class method that returns true, in addition to the normal behaviour, the report will be printed as an attachment (either PDF or HTML). If the report class has a $FileName class method it's returned text will be used as the file name, otherwise the class name is used as the attached file name. This allows you to, for example, create a Newsletter that will be attached to the letter email and can be personalised with customer, supplier and marketing (or other records associated with the address) data elements and calculations. An example is built-in which has the class name rMarketPDFLetter.

Tip TIP: Sometimes it may be useful to have standard attachments which will allways be enclosed regardless of the report being emailed. To do this copy the attachment files to the Email\Fixed\ directory.

See also: -

Compiled in Program Version 3.10. Help data last modified 5 NOV 2006 22:44. Class wMarketLetterMaint last modified 11 OCT 2009 06:49:51.

Document path Reference Contents > Marketing > Standard Letter Text Maintenance