<< Click to Display Table of Contents >> Navigation:  Reminders and Marketing > Reminder Master List > Reminder Master Form

 

Notice there is an icon to the right of the List Name field. Click on it and it will bring you to the List Name Table. This makes sure you keep your list names consistent.

 

 

Press Insert to add a new list name:

 

 

Add a Reminder list name and description. Last sent will fill in for you automatically later.

 

Now that you've selected a list name, you can complete adding the reminder master record. Enter the # of days from the date of completion of the RO that the reminder should happen on. Remember, you can add master templates for the same list, each one having a different message and # of days for the reminder. You could remind 90, 60, or 30 days ahead of time (for instance). # of miles really has no relevance here. Make sure you select a contact method. While you can only select one contact method, again remember that you can add another master record template in for another contact method.

 

The Description is also a subject line for Email. You'll notice the **CAR:YEAR**, **CAR:MAKE**, etc. These are called tokens. When the program creates the actual reminder based on this master record, it will copy this description and text to the actual reminder. The tokens will get replaced by the actual data. The reminder record will have the vehicle and customer number so it will look up that data as it creates your email/printout, etc.

 

•Prefix CUS: is for customer fields.

•Prefix CAR: is for unit/vehicle fields.

•Prefix WO: is for Work Order/Invoice Fields.

•Prefix PO: is for Purchase Order Fields.

•Prefix VEN: is for Vendor Fields

 

Click on the token button to get a list of tokens. These are basically placeholders that get replaced with the real data when the message is sent.

 

 

Notice that they all start with a ** and end with **. That is how the program figures out it is a token. The prefix 'CUS: is for the customer information and the prefix 'CAR:' is for the vehicle information. If the RO didn't have a vehicle selected for the RO, no vehicle information will replace the tokens.

 

Hint: the vehicles with CUS:S_ is for the shipping information.. scroll down for the real addresses.

 

In the letter/memo area you can use tokens as well. This is the body of the letter or email that is to be sent.

 

 

To get a token to the memo, double click on it, then paste it into the memo where you want it by clicking in the memo somewhere, then pressing Control-V or right click and click paste.

 

Important: Depending on the kind of Email you are sending, some tokens may not work. For instance Tokens for RO will not work when sending a customer email as the RO isn't available. Also, the vehicle information may not be available unless you are sending an RO invoice, or sending the Email for all vehicles with a query. Always double check your work by looking in the actual reminders where these emails are created. The PO tokens are not going to work unless you actually send an email letter in the Purchase Order area.

 

 

Using HTML for Email Reminders

 

HTML is what they use to create web sites, and fancy Email messages. You should only use HTML if you are going to send the reminder via email. When setting up an HTML reminder, be sure to select the HTML option when first creating the Reminder Template. When you save the letter, be sure the click the Save HTML button. If it is going to be plain Text, type in your text under text, then save it as text with the save Text button.

 

 

 

While it's the text that gets sent, because of the way email works, the client will see the result of the HTML which is the 2nd screen above. Of course it will already have been merged with the tokens so it will look nice and custom to that customer.

 

To change the text, swipe the text then select an icon above. You can create tables, and you can include pictures, links, bullets, and outlines. The best thing to do is play with it.

 

When using pictures in an email, it's best NOT to send an actual picture, but a link to a picture that you have on a web page. This way your emails will be fast when sending. The way to do this is to select the image icon, then put in the link to the picture.

 

You can't browse to find the picture on your web page, so you can go to your web page,

right click on your logo or picture, and click Copy Image Address, then paste it in the Picture Source.