Electronic Correspondence Maintenance

Overview of NA80UPD

In order to successfully generate a PDF from a merge record and notify a constituent via email, three conditions must exist:

1. There must be an email type set up in Email Correspondence Maintenance (na67upd). This indicates the text of the email message, the return email address, and the login URL that the constituent will use to access the form, among other important details. Your organization may have several email types set up in Email Correspondence Maintenance, with different types applicable to different merge forms.
2. There must be a merge form set up in Merge Form Maintenance (wp03). This provides the system critical information such as the template into which the data will merge, the type of email that will be generated to notify the constituent, and any additional wording to include with the form. Your organization may have several merge forms set up in Merge Form Maintenance.
3. A constituent record in the Name/Address system must have a correspondence preference of Electronic Only or Electronic and Paper. This indicates that the document is to be made available in PDF form for access via a secure login. Your organization will likely have many constituents who have opted to access merge forms electronically

To configure the Electronic Correspondence Maintenance screen:

• From the DDI Connect main menu, double-click Name/Address
• Double-click Setup
• Double-click Electronic Correspondence Maintenance. You will see a screen similar to this one:

If you have not yet configured this screen, you will have to add the account types that will be utilizing electronic correspondence. To do so:

Click Add on the toolbar. The fields now become active for editing:

First, click the drop down to select an available account type. Then, click Electronic Correspondence enabled. You will now have the ability to select Online access enabled and the method for handling Secondary email:

When you have set up the information you wish to use, click Save to retain your changes. Note that you must configure electronic correspondence for every account type that will be receiving email versions of merge files from your organization.