Prospector - Mail Merge

1. Click Prospector from the main menu

2. Enter your search criteria into the left-hand property. For example, the Both search function is a great way to conduct a bulk mail merge targeting your contacts and the residences in properties where the owner unknown.

In the example below I would like to send a letter to everyone in Oceano Street that is both In my database and NOT in my database.

3. Select Search Properties  

4. Click the Letter Action Icon at the top of your search results

5. Select template from the Select Template dropdown

Please note: if you wish to create a new, edit an existing or copy a letter template simply select the template from the Select a Template dropdown, construct/edit your letter in the Edit Template box and click Save Template.

The Edit Template box allows you to:

• Add/Edit the text in the template using the formatting tools. (If pasting from Microsoft Word, please use the paste from word tool or better yet only paste plain text from notepad).
• Add/edit the Variables using the red V icon. For Contact Variable Best Practice - Rules and Recommendations for setting up these templates - click here.
• Click Save Template to Create a New Letter template or Update Existing Template

6. Select which staff member you will be sending the mail merge from (Regular Users can create Mail Merges on behalf of anyone else in their Team, Admin/Master can do this on behalf of anyone in the office).

7. Edit the template as you wish (changes will only be saved to the template if you click Save Template)

8. Click Save & Proceed to continue mail merge

9. Refine your recipient list

10. Click Save & Proceed

On the Preview Letter tab, you can view all letters that will be generated with their variables filled. Use the green arrow buttons to navigate through the preview letters. For contacts they are in your database you will see contact information, for those not in your database it will display Dear Resident for example.

In Database Contact

Not In Database Contact

11. You may also attach a note to each property. Tick the Add note/history checkbox, then enter a Headline and Description

12. Click Generate Mail Merge. Your mail merge will open in a new browser tab.

*Note: To print one letter per page without any page number or URL bars you will need to set up your Print Settings