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Campaign Letters

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Contents

Introduction

If you would like to create a letter, identify the recipients, merge the recipients' information with the letter, and track your progress toward sending out the printed mailing in Neon, use a Campaign Letter.

Go to Letters > Campaign Letters & Tracking, and select New Campaign Letter.

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Letter Templates

The letter template is the “wrapper” for your content. The content is placed inside your template.

Choose an existing template or create a new one. Learn more about Letter Templates here.

Letter Content

Give it a Letter Version Name. You may also give it a Code and add Inventory (the number of available letters to be sent).

Below, you enter your letter content using the content editor. You may Build from Existing Letter, which allows you to retrieve content from other letters. Clicking Preview will show you an example of your letter combined with the template in a pop-up window.

Create the content of your letter using the WYSIWYG editor. Add dynamic mail-merge fields such as:

  • Prefix (Mr., Mrs., etc)
  • Full Name (F) - this includes the donor's full name, including First, Middle, and Last
  • Salutation
  • Address Full Street (F) - this includes the donor's full address, including address lines 1-4
  • City
  • State
  • Zip Code
  • Donation Amount - select the appropriate column for what data you would like to include in your letter; Neon offers several Amount and Count columns that sum transaction data

Click the Insert <></> button. This brings up a window that has a list of all available merge fields. Clicking on the name of a field will insert it into your letter.

When you are finished adding content, click Save Letter.

Add Recipients

Select your recipients by uploading a list of Neon account IDs or running a report. Usually, you will run a Mailing Report or a Household Report. You can also recall a Saved Report from this dropdown menu.

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Use the Search Criteria to narrow down who your recipients are.

Tip: Don't worry too much about configuring the Output Columns. The report is only meant to generate the list of recipients; you won't be using it to create merge fields.

For help in getting the right report results, click here.

From the report results page, click "Add All to Letter/Material Tracking." 

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Print out the Letters

Once you have some recipients, you can complete the mail merge and print out their letters. You can print letters for recipients who are in the Pending or Processing statuses.

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Select each recipient by checking the box for their row. Then, click the Preview & Print button. In a new browser tab, the Preview and Print page will open.

While you can review the letters on this page, we strongly recommend you use your web browser's Print Preview to review letters. Your browser's Print Preview will provide a much more accurate representation of how the letters will look before you print.

  • If you are using Chrome or Microsoft Edge, you can click the Print button to see a print preview.
  • If you are using Firefox, you will not see a Print button. Instead, you will be provided instructions on how to get to the Print Preview.

The Download Addresses button allows you to download a CSV or Excel file that includes the mailing addresses for each recipient in the mail merge. You can use this file as a basis for making mailing labels or printing envelopes using Microsoft Word.

Check the checkbox for one or more letters. Click "Preview and Print" to view and print the letter(s). After printing the letters to your satisfaction, select "Mark Complete."

The list of recipients will update as you mark letters as complete.