LetterWriter, LetterWriter Plus, eLetterWriter, LetterWriter for Managers (ARMS) and LetterWriter Platinum

The Dave Beson letters can be identified by the name of the Action plan. i.e. 7 Year Follow Up, Gold Mine Referral, Open House Follow-up, etc.

Since the letters are not on an action plan, you can find the Buyer and Seller letters in the communications library under LetterWriter follow-up letters.

Follow the steps below:

1. Select mail from Top Producer main menu bar.

2. Select communication Library

3. Choose the letter you wish to send.

4. Click the “Print for contacts” button

5. The perform mail out – search contacts dialogue window appears.

6. Choose your search option and click start search.

7. Select the contacts name the mailing will go to.

8. Click Add to add the contact(s) to the selected contacts window.

9. Click Next. The contacts information will be merged into the letter you want to send.

10. Choose Print now or Print later.

A. If you select Print now, you will be asked to confirm the printer and if you want to print an envelope or label.

B. If you select Print later, the print later dialogue box will appear. You will be asked to enter a letter description, the date you want to print the letter and which agent the letter is assigned to. Then click ok. (You will be reminded to print the letter on the day you selected)

Follow the instructions below:

1. From the Lead or Referral manager, select one or more contacts, and click Apply action plan from the action menu or if you are adding a new contact, from the Add new contact page, click Apply action plan from the action menu. The Apply action plan pop-up window opens.

2. Highlight a plan from the Available plans list, then click Add.

3. The Select plan start date pop-up window is displayed. Type the start date of the plan(s), or click the calendar icon and click a date. The selected plan is displayed in the Current plans list.

4. Repeat steps 2 and 3 for any additional plans you want to apply.

5. Click OK when finished. The plan(s) will be applied to the contact(s).

Follow the steps below:

1. Select Mail from the main Top Producer menu bar.

2. Open the communication Library

3. Select the letter you would like to add the merge fields to.

4. Place your cursor after the last merge field and hit enter

5. Click the insert merge code tab.

6. Select the category for the merge field.

7. Select the merge code you want to use and click ok.

8. Repeat steps 4 through 7 to add additional merge codes.

9. Click Save to make the change permanent.

**Note: You will need to do this with each letter as there is no way to globally change all of the letters at one time.

Click Create new activity from the action menu to add a new activity to the selected plan. The Add new activity to [plan type] plan [plan name] page is displayed.

1. Select the type of activity you want to create from the Activity type section, then click Next.

2. Specify the following information for all new activity types:

Description — Type a description for the activity; or click the adjacent list icon to select a preset description from the pick list.
Priority — Use the spin buttons to set a priority rating for the activity.
Assign to — Click the drop-down list box to select the user who will perform the activity.

3. If you are creating a new letter: you must apply a template.

4. When creating a correspondence item (letter, envelope, label, postcard, or email):

Apply a template by clicking the Select [Activity type] template link. Use the List of categories drop-down list box to select a template category, then select a template from the list. For email you have the option to select Include signature. Click OK.

5. The Perform event [#] days… setting under the Activity dates section is linked to the [Activity] to be performed [#] days section. In the [Activity] to be performed [#] days section, choose how to relate the activity’s occurrence. **Note: If the activity is part of an action plan your choices are to either set the activity to occur a number of days from a plans starting date or after the preceding activity is completed.

6. Your previous choice will reflect in the Perform event [#] days…setting under the Activity dates section. Use the spin buttons to set the number of days. NOTE: The starting date is defined when you apply the plan to a contact.

7. If you want to be reminded (from Today’s business) in advance to perform the activity, set the Reminder [#] days before [activity] to the desired number of days.

8. In the event that the activity is not completed on the scheduled date, you may want it to be removed from Today’s business after a time. If so, click the Apply drop off to Today’s business check box, then set the Drop off [#] days after [activity] date option.

9. If you do not want the activity to fall during the weekend, you have the option of checking if event falls on a Saturday and/or if event falls on a Sunday. Then choose to either move the event to the previous business day or the next business day.

10. Click Enter next to create another activity or click Finish when you are finished creating activities.

NOTE: You cannot create (or make global changes to) activities in the default plans. If you want to modify a default plan you must make a personal copy, and then edit the copied version. If you do modify a default plan you will be prompted to rename the plan and save it as a personal plan automatically. Check the info icon at the top of the page to see if you are working in a default or personal plan.

You cannot edit, rename, or delete activities in the default plans. If you want to modify one of the default plans you must make a copy, and then edit the copied version. If you do modify a default plan you will be prompted to do so automatically upon saving. Check the info icon at the top of the page to see if you are working in a default or personal plan.

1. Select the plan and activity you want to modify, then click View or edit activity from the action menu. The View or edit [plan type] plan [activity]: [plan name] window is displayed. View or edit the following information:

Description — type a description for the activity, or click the adjacent list icon to select a preset description from the pick list.
Priority — Use the spin buttons to change the priority rating of the activity.
Assign to — click the drop-down list box to select the user who will perform the activity.

2. If you are editing a Letter: select a template.

3. When editing a letter you can change the template by clicking the Select [activity type] template link. Use the List of categories drop-down list box to select a template category and then select a template from the list. Click OK.

4. The Perform event [#] days… setting under the Activity dates section is linked to the [Activity] to be performed [#] days section. In the [Activity] to be performed [#] days section, choose how to relate the activity’s occurrence.

5. If the activity is part of an action plan your choices are to either set the activity to occur a number of days from the plan starting date or after the preceding activity is completed. **Note To ensure this activity only appears in the assigned user’s Today’s business after a preceding activity has been marked done, select the After the preceding activity is completed option, then choose the preceding activity from the Select preceding activity drop-down list box. (When you do this, you are creating a cascading activity). This applies to steps b and c also.

6. If the activity is part of a listing plan your choices are: After listing date, before expiration date, after expiration date or after the preceding activity is completed.

7. If the activity is part of a closing plan your choices are: After acceptance date, before closing date, after closing date or after the preceding activity is completed. NOTE: Activities that are dependent upon other activities will have the date of Pending and will only appear in Today’s business and Scheduler once the preceding activities have been marked done or deleted.

8. Your previous choice will reflect in the Perform event [#] days… setting under the Activity dates section. Use the spin buttons to set the number of days. NOTE: The starting date is defined when you apply the plan to a contact.

9. If you want to be reminded (from Today’s business) in advance to perform the activity, set the Reminder [#] days before [activity] to the desired number of days.

10. In the event that the activity is not completed on the scheduled date, you may want it to be removed from Today’s business after a time. If so, click the Apply drop off to Today’s business check box, then set the Drop off [#] days after [activity] date option.

11. If you do not want the activity to fall during the weekend, you have the option of checking if event falls on a Saturday and/or if event falls on a Sunday. Then choose to either move the event to the previous business day or the Next business day.

12. Click OK when you are finished viewing or editing the activity.

Unfortunately there is not a Global way to change all of the Templates within Top Producer 7i. They will need to change the margins on each template in the library they wish to use.

Follow the steps below:

1. Select Mail and then Communication library.

2. Select the letter you wish to change.

3. Click view or edit.

4. Click page setup to adjust the margins.

5. Click ok in the page setup window to save the changes.

6. You can now make changes to the body of the letter if needed.

7. When finished, click save to make the changes permanent.

Technical Support
Top Producer Technical Support is available from Monday – Friday, 6:00 AM – 5:00 PM (Pacific Time).
Email: support@topproducer.com
Telephone toll free: 1-800-830-6047
Web: http://www.topproducer.com/support
Fax: (604) 270-6365

**NOTE. PLEASE READ: Dave Beson’s Letters install into the Top Producer 7i program. Once Dave Beson’s letter have installed into TP7i, the functions of the Dave Beson’s letters are completely based on the TP7i program and its functions. All of the solutions above are based on the current version of TP7i and are dependent on the TP7i program for their accuracy. Many of the solutions above have been taken directly from the Top Produer website or product manual. We always recommend you contact Top Producer directly to verify the accuracy of the above information before applying, or to answer any questions. Always backup your computer and your Programs such as Top Producer program before making any changes. Thank you.