Letter Options
Letter Options allows you to set additional options for each specific letter giving greater flexibility in configuring letters.
General Options
Automatically prompt for envelope when printing this letter - Use this option to automatically bring up the Print Envelope dialog box after printing a letter. It will not bring up the option when Faxing or Emailing the letter.
Always allow editing document before printing or emailing - This option displays a screen allowing you to edit the letter prior to printing or emailing it. The editing screen allows you to edit in the same format as the letter.
Email Options
Email Subject - Enter the text you want as the Email Subject when emailing letters. For example, for a confirmation letter from your property enter "(Property Name) Room Confirmation". If this field is left blank, a default subject set in roomMaster will appear. A valid formula can also be entered in this field. Check the box for Evaluate Email Subject as a valid formula.
(Advanced) Evaluate Email Subject as a valid formula - Use this option to fine-tune the subject using valid programming (Clarion) syntax. This option is for advanced users only who have some programming and syntax knowledge when using the Clarion Report Writer or advanced RunTime rules.
The syntax is fully evaluated at RunTime and uses the current record buffer:
Confirmation/Reservation Letters uses the RESERVE (RES:) record buffer
Guest Profile Letters use the VIPFILE (VIP:) record buffer
City Ledger Letters use the CITYHD (CIT:) record buffer
The following syntax:
'Confirmation: ' & res:confnum & ' for ' & sub(res:firstname,1,1) & ' ' & res:lastname
Would create a confirmation letter subject as follows:
Confirmation: 1234 for R Jones
Notice that all literals are in single-quotes and the entire subject line is a valid Clarion formula.
Bcc Email - Enter the email address you want to receive a copy each time this letter is emailed. Use this to retain a copy of exactly what was sent for your own records. Separate multiple email addresses with a semi-colon (;).
Note: Receiving a Bcc copy of an email is not confirmation that the email was received by the other email addresses it was sent to. It is only a record of the email being sent and its contents.
Since Letter Options are letter specific, you can enter a Bcc email address(es) based upon the type of letter. For example, for Confirmation letters, use reservations@myhotel.com and for City Ledger letters use accounting@myhotel.com. This copies the correct person or department and automatically sorts different types of letters.
Start/Stop Period
Lower/Higher Date - Use these date values to indicate when the letter will actually show in the Letter drop-down on the Reservation, Guest Profile or City Ledger form. A date set for Confirmation Letters is based on the CheckIn date where-as the date set for Guest Profile and City Ledger letters will be based on the current date the letter is being selected. An example would be setting up a special confirmation letter to be used during Christmas. You would set a date range of Dec 20th to December 25th for example and the letter would only display in the drop-down for people checking in between these two days. Otherwise, it will not display in the drop-down.
Letter is disabled - Use this option to flag a letter to no longer be used. When doing so, it will not appear in the drop-down as a selectable letter.