Forms

 

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How Do I Create A Custom Letter? (Body of Letter)

How Do I Create A Letter With Internet (HTML) Symbols?

How do I keep my letter from looking like One Big Paragraph?

Is there a list of Available Forms to Print?

How do I use the optional Referral Submit form?

How can I send email attachments manually?

How can I send multiple email attachments?

What are the advantages of the USAA HES forms (templates)?

How do I use the USAA HES forms (templates)?

 

 

 

 

How Do I Create A Custom Letter?  (Body of Letter)

View the video... 

 To create a Custom Letter:

  1. Go to Forms and click on “Lookup the Body of Letter” in the upper left-hand corner

  2. Click the “Add New” button

  3. Title your letter anything you want

  4. Type your letter (you can do this in MS Word first and paste it here).  NOTE: This does require HTML formatting (see below).

  5. Save the letter

  6. Once your letter is in, then any form that has a blue check in the column titled “Is the Body of Letter Used?” allows you to select the body of letter of your choice.  

  7. Now you can click on “Lookup the Body of letter”, highlight the letter you want by clicking the number located next to that letter and the click “Return to Forms” located in the upper right-hand.  

  8. Now select your Custom Letter

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How Do I Create A Letter With Internet (HTML) Symbols?

If you want your custom letter to include font changes for style, color and other features as well as include a border around the text, or centered or right-justified text, or even a hyperlink to your company's website you can do it with HTML (Hypertext Markup Language).  The easiest way to do this is to type the document exactly as you want it using Microsoft Word, then do the following steps to put the text and all the coding into the Body of Letter page.

  1. Open MS Word and type the document how you want it to appear.  Make all your changes here for font style, color, centering, etc.

  2. Click File, Save As..., change the  'Save as type:' to "Web Page (*.htm; (.html)", enter the file name and click 'Save'.

  3. Click View, HTML Source.  A new page will open displaying all the HTML source code for your document.  (You will notice a section that begins with "<head>" and ends with "</head>".  To limit the amount of text to be copied you may choose to delete everything beginning with "<head>" and ending with "</head>".  This will not affect the final outcome of the page.)  

  4. Highlight EVERYTHING on the page.  Click Edit, Copy.

  5. In Relocation Specialist and from the Referrals List page click the FORMS link then click the 'Lookup the Body of Letter' link at the top-left.

  6. Click ADD NEW.  Enter the Description for the Body of Letter then TAB to the large Text field.  Right-click in the Text field and click Paste.  Click ADD NEW RECORD.  

By selecting the new Body of Letter in the list you can view a 'Print Preview' by scrolling to the bottom section of the page where it will be displayed.  After selecting the Body of Letter, click the 'Return to Forms List' button then select whatever form you want to use that has a checkmark in the 'Is Body of Letter Used' column.

 

NOTE:  If you want to create the entire letter in MS Word and use ONLY that letter in Relocation Specialist, follow the steps above, then select the form 'Custom Letter [Blank]' and you'll get just the letter without additional formatting from Relocation Specialist.

 

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How do I keep my letter from looking like one big paragraph?

Because we are using the Internet, all 'Body of Letter' text uses HTML codes to format pages.  This means adding characters for line breaks ("<BR>"), new paragraphs (or blank lines "<P>") and so on.  To avoid adding the symbols manually, see the steps in the topic above ('How do I create a letter with Internet (HTML) symbols?").

 

  How the letter is typed How the letter will appear
Sample letter without HTML formatting

Thank you for your interest in moving to our city.  We know you'll like it here.

 

If I can help you, please call.

 

Sincerely,

 

Jane Doe

Relocation Coordinator

Thank you for your interest in moving to our city.  We know you'll like it here.  If I can help you, please call.  Sincerely, Jane Doe Relocation Coordinator
  How the letter is typed How the letter will appear
Sample letter with HTML formatting

Thank you for your interest in moving to our city.  We know you'll like it here.

<P>

If I can help you, please call.

<P>

Sincerely,

<P>

Jane Doe<BR>

Relocation Coordinator<BR>

Thank you for your interest in moving to our city.  We know you'll like it here.

 

If I can help you, please call.

 

Sincerely,

 

Jane Doe

Relocation Coordinator

 

A more complete set of sample symbols is included in the DEMO database.  To see them go to the Main Menu, click 'Logout' and login using "demo" for the ID and "demo" for the Password.  Once logged in click 'Referrals List', then click the FORMS link on the left, then 'Lookup the Body of Letter' link near the top of the page.  That will open the Body of Letter page.  Select 'Sample Body of Letter', then UPDATE.  In the 'Text' field (in the top box) you'll see the samples of the characters used for things such as bold, underline, font changes, and hyperlinks

 

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Is There A List Of Available Forms to Print?

Would you like to see a complete list of Forms available with ReloSpec?  Currently there are over 100 forms available with Relocation Specialist.  How do you know which one(s) you'll want to use?  You can select a record in the Referrals List then click on each Form one at a time, look at it and move on to the next.  However, there is a better way.  Click here to download an MS Word document containing all the forms and a Table of Contents to guide you to the ones you want to use!

 

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How do I use the optional Referral Submit form?

Congratulations on your purchase of the optional Referral Submit form.  The purpose of the form is allow agents and contacts to submit referrals to the Import table of your Relocation Specialist database.  You then will have the opportunity of moving the referral(s) from the Import table to the Referrals List table when you’re ready for it.

 

The Referral Submit form may be sent manually, or automatically (using AutoPIlot / Action Plans) or a link may be set up on your own website that when clicked will open the form on the Internet.  Following are the instructions for each of the 3 ways for using the Referral Submit form.

 

To Send the Referral Submit form MANUALLY

From the Referrals List page in ReloSpec, click the FORMS link on the left side of the page.  Select ‘Referral Submit form’ in the list.  Fill in the email address at the bottom of the page and click SEND. 

 

The person receiving the email will open the email, click the link in the body of the email, which will open the on-line form.  The person then fills in the form as needed and clicks SUBMIT.  The results of the form will be written to your Import table.

 

To Send the Referral Submit form AUTOMATICALLY

When setting up a ToDo item using “AutoPilot” as the ‘Activity’ or when creating an Action Plan Item and using “AutoPilot” as the ‘Activity’, select ‘Referral Submit form’ as the ‘AutoPilot: Which Form?’.  Fill in the other field settings as needed then process along with all other AutoPilot items. 

 

The person receiving the email will open the email, click the link in the body of the email, which will open the on-line form.  The person then fills in the form as needed and clicks SUBMIT.  The results of the form will be written to your Import table.

 

To Add an Internet Hyperlink for the form to your WEBSITE

Have your IT professional add a link to the page(s) you desire on your website.  The URL address for the link will be provided to you after purchase of the form.

 

Once the link has been added, you may instruct your agents or contacts to go to your website, click the link and fill in the form as needed, then click SUBMIT.  The results of the form will be written to your Import table.

To import new referrals into the Referrals table…

In all cases, the results of the form are written to the Import table of your Relocation Specialist database.  To move records from the Import table to the Referrals table do the following:

1.       Click the IMPORT link on the left side of the Referrals List page.  This will open the Import table page. 

2.       Scroll to the bottom of the page and click the ‘CLICK HERE’ link in the first box beneath the grid.  All records where the ‘Import’ column is TRUE will be imported into the Referrals table.

3.       Close the IMPORT page.

4.       To view an updated list of the records in the Referrals table, click the RELOAD button at the top of the page.  Your imported records will appear in the grid.

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How can I send email attachments manually?

Many forms include the ability to attach a file.  Files are uploaded to your folder using the 'Upload an Email Attachment' link on the Utility Settings page.  (Click here to see the Utility Settings page.)

  1. Click the FORMS link in the Referrals List page

  2. Select the form you want to send.

  3. Scroll to the bottom of the form and select the file to attach from the droplist.

  4. Click SEND.  The selected file will be attached to the outgoing email.

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How can I send multiple email attachments?

It is possible to send multiple email attachments when using the ToDo items AutoPilot or when generating an Action Plan that creates AutoPilot items.  Typically, you would select a single email attachment when generating a ToDo item.  However, by turning off the droplists in the form you may enter the names of the attachments, separated by a semicolon.  Here are the steps.

  1. From the Referrals List page click the ToDo link.

  2. Click the blue 'DROP' button and go to the 'Email Attachment' field.  

  3. Enter the complete file names of the attachments separated by a semicolon.  (ie."File1.doc; File2.doc; File3.xls")

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What are the advantages of the USAA HES forms (templates)?

The USAA HES forms (also known as templates) are for the exclusive use by members of the Cartus Network.  This series of 10 forms are written for online use within ReloSpec and replace the MS Word documents that non-ReloSpec users are required to send to agents for routine updates at specific intervals.  The advantages to using ReloSpec to send the USAA HES forms are:

  1. The sending of specific forms can be scheduled in advance and may be repeated on demand.  ReloSpec does the rest.  There is nothing to attach to the outgoing emails.  Links to specific forms may be found on the body of the outgoing email.

  2. It is easier for the agent because he/she doesn't have to open and save the attached file, but can complete the form online.

  3. Copies of the completed forms are sent automatically to the Cartus Specialist and to the agent.

  4. The responses from the online forms comes directly into the ReloSpec Responses page.  You'll be able to 'process' the responses and have them moved into the Notes table for each referral.

  5. Use the COPY and PASTE functions to copy text from the agent responses into the notes section of Broker Center.

How do I use the USAA HES forms (templates)?

The USAA HES forms (also known as templates) have been integrated into ReloSpec.  You will be sending emails with links to the online forms.  It is NOT recommended that you send emails with the forms as attachments.  The forms may be sent manually using the FORMS page or automatically using the AutoPilot function.

 

To SEND the forms manually

  1. From the Referrals List page, clicks the FORMS link to open the page.

  2. Select the USAA HES form you want to send and click it. 

  3. Enter the agent's email address in the field at the bottom of the page and click the SEND button.

To SEND the forms using AutoPilot

  1. From the Referrals List page, select the record for the transferee

  2. Click the 'ToDo' link on the left side of the page.

  3. Click ADD NEW and add a record.  In the 'AutoPilot: Which Form?' field, select the form you want to send from the droplist.  Click ADD NEW RECORD.  (This step will go much faster if you use the 'Action Plan' page to add this record, rather than manually filling it out each time it is needed.)

  4. Close the 'ToDo' page and use the 'AutoPilot' link on the left side to send the emails, including those containing the USAA HES forms.

To use Action Plans to create the AutoPilot record

  1. From the Referrals List page, select the record for the transferee

  2. Click the 'ToDo' link on the left side of the page.

  3. Click the 'View the Action Plans' button at the bottom of the page.

  4. Select the Action Plan in the top half of the page.  (This step assumes you have created an Action Plan with the form(s) you need.  If not, you'll need to create the Action Plan, then add the Action Plan Item(s) needed.)

  5. Click the 'Click here to COPY the Action Plan Items to the ToDo list' button at the bottom of the page.  Click the 'Return to the ToDo List' button.

  6. Close the 'ToDo' page and use the 'AutoPilot' link on the left side to send the emails, including those containing the USAA HES forms.

What the agent does when receiving the email

  1. The email is received in the agent's Inbox.

  2. The agent opens the email and clicks the link in the body of the email.

  3. The agent fills out the form and clicks the 'Send to Relocation Dept.' button at the bottom of the page.  A copy of the form result is sent to the Cartus Specialist and to the agent.  The form results are inserted into the Responses page.

How to 'Process' the USAA HES forms from the Responses page

  1. The results of the forms are inserted into the Responses page.  From the Referrals List, click the RESPONSES link to view the responses from the agents.

  2. Select the response you want to COPY and PASTE into the Broker Center notes section.  When you select the record, a text box is opened at the bottom of the page which makes it easy for you to copy the text.  Highlight the text you want, right-click and click COPY.  Then, using another Internet browser window, open the record in Broker Center and PASTE the text into the notes table.

  3. After reviewing all the responses in the page, click the button at the bottom of the page to 'Process' the responses.  The comments will be moved to the ReloSpec Notes table for each record displayed.