Letters

This is the page where you can manage the letters which you send to the customers by e-mail. This is the place where you can edit, delete or add new letters in the database.
When you get to this page you have to select a category to receive a list of letters. The letters are divided into 7 types:

Administrative letters - these are the build in, special processed letters. Members of this group are Invoice, Billing statement and Customer Info.
Late payment letters - these are the letters you send to the customers when they are late with their payments.
Pre payment letters. - these are the letters you send to the customers to inform them that their anniversary day is coming soon and you are going either to charge their credit cards or send them a bill.
Welcome letters - these are letters that are send to new subscribers for a given plan. These letters are connected with plans. You attach a letter to a plan in the Plan Info and their welcome letters page after you have created it.
Miscellaneous letters - these are general letters that you use to send to a group of people. First create the letters then send these letters to a group of people using the Pool page
CC Expiration Notification letters - these are the letters you use to send to people paying with credit cards and their cards will expire in period defined in the header of the letter.
Ticket Notification letters - these letters are used when you are using tickets from email to notify your customers weather the ticket is created successfully or not.

First you have to select the type of letters you want to view. You can do this by selecting the appropriate type from the combo box. You can also get a list of all the letters by selecting All letter types from the combo box.
Once you select a type you will get a list of all the letters of that type that you have defined. The information you get is different for the different types of letters.

If you have selected Late payment letters you will receive a list of letters which are sent to customers when they are late with their payments, also for each letters you will receive information about the payment type connected with the letter, the number of days that have to pass after the due day before starting sending the letter, the number of days after the due day when to stop sending the letters, the frequency of the reminder letters in days as well as the subject and the body of the letter.

If you have selected Pre payment letters to inform them that their anniversary day is coming soon. Here for each letter you will get information about the payment type for a letter, the number of days it is sent before the anniversary day as well as the subject and the body of the letter.

If you have selected Welcome letters you will receive a list of letters which are sent to customers when they subscribe for a certain plan. Here for each letter you will get information for the number of plans that use this welcome letter as well as the subject and the body of each letter.

If you have selected CC Expiration Notification letters you will receive a list of letters which will inform customers for expiration of their credit cards. In field From and field To you should put period in days in which the customer will be notified for expiration. In field Send Every X days you enter the rate of sending the letters in defined period. For example: the customers card expire on June 2000 (Rodopi assumes that credit card will expire at the last day of the month at 12PM) and you have entered in fields From - 15, in To - 20 and Send Every - 3 Days, Rodopi will send CC Expiration Letter on 10th and 13th of June.

If you have selected Ticket Notifications letters you will receive a list of letters that will be sent immediately from Rodopi Ticket System to the customers in response of their trouble request email sent to your support team. Basically here you should have two type of notification letters: first when the ticket is generated successfully and second, when the ticket for some reason is not created.

Note: If the body of the letter is too long only the first few lines will be displayed. To see the actual layout of the entire letter, press the Edit button, then click on the Preview button.

If you have selected Miscellaneous letters you receive a list of letters which are sent to a predefined pool (see Pool page). For each letter in the list you will receive information about the subject body and the body of the letter.

If you want to edit a letter just click the "Edit" button next to it.
If you want to delete a letter just click the "Delete" button next to it.
If you want to create a new letter you have to select letter type first (from the combo box) and the press the "New Letter" button.
Note: You will not see this button when you select All letter types from the combo box.

Letters Keywords

In all letters you can use keywords to personalize the email. Here is the list of keywords that can be used:

Keyword	Description	Administrative	Late payment	Pre payment	Welcome	Miscellaneous	CC Expiration	Ticket Notification
@URL@	'http://This.RODOPI.WWW.Server/olsplus/customersup.html'	X	X	X	X	X	X	X
@ISP@	ISP's name	X	X	X	X	X	X	X
@Phone@	ISPs phone number	X	X	X	X	X	X	X
@FirstName@	customer's first name	X	X	X	X	X	X	X
@LastName@	customer's last name	X	X	X	X	X	X	X
@Company@	customer's company name (if any)	X	X	X	X	X	X
@RegNumber@	customer's registration number	X	X	X	X	X	X	X
@Balance@	customer's current balance	X	X	X	X	X	X
@Ticket_Number@	Number of generated ticket from email							X
@Support_Email@	Support E-mail Address from Rodopi configuration							X

For example if you begin your letter with:

Dear @FirstName@ @LastName@

Rodopi will replace the keywords with the real names of the customer.

NOTE: If you need to have @ sign in the letter (e.g. you billing email address)
use @@ instead (e.g. billing@@domain.com)

Administrative

Administrative letters are special processed letters that come with Rodopi installation.
NOTE: Don't ever delete them!

The Billing Statement letters are sent to the customer to show his statements.
The Invoice letters are sent to the customer to show his invoices.
The Customer Info letters are sent to the customer when the he has forgotten his registration number or password.

For each letter you need to specify the following fields:

Subject
The subject line of the e-mail letter.
Body
The body of the letter. Each line must be maximum 255 characters, but it would be better to limit the lines to about 60 or 80 characters to make them easier to read.

The From address and name in the e-mails are specified on the Configuration page, in the Billing Information section.
You can insert letter from mail server. See How to insert letters from mail server.

Late Payment Letters

On the Late Payment Letters page you can create or edit existing letters which will be sent automatically to customers who are late with their payments. You can design different letters for the clients with different methods of payments. For each letter you need to specify the following fields:

Payment type
Select the payment type: One of: ACH payment, Check payment, Credit card payment.
Note: This is a required field. You have to select a payment type.
From ... days
How many days after the customer is late with his payment RODOPI will start sending the letter.
To ... days
How many days after the customer is late with his payment RODOPI will stop sending the letter.
Send every ... days
How often will RODOPI send the letter in this period.
Subject
The subject line of the e-mail letter.
Body
The body of the letter. Each line must be maximum 255 characters, but it would be better to limit the lines to about 60 or 80 characters to make them easier to read.

Pre Payment Letters

On the Pre Payment Letters page you can create or edit existing letters which will be sent automatically to customers several days before their anniversary day. You can design different letters for the clients with different methods of payments. For each letter you need to specify the following fields:

Payment type
Select the payment type: One of: ACH payment, Check payment, Credit card payment.
Note: This is a required field. You have to select a payment type.
Send ... days before payment
How many days before the payment day will RODOPI start sending the letter.
Subject
The subject line of the e-mail letter.
Body
The body of the letter. Each line must be maximum 255 characters, but it would be better to limit the lines to about 60 or 80 characters to make them easier to read.

Welcome Letters

On the this page you can create or edit existing letters which will be sent automatically to customers when they subscribe for a new plan. For each letter you need to specify the following fields:

Subject
The subject line of the e-mail letter.
Body
The body of the letter. Each line must be maximum 255 characters, but it would be better to limit the lines to about 60 or 80 characters to make them easier to read.

Miscellaneous Letters

On the this page you can create or edit existing letters which later you can send to a group of predefined customers from the Pool page. For each letter you need to specify the following fields:

Subject
The subject line of the e-mail letter.
Body
The body of the letter. Each line must be maximum 255 characters, but it would be better to limit the lines to about 60 or 80 characters to make them easier to read.

CC Expiration Notification Letters

On this page you can create new or edit existing letters which will be send to your customers which credit cards will expire after given period. For each letter you should specify the following fields:

From X days
Here you enter the number of days before expiration after which the letters will be no more send by Rodopi
To X days
Here you enter the number of days before expiration after which Rodopi will start to send the letters
Send every X day
Enter here the rate (in days) of sending letters.
Subject
The subject line of the e-mail letter.
Body
The body of the letter. Each line must be maximum 255 characters, but it would be better to limit the lines to about 60 or 80 characters to make them easier to read.

Ticket Notification Letters

On this page you can create or edit letters which will be send by Rodopi immediately after receiving email from your customers to one of the support emails, listed in Administration->Tickets From Email.

Subject
The subject line of the e-mail letter.
Body
The body of the letter. Each line must be maximum 255 characters, but it would be better to limit the lines to about 60 or 80 characters to make them easier to read.

The From address and name in the e-mails are specified on the Configuration page, in the ISP Information section.
You can insert letter from mail server. See How to insert letters from mail server.

How to Insert Letters from mail server

You can insert a new letter from Mail server using POP protocol as you click on Insert from Mail button. On the next page you should specify the Email server name (example: mail1.abac.com), server port (default is 110), timeout (number seconds to wait the response from the mail server), username and password for the Email server. Check the checkbox if you want to save Email server settings. Click on the Connect button to connect to mail server. On the next page will be listed all emails on the Email server . Choose a Email to be inserted and click on Insert button.
The letters inserted from a mail server are in special mail format. To save letters in this format you should check the Parse letter content checkbox.