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Top Producer 6i

Q: What Dave Beson products work with Top Producer 6i?

A: LetterWriter, LetterWriter Plus and LetterWriter for Managers (Arms)

Q: Where are my Dave Beson Letters located in my Top Producer 6i?

A: Follow the steps below:

  1. From the menu bar, click Mail and then click View/change mail library… or, highlight Mail on the main menu bar and click Create new [mailing item]…. A blank document will appear on the screen.
  2. From the Mail library window, highlight the desired category, then click Next. A list of the templates in the selected category appears.
  3. Highlight the template item you want to view.
  4. Click View/modify.
  5. The word processor is opened with the contents of the letter displayed.

Q: How do I view or edit a letter or mailing template in Top Producer 6i?

A: Follow the steps below:

  1. From the menu bar, click Mail and then click View/change mail library… or, highlight Mail on the main menu bar and click Create new [mailing item]…. A blank document will appear on the screen.
  2. From the Mail library window, highlight the desired category, then click Next. A list of the templates in the selected category appears.
  3. Highlight the template item you want to view.
  4. Click View/modify.
  5. The word processor is opened with the contents of the letter displayed.
  6. You can now view the template and edit it if you want.

Q: How can I tell the difference between the Dave Beson letter’s and the ones that come with Top Producer 6i?

A: The Dave Beson letters can be identified this way.
LetterWriter letters will say Dave Beson at the beginning.
LetterWriter Plus letters are labeled with the name of the campaign.
eLetterWriter isn’t compatible with Top Producer 6i

Q: How do I send a single Dave Beson letter to a contact in my TP6i?

A: Follow the steps below:

  1. From the TOP PRODUCER 6i main menu bar, click Mail, then Send mail to contact…. The Select contact for mailing event window appears. Proceed to step
    Note: If the selected contact was already displayed in the Contact record for [contact name] window, the Address book, the Quick contact entry window or the Detailed contact entry window, the Follow-up letter for [contact name] window will be immediately displayed. Proceed to step 3.
  2. The Select contact for the mailing, event window contains a list of ALL contacts in the database. Contacts with multiple properties will have multiple list entries; one for each address. To sort the list of contacts either alphabetically by name or numerically by address, click the desired column header. To reverse the sort order, click the column header again.
  3. Scroll through the list of contacts until you locate the contact for whom you want to generate the mail.
  4. If the contact does not yet exist in the database, click New contact to display the Add new contact window. Enter the new contact’s information and click OK to save. TOP PRODUCER 6i will automatically create a contact record for the new contact. You will be returned to the Select a contact for mailing event window, where the new contact will be displayed and highlighted.
  5. If you want to enter a new address for a contact in the Add new contact window, click the desired field entry buttons and the Address details appears. Enter the new address information and click OK to accept the information and return to the Select a contact for mailing event window; where the contact’s new address will be displayed and highlighted.
  6. In the Select a contact for mailing event window highlight the contact’s name/address, then click OK.
  7. When a contact has been selected as the mail recipient, the “Send follow-up” [mailing item] for [contact name] window appears.
  8. Select the button that represents the kind of mail you want to generate for the selected contact: i.e. Letter, Card (postcard), Email, Env (envelope) or Label. The Select [mailing item] (or enter shortcut code) field’s caption will change according to the item you select. For example, if you select Card, the field’s caption will read Select card (or enter shortcut code).
  9. To assign the activity to another agent/assistant, click the Assign to: drop-down list box to pick an individual from a list.
  10. Insert the cursor in the Select [mailing item] (or shortcut code) field and type the title of the item you want to send; or click the field entry button to display the Mail Library with an appropriate mailing category tab active (Letters, Postcards, Envelopes or Label as appropriate).
    Double-click a category to display its contents. Choose a mailing template and click OK.
  11. If a shortcut code was created for the mailing template, you can enter it in this field. When you move to a next field, TOP PRODUCER 6i will recognize what the mailing template you want to print and places its title in the field.
    Note: The Letters category also applies to email messages. If you are sending an email, the attachment button appears to the right of the
    Select letter (or enter shortcut code) field. Click it to display the File attachments window, from which you can choose an attachment file.
    Note: You must type the mailing item’s name or shortcut code exactly as it appears in the Mail library, otherwise an error message appears.
  12. Insert the cursor in the Mailing name text box and type a name for the mailing. This field’s entry defaults to the selected contact’s name. Alternatively, you can click the field entry button to insert an item from a single-select picklist of common mailing names.
  13. Click the Category drop-down list to specify a Scheduler color, so that your mail activity is categorized by color. To choose a new color, click the Category field entry button.
  14. When you are finished, click: Print now (for letters, cards, envelopes and labels) to preview the item in the Follow-up [mailing item] for [contact name] window,
    then print it. Please ensure that your printer is loaded with the correct paper, envelope or label before you start printing.

Q: How do I apply an Action plan to a contact in Top producer?

A: Access the contact’s contact record and from the Contact record for [contact name] window, click Select action plan to display the Action plan for [contact name] window.

  1. From the Action plan for [contact name] window, click Select plan… .
  2. The Select new plan(s) window is displayed, with the Action plans tab shown. A list of existing action plans is listed.
  3. Highlight the action plan you want to apply to the contact.
  4. Click Apply plan. The Select action plan start date window is displayed.
  5. Click OK to accept today’s date as the start date; or adjust the displayed date by using the spin buttons; or click the Start date field entry button to choose a date from the Calendar view window.
    Note: The start date is the date on which the action plan will commence in the contact record to which it is applied. An action plan activity will be applied to the contact record and scheduled after the number of days specified in the Perform event [X] days from the plan start date field. For example: Apply an action plan to a contact and specify the Start date to be July 20. The first activity in the plan was defined to be scheduled 5 days from the plan start date. Therefore, it will be scheduled for July 25.
  6. All of the activities currently in the action plan are now applied to the contact and will be displayed in Today’s business as they come due.

Q: How Do I create a mass mailing in Top Producer 6i?

A: Follow the steps below:

  1. From the TOP PRODUCER 6I main menu bar, click Mail, then Mass mailouts…. The Mass mailouts window appears.
  2. This window is very similar to the Search by description window. Using the search by description commands, perform a search for the group of contacts for whom you want to prepare the mailout; or click Display all contacts.
  3. After defining a search criteria and executing the search, select the contacts you want (either from the search results or by clicking Select all). Then click Start mailout. The Mass mailing window appears.
  4. From the Mass mailing window, click the button that represents the kind of mailing item you want to send out: Letter, Card, Email, Envelope or Label.
  5. Click the Assign to: drop-down list box and select the individual to whom you want to delegate the mailout.
  6. TOP PRODUCER 6i events are categorized by color. When viewing events in the Scheduler, these color codes make it easy to recognize the event type (an action plan activity, a listing plan activity, mass mailout, etc.).
  7. To assign a different category than the default, click the drop-down list box and select the desired item.
  8. To create a new color category for the mailout, click the Category field entry button.
  9. Depending on what type of mailing item was selected, the Select [mailing item] (or enter shortcut code) field entry button will change to reflect your selection.
  10. If you know the shortcut code of the item, enter it in the Select [mailing item] (or enter shortcut code) field. TOP PRODUCER 6i will immediately know what letter/card/envelope or label to print. The item’s title will appear in the field as soon as you type the code and move to a different field.
  11. You can click the Select [mailing item] (or enter shortcut code) field entry button to display the Mail library with the appropriate tab active. Select a letter, postcard, envelope or label template for the mailout and click OK. You will be returned to the Mass mailings window with the template copy title in the Mailing item/code field.
  12. In the Mailing name text box, enter the title for the mailout.
  13. Under Link to…, the first contact from the group (chosen by using Search by description) is displayed. Click the Contacts(x) field entry button to view the remaining contacts in the group. The Select contacts window appears.
  14. To add contacts from the mailout group, select the contact in the List of available contacts. After selecting additional contacts, click Add to list. The selected contacts will appear in the Currently selected contacts window. Clicking OK will close the Select contacts window and return the Mass mailing window.
  15. From the Mass mailing window, click the Sort mail by: drop-down list box. Choose a mailout sorting option to determine in what order the mailout will be viewed in the Follow-up mailing item for [contact name] window and printed.
  16. There are several command buttons available:
    To print the mass mailout without previewing, click Print now. To send out mass email, the Send Email button is available (which replaces the Print now button). To print the mailout later, click the Send later button. The chosen template will be merged with the selected contacts’ information and the mailout will be stored in the Pending correspondence window. You will be able to access the stored mailout and print it at any time in the future. Depending on the type of mass mailout, (Letter, Card, Email, Envelope, or Label), clicking the View… button will display a different window.
    If a Letter or Card is selected, the Select [type of mailout] window appears.

Q: How do I add additional information in the form of merge fields to a letter such as company name, etc?

A: Follow the steps below:

  1. Place the cursor at the end of the last merge field (gray box) and hit enter.
  2. Select insert, then click merge field
  3. The Mail Merge field window will open.
  4. Agent information that can be added to the letters begin with the word Agent.
  5. Select the merge field you would like to add, then click insert.
  6. To add additional merge fields to your letter, you will need to repeat the steps each time.
  7. To make the changes permanent, you must click save.
  8. Once you have the first letter modified to the way you want, you can highlight the new merge fields, then copy and paste them into the next letter. You will need to save the letter each time for the changes to be permanent.

Q: How do change to the sequence of a campaign, or change how often the letters are scheduled to go out, in one of Dave Beson’s Campaigns?

A: Follow the steps below:

  1. Click on the Setup Tab
  2. Go to plans setup (the plans manager window will open)
  3. Click on the action plan you would like to modify
  4. Click view/modify plan.
  5. Select the letter you wish to modify and then click the modify event tab. The modify action plan event window will open and you can change the frequency of the letter here.
  6. Click ok
    **Note: you would need to do this with each letter in that specific action plan.

Q: Where are my Dave Beson Buyer and Seller Letters?

 

A: Since the letters are not on an action plan, you can find the Buyer and Seller letters in the mail library under Dave Beson follow-up letters.

Q: How do I change the way my name reads at the bottom of each letter in Top Producer 6i?

A:
Follow the steps below:

  1. With Top Producer 6i open, click on setup
  2. Click on Agent Setup
  3. You can make your changes, when finished make sure to click ok to save the changes.

Q: Can I apply more than one action plan to a contact?

A: To apply multiple Action plans to a single contact:

  1. From the Action plan for [contact name] window, click Select plan to view the Plans assigned to: [contact name] window.
  2. The Current plans in use list box shows all the action plans that are applied to the contact while the Available plans list box shows all the
    action plans in the Plans manager window that are not currently applied to the contact.
  3. Before you apply or remove a contact’s action plans, click Plans manager if you want to create, modify or delete any action plans.
  4. To apply a new action plan or multiple action plans to a contact, highlight the desired plan(s) in the Available plans list box, then copy and paste, or drag and drop the plan(s) into the Current plans in use list box.
  5. To remove an action plan or multiple plans from a contact, highlight the plan(s), then click delete.
  6. In the Delete selected action plans from: [contact name] window, the Keep event history for [plan name] check box is enabled by default.
    Click OK if you want the plans’ completed activities to remain in the Action plan window. If you do not want to keep an event history for a plan, clear the check mark, then click OK.
  7. When you finish applying or removing a contact’s action plans, click OK. The displayed activities in the Action plan window will reflect your changes.

Q: How Do I delete an event from a contact’s Action plan?

A:
Follow the steps below.

  1. In the Action plan for [contact name] window, select the event or events to be deleted.
  2. Click Delete.
  3. A confirmation window is displayed asking for your confirmation of the deletion. Click Yes to delete or No to abort the deletion.

Top Producer Technical Support

You can contact Top Producer Technical Support by using any of the following methods: Tech Support is available Monday to Friday, 7am – 5pm (PST).

Telephone: (604) 244-5660 or 1-800-830-8300

email: This email address is being protected from spambots. You need JavaScript enabled to view it.

World Wide Web: http://www.topproducer.com

Fax: (604) 270-6365

When contacting Technical Support please ensure that you are at your computer and have available:

• Your Product Registration Number or the name of the registered owner.

• An accurate description of the issue

• What area of the program you were working in

• The error message or number, if applicable

**NOTE. PLEASE READ: Dave Beson’s Letters install into Top Producer 6i. Once Dave Beson’s letter have installed into Top Producer 6i., the functions of the Dave Beson’s letters are completely based on the Top Producer program and its functions. All of the solutions above are based on Top Producer and depends on the Top Producer program for their accuracy. Many of the solutions above have been taken directly from the Top Producer 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 Top Producer program before making any changes or installing new software. Thank you.

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