Tip #63 - How to generate a mailing list in SmartAdvocate

All contacts entered in SmartAdvocate are categorized, i.e., a contact type is required (e.g., Doctor, Adjuster, Expert, Hospital, Judge, etc.). Because contacts types are specified, you can easily generate lists (such as mailing lists) based on the contact types you want included on the list. The easiest way to generate such a list is to use the ‘Contacts Search’ option available on the Top Tool Bar.

You can use any of the many filters available from the ‘Contact Search Criteria’ to make your search as narrow or as wide as you want it to be. For example, you could use ‘Contact Type’ to search for all Adjusters, all Insurance Companies, all Doctors, all hospitals, all Experts, all Attorneys, all Judges, etc. You can combine filters to generate a more tailored list. So, if you wanted to generate a list all Experts in a specific Zip Code (or range of zip codes), you would select the contact Type ‘Expert’ and the specific Zip Code(s). Click the ‘Submit’ button on the Contact Search Criteria dialog box to generate your list.
 
Please bear in mind that the list as generated may have columns that are not needed for a mailing list (or may be missing columns that are needed). Use the ‘Show/Hide Column’ feature to add or remove columns as needed (Show/Hide Columns button will be located in the bottom right corner of the contact list as displayed) and then adjust the columns so that they are displayed in the desired order.
 
Use Show/Hide Columns feature to display the desired columns

Search result showing desired columns after adjustments

When you are satisfied with your results, you can select any of the contacts from the list (or all of them) and then use the ‘Mass Action’ feature to generate a document (using an appropriate template) addressed to each of the selected contacts (e.g., send a notice to all insurance companies that your address or phone number has changed) without first creating a mailing list.[1]

Please note that you can use the Mass Action feature to create a mailing list. In the future, you can use the mailing list itself to do a search. It is important to note that a mailing list created as described here is “static” and will be comprised of contacts that satisfy your search at the time the list is created. It is suggested, therefore, that a mailing list created in this fashion should ideally be a small list, i.e., one that is easily managed and easily updated by manually adding or removing individual contacts as required.

You can also print envelopes using a previously created envelope template.
 
Use the export function in the top right corner of the search results to export your list as a PDF document, Excel Spreadsheet or Word document if desired.

If exported, your list will be downloaded, usually to your tool bar, and will be seen in the lower left corner of your screen.[2]Click on the downloaded file to open it (if it is not already open).
 
Sample mailing list on an Excel spreadsheet

[1] You can use Mass Action to add contacts from your results to a new or pre-existing mailing list.

[2] Your computer settings may be such that the list automatically opens rather than downloads to your tool bar or desktop. If necessary, you can then use the Microsoft Word document merge feature to merge your contacts into your finished documents or to print mailing labels.