Difference between revisions of "Letters and Communication"

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[[File:helpheader_small.png|right]]
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=Introduction=
  
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[[File:cl_LaC_2.png|border]]
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The Letters section allows you to:
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* Send new letters using templates.
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* View, edit or resend existing letters.
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* View audit trail of sent letters.
  
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=Introduction=
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[[File:cl_LaC_2.jpg|700px|alt="A client record in Charitylog with an existing letter visible and a create new letter button"]]
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The Letters and Communication section allows you to:
 
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* Send new letters and email using templates.
 
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* View, edit or resend existing letters and emails.
 
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* View audit trail mail merge extracts.
 
  
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=Compose New Letter=
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=Compose Letter=
 
You will find a list of [[Standard Letter Templates|letter templates]] to select from.  Click on the name of the require letter.
 
You will find a list of [[Standard Letter Templates|letter templates]] to select from.  Click on the name of the require letter.
  
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==Edit Parameters Relating to This Letter==
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==Editing a Letter==
  
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[[File:LC_NewHeader.PNG]]
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Select the reference number of the sent letter to edit and send again.
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[[File:LC_NewHeader.jpg|700px|alt="the settings of an existing letter. This includes the letter name, default font, font size, user access rights."]]
  
 
* '''Letter Name''' - The name of the selected letter.
 
* '''Letter Name''' - The name of the selected letter.
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==Edit the Document==
 
==Edit the Document==
  
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[[File:LC_NewDocument.png]]
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[[File:LC_NewDocument.jpg|700px|alt="a new letter being created in Charitylog"]]
  
 
You will be displayed the header details of the record as specified by the template followed by the following fields and options.
 
You will be displayed the header details of the record as specified by the template followed by the following fields and options.
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* '''Date''' - Pre-populated with the date you are creating the letter.
 
* '''Date''' - Pre-populated with the date you are creating the letter.
 
* '''Subject''' - This is only for emails, if you wish to use a subject line in the letter then use the main section of the letter.
 
* '''Subject''' - This is only for emails, if you wish to use a subject line in the letter then use the main section of the letter.
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* '''Main Letter Section''' - The main section will be pre-populated with the text from the template.  At the top you will find a [[Letters and Communication#Text Editor| Text Editor]] for customising the text.
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* '''Main Letter Section''' - The main section will be pre-populated with the text from the template.  At the top you will find a [[Text Editor]] for customising the text.
 
* '''Yours''' - Closing statement like 'Yours Sincerely'.
 
* '''Yours''' - Closing statement like 'Yours Sincerely'.
 
* '''Name''' - Name of the sender.
 
* '''Name''' - Name of the sender.
 
* '''Position''' - The position in the company of the sender.
 
* '''Position''' - The position in the company of the sender.
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* '''Footer''' - The footer section will be pre-populated with the text from the template.  At the top you will find a [[Letters and Communication#Text Editor| Text Editor]] for customising the text.
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* '''Footer''' - The footer section will be pre-populated with the text from the template.  At the top you will find a [[Text Editor]] for customising the text.
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===Text Editor===
 
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The text editor has the following facilities:
 
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** '''Font Family''' - Font to be used.
 
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** '''Font Sizes''' - The size of the font.
 
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** '''Style''' - Pre=-set style to use for the text.
 
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** '''Bullet List''' - Creates a bulleted list.
 
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** '''Number List''' - Creates a numbered list.
 
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** '''Increase Indent''' - Increases the paragraph indent to move text to the right.
 
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** '''Decrease Indent''' - Decreases the paragraph indent to move text back towards the left.
 
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** '''Undo''' - Undoes the last action (until saved).
 
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** '''Redo''' - If the undo button is clicked then this will redo what was undone.
 
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** '''Insert/Edit link''' - Only used for emails, this can add a hyperlink to a web page or document on the internet.
 
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** '''Remove Link''' - Removes any hyperlink from the text highlighted.
 
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** '''Cut''' - Removes any highlighted text and stores temporarily in the memory.  You can then paste the text elsewhere.  If you cut or copy a second time then the first cut will be lost.
 
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** '''Copy''' - Copies the highlighted text to memory so it can be pated elsewhere.  If you cut or copy a second time then the first copy will be lost.
 
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** '''Paste''' - Pastes the last item cut or copied to memory.
 
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** '''Bold''' - Turns the highlighted or typed text to bold font.
 
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** '''Italic''' - Turns the highlighted or typed text to italic font.
 
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** '''Underline''' - Turns the highlighted or typed text to underlined text.
 
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** '''Strikethrough''' - Turns the highlighted or typed text to have a line through the centre of the text.
 
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** '''Subscript''' - Turns the highlighted or typed text to subscript text (text that is smaller and placed at the base of the line).
 
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** '''Superscript''' - Turns the highlighted or typed text to superscript text (text that is smaller and placed at the top of the line).
 
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** '''Colour Text''' - Turns the highlighted or typed text to the selected colour.
 
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** '''Background colour''' - Turns the highlighted or typed text to have a background colour (highlighted).
 
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** '''Align Left''' - Aligns the text to the left margin (set by the browser).
 
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** '''Align Centre''' - Aligns the text to the centre of the page margins (set by the browser).
 
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** '''Align Right''' - Aligns the text to the right margin (set by the browser).
 
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** '''Justify''' - Aligns the text so that the start of a line is aligned to the left margin and the end of the line is aligned to the left margin (used for formal letters/emails).
 
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** '''Page Break''' - Creates a break to start on a new page when printing.
 
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** '''Table''' - Tools to create and edit a table.
 
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** '''Insert/Edit Picture''' - Enable the insertion of an image, which needs to be on the internet or upload via [[System Uploads]].  You will need to specify a URL (web location) of the image.
 
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** '''Horizontal Line''' - Inserts a horizontal line across the page.
 
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** '''Special Character''' - Inserts characters that are not directly available from the keyboard, bring up a selection of characters.
 
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** '''Source Code''' - Displays the Hyper Text Markup Language (HTML) editor, used by people who know the language.
 
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** '''Insert Merge Fields''' - Merge fields are fields from the system that the letter will lookup up automatically when printing the letter.  Fields specified on the original template will have already been populated.  Further additions will be displayed as the field name until printed and saved.  Please see the [[Letters and Communication#Merge Fields on Text editor| Merge Fields on Text editor]] section below for fields available.
 
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===Merge Fields on Text editor===
 
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Merge fields will be displayed with opening and closing chevrons (<< >>).  You can select fields that are connected to the record or to the referrals/contacts of the letter.  Any merge fields that are connected with referrals will only be populated if the letter is created from the history page or a referral based report.  Any letter created directly via the Letters and Communications link will not be able to populate referral based fields.  Below is a list of available fields and whether they are record or referral based.
 
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'''Current Contact Details''' - Referral Based.
 
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* Date of Contact
 
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* Details of Contact
 
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* Further Action Needed
 
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'''Current Referral Details''' - Referral based.
 
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* Referring Organisation
 
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'''Extension Databases''' - Fields from extension Databases.
 
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'''Funded Work''' - Fields used with the [[Modules| Funded Work Module]]
 
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* Technical Officer's Name
 
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* Tender Description
 
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* Tender Appointment Date
 
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* Tender Return Date
 
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* Client's Full Name
 
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* Client's Full Address
 
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* List of Contractors & Appointment Dates/Times
 
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* List of Contractors & Net Prices
 
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* List of Contractors & Total/Gross Prices
 
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* Contractor's Name
 
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* Contractor's Received Date
 
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* Contractor's Appointment Date & Time
 
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* Contractor's Net Price
 
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* Contractor's VAT Amount
 
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* Contractor's Total/Gross Price
 
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* Information (for Information Links)
 
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* Risk Assessment Details
 
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'''Next of Kin''' - Details from the record.
 
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* Is a Keyholder
 
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* Relationship to Person
 
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* Name
 
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* Forename(s)
 
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* Initials
 
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* Title
 
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* Salutation
 
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* Address line 1
 
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* Address line 2
 
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* Address line 3
 
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* Address line 4 (Town)
 
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* Address line 5 (County)
 
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* Postcode
 
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* Postal District
 
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* Preferred Method of Communication
 
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* First Referral Date
 
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* Main Telephone No.
 
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* Mobile Telephone No.
 
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* Emergency Telephone No.
 
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* Email Address (Main)
 
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* Website
 
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* Notes / General Description
 
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* Main Referrer/Contact
 
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* Second Referrer/Contact
 
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'''Recipient and Sending User''' - Details from the record.
 
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* Image or logo
 
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* Name
 
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* Forename(s)
 
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* Initials
 
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* Title
 
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* Salutation
 
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* Preferred Known As
 
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* Address line 1
 
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* Address line 2
 
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* Address line 3
 
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* Address line 4 (Town)
 
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* Address line 5 (County)
 
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* Postcode
 
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* UDPRN (Royal Mail)
 
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* Postal District
 
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* Preferred Method of Communication
 
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* First Referral Date
 
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* Main Telephone No.
 
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* Landline Telephone No.
 
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* Mobile Telephone No.
 
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* Emergency Telephone No.
 
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* Fax/Other Telephone No.
 
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* Email Address (Main)
 
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* Email Address (Other)
 
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* Website
 
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* Social Media Link 1
 
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* Social Media Link 2
 
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* Social Media Link 3
 
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* Notes / General Description
 
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* Main Referrer/Contact
 
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* Second Referrer/Contact
 
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* Usual Support Worker
 
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* Consent Given
 
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* Birth Month
 
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* DizionsLtd::getProductName() . ' ID No.'
 
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* Birth Day
 
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* Birth Year
 
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* Age Now
 
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* Gender
 
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* Date of Birth
 
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* Age Range
 
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* Marital Status
 
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* Ethnic Group
 
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* Religious Group
 
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* Victim of Crime
 
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* Employed?
 
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* Blue Badge Holder?
 
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* GP Surgery
 
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* GP Name
 
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* PAYE Reference
 
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* Service User Group
 
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* Status
 
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* NI Number
 
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* UTR Number
 
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* NHS Number
 
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* Social Services ID No.
 
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* Main Language
 
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* Living Arrangements
 
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* Current School Year
 
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* Accommodation Type
 
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* Any Disabilities?
 
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* Main Disability
 
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* School
 
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* General Category of Need
 
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* Sexual Orientation
 
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* Payment Method
 
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* Deceased?
 
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* Job Title
 
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* Department
 
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* Person/Organisation Category
 
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* Induction Date
 
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* ID Badge Number
 
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'''Referral History''' - Referral based.
 
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* Referral Reference No.
 
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* Referral Project
 
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* Referral Date
 
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* Referral Description
 
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* Referral Contact Method
 
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* Referring Organisations ID
 
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* Referring Organisations
 
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* Funding Sponsor
 
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* Referral Response Due-Date
 
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* Referral Response
 
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* Referral Response Method
 
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* Referral Entry Completed?
 
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* Date Referral Entry Completed
 
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* Referral Closure Date
 
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* Monetary Outcome
 
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* Where heard about us?
 
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==Saving==
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[[File:helpheader_small.png|right]]
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Once you have finished the letter you can select one of the following options:
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* '''Save and Close''' - Saves the letter and changes without printing, then available on the 'View Existing' tab.
 +
* '''Save and Print''' - Saves the letter and changes then displays the print preview where the letter can be printed, then available on the 'View Existing' tab.
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* '''Close Without Saving''' - This will lose any changes made and the letter will be discarded without printing.

Latest revision as of 10:58, 6 February 2024

Introduction

The Letters section allows you to:

  • Send new letters using templates.
  • View, edit or resend existing letters.
  • View audit trail of sent letters.

"A client record in Charitylog with an existing letter visible and a create new letter button"

Compose Letter

You will find a list of letter templates to select from. Click on the name of the require letter.

Editing a Letter

Select the reference number of the sent letter to edit and send again.

"the settings of an existing letter. This includes the letter name, default font, font size, user access rights."

  • Letter Name - The name of the selected letter.
  • Letter Default Font Face - The default font that will be used for the header and footer sections of the letter.
  • Letter Default Font Size - The default font size that will be used for the header and footer sections of the letter.
  • User Access Rights - Which selected groups and users that will be able to access the completed letter. The greyed out box displays the groups that are set by Group Access to view all letters and emails on the group options.

Edit the Document

"a new letter being created in Charitylog"

You will be displayed the header details of the record as specified by the template followed by the following fields and options.

  • Date - Pre-populated with the date you are creating the letter.
  • Subject - This is only for emails, if you wish to use a subject line in the letter then use the main section of the letter.
  • Main Letter Section - The main section will be pre-populated with the text from the template. At the top you will find a Text Editor for customising the text.
  • Yours - Closing statement like 'Yours Sincerely'.
  • Name - Name of the sender.
  • Position - The position in the company of the sender.
  • Footer - The footer section will be pre-populated with the text from the template. At the top you will find a Text Editor for customising the text.

Saving

Once you have finished the letter you can select one of the following options:

  • Save and Close - Saves the letter and changes without printing, then available on the 'View Existing' tab.
  • Save and Print - Saves the letter and changes then displays the print preview where the letter can be printed, then available on the 'View Existing' tab.
  • Close Without Saving - This will lose any changes made and the letter will be discarded without printing.
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