Letters and Communication

Introduction

The Letters and Communication section allows you to:

• Send new letters and email using templates.
• View, edit or resend existing letters and emails.
• View audit trail mail merge extracts.

Compose New Letter

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

Edit Parameters Relating to This Letter

• 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

• 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 Section - The main section will be pre-populated with the text from the template. At the top you will find the following editing options:
  • Font Family - Font to be used.
  • Font Sizes - The size of the font.
  • Style - Pre=-set style to use for the text.
  • Bullet List - Creates a bulleted list.
  • Number List - Creates a numbered list.
  • Increase Indent - Increases the paragraph indent to move text to the right.
  • Decrease Indent - Decreases the paragraph indent to move text back towards the left.
  • Undo - Undoes the last action (until saved).
  • Redo - If the undo button is clicked then this will redo what was undone.
  • Insert/Edit link - Only used for emails, this can add a hyperlink to a web page or document on the internet.
  • Remove Link - Removes any hyperlink from the text highlighted.
  • 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.
  • 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.
  • Paste - Pastes the last item cut or copied to memory.
  • Bold - Turns the highlighted or typed text to bold font.
  • Italic - Turns the highlighted or typed text to italic font.
  • Underline - Turns the highlighted or typed text to underlined text.
  • Strikethrough - Turns the highlighted or typed text to have a line through the centre of the text.
  • Subscript - Turns the highlighted or typed text to subscript text (text that is smaller and placed at the base of the line).
  • Superscript - Turns the highlighted or typed text to superscript text (text that is smaller and placed at the top of the line).
  • Colour Text - Turns the highlighted or typed text to the selected colour.
  • Background colour - Turns the highlighted or typed text to have a background colour (highlighted).
  • Align Left - Aligns the text to the left margin (set by the browser).
  • Align Centre - Aligns the text to the centre of the page margins (set by the browser).
  • Align Right - Aligns the text to the right margin (set by the browser).
  • 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).
  • Page Break - Creates a break to start on a new page when printing.
  • Table - Tools to create and edit a table.
  • 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.
  • Horizontal Line - Inserts a horizontal line across the page.
  • Special Character - Inserts characters that are not directly available from the keyboard, bring up a selection of characters.
  • Source Code - Displays the Hyper Text Markup Language (HTML) editor, used by people who know the language.
  • 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 section below for fields available.

Merge Fields on Text editor

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.

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