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

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.

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. Below is a list of available fields and whether they are record or referral based.

Current Contact Details - Referral Based.

• Date of Contact
• Details of Contact
• Further Action Needed

Current Referral Details - Referral based.

• Referring Organisation

Extension Databases - Fields from extension Databases. Funded Work - Fields used with the Funded Work Module

• Technical Officer's Name
• Tender Description
• Tender Appointment Date
• Tender Return Date
• Client's Full Name
• Client's Full Address
• List of Contractors & Appointment Dates/Times
• List of Contractors & Net Prices
• List of Contractors & Total/Gross Prices
• Contractor's Name
• Contractor's Received Date
• Contractor's Appointment Date & Time
• Contractor's Net Price
• Contractor's VAT Amount
• Contractor's Total/Gross Price
• Information (for Information Links)
• Risk Assessment Details

Next of Kin - Details from the record.

• Is a Keyholder
• Relationship to Person
• Name
• Forename(s)
• Initials
• Title
• Salutation
• Address line 1
• Address line 2
• Address line 3
• Address line 4 (Town)
• Address line 5 (County)
• Postcode
• Postal District
• Preferred Method of Communication
• First Referral Date
• Main Telephone No.
• Mobile Telephone No.
• Emergency Telephone No.
• Email Address (Main)
• Website
• Notes / General Description
• Main Referrer/Contact
• Second Referrer/Contact

Recipient and Sending User - Details from the record.

• Image or logo
• Name
• Forename(s)
• Initials
• Title
• Salutation
• Preferred Known As
• Address line 1
• Address line 2
• Address line 3
• Address line 4 (Town)
• Address line 5 (County)
• Postcode
• UDPRN (Royal Mail)
• Postal District
• Preferred Method of Communication
• First Referral Date
• Main Telephone No.
• Landline Telephone No.
• Mobile Telephone No.
• Emergency Telephone No.
• Fax/Other Telephone No.
• Email Address (Main)
• Email Address (Other)
• Website
• Social Media Link 1
• Social Media Link 2
• Social Media Link 3
• Notes / General Description
• Main Referrer/Contact
• Second Referrer/Contact
• Usual Support Worker
• Consent Given
• Birth Month
• DizionsLtd::getProductName() . ' ID No.'
• Birth Day
• Birth Year
• Age Now
• Gender
• Date of Birth
• Age Range
• Marital Status
• Ethnic Group
• Religious Group
• Victim of Crime
• Employed?
• Blue Badge Holder?
• GP Surgery
• GP Name
• PAYE Reference
• Service User Group
• Status
• NI Number
• UTR Number
• NHS Number
• Social Services ID No.
• Main Language
• Living Arrangements
• Current School Year
• Accommodation Type
• Any Disabilities?
• Main Disability
• School
• General Category of Need
• Sexual Orientation
• Payment Method
• Deceased?
• Job Title
• Department
• Person/Organisation Category
• Induction Date
• ID Badge Number

Referral History - Referral based.

• Referral Reference No.
• Referral Project
• Referral Date
• Referral Description
• Referral Contact Method
• Referring Organisations ID
• Referring Organisations
• Funding Sponsor
• Referral Response Due-Date
• Referral Response
• Referral Response Method
• Referral Entry Completed?
• Date Referral Entry Completed
• Referral Closure Date
• Monetary Outcome
• Where heard about us?

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