Letters and Communication

Introduction

The Letters section allows you to:

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

Compose Letter

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

Editing a sent letter

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

• 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.

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.

Compose New Email

You will find a list of email templates to select from. Click on the name of the email required.

Edit Parameters Relating to This Email

• Letter Name - The name of the selected email.
• Letter Default Font Face - The default font that will be used for the header and footer sections of the email.
• Letter Default Font Size - The default font size that will be used for the header and footer sections of the email.
• User Access Rights - Which selected groups and users that will be able to access the completed email. 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.
• Reference - Used for referral numbers and any specified reference.
• Email Address - The recipients email address.
• Subject - The subject line of the email.
• Main Email 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 email you can select one of the following options:

• Save and Email - Saves the email and changes and then sends the email.
• Close Without Saving - This will lose any changes made and the email will be discarded without printing.

View Existing

This section will display any letters or emails that have been created. Emails will also show if they have been sent. From here you can select the latest copy to make changes and reprint or resend. This will then create a new version of the letter or email. You also may find a 'Dustbin' icon to the right where you can delete the letter/email (Controlled by Group Access). When editing you will be taken to the page used for creating a new letter/email.

Audit Trails

The Audits Trail tab will display details on any data extraction that this record was included in the export.