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The Form Letters provide a flexible Microsoft Word based mechanism to generate various standard letters. The letters are merge documents that are configured to merge data from an Excel spreadsheet populated by the system with the case information used in the letter.

 

 

 

 

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The mechanism provided here is simply to define what form letters are available to the system be configured with the events.

 

The Seq number of the item can control the order of the display.  All sequence numbers will initially dispaly as 0, but the letters will continue to sort in the original order they were added.  By editing the Sequence number, the order of the form letter can now be rearranged.

 

To create a new form letter, it is probably easiest to make a copy an existing letter and modify it. All letters are pre-configured with the institution logo and signature image, that is best used from an existing letter. Once the new letter is defined, it can be added to the system.

 

Add Letter

 

Provide a description for the form letter and use the Locate button to select the path to the form letter along with the name of the document.

 

Edit Letter

This button simply allows for the editing of the document name or the location and name of the actual Word Document.

 

Copy Exist Letter

 

A new button "Copy Exist. Letter" was added to the Form letter area to quickly copy an existing template to a new document. The new template will be automatically added to the list of available templates. As indicated by the information dialog, manually add the new document description and document file name in the following dialog.

 

 

 

 

Delete Letter

This button will delete the currently selected entry. A confirmation message will be displayed.

 

 

Excel Merge Data

The system builds a standard Excel merge file based upon the case data every time a form letter is launched. Below is a listing of the fields exported.

 

NOTE:  To provide access to the second address additional information without disturbing the format of the form letters for regular cases, the second address line was added to the first address line in the merge file. Therefore, if the line was left blank for a non-business customer, the format of the letter is maintained.  In the case of a business customer case, the form letter will need to be edited to split the address info into two lines.  

 

NOTE:  Case_ProvDate identifies the date by which all customer credits must have been given.  This is unique from the Case_ProvCrDate which identifies the actual date the credits were provided to the customer

 

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