Manage Correspondence Templates

Create a Request/Memo Correspondence Template

1. Click Administration > System Configuration > Correspondence Templates. The Correspondence Templates (Request) screen displays as shown below.

2. Accept the default value Request or select Memo

3. Click New. The system will begin the process of activating the appropriate application to bring the Correspondence Template into view. This may take several seconds

NOTE: To import an existing template, click the Import button on the toolbar and select a file to import. For more information, see the Import Correspondence Template section. The import feature is only available for Request and Memo Templates.

4. Enter a Name for the Correspondence Template

5. From the Action Office drop-down, select the appropriate Action Office to associate with the Correspondence Template

6. Type the body of the letter using the available tools provided by the Editor program and preset fields found on the Insert Fields menu

Note: Use import fields to draw information from any documents within the request folder or review log of the associated request.

7. Click Save. A verification message displays

8. Click OK

Create an Email Template

Frequently used text can be structured and made into an email template to facilitate communication and expedite the process of sending correspondence. These templates can be shared with other users to avoid duplication of work. Any changes made in the template body will not update the content in other emails based on this template. You can create as many templates as you want and store them for future use.

Follow the steps below to create an Email template:

1. Click Administration > System Configuration > Correspondence Templates. The Correspondence Templates screen display

2. Select Email. The Correspondence Templates screen displays Email Templates

3. Select Request, Admin, Memo, or Users. By default, Request will be selected. For the example below, Users is selected

4. Click New. The New Email Template screen displays as shown below

5. Enter a Name and Subject for the template

6. Type the body of the letter using the available tools provided by the Editor program and preset fields found in the Insert Fields menu

NOTE: You can use import fields to draw information from any documents within the request folder or review log of the associated request.

7. Click Save. A verification message displays

8. Click OK

Edit Correspondence Template

Users with the required Permissions can edit Correspondence Templates at any time. However, changes to the body text will not be applied automatically to other correspondence associated with the template. For such occasions, manual updates/customized text can be applied when sending the correspondence.

Steps to Edit a Request/Memo Correspondence Template

1. Click Administration > System Configuration > Correspondence Templates. The Correspondence Templates screen displays

2. By default, Request will be selected as the Correspondence Template type. Alternatively, you can select Memo or Email

3. Select the template you want to modify. The first template is selected by default

4. Click Edit. The following screen displays

5. Make any necessary modifications to the Name, Action Office, or body of the template using the available tools provided by the Editor program and preset fields found in the Insert Fields menu

6. Click Save. A verification message will be displayed asking, "Do you want to save the template?" Click OK to save the changes or click Cancel to abort.

Steps to Edit an Email Template

1. Click Administration > System Configuration > Correspondence Templates. The Correspondence Templates screen displays

2. From the available correspondence template options, select Email. The Correspondence Templates (Email) screen displays as shown below

3. Select the desired template type from the template menu (Admin, Memo, Users), or accept the default value

4. Select the template you wish to modify. The first template will be selected by default

5. Click Edit. The Edit screen displays as shown below

6. Make any necessary modifications to the Name, Subject, Action Office, or body of the template using the available tools provided by the Editor program and preset fields found in the Insert Fields menu

7. Click Save. A verification message will display asking if you want to save the correspondence template. Click OK to save the template

Delete Correspondence Template

1. Users with the required Permissions can delete a template that is no longer needed

2. Click Administration > System Configuration > Correspondence Templates. The Correspondence Templates screen displays

3. Select the template type (Request, Memo, or Email). The list of templates corresponding with the selected type appears

4. Select the template you want to delete. The first template will be selected by default

5. Click Delete. A verification message will display asking, Do you want to delete the template?

6. Click OK to delete the template or Cancel to abort