In the Description field, enter a description for the template (up to 60 characters).

In the Correspondence Type drop-down list box, select the correspondence type to associate this letter template to.

In the Letter Template Detail window, in the Name field, enter a name for the letter template (up to 30 characters).ĭo not use an asterisk as part of the template's name.

In the Letter Template Summary window, click New.

In Feature Explorer, click Correspondence.

You can send a unique letter to each individual using one letter template or multiple letter templates. Note: To define a letter template, you need the Create, Update, and Letter Template security functions as part of the security group that is associated with your entitlement set.Ī work item can involve more than one individual. XTRAC generates the following letter from the template: Using a combination of special data insert codes, standard and conditional paragraph templates, and variable and non-variable letter text, XTRAC lets you customize customer letters automatically. When an operator views a letter from the history or from the XTRAC Work Manager Correspondence, they can print the enclosure but cannot view it. However, XTRAC does not store another copy of the enclosure with the letter that was generated. When XTRAC generates a letter that prints an enclosure, an LTRENC event displays in the work item history. XTRAC does not print enclosures of enclosures. When XTRAC receives a request to print correspondence (automatically using a correspondence generation rule, through a tickler request, or manually by operator request) it prints the latest correspondence that matches the letter template. For example, if your company has not received an answer from a customer regarding a previous letter, you can design a letter template that includes a copy of the first letter as a reminder.Ī letter can have a maximum of 10 enclosures. XTRAC prints any enclosures at the same time it prints the specified letter. EnclosuresĮnclosures are copies of previously generated correspondence that you can associate with a letter template. The operator can then view and select the templates that are associated with the selected filters. Operators use the XTRAC Work Manager Template Summary window to filter templates.Īn operator selects a correspondence type and then selects the template filters: node, item type, subtype, and template group. Filters help operators easily locate a specific correspondence template when creating internal messages or customer correspondence. You can use filters to define a subset of templates that operators can view within a correspondence type. Letters and internal messages differ in the following ways: Differences Between Letters and Internal Messages The larger the template is, the longer it takes for XTRAC to display it. The maximum size of a letter template is 10 MB.

For example, image files or Excel spreadsheets. IMPORTANT: XTRAC lets you paste large objects into a letter template.

Note: Ticklers are no longer supported and are included only for backwards compatibility. You must define correspondence types before you can complete a letter template. XTRAC also lets you use special data insert codes that insert data from a work item into correspondence items. An operator can open the letter from the History tab or from the Correspondence tab on the Work Item window. When XTRAC generates a letter for a work item, XTRAC creates an event in the history of the work item. XTRAC adds all correspondence menu commands to Microsoft Word so that you can create and maintain letter templates. Retrieves information from the work item or from the system using data inserts.Inserts any number of paragraph templates, either standard, conditional, or both.Enters standard non-variable letter text.You can create a letter template that performs the following actions: If you are planning to categorize your paragraph templates and use paragraph selection rules, you must define paragraph types to complete the definition of a paragraph template. See Paragraph Selection Rules and Data Inserts. Letter templates can include references to paragraph templates and data inserts for extracting work item data to personalize letters. Letter templates provide standardized format and content for correspondence to customers. Part II: Correspondence > Letter Templates > Letters to Multiple Individuals > Differences Between Letters and Internal Messages Letter Templates

Letter layout