(Includes email setup) FAQ ON DOCUMENTS (Includes email setup)

Structure Document Introduction Demo of editing / creating a document Email Setup BC values Slide 1 – Structure Here we discuss the structure of the session Document Introduction Demo of editing / creating a document Email Setup BC values

Introduction Where to access? Interface overview Editing properties Accessed under Document Creation area Interface overview Navigation Tree Content Area Email Properties Editing properties Drill down items

Correspondence Style Different version of template Right click to access Created in Maintenance Can be attached to Name records

Document Properties Action types Edit existing templates Change properties Edit content Create new template Properties Formats RTF MS Word PDF

Creating a document Case Type Template Name ID no. Letter Type Editor Type Word RTF PDF

Creating a document Country / Application Type / Service level Create templates for specific combinations Considered when linking Documents to workflows Log options Single Log No logging Family Log Invoice Auto Log

Creating a document Save as PDF File Name Other options AutoPrint Allow letter replacement on case Copies

Document Category Document Category – Document find by Category Setup in Maintenance Possible to add sub category Tree View via BC 210 If set, category is assigned when generating Plugin Copy to Patricia Document find by Category Use as criteria Report Creator Find area Security setup based on Document Category Security | Document Categories Using Security Groups

Creating a document Patricia Modern RTF Letter Codes / Bookmarks Add letter codes via drop and drag Formatting available Right click options added functionality Header / Footer functionality Letter Codes / Bookmarks Name Letter Code Drop Name Letter Code with tick box: ‘Use Corr. Name Type’ MS Word Adding bookmarks Bookmark indicators Cross references

Email Solutions MAPI vs. SMTP MAPI is only plain text MAPI automatically saves a copy of sent emails in the Outlook sent folder of the user. SMTP support formatting SMTP you do not get a copy of email in outlook. But, you can still get the same functionality by including yourself in the BCC or if the server has been programmed to save a copy of the sent email into the sent folder

Client Setup Setup client to receive emails Recipient of email setup must be on the case Name area email address Name area correspondence type

Email Template setup Email recipients: Correspondence Name Type: Copy Address BCC Address Correspondence Name Type: Setup mandatory for sending emails Several Correspondence Name Types can be added The order is set for which Correspondence Name Type to check first The first Corr. Name Type set will be checked, and if the same name type does not exist on the case, the 2nd Corr. Name Type etc.

Email Template setup Email functionality disabled Include Letter in email Choose Include Letter as Email Header / footer setup Email Subject Generate the document Include Letter as attachment Email Body template Email Subject template Do necessary setup

Send Email Window From Email address: Save Draft: Attach: Person Team BC Value Department Save Draft: Similar to Outlook Save Draft; instead of saving the document, the Send Email window is saved as a Draft Email Message on the Documents Page Attach: From Case Attachment options: Send as PDF Request Receipt:

Email Configuration Sending Emails from Parties / Documents Page: Basic Configuration setup: BC Value 196 = Use Default Email Setup / needs to be True BC Value 279 = Default Email subject template (replacing BC Value 197) BC Value 179 = Default Email Body Template (replacing BC Value 198-199) BC Value 279 / 179 empty then use the below BC Value 197 = Default Email Subject Line BC Value 198 = Default Email Body Text BC Value 199 = Default Email Signature When is this used? Applied when clicking on email address (on parties) Applied when using send as email from Documents page Note: Not possible to use information from Parties page when sending emails directly from Documents page

View / Print Documents Use Categories Include in one Email: Possible to view documents by Document Category instead of Case Type BC Value 281 | Letter Include in one Email: Document setup to use Corr. Name Type and Email enabled If multiple receivers/parties with same Name Type, all will be included in one Email (showing in TO field) Before 2 separate email windows were generated Document width in email: BC Value 331 (Letter) Override document width when sending emails Default Value 20 (0)

Word via email – work around How to send Word Templates by Email: Patricia Modern RTF Template setup as Include Letter in Email Use View/Print Documents Attach from Case Send as PDF Benefit from Case – Parties Page setup Document Term Connection: Connect Word Template as Next template to Email document to ease up the handling; this requires new RTF Email templates to be created for each Word template. The Email template is connected to the term in Maintenance

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