Letter barcodes enable financial institutions to automatically flag address information in the Lifecycle Management Suite as invalid when a letter is returned in the mail. With this functionality, system administrators are able to easily add a barcode to each letter template in order to automatically identify the letter as undeliverable if it is returned to the financial institution.

Each barcode includes data that is used to identify the address information for the person and object (account or case) associated with the letter; when the letter is returned to the financial institution, the barcode is scanned, and a bad address flag is automatically set for the address of the associated person in the Lifecycle Management Suite.

For more information on the barcode functionality, and an overview of how to add a barcode to a letter template, please see the Barcodes section under Template Editor in the Letters and Forms topic of this guide.

With the appropriate permissions assigned, the following pages are available under the Communications folder in System Management to provide system administrators with the ability to activate the Letter Barcode process, as well as manage any barcode scanning exceptions that occur in the Lifecycle Management Suite:

• Letter Barcode Activation
• Letter Barcode Scanning Exceptions

In order to have access to the above pages, the following permissions must be set to Change for the applicable User(s) and/or Security Group(s) under the System Management category of the Permissions tab in System Management > Users or System Management > Groups > Security Groups: Letter Barcode Activation Letter Barcode Scanning Exceptions

Letter Barcode Activation

In order to use the letter barcode functionality in the Lifecycle Management Suite, the BAD ADDRESS BARCODE SCAN process must be activated for the financial institution.

For more information on this process, please see the Letter Barcode Process section in this topic.

The Letter Barcode Activation page in System Management provides administrators with the ability to enable the letter barcode process, and identify the location where files including scanned letters are to be placed for processing.

To activate the letter barcode functionality for an institution:

• Navigate to System Management > Communication > Letter Barcode Activation.
• Select the Activate Service check box.
• Within the General Letter Barcode Settings, enter the folder path where the files including scanned letters are to be placed for processing by the BAD ADDRESS BARCODE SCAN process. This field identifies the location to which scanned images of returned letters are to be uploaded by the financial institution.
• Once the letter barcode process is activated, and a folder path location is defined, click  to retain the settings.

  It is recommended to ensure that the value entered for the folder path is accurate prior to saving the screen. The system does not validate this location upon saving the Letter Barcode Activation page, and the BAD ADDRESS BARCODE SCAN process will fail if the location specified for the folder path is not valid.

Letter Barcode Process

For a barcode to be processed, institutions must upload a scanned image of each returned letter to the folder path location identified on the Letter Barcode Activation page. 

The letter barcode process only supports the following file formats. If a document is not uploaded in one of the below formats, the process cannot interpret the barcode, and the document will be added to the Letter Barcode Scanning Exceptions page in System Management for manual processing: .bmp .gif .jpg .png .tiff For more information on exception documents, please see the Letter Barcode Scanning Exceptions section in this topic.

When the Letter Barcode functionality is active for an institution, the BAD ADDRESS BARCODE SCAN process runs each night to review the folder path location, and read the barcode on each letter in the directory. By default, the BAD ADDRESS BARCODE SCAN process is set to run nightly for each institution; however, if desired, the run time for the process can be modified by a Temenos Customer Care or Professional Services Representative.

Each letter barcode includes specific identifying data elements that enable the BAD ADDRESS BARCODE SCAN process to associate the letter with a person and object (account or case) in the Lifecycle Management Suite, and determine the next actions to be taken for the letter.

For an overview of the information contained in each barcode, please see the Barcodes section under Template Editor in the Letters and Forms topic of this guide.

If a barcode is unable to read, the document is added to the Letter Barcode Scanning Exceptions page in System Management. When the BAD ADDRESS BARCODE SCAN process is able to read a barcode, the process automatically performs the following actions for the undeliverable mail:

• The document is removed from the folder path location and attached to the associated account or case. The document can be viewed within the Account Documents screen.

  Once removed from the folder path location, the document is placed in the share\documents folder on the institution's server. If attached to an account, the document can be viewed within the Account Documents screen in the Lifecycle Management Suite workspace. If attached to a case, the document can be viewed within the Case Documents screen. For more information, please see the Account Documents or Case Documents screen topic in the User Guide.

• The NoMailFlag and BadAddressFlag are set to true for the address record in the Core.Address database table.

  The address for which the The NoMailFlag and BadAddressFlag are set is determined by the Undeliverable Mail option configured for the template's barcode. This option is configured within the Barcodes tab of the Letter Template Editor. For more information, please see the Barcodes section under Template Editor in the Letters and Forms topic of this guide.

Upon completion of the BAD ADDRESS BARCODE SCAN process, all documents are removed from the folder path location, being attached to the associated account, or added to the Letter Barcode Scanning Exceptions page.

Letter Barcode Scanning Exceptions

The Letter Barcode Scanning Exceptions page in System Management (System Management > Communication > Letter Barcode Scanning Exceptions) allows administrators to not only view exception documents, but also manually attach the documents to the applicable account or case. When one of the following exceptions occurs, and a letter barcode is unable to be read by the BAD ADDRESS BARCODE SCAN process, the document is removed from the folder path location, and added to the Letter Barcode Scanning Exceptions page:

• Unsupported image format
• Barcode not found
• Could not determine associated account

The grid within this page displays the following columns of information for each exception document that is unable to complete the BAD ADDRESS BARCODE SCAN process:

Using of the following buttons in the top of the Letter Barcode Scanning Exceptions page, administrators are able to manually attach the document to the applicable account, view the document, or remove the document from the Lifecycle Management Suite:

Function	Description
	Enables the ability to manually attach an exception document to the applicable account or case in the Lifecycle Management Suite.
	Enables the ability to view the exception document.
	Enables a user to remove an exception document from the Lifecycle Management Suite.

Reference the following section for an overview of the steps to take to attach, view, or delete exception documents within the Letter Barcode Scanning Exceptions page.

Attaching Exception Documents

The  function allows administrators to manually attach a document to an account or case when the BAD ADDRESS BARCODE SCAN process is unable to do so.

To attach an exception document:

• Double-click the desired document within the grid or highlight the document and click .
• An Attach Exception Document window appears.

  

• Within the window, define values for the following fields to attach the document to an account or case in the Lifecycle Management Suite:

  Field	Description
  File Name	Enter the name of the document being attached to the account or case.
  File Description	Enter a description of the document being attached to the account or case.
  Type	Select Account or Case from the drop-down to identify the object to which the document is being attached. This field defaults to Account.
  Account Number/Case Number	Click  to locate the account number or case number for the document attachment using the Lifecycle Management Suite Search feature. The title of this field, and the value to be entered, is determined by the option selected for the Type. For example, when the Type is set to Account, the title of this field appears as Account Number. When the Type is set to Case, this field appears as Case Number. Reference the Number Search section below for an overview of how to add the desired account number or case number within the Attach Exception Document window.  Number Search The  provides the ability to perform a basic or advanced search using the Lifecycle Management Suite Search feature to locate the desired account number or case number to associate with the document attachment. To use the Search feature to populate an account number or case number in the Attach Exception Document window: Click  to open the Search window. By default, the Person radio button is selected within the top of the results grid. To search for the desired account or case, select the Account or Case radio button. Enter the desired Search parameters, and click  to populate the results within the grid. Once the desired account or case has been located within the grid, double-click the record. The number populates as a read-only value for the Account or Case Number field in the Attach Exception Document window.

Viewing Exception Documents

The  function allows administrators to easily review an exception document before it is attached to an account.

To view an exception document:

• Highlight the desired document within the grid and click .
• A prompt appears at the bottom of the screen to confirm if the document should be opened, saved, or canceled. Click the button for the desired function.
• When a document is opened, an image of the document appears on the screen.
• Once the exception document has been reviewed, close the document to return to the Letter Barcode Scanning Exceptions page.

Deleting Exception Documents

The  function allows administrators to remove an exception document from the Lifecycle Management Suite.

To delete an exception document:

• Highlight the desired document within the grid and click .
• A message appears to confirm that the exception document should be deleted.
• Click Yes to remove the document or No to maintain the document and return to the Letter Barcode Scanning Exceptions page.
• Once Yes is selected, the document is removed from the Letter Barcode Scanning Exceptions grid.

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