Send Letter Workflow Step

The Send Letter workflow step enables the ability to quickly and easily send one or more letters to account holders to provide them with information regarding their account or case, such as a delinquency or repossession notice. By configuring a workflow to include this step, administrators are able to define which letters are generated with the workflow step as well as determine whether a letter is automatically generated during execution of the workflow step, or users have the ability to manually select the letter(s) to be sent.

In order to edit a letter generated during the Send Letter workflow, the Edit Letters permission must be set to Change for the user and/or security group. This permission can be set under the Collections category in the Permissions tab of System Management > Users, or System Management > Groups > Security Groups.

Workflow Step Configuration

The Send Letter workflow step is configured to appear in a workflow from the Workflows page in System Management (System Management > Workflow > Workflows).

Similar to other workflow steps, the Send Letter step is added to a workflow from the Design tab in the Workflow Configuration window. For information on this tab and how to configure a workflow, please see the Workflows topic in this guide.

Step Properties

Once the Send Letter step is selected, a window appears to configure the step properties.

The General, Queuing and Instructions tabs for the Send Letter workflow step are completed in the same manner as other workflow steps. For information regarding the completion of these tabs, please see the Configuring Workflow Steps section in the Workflows topic.

Letter Tab

Within the Letter tab, administrators are able to determine the execution method for the Send Letter step as well as assign one or more letter(s) to be sent during execution of the workflow step.

The radio buttons that appear in the top of the tab determine how letters are generated with the Send Letter workflow step.

By default, the Automated radio button is selected upon opening the Letter tab.

Select Automated to automatically send a single letter when the Send Letter step executes in the workflow. Select Manual to allow users to select from a defined list of letter templates when the step executes.

Once an option is selected, assign the letter(s) to the workflow step within the Select a Letter section of the tab. This section appears differently depending on whether the step is configured as Automated or Manual.

When Automated is selected, the Letter tab appears as shown below:

When set to Manual, the Letter tab appears as follows:

Both the Select a Letter and Available Letters box display a list of the letters configured in System Management > Communication > Letters and Forms.

For more information on letter configuration, please see the Letters and Forms topic in this guide.

To assign a letter to the Send Letter workflow step:

When set to Automated, highlight the desired letter within the Select a Letter box. The selected letter is automatically sent to the related account holder(s) when the workflow step is executed.
When set to Manual, highlight the desired letter(s) within the Available Letters box and move to the Assigned Letters box by clicking the arrows that display in the window. The letters that appear in the Assigned Letters box are the options that display within the list of available letters in the first screen of the Send Letter workflow step.

Once an execution method has been determined and the desired letters are assigned to the workflow step, click to retain the workflow step configurations and add the Send Letter step to the workflow.

Continue configuring workflow steps for the workflow and/or complete the remaining workflow attributes. Once saved, the workflow is available in the workspace to generate and send letters to the applicable account holders with the Send Letter workflow step.

For information on executing the Send Letter workflow step in the workspace, please see the Send Letter Workflow Step topic in the User guide.