To define a communication letter template in MS Word

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The procedure to define a communication letter template in MS Word is as follows:

  1. Navigate to Quick Menu > Communication Engine > Configuration > Communication Definitions. The Communication Definitions window is displayed.
  2. Expand a module and linked entity from the alphabetical list and select an associated communication definition, or type its name into the Search Communications field. By default the list is filtered to show Current communication definitions. An alternative filter can be applied using the Filter by drop-down field: Expired, Future or All combinations 1.
  3. Click on Templates. The Templates tab is activated and all existing templates are displayed in the Templates summary table.
  4. Click on New Template. All fields are activated ready for data entry.
  5. Using the Communication method drop-down field, select the specific parameter value of Letter.
  6. Using the Language drop-down field, select the appropriate parameter value for the intended recipients in the distribution list (e.g. English, Polish, Gujarati, etc.).
  7. Using the Communication need drop down field, select an appropriate format for the intended recipients in the distribution list (e.g. Braille, Moon, Large Font, etc.) 2.
  8. Choose an Effective from date for this communication template i.e. the date on which it came into effect 3.
  9. Choose an Effective to date if the communication template is to be time bound; a blank field means the template will never expire.
  10. Using the Default queue drop-down field, select an appropriate destination for the communication (e.g. a network printer or PDF output).
  11. Define the template characteristics - Default template, Queue override allowed, Landscape, Double sided, Colour, Hold in html - by activating the tick boxes provided.
  12. Enter the number of Print copies required per recipient, the default Printer tray number and an alternative Printer tray for the first page number, as required. The Up and Down arrows are available to increment or decrement these values.
  13. Where a custom template has already been constructed using SQL Server Reporting Services, enter the URL to its location in the SSRS report field provided 4.
  14. Where a specific letterhead to be merged alongside the main body text will be determined from a range of custom criteria rules, activate the Use conditional letterhead tick box provided; the adjacent Conditional Letterhead Stored Procedure field is available to map a SQL subroutine to the communication template, steering the selection of the appropriate letterhead 5.
  15. Alternatively, using the Letterhead drop-down field, select a customised 'static' letterhead format to be merged with the communication template at the point of compilation or preview 1.
  16. Optionally, using the Form attachment drop-down field, select a custom form to be submitted alongside the published communication, or choose Select on generation to trigger the form mapping process during final compilation; use the adjacent Form version field to specify the desired form instance: Blank, Latest submitted version or Select on generation 6.
  17. Click on Save. The new template is displayed in the Templates summary table 7.
  18. Select the row matching the new template and click on Edit Template In Word 8.
  19. Click on Open. The blank template is launched in MS Word and the Communication pane is displayed.
  20. Enter a User (name) and Password into the fields provided i.e.the end user credentials for Civica Cx Housing.
  21. Click on Login 9.
  22. Enter the body text of the communication that will be the same for all recipients.
  23. Insert place holders - also referred to as merge tags - into the body text where personalised data is to appear (e.g. an address, a salutation, an event-specific data item, etc.). A list of possible tags relevant to the communication module are displayed in the Communication pane. Expand the entity headings and select the correct tag.
  24. Save the completed Word document to a preferred location.
  25. Click on Upload to Cx and re-enter the User (name) and Password credentials. The completed template is uploaded to the communication definition.


Tip

1 Instead of inserting from scratch the same letterhead information into each new communication template over and over again, it is more efficient to create a single standard letterhead (or more, as the need arises), in the right format and style, holding body text and place holders (merge tags) that will be common to all communications.

Note

1 The Search Communications field will match against any element of the communication description.

2 System validation checks ensure that only appropriate needs are selected for the communication method e.g. Braille and SMS are incompatible.

3 The Effective from date defaults to the current system date and cannot be left blank.

4 In a load balanced network solution, the selected path must be accessible by all application servers.

5 Where no SQL subroutine is specified, the conditional template must instead be determined from rules defined using the Advanced Statement Builder.

6 The custom form list is automatically filtered to match the communication definition entity type.

7 Multiple templates linked to the same communication definition can coexist for the same output - letter, email or SMS - in the instance where the communication need and language requirements differ.

8 This option is activated only in the instance where the end user profile has been preconfigured with the Use Word to edit template attribute; it is also inactive in circumstances where a custom SSRS report has already been linked to the template definition.

9 The Protected View settings within the MS Word Trust Centre must be preconfigured to enable full access to data downloaded from the internet.


See related topics...

Communication template management overview

Understanding the communication template editor

To assign conditional letterheads to a communication definition

To define a communication letter template

To configure a communication printer service

To create a new communication definition

Communication merge tags library overview

To enable MS Word templates for communications