Write Letter

Note: The Diamond System must be registered to use the Write Letter function.

The Write Letter function allows you to send form letters to clients. The Write Letter function integrates with Microsoft Word ® to produce a letter. Form letters can be set up to be used with the Write Letter function for many reasons. One example is a letter greeting new customers. First, the Word template must be created. Second, the Word template must be used to create the standard form letter. Once the form letter has been created and saved, the Write Letter function can be used in Diamond.

Step 1: System Settings and Authority

System Settings

In the Attachments folder, set the following system settings:

Field Name	Value / Function	Options	Default
Assign Type	Determines if the Attachment Type should be selected after adding an Attachment.	True = The Attachment Type must be selected after adding an Attachment. False = Attachment Type does not have to be selected.	False = Attachment Type does not have to be selected.
Assign User Category	Used to determine if User Category selection is available or not on the Attachments screen.	True = User category selection will be available on the Attachments screen. All attachments will be defaulted to associate with the Employee User Category. When viewing Attachments in Diamond Windows and this setting is enabled, the user will only be able to see Attachments that match his or her User Category or Attachments they have created. A user with the “Edit User Category Selection” authority (Attachments group) will be able to see all Attachments and, from the Attachments list, be able to change the User Category associated with an Attachment. When adding an Attachment from Diamond Windows, all users will be able to modify the viewable User Categories of their own Attachment. False = The view of Attachments by User Category is disabled.	False = The view of Attachments by User Category is disabled.
Attach Multiple Files	This allows users to attach multiple files simultaneously. Warning! Enabling this requires the use of an HTML5 Browser or for Silverlight to be installed on the client machine.	False = Users cannot attach multiple files simultaneously. True = Users can attach multiple files simultaneously.	True = Users can attach multiple files simultaneously.
Doc Path	Name of path where Word documents are stored. The distinction is, should the templates and documents be stored on a network share, in which case a UNC path would be appropriate, or if a drive / path combination is used, the templates and docs may be different on each workstation. (A doc or template produced on one workstation will not be visible on any other.)	User defined or C:\Apps\DiamondPaths\Data\Attachments	C:\Apps\DiamondPaths\Data\Attachments
Pop Up Description	For Future Release	0 = Disable.	0 = Disable.
Template Path	Name of path where Word templates are stored. The distinction is, should the templates and documents be stored on a network share, in which case a UNC path would be appropriate, or if a drive / path combination is used, the templates and docs may be different on each workstation? (A doc or template produced on one workstation will not be visible on any other.)	User defined or C:\Apps\DiamondPaths\Data\Attachments	C:\Apps\DiamondPaths\Data\Attachments

Administration / User: Edit User

Edit each user that needs access to Write Letter by giving them the following authorities located in the System group: "Write Letter," For those users working with documents and templates in the Company Configuration Tool / Write Letter / Documents and Templates, users must have: "Delete Write Letter Document," and "Delete Write Letter Template."

Step 2: Company Configuration Tool / Template Wizard

In the Company Configuration Tool access the Template Wizard to create a Template.

Click Next on the Template Wizard Introduction screen.
Select the Diamond Level for which you are creating this Microsoft Word Template: Select one (1) of the following: Client Level, Policy Level, Claim Level or Claimant Level.
Click Next.
On the Wizard - Select Fields screen, individually select the Merge Fields for the Template. These fields pull information into the letter.
Once all fields have been selected, click Next.
Create a name for the Template on the Wizard - Enter Name screen.
Click Next. The template is automatically saved to the file location identified in the system setting: "Template Path" (Attachments folder).
Click Finish on the Wizard Finish screen.
A validation is returned on the Template Creation Finished screen, indicating the next step is to create a document from the Template by using the Diamond Document Creation Wizard for Word. Click Close Wizard.

Step 3: Company Configuration Tool / Document Wizard

In the Company Configuration Tool access the Document Wizard to create a Document.

Click Next on the Document Wizard Introduction screen.
Select the Diamond Level for which you are creating this Microsoft Word Template: Select the level for the document you are creating. If any of the levels are gray, this means a template does not exist at this level.
Click Next.
On the Diamond Document Wizard for Microsoft Word - Enter Information screen:

Available Templates: Select from the combo box the Template you created for your letter.
File Name: Enter the file name of your document.
Description: Enter brief narrative describing your document.

Click Next. The template is automatically saved to the file location identified in the system setting: "Doc Path" (Attachments folder).
A validation is returned on the Document Wizard for Microsoft Word - Finish screen. The field, Open the New Document, defaults with a check mark; leave the check mark and click Finish.
A blank Word document is shown.

Step 4: Creating a Write Letter Document (Adding Automatic Text)

Now that a template has been created, you must add a standard Word document by either creating the document here OR you can copy an existing Word document and replace (or revise) your information as needed. (Please Note: This is done using Word 20007.) In this sample, we are creating a new Word document. Enter the narrative in your "form" letter.

Place the cursor next to the field you want the "merged" field copied to.
Click the Insert tab.
Next, select Quick Parts / Building Blocks Organizer.
Highlight the field you want added when you created your template.
Click Insert.
Repeat the two steps above for each field placing the cursor next to the field in the document.
When finished, Save / Exit the document. Ensure you save the document to the path specified in the system setting, "Doc Path."
The Document Creation Finished screen displays.
Click Close Wizard.

Step 5: Create Write Letter Attachment

Once a template and Word document have been created and saved, you can use the Write Letter function in Diamond to generate a standard letter for an insured.

Note: A template and document must be created for the level you are accessing the Attachments screen (Client, Policy, Claim or Claimant). In the sample that follows, we are using the Policy Level.

Open a policy in Diamond:

Access the insured's policy for the Attachment being made.
Click the Attachments link in the Quick Links section.
From the Attachments screen, click the Browse button.
Browse to the directory where the documents are stored.
Highlight the document and click Open.
Click Add.
The Attachment is added to the policy.

At this point, you can add, change or delete any narrative in the document to customize it further.

Click the Folder Icon. At the bottom of the screen, select Open to bring up the Word document.
Insert / correct any wording.
Save the document to a local folder.
Exit the document.

Verify Your Changes

Click on the Edit Icon (pencil) next to the document.
Update Attachment (Would You Like to Update the Contents of the Attachment Field): Select Yes.
Click the Browse button to find the file you saved to a local folder.
Highlight the Attachment; click Open.
Select Ok. Your changes are saved to your Attachment.
Select the Folder Icon again to verify your changes.
Print your letter to a local printer if needed.

Deleting an Attachment

Select the red X next to the Attachment.
Answer Yes to the question: "Are you sure you want to delete the selected Attachment <Name of Attachment>?"
The Attachment is removed.