Documents

Note: Users must have the authority, "Delete Write Letter Document," (System group) to delete a document.

There are three (3) functions once you have accessed the Document option:

• Import: This allows you to import an existing Write Letter document into the system. This is quite useful for moving a document that was created in a Test environment to your Production environment.

• Delete: This allows you to delete a document that was created using the Document Wizard.

• States: Lets you link a document to a specific state or "All" states.

Import

Prior to importing a Write Letter document:

• The physical Microsoft Word ® document must be copied from the machine where it resides in the "Test" environment (source) to the machine it will reside on in the Production environment (destination).

• Once the document has been successfully copied, it is ready for import using this function.

To begin importing a document:

1. Select the Import button.

2. When the Select the Write Letter Document to Import screen displays, select the document that was copied from the Test (source) environment. (Note: The Current Directory for the dialogue box will default to the value of the system setting in Attachments / Doc Path.)

3. Once the document is located, highlight and click OK.

4. The Import Write Letter Document screen displays. Enter and select the following information:

• Document Path: The physical path to the document to be imported into the system (e.g., C:\Diamond\Word\Docs).

• Name: This is the name of the document (e.g., Filings Letter).

• Description: Enter a brief narrative describing the contents of the document.

• Level: Select the level where the document will be used when creating a letter (e.g., Client, Policy, Claim, etc.).

• Template: Select the template associated with this document. (Note: All of the templates that currently exist in the system are displayed in this field. If the desired template does not exist, it must be added to the system before the document can be imported.)

5. Click the Import button.

When finished, the document is displayed in the Write Letter Documents List View.

Delete

This option allows you to remove a document you may no longer need.

• Highlight  the document in the Write Letter Maintenance: Document List View.

• Click Delete.

• Answer Yes  to the question: "Delete the currently selected document?"

The document is removed from the List View.

States

You can link documents to individual states or "All" states:

• Highlight the document in the List View.
• Select the States button.
• If you want to link the document to "All" states, the Link States to Document screen returns with a check mark in the Use All States field. Click Save.
• If you want to link the document to individual states, remove the check mark; click the States button.
• For each state you are linking the document to, highlight the state and use the single right arrow (>) to move it to the Destination column.
• Repeat for each state you want to link the document to.
• Click OK when done. The individual states are displayed in the text box.