Configuring Letter Profiles in ACE

A letter profile defines the settings and behaviors of your letter within ACE, such as delivery method, type, and associated template.

Go to Setup → Letters → Profiles.

Purpose of Letter Profiles

• Customization: Create personalized letters tailored to different scenarios, clients, or regulatory requirements.

• Automation: Integrate letters into automated workflows, ensuring timely and consistent communication.

• Compliance: Ensure that letters meet legal standards by defining categories and types that align with regulatory requirements.

• Control: Manage who can send or edit letters through permission roles.

Key Components of a Letter Profile

When setting up a letter profile in ACE, you configure several important fields. Below is a detailed explanation of each field and its purpose.

Using Regular Expressions

• Explanation: Regular expressions allow you to specify complex patterns for matching file names.

  Syntax: ACE supports standard regular expression syntax for file masks.

Examples:

• Including All PDF Files

  • File Mask: .*\.pdf$

  • Explanation: Matches any file ending with .pdf.

• Including Files Starting with "PrivacyNotice"

  • File Mask: ^PrivacyNotice.*\.pdf$

  • Explanation: Matches any PDF file that starts with "PrivacyNotice".

• Including Files with Dates in the Name

  • File Mask: ^Statement_[0-9]{8}\.pdf$

  • Explanation: Matches files like "Statement_20230930.pdf" where [0-9]{8} represents an 8-digit date.

Best Practices

• Using Regular Expressions in File Mask:

  • Validate Your Regex: Ensure that your regular expression accurately matches the intended files.

  • Test Before Implementation: Test the regular expression in a regex tester or with sample file names.

  • Specificity: Be as specific as possible to avoid including unintended files.

• Understanding Method and Required Fields:

  • Method:

    • Choose Append or Prepend based on where you want the additional document to appear relative to the letter content.

  • Required:

    • If set to Checked, ensure that matching documents exist for all accounts where the letter will be sent to avoid errors.

• Consistent Naming: Use clear and consistent labels and identifiers for easy reference.

• Compliance Check: Ensure all letter content complies with legal and regulatory standards.

• Permissions Management: Assign appropriate roles to control access and maintain security.

• Template Updates: Remember to re-upload the template file to the profile whenever changes are made.

  • Note: Anytime changes are made to a letter template in LibreOffice, the template must be re-uploaded to the associated letter profile in ACE for those changes to take effect.

• Testing: Before deploying, test the letter by sending it to a test account to ensure everything works as expected.

• Documentation: Keep records of your letter profiles and templates for auditing and compliance purposes.

• Version Control: Maintain version control of your templates by using clear naming conventions and organizing them in dedicated folders.

Troubleshooting

• Letter Not Appearing in List:

  • Ensure the letter profile is marked as Active.

  • Verify that the user has the necessary Send Role ID permission.

• Template Changes Not Reflected:

  • Confirm that the updated template file has been re-uploaded to the letter profile.

  • Check that the correct template file is associated with the profile.

• Errors When Sending Letter:

  • Review the letter template for errors in data fields or formatting.

  • Ensure all required fields in the letter profile are correctly configured.

• Include PDF Document Not Working:

  • Verify that the File Mask regular expression correctly matches the intended files.

  • Ensure that the documents exist in the account's documents and are accessible by ACE.

  • Check the Method, Required, and Newest Only settings for correctness.

  • If Required is checked and no matching documents are found, an error will be thrown when attempting to send the letter.