--- title: "Configuring Letter Profiles in ACE" slug: "configuring-letter-profiles-in-ace" updated: 2025-10-07T18:56:36Z published: 2025-10-07T18:56:36Z canonical: "docs.interprose.com/configuring-letter-profiles-in-ace" stale: true --- > ## Documentation Index > Fetch the complete documentation index at: https://docs.interprose.com/llms.txt > Use this file to discover all available pages before exploring further. # 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. ![](https://cdn.document360.io/6c7303ca-5ffc-4149-8868-8ea498eee635/Images/Documentation/Screenshot 2024-10-17 161202.png?sv=2026-02-06&spr=https&st=2026-10-31T15%3A35%3A48Z&se=2026-10-31T16%3A35%3A48Z&sr=c&sp=r&sig=lKRU4JpYmyTzM3cy0XWve0UjVzUQQaQKUDyqEBZS1RQ%3D) Image Displays Letter Profiles Configuration Page ## 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. | Field | Description | | --- | --- | | Delivery Method | Specifies how the letter is delivered to the recipient. **Options:** - Letter Only: Sent as a physical letter. - Email Only: Sent via email. - Email or Letter: Can be sent either way, depending on availability or preference. | | Label | A descriptive name for the letter profile. This is how the letter will be identified within ACE. | | Identifier | An internal reference for the letter profile, typically the same as the Label but without spaces. Used in system processes. | | Description | Optional field to provide details about the letter profile’s purpose or content. | | Category | Categorizes the letter for compliance and workflow purposes. **Options:** - VALIDATION_NOTICE - ADDITIONAL_NOTICE - LIMITED_CONTENT - INFORMATION - FIRST_PARTY - OTHER - INVITATION Note: Selecting the proper category supports compliance with regulatory standards. Refer to the [Letter Category](/v1/docs/letter-category) article for detailed explanations. | | Type | Determines the data context and structure of the letter, affecting which data fields are available in the letter template. **Options:** - Debt: For individual account letters. - Bundle: Includes multiple accounts in a bundle. - Bundle Group: For specific groups within bundles. - Transaction: Related to transactions on the account. - Payment History: Displays payment history. - Payment Schedule: For payment or promise plans. - Legal Case: Pertains to legal proceedings. | | Mail To Address | Specifies the demographic party to whom the letter will be mailed (e.g., Primary, Attorney, Secondary). | | Send Role ID | The permission role required to send this letter. Controls which users can initiate sending the letter. | | Edit Role ID | The permission role required to edit this letter profile. Controls which users can modify the letter. | | Active | Checkbox to activate or deactivate the letter profile. Only active profiles can be used to send letters. | | Template File | The actual letter template (.odt) created in LibreOffice. Must be uploaded to ACE and associated with the profile. | | Custom Hook | For custom development use only. Leave this field blank unless instructed otherwise by ACE support or development team. | | Include PDF Document | Allows you to include additional PDF documents with the letter. | | File Mask | Defines the criteria for selecting PDF documents to include. Used in conjunction with **Include PDF Document.** Regular Expressions can be used to match file names. | | Method | Specifies whether the additional documents are appended or prepended to the letter content. | | Required | Determines whether the letter sending process should fail if there are no account documents that match the **File Mask**. If Required is checked and no documents match, an error will be thrown. | | Newest Only | Determines if only the most recent document matching the **File Mask** should be included. | | Letter Vendors | Defines the vendors our output formats available for generating the letter (e.g., PDF, Word, OpenOffice). | ### **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. - T**emplate 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.