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New Letter Template and Associated Letter Profile
This guide will demonstrate how to create a new Letter Template and Letter Profile.
Prerequisites
Before creating a new letter template and letter profile, you must first install LibreOffice and Download the Letter Data Source.
Refer to Configuring the Letter Data Source for details.
Sample Templates
ACE provides sample templates to streamline the letter setup process. The sample templates provide examples of different letter templates with data fields already incorporated.
ACE Sample Templates
ACE templates are provided as examples and are not intended to fulfill company requirements. Please consult with your company's management and legal teams.
Creating a Letter Template
We will create a letter template using the ‘Sample Debt Letter’ Template
Go to Setup → Letters → Profiles
Locate the ‘Sample Debt Letter’
Locate the Template File Field, click on the cloud icon to download the template
Open the template in LibreOffice
Locating Fields to add to the Letter Template
Fields act as placeholders, allowing users to dynamically insert information from ACE into letters. This section will cover how to locate fields to add to your letter template using LibreOffice.
Go to View → Data Sources
Click the + to the left of ACE to expand that data source and then left click on the + to the left of Tables to see the ACE tables
Scroll through the tables and left click on a table to see the available fields
Example: left click on the primaryDemographic table to locate account information for the primary consumer
Adding the Field into the Letter Template
For this example, we want to put the name of the primary consumer into the letter informally as “first name last name”, which is accomplished using the field “infoFullName”
Locate the Desired Field e.g. infoFullName
Drag the field into your template
You can move and copy the field into other locations into the letter
Craft your content
Save your template noting its location
Creating a New Letter Profile
Go to Setup → Letters → Profile, click New
Locate Letter Profile Section
Enter data into fields
See table for Field Descriptions *denotes required field
Locate the Template File Field, upload the template
Click Save
Field | Description |
---|---|
Delivery Method* | Dropdown Menu:
|
Label* | Name the Letter Profile |
Identifier* | Typically the same as the Label for easy reference |
Description | Enter a description |
Category* | Choose the appropriate category from the dropdown menu. Refer to Letter Category for details |
Type* | Dropdown Menu:
|
Mail To Address* | Dropdown menu: Select the demographic party to mail letter |
Send Role ID | Used to control which users are able to view and select specific letter templates to send to consumers |
Edit Role ID | Used to control which users are able to edit specific letter templates |
Active | Mark True to activate |
Template File | Upload the letter template |
Custom Hook | This field is used for custom development. Leave this field blank. |
Letter Vendors Section
Locate Add Vendor
Make the selection from the dropdown, click Add
Open Office (use this if you need to edit your document after it generates)
PDF (use this if you want to lock your document from being edited)
Word (use this if you need to edit your document after it generates)
You can add multiple Letter Vendors to a Letter Profile. Adding multiple Letter Vendors to the Letter Profile will give the user options when generating the document at the account level
Tips
Anytime changes are made to a letter template in LibreOffice, the template will need to be uploaded again to the associated Letter Profile in order for those changes to be effective in ACE.
Organize with an ACE Letters Folder
Enhance your workflow by creating a dedicated ACE Letters folder on your computer. This folder is ideal for storing both the ACE.ods database and your ACE letters. By centralizing these files, you ensure easy access and efficient management. Simply set up the folder in a location of your choice, and maintain a well-organized repository for all your ACE-related documents.