Letters
Use the Letters menu to set up letters. For BFrame standard letter files/programs, all letters must be maintained by the agency. The BFrame system uses the information in BFrame tables and in the letter forms to create the file sent to outside letter vendors.
There are two steps to creating a letter:
Create the letter form, or master, on disk that contains ALL letter text and variables. Variable data is marked for insertion in the letter master by enclosing the variable identifier with < >. See SAMPLE LETTER in this section. Letter masters must be created as a .TXT type file using an editor such as NOTEPAD or WORDPAD. Letter masters must be saved in .TXT format. The letter master form must reside in the system (XX) letters directory \XXLETTERS on the same disk drive as the XXPROG directory. The name of the file must be the 6 character letter ID followed by .LET. If the name of the letter is 101, the external letter file would be 101.LET, if PDCK it would be PDCK.LET, etc.
Add the letter to the system master letter file ADMIN/Letters/Letter Setup (LTTR01). The system will not recognize a letter until it is added using this screen.
From the Agency menu, choose Letters for the index page listing all the letter masters in the system. Use the eyeball, pencil and trashcan icons to view, update or delete a letter master. Use the Create link in the Operations Menu to create a new letter master.
There are a number of switches and variables you can set control who will receive the letter and under what conditions. Hover over the ? tool tips for more information on each.
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