A letter / fax is always a record that contains a file. The system supports you with creating a letter by internally applying a standard template for generating such a file. This ensures that letters always have their own file
(Word document).
You can save incoming letters by creating a letter with the incoming type in the database and then importing the scanned letter as a file.
Adds a file (document) from the local system to a letter or fax (e.g., for incoming letters).
Deletes the current file of the letter and creates a new file from the template used. This allows you to generate the letter once again. You can use this function in particular if you want to change the number of recipients or exchange them. In such cases, the letter must always be generated again.
An existing letter is opened in the word processor and can be edited. If no letter exists, this function is identical to Generate.
Note: If several recipients are in the recipient list and the template used forces individual reports to be output (the series checkbox in the template field is checked), the Generate and Edit functions open a separate read-only letter per recipient in the word processor used (e.g., Word). Your administrator can specify the maximum number of word procesor instances that can be opened, usually ten of them.
In the tab, you will briefly see an icon that indicates the display status. The generated letter is displayed in the preview (if you use Microsoft Office up to version 2003). To view it in read-only mode in Word, simply click on the preview or on the entry in the Subject field (hyperlink).
Preview of a letter
This function sends the documents to the set printer without opening them individually in Word. You will need this function only if you haven’t generated a letter using Generate. Otherwise, this function is not available.
Note: Generating letters does not work for all document formats. Images, PDF, and DOCX are supported. For DOCX, a special library (doc4j) is used to first convert files to PDF, and then to the PNG format.
The processed letter is displayed in the Preview (only if you use MS Word 2003). To look at it write-protected in Word, simply click on the entry in the field Subject (hyperlink).
Admin: The PSA_CPD_LET_PRV variable (My data) allows you to control the behavior of the preview. Value: GLB_ON = preview always on, GLB_OFF = preview always off, LST = remember the current state after closing the mask and always use it in the future.
The system tests whether all specified recipients have been entered in accordance with the sending requirements. It checks whether all required address fields have been filled in and whether contacts have a mail lock. For serial emails, the system also checks whether the templates are available in the required languages of the recipients. If this is not the case, a warning is issued. If you send anyway, the corresponding standard template is used. This check also offers the option of displaying a preview of the text to be sent. See also Error check and address preview
Deletes the file used from the database. This also deletes all information for dispatch (Sent flag in der recipient list). This allows you to generate the correspondence again, or to delete a broken document file.
This is for creating follow-up activities to the current activity. An input form opens with the applied and alterable attributes of the source activity. All information is applied to the follow-up activity.
This makes it possible to create a CSV recipient list to support external mailing systems or to generate serial letters in word processing systems.
The function lets you create a list of all email recipients. It opens a wizard in which you can select the ad hoc list as the destination, and the contact fields (sender, responsible, for contact, to, cc or bcc) whose data is to be passed to the ad hoc list.