This Guide will review how to download letters and update the workflow after a letter is downloaded for manual sending
Users are able to manually send a hardcopy letter but first they need to be downloaded and the workflow needs to be updated, this will reflect on Case Details.
User must first locate the case they intend to send a letter to, for this guide we used the Claim ID quick search to locate a case.
1: Locate the Correct case you intend to send the letter to:
Red: Case ID, used to verify user is actioning the intended case.
Yellow: Status, this will indicate the status of the case.
Green: Debtors address & postcode where letters must be sent, A case may have additional addresses and if so, they can be found under “additional address” dropdown.
2: Once you have located a case, inside the Search Cases box, click “Letter Management”.
This will redirect you to the Letter management page.
3. Once inside the letter download page, users have to manually search a case either by Case ID or Debtor Name and select what letter should be sent.
To toggle letter options click the title.
4: Once we have selected the appropriate letter to send, we must download it as a PDF, this file will be downloaded locally on your system and is usually found in your local hard drive/downloads – folder.
The PDF will be named “letter # – letter title – case id”.
5: We have now downloaded the letter we intend to send, the final step is to update the Case with this information.
Scroll down to the drop boxes and in the letter 1 drop box, upload the letter 1 recently downloaded, if you downloaded letter 2- upload the letter to the letter 2 box same with letter 3.
Before updating Case with the letter sent, review that the Case ID and letter ID match.
The PDF will be named “letter # – letter title – case id”.
In this case the file is named “Letter 1 – Initial engagement – (Case id)”.
Remember that Case ID’s are specific to each case so review this information if you have downloaded multiple letters.
After confirming the letter is correct, click update.
This final step will be reflected in the “Actions History” box as well as update the status of the Case.
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