Information about new and existing form letters is recorded on the Form Letter Record page. The letter name and version number appear in the page title. If your IQ database is setup for archiving and the form letter has been archived, the page title will contain Archived. This page provides fields for all information about the letter, including codes and dates. A form letter record contains the following panels: General, Fill-Ins, References, Attachments, Print Format, Status Log, Discussion, Merge Codes, Versions and E-Mail Format. These panels let you view merge fields, references, attachments, text, a log of all actions taken for the letter and maintain different versions of the letter. The Make New Version and Check Out Print Format actions are available on each panel in the Form Letter record page.
The General panel provides fields for entry of staff, dates, codes, and other information. It also shows Usage Statistics and Attached Workflows.
Actions for this panel let you copy and delete the letter, attach files, documents and workflow, make a new version of the letter, preview letter or email and check out print format. Note: Form Letters associated with completed mail records cannot be checked out, unless your user-id has been granted access to Security Lock #226. This lock provides a Check Out (Override) action and warning message for the check out of form letters associated with completed mail records.
Fields on the General panel include: Document ID, Parent ID, Created By, Version #, Size, Created Date, Revised Date, Review Date, Expired Date, Letter Name, Directory, Assigned To, Description, Type, Status, Assignable, Content, Track Change, Report Duplicates, Document Codes, Workflow Codes, Issue Codes, Workflow Categories, Envelope, E-Mail Subject, E-Mail Address. Information is entered automatically in the Document ID, Parent ID, Created By, Version #, Size, Created Date and Revised Date fields and cannot be changed.
Type the date on which the letter is to be reviewed if your organization has a policy of regularly reviewing letters that are in use. You may also click the calendar icon next to this field and select a date there. The date must be after the current date. You may also enter a time in the field next to the Review Date field. If you don't enter a time, the field is automatically populated with 12:00 AM when you save the record. Optionally, you can type +nn in this field to change the date to nn days from the current date.
Type the date on which the letter is set to expire. An expiration date is useful when you know a letter will no longer be valid at a certain point in time. The date must be after the current date.
Type the name of the form letter in the Letter Name field. Use your office standard for naming the letter; a file extension is not required. The Letter Name can be changed depending on the Status of the letter and your user security. Form Letter Names may not, however, contain the following characters: ~!@#$%^&*()_+{}[]:;<>?or /.
The folder you selected when you created the letter appears in this field. If you didn't select a folder or if you want to change it, click in the field and select a folder from the list.
Your user name appears in this field when you add a new letter. You can search for existing form letters based on this information, and links to letters that you create appear in the documents section of My Work. You can change the Assigned To name by clicking the search icon next to the field and selecting a different or additional user(s).
This optional field lets you save information about the letter you’re creating. Information entered into this field is displayed in the Description column on the Documents panel when the document is attached to a Workflow record. This is a text-entry field, which means you can type and delete text in this field just as in a word processor. You can spell-check text entered into this field by clicking the spell check icon next to the field.
There are four type codes: Form Letter, Document, Format, and Envelope. The type is selected when you create the form letter and appears in this field. The Form Letter and Format types are available in this field (for form letters) so that you can change a format to a form letter and vice versa. Note: If the form letter contains any attached files or documents, the count for each will appear to the right of this field.
The default status of a new form letter is Draft. Draft letters are available to assign to mail only if you select the Assignable check box. Additional form letter statuses are Approved, Inactive, and if you use the form letter approval process, Request Approval and Denied Approval. Note: If the Send Automatic Alerts when Approvals Granted, Approvals Denied and Approval Requests for Form Letter is set to Yes, then an alert message will be sent when the status is changed to Request Approval, Denied Approval or Approved.
You can make Draft, Request Approval, and Denied Approval letters assignable by selecting the Assignable check box. That makes them available for assignment in mail records. Even though assignable letters can be assigned to mail records, mail with these letters cannot be printed in final or sent via e-mail until the letter status is changed to Approved. An Approved letter is one that is approved and available for use; the Assignable check box is automatically selected and cannot be cleared. An Inactive letter is one that is no longer current or accurate but that you want to retain for historical purposes; the Assignable check box is automatically cleared and cannot be selected. You can change the status of a form letter to make it available or unavailable for correspondence.
IQ automatically selects the Assignable check box when the Status is Approved. This allows the form letter to be assigned and printed in Mail records and batches. Select this check box if the status is Draft and you would like it to be available for assignment in Mail records. The letter can not be printed, however, until the letter Status is changed to Approved. This allows your data entry process to continue while you wait for the language in the letter to be approved.
This scrollable iframe displays the Content, Email or Printed views of the letter. For a new form letter, whose Status is Draft, or an existing form letter that you have edit rights, you can select Edit Content and type or edit the contents of the letter in the HTML editor. If there is no content (i.e. created in a previous version of IQ using Word) or your IQ user-id does not have access rights to edit the form letter, then the Edit Content radio option does not appear. If this letter was created in a previous version of IQ using Word and you have access rights to edit the letter, the action Convert Print Format to Content is available. The Convert Print Format to Content action will set the Status to Draft, copy the entire form letter into the Content as HTML and the Print Format will be set to a blank Word document. Note: The Image icon is not available in the HTML editor tool bar if your office is not an IQ Extranet Subscriber.
This field allows you to control whether or not Microsoft Word's Track Changes option is automatically turned on or off each time you check out the letter. Select Manual if you would like to manually turn track changes on and off from within Microsoft Word each time you check out the letter. If you select this option, track changes will remain in whatever state it was in when the letter was last saved.
This field allows you indicate whether or not you would like IQ to alert users when this form letter is selected for a People record that has previously received this letter. The default setting is Yes, which means that IQ will display the duplicate letter warning message. Select No if you do not want IQ to display the duplicate letter warning message for this form letter.
To attach a document code to a form letter or form letter format, enter it in the Document Codes field by typing it or clicking the search icon next to the field to display a dialog list box and selecting a code from the list. When you attach a document code to a form letter format, IQ will automatically add the code to any form letters created with the form letter format. You can search for existing form letters and form letter formats based on document codes. Note: The Change Data action on the Document Search Results allows you to add or remove codes to multiple form letters at the same time.
To attach a workflow code to a form letter or form letter format, enter it in the Workflow Codes field by typing it or clicking the search icon to display a dialog list box and selecting a code from the list. It is necessary to assign a workflow code only if you will be using this letter for workflow correspondence. When you attach a workflow code to a form letter, that letter appears in the list of available letters when you create mail through a Workflow with that workflow code. If you choose not to assign a workflow code when you create the form letter, you may do so later by using the Change Data action on the Document Search Results to add or remove codes to multiple form letters at the same time.
When you attach a workflow code to a form letter format, IQ will automatically add the code to any form letters created with the form letter format. You can search for existing form letters and form letter formats based on workflow codes.
To attach an issue code to a form letter or form letter format, enter it in the Issue Codes field by typing it or clicking the search icon next to the field to display a dialog list box and selecting a code from the list. You can search for existing form letters and form letter formats based on issue codes. Note: The Change Data action on the Document Search Results allows you to add or remove codes to multiple form letters at the same time.
When you attach an issue code to a form letter, that letter appears in the list of available letters when you create mail using that issue code. Select the Add to Mail check box if you would like IQ to automatically assign the selected Issue Codes to the Mail record when this letter is selected. When you attach an issue code to a form letter format, IQ will automatically add the code to any form letters created with the form letter format.
To attach a workflow category to a form letter or form letter format, enter it in the Workflow Categories field by typing it or clicking the search icon to display a dialog list box and selecting a code from the list. A form letter attached to a workflow category will be available when you create mail through a Workflow that contains any workflow code linked to that category. Workflow codes are linked to categories through the Category code file. If you choose not to assign a workflow category when you create the form letter, you may do so later through Document Library.
When you attach a workflow category to a form letter format, IQ will automatically add the category code to any form letters created with the form letter format. You can search for existing form letters and form letter formats based on workflow categories.
The envelope format you enter in this field will appear automatically in the Envelope field when you send this form letter. Click the search icon next to this field and select an envelope format from the dialog list box. If you don't assign an envelope to a form letter, and if you don't select one at print time, the default envelope that's set in your user Preferences is used if you print an envelope for a letter.
Select this checkbox if you would like this letter to be available for offsite decollated printing. This option only appears if your IQ system has been configured for offsite printing. If you select this option, the form letter must meet the following "rules":
No hard page breaks between pages
No merge codes on second and subsequent pages
No merge codes in second page headers and footers
This field allows you to associate a specific e-mail subject for a form letter. This subject is used when the form letter is selected in outgoing mail records that do not already have an outgoing e-mail subject. Select the Always Use checkbox, located next to this field, if you would like IQ to use the form letter E-Mail Subject in place of the standard Office Defined or "RE: Subject of Incoming Email" for mail records that are created by IMA. Selecting Always Use will also over-ride the outgoing e-mail subject in existing mail records in which the form letter is selected or assigned. You can also include merge codes in the E-Mail Subject field. If no data is found for the merge code, it is omitted from the subject and if data in the specified field exceeds the allowable length of the subject line, it is truncated.
This field allows you to associate a specific e-mail address for a form letter. When an e-mail address is selected in this field, it appears in the From field in the Mail record page when the form letter is selected. Note: This field is greyed out if your IQ user-ID has not been granted access to Mail Security Lock #51.
This section of the General panel in the Form Letter Record page displays the counts for pending and completed mail to which the letter was assigned, the number of People who will receive or have already received the letter, the number of attached documents and files, if the letter is being used as an auto-letter and the date the letter was last used in mail to a correspondent. The count for the number of attached documents is broken down by the status of the document, for example 2 Approved and 1 Draft. In addition, you can click the links to view the pending mail, the people who will receive the letter, the closed mail, and the people who received the letter. A "Return to Document" link appears on the Mail and People search results which allows you to quickly return back to the Form Letter record page. If the Form Letter has been used in an outgoing e-mail (such as an e-newsletter mailing) and your office has purchased IQ Connect, an (Analyze E-Mail Recipients) link will appear. When you click this link, the Targeted Mail Recipient Analysis report appears with a detailed analysis of the recipients of the e-mail by the view rate and non-deliverable rate as well as details on any surveys that the recipient has filled out. In addition, the counts for Twitter and Facebook are displayed for enewsletters that have been exported to the extranet.
If this form letter is linked to any workflow records, then IQ displays the workflow ID, current step status, workflow template name, who the workflow is assigned to, the workflow due date and priority in this section. Click the workflow ID link to access the workflow record page.
Fields on the Fill-Ins panel let you create labels for fill-ins that you've placed in a form letter. In addition, you can identify fill-in fields as: String, Date, Number, Body Text, DropDown List or Paragraph List. The Rearrange Fill-In Fields action allows you to change the order in which the fill-in fields appear on the Mail Record page.
If you've added reference merge codes to a form letter, they appear on the References panel. You can add an identifying label to assist with selecting the correct People record when the letter is sent through workflow.
The Attachments panel lists any files that are attached to the form letter and provides actions that let you attach and detach files and documents.
The Print Format panel displays the currently selected print format with all of the merge codes for letter date, name, address, salutation and the closing (i.e. signature block). You can select another print format, by clicking in the Print Format Source field and selecting one from the list.
The Status Log panel shows all actions taken on this form letter, including the date, time, and user who performed the action. The log shows when the letter was checked out and checked in, files that were attached and detached, and changes to the status. Whenever record security is set or changed for a form letter, a notation is placed on the Status Log panel that shows the date, time, and user who changed the security.
The Discussion panel contains a discussion topic tree with topics and their associated replies. Select the New Topic action to add a new topic. The subject of each topic is highlighted in blue and the subjects of the associated replies are slightly indented below each topic.
The Merge Codes panel allows you to find all possible merge codes, including standard data fields and custom fields. In addition, sample data is displayed for most fields based on the last mail record that you were in during the current login session. If you have not accessed a mail record, then IQ will display data from a randomly selected mail record.
The Data Source column displays the available sources of data in IQ records. Selecting an item in the Data Source column displays the available merge fields from that Data Source in the Merge Field column. For example, if you select Workflow in the Data Source column and Comments in the Merge Field column, then the name of the merge field (mail.wf.Comments.merge) will appear in the field below the Copy Merge Field button. In addition, sample data for that merge field is displayed in the Sample Data field.
The Versions panel displays complete version history of the form letter including revisions, usage statistics and the ability to view any version of the form letter. It also provides the ability to promote an earlier version of the document to replace the current version. Note: Form Letters associated with completed mail records cannot be checked out, unless your user-id has been granted access to Security Lock #226. This lock provides a Check Out (Override) action for the check out of form letters associated with completed mail records along with a warning message.
The E-Mail Format panel contains HTML information which is inherited from the Form Letter format that was used to create the letter. It allows users with appropriate security to customize the appearance of outgoing e-mails that use this form letter. Note: The Update E-format action on the Document Search Results page allows you to update the e-format for multiple documents.
A letter with no e-format defined will show only [[$$$LetterText$$$]], which is the merge field that allows the text of the letter to be inserted into e-mail messages sent from IQ. By default, additional HTML that defines the appearance of outbound e-mail messages will surround this field and be displayed as text.
If the form letter contains a custom e-mail format and your IQ user-id has access rights to edit the format, IQ will display the Edit E-mail Format radio option. If the form letter contains a non-custom e-mail format then the radio option Switch E-mail Format will appear. A warning message will appear if you select the Edit E-mail Format option and the form letter has been used in a completed mail record. The Edit E-mail Format option enables an integrated HTML editor. The editor allows you to view and edit the HTML in a WYSIWYG (what you see is what you get) format directly within the record page and to select images that are stored on the IQ Connect Extranet server. Contact your Lockheed Martin ITC for additional information or for assistance with creating an e-format.