WHAT IS A LETTER TEMPLATE?
A letter template is a Word Document, populated with Merge fields. When that Letter Template is generated within the system, the merge fields will pre-populate with relevant injured worker information from the system for ease of completion.
Letter Templates provide a standardised approach for repeatable documents including letters to injured workers, Doctors or other parties.
CREATE A LETTER TEMPLATE
Start by creating your generic letter in a Word Document (or use an existing document).
Where data can be pre-filled from the system e.g. Injured Workers name, add the corresponding merge field as per the attached document.
To access the Merge Fields, please download the attachment available on the Configuration > Letter Templates page.
Copy and paste the appropriate merge fields into the letter, ensuring the entire merge field is highlighted.
Once complete, save the letter as a Word Template by going to ‘Save As’ and selecting ‘WordTemplate’ from the ‘Save as Type’ drop-down, generally located underneath the ‘File Name’. Your letter template is then ready to be uploaded to the system!
Be aware that when changing the file type to a 'Word Template', often the location your document is saving to changes to 'Custom Templates'. Ensure the correct location is re-selected before saving.
ADD A LETTER TEMPLATE
From the Letter Template page under Config, select 'Add'.
On the Add Letter Template page, fill in the relevant details via the drop down listings. From the Policy drop down list, select the policies that the letter template is relevant to, and then select an option from the ‘Category’ drop-down - this determines how the letter template is filed against a record after being generated.
Enter a Letter Name for the letter template and then use the Letter Template Type if you wish to further categorise the letter (most commonly used by our Self-Insured clients).
Lastly, select the 'Document Type' that this letter reflects within the system.
Once the above information is complete, upload the letter template via the File section.
Once uploaded, select ‘Save’.
The template will then appear in the list of letter templates under the policies selected.
We recommend doing a test to ensure the merge fields are pre-filling information where expected.
EDIT A LETTER TEMPLATE
If you need to make adjustments to an existing letter template, follow the relevant prompts below:
To update the core letter content: update the original Word document and save the document as a Word Template.
Once updated, click on the Settings cog, then select Configuration > Letter Templates from the side menu.
To upload the updated letter template OR to edit an existing letter, select the ‘edit’ icon on the right-hand side of the appropriate letter template record that you wish to update.
Check or uncheck the relevant policies that the letter template is relevant for.
Re-upload the updated Word Document (if applicable) and select ‘Save’.
DELETE A LETTER TEMPLATE
To delete an existing letter template from the system entirely, select the delete option next to the relevant letter template record. A message will pop up to confirm if you wish to delete the letter.
ARCHIVING A LETTER TEMPLATE
To archive a Letter Template, access the Letter Templates page and click Edit against the relevant record. Then select the "Category" drop-down and scroll for "Archive" and save.
