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Letter Layouts
Updated over 10 months ago

When you create a Document using the Letter Document Class, you can customize a printable layout for the Document in addition to the normal steps you take when building your Document (i.e. creating Questions, Scores, Sections, etc.).

You can populate the content of the letter with fixed paragraphs of text as well as auto-populate client-specific information from the questions that you set up.

Client-specific information can be added to the body of the letter by including a series of formatted tags; for example, you can include Document, Agency, Agency Address, Question, and Signature tags. For example, if you want to include your Agency Logo in the top left-hand corner of the letter, you would copy and paste the [~AgencyLogo~] tag into the top left of the layout editor.

To auto-populate client information from the questions that you set up previously, you would copy and paste the relevant [~QuestionX~] tag into the body of the letter. For example, if the first question in the Main Body of the letter is a data field question for Client Name (meaning you will be pulling that data directly from the client’s file), you would copy and paste “Dear [~Question1~]” in your letter layout. When printing the completed letter for any client, the Document will then automatically insert their name here.

Layout Tag Types

Tag Type

Description

Document Tags

To automatically populate the Letter with system generated information about the Document. Options include:

[~DocName~]
[~DocDate~]
[~EnteredBy~]
[~LastModBy~]

Agency Tags

To automatically populate the Letter with information about your agency or organization. A user configures the fields listed below from the System Administration panel in your Penelope database in the Agency section. Options include:

[~AgencyLogo~]
[~AgencyName~]
[~AgencyPhone~]
[~AgencyFax~]
[~AgencyEmail~]
[~AgencyURL~]

Agency Address Tags

To automatically populate the Letter with the mailing address of your agency or organization. A user configures the fields listed below from the System Administration panel in your Penelope database in the Agency section. Options include:

[~AgencyAddress1~]
[~AgencyAddress2~]
[~AgencyCity~]
[~AgencyStateOrProv~]
[~AgencyCountry~]
[~AgencyPostalZip~]

Question Tags

To automatically populate the Letter with client-specific information from the questions that you set up. The question tags will appear with the following formatting:

[~Question1~] Question Name

Signature Tags

To automatically populate the Letter with the signatures captured in the Document. The list of available signatures reflects the specific list of signatures that you configure for the Document. The signature tags will appear with the following formatting:

[~SignedBy1L~]
[~ESig1L~]
[~SignatureDate1L~]

Customizing your Letter Layout

Prior to customizing your Letter Layout, ensure you’ve created all of the Questions you need for your Document. Remember, you can automatically pull information into your Letter using the responses from those Questions!

1. In your Letter Document, browse to the Revision > Layout tab.

2. In the Layout section, click Edit.

3. In the Advanced Layout area, begin building the layout of your Letter. You can type any text you want to include in addition to copying and pasting Tags.

Letter Layout Edit Screen

4. Click Save.

Tip

As you build your Layout, you can save and Preview the Document to verify if you’re satisfied with the look of your Layout. Continue making changes and Previewing until you’re happy!

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