1. The path for the letter templates is set in Tools > Advanced Settings > Application Settings Tab
2. The letters templates are organised into sub folders within the letter templates folder.
There are some 'system type' folders that must exist. These are set-up as part of the installation process and are:-
|Entity||cManager Entity ID & Letter Template Sub Folder Name||Notes|
|All||All||Letter templates that are available for all entities (e,g. Client, Insurance etc..)|
Letter templates that are used by the system.
There are currently the following that must exist
1. Template-File Note.rtf
2. Template-Email Footer
|Case||Case||Generic templates available for the case (eg. Opening Checklist, Case Plan etc..)|
The others folders are for the different parties that you wish to correspond with. There's a separate folder for each.
A sub folder will only be used by cManager if it recognises the party / entity. For example, you can create a new sub folder with a name of 'Hairdresser', but if this is not a recognised party, then you will not be able to use the letter templates within this folder.
The following is a list of the standard parties that cManager recognises and their template sub folder name. Again these are set-up as part of the installation process.
|Entity / Party||cManager Entity ID & Letter Template Sub Folder Name||Notes|
|Client Insurance Company||Client Insurance|
|Client Vehicle Driver||Client Vehicle||If the client was not the driver of the vehicle involved in the Accident, this folder will contain letters for the driver of the vehicle in which the client was the passenger|
|Client Vehicle Keeper||Client Vehicle||If the client is not the registered owner of the vehicle involved in the Accident, this folder will contain letters for the owner of the vehicle in which the client was the passenger|
Letter for the client's employer. Used for both Employed and self employed clients.
|Client Accountant||Accountant||If client is Self Employed, Letters for Accountant|
|Defendant Insurance Company||DefendantInsurance|
|Defendant Vehicle Driver||DefendantVehicle||If the defendant was not the driver of the vehicle involved in the Accident, this folder will contain letters for the driver of the defendants vehicle|
|Defendant Vehicle Keeper||DefendantVehicle||If the defendant is not the registered owner of the vehicle involved in the Accident, this folder will contain letters for the owner of the defendants vehicle.|
|Defendant's Nominated Solicitor||DefendantSolicitor|
|Rehabilitation Provider||Rehabilitation Provider||Letters for the Funding Insurer and the Membership organisation that provides client funding|
The other parties are 'dynamic' and are configurable in Tools > Entities. See Dynamic Entities - Concepts and Fundamentals
For Dynamic Entities the following values should be used.
|Entity / Party||cManager Entity ID||Letter Template Sub Folder Name||Notes|
As entered in field :
As entered in field:Entity Name
As entered in field :
|E.g. Medical Agency||E.g. MedAgency||E.g. Medical Agency||This example is demonstrated assuming the entity 'Medical Agency' is set-up as shown below|
3. Once a letter has been generated, there are settings that control the print, work flow and history event behaviour. These settings are accessed via the "Special Letter Settings" option from Tools -> Edit Letter Templates
Every letter that you have in the letter templates sub-folders does not need a Special Settings entry. The DEFAULT letter settings (example shown below) are used for letters that don't have their own entry.
Updated April 2013:
The File Details section has been updated to allow a template to be marked as a printed letter or email.
The settings above are categorised into 4 areas.
1. File Details
Click the Select File Button to select which letter the special settings relate to. Most of the details will automatically be set based on the template file selected.
You should also tick if the template should be available as a printed letter, email or both.
2. Work flow Settings
These settings control the following work flow elements
a. Overdue Days
When a letter is generated task is normally created automatically to track a response to the letter. This setting specifies the number of days after which it is overdue.
b. Remind Days
When a letter is generated task is normally created automatically to track a response to the letter. This setting specifies the number of days after which a reminder task is created in the users task list
c. Linked Date
For PI cases, there are a list of specific dates that are tracked in cManager. Use this setting to specify which date has been reached when this letter is generated. Eg. Medical Reports Requested might be set if this letter is to the GP requesting medical reports.
d. Status Pred (Status Predecessor)
You can automatically track progress of a case through your defined work flow. This setting is sued to select which status a case must be when this letter is generated.
e. Status Succ (Status Successor)
You can automatically track progress of a case through your defined work flow. This setting is sued to select which status a case moved to when this letter is generated.
3. Print Settings
Mostly Self Explanatory
a. No Of Units
The number of billing units to add to the case when this letter is generated.
4. Case History Event
When a letter is generated task is normally created automatically to track a response to the letter. If you do not require a task to be created, untick Generate Event
If an event is required, the default text is "Follow up reply to [letter name]". You can override this by specifying the custom text.
To help manage tasks the number of tasks, you can set a letter task to complete automatically when a case is opened by a user. Tick the Expire on Open to invoke this feature for this letter