A letter template is essentially a letter type upon which letter requests are based.
Letters can either be created internally (through the merge of a document template and dataset), or created externally and uploaded into Sonata. In all cases, a Letter Template is required to pre-define the letter type and related information. These templates allow Sonata to sort and manage letters, regardless of how they are sourced. They also provide for the grouping of letters into functional units for ease of maintenance and control. Letter templates specify such things as:
For letters created internally by Sonata:
which letter dataset to use (i.e. which data should be captured for this letter).
who will receive the letter.
whether the data is to be merged with a predefined HTML letter template or if a data file is to be created.
who should sign the letter.
For external documents added into Sonata:
the document path where the external letter will be able to be previewed and saved.
What should be done with ‘Gone No Address’ letters.
What should be done with letters based upon this template.
For letters created within Sonata, defining the template defines the parameters and other information necessary to enable a particular letter text to be populated with client/policy data.
Some of the parameters contain the names of pieces of program code which can only be obtained from the Sonata developers. This, and other factors, make changes to this information inadvisable without first consulting your Bravura Solutions consultant. It is important to note that the information returned from the dataset must match perfectly to a template.
Notes:
When requesting the creation of a new letter via the Letter Request wizard, the available options are controlled by the following check boxes, held on the letter template:
Allow Client Letter
Allow Product Letter
Allow Account Letter
Allow Scheme Letter
Allow Marketing Campaign Letter
The system will select an address based on the "Delivery Options List" for the client, set up on the letter template maintenance screen.
When requesting the creation of a new letter, the letter will be held if:
The "Hold Correspondence" field is checked in Client Personal Details and "Hold Condition" drop down in the Letter Template is set to 'No Conditions On Hold'.
The "Hold Letters" field is checked in Letter Template.
A policy has a letter restriction for a letter type.
The Correspondence View Option on the client record is saved as a non-standard option (i.e. 'Large Print', 'Braille', 'Audio') and the Specialist Printing check box on the letter template is unchecked.
When specialist printing is supported for non-standard view options, these request records will be available for extraction by the external print house.
The Allow Re-print field will prevent letter requests from duplicating and re-printing.
The Restrict Online View controls how correspondence can be viewed online via Sonata Web. Options are:
<None> (i.e. Null) - default setting for a new template. SonataWeb correspondence works as per current implementation i.e. any user with access to the client's correspondence page can view content of any letter.
Addressee only - only SonataWeb user/s that are an addressee on the letter can view the content of the letter. Other SonataWeb users will be able to see the letter request row, but will not be able to see the content of the letter.
Electronic Delivery Allowed is an optional field that can be set as Yes or No.
If Yes is selected and the Correspondence Delivery Preference is Web Only (in Client > Personal Details), then the generated letter will be pre-marked as Sent.
If Yes is selected and the Correspondence Delivery Preference is None (in Client > Personal Details), then for the generated letter, hard copy will be produced.
If No is selected, then for generated letter, hard copy will be produced irrespective of the value of Correspondence Delivery Preference.