The letter, templates feature allows administrators to create and manage standardized templates for different letter formats in the system.

These templates help automate document Generation by using predefined content and dynamic variables to populate case information.

Access to Letter Templates is restricted to Administrators only.

To configure a new letter template, from the dashboard navigate to Administration, select Settings. Then click Document Templates from the list and then choose Letter Templates.

This page displays all the letter templates created in the system. Letter templates can be categorized as Cover Letters or Support Letters.

At the top of the page, you will see a search bar that allows you to search for templates by name or type.

Under the actions, you will find four options.

Edit - enables modification of the template.

View - allows administrators to view the template content.

Download - allows the template to be downloaded.

Delete - remove the template from the system.

Administrators can manage and maintain letter templates through these options.

To create a new letter template, click the Add button.

An Add Letter dialog box will appear.

Enter a name for the letter template.

Next, select the Type of Letter, which may include:

Cover Letter

Support Letter

After selecting the type, click Letter to open a popup window where the template content can be configured.

In this popup window, administrators can enter the content required for the letter template.

On the right side of the window, a predefined set of dynamic variables is available. These variables can be inserted into the template to automatically populate relevant case information when the letter is generated.

Once the template content and variables are configured, then

Click Save to add the letter template to the list.

The newly created template will appear in the Letter Templates section and will also be available in Case Configuration under Letters, where it can be mapped to the appropriate Case Type and Subtype.

To configure the newly created template for a specific Case Type or Subtype, navigate to Case Configuration.

Select the particular case type and subtypes for which you want to add this letter.

Under Letters, click on change option then all the available templates will appear on the screen.

Select the recent added template and click save.

When you click Save, a dialog box will appear if the case configuration is already linked with existing cases.

You will see the following options:

Cancel – Select this option if you do not want to make any changes.

Update Existing – Select this option to apply the updated letter template to the existing case configuration.

Create New – Select this option to create a new case configuration with the updated letter template while keeping the existing configuration unchanged.

Once configured, the letter will be available for use when generating documents for the selected case types.

After adding the template to Letters, create a case using the configured Case Type and Subtype.

From the Case Details page, navigate to the Forms and Letters step.

Click Generate Forms and Letters.

Here, the newly configured letter template will be visible in the list.

When the letter is generated, the template will automatically populate with relevant information based on the data provided during the case creation process.

This helps reduce manual work and ensures accuracy in the generated letter.

By using configurable templates and dynamic variables, administrators can streamline document preparation, ensure consistency, and reduce manual effort when generating letters.