Sending correspondence can occur many placing in PRISM since the correspondence Center is woven throughout the product.  However, whenever you send a correspondence you will be taken to the correspondence wizard.  The wizard walks you through completing the steps to send the correspondence.

There are five steps involved in the wizard.  Where you start in the wizard depends on whether you supplied the correspondence center with vendors or you are going to choose vendors from the correspondence center.  For example, if you start the correspondence center with the results of the advance search then the wizard already knows the vendors to correspond to.  The same is true if you select a contract and click correspond.  The wizard assumes the vendors on the contract are the intended recipients of correspondence.  In this case, the wizard will start on the second step (Select Correspondence)  However, if you click correspond with no indication of who to correspond with, the wizard will start at step one (Select Vendors).

The steps of the wizard are as follows:

1Select Vendor (if no vendors are identified)

2Select Correspondence (if vendors are identified)

3Select Delivery Method

4Customize Email

5View Summary and Send

Sending Correspondence

Select Vendor

Depending on how the wizard was started this step may be bypassed.  If the wizard was started by selecting a vendor, advance search results, or contract then this step will be bypassed.  If the correspondence center was started natively (from the big hamburger menu) then this first step of the wizard is required.

There is a built in search (resembles the simple search) that will allow you to determine the vendors that are recipients.  You can search for vendors by over thirty different criteria.  The vendors matching the search will become recipients. in the example below, female-owned business were found and listed.  seventy-nine were found

In the search results you may filter vendors by removing vendors with no email address, remove vendors with no fax, remove vendors with no primary address.

Click "Next"

Select Correspondence

In this step you will select the type of correspondence.  The options are Email or a pre-configured letter.  If the pre-configured letter is selected, you are given the opportunity to select which letter.

Note: Only letters for the module you are are shown.

Select the letter you are interested in sending.  If your letter has custom fields then you must enter the values of the custom fields now.  Custom fields are fields that may be determined at the time of generating the correspondence.

Click "Next"

Select Delivery Method

In this step you will select how the letter will be delivered.  The options are Email, Fax (additional cost), and Print.

Email - The correspondence is converted to a PDF and attached to an email.  The subject and body of the email were configured with the letter.  You will have the opportunity to modify the subject and body in the next step.

Fax - The correspondence is converted to a PDF and faxed to the vendors fax number of record.  This option requires the jurisdiction to have the fax option included in their subscription.

Print - The letters are printed, one per vendor, and sent to the printer.  Address label are available for vendors with the primary address field populated.

Note and Caution:  For legal reason PRISM provides the ability to CC other PRISM users or an ancillary address.  When PRISM CCs the emails, a copy of each vendor's email will be sent to the PRISM user and/or CC email address.  For example, if your vendors total one thousand and you indicate your email address as a CC, you will receive one thousand emails (one CC for each vendor).  Use much care when using this feature!

Jurisdictions that use this feature has an email address established for this purpose.

Click "Next"

Customize Email

In this step you have the opportunity to customize the email subject and body.  If you are sending a letter then the configured email subject and body are presented.  You may modify them.  If, however, you are sending an email, you may create the subject and body now.

You may also select the Date and time the correspondence will be sent.  If you are sending over one thousand emails PRISM will send the emails in the evening and/or early mornings.

Note:  Please do not send time sensitive email via the correspondence center.

Click "Next"

View Summary and Send

This step allows you to confirm the wizard before sending the correspondence.  Once the "Correspond" button is clicked, the correspondence will take place.  Its operation is immutable.

Review the confirmation page and be sure you have selected the correct vendors, correspondence, and delivery method.  Selecting the "Change" button will take you to that step of the wizard and allow you to change the parameters.

There are some options available:

Preview - See a copy of the completed letter before sending it.  Click the Attachment (PDF) at the bottom of the preview popup

Print Mailing Labels - If you selected Print as your delivery method you may print mailing labels for the letters that will be sent to the printer.