Adding a letter to the correspondence center is simple.  It consists of retrieving the letter template, drafting you letter using the pre-defined tags, and uploading the template to PRISM.

Note: The template letter you create may contain graphics, tables, and varying fonts.  In fact, to duplicate your letter head, we recommend using images to and an image of your signature.

Completed Template letter

Note the integrated tags and image

Adding a letter to the Correspondence Center

Follow these steps to add a letter to the correspondence center.

Create the letter

1From the configure correspondence center, download the letter template (link in the hint area)

2Review the tutorial (link in the hint area)

3Note the letter is a Word ".dot" file.  It should remain a ".dot" file

4Copy your letter contents into the downloaded template

5Integrate the template tags into the letter

6Integrate any images

7Save the letter as a MS Word ".dot" file (remember the location of this file on your computer)

Upload the letter to PRISM

1From the Letter section, enter the Letter Name (required)

2Enter the Letter Category (required)

3Enter the associated Module (required)

4Enter a Letter Description (include the custom field names.  This description will appear when you choose to send a letter)

5Enter the Email Subject (the letter, when sent to a vendor, will be converted to a pdf and attached to an email)

6Enter the Email Body (the body entered will be the body of the email sent to the vendor.  It is good to start by informing the vendor not to respond to the email and to contact your office directly.

7Browse for your template letter, click "Choose File"

8Click "Add Letter"