Print a Letter Through a Word Processor (CLALMRG)

Letter Overview

Fields

Use the Letter Merge form (CLALMRG) to print a letter for a specific case and/or party through your word processor. The form creates letters by merging an On-Demand Print (ODP) mail-merge template with information from the Contexte database. You simply call Letter Merge (CLALMRG) from one of seventeen ACS Contexte forms, select the desired letter template, specify any additional settings, and select Merge.

To print a letter through a word processor

1. Open the Letter Merge form (CLALMRG) by selecting Letter (CLALMRG) from an ACS Contexte form you've selected.

If you call CLALMRG directly from a menu or through Direct Access, the merge process will result in incomplete letters unless you select a template that does not point to information on another ACS Contexte form. Any letter template you select on CLALMRG for printing must contain variables that point to the calling form or to general ODP variables.

2. Enter or select a Letter Code. ACS Contexte fills in the following information for the letter:

• default Merge File Name for the letter template and the name used when Auto Save is selected. You can change the name, if necessary. Where ODP stores documents

• Default Docket that will be recorded for the letter, which you change if necessary.

If the docket code is associated with a case status on the Case Status Rule form (CTRCSTS), case status is automatically updated. For more information about CTRCSTS, see the ACS Contexte Setup Manual.

• the default save and print settings for the letter, which you can change if necessary.

3. From the Block menu, select Next. Contexte displays the Case IDs on the form from which you called Letter Merge (CLALMRG). You can remove cases if necessary.

4. To specify, view, or change the case party types who will receive the letter, select Party Types in the navigation frame.

For more about selecting parties to receive the letter when CLALMRG is accessed from the Event Scheduling (CSAEVNT), Event Docketing (CDAEVNT), Event Outcome (CSAEOUT), or SessionDirect (NMAMAIN) forms click here.

5. To specify that additional people who are not parties to the case receive the letter, select Other Parties in the navigation frame. For example, you might want to send a letter to a defendant’s case worker or probation officer.

1. Enter or search for the desired Party ID.

2. Select Close Window from the File menu to return to the main window of Letter Merge (CLALMRG).

6. To enter text for any Non-ACS Contexte (user-defined) variables in the letter's template, select Non-ACS Variables in the navigation frame.

7. To create the letter, select Merge in the navigation frame. One or more of the following occurs depending on the save and print settings in the top of the form. If you chose:

• Auto Save, the letter is automatically saved using the name specified in Merge File Name.

• Print, your word processor opens and displays a print dialog.

• Verify, your word processor opens the letter so you can edit it. You can also save the letter manually if necessary.

The docket code in Default Docket is recorded for the case.

If your printed letter does not display field values you know exist, you may have selected a letter template in step 2 whose variables do not point to the form from which you called CLALMRG. You can review the variables in a letter template on the Letter Variable Association Rule form (CTRLVAR).

8. Return to the Letter Merge Form and select an option on the Merge Status window

9. When you've finished printing, Exit the Letter Merge form (CLALMRG).

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