Define Letter Codes and Associate Them with Mail-Merge Templates (CTRLETR)

Use the Letter Code Rule Maintenance form (CTRLETR) to define codes for the types of letters you want to print with the On-Demand Print feature; to specify which ACS Contexte forms the letters can be printed from; and to specify the name of the Microsoft Word or Corel WordPerfect template that the letter will be based on.

To define letter codes

Open the Letter Code Rule Maintenance form (CTRLETR). ACS Contexte displays any letter codes you've already defined.
Select Insert form the Record menu, then enter a Letter Code and a Description. The system uses the current date for the Activity Date.
From the Block menu, select Next to move to the Available From block.
For Form Name, enter or select the forms from which you want the letter to be available. (To make it available from all forms, select ALL from the list.

If you plan to add form-specific variables to the letter template, make sure it is available for selection only from this form. See the topic for Letter Variable Association Rule (CTRLVAR) for more information.

Select Next from the Block menu to move to the Mail Merge Documents block.
Enter the following information for the word processing template on which the letter will be based. Where ODP stores documents.

Template Document Name--the name of your mail-merge template. For a Word template, the name must end with a .dot extension.
Merge-to Document Name--the name for the completed letter.
Word Processor and Version you are using for the mail merge.
Docket Code that you want to be recorded by Default when the letter is printed

Check Auto Save to have your word processor automatically save the letter as the Merge-to Document Name when the letter is created through mail merge.
Specify whether you want to verify the letter before printing:

To merge and print the letter without pausing in your word processor and then return to the Letter Merge form (CLALMRG), check Print.
To merge the letter and then pause inside your word processor for review, check Verify. You can then print and/or save the letter manually (if Auto Save is checked, the letter will already be saved.)

Save.
To specify the type of information you want to appear in your letter and to create the mail-merge template, select Add Variables (CTRLVAR) in the navigation frame.
When finished defining letter codes, Exit the Letter Code Rule Maintenance form (CTRLETR).