Letter Proofing
The Letter Proofing Utility allows a manager or another person with appropriate permissions to review all letters that require approval before they can be sent out.
To use the utility, specify the options and filters to determine which letters you are going to review. After you run the utility, the results view will show all the appropriate letters. From there you will have the ability to review, and either approve or decline each letter.
To access the Letter Proofing Utility:
From the Application Function Bar, select Utilities > Fulfillment Utilities > Letter Proofing.
Utility Options
The following options are available for this utility:
Field | Description |
|---|---|
Letter Type | If you want to proof just one Letter Type, select it here. Leave it blank to include all letter types. (You can also use a filter if you want to select multiple letter types.) For more information about Letter Types, see Defining Letter Type Codes. |
Std Letter ID | If you want to proof just one type of Standard Letter, select it here. Leave it blank to include all Standard Letters. (You can also use a filter if you want to select multiple Standard Letter IDs.) For more information about Standard Letters, see Defining Standard Letters. |
Proofed | Determines whether to select letters that have been marked as "Not Proofed," "Pending Correction," or both. The default is both. You may want to only select those marked as "Not Proofed" if you instruct agents to reset this flag to that value after they have fixed a problem that resulted originally in the letter being declined. |
Readiness | Determines whether you want to select letters that are marked "Ready to Prep/Print," those marked "Not Ready," or both. Under normal circumstances you should only look at those that are marked ready. A letter marked "Not Ready" indicates that the agent assigned to the case may still be working on the letter or other case details. |
Customized | Determines whether you want to select letters that are marked as Customized on the letter. "Custom" letters are typically letters that have been modified by the agent after being prepared and "Standard" letters are letters that are unchanged from their system-generated state. For information, see Defining Standard Letters.
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Already Prepped | Filters letters based on if they have been prepped. Choose from Yes, No, and Both. |
Age | Determines the age of letters that will be included on this run:
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Set Proofed To | When you run the utility, the Results view will show all the letters that meet the above criteria. You will then be able to set their approval status to a new value. In this field, select the default approval status for all selected letters. You will still be able to make changes to individual items before actually making any updates. |
Utility Filters
For information, see Filters in Emplifi Agent.
Results
Once you have entered your desired options and any filters, click the Run Utility button on the banner.
The Results view will be displayed automatically. It contains one row for each letter that met the specified criteria.
You can take any of the following actions:
Change the approval status of individual rows by selecting a different value in the Proofed column on a particular row.
Change the approval status of several rows by first selecting all the rows that you want to change, then clicking the appropriate approval status button on the banner (Proofed, Not Proofed, or Correct).
View the actual case to which a letter is attached to help determine whether the letter should be approved or declined. Select the row of the desired letter, then click the Open Case button on the banner.
View and edit the letter itself. Select the row of the desired letter, then click the Edit Letter button on the banner.
Once you are satisfied that all the letters in the Results view have their approval status set appropriately, click the Update button on the banner. The utility will go through and update all the selected letters. When the update is finished, the Results view will refresh based on the selected options and filters.