Manage Batches

Method

Select the operation that you want to perform:

• Create: Creates a new batch based on the parameters specified in the filters. Sets the Batch ID, prepares any unprepared letters, and marks letters and enclosures as sent/picked. Checks and coupons that are in an unbatched and unpicked state are included in the batch as new Checks or Coupons, and when printed, are assigned no Check or Coupon numbers.

• Delete: Use this option to delete old batches after they have been printed to remove them from the list of batches. Currently, this does not delete any of the files related to the batch.

• Ready To Print: Changes the status of a batch to "Ready To Print." Administrators use this option to decide what can be printed or picked by reviewing batches for set-up errors and failures. This option also makes the batch appear in the first Select Batch ID folder. This allows those responsible for printing and picking to quickly find the batches that they need to work on.

• Test: Test mode is similar to Create mode, except that it updates Batch ID 0 rather than creating a new batch. Also no changes are saved to the database, no items are marked as prepared, sent, or picked, and no auto-prepared letters are saved.

• Unbatch: This can be used if a batch is created accidentally or there is some kind of fatal error during batch creation. It will remove the Batch ID from all letters and enclosures that were included in the batch, and then deletes the batch itself, similar to the "Delete" method (above). This feature also unbatches and unpicks PRINTED Checks and Coupons, whose Register entries will be VOIDED.

Select Batch ID

For "Create" and "Test" methods, leave this field blank. The Batch ID is assigned automatically during processing.

For any other option, select the batch ID that you want to manage.

Email Processing

If Method is set to Test, Create, or UnBatch, select how you want emails to be processed when the batch is processed. If left blank, the system processes the batch as "Include Both Email and Non-Email." If Email is never sent via Manage Batch, you should leave this option blank. For example, if Send Email is cleared in Configuration: Fulfillment, which would automatically exclude Email, no matter what you select in this field.

Choose from the following:

• Include Both Email and Non-Email: Creates the batch with all letters.

• Include Email Letters Only: Creates a batch with Email only. This attempts to send unsent and unbatched valid Letters that have a Letter Type Code of "Email." The system does not validate invalid Letter Type Codes. All other modes create exceptions for these errors, including "Exclude Email Letters."

  For linked enclosures, when the following conditions are met, the enclosures linked to emails are not sent as part of the batch:

  • The enclosure is not ready.

  • The enclosure has a file listed in the File to Print field.

  • The enclosure is attached to a letter where the Letter Type is "Email".

• If these conditions are met, the email is not sent. If these conditions are not met, the email is sent as part of the batch, and the enclosure is ignored (to be picked up in a subsequent batch).

• Exclude Email Letters: If a batch was created with Email Processing set to "Include Both Email and Non-Email," and needs to be unbatched due to printing or other problems, Email Processing should be set to "Exclude Email Letters" to avoid double-emailing customers the next time the batch is created. They will be left in the batch. The system looks up the current Letter Type Codes that indicate email when this option is run, not when the batch was created. In Test or Create Mode, if the Letter Type Code indicates the letter is Email, it is omitted from the Batch without further validation.

Batch Description

Enter up to 255 characters of text to identify the batch. This description is stored with the batch ID for reference, and also displays in the Select Batch ID drop down and in the Process Batch.

Results Language

Select the results language for the utility. For more information, see the Results Language section on page Utilities Overview.

Create Pick List TXT export file

When you select this check box, the Create/Test method also creates the flat tab separated text file of enclosures included in the batch. Made optional to increase performance if not needed.

Create NoLetter Pick List HTM file

When you select this check box, the Create/Test method also creates the HTML file containing a list of all enclosures that are sent without letters. This was made optional, since this list is also included in the Shipping Details PDF file, and displays in the Shipping Details view. If not checked, the file will not be created, but the internal Doc number will still be assigned to those items, identifiable by the fact they have no "Letter" sub-enclosure included with each group.

Create Shipping Details PDF file

Select this check box to create the PDF file containing the contents of the Batch. Made optional to save time for those who do not use it, since the information is available on the Shipping Details view, or possibly use a custom file

Divide Shipping Details PDF by Document

Select this check box to create a separate PDF file for each Doc number, instead of just paging by Doc number.

Ignore mailing address verification

Use this option if the batch contains enclosures that are sent out via email only and the address verification for enclosures will be ignored.

Validate Prepared Letter Checks that they include the Check Document Number Bookmark

In v7.3.1 a new "Letter Check" feature was added, that combines a Letter and a Check in a single document. When uses manually prepare and edit these letters, they sometimes altered the underlying template such that the Check could not be added. Due to this problem, in v8.0.0 the feature was changed so that the Check part is dynamically appended during the Fulfillment Create process, so the Case Edit user no longer sees it, but the old combined style is still supported. Only check this box when using the older mixed mode.

Single Checking Account, No Documents, Export Only Mode

This is a special high-performance processing mode, where the physical documents are being produced by a third-party outside the Emplifi Agent system. It assumes the Filter tab is selecting a subset of Cases containing letter and checks only, all from the same Checking Account (specified in the next option). No letters are prepared, and no check documents are created, but check numbers are assigned to the next available for the account, and the case enclosures are picked, and the letters marked sent. A custom hook can be used to produce an output file to the third-party, or the list drawn directly from the database via Case Listing report filtering on Batch ID.

Checking Account

Enter the checking account associated with the Single Checking Account, No Documents, Export Only Mode option.

Max Letters Per File

Enter the maximum number of letters, related letters, and letter checks to process in one batch file.

Max Labels Per File

Enter the maximum number of labels to process in one batch file.

Max Checks Per File

Enter the maximum number of checks to process in one batch file.

Max Coupons Per File

Enter the maximum number of coupons to process in one batch file.

Max Letters Per Pick List

Enter the maximum number of letters per pick list. This option divides the Shipping Details PDF and the NoLetterPickList.htm file when this limit is reached.