Add or update correspondence

The Correspondence tab is at the bottom of the session workspace.

Add a correspondence

You can add a correspondence entry from the correspondence tab or the correspondence viewer.

On the Correspondence tab or from the Correspondence Viewer, click .
Select the fund and type from the lists. Refer to Table features for details on how to filter entries.

Note: Once you save the entry, you won't be able to change the fund or type.

(Optional) Select the person with whom you interacted from the list.
Type a tag Key words related to the log entry to help categorize like log entries. You can sort and filter on tags to find corresponding entries..
- The tag can have up to 25 characters.
- You can sort or filter entries by tag so you'll want to ensure your tag is a word that will help find this and other related entries in the future.
Select the Follow-Up Required check box if you need to complete any follow-up work related to this correspondence. This item displays in your Home session My Tasks list.
If the correspondence type has enclosures, they will display on the Enclosures tab. Double-click the necessary enclosure to display the Value Editorwindow.
- Update the values for the enclosures. Depending on the data type required, you might have to type a value in the box or select one from a list. If there are no enclosures, a displays in the Closed column after you save it.
- Some values that are dates might default to a specific date based on your setup. For example, an enclosure might be set to be due the first of the following month. You can edit the default dates if needed.
Click the Comments tab and type your comments or notes.
Click on the toolbar to save the changes.

Update a correspondence item

To complete an open correspondence item:

Go to My Tasks on the Home session.

Open the session (member, dependent, etc.) for the correspondence you need to edit.

From the Correspondence tab, double-click the item to update.
Make changes in the Correspondence viewer as necessary.
Click to save your changes.

Correspondence Viewer Field Descriptions

* indicates a required field

Field	Description
Fund*	The fund A plan's asset pool held in trust for the benefit of union members and their families. The fund is the foundation of the basys system. Fund type examples include, welfare, pension, annuity and political action. associated with the correspondence entry. Select a fund from the list. The fund list includes only those funds to which you are authorized to view. You can't change the fund on an existing correspondence entry.
Type*	The correspondence type. The types in the list depend on the fund selected. A correspondence type might represent a contact method (for example, phone call, walk in), the source of the correspondence (for example, member, doctor, attorney) and/or the reason for the correspondence (for example, benefit inquiry, pension application). You can't change the type on an existing correspondence entry.
With	The person with whom you interacted, for example a member, dependent or employer. Select the participant from the list. See Add, update or delete correspondence participants to maintain correspondence participant codes.
Tag	A key word useful for categorizing the entry such as the subject of the entry, for example claim or address. The tag can't be more than 10 characters. You can assign the same tag to various entries so that you can sort and filter on the tag to find similar entries. See Common features for details on sorting and filtering.
Enclosures	Allows you to update the enclosures for the selected correspondence type. To update enclosure values, click . Depending on the data type, you might have to type a value in the box or select one from a list. If you update all enclosures, the correspondence entry is marked as closed. To reopen it, remove one of the enclosure values. Note: When the data for an Enclosure's table is wider than the cell, the `Enclosures`, `Value`, and `By` columns display tool tips so you can see the remaining text.
Comments	Add comments to the correspondence item and view the comments previously entered. To add a comment, type your comment in the box. When you save the correspondence item the comment will show in the Comment History area along with the user name and date. Click to enter additional comments.
Images	Lists all the images associated with the correspondence item in order of most recent to oldest. If there are no images for this correspondence item, this tab doesn't display. Double-click a row to open the image in the Image Viewer.