ServiceXG Basics

Configure a template

To use WriterXG, you first need to configure the template settings. Any changes you make here are reflected in the Create Letter options for printing, correspondence, and storage (if you have a document management system

When WriterXG is first installed or new templates are added, the templates have an Incomplete or New Status, indicating you need to add or update settings specific to your business needs before you can use them. When the status changes to Ready and all other configuration updates have been made, operators will see the WriterXG template options with the settings you’ve specified.

1. From the Template Listings tab, double-click the template to configure.
2. The template displays in a new tab.

General Subtab

Template Information Section

3. Enter the Template Description to give additional information about the template, instructions, process, or business rules.

Setup

4. Select the Template Type: Batch or Non-interactive. If the template is Interactive, this field populates automatically.
5. Choose or change the template Data Source.
• Data sources define the data sets that are used in the templates. Data sets consist of a collection of data fields.
• The data source you choose here will determine the data available for your statement.
• When you change the data source, you might also need to change other settings for the template, as indicated in the below message:

Batch template



Non-interactive template



6. You can select to display more detail about the data source in a new window. You can open multiple Data Source Viewer windows and work in Template Configuration at the same time. Each window contains the name of the selected data source.



7. Next, select or update the document content’s Session Type. This is the part of the software from which you’d like to generate this statement.
• For any templates, that are process driven (CDO) (where the basys system determines the session type, select Classic (Pend Letter or Pension statement templates).
Important! Templates with a Classic data source won’t display on the Create Letter or Create Batch Letters screens.
8. Indicate who will receive the document. Select or update the Recipient Type. The options include Dependent, Employer, Member, Payroll Audit, Process Driven, or Provider.
Note: If you have MemberXG and use GoGreen, any process driven (CDO) templates that aren’t for the member won’t generate an email to the member (a provider predetermination, for example). A Process Driven (CDO) Recipient Type means that the basys system process determines the recipient. For example, the claims EOB statements and checks go to the member, provider, third party, or both — select Process Driven for the Recipient Type.
9. Select how the recipient is identified with the Recipient Entity Key. For example, if you chose Member as the Recipient Type, you would most likely choose MemberNo or SSN depending on the data in your template. You won’t need to choose a Recipient Entity Key for templates with a Process Driven (CDO) Recipient Type (choices made during the basys system process determine the recipient type).

10. In Template Fund Security, choose a specific fund to restrict access to the template. For example, you select 123P – Pension Fund for the Pensioner Check template. Brenda Operator doesn’t have access to that fund, and she won’t be able to generate the 123P — Pension Fund Pensioner Check. See Add or update user roles.

Important! If you associate a template to a fund (template fund security) and you’re using an approval process for the template (Review and Approve Document check box on the Document Management subtab), the document approver must have permissions to view that fund.
11. To prevent sending information to recipients that have a mailing address with an Invalid Address indicator (within the member, dependent, employer, or provider demographic subtab), click the Exclude Invalid Address check box.
• When creating an on-demand document for someone with an invalid address, a message displays and the operator can choose to continue or not.
• Records with invalid addresses will be listed in the validation report for the Create Batch Letters process.
• Any classic or process driven (CDO) templates automatically exclude any recipients with an invalid address. No message displays.

Correspondence Update (applies only if you have a document management system)

12. Select a Fund to associate with the template.
13. Next, select a correspondence Type from the available options.
14. Click to save your updates.

Document Management subtab

1. Click the Document Management subtab.
2. If the template you selected needs to be approved before it’s printed, sent, or saved, select the Review and Approve Document check box to send the document to the Print Management queue.
• This option is only active if you have active document management credentials.
• Selecting this option will delay the print or email Delivery Instruction and any Correspondence tab updates until it’s approved. For example, you select the Delivery Instruction Send Instantly and select the Review and Approve Document check box for a template. Brenda Operator can’t print or send the output to a recipient until it's approved. Once approved, it will print or save (depending on how it’s configured). If it’s rejected, it will never produce an output. It’s important to develop an internal approval / review process.
• If the document is rejected and was produced as a result of multiple process steps (examples include creating checks or COBRA letters), you’ll have to restart the process to recreate the rejected document.
3. Select or change the Type Group.
4. Select a Type from the list. The options depend on the Type Group selected.
5. The associated keyword table updates based on your selections. Select document XML tags and ID Types for search terms or index words (metadata) used in document and image retrieval.
• Click the Keyword ID / Name row to add an XML Tag or ID Type.
• Click into either the associated XML Tag or ID Type column and select an option from the list to apply to the template's metadata.
• Continue to update keywords as needed.
6. Click to save your updates.

Go Green Subtab

1. Click the Go Green subtab.



2. To send an email to the members, click the Send Email Notification check box.
3. Enter the subject line for the member document notification email in the Subject box.
Hint: Keep the subject simple but descriptive. For example, "document" wouldn't be descriptive enough, but "Pension statement" would. Be mindful to not include PHI in the subject line.
4. If needed, enter the Spanish subject.
5. Select the Delivery Instruction (the timing for when the notification email is delivered) from the list. The delivery instructions will vary, depending on your setup. See the Task Scheduler for more information on configuring your own delivery instructions.
6. Click to save your updates.

Outputs subtab

1. Click the Outputs subtab.
2. Select the Output, Print, or ECM Only radio button to configure settings for the output, printer, or uploads to your document management system. See the directions for each option below.



Note: The ECM Only option only displays if you have active document management credentials.

Output Option

3. Select Output to generate PDFs. Then, determine if you’d like to select the Use Advanced Options or Combine Batch PDFs check boxes:
• Use Advanced Options — Select this option to customize the name of your file, instead of defaulting to the refno as the file name. Customize your output with a distinct file name including keywords to facilitate organized archiving and distribution. This option to name your output file works with both batch and on-demand templates (both interactive and non-interactive).
• Combine Batch PDFs — Select this option to consolidate all items in the current batch into a unified PDF document, streamlining distribution and creating fewer individual files. With this option, you can also customize the file names with keywords. However, you can further influence the arrangement of items inside the combined PDF based on specific XML tags. Configure up to three (3) distinct file names with up to three (3) unique sorting criteria per designated file name. This option to combine your PDFs and create file names and sort criteria works with batch templates only.
Note: If you don’t select either the or Use Advanced Options or Combine Batch PDFs check boxes, each item in the run will be rendered as its own individual PDF, without any additional naming or sorting nuances.
4. Click the Use Advanced Options check box to display file naming options.
• Enter the name of the file in the File Naming text box. Enter your free form text and keywords in any order. Keywords can display before or after your text. This example uses the text “Batch”.
• Select any keywords to include in the name from the File Name Keyword list. Examples of keywords include the year, month, date, operator, or template name. The $$ symbol displays around the selected keywords. For example, the file name Batch$$templatename$$$$mm$$$$yyyy$$ contains the word “Batch,” template name, month, and four-digit year.



• Click to save your changes.
5. Click the Combine Batch PDFs check box to combine the batch letters into one single batch PDF. From here you can also configure the file naming and sort criteria options. These fields let you choose the criteria by which you can name the PDF and sort the letters in the batch.



• To add the file naming for the batch document, click .
• Enter the name of the file in the File Naming text box. Enter your free form text and keywords in any order. This example uses the text "PensionStatement."
• Select any keywords to include in the name from the File Name Keyword list. Examples of keywords include the year, month, date, operator, template name, or sort criteria. The $$ symbol displays around the selected keywords. For example, the file name $$yyyy$$PensionStatement$$sortcriteria$$ contains the four-digit year, the text “PensionStatement,” and sort criteria.



• To create the sort criteria, select the Sort Tag. The options that display are the same as the Recipient Entity Key and come from the data source. Note that items that are part of the data source’s grouping don't display in this list.
• Then, select the Sort Order (ascending or descending) and Sort Type (alphabetical or numeric). You can add up to three (3) sort criteria for the file name.



• Click to update the table with the file name and sort criteria. Add up to three (3) file names for the template.



Note: If you attempt to add a fourth (4th) sort criteria, you’ll receive an error message.
• Click to save your changes. When you generate the template from the Create Batch Letters screen or CDO process, the output will be sorted by the criteria you chose.
• If you're editing multiple templates at once, ensure you save each template separately. Clicking only saves the current screen displayed.

Print Option

Print the batch to a printer. Configure the settings for either:

• Single Tray — All items in your run will be directed to the designated printer or its specific tray. Choose this option if your batch is a basic letter or document printed on regular printer paper.
• Multi Tray — Assign specific pages to targeted printers or distinct trays. Choose this option if your batch is both checks printed on check stock and other supporting documents printed on regular paper.



6. Choose either Single Tray or Multi Tray from the list:
• Select the following Single Tray options:



• Printer ID — Select the network printer ID. The printer ID displays when creating a letter, but can’t be changed.
• If there is a printer ID for a MemberXG member’s document that hasn’t selected to GoGreen (paperless), the document or batch will always print.
• Redcard displays as an option if you use the third-party vendor RedCard to print your documents.



• The Delivery Instruction and Print Two-Sided options are disabled if RedCard is selected.
• If you didn't select the Review and Approve Document option, you might want to select it now to review the documents prior to the final send to RedCard. An informational message will display once you save, suggesting that you select this option.
• Print Two-Sided — Click the Print Two-Sided check box for any documents that need to print on both sides (front and back of each document page). Only select this option for multi-page documents and printers with duplex printing enabled. Note that selecting this option doesn't change any printer settings. If you select this option for a printer that isn't set up to print on both sides, the document will only print on one side and no warning message displays.
• Delivery Instruction — Select an option from the dropdown list to choose when to send items to the printer. The options that display vary depending on your setup, but some examples include:
• 0 — Send Instantly
• 1 — ECM Load Notification
• Redcard Translation ID — Enabled if you chose Redcard as the Printer ID. Enter the Translation ID, which determines how to bill the document, the number of pages, and where the address is located on the template. Add the Translation ID to the template configuration so you can use different Translation ID or override a Translation ID if needed.
• Select the following Multi Tray options:



• Click .
• Select the Printer ID.
• In the Pages text boxes, enter the page(s) to print. Click the To check box to add a page range.
• Click the Print Two-Sided check box for any documents that need to print on both sides (front and back of each document page).
• Click to update the table.
• Click to save your changes.

ECM Only Option

Select this option to generate an image for direct upload to your document management system. ECM Only won’t generate a PDF or printed output.

3. Select ECM Only to upload an image to your document management system. You can view the image in the respective Correspondence record (member, dependent, employer, etc.).
4. Click to save your changes.

All templates that include basys functional data need to be linked to a basys process. See Process to template links for information on linking your templates with the defined processes.

SEE ALSO