Create batch letters

This WriterXG functionality gives you the ability to generate batch documents for a set of members, employers, dependents, or providers, using batch templates. On the Create Batch Letter screen, select the Recipient type, category, and template. The screen automatically populates the specifications for correspondence and output based on the template's configuration.

Note: This functionality doesn't replace the standard batch (CDO) document process. Continue to use CDO processes for batches which require them (for example, checks and EOBs).

Access Create Batch Letters

Go to: Home > Administration Processes > WriterXG > Create Batch Letters

Create batch letters field descriptions

* indicates a required field

Option	Type	Description
Template Information
Recipient Type *	Dropdown	The type of recipient receiving the document (member, provider, dependent, employer, etc.).
Category *	Dropdown	A template group defined by the administrator (Assets, Claims, Disability, Year End, Other, etc.).
Template *	Dropdown	The name of the template.
Template Description	Text box	Document process information, next steps, or other helpful details.
Correspondence
Correspondence Fund	Dropdown	The fund associated to the recipient's correspondence (document). Used when a template is related to correspondence and is recorded in the Correspondence tab if you have a document management system. The enclosures will include the generated letters.
Correspondence Type	Dropdown	The recipient correspondence type related to the selected Correspondence Fund. Examples include, PEN ALERT, CORR Update, etc.
Output Type-The defined document output setup for each template.
Print to	Check box	The print goes to the designated printer set up by the administrator. The printer's name displays.
Using Document Management System	Check box	The PDF A file format designed to present documents the same way on different devices. Typically, PDFs are not editable. output is stored in the document storage system and can be retrieved when needed. If you have a document management system (PaperVision, OnBase, etc.) the `Using Document Management` check box is checked and can't be changed.
Recipient List *-You must select from at least one of these options.
Recipient Selection	Dropdown	Select the recipient generation type: UniData List—If selected, enter the list name. List from File—If selected, click `Select File` and choose the file. Enter Recipients—If selected, enter a list of IDs.
Select List from File	Browse window	Click to open a file browse window to search and select a recipient list file you have saved. The list can only be in a comma delimited (.csv) format or text (.txt) format. See CSV or TXT file formats for more information.
Enter Recipients	Text box	Enter the recipient keys, separated by a semi colon (;), comma (,) or carriage return. Use the suggested keys. For a member, enter the SSN; for a provider, enter the tax ID; for an employer, enter the employer number.
Unidata List	Text box	Enter the name of the list, if applicable for the Recipient Selection.
Validate	Button	If this button is active, click it to validate your recipient list. The result displays in the `Validation Report` box.
Validation Report	Text box	Results from the recipient list validation. The date, time, and number of successful and unsuccessful processed records display. If this is a template with the invalid address option selected, any recipients with an invalid address in their demographics record will be recorded here. Up to the first 100 invalid records display.

Note: The fields available on the Create Batch Letters screen change depending on the information you select.

Template Information

Select your Template Information.
From the Recipient Type list, select the recipient for your batch documents (Member, Provider, Dependent, Employer or Billing Account).
The following updates based on your configuration and the selected template.

Select a Category from the list displaying the document categories based on the recipient and your fund and role access. These correlate to the folders where the template exist on the Ecrion server.
The Template list contains the associated templates based on the category and recipient. Choose the template to generate.
The Template Description displays a description or process information for the template.

Correspondence

A Correspondence Fund and Correspondence Type display automatically if the template has been configured to include them. If not, you can select them.
If you select a Correspondence Fund, the Correspondence Type is required.

Note: The Correspondence Type options in the list depend on the correspondence fund. The type indicates the kind of interaction with the recipient. Examples include Check Status and Welcome to Fund letter.

Output Type

The Output Type displays how the resulting document is generated and where to find it. Each template has its own output setting which could include printing to a network printer or saving the document to a specified location. The selections can't be changed on this screen and will always display what has been configured for the template

If you have a document management system (e.g. PaperVision, OnBase, etc.), the Using Document Management System check box is selected and you won't be able to change it.

Recipient List

In the Recipient List area, choose how you'll supply the recipient list keys. There are multiple options for adding a list of recipients. You must select one of these options from the Recipient Selection dropdown list.

UniData List
List from File
Enter Recipients

Note: You can hover over each field to see a tool tip about the required format. Each recipient value needs to be separated by a semi colon (;), comma (,), or a carriage return.

Depending on what you chose for the Recipient Selection, the following fields may display:

List Name – The Unidata list name.
Select List from File – Choose a file.
Enter Recipients – Enter a list of IDs.

If the Validate button is active, you must click it to validate your recipient list and check for errors. The result displays in the Validation Report box.
The validation checks the records and lets you know the status of the records. The results display in the Recipient List Validation Report box at the bottom of the tab.

If there are errors, the first 100 invalid records display.
If the template is configured to exclude recipients with Invalid addresses, those excluded recipient IDs are listed.
If there were any errors in your recipient list, those records are skipped. For example, if you process 10 recipients and two (2) are invalid, and you then decide to proceed without correcting the list, the eight (8) valid records still run.

Hint: You can copy and paste these records to review and correct before processing again.

Note: After clicking generate, the spinner will display to indicate that the process is being run. When the process is finished, a message box will display.

After verifying your recipient list, click Generate to process the letter batch. A message displays letting you know how many records were processed. If you selected Unidata List, List From File, or Enter Recipients in the Recipient Selection, you won't be able to select this button until you validate the Recipient List.