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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

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

    Template Information

  1. Select your Template Information.

  2. From the Recipient Type list, select the recipient for your batch documents (Member, Provider, Dependent, Employer or Billing Account).
  3. 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

  4. A Correspondence Fund and Correspondence Type display automatically if the template has been configured to include them. If not, you can select them.
  5. If you select a Correspondence Fund, the Correspondence Type is required.
  6. 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

  7. 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.
  8. Recipient List

  9. 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.
  10. 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.
  11. 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.
  12. 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.

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