Concept Link IconServiceXG Basics

Create a letter

Creating an interactive or non-interactive document begins on the Correspondence panel.

  1. Search for and open a member, dependent, employer, claim, or service provider record. At the bottom of the session pane, you'll see the Correspondence tab.

  2. Click to display the Create Letter window.

    Note: If the Create Letter icon isn't displaying, you might not have permission to see it. Contact your local administrator for assistance.

    Any field with an asterisk * next to it or a red border around it must be completed before you can continue.

    Option Type Description
    Category * list

    Group the templates as defined by the administrator, and can include a combination of batch, interactive, and non-interactive templates (e.g. Assets, Claims, Disability, Year End, Other, etc.).
    Template * list This is the name of the template.
    Correspondence Fund list

    The fundClosed 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 to the recipient's correspondence (document). This is how it will be recorded in the Correspondence panelif you have a document management system.

    • If the template was set up with an associated correspondence fund, it displays in the list.
    • If you select or change the Correspondence Fund, the Correspondence Type becomes required.
    Correspondence Type list

    If you select a Correspondence Fund, the Correspondence Type is required.

    • This is the communication type related to the Correspondence Fund.
    • If the template was set up with an associated Correspondence Type, it displays in the list. The type displays in the Correspondence tab Type column. Examples include, PEN ALERT, Phone Call, CORR Update, etc.
    Outputs the defined document output types for each template.
    Print To check box
    • The printout goes to the designated network printer setup by the administrator. The printer name displays.
      • You can only select or clear the print check box if the administrator enabled it.
    • If you have documents you send to the third-party vendor RedCard for printing, RedCard displays in Print To. You won't be able to change this option.
      • Printing to RedCard is only available if you have a document management system.
      • All documents with Print ToRedCard are sent to your contracted RedCard provider on a schedule configured at setup.
    Using Document Management System check box

    The PDFClosed A file format designed to present documents the same way on different devices. Typically, PDFs are not editable. output is stored in your document storage system and can be retrieved when needed.

    • If you have a document management system (e.g. PaperVision, OnBase, etc.) this option is checked and can't be changed.
    Next action options
    Preview button If this button is active, click it to display the letter preview in your browser.
    Generate button If this button is active, click it to generate the letter in PDFClosed A file format designed to present documents the same way on different devices. Typically, PDFs are not editable. format. You won't be able to make any changes to the letter.
    Cancel button Select this button to close the Create Letter window.

    Any field with an asterisk * next to it or a red border around it must be completed before you can continue.

  3. Select a Category. The options in the list depend on the document types, the session type, and your fund and role access.
    Note: WriterXG is customizable and the administrator determines how outputs, templates, and permissions are set up. Your categories, templates, and outputs might look different than these examples.
  4. Select a Template. This is the actual name of the template. The templates in the list depend on the Category.
  5. A Correspondence Fund and Correspondence Type display if the administrator added them. You can change the default or if a Correspondence Fund doesn't display, you can select one.
    • If you select a Correspondence Fund, the Correspondence Type becomes required.

    • The Correspondence Type options in the list depend on the correspondence fund. The type indicates the kind of interaction with the recipient. Examples could include Corr Update, Pen Alert and Enroll.

      Important! Correspondence entries won't be created or updated unless you have a document management center.
  6. The Outputs area displays where the result is generated. Each template has its own settings which could include, printing to a network printer or saving the document to a specified location. The selections can't be changed unless configured.
    • If the Print to check box is available, the administrator turned it on and you'll be able to check or clear it, meaning you can choose to print or not, but you won't be able to change where a document prints. If the print check box is checked and you can't change it, the administrator set it up to always print or the document is for a MemberXG member that hasn’t opted into GoGreen.

    • If you have documents you send to the third-party vendor RedCard for printing, RedCard displays for Print To. You won't be able to change this. Printing to RedCard is only available if you have a document management system.

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

    • If there is a printer ID for a MemberXG member’s document that hasn’t selected to GoGreen, the document will always print and you can’t change it.
  7. Depending on the template, the document will contain standard unchangeable information (non-interactive) or there could be data selections (interactive). Choose one of the following instructions.

A non-interactive document has the necessary information and doesn't require any additional information. You won't be able to change or add anything to the document.

  1. After making your template selections, choose to:
  2. When you're finished, click Cancel to close the WriterXG Create Letter window.
  3. If you're using a document management center and the template was configured for a correspondence, go to the Correspondence pane and click to see the record.

When creating an interactive document, you can preview a document (letter, statement, form, etc.) that includes basys session data and, depending on the template, you can select the letter topic or add personalized content.

Note: The interactive web page viewer works best with Google Chrome. You need a PDF viewer to preview the WriterXG documents. If needed, the Acrobat Reader Google Chrome extension is available for download.

  1. After making your template selections, click Preview to open the interactive preview web page in your browser.

    Any field with an asterisk * next to it or a red border around it must be completed before you can continue.

    • The left-side of the window displays the options you can change.
    • The right-side displays an interactive view of the letter. As you make selections in the left-hand side, the document preview updates (on the right side). Change the view with the scroll bars.
    1. The Letter Date displays the current date. If you need to change the date, type the date in dd/mm/yyyy format or click to select a date.

    2. Depending on the template, a Letter Topic list displays options based on the letter and session. Select what you would like to display in the letter body.

    3. You might have the option of typing text a Letter Custom Text or an Additional Information area. In our example we asked for a return date.

      The information is highlighted in the letter body so you can easily see it. Make sure to review it for any errors. Once the letter is saved, printed, or sent, the yellow highlight isn't visible.

      Note: You can only add text. For example, if you try to add a formatted table, the text will display without any formatting. You can't add any images.

  2. Review the letter. If no changes are needed, click the generate button in the lower-left-half of the page and the preview page updates with a PDFClosed A file format designed to present documents the same way on different devices. Typically, PDFs are not editable. letter version.

  3. A message at the top of the page alerts you to the success or failure of the letter generation and the file name displays. When you're done with the PDF file, close the web page.
  4. When you're done with the PDF file, close the web page and click Cancel to close the WriterXG Create Letter window.
  5. If you're using a document management center and the template was configured for a correspondence, go to the Correspondence pane and click to see the record.

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