TX Letter Processing

Letters can be generated from the various accounts, such as Agent and Mortgage Company accounts, or while performing certain procedures, such as recording a change of ownership.

Typically, various letter templates are first created using MergeWord, a version of Microsoft Word that works with PACS. Then, when a letter is generated for a specific account for procedure, the letter tags–variables within the template–are filled in with data specific to the account or event.

Use the following procedures to set up and use letter processing in PACS.

Purpose

Use this procedure to set the location on the server for storing letters.

Prerequisites

The user rights Letter Processing and Letter Processing Administrator are assigned to your ID.

Procedure

1. In PACS Collections, choose Tools > Letter Processing Maintenance > Set Server/File Location.
2. Browse to the file name and click OK.
3. Click OK.

Purpose

Use this procedure to create an event that records when letters are generated.

For example, if you set up a refund notification letter for owners and need to apply a Refund Processed Letter Sent event to an owner record when the refund notification letter is printed, then the type for the Refund Processed Letter Sent event needs to be set to Owner, and Owner needs to be specified in the Type field for the refund notification letter in the Letter Details dialog box.

Prerequisites

The user rights Letter Processing and Letter Processing Administrator are assigned to your ID.

Procedure

1. In PACS Collections, choose Tools > Code File Maintenance > General > Event Type Codes.
2. In the General Event Type Code Maintenance dialog box, click New.
3. In the Event Type Code Maintenance dialog box, do the following:

   

   • Enter the code name
   • Enter a code description.
   • Select the event type.
4. If users must have View User Right Event assigned to their ID to view the event, select Must have the “View User Right Event” user right to see this event.
5. Click OK.

Purpose

Use this procedure to:

• Assign a type to a letter, which specifies where within PACS the letter is available for printing.
• Select an event to be applied to records within PACS when the letter is printed.
• Create and add flexfields, which are fields that you can use to supply data to be included in a letter at print time.

Prerequisites

• The user rights Letter Processing and Letter Processing Administrator are assigned to your ID.
• Letter events, if required, have been set up. For more information see Setting Up Letter Events.

Procedure

1. In PACS Appraisal, choose Tools > Letter Processing Maintenance > Letter Maintenance.
2. In the Letter Maintenance dialog box, click Add.
   

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   Note:  To edit an existing letter, select the letter and click Edit.

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3. In the Letter Details dialog box, do the following:

   

   • Select the Type. A letter’s type dictates when and from where you can access the letter. If Property type is selected, for example, the letter will be available at the property level.
   • Enter the letter Name. Users identify the letter by its name.
   • Enter the Description of the letter.
4. To generate an event when the letter is printed, select Enable Event and choose the applicable event from the Event drop-down list.
5. To add flexible fields, click Add in the Flexible Fields section and do the following:
   

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   Note:  Flexible fields are like letter tags that, at the time of printing, prompt users to either (1) manually enter information or (2) select the information from a list of choices.

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   1. Enter the Flexible Field Name.
   2. Enter the Flexible Field Prompt. At the moment of printing, this prompt asks the user to enter the information or select the option with the required information.
      • To create a list of options for the field that are presented to the user, select the Selectable Fields checkbox. Then click Add and enter the selection name and selection text in the Flexible Field Selection Definition dialog box. Repeat as needed.

        

        Each flexible field selection you add represents an option to be presented to the user the time of printing. The Selection Text ultimately displays in the letter.

        

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        Note:  You specify a value for a flexfield when the letter is printed.

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        If you do not use the Selectable Field option, then the user must manually enter the data for the field when generating the letter.

Next Steps

To begin setting up the letter template, see Setting Up the Letter Template.

Purpose

Use this procedure to set up a letter template to be applied when the associated letter is printed. With this procedure, you insert tags as required in the body of the text, which PACS will replace with data when the letter is generated. You can apply Microsoft Word formatting as needed.

If you already have content for a form letter that you want to paste into the body of the letter, you can do so.

Prerequisites

• The user rights Letter Processing and Letter Processing Administrator are assigned to your ID.
• Letter details for the template have been set up.

Procedure

1. In PACS Collections, choose Tools > Letter Processing Maintenance > Letter Maintenance.
2. In the Letter Maintenance dialog box, select the Letter Name and click Edit.
3. In the Letter Details dialog box, click Edit Word Document to open the MergeWord document.
4. Type text for the letter as required.
   

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   Note:  All regular MS Word functionality is available in the MergeWord document.

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5. To insert a tag, which PACS will replace with the associated data when the letter is printed, click the cursor on the position for the tag within the letter. Then double-click the tag. Repeat as needed for other tags required for the letter.

   

   Tips 

   • To expand a merge tag category, click the plus (+) sign to the left of the category label.
   • Most letter tag labels are self-explanatory.
   • If flexfields are set up for a letter, you can access the fields within the Flexible Fields category.
     

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     Note:  If flex fields were not created for a letter, flex fields are not displayed for selection.

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   • Note that the Global Tags category contains the date format that reflects the date the letter is printed.
6. To save the MergeWord document, click File > Save.
7. When the letter template is complete, click File > Close to close the letter.

Purpose

Use this procedure to download form letters.

The Property Tax Assistance Division may modify and reissue documents used by the ARB. After True Automation creates the .dll file from these documents, use the following procedure to import them into PACS.

Prerequisites

The user rights Letter Processing and Letter Processing Administrator are assigned to your ID.

Procedure

1. In PACS Collections, choose Tools > Letter Processing Maintenance > Letter Download.
2. Browse to the file name and click Open.

   A message is displayed indicating how many letters were downloaded.

3. Click OK.

Prerequisites

• The user rights Letter Processing and Letter Processing Administrator are assigned to your ID.
• If you will use group codes when printing the letters, the group codes must have been set up (Tools > Code File Maintenance > General > Group Code Maintenance).

Procedure

1. In PACS Collections, choose one of the following:
   • To print a letter for a specific agent, open the agent record and select Agent > Print Agent Letter. Then select the letter from the Letter drop-down list.
   • Search for agents, select the necessary records from the Agent List and click Agent List > Print Selected Letters. Then select the letter from the Letter drop-down list.
   • To mass print agent letters, choose Activities > Letter Processing > Print Agent Letters. Then do the following:
     1. In the Print Agent Letters dialog box, select the letter to be printed.

        

     2. In the Print Methods section, select one of the following print methods as needed:
        • Group Code – The code assigned to a group of records. Select a group code from the Group Code drop-down list. If you want to remove a group code from the list, select the Remove Group Code check box.
        • Event Code – The code that represents a system or user activity. Agents with the selected event code within the specified date range are included in the print run. Enter the Start Date and End Date.
        • Query – SQL query to return agent IDs selected for the print job. Enter a query to specify a set of agent records.
     3. In the Print Options section, choose the sort order from the drop down menu.
2. Click OK.

Prerequisites

• The user rights Letter Processing and Letter Processing Administrator are assigned to your ID.
• If you will use group codes when printing the letters, the group codes must have been set up (Tools > Code File Maintenance > General > Group Code Maintenance).

Procedure

1. In PACS Appraisal, choose one of the following:
   • To print a letter for a specific attorney, open the attorney record and select Attorney > Print Attorney Letter. Then select the letter from the Letter drop-down list.
   • Search for attorneys, select the necessary records from the Attorney List and click Attorney List > Print Selected Letters. Then select the letter from the Letter drop-down list.
   • To mass print attorney letters, choose Activities > Letter Processing > Print Agent Letters. Then do the following:
     1. In the Print Attorney Letters dialog box, select the letter to be printed.

        

     2. In the Print Methods section, select one of the following print methods:
        • Group Code – The code assigned to a group of records. Select a group code from the Group Code drop-down list. If you want to remove a group code from the list, select the Remove Group Code check box.
        • Event Code – The code that represents a system or user activity. Attorneys with the selected event code within the specified date range are included in the print run. Enter the Start Date and End Date.
        • Query – SQL query to return attorney IDs selected for the print job. Enter a query to specify a set of agent records.
     3. In the Print Options section, choose the sort order from the drop down menu.
2. Click OK.

Prerequisites

• The user rights Letter Processing and Letter Processing Administrator are assigned to your ID.
• If you will use group codes when printing the letters, the group codes must have been set up (Tools > Code File Maintenance > General > Group Code Maintenance).

Procedure

1. In PACS Appraisal, choose one of the following:
   • To print a letter for a specific entity, open the entity record and select Entity > Print Entity Letter. Then select the letter from the Letter drop-down list.
   • Search for entities, select the necessary records from the Entity List and click Entity List > Print Selected Letters. Then select the letter from the Letter drop-down list.
   • To mass print entity letters, choose Activities > Letter Processing > Print Entity Letters. Then do the following:
     1. In the Print Entity Letters dialog box, select the letter to be printed.

        

     2. In the Print Methods section, select one of the following print methods:
        • Group Code – The code assigned to a group of records. Select a group code from the Group Code drop-down list. If you want to remove a group code from the list, select the Remove Group Code check box.
        • Event Code – The code that represents a system or user activity. Entities with the selected event code within the specified date range are included in the print run. Enter the Start Date and End Date.
        • Query – SQL query to return entity IDs selected for the print job. Enter a query to specify a set of agent records.
     3. In the Print Options section, choose the sort order from the drop down menu.
2. Click OK.

Prerequisites

• The user rights Letter Processing and Letter Processing Administrator are assigned to your ID.
• If you will use group codes when printing the letters, the group codes must have been set up (Tools > Code File Maintenance > General > Group Code Maintenance).

Procedure

1. In PACS Appraisal, choose one of the following:
   • To print a letter for a specific mortgage company, open the mortgage company record and select Entity > Print Mortgage Company Letter. Then select the letter from the Letter drop-down list.
   • Search for mortgage company, select the necessary records from the Mortgage Company List and click Mortgage Company List > Print Selected Letters. Then select the letter from the Letter drop-down list.
   • To mass print mortgage company letters, choose Activities > Letter Processing > Print Mortgage Company Letters. Then do the following:
     1. In the Print Mortgage Company Letters dialog box, select the letter to be printed.

        

     2. In the Print Methods section, select one of the following print methods:
        • Group Code – The code assigned to a group of records. Select a group code from the Group Code drop-down list. If you want to remove a group code from the list, select the Remove Group Code check box.
        • Event Code – The code that represents a system or user activity. Mortgage companies with the selected event code within the specified date range are included in the print run. Enter the Start Date and End Date.
        • Query – SQL query to return mortgage company IDs selected for the print job. Enter a query to specify a set of agent records.
     3. In the Print Options section, choose the sort order from the drop down menu.
2. Click OK.

Prerequisites

• The user rights Letter Processing and Letter Processing Administrator are assigned to your ID.
• If you will use group codes when printing the letters, the group codes must have been set up (Tools > Code File Maintenance > General > Group Code Maintenance).

Procedure

1. In PACS Appraisal, choose one of the following:
   • To print a letter for a specific owner, open the taxpayer record and select Taxpayer > Print Owner Letter. Then select the letter from the Letter drop-down list.
   • Search for the taxpayer, select the necessary records from the Taxpayer List and click Taxpayer List > Print Selected Letters. Then select the letter from the Letter drop-down list.
   • To mass print taxpayer letters, choose Activities > Letter Processing > Print Owner Letters. Then do the following:
     1. In the Print Owner Letters dialog box, select the letter to be printed.

        

     2. In the Print Methods section, select one of the following print methods:
        • Group Code – The code assigned to a group of records. Select a group code from the Group Code drop-down list. If you want to remove a group code from the list, select the Remove Group Code check box.
        • Event Code – The code that represents a system or user activity. Owners with the selected event code within the specified date range are included in the print run. Enter the Start Date and End Date.
        • Query – SQL query to return owner IDs selected for the print job. Enter a query to specify a set of agent records.
     3. In the Print Options section, choose the sort order from the drop down menu.
2. Click OK.

Prerequisites

• The user rights Letter Processing and Letter Processing Administrator are assigned to your ID.
• If you will use group codes when printing the letters, the group codes must have been set up (Tools > Code File Maintenance > General > Group Code Maintenance).

Procedure

1. In PACS Appraisal, choose one of the following:
   • To print a letter for a specific property, open the property record and select Property > Print Property Letter. Then select the letter from the Letter drop-down list.
   • Search for properties, select the necessary records from the Property List and click Property List > Print Selected Letters. Then select the letter from the Letter drop-down list.
   • To mass print property letters, choose Activities > Letter Processing > Print Property Letters. Then do the following:
     1. In the Print Property Letters dialog box, select the letter to be printed.

     

     1. In the Print Methods section, select one of the following print methods:
        • Group Code – The code assigned to a group of records. Select a group code from the Group Code drop-down list. If you want to remove a group code from the list, select the Remove Group Code check box.
        • Event Code – The code that represents a system or user activity. Properties with the selected event code within the specified date range are included in the print run. Enter the Start Date and End Date.
        • Query – SQL query to return property IDs selected for the print job. Enter a query to specify a set of agent records.
     2. In the Print Options section, choose the sort order from the drop down menu.
2. Click OK.

Prerequisites

• The user rights Letter Processing and Letter Processing Administrator are assigned to your ID.
• If you will use group codes when printing the letters, the group codes must have been set up (Tools > Code File Maintenance > General > Group Code Maintenance).

Procedure

1. In PACS Appraisal, choose one of the following:
   • To print a letter for a specific taxserver, open the taxserver record and select Taxserver > Print Taxserver Letter. Then select the letter from the Letter drop-down list.
   • Search for taxserver, select the necessary records from the Property List and click Taxserver List > Print Selected Letters. Then select the letter from the Letter drop-down list.
   • To mass print taxserver letters, choose Activities > Letter Processing > Print Taxserver Letters. Then do the following:
     1. In the Print Taxserver Letters dialog box, select the letter to be printed.

        

     2. In the Print Methods section, select one of the following print methods:
        • Group Code – The code assigned to a group of records. Select a group code from the Group Code drop-down list. If you want to remove a group code from the list, select the Remove Group Code check box.
        • Event Code – The code that represents a system or user activity. Taxserver with the selected event code within the specified date range are included in the print run. Enter the Start Date and End Date.
        • Query – SQL query to return taxserver IDs selected for the print job. Enter a query to specify a set of agent records.
     3. In the Print Options section, choose the sort order from the drop down menu.
2. Click OK.

Purpose

Use this procedure to generate various letters from search results.

Prerequisites

• Letter details for the template have been set up.
• The user rights Letter Processing and Letter Processing Administrator are assigned to your ID.

Procedure

1. In PACS Collections, select File > Open and choose the record type.
2. Enter the search criteria as needed and click Search.
3. In the search results list, select the records for which letters need to be printed, right click, and choose Print Selected Letters.

   

4. In the Print Selected Letters dialog box, select the letter to be printed from the Letter drop-down list.
5. To print letters for deleted properties, select Include deleted properties for group and event code methods.
6. Click OK.
7. If there are flex fields, select or enter the data to be printed for the fields on the letter and click Finish.

Purpose

Use this procedure to view letters associated with a particular record.

Prerequisites

• The user rights Letter Processing and Letter Processing Administrator are assigned to your ID.
• Letter events have been set up. For more information see Setting Up Letter Events.

Procedure

1. In PACS Collections, open the record and expand the Events panel.
2. Locate the event associated with the letter of interest.
   

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   Tip  Use the Event Filter to view specific letter events.

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3. To view more information about the letter event, select the letter event and click Details.

   

4. To view the letter, select the letter in the Attached Objects section and click Open.