The Letter Update Core Settings screen allows you to add a new or update an existing letters and waivers.
Note: Field names on the screen with red labels* are required by the screen design you are using. Mandatory fields in the default Vermont Systems design are noted where appropriate. Your design and mandatory fields may vary.
See Also: Topic Doc - Linking Household and Family Member Documents
See Also: Topic Doc - Electronic Signature Capture.
Buttons on the screen…
Click Save to save your changes. You will be returned to the Letter Management DataGrid.
Click Cancel to return to the Letter Management DataGrid without saving your changes.
SALETTERUpdate_Tab1
Letter Code (SALETTER_LetterCode)
Enter your code in this field. This is a mandatory field for the default Vermont Systems design. Your design and setup may vary.
If you are updating an existing letter code you will not visit this field.
DeleteLetter Type (SALETTER_RecordType)
Select the letter ype. This is a mandatory field for the default Vermont Systems design. Your design and setup may vary.
- CYS Info -This letter will be used for CYMS purposes.
- RecConnect - This letter will be used when sending emails or mailings to households using a RecConnect report.
- Waiver - This letter will be linked to a module (Activity Facility Pass etc.) and used as a waiver and/or a rules and regulations letter.
If you are updating an existing code you will not visit this field.
DeletePermissions (SALETTER_Permissions)
Select the Permissions code(s) you want to apply to this code.
Permissions allow you to control which users can view, add, modify, and/or delete records on browsers and picklists, etc. These are called Access Rights and they are maintained on the Table Permissions tab of the Permissions profile
Note: You can leave this field blank if desired. When this field is blank the system skips the Permissions check for this record. In that event all users will have access to this record provided their Access Rights for the module allow for it.
Letter Text (SALETTER_LetterBody)
Enter your letter text in this field. This is a mandatory field in the default Vermont Systems design. Your design and setup may vary.
The field will accept to 30 000 alpha-numeric characters. There is a character counter on the lower right-hand corner of the screen.
Use the Formatting Icons across the top of the text field to manipulate your text as desired. Mouse-hover over the icons for definitions of their purpose. The text field is WYSISYG (What You See Is What You Get) formatted.
The text field always displays plain text when entering this screen. The Source </> icon can be used to toggle the text field between plain text and HTML code if desired.
HTML Text Formatting and Printing Hardcopy Waivers
HTML formatting will always display when you view Waivers in the RecTrac GUI. When using HTML formatting and opting to PRINT a hardcopy then be sure to select the Print as Separate Document option in Letter Group Update when setting up the Letter Group for your waiver. When a waiver is printed as a separate document the HTML is sent to a separate .exe which produces the .pdf. When using either of the other options the HTML gets stripped because of limitations with how receipt logic renders to .pdf.
Note: If opting to "Copy Cut and Paste" text from a pre-generated document then Vermont Systems highly recommends using .txt or .rtf file documents as the source. Using programs such as Microsoft Word and .pdfs as your source is not recommended because they insert thousands of extra - often unseen - HTML characters into the code that result in problems ranging from unexpected formatting issues in RecTrac to exceeding the character count in this field.
If you wish to use text from a MS Word doc or .pdf then Vermont Systems recommends the following "best practice:"
- Open your document in MS Word.
- Save the document as a plain text (.txt) file using Unicode UTF-8 as the file type.
- Use Save As.
- From the Save as type Drop-down down list select "Plain Text (.txt)."
- From the File Conversion dialog select the Other Encoding Radio Set Button and choose "Unicode (UTF-8)."
- Save the .txt file to your workstation.
- Open the newly saved .txt file in Notepad or Notepad ++.
- Copy the text to your clipboard and paste it into the RecTrac field.
- Proof-read again for accuracy and ensure all special characters copied correctly.
- Format text as needed using the Formatting icons at the top of the text box field.
Logo (SALETTER_Logo)
Select the image you wish to use as a logo for your letters.
.jpg file types only are allowed. The .jpg can reside on your local workstation or on your network. Once you select the image, it will be uploaded into your database and will be accessible from any workstation used for RecTrac.
If a change is made to the original image, it must be re-linked here. Once re-linked, the updated version will overwrite the original automatically.
Vermont Systems recommends using logo files that are 30kb or smaller. This will keep receipt file size and generating time to a minimum.
Note: Logo images can be used on letters and waiver type records. Vermont Systems recommends using them for letters only unless you opt to print waivers as a separate document. When waivers are printed as part of a transaction receipt they contain your regular receipt logo. If opting to print a waiver as part of a receipt both the logo image you select here and your regular receipt logo will appear on the waiver when it is generated.
Logo Height (SALETTER_LogoHeight)
Enter the height (in pixels) of the logo. Vermont Systems recommends a value of 40-50. As you increase the height of the logo, the width will increase proportionally.
DeleteFont Size (SALETTER_FontSize)
This field is applicable to the "Waiver" Letter Type only.
Select the font size for your letter.
DeleteLeft Margin (SALETTER_LeftMargin)
This field is applicable to the "Waiver" Letter Type only.
Accept the default setting ( 0 ) or overwrite with another value as desired to set the left margin for your letter. The value entered is in pixels.
DeleteRight Margin (SALETTER_RightMargin)
This field is applicable to the "Waiver" Letter Type only.
Accept the default setting ( 0 ) or overwrite with another value as desired to set the right margin for your letter. The value entered is in pixels.
DeleteAdd Database Value Code (SALETTERUpdate_AddText)
Database Value Codes allow you to automatically insert fields (such as first name, last name, home address, phone number, activity number, pass expiration date, reservation number, trip ID, etc.) into the body of your letter.
Select the database value code you wish to insert.
THEN
Click Add Text to place the Tag. Codes are always placed at the end of the field. You may have to copy/cut/paste them as needed afterward. Multiple selections can be inserted throughout the body of your letter, but they must be added and placed individually.
In the Example below, all fields in [Brackets] are database value codes:
Note: When capturing electronic signatures on waivers and/or rules/regulations letters be sure to select a Signature Code option. Vermont Systems strongly recommends selecting Signature Code(Within Receipt)
See Also: Topic Doc - Electronic Signature Capture.