Manual letters in Pluto 277-19070505

From the customer summary screen, select the Right Slider icon.

The Task Selection menu will display.

To access the Customer Correspondence – Manual Letters process:

• search for Customer correspondence – manual letters by entering the task into the Search Task field. Select the appropriate option from the drop down menu. This will automatically select the radio button next to the customer correspondence – manual letters task. If the incorrect task is selected in error, select the Cancel icon from within the search task field, or
• from the Process Group list select Customer Contact. From the Task List select Customer Correspondence – Manual Letters

Select Start.

Select the Manually Generate Letters form..

To view sections of the form, either select:

• expand all icon to open all sections, select the collapse all icon to close all sections, or
• the individual section or select the Form menu icon and select the section to view

To undertake the following activities:

• add a note within the process, see Documentation in Pluto
• search letter history see the Search letter history table
• update a letter, see the Update letter table
• generate a new manual letter, see the Generate manual letter table
• print a manual letter locally, see the Print letters locally table

Select the Search tab in the Customer Correspondence – Manual Letters form

Letter searches can be conducted on the following details:

• Letter type
• Letter status
• Period
• Date range
• Letter ID

To search on different criteria use the:

• relevant drop down menus
• radio buttons and
• date fields

After completing the relevant details, select Search.

Search results will display in the History table below.

To view a letter, select Open link from the Print Preview column next to the letter.

A new window will open to view the letter.

The letter can be printed from the letter preview screen.

If no further action is required:

• go to the Customer Summary screen and select:
• customer name from the left hand menu, or
• Customer Summary icon from the header
• Update the interaction status on the customer record, see Manage interactions in Pluto
• Update an existing letter, see Update letter table
• Generate a new letter, see Generate manual letter table

Locate the letter for updating. Select the radio button next to the letter being updated in the Print Preview column.

Select Open link next to the Letter View heading to view letter. This will open a new window to view the letter details.

To update the:

• letter status, go to Step 2
• letter content, go to Step 3

Select the Input drop down heading to display the letter details.

Confirm the letter details are correct.

Use the Letter Status drop down menu to select the appropriate status to update the letter.

Select Submit. A notification Form Submitted Successfully will pop up.

If a mandatory field is not completed, an error message will display after selecting submit. Select the error message to navigate to the relevant field.

After submitting form successfully select Assess.

Some letters without the status of Printed will allow for the content to be updated.

To update the letter content, select the letter name heading.

Fields that cannot be updated are disabled. Update any relevant fields that require updates using the relevant radio buttons, drop down menus and free text fields.

Select Submit. A notification Form Submitted Successfully will pop up.

If a mandatory field has not been completed, an error message will display after selecting submit. Select the error message to navigate to the relevant field.

After submitting form successfully, select Assess.

To select letter type:

• select the Input section
• from the Letter Type drop menu, select the letter type The Letter Date will default to today’s date
• from the Letter Status drop down menu, select the appropriate option

Select the letter , from the drop down section to display the letter input details.

Note: different fields will display depending on the type of letter selected.

If the letters requires free text see:

• Separated parents letter and email templates, for a list of suitable pre-approved text, or
• Separated parents macros for available options

For unique letters see Letters for Child Support customers for approval processes prior to issuing the letter.

Complete each section using the relevant drop down menus, radio buttons and text fields. Select the Customer Case List icon or the Customer Summary icon for additional information.

Depending on the letter type, select from the following Print Mode options:

• Central
• Local

Once all fields have been completed, select Submit.

A notification Form Submitted Successfully will pop up.

If a mandatory field is not completed, an error message will display after selecting Submit. Select the error message to navigate to the relevant field.

After submitting form successfully, select Assess.

To print the letter locally, see Print letters locally table.

Select the Click here to view documents icon to view the letter details, from the Customer Summary screen.

View the Outbound Correspondence screen by selecting Outbound if this is not already displaying.

Select the letter to be viewed. This will open in the left slider. If the letter is incorrect and requires updating, see Update manual letter table.

To print a manual letter locally, select the Print Mode as Local prior to finalising the Customer Correspondence –Manual letters interaction.

Select the completed Customer Correspondence – Manual Letters interaction from the Customer interactions list.

The transaction overview will display.

Select Forms.

Select the Manually generate letters form with the status of Submitted

To view sections of the form, select:

• Expand all icon to open all sections. Select the Collapse all icon to close all sections, or
• the individual section or the Form menu icon. Select the section to view

Select and view the Input form heading.

From the Input form heading, select Open link.

The letter will display in a new window, print the letter.

Note: to access printer preferences such as printing from a specific tray for the letter head, select the icon next to Print using system dialog…..