Using the Archiving and Culling Engine (ACE) to access archived letters and electronic messages 111-02010090

Access and log on to ACE.

See the Resources page for a link to ACE.

To search for:

• all letters and messages for a customer, go to Step 2
• a selected range, go to Step 3

Select Search from the left hand menu.

Use these fields:

• Organisation, select Centrelink
• Reference Type, select CRN
• Reference Number, key the CRN of the customer or organisation
• Media Type, select PDF

Select Submit button or press [Enter].

Go to Step 4.

Use these fields:

• Organisation, select Centrelink
• Reference Type, select CRN
• Reference Number, key the CRN of the customer or organisation
• Optional - Date Range, select From and/or To dates
• Media Type, select PDF
• Search Key 1: leave blank
• Optional - Search Key 2, select the correspondence type from the drop down list
• LET (customer letters)
• NLT (nominee copies of customer letters)
• EML (email)
• SMS
• Optional - Search Key 3, select a Host ID (system) from the drop down list

Select the Submit button or press [Enter].

A successful search shows a list of items matching the search criteria.

Choose which items to retrieve from the archive.

The following archive details display:

• Status column:
• Offline - available but not yet retrieved from the archive
• Requested - a request to retrieve the item from the archive has been submitted
• Retrieving - in the process of being retrieved from the archive
• ONLINE - available for viewing
• View column - LETTER DETAILS
• Hints column - History ID and Batch number (5 digits or 0)
• Start and End columns - Letter creation date
• Media column - PDF
• Key 1 column - ISIS
• Key 2 column - LET, NLT, EML, or SMS
• Key 3 column - Host ID
• Annot. column - N/A
• Show XML column - Offline or XML button
• Text Code column - Letter or Message Code
• History ID column - unique History ID for letter or message

To view all the letters and messages listed on the screen, select the Select All check box at the top of the screen.

Otherwise, select the check box next to each item to be retrieved.

Select the Get Selected button.

If the Status column shows:

• Requested, go to Step 6
• Online, go to Step 7

Please go to the Search Request List screen to monitor this request displays at the top of the screen.

Select Search Request List from the left hand menu:

• the most recent request shows at the top of the Request List screen
• the No. Online column shows that the item is available for viewing
• the No. Retrieving column shows that the item is still being retrieved. An estimated retrieval time shows in the Est. Time Online column

When No. Online says the item is available, select the View button and go to Step 7.

To view PDF copies of letters or electronic messages:

• to view a small number of items or details about them, go to Step 8
• to view a large number of items, go to Step 9

To view the eXtensible Markup Language (XML) data for a letter or message, select the XML button.

Select Get Selected.

A summary page displays dialogue boxes for each letter or message selected. Each dialogue box shows these details:

• Status - only items with a status of PR have been sent
• History ID - unique identifier for the letter or message
• Date Cr. - the date the letter or message was created
• Dlvry - PDF
• Recipient - customer, nominee, or third party name
• PDF button - links to a PDF copy of the letter or message
• Description - Service reason or Host ID
• Host ID - the system used to create the letter or message
• Batch Number - 5 digit number or 0
• User ID - B2 for batch letters, Logon ID for manual letters, or the customer’s CRN
• RO Code - 3 digit service centre code
• Text Code - letter or message code for that item
• View Code - ALL = visible in the customer’s myGov Inbox. CSO = not visible in the customer’s myGov Inbox
• SOM Ind - Y = delivered to the customer’s myGov Inbox. N = delivered by post. I = delivered as an immediate PDF, usually via Request a document
• Insert Details - items included with the letter, e.g. reply paid envelope

To view the letter or message, including the History ID:

• select the PDF button. A message banner displays at the bottom of the screen to choose Open, Save, or Cancel
• select Open to launch Adobe Acrobat Reader. Use the page down arrow or scroll through each page

To print the letter or message, select the Printer icon. Only letters or messages with a status of PR can be issued to customers, nominees or third parties.

To view a large number of letters and messages:

• select the Merge PDF button at the top of the page. A message banner displays at the bottom of the screen to choose Open, Save, or Cancel
• select Open to launch Adobe Acrobat Reader to view the letters and/or messages. Use the page down arrow or scroll through each page
• to filter the number of merged items:
• select Enter Search Parameters on the right of the Search Results screen
• if required, select the Case Sensitive Search check box
• select the search type from the drop down list:
  Include only documents with this single string - phrase or sentence
  Exclude all documents with this single string
  Include only documents with Any of These Words
  Exclude all documents with Any of These Words
  Include only documents with All of These Words
  Exclude all documents with All of These Words
• select Merge PDF to view documents matching the search criteria in the merged PDF document
• to find words or phrases, use Advanced Search in the Edit menu in the PDF file
• to print the letters and/or messages, select the Printer icon. Only letters or messages with a status of PR can be issued to customers, nominees, or third parties