To create a new letterhead definition

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The procedure to create a new letterhead definition is as follows:

  1. Navigate to Quick Menu > Communication Engine > Configuration > Letterhead Definitions. The Letterhead Definition window is displayed.
  2. Click on New Letterhead 1. All fields are activated ready for data entry.
  3. Enter a Name for the letterhead definition into the field provided 2.
  4. Use the Description field to add contextual information detailing the scope and purpose of the letterhead definition.
  5. Where header and footer information will be transferred onto communications beyond the first page, activate the Has Continuation tick box provided.
  6. Using the Companies drop-down field, multi-select all companies for which this letterhead definition is relevant, or choose the All option, as required 1.
  7. Choose an Effective from date for this letterhead definition i.e. the date on which it came into effect 3.
  8. Choose an Effective to date if the letterhead definition is to be reviewed on a specific date or to capture a change of circumstances; a blank field means the letterhead will be continually valid.
  9. Click on Save. The new letterhead definition is displayed in the alphabetical list, ready to store custom header and footer information consistent with the housing organisation's communication standards 4. Click on Edit In Editor (or Edit Continuation In Editor) to customise the content, style and formatting of the complementary letterhead components using the integral editing tool. This requisite step is covered separately in the topic Understanding the letterhead definition editor.


Tip

1 Where only a small number of parameter values are not required, activate the All tick box first and then deselect individual items from the full list, as appropriate; the All tick box will be automatically removed once an item is deselected.

Note

1 Upon first access, all fields are automatically activated ready for data entry; hence the New Letterhead button is inactive.

2 System validation rules ensure that the name entered for each new letterhead definition is unique for the effective period.

3 The Effective from date defaults to the current system date and cannot be left blank.

4 To amend the details of an existing letterhead definition, select an entry from the alphabetical list, or type its name into the Search letterheads field, and repeat steps 3 through 9. By default the list is filtered to show Current letterhead definitions. An alternative filter can be applied using the Select view drop-down field: Expired, Future or All combinations.


See related topics...

Letterhead definition management overview

Understanding the letterhead definition editor