Document Library - Form Letter Main Documents

1. On the 360 Toolbox menu, click Form Letters. The Form Letters data entry form appears.
2. On the File menu, click Document Library.

1. From the Document Library data entry form, click New. The main document data entry fields appear.
2. Select a Category or use the Add New Category link to create a new category and add this document to it.
3. Enter a Document Name or click Browse to locate an existing document to insert into your new document.
4. Enter/verify the Author's name.
5. Select the appropriate Merge Template and decide whether to check the Skip Data Selection Process box.
6. For more on the Merge Template and Skip Data Selection Process box, see the Document Library Fields section in this topic.
7. If desired, enter a Summary to help in identifying the letter and for optional use when logging an activity.
8. Click Launch Word. The document opens in Word for you to add fields, text, and formatting.
9. When creating a schedule proposal or summary document, fields, text, or graphics should only be added before the first document table or after the last document table. Do not add anything within the tables as it will disrupt the table structure.
10. When you have finished creating the document, save it and close Word.
11. The Document Library data entry form appears with a message saying that you've changed the mail merge main document. Click OK to save the changes you have made to the database.
12. Click Update. The new document appears in the Form Letter Main Documents grid.

Copying an Existing Main Document

1. In the Document Library data entry form, select the document you want to copy from in the Form Letter Main Document grid.
2. Click the Copy icon on the toolbar or, from the menu, select File>Copy. A copy of the selected document appears in the grid.
3. With the copy selected, click Edit. The document information appears in the fields.
4. Verify or change the document Category. Use the Add New Category link to create a new category and add this document to it.
5. Verify that the Active box is checked.
6. Enter a new Name for the document and change the Author, if applicable.
7. Select the appropriate Merge Template and decide whether to check the Skip Data Selection Process box.
8. For more on the Merge Template and Skip Data Selection Process box, see the Document Library Fields section in this topic.
9. If desired, enter a Summary to help in identifying the letter and for optional use when logging an activity.
10. Click Launch Word. The document opens in Word for editing.
11. Edit the document in Word. When you are finished, save the document and close Word.
12. The Document Library data entry form appears with a message saying that you've changed the mail merge main document. Click OK to save the changes you have made to the database.
13. Click Update. The newly updated document appears in the Form Letter Main Documents grid.

AMS360 includes the following permanent main document templates. You can use Document Library to create new documents or copy one of these documents so you can customize it for your agency's need.

You cannot edit or delete permanent main documents. You can, however, uncheck the Active box. Doing so causes the document to not appear in the list of available documents in the Form Letters data entry form.