Document Library - Form Letter Main Documents

This feature, or some fields and options described, might not be available depending on your settings, security rights, or platform package.

Use the Document Library to add, edit, or delete Main Documents for Form Letters. Main documents contain merge fields and text that are used to send personalized documents to your insureds, companies, and others.

You must have proper security authorization to access Document Library - Form Letter Main Documents.

Accessing the Document Library - Form Letter Main Documents

From any center that has a menu, click Form Letters. The Form Letters data entry form appears.
From Form Letters, click the Document Library icon or click File > Document Library.

reating a Form Letter Main Document

Copying an Existing Main Document

In the Document Library data entry form, select the document you want to copy from in the Form Letter Main Document grid.
Click the Copy icon on the toolbar or, from the menu, select File>Copy. A copy of the selected document appears in the grid.
With the copy selected, click Edit. The document information appears in the fields.
Verify or change the document Category. Use the Add New Category link to create a new category and add this document to it.
Verify that the Active checkbox is checked.
Enter a new Name for the document and change the Author, if applicable.
Select the appropriate Merge Template and decide whether to check the Skip Data Selection Process checkbox.

For more on the Merge Template and Skip Data Selection Process checkbox, see the Document Library Fields section in this topic.

If desired, enter a Summary to help in identifying the letter and for optional use when logging an activity.
Click Launch Word. The document opens in Word for editing.
Edit the document in Word. When you are finished, save the document and close Word.
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.
Click Update. The newly updated document appears in the Form Letter Main Documents grid.

Creating a New Main Document

From the Document Library data entry form, click New. The main document data entry fields appear.
Select a Category or use the Add New Category link to create a new category and add this document to it.
Enter a Document Name or click Browse to locate an existing document to insert into your new document.
Enter/verify the Author's name.
Select the appropriate Merge Template and decide whether to check the Skip Data Selection Process checkbox.

For more on the Merge Template and Skip Data Selection Process checkbox, see the Document Library Fields section in this topic.

If desired, enter a Summary to help in identifying the letter and for optional use when logging an activity.
Click Launch Word. The document opens in Word for you to add fields, text, and formatting.

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.

When you have finished creating the document, save it and close Word.
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.
ClickUpdate. The new document appears in theForm Letter Main Documentsgrid.

Copying an Existing Main Document

In the Document Library data entry form, select the document you want to copy from in the Form Letter Main Document grid.
Click the Copy icon on the toolbar or, from the menu, select File>Copy. A copy of the selected document appears in the grid.
With the copy selected, click Edit. The document information appears in the fields.
Verify or change the document Category. Use the Add New Category link to create a new category and add this document to it.
Verify that the Active checkbox is checked.
Enter a new Name for the document and change the Author, if applicable.
Select the appropriate Merge Template and decide whether to check the Skip Data Selection Process checkbox.

For more on the Merge Template and Skip Data Selection Process checkbox, see the Document Library Fields section in this topic.

If desired, enter a Summary to help in identifying the letter and for optional use when logging an activity.
Click Launch Word. The document opens in Word for editing.
Edit the document in Word. When you are finished, save the document and close Word.
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.
Click Update. The newly updated document appears in the Form Letter Main Documents grid.

Creating a New Main Document

From the Document Library data entry form, click New. The main document data entry fields appear.
Select a Category or use the Add New Category link to create a new category and add this document to it.
Enter a Document Name or click Browse to locate an existing document to insert into your new document.
Enter/verify the Author's name.
Select the appropriate Merge Template and decide whether to check the Skip Data Selection Process checkbox.

For more on the Merge Template and Skip Data Selection Process checkbox, see the Document Library Fields section in this topic.

If desired, enter a Summary to help in identifying the letter and for optional use when logging an activity.
Click Launch Word. The document opens in Word for you to add fields, text, and formatting.

When you have finished creating the document, save it and close Word.
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.
ClickUpdate. The new document appears in theForm Letter Main Documentsgrid.

Document Library -Form Letter Main Documents Fields

Field/Options	What is this?
Category	Choose a category from the list, or add a new one by clicking Add New Category. You can also add categories to the list through Toolbox > System Administration > List Setup > Document Categories.
Add New Category	Use this link to create new document categories. Consult List Setup for more information.
Active	When checked, the form letter main document appears in the Document Selection grid in Form Letters. If not checked, the document does not appear in the grid and is, therefore, not available.
Document Name	The file name of the document and the name that appears in the Document Selection grid in Form Letters. You have up to 255 characters for the Document Name. Example: New Private Passenger Auto Welcome
Browse	Use to select a document to insert into the form letter main document you are creating. Selecting a document using Browse is similar to pasting an existing document into your new document. When you insert a document, the directory path and filename appear in the status bar after the caption, Ready to insert.
Author	Enter your name or the name of the person who wrote the main document.
Merge Template	The name of the template that contains the merge fields available to use in creating the form letter main document.
Skip Data Selection Process	If the Skip Data Selection Process is checked during the creation of a form letter main document, at merge time the system merges all available fields but does not interrupt the merge process to reconcile fields that may have a many-to-one answer. The Form Letter Preview - Data Selection data entry form is not displayed and the first set of data to meet the criteria is merged to these fields. Special information for policies that contain both scheduled and unscheduled equipment associated with multiple locations: If you choose to merge data for one location using the Form Letter Preview – Data Selection, your merged document will contain scheduled and unscheduled items for all locations. Delete the information you do not want to include in the final merged document. It is especially important to select Skip Data Selection Process if the form letter being created is for sales or a Target List. Since these processes may merge many form letters at the same time, stopping to make specific data selections would be too time consuming.
Summary	Use to enter additional identifying information about the form letter main document. When someone uses this main document to create a form letter, they have the option of including this information in the Activity (summary only) versus attaching the entire document. You have up to 255 characters for the Summary.
Launch Word	Click to open Word to create or edit the document you have specified.

Permanent Form Letter Main Documents

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 checkbox. Doing so causes the document to not appear in the list of available documents in the Form Letters data entry form.

Permanent Documents

Category	Document Name	Category	Document Name
Accounting	Collection	Sales	AutoCostOfIns AutoHomeNoLife AutoIncreaseLimitsNoLife AutoNoHome AutoNoLife BirthdayLifeSales BirthOfDaughter BirthOfSon BoatProspect CommercialProspect HomeIncreaseLimitsNoLife HomeNoAuto HomeNoLife HomeSales InsuranceCosts LifePurchaseOption MoveIn NewMarriage OtherInsurance PleaseCall PolicyCheckup RecVehicleProspect Umbrella WillCall
Cancellation	AgencyCollection CancellationFollowUp CancellationRequest CompanyNonPay CompanyScheduledNonPay LifeCancellation ReminderPastDue UrgentPastDue
Claims	AutoClaimNoHomeWithAgent ClaimConfirmation HomeClaimNoAutoWithAgent RequestForEstimates RequestForRepairBills
Endorsement	EndorsementConfirmation
Labels	5060AddressLabels
Lists	CustomerListWithAddresses CustomerListWithPolicyInfo
Memos	AgencyBusinessMemo CompanyClaimMemo InterofficeMemo
New Business	LifeThankYou NewBusinessFollowup RequestMedicalHistory	Welcome	Recommendation Referral Welcome
Renewal	AgencyBillRenewal AgencyServiceSurvey DirectBillRenewal RenewalAutoIncrease	Welcome	Recommendation Referral Welcome

What's Next?

Do you want to create a personalized letter using the main document you just created? See Form Letters.

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