Letters Tab

Use the Letters tab to generate, edit, upload, and send welcome and appointment letters.

 

Producer Express in AutoPilot mode will send a welcome letter automatically upon receipt of the contract packet and appointment letters one at a time upon receipt of state-approved appointment requests.

The Letters tab consists of the following sections:

Welcome Letter

Use the Welcome Letter section of the Letters tab to generate and send a letter to the producer. (For more information, see Finalize Tab.)

 

You may upload and send only one welcome letter per request packet.

Depending on whether you are uploading a welcome letter from your system or selecting a welcome letter template, the Welcome Letter section consists of the following panels:

  • Create Letter
  • Editable Fields

Create Letter

The Create Letter panel contains the following fields and controls:

  • Letter Type: This dropdown menu does double-duty:
    • If you want to use a welcome letter that already exists on your system, select the Upload Letter option. Then use the other controls in the Create Letter panel to find the letter, upload it to the system, and then send it to the producer as an email attachment.
    • If you want to use a Producer Express welcome letter template, select a template letter option. The page will refresh to display the Editable Fields panel.
  • CC to Agency/BGA/Recruiter: Click to checkmark the checkbox to send a copy of the welcome letter to the distributor.
  • Document: Enter the fully qualified path on your system to the welcome letter you wish to upload.
  • Browse: Click to open the Choose File dialog box, allowing you to point to the desired letter on your system. Once you have located the letter, the file path will appear in the Document field. Letters must be in PDF file format.
  • Upload and Send: With the path to the PDF-formatted letter displaying in the Document field, click to send the letter to the producer recruit as an email attachment. Simultaneously the letter will be uploaded to the request packet.

You can view the letter in the Complete section of the Finalize tab.

Editable Fields

The Editable Fields panel appears only if you have selected a template letter option from the Letter Type dropdown menu in the Create Letter panel. It contains the following fields and controls:

  • [Variable Data Fields]: Required. Select variable data to be inserted in the letter template from the dropdown menu(s), or enter variable data in the fields. The data you select or enter will be merged into the letter template when you click the Generate Letter button. There may be multiple variable data fields from which to select or in which to enter variable data, depending on the letter template you selected from the Letter Type dropdown menu in the Create Letter panel.
  • Generate Letter: Click to generate the application letter from the selected template with the selected variable data merged in. The page will refresh to display an editable version of the letter.
  • Edit Letter: Edit box displays only after you have clicked the Generate Letter button. Modify, delete, reformat, or make other changes as desired to the text of the letter template in the edit box.
  • CC to Agency/BGA/Recruiter: Click to checkmark the checkbox to send a copy of the welcome letter to the distributor.
  • Create and Send: Button displays only after you have clicked the Generate Letter button. Click to create the letter and send it as an email attachment to the producer. Simultaneously the letter will be uploaded as part of the request packet. Producer Express will refresh the page to confirm that the letter was sent and to display a PDF-rendering of the letter, which you may print if desired.

You can view the letter in the Complete section of the Finalize tab.

Appointment Letter

Use the Appointment Letter section of the Finalize tab to generate and send an appointment letter to the producer recruit.

Depending on whether you are uploading an appointment letter from your system or selecting an appointment letter template, the Appointment Letter section consists of the following panels:

  • Create Letter
  • Editable Fields

Create Letter

The Create Letter panel contains the following fields and controls:

  • Letter Type: This dropdown menu does double-duty:
    • If you want to use an welcome letter that already exists on your system, select the Upload Letter option. Then use the other controls in the Create Letter panel to find the letter, upload it to the system, and then send it to the producer as an email attachment.
    • If you want to use a Producer Express appointment letter template, select a template letter option. The page will refresh to display the Editable Fields panel.
  • Document: Enter the fully qualified path on your system to the appointment letter you wish to upload.
  • Browse: Click to open the Choose File dialog box, allowing you to point to the desired letter on your system. Once you have located the letter, the file path will appear in the Document field. Letters must be in PDF file format.
  • Upload and Send: With the path to the PDF-formatted letter displaying in the Document field, click to send the letter to the producer recruit as an email attachment. Simultaneously the letter will be uploaded to the request packet.

You can view the letter in the Complete section of the Finalize tab.

Editable Fields

The Editable Fields panel appears only if you have selected a template letter option from the Letter Type dropdown menu in the Create Letter panel. It contains the following fields and controls:

  • [Variable Data Fields]: Required. Select variable data to be inserted in the letter template from the dropdown menu(s), or enter variable data in the fields. The data you select or enter will be merged into the letter template when you click the Generate Letter button. There may be multiple variable data fields from which to select or in which to enter variable data, depending on the letter template you selected from the Letter Type dropdown menu in the Create Letter panel.
  • Generate Letter: Click to generate the application letter from the selected template with the selected variable data merged in. The page will refresh to display an editable version of the letter.
  • Edit Letter: Edit box displays only after you have clicked the Generate Letter button. Modify, delete, reformat, or make other changes as desired to the text of the letter template in the edit box.
  • CC to Agency/BGA/Recruiter: Click to checkmark the checkbox to send a copy of the appointment letter to the recruiter.
  • Create and Send: Button displays only after you have clicked the Generate Letter button. Click to create the letter and send it as an email attachment to the producer recruit. Simultaneously the letter will be uploaded as part of the request packet. Producer Express will refresh the page to confirm that the letter was sent and to display a PDF-rendering of the letter, which you may print if desired.

You can view the letter in the Complete section of the Finalize tab.