at the bottom right side of the screen. This will take you to a listing of all documents for this client.
The first time you enter this screen, you will need to install the word processing drivers and the spell check drivers. To do this, click on 'Install Drivers' from the top menu. First choose 'Word Processing Drivers' and follow the on-screen instructions. When you are returned to this screen, again click on 'Install Drivers' and choose 'Spell Check Drivers' and follow the on-screen instructions. Once these installations are finished, your word processor will be ready to use.
To write a document for this client, click on the 'Inset' button at the bottom left of the screen. This will bring up a box to insert a description of the document.
Enter a description, and click on 'Ok'. This will bring you to the word processor. The menu for the word processor looks like this:
To complete the document, simply type your letter in the white area of the screen. You can use the menu options to formatt your document. If you wish to insert client information, you can click on the field box down arrow
, choose a field to insert, and click on the arrow button to the far right that says 'smith'. THis will enter the clients information directly into the document.
Once the document has been completed, you can print it by going to 'File' and 'Print'. Click on the save and exit button
to save the document to this client's file.
You will then be shown this screen:
This screen lets you add an item to the client's Memos and Suspense file. THis will allow you to use the memos and suspense as a To Do list, as well as keep track of items done for this client.
You can either enter any desired information into the fields, and click 'Add This Item', or you can choose not to add it to the Memos and Suspense file.
Once this has been done, you will be returned to the Word Processing Browse box for this client, and the document you just entered will be listed. Click on close to return to the main client browse box.
Designing Form Letter Templates
Go into a client's Word Processing Browse box, as described above, and insert a new document. Type the letter as desired. To insert Fields which will import client data, click on the field box down arrow
and choose the desired field. Then click on the double arrow button directly to the left of the field box down arrow. This will insert a field tag into the document. For example, if you choose <Insured>, then <Insured> will be inserted into the document. This will later be replaced by the insured name.
Once you have completed the form letter template, you will need to save it by clicking on 'File' and 'Save As'. You will then need to give it a name that you will recognize, and choose a folder on the hard drive in which to save the template. We have given you a folder in your hcsdata folder called 'template' that you can use for this purpose, and this is the default. Click on the save button to save the template. You can cancel out of the word processor when you are finished, or, if you would like to merge the insured's information into the template, follow the instructions in the next section.
Merge Client Information into a Form Letter Template
To create a document from a template for an insured, first, open the client's word processing browse box as described above. Then, insert a new document, and give it the desired description. You will then need to open the appropriate template. To do this, click on 'File' and 'Open'. Find the folder that the template was saved in. Then find the file, and open it. You will see the template displayed in the word processor with the field tags in place.
To merge the clien't data into the form letter, click on the arrow button with 'smith' on it
. This will replace the field tags with the client's information.
You can print the document by clicking on 'File' and choosing 'Print'.
Click on the save and exit button
when you have finished.
Helpful Hints
| · | The word processor will read in and save files in many different formats. The default is .rtf . You will need to change this by doing a 'save as' and choosing your desired extension, if you want to save the file in a different format.
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| · | If you insert a field, and it has a grey background, and you can't seem to get control of the cursor, hit your right arrow on your keyboard to unhighlight the field.
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| · | You can enter a default salutation for a client form the word processing browse box by clicking on the 'salutation' button at the bottom of the screen. Choose the <Salutation> field from the field box to insert this into a document.
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| · | You can choose to add an item to memos and suspense, or to re-add an item by clicking on the clock button at the bottom of the word processing browse box. You could use this if you inadvertently cancel the screen that lets you do this, or if you were to re-send a document, you could then add this information.
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