Scheduling a Letter

Navigation: Communications > Letters

1. From the bottom navigation bar, click Communications
2. Click Letters. The Letter Manager will display.
3. In the Search field, enter the name of the letter that you want to print or scroll through the list of letters on the page
4. Click the name of the letter. The Draft Letter page will display.
   
   
   
   
5. Click Schedule. The Letter Job Composer will display.
   
   
   

 

Letters Job Composer Fields

Details

1. Name: Enter the name of the letter job
2. Letter: The name of the letter
   
   
   
   
3. Start Date and Time:
   

3. 1. Click   
   2. Select the first date you want your letter to run
   3. Click
      
      
      
      
   4. Select the first time you want your letter to run
      
      
      
      
4. Time Zone: Select the time zone from the Time Zone dropdown menu.
5. Active: The Active box is checked by default.  
   
   Tip: If you want to pause a scheduled letter, uncheck the box.
   
   
   

 

Occurrences

1. Frequency

If you want to run your letter one time:

1. 1. Click Select 
   2. Click On Date. The Date and Time fields will display.
   3. Click   
   4. Select the date you want to run the letter
   5. Click   
      
      
      
      
   6. Select the time you want to run the letter
      
      
      

If you want to process your letter multiple times:

1. 1. Click Select 
   2. Click how frequently you want to run the letter. The appropriate Day, Time, and End Date fields will display.
   3. Complete the details, as needed
      
      

Tip: To schedule more than one type of occurrence, click.

Tip: To remove an occurrence(s) click . 

Tip: If a day does not exist (e.g., February 29) in your recurring schedule, the job will not run).

 

Exclude

7. Date
   
   
   1. Click
   2. Select the date that you do not want the letter to run
      
      Tip: You can add as many exclusion dates as needed by clicking  (e.g., If you send a letter on the first day of every month, you can exclude January 1, New Year’s Day.)
      
      
      

 

Action

8. Override Action Date with the Date when this Job Runs: When the box is checked, the action date will match the date your letter was run.
   
   Tip: If you want the action date to ALWAYS be the date you created your letter, rather than the date your letter was run, uncheck the box.
   
   
   

 

Notifications

9. Notify me every time the job runs: If you want to receive a notification once your letter has run, whether it’s been successfully delivered or contains error(s), check the box
   
   
10. Only notify me when the job contains errors: If you want to receive a notification once your letter has run only if your letter contains error(s), check the box
    
    
11. Notify me one week before the job runs: If you want to receive a notification one week before the first time your letter is scheduled to start running, check the box
    
    Tip: We recommend that you use this notification to double check that your letter recipient list is still accurate. 
     
12. Notify me on the last scheduled run date: If you want to receive a notification when your letter is running for the last time, check the box
    
    
13. Recipient’s Email: Enter the email address(es) of each staff member who should receive the email notification(s)
    
    Tip: If you want multiple staff members to receive an email notification(s), make sure to use a comma to separate each email address.
    
    
    

 

Schedule Preview

1. Click Month, Week or Day to select your preferred calendar view 
2. Depending on the view you’ve selected, use the navigation arrows to scroll from month to month, week to week, or day to day 
3. Click Save Changes. A banner will display notifying you that a scheduled job has been created.
   
   Tip: The preview calendar will display all of your scheduled run dates and times.