Letter Builder

Letter Builder allows firms to save and store commonly used documents that users can send using Mail Merge through Signatures. 

Please note:

This feature is available for customers in the SafeSend Premium Tier.

Activate and Grant User Permissions

Activate Letter Builder

In order to make Letter Builder available for users with the applicable permissions, it must be turned On in the My Company settings. 

1. Click the Navigation Widget.
2. Click Account Management.
3. Click My Company.
4. Locate the Company Account Details.
5. Check Letter Builder. 

Grant User Permissions

Important

• A System Admin must grant users access to Letter Builder in the SafeSend User Management dashboard.
• See the User Group Definitions article for more information about the default user groups available for Letter Builder. If you do not wish to use one of the default groups, a custom group can be created.
• To perform bulk updates, see the User Management: Bulk Import or Edit Users article.

1. Click the Navigation Widget.
2. Click Account Management.

   • 

3. Click User Management.
4. Click Edit next to the appropriate user.
5. Select a group with Letter Builder permissions.
6. Click Update to save your changes. 

   • 

Settings

Merge Fields

Here you can view and add dynamic merge fields to apply to each template.

Manage

1. Type into the Search field to locate a specific merge field.
2. Click on a merge field to view the details.

Add

Info

Custom merge fields cannot be edited. They can only be deleted. 

1. Click Add Field to add a new merge field.
2. Enter a Name.
3. Enter a Description (optional).
4. Click Save.ui

Content Library

The Content Library will contain all existing templates. See below for how to navigate this dashboard. 

1. Type into the Search bar to search for Template Names.
2. Click Refresh to update any changes made to the report.
3. Click Edit to open the template and make needed edits.
4. Click Delete to delete the selected template.
5. Click the Action menu(...) to do one of the options below.
   • View the Description of the template. This can be edited as needed.
   • View User Tracking events.
   • Unlock an In-Use template.
     • A template assigned to another user will have a locked status. Templates cannot be edited by other users until they are unlocked. 

Create New Letter Builder Template

Content Creators will have 2 options to create a new template.

• Save your Template.
• Create New.

Save your Template

Here you will be able to upload an existing Word document and save it as a Letter to be added in the Content Library.

Info

Only .docx are supported. 

1. Click Create New.
2. Click Save Your Template.
3. Click Next.

   • 

4. Enter a Template Name.
5. Enter a Description of template (Optional).
6. Click Next. 

   • 

7. Click Choose File or drag/drop file.
8. Click Next.

   • 

9. When the file completes uploading, click Next. 

   • 

See the Edit Template section for more information on how to complete the new template.

Create New

Here, you can create a brand-new template from scratch. 

1. Click Create New.
2. Click Save Your Template.
3. Click Next.

   • 

4. Enter a Template Name.
5. Enter a Description of template (Optional).
6. Click Next. 

   • 

See the Edit Template section for more information on how to complete the new template.

Edit Template

Once the Letter Builder template has been created, you will be able to make needed edits before you publish the item. Below are some common editing tools that are available with this feature.

1. Insert Image, Table, or Link.
2. Place cursor on letter and click Page Number to add numbers in numerical order.
3. Place cursor on page and click Break to select the type of page break you wish to add.
4. Click Insert Footnote or Insert Endnote to insert note on page.
5. Click Find to search for keywords in the letter.
6. Use the Text column to customize the text. 

Add Merge and Signing Fields

Merge Fields

Merge fields are used as a placeholder for where data will be filled based on information that is entered into the corresponding CSV file. Once the letter is sent to Signatures, this is when the CSV file will be created.

1. Place cursor on area of document where merge field will be placed.
2. Click Insert Merge Field.
3. Select the merge field that you need to place. 

Signer Fields

View Additional Signature Controls for more information on how to place rules for Checkbox and Radio Button controls. 

1. Select the appropriate Recipient from the drop-down.
   • The signer fields are color-coded for each Recipient.
2. Place cursor on document where the field needs to be placed.
3. Click on the Signature to place the designated signature field.
4. Click the Required checkbox to mark signature as required.
   • Signature fields will not be marked as required by default.
5. Click the Undo icon to undo the last action.

Save and Publish Template

1. Click Save as Draft to save the template.
   • The template will appear in the Content Library with a status of Draft.
2. Click Send for Review to assign the template for review to another user.
   • The template will appear in the Content Library with a status of In Review.
3. Click Publish to publish the template.
   • The template will appear in the Content Library with a status of Published. 

Send Template for Signature

Once the template has been published, it will be added to the Content Library and be available to Send for Signature. Follow the steps below to send a template for signature. 

1. Click Create New.
2. Click Use a Template drop-down and select your template.
3. Click Next.

   • 

4. Enter a Document Name.
   • This will be set as the Batch Name that appears under the Draft section in Signatures.
5. Enter a Description (optional).
6. Click Next.

   • 

7. Once the document is ready to be sent, click Send for Signatures.
8. Click Proceed to Signatures.
   • A new tab will open for Signatures with additional steps. 

   • 

A new tab will open for Signatures and the batch will be available in the Draft section. 

Process Batch

The initial screen will provide 4 more steps to process the letter for a Mail Merge batch. The new batch can also be found in the Draft section. 

UploadReviewSetupSend

1. Click Download CSV.
   • A custom CSV template will download.
2. Open CSV and fill in the columns.
3. Drag/drop or click Choose File to upload the CSV.
4. Once the file has been uploaded, the Next option will be available. 

1. Review the emails for each client.
2. Click Preview to preview a PDF file of the document.
   • Signer fields will not be present in this preview.
3. Click Next.

1. Review transfer details.
   • Letter Type.
   • Expiration, Tax year.
   • Office Location.
   • Contact Person.
   • Sender.
2. Confirm signing sequence.
   • Click Parallel Signing Sequence to send the document to all signers simultaneously.
   • Click Custom Signing Sequence to select the order each person signs.
3. Select from Saved Messages or create a custom. 

   • 

4. Check Require Access Code to require authentication before signers can access the document.
5. Click Send to send to all recipients. 

   • 

All recipients will now appear on the Signatures Delivered report.