Letter Builder Setup

Letter Builder allows firms to save and store commonly used documents that users can send through Signatures. This article outlines how to configure letter builder settings, user permissions, and templates. See our Letter Builder Usage guide for information about sending templates 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. 

Info

Only System Administrators have access to the Account Management section.  

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.
   • Users with Admin permissions can deliver templates to clients, but cannot edit them. 
   • Users with Compliance permissions can edit templates and deliver them to clients. 
6. Click Update to save your changes.

Merge Fields

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

Info

Only System Administrators and Letter Builder - Compliance users have access to the Settings section.  

Manage

1. Click Settings in the left panel. 
2. Click Merge Fields. 
3. Type into the Search field to locate a specific merge field.
4. 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. 

Structure Manager

The Structure Manager allows you to customize the order in which items appear when using the Make a Custom Letter feature. You can also edit item descriptions and associated tags. See our Letter Builder Usage guide for information about that feature. 

Info

Only System Administrators and Letter Builder - Compliance users have access to the Settings section.  

Navigation

1. Click Settings in the left panel. 
2. Click Structure Manager in the left panel. 
3. Click Search to search existing sections and categories. 
4. Click the Arrow to expand a section. 
5. Click a Section or Category to view details. 
6. Drag/Drop items to reorder how they will appear when making a custom letter. 
7. Click the Trash Can icon to delete a section. 

Add Section or Category

1. Click Add. 
2. Select Section OR
3. Select Category. 
   • Categories can only be added to the Scope of Service section. 
4. Enter a Name. 
5. Add Tags. 
   • Tags are used to identify and apply sections/categories when using the Make a Custom Letter feature.
6. Add a Description. 
7. Click Save. 

Edit

1. Click the Pencil icon next to a section. 
2. Edit the Name field. 
3. Edit the Description field. 
4. Edit the Tags. 
   • Tags are used to identify and apply sections/categories when using the Make a Custom Letter feature.
5. Click Update to save any changes. 

Paragraphs

The Paragraphs feature allows you to save sections of text that will be used in many different letter types. You can customize the paragraph templates. This paragraph text appears when selecting the associated tags in the Make a Custom Letter feature. See our Letter Builder Usage guide for information about that feature. 

Paragraph content can be added using the steps below or when creating templates. 

Important

Paragraph content must be created before the Make a Custom Letter feature can be used. 

Only System Administrators and Letter Builder - Compliance users can create paragraph content.   

Create Paragraph Content From File

See the Edit Template section below for a full overview of template editing options. 

1. Click Create New. 
2. Click Create your Library. 
3. Click Next.
4. Click Build your Library.
5. Upload a .docx file that contains your desired text.
6. Click Next.
7. Highlight the text you want to use to create a paragraph. 
8. Select a Section.
9. Select a Tag. 
10. Click Save.
11. Click the Plus icon to add and save more paragraphs (only available after clicking Save).
12. Click the Fields tab to add signature blocks. 
    • Place your cursor where you want to place the field, then click the field option.
    • See the Edit Template section below for a full review of editing options. 
    • Highlight these sections and click the plus icon to save them as paragraph sections.
13. Click Finish to save the paragraph content.

Edit Paragraph Content

1. Navigate to Content Library in the left panel. 
2. Click Paragraph. 
3. Click the Section to be edited. 
4. Select one or more templates to Delete. 
5. Click Edit to adjust the paragraph as outlined above. 
6. Click Delete to delete the template. 
7. Click the More menu to see additional options. 
8. Click User Tracking to see an audit of edits made to the paragraph template. 
9. Click Unlock to release the template for editing.
   • A template assigned to another user has a locked status. Templates cannot be edited by other users until they are unlocked.  

Save Template

Use this option to upload an existing .docx template. You can then edit and save the template for future use. See the Edit Template section below for a full overview of template editing options. 

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Only System Administrators and Letter Builder - Compliance users can create templates.  

1. Click Create New. 
2. Click Create your Library. 
3. Click Next.
4. Click Save your Template.
5. Enter a Template Name. 
6. Enter a Description. 
7. Click Next.
8. Upload a .docx template file.
9. Click Next.
10. Edit the template as outlined in the Edit Template section below. 
11. Click Publish to save the template and allow users with the appropriate permissions to send it. 
    • See our Letter Builder Usage guide for information about sending templates. 
12. Click Save as Draft to save the template in the Content Library with a status of Draft.
13. Click Send for Review to save the template in the Content Library with a status of In Review.

Create New Template

Use this option to create a template from scratch. See the Edit Template section below for a full overview of template editing options.

Info

Only System Administrators and Letter Builder - Compliance users can create templates.  

1. Click Create New. 
2. Click Create your Library. 
3. Click Next.
4. Click Create New.
5. Enter a Template Name. 
6. Enter a Description. 
7. Click Next.
8. Edit the template as outlined in the Edit Template section below. 
9. Click Publish to save the template and allow users with the appropriate permissions to send it. 
   • See our Letter Builder Usage guide for information about sending templates. 
10. Click Save as Draft to save the template in the Content Library with a status of Draft.
11. Click Send for Review to save the template in the Content Library with a status of In Review.

Stored Templates

The Templates section of the Content Library contains your saved templates. They can be edited, removed, and reviewed in this section. 

Info

Only System Administrators and Letter Builder - Compliance users have access to the Content Library.  

1. Navigate to Content Library in the left panel. 
2. Click Templates. 
3. Type into the Search bar to search for Template Names.
4. Click the Trash Can icon to delete selected templates.
5. Click Refresh to update any changes made to the report.
6. Click Edit to open the template as outlined in the Edit Template section below. 
7. Click Delete to delete template.
8. Click the More menu to see additional options. 
9. Click Description to view or edit the description. 
10. Click User Tracking to see an audit of edits made to the paragraph template. 
11. Click Unlock to release the template for editing. 
    • A template assigned to another user has a locked status. Templates cannot be edited by other users until they are unlocked. 

Edit Template

Once the Letter Builder template has been created, you can edit it before you publish. Below are some common editing tools that are available with this feature.

Info

Only System Administrators and Letter Builder - Compliance users can edit templates.  

Tools

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

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 the cursor on the area of the document where the 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 the cursor on the 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 the signature as required.
   • Signature fields will not be marked as required by default.
5. Click the Undo icon to undo the last action.