Letter Builder Usage

Letter Builder allows firms to save and store commonly used documents that users can send using Mail Merge through Signatures. See our Letter Builder Setup guide for information about creating and saving letter and paragraph templates. 

Please note:

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

Send Template

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

Info

Users with System Admin or Letter Builder - Compliance permissions can edit the final letter before delivery if needed. See our Letter Builder Setup guide for information about editing letters. 

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. Click Save as Draft to continue processing later. 
   • The letter appears in the Letter Creator section with a Draft status. 
8. Click Send for Signatures to begin the delivery process. 
9. Click Proceed to Signatures.
   • A new tab opens in Signatures with additional steps, and the batch is available in the Draft section.
   • Continue to the Process Batch section below. 

Make a Custom Letter

Use saved paragraph content to create a custom letter. 

Important

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

See our Letter Builder Setup guide for more information about creating paragraph content. 

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

Info

Users with System Admin or Letter Builder - Compliance permissions can edit the final letter before delivery if needed. See our Letter Builder Setup guide for information about editing letters. 

1. Click Create New.
2. Click Create Custom Letter. 
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. Select the Service to be provided. 
8. Click Next.
9. Select what Type of planning or preparation you are providing. 
10. Click Generate.
    • If multiple paragraph options are found for your selections, you are prompted to choose which paragraphs to use.  
11. Review the created letter. 
12. Click Delete to remove sections as needed. 
13. Click Next.
14. Click Save as Draft to continue processing later. 
    • The letter appears in the Letter Creator section with a Draft status. 
15. Click Send for Review to save the template in the Content Library with a status of In Review.
16. Click Send for Signatures to begin the delivery process. 
17. Click Proceed to Signatures.
    • A new tab opens in Signatures with additional steps, and the batch is available in the Draft section. 
    • Continue to the Process Batch section below.

Letter Creator - Process Draft

The Letter Creator dashboard displays draft letters. You can continue processing the draft, delete it, review edits made, or unlock the item for editing. 

Info

Users with System Admin or Letter Builder - Compliance permissions can edit the final letter before delivery if needed. See our Letter Builder Setup guide for information about editing letters. 

Resume

1. Click Letter Creator in the left panel. 
2. Click Resume in the Actions menu.
3. Click Save as Draft to continue processing later. 
   • The letter appears in the Letter Creator section with a Draft status. 
4. Click Send for Review to save the template in the Content Library with a status of In Review.
5. Click Send for Signatures to begin the delivery process.  
6. Click Proceed to Signatures.
   • A new tab opens in Signatures with additional steps, and the batch is available in the Draft section. 
   • Continue to the Process Batch section below. 

Additional Options

1. Click Letter Creator in the left panel. 
2. Click Delete to delete the draft. 
3. Click the More menu to see additional options. 
4. Click Description to see the draft description entered by the creator. 
5. Click User Tracking to see an audit of edits made to the paragraph template. 
6. 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.  

Process Batch

The landing page provides 4 more steps to process the letter for a batch. The new batch can also be found in the Draft section in Signatures. 

UploadReviewSetupSend

1. Click Download CSV.
   • A custom CSV template is downloaded.
2. Open and fill the CSV columns.
3. Drag/drop or click Choose File to upload the CSV.
4. Click Next. 

1. Review the email addresses for each client.
2. Click Preview to preview a PDF file of the document.
   • Signer fields are not 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 in which each person signs.
3. Select from Saved Messages or create a custom one.
4. Check Require Access Code to require authentication before signers can access the document.
5. Click Save & Close to save as a Draft OR
   • See our Send for Signature article for more information about the Draft section.
6. Click Send to send to all recipients.

All recipients now appear on the Signatures Delivered report.