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Letter Maintenance - PM

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Update the status of letter requests.

Avatar PM > System Maintenance > Client Maintenance

Prerequisites:

  • There must be valid letter requests in the system.

  1. In the Flag Letters As field, select whether to flag letters as Sent, Not Sent, or Void.

  2. For letters to be flagged as sent, enter in the Letters Requested On Or After field the earliest date to search for letter requests, if any.

  3. For letters to be flagged as sent, enter in the Letters Requested On Or Before field the most recent date to search for letter requests. myAvatar will search for letter requests that fall between the date in step 2 and this date.

  4. In the the Date Letters Were Sent field:

  • for letters to be flagged as sent, enter the date the letters will be sent

  • for letters to be flagged as not sent, enter the date the letters were marked as sent

  1. For letters to be marked as void, in the Void Letters Flagged As field, select the status of the letters to be voided.

  2. For letters to be marked as void flagged as not sent (in step 5), in the Void Letters Requested On field, enter the request date for the letters to void. myAvatar will filter the search for letters requested on this specific date.

  3. For letters to be marked as void flagged as sent (in step 5), in the Void Letters Sent On field, enter a specific date for the letters to void.  myAvatar will filter the search for letters sent on this specific date.

  4. Select the Language(s) of the letters to filter for.

  5. Select the Type(s) of Letters Sent to filter for. Letter types are stored in a dictionary in the database. Authorized users can right-click in this field to define letter types.

  6. In the Default Letter Requests As field, select whether the search results should be Selected or Not Selected by default. If Selected is chosen, all of the results will be already selected when Select/View Letter Requests is clicked in step 11, to save time.

  7. Click the Select/View Letter Requests button to review the letter requests fitting the search criteria. Select or deselect letters as necessary, then click OK.

  8. Click File to record the changes.