Preparing Correspondence in the Correspondence UI Mashup

Starting a process set up for creating correspondence, opens the Correspondence UI Mashup with a form containing the controls necessary to compose, address, and send the correspondence.

Correspondence UI Mashup
Figure: Correspondence UI Mashup

Selecting the Correspondence Type

The default Type is selected based on the setting in the Configuration Panel. Please refer to chapter Configuring Correspondence for details on how to configure default Correspondence settings.

Figure: Select the Correspondence type

If you select the Email type, the Correspondence UI includes fields for formatting emails and faxes.

If you select the Print type, the Correspondence UI is optimized for creating letters that will be manually printed and mailed.

Setting Email/Fax Details

If Email is selected in the Type field, the Correspondence UI includes fields for formatting emails and faxes.

Specifying the Recipient

The recipient addresses must be specified for Correspondences that are send via email or fax. Correspondences are addressed in a familiar, email client-style interface. The To:, Cc: and Bcc: addresses may be selected from an address picker if any email addresses are exposed in the process data.

You can either specify the recipients by typing their email addresses directly into the To: entry field or by clicking the To: field to a select addresses from the address picker.

While entering an email address directly in the entry field, it will be checked for any in-data path that applies to an email format and matches the entered characters.

Enter email address
Figure: Enter an email address directly

If you like to open the address picker, click the To field.

Click to open address picker
Figure: Click to open address picker

The address picker is populated with email addresses found in the process data. To pick the recipient email address(es) from the address picker, click the email Id(s). The selected Id(s) appear above the address list. To remove an address that has been added, click it in the selected list.

Add Email ID
Figure: Add Email ID

If you select the Fax checkbox, the user fax is displayed and selectable as well.

Outbound fax functionality is supported by sending faxes to the SMTP gateway of supported third-party fax applications. Parameters for faxes, such as phone number of recipient are included in the fax address and sent to the fax application's SMTP gateway, which formats the faxes and sends them to recipients.

Select Fax
Figure: Select to include Fax Ids

Note: The fax must be addressed in the specified default format to be recognized in the address picker. Per default, the fax format is ^\(?[0-9]{3})\)?[-. ]?([0-9]{3})[-. ]?([0-9]{4})$, for example 111 222 3333. You can change the default format in the Configuration Panel, as described in section Setting the Fax Number Format of chapter Configuring Correspondence.

Select Fax Ids in the same way as descibed for email Ids above.

Selected Fax and email Ids
Figure: Selected Fax and email Ids

After closing the dialog with OK, the selected user mail address(es) and/or fax are added in the To section of the email.

Added email and Fax recipients
Figure: Added email and Fax recipients

If you start entering a process data path containing a valid Email address directly into the To entry field, all matching process data path values are offered in a drop-down menu.

Enter an Email directly
Figure: Entering an email address directly

If desired, click the Cc (Carbon Copy) and/or Bcc (Blind Carbon Copy) links in the upper right corner to specify additional recipients. The process is the same as for the To field.

Cc and Bcc fields
Figure: Adding Cc and Bcc recipients

Entering a subject

Enter a subject text in the Subject, which is required. The subject will be used in the naming of the email archive that is saved with the current context when the email is sent.

Using the Message Content Editor

The message content is composed in the HTML/rich text Message Content Editor, starting either from a blank canvas or from a predefined template. The message content may contain text, images, bar codes, tokens (tags), and other HTML elements. Style sheets may be leveraged to further enhance templates and create more elaborate business letters.

Alternatively, pre-defined files or templates may be appended to the current content when sending an email or fax to speed the creation of standard messages.

Compose the message content by dragging a template to the Content box or type the message content information directly in the Message Content Editor.

Tip: Using pre-configured templates is strongly recommended. Templates can contain tokens that are automatically replaced with information pulled from meta-data, which can greatly reduce the amount of time required to construct correspondence.

If desired, modify and format the message content using the formatting toolbars.

Figure: Message Content Editor

Using Message Body Templates

The Message Body Template Selector supports selecting a single template from a list of predefined templates (HTML or Text documents) which are stored in the document repository.

Correspondence templates are documents that provide content for a correspondence. They may contain text, images, variables and HTML elements. Templates are stored in the document repository and are accessible from the My Documents view in the Workflow Execution Perspective.

Click the Message link on the left side of the message content editor to open the Message Body Template Selector.

Open Message Body Template Selector
Figure: Open Message Body Template Selector

The Select Template dialog opens displaying a tree with available documents. Documents and folders are sorted alphabetically in this tree. Select a template and click OK.

Select Template
Figure: Select Template

The content of the template is added directly in the content editor and variables, images and signatures are replaced if values do exist. Please refer to chapter Using Templates for details.

Note that message body templates are restricted to HTML and Text documents only, whereas Attachment templates can be of any MIME type including Word documents.

Adding Attachments

Note that a suspend to the Correspondence Builder Activity removes any added Correspondence attachments from the UI, but the corresponding process attachments are maintained because they are on a different lifecycle.

Selecting Attachments from Process Documents

Attachments are generated from the templates selected by the user. One document is generated per template. You can load template files from the Document Repository in the Select Attachments dialog.

Click the Attach Icon icon to open the dialog and select templates directly from a list of documents.

Select Attachments
Figure: Select attachments from process documents

The dialog supports template selection from:

Note that attachment templates can be of any MIME type including Word documents.

Attachments are appended to the main correspondence letter so that the generated letter and any attachments are stored as a single file when saved. Attachments will be printed, send by fax, or mailed along with the main correspondence letter.

Uploading Process Attachments

The Upload Attachments link launches the Web browser File Upload dialog, where you can upload a document that should be added as correspondence attachment to the correspondence currently edited or created.

Figure: Upload Attachments Option

Dragging and dropping Process Attachments from the local File System

You also have the option to drag a process attachment from your local file system and drop it onto the Process Attachments field.

Drag and Drop
Figure: Dragging and dropping a process attachment from the file system

The dragged and dropped document is then listed in the process attachments list.

Drag and Drop
Figure: Document added to the Process Pttachments list

Removing Attachments

To remove an attachment from the Attachments list, click the x icon beside its file name.

Remove Attachments
Figure: Removing Attachments

Converting Attachments to PDF

An option to convert the attachments to PDF is provided. If you select this option, all attachments with a supported MIME type will be converted to PDF. The following MIME types are supported:

All other files will be copied to folder correspondence-out-x in their original format.

Convert to PDF
Figure: Convert to PDF