DocView Capture
Return letters go with every document sent back to its owner. Letter templates decide how they look and what they say. A template is either:
- Designed in DocView Capture: your letterhead as a PDF with the letter written over it, the address placed for the envelope window, the wording, a QR code and a footer, with the letter shown as you go. Letters print as PDF.
- Word: a Word document (.docx) of your own, with fields such as
{{ recipient }}where the values go. Letters are filled in and opened in Word to edit and print.
Open Booking Settings › Letter templates. A template is not tied to one client: one template is the default for every client, and you can give any client another one. Without any template, letters use the standard layout and the text under Returns and postage.
Design a template
- Click New designed template and give it a name.
- Upload your layout: your letterhead as a PDF (A4). Its first page is printed under every letter, and its second page, if it has one, under the following pages.
- Choose where your address goes: top right, top left, or not at all when it is on the letterhead.
- Place the recipient's address for your envelopes. The default (50 mm from the top, 22 mm from the left) fits a DL window envelope.
- Set where the text starts (mm from the top) and the room kept at the bottom for your letterhead's footer. The letter is made smaller, down to 7 pt, until it fits in that room; only a very long letter goes on to a second page.
- Set the margins, the text size and the colour of the heading and rules.
- Write the letter. The first line after "Dear …" is printed as the heading. Fields are filled in for each letter (see the list below);
{{ for item in items }}- {{ item }}{{ end }}lists what is returned. - Choose a QR code if you want one: the return reference, the document number, the client's reference, the batch, the box or the tracking number, or any text with fields. Set its place and size in mm. Scanning it tells you which return or document a letter is about, for example when it comes back undelivered.
- Add a footer (company number, VAT number) if your letterhead does not have one.
The Preview beside the form shows a sample letter on your letterhead and refreshes as you type. Save keeps the template.
Give clients their template
Under Clients given this template, tick the clients whose letters use it. A client has one template, so ticking it here takes it off another template. Every other client gets the Default template: tick Default on the template, or choose it under Returns and postage › Return letter, where you can also go back to the standard letter.
A Word template
- In Word, write the letter on your letterhead and type the fields where the values go, for example
Dear {{ recipient }},. An address field put on a line of its own becomes several lines. - Click New Word template, name it, and upload the document. DocView Capture checks that every field exists.
Fields keep the formatting of the text they are typed in. Fields in headers and footers are filled in too.
Fields
| Field | Value |
|---|---|
{{ recipient }} |
The owner's name |
{{ address }} |
The whole address on one line |
{{ addressLine1 }}, {{ addressLine2 }}, {{ addressLine3 }} |
The address lines |
{{ town }}, {{ county }}, {{ postcode }}, {{ country }} |
The rest of the address |
{{ reference }} |
The return reference(s) |
{{ documentNumber }} |
The document's number: its client reference, else the return reference |
{{ items }} |
What is returned (one per line in Word) |
{{ client }} |
The client's name |
{{ clientReference }} |
The client's reference |
{{ box }} |
The box the documents came in |
{{ batch }} |
The batch they were scanned in |
{{ date }} |
Today's date |
{{ sender }} |
Your name, from Returns and postage |
{{ tracking }} |
The tracking number, once there is a label |
{{ service }} |
The postage service |
Write, save and print a letter
On a return's page, click Write the letter. The client's template comes first and is chosen.
- Designed template or standard letter: the letter appears with its fields filled in. Change any words you need, then click Save and print. The letter is kept with the return as a PDF and opens to print.
- Word template: click Download for Word, edit and print the letter in Word, then upload the final letter (PDF or Word) with Save the letter to keep it with the return.
Print the letter on the return's page (and Print letters for many returns on the Returns page) prints the saved letter where there is one; otherwise the letter from the client's designed template, or the default.