1. Send the communication by post and/or email using a template.
   
2. Send the communication by email without using a template.
3. Generate the documents without sending them, and make them available in the Web Portal if needed.

Before generating or sending the documents, the Preview PDF and Use Ad-Hoc Template options may be useful, as described here.

Sending the Communication Using a Template

1.  Click Print/Send:
   
   
   
   
2. A window will open allowing you to attach additional files to your communication:
   
1. Click OK to continue without adding files.
   
2. If you do want to attach files:
1. To attach a file, click Add.
   
2. To remove a file, click Remove.
   
3. Click OK when you're done.
   
   

1. A progress bar will appear:
   
   
   

1. A pop-up message will appear. Don't click OK yet:
   
   
   
   
2. The Word template opens in the background. Click its icon in the taskbar to bring it forward.
   
   
3. Review the template and make any necessary adjustments.
1. You can add more text and mail merge fields, just like when  creating a template. 
   
1. Learn more about adding mail merge fields here and here.
   
2. For multiple recipients:
   
1. Use the arrows in the Mailings tab to navigate between them.
2. Click Find Recipient to search for a specific client:
   
   
   
   

When copying and pasting text, ensure it's in plain format. If copying from another source, first paste it into Notepad to remove hidden formatting, then copy it back into the template.

1. When ready, return to the pop-up and click OK.
   
1. Click Yes on the next prompt that appears:
   
   
   
   
1. The progress bar will show both the number of prints and emails, along with the stages of the process.
   
1. Once complete, a pop-up message and the progress bar will confirm the mail merge is done.
   
2. The batch number will also be shown:
   
   

1. Clients who have opted for email will receive their communication via email.
   
   
2. Clients who haven't opted for email will have their documents sent to your printer.
   
   
3. The communication has been sent and a copy is saved in the Letters Documents tab of the recipients' accounts.

If you added attachments and some recipients don’t use email, the attachments will be saved on the Letters Documents tab only if the system option "Document Mail Merge Save Attachments For Printed" is turned on.

1. Click Email/SMS (Note: SMS functionality is not available):
   
   

1. The Correspondence Wizard will open on the From screen.
   
1. Select the email sender: the email address set up in your CPL user or the company email address.
2. Select a signature from the Signature drop-down or type a custom one in the box below:
   
   
   
   
   
2. Click Next.
   
   
3. Add a subject, customise the email body and click Next:
   
   
   
   
   
4. Click the plus sign to add attachments (optional) or the minus sign to remove them. Click Next:
   
   
   
   
5. The first letters of the email addresses and client accounts to receive an email will appear as Queued. The total number of emails will be shown in the bottom-left corner. Click Finish to send the emails:
   
   
   
   

1. Click Yes in the pop-up to confirm you want to send the emails:
   
   
   
   
   
2. The system will begin sending the emails and Queued will change to Sent as each email is sent.
   
1. Once finished, confirm the "Correspondence complete" pop-up and click Finish:
   
   
   
   
   
3. The emails will be added to the Letters Documents tab of the relevant client accounts.
   
   

Generating Documents Only

To generate the documents without emailing or printing, click Generate Documents instead of Print/Send. The documents will be added to the Letters Documents tab of the relevant accounts: