How to edit a decision letter template

Nintex Drawloop is used to mail merge templates.  Letter templates are created in Microsoft Word by using a Field tagger that inserts specially formatted field names from the Admissions Application objects into the template.

• Creating a new decision letter template
• Editing an existing letter
• Replace or Add Merge Fields
• Notes Regarding EMBA Letters:
• Replace the new file on the existing DocGen Package/DDP
• Create a new document (for brand new letters)

IMPORTANT: any changes to the DocGen Package Name or Delivery Options (Name, Output filename, etc) will require changes to the decision letter automation, including the Targeted Decision Letter Name flow.

Creating a new decision letter template

To setup a new decision letter with new criteria for publishing, the process setup requires three steps:

1. Creating a decision letter template which can be created using an existing letter with these instructions
2. Setting up a DocGen Package/DDP which can be c
3. Setting up workflow processes that use criteria to generate the letter as needed (This can be done by the Salesforce team)

Important

Please work with the Salesforce team by creating a service request if you are looking for a new decision letter with new criteria for publishing.   An example of a new letter would be a new scholarship that requires an offer letter specific for it / it doesn't exist already.

Editing an existing letter

Existing decision letter templates are located in the 'Documents' section, 'Admissions' folder of SalesForce. You are required to be in SalesForce classic  (no lightning ) in order to access that section.  Here are the steps to retrieve an existing letter.

1. Switch to Salesforce Classic.
   
2. Click on the plus sign in the tab bar
   
3. Find the link for Documents
   
4. In the documents tab, select the Admissions folder

5. Find the letter you wish to edit.  To retrieve an existing Word document/template for edits, click the 'View' link to the left. This will download the Word document to your specified downloads location of your PC (this could be your desktop or something like a downloads folder within your documents folder).

6. Open the Word document letter template and make any text changes (this does not include merge field changes, see the next section for those steps)

Web Accessibility

The University requires that all documents accessed on the web meet web accessibility standards.  All Word documents must have a Title and alt tags for all images.  

Replace or Add Merge Fields

Now that you have the letter, content is added/edited and you've marked the areas where you need to merge a field (or not, not all edits require you to change merge fields), you are ready to start merging and replacing the old letter with the new.

1. Switch back to Lightning (Woah ,Doesn't that feel better?!)
2. Click on the app selector and search for "Loop".  Click the 'DocGen Packages' tab
   
3. Open the DocGen package from the list that you are working on
   
4. Select the Field Tagger icon in the top right corner
5. Select the Main object you want to use.  In this case, Admissions Application.
6. In the Field Tagger, make sure the document type selected is Word/PowerPoint
   
7. The list of fields are on the bottom of the page.  Find the field you want to insert into your document.  Copy the "Tag" field and paste it into your document.
   
8. Paste it into your document but make sure you have a blank space before/after the merge field, period for end of sentence, etc. if applicable. 
   
   
   
   
9. If this is an edit to an existing letter, save your changes.  If this is a new letter, save as a new field name and skip to Create a New Document below.

Notes Regarding EMBA Letters:

EMBA decision letters have more types of different contingency reasons with numerous combinations of them.

To accommodate that need without creating a Word template for each combination, formula fields were created that unlike the 2YR letters which just produce a word or two in the merge field, will create an entire paragraph based on field data of the application.

These formula fields are prefixed with 'EMBA Decision':

Replace the new file on the existing DocGen Package/DDP

Now you need to replace the old letter with the new in the documents folder.

1. Switch to Classic, find the documents tab and click on the name of the file you want to replace
   
2. On this screen, click the 'Replace Document' button

   10.  Click 'Choose File' and navigate to the folder where your new letter is and select it. Finally click 'Replace Document'

   11. Download the letter again to verify that the document has been replaced. This concludes the steps to editing a decision letter please refer to How to render a Letter link to test the letter.

Create a new document (for brand new letters)

New letter templates require an upload to the Documents section of Salesforce. Specifically the Admissions folder. From 'Documents' click 'New'. Refer to the screenshot

1. Switch to Salesforce Classic.
   
2. Click on the plus sign in the tab bar
   
3. Find the link for Documents
   
4. In the documents tab, select the Admissions folder

5. 

6. Click on New Document
   
7. Add information about the new document. 
   1. Follow the naming conventions 'Admissions Decision' Decision Program' ex. Admissions Decision Denied Metro
   2. Don't enter anything into Document Unique Name, that will populate for you
   3. Choose Your File and upload
8. Click Save
   

Since this was a new letter, Provide the name or link to the document to the Salesforce team in a service request to finish setting up the DocGen Package/DDP and the Workflow criteria for the new letter.