New Communication Page

This page loads the Communications Editor after you have selected a communications template. Use the editor to compose and format communications that can be printed and sent to your internal and external customers.

Fields

The following describes the fields available in the New Communication page.

Field	Description
Work Item	Displays the name of the current work item.
Template Name	Displays the name of the communications template you selected from the Template List dialog.
Approval	Displays the type of approval needed with this communication: Always — Communications created with this template always require approval. Never — Communications created with this template never require approval. Modified — Communications created with this template require approval only if the communication is modified.
Printer	Indicates whether the communication will be printed. If the template requires printing, this field displays the print location. If the template does not require printing, this field is left blank.
Action	Lets you select an action to take on this communication. From the Action drop-down list, select an action and then click OK. Actions include: Submit — Submits the communication for the next stage of the process. For example, if the communication template requires approval, the Submit action sends the communication for approval. The Status column on the Communications Information page changes to Submitted for Approval. Approve — Lets you approve the contents of the communication. Reject — Lets you reject the communication. Rejected communications can be reworked and resubmitted later. You may want to add a memo to explain why the communication is being rejected. Cancel — Cancels the communication and places a "Cancelled" watermark on the page. The Cancel action requires a memo to describe the reason for the cancellation. After a communication is cancelled, no action can be taken on it. Note: While you can't take any actions on a cancelled communication, you can copy the contents from a cancelled communication and paste it into a new communication. Copy Letter — Lets you make a copy of the currently open communication. You can use the copy to create a new communication based on the original. This action is available only on communications that have a Printed or Completed status. When you select Copy Letter and click OK, the Communications Editor opens so you can edit and format the communication to suit your needs. Print — Prints to the printer indicated in the chosen template. Reprint-Local — Reprints the communication to the local printer. Reprint-Central — Reprints the communication to the central printer.
Memo	Lets you enter a memo for the communication. Default memos are created by XTRAC administrators and must be included when the communications template is created. If a communications letter is canceled, a memo is required to explain why the letter was canceled.

Buttons

Button	Description
	Performs the selected action from the Action drop-down list.
	Closes the New Communication page without saving any changes.

Communications Editor

The Communications Editor includes standard text editing tools that will help you to format and customize communications for your customers. Right-click in a blank space on a toolbar to activate a context menu. From the context menu, select which tool bars you want to be available in the Communications Editor.

Note: The tools that are available for use in a communication depend on how the chosen template was set up.

Tool	Description
	Select this tool to enter text into the body of the communication.
	Shows you how the communication will look when it is converted to PDF. By default, communications are opened in the Preview mode. If you need to edit the communication before selecting an action, click the Edit tool.
	Cuts the selected text and places it on the clipboard.
	Copies the selected text and places it on the clipboard.
	Strips any formatting that may have been placed on the copied text and pastes it into the body of the communication.
	Keeps any formatting that may have been placed on the copied text and pastes it into the body of the communication.
	Deletes the selected text from the communication.
	Opens the Find dialog and lets you search for a specific word or phrase.
	Erases the last change made to communication body.
	Reverts the effects of the last Undo action.
	Checks the spelling in the message body.
	Increases or decreases the size of the letter page.
	Displays information about the Communications Editor.
	Inserts a row in a table below the currently selected row.
	Inserts a row in a table above the currently selected row.
	Inserts a column in a table to the left of the currently selected column.
	Inserts a column in a table to the right of the currently selected column.
	Deletes the selected rows from a table.
	Deletes the selected columns from a table.
	Toggles selected text between bold and normal.
	Toggles selected text between italics and normal.
	Toggles selected text between underlines and normal.
	Aligns the text to the left margin.
	Centers the text in the message body.
	Aligns the text to the right margin.
	Aligns the text along both the right and left margins.
	Lets you create bulleted and numbered lists.
	Removes indentation from a paragraph.
	Indents the current paragraph.
	Toggles between hiding and showing the control codes.
	Inserts text into the body of the communication.
	Lets you insert a table into the communication body.
	Lets you insert an image into the communication body.
	Lets you save the communication as content that can be shared by other users.
	Lists the documents in this communication. If the letter includes enclosures, the enclosures are listed here.
	Displays tasks associated with the selected letter template. For example, if the letter includes a choice list, the letter will update based on the selections you make from the choice list.

Depending on how the letter templates are set up by an XTRAC administrator, the letter may include sections that cannot be edited (such as addresses and footers).