Create a Correspondence (Word Correspondence)

By Xelence Documentation posted 05-07-2024 04:01

Introduction

This process creates an HTML file to map all the bookmarks in the Word template to the application data. This is how the application can populate the correspondence with targeted values. It is similar to doing a mail merge.

When you create the HTML file, Xelence automatically creates the linked Word template where you can enter the text of the correspondence.

Prerequisites

The maintenance form you want to generate the correspondence from must already exist.
The entity must already exist.

	Quick Steps
1	Click the Create New Item icon, then select the Object Type
2	Enter the details, then click Finish

Detailed Steps

Step 1. Click the Create New Item icon, then select the Object Type.

This opens a drop-down list from which you can select an object to begin its item wizard. The item wizard creates an HTML file.

Step 2. Enter the details, then click Finish.

The important properties are:

Name: Programmatic name of the correspondence file. Xelence will create a .docx file with the same name.
Description: Plain text description of the file that users can use to identify it.
Entity Name: Name of the entity whose data the correspondence uses.
Portal Name: This is a starting point or gateway to other resources.
Folder: This is where Xelence will save the file. You must select an existing folder. If the folder you want to use doesn't exist, you can create a new folder in the Solution Explorer.
Resources: Security property that determines which users can access the correspondence.
Master Template: Base template for the correspondence.
Online Flag: If checked, it allows users to generate the correspondence through the application. It is checked by default.
Header Template: Pre-defined template for the correspondence's header.
Footer Template: Pre-defined template for the correspondence's footer.
Recipient Field: This is an optional field. It stores the correspondence details in the correspondence tracking table. If left blank, the table uses the entity object.
Recipient ID (Field): This is an optional field. This is the ID field value from the object from the Recipient Field.
Recipient Name (Field): This is an optional field. This is the name field from the object from the Recipient Field.
Recipient Address ID (Field): This is an optional field. This is the address ID field form the object from the Recipient Field.
Associated Forms: Forms the user can generate the correspondence from.

The Associated Forms properties are:

Form Name: Specifies the form the correspondence is generated from.
Form Entity: Specifies the entity associated with the form. It populates automatically.
Target Entity: Ad hoc form entity that is not the same as the entity you are basing the correspondence on.

Also, The Master/ Header/ Footer template can be viewed from the Tools menu, Correspondence Templates option.

Make sure that the Online flag is checked. When you click Finish, Xelence closes the wizard and creates the correspondence and .docx template file. You must configure the correspondence before you can use it.

What are the improvements over S3 Version 6?

Previously, a correspondence template record was created using the Communication Template Lookup screen followed by creation of Correspondence XML file. Now, with Xelence, the process is made simpler, and the correspondence template record gets automatically created when you create the Correspondence HTML file. In this way, the process of creating a correspondence is simplified.

Map Bookmarks and Link the Word Correspondence to the Maintenance Form

This post is part of the Word Correspondence topic. Click here to open the Word Correspondence Overview

#Communications

#WordCorrespondence

#Xelence

1 comment

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Comments

Mahadev Birajdar

08-01-2023 08:47

Currently we are using XDS Version 7.0.0.727 and Fwk Version 7.0.0.267,

but above Correspondence option not showing while click on + icon.

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