Templates can be using in applications to auto-populate notices using application information. 


Generating a Notice


STEP 1: Open a notice

Letters are populated from inside an application. 

  • Open an application.  
  • Click Notices at the bottom right corner of the window. A list of letters and notices approved for use in PD applications display.





STEP 2: Preview a letter to verify it is correct and complete. 


  • Click Preview at the top right of the window.
  • Open the file when prompted or when download is complete. The letter opens in a PDF populated with application data.


STEP 3: Generate a letter when it is complete to add it to the application. 

  • Click Generate All at the bottom left of the window.
  • Open the file when prompted or when download is complete. The letter opens in a PDF populated with application data.
  • Click Exit and Save.


Note: If you exit the application without saving it, the letter you generated will not be saved to the application.


Useful Notes:


Updating an existing Notice


Uses:

When a change(s) is made to the letter template in the Setup and you want to apply that new template to an application where the letter already exists.

When a change(s) is made to the letter manually and you want to revert back to the letter template.

  • Open the permit application.
  • Go to the Notices tab.
  • Click on the Notices button at the bottom left.
  • Select the Notice you would like to generate and click OK
  • Select the option on the top right where it says "Tokens"
  • Click the button at the bottom that says "Load Original"
  • allow it to refresh and load the most current version of the letter template.
  • Click the "Save Template" button
  • Click Exit
  • When you open the generated notice you should see the new version.


Translation: Translated versus Tokens

The PD html letter editor provides flexibility to the user to modify and save modifications to a letter in an application.

  • Translated: Displays the letter with the tokens translated in order to see how they populate.

    • It is possible to modify the letter in Translated translation, but not to save the changes.
    • If the information displaying for one of the tokens is incorrect, return to the application and update it. Tokens pull data from the PD database.



  • Tokens: Displays the letter with the tokens untranslated.
    • It is possible to modify the letter in Tokens translation, and to save the changes. This can be useful when adding a custom paragraph(s).

    • Enter the letter modifications.
    • Click the Save Template button.
    • The change(s) will only be saved to the letter in the application, not in the Setup. To make a change(s) to the letter template to apply to all future letters, navigate to the Setup and update the letter template. 
    • Once you save the letter and the application, you can close it and open it up at a later time.


Copy a letter to a third party word processor

  • For some letters, such as advertisements, there is a preference to have a copy in a word processing format so that it can be edited outside of PD.

  • Right click in the application letter and select Select All. 

  • Rick click on the highlighted text and select Copy. 

  • Open your word processing software and create a new document. 

  • Right click in the new document and select Paste. The formatting should be maintained and can be saved for future use. 

  • To create a copy of the letter copied to the word processor, either Generate All to create a PDF in the application or attach the word processor version to PD.