Define Letter Series

A letter series is a group of letters that are automatically requested by the system and sent to the debtor at pre-determined intervals. If the debt is paid in full before the letter series is complete, the series is automatically stopped. A user must have permission to set up a letter series and save it in the system.

Completing a letter series requires several steps:

  1. Letters are pre-defined. Click here to learn how to define a letter.
  2. Define the Letter Series
  3. Assign the letter series to a debtor

 

Defining a Letter Series

Step 1: Navigate to Administration àCorrespondence àDefine Letter Series.

Step 2: Click + to create a new letter series.

Step 3: Enter a name for the letter series, and click OK.

Step 4: Select the account type(s) to which this letter series applies.

Step 5: Select the letter(s) for the series by clicking the cells in the “Letter Name” column and selecting a letter from the drop-down list.

Step 6: Enter an interval number for each letter.

  • The interval number for the first letter indicates the number of days that pass before the first letter is sent, after the letter series is assigned to a debtor.
  • The following interval numbers indicates the number of days that pass before the next letter is sent,.

For example, the series in the above image will send out “First Letter” one day after the letter series is assigned to a debtor. Then, thirty days later, “Second Letter” will send.  Thirty days after “Second Letter” is sent, “Third Letter” sends.

Step 7: Click Save Changes to save the series.

 

Defining a Perpetual Letter Series

A perpetual letter series is a special type of letter series which only sends one letter at a specified interval, with no end date.

Step 1: Navigate to Administration...Correspondence...Define Letter Series.

Step 2: Click Add to create a new letter series.

Step 3: Enter a name for the letter series, and click OK.

Step 4: Select “This letter series is perpetual”.

 

Step 5: Select the desired interval at which the letter sends.

  • Select “Monthly” to send the letter out on a specified date, every month.
  • Select “Quarterly” to send the letter out once per quarter.

Step 6: With either “Monthly” or “Quarterly” selected, select the day of the month on which to send the letter.

Step 7: Select the account type(s) to which this letter series applies.

Step 8: Select the correspondence to send out in the perpetual series by clicking a cell in the “Letter Name” column and selecting the letter name from the drop-down list.

Step 9: Click Save Changes to save the perpetual series.

Assigning a Letter Series to a Debtor


A letter series is assigned to a debtor in a variety of ways:

  • Automatically assigned to all new debtors entered into Revenue Results
  • Assigned by a Workflow
  • Manually requested  by a collector

Automatically Assigned to All New Debtors Entered
After a letter series is defined, it can be automatically assigned for all new debtors entered into the system.

Step 1: Navigate to Administration...Organization Setup

Step 2: Select the Correspondence node.

Step 3: Select “Automatically assign letter series to new debtors” to automatically assign the letter series to new debtors.


 

Step 4: Select the letters to assign to new debtors from the Letter series drop-down list .

Step 5: Enter the minimum balance required to assign the letter series.

Step 6: Select any statuses to exclude from being assigned to a letter series.  The selected letter series will not be assigned to any debtor with the status codes selected in this box.

Step 7: Click Save Changes to save the default letter series setting.

 

Workflow
Using a Debtor or Account workflow option you can set an action to automatically assign a letter series to a debtor based on certain criteria.

Step 1: Navigate to Administration...Workflow Rules.

Step 2: Click the Debtor tab.

Step 3: Click + to add a new workflow event.

Step 4: In the Add Event window, select “Wait x number of days from date of entry”, and click OK..

Step 5: In the Actions pane, click +..

Step 6: In the Add Action window, select “Request a letter series”, and click OK.

Step 7: From the Letter series drop-down list in the Action options pane, select the letter series.

Step 8: In the Conditions pane, select attributes and define criteria toapply the letter series to a debtor.

 

Step 9: Click Apply to save the changes and stay in this window, or Save Changes and Close to save the changes and close the window.

 

Manually Request the Letter Series
From a debtor’s folder you can manually assign a letter series to the debtor.

Step 1: Open the debtor to assign a letter series to.

Step 2: Navigate to Operations...Correspondence...Assign Letter Series.

Step 3: In the Assign Letter Series window, elect a letter series to assign to this debtor.

Step 4: Select the accounts to include in this letter series.

Step 5: Click Save Changes to assign the series to the debtor and close the window.

Main Support Line:

          
All Support Team Members (866) 684-7387 RR_Support@revq.com
Chris Stickney (Support) Ext. 5673 Chris.Stickney@revq.com
Angel Davis (Support) Ext. 5756 Angel.Davis@revq.com
Kellie Mendenhall (Trainer)   Ext. 5676 Kellie.Mendenhall@revq.com
Aaron Burge (Installation) Ext. 5710 Aaron.Burge@revq.com

 

Mailing Address

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