Overview

Letters is used in Citywide to create custom letters and/or documents with information that relates to a permit, planning or licence application. Custom letters can be generated and saved as a PDF to send to contacts as needed. 

To Add a Custom Letter

1. On the Home page, click Letters
2. Click +New Letter
3. Enter the Letter Name
4. Select from the drop down which Letter Module this will apply to
5. Select if the letter is Active: Yes or No
6. Modules: Using the  Yes or No toggles, select which module(s) this letter will 'show in'
7. Click Add

To Build a Custom Letter

1. From the list of letters added, click the pencil icon  on the applicable letter to build.
2. Using the various 'Tools', click and drag each selected tool icon as needed to the blank page on the right to include in the document:

Tool Icon	Tool	Description
	Add Page	To add multiple pages to your letter/document
	Input	To add a field where Citywide users can add specific input/text to the document before generating.
	Title	To add a page or document title
	Text Line	To add one line/row of text. This can also be used for automatic generated text based on the application. (ie. Permit/Licence number, issued date, property address, etc.)
	Paragraph	To add a paragraph with multiple lines/rows of text.
	Text Area	To add a text area. Citywide users can add specific text to the document before generating.
	Inspections	To include a list of inspections related to the application type.
	Contacts	To include the full list of contacts attached to the application.
	Single Contact	To include a single selected contact details.
	Divider	To add a divider line to the page.
	Thumbnail	To include a logo or image file stored in the database (Home > Client Profile).
	Sign/Date Field	To include a blank signature field or automatically generated issued date from the application.
	E-Signature	To include a user or client e-signature file stored in the database.
	Fees Summary	To include the summary table of fees based on the application type.

• Each tool has its own 'Details' tab that can be configured based on the needs.
• For example, the various text tools will allow you to customize the text details such as the label, value, custom value, position, font size and width.
• The 'value' drop down also allows for various details related to the application to be included on your custom letter. Values such as: Permit/Licence #, Issued date and Work Fields.

• When 'Work Field' is selected, you can select the required Work Field you want to include on your custom letter.

• If using the 'Contacts' tool, you can 'hide details' of the contacts' information - this won't include the contact(s) address, phone numbers and email addresses on the document.

3.  Configure the details of each tool selected on your custom document as needed.

4.  Once you are complete, click Save at the top left to save your custom letter.

Letter Actions

• To preview your custom letter, return to the letters list and click the preview icon to the right of the desired letter.
• To edit your custom letter, click the pencil icon .
• To create a copy of a custom letter, click the copy  icon.
• To delete a custom letter, click the delete  icon.

Sample Custom Letters

Below are samples of custom letters that can be created and generated in Citywide. In Figure 1. below, it shows a custom 'Building Permit' letter using the following tools:

• Title
• Text line(s) - for the automatically generated info based on the application (ie. Permit No., Date Issued, Construction Location)
• Text area
• Paragraph
• Inspections

Figure 1. Building Permit custom letter

In Figure 2. below, it shows a custom compliance letter using the following tools:

• Text line(s)
• Input
• Single Contact
• Paragraph
• Text Area
• E-Signature

Figure 2. Compliance Order custom letter