MENU

First: Create a Letter Template

  1. Click on the Search Icon
  2. Type in “Letter Templates” in the search bar
  3. Select “Letter Templates (Administration)” from the search results.
  4. This will bring up the Letter Templates list page. To create a new template, click the New icon.
    1. To edit a current template, click the link in the Template ID or Template Name column.
  5. This brings you to the Letter Template Detail screen. Enter the Template Name. This is also what you’ll name the corresponding document and corresponding screen. NOTE: When naming your template, ensure you don’t use any special characters except a hyphen (-). CalMHSA recommends the following Naming Convention:

<CountyName> Letters – Letter Name (Eg: Imperial Letters – Notice of Concern)

  1. Leave the Template Category blank for general letters.
  2. Write your letter. You can use the following tags for populating pertinent information dynamically.

 

ItemFormatNotes
{{ClientLastName}}Last 
{{ClientFirstName}}First 
{{ClientName}}First Last 
{{ClientDOB}}Mmm d yyyy hh:mmAM/PM 
{{ClientPrefix}}Text 
{{ClientAddress}}000 Street City, CA 00000

If the client has 1 address, it pulls this one. If multiple,

it pulls the one marked “billing”

{{CurrentDate}}Mmmm dd, yyyy 
{{CurrentDateTime}}Mmm d yyyy hh:mmAM/PM 

Note: CalMHSA will be updating and expanding this list.

  1. Once you’ve finished writing the letter, click Save and close.
  2. This takes you back to the list page. Note the Template ID for your letter template, as this will be used later.

Second: Create a Corresponding Document

  1. Click on the Search icon.
  2. Type in “Document Management” in the search bar.
  3. Select “Document Management (Administration)” from the search results.
  4. This brings up the Document Management list page. Click the New icon.
  5. This brings up the Document Codes Detail screen. In the Details section, set the fields below to the following values:

    1. Document Name: use the same name as the Letter Template Name in step 5 above View Document URL: CountyRDLGenericLetter View Document RDL: CountyRDLGenericLetter 
    2. Table List: TextDocuments
    3. Document Type: Letters
    4. Service Note: No Active: Yes Requires Signature: Yes Only Available Online: No
    5. Editable After Signature: Yes
    6. Regenerate RDL on CoSignature: Yes

Note: This will result in a pop-up window alert. Click OK

  1. In the Stored Procedure section, set the fields below to the following values:
    1. Stored Procedure: csp_CalMHSACountyGenericLetter_Get
    2. View: csp_CalMHSACountyGenericLetter_Init
  2. Click Save and close.

 

Third: Create a Corresponding Screen

  1. Click on the Search icon.
  2. Type in “Screens” in the search bar.
  3. Select “Screens (Administration)” from the search results.
  4. This brings you to the Screens list page. Click on the New icon.
  5. This brings you to the Screen Details page. Set the fields below to their corresponding values:
    1. Screen URL: \ActivityPages\Client\Detail\Documents\DocumentLetters.ascx
    2. Document: select the corresponding document name from step 10 above.
    3. Screen Name: use the same name as the document and letter template
    4. Screen Parameters: LetterTemplateId=xx instead of xx, use the template id you noted in 9 above
    5. Screen Type: Document Page
    6. Navigtion Context: Client
    7. Active: Yes
    8. Initialization: csp_CalMHSACountyGenericLetter_Init
  6. Click Save and close.
  1.  

 

Fourth: Make the Screen Searchable

  1. Click on the Search icon.
  2. Type in “Table Editor” in the search bar.
  3. Select “Table Editor (Administration)” from the search results.
  4. This brings you to the Table Editor screen. It will be blank when you first open it.
  5. In the “Table” field, select “Screens”. Note: You can also type this in to get to it more quickly.
  6. This will automatically populate some data in the next fields and start a query for you.
  7. Edit the query to match the following:
    1. SELECT TOP 20 * FROM screens where screenname like ‘%[enter your screen name here]%’ ORDER BY ScreenId Note the single quotation mark before and after the %. The screen name that you type in does NOT have to be exact, as this will run a query against similar names.
  8. Click Execute
  9. In the query results, find your screen.
  10. Scroll all the way to the right to see the last 2 columns on the table. In the “AllowedToOpenDirectly” column, enter “Y”. (default value is “N”)
  11. This will often clear the query results. To ensure your change was made, click Execute again. You can then find your screen, scroll to the right, and ensure the change was made.
  12. Click Close.

Fifth (optional): Create a Corresponding QuickLink

  1. Click on the Search icon.
  2. Type in “QuickLinks” in the search bar.
  3. Select “QuickLinks (Administration)” from the search results.
  4. This takes you to the QuickLinks list page. Click the New Icon.
  5. This takes you to the QuickLink Detail page. Set the fields below to their corresponding values: 
      1. QuickLink: use the same name as your letter, document, and screen from steps above Display As: use the same name as your letter, document, and screen from steps above Navigation Context: ClientThis takes you to the QuickLink Detail page. Set the fields below to their corresponding values: Parent QuickLink: Documents Screen: select the corresponding screen name from step 21 above
      2. Active: Yes Custom: No
  6. Click Save and close.

Sixth: Add Permissions to Appropriate User Roles

  1. Click on the Search icon.
  2. Type in “Role Definition” in the search bar.
  3. Select “Role Definition (Administration)” from the search results.
  4. This takes you to the Role Definition page. Follow the instructions on how to edit permissions: see How to Modify Permissions in a Role. Please note that you’ll have to do this for each role you want to give access to. You’ll also need to grant the following permissions in order for someone to fully access your new letter. If you did not create a QuickLink, you can ignore this permission type, as it will not be available for you.
Permission TypeParent
ScreensClient
Document Codes (Edit)* 
Document Codes (View) 
QuickLinks (optional) Client

*Note: If you do NOT want a user role to be able to create this letter, you can forgo the Document Codes (Edit).