Steps:

1. Log into the system
2. Go to File Management module under "Add-Ons" section click on the "Outgoing Letters" link
3. Go to “Add Outgoing Letter” on the top left of the page
4. A list of all outgoing letters recorded in the system will be displayed.
5. To add a new letter, click on the Add Outgoing Letter button.
6. In the pop-up form, fill in all the required fields with the relevant information as below:

• Client: Select the appropriate client from the list provided.
• File: Choose the correct file under which this letter falls.
• Delivered To: This is the person or entity to whom the letter is being sent.
• Document Category: This defines the type or classification of the letter.
• Letter Name: This is the title of the letter you are uploading.
• Originator: Select the staff member responsible for sending the letter.
• Viewer(s): These are users who should have access to view the letter in the system.
• Upload a copy of the letter: This is where you attach the actual letter document.

How to Update an Outgoing Letter for Acknowledgement

This process helps you track who distributed the letter and whether an acknowledgement was returned by the recipient.

Steps:

1. Locate the specific letter you wish to update and click on the Action dropdown menu on the far right.
2. Select the Update option. This will open the previously filled outgoing letter form.
3. Scroll down and complete the acknowledgement section with the relevant details:
   • Staff Distributing – Name of the staff member who distributed the letter
   • Distribution Date – The date the letter was sent out
   • Acknowledgement Return Date – The date acknowledgement was received
   • Acknowledgement Returned By – Person who returned the acknowledgement
   • Acknowledgement Given To – Recipient of the acknowledgement

4. Once all the required details are filled in, click Update to save the changes.