Correspondence Configuration

The Correspondence Configuration screen allows you to configure the file formats to be used while uploading correspondence attachments, and options for sending, receiving and encrypting correspondence.

Steps to Configure Correspondence

1. Click Administration > System Configuration > Correspondence Configuration. The Correspondence Configuration screen displays as shown below:
   
   

2. Configure the fields described below per your agency's requirements.

   Field	Description
   Correspondence Configuration
   Default From Address for Email	The default email address for the sender. Select one of the two following options:   User Email: The electronic address of the logged-in user. or User Action Office Email: This option will be selected by default. When selected, displays the Send From field with the following options: User Action Office Email Address Only: The electronic address assigned to the Action Office. User Action Office Name/Email Address: The unique identifier for the Action Office and the electronic address assigned to it. User Name/User Action Office Email Address: The unique identifier for the user and the electronic address assigned to the Action Office.
   When Sending Correspondence, Send Document in	The standard format for sending documents. Select one of the following options: Native: The original file type of the document. The file type used is based on your agency's software requirements and client workstation access configuration. This option will be selected by default. TIFF-Single File: Tagged Image File Format is a widely supported format for storing images/graphics. PDF: Portable Document Format is the standard supported format for representing documents.
   When Sending Request for Documents, Send the Memo in	The standard format when preparing a memo for a Request for Documents. Native is the default option. Select one of the following options: Native: This is the original file type of the document. The file type used is based on your agency's software requirements and client workstation access configuration. TIFF-Single File: Tagged Image File Format is a widely supported format for storing images/graphics. PDF: Portable Document Format is the standard supported format for representing documents.
   Scanned File Format for Received/Sent Correspondence	The standard format for documentation sent or received by or from a scanning device. Select one of the following options: PDF: Portable Document Format is the standard supported format for representing documents. This option will be selected by default. TIFF: Tagged Image File Format is a widely supported format for storing images/graphics.
   Max Allowed Email Attachment Size*  (Enter 1 to 99 MB. Verify agency max. size to avoid conflicts)	The maximum file size of email attachments.
   Global Address List Display Count*  (Enter 0 to retrieve All/Max value is 9999: May take extended time to load)	The maximum number of addresses that can be displayed on the Global Address List.
   Auto Save Correspondence every "X" minutes during active Customize & Save session based on user preference.*	The frequency (in minutes) in which correspondence will automatically be saved during an active "Customize & Save" session.
   Prompt User to Send Correspondence after Request Creation	When this checkbox is selected, the system will prompt the user with the option to send correspondence to the Requester after creating and saving a Request. The Send Correspondence screen will automatically be displayed after a Request is created.
   Encrypt Correspondence	This option allows for added security for accessing and viewing correspondence stored on the file server. When this checkbox is selected, the content of correspondence will only be displayed to licensed users. Otherwise, correspondence content will be available for users with access to the file server.
   Correspondence Delete (Special Access or Delete Permissions Required)
   Correspondence Delete (Special Access or Delete Permissions Required)	The contents of the Correspondence Log can be updated so that only applicable correspondence is maintained. Select one of the following options to delete from the Correspondence Log: Mark as Delete: The system tags documents in the Correspondence Log for deletion, but the correspondence is visible and remains in the log with "Delete" as the status. Permanent Delete: The system removes correspondence in the Correspondence Log.
   Configure Allowed Correspondence Formats
   Configure Allowed Correspondence Formats	When selected, allows you to specify which file types users can upload into the Correspondence Log and that are accepted by your agency. This feature may require input from your agency's IT Security team in order to restrict any potentially dangerous file types such as .exe.    Select the checkboxes next to the File Formats you want to allow.    To add a new File Format, follow the Steps to Create a New File Format described below.

3. Click Save. A confirmation message displays as shown below.
   
   

4. Click OK.

Steps to Create a New File Format

1. Click Add New. The Configure Allowed Correspondence Formats section displays as shown below.
   
   

2. Enter a File Format and its corresponding Extension.

3. Click Save.

(!!) Note: The screen will display a message if a file type already exists in the list. Click Back to return to the Correspondence screen.