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How to send Letter Responses for a Batch

Once cases have been added onto the batch, the next step is to send out the responses. For a letter response, cases are handled in a print run. A print run is a set of cases which will be collated into a single PDF document for printing. A user can only have one active print run, per batch response, to prevent sets of documents being mixed or lost. Follow the steps below.

1. In the workflow filter, all the cases with a reply preference of letter will be in the awaiting response stage. The start the process, click on the Create print run button.
2. Select what cases you would like to include in the print run. The default is those cases not in a print run.
3. Click on the Create PDF button. This will create a PDF of all the case response documents ready for printing. The Print Runs information appears.
   
   TIP Click on the Refresh link to view the final PDF response document, View PDFThe Print Run information will tell you when the print run was created, who it was created by, how many cases were in that print run and the status of the run.
   
   
4. On the workflow filter, the cases will move to the awaiting printing stage. The workflow will turn orange.
   
   NOTE If you would like to see details of the cases at each stage of the filter, click on the workflow filter that has a number on it. The number indicates how many cases are at that stage of the workflow. Once the response document has been printed, click on the Mark as sent link in the Print Runs section, then the OK button. The cases will move to the responded stage of the workflow filter.
   
   Click on the Refresh link once the cases have moved to the responded workflow filter stage. The Print Runs section will refresh.
   
5. The next step is to close the cases. On the Print Runs section, click on the Close cases link, then the OK button. Click on the Refresh link.
   
   NOTE The response can be seen at the bottom of the Case Details page under the Correspondence section along with the Case Close Details.