Letter Library

Your Letter Library lists the documents you have integrated with your ViewPoint database. Use the Letter Library to create and edit documents, categorize documents, specify who receives this type of document, and indicate the printed output and email requirements for the document.

How to Get Here

You can open this feature in multiple ways: Use the method that's most convenient for you.

ViewPoint Shortcut Menu - Forms >

Letter. (Or, press Alt+O on your keyboard to open the Forms options.)

Choose Your Settings

View / Hide Inactive Documents

Enable or disable the

Display inactive documents option at the bottom of the list to toggle whether to include inactive documents in the list. You flag documents as

Inactive in the document properties, described below.

Document Color-Coding

The Letter Library lists the names of the merge documents you have imported into your system, color-coded green , orange, blue, red, or yellow according to their functionality.

Active / Inactive Documents - Most documents will have either a green icon, indicating they are active and ready to use, or an orange icon, indicating they have been flagged inactive in their Properties window.

Missing Documents - Merge documents in your Letter Library whose document name and/or file path are not found or not accessible to this workstation have either a red icon, indicating they are flagged active in their Properties window, or a blue icon, indicating they are flagged inactive.

Legacy Documents - Merge documents in your Letter Library that have not yet been converted to your ViewPoint 11 database will have a yellow icon. (Use Data Tool (142) - Convert Merge Documents to batch-convert all of your legacy mail merge documents to the ViewPoint 11 database format. If you choose not to run the conversion data tool, each letter will be converted automatically the first time you merge it with ViewPoint. See "Batch-Convert Legacy Letter Library Documents" for details.)

Edit Documents

Click a document name, then click

Open in the Letter Library toolbar to go to your word processor, with the document opened and your mail merge integration enabled. Or, if you launched the Letter Library from the Tools & Utilities menu, you can click the Edit button at the bottom of the window, or double-click the document name. You can edit the text of your mail merge letters, and use mail merge tools to help personalize the documents even further. When you save the document and exit your word processor, you return to the Letter Library where you can define the rest of the document properties, described below. (If you decide you do not like the changes, you can restore your document to a previous version with the Letter History button, described below.)

Create a New Document

Click

New to go to your word processor with a blank page open, You can edit the text of your mail merge letters, and use mail merge tools to help personalize the documents even further. When you save the document and exit your word processor, you return to the Letter Library where you can define the rest of the document properties, described below.

Mail Merge Tools

Use mail merge tools such as variables and patient images, to personalize the correspondence you generate with ViewPoint. Tell me more...

Document Properties

Click a document name, then click

Properties to review or change how this document merges with your ViewPoint data, or to import new content into this document.

Description - This is the document name that appears in the Letter Library: Each document must have a unique description.

Type - The Type document property determines the nature of the data to be merged with your letter. Note that this property works with the Email To property to determine which correspondence history (or histories) will receive a copy of the generated merge document. Tell me more...

Email To - (Not available for all document types.) Use the "email to" property to select the address to use when you send a mail merge document via email. Choose "to type" if you want to use the email address that matches the document type property (for example, if the document type is Patient, and you want to send the document to the patient's email address). In addition if the document type is Patient, Responsible Party, or Contract, and the "email to" property is something else, such as Dentist or Referrer, mail merge will record the generated document in the correspondence histories of both the patient and the party specified in the email to field.

Inactive - Enable the Inactive document option for merge letters you do not need to use anymore.

Attach Images - Enable the Attach Images option to include any merged patient images as individual attachments to email messages. While images are not included in the body of the email message, they are always embedded in the .PDF file attachment. (If the document does not use any patient images, this option is ignored during the merge.)

Import - To replace an existing merge document with a different document, click the Import button at the bottom of the document's Properties window, then navigate to the document you want to import. Your original document will be overwritten by the newly imported document.

Import New Document

Use the

Import icon from the Letter Library toolbar to import an individual Ortho2 merge document, a merge document that another ViewPoint user has shared with your, or a letter that was not created from within the mail merge integration into your Letter Library database. See "Import a Merge Document" for details.

Letter History

Click the

Letter History icon from the Letter Library toolbar to review a list of revisions made to the selected merge document. You can select a document from the list, and click Preview to see the letter as it was at that point in time, and click Restore to return the document to the selected state.

More Information

Batch Import Standard Mail Merge Documents - Run Data Tool (101) - Import Merge Documents to import one or more standard Ortho2 merge documents into your Letter Library database. See "Import Standard Mail Merge Documents" for details.

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