Customize Smart/Simple Letter Paragraphs

Issue:

How Do I Change the Paragraphs on my Smart or Simple Letters?

Directions:

Smart Letters and Simple Letters share the same paragraphs so changing the paragraphs in one will change them in the other. So it is best to use Simple Letters to preview your customizations even if you normally use Smart Letters to actually print your driver letters.

To customize the letter paragraphs go to the Reports page and click on Simple Letters to select it. Then in the left side of the page click Advanced. At the bottom click on the Paragraphs tab.

Each paragraph is used in different areas of the letter. You will see in the Violation paragraph that it includes [DriverName] in the beginning. That is the correct way to use the field designators.

There are several special field designators that can be used in the letter paragraphs.

The brackets [] around each entry are required. The designators are replaced by the data values for that field when the letter is printed. You can include any of these field designators in any of the paragraphs. Although they make more sense in some paragraphs than others.

Most of the items relate directly to information assigned on the Drivers page.

After you have made the desired changes to a paragraph you must click the Save button on the page. You can then Preview the letters to see your changes.

Fields:

Designator Description Notes
[CompanyName] Name of company
[RegionName] Name of region the driver’s terminal belongs to
[TerminalName] Name of the terminal driver is assigned If driver not assigned to specific terminal first in list will show.
[YearsEmployed] Calculated years employed Current date – Hire date
[Age] Calculated age of driver based on birthdate
[Manager] Manager assigned to driver or terminal manager
[ManagerTitle] The Manager’s title
[ManagerPhone] The Manager’s phone number
[UserName] The current user logged into RapidLog
[LetterStartDate] The start date for the date range the letter covers
[LetterEndDate] The end date for the date range the letter covers
[RequireLogsThruDate] The date the logs are required to be entered Missing Logs
[LookAsFarBackAsDate] The date to look for missing logs prior to [LetterStartDate]
[ExpireBeforeDate] Latest date to check for expiration dates
[Batch] The Smart Letter Batch
[GroupName] The group driver is assigned on Drivers page
[DriverName] The Driver’s name
[DriverFullName] The Driver’s full name
[HireDate] Driver’s hire date
[TermDate] Driver’s termination date
[DateHatched] Driver’s birthdate Feb 29 leap days may cause errors on non-leap years
[AnniversaryDate] Calculated from Hire date each year
[SSN] Driver’s SSN assigned on Drivers page Can be blank
[IDNumber] RapidLog ID number assigned on Drivers page Can be blank
[AltID] Alternate ID Number assigned on Drivers page Can be blank
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