This article applies to:

Product: SafeSend
Subject: eSignature
Audiences: Staff

Letter Builder setup

Configure Letter Builder by enabling the feature, assigning user permissions, managing merge fields, structure, and headers and footers, and creating or editing paragraph content and templates.

Letter Builder lets firms save and store commonly used documents that users can send through Signatures. This article explains how to configure Letter Builder settings, user permissions, merge fields, structure, headers and footers, paragraph content, and templates.

note

This feature is available for customers in the SafeSend Premium Tier.

Turn on and grant user permissions

Before users can access Letter Builder, the feature must be enabled in My Company
settings and users must be assigned the permissions.

Activate Letter Builder

To make Letter Builder available to users with the permissions, turn it on in
My Company
settings.

note

Only System Administrators have access to the Account Management
section.

Select the Navigation Widget
.

Select Account Management
.

Select My Company
.

Locate Company Account Details
.

Select Letter Builder
.

Grant user permissions

note

A System Admin must grant users access to Letter Builder in the SafeSend User Management
dashboard.

Refer to User Group Definitions
for more information about the default user groups available for Letter Builder. If you don’t want to use a default group, you can create a custom group.

For bulk updates, use User Management
to bulk import or edit users.

Select the Navigation Widget
.

Select Account Management
.

Select User Management
.

Select Edit
next to the user.

Select a group with Letter Builder
permissions.

Users with Admin permissions can deliver templates to clients, but can't edit them.

Users with Compliance permissions can edit templates and deliver them to clients.

Select Update
to save your changes.

Merge fields

Merge fields let you view and add dynamic placeholders that can be applied to each template.

note

Only System Administrators and Letter Builder - Compliance users have access to the Settings
section.

Manage merge fields

Select Settings
in the left panel.

Select Merge Fields
.

Use the Search
field to locate a specific merge field.

Select a merge field to view its details.

Add merge fields

note

Custom merge fields can't be edited after they are created. They can only be deleted.

Select Add Field
.

Enter a Name
.

Enter a Description
if needed.

Select Save
.

Structure Manager

The Structure Manager controls the order in which items appear when using the Make a Custom Letter
feature. You can also edit item descriptions and associated tags.

note

Only System Administrators and Letter Builder - Compliance users have access to the Settings
section.

Navigate Structure Manager

Select Settings
in the left panel.

Select Structure Manager
.

Use Search
to locate existing sections and categories.

Select the Arrow
to expand a section.

Select a Section
or Category
to view details.

Drag and drop items to reorder how they appear when creating a custom letter.

Select the Trash Can
icon to delete a section.

Add a section or category

Select Add
.

Select Section
or Category
.

If you select Category
, note that categories can only be added to the Scope of Service
section.

Enter a Name
.

Add Tags
.

Tags are used to identify and apply sections or categories when using Make a Custom Letter
.

Add a Description
.

Select Save
.

Edit a section

Select the Pencil
icon next to a section.

Edit the Name
.

Edit the Description
.

Edit the Tags
.

Tags are used to identify and apply sections or categories when using Make a Custom Letter
.

Select Update
to save your changes.

Headers and footers

Headers and footers are stored in a central library, so you can reuse the same header or footer across templates and letters.

Open the Headers and Footers
library.

Create a new header or footer, or select an existing one.

Apply it to a template or an individual letter.

Paragraphs

The Paragraphs feature lets you save reusable text sections for different letter types. Paragraph content appears when users select associated tags in the Make a Custom Letter
feature.

Paragraph content can be added through the following steps or while creating templates.

note

Paragraph content must be created before the Make a Custom Letter
feature can be used.

Only System Administrators and Letter Builder - Compliance users can create paragraph content.

Create paragraph content from a file

Refer to Edit Template
later in this topic for a full overview of editing options.

Select Create New
.

Select Create your Library
.

Select Next
.

Select Build your Library
.

Upload a .docx
file containing the text you want to use.

Select Next
.

Select the text you want to use to create a paragraph.

Select a Section
.

Select a Tag
.

Select Save
.

Select the Plus
icon to add and save more paragraphs. This option is available only after you select Save
.

Select the Fields
tab to add signature blocks.

Place your cursor where you want the field, then select the field option.

Refer to Edit Template
later in this topic for more editing options.

Select the sections and select the plus icon to save them as paragraph sections.

Select Finish
to save the paragraph content.

Edit paragraph content

Go to Content Library
in the left panel.

Select Paragraph
.

Select the Section
to edit.

Select 1 or more templates to delete if needed.

Select Edit
to update the paragraph.

Select Delete
to remove the template.

Select the More
menu to view additional options.

Select User Tracking
to review an audit of changes made to the paragraph template.

Select Unlock
to release the template for editing.

A template assigned to another user is locked and can't be edited until it is unlocked.

Save a template

Use this option to upload an existing .docx
template, then edit and save it for future use. Refer to Edit Template
later in this topic for a full overview of editing options.

note

Only System Administrators and Letter Builder - Compliance users can create templates.

Select Create New
.

Select Create your Library
.

Select Next
.

Select Save your Template
.

Enter a Template Name
.

Enter a Description
.

Select Next
.

Upload a .docx
template file.

Select Next
.

Edit the template as described in Edit Template
.

Select Publish
to save the template and let users with the permissions to send it.

Select Save as Draft
to save the template in the Content Library with Draft status.

Select Send for Review
to save the template in the Content Library with In Review status.

Create a new template

Use this option to build a template from scratch. Refer to Edit Template
later in this topic for a full overview of editing options.

note

Only System Administrators and Letter Builder - Compliance users can create templates.

Select Create New
.

Select Create your Library
.

Select Next
.

Select Create New
.

Enter a Template Name
.

Enter a Description
.

Select Next
.

Edit the template as described in Edit Template
.

Select Publish
to save the template and let users with permissions to send it.

Select Save as Draft
to save the template in the Content Library with Draft status.

Select Send for Review
to save the template in the Content Library with In Review status.

Stored templates

The Templates section of the Content Library contains saved templates. You can edit, remove, and review templates in this area.

note

Only System Administrators and Letter Builder - Compliance users have access to the Content Library.

Go to Content Library
in the left panel.

Select Templates
.

Use the Search
bar to locate template names.

Select the Trash Can
icon to delete selected templates.

Select Refresh
to update changes made to the report.

Select Edit
to open the template for editing.

Select Delete
to remove the template.

Select the More
menu to view additional options.

Select Description
to view or edit the description.

Select User Tracking
to review an audit of edits made to the template.

Select Unlock
to release the template for editing.

A template assigned to another user is locked and can't be edited until it is unlocked.

Edit template

After a Letter Builder template is created, you can edit it before publishing. The editor includes tools for formatting content, inserting merge fields, and placing signer fields.

note

Only System Administrators and Letter Builder - Compliance users can edit templates.

Editing tools

Insert an Image
, Table
, or Link
.

Place the cursor on the page and select Page Number
to add page numbers in sequence.

Place the cursor on the page and select Break
to select the type of page break to add.

Select Insert Footnote
or Insert Endnote
to insert notes.

Select Find
to search for keywords in the letter.

Select Version History
to view past versions of the template.

Select Compare Versions
to view the previous version alongside the current version, with the differences highlighted.

Revert to the latest version if needed.

note

Compare Versions is available for both templates and paragraphs.

From Version History
, you can restore or make a copy.

From Paragraphs
, you can restore but you can't make a copy.

Use the Text
column to customize content.

Merge fields in templates

Merge fields act as placeholders for client data. How they're filled depends on how the letter is delivered:

Bulk
: Values come from the CSV file that's created when the letter is sent to Signatures.

Individual
: Values are entered in the Fill Details
tab before the letter is sent. Refer to Send an individual letter
in Letter Builder Usage.

Place the cursor where the merge field should appear.

Select Insert Merge Field
.

Select the merge
field to insert.

note

You can use Search
to find a listed merge field.

Signer fields

Signer fields are managed in the Signature Fields
panel. There's no limit to the number of signers you can add to a template, paragraph, or letter.

Refer to Additional Signature Controls
for more information about applying rules to checkbox and radio button controls.

note

Conditional controls are temporarily not available for Individual letter delivery because they don't currently transfer over correctly to Signatures or the taxpayer view. If you add one, you're asked to remove it. You can still add conditional controls in Signatures. A permanent fix is planned for an upcoming release.

Open the Signature Fields
panel.

Select + Add signer
to add a signer if needed.

The 1st 5 signers can't be removed. Signers added after them can be.

Select the Recipient
from the dropdown list.

Signer fields are color-coded by the recipient.

Place the cursor where the field should be inserted.

Select Signature
to place the designated signature field.

Select the Required
checkbox if the signature must be completed.

Signature fields are not required by default.

Select the Undo
icon to reverse the last action.

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This article applies to:

Letter Builder setup

Turn on and grant user permissions

Merge fields

Structure Manager

Headers and footers

Paragraphs

Save a template

Create a new template

Stored templates

Edit template