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This article applies to:

  • Product: safesend
  • Subject: eSignature
  • Audiences: Staff

Letter Builder usage

Use Letter Builder to send published templates, create custom letters from saved paragraph content, send letters to an individual recipient or in bulk, manage draft letters, and process batches through Signatures.
Letter Builder lets firms save and store commonly used documents that users can send through Signatures, either to an individual recipient or to multiple recipients in bulk using Mail Merge.
note
This feature is available for customers in the SafeSend Premium Tier.

Send a template

After a template is published, it is added to the Content Library and becomes available to send for signature.
note
Users with System Admin or Letter Builder - Compliance permissions can edit the final letter before delivery if needed.
  1. Select
    Create New
    .
  2. Select the
    Use a Template
     dropdown and select your template.
  3. Select how the letter will be delivered:
    • Individual
      : Sends an ad hoc letter to a single recipient.
    • Bulk
      : Sends the letter to multiple recipients using a CSV file.
  4. Select
    Next
    .
    • Individual continues to the
      Save As
       step. Bulk continues to the bulk-send workflow.
  5. Enter a
    Document Name
    .
    • For Bulk letters, this is used as the batch name that appears in the Draft section in Signatures.
  6. Enter a
    Description
     if needed.
  7. Select
    Next
    .
  8. For
    Individual
     letters, fill in the merge fields in the
    Fill Details
     tab.
  9. Select
    Save as Draft
     to continue processing later.
    • The letter appears in the Letter Creator section with Draft status.
  10. Select
    Send for Signatures
     to begin delivery.
    • Individual letters open directly on the
      Signatures New Request
       page.
  11. For Bulk letters, select
    Proceed to Signatures
    .
    • A new tab opens in Signatures with additional steps, and the batch is available in the Draft section.
    • Continue to
      Process batch
      .

Make a custom letter

Use saved paragraph content to create a custom letter.
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.
note
Users with System Admin or Letter Builder - Compliance permissions can edit the final letter before delivery if needed.
  1. Select
    Create New
    .
  2. Select
    Make a Custom Letter
    .
  3. Select how the letter will be delivered:
    • Individual
      : Sends an ad hoc letter to a single recipient.
    • Bulk
      : Sends the letter to multiple recipients using a CSV file.
  4. Select
    Next
    .
    • Individual continues to the
      Save As
       step. Bulk continues to the bulk-send workflow.
  5. Enter a
    Document Name
    .
    • For Bulk letters, this is used as the batch name that appears in the Draft section in Signatures.
  6. Enter a
    Description
     if needed.
  7. Select
    Next
    .
  8. Select the
    Service
     to be provided.
  9. Select
    Next
    .
  10. Select the
    Type
     of planning or preparation you are providing.
  11. Select
    Generate
    .
    • If multiple paragraph options are found for your selections, you are prompted to select which paragraphs to use.
  12. Review the created letter.
  13. Select
    Delete
     to remove sections as needed.
  14. Select
    Next
    .
  15. For Individual letters, fill in the merge fields in the
    Fill Details
     tab.
  16. Select
    Save as Draft
     to continue processing later.
    • The letter appears in the Letter Creator section with Draft status.
  17. Select
    Send for Review
     to save the template in the Content Library with In Review status.
    • For Individual letters,
      Send for Review
       is available only from the Fill Details tab after you select
      Apply
      .
  18. Select
    Send for Signatures
     to begin delivery.
    • Individual letters open directly on the Signatures New Request page.
  19. For Bulk letters, select
    Proceed to Signatures
    .
    • A new tab opens in Signatures with additional steps, and the batch is available in the Draft section.
    • Continue to
      Process batch
      .

Send an individual letter

When you select
Individual
 delivery, you fill in the letter's merge fields in Letter Builder and send the letter straight to a new request in Signatures. No CSV file is needed.
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.
Fill in merge fields
The
Fill Details
 tab lists every merge field in the letter, including fields from the selected template, inserted paragraphs, and custom content.
  1. Open the
    Fill Details
     tab in the Editor's side panel.
  2. Enter a value for each merge field.
    • Fields without a value are flagged with an alert icon.
  3. Select
    Apply
     to merge your values into the letter and preview the result.
    • Applied fields are locked and can't be edited.
    • Select
      Cancel
       to remove the merge and restore your typed values so you can edit them again.
  4. Select
    Send for Review
     if the letter needs review.
    • Send for Review is available only from the Fill Details tab after you select Apply.
Send to Signatures
note
Send for Signatures
 isn't available until every merge field has a value.
  1. Select
    Send for Signatures
    .
    • If you select outside the
      Redirecting to Signature
       confirmation window, the window closes and you return to the Letter Editor.
  2. On the Signatures
    New Request
     page, confirm the letter is in the
    Upload Files
     step.
    • You don't need to download and re-upload the letter.
  3. Enter the request details:
    • Client ID
    • Client Name
    • Office Location
    • Tax Year
    • Document Type
    • Expiration
  4. Send the request as usual.
note
If you leave the page or select
Cancel
 while the letter is uploaded, the letter is lost. A warning appears before this happens.
Add signers
The
Add Signers
 screen automatically shows the signers already associated with the letter. You can add more signers, but you can't remove the original signers.
  1. Open the
    Add Signers
     screen.
  2. Review the signers already tied to the letter.
  3. Select
    Add Recipient
     to add signers after the existing ones.
  4. Complete the required fields for each signer before continuing.

Letter creator draft processing

The Letter Creator dashboard displays draft letters. You can continue processing a draft, delete it, review edits, or unlock the item for editing.
note
Users with System Admin or Letter Builder - Compliance permissions can edit the final letter before delivery if needed.
Resume a draft
  1. Select
    Letter Creator
     in the left panel.
  2. Select
    Resume
     in the Actions menu.
  3. Select
    Save as Draft
     to continue processing later.
    • The letter appears in the Letter Creator section with Draft status.
  4. Select
    Send for Review
     to save the template in the Content Library with In Review status.
    • For Individual letters,
      Send for Review
       is available only from the
      Fill Details
       tab after you select
      Apply
      .
  5. Select
    Send for Signatures
     to begin delivery.
    • Individual letters open directly on the
      Signatures New Request
       page.
  6. For Bulk letters, select
    Proceed to Signatures
    .
    • A new tab opens in Signatures with additional steps, and the batch is available in the Draft section.
    • Continue to
      Process batch
      .
Additional options
  1. Select
    Letter Creator
     in the left panel.
  2. Select
    Delete
     to delete the draft.
  3. Select the
    More
     menu to view additional options.
  4. Select
    Description
     to view the draft description entered by the creator.
  5. Select
    User Tracking
     to review an audit of edits made to the paragraph template.
  6. Select
    Unlock
     to release the template for editing.
    • A template assigned to another user has a locked status and can't be edited until it is unlocked.

Update outdated paragraphs

If a paragraph in your letter differs from the latest version in the Content Library, an
Update
 icon appears next to it in the letter preview.
  1. Locate the
    Update
     icon next to the paragraph.
  2. Select
    Update
     to preview the new content.
  3. If you've edited the paragraph in this letter, choose whether to replace your edits with the library version or keep them.
  4. A success message confirms the update.
    • The update is recorded in the audit trail.

Process batch

For Bulk letters, the landing page provides 4 additional steps to process the letter for a batch. The new batch can also be found in the Draft section in Signatures.
Upload
  1. Select
    Download CSV
    .
    • A custom CSV template is downloaded.
  2. Open and complete the CSV columns.
  3. Drag and drop the file or select
    Choose File
     to upload the CSV.
  4. Select
    Next
    .
Review
  1. Review the email addresses for each client.
  2. Select
    Preview
     to preview a PDF of the document.
    • Signer fields are not included in this preview.
  3. Select
    Next
    .
Setup
  1. Review transfer details.
    • Letter Type
    • Expiration and tax year
    • Office Location
    • Contact Person
    • Sender
  2. Confirm the signing sequence.
    • Select
      Parallel Signing Sequence
       to send the document to all signers at the same time.
    • Select
      Custom Signing Sequence
       to select the order in which each person signs.
  3. Select from Saved Messages or create a custom message.
  4. Select
    Require Access Code
     to require authentication before signers can access the document.
  5. Select
    Save & Close
     to save as a draft.
  6. Select
    Send
     to send to all recipients.
Send
After sending, all recipients appear on the Signatures Delivered report.