Batch Printing and Imaging Letters

The Letters Queue tab lists all the collection letters that have been created in the past 7 days. You can print one or more letters and envelopes, and send the letters to Nautilus Essentials. To display the Letters Queue tab, click Debt Management within the Collections menu on the Portico Explorer Bar. Then, click the Letters Queue tab.

How do I? and Field Help

Click Search to view the letters. You can search for specific letters by date, member number, printed status, author, collections officer/branch, name on the collection letter, or imaged status.

• To search by date, click the down arrow and select the date the letter was created from the pop-up calendar or enter a date in MM/DD/YYYY format.
• To search by member number, enter member number associated with the account for which the letter was generated. Length: 12 numeric
• To search by printed status, click the down arrow to select the print status of the letters: All, Printed or Not Printed.
• To search by author, enter the name of the user that created the collection letter in Last Name, First Name format.
• To search by officer/branch, enter the 2-character collection officer ID and 3-digit branch assigned to the account for which the letter was generated.
• To search by name, enter the name on the collection letter. Depending on the bookmark used when generating the letter, this could be the member statement name, primary debtor, co-borrower, or owner of the loan. Length: 64 alphanumeric
• To search by imaged status, click the down arrow to select the image status of the letters: All, Imaged or Not Imaged.

Click Reset to clear the fields in the Search Criteria group box and the Collection Letter Queue grid.

The Collection Letter Queue grid lists all the collection letters that have been created in the past 7 days. You can print one or more letters and envelopes, and send the letters to Nautilus Essentials.

Column Heading	Description
Unlabeled	To print one or more letters, select the check boxes for the letters and click Print Letters. To re-print a letter that has not been imaged, select the check box for the letter and click Print Letters. After the letter has been printed, you can send the letter to Nautilus Essentials. You can image one or more letters at the same time. Select the check boxes for the letters and click Image Letters. To delete a letter from the queue, select the check box of the letter and click Delete. A letter that has only been printed (not imaged) can be deleted from the queue, but once deleted, it cannot be imaged. Once a letter is deleted from the queue, it cannot be printed or imaged.
Date	The date the letter was created.
Member Number	The member number associated with the account for which the letter was generated.
Account	The share, loan, credit card or vendor mortgage loan for which the letter was generated.
Name	The name on the collection letter. Depending on the bookmark used when generating the letter, this could be the member statement name, primary debtor, co-borrower, or owner of the loan. Length: 64 alphanumeric
Officer ID/Branch	The collection officer and branch assigned to the account.
Author of Letter	The name of the user that created the letter.
Letter Code	The credit union-defined code indicating the collection letter. To view a collection letter, select the row and click letter code. Once the letter is in the queue, the letter should not be modified. Length: 3 alphanumeric
Print Envelope	To print envelopes with the letters, select the Print Envelope check box, then click Print Letters.
Printed	Once the letters have been printed, the Printed check box will be selected.
Imaged	Once the letters have been imaged, the Imaged check box will be selected.

To print one or more letters, select the check boxes for the letters and click Print Letters. To print envelopes with the letters, select the Print Envelope check box, then click Print Letters. Once the letters have been printed, the Printed check box will be selected. To re-print a letter, select the check box for the letter and click Print Letters.

After the letter has been printed, you can send the letter to Nautilus Essentials. Letters must be printed before they are imaged. You can image one or more letters at the same time. Select the check boxes for the letters and click Image Letters. Once the letters have been imaged, the Imaged check box will be selected.

Letters will stay in the queue for 7 days. Letters that have been imaged can be retrieved from Nautilus Essentials using the View Documents dialog box.

To delete a letter from the queue, select the check box of the letter and click Delete. A letter that has only been printed (not imaged) can be deleted from the queue, but once deleted, it cannot be imaged. Once a letter is deleted from the queue, it cannot be printed or imaged.

The following security permissions included in the Collections - User and Collections – Administrator security groups control access to the Letters Queue tab.

• Coll – Debt Management - Letters Queue – View
• Coll – Debt Management - Letters Queue – Button – Print Letters
• Coll – Debt Management - Letters Queue – Button – Delete
• Coll – Debt Management – Letters Queue – Button – Image Letters

To image collection letters, users must be assigned to the Imaging Documents – Collections Repository security group or a credit union-defined security group with the Imaging Documents – User Can Access Collections Repository permission.