Letter Manager
Create client or external correspondence, reuse letter templates, generate branded PDF letters with QR verification, email generated files and optional enclosures, request recipient e-signatures, record read receipts, manage postal tracking and expose authorised letter history to customers.
Setup, version, access and architecture
Install version 1.0.0, verify its schema and storage, open every registered workspace, apply the real access model and understand the routes and hooks that expose Letter Manager.
01Letter Manager module overviewFollow the complete Letter Manager flow from authoring and PDF generation to email, signatures, verification, read evidence, postal tracking and customer history.02Install and activate Letter Manager v1.0.0Run the portable installer, create module-owned tables and storage, then verify the three registered menu pages.03Run the Letter Manager schema-version upgradeAllow the module to bring an older Letter Manager database to schema version 1.0.0.04Verify Letter Manager database readinessConfirm the history, templates and email-open records required by current features are present.05Prepare Letter Manager upload storageProvide writable storage for generated PDFs, signature images and optional email enclosures.06Open the Letter Manager dashboardUse the main workspace for creating correspondence and managing sent-letter history.07Open Letter Manager TemplatesManage reusable letter subjects and HTML bodies.08Open Letter Manager SettingsChoose which stored details are exposed on public verification pages.09Understand Letter Manager staff accessApply the actual access model instead of assuming a module-specific capability exists.10Understand Letter Manager menu and hook integrationKnow where the module appears for staff, customer profiles and logged-in clients.11Understand Letter Manager routes and public endpointsMap staff, client, verification, read-receipt and signature paths without treating technical endpoints as menu pages.12Understand Letter Manager data ownershipIdentify records and files created by the module before setting retention, backup or deletion policy.13Deactivate or remove Letter Manager safelyPreserve required correspondence evidence before disabling or manually removing the module.14Understand the “Search Clients & Leads” label limitationAvoid expecting CRM leads to appear in a selector that the supplied controller populates only from customers.15Check Letter Manager strict-SQL compatibilityTest record creation where the installed history schema has non-null audit columns without defaults.
Templates and content authoring
Create, edit, delete and apply reusable templates while keeping the internal name, subject and HTML letter body distinct.
01Create a Letter Manager templateSave a reusable internal name, letter subject and HTML body.02Understand Letter Manager template fieldsKeep the internal template label separate from the recipient-facing subject and PDF content.03Edit a Letter Manager templateLoad the stored template by AJAX, change its fields and update the same record.04Delete a Letter Manager templateRemove a reusable template without deleting letters already created from it.05Apply a template to a client letterPopulate the client-letter subject and PDF body from a predefined template.06Apply a template to an external letterPopulate the external-recipient subject and PDF body from a predefined template.07Start a fresh template after closing the modalUse the modal-reset behaviour so a previous edit does not carry into a new template.08Troubleshoot Letter Manager template loadingResolve missing options, JSON errors or content-editor population failures.09Understand Letter Manager template access limitationsDo not assume create, edit or delete is protected by a dedicated template capability.
Existing-customer correspondence
Create letters linked to CRM customers, use the primary contact for delivery and understand exactly what happens when recipient or email data is incomplete.
01Create a letter for an existing customerGenerate and attempt to email official correspondence linked to a CRM customer.02Select an existing customer recipientUse the live-search selector populated from CRM customer companies and primary-contact email addresses.03Understand primary-contact email deliveryKnow which customer contact receives a client-linked letter.04Enter a client-letter subjectProvide the required subject used in the PDF box, email subject and history row.05Write client-letter PDF contentAuthor the official letter body that is stored and rendered into the generated PDF.06Require an e-signature on a client letterAdd the recipient Review & Sign link and track acceptance evidence.07Add an email-only cover note to a client letterInclude a highlighted sender message in the email without changing the official PDF.08Attach one enclosed file to a client letterSend one additional approved file alongside the generated PDF.09Send and verify a client letterComplete the supported create, PDF, email and history sequence.10Understand Letter Manager reference numbersInterpret the automatically generated LTR date-and-sequence reference.11Handle a customer without a primary-contact emailGenerate the record and PDF while recognising that the module cannot send the email without a target address.12Understand client recipient data sourcingDistinguish customer-linked data from external-recipient snapshot fields.13Create a CRM task from a sent letterOpen the native task modal with the letter ID as the related record.
External-recipient correspondence
Create correspondence for people or organisations not linked to a CRM customer and understand the deliberately optional recipient fields and email behaviour.
01Create a letter for an external recipientGenerate correspondence without linking it to a CRM customer.02Enter external recipient name and companyProvide the person and organisation used for salutation and PDF receiver formatting.03Enter an external recipient addressStore the postal address rendered into the PDF receiver window and exposed only when allowed on public verification.04Enter external recipient phone and emailStore contact details and provide the target address for email delivery.05Use a template for an external recipientCopy a predefined subject and body into the external send form.06Write an external letter subject and contentCreate the recipient-facing subject and official PDF body for a non-customer record.07Require an e-signature on an external letterSend a public signature link to the external email recipient.08Add an external-letter email cover noteInclude a sender message in the email body but not the PDF.09Attach an enclosed file to an external letterSend one additional approved file with the generated PDF.10Generate an external PDF without emailingCreate the external history record and PDF when no recipient email is supplied.11Understand external-letter field validationKnow which fields the supplied UI and controller actually require.12Understand external-recipient history displayInterpret the External badge and combined name/company column.
PDF generation, branding and files
Understand exactly how PDFs are branded, named, written, verified and regenerated, including the company options and receiver formatting used by the live code.
01Open or download a Letter Manager PDFUse the history or internal view to access the generated correspondence file.02Understand Letter Manager PDF filenamesLocate the generated file based on the letter reference.03Configure the Letter Manager PDF logoUse the CRM company logo shown in the top-left PDF header.04Configure company details used in Letter Manager PDFs and emailsPopulate the company settings read by the PDF header, closing signature and email body.05Understand PDF QR verificationUse the QR code to open the public verification URL tied to the letter unique code.06Understand the letter verification barcodeUse the printed verification code as secondary visible evidence.07Understand recipient-window formattingVerify the person, organisation and address lines rendered in the PDF receiver block.08Understand Letter Manager subject and body layoutCheck the highlighted subject box and HTML letter content in the PDF.09Understand the PDF company closing blockVerify the automatically appended Best regards company block.10Understand the PDF header and footerReview reference, company contact, verification code and page numbering added automatically.11Regenerate a letter PDF when resending emailUnderstand that Resend Email reruns PDF generation before sending.12Troubleshoot Letter Manager PDF generationResolve missing files, broken images, unwritable storage or malformed content.13Understand static PDF and enclosure accessApply server protections because generated files are addressed through web paths in the supplied UI.
Email delivery, attachments and read receipts
Configure SMTP, understand the exact outgoing message, interpret delivery and open evidence and handle skipped enclosures, missing targets and proxy-generated opens honestly.
01Configure email delivery for Letter ManagerUse the CRM SMTP/company email settings that the module reads when sending.02Understand the Letter Manager email subject and bodyKnow exactly what the recipient receives around the attached PDF.03Distinguish PDF content from the email cover notePlace formal correspondence and informal delivery instructions in the correct fields.04Understand the generated PDF email attachmentConfirm every email attempt attaches the current reference-based PDF.05Understand supported enclosure file typesUse only extensions accepted by the upload helper.06Understand the Letter Manager enclosure size limitKeep the optional additional attachment at or below 25 MB.07Understand enclosure storage and filenamesTrace the stored file while preserving the original safe display name.08Handle a skipped Letter Manager enclosureRespond correctly when the optional file fails without assuming the letter failed.09Resend a Letter Manager emailRegenerate the PDF and attempt delivery again using the record’s target rules.10Interpret Letter Manager email statusDistinguish pending/not confirmed from a successful send and a detected open.11Understand Letter Manager read-receipt tokensKnow how the hidden tracking pixel is created and linked to the letter.12Interpret read count and timestampsReview first open, last open and total detected image requests.13Interpret detected IP source and proxy notesUse the recorded IP source and warning note without overstating recipient identity.14Understand email-open tracking limitationsAvoid treating a tracking-pixel request as conclusive proof that the intended recipient read the correspondence.15Handle Letter Manager email send failureDiagnose an email_sent=0 record after the PDF and history row were created.16Understand Letter Manager email audit fieldsReview who sent the message, where it was sent and when the send succeeded.17Understand Letter Manager email automation limitationsUse manual send/resend without assuming a queue, retry scheduler or cron exists.
E-signature and public verification
Guide recipients through signing, show staff how acceptance evidence is stored and configure exactly what the public QR verification page may reveal.
01Open a Letter Manager signature requestUse the Review & Sign Document link received for a letter marked as requiring signature.02Complete Letter Manager signer detailsEnter the first name, last name and email collected with the signature.03Draw, clear and submit a letter signatureUse the signature pad and send the base64 PNG to the acceptance endpoint.04Understand Letter Manager signature evidenceReview the stored image and signer metadata after acceptance.05Open a stored Letter Manager signature imageUse the module’s public image endpoint from a signed verification or internal view.06Interpret pending and signed Letter Manager statusUse the signature icon in Sent Letters History without confusing it with email or postal status.07Open a public Letter Manager verification pageValidate the unique-code URL from the PDF QR code or Verify action.08Configure public Letter Manager verification fieldsChoose which recipient, delivery and signature details appear on public verification.09Understand default public verification fieldsKnow what is shown before a valid saved field selection exists.10Understand non-configurable public verification elementsRecognise page elements not included in the Public Verification Fields checklist.11Understand public verification email maskingInterpret the partially masked email shown for delivery evidence.12Handle invalid verification or signature linksRespond to a 404 without disclosing alternative records or guessing tokens.13Understand Letter Manager public token and hash securityProtect possession-based verification and signature URLs.14Understand Letter Manager signature validation limitationsDo not claim controls that the supplied acceptance endpoint does not enforce server-side.15Understand signature-link lifecycle limitationsPlan for public links that have no built-in expiry, revocation or resend-specific rotation.
Sent-letter history and staff actions
Search, page and interpret history rows, open internal evidence, resend, verify, create tasks and understand unsupported edit/delete states.
01Search Sent Letters HistoryFilter the AJAX history by the fields implemented in the dashboard controller.02Page through Sent Letters HistoryUse the server-side ten-record pagination controls.03Interpret Registered and External letter statusDistinguish customer-linked records from manual external entries.04Interpret recipient name and company in historyRead the combined Client / Recipient column safely.05Open the Letter Manager Internal Full ViewReview the unfiltered staff record, content, enclosure and signature evidence.06Copy a letter reference from Internal Full ViewUse the clipboard control with prompt fallback.07Review an enclosure in Internal Full ViewOpen or download the optional file stored with the letter.08Review signature evidence in Internal Full ViewSee the stored image and acceptance metadata without public-field filtering.09Use the Letter Manager Verify actionOpen the public unique-code page directly from staff history.10Understand every Sent Letters History actionUse each icon for its implemented purpose.11Understand letter record edit, delete and void limitationsAvoid promising lifecycle controls that the supplied history UI does not implement.
Postal delivery and bulk tracking
Record delivery status, courier, tracking number and handover date for one or many selected letters.
01Update postal tracking for one letterSave delivery status and tracking fields from the row-level truck action.02Choose a Letter Manager postal statusUse only the four choices exposed by the modal.03Record courier and tracking codeStore the delivery service and its reference with the letter.04Record the date handed to courierConvert a valid entered date into the stored posted_at timestamp.05Bulk update postal details for selected lettersApply the same postal fields to multiple currently selected history rows.06Understand bulk postal selection scopeAvoid assuming selection persists across AJAX pages or searches.07Handle no letter selected for postal updateUse the warning path instead of submitting an empty update.08Understand postal update audit fieldsReview which staff member last saved postal details.
Customer profile and client portal
Let authorised staff and logged-in customer contacts find their own letters while preserving client_id scoping.
01Open Letter History from a customer profileReview letters linked to one CRM customer inside the admin profile.02Search and page customer-profile Letter HistoryUse browser-side search and ten-row pagination inside the customer tab.03Interpret customer-profile email/read evidenceReview send, open count, first/last time, detected IP, source and proxy note.04Open Letter History in the client areaAllow a logged-in contact to see letters linked to their customer account.05View a letter from the client areaOpen a single customer-linked record after server-side client ownership validation.06Open PDF and Verify links from client Letter HistoryAccess the generated PDF and public verification page from the customer list.07Use the standalone Letter Manager portal historySearch a separate authenticated history page registered by Letter_manager_portal.08Search standalone client Letter HistoryUse the exact server-side search fields and retained page query.09Understand Letter Manager client data isolationConfirm client history and view routes restrict records by the logged-in customer ID.
Security, privacy, limitations and troubleshooting
Apply least privilege, retention and honest evidence interpretation while recognising every significant function the supplied v1.0.0 release does not implement.
01Understand Letter Manager identifiers and tokensDistinguish database ID, reference, unique verification code, signature hash, visible verification code and email-open token.02Understand Letter Manager stored personal dataIdentify recipient, signature, delivery and tracking data before setting privacy controls.03Apply least privilege to Letter ManagerCompensate for the absence of module-specific capabilities with controlled staff access and process.04Retain and delete Letter Manager evidence safelyCoordinate database rows and files so evidence is not partially removed.05Understand Letter Manager API, webhook and cron limitationsDo not document or promise integration endpoints that are not supplied.06Understand unsupported Letter Manager featuresSet accurate expectations for v1.0.0.07Troubleshoot a missing Letter Manager menuRestore activation, file loading or session access without changing unrelated modules.08Troubleshoot Letter Manager database errorsResolve missing table, column or index issues through the module’s portable installer path.09Troubleshoot public letter verificationResolve 404, missing fields, broken signature images or stale public settings.10Troubleshoot client Letter HistoryResolve missing menu items, empty results or 404 views while preserving client isolation.11Troubleshoot missing or unexpected read receiptsCheck remote-image loading, token schema, email clients and proxy behaviour.12Verify Letter Manager v1.0.0 after deploymentRun an end-to-end acceptance test covering every critical live branch.13Letter Manager v1.0.0 release detailsRecord the source version, implemented surfaces and excluded artefacts used for this Help Centre addition.