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How do I edit or create a new signature?

NOTE: This FAQ only applies to letters created with a usage of Correspondence in Letters. For Services/Casework see 

Headers and signatures are narratives typically included in all outgoing letters. A narrative is a block of content or merge fields that can be embedded into new letters to save time.


To edit an existing narrative, you will select "Narratives" from the left menu, and then select the narrative you'd like to edit.

Click the Edit Letter button in the top right. Make the desired changes. Save and close Word. When you return to the "Edit Letter" details screen, be sure to click the orange Update Letter button.

Creating a new narrative is a lot like setting up a new form letter with automatic merge fields.

  1. Start by going to the Letters module by selecting Letters from the top navigation menu.
  2. Click the New button above the left navigation panel, and select New Letter from the drop-down.
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  3. When the Letter Create Selection wizard window appears, select Footer from your list of options.
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  4. You will notice that you have fewer options than you do when writing a form letter, but you will still need enter your footer's name in the Letter Code field and a description in the Description field. Then click Save and Continue.
  5. To restrict who can use the new footer, select from the Used By field.
  6. Click the Create Footer button at the top of the New Footer Wizard panel.
  7. Click the Edit Letter button to open Word and begin editing your footer.

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NOTE: Remember Word will open, but it will open minimized and display on your task bar, so click the Word icon to see your blank document.

  1. Add your text and merge fields exactly as you want them to appear. (Keep in mind this is only going to be the bottom portion of the letter, so you do not need to add space to the top of the letter.
  2. When you have finished editing, close Word using the in the upper right. Word will prompt you to save. Click Yes to save.
  3. When you return to the letter details, you will need to click Update Letter button just as you do with a regular form letter.
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  4. If you are ready to begin using the new narrative, change the status to a Final Version and click the Save Changes button.

Using Copy Letter to copy and edit an existing footer

  1. From the left navigation click Narratives.
  2. Select the footer you wish to copy. The footer details display in the right panel.
  3. click the Actions drop-down arrow, select Letter Copy.

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4. From the Copy Letter panel, enter Letter Code (name of your footer, edit the Description, and click the Copy button.

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5. Word opens, edit footer, close Word, and save your footer.

 

Adding Footer to User Settings

Once your footer has been created, you can choose to it only on certain letters, or you can change your user settings so that any time you create a letter it automatically contains the new header and/or signature you created. You are able to set user settings for both Quick Letter Narratives, which can be found in the "General" section of user settings, and form letter Narratives, which can be found in the "Letters" section.

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or

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If you will just use it once in a while when creating a form letter, then you do not need to change your user settings. Instead, when creating a new form letter, look at the "Header" and "Footer" sections of the "New Letter Wizard." See the example below:

You will most likely already have a HEADER and SIGBLOCK listed. Click the next to the one(s) you'd like to remove. Then select the desired option from the dropdown menu. 

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