Use this document window to create and keep a record of letters. Once created, you can then type the body of the letter and other information in a different media, such as Microsoft Word. The letter will be created in rich text (.rtf) format. Letter templates are created in BI Publisher.
The Letter document window is categorized into many tabs. You can use these tabs to record details.
Buttons, Drop-Down Lists, Icons, and Links:
Edit Document
Click to edit the document.
If you clicked Edit Document 
, Edit Document - High Priority 
, or Edit Document - Low Priority 
, the document is already in edit mode, and the Edit Document button does not display.
Download Letter 
Click to download a copy of a letter from the BI Publisher server to your local system. If the letter is checked out, only the person who checked it out can download it.
Check Out Letter 
Click to save a copy of the letter to the local Contract Management server so that you can modify it. Once a letter is checked out, no one else can check it out, edit it, or download it. Only the person who checked out the letter or an administrator can check in the letter. This button is not available if the letter was opened in edit mode.
Check In Letter
Click to launch the Check In Document dialog box. Use that dialog to browse to the location on the local Contract Management server where the checked out letter is stored. A checked out letter cannot be deleted.
Caution: When checking in a letter, make sure you select the same letter that you checked out. If you select a different letter, it will overwrite the version of the letter in Contract Management.
Cancel Check Out 
Click to cancel the letter checkout, and unlock the letter. This is only available to the person who checked out the letter, or to an administrator.
Spelling 
Click to spell check the document.
This displays when you are in Edit mode.
Transmittals Queue
Click to display the items in the Transmittals Queue. From there you can select the create or remove functions that you want to perform on a transmittal.
User Productivity Kit
Click the User Productivity Kit link to launch the User Productivity Kit (sold separately), which you can use to view context-sensitive tutorials specific to the page you are viewing.
The Applicable Content checkbox will be marked. If specific tutorial content exists, select the appropriate link to display it. If specific tutorial content does not exist, clear the Applicable Content checkbox to choose from the list of available general tutorials.
Select an action
Click to display the list of actions you can perform on the current window.
Note: Choose Select an action, E-Mail Letter to email the letter form with the document attached to it to a contact.
Letters Log
Click to return to the log window.
Control Center
Click to return to the Workspace.
Use the following tabs to record or edit details about a letter. The information is based on Edit mode.
General tab:
Date
Contract Management supplies to the date the letter was created. You can click the calendar icon to select a different date from the pop-up calendar.
To
to open the Select Contact Dialog Box to choose the recipient of this letter.From
Click to open the Select Contact Dialog Box to choose the contact writing this letter.
Subject
Enter a brief description of the subject of this letter.
Template
Displays the name of the BI Publisher template that was used.
Checked Out By
Displays the user ID of the person who checked out the letter. This field is only visible when a letter is checked out.
Checked Out File Name
Displays the name used for the letter subject. This field is only visible when a letter is checked out.
For example, if the Subject is Test for Concrete, the file name would be Test_for_Concrete.rtf.
Checked Out Date
The date on which the letter was checked out. This field is only visible when a letter is checked out.
Status tab:
Ball in Court
The person responsible for this item.
Priority
The priority level for this item, which will appear in the BIC’s Action List.
Status
Select the status code of this letter from the drop-down list.
Distributions tab:
Add
Click to open the Select Contacts Dialog Box to choose contacts to distribute the letter to.
To
The name of the contacts the letter is being distributed to.
Remove
Click to remove the contact from the distribution list.
Details tab:
Log Number
Contract Management supplies the next available log number to identify the new letter in the Letters log. You can edit it.
Time
Contract Management supplies to the time the letter was created. You can edit it.
Due Date
Contract Management automatically enters two weeks from the date the letter was created as the due date. You can click the calendar 
to select a different date from the pop-up calendar.
Responded Date
Click to select a completion date, the date when this letter was sent, or the date a response was received.
Contract
The contract associated with the letter. Click browse to open the Select Contract Dialog Box to choose a contract to link to the letter.
Reference
Enter a detailed description of the letter in this field.
Enclosures
Enter enclosure information if necessary.
Letter Serial Number
Contract Management enters a number in this field when the letter is sent to Correspondence Sent Log Window. This field is read-only. It defaults to the next number of the Log Reference Number field in Correspondence Sent for that contract (if there is no contract specified, then it is the next number for documents that do not have an associated contract).
This number is editable in the Correspondence Sent module, and if edited there, the change is reflected in this field.
If the same letter document is sent to correspondence sent multiple times, then the Serial Number in the Letters log changes to the latest number, and a new row is created in correspondence sent each time it is sent.
Issues tab:
Link
Click this to open the Select Issue Dialog Box to link an issue to this item.
Issue Title and Name
The names and titles of issues linked to this item. Click to open the Issue Document Window.
Attachments tab:
Attach File
Click this to open the Attach File Dialog Box to add an attachment to this invoice.
Attach from Repository
Click to attach a document from the content repository. These documents are external to Contract Management, and are not part of the documents created in Contract Management. This link will not display unless the Contract Management administrator set the project content management properties to use the repository. See Configure the Content Management Version Document and Attachment Feature for more information.
Attach URL
Click this to attach a web address to the document. You can also launch an attached document or URL in its native application or delete an attachment.
Note: If you are using Firefox, and if the Attachment Storage Type for the project is set to File Server in the Contract Management Administration application, then you cannot attach files while the I am currently connected to the file server option in the User Settings dialog is selected. To open the User Settings dialog, navigate to the Control Center, right click All Projects, and then click User Settings.
Attachment
The name of the attachment associated with this item. Click to open the attachment.
Subject
A brief description of the item.
Location
The location to which the file is uploaded.
Note: If you get an error message indicating file not found, make sure the virtual directory specified in the Contract Management Administration Application is mapped correctly.
Path
The full path to the file.
File Size
The size of the attached file.
Date Attached
The date the file or link was attached.
Attached By
The user who attached the file or link.
Custom Fields tab:
This tab only displays when one or more custom fields have been defined for the module. Each custom field assigned to this module is shown with applicable values. Custom fields enable you to define additional information about a project. Define the custom fields by right-clicking on the top-level folder (All Projects), and clicking Custom Fields. Custom fields cannot be defined when any users other than the Contract Management administrator are logged onto the system. For more information, see Custom Fields Overview and Add Custom Fields.
Versions tab:
Use the Versions tab to maintain a history of your document changes. This tab only displays when you open the document in View mode, not in Edit mode (open the document by clicking the document name, not the Edit icon beside the document name). On the Versions tab, you can view and access previous versions of the selected document and identify who created the versions and when the versions were created. You can create and preserve a new version of the document at any stage during a project. To create a new version of the current document, choose Version Document from the Select an action drop-down list. You can use the Contract Management Administration Application to configure the Version Document feature to automatically create a new version of your document each time you save the document (see Configure the Content Management Version Document and Attachment Feature for more information).
Version
Lists different versions of the current document in reverse chronological order.
Click view 
to open each version. Each version shows the information available in the document when the version was created.
User Account
Shows the name of the user who created the corresponding version.
Date
The date on which the item was created or issued.
How to access this document window:
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Last Published Wednesday, June 17, 2015