Creating letters that are addressed to multiple recipients

Context

A law firm often sends the same letter to multiple parties, such as when writing to all defendants' solicitors in a plaintiff litigation matter, or to clients who reside at the same address but are entered on separate contact cards. When you are generating such letters, you are unable to create a single document addressed to multiple recipients without manual editing. Manually editing the document is not only time-consuming but is risky because if you type over the top of a field but do not remove the field properly when the document automation is re-run, you will lose your changes.

Solution

We have added the ability to generate a single document containing multiple letter recipients and allow you to choose whether to group recipients who reside at the same address together as one addressee.

Feature Details

When generating a blank letter and you select more than one recipient, and when generating a precedent letter where multiple recipients apply:

  1. Layout options will appear in the bottom left

  1. Where two or more of the selected recipients reside at the same address, an option to "Merge people residing at the same address" will appear at the bottom of the right-hand side panel.

  1. A quick guide link is visible to help with how the feature works.

Blank Letter Window

Precedent Letter Window

Document per addressee and merging people at the same address

Selecting the "One document per addressee" layout option with "Merge people residing at the same address" checked will result in recipients residing at the same address to be grouped as one addressee and a document will be generated per addressee. The number of documents that will be generated will be updated as you make your selections, and is represented in the Create Document button in the bottom right.

Once you have clicked to create the documents, document one to the first addressee will open.

Once you have completed this document, you can click the ‘Save & Next’ option to move to document two and so on.

Blank Letter Window

Precedent Letter Window

 

Document output 

 

Document per addressee and not merging people at the same address

Selecting the "One document per addressee" layout option with "Merge people residing at the same address" unchecked, or not visible because it doesn’t apply, will result in each selected recipient being a separate addressee and a document will be generated per addressee. The number of documents that will be generated will be updated as you make your selections and is represented in the Create Document button in the bottom right.

Once you have clicked to create the documents, document one to the first addressee will open.

Once you have completed this document, you can click the "Save & Next" option to move to document two and so on.

Blank Letter Window

Precedent Letter Window

 

Document 1 output

Document 2 output

 

One document with all addressees and merging people at the same address

Selecting the "One document with all addressees listed" layout option with "Merge people residing at the same address" checked will result in recipients residing at the same address to be grouped as one addressee and a single document will be generated which includes an address block and inclusion in the Dear for each addressee. The number of documents that will be generated will always be one and is represented in the Create Document button in the bottom right. Once you have clicked to create the documents, a single document will be created containing all the addressees in the document.

Blank Letter Window

Precedent Letter Window

 

Document output 

One document with all addressees and not merging people at the same address

Selecting the "One document with all addressees listed" layout option with "Merge people residing at the same address" unchecked, or not visible because it doesn’t apply, will result in each selected recipient being a separate addressee and a single document will be generated which includes an address block and inclusion in the Dear for each addressee. The number of documents that will be generated will always be one and is represented in the Create Document button in the bottom right. Once you have clicked to create the documents, a single document will be created containing all the addressees in the document.

Blank Letter Window

Precedent Letter Window

 

Document output 

 

Merging of contacts residing at the same address applies only to person cards. If an organisation such as a home business shares the same address as a person also being written to, they will not be merged and will appear as separate addressees.

For conveyancing matters where Property Details is configured that the Purchasers are all moving in and the settlement date has passed, the property address instead of the residential address on the contact will be used.

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