Drafting and sending a letter

This guide walks you from a letter template to a sent letter: you pick an active template, fill it with merge fields, generate a letter from it in a client's record, and then send it securely via Zivver. The workflow spans several screens; for the details of each screen, every step links to the relevant reference page.

Before you start

• A letter is drafted from an active letter template. Make sure a suitable template exists (see Letter templates).
• Sending via Zivver requires the organization to have linked Zivver on the Integrations screen (only available with a FULL license) and that you have enabled your own Zivver sender in your profile. If not, the Send via Zivver button is absent and the workflow stops at step 3.
• Generating a letter requires the permission to generate letters.

Step 1 — Pick or create an active template

A letter is always based on a template with the Active status.

1. Open Letter templates and check whether a suitable active template exists.
2. If needed, create a new template or edit an existing one.
3. Activate the template — only active templates are available when generating a letter.

Step 2 — Add merge fields

Merge fields (such as the client's name) are filled in automatically with the client's data when the letter is generated.

1. Open the template in the editor and compose its content.
2. Insert the merge fields you need at the right place in the text.
3. Check the result with Preview and save your changes.

Step 3 — Generate the letter in the record

You create the letter itself in the relevant client's record, on the Documents tab.

1. Open the client's record and go to the Documents tab.
2. Follow Generate a letter from a template: pick the template, check the generated text (missing merge fields are highlighted) and review the PDF preview.
3. Click Save to record to add the letter as a document. It then appears in the Generated letters list.

Step 4 — Send the letter via Zivver

You send a saved letter securely to an external recipient (such as the GP) from the Generated letters list on the Documents tab.

1. Find the letter in the list and click Send via Zivver.
2. Fill in the sending details in the dialog (see the table below).
3. Click Send. After a successful send, the letter gets a Sent badge; hover over it to see when and to whom the letter was sent.

Field	Required	Description
Recipient e-mail address	Yes	The external recipient's e-mail address. Known contacts (such as the GP from the care circle) are offered as suggestions.
Verification method	Yes	How the recipient identifies themselves: SMS verification, E-mail verification, Access code or Zivver account.
Recipient mobile number	For SMS	The mobile number on which the recipient receives the verification code. Only for SMS verification.
Access code	For access code	A code agreed with the recipient beforehand. Only for Access code.
Message to recipient	No	Optional message shown above the letter.

Note: Sending via Zivver only works when the Zivver integration is set up. If the button is missing, check the Zivver configuration and whether you have enabled your own Zivver sender in your profile.