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