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Existing-customer correspondence

Understand Letter Manager reference numbers

Interpret the automatically generated LTR date-and-sequence reference. The guide then takes you through the correct route, the checks to complete before making changes, the workflow in order, and the evidence to review afterwards.

Audience: CRM staffPermission: Authenticated staff accountModule v1.0.0
Jump to steps
Where to goAdmin Area → Letter Manager → Sent Letters History → Reference
Before you start
  • Use an authorised account and confirm the customer, external recipient, template, letter or configuration is the intended one.
  • Follow the exact route shown above and verify the stored record, generated file and delivery evidence instead of relying on an alert alone.

What you’ll accomplish

Interpret the automatically generated LTR date-and-sequence reference. These instructions follow the inspected module’s live hook, route, controller, model, installer, PDF helper and view flow.

Follow these steps

  1. Find the new letter reference.
  2. Read LTR-YYYYMMDD-NNNN as prefix, creation date and zero-padded next ID.
  3. Use the reference in searches, calls, tasks and postal records.
  4. Copy it from Internal Full View when needed.

Fields and options to review

Action scopeInterpret the automatically generated LTR date-and-sequence reference.
Module version1.0.0
Exact routeAdmin Area → Letter Manager → Sent Letters History → Reference
EvidenceVerify the history row, PDF, email metadata, open evidence, signature, public page, client view or postal fields produced by this flow.

Rules the system enforces

  • The model calculates next ID from the current highest row ID plus one.
  • The format is LTR-{current date}-{next ID padded to four digits}.
  • The reference is also used in the PDF filename and email subject.

How to confirm it worked

  • The requested letter, template, setting, file or tracking detail is created or updated through the supported route.
  • The history row, generated PDF, email/send metadata, public verification, signature evidence, client view or postal display agrees with the action.
  • Any warning, missing file or failed send is investigated rather than bypassed.

Security, privacy and operational checks

  • Apply least privilege and verify recipient identity before sending or exposing public links.
  • Protect PDFs, enclosures, signatures, verification URLs, email-open metadata, IP addresses and customer data under organisational policy.
  • Test configuration and deployment changes with controlled records before production-wide use.
  • Interpret email opens and e-signatures according to their documented technical limitations.
Letter Manager module overviewAttach one enclosed file to a client letterSend and verify a client letterHandle a customer without a primary-contact emailUnderstand client recipient data sourcingCreate a CRM task from a sent letterConfigure SMTP email deliveryAdd and manage customer contactsClient portal overview