S236 Specify File - Custom Correspondence

Purposes:

This screen allows MIMS Users to update the MIMS file records to reflect, where appropriate, that custom correspondence has been created outside of the MIMS application for that file. There are 2 screens required to complete this process.

Prerequisites:

MIMS user must have applicable security authorization to view files.

The following groups have access to this panel:

· Administrative Assistants

· Call Center Agent

· Collections Agent (RGPU, Compliance 4, File Intervention)

· Collection Support Agent

· Compliance 5 Agent

· Finance Support Agent

· Finance Trust Accountant

· MEP Senior Management

· Program Support Agent

· Provisional Agent

· Registration Agent

· ISO Support Agent

· SIU Agent

· Supervisor/Team Lead

Helpful Hints:

· The only document types that will be stored as custom correspondence are Word documents (.doc). Any other file type will be printed outside of MIMS and scanned into MIMS as correspondence if required.

· The recipient of the custom correspondence need not be a recognized party with MIMS. Such a schools, relatives or any other ‘contact’ type relationships.

· All Delivery Methods listed are informational only.

· Custom correspondence can be added to Incomplete, Active and Closed files.

· Custom correspondence cannot be added to Files 18, 26 or 34.

Navigation:

Screen 1 – Correspondence à Custom Correspondence

Procedure:

1. Enter the correspondence name in the field labeled ‘Correspondence Name’.

2. Enter the receipt name in the field labeled ‘Recipient Name’.

3. Select the ‘Delivery Method’ from the drop down box.

4. Click the ‘Choose Doc’ button.

5. The system will take you to the next screen for finding the document you wish to attach to the file.

Screen Label	Description/Instructions
Add Custom Correspondence
Correspondence Name	Enter the name of the correspondence. Maximum length of 50 characters.
Recipient	Enter the name of the recipient. Maximum length of 75 characters.
Delivery Method	Select the appropriate type of delivery. If recipient is not a recognized party in MIMS, delivery method must be ‘Immediate Print’.
	Click this button to begin the search for the custom document which is to be attached to the file.

Possible Error Messages/System Warnings:

ID	Error Message Description	Action
37	The file specified does not exist.	Reenter the file number or check the file number entered is correct.
66	File Number entered is an invalid number.	Reenter the file number or check the file number entered is correct.
195	The file number you are trying to retrieve is not allowed on this screen.	Cannot added custom correspondence to Files 18, 26 or 34.
269	Correspondence Name is mandatory.	You must enter a correspondence name in this field.
269	Recipient is mandatory.	You must enter a recipient name in this field.
269	Delivery Method is mandatory.	You must select a delivery method from the drop down list.
672	No fax number on file.	Select a different Delivery Method. Or obtain a fax number and enter in Party information and then send custom correspondence.
673	No email address for the recipient party.	Select a different Delivery Method. Or obtain an email address and enter in Party information and then send custom correspondence.
675	Document does not exist. Cannot create custom correspondence.	Be sure to use the Browse button to enable you to find the appropriate document to save. Click on the document and be sure it is displayed in the Document field before Saving.
787	Only Word (.doc) can be stored as custom correspondence.	Ensure that the correct document has been selected.

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