S236 Specify File - Custom Correspondence (Browse)

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 Agents

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

·         Collection Support Agents

·         Compliance 5 Agents

·         Finance Support Agents

·         Finance Trust Accountants

·         MEP Senior Managements

·         Program Support Agents

·         Provisional Agents

·         Registration Agents

·         ISO Support Agents

·         SIU Agents

·         Supervisors/Team Leads

 

Helpful Hints:

·         It is preferable that you ‘Browse’ for the document you wish to attach to the file, rather than enter it manually. This way, you lessen the risk of spelling errors, since the file must be typed exactly as it is stored in the source directory.

·         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.

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

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

 

Navigation

 

 Correspondence à Specify File à Specify File (Browse)

 

Procedure: 

 

1.       Click on the ‘Browse’ button.

2.       The system displays the ‘Choose File’ window. (The ‘Choose File’ browse functionality is a Windows function and is NOT controlled by MIMS.)

3.       The MIMS User finds and selects the document required in the ‘Choose File’ window and clicks the ‘Open’ button.

4.       The system will close the ‘Choose File’ screen and will populate the ‘Document’ field on the ‘S236 Specify File – Custom Correspondence’ screen.

5.       Click the ‘Save’ button. IMPORTANT STEP TO REMEMBER   The system returns you to ‘S236 Specify File – Custom Correspondence’ screen. 

6.       The ‘added’ item of custom correspondence will be ‘viewable’ through MIMS file Correspondence tab.

 

 

Add Custom Correspondence

Correspondence Name

Displays the name of the correspondence.

Receipt

Displays the name of the receipt.

Delivery Method

Displays the type of delivery method.

Document

Field is blank.  To fill click the browse button.

Click this button to search for the custom correspondence document.

 

Result when Browse is clicked.

 

          Screen Label

Description/Instructions

Look In

Selection list of available file directories on the network and local drive.

(Window Area)

Lists all files available for selection within the Look in directory selected.

Double clicking a file automatically executes the Open button functionality.

Single clicking a file automatically populates the File Name but does not execute the Open button functionality.

File Name

Free Format text area.  Area will be filled in with file selected from above.  If entry is manual, must match the network directory path and file name exactly to be successful.

Files of type

Selection list of file types available for selection.  Allows for narrowing the list of files in the window.

Click this button to attach the selected document to MIMS.

Closes the Choose File window without passing any file information into MIMS.

 

Populated ‘Document’ field.

 

          Screen Label

Description/Instructions

Click this button to save the attached document to MIMS.

 

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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