Forms and letters that do not require a finalize function on the CaMS data base can be assessed whether within or outside of a case. All such forms and letters are available while within a case; only an Envelope or General Letter is available outside of a case.
1. On the Menu Bar, click: Documents, Forms/Letters
2. A Documents Screen will display.
Depending on whether you are inside or outside of a case, you will get a list of available Forms/Letters:
Within a Case: All Forms/Letters that do not require a finalize function on CaMS.
Outside a Case: Envelope and General Letter. These documents can go to any individual - they do not have to be merged with a consumer's information.
The Documents screen (identified with the Documents Tab) includes a Document section and a General Section.
Click: Documents Tab at any time you wish to see this screen.
3. The Document section includes:
The Document ID is the code name the system uses to identify specific documents.
Click on the Document ID button to arrange the Document ID's in ascending or descending order.
The Document Name is the full-text name of the document.
Click on the Document Name button to arrange the Names in ascending or descending order.
Check boxes next to the Document ID allow you to determine which documents you would like to assemble. Any listed document can be checked.
Click: To check forms/letters you wish to create.
The system will assemble the document and generate a horizontal tab for the document at the top of the screen.
Note: While assembling, a message will confirm the process: Processing: Assembling Document. One moment please...
When checked, the documents is assembled and a Tab is generated: Clicking will check and uncheck documents, as desired - Tabs will be entered or removed, as checked.
(When a check is removed by clicking, a message will ask: Are you sure you want to close the document? Click: Yes or No)
4. The General section includes information that will be merged into the form(s)/letter(s). This information includes:
The Date that will be merged into the document will default to today's date. This date can be edited.
If done within a case, the Consumer Address defaults to the Mail To address that was entered in the Address Tab of the Data Folder.
If this is not the address you wish to send the form or letter to:
Click: Down Arrowhead to get a list of alternate addresses. These are other addresses that were entered in the Address Tab of the Data Folder, but not designated as Mail To.
Click: Address that you wish to send the form/letter to.
If a desired address does not appear, enter the address and type in the Address Tab of the Data Folder.
Note: Consumer Address is not entered when the document is requested from outside a case. There is no consumer address to merge, since the letter or envelope may be sent to anyone - it is not related to a specific individual. This area will be completed in the letter, itself.
If done within or outside a case, the Author Name will default to the User on CaMS.
If the default is not the name you wish to use in a form/letter:
Click: Down Arrowhead to get a list of other possible Author names. These are individuals in your District Office that have been assigned to a team as a CaMS User.
Click: Author Name you wish to use in the form/letter.
If a desired name does not appear, it is not authorized for use. Please see your Systems Administrator. (The Author Name cannot be entered or edited on the screen.)
The Author Phone defaults to the Primary Phone Number identified for the Author Name.
If the default is not the number you wish to use on a form/letter:
Click: Down Arrowhead to get a list of other possible phone numbers for the user (TTY, Beeper, Field, etc.).
Click: Desired phone number.
If a desired number does not appear, it has not been entered onto the system as an official number. Please contact VRCaMSQ to have a number added or changed. (Phone numbers cannot be entered or edited on this screen.)
Initials at the bottom of the letter identify the Author and the person who entered the information:
The initials will default to the document Author (e.g., XX). If the user who signed on to CaMS is different than the Author, the user will have his/her initials entered as secondary initials (e.g., XX:zz)
5. You can choose to apply the General Information to selected assembled (checked) documents, or to all assembled documents:
Apply to Selected Document(s)
Click: to highlight the identified document(s) (Click to turn the selection "on and off".)
Click: Apply to Selected Document(s)
Apply to All Documents:
Click: Apply to All Documents
When ready to print:
Check: Print icon or File, Print or Ctrl-P
6. The Print Selection Screen will appear with a number of options:
When highlighted, the row indicates the document you wish to print.
Click: To highlight and un-highlight.
Either a checkmark (√), complete, or a red key, incomplete, will display next to each document on the Print Selections screen. If a document is marked incomplete, there are fields in it that need to be addressed before printing.
Pages to Print:
The ‘All’ radio button is the default. This choice will print all pages in the document
Click: ‘Selected’ radio button to print one or more specific page(s)
When Selected Pages is clicked, enter the range of pages desired in the box next to the ‘Selected’ radio button; i.e. 3-5. Specific pages can be entered, separated by commas; i.e. 1,5,7.
Choose the Number of Copies you would like printed. The number will default to the pre-set standard number of copies; if this is inappropriate in a given situation, you can edit the number.
The document checkbox will default to checked and will print the number of copies designated in the ‘Copies’ field. The checkbox can be clicked to take the checkmark off if only the envelopes and/or labels need to be printed.
When the checkbox under ‘Env’ on the document is checked, this indicates you wish to have associated envelopes print. If there is no pre-set associated envelope (e.g., a case note), an envelope will not print, even if checked. The number of envelopes to be printed will display next to the checkbox in parentheses.
Click: To check and uncheck.
When the checkbox under ‘Labels’ is checked, this indicates you wish to have associated labels print. If there is no pre-set associated label (e.g., an Appointment Letter), a label will not print, even if checked. The number of labels to be printed will display next to the checkbox in parentheses.
Click: To check and uncheck.
Commands Buttons at Bottom of Screen:
If all documents are to be printed, click the ‘Print All’ button at the bottom of the screen.
A ‘Printing in progress…’ screen will be displayed for each assembled document.
If only some of the documents are to be printed, highlight each document that is desired by clicking the row and then click the ‘Print Selected’ button at the bottom of the screen.
A ‘Printing in progress…’ screen will be displayed for each assembled document selected for printing.
Click: To highlight and un-highlight rows.
To exit the screen, click the ‘Cancel’ button at the bottom of the screen.
9. You will be returned to the document after printing. When you are finished with letters and forms:
Click: the ‘X’ is the upper right hand corner of the window.