Last updated: 2025-12-02
Templates - Letter Compliance
Templates - Letter Compliance
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The link for this help topic is:
In this Topic ShowHide)
- Overview
- [Searching for Pending Letter
Templates](#MiniTOCBookMark3)
- Approving or Rejecting a Template
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Overview
Note: This feature is available
only to enterprise customers who have access to the System office.
The Letter Compliance area of the system allows the home office to review
templates created in local
offices before those templates can be used to send correspondence.
To submit a template for compliance review, users in local offices select
the Solicitation option while creating
or [modifying
a template](/help/pro/templates/-/viewing/and/modifying/templates).
While a template is under review, it is unavailable for use in the local
office, and its status is set to Pending Compliance Approval (for more
about template statuses, see [Templates
- Viewing and Modifying Templates](/help/pro/templates/-/viewing/and/modifying/templates)).
From the System office, a home office user can accept or reject a template.
Searching for Pending Letter
Templates
-
[Sign
in](/help/pro/signing/in/to/smartoffice) to the System office.
-
In the side menu, select Setup
> Letter Compliance to display the
Search Pending Letters dialog box.
-
Do one of the following:
-
To narrow down your search results,
enter the template name, keyword and/or the name of the office
that the template originated from.
-
To display all templates awaiting
review, leave all of the fields blank.
-
Click the Search
button.
SmartOffice Pro displays the search results in the Letter Compliance
list. By default, the list shows only those templates awaiting review.
To view templates that have already been approved or rejected, select
Letter Compliance - Approved Letters or
Letter Compliance - Rejected Letters from
the drop-down list at the top.
Approving or Rejecting a Template
-
[Search
for the pending template](/help/pro/templates/-/letter/compliance#Searching_for_Pending_Letters).
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In the Letter Compliance list, click
the icon in the Open column to open the template in Microsoft Word
(for more information about opening documents in SmartOffice, see
[Contacts
and Businesses - Letters/Documents Content Link](/help/pro/contacts/and/businesses/-/letters/documents/content/link)).
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After reviewing the template, close
it.
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In the Letter Compliance list, select
the letter.
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Click the Menu
button and select Approve or Reject.
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When the notes dialog box opens, enter
any comments you have. If you are rejecting the template, describe
the reasons for the rejection so that the local office can revise
the template and resubmit it.
-
Click the OK
button.
Note the following regarding template approvals and rejections:
-
When you accept a template, the template's
status changes to Active, and users in the local office can use it
to create correspondence.
-
When you reject a template, the template's
status changes to Compliance Rejected. The template remains unavailable
for use in the local office. The local office can [modify
the template](/help/pro/templates/-/viewing/and/modifying/templates) and resubmit it for review.
-
Regardless of whether you accept or
reject a template, the user who submitted the template is notified
through the Alert Center. The comments
you entered are included in the alert.
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