1. LetterWriter

2. Table of content
Table of content ........................................................................................................................................................i
1. Why use LetterWriter ................................................................................................................................ 1
1.1. LetterWriter delivers what you need .................................................................................................... 1
1.2. LetterWriter advantages ....................................................................................................................... 1
1.3. Business advantages .............................................................................................................................. 1
2. Word add-in ............................................................................................................................................... 2
3. LetterWriter functionalities ....................................................................................................................... 3
3.1. Fragment tree view ............................................................................................................................... 3
3.2. Fragment preview.................................................................................................................................. 3
3.3. User Actions ........................................................................................................................................... 4
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3. 1. Why use LetterWriter
1.1. LetterWriter delivers what you need
LetterWriter is an MS Word plug-in that allows end-users to select predefined fragments and include them,
with variables filled in on generation time, in their document.
LetterWriter allows you to:
• Select/Deselect predefined fragments
• Mutually exclusive fragments: choose between a subset of fragments from which maximum one
fragment can be added. Adding a fragment of this subset may or may not be mandatory.
• Insert modifiable fragments
• Preview fragments you wish to insert
• Select attachments
1.2. LetterWriter advantages
 Nothing changes for the end-user. He or she can keep on working in the standard Word environment. He
can apply al Word functionalities on his or her document.
 Ability to add pre-defined text blocks in your generated document. This ensures that the user always uses
the right and most recent fragment.
 Text blocks can be secured in the generated document, so that they cannot be changed anymore by the
user who validates/completes the document.
 Mutually exclusive fragments: choose between a subset of fragments from which maximum one fragment
can be added. Adding a fragment of this subset may or may not be mandatory.
 Attachments that are linked to an inserted text block are automatically added to the end of the
document, so they cannot be forgotten.
 The user gets to see a preview of each fragment, so he doesn’t need to open an extra application to know
which paragraph he is adding in the document.
1.3. Business advantages
LetterWriter offers automatic-creation of personalized documents that contain exactly the information your
customer needs. This has several advantages for your organization:
 Improved customer service, because LetterWriter helps you to respond more quickly and accurately to
your customers needs.
 Easy, creative editing ensures that your document authors have user-friendly and well-known tools at
their disposal to create correct standard documents, so you are assured of a correct layout, without any
compromises.
 Variable document content, because LetterWriter constructs personalized documents on the fly,
according to your business rules, ensuring that data on your documents is always up-to-date.
 LetterGen helps your business make sure that your employees only insert legally correct paragraphs to
the documents.
 Because LetterGen requires you to add all mandatory paragraphs into the document before you save the
document, your business can control all outgoing communications.
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4. 2. Word add-in
LetterWriter is a Word add-in (VSTO = Visual Studio Tools for Office). When the user opens a document in
MS Word that’s compatible with the LetterWriter application, the LetterWriter pane will appear automatically
at the left hand side of the MS Word window.
In the LetterTools menu there is a LetterWriter button that allows the user to show or hide the LetterWriter
pane:
LetterWriter is a multilingual application, which uses the user’s default language automatically. In LetterWriter
version 1.0 Dutch, French and English are the supported languages. When the user’s language isn’t supported,
the application will be in English as default language.
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5. 3. LetterWriter functionalities
3.1. Fragment tree view
In the fragments tree view the user gets an overview of the fragments that can be inserted into the document.
Hovering over a node will display a tooltip to the user with extra information about the fragment.
3.2. Fragment preview
When you select a fragment node in the tree view you will see the preview of this fragment in the preview
window.
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6. 3.3. User Actions
User actions are triggered by selecting a node in the tree view and clicking on the right mouse button.
 Inserting a fragment
o When a fragment is added, the addendums linked to the fragment are added automatically at the
end of the document respecting an alphabetical sorting order.
o When the same addendum belongs to more than one fragment, it only will be added once to the
document.
o A fragment can only be added once into the document, which renders duplications impossible’.
 Inserting a group fragment
o Only one fragment of a group can be added into the document. When a group fragment is added to
the document, all the other fragments belonging to that group are automatically removed from the
document.
o A fragment can belong to only one group.
 Deleting a fragment
o When a fragment is deleted, the addendums linked to the fragment are deleted automatically
because they have become irrelevant.
o When the same addendum belongs to more than one fragment, it will only be deleted when the last
fragment in the document containing this addendum is deleted.
 Selecting a fragment
 Refreshing the tree view
 Saving the document
o The document can only be saved when all the mandatory groups are inserted into the document.
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