---
title: "Configure Letters"
slug: "configure-letters"
updated: 2024-03-07T07:00:37Z
published: 2024-03-07T07:00:37Z
canonical: "documentation.infinite.com/configure-letters"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://documentation.infinite.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Configure Letters

Abstract

Product: **Infinite BrassRing**

### Configure Letters

Infinite BrassRing has the ability to create letters to send to a candidate, however it is a recommended practice to create Document Templates instead of creating letters.

### Relevant eLearning

[Video](https://cdn.us.document360.io/4bb62c4c-9973-48ec-ab93-23d4b1755503/Images/Documentation/AdminManageLetters.mp4)

### Process

#### Add a Letter Template

![image003.JPG](https://cdn.us.document360.io/4bb62c4c-9973-48ec-ab93-23d4b1755503/Images/Documentation/6450dfa4-7b6a-4e61-a493-e1e5df33ffdf.jpg)

1. Select Menu → Admin → Communications → Add Letter template.
2. Insert a **Letter name**.
3. Select the Merge fields to include in the Letter template by selecting **List**and selecting the **Merge fields.**
4. Select either :
  1. **Data required for all merge fields**which means the letter cannot be able to be generated if the data on the selected is missing, or,
  2. **Data optional for merge fields** which means the letter can be generated regardless of missing merge field data because the recruiter is permitted to add any missing information.
5. Select **Launch MS Word.**
6. Select **Preview merge format.** Copy and paste the entire string of characters from **Document reference** to the Word document window, including the # signs (for example **#Contact-Info: First Name#**).
7. Create the letter as needed and save the Word document. Ensure that the font within the document is consistent for all text including the fields that are copied and pasted into your Word document.
8. Select **Upload letter template** and **Browse**to add it to BrassRing.
9. If applicable, select **Org groups authorized to send this letter** from the groups listed. Hold the CTRL key to select more than one group.
10. Select **Users authorized to administer this letter**from the users listed. This gives those you opt to select privileges to process**batch letters**.
11. Select **Yes**or **No**for **Activate batch letter.**
12. Select **Yes**or **No**for **Require letter creation from within req folder.**Yes means that the user must be in the req folder in order to create the letter for the candidates.
13. Select **Yes**or **No**for **Save copy of correspondence** to select whether to save a copy of the correspondence on the candidates Talent Record.
14. Select Save.
15. Select OK.

#### Edit a Letter Template

1. To edit a communication template, select Menu → Admin → Communications → Communicaton templates.
2. Select the **Edit icon** for the letter.
3. Update the template as needed, and select **Save**.

#### Deactivate a Letter Template

1. To deactivate a communication template, select Menu → Admin → Communications → Communicaton templates.
2. Select the **deactivate icon** for the Letter.
3. Select **OK**.

#### View Inactive communications

1. Select Menu → Admin → Communications → Communicaton templates.
2. Select Filter → Inactive.

#### Delete a Letter Template

It is best practice to deactivate rather than delete a communication template.

1. To delete a communication template, select Menu → Admin → Communications → Communicaton templates.
2. Select the **delete icon** for the Letter.
3. Select **OK**.