Managing Letter Templates

Letter templates are created by combining paragraphs that are stored in the library. By default, Client Collaboration provides some system templates for 1040 Tax engagement letters. You can use these templates as they are, or you can create custom ones that better fit your firm's workflow. Once you have created a letter, you can reuse it in multiple requests.

You can include up to two signature blocks on a single letter. The Engagement Letter Signed column on the Requests Dashboard can help you track whether one, both, or neither of the signers has signed.

Notes: 

• System templates, which are indicated by a icon in the Template section of the Library, cannot be edited or deleted. You can choose to hide them by toggling the Show system templates switch to No on the Templates tab in the Library.
• The items you can view in the Library and the tasks you can perform there are determined by the Client Collaboration Library permissions set for you by the CCH Axcess administrator.

Create a letter template.

1. Click and select Library.
2. Click Engagement Letters.
3. Click the Templates tab.
4. Select Actions > New Template.
5. Enter a title for the template.
6. Click the link next to the Template Location label to select the folder where the template should be stored.

   Note: See Managing Library Folders for information about library folders.
   

7. Click Tax Prep: 1040 in the navigation pane to view the list of paragraphs you can add to the letter.
8. Drag the paragraphs you want to use in the letter from the navigation pane to the main pane.
9. Do the following as needed to finalize the letter:
   • Rearrange the order of paragraphs in the letter. Click and drag individual paragraphs in the main pane as needed to their new location in the letter.
   • Edit specific paragraphs. You can only edit paragraphs crated by your firm. Click above the paragraph, and then make your changes. Click to save your edits. See Using the Formatting Toolbar for information about the formatting options.

     Note: You cannot add keywords to paragraphs from the Letters tab. If you need to add keywords, you must edit the paragraph on the Paragraph tab.

   • Remove a paragraph. Click on the far right of a paragraph.
10. Click Save.

Edit a letter template.

1. Click and select Library.
2. Click Engagement Letters.
3. Click the Templates tab.
4. Click Tax Prep: 1040 to expand the list of templates in the navigation pane.
5. Right-click the template in the navigation pane and select Edit, or select the template and click Actions > Edit Template.
6. Make any necessary edits to the template. You can:
   • Add a new paragraph. Drag a paragraph from the navigation pane to the body of the template.
   • Rearrange the order of paragraphs in the letter. Click and drag a paragraph to its new location in the letter.
   • Edit specific paragraphs. You can only edit paragraphs that your firm has created. Click above the paragraph, and then make your changes. Click to save your edits. See Using the Formatting Toolbar for information about the formatting options.

     Note: You cannot add keywords to paragraphs from the Letters tab. If you need to add keywords, you must edit the paragraph on the Paragraph tab.

   • Remove a paragraph. Click on the far right of a paragraph.
7. Click Actions > Save Template.

Rename a letter template.

1. Click and select Library.
2. Click Engagement Letters.
3. Click the Templates tab.
4. Click Tax Prep: 1040 to expand the list of templates in the navigation pane.
5. Select the template in the navigation pane.
6. Click next to the template name.
7. Edit the template name.
8. Click.

Move a letter template to a different folder.

1. Click and select Library.
2. Click Engagement Letters.
3. Click the Templates tab.
4. Click Tax Prep: 1040 to expand the list of templates in the navigation pane.
5. Select the template in the navigation pane.
6. Click the Template Location link that displays below the template name in the main pane.
7. Click the folder where the template should be moved to.

Delete a letter template.

1. Click and select Library.
2. Click Engagement Letters.
3. Click the Templates tab.
4. Click Tax Prep: 1040 to expand the list of templates in the navigation pane.
5. Right-click the template in the navigation pane and select Delete, or select the template and click Actions > Delete Template.
6. Click Yes.