Info_Mgmt_User_Guide.doc

Federal Election Commission

User Guide

Information Management (J) Revision Date: 09/07/2006 Version 1.2

Contents of This Guide

1ATS/Claraview

2Conventions Used in This Guide

3Introduction

4Logging onto Information Management

7Job Queue

9Accepting the Job

15Exporting the Mailing List

18Generating the Letter

21Generating the Mailing Labels

24Completing the Job

26Searching Jobs

30Selecting the Template

31Editing the Job Description

32Selecting the Owner

34Creating the Ad Hoc Job

47Letter Template Management

48Searching Letter Templates

50Modifying the Letter Template

59Creating the Letter Template

61Using the Letter Template File

63Mailing List Management

65Searching the Mailing List Management

70Creating an Individual/Organization

73International Address

75Placing the Order

80Order Tracking

81Editing an Existing Order

82Searching for Orders

84Creating a New Order

93Completing the Order

95Drop Committee

98Appendix A

98Modifying Macro Security Settings

List of Figures

4Figure 1. Federal Election Commission Logon Page

5Figure 2. Welcome Page

6Figure 3. Information Management Home Page

8Figure 4. Job Queue Page

9Figure 5. Microsoft Internet Explorer Dialog Box

9Figure 6. Accept Job Confirmation Page

10Figure 7. Job Queue Page

11Figure 8. View Job Page

11Figure 9. Search by Committee Page

12Figure 10. Search Committee Results Page

13Figure 11. Search by Candidate/Election Page

14Figure 12. Search Candidate/Election Results Page

14Figure 13. View Job Page

15Figure 14. File Download Dialog Box

16Figure 15. Save As Dialog Box

17Figure 16. Download Complete Dialog Box

18Figure 17. File Download Dialog Box

19Figure 18. Save As Dialog Box

20Figure 19. File Download Dialog Box

20Figure 20. MS Word Toolbar

21Figure 21. File Download Dialog Box

22Figure 22. Save As Dialog Box

23Figure 23. File Download Dialog Box

23Figure 24. MS Word Toolbar

24Figure 25. Microsoft Explorer Dialog Box

24Figure 26. Complete Job Confirmation Page

25Figure 27. View Job Page

26Figure 28. Job Search Page

27Figure 29. Job Search Results Page

28Figure 30. View Job Page

29Figure 31. View Job Page

30Figure 32. Change Letter Template Page

30Figure 33. Change Letter Template Confirmation Page

31Figure 34. Change Job Description Page

31Figure 35. Change Job Description Confirmation Page

32Figure 36. Change Owner Page

32Figure 37. Change Owner Confirmation Page

33Figure 38. Job Queue Page

34Figure 39. Create Ad Hoc Job Page

34Figure 40. Mailing Labels – Letter

35Figure 41. Search by Individual/Organization Page

36Figure 42. Committee Search Results Page

36Figure 43. Search Individual/Organization Results Page

37Figure 44. Create Ad Hoc Job Page

38Figure 45. Search by Committee Page

39Figure 46. Search Committee Results Page

40Figure 47. Search Committee Results Page

41Figure 48. Candidate / Election Search Page

42Figure 49. Candidate / Election Search Results Page

43Figure 50. Candidate / Election Search Results Page

44Figure 51. Create Ad Hoc Job Page

44Figure 52. Letter Template Menu

45Figure 53. Create Ad Hoc Job Page

45Figure 54. Create Ad Hoc Job Confirmation Page

46Figure 55. Job Queue Page

47Figure 56. Letter Management Home Page

48Figure 57. Letter Search Page

49Figure 58. Letter Search Results Page

50Figure 59. Edit Letter Template Settings

51Figure 60. File Download Window

52Figure 61. Save As Window

53Figure 62. Download Complete Window

54Figure 63. Right Click Menu Window

55Figure 64. Microsoft Word Macro Window

56Figure 65. Choose File Window

57Figure 66. Edit Letter Template Settings Page

58Figure 67. Letter Template Management Page

59Figure 68. Create Letter Template Page

60Figure 69. Create Letter Template Confirmation Page

60Figure 70. Letter Template Management Page

61Figure 71. MS Word Letter Template File

62Figure 72. Letter Template Toolbar

63Figure 73. Mailing List Management Page

64Figure 74. Search Individual/Organization Section

64Figure 75. Create Individual/Organization Section

65Figure 76. Search Individual/Organization Results Page

66Figure 77. Search Individual/Organization Results Page

66Figure 78. Remove Recipient Review Page

67Figure 79. Search Individual/Organization Results Page

68Figure 80. Edit Individual/Organization Page

69Figure 81. Edit Individual/Organization Confirmation Page

70Figure 82. Mailing List Management Page

71Figure 83. Create Individual/Organization Section

71Figure 84. Create Individual/Organization Section

72Figure 85. Create Individual/Organization Confirmation Page

73Figure 86. International Address Section

73Figure 87. International Address Section

74Figure 88. Create Individual/Organization Section

74Figure 89. Create Individual/Organization Confirmation Page

75Figure 90. Create Order Page

76Figure 91. Line Items Menu

76Figure 92. Line Items Section

77Figure 93. Line Items Section

77Figure 94. Line Items Section

78Figure 95. Line Items Section

78Figure 96. Create Order Confirmation Page

79Figure 97. Order Tracking Page

80Figure 98. Order Tracking Page

81Figure 99. Edit Order Page

82Figure 100. Search Orders

83Figure 101. Search Orders Results Page

84Figure 102. Create Order Page

85Figure 103. Recipient Search Results Page

86Figure 104. Create Order Page

87Figure 105. Line Items Section

87Figure 106. Line Items Section

88Figure 107. Line Items Section

88Figure 108. Line Items Section

89Figure 109. Create Order Confirmation Page

90Figure 110. Order Tracking Page

90Figure 111. File Download Window

91Figure 112. Save As Window

92Figure 113. Download Complete Window

92Figure 114. File Conversion Window

93Figure 115. Microsoft Internet Explorer Dialog Box

93Figure 116. Fill Order Confirmation Page

94Figure 117. Order Tracking Page

95Figure 118. Drop Committee Page

96Figure 119. Drop Committee Search Results Page

96Figure 120. Create Drop Committee Page

97Figure 121. Create Drop Committee Confirmation Page

98Figure 122. Security Window

99Figure 123. Security Window

99Figure 124. Microsoft Word Dialog Box

List of Tables

2Table 1. User Guide Conventions

3Table 2. Information Management System Capabilities

62Table 3. Letter Template Toolbar

ATS/Claraview

Information Management (J) User Guide Documentation for FEC 1032 Authorization Memorandum

I have carefully assessed the Information Management (J) User Guide Documentation for this project.

Management Certification – Please check the appropriate statement.

We fully accept the changes as needed improvements and authorize initiation of work to proceed. Based on our authority and judgment, the implementation of this plan and process is authorized.

Edward Holder, COTR

Date

Conventions Used in This Guide

This document uses figures to illustrate the results of the steps performed. The pages and windows shown in the figures are examples only.

The pages and windows that you see on your computer should resemble the figures, but the data that you enter in the fields may differ from the examples.

This user guides uses the following conventions, explained in Table 1.

Table 1. User Guide Conventions

Notes

While Notes do not describe critical information, we suggest that you stop and read them. Notes can deepen your understanding of a software feature and can also provide shortcuts that will help improve your productivity.

Warnings

Warnings provide information designed to prevent critical errors from occurring. If you see a warning, stop and read it before continuing.

Stop Messages

Think of Stop messages as severe warnings. If you see a Stop message, do not proceed to the next step until you have read and understood the content of the Stop message. Failure to heed the warning could result in loss of data or application failure.

Introduction

Combining the functionality of numerous 1032 applications, Information Management (J) accomplishes a variety of letter-generation and mailing processes. The system has the following capabilities, described in Table 2.

Table 2. Information Management System Capabilities

Logging onto Information Management

This section explains how to logon onto the Information Management application.

1. From the Federal Election Commission logon page, in the Username field, enter your assigned username.

2. In the Password field, enter your assigned password.

3. Click Log In, shown in Figure 1.

Figure 1. Federal Election Commission Logon Page

The Welcome Page opens, shown in Figure 2.

Figure 2. Welcome Page

4. Click the Information Management link.

LISTNUM \l 1 \s 0 The Information Management Home page opens, shown in Figure 3.

Figure 3. Information Management Home Page

The Information Management Home page includes links to the following:

· Job Queue

· Letter Template Management

· Mailing List Management

· Order Tracking

· Drop Committee Job Queue

Job Queue enables you to create jobs for four categories of letters:

· Prior Notices

· Losergrams

· New Committee

· New Candidate Mailings

It interfaces with the Track Committees for Filing Requirements and creates jobs for losergrams based on which PCCs are involved in an election. It also creates jobs on a regular schedule from new committees that have filed a Form 1 and creates jobs on a regular schedule from new candidates that have filed a Form 2.

It also provides you with the ability to view all pending jobs (including Ad Hoc jobs); assign jobs, view job details, add and remove recipients, and access Process Job functions.

5. From the Information Management Home page, click the Job Queue link, shown in Figure 4.

LISTNUM \l 1 \s 0 The Job Queue page opens displaying all the scheduled jobs. The job with an Accept link (highlighted in blue) indicates the job has not been assigned to an owner yet. When the job has been assigned to a person, the link color changes from blue to gray. The owner name is displayed in the Owner column. You must accept a job prior to completing the job.

Figure 4. Job Queue Page

Accepting the Job

6. From the Job Queue page, click the Accept link for the job you want to process.

The following message displays, shown in Figure 5.

Figure 5. Microsoft Internet Explorer Dialog Box

7. Click OK.

The Accept Job Confirmation page opens, shown in Figure 6.

Figure 6. Accept Job Confirmation Page

8. Click OK. You return to the Job Queue, shown in Figure 7. You are the assigned owner of the job. Click the Job Description link to begin processing the job.

Figure 7. Job Queue Page

The View Job page opens, shown in Figure 8.

Figure 8. View Job Page

9. Click the Add Recipient link.

The Search by Committee page opens, shown in Figure 9.

Figure 9. Search by Committee Page

The Search by Candidate/Election link is only available with Prior Notice Reports.

10. You can search any of the following search criteria:

· Committee ID

· Committee Name

· Committee Description

· Filing Frequency

· Committee Type

· Committee State

11. Once you have entered your search criteria, click Search.

The Search Committee Results page opens, shown in Figure 10.

Figure 10. Search Committee Results Page

12. Click the Return to Search by Committee link.

The Search by Committee page opens. .

For Prior Notice Reports you can add Candidates/Elections as well as Committees

13. To add a Candidate (for Prior Notice Reports only), click the Search by Candidate/Election link.

The Search by Candidate/Election page opens, shown in Figure 11.

Figure 11. Search by Candidate/Election Page

The Search by Candidate/Election link is only available with Prior Notice Reports.

14. You can search any of the following search criteria:

· Candidate ID

· Candidate Name

· Election

· Election Year

· Office Sought

· Election Type

· Election State

· District

· Party

15. Enter the search criteria and click Search.

16. Check the Candidates/Elections you want to include in your job, shown in Figure 12.

Figure 12. Search Candidate/Election Results Page

17. Click the Include Selected Candidates link.

The View Job page opens, shown in Figure 13.

Figure 13. View Job Page

Exporting the Mailing List

18. From the View Job page, click the Export Mailing List link.

The File Download dialog box opens, shown in Figure 14.

Figure 14. File Download Dialog Box

19. Click Save.

The Save As dialog box opens, shown in Figure 15.

Figure 15. Save As Dialog Box

20. Save the file locally on your PC. Note the location so you retrieve the file at a later date.

21. In the File name field, the filename is displayed as INFMailingList.xls. You can modify the filename, but it is recommended that you use the default name.

22. Click Save. The file is saved locally on your PC.

The Download dialog box opens, shown in Figure 16.

Figure 16. Download Complete Dialog Box

23. Click Open. MS Excel launches, opening the file.

24. Review the contents. Once you have finished reviewing the content, close the file by clicking the X located in the upper right corner of the document window. You return to the Information Management application.

LISTNUM \l 1 \s 0 Generating the Letter

25. From the View Job page, click the Generate Letter link.

The File Download dialog box opens, shown in Figure 17.

Figure 17. File Download Dialog Box

26. Click Save.

The Save As dialog box opens, shown in Figure 18.

Figure 18. Save As Dialog Box

27. Save the file locally on your PC. Note the location so you can retrieve the file at a later date.

28. In the File name field, the filename is displayed as <username><LetterTemplateName.dot>. You can modify the filename, but it is recommended that you use the default filename.

29. Click Save.

The File Download dialog box opens, shown in Figure 19.

Figure 19. File Download Dialog Box

30. Click Open.

MS Word launches, opening the file.

31. Click Enable Macros.

If the Enable Macros window does not display, it is important to contact your system administrator to modify your Macro Security Settings. To run the macros contained in the letter templates, your Macro Security Settings must be set to Medium. See Appendix A: Modifying Macro Security Settings on page 99 for instructions on modifying your Macro Security Settings.

32. Use the arrow keys, shown in Figure 20, to navigate within the document and view the contents.

Figure 20. MS Word Toolbar

33. When you are finished reviewing the material, click the Merge to Printer icon to print the document.

34. After printing the document, close the document by clicking the X located in the upper right corner of the window.

The MS Word application closes and you return to the Information Management application.

LISTNUM \l 1 \s 0 Generating the Mailing Labels

35. From the View Job page, click the Generate Mailing Labels link.

The File Download dialog box opens, shown in Figure 21.

Figure 21. File Download Dialog Box

36. Click Save.

The Save As dialog box opens, shown in Figure 22.

Figure 22. Save As Dialog Box

37. Save the file locally on your PC. Note the location of the file so you can retrieve it at a later date.

38. In the File name, the filename is displayed as <username><LetterTemplateName.dot>. You can modify the filename, but it is recommended that you use the default filename.

39. Click Save.

The File Download dialog box opens, shown in Figure 23.

Figure 23. File Download Dialog Box

40. Click Open.

MS Word launches, opening the document.

41. Click Enable Macros.

If the Enable Macros window does not display, it is important to contact your system administrator to modify your Macro Security Settings. To run the macros contained in the letter templates, your Macro Security Settings must be set to Medium. See Appendix A: Modifying Macro Security Settings on page 99 for instructions on modifying your Macro Security Settings.

42. Use the arrow keys, shown in Figure 24 to navigate within the document and view the contents.

Figure 24. MS Word Toolbar

43. When you are finished reviewing the material, click the Merge to Printer icon to print the document.

44. After printing the document, close the document by clicking the X located in the upper right corner of the window.

The MS Word application closes and you return to the Information Management application.

LISTNUM \l 1 \s 0 Completing the Job

45. From the View Job page, click the Complete link.

The Microsoft Explorer dialog box opens, shown in Figure 25.

Figure 25. Microsoft Explorer Dialog Box

46. Click OK.

The Complete Job Confirmation page opens, shown in Figure 26.

Figure 26. Complete Job Confirmation Page

47. Click OK. You return to the View Job page, shown in Figure 27.

All the links are gray. The only option you have access to is Refill Job. This enables you to refill the job again.

Figure 27. View Job Page

Searching Jobs

48. Click the Search Jobs link.

The Job Search page opens, shown in Figure 28.

Figure 28. Job Search Page

49. You can search on any of the following fields:

· Letter Name

· Report Type

· Filer Type

· Job Date

· Status

· Job Type

· Committee Type

· Deadline

· Owner

50. Enter your search criteria and click Search.

The Job Search Results page opens, shown in Figure 29.

Figure 29. Job Search Results Page

51. To view a job, click the Select link.

The View Job page opens, shown in Figure 30.

Figure 30. View Job Page

52. Depending on the status of the job, you can perform the following functions:

· Export Mailing List

· Add Recipient

· Generate Letter

· Generate Mailing Labels

· Complete

· Refill Job (only for completed jobs)

The tasks listed above are available if the link is highlighted in blue. A gray link indicates you cannot complete that function.

The Information Management application enables you to modify the job by:

· Selecting the Template

· Editing the Job Description

· Selecting the Owner

Figure 31. View Job Page

Selecting the Template

53. From the Letter Template Name section, click the Change link.

The Change Letter Template page opens, shown in Figure 32.

Figure 32. Change Letter Template Page

54. Select the Letter Template dropdown list.

55. From the list, select a new template.

56. Click Change.

The Change Letter Template Confirmation page opens, shown in Figure 33.

Figure 33. Change Letter Template Confirmation Page

57. Click OK. You return to the View Job page.

Editing the Job Description

58. Click the Edit Job Description link.

The Change Job Description page opens, shown in Figure 34.

Figure 34. Change Job Description Page

59. In the Job Description field, enter a new job description.

60. Click Save.

The Change Job Description Confirmation page opens, shown in Figure 35.

Figure 35. Change Job Description Confirmation Page

61. Click OK. You return to the View Job page.

Selecting the Owner

62. From the Owner section, click the Change link.

The Change Owner page opens, shown in Figure 36.

Figure 36. Change Owner Page

63. From the Owner dropdown list, select a new owner.

64. Click Change.

The Change Owner Confirmation page opens, shown in Figure 37.

Figure 37. Change Owner Confirmation Page

65. Click OK. You return to the View Job page.

66. Click the Return to Job Queue link.

LISTNUM \l 1 \s 0 The Job Queue page opens, shown in Figure 38.

Figure 38. Job Queue Page

Creating the Ad Hoc Job

Information Management enables you to create Ad Hoc jobs in the Job Queue. You can add recipients (as listed in the Disclosure Database and/or the Information Management application’s Master Mailing List), as well as specify a Letter Template to use with the Ad Hoc job.

When you create an Ad Hoc Job, it is automatically assigned to you. You become the owner of the job.

67. From the Job Queue page, click the Create Job link.

The Create Ad Hoc Job page opens, shown in Figure 39.

Figure 39. Create Ad Hoc Job Page

68. In the Job Description field, enter the description of the job.

69. Check the Mailing Labels and/or Letter checkboxes if you want to generate mailing labels or letters with the job.

Figure 40. Mailing Labels – Letter

70. To add a recipient, click the Individual/Organization, Committee, or Candidate links (highlighted in blue).

Figure 41. Search by Individual/Organization Page

71. From the Search Individual/Organization page, enter any of the following criteria to search for a committee to add to your Ad Hoc Job.

· Name

· Organization

· State

· Zip Code

72. Click Search.

The Committee Search Results page opens, shown in Figure 42.

Figure 42. Committee Search Results Page

73. Find the individual/organization you want to include in your Ad Hoc Job.

74. Check the Select box next to the Recipient Name to select it, shown in Figure 43.

Figure 43. Search Individual/Organization Results Page

75. You have the option of clicking the Select All Pages link. This link enables you to select all the search results to include in your Ad Hoc Job. If you only want to select the results on the page, click the Select All on this Page link.

76. Once you have selected all the committees you want to include in your Ad Hoc Job, click the Include Selected Recipients link.

You return to the Create Ad Hoc Job page. The individual/organization you selected is added to the job, shown in Figure 44.

Figure 44. Create Ad Hoc Job Page

77. If you want to add a Committee to the Ad Hoc Job, click the Committee link.

The Search by Committee page opens, shown in Figure 45.

Figure 45. Search by Committee Page

78. You can search on any of the following items:

· Committee Name

· Committee Designation

· Filing Frequency

· Committee Type

· Committee State

79. Once you have selected your search criteria, click Search.

The Search Committee Results page opens, shown in Figure 46.

Figure 46. Search Committee Results Page

80. Check the box located next to the Committee ID for each committee you would like to include in your Ad Hoc Job, shown in Figure 47.

Figure 47. Search Committee Results Page

81. You have the option of clicking the Select All Pages link. This link enables you to select all the search results to include in your Ad Hoc Job. If you only want to select the results on this page, click the Select All on this Page link.

82. Once you have selected the committees you want to include in your Ad Hoc Job, click the Include Selected Committees link.

You return to the Create Ad Hoc Job page.

83. If you want to add a Candidate to the Ad Hoc Job, click the Candidate link.

The Candidate / Election Search page opens, shown in Figure 48.

Figure 48. Candidate / Election Search Page

84. You can search for a Candidate using any of the following fields:

· Candidate ID

· Candidate Name

· Election

· Election Year

· Office Sought

· Election Type

· Election State

· District

· Party

85. Once you have entered your search criteria, click Search.

The Candidate / Election Search Results page opens, shown in Figure 49.

Figure 49. Candidate / Election Search Results Page

86. Find the Candidate you want to include in your Ad Hoc job and select it by checking the Select box located next to the Candidate ID column, shown in Figure 50.

87. You have the option of clicking the Select All Pages link. This link enables you to select all the search results to include in your Ad Hoc Job. If you only want to select the results on this page, click the Select All on this Page link.

Figure 50. Candidate / Election Search Results Page

88. Once you have selected the candidates you want to include in the Ad Hoc job, click the Include Selected Candidates link.

You return to the Create Ad Hoc Job page, shown in Figure 51.

Figure 51. Create Ad Hoc Job Page

89. Select the Letter Template dropdown list.

Figure 52. Letter Template Menu

90. Scroll the list and click the Ad Hoc template. This is the template that is associated with your Ad Hoc Job.

Figure 53. Create Ad Hoc Job Page

91. Once you have entered all the criteria, click Create.

The Create Ad Hoc Job Confirmation page opens, shown in Figure 54.

Figure 54. Create Ad Hoc Job Confirmation Page

The confirmation page displays the Ad Hoc Job you have created. You cannot edit the Ad Hoc Job.

92. Click OK.

You return to the Job Queue page. The Job Queue page lists the new Ad Hoc Job you created, shown in Figure 55.

Figure 55. Job Queue Page

Letter Template Management

Letter Management enables you to create and manage letter templates. It also enables you to download template files from the system (for editing in MS Word), and to upload (the new or edited) template files for use by the system.

93. From the Information Management Home page, click the Letter Management link.

LISTNUM \l 1 \s 0 The Letter Management Home page opens, shown in Figure 56.

Figure 56. Letter Management Home Page

Searching Letter Templates

94. Click the Search Letter Template link.

The Search Letter Templates page opens, shown in Figure 57.

Figure 57. Letter Search Page

95. You can search on any of the following fields:

· Letter Template Name

· Report Type

· Job Type

· Committee Type

· Filer Type

· Filing Frequency

· Election Year

· Non Election Year

96. Once you have entered your search criteria, click Search.

The Letter Search Results page opens, shown in Figure 58.

Figure 58. Letter Search Results Page

97. Review the results in the list.

Modifying the Letter Template

98. Click the Letter Template Name link to modify your letter template.

The Edit Letter Template Settings page opens, shown in Figure 59.

Figure 59. Edit Letter Template Settings

99. Located at the top of the Edit Letter Template Settings page, the following note is displayed.

These settings are associated with one or more current jobs; changes made to the settings or the associated template file will apply to all jobs.

100. Modify the letter as needed. You can modify any of the following fields:

· Letter Template Name

· Report Type

· Job Type

· Committee Type

· Filer Type

· Filing Frequency

· Letter Template

101. To edit the letter template, click Download.

The File Download window opens, shown in Figure 60.

Figure 60. File Download Window

102. Click Save. When you click Save, the file is saved locally on your computer.

Make a note of the file location when you save. This ensures that you know where to locate the file for editing.

The Save As window opens, shown in Figure 61.

Figure 61. Save As Window

103. In the File name field, enter the template name. By default, MS Word automatically names the file. You can modify the name, but it is recommended that you use the default name.

104. Click Save.

If you have previously downloaded the template and saved the file locally, you may be prompted with the following dialog box:

The Download Complete window opens, shown in Figure 62.

Figure 62. Download Complete Window

105. Click Close and minimize the Information Management application.

106. From your Windows Desktop, locate the MS Word Template. Templates are denoted with *.dot extension.

107. Once you have located the file (stored locally on your computer), Right Click and select Open, shown in Figure 63.

Figure 63. Right Click Menu Window

Microsoft Word launches, opening the template. You are prompted with the Microsoft Word dialog box, shown in Figure 64.

Figure 64. Microsoft Word Macro Window

108. Click Enable Macros.

If the Enable Macros window does not display, it is important to contact your system administrator to modify your Macro Security Settings. To run the macros contained in the letter templates, your Macro Security Settings must be set to Medium. See Appendix A: Modifying Macro Security Settings on page 99 for instructions on modifying your Macro Security Settings.

The MS Word template opens. Edit the template as needed and save the file locally on your computer.

109. Return to the Information Management application – Edit Letter Template Settings page.

110. Click Browse.

The Choose File window opens, shown in Figure 65.

Figure 65. Choose File Window

111. Locate the modified template and click Open.

You return to the Edit Letter Template Settings page, shown in Figure 66.

Figure 66. Edit Letter Template Settings Page

The Upload New Letter Template field displays the modified template file.

112. Click Save.

LISTNUM \l 1 \s 0 You return to the Letter Template Management page, shown in Figure 67.

Figure 67. Letter Template Management Page

Creating the Letter Template

113. Click the Create Letter Template link.

The Create Letter Template page opens, shown in Figure 68.

Figure 68. Create Letter Template Page

114. In the Letter Template Name field, enter the name of the template you are creating.

115. Select the Job Type from the dropdown list.

116. Click Browse to upload the template. Locate the template located on the template server.

117. Click Create.

You can optionally enter information into Report Type, Committee Type, Filer Type, Election Year, and Filing Frequency.

The Create Letter Template Confirmation page opens, shown in Figure 69.

Figure 69. Create Letter Template Confirmation Page

118. Click the Return to Letter Template Management link.

You return to the Letter Template Management page, shown in Figure 70.

Figure 70. Letter Template Management Page

Using the Letter Template File

This section explains how to use to the MS Word Letter Template file.

119. From your Windows Desktop, double-click on the MS Word Letter Template file. The Letter Template file has a *.doc file extension.

MS Word launches and the document opens, shown in Figure 71.

Figure 71. MS Word Letter Template File

120. Located with the MS Word file there is a Letter Template Toolbar. The toolbar enables you to use the Letter Template, shown in Figure 72.

Figure 72. Letter Template Toolbar

Table 3. Letter Template Toolbar

121. Review the information in the document by clicking the Next Record icon

To print the Letter Template and/or Mailing Labels, you must click the Merge to Printer icon located on the toolbar.

122. Close the document by clicking the Close icon located in the upper right corner of MS Word.

Mailing List Management

Mailing List Management enables you to add, edit and remove recipients from the Master Mailing List. Individuals on this list are included in the record mailings. You can also select individuals from the Master mailing list to add to recipient lists associated with a given Job or Order.

123. From the Information Management Home page, click the Mailing List Management link.

The Mailing List Management page opens, shown in Figure 73.

Figure 73. Mailing List Management Page

124. The Mailing List Management page is divided into two sections: Search Individual/Organization and Create Individual/Organization, shown in Figure 74 and Figure 75.

Figure 74. Search Individual/Organization Section

Figure 75. Create Individual/Organization Section

Searching the Mailing List Management

125. In the Search Individual/Organization section, you can search on the following fields.

· Organization

· Name

· Status

126. Once you have your search criteria entered, click Search.

The Search Individual/Organization Results page opens, shown in Figure 76.

Figure 76. Search Individual/Organization Results Page

127. Check the Individual/Organizations you want to remove from the list, shown in Figure 77.

Figure 77. Search Individual/Organization Results Page

128. Click the Remove Selected link.

The Remove Recipient Review page opens, shown in Figure 78.

Figure 78. Remove Recipient Review Page

129. Click the Remove Recipients link.

The Search Individual/Organization Results page opens, shown in Figure 79.

Figure 79. Search Individual/Organization Results Page

130. Click the Organization link.

The Edit Individual/Organization page opens, shown in Figure 80.

Figure 80. Edit Individual/Organization Page

131. Edit the Individual/Organization information as needed.

132. Click Save.

The Edit Individual/Organization Confirmation page opens, shown in Figure 81.

Figure 81. Edit Individual/Organization Confirmation Page

133. Click OK.

You return to the Search Individual/Organization Results page.

Creating an Individual/Organization

134. From the Information Management Home page, click the Mailing List Management link.

The Mailing List Management page opens, shown in Figure 82.

Figure 82. Mailing List Management Page

135. In the Create Individual/Organization section, shown in Figure 83, enter the Organization name.

Figure 83. Create Individual/Organization Section

136. In the Full Name field, enter the name of the Individual/Organization.

137. In the Street field, enter the street address for the Individual/Organization.

138. In the City field, enter the location of the city for the Individual/Organization.

139. Select a State from the dropdown list and enter the Zip Code into the Zip field.

140. In the E-mail field, enter the e-mail address (if known).

141. In the Phone field, enter the phone number of the Individual/Organization.

Figure 84. Create Individual/Organization Section

142. Click Create.

The Create Individual/Organization Confirmation page opens, shown in Figure 85.

Figure 85. Create Individual/Organization Confirmation Page

143. Click OK.

You return to the Mailing List Management page.

International Address

144. In the Create Individual/Organization section, click the International radio button, shown in Figure 86.

Figure 86. International Address Section

145. The International Address section loads, shown in Figure 87.

Figure 87. International Address Section

146. In the Organization field, enter the Organization name.

147. In the Full Name field, enter the name of the Individual/Organization.

148. In the Street field, enter the street address for the Individual/Organization.

149. In the City, Providence, Country field, enter the location of the Providence, Country for the Individual/Organization.

150. In the Zip field, enter the Zip Code.

151. In the E-mail field, enter the e-mail address (if known).

152. In the Phone field, enter the phone number of the Individual/Organization.

Figure 88. Create Individual/Organization Section

153. Click Create.

The Create Individual/Organization Confirmation page opens, shown in Figure 89.

Figure 89. Create Individual/Organization Confirmation Page

154. Click OK.

You return to the Mailing List Management page.

Placing the Order

155. Once you locate the Individual/Organization you want to place an order for, click the Place Order link located next to the Organization name.

The Create Order page opens, shown in Figure 90.

Figure 90. Create Order Page

156. In the Line Items section, select the Item dropdown list. Locate the item that the Individual/Organization would like to order, shown in Figure 91.

Figure 91. Line Items Menu

Figure 92. Line Items Section

157. In the Quantity box, enter the total the Individual/Organization would like to order.

158. Click the Add link, shown in Figure 93.

Figure 93. Line Items Section

It is important that you click the Add link. This adds the item to the Item list. The item is not added unless you click the Add link. You need to add each item individually.

159. While adding items, if you discover that you added an incorrect item or quantity, you can remove it from the list. Locate the item you would like to remove and click the Remove link, shown in Figure 94.

Figure 94. Line Items Section

The item is removed and you return to Create Order (Line Items section) page, shown in Figure 95.

Figure 95. Line Items Section

160. Once you have entered all the items, click Create.

The Create Order Confirmation page opens, shown in Figure 96.

Figure 96. Create Order Confirmation Page

161. Click the Return to Order Tracking link.

The Order Tracking page opens, shown in Figure 97.

Figure 97. Order Tracking Page

The Order Tracking page displays the new order entered.

Instructions for processing and completing orders are included in the Order Tracking section on page 81.

Order Tracking

Order Tracking provides you with the ability to view, assign, and process all pending orders. You can also view order details, add and remove recipients, and access Process Order functions.

162. From the Information Management Home page, click the Order Tracking link.

The Order Tracking page opens, shown in Figure 98.

Figure 98. Order Tracking Page

Editing an Existing Order

163. If you want to view one of the existing orders displayed in the queue, click the Order Number link.

The Edit Order page opens, shown in Figure 99.

Figure 99. Edit Order Page

The Edit Order page enables you to view the specific order details. You can add and remove items and edit address information.

164. After making modifications, click Save.

165. Click Cancel to return to the Order Tracking page.

LISTNUM \l 1 \s 0 Searching for Orders

166. Click the Search Orders link.

The Search Orders page opens, shown in Figure 100.

Figure 100. Search Orders

Search Orders enables you to search for orders using any of the following search criteria:

· Order Number

· Title

· Full Name

· Organization

· Address Information

· E-mail Address

· Background Info

· Other Items

· Line Items

· Date Entered (From/To)

· Date Filled (From/To)

167. Once you have your search criteria entered, click Search.

The Search Order Results page opens, shown in Figure 101.

Figure 101. Search Orders Results Page

Creating a New Order

168. Click the Create Order link.

The Create Order page opens, shown in Figure 102.

Figure 102. Create Order Page

169. Before creating a new order, you can search for a Recipient/Organization. This process eliminates the additional work of adding the Recipient information.

170. In the Recipient Name field, enter the recipient name.

171. You can also (optionally) search by the Organization or Zip.

172. Click Search Recipient.

The Recipient Search Results page opens, shown in Figure 103.

Figure 103. Recipient Search Results Page

173. Locate the Recipient name and click the Select link.

The Create Order page opens, shown in Figure 104. The Recipient information has been added to the order.

Figure 104. Create Order Page

174. In the Line Items section, select the Item dropdown list. Locate the item the Individual/Organization would like to order, shown in Figure 105.

Figure 105. Line Items Section

175. In the Quantity box, enter the total the Individual/Organization would like to order.

176. Click the Add link, shown in Figure 106.

Figure 106. Line Items Section

It is important that you click the Add link. This adds the item to the Item list. The item is not added unless you click the Add link. You need to add each item individually.

177. While adding items, if you discover that you added an incorrect item or quantity, you can remove it from the list. Locate the item you would like to remove and click the Remove link, shown in Figure 107.

Figure 107. Line Items Section

The item is removed and you return to Create Order (Line Items section) page, shown in Figure 108.

Figure 108. Line Items Section

178. Once you have entered all the items, click Create.

179. The Create Order Confirmation page opens, shown in Figure 109.

Figure 109. Create Order Confirmation Page

180. Click the Return to Order Tracking link.

The Order Tracking page opens, shown in Figure 110. The new order is displayed in the Order Tracking page.

Figure 110. Order Tracking Page

181. Click the Process link.

The File Download window opens, shown in Figure 111.

Figure 111. File Download Window

182. Click Save.

The Save As window opens, shown in Figure 112.

Figure 112. Save As Window

183. By default, Windows create a name File name for the document. You can modify the filename, but it is recommended that you use the default filename.

184. Click Save.

The Download Complete window opens, shown in Figure 113.

Figure 113. Download Complete Window

185. Click Open.

The File Conversion window opens, shown in Figure 114.

Figure 114. File Conversion Window

186. Click OK.

Microsoft Word launches, opening the document with the order information. You can save the file locally to your computer. When you are finished reviewing the file, close Microsoft Word and return to the Information Management application.

LISTNUM \l 1 \s 0 Completing the Order

187. From the Order Tracking page, click the Complete link.

The Microsoft Internet Explorer dialog box opens, shown in Figure 115.

Figure 115. Microsoft Internet Explorer Dialog Box

188. Click OK.

The Fill Order Confirmation page opens, shown in Figure 116.

Figure 116. Fill Order Confirmation Page

189. Click the Return to Order Tracking link.

You return to the Order Tracking page, shown in Figure 117. The order has been completed and is no longer displayed in the list.

Figure 117. Order Tracking Page

Drop Committee

Drop Committee enables you to drop a committee, candidate, or individual/organization from the Federal Election Commission mailing list.

190. From the Information Management Home page, click the Drop Committee link.

The Drop Committee page opens, shown in Figure 118.

Figure 118. Drop Committee Page

191. You can search on any of the following fields:

· Committee Name

· Treasurer Name

192. Once you have entered your criteria into the search fields, click Search.

The Drop Committee Search Results page opens, shown in Figure 119.

Figure 119. Drop Committee Search Results Page

193. Locate the Committee you want to drop by clicking the Select link.

The Create Drop Committee page opens, shown in Figure 120.

Figure 120. Create Drop Committee Page

194. In the Report 1 field, enter the report type.

195. In the Report 2 field, enter the report type.

196. Click Save.

The Create Drop Committee Confirmation page opens, shown in Figure 121.

Figure 121. Create Drop Committee Confirmation Page

197. Click OK.

You return to the Drop Committee Search page.

LISTNUM \l 1 \s 0 Appendix A

Modifying Macro Security Settings

This section provides detailed information on how to modify your Macro Security Settings. This must be completed in order to run the macros contained in the Letter Template (Mail Merge) documents.

198. From the Tools menu, select Macro > Security The Security window opens, shown in Figure 122. The Windows default selection is set to High. With this setting, the macros will not run.

Figure 122. Security Window

199. Click the Medium radio button, shown in Figure 123.

Figure 123. Security Window

200. Click OK. Your Macro Security Settings have been modified. When prompted with the Microsoft Word Macros window, click Enable Macros, shown in Figure 124.

Figure 124. Microsoft Word Dialog Box

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