Members of an IJRS group can manage a set of letter templates to share across publications. The templates are held on the designated master site and accessible to all members of the group. Individual publications can edit some properties of shared templates, and publications may still add and edit their own local letter templates as well.
When the master site edits a shared letter template, all subscriber sites are updated with any changes to the letter body, letter subject, and letter format (text or HTML). The letter purpose, to and from information, and attachments settings are copied initially from the master template to subscriber sites but are thereafter editable by the subscriber site.
When a letter is shared to a subscriber site, it initially appears at the bottom of the Edit Letters page in the Hidden Letters section. Letters shared from a master site are marked with a shared letter icon (a white S in a green circle).
First, establish a master site; the IJRS group must designate one publication's site to serve this purpose. The system administrator of the master site configures the template sharing. After the master templates are shared, system administrators on the subscriber sites access them.
Master site: go to AdminManager > Configure Shared Letters Management, check the box to enable the Shared Letters feature, and click Submit. On the resulting confirmation page, click the Manage Subscriber Sites link. On the Manage Subscriber Sites page, enter the publication codes for all sites with which to share the letter templates; click the Add button for each. (Alternatively, enter a list of publication codes separated by semicolons and then click the Add button.) When the list is complete, click Close.
Then go to PolicyManager > Email and Letter Policies > Edit Letters. Make any edits to existing letters to be shared or create new letters as needed. Then check the box in the Share Letter column next to any letter to be shared with subscriber sites; when all chosen letters have been selected, click the Save Changes and Update Subscriber Sites button. (Follow these same steps for later edits to shared letter templates.)
Subscriber site: Go to PolicyManager > Email and Letter Policies > Edit Letters. Any shared letter templates appear at the bottom of the page, marked with the shared letter icon. Click the box in the Replace with Shared Letter column next to a letter(s) to be replaced. (Any letter associated with an ActionManager event is automatically updated.)
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