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Versaa Letters — QL Letter Writing Integration

Versaa (1st Touch) integrates with the Aareon QL letter-writing system in three areas:

Integration point What happens
Arrears Actions Mobile user selects an arrears action; device prompts for FILL-IN data; letter is created by the scheduler
Ad-Hoc CRM (Contact) letters Mobile user initiates a letter process; device collects FILL-IN data; letter AND a contact record are auto-created in Contact Management
Ad-Hoc Case Management letters Mobile user initiates a letter process against an ASB / Case Management record; device collects FILL-IN data; letter recorded in Case Management correspondence

Database Tables

Table Purpose
PDA_LETTTERDATA Staging table — holds letter data collected from the mobile device until the scheduler processes it
PDA_LETTERDEF Letter definition table (screen FRMEHPM107) — defines each letter, its fields, prompts, and field types
HGMPDAAC Cross-reference table linking letter codes to CRM action codes (Option 2 only — no UI, use SQL inserts)

PDA Letter Definition (PDA_LETTERDEF)

Each letter requires one or more row(s) defining the fields the device will prompt for:

Column Example Notes
Letter_ID AR4SPO QL letter code from Document Control Maintenance. For arrears, must also match the default letter on the Arrears Action
Letter_Type A A=Arrears, B=ASB/Case Management, C=Ad-Hoc CRM Contact letter
Field_name pda_podate Unique field name; standard stored procedures expect PDA_FIELD1 to PDA_FIELD9
Field_type D D=Date, F=Value, C=Code, T=Text, B=Boolean, E=Time. Case-sensitive
Field_length 10 Only relevant for C (Code) type; blank otherwise
Field_order 1 Sequence order on device screen AND sequence in CSV output
Field_prompt Please enter the date of the SPO Text displayed to the user on the device

At least one field is required per letter even if you don't use the output — use a simple "OK to proceed" boolean field.

HSG Parameters

Parameter Purpose
PDA_LETTERS Turns on PDA letter functionality for QL
PDA_LETTER_CN_POS If set, enables complaint letters to be sent from device to newly created clients
PDA_LETTERACTION Links letter codes to CRM action codes (Option 1 — comma-separated LETTER/ACTION pairs, e.g. CRM0037/TM0020,CRM0036/TM0019)
PDA_LETTER_WORDPATH Path to WORD.EXE on the machine running the 1st Touch Scheduler
PDA_TABLE_LETTERACTS Set True to use Option 2 (table-based letter/action cross-reference via HGMPDAAC)

Option 1 — HSG Parameter

Set PDA_LETTERACTION as a comma-separated list of LETTERCODE/ACTIONCODE pairs: 

CRM0038/TM0021,CRM0036/TM0019,CRM0037/TM0020

Option 2 — Table HGMPDAAC

No screen UI — use SQL inserts directly: 

INSERT INTO HGMPDAAC (Comp_ID, lettercode, u_version, actioncode)
VALUES ('DEM', 'CRM0037', '!', 'TM0020')
Enable with HSG Parameter PDA_TABLE_LETTERACTS = True.

QL Letter Setup

  • Document Production Type must be 2 or 3 in QL Document Control Maintenance.
  • Type 2: Standard Aareon stored procedures support up to 9 PDA fields named PDA_FIELD1–PDA_FIELD9. Use an IF…THEN…ELSE in the Word template to handle letters generated both from QL (FILL-IN) and from Versaa (PDA field populated): 
    IF PDA_FIELD1 = "" → ask user for Court Date (FILL-IN)
ELSE → print PDA_FIELD1
  • Type 3: PDA fields are added to the merge process alongside existing stored procedure fields. QL asks questions when run from QL; Versaa asks questions when run from Versaa.

Updating the Device with Letter Definitions

For Arrears: Devices pull the latest PDA_LETTERDEF table data via the Data Lists workflow: 1. Management Studio → View Workflows → find Data Lists workflow 2. Click Start Instance → Create Workflow 3. Monitor in Running Instances (last tab) 4. Once complete, sync the device

For CRM/Case Management letters: The data update must be built into the workflow design (usually done by Versaa consultants).

Running Letters from QL

Add screen FRMMHGM244 to the appropriate user's QL menu. This screen processes PDA letters: - Radio buttons to select letter type: Arrears, ASB, CRM, or All - Click SEND to: - CRM: generate contact, action, and all events - Arrears: generate letter and mark action as "correspondence sent" - Already Sent tab shows previous letters (for arrears, only the latest can be resent)

Scheduler-Based Letter Processing

Letters can be processed automatically via the 1st Touch Scheduler:

Schtasks.exe /create /tn {TaskName} /sc {TimeType} /mo {N} /tr "Path\ql1sttouch.exe {User},{Password},{ConnectionCode},{Interval},ONCE" /IT

Constraints: - Word must be installed on the scheduler machine (letters require Word to generate) - The scheduler cannot run as a Windows Task Scheduler task (Word has a problem with spaces in the path). Use /IT option from command line. - QL install path must not contain spaces.