Notice Letter Report

Introduction

The letterNotice reportLetter pageReport showsallows aadministrators listto ofidentify and manage users within the system who are eligible to be sent a notice letter, also known asreceive a Notice of Impending Conviction (NIC)NIC) letter.

NoticeIts lettersprimary arepurpose partis to facilitate the Ministry of theTransportation MTO(MTO) process,workflow andby aregenerating sentphysical outnotice to let a user know of an impending convictiondocuments for any outstanding violations onbefore theirthey account,are escalated to be collected through the Ontario court system.

system

Noticefor letterscollections. printedThis fromarticle this page areis intended tofor beOPS-COM printedadministrators.

Setup and physicallyConfiguration

sent

Before generating letters, administrators must enable the report and configure how the system consolidates these notices.

1. Hover over System Configuration and click System Settings.

2. Click the Violations tab.

3. Enable the Enable Letter Report checkbox to the user who incurredmake the violation.

   Page Location

   The letter report page can be found under the violations menu, within the reports sub menu.

   If the letter report tab is not presentavailable in the menu,main itmenu.

   will
need

4. Click the Collections tab to beconfigure enabledadditional withinnotice settings:

   • Enable the systemSend settings.Letter TheTo enableAll lettercheckbox to include users in the report option is located under the violations tab.

     

     Letter Reports Page

     The letter report page consists of two sections, listing the notice reports that can be printed, and those that cannot be printed.

     Printable Violation Notice Report

     This section contains a list of all violations within the system that are able towho have already had a notice letter printed.sent to them via email.

     

   Selected Template

   • A notice atEnable the topInclude All Unpaid Violations checkbox to consolidate all of thea section notes which template will be used for the print-out, based on the value of the system setting “Include alluser's unpaid violations”.

     Having this setting enabled will make all violations for a user be printed ononto a single notice letter. Otherwise,If this is disabled, the system will generate a separate letter for each individual violation.

5. Save your configuration changes.

Using this Feature

The Letter Report page is divided into printable and unprintable sections based on whether the system has the required user details to generate the document.

Generating Notice Letters

1. Hover over Violations and click Reports then Letter Report.

2. Review the Printable Violation Notice Report section to see all violations currently eligible for a notice letter.

3. Click the Print button next to a single noticeviolation, letteror willselect be created for each violation.

   Not Ready to be Sent

   Enabling this setting will causemultiple violations that are not ready to have their notice letter sent to appear within the list. These violations will have greyed-out text.

   The notice-ready column will display the amount of time left before a notice letter is able to be sent for the violation.

   By default, notice letters are able to be sent 7 days after the payment for a violation is past due.

   Printing the Notice Letter

   There are two locations from which a notice letter can be printed; a single notice letter can be printed using theand print buttonthem tosimultaneously. the right, or multiple notice letters can be selected and printed at once.

   The notice letters will be generated as a PDF file and downloaded by theyour web browser.

   Uploading

4. Click the Upload button to manually attach a Noticedocument Letter

   It is possible to upload a notice letter in place of generating one.

   This is used whenif a letter or document haswas already been sent to the user in placeoutside of athe system-generatedstandard noticesystem letter,generation enablingprocess.

   it
to

be associated to

Managing the violation as if it were system-generated.

Un-PrintableUnprintable Violation Notice Report

• Key Information Displayed: This section lists violations that arecannot unablecurrently togenerate have notice letters printed.

  Aa notice letter is considereddue to be unprintable when the associated vehicle is missing user details.details This(e.g., canan happenunregistered whenvehicle).

  a
user
• has

  MTO notData filledImport: outFor allthese theirunknown details,vehicles, oryou whenmust a user is not present withinexport the system.

  In the latter case, the unknown vehicle data must be exported and sent to the MTO forand information lookup usingimport the Vehiclereturn Lookupfile. Export.

  The MTO will returnOnce the data lookup in the form of a file, which must then be imported back into the system using the Vehicle Lookup import. After theMTO data has beenis imported, the user details will betemporarily automatically entered into the systempopulate, and the notice letters canwill beimmediately printedbecome right away.printable.

  The

user data imported in this way is considered temporary and is notated as being from the MTO. For security reasons, MTO import data will be cleared from the system after all violations associated to a vehicle have been cleared. The violations on a vehicle are considered to be cleared after being paid by the driver, or by being sent to collections.

• 

  Status

  VariousReminders: details are listed for the affected violations, including the reason the notice letter is unable to be printed, and if the vehicle has had its data exported yet.

  A reminder will bedisplay listednext forto theany vehicle if itthat has had its data exported to the MTO, but hasn’thas not yet had itsthe return data imported back into the system yet.system.

Viewing and Regenerating Issued NoticeLetters

Letters

1. NoticeHover lettersover thatViolations haveand beenclick issuedSearch.

   previously
can
2. be viewed from

   Click the violation search page.

   The violation search page can be found under the violations menu.

   

   From the violations search page, additional search options can be found by clicking the toggleToggle additional options button located in the top right.

   right

   

   This willto expand the search box with additional search options.parameters.

3. TheEnable relevantthe search option here is Notice Letter Issued.Issued checkbox and perform your search.

   By

checking this option, only violations that have had notice letters issued for them will be returned.

4. 

   Click

   Noticethe lettersspecific canTicket beNumber viewedto from withinopen the violation infoinformation window, found by clicking on the ticket number of a violation in the results screen.window.

   

5. TheScroll notice letters for the violation are listed nearto the bottom of the window.window to view the attached notice letters.

6. Click the Print button to re-download the letter, or click the Trash icon to archive it.

ThisArchiving will open thea notice letter viewdoes window,not delete it from which the noticesystem. letterIt contentsimply canflags be viewed, or re-downloaded by pressing the print button.

Regenerating A Notice Letter

In the cases such as when the template of the notice letter is changed, there may be a need to regenerate an existing notice letter.

The existing notice letter for the violation can be archived by clicking on the trash icon next to it. This will flag the notice letterit as archived, allowing the violation to reappear on the lettermain reportLetter Report page so ita new notice can be printedgenerated again.

(useful

if

Archiving a noticeyour letter willtemplate notwas deleterecently itupdated).

from

---

the

Best system,Practices and it will continue to appear on the violation info page, with a notice indicating it has been archived.

Considerations

Notice

Templates

Letter

Templates: The visual appearance and layoutslayout of your notice letters isare setupconfigured withinseparately from this report. To design or edit the noticecontent letterof templatesthese page.

templates,

Thehover templatesover pageSystem forConfiguration noticeand lettersclick can be found under the system configuration menu, within the contentContent & designsDesigns submenu.

then

Notice

SystemLetter Settings

There are several settings associated to notice letters.

There is one setting located under the violations tab.Templates.

• EnableMTO LetterData ReportSecurity: Be aware that imported MTO user data is temporary. For security reasons and strict compliance with MTO regulations, this imported data will be automatically cleared from the system once all violations associated with that specific vehicle have been resolved (either paid by the driver or officially sent to collections).

  • IfReviewing thisPending settingLetters: is enabled,Enable the letterNot Ready to be Sent checkbox on the main report page willto beview made available for use.

There are two settings located under the collections tab.

• Send Letter To All

  • If this setting is enabled,upcoming notice lettersletters. These violations will appear in thegrey listtext, for users who have already hadand the noticenotice-ready column will display a countdown timer indicating the amount of time left before the letter sentcan tobe themofficially generated (by email.default, notice letters are available 7 days after a violation payment becomes past due).

• Include All Unpaid Violations

  • If this setting is enabled, all unpaid violations for the user will be included on a single notice letter. When disabled, each notice letter will be limited to a single violation.