Letters/Forms

A letter is a written communication to a person or organization. A form is a document that has been set up to print information, such as text, titles, or variables. After a letter/form layout is created and saved, you can use the Letters/Forms report to print the letter/form to paper.

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Letters/Forms
1. Step 1: Set up a letter/form layout
1. Step 2: Print letters/forms
1. Options
  1. Create transactions
  1. Create warrants
  1. Forms
1. Shifted
  1. Transaction date
  1. Variables

Step 1: Set up a letter/form layout

Use Connect Court Management > Organization > Forms to create and save a letter/form layout.

Step 2: Print letters/forms

Set up the options on the letter or form.

Do this...

1. Open Connect Court Management > Reports > Letters/Forms.

2. Select a report title.

3. Fill in the options on the report. Use the sections in this help topic to fill in each field. The fields are listed in alphabetical order.

4. Will you print the information to a pre-printed letterhead/form?

Yes, print the information to a pre-printed form. Load the pre-printed forms to the printer tray.
No, print the information to plain paper. Continue to the next step.

4. Click Print (CTRL+P).

The letters/forms print.

Options

Create transactions

A transaction is an entry that records an exchange or transfer of goods, services, or funds. Use Create Transactions to record the printing of the letter or form as an item in the case history.

Create warrants

A warrant is a court order that directs a law enforcement officer to arrest and bring a person before the judge. Use Create Warrants to create an entry for the printing of the warrant in the case history.

Forms

A form is a document that has been set up to print information, such as text, titles, or variables.

Do you want to use the current form?

Yes, I want to use the current form. Continue to the next step.
No, I want to use a different form. Click on the Forms tab > Form Options subtab. Then, select a different form name from the Form drop-down list.

Shifted

Variables that print elements of the mailing address use the Shifted command. When a field in the address does not contain a value, the application will include the <blank> value. For example...

Acme Manufacturing

180 S Commerce Ave
PO Box 290
Anycity, UT 88888

Using the Shifted command means the system will shift the information that follows the <blank> value into the slot that currently displays the blank value.

Acme Manufacturing
↑ ↑ ↑
180 S Commerce Ave
PO Box 290
Anycity, UT 88888

When the address that prints on the letter or form, the <blank> lines are filled with the shifted lines. Now, it looks like this...

Acme Manufacturing
180 S Commerce Ave
PO Box 290
Anycity, UT 88888

Transaction date

The Date is the date the system will use to record the transaction.

Variables

This is a list of variables that you can use to set up letters and forms in this application.

Alternate Order Completed Date

General. Print the date the alternate order was completed. Requires a sequence number.

Alternate Order Date

General. Print the date the alternate order was issued.

Alternate Order Description

General. Print the description of the alternate order that was issued.

Alternate Order Due Date

General. Print the due date assigned to the alternate order.

Alternate Order Quantity Assigned

General. Print the quantity assigned to the alternate order.

Alternate Order Type

General. Print the type assigned to the alternate order.

Appointment Assigned To

General. Print the user assigned to the appointment.

Appointment Description

General. Print the Description assigned to the appointment.

Appointment Room Code

General. Print the room code assigned to the appointment.

Appointment Room Description

General. Print the room description assigned to the appointment.

Case Agency

General. Print agency that issued the citation.

Case Agency Percentage

Number. Print the percentage of revenue to send to the agency that issued the citation.

Case Agency Title

General. Print title assigned to the agency that issued the citation.

Case Appearance Required

General. Prints yes if the case requires a court appearance; prints a no if a court appearance is not required.

Case Balance

Amount. Print the outstanding balance on the case.

Case Citation Numbers

General. Lists citation numbers for the case.

Case Claim Amount

Amount. Print the claim amount for the case.

Case Close Date

Date. Print the date the case was closed.

Case Input Date

Date. Print the date the case was entered in the application.

Case Last Payment Amount

Amount. Print the last amount paid on the case balance.

Case Last Payment Date

Date. Print the date of the last amount paid on the case balance.

Case Location

General. Print the physical location where the citation was issued.

Case Notes

General. Print the notes for the related case.

Case Number

General. Print the case number for the case.

Case Primary Offense

General. Print the primary offense on the case.

Case Purge Date

Date. Print the date the case was purged from the database.

Case Status

General. Print the status assigned to the case.

Case User ID

General. Print the user ID assigned to the individual who entered the case.

Case User Name

General. Print the name of the user who entered the case.

Case User-defined Field

General. Displays the user-defined fields that have been added to the Case table.

Case Violation Date

Date. Print the violation date.

Contract Case Numbers

General. Lists cases included in the contract.

Contract Date

Date. Print the contract date.

Contract Delinquent Date

Date. Print the date for each delinquent payment received on the contract. Requires a sequence.

Contract Due Date

Date. Print the date for each payment due on the contract. Requires a sequence.

Contract Fee Amount

Amount. Print the amount of the fee assessed on the contract.

Contract Frequency

General. Print the frequency when payments are due on the contract.

Contract Initial Amount

Amount. Print the initial amount not including the fee or initial payment of the contract.

Contract Initial Payment Amount

Amount. Print the initial payment amount for the contract.

Contract Number of Payments

Number. Print the number of expected payments for the contract.

Contract Payment Amount

Amount. Print the amount paid toward the contract. Requires a sequence.

Contract Payment Amount Due

Amount. Print the amount of each payment due for the contract. Requires a sequence.

Contract Total Delinquent Amount

Amount. Print the total delinquent amount of the contract.

Contract Total Remaining Amount

Amount. Print the total amount less payments received on the contract.

Copy Message

Message. Print the same message on each form, except for the defendant copy.

Court Address 1

General. Print address line 1 for the organization.

Court Address 2

General. Print address line 2 for the organization.

Court City

General. Print the city for the organization.

Court County

General. Print the county for the organization.

Court Email

General. Print the email for the organization.

Court Fax

General. Print the fax for the organization.

Court ID

General. Print the court ID for the organization.

Court Mailing Line 1

General. Print mailing address line 1 for the organization. Shifted*

Court Mailing Line 2

General. Print mailing address line 2 for the organization. Shifted*

Court Mailing Line 3

General. Print mailing address line 3 for the organization. Shifted*

Court Primary Name

General. Print the primary name (Court Name 1) for the organization.

Court Secondary Name

General. Print the secondary name (Court Name 2) for the organization.

Court State

General. Print the state for the organization.

Court Telephone Number 1

General. Print the primary telephone number for the organization.

Court Telephone Number 2

General. Print the secondary telephone number for the organization.

Court Zip Code

General. Print the zip code for the organization.

Court Zip Code with Checksum

General. Prints the USPS checksum without the hyphen and delivery point, if it is available.

Create Transactions for the Case

None. The instructions must include a valid code from the Code table for offenses. If the defendant has been sentenced, the instructions may also contain an optional second code for fines. The phrase following the comma (,) is the Description field for the new transaction.

Defendant Address 1

General. Print address line 1 for the defendant.

Defendant Address 2

General. Print address line 2 for the defendant.

Defendant Age

General. Print the defendant's age; calculates based on the Current Year minus the Defendant Birth Date.

Defendant Aliases

General. Print aliases for the defendant.

Defendant Birth Date

Date. Print the defendant's birth date.

Defendant City

General. Print the city for the defendant.

Defendant Country

General. Print the country for the defendant.

Defendant Distinguishing Marks

General. Print the defendant's distinguishing marks.

Defendant Driver License Number

General. Print the defendant's driver license number.

Defendant Driver License State

General. Print the state issuing the defendant's driver license.

Defendant Email

General. Print the email for the defendant.

Defendant Eye Color

General. Print the defendant's eye color.

Defendant Fax

General. Print the defendant's fax number.

Defendant First Name

General. Print the defendant's first name.

Defendant Gender

General. Print the defendant's gender.

Defendant Hair Color

General. Print the defendant's hair color.

Defendant Height

General. Print the defendant's height.

Defendant Last Name

General. Last name of the defendant.

Defendant Mailing Line 1

General. Print mailing address line 1`for the defendant. Shifted*

Defendant Mailing Line 2

General. Print mailing address line 2 for the defendant. Shifted*

Defendant Mailing Line 3

General. Print mailing address line 3 for the defendant. Shifted*

Defendant Middle Name

General. Print the middle name of the defendant.

Defendant Name

General. Print the defendant's first name and last name.

Defendant Name Reversed

General. Print the defendant's last name, first name.

Defendant Notes

General. Print notes associated with the defendant's record.

Defendant Number

Number. Print the record number assigned to the defendant.

Defendant Race

General. Print the defendant's race.

Defendant Social Security Number

Number. Print the defendant's Social Security number.

Defendant State

General. Print the state where the defendant resides.

Defendant Telephone Number 1

General. Print the primary telephone number for the defendant.

Defendant Telephone Number 2

General. Print the secondary telephone number for the defendant.

Defendant User-defined Field

General. Prints user-defined fields from the Defendant entry screen.

Defendant Weight

Number. Print the defendant's weight.

Defendant Zip Code

General. Print the zip code where the defendant resides.

Defendant Zip Code with Checksum

General. Prints the USPS checksum without the hyphen and delivery point, if it is available.

Defending Attorney Address 1

Print the address line 1 for the defending attorney.

Defending Attorney Address 2

Print the address line 2 for the defending attorney.

Defending Attorney City

General. Print the city where the defending attorney is located.

Defending Attorney Copy

None. Print a copy of the form for the prosecuting attorney.

Defending Attorney Country

General. Print the country where the defending attorney is located.

Defending Attorney Email

General. Print the email for the defending attorney.

Defending Attorney Fax

General. Print the fax number for the defending attorney.

Defending Attorney ID

General. Print the attorney ID for the defending attorney.

Defending Attorney Mailing Line 1

General. Print the address line 1 for the defending attorney.

Defending Attorney Mailing Line 2

General. Print the address line 2 for the defending attorney.

Defending Attorney Mailing Line 3

General. Print the address line 3 for the defending attorney.

Defending Attorney Message

Message. Print the message on the defending attorney's copy of the form/letter.

Defending Attorney Name

General. Print the defending attorney's first name and last name.

Defending Attorney Name Reversed

General. Print the defending attorney's last name, first name.

Defending Attorney Notes

General. Print notes associated with the defending attorney's record.

Defending Attorney Phone 1

General. Print the primary telephone number for the defending attorney.

Defending Attorney Phone 2

General. Print the secondary telephone number for the defending attorney.

Defending Attorney State

General. Print the state where the defending attorney's office is located.

Defending Attorney User-defined fields

General. Prints user-defined fields from the Defending Attorney entry screen.

Defending Attorney Zip Code

General. Print the zip code where the defending attorney's office is located.

Defending Attorney Zip with Checksum

General. Print the USPS checksum without the hyphen and delivery point, if it is available.

Determine minors by the system date

None. Use the system date to calculate the defendant's age. Do not include this command to use the case violation date instead of the system date to calculate the defendant's age.

Fine Amount

Amount. Print the fine amount. Requires a sequence.

Fine Amount Total

Amount. Print the total of all fines, including court costs and surcharges.

Fine Court Cost Amount

General. Print the court cost. Requires a sequence.

Fine Date

Date. Print the date the fine was issued. Requires a sequence.

Fine Description

General. Print the description on the fine. Requires a sequence.

Fine Legal Description

General. Print the legal description on the fine. Requires a sequence.

Fine Surcharge Amount

Amount. Print the surcharge amount on the fine. Requires a sequence.

Fine Total Amount - Fines Only

Amount. Print the total amount of the fine, excluding court costs and surcharges.

General Message

Message. Print the message on the all copies of the form/letter.

Judge ID

General. Print the user ID for the judge assigned to the case.

Judge Name

General. Print the name of the judge assigned to the case.

Juror Message

Message. Print the message on copies of the form/letter for jurors.

Mailing Address 1

General. Print mailing address line 1 for the specific recipient.

Mailing Address 2

General. Print mailing address line 2 for the specific recipient.

Mailing City

General. Print the city for the specific recipient.

Mailing Line 1

General. Print mailing address line 1 for the specific recipient. Shifted*

Mailing Line 2

General. Print mailing address line 2 for the specific recipient. Shifted*

Mailing Line 3

General. Print mailing address line 3 for the specific recipient. Shifted*

Mailing Name

General. Print [first name] [last name] for the specific recipient. Shifted*

Mailing Name Reversed

General. Print [last name], [first name] for the specific recipient.

Mailing State

General. Print the state for the specific recipient.

Mailing Zip Code

General. Print the zip code for the specific recipient.

Mailing Zip Code with Checksum

General. Print the USPS checksum without the hyphen and delivery point, if it is available.

Minor Exclude

None. Print the form for only non-minors.

Minors Only

None. Print the form for only minors.

Offense - All Offenses

General. Print a complete list of offenses for the case.

Offense Amount

Amount. Print the offense amount, excluding surcharges. Requires a sequence.

Offense Amount Total

Amount. Print the total of all offenses, including surcharges. Requires a sequence.

Offense Code Class

General. Print the code class. Requires a sequence.

Offense Date

General. Print the date the offense was created. Requires a sequence number.

Offense Description

General. Print the description on the offense. Requires a sequence.

Offense Disposition

General. Print the disposition on the offense. Requires a sequence.

Offense Disposition Date

Date. Print the date the offense was disposed. Requires a sequence.

Offense Legal Description

General. Print the legal description on the offense. Requires a sequence.

Offense Plea

General. Print the defendant's plea for the offense. Requires a sequence.

Offense Plea Date

General. Print the date the defendant plea was recorded. Requires a sequence.

Offense Surcharge Amount

Amount. Print the offense surcharge amount. Requires a sequence.

Offense Surcharge Total

Amount. Print the offense surcharge total. Requires a sequence.

Offense Total

Amount. Print the offense surcharge total. Requires a sequence.

Offense Total Amount - Offenses Only

Amount. Print the total amount for offenses, excluding court costs and surcharges.

Offense User-defined Field

General. Print the user-defined fields for offenses.

Offense Violation Codes

General. Print the violation code for the offense. Requires a sequence.

Officer Address 1

General. Print address line 1 for the officer.

Officer Address 2

General. Print address line 2 for the officer.

Officer Agency

General. Print the agency where the officer works.

Officer Badge Number

General. Print the badge number for the officer.

Officer City

General. Print the city for the officer.

Officer Copy

None. Print a copy of the form for the officer.

Officer Copy Message

Message. Print the message on copies of the form for officers.

Officer Country

General. Print the country for the officer.

Officer Email

General. Print the email for the officer.

Officer Fax

General. Print the fax number for the officer.

Officer Mailing Line 1

General. Print mailing address line 1 for the officer.

Officer Mailing Line 2

General. Print mailing address line 2 for the officer.

Officer Mailing Line 3

General. Print mailing address line 3 for the officer.

Officer Name

General. Print [first name] [last name] for the officer.

Mailing Name Reversed

General. Print [last name], [first name] for the officer. Shifted*

Officer Notes

General. Print notes associated with the officer's record.

Officer Phone 1

General. Print the primary telephone number for the officer.

Officer Phone 1

General. Print the primary telephone number for the officer.

Officer Phone 2

General. Print the secondary telephone number for the officer.

Officer State

General. Print the state where the officer resides.

Officer Zip Code

General. Print the zip code where the officer resides.

Officer Zip Code with Checksum

General. Print the USPS checksum without the hyphen and delivery point, if it is available.

Original Message

Message. Print the message on the original form.

Other Attendant Copies

None. Print a copy of the form for other attendees.

Overflow Transactions

None. If there are too many transactions to fit on the form, add a page and continue printing the transactions.

Page Number

Number. Print the current page number for the case.

Payment Total

Number. Print the payment total for all payments.

Plaintiff Address 1

General. Print address line 1 for the plaintiff.

Plaintiff Address 2

General. Print address line 2 for the plaintiff.

Plaintiff City

General. Print the city where the plaintiff resides.

Plaintiff Country

General. Print the country where the plaintiff resides.

Plaintiff Email

General. Print the email address for the plaintiff.

Plaintiff Fax

General. Print the fax number for the plaintiff.

Plaintiff Mailing Line 1

General. Print mailing address line 1 for the plaintiff. Shifted*

Plaintiff Mailing Line 2

General. Print mailing address line 2 for the plaintiff. Shifted*

Plaintiff Mailing Line 3

General. Print mailing address line 3 for the plaintiff. Shifted*

Plaintiff Name

General. Print [first name] [last name] for the plaintiff.

Plaintiff Mailing Name Reversed

General. Print [last name], [first name] for the plaintiff. Shifted*

Plaintiff Notes

General. Print notes associated with the plaintiff's record.

Plaintiff Phone 1

General. Print the primary telephone number for the officer.

Plaintiff Phone 2

General. Print the secondary telephone number for the officer.

Plaintiff State

General. Print the state where the plaintiff resides.

Plaintiff User-defined Field

General. Prints user-defined fields from the Plaintiff entry screen.

Plaintiff Zip Code

General. Print the zip code where the plaintiff resides.

Plaintiff Zip Code with Checksum

General. Print the USPS checksum without the hyphen and delivery point, if it is available.

Prosecuting Attorney Address 1

General. Print address line 1 for the prosecuting attorney.

Prosecuting Attorney Address 2

General. Print address line 2 for the prosecuting attorney.

Prosecuting Attorney City

General. Print the city where the prosecuting attorney resides.

Prosecuting Attorney Copy Message

None. Print a copy of the form for the prosecuting attorney.

Prosecuting Attorney Country

General. Print the country where the prosecuting attorney resides.

Prosecuting Attorney Email

General. Print the email address for the prosecuting attorney.

Prosecuting Attorney Fax

General. Print the fax number for the prosecuting attorney.

Prosecuting Attorney ID

Number. Print the attorney ID for the prosecuting attorney.

Prosecuting Attorney Mailing Line 1

General. Print mailing line 1 for the prosecuting attorney. Shifted*

Prosecuting Attorney Mailing Line 2

General. Print mailing line 2 for the prosecuting attorney. Shifted*

Prosecuting Attorney Mailing Line 3

General. Print mailing line 3 for the prosecuting attorney. Shifted*

Prosecuting Attorney Message

Message. Print the message on copies of the form for the prosecuting attorney.

Prosecuting Attorney Name

General. Print [first name] [last name] for the prosecuting attorney.

Prosecuting Attorney Mailing Name Reversed

General. Print [last name], [first name] for the prosecuting attorney.

Prosecuting Attorney Notes

General. Print notes associated with the prosecuting attorney's record.

Prosecuting Attorney Phone 1

General. Print the primary telephone number for the prosecuting attorney.

Prosecuting Attorney Phone 2

General. Print the secondary telephone number for the prosecuting attorney.

Prosecuting Attorney State

General. Print the state where the prosecuting attorney resides.

Prosecuting Attorney User-defined Field

General. Prints user-defined fields from the Prosecuting Attorney entry screen.

Prosecuting Attorney Zip Code

General. Print the zip code where the prosecuting attorney resides.

Prosecuting Attorney Zip Code with Checksum

General. Print the USPS checksum without the hyphen and delivery point, if it is available.

Secondary Defendant Copies

None. Print a copy of the form for secondary defendants.

Secondary Defendant Message

Message. Print the message on copies of the form for the secondary defendant.

Specific User-defined Variable

General. Prompt the user to enter a value that will print on the form.

Suppress Defendant Copy

None. Do not print a copy of the form for the defendant.

Suppress Non-DMV Reportable Offenses

None. Print only offenses marked as DMV Reportable.

Suppress Non-convictions

None. Print only offenses marked as Convictions.

Suspension Amount

Amount. Print the suspended amount. Requires a sequence.

Suspension Date

Date. Print the date the amount was suspended. Requires a sequence.

Suspension Surcharge

Amount. Print the surcharge amount that was suspended. Requires a sequence.

Suspension Total Amount

Amount. Print the total of all suspended amounts.

Total Payments

Amount. Print the total of all payments.

Total Payments Applied

Amount. Print the total of all applied payments.

Transaction User-defined Field

General. Prints user-defined fields from the Transaction table.

Trust Amount

Amount. Print the trust amount. Requires a sequence.

Trust Applied Amount

Amount. Print he trust amount applied to the case. Requires a sequence.

Trust Applied Date

Date. Print the date the trust amount is applied to the case. Requires a sequence.

Trust Date

Date. Print the date the trust was received. Requires a sequence.

Trust Disposition Comments

General. Print the description of the trust disposition. Requires a sequence.

Trust Document Number

General. Print the document number of the trust. Requires a sequence.

Trust Forfeiture/FTA Amount

Amount. Print the trust amount that was forfeited. Requires a sequence.

Trust Forfeiture/FTA Comments

General. Print the description for the forfeited trust. Requires a sequence.

Trust Forfeiture/FTA Date

Date. Print the date the trust was forfeited. Requires a sequence.

Trust Notes

General. Print notes for the trust.

Trust Posted by Address 1

General. Print address line 1 for the individual that posted the trust.

Trust Posted by Address 2

General. Print address line 2 for the individual that posted the trust.

Trust Posted by City

General. Print the city where the individual resides that posted the trust.

Trust Posted by Mailing Line 1

General. Print mailing address line 1 for the individual that posted the trust. Shifted*.

Trust Posted by Mailing Line 2

General. Print mailing address line 2 for the individual that posted the trust. Shifted*.

Trust Posted by Mailing Line 3

General. Print mailing address line 3 for the individual that posted the trust. Shifted*.

Trust Posted by Name

General. Print [first name] [last name] for the individual that posted the trust.

Trust Posted by Phone 1

General. Print the primary telephone number for the individual that posted the trust.

Trust Posted by Phone 2

General. Print the secondary telephone number for the individual that posted the trust.

Trust Posted by State

General. Print the state where the individual resides that posted the trust.

Trust Posted by Zip Code

General. Print the zip code where the individual resides that posted the trust.

Trust Posted by Zip Code with Checksum

General. Print the USPS checksum without the hyphen and delivery point, if it is available.

Trust Reference Number

Number. Print the reference number for the trust. Requires a sequence.

Trust Refund Payee Address 1

General. Print address line 1 for the trust refund payee.

Trust Refund Payee Address 2

General. Print address line 2 for the trust refund payee.

Trust Refund Payee City

General. Print the city where the individual resides that posted the trust.

Trust Refund Payee Mailing Line 1

General. Print mailing address line 1 for the trust refund payee. Shifted*.

Trust Refund Payee Mailing Line 2

General. Print mailing address line 2 for the trust refund payee. Shifted*.

Trust Refund Payee Mailing Line 3

General. Print mailing address line 3 for the trust refund payee. Shifted*.

Trust Refund Payee Name

General. Print the primary telephone number for the trust refund payee.

Trust Refund Payee State

General. Print the state where the trust refund payee resides.

Trust Refund Payee Zip Code

General. Print the zip code where the trust refund payee resides.

Trust Refund Payee Zip Code with Checksum

General. Print the USPS checksum without the hyphen and delivery point, if it is available.

Trust Refunded/Cleared Amount

Amount. Print the trust amount that was refunded or cleared. Requires a sequence.

Trust Refunded/Cleared Date

Date. Print the date when the trust was refunded or cleared. Requires a sequence.

Trust Refunded/Cleared Description

General. Print the description for the trust that was refunded or cleared. Requires a sequence.

Trust Type

General. Print the trust type. Requires a sequence.

Trust User-defined Field

General. Prints user-defined fields from the Trust table.

Vehicle Color

General. Print the vehicle color for the defendant's vehicle.

Vehicle License Plate Number

General. Print the license plate number for the defendant's vehicle.

Vehicle License Plate State

General. Print the license plate state for the defendant's vehicle.

Vehicle Make

General. Print the vehicle make for the defendant's vehicle.

Vehicle Model

General. Print the vehicle model for the defendant's vehicle.

Vehicle Year

Number. Print the vehicle year for the defendant's vehicle.

VIN

General. Print the vehicle VIN for the defendant's vehicle.

Warrant

None. If minors are excluded, a warning message prints in place of the letter. Printing a letter will also update the Warrants table.

Warrant Amount

Amount. Print the warrant amount. Requires the warrant command.

Warrant Number

Number. Print the warrant number. Requires the warrant command.