Pro forma communications are standardized communications generated from XSL stylesheets which are saved as pro forma templates. (Pro forma templates are covered in the next chapter.) These communications are used to send bulk communications via batch processing. In particular, they are used to issue communications created as part of specific business processes. For example, a large number of registration acknowledgment letters can be created for all new persons registered within a defined time period.
Typically, pro forma communications do not require editing by a user. These communications will include standard text, as well as variables which will be populated by existing data when the communication is created. For example, a registration acknowledgment letter would include standard text regarding the registration, as well as variable information for the registered party, such as a name, address, and registration number.
For pro forma communications that are created automatically by the system as a result of either online or batch processing, the address information is populated with the primary address of the correspondent. If the end date of the primary address of the correspondent has passed, the system continues to select the primary address for the pro forma communication. Agencies may choose to implement their pro forma communications to obtain address information for the correspondent in a different manner if required.
When a pro forma communication is created, the template is merged with the data and the status of the communication is set to 'Sent'. Information regarding the template version used to create the communication is saved. This allows for the reprinting of the same communication at a later date. For example, if a registration acknowledgment letter is lost in the mail, the caseworker can retrieve the original letter and resend it.
Pro forma communications can also be integrated with a content management system through the configuration of application properties as part of administration. If an organization chooses to integrate pro forma communications with a content management system, the generated communication is saved to the content management system. The communication is then retrieved from the content management system when the communication is reprinted or a user chooses to preview the communication. For more information on integration with a content management system, see the Cúram Content Management Interoperability Services Integration Guide.
Pro forma communications can also be created manually by a user. During the manual creation process, the user is presented with templates available to the participant or case. More information about how the templates are filtered is provided in the next chapter.
The communication method for pro forma communications is always hard copy as these communications are printed and sent. Pro forma communications will not be issued to correspondents who have a communication exception set up to ensure that no mail is sent to their address.