Click view / edit (or the "(viewing)" link) on any row in the letter table to open a
letter's details dialog — the full record for a single letter, outside the 4-step
generating and sending flow. This
is where you go to review a letter after the fact, record a distribution later on, append a
note, or clone it for a second recipient.
If the letter has any outstanding administrative flags, they appear in a callout at the very
top of the dialog, above everything else.
A read-only snapshot: Template, Print style, Parent type, Reference number,
Date of record, Sent (or "Not sent"), Returned (or "No"), Recipient, and
Address.
Every distribution attempt on this letter, across every channel (mail, email, posting/placard,
door-hanger), in one append-only table — the same history described in
Distributing a letter. Two checkboxes above
the table let you widen what's shown:
Use the Record distribution menu (same options as Step 4 of the letter flow: record
mailing, send by email, record posting-placard, record door-hanger) to log a new one right
from here. Each row in the table shows its channel, date, a channel-specific detail (email
delivery status, certified-mail tracking number, or posting location + evidence photo
thumbnail), its outcome (returned, or "—"), whether it's an original or an amendment of an
earlier record, and any notes. Use amend on an original record to correct it (the original
is kept, hidden by default, and superseded by the amendment) or mark returned to record
that mail came back / a placard was removed.
Office-only notes attached to the letter — never shown on the printed or emailed letter
itself. Type a note in the box and click Append note to add it; existing notes display
below. Notes only ever accumulate (append-only), matching the same pattern as the
Distribution history's amend-instead-of-overwrite model.
See also: Generating and sending a letter,
Distributing a letter.
Back to: Letters & Emailing — User Guide