Adverse Actin Letters Setup and Usage Instructins The FRS Adverse Actin Letter mdule was designed t prvide yu with a very elabrate and sphisticated slutin t help autmate and handle all f yur Adverse Actin Letter reprting and ntificatin requirements. With many carefully-designed features and built-in flexibility, this mdule was designed t help yu meet FCRA reprting cmpliance regulatins. When used prperly and mnitred daily, the FRS Adverse Actin Letter mdule will drastically ease yur reprting and ntificatin requirements and help autmate many f the adverse actin ntificatin requirements fr the services yu prvide t yur clients. This mdule allws fr the generatin f Pre-Adverse Actin Disclsure and Ntice f Adverse Actin letters and can be custmized t meet the unique requirements f each f yur clients and includes ttal tracking capabilities, alng with reprting and billing functinality as well. Adverse Actin Letter features are as fllws: I. Setting up the new Main-Level Other Search Types fr the Adverse Actin Letters II. Default Settings t assign these new Main-Level Other Search Types fr use in FRS r at the Web. In additin, the Default Settings allw yu t specify any attachments t include when the Adverse Actin Letters are sent. III. Client-level settings allw yu t set Adverse Actin Letter settings specific t each Client s needs IV. Subject Assignment f the Adverse Actin Letter(s) V. Subject Prcessing f the Adverse Actin Letter(s) VI. Ntificatin f Pending Letters needing t be Printed VII. Batch Letter Generatin VIII. eclientlink IX. Reprts X. Billing XI. Audit Tracking Each f these ptins is cvered in detail n the fllwing pages
I. Setting up the new Main-Level Other Search Types fr the Adverse Actin Letters 1. In rder t send ut a Pre-Adverse Actin Disclsure r a Ntice f Adverse Actin, yu must set up tw new Main-Level Other Search Types fr FRS. 2. If yu intend t prvide the Adverse Actin Letter Generatin features fr yur clients at yur eclientlink website, yu will als need t set up tw additinal Main-Level Other Search Types fr the Web. NOTE: eclientlink Advanced Feature Set #7 is required fr this functinality Select Setup frm the main FRS menu acrss the tp Select the Other Search Types ptin frm the Setup Menu and the fllwing screen is displayed: Click n the Add an Other Search Type buttn (highlighted by the red bx abve) and the fllwing screen will be displayed:
Enter the Descriptin fr the Other Search Type (this screen shws an example f a Pre-Adverse Actin Letter Other Search Type set up fr reprts t be generated in FRS). The Other Search Type Descriptin des nt need t have FRS r Web in it as lng as yu are able t distinguish between them when utilizing them in either lcatin. Tip: When setting up these Main-Level Other Search Types, make sure t set the Suppress Printing f this Search Type n Results Reprts? (highlighted by the red bx abve) t Yes. This way yu can rder it, prcess it and bill fr it, but it will nt shw up as a search n the subject s result reprts. Remember t set up all the Other Search Types yu plan t use befre ging t the next step. II. Default Settings t assign these new Main-Level Other Search Types fr use in FRS r at the Web Select Setup frm the main FRS Ribbn r Menu acrss the tp Select the Maintain System Defaults ptin frm the Setup Menu Select the Edit the Pre-Adverse and Adverse Actin Letters ptin and the fllwing screen is displayed: On this frm yu will select the Pre-Adverse and Adverse Main-Level Other Search Types that yu set up in the prir step in each f the drp-dwn bxes and click the Assign buttn t have that Other Search Type assigned. Nte: if an Adverse Actin Letter is requested at the Web but nt generated at the Web, it may be generated in FRS using the FRS Other Search Type t d s. T Specify the Letter Cntent fr Pre-Adverse r Adverse Actin Letters, click n the apprpriate Edit Letter Cntent buttn, and the fllwing letter editing screen will be displayed:
On this screen, yu can edit and frmat the text that yu want t have displayed when the Adverse Actin Letter is generated. Special parameters may be used as place hlders in the text fr where yu want certain Applicant r Client related data t be inserted. Fr example, where yu see the %A in the entered text, the Applicant s address will be inserted when the letter is generated. After mdifying and saving yur Actin Letter text, yu may revert back t the FRS supplied sample letter text by clicking n the Reset buttn. Nte: this same screen will be displayed when clicking the Edit Letter Cntent buttn fr either Adverse Actin Letter. The heading at the tp f the screen will keep yu infrmed f which letter cntent yu are currently editing. Initially, a versin f the FCRA Summary f Rights dcument has been prvided. This dcument may be Remved and a newer versin Attached at any time. There must be a FCRA Summary f Rights dcument attached in rder t save changes and exit this Default Settings screen. In the bttm sectin f the Default Settings screen fr Pre-Adverse and Adverse Actin Letters, yu may include up t five dcuments that will be printed alng with the letter when it is generated. These attachments must be in PDF frmat. T assist yu in managing these attachments, buttns are available t help yu: Lcate a dcument yu want t attach Remve a currently attached dcument View a currently attached dcument Als, fr yur cnvenience, click n the buttn n the bttm left f the Default Settings screen t be taken t www.legalzm.cm t review Adverse Actin Letter Guidelines. III. Client-level settings allw yu t set Adverse Actin Letter settings specific t each Client s needs Select Setup frm the main FRS menu acrss the tp Select the Maintain Client List ptin frm the Setup Menu Edit a specific Client; click n the Advanced Settings tab; click n the Adverse Actin Letter Settings buttn n the bttm left and the fllwing screen is displayed:
The Adverse Actin Letter Reprt Heading Settings: These settings prvide the ability t Set a Lg Graphic and Return Address Infrmatin fr yur client. The maximum graphic size fr the lg is 65 pixels high by 250 pixels wide. Only file types f BMP r JPG may be attached. Please nte, the Lg des nt have t be this large. A smaller Lg will display crrectly withut distrtin. Click the Set buttn t lcate the desired lg file. Yu may nt select a file frm the main FRS flder. When the lg file is set, the lg will be saved and renamed in the Adverse flder using the standard name f LOGO_ plus the Client Cde and file type. The standardized lg name will be displayed in the blue bx under the lg. The fllwing partial screen shws hw the lg will lk after it has been set: If yur client decides they d nt want a lg t be displayed n the Adverse Actin Letter reprt heading, click the Clear buttn t have the currently assigned lg remved. The client name and address may be cpied frm the General Inf tab by clicking the Cpy buttn. Other Adverse Actin Letter Settings: Set the Number f Business Days after the Pre-Adverse Actin Letter is generated t set the date n which the Adverse Actin Letter shuld be generated. In Sectin II abve, yu are able t set up the System-wide Default text fr bth f the Adverse Actin Letters. Here yu may set up client-specific text fr the each f the Adverse Actin Letters. When yu click n the Edit Letter Cntent buttn, the system will check t see if this client-specific text has been set up previusly. If s, that text will be displayed in the Adverse Actin Letter editing screen (belw). If the text has nt been set up, a prmpt will be displayed asking if the user wuld like t cpy the System-wide Default Settings text
fr the specific Adverse Actin Letter type t use as a starting pint. The same special parameters are available fr this text as they are fr the System Defaults described abve. If yu decide yu d nt need client-specific Actin Letter text fr this client, yu may click the Clear buttn t remve this text. When any Actin Letters are generated fr this client, the System Default Actin Letter text will be used. If yu decide yu d nt like the text changes yu have made t the Actin Letter text, yu may click the Reset buttn t revert the text t the cnditin it was in when yu first pened this editing screen. Once yu click the Save buttn t exit this screen, the nly way yu can get back t the prir text is t Cancel ut f the Client yu are in and then edit it again. IV. Subject Assignment f the Adverse Actin Letter(s) The Adverse and Pre-Adverse Actin Letters can be assigned t subjects as the Main-Level Other Search Types that yu set them up t be. Fr streamlined rdering, prcessing and quick visual identificatin f the Adverse Actin Letter assignment fr a subject, the fllwing new ptins will be available at the subject level nly fr FRS sites wh cnfigure themselves fr Adverse Actin Letter Prcessing:
V. Subject Prcessing f the Adverse Actin Letter(s) When the Quick-Add buttn is clicked t add ne f the Adverse Actin Letters t the subject, the fllwing set up screen will be displayed: When the Adverse Actin Letter is added, the fllwing fields will be autmatically set fr yu: Requested On current date/time Requested Where will display where the letter was requested: FRS r Web Requested Methd will default t Print Subject Address cpied frm subject Nte: the cursr will be autmatically psitined in the Requested Fr date field. A valid date must be entered befre the system will allw the user t exit the field. The Requested Fr field cntains the date the Adverse Actin Letter shuld be generated n. This date is used by the Batch Generatin feature fr prcessing the letters. T manually generate the Adverse Actin Letter, click n the Print Nw buttn. Validatins: Cmplete Subject Address must be entered since this will be printed n the Adverse Actin Letter Data check is perfrmed t determine if tday s date is less than the date saved in the Requested Fr field. If s, the user will receive a prmpt asking them t cnfirm they want t generate the Adverse Actin Letter earlier than the Requested Fr date. When the Validatins are satisfied, the fllwing generatin screen will be displayed:
Select the Attachments t Print alng with the Adverse Actin Letter. T send an email t yur client alerting them the Adverse Actin Letter has been generated, select the Send Email Ntificatin t Client that Letter was Sent check bx. T print the subject s address n a Label Sheet, select the Print Subject Address Label Sheet that will be generated after the Actin Letter and Attachments have been printed. Add any Ntes regarding this Adverse Actin Letter. (These ntes are nt included in the generatin f the Adverse Actin Letter.) T begin the generatin f this Adverse Actin Letter, click n the Print Letter and Attachments buttn. Validatins fr this buttn: Subject must be in Edit mde t generate If the Client name and/r address is missing fr this client (frm the Client Adverse Actin Letter Reprt Headings settings in Sectin III abve), a prmpt will be displayed stating the generatin may nt cntinue until these Client settings have been entered. If the subject is nt Fully Cmpleted, the fllwing prmpt will be displayed asking the user t cnfirm generating the Adverse Actin Letter: After the Adverse Actin Letter has been generated the fllwing will ccur: A prmpt will be displayed ntifying the user the generatin prcess has cmpleted If letter generated was fr Pre-Adverse, anther prmpt will be displayed asking if the user wuld like t have the Adverse Actin Letter scheduled fr X number f business days in the future. The X number is pulled frm the Client Settings described in Sectin III abve. The prmpt will lk like this:
A list f the Attachments sent with the letter will be added t the Attachments field Generated On field will be set t the date/time the generatin ccurred Generated Where will be set t FRS Generated By will be set t the FRS user name A recrd will be recrded t the Adverse Tracking list If the need arises t generate the same Adverse Actin Letter again, click n the Regenerate buttn: The Regenerate buttn becmes available after the screen has been saved fllwing the initial letter generatin. When this buttn is clicked, the letter generatin screen will be displayed. If the Applicant has disputed the Adverse Actins reprted, click n the In Applicant Dispute Prcess check bx. When this setting is turned n, a message bx will be displayed asking if yu wuld like t Add a Dispute Cmment t the Ntes field belw? Any attempt t Regenerate an actin letter fr this subject while this setting is turned n will cause the fllwing message bx t be displayed asking the user t cnfirm cntinuing with the letter generatin:
VI. Ntificatin f Pending Letters needing t be Printed Yu can set up FRS t ntify selected users when Pending Letters have either reached r passed the date they were set t be generated. T d this, select User Ntificatins frm the Setup tab r menu. Here yu can add r delete system users that yu wish t be ntified when Adverse Actin Letters are Due. VII. Batch Letter Generatin T access the FRS Adverse Actin Batch Letter Generatin prcess, click n the Adverse Actin Letters menu ptin under the Reprts menu heading. The fllwing screen will be displayed: T determine if there are any Adverse Actin Letters due t be generated, click n the Generate the Batch Adverse Actin Letters buttn and the fllwing screen will be displayed:
T select the Adverse Actin Letters fr generatin, duble-click n a subject in the grid r t quickly select a grup f subjects use the Selectin Actins n the bttm left f the screen. The items n the left side under Selectin Actins will Select r De-Select the items in the grid when clicked with yur muse. The items n the right side under Selectin Actins will enable yu t set a filter n the grid s that nly thse yu want t prcess will be listed. Fr example, if yu wanted t nly prcess Adverse Actin Letters fr a specific Client Cde single-click ne f the rws that displays the Client Cde yu want t prcess then click the Client Cde filter buttn. Only letters fr that Client will be displayed. Click the All Items under the Select r De-Select area and all letters will be selected fr this Client. Select the Attachments t be included with the Adverse Actin Letters t be generated. Select any Prcesses that shuld be perfrmed when the batch prcessing is run: The Print Subject Address Label Sheet ptin will print ut all f the addresses fr the letters generated. These labels are frmatted fr use with the Avery 5160 frmat, which is a label size f 2 5/8 x 1 with 30 labels per sheet 3 clumns f 10. Other cmpatible Avery frmats t the 5160 are: Avery 5160, 5260, 5520, 5660, 5810, 5960, 5970, 5971, 5972, 5979, 5980, 8160, 8460, 8660, and 8810 The Send Email Ntificatin t Client that Letter was Sent ptin will email the specific Client fr each Pre-Adverse and Adverse Actin Letter generated. If yu are generating any Pre-Adverse Actin Letters and wuld like t Autmatically Order the Adverse Actin Letter fr each ne, turn n this ptin. Click the Print the Letters buttn t begin the prcessing fr the selected letters. Befre any letters are generated, all letters will be validated t make sure the required infrmatin has been entered. Fr example, if the Subject Address fr a specific letter t be generated is missing, the fllwing screen will be displayed s it can be crrected:
When the crrectin has been made, click the Save buttn n the tp right t cntinue. If yu are unable t crrect the missing data, yu may click the Exit Validatin buttn t Exit the letter generatin prcess and De-Select that letter befre restarting the generatin prcess. If the Print Subject Address Label Sheet prcess is turned n, the fllwing message bx will be displayed giving the user time t put the label sheet(s) in the printer befre the labels are generated: Fr infrmatin n the Generate the Adverse Actin Letters Tracking Reprt r the Generate the Adverse Actin Dispute Reprt, see Sectin IX fr details. Clicking n the View / Print the Adverse Actin Letters User Guide buttn will pen this dcument fr viewing / printing. VIII. eclientlink NOTE: Yu must have eclientlink Advanced Feature Set #7 t be able t use these features. T enable Pre-Adverse and Adverse Actin Letters t be able t be requested and/r generated at the web, edit the Client that yu wish t enable these fr. Select Setup frm the main FRS menu acrss the tp Select the Maintain Client List ptin frm the Setup Menu Edit a specific Client; click n the Web Admin tab; click n the eclientlink Advanced Settings icn n the right f the screen. Three new settings are available. 1. Request Adverse Actin Letter Creatin Setting this ptin t Yes will allw users at the web t be able t Request either a Pre- Adverse r Adverse Actin Letter t be generated back in FRS by yur Staff, where it will be Printed. 2. Client Self-Service Adverse Actin Letters When this ptin is set t Yes, users at the web will be able t generate n-the-fly Pre- Adverse and Adverse Actin Letters themselves. 3. Adverse Actin Letter Prmpt - Failed Adjudicatin
When this ptin is set t Yes, users at the web will be prmpted t request r generate a Pre-Adverse r Adverse Actin Letter when an Adjudicatin Pr Grading is set t Red (Fail). (Nte: This ptin als requires that yu are licensed fr Adjudicatin Pr Grading and have this turned n at the web fr this Client.) In additin, yu can als set these three settings fr Web Manager and Master lgins. T d this, click n the eclientlink ptin n the Setup tab f the FRS Ribbn r menu and click n the Set Up Web Manager Grup r Set Up Web Master Grups and either add r edit ne. These same three settings are available t be set here the same as in the Client settings, but if set here, they will apply t this lgin n a Manager r Master level. Web Manager and Master Users can als request Pre-Adverse r Adverse Actin Letters. If a web manager r master user is viewing search results and they request a letter fr a subject, the Pre- Adverse and Adverse Actin Letter text fr the subject s client will be displayed. Fr instance, if a manager r master user selects a subject fr Client #1, the letter text assciated with Client #1 will be used. If the selectin is made t save the text fr future letters, this will becme the default text fr Client #1. eclientlink prvides the ability t request Pre-Adverse Actin Disclsures and Ntice f Adverse Actin letters frm FRS. These letters can als be generated directly frm eclientlink. The features t access the functinality are described belw. There are tw ways t initiate a Pre-Adverse Actin Disclsure r Ntice f Adverse Actin thrugh eclientlink. 1. If Adjudicatin Pr is enabled, and the user is authrized t generate an Adverse Actin Letter thrugh adjudicatin, setting a subject t RED (failed) status will generate a prmpt asking if yu wuld like t generate an Adverse Actin Letter fr the subject. 2. Once an eclientlink user has been granted access t the Adverse Actin Letter functinality, the Search Results Page will display a new icn t the right f each subject listed.
Regardless f which f the tw ways the letter is initiated, yu will next be taken t the Adverse Actin screen shwn belw with three ptins available. Optin #1 Request Adverse Actin Letter This ptin allws requesting an Adverse Actin Letter thrugh FRS. A Pre-Adverse Actin Disclsure, Ntice f Adverse Actin, r Bth can be selected. The date specified will determine when the letter will be sent thrugh FRS. NOTE: If Bth letters are selected, the Adverse Actin Letter will be scheduled t be sent (5) days after the Pre-Adverse Actin Disclsure. Optin #2 Self-Service Adverse Actin Letter Generatin This ptin allws generating an Adverse Actin Letter directly in eclientlink. The Adverse Actin Letter can be printed directly frm the brwser fr physical mailing.
Once the self-service request letter type and applicant s physical address have been entered, the self-service letter ptins page will be displayed.
This page allws editing the letter text. The fllwing abbreviatins can be used in the letter bdy: %N = Applicant Name %A = Applicant Address %C = Client Name %G = Date Generated This page als allws attaching ne r mre f the applicant s results reprt, the FCRA summary f rights, r any f the ther attachments which have been made available fr this client thrugh FRS. If the Future Letters ptin is selected, any changes t the letter text will be saved fr future letters. If the Fllw-Up Letter is selected (nly available fr Pre-Adverse Disclsures), a reminder e-mail will be sent that the Fllw-Up Adverse Actin Letter needs t be generated 5 days after the current date. Optin #3 Mdify Reprt Header This ptin allws updating the Adverse Actin Letter client lg, as well as the client s name and address infrmatin. The Brwse buttn can be used t uplad a client lg. (250px wide x 65px high is the standard lg size.) The client s name and address can be added in the spaces prvided. When yu change any f this infrmatin, it will als be changed fr that client in FRS. Likewise if an FRS user changes this infrmatin fr a client, it will be changed here as well. (Nte that this ONLY applies t the reprt lg and header infrmatin, NOT t the text f the letter itself. That is independently maintained bth at the web fr a client and in FRS.)
IX. Reprts T access the FRS Adverse Actin Letters Tracking Reprt, click n the Adverse Actin Letters menu ptin under the Reprts menu heading. The fllwing screen will be displayed: Click n the Generate the Adverse Actin Letters Tracking Reprt buttn t create a reprt f Adverse Actin Letters that have been generated in the system, either manually r by batch generatin. When this buttn is clicked, the fllwing screen will be displayed fr entering selectin criteria: This reprt may be run fr All Clients r One Particular Client. Specify the Date Range t pull infrmatin fr letters created during that time perid. Specify hw the reprt shuld be srted. Fields displayed n the reprt include: Client Cde, Subject Name, Type (Pre- Adverse/Adverse), Requested by, Date Requested, Date Generated, Generated By User, Delivery Methd, Requested Methd, Attachments Sent, and Delivery Address. Click n the Generate the Adverse Actin Dispute Reprt buttn t create a reprt f Subjects that have the In Applicant Dispute Prcess setting turned n fr an Actin Letter. When this buttn is clicked, the fllwing screen will be displayed fr entering selectin criteria:
This reprt may be run fr All Clients r One Particular Client. Specify the Date Range t pull subjects created during that time perid. Specify hw the reprt shuld be srted. Fields displayed n the reprt include: Client Cde, Subject Name, Date Requested and Date Cmpleted. X. Billing Since the Adverse Actin Letters are set up as Main Level Other Search Types, yu have the ptin t bill fr these letters by setting an amunt if s desired in the Extra Cst T Be Added Fr This Other Search Type field. Or if yu wish t prvide these fr free t yur clients, these can be set t $0.00. In additin, yu can set a different price fr letters that are self-generated at the web than fr nes generated in FRS. Because f this flexibility, Self-Generated letters at the web are set up as different Other Search Types than nes generated in FRS as described abve in Sectin I. Yu can als use client-level By Item pricing, if yu wish t charge different prices per client. When yu set up an Adverse Actin Letter t be billed either as an Other Search Type Extra Cst, r n a Client level, and an Adverse Actin letter is generated in FRS after the subject has been billed, the system will alert yu and ask if yu wish t add a Supplemental charge fr this Subject. Yu can then enter the apprpriate infrmatin. If hwever, the letter was generated at the web and the subject has already been inviced, the system will autmatically add the fee, if there is ne, t the Supplemental Charges fr that subject. XI. Audit Tracking A number f new Audit tracking pints have been added fr the requesting and generating f Pre- Adverse and Adverse Actin Letters bth in FRS and at the Web. Here is a summary f these pints. 1. Adverse Actin Letter Requested frm Subject Edit 2. Pre-Adverse Actin Letter Requested frm Subject Edit 3. Adverse Actin Letter Generated frm Subject Edit 4. Pre-Adverse Actin Letter Generated frm Subject Edit 5. Adverse Actin Letter Generated frm Batch 6. Pre-Adverse Actin Letter Generated frm Batch 7. Client Requested Adverse Actin Letter frm Web
8. Client Requested Pre-Adverse Actin Letter frm Web 9. Client Generated Adverse Actin Letter at Web 10. Client Generated Pre-Adverse Actin Letter at Web 11. Adverse Actin Letter Prmpt - Failed Adjudicatin 12. Subject Was Added in FRS Since N Adverse Actin Letter Key Fund Yu can view these at anytime in FRS by right clicking n a subject in the main subject list and selecting View Audit Trail. Letters that are Requested and/r Generated at the web als will shw Audit tracking at the web fr these subjects.