Proofs and delivery

Availability: the new portal can prepare a single CSV and show saved jobs, proofs and downloads where released. Proof decisions have local acceptance; hosted checks remain open. Transfer and printer settings are in the next release. Batch preparation is in the next release; broader recovery screens remain planned.

Check CSV processing

Availability: local implementation; release and Dev checks are pending.

Open Jobs or Thank-You Letters, then CSV processing. Awaiting processing and Finished CSVs show saved file states for this page. Schema files appear separately. Use the page controls to see more files, or Refresh CSVs to read current values.

Finished does not mean approved or delivered. Choose Recent publishing activity to check a job and its proofs. Open a file's Details for its saved information and allowed actions. Mark for reprocessing can create another set of letters; read the warning before choosing it.

Prepare a batch

Availability: next-release implementation; Dev checks are pending.

Open Jobs or Thank-You Letters, then Prepare a batch. Choose Selected files to pick up to 100 data CSVs across pages. Choose Unprocessed files to let the server save all eligible files, up to 100. Schema files and incomplete uploads cannot be used.

Choose Review batch, check the selection, then Prepare letters. Previously processed files can create new proofs. Files with active jobs keep those jobs. The result lists each file as queued or already active. View progress checks its current job. Preparing does not approve or send letters.

If the reply fails, keep the screen open and use Retry this batch. It recovers the same request, including its original selection. New uploads do not join that retry. Check Jobs before changing the selection or closing an uncertain request. Prepare another batch starts a new request.

Review a proof

Follow Prepare letters, then open Generated letters. You can also open a job and choose Proof details beside one of its files. This job shortcut is in local testing; Dev acceptance is pending. Check the saved PDF and source rows. Download PDF and Output CSV only download files. They do not send anything.

Use Refresh outputs to reread a job’s files. A failed job can have partial files; an empty page does not explain why no letters were produced.

A rule preview shows which settings match a row. It is not the final document proof. If a file is missing, a run failed or the output looks wrong, ask your administrator before preparing it again.

Approval and sending

Approval can queue email, printing or a file transfer. It is a separate action from preparing or downloading a proof. A delivery may already have started when a request loses its reply. Check its saved state before trying again.

To review a decision, open Proof details, then Review decision. You need publishing approval access.

1. Check the saved PDF and source rows. Read the channel and current delivery state.
2. Choose Approve, then read the warning before Confirm approval. Delivery can begin immediately. Some files are previews; their approval does not queue a second delivery.
3. To decline the output, choose Reject, add an optional reason, then Confirm rejection. You can reject pending delivery only before it starts.

If a write fails, your rejection reason stays in the form. Choose Reload decision and check the saved state before another action. Reload never sends a decision again. Once delivery has started, finished or failed, the portal blocks another decision. Ask staff to check it.

A failed delivery does not always mean nothing was sent. Staff must check the destination before retrying an uncertain job. Creating another run or marking a source for reprocessing can create another set of letters.

A file-transfer success means the file reached the remote system. A recorded print result does not prove mailing. Saved production dates and inventory counts also do not confirm arrival.

Delivery settings

Output destinations send files out. They do not collect incoming templates or CSV files. New incoming SFTP pickup is planned separately.

Only authorized staff should change printer or transfer settings. A connection test may write a temporary test file; it does not send a letter or prove a printer works. Ask your administrator to check a failed test before a real delivery.

File transfer sites

Availability: next-release implementation; Dev acceptance is pending.

Open Settings → Mailing Settings. You need mailing management access. Choose Add site, or Edit beside a saved site. Check its name, host, protocol, port, path and username with your operator.

Saved passwords and keys are never shown. Leave each secret at Leave unchanged to keep it. Choose Replace to enter a masked value or choose a private-key file. Choose Clear stored value only when you mean to remove it. Save the site before testing it.

Test connection asks before creating and removing a small file at the saved destination. Only hosts allowed by your operator can be tested. A failed check may leave a test file behind. Reload the saved site and ask your operator to check before retrying. A successful connection test does not send a letter or prove delivery.

If a save fails, the draft stays open. Reload saved site reads the latest saved values; it does not repeat a save or test. Delete asks you to confirm the saved site name. Sites used by packages or letters cannot be deleted.

ThankTank print destinations

Availability: next-release controls; Dev and physical-printer checks are pending.

Host administrators can open Printers, even without a file workspace. This page shows shared printers. A customer administrator does not have access.

Check Use as destination separately from Status. Available is the agent's last report, not proof that paper printed. Agent offline means the report is missing or more than five minutes old. Refresh printers reads the latest report; it does not scan for devices or send a test page.

Choose Edit. Change Use as destination, then Save printer and confirm. Enabling allows the agent to pick up pending approved jobs. Disabling stops new claims; work already claimed may still finish. The agent owns a discovered printer's name, so you cannot rename it here.

Add printer makes a manual entry, disabled by default. Use the exact device name supplied by your operator, up to 256 characters. It still needs a configured agent to report the device. Adding or enabling a row does not install an agent or prove the device works.

Delete printer asks you to confirm. A printer used by a package, output or job cannot be deleted. An agent may report a deleted device again; disable it instead when it should stay listed but unused.

After a failed save, keep your draft or choose Reload saved printer. The agent may have updated the record while you were editing. After an uncertain create, choose Reload printer list and check before adding it again. No action on this page sends a print job.

Older Word and PDF letters

Availability: implemented for the next release; Dev acceptance is pending.

Open Files → Historical rendered files to see letters from earlier runs. This view needs review access. Use Download for the original file, or Details for its name, dates and saved preview. Use the page buttons to see more files.

In Details, change Name and choose Save name, or choose Delete and confirm. Deletion hides the file from this list; it keeps stored bytes and history. A file still in use cannot be deleted. If a save fails, Reload saved file before trying again. The portal asks before dropping an unsaved name.

Downloading an older letter does not send it. Donor search, reprints and resend requests are not part of this view.

If a generated-letter page fails, use Try again or Previous page. Changing account or organization closes proof details and cancels pending downloads.

Sort your files

In Files, use Sort files by and Sort direction to order names, row counts, Created dates or Processed dates. Letter Templates offers Name and Created. Sorting covers all files you can access, not just the current page. A new sort starts at page one. — under Processed means no processing date is saved; a date does not mean letters were approved or sent.

These controls are implemented locally; Dev acceptance is still pending.