Heads Up! If you see features in this article that aren’t in your account, this article may be what you're looking for instead.
Create a Letter
The letter generator feature in Canopy helps you quickly create the letters you use in your practice, including:
Engagement letters
Transmittal letters
IRS responses
Proposals
And more
You can create letter templates, reusable paragraphs, or start a letter from scratch. You are also able to quickly populate important client info into the letter with the click of a button!
Create a Letter Using the Global + Button
Quickly create letters by using the Global + Button from anywhere in Canopy. Letters are sent to clients in the form of a resolution case and will show up on the resolution case list.
1. Click on the Global + Button.
2. Select Letter from the secondary navigation menu.
3. Select a client to create the letter.
If you have a Client Record currently open, the name populates in the field by default.
4. Select a letter template from the Create a New Letter window, or click Blank Letter to start a new letter from scratch.
Only New and Updated templates are available.
Refer to our guide on Letter Templates to create a new template or update your old templates.
5. The toolbar across the top of the screen helps you format the letter according to your needs.
6. Add premade boilerplate text by clicking Insert boilerplate text.
You can create boilerplate text by clicking Templates on the global navigation bar and selecting Boilerplate Letter Text.
If you do not have any boilerplate text created, you can click the Create boilerplate button in the sidebar.
8. Add merge fields by clicking the Insert merge field.
Merge fields update automatically to include the appropriate specified data.
Note: Insert custom merge fields by selecting Custom Fields under the Insert merge field list. Click here for more information on creating custom fields!
9. Change the Letter name in the provided text box.
Best practice: Letters do not save automatically. If you choose to Print, Attach to eSign, Send as a Client Request, or Attach to Email, the letter will be converted to a PDF and you will be unable to edit the letter within Canopy in the future. If you Download a letter, it will be downloaded as a .docx file!
If you don't want to lose your editable letter, we would recommend that you save the letter first. After saving, you can return to the Create Letter window and complete any previously mentioned actions.
10. Click the Save icon to save the letter to the client's files.
This is where you can change the Name of the revision before saving.
11. Select a folder to save the letter to.
Note: You can create new folders by clicking the Add folder icon in the top-right corner of the Save to Files window!
12. Click Next.
13. Choose whether to make the letter visible in the client portal.
This option will only be available if you have the Change Client Portal Visibility permission active. Notify any collaborators and send client portal invites here.
14. Click Done.
The letter is saved as a .docx file in the specified folder of the Client Record.
The save modal will close for you to continue editing the letter.
Letters and Saving: Letters are not initially autosaved. Click the blue Save button and you'll notice every following change in the letter saves automatically.
15. Choose how to use your created letter.
Action | Steps |
Click on the Print icon to create and save a PDF of your letter. | |
Download | Click on the Download icon to download a .docx file of your letter. |
Add an eSign Request | Click on the Attach to eSign icon to convert the letter to a PDF and Send an eSign request using the letter. |
Attach to Client Request | Click the Attach to Client Request icon to attach the letter as a PDF and send it as a Client Request. |
Email Attachment | Click on the Attach to Email icon to attach the letter to an email as a PDF file. |
Save to Files | Click on the Save to Files icon to add a .docx version of the letter to the client's files. |
Refer to the Send an eSign Request to Clients article for help completing the eSign request process.
Please refer to the Create a New Client Request article for help completing the Client Request process.
Linking Letters to Tasks or Notices: To attach your letter to a task or notice, click the three stacked dots next to the save icon. Then, select the option to link the letter to an existing task, subtask, or notice.
Create a Letter Within a Resolution Case
Letters can also be created within a resolution case to be attached to the specified engagement. To get started, navigate to the Resolution Cases list in Canopy.
1. Click Tasks and then Resolution Cases in the slide-out menu.
2. Select a relevant resolution case from the list.
3. Under the Work tab on the resolution case workspace, select Letters.
4. Click Create a new letter to add a letter to the resolution case.
5. The Select client field automatically selects the client associated with the resolution case.
6. If needed, select a Template to use for the letter.
7. If you are not using a template, click Create new letter.
8. The toolbar across the top of the screen lets you format the letter according to your needs.
9. Quickly add any premade boilerplate text by clicking Insert boilerplate text.
You can create boilerplate text by clicking Templates on the global navigation bar and selecting Boilerplate Letter Text.
If you do not have any boilerplate text created, you can click the Create boilerplate button in the sidebar.
10. Add merge fields by clicking Insert merge field.
Merge fields update automatically to include the appropriate specified data.
11. Change the Letter name in the provided text box.
12. Choose how to use your created letter.
Action | Steps |
Click on the Print icon to print a PDF of your letter. | |
Download | Click on the Download icon to download a .docx file of your letter. |
Add an eSign Request | For newer letters, simply click on the Attach to eSign icon to convert the letter to a PDF and Send an eSign request using the letter.
Attention! If you are working on an outdated letter within a resolution case, you will not be able to send an eSign request from the resolution case.
You will need to save the letter as a PDF and then you will be able to send an eSign request from the client! |
Attach to Client Request | Click the Attach to Client Request icon to attach the letter as a PDF and send it as a Client Request. |
Email Attachment | Click on the Attach to Email icon to attach the letter to an email as a PDF file. |
Save to Files | Click on the Save to Files icon to add a .docx version of the letter to the client's files. |
Refer to the Send an eSign Request to Clients article for help completing the eSign request process.
Please refer to the Create a New Client Request article for help completing the Client Request process.
13. Click Save to save the letter to the resolution case.
