CiviCRM Community Forums (archive)

I have been trying to find a solution to this use. Civi is way overkill for what i'm wanting to do. Curious is someone might know of a solution or be willing to write one for me.

It's a meeting notification system. I'm a case manager and during the course of working a case we have many many meetings. I have to send out a meeting notification to everyone involved on the case. Each time I wind up having to look up the various addresses for all the members and type each address into the Word document. I'd like to be able to just select the case, enter a few specific details (date, time, location of the meeting) and based on the type of meeting the system would generate a multi-page pdf for all the case members assigned to that case that I could print out in one go.

I need the ability to create various letter templates that would be used for the various meeting types. Prefer that this be integrated into the system so that the templates could be edited and new ones added. As a new template is added it also defines the meeting type along with what information is required for that particular meeting.

The system would need a login/user management feature. System has login feature opens to screen which asks for case_id, meeting type, date of meeting, and depending on the meeting type other fields may be asked such as location.

Very simple permission system. Either Case Manager or Admin user. Admin user has Super user rights to edit everything, create/edit/delete templates. Case Manager can only edit people and cases.

Once all the questions are asked and completed the user clicks submit. The system creates a PDF file using the template for that meeting type and “mail merges” for all the case members. Would like for it to also create envelopes mail merged with the addresses so when the pdf is printed the printer would automatically select either 8.5 x 11 or the manual feeder for the envelopes.


The PDF letters will be simple business letters. The top will have a graphic logo of the state seal (we are a state agency) with the address, etc. Following that will be a pretty standard business letter. Below is what it might create.
******SAMPLE*******
LOGO
organization address


Date

Address

Dear Mr. Doe,

RE: {Meeting Type} for {Child Name}, {Child Name}, and {Child Name}.

This letter is to inform you that on March 25, 2012 at 9:00 am there will be a {Meeting Type} for the above mentioned child(ren). It is extremely important that you be present for this {Meeting Type}.

It will be held at the following address:
Juvenile Court
XXX AnyStreet St.
Anytown, TN XXXX


If you have any questions please contact your case manager, Virginia Fields, at XXX-XXX-XXXX.

Sincerely,


Virginia Fields
Case Manager

*****END SAMPLE******

The letter wording will vary slightly based on the type of meeting/court hearing it is. All the letters we generate are 1 page in length.

If the contact has a fax number associated with their contact record then the letter would add a line at the top stating: FAXED TO: XXX-XXX-XXXX. and no envelope would be created.