How To: Selecting Auto Generated Eligibility Letter

1.01   Enter Username

• For UAT Environment using a Chrome browser, navigate to:https://test.ny.hostedaware.com/Awareuatand enter your Username.

1.02   Enter Password

• Enter your password and click the Log In button.

1.03 Open Preferences Page

• Open the Preferences page by selecting the preferences button on the aware landing page. 

• From your Preferences page, in Section 1: Staff Preferences, select the box for “Display Auto-Letter Generation Prompt”.
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• Select Finish to save your changes. 
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2.01   Select Participant

• From the AWARE Home Screen Select the Participant Module.
• Select an individual from your case search grid that you have completed all steps for Case Entry/Application. This individual will still be in case status: Application. Note that you can filter your caseload by typing in application in the provided parameter field under Case Status in the grid.
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• From the Case Management page, select the Pages link from the menu bar. The Participant Pages displays.
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• In Section 2: Eligibility on Participant Pages, select the Eligibility Determination link.
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• The Eligibility Determination page displays. 
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• NOTE: Eligibility Date is read only at this point. 

• In Section 3: Impediment to Employment on the Eligibility Determination page, check at least one of the options for Impediments Options and enter text in the narrative box titled Other.
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• Section 4: Documentation on the Eligibility Determination page, select at least one item from the Eligibility Rational Options and enter text into the narrative box titled Other for this section.
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• Back at the top of the Eligibility Determination page, in Section 1: Determination, select the Check ToDo Indicators button. 
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• The ToDo page Displays.
• NOTE: The following image is an example of which ToDos may be listed – depending on what you completed or have forgotten.
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• On the ToDo page, select the first ToDo and fill in the required (**) information. This should be an Impediment to Employment ToDo.
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• On the main menu select Finish to return to the ToDo page (if you have any more ToDo.)

• On the ToDo page, complete the remaining ToDos for your individual and select Finish to save any changes. After all ToDos are complete and you have saved your changes, you should see one more ToDo for Eligibility Determination appear – Eligibility Date is required.

• Select the Eligibility Date is required. (Personal Security Required) ToDo. Aware displays the Eligibility Determination page with the cursor on the newly editable Eligibility Date field.
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• Enter today’s date and select Finish on the main menu bar to save all changes on the page. You will see an alert box asking you to confirm.
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• Select the OK button to move case to Eligible status.
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• An additional alert box will display asking if you want to generate an Eligibility Letter. Select
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• This will launch the Auto-Letter Generation Template Selection mini-data page.
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• In section 1: Select the Letter Template you wish to auto-generate.
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• This will launch the Letter Fill In data page.
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• Complete the fields in the Letter Fill In Preview.
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• At the top left of the Letters Fill In pop-up window select the Letter Preview button to generate a preview of your completed letter. At this point you can print or download the letter as needed.
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• First, close the Letter Preview by clicking the ‘X’.
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• On the Letters Fill In window select Finish on the main menu to save your letter.
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• This will generate another preview of this letter. This is the official preview of the letter that was saved. Why? Well let’s say when you previewed the letter in step 2.06 you saw a typo, corrected it, and saved your letter. This final preview is a final account of what was saved. You can print or download at this time if you like.
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• Now, close the (finalized) Letter Preview by clicking the ‘X’. This will return you to the Case Management page for your participant.
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• From the Case Management page verify that the Case Status for your participant is now Eligible.
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• From the Case Management page, use the Selected Layout drop-down to select Notes – All.
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• Select Apply, and the Case Note records for your participant will appear
• Verify that the auto-generated letter is listed in your records table.
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