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Return to Client Relationship Management
Article Index
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A comment can be entered into the system for a job independently of the Comments Overview screen, and in any section of the Client & Contact Management, Land Management, and the Production Management modules.
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Creating a Comment
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New comments can be added at any time by pressing Ctrl + F7. |
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The Department Comments dialog is only accessed by first opening a screen in the Production Management module, such as Colours, then accessing the Department Comments dialog.
Creating an SMS
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New SMS dialog
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Group | Field | Description | Actions | ||
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Job | Specific? | Is this SMS for the current Job only? | If an SMS is launched from the Job SMS Messages screen, by default this will be set to Yes and the Number field will display the associated job number. If launched from the Comments or SMS Message screens, by default this will be set to No. | ||
Number | Current Job Number | This field is locked if the Specific? field is set to Yes. | |||
Include Job #? | Is the Job Number to be included in the SMS content? | Toggling to Yes will insert the Job number directly into the new message. | |||
Include Job Address? | Is the Job Number to be included in the SMS content? | Toggling to Yes will insert the Job address directly into the new message. | |||
SMS | Created | Date & Time SMS record was created | |||
Status | Status of the SMS. | Current state or final outcome of the sent message. This includes:
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From | User who created the SMS. | ||||
From Number | The number the recipient will see as the Sender. | This is set in Security Preferences. | |||
Sent | Date and Time the SMS was sent to the Insula Gateway | ||||
Comment | Include in Reporting? | ||||
Add Follow Up? | Is a Follow Up item to be raised from this SMS? | Selecting Yes will create a CRM Follow Up item. | |||
Recipient: Custom | Name Number | Name and Mobile phone number of the recipient | If the intended recipient is not a Client Contact for the selected Job or is not a Framework Entity, the Name and Number can be entered here.  The Copy button
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Recipients: Client Contacts | Name Number | Name and Mobile phone number of Client Contacts for the current Job. Note: Only contacts with a Mobile telephone number recorded will be displayed in the list for selection. | Highlight contacts and use the Copy button 
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Recipients: Framework Entities | Entity Role | The role group. This defaults to Staff Member. | Select the specific role group from the drop down list. The Entities list will populate with entities that have mobile numbers and area eligible to be selected. | ||
Search | Free text search of the entities being displayed. |
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Entities | Name Number |  Highlight contacts and use the Copy button
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SMS Recipients | Name Number | This lists the Name and Number of the Contacts and Entities the SMS will be sent to. | The Recipients can be removed from the list by using the | ||
Message | This is the message content that will be sent via SMS. | There is a default message on creation, but this can be modified using the editor. | |||
Applying a Template | A Template can be applied to the message. This is selected using the |
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Important Note on SMS Delivery
Insula will always attempt to deliver all SMS messages sent via our software. As this is done via third-party service providers, and then (in turn) by telecommunications network carriers (eg. Telstra, Optus, etc.), we cannot guarantee that all messages will be delivered. Insula has registered directly with services and carriers wherever possible to ensure authenticity and confidence in the messages we’re sending, increasing the likelihood of successful delivery. Delivery can however be interrupted where Sender IDs are not approved by a telecommunications carrier (eg. Telstra, Optus, etc.), or where URLs/Links are included in the SMS.
As everyone can appreciate, telecommunications carriers attempting to reduce phishing and other spam behaviour on their networks makes this a challenge. If you must include URLs/Links in your message, please thoroughly test that they can be received, but remember that delivery is at the discretion of the recipient’s carrier.
To ensure your SMS messages are delivered, Insula recommends not including URLs/Links in your messages wherever possible, and instead providing instructions to the recipient on what they should do (eg. “Log into the Customer Portal” rather than providing a hyperlink to the login).
The value-added SMS features in Insula products are offered on a best-effort basis. Delivering your messages is our first priority.
Creating an Email
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Group | Field | Description | Actions | ||
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Details | Job Specific? | Is this Email for the current Job only? | |||
Job Number | Current Job Number | ||||
From | Email address of the sender | This field will display the primary email for the logged in user.
Using the  | |||
Template | For selection of predetermined communication template | To view the available Templates select the |
 The Template can contain
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To Cc Bcc | Primary Recipients Carbon Copy Recipients Blind Carbon Copy Recipients | To add recipients for To, Cc or Bcc, select the relevant |
 Here you can select Client, Job or Entity contacts, using Ctrl to multi-select within each group.
If there is a required recipient that does not appear in any of the groups, it can be entered as Custom. The Recipient dialog can be opened multiple times to build up the recipient list. Individual addresses can be removed from To, Cc or Bcc by using Backspace, or use the
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Cc Me | Carbon Copy Logged in User | Tick or untick to send a copy of the email to the logged in user. | |||||
Bcc Me | Blind Carbon Copy Logged in User | Tick or untick to send a blind copy of the email to the logged in user.
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Subject | Email Subject text | This can be free-typed, populated by a selected Template, or both. | |||||
Message | Email message and Signature | This can be free-typed, populated by a selected Template, or both. The toolbar of the dialog has multiple text tools for font, colour, size and formatting. 
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Attachments | Name Size (MB) Date Modified | Attachment processes and list |
Important: The attachment maximum limit is 5MB. There is a Total File Size counter that displays the total size of the attached documents. The value will be displayed in red if the value exceeds the limit. |
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In this area, there is currently no option to save an SMS or an Email as Draft. |
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