Communication templates can be created as standard templates for Word documents, email and sms communication to clients. The Communication template can be created for any one of these communication methods or one template can house all three methods for a specific topic.
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- From the Template Groups list, select the document group to which the mail merge document will belong.
- Click the Communication Templates. A shadow will appear around the list to indicate it is selected.
- Click New. The Communication Template dialog will be displayed.
- On the General tab, enter the Name, Reference and select the required Region/Division.
- Setup of the Mail Merge, Email and SMS tabs will be detailed below separately:
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- Click on the Email
- Under the General heading:
- Toggle the Email?field to Yes.
- In the Subject section, type the name of the email template.
- If you want to add Framework fields to the Subject (e.g. Job Number and Land Address), click on the “Insert Field” button to launch the “Select RMS Field Code” dialog.
- Click on the required folder in the “Groups” section and then select the required field from below in the “Field Codes” section by double clicking the field or highlighting and clicking OK to save.
- In the Body section, type the contents of the email template.
- If you want to add Framework fields to the Body of the email, please click on the “Insert Field” button to launch the “Select RMS Field Code” dialog and follow step 2.4 noted above.
- The Destination heading will be used for the DMS product, however this functionality is not currently available.
- For Builders with DMS - Under the Destination heading:
- Toggle the Add to DMS? to Yes if the document also needs to be uploaded to the DMS
- In the DMS Doc Type Key, Insert the Document Type Name
4. Click OK to close the Communication template.
SMS Tab (Setting up an SMS Template)
- Click on the Email
- Under the General heading:
- Toggle the SMS? field to Yes.
- In the Body section, type the contents of the SMS template.
- If you want to add Framework fields to the SMS (e.g. Job Number and Land Address), click on the “Insert Field” button to launch the “Select RMS Field Code” dialog.
- Click on the required folder in the “Groups” section and then select the required field from below in the “Field Codes” section by double clicking the field or highlighting and clicking OK to save.
The Destination heading will be used for the DMS product, however this functionality is not currently available.
- Click OK to close the Communication template.
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Setup of
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There are specific preferences that need to be set for the activation of email and sms communication to clients.
Email Service Preferences (Perspective Platform\Communications\Email Service)
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Preference ID
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Preference Name
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Value
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-50290
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-50292
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Email Service Provider
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credentials
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-50293
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Email Service Username
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Contact Insula to setup
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-50294
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Email Service Password
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Contact Insula to setup
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There is also another email setup preference (Framework ECM\Email/SMS Configuration\Master Email Settings)
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It's important to note here that it is possible to utilise a specific send from address, eg. jsmith@insulahomes.com.au. Specific default preferences should be set where users may send from a specific address, e.g. an admin account where the user changes but the email is the same.
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a
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You can navigate between from addresses from within the communication dialog, which will be discussed in the later parts of this article.
SMS Service Preferences (Perspective Platform\Communications\SMS Service)
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Preference ID
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Preference Name
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Value
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-50102
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SMS Service Enabled?
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Yes
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-50284
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SMS Service URL
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http://gatewaysmsapi.pstpf.com.au/api
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-50285
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SMS Service Appliance
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B64CF8CA-919C-4A0B-BF04-2F4AC701C269
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-50286
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SMS Service Provider
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''credentials''
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-50287
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SMS Service Username
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Contact Insula to setup
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-50288
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SMS Service Password
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Contact Insula to setup
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-50103
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SMS Server Status Check Interval (Minutes)
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3
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-50248
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SMS Service ‘From’ Number
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0400 000 000
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-50249
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SMS Message Expiry (Minutes)
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720
Setup of a User Signature
A standard user signature can be setup for each Framework user as a Default or Region/Division specific. If a signature is created at the Region/Division level, it will overwrite the Default signature. When an email is generated in Framework, the signature that has been created for the user will automatically populate the Email dialog.
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- Select CRM\Merge Doc. from the Sidebar.
- On the bottom right of the screen, click New. The Select Merge Document Communication Template dialog will be displayed.
- Select the required options:
- Create Job Comment? – select Yes if you want a comment in the CRM\Comments
- Create History Record? – select Yes if you want to see a record in the Job Merge Document History screen
- Merge Recipients – click on the down arrow to select the recipients
- From the Documents list, select the document to be merged.
- Click OK.
- Depending on merge recipients selected, one of the following dialogs will be displayed.
- Bulk MME Document dialog (see Bulk MME Document Dialog).
- Select Existing MME Criteria Profile dialog (see Select Existing MME Criteria Profile Dialog) followed by Confirm MME Recipients dialog (see Confirm MME Recipients Dialog).
- Standard Criteria
- Enter or edit the required details.
- Click OK. The merged document will be opened in Microsoft Word.
Bulk Mail Merge
Bulk Mail Merges can be used for the mass production of a standard mail merge document to be sent to multiple recipients, eg: Christmas shutdown letter to clients.
The recipients of a bulk mail merge document can include an existing client list, or a new client list.
- Select CRM\Merge Doc. from the Sidebar.
- On the bottom right of the screen, click New. The Select Merge Document Communication Template dialog will be displayed.
- Select the required options:
- Create Job Comment? – select Yes if you want a comment in the CRM\Comments
- Create History Record? – select Yes if you want to see a record in the Job Merge Document History screen
- Merge Recipients – click on Create New MME Criteria or Select Existing MME Criteria.
- From the Documents list, select the document to be merged.
- Click OK.
- Select the Base Criteria
- Select the Field Criteria
- Enter the New Bulk Mail Merge Title and Description on the Advanced Tab and click Save.
Note: This criteria will be saved for future use and is available using the 'Select existing MME criteria'.
- Confirm the Mail Merge Recipients. You can select one client, multiple clients (using Ctrl+Shift) or All recipients.
- Click OK.
- One merge document will be opened in Microsoft Word displaying all letters for all recipients.
Sending an Email using a Communication Template
- Select CRM\Comments from the Sidebar (Shortcut = CTRL + F7).
- On the bottom right of the screen, click New. The New Communication dialog will be displayed.
- Click on the Email icon to launch the Email
- In the Details section, select the required options:
Job specific? – set to Yes if it is for the current job selected or No if you want to manually enter email recipients.
From – displays the default From email address for all emails, both your default email, and a user specific email (if set)
To – click on the ellipsis to launch the Email Recipients You can either enter a custom email address here, select from the list of client contacts and from selected entity roles within Framework.
Cc – click on the ellipsis and follow the steps as per the To option
Bcc – click on the ellipsis and follow the steps as per the To option
Template – click on the ellipsis to launch the Select Email Template - Select the Group the communication template is located in from the Email Template Groups.
- Select the template from the Email Templates and click OK.
- The Subject and Message of the email will be automatically populated from the communication template selected.
- If a Template has not been selected, please enter the Subject and Message for the email to be sent.
- In the Attachments section, add any attachment to be included in the email.
note: any attachments added here will not automatically be added to the job as a Linked File, the email will just show the name of the attachment included - Click Send to send the email. A message will appear to confirm that the email was sent successfully.
- A Comment will be added to the Comment Overview screen and the Method for the comment will show Sent Email.
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- Select CRM\Comments from the Sidebar.
- On the bottom right of the screen, click New. The New Communication dialog will be displayed.
- Click on the SMS icon to launch the New SMS
- In the body of the dialog, select the required options:
Job specific? – if set to Yes, the Job Number for the current job selected is shown and you have the option to select if the SMS is to include the Job number and address. If set to No, the SMS will not be specific to the Job.
SMS – displays the default From Number for all sms messages.
Comment – allows the option to include the comment in reporting and the addition of a Follow Up.
Recipient: Custom – allows the addition of a recipient that is not associated with the job in Framework. Once the name and number have been added, click the >> button to add the number to the SMS Recipient section.
Recipients: Client Contacts – highlight the Client Contact listed the sms is to be sent to and click the >> button to add the number to the SMS Recipient section.
Recipients: Framework Entities – the Entity Role selection defaults to Staff Member. Click on the down arrow to select another entity role. The entities with mobile numbers will display in the Entities list. Highlight the Entity listed the sms is to be sent to and click the >> button to add the number to the SMS Recipient section.
SMS Recipients – Any recipients selected from the Recipient: Custom, Recipients: Client Contacts or Recipients: Framework Entities will be displayed here.
Message – A signature is automatically included which shows the name of the user logged in and the name of the Region/Division logged into. - To select a Communication Template, click on the ellipsis next to the Message click on the ellipsis to launch the Select SMS Template
- Select the Group the communication template is located in from the SMS Template Groups.
- Select the template from the SMS Templates and click OK. The body of the Message will be automatically populated from the communication template selected.
- Click OK to send the sms.
- A Comment will be added to the Comment Overview screen and the Method for the comment will show Sent SMS.
If any part of this fails, check to see if you can browse to the following APIs on IE
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If you encounter any issues with this process, please get in touch with one of our support team. Details can be found here.