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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. A comment for the current job can therefore be entered at any time. 

Creating a Comment

Image Modified
  1. Click New. Select the Comment method icon.
  2. The Production Comment dialog will be displayed.
  3. Enter the details.
  4. Click OK. The dialog will close and a new comment will be created.

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Tip

New comments can be added at any time by pressing Ctrl + F7.

Department Comments

Comments that have been entered for a specific department within Framework ECM appear in the individual comment screen associated with the selected department. This makes it easy to review comments that are specific to a particular department.

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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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  1. Click New. Select the SMS method icon.
  2. The New SMS dialog will be displayed.
  3. Enter the details.
  4. Click OK. The dialog will close and the SMS will be sent to the Gateway.
  5. A Comment will be created displaying the details of the sent SMS.

New SMS dialog

GroupFieldDescriptionActions
JobSpecific?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.
SMSCreatedDate & Time SMS record was created

Status

Status of the SMS. 

Current state or final outcome of the sent message. This includes: 

  • Ready To Send: The SMS is waiting for the CCG Monitor to process.
  • Sent: The SMS has been processed and sent with no errors.
  • Not Sent: Message Expired: The message will not be sent. The pathway was inactive for a time long enough to exceed the expiry time set in the preferences.

FromLogged in

User who created the SMS.



From NumberThe number the recipient will see as the Sender.    This is set in Security Preferences.

SentDate and Time the SMS was sent to the Insula Gateway
CommentInclude 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  is then used to move to the SMS Recipients list.

Tip

Recognised SMS number formats:

  • Australian SMS numbers can be formatted with the 61 country code or local 0, with spaces or without,
    For example; +61 4XX XXX XXX, 614XXXXXXXX, 04XX XXX XXX, 04XXXXXXXX
  • International numbers must include the international dialling code, country code, and mobile number. 
    For example; +[CountryCode][MobileNumber], +358 40x xxx xxx.


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  to move them to the SMS Recipients list.

Tip
Tip :

To select multiple contacts, use Shift key and click to select a group, or Ctrl and click to select individual records.


Recipients: Framework EntitiesEntity RoleThe 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.


SearchFree text search of the entities being displayed.


Tip :
Tip

The search operates from the beginning of the name only.


Entities

Name

Number


Highlight contacts and use the Copy button  to move them to the SMS Recipients list.

Tip
Tip :

To select multiple contacts, use Shift key and click to select a group, or Ctrl and click to select individual records.


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  button, or by selecting individual records and using the  button.





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  button, and selecting from the Select SMS Template dialog.

Tip
Tip:

Once a template is applied, it can still be edited within the Message.



Creating an Email

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  1. Click New. Select the Email method icon.
  2. The New Email dialog will be displayed.
  3. Enter the details.
  4. Click OK. The dialog will close and the Email will be sent to the Gateway.
  5. A Comment will be created displaying the details of the sent Email.


Image RemovedImage Added

GroupFieldDescriptionActions
DetailsJob Specific?Is this Email for the current Job only?

Job Number

Current Job Number



FromEmail address of the sender 

This field will display the primary email for the logged in user. 

Info
Note:
This is the email set against the user's entity.

Using the Image Modified dropdown button displays alternative emails, either for the logged in user or the Security Preference enterprise default.

Image Modified


TemplateFor selection of predetermined communication template

To view the available Templates select the Image Added popup to launch the Select Email Template dialog.

Image Added

The Template can contain

  • Subject content, including merge fields
  • Body content, including merge fields
  • Default To, CC and BCC contacts.

To

Cc

Bcc

Primary Recipients 

Carbon Copy Recipients

Blind Carbon Copy Recipients

To add recipients for To, Cc or Bcc, select the relevant Image Modified popup button to launch the Email Recipients dialog.

Image Modified

Here you can select Client, Job or Entity contacts, using Ctrl to multi-select within each group. 

Note :
Info
Contacts that have a valid email address are designated with a tick Image Modified.  If a required contact does not have that tick, an email address can be set up against the entity, either in Client Contacts or Administration Module > Entities.
  
 
If

 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 Image Modified to clear all addresses.

Info
Any default recipients applied from a Template will be in addition to any recipient details already entered.


Tip

The Default Recipient function is available with a database update.  Please Contact Insula Software.



Cc MeCarbon Copy Logged in UserTick or untick to send a copy of the email to the logged in user.

Bcc MeBlind Carbon Copy Logged in User

Tick or untick to send a blind copy of the email to the logged in user.

Note:
Info
A blind copy means it will be sent, but the other recipients will not be aware of that addressee
.TemplateFor selection of predetermined communication templateTo view the available Templates select the Image Removed popup to launch the Select Email Template dialog
.

Image Removed


Subject


Email Subject textThis 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.

Image Modified

Tip:
Tip

A default Email Signature can be set up in User Options, in the File menu.


Warning
Important :

Images cannot be embedded in the Message area.  This functionality is under development.


Attachments

Name

Size (MB)

Date Modified

Attachment processes and list

Image Added The Attach button launches an explorer dialog for the selection of various attachments.  Multiple document can be attached at once, and the Attach button can be used multiple times.

Image Added Individual or multiple attachments can be selected in the list and removed.

Image Added All attachments can be removed at once.

The documentation is currently under review

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.



Info
In this area, there is currently no option to save an SMS or an Email as Draft.