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Communication Templates and Rules

Communication Templates and Rules

Owned by Matthew Garrett
Last updated: Feb 21, 2023 by Matt Furlong
6 min read


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Communication templates can be created as standard templates for Word documents, email and sms communication to clients, suppliers and/or staff member/s.  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.  For example, a Communication template can be created for the PCI Appointment that includes a letter to send to the client, an email to attach the letter template to and an SMS to remind the client closer to the appointment.  By housing the three different communication methods in the one template, it makes them easier to locate and therefore manage.

Note: Communication templates do not require a communication rule and can be setup and used standalone.

 

Communication rules are created to automate sending an email template to clients, suppliers and/or staff member/s, when a date is entered into Framework. For example, if you enter a Building Contract signed date you could instruct Framework to email the Administrator assigned to the job with a “contracts exchanged email template”.

Note: We recommend testing Communication Rules (using a test job and your own email address) prior to enabling this functionality for the entire business, testing should also include end user acceptance and training.

Creating A Template Group

  1. From the Template Groups list, select a location for the new template group. A shadow will appear around the list to indicate it is selected.

  2. Click New. The Add New MME Document Group confirmation prompt will appear.

     

  3. Click Yes to add a new group as a child of the current group. The MME Document Group dialog will be displayed.
    OR
    Click No to add a new group at the same level as the current section. The MME Document Group dialog will be displayed.

  4. The MME Document Group dialog will be displayed.

  5. Enter the details.

     

  6. Click OK. The dialog will close and a new document group will be created.

     

Adding A Communication Template

  1. From the Template Groups list, select the document group to which the mail merge document will belong.

  2. Click the Communication Templates A shadow will appear around the list to indicate it is selected.

  3. Click New. The Communication Templatedialog will be displayed.

  4. On the General tab, enter the Name, Reference and select the required Region/Division.

     

  5. Setup of the Mail Merge, Email and SMS tabs will be detailed below separately:

 

Mail Merge Tab (Setting up a Mail Merge Document)

  1. Click on the Mail Merge

  2. Under the General heading:

    • Toggle the Mail Merge? field to Yes.

    • The Application field remains View Only as the only current format for merge documents is Microsoft Word.

  3. Under the Template heading:

    • Click on the drop-down list next to Folder. A Select File dialog will appear.

    • Navigate to the location of the merge document and select the required document.

    • The File Name and Folder path will automatically be populated based on the selected document.

    • If the .doc is password protected and/or is locked with editable fields, you can toggle Protected? to Yes and;

    • Enter a Password. Note Password protected mail merge documents are only supported from Framework version 8 or higher.

  4. The Destination heading will be used for the DMS product, however, this functionality is not currently available.

     

  5. Click OK to close the Communication template.

Email Tab (Setting up an Email Template)

  1. Click on the Email

  2. 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.

    • If you want to add Communication Text (from a Communication Rule - refer to Item 6(a) below) you must insert {{CRContext}} into the body of your Communication Template - this will ensure the contents appears in the email.

  3. If Default Recipients have been enabled, these email addresses can be added, using semicolon separators if necessary.  To enable this functionality contact Insula Software.

  4. The Destination heading will be used for the DMS product, however this functionality is not currently available.

     

  5. Click OK to close the Communication template.

 

SMS Tab (Setting up an SMS Template)

  1. Click on the SMS

  2. 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.

  3. The Destination heading will be used for the DMS product, however, this functionality is not currently available.

  4. Click OK to close the Communication template.

Creating A Communication Rule

  1. From the Security Module / Business Rules / Communication Rule Tab, select the field you would like to add a communication rule to.

  2. Click New

  3. Update the Communication Rule fields:

    1. Communication Type - Email/SMS

    2. Communication Template - Select the template to send

    3. Region/Division - Select

    4. Enabled? - Yes

    5. Custom Rule - Yes

    6. Rule String - Enter the Rule String

    7. Custom Description - Yes

    8. Description - Enter the message users will see when entering a date into the field

  4. Update the Email Communication fields:

    1. Send Email? - Yes

    2. Additional ‘To’ RMS IDs - Enter the RMS ID e.g. Enter a 4 to send the email to the job Administrator or 682 for Primary contact

    3. Additional ‘CC’ RMS IDs - Enter the RMS ID e.g. 42110 for secondary contact

    4. Additional ‘BCC’ RMS IDs - Enter the RMS ID

  5. Update the SMS Communication fields:

    1. Send SMS? - No

  6. Update the Communication Text (inserted within the email template):

    1. Add additional Framework field content that might be useful to the email recipient/s (refer below screen shot example).
      Note: If using this field you must insert {{CRContext}} into the body of your Communication Template - this will ensure the contents appears in the email.

  7. Click OK

  8. Click OK

 

Additional Configuration may be required

Email/SMS Configuration may be required if not previously setup by Insula. Please contact our support team - support@frameworkecm.com.au to configure email/sms if required.

 

Enabling Communication Rules

 

Additional Permissions, if required.

Overriding Communication Rules

 

Framework ECM Communication Rules

When a user updates a field that has a communication rule enabled, they can expect to see the following dialog.

Note: the wording displayed in the rule comes from the Communication Rule Description field (refer to instruction 3h above).

An email will now be sent automatically, to recipients, as per the communication rule/template settings.