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Implementing Email Batch Claims Function

Implementing Email Batch Claims Function

Owned by Matthew Garrett
Last updated: Sept 08, 2021
4 min read

  1. The first step we need to do is create the email templates that will be used when emailing
    the claims. This is completed in Framework Administration (The application not the admin
    module)



    Follow this link to setup Claim Email templates - Updating Claims Email Template

    NOTE: Just like Framework security, email templates can be assigned at the Default,
    Context, Group or User level.





  2. The next Step is to setup the preferences in the Framework Security Module. Most clients
    may already have the email preferences setup in Framework but for this task I’ll assume it
    still needs to be set.


    • Login to Framework and go to the Security Module and select Security ->
    Preference from the sidebar.
    • From the Preference Group expand Framework ECM -> Email/SMS Configuration
    -> Master Email Settings.
    • Update the Email Preference as required. I.E SMTP or MAPI details.
    • From the Preference Group expand Framework ECM -> Claims Management. The
    following lists the preferences used for the batch claims and a description of what
    they do:

    -11255: Default Claims Invoice Number Method

    - Select the default invoice number method. For example the Job number and
    claim number (12345/001)

    -50121: Batch – Enable ‘Print’ by Default?
    - Is the print option set to Yes by default for the batch claims. (It will print the claims
    invoice when set to Yes)

    -50122: Batch – Claim Report for ‘Print’
    - Preference to specify the default report used when printing the claims invoice.
    The preference uses the report number and not the name of the report. The
    report can be changed when running the batch, this preference is just for the
    default selected.

    -50123: Batch – Enable ‘Email’ by Default?
    - Is the email option set to Yes by default for batch claims (it will email the claims
    invoice when set to Yes).
    NOTE: Both the ‘Print’ and ‘Email’ options can be flagged from No to Yes by the
    user, this is just the preference for the default setting.

    -50124: Batch – Claim Report for ‘Email’
    - Preference to specify the default report used when emailing the claims invoice.
    Just like the print option this preference uses the report number and not the
    name. The user can change the report in the batch dialog if required.

    -50125: Batch – ‘From’ Email Address as Current User?
    - This preference is a Yes/No toggle. With this preference set to Yes, when a claim
    invoice is emailed to the client, the Address the email is sent from will be the
    Framework Users email address. The users email address comes from the entity
    details in Framework. 

    So for example I run a batch claim and email the invoices. As it bypasses my
    Outlook it doesn’t know where the email is a coming from. This preference means
    it will put the users email address as the ‘From’ Address.

    -50126: Batch – ‘From’ Email Address for Emailed Claims
    - This preference is used to enter a ‘From’ email address. This is similar to the
    above preference but instead of using the Users email address you can specify a
    specific email address that all claim invoices will be sent from. For example you
    might have DoNotReply@domain.com.au
    This preference is used separately to the above preference; you would use one
    or the other and not both. 

    -50127 : Batch – ‘BCC’ Email Address for Emailed Claims (Archive Copy)
    - This is the preference to set the Blind Carbon Copy email address. A copy of any
    invoices emailed to clients will also be sent to this email address.



3. The final step is to complete the Batch Claims in Framework

• In the Production Module select Construction -> Claims from the sidebar and click
the Batch button

• The left hand column is where you can select and filter which claims you would like to
process.


• The right hand column is where set out different actions. You will notice that the
options in this section are the same as what was listed in the preference details
above. You will see the default options you selected in the preferences but you can
change them here if needed.


The options and their functions are listed below:


Invoice?/Date
- This is a Yes or No preference used to update the claims invoice date. Setting
this preference to Yes will open up the Date field where you can enter any single
date. This date will be automatically entered for the invoice date on any client
claims that are processed.


Invoice Number Method
- This preference is used to select the type of invoice numbering used for the
claim.


To Client?/Date
- Similar to the invoice date. This will allow the user to enter a To Client date so
that any claims processed will have the To Client date recorded against it.


Print?/Report
- This preference is used to select if the user would like to pint out the selected
claim statement. Switching the preference to Yes will open up the report selection
field where you can select the required report you would like to print with each
claim.

Email?/Report
- This preference is used to select if the claim will be emailed to the client.
Switching the preference to Yes will open up the report selection field.


Email From Address
- This field is used to manually enter the From address for any emails sent using
SMTP.


Email Template
- This field is used to select the email template that will be sent to the client.



Troubleshooting Emailing to clients setup

Batch Claim Emailing not able to send to some Clients

4. Once ready to process the claims select the required clients and click the Process button.
This will prompt the user with a message confirming that it will print and email the claims for
the selected clients. Once the user clicks ok to this message the claims will be printed and
emailed.