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Communication Template

Communication Template

Owned by Julie Doyle-Whitelock (Deactivated)
Last updated: May 21, 2019 by Jake Cassar (Deactivated)

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.  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.

Procedures

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 populated based on the selected document.
  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.
  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.