Any Equinox account set up prior to April 2019 will not have Correspondence Management enabled by default and will need to contact our Support team to start using this functionality.


This article provides information on the process of enabling Correspondence Management and the changes will reflect within an Equinox system.


Note: When Correspondence Management is enabled, the Smart Template functionality is also enabled. Please read the section on Smart Templates for more information on how this will affect your system.

The following sections provide some further information:

New Features

Using Correspondence Management enables subscribers to use the following new features:

  • Categorise contacts within a client organisation in you Address Book
  • Add specific billing contacts
  • Add specific renewal contacts
  • Customise the list of contacts that appear on client cases
  • Compatible with Smart Templates and Standard Templates

Key Changes

The table below outlines the main changes you will see in your system when the Correspondence Management functionality is enabled:


Change

Description

New ‘Correspondence’ tab within the Address Book Client Organisation screen

 

This tab is used to set up your Correspondence Contacts within the Client Organisation.
For more information on how to do this, please see ‘Add Correspondence Contacts’.

The CC email address field will no longer be available when viewing a ‘Person’ in the Address Book

 

Adding a CC email address is handled differently when using the Correspondence Management functionality. 

A CC email address will need to be added as a separate contact within your Address Book, then linked to a Correspondence Contact.

Correspondence Contacts will need to be configured as part of the creation process for new client Organisations/People in your Address Book.

Previously, any person saved to a client organisation in your Address Book would automatically appear as a contact on the Contacts tab of a case.

When Correspondence Management is enabled you will need to configure the People in your Address Book as a Correspondence Contact before you can generate correspondence for them on a case.

Contacts Tab of a case

The view of client contacts on the Contacts tab of a case will change slightly.
You will be able to see separate lists of contacts at the client organisation, based on the categories: Correspondence, Billing Correspondence, Renewal Correspondence, Renewal Billing.
 Templates are still generated in the same way.

 

Set up Correspondence Contact Management

  1. Get in touch with our support team if you are interested in using Correspondence Management.

  2. Add your CC email addresses as Contacts within your Address Book. 

    The CC email address field is not available when the Correspondence Management is enabled. Any CC email addresses will need to be added as contacts within your Address Book.

    We can provide a list of the email addresses currently added as CC’s for your contacts and can help import the CC contacts to your system if needed. There may be a cost for this if you have a large number of CC contacts that need to be created.

  3. We will enable the Correspondence Management functionality:

    - All existing contacts (including key contacts) will still be visible on the Contacts tab of a case under the ‘Correspondence’ category
    - We will run an update to add the CC contacts, if necessary
    - You will need to configure your billing contacts and renewal contacts (Please see Add Correspondence Contacts)

  4. Moving forward, you will need to configure contacts for new people or clients using the instructions outlined in the article ‘Add Correspondence Contacts’.


Note: Once Correspondence Management is enabled, your system will also be able to use Smart Templates. For more information on this please see the section on Smart Templates.