All Smart Templates are generated from a correspondence task. Please see ‘Generate Correspondence’ for an overview.
Once a task has been created to generate Smart Template correspondence, users will need to process the task to create a document or email.
When a task is linked to a correspondence template the following icon is displayed on the right of the task description when
viewing the Tasks tab: 
When viewing a task the Smart Template correspondence information is displayed on the right of the screen.
Option | Description |
Title | This is the name of the Smart Template Content being created as correspondence. By clicking the link you can view the Content settings. |
Delivery Method | This indicates the file format of the correspondence being generated:
- ‘Other’ indicates that the template will be generated as a Word file or PDF. - ‘Email (Inline)’ indicates that the template will be generated as an Email - ‘Email (Attachment)’ indicates that this template will be generated as a Word or PDF file that will be attached to an email. |
Finalised | This indicates if the template is ready to send upon generating (e.g. no editing or amendments need to be made to the template before it is sent to the recipient).
If the template is finalised, the user is able to mark the task as Done straight after generating the correspondence.
- Finalised Email templates will have a ‘Send’ option to enable the template to be sent from the user’s email account immediately at the point of creation.
- Finalised Document templates will be created with a ‘Finalised’ Published Status which prevents changes being made to the document in Equinox, unless it is reverted to a ‘Draft’. |
Recipient | This indicates the name and email address of the contact the correspondence is being addressed to. |
In general, the following steps must be taken to process a correspondence task:
- All correspondence must be created
- The generated correspondence must be sent (for emails) or marked as finalised (for documents)
- The correspondence task is marked as ‘Done’
A list of all tasks that are linked to outgoing correspondence can be accessed from the Main Menu of Equinox > Outgoing Correspondence.
This means that correspondence tasks do not need to be processed immediately and can even be processed in stages.
- Users may want to check all their Outgoing Correspondence tasks at the beginning of each day to keep track of pending correspondence.
- Formalities staff may generate drafts of correspondence and assign the correspondence task to the Attorney to review before the email/letter is sent.
The following articles outline how to process the task to produce the following types of correspondence:
- Document/PDF Correspondence
- Email (Inline) Correspondence
- Email (Attachment) Correspondence