Any correspondence being created as a Word document or a PDF, will have the following options:
Option | Description |
Title | This is the name of the Smart Template Content. By clicking the link you can view the Content settings. |
Delivery Method | ‘Other’ indicates that the template will be generated as a Word file or PDF. |
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). |
Recipient | This indicates the name and email address of the contact the correspondence is being addressed to. |
To process the task and create the correspondence:
1. Choose the Recipient (if not selected)
If no recipients are available, check that the case contacts have been enabled to receive correspondence in the Address Book. (See ‘Correspondence Management’ for more information).
2. Click ‘Create Document’
The document will be downloaded from your internet browser.
The file will automatically be saved to the Documents tab of the case and will be attached to the correspondence task as a Linked Document for future reference.
3. Check whether the template has a Finalised Status
Yes: The Document will be saved in Equinox with a Published Status of ‘Finalised’. Move on to the next step.
No: The Document will be saved in Equinox with a Published Status of ‘Draft’. The Document must be checked, edited and amended to ‘Draft Sendable’ or ‘Finalised’.
> Click the link to the document name in the task or go to the Documents tab
> Make any changes to the document
> Update the Published status to ‘Draft (sendable)’ or ‘Finalised’
> Click ‘Update’ to save the changes
> Send the document
4. Send the correspondence
Post the letter to the recipient/attach it to an email and send to the recipient.
5. Mark the correspondence task as Done
Note: If you get the message ‘Cannot send/create draft as not all linked documents are ready to be sent’, please check the Document Published Status has been updated to ‘Draft (sendable)’ or ‘Finalised’.
