Communication Type Details

Communication Type Details

Purpose

Communication Type is the term applied to the set up structure that will create Communications for particular purposes.  The structure of a Communication Type will determine how the Communication works.

A separate Communication Type should be created for every different form of Communication that will be conducted by your business.

Timing

New Communication Types may be added at any time

Access

  1. Communication Types Browse |  or 
  2.  | Edit/View Communication Types |  or 

Communication Type Details


Detail Specific Fields

Field
Description
Format Type

Select the format type for the communciation

  1. External Communication for Report, Master and Copy Communications
  2. Address Change for Address Change Communications
  3. Memo for Memo Communications e.g. Diary Note, SMS Messages etc
CMM Master Folder & Filename

[F2] to locate the Communication Master document

Usually the Master Document will be saved in the ArgosData/CmmMasters folder
Copy storage directory

If the Communication will be a Copy Communication, the file path that the Copy will be saved to will be specified here

Usually copy communications are saved into the ArgosData CMM folder

Use Original Client Details on EditThis checkbox determines whether the Use Original Client Details checkbox on the Communication Details dialog is checked on or off when the communication is created
Requires Follow Up

This checkbox determines whether a Completed Date will be entered to the Communication Details when the Communication is created

Check on to have the Completed Date left blank

Check off to have the Completed Date populated with the Communication creation date

If a communication type is one that always requires a follow up action, this box should be ticked on

Table Number for Replacement Fields

Master Communications can be setup to contain a table that allows repeating sections

These are most commonly used for remittance advices and brokerage payout advices

The repeating table must have a header row and a detail row.  The detail row must have an x in each column

E.g.

Col 1

Col2

Col3

x

x

x

If the table with repeating sections is the only table in the document then the number 1 is entered to this field

If there are other tables also in the document, then the number of the table with the repeating section is entered

E.g. If the Master Communication contains 3 tables and the 2nd one is to be used for the repeating section, this field will be set to 2

Communication Expiry Date

Date field, that allows a dynamic date to be entered, and used as a communication replacement field. [CMM_EXPIRY_DATE]

E.g. Date Builder can be used to create a date that is + 10 days from today.  Then when a Communication is created using this type, the communication expiry date replacement field will always calculate a date 10 days from today, and populate this as the expiry date.

Replace fields in the copy

Only enabled if a Storage Folder is specified

This checkbox determines whether the Copy Communication will display with the Replacement Field Names or the Replacement Field data values when the Copy Communication is being edited with the  functionality

E.g. Replacement Field [ACC_BAL1] has a value of $200.00

If this box is checked on, the Copy Communication will show $200.00

If this box is checked off, the Copy Communication will show [ACC_BAL1]

The fields beginning with CMM_ are not replaced because they are not always known at the time the communication is being edited

Notes

Enter here any Notes you may want users to be aware of when this Communication Type is used

E.g.

  1. Communication Type Purpose
  2. Replacement fields that may need added

Edits required within the MS Word™ document if this is a Copy Communication

Add Account Code to Report File NamesCheck this on to add the Account Code to the Report Communications created
No Word Generated Attachment

Check this on if the communication being sent via Dispatch Centre will not have an attachment

Transaction Posting
  1. Transaction Type
  2. Transaction Amount

Only available for the Communication Type associated with the  function

When a Transaction Type and Amount are selected here, a transaction will be automatically posted to the account when a SMS message is sent

Note: The Transaction Type selected must have a module of ‘Accounts’

Company Override 

  1. Company 

This feature will be used where there are two companies and separate communication needs to be sent for the same purpose for each company. Where the client has a Company code on their account that is the same as the Override Company then the Override Master Letter will be used to print the communication.

Override company will only work for communications generated at the Account level, as it is at that level that the Company Code is stored.

As each company has a separate document, it will be possible to incorporate separate bit maps in each, have separate addresses, contact details etc. and unique letter wording.

Company Override -

CMM Master Folder and Filename

Specify the Override Company and Master Letter

When a Communication is created the process will check the Company selected to the Account

  1. If the Company is the same as the Override Company, the Master Letter specified to the Override Master Letter will be used
  2. If the Company is not the same as the Override Company, the Master Letter specified to the  Master Letter Path and Filename field will be used

Detail Specific Function Buttons

Button
Explanation

Allows the setup of multiple documents against a master communication, each branded appropriately for the vendor program

Dispatch Centre Details

This section is only displayed when Dispatch Centre is licenced


Detail Specific Fields

Field
Explanation
Email Subject
Enter the subject line of the email
Email Body

Plain Text Email

Enter the text that will appear in the body of the email

HTML Email

For HTML email the file path to the HTML file must be entered here:

For example:

html_file c:\temp\dispatch\testmail\test.html

Inline Images

To include inline images in the HTML email the file paths must be entered here:

For example:

img_file c:\temp\dispatch\testmail\image1.png

img_file c:\temp\dispatch\testmail\image2.jpg

  1.  The first text in the Email Body must be the html_file command.  This tells dispatch centre the message is an HTML email.
  2. The html_file command is followed by the location of a HTML file.  There can only be one html_file command per message.
  3. The img_file command is followed by the location of an image to include as an inline image in the email.  There can be zero to many inline image commands per message.
  4. Each command must start on a new line.

Override Reply to Email
Enter the From/Reply to email address if this is different to the email specified on the Dispatch Centre Setup dialog
Dispatch Method

Select from

  1. Print – Communication will always be printed
  2. Recipient Preference – Communication will be emailed or printed depending on the Clients Contact Point details
Dispatch Sensitivity

This would usually be General

Further rules apply to the setup and maintenance of Confidential Communications and Contact Points. Please contact Argos if these are required
Default Dispatch Status

Select from

  1. Ready To Send – Communication does not require review or edit prior to dispatch.
  2. Draft – Communication requires review or edit prior to dispatch
Usually Copy Communications would be set to Draft and any other Communication Type set to Ready to Send

HTML Email

The HTML Email text needs to be created as a .html file and saved in a location that all users can access.


HTML emails support the following communication replacement fields:

  1. ACC_CLI_COTSAL
  2. ACC_CLI_COTNME
  3. CLI_COTNME
  4. CLI_COTSAL

HTML communication replacement fields differ from Word document fields in that the field must be surrounded by double curly brackets.  Example {{CLI_COTSAL}}

 

Below is an example of a html file with inline images and 2 communication replacement fields.  

 

Note the file must contain the word html for dispatch centre to process the file.  In the example the tag <html> contains the word html:

 

<html>

<body>

<h1>Hello {{CLI_COTNME}}!</h1>

Dear {{CLI_COTSAL}}

<img src="cid:image1"/>

<img src="cid:image2"/>

</body>

</html>






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