Communications

Communications

Purpose

A Communication is a record of the external dealings you have with your clients.  This may be in the form of letters, documentation, records of conversations, or attachments of relevant external files.

Concepts

Template Document

Documents used for Argos Communications are MS Word™ documents.

Each template Word document contains the main text of the Communication. Client or account specific details are included using Communication Replacement Fields.

E.g. Thank You Letter. The codes enclosed in [ ] are Communication Replacement Fields.


Communication Replacement Fields

Whenever a new communication is generated, a record of pertinent account and/or client details is also captured and stored against the communication.

E.g. A field called [ACC_BAL1] will record the current balance of the account at the time the Communication is created.

This allows for:

  1. Reprint of a Master Communication, with client/account details recorded at the time the communication is created
  2. Inclusion of those values to Master and Copy Communications
  3. Ability to see the exact state of the account at the time the Communication was generated

Replacement Fields must be entered in square brackets [ ] on the template document.

Repeating Row Tables

There are particular processes within Vault that create a pre-defined set of values to be populated to a table.

E.g. Brokerage Advices, Dealer and Insurer Payout Advices, Client Balance Summaries.

This requires that a table is included in the template document that is formatted in the following way:

Description of Value 1

 Description of Value 2

 Description of Value 3

 Description of Value 4

 Description of Value 5
x

 x

 x

 x

 x

The generated Communication will then replace the x with the calculated value, and populate as many rows as required.

For Example:

A Client Balance Summary. The Client has 3 Investment Accounts – 2 Call Savings and 1 Deposit.

The template document would include a table that appeared as below:

Code

 Open Date

 Balance

 Maturity Date

 Interest  Rate
x

 x

 x

 x

 x

Once the document is generated, the table would appear as similar to below – repeating as many rows as necessary to include all of the accounts:

Code

 Open Date

 Balance

 Maturity Date

 Interest  Rate
CS001

 12/04/2015

 $     256.36
 
 3.25%
CS002

 15/04/2015

 $     545.92
 
 4.50%
DP001

 01/04/2015

 $10,000.00

 31/03/2016

 5.50%

Note: The Repeating Row table must be specified as the Table Number for Replacement Fields on the Communication Type Details also.

Communication Types

There are a number of different types of Communications available.

Master Communications

These are Communication Types, associated with a master document.

Most communications are derived from a “Master” Communication.

There are communications that are created by the system without manual intervention. A MS Word template document will be associated with the Communication Type. The text of the MS Word document remains the same each time a communication is generated. It will normally have embedded communication replacement fields that will pick up account and client information and insert that into the document. That way a document is created that is specific to a particular client or client account. As a result every document created by MS Word does not need to be held in the system.

Master Communications are usually automatically generated by the system from a process. Example processes are an overdue letter run, coding of an unpresented item, creation of a new account, early termination of an account etc.

Communications of this type are not saved as a separate document. If reprinting is required, the system will use the associated Master Document and Replacement Fields to reproduce the Communication.

Copy Communications

These communications are generated by referencing the specified master document.

Once they have been generated, they are able to be opened, altered and saved using the  functionality.  The altered letter is saved to a unique filename by the system.

Copy Communications do not rely on the Master Document for the regeneration of the letter at a future date.  Instead a copy of the Communication (including changes made) is held by the system.

Memo Communications

These Communications are not associated with template documents, but replacement fields are still created for these communication types.

Memo Communications are usually used to record conversations or diary notes about the account or client such as change of address, payment arrangements / credit control. They are also used for SMS messages.

Memo Communications may also display on the Account Letter Details dialog and Account Arrears Report.

File Attachments

This Communication Type can be used when a file is to be attached to the client / account record.

No Communication Replacement Fields are created for this Communication Type.

File Attachments can be used to attach signed loan documents, letters from the client or other information from an external source.

Note: The file must be saved to a location accessible from Vault.

Report Communications

These are Communications that are generated by selecting the ‘Create Communication’ as an output option on a report dialog (eg. Account Statements and Account Summaries).

The Communication Type contains a copy storage path, but is not associated with a Master Document (the Report is the document output).

The Report is then available as a Communication, and is displayed in the Communication Browse.




    • Related Articles

    • Copy Communication Type Setup

      Example Communication Type Setup The below dialog shows the mandatory setup fields required for a Copy Communication Type Dispatch Centre details should be added as required Note: The ‘Replace fields in the copy’ checkbox may be checked on or off ...

    • Memo Communication Type Setup

      Example Communication Type Setup The below dialog shows the mandatory setup fields required for a Memo Communication Memo communications cannot be dispatched Master Document Setup There is no master document associated with a Memo Communication

    • Master Communication Type Setup

      Example Communication Type Setup The below dialog shows the mandatory setup fields required for a Master Communication Dispatch Centre details should be added as required Master Document Setup The associated word document is usually set up using ...

    • Report Communication Type Setup

      Example Communication Type Setup The below dialog shows the mandatory setup fields required for a Report Communication Dispatch Centre details should be added as required Field Explanation Storage Folder [F2] and specify the storage location for the ...

    • Create a Diary Note

      Purpose A Diary Note is a Memo Communication used to record notes about a client or account They are typically used to: Record details of a conversation with a client Enter a task for a follow up date Timing A Diary Note can be added at any time ...