Communications Screen

This is where you can send predefined letters to applicants or vendors by either text, email or post. All letters sent are saved and are accessible by clicking on the Draft & Sent Letters button on various screens. See the Customer Communications Screen for more information. The example given below is for letters to applicants. Letters to vendors works in exactly the same manner.

Communications Screen

LettersScreen

This screen can be broken down into 4 primary areas.

Include Applicants Grid

LettersScreenIncludeList

This grid contains a list of applicants that communications can be sent to.

The primary applicant is always shown at the top of the grid.

Removing the check from the Inc(lude) column will exclude the applicant from being sent the letter when using Emall All, Print All and Text All.

If the communication can only be sent to one applicant this information will be hidden.

Contact Details Grid

LettersScreenContactDetails

These are the contact details that have been entered for selected applicant.

The image in the left hand column indicates the type of communication device applicable. Clicking on the button will open a screen to enable you to send text messages to them. This has to be configured and additional charges apply. Clicking on the button will open a screen enabling you to send an email. Both of these types of communication will be stored under the Draft & Sent Communications of the applicant.

If the communication can only be sent to one applicant this information will be hidden.

Applicant Letter

LettersScreenLetter

Any number of standard letters specifically for applicants, vendors and marketing can be defined by your system administrator and provide standard mail-merge capabilities.

The letter to use can be selected by using the drop down list. Once merged these letters can be edited before being texted, emailed or printed.

The sending/printing of these letters is covered in the Ribbon Bar section below.

Spell checking, similar to Microsoft Word is used in all letters and certain other areas as appropriate. Misspelled words are underlined with a red squiggly line e.g. . Right mouse clicking on the word will provide a list of alternatives.

A thesaurus is available by placing the cursor on any word and then clicking the button. A screen will be displayed which allows you to replace the current word with a synonym or antonym.

Standard phrases, defined by your system administrator can be inserted using the button.

This screen is designed to save you money when communicating with lots of applicants. It is recommended that whenever possible you email all applicants that have an email address by clicking the Email All button as this doesn't cost anything. The checkbox in the Sent column will automatically be updated if the email was successfully sent. Next, if the letter is small, send a text to all of the remaining applicants that have a mobile phone by clicking the Text All button. Again the checkbox in the Sent column will be automatically updated. You can then print the letter to all of the remaining applicants by clicking the Print All button.

Ribbon Bar

LettersScreenRibbonBar

It is not the intention of this document to provide an explanation of standard functions found in the Clipboard, Editing and Font ribbon bar groups with the exception of the usage of the thesaurus and Insert Phrase buttons which has already been covered under the Applicant Letter section above.

InsertToolbarGroup

Hyperlinks, Images and predefined standard phrases can be inserted by clicking on the appropriate button. A dialog will be displayed to make the appropriate selection. When inserting hyperlinks, if you first select the text you wish to be displayed, for example 'Click here to see your property on our website', this text will be displayed instead of the hyperlink.

Enail Selected Button

This will open the Email Screen populated with the mail-merged letter along with any attachments added with the selected applicant set as the recipient. Your Email logo if defined is automatically added to the top of the email. At this point additional recipients or cc's can be added. Once sent, the letter will be stored, along with any attachments, in the applicants sent letters. The checkbox in the Sent column will be automatically checked. If this button is disabled it is because the applicant doesn't have an email address or email has not been configured by your system administrator.

Emaill All Button

This will send an email to all applicants that have the inc(lude) checkbox ticked, have not already been sent a communication (Sent column ticked), and have an email address. The checkbox in the Sent column will be automatically checked if the email is successfully sent. This will take a little while if emailing lots of applicants.

Attachments Button

btnAttachmentsSplit

This is a split button. If the top part of the button is clicked a dialog will be displayed enabling you to select a file to attach. If the bottom part of the button is clicked a drop down list will be displayed listing the currently available attachments. The relevant property's stored document or a document stored against the respective applicant/vendor can be attached when sending an email. Any number of attachments can be added.

Print Selected Button

Prints the letter and, as the system assumes you will be posting this to the applicant, stores it in the applicants sent letters. The checkbox in the Sent column will be automatically checked.

Print All Button

This will print a letter to all applicants that have the inc(lude) checkbox ticked, have not already been sent a communication (Sent column ticked). The checkbox in the Sent column will be automatically checked. This will take a little while if printing letters to lots of applicants.

Property List Button

This generates a report of the list of applicants which can be printed. This is designed to be used as a reminder if you wish to send property particulars by post and need to select them later.

Print Labels Button

This prints address labels for all applicants that have the inc(lude) checkbox ticked.

Text Selected Button

This will open the SMS Text Messaging Screen populated with the mail-merged letter. Once sent the letter will be stored in the applicants sent letters. Letters sent as text messages should be brief as the maximum content of each message is limited to 160 characters. If it is more than this it will be sent as multiple texts. The checkbox in the Sent column will be automatically checked. If this button is disabled it is because the applicant doesn't have a mobile or text messaging has not been configured by your system administrator.

Additional charges apply.

Text All Button

This will send a text message to all applicants that have the inc(lude) checkbox ticked, have not already been sent a communication (Sent column ticked), and have a mobile phone. The checkbox in the Sent column will be automatically checked if the text message is successfully sent. This will take a little while if texting lots of applicants.