To generate an ad hoc communication for a viewing invitation

The procedure to generate an ad hoc communication for a viewing invitation is as follows:

1. Prerequisite procedural steps are covered separately in the topic To generate a match list for a resource. Refer to these before proceeding to step 2.
2. Click on Viewings. The Viewings tab is activated, revealing all scheduled viewings for the property in the Viewing Details summary table.
3. Highlight a row matching the viewing appointment against which applicant invitation communications will be generated. All applicants included on the invitation are displayed in the Viewing Participants summary table.
4. Click on Viewing Communication. The Ad hoc Communication Creation - Communication Selection window is displayed.
5. Using the Communication drop-down field, select the desired communication definition for the viewing invitation. A list of proposed recipients is displayed in the Recipients summary table 1.
6. Optionally, to include additional recipients: (a) Click on Search For Contact. The Search Contact window is displayed; (b) Enter sufficient contact details into the search fields provided and click on Search. The Select Contact window is displayed; (c) Double-click on the row containing the exact record match or use Refine Search to enter alternative criteria.
7. Confirm the final recipient distribution list by activating the Receive tick boxes provided.
8. Optionally, to override the communication method for a recipient: (a) Select the row containing a specific contact; (b) Using the Override method drop-down field, select an alternative communication method 2. The Apply Override option is activated; (c) Click on Apply Override. The alternative method of communication is displayed against the recipient.
9. Click on Next.
10. Enter an appropriate value or response for each parameter i.e. a date and time, an integer (within a specified range), a lookup selection or free text 3.
11. Click on Next. The Ad hoc Communication - Confirmation window is displayed.
12. Optionally, to override the destination queue for a communication job: (a) Select the row containing a specific communication job; (b) Using the Queue override drop-down field, select an alternative communication queue 4. The Apply Override Queue option is activated; (c) Click on Apply Override Queue. The alternative queue is displayed against the communication job.
13. Click on Finish. A confirmation message is displayed.

Note

1 The rule used to compile the list of proposed recipients is specified in the communication definition.

2 The ability to override a communication method will only be available if the permission is set within the communication definition.

3 This step will only be encountered where parameters exist; values for all mandatory parameters must be entered before proceeding onto the next step.

4 The ability to override a communication queue will only be available if the permission is set within the communication definition template.

See related topics...

Allocations management communications overview

To generate a match list for a resource

To assign a viewing invitation to selected applicants on a match list

To view communications for a viewing invitation