To generate an ad hoc communication for an allocation enquiry

The procedure to generate an ad hoc communication for an allocation enquiry is as follows:

1. Using the global search facility, type in the first few characters of the contact 1.
2. Double-click on the row containing the exact record match. Where the expected record is not listed, a more advanced search can be conducted using the spy-glass icon ().
3. Click on Contact Details. The Contact Details window is displayed for the current contact.
4. Click on Application. The Application tab is activated, revealing a list of all enquiries and applications associated with the contact in the Application summary table.
5. Highlight the row containing the specific application from which an enquiry communication will be generated 2.
6. Click on Enquiry Communication. The Ad hoc Communication Creation - Communication Selection window is displayed.
7. Using the Communication drop-down field, select the desired communication definition for the contact enquiry. A list of proposed recipients is displayed in the Recipients summary table 3.
8. 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.
9. Confirm the final recipient distribution list by activating the Receive tick boxes provided.
10. 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 - The Apply Override option is activated 4; (c) Click on Apply Override - The alternative method of communication is displayed against the recipient.
11. Click on Next.
12. 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 5.
13. Click on Next. The Ad hoc Communication - Confirmation window is displayed.
14. 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 - The Apply Override Queue option is activated 6; (c) Click on Apply Override Queue - The alternative queue is displayed against the communication job.
15. Click on Finish. A confirmation message is displayed.

Note

1 The search facility will return all possible matches for any corresponding address field once the Number of characters before an automatic search commences system preference is reached.

2 This functionality is activated only in the instance where an enquiry form has been linked to the application type.

3 The list of proposed recipients is compiled from those contacts linked to the application.

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

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

6 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 assign a communication definition to an application type

Communication definition management overview