To view communications for an application

All communications relating to an individual application can be viewed and managed through the Communications tab. Once a communication is despatched to a queue, a summary of that communication appears in the Communications summary table for the associated contact, revealing the following key attributes:

• Communication. This is the name given to the communication and is taken directly from the associated Communication Definition.
• Method. The output channel used for the communication e.g.Letter, Email or SMS.
• Recipient. The name of the contact in receipt of the communication.
• Recipient Type. The categorisation of the contact in receipt of the communication e.g. Tenant, Care Provider, etc.
• Date Generated. The date and time at which the communication was despatched to the queue.
• Status. The permitted values are Pending, Successful, Failed, Cancelled, In Progress or Downloaded to PDF.
• Entity. The module component linked to the communication.
• Type. The generation method used for the communication: Automated, Bulk or Ad hoc.
• Queue. Routes all communication jobs to the correct printer, email (SMTP) server or text messaging (SMS) gateway.

Where the end user has opted to store a copy of the communication in the database, highlighting a communication will display a preview of the merged result; otherwise the text 'This communication is not configured to be stored in the database' appears.

The procedure to view communications for an application is as follows:

1. Using the global search facility, type in the first few characters of the application 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. Double-click on the row containing the specific application against which communications have been generated. The Application Reference window is displayed.
6. Click on Communications. The Communications tab is activated and a list of all communications raised for the application is displayed in the Communications summary table 1.
7. Highlight the desired row and select one of the actions described in the table below.
8. Click on Close.

Tip

1 By default, all communications are displayed in chronological order; to aid in identification and analysis, rows can be reordered by clicking on any of the available headings.

Note

1 The search facility will automatically return all possible matches for a contact's first name and last name once the Number of characters before an automatic search commences system preference is reached.

See related topics...

Allocations management communications overview

To assign a communication definition to an application type