FAQs

This is accomplished in Document Template Admin.
To find Document Template Admin, please select Admin menu (cog on LHS menu in the old system or Super User menu in the new UX). Then select Document Template Admin.
There you will see a list of documents already available.

Medium

• Letter
• Email
• Text (SMS) Message
• Other

File Types

The format of the email will allow it to present and send in diferent ways.

• .RTF that can be opened by a wide variety of document readers including MS Word
• .HTML for formatted emails with colours and different highlights, fonts, embedded hyperlinks
• .TXT for plain text emails
• other

Context

A mailing template may be built to work in various different contexts.

• Contact person only (name address, etc.)
  • Reviews and appeals
• Information Request where the dates (including due date), short descriptions, subject, exemptions, department, owners and applicants and much more information may be merged in specific to that IR.
• Activity (task within an activity with a specific owner or team to respond in a department
• Breach

Subject Line

The subject line determines ti a significan extent whether an email will be opened. You can mail merge fields of data into the subject line of your email template.

The scope for automation of tasks is enormous with smart mail merged correspondence available in a couple of clicks.

The documents created are also auto-attached to the Information Request. If you have AXLR8 Messagestore then incoming and outgoing emails will be stored against the Information Request, too.

Trigaware

There are also fully automated emails. These are in addition to the mail merged documents. They are launched by the AXLR8 Trigaware system which are preprogrammed on events. Examples include:

• auto acknowledgement to applicants including details of their request and the due date
• alert to the team handling responses
• reminders at 10 and 5 days before the due date for those esponsible
• alert when a department officer has added a File or Note to an Information Request.

Some clients have a two dozen of these set up containing alerts that change with conditions.

Trigaware auto emails are explained at length elsewhere.