Correspondence - Property
To view or create Correspondence for a Property, from the Property's screen click the Correspondence icon located in the Show group
The Correspondence screen displays a chronological grid of correspondence include Letters, SMS Texts, Emails, Notes , Tasks, Work Order , EPC and Certificate history for a specific Property. Correspondence can sent to the contact by clicking on the respective icon in the Correspond group of the Contact tab of the ribbon menu.
The Correspondence screen for a Contact displays the following information in the grid:
- Date
- Subject / Details
- Contact
- User
Use the drop-down Filter lists at the top and bottom of the screen to change the selection criteria of the information displayed. By default All Correspondence will be displayed but for example you could choose to display only Letters. If the Filter option of Tasks is selected then the Task Status filter list will allow you to filter tasks further based on their status e.g. Outstanding, Completed, All or Future Tasks. An Exclude Property Marketing Emails check box enables these emails to be excluded from the display.
From the Menu button the following options are available
- Edit - selects the currently selected correspondence record enabling you to edit it.
- Delete- deletes the currently selected correspondence record
- Email as Attachment - this enables you to email currently selected Correspondence as an attachment
- Email as PDF Attachment - this enables you to email a PDF copy of the currently selected Correspondence.
- Email Multiple Attachments - send documents relating to the property to a Contact. An Attachments screen displaying all Correspondence will appear with enabling you to select the documents. Optionally a Convert to PDF option enables these documents to be sent as .PDFs. Click Attach. The Email Templates screen will appear enabling you to send the email.
- Send to Signable- sends the document through the Signable service, a Signable account is required to use this service.
- Document Properties - provides the option to edit document properties. From here link a Contact, Property and or Work Order associated with the document. An option is also available to edit the document subject. Choose to always show it at the top, show on Client Login.
- Attach Document - this option allows you to attach a Standard Document, Property Brochure, Property EPC
- Create PDF - makes a .pdf copy of the currently selected document.
- Link External Document - enables allows an externally created file to be link to a Contact. This can be a Word, Excel, PDF, or Media (wav, mp3, wma, wmv) file. An option is also provided to move the file to Acquaint's Document folder to ensure that it will be available to all Users on a Network.
- Print - prints the currently selected document
- Export Grid to Excel - exports the date to Microsoft Excel
- Find - provide a search function enabling text to be searched on the screen.