The purpose of the application record is to define the correspondence: which template it's linked to, where it can be generated from, where it can be printed, etc. Important record properties are:
- Template Code: This has to match the file name of the correspondence template. Best practice is to already have the template and match the code to the existing file. Please note that renaming a Word document is easy, but normally the Template Code in an application record changes to read-only after you save it! Standard convention is to use a code that starts with the Group the correspondence is part of, then a hyphen, then a unique numeric identifier. Example: PER-010.
- Template Name: Descriptive name of the template that the application uses to refer to the template record on template searches and some other screens, such as when a user is resending communication. This should be a plain text description similar to the Template Description, because the Template Code is not usually intuitive to the user.
- Template Description: This is the text that displays in any drop down that includes this template as an option for generation.
- Template Category: By default, your application separates correspondence into two groups. The Person group is for correspondences that are sent to individuals. The Organization group is for correspondences that are sent to a collective. This is just a way to keep all your correspondence templates organized. You can change the group names or add more groups by editing the Code ID. For coding purposes, a Person correspondence uses PER and an Organization correspondence users ORG.
- Communication Type: By default, your application separates correspondence into two types. The Detailed type is for longer correspondences that are printed. The Email type is for shorter correspondences. There is no difference in how the application processes them. This is just a way to keep all your correspondence templates organized. You can change the type names or add more types by editing the Code ID.
- Status: If the status is active, the correspondence will be available from the launch screens. Otherwise, it won't.
- Override Recipient Delivery Preference: If checked, the system will always use the Delivery Method for the template to deliver it, regardless of the recipient's recorded preference on the relevant business record. For example, the Person record might contain a delivery preference that means all correspondence of a certain category should be mailed. But an override here means the system will use the template's Delivery Method no matter what.
- Communication Category: Defines the type of communication the template is for the purposes of setting a delivery preference.
- Deliver Method: Determines what the system does to deliver the communication to the recipient.
- Default Printer: If the template's Delivery method is Postal Mail, the user can specify which printer it should always go to.
- Notification Prefix: Defined lead-in to the Notification Subject.
- Notification Subject: Subject of the message the system sends the recipient.
- Notification Message: Message the system sends the recipient when it delivers the template.
- Generated By: This determines whether the correspondence can be generated via batch or online, or both.
- Launch Screens: These are the forms the correspondence can be generated from. To add a form, use its wfm Form Name and end with a semicolon. You can have one or any number of launch screens.
This post is part of the Correspondence topic. Click here to open the Correspondence Overview.