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Back to Communications Main Page

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Learn how you can to configure Communication Templates

What does this section cover?

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Table of Contents

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What are the Communication

Navigating to Communication Templates

Info

CONFIGURATION > CRM APPLICATION > COMMUNICATIONS > SET UP COMMUNICATION TEMPLATES

What are Communication Templates?

Communication Templates are used during the creation of new communications when creating new Communications to automatically set specific information.  Selection of Communication Templates via the Communication data entry A User's authorisation to select a Communication Template via the Communications Data Entry page depends on the organizational unit that the user Organisational Unit they used to log in, which . The User's Unit should be included in the allowed organizational units of that template and based on the life cycle state of the communication templates which should be effective. On applying a communication template all the values that are defined in the communication template are copied to the communication. If the communication template the 'Allowed' Organisational Units for the Template and the Life Cycle State of the Communication Template should be 'Effective'. 

When a Communication Template is applied, all the defined values are transferred to the Communication. If the Communication Template includes tags, then those tags are replaced with the actual data values in the same way as you manually use tags. 

Creating, Editing and Deleting Validations and Restrictions

Action

, just like when tags are manually used. 

  • Navigate to Communication Templates and explore existing entries via the Summary page.  
  • Click on the link (Name or Number) of the record of your interest to enter the Data Entry page and see more detail. 
  • Use the Actions Menu to create a NEW Communication Template, modify (EDIT) or DELETE  an existing one.  
  • Use the BACK to return to the Summary page and CANCEL to revert any unwanted changes made to the Communication Templates.

Check the Validations & Restrictions Table below for a list of available Actions when working with Communication Templates, including each Action's related validations, restrictions and additional information. View the Attributes Table for a comprehensive description of the Communication Templates fields.

COMMUNICATION TEMPLATEImage Added

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validations
validations
Validations & Restrictions

 
A template Create
ActionValidationsRestrictionsAdditional InformationGeneralN/A
Create
  • Mandatory Fields must be defined
  • Multiple Communication Templates can exist in the System, but each one of them should have a unique Name and Alternative Code.
  • A Template needs to be set as effective 'Effective' in order to be available for selection
  • .
Edit
  • Mandatory Fields must be defined
  • Multiple communication templates Communication Templates can exist in the system System, but each one of them should have a unique name and alternative code
 
EditN/A 
DeleteN/A 

Communication Templates attributes 

  • Name and Alternative Code.
  • If the used Communication tags are modified, then the System will amend the related entities accordingly.
    See Related Entity field in the table below for more information.
  • A Template needs to be set as 'Effective' in order to be available for selection.
Delete
  • Not Applicable
  • Not Applicable
  • Not Applicable

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attributes
attributes
 Attributes

An * indicates a field is mandatory.

Setting Allowed Organisation Units - GlobalSetting Allowed Organisation Units - Global

Log Information

Include PageLog Information - GlobalLog Information - Global
  • From the Top Menu click on "SAVE"

    • Deleting Communication Templates

    Include PageDeleting a record - GlobalDeleting a record - Global

     

    NoteVisit

    Name

    Description

    Main Information
    Name*The name of the communication templateCommunication Template.
    Alternative Code*The alternative code of the communication templateCommunication Template. Unless otherwise specified, the Alternative Codes for new entries default to the Name initials in capital letters.
    DescriptionThe description of the communication templateCommunication Template.
    Life cycle stateCycle State*The life cycle state Life Cycle State of the communication templateCommunication Template. The supported values are 'Effective' and 'Not Effective'. Only 'Effective communication templates ' Communication Templates are available to be used.
    Log InformationIncludes the standard log information
    Allowed Organisational unitsThe organisational units that can use the specific communication template
    Template Values
    Direction

    The communication direction which determines Determines if the communication Communication is Incoming or Outgoing. The availability of communication Communication media depends on the selected communication Communication direction. The default communication Communication direction is Outgoing.

    Media*Subject

    The media that was is used to send or receive the communicationCommunication. The supported media are the following:

    • Email: Available and applicable only if the direction is set to Outgoing
    • SMS: Available and applicable only if the direction is set to Outgoing
    • Phone: Available and applicable for all directions
    • Letter: Available and applicable for all directions
    • Face to Face: Available and applicable for all directions
    CategoryThe category of the communication

    The subject of the communication. Communication tags

    Note

    According to the selected Direction, the related Media is loaded.

    NoMediaSupported by Direction
    1EmailOutgoing
    2SMSOutgoing
    3PhoneIncoming & Outgoing
    4LetterIncoming & Outgoing
    5Face to FaceIncoming & Outgoing
    CategoryThe category of the Communication.

    Language

    Status
    colourBlue
    titleAvailable from CRM.COM R12.0.0

    The Communication Template's language. This information defaults to the System's Default Language but also provides the template's Subject and Content in various languages.

    Note

    Communication Templates can be written in several languages, each selected by changing the Language field. Templates in different languages are selected so as to communicate with Contacts in their Preferred Language, when that is different to the System's Default Language. In case there is no Template in the contact's Preferred Language, the Communication will be sent using the Default Language.


    Subject*

    The subject of the Communication.
    Communication Tags can be used to generate the subject Subject based on data kept on the related contact information the associated Contact Information or the referred business entity. The tags are Referred Entities.

    Note
    • The Tags get replaced with
    the
    • actual values while
    typing them.

    When SMS is selected, then the Subject field is not available. Ability of sending SMS Communications directly within CRM.COM

    		ContentThe actual content of the communication. Communication tags
    • there are typed.
    • A "#" must precede the Communication tags. As soon as a "#" symbol is typed, the System automatically populates the list of Tags that are available for use. The list gets filtered as more text is entered. 
    • Subject and Content are also automatically filled when the Template is selected.
    • Available only if Media is set to 'Email'.

     

    Content*

    The Content of the Communication. Communication Tags can be used to generate the content Content based on data on associated data kept on the related contact information or the referred business entity. The tags are replaced with the actual values while typing them.Contact Information or the Referred Entities.

    Note
    • The Tags get replaced with actual values while there are typed.
    • A "#" must precede the Communication tags. As soon as a "#" symbol is typed, the System automatically populates the list of Tags that are available for use. The list gets filtered as more text is entered. 
      Subject and Content are also automatically filled when the Template is selected.

    • A WYSIWYG tool is available only for 'Email' and 'Letter' Media Communications. A plain text area is used to capture the

    actual content, and not a WYSIWYG editor. HTML content might be specified in this field, but it should be generated outside CRM.COM

    Note: A new page generator element must be created for this field

    Defining your own Communication Templates tailored to your company's needs

  • Navigate to Module Configuration > CRM Application > Communications > Set up Communication Templates 
    Communication Templates - Summary pageImage Removed 
  • Either search for an existing one or from the top menu click on "NEW"
    Communication Templates - Data Entry PageImage Removed
     

  • Main Information

    1. Provide the required information

      1. Name
      2. Alternative Code
      3. Life Cycle State: By default is set to Not Effective. Change to effective from the drop-down
      4. Description

  • Template Values

    1. Provide the following information
      1. Direction
      2. Media
      3. Category
      4. Subject: Use plain text or communication tags as described in the Attributes section above
      5. Content

    • Allowed Organisational Units

    Include Page

    • Content of other Media.

    • The WYSIWYG tool's editing area is used to capture the Content and enables editing and styling. 

    • Links to external websites such as http://www.google.com can be added to your Communications, either through the Templates or directly in the Content.

    • In order to be able to track the links (e.g. check whether they have been added and viewed), it is mandatory to add the "http://" or the "https://" prefix. 
      View Understanding Communications for more information on tracking links and emails.

    Related Entity

    The Entities whose related Communication Tags are included in the Communication Template. If more than one Entity Communication Tag is included in the Template's content, the Entity is logged once in the Communication Template Entities.

     

    Note
    This field is not visible on the screen. It is automatically set by the System, based on the Communication Tags used in the content.
    Allowed Organisational Units
    Allowed Organisational UnitsThe Organisational Units that can use the specific Communication Template when creating new Communications.
    Log Information
    Log InformationThe standard set of Log Details information available in all entities.
    Note

    View Understanding Communications for business examples related to Communication Templates.

     

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