Working Example: Initial notification of appointment to banks

This example follows the document production process using a Counterparty Group to send a system generated email. 

The example used considers notifying a pre-configured list of banks and considers the task of closing pre-appointment accounts and putting a stop on bank accounts before any funds can be withdrawn or automated debits can be initiated immediately following appointment.

Setting up the document template

The document template

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You may also configure the custom data source. On the "Contacts tab make sure you un-select "Show Existing Only". This will ensure that all bank counterparties show as available for selection not just the current job contacts.

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Set up the bank Counterparties

Add or update a counterparty for each bank and set the Counterparty Type to "Banks".

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Enter the address and/or email address in the number entry.

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Each bank will be included in the list of recipients for the document production.

Document Production Steps

  1. Initiate document production from a task action

    You will most likely have a task action to initiate the document production wizard:

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  2. Document Production Wizard: Output Options

    Once the DPW appears make sure the following action is set:

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  3. Document Production Wizard: Select Recipients

    The "Job Contacts" tab appears and a list of banks appear.

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    Make sure "Show Existing Only" is unselected and press "Select All".

  4. Document Production Wizard: Review Addresses

    The wizard displays the recipient addresses, showing a combination of emails and postal addresses, depending upon how the Counterparty has been set up.

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  5. Document Production Wizard: Replace fields

    Ensure the replace fields are populated with the correct information:

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  6. Review the Email

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  7. Document Approval

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    Send the document for approval by selected in the user for authorisation. See document authorisation.

    An example approval email is displayed here:

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  8. Completing the document

    To complete, click "Finish" and tick "View in document management".

    The document is now created an email sent to the authoriser for approval.

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  9. Sending the documents to the recipients

    The document will have a message for email recipients and a document for hard copy recipients. Once the document is authorised can be send

    Right-click the message a select the "Send Message" menu item. Follow the process for sending the email circular.

  10. Viewing the document recipients

    To view the document recipients:

    Locate the document in Document Management.
    Select "Document Properties"

    The document properties shows the document recipients and the sent date.

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