Communication tabs are also found at other places in the application. The various communication history threads are stored on these tabs. In Employee Management, for example, you will find a “Communication” tab under Events, in the detailed view of an event. This tab contains all the communication entries associated with this specific event.
- Print documents / Stored form letters
- Distribution lists
- Communication history
- Unassigned emails
Create communication note
Writing a communication note is a useful way to save and document the history of when and how you were in contact with a given person. After clicking on “Create communication note”, type in the date when you were in contact with this person and the means by which you communicated with them. Under “Comments”, indicate the content of your communication, and attach relevant documents if desired. Finally, click Save.
To send an email to one or more people, click on the name of one of the intended recipients. If you don't see the person's name in this view, you can use the search function to find it. Clicking on the person’s name will automatically take you to their profile. First click on the “Communication” tab, then on the “Prepare new email” link at the left. You can now write a message, add other recipients, enter a subject for the email, and attach files. Finally, click Send.
Resend or forward email
In cases where an email could not be sent (due to a missing or incorrect email address), or you wish to resend a mail, you can resend or forward earlier emails. To do this, use the
- Resend email
- Forward email
actions provided in the detailed view of an email.
When resending an email, you can make changes to existing information if desired, e.g. the subject line or the email addresses, before sending the email out again. When forwarding an email, manually enter the email address to which you want to forward the email.
- This icon appears next to an email in the communication history (in the overview table on the right) to indicate that the mail in question has been resent or forwarded. In the detailed view of an email, you can see that the email was a copy if the section labeled “Email was forwarded or resent based on original email” is visible, with a link to the original email.
Note: Please note that you cannot automatically resend or forward all system emails (the relevant actions are not shown), and that emails can only be resent or forwarded to external individuals (e.g. to applicants).
Create email from template
Send email from a template to one recipient
To send someone an email from a template, click on the name of the intended recipient. If you don't see the person's name in this view, you can use the search function to find it. Clicking on their name will automatically take you to their profile. Click on the “Communication” tab. The “Create email from template” link will be visible on the left. Click on the link and select the email template you want to use. Click “Create”. You will now see the email that will be sent out, and can modify it as necessary, e.g. by adding more recipients, changing the message or the subject line, attaching additional files, etc.
Send email from a template to multiple recipients
To send an email from a template to multiple recipients, check the boxes next to each of the intended recipients’ names. If you don't see one or more of your recipients’ names in this view, you can use the search function to find them. Once you have checked the boxes for all the intended recipients, select “Send email from template” at the bottom of the page, then click “Apply”. You will then see a view with all the available email templates. Select the template you want to use, then click on “Create” at the bottom of this view. Next, modify the text from the template however you like. You can also add attachments or send the email to other people in CC or BCC. When you have finished making changes, click “Send”.
See also Send email from template.
Create letter from template
Send letter from a template to one recipient
To send someone a letter from a template, click on the name of the intended recipient. Click the link to “Create letter from template”. Select a letter template and click “Create”. This will take you to the view where you can open the created letter (next to the “Document” title) and print it out.
Send letter from a template to multiple recipients
To send a letter from a template to multiple recipients, check the boxes next to each of the intended recipients’ names. If you don't see one or more of your recipients’ names in this view, you can use the search function to find them. Once you have checked the boxes for all the intended recipients, select “Create letter(s) from template” at the bottom of the page, then click “Apply”. You will then see a view with all the available templates. Select the letter template you want to use, then click on “Create” at the bottom of this view. The letters are now created in the background, and you can continue to work. After a few moments, or after pressing the F5 key, you can download the letters from the “Form letters & print documents” tab in the “Communication” module.
Provided you have a ZIP utility installed, clicking on the file will open a window with the letters you have created. If you do not have a ZIP utility installed, the simplest approach is to save the ZIP file on your hard drive. Open the letters by double-clicking on the individual Word documents. Select all the files in the folder and right-click with the mouse. Then select the “Print” command to print all the letters at once. You can also open and print each letter individually.