Using context types

Introduction

The context type of a letter determines who the letter is intended to be addressed to and which tags from the IRIS database will be available for selection in Tag Selection screen. The context type selected should reflect the relevant information for the intended recipients of the letter.

For example, accounts, personal tax.

Also, certain mappings will only map to letters with the correct context type. For example a corporation tax mapping will only map to a letter with a corporation tax context type.

For example, a general letter to all client types should retain a Client context type, whereas a letter send to individuals regarding their tax correspondence should be set to Individual (Personal Tax) context type.

At the end of this topic, you will be able to:

View the properties of a template.
Understand the context type of a template.
Know which context type to use.

Changing a template's properties

From the IRIS Main Menu, click IRIS AutoMail and click Templates from the Letter Request Browser

To display the properties of a template:

Click on the folder your template is in.
Click on the template to highlight it.
Right-click, then select Properties.

Click here to view a full description of the on the template properties options.

IRIS standard templates cannot be edited.

Context types

There is not a context type that lists all tags available, below is a list of all 17 available context types:

Client	a general context type, this should be used where the letter is intended to be sent to any type of client. Both business and personal details are available to insert into the letter.
Client (Common Tags Only).
Business	select this context type where the letter is strictly intended for businesses only. Business name information and contact details are available to insert into the letter.
Business (Common Tags Only).
Individual	select this context type where the letter is strictly intended for personal clients only. Personal information is available to insert into the letter.
Individual (Common Tags Only)
Accounts	select this context type where the letter contains account period end date details. Additionally, business name information and contact details are available to insert into the letter.
Accounts (Common Tags Only)
Individual (Personal Tax)	in addition to all the tags provided by the Individual context type, this context type includes tags containing Personal Tax information, such as liabilities and payments on account.
Individual (Personal Tax - Common Tags Only)
Individual (Sole Trader Personal Tax)	select this context type to include business details for a sole trader business, but also include Personal Tax information provided within the Individual (Personal Tax) context type.
Sole Trade (Sole Trader Personal Tax)
Corporation Tax	select this context type when creating a letter which contains corporation tax information, or when creating a letter that will be mapped to a corporation tax event.
Partnership Tax	select this context type when creating a letter which contains partnership tax information, or when creating a letter that will be mapped to a partnership tax event.
Trust Tax	select this context type when creating a letter which refers to a Trust, or when creating a letter that will be mapped to a trust tax event.
Tax (Employment)	select this context type when creating a letter that contains PAYE information. Note that the To/From/About settings will need to contain Employer and Employee rather than Client.
Client and Bank	select this context type when creating bank letters with bank account information.

As a general rule, unless you have reason otherwise, it is recommended you use a Client context type as this will allow letters to be generated for both businesses and individuals.

There are variations on the above context types where the context type includes the words 'common only'; this means that only the common tags are available for the specified context types.

'Client type mismatch with template context type'

Currently it is not possible to generate letters with an accounts context type for charities.

Renaming folders

It is possible to change the name of a folder at any point.

To rename a folder:

Click on the folder to be changed.
Click again on the folder name.
Type in the new name for the folder.
Click anywhere outside the highlighted description box.

Deleting folders

To delete a folder it must be empty. If there are any templates or folders within the folder to be deleted, they must all be moved (see above) or deleted first.