Searching for the letter

Introduction

The search facility enables you to find letters logged and saved against all your clients. The search can be customised to produce a list of letters generated for a particular client or to give a list of all clients that a particular letter has been generated for. The search can be customized in numerous ways.

In the first topic we generated the IRIS Tax Return Cover letter and selected the option to print later.

To access this screen, from the IRIS Main Menu, click IRIS AutoMail and click Search from the Letter Request Browser.

To search for this letter we are going to set the following criteria in the Select retrieval information screen:

Clients tab

The search can be customised to search for items that are associated with:

• The client or a range of  clients

• The particular branch. (For Data Centre users only)

• The client manager or the partner at present

• The client manager or partner at the time the link was created.

• client categories

• Or Data-mining can be used to find the clients you want to search for

In this example, select the client the IRIS Tax Return Cover letter was generated for in topic 1.

Item tab

The item tab allows you to filter the search for specific item types, that is, to search on either New AutoMail Letters and/or Old AutoMail Letters. The New AutoMail Letters are the ones created using Microsoft Word.

You can also select the template you wish to search for to narrow the search to a particular letter. The other items types, for example reports, calls, emails and so on,  are only available to search on if accessing the Communication Tracking screen from Practice Management.

To select the IRIS Tax Return Cover letter:

1. Click the magnifying glass next to Select template.

2. Highlight the IRIS Tax Return Cover letter.

3. Click Select.

Link tab

The link tab gives you the option to specify who added and/or actioned the item, whether it is a single staff member, or a staff member reporting to a specific partner or manager.

A date range can also be specified for when the items were added or actioned. The batch number of the item may also be specified as well as which staff member the item was assigned to. In this example, ensure that in the 'Assigned to' box your staff ID is shown.

Files

This allows you to specify what type of files you want search for. For example, .xls files (Excel Spreadsheet). This option is only available if you are just searching for external documents in the Item type. We will ignore this tab for now.

Communication log

To view the communication log click Find. This should take you to the AutoMail Communication Log screen and display the IRIS Tax Return Cover letter generated for the client selected.

To view the letter:

1. Highlight the IRIS Tax Return Cover letter.

2. Right-click on the communication log.

3. Click View AM Document.

To print the letter:

1. Highlight the IRIS Tax Return Cover letter.

2. Right-click on the communication log.

3. Click Action:Print.

You are now ready to learn more advanced features of AutoMail to create more effective templates. For advanced help click here.

• Practice Management must be running in the background in order to print the letter.