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For further information please see the Communications Tutorial or Communications Reference screen.
To access this screen, go to Launch | Communication Tracking in the Staff Control Panel.
This screen allows the user to insert, amend or view communications for a client. In this version, the communication can either be an AutoMail letter, phone call or an external document.
The different type of communications are depicted with different colours in order to make them easier to differentiate.
Black - documents created in IRISPTP but stored within a document management system external to IRISPTP.
Red - items created in IRISPTP and stored within IRISPTP or the network file system requiring attention. These will be letters generated from AutoMail waiting to be printed.
Green - items created in IRISPTP and stored in IRISPTP or the network file system that need no more attention. These will be AutoMail letters that have been printed, external documents, and emails that have been sent.
Blue - external items dealt with and stored within a document management system external to IRISPTP.
The Find facility allows searching for particular communication items, may it be an AutoMail letter or a phone call.
The screen will default to the last years worth of data using the added on date. To see communications outside of this date either change the date or click Find to filter further.
For those users with the Easy document management system you will need to empty the dates and select the Refresh button to show the documents.
The Item details option - displays details of the selected communications item.
The Add Item option - creates a new communication item. This item may be either an Automail letter, an external document or a phone call.
The Client Folder option - allows for the external documents related to that client, to be saved in a designated folder.
Right-clicking on a particular communication item gives you the options to:
View the Client profile
Action:Print. This will print the item if it hasn't been actioned before
Action:Email. This will allow the item to be emailed to the particular client it relates to
Re-printing the item, which prints the item, logging a new link to this item
Reproducing the item, just reproduces the item so it can be printed. It doesn't log a new link
Mark as complete will complete the item
Mark as not completed will mark currently completed item as not being complete
Delete the item will give you the option to delete the item
If you are using IRIS OpenSpace, you now have the ability to see which documents have been uploaded and which documents have been sent within the communications tracking screen.
By default you will need to add these columns to your communications screen by clicking Configure:
Column Name - Upload to OS:
Green Tick - this represents documents that have been uploaded to IRIS OpenSpace.
Column Name - Sent from OS:
Green Tick - this represents documents which have been added to IRIS OpenSpace, where the user has the ability to log to IRIS Communications. This action is solely performed via accessing the IRIS Client Dashboard and cannot be performed via the IRIS OpenSpace website directly.
To access the IRIS Client Dashboard go to IRIS OpenPortal and click the magnifying glass.
If the documents have never been uploaded, the columns will remain blank.
