Who this article is for: Authority Users
Overview
Most communications in SwiftComply are produced by a Communication Type on a schedule (for example, a 60-day first notice). A one-time communication is different — you create it manually from the Communications page using the Create Log button whenever you need to record a notice that falls outside your configured rules. Common examples: logging a phone call, sending a one-off letter about a specific issue, or re-sending a notice to a single contact.
One-time communications still go through the Unsent Communications queue. You send or print them the same way you handle generated communications.
When to Use Create Log vs. a Generated Communication
Use Create Log when... | Use a Communication Type when... |
You need a single, ad-hoc notice | You need the same notice to go out on a schedule |
You're logging a phone call or in-person contact | You're sending routine reminders (first notice, overdue, etc.) |
You're re-sending to one contact | The rule should apply across many locations |
The message doesn't match any existing rule | The rule is already configured |
Creating a One-Time Communication Log
Click Communications in the left navigation.
In the top right, click Create Log. The New Communication Log panel slides in from the right.
Fill in the form:
Communication Template *(required)* — pick an existing template. The template controls the body/content of the notice. If you need a flexible template you can reuse for many one-offs, use one that contains the `{{ADDITIONAL_CONTENTS}}` merge field (see Additional Contents below).
Location *(required)* — click Select Location and pick the property the notice is about. Selecting a location unlocks the Select Contacts and Select Equipment buttons.
Select Contacts — click to choose which contact(s) at the location should receive the notice. You can pick one or multiple. Merge fields like `{{FIRST_NAME}}`, `{{LAST_NAME}}`, and `{{CONTACT_NAME}}` will populate from these contacts. Until a contact is selected, this field shows "No Contacts Selected."
Select Equipment — click to choose which assemblies the notice is about. Pick one or more. Merge fields like `{{ASSEMBLY_DATA}}`, `{{ASSEMBLY_SERIAL_NUMBER_LIST}}`, and the single-assembly fields pull from the equipment you select here. Until equipment is chosen, this field shows "No Equipment Selected."
Method *(required)* — choose how the notice will be delivered: email, letter, or phone. Phone is typically used to log that a call was made.
Due On — optional date the notice references (for example, a test due date). Format: YYYY-MM-DD.
Notes — free-text notes for your team's reference. These are internal and don't appear in the notice the recipient sees.
*(Optional)* Click Edit Additional Contents to type message text that will replace the `{{ADDITIONAL_CONTENTS}}` merge field in the chosen template. This is how you customize the message without editing the template itself.
Click Save.
The log lands in Unsent Communications with the method you selected. From there:
Email — send it from SwiftComply.
Letter — download the PDF, print it, mail it, then mark the communication as sent.
Phone — typically marked sent at the time of logging, since the call already happened.
For the full sending workflow, see Downloading, Sending, and Managing Unsent Communications.
Creating a Log from a Location
You can also start a one-time communication from the location itself:
Open the location record.
Find the Communications section or tab on the record.
Click the option to create a new communication log — the same form opens, with the location pre-filled.
Complete the remaining fields and save.
Additional Contents and Reusable Templates
The `{{ADDITIONAL_CONTENTS}}` merge field is designed for one-time communications. Put it in a template once, and every time you use that template with Create Log, the text you type into Edit Additional Contents gets inserted at that spot.
This lets one template cover many different one-off messages — you write the custom text in the log, not the template.
💡 If you find yourself typing the same additional content repeatedly, that's a signal the message should be its own template (or its own Communication Type if it should go out on a schedule).
What It Does and Doesn't Do
It does:
Create a record of the communication in SwiftComply for the location and contact.
Produce a letter PDF or email that uses your template's formatting and merge fields.
Place the item in Unsent Communications so delivery is tracked.
It doesn't:
Send or print the notice automatically. Delivery is still a manual step.
Evaluate any rules or criteria. Unlike generated communications, there's no trigger check — you decide when to create it.
Retroactively change any compliance status. The log is a record of the notice, not a compliance action.
FAQ
Q: Do I need to create a template before I can create a one-time log?
A: Yes. The Communication Template field is required, so at least one template must exist. If you want a general-purpose template for one-offs, create one that uses the `{{ADDITIONAL_CONTENTS}}` merge field and reuse it.
Q: Can I send the one-time communication to multiple contacts at once?
A: Yes. Click Select Contacts on the log form and pick all the contacts who should receive it. Each selected contact gets their own copy when the log is generated.
Q: Where does the one-time log show up after I save it?
A: In the Unsent Communications report on the Communications page, alongside generated communications. The row's Communication Type column shows the template name you selected.
Q: Can I preview the notice before it sends?
A: Yes. Once the log is in Unsent Communications, you can open it to preview the rendered letter or email with the merge fields filled in.