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: 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.
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 a published template. The template controls the body/content of the notice. A template that contains the `{{ADDITIONAL_CONTENTS}}` merge field can be reused for many one-offs (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. At least one contact is required. 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: Letter, Postcard, or Email. Only the methods the selected Communication Template supports are listed, so the list is empty until a template is chosen.
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 or Postcard — download the PDF, print it, mail it, then mark the communication as sent.
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.
Click the Communications tab.
Click Add Communication — the New Communication Log 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.
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, and only published templates are listed, so at least one published template must exist. A template that uses the `{{ADDITIONAL_CONTENTS}}` merge field can be reused for different one-offs.
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 Communication Type of the template you selected.
Q: Can I preview the notice before it sends?
A: Yes. Open the log in Unsent Communications. For a letter or postcard, click Download to open the PDF with the merge fields filled in. For an email, click Send Test Email to send a copy to an address you enter.