Jump To:

Communication Table

Creating a new communication

• Creating a Communication Type
• Creating a Communication Template
  • Targeting Values- Excluding/ Numeric Values

• Editing Communication Text

• Previewing & Publishing your Communication
• Sending A Communication 
  • Contact Methods
• Unpublishing/ Deleting a Communication
• Cloning a Communication Text
• Download Dashboard
  • Downloading Communication
• Creating a One-Time Notice

Communication Table:

Communication Types: Contains all already made communication types. Types are the general categories for your notices.

Communication Templates: This view contains all of your draft/published/unpublished communication templates. Use the table filters to adjust the table view as needed as shown below.

Unsent Communication: This view contains every notice that has been generated and has not been emailed or "Marked as Sent".

Communication with errors: This view contains all communications that had issues with delivery. If you run into an error please reach out to SwiftComply support.

Creating a New Communication:

To begin creating a new notice you must first create a Communication Type. You can have different communication types for different purposes. For example, your 1st notices may be one type of communication and your 2nd notices can be grouped as a separate type of communication. Within your types, you can have targeted versions of your notices.

Let's begin by creating a type together!

Creating a Communication Type

To begin creating a communication type, navigate to the Create Type button at the top of your communication window.

Next, you should see a blank form below to set up your Communication Type.

Type Label: This is where you should label the name of your communication type. For example: “First Notice ”.

Source: This field allows you to select which data source our communication type should target. For our example, we have selected Assemblies as our main source. Your options are Location, Assembly, and Ad Hoc.

Trigger Type: This field is directly related to the source you selected. Different sources can have different triggers.  For our source of Assembly, we have selected “Compliance Expiration date” as our trigger type.

Trigger Info: This field is directly related to the trigger type you selected. Different trigger types can have different trigger info. For our notice, we have selected Assembly Test data.

Next, click the SAVE button to create the communication type. Our new communication type will now appear in the communication type window. 

 

Note: Once published, communication types cannot be deleted!

 

We have now successfully created our first communication type called First Notice. 

Now let's move on to the next step and create a communication template.

 

Creating a Communication Template: 

Once you have your communication type set up, you can now create a template. Communication templates are the main body of your communication. Templates control the individuality of your communication. It is common to have multiple communication templates for the same communication type. For example, our First Notice Type can have a template for residential, high hazard, commercial, etc. For our example, we will create a residential Irrigation first notice template.

To begin setting up your template: Navigate to the top of your communication page and select “Create Template”

A new window should open to create a new template.

The first step is to select a communication type. We will select our already created type "First Notice". Let's call our new first notice template “First Notice: Residential Irrigation”.

Our “First Notice Residential Irrigation” notice should only target residential and irrigation assemblies. Let's customize our settings to meet this goal: 

 

Period: Your period is the time in relation to the compliance expiration date of an assembly. Let's set our period to 30 days before to ensure our notices go out 30 days before the assembly expiration date. You can choose dates before or after the assembly compliance expiration.

Date Format: The system allows you to choose the format of all of the dates that appear in your communication. Look through the dropdown and choose your preferred style.

Note: The date will default to YYYY/MM/DD if no date format is selected. 

 

Targeting: This setting allows us to customize which specific criteria we want to focus on our notice. This field is optional. Our notice will focus on residential and Irrigation assemblies. Each target has a unique value depending on the selected targeting field. Once you have selected your targeting settings, press the green plus button to add the target to your notice. Below is the targeting setting we choose to achieve our goal:

Targeted notice will always generate first. If you wish to send a notice to one targeted group, and a second notice to everyone else you will need to create 2 notices. One with targeting, and one without. The system sends the targeted notice first, then it sends the notice to everyone else. This way it avoids sending multiple letters of the same time to one location.

Targeting Values- Excluding/ Numeric Values

Excluding Values using "!"

Our targeting systems allow you to select specific criteria, however, you may also exclude fields from your communication.

To accomplish this, you can add "!" before the value. In our example below we wanted to exclude all commercial zoning fields. We selected the commercial value and added a "!" to exclude locations with this criteria.

 

Tip: Remember to use the complete word/value. Using "Hi" to target all high values will not work. "!" will match anything that is not equal to that value.

In addition- any fields that don't have anything selected will NOT be included in the targeting.

 

Using Numeric Values:

In addition to excluding criteria with an "!", numeric values such as ">" and "<" can be used to add more versatility to your communication style. Review the key below to help 

The less-than symbol "<" will match anything less than the value.

The greater than the symbol ">" will match anything greater than the value.

 

Finally, let's set up our contact types and methods. For our notice, we have selected a few contact types and Letters for contact methods.

However, we could have added as many contact types and methods as we wanted by using the icon.

Additionally, we could choose to send our notice to only our contacts labeled as "Primary" by checking the "Use Primary Contact" checkbox.

Here's an example.

Contact Methods:

Your available contact methods are Email, Letter, or Postcard. If more than one method is chosen then the system will send your contacts both methods of contact chosen. However, if you choose the "Use only first available method" checkbox, the system will only send the first available method of communication.

For example: If your chosen contact methods are first "Email", and second "Letter", and you have checked the "Use only first available method" checkbox, the system will send an email to every contact with an email address on file. Any contacts without a listed email address with then receive a letter.

Email Contact Method:

If the chosen contact method is Email, the system will also populate areas to enter an email subject, email body, and additional contacts to be CC’d or BCC’d.

Lastly, when an email is chosen you have the option of Including the PDF of your notice in your email. If you do not check "Include PDF in Email" the email will only send with the contents of the email body.

Postcard Contact Method:

If the chosen contact method is Postcard, it cannot be combined with any other contact method. This is a stand-alone communication with unique features. Post Card communications will always come in 2 pages.

The first page will include all of your normal communication text you are free to edit. However, the 2nd page cannot be edited and always contain your contact information as shown in the example below.

 

 

Editing Communication Text:

To add the actual text of the notice click the Edit Communication Text button and a word processing pop-up window will appear.

Fill out your notice text and select Save when finished. Our editor toolbox provides all the tools to customize your communications to your needs.

In our notice below we have used MERGE FIELDS to pull up individualized information from the system. Visit our knowledge base article here to learn more about the different MERGE FIELDS available for your communication.

Now, let's hit SAVE to save our communication text.

Once you have saved your communication template, you will be given the option to PREVIEW, PUBLISH, or CLONE your communication text.

Previewing & Publishing your Communication:

Once PUBLISHED, your communication text cannot be edited so it is important we make any necessary changes before publishing. We recommend using the Preview Communication Text to see your communication before they are sent out.

For the Email contact method, you can send a test email to yourself and make any adjustments you feel necessary to satisfy your communication needs.

 

To make your communication active you must PUBLISH your communication.

Once you PUBLISH, you can no longer change communication text. To change a communication text, you will need to CLONE your communication template. A cloned template will copy all original settings from your template including any targets specified.

Once cloned you can click the pencil edit icon at the top right corner to edit your communication template text, and SAVE your new template.

Cloning A Communication Text:

Cloning creates the exact same copy of your communication including the settings, targets, and communication text. This is a great way to quickly create a similar communication while having the ability to make small changes.

When we cloned our First Notice communication, we saw our original communication settings. These settings included the original communication targeting, communication type, and text. Unlike previously, these settings are now available for editing.  

However, if you wish to keep the SAME communication TYPE and TARGETING settings, this communication will unpublish the original communication once the cloned copy is published. Editing the communication TYPE ( Ex. Second Notice) or changing any of the TARGETING values will create a new communication template within your communication.

Sending A Communication:

Sending a Single Communication:

To view all unsent communication, navigate to the unsent communication table to view all generated notices waiting to be sent.

Select the communication you wish to send. Next, you can now download the communication and mark it as sent or send an email communication if it is an email communication type.

Sending Multiple Communications:

To send a group of communications at the same time, navigate to the Download dashboard at the top of your communication page.

Next, you will need to select a communication type and method. Then check the "Unsent" box as shown below to generate ONLY the unsent communication list.

Note: It is important to select the same communication method used in the communication template to generate a list of unsent communication.

For communications with Letters or Postcard communication methods, the download button will download all of your unsent communication into a zip file.

Once downloaded, you can use the "Mark As Sent " to confirm the communication has been sent out. This will remove all of your communication from the Unsent list.

For communications with an Email communication method, no download is necessary. To send the email communication type out simply press the "Send Email" button.

Unpublishing/ Deleting a Communication:

Published communication templates cannot be deleted. To delete a communication template you must first UNPUBLISH it. This will stop the specific communication from being generated.

Next, use the pencil icon to edit your communication .  Now a red trash can icon will appear below to delete your unwanted communication .

 

Creating Ad- Hoc Notices:

Ad Hoc notices are one-time specific notices that provide a more flexible communication style.

To create an Ad- Hoc notice, navigate to the top of your window and select Create Log.

A new communication log will appear to select a communication template and location.

After selecting a location, you will then be able to select a specific contact and equipment you wish to address.

Next, select a preferred method of communication and SAVE once completed.

 

Additional Contents: This is populated by the {{ADDITIONAL_CONTENTS}} merge field. Either add this merge field to your existing communications, or create a communication using the "Ad Hoc" Type, and populate the communication text with the merge field {{ADDITIONAL_CONTENTS}}. Anything you write in the "Edit Additional Contents" section will be populated in the place where that merge field is located.

Downloads Dashboard:

The download dashboard lists all the notices grouped by communication type that are currently created in your system. The download dashboard can be viewed by navigating to the top of your communication page and selecting the Downloads option.

Viewing Sent Communication:

To pull up previously sent communications, you must first select one of your already created communication types and the corresponding method used for that specific template to view all communications in that type.

Next, you would need to select a  "Due On" or "Generated On" date.  In our example, we use the generated on the date of 03/31/2022.

Next click on Get List to generate a list of ALL previously sent notices.

We have now pulled up all sent communications generated on 03/31/2022.

Viewing Un-Sent Communication:

If you wish to get a list of Unsent notices waiting to be sent then select your communication type, method, and check the Unsent box and then Get List to generate a list of only UNSENT communication waiting to go out.

The Due On and Generated On dates are ONLY required for viewing sent communications and are not required for generating UNSENT communications. However, these fields are great for filtering out your list when needed.  

 

Downloading Communications:

To download your communications you will first select the "Downloads" option from your communications table, and select your filters to generate the list of communications you would like to download (explained above). Then select Get List. Once your list has populated you can select Request Downloads.

 

If there isn't a table present already, a table will appear above with the download requests from you and all Org level users in your organization (see below). This table displays the user who requested the communication and a Range. The Range displays how many notices are being generated from your requests. While your requests are generating you are unable to download until the status changes from requested to ready. 

Pro Tip: The higher the range the more time it will take to generate your requests for download.

Once your status has been updated to ready ( as shown below). Select the communication from the table and download your requested communication.

 

Lastly, mark your communication requests as done by clicking "Mark Downloaded".

 

Next, "Update Comms to Sent" to mark communications as Sent.

Finally, "Mark Completed" to remove your communication requests from the communication queue.

 

Questions about our new communications module? Let us know at support@swiftcomply.com, or call us at 619-304-6022.