Contact Correspondence

To view or send Correspondence for a Contact, from the Contact's screen click the Correspondence icon located in the Show group

The Correspondence screen displays particulars, EPCs, Letters, SMS Texts, Emails, Notes and Tasks chronologically for a specific Property. The grid show the following information in the grid:

Date
Subject/Details
Property
User

Use the drop-down Filter lists at the bottom of the screen to change the selection criteria of the information displayed. By default All Correspondence will be displayed but for example you could choose to display only Letters. If the Filter option of Tasks is selected then the Task Status filter list will allow you to filter tasks further based on their status e.g. Outstanding, Completed, All or Future Tasks. An Exclude Property Marketing Emails check box enables these emails to be excluded from the display.

The Mailing List group displays the following for the Contact

Last Checked Date - the date they were last contacted. When adding correspondence for a Contact the Last Checked Date and Mailing List Renewal Date are automatically updated
Renewal Date - when they are due to be contacted next. Depending on their Contact Type settings reached a Home Page reminder is generated.
Update Date - this button is used to extend the Renewal Date based on the Mailing List Renewal Period set against the Contacts Type.

The Marketing Preferences group displays the following for the Contact

Mailing List - if selected the Contact will be included in the Mailing List
Emailing List - if selected the Contact will be included in the Emailing List
SMS Text List - if selected the Contact will be included in the SMS Text List
Pass Details to 3rd Parties - specifies whether the Contact's details
Pass Details to IFA - specifies whether the Contact's details are passed to your Financial Advisor
Pass Details to Conveyancer - specifies whether the Contact's details are passed to your Conveyancer
Preferences Request Sent - indicates whether the Marketing Preferences email has been sent to the Contact's and if so on what date
Preferences Confirmed - indicates whether the Marketing Preferences form has completed and111 submitted by the Contact's and if so on what date

Requesting Marketing Preferences

When adding an Contact all Marketing Preferences are unticked and cannot be manually ticked. When saving a new Contact a prompt is displayed regarding sending a Marketing Preferences email to them.
From the email there is a web link to a page where they can maintain their Preferences. The Marketing Preferences email can also be sent at any time from the Email screen to existing Contacts.

Importing Marketing Preferences

When a Contact enters their Marketing Preferences online these are automatically imported into Acquaint. The Contact Marketing Preferences will show dates for Request Sent and Confirmed

Acquaint's Marketing Preferences provide support for General Data Protection Regulation (GDPR) compliancy. Further information can be found here

Correspondence Display Options

From the Menu button the following options are available which determine what Correspondence is displayed:

Show Property Marketing Emails - displays Property Marketing Emails
Show Work Order Correspondence - displays Work Order correspondence
Show Certificate Correspondence - display Certificate correspondence

Example For instance when you add a Work Order and then on the Work Order add Correspondence this will not show in the Contact/Property Correspondences screen unless the filter is ticked on.

Edit - selects the currently selected correspondence record enabling you to edit it.
Delete- deletes the currently selected correspondence record
Email as PDF Attachment - this enables you to email a PDF copy of the currently selected Correspondence. For instance use this option for MS Word that you want emailed as a .PDF
Email as Attachment - this enables you to email a copy of the currently selected Correspondence.
Email Multiple Attachments - send documents relating to the property to a Contact. An Attachments screen displaying all Correspondence will appear with enabling you to select the documents. Optionally a Convert to PDF option enables these documents to be sent as .PDFs. Click Attach. The Email Templates screen will appear enabling you to send the email.
Send to Signable- sends the document through the Signable service, a Signable account is required to use this service.
Document Properties - provides the option to edit document properties. From here link a Contact, Property and or Work Order associated with the document. An option is also available to edit the document subject. Choose to always show it at the top, show on Client Login.
Attach Document - enables an externally created file(s) such as a Document, Property Brochure or Property EPC to be linked to a Contact. This can be a Word, Excel, PDF, or Media (wav, mp3, wma, wmv) file. An option is also provided to move the file to Acquaint's Document folder to ensure that it will be available to all Users on a Network. This could be
Export Grid to Excel - exports the date to Microsoft Excel
Find - provide a search function enabling text to be searched on the screen.

The tab also contains fields that specify whether a Contact is included on Mailing Lists, the Last Checked Date and Mailing List Renewal Date.

When a Contacts Renewal Date is reached a Home Page Reminder is generated.

The Update Date button is used to extend the Renewal Date based on the Mailing List Renewal Period set against the Contacts Type.

When adding an Appointment or Property Offer for a Contact the Last Checked Date and Mailing List Renewal Date are automatically updated
The Link button allows an externally created Microsoft Word document to be link to a Contact
The Edit Subject button can be used to modify the Subject line for any Mailing, although it is especially useful when linking external documents and when producing mailings from a generic template.