What is an AutoMail Mapping and how can I make changes?
Article ID
ias-11954
Article Name
What is an AutoMail Mapping and how can I make changes?
Created Date
29th April 2015
Product
IRIS AutoMail
Problem
What is an Automail Mapping and how can I make changes?
Resolution
Contents
Introduction
Change an AutoMail mapping
Event properties
Delete an AutoMail mapping
More events
Introduction
An AutoMail mapping is a link between a specific event in one of the other IRIS Products and a pre-defined AutoMail template. For example, if you produce a tax return within Personal Tax you may produce a tax return covering document at the same time.
The events available are issued with each release with IRIS. For example, an event for an engagement letter when creating an invoice. To access the available mappings:
Log into AutoMail
The letter request browser will be displayed. Click on the Mappings button.
The events will be listed onscreen.
AutoMail mappings are set on a staff by staff basis. For example, some staff may want a tax return cover and others may not. This can be set when changing or deleting your AutoMail mappings.
Change an AutoMail mapping
An AutoMail mapping is a link between a specific event in one of the other IRIS Products and a pre-defined AutoMail template. With each of the mappings available you have the option to select the specific template you want linked by default (though this can be changed at the point of printing). To associate a template with an event:
Log onto AutoMail
The letter request browser will be displayed. Click on the mappings button.
The events will be displayed. Right click on an event you will to associate a template with and select ‘change mapping’.
The change mapping screen will be displayed.
Click on the magnifying glass next to the field ‘Letter’.
The IRIS AutoMail – Select Letter Template’ screen will be displayed. Highlight your required template and click on the select button.
You will return to the ‘Change Mapping’ screen. Click on the OK button.
Click on the Close button.
Event Properties
When you associate a template with an event you may set some event properties. These will set how the mapping operates. To view your event properties:
Log onto AutoMail
The letter request browser will be displayed. Click on the mappings button.
The events will be displayed. Right click on an event you will to associate a template with and select ‘change mapping’.
The change mapping screen will be displayed. There are then the following options:
(i) Hide Letter options dialogue box
You may use a feature when other IRIS products trigger an AutoMail event. For example, when you produce a tax return you want a tax return cover. If you have Hide Letter options un-ticked you will see a prompt call ‘AutoMail – Letter Options’ with the AutoMail template details and logging options for the AutoMail template you are preparing.
(ii) Request Letter
If you have Hide Letter options un-ticked you will see a prompt with the AutoMail template details and logging options for the AutoMail template you are preparing.
Placing a tick next to ‘request letter’ will set the system to automatically produce the letter. If you have this option un-ticked you would need to manually select ‘request letter on the ‘AutoMail – Letter options’ screen.
(iii) Prompt for values for empty tags – Word letters only
If this is ticked the system will prompt the user for any fields it cannot find information in the database. If it is un-ticked the system will not prompt the user for missing tags and generate the letter missing out information it cannot find.
(iii) Log & Save – Word letters only
This option will log a letter request for this mapping and save the letter as a Word document linked to the request.
(iv) Log only – Word letters only
This option will only create a letter request for this mapping; it will not save a Word document for this request at all.
(v) None – Word letters only
This option means the system will generate a letter but will not create a letter request or save a Word document.
(vi) Permanent – Word letters only
This allows the user to specify if the letter is to be permanent or not. This marks a letter request as permanent so the user can filter by this option when doing searches.
(vii) Treat multiples separately – Word letters only
This option tells the system to create a separate Word document for each client the mapping creates a letter for. This option only has an effect if multiple clients have triggered the mapping event.
Delete an AutoMail mapping
An AutoMail mapping is a link between a specific event in one of the other IRIS Products and a pre-defined AutoMail template. To delete a mapping:
Log onto AutoMail.
The letter request browser will be displayed. Click on the mappings button.
The events will be displayed. Right click on an event you wish to delete and click on the ‘delete mapping option.
The AutoMail Letter/ Event Mapping Maintenance screen will be displayed. Click on the ‘Yes’ button
The mapping will be deleted
More events
The events available are issued with each release with IRIS. For example, an event for an engagement letter when creating an invoice. To access the available mappings:
Log into AutoMail
The letter request browser will be displayed. Click on the Mappings button.
The events will be listed onscreen.
If you would like any new events please e-mail the details to IRIS Support. Please include the name of the event, explain why you want the changes and provide an example of your source. Once received, we will assess your template requirements for a future IRIS release.
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