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On every AutoMail template, there is a property which will determine the context type being used by the letter.
The context type determines:
Which type of client a letter can be sent to
The tags available for the template
For example, Individual (Personal Tax) context type would be used for
personal clients with Tax information displayed in the templates. The
context type of a template determines which tags from the IRIS database
should be available for selection in the Tag selection screen; Personal
Tax context type includes some Tax tags.
Context Types available
Click here for more information.
To create a new template and assign a context type to the template:
From IRIS Main Menu , click IRIS AutoMail.
The IRIS AutoMail - Letter Request browser displays. Click Templates.
The IRIS AutoMail - Letter Maintenance screen displays. Select the folder where the template is to be saved.
Click New Template.
The New Template screen displays. Enter a description for the template.
Select the context type for the target clients. For example if the letter is going out to business clients only then select the relevant tag.
Click OK.
The context type can be changed on an existing template if the letter is going out either to a different client type or different tags need to be selected on the template.
For example, if a template has been set up with context type client and now the letter needs to include personal tax tags, the context type to need to change to Individual (Personal Tax).
There are 3 stages to changing the context type of a template:
Change template property
Remove the tags from the template that is, the tag selection screen
Remove the tags from the Word template
From IRIS Main Menu, click IRIS AutoMail.
The IRIS AutoMail - Letter Request browser displays. Click Templates.
The IRIS AutoMail - Letter Maintenance screen displays. Locate and highlight the folder that the template has been saved in.
Highlight the template.
Click Properties.
The Edit Template Properties screen displays. Under Context Type, click the down arrow and select the context type.
A Warning message displays: "You have changed the context type. Please remove any now invalid tags from the Word document", click OK.
A Question screen displays with a message "The tag "XXX" is no longer correct for this context type. The choices available are remove this tag from the template or reedit the template properties to change the type back. Remove the tag from the template?" Click Yes if you are sure that you would like to edit the template. Click No if you would like to revert back to the original context type.
Once you have clicked through all the prompts the Word template will be displayed.
When the Word template is displayed, you have to manually remove the tags from the document. Removing the tag from the Tag Selection screen doesn't remove it from the template. Locate the tags and deleted them.
Once the Word document has been edited, and the invalid tags removed, click Save in the Tag Selection screen.
If all tags have not been removed from the document, you may get an "Invalid Merge Field" message.
When you generate a template, you may get a message: "Client type mismatch with template context type".
This message means that the template that you have selected for the
client is incorrect. For example you have selected an Individual context
type template for a business client.
To resolve this either:
Change the Client that you are producing the letter for. For example instead of the personal client you would need to use the business client (Sole Trader)
Change the context type of the letter to ensure the correct Context type is being used for the client. For example, change the context type to the 'Business' context type.
See the section How to change the context type of an existing template
How to insert a tag into an AutoMail template
Context types available in AutoMail
How to set up custom AutoMail templates
What
Microsoft Word skills may I need to edit AutoMail templates?