Overview
This page allows you to define communications that can be sent by e-mail, text message, or by regular mail. These communications are typically sent to boaters, but can also be sent to other people as well.
Tasks
Defining a Template
Creating a template is similar to creating a document using a word processor. You can type text and format the text using the buttons in the toolbar at the top of the document window.
To put information from the database into the template, click the button on the bottom row called Insert Database Field that looks like a life preserver. This will list all the fields in the database (as well as some other things that can be inserted into the template). Select one of those options, and a code will be inserted into your document at the current cursor location. The code will begin and end with a pound sign (#) for mail merge fields, or squiggly brackets ({ and }) for other types of fields. When you send the communication, the code will be replaced by something else.
To add a graphic to your template, such as a letterhead image, follow the instructions on the Communication Image help page.
Once the template looks the way you want, click the "Save As Template" button (in the top toolbar row). This will cause a pop-up window to appear where you will enter the name of your template. If you want to update an existing template, enter the name of the template that you want to replace.
Using an Existing Template
Click on the "Templates" button, which is in the top toolbar. This will display a list of templates that you have previously defined. Click on one of the template names, and the template will appear in your document window.
Previewing a Communication
Before sending out a communication, you may want to see how it looks first. Click on the "Preview Communications" button, which is in the top toolbar. The page will refresh, and the sample output will appear below your document window. If you are sending your communication to multiple people, the preview will show the first 5 messages that will go out.
Sending a Communication by E-Mail
If you want to send your communication by e-mail, click the "Send via Email" button, which is in the top toolbar. This will send out the e-mail to everyone that you have selected, as long as they have e-mail addresses.
A copy of the e-mail will be attached to each application, as a "Communication" activity.
Sending a Communication by Text Message
If you want to send your communication by text message, click the "Send via Text" button, which is in the top toolbar. This will send out the text message to everyone that you have selected, as long as there is a cell phone number and cell phone provider on file for that permit holder. Text messages can be up to 140 characters long, and the text messages will only be send out if the message is the appropriate size.
A copy of the text message will be attached to each application, as a "Communication" activity.
Sending a Communication by Mail
If you want to send your communication by regular mail, click the "Send via Letter" button, which is in the top toolbar. This will bring up a window that will ask you who should be included in the mail merge: everyone in your search results, only the people who have e-mail addresses, or only the people who DON'T have e-mail addresses. You can choose to send the output to a PDF or an HTML file -- the PDF option usually makes it easier to print without the header and footer information that is normally printed by your web browser. Once you click the "Merge" button, you will see a multi-page letter to all of the selected individuals. You can then use Adobe Reader's print button (for PDF format files), or your browser's print button (for HTML format files) to print out all of the communications - each applicant's letter will be printed on a separate page.
To mail these letters, you have two options:
- Use envelopes with windows, and put the address onto your page in such a way that the address is visible through the window.
- Create Mailing Labels
When you click the "Merge" button, a copy of the communication will be attached to each application, as a "Communication" activity.
Navigation
Users can get to this page in one of two ways. From the Permit Summary page, users can click the e-mail address of the user to communicate to that one permit holder. From the Search Results page, the user can click the Communicate link to communicate with all permit holders in the list.
Security
Users can view this page if they have been granted Mail privileges.