Templates

Templates are a powerful method of communication with applicants during the progression of the workflow. They are pre-determined text, which can be created and modified by you, and are used to communicate with the applicant at pre-determined times within the workflow.

Templates are currenty designed using html, and a certain knowledge of html is needed to create and amend them. An example of a template is the 'missing items' template as shown below:

As you can see, html is prevalent within the template, and a small training session is included as part of the installation and integration process to help you understand the basic html commands needed.

Templates are intrinsically linked with Lists.

Certain stages within the workflow require correspondence with the applicant. As an example the above template is used when requesting missing informatiom from the applicant, but to customise the communication a selection from a drop-down list determines what will be shown as text in the communication.

The following shows an example of a drop down list for communicating with the applicant for missing items:

By making two selections, along with determining the Communication method and selecting 'Set content' as below:

The following screen will appear:

As you can see, the text displayed is only that which relates to the selected items from the drop-down list.

Templates come with a powerful text editor as can be seen at the top of the screen above. This allows you to add any personal text that you may deem neccessary for this applicant. Any additional text you add at this stage DOES NOT update the standard template, the addition of any text only applies to this instance.

By pressing 'Save' on the above, the the select screen is returned:

By pressing on the 'Continue' button the communication will be sent automatically to the applicant (if e-mail selected), or be available in the documents tab for view and printing if in letter format. All communication with the applicant is available for viewing in the 'Documents' Tab. Every document should be Tagged so that it is recognised for what it is when you are viewing the Documents Tab. See 'Document Tags' above.

Using GOV.UK Notify - if this available to you - SMS messages can also be sent as communication with the applicant at specific stsges within the worflow. Notify text is only added and modified in the GOV.UK Notify system.