Email Correspondence Maintenance
Overview of NA67UPD
In order to properly utilize electronic (email) correspondence, your organization must have a website configured to be updated with account statements and other notices to your constituents/borrowers. For example, utilizing DDI's Online-CEF product. If you are not configured to use this system, please contact DDI for assistance.
The first step in configuring electronic correspondence is to set up your email types. This is done via the Email Correspondence Maintenance screen. To access the screen:
- From the DDI Connect main menu, double-click Name/Address
- Double-click Setup
- Double-click Email Correspondence Maintenance. You will see a screen similar to this one:
To add a new email type, click the New button on the toolbar. The fields will now activate for editing:
You must set up the following:
| Field | Description |
|---|---|
| Email type (unique) | Unique, alphanumeric identifier for the email category. This is used in Merge Form Maintenance (WP03) to specify the email a constituent will receive once a PDF form has been generated |
| Return email address | Email destination to be used for messages responding to automated emails generated by the Electronic Correspondence System |
| Login URL | Web address used in the email to create a link to the login screen by which the constituent may gain access to the PDF form produced by the Electronic Correspondence System. This should be the address to your website via Online-CEF |
| Unsubscribe message (maintained by DDI) | Component of the automated email describing the steps to be taken by the constituent if he/she does not want to receive future such emails. This field is normally maintained by DDI, and in the absence of required security it remains inaccessible to other users. This is required information on every email type you add, as failure to provide unsubscribe information could lead to these emails being identified and flagged as spam/unwanted email |
Once you have configured the Basic Setup tab, click the Email text tab. You will see these fields:
You must configure the following:
| Field | Description |
|---|---|
| Subject | A brief summary of the email contents. You have merge field options available. They are: $NAME, $DATE, $MONTH, $YEAR and $URL. Adding these fields will cause the system to merge the appropriate information into those fields |
| Body | Alphanumeric body text of the email notice. The merge fields noted above can also be used in the body of the email |
| Signature | Alphanumeric signature information (name, title, etc.) to follow the email body |
| Footer | Alphanumeric footer information to be included at the bottom of the email text |
You have several fields that allow you to merge data within the body of the email. They are:
| Field | Description |
|---|---|
| $NAME | Will merge the appropriate name of the account holder |
| $DATE | Displays the appropriate date, based on the information being merged |
| $MONTH | Displays the appropriate month, based on the information being merged |
| $YEAR | Displays the appropriate year, based on the information being merged |
| $URL | Displays your organization's URL that enables the account holder to view their forms/information online |
| $ACCTID | Displays the master account ID |
If you click the History button on the toolbar, the system will launch the Edit History for the form you are reviewing. When you have finished viewing the edit history, click Exit to return to the Email Correspondence Maintenance screen.
Once you have configured both tabs of the email, click Save. This email type can now be set up within the merge form for electronic communication. For information on configuring merge forms, reference this page: Merge Form Maintenance
