Respond in TRIM
Can you send out invitations to 10,000 people in minutes? What happens when a client sends you a request? Do you send them a confirmation that you have received the request? How do you prepare a reply? Do you need a Word Processing Merge on steroids that knows TRIM?
Respond in TRIM helps users do these quickly. How does it do it?
Templates created in MS Word allow for all the information on the originating record to be used in preparing the response. Templates for documents and email bodies are prepared simply in the same way.
Respond in TRIM permits the user to choose the required document and / or email template. Once an email template has been selected an email will be sent with the attached document to the client’s SMTP email address. If there is no email address the document will be printed on the selected printer.
The output email or document is catalogued in TRIM. It is related to the originating document, stored in a container with the correct contact details.
Who is happy now? The user when they send replies to incoming requests in seconds. The client when they receive a notification or a response to their request. The TRIM administrator when they see that TRIM is up to date. Management as they are seen to be very responsive to their clients.
Respond in Action.
When Respond starts it requires a list of records to work upon. Templates to create the reply can be chosen as either an output document for printing, an output document attached to an email or an email only.
If an output document is selected a printer can be chosen. This is used for replies that do not have a contact email address to allow for posting manually.
Information for the TRIM output record can be specified. This includes
· The Author as Current User, Original Addressee or No Reply.
· Which type of contact to use from the originating record, e.g. Author, Primary Contact or Representative
· Output documents can be PDF, DOC or DOCX as required.
· Where the new record should be contained. This allows the same container as the originating record or within the originating record e.g. Property files.
· Title as RE: or a new title.
· Each new record entry form can be shown and altered.
Click the Process Button and everyone WINS.
Information Management Made Simple
When Respond in TRIM processes each output record it automatically stores the response in TRIM. It does this as either an email message or as the output document depending on the type of delivery.
Also, it contains the record in its relevant container and links the response to the originating record.
When a query about the original record is received, the person dealing with it will be able to easily track what happened by following the links to the related responses.
Template Creation
Templates are created using MS Word and the Respond in TRIM Word Toolbar.
This permits the design of complex documents combining text and images allowing professional looking layouts.
While the templates are created in MS Word the output document creation does not use Word. Only the template creators need MS Word.
The Toolbar offers buttons that insert TRIM record variables, quick insertion of already used variables, new template versions and advanced meta-data manipulation for tables.
This powerful Toolbar will allow for the creation of day-to-day documents.
The Respond in TRIM Word Toolbar permits the insertion into a template the details of :-
· The source record and its related information including its additional fields.
· The new output record title, number and date created.
This means that the output email or document can have its own record number for your reference and quick response for queries.
Respond in TRIM facilitates high quality and quick responses to your service needs.