When a merge document has been created, refer to Creating a Merged Document, there is an option to directly create a new contact log and attach the merged document from within the DMS.
The basic steps are
- Create the new merged document.
- Using the [Save and Send] button which immediately opens a New Contact Log window.
Create a merge document
When the merged document is created and you have previewed it you have two options [Save] and [Save and Send] in this article we are only concerned with the latter.
- Click [Save and Send] to directly open the New Contact Log Window and also save your merged document to the DMS.
New Contact Log
In the New Contact Log window complete as necessary, in particular -
- Select the type of Contact Log
- Change the subject from the auto generated reference for the document to a subject of relevance.
- Click [Next] to proceed to the Entry tab.
Enter the relevant details for the Contact Log.
- Change or Select the originator of the contact log
- Complete the body of the Contact Log. Note that the file is automatically attached. See Editing web link text and tool tips to improve readability of your email.
- Click [Next] if you wish to set up an appointment or click [Finish] to save and send your email.
When creating a new contact log as an email in particular it is worthwhile editing the link text to reflect a less sterile reference than the original document file name. It is also possible to edit the tool tip, the displayed text when the user hovers their mouse over the web link. See below.
- To change the web link text and tool tip wording first place the mouse cursor to bring focus onto the link text you wish to change.
- Click [Insert hyperlink] to open the Insert hyperlink window.
When creating a new contact log as an email in particular it is worthwhile editing the link text to reflect a less sterile reference than the original document file name. It is also possible to edit the tool tip, the displayed text when the user hovers their mouse over the web link. A before and after example is given above.
- Over type the original document file name text as required.
- Overwrite the original document file name text as an example 'Click here to open'.
- Click [Insert] to change and close the window
Example of a revised contact log.
The Insert Hyperlink feature offer the ability to add external web links into any contact log. Refer to Inserting a external web link into your Contact Logs
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